Frequently Asked Questions for Supervisors

▼ What should I do if an employee calls-in sick, including COVID-19?

Employees are no longer required to report positive COVID-19 cases.

Absences due to illness or injury of an employee, including COVID-19, should be treated as sick leave. Employees must report to their immediate supervisor the absence as soon as possible on the first day absent and daily thereafter. Employees should report the absence in accordance with your department’s call-in procedure. They should tell you the reason for the absence and how long the employee anticipates they will be unable to work.

You, as the supervisor, have the responsibility to ensure that sick leave is used for legitimate purposes. Upon your request an employee may be required to show evidence of illness (or if applicable, an immediate family member’s illness) in the form of a physician’s statement.

Sick leave is provided to protect the employee against loss of income during illness when unable to perform work duties because of illness or injury, when the employee must obtain health related professional services which cannot be scheduled outside regular work hours, and/or when they must care for a seriously ill member of their immediate family.

For details, refer to the University’s Sick Leave policy.

Absences due to illness or injury related to a serious health condition may be eligible for FML. To apply employees should complete this form https://www.southalabama.edu/departments/eforms/hr/leaveofabsence.pdf. The employee will submit the form to you for signature. You will then forward the form and supporting documentation, if available, to Human Resources for review and approval.

For additional information regarding FML please visit: https://www.southalabama.edu/departments/financialaffairs/hr/fmla.html

Any employees who are experiencing personal concerns, such as anxiety or stress, are encouraged to reach out to the University of South Alabama’s Employee Assistance Program (EAP) for support. Counseling services are available via telephone, Zoom or in person, and are confidential. For information, please call (251) 461-1346.

Please don't hesitate to reach out to your Human Resources office for questions and guidance during this process. You can reach us via phone at 251-460-6133 or via email at employeebenefitshr@southalabama.edu.

▼ Can I approve telework?

The University of South Alabama does not allow light or modified duty. Employees should not perform work while on medical leave. Remote work is not available while caring for an eligible family member who is sick.

If the employee has a disability and wishes to apply for a workplace accommodation, a request can be submitted through the Workplace Accommodations program. Human Resources will assess the request in conjunction with the department, however Human Resources is responsible for the resolution of a reasonable accommodation.

Employees, with a serious health condition, or those who are caring for a family member with a serious health condition, may be eligible for Family Medical Leave. To apply the employee will complete this form https://www.southalabama.edu/departments/eforms/hr/leaveofabsence.pdf, and submit it to you for signature. You will then forward the form and supporting documentation, if available, to Human Resources for review and approval.

▼ How is the employee paid while on a medical leave of absence, including COVID-19?

Any absence due to illness or injury, including COVID-19, must be treated as sick leave. If the purpose of the leave is the employee's own illness, the employee will be required to use any accrued sick leave, subject to the University's sick leave policy.

If the purpose of the leave is to care for a serious ill family member, as defined by and in accordance with the University's sick leave policy, the employee may take up to 3 days paid sick leave per occurrence. If the absence is more than 3 days, if eligible, the employee may apply for FML. With FML approval the employee may use accrued sick leave up to 60 work days or 480 hours.

Employees, with a serious health condition, or those who are caring for a family member with a serious health condition, may be eligible for Family Medical Leave. To apply please complete this form https://www.southalabama.edu/departments/eforms/hr/leaveofabsence.pdf. The form will be submitted to you for signature. You will then forward the form and supporting documentation, if available, to Human Resources for review and approval.

Any absence due to the illness or injury of the employee, or for the care of an eligible family member, that exceeds two or more weeks will require an application for a leave of absence, as applicable.

For events covered under the Family Medical Leave Act please visit:

https://www.southalabama.edu/departments/financialaffairs/hr/fmla.html.

For events approved under a personal leave of absence please visit:

https://www.southalabama.edu/departments/financialaffairs/hr/absence.html

▼ What if the employee needs to be absent longer than two weeks?

Absences due to illness or injury of an employee, including COVID-19, and the employee will remain out of work for more than 3 days, may be eligible for FML. Any absence due to illness or injury of an employee that exceeds two or more weeks will require an application for a leave of absence, as applicable. To apply the employee will complete this form https://www.southalabama.edu/departments/eforms/hr/leaveofabsence.pdf. The form must be submitted to you for signature. You will then forward the form and supporting documentation, if available, to Human Resources for review and approval.

Absences due to illness or injury of an employee, including COVID-19, should be treated as sick leave. If the purpose of the leave is the employee's own serious illness, the employee will be required to use any accrued sick leave, subject to the University's sick leave policy.

Absences due to illness or injury of a member of the employee’s immediate family, including COVID-19, should be treated as sick leave. If the purpose of the leave is to care for a serious ill family member, as defined by and in accordance with the University's sick leave policy, the employee may take up to 3 days paid sick leave per occurrence. If the employee will remain out of work for more than 3 days, if eligible, the employee may apply for FML. With FML approval the employee may use accrued sick leave up to 60 work days or 480 hours.

Any absence due to the illness or injury of a eligible family member that exceeds two or more weeks will require an application for a leave of absence, as applicable.

For events covered under the Family Medical Leave Act please visit:

https://www.southalabama.edu/departments/financialaffairs/hr/fmla.html.

For events approved under a personal leave of absence please visit:

https://www.southalabama.edu/departments/financialaffairs/hr/absence.html

For additional information regarding eligibility and the application process for a leave of absence of any type, please visit our Leave Policies webpage at:

https://www.southalabama.edu/departments/financialaffairs/hr/leavepolicies.html