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Time Off to Receive a COVID-19 Vaccine

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Discontinuing the Time Off to Receive a COVID-19 Vaccine Policy

Updated: March 19, 2024

Effective April 7, 2024, consistent with the expiration of the state’s mandate, the University will discontinue its Time Off to Receive a COVID-19 Vaccine Policy (#329) as well as the use of the HRMS time reporting codes “CVA” and “CVS”, which were previously used in conjunction with Policy #329. The University continues to encourage employees to receive the COVID-19 vaccine and all boosters and will continue to offer employees the ability to receive these vaccinations along with the flu vaccine on-site through our annual vaccination programs. Visit the COVID-19 Resource page for ongoing updates related to COVID-19 guidelines and support.

Employees who work in New York State can receive up to four hours of paid time off to receive a COVID-19 vaccine without having to use their existing PTO, sick time, or vacation. This is under newly-passed New York State legislation and includes staff, faculty, residents, fellows, postdoctoral appointees, Strong Staffing temporary employees, and student employees.

Employees who receive vaccines with two doses will be eligible for up to four hours of paid time off for each vaccine dose received during work hours. Employees will receive up to an additional four hours for any booster shots that become available.

This time will be retroactive to any vaccines received on or after March 12, 2021 until December 31, 2022.

View the full policy

Timekeeping

Employees should alert their managers and timekeepers in advance of their appointment, and use the following time reporting codes for time away from work to travel to and receive the injection:

  • Hourly-paid employees: CVA (COVID Vaccine Appointment)
  • Salaried employees: CVS (COVID Vaccine Salaried) for tracking purposes

 

Frequently asked questions

Do I have to use sick time if I have to leave work to get a COVID-19 vaccine?

No, under newly-passed New York State legislation, employees (including staff, faculty, residents, fellows, postdoctoral appointees, Strong Staffing temporary employees, student employees) who work in New York State can receive up to four hours of paid time off without having to use their existing PTO, sick time or vacation.

What if I receive a vaccine that requires a second dose, can I take more than four hours?

Yes, employees who receive vaccines with two doses will be eligible for up to four hours of paid time off for each dose. Employees will also receive up to an additional four hours for any booster shots that become available.

How do I record this time?

Employees should alert their managers and timekeepers in advance of their appointment, and use the following time reporting codes for time away from work to travel to and receive the injection:

  • Hourly-paid employees: CVA (COVID Vaccine Appointment)
  • Salaried employees: CVS (COVID Vaccine Salaried) for tracking purposes
I already got my vaccine and used sick time/PTO/vacation, can I get that time back?

This time will be retroactive to any vaccines received on or after March 12, 2021 until December 31, 2022, including any booster shots that may become available. Any vaccines received before March 12 are not eligible.

If I get my vaccine on-site at the Medical Center, am I eligible for pay?

Salaried and hourly-paid employees who receive their vaccine at their work location and do not punch out to do so will be paid as usual and do not need to record vaccine time off. If it is necessary for the employee to punch out to receive the vaccine during scheduled work time, the employee should record time using the new time reporting codes to receive pay.

What if my appointment is out of town, like in Syracuse?

The policy allows for up to four hours of paid time to travel to and receive the injection, regardless of location.

If I receive my vaccination on a day I’m not scheduled to work, can I get paid for that?

This paid time is only applicable for employees who travel to or receive the vaccine during scheduled work time.

If my vaccine only requires one dose, can I get more than four hours of pay?

No, this paid time off is for each required dose of the vaccine. If an employee receives a vaccine that only requires one dose, they can take up to four hours to travel to and receive that one dose.

What if I need more than four hours to receive a vaccine due to travel or wait times?

If more than four hours of time off is needed to travel to and receive the vaccine, the additional time should be charged to sick time, PTO or vacation (if sick time/PTO is not available) or taken as unpaid time off where accrual banks are exhausted.

Can my manager ask me not to get a vaccine during work time?

A manager cannot ask an employee not to receive a vaccine during work time. However, employees must follow departmental notification procedures for this time off.

Can my manager request proof of my vaccine?

As announced, the University is requiring that employees report their COVID-19 vaccination status. Documentation that indicates medical or other sensitive conditions or other medical information may not be requested.

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