Get the latest Employee Updates, information on working from home, policies, and data related to COVID-19.
City Services & Paid Leave Guidance
Guidance created March 20, 2020; revised March 10, 2021.
To reduce the risk of community spread of COVID-19, Mayor Satya Rhodes-Conway issued the following guidance on City services, visitor access, and paid leave.
Most City services related to public visitors closed March 18, 2020. Internal City operations and field operations continued. Telecommuting will be allowed subject to approval by supervisors for employees who can telecommute. Employees who cannot telecommute and whose job is focused on public visitors may be reassigned to other duties or, as a last resort, paid administrative leave for time they are unable to work. All employees will continue to accrue sick leave bi-weekly, and during 2020 will be allowed to have negative balances until such time as the leave has been earned. In addition, all employees will receive the equivalent o two weeks of Emergency Leave.
Guidance – City Services and Public Visitors
Effective 12:01 a.m. Wednesday, March 18, 2020:
- Most public-facing services at City facilities such as walk-up counters and other public spaces will close public visitor access until further notice. Public visitors will still be allowed at the Clerk’s Office, Police District Stations, and the City Treasurer. Metro Bus service is continuing, with additional guidance from the General Manager.
- City offices are still open to internal staff for internal business operations.
- Field operations will remain in place.
- Teleworking is allowed for employees who have the ability to telework and wish to, in consultation with, and as approved by their supervisor. City IT released a Telework Toolkit, also located on EmployeeNet.
- Managers and supervisors should pursue and accommodate workspace and meeting space changes and practices that allow social distancing between employees who continue to work in the office.
- Employees who worked with the public and whose job duties are substantially reduced or eliminated by closing public visitor access, and who cannot telework, may be reassigned to help fulfill other essential services. Such employees who are not re-assigned and cannot telework will be paid administrative leave for their time out of work. Employees on administrative leave must remain on-call to return to service at any time.
Guidance – Paid Leave for Illness or Quarantine
To ensure all employees have adequate leave balances in the case of illness, quarantine, or respite:
Emergency Leave: All City employees including hourly employees will receive the equivalent of two weeks (which is 80 hours or 77.5 hours for most full-time employees) of Emergency Leave for use in 2020. Emergency Leave balances will appear on 4/3/20 paychecks, but will be available for use during the current pay period.All employees should use this Emergency Leave only for illness, illness of a family member, quarantine, caregiver, or respite needs in relation to COVID-19. Please recognize that our community may be at risk of COVID-19 for much or all of 2020, and this leave time may be needed to cover time of sickness or quarantine in the near-term or longer-term in 2020.
- Sick Leave: All City employees can access their unearned 2020 projected sick leave balances immediately.
- Administrative Leave: As mentioned in item (f) above, employees who cannot perform their job duties, cannot telecommute, and have not been reassigned to other City services will be paid administrative leave for their time out of work.
Guidance – Vaccination Leave Policy
The State of WI Department of Health and Human Services is responsible for determining when specific groups of individuals are eligible to receive the COVID-19 vaccine.
The City of Madison wants to encourage all employees to get vaccinated against COVID-19 as soon as the vaccine is available to them. As the vaccine is not yet readily available, the City is unable to offer vaccinations on-site at City facilities. To facilitate employees getting vaccinated, agencies should authorize employees to use paid leave or AWOP to take time off from work to get vaccinated. Employees should schedule this time off with their supervisor using existing procedures.
When COVID vaccination clinics become available as a City sponsored event, employees will be eligible to attend these clinics on City time with supervisor approval. Employees will be notified of such at that time, as well as the specific parameters around doing so.