Leave & Pay

Leave Options

XLV

Excused Leave

Supervisors have the authority to grant periods of XLV for civil service employees who are unable to complete their work requirements due to caregiving responsibilities resulting from school and/or facility closures because of coronavirus pandemic. Supervisors will use this excused absence authority in a manner that facilitates as much telework as an employee can reasonably perform during the employee’s established tour of duty, taking into account the employee’s specific circumstances.

Supervisors may grant XLV for employees who are not eligible for weather and safety leave and who meet any of the following special circumstances:

  • The employee has a child or children who attend an elementary or secondary school that is closed due to coronavirus pandemic.
  • The employee has a younger child or children who are not of school age and normal childcare arrangements are not in effect due to the pandemic.

  • The employee has other family members (e.g., adult child or elderly parent with special needs) in the home who require care and supervision.

When possible, requests for XLV should be made in advance in WebTADS with a Remark section annotation of “COVID-19 Caregiving”. When requesting via WebTADS is not possible, requests may be made via e-mail to the supervisor.

XLV61

Weather & Safety Leave

XLV61 is strictly for employees who are UNABLE to telework due to any of the following:

  • Official work assignment/duties are not conducive to remote work.
  • Lack of access to government information technology (IT) equipment/systems.
  • Under self-quarantine due to coronavirus and unable to telework. For this use, employees must write a comment on their timecards to indicate "coronavirus observation."

Employees who are not teleworking, due to circumstances listed above, and have received their supervisor’s approval should record "Weather and Safety Administrative Leave" using hour type "XLV61," subject to supervisor approval.

Families First Coronavirus Response Act

To support federal employees throughout the national response to the coronavirus (COVID-19) pandemic, additional paid sick leave under the Families First Coronavirus Response Act (FFCRA) is available to NASA civil servants.

The U.S. Department of Labor notice, titled “Federal Employee Rights: Paid Sick Leave and Expanded Family and Medical Leave under The Families First Coronavirus Response Act” outlines the provisions for federal employees to use this leave.

The two leave flexibilities provided by the FFCRA are Emergency Paid Sick Leave Act (EPSLA) and Expanded Family and Medical Leave Act (EFMLEA). Most NASA employees are not eligible for EFMLEA. EPSLA provides up to 80 hours total of emergency paid sick leave if an employee is unable to work (or telework) due to six specified circumstances related to COVID-19.

The rates of pay for the circumstances vary and are subject to daily and total limits. Therefore, unlike all other leave categories, employees may not receive 100% of their salary when using the EPSLA paid sick leave of up to 80 hours. While rates differ by geographical areas, generally NASA employees earning more than $133,269 annually will not receive their full pay when using EPSLA paid sick leave. Employees may incur a debt that must be paid back or they may receive reduced net pay when using this leave for covered circumstances listed in the notice.

Please find detailed FAQs on FFCRA provisions and instructions for requesting and inputting this leave into WebTADS and submitting prior pay period adjustments here. If you have general questions about FFCRA provisions, please contact the NASA Shared Services Center 877-677-2123.

(updated: 09/08/2020)

What If...?

I am experiencing COVID-19 symptoms and seeking a medical diagnosis..

Take the following actions:

Inform your supervisor and request leave or paid time off, and seek medical care
(See note 1).

If you are unable to work (or telework), you may request up to 80 hours of Emergency Paid Sick Leave Act (EPSLA) paid sick leave.

Type of Requests Available:
  • Accrued sick leave (See note 4)
  • Annual leave (See note 6)
  • Advanced sick leave
  • Compensatory time
  • Travel compensatory time
  • Credit hours
  • Time Off Awards
  • Family Medical Leave Act (FMLA) (See note 7)
  • Emergency Paid Sick Leave Act (EPSLA) paid sick leave (See note 8 and 9)
  • Telework, if applicable (See notes 3, 5, and 6)

I've been diagnosed with COVID-19.

Take the following actions:

Inform your supervisor and request leave or paid time off, and seek medical care
(See note 1).

You may also request to telework if you are able and wish to do so; however, you are not expected to telework while ill.

If you are unable to work (or telework), you may request up to 80 hours of Emergency Paid Sick Leave Act (EPSLA) paid sick leave.

Type of Requests Available:
  • Accrued sick leave (See note 4)
  • Annual leave (See note 6)
  • Compensatory time
  • Travel compensatory time
  • Credit hours
  • Time Off Awards
  • Family Medical Leave Act (FMLA) (See note 7)
  • Advanced sick leave
  • Advanced annual leave
  • Donated leave
  • Telework, if applicable (See notes 3, 5, and 6)
  • Emergency Paid Sick Leave Act (EPSLA) paid sick leave (See note 8 and 9)

I have caregiving responsibilities due to school and/or facility closures.

Take the following actions:

Inform your supervisor and request telework if you are not already teleworking.

If able, you may also request intermittent telework and/or request to perform work outside your regular tour of duty, including working outside of core hours.

If you have caregiving responsibilities which interrupt your ability to telework, you may request up to 20 hours of excused leave (XLV) for per pay period.

Note: Excused leave is not an entitlement, and each request will be evaluated on a case-bycase basis

If you have caregiving responsibilities for your child which interrupt your ability to telework, you may also request up to 80 hours of Emergency Paid Sick Leave Act (EPSLA) paid sick leave..

Type of Requests Available:
  • Telework, if applicable (See notes 3, 5, and 6)
  • Annual leave (See note 6)
  • Compensatory time
  • Travel compensatory time
  • Credit hours
  • Time Off Awards
  • Excused Leave (XLV)
  • Emergency Paid Sick Leave Act (EPSLA) paid sick leave (See note 8 and 9)

A member of my household is not symptomatic but is under self-quarantine due to a significant risk of exposure to COVID-19.

Take the following actions:

Inform your supervisor and request telework, if you are not already teleworking.

If able, you may also request intermittent telework and/or request to perform work outside your regular tour of duty, including working outside of core hours.

If you have caregiving responsibilities which interrupt your ability to telework, you may request up to 20 hours of excused leave (XLV) for per pay period.

Note: Excused leave is not an entitlement, and each request will be evaluated on a case-bycase basis.

If you have caregiving responsibilities which interrupt your ability to telework, you may request up to 80 hours of Emergency Paid Sick Leave Act (EPSLA) paid sick leave.

Type of Requests Available:
  • Telework, if applicable (See notes 3, 5, and 6)
  • Accrued sick leave (See note 4)
  • Annual leave (See note 6)
  • Advanced sick leave
  • Compensatory time
  • Travel compensatory time
  • Credit hours
  • Time Off Awards
  • Excused Leave (XLV)
  • Emergency Paid Sick Leave Act (EPSLA) paid sick leave (See note 8 and 9)

A dependent/family member has COVID-19 and requires my care.

Take the following actions:

Inform your supervisor and request leave/other paid time off.

If able, you may also request intermittent telework and/or request to perform work outside your regular tour of duty, including working outside of core hours.

If you are unable to work (or telework), you may request up to 80 hours of Emergency Paid Sick Leave Act (EPSLA) paid sick leave.

Type of Requests Available:
  • Accrued sick leave (See note 4)
  • Annual leave (See note 6)
  • Advanced sick leave
  • Compensatory time
  • Travel compensatory time
  • Credit hours
  • Time Off Awards
  • Donated leave
  • FMLA (See note 7)
  • Emergency Paid Sick Leave Act (EPSLA) paid sick leave (See note 8 and 9)

My center is open and I'm authorized to use unscheduled leave.

Take the following actions:

If applicable, inform your supervisor of your intent to use unscheduled leave. (See note 2)

Type of Requests Available:
  • Annual leave (See note 6)
  • Accrued sick leave, as appropriate
  • Compensatory time
  • Travel compensatory time
  • Credit hours
  • Time Off Awards

My center is open with restricted access and mandatory telework is in effect.

Take the following actions:

If you are telework eligible, begin teleworking.

If you are not telework ready, contact your supervisor to discuss your options. If it is deemed that you are not telework ready, your supervisor may approve weather and safety leave (XLV61).

Note: A current Telework Agreement is not necessary under this scenario.

Type of Requests Available:
  • Telework, if applicable (See notes 3, 5, and 6)

If you are considered telework ineligible after a discussion with your supervisor, request weather and safety leave (XLV61). (See notes 10, 11, and 12)

I am subject to Federal, State, or local quarantine or isolation order or advised to self-quarantine by a health care provider related to COVID-19.

Take the following actions:

Inform your supervisor and request leave/other paid time off.

If able, you may also request intermittent telework and/or request to perform work outside your regular tour of duty, including working outside of core hours.

If you are unable to work (or telework), you may request up to 80 hours of Emergency Paid Sick Leave Act (EPSLA) paid sick leave.

Type of Requests Available:
  • Telework, if applicable (See notes 3, 5, and 6)
  • Accrued sick leave (See note 4)
  • Annual leave (See note 6)
  • Advanced sick leave
  • Compensatory time
  • Travel compensatory time
  • Credit hours
  • Time Off Awards
  • Donated leave
  • FMLA (See note 7)
  • Emergency Paid Sick Leave Act (EPSLA) paid sick leave (See note 8 and 9)

What if...? Notes

  1. Follow Centers for Disease Control and Prevention (CDC) guidance on symptom and exposure criteria.
  2. Leave requests due to concerns about potential exposure to COVID-19 are subject to supervisory approval, based on workload and staffing needs.
  3. If applicable, eligible employees may telework for any portion of the workday, including outside of core hours, during which they are not directly engaged in child or dependent care. Employees should deduct any time spent providing direct care of a child, parent, or dependent, or request other paid time off or excused leave (XLV). Direct care of a child, parent, or dependent is the time spent caring for an individual during which the employee cannot be reasonably expected to perform work (e.g. feeding a child, dressing a parent or child, etc.).
  4. An employee whose dependent/family member contracts COVID-19 and needs care may use up to 12 weeks (480 hours) of leave, other paid time off, or Leave without Pay. Weather and safety leave (XLV61) is not appropriate if you must stay at home to care for family member who has been exposed to COVID-19 and you would otherwise be able to telework.
  5. Teleworking employees are expected to conduct work during the entire workday and must have an appropriate amount of work or training to complete for the duration of their workday. If needed, supervisors may assign work assignments that are telework conducive (e.g., training, research, etc.). If there is not enough work available, the employee may request weather and safety leave (XLV61).
  6. Unscheduled and mandatory telework does not impact your ability to request other leave as appropriate.
  7. FMLA is an unpaid leave status, unless the employee requests to substitute for other paid time off.
  8. The Emergency Paid Sick Leave Act (EPSLA) provides up to 80 hours of paid sick leave to employees unable to work (or telework) due to specified circumstances related to COVID-19. The paid sick leave is in addition to any other paid leave entitlements. Due to varying daily and aggregate limits on pay for EPSLA paid sick leave and the circumstance under which EPSLA leave is used, employees may incur an indebtedness or have a reduction in net pay. Review EPSLA FAQs carefully to determine if use of EPSLA leave is advantageous for your specific circumstance.
  9. You may not take EPSLA paid sick leave if you unilaterally decide to self quarantine for an illness without medical advice, even if you have COVID 19 symptoms. However, if you are experiencing COVID-19 symptoms you would be eligible to use your own sick leave.
  10. Employees should discuss work schedule flexibilities with their supervisor. Weather and safety leave regulations are in 5 Code of Federal Regulations (CFR) 630, subpart P. Your supervisor may grant weather and safety leave (XLV61) when it is determined that you cannot safely travel to or from, or safely perform work at your normal worksite, a telework site, or other approved locations because of COVID-19.
  11. "Telework Ineligible" means the employee’s work cannot be performed outside of the Center because it is not portable, and no other portable work can be assigned. For example, employees working in a wind tunnel. If the employee is prevented from safely traveling to/from the worksite and/or cannot safely perform work at a location approved by the Agency, then weather and safety leave (XLV61) may be granted. Even if you are ineligible, your supervisor can assign work for you to do at home, as appropriate.
  12. Weather and safety leave (XLV61) may be approved when an asymptomatic employee (i.e., healthy, not displaying symptoms) is subject to movement restrictions (i.e., quarantine) under the direction of public health authorities due to a significant risk of exposure to COVID-19 and they are telework ineligible. However, generally, if employees have a telework agreement in place and are healthy, they are expected to telework.