Item 1. COVID-19 Leave Program Policy (draft 12-10-21)Page 1 of 3 COVID-19 Leave Program Policy City of Otsego
COVID-19 LEAVE PROGRAM POLICY
ADOPTED: N/A - Draft
PURPOSE
It is important to the City of Otsego to provide employees information regarding the workplace
and COVID-19 (COVID). The City supports a healthy workplace and wellness and wants to work
together to ensure that essential functions are operational, and service can be provided.
In it’s effort to support a healthy workplace, the City is following recommendations and guidance
from the Centers for Disease Control and Prevention (CDC) and the Minnesota Department of
Health (MDH).
The CDC’s most recent guidance states that getting vaccinated prevents severe illness,
hospitalizations, and death. Unvaccinated people should get vaccinated and continue masking
until they are fully vaccinated. The City of Otsego strongly urges all employees to work with their
health care provider to ensure they are getting the proper preventive care needed for COVID-19
and related variants.
In order to encourage vaccination and allow all staff the time to test and/or isolate per CDC
recommendations, the following policy will be in place effective __________, 202X,
understanding that due to changing situations, this may be modified or eliminated as needed by
the city council. It is expected that, in the event this policy is amended, updated, or replaced, a
new effective date will be added, and the prior policy will be automatically withdrawn.
Retroactive Application
Prior to adoption of this policy, City employees have used personal time-off (PTO) for all COVID
related leave. Any employee that used PTO for COVID related leave from the May 3, 2021 up until
the adoption of this policy will be eligible to have that amount of PTO reimbursed so long as the
COVID Leave use guidelines in Section XX below were met. Formatted: Font: (Default) +Body (Calibri), 12 pt,
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Item 1.
Page 2 of 3 COVID-19 Leave Program Policy City of Otsego
COVID Leave - Unvaccinated Employees:
Eligible for up to two weeks maximum of paid leave (up to 80 hours, pro-rated for part time
employees). This leave is available regardless of prior use of paid covid or FFCRA leave provided
to the employee. City paid covid leave will be utilized prior to other leaves that may be available.
This benefit is available one-time only to each unvaccinated employee. If an employee has COVID
Leave in excess of 80 hours, or has multiple occurrences of COVID Leave, that will require the use
of PTO.
COVID Leave – Employees Seeking Vaccination:
Eligible for up to 18 hours of paid leave for currently unvaccinated employees who are seeking
vaccination and have an immune system response from the vaccine which is severe enough to
impact work activities. In this situation, employees may use paid covid leave for up to 18 hours
total (not per dose) in the 48 hours immediately following administration of a vaccine dose.
A currently vaccinated employee who previously had immune system responses to the vaccine
or vaccine booster, are also eligible to retroactively be reimbursed for PTO used.
COVID Leave – Vaccinated Employees: (two-weeks following final dose):
The City will provide eight (8) hours of PTO to all full-time employees or pro-rated PTO to all part-
time employees. This PTO benefit will be subject to carryover limits as outlined in the City’s
Personnel Policy.
All full-time and part-time fully vaccinated employees, even those who have been vaccinated
prior to adoption of this policy, are eligible to receive this benefit.
Fully vaccinated employees will also have unlimited paid covid leave, the leave will be provided
at the employee’s regular rate of pay when the employee is unable to work or telework.
COVID Leave Use Guidelines:
The employee is eligible for their respective COVID leave, if the employee:
• is subject to a federal, state, or local quarantine or isolation order related to COVID-19;
• has been advised by a health care provider to quarantine or isolate related to COVID-19;
• is experiencing COVID-19 symptoms and is seeking a medical diagnosis;
• is seeking testing for COVID-19 pursuant to guidance from the CDC and/or MDH; or
• is caring for a vaccinated family member (or family member unable to be vaccinated) who
has tested positive for COVID-19 and is ill/needs care.
• Is experiencing an immune system response from a vaccination booster
Qualifications to be eligible for the Incentive Program:
In order to qualify for the COVID-19 Vaccination Incentive Program, employees must be fully
vaccinated. Fully vaccinated means two weeks following receipt of the final dose of the COVID-
19 vaccine.
Page 3 of 3 COVID-19 Leave Program Policy City of Otsego
Employees are required to provide proof of vaccination from the Minnesota Immunization
Information Connection (MIIC) and a signed Tennessean warning to Human Resources no later
than XXX XX, 202X. (Forms can be obtained from Human Resources)
To request proof of vaccination from MIIC, employees must complete a MIIC Immunization
Record Request on the MIIC website. Employees can choose to have the record sent via
encrypted email (preferred method), mail or fax. The employee would then provide this
information to Human Resources. A secure email address through which employees can submit
their proof of vaccination will be provided in the near future. If the employee’s vaccination is not
recorded in MIIC, the employee should contact Human Resources for instructions on how to
provide an acceptable proof of vaccination.
The City of Otsego commends those employees that have already received the vaccine and
strongly encourages its unvaccinated employees to become fully vaccinated. You can receive a
vaccine through Wright County Public Health, or you can go to www.vaccines.gov to find a
COVID-19 vaccine site near you.
Documentation required
Generally, human resources will require certification to verify the qualifying reason for the leave
and proof of vaccination. Employees should be prepared to provide:
• Documentation such as a copy of any quarantine or isolation order, written note by a
health care provider advising self-quarantine, or the results of a covid test; and/or
• Documentation showing the employee’s vaccination status.
We understand that requesting healthcare provider documentation may place additional burdens
on our medical community during this pandemic, therefore if an employee is unable to obtain
this documentation, at a minimum, the name, address, and phone number of your treating
healthcare provider must be provided. The city also reserves the right to request additional
documentation completed by your healthcare provider in situations where there is reason to
believe an employee has fraudulently obtained leave or paid benefits.
Exemptions for medical or religious reasons
Any employee who is unable to receive the COVID-19 vaccine due to a disability or other medical
contraindications or sincerely held religious belief, practice or observance may be eligible to
receive the benefits above. Human resources will require medical documentation and/or an
attestation from the employee to approve benefits in these cases. See human resources for more
details.
1. POLICY HISTORY
This is the current and most recent version of the Uniform Policy. Previously:
Adopted: N/A
Revised: N/A