The Mayor has approved paid furlough through May 1, 2020.
Paid furlough is a pay code that is used only when the City does not have work
(partial or full) for an employee, due to the public health emergency. If the duration
or application of this policy is updated, HR will inform all staff.
If the employee and manager both agree to establishing a Telecommuting Agreement (full
or partial) and there is work to be completed that can be done remotely, this agreement
can take place.
For any employee who is assigned work that amounts to less than full-time, and for whom
there is no other work to be assigned, all non-working hours should be categorized as paid
Payroll timekeeping note:
Use normal time reporting codes (i.e. WKP) for working time.
Use time reporting code AIP for non-working hours (Non-Essential)
Post to Project Code 10033788, Project 0001; Incident Code 201920000B and Incident
Activity Code 0000
This situation does not relate to COVID-19 and should be handled in accordance with sick
leave policy. Therefore, the employee can take sick leave to care for a parent.
Currently, the SFMTA does not have sufficient technological equipment to provide to all
employees who do not already have such equipment. Therefore, in order to work remotely,
employees will need to use their current laptops (if they have them) and it if not, they may
need to use their personal equipment. The SFMTA does have a suite of programs that
enable remote work (VPN, Microsoft Teams, etc.).
In order to keep the SFMTA operational, Managers need flexibility in staffing resources for
continuity of operations and therefore may request employees to work various alternate
arrangements, such as above.
Use normal time reporting codes (i.e. WKP) for both onsite and telecommuting hours.
The Division Director and/or manager will need to review and approve the employee
to work remotely, as an essential employee. If you are permitted to work remotely, you will
need to read the FAQs and complete the Telecommute Agreement form and discuss
with agreement with the manager.
Use normal time reporting codes (i.e. WKP)
In order to comply with the shelter in place order and ensure social distancing, non-essential
employees may not come to their worksite. Additionally, to the extent possible, essential
staff who are eligible to telecommute should.
All completed Sick Leave and Vacation Leave Advancement forms should be sent to
COVID.HR.Questions@SFMTA.com after they are reviewed, approved and signed by the
manager. Once processed, the applicable leave will be available in the leave accrual bank
Yes. Employees on paid furlough accrue benefits at the same rate as being on regular pay
and includes vacation and sick pay.
A paid furlough is a term used to define a set period of time to ensure that an employee
retains their pay while there is a temporary (partial or full) reduction of their current work
assignment due to the COVID-19 public emergency
During this emergency, the City is encouraging all departments to allow telecommuting
when operational needs and technology make it possible for essential personnel. Each
department Director or designee retains the right to determine whether an individual
employee’s job is compatible with remote work. There are some jobs that cannot be
performed remotely and there are critical public services that must be provided in person,
including responding as a DSW.
Managers should keep the following in mind when approving telecommuting requests:
a. All telecommuting requires a completed telecommuting agreement, even for short
b. Give priority for telecommuting to employees who self-identify as being part of the
COVID-19 vulnerable population.
c. If more employees desire to telecommute than can be accommodated, alternate
telecommute days among employees so that more of them can do it.
d. If a telecommute request cannot be granted, document the business reasons for doing
so and share them with the requesting employee.
A designation of essential and non-essential does not change over time. The need for the
functions performed could change. Due to the emergency, a function may be designated
as non-essential and the employee performing that function may be reassigned (either
immediately or at some other time) to an essential function. Additionally, it is possible that
there is less than full time equivalent amount of work for a full-time employee at certain
times, in that case, the employee would receive furlough pay to make up the difference
between work assigned and full time.
Telecommuting is available for essential employees who have jobs that are conducive to
working remotely. For example, managers who have staff that report to them or front -line
supervisors are positions that may not be viable for working remotely.
Access to work files and network are critical and must be established before approval
No. A COVID-19 exposure is not an illness
Yes, managers can communicate with employees, set-up skype meetings and provide daily
work assignments, just like when the employee is working in the office. Employees who are
working remotely should always be available for those communication touch points and
able to meet daily productivity goals, as indicated below.
a. Managers may require employee to make contact with their supervisor daily.
b. Managers may work with the employee to develop a workplan identifying
deliverables and required meetings to attend.
c. Employees are expected to be available via phone and email during core work hours,
unless communicated with their supervisor.
d. Employees are expected to keep their calendars up to date
e. Employees must provide a phone number that they can be reached at throughout
- Employees must reach out to their supervisor for approval of telecommuting PRIOR to
beginning to telecommute.
- The employee and supervisor must agree on the parameters.
- Telecommuting may be approved on a temporary basis, as defined by the Mayor’s state
of emergency, ONLY. The temporary approval to work remotely ceases once the Mayor
lifts the emergency.
- An employee must have the necessary work equipment to complete their functions offsite. This includes but are not limited to: a computer or laptop (SFMTA or personal),
internet access, a phone, access to work materials and necessary software.
- Employees must complete the HR telecommuting agreement form (located on the HR
- All signed agreements must be submitted to the direct manager or designated
- A manager can suspend the telecommuting agreement at any time if the work
arrangement is not meeting the division’s business needs.
No. Managers cannot require non-essential employees to telecommute. If the employee
and manager both agree to establishing a Telecommuting Agreement (full or partial)
because there is work that can be done remotely, a non-essential employee could
Any current or future telecommute agreements can be extended through the current shelter in
place order through May 1, 2020.
While the San Francisco Health Service System (SFHSS) office is currently closed to
in-person meetings, SFHSS will continue to do business and asks members to contact
them by phone during normal business hours (check SFHSS website for most current
New employees will be able to fax their application and documentation to
Employees cannot request paid furlough; departments make that determination. When
employees are on paid furlough they are subject to recall or deployment as a DSW at any
time; they must remain available for work.
Our implementation will be consistent with the City’s. We will not require a doctor’s note
to verify sickness or symptoms consistent with COVID-19 (fever, cough, shortness of breath), acute respiratory illness or flu-like symptoms. This applies to both sick leave
restriction and return-to-work.
For absences due to other types of illness or injury, a doctor’s note is still required, including
cases of sick leave restriction or return to work after absences in excess of five days.
Use paid sick leave (SLP) or other paid leave (VAP, FHP, CTP)
If an employee comes to work and appears to be sick, the employee’s manager or
supervisor should direct the employee to go home.
Use COV sick leave (COV), paid sick leave (SLP) or other paid leave (VAP,
DSW workers who need childcare and qualify can find information about registering for
emergency child and youth care through the Department of Children, Youth and their
Families (DCYF) while there is availability:
Childcare Centers: https://www.dcyf.org/care
still have the option to telecommute if you and your manager both agree on
establishing a Telecommute Agreement in accordance with the Agency’s temporary telecommute
process. If you are unable to telecommute, yes, a leave request is required for
any days you are unable to work.
Following your Division’s protocols, there are four ways to cover this
can use accrued paid sick leave (SLP or COV), vacation, floating holidays,
compensatory time off, applicable to their position.
for Emergency FMLA, which a school closure is a qualifying reason.
c. Apply for Emergency Sick Pay
the employee does not have any paid leave available, they may want to take
advantage of the Sick Leave and Vacation Leave Advance.
In order to protect the wellness of the workplace, we advise employees who are not feeling
well to contact their supervisor and stay home.
See Other COVID-19 Specific Scenarios
Payroll or HR will notify employees
Employees should stay home, or go home if at work, and contact their health care provider
with health concerns. If an employee is tested and the test results are positive, please notify HR immediately.
Payroll timekeeping note:
Use paid sick leave (SLP) or other paid leave (VAP, FHP, CTP)
Will be subject to change with new FFCRA effective April 1, 2020
The definition of “vulnerable population” varies among health care organizations. It is up
to the employee to determine if they are in the high-risk category. Employees can contact,
though it is not required, their primary care physician in making the determination.
Employees are not required to submit doctor’s notes verifying the conditions creating a
substantial risk of harm and they do not need to disclose their medical conditions.