Frequently Asked Questions

Coronavirus (COVID-19)

Department of the Navy

Policy & Programs 

As of 24 April 2020
COVID-19 - Frequently Asked Questions

April 2020 Page | 1

Table of Contents

General 2

Staffing/Recruitment, Classification and Compensation 10

 Staffing/Recruitment 10

 Classification 13

 Compensation 15

 Evacuation and Authorized Departure 19

 Travel 28

Workforce Relations and Compensation 41

 Leave 41

 Leave – Families First Coronavirus Response Act 52

 Telework 59

 Benefits 72

 Employee Relations (other) 73

 Injury Compensation 80

 Labor Relations 82

 Non-Appropriated Fund 83

Equal Employment Opportunity 84

DOD Expeditionary Civilians 92

Where to Go for Additional Information 93

Frequently Asked Questions References 94
COVID-19 - Frequently Asked Questions

April 2020 Page | 2

General

DON Frequently Asked Questions

1. Q: My Command has begun using a “Screening Questionnaire” for all civilian employees 

presenting to enter the activity/base/workplace. The questionnaire asks whether the 

employee is currently sick with any of the following symptoms: (a) fever; (b) cough; (c) sore 

throat; (d) shortness of breath. If the answer is “yes”, entry is denied. Can my command 

ask this question and send me home? If entry is denied, do I go on sick leave or some other 

type of leave?

A: Yes, under the current circumstances this question is allowed. On March 11, 2020, the World 

Health Organization (WHO) declared the coronavirus disease (COVID-19) a pandemic. A 

"pandemic" is a global "epidemic." While the Americans with Disabilities Act (ADA) and the 

Rehabilitation Act place strict limits on disability-related inquiries and medical exams, these 

limits must be implemented in a manner which is both consistent with the law and also with 

current Centers for Disease Control and Prevention (CDC) and state/local guidance for keeping 

workplaces safe during the pandemic.

An employer may ask its employees if they are experiencing influenza-like symptoms, such as 

fever or chills and a cough or sore throat. Employers must maintain all information about 

employee illness as a confidential medical record in compliance with the ADA. If pandemic 

influenza is like seasonal influenza or spring/summer 2009 H1N1, these inquiries are not 

disability-related. If pandemic influenza becomes severe, the inquiries, even if disability-related, 

are justified by a reasonable belief based on objective evidence that the severe form of pandemic 

influenza poses a direct threat. Applying this principle to current CDC guidance on COVID-19, 

employers may ask employees who report feeling ill at work, or who call in sick, questions about 

their symptoms to determine if they have or may have COVID-19. Currently these symptoms 

include, for example, fever, chills, cough, shortness of breath, or sore throat. Under current CDC 

guidance on COVID-19, this also means an employer can send home an employee with COVID19 or symptoms associated with it. An employee who reports to work sick or is sent home sick 

will be placed on sick leave if he or she is telework eligible, and is well enough to work; he or she 

may also telework. Obtaining an employee’s agreement to take sick leave, annual leave, or leave 

without pay is preferable, but in some circumstances, similar to COVID-19, a supervisor may 

require an employee to use his or her sick or annual leave or place an employee in a leave without 

pay status pending inquiry into the employee’s medical condition. 

2. Q: My Command has begun conducting temperature checks of all civilian employees 

entering the activity/base/workplace. If the temperature exceeds 100 degrees Fahrenheit, 

entry is denied. Can my command do so?

A: Yes, under the current circumstances conducting temperature checks is allowed. Generally, 

measuring an employee’s body temperature is a medical examination, which would normally be 
COVID-19 - Frequently Asked Questions

April 2020 Page | 3

restricted under the ADA and the Rehabilitation Act. If pandemic influenza becomes widespread 

in the community as assessed by state or local health authorities or the CDC, then employers may 

measure employees’ body temperature. However, employers should be aware that some people 

with influenza, including the 2009 H1N1 virus or COVID-19, do not have a fever. Because the 

CDC and state/local health authorities have acknowledged community spread of COVID-19 and 

issued attendant precautions as of March 2020, employers may measure employees' body 

temperature. As with all medical information, the fact that an employee had a fever or other 

symptoms would be subject to ADA confidentiality requirements. An employee who reports to 

work sick or is sent home sick will be placed on sick leave. If he or she is telework eligible, and 

is well enough to work, he or she may also telework. Obtaining an employee’s agreement to take 

sick leave, annual leave, or leave without pay is preferable, but in some circumstances, similar to 

COVID-19, a supervisor may require an employee to use his or her sick or annual leave or place 

an employee in a leave without pay status pending inquiry into the employee’s medical condition.

3. Q Updated: My Command has begun using a “screening questionnaire” and

conducting temperature checks of all civilian employees entering the 

activity/base/workplace. What happens if I refuse to submit to screening or have my 

temperature taken?

A: Generally, measuring an employee’s body temperature is a medical examination, which 

would normally be restricted under the ADA and the Rehabilitation Act. If pandemic influenza 

becomes widespread in the community as assessed by state or local health authorities or the CDC, 

then employers may measure employees’ body temperature. Under the current circumstances this 

question is allowed. On March 11, 2020, the World Health Organization (WHO) declared the 

coronavirus disease (COVID-19) a pandemic. A "pandemic" is a global "epidemic." While the 

Americans with Disabilities Act (ADA) and the Rehabilitation Act place strict limits on 

disability-related inquiries and medical exams, these limits must be implemented in a manner 

which is both consistent with the law and also with current Centers for Disease Control and 

Prevention (CDC) and state/local guidance for keeping workplaces safe during the pandemic.

If you refuse to submit to a temperature check and/or screening questionnaire, you may be denied 

entry. If you are sent home, you may be required to telework or be asked to take sick or annual 

leave. If your supervisor cannot obtain your agreement to take sick leave, annual leave, or leave 

without pay, he or she may require you to use your sick or annual leave or place you in a leave 

without pay status pending inquiry into your medical condition. Refusal to submit to a screening 

questionnaire or temperature checks may result in disciplinary action, up to and including your 

removal from the federal service. 

4. Q: Are commands now required to place all employees who are at high-risk for 

complications from COVID-19 (e.g., 65 years or older, people with serious health conditions, 

etc.) on weather and safety leave?
COVID-19 - Frequently Asked Questions

April 2020 Page | 4

A: No. Telework should always be the first option explored. At this point, DON is not requiring 

commands to place asymptomatic employees on weather and safety leave. If a high-risk 

employee chooses to continue working from the office, the employee may do so at their own risk.

5. Q: May an employee accept compensated employment with a nonfederal entity while on 

administrative leave due to the COVID-19 pandemic? 

A. Yes, the Office of Government Ethics has informally opined that an employee may accept 

compensated employment with a nonfederal entity while on administrative leave from their 

Federal employment due to the COVID-19 pandemic. However, that employee is still subject to 

all of the ethics rules and statutes. Also, the employee must comply with any supplemental 

agency regulations requiring prior approval for outside activities. DoD has such a requirement at 

5 C.F.R. 3601.107. Source: DoD Standards of Conduct Office Advisory No. 20-01 (1 April 

2020)

6. Q: May an agency relocate employees to different worksites permanently or temporarily to 

maintain continuity of operations during a pandemic?

A: Yes. An agency has the basic right to determine where its work is performed. The agency 

should determine whether its basic right is modified by its other formal policies or collective 

bargaining agreement(s). See also, Part III-A –Accomplishing Work During a Pandemic Health 

Crisis.

Source: OPM Pandemic FAQs - https://www.opm.gov/FAQs/QA.aspx?fid=b48bf83b-440c-4f1ea88c-3cdc9d802ac8&pid=e11d8ba3-9067-4f4b-b48e-6704c30b2748

7. Q: My State has a Stay at Home Order. I am “mission essential.” Can the agency require 

me to report for duty? 

A: Yes. However, Commands are encouraged to maximize workplace flexibilities, including 

telework, whenever possible. 

8. Q New. If I am asymptomatic but test positive for COVID-19, may I report to the 

workplace?

A. No. Individuals that test positive for COVID-19 should have been ordered to isolate/

quarantine by their health care provider, or by federal, state or local authority. In accordance with 

CDC guidance, “The decision to stop home isolation should be made in consultation with your 

healthcare provider and state and local health departments. Local decisions depend on local 

circumstances.”

DOD Frequently Asked Questions

9. Q: On March 13, 2020, President Trump declared a national emergency concerning 

COVID-19. How does this impact DoD civilian personnel? 
COVID-19 - Frequently Asked Questions

April 2020 Page | 5

A: Upon President Trump’s declaration of a national emergency, the following authorities 

are applicable: 

 Military Leave: 5 U.S.C. 6323(b) provides 22 workdays of military leave which may be given 

to an employee for emergency duty as ordered by the President, the Secretary of Defense, or a 

state governor. This leave is provided for employees who perform military duties as a result of 

a call or order to active duty in support of a contingency operation as defined in section 

101(a)(13) of title 10, United States Code. 

 Reservist Differential: DoD civilian employees who are members of the Reserve or 

National Guard called to active duty are entitled to reservist differential payment under 

certain conditions. The reservist differential payment will be equal to the amount by which 

an employee’s projected civilian basic pay for a qualifying period exceeds the employee’s 

actual military pay and allowances allocable to that pay period. 

 Robert T. Stafford Disaster Relief and Emergency Assistance Act: DoD Components may 

make appointments under the Robert T. Stafford Disaster Relief and Emergency Assistance 

Act which allows hiring of temporary staff, experts, and consultants to provide disaster relief 

during emergencies declared by the President. 

10. Q: Is there any guidance regarding Reasonable Accommodation requests in connection with

COVID-19? Our agency started receiving several requests for 100% telework because of 

health reasons and social distancing. 

A: Because the facts and circumstances of each request are different from one another, it is 

impracticable to provide broad guidance applicable to each request. DoD Components should 

consult their reasonable accommodation coordinator and general counsel when engaging in the 

interactive process. Each DoD Component’s Computer/Electronic Accommodation Program 

(CAP) point of contact may provide additional information regarding your employee's 

accommodation. For additional information regarding the CAP program, please visit: 

https://www.cap.mil/

11. Q: What is the current operating status of DoD Leader Development Programs (LDPs), to

include the Defense Senior Leader Development Program (DSLDP), Executive Leadership 

Development Program (ELDP), and Defense Civilian Emerging Leader Program (DCELP)? 

A: All programs which were scheduled to execute between now and through mid-May have been 

postponed or cancelled. Any potential rescheduling of postponed activities is currently TBD. 

Current postponements include: 

 DCELP Cohort 11 Seminars 1b through 3b planned at Southbridge, MA 

 DSLDP Cohort 2018 Seminar 3 and Graduation planned 21-24 April in Washington, DC. 

 Vanguard Senior Executive Development Program planned for 3-8 May at the Bolger Center 

in Potomac, MD. 
COVID-19 - Frequently Asked Questions

April 2020 Page | 6

Current cancellations include: 

 ELDP’s deployment to the Texas National Guard planned for 11-17 April, and the 

deployment to Ft Bragg, NC planned for 2-8 May. These will not be rescheduled.

12. Q: How will programs planned to execute beyond mid-May be impacted? 

A: At present, any postponement of future programs beyond the 60-day travel restriction is to be 

determined, and further decisions to either further postpone, reschedule, or cancel will be made as 

the situation evolves.

13. Q: What procedures should be followed to clean and disinfect a workspace previously 

occupied by someone who is known or suspected to have contracted coronavirus disease 

2019 (COVID-19)?

A: The Centers for Disease Control and Prevention (CDC) have established guidance for the 

cleaning and disinfection of work areas—to include those areas previously occupied by workers 

who are known or suspected to have contracted COVID-19. This guidance is available at: 

https://www.cdc.gov/COVID-19/2019-ncov/community/organizations/cleaningdisinfection.html

and https://www.cdc.gov/coronavirus/2019-ncov/community/disinfecting-buildingfacility.html?CDC_AA_refVal=https%3A%2F%2Fwww.cdc.gov%2Fcoronavirus%2F2019-

ncov%2Fprepare%2Fdisinfecting-building-facility.html. Use all disinfectants in accordance 

with the manufacturer's labeling. Additionally, the Environmental Protection Agency (EPA) 

lists recommended disinfectants, found at: https://www.epa.gov/pesticide-registration/list-ndisinfectants-use-against-sarscov-2.

14. Q: Is there a need to segregate a work area and demarcate it "off limits" when someone 

who is known or suspected to have contracted COVID-19 has worked in the area?

A: Segregation prior to cleaning and disinfection is necessary. When the cleaning and disinfection 

procedures described above are completed, demarcation of areas where the individuals previously 

worked is not necessary.

15. Q: What personal protective equipment (PPE) should be worn by personnel who are 

cleaning work spaces or conducting maintenance activities in areas previously occupied by 

someone who is known or suspected to have contracted COVID-19?

A: Personnel should wear gloves, face shields (if there is a risk of splash), disposable gowns or 

aprons, and other protection as recommended on the Safety Data Sheet of the cleaning or 

disinfectant product. Personnel should follow all personal hygiene requirements (e.g., 

handwashing, equipment doffing) after completion of work activities as recommended by CDC 

guidance, which may be found at: https://www.cdc.gov/COVID19/2019ncov/community/organizations/cleaning-disinfection.html.
COVID-19 - Frequently Asked Questions

April 2020 Page | 7

16. Q: Are there any special procedures workers should use if they are planning to conduct 

maintenance in a residence where a person who is known or suspected to have contracted 

COVID-19 resides?

A: If possible, delay the maintenance work. If the maintenance is necessary, the resident should be 

asked to remove all items that would impede the work of the maintenance personnel. The resident 

should clean the area of any surficial debris, dust, etc., that would impact the effectiveness of 

surface disinfectant used by maintenance personnel. Workers should maintain a distance of at least 

six feet from the resident who has contracted COVID-19. Ask that the resident remain in a separate 

room while maintenance is conducted. If a separate room for the resident is unavailable and the 

worker is unable to maintain six feet of distance from the resident during the work, appropriate 

protective equipment for close contact must be worn by the worker. If necessary, clean and disinfect 

the work area following the CDC-prescribed procedures.

17. Q: Should heating, ventilation, and air conditioning (HVAC) and air handling systems be 

turned off or air vents covered to prevent the spread of COVID-19 in the workplace?

A: No. Based on current data, COVID-19 is spread primarily from person-to-person through 

close contact (within 6 feet); thus, there is no need to shut down HVAC and air handling systems. 

The CDC generally recommends increasing ventilation rates and the circulation of fresh air

within HVAC and air handling systems. https://www.cdc.gov/coronavirus/2019-

ncov/community/guidance-business-response.html.

18. Q: The Occupational Safety and Health Administration (OSHA) requires the reporting of 

COVID-19 as a recordable occupational illness, pursuant to 29 CFR 1904, for those 

personnel who contract COVID-19 while working. Given the nature of community 

transmission of this illness, how can I be sure an employee contracted COVID-19 in the 

workplace, to satisfy OSHA recordkeeping requirements appropriately?

A: COVID-19 is a recordable occupational illness if a worker contracts the virus as a result of 

performing his or her occupational duties and if all of the following conditions are met:

(1) COVID-19 illness is a confirmed case according to the most recent CDC guidance (see: 

https://www.cdc.gov/coronavirus/2019-ncov/php/reporting-pui.html); (2) contraction of 

COVID-19 is work-related, as described in 29 CFR 1904.5 (this condition will require a 

determination by the supervisor, who may require input from the worker's health care provider); 

(3) the case of illness satisfies the requirement as a recordable illness as set forth in 29 CFR 1904.7 

(e.g., medical treatment beyond first aid is required, the number of days away from work meets 

the stated threshold). The reporting requirements are described in more detail at: 

https://www.osha.gov/SLTC/covid-19/standards.html.

19. Q: Can I suspend the completion of routine industrial hygiene and safety surveys required 

by Department of Defense Instruction (DoDI) 6055.05, "Occupational and Environmental 

Health," during this pandemic in order to minimize the potential spread of COVID- 19, 
COVID-19 - Frequently Asked Questions

April 2020 Page | 8

devote maximum resources to COVID-19 response activities, and provide maximum 

flexibility for employees to telework?

A: Yes. To ensure maximum compliance with the CDC's social distancing guidance and DOD 

Components' telework arrangements, routine industrial hygiene and safety surveys may be 

discontinued at the discretion of the Component Designated Agency Safety and Health Official, 

or his or her designated representative, for the duration of the pandemic, until travel restrictions 

are lifted the workplace returns HPCON "0, whichever comes later."

20. Q: DoD1 6055.12, "Hearing Conservation Program (HCP)," dated August 14, 2019, 

requires that audiometric test environments (e.g., booths) be surveyed annually. Given the 

recent travel restrictions associated with the COVID-19 pandemic, many components 

cannot complete these annual surveys. Can we suspend this requirement for the duration of 

the COVID-19 pandemic?

A: Yes. The annual survey requirements specified in subparagraphs 3.8.c.(2) and (3) of DoDI 

6055.12 may be suspended during the COVID-19 pandemic. These requirements should resume 

upon the conclusion of the pandemic, upon removal of travel restrictions or return to HPCON "0, 

whichever comes later."

21. Q: Spirometry (lung function) testing is required in certain occupational medicine 

surveillance and certification exams. Given the concern with aerosol generating procedures 

and COVID-19 pandemic, can spirometry be delayed until it is safe to resume?

A: Spirometry testing requires a forced expiratory maneuver which is likely to spread respiratory 

droplets into the air and increase the risk of COVID-19 transmission, particularly to the 

employees administering the spirometry examination. In accordance with the April 1, 2020 

Secretary of Defense Memorandum, "Guidance to Commanders on Implementation of the 

RiskBased Responses to the COVID-19 Pandemic," occupational health clinics can suspend 

routine occupational spirometry unless medically essential, when determined by the medical 

activity commanding officer in order to reduce the risk of COVID-19 transmission to 

occupational health staff. Any suspension of services must be coordinated with supported 

commands.

22. Q: Some of the N-95 respirators in the pandemic stockpiles have exceeded their 

manufacturer's recommended shelf-life and expiration date. Should they be discarded?

A: No. Current CDC guidance addresses this issue and may be found at:

https://www.cdc.gov/coronavirus/2019-ncov/hcp/respiratorsstrategy/index.html?CDC_AA_refVal=https%3A%2F%2Fwww.cdc.gov%2Fcoronavirus%2F201

9-ncov%2Fhcp%2Frespirators-strategy%2Fcontingency-capacity-strategies.html. Over time, the 

components of the N-95 respirator, such as the strap, may degrade, which can affect the quality of 

the fit and seal. The manufacturer should be contacted for additional guidance. At a minimum, 

use of expired respirators may be prioritized for situations where personnel are not exposed to the 
COVID-19 - Frequently Asked Questions

April 2020 Page | 9

virus that causes COVID-19, such as for training and fit testing. Additional CDC guidance 

concerning stockpiled N-95 respirators that have exceeded their recommended shelf lives may be 

found at: https://www.cdc.gov/coronavirus/2019-ncov/hcp/release-stockpiled-N95.html

23. Q: Are there requirements to decontaminate N-95 respirators and other disposable filtering 

facepiece respirators (FFRs) before reuse and, if so, what are the acceptable 

decontamination procedures?

A: The CDC has published guidelines for the circumstances in which disposable FFRs should 

be reused and decontaminated, and the appropriate procedures to follow when decontamination 

is necessary. These guidelines may be found at: https://www.cdc.gov/coronavirus/2019-

ncov/hcp/ppe-strategy/decontamination-reuse-respirators.html.

24. Q: What are the authoritative sources to obtain the most relevant and current information 

concerning guidance for the protection of DOD employees?

A: The following list of websites that should be consulted for additional guidance on 

occupational safety and health considerations during the COVID-19 pandemic:

 CDC: https://www.cdc.gov/COVID-19/2019-nCoV/index.html

 OSHA: https://www.osha.gov/SLTC/covid-19/

 DoD: https://www.defense.gov/Explore/Spotlight/COVID-19/

25. Q New: How should we handle the end of the DPMAP rating cycle, considering the impacts 

of COVID-19?

A: Employees who perform under an approved performance plan for a minimum of 90 calendar 

days will be rated based on the period of demonstrated performance. The Department is exploring 

options concerning the effective date of ratings, and the establishment of performance plans for 

new rating cycles.

OPM Frequently Asked Questions

26. Q: Is COVID-19 a quarantinable communicable disease pursuant to Executive Order (E.O.) 

13295? 

A: The Centers for Disease Control and Prevention (CDC) has determined that COVID-19 meets 

the definition for “severe acute respiratory syndromes” set forth in E.O. 13674. Therefore, this 

novel coronavirus is a “quarantinable communicable disease,” as defined by E.O. 13295, as 

amended by E.O.s 13375 and 13674. 
COVID-19 - Frequently Asked Questions

April 2020 Page | 10

Additional information on quarantinable communicable diseases is available from the CDC at 

http://www.cdc.gov/quarantine/AboutLawsRegulationsQuarantineIsolation

27. Q: If an employee works in an occupation at risk for exposure to a quarantinable 

communicable disease such as COVID-19, what can he or she do to stay safe and prevent 

the spread of the disease to others? 

A: The Occupational Safety and Health Administration (OSHA) published guidance and 

recommended measures to help prevent occupational exposure to COVID-19 in Federal 

workplaces. See OSHA’s COVID-19 guidance at https://www.osha.gov/SLTC/covid19/index.html.

See also CDC guidance: https://www.cdc.gov/coronavirus/2019-ncov/specific-groups/guidancebusiness-response.html.

Staffing/Recruitment, Classification and Compensation

Staffing/Recruitment

DON Frequently Asked Questions

28. Q: May EOD dates be set for new employees outside of the local commuting area?

A: EOD dates should not be set to be effective prior to 11 May 2020 for new employees outside 

of the local commuting area.

29. Q: What are mission essential positions?

A: A position may be designated as mission essential, consistent with the criteria described in 

DoD Instruction (DoDI) 3020.42, “Defense Continuity Plan Development,” dated 17 February 

2006, certified as current as of April 27, 2011, and any other component-unique policies or 

definitions.

Mission essential positions are those that are needed to ensure the continued operation of mission 

essential functions of an activity. 

The determination of which functions are “essential” is typically a local or command decision. 

This decision is based on the type of work and supporting activities necessary to ensure 

organization or facility continuity of operations and/or completion of tasks that are considered 

essential to the mission.
COVID-19 - Frequently Asked Questions

April 2020 Page | 11

A designated mission essential position could also be coded as E-E, NCE, or Key, or may just be 

mission essential (and not E-E, NCE, or Key).

DOD Frequently Asked Questions

30. Q: If a national emergency has been declared, is the hiring of military members within 180 

days immediately following retirement to DoD positions waived? 

A: No. Section 1111 of National Defense Authorization Act for Fiscal Year 2017 amended 5 

USC 3326 by deleting the national emergency waiver exception for the appointment of retired 

members of the armed forces to civil service positions in or under the DoD, within 180 days 

immediately following retirement. Therefore, the only exceptions to the 180-day provision is an 

approved waiver by the appropriate authority or the position is covered by a special salary rate 

under 5 USC 5305.

31. Q Updated: Is there a freeze on civilian hiring in the affected locations? 

A: Yes, there is a freeze on hiring actions that involve PCS overseas. DoD Components may 

continue local hiring. In the United States, only candidates within the local commuting area may 

onboard because of DoD’s restriction on official domestic travel that lasts through 30 June. As 

stated in the travel restriction guidance, exceptions may be granted for compelling cases where 

the travel is: (1) determined to be mission essential; (2) necessary for humanitarian reasons; or (3) 

warranted due to extreme hardship. 

OCHR Policy Note: Commands may continue to recruit in affected locations. This includes 

submitting Requests for Personnel Action (RPAs), posting vacancies, issuing certs, conducting 

interviews, making selections, etc. Until the travel restrictions change, onboarding selectees that 

are not within the local commuting area may not occur. 

32. Q: If an overseas Priority Placement Program (PPP) registrant has a reporting date to a 

position in CONUS, but is unable to report due to COVID-19 travel restrictions, what 

actions should be taken by the CONUS activity? 

A: For CDC Travel Health Notice Level 3 countries, all permanent change of station (PCS) 

actions should be placed on hold until the COVID-19 travel restrictions are lifted. For CDC 

Travel Health Notice Level 2 countries, the DoD Component may continue with travel because 

travel back to CONUS is not restricted by either memoranda identified in the question above. 

33. Q: If an overseas PPP registrant who is subject to COVID-19 travel restrictions has 

accepted a job offer through the PPP and a reporting date has not been established, what 

actions should be taken? 

A: For CDC Travel Health Notice Level 3 countries, all permanent change of station (PCS) 

actions should be placed on hold until the COVID-19 travel restrictions are lifted. For travel from 
COVID-19 - Frequently Asked Questions

April 2020 Page | 12

CDC Travel Health Notice Level 2 countries to CONUS locations, the DoD Component may 

continue with travel because travel back to CONUS is not restricted by either memoranda 

identified in the question above. For travel from CDC Travel Health Notice Level 2 countries to 

another Level 2 country, the DoD Component must postpone travel for non-essential civilian 

personnel. 

34. Q: If a PPP job offer has been tendered to an overseas PPP registrant who is subject to 

COVID-19 travel restrictions, but it has not yet been accepted or declined, what actions 

should be taken? 

A: If the PPP registrant accepts the job offer, a reporting date will be established after the 

COVID-19 travel restrictions are lifted unless an exception is granted. If the PPP registrant 

declines, the DoD Component may proceed with the hiring actions consistent with the guidance 

above. 

35. Q: If an overseas PPP registrant matches a CONUS position, should the match be worked? 

A: The match should be worked in accordance with standard PPP policy, including extension of 

the PPP job offer. If the job offer is accepted, a reporting date will be established after the 

COVID-19 travel restrictions are lifted unless an exception is granted. Note that travel from a 

CDC Travel Health Notice Level 2 country to CONUS location is permitted, and DoD 

Components may commence with travel arrangements. 

36. Q: If a CONUS vacancy has been committed to a PPP registrant who is unable to report due 

to COVID-19 travel restrictions, what options do I have to fill my vacancy? 

A: The CONUS vacancy cannot be filled with another candidate on a permanent basis, however, 

the CONUS activity may contact the Workforce Shaping Office for approval to fill the vacancy 

on a temporary basis without further PPP clearance.

37. Q Updated: What restrictions on hiring of civilian personnel exist during the COVID-19

pandemic health crisis?

A: The Secretary of Defense memorandum, “Reissuance of Department of Defense Response to 

Coronavirus Disease 2019 – Travel Restrictions,” April 20, 2020 placed restrictions on hiring of 

civilian personnel. Until travel restrictions described in the memorandum are lifted or an 

exception granted, DoD Components are limited in onboarding only those civilian employees 

within the local commuting area, and civilian employees whose travel to the local community is 

not government-funded. However, DoD Components may continue hiring actions but must not 

establish an EOD date for any actions recruiting outside the local commuting area. DoD 

Components may also onboard civilian employees who work remote to the installation or office 

provided that neither the gaining organization nor new employee conducts any travel during the 

stop movement consistent with the Secretary of Defense memorandum, “Reissuance of 

Department of Defense Response to Coronavirus Disease 2019 – Travel Restrictions,” April 20, 
COVID-19 - Frequently Asked Questions

April 2020 Page | 13

2020. Exceptions may be granted by the appropriate official, or designee, as outlined in this 

memorandum.

Classification

DON Frequently Asked Questions. 

38. Q: What is the definition of an Emergency Essential (E-E) position? 

A: IAW section 1580 of title 10, United States Code, positions are designated E-E when: (1) it is 

the duty of the employee to provide immediate and continuing support for combat operations or to 

support maintenance and repair of combat essential systems of the armed forces; (2) it is 

necessary for the employee to perform that duty in a combat zone after the evacuation of 

nonessential personnel, including any dependents of members of the armed forces, from the zone 

in connection with a war, a national emergency declared by Congress or the President, or the 

commencement of combat operations of the armed forces in the zone; and (3) it is impracticable 

to convert the employee’s position to a position authorized to be filled by a member of the armed 

forces because of a necessity for that duty to be performed without interruption. 

39. Q: Is the position description required to identify the position as E-E? 

A: Yes, employees assigned to E-E positions must sign DD Form 2365 acknowledging the 

conditions of employment which may include the requirement to maintain certain levels of 

medical, security, performance, conduct, and overall fitness that make them suitable for 

assignment to an austere and stressful combat environment. 

40. Q: What is the definition of a Key position? 

A: As defined in DoD Directive (DoDD) 1200.7, “Screening the Ready Reserve,” a key position 

is a Federal position that shall not be vacated during a national emergency or mobilization without 

seriously impairing the capability of the parent Federal Agency or office to function effectively. 

41. Q: Is the position description required to identify the position as Key? 

A: Yes, key positions are unable to be encumbered by members of the Ready Reserve, so 

proper identification of these on the position description is important. 

42. Q: What is the definition of a Mission Essential (ME) position? 

A: Mission essential functions (MEF) are described in DoD Instruction 3020.42 and other 

component-unique policies or definitions. They are functions that enable the Federal government 

to continue to provide the necessary, vital services during time of need. Employees occupying 

positions that are essential to Agency operations in closure situations are identified and designated 
COVID-19 - Frequently Asked Questions

April 2020 Page | 14

by activity Commanders and Directors. Among these should also be employees that have unique 

or technical skills that are required by organizations for extended operations. 

43. Q: Is the position description required to identify the position as Mission Essential? 

A: There are no standard definitions or categories of mission essential. The determination is 

based on the organization's unique mission requirements and/or circumstances. Designation 

as mission essential may even vary according to the particular nature of an exigency. Some 

positions such as, but not limited to, first responders, air traffic controllers, or certain 

healthcare workers may be determined essential to operations in all closure situations. For 

these types of positions, it may be appropriate to identify it the position description. For other 

positions, it may not be practical to identify it on the position description because it is 

situational. 

44. Q: Can a position have more than one designation? 

A: Yes, a mission essential position could also be E-E, Key, or non-combat essential (NCE), or 

may just be identified as mission essential. 

45. Q: Are there positions that do not meet any special position designation? 

A. Yes, some positions may not meet the mission essential designation; therefore, they are 

not mission essential. 

46. Q: What impact does this coding have on recruitment? 

A: Identification of conditions of employment are required on job opportunity announcements. 

Identification of position requirements informs potential applicants of the nature of the position 

and conditions. 

47. Q: If I am not required to identify a position as mission essential in the position description 

how does an employee know whether they are or not? 

A: Employers should determine whether a position is mission essential positions as soon as 

practical and notify employees. 

48. Q: Are there any position coding requirements in the automated personnel recordkeeping 

system? 

A. Position designation is a required field in the position build. Absent identification in the 

position description, notepad, or other submitted document (e.g., recruit/fill form) the position 

will be coded with the default value: Position is not mission essential.
COVID-19 - Frequently Asked Questions

April 2020 Page | 15

Compensation

DON Frequently Asked Questions

49. Q: Is there a delegation of authority to extend the Foreign Transfer Allowance (FTA)? Who 

is the approving authority?

A: If in an agency’s judgment unusual circumstances cause an employee or family member to be 

unable to travel to the foreign post of assignment within the ten day limit, the agency may permit 

additional days beyond the ten allowed. 

If FTA is requested in excess of the 10 days, OCHR HQ is the approving authority. Packages 

should be submitted with the SECDEF memo restricting travel as a substantiating document.

50. Q: If an employee is quarantined before they PCS, can their Temporary Quarters 

Subsistence Allowance (TQSA) be extended beyond 30 days because they are unable to 

leave? If so, who has the authority to approve the TQSA extension? 

A: When the head of agency determines, on a case by case basis, that an extension of time is 

necessary due to compelling reasons beyond the control of the employee, up to an additional sixty 

(60) days may be authorized beyond the initial 30 days. 

If TQSA extension is requested, OCHR HQ is the approving authority. Packages should be 

submitted with the SECDEF memo restricting travel as a substantiating document.

51. Q: Has guidance been published that addresses personal property shipping for DoD 

personnel impacted by the DoD Stop Movement Guidance?

A: Yes. USTRANSCOM Personal Property Advisory #20-0058 was issued on 12 March 2020. 

This information has been posted to the portal and includes DON specific POCs and general 

guidance.

52. Q: If an employee’s schedule changes to maxiflex and they work between 6:00 p.m. and 6:00 

a.m., are they required to get night pay?

A: No. Per 5 CFR 550, if a flexible work schedule includes 8 or more hours available for work 

between 6 a.m. and 6 p.m., the employee is not entitled to night differential pay for voluntarily 

working flexible hours between 6 p.m. and 6 a.m., including while earning credit hours.

An employee is entitled to night pay for those hours that must be worked between 6 p.m. and 6 

a.m. to complete an 8-hour daily tour of duty.

An employee is entitled to night pay for any nonovertime work performed between 6 p.m. and 6 

a.m. during designated core hours.
COVID-19 - Frequently Asked Questions

April 2020 Page | 16

53. Q: Are there efforts to propose extending lodging and meals in kind to civilians that meet 

the following scenario? “If I am performing temporary duty travel including return from 

deployment from a CDC Alert Level 3 Location, and am ordered into isolation or 

quarantine at a permanent duty station, what allowances am I authorized?”

A: TDY allowances for civilian employees are governed by the Administrator of General 

Services in the Federal Travel Regulation (FTR). There is no authority in the FTR to pay per 

diem at an employee’s PDS. There is no statutory authority to allow GSA to amend the FTR, or 

grant an exception to the FTR, to allow payment of per diem, including lodging, to civilian 

employees at their PDS (Ref. FTR, 41 CFR Chapters 300-304).

DOD Frequently Asked Questions

54. Q Updated: Due to COVID-19, we are concerned employees may hit the annual premium

pay and aggregate pay cap. Is there any authority to waive the pay limitations?

A: Yes. While policy is forthcoming, Sections 16003 and 18110 of the Coronavirus Aid, Relief, 

and Economic Security Act (CARES Act), Public Law 116-136, March 27, 2020, both provided 

waivers to the premium pay and aggregate pay limitations found at sections 5547(a) and 5307 of 

title 5, United States Code (U.S.C.). Section 16003 allows the head of the agency to waive the 

premium pay limitation (5 U.S.C. 5547(a)) and the aggregate limitation on pay (5 U.S.C. 5307) 

for work that is primarily related to the preparation, prevention, or response to COVID-19. 

Section 16003 is limited to premium pay that is funded, either directly or through reimbursement, 

by FEMA that may be waived under this section. The waiver is effective through the end of FY 

2020 and is retroactively in effect as of January 1, 2020. Section 18110 allows the head of the 

agency to waive the premium pay limitation (5 U.S.C. 5547(a)) and the aggregate limitation on 

pay (5 U.S.C. 5307) for work that is primarily related to the preparation, prevention, or response 

to COVID-19 without limitation to funding source. The waiver is effective through the end of FY 

2020 and is retroactively in effect as of February 2, 2020.

55. Q: Do supervisors need authorization from DoD to waive the biweekly limitation on 

premium pay for overtime work performed related to the COVID-19? 

A: No. It is not necessary for DoD to waive the biweekly limitation on premium pay for 

employees performing work related to the Coronavirus. Authority to waive the limitation is 

delegated to individuals who exercise personnel appointing authority as provided by Enclosure 

3.1.a of Department of Defense Instruction 1400.25, Volume 550, “DoD Civilian Personnel 

Management System: Pay Administration (General). 

56. Q: Can a DoD Component implement shift work? If so, what are the pay implications? 

A: Yes. DoD Components may initiate a change in work schedule to allow its workforce to work 

shifts as a means to mitigate community transmission of COVID-19. In doing so, DoD 

Components should consult with their human resources office to evaluate entitlements to 

premium pay (e.g. night pay), scheduled and unscheduled overtime, and other compensation 
COVID-19 - Frequently Asked Questions

April 2020 Page | 17

requirements. A change to shift work may also need to be adjusted in the Component’s time and 

attendance system. Additionally, a change in work schedules may require the DoD Components 

to bargain with its labor unions, if applicable.

OPM Frequently Asked Questions

57. Q: May an employee receive hazard pay differentials or environmental differential pay if 

exposed to COVID-19 through the performance of assigned duties? 

A: General Schedule (GS) employees may receive additional pay for the performance of 

hazardous duty or duty involving physical hardship. (5 U.S.C. 5545(d) and 5 CFR part 550, 

subpart I). Appendix A to subpart I of part 550 of title 5, Code of Federal Regulations, contains a 

list of approved hazard pay differentials. For example, a 25 percent hazard pay differential is 

authorized for employee exposure to “virulent biologicals, “ which is defined as ‘work with or in 

close proximity to...[m]aterials of micro-organic nature which when introduced into the body are 

likely to cause serious disease or fatality and for which protective devices do not afford complete 

protection.’ 

To be eligible for the hazard pay differential, the agency must determine that the employee is 

exposed to a qualifying hazard through the performance of his or her assigned duties and that the 

hazardous duty has not been taken into account in the classification of the employee’s position. A 

hazard pay differential is not payable if safety precautions have reduced the element of hazard to a 

less than significant level of risk, consistent with generally accepted standards that may be 

applicable. (See 5 CFR 550.904-550.906 for further information and exceptions.) OPM does not 

determine when hazard pay differentials must be paid; agencies have the responsibility and are in 

the best position to determine whether duties performed by employees meet the regulatory 

requirements for hazard pay. Thus, agency managers, in consultation with occupational safety and 

health experts, must determine whether an employee is entitled to hazard pay on a case-by-case 

basis. 

Prevailing rate (wage) employees may receive an environmental differential when exposed to a 

working condition, physical hardship, or hazard of an unusually severe nature. (See 5 U.S.C. 

5343(c)(4) and 5 CFR 532.511.) A list of approved differentials is contained in Appendix A to 

subpart E of part 532, of title 5, Code of Federal Regulations. As with hazard pay differentials, 

determinations as to whether an employee qualifies for an approved environmental differential 

must be made by agencies on a case-by-case basis. 

58. Q: May an employee who has been exposed incidentally to COVID-19 (i.e., in a manner not 

directly associated with the performance of assigned duties) receive a hazard pay 

differential for exposure to “virulent biologicals”? 

A: No. OPM’s regulations define exposure to “virulent biologicals” as “work with or in close 

proximity to . . . [m]aterials of micro-organic nature which when introduced into the body are 

likely to cause serious disease or fatality and for which protective devices do not afford complete 

protection.” (See Appendix A to subpart I of part 550 of title 5, Code of Federal Regulations.) 

Agencies may pay a hazard pay differential to a General Schedule employee for exposure to 
COVID-19 - Frequently Asked Questions

April 2020 Page | 18

“virulent biologicals” only when the risk of exposure is directly associated with the performance 

of assigned duties. An employee may not receive a hazard pay differential under the “virulent 

biologicals” category if exposure to a qualifying virus was not triggered by the performance of 

assigned duties. The hazard pay differential cannot be paid to an employee who may come in 

contact with the virus or another similar virus through incidental exposure to the public or other 

employees who are ill rather than being exposed to the virus during the performance of assigned 

duties (e.g., as in the case of a poultry handler or health care worker). Also, the virus must be 

determined to be likely to cause serious disease or fatality for which protective devices do not 

afford complete protection. 

Federal Wage System (FWS) employees may not receive an environmental differential for 

incidental exposure to the pandemic COVID-19. The environmental differential for FWS 

employees is additional pay for job-related exposure to hazards, physical hardships, or working 

conditions of an unusually severe nature which cannot be eliminated or significantly reduced by 

preventive measures. The environmental differential is not intended to compensate employees for 

exposure to a safety risk unrelated to their assigned duties. 

59. Q: Where can I find the various hazardous duty pay and environmental differentials? 

A: For General Schedule (GS) employees, hazardous duty pay differentials are established under 

5 CFR 550, Appendix A to subpart I. For Federal Wage System employees, pay administration 

rules for environmental differentials are found in 5 CFR 532.511. Environmental differential pay 

categories are listed in Appendix A to subpart E of 5 CFR part 532. 

60. Q: Can employees receive hazardous duty pay or environmental differential pay for 

potential exposure to COVID-19? 

A: No. There is no authority within the hazardous duty pay or environmental differential statutes 

to pay for potential exposure. To pay hazardous duty pay or environmental differential pay for an 

unusual physical hardship or hazard covered under the regulations, a local installation must find 

that there is credible evidence that an employee was actually exposed.

61. Q: If the need to evacuate from a non-foreign area continues beyond 180-days, can the 

agency continue utilizing the evacuation pay authority to provide evacuation payments?

A: No. Evacuation payments may be made to cover a total of up to 180 calendar days (including 

the number of days for which payment has already been made) when employees continue to be 

prevented from performing their duties by an evacuation order. When feasible, evacuation 

payments must be paid on the employee's regular pay days.

62. Q: Are employees eligible for Standby/On Call Pay if under quarantine? 

A: No.
COVID-19 - Frequently Asked Questions

April 2020 Page | 19

Evacuation and Authorized Departure

DON Frequently Asked Questions

63. Q: What form does an evacuation order take?

A: An order to evacuate from an assigned non-foreign area can be made orally or in writing, 

including by email (5 CFR 550.402, OPM Frequently Asked Questions on Evacuation, March 20, 

2020). DoD has delegated to Components the authority to evacuate. Installation commanders 

have the authority to control ingress and egress, as well as evacuate, military installations. For 

overseas installations, Department of State and international agreements such as status-of-forces 

agreements, defense cooperation agreements, and base rights agreements must be considered. All 

installations located outside the United States must coordinate their responses to public health 

emergencies with the appropriate general counsel. (DoDI 6200.03, section 3.5)

64. Q: What is an Authorized Departure?

A: An Authorized Departure (AD) is a type of evacuation that is voluntary for official eligible 

family members (EFMs) and covered employees. Employees and/or EFMs who choose to depart 

the duty location based on an AD may not return to the departed location until the Under 

Secretary for Management terminates the order.

65. Q: What are evacuation payments? Are they intended to cover all employee expenses?

A: Evacuation payments are made when a civilian employee/family member(s) is authorized or 

ordered to evacuate a foreign post. Evacuation payments consist of (1) a subsistence allowance to 

help cover the costs of lodging, meals, laundry, and dry cleaning; (2) local transportation at the 

safe haven; and (3) an air freight replacement allowance if air freight is not shipped from post. 

Subsistence amounts are based on the safe haven's per diem rate if the family is occupying 

commercial quarters, and vary based on family size. M&IE payments decrease over time. 

Evacuation payments terminate no later than 180 days after the evacuation order is issued.

Evacuation payments are intended to help cover costs; they may not cover all costs. 

66. Q: If an employee chooses to depart, where should they report?

A: The DoD AD order, March 20, 2020 will officially designate the safe haven location for 

employees and family members. Review the AD order for locations for employees and/or EFMs.

67. Q: I am a civilian employee. Per the AD order, the designated safe haven is Arlington, VA. 

However, my EFMs want to go to Pensacola, FL. Are they authorized to go to a different 

location, i.e., Pensacola, FL or must they evacuate to the same location as me?
COVID-19 - Frequently Asked Questions

April 2020 Page | 20

A: If the AD order states that the official safe haven is the U.S., family members may depart to 

any location in the U.S. Generally, the United States (anywhere in the 50 States and the District 

of Columbia) is designated as the official safe haven, and evacuees are required to return to the 

U.S. to receive allowances. An employee may request designation of an alternate safe haven for 

special family needs but approval is not guaranteed. The approval of an alternate safe haven is at 

the discretion of the command.

68. Q: When do Subsistence Expense Allowance (SEA) benefits commence for evacuees?

A: SEA benefits will commence from the day following arrival at the safe haven location. No 

SEA will be paid for travel enroute to the safe haven location. (DSSR 632 and JTR 060402)

69. Q: I have a pet. Will I receive reimbursement for pet transportation if I bring my pet with 

me?

A: A civilian employee is authorized transportation and quarantine fees for up to two household 

pets (defined as a cat or dog) to or from a safe haven or designated place if he or she currently 

owns them at the evacuated foreign permanent duty station. If the civilian employee transports 

the pets at personal expense, then reimbursement is limited to the constructed cost that the 

government would have incurred if it had transported the pets. A civilian employee traveling on a 

separation order is not authorized reimbursement for pet transportation or quarantine fees. (JTR, 

060407)

70. Q: If EFMs under an evacuation order are unable to travel alone due to special needs or 

minor age, who can be reimbursed to accompany them to a U.S. safe haven?

A: Only employees' and EFMs' evacuation travel can be funded by the government. Therefore, 

either the employee parent designated nonessential could accompany, or another employee or 

EFM could serve as an escort, if willing and able to do so. If the EFM's U.S. safe haven is not the 

same as the escort's duty station or safe haven, that escort's travel will be on a cost-constructive 

basis calculated from the evacuated post to the escort's U.S. duty station.

71. Q: At what rate should agencies pay evacuated employees performing work at a safe haven 

(e.g., the employee’s home) due to a pandemic health crisis?

A: If the employee is performing work, the employee is in work status and is entitled to his or her 

regular pay for those hours. If an employee requests to be excused from performing assigned 

work, the employee would need to take an appropriate form of personal leave (e.g., annual leave, 

sick leave, leave without pay).

72. Q: When married couple employees or domestic partnership employees depart post on 

evacuation orders, how are their SEA payments determined?
COVID-19 - Frequently Asked Questions

April 2020 Page | 21

A: Employees will each receive evacuation benefits not to exceed an employee's eligibility, but 

without duplication of benefits for family members on their orders. Both employees are 

considered to be the first evacuee. This is based on married couple employees' or domestic 

partnership employees' eligibility for all other allowances, including transfer allowances and 

temporary lodging, on a per person employee basis. However, only 50% of the lodging 

allowance is granted for each employee if the employees are sharing lodging. (DSSR 632.1)

73. Q: Upon termination of an evacuation order, is there a grace period for continuation of SEA 

until the day an evacuee returns to post? What if the employee is being transferred and not 

returning to post?

A: Upon termination of an evacuation order, an employee or EFM will continue to receive SEA 

for an automatic grace period of three (3) days except when the full 180 days has expired. (DSSR 

635)

74. Q: Will return travel expenses back to the employee’s permanent duty location be covered 

when the AD is lifted?

A: Travel expenses to return to the permanent duty location are authorized only after the 

government officially permits employees and EFMs to return. Evacuated employees should use 

the same Evacuation Travel Orders issued when they departed the duty location to make the 

reservations to return.

75. Q: What documentation is required for civilian personal property service shipments 

affected by the Stop Movement Order?

A: The first Flag Officer or SES member in the chain of command of the BSO paying for the 

move is authorized to approve or deny stop movement exceptions for PCS travel for Navy civilian 

employees. A written exception-to-policy must be furnished to the shipping office for the 

shipment to proceed.

76. Q: Who should an employee contact if they have more questions about travel and 

allowances under an AD?

A: Employees should contact their local Command/BSO Lead Defense Travel Administrator 

(LDTA) for travel-related questions.

DOD Frequently Asked Questions

77. Q: What is the difference between an authorized departure and an ordered departure? 

A: Authorized departure is voluntary for official family members and non-emergency direct-hire 

employees, and allows the Chief of Mission greater flexibility in determining which employees or 
COVID-19 - Frequently Asked Questions

April 2020 Page | 22

groups of employees may depart. Ordered departure is not voluntary, and family members and 

non-emergency staff are ordered to depart post on evacuation status. 

78. Q: At what age do children become ineligible for evacuation-related payments under DSSR 

600? 

A: Allowances eligibility for children usually ends when they reach age 21 (unless incapable of 

self-support due to mental or physical impairment). Evacuation-related payments under March 27, 

2020 Department of State Standardized Regulations (DSSR) 600 are no exception to this rule. 

The definition of "children" found at DSSR 040m under "Family" governs their eligibility for 

foreign allowances except when waived or modified in specific DSSR sections that follow 040. 

DSSR 600 contains no such waiver or modification. 

79. Q: I am a DoD employee who has been evacuated in accordance with an official evacuation 

order. What financial assistance will the Department provide to me? 

A: If you are a DoD employee covered by an evacuation order, you are eligible for additional 

payments, which will help cover travel and subsistence expenses incurred as a result of your 

evacuation, and that of your dependents. Approved travel expenses and per diem are payable from 

the departure date through the date you and your dependents arrive at the safe haven. Approved 

subsistence expenses are payable from the date following arrival at the safe haven and may 

continue until terminated by cancellation of the evacuation order, return to the regular duty 

station, or other appropriate action. 

80. Q: I was evacuated, what happens to my pay? 

A: If you are covered by an official evacuation order and you are prevented from performing the 

regular duties of your position, you may continue to receive pay, commonly known as 

“evacuation pay,” without charge to leave, for up to thirteen pay periods unless: 

 the activity establishes an alternate work site for you; 

 the evacuation order is terminated and you are directed to return to your official duty station; 

 you fail to perform assigned work while evacuated; or 

 you resign/retire from the Department. 

81. Q: I had no money available to me at the time of the evacuation. What should I do? 

A: If you are covered by an evacuation order, your activity may advance you an amount equal to 

what you normally would receive for two pay periods. The Defense Finance and Accounting 

Services (DFAS) will take statutory deductions required by law from your pay including 

retirement, social security (Federal Insurance Contributions Act tax), and income tax 

withholdings. 

82. Q: How do I apply for an advance? 
COVID-19 - Frequently Asked Questions

April 2020 Page | 23

A: Generally, DoD Form 2461 “Authorization for Emergency Evacuation Advance and 

Allotment Payments for DoD Civilian Employees” is used for all civilian payments. You should 

contact your Component for further instructions. 

83. Q: Will I have to repay the advance? 

A: The advance payment is equivalent to a loan and must be repaid unless an authorized 

management official decides to waive recovery based on a determination that such recollection 

would be against equity or good conscience or against the public interest. 

84. Q: Will my evacuation pay be reduced if I receive an advance? 

A: No. An advance is subject to repayment, but evacuation pay is equivalent to the continuation 

of your regular salary for each pay period you are eligible.

85. Q: How will I receive evacuation pay? 

A: The DFAS will make the payments on your regular payday either through electronic funds 

transfer or by hard-copy check. If you need your checks sent to an alternate address, you should 

notify DFAS of the address change by calling the DFAS Customer Contact Center at (888) 332-

7411. 

86. Q: How is evacuation pay computed? 

A: DFAS will determine the days and hours each employee covered by an evacuation order 

would have been expected to work during the pay period. Payments include appropriate night pay 

differential and Sunday premium pay as well as any law enforcement availability pay, 

administratively uncontrollable overtime pay, standby duty premium pay, regular overtime pay 

for firefighters covered by section 5545b of title 5, U.S.C., retention allowance payments, 

physicians comparability allowances and supervisory differential, as applicable. DFAS will take 

statutory deductions required by law from the employee’s pay including retirement, social 

security (FICA), authorized allotments, and income tax withholdings. 

87. Q: What are my responsibilities while receiving evacuation pay? 

A: Your activity may require you to perform any work considered necessary during the period of 

the evacuation without regard to your grade or normal job responsibilities. If your activity 

requires you to report to a work site in a different geographic location, you may be entitled to 

temporary duty travel allowances. 

88. Q: What will happen if I fail to perform assigned work while evacuated? 

A: Failure or refusal to perform assigned work is a basis for terminating evacuation payments. 

89. Q: What is a safe haven? 

A: A safe haven is a location or place officially designated to which an employee and/or 

dependents will be ordered or authorized to depart. Safe havens are designated by the Secretary of 
COVID-19 - Frequently Asked Questions

April 2020 Page | 24

State; specifically the State Under Secretary for Management designates the United States (the 50 

United States and the District of Columbia), a foreign location, or both when necessary as the 

official safe haven location(s). 

90. Q: When do Subsistence Expense Allowance (SEA) benefits commence for evacuees? 

A: U.S. or Foreign Safe haven: SEA benefits will commence from the day following arrival at the 

safe haven location. No SEA will be paid for travel enroute to the safe haven location. 

Alternate Safe haven: If an alternate safe haven is approved prior to the eligible family members 

(EFMs) evacuation, SEA benefits will commence from the day following arrival at the alternate 

safe haven location. If an alternate safe haven is approved after evacuees have arrived at that 

location, SEA will commence no earlier than the date the Department approved the request for 

March 27, 2020. the alternate safe haven. If the request for an alternate safe haven is denied, no 

SEA is authorized until the evacuee arrives at the U.S. or foreign safe haven. 

91. Q: What is the maximum time period an employee may receive SEA payments? 

A: An employee may receive SEA payments, up to a maximum of 180 days. 

92. Q: What happens to an employee's allowances, post hardship differential and danger pay 

during the period of SEA payments? 

A: Post hardship differential, danger pay and post (cost of living) allowance terminate as of the 

close of business on the day an employee commences travel under orders for emergency 

evacuation. "School at post" education allowance terminates without financial penalty. "School 

away from post" education allowance may continue until the end of the school year. Employees 

should check their earnings and leave statements for post hardship differential, danger pay and 

post (cost of living) allowance payments that should have been terminated. The employee is 

responsible for refunding any overpayments, which could become a debt. 

93. Q: Do SEA payments stop while an evacuated employee is on temporary duty (TDY)? What 

happens to the employee's evacuated EFMs? 

A: To meet the needs of the service, employees in evacuation status may be assigned TDY to 

another location. However, during the TDY period, when the employee is receiving TDY per 

diem, the payment of SEA for the individual is suspended, per DSSR 635(a). SEA may be 

resumed when the TDY ends. EFMs at same U.S. safe haven as employee: If there are EFMs of 

this employee in evacuation status, one family member receiving SEA becomes the first evacuee 

and thus receives lodging per diem. The family is not disadvantaged since the total SEA benefit 

package is reduced by only one M&IE (meals and incidentals expense) allowance when the 

employee departs on TDY status. 

94. Q: May employees and EFMs on home leave or on R&R receive SEA payments? 

A: Employees and EFMs cannot receive SEA while on home leave or in R&R status. If away 

from post at the time of the evacuation order, the employee either must return to post or declare 

his/her intention to do so before any family member can qualify for evacuation benefits. 
COVID-19 - Frequently Asked Questions

April 2020 Page | 25

Transportation may be authorized to the safe haven location. SEA may not commence for 

evacuees until each arrives at the authorized safe haven only after the employee has commenced 

official travel to the duty station (either to safe haven or return to post). Determination of the 

exact date may also in some circumstances depend on the date the employee or EFMs members 

were officially due to return to post. 

95. Q: Upon termination of an evacuation order, is there a grace period for continuation of SEA 

until the day an evacuee returns to post? What if the employee is being transferred and not 

returning to post? 

A:. Upon termination of an evacuation order, an employee or EFM will continue to receive SEA 

for an automatic grace period of three (3) days except when the full 180 days has expired. For the 

employee not returning to post, only the three (3) days are allowed as long as he/she has not 

commenced travel under an assignment order to another duty location. For employees/family 

members returning to the evacuated post, an additional seven (7) days may March 27, 2020 be 

authorized due to transportation delays. Evacuees must provide a statement on their travel 

voucher justifying the additional seven (7) days required to arrange for return travel to post, such 

as airline reservations and air freight pick up. Other reasons of a personal nature do not qualify 

the evacuee for SEA for the additional days. Under no circumstance can SEA payments be made 

to exceed the 180-day "clock". 

96. Q: Is my nanny or caregiver eligible for SEA? 

A: Unless the nanny or caregiver is an eligible family member (EFM), the answer is "no." 

However, he/she may be the designated representative who is named by an employee for the 

purpose of caring for, escorting, or receiving monetary payments on behalf of an EFM. 

97. Q: How are SEA Payments determined? 

A: Subsistence Expense Allowance (SEA) is based on the locality rate of the authorized safe 

haven and begins the day after arrival at the authorized safe haven location. The regulations 

provide that SEA payments will be based on the per diem rate of the chosen U.S. safehaven 

location, however, DSSR 632.3 allows an agency to pay a lower rate if the authorizing officer 

determines that such lower rate would be more in keeping with necessary living expenses. For 

example, if an evacuee submits a lodging receipt at a location where the per diem rate is lower 

than their safehaven, reimbursement can be calculated not to exceed the per diem of the lodging 

location. A U.S. safehaven location for EFMs may be changed once during an evacuation and 

SEA payments will then be based on the new U.S. safehaven. However, any change in safehaven 

location is at the evacuee's personal expense, except when previously evacuated EFMs are 

allowed to rejoin their evacuated sponsor (the employee) in Washington, DC (or wherever his/her 

U.S. work assignment location is during evacuation). Employees and dependents are reimbursed 

according to a commercial (with lodging receipts) or non-commercial (without lodging receipts) 

rate, NTE 180 days. 
COVID-19 - Frequently Asked Questions

April 2020 Page | 26

 For the first 30 days: Commercial Rate (requires receipts for commercial lodging) – For the 

first evacuee, up to 100% (or up to 150% for special family compositions) of the lodging 

portion of the locality rate plus 100% M&IE. Each age 18 and older receives 100% M&IE. 

Each under the age of 18 receives 50% M&IE. Non-Commercial Rate (receipts not required) 

– For the first evacuee, a flat rate of 10% of the lodging portion of the locality rate plus 100% 

M&IE. Each age 18 and older receives 100% M&IE. Each under the age of 18 receives 50% 

M&IE. 

 For days 31 through 180: Commercial Rate (requires receipts for commercial lodging) – For 

the first evacuee, up to 100% (or up to 150% for special family compositions) of the lodging 

portion of the locality rate plus 80% M&IE. Each age 18 and older receives 80% M&IE. Each 

under the age of 18 receives 40% M&IE. 

 Non-Commercial Rate (receipts not required): For the first evacuee, a flat amount of 80% of 

M&IE. Each age 18 and older receives 80% M&IE. Each under the age of 18 receives 40% 

M&IE. March 27, 2020 Employees in a paid leave status who are away from the post when 

the evacuation order is issued should immediately notify post of intention to return to work 

status to become eligible for SEA at the designated safe haven. The employee either returns to 

the PDS immediately or receives authorization to report to the official safe haven, or to a 

temporary duty station. SEA may not be paid to any evacuee authorized to receive travel per 

diem. SEA continues for employees/dependents while an employee in ordered/authorized 

departure status takes annual or sick leave. An employee in Leave Without Pay (LWOP) 

status is not eligible for SEA unless evacuated as a dependent. 

98. Q: When are SEA payments terminated? 

A: Entitlement to SEA payments ends on the earliest of the following dates: 

 the date the employee commences travel under an assignment order to another duty station 

outside the evacuation area; 

 the effective date of transfer when the employee is already at the post to which transferred; 

 the date of separation; 

 the date specified by the head of agency; 

 180 days after the evacuation order is issued; or 

 the date the evacuee commences return travel to post. 

When a departure (evacuation) order is terminated and evacuees are allowed to return to post, 

entitlement to SEA payments ends on the day that return to post is authorized. Normally a grace 

period of three, not to exceed ten days, is granted during which SEA may continue to be paid 

while an evacuee is making arrangements to return to post. The grace period taken must be 

justified on the employee's travel voucher (i.e. that the extra days were necessary to arrange return 

to post). SEA payments are limited to 180 days, the grace period included. 

99. Q: What happens after an evacuation has terminated and the post becomes unaccompanied, 

meaning family members can no longer go to post? 
COVID-19 - Frequently Asked Questions

April 2020 Page | 27

A: Employees whose EFMs are in temporary commercial lodging should apply for Transitional 

Separate Maintenance Allowance (SMA). Employees whose EFMs have been in non-commercial 

lodging should apply for Involuntary SMA. In lieu of Involuntary SMA for children in grades K12, employees may consider the "away from post" education allowance option. Since SMA 

payments cannot be made retroactively, the employee should submit Standard Form (SF) 1190 to 

his/her agency appropriate authorizing official requesting SMA before the evacuation ends in 

order to take advantage of these benefits. 

100. Q: Are evacuated employees and/or EFMs granted unaccompanied air baggage (UAB) 

for their departure from post? 

A: Yes, employees/EFMs are allowed UAB, as follows: Dependents may ship up to 350 lbs of 

unaccompanied baggage per dependent age 12 or older and 175 lbs per child under age 12 up to a 

total of 1,000 lbs. If dependents are unable to ship unaccompanied baggage by air freight because 

of circumstances beyond the dependent’s control, an air freight replacement allowance may be 

authorized to help defray the cost of items ordinarily shipped that must be purchased. March 27, 

2020 The flat amounts per family are $250 for an individual, $450 for a family of two and $600 

(total) for a family of three or more. 

101. Q: What happens to the educational travel? 

A: Educational travel eligibility continues, and the designated safe haven replaces the foreign post 

as the destination from school. 

102. Q: What is a Transitional Separate Maintenance Allowance? 

A: TSMA may be granted to an employee whose family members temporarily occupy 

commercial quarters following termination of an evacuation or in connection with an 

unaccompanied assignment following termination of an evacuation and conversion of a post to an 

unaccompanied status. 

103. Q: How are TSMA payments initiated, received, and then terminated? 

A: An employee submits a SF-1190 that is processed and approved. Payments are made to the 

employee by payroll and continue until the employee submits an SF-1190 requesting termination 

of the allowance. The employee should submit this termination notice upon the initial occurrence 

of any of the following events: 

 the date the employee commences travel under transfer orders from the evacuated post or the 

date of transfer if no travel is to occur under the transfer orders; 

 the final day of the authorized period of the TSMA; 

 the date the complete HHE shipment is received by the employee's family members; 

 the date the family members occupy non-commercial quarters; or 

 the date the family members occupy permanent quarters. 
COVID-19 - Frequently Asked Questions

April 2020 Page | 28

104. Q: In the case of married couple employees or domestic partnership employees with 

EFM children and only one parent/employee is being evacuated, on whose orders should the 

evacuated children be placed? 

A: EFM children should be evacuated under the name of the employee who lists them for 

allowances and benefits at post. March 27, 2020.

105. Q: May POVs be shipped from the post to the safe haven point at government expense? 

A: No, POV shipments are not authorized. However, a safe haven transportation allowance of $25 

per day is authorized. The transportation allowance may not exceed $25 per day, per family and 

may be paid at only one safe haven even if evacuees from the same family are at two different 

safe havens. Generally, no receipts are required, but may be requested. 

106. Q: May an employee have access to HHG while on evacuation status? 

A: Access to, delivery and return to storage of household goods for evacuees is at personal 

expense, not Government expense. 

107. Q: When does an evacuation terminate?

A1: By law, an evacuation cannot last longer than 180 days, unless terminated earlier by the 

authorizing official.

OPM Frequently Asked Questions

108. Q: What form should an agency’s order to evacuate take?

A: An order to evacuate from an assigned non-foreign area can be made orally or in writing, 

including by email. (See the definition of “order to evacuate” in 5 CFR 550.402.)

109. Q: What type of work may an agency assign to an evacuated employee? 

A: Under OPM regulations, an agency may assign any work considered necessary without regard 

to the employee's grade or title. However, an agency may not assign work to an employee unless 

the agency knows the employee has the necessary knowledge and skills to perform the assigned 

work.

Travel

DON Frequently Asked Questions

110. Q: May employees travel internationally during the pandemic?

A: On March 19, 2020, the Department of State advised U.S. citizens to avoid all international 

travel due to the global impact of COVID-19. In countries where commercial departure options 

remain available, U.S. citizens who live in the United States are to arrange for immediate return to 
COVID-19 - Frequently Asked Questions

April 2020 Page | 29

the United States, unless they are prepared to remain abroad for an indefinite period. U.S. 

citizens who live abroad are to avoid all international travel. Many countries are experiencing 

COVID-19 outbreaks and implementing travel restrictions and mandatory quarantines, closing 

borders, and prohibiting non-citizens from entry with little advance notice. Airlines have 

cancelled many international flights and several cruise operators have suspended operations or 

cancelled trips. If you choose to travel internationally, your travel plans may be severely 

disrupted, and you may be forced to remain outside of the United States for an indefinite 

timeframe.

DOD Frequently Asked Questions

111. Q: Why did DoD institute travel restrictions on its people? 

A: In order to help limit COVID-19’s spread and its impact on the force, the Secretary of Defense 

instituted travel restrictions for both international and domestic travel. 

112. Q Updated: Who does the domestic travel restriction apply to? 

A: All DoD service members and civilians, and their family members will stop all official travel –

such as Permanent Change of Station or Temporary Duty – through June 30, 2020. Exceptions 

may be given for compelling cases where the travel is: (1) determined to be mission essential; (2) 

necessary for humanitarian reasons; or (3) warranted due to extreme hardship.

113. Q: When does the domestic travel restriction go into effect? 

A: March 16. 

114. Q: If somebody is already TDY or a family has departed for their CONUS PCS, what

should they do?

A: Those who have already begun their travel may continue on to their final destination. 

Individuals whose TDY ends within stop movement period may return home. They should still be 

mindful of the health protection measures like social distancing and handwashing during their 

travels. 

115. Q: Does the domestic travel restriction affect those who must travel for medical 

treatment? 

A: No. Travel for medical treatment is still allowed. 

116. Q New: When the restrictions lift, will everyone begin moving? 

A: DoD is working with the Services to determine prioritization to balance the needs to individual 

service members, families and maintain operational readiness. Additionally, Secretary Esper has 

specifically directed that PCS moves for uniformed personnel with school-age dependents should 

be prioritized to minimize school year disruption and education costs, or considered for in-place 

assignment extensions.
COVID-19 - Frequently Asked Questions

April 2020 Page | 30

117. Q: Do the Level 3 locations include the European countries mentioned by the president? 

A: DoD follows the levels and countries designated by the CDC. As of March 11, the CDC 

updated the list of countries designated as Level 3. This includes the Schengen Area countries of 

the European Union. The complete list can be found here: www.cdc.gov/coronavirus/2019-

ncov/travelers/index.html.

118. Q: Does the Force Health Protection Guidance also go into effect March 13? 

A: Yes, the policy is in effect as of March 13. We ask that all of our personnel proactively taking 

the actions to protect themselves and those around them by employing those protective measures 

including practicing good hand washing, social distancing, and taking appropriate actions if 

feeling sick now. These measures can dramatically decrease the risk of infection and slow the 

spread of COVID-19. 

119. Q: What will screening measures (as mentioned in the Force Health Protection 

Supplement #4) entail?

A:We are instituting risk assessments and if necessary, medical evaluations, for all personnel 

prior to departure on any military aircraft. Additionally, we are putting preventive monitoring 

measures in place for those who have recently traveled. Specifically, for those who recently 

traveled to, though, or from a CDC Travel Health Advisory Level 2 or Level 3 country, we are 

directing that they stay at home at 14 days, practice social distancing, and self-monitor for 

potential symptoms of COVID-19 including taking their temperature twice a day. For all other 

returning travelers, including those traveling within the United States, we are telling them to 

practice social distancing and be mindful in their daily self-observation for any signs or symptoms 

of COVID-19. For all, we are telling them that if they feel sick, they should immediately selfisolate, notify their leadership, and call the appropriate medical authorities for assistance. 

120. Q Updated: What about individuals who have had their household goods picked up but 

haven’t departed their location? 

A: Each situation is different. Individuals will need to contact their shipping office to determine if 

their household goods are still in the local area and whether or not they may have access to them. 

If their household goods are in transit to the new location they should contact their servicing 

personnel office to verify if their orders still authorize continuing on the previous move or if they 

need to be amended. 

121. Q: What about my POV? I have an upcoming appointment to drop my car off at the 

Vehicle Processing Center (VPC). What should I do? 

A: If you are unsure if the stop movement order applies to you, contact your chain of command. 

If the stop movement order does not apply to your PCS—or your chain of command has approved 

an exception to the order—proceed to the VPC as planned. 

122. Q: I’ve already dropped my POV off, but my PCS has been delayed. Can I get my car 

back? 
COVID-19 - Frequently Asked Questions

April 2020 Page | 31

A: If you’re interested in retrieving your vehicle, contact the VPC immediately. VPCs are 

postured to assist customers with changing appointments, vehicle retrieval, and answering any 

other POV-related questions you have. 

123. Q: Now that CDC has declared a Global COVID-19 Outbreak Notice as Level 2, does 

that mean no families, domestically or internationally, can accompany on PCS moves? 

A: At this time, the United States is not designated as level 2. Domestic designations may change 

as conditions change in the coming days. All overseas locations are either Level 2 or Level 3. 

Yes, all family members of military and essential civilian employees will have their international 

travel deferred for 60 days. 

124. Q: With this new policy, what is the impact to those service members who have already 

received orders, to say, Korea or Japan? Will they be held in place? 

A: Depending on their location, effective March 13, all service members, civilians and families 

traveling to, from or through Level 3 locations (as designated by the Centers for Disease Control 

and Prevention) will stop movement for the next 60 days. As stated in the travel restriction 

guidance, exceptions may be granted for compelling cases where the travel is: (1) determined to 

be mission essential; (2) necessary for humanitarian reasons; or (3) warranted due to extreme 

hardship. 

125. Q: What do you mean when you talk about overseas “concurrent official travel” for 

families to Level 2 locations? Will families not be allowed to accompany? 

A: Concurrent travel refers to having family members travel with their sponsor. No, families will 

not be able to accompany their sponsor to overseas locations; their travel will be deferred for 60 

days. As stated in the travel restriction guidance, exceptions may be granted for compelling cases 

where the travel is: (1) determined to be mission essential; (2) necessary for humanitarian 

reasons; or (3) warranted due to extreme hardship. 

126. Q: Will the screening measures only be for those landing in Level 2 or 3 locations? 

A: No, this policy applies to all personnel who travel or have recently traveled. However, the 

actions we expect our leaders and people to take are dependent upon their travel routes and 

locations. At this time, all countries other than the United States are either Level 2 or Level 3, 

which requires screening whether it was for travel to, from, or through.

127. Q: Will a service member be allowed to PCS from Level 3 locations? Or will orders be 

cancelled? 

A: All DoD uniformed personnel, civilian personnel and family members traveling to, from or 

through CDC Level 3 locations will stop movement for the next 60 days. As stated in the travel 

restriction guidance, exceptions may be granted for compelling cases where the travel is: (1) 

determined to be mission essential; (2) necessary for humanitarian reasons; or (3) warranted due 

to extreme hardship. 
COVID-19 - Frequently Asked Questions

April 2020 Page | 32

128. Q: Does this travel memo affect contractors traveling to and from those locations? 

A: We advise contractors to check with their companies. 

129. Q: What does government-funded leave actually mean? 

A: Government-funded leave is leave by a military member or DoD civilian employee whose 

leave involves Government-funded travel. One example is renewal agreement travel by civilian 

employees. 

130. Q: Will Reserve service members who are deployed to a CDC Level 3 or Level 2 location 

be permitted to redeploy CONUS upon completion of orders? 

A: For Level 3: no, unless granted an exception. For Level 2, yes. 

131. Q: How does this affect your relationship with host nations? 

A: We are working with partner nations in impacted regions to ensure the health and safety of our 

members as operations continue. 

132. Q: Who is the waiver authority for travel exceptions? 

A: Approval authority for these exceptions belongs to the combatant commander for those 

assigned to combatant commands. The Chairman may approve exceptions for the Joint Staff. The 

Secretary of the Military Department concerned and the Chief Management Officer, in the case of 

Defense Field Activities and Field Agencies, retain the authority for all other individuals. They 

may delegate the authority to no lower than the first general officer, flag officer, or member of the 

Senior Executive Service in the traveler’s chain of command or supervision. 

133. Q: Do they have to cancel their leave early? 

A: DoD employees should contact their supervisor. 

134. Q: OMB released a memorandum, “Updated Federal Travel Guidance in Response to 

Coronavirus,” on March 14, 2020, that provides recommended guidance on limiting all 

government travel to mission-essential travel. How should DoD Components apply this 

guidance and stop movement orders issued by the Secretary of Defense and Deputy 

Secretary of Defense? 

A: Both the Secretary of Defense and the Deputy Secretary of Defense issued memoranda 

placing firm limitations on travel for DoD personnel. Generally, DoD personnel should only 

travel by exception even if the travel is determined mission-essential. Exceptions are to be 

approved by the appropriate official (Secretaries of the Military Departments; the Chief 

Management Officer for the Office of the Secretary of Defense and the Defense Agencies and 

Field Activities; Combatant Commanders for their personnel and Chairman of the Joint Chiefs of 

Staff), and limited to: mission-essential, necessary for humanitarian reasons, or warranted due to 

extreme hardship. The OMB memorandum provides helpful examples of the types of missionessential travel. 
COVID-19 - Frequently Asked Questions

April 2020 Page | 33

135. Q: Should DoD Components allow civilian employees travel to or within areas where 

this is community spread of COVID-19? 

A: DoD Components are strongly discouraged to allow such travel and limit travel when there 

is an urgent need (e.g., protection of life and property). DoD Components should also consider

the latest guidance from the CDC and local health authorities when limiting travel to persons at 

higher risk to COVID-19. 

136. Q: How do I know where community transmission of COVID-19 is taking place? 

A: DoD Components should review the CDC's website Coronavirus Disease 2019 (COVID-19) 

in the U.S., and information published by their state and local public health authorities. The 

CDC website contains links embedded in the map of the U.S. to all state public health 

authorities. 

137. Q: Are civilians restricted from personal travel? 

A: The memoranda identified in the question above does not apply to civilian employees’ 

personal travel. 

138. Q: Have there been any exceptions to the rental car rules for PCS for travelers who have 

shipped their vehicles but now cannot travel due to DoD’s Stop Travel order and now have 

no transportation to and from work? 

A: There is no authority to provide employees with a rental car at their permanent duty station at 

the expense of the government. 

139. Q: If due to the COVID-19 Pandemic and guidance issued by the DOS and DoD suggest 

to not use public transportation, can individuals receive reimbursement for expenses 

incurred such as taxis required to travel to their assigned duty station? These individuals 

are not in a travel status. 

A: There is no authority for reimbursing employees for taxis for travel between their home and 

permanent duty station under this situation. Per GSA, the only authority for reimbursing taxis 

for employees who normally use public transportation is if they are directed to work outside 

their normal duty hours and must travel "during darkness or hours of infrequently scheduled 

public transportation." 

140. Q: How does the stop movement affect employees who are TDY? Are we supposed to 

bring them home or extend them? 

A: If their PDS is in a CDC designated Level 3 country, the Secretary of Defense has ordered a 

stop movement. As such, they should have their TDY orders extended unless an exception is 

granted due to mission essentiality, hardship, or humanitarian reasons. For employees within the 

Continental United States, employees currently on TDY may complete their travel to their final 

destination. 
COVID-19 - Frequently Asked Questions

April 2020 Page | 34

141. Q: What if civilian employees traveling OCONUS fall ill while on temporary duty travel 

(TDY)? Would the Office of the Under Secretary of Defense memorandum, “Delegation of 

Authority to Prepay Costs of Emergency Health Care and Support Services for Civilian 

Employees of the Department Defense and their Authorized Dependents Outside the United 

States, its Territories, and Possessions”, dated February 12, 2016, delegating authority to 

prepay the costs of emergency healthcare apply? Can civilian employees utilize their 

Government Travel Charge Card (GTCC) to cover these costs while on TDY? 

A: DoD Components have been delegated the authority to prepay the cost of emergency 

healthcare if the situation warrants it. Please reach out to your budget office as they will be able to 

advise you on how to properly apply the Component funds to prepay any medical needs. The 

GTCC cannot be used to prepay the costs of emergency healthcare. Furthermore, if the employee 

does test positive for COVID-19, the employee may be eligible to apply for workers 

compensation in the event that the exposure occurred as a result of the TDY. 

142. Q: What is the current guidance on travel for employees returning from countries 

identified by the CDC as Travel Health Notice Level 2 or 3? 

A: Civilian personnel returning from locations identified by the CDC as Level 2 or 3 are strongly 

recommended to follow the procedures identified in DoD’s Force Health Protection Guidance 

(Supplement 4). Employees should notify their supervisors or chain of command and seek 

medical advice if they get sick with fever, cough, or difficulty breathing. Supervisors should 

consider placing the employee on telework, and/or any appropriate leave flexibility. Please refer 

above to the above question under Telework. 

143. Q: I am civilian employee located at an OCONUS duty station, and am scheduled to 

return to CONUS on my last move home. Am I still entitled to my last move home? 

A: Yes, individuals pending retirement or separation within the next 60 day are exempt, and, if 

entitled to a government-funded last move home, may proceed in accordance the with Office of 

the Secretary of Defense memorandum, “Travel Restrictions for DoD Components in Response to 

Coronavirus Disease 2019,” dated March 11, 2020. 

144. Q: Are locally hired employees without transportation agreements authorized departure 

allowances for dependents? 

A: No. Under Department of State regulations, locally hired American citizens without 

transportation agreements and their dependents are not authorized departure allowances. For more 

information, please visit the Department of State’s Standardized Regulations website.

145. Q: If I am performing a permanent change of station from a CDC Alert Level 3 

Location, and am ordered into isolation or quarantine by a public health or medical official 

at a port of entry before proceeding to my new permanent duty station, what allowances am 

I authorized? 
COVID-19 - Frequently Asked Questions

April 2020 Page | 35

A: You may be authorized per diem while awaiting transportation unless lodging in kind and 

meals in kind are provided to you. 

146. Q: If I am performing a permanent change of station from a CDC Alert Level 3 

Location, and am ordered into isolation or quarantine at my new permanent duty station, 

what allowances am I authorized? 

A: You are not authorized any additional PCS allowances. 

147. Q: If I am performing a permanent change of station to a CDC Alert Level 3 Location, 

and am ordered to temporarily return to my old permanent duty station, what allowances 

am I authorized? 

A: You may be authorized per diem while awaiting transportation. You should contact your new 

duty station to determine whether you are considered to be awaiting transportation, or if they are 

going to provide you Temporary Duty Orders to your old Permanent Duty Station. Dependent 

travelers may receive per diem if they are in an awaiting transportation status. 

148. Q: If I am performing a permanent change of station to a CDC Alert Level 3 Location, 

and am ordered to permanently return to my old permanent duty station or my orders are 

amended to name a different permanent duty station, what allowances am I authorized? 

A: You are authorized permanent change of station allowances (per diem: lodging, meals, and 

incidental expenses) and transportation in accordance with JTR Sections 0538 and 0539. 

149. Q: If I am performing a permanent change of station to a CDC Alert Level 3 Location, 

and am ordered to remain at a port of departure until transportation is available, what 

allowances am I authorized? 

A: You may be authorized per diem (lodging plus meals and incidental expenses) while 

awaiting transportation in accordance with JTR Section 0539. 

150. Q: If I am performing a permanent change of station to a CDC Alert Level 3 Location, 

and am ordered to travel to an alternate location until transportation is available, what 

allowances am I authorized? 

A: You may be authorized per diem while awaiting transportation. You should contact your new 

duty station to determine whether you are considered to be awaiting transportation, or if they are 

going to provide you Temporary Duty Orders. Dependent travelers may only receive per diem if 

they are in an awaiting transportation status. 

151. Q: If I am diagnosed with a “quarantinable communicable disease” at a temporary duty 

location, and am ordered into isolation or quarantine by a public health or medical official 

at the temporary duty location, what allowances am I authorized? 

A: Your TDY orders could be extended to cover the time you are in isolation or quarantine. If 

you are in a sick leave status, you may be authorized per diem (lodging, meals and incidental 
COVID-19 - Frequently Asked Questions

April 2020 Page | 36

expenses) for up to 14 days. Per diem may be extended if authorized by the Service or 

Department of Defense (DoD) Component in accordance with JTR par. 033002‐B. If lodging in 

kind and meals in kind are provided, then you may not be authorized per diem. 

152. Q: If I am performing temporary duty travel including return from deployment from a 

CDC Alert Level 3 Location, and am ordered into isolation or quarantine by a public health 

or medical official at a port of entry before proceeding to the temporary duty station, what 

allowances am I authorized? 

A: You are authorized standard travel and transportation allowances in accordance with JTR 

Chapter 2 while awaiting transportation. Your temporary duty orders could be amended to extend 

the temporary duty assignment. 

153. Q: If I am performing temporary duty travel including return from deployment from a 

CDC Alert Level 3 Location, and am ordered into isolation or quarantine at a permanent 

duty station, what allowances am I authorized? 

A: You are not authorized travel and transportation allowances. 

154. Q: If I am returning from personal leave to my permanent duty station in a CDC Alert 

Level 3 Location, and transportation is not available or I am ordered not to return to my 

permanent duty station, what allowances am I authorized? 

A: You are not authorized travel and transportation allowances. However, if you are placed 

on a temporary duty order, then you may receive standard travel and transportation 

allowances in accordance with JTR Chapter 2. 

155. Q: If I am a dependent student receiving transportation to or from school, and ordered 

into isolation or quarantine at a port of entry by a public health or medical official before 

proceeding to the permanent duty station or school, what allowances am I authorized? 

A: You are not authorized travel and transportation allowances. 

156. Q: If I am a student and ordered into isolation or quarantine at the permanent duty 

station or school, what allowances am I authorized? 

A: You are not authorized travel and transportation allowances. 

157. Q: If I am a civilian employee’s dependent and ordered into isolation or quarantine at 

the permanent duty station, what allowances am I authorized? 

A: You are not authorized travel and transportation allowances. 

158. Q: If I am a civilian employee and ordered into isolation or quarantine at the permanent 

duty station, what allowances am I authorized? 

A: You are not authorized travel and transportation allowances. 
COVID-19 - Frequently Asked Questions

April 2020 Page | 37

159. Q: If I am a civilian employee, returning from Government‐funded leave from a CDC 

Alert Level 3 locations, and ordered into isolation or quarantine by a public health or 

medical official at a port of entry before proceeding to the permanent duty station, what 

allowances am I authorized? 

A: You are not authorized travel and transportation allowances. However, if you are placed

on a temporary duty order, then you may receive standard travel and transportation 

allowances in accordance with JTR Chapter 2. 

160. Q: If I have permanent change of station orders to a CDC Alert Level 3 location, and I 

have already departed or detached from my old permanent duty station, can my dependents 

receive safe haven allowances? 

A: No, safe haven allowances would not apply in this situation. However you may be authorized 

per diem while awaiting transportation. You should contact your new duty station to determine 

whether you are considered to be awaiting transportation, or if they are going to provide you 

Temporary Duty Orders. Dependent travelers may only receive per diem if they are in an awaiting 

transportation status. 

161. Q: If I am pending retirement or separation in the CONUS during the stop movement 

period, am I exempt from the requirements of the "Stop Movement for all Domestic Travel 

for DoD Components in Response to Coronavirus Disease 2019" memorandum, signed 

March 13th, 2020? 

A: Yes, you are exempt and you may coordinate with your component to finalize your PCS. 

162. Q: If I am pending retirement or separation OCONUS during the stop movement 

period, am I exempt from the requirements of the “Travel Restrictions for DoD 

Components in Response to Coronavirus Disease 2019” memorandum, signed March 11th, 

2020? 

A: Yes, you are exempt and you may coordinate with your component to finalize your PCS. 

163. Q: If I am terminated OCONUS during the stop movement period, am I exempt from 

the requirements of the “Travel Restrictions for DoD Components in Response to 

Coronavirus Disease 2019” memorandum, signed March 11th, 2020 and may my component 

or command send me back to the United States? 

A: Yes, you are exempt. Your component or command may arrange to send you back to the 

United States.

164. Q: If I am a dependent student, my school has closed and I cannot return home because 

my permanent duty station is in a CDC Alert Level 3 location, what allowances am I 

authorized? 
COVID-19 - Frequently Asked Questions

April 2020 Page | 38

A: You may be authorized allowances in accordance with JTR, par. 053806 and Department of 

State Standardized Regulations (DSSR) § 280. Please refer to Department of State (DoS) 

guidance.

165. Q: If I am a civilian employee’s dependent, returning from Government-funded leave 

from a CDC Alert Level 3 locations, and ordered into isolation or quarantine by a public 

health or medical official at a port of entry before proceeding to the permanent duty station, 

what allowances am I authorized? 

A: You are not authorized travel and transportation allowances. 

166. Q: If I am on Government funded leave and I cannot return home because my 

permanent duty station is in a CDC Alert Level 3 location, what allowances am I 

authorized? 

A: You are not authorized travel and transportation allowances. However, if you are placed on a 

temporary duty order away from your permanent duty station, you may receive standard travel 

and transportation allowances in accordance with JTR Chapter 2. 

167. Q: Are there exceptions to the Fly America Act prohibition against flying on a foreign 

flag carrier? 

A: Yes, a civilian employee or their dependent may fly on a foreign flag carrier if there is no U.S. 

flag carrier available. The travel management company and AO must provide documentation to 

support use of a foreign flag carrier as required by JTR, par. 020206-I and applicable Service 

regulations. 

168. Q: Are there situations when DoD travelers may fly under an Open Skies Agreement? 

A: Yes, the restriction on Open Skies Agreement travel only applies to travel funded by DoD. If 

you are a DoD traveler, but your travel is funded by a non-DoD agency, such as Department of 

State, then you may be eligible to use an Open Skies Agreement. 

169. Q: Is using a foreign air carrier considered a matter of necessity if the only available 

U.S. flag carrier connects at an airport in a location designated as a CDC alert level 3? 

A: Your agency can determine that use of a foreign air carrier is a matter of necessity to protect 

the traveler’s safety.

170. Q: If I have an underlying health condition, may I or my eligible family members travel 

to a safe haven and receive evacuation allowances? 

A: Yes, the Global Authorized Departure memorandum, signed March 15th, 2020 allows 

travelers with underlying health conditions to travel to a safe haven and receive evacuation 

allowances.

171. Q New: What are the DoD travel restrictions?
COVID-19 - Frequently Asked Questions

April 2020 Page | 39

A: The Secretary of Defense issued the memorandum, “Reissuance of Department of Defense 

Response to Coronavirus Disease 2019 – Travel Restrictions,” April 20, 2020, cancelled three 

prior issuances and reissued travel restriction guidance for DoD Components. Through June 30, 

2020, the Secretary of Defense ordered a stop movement for DoD civilian employees and their 

dependents both internationally and domestically while the memorandum is in effect. This stop 

movement applies to all official travel including but not limited to:

 Temporary duty (TDY) travel;

 Government-funded leave travel;

 Permanent duty travel, including Permanent Change of Station (PCS) travel; and,

 Travel related to Authorized and Ordered Departures issued by the Department

 of State.

DoD Components may onboard civilian employees within the local community area only, and 

civilian employees whose travel to the local commuting area is not government-funded.

The following circumstances are exempt from these travel restrictions:

 Travel by patients, as well as their authorized escorts and attendants, forp purposes of 

medical treatment. Travel by medical providers for the purposes ofmedical treatment for 

DoD personnel and their families is also authorized.

 Travel for Global Force Management (GFM) activities (defined as

deployments/redeployments ordered in the Global Force Management Allocation Plan, 

including Service internal rotations to support, and TDY used to source ordered 

capabilities).

 Travel by authorized travelers who departed their permanent duty station and are

“awaiting transportation,” and have already initiated travel (including intermediate stops). 

Such travelers are authorized to continue travel to their final destination on approved 

orders.

 Travel by authorized travelers whose TDY ends while this directive is in effect. Such 

travelers are authorized to return to their permanent duty station.

 Travel authorized by the Commander, U.S. Transportation Command (USTRANSCOM), 

to continue execution of the Joint Deployment and Distribution Enterprise as required to 

project and sustain the Joint Force globally.

 Travel by individuals pending retirement or separation from Federal service or the 

Department of Defense; and,

 Travel by those under authority of a Chief of Mission and authorized by that Chief of 

Mission.

If these exemptions do not apply to a DoD civilian employee, then an exception may be granted 

by the following officials or their designees (i.e., first general or flag officer or member of the 

Senior Executive Service or equivalent in the traveler’s chain of command or supervision):

 The Combatant Commander if the civilian employee is assigned or allocated to a

Combatant Command;
COVID-19 - Frequently Asked Questions

April 2020 Page | 40

 The Chairman of the Joint Chiefs of Staff if the civilian employee is assigned to the Joint 

Staff;

 The Secretary of the Military Department concerned for civilian personnel under his/her 

jurisdiction;

 The Chief of the National Guard Bureau (NGB) for all civilian personnel assigned, 

attached, or allocated to the NGB, and for all title 32 and title 5 personnel assigned 

throughout the National Guard; and,

 The Chief Management Officer for personnel in the Office of the Secretary of Defense, 

Defense Agencies, DoD Field Activities, and any other DoD entities not listed above.

These officials, or their designees, may grant an exception where the travel is:

 determined to be mission-essential;

 necessary for humanitarian reasons; or,

 warranted due to extreme hardship.

Exceptions may only be granted on a case-by-case basis where determined to be in the best 

interest of the U.S. Government, and shall be coordinated between the gaining and losing 

organizations. Mission-essential travel refers to work that must be performed to ensure the 

continued operations of mission-essential functions, including positions that are deemed key and 

essential, as determined by the responsible DoD Component.

172. Q New: Is a civilian employee located at an OCONUS duty station scheduled to return to 

CONUS on his or her last move home still entitled to the move?

A: Yes, provided that the government-funded travel by the employee is permitted by one of the 

approved exemptions identified in the Secretary of Defense memorandum, “Reissuance of 

Department of Defense Response to Coronavirus Disease 2019 – Travel Restrictions,” April 20, 

2020. If the employee’s travel is not exempt, he or she may be receive for an exception from the 

appropriate official identified in the same memorandum, or their designee.

173. Q New: We have several employees concerned with the DoD travel restrictions and how 

it may affect their use of Renewal Agreement Travel (RAT). How should DoD Components 

process RAT for employees that are close to the end of their current eligibility window 

during the travel restriction period?

A: The Federal Travel Regulations govern the rules for RAT. The FTR (promulgated by GSA) 

does not provide for any exceptions, and GSA informed that it has no plans to issue a bulletin to 

change that. For employees who are currently unable to return to their PDS, the employee may be 

placed on TDY orders by their command to telework from their current location; or, maybe 

placed on weather and safety leave, if appropriate. The Secretary of Defense memorandum, 

“Reissuance of Department of Defense Response to Coronavirus Disease 2019 – Travel 

Restrictions,” April 20, 2020, allows for DoD Components to seek an exception to the travel 

restrictions through the Service Secretaries or Chief Management Officer or their designees. 

Individuals whose TDY ends while the order is in effect are authorized to return to their home 

station.
COVID-19 - Frequently Asked Questions

April 2020 Page | 41

174. Q New: What allowances are available for those employees in CONUS and unable to

return to their OCONUS Duty Station based on the travel restrictions?

A: Employees who are CONUS and unable to return OCONUS due to an Authorized Departure 

or Ordered Departure are entitled to evacuation payments. These payments are specific to each 

employee and are determined on a case-by-case basis.

Workforce Relations and Compensation

Leave

DON Frequently Asked Questions

175. Q: Are civilian employees allowed to take annual leave during the COVID-19 pandemic?

A: Civilian employees have a right to request and take accumulated leave. Supervisors may 

schedule the time the employee may take annual leave based on mission requirements.

176. Q: If an employee’s leave is disapproved to meet mission requirements, is the DON 

responsible for any cancelled airline tickets?

A: No. Citing Comptroller General precedent, the General Services Administration Board of 

Contract Appeals has ruled there is no authority to reimburse personal travel expenses resulting 

from an agency’s cancellation of leave. (ROD W. SCHMIT, General Services Administration 

Board of Contract Appeals, 16146-TRAV, August 6, 2003)

177. Q: If an employee is unable to use leave due to the COVID-19 pandemic, will leave be 

forfeited?

A: If an employee schedules “use or lose” annual leave in writing before the third biweekly pay 

period prior to the end of the leave year, and the leave is canceled due to an exigency of the public 

business (i.e., an urgent need for the employee to be at work), the employee may request 

restoration of the forfeited annual leave. (5 CFR 630.306(a)(2))

178. Q: Are civilian employees eligible for weather and safety leave if they are not telework 

eligible?

A: Yes. Civilian employees are eligible for weather and safety leave if they or their position are 

not telework eligible or they are not telework ready and a Continuity of Operations Plan has been 

activated or an evacuation order has been issued. (5 CFR 630.1605)

179. Q: Are part-time employees eligible for weather and safety leave? 
COVID-19 - Frequently Asked Questions

April 2020 Page | 42

A: Yes. Part time employees are eligible for weather and safety leave for the hours they are 

scheduled to work if they are not telework eligible or ready and a Continuity of Operations Plan 

has been activated or an evacuation order has been issued. (5 CFR 630.1601(b), 5 CFR 550.409)

180. Q: Is weather and safety leave an appropriate leave category when an employee is 

experiencing symptoms consistent with COVID-19, and test results confirm COVID-19?

A: If an employee is experiencing COVID-19 symptoms, the employee should use sick leave. 

Sick leave covers a period of sickness, as provided in 5 CFR 630.401(a)(2). Agencies must grant 

sick leave when an illness, such as COVID-19, prevents an employee from performing work. 

Supervisors are encouraged to advance sick leave, upon the employee’s request, if the requesting 

employee does not have a sufficient balance to cover the time off requested.

181. Q: Who has the authority to grant weather and safety leave? 

A: Each Department of the Navy (DON) organization has the discretion to excuse employees 

from duty without loss of pay or charge to leave because of severe weather, natural disasters, or 

hazardous conditions when such conditions prevent employees from safely reporting to their 

worksite. Weather and safety leave is granted, based on a determination that employees cannot 

safely travel to, or perform work, at their regular worksite, a telework site, or other approved 

location because of severe weather, natural disaster, or another emergency situation. (5 U.S.C. 

6329c)

182. Q: May a civilian employee who identifies as “high risk” who is not experiencing 

symptoms of illness be granted sick leave if they are telework eligible and ready?

A: No. Sick leave is only appropriate for absences related to illness of the employee or family 

members as prescribed in 5 CFR 630.401. Civilian employees who are “high risk” to COVID-19 

as identified by the Centers for Disease Control should telework if they are telework eligible and 

ready. High risk employees who are not telework eligible and ready may be granted weather and 

safety leave. 

183. Q: May an asymptomatic employee use sick leave because they have underlying medical 

conditions which makes them “high risk”?

A: No. Sick leave is only appropriate for absences related to illness of the employee or family 

members as prescribed in 5 CFR 630.401. Civilian employees who identify as “high risk” should 

telework if they are telework eligible and ready. Civilian employees who are not telework 

eligible and ready may be granted weather and safety leave. 

184. Q: May an employee identified as “high risk” be advised by their doctor to stay home? 

How should a supervisor proceed if the employee is telework eligible but does not want to 

telework?
COVID-19 - Frequently Asked Questions

April 2020 Page | 43

A: An employee who is identified as “high risk” by a medical professional should telework, if 

he/she is telework eligible and ready. A “high-risk” employee who is not telework eligible may 

be granted weather and safety leave regardless of whether the installation is open or closed. (5 

CFR 630).

185. Q: What codes should be entered into the time keeping system for individuals placed on 

weather and safety leave?

A: Employees should enter LN, Administrative Leave in the THC box and PS, Administrative 

Leave for Weather and Safety Leave in the EHZ box. 

186. Q: Can an employee take leave under the Family Medical Leave Act due to serious 

illness, such as COVID-19, or to care for a family member infected with COVID-19?

A: Employees may take up to twelve (12) weeks of leave without pay in a calendar year to care 

for themselves or a family member with a serious illness. Certain eligibility and restrictions 

apply.

187. Q: If a Medical Professional advised an employee to stay home because they have a high 

risk spouse or family member at home – are they eligible for W&S Leave, assuming they are 

not telework eligible or can they take sick leave?

A: Currently, an employee may use annual leave, advanced annual leave, other paid time off (e.g., 

earned compensatory time off, earned credit hours), or leave without pay to care for a family 

member who is healthy but has been quarantined due to COVID-19. An employee, covered by a 

telework agreement, may be able to telework pursuant to an ad hoc arrangement with the 

permission of the supervisor during the quarantine period. Provided the employee has telework 

capabilities and sufficient work to perform, the agency should be flexible in determining whether 

the employee can accomplish his or her duties from home while caring for a family member. An 

employee may telework during the time he or she is not responsible for caring for a family 

member and must request annual leave, advanced annual leave, other paid time off (e.g., earned 

compensatory time off, earned credit hours), or leave without pay while caring for a family 

member.

Source: U. S. Office of Personnel Management Questions and Answers on Human Resources 

Flexibilities and Authorities for Coronavirus Disease 2019 (COVID-19), Question C(5) -

https://www.opm.gov/policy-data-oversight/covid-19/questions-and-answers-on-humanresources-flexibilities-and-authorities-for-coronavirus-disease-2019-covid-19.pdf. 

188. Q: Enforced Leave-If a supervisor orders an employee to leave work, will the employee 

be placed on administrative leave, or be required to use his/ her annual or sick leave?

A: Excused absence (administrative leave) is not an entitlement, and supervisors are not required 

to grant it. An agency’s determination to provide excused absence should be consistent with the 

Administration’s Government-wide policy on granting excused absence during a pandemic 

influenza. That policy will be addressed in separate guidance. Obtaining an employee’s 
COVID-19 - Frequently Asked Questions

April 2020 Page | 44

agreement to take sick leave, annual leave, or leave without pay is preferable, but in some 

circumstances, a supervisor may require an employee to use his or her sick or annual leave or 

place an employee in a leave without pay status pending inquiry into the employee’s medical 

condition. Such an action would be enforced leave. In addition, in rare circumstances when the 

agency has legitimate concerns that an employee's medical condition makes his continued 

presence in the workplace dangerous or inappropriate, a supervisor may place the employee on 

indefinite suspension in a non-pay, non-duty status pending a determination that the employee is 

fit for duty. These actions generally require advance notice, opportunity to reply, and an agency 

decision. The agency must have documentation sufficient to prove that its action was justified, 

and the employee may have the right to grieve or appeal the action taken. In the case of a 

pandemic, agency personnel actions aimed at preventing the spread of a disease may occur 

because of the guidance or directive of public health officials regarding the general danger to 

public health. Supervisors should consult their human resources staff prior to effecting either 

enforced leave or indefinite suspension. 

Source: OPM Pandemic FAQs - https://www.opm.gov/FAQs/QA.aspx?fid=b48bf83b-440c-4f1ea88c-3cdc9d802ac8&pid=0b70914f-7839-45cc-9dca-e52223e98671&result=1

189. Q: Leave Restoration- I have “use or lose” annual leave, which I scheduled to use before 

the end of the leave year. My agency has canceled all scheduled annual leave until further 

notice because employees must be at work due to a pandemic influenza. It looks like this 

situation will continue through the beginning of the new leave year. Will I be forced to 

forfeit my “use or lose” annual leave?

A: If an employee schedules “use or lose” annual leave in writing before the third biweekly pay 

period prior to the end of the leave year, and the leave is canceled due to an exigency of the public 

business (i.e., an urgent need for the employee to be at work), the employee may request 

restoration of the forfeited annual leave. See OPM fact sheet on Restoration of Annual Leave.

Source: OPM Pandemic FAQs - https://www.opm.gov/FAQs/QA.aspx?fid=b48bf83b-440c-4f1ea88c-3cdc9d802ac8&pid=9445746d-c7f2-4571-8051-ef8f3fbce778

190. Q: Compressed Work Schedules -Must agencies request approval from OPM prior to 

establishing a compressed work schedule or flexible work schedule to deal with a pandemic 

influenza?

A: No. Agencies do not need OPM approval to establish flexible or compressed work schedules 

authorized by 5 U.S.C. 6122 and/or 6127. OPM encourages agencies to prepare for all emergency 

situations and address the use of compressed or flexible work schedules in their contingency 

plans.

Source: OPM Pandemic FAQs - https://www.opm.gov/FAQs/QA.aspx?fid=b48bf83b-440c-4f1ea88c-3cdc9d802ac8&pid=594db457-eee6-4656-9e23-4067af809efd
COVID-19 - Frequently Asked Questions

April 2020 Page | 45

DOD Frequently Asked Questions

191. Q: What is the difference between using sick leave for exposure to a quarantinable 

communicable disease and exposure to seasonal influenza? If everyone is getting sick at 

work can I just take sick leave to avoid being exposed? 

A: An employee may use sick leave for exposure to quarantinable communicable diseases and 

seasonal influenza only in certain circumstances —

 Quarantinable Communicable Diseases. For purposes of this guidance, the term 

“quarantinable communicable disease” means a disease for which Federal isolation and 

quarantine are authorized. Isolation can be used to separate people with a contagious 

disease from people who are not sick in order to stop the spread of that illness. Quarantine 

can be used to separate and restrict the movement of people who were exposed to a 

contagious disease to see if they become sick and to prevent the possible spread of that 

disease to others. Agencies should refer to the list of quarantinable communicable diseases

at https://www.cdc.gov/quarantine/aboutlawsregulationsquarantineisolation.html 

 Under certain circumstances, the CDC or a State or local health department may determine 

that exposure to a quarantinable disease would jeopardize the health of others, 

and that quarantine of the exposed individual is warranted to protect the public’s health. 

If the disease is not a quarantinable communicable disease, as defined by Executive Order, 

and a health authority or health care provider has concerns that exposure to the disease could 

jeopardize the health of others, the health authority or health care provider should contact 

the CDC for evaluation of the risk factors and further recommendation. 

 Influenza. Influenza may be classified as either seasonal or pandemic. Influenza strains that 

are new and capable of causing a pandemic are classified as quarantinable diseases; however, 

seasonal influenza strains – those that cause outbreaks of influenza every winter 

– are not considered quarantinable. Therefore, exposure to seasonal influenza will not meet 

the criteria for use of sick leave for exposure to a quarantinable communicable disease. 

Currently, there is no declared influenza pandemic, and agencies should not grant sick leave 

for exposure to influenza until they receive guidance from the appropriate officials (e.g., 

CDC, OPM). Employees who are sick with seasonal influenza and contagious to others should 

be allowed to use sick leave according to agency policies. 

192. Q: What are examples of quarantinable communicable diseases? 

A: Sick leave for exposure to a quarantinable communicable disease would only arise in 

cases of a quarantinable communicable disease. Agencies should refer to the list of 

quarantinable communicable diseases, which are defined by Executive Order 13295 as 

amended. See also CDC's Legal Authorities for Isolation and Quarantine: 

https://www.cdc.gov/quarantine/aboutlawsregulationsquarantineisolation.html.

193. Q: Can agencies grant sick leave for exposure to a quarantinable communicable disease? 
COVID-19 - Frequently Asked Questions

April 2020 Page | 46

A: A symptomatic employee is entitled to use an unlimited amount of accrued sick leave when he 

or she is unable to perform due to a quarantinable communicable disease, such as 2019 Novel 

Coronavirus (COVID-19), is entitled to use his or her accrued sick leave. Sick Leave for Personal 

Needs fact sheet: https://www.opm.gov/policy-data-oversight/payleave/leaveadministration/factsheets/personal-sick-leave/

194. Q: Can an employee who is healthy and opts to stay at home to provide care for a family 

member infected with a quarantinable communicable disease such as COVID-19 use sick 

leave? 

A: An employee is entitled to use a total of up to 104 hours (13 days) of sick leave each leave 

year to provide care for a family member who is ill or receiving medical examination or 

treatment. If an employee’s family member is symptomatic (ill) due to a quarantinable 

communicable disease, such as COVID-19, the employee may use his or her accrued sick leave 

for general family care. The amount of sick leave permitted for family care purposes is 

proportionally adjusted for part-time employees and employees with uncommon tours of duty in 

accordance with the average number of hours of work in the employee’s regularly scheduled 

administrative workweek. Sick Leave for Family Care fact sheet: https://www.opm.gov/policydata-oversight/payleave/leave-administration/fact-sheets/sick-leave-for-family-care-orbereavement-purposes/

195. Q: Can an employee requests sick leave to care for a family member with a serious 

health condition? 

A: An employee is entitled to use up to 12 weeks (480 hours) of sick leave each leave year to care 

for a family member with a serious health condition. If an employee has already used 13 days of 

sick leave for general family care (discussed above), the 13 days must be subtracted from the 12 

weeks. If an employee has already used 12 weeks of sick leave to care for a family member with a 

serious health condition, he or she cannot use an additional 13 days in the same leave year for 

general 3 family care purposes. An employee is entitled to no more than a combined total of 12 

weeks of sick leave each leave year for all family care purposes. If an employee’s family member 

is symptomatic (ill) due to a quarantinable communicable disease, such as COVID-19, that would 

generally constitute a serious health condition, which would allow use of up to 12 weeks of an 

employee’s accrued sick leave to care for that family member. The amount of sick leave permitted 

for family care purposes is proportionally adjusted for part-time employees and employees with 

uncommon tours of duty in accordance with the average number of hours of work in the 

employee’s regularly scheduled administrative workweek. Sick Leave to Care for a Family 

Member with a Serious Health Condition fact sheet: https://www.opm.gov/policy-dataoversight/pay-leave/leave-administration/factsheets/sickleave-to-care-for-a-family-member-witha-serious-health-condition/

196. Q: Can an employee invoke his or her entitlement to use the Family and Medical Leave 

Act (FMLA) to care for a family member with a quarantinable communicable disease, such 

as COVID-19? 
COVID-19 - Frequently Asked Questions

April 2020 Page | 47

A: An employee may invoke his or her entitlement to unpaid leave under the Family and Medical 

Leave Act (FMLA) of 1993 in appropriate circumstances. Under FMLA, an employee is entitled 

to a total of up to 12 workweeks of leave without pay for a serious health condition that prevents 

an employee from performing his or her duties or to care for a spouse, son or daughter, or parent 

with a serious health condition. An employee may substitute his or her accrued annual and/or sick 

leave for unpaid leave in accordance with current laws and regulations governing the use of 

annual and sick leave. An employee or family member who contracts a quarantinable 

communicable disease, such as COVID-19, and becomes ill would generally be considered to 

have a qualifying serious health condition. Family and Medical Leave fact sheet: 

https://www.opm.gov/policy-data-oversight/payleave/leave-administration/fact-sheets/familyand-medical-leave/ 

197. Q: When an employee has exhausted all of his or her annual or sick leave may that be 

grated leave without pay? 

A: If an employee has exhausted his or her available annual or sick leave and other forms of 

paid time off, he or she may request leave without pay (LWOP). LWOP is a temporary non-pay 

status and absence from duty that, in most cases, is granted at the employee's request. In most 

instances, granting LWOP is a matter of supervisory discretion and may be limited by agency 

internal policy. While FMLA leave is limited to specific purposes, LWOP may be granted for 

any reason approved by the agency. In situations where LWOP is taken for a purpose that would 

qualify under FMLA, granting LWOP without requiring the employee to invoke FMLA 

will preserve the employee’s entitlement to 12 weeks of FMLA leave. An extended period of 

LWOP may have an effect on an employee’s benefits including health benefits, retirement 

benefits, and life insurance. Leave Without Pay fact sheet: (http://www.opm.gov/policy-dataoversight/pay-leave/leaveadministration/fact-sheets/leave-without-pay) Effect of Extended Leave 

Without Pay (or Other Nonpay Status) on Federal Benefits and Programs fact sheet: 

https://www.opm.gov/policy-data-oversight/pay-leave/leaveadministration/fact-sheets/effect-ofextended-leave-without-pay-lwop-or-other-nonpay-statuson-federal-benefits-and-programs/

198. Q: Can an employee with a medical emergency related to COVID-19 participate in the 

leave Voluntary Leave Transfer Program (VLPT)? 

A: If an employee has a personal or family medical emergency related to a quarantinable 

communicable disease, such as COVID-19, and is absent (or expected to be absent) from duty 

without available paid leave for at least 24 work hours, he or she may qualify to receive donated 

annual leave under the Voluntary Leave Transfer Program (VLTP). 

 Voluntary Leave Transfer Program – The VLTP allows an employee to donate annual 

leave to assist another employee who has a personal or family medical emergency and 

who has exhausted his or her own available paid leave. All agencies must establish a 

VLTP. Voluntary Leave Transfer Program fact sheet: (https://www.opm.gov/policydataoversight/pay-leave/leave-administration/fact-sheets/voluntary-leave-transferprogram/) 
COVID-19 - Frequently Asked Questions

April 2020 Page | 48

199. Q: When is weather and safety leave authorized? 

A: A DoD Component may authorize Weather and Safety Leave to a civilian employee 

under the following circumstances: 

 The employee is asymptomatic of COVID-19 and subject to movement restrictions 

(i.e. quarantine or isolation) under the direction of public health authorities. 

 The employee is asymptomatic and directed by a medical professional, public health 

authority, commander, or supervisor, to not report to the worksite. Note that a commander or 

supervisor may direct the employee to stay home because of possible exposure or because the 

employee shows symptoms that might be COVID-19. 

 The employee is asymptomatic and at higher risk to COVID-19 as identified by the CDC 

and not telework eligible. Please review the OMB memorandum, 

“Updated Guidance on Telework Flexibilities in Response to Coronavirus,” dated 

March 12, 2020, for more information about this scenario. 

 Other circumstances when an employee is not able to safely travel to or perform 

work at an approved location. 

Weather and Safety Leave is not an entitlement and must be approved by a supervisor. Where an 

employee is telework-ready, weather and safety leave is generally not appropriate. Additionally, 

weather and safety leave is extremely limited for employees designated as emergency employees 

under 5 C.F.R. 630.1605(b). 

200. Q: Are there any yearly limitations to weather and safety leave?

A: No, there is no cap on the number of hours that may be granted for weather and safety leave. 

201. Q: Can supervisors question the reason for which their employees are requesting annual 

leave? 

A: Since supervisors must balance the work of the agency against the interest of the employee in 

using annual leave, supervisors may find it necessary from time to time to ask employees how 

they will use the requested annual leave so that the supervisors may make informed decisions 

about scheduling the leave. In such cases, employees are not required to provide the supervisor 

with this information, but their request for annual leave may be denied based on mission 

requirements. DoD Components should also be mindful of requirements under their collective 

bargaining agreements. 

202. Q Updated: Can a supervisor deny leave to a civilian who is traveling outside the local 

commuting area?

A: Depending on the type of leave, a supervisor can deny or cancel leave to a civilian who is 

traveling outside the local commuting area based on mission requirements. A supervisor may not 

deny personal leave conducted at the expense of the individual solely because an employee is 

traveling outside of the local commuting area or to a CDC-designated level 2 or greater area.
COVID-19 - Frequently Asked Questions

April 2020 Page | 49

203. Q: Can a civilian employee take sick leave when they are ill or to care for a sick family 

member? 

A: Civilian employees should take sick leave when they are ill and may do so to care 

for a family member as prescribed under the Office of Personnel Management’s (OPM) 

sick leave regulations. For additional information on the appropriate use of sick leave and other 

leave flexibilities, please review the memorandum published by the Office of 

the Under Secretary of Defense, Personnel and Readiness, “Civilian Personnel Guidance 

for DoD Components,” March 8, 2020. 

204. Q: Are intermittent employees eligible for weather and safety leave? 

A: No, intermittent employees are not eligible for weather and safety.

OPM Frequently Asked Questions

205. If an agency does not have work to assign to an evacuated employee, what pay status 

should the employee be placed?

A: If an agency does not have work to assign to an evacuated employee, the agency would 

provide weather and safety leave to that employee for affected hours.

206. Does an evacuated employee performing work during a pandemic health crisis need to 

use his or her accrued leave to take time off?

A: Yes. If an evacuated employee cannot perform assigned work during his or her tour of duty 

due to personal reasons, the employee is required to request leave or other time off. For example, 

if an evacuated employee who is performing work becomes ill, he or she will need to take sick 

leave or other time off to cover the absence.

207. Q: If an employee, who has been receiving weather and safety leave due to exposure to 

COVID-19, becomes symptomatic (ill), should he or she continue to receive weather and 

safety leave? 

A: No. Sick leave would be used to cover such a period of sickness, as provided in 5 CFR 

630.401(a)(2). Agencies must grant sick leave when an illness, such as COVID-19, prevents an 

employee from performing work. 

208. Q: If an employee runs out of sick leave, can the agency grant advanced sick leave to an 

employee who is ill (symptomatic) due to a quarantinable communicable disease, such as 

COVID-19, or must care for a family member who is ill? 

A: Yes. However, while sick leave may be advanced at an agency’s discretion, it is not an 

employee entitlement. The sick leave regulations allow an employee to be advanced sick leave for 

exposure to a quarantinable communicable disease, subject to the limitations below: 
COVID-19 - Frequently Asked Questions

April 2020 Page | 50

 240 hours (30 days) may be advanced if the employee would jeopardize the health of others 

by his or her presence on the job because of exposure to a quarantinable communicable 

disease; 

 104 hours (13 days) may be advanced if the employee is providing care for a family member 

who would jeopardize the health of others by his or her presence in the community because of 

exposure to a quarantinable communicable disease. 

209. Q: Must an employee have a doctor’s note if requesting to use sick leave for 3 days or 

more due to an illness from a quarantinable communicable disease, such as COVID-19? 

A: Not necessarily. Under OPM’s regulations (5 CFR 630.405(a)), an agency may grant sick 

leave only when the need for sick leave is supported by administratively acceptable evidence. An 

agency may consider an employee’s self-certification as to the reason for his or her absence as 

administratively acceptable evidence, regardless of the duration of the absence. An agency may 

also require a medical certificate or other administratively acceptable evidence as to the reason for 

an absence for any of the purposes for which sick leave is granted for an absence in excess of 3 

workdays, or for a lesser period when the agency determines it is necessary. Supervisors should 

use their best judgment and follow their agency’s internal practices for granting sick leave. 

Agencies should also be mindful about the burden and impact of requiring a medical certificate. 

210. Q: If an employee is healthy but chooses to stay home because he or she has been in 

direct contact with an individual exposed to a quarantinable communicable disease, such as 

COVID-19, in what pay/leave status is the employee placed? 

A: An employee, covered by a telework agreement, may request to telework with the permission 

of the supervisor. Agencies could also consider expanding telework to any telework eligible 

employees to provide additional flexibility for employees. For employees who are not currently 

covered by a telework agreement, agencies may also consider whether an employee has some 

portable duties (e.g., reading reports; analyzing documents and studies; preparing written letters, 

memorandums, reports and other correspondence; setting up conference calls, or other tasks that 

do not require the employee to be physically present), that would allow him/her to telework on a 

situational basis. An ad-hoc telework agreement should be signed to cover the period the 

employee is permitted to work from the approved alternate location (e.g., home). An employee 

may also request to take annual leave, advanced annual leave, other paid time off (e.g., earned 

compensatory time off, earned credit hours), or leave without pay. An agency may not authorize 

weather and safety leave to an employee under this scenario. The use of sick leave would be 

limited to circumstances where an employee has become symptomatic (ill) due to a quarantinable 

communicable disease, such as COVID-19. 

211. Q: If an employee is healthy but stays home because his or her asymptomatic family 

member has been quarantined due to exposure to COVID-19, in what pay/leave status is the 

employee placed? 
COVID-19 - Frequently Asked Questions

April 2020 Page | 51

A: Currently, an employee may use annual leave, advanced annual leave, other paid time off (e.g., 

earned compensatory time off, earned credit hours), or leave without pay to care for a family 

member who is healthy but has been quarantined due to COVID-19. An employee, covered by a 

telework agreement, may be able to telework pursuant to an ad hoc arrangement with the 

permission of the supervisor during the quarantine period. Provided the employee has telework 

capabilities and sufficient work to perform, the agency should be flexible in determining whether 

the employee can accomplish his or her duties from home while caring for a family member. An 

employee may telework during the time he or she is not responsible for caring for a family 

member and must request annual leave, advanced annual leave, other paid time off (e.g., earned 

compensatory time off, earned credit hours), or leave without pay while caring for a family 

member. (See section B, Telework for more information.) 

212. Q: Can agencies approve weather and safety leave for an employee who has been 

exposed to a quarantinable communicable disease, such as Coronavirus Disease 2019 

(COVID-19)? 

A: Agencies may authorize weather and safety leave for an asymptomatic employee who is 

subject to movement restrictions (quarantine or isolation) under the direction of public health 

authorities due to a significant risk of exposure to a quarantinable communicable disease, such as 

COVID-19. (See Section B, Telework, for more information regarding general restrictions on the 

use of weather and safety leave for telework program participants.) 

213. Q: If an employee is healthy but stays at home because he/she has been in direct contact 

with an individual infected with a quarantinable communicable disease such as COVID-19, 

should an agency authorize weather and safety leave? 

A: An agency may authorize weather and safety leave to an employee exposed to COVID-19, 

even if asymptomatic, if a local health authority determines the employee would jeopardize the 

health of others if allowed to return to work. Employees should refer to CDC guidance 

(https://www.cdc.gov/coronavirus/2019-ncov/specific-groups/guidance-business-response.html) 

for how to conduct a risk assessment of their potential exposure. (See Section B, Telework, for 

more information regarding general restrictions on the use of weather and safety leave for 

telework program participants.) 

214. Q: If an employee must stay home to care for an asymptomatic family member who was 

exposed to a quarantinable communicable disease, such as COVID-19, should an agency 

authorize weather and safety leave? 

A: No. An agency should not authorize weather and safety leave in this instance. An employee 

who is healthy and is caring for an asymptomatic family member may request annual leave, 

advanced annual leave, other paid time off (e.g., earned compensatory time off, earned credit 

hours), or leave without pay for the period of absence from his or her job. In addition, an 

employee who is caring for an asymptomatic family member who has been exposed to a 

quarantinable communicable disease and who is covered by a telework agreement may also 
COVID-19 - Frequently Asked Questions

April 2020 Page | 52

request to telework pursuant to an ad hoc arrangement to the extent possible. (See section B, 

Telework, for more information.) 

If the employee's family member becomes symptomatic (ill) with a quarantinable communicable 

disease, such as COVID-19, sick leave to care for a family member with a serious health 

condition would be appropriate. (See section C, Sick Leave and Other Time Off, for more 

information.) 

Leave – Families First Coronavirus Response Act

DON Frequently Asked Questions

215. Q: Regarding employee exclusions, what is meant by “health care provider” and 

“emergency responder”?

A: Supervisors may exclude an employee who is a health care provider or an emergency 

responder from the EPSLA and/or the EFMLEA's coverage based on mission requirements. For 

purposes of exclusion as defined in the Act:

• Health care provider—

o anyone employed at any doctor's office, hospital, health care center, clinic, postsecondary educational institution offering health care instruction, medical school, local 

health department or agency, nursing facility, retirement facility, nursing home, home 

health care provider, any facility that performs laboratory or medical testing, 

pharmacy, or any similar institution, Employer, or entity. This includes any permanent 

or temporary institution, facility, location, or site where medical services are provided 

that are similar to such institutions.

o This definition includes any individual that provides services or maintains the 

operation of the facility where that individual's services support the operation of the 

facility. This also includes anyone that provides medical services, produces medical 

products, or is otherwise involved in the making of COVID-19 related medical 

equipment, tests, drugs, vaccines, diagnostic vehicles, or treatments. 

• Emergency responders—

o anyone necessary for the provision of transport, care, healthcare, comfort and nutrition 

of such patients, or others needed for the response to COVID-19. This includes but is 

not limited to law enforcement officers, correctional institution personnel, fire fighters, 

emergency medical services personnel, physicians, nurses, public health personnel, 

emergency medical technicians, paramedics, emergency management personnel, 911 

operators, child welfare workers and service providers, public works personnel, and 

persons with skills or training in operating specialized equipment or other skills 
COVID-19 - Frequently Asked Questions

April 2020 Page | 53

needed to provide aid in a declared emergency, as well as individuals whose work is 

necessary to maintain the operation of the facility. 

The Director of the Office of Management and Budget (OMB) has authority to exclude 

certain employees (positions) as identified in the Federal Register.

216. Q: What notice must I provide my supervisor that I need to take EPSL of EFMLA 

leave?

A: Employees should follow reasonable notice procedures after the first workday for which an 

employee take Paid Sick Leave. In any case where an employee requests leave in order to care for 

the employee’s son or daughter whose school or place of care is closed, or child care provider is 

unavailable, due to COVID–19 related reasons, if that leave was foreseeable, an employee shall 

provide the supervisor with notice of such Paid Sick Leave or Expanded Family and Medical 

Leave as soon as practicable. 

If an employee fails to give proper notice, the supervisor should give him or her notice of the 

failure and an opportunity to provide the required documentation prior to denying the request for 

leave. If the employee is unable to provide notice, it will be reasonable for notice to be given by 

the employee’s spokesperson (e.g., spouse, adult family member, or other responsible party) if the 

employee is unable to do so.

217. Q: Why is there an exception for taking intermittent leave under the FFCRA when 

reporting to the worksite?

A: The implementing regulations at 29 C.F.R. 826.50 state that an employee reporting to the 

worksite may take emergency paid sick leave intermittently only to care for the employee’s 

son or daughter whose school or place of care is closed, or child care provider is unavailable, 

because of reasons related to COVID-19. Under such circumstances the intermittent leave 

may be taken in any increment of time agreed to by the supervisor and employee. For all 

other qualifying reasons, an employee may not take Paid Sick Leave intermittently when 

reporting to worksite. Once the employee begins taking Paid Sick Leave for one or more such 

reasons, the employee must use the permitted days of leave consecutively until the employee 

no longer has a qualifying reason to take Paid Sick Leave.

Employees authorized to telework may take Paid Sick Leave for any qualifying reason 

intermittently, and in any agreed increment of time (but only when the employee is 

unavailable to telework because of a COVID-19 related reason.

218. Q: May I collect unemployment insurance benefits for time in which I receive pay for 

paid sick leave and/or expanded family and medical leave? 
COVID-19 - Frequently Asked Questions

April 2020 Page | 54

A: No. If you are paid sick leave, you are not eligible for unemployment insurance. However, 

each State has its own unique set of rules; and DOL recently clarified additional flexibility to the 

States (UIPL 20-10) to extend partial unemployment benefits to workers whose hours or pay have 

been reduced. Therefore, individuals should contact their State workforce agency or State 

unemployment insurance office for specific questions about eligibility. For additional 

information, please refer to:

https://www.careeronestop.org/LocalHelp/UnemploymentBenefits/unemployment-benefits.aspx

219. Q: As a supervisor, am I permitted to deny requests under the new sick leave 

provisions?

A: Supervisors many only disapprove sick leave under the EPSLA and EFMLEA if the employee 

does not meet the eligibility criteria or does not provide appropriate documentation.

220. Q: As a supervisor, may I delay my employees’ sick leave requests or ask them to 

reschedule?

A: Delaying or asking employees to reschedule their sick leave requested under the FFCRA is the 

equivalent to denying a request. As these leave requests are based on personal emergencies, 

supervisors are advised not to ask employees to delay or reschedule their requests.

221. Q New: Prior to the Families First Coronavirus Response Act (FFCRA), the FAQs 

indicate that if an employee is ordered to stay home (quarantine/isolation) then s/he would 

either telework (if able) or be put on Weather and Safety leave. Now with the FFCRA 

reason 1 - Federal, State or Local ordered quarantine - an employee may also use 

emergency paid sick leave (EPSL) for quarantine. Can my supervisor require that I exhaust 

EPSL for quarantine or isolation before using Weather and Safety leave?

A: Employees unable to telework may be granted no more than two weeks/80 hours of 

emergency paid sick leave (EPSL) for quarantine (or other qualifying reasons). Once the 80 

hours has been reached, there is no further entitlement to EPSL - even if an employee 

subsequently has another qualifying reason for absence under the Act (such as childcare, or care 

for an individual subject to a quarantine or isolation order). Childcare and caring for another 

under quarantine or isolation order are not qualifying reasons for Weather and Safety 

leave. Accordingly, employees with childcare responsibilities who are ineligible for telework 

would have to use their accrued leave if they have exhausted EPSL for quarantine as in this 

scenario. Additionally, in most cases it's up to an employee to invoke a leave entitlement. Based 

on these considerations, supervisors should not require employees to exhaust leave under the 

FFCRA prior to approving Weather & Safety leave.
COVID-19 - Frequently Asked Questions

April 2020 Page | 55

Department of Labor Frequently Asked Questions

222. Q: What is the effective date of the Families First Coronavirus Response Act (FFCRA), 

which includes the Emergency Paid Sick Leave Act and the Emergency Family and Medical 

Leave Expansion Act? 

A: The FFCRA’s paid leave provisions are effective on April 1, 2020, and apply to leave taken 

between April 1, 2020, and December 31, 2020.

223. Q: As an employee, how much will I be paid while taking paid sick leave or under the 

FFCRA?

A: Two weeks (up to 80 hours) of paid sick leave at the employee’s regular rate of pay where the 

employee is unable to work because the employee is quarantined (pursuant to Federal, State, or 

local government order or advice of a health care provider), and/or experiencing COVID-19 

symptoms and seeking a medical diagnosis; (In these circumstances, you are entitled to a 

maximum of $511 per day, or $5,110 total over the entire paid sick leave period.)

or

Two weeks (up to 80 hours) of paid sick leave at two-thirds the employee’s regular rate of pay 

because the employee is unable to work because of a bona fide need to care for an individual 

subject to quarantine (pursuant to Federal, State, or local government order or advice of a health 

care provider), or care for a child (under 18 years of age) whose school or child care provider is 

closed or unavailable for reasons related to COVID-19, and/or the employee is experiencing a 

substantially similar condition as specified by the Secretary of Health and Human Services, in 

consultation with the Secretaries of the Treasury and Labor. (Under these circumstances, you are 

subject to a maximum of $200 per day, or $2,000 over the entire two-week period.)

224. Q: May I take 80 hours of emergency paid sick leave for my self-quarantine and then 

another amount of emergency paid sick leave for another reason provided under the 

Emergency Paid Sick Leave Act? 

A: No. You may take up to two weeks—or ten days—(80 hours for a full-time employee, or for a 

part-time employee, the number of hours equal to the average number of hours that the employee 

works over a typical two-week period) of paid sick leave for any combination of qualifying 

reasons. However, the total number of hours for which you receive paid sick leave is capped at 80 

hours under emergency paid sick leave. However, you may take previously earned sick leave as 

the situation warrants.

225. Q: If I am home with my child because his or her school or place of care is closed, or 

childcare provider is unavailable, do I get paid sick leave?

A: You may take paid sick leave if you are unable/eligible to work (or telework) to care for your 

child whose school or place of care is closed, or childcare provider is unavailable, due to COVID-
COVID-19 - Frequently Asked Questions

April 2020 Page | 56

19 related reasons. The Emergency Paid Sick Leave Act provides for an initial two weeks of paid 

leave.

226. Q: Can my employer deny me paid sick leave if my employer gave me paid leave for a 

reason identified in the Emergency Paid Sick Leave Act prior to the Act going into effect? 

A: No, the Emergency Paid Sick Leave Act imposes a new leave requirement on employers that is 

effective beginning on April 1, 2020.

227. Q Updated: Are the paid sick leave requirements retroactive? 

A: No. Employees that used other leave as of April 1, 2020 for reasons covered by the EPSLA 

and/or the EFMLEA may make timecard corrections, as appropriate, with supervisory approval.

228. Q: What records do I need to keep when my employee takes paid sick leave? 

A: Regardless of whether you grant or deny a request for paid sick leave, you must document the 

following:

•The name of your employee requesting leave;

•The date(s) for which leave is requested;

•The reason for leave; and

•A statement from the employee that he or she is unable to work because of the reason.

If the employee requests leave because he or she is subject to a quarantine or isolation order or to 

care for an individual subject to such an order, you should additionally document the name of the 

government entity that issued the order. If your employee requests leave to self-quarantine based 

on the advice of a health care provider or to care for an individual who is self-quarantining based 

on such advice, you should additionally document the name of the health care provider who gave 

advice.

If your employee requests leave to care for his or her child whose school or place of care is 

closed, or childcare provider is unavailable, you may must also document:

•The name of the child being cared for;

•The name of the school, place of care, or child care provider that has closed or become 

unavailable; and

•A statement from the employee that no other suitable person is available to care for the child.

229. Q: The OCHR FFCRA Fact Sheet provides minimum documentation requirements. 

Are they any additional documentation requirements?

A. In addition to the minimum requirements, (employee’s name; date(s) for which leave is 

requested; qualifying reason for the leave; and oral or written statement that the employee in 
COVID-19 - Frequently Asked Questions

April 2020 Page | 57

unable to work because of the qualified reason for leave), the implementing regulations at 29 

C.F.R. 826.100 require the following case-specific documentation:

 for reason identified in (a) above, an employee must additionally provide the name of the 

government entity that issued the Quarantine or Isolation Order.

 for reason identified in (b), above, an employee must additionally provide the name of the 

health care provider who advised the employee to self-quarantine.

 for reason identified in (c) and (d) above, an employee must additionally provide either:

o The name of the government entity that issued the Quarantine or Isolation Order; 

or

o The name of the health care provider who advised the individual being care for to 

self-quarantine.

 for reason identified in (e), above, an employee must additionally provide:

o The name of the son or daughter being cared for:

o The name of the school, place of care, or child care provider that has closed or 

become unavailable; and

o A representation that no other suitable person will be caring for the son or daughter 

during the period for which the employee takes Paid Sick Leave or Expanded 

Family and Medical Leave.

230. Q: What does it mean to be unable to work, including telework for COVID-19 related 

reasons? 

A: You are unable to work if your employer has work for you and one of the COVID-19 

qualifying reasons set forth in the FFCRA prevents you from being able to perform that work, 

either under normal circumstances at your normal worksite or by means of telework.

If you and your supervisor agree that you will work your normal number of hours, but outside of 

your normally scheduled hours (for instance early in the morning or late at night), then you are 

able to work and leave is not necessary unless a COVID-19 qualifying reason prevents you from 

working that schedule.

231. Q: May I take my paid sick leave intermittently while teleworking? 

A: Yes, if your supervisor allows it and if you are unable to telework your normal schedule of 

hours due to one of the qualifying reasons in the Emergency Paid Sick Leave Act. In that 

situation, you and your supervisor may agree that you may take paid sick leave intermittently 

while teleworking. 

232. Q: May I take my paid sick leave intermittently while working at my usual worksite (as 

opposed to teleworking)? 
COVID-19 - Frequently Asked Questions

April 2020 Page | 58

A: It depends on why you are taking paid sick leave and based on supervisor approval. Unless 

you are teleworking, paid sick leave for qualifying reasons related to COVID-19 must be taken in 

full-day increments. It cannot be taken intermittently if the leave is being taken because:

•You are subject to a Federal, State, or local quarantine or isolation order related to COVID19;

•You have been advised by a health care provider to self-quarantine due to concerns related to 

COVID-19;

•You are experiencing symptoms of COVID-19 and seeking a medical diagnosis;

•You are caring for an individual who either is subject to a quarantine or isolation order 

related to COVID-19 or has been advised by a health care provider to self-quarantine due to 

concerns related to COVID-19; or

•You are experiencing any other substantially similar condition specified by the Secretary of 

Health and Human Services.

Unless you are teleworking, once you begin taking paid sick leave for one or more of these 

qualifying reasons, you must continue to take paid sick leave each day until you either (1) use the 

full amount of paid sick leave or (2) no longer have a qualifying reason for taking paid sick leave. 

This limit is imposed because if you are sick or possibly sick with COVID-19, or caring for an 

individual who is sick or possibly sick with COVID-19, the intent of FFCRA is to provide such 

paid sick leave as necessary to keep you from spreading the virus to others. 

In contrast, if you and your supervisor agree, you may take paid sick leave intermittently if you 

are taking paid sick leave to care for your child whose school or place of care is closed, or whose 

childcare provider is unavailable, because of COVID-19 related reasons. For example, if your 

child is at home because his or her school or place of care is closed, or childcare provider is 

unavailable, because of COVID-19 related reasons, you may take paid sick leave on Mondays, 

Wednesdays, and Fridays to care for your child, but work at your normal worksite on Tuesdays 

and Thursdays.

If you no longer have a qualifying reason for taking paid sick leave before you exhaust your paid 

sick leave, you may take any remaining paid sick leave at a later time, until December 31, 2020, if 

another qualifying reason occurs.

233. Q: What code do I utilize in SLDCADA when entering the Emergency Paid Sick Leave?

A: Emergency Paid Sick Leave Act will be coded using THC code “LV” Excused Absence and 

“DX” environmental hazard code (EHZ) for emergency leave paid at an employee’s full rate of 

pay and EHZ code “DY” for emergency leave paid at the two-thirds an employee rate of pay.
COVID-19 - Frequently Asked Questions

April 2020 Page | 59

Telework

DON Frequently Asked Questions

234. Q: What timekeeping code should be used for individuals teleworking due to a 

reasonable accommodation?

A: Employees who are teleworking due to a reasonable accommodation should use the telework 

code TS (situational telework). 

235. Q: Will the Navy cover additional costs incurred by employees as a result of telework 

(DSL lines, additional phone lines, increased utilities expenses, etc.)?

A: An agency may not use appropriated funds to pay for items of employee personal expense, 

such as home utility costs, home maintenance, or insurance premiums. (68 Comptroller General 

502, B–225159, June 19, 1989)

236. Q: May employees who have been disciplined or who are on a Performance 

Improvement Plan (PIP) be allowed to telework?

A: Yes. However, there are a couple of exceptions: 

1) If the employee was disciplined for being AWOL for more than 5 days in a calendar year.

2) If the employee was disciplined for Ethical Conduct violations, i.e., using a government 

computer for pornography.

Otherwise, telework may be authorized if the employee and their position is otherwise 

telework eligible and ready. If not, weather and safety leave is appropriate if the 

installation/activity has been closed.

237. Q: I thought the Telework Enhancement Act (TEA) requires a telework agreement in 

order for an employee to telework. May an agency’s Continuity of Operations Plan

(COOP) override the statute?

A: Yes. The TEA requires executive agencies to establish telework (TW) policy; that the policy 

require a TW agreement in order for employees to participate in the TW program; and that 

telework be incorporated in agencies’ COOPs in the event of emergencies. However, the TEA 

further states that the agency’s telework policy will be superseded when operating under a COOP. 

(5 USC 6502a(1)(A), 5 USC 6502b(2), 5 USC 6502b(5), (5 USC 6504(d)(2)).

238. Q: When a governor declares a state of emergency and limits movement of individuals, 

including on public roadways, what documentation must an employee provide to local/state 
COVID-19 - Frequently Asked Questions

April 2020 Page | 60

authorities that proves they are required to report to the worksite to perform essential 

functions?

A: U.S Office of the Attorney General Memorandum, March 20, 2020, has issued guidance to 

Federal agencies to work with state and local officials to ensure that Federal agencies be allowed 

to continue to operate during this pandemic. Requirements will vary from state to state. Refer to 

applicable state governor’s executive order and check with their local or state authorities to verify 

if and what substantiation is necessary for these situations.

For employees in the Washington, DC metro area: On March 31, 2020, DoD General Counsel 

issued a memorandum concerning the MD/VA/DC governors’ and mayor’s executive orders 

restricting movement in their jurisdictions. Employees should use the GC’s memorandum in 

conjunction with their common access cards when traveling for official duties in the DC metro 

area.

239. Q: May civilian employees be forced to telework?

A: Yes. Under the following scenarios an agency may order an employee to telework whether or 

not the employee voluntarily enters into a telework agreement:

1) The agency activates its COOP and it requires employees to telework.

2) A pandemic is declared by the World Health Organization and the DoD Component or 

designee issues an evacuation order to an alternative worksite (e.g. home). 

240. Q: What options are available for civilian personnel if schools are closed and parents 

run out of annual leave?

A: Civilian personnel may telework even when a child or dependent requiring supervision is 

present at the alternative worksite. DoD granted a temporary waiver of policy until December 31, 

2020, to allow employees to telework in this situation. Where an employee is teleworking and 

providing care to a child or dependent during duty hours, the employee must account for this time 

using appropriate leave as approved by his or her supervisor. For example, an employee who 

feeds and supervises a young child multiple times during the day will need to take leave or, if on a 

flexible work schedule, adjust his or her hours. The OMB memorandum noted above encourages 

supervisors to extend telework flexibilities more broadly to accommodate state and local 

responses to the outbreak, including, but not limited to, school closures. Alternative work 

schedules may be authorized that allow employees to complete their tour of duty in less than 10 

days if applicable. For example, a maxiflex schedule would allow an employee to meet his or her 

basic work requirement for a biweekly pay period on fewer than 10 days and vary the number of 

hours worked on a given workday. Note that changes to alternative work schedules are subject to 

collective bargaining.

Additional tools include advance annual leave, compensatory time, credit hours, and other leave 

flexibilities. Weather and safety leave would not be appropriate under these facts alone.
COVID-19 - Frequently Asked Questions

April 2020 Page | 61

241. Q: Can an agency mandate telework?

A: Telework agreements are typically voluntary. However, once an employee enters into a 

telework agreement, it is possible that an agency may require an employee to telework if this is 

clearly stated and agreed to in the written telework agreement. To avoid ambiguity, the telework 

agreement should specify what is expected of employees under these circumstances. See Section 

III-A-c, Evacuation Payments and the new Telework Guide. 

Source: OPM Pandemic FAQs - https://www.opm.gov/FAQs/QA.aspx?fid=b48bf83b-440c-4f1ea88c-3cdc9d802ac8&pid=21d68600-b44d-4dd0-9631-08c56b03b424

242. Q: During a pandemic health crisis, can an agency order an employee to work from 

home (or an alternative location mutually agreeable to the agency and the employee) if the 

employee does not have a telework agreement? 

A: Yes. An agency may order an employee to work from home (or an alternative location 

mutually agreeable to the agency and the employee) without regard to whether the agency and the 

employee have a telework agreement in place at the time the order to evacuate is issued. 

Agencies should consult with offices of human resources and general counsel to determine 

appropriate collective bargaining obligations where bargaining unit employees are impacted.

Source: U. S. Office of Personnel Management Questions and Answers on Human Resources 

Flexibilities and Authorities for Coronavirus Disease 2019 (COVID-19), Question E(3) -

https://www.opm.gov/policy-data-oversight/covid-19/questions-and-answers-on-humanresources-flexibilities-and-authorities-for-coronavirus-disease-2019-covid-19.pdf

243. Q: Can my supervisor prevent me from teleworking?

A: Yes, managers can deny a request to telework, based on business reasons and subject to 

limitations on telework participation described in the Telework Enhancement Act of 2010. For 

example, an employee’s performance may not meet the standards outlined in the agency’s 

telework policy or the terms of the written telework agreement between that employee and his/her 

supervisor. Similarly, a position may not be eligible because its official duties and responsibilities 

have been determined to be incompatible with telework. The denial should be made in writing, 

with an explanation, and this written denial should be provided to the employee in a timely 

manner. Collective bargaining agreements may provide for an employee to file a grievance about 

the denial or cancellation of a telework agreement through the negotiated grievance procedure. 

Check with your agency's employee relations staff in Human Resources to discuss your agency's 

procedures.

Source: OPM Pandemic FAQs - https://www.opm.gov/FAQs/QA.aspx?fid=b48bf83b-440c-4f1ea88c-3cdc9d802ac8&pid=6a3492a3-9179-4e21-8efa-51af5be5b2f8

244. Q: What equipment will the employee need at the home-based worksite and who will 

provide it?
COVID-19 - Frequently Asked Questions

April 2020 Page | 62

A: Equipment and who will provide it will vary by situation. Many Federal agencies provide 

equipment (e.g., laptops, second phone lines, etc.) at home-based worksites. Each agency must 

establish its own policies on the provision and installation of equipment.

GSA's FMR bulletins provide some additional guidance for equipping home-based offices. 

Source: OPM Pandemic FAQs - https://www.opm.gov/FAQs/QA.aspx?fid=b48bf83b-440c-4f1ea88c-3cdc9d802ac8&pid=d806e769-2c21-422a-8037-7a4011abed34

245. Q: May Federal agencies cover additional costs incurred by employees as a result of 

telework (DSL line, additional phone line, increased use of electricity, etc.)?

A: An agency may not use appropriated funds to pay for items of personal expense, such as home 

utility costs, home maintenance, or insurance, unless there is specific statutory authority. 

Authorized expenses incurred while an employee is conducting business for the Government at a 

telework site may include, at an agency’s discretion, installation of phone lines, payment for 

telecommunications services (e.g. broadband DSL or Virtual Private Network), and payment for 

monthly telephone and internet service provider charges. In addition, during a pandemic health 

crisis, an agency head, in his or her sole and exclusive discretion, may grant special allowance 

payments, based on a case-by-case analysis, to offset the direct added expenses incidental to 

performing work from home (or an alternative location mutually agreeable to the agency and the 

employee). See 5 CFR 550.409(b). An employee is not entitled to special allowance payments 

for increased costs during an evacuation unless specifically approved by the agency head.

Sources: U. S. Office of Personnel Management Questions and Answers on Human Resources 

Flexibilities and Authorities for Coronavirus Disease 2019 (COVID-19), Question E(5) -

https://www.opm.gov/policy-data-oversight/covid-19/questions-and-answers-on-humanresources-flexibilities-and-authorities-for-coronavirus-disease-2019-covid-19.pdf; OPM 

Pandemic FAQs - https://www.opm.gov/FAQs/QA.aspx?fid=b48bf83b-440c-4f1e-a88c3cdc9d802ac8&pid=4b40d691-20c8-4b55-b7f2-ca5f768aa09d

246. Q: Due to the pandemic, an employee must telework from home and may not be able to 

report to the official worksite. Will locality pay be affected?

A: An employee’s official worksite is the location of his or her position of record where the 

employee regularly performs his or her duties. For an employee covered by a telework 

agreement, scheduled (while in duty status) to report at least twice each biweekly pay period on a 

regular and recurring basis to the regular worksite for his or her position of record, the regular 

worksite is the official worksite, and the employee is entitled to the locality rate designated for the 

regular worksite. However, OPM’s regulations at 5 CFR 531.605(d)(3) permit an agency to make 

a temporary exception to the requirement that a telework employee report at least twice each 

biweekly pay period to the regular worksite and allow the telework employee’s official worksite 

to remain the regular worksite.
COVID-19 - Frequently Asked Questions

April 2020 Page | 63

Source: OPM Pandemic FAQs - https://www.opm.gov/FAQs/QA.aspx?fid=b48bf83b-440c-4f1ea88c-3cdc9d802ac8&pid=fffa2a1a-078c-4592-9876-a3867c35ef72

247. Q: As a supervisor, may I make my intern eligible for telework?

A: Yes. Interns are not specifically prohibited from telework. The DoD telework policy (DoD 

Instruction 1035) states in enclosure 3 that employees recently assigned or newly appointed to 

trainee or entry level positions may be considered for telework. Specifically, the DODI states that 

in the event of a pandemic health crisis, where employees are trained and equipped to telework, 

“they may be asked to telework to prevent the spread of germs. Employees in positions not 

typically eligible for telework should telework on a situational basis when feasible. These 

employees shall have a signed DD Form 2946 in place.”

DOD Frequently Asked Questions

248. Q: Does the employee need a telework agreement before he or she can telework? 

A: Yes, the Telework Enhancement Act requires every employee who participates in telework to 

have a written agreement, regardless of the type of telework. The Federal Government uses 

telework, among other things, to promote continuity of operations by allowing Federal 

employees to continue their work at an approved alternative worksite. The Telework 

Enhancement Act of 2010 defines “telework” or “teleworking” as a work flexibility arrangement 

under which an employee performs the duties and responsibilities of his or her position, and other 

authorized activities, from an approved worksite other than the location from which the employee 

would otherwise work. Telework is a critical tool during emergency situations. OPM has strongly 

encouraged agencies to maintain a viable telework-ready workforce. This requires determining 

eligibility for employees to telework, encouraging employees to enter into written telework 

agreements, communicating expectations before an emergency situation occurs, and practicing 

and testing equipment and procedures regularly throughout the year, not just teleworking during 

emergencies that may occur infrequently. Telework arrangements may require collective 

bargaining obligations for employees represented by labor organizations. Agencies also need to 

implement and maintain a robust information technology system with the necessary infrastructure 

to accommodate widespread remote usage of agency systems as well as the accompanying 

technical support personnel to resolve remote connectivity issues. Agencies should maximize 

their telework capacity by entering into telework agreements with as many telework-eligible 

employees as possible and by conducting exercises to test employees’ ability to access agency 

networks from home. Managers should ensure that there are effective processes in place for 

communicating efficiently with employees who are teleworking. For additional information on 

telework, please see www.telework.gov

249. Q: Is telework voluntary? 

A: Yes. An agency may not compel an employee to telework, even if the duties of the position 

make that employee "telework eligible." However, although entering into a telework 
COVID-19 - Frequently Asked Questions

April 2020 Page | 64

arrangement is voluntary, once the employee is under such an arrangement, he/she may be 

required to telework outside of his/ her normal telework schedule in the case of a temporary 

emergency situation if that understanding has been clearly communicated by the agency to the 

teleworking employee in the written telework agreement. 

250. Q: Can an agency force an employee to telework? 

A: Generally, no. The language of the Telework Enhancement Act supports that telework is a 

voluntary flexibility. In other words, an agency may not compel an employee to telework even if 

the duties of the position make that employee "telework eligible." However, although entering 

into a telework arrangement is voluntary, once the employee is under such an arrangement, he/she 

may be required to telework outside of his/her normal work schedule in the case of a temporary 

emergency situation if that understanding has been clearly communicated by the agency to the 

teleworking employee in the written telework agreement. In addition, during a pandemic health 

crisis and where an order to evacuate is issued, an agency may order an employee to work from 

home (or an alternative location mutually agreeable to the agency and the employee) without 

regard to whether the agency and the employee have a telework agreement in place at the time the 

order to evacuate is issued. Agencies should consult with offices of human resources and general 

counsel to determine appropriate collective bargaining obligations where bargaining unit 

employees are impacted. 

Source: U. S. Office of Personnel Management Questions and Answers on Human Resources 

Flexibilities and Authorities for Coronavirus Disease 2019 (COVID-19), Question E(3) -

https://www.opm.gov/policy-data-oversight/covid-19/questions-and-answers-on-humanresources-flexibilities-and-authorities-for-coronavirus-disease-2019-covid-19.pdf

251. Q: If the employee has a telework agreement in place and the manager requires them to 

telework during controlled monitoring period, does the employee have the option to refuse 

to telework? 

A: Yes. The employee will have the option to use leave flexibilities to such as annual leave, 

advanced leave, etc. subject to supervisory approval.

252. Q: What should DoD Components do to prepare the workforce to telework? 

A: The Telework Enhancement Act of 2010 states that “each executive agency shall incorporate 

telework into the continuity of operations plan (COOP) of that agency.” If an agency COOP is in 

operation, that plan “shall supersede any telework policy.” Therefore, DoD Components should 

immediately review their current COOP plans to ensure that telework has been fully incorporated 

and that as many employees as possible have been identified as telework employees in the plan. 

DoD Components should also review position eligibility for telework to ensure they are 

maximizing the number of employees who can continue mission essential functions. 

Please see the question below on updated telework flexibilities. 
COVID-19 - Frequently Asked Questions

April 2020 Page | 65

253. Q: My employee just returned from an affected area and I do not want them to come 

into the office until I know they do not present a safety risk. As a supervisor, what can I do? 

A: Supervisors should identify whether the employee is telework-ready and offer the employee 

the option to telework. If the employee is not telework-ready because, for example, they cannot 

perform their duties at an alternate location, then the supervisor should consider utilizing Weather 

and Safety Leave (please review the section below on the appropriate use of Weather and Safety 

Leave), administrative leave, or other leave flexibilities (paid or unpaid) available. DoD 

Components may also combine telework and various leave flexibilities when the employee may 

perform some of his or her duties at an alternate worksite. 

Additionally, the Office of Management and Budget (OMB) memorandum, “Updated Guidance 

on Telework Flexibilities in Response to Coronavirus,” dated March 12, 2020, encourages 

supervisors to extend telework flexibilities broadly to accommodate state and local responses to 

the COVID-19 outbreak, particularly to those persons susceptible to COVID-19. In rare cases, an 

employee may not have a telework agreement or wish not to telework. 

Additionally, civilian personnel returning from locations identified by the CDC as Level 2 or 3 

are strongly recommended to follow the procedures identified in DoD’s Force Health Protection 

Guidance (Supplement 4). Please see questions and answers under the Travel section. 

254. Q: What options are available for civilian personnel if schools are closed and parents

run out of annual leave? 

A: Civilian personnel may telework even when a child or dependent requiring supervision is 

present at the alternative worksite. DoD granted a temporary waiver of policy until December 

31, 2020, to allow employees to telework in this situation, and encourages DoD Components 

to make similar adjustments to their policies. Where an employee is teleworking and providing 

care to a child or dependent during duty hours, the employees must account for this time using 

appropriate leave as approved by his or her supervisor. For example, an employee who feeds 

and supervises a young child multiple times during the day will need to take leave or, if on a 

flexible work schedule, adjust his or her hours. The OMB memorandum noted above 

encourages supervisors to extend telework flexibilities more broadly to accommodate state 

and local responses to the outbreak, including, but not limited to, school closures. 

DoD Components may also authorize alternative work schedules that allow employees to 

complete their tour of duty in less than 10 days if applicable. For example, a maxiflex schedule 

would allow an employee to meet his or her basic work requirement for a biweekly pay period on 

fewer than 10 days and vary the number of hours worked on a given workday. Note that changes 

to alternative work schedules is subject to collective bargaining. 

Additional tools available to Components include advance annual leave, compensatory time, 

credit hours, and other leave flexibilities. Weather and safety leave would not be appropriate 

under these facts alone. 
COVID-19 - Frequently Asked Questions

April 2020 Page | 66

255. Q: Can an Agency continue to drug test their employees while they are on telework 

status if drug testing is a condition of their employment? 

A: Continued drug testing is at the DoD Component's discretion. Please consult your drug 

testing coordinator for additional information. 

256. Q: If a supervisor instructs employees to telework due to the COVID-19, how is time and 

attendance recorded? 

A: Situational Telework (TS) is the type of telework to be coded for Time and Attendance 

purposes. 

257. Q: Can an agency mandate an employee to telework who is not on a telework 

agreement? 

A: Under the following scenarios an agency may order an employee to telework whether or not 

the position is telework eligible or the employee voluntarily enters into a telework agreement: 

 The agency includes in their COOP that employees are required to telework and 

the agency activates the COOP. 

 A pandemic has been declared by the World Health Organization and the DoD Component 

issues an evacuation order to an alternative worksite (e.g. home). 

258. Q: If employees mandated to be on telework do not have enough work because duties 

also include working with classified information and systems, how should they report time 

and attendance for the actual telework time as well as the time when there is no work 

available? 

A: Hours spent actually teleworking would be coded as Situational Telework for the hours or 

days worked. When employees are unable to telework, Weather and Safety Leave would be 

appropriate. 

259. Q: I would like to direct telework for an asymptomatic employee. Do I have the 

authority to do so? 

A: If the employee’s telework agreement does not include an option for the supervisor 

to direct the employee to telework, then the supervisor may only direct an employee to telework 

under specific situations. 

260. Q: When is telework mandatory for employees without a telework agreement? 

A: Employees who are telework program participants may be required to telework in the event of 

an emergency. Employees, including those who are not telework program participants may be 

required to telework program when a pandemic is declared and the agency has issued evacuation 

orders and/or activated their COOP. Emergency employees as described in 5 C.F.R. 

630.1605(b)(1) may be ordered to telework. 
COVID-19 - Frequently Asked Questions

April 2020 Page | 67

261. Q Updated: Is DoD waiving the prohibition on allowing both employees who have been 

disciplined and employees on PIPs to telework during this pandemic emergency? 

A: Employees who are ineligible to telework may be allowed to telework in a

pandemic situation to the extent consistent with statute and individual agency policy and/or 

available waivers of that policy. If the Secretary of Defense declares an evacuation, then 

employees can be ordered to telework irrespective of participation in, or eligibility for, a telework 

program unless prohibited by the Telework Enhancement Act of 2010 (Public Law 111-292) (i.e., 

the employee has been officially disciplined for being absent without permission for more than 5 

days in any calendar year; or the employee has been officially disciplined for violations of subpart 

G of the Standards of Ethical Conduct for Employees of the Executive Branch for viewing, 

downloading, or exchanging pornography, including child pornography, on a Federal Government 

computer or while performing official Federal Government duties).

262. Q New: What options are available for civilian personnel with children whose schools 

are closed and parents run out of annual leave?

A: Civilian personnel may telework even when a child or dependent requiring

supervision is present at the alternative worksite. DoD granted a temporary waiver of policy until 

December 31, 2020, to allow employees to telework in this situation, andencourages DoD 

Components to make similar adjustments to their policies. Where an employee is teleworking and 

providing care to a child or dependent during duty hours, the employee must account for this time 

using appropriate leave as approved by his or her supervisor. For example, an employee who 

feeds and supervises a young childmultiple times during the day will need to take leave or, if on a 

flexible work schedule, adjust his or her hours. The OMB memorandum noted above encourages 

supervisors to extend telework flexibilities more broadly to accommodate state and local 

responses to the outbreak, including, but not limited to, school closures.

For employees covered under title I of FMLA (i.e., DoD employees with an intermittent work 

schedule or under a temporary appointment with a time limitation of 1 year or less), the Expanded 

Family and Medical Leave Act authorized in Division C of the Families First Coronavirus 

Response Act (FFCRA) extends FMLA to employees who are unable to work (or telework) due 

to a need for leave to care for the employee’s child (under 18 years of age) as a result of the 

child’s school or place of care has been closed. The first 10 days of this type of leave is unpaid 

leave and the remaining 10 weeks (if necessary) is paid at two-thirds of the employee’s regular 

rate of pay. (For eligibility criteria, payment limitations, and additional information see

https://www.dol.gov/agencies/whd/ffcra).

Most employees are eligible for up to 80 hours of emergency paid sick leave under

Division E of the FFCRA. This sick leave is paid at two-thirds (2/3) the employee’s

regular rate of pay and is for employees who are unable to work (or telework) because of a bona 

fide need to care for a child (under 18 years of age) whose school or child care provider is closed 

or unavailable for reasons related to COVID-19. (For eligibility criteria, payment limitations, and 

additional information see https://www.dol.gov/agencies/whd/ffcra).
COVID-19 - Frequently Asked Questions

April 2020 Page | 68

DoD Components may also authorize alternative work schedules that allow employees to 

complete their tour of duty in less than 10 days if applicable. For example, a maxiflex schedule 

would allow an employee to meet his or her basic work requirement for a biweekly pay period on 

fewer than 10 days and vary the number of hours worked on a given workday. Note that changes 

to alternative work schedules is subject to collective bargaining. Additional tools available to 

Components include advance annual leave, compensatory time, credit hours, and other leave 

flexibilities. Weather and safety leave would not be appropriate under these facts alone.

263. Q New: Can an agency mandate an employee to telework who is not on a telework

agreement because of COVID-19?

A: Under the following scenario an agency may order an employee to telework even ifthe 

position ordinarily y is not telework eligible and even if the employee is not a telework program 

participant: A pandemic has been declared by the World Health Organization and the Secretary of 

Defense issues an evacuation order to a safe haven (e.g., home) pursuant to 5 C.F.R. § 550.409. 

The Secretary of Defense currently has not issued an evacuation order. An evacuated employee at 

a safe haven may be assigned any work considered necessary or required to be performed during 

the period of evacuation without regard to the employee’s grade, level, or title. The employee 

must have the necessary knowledge and skills to perform the assigned work.

264. Q New: Can an agency order an employee to telework during a COOP event?

A: Yes if the employee is a telework program participant. If the COOP event involves an 

evacuation order (which, in the case of COVID-19 needs to be issued by the Secretary of 

Defense), employees who are not telework program participants may be ordered to telework. 

265. Q New: Can employees change their telework location without prior approval of their 

supervisor?

A: No, an employee's telework site must be approved by his or her supervisor prior to working. It 

must be the same site indicated in the telework agreement. The site may be changed on a 

situational basis in an emergency, however the employee must get approval by his or her 

supervisor.

OPM Frequently Asked Questions

266. Q: During a pandemic health crisis, can an agency require a telework-eligible employee 

to work from home without a telework agreement? Can agency also require an employee 

who has not been previously designated as telework-eligible to work from home?

A: Yes. The regulations at 5 CFR 550.409(a) allow an agency to order one or more employees to 

evacuate from their worksite and perform work from their home (or an alternative location 

mutually agreeable to the agency and the employee as a safe haven) during a pandemic health 

crisis without regard to whether the agency and the employee have a telework agreement in place 
COVID-19 - Frequently Asked Questions

April 2020 Page | 69

at the time the order to evacuate is issued. An evacuated employee at a safe haven may be 

assigned to perform any work considered necessary or required to be performed during the period 

of evacuation without regard to his or her grade, level, or title. The employee must have the 

necessary knowledge and skills to perform the assigned work.

267. Q: The local school system has closed during a pandemic health crisis; can an agency 

require an employee to work from home with his or her children present?

A: OPM evacuation payment regulations do not prohibit an evacuated employee from working 

from home during a pandemic health crisis with children in the home. An agency may direct an 

evacuated employee to either telework or request personal leave (e.g, annual leave, sick leave if 

applicable, or leave without pay) as necessary.

268. Q: If an agency directs telework under an evacuation order, are there any collective 

bargaining obligations?

A: There may be collective bargaining obligations. Since circumstances and facts will vary from 

organization to organization, each agency will need to evaluate its circumstances and make its 

own determination regarding any applicable collective bargaining obligations. Agencies are 

encouraged to review applicable collective bargaining agreement provisions to determine if the 

matter is already covered by the collective bargaining agreement. Agencies should be mindful that 

the President has declared a national emergency pursuant to section 501(b) of the Robert T. 

Stafford Disaster Relief and Emergency Assistance Act, 42 U.S.C. 5191(b), concerning the 

COVID-19 outbreak. Agencies should also consider guidance from the Office of Management 

and Budget (PDF file) which advises agencies to maximize telework across the nation for the 

Federal Workforce (including mandatory telework, if necessary), while maintaining missioncritical workforce needs. Finally, 5 U.S.C. 7106(a)(2) provides that an agency may “take 

whatever actions may be necessary to carry out the agency mission during emergencies” subject 

to 5 U.S.C. 7106(b)(2) and (b)(3). Agencies should consult with offices of human resources and 

general counsel to determine appropriate labor relations obligations as it relates to deciding what 

actions are needed to address the emergency in accordance with 5 U.S.C. 7106 and 22 U.S.C. 

4105 (foreign service). If the agency needs to act quickly due to the circumstances of the 

emergency, the agency is strongly encouraged to begin communicating with the appropriate union 

representatives as soon as possible and otherwise satisfy any applicable collective bargaining 

obligations under the law at the earliest opportunity, including on a post implementation basis.

269. Q: If an evacuated employee is working from home and is unable to report to his or her 

regular official worksite at least twice each biweekly pay period, does the agency need to 

change the employee’s official worksite for purposes of location-based pay?

A: No. As provided in 5 CFR 531.605(d)(2)(ii), an authorized agency official may make an 

exception to the twice-in-a-pay period standard in appropriate situations, such as when an 

employee is affected by an emergency situation that temporarily prevents the employee from 
COVID-19 - Frequently Asked Questions

April 2020 Page | 70

commuting to his or her regular official worksite For more information, please see the Official 

Worksite for Location-Based Pay Purposes Fact Sheet.

270. At what rate should agencies pay evacuated employees performing work at a safe haven 

(e.g., the employee’s home) due to a pandemic health crisis?

A: Employees who work at a safe haven (e.g., the employee’s home) during an evacuation due to 

a pandemic health crisis will be paid their normal rate of pay for the hours of work performed 

(including any applicable premium pay, allowances, differentials, or other authorized payments).

271. Q: If an employee evacuated from a non-foreign area is forced to incur additional costs 

due to working from home (e.g., purchasing a computer or internet service), may an agency 

provide payments to offset those expenses?

A: The agency head, in his or her sole and exclusive discretion, may grant special allowance 

payments, based on a case-by-case analysis, to offset the direct added expenses incidental to 

performing work from home (or an alternative location mutually agreeable to the agency and the 

employee) during a pandemic health crisis. (See 5 CFR 550.409(b).) An employee is not entitled 

to special allowance payments for increased costs during an evacuation unless specifically 

approved by the agency head.

272. Q: Should an agency authorize weather and safety leave to a telework program 

participant who was exposed to a confirmed case of a quarantinable communicable disease, 

such as COVID-19? 

A: Use of weather and safety leave would be subject to the normal conditions—for example, 

weather and safety leave may be granted only if an employee is not able to safely travel to or 

perform work at an approved location. Thus, an employee who is not a telework program 

participant would be granted weather/safety leave for quarantine periods under the direction of 

local or public health authorities. However, in the case of telework program participants, the 

employee’s home is generally an approved location. Thus, the employee would generally be 

expected to perform telework at home as long as the employee is asymptomatic. (See 5 CFR 

630.1605.) If a telework program participant in these circumstances needs time off for personal 

reasons, then the employee would be expected to take other personal leave or paid time off (e.g., 

annual leave or sick leave to care for a family member). 

273. Q: Generally, how should agencies manage telework during incidences of quarantinable 

communicable disease, such as COVID-19? 

A: For an employee covered by a telework agreement, ad hoc telework arrangements can be used 

as a flexibility to promote social distancing and can be an alternative to the use of sick leave for 

exposure to a quarantinable communicable disease for an employee who is asymptomatic or 

caring for a family member who is asymptomatic. An employee’s request to telework from home 

while responsible for such a family member may be approved for the length of time the employee 

is free from care duties and has work to perform to effectively contribute to the agency’s mission. 
COVID-19 - Frequently Asked Questions

April 2020 Page | 71

The Telework Enhancement Act of 2010 requires agencies to incorporate telework into their 

continuity of operations plan. Agencies should have written telework agreements in place with as 

many employees who are willing to participate and communicate expectations for telework in 

emergency situations. 

It is important for an agency to have a solid technology infrastructure established to support a 

high level and volume of connectivity, so employees can work seamlessly from their alternate 

locations (e.g., home) and maintain established records and security requirements. Managers, 

employees, and organizations must remain flexible and adapt to the changing environment. 

274. Q: How does the pandemic authority in the evacuation pay regulations relate to an 

agency’s Continuity of Operations Plan (COOP)?

A: COOP supersedes any agency telework policy. This could include any agency telework policy 

established through the collective bargaining process under 5 U.S.C. Chapter 71. Thus, an agency 

is not bound by the telework policy developed under 5 U.S.C. 6502 while operating under a 

COOP. Under 5 U.S.C. 6504(d)(1), an agency COOP should address telework issues. Agencies 

should consult with offices of human resources and general counsel to determine appropriate 

labor relations obligations where bargaining unit employees are impacted.

Also, under 5 CFR 550.409, during a pandemic emergency, an agency may direct employees to 

evacuate from (i.e., not report to) their normal worksite and perform work from their home (or an 

approved alternate telework location), without regard to whether the agency and the employee 

have a telework agreement. Thus, this provides an authority to adopt revised telework policies 

that supersede normal telework policies. Please consult with offices of human resources and 

general counsel to determine appropriate labor relations obligations where bargaining unit 

employees are impacted. See additional discussion on labor relations obligations. For maximum 

clarity, we recommend that the telework provisions of an agency COOP expressly address the use 

of the authority in section 550.409 to require telework in a pandemic emergency.

Under normal conditions, weather and safety leave is available to employees who are not able to 

safely travel to or perform work at the normal worksite, if they are not telework program 

participants who are expected to telework at home or another approved location. A COOP plan 

and/or an agency action under 5 CFR 550.409 can allow for revised telework policies to 

maximize the use of telework during a pandemic emergency to support continuity of Government 

operations. Those revised telework policies may allow an agency to direct employees who have 

not been participating in an agency’s telework program to be designated as telework program 

participants. As such, they would not be prevented from safely working at an approved location 

and thus would generally not be eligible for weather and safety leave, since they are not prevented 

from safely working at an approved location (5 U.S.C. 6329c(b)).
COVID-19 - Frequently Asked Questions

April 2020 Page | 72

Benefits

DON Frequently Asked Questions

275. Q: Will retirement packages continue to be processed?

A: Yes. The Civilian Benefits Center at OCHR-Norfolk will continue to process retiment 

packages. Questions and inquiries about retirement packages should be directed to the benefits 

center at 1-888-320-2917, navybenefits@navy.mil.

DOD Frequently Asked Questions

276. Q: If quarantined, will my Federal benefits such as Health and Life Insurance, TSP, 

Flexible Spending, etc. continue? 

A: Benefits for Federal employees and eligible family members remain unchanged during 

periods of quarantine or any emergency situation. 

277. Q: During the quarantine period, who is my point of contact for benefits related 

questions, such as Open Season elections, TSP loans, interruption of pay, etc.? 

A: Employees may contact their respective agency benefits offices.

278. Q: If I chose civilian controlled monitoring, will my family members receive treatment if 

they began to exhibit COVID-19-like symptoms?

A: Family members with COVID-19-like symptoms will be subject to Federal Health Benefits 

Insurance and other private Insurance requirements, and should contact their local health care 

facility for treatment. 

279. Q: Can U.S. health insurance companies or health plans cancel or non-renewing health 

policies for people who contract COVID-19? 

A: Generally, the answer is no. The Health Insurance Portability and Accountability Act, 

reaffirmed by the Affordable Care Act, requires that individuals must remain eligible and have 

their coverage renewed without regard to their particular health or travel circumstances. This 

applies to church plans and U.S. sold expatriate group plans. 

280. Q: What are the protections for a medical worker who takes a leave of absence from a 

job, accepts temporary or foreign medical insurance, and returns to their job. Can they be 

denied their job-based health coverage due to contracting COVID-19? 

A: No. Generally, individuals who take leaves of absence from their jobs and return to those jobs 

are equally eligible for their employer-sponsored insurance as other workers.
COVID-19 - Frequently Asked Questions

April 2020 Page | 73

Employee Relations (other)

DON Frequently Asked Questions 

281. Q: Are employers allowed to share the identity of someone they learn has tested positive 

for COVID-19 with others in the workplace?

A: No. The Rehabilitation Act and the Americans with Disabilities Act (ADA) do not permit 

such a broad disclosure of the medical condition of a specific employee. Both the CDC and 

EEOC specifically advise employers to maintain confidentiality of persons with confirmed 

COVID-19. The employer must protect the confidentiality of the employee, and improper 

disclosure of such protected information may make the agency liable for damages. A better 

approach would be to inform employees that someone at a particular location or on a particular 

floor has tested positive, or if that does not seem sufficient, to notify specific individuals that they 

may have been in close contact at a particular place and time with an individual who has tested 

positive, thereby not identifying the specific individual but providing sufficient information for 

them to make an informed decision as to the appropriate course of action for their own health and 

safety. 

282. Q: How much information may be requested from employees who report feeling ill at 

work or who call in sick during the COVID-19 pandemic?

A: In accordance with the EEOC’s “Pandemic Preparedness in the Workplace and the Americans 

with Disabilities Act,” which has been updated on March 19, 2020 to reflect information on 

COVID-19, employers may ask employees who report feeling ill at work, or who call in sick, 

questions about their symptoms to determine if they have or may have COVID-19. Currently 

these symptoms include, for example, fever, chills, cough, shortness of breath, or sore 

throat. Keep in mind that the Department of the Navy at all levels must maintain all information 

about employee illness as a confidential medical record in compliance with the Americans with 

Disabilities Act (ADA).

283. Q: Can we (Command/supervisors) mandate the provision of personal information for 

recall and emergency purposes? If yes, under what authority?

A: Yes, DoD has various existing authorities, programs, and policies under which it can utilize to 

require such information from our civilian employees (including non-appropriated fund 

employees) for the most expeditious accountability of personnel at the social security number 

level of detail. Specifically, please see DoDI 3001.01 Personnel Accountability in Conjunction 

With Natural or Manmade Disasters dated 3 MAY 2010, "Personnel accountability is a shared 

responsibility between the commander and/or supervisor and the individual." Therein, you will 

also find the responsibilities assigned to the Deputy Under Secretary of Defense for Civilian 

Personnel Policy (DUSD(CPP)) who can require emergency contact information be reviewed and 

validated by all DoD Civilian employees annually using DD Form 93, "Record of Emergency 

Data".
COVID-19 - Frequently Asked Questions

April 2020 Page | 74

284. Q: May commands require medical documentation of a serious health condition before 

placing someone on weather and safety leave?

A: Requiring medical documentation of a serious health condition is NOT recommended because 

going to the doctor needlessly increases the employee’s risk of exposure to COVID-19. In 

addition, medical facilities are currently too busy fighting the COVID-19 pandemic to provide 

Doctor’s notes for purposes of leave. OMB’s 12 March 2020 guidance states that the employee’s 

self-certification is sufficient for purposes of Health and Safety leave.

285. Q: May a command require an employee to report COVID-19 test results for themselves 

or someone the employee came into contact with prior to returning to work?

A: Yes, the command may direct the employee to report the test result(s) to ensure the employee 

is safe to return to the workplace. If the employee fails to follow the order, then he/she is subject 

to disciplinary action for failure to follow directions. The employee may also be prevented from 

returning to the work place until he/she produces documentation showing they are fit to return to 

duty.

286. Q: Can I order an employee into the official worksite even if the installation or office 

is generally closed? 

A: Yes. Under 5 C.F.R. 630.1605(b), a supervisor can order employees who are identified as 

emergency employees to the official worksite if the installation or office is generally closed. 

Normally, the supervisor should identify and inform the employees in advance that they occupy 

positions that have been identified as emergency essential and that they may need to return to the 

official worksite to carry out mission critical functions of the DoD Component. Components 

should be mindful of their collective bargaining obligations when doing so.

287. Q: Will an employee who has direct contact with the public (e.g., investigator, park 

ranger, health care professional, police officer, firefighter) be required to report for work 

and perform the normal duties of his or her position? If an employee refuses, will the 

employee be fired?

A: Employees are expected to report for work and perform the normal duties of their positions. If 

an employee fails to report for duty without an administratively acceptable reason for his or her 

absence, the employee could be considered absent without leave and may be subject to 

disciplinary action, up to and including removal from Federal service. The agency makes the 

determination as to whether the employee has an administratively acceptable reason for his or her 

absence. 

When an employee reports for work, he or she is expected to first carry out lawful supervisory 

orders to work, and may later choose to appeal or grieve an order after complying with it. An 

employee who refuses to comply with a supervisor’s order may be disciplined, up to and 

including removal from Federal service. However, an employee may refuse to carry out a 
COVID-19 - Frequently Asked Questions

April 2020 Page | 75

particular work assignment if, at the time the assignment is given, the employee reasonably 

believes carrying it out will endanger his or her safety or health.

Source: OPM Pandemic FAQs - https://www.opm.gov/FAQs/QA.aspx?fid=b48bf83b-440c-4f1ea88c-3cdc9d802ac8&pid=1af7803d-cb98-4b8a-9717-f805d457036e

288. Q: May an employee refuse to use required safety equipment (e.g., protective equipment 

or decontamination stations) provided by the agency?

A: When an agency requires employees to follow certain safety procedures, such as using 

protective equipment or going through a decontamination station, it is to protect the safety and 

health of its employees. As with any other agency policy, employees are expected to comply with 

agency safety and health policies. Employees who refuse to comply may be subject to 

appropriate disciplinary action, up to and including removal from Federal service.

Source: OPM Pandemic FAQs - https://www.opm.gov/FAQs/QA.aspx?fid=b48bf83b-440c-4f1ea88c-3cdc9d802ac8&pid=196e43e3-1f2e-440d-b754-6f8683a8d0f5

289. Q: Am I required to wear a face covering?

A: The Centers for Disease Control and Prevention (CDC) has recommended that surgical masks 

and N95 masks are in short supply and should be reserved for health care professionals or other 

medical first responders. In accordance with the CDC recommendation to wear cloth face 

coverings, for the health and wellbeing of our employees, and by Memorandum dated April 5, 

2020, the Secretary of Defense requires that all individuals on DoD property, installations and 

facilities wear cloth face coverings when they cannot maintain six feet of social distance in public 

areas and work centers (this does not include in a Service member’s or Service family member’s 

personal residence on a military installation). The cloth covering may be made from household 

items or common items. The cloth face covering should not minimize efforts to maintain social 

distancing at all times, when possible. 

290. Q: If I make my own cloth face covering, what type of requirements must I follow in 

terms of size, fabric and means of attachment?

A: The cloth face covering must cover the nose and mouth, fitting snugly but comfortably against 

the side of the face, be secured with ties or ear loops, include multiple layers of fabric, allow for 

breathing without restriction, and be able to be laundered and machine dried without damage or 

change to shape. The CDC has provided instructions on how to make the cloth face coverings 

from various methods, which can be found at: https://www.cdc.gov/coronavirus/2019-

ncov/prevent-getting-sick/diy-cloth-face-coverings.html.

291. Q: What precautions, if any, should I take when wearing a face covering?

A: The CDC has recommended that you do not touch your eyes, nose, or mouth when removing 

the face covering and to wash your hands immediately afterwards. The cloth covering should be 

cleaned regularly. 
COVID-19 - Frequently Asked Questions

April 2020 Page | 76

292. Q: My medical condition prevents me from wearing a face covering – what should I do?

A: The CDC has advised that cloth face coverings should not be placed on children under the age 

of 2, anyone who has trouble breathing, is unconscious, incapacitated or otherwise unable to 

remove the mask/covering without assistance. If a medical condition prevents you from wearing 

a cloth face covering you may submit a request for waiver through your immediate supervisor, 

which will be reviewed and decided upon by the local Command. If a waiver is approved, you 

may be asked to work from home or alternate worksite, take leave, or be placed on leave. 

293. Q: What if I refuse to wear a face covering?

A: If you believe you have a medical exception to wearing the cloth face covering, advise your 

supervisor and initiate the waiver process; this may result in you being asked to work from home 

or alternate worksite, take leave, or be placed on leave. All employees who elect not to wear the 

cloth face coverings as prescribed, and who have not initiated the waiver process or possess an 

authorized waiver, are subject to discipline and denial of access to the worksite.

294. Q: Will I be reimbursed for the cost of my face coverings?

A: The cloth face coverings may be made from items in your home or common household items 

at low cost. Reimbursements will not be provided for the cloth face coverings. 

295. Q: What is “conservative in appearance” for a face covering?

A: The cloth face covering should not contain offensive symbols, markings, words or pictures. 

The cloth face covering may vary in color but should strive for a professional and neat outer 

appearance. Examples of possible cloth face coverings include: bandanas free of offensive 

markings, clean cut or sewn cloth or fabric. 

OPM Frequently Asked Questions

296. Q: If an employee comes to work and shows symptoms of illness, what should the 

supervisor do? May the employee be placed on excused absence (administrative leave), and 

if so, for how long? What is needed before the employee can return to work? 

A: When a supervisor observes an employee at the workplace exhibiting medical symptoms, he or 

she can express general concern regarding the employee’s health and remind the employee of his 

or her leave options for seeking medical attention, such as requesting sick or annual leave. 

Supervisors may refer to CDC’s Interim Guidance for Businesses and Employers to Plan and 

Respond to Coronavirus Disease 2019 (COVID-19) for some tips on how to handle employees 

showing symptoms of acute respiratory illness. See https://www.cdc.gov/coronavirus/2019-

ncov/specific-groups/guidance-business-response.html. However, supervisors of federal 

employees should consider this guidance in conjunction with OPM guidance for the federal 

workforce. 
COVID-19 - Frequently Asked Questions

April 2020 Page | 77

If the employee has no leave available, supervisors are authorized to approve requests for 

advanced leave or leave without pay in certain circumstances. When these leave options are not 

practical, a viable alternative, when the employee is covered by a telework agreement, is for the 

employee to work from home for social distancing purposes pursuant to an ad hoc arrangement 

approved by the employee’s supervisor. Of course, the feasibility of working from home is 

dependent on several factors, including the nature of the employee’s duties, the availability of any 

necessary equipment (personal computer, etc.), and computer and communication connectivity. 

If none of the above options are possible, agencies have the authority to place an employee on 

excused absence (administrative leave) and order him or her to stay at home or away from the 

workplace. The duration of any such excused absence (administrative leave) is dependent on the 

specific circumstances but is typically a short period. Placing an employee on excused absence 

(administrative leave) is fully within an agency’s discretion and does not require the consent or 

request of the employee. Supervisors should not place an employee on excused absence 

(administrative leave) without first consulting with their human resources (HR) staff and general 

counsel to review agency policy, collective bargaining agreements, and applicable law with 

respect to any applicable collective bargaining provisions. 

An employee who is quarantined under the direction of health care authorities should not be 

reporting to the normal worksite. The employee’s supervisor should offer the quarantined 

employee the option of ad hoc telework to the maximum extent possible. The quarantined 

employee may be granted advanced sick leave for the quarantine period, at the employee’s

request. Other options include annual leave, advanced annual leave, or donated annual leave. 

Before an employee returns to work, the employee’s supervisor should consult with HR and 

general counsel regarding procedures for requesting administratively acceptable medical 

documentation in accordance with applicable policies, collective bargaining agreements, and 

laws. 

297. Q: If no medical official is present at a Federal building, who assesses employees and 

orders them home if they appear ill? 

A: Supervisors may require an employee to take leave or stay away from the worksite based on 

objective evidence only (not suspicion). Supervisors should obtain assistance from HR staff or 

on-site employee health services (if available), as the action may require compliance with adverse 

action procedures. 

Objective evidence will depend on the facts of each case. Objective evidence could consist of a 

statement from the health authorities having jurisdiction or from a health care provider that the 

employee is physically unable to work or poses a danger to other employees or knowledge the 

employee resides in an area that has been quarantined. Consultation with public health officials 

may be appropriate. Less definitive, but potentially sufficient, evidence would be the employee 

making specific comments about being exposed to pandemic influenza or to a quarantinable 

communicable disease such as COVID-19 (e.g., taking care of a sick relative or friend). If such 

comments are made, supervisors should consult with HR and general counsel to assess whether a 

determination from a public health official is appropriate and necessary. 
COVID-19 - Frequently Asked Questions

April 2020 Page | 78

Human resources offices and agency legal counsel should be contacted to determine the best 

course of action based on objective evidence. Employee relations specialists and agency legal 

counsel have the necessary knowledge to assist supervisors and managers with options, such as 

telework, and appropriate actions arising from an outbreak of a quarantinable communicable 

disease or pandemic influenza. HR staff should check OPM’s website (www.opm.gov) and the 

CDC website (www.cdc.gov) on a regular basis to stay current. 

While consideration may be given to directing the employee to leave the workplace and either 

placing him or her on enforced leave or effecting an indefinite suspension after appropriate 

adverse action procedural requirements are satisfied, the human resources office and agency legal 

counsel should be contacted to ensure these types of adverse actions are permissible and 

defensible under the circumstances, and if appropriate, how to implement these types of actions. 

Excused absence (administrative leave) may be used if other options are exhausted and if it is 

necessary to prevent an employee from being at the worksite and putting other employees at risk 

before a supervisor can appropriately place an employee on enforced leave or indefinite 

suspension. (See additional discussion on enforced leave in question F3 below.).

298. Q: Can an agency mandate an employee exposed to a quarantinable communicable 

disease or infected with COVID-19 to remain away from the workplace for a specified 

period? 

A: The CDC or other health agency will provide information related to the length of time an 

individual remains contagious, as well as current recommendations for social distancing, etc. For 

information specific to COVID-19, please view CDC’s web site at 

https://www.cdc.gov/coronavirus/2019-ncov/index.html. In the case of an epidemic or pandemic, 

agency personnel actions aimed at preventing the spread of a disease may be taken because of the 

guidance or directive of public health officials regarding the general danger to public health. 

Generally, an agency should not prohibit an employee from reporting to work unless it has 

evidence or a reasonable concern that an employee is physically unable to perform his or her job, 

or their presence in the workplace poses a risk of infection to others. Whenever possible, sick 

employees should be encouraged to take leave, such as sick leave, annual leave, advanced leave, 

other paid time off (e.g., earned compensatory time off, earned credit hours), or leave without 

pay. Excused absence (administrative leave) may be used if other options are not feasible and it is 

necessary to prevent an employee from being at the worksite and possibly putting other 

employees at risk. Excused absence is a paid, non-duty status that does not require the employee’s 

consent or request and does not trigger adverse action procedures. In addition, excused absence 

can provide time for the agency to seek appropriate evidence regarding the employee’s health. In 

other cases, such as when an employee refuses to take leave voluntarily, a supervisor may find it 

appropriate to enforce the employee’s use of leave. Supervisors should consult with appropriate 

HR staff and general counsel before taking such a step, because enforced leave is an adverse 

action that imposes procedural requirements (i.e., advance notice, an opportunity to reply, the 

right to representation, and an agency decision) before actually enforcing the use of leave. 

Enforced leave of 14 days or less may be subject to agency administrative grievance procedures 

or negotiated grievance procedures. In addition, enforced leave lasting longer than 14 days may 

be appealed to the Merit Systems Protection Board (MSPB) or potentially grieved under any 
COVID-19 - Frequently Asked Questions

April 2020 Page | 79

applicable negotiated grievance procedure. Supervisors need to consult with their HR office and 

legal counsel when deciding to enforce the use of leave, to ensure that the action is permissible 

and defensible before a third party. 

299. Q: Does an agency have the right to solicit medical documentation when the employee is 

requesting sick leave? May an agency require all staff to be tested and treated for a 

quarantinable communicable disease, such as COVID-19? 

A: Agency policy and collective bargaining agreements may have provisions for requesting 

medical documentation from an employee. Accordingly, agencies should consult with their HR 

office and general counsel for guidance. An agency may grant sick leave only when supported by 

evidence administratively acceptable to the agency. For absences in excess of 3 days, or for a 

lesser period when determined necessary by the agency, an agency may require a medical 

certificate or other administratively acceptable evidence. 

Under current rules, management may require medical evaluation or screening only when the 

need for such evaluation is supported by the nature of the work (see 5 CFR 339.301). Attempts on 

the part of a supervisor to assume a particular medical diagnosis based on observable symptoms is 

very problematic and should be avoided. However, when a supervisor observes an employee 

exhibiting symptoms of illness, he or she may express concern regarding the employee’s health 

and remind the employee of his or her leave options for seeking medical attention, such as 

requesting sick or annual leave. If the employee has no leave available, supervisors are authorized 

to approve requests for advanced leave or leave without pay in certain circumstances. Agencies 

should also note the provisions of 5 CFR 630.401(a)(5), which require the approval of requests 

for sick leave if an employee is determined by the health authorities having jurisdiction or by a 

health care provider, to “jeopardize the health of others by his or her presence on the job because 

of exposure to a communicable disease.” 

300. Q: Under what circumstances should an agency communicate to its employees that there 

is a confirmed case among one or more of its employees (without identifying the 

person/specific office)? 

A: The infected employee’s privacy should be protected to the greatest extent possible; therefore, 

his or her identity should not be disclosed. In an outbreak of quarantinable communicable disease 

or COVID-19, management should share only that information determined to be necessary to 

protect the health of the employees in the workplace but maintain confidentiality as required by 

the Americans with Disabilities Act (ADA). Supervisors should consult with their agency general 

counsel to determine what information is releasable. Employees exposed to a co-worker with 

confirmed COVID-19 should refer to CDC guidance for how to conduct a risk assessment of their 

potential exposure at https://www.cdc.gov/coronavirus/2019-ncov/hcp/assess-manage-risk.html 

If social distancing, information sharing, or other precautions to assist employees in recognizing 

symptoms or reducing the spread of the illness can be taken without disclosing information 

related to a specific employee, that is the preferred approach. 
COVID-19 - Frequently Asked Questions

April 2020 Page | 80

Managers should work with their workplace safety contacts and local health officials to stay 

apprised of information regarding transmission of the illness and precautions that should be taken 

to reduce the spread of influenza or any other contagious disease in the workplace. Managers 

should treat this as they would any other illness in the workplace and continue to protect 

employee privacy interests while providing sufficient information to all employees related to 

protecting themselves against the spread of illness.

Injury Compensation

DON Frequently Asked Questions

301. Q: If an employee contracts COVID-19 at work, are they eligible for worker’s 

compensation?

A: An employee that contracts COVID-19 during the performance of their work duties would 

have the full coverage of the Federal Employee’s Compensation Act (FECA) for related lost 

wages, medical treatment, related disability and complications. See, 20 C.F.R. §10. The 

employee must actually be diagnosed with COVID-19 to potentially be afforded coverage. More 

information may be located at

https://www.dol.gov/owcp/dfec/InfoFECACoverageCoronavirus.htm

302. Q: If an employee contracts COVID-19 at work, what type of evidence can an employee 

submit to prove they were exposed to the virus while in the performance of duty?

A: In establishing fact of injury, a claimant's statement as to how the injury or exposure occurred 

is of great probative value and will stand unless refuted by strong or persuasive evidence. The 

employee should submit factual evidence concerning exposure, including whether they work in 

high-risk employment, as well as supporting medical evidence. The supervisor will be expected to 

provide OWCP with any information they have concerning the alleged exposure and to indicate 

whether they are supporting or controverting the claim. If the supervisor supports the claim, 

including that the exposure occurred, and Form CA-1 is filed within 30 days, the employee is 

eligible to receive Continuation of Pay for up to 45 days. If Form CA-2 for an occupational 

disease is filed, it too will be developed and adjudicated.

303. Q: Is there anything specific I should do within ECOMP for COVID-19 Claims?

A: OSHA Record Keepers: Safety and health managers should refer to OSHA’s recordkeeping 

guidance in determining whether a COVID-19 incident is recordable: 

https://www.osha.gov/SLTC/covid-19/standards.html 

Agency Reviewers: Select Event Code “COR – Coronavirus” at the Signing stage of the form 

review after reviewing the claimant and supervisor info. This is very important as it will help 

ensure COVID-19 claims get consistent and appropriate treatment.
COVID-19 - Frequently Asked Questions

April 2020 Page | 81

DOD Frequently Asked Questions

304. Q: Is an employee eligible for Federal Employees’ Compensation Act (FECA) payments 

if he or she contracts COVID-19, either directly or from a coworker? 

A: If an employee believes his or her illness resulted from a work-related incident, the 

employee can file workers’ compensation claim under the Federal Employees’ Compensation 

Act (FECA). Employees with a medical condition covered by the Federal Employees’ 

Compensation Act (FECA) will receive FECA benefits. FECA benefits are administered by the 

U.S. Department of Labor, and each case will be judged on its own merit.

305. Q New: My organization is now teleworking full time. If an employee is diagnosed with 

COVID-19, will the employee be eligible for benefits under the FECA?

A: An employee must meet the requirements for claim acceptance just as in any claim. In order 

for an employee to be covered by the FECA while teleworking, he or she must be directly 

engaged in the performance of his or her federal duties at the time of the claimed work injury. If 

an employee believes that he or she contracted COVID-19 while directly engaged in telework 

activities he or she may file a form CA-1, Notice of Traumatic Injury. The Office of Workers’ 

Compensation Programs (OWCP) will develop the claim and make a formal decision regarding 

entitlement to benefits.

306. Q New: Can employees receive FECA benefits if diagnosed with COVID-19 but do not 

exhibit any symptoms?

A: In order to meet the requirements for entitlements to benefits, the factual evidence must 

establish a work-related COVID-19 exposure, and the medical evidence must establish a positive 

COVID-19 diagnosis resulting from the work-related exposure.

307. Q New: What happens if an employee is diagnosed with COVID-19 but cannot

determine where or how the employee was exposed? Can the employee still receive FECA 

benefits?

A: FECA benefits for COVID-19 are only payable if the evidence supports that an employment 

factor or requirement gave rise to the resulting COVID-19 diagnosis. This requirement for 

entitlement must be satisfied by factual evidence showing a workrelated COVID-19 exposure and 

medical evidence from a qualified physician reflecting that the positive COVID-19 diagnosis 

resulted from the established work-related exposure.

308. Q New: If an employee’s claim is accepted for COVID-19, will any medical treatment be 

paid under the FECA?

A: If your claim is accepted for COVID-19, you are entitled to receive all medical services, 

appliances or supplies which a qualified physician prescribes or recommends, and which OWCP 

considers necessary to treat the condition that was accepted as work-related condition.
COVID-19 - Frequently Asked Questions

April 2020 Page | 82

309. Q New: Should employees wait for OWCP to make a decision on my claim before they 

seek medical treatment?

A: If an employee is ill and in need of medical treatment, the employee should not wait for 

OWCP to make a formal decision on the claim. Please seek medical treatment when needed.

Labor Relations

DON Frequently Asked Questions

310. Q: Is there any flexibility on labor-management agreements during an emergency?

A: Yes. There is some flexibility. In an emergency, management has the right to alter working 

conditions without bargaining prior to implementing the change pursuant to 5 U.S.C. 

§7106(a)(2)(D). However, post-implementation bargaining may be required. In this regard, if 

management follows applicable procedures contained in existing collective bargaining 

agreements, bargaining would not be required over the procedure. In situations where an agency 

wishes to use different procedures, or where there are no existing contractual procedures or past 

practices covering the action, an agency may have post-implementation bargaining obligations.

311. Q: Is there any flexibility on labor-management agreements during an emergency?

A: Yes, there is some flexibility. In an emergency, management has the right to alter working 

conditions without bargaining prior to implementing the change. However, post-implementation 

bargaining may be required. In this regard, if management follows applicable procedures 

contained in existing collective bargaining agreements, bargaining would not be required over the 

procedure. In situations where an agency wishes to use different procedures, or where there are no 

existing contractual procedures or past practices covering the action, an agency may have postimplementation bargaining obligations. With regard to any of these situations, supervisors and 

managers should seek guidance and advice from their Office of General Counsel and human 

resources personnel.

Source: OPM Pandemic FAQs - https://www.opm.gov/FAQs/QA.aspx?fid=b48bf83b-440c-4f1ea88c-3cdc9d802ac8&pid=f06f72aa-fd1d-4cd1-aa27-370ad6ccc519

DOD Frequently Asked Questions

312. Q New: What are the labor relations obligations for an agency in taking action when an 

employee has, is suspected of having, or been exposed to COVID-19?

A: Agencies are encouraged to review applicable collective bargaining agreements (CBAs) to 

determine what, if any, obligations agencies may have under 5 U.S.C. chapter 71. However, we 

note that 5 U.S.C. § 7106(a) (2) (D) provides that an Agency may “take whatever actions may be 
COVID-19 - Frequently Asked Questions

April 2020 Page | 83

necessary to carry out the Agency mission during emergencies”. Agencies should consult with 

their human resources and general counsel to determineappropriate labor relations obligations as 

they relate to considering actions needed toaddress COVID-19. If the Agency needs to act quickly 

due to the circumstances of the emergency, the Agency is strongly encouraged to begin 

communicating with the appropriate union representatives as soon as possible and otherwise 

satisfy any applicable CBA obligations at the earliest opportunity, including on a 

postimplementation basis. Lastly, if the union files proposals on anything, each proposal should 

be reviwed individually and a determination made if the proposal fall under prohibitive or 

permissive subjects of bargaining, or appropriate arrangements and procedures, or "covered by" 

doctrine. DCPAS stands ready to assist agencies in determining negotiability obligations of union 

proposals. Agencies are reminded to consult with DCPAS for approval prior to either verbally or 

in writing, declaring a proposal non-negotiable.

Non-Appropriated Fund

DOD Frequently Asked Questions

313. Q New: What is the co-pay or coinsurance payment for an employee seeking care from

an authorized health provider because the employee is experiencing COVID- 19 symptoms?

A: All member cost sharing for co-pays and coinsurance is waived on all of the DoD Health 

plans, including the High Deductible Health Plan (HDDP), for FDA-authorized COVID-19 tests, 

health care provider visits (in and out of network), urgent care visits, and emergency room visits 

that result in an order for or administration of the test.

314. Q New: What is the co-pay for telemedicine visits?

A: The DoD NAF Health plan will provide zero co-pay for Teladoc general medicine and 

behavioral health consults, as well as for in-network providers delivering synchronous virtual care 

(live videoconferencing) for any reason. The member waiver of co-pays for Teladoc is available 

only on the CONUS plans including HDHP. Contact your health insurance provider for more 

information on how to take advantage of this co-pay elimination as it is only for a limited time 

period.

315. Q New: How should employees ensure their prescription medications do not run out

during the COVID-19 pandemic period?

A: DoD HBP pharmacy program will waive early refill limits on 30-day prescription

maintenance medications for all members covered by the DoD NAF HBP. This applies to any 30-

day prescriptions for maintenance medications filled at a participating pharmacy in the US for 

those covered on the CONUS plans, as well as any fills done in the US by employees, retirees, or 

covered dependents on the OCONUS plans that are living in the US.
COVID-19 - Frequently Asked Questions

April 2020 Page | 84

316. Q New: May NAF employees telework to help mitigate the spread of COVID-19? Are

DoD NAF Components authorized to establish alternative work schedules?

A: Yes, DoD NAF Components have the discretion to authorize, promote, and implement 

telework programs for NAF employees, and to establish alternative work schedules such as 

compressed and flexible schedules under Department of Defense Instruction 1400.25, Volume 

1406, “DoD Civilian Personnel Management System: Nonappropriated Fund (NAF) Attendance 

and Leave.”

Equal Employment Opportunity

EEOC Frequently Asked Questions

317. Q: EEOC has explained in the updated 2020 EEOC Pandemic publication that, at the 

present time, the COVID-19 pandemic permits an employer to take the temperature of 

employees who are coming into the workplace. Is there anything else an employer could do 

at the current time to determine if employees physically coming into the workplace have 

COVID-19 or symptoms associated with the disease?

A: In a transcribed Webinar held on March 27, EEOC advises that employers may ask all 

employees who will be physically entering the workplace if they have COVID-19, or symptoms 

associated with COVID-19, or ask if they have been tested for COVID-19. Symptoms associated 

with COVID-19 include, for example, cough, sore throat, fever, chills, and shortness of breath. 

An employer may exclude those with COVID-19, or symptoms associated with COVID-19, from 

the workplace because as EEOC has stated, their presence would pose a direct threat to health or 

safety. For those employees who are teleworking; however, they are not physically interacting 

with coworkers, and therefore, the employer would generally not be permitted to ask these 

questions. 

Source: EEOC Webinar of March 27, 2020 -

https://www.eeoc.gov/coronavirus/webinar_transcript.cfm

318. Q: What may an employer do under the ADA if an employee refuses to permit the 

employer to take his temperature, or refuses to answer questions about whether he has 

COVID-19, or has symptoms associated with COVID-19, or has been tested for COVID-19?

A: Under the circumstances existing March 27, EEOC advises that the ADA allows an employer 

to bar an employee from physical presence in the workplace if he refuses to answer questions 

about whether he has COVID-19, symptoms associated with COVID-19, or has been tested for 

COVID-19. As well as the ability to bar this employee’s presence if he refuses to have his 

temperature taken. To gain the cooperation of employees; however, employers may wish to ask 

the reasons for the employee’s refusal. The employer may be able to provide information or 

reassurance that they are taking these steps to ensure the safety of everyone in the workplace. 

Sometimes employees are reluctant to provide medical information because they fear an employer 
COVID-19 - Frequently Asked Questions

April 2020 Page | 85

may widely spread such personal medical information throughout the workplace. The ADA 

prohibits such broad disclosures. 

Source: EEOC Webinar of March 27, 2020 -

https://www.eeoc.gov/coronavirus/webinar_transcript.cfm

319. Q: May a manager ask only one employee, as opposed to asking all employees, questions 

designed to determine if she has COVID-19, or require that this employee alone have her 

temperature be taken?

A: If an employer wishes to ask only a particular employee to answer such questions, or to have 

her temperature taken, the ADA requires the employer to have a reasonable belief, based on 

objective evidence, that this person might have the disease. It is important for the employer to 

consider why it wishes to take these actions regarding this particular employee. For example, if 

an employer notices that an employee has a persistent hacking cough, it could ask about the 

cough, whether the employee has been to a doctor, and whether the employee knows if she has or 

might have COVID-19. The reason these types of questions are permissible now is because this 

type of cough is one of the symptoms associated with COVID-19. On the other hand, if an 

employer notices that an employee seems distracted, then that would be an insufficient basis to 

ask whether the employee has COVID-19. 

Source: EEOC Webinar of March 27, 2020 -

https://www.eeoc.gov/coronavirus/webinar_transcript.cfm

320. Q: May an employer ask an employee who is physically coming into the workplace 

whether they have family members who have COVID-19 or symptoms associated with 

COVID-19? 

A: From a public health perspective, only asking an employee about his contact with family 

members unnecessarily limits the possible extent of an employee’s potential exposure to COVID19. A better question from a public health and workforce management perspective is whether an 

individual has had contact with anyone who the employee knows has been diagnosed with 

COVID-19 or who may have symptoms associated with the disease. From EEOC’s perspective, 

this general question is more sound. The Genetic Information Nondiscrimination Act, GINA for 

short, prohibits employers from asking employees medical questions about family members. 

Source: EEOC Webinar of March 27, 2020 -

https://www.eeoc.gov/coronavirus/webinar_transcript.cfm

321. Q: A manager learns and confirms that an employee has COVID-19, or symptoms 

associated with the disease. The manager knows she must report it but is worried about 

violating ADA confidentiality. What should she do? 

A: The ADA requires that an employer keep all medical information about employees 

confidential, even if that information is not about a disability. Clearly here, the information that 

an employee has symptoms of, or a diagnosis of COVID-19, is medical information. But the fact 
COVID-19 - Frequently Asked Questions

April 2020 Page | 86

that this is medical information does not prevent the manager from reporting to appropriate 

employer officials, so that they can take actions consistent with guidance from the CDC and other 

public health authorities. The question is what information to report. Is it the fact that an 

employee, unnamed, has symptoms of COVID-19 or a diagnosis? Or is it the identity of that 

employee? The answer is that who exactly in the organization needs to know the identity of the 

employee will really depend on each workplace and why a specific official needs this 

information. Employers should make every effort to limit the number of people who get to know 

the name of the employee. Certainly, a designated representative of the employer may interview 

the employee to get a list of people with whom the employee possibly had had contact with in the 

workplace, so that the employer can take action to notify those who may have come into contact 

with the employee. Also, remember that all employer officials who are designated as needing to 

know the identity of an employee should be specifically instructed that they must maintain the 

confidentiality of this information. In fact, employers may want to plan what supervisors and 

managers should do if this situation arises, and determine in advance who will be responsible for 

receiving this information and taking next steps.

Source: EEOC Webinar of March 27, 2020 -

https://www.eeoc.gov/coronavirus/webinar_transcript.cfm

322. Q: An employee who must report to the workplace knows that a coworker who reports 

to the same workplace has symptoms associated with COVID-19. Does ADA confidentiality 

prevent the first employee from disclosing the coworker’s symptoms to a supervisor? 

A: No. ADA confidentiality does not prevent this employee from communicating to his 

supervisor about a coworker’s symptoms. In other words, it is not an ADA confidentiality 

violation for this employee to inform his supervisor about the coworker’s symptoms. After 

learning about this situation, the supervisor should contact the appropriate management officials 

to report this information and discuss next steps.

Source: EEOC Webinar of March 27, 2020 -

https://www.eeoc.gov/coronavirus/webinar_transcript.cfm

323. Q: An employer knows that an employee is teleworking because the person has COVID19, or symptoms associated with the disease, and that he is in self-quarantine. May the 

employer tell staff that this particular employee is teleworking without saying why? 

A: Yes. If staff need to know how to contact the employee, and that the employee is working, 

even if not present in the workplace, then disclosure of this information without saying why the 

employee is teleworking, is permissible. If the employee was on leave rather than teleworking, 

because he has COVID-19, or symptoms associated with the disease, or any other medical 

condition, then an employer cannot disclose the reason for the leave, just the fact that the 

individual is on leave. 

Source: EEOC Webinar of March 27, 2020 -

https://www.eeoc.gov/coronavirus/webinar_transcript.cfm
COVID-19 - Frequently Asked Questions

April 2020 Page | 87

324. Q: Many employees, including managers and supervisors, are now teleworking as a 

result of COVID-19. How are they supposed to keep medical information of employees 

confidential while working remotely? 

A: The ADA requirement that medical information be kept confidential includes a requirement

that it be stored separately from regular personnel files. If a manager or supervisor receives 

medical information involving COVID-19, or any other medical information while teleworking, 

and is able to follow an employer’s existing confidentiality protocols while working remotely, the 

supervisor has to do so. But to the extent that that is not feasible, the supervisor still must 

safeguard this information to the greatest extent possible until the supervisor can properly store it. 

This means that paper notepads, laptops, or other devices should not be left where others can see 

them. Similarly, documentation must not be stored electronically where others would have 

access. And in fact, a manager may even wish to use initials or another code to further ensure 

confidentiality of the name of an employee.

Source: EEOC Webinar of March 27, 2020 -

https://www.eeoc.gov/coronavirus/webinar_transcript.cfm

325. Q: Does the ADA permit employers to notify public health authorities if they learn an 

employee has COVID-19? 

A: Yes. The ADA permits this notification to public health authorities because as the EEOC 

explained in its updated Pandemic publication, COVID-19 at this time poses a direct threat, both 

to individuals with the disease, and those with whom they come into contact. By direct threat, the 

ADA means that an individual’s medical condition, in this case COVID-19, poses a significant 

risk of substantial harm to himself or others. The Appendix to the ADA regulations, which are 

also available on www.eeoc.gov, clearly recognizes that the ADA does not preempt state, county, 

or local laws that are designed to protect the public health from a direct threat, like that posed by 

COVID-19 at the time we are conducting this webinar on March 27, 2020. 

Source: EEOC Webinar of March 27, 2020 -

https://www.eeoc.gov/coronavirus/webinar_transcript.cfm

326. Q: May an employer exclude from the workplace an employee who is 65 or older and 

who does not have COVID-19, or symptoms associated with the disease, solely because the 

CDC has identified this age group as being at a higher risk of severe illness if they contract 

COVID-19?

A: No. The Age Discrimination in Employment Act prohibits employment discrimination against

workers age 40 and over. If the reason for an action is older age, over age 40, the law would not 

permit employers to bar older workers from the workplace, to require them to telework, or to 

place them on involuntary leave. One way to show that an action was based on age would be if 

the employer did not take similar actions against comparable workers who are under the age of 

40. 
COVID-19 - Frequently Asked Questions

April 2020 Page | 88

Source: EEOC Webinar of March 27, 2020 -

https://www.eeoc.gov/coronavirus/webinar_transcript.cfm

327. Q: Do the EEO laws require an employer to grant a request to telework from an 

employee who is 65 or older because the CDC says older people are more likely to 

experience severe symptoms if they get COVID-19?

A: No. The Age Discrimination in Employment Act itself does not have an accommodation 

provision like the Americans with Disabilities Act; however, if an employer is allowing other 

comparable workers to telework, it should make sure it is not treating older workers differently 

based on their age. 

Source: EEOC Webinar of March 27, 2020 -

https://www.eeoc.gov/coronavirus/webinar_transcript.cfm

328. Q: The CDC list of people who are at higher risk for severe illness if they contract 

COVID-19 includes a recommendation to monitor women who are pregnant. Based on this 

CDC recommendation, may an employer decide to lay off or place on furlough a woman 

who is pregnant but does not have COVID-19, or symptoms associated with the disease?

A: No. Pregnant employees are protected under Title VII of the Civil Rights Act. Employment 

actions based on pregnancy are employment actions based on sex, so decisions about layoffs or 

furloughs should not be based on pregnancy. 

Source: EEOC Webinar of March 27, 2020 -

https://www.eeoc.gov/coronavirus/webinar_transcript.cfm

329. Q: Conversely, do the EEO laws require an employer to grant a request to telework 

from an employee who is pregnant because the CDC says there is a higher risk if she 

contracts COVID-19?

A: Title VII, as amended by the Pregnancy Discrimination Act, states that “women affected by 

pregnancy shall be treated the same for all employment-related purposes, as other persons not so 

affected, but similar in their ability or inability to work.” Therefore, a pregnant worker should not 

be denied a needed adjustment that the employer provides to other employees for other reasons, 

but who are similar in their ability or inability to work. In addition, note that pregnancy-related 

medical conditions sometimes can be ADA disabilities, and if that is the case, they may trigger 

ADA accommodation rights. However, pregnancy itself is not an ADA disability.

Source: EEOC Webinar of March 27, 2020 -

https://www.eeoc.gov/coronavirus/webinar_transcript.cfm

330. Q: The EEOC received a number of questions about possible discrimination involving 

national origin. For example, may an employer single out employees based on national 

origin and exclude them from the workplace due to concerns about possible transmission of 
COVID-19 - Frequently Asked Questions

April 2020 Page | 89

COVID-19? May an employer tolerate a hostile work environment based on an employee’s 

national origin or religion because others link it to transmission of COVID-19?

A: No. Title VII of the Civil Rights Act prohibits all employment discrimination based on 

national origin. It does not matter if it is linked to the current COVID-19 pandemic. Employers 

may wish to remind workers in these difficult times on policies regarding workplace harassment, 

and emphasize the broad nature of the prohibition against harassment, meaning that the policies 

include a prohibition on any harassment based on national origin, among other bases, even if the 

harassment is linked to fear of the virus. 

Source: EEOC Webinar of March 27, 2020 -

https://www.eeoc.gov/coronavirus/webinar_transcript.cfm

331. Q: Is COVID-19 a disability under the ADA? 

A: Here is what the EEOC can say now. This is a very new virus, and while medical experts are 

learning more about it, there is still much that is unknown. Therefore, it is unclear at this time 

whether COVID-19 is or could be a disability under the ADA. Regardless of whether COVID-19 

is or could be a disability, remember that an employer could bar the employee with the disease 

from entering the workplace at this time because of direct threat. Employers should continue to 

take actions involving persons with COVID-19, or who may have COVID-19, based on the most 

current guidance available from the CDC and other public health authorities. 

Source: EEOC Webinar of March 27, 2020 -

https://www.eeoc.gov/coronavirus/webinar_transcript.cfm

332. Q: What are an employer’s ADA obligations when an employee says that he has a 

disability that puts him at greater risk of severe illness if he contracts COVID-19, and 

therefore asks for reasonable accommodation?

A: The CDC has identified a number of medical conditions, including for example, chronic lung 

disease and serious heart conditions, as potentially putting individuals at higher risk. Therefore, 

this is clearly a request for reasonable accommodation, meaning it is a request for a change in the 

workplace due to a medical condition. Because the ADA would not require an accommodation 

where the employee has no disability, the employer may verify that the employee does have a 

disability, as well as verifying that the accommodation is needed because the particular disability 

may put the individual at higher risk. There could also be situations where accommodations are 

requested because a current disability is exacerbated by the current situation. Again, the employer 

can verify the existence of the disability and discuss both why an accommodation is needed and 

the type of accommodation that would meet the employee’s health concerns. In either situation, 

and as with any request for reasonable accommodation, an employer may also consider whether a 

reasonable accommodation would pose an undue hardship, meaning the employer can assess 

whether a specific form of accommodation would pose significant expense or significant 

difficulty under the current circumstances. For employers seeking documentation from a health 

care provider to support the employee’s request, they should remember that because of the health 
COVID-19 - Frequently Asked Questions

April 2020 Page | 90

crisis, many doctors may have difficulty responding quickly. There may be other ways to verify 

the existence of a disability. For example, a health insurance record or a prescription may 

document the existence of a disability. If the employer is waiting to receive documentation, it 

may want to provide the accommodation on a temporary basis. This could be particularly critical 

where the request is for telework or leave from an employee whose disability puts them at a 

higher risk for COVID-19. 

Source: EEOC Webinar of March 27, 2020 -

https://www.eeoc.gov/coronavirus/webinar_transcript.cfm

333. Q: What are an employer’s ADA obligations to provide reasonable accommodation if an 

employee says that he lives in the same household as someone who, due to a disability, is at 

greater risk of severe illness if he contracts COVID-19?

A: The employee only has a right to reasonable accommodation for his own disability. In the 

situation being raised here, the employee does not have a disability, only a member of his 

household. However, the employer should consider if it is treating the employee differently than 

other employees with a similar need before it responds to the request. 

Source: EEOC Webinar of March 27, 2020 -

https://www.eeoc.gov/coronavirus/webinar_transcript.cfm

334. Q: What practical considerations should employers and employees keep in mind about 

the interactive process in the current COVID-19 situation? 

A: The interactive process refers to the process an employer and an employee should use to fully 

discuss a request for accommodation, so that the employer obtains necessary information to make 

an informed decision. In the current situation, some requests may need an employer’s prompt 

attention, such as those employees who have disabilities putting them at higher risk. Employers 

may provide requested accommodations on a temporary basis, for example, 1 or 2 weeks while 

the employer is discussing the request more fully with the employee, or waiting to receive 

medical documentation. Given the current circumstances, employers and employees should be as 

flexible and creative as possible. There may be accommodations that are not ideal, but will meet 

an employee’s needs, at least on a short-term basis. For federal agencies, the current COVID-19 

crisis constitutes an extenuating circumstance that can justify exceeding the normal timelines they 

must follow in processing requests for and providing reasonable accommodations. 

Source: EEOC Webinar of March 27, 2020 -

https://www.eeoc.gov/coronavirus/webinar_transcript.cfm

335. Q: When an employer requires some or all of its employees to telework because of 

COVID-19, or government officials require employers to shut down their facilities and have 

employees telework, is the employer required to provide a teleworking employee with the 

same reasonable accommodations it provides to this individual in the workplace?
COVID-19 - Frequently Asked Questions

April 2020 Page | 91

A: If such a request is made, the employer and employee should discuss what the employee needs 

and why, and whether the same or a different accommodation could suffice in the home setting. 

For example, an employee may already have certain things in their home to enable them to do 

their job so that they do not need to have all of the accommodations that are provided in the 

workplace. Also, the undue hardship considerations might be different when evaluating a request 

for accommodation while teleworking rather than when working in the workplace. In other 

words, a reasonable accommodation that is feasible and does not pose an undue hardship in the 

workplace might pose one when considering the place where it is needed, and considering the 

circumstances that necessitated the telework. For example, the fact that the period of telework is 

for a temporary or unknown duration, may render certain accommodations either not feasible or 

an undue hardship. There may also be constraints on the normal availability of items, or on the 

ability of the employer to conduct a needed assessment. So as a practical matter, given the 

circumstances that have led to the need for telework, employers and employees should both be 

creative and flexible about what can be done where an employee needs a reasonable 

accommodation for telework at home in these circumstances. If possible, providing interim 

accommodations might be appropriate, while an employer discusses the request with the 

employee or is waiting for additional information. 

Source: EEOC Webinar of March 27, 2020 -

https://www.eeoc.gov/coronavirus/webinar_transcript.cfm

336. Q: Assume that an employer grants telework to employees for the purpose of slowing or 

stopping the spread of COVID-19. After such public health measures are no longer 

necessary, does the employer automatically have to grant telework as a reasonable 

accommodation to every employee with a disability who wishes to continue this 

arrangement?

A: No. Anytime an employee requests a reasonable accommodation, the employer is entitled to 

understand the disability-related limitation that necessitates an accommodation. If there is no 

disability-related limitation that requires teleworking, the employer does not have to provide it as 

an accommodation. Or, if there is a disability-related limitation, but the employer can effectively 

address the need with another form of reasonable accommodation at the workplace, then the 

employer can choose that alternative to telework. To the extent that an employer is permitting 

telework to employees because of COVID-19, and is choosing to excuse an employee from 

performing one or more essential functions, then a request after the COVID-19 crisis has ended to 

continue telework as a reasonable accommodation, does not have to be granted if it requires 

continuing to excuse the employee from performing an essential function. This is because the 

ADA never requires an employer to eliminate an essential function as an accommodation for an 

individual with a disability. The fact that an employer temporarily excused performance of one or 

more essential functions during the COVID-19 crisis to enable employees to telework for the 

purpose of protecting their safety or otherwise chose to permit telework, does not mean that the 

employer has permanently changed a job’s essential functions, or that telework is a feasible 

accommodation, or that it does not pose an undue hardship. These are fact-specific 

determinations. The employer has no obligation under the ADA to refrain from restoring all of an 
COVID-19 - Frequently Asked Questions

April 2020 Page | 92

employee’s essential duties after the immediate crisis has passed, or at such time as it chooses to 

restore the prior work arrangement and then evaluate any request for continued or new 

accommodation under the usual ADA rules. 

Source: EEOC Webinar of March 27, 2020 -

https://www.eeoc.gov/coronavirus/webinar_transcript.cfm

337. Q: Assume that prior to the emergence of COVID-19 an employee with a disability had 

requested telework as a reasonable accommodation. The employee had shown a disabilityrelated need for the accommodation, but the employer denied it because of concerns that the 

employee would not be able to perform the essential functions remotely. In the past, the 

employee continued to come to the workplace. However, after the COVID-19 crisis has 

subsided and temporary telework ends, the employee renews her reasonable 

accommodation request for telework. Can the employer again refuse the request? 

A: Assuming that all of the requirements for such a reasonable accommodation are satisfied, the 

temporary telework experience could be relevant in considering the renewed request. In this 

situation, for example, the period of providing telework because of the COVID-19 pandemic 

could serve as a trial period that showed whether or not this employee with a disability could 

satisfactorily perform all essential functions while working remotely, and the employer should 

consider any new request in light of this information. As with all accommodation requests, the 

employee and the employer should engage in a flexible, cooperative, interactive process if this 

issue does arise.

DOD Expeditionary Civilians (DOD-EC)

338. Q New: Are there rest and recuperation (R&R) restrictions to these level 3 category

locations i.e. Germany or Italy for our overseas civilian workforce?

A: Yes, R&R travel is considered government funded leave and subject to the Secretary of 

Defense memorandum, “Reissuance of Department of Defense Response to Coronavirus Disease 

2019 – Travel Restrictions,” April 20, 2020

339. Q New: If an employee’s R&R return has been canceled and not showing

signs/symptoms of illness, what type of leave status should the employee be in?

A: At the end date of your R&R, a supervisor may assign the employee to telework, if

practicable, or assign the employee to another duty location. Where those options are not 

available, the employee will be eligible for Weather and Safety leave due to being subject to 

movement restrictions for COVID-19. Also, note that the employee may not voluntarily change 

cancel R&R leave and to use Weather and Safety leave.

340. Q New: Will an employee’s Post Differential pay be affected by delays in returning from 

R&R leave?
COVID-19 - Frequently Asked Questions

April 2020 Page | 93

A: Yes, if the employee is no longer in Afghanistan or other overseas duty location for more than 

30 days, Post Differential pay will end. Once the employee is allowed to return, the employee will 

start the 42-day eligibility period over again for the Post Differential to re-start. At the end of the 

eligibility period, the Post Differential pay will be made retroactive back to the start of this recent 

42-day period.

341. Q New: If DoD-EC employees are quarantined, are they approved excused leave or do

they have to use their own sick leave?

A: An employee symptomatic of COVID-19 will use their own sick leave. Please review the 

section on Leave above for more information.

342. Q New: Do redeploying DoD-EC employees have to be quarantined for two weeks?

A: DoD strongly recommends and encourages DoD Components to restrict DoD workplace 

access for 14 days for DoD Civilians employees whose travel included CDC Travel Health Notice 

Level 2 and 3 locations. DoD-EC employees should follow guidance from their specific DoD 

Component.

Where to Go for Additional Information

For additional information, the following resources are available:

 CAC-enabled: Visit the DON Office of Civilian Human Resources portal at 

https://portal.secnav.navy.mil/orgs/MRA/DONHR/Pages/Default.aspx 

 Non-CAC-enabled: Visit the DON Officer of Civilian Human Resources public website at: 

https://www.secnav.navy.mil/donhr/Pages/default.aspx 

 See the DON Office of Civilian Human Resources website at 

https://www.secnav.navy.mil/donhr/Pages/default.aspx

 Answers to Frequently Asked Questions (Frequently Asked Questions) regarding evacuation are 

available via the Department of State Office of Allowances: 

https://aoprals.state.gov/content.asp?content_id=164&menu_id=75 

 DSSR Section 600, “Payments During Evacuation/Authorized Departure,” 

https://aoprals.state.gov/content.asp?content_id=109&menu_id=75

 JTR Chapter 0604, “Standard Allowances for Civilian Employees and their Dependents,” 

https://www.defensetravel.dod.mil/Docs/perdiem/JTR.pdf

 5 CFR §550.401-409, “Payments During Evacuation” from a non-foreign OCONUS or inside 

CONUS, https://www.ecfr.gov/cgi-bin/text-
COVID-19 - Frequently Asked Questions

April 2020 Page | 94

idx?SID=8a6ee76348207209cea80fc4940545a6&mc=true&node=pt5.1.550&rgn=div5#sp5.1.550

.d

 Information on worker’s compensation benefits for Federal employees related to COVID-19 can be 

found at https://www.dol.gov/owcp/dfec/InfoFECACoverageCoronavirus.htm.Centers for Disease 

Control and Prevention (CDC) Website: https://www.cdc.gov/coronavirus/2019-ncov/index.html 

 CDC Worker Resources: https://www.cdc.gov/niosh/emres/2019_ncov.html

 CDC Prevention and Treatment Actions: https://www.cdc.gov/coronavirus/2019-

ncov/about/prevention-treatment.html

 Occupational Safety and Health Administration (OSHA) Guidance: 

https://www.osha.gov/SLTC/covid-19/

 OPM’s Coronavirus Guidance: https://www.opm.gov/policy-data-oversight/covid-19/

 DCPAS Emergency Preparedness: https://www.dcpas.osd.mil/OD/EmergencyPreparedness

 DoD Public Affairs Coronavirus Portal: https://www.defense.gov/Explore/Spotlight/Coronavirus/

 Contact your local servicing Human Resources Office

 Email: don_covid19.fct@navy.mil

Frequently Asked Questions References

 DOD Travel Restrictions Frequently Asked Questions dtd 18 March 2020: 

https://portal.secnav.navy.mil/orgs/MRA/DONHR/Coronavirus_Documents/DoDTravel%20Restrictions.pdf

 DOD DTMO COVID-19 Travel and Transportation Questions and Answers (Civilian Employees 

and Dependents) Version 2 dtd 13 March 2020: 

https://portal.secnav.navy.mil/orgs/MRA/DONHR/Coronavirus_Documents/DoDDTMO%20COVID-19%20Travel%20QAs%20Version%202.pdf

 DOD DTMO COVID-19 Travel and Transportation Questions and Answers Version 3 dtd 27 

March 2020: 

https://portal.secnav.navy.mil/orgs/MRA/DONHR/Coronavirus_Documents/DOD%20DTMO%2

0COVID-19_Travel_QAs-Version%203.pdf

 DCPAS Q&As for Dealing with the Coronavirus (Communicable Diseases and Influenza): 

https://portal.secnav.navy.mil/orgs/MRA/DONHR/Coronavirus_Documents/DoDDCPAS%20QandAs%20Coronavirus.pdf
COVID-19 - Frequently Asked Questions

April 2020 Page | 95

 DCPAS - Civilian Personnel Guidance Q&As COVID-19 dtd 15 March 2020:

https://portal.secnav.navy.mil/orgs/MRA/DONHR/Coronavirus_Documents/DOD%20-%20Ref%

20c%20-%20QAs%20for%20Civilian%20Personnel%20%20Novel%20Coronavirus_031520.pdf

 DCPAS - Civilian Personnel Guidance Q&As COVID-19 dtd 25 March 2020: 

https://portal.secnav.navy.mil/orgs/MRA/DONHR/Coronavirus_Documents/DOD%20QAs%20fo

r%20Civilian%20Personnel%20%20Novel%20Coronavirus.pdf

 DCPAS - Civilian Personnel Guidance: Questions and Answers for Personnel Evacuating under 

the Global Authorized Departure dtd 27 March 2020: 

https://portal.secnav.navy.mil/orgs/MRA/DONHR/Coronavirus_Documents/DOD%20Q%20and

%20As%20for%20Personnel%20Evacuating%20under%20the%20Global%20Authorized%20De

parture.pdf

 OPM Questions and Answers on Human Resources Flexibilities and Authorities for Coronavirus 

Disease 2019 (COVID-19) dtd 7 March 2020: 

https://portal.secnav.navy.mil/orgs/MRA/DONHR/Coronavirus_Documents/OPM-COVID19%20Additional%20Guidance%20Questions%20and%20Answers.pdf

 OPM - Coronavirus Disease 2019 (COVID-19) Frequently Asked Questions on Evacuation 

Payments During a Pandemic Health Crisis: https://www.opm.gov/policy-data-oversight/covid19/frequently-asked-questions-on-evacuation-payments-during-a-pandemic-health-crisis/

 EEOC Webinar of March 27, 2020: https://www.eeoc.gov/coronavirus/webinar_transcript.cfm

 Department of Labor- Families First Coronavirus Response Act FAQs: 

https://www.dol.gov/agencies/whd/pandemic/ffcra-questions (questions 1-12)

 DOD Force Health Protection Guidance – Supplement 8 dtd 13 April 2020: 

https://media.defense.gov/2020/Apr/13/2002280147/-1/-1/1/FORCE-HEALTH-PROTECTIONGUIDANCE-SUPPLEMENT-8.PDF

 DON FAQs for E-E/ Key / Mission Essential Employees dtd 14 April 2020: 

https://portal.secnav.navy.mil/orgs/MRA/DONHR/Coronavirus_Documents/DON%20-%20FAQ

S%20for%20E-E%20Key%20Mission%20Essential%20Employees.pdf

 DCPAS Modified Travel Restrictions and Updated Questions and Answers: 

https://www.dcpas.osd.mil/Content/documents/OD/DCPAS%20Message%202020041%20-%20

%20Modified%20Stop%20Movement%20and%20QAs.pdf

 DOD COVID-19 Travel Restrictions FAQs as of 20 April 2020: 

https://media.defense.gov/2020/Mar/19/2002266939/-1/-1/1/COVID-19-TRAVELRESTRICTIONS-FAQ.pdf