October 26, 2021

Wednesday, October 27th, 2021

is the deadline for those who are fully or partially vaccinated 

upload their proof of vaccination documentation in VaxT

Supervisors, please review submitted vaccination documentation as q

as possible to provide employees the maximum amount of time 

troubleshoot technical issues or locate alternate documentation, 

necessary.

Additional Vaccine Deadlin

If you have yet to obtain your second dose in a

two-dose series OR your first dose in a onedose series, you have until November 8t

do so. If this situation applies to you, you mu

also upload proof of vaccinati

documentation in VaxTrak within five busi

days of receiving a vaccine dose. If you get

your vaccine during your tour of duty, please

charge to duty time rather than administra

leave. However, administrative leave should be used for time spent obtai

an additional dose (including a booster shot) or taking a family member to

vaccine appointment.

If a DOL Federal employee continues to refuse to be vaccinated or provi

proof of vaccination, absent being granted a reasonable accommodation f

qualifying medical condition or a sincerely held religious belief, practice
observance, DOL will pursue disciplinary measures, consistent with OPM

guidance and up to and including removal from Federal service.

Having trouble with VaxTrak?

It is critical for the Department to have all employees’ vaccina

documentation compiled and approved in VaxTrak in a timely manner to 

Executive Order requirements. Extensive information can be found on

VaxTrak Information page, but we’ve outlined answers to the most frequent

asked questions regarding the system and required documentation h

Documentati

Q: What kind of proof of vaccination is require

A: Employees may provide a copy of the record of immunization from a heal

care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card,

copy of medical records documenting the vaccination, a copy of immuni

records from a public health or state immunization information system, 

copy of any other official documentation containing required data points

data on your official documentation should con

Type of vaccine administered

Date(s) of administrati

Name of the health care professional(s) or clinic site(s) administering the

vaccine(s)

Employees must certify under penalty of perjury that the documentation 

are submitting is true and corre

Employees may provide a digital copy of such records, including, for example,

a digital photograph, scanned image, or PDF of such a record that clearly and

legibly displays the information outlined abov

Q: How should I get a copy of my documentation onto my governme

computer to upload to VaxTrak?

A: You can use the Camera application on your computer to take a picture 

your vaccination card and upload into the tool. If that's not possible, take

photo with your DOL issued government mobile device. Page 2 of

the VaxTrak: User Information, contains step-by-step instructions to as

you. If neither option works for you, contact the Enterprise Service Desk f
support. The CDC provides some guidance on obtaining vaccination recor

and many states provide guidance specific to that stat

Q: What should I do if my state-provided vaccination record does n

include the healthcare professional or site that administered the vaccine?

A: Your official state-provided vaccination record is an acceptable pro

vaccination. If it does not include the healthcare professional or site th

administered the vaccine, it will still be accepte

Q: I am retiring soon. Do I still need to submit my vaccination inform

VaxTrak?

A: All employees onboard on 11/22 must be fully vaccinated. If you are

considering retirement or have specific questions, you should contac

retirement specialist to discuss your options. Retirement specialis

assigned by alphabet based on the first letter of your last n

Technical Issues

Q: When I try to upload my proof of vaccination documentation, I g

“Request Failed Status 413” error. What should I do?

A: If you are seeing a “Request Failed Status 413” error, the file size of t

documentation that you uploaded might be too big. Please make sure t

files that you upload are 1MB or smaller. Microsoft has a helpful refer

guide for changing file sizes at Compress a picture webpage. If you have mo

than one document (e.g., photos of both the front and back of your vaccine

card), you will need to combine them into one file as described in the

instruction

Q: Are new employees who recently onboarded to DOL able to access

VaxTrak?

New hires are required to show proof of vaccination upon Entry on Du

(EOD) and must then complete VaxTrak reporting requirements as they ga

access to the system. New employee data is delayed in VaxTrak because it

must first be processed by HRConnect and then sync with the VaxTr

application. New employees who cannot enter the VaxTrak system a

supervisors who do not see their newly hired direct reports in the system

should expect this issue to be resolved within a couple weeks. Supervisors

who become able to see a newly hired direct report should inform the

employee that they now have access to the system.

Privacy Concerns
Q: Is it a violation of privacy or HIPAA to request vaccination sta

A: No. DOL is authorized to collect the information requested 

the VaxTrak form pursuant to Executive Order 14043, Requiring Coronavir

Disease 2019 Vaccination for Federal Employees (September 9, 2021

Executive Order 13991, Protecting the Federal Workforce and Requiring MaskWearing (January 20, 2021); Executive Order 12196, Occupational Sa

Health Program for Federal Employees (February 26, 1980); and 5 U.S.C.

chapters 11, and 79. Pursuant to the executive order, all DOL Feder

employees must be fully vaccinated as quickly as possible and by no later than

November 22, 2021. Additionally, the Department of Labor is not a cover

entity under HIPA

Q: How will the vaccination status information be u

A: The information in VaxTrak is accessible to supervisors and appropria

agency officials who have a need to know this information to ensure 

implementation and enforcement of the Department’s safety protocol

Check out these and other resources on

the DOL COVID-19 LaborNet page!

VaxTrak Info Page

Vaccine Info Page

DOL VaxTrak Agency Points

of Contact

State-specific COVID-

Vaccine Records

DOL Workplace Safety Plan

DOL Reentry and PostReentry Plan

Questions? Please email us at