January 21, 2021

Paid Admin Sick (PAS) and Exempt Admin Sick (EAS) ending Feb. 28

During spring 2020, to address complex COVID-19 sick leave issues, Vanderbilt University Medical Center launched a temporary measure called Paid Admin Sick (PAS) for hourly-paid employees and Exempt Admin Sick (EAS) for monthly-paid employees.  

PAS and EAS were offered to support members of the VUMC community because there was not an effective treatment or preventative vaccine available to prevent COVID in the same manner as employees can be protected from common infectious diseases like measles, mumps or influenza.

Because there is now an effective vaccine to prevent COVID-19, VUMC will end its use of PAS and EAS on Feb. 28.  

By January 31, all employees will have had the opportunity to receive both their initial and booster doses of the Pfizer COVID-19 vaccine, which according to national clinical trial data provides more than 90%  opportunity for protection against COVID, making it a very effective vaccine.

For more information about the COVID vaccine, go to the Coronavirus (COVID-19) Information for Employees and Patients website under the Common COVID Vaccine Questions tab.

FAQs about the change

When will Paid Admin Sick and Exempt Admin Sick end?

Because there is now an effective vaccine to prevent COVID-19, VUMC will end its use of Paid Admin Sick (PAS) for hourly paid employees and Exempt Admin Sick (EAS) for monthly paid employees on February 27, the end of the bi-weekly payroll period. Effective February 28, leaders and timekeepers will not be able utilize PAS or EAS in Kronos.

May I use flexPTO or sick time if I test positive for COVID-19 and am unable to work?

Yes, any employee who tests positive may utilize flexPTO or sick time for any previously scheduled workdays related to COVID-19.

May I use flexPTO or sick time if I have a same household exposure to COVID-19 and an unable to work?

Yes, any employee being quarantined due to a COVID-19 exposure may utilize flexPTO or sick time for any previously scheduled workdays related to COVID-19.

What happens if I test positive for COVID-19 or need to quarantine due to a household contact, but have exhausted my flexPTO or sick time?

Any employee who must isolate but does not have any flexPTO or sick leave to use, will be able to take unpaid time if flexPTO or sick leave has been exhausted. To see specific isolation and return to work guidance, refer to the workforce exposure guidance at https://www.vumc.org/coronavirus/sites/default/files/COVID%20Documents/Workforce%20Exposure%20Guidelines.pdf. If you are required to be out of work for longer than 3 days due to COVID isolation, then you will be assessed for FMLA or non-FMLA and if approved, will receive leave approval documentation from the FMLA team.

Do I have to use my flexPTO if I test positive for COVID or have a same household exposure? Can I just go unpaid?

Under the flexPTO policy, all flexPTO and sick time is to be used before time is taken without pay.

Will VUMC continue to pay for testing for COVID-19?

Employees and their dependents covered under VUMC medical insurance benefits who present for a COVID-19 assessment and, if applicable, laboratory testing should not be assessed any copayments, coinsurance, or deductibles. Details on this are on the coronavirus website at

https://www.vumc.org/coronavirus/latest-news/employee-notification-billing-covid-19-assessment-and-testing.

What happens if I have COVID symptoms and need to be tested?

Employees should go to their nearest testing site and get tested. Time off while awaiting test results will be covered by flexPTO or sick leave. VUMC is encouraging employees to use VUMC testing sites as results are typically received sooner than outside VUMC testing sites.

What happens if I am already being paid PAS or EAS and continue to be off work after February 27?

Your leader will work with the employee to ask if they want to use flexPTO or sick leave, otherwise the following could occur:

  • If the positive exposure was work-related and Workers Compensation has accepted the claim, and the employee has been out of work 7 calendar days, then the employee will be moved to lost time under Workers Compensation. The leader will place the employee out on a Workers Compensation leave of absence in PeopleSoft using the code — WRC - FMLA/Worker's Compensation as the reason code. The employee will then be paid directly by workers compensation from day 8 lost time. If the leader has questions about an employee’s workers compensation status and pay, you can contact Teresa Overton from Risk Management at Teresa.overton@vumc.org or (615) 936-9290.
  • If the positive exposure was not work-related, the employee can request short-term disability by contacting their benefit representative which is listed by last name on the HR website at https://hr.vumc.org/About/ContactHR.
  • Remember, that all paid time must be exhausted prior to an employee going into an unpaid status. 

What happens if I am a TempForce or PRN employee and do not have flexPTO or sick leave available to me?

TempForce or PRN employees who are required to isolate, will be taken off the schedule until they are released to return to work.