Skip to content

Paid Time off for Covid Vaccine: How Employers are Complying with the New Mandate

4 min read
paid time off for covid vaccine

Due to the new vaccine mandate, HR managers are dealing with challenges, questions, and logistical problems. In order to ensure legal compliance and wellness in the workplace, managers are required to give employees paid time off for covid vaccine.

On September 9, 2021, President Biden amplified vaccine regulations for employers. Under the new vaccine mandate, businesses within the private sector with more than 100 employees will need to vaccinate or provide weekly testing for their workforce.

Compliance and employee satisfaction are at the forefront of many HR managers’ minds. What is the best way to comply with the new mandate? And what’s the best way to deal with employee resistance?

This article will give you what you need to know about the new vaccine requirements and help HR professionals guide their team towards cooperation and resilience.

Can Employers Require a Covid Vaccine?

The answer is yes. The department of Labor’s Occupational Safety and Health Administration (OSHA) is developing a plan for medium and large businesses to ensure workforce vaccination.  According to the new plan, companies with more than 100 employees must require employees to receive the covid-19 vaccine or agree to weekly testing.

The vaccine mandate also requires federal employees, contractors, and medical workers to get vaccinated.  For these employees, weekly PCR tests are no longer valid alternatives. However, there are exceptions for employees who abstain from the vaccine for religious or health reasons.  In these cases, employers must provide regular PCR testing

As part of the mandate, employers must provide paid time off for covid vaccine.  Companies that do not comply with the laws may face fines of up to $14,000 per violation.

Can Employers Ask About a Covid Vaccine?

According to the vaccine mandate, private employers must separate employee personnel files from their private medical files. While employers can ask for vaccine documentation from their employees, please note that medical information must be kept confidential.

Employees who abstain from the vaccine for approved medical or religious reasons should be guaranteed confidentiality in the workplace.  For these employees, accommodation must be provided and they must be protected from discrimination.

Under the new law, employers should require covid-19 vaccines before onboarding new employees.  Regulations prohibit recruiters from asking about medical information during interviews and job applications.  However, they can offer employment contracts with the condition that new hires show proof of inoculation.

Is the Covid Vaccine Mandate a HIPAA Violation?

HIPAA violations in the workplace should also be considered when discussing employee medical information. Human resource managers should be cognizant of these laws and determine the best way to manage HR records and employee files.

However, laws require many companies to follow the same restrictions as “HIPAA covered entities”.  Check to see if your company is a “HIPAA covered entity” and if your company should avoid non-HIPAA compliant software.

So, what is the best way to manage HR records and employee Files?

Regardless of your company’s status, document storage is of utmost importance when considering the sensitive information of individual employees.  It is recommended that employers utilize a tool to store employee files securely.

employee documents

How to Improve Cooperation and Employee Resilience

Navigating crisis management is of primary concern for HR managers. Everyone wants a satisfied and cooperative team.  During times like these, HR managers need tools to manage conflict and deal with difficult topics in a constructive way

There are several ways that HR managers can help to spread awareness and encourage employees to receive the vaccine.  Here are some of the best ways to proceed.

Awareness Initiatives

HR managers can help by providing information to employees about vaccine safety.  Additionally, human resources should develop the best procedures to minimize the spreading of misinformation.  There should be clear communication between HR and all team members about all covid-related procedures, including taking temperature, hand washing, and mask regulations.

Regular Company Updates

Information about new cases and changing health protocols should be shared with employees.  Human resources should stay up-to-date on new health information and accurately spread the messages to employees.

Encourage Healthy Communication

Many employees may express resistance towards the new measures.  In order to promote cooperation and satisfaction, employers should encourage constructive discussion about the changes.  As with other difficult topics, HR should try to create a culture of understanding in the workplace.

Benefits of the Vaccine Mandate and Paid Time Off

Although the new vaccine mandate presents new challenges, a vaccinated workforce can be a major plus for companies.  Many US citizens have not received the vaccine due to their fear of missing workdays.  Due to their lack of protection against the virus, companies and individuals are vulnerable to the virus’s impact.  The mandate says that companies must provide paid time off for the covid vaccine.  This may be the solution to this dilemma.

  • Decreased Absenteeism- Although employees may need a few days to receive the vaccine and recover from side effects, they will be less likely to miss days due to covid.  Also, the nationwide push for vaccination will make family members less likely to fall ill.  Aside from helping people stay healthy, the new vaccine requirement may also convert to a more present and healthy workforce.
  • Employee Morale- Like the effects of paid sick leave laws, regulated time off for vaccination can help both businesses and workers.  Paid time off for covid vaccines reduces employee stress and increases loyalty towards the company.
  • Workplace Safety- By offering paid time off for covid vaccines, companies can ensure safer and healthier working conditions for their team. Their workforce will be less at risk of office outbreaks, meaning less of a risk for employers as well.
  • Mental Health- Perhaps employees have been dealing with family illness, death, and instability.  In times like these, additional stress should be avoided at all costs. And the vaccination mandate may consequentially provide relief for employees who worry about catching covid from unvaccinated coworkers.

Beyond doubt, there are many advantages to paid time off for covid vaccines.  But what should employers do to successfully manage these extra absences?

How to Manage Employee Time Off for Covid Vaccine

From the beginning, the pandemic has been the source of stress for employers and employees alike.  People are exhausted by quarantining, social distancing, and mask-wearing.  Companies need to prioritize the needs of individual team members and maintain a supportive, positive company environment.

HR professionals are trying to manage these difficulties while creating a good atmosphere for their team. To better organize requests for vaccine-related absences, professionals may choose to use an excel template or an absence management software.

Automated systems help to liberate human resource professionals from the tasks of managing time-off requests and tracking hours.

The best way for human resources to maintain accurate records of employee leave is with a time-off management system. This will ensure that company policies are regulated and that employees can ask for their needed days off without hesitation.

Decisions about time off during covid are unique from employer to employer.  Additional software also can help your company to customize and align procedures with your chosen way forward.

Leave of Absence Types


Related posts

Leave a Comment