Human Capital Communication
Human Capital Advisory Memo 2020.30-4 (rev. 3)
Date: March 16, 2020 (revision 3)
To: EAAs, DEAAs, AAs, DAAs, BMOs, RMOs, SACs and FSDs
From: Patricia Bradshaw
Assistant Administrator, Human Capital
Subject: Coronavirus Disease (COVID-19)
POC: CIMG
On March 12, 2020, the initial version of this Human Capital Advisory Memo (HCAM)
was issued regarding the use of Unscheduled Telework and Weather and Safety
Leave in response to the Novel Coronavirus Disease (COVID-19). This HCAM serves
as an update as we continue to closely monitor the spread of COVID-19 and work to
use the flexibilities granted to TSA to ensure the health and safety of all TSA
employees and the traveling public. We anticipate that further guidance will be
communicated as this is an evolving situation.
In continuing support of the Administrator’s commitment to taking care of TSA
employees, this revision modifies the documentation requirements for nontelework
eligible employees who must quarantine and implements limited use
of Weather and Safety Leave for employees who need to coordinate personal
affairs due to the closure of schools and other local facilities.
The information below provides direction related to telework, the administration of
leave, higher risk employees, and other human resources flexibilities for employees
directed by local public health officials to quarantine and for employees who are
diagnosed with COVID-19.
Employees who think they have been exposed to, or could be infected with, COVID-
19 must immediately report their symptoms to their local public health officials, or a
healthcare provider to facilitate coordination with public health officials, and follow
their guidance.
Employees Directed to Quarantine
If it is determined that a period of quarantine/isolation is appropriate for an
asymptomatic person (i.e. not displaying symptoms of COVID-19 or other illness) or
for a person awaiting COVID-19 test results, the period of quarantine will be 14 days
from the date of last known exposure. When a period of quarantine is approved, the
policies and procedures pertaining to the use of weather and safety leave, as
documented in TSA MD 1100.61-1, Dismissals and Closures, and the associated
Handbook will be applied. They are based on the following distinctions:
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Human Capital Advisory Memo 2020.30-4 (rev. 3)
1 https://www.cdc.gov/coronavirus/2019-ncov/travelers/after-travel-precautions.html
Telework-ready Employees: An asymptomatic employee who is covered by a
telework agreement will be expected to perform telework at home during the
agreed upon period of quarantine/isolation. 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). For additional days of
telework, beyond an employee’s traditional telework agreement, the hours
must be recorded in eTAS using the pay code Telework Home and/or in
webTA as Transaction Code 01 – Telework Home.
Non Telework-ready Employees: An asymptomatic employee who is not
covered by a telework agreement, or an employee who has become
symptomatic and is awaiting test results, will be granted weather and safety
leave for the duration of the agreed upon period of quarantine/isolation. Nontelework
eligible employees must provide documentation from their local
health department, a health care provider, or through selfcertification.
To assist in reducing already overwhelmed health
departments, an employee may self-certify that he or speak spoke with a
health official, either directly or via their healthcare provider, and was
told to quarantine. A self-certification must include the name of the
public health official or healthcare provider that the employee spoke with
as well as the date and time of the conversation. For employees in an
approved quarantine/isolation status, the hours must be recorded in eTAS as
Weather and Safety Leave and/or in webTA asTransaction Code 66 –
Weather and Safety Leave.
Employees who travel within a CDC designatedLevel 3 Health Notice country1 must
notify their supervisor immediately upon return, and must follow the quarantine
procedures, outlined above, for 14 days from the date of return.
Employees Diagnosed with COVID-19
If an employee tests positive for COVID-19, the use of weather and safety leave is not
appropriate. An employee with a positive COVID-19 diagnosis, will be placed on
administrative leave/excused absence for a period not to exceed 14 calendar days.
Typically, the employee must submit medical documentation within 14 days of
diagnosis. Acceptable documentation must be from a local public health official, or a
healthcare provider who works in coordination with a public health official, and advise
when the employee was diagnosed as having COVID-19. This documentation must
be submitted to the employee’s supervisor. Hours must be recorded in eTAS as
Admin Excused and/or in webTA as Transaction Code 66 – Admin/Excused
Absence.
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Human Capital Advisory Memo 2020.30-4 (rev. 3)
2 https://www.cdc.gov/coronavirus/2019-ncov/specific-groups/high-risk-complications.html
Extensions beyond the initial 14 days of administrative leave/excused absence will be
considered on a case-by-case basis.
An employee must provide medical documentation to his or her supervisor to return to
work following a period of administrative/excused absence leave. This documentation
must be from a public health official or a healthcare provider, facilitating coordination
with public health officials, and advise that the employee is no longer required to
quarantine due to a positive diagnosis of COVID-19.
Documentation Assistance
Employees who will need documentation of quarantinable exposure and/or confirmed
diagnosis of COVID-19 should contact their Resource Management Office/Business
Management Offices or Mission Support Elements/Human Capital for assistance.
These offices will facilitate coordination with the Chief Medical Officer and/or local
health officials to provide necessary documentation.
Employees placed on Weather and Safety Leave or Administrative/Excused Absence
are to receive a letter outlining expectations during the approved leave period. Local
leadership will ensure that each employee receives the appropriate letter that contains
further instructions.
Higher Risk Employees
The CDC continues to stress the importance of social distancing for employees in
groups that are at higher risk for contracting COVID-19 if exposed, or complications
from the virus. The identified higher risk categories are for2:
Older Adults
People who have serious chronic medical conditions like:
o Heart disease
o Diabetes
o Lung disease
o High blood pressure
o Compromised immune systems
Additionally, the CDC has referenced pregnant women and those who are
breastfeeding as special populations of concern as it relates to this situation.
If an employee is higher risk, pregnant, or breastfeeding, and is not telework eligible,
Executive Assistant Administrators (EAA), Assistant Administrators (AA), Federal
Security Directors (FSD), Special Agents in Charge (SAC), or their designees, may
approve weather and safety leave for a period not to exceed 14 calendar days. To be
approved for weather and safety leave for this purpose, an employee must contact his
or her supervisor and self-identify as being a member of one the above referenced
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3 Per Department of Homeland Security Memorandum, “Novel Coronavirus Workforce Guidance 05 – Expanding Use
of Telework and Maxiflex Hours,” March 13, 2020
categories. No further medical documentation is required.3 Extensions beyond the
initial 14 days of weather and safety leave will be considered on a case-by-case
basis.
During this time, employees at higher-risk for COVID-19 or in special populations of
concern should consider the CDC’s guidance as to their activities outside of the
workplace.
Maximizing Telework
For the duration of this HCAM, managers are expected to maximize the use of
telework to minimize the spread of disease. This includes encouraging employees
with increased personal risk (i.e. medical conditions, advanced age, care for an elder,
or someone immunocompromised) to telework to reduce exposure. In some
circumstances, maximizing the use of telework may include approving ad-hoc
telework agreements to the extent possible for employees whose regular duties do
not normally warrant recurring telework and allowing for increased telework to
promote social distancing. When discussing an ad-hoc telework agreement, an
employee must always have a sufficient amount of work to perform throughout the
workday. An employee performing telework who does not have enough work must
notify his or her supervisor and receive additional work or discuss leave options such
as personal leave or, if applicable, weather and safety leave.
If there is a child or other dependent in the home during telework hours, a teleworking
employee is expected to account for work and non-work hours during his or her tour
of duty and take appropriate leave (paid or unpaid) to account for time spent away
from normal work-related duties (e.g., to care for small children).
Resource Management Offices/Business Management Offices and Mission Support
Elements are responsible for assisting employees and managers with the completion
of telework agreements.
Unscheduled Leave
Leadership must maintain the ability to perform mission-critical functions and
not affect future readiness. However, considering the unprecedented nature of
this situation and its impact on daily life, EAAs, AAs, FSDs, SACs, and their
designees may approve weather and safety leave for a period not to exceed 24
hours to allow non-telework eligible employees to coordinate personal affairs
(e.g. transportation, child\dependent-care, elder-care) given the closure of
schools, other local businesses, and transportation interruptions. Management
should exercise discretion on a case by case basis in granting additional hours
beyond the 24 hours.
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Human Capital Advisory Memo 2020.30-4 (rev. 3)
If an employee is healthy but prefers to stay home and be in a non-working status, we
encourage supervisors to be flexible in approving unscheduled leave requests. If an
employee requests time off for personal reasons, the employee must take personal
leave or paid time off (e.g., annual leave or sick leave to care for a family member) in
accordance with TSA MD 1100.63-1, Absence and Leave, and the associated
Handbook.
As we work through this, I ask that you remember that we are all in this together and it
is important that we all remain flexible in the coming days as the situation evolves and
guidance may change. Continue to practice good hygiene and follow the CDC
Guidelines that outline recommended practices for minimizing the spread of the virus
and keeping you, your co-workers and family safe.
The provisions of this HCAM that are unique to the COVID-19 outbreak (i.e.
administrative leave flexibilities) will expire on August 31, 2020 unless otherwise
extended or rescinded by Agency leadership.
