Family First Coronavirus Response Act (FFCRA) Employee guidelines for reporting COVID-19

LDH COVID-19 Vaccine Employment Certificate Form

As a reminder, it is expected that all LDH employees will return to the construction site full-time by August 9, 2021 at the latest. LDH created this Back to the workplace matrix In an effort to answer some of the most common scenarios and questions employees may have when they return to work.

On Wednesday, March 3, 2021, Governor Edwards announced that Louisiana has moved into an amended Phase 3. At this point, all LDH employees should continue to follow approved working arrangements until new return to work guidelines are provided by HR.

Social distancing, masking requirements, and other best practices that minimize close contact must be followed for all employees who report to the workplace. In addition, all employees should adhere to these guidelines when they are away from their workplaces to minimize the risk of infection.

Appointing authorities and / or supervisors may, at their discretion, require employees to report for business reasons or other work-related issues in the workplace, but should continue to do so only as necessary to minimize the risk of exposure.

Employees reporting to the workplace:

  • Must wipe his / her place of work every day before leaving
  • Should limit his / her movement only to the offices and areas required within the workplace

The safety of our employees remains a top priority for LDH. Ask? Contact the HR department at 225-342-6477.

Instructions and resources

Brief tips for finding the COVID19 information you need:

  • Interactive Table of Contents – Scroll through the table of contents and click on specific topics and how-tos.
  • Use a keyboard shortcut – Ctrl + F to open the navigation pane, search for a word or phrase in the search box.
  • Use the toolbar at the top of the document and click Find – to open the navigation area and search for a word or phrase in the search field.
  • See the New special leave card provides information on the COVID19-related vacation category that is available to all LDH employees. Leave the table in Appendix 1.

The COVID-19 LDH Employee Guide No. 22 has been updated to include information on:

  • Return to the office
  • Face-covering order for all employees indoors at work
  • Testing requirements for all employees with COVID-19 symptoms, regardless of vaccination status
  • Test requirements for all employees after known or suspected COVID-19 exposure, regardless of vaccination status
  • Appendix and leave codes for special leave for the public sector
  • Limitations on elevator capacity
  • Note that if the workplace is exposed to COVID-19, a supervisor may ask about an employee’s vaccination status to determine whether the employee should be quarantined

Questions and concerns about COVID-19

To provide employees with a single point of access to report concerns, ask questions, etc., the HR department has created an email address: LDH-HRCV19-Report@la.gov

LDH staff can send their résumé related questions to this new email and someone on the team will respond. Employees should provide a callback number or other email address to send replies.

IMPORTANT: Emergency timesheets (HR-48B) or questions about the timesheet should NOT be sent to the above email address. Any HR-48s sent to the email address will not be processed. Other HR emails are:

  • Submit COVID-19 Timesheets and questions to: CV19-HR48@la.gov
  • To submit inquiries and questions under the Family First Coronavirus Response Act (FFCRA): LDH-FFCRA@la.gov (The deadline for vacation according to this law is December 31st)

High risk employees – Individuals at higher risk of developing serious illness from COVID-19 are those aged 65 and over or those with certain underlying health conditions, as determined by the CDC under Proclamation Number 74 JBE 2020. A medical certificate is required. click here for more informations.

Important Cyber ​​Security Notice – Zoom

As individuals continue the transition to online Zoom meetings, the state’s ESF-17 team strongly recommends informing those who might be scheduling Zoom meetings that they take the following steps to ensure that your Zoom meetings Meetings are properly secured:

  • Request passwords for all Zoom meetings
  • Never post zoom links via public platforms social media
  • Set screen sharing to “Host only
  • Zoom update all applications
  • Use the “Waiting room”For Zoom meetings that are open to the public
    • A virtual staging area that prevents your guests from joining until you are ready for them.
    • Meeting hosts can adjust the waiting room settings for additional control as well Personalization.
  • Monitor your meeting “participant list”
    • Before you start your meeting, do a name call to make sure everyone is included
  • Enable “Play sound when participants leave or join”
    • Notifies the host when someone joins or leaves the meeting

If you are a victim of conference call hijacking or “zoom bombing,” please report the incident to the state’s Cyber ​​Crimes Unit (CCU) at the Louisiana State Police Fusion Center: 1-800-434-8007 (or via email LaFusion.Center@la.gov) as quickly as possible.

Please read and ensure you understand the LDH requirements for working from home for supervisors and employees, as described in COVID-19 No. 4 LDH Employee Guide, available on the LDH COVID-19 website . All LDH employees who work from home and their supervisors are responsible for compliance with these requirements. Teleworkers – please note the changes to the procedures below:

Working from home or teleworking:

Not all positions are suitable for working from home. The home office option is available if the employee has the appropriate equipment for home office work or if the assigned tasks can be carried out from home. The appointing authorities and / or the supervisor may assign tasks outside of the employee’s normal job duties to allow the employee to work from home and to ensure that all required work is performed.

  • Supervisors are responsible for creating and issuing written expectations for employees’ work schedules and work results for home-based employees. The supervisor is also responsible for ensuring that each employee confirms that they have received and read the written expectations.
  • Supervisors are responsible for implementing and overseeing a productive work schedule for each employee who works from home during this event.
  • Supervisors must maintain regular contact with their employees, including establishing a reporting system to facilitate contact for the employee in order to receive the assigned work.
  • Managers are responsible for ensuring that employees complete all assigned work on a timely basis.
  • The employee must confirm receipt of the manager’s written expectations in writing.
  • The employee must be able to provide the necessary equipment as agreed by the appointing authority that cannot or will not be provided by LDH.
  • Every day the employee works from home, he must record in writing the tasks that he performs while working from home, as well as the number of hours and minutes spent on each task. The employee must present these written documents to his supervisor at the latest on the last day of the respective pay period or more frequently at the instruction of the appointing authority. Documentation of tasks performed and hours worked at home is kept by the unit’s timekeeper for review purposes.
  • Every employee must provide a telephone number at which he can be reached and must be available by phone during working hours.
  • During the employee’s agreed working hours, each employee must respond promptly to all work-related phone calls, emails, text messages and / or other forms of remote communication. Employees must also attend any scheduled conference calls.
  • Employees must follow current LDH guidelines to obtain prior approval for normal A and B vacation and K time unless otherwise stated herein.

If an employee already has an approved teleworking agreement under the policy, that employee can continue to work according to the schedule within that agreement; However, if necessary, the appointing authority may ask that employee to report to work at the main work station designated by the appointing authority. Any employee currently on a part-time teleworking contract can be changed to a full-time teleworking contract after consultation with the appointing authority.

Forms HR-48 and HR-48B

Effective Mon, June 22nd, 2020, employees can begin using the new and improved Disaster Operation Time Sheet (HR-48B), Rev. 6/2020. The purpose of this timesheet is to provide a record of disaster work that meets the Federal Emergency Management Agency (FEMA) requirements for reimbursable time and to accurately record all hours worked during a government declared emergency situation. This sheet is for people who work from home or elsewhere INCLUDING the emergency center, GOHSEP or Shelter.

Expense Tracking and Payroll Instructions for COVID-19On March 10, 2020, government agencies were informed through the OSRAP 20-16 memorandum of the requirements to track all expenses and lost income related to or as a result of COVID-19.

To expedite expense approval related to COVID-19, the expense tracking form ALSO serves as an expense stop form. The expense tracking form must be signed by the budget manager / supervisor or the LDH EOC Fiscal Chief. NO ADDITIONAL SIGNATURES are required to approve COVID-19 spending. This form should be submitted for invoicing supplier payments, travel for travel-related expenses, and P-Card statements in lieu of the spending stop form for COVID-19 expenses. Include Gina Meyer in all submissions of COVID-19 cost claims.

For more information, see the following documents: