Many HR managers and employers continue to grapple with the issue of whether to mandate COVID-19 vaccinations within their organizations. HR pros that do decide to use implement a mandatory COVID-19 vaccination policy, should be aware of and think through the following issues prior to implementation:
The health and safety of our employees and their families is our top priority. Due to the ongoing nature of the COVID-19 pandemic and the fact that the Delta variant is extremely contagious, we have decided to require vaccination as a condition of employment.
The Company will make reasonable accommodations when possible for employees who are unable to be vaccinated because of a disability, pregnancy, or sincerely held religious belief. If you believe you qualify for an exception, please speak with Human Resources by [Deadline (recommend one to two weeks from the date they receive the policy)] and be prepared to provide documentation. Accommodations may include, but are not limited to, one or more of the following: regular testing, continued masking, change in job duties, or unpaid leave.
Failure to vaccinate, without an approved exception, will result in termination.
Employees have until [Deadline (recommend two weeks from the date they receive the policy)] to show proof of being fully vaccinated or of getting their first shot, if receiving the Pfizer or Moderna vaccines.
Employees will have until [Deadline (recommend six weeks from the date they receive the policy)] to show proof of getting their second shot, if receiving the Pfizer or Moderna vaccines.
Employees hired after this policy takes effect will be required to show proof of being fully vaccinated or of getting their first shot, if receiving the Pfizer or Moderna vaccines, within two weeks of hire.
Employees hired after this policy takes effect will be required to show proof of getting their second shot, if receiving the Pfizer or Moderna vaccines, within six weeks of hire.
If you are having trouble making a vaccine appointment or finding a vaccine provider, please contact Human Resources; we will try to assist you.
Time Off and Pay
Employees will be provided with time off work to receive the vaccine, if necessary. Please coordinate with your manager.
*** Employers considering options 2, 3, or 4 must ensure that they comply with state and local law. Employers applying for tax credits through the IRS for FFCRA leave should indicate if any additional documentation is needed from employees.
Option 1: Employees will be paid for time spent getting vaccinated and are required to record it on their timesheet.
Option 2 (for multi-location employers who only want to pay if required): If required by law, employees will be paid for time spent getting vaccinated and are required to record it on their timesheet.
Option 3: Employees will receive two hours of pay for each shot received.
Option 4: Employees may use any available paid time off to get vaccinated. ***
Employees will be required to show proof of vaccination, such as their CDC COVID-19 Vaccination Record Card or the vaccination record maintained by their healthcare provider. Employees who have lost their card may contact the Immunization Information System (IIS) in their state; the CDC provides links to state IIS pages This documentation will be treated as confidential.
I have received and read a copy of the Company’s Mandatory COVID-19 Vaccination Policy. I understand that failure to comply with this policy, or receive a management-approved exception, will result in termination.
The GoCo team is working hard to support HR pros through COVID-19. Visit our COVID-19 Resource Center for more tools and tips.