Employee Vaccination Policy

Important Change - 10/27/21:

FOR CITY EMPLOYEES:  All required forms are now only available via the link below that will take you to a copy of this page located on the OneTeam page. The OneTeam page (formerly the City intranet) can only be accessed with a City of Tucson employee account. If you are an employee that does not use a computer in your duties, please contact your supervisor or your department's HR manager for assistance to complete the form you need.

OneTeam page: https://oneteam.tucsonaz.gov/our_resources/employee_vaccination_policy


Critical Dates for Vaccination Compliance - 10/27/21:

For employees that wish to obtain the 2 dose Pfizer or Moderna vaccinations on or before the Dec. 1 deadline, you must receive your first dose of Moderna by Nov. 3 or Pfizer by Nov. 10.  

Moderna has a 28 day recommended waiting period between vaccinations and Pfizer has a 21 day waiting period.

Johnson and Johnson 1 dose vaccinations can be obtained up until Dec. 1 but it is recommended that you are vaccinated as soon as possible.

Please note: Once you are vaccinated you must submit a new attestation form so that the change in your vaccination status is recorded in the system and you are recognized as in compliance with the policy.


Updates Made to Additional Floating Holiday and to Pandemic Leave Information - 10/21/21


At the Aug. 13 Special Meeting, the Mayor and Council approved a process to move forward with a vaccine mandate for all City employees. Administrative Directive 2.03-7, Mandatory COVID-19 Vaccination, lays out your responsibilities. Please read the document carefully and get vaccinated by the deadlines laid out in the A.D. All employees will need to fill out the A.D. Acknowledgement Form stating that you understand the information presented. You may inquire with your chain-of-command or HR representative for additional guidance. 

The City has an estimated 1,000 unvaccinated employees, 750 of which must receive their first vaccination (or the one-dose Johnson & Johnson vaccine) and resubmit the attestation form by Friday, Aug. 20 if your vaccination status has changed in the last week (I.e went from unvaccinated to partially or fully vaccinated OR from partially to fully vaccinated). Those who were previously fully vaccinated and filled out the form do not need to recomplete the Attestation formIf the Aug. 20 goal is not met, then employees who haven’t attested to being fully vaccinated yet must:

  • Submit proof of vaccination using the Attestation Form by 4 p.m. on Aug. 24, 2021 or be subject to a five-day, unpaid suspension
  • Submit the necessary form for exemption or accommodation by 4 p.m. on Aug. 24, 2021 or be subject to a five-day, unpaid suspension

Exemptions and Accommodations may be made for Employees:

  • Who have a qualifying disability
  • Who have a qualified medical condition that contraindicates the vaccination
  • Who object to being vaccinated on the basis of sincerely held religious beliefs or practices

To recieve a Religious Accomodation:

  • To receive a Religious Accommodation, employees must turn in the necessary form no later than Aug. 24, 2021. The request must then be reviewed and approved by Human Resources. You can find links for the Religious Accomodation form below

To receive a Medical Exemption: 

  • The employee must fill out the medical exemption request form by 4pm on August 24th. If the form is not filled out, the employee is counted as non-vaccinated for the purposes of the Administrative Directive (AD).
  • If the employee advises that they have a doctor’s appointment on or before Tuesday, September 7th, then discipline will not be imposed. The employee must still complete the request form by the deadline.
  • The employee must notify Occupational and Health Leaves (OHL) division of Human Resources via email, EmployeeLeaves@tucsonaz.gov, of their doctor’s appointment. Notification should include the date and time of the appointment and any confirmations provided.
  • The employee must provide the requested documentation by 4:00 pm on Tuesday, September 7th. This may be returned as a fax, the original form signed by the doctor, or scanned copy.
  • If the completed from with doctor’s certification are not provided by September 7th at 4:00 pm, then the employee will be considered non-vaccinated for the purposes of the AD.

The request must be reviewed and approved by Human Resources. You can find links for the Medical Exemption form below.

In addition to the above, work-related travel will be denied for unvaccinated employees.

Updated 10/21/2021

Leave for Vaccinated Employees: 

  • *The Additional Floating Holiday, to be used by the end of the calendar year, is available to all employees who were fully vaccinated prior to August 24, 2021 and to employees who received at least one shot of a COVID-19 vaccine by August 24, 2021, and have gone on to become fully vaccinated.

    • This applies to employees hired before and after 8/24.

    • Proof of vaccination--either through confirmation in State database or COVID vaccination card, when not verified through State database--is required.

  • Pandemic Leave will be restored for partially or fully vaccinated employees based on your remaining leave balance.

Many of you may also be wondering if the Executive Order issued on Aug. 16 by Governor Ducey will negate our vaccine mandate for City Employees. The City Attorney has determined that the Order has no effect on the actions taken by the City.


Forms:

All required forms are now only available via the link below that will take you to a copy of this page located on the OneTeam page. The OneTeam page (formerly the City intranet) can only be accessed with a City of Tucson employee account. If you are an employee that does not use a computer in your duties, please contact your supervisor or your department's HR manager for assistance to complete the form you need.

OneTeam page: https://oneteam.tucsonaz.gov/our_resources/employee_vaccination_policy

  • COVID-19 AD Acknowledgement Form

  • COVID-19 Vaccination Attestation Form

  • COVID-19 Medical Exemption Form

  • COVID-19 Religious Accommodation Form 



Updated 10/21/2021

FAQ:

*For what reasons can I use pandemic leave?

  • Pandemic leave is available for vaccinated employees who either have side effects/illness in the immediate days following receipt of a vaccination shot OR after vaccination, or test positive for COVID-19.
  • Fully vaccinated employees who have a household family member test positive for COVID and are required to quarantine and cannot telework, are eligible for pandemic leave after receiving approval from their department director.
  • Pandemic leave is not available for childcare/school closures.

*When is pandemic leave available for use?

  • Pandemic leave became available for use as of 8/13/21.
  • Employees and supervisors should work with their HR representatives if they would like to request to use pandemic leave.
  • HR Representatives will confirm vaccination status with the employee and code the appropriate leave code on the employee's timecard if the use of pandemic leave meets the criteria outlined in the question above.

*How many hours of pandemic leave are available for vaccinated employees?

  • Vaccinated employees have up to 80 hours of unused pandemic leave.
  • Any pandemic leave previously used is deducted from the 80 hours.
  • The amount of available hours taken are still subject to approval by the hiring authority.
  • Employees previously deemed emergency responders and thus ineligible for the federal FFCRA 80 hours of leave previously had 160 hours of pandemic leave posted to their leave balance.  While KRONOS Timekeeper accruals may reflect more than 80 hours of pandemic leave available for emergency responders, only 80 hours of leave is actually available at this time.  For example, if you are an emergency responder who shows 120 hours pandemic leave in your accruals, the maximum available, if you're vaccinated, is 80 hours.

*Will unused pandemic leave be paid out if unused?

  • It is too early to determine this. This pandemic has impacted our lives for 18 months and given the current resurgence due to the Delta variant, it is unknown for how much longer pandemic leave may be needed to assist employees who become ill.  

Where can I get the vaccine?

  • Vaccine and vaccination appointments are readily available throughout the community.  The links listed below are only some of the places that you can obtain your vaccination and can help you select a location or provider to make a vaccination appointment.  You can also check with your primary care provider to see if they are offering vaccinations at their office.

Can I get my shot during work hours? 

  • Employees may use up to 90 minutes of normal work hours to receive their vaccination. This does not however, include time for the vaccination of family members.
  • The 90 minutes will not be counted toward overtime or compensatory time (comp time)
  • Employees are responsible to get their supervisor’s approval before using work time to receive the vaccination.
  • Employees and supervisors are responsible for ensuring employees do not earn overtime or comp time for this purpose; employees should be flexed off, if necessary, unless prior approval is granted by the Department Director.
     

What do I do if I don't feel well after receiving the vaccine? 

  • Employees who are ill after receiving either doses of a vaccination may use personal leave available to them. 
  • Use of restored pandemic leave (to those eligible with a remaining balance) for this purpose after August 24th is being reviewed along with other reasons pandemic leave may be used. 
     

I cannot get in to see my healthcare provider to complete the exemption requirement prior to 8/24.  What do I do?  

  • If the employee advises that they have a doctor’s appointment on or before Tuesday, September 7th, then discipline will not be imposed.
  • The employee must still complete the request form by the deadline.
  • The employee must notify OHL via email of their doctor’s appointment. Notification should include the date and time of the appointment and any confirmations provided.
  • The employee must provide the requested documentation by 4:00 pm on Tuesday, September 7th. This may be returned as a fax, the original form signed by the doctor, or scanned copy.
  • If the completed from with doctor’s certification are not provided by September 7th at 4:00 pm, then the employee will be considered non-vaccinated for the purposes of the AD.

I completed the attestation form disclosing my status by Friday, August 13, do I have to do anything else? 

  • Yes, you must fill out the COVID-19 AD Acknowledgement Form. If you are fully vaccinated, and you included that information in the original attestation, then you do not need to do anything else.  
     

I am not fully vaccinated, but I received my first shot, what do I do? 

  • To attest to your updated vaccination status, fill out another COVID-19 Vaccination Attestation Form including the dates of your vaccination and submit. 
     

What is a “sincerely held religious belief and practice?” 

  • Sincerely held religious beliefs are protected from religious discrimination under Title VII of the Civil Rights Act of 1964. They do not include social, political, economic philosophies, or personal preferences or beliefs, which are not religious beliefs protected under Title VII. 
     

I submitted a COVID-19 Religious Accommodation Form Request what happens next? Do I automatically receive an accommodation? 

  • No, the request will be reviewed by BSD-HR staff to assess the needed accommodation. At that time there may be a need for clarification or an interactive process to establish the accommodation or denial. It is possible to submit a request for accommodation and be denied.
      

If I receive an accommodation or an exemption will there be additional requirements? 

  • The City is determining the ongoing requirements. If you are unable to receive the vaccine for any of the exemptions or accommodations, it is possible you will be required to test at regular intervals, continue to be limited in travel, and have additional masking requirements.
      

If I choose to not be vaccinated and accept the 5-day suspension, is that 40 hours?  

  • The five day suspension will consist of five, eight-hour days to equal 40 hours. For the Tucson Fire Department suppression staff, based on the TFFA agreement, a day is equal to 12 hours, so the five day supension equals 60 hours. 

Can I replace my suspension with other leave? 

  • No, the 5-day suspension will be without pay.  
     

Can I choose when to serve my suspension? 

  • No, the service of your suspension will be determined by your Department Director and must be taken in consecutive days.