Coronavirus COVID-19 Workforce managers' guidance
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Document last updated: 13th January 2021 Coronavirus COVID-19 Workforce managers’ guidance
CONTENTS
1. INTRODUCTION ..................................................................................................... 3
2. COVID-19: SYMPTOMS, STAFF QUERIES & OCCUPATIONAL HEALTH ............ 3
3. COVID-19 TESTING ............................................................................................... 5
4. SICKNESS ABSENCE ………………………………………………………………...….6
5. RECORDING STAFF ABSENCE (including additional annual leave day) ............... 6
6. DEATH IN SERVICE AND NHS AND SOCIAL CARE CORONAVIRUS LIFE
ASSURANCE SCHEME 2020…………………………………………………………..10
7. TIME OFF FOR CHILDCARE ..…………………………………………..…………... 11
8. PAY ARRANGEMENTS ....................................................................................... 12
9. TEMPORARY WORKERS……………………………………………………………... 13
10. TRAVELLING TO AND FROM WORK .................................................................. 14
11. PDR AND STATUTORY AND MANDATORY
TRAINING .......................................................................……………………………15
12. STUDY LEAVE ………………………………………………………………………….15
13. STAFF ACCOMMODATION.................................................................................. 16
14. EXTREMELY VULNERABLE STAFF (SHIELDING, including annual leave
provision)............................................................................................................... 16
15. ANNUAL LEAVE .................................................................................................. 17
16. ADDITIONAL ANNUAL LEAVE DAY…………………………………………….……..19
17. WORKING FROM HOME ...................................................................................... 20
18. PREGNANT EMPLOYEES ................................................................................... 21
19. PERSONAL PROTECTIVE EQUIPMENT (PPE) …………………………………….21
20. OVERSEAS TRAVEL OR UNABLE TO RETURN FROM OVERSEAS (including
self isolation on return to the UK) .......................................................................... 21
Page 2 of 23
13th January 2021
Version 511. INTRODUCTION
This briefing has been developed by the Workforce team in response to the COVID-
19 coronavirus outbreak. It explains what you should do in a number of
circumstances relating to our staff.
The Trust’s dedicated COVID-19 intranet page (gti/coronavirus) provides a range of
advice and guidance and is updated as the situation unfolds. Please ensure you
check the page regularly, including for updated versions of this document.
2. COVID-19: SYMPTOMS, STAFF QUERIES & OCCUPATIONAL
HEALTH
What should I do if a staff member is feeling unwell at work and I’m concerned they
might have Covid-19? (updated 24th August 2020)
Staff who are feeling unwell – self isolation requirements:
Main signs and symptoms can include:
o a high temperature (≥37.8oC) – this means you feel hot to touch on
your chest or back
o a new, continuous cough – this means coughing a lot for more than an
hour or 3 or more coughing episodes in 24 hours (if you usually have a
cough, it may be worse than usual)
o a loss or change to your sense of smell or taste – this means you've
noticed you cannot smell or taste anything or things smell or taste
different to normal
Most people with COVID-19 have at least 1 of these symptoms.
If a staff member develops any of main symptoms whilst at work they must:
o Self isolate away from patients and colleagues
o Inform their line manager
o Contact the testing team by emailing Covid19testing@gstt.nhs.uk or
bleep 1943 requesting an urgent appointment. If it is not possible to
safely wait for the next available test appointment before returning
home the staff member should arrange testing as soon as possible.
Testing can also be accessed outside the Trust at a local community
test centre by the following link: https://www.nhs.uk/ask-for-a-
coronavirus-test.
o Testing must take place between day 1 and day 7 of becoming
symptomatic
o Return home wearing a surgical mask and adhering to strict social
distancing measures
o If symptoms require medical advice the HCW should use the NHS111
online service or call NHS111 and seek appropriate medical review. In
an emergency call 999
o The outcome of the swab test will determine when the staff member
can return to work (see section 5).
o If symptoms persist or worsen after 2 weeks the staff member must
seek further advice by contacting NHS111.
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Version 51 Other symptoms of COVID-19 can include:
o Shortness of breath or difficulty breathing
o Muscle aches
o Sore throat
o Congested nose
o Headache
o Fatigue
If a staff member develops any of these other symptoms when at work they:
Should inform their manager
o Can continue working but should request a testing appointment by
emailing Covid19testing@gstt.nhs.uk. Testing can also be accessed
outside the Trust at a local community test centre by the following link:
https://www.nhs.uk/ask-for-a-coronavirus-test
o Do not need to self isolate (unless they have diarrhoea, skin rash or
sore throat in which case they should follow the Trust’s standard
infection control advice)
o Strictly adhere to infection control measures around staff and patients
including wearing appropriate PPE at all times, regular handwashing
and maintaining a social distance of >2m wherever possible.
If the staff member goes on to develop any of the main symptoms they must
follow the main symptom advice described above.
These guidelines do not override the need to isolate should an individual
develop symptoms that may be consistent with other transmissible infections
e.g. diarrhoea, conjunctivitis, new unexplained rashes. See appropriate OH
guidance.
Self-isolation at home: This means staying at home and not going to work,
school or public areas. The staff member should:
o Avoid using public transport or taxis during the 10 day isolation period
o Avoid having visitors to their home
o Ask friends, family or delivery drivers to drop off food but not enter the
house unnecessarily
o Ask friends, family or delivery services to carry out errands on their
behalf.
For further information see PHE COVID-19 stay at home guidance.
The OH guidance and ‘FAQ’ documents can be found here.
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Version 51How do I contact Occupational Health if I have a query related to Covid-
19?
If, after you have read the latest OH guidance and ‘FAQ’ documents on GTi, you still
require support from Occupational Health, the team can be contacted via email:
OHAdministrator@gstt.nhs.uk or by telephone Ext: 53688 or 87404, Mon – Fri,
09:00-17:00.
Staff who are symptomatic must not attend the OH Department.
Outside of these hours, for urgent queries contact: Site Nurse Practitioner on Bleep
0165 (STH) or 1165.
3. COVID-19 testing (updated 8th Nov 2020)
What arrangements are in place for staff to be tested for COVID-19?
Currently there two pathways for testing staff/students for COVID-19.
1) GSTT Pathway:
Emily McManus Lounge, Guys Hospital
Marquee, St Thomas’ Hospital
Symptomatic staff and household members can arrange a test at the Trust via the
following link:
Covid19testing@gstt.nhs.uk.
Testing is available irrespective of age.
Testing must take place between days 1 and 7 of becoming symptomatic.
Testing is also available for some non-symptomatic staff/students who have been
advised by Occupational Health or NHS111.
For further information on Covid-19 testing process please see COVID-19 Staff
Testing Information Leaflet.
2) National Centres
Symptomatic staff and household members can arrange a test at a national testing
centre via the following link:
https://www.nhs.uk/ask-for-a-coronavirus-test.
Testing must take place between days 1 and 5 of becoming symptomatic.
Home tests are also available by following the same link between days 1 and 4 of
becoming symptomatic.
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Version 514. Sickness Absence (updated 13.01.2021)
Normal sickness provisions, will be paused for the duration of the pandemic for
sickness absence related to COVID-19. For normal sickness absence that is not
related to COVID-19, normal provisions will apply as usual.
Sick pay will not be affected by COVID absence and staff will continue to receive
full pay and an average of enhancements received over a reference period will
also be paid.
Any sickness absence related to COVID-19 for AfC and medical staff must be
recorded separately as in section 5 below and will not be counted for the
purposes of any sickness absence triggers or sickness management policies.
5. Recording staff absence
Recording staff absence resulting from COVID-19 (updated 24 Sept 2020)
As we progress through the pandemic we are updating the process and reasons
for recording absence. As national shielding is no longer in place these codes for
reporting have been removed, however we will bring these back if lockdown is
locally implemented for us.
The following process should be followed to record absence connected to COVID-
19, using the specified codes.
HealthRoster Unavailability Group HealthRoster Unavailability Reason
1. Other Leave Psl60 - Paid Spec Lve - COV19 Isolation Work From Home
2. Other Leave Psl61 - Paid Spec Lve - COV19 Isolation Not Work From Home
3. Other Leave Psl62 - Paid Spec Lve - COV19 Shielding Work From Home
4. Other Leave Psl63 - Paid Spec Lve - COV19 Shielding Not Work From Home
5. Other Leave Psl64 - Paid Spec Lve - COV19 Isolate Test/Trace WFH
6. Other Leave Psl65 - Paid Spec Lve - COV19 Isolate Test/Trace Not WFH
7. Sickness S52 - S52 - COVID-19 Symptomatic
Recording in HealthRoster: follow the normal process to record an unavailability
in HealthRoster:
Add an Unavailability onto the person’s record
Group: Select the appropriate Group eg Other Leave
Reason: Select the appropriate Reason eg Psl60 - Paid Spec Lve -
COV19 Isolation Work From Home
Record the relevant start and end dates
A note can be added before saving the entry
1. Other Leave Psl60 - Paid Spec Lve - COV19 Isolation Work From
Home
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Version 51Circumstances: Where staff are required to isolate and are able to work from
home.
For example they may live in a household where someone has COVID
symptoms, but the employee is not symptomatic and is well and able to work
from home.
The duration is expected to be for a maximum of 10 days. This is not
appropriate for people who are quarantining following a return from overseas.
2. Other Leave Psl61 - Paid Spec Lve - COV19 Isolation Not Work
From Home
Circumstances: Where staff are required to isolate but are not able to work
from home.
For example they may live in a household where someone has COVID
symptoms, and the employee is well but not able to work from home. The
duration is expected to be for a maximum of 10 days. This is not appropriate
for people who are quarantining following a return from overseas.
3. Other Leave Psl62 - Paid Spec Lve - COV19 Shielding Work From
Home
Circumstances: Where staff fall under a very high risk group and need to be
isolated and are able to work from home.
4. Other Leave Psl63 - Paid Spec Lve - COV19 Shielding Not Work
From Home
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Version 51Circumstances: Where staff fall under a very high risk group and need to be
isolated and are not able to work from home.
5. Other Leave Psl64 - Paid Spec Lve - COV19 Isolate Test/Trace
WFH
Circumstances: Where staff are required to isolate under the NHS England
Test & Trace scheme, or as a result of a contact tracing episode undertaken
by GSTT Occupational Health, and are able to work from home. The duration
is expected to be for a maximum of 10 days.
6. Other Leave Psl65 - Paid Spec Lve - COV19 Isolate Test/Trace
WFH
Circumstances: Where staff are required to isolate under the NHS England
Test & Trace scheme, or as a result of a contact tracing episode undertaken
by GSTT Occupational Health, but are not able to work from home. The
duration is expected to be for a maximum of 10 days.
7. Sickness S52 - S52 - COVID-19 Symptomatic
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Version 51Circumstances: Where a member of staff experiences COVID-19 symptoms,
or has been diagnosed with COVID-19, and is not well enough to work.
For staff that are quarantining following travel please read section 18 of this
document for details of the guidance. Absence recording for quarantining staff
should be recorded as annual leave, unpaid leave or toil.
The following codes should no longer be used:
HealthRoster
Former HealthRoster Unavailability
Unavailability Change from 23rd September 2020
Reason
Group
Annual Leave COVID-19 - No Symptoms: Carer AL No longer required - use ordinary Annual Leave
Psl52 - Paid Spec Lve - COVID-19 Isolation
Other Leave
Max 14 days Use new Isolation codes Psl60 or Psl 61
Psl53 - Paid Spec Lve - COVID19 No No longer used. Use existing Psl9 - Paid Special Leave -
Other Leave
Symptom Carer Max 2days Carer
Psl55 - Paid Spec Lve - COVID19 Isolation V
Other Leave
Hi Risk 12 Wks Use new Shielding codes Psl62 or Psl 63
Psl56 - Paid Spec Lve - COV19 Isolate
Other Leave
Test/Trace Max 14day Use new codes Test / Trace codes Psl64 or Psl 65
Recording COVID pandemic additional annual leave day (updated 4 Sept 2020)
Staff employed before 4 September 2020 are entitled to the extra annual leave day
Where HealthRoster is used to manage annual leave entitlement, the additional day
should be added to the 2020 – 2021 entitlement
Navigate to Personnel > Person Search > Person Search
Select the surname or staff number of the record to update > click Find
Alternatively, all staff in a unit can be displayed by selecting the Unit name > click
Find
Click on the person’s name then select the Entitlements tab on the right of the
screen
Click on the current year entitlement period to highlight it
At the bottom of the screen select Change Entitlement
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Version 51 Add the appropriate number of hours for the extra day to the Lieu Hours field then
click OK to save
This will update the entitlement for 2020 – 2021 only
Please note: Local systems / mechanisms should be updated if HealthRoster is not used to
manage annual leave entitlement
6. Death in Service and NHS and Social Care Coronavirus Life
Assurance Scheme 2020 (updated 1 June 2020)
A new life assurance scheme has been introduced for eligible frontline health and
social care workers during the coronavirus (COVID-19) pandemic. The scheme
covers staff who provide hands-on personal care for people who have contracted
coronavirus or who work in health or social care settings where the virus is present,
this includes temporary staff, retired staff who have returned to the NHS and
students taking up paid frontline roles. The scheme recognises the increased risk
faced by staff during the crisis. It covers coronavirus-related deaths of workers in
frontline health and social care roles during the outbreak. A payment of £60,000 will
be made to the estate of eligible individuals who die from coronavirus contracted
during their frontline essential work. The employee does not have to be a member of
the NHS Pension scheme to qualify for the payment.
What should I do if I am notified that a member of my staff has died in service?
In the first instance please do not make direct contact with the family of the member
of staff about this process. Follow the process for notifying Workforce of a death in
service by raising a HR Portal Transaction immediately. This will enable the Payroll
& Pension team to start the process for payment of final salary and any benefits due
to the employee.
7. Time off for Childcare
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Version 51Time off for childcare where schools are closed due to COVID-19
The latest Government advice is that children with at least one parent or carer who is
a critical worker can go to school or college if required. Parents whose work is critical
to the coronavirus (COVID-19) response include those who work in health and social
care.
This includes, but is not limited to, doctors, nurses, midwives, paramedics, social
workers, care workers, and other frontline health and social care staff including
volunteers; the support and specialist staff required to maintain the UK’s health and
social care sector; those working as part of the health and social care supply chain,
including producers and distributors of medicines and medical and personal
protective equipment.
What should staff do where a child who is well is sent home from school
having been in contact with a confirmed COVID – 19 case? (updated 24th
September 2020)
Where a staff member’s child is required to self-isolate but are not sick with Covid
there is no requirement for the staff member to self-isolate and they can attend work
as normal.
What arrangements are in place to support staff with childcare arrangements?
(updated 17.12 2020)
The Trust recognises that the ongoing COVID-19 Pandemic is likely to have an
impact on childcare arrangements and the ability of staff to attend work. Staggered
drop-offs and pick-ups, changes to school club and wrap-around care arrangements,
as well as the possibility of local quarantine are all potential issues for parents and
carers this autumn and winter.
Staff should be encouraged to raise any concerns before issues arise, and
managers are advised to have a discussion with affected staff in order to find a
sensible arrangement, based on their needs, as well as those of the service.
Options to support staff making childcare arrangements include:
Are other household/family members able to care for children? In a household
that includes a non-healthcare worker the Trust asks that, wherever possible, the
healthcare worker is supported to attend work as a priority
Would home working or temporary changes to working hours / patterns help?
The Flexible Working Policy and Procedure and Remote Working Guidance
includes lots of examples and provides a model for agreeing those changes
The use of accrued TOIL or annual leave to make up hours not worked
The option to accrue hours owed (negative TOIL) in line with rostering
arrangements / agreement with the line manager
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Version 51 Unpaid leave - Career break, parental leave (see policy and
guidance) https://gstt.force.com/GSTTKnowledgeHome
Temporary redeployment to another department possible.
The use of the special leave policy applies (see policy and guidance)
https://gstt.force.com/GSTTKnowledgeHome
Using annual leave allocation, up to a maximum of 75 hours, from the 2020/21,
2021/22 and 2022/23 leave years
Further advice can be sought from the workforce-relations@gstt.nhs.uk
Additional information is also available from the childcare and family support pages
on GTi.
8. PAY ARRANGEMENTS
What arrangements are in place where staff are required to work overtime?
The Trust has established arrangements for managing overtime and these include
time off in lieu (TOIL) and overtime rates in line with Agenda for Change as well as
using bank shifts to meet demand. Whatever the usual arrangements departments
use to meet the overtime demand should be used at this time. Ordinarily overtime is
not permitted for bands at 8a and above. However, in these unprecedented times
exceptional arrangements have been agreed. All non-nursing overtime payment
requests should be discussed with your Head of Workforce or Business Partner.
Where staff are moved temporarily to another area within the Trust and are no
longer working their regular unsocial hours, how will staff be paid for the
enhancements they would have worked? (updated 22 May 2020)
The manager must record the unsocial hours their team members would have
worked using the form http://gti//resources/coronavirus/covid-19-redeployed-staff-
enhancement-claim-form.xlsx), the manager must list all staff from their department
and the hours that would have been worked. The completed form must be sent to
eManpowers@gstt.nhs.uk on a monthly basis by the 5th of the month following when
the unsocial hours would have been worked. The email should clearly state COVID-
19: REDEPLOYED STAFF in the subject field.
9. Temporary workers
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Version 51Will temporary workers engaged through the Trust staff bank be paid if they
cannot work due to COVID-19 related illness?
Where the staff bank worker has been working regularly in the preceding 12 weeks
they will be paid on the basis of the average weekly hours worked for the duration of
the 10-day isolation and where they have shifts booked in the immediate future
which they are not able to fulfil.
With effect from 06 April 2020, for staff who have irregular hours and, but for COVID-
19 would have worked at a future point, the reference period should be based on the
last 52 weeks.
Many of the Trust’s substantive staff also work bank shifts, in these circumstances
and where staff have prospective shifts booked, they will be paid for those shifts that
they are not able to fulfil due to a COVID-19 illness.
Advice can be sought from HRSS-enquiries@gstt.nhs.uk
What if an agency worker has to self-isolate or is tested positive for COVID-19
and is not able to work due to sickness?
The agency worker should contact their agency. The Trust will not make any
payment to the agency worker in these circumstances.
What are the arrangements for agency workers paid under Direct
Engagement?
Where the agency worker has been working regularly in the preceding 12 weeks
under Direct Engagement arrangements they will be paid on the basis of the average
weekly hours worked for the duration of the 10-day isolation. Any sickness absence
thereafter will be paid at statutory sick pay rates.
Where staff are self isolating for 10 days and not symptomatic, are they
expected to work from home?
In such circumstances where staff are able to work from home there is an
expectation that they do so.
What process should staff follow if they are sick beyond the 10 day isolation
period and/or the 7 day period when they are symptomatic? (updated 14 April
2020)
Absence relating to COVID-19 is to be classed at special leave and to be reported as
set out above. Staff who have been symptomatic may experience post viral illness
including a cough. If staff have been free from fever for 48 hours and are otherwise
well they can return to work. If they are unwell outside of the normal 10 day
symptomatic period any absence should be recorded as sick leave under the current
available categories. Staff who are self isolating due to a household member and
become unwell with non COVID-19 related symptoms should have their absence
recorded as sick leave under the current available categories.
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Version 5110. Travelling to and from work
Practical information about travel can be found here
Congestion Charge (updated 18 May 2020)
The Central London Congestion Charge (CC) and the ULEZ has been reinstated
from Monday 18 May. Charging hours will increase to 7am-10pm 7 days a week
from 22nd June. NHS staff will be able to be reimbursed for the Congestion Charge
temporarily, the full reimbursement will cover journeys by NHS staff who work in the
zone. Guy’s and St Thomas’ employees can claim any congestion charge they have
incurred and the Trust will be reimbursement by TfL. Please note this does not
include ULEZ charges. Practical information about travel can be found here
To reclaim for congestion charges please complete form CCLondonClaimForm and
submit the form and receipts via post to the Payroll Department, 200 Great Dover
Street, 3rd Floor, London SE1 4YB. The completed form must be sent by the 5th of
the following month so that reimbursement can be made in the next pay period.
In addition GSTT are offering staff an advance for congestion charge payments
incurred where this may be required. To request this you will need to complete the
form SCC1, the form must be approved by your manager and once approved be
sent electronically to HRSS-Enquiries@gstt.nhs.uk. Payment will be within 10
working days directly into bank accounts. You must also submit the receipts for the
Congestion Charges by the 5th of the following month detailing the journeys and
attaching the receipts for each journey using form CCLondonClaimForm Please
note that if the monetary totals of the receipts supplied do not match the amount
provided to you in advance of your journeys any balance will be recovered from your
next salary.
If travel is disrupted
Currently there are no restrictions to travel on the public transport network for key
workers because of COVID-19, although there is a reduced service on some tube
and bus lines. The Government and Transport for London will advise on necessary
restrictions to travel as and when required. In such circumstances this guidance will
be updated.
In general terms the Trust’s disruption to travel guidance would apply. In summary it
states:
Where an employee is having difficulty attending work, the manager and employee
should then consider the following options and agree on a course of action:
a) Where disruption to transport is anticipated in advance, the employee should
arrange alternative transport. This may include walking to work where this is
considered safe and practicable and where the employee has no underlying
health condition that may affect their ability to do so. Where it is considered
reasonable for staff to walk to work, having considered the above factors, they
will be expected to do so.
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Version 51b) If an employee is unable to attend work but is able to reach another Trust site,
they should contact their line manager to discuss whether they can report for
duty at this site instead.
c) If an employee is unable to attend work and is able usefully to work from
home, they should contact their line manager to discuss this possibility and
seek approval to do so.
What if staff decide not to attend work because they are concerned about
travelling or being in the hospital environment?
The Trust recognises that this is a difficult time with information and advice changing
as the COVID-19 situation develops. Reassurance should be given to staff by
directing them to the latest information on the Trust intranet page. Given the current
changing situation and to support the wellbeing of staff at this time, and where the
service can accommodate it, staff should be supported to take annual leave for a few
days as information is updated. This is on the basis that staff are not absent due to
sickness when the process set out above should be followed. Regular contact
should be maintained with the employee and a return to work date should be agreed,
where possible. Advice can be sought from the Workforce Relations Team on
87737, or email workforce-relations@gstt.nhs.uk
11. Performance Development Review (PDR), Statutory and
Mandatory Training and Study Leave (updated 06th January 2021)
PDR
Staff who have a PDR due between 1st Jan and 31st March 2021 will have their
compliance extended until 31st March to provide more flexibility on completing PDRs
over the next few months
Statutory and Mandatory Training
In order to provide transparency on Statutory and Mandatory training rates, renewal
dates for compliance will not be extended, however, it is understood that clinical
pressures will mean some clinical staff will be unable to complete their training
before their renewal date. Local discretion can be applied on deciding on the
importance of completing mandatory training during the current wave of the
pandemic.
12. Study leave (updated 06th January 2021)
Over the next few months we are likely to see further impacts on our staffing levels
right across the Trust. During this period we ask that staff review their study leave
with their line manager/supervisor to decide whether the study leave should be
cancelled or can go ahead as planned. This review of study leave includes
attendance at College / University for apprenticeships, as well as stand-alone
training events.
Staff delivering clinical care are highly likely to need to cancel or reschedule their
study leave, however this needs to be confirmed with their line manager or
supervisor before any non-attendance occurs. The impact of non-attendance may be
potentially more detrimental than the length of absence.
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Version 51Staff in non-clinical roles will still need to need to review whether cancelling the study
leave is appropriate based on operational demands or whether there is sufficient
cover to release them. If the learning is critical to the effectiveness of their
performance in their role or cannot be rescheduled, then these factors will need to be
taken into account when signing off study leave during this high pressured period.
Above all, staff no matter where they are based should consult with their manager or
supervisor to have the conversation in the first place.
If further advice is needed, then staff or managers can approach Education, Training
& Development, Organisational Development or Essentia Academy.
GSTT remains committed to the development of its staff, but recognises that this
needs to be balanced against the unprecedented operational pressures we are
currently facing.
13. Staff Accommodation (updated 13th Jan 2021)
Is accommodation available for staff following lockdown from the 5th November?
There is limited accommodation available for staff in the lodges at St Thomas’s and
Guys sites and at the Park Plaza.
Criteria for Staff Use of Park Plaza
Although the Trust is fortunate to have the option of the plaza for supporting staff
who are working during this challenging time, we are also mindful that this is using
public funding and we need to be thoughtful and consistent in our approach.
The criteria set out below have been developed for booking rooms at the Park Plaza.
All booking must be signed off by the DMT and wherever possible prospective
approval should be sought.
All on call bookings which have historically been provided in Gassiot House will
continue to be accommodated in the same way and should not be moved to the Park
Plaza
1. The staff member has had to change their working hours to support the
pandemic response which makes travel difficult or arduous
2. The staff member’s usual travel route has been disrupted and travel time is
now prohibitive or will raise personal safety or wellbeing concerns
3. The staff member is taking on additional duties over and above their usual
role (for example redeployment) and staying on site will facilitate them supporting the
response in this way.
4. The staff member lives a significant distance from the organisation and can no
longer utilise their usual local accommodation (e.g. staying with family) during a run
of shift due to changes in the lockdown rules.
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Version 515. The staff member lives with someone classed as clinically extremely
vulnerable and it would not be safe for them to continue to share the same
household whilst undertaking their role.
The link to the booking form is on the accommodation section here Practical help
(e.g. hotels, travel and parking)
14. Extremely Vulnerable Staff (Shielding)
What arrangements should be made for staff categorised as extremely
vulnerable staff who have been shielding? (updated 03 August 2020)
From the 1 August 2020, staff who have been shielding, should be invited to have a
conversation and risk assessment with their line manager to identify if they are able
to return to their normal role in the workplace. The risk assessment and guidance for
shielding for staff and managers can be found on GTi here.
Are shielding staff required to take annual leave? (updated 5 June 2020)
To ensure that the Trust is not disproportionately impacted by a large proportion of
people of requesting leave when restrictions are lifted and to ensure the wellbeing of
staff it is necessary to ensure the appropriate and equitable management of annual
leave, in accordance with the Trust’s annual leave guidance, by staff who are
shielding. This means that shielding staff must take any pre booked annual leave
when it falls due or a proportion of their annual leave entitlement whilst they are
shielding. For further advice please contact the Workforce Relations Team on
87737, or email workforce-relations@gstt.nhs.uk
15. Annual leave
Annual leave is an important benefit that allows staff to rest and recuperate,
especially during this period of significant pressure. Every effort should be made to
manage leave requests to ensure all staff can take their leave in a fair and equitable
manner, whilst acknowledging that not all requests can be accommodated at any
given time.
Where staff have not been able to take annual leave, or are willing to cancel
current plans, as they have been required to support the Trust during its
response to the COVID-19 virus, can staff carry over more than the permitted 5
days annual leave? (updated 6 April 2020)
Yes, in such circumstances the Trust will support the carry over of more than 5 days
annual leave. In line with the Working Time (Coronavirus) (Amendment) Regulations
2020 staff are able to carry over up to 20 days to be taken in the two subsequent
leave years, i.e by March 2022 (this applies equally to Medical and Dental staff).
This is strictly on the basis that it has not been at all possible for staff to take annual
leave as a direct result of COVID-19 work. Mindful that annual leave is important for
the wellbeing of staff it is important that staff take annual leave at regular intervals
and any carried over annual leave as soon as practicably possible.
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Version 51Where staff have been unable to take all their annual leave this year due to
supporting the Trust during its response to the COVID-19 virus, can they have
their outstanding annual leave paid rather than carry the days forward into the
next leave year? (updated 23rd December 2020)
Yes, staff are able to sell their outstanding annual leave from the current leave year
strictly on the basis that they have at least taken or have remaining, the minimum
statutory annual leave entitlement which is 20 days. The specific HR Transaction
(Personalised Annual Leave) request is be available from now until the 31st January
2021. Link to this can be found here:
https://gstt.force.com/GSTTKnowledgeHome?urlname=Work-Life-Balance-Time-Off
The amount of leave that can be sold is dependent on the employee’s annual leave
entitlement and is capped at maximum of 7 days, 9 days or 10 days depending on
the entitlement for the current leave year.
1. Staff with less than 5 years’ NHS service have an annual leave entitlement of
27 days and can therefore only sell to a maximum of 7 days annual leave
(52.5 hours)
2. Staff with 5 or more, but less than 10 years’ NHS service have an annual
leave entitlement of 29 days and can therefore only to a maximum of 9 days
annual leave (67.5 hours)
3. Staff with 10 or more years’ NHS service have an annual leave entitlement of
33 days and can therefore only sell to a maximum of 10 days annual leave
(75 hours)
** the entitlements quoted above are for a full time employee who has been
employed in the NHS for the whole year, April 2020 – March 2021, and should be
pro-rata for part-time employees or new starters from April 2020 as appropriate**
What checks should a manager make before approving requests to buy or sell
annual leave? (updated 23rd December 2020)
Consider the possible health and wellbeing impact of the request on the
employee
Check the employee’s annual leave entitlement for 2020 – 2021
Check the number of days annual leave the employee has already taken
or is planning to take from April 2020 to March 2021
Check that they have not already taken or sold annual leave which, by
approving this request, would leave them with less than the statutory
minimum of 20 days annual leave in the leave year
Make sure that you have amended the annual leave entitlement in Health
Roster or in your local recording mechanisms so that the annual leave
entitlement has been reduced/increased by the number of days being
bought or sold
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Version 51When can staff apply to sell their outstanding annual leave? (updated 23rd
December 2020)
Staff can request to sell additional annual leave for 2020-2021, during January 2021
by raising a transaction on the HR Portal. The maximum amount that can be sold is
based on the information above.
When can staff apply to purchase additional annual leave? (updated 23rd December
2020)
Staff can request to purchase additional annual leave for 2020-2021 in January by
raising a transaction on the HR Portal. The maximum amount that may be purchased
during this time is 37.5 hours (5days) for AfC and 40 for Medical (1 week). The
maximum an employee can buy within the leave year is 10 days.
How do I record the hours purchased or sold in Health Roster? (updated 23rd
December 2020)
It is important that the employee’s annual leave entitlement is updated in Health
Roster. If you use Health Roster to record annual leave entitlements you can change
an employee’s annual leave entitlement by either decreasing (if annual leave has
been sold) or increasing the entitlement (if annual leave has been purchased)
following the guidance in the link below
http://gti/resources/nursing_and_midwifery/HealthRoster/HowToManageAnnualLeav
eEntitlements.pdf
How do I record the hours purchased or sold if I don’t use Health Roster for
recording entitlements? (updated 23rd December 2020)
It is important that the employee’s annual leave entitlement is updated by whatever
local arrangements are in place at department level
Where staff have taken annual leave and have had to self isolate due to either
being COVID-19 symptomatic themselves or a member of their household is
symptomatic, can they take their annual leave back?
Yes, in such circumstances staff will be able to take their annual leave back to use at
a later date.
16. Additional Day Annual Leave Day (4th Sept 2020)
In recognition of the contribution made during the COVID-19 pandemic, the
Executive Directors have agreed that substantive staff on permanent or fixed
term contracts employed directly by the Trust who worked during this time, may
have an extra annual leave day.
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Version 51 Only staff who were employed before 4 September 2020 (date of the
announcement) will be entitled to the extra annual leave day.
The additional annual leave date must be agreed in advance with the line
manager in accordance with normal annual leave rules.
The additional annual leave day should be added to the 2020-2021 annual
leave entitlement, ensuring that it is added to just one annual leave year
as a one off.
The additional annual leave day is subject to usual carry forward annual
leave rules (if it has not been possible for it to be taken before the end of
the current annual leave year).
Arrangements for how the annual leave day should be managed may be
subject to local arrangements by directorate or staff group.
If Health Roster is not used to record annual leave entitlement then
managers will need to update their local systems/mechanisms in order to
add this additional day.
Where Health roster is used to manage annual leave entitlement, (either
through e-manpower or roster) please see the guidance in ‘Recording
Staff Absence’ section of this document which explains how this extra day
should be recorded.
Employees that leave employment between 4 September 2020
(announcement date) and 31 March 2021 may have the extra annual
leave day added to their final salary (if the extra leave day was not taken
before leaving).
Separate arrangements will be made for ‘bank only’ workers who worked
more than an average of 20 hours per week for 10 weeks or more
between April and June. This will be managed centrally by Staff Bank and
annual leave claims will not be required.
17. Working from home
What arrangements are there for staff to work from home? (updated 29 April
2020)
The Trust recognises that it is not possible for all Trust staff to work from home and,
therefore, consideration about who can work from home will be subject to several
factors. This includes whether the type of work can be undertaken at home or
another location, whether the member of staff has access to Trust systems and/or
has the necessary IT equipment to fulfil their role. The Trust recognises that working
from home is not the same as working in the office and helpful hints and guidance is
available here to support staff with potentially a new way of working.
Can I claim tax relief on expenses incurred while I am working from home?
You may be able to claim tax relief for additional household costs if you have to work
at home on a regular basis, either for all or part of the week. This includes if you
have to work from home because of coronavirus (COVID-19). You cannot claim tax
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Version 51relief if you choose to work from home. Additional costs include things like heating,
metered water bills, home contents insurance, business calls or a new broadband
connection. They do not include costs that would stay the same whether you were
working at home or in an office, such as mortgage interest, rent or council tax.
How much can I claim?
You can either claim tax relief on:
£6 a week from 6 April 2020 (for previous tax years the rate is £4 a week) -
you will not need to keep evidence of your extra costs
the exact amount of extra costs you’ve incurred above the weekly amount -
you’ll need evidence such as receipts, bills or contracts
You’ll get tax relief based on the rate at which you pay tax. For example, if you pay
the 20% basic rate of tax and claim tax relief on £6 a week you would get £1.20 per
week in tax relief (20% of £6).
How can I claim?
Employees must claim this directly from HMRC using the link https://www.gov.uk/tax-
relief-for-employees/working-at-home and you will need to complete a short
questionnaire to check if you are eligible. If you are eligible to claim then you will
need to register for a Government Gateway user ID and password which usually
takes about 10 minutes. You will need your National Insurance number and a recent
payslip or P60 or a valid UK passport.
18. Pregnant Employees
I have a member of staff who is pregnant and concerned what should I do?
Detailed advice is provided by the Occupational Health team and can be found on
the intranet.
19. Personal Protective Equipment (PPE)
The advice on Personal Protective Equipment has been updated by Public Health
England and their latest advice is on the intranet.
Guidance for managing non-compliance of PPE is also available on GTi using this
link: Non Compliance PPE
20. Travelling overseas or unable to return from overseas
(updated 06th Jan 2021)
Where can I find travel advice?
The Foreign and Commonwealth Office (FCO) has updated its travel advice.
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Version 51International travel is increasingly restricted. In England you must not leave home
including to travel abroad, unless you have a legally permitted reason to do so, such
as for essential work purposes. If you are legally permitted to travel, check FCO
advice for the country you are visiting.
Further information can be found on the Foreign and Commonwealth Office website
which can be found here: Foreign travel advice - GOV.UK
Do I need to advise my manager where I am spending my annual leave?
Until now it has not been appropriate for managers to ask employees where they
intend to spend their annual leave. However, as a result of the quarantine
requirements, when an employee submits a request for leave that involves travelling,
they must be reminded of the government’s travel restrictions.
All requests for annual leave must be submitted to the manager for approval in line
with the Trust leave policies.
I heard that the isolation period after returning to the UK from countries that
are outside the travel corridor can be shortened to 5 days if I do a test. Can I
have this test through the Trust swab service or use my LFD kit?
No, the government advice is the NHS resources cannot be used for this service and
the test for the purpose of ‘Test to Release for international travel’ must be done
privately.
NHS guidance is that the test can only be taken five full days after you were in the
last location that is not on the travel corridor list. For many, this will be on completion
of five full days of self-isolation. Evidence of a negative test will need to be provided
to your line manager before agreeing a return to work. Tests provided by NHS Test
and Trace will not allow staff to shorten their isolation period. Fines may apply to any
staff using an NHS test result to end their self-isolation period early. This is a
voluntary scheme, so staff who do not opt into the scheme will be required to
complete the full 10-day quarantine period.
‘Essential travel’
If a member of staff has an essential need to travel abroad, any necessary
quarantine period can be covered by using one or a combination of the following:
• Working from home where possible, this can include the temporary
reassignment of appropriate work.
• Making up some or all of the working time lost during quarantine over a period
of time through working additional hours/shifts.
• Taking previously accrued time off in lieu or taking unpaid leave
• Buying and selling leave in line with the Trust policy.
• Using annual leave allocation, up to a maximum of 75 hours, from the
2020/21, 2021/22 and 2022/23 leave years
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Version 51Please note: travel for a ‘holiday’ to a country that is not listed as a ‘travel corridor’ is
not considered to be ‘essential travel’.
What should staff do if they are unable to travel back to the UK? (updated 14 April
2020)
Where staff are not able to return to the UK due to a country closing its borders or
there are no transport options to leave the country, it is important to understand from
the member of staff whether they know when such restrictions will be lifted. Make
arrangements to remain in regular contact to be kept updated on the situation.
Consider whether the member of staff is able to work remotely. Where all options
have been considered and the member of staff has no choice but to remain abroad
their absence will be classed as special leave and paid at the member of staff’s
usual rate of pay.
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