A representation of the Coronavirus


Employee Resources

   DLA Senior Leader Messages      DLA Guidance   
   FAQ: DLA Workplace Flexibilities   
 

 

Introduction

The purpose of this resource is to share information and policy guidance with the DLA community as it relates to the impact of COVID-19 on DLA operations, personnel, and resources.

DLA has a critical mission to support the Military Services, Combatant Commands, and other Federal agencies; that includes supporting our nation’s response to COVID-19. The key to our success is our people, and while we will respond professionally and swiftly to mission requirements related to COVID-19, we will also take necessary steps to protect and inform our workforce.

As an employer, DLA will follow DoD policies and guidelines in taking any actions to address or mitigate the threat posed by COVID-19. This includes disseminating official information by appropriate public or military health authorities, leveraging workplace policies and flexibilities designed to protect our workforce, and activating “continuity of operations” plans should it become necessary.

We are monitoring the situation closely and will provide updates to this online resource as developments emerge. We encourage you to visit this page frequently, as guidance may be modified as requirements are received from the department. Other reliable sources of information include the Centers for Disease Control and Prevention (CDC)DoD Spotlight page, Johns Hopkins tracking map, or the World Health Organization.

DLA Employee Assistance Program (EAP). Events like COVID-19 can create stress and anxiety. The EAP offers guidance and counseling 24 hours a day, 7 days a week. Call 866-580-9046 for assistance. Learn more about DLA's EAP.

Update your contact information.  Do your part to ensure your supervisor can reach you with important updates. Review team rosters and ensure your contact information is current and accurate in the DLA AtHoc Mass Notification System. Consider including your personal cellphone for voice and text, and home phone and email in case it becomes necessary to send notifications after duty hours. Click here for instructions for updating AtHoc (DLA CAC-protected link).

 

Mask Usage

(Updated 07/29/2021) The following guidance on cloth face coverings (masks) applies to all DLA installations and facilities, in accordance with Deputy Secretary of Defense memo “Updated Mask Guidance for all DoD lnstallations and Other Facilities,” dated July 28, 2021, and current Centers for Disease Control and Prevention (CDC) Interim Public Health Recommendations for Fully Vaccinated People

  • In areas of substantial or high community transmission, all service members, federal employees, onsite contractors, and visitors must wear a mask while indoors on installations or other DoD facilities regardless of vaccination status. Substantial or high community transmission is reported by county on the CDC COVID Data Tracker website.
  • Individuals who are not fully vaccinated must also continue to maintain social distancing of at least 6 feet where possible.

Face masks worn in the workplace must consistently cover the nose and mouth and meet current CDC guidance. They also must not include symbols or sayings that might be considered offensive to other employees. If an employee is unable to comply with this requirement due to an existing medical condition, the individual should request information regarding the reasonable accommodation process from his/her supervisor.

Current masking guidelines will be posted in each DLA installation, facility and worksite. DLA employees required to go into a worksite who are unsure of the local masking status should check with their local chain of command. 
 

 

COVID-19 Vaccine Availability

(Updated 05/10/2021) The Defense Department has expressed full confidence in the safety and efficacy of the COVID-19 vaccines approved by the FDA and has stated it is procuring enough Federally approved vaccines for active-duty military members and their family members, retirees, reserve components, DoD civilian employees, and contractors. Because they are approved under an Emergency Use Authorization, all COVID-19 vaccines are offered on a voluntary basis.

DLA is committed to ensuring COVID-19 vaccines are available to every DLA employee who desires to be vaccinated. If you had not previously but now wish to volunteer to receive vaccination from a DLA-facilitated source, you are able to do so through a DLA automated survey platform. Employees can access this new tool using their CAC to review and record volunteer and vaccination status. The link to the new site is https://resources.hr.dla.mil/hrmcenter/apps/ResponseTracker (DLA CAC-protected link). Employees who do not have ready access to the DLA network and wish to participate are to work through their current contact representative.

All employees who desire to be vaccinated against COVID-19 are encouraged to explore all methods for receiving the vaccine, including state and county health departments, local pharmacies, your personal healthcare provider, or the Department of Veterans Affairs if you are an eligible beneficiary. To learn more about the safety and efficacy of available COVID-19 vaccines, these sites from the Military Health System and the Centers for Disease Control and Prevention provide reliable information.
 

 

Workplace Practices

(Updated 05/10/21) The following guidance on workplace practices applies to all DLA installations and facilities. This guidance applies to military personnel, DLA civilian employees, contractors, and any individuals visiting DLA property, installations or facilities.

Subject to mission requirements, DLA managers and supervisors will:

  • Organize work requirements to minimize close contact between individuals in the workplace.
  • Ensure employees maintain at least 6 feet of separation from others where possible.
  • Assign telework when appropriate to decrease normal space occupancy.

Employees are to conduct a self-evaluation check before they enter a DLA facility. All DLA employees, contractors, building occupants, or visitors who are not feeling well, cannot enter DLA facilities. COVID-19 pre-screening questions will be posted at the main entrances of DLA facilities and individuals are required to review questions on the pre-screening sign before entering. Employees who answer “Yes” to any of the questions are not authorized to enter the building and should contact their supervisor to discuss leave options. Employees should monitor the symptom list on the CDC website.

Personnel who have symptoms of COVID-19 (e.g., fever, cough, or shortness of breath) should notify their supervisor and stay home. Personnel who develop any symptoms consistent with COVID-19 during the workday must immediately isolate, notify their supervisor, and promptly leave the workplace.

Sick personnel should follow CDC-recommended steps. Personnel who had COVID-19 should not return to work until the criteria to discontinue home isolation are met, in consultation with healthcare providers and state and local health departments.

In general, asymptomatic, non-immunized personnel with potential exposure to COVID-19 should not return to the workplace until they have a confirmed negative COVID-19 test per Force Health Protection Guidance (Supplement 15) Revision 1 or follow the appropriate self-quarantine period (e.g., 14 days starting on the last day on which close contact occurred). Personnel performing duties outside the United States are to follow applicable geographic COCOM guidance as to whether and how to address host nation policies. Supervisors should consult with DLA Human Resources (J1) to determine the appropriate status for the employee. Exceptions in specific and limited circumstances may be granted by MSC/J Code Commanders and Directors, DLA Chief of Staff, and Regional Commanders.

Those who have tested positive or recovered from COVID-19 within the past three months and subsequently have come into close contact with a suspected/confirmed positive case are not required to remain out of the workplace. Fully vaccinated persons who come into close contact with a confirmed/clinically diagnosed/presumptive positive COVID-19 case are not required to remain out of the workplace.

Where local mandates require the public to stay at home, DLA personnel may report as directed by a commander or supervisor. Full details on COVID-19 workplace practices within DLA facilities are outlined in the DLA COVID-19 Safety Plan, dated May 7, 2021.
 

 

Telework

(Updated 08/17/20) Telework Guidance for DLA Employees:

Effective April 1, 2020, DLA reduced ONSITE operations to emergency and mission-essential/critical personnel only, i.e., meaning only those employees who must be physically present to perform such functions. These mission-essential functions include: onsite functions in support of COVID-19 operations and other contingency operations; onsite operations necessary to preserve and protect life, health, and safety of personnel and installations; onsite activities necessary to maintain command and control of DLA operations that cannot be performed remotely through telework; onsite operations supporting Service industrial activities, including receipt, storage, and issue of material through distribution centers and forward industrial retail supply, storage, and distribution which require physical onsite activity; essential disposition services in direct support of COVID-19, contingency operations and other direct functions directly supporting warfighter mission-essential functions; and other activities necessitating onsite presence to support continuity of mission-essential functions. Non-mission-essential functions and activities that require onsite physical presence (e.g., audit inventories, classroom training, etc.) will be deferred until normal mission operations resume.  Mission-essential and non-mission-essential activities that can be accomplished through telework will continue.

Those identified personnel who must report onsite to perform those mission-essential functions have been advised accordingly. Telework-ready personnel not required to be onsite are required to telework or request appropriate leave.

Telework Protocols for DLA Employees:

DLA employees are instructed to follow the protocol outlined below while teleworking during the COVID-19 emergency:
While operating in an emergency status due to COVID-19 precautions, employees who are teleworking on a regular/recurring or situational basis are expected to maintain communication with their supervisors. Employees must:

  • Provide reliable contact information to their supervisor (email, phone number).
  • Be available for a daily check-in with their supervisor. This check-in can occur via Skype, work email, phone call, etc. If unavailable upon being contacted by a supervisor, employees should respond within one hour.
  • For daily check-ins with their supervisor, employees should be prepared to discuss:  
    • Status of workload requirements
    • Sufficiency of workload
    • Any changes to the operating status of DLA or of employee’s specific worksite
    • Any connectivity or other IT issues
    • Any annual or sick leave requests
    • Potential need to return to the office for any reason


Supervisors of Teleworking Employees must:

  • Ensure employee contact information is readily available.
  • Establish a daily check in with employees utilizing the most reliable method/resource identified above.
  • Be prepared for workload and workload change discussions, operating status of both DLA and telework site, connectivity or other IT issues and the impact to employee workload, leave discussions, and the potential need for employees to return to the work site.
     

DLA Human Resources has developed Guidelines for Teleworking and Virtual Meetings for agency employees to follow while teleworking during the coronavirus pandemic and into the future.

General Telework Information for DLA Employees:

Employees in a telework status are subject to recall for mission-related reasons and should be postured to return to duty within one day of notification. Teleworking employees should maintain regular contact with their supervisors to discuss status and impact on customer support functions and receive any further guidance and work assignments.

DLA Human Resources maintains a telework webpage (DLA Common Access Card required) that includes links to existing policy and guidance related to telework.

DLA Information Operations (J6) has compiled a collection of steps to take and best practices to make prolonged teleworking as productive as possible. See the IT Readiness resource (DLA Common Access Card required) for more information.

See below section RECONSTITUTION GUIDANCE AND FRAMEWORK for guidance on telework during reconstitution phases.

 

Leave Flexibilities

(Updated 05/27/21) Administrative Leave to Obtain a COVID-19 Vaccination:

DLA employees are authorized up to four hours of administrative leave during work hours per COVID-19 vaccination event. The use of administrative leave is limited to time spent traveling to and from the vaccination location, time at the vaccination location, and, if needed, for a reasonable amount of recovery time. The four hours of administrative leave covers vaccines administered by any source, including DoD, federal, state, and local government organizations, or private health care providers and commercial pharmacies, such as Walgreens, CVS, etc.

Employees who experience an adverse reaction to a COVID-19 vaccination are authorized no more than two workdays of administrative leave for recovery per vaccination dose. Documentation of an adverse reaction or recovery requirement following a COVID-19 vaccination is not typically required except in cases of suspected leave abuse or leave restriction. Employees are not authorized to receive overtime hours for purposes of receiving a vaccination outside their scheduled tour of duty.

The EAGLE timecard code for administrative leave (LN) and reason code (23 – disease/virus prevention) should be used for the vaccinations and for time off for any associated adverse reaction.

Emergency Paid Leave (EPL) under the American Rescue Plan Act (ARPA) of 2021:

Emergency Paid Leave (EPL) is a temporary paid leave program established in the American Rescue Plan Act (ARPA) of 2021 intended to help Federal employees who are impacted by COVID-19. Unlike other leave programs, ARPA EPL is set up as an Emergency Federal Employee Leave Fund. Employees may request leave and, if eligible, DLA can conditionally grant ARPA EPL and submit a request for reimbursement to the Office of Personnel Management (OPM), which administers the fund. Complete information is detailed in the DLA ARPA EPL Guidance.

If an employee is eligible for ARPA EPL, the employee may use EPL if unable to work because the employee meets one or more of the following conditions:

  • Subject to COVID-19 governmental quarantine or isolation order/advisory;
  • Self-quarantining due to COVID-19 concerns on the advice of a health care provider;
  • Caring for an individual subject to (1) such order/advisory or (2) such advice;
  • Experiencing symptoms of COVID-19 and actively seeking (i.e., taking immediate steps to     obtain) a medical diagnosis;
  • Caring for a child when required because, due to COVID-19 precautions, the child’s school or place of care has been closed, or the child is participating in virtual learning instruction, or the child’s care provider is unavailable;
  • Experiencing any other substantially similar condition (as approved by OPM);
  • Caring for a family member (i) who has a mental or physical disability or who is 55 years of age or older and (ii) who is incapable of self-care, without regard to whether another individual other than the employee is available to care for such family member, if the place of care for such family member is closed or the direct care provider is unavailable due to COVID-19; and/or
  • Obtaining immunization related to COVID-19 or recovering from any injury, disability, illness, or condition related to such immunization (after using any administrative leave).

Weather and Safety Leave Guidance for DLA Employees:

Employees on weather and safety administrative leave are subject to recall for mission-related reasons and should be postured to return to duty within one day of notification.

Employees on weather and safety leave should maintain regular contact with their supervisors to discuss status and impact on customer support functions and receive any further guidance and work assignments.

DLA employees are instructed to follow the protocol outlined below while in a weather and safety leave status during the COVID-19 emergency.

Employees in a Weather and Safety Leave status must:

  • Provide reliable contact information to their supervisor (phone number or email address).
  • Respond to their supervisor as soon as possible and generally within two hours of contact.
  • Be prepared for the possibility of recall to duty status due to mission reasons. Supervisors will normally provide a one-day notice in the event this becomes necessary.
  • Expect to check-in with their supervisor at least twice a week for the duration of the time they are on administrative leave.
  • Provide their supervisor regular updates on their current leave status and request an alternate leave status if appropriate (e.g., sick leave if ill or annual leave for travel as appropriate).

Supervisors of Employees in a Weather and Safety Leave status must:

  • Request reliable contact information (phone number or email address) from employees on weather and safety leave.
  • Initiate contact with employees on weather and safety leave at least twice per week, or daily if necessary.
  • Notify employees of recall to duty status at least one day prior to the reporting date, if possible.
  • Request regular updates on employees’ current leave status to determine if administrative leave remains applicable or if some other leave category applies (i.e., sick leave if employee becomes ill or annual leave for travel as appropriate).

Additional Leave Categories/Flexibilities

If the employee exhausts available sick leave or Emergency Paid Leave (EPL) under the American Rescue Plan Act (ARPA), he/she may use accrued annual leave, request advanced sick or annual leave, request donated leave under the DLA Voluntary Leave Transfer Program (VLTP) (DLA Common Access Card required), or use any earned compensatory time off or credit hours. In addition, an employee may invoke his or her entitlement of up to 12 weeks to unpaid leave under the Family and Medical Leave Act (FMLA) for a serious health condition. An employee may substitute accrued annual leave and sick leave, as appropriate, for unpaid leave under FMLA.
 

 

health protection condition (HPCON) levels

(Updated 05/10/2021) Per the DLA COVID-19 Safety Plan, DLA requires each operational location to be categorized according to local pandemic-related conditions. DoD accomplishes this by utilizing the Health Protection Condition (HPCON) framework. The framework establishes an HPCON level for each location based on the instruction provided in the DoD memo, Guidance for Commanders’ Risk-Based Responses and Implementation of the Health Protection Condition Framework During the Coronavirus Disease 2019 Pandemic, dated April 29, 2021.

The authority to determine HPCON levels is delegated to the DLA Director and, for sites where DLA is the host, the authority is further delegated to the Installation Commander/Director.  Those with HPCON implementation authority must coordinate changes in HPCON levels with other military installations in the same local commuting area (e.g., approximately 30 miles) to the greatest extent practicable to facilitate consistency in response and unity of messaging. Tenant activities without HPCON authority should coordinate with the local installation commander.

Several fundamental protective actions are common to most levels, while more robust protective actions are implemented as the HPCON level rises from A through D.  Guidance for each HPCON level is outlined in the DLA COVID-19 Safety Plan.  The updated framework is based on a daily average of reported cases over the prior seven days, and incorporates whether cases are increasing, steady, or declining over time. 

Once an HPCON level is declared for a location, employees will be returned to facilities incrementally. The DLA Director has the authority to grant exemptions for workplace occupancy limits that are required for national security and the success of critical missions.
 

 

Official Travel

(Updated 05/21/21) Employees with mission-critical travel should follow the DoD guidance memo, Update to Conditions-based Approach to Coronavirus Disease 2019 Personnel Movement and Travel Restrictions dated March 15, 2021; DoD memo, Updated Travel and Foreign Visitor Guidance, dated April 7, 2021; and Force Health Protection Guidance (Supplement 20) – DoD Guidance for Personnel Traveling During the Coronavirus Disease 2019 Pandemic, dated April 12, 2021, to receive approval and determine the appropriate quarantine/ restriction of movement (ROM) requirements and timeframes, as well as telework and other leave options prior to coming on-site.

Supervisors must conduct risk assessments and ensure work-related travel COVID-19 hazards and control measures are included in their operational DD Form 2977. Once risk is accepted at the appropriate level, supervisors must brief employees using the completed form.
 

 

Personal Travel

(Updated 05/21/21) Employees engaging in personal travel are encouraged to carefully assess travel risk prior to travel, wear a mask during all portions of a trip, maintain physical distance from non-household members, maintain good hand hygiene by regularly washing hands with soap and water or using alcohol-based hand sanitizer if soap and water are not available, get tested, and stay home after higher-risk travel before returning to the workplace.

Employees with a top secret/sensitive compartmented information (TS/SCI) clearance have additional requirements for travel and should consult their local security officer.

Employees should carefully review the CDC and Department of State’s websites for travel alerts and warnings for both domestic and international travel before deciding to undertake personal travel and follow CDC precaution instructions. The State Department’s site also has information on embassies and consulates; entry, exit, and visa requirements; local laws and special circumstances; and health and medical facilities for every country. 

Employees who have onsite work requirements and responsibilities and will be taking leave to travel for personal reasons should contact their supervisor prior to leaving and returning to discuss telework and other leave options, as they may need to self-quarantine prior to coming onsite. For further guidance, review Force Health Protection Guidance (Supplement 20) – DoD Guidance for Personnel Traveling During the Coronavirus Disease 2019 Pandemic, dated April 12, 2021.
 

 

Military Personnel

(Updated 04/22/20) Military service members assigned to the Defense Logistics Agency should refer to the Military Personnel COVID-19 Guidance document for military-specific guidance on the following topics: international and CONUS-to-CONUS Stop Movement, family member concurrent travel, COVID-19 impacts on military pay and entitlements, and special leave accrual.

Military guidance changes frequently, and DLA Human Resources (J1) will update this guidance as necessary.

 

DEFINITIONS

COVID-19 Terminology

  • Quarantine - Separates and restricts movement of people who may have been exposed to a contagious disease, but do not yet show symptoms.
     
  • Isolation – Similar to quarantine except it applies to people who are already exhibiting symptoms.
     
  • Incubation period – Time from exposure to an infection to the onset of symptoms.
     
  • Epidemic – A rapid increase in the number of cases of a disease above what is normally expected in a given area's population.
     
  • Pandemic – An epidemic that has spread over several countries or continents, and affects a large number of people.
     
  • Endemic – Endemic means ongoing transmission or spread of an illness within a certain population or region.
     
  • Outbreak – Carries the same definition as epidemic, but it is often used for a more limited geographic area.
     
  • Self-observation means people should remain alert for subjective fever, cough, or difficulty breathing.
     
  • Self-monitoring means people should monitor themselves for fever by taking their temperatures twice a day and remain alert for cough or difficulty breathing.
     
  • Self-monitoring with delegated supervision means, for certain occupational groups (e.g., some healthcare or laboratory personnel, airline crew members), self-monitoring with oversight by the appropriate occupational health or infection control program in coordination with the health department of jurisdiction.
     
  • Self-monitoring with public health supervision means public health authorities assume the responsibility for oversight of self-monitoring for certain groups of people.
     
  • Active monitoring means that the state or local public health authority assumes responsibility for establishing regular communication with potentially exposed people to assess for the presence of fever, cough, or difficulty breathing.
     
  • Close contact is defined as:
    a) being within approximately 6 feet (2 meters) of a COVID-19 case for a prolonged period of time; close contact can occur while caring for, living with, visiting, or sharing a healthcare waiting area or room with a COVID-19 case.
    – or –
    b) having direct contact with infectious secretions of a COVID-19 case (e.g., being coughed on).
     
  • Public health orders are legally enforceable directives issued under the authority of a relevant federal, state, or local entity.
     
  • Social distancing means remaining out of congregate settings, avoiding mass gatherings, and maintaining distance (approximately 6 feet or 2 meters) from others when possible.
     
  • Telework-Ready –  Employee has a current telework agreement; has appropriate equipment and an internet connection; and has sufficient productive work assignments to do from their alternate worksite (i.e. home).