Confirm the vaccine status of your employees and subcontractors

Your covered employees and subcontractors must be fully vaccinated by December 31, 2021.

What to do

We are requiring COVID-19 vaccination if you are a City contractor and your employees and subcontractors work in-person with City employees.

People are fully vaccinated 2 weeks after their final dose. To be fully vaccinated by December 31, 2021, your employees and subcontractors must have their final shots by December 17, 2021.

For each covered contract, you will only need to attest one time. 

1. Check who must be vaccinated

Covered employee

A covered employee is based on where and how long they work.

They must work:

  • In an indoor office workspace where City employees regularly work, or 
  • Within 6 feet of one or more City employees regularly

They must work for more than:

  • 4 total hours in a day
  • 15 total hours in a 7- day period
  • 20 total hours in a 14-day period

For more details on definitions, contact your department contract manager. 

COVID-19 vaccination is required for all current and future covered employees. You must ensure any new covered employees or subcontractors who start after December 31, 2021 are also vaccinated. 

2. Check if your employees are fully vaccinated

Your employees can show you their proof of vaccination in a few ways:

They cannot use a self-attestation of vaccination status or a negative COVID-19 test. 

If they lost their vaccine card, there are other ways to verify their vaccine status.

3. Fill out the form

You must verify and report your employee and subcontractor vaccination status. You must do this for each contract in every department.

Do not report the status of any one individual to the City. You should keep a list of your covered employees (but not their vaccine status) so that it’s available for City departments to review upon request. 

4. Email your completed form

Email your completed form to your department contract manager before December 31, 2021

You must ensure any new covered employees or subcontractors who start after December 31, 2021 are also vaccinated. 

Special cases

Exemptions

 

Your employees and subcontractors may be exempt if they have a qualifying condition or if they have a religious belief that prevents them from getting the vaccine. 

If you grant any exemptions, you must complete a form (Attachment A) and email it to your City department. They will decide the next steps to make sure the workplace is safe for everyone. 

Download form

Medical exemption

Some recognized medical conditions include: 

  • Severe allergic reaction to one or more of the COVID-19 vaccine ingredients 
  • Immediate hypersensitivity allergic reaction to a COVID-19 vaccine

Non-qualifying conditions include:

  • Allergies to food, pet, venom
  • Environmental allergies
  • Allergies to oral medications
  • Allergies to latex or egg 
  • Gelatin allergies
  • Local reaction around the vaccine injection area

Your employees and subcontractors must provide a signed letter from a doctor, a nurse, or a medical professional for proof of their conditions. 

Religious exemption

To qualify for a religious exemption, your employees and subcontractors must prove: 

  • That they have a sincerely held belief that prevents them from getting the vaccination, and 
  • That belief is religious rather than secular or scientific
Existing vaccination policies

If a contract is already covered under an existing City vaccine policy, you do not need to follow this new policy.

Support your vaccine hesitant employees

There are ways to make it easier for your employees and subcontractors to get vaccinated.  You can offer things like:

  • Flexible schedules 
  • Paid time off
  • Financial incentives
  • Personal leave

 

Compliance

If you are unable to follow the policy by December 31, 2021, contact the contracting department to discuss.

Get help

Contact your City department’s contracting manager for more details on reporting.

Last updated October 28, 2021