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COVID-19 Employee Resources

This webpage will be updated on a continuous basis. 

Administrative Affairs is here to help. Below you will find several tabs of COVID-related resources and information. To the right you will find two survey buttons in support of UW System Administrative Policy 1200-Interim 02: Interim: COVID-19 Leave Policy, in which UW-Whitewater strives to connect employees with meaningful work, and project managers with skilled workers who are available and eligible to assist them during this time.

The Office of Human Resources & Diversity is open for remote services only. Please contact HR&D via email for assistance at HR@uww.edu. You can also visit the UW- Whitewater UHCS COVID-19 Webpage for additional COVID-19 related resources.

Issues and processes are still under discussion at the UW-System level and some of these answers may change as decisions are made and we obtain new information.  We will keep this information as up-to-date as possible and will continue to add questions and answers as they arise.


COVID-19 Employee Resources

Information for Supervisors

Policy Resources

Resources on federal and state policies and regulations that are being impacted during the pandemic. This category includes topics such as accreditation, state authorization, veteran students, financial aid, and distance education authorization.

You can also visit the UW System Coronavirus FAQ webpage for more resources and information.

What are the current expectations of reporting to work for employees? (Updated 3/19)

While the university remains open, we are moving to operations with minimal staffing effective March 23, 2020. We are currently working to reduce the amount of employees working on-site and promote telecommuting and remote work as much as possible.

How will I be notified if I am an essential employee and what tier do I fall into?

Your supervisor will notify you if you are an essential employee and will communicate alternative work arrangements where possible. If you are unsure you should ask for guidance. Before communicating to employees, supervisors should ensure their designations have received division leadership’s approval.

Can my supervisor schedule me to work hours or shifts that I normally do not work?

Yes, you may be asked to work more hours or different hours than normal, especially if you have been designated as an essential employee or the university is short staffed as a result of the COVID-19 outbreak. We will attempt to provide advance notice if possible. Such changes are subject to the provisions of the work schedules and relevant pay policies located on the UWO HR website.

Can I be assigned to perform work that is not normally part of my position?

Yes, in times of emergency all employees must remain flexible to get the work done and may be asked to do work outside of their normal duties. Employees should anticipate being asked to perform work in place of absent or ill co-workers.

May I choose to go home if I don’t want to be exposed to a sick coworker who isn’t sent home?

Essential employees who are scheduled to work, must report to work. If an employee wants to request the ability to work from home or use leave due to personal reasons, they should discuss their situation with their supervisor. Supervisors have the discretion to make alternate arrangements on a case-by-case basis. Making up the work in the same workweek, working a different schedule, or working from home may be options available to you.

I’m not sick, but I don’t want to come to work for fear of becoming ill. Is my supervisor required to approve my request for time off?

No. You may request to take vacation; however, your supervisor is not required to approve your time off request if your department is short on staff. It is important to educate yourself about COVID-19 and its transmission. Visit UWW Covid-19 for the latest information. 

If an employee is sent home from work due to illness, will they be paid?

The following options are available, although not all options will be available in all situations depending upon the employee class, nature of the job responsibilities and the extent of the illness:

  • Use COVID-19 leave, accrued compensatory time, vacation, personal holiday or sick leave.
  • Make up the work on an hour-for-hour basis during the same workweek with supervisory approval
  • Work an adjusted schedule with supervisory approval
  • Work from home with supervisory approval utilizing the
  • Request a leave of absence without pay

During this COVID-19 outbreak, can my supervisor cancel my vacation time off request that has already been approved?

Yes, your supervisor has the authority to cancel any pre-approved vacation request, especially in circumstances where there are serious staff shortages as a result of illness. Your vacation also could be cancelled if you have been designated as essential staff due to the nature of your job responsibilities.

Does every employee have the ability to telecommute or work remotely?

Only employees whose job duties can be fulfilled from a remote location and who have all tools required for their job available to them at the remote location are able to telecommute. Employees should work with their supervisor to determine if telecommuting arrangements can be made. Supervisors are encouraged to work with employees to see if there are options available to them during this crisis. There may be cases where opportunities to work remotely are not available; however, this may be an opportunity for employees to complete online professional development activities, work on special projects or complete other duties outside of an employee’s daily on-site responsibilities.

Are student employees allowed to work at their on-campus job while the university has cancelled in-person classes? (Updated 3/19)

We recognize that many departments rely heavily upon student employees to perform certain work in their department. At this time student employees may continue working, with supervisor approval. However, as of Monday, March 23 we will be at minimal staffing so student employees might not have as many working opportunities in many areas. If a student employee is leaving campus or the area to go home, they should be excused from their job.

Are student employees who are now unable to work because of the pandemic able to apply for compensation via unemployment insurance? (New 3/19)

According to the Wisconsin Department of Workforce Development, student employees who are facing unemployment should apply for unemployment benefits. Students may be eligible based on previous jobs, and if there is a federal or state investment to expand eligibility, they will have had to apply to get help.

I have no other childcare arrangements and must stay home with my child(ren). How will I be paid?

Promptly notify your supervisor of the reason for your absence and your anticipated return to work date. In this situation, the following options are available although not all options will be available in all situations depending upon the nature of your job responsibilities:

  • Use up to 80 hours of COVID-19 leave
  • Use accrued compensatory time, vacation, personal holiday or sick leave.
  • Make up the work on an hour-for-hour basis during the same workweek with supervisory approval
  • Work an adjusted schedule with supervisory approval
  • Work from home with supervisory approval
  • Request a leave of absence without pay

Please contact HR@uww.edu if you have any questions.

Please visit the UW System FAQ page for general information about furloughs.

Please visit the UW System Benefits page for more information about how a furlough may impact your benefits.

Please visit the Wisconsin Department of Workforce Development webpage for more information about unemployment.  Please list your employer as "University of Wisconsin-Whitewater" (NOT UW-System or your department, etc.).

Please visit the UW System website to print out a pdf.  Please return to Benefits@uww.edu.

The calculation is the same for 9-month and 12-month salaried employees.  

Take monthly gross salary (found on earnings statements) / 176 hours (average number of work hours in a month).  This converts the monthly salary to an hourly rate, X the number of hours of furlough.  The result is the amount of the reduction in pay for those furlough hours.

Yes, you will still need to sumit monthly leave reports.  

Thank you for your patience. Due to the size of the recording file, it had to be broken into 2 pieces. Please watch both recordings for full webinar.  

The transcript is now available.

Please see 1st part of the recording from May 1, 2020 webinar.

Please see 2nd part of recording from May 1, 2020 webinar.

Please list your employer as "University of Wisconsin-Whitewater" (NOT UW-System or your department, etc.).

HR&D Payroll will be entering your time for you, you will not need to make any entries.

No.  Please  visit the UW System website to print out a pdf if you'd like to use sick time to pay for your insurance.

An employee would not receive holiday pay for any holidays that occur during the furlough, nor do these holidays become floating holidays.  However, employees on consecutive day furlough will receive the July 4th floating holiday regardless of consecutive day furlough effective dates.  

Yes.

Suggested e-mail response: I am out of the office (insert date) as part of UW-Whitewater’s COVID-19 related furloughs and I am currently unavailable. I will return on (insert date) and will respond to your message at that time. If there is something that needs immediate assistance, please contact _________________________.

 Suggested voice mail: Thank you for calling. I am currently out of the office as part of UW-Whitewater’s COVID-19 related furloughs and I am unavailable.  I plan return on (insert date) ; however, in the meantime, please contact ___________________________ for assistance.  Thank you for your understanding.

No. The income continuation insurance is a disability insurance that pays you when you are fully disabled and unable to work.  The insurance is not applicable in this furlough situation. 

The May payroll will be paid on 6/1/20.  The June payroll will be paid on 6/30/20, and July on 7/31/20.  Depending on the dates of an employee’s furlough, they may receive pay for some days of May,  June and/or July.

Please contact HR@uww.edu if you have any questions.

Intermittent FAQ

Please visit the UW System FAQ page for general information about furloughs.

Do Grad Assistants have to take intermittent furlough?  No.

Do Faculty have to take intermittent furlough?  Yes, they must take the 13 days during their 9 month academic contract.

Do University Staff Temporary Employees have to take intermittent furlough? Yes, if their FTE is 0.01 or greater.

Are part-time employees required to take intermittent furlough?  Yes, the number of furlough hours is based on FTE.

Do employees in grant-funded positions have to take intermittent furlough?  No.

If the request is done more than 14 days in advance, is pre-approved by the immediate supervisor, is done while on contract, this is a possibility.

Nine-month academic-year employees may only take furlough days during the academic year contract period; not during the summer months.

Yes, an employee can volunteer for furlough with Supervisor and HR approval.  The person then would need to follow up with Wisconsin Department of Workforce Development.  Please list your employer as "University of Wisconsin-Whitewater" (NOT UW-System or your department, etc.).

The deadline to use vacation has been extended until June 2021. This includes rollover vacation.

Employees on intermittent furlough will need to record their furlough hours on the timesheet in their portal.   

Instructional staff only need to complete the furlough hours taken, on the day they are taken in the timesheet, which can be entered in advance. Shared Services heard and updated the process for instructional staff to make it easier for furlough data entry. Here is the tipsheet.

Non-Instructional Employees need to do follow these instructions to complete their timesheet.

  • The furlough calculation for monthly employees will then use this entry to determine if the deduction from pay will be the full daily rate or half of the daily rate calculation.
  • Monthly employees who work non-8-hour shifts will need to account for hours remaining in the shift as the full and half daily rates are based on 8- and 4-hour days.
  • You will not need to specify when you take 1/2 day furlough time, just enter in 4 hours. 

UWW cannot answer questions for the Department of Workforce Development.

When you take furlough time off, you will select the appropriate option from the drop-down menu on your timesheet.  There is a selection for a full-day furlough (FURLM) and a selection for a half-day furlough (FUR50).  In the quantity column you will enter the number of hours of furlough prorated for your FTE, rounded to the nearest quarter hour (i.e. 80% FTE = 6.5 hours for full-day, 3.25 hours for half-day). 

 

Here is a tip sheet. 

This will be pro-rated based on FTE.

Yes, employees can take a half-day furlough day.  And yes, they can take two half-day furlough days in one week.  Please note that the total hours cannot exceed 40 hours in one week. 

Q: Will an employee be paid for a holiday that occurs while the employee is furloughed?

A: An employee would receive holiday pay, provided that the holiday does not coincide with their identified furlough day. 

Q: July 4th is a “floating legal holiday.”  How do I record it when I use it (1), and what if I use it during a week I take furlough (2)?

A:  (1) When using a “floating” legal holiday, it needs to be entered as an absence request with the leave type selected as “Legal Holiday (UNC).”  (2) After you enter the absence request, then go to the timesheet and it will show on the timesheet.  The furlough is entered on the timesheet using FURLM, and the rest of the week would include the legal holiday, and FUREG for days that are worked, and/or other paid leave being used which was entered as absence requests.

Q: Can we use a furlough day on a Friday, preceding a holiday weekend, and still be able to be paid for the holiday?  For example, what if  an employee takes off Friday, May 22, will Memorial Day get paid?

A: Yes, if you take a furlough day before a holiday, you will still be paid for the holiday if you work the day after the holiday.  Employees may take intermittent furlough on Friday May 22nd, or Tuesday, May 26th and still be paid for the holiday.  If they take both days as furlough days, they will not be paid for the holiday.  

Q: How do monthly Academic Staff report paid leave during a pay period where they take a furlough day?

A: Monthly employees can continue to record leave use in the manner they are currently using. It can be entered via Request an Absence OR on the Timesheet.  It should not be entered in both places.

Q: Do monthly employees need to record time worked for the full biweekly time period or only the week in which furlough is used?

A: Employees on intermirttent furlough will need to record their furlough hours on the timesheet in their portal. Non-teaching monthly salaried employees will also have to fill in the timesheet for the full two-week period when taking a furlough day.

Q: For monthly employees, will the entry of reg hours on the timesheet be used for tracking purposes only?

A: The entry is for tracking and approval processes.

Q? How is intermittent furlough calculated for monthly employees?

A: Monthly rate/22 days = daily rate.  This calculation will be automated.

The exemption for this follows the same exemption criteria that exists for the FLSA salary test (Teacher, Doctors, Lawyers).

Q:  Are international employees subject for furlough?

A:  Employees who are holders of H1-B status, as defined in 20 CFR 655.731,  are not subject to furloughs.  Employees who have changed status to permanent residence are treated the same as U.S. citizens in respect to being subject to furloughs.

Q:  Are international employees eligible for unemployment insurance?

A:  Unemployment insurance benefits regulations are state specific and typically contingent on how the state interprets “eligible to work” as it relates to various immigration statuses.   Please visit the NOLO webpage for helpful general information related to nonimmigrants.  For information specific to the state of Wisconsin, please go to the Department of Workforce Development and ask to speak with someone with expertise in this subject.

Employees can access their Timesheet, then Payable Time.  They will have to change the date range as needed. Please refer to the Screenshot provided.

Furlough entered on the timesheet is not immediately sent to the supervisor to approve in the manner of an absence request.  The timesheets are biweekly and are processed in the same way.  There is a “Time Admin” process that runs every day at approximately 9, 11, 1, 3, 5, and overnight.  It takes about an hour to run, and then the hours should be in the “Payable Time Approvals” section of the “Manager Self Service Dashboard” around 10, 12, 2, 4, 6, and first thing in the morning.  They will show as “Non Paid.”  IMPORTANT:  the default dates in the Payable Time Approvals section are for the current biweekly pay period.  Please change the dates to be for the full month (05/01/2020 to 05/31/2020) to see all requests that need to be approved in time for the monthly payroll.

Comp time can be used, but NO overtime is allowed. The total hours for the week cannot exceed 40, that includes the furlough hours.

This can be done; however, the request must be more than 14 days in advance, be approved by the supervisor and HR.

This is one of the reasons UWW worked with OGC and developed a Furlough Plan that supports flexibility so faculty can minimize as much disruption as possible for the students.

Please work with your direct supervisor and plan ahead.

It is essential that you work with your supervisor, of which, in this case it is the Department Chair. It is a matter of working together to minimize as much disruption for students’ academic studies.

No, furlough days can only be taken on the primary position and only while on contract during the academic year.

Yes, this is prior to the Final Monthly CALC – these dates have not been affected by COVID. The entries must be entered, approved by the approving supervisor and confirmed by Payroll in the HR&D Department PRIOR to the Final CALC and Confirmation, with the dates and times below: It is important to provide enough time to ensure approvals and processes are completed – it is a good practice to complete your entries a week before the CALC.

schedule

Depending on what ETF considers their highest three years of service, there could be minimal affect to their future annuity.