Important employment information regarding period of March 25-June 30

March 27, 2020

Key Definitions (will be utilized March 25, 2020 – June 30, 2020)

Stay-at-Home Order – the March 23, 2020 Governor Holcomb Executive Order that encourages most Indiana Residents to stay-at-home through April 6, 2020.  The Stay-at-Home Order provides Purdue the discretion to define those critical functions necessary to get us through the period of the Order. This time period will be extended if the Governor extends the Stay-at-Home Order for the state.

Essential Businesses and Operations – Types of business exempted from the Stay-at-Home Order. Educational Institutions, like Purdue, are Essential Businesses and Operations under ¶ 14(l) of the Order. Being identified as Essential Business and Operations permits Purdue to define for itself what areas of operations are critical while the Stay-at-Home Order is in effect. 

Emergency Family and Medical Leave (Emergency FMLA) – Leave that Purdue is federally required to provide to eligible employees who cannot work or telework due to a COVID-19 Qualifying Need. 

Emergency Paid Leave – Leave that Purdue is federally required to provide to all full and part-time employees who cannot work or telework due to a COVID-19 Qualifying Need.

COVID-19 Qualifying Need – Under Emergency FMLA and Emergency Paid Leave, an eligible employee must demonstrate one of the following qualifying needs: 

  • Employee is self-isolating or self-quarantining due to COVID-19 diagnosis based on recommendations from a medical provider or public health official; or, is awaiting a COVID-19 diagnosis. (Emergency Paid Leave)
  • Employee is caring for a family member who is self-isolating or self-quarantining due to COVID-19 diagnosis based on recommendations from a medical provider or public health official; or, is awaiting a COVID-19 diagnosis. (Emergency Paid Leave)
  • Employee is caring for a child due to school or childcare closure due to COVID-19 outbreak. (Emergency FMLA)

 

Remote Work or Telework – work done outside the traditional on-site work environment.

Critical On-Campus Support – those functions that are vital to the continuity of the university and can only be performed on campus, including Critical Research Support as defined by EVPRP Mayer on March 24, 2020 and those functions that must be performed on campus to facilitate remote learning. Each Dean, Vice President or Vice Provost is responsible for defining employees who perform Critical On-Campus Support Functions for their respective Unit. 

General Workforce – university faculty and staff who are working – whether on-campus, via Telework or in some combination, and who are not performing Critical On-Campus Support functions. 

Other Leave (with Pay) – the type of leave that any employee who is unable to work or Telework (and, who does not qualify for Emergency FMLA or Emergency Paid Sick Leave) may take between March 25, 2020 – June 30, 2020. Other Leave does not count against the Employee’s normal sick leave, vacation accruals or personal business days.  

 

 

 

Employment and Working March 25 – June 30, 2020

 

Does the March 25, 2020 guidance change the general terms and conditions of my employment? 

No. The guidance does not alter the terms and conditions of your employment. To the extent faculty or staff policies have been altered or relaxed due to the COVID-19 outbreak, those adaptations are found here.

My job is not a Critical On-Campus Support Function and I am unable to Telework, what do I do? 

Employees who are not performing a Critical On-Campus Support function and who are not able to Telework, may be assigned other duties. Employees should discuss with their supervisor about opportunities for other work, which may include completing necessary workplace certifications (via WebCert) or online professional development modules (via LinkedIn Learning). If your supervisor is unable to assign work, you will be approved for Other Leave. Supervisors should reach out to their HR business partner for assistance prior to approving leave. You will need to request this time through Success Factors as you normally request time off by selecting ‘Other Leave with Pay’ from the drop down options. This will ensure all proper accounting of leave without any loss of existing leave accruals.

I am a temporary employee, do I work March 25 – June 30, 2020? 

Temporary employees should speak with their supervisor to determine if they perform Critical On-Campus functions or are approved for Telework. Temporary employees who are unable to work or Telework are not eligible for Other Leave with Pay.

Can I come into to the office? 

While the Stay-at-Home Order is in effect (currently, until April 6, 2020), only Critical On-Campus Support Functions should be working on campus. Members of the General Workforce should not report to campus while the Stay-at-Home Order is in effect, but should continue to Telework.

Can employees be asked to work outside their job classification or in another department? 

Yes, employees may be required to work outside of their normal unit as deemed necessary during this time. Since all employees are being paid, employees are asked to remain available for work to the greatest extent possible.

Employees who are assigned duties, even if not a part of their normal assignment, and cannot perform those duties as assigned, must provide an acceptable reason why they cannot perform this work. An HR business partner can facilitate the discussion. Employees will not be eligible for Other Leave if they unreasonably refuse additional duties assigned. 

Can supervisors schedule employees to work hours or shifts that the employee normally does not work?

Yes, an employee may be asked to work more or different hours than normal, particularly during the period of time campus operations are impacted by the Stay-at-Home Order. Supervisors will attempt to provide as much advanced notice of changes to regular work schedules as possible.

Between March 25 and June 30, 2020, are students (undergrads or non-Graduate staff) continuing employment?

Students should discuss with their supervisor to determine if they are performing Critical On-Campus Support functions or have the ability to Telework. If it is determined that there is work to be done, students will be compensated accordingly. Students who are unable to work or Telework are not entitled to receive compensation.

What is meant by the statement that I will be paid through June 30, 2020 or the end of my contract period, whichever first occurs?

On March 25, 2020 the university announced that—no matter what unforeseeable events might occur between that day and June 30, 2020 on account of the COVID-19 outbreak—employees need not worry about their job security. The announcement is meant to be a broad statement of assurance during a very uncertain period.

Purdue recognizes that many of its faculty and staff have appointments for the 2019/2020 academic year that are scheduled to end prior to June 30, 2020. For example, a good number of individuals hold academic-year appointments. For those faculty and staff, their appointment will end as currently scheduled. Summer pay, as always, is dependent upon additional work assignments and, for researchers, available funding sources. Of course, benefits will continue as normal during the summer.

What if I am scheduled to separate my employment at Purdue prior to June 30, 2020?

Some faculty and staff may have already announced their retirement or resignation prior to June 30. Some post-doc appointments are scheduled to end prior to June 30, 2020. Some graduate staff will be graduating this spring. Any of these actions will take place as previously scheduled. An employee may not extend their previously scheduled separation from university employment to June 30, 2020.

 

Pay

 

How will staff be paid March 25 – June 30, 2020? 

 

Please use the Pay and Leave Table found here.

  

 

 

Tracking Time and Leave

 

How do I record my time March 25 – June 30, 2020?

Please use the Pay and Leave Table found here.

I am not performing Critical On-Campus Support functions and I am unable to Telework, how will I be paid? 

Employees who are not performing a Critical On-Campus Support function and who are not able to Telework, may be assigned other duties. Employees should discuss with their supervisor about opportunities for other work, which may include completing necessary workplace certifications (via WebCert) or online professional development modules (via LinkedIn Learning). If your supervisor is unable to assign work, you will be approved for Other Leave. Supervisors should reach out to their HR business partner for assistance prior to approving leave. You will need to request this time through Success Factors as you normally request time off by selecting ‘Other Leave with Pay’ from the drop down options. This will ensure all proper accounting of leave without any loss of existing leave accruals.

What if I need time away from work for reasons unrelated to the availability of work or the COVID-19 outbreak?

We understand that issues may arise requiring your attention that are not directly related to the COVID-19 outbreak. It is possible that you need time away from work to attend to other matters. During these times, you should still use your vacation, personal and sick leave time to attend to your personal needs. We trust that you will accurately record time consistent with this guidance.

Guidance on Emergency Paid Leave and Emergency FMLA which will become effective on April 1, will be released on or before March 30. 

 

Please use the Pay and Leave Table found here for guidance on taking leave.

 

I already requested time off or am currently on a leave between March 25 – June 30, 2020, what do I do?

Employees who are currently on an approved leave or have approved periods of paid time off will continue in those statuses until their previously-approved vacation, personal business or sick leave ends. If your plans have changed and you will be working, you should cancel your leave request in Success Factors.

Supervisors

I have an employee who does not perform Critical On-Campus Support functions during the Stay-at-Home Order and who reported to campus for work. What should I do?

During the Stay-at-Home Order, the General Workforce should Telework, if they are able to do so.  Employees who are not performing Critical On-Campus Support Functions should be sent home to Telework or may assigned to perform Critical On-Campus Support Functions in another area of campus if such work is available. 

I have an employee who is not performing duties as assigned, whether on campus or via Telework. What can I do? 

If the employee was aware of their duties assigned, but they did not perform, talk with them to find out why they didn’t complete duties as required. If they have a reasonable explanation, remind them of their responsibilities to appropriately complete duties or document time off. If their explanation is not reasonable given the situation, corrective action may be an option. Contact your HR business partner.

I have been identified as performing Critical On-Campus Support functions and I’m at higher risk for serious illness or uncomfortable reporting to work. What are my options?

Employees who have been identified as performing Critical On-Campus Support Functions and who are uncomfortable reporting to work should discuss this with their supervisor. The supervisor will work with the employee and their HR business partner to determine if there are Telework options or other considerations prior to being approved for Other Leave. If it is determined that the employee cannot work or Telework, the employee will request Other Leave through Success Factors by selecting ‘Other Leave with Pay’ from the drop down options.