• What do I do if I’m concerned about another employee’s health status? 
  • Speak with your manager about your concerns. Do not confront the employee on your own.

• How should managers advise employees who have recently traveled and may have been exposed to COVID-19?
  • Please refer employees to the information on the VCU Alerts website or the VCU COVID-19 blog.

• What if an employee comes into work sick?
  • If an employee is presenting symptoms of COVID-19 (fever, cough, shortness of breath), managers should have the employee leave the worksite and consult with their health care provider. Employees who have symptoms of acute respiratory illness must stay home and not come to work until they are free of fever and other symptoms for at least 24 hours, without the use of fever-reducing or symptom-altering medicines (e.g. cough suppressants). Managers should not require a health care provider’s note for employees who are sick to validate their illness or to return to work.

• Should only designated employees report to work on campus?
  • Yes. Starting March 23, only designated employees may report to work on campus. All non-designated employees must work remotely until employees are permitted to return to work on campus. For more information and resources, visit telework.vcu.edu or Talent@VCU. 

• Now that VCU has implemented mandatory teleworking for all non-designated staff effective Monday, March 23, 2020, do staff need to complete a telework agreement?
  • Yes, employees complete the COVID-19 Incident Response Temporary Telework form. To make a change, please complete each section of the form and submit it a second time.

• How do employees obtain access to the VCU network and other software in order to work remotely?
  • VCU Technology Services provides a suite of software that enables remote work and collaboration while employees are working away from campus. Information on training opportunities within LinkedIn Learning, connecting to RamsVPN and other resources for remote work is available at telework.vcu.edu. Faculty have been provided with separate guidance on teaching remotely. 

• As a manager, what should I do to make sure my team is ready to “keep on working” remotely?
  • Develop plans for each staff member in the event that telework work is recommended or required. 
  • Learn more about Managing remotely with resources in Talent@VCU and the university telecommuting site at telework.vcu.edu - scroll to the bottom of the page.
  • Confirm that employees have access to either a home computer or VCU laptop and have the appropriate connections to VCU.  As possible, arrange for loaner laptops for those without appropriate equipment.
  • Develop lists of projects that can be accomplished while teleworking.
  • Remember to keep in mind that teleworking can include performing normal job duties and special projects.  Examples of special projects may include policy/procedure review and development, capturing knowledge to help new employees, electronic record review and clean up for compliance with records retention policies, reviewing past audit findings and ensuring actions taken to address, etc. During this time, managers may want to consider opportunities to cross train employees in support of career development and succession development.VCU HR has curated a list of online career development courses, which strengthen VCU core competencies that employees can complete while working remotely. These courses consist of 16 modules, providing 23 hours and 38 minutes of learning. Employees should be required to provide a summary of what they’ve learned from the online course and how it applies to the work performed. 

• Effective, Monday, March 23, 2020, VCU is requiring all non-designated employees to telework. May non-designated employees still come into the office?
  • Non-designated employees who feel they have a compelling reason to work on-campus, please discuss your designation with your manager.

• What happens to my benefits during this time?
  • Employee benefits for Faculty members, University and Academic Professionals, and classified employees continue automatically while employees continue to work (on campus or teleworking), are on paid leave, or are receiving short-term disability benefits. In the event of unpaid leave, covered employees are required to remit health plan premiums in order to continue health coverage. No retirement contributions are made during unpaid leave since there is no creditable salary; however, Virginia Retirement System members may purchase retirement service credit for periods of unpaid leave covered by the Family and Medical Leave Act (FMLA).

• Will the COVA employee health plans cover the cost of COVID-19 testing?
  • Refer to guidance from DHRM.

• Do the COVA health plans have any special coverage for COVID-19?
  • COVID-19 testing is covered by the COVA health plans with no out-of-pocket cost when medically necessary and ordered by an authorized provider. In addition, to avoid in-person office visits and possible exposure to COVID-19, the out-of-pocket cost for any virtual medical visit is waived for COVA Care through June 14 and COVA HealthAware through June 4. This includes LiveHealth Online (Anthem), Teladoc (Aetna) and other providers who offer virtual visits. For the COVA High Deductible Health Plan, the $0 cost applies only to COVID-19-related virtual visits through June 14. The COVA plans are also offering early prescription refills for a limited time. See important details and keep up with any changes by reviewing Your State Health Plans and COVID-19 on the DHRM website.

• Can I change my flexible spending account (FSA) election if my planned health or dependent care expenses are changing due to COVID-19? Will the plan year be extended?
  • The state health benefits program has announced a one-time grace period for flexible spending accounts due to end on June 30, 2020. Participants with active accounts as of June 30, 2020 may continue using account funds to file for claims incurred from July 1, 2020 through October 31, 2020. Claims must be submitted to PayFlex by November 30, 2020 in order to be eligible for reimbursement under the grace period. For details, see the DHRM Health Benefits e-newsletter published on June 10, 2020.
  • For dependent care FSAs, contribution election changes are permitted when you experience a change in dependent care costs or coverage, including changes due to the closure of a program.

• Can I take a loan or withdrawal from my retirement plan for unanticipated financial needs due to COVID-19?
  • As authorized by federal CARES Act legislation, loans and in-service withdrawals from the VCU 403(b) Tax Deferred Annuity plan will be permitted for COVID-19 related reasons. Hardship withdrawals, in-service withdrawals over age 59½,  and loans also remain available from the plan for non-COVID-19 related reasons. To initiate a loan or withdrawal, contact your account provider (TIAA and/or Fidelity Investments) directly. No VCU authorization is required.Loans and withdrawals are not available from the VCU Optional Retirement Plan, the VCU Cash Match Plan, or the Virginia Retirement System Defined Benefit Plans (VRS Plans 1 & 2, VaLORS Plans 1 & 2).For information about in-service withdrawals from the Commonwealth of Virginia 457 Deferred Compensation Plan (DCP), the Virginia 401(a) Cash Match Plan, and/or the VRS Hybrid 457, contact VRS Defined Contribution Plans customer service at 1-877-327-5261.

• If I am quarantined, or become infected with COVID-19, what rules apply to the privacy of this information?
  • As your employer, VCU may ask you for a doctor’s note or other health information as needed for administering leave, worker’s compensation, or disability benefits. For additional information, see “Employers and Health Information in the Workplace” at The US Department of Health and Human Services website. If you participate in state employee health coverage, please see the State Health Benefits Program’s HIPAA Employee/Retiree Privacy Notice.

• How do I know if I’m at high-risk for contracting COVID-19? 
  • According to the Centers for Disease Control and Prevention (CDC), those at high-risk for severe illness from COVID-19 include:
    • People aged 65 years and older
    • People who live in a nursing home or long-term care facility
    • People with chronic lung disease or moderate to severe asthma
    • People who have heart disease with complications
    • People who are immunocompromised, including cancer treatment
    • People of any age with severe obesity (body mass index (BMI at or greater than 40) or certain underlying medical conditions, particularly if not well controlled, such as those with diabetes, renal failure, or liver disease might also be at risk
    • People who are pregnant should be monitored since they are known to be at risk with severe viral illness, however, to date data on COVID-19 has not shown increased risk
    • Many conditions can cause a person to be immunocompromised, including cancer treatment, bone marrow or organ transplantation, immune deficiencies, poorly controlled HIV or AIDS, and prolonged use of corticosteroids and other immune weakening medications

• What should I do if I’m at high-risk of contracting COVID-19? 
  • Unless designated as an essential employee, all VCU employees should be working remotely effective March 23, 2020 and should not return to campus unless authorized. Any designated employee with elevated health risks should share their health risks with their manager and discuss any concerns about working on-site. Managers will work with HR Professionals to respond to these requests. VCU must balance the need for accommodating high health risk employees against a need for continuity of government operations.  
  • Read about resources for those in high-risk groups.These resources are provided by the Centers for Disease Control and Prevention (CDC).

Leave

• What types of emergency leave are available to faculty and staff?
  
  • Under circumstances outlined in these FAQs, both state and federal leave are available to faculty and staff whose ability to work is impacted by COVID-19. Available hours may be used continuously or intermittently.

Families First Coronavirus Response Act (FFCRA) – Federal emergency leave

The federal government passed the Families First Coronavirus Response Act (FFCRA), effective April 1, 2020, which includes the allocation of emergency sick leave for employees who cannot work as a result of COVID-19. Please review the FFCRA notification and the Department of Labor FFCRA FAQ list. VCU is still mapping out processes and procedures for FFCRA leave. More information will be posted soon.

• Are some employees ineligible for the emergency paid sick leave and expanded family and medical leave?
  • Due to the critical work supporting efforts to manage the pandemic and related operations, VCU is not required to provide emergency paid sick leave and expanded family and medical leave to health care providers and emergency responders. Management will review any requests on a case-by-case basis. If you have applied for unemployment, you are not eligible for FFCRA. 

• Who is considered to be an emergency responder under the FFCRA?
  • For the purposes of employees who may be excluded from emergency paid sick leave or expanded family and medical leave by their employer under the FFCRA, an emergency responder is an employee who is necessary for the provision of transport, care, health care, comfort, and nutrition of such patients, or whose services are otherwise needed to limit the spread of COVID-19. This includes but is not limited to military or national guard, law enforcement officers, correctional institution personnel, fire fighters, emergency medical services personnel, physicians, nurses, public health personnel, emergency medical technicians, paramedics, emergency management personnel, 911 operators, public works personnel, and persons with skills or training in operating specialized equipment or other skills needed to provide aid in a declared emergency as well as individuals who work for such facilities employing these individuals and whose work is necessary to maintain the operation of the facility.

• What leave code in RealTime do I use for FFCRA?
  • We are still developing the new leave code. Timekeepers, HR staff and this webpage will be updated once the code is available. The lack of a code does not prevent use of the leave, effective April 1.

• Who do I contact if I need to use this leave?
  • As with any leave usage, your manager is your first point of contact.  

• What documentation do I need for FFCRA emergency sick leave?
  • Employees should consult with their managers about their need to use FFCRA emergency sick leave and should be expected to provide information and documentation regarding their need to take FFCRA emergency sick leave. Managers should be understanding if an employee is unable to immediately provide a doctor’s diagnosis, proof of illness or other reason for being out of work, but managers should request and employees should be expected to produce information and documentation about their illness, diagnosis or other reason for being out of work as a result of this public health emergency within a reasonable period of time after the public health emergency has passed. 
  • Use of the up to 2 weeks of Emergency Sick Leave and 10 weeks of Emergency Family & Medical Leave to care for a child whose school/daycare is closed requires no additional documentation at this time, as Governor Northam has closed all schools in Virginia through the end of the school year.  For a daycare closure, you may be asked to provide a copy of your notification of the closure.

• Can I use my own university leave to supplement the ⅔ (up to $200/day) pay that I will receive for the leave that allows me to remain home with my child whose daycare/school has closed due to COVID-19 orders?
  • Yes. You may use university leave or annual leave to supplement the first 80 hours (2 weeks of up to $1000 of emergency sick leave. If you request the additional 10 weeks (up to $1000/week) of emergency sick leave, you must supplement the emergency sick leave with your own university or annual leave. If you work full-time, you will charge 5 hours and 22 minutes (5:22) to the FFCRA leave in RealTime and 2 hours and 38 minutes (2:38) to your own leave balances each day.

• I’d like to take the paid sick leave and expanded family and medical leave for 12 weeks in order to homeschool my children whose schools are closed. ⅔ of my daily pay is greater than $200; may I still take the leave?  How much of my own leave will I need to use each week if I want to receive my full paycheck?
  • If you would like to take the 12 weeks of paid sick leave to care for or homeschool your children whose daycare or schools are closed, you may supplement the ⅔ daily pay with your own leave for the first 2 weeks (up to $1000 per week). After the first two weeks, you must supplement the remaining 10 weeks of ⅔ pay with your leave. The leave will simply cover less than ⅔ of your salary each day, requiring you to make up the difference. In order to determine the amount of leave you will need to use, you should contact your HR Professional.
    • As an example, an employee makes $85,000, earning $327 each day. 
    • $40.87 is the dollar equivalent for each hour of leave. 
    • $327 (the employee’s daily rate) – $200 (amount eligible under FFCRA) = $127
    • $127/$40.87 (value of each leave hour) = 3.1 hours or 3 hours and 6 minutes (3:06) of personal leave and 4:54 of FFCRA leave.

• Can I take the leave intermittently or over an extended period of time (more than 10 weeks) if I am sharing child care duties with my spouse/partner?
  • Yes, this is possible. Please work with your manager and HR Professional to understand how the FFCRA leave will work in this situation.  Typically, FLSA exempt University & Academic Professionals would take the FFCRA leave in either full day or half day increments.
  • If you are unable to telework for your normal schedule of hours due to one of the qualifying reasons in the Emergency Paid Sick Leave Act, you may take intermittent leave in any increment, provided that you and your manager agree. In that situation, you and your manager may agree that you may take paid sick leave intermittently while teleworking. Similarly, if you are prevented from teleworking your normal schedule of hours because you need to care for your child whose school or place of care is closed, or child care provider is unavailable because of COVID-19 related reasons, you and your manager may agree that you can take expanded family medical leave intermittently while teleworking.
  • Once you and your manager have a schedule worked out, you should consult with your HR Professional to confirm the correct way to charge the time.

• Do I qualify for leave for a COVID-19 related reason even if I have already used some or all of my leave under the Family and Medical Leave Act (FMLA)?
  • If you are an eligible employee, you are entitled to paid sick leave under the Emergency Paid Sick Leave Act regardless of how much leave you have taken under the FMLA.
  • However, your eligibility for expanded family and medical leave depends on how much leave you have already taken during the 12-month period that your employer uses for FMLA leave. VCU’s leave period is January 10 through January 9 of the following year. You may take a total of 12 workweeks for FMLA or expanded family and medical leave during a 12-month period. If you have taken some, but not all, 12 workweeks of your leave under FMLA during the current 12-month period determined by your employer, you may take the remaining portion of leave available. If you have already taken 12 workweeks of FMLA leave during this 12-month period, you may not take additional expanded family and medical leave. 
  • For example, assume you have already taken two weeks of FMLA during the current leave year (January 10 - January 9) for personal medical reasons. This leaves 10 weeks of  weeks of FMLA leave entitlement remaining (except in the case of military caregiver FMLA which expands entitlement to 26 weeks). Because expanded family and medical leave is a type of FMLA leave, you would be entitled to take up to 10 weeks of expanded family and medical leave, rather than 12 weeks. And any expanded family and medical leave you take would count against your entitlement to pre-existing FMLA leave.

Public Health Emergency Leave (PHEL) – State emergency leave

The state of Virginia’s Public Health Emergency Leave (PHEL) provides all classified and non-classified employees with up to eighty (80) hours of emergency leave due to a pandemic. Governor Northam declared a public health state of emergency on March 12, 2020 invoking PHEL.

• Under what circumstances can I use PHEL? 
  • Employees are expected to work remotely to the extent possible. If employees are unable to work remotely, employees may use PHEL:
    • To attend to their own medical needs or the medical needs of an immediate family member being tested, quarantined or treated for COVID-19;
    • To make alternative childcare arrangements due to closure of day care centers/schools due to COVID-19;
    • If an employee’s job is not conducive to telework or other alternatives are not possible. 

• Who is eligible for PHEL? 
• Up to 80 hours of Public Health Emergency Leave is currently available to all state employees, including university and academic professionals, classified staff, faculty, adjunct faculty, wage, graduate research assistants and hourly student workers (wage) provided they are actively employed at the time the leave is needed. Student workers have already been provided with leave beyond the two (2) weeks provided for in this policy.
• PHEL is prorated based on the number of hours employees are normally scheduled to work. The maximum paid leave may not exceed the maximum number of hours an employee would normally work each week. 
• Full-time employees will receive up to 80 hours. 
• Part-time employees (less than 1.0 FTE) will receive pro-rated paid leave based on FTE or the hours normally scheduled to work. For example: 
• 0.50 FTE part-time employee would be granted up to 40 hours. 
• If a wage employee normally works 20 hours per week, the maximum amount of paid leave should be 20 hours per week.
• When a wage employee’s hours vary, use an average as the maximum.
• Affordable Care Act (ACA) considerations and the 1,500-hour threshold still must be taken into consideration.

• What leave code should be used in RealTime for PHEL?
• 91 - "Public Health Emer Lv" for salaried staff.
• 90 - "Wage Paid Leave" for hourly staff.

• I am an hourly worker and I've completed all assigned development activities and cross training. There are no more assignments for me. May I use PHEL for 2 weeks prior to applying for unemployment?
• You are eligible for two (2) weeks of PHEL based on your normal schedule. If you have applied for unemployment, you are not eligible for PHEL.

• I’m working to make arrangements for my children during this period of school closure. May I use PHEL?
• Yes, you may use PHEL on a temporary basis while you are unable to work and are actively securing childcare. PHEL is not intended to be used for long periods of time to care for children who are out of school or whose daycares are closed. FFCRA leave may be used for longer periods of time (up to 12 weeks at 2/3 pay, $1,000 per week maximum) when a parent cannot work and must provide child care or homeschooling as a result of school or daycare closures related to COVID-19.

• I am immunocompromised and have been advised by my doctor to self-quarantine. May I take leave instead of working remotely?
• All VCU employees are expected to work remotely to the extent possible. If an employee is unable to work remotely, the employee may use PHEL (up to 80 hours) and then may use other personal leave (if available) after consulting with their manager. 

• My children are mostly self-sufficient during this period of school closures. What do I need to know about remote working in this situation?
• This situation is treated similarly to a weather emergency when local schools are closed, but the university is open. VCU instituted mandatory remote work on March 23, 2020, and, to the extent possible, all employees are expected to continue to work remotely and may not return to VCU campus until/unless authorized. Designated employees are expected to work closely with their managers in this situation and follow established protocols.
• If you need to care for a child whose school or place of care is closed (or child care provider is unavailable), please see instructions on FFCRA leave.
• Managers are encouraged to be flexible with employees dealing with their children’s school closings.

• What options are available if an employee or a family member is quarantined with COVID-19?
• All employees may request up to 80 hours (see max amounts in previous question) of Public Health Emergency Leave (PHEL) if unable to work remotely while self-quarantining or supporting a quarantined family member.
• Faculty and adjunct faculty should teach remotely or arrange coverage (PHEL). 
• See the FFCRA section for additional options.  

• I was quarantined for COVID-19 for 2 weeks and used PHEL.  I now have been diagnosed with COVID-19. May I use the FFCRA sick leave?
• Yes. As applicable, employees may use both the PHEL and the provisions of the FFCRA leave.

• What leave may employees use if they or a family member are diagnosed with COVID-19?
• PHEL (a maximum of 80 hours) is available to all employees during this public health situation. It does not carry over or get paid out upon separation. Faculty and staff should contact their management to ensure coverage of courses and work responsibilities.
• Employees are also eligible to use the FFCRA leave provisions.
• Faculty and staff in the Traditional Sick Leave plan (TSLP) may use their annual leave or TSLP for personal illness, annual leave for family illness, or may use a portion of their TSLP for a family illness that is covered by FMLA.
• Faculty members, university and academic professionals, and classified employees who are in the Virginia Retirement System and covered by VSDP may apply for VSDP short-term disability benefits for their own illness by contacting Reed Group. PHEL may be used to cover the waiting period for short-term disability benefits. For family illness, annual leave, university leave,VSDP personal/family leave, and/or VSDP sick leave may be used. For a family member’s illness, use of VSDP sick leave is limited to FMLA covered illness and a maximum of 33% of the balance.
• University and academic professionals who are in the Optional Retirement Plan, or are in the Virginia Retirement System with less than one year of VSDP coverage, may apply for short-term disability benefits for their own illness by contacting The Standard. PHEL may be used to cover the waiting period for short-term disability benefits.  For family illness, University Leave may be used. Please refer to VCU HR website leave for guidance.

• If I can’t come to work because of a quarantine, am I eligible for short-term disability benefits?
• Quarantine, on its own, is not a medical condition that qualifies an employee for short-term disability benefits. 

• What documentation do I need to be eligible for PHEL?
• Employees should consult with their manager about their need to use PHEL and should be expected to provide information and documentation regarding their need to take PHEL. Managers should be understanding if an employee’s is unable to immediately provide a doctor’s diagnosis, proof of illness or other reason for being out of work, but managers should request and employees should be expected to produce information and documentation about their illness, diagnosis or other reason for being out of work as a result of this public health emergency within a reasonable period of time after the public health emergency has passed. 

• If I am diagnosed with COVID-19 or if I am caring for a family member who has been diagnosed with COVID-19, am I eligible for leave share or caregiver leave?
• If you are a faculty member or classified employee in the Traditional Sick Leave Program (TSLP), you are eligible to receive leave share donations for your own COVID-19 illness if you have exhausted your own leave balances, are eligible for FMLA, and have entered a leave without pay status. If you are a faculty member or classified employee (VSDP or TSLP), you are also eligible to receive leave share donations for a family member’s COVID-19 illness that is covered by FMLA if you have exhausted your own leave balances and have entered a leave without pay status. VCU Leave Administration administers the university’s leave share program. If you have questions, contact VCU Leave Administration at leave@vcu.edu or call (804) 828-1712 with questions. Review general leave policies.
• If you are a university and academic professional with at least one year of service, and are caring for a family member who has been diagnosed with COVID-19, you are eligible for caregiver leave after using 40 hours of your own leave balances. If additional leave is needed, please contact VCU Leave Administration (804) 828-1712 or leave@vcu.edu or your HR Professional. Review caregiver leave information.

• What can I do if I believe I have been exposed to COVID-19 at work?
• If you believe you have been exposed at work and are therefore subject to quarantine, you may file a workers’ compensation claim for any lost wages. The state employee workers’ compensation program determines eligibility for workers’ compensation benefits. In many cases, you may be provided with an alternate work arrangement that prevents you from losing wages. If you choose to decline work that is offered to you, you will not be eligible for lost wage benefits under workers’ compensation. Workers’ compensation lost wage benefits are offset by any wages you earn.
• If you are diagnosed with a COVID-19 infection due to exposure at work, you may file a workers’ compensation claim for medical care. The state employee workers’ compensation program determines eligibility for workers’ compensation benefits. Learn more about filing a workers’ compensation claim. 

• If I require greater than the 2 weeks of available PHEL, due to a personal COVID-19 diagnosis or family member with the diagnosis, am I eligible for leave share or caregiver leave?
• Please see available options for you with the FFCRA leave.
• In addition:
• If you are a classified employee or faculty member who participates in the Traditional Sick Leave Program (TSLP), and have exhausted your paid leave balances, and require continued absence covered by FMLA due to your own diagnosis of COVID-19, you are eligible to receive leave share donations.
• If you are a classified employee or faculty member (TSLP or VSDP participant), and have exhausted your own paid leave balances and require continued absence due to a family member’s COVID-19 illness that is covered by FMLA, you are eligible to receive leave share donations. If you have questions, contact VCU Leave Administration at leave@vcu.edu or call (804) 828-1712 with questions. Review general leave policies.
• If you are caring for a family member with COVID-19 illness and you are a university and academic professional with at least one year of service, you are eligible for caregiver leave after using 40 hours of your university leave balances. If additional leave is needed, please contact VCU Leave Administration at (804) 828-1712 or leave@vcu.edu. Review caregiver leave information. 

Additional leave FAQ

• I am immunocompromised and have been advised by my doctor to self-quarantine. May I take leave instead of working remotely?
  • All VCU employees are expected to work remotely to the extent possible. If an employee is unable to work remotely, the employee may use PHEL (up to 80 hours) and then may use other personal leave (if available) after consulting with their manager. 

• My children are mostly self-sufficient during this period of school closures. What do I need to know about remote working in this situation?
  • This situation is treated similarly to a weather emergency when local schools are closed, but the university is open. VCU instituted mandatory remote work on March 23, 2020, and, to the extent possible, all employees are expected to continue to work remotely and may not return to VCU campus until/unless authorized. Designated employees are expected to work closely with their managers in this situation and follow established protocols.
  • Faculty, adjunct faculty, Academic Administrators, Graduate Teaching Assistants, and Post-docs should consult with the Dean, Chair, or Manager of their respective departments to discuss options.  If the use of leave is needed, please refer to the leave guidelines if you have specific questions.
  • University and academic professionals and classified staff may work remotely if practical (i.e. to what extent do the children require the employee's attention?) If unable to work remotely, university and academic professionals and classified staff may use PHEL.
  • Wage employees are compensated only if they are able to effectively telework and are eligible for PHEL as described above if they are not able to work remotely.
  • Managers are encouraged to be flexible with employees dealing with their children’s school closings.

• What options are available if an employee or a family member is quarantined with COVID-19?
  • All employees may request up to 80 hours (see max amounts in previous question) of Public Health Emergency Leave (PHEL) if unable to work remotely while self-quarantining or supporting a quarantined family member.
  • Faculty and adjunct faculty should teach remotely or arrange coverage (PHEL). 

• What leave may employees use if they or a family member are diagnosed with COVID-19?
  • PHEL (a maximum of 80 hours) is available to all employees during this public health situation. It does not carry over or get paid out upon separation. Faculty and staff should contact their management to ensure coverage of courses and work responsibilities.
  • Faculty members and classified employees in the Traditional Sick Leave plan (TSLP) may use their annual leave or TSLP for personal illness, annual leave for family illness, or may use a portion of their TSLP for a family illness that is covered by FMLA.
  • Faculty members, university and academic professionals, and classified employees who are in the Virginia Retirement System and covered by VSDP may apply for VSDP short-term disability benefits for their own illness by contacting Reed Group. PHEL may be used to cover the waiting period for short-term disability benefits. For family illness, annual leave, university leave,VSDP personal/family leave, and/or VSDP sick leave may be used. For a family member’s illness, use of VSDP sick leave is limited to FMLA covered illness and a maximum of 33% of the balance.
  • University and academic professionals who are in the Optional Retirement Plan, or are in the Virginia Retirement System with less than one year of VSDP coverage, may apply for short-term disability benefits for their own illness by contacting The Standard. PHEL may be used to cover the waiting period for short-term disability benefits.  For family illness, University Leave may be used. Please refer to VCU HR website leave for guidance.

• If I can’t come to work because of a quarantine, am I eligible for short-term disability benefits?
  • Quarantine, on its own, is not a medical condition that qualifies an employee for short-term disability benefits. 

• If I am diagnosed with COVID-19 or if I am caring for a family member who has been diagnosed with COVID-19, am I eligible for leave share or caregiver leave?
  • If you are a faculty member or classified employee in the Traditional Sick Leave Program (TSLP), you are eligible to receive leave share donations for your own COVID-19 illness if you have exhausted your own leave balances, are eligible for FMLA, and have entered a leave without pay status. If you are a faculty member or classified employee (VSDP or TSLP), you are also eligible to receive leave share donations for a family member’s COVID-19 illness that is covered by FMLA if you have exhausted your own leave balances and have entered a leave without pay status. VCU Leave Administration administers the university’s leave share program. If you have questions, contact VCU Leave Administration at leave@vcu.edu or call (804) 828-1712 with questions. Review general leave policies.
  • If you are a university and academic professional with at least one year of service, and are caring for a family member who has been diagnosed with COVID-19, you are eligible for caregiver leave after using 40 hours of your own leave balances. If additional leave is needed, please contact VCU Leave Administration (804) 828-1712 or leave@vcu.edu or your HR Professional. Review caregiver leave information. 

• What can I do if I believe I have been exposed to COVID-19 at work?
  • If you believe you have been exposed at work and are therefore subject to quarantine, you may file a workers’ compensation claim for any lost wages. The state employee workers’ compensation program determines eligibility for workers’ compensation benefits. In many cases, you may be provided with an alternate work arrangement that prevents you from losing wages. If you choose to decline work that is offered to you, you will not be eligible for lost wage benefits under workers’ compensation. Workers’ compensation lost wage benefits are offset by any wages you earn.
  • If you are diagnosed with a COVID-19 infection due to exposure at work, you may file a workers’ compensation claim for medical care. The state employee workers’ compensation program determines eligibility for workers’ compensation benefits. Learn more about filing a workers’ compensation claim. 

• I am experiencing stress or anxiety around COVID-19. Who can I talk to?
  • If you participate in state employee health plan with Anthem (COVA Care, COVA High Deductible Health Plan), Aetna (COVA HealthAware), Optima Health (Optima Health Vantage), or Kaiser Permanente (Kaiser Permanente HMO), you may speak with a counselor by contacting your Employee Assistance Program (EAP). The EAP covers up to four consultations at no cost. Telephone and telemedicine services are available. EAP benefits also extend to your family members. 
  • If you do not participate in a state employee health plan, you can still access the online resources of the Anthem EAP by using the employer name “Commonwealth of Virginia” to log in, or access online self-help resources available through University Counseling Services. You may also consult your local Community Services Board for assistance in accessing resources. The listing of Community Service Boards is available on the Virginia Department of Behavioral Health & Development Services website. 

• I am an HR Professional or Department Head at VCU and need to request on-site counseling for employees in my department due to COVID-19 related issues.
  • Contact VCU Human Resources at (804) 828-1521 or worklife@vcu.edu to request Critical Incident Response services from the statewide Employee Assistance Program (EAP).

• Will I continue to be paid?
  • Payroll will run as usual. Leadership has made every effort to ensure VCU employees are not unduly harmed by the impact of the virus and that employees continue to work and be paid in most situations.

For information regarding parking and transportation at VCU, visit the COVID-19 Parking and Transportation updates page.

• What do I do if I test positive for COVID-19 or if I need to report an employee or student who tested positive?
  • Report positive student cases of COVID-19 infection to University Student Health Services at (804) 828-8828.
  • Report positive employee cases of COVID-19 infection to VCU Employee Health at (804) 828-0584.
• With cases of COVID-19 now identified in the VCU community, it is important that we all follow the same reporting procedures to reduce the risk of further infection. 

• What if an employee comes into work sick?
• If you develop symptoms consistent with COVID-19, please go home immediately, quarantine yourself and contact your healthcare provider. COVID-19 symptoms are generally flu-like, but may include even mild symptoms such as subjective fever (chills, body aches, malaise), documented fever (even low-grade), and cold symptoms including cough, runny nose, or congestion, or any nausea or gastrointestinal symptoms.

• When can an employee return to work after an illness?
  • Following guidance from the CDC, those with COVID-19 who have stayed home (home isolated) can stop home isolation under the following conditions:
  • If you do not have a test to determine if you are still contagious, you can leave home after these three things have happened:
    • You have had no fever for at least 72 hours (that is three full days of no fever without the use medicine that reduces fevers) AND
    • other symptoms have improved (for example, when your cough or shortness of breath have improved) AND
    • at least 7 days have passed since your symptoms first appeared

• If you will be tested to determine if you are still contagious, you can leave home after these three things have happened:
• You no longer have a fever (without the use medicine that reduces fevers) AND
• other symptoms have improved (for example, when your cough or shortness of breath have improved) AND
• you received two negative tests in a row, 24 hours apart. Your doctor will follow CDC guidelines.
• For all other illnesses, employees must stay home and not come to work until they are free of fever and other symptoms for at least 24 hours, without the use of fever-reducing or symptom-altering medicines (e.g. cough suppressants).
• If you are uncertain about returning to work, please contact VCU Employee Health for guidance.

• Will I be notified if an employee or student has tested positive for COVID-19?
  • Individuals that are determined to have been in close contact with individuals with confirmed cases will be contacted directly by VCU or the Richmond City Health Department and guided to isolate and monitor their health. Please note, VCU is working closely with local and state health officials as the number of potential exposures to COVID-19 in the Richmond area is expected to grow. Following their guidance, VCU will not issue university-wide communications about confirmed or suspected cases. When an individual tests positive for COVID-19 and has been in campus facilities, the dean or department head will notify your school or department about additional cleaning or areas that will be temporarily closed if such a notification is warranted.

• Will the VCU community be notified of all positive COVID-19 cases at VCU?
  • We are working closely with local and state health officials as the number of potential exposures to COVID-19 in the Richmond area is expected to grow. Following their guidance, we will not issue university-wide communications about confirmed or suspected cases. The most effective protocol is to communicate directly with a unit where there has been a confirmed case of COVID-19.

• What is the process for cleaning VCU facilities during this pandemic? What about areas where employees or students have tested positive for COVID-19?
  • VCU Facilities Management published FAQs relative to cleaning and disinfecting procedures to prevent the spread. This includes procedures for areas where cases are confirmed. VCU is following EPA, CDC and OSHA guidelines for cleaning and disinfecting. Learn more at fmd.vcu.edu/covid-19/.

• How should departments and schools proceed with staffing given the decision to teach all classes remotely?
  • See guidance from the Office of the President.

• I’m not sure of my status as a designated or non-designated employee. How do I find out?
  • Designated employees are those who are required to work or have a compelling reason to be on-site during this public health crisis. Non-designated employees will telework during mandatory teleworking, effective March 23, 2020. Employees should check with their manager if they are unsure of their designated status.

• What additional steps should managers take to ensure critical operations continue during the COVID-19 pandemic?  
  • Managers should consult their departmental Business Continuity of Operations Plan and identify and inform designated and non-designated employees relative to VCU’s implementation of mandatory teleworking. If you need to add employees to your list, please notify the impacted employees in writing. Designated employees report to work with the mandatory teleworking COVID-19 incident response, beginning Monday, March 23, 2020. Non-designated employees will telework.

• Is my federal work-study or student worker assignment continuing during the remote teaching COVID-19 incident response?
  • Federal work-study and student worker assignments requiring a physical presence on campus terminated effective March 17, 2020.  

• Will I receive any further compensation from the university?
  • The Department of Education has indicated that universities may continue to pay out federal work-study awards. In keeping with the university commitment to student safety and well-being, the university will continue payment of student workers through May 9.
  • Students who are part of the federal work-study program will be paid up to the amount of their award on the normal semi-monthly pay schedule.
  • Student Workers (non-federal work-study) will have their payments continued through May 9.   
  • Payment is a calculated weekly rate based upon scheduled hours, as reflected in past earnings between January 13 and March 6. Payment continues on a semi-monthly basis. Payment is calculated by Payroll Services.
  • Some students whose work is or can be performed remotely, such as student tutors or help desk support, have been asked to continue working and are provided with premium pay (1.5 times your regular hourly rate). Supervisors have reached out to you if your work falls into this category. 

• My first check is half the amount I was expecting. Why is this?
  • The original Spring Break (week of March 9) was not included in this process, unless the student actually worked during the Break, in which case they were paid for hours worked. The payments began the week of extended Spring Break, March 16. Your next check should be the amount that you were anticipating.

• Are there any limits to the amount of compensation that I may receive through this process?
  • Federal work-study participant payments are limited by the amount of their awards.
  • No student worker or federal work-study participant may be paid for more than 1480 hours between the period of May 1, 2019 and April 30, 2020. As noted in your employment offer letter, all student workers and federal work-study (FWS) participants are limited by the Commonwealth of Virginia provision in the 2013 Appropriation Act that amends the Manpower Control Program to limit work hours for all employees who are ineligible for coverage in the State Health Benefits Program. As a result of this legislation, hourly employees (including student workers and FWS participants) may not work more than 29 hours per week on average over a 12-month period. At VCU, we use 1480 hours as the maximum number of hours over the 12-month period. In this calculation, hours paid, rather than hours worked are counted. Student workers and FWS who are paid for leave rather than for hours worked are still accruing hours for purposes of 1480 reporting. Students who received an exception and are receiving premium pay of 1.5 hours for each hour worked will also have time paid, rather than time worked as the basis for this calculation.

• Is my federal work-study or student worker assignment continuing during the remote teaching COVID-19 incident response?
• No. Federal work-study and student worker assignments requiring a physical presence on campus terminated effective March 17, 2020.  

• Will I get paid for the week of March 16 that is now part of the extended spring break?
• Yes. Your pay amount will be determined based on your average weekly earnings prior to spring break.

• How do I confirm if I should work remotely?
• Supervisors will reach out to you if you should work remotely.

• I live in the Richmond area. Should I continue coming onto campus for my student worker position?
• No. Students should not return to campus for student worker assignments. Supervisors will reach out to you if you are requested to work remotely.

• My student work assignment is with an off-campus organization. Should I continue working?
• No. Even though this organization remains open for business, students must discontinue working.

• I worked during the original Spring Break week. Will I get paid?
• Yes. You will be paid for hours worked during the week of March 9-13.​​​​​​​​​​​​​​

• I did not work during the original Spring Break week. Will I get paid?
  • No. These payments begin the week of extended Spring Break, March 16.

• I am a graduate student, should I continue to come to campus?
• Refer to the communications sent on Friday, March 13 from the Dean of the Graduate School.

• I am working on a critical research project. May I continue working on-site?​​​​​​​
• Vice presidents may approve exceptions for students working on-site to support critical research. Your supervisor will reach out to you if your position is approved as an exception.

• I am a student worker. Am I eligible for unemployment benefits?
• By law, student workers are not eligible for unemployment benefits. VCU is providing student workers with paid leave time if they are not authorized to work remotely. For more information, contact your manager or the HR Professional for your school or unit.

• I am a student worker. Am I eligible for Public Health Emergency Leave (PHEL) due to the closure of VCU to students?
• The eight (8) weeks of paid leave provided by VCU for those students not authorized to work remotely is a more generous benefit than the Public Health Emergency Leave, which provides two (2) weeks of pay.

• I’ve been asked to continue my position during the summer.  Will I continue to receive premium pay?
  • No. Premium pay for remote assignments (1.5x the regular hourly rate) will cease on May 9.

• Am I eligible for unemployment?
  • The Virginia Employment Commission determines an individual’s eligibility for any/all unemployment benefits. However, you may be eligible if you are a VCU employee and you become unemployed through no fault of your own or if you are working fewer hours than you were previously due to a lack of work. 

• How do I apply for unemployment?
  • Individuals should apply for unemployment benefits through the Virginia Employment Commission to determine if they are eligible. When completing the application be sure to give complete and correct information to ensure that your claim is not delayed.

• Are student workers and work-study students eligible?
  • By law, student workers and work-study students are not eligible for unemployment benefits in the State of Virginia.
  • Please scroll up to the "student workers and federal work-study participants" dropdown box for additional information about what VCU is doing to help these individuals.

• Do I need a note from my department stating that I am not working?
  • As individuals are applying for unemployment benefits through the Virginia Employment Commission they may be asked to provide supplemental documentation showing a lack of work. If a department has sent out communication, advising individuals not to report for duty, this can be used as documentation.
  • If this information was communicated in a way other than in writing, the individual can apply for unemployment without supplemental documentation. The Virginia Employment Commission will ask VCU to confirm that an individual is not working, or working a reduced schedule. VCU is completing all of these requests promptly. 

• When will I start receiving payments?
  • All payments are handled and dispersed by the Virginia Employment Commission. Due to a high volume of requests the Virginia Employment Commission may take longer to process these requests. It is recommended that you apply for unemployment benefits as soon as you are made aware of complete unemployment, or a reduction in hours. The Virginia Employment Commission has attempted to make applying for benefits easier by waiving the waiting period and by not requiring any job search when filing for unemployment benefits.
  • Once approved for unemployment benefits it is important to remain responsive to the Virginia Employment Commission. You must submit information to them each week to ‘continue a claim’. For more information on this process you will need to review the information available on the VEC website.

• How does the CARES Act affect unemployment?
  • Beginning with claims effective March 15, 2020, Governor Northam directed that the one week waiting period and the requirement to conduct a weekly job search both be suspended for those receiving unemployment insurance benefits.
  • The CARES Act expands existing unemployment benefits in two material ways: (1) providing for an extra $600 weekly payment, in addition to the weekly benefit amount an eligible employee otherwise receives under state law, through July 31, 2020; and (2) increases the maximum number of weeks an individual may receive unemployment benefits from 26 weeks to 39 weeks. These new benefits are funded at the federal level, but will be administered by the states. VCU is waiting on additional guidance from the VEC regarding claims processing.