Latest Update: May 14, 2020 at 4 p.m. | Managers, Supervisors and Timekeepers
If you ever need assistance or are in doubt about an employee issue consult your HR business partner.
You should follow this four-step plan when addressing a suspected or confirmed COVID-19 case:
If the employee is able to work remotely, supervisors should allow them to do so. Employees returning to work should secure permission from their supervisor before returning to a Tulane work site. The university follows CDC guidelines for employees returning to work. The CDC offers different strategies intended to be applied as appropriate based on local conditions and operational needs. Please consult with your HR business partner if you have questions.
Instructions for using the COVID-19 leave pay code in Kronos can be found here.
Eligible employees may use COVID-19 leave for:
This special type of leave is neither sick nor vacation. Any unused COVID-19 leave will not accrue or be paid upon separation.
When the schools/day cares closed, leadership recognized the potential hardship created for many employees. We have employees with functions that require them to physically report to work for Tulane’s essential work to continue. These workers could not leave their children without supervision, thus one of the reasons for the COVID-19 leave was to provide temporary pay continuance for those unable to work remotely due to childcare issues. If an employee’s role allows them to work remotely, and they are also caring for children, we are recommending for leaders to work with employees to adjust schedules to the extent possible. This will allow for the supervision of children and further pay continuance without the use of COVID-19 leave so that it may be available should an illness occur. Should reasonable circumstances beyond the employee’s control cause hardship due to work demands and childcare, we are recommending consultation with your leader and/or HR business partner to discuss options, which may include the use of COVID-19 leave.
Employees must request COVID-19 leave through their Supervisors. Employees are not responsible for entering COVID-19 leave in Kronos. Supervisors must notify the timekeeper of the date the employee began COVID-19 leave. The timekeeper will enter the time in Kronos as COVID-19PL. Sick and vacation time not related to the coronavirus should be entered as normal in Kronos.
When possible, departments are encouraged to allow employees to work remotely if they are directed to stay home from work by a healthcare provider or government health agency due to COVID-19. For eligible employees who are unable to work remotely and are directed to stay home by a healthcare provider or government agency due to COVID-19, COVID-19 leave may be used first before other forms of leave (e.g. sick or vacation) are used.
When COVID-19 leave is exhausted, staff may use sick time. If sick time is exhausted, staff may use vacation time.
Supervisors may reach out to your HR business partner for further guidance if COVID-19 leave, sick time, and vacation time is exhausted.
No. Any unused COVID-19 leave will not accrue nor be paid upon separation of employment. COVID-19 leave may only be used for COVID-19 related circumstances. The purpose of the temporary emergency leave is to give employees the most flexibility during this fluid situation. These policies are subject to change.
Flexible work arrangements, including working remotely, support the practice of social distancing. Supervisors are encouraged to develop and implement flexible work arrangements into their operations to help reduce the spread of the virus.
We are continually reassessing our policies in light of the ongoing pandemic. The flexible work arrangements protocol is effective until further notice and is subject to change at the sole discretion of the university.
Yes, please visit the Linkedin Learning Work Anywhere Resources page.
There are a number of steps a manager can take to ensure that the temporary remote work time goes well for your department and Tulane.
Your supervisor may assign you additional temporary duties so that you have an appropriate work load. Make sure that you and your supervisor document all changes to your temporary work responsibilities. Non-exempt, hourly paid employees should clock in and out of Kronos as normal.
If your supervisor cannot assign you temporary duties that can be performed remotely and that are an appropriate work load you may need to use COVID-19 leave. If that has been exhausted then you may use sick time. If sick time is exhausted, then you may use vacation time.
Note: COVID-19 leave may not be used if you are able to work, whether in-person or remotely, but refuse to do so.
If an employee is told by a healthcare provider to self-quarantine, even if the employee is not symptomatic, the employee should stay home. If the employee is currently working from home and can continue to work, the employee will receive pay as normal based on the regular work schedule.
If the illness or quarantine prevents the employee from working, then the COVID-19 leave may be utilized. The employee should notify their supervisor as soon as possible of the need to self-quarantine.
We are following CDC guidelines for returning to work. Please stay in contact with your supervisor and secure permission before returning to work.
For the most updated information about university operations, please visit COVID-19 Response & Resources. Additionally, major announcements and updates will be sent to your Tulane email. You can also follow @Tulane on Twitter.
Yes, the Treasury Department and Internal Revenue Service announced the federal income tax filing due date is automatically extended from April 15 to July 15, 2020. Taxpayers can also defer federal income tax payments to July 15, 2020, without penalties and interest. Visit the IRS Coronavirus Tax Relief web page for more details or consult with your tax advisor.
Telemedicine, sometimes referred to as virtual visits, allows health care professionals to evaluate, diagnose and treat patients at a distance using telecommunications technology. In an effort to protect both patients and staff during the COVID-19 outbreak, many health care providers are requiring certain visits to be performed virtually. We encourage this practice and have included the chart below to help you understand the differences between these virtual visits, and the recently added Teladoc option. Both options are covered within our plans.
Traditional walk-in or by appointment visits to your provider's office
Virtual appointment with your regular provider, set up by the provider's office.
Teladoc is an independent company that provides 24/7/365 access to a board-certified physician through the convenience of phone or video consults. Visit www.teladoc.com or call 866-789-8155 to set up your account and log in with your username and password whenever you need a consult with a Teladoc physician.
COVID-19 testing is covered at 100% consistent with Center for Disease Control (CDC) guidance where such testing is medically necessary not covered as part of the public health service. No co-pays apply and the deductible is waived on the High Deductible Health Plan (HDHP).
The health plan will increase access to prescription medications by encouraging members to use their 90-day mail order benefit. The health plan will also ensure formulary flexibility if there are shortages or access issues. Patients will not be liable for additional charges that stem from obtaining a non-preferred medication if the preferred medication is not available due to shortage or access issues. For more information on how to access the mail-order benefit, login to MyHealthToolkitla.com, click on Benefits, then 2020 Pharmacy Benefits. Once that opens, click on View your Pharmacy Benefits and this opens to your Optum page. There you can request the home delivery option for your prescriptions.
Prior authorizations will be waived for diagnostic tests and for covered services that are medically necessary and consistent with CDC guidance for members diagnosed with COVID-19. The health plan will make dedicated clinical staff available to address inquiries related to medical services, ensuring timeliness of responses related to COVID-19. BCBS will ensure patient testing and any subsequently needed care is done in close coordination with federal, state and public health authorities.
The Employee Assistance Program is available for faculty and staff seeking counseling or support to manage stress and anxiety during the COVID-19 outbreak. Crisis resources specific to COVID-19 can be found here. More information about Employee Assistance Programs can be found here. Employees can reach the counseling hotline at 833-848-1764. Tulane is our company code.
Travel assistance benefits are available to employees covered under The Standard life insurance plan, as well as their eligible dependents (spouse and children through age 25). If an employee or eligible dependent is traveling and has tested positive for COVID-19, their request would be treated like a standard medical case. If the individual is eligible for transport benefits, those benefits would be arranged in accordance with the departing and receiving country’s government clearance on flying. Pre-trip planning services as well as emergency transportation and medical assistance services if a person is traveling at least 100 miles from home or internationally for 180 days or less. Links to the travel assistance flyer and employee card are here for your convenience. We would encourage everyone to either keep the card with them, or put this information in their cell phone prior to any travel.
Both TIAA and Fidelity are suspending in-person meetings. Meetings already scheduled will be held telephonically.
Tulane is doing everything possible to reduce the concentration of people on campus and at our workplaces. Our intention is to allow as many of our student employees as possible to work remotely, while continuing to carry out the essential work of the University. Students may continue to work on-site for critical work that may not be performed remotely. Students should contact their supervisors to discuss any modifications to shifts, schedules or remote work possibilities.
The methodology used for the COVID-19 payout only included students who were actively earning the award with hours clocked in the spring semester.
No, it is not too late. Students must be paid for all hours worked that are verified and approved by their supervisors.
After a review of the Department of Education regulations, a methodology was developed to ensure an equitable and compliant process to provide students with funds they were unable to earn due to COVID-19.
You will be paid the difference of all hours recorded in KRONOS for all student work positions and 40 hrs./pay period, up to your award limit on the May 15 paycheck.
The payroll cycle runs on a very specific calendar. Remaining FWS payments will not be available earlier than May 15.
Please check your paystub to compare your gross (pretax) earnings and net (after tax) earnings.