HR Communication Regarding Coronavirus

Remote Work and Office Closures (updated on April 27, 2020)

In an effort to protect members of our community through social distancing and to stop the spread of COVID-19, offices will remain closed until further notice. We will continue to monitor the situation and provide updates as appropriate.Vital on-campus personnel such as police and facilities will continue working at their campus locations. Essential offices such as Postal Services and Shipping and Receiving will remain open. Employees who can work remotely are expected to continue working. Employees who are unable to work will continue to receive regular pay through May 31, 2020. Employees who are not working should code their time as TWP (time with pay) in the Banner Self-Service. If you have any questions regarding remote work, please contact Human Resources.

Thank you to the essential employees working on campus and to those who continue to work remotely. Please stay safe, use face coverings in public, and continue to wash your hands frequently.

Employees participating in remote work should use the recommended safety guidelines to assist in surveying the overall safety and adequacy of their alternate worksite. Employees are encouraged to discuss any safety concerns they have with their managers.

Effective April 20, 2020, employees working on and visiting campus are required to comply with the recent face coverings directive issued by San Antonio Mayor Ron Nirenberg. For the safety of all employees please ensure that proper safety precautions are followed.

On Thursday, April 16, San Antonio Mayor Ron Nirenberg issued guidance that all people 10 years or older must wear a cloth face covering over their nose and mouth when in a public place where it is difficult to keep six feet away from other people. Coverings may include homemade masks, scarfs, bandanas, or handkerchiefs. The CDC advises the use of simple cloth face coverings to slow the spread of the virus and help people who may have the virus and do not know it from transmitting it to others. For the Mayors Stay Home Work Safe directive click here. For more information on the CDC recommendation on face coverings and for a guide to make a mask, click here.

Managers are responsible for ensuring that all employees working on or visiting campus comply with this directive. Managers may contact Sam Wages at wages@uiwtx.edu to request face masks.

You can take steps to protect yourself and others during a COVID-19 outbreak. Employees are reminded of the following safety precautions;

• Exercise social distancing of 6 feet from others
• Use a cloth face covering when in a public place where it is difficult to keep six feet away from other people
• Wash your hands frequently for at least 20 seconds
• Avoid touching your nose or face
• Monitor your temperature
• Do not come to campus or go out in public if you have a temperature
• Do not use disposable mask more than three times
• Wash reusable cloth masks regularly to prevent the spread of the virus
• Clean and disinfect frequently touched surfaces daily

Easter Holiday and Battle of Flowers

Please be advised the University will observe the religious holiday of Good Friday (April 10, 2020) as planned. The additional day off previously granted by the President on the Thursday before Good Friday or the Monday after Easter should also be observed as planned. Hourly employees code Good Friday as HOL and the additional day off as TWP in Web Time Entry.

The Battle of Flowers Holiday scheduled for April 24, 2020 has been postponed to November 13, 2020. The new date was established by the City of San Antonio and Fiesta Commission. UIW will observe the Battle of Flowers holiday on November 13, 2020, as determined by the City. Employees should continue to work on April 24, and faculty and students should continue their course activities that day as well.

Federal work-study student (FWS) employees:

In order to qualify for federal relief funding, no FWS students can continue to work. All FWS students will be paid in a lump sum one-time payment on or before April 7^th for the pay periods of March 16^th through April 30^th. Payout will be based on the average weekly hours (based on last three pay periods) that each student worked using their regular hourly rate, but not to exceed their current authorized funding. Students being paid on March 20^th for the pay period ending March 15^th will only be paid for actual hours worked.

Non-Federal Student employees, and Graduate Assistant (GA):

Non-Federal Student employees and GA’s should stop working immediately. All non-federal students and GA’s will be paid in a lump sum one-time payment on or before April 7^th for the pay periods of March 16^th through April 30^th. Payout will be based on the average weekly hours (based on last three pay periods) that each student worked using their regular hourly rate, but not to exceed their current authorized funding. Students being paid on March 20^th for the pay period ending March 15^th will only be paid for actual hours worked.

Only essential non-federal aid student employees or GA’s may continue to work if the student employee is able to. An example of an essential student employee would be Residence Assistants and those students working the Help Desk. Essential student employees will be determined by the department director and VP and should be a limited number.

Approved essential student employees would be allowed to work remotely, but may work on campus only if it absolutely necessary, such as the case of the residence assistants. Supervisors must closely monitor their work.

No student employee can receive the federal relief fund and continue to work under any circumstances.

Supervisors must provide Human Resources a list of non-federal aid student employees and GA’s that have been deemed essential and who will continue to work.  This list must be given to Human Resources no later than Friday, March 20^th.  We will provide specific instructions to those supervisors directly on how pay will be handled.

Departments will not be allowed to hire any student employees (non-Federal aid) from now through April 30^th.

Due to COVID-19, UIW leadership is supporting CDC guidelines for social distancing and immediately closing all non-essential offices until April 15, 2020, at which time we will reassess.  Non-essential personnel will not be required to report to work and will continue to receive their regular pay through April 15, 2020.  Employees who are able to work remotely are expected to continue working.  Supervisors/directors should consult with their respective vice president/provost to determine essential personnel and to identify offices that may close temporarily.  In offices where essential personal are still working on campus, such as public safety and facilities, it is recommended that the office is closed to the public to limit walk-ins and face to face communications.

Definition: Employees include full-time, part-time, staff/hourly, administrators, and faculty.

Key Points

• Essential personnel who are able will continue working at their campus locations.  Essential personnel will be determined by supervisors/directors with the consultation of their vice president/provost.
• Employees who are able to work remotely are expected to continue working and will receive their regular pay.
• Employees who are unable to work remotely, and are not considered essential personnel, will continue to receive their regular pay.
• No sick or vacation time will be docked for any employee through April 15, 2020.
• Employees will continue to receive their paychecks (direct deposit) on the normal payroll schedule.
• All staff/hourly employees will continue to clock in and out on webtime entry and supervisors must continue to approve timesheets. Regular payroll deadlines for timesheets must be followed to ensure all employees are paid timely. 
  • Staff/hourly employees working on campus or remotely will clock in and out with all hours worked.
  • If an employee is unable to work the full amount of scheduled hours due to illness, lack of work, etc., they will use the time off with pay (TWP) code for the remaining hours, but not to exceed the normal hours per week (i.e. 40 hours for FT employees, 20 hours for a PT employee, etc.). 
  • Staff/hourly employees that are not able to work will use the TWP code on webtime entry for their regularly scheduled hours.  Supervisors must approve the time for those employees to continue to receive a paycheck.    
  • If an employee works more than 40 hours per week, they will clock in an out for all hours worked and will be paid overtime based on wage and hour laws.
  • If a staff employee does take a sick or vacation day, the employee would use the TWP code on webtime entry instead of sick or vacation for those days through April 15, 2020.
• All employees need to notify their supervisors if they are unable to work as scheduled.
• All employees working remotely need to complete the remote work agreement if they have not done so already. 
• FMLA, ADA, Workers’ Comp concerns should be addressed with HR directly following normal business protocol.

We understand this is a stressful time.  The Employee Assistance Plan offers up to 5 free sessions of confidential counseling for employees, their family members and household member.

For additional information regarding EAP and their contact information please click here.

To stay up to date on information and resources provided to our community please visit UIW.edu or click Coronavirus Updates.