Coronavirus Guidance for Employees

What steps should be taken if an employee becomes ill with fever, cough or other concerning symptoms?

Additional information regarding self-reporting requirements can be found in the Policy Statement released 4/17/2020. It’s important to note that this information applies to main campus and branch campus constituents only. The Health Sciences Center will be responsible for creating and disseminating a similar policy to HSC constituents.

Last updated: April 20, 2020

What signs and symptoms may indicate that an employee has become ill with COVID-19?

The CDC reports that COVID-19 symptoms include fever, cough and shortness of breath. At present, the CDC also includes epidemiologic risk factors, such as a history of travel from affected geographic areas within 14 days of symptom onset, or close contact with a laboratory-confirmed COVID-19 patient within 14 days of symptom onset. For the most current information, please refer to CDC guidance.

Last updated: March 30, 2020

Should UNM require an employee who is sick (not due to COVID-19) to provide a health care provider’s note?

No. Supervisors should actively encourage sick employees to stay home, but should not require employees who are sick to validate their illness with a health care provider’s note at this time. Health care provider offices and medical facilities may be extremely busy and unable to provide such documentation. Additionally, an employee recovering from an illness may be exposed to new threats if required to wait in a health care facility with other patients.

Last updated: April 9, 2020

What measures are being taken to minimize the spread of COVID-19 in University facilities still in use?

Custodial crews have established procedures for cleaning and sanitizing facilities on a daily basis, including frequently used surfaces such as doorknobs, counter tops, elevators and light switches. Equipment has been deployed to all classrooms, conference rooms and other critical areas, on a rotational basis, which emits a sanitizer to disinfect surfaces such as walls, desks and furnishing. The sanitizer is safe on paper and other materials such as fabric. In acute circumstances, Facilities Management will engage in a highly intricate exercise to deep clean areas, where needed.

Last updated: April 22, 2020

What resources are available to help me maintain a healthy well-being while engaging in social distancing?

UNM Employee Wellness offers a wealth of resources, available at this link.

Last updated: March 30, 2020

I feel extremely anxious. Is there someone I can talk to?

The University offers students, employees, and community members a wide range of mental health resources on and off campus. Currently these services are following the COVID-10 protocols, which means telehealth, social distancing, and some limitations on services. For information regarding available resources, refer to the University’s mental health website located at this link.

Additionally, the Counseling, Assistance, and Referral Services (CARS) department will continue to provide counseling services remotely via telephone and/or teleconferencing. To schedule a remote counseling session, call the CARS office at 505-272-6868 and leave a message. After which, you will be contacted back via phone to schedule an appointment and receive additional important information with regard to how the appointment will be conducted.

Last updated: May 26, 2020

What are the different functional operating tiers during the University’s period of limited operations?

In response to the public health emergency declared by the State of New Mexico, the University limited campus operations, effective March 17. As a result, employees have been designated as either Tier 1, Tier 2 or Tier 3 level. Definitions of each tier can be found at this link.

Last updated: March 30, 2020

How long does the University anticipate the period of limited operations will last?

On March 17th, the University announced that it would limit operations through April 5. On May 11, 2020, President Stokes announced that the period would be extended through June 1, 2020. Given the current state of emergency declared by the State of New Mexico, the period of limited operations may continue to last longer than initially expected. University leadership is continuously evaluating the situation and will communicate updates as soon as they are able to do so.

On May 22, 2020, President Stokes announced plans underway to safely bring back the pack. Information regarding measures to return to campus safely will be continuously updated on the University’s Bring Back the Pack website located at this link.

Last updated: May 26, 2020

How will non-exempt (hourly) employees be paid if they are designated as Tier 1 or Tier 2?

Non-exempt employees must be paid for all hours worked, in accordance with the Fair Labor Standards Act (FLSA), regardless of whether their work is performed remotely. Hourly employees will be paid at their regular rate of pay for all hours worked, including overtime for hours worked in excess of 40 in a work week.

On-Call and Temporary Staff in Tier 1 and Tier 2 will be compensated for their actual hours worked or their typical work schedule, whichever is greater, through April 15, 2020. After this date, these employees will be compensated for actual hours worked.

Last updated: April 3, 2020

What are the stipulations associated with the $40 reimbursement for employees working remotely in Tier 2 status?

Refer to the reimbursement guidance available at this link.

Last updated: March 30, 2020

How can I pick up a paper payroll check during the University’s period of limited operations?

No. Although the University remains open on a limited basis, the Payroll department staff are working remotely at this time. All paper payroll checks will be mailed to employees instead. Choices for receiving Direct Deposit and instructions for signing up for Direct Deposit can be found on the Payroll website at this link.

Last updated: April 22, 2020

Who do I contact if I experience technical issues while performing my work remotely?

In advance of requesting support, be sure to check IT Alerts at this link for important notices on service availability. To request technology support from UNM IT, either log a ticket online at Help.unm.edu or call 505-277-5757 to reach an IT service representative. The call-in number includes an option for requesting after-hours emergency response for critical, institution-wide issues. For HSC IT support, contact the HSC Service Desk at 505-272-1694.

Last updated: April 22, 2020

How will I be notified of system outages or updates while I am working remotely?

UNM IT’s goal is to keep critical systems up and supported, including email and necessary infrastructure for remote work. A core team is monitoring and ensuring ongoing network and system availability to ensure work can be conducted remotely wherever possible.

Current information on service availability can be found on the IT Alerts at this link. To report an outage, either log a ticket online at Help.unm.edu or call 505-277-5757 to reach an IT service representative.

Last updated: April 22, 2020

What guidance has been provided to employees working remotely? What information is available for department timekeepers?

Guidance on leave reporting while working remotely has been published at this link. Detailed information for department timekeepers is available at this link.

Last updated: March 30, 2020

Is there a leave option for an employee who is sick with COVID-19, providing care for a family member who is sick with COVID-19, or directed to self-isolate by a healthcare professional as a result of exposure to COVID-19?

Yes. Effective April 1, 2020, the United States Congress enacted the Families First Coronavirus Response Act (FFCRA), which requires certain employers to provide their employees with paid sick leave and expanded family and medical leave for specified reasons related to COVID-19. The Conditional Paid Leave program offered by UNM has been replaced by FFCRA leave. Employees should be encouraged to avail themselves of the options available under the applicable policy or collective bargaining agreement provisions. For more information regarding FFCRA, refer to the guidance available at this link.

Last updated: April 9, 2020

Does the Family Medical Leave Act cover COVID-19 illness?

The FFCRA leave described above includes the Emergency Family and Medical Leave Expansion Act. For more information, refer to the guidance available at this link.

Last updated: April 9, 2020

Does the Family and Medical Leave Act (FMLA) entitle an employee to take leave to avoid contracting COVID-19?

No. FMLA entitles employees to job-protected leave when they have a serious health condition, or when they need leave to care for covered family members who have a serious health condition. Leave for the purpose of avoiding exposure to COVID-19 is not protected under the FMLA.

Last updated: March 30, 2020

Will UNM allow employees who are caregivers time off from work to care for children during school and/or daycare closures for COVID-19?

Yes. The Families First Coronavirus Response Act (FFCRA) includes provisions for employees caring for a child whose school or place of care has closed. For more information, refer to the guidance at this link.

It is important to note that FFCRA allows for the exclusion of certain essential employees. For this reason, many Tier 1 and other essential employees will not be eligible for coverage under FFCRA’s emergency paid sick leave or extended family medical leave. The University deeply appreciates the critical work of these employees. To support our essential personnel, the University is offering to coordinate and, where possible, provide emergency child care services. See Guidance to Tier 1 Employees below for more information.

Last updated: April 9, 2020

Do the same leave policies apply to bargaining and non-bargaining employees?

No. Leave for employees represented by a bargaining unit is generally governed by the applicable collective bargaining agreements, while leave for policy-covered employees is governed by applicable UNM Policies and Procedures or the Faculty Handbook. Managers and supervisors should, therefore, consult and comply with the collective bargaining agreement provisions regarding leave and/or UNM policies that may apply to their employees.

Last updated: March 30, 2020

Does the foregoing advice also apply to faculty leave?

Yes. The basic principles set forth above regarding steps that UNM may take to ensure a safe workplace apply to UNM’s faculty. Academic leaders, deans, chairs, directors, and similar supervisors should refer to the Faculty Handbook to determine applicable leave policies for the various categories of academic employees. Academic leaders may also contact the Main campus Office of Faculty Affairs and Services at faculty@unm.edu or (505) 277-4528; or HSC Faculty Contracts office at HSC-HSCFCO@salud.unm.edu or (505) 272-4231 for guidance.

Last updated: March 30, 2020

Will the University continue to process employment and personnel actions?

The University has suspended all hiring actions for regular and temporary staff employees that are deemed less critical to perform essential functions. When less critical vacancies occur, an alternative is to work to identify other employees in the organization that may have the capacity to assist in fulfilling responsibilities intended for the now vacant position.

In addition, staff term extensions for positions supported by unrestricted funds are being temporarily placed on hold. Requests for other personnel actions, such as Career Ladders, Reclassifications, and Counter Offers are on hold.

Exceptions are allowed with the approval of the appropriate EVP/SVP. Submit your approved exception to clientsv@unm.edu.

Last updated: March 30, 2020

What types of jobs are considered “critical” for the purposes of hiring?

Critical positions may include those pertaining to clinical operations, information technology services, and facilities management. If you have a critical vacancy, you may proceed with your requisition. HR representatives are reviewing all active requisitions in UNMJobs and will reach out to hiring departments to discuss them.

Last updated: March 30, 2020

What will happen to hires or compensation actions in progress prior to the time the suspension was put in place?

Hires in progress prior to the suspension will require approval from the appropriate EVP/SVP if they do not fall within those deemed critical to operations. A department can preserve a current job posting by placing it “on hold” and re-opening once the suspension is lifted. This will preserve the current requisition and applicant pool.

Compensation actions in progress prior to the suspension may be completed. For instance, an employee who started a Career Ladder prior to the suspension will be permitted to complete it in accordance with the Career Ladder plan approved at initiation.

Last updated: March 30, 2020

Is there a specific form that needs to be submitted to obtain approvals to fill critical positions?

There is not a specific form at this time. The EVP/SVP for your area may provide specific guidance on the format and method for submitting exception requests.

Last updated: March 30, 2020

Does the University plan to implement furloughs, layoffs, or reductions in pay or benefits for staff employees?

The University is earnestly engaged in every effort to continue operations and services as usual. Although there is no guarantee that the University will be able to avoid job losses or pay reductions, significant efforts are being taken to mitigate the possibility of such consequences.

Last updated: March 30, 2020

How long can Tier 3 employees expect to receive pay?

On-call and Temporary Staff will not be compensated unless they are recategorized as Tier 1 or Tier 2, at which time they will be compensated for actual hours worked.

Regular and Term staff designated as Tier 3 employees will continue to be paid based on their normal rate and full-time equivalency (FTE) until May 31, 2020. University leadership meets regularly to evaluate the financial impact of engaging in limited operations. Any changes will be communicated as soon as possible.

Last updated: May 20, 2020

What will happen to my job as a student employee?

Student employees in all tiers will be compensated for actual hours worked. Departments may extend a student employee assignment based on departmental needs.

Last updated: May 20, 2020

Will the University continue to employ temporary and on-call employees?

Supervisors are encouraged to evaluate their workforce and departmental needs, and determine if Temporary or On-Call Staff should be separated on their previously set end date, or earlier by providing employees with a full 30-day notice.

Last updated: April 3, 2020

Will employees on term appointments be extended?

Supervisors are encouraged to evaluate their workforce and departmental needs to assess if staff on Term appointments should be extended or separated on their predetermined end date, or separated earlier by providing employees with a full 30-day notice. Note that term extensions for staff paid on unrestricted funds are included in the current pause on personnel actions (see Suspension of Employment and Personnel Actions above). Term staff separated prior to the previously set end date must follow UAP 3225: Separation of Employment, Section 5. Layoff or Reduction in Force.

Last updated: April 3, 2020

Will probationary periods be altered due to the University’s period of limited operations?

As a result of the ongoing COVID-19 disruption to UNM business operations, staff probationary periods are being temporarily paused. The pause excludes staff on a three (3) month trial period and those serving in a Tier 1 status. This will allow supervisors the opportunity to complete the probationary evaluation under normal operating conditions and reduce the need for individual requests.

Effective April 21, 2020, all staff with a probationary period ending on or after May 1, 2020 were moved to a paused status until the University’s operations return to normal. At that point, their probationary period will resume so they may complete the remainder of the probationary period under normal business operations. Any employee that would have otherwise been eligible to receive a July 1, 2020 annual salary increase will remain eligible for such increase.

Last updated: April 22, 2020

Will the University still provide a 4% mass salary increase this year?

State governments across the United States are grappling with the economic impact of the COVID-19 pandemic. In New Mexico, the state legislature anticipates holding a special legislative session in mid-June to discuss the state budget, including changes to compensation increases impacting UNM employees. Although the University budgeted a 4% salary increase for FY21, changes to state funding may result in changes to the planned mass salary update. More information will be shared once the UNM budget is finalized following the special session. Refer to the MSU Guidelines available at this link.

Last updated: May 20, 2020

Are employees allowed to travel domestically and/or abroad on University-related business?

No. University-related travel is not permitted due to the high risk of community spread of the virus. Exceptions may be considered based on extenuating circumstances, but will require approval from the appropriate Senior/Executive Vice President. You are required to cancel any business or education-related travel that has already been scheduled through June 1, 2020 and no future travel arrangements through that date will be permitted. The University will continue to evaluate and modify this date as more information becomes available. Additional information regarding exceptions can be found at this link.

Last updated: May 20, 2020

Are employees permitted to travel domestically and/or abroad for personal reasons?

Yes. These restrictions listed above do not apply to personal travel; however, the University strongly encourages employees to adhere to the NMDOH recommendation to avoid nonessential travel. All travelers are encouraged to check the Center for Disease Control and Prevention’s COVID-19 travel page located at this link, as well as State Department travel advisories, and the International Air Transport Association’s list of travel and entry restrictions for the latest information before departing.

Last updated: April 22, 2020

Can a department continue to host individuals traveling from out-of-state to attend meetings, seminars, job interviews, or other related activities?

During the current period of limited operations, the University strongly recommends evaluating opportunities to host individuals via video technology, such as Zoom or Skype for Business.

Last updated: April 22, 2020

Can an employee receive reimbursement for travel costs paid personally for a conference that was canceled due to COVID-19?

Yes. Reimbursement will be allowed with proper documentation and receipts. The employee’s department is responsible for tracking and monitoring any unused available airfare credit to ensure that any future use of unused flight credit is for a University business purpose. In general, prepaid travel costs should be paid for using a University Pcard, rather than a personal credit card.

To the extent possible, employees who have incurred travel costs related to a canceled trip should contact the airline, hotel vendor, and/or other travel vendors to inquire after a refund or to change the ticket for future travel. Some airlines are waiving fees in response to COVID-19 claims and cancelations. An updated listing of US airlines that are waiving fees can be found at this link.

Last updated: April 22, 2020

Can an employee purchase a refundable flight due to COVID-19 concerns?

Yes. Purchase of the lowest refundable flight cost will be allowed. Clear documentation describing the circumstances should be included with the expenditure backup.

If it is less expensive to purchase a flight with flight cancellation insurance, it will be allowed. Clear documentation describing the circumstances should be included with the expenditure backup. In general, prepaid travel costs should be paid for using a University Pcard, not a personal credit card. Keep in mind, however, that the University is currently restricting travel, so flights may only be purchased at this time if they are scheduled to department after May 16, 2020.

Last updated: April 22, 2020

Will the University pay for flight cancelations or re-booking fees as a result of COVID-19?

Yes, though prior to incurring additional fees for a change in flight, check with the airline for a waiver of feeds. If there is no alternative and rebooking or flight change fees must be paid, the preferred payment method is via a University Pcard.

Last updated: April 22, 2020

Will the University permit the purchase of food during this period of limited operations?

No. The University continues to restrict all in-person group gatherings, including meetings, conferences, luncheons and celebrations. Consequently, business food purchases and reimbursements are not permitted at this time unless related to COVD-19 research activity or specifically required for sponsored projects. Any exception must be approved in writing, in advance, by the applicable Chancellor, Dean or VP. Refer to the guidance regarding restrictions to travel and business food available online at this link.

Last updated: May 20, 2020

Will Tier 1 employees who are required to perform work on campus receive any form of additional compensation, such as hazard pay?

The University deeply appreciates the work performed by Tier 1 employees during this public health crisis. While no additional compensation will be provided to Tier 1 employees at this time, University leadership continues to evaluate opportunities to recognize and acknowledge the important work performed by Tier 1 staff.

Human Resources offers some recognition ideas here.

Last updated: March 30, 2020

I am struggling to obtain emergency child care services for my children. Are there any resources to help?

Yes. The University is offering to coordinate and, where possible, provide emergency child care services. To be considered for emergency child care services, contact us at this link. A representative from the Division of Human Resources and/or Health Sciences Center Administration will contact you as soon as possible to connect you with services.

Additionally, employees are encouraged to refer to information published by the New Mexico Children, Youth and Families Department (CYFD) available at this link. To apply for emergency child care at no fee, complete the CYFD survey located at this link.

Last updated: April 9, 2020

What steps should be taken if a Tier 1 employee appears to be ill with COVID-19 at work?

Supervisors who become aware or suspect that a UNM main campus or branch campus faculty, staff, student or volunteer has either been possibly exposed or has tested positive for COVID-19 should immediately send the individual home and direct the individual to UNM’s self-reporting site as outlined in the Policy Statement released 4/17/2020.

If the employee tests negative for COVID-19, UNM Employee Occupational Health Services (EOHS) will provide a clearance to the employee by email. The employee must provide the clearance to their supervisor before returning to work. If the employee tests positive for COVID-19, see the information below.

Last updated: April 20, 2020

Should supervisors require a Tier 1 employee who contracted COVID-19 or has been exposed to COVID-19 and directed to self-isolate to provide certification from a health care provider before returning to work?

No. Supervisors should not require a doctor’s note to validate their illness. Healthcare provider offices and medical facilities are extremely busy and unable to provide such documentation, and having employees recovering from illness wait in healthcare facilities with other patients may expose them to new illnesses.

Prior to returning to campus, any UNM main campus or branch campus faculty, staff, student or volunteer, that has tested positive for COVID-19 or has had symptoms consistent with a COVID-19 illness within 14 days of returning to campus shall be required to obtain an appropriate release from UNM Authorities prior to his or her return to campus to work. To obtain the release, faculty, staff and volunteers should call UNM Employee Occupational Health Services (EOHS) at 505-272-8043 and student employees should call Student Health and Counseling (SHAC) at 505-277-3136.

Supervisors may, at their discretion, change a Tier 2 or Tier 3 employee to Tier 1 status in order to continue critical operations for the institution.

Last updated: April 20, 2020

If a Tier 1 employee contracts COVID-19, what can a supervisor share with other employees working on site?

Supervisors should not disclose identifiable health information about any employee, as doing so violates the Health Insurance Portability and Accountability Act (HIPAA). Supervisors can indicate that exposure to COVID-19 may have occurred at the worksite and should continually emphasize the importance of social distancing and cleanliness in the workplace.

Last updated: April 3, 2020

If a Tier 1 employee becomes ill with something other than COVID-19, will they be required to provide a health care provider’s note?

No. Refer to the section above titled, Employee Health, Wellness and Safety, for more information regarding this question.

Last updated: April 9, 2020

I was designated as a Tier 1 employee, but I have recently traveled outside the State of New Mexico. What should I do before returning to work?

We recommend you follow the guidance from the New Mexico Department of Health website at http://cv.nmhealth.org/travel-recommendations. Employees should be advised by supervisors to temporarily self-isolate while they enter their travel information into the travel site at http://www.unm.edu/coronavirus for evaluation by medical professionals prior to returning to work. Employees who are subsequently advised by medical professionals to self-isolate for 14 days must contact their supervisor immediately to let them know.

Last updated: March 30, 2020

Are employees required to return to work on June 1st?

From June 1, 2020 to approximately the middle of July, UNM will be developing a comprehensive design for Bringing Back the Pack in fall 2020. Managers and Supervisors should not begin asking employees to return to campus until they receive official notice from their leadership. During the early summer phase, a limited group of individuals will be permitted to return to campus to start up critical functions and to support fall planning. Services will continue to be available remotely, buildings will largely remain locked, and campus access will remain limited. In such cases, everyone should follow COVID-Safe Practices and take responsibility for disinfecting personal work spaces and collaborating with supervisors to ensure safe shared work spaces. Additionally, supervisors should engage in the COVID-Safe Practices outlined at this link.

Last updated: May 26, 2020

What measures will be taken to ensure the work environment is safe as campus re-opens?

The Bringing Back the Pack website outlines the efforts to ensure safety as individuals begin returning to campus on a limited basis. This includes requirements for routine cleaning of workspaces, social distancing, use of cloth masks and face coverings, and routine testing. The plan continues to evolve and information will be updated on this site regularly. Refer to the site and speak with your supervisor regarding specific measures applied to your work area.

Last updated: May 26, 2020

How will parking be enforced as the University transitions back to normal operations?

Parking and Transportation Services will commence light enforcement of regular permitted parking and pay station spaces in the parking lots and structures. This includes parking spaces that are restricted by signage, e.g. Reserved, ADA, Patient/Guest/Visitor, Official/Service Vehicle, fire lane, no parking, etc. See the Parking website for the most up-to-date information.

Last updated: May 26, 2020