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HR-700 Enhanced HR Policies for Employees in Response to COVID-19

Summary

Section 20.021 authorizes the President to place into effect temporary lawful policies, procedures, or other measures to meet the COVID-19 public health emergency. This policy states such human resources policies authorized by the President under that rule.


Policy

Per Collected Rules and Regulations (CRR) 20.021: President’s Temporary Authority for COVID-19 Response (Bd. action on 03-16-20):

  1. Notwithstanding any limitations or restrictions placed on the President in Section 20.020 or elsewhere in these Collected Rules and Regulations, the President shall have authority to place into immediate effect any temporary lawful policies, procedures, or other measures which in his judgment are necessary or appropriate to meet the public health emergency associated with the novel coronavirus and COVID-19 disease, including but not limited to safeguarding persons and property and maintaining University activities as appropriate.
  2. Temporary lawful policies, procedures, or other measures adopted by the President under this authorization shall be effective notwithstanding any contrary provisions of these Collected Rules and Regulations and shall remain in effect until such time identified by the President or the Board of Curators, or until such time as the Board of Curators withdraws the authority granted in this rule or otherwise directs.
  3. The President shall keep the Board of Curators advised as to policies, procedures, or other measures adopted under this rule.

Further HR Policy Provisions

Additional temporary HR-700 policy provisions below in accordance with CRR 20.021:

  1. Notwithstanding provisions of the University’s Collected Rules and Regulations or HR Policy Manual to the contrary, the following measures shall become effective on March 17, 2020:
    1. Eligible employees may use accrued sick leave, up to a limit of 30 days of leave, to care for any immediate family member who is in need of care due to closures or limits in operation of a school, day care center, or other provider that otherwise would have cared for the immediate family member. An eligible employee also may use accrued personal, compensatory or vacation leave, subject to supervisor approval in accordance with existing policy, to care for any immediate family member who is in need of care due to closures or limits in operation of a school, day care center, or other provider that otherwise would have cared for the immediate family member. Subject to supervisor approval, an eligible employee with insufficient accrued leave may use up to 15 days of unearned vacation leave for this purpose. Any such usage will be tracked as a negative balance in the employee’s accrual and future accruals will be counted against that balance. After the temporary expanded use of vacation leave authorized in this policy is withdrawn, vacation leave will not be available for use until the employee has accrued sufficient vacation leave to reach a positive balance.
      1. This policy measure shall not apply to employees in University of Missouri Health Care or to any other units excluded by the University System’s Chief Human Resources Office.
    2. The following policies apply with respect to quarantine of employees:
      1. For purposes of this policy, quarantine refers to circumstances in which an employee is separated from others because the employee has been exposed or is reasonably believed to have been exposed to the coronavirus causing COVID-19, but the employee is not symptomatic, has not been diagnosed with COVID-19, and is otherwise available for work.
      2. Employees may be directed by their university’s chief human resources officer or designee to remain away from their worksite and other University premises, with the exception of appropriate health care facilities, for purposes of quarantine when they have been exposed or are reasonably believed to have been exposed to the coronavirus causing COVID-19.
      3. If an employee is quarantined away from the worksite at the direction of the University or public health authorities:

        a. The employee will be expected to perform duties remotely to the extent feasible;
        b. To the extent remote work is not feasible, the employee will be granted administrative leave of up to 15 days.
        c. To the extent an eligible employee’s quarantine exceeds authorized administrative leave, the eligible employee may use sick, vacation, or personal leave in accordance with applicable policies, including the enhanced leave identified in this HR-700. Such an eligible employee with insufficient accrued vacation may use up to 15 days of unearned vacation leave. Any such usage will be tracked as a negative balance in the employee’s accrual and future accruals will be counted against that balance. After the temporary expanded use of vacation leave authorized in this policy withdrawn, vacation leave will not be available for use until the employee has accrued sufficient vacation leave to reach a positive balance.
        d. Employees who do not have available paid leave may be approved for unpaid leave.

      4. Employees who have COVID-19 symptoms or diagnosis will not be eligible for administrative leave, but may take paid leave in accordance with applicable policies, including the enhanced leave identified in this HR-700. If an employee who is on quarantine and receiving administrative leave develops COVID-19 symptoms or receives a diagnosis of COVID-19 will discontinue administrative leave and will be covered by the policies in I.C. below.
    3. The following policies apply with respect to employees who exhibit COVID-19 symptoms or have a diagnosis of COVID-19:
      1. For purposes of this policy, isolation refers to circumstances in which an employee is separated from others because the employee exhibits COVID-19 symptoms or has a diagnosis of COVID-19.
      2. Employees who exhibit COVID-19 symptoms or have a diagnosis of COVID-19 are encouraged to seek medical care and to avoid the worksite and other University premises, with the exception of appropriate health care facilities. Employees who do not do so voluntarily may be directed by their university’s chief human resources officer or designee to remain away from their worksite and other University premises, with the exception of appropriate health care facilities, for purposes of isolation.
      3. Employees who exhibit COVID-19 symptoms or have a diagnosis of COVID-19 may continue to work remotely at their choice and will not be required to use leave to the extent that they are able to perform assigned duties remotely.
      4. Eligible employees who exhibit COVID-19 symptoms or have a diagnosis of COVID-19, or who are caring for an immediate family member who is exhibiting COVID-19 symptoms or has a diagnosis of COVID-19 may use sick, vacation, or personal leave in accordance with applicable policies, including the enhanced leave identified in this HR-700. Such an employee may use vacation leave before it is accrued, up to an aggregate limit of 15 days of leave, provided that such usage will be tracked as a negative balance in the employee’s accrual and future accruals will be counted against that balance. After the temporary expanded use of vacation leave authorized in this policy withdrawn, vacation leave will not be available for use until the employee has accrued sufficient vacation leave to reach a positive balance.
      5. Employees who are directed to remain away from the worksite for purposes of isolation but who do not have available paid leave may be approved for unpaid leave.
    4. Variable hour employees and student employees shall be eligible for administrative leave under conditions identified in CRR 340.080 when authorized by the President, Vice President, Chancellor, or designee.
    5. For any limited closure as defined in HR-217:
      1. The limit on available administrative leave pay will be increased from 5 days to 30 days.
      2. Subject to authorization by the President, Vice President, Chancellor, or designee, variable hour employees and student employees, based on their normal schedule, shall be eligible for administrative leave pay associated with limited closure and will be subject to the same pay procedures stated in HR-217 IV.A for benefit eligible administrative, service and support staff and benefit eligible non-exempt academic employees.
      3. Consistent with HR-217 I.B, administrative leave will be authorized only if employees are unable to perform assigned duties at the worksite, through redeployment to other duties or locations, or through telework arrangements.
    6. Probationary employees may use accrued vacation and sick leave in accordance with policy, including the enhanced leave identified in this HR-700.
    7. The following policies apply with respect to telework arrangements.
      1. Supervisors are encouraged to review operations and identify employees who can perform their duties through telework arrangements. Supervisors should allow telework arrangements to the extent feasible while still maintaining continuity of University operations. Supervisors may use resources available at HR’s Working Through COVID-19 website to assist them in that process.
      2. Telework arrangements that are already in place may continue, subject to review as stated in this policy. Supervisors must submit new telework arrangements to the appropriate Vice President or Associate Vice President, Vice Chancellors, Vice Provosts, Deans, or their designees for approval. Requests for approval are not required to be in a specific form, but must identify the employee involved and provide a brief justification of how the employee performs duties through the telework arrangement. Approvals may be issued on a preliminary basis to begin on March 18, 2020.
      3. Beginning March 23, 2020, supervisors should evaluate telework arrangements on a weekly basis to:

        a. Assess whether the employee is adequately performing duties through the arrangement;
        b. Assess whether the arrangement continues to serve continuity of University operations; and
        c. Continue to refine details of the telework arrangement.

      4. Employees working through telework arrangements:

        a. Must effectively accomplish their assigned job duties, regardless of work location;
        b. Are responsible for following University rules, regulations, and policies while teleworking; and
        c. Are responsible for notifying their supervisor if they will be unavailable during the telework period, including following University policies and any department guidelines for reporting attendance and requesting time off.

      5. Telework arrangements that are requested or provided for purposes of disability accommodation will not be subject to this policy, but instead will be addressed through existing policies related to employees with disabilities. See CRR 600.080.
    8. The following policies will apply with respect to pay for employees on academic appointments who do not accrue vacation or sick leave:
      1. If the employee is quarantined away from the worksite at the direction of the University or public health authorities:

        a. The employee will be expected to perform duties as assigned by the employee’s supervisor remotely to the extent feasible;
        b. To the extent remote work is not feasible, the employee will be paid for up to 15 days. Such time will not count against leave that might otherwise be available to the employee under CRR 320.070, the paid family and medical leave policy in CRR 340.070.B.2, the School of Medicine policy, or any other applicable leave policies.

      2. If the employee exhibits COVID-19 symptoms, has a diagnosis of COVID-19, or is caring for an immediate family member who is exhibiting COVID-19 symptoms or has a diagnosis of COVID-19:

        a. The employee may continue to work remotely at the employee’s choice on duties as assigned by the employee’s supervisor to the extent feasible.
        b. If the employee does not work remotely, the employee will be paid for up to 15 days. Such time will not count against any leave that would be available to the employee under CRR 320.070, the paid family and medical leave policy in CRR 340.070.B.2, the School of Medicine policy, or any other applicable leave policies.

    9. Effective Monday, March 23 at 12:00 a.m. through Sunday, April 12 at 11:59 p.m., the University will implement the following temporary measures:
      1. All employees will be required to work through telework arrangements except those approved by the appropriate Vice President or Associate Vice President, General Counsel, Vice Chancellor, Vice Provost, Deans or their designees to work on site. Approvals will be limited to the minimum number of employees needed to work on site to maintain operations during this period.
      2. Employees who are not working on site during the period of these temporary measures:

        a. Will work through telework arrangements to the maximum extent feasible, focusing first on regular duties, but also including other duties as may be assigned by their supervisors, including duties outside normal position duties and descriptions;
        b. If no telework arrangements are feasible, employees will receive administrative leave pay based on their normal rate of compensation and normal schedule.

        1) This pay will not be counted against any vacation, sick, personal, or other leave otherwise available to the employee, with the exception of limited closure leave identified in HR-700.I.E.
        2) This will apply to all employees who are otherwise available to work, including regular administrative, service, and support staff; academic appointees; variable-hour employees; and student employees.

      3. Classes will continue to be delivered remotely.
      4. Residence and dining halls designated by the appropriate Vice Chancellor will remain open.
      5. University operations otherwise will continue to the maximum extent feasible through telework and limited on-site presence.
      6. Campus closure policies in HR-217 will not apply to these measures.
      7. These temporary measures will not apply to employees in University of Missouri Health Care, employees with job duties involving clinical care operations that are continuing, or other units excluded by the University System’s Chief Human Resources.
  2. If an employee who has a negative accrued vacation leave balance under this policy ends employment before accruing sufficient leave to reach a zero or positive balance, the University may withhold an amount equivalent to the value of the negative leave balance from the employee’s compensation.
  3. The measures of this HR-700 will be construed and applied in a manner to comply with applicable laws, including but not limited to the Family and Medical Leave Act and laws prohibiting discrimination. To the extent that exceptions or modifications are needed to comply with such laws, they may be approved by the University System’s Chief Human Resources Office after consultation with the President and the University’s Office of the General Counsel.
  4. The measures stated in this HR-700 will remain in effect until withdrawn at the direction of the President or the Board of Curators.

 

Last updated: 03/19/2020

Reviewed 2020-04-01