Employees & COVID-19

We have created a separate page with information for supervisors.

Teleworking

We are strongly encouraging as many staff as possible to work remotely if you are equipped to do so and if your supervisor has assigned you responsibilities that may be performed from a remote location. Supervisors have been provided with guidance on how to assign and support more remote work when possible.

Zoom videoconferencing background images:

A page of teleworking FAQs has been added to the help wiki with information about remote desktop access, access to file shares, voicemail, Zoom, and other resources. If you have technology needs that cannot be met with your existing equipment, submit a New Technology Request.

Dependent Children

We know that many of you have children at home and that you need to care for them. We care about the well-being of you and your families. However, in the interest of doing our part to reduce the spread of COVID-19, please do not bring children to campus.

Payroll Processing

The Payroll & Benefits Office will be processing payroll remotely during the campus closure this Spring. We are checking voicemail several times each day, and can be reached by email.

Please continue to log and certify time cards on or before the 1st & 15th of each month.  We will be communicating with time sheet approvers through Evergreen email to ensure all completed timecards are certified by payroll cut-off dates.

You can submit payroll deduction changes through our after-hours drop-box on campus or by email any time. Remember to keep your identity secure by not emailing social security numbers.

Paper pay checks are being mailed from the Cashiers’ Office. Please keep your mailing address up to date though my.evergreen.edu, or by emailing payrollDL@evergreen.edu.  

Altered Operations

During the current period of altered operations, your supervisor will be directing you to:

  • work on campus;

  • work remotely; and/or

  • go on paid administrative leave assignment if your responsibilities are not needed at a particular time.

Your assignment could be a combination of working on campus, working remotely, or being on paid administrative leave and that this could change during the period of altered operations based on business needs.

Staff designated as being on paid leave

Staff that are on paid administrative leave assignment during altered operations period should be aware of the following:

  • Your paid administrative leave assignment may change if your responsibilities are needed and/or if business needs require it;

  • You must be available to receive and respond to requests from the College and perform any work that is needed from you during your regular scheduled work hours;

  • If you will not be available due to leave needed for personal appointments or illness, you must notify your supervisor in advance or as soon as possible, and in accordance with leave request procedures; and

  • You will receive full compensation while on paid administrative leave.

Details about recording time and leave are below. If you have questions, please send them to the Time and Leave DL.

Recording Time and Leave during Altered Operations

Classified and Exempt Staff who are Eligible for Overtime:

  • All time worked – either remotely or at the regular duty station – must be recorded and certified on the overtime-eligible classified or exempt staff’s Work Certification.

  • The Leave type “Administrative Leave” will be recorded to pay for an overtime-eligible classified and exempt staff’s regular work shift when:

    1. Their supervisor has not required that the employee report to their regular work station and they do no work,

    2. Their supervisor has not required that the employee work remotely and they do no work,

    3. The employee is not already using their own leave for personal reasons (for example for a scheduled vacation. illness, or medical appointment).

Supervisors are responsible for entering employee leave by proxy when the employee is not able to do so.

  • When #1, #2, or #3 above apply, the Administrative Leave is a choice in the “Leave Type” drop-down box on Leave Requests through the Employees section of My Evergreen.

  • Administrative Leave does not cause the employee to have a loss in pay or a reduction of their leave balances; there is no impact to their seniority date.

Classified and Exempt Staff who are Exempt from Overtime:

  • During the period of altered operations, the Leave type “Administrative Leave” will be recorded to cover an overtime-exempt classified and exempt staff’s Core Hours (i.e. their regular work shift) when:

    1. Their supervisor has not required that the employee report to their regular work station and they do no work,

    2. Their supervisor has not required that the employee work remotely and they do no work,

    3. The employee is not already using their own leave for personal reasons (for example for a scheduled vacation or medical appointment).

  • Note: it is important for overtime-exempt staff to complete Administrative Leave for time when they are not working to aid us in tracking the cost of impact to business operations during this time of altered operations. We may be required to provide this information in the future.

  • Administrative Leave does not cause the employee to have a loss in pay or a reduction of their leave balances; there is no impact to their seniority date.

  • Supervisors of classified and exempt staff are responsible for ensuring that their employee’s leave requests and work certifications are accurately completed.

    Supervisors of hourly temporary or student employees are responsible for ensuring accuracy of their employee’s timesheets documenting time worked and use of Paid Sick Leave under the Washington State Minimum Wage Act.

General resources for employees

Professional and instructional travel

The U.S. State Department has issued a Level 3 advisory against international travel. In view of this, all study abroad travel through ILC’s, SOS programs, general programs, or Graduate Level Study submitted for Spring Quarter is now canceled.

College-related travel, domestic or international, that is planned prior to April 24, 2020 is canceled. Approval for professional travel plans after April 24, 2020 is subject to the usual approval process.

At this time we are advising against making plans for professional travel for the duration of spring quarter, due to the risk that those plans will need to be canceled if public health conditions do not improve in a timely way.

We will be able to provide reimbursement for registration expenses, and any charges for trip cancellation (most airlines are waiving these). If you purchased your own plane tickets, we will not be able to refund the cost of flights, since the credits for future flights accrue to the passenger, not the college.

Instruction and other faculty information

For now please check the Academic Continuity website.

Dealing with stress

We realize this is a stressful time. Please make use of the resources available to you, either through your health care provider or the Washington State Employee Assistance Program (EAP).

The state EAP has also put together a help sheet on coping with disease outbreak (PDF).