[Msoadm] October 21, 2020 - Time Sensitive HR Policy Updates and Reminders

[Mary E White]

[cid:image001.jpg at 01D6A7B8.57F08590]

October 21, 2020

To:       HRLG, HROG, FHROG and Business Officers
From:   Human Resources
Re:       Revisions, Deadlines and Updates
Colleagues, this communication is to provide an update on information that may impact supervisors, managers, staff employees and you.

*       COVID-19 Related Leaves and Job Protection Guidance for Policy-Covered and Represented Staff Employees has been revised.

o   The SHR COVID-19 guidance<https://www.ucop.edu/human-resources/_files/covid-19-related-leaves-and-job-protection-guidance-for-chro.pdf> has been updated along with the EPSL/EFML forms<https://ucnet.universityofcalifornia.edu/forms/pdf/employee-request-for-epsl-efml.pdf>.

o   A summary of the revisions is attached.



*       Flu Vaccination

o   The Standard Operating Procedure for the Flu Vaccine<https://hr.ucr.edu/document/coronavirus-covid-19-hr-information-and-resources-flu-vaccine-sop> was revised to mirror guidance provided by UC Legal on 10/19/2020.

o   The revision states: The flu vaccination requirement does not apply to those who are living, learning, or working remotely during the 2020-2021 flu season. But those who have some reason to enter UC premises, yet do not wish to receive a flu vaccination, may be eligible for an exception; either a medical exemption or a disability or religious accommodation.

o   Therefore, any staff employee, academic, or student who has a need to be on campus for any reason, for any length of time, must have received a flu vaccination or have a medical exemption or an accommodation on file.

o   Questions regarding:

?  Flu Vaccine requirements or problems with the survey email: FV-20-21 at medsch.ucr.edu<mailto:FV-20-21 at medsch.ucr.edu>

?  Disability Accommodations email: disabilitymanagement at ucr.edu<mailto:disabilitymanagement at ucr.edu>

?  Religious Accommodations email: employee.relations at ucr.edu<mailto:employee.relations at ucr.edu>



*       Time Off to Vote - Deadline to Post/Notify

o   Tuesday, November 3, 2020, is the General Election. State law (California Elections Code section 14001) requires employers to post a notice to their employees advising them of their option to take paid leave to vote.

o   Essential Workers

The Time Off to Vote notice must be clearly posted where employee notices are displayed. If your department has multiple locations for employee notices, please be sure the notice is prominently displayed in each of those locations where essential employees are familiar with seeing the postings displayed. The Time Off to Vote notice is available in both English<http://elections.cdn.sos.ca.gov/pdfs/tov-english.pdf> and Spanish<http://elections.cdn.sos.ca.gov/pdfs/tov-sp.pdf>. You have the option of printing and posting them indefinitely or within 10 days of each election.

o   Remote Workers
The Time Off to Vote notice pertains to remote workers as well. Given employees are unable to see employee notices prominently displayed at their UCR worksite, please notify your employees within your organizational units of their right to take time off to vote. You may email the notice with a link to both English<http://elections.cdn.sos.ca.gov/pdfs/tov-english.pdf> and Spanish<http://elections.cdn.sos.ca.gov/pdfs/tov-sp.pdf> versions of the notice. The notification must be done within 10 days of the election. In this case, Friday, October 23, 2020.
Additionally, all mandatory poster notices are available on the HR website at: https://hr.ucr.edu/policies-and-procedures/personnel-policies-local-procedures/mandatory-work-posters

*       Time and Attendance Reporting System (TARS) Code for Flu Vaccination

o   In alignment with the Flu Vaccine mandate, a TARS code for the Flu Vaccination has been added to TARS for non-exempt employees. Exempt employees do not need to enter the code into TARS.

[cid:image003.jpg at 01D6A7B8.57F08590]



*       Vacation Accrual Maximum - Extended the Use of Maximum Vacation Accrual from December 31, 2020 to June 30, 2021.

o   On October 19, 2020, President Drake extended the approval to temporarily increase the amount of additional time that PPSM-2.210: Absence from Work<https://policy.ucop.edu/doc/4010406/PPSM-2.210> provides to policy-covered staff employees to use to bring employee's vacation accruals below the maximum from December 31, 2020 to June 30, 2021.

o   Effective June 1, 2020 through June 30, 2021, policy-covered staff employees may receive up to an additional 12 months (instead of up to an additional four months) under PPSM-2.210: Absence from Work within which to take vacation leave in order to bring the employee's vacation accrual below the maximum.

o   This policy change applies to policy-covered staff. This does not apply to represented employees.

o   Eligible employees will continue to accrue vacation leave during this timeframe.



If you have questions related to this communication, please e-mail your question(s) to: hrpolicy at ucr.edu<mailto:hrpolicy at ucr.edu>.



-------------- next part --------------
An HTML attachment was scrubbed...
URL: <http://scotmail.ucr.edu/pipermail/msoadm/attachments/20201022/83707fca/attachment.html>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: image003.jpg
Type: image/jpeg
Size: 3625 bytes
Desc: image003.jpg
URL: <http://scotmail.ucr.edu/pipermail/msoadm/attachments/20201022/83707fca/attachment.jpg>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: image004.jpg
Type: image/jpeg
Size: 19882 bytes
Desc: image004.jpg
URL: <http://scotmail.ucr.edu/pipermail/msoadm/attachments/20201022/83707fca/attachment-0001.jpg>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: COVID-19 Guidance and Forms Update.docx
Type: application/vnd.openxmlformats-officedocument.wordprocessingml.document
Size: 93087 bytes
Desc: COVID-19 Guidance and Forms Update.docx
URL: <http://scotmail.ucr.edu/pipermail/msoadm/attachments/20201022/83707fca/attachment.docx>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: 2020 Time Off to Vote.docx
Type: application/vnd.openxmlformats-officedocument.wordprocessingml.document
Size: 88343 bytes
Desc: 2020 Time Off to Vote.docx
URL: <http://scotmail.ucr.edu/pipermail/msoadm/attachments/20201022/83707fca/attachment-0001.docx>