Coronavirus Resources for Employees

Operational Status

HR is fully operational in a remote status; call 512-471-4772, or hrsc@austin.utexas.edu. In addition, the HR Service Center is providing on-campus assistance (UTA, 1st floor lobby) by scheduled appointment only, to conduct business that cannot be performed remotely, e.g. notary service, I-9 employment identity verification, etc. For your safety and ours, the HRSC is practicing social distancing therefore we are only allowing a maximum of 4 people in our lobby at any one time. When you are coming into the office for an in-person appointment safety is our top priority for both you and our staff therefore, you must wear a face covering while attending your appointment per the Austin Public Health Authority guidelines.

Guidelines for Scheduling an Appointment with the HRSC

The HRSC is accepting appointments via two methods:

Phone: By calling 512-471-4772 and leaving a detailed message with your name, EID and a contact telephone number on our voicemail. Our voicemails are being checked every 30 minutes from 8 a.m. - 5 p.m. Monday-Friday.

Or:

Emailing hrsc@austin.utexas.edu: In the subject line of your email type "Request for an Appointment". In the body of your email please include a contact phone number and briefly state why you are requesting an appointment (i.e. notary services, turning in retirement or benefits paperwork etc.)

A staff member will return your call to schedule an appointment to come in on Mondays or Thursdays between 8:30 a.m. and 3:30 p.m. We are located in the UTA Building located at 1616 Guadalupe Street, first floor, suite 1.408, past the elevators.

Appointments for notary services/I-9 verifications are limited to 15 minutes and appointments for benefit changes/enrollment are limited to 20 minutes.

Employees

Timekeeping:

Below is timekeeping guidance for March 13-May 31, 2020. After May 31, emergency leave will no longer be available as an option to employees without work as announced on May 19 in an official presidential message. Staff members without work who had been using emergency leave will be asked to review work options with their units and/or begin using their own paid-leave accruals, as applicable. New federal Families First Coronavirus Response Act (FFCRA) leave and existing sick time off options continue to be available for other COVID-19 related situations.

• Timekeeping Guidelines May 16-31 Flowchart (PDF).
• Timekeeping Guidelines May 1-15 Flowchart (PDF)
• Timekeeping Guidelines April 1-30 Flowchart (PDF)
• Timekeeping Guidelines March 16-30 Flowchart (PDF)
• Timekeeping Guidelines March 13-15, 2020 | Timekeeping Guidelines March 13-15 - For Printing (PDF)

Health Benefits:

• Employees with health plans should check the UT System Office of Employee Benefits page related to COVID-19 for updates.
• The UT Select and UT Connect medical insurance plans now cover COVID-19 testing and treatment at 100% when using a network provider. 
• The deadline to use funds contributed to a UT FLEX Daycare or Healthcare Reimbursement Account has been extended until December 31, 2020.  Employees who would like to start, stop, or change their contributions to a UT FLEX account may do so by July 1, 2020. 

Retirement Plans:

• The CARES Act provides employees participating in the UT Saver 403(b) Tax Sheltered Annuity (TSA) and the UT Saver 457(b) Deferred Compensation Plan (DCP) with additional loan and distribution options.

Report Testing or Symptoms of COVID-19 to OHP:

• In order to slow the spread of COVID-19 and to help keep our employees safe, it is important that employees and managers report symptoms and testing regardless of test results to the Occupational Health Program (OHP) as soon as possible.
• Contact us: 512-471-4647 or healthpoint.ohp@austin.utexas.edu to report COVID-19 symptoms or COVID-19 tests regardless of test results.
• OHP will provide public health guidance, assist with notification of close contacts, review leave options, and establish return to work criteria with the impacted employee.
• The impacted employee will check in virtually with OHP daily through a Symptom Tracking tool while the employee practices self-isolation or self-quarantine.
• See a helpful guide on Social Distancing, Monitoring, Quarantine, and Isolation (PDF). This guide is also available in Spanish (PDF).
• Visit the OHP website for more information and guidance.

Employee Leave:

• Employees working to support the university’s core priorities should - with guidance from their supervisor - work remotely whenever possible. If essential and core work functions must be performed on campus, you should follow social distancing and other preventive measures. Supervisors are continually assessing staffing needs during this evolving time. Ask your supervisor if you have questions about your responsibilities and work location. Contact your Human Resources representative if you have questions about time entry.
• Effective March 6, 2020, the university waived the requirement for employees to submit a doctor’s note to excuse absences related to respiratory illness.
• If an employee (faculty or staff) tests positive for COVID-19 or is considered presumed positive by their healthcare provider, please contact the HealthPoint Occupational Health Program (OHP). OHP will provide campus and public health guidance on self-isolation criteria & tracking, assist with notification of close contacts, review leave options and establish return to work criteria.
• Employees who test negative for COVID-19 should not return to on-campus work until 72 hours have passed without symptoms and at least 10 days have passed since the onset of symptoms regardless of a negative test result. Employees should practice self-isolation during this time. Employees should report that they were tested for COVID-19 to the HealthPoint Occupational Health Program regardless of a negative result.
• If an employee is experiencing symptoms of COVID-19, regardless if they have been tested for COVID-19, they should report their symptoms to the HealthPoint Occupational Health Program.
• Employees may be required to self-quarantine due to recent travel from a Level 3 region or due to other public health guidance.
• New federal leave provisions are now available to employees impacted by COVID-19.  For more information, including instructions for usage and frequently asked questions, please refer to​ the Families First Coronavirus Response Act (FFCRA) Paid Leave​ webpage.

Telemedicine, Telecounseling, and Self-Care

• Employees and graduate students with Blue Cross/Blue Shield (BC/BS TX) UT Select or Academic Blue health insurance can access:
  • BCBS TX 24/7 Nurseline - https://healthpoint.utexas.edu/247-nurse-line
  • MDLive for virtual visits with doctors, licensed psychiatrists and licensed counselors available 24/7 at https://healthpoint.utexas.edu/living-well-programs
• Employees can access video counseling services through the Employee Assistance Program at https://eap.utexas.edu
• View the Guide to Day to Day Living Under COVID-19 for resources to stay mentally and physically healthy, connect with and support UT employees, and work on your own professional development and growth 

Employee Teleworking and Remote Work

• Those whose positions accommodate remote work should contact their supervisor for guidance on flexible work arrangements and teleworking options.
• More information about Flexible Work Arrangements (FWA) can be found on the FWA Page
• Consider the use of online technology tools for meetings and events
• See additional tools and resources for online work and remote collaboration (PDF)
• The ITS Help Desk is available via remote options
  • Call 512-475-9400
  • Email help@utexas.edu
  • Submit a help request online

Information Security:

• Don’t click on links from sources you don’t know. Ignore online offers for vaccinations, investment opportunities, or emails from bad actors claiming to be trusted sources. For guidance on prevention and other resources, visit the University Health Services coronavirus web page.
• If you suspect that you have been a victim of a phishing attempt and fear that your UT EID or other university account has been compromised, contact the UT Service Desk at 512-475-9400 or help@its.utexas.edu.

Managers

HR Manager Mask Guidance

• HR Manager Mask Guidance Toolkit (PDF)

Hiring Criteria and Guidance for Vice Presidents for Staff Positions in Response to COVID-19

• Criteria for hiring and recruitment efforts involving staff positions, Effective April 14, 2020 (PDF Version)

COVID Cost Containment Strategies:

• Furlough Program in Response to COVID-19
• Recruitment and Hiring Criteria in Response to COVID-19 (PDF Version)
• Salary Merit Policy in Response to COVID-19
• Travel Restrictions and Reimbursements in Response to COVID-19
• Expenditure Review Process in Response to COVID-19