SOU Pandemic Resumption of Activities Plan and Requirements - Effective June 15, 2020
As part of its gradual reopening and in an effort to comply with contact and tracing requirements, all SOU active employees, student employees, volunteers, and affiliates who are scheduled to work must complete the SOU Daily Self Health Check Questionnaire regardless of work location (approximately 15 seconds). Those in need of a thermometer may inquire with Human Resources (Churchill Hall-Room 159, hrs@sou.edu; 541-552-8553).
Face coverings are required in shared or common spaces, at all campus activities, and outdoors when social distancing cannot be maintained until there is a reliable treatment or vaccine. Although employees are encouraged to provide their own face coverings, the university has a limited supply available for those who are unable to make or buy their own. Face coverings can be obtained, without charge, at the following locations:
- Human Resources (Churchill Hall, Room 159)
- Student Health and Wellness Center (560 Indiana Street)
- Information Technology (Computing Services, Help Desk)
- Facilities, Management and Planning (351 Walker Street)
On May 1, 2020, President Schott announced that the combination of declining enrollment, increasing personnel costs and consistent underfunding from the state has put the university in a position where expenses will outpace revenue for the foreseeable future. The result is we must take action now and implement a shared sacrifice approach in response to our institution’s financial health and modified operations.
Effective May 1 through December 31, all regular full-time non-grant funded unclassified administrator and classified employees will experience an across-the-board reduction in pay of 20% or 40% in the form of a furlough. Concurrent with this, the university has applied to participate in a program called Work Share Oregon, which allows employers to leverage unemployment insurance for eligible employees to subsidize a portion of lost wages when work time is reduced due to market downturns or other stressors.
Should future Federal and State funding allocations offset our financial situation, this shared sacrifice will be reassessed and adjustments made accordingly.
General FAQ
What is a furlough?
A furlough is a mandated, temporary, unpaid leave of absence from work taken as a result of a lack of funding and/or shortage of work.
How do I know if I will observe a 20% or a 40% furlough?
All impacted regular full-time non-grant funded unclassified administrator and classified employees received a letter via email from Human Resources on May 1, 2020, which elaborated on the percentage of their individual furlough. If you did not receive a letter, please immediately contact Human Resources at hrs@sou.edu or 541-552-8553.
Part-time employees (less than 1.0 FTE), grant-funded positions, and student employees are not impacted at this time and will not receive a letter.
Will my health benefits be impacted due to furlough?
Employee health benefits will remain intact during this time.
Who can I speak with about the personal impacts the furlough will have on me?
The Employee Assistance Program (EAP) is a free, confidential service to all university employees and eligible family members and provides short-term counseling services to help address personal, financial, career, and work-life issues. To access this benefit, simply https://www.cascadecenters.com/ or call 800-433-2320, text 503-850-7721, or email info@cascadecenters.com.
What resources or helpful tips are available to manage stress during these unprecedented times?
LinkedIn Learning has several courses that may be helpful in coping with change.
Supporting Your Well-Being During Times of Change and Uncertainty
What if I experience financial hardship as a result of the furlough and the time it takes to process an individual unemployment insurance claim or the group Work Share Oregon program?
It is anticipated that unemployment benefits may be delayed due to the increased volume of claims to the Oregon Employment Department as a result of the pandemic. While the OED initially conveyed that Work Share participants may receive benefits as early as two-weeks from when their claim is accepted, they have now indicated it's likely this may take up to four to six weeks due to the high volume of claims received within the past few weeks.
Employees who experience financial hardship may request a salary advance pursuant to university policy.
Additional financial resources may also be available through the United Way of Jackson County
My furlough is 20% or 40%. To offset this wage reduction, can I use available accruals (e.g. vacation, sick, compensatory time off (CTO), exchange time, personal leave days) to keep my pay unchanged?
No. The furlough is a reduction from a 40 hour work week to a 32 (20%) or a 24 (40%) hour work week. The use of available accruals beyond the 32 or 24 hour work week is not permitted.
If I need to be absent while on furlough, may I use available accruals (e.g. vacation, sick, compensatory time off (CTO), exchange time, personal leave days)?
Yes. Employees may still request the use and approval of earned leave accruals that coincide with their reduced work week. The use of leave accruals (e.g. vacation, CTO, exchange time, personal leave days), however, may impact individual weekly unemployment benefits because they are deemed "unable" or "unavailable" to work under the Work Share program.
UPDATE: On August 5 the Oregon Employment Department announced that effective August 2 - December 26, they are adopting a temporary rule, OAR 471-030-0036 (3)(f)(A), which allows Work Share participants to use accrued leave when sick or taking care of someone who is sick. This rule also allows missing a work opportunity due to jury duty. They further clarified, "For purposes of determining whether an employee can receive Work Share benefits in a week, if the employee uses approved accrued leave during a week, those leave hours count as hours worked during the week. This does not apply to leave taken for vacation purposes. It does apply to leave taken for other reasons, including because the employee is sick, is caring for someone else who is sick, is on jury duty, or because of COVID-19 related reasons."
Is there flexibility with my work schedule to attend a non-work appointment (e.g. medical appointment) by adjusting my hours for the week if approved by my supervisor?
Yes. Note, classified employees requesting the ability to flex their schedule must complete the Flexible Work Agreement.
Are my earned leave accruals and retirement contributions prorated as a result of my observed furlough?
New developments have been received that support the requirement of public entities/universities to continue prorating retirement contributions when participating in the Work Share Program. This understanding is also reflected in the Oregon.gov and SEIU503.org websites. For PERS members this means that salary is reduced for those months on the Work Share furlough program impacting IAP contributions and possibly final average salary. The final average salary is determined by the member's three highest grossing years (do not have to be consecutive) and is used in the calculation formula to determine pension payments. IAP is valued at the dollar amount available in the account. For ORP members this means that salary is reduced for those months on the Work Share furlough program impacting applicable gross salary which will impact contributions to member accounts. ORP member accounts are valued at the dollar amount available in the account.
Earned monthly accruals will be processed as though the employee was not on furlough.
Vacation maximums remain as stated in their respective university policy or collective bargaining agreement.
I am a classified employee and I understand SOU and SEIU Local 503 worked together on a Letter of Agreement entitled, 'Alternatives to Layoff.' What are the details of this agreement?
The SOU SEIU Letter of Agreement, entitled, "Alternatives to Layoff" can be found here. For questions, please contact Human Resources (hrs@sou.edu or call 541-552-8553) and/or a member of your local SOU SEIU Local 503 leadership team.
My supervisor said my position may be temporarily repurposed. What does that mean?
At this time, the university is doing its best to retain all employees by utilizing the Work Share Oregon program. As time goes on in our new remote environment and required strict social distancing measures, some positions may not be able to perform the duties specific to the job they were hired to do. Departments have been asked to reasonably repurpose duties so that employees continue to have work and remain employed. Where a unit does not have work, Human Resources will assist by locating assignments from another unit. Employees will receive training and clear expectations regarding any repurposed assignments.
If I have questions about my employment or my furlough, who should I contact?
Employee questions may be directed to Human Resources at hrs@sou.edu or 541-552-8553.
Work Share Oregon FAQ
What is Work Share Oregon?
Work Share Oregon is a program that offers employers an alternative to layoffs. Instead, the employer reduces the hours of work for the employee of not more than 40% and not less than 20% to effectively reduce its payroll expenses. Workers are then eligible to receive partial Unemployment Insurance benefits.
To participate, SOU has applied to the Work Share program by sending a written plan signed by SEIU Local 503 to the Oregon Employment Department. The plan lists the employees selected to participate and certifies the hours of their regular work week.
Each participant must complete the Work Share Initial Claim Form and submit it via the SOU Human Resources Secure Inbox by no later than May 8. Participant eligibility is determined by the State of Oregon’s Employment Department and specific rules and criteria may apply.
After completing this process, the employee may receive an email or paper mail indicating approval or denial. Employees do not need to do anything with this information. The notification is automatically generated by the Oregon Employment Department and they will process approved claims via the Work Share Program submitted by SOU.
SOU provides weekly reports on behalf of the employee to the Oregon Employment Department to certify hours worked to claim Work Share benefits. Unlike traditional Unemployment Insurance, this process is completed by the employer.
Additional information about the program can be found in the Work Share Program Handbook.
When did SOU apply to Work Share Oregon and was the application approved?
SOU applied to the program on May 1, 2020. Work Share Oregon informed us on May 26, 2020 that our application is approved. Individual Claim Forms are now being processed. It is anticipated that benefits may take anywhere from two-six weeks to distribute.
It is understood that benefits are retroactive to the date the application was submitted (May 1). There continues to be a one-week waiting period that is ineligible for benefits. Should this be lifted, the Oregon Employment Department indicated they would retroactively disperse entitled benefits accordingly.
Who is eligible to participate in the Work Share Program?
Employees are eligible to participate in Work Share if they have been employed by SOU as a full-time employee for six months, or twelve months as a part-time employee. Seasonal, temporary, or intermittent employees are ineligible. Employees on a full non-coronavirus-related leave of absence are also ineligible for the Work Share Program because they are unable to perform work.
What if I am not eligible for the Work Share Program?
Employees who do not meet eligibility for the Work Share Program are encouraged to still complete the Work Share Initial Claim Form so that Human Resources may pick up the position once eligible. Employees may also elect to individually apply for unemployment insurance benefits separately through the State of Oregon Employment Department. Additional information can be found in the Oregon Unemployment Insurance Claimant Handbook.
If I am eligible to participate in the Work Share Program, is there anything I need to do?
Each participant must complete the Work Share Initial Claim Form and submit it via the SOU Human Resources Secure Inbox by no later than May 8 and report their time and attendance weekly.
What is the SOU Human Resources Secure Inbox?
Since the Work Share Initial Claim form requires the employee social security number, the SOU Human Resources Secure Inbox as been set up through Box.com to ensure safe digital delivery of this form. DO NOT EMAIL YOUR COMPLETED FORM. Please place the completed Work Share Initial Claim Form in this secure location no later than May 8. Alternatively, employees may deliver the completed form to Human Resources (Churchill Hall, Room 159) or fax to our secure line at 541-551-8508.
Is there a required waiting period before Work Share benefits are issued?
Although Oregon law continues to require a one-week waiting period and then benefits are issued on a prospective basis, it is understood that Gov. Brown is working with the Employment Department to potentially waive Oregon's waiting period.
How are Work Share benefits calculated and is the benefit taxable?
Unemployment benefits are considered taxable income and employees should plan accordingly. At the end of January each year, the Employment Department will mail a Form 1099-G, Statement for Recipients of Unemployment Compensation. A copy is also sent to the Internal Revenue Service and the State Department of Revenue. Employees may elect to have the Employment Department withhold state and federal income taxes from unemployment benefits by completing and submitting the Tax Liability Unemployment Insurance form [Note: use April 30, 2021 for the Benefit Year Ending (BYE) field].
Weekly benefits can be approximated by using the Oregon Unemployment Insurance Estimator. For example, a 12-month employee who only works at SOU can take their 2019 W-2 gross earnings and divide it by 4 (four quarters in a 12 month period). Place this value in each of the "total wages paid" box for quarters 1, 2, 3 and 4. Then enter 520 (8 hours in a day x 5 days a week x 52 weeks in a year / 4 quarters) in the "total hours" field box for quarters 1, 2, 3 and 4. Leave quarter 5 blank and "Click Here To Estimate Your Benefits" button. Then take the value of "your weekly benefit amount" and multiply by your 20% or 40% furlough. This is your estimated weekly Work Share benefit amount.
According to the Work Share Oregon Handbook, the benefit amount is calculated by multiplying the regular weekly benefit amount by the percentage of the reduced weekly hours of work, and the following examples are provided.
- For example: If your regular weekly benefit amount is $270 and the employer’s plan calls for a 20% reduction in your work hours, your weekly Work Share benefits would be $270 x 20% = $54. Earnings must also be reported for any other work you have performed.
- For example: You have a second job and you performed some work for that employer during a week that you are going to claim Work Share benefits. If your earnings from a non-Work Share employer exceed either 10 times the state hourly minimum wage or 1/3 of your weekly benefit amount (whichever is more), the excess amount is deducted dollar for dollar from your Work Share benefit.
- For example: Your regular weekly benefit amount is $500. Your employer’s Work Share plan outlines a 20% reduction in your work hours for which you receive a potential Work Share benefit payment of $100. If you earn $175 from a second employer, we disregard the first $166 (1/3 of your regular weekly benefit amount) then we deduct the remaining $9 from your $100 Work Share benefit, so you would receive a net payment of $91 for the week.
Additional calculators estimating benefits are available from our friends at Oregon Tech and SEIU053.org.
What if I have another job or have retirement income (not including social security)?
SOU is required to include additional wages and income earned or retirement pay received for each employee in our weekly submission. Eligible employees who receive wages or income from another job or pension, annuity, or retirement pay are required to submit information to SOU Payroll Services (payroll-services@sou.edu) every week for the duration of the Work Share program. SOU then reports this information in the weekly submission provided to the Oregon Employment Department. Employees do not need to report Social Security income.
Eligibility is determined by the State of Oregon depending upon each employee's personal employment situation. SOU is unable to provide information pertaining to financial impact, acceptance or denial of a claim by the State of Oregon's Employment Department. The department has conveyed that regardless of where the additional employment resides (e.g. second job at SOU or elsewhere), all wages, including stipends must be reported and weekly unemployment benefits will be determined accordingly.
How do I receive my Work Share benefits?
Work Share benefits are issued by the State of Oregon in the form of a paper check then via a Visa ReliaCard. Employees who desire direct deposit instead of the Visa ReliaCard may complete the Oregon Employment Department's Authorization for Electronic Deposit form and follow the instructions provided [Note: use April 30, 2021 for the Benefit Year Ending (BYE) field]. Forms provided directly to SOU Human Resources by May 8, will be securely submitted to the Employment Department along with the Work Share Initial Claim form.
SOU Payroll Services will continue to issue regular pay for hours worked based on the employee's preestablished check distribution preferences (e.g. paper or direct deposit). Pre-established monthly payroll deductions remain unchanged.
I understand that through July 25, 2020, the Federal government has implemented a COVID-19 unemployment stimulus benefit ($600 per week). Do I need to individually and separately apply for this benefit?
When the State of Oregon approves unemployment claims/Work Share participation, this approval is then automatically transferred over to the federal unemployment insurance stimulus program and benefits issued at the same time. SOU and the employee do not need to take additional action.
Do SOU's observed paid holidays impact weekly unemployment/Work Share benefits?
During a SOU observed paid holiday, the campus is closed so there is no work available to employees. As a result, the employee is credited the holiday hours (equivalent to their work shift) for that week and the employee works only the remaining work shift as defined by their observed furlough. The universities consider the use of Special Day leave as a holiday.
Example: For the week of Memorial Day (May 25), the employee is credited 8 hours for Memorial Day, and needs to record another 16 to 24 hours throughout the week. The Oregon Employment Department does not care how those hours are distributed (i.e. three 8-hour shifts on Tues-Thurs, four 4-hour shifts on Tues-Fri, or any other combination), so long as this employee records between 24 and 32 total hours for the work week.
May I use available accruals (e.g. vacation, sick, compensatory time off (CTO), exchange time, personal leave days) while collecting unemployment/Work Share benefits?
Yes. Employees may request the use and approval of earned leave accruals that coincide with their furlough reduced work week. The use of leave accruals does impact unemployment benefits. Contrary to the observance of SOU paid holidays and coronavirus related protected leave, the Oregon Employment Department views employee elected absences as the employee's decision to not be available for work. The Oregon Public Universities, SEIU, and legislative allies continue to work with OED regarding the use of sick or vacation accruals while participating in Work Share.
According to the Oregon Employment Department Unemployment Insurance Claimant Handbook, all earnings (e.g. pay for the use of leave accruals) must be reported. Employees won't receive benefits if their gross earnings for a week exceed their weekly benefit amount. Below is the excerpt from the handbook:
How do earnings affect my weekly benefit?
You won't receive benefits if your gross earnings for a week exceed your weekly benefit amount.
Your benefits are reduced by the amount of any gross earnings that are more than:
- Ten times the Oregon minimum hourly wage; or
- One-third of your weekly benefit amount (whichever is larger)
For example: If your weekly benefit amount is $300, one-third of that amount is $100, so:
- If your gross earnings for the week are $150: This is $50 more than one-third of your weekly benefit amount. Your payment for the week would be $250. ($150 - $100 = $50. $300 - $50=$250) or
- If your gross earnings for the week are $90: These earnings are less then one-third of your weekly benefit amount so your payment for the week wouldn't be reduced.
What if I have questions about Work Share?
General questions may be directed to Human Resources at hrs@sou.edu or 541-552-8553. Specific questions about Work Share or other unemployment insurance programs offered by the State of Oregon should be directed to:
What type of written communications should I expect to receive from the Oregon Employment Department?
Since our application was approved on May 26, many employees have received letters in the mail directly from the Oregon Employment Department (OED). These letters represent two categories.
1. Academic Recess/Break Periods - A standard letter was issued by OED to employees working at any school or educational institution that explains unemployment insurance does not continue during academic recesses or break periods. Although a follow-up notice will not be sent out by OED, we have received confirmation that higher education Work Share participates who are in a 12 month position will continue to receive their benefits over the summer break. Human Resources remains committed to working directly with OED on behalf of our employees on any issues that may arise. Should an employee receive information over the academic break canceling benefits, please immediately contact hrs@sou.edu.
2. Standard Wage and Potential Benefit Report - A standard letter conveying individual wage and potential benefits was issued by OED. If an employee has not received this yet, please contact hrs@sou.edu immediately. This document highlights the following:
A. Acceptance, Denial or Base Year Adjustment:
iii. Base Year Adjustment: Depending on the length of employment in Oregon, a claim may be denied and a base year adjustment appeal may be necessary. Please contact hrs@sou.edu immediately for assistance.
B. The Wage and Potential Benefit Report contains a statement directing the employee to file a claim for benefits weekly, as they are not automatically paid. Although a follow-up statement will not be sent by OED, we have received confirmation that Work Share participants do not need to abide by that instruction since Southern Oregon University is submitting official weekly time and attendance reports based on employee WTE or Work Share Time and Attendance form entries.
If you have not received any correspondence from OED, please contact hrs@sou.edu immediately. If you have any questions about the documents you did receive, please scan your document(s) and send it along with you question to hrs@sou.edu.
How do I know if I have received all the payments that have been issued so far?
As of August 5, 2020 a total of 11 weeks of benefits have been issued for the following weeks:
- 5/10-5/16
- 5/17-5/23
- 5/24-5/30
- 5/31-6/6
- 6/7-6/13
- 614-6/20
- 6/21-6/27
- 6/28-7/4
- 7/5-7/11
- 7/12-7/18
- 7/19-7/25
If you have not received a total of 11 weeks of benefits, please contact Human Resources at hrs@sou.edu.
Payroll Time and Attendance FAQ
I am an unclassified exempt administrator participating in the Work Share Program. How do I report my time and attendance weekly and monthly?
Unclassified exempt employees who earn additional wages/income from other employment, and/or those who receive monies from a pension, annuity, or retirement pay must report this information to Payroll Services via email to payroll-services@sou.edu.
Unclassified exempt employees are required to report absences weekly, as well as monthly, via InsideSOU.edu Banner Self-Service Web Time Entry. The work week begins on Sunday and ends on Saturday. The first week of furlough begins Sunday, May 3, 2020.
- Go to InsideSOU.edu and in the “Employment Details" tile, click "Time Sheet"
- Select "Access my Time Sheet"
- In the "Pay Period and Status" drop-down, select the current pay period
- On each day of absence, select the corresponding "Earning" time reporting code
- Enter the observed furlough hours in the "Furlough Time Taken" line and click "Save"
- Enter all other absences for each day under the corresponding earning reporting code and click "Save"
- Do not click "Submit for Approval" unless it is the last day of the month.
For a visual description of the above steps, please review these Payroll Instructions.
It is strongly recommended that all participants schedule a reoccurring reminder to submit their weekly time and attendance on the last day of their scheduled work shift for the current work week.
Note: Employees ineligible for the Work Share Program do not report time and attendance weekly. Employees must, however, continue to report time and attendance in accordance with the SOU Payroll Services policies, procedures and deadlines.
I am a classified non-exempt, classified exempt, or unclassified non-exempt participating in the Work Share Program. How do I report my time and attendance weekly and monthly?
Classified non-exempt, classified exempt, or unclassified non-exempt employees must report and certify their weekly time and attendance by accessing the SOU Work Share Time & Attendance Form. Submitted forms are auto-forwarded to the supervisor for review and certification directly with Payroll Services (Note: Supervisors, please follow the instructions in the email forward). The work week begins on Sunday and ends on Saturday. The first week of furlough begins Sunday, May 3, 2020.
A monthly paper timesheet (reflecting the weekly submissions) is also required and in accordance with Payroll Services' time and attendance procedures and deadlines.
- Visit the Payroll Services Timesheets and Instructions webpage and select the timesheet specific to your position.
- Enter all hours worked for each designated day under the "REG" column
- Enter furlough hours under the "Other (exp)" column and write/type "FURLOUGH" under the "For Payroll Use Only" column.
For a visual description of the above steps, please review these Payroll Instructions.
It is strongly recommended that all participants schedule a reoccurring reminder to submit their weekly time and attendance on the last day of their scheduled work shift for the current work week.
Note: Employees ineligible for the Work Share Program do not report time and attendance weekly. Employees must, however, continue to report time and attendance in accordance with the SOU Payroll Services policies, procedures and deadlines.
If I have questions about time and attendance reporting during the Work Share Program, who do I contact?
Work Share Application FAQ
Page 1, F. Are you a U.S. Citizen?
If you are a U.S. citizen, please mark yes and move on to section G. If you are not a U.S. citizen answer the remaining questions in this section.
Page 2. List all employers for the last two years.
First Most Recent Employer (for SOU Employment) enter the following
- Phone: 541-552-8553
- Address: 1250 Siskiyou Boulevard, Ashland, OR 97520
- Job Title: enter current job title
- I worked for this employer from: enter the first day of employment at SOU
- I worked for this employer to: enter "present"
- Check One: "Still Working"
- Total (gross) earnings in above period of work: refer to your 2019 W-2, which can be accessed via InsideSOU.edu Banner Self-Service (Tax Forms, W-2 Wage and Tax Statement, Select Tax year 2019, Pull figure from box 1 "Wages, tips, other compensation).
- Rate of Pay: enter April 2020 monthly rate of pay (for salaried employees) our hourly rate of pay (for hourly employees).
If I have a second job outside of SOU, will it impact my weekly unemployment for the furloughed hours?
Eligibility is determined by the State of Oregon depending upon each employee's personal employment situation. SOU is unable to provide information pertaining to financial impact, acceptance or denial of a claim by the State of Oregon's Employment Department. The department has conveyed that where the additional employment resides (e.g. second job at SOU or elsewhere), all wages received must be reported and unemployment benefits determined accordingly.
As a reminder, SOU has an Outside Activities and Related Compensation policy and accompanying form which requires employee adherence.
How do fill in or sign the form digitally?
It is recommended the Work Share Initial Claim Form be opened and immediately saved under a different name (e.g. Last Name WS Initial Claim Form). Then reopen the form and begin filling in your information. Save the form when finished to then place in the SOU Human Resources Secure Inbox.
For detailed instructions on how to use Adobe Reader and Adobe Pro, please access the Digitally Signing your Initial Claim details created by our friends in Information Technology.
Links to Available Resources
Work Share Oregon
Work Share Initial Claim Form - due by May 8, 2020
SOU Human Resources Secure Inbox
Work Share Frequently Asked Questions
