Furlough Information Frequently Asked Questions (FAQs)

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, students, 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, 2020 through September 6, 2021 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?

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, December 27, 2020, and March 11, 2021, 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?

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?

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.

UPDATE: For the extended furlough period of March 14, 2021 - September 4, 2021, affected employees will be allowed to use vacation leave in full-week (40-hour) increments so that they can earn their full weekly wages while ineligible during those weeks for Work Share benefits. Classified employees may apply available personal leave accrued during the period of July 1, 2020 - June 30, 2021 only to supplement vacation in full-week increments.

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.

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."

UPDATE: On December 24, 2020, we learned that OED is looking into making the temporary rule permanent. Until then, they will continue to apply the rule as defined above.

UPDATE: For the extended furlough period of March 14, 2021 - September 4, 2021, affected employees will be allowed to use approved vacation leave in full-week (40-hour) increments so that they can earn their full weekly wages while ineligible during those weeks for Work Share benefits. Classified employees may apply available personal leave accrued during the period of July 1, 2020 - June 30, 2021 only to supplement vacation in full-week increments.

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?

Are my earned leave accruals and retirement contributions prorated as a result of my observed furlough?

New developments support the requirement of public entities/universities to prorate 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?

What should I be considering if I need to reduce or lift furloughs as more in-person instruction, activities, and services resume?

What are the unique operational considerations for the department/unit (e.g. face-to-face services, deadlines, projects, processes, digital services, service excellence standards, etc.)?
Can operational needs continue to be met with the mandatory furlough through September 4?
- If not, which positions (based on the job description) require the furlough mandate to be lifted?
- Where position descriptions are identical and not all will equally be reduced or lifted from furlough, consideration shall be given to those with the most seniority (see SOU/SEIU LOA Furloughs/Alternative to Layoff).
- Based on business necessity, what date should the furlough be lifted (e.g. July 1, August 15, etc.)?
Where operationally supported, can the position continue to successfully work remotely on a full-time or hybrid basis?
- If yes, does the employee have a preference to work from home, hybrid, or onsite?
- Are there documented performance concerns that have resulted in working remotely? If yes, please contact Human Resources at 541-552-8553 or hrs@sou.edu.
- Has the employee asked for a reasonable accommodation? If yes, please contact Human Resources at 541-552-8553 or hrs@sou.edu.
Departments/units with remote, hybrid, and onsite workers should consider the following questions:
- Are there spacing restrictions limiting the number of employees, student employees, and customers in your department/unit at any one time? If yes, stagger schedules accordingly.
- How will regular communication with all employees occur?
- How will performance and projects be monitored and tracked?
- How will employees be expected to communicate and work together?
- What do you need to do differently to ensure employee engagement and productivity?
Have operational needs shifted in such a way to support the continuation of a time-base reduction after the current furlough mandate on a temporary or permanent basis?
Are there any personal extenuating circumstances or equity considerations that must be considered when lifting a furlough or adjusting a work location?

If it is determined a staff furlough should be reduced or lifted, an email request must be sent to the manager's respective Vice President for written approval. This written approval shall be forwarded to Human Resources (lardizaba@sou.edu) for review. Changes to furlough status must be made at least five (5) business days in advance of the beginning of the week in which the change in furlough hours is to take effect. The effective date must begin on a Sunday due to WorkShare program requirements. Should an employee elect to waive the five-day advance notice requirement, they may do so in writing and submit it to Human Resources. Once processed, the employee will receive a letter communicating the change.

Work Share Oregon FAQ

What is the SOU Human Resources Secure Inbox?

Since the Work Share Initial Claim form requires the employee's social security number, the SOU Human Resources Secure Inbox has 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 and again by March 26, 2021. Alternatively, employees may deliver the completed form to Human Resources (Churchill Hall, Room 159) or fax to our secure line at 541-551-8508.

Note to Chrome Users: You may need to clear the cache by following the steps listed below:

Go to the ellipsis, or click on the three vertical dots (upper right corner of the address bar)
Choose settings
On the left, choose "Privacy and Security"
On the right, choose "Clear Browsing Data"
Choose "Advanced", set the Time Range to "All Time", and select "Clear Data"

If you continue to receive an error message, please open another browser and try uploading your document into the HR Secure Inbox from that browser.

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.

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.

The same is true for the $300 federal unemployment stimulus benefit approved for the period of July 26 through September 5, 2020 and December 27, 2020 through September 6, 2021.

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.

UPDATE: On December 24, 2020, we learned that OED is looking into making the temporary rule permanent. Until then, they will continue to apply the rule as defined above.

UPDATE: For the extended furlough period of March 14, 2021 - September 4, 2021, affected employees will be allowed to use vacation leave in full-week (40-hour) increments so that they can earn their full weekly wages while ineligible during those weeks for WorkShare benefits. Classified employees may apply available personal leave accrued during the period of July 1, 2020 - June 30, 2021 only to supplement vacation in full-week increments.

What type of written communications should I expect to receive from the Oregon Employment Department?

Employees will likely receive letters in the mail directly from the Oregon Employment Department (OED) that primarily represent three categories:

1. 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:

i. Denial: If the letter indicates the claim has been denied and you have not already consulted with Human Resources, please contact hrs@sou.edu immediately.

ii. Accepted: If you were accepted, your full weekly benefit will be listed in the upper right. As a Work Share participant, you may expect 20% or 40% of the amount depending on your observed furlough. When benefits issue, it is understood there will be two separate checks/account postings. One for the state Work Share amount and the other for the federal stimulus unemployment amount of $600 (currently runs through July 25).

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.

2. 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.

3. Ineligibility for Weekly Benefits - OED will issue a letter on weeks in which a participant used leave accruals or earned income to make them ineligible for a weekly benefit.

If you have not received an approval or denial correspondence from OED or you have not received benefits for a week you were eligible, please contact hrs@sou.edu immediately. Please scan your document(s) and send it along with your question to hrs@sou.edu.

How do I know if I have received all the payments that have been issued so far?

To date, the following weeks of benefits have been issued:

MAY '20	JUN '20	JUL '20	AUG '20	SEP '20	OCT '20	NOV '20	DEC '20
5/3-5/9*	6/7-6/13**	7/5-7/11**	8/2-8/8***	9/6-9/12	10/4-10/10	11/1-11/7	12/6-12/12
5/10-5/16**	6/14-6/20**	7/12-7/18**	8/9-8/15***	9/13-9/19	10/11-10/17	11/8-11/14	12/13-12/19
5/17-5/23**	6/21-6/27**	7/19-7/25**	8/16-8/22***	9/20-9/26	10/18-10/24	11/15-11/21	12/20-12/26
5/24-5/30**	6/28-7/4**	7/26-8/1***	8/23-8/29***	9/27-10/3	10/25-10/31	11/22-11/28	12/27-1/2***
5/31-6/6**			8/30-9/5***			11/29-12/5

JAN '21	FEB '21	MAR '21	APR '21	May '21	Jun ' 21	Jul ' 21	Aug '21	SEP ' 21
1/3-1/9***	2/7-2/13***	3/7-3/13***
1/10-1/16***	2/14-2/20***	3/14-3/20***
1/17-23***	2/21-2/27***	3/21-3/27***
1/24-30***	2/28-3/6***	3/28-4/3***
1/31-2/6***

*denotes waived required wait period. OED anticipates the issuance of both the state and $600 (pre-tax) federal stimulus unemployment insurance benefits by end of November 2020

**denotes weeks eligible for $600 (pre-tax) federal stimulus unemployment insurance benefit

***denotes weeks eligible for $300 (pre-tax) federal stimulus unemployment insurance benefit

For those who elected to have their benefits direct deposited by completing a form back in May 2020, OED has now processed these forms which resulted in a paper check for the week ending 10/17 and benefits being directly deposited beginning with the week ending 10/24.

If you have not received a week(s) of benefits, please contact Human Resources at hrs@sou.edu or 541-552-8553.

Payroll Time and Attendance FAQ

Work Share Application FAQ

Page 1

First download and save the application. Then open it and begin completing the fields.

Are you a U.S. Citizen: If you are a U.S. citizen, please mark yes. If no, please provide your Work Authorization # or I-94#.

Work Share Employer: Southern Oregon University

Work Address: 1250 Siskiyou Boulevard

City: Ashland

State: Oregon

Zip Code: 97520

All furloughed employees are regular full-time non-grant funded, so select "full-time"

Employee Start Date: Please visit inside.sou.edu "Banner Self Service" and select "Employee Tab", and "Job Summary", and pull the dates listed under "Begin Date."

Rate of pay: Please visit inside.sou.edu "Banner Self Service" and select "Employee Tab", "Job Summary", and your "Title." Divide your most recent "Job Salary Rate" by 12, then by 173.33 to determine your hourly rate of pay. Note: this should reflect your pre-furlough salary.

Page 2

Employment History: Please list all of your employers for the past two years, excluding your Work Share Employer (SOU). Include temporary or employee leasing agencies, employers in and outside the USA, the federal government, and the military. To list more employers, use a separate piece of paper and attach it to this form. This information will be verified with your employer(s).

Signature: OED has enabled digital signature. If you have not already set this up, you will be prompted to do so. 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.

Save the document "lastname, firstname Work Share Initial Claim Form"

Note to Chrome Users: You may need to clear the cache by following the steps listed below:

Go to the ellipsis, or click on the three vertical dots (upper right corner of the address bar)
Choose settings
On the left, choose "Privacy and Security"
On the right, choose "Clear Browsing Data"
Choose "Advanced", set the Time Range to "All Time", and select "Clear Data"

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 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

Oregon Employment Department