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?
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, 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?
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.
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?
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 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?
Employee questions may be directed to Human Resources at hrs@sou.edu or 541-552-8553.
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 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, 2020 and again by March 26, 2021. 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). The required one-week waiting period has been waived and OED anticipates processing eligible benefits by the end of November 2020.
Work Share Program eligibility is good for 1-year. SOU must reapply to the program for benefits beyond April 30, 2021.
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 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 again by March 26, 2021 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'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.
Is there a required waiting period before Work Share benefits are issued?
There is typically a one-week waiting period, however, Gov Brown has waived this ruing the pandemic and OED anticipates processing eligible benefits by the end of November 2020. This will include both the state and federal ($600 pre-tax) stimulus unemployment insurance benefits.
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. Forms provided directly to SOU Human Resources by May 8 and again by March 26, 2021, 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.
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.
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 and this does not impact Work Share benefits.
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.
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 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.
How are Work Share benefits calculated?
According to the Oregon Employment Department Unemployment Insurance Claimant Handbook, all earnings 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?
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:
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*** | 4/4-4/10*** | 5/2-5/8*** | 5/30-6/5*** | 7/4-7/10*** | ||
| 1/10-1/16*** | 2/14-2/20*** | 3/14-3/20*** | 4/11-4/17*** | 5/9-5/15*** | 6/6-6/12*** | 7/11-7/17*** | ||
| 1/17-23*** | 2/21-2/27*** | 3/21-3/27*** | 4/18-4/24*** | 5/16-5/22*** | 6/13-6/19*** | |||
| 1/24-30*** | 2/28-3/6*** | 3/28-4/3*** | 4/25-5/1*** | 5/23-5/29*** | 6/20-6/26*** | |||
| 1/31-2/6*** | 6/27-7/3*** |
*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
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?
If I update my address and direct deposit information with Payroll does that also update my information with Work Share?
No. Any changes to the information provided to Work Share must be made separately. You would need to complete a new Electronic Deposit Form to update your banking information. Address changes will need to be changed directly with OED by calling (503) 947-1800, or (800) 436-6191.
As a Classified employee, if I choose to cash-out 40 hours of vacation in accordance with the SEIIU Collective Bargaining Agreement, Article 43 Section 17, will this impact Work Share benefits?
Yes. Payment of the vacation cash-out may impact Work Share benefits for the week of 1/31/21-2/6/2021. Vacation cash-out is considered wages and must be reported to OED.
For those who submitted requests to cash-out vacation prior to the announcement to extend furloughs, Payroll will be contacting those employees directly to see if they want to withdraw their request. If you wish to withdraw your request so that it doesn't impact Work Share benefits and have not been contacted yet, please reach out to payroll-services@sou.edu.
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.
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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"
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 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
Work Share Oregon
Work Share Initial Claim Form - due by May 8, 2020 and again March 26, 2021
SOU Human Resources Secure Inbox
Work Share Frequently Asked Questions
