For City of Eugene Employees
(Updated March 23, 2020)
To support overall community health and safety, as March 23, 2020, we want staff to work at home if at all possible. Here are the guidelines:
- If you work in Police, Fire, Public Works Wastewater, Maintenance, or Airport, or Central Services Facilities, Information Services or Municipal Court, you should report to work as usual unless you’ve been directed not to or have already been given permission to work from home.
- If you have been assigned to the COVID-19 Emergency Operations Center, you should report to work as assigned.
- If you have been approved to work from home, you should continue to do so per the terms of agreement with your supervisor.
- For all others, if you have been reporting to work for your regular shift you should either:
- Receive a call, text, or email from your supervisor tonight with directions about whether to report work as usual or be available to work from home. If you do not receive direction from your supervisor today you are directed to be available to work from home.
- Be available during your regular shift for immediate response by phone and/or available to report to work within one hour of contact in the event you are called to work – for these hours regular time will be coded up to your normal schedule each day.
- If you are unable to respond to a call immediately or an assignment within one hour, that may be performed at home or onsite within CDC guidelines, you should notify your supervisor and code sick or vacation time. If you are sick, have doctors’ appointments, or need time away during regular working hours for any reason while you are at home, you are expected to call in, code leave, and make those arrangements with your supervisor. You must make arrangements and obtain approval prior to being unavailable just as you are required to do currently.
- Additional timesheet codes if needed and process for entry will be clarified soon. Payroll has been working on back up plans to ensure everyone is paid on regular schedule.
Temporary COVID-19 Leave Donation Program
- All Regular Employees can donate sick, vacation, PTO, Shift Holiday and Be Well Day leave they have accrued to other employees as part of the City’s COVID-19 Leave Donation Program.
- The donating employee must have at least 160 hours (or the equivalent of 4 weeks) of cumulative accrued leave after the donated hours are removed.
- Donating employee can donate up to one year’s worth of accruals from each leave bank.
- When the temporary work place changes are ended and the program is terminated, any remaining hours in this pool will be redistributed to employees that donated proportionate to their donation.
To donate leave to the COVID-19 Leave Donation Bank, complete the online Emergency Leave Donation Donor Form. Please click on the Submit button at the top of the form to email to the Employee Resource Center.
- If a Regular Employee is impacted by COVID-19 and has exhausted all paid leave, they will be eligible to request COVID-19 Emergency Leave Donations for up to 80 hours of paid time off for full time employees who work 40 hours a week, and prorated to reflect average hours worked in a two week period for part-time employees and those who work a schedule other than 40 hours a week.
To request leave from the COVID-19 Leave Donation Bank use this link. complete the online Emergency Leave Donation Request Form. Please click on the Submit button at the top of the form to email to the Employee Resource Center.
If your Emergency Leave Donation questions aren’t answered in our Frequently Asked Questions, please contact the Employee Resource Center.
Temporary Allowance for Negative Leave Balances
- During this time, Regular and Limited Duration Employees will be permitted to code either, but not both, vacation or PTO leave banks for hours that have not yet been earned. Employees who accrue vacation time and wish to use hours that have not yet been earned must code that time to their vacation leave banks; employees who accrue PTO time and wish to use hours that have not yet been earned must code that time to their PTO leave banks. This will allow Regular and Limited Duration Employees to carry negative vacation or PTO leave balances of up to 80 hours for employees who work forty hours a week, and prorated to reflect average hours worked in a two week period for part-time employees and those who work a schedule other than 40 hours a week.
- When an employee needs to use the negative leave option the employee and their supervisor will connect with employees to explore remote work, alternative schedules and reduced hours. If this does not alleviate the need to use negative leave the employee can then utilize their leave accruals. The system is set up to allow an employee to go negative (up to 80 hours) so you can simply request an absence in the normal fashion.
- Negative vacation leave balances will either be paid back through accrual of leave hours, paying back the hours or recovered through another available option when the temporary work place changes are concluded.
- All employees who separate from employment before their vacation leave balances have recovered to neutral or positive accruals will reimburse the city at their hourly rate.
- See instructions on checking leave balances.
- Previously approved vacation continues to be approved. This is subject to change as needs arise. New requests for leave must be approved by your supervisor.
VOYA Deferred Comp
In regards to recent market volatility caused by the Coronavirus, Voya is actively keeping their website updated with news and resources. Please reference the Voya website directly for current information. VOYA also recommends the following resources:
Health Insurance and Health-Related Resources For Supervisors
- What You Need to Know about the New Coronavirus
- Preparing Your Workforce for the Coronavirus: Guidance
- Group Health Plans and COVID-19: What You Need to Know
- Coronavirus Test Coverage and Group Health Plans
- Medicare Telehealth Expansion in COVID-19 Spending Law
- What to Tell Employees about the Coronavirus
The World Health Organization, Centers for Disease Control, and Oregon Health Authority all agree that some essential steps can help mitigate the spread of disease. Further, the State of Oregon and City of Eugene continue to make recommendations for our operations. Your compliance helps us ensure a safe work environment and community.
Here’s how you can do your part:
- We encourage you to stay home if you are sick.
- Cover your coughs and sneezes with a tissue and then throw it immediately in the trash.
- Wash your hands regularly for at least 20 seconds with soap and water.
- Avoid close contact with those who are sick.
- Avoid touching your eyes, nose and mouth with unwashed hands.
- Establish a "wipe-down" schedule in your workplace.
- Cancel all non-essential travel or gatherings of over 25 people.
- Explore or recommend alternative ways to conduct your work when appropriate such as using Skype or the phone for meetings, or working remotely. Please connect with your supervisor to determine what options are available for you.
- Be sure to check our own Emergency Management web pages for information on how to prepare yourself and your home for an emergency.