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Practices, Policies, & Resources During COVID-19

Human Resources is available to help you adapt to your new work situation during the COVID-19 outbreak. Please use the following resources to guide your work during this challenging period.

Policies

University of Richmond's COVID-19 Response Microsite

Human Resources Interim Policies

Payroll & Time Entry

Two new earn codes have been created for reporting during the COVID-19 event:

  • Balance of Schedule Hours (BOS): If a non-exempt employee (including full-time, part-time, and limited term non-exempt employees) is on a reduced work schedule, they will enter the difference between the total hours of normal biweekly schedule and the total hours actually worked on campus or at home as BOS hours. 
  • Special Paid Leave (SPL): Full and part-time employees who accrue leave (>1,000 hours per year) may receive up to 15 days of additional paid leave to be used for COVID-19 related situations like illness, quarantine, isolation or family care need. This is a one-time allowance of additional paid leave in response to the COVID-19 crisis. Employees absent due to a COVID-19 related situation will select the Special Paid Leave earn code to report those hours.

Monthly Leave Reporting

Hourly Time Reporting

Medical Insurance & Employee Well-Being

Enhanced Cigna Coverage During COVID-19: Cigna has made new resources, enhanced medical coverage, and enhanced virtual care available to University medical plan members during the COVID-19 outbreak. 

Employee Assistance Program (EAP): The Employee Assistance Program (EAP) is available to ALL employees. The EAP provides four free counseling sessions each year, as well as assistance in finding eldercare, childcare, and other resources.

  • The EAP has added webcasts about the COVID-19 outbreak, "Managing Anxiety: Coronavirus Fears & Concerns" and "Supporting Employees: Coronavirus Fears & Concerns." You can watch them live or later in the archives at www.Cigna.com/EAPWebcasts

Health Advocate: Full-time employees and their households also have access to Health Advocate, which has provided COVID-19 resources on the member website.

Cigna Coaches Corner: These YouTube videos highlight Cigna coaches discussing different wellness topics. The videos are great ways to learn about wellness coaching so you can decide if you would like to participate in FREE telephonic or online coaching with MotivateMe.

Daily Burn Discounted Membership: Daily Burn is a leading fitness tech brand dedicated to helping all people live better lives through movement. Daily Burn offers a popular, daily group class (Daily Burn 365) streamable to any device. Members also access to a library of more than 1,000 on-demand workouts a taught by certified trainers. All Cigna plan members receive their first month free with a discounted subscription of $14.95/month + tax thereafter. 

Online Well-Being Resources: URWELL has worked with partners around the country to round up a list of free online resources that can help you work on your well-being goals while recreation centers are closed.

Tips & Resources from Cigna:

Changes to FSAs and HSAs

Dependent Care Flexible Spending Accounts (FSAs)

If there is a significant change in cost to your dependent care services due to the COVID-19 outbreak, you are allowed to make adjustments to your contributions to your dependent care accounts. Situations may include:

  • Your child’s daycare closes, causing a loss of care and a loss of care expenses.
  • You are now working from home and can keep your children home instead of going to daycare.
  • Your child’s school closes and you need to enroll your child in daycare to allow you to continue to work. Your child's school or daycare reopens after the COVID-19 pandemic.

Keep in mind, you must request the change to your FSA within 30 days of the status change occurring.

When the daycares reopen, that event will also be considered a change in cost, and you will be able to adjust your dependent care accounts again.

If you would like to make a change to your dependent care account contributions, please complete the "Dependent Care Flexible Spending" portion of the Benefits Enrollment/Change Form. Please return the form to Human Resources at urhr@richmond.edu

Healthcare Flexible Spending Accounts (FSAs) and Health Savings Accounts (HSAs)

The stimulus package signed into law on March 27, 2020 included several provisions that directly impact the University's health care flexible spending accounts (FSAs) and health savings accounts (HSAs). 

  • Over-the-counter (OTC) medications may now be purchased without a prescription from FSAs and HSAs.
  • Menstrual care products defined as “a tampon, pad, liner, cup, sponge, or similar product used by individuals with respect to menstruation” may also be purchased from FSAs and HSAs.

These provisions will be retroactive to January 1, 2020 and will end on December 31, 2020.

Retirement

TIAA has published the following resources for saving in turbulent times.

TIAA One-on-One Consultations: TIAA has moved all scheduled in-person appointments to phone or online appointments. This policy will be in effect through April 13, 2020. If you would like to schedule a one-on-one planning session with a financial consultant, please call 800.732.8353, weekdays, 8 a.m. – 8 p.m. (ET).

Investing During Turbulent Times

How to Handle the Ups and Downs of the Stock Market

Market Jitters? Our Perspective on the U.S. Economy and Recent Stock Market Volatility

Investing for Long-Term Goals

TIAA webinars: Watch TIAA's "Market Volatility Webinar" either when it's live or later in the archives at tiaa.org/webinars. The webinar covers what’s driving current volatility, some strategies to help people deal with the current market swings, as well as what this could mean for everyone.

Remote Work Resources

Remote Work Resources from Talent & Organizational Effectiveness

IS Remote Work Checklist

For Supervisors

Covid-19 Case Response Guidance for Faculty and Staff

For Retirees

Resources from Humana