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COVID-19 FAQs with virus image

As we navigate the work/life changes brought on by the COVID-19 virus, we recognize that many of our faculty, staff and student employees have questions regarding the University’s protocol and policies. To help you with these concerns, the FAQs below will provide answers and resources.

If you can’t find an answer to your question, please email hr@unc.edu, and add “COVID-19” in the subject line.

Please note that the information below is effective until further notice. As the circumstances evolve, we expect to receive updated policy guidance from the UNC System Office. Please check back regularly for updates. We will also notify campus by email as we receive updated information.

 

FAQs about Available Leave, Working from Home, and Wellness 

Effective July 1, the following provisions apply until further notice: 

  1. Emergency Paid Sick Leave (EPSL): The Families First Coronavirus Response Act (FFCRA) provides up to two weeks of EPSL (80 hours, pro-rated for part-time employees) to all active employees (both permanent and temporary). Employees who have been designated as health care providers and emergency responders have been excluded from eligibility. This leave is counted separately from a permanent employee’s normally accrued sick leave.

    1. EPSL is paid at 100% of the employee’s pay, up to $511 daily and $5,110 total*, if the employee is unable to work, including unable to telework, because the employee:
      1. is subject to a Federal, State, or local quarantine or isolation order related to COVID-19;
      2. has been advised by a health care provider to self-quarantine for COVID-19-related reasons; or
      3. is experiencing COVID-19 symptoms and is seeking a medical diagnosis.
        *The University will supplement the EPSL leave with COVID-19 paid administrative leave so that the employee receives 100% of their pay for all hours that the employee uses EPSL leave if their salary exceeds the capped amount.
    2. EPSL is paid at two-thirds of the employee’s pay up to $200 daily and $2,000 total*, if the employee is unable to work, including unable to telework, because the employee:
      1. is caring for an individual with whom the employee has a personal relationship (such as an immediate family member, roommate or other similar person) and who is subject to an order described in 1.a.i. above or a recommendation described in 1.a.ii. above;
      2. needs to care for his or her child whose school or place of care is closed (or childcare provider is unavailable) due to COVID-19 related reasons; or
      3. is experiencing any other substantially similar condition specified by the U.S. Department of Health and Human Services (none has been declared at this time). 
        *The University will supplement the EPSL leave with COVID-19 paid administrative leave up to two-thirds of the employee’s pay. The employee is responsible for the remaining one-third of these hours through their own accrued leave and/or other accrued paid time off.
    3. Once FFCRA leave is exhausted, employees may receive COVID-19 paid administrative leave at one-third of the employee’s pay for scheduled hours they cannot work due to the reason outlined in the FFCRA to qualify for Emergency Paid Sick Leave (EPSL) and/or Expanded Family and Medical Leave (EFML). 
    4. Once an employee has exhausted all of their accrued leave and paid time off, absences due to reasons outlined in the FFCRA to qualify for EPSL reasons 1 – 3 (subject to quarantine/isolation order, advised to self-quarantine, or experiencing COVID-19 symptoms and awaiting a diagnosis), will receive COVID-19 paid administrative leave at 100% of the employee’s pay, up to 160 hours. 
  2. Expanded Family Medical Leave (EFML): The FFCRA also provides up to twelve weeks of Family & Medical Leave for employees who need to care for their child whose school or place of care is closed (or childcare provider is unavailable) due to COVID-19 related reasons. This benefit is available to any employee (permanent or temporary) who has been employed by the institution for at least 30 calendar days. Employees who have been designated as health care providers and emergency responders are excluded from eligibility. The following provisions apply: 
    1. The first two weeks (80 hours – prorated for part-time) of the EFML are unpaid. For the remaining weeks/hoursEFML provides two-thirds of the employee’s pay up to $200 daily or $10,000 total. The University will supplement the EFML leave with COVID-19 paid administrative leave at a rate of two-thirds of their pay. The employee is responsible for the remaining one-third of these hours through their own accrued leave and/or other accrued paid time off. 
    2. Employees may use EPSL, if available, to cover the first two weeks (80 hours) of EFML, or use other available accrued personal leave or paid time off if no EPSL is available. 
    3. EFML does not extend the total number of weeks of FMLA leave an eligible employee may use within a 12-month period. 
    4. Once FFCRA leave is exhausted, employees may receive COVID-19 paid administrative leave at one-third of the employee’s pay for scheduled hours they cannot work due to the reason outlined in the FFCRA to qualify for Emergency Paid Sick Leave (EPSL) and/or Expanded Family and Medical Leave (EFML). In addition, once an employee has exhausted all of their accrued leave and paid time off, absences due to reasons outlined in the FFCRA to qualify for EPSL (subject to quarantine/isolation order, advised to self-quarantine, or experiencing COVID-19 symptoms and awaiting a diagnosis), will receive COVID-19 paid administrative leave at 100% of the employee’s pay, up to 160 hours.
      For more information about FFCRA leave benefits, please visit hr.unc.edu/benefits/ffcra.
  3. COVID-19 Paid Administrative Leave: Permanent employees are eligible for COVID-19 paid administrative leave in the following circumstances:  
    1. Employees who are not expected to report to a University worksite but cannot telework because their position and duties cannot be performed remotely, and because reasonable alternate remote work is not feasible or productive, may receive COVID-19 paid administrative leave at one-third of the employee’s pay for the scheduled hours they cannot telework. Paid administrative cannot apply to hours worked or hours where leave is used for other purposes.
    2. For elder care needs due to COVID-19-related elder care facility closings, employees may receive COVID-19 paid administrative leave at two-thirds of the employee’s pay for the period of scheduled time they are unavailable due to providing elder care. This leave is provided equivalent to the same compensation rules and eligibility requirements applied to FFCRA for childcare and is reduced by any FMLA leave the employee took within the 12 months preceding the employee’s request for leave. This also means that the maximum elder care benefit for an employee is 12 weeks (or fewer, depending on the employee’s FMLA eligibility). Once all FFCRA-equivalent leave is exhausted, employees may receive COVID-19 paid administrative leave at one-third of the employee’s pay for scheduled hours they cannot work due to elder care needs. 
      *Example: if an employee works 10 hours per week and then uses 30 hours of COVID-19 paid administrative leave due to elder care activities, then the employee receives 10 hours of pay at 100% (for hours worked), the equivalent of 20 hours of COVID-19 paid leave (two-thirds of 30 hours for elder care), and then must use the equivalent of 10 hours (one-third of 30 hours for elder care) of their own accrued leave or paid time off to maintain full compensation.
    3. To supplement EPSL and/or EFML to bring the employee to two-thirds pay, as described in 1 and 2 above. Eligible employees are responsible for further supplementing the difference between their normal pay and what is covered by the combination of FFCRA and paid administrative leave by using their own accrued leave and/or other accrued paid time off. 
    4. Once FFCRA leave is exhausted, employees may receive COVID-19 paid administrative leave at one-third of the employee’s pay for scheduled hours they cannot work due to the reason outlined in the FFCRA to qualify for Emergency Paid Sick Leave (EPSL) and/or Expanded Family and Medical Leave (EFML).  
    5. In addition, once an employee has exhausted all of their accrued leave and paid time off, absences due to reasons outlined in the FFCRA to qualify for EPSL reasons 1 – 3 (subject to quarantine/isolation order, advised to self-quarantine, or experiencing COVID-19 symptoms and awaiting a diagnosis), will receive COVID-19 paid administrative leave at 100% of the employee’s pay, up to 160 hours.
  4. Other Leave Provisions
    1. Temporary employees may be eligible for FFCRA leave benefits, if allowed by those provisions. Consistent with prior issued guidance, units have the discretion (including student employees) to end their temporary employment. Temporary employees whose employment has ended may not be eligible for benefits under FFCRA. Please review the FFCRA guidelines carefully. Non-student temporary employees are no longer eligible for COVID-19 paid administrative leave as of June 1.
    2. Student employees may be eligible for FFCRA leave benefits, if allowed by those provisions. Consistent with prior issued guidance, units have the discretion to end temporary employment, including for student employees. Temporary employees whose employment has ended may not be eligible for benefits under FFCRA. Please review the FFCRA guidelines carefully. 
      Student employees are eligible for paid administrative leave, in accordance with the provisions, limitations, and eligibility requirements set forth above, for times they were otherwise expected to or had previously agreed to work.
    3. If more than one person in the household is a state employee, then the employees are expected to work with their supervisors to determine how to allocate paid administrative leave to avoid inappropriate overlap of leave usage for child and elder care needs.
    4. Employees who were on other pre-approved leave or are unavailable for reasons other than provided above must use available and applicable leave types; e.g. vacation leave, parental leave, bonus leave, compensatory time, or take leave without pay. 
    5. Through December 31, 2020, employees may use accrued sick leave, vacation leave, and bonus leave interchangeably, regardless of the reason for the employee’s absence; however, paid leave cannot be used to cover hours on which an employee is on emergency temporary furlough. 
    6. For part-time employees with fluctuating schedules, COVID-19 paid administrative leave may be applied as allowed above, but consideration should be given to the employee’s average hours per week over the course of a month. In no case shall paid administrative leave exceed forty hours per week. 
    7. While management will give every possible consideration to individual personal circumstances, management has the discretion to deny or defer special leave provisions for mandatory employees whose presence is determined necessary to address urgent public health, public safety, or critical infrastructure needs. Special consideration should be given to COVID-19 Mandatory Employees who are determined to be high risk for contracting COVID‐19 or who are providing care to someone at high risk. Managers should contact the Equal Opportunity and Compliance Office at eoc@unc.edu if a COVID-19 Mandatory Employee requests special consideration because of their own health condition and management believes they are not able to provide that consideration. 
    8. Chancellors have the discretion to provide a “leave bank” (like the Voluntary Shared Leave program) so that employees within the institution can donate leave to colleagues who are not required to report to work onsite and who are unable to telework due to the nature of their position and/or who have ongoing child/elder care needs, but who have exhausted their own personal leave accruals. Chancellor Guskiewicz has authorized the establishment of this leave bank at UNC-CH, and the Office of Human Resources will communicate additional details once a process for administering this bank has been finalized. 

Provisions effective June 1 – June 30: 

  1. Emergency Paid Sick Leave (EPSL)The Families First Coronavirus Response Act (FFCRA) provides up to two weeks of EPSL (80 hours, pro-rated for part-time employees) to all active employees (both permanent and temporary). Health care providers and emergency responders may be excluded from eligibility. This leave is counted separately from a permanent employee’s normally accrued sick leave. 
    1. EPSL is paid at 100% of the employee’s pay, up to $511 daily and $5,110 total*, if the employee is unable to work, including unable to telework, because the employee:
      1. is subject to a Federal, State, or local quarantine or isolation order related to COVID-19;  
      2. has been advised by a health care provider to self-quarantine for COVID-19-related reasons; or  
        1. is experiencing COVID-19 symptoms and is seeking a medical diagnosis.
    2. EPSL (used June 1, 2020 or later) is paid at two-thirds of the employee’s pay up to $200 daily and $2,000 total*, if the employee is unable to work, including unable to telework, because the employee: 

      1. is caring for an individual with whom the employee has a personal relationship (such as an immediate family member, roommate or other similar person) and who is subject to an order described in 1.a.i. above or a recommendation described in 1.a.ii. above; 
      2. needs to care for his or her child whose school or place of care is closed (or childcare provider is unavailable) due to COVID-19 related reasons; or 
      3. is experiencing any other substantially similar condition specified by the U.S. Department of Health and Human Services (none has been declared at this time). 
        *The University will supplement the EPSL leave with COVID-19 paid administrative leave up to two-thirds of the employee’s pay. The employee is responsible for the remaining one-third of these hours through their own accrued leave and/or other accrued paid time off. 
    3. If an employee has exhausted all of their FFCRA leave, they must use available accrued leave or other paid time, or go on leave without pay. 
  2. Expanded Family Medical Leave (EFML): the FFCRA also provides up to twelve weeks of Family & Medical Leave for employees who need to care for their child whose school or place of care is closed (or childcare provider is unavailable) due to COVID-19 related reasons. This benefit is available to any employee (permanent or temporary) who has been employed by the institution for at least 30 calendar days. Health care providers and emergency responders may be excluded from eligibility. The following provisions apply: 
    1. The first two weeks of the EFML is unpaid. For the remaining weeks of EFML (up to ten weeks) used June 1, 2020 or later, FFCRA provides two-thirds of the employee’s pay up to $200 daily or $10,000 total. The University will supplement the EFML leave with COVID-19 paid administrative leave at a rate of two-thirds of their pay. The employee is responsible for the remaining one-third of these hours through their own accrued leave and/or other accrued paid time off. 
    2. Employees may use EPSL, if available, to cover the first two weeks of EFML, or use other available accrued personal leave or paid time off if no EPSL is available.
    3. EFML does not extend the total number of weeks of FMLA leave an eligible employee may use within a 12-month period. 
    4. If an employee has exhausted all of their FFCRA leave, they must use available accrued leave or other paid time, or go on leave without pay. 
      For more information about FFCRA leave benefits, please visit 
      hr.unc.edu/benefits/ffcra. 
  3. COVID-19 Paid Administrative Leave: Permanent employees are eligible for COVID-19 paid administrative leave at two-thirds of their pay for the period of scheduled time they are unavailable to work in the following circumstances:
    1. The employee cannot telework because their position and duties cannot be performed remotely, and reasonable alternate remote work is not feasible or productive. The COVID-19 paid administrative leave may only be applied to the scheduled hours they cannot telework and not to hours worked or hours where leave is used for other purposes. 
    2. The employee cannot work because they have eldercare needs due to COVID-19-related facility closings. The paid administrative leave may only be applied to the scheduled hours they are unavailable due to providing elder care. This leave is provided equivalent to the same compensation rules and eligibility requirements applied to FFCRA for child care.*
      *Example: if an employee works 10 hours per week and then uses 30 hours of COVID-19 paid administrative leave due to elder care activities, then the employee receives 10 hours of pay at 100% (for hours worked), the equivalent of 20 hours of COVID-19 paid leave (two-thirds of 30 hours for elder care), and then must use the equivalent of 10 hours (one-third of 30 hours for elder care) of their own accrued leave or paid time off to maintain full compensation. 
    3. To supplement EPSL and/or EFML to bring the employee to two-thirds pay, as described in 1 and 2 above. Eligible employees are responsible for further supplementing the difference between their normal pay and what is covered by the combination of FFCRA and paid administrative leave by using their own accrued leave and/or other accrued paid time off.
  4. Other Leave Provisions:

    1. Temporary employees may be eligible for FFCRA leave benefits, if allowed by those provisions. Consistent with prior issued guidance, units have the discretion (including student employees) to end their temporary employment. Temporary employees whose employment has ended may not be eligible for benefits under FFCRA. Please review the FFCRA guidelines carefully.

      Non-student temporary employees are no longer eligible for COVID-19 paid administrative leave as of June 1.

    2. Student employees may be eligible for FFCRA leave benefits, if allowed by those provisions. Consistent with prior issued guidance, units have the discretion to end temporary employment, including for student employees. Temporary employees whose employment has ended may not be eligible for benefits under FFCRA. Please review the FFCRA guidelines carefully.

      Student employees are eligible for paid administrative leave, 
      in accordance with the provisions, limitations, and eligibility requirements set forth above, for times they were otherwise expected to or had previously agreed to work. 
    3. If more than one person in the household is a state employee, then the employees are expected to work with their supervisors to determine how to allocate paid administrative leave to avoid inappropriate overlap of leave usage for child and elder care needs. 
    4. Employees who were on other pre-approved leave or are unavailable for reasons other than provided above must use available and applicable leave types; e.g. vacation leave, parental leave, bonus leave, compensatory time, or take leave without pay.  
    5. Through December 31, 2020, employees may use accrued sick leave, vacation leave, and bonus leave interchangeably, regardless of the reason for the employee’s absence; however, paid leave cannot be used to cover hours on which an employee is on emergency temporary furlough
    6. For part-time employees with fluctuating schedules, COVID-19 paid administrative leave may be applied as allowed above, but consideration should be given to the employee’s average hours per week over the course of a month. In no case shall paid administrative leave exceed forty hours per week.
    7. While management will give every possible consideration to individual personal circumstances, management has the discretion to deny or defer special leave provisions for mandatory employees whose presence is determined necessary to address urgent public health, public safety, or critical infrastructure needs. Special consideration should be given to COVID-19 Mandatory Employees who are determined to be high risk for contracting COVID‐19 or who are providing care to someone at high risk. Managers should contact the Equal Opportunity and Compliance Office at eoc@unc.edu if a COVID-19 Mandatory Employee requests special consideration because of their own health condition and management believes they are not able to provide that consideration.

 

Administrative leave will be available until further notice. However, leave under this provision has significantly changed as defined in Q1. No decision regarding how long this benefit will continue to be offered has been made yet but it is being continually assessed by the Office of State Human Resources and the UNC System Office. However, employees may be eligible for Emergency Paid Sick Leave (EPSL) and/or Expanded Family Medical Leave (EFML) through December 31, 2020. For more information please go to hr.unc.edu/benefits/ffcra. 

All eligible employees, including those who do not regularly use TIM, will need to enter Administrative Absence time in TIM.  SHRA non-exempt permanent and temporary employees will be able to select the “administrative absence” pay code and enter hours in their timecards on qualifying dates from March 16 to present. SHRA student employees will need to work with their manager or TIM administrator who will need to enter “administrative absence” hours for them.  

Non-student temporary employees are no longer eligible for COVID-19 paid administrative leave as of June 1. For time prior to June 1, temporary employees will be able to select a pay code in TIM for the first time. Quick Reference Card has been posted that shows employees where to select the “administrative absence” pay code in their timecards in TIM. 

SHRA exemptEHRA NonFaculty and 12 month Faculty permanent exempt have access to the “administrative absence” pay code and should enter the leave hours that qualify for administrative leave on dates from March 16 to present in their timecards in TIM.  

EHRA graduate students and temps9 month faculty and postdocs will be granted access to TIM as a shortterm provision so that they may record administrative absences related to the COVID event. The access will be granted later in April and administrative absences should be entered back to March 16. 

If an employee is eligible for the Families First Coronavirus Response Act (FFCRA) leave benefits and they have exceeded the FFCRA daily rate capspaid administrative leave will be provided to bring the employee to 2/3 pay for all hours of FFCRA leave an employee is using. Eligible employees are responsible for further supplementing the difference between their normal pay and what is covered by the combination FFCRA and paid administrative leave by using their own accrued leave and/or other accrued paid time off. 

Employees will need to coordinate with their TIM Administrator for proper record keeping and reporting FFCRA hours for payment. The TIM Administrator will enter the FFCRA leave information on the employee’s timecard. Administrative leave can be entered into TIM as instructed above. For more information about FFCRA benefits, please go to hr.unc.edu/benefits/ffcra. 

Employees should contact their health care providers for guidance. If employees are showing virus- related symptoms, then they should stay home following usual procedures for notifying their supervisor. Please refer to Q1 for leave options, which may include Emergency Paid Sick Leave (EPSL), paid administrative leave, or a combination of the two. If an employee is feeling well enough to work, they may also arrange with their supervisor to work remotely, if possible, but employees who are sick for any reason should not report to work and focus on getting well rather than working. 

Anyone who has returned from an affected region within the past 14 days and is sick with fever and a cough, or difficulty breathing, should immediately call the University Employee Occupational Health Clinic at 919-966-9119, from 8:30 a.m. to 4:30 p.m.  

  1. If an employee becomes ill and it is determined to be work‐related in accordance with the Workers’ Compensation Act, then the workers’ compensation policy applies. Employees are required to notify their supervisor immediately of any job-related injury or illness. Supervisors should complete the required incident forms and submit those forms to Environment, Health and Safety (EHS). For more information about the University’s Worker’s Compensation Program, please visit Environment, Health and Safety’s Worker’s Compensation website. 
  2. If the illness is deemed to be due to an off‐the‐job exposure, then other leave provisions outlined in these FAQs and in University policy apply. Please refer to Q1 for an overview of leave options. Family and Medical Leave and other leave policies may also be applicable. Please contact Benefits & Leave Administration in the Office of Human Resources at 919-962-3071 or leave@unc.edu for assistance. 

Employees who are quarantined may be eligible for Emergency Paid Sick Leave (EPSL), paid administrative leave or a combination of the two. Please review Q1 for further information about COVID-1related leave.

Employees with COVID-19 related symptoms may be eligible for Emergency Paid Sick Leave (EPSL), paid administrative leaveor a combination of the two. Please review Q1 for further information about COVID-19 related leave. After exhausting those leave options, if an employee does not have enough accrued leave or paid time off, the University may work with the employee to advance leave or make arrangements for the employee to make up the time if the UNC System and the University determine that the work situation will allow it.

Faculty and staff who have not been advised by their supervisor to return to work, should plan to continue teleworking until further notice. Only those employees who have been directed by their management to return to work onsite should do so. In general, if an employee is not subject to official quarantine by public health authorities, but the UNC System President or UNC-Chapel Hill Chancellor believes that an employee has symptoms associated with a communicable disease, the UNC System or University may direct the employee not report to work, in which case the employee may be eligible for Emergency Paid Sick Leave (EPSL), paid administrative leave, or a combination of the two.

Please review Q1 for further information about COVID-19 related leave. After exhausting those leave options, the use of compensatory time off, sick leave, vacation leave, or bonus leave may be required.  

Yes, you will be paid for any work you do remotely just as if you were performing the work at your normal work location.  If the emergency is severe, the governor, public health officials, the UNC System President, or the UNC-Chapel Hill Chancellor may order the University, or part of the University, to close for a period of time. If alternative work locations or teleworking are available, employees should work with their management to plan to work remotely. 

SHRA non-exempt permanent, temporary, and student employees working remotely should capture or enter their times in and out in their timecards to ensure they are paid correctly.  If the employee is unable to do this, they should contact their manager or TIM administrator to enter their times worked in TIM.  Hours worked or leave taken must be entered in non-exempt employee timecards for them to be paid.  

SHRA exempt and EHRA permanent employees in TIM will continue to be paid on auto-pay.   

SHRA and EHRA permanent exempt employees should enter their compensatory, sick, vacation, or bonus leave hours in TIM for hours they do not work and that do not qualify for available leave outlined in Q1. 

Yes. Non-COVID-19 Mandatory Employees should discuss their options for working offsite with their supervisors. Management may also reassign an individual to complete other work assignments that are not a part of their normal duties and responsibilities. If a supervisor is unable to assign work that can be performed remotely, then the employee may be granted paid administrative leave in accordance with the guidelines set forth in Q1.

Yes. When the University is open but an employee is required to stay home with a qualifying parent or child (as defined in the Family Medical Leave Act (“FMLA”)) because of the closure of a day care facility, public school, or eldercare facility, the employee may, with approval of their supervisor, be allowed to work at home. If the employee is not able to work from home due to the child/elder needs or because their work cannot be performed remotely, the employee may be eligible for Emergency Paid Sick Leave (EPSL), Expanded Family Medical Leave (EFML), paid administrative leave, or a combination thereof.

Supervisors may discuss alternative work hours and teleworking schedules that may better accommodate the employee’s needs, and teleworking arrangement may include a combination of part-time work and paid leave. If more than one person in the household is a state employee, then the employees are expected to work with their supervisors to determine how to allocate paid administrative leave to avoid inappropriate overlap of leave usage. 

Public health officials have identified people as “high-risk” for contracting COVID-19 and experiencing greater complications as those who meet any of the following criteria or who may care for someone with any of the following criteria:  

  • are over 65 years of age,  
  • live in a nursing home or long-term care facility, 
  • have chronic lung disease or moderate to severe asthma, 
  • have serious heart conditions, 
  • are immunocompromised, 
    • Conditions that can cause a person to be immunocompromised, include cancer treatment, smoking, bone marrow or organ transplantation, immune deficiencies, poorly controlled HIV or AIDS, and prolonged use of corticosteroids and other immune weakening medications. 
  • have severe obesity (BMI of 40 or greater), 
  • have diabetes, 
  • have chronic kidney disease undergoing dialysis, and/or 
  • have liver disease. 

If there is reason to believe an employee has been exposed, or has a high-risk individual in the household, and the employee cannot perform work remotely, then the employee may be eligible for leave  in accordance with the guidelines set forth in Q1.

Faculty and staff who have not been advised by their supervisor to return to work, should plan continue teleworking until further notice. Only those employees who have been directed by their management to return to work onsite should do so. Employees with medical conditions that could be exacerbated by the COVID-19 outbreak should visit the Equal Opportunity and Compliance Office (EOC)’s COVID-19 Accommodations page for instructions on requesting accommodations. This may apply to employees who are immunocompromised or who have certain anxiety disorders. Accommodations may include work from home arrangements, adjustment of work schedule, adjustment of work location, or other accommodations.  

UNCChapel Hill employees who have been designated COVID-19 Mandatory Employeeswho provide healthcare services, and who want to request reassignment because they are considered high-risk for COVID-19 infection should follow directives from UNC School of Medicine regarding how to make such a request. UNCChapel Hill employees who are making such a request because of their own medical condition should also contact the EOC at eoc@unc.edu.

UNC Health employees with concerns should contact UNC Health Occupational Health. 

Faculty and staff who have not been advised by their supervisor to return to work should plan to continue teleworking until further notice. Only those employees who have been directed by their management to return to work onsite should do so.  COVID-19 Mandatory Employees, who are pregnant and have concerns should first ask their manager for workplace flexibility in light of their pregnancy.  

If the manager does not provide workplace flexibility, the employee should contact Elizabeth Hall, Assistant Director of the Equal Opportunity and Compliance Office, at elizabeth.hall@unc.eduEmployees should provide medical documentation of their condition and their doctor’s recommended course of action to Ms. Hall when requesting an accommodation. The University will work with you to meet your needs, considering the essential functions of your job, information from your healthcare provider, and the most recently available relevant public health guidance. 

UNCChapel Hill employees who have been designated COVID-19 Mandatory Employees, who provide healthcare services, and who want to request reassignment because they are pregnant should follow directives from UNC School of Medicine regarding how to make such a request and should also contact Elizabeth Hall at elizabeth.hall@unc.edu 

UNC Health employees with concerns should contact UNC Health Occupational Health

Faculty and staff who have not been advised by their supervisor to return to work, should plan to continue teleworking until further notice. Only those employees who have been directed by their management to return to work onsite should do so. Supervisors may determine whether an employee should work their full schedule onsite or work a combination onsite/telework schedule. Employees will need to coordinate with their supervisors to determine the parameters of their teleworking arrangements.

This kind of arrangement may include other onsite social distancing practices (employees being onsite alternate days, or some in the morning, some in the afternoon, etc.) to reduce close contact among employees or to fulfill mandatory onsite work. In this case, hours worked and leave hours should be captured or entered in their timecard in TIM to ensure the employee is paid correctly. 

Social distancing is the practice of intentionally increasing the physical space between people to avoid spreading illness.  Staying at least six feet away from other people decreases your chances of contracting COVID-19.  Examples of social distancing include working from home instead of the office or other public space, avoiding large public gatherings, and contacting loved ones, friends, and neighbors via virtual means rather than in person. If you are required to work onsite, social distancing can include staggered shifts (employees being onsite alternate days or times), staggered arrival times, and, if possible, maintaining at least six feet of distance between individuals. 

SHRA permanent employees, EHRA permanent non-faculty, and 12-month EHRA faculty who are regularly scheduled to work 20 or more hours per week are all eligible to use community service leave in accordance with the provisions set forth on the Community Service Leave (CSL) page of the HR website.

Faculty and staff who have not been advised by their supervisor to return to work should plan to continue teleworking until further notice. Only those employees who have been directed by their management to return to work onsite should do so.  Supervisors may determine whether an employee should work their full schedule onsite, offsite, or work a combination onsite/telework schedule. Teleworking arrangements may include working part-time or full-time offsite. The supervisor will make the final determination, since decisions for employees working onsite must be coordinated to reduce close contact among employees.

  1. While the University does not have the authority to either prohibit or restrict your personal travel, the University strongly discourages any personal international travel based on the U.S. Department of State’s advisory that U.S. citizens to avoid all international travel due to the global impact of COVID-19. The University also strongly discourages any personal domestic travel to locations where a state of emergency has been declared related to COVID-19 and coronavirus. 
  2. For more updates on current travel information, please visit the University’s travel information web page.

Wellness resources available to faculty and staff, including information on how to access services through the Employee Assistance Program, can be found on the Wellness Resources During COVID-19 page of the UNC Human Resources website.

FAQs about Mandatory Employees

For the purposes of the COVID-19 event only, the definition of “Mandatory Onsite Primary” employees includes permanent or temporary employees who are directed by their supervisor to work at specific dates and times at a designated University worksite other than their personal residence, and in most circumstances are not eligible for telework options.

Such employees have been deemed essential to work on‐site during the COVID‐19 event and include, but are not limited to, positions that relate to: public health and patient care; public safety; operation of critical infrastructure and facilities; operation and safety of sensitive research labs; supporting the humane care of laboratory research animals; the care of persons or property for whom the University has a duty to continue to serve; and remaining onsite student and instructional support services.

“Mandatory Onsite Secondary” employees serve as a backup to the Primary in the event they are unable to report onsite to work as directed. “Mandatory Remote” employees include permanent or temporary employees who are directed by their supervisor to work but can perform the function of their job remotely. These employees will be notified by their supervisor that they are required to report to work onsite during the COVID-19 event. If you are not sure, check first with your direct supervisor or you departmental HR representative. These designations may be changed by management at any time due to the ongoing operational needs of the University and COVID‐19 developments.

The University will refer to these employees as “COVID-19 Mandatory Employees” throughout this document and in future guidance related to the COVID-19 event.

Due to the length and severity of this event, the definition of COVID-19 Mandatory Employee is different than what is typically used during an adverse weather event or other emergency.

For purposes of coding these employees in the system, these employees should be coded as Mandatory Onsite Primary, Mandatory Onsite Secondary, or Mandatory Remote as these codes are available in ConnectCarolina.

COVID-19 Mandatory Employees may be excused from work if they are quarantined or ill, if they are required to care for a member of the immediate family (as defined in the FMLA) who is quarantined or ill or if they are required to stay home with parents or underage children because of the closure of a day care facility, public school or eldercare facility and may be eligible for  Emergency Paid Sick Leave (EPSL), Expanded Family Medical Leave (EFML), paid administrative leave, or a combination thereof, in accordance with the guidelines set forth in Q1.

COVID-19 Mandatory Employees may be eligible for Emergency Paid Sick Leave (EPSL), Expanded Family Medical Leave (EFML), paid administrative leave, or a combination thereof, in accordance with the guidelines set forth in Q1. While management will give every possible consideration to individual personal circumstances, management has the discretion to deny or defer special leave provisions (below) for mandatory employees whose presence is determined necessary to address urgent public health, public safety, or critical infrastructure needs. 

Management should give special consideration to COVID-19 Mandatory Employees who are determined to be “high risk” for contracting COVID‐19 or who are providing care to someone at high risk. Management may allow these employees to telework or provide paid administrative leave, as deemed appropriate. Such employees may also be eligible for Emergency Paid Sick Leave if their health care provider has advised them, or someone they are caring for, to self-quarantine due to concerns related to COVID-19. 

Employees with medical conditions that could be exacerbated by the COVID-19 outbreak should contact the Equal Opportunity and Compliance Office (EOC) to request an accommodation. This may apply to employees who are immunocompromised or who have certain anxiety disorders. Accommodations may include work from home arrangements, adjustment of work schedule, adjustment of work location, or other accommodations. Employees should provide medical documentation of their condition and how it may be exacerbated by the COVID-19 outbreak to the EOC with their request. Employees may contact the EOC Office at eoc@unc.edu to make this request or for more information.

Before April 1, 2020, there is no special compensation for COVID-19 Mandatory Employees. For work performed April 1 through May 10, 2020, SHRA and EHRA COVID-19 Mandatory Employees who are permanent employees will receive special compensation as outlined below for hours required to be at work at a designated University worksite other than their personal residence, and only for those specific dates and times that such on‐site work is required. Off‐site (teleworking) hours will not be subject to the special compensation.

Beginning May 11, the special compensation will end, and all employees will be paid standard base pay for any time worked, either onsite or remotely. Regular overtime provisions continue to apply.   

  1. For work performed April 1 through May 10, 2020, permanent hourly (FLSA non‐exempt) COVID-19 Mandatory Employees will receive 0.5 compensatory time in TIM for each hour worked on‐site. Effective through April 30, 2020, those employees who work in excess of 40 hours per work week will also receive 0.5 compensatory time in TIM for each hour of overtime worked on-site. [See Scenario 1 below].  Effective May 1, 2020, permanent hourly (FLSA non‐exempt) COVID-19 Mandatory Onsite Primary and Secondary Employees will receive 0.5 compensatory time in TIM for each hour up to 40 hours worked on-site in a work week.
  2. For work performed April 1 through May 10, 2020, permanent salaried (FLSA exempt) COVID-19 Mandatory Onsite Primary and Secondary Employees will receive 0.5 compensatory time in TIM for each hour up to 40 hours worked on-site in a work week. There is no additional compensation above 40 hours in a work week for salaried (FLSA exempt) employees. [See Scenario 2 below] 
  3. The following positions, even if designated as COVID-19 Mandatory Onsite Primary or Secondary Employees, are excluded from these special compensation provisions: Tier I and Tier II senior academic and administrative officers, faculty, physicians, directors and deputy directors of major institution‐wide or school‐wide functions and centers, department heads, division heads, research and academic department administrators, clinical and academic department administrators, clinical division administrators, and coaches and athletic administrators. As the special pay provisions are not intended to be applied to executive or leadership positions, the institution shall have the discretion to exclude other highly compensated individuals who exercise leadership responsibilities of a designated department, division, or unit of the University who are not otherwise indicated above by classification or title.
  4. COVID‐19 compensatory time is paid out based on the employee’s hourly rate of pay. The COVID-19 compensatory time is not the same as compensatory time off for overtime and must be tracked separately. If COVID-19 comp time is not used within 12 months, then it is paid out.  Unused time is also paid out when an employee transfers departments or terminates from the University. 
  5. Employee categories not currently eligible to earn compensatory time would be paid at the time and a half rate (post docs, EHRA student employees, etc.).
  6. Temporary employees designated as mandatory will not be eligible for special compensation except in very limited circumstances and require Chancellor approval.
  7. Teleworked hours get no additional compensation. 

Scenario 1: Permanent non-exempt mandatory employee works 46 hours onsite

If OT is paid / COVID-19 is comp time and 46 hours worked onsite: 

  • 40 hours of Regular paid to employee
  • 06 hours of Overtime paid to employee
  • 40 hours of ‘CDME OnSite Banked- Regular’ hours entered in TIM
    • Results in 20 hours CDME OnSite Banked (40 hours * .5)
  • 06 hours of ‘CDME OnSite Banked- Overtime’ hours entered in TIM
    • Results in 3 hours CDME OnSite Banked in TIM (6 hours * .5) 

If OT is comp time / COVID-19 is comp time and 46 hours worked onsite: 

  • 40 hours of Regular paid to employee
  • 09 hours of Comp Time Current in TIM (6 OT hours * 1.5)
  • 40 hours of ‘CDME OnSite Banked- Regular’ hours entered in TIM
    • Results in 20 hours CDME OnSite Banked (40 hours * .5)
  • 06 hours of ‘CDME OnSite Banked- Overtime’ hours entered in TIM
    • Results in 3 hours CDME OnSite Banked in TIM (6 hours * .5) 

Scenario 2: Permanent exempt mandatory employee works 46 hours onsite

  • 40 hours of Regular auto-pay
  • 40 hours of ‘CDME OnSite Banked- Regular’ hours entered in TIM (no compensation for hours above 40)
    • Results in 20 hours CDME OnSite Banked (40 hours * .5) 

*Effective May 1, 2020, employees will not receive additional COVID-19 compensatory time for any hours worked over 40 in a work week. The scenarios above will be compensated as shown below beginning May 1, 2020: 

Scenario 1: Permanent non-exempt mandatory employee works 46 hours onsite 

If OT is paid / COVID-19 is comp time and 46 hours worked onsite: 

  • 40 hours of Regular paid to employee
  • 06 hours of Overtime paid to employee
  • 40 hours of ‘CDME OnSite Banked- Regular’ hours entered in TIM 
    • Results in 20 hours CDME OnSite Banked (40 hours * .5)
    • (No COVID compensation for hours worked over 40 in a work week)

If OT is comp time / COVID is comp time and 46 hours worked onsite: 

  • 40 hours of Regular paid to employee
  • 09 hours of Comp Time Current in TIM (6 OT hours * 1.5)
  • 40 hours of ‘CDME OnSite Banked- Regular’ hours entered in TIM 
    • Results in 20 hours CDME OnSite Banked (40 hours * .5)
    • (No COVID compensation for hours worked over 40 in a work week) 

Scenario 2: Permanent exempt mandatory employee works 46 hours onsite

  • 40 hours of Regular auto-pay
  • 40 hours of ‘CDME OnSite Banked- Regular’ hours entered in TIM (no compensation for hours above 40) 
    • Results in 20 hours CDME OnSite Banked (40 hours * .5) 

Beginning May 11, special compensation for CDMEs will end, and all employees will be paid standard base pay for any time worked, either onsite or remotely. Regular overtime provisions continue to apply. 

NOTE: All CDME compensatory time that was earned in accordance with the provisions above is required to be paid out to the employee now.  

Employees who are working, regardless of designation or onsite/offsite, should continue to capture or enter their times worked in TIM.  Pay codes for the regular and overtime premiums will be provided in TIM for the hours worked onsite by employees designated mandatory onsite primary or secondary. Managers or TIM Administrators will need to designate those hours which are mandatory on site. 

Two new pay codes, CDME OnSite Banked- Regular’(.50) and CDME Onsite Banked- Overtime’(0.5) have been added in TIM to bank the premium regular and premium overtime hours worked onsite into the employee’s ‘CDME OnSite Banked’ accrual at those rates. Note that the ‘CDME Onsite Banked- Overtime’ pay code will not be used after May 1, 2020. A detailed communication has been sent to TIM Administrators with this information. 

All CDME compensatory time that was earned in accordance with the provisions outlined in Q27 is required to be paid out to the employee now.

Yes. Though graduate students and postdocs will soon have access to TIM to enter administrative absences taken, any CDME mandatory hours worked onsite will need to be tracked locally by the manager or supervisor and TIM Administrator. There are several timesheet templates available in Excel that will allow the TIM Administrator to do this, or they may use some other preferred method of their choosing.    

After the pay period closes, TIM Administrators will then need to calculate the time and a half amount based on the number of hours worked and the graduate student or postdocs current hourly rate. The Payroll Office has developed an Excel tool which includes an April 2020 calendar component to assist with this calculation. Once the amount is calculated, a lump sum ePAR will then need to be submitted using the newly added “CDME Onsite Premium” option in order to compensate the premium pay. Please take the following extra steps before processing an ePAR lump sum:   

  1. verify that the graduate student or postdoc was designated as either onsite primary or onsite secondary mandatory employee using either Job Data in ConnectCarolina or InfoPorte
  2. Attach the Excel template which includes a time sheet showing the hours the individual worked onsite when submitting the Lump Sum ePAR form.  

For graduate students and postdocs currently paid on grant funds, please charge this compensation to the source as appropriate to where the work is being done. Please contact your grants administrator with specific project questions. 

Beginning May 11, special compensation for CDMEs will end, and all employees will be paid standard base pay for any time worked, either onsite or remotely. Regular overtime provisions continue to apply.   

The state has not put an upper threshold on accruals for COVID-19 comp time at this time.   

Beginning May 11, special compensation for CDMEs will end, and all employees will be paid standard base pay for any time worked, either onsite or remotely. Regular overtime provisions continue to apply.    

The employee would receive pay at their regular rate for the hours worked onsite and would also receive comp time calculated at a .5 rate.  For example, if an employee works 8 hours onsite, they would be paid for 8 hours at their regular rate and would also receive 4 hours of CDME onsite comp time for that day. 

Beginning May 11, special compensation for CDMEs will end, and all employees will be paid standard base pay for any time worked, either onsite or remotely. Regular overtime provisions continue to apply.   

Yes – they are eligible. Graduate Students and Postdocs do not currently enter hours worked into TIM, so any hours worked onsite will need to be tracked locally by the manager or supervisor and TIM Administrator. There are several timesheet templates available in excel that will allow you to do this, or you may use some other preferred method of your own choosing.    

After the pay period closes, TIM Administrators will then need to calculate the time and a half amount based on the number of hours worked and the Graduate Student or Postdocs current hourly rate.  Once the amount is calculated, a lump sum ePAR will then need to be submitted using newly added code in ConnectCarolina in order to compensate the premium pay.   

For Graduate Students and Postdocs currently paid on grant funds, please charge this compensation to the source as appropriate to where the work is being done.

Beginning May 11, special compensation for CDMEs will end, and all employees will be paid standard base pay for any time worked, either onsite or remotely. Regular overtime provisions continue to apply.   

Effective April 1, 2020, a COVID-19 Mandatory Employee will receive additional compensation, subject to the guidelines and restrictions set forth in Q27, for hours required to be at work at a designated University worksite other than their personal residence, and only for those specific dates and times that such on‐site work is required. Off‐site (teleworking) hours will not be subject to these added special compensation provisions. If the employee is able to work remotely for the remainder of their workweek, they will receive regular pay for those hours. If the employee is unable to work remotely for the remainder of their workweek, the employee may receive paid administrative leave in accordance with the guidelines set forth in Q1.   

Employees are designated as COVID-19 Mandatory Employees due to the nature of their work for the university and are expected to perform those duties as required. Situations in which a COVID-19 Mandatory Employee cannot report to work as directed will be reviewed on a case-by-case basis. Willful failure of a COVID-19 Mandatory Employee to report for or remain at work may be subject to disciplinary action, up to and including termination of employment.  

Yes, you are still required to report to work. Essential operations at the University are exempt under the state and local stayathome orders. Your management should have provided you with a document or communication indicating that you are designated as a mandatory employee. However, under the North Carolina order, employees are not required to have specific documentation to report to work.  

Your department’s leadership determines what critical operations need to continue in the event of a public health emergency, and also which positions must be staffed to continue those operations. Mandatory Onsite – Primary, Mandatory Onsite – Secondary, and Mandatory Remote COVID-19 employees should be designated You should let the HR Representative supporting your unit know who your  COVID-19 Mandatory Employees will be so they can designate them with the relevant “Communicable Disease Mandatory Employee” indicator in ConnectCarolina 

Management must notify employees of their specific mandatory personnel designation and the requirement to report for or remain at work in emergency situations, or to work from home or other alternative location as deemed appropriate. Employees should receive appropriate information and training as needed. If mandatory personnel are required to remain at the worksite for an extended period of time, the University will provide adequate housing and food. COVID-19 Mandatory Employee designations may be changed by management at any time due to the ongoing operational needs of the University and COVID‐19 developments. 

Yes. Additional employees may also be designated to work if needed due to the length of the emergency, illness of COVID-19 Mandatory Employees, or other needs. In this case, management must follow the same notification procedures: management must notify employees of their COVID-19 Mandatory Employee designation and the requirement to report for or remain at work in emergency situations.

Employees should receive appropriate information and training as needed. If mandatory personnel are required to remain at the worksite for an extended period of time, the University will provide adequate housing and food. Management must notify their HR Representative to designate the additional employees as mandatory in ConnectCarolina.

Yes. Please submit a HELP ticket with the affiliate’s name, PID, CDME designation, and effective date. The ticket should be submitted using the Request Service button on uncch.service-now.com/sp. Select the HR, Benefits, and Payroll option from the Categories menu. Click on the ConnectCarolina Data Changes option and select ‘Other’ as the Data Issue. Once received, the HR Business Analyst team will set up the affiliate as a contingent worker temporarily in order to track and document their CDME designation.

Each School, College and Division should determine what functions are critical to the continued functioning of the University under the current operational status.  While one goal is to limit the number of employees who must report to work onsite, the leadership of each unit must examine their business needs and make designations accordingly.      

Remote mandatory designations should be applied to employees who perform functions that the leadership in each school, college or division determine are critical to the continued operations and functionality of those units during the University’s current operational status, but are able to fulfill those functions remotely.

FAQs about Student Employees

Our first concern is your health and your success as a student.

If you participate in a work-study program you will be allowed to continue work-study employment remotely, so long as your employer is able to provide appropriate work and supervision in a remote setting. Please reach out directly to your supervisor to request remote work arrangements.

The University realizes that not every work-study position lends itself to remote work. If your supervisor is unable to provide remote work options for you, please ask them to send your PID and name to work-study@unc.edu and attest in that email to the following:

  • That they are unable to provide you with a remote opportunity for work-study employment
  • That without the interruption due to COVID-19 you would have continued working on a similar schedule to before the spring break and interruption.

This will allow the work-study office to work with you and make arrangements for alternative funding for the remainder of the term. Our first concern is your health and your success as a student. Please feel free to contact the work-study office if you have any questions!

If you are a student employee outside of a work-study program and you have not been designated as a COVID-19 Mandatory Employee, you should not come to campus. Please work with your supervisor to develop a plan to work remotely. If working remotely is not possible, you may be eligible for paid administrative in accordance with the guidelines set forth in Q1. Paid administrative leave may be available under other conditions, as outlined in Q1 under the “FAQs for Faculty and Staff” section above 

Faculty and teaching assistants will receive guidance from the Provost’s office regarding the resources for remote instruction. Those with research responsibilities, including graduate assistants and graduate students with service appointments (e.g., RA’s), should work with their supervisors about remote work options. Vice Chancellor for Research, Terry Magnuson has provided further guidance for those with research responsibilities.

The Schools of Medicine, Dentistry, and Pharmacy may have different operating schedules or class requirements. Please refer to any communication you have received from the school, or work with your professor or dean for information.

FAQs about Temporary Employees

In an effort to maintain continuity of operations, the 31-day break requirement for temporary employees is being waived until further notice if the temporary employee’s continued employment is required due to a state of emergency for COVID-19. The manager/supervisor must notify their department HR Representative if a temporary appointment extension is needed due to the COVID-19 state of emergency. The HR Representative must then notify OHR Employment & Staffing accordingly.

Temporary employees may be eligible for FFCRA leave benefits, if allowed by those provisions. Consistent with prior issued guidance, units have the discretion (including student employees) to end their temporary employment. Temporary employees whose employment has ended may not be eligible for benefits under FFCRA. Please review the FFCRA guidelines carefully.

Non-student temporary employees are no longer eligible for COVID-19 paid administrative leave as of June 1.   

For temporary employees with fluctuating schedules, paid administrative leave may be applied, but consideration should be given to the employee’s average hours per week over the course of a month. In no case shall paid administrative leave exceed forty hours per week. For information about Emergency Paid Sick Leave (EPSL) and Expanded Family Medical Leave (EFML) please go to hr.unc.edu/benefits/ffcra. 

Intermittent and irregular temporary workers who were already scheduled to work at events occurring between March 16 and March 31 that have been canceled may receive paid administrative leave for the time that they would have been expected to have worked those events, regardless of hours worked prior to March 16. These provisions apply only to pre-scheduled assignments occurring between March 16 and March 31.  

From April 1 – May 31, each unit was given discretion to offer full or partial paid administrative leave to non-student temporary employees based on available funds and operational needs, to discontinue positions, as deemed appropriate.  

Starting June 1, non-student temporary employees are not eligible for COVID-19 paid administrative leave.

If an employee continues to be active on payroll and receiving their normal pay, then it is unlikely they will also be eligible for unemployment benefits. For more information about eligibility for unemployment benefits, visit the NC Employment Security website.

Temporary employees are not eligible for special compensation for work onsite, except in very limited circumstances and only if approved by the Chancellor. If a director or department head would like to request special compensation for temporary employees in their unit, please contact hr@unc.edu for instructions.

Beginning May 11, special compensation for CDMEs will end, and all employees will be paid standard base pay for any time worked, either onsite or remotely. Regular overtime provisions continue to apply.

FAQs about Postdocs

Yes. Postdocs are eligible for paid administrative leave in accordance with the provisions outlined in Q1 and may also be eligible for Emergency Paid Sick Leave (EPSL) and Expanded Family Medical Leave (EFML), or a combination thereofSee Q1 for more details.

Yes – they are eligible. Postdocs do not currently enter hours worked into TIM, so any hours worked onsite will need to be tracked locally by the manager or supervisor and TIM Administrator.  There are several timesheet templates available in excel that will allow you to do this, or you may use some other preferred method of your own choosing.   

After the pay period closes, TIM Administrators will then need to calculate the time and a half amount based on the number of hours worked and the Postdocs current hourly rate.  Once the amount is calculated, a lump sum ePAR will then need to be submitted using a newly added code in ConnectCarolina in order to compensate the premium pay.   

For Postdocs currently paid on grant funds, please charge this compensation to the source as appropriate to where the work is being done. For additional questions, please contact Walter Miller, Director of Payroll Services at wmiller@unc.edu 

Beginning May 11, special compensation for CDMEs will end, and all employees will be paid standard base pay for any time worked, either onsite or remotely. Regular overtime provisions continue to apply.   

FAQs for Managers and Supervisors

Non-COVID-19 Mandatory Employees should discuss their options for working offsite with their supervisors. Management may also reassign an individual to complete other work assignments that are not a part of their normal duties and responsibilities. If a supervisor is unable to assign work that can be performed remotely, then the employee may be granted paid administrative leave in accordance with the guidelines set forth in Q1. 

For parttime or temporary employees with fluctuating schedules, paid administrative leave may be applied, but consideration should be given to the employee’s average hours per week over the course of a month. In no case shall paid administrative leave exceed forty hours per week. For information about EEmergency Paid Sick Leave (EPSL) and Expanded Family Medical Leave (EFML) please go to hr.unc.edu/benefits/ffcra 

Intermittent and irregular temporary workers who were already scheduled to work at events occurring between March 16 and March 31 that have been canceled may receive paid administrative leave for the time that they would have been expected to have worked those events, regardless of hours worked prior to March 16. These provisions apply only to pre-scheduled assignments occurring between March 16 and March 31. 

Starting April 1, each unit has discretion to offer full or partial paid administrative leave to non-student temporary employees based on available funds and operational needs, to discontinue positions, or to place employees in inactive status, as deemed appropriate.  

COVIDE is a code requested by the Emergency Operations Center (EOC) so they could track their effort towards the response in TIM. COVIDE is for accounting purposes only. We do not have any additional information about how the COVIDE TIM account code should be applied at this time. If there are concerns about transferring the hours in TIM, please track the hours worked spent supporting University COVID-19 planning efforts outside of TIM for now

All employees who have not been designated as a COVID-19 Mandatory Employee may continue to be assigned work and are expected to telework, if feasible, given the nature of their position and dutiesWe encourage supervisors to try to find assignments employees can perform remotely and management may also reassign an individual to complete other work assignments that are not a part of their normal duties and responsibilities. If the employee is unable to perform work remotely, then the employee may be eligible for paid administrative leave in accordance with the guidelines set forth in Q1.

First, contact your School or Division’s HR Representative, and they will coordinate with the central Office of Human Resources and other campus officials to provide guidance. If an employee is not subject to official quarantine by public health authorities, but the UNC System President, or the UNC-Chapel Hill Chancellor believes that an employee has symptoms associated with a communicable disease, the UNC System or constituent institution may direct the employee not report to work.

The employee may be eligible for Emergency Paid Sick Leave (EPSL), Expanded Family Medical Leave (EFML), paid administrative leave, or a combination thereof, if they are demonstrating symptoms potentially related to COVID-19 (fever, cough, shortness of breath) in accordance with the guidelines set forth in Q1. If the employee feels well enough to work, the supervisor could allow the employee to work remotely full-time or part-time.  

Faculty and staff who have not been advised by their supervisor to return to work should plan to continue teleworking until further notice. Only those employees who have been directed by their management to return to work onsite should do so.  The area in a state of emergency uses this declaration to free up resources or receive resources from the government. Because this is such a rapidly evolving situation, this is the best method we have of tracking domestic areas most impacted by the virus.

Given the rapidly changing nature of the virus, employees who have traveled to these affected areas may be asked to do a 14-day self-quarantine off campus upon return. However, before instructing an employee to self-quarantine, contact your School or Division’s HR Representative and they will coordinate with the central Office of Human Resources and other campus officials to provide guidance. 

For more updates on current travel information, please visit the University’s travel information website.

Faculty and staff who have not been advised by their supervisor to return to work should plan to continue teleworking until further notice. Only those employees who have been directed by their management to return to work onsite should do so.  Per recently revised CDC guidelines, any students, faculty or staff returning from Level 2 and 3 countries will be asked to self-quarantine for 14 days off campus effective immediately.

If you have an employee who travels to a location that is increased to a Level 3 while they are there, they will be subject to a 14-day self-quarantine off campus. Any faculty or staff who have arrived or will be returning from Level 2 and 3 countries should immediately contact Campus Health or their local health care provider and follow their instructions for evaluation. You will need to work with employees in a 14-day self-quarantine protocol to determine remote working options.  

As a reminder, the University strongly discourages any international travel and any domestic travel to a location where a state of emergency has been declared due to COVID-19 or the coronavirus. 

For more updates on current travel information, please visit the University’s travel information website.

In this situation, individuals may be subject to disciplinary action, up to and including termination of employment, for willful failure to self-quarantine for 14 days.

For more updates on current travel information, please visit the University’s travel information website.

FAQs about Benefits

Blue Cross Blue Shield NC will expand and promote access to virtual visits with primary care providers wherever possible. Members who have concerns about whether they have been exposed to COVID-19 should call their primary care provider to determine if telehealth services are available. Virtual visits are covered under the State Health Plan.
The State Health Plan will cover any coronavirus testing requested by a health care provider or public health authority. The Plan is also waiving the copay for in-person and virtual PCP visits to screen for COVID-19. Screening visits will not be subject to your deductible or coinsurance, even if your deductible has not been met.
Yes. Because North Carolina has declared a State of Emergency, State Health Plan members can request an early refill on 30-day prescriptions for maintenance medications at any in-network pharmacy. Consult with your provider and pharmacy.

Yes. Due to the recent events in our country with COVID-19, if your situation with dependent day care changes and you need to increase or decrease your contributions, you may be eligible to complete a life event in the enrollment system (eBenefits).

Some situations that may qualify:

  • Your child starts or stops daycare
  • Your daycare costs increase or decrease
  • You or your spouse stop working

You have 30 days from the date of an event to make changes to your account. The annual maximum remains $5,000 per household.

To make changes, log into eBenefits* or contact Benefit focus at 1-855-859-0966. The “reason for change” would be “Day care change.”

There are additional leave benefits available under the Families First Coronavirus Response Act (FFCRA) that may operate in conjunction with available administrative leave and are effective April 1 through December 31, 2020. For more information about FFCRA leave benefits, please visit hr.unc.edu/benefits/ffcra. 

FAQs about HR Action Pause

The University system has temporarily suspended all non-essential HR actions including salary adjustments, position actions (including creating new positions or modifications to existing positions), and recruitment activities (postings, hires, etc.). Exceptions to this temporary suspension may be granted by the Chancellor or his designee only under the following specific circumstances:

  • When necessary to support COVID-19 response, including any healthcare or clinical operations
  • When necessary to support or augment other clearly essential University operations at the discretion of the chancellor without ability to delay
  • When mandated by law or policy, including critical compliance obligations, without ability to delay
  • When required by employment contract without ability to delay
  • As otherwise directed by the President or his designee

Information on how to proceed with HR actions that fall under exceptions listed can be found at go.unc.edu/hractions. Please note you will need your Onyen login to access the page. This information includes a required form for requesting approval for a mission critical HR action.

Examples of essential and mission critical positions include but are not limited to positions performing public health and patient care, public safety, operation of critical infrastructure and facilities, operation and safety of sensitive research labs, supporting the humane care of laboratory research animals, the care of persons or property for whom the University has a duty to continue to serve, and remaining onsite student and instructional support services.

For any type of hiring action, campus units must examine and determine if the work is mission critical and cannot be deferred to a later date.  For those that are deemed mission critical and need to move forward, complete the form provided at go.unc.edu/hractions and submit for review and approval by Chancellor / designee for the following designations: 

  • Permanent SHRA, EHRA non-faculty and faculty hires that are not fully grant funded.  
  • Direct hire and UTS temporary SHRA hires that are not fully grant funded.  
  • Temporary EHRA non-faculty and faculty hires that are not fully grant funded.   
  • Postdocs that are not fully grant funded.  

For the following designations, you do NOT need to use the form and may submit as usual:

  • New position establishments and requests to post vacant positions that are fully grant funded.   
  • Independent Contractors   
  • Work-study students 
  • Unpaid volunteers  
  • Interns  
  • Visiting scholars 
  • GRAs, Teaching Assistants, other student employee types 

IC requests can be submitted via the normal process. The Accounts Payable department is reaching out to requesters with pending requests to confirm if requested services will go on remotely, or if their pending requests should be deleted. For additional questions about ICs please contact ic_review@unc.edu. Requests for domestic ICs can be submitted through Connect Carolina. Foreign IC requests should be submitted through ic_review@unc.edu as usual. For more specific questions, please email Janet Rupert, Director of Accounts Payable, at jrupert@email.unc.edu.

Yes, if they are not fully grant funded. OHR and the APO will work to expedite these requests to get them reviewed as quickly as possible.

Non-state funding sources do not impact the guidance on salary and position actions, with one exception. You can complete hiring actions on grant-funded positions so long as funding contingencies are provided for in any appointment (should the grant monies end). This exception is not meant to allow nonessential salary or position actions; and these hiring actions should be limited to essential positions.

For these actions, please include in the comments that the position is fully grant funded. Other type of actions, such as reclassifications and salary increase requests, are subject to the pause on non-essential HR actions. Also, partially grant funded actions of all types must be submitted through the process outlined at go.unc.edu/hractions for Chancellor/Chancellor’s designee review and approval.

OHR and the APO recommends cancelling the posting and relaunching the search once the current pause on non-essential HR actions is lifted. However, you can choose to leave the posting as active, but you would not be able to hire for the position until either the pause is lifted, or the position is submitted through the review process and receives approval to move forward as a mission critical action. It remains critically important that you are transparent with applicants regarding expectations around the timing of the search process.

For those postings that have been approved by the Chancellor or his designee to move forward as mission critical or are exempt from the review process, Zoom interviews are strongly recommended given the current social distancing and remote working mandates that are in place at the university.

Prior to rehiring SHRA direct hire temporary employees back from their 31-day breaks, the request to hire must be submitted through the process for Chancellor /Chancellor’s designee review and approval.

Yes, you can extend student temps after graduation, however, each campus unit must evaluate their current budgetary situation, and assess how the unit’s current financial situation will be impacted by a potential change in resources available to the unit and the University. While it is understood that certain staffing levels, including student workers, are needed for upcoming summer sessions, campus units are strongly cautioned against making financial commitments that they are unsure of being able to maintain depending on how long the COVID-19 event lasts.

The position may be posted once the action is submitted through the review process and receives approval by the Chancellor or his designee to move forward as a mission critical action.

Given the current uncertainty surrounding the full impact of the COVID-19 event on University operations, campus units are strongly encouraged to exercise extreme caution when proceeding with student hires. They do not currently need to be submitted through the weekly review process like other HR actions.

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