Pandemic Flu FAQ

Pandemic Flu Frequently Asked Human Resource Questions

For Supervisors/Managers:

Q: What do I do if I have an open position? Will I be able to fill the position?

A: Contact your Human Resources Representative for guidance. In most cases, the hiring process will move forward, following the standard posting and interview procedures, if the position was approved.

Q: My department is short staffed because of the H1N1 Flu. What are my options?

A: Consult with your supervisor/manager and BFO/EAD. If you get approval to hire temporary employees, contact Spherion, our preferred vendor. Spherion’s phone number is 617-227-2090 and a link to their site is http://www.spherion.com/

Q. How do we attempt to prevent the H1N1 flu from affecting our department?

A. We cannot overemphasize the importance of preventive measures. H1N1 primarily spreads through droplets on surfaces. The advice recommended by experts includes: Wash your hands often, cough into your sleeve rather than your hand, and avoid touching your eyes, nose and mouth. We also recommend that all departments provide hand sanitizer and alcohol wipes within their departments.

Q: When do I contact Human Resources if my employees are out sick with the H1N1 Flu?

A: Contact Human Resources if your employees are out for more than 5 days.

Q: If my employees come to work with flu like symptoms, what should I do?

A: You will need to send employees with flu like symptoms home. The employee will be paid sick time for the time the employee is absent due to suspected H1N1 infection.

Q: What is the difference between flu like symptoms and cold symptoms?

A: Anyone with a fever and either a cough or sore throat is considered to have “influenza-like illness”. Cold symptoms, sore throat or cough without a fever are not considered to be flu.

Q: If my employees are uncomfortable coming to work because of the H1N1 flu, what should I do?

A: As long as the employees do not have flu like symptoms, they are expected to come to work. In order to reduce their concern you can remind them to take preventive measures i.e. washing hands frequently, not touching eyes, nose or mouth.

Q: My employees are requesting to work from home because they have someone at home with the flu?

A: Working from home may be permitted during the pandemic based on Managers discretion. However, not all positions lend themselves to working from home. Consult with your Human Resources Representative for more details.

Q: When can my employees return to work if they have had the H1N1 flu?

A: Employees must be fever free for 24 hours after ceasing to use fever reducing medication. At that point, they can return to work.

Q: My employee who handles time entry is sick with the H1N1 flu. What should I do?

A: We suggest that you have several staff in your department trained on the time entry system. If there is no one to do time entry, contact the Human Resources Service Center at x73075 for guidance. In addition, there are time entry guidelines on the HR website for referral. To go to the time entry site, click here.

Q: Can I temporarily assign my employees to work in short-staffed departments?

A: Yes, as a manager, you can reassign your employees to help in short-staffed departments during a pandemic. In this case, it may be necessary to ensure continued service to the Tufts community.

Q: Can my employees work more than their normally scheduled work hours if needed?

A: The short answer is yes. Keep in mind that you will need to pay overtime for non-exempt employees who work over 40 hours per week. Exempt employees are not eligible for overtime, but may be asked to work more than their normally scheduled work hours.

For Employees

Q. What if our Time Entry person is out sick; who will enter time to make sure that employees are paid?

A. Departments should have several staff members cross-trained as backups to perform this task. If there is no one in the department who is trained, inform your supervisor or manager. If you need further assistance, contact the Service Center at X73075.

Q. My Manager just asked me to report time for our department and I have never performed that function. Is there someone that could assist me?

A. Yes, the University has a system in place for assisting with time-entry. You should call the HR Service Center at X73075. They will assist you in the process of time-entry to ensure that your department is paid. In addition, there are time entry process guidelines on the HR website.

Q. I have been out with the flu for 3 days. What do I need to do to make sure I get paid?

A. First make sure that you are you are following the proper call in procedure for your department. Your manager/supervisor will then apply your accrued sick time accordingly. You could always call Human Resources and HR would then follow up with your department. If you are out for 5 or more days, please contact your Human Resources Representative.

Q. How can I check my available amount of sick time?

A. There are several ways to find out your sick time balance:

.You can check your sick time balance online via the E-serve website. To visit E-serve, click on the following link: http://eserve.hr.tufts.edu/

.Your sick time balance may be listed on your paycheck if you receive a stub.

.You can always check with your Department Administrator.

Q. What if I have the flu and have exhausted all of my sick time?

A. Employees, who have a sick time balance of 0, may borrow up to 5 days of sick time from their future sick time balance to use if they become ill with the H1N1 flu.

Q. Do I have to bring a Physician’s note clearing me to return if I have the H1N1 flu?

A. If you are out longer than 5 days, you will more than likely be placed on a leave. You may be asked to provide medical documentation clearing you to return to work. If you return to work in 5 days or less you will not be required to provide a doctor’s note.

Q. If I have no available sick time, can I just work from home if I have the H1N1 flu?

A. The idea of staying at home while sick is to get rest and take care of your health for a speedy recovery. If you have exhausted your sick time, you may borrow up to 5 days from your future sick time balance. Working from home is a question that needs to be addressed with your supervisor.

Q. What if I have a cold and haven’t seen a doctor; should I come to work? At what point should I stay home?

A. If you have cold symptoms (i.e. sore throat and/or cough) you can come to work. If you have a fever in addition to sore throat or cough, these are symptoms consistent with the flu and you should self- isolate and remain at home and seek medical attention.

Q. If my child is not sick but his/her school is closed for a period of time due to the Pandemic and I need to care for him/her, can I be paid while I am out?

A. You will be able to use your 10 family sick days as defined on page 39 of the University Handbook. If you have exhausted your Family sick days, you will be able to borrow 5 sick days from your future sick time balance to use as additional Family Sick Days. Once your Family Sick days are exhausted, you will be able to use time from your available vacation, personal, or bonus day balances.

Q. If a family member at home is sick with the H1N1 flu, should I go to work?

A. Employees who are well but who have an ill family member at home with the H1N1 flu can go to work as usual. These employees should monitor their health everyday and take everyday precautions including washing their hands frequently. If they should become ill, they should notify their supervisor and go home.

Q. I am an uncomfortable coming to work because my co-worker was diagnosed with the H1N1 Flu. He/She is currently working while they are sick, and I am in fear that I will become sick as well. What can I do?

A. If you become aware that a co-worker, or anyone actively working in your office has been diagnosed with the H1N1 Flu, you need to notify your manager or supervisor immediately. Or you can contact your Human Resources Representative. In addition, you should follow the preventive measures guidelines of washing your hands often, cough into your sleeve rather than your hand and avoid touching your eyes, nose and mouth.

Q. Is there a plan in place to make sure that employees will be paid during a Pandemic?

A. Yes, there are payroll plans in place to make sure that employees will be paid during a Pandemic.

Q. What can we do to prevent the spread and the contraction of the H1N1 Flu?

A. We encourage all employees to follow public health guidelines; frequent hand washing, avoiding shaking hands, using hand sanitizer, covering your cough, etc… Please visit the Tufts Emergency Website by clicking on the following link for further information regarding preventative measures. http://emergency.tufts.edu/flu

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	v H1N1 Flu > H1N1 Flu Information > Flu Interim Policies > Pandemic Flu FAQ > HR Memos to Tufts Community > Sent to Managers on 09/15/09 > Sent to Faculty and Staff 11/12/09	H1N1 Flu » Pandemic Flu FAQ Pandemic Flu FAQ *Pandemic Flu Frequently Asked Human Resource Questions* For Supervisors/Managers: Q: What do I do if I have an open position? Will I be able to fill the position? A: Contact your Human Resources Representative for guidance. In most cases, the hiring process will move forward, following the standard posting and interview procedures, if the position was approved. Q: My department is short staffed because of the H1N1 Flu. What are my options? A: Consult with your supervisor/manager and BFO/EAD. If you get approval to hire temporary employees, contact Spherion, our preferred vendor. Spherion’s phone number is 617-227-2090 and a link to their site is http://www.spherion.com/ Q. How do we attempt to prevent the H1N1 flu from affecting our department? A. We cannot overemphasize the importance of preventive measures. H1N1 primarily spreads through droplets on surfaces. The advice recommended by experts includes: Wash your hands often, cough into your sleeve rather than your hand, and avoid touching your eyes, nose and mouth. We also recommend that all departments provide hand sanitizer and alcohol wipes within their departments. Q: When do I contact Human Resources if my employees are out sick with the H1N1 Flu? A: Contact Human Resources if your employees are out for more than 5 days. Q: If my employees come to work with flu like symptoms, what should I do? A: You will need to send employees with flu like symptoms home. The employee will be paid sick time for the time the employee is absent due to suspected H1N1 infection. Q: What is the difference between flu like symptoms and cold symptoms? A: Anyone with a fever and either a cough or sore throat is considered to have “influenza-like illness”. Cold symptoms, sore throat or cough without a fever are not considered to be flu. Q: If my employees are uncomfortable coming to work because of the H1N1 flu, what should I do? A: As long as the employees do not have flu like symptoms, they are expected to come to work. In order to reduce their concern you can remind them to take preventive measures i.e. washing hands frequently, not touching eyes, nose or mouth. Q: My employees are requesting to work from home because they have someone at home with the flu? A: Working from home may be permitted during the pandemic based on Managers discretion. However, not all positions lend themselves to working from home. Consult with your Human Resources Representative for more details. Q: When can my employees return to work if they have had the H1N1 flu? A: Employees must be fever free for 24 hours after ceasing to use fever reducing medication. At that point, they can return to work. Q: My employee who handles time entry is sick with the H1N1 flu. What should I do? A: We suggest that you have several staff in your department trained on the time entry system. If there is no one to do time entry, contact the Human Resources Service Center at x73075 for guidance. In addition, there are time entry guidelines on the HR website for referral. To go to the time entry site, click here. Q: Can I temporarily assign my employees to work in short-staffed departments? A: Yes, as a manager, you can reassign your employees to help in short-staffed departments during a pandemic. In this case, it may be necessary to ensure continued service to the Tufts community. Q: Can my employees work more than their normally scheduled work hours if needed? A: The short answer is yes. Keep in mind that you will need to pay overtime for non-exempt employees who work over 40 hours per week. Exempt employees are not eligible for overtime, but may be asked to work more than their normally scheduled work hours. For Employees Q. What if our Time Entry person is out sick; who will enter time to make sure that employees are paid? A. Departments should have several staff members cross-trained as backups to perform this task. If there is no one in the department who is trained, inform your supervisor or manager. If you need further assistance, contact the Service Center at X73075. Q. My Manager just asked me to report time for our department and I have never performed that function. Is there someone that could assist me? A. Yes, the University has a system in place for assisting with time-entry. You should call the HR Service Center at X73075. They will assist you in the process of time-entry to ensure that your department is paid. In addition, there are time entry process guidelines on the HR website. Q. I have been out with the flu for 3 days. What do I need to do to make sure I get paid? A. First make sure that you are you are following the proper call in procedure for your department. Your manager/supervisor will then apply your accrued sick time accordingly. You could always call Human Resources and HR would then follow up with your department. If you are out for 5 or more days, please contact your Human Resources Representative. Q. How can I check my available amount of sick time? A. There are several ways to find out your sick time balance: .You can check your sick time balance online via the E-serve website. To visit E-serve, click on the following link: http://eserve.hr.tufts.edu/ .Your sick time balance may be listed on your paycheck if you receive a stub. .You can always check with your Department Administrator. Q. What if I have the flu and have exhausted all of my sick time? A. Employees, who have a sick time balance of 0, may borrow up to 5 days of sick time from their future sick time balance to use if they become ill with the H1N1 flu. Q. Do I have to bring a Physician’s note clearing me to return if I have the H1N1 flu? A. If you are out longer than 5 days, you will more than likely be placed on a leave. You may be asked to provide medical documentation clearing you to return to work. If you return to work in 5 days or less you will not be required to provide a doctor’s note. Q. If I have no available sick time, can I just work from home if I have the H1N1 flu? A. The idea of staying at home while sick is to get rest and take care of your health for a speedy recovery. If you have exhausted your sick time, you may borrow up to 5 days from your future sick time balance. Working from home is a question that needs to be addressed with your supervisor. Q. What if I have a cold and haven’t seen a doctor; should I come to work? At what point should I stay home? A. If you have cold symptoms (i.e. sore throat and/or cough) you can come to work. If you have a fever in addition to sore throat or cough, these are symptoms consistent with the flu and you should self- isolate and remain at home and seek medical attention. Q. If my child is not sick but his/her school is closed for a period of time due to the Pandemic and I need to care for him/her, can I be paid while I am out? A. You will be able to use your 10 family sick days as defined on page 39 of the University Handbook. If you have exhausted your Family sick days, you will be able to borrow 5 sick days from your future sick time balance to use as additional Family Sick Days. Once your Family Sick days are exhausted, you will be able to use time from your available vacation, personal, or bonus day balances. Q. If a family member at home is sick with the H1N1 flu, should I go to work? A. Employees who are well but who have an ill family member at home with the H1N1 flu can go to work as usual. These employees should monitor their health everyday and take everyday precautions including washing their hands frequently. If they should become ill, they should notify their supervisor and go home. Q. I am an uncomfortable coming to work because my co-worker was diagnosed with the H1N1 Flu. He/She is currently working while they are sick, and I am in fear that I will become sick as well. What can I do? A. If you become aware that a co-worker, or anyone actively working in your office has been diagnosed with the H1N1 Flu, you need to notify your manager or supervisor immediately. Or you can contact your Human Resources Representative. In addition, you should follow the preventive measures guidelines of washing your hands often, cough into your sleeve rather than your hand and avoid touching your eyes, nose and mouth. Q. Is there a plan in place to make sure that employees will be paid during a Pandemic? A. Yes, there are payroll plans in place to make sure that employees will be paid during a Pandemic. Q. What can we do to prevent the spread and the contraction of the H1N1 Flu? A. We encourage all employees to follow public health guidelines; frequent hand washing, avoiding shaking hands, using hand sanitizer, covering your cough, etc… Please visit the Tufts Emergency Website by clicking on the following link for further information regarding preventative measures. http://emergency.tufts.edu/flu
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