Non-exempt Employee FAQs

The availability of temporary alternative work arrangements will be based on college/business needs of the university, and in consideration of the essential functions required for specific jobs/positions. For consideration, an employee should complete the COVID-19 Temporary Alternative Work Arrangement Request Form. Any approved arrangements will be made for a specific duration and will be periodically reassessed to ensure ongoing effectiveness and the ability to provide essential services to our students and university community. Alternatively, an employee may choose to use accrued vacation hours or their floating holiday if the work area is able to accommodate their absence from work. If the employee’s vacation/floating holiday balance has been exhausted, and/or if the work area is unable to accommodate their absence from work, the employee may request an unpaid leave of absence.

Individuals who are asked to quarantine due to exposure at work are encouraged to continue to work from home when appropriate. However, in cases where employees are unable to work from home, supervisors may enter COVID pay for this situation.

Individuals who are asked to return home due to symptoms are asked to continue to work from home. In cases where employees are unable to work from home, they can use sick time accruals. Should an employee deplete their sick time balance, they may use their vacation and floating holiday banks. If all accruals have been exhausted, employees may apply for an unpaid leave of absence.

Employee should complete the COVID-19 Employee and Student Voluntary Disclosure Form. Employees should also contact their immediate supervisor prior to the start of their shift to inform them of the quarantine. Remote work may continue during this time wherever possible. However, if your position is not one with the ability to work remotely, employees will be able to use their accrued sick balance for this time. Alternatively, once the accrued sick time has been exhausted an employee may choose to use accrued vacation hours or their floating holiday. Once all accrued time off has been exhausted an employee may request additional time off by filling out the Supplemental COVID-19 Leave Form. If you become ill with COVID-19 symptoms, please complete a new COVID-19 Employee and Student Voluntary Disclosure Form and contact your supervisor.

Employees with a disability, as defined by the Americans with Disabilities Act (ADA), or an underlying health condition who may be at increased risk of illness due to COVID-19, as defined by the CDC, can submit a request for temporary alternative work arrangements by submitting the COVID-19 Temporary Alternative Work Arrangement Request Form. Full documentation via the Medical Information Form is required in order to assess eligibility (except in the case of age). Any medical information provided to HR will be kept confidential per HIPAA. The availability of temporary alternative work arrangements will be based on college/business needs of the university, and in consideration of the essential functions required for specific jobs/positions. Temporary alternative work arrangements may or may not be fulfilled as requested. All arrangements will be made for a specified duration and will be periodically reassessed to ensure ongoing effectiveness and the ability to provide essential services to our students and university community.

The health and safety of our university community is our top concern. Our medical and COVID-19 response teams have worked to ensure we are in compliance with all federal, state and local requirements to make sure proper health and safety procedures are in place. Employees should address their specific concerns based on medical guidance with their supervisor. Employees may contact their department head if they believe that their concerns are not being addressed.

An employee who is absent due to illness must provide adequate notice of the absence to his/her supervisor. Such notice should take the form of a phone call or phone message or email to the supervisor at least one hour in advance of the start of the employee’s work schedule. Eligible employees may use available sick leave hours in the case of their own illness, and to recuperate and recover from illness for scheduled working days. All sick leave taken must be properly recorded by the employee via the appropriate timekeeping mechanism and approved by the supervisor. Alternatively, once the accrued sick time has been exhausted an employee may choose to use accrued vacation hours or their floating holiday. Once all accrued time off has been exhausted an employee may request additional time off by filling out the Supplemental COVID-19 Leave Form.

Please contact the Human Resources department as individuals may be eligible for Family Medical Leave. This paperwork can be requested from humanresources@marquette.edu. Employees may be eligible to use any accrued time (vacation, sick or floating holiday) for hours not worked while on an approved FMLA leave. Once all paid time has been utilized, employees will be put into an unpaid status for the duration of the approved FMLA leave.

Wherever possible, the employee will be expected to collaborate with their supervisor to determine alternatives to allow them to work their scheduled hours. In cases where it is not possible, sick leave will be permitted for this purpose. Alternatively, vacation time may be used. Once all accrued time off has been exhausted an employee may request additional time off by filling out the Supplemental COVID-19 Leave Form. All sick leave taken must be properly recorded by the employee via the appropriate timekeeping mechanism and approved by the supervisor. As always, employees should always provide updates on absences to his/her supervisor. Such notice should take the form of a phone call, phone message or email to the supervisor at least one hour in advance of the start of the employee’s work schedule.

Immediate family as defined by the Department of Labor includes children, spouse or parent.

We are following the recommendations of the Wisconsin Department of Health Services and the Centers for Disease Control. At this time if a member of your household is self-quarantined but does not have any symptoms, you are not required to self-quarantine.

Marquette continues to follow all state guidelines regarding any need to quarantine. However, employees should be aware that should they travel, they may be asked to quarantine if they return with any symptoms. Supervisors can deny vacation time for travel during this time for employees who are critical for maintaining essential operations on campus.

Employees can continue to request vacation time with supervisor approval. Remote or on-campus workers need time away or time to unplug from work. The current university vacation policy has not been changed. All employees, regardless of current pay status, continue to accrue vacation. Non-exempt employees will continue to accrue vacation until their yearly maximum is reached. Any changes to the vacation policy are cost prohibitive and not financially viable at a time when the university’s resources are already limited.

Employees may find available hours on the Time-Off Balances Tab in EmpCenter. Time-Off Balance tab displays the number of hours available in various time off banks, taking into account any hours used during the current period. It includes initial and ending balances for the period. Time-off balances are based on the available hours as of your last processed payroll.

• Employees currently on an approved FMLA leave will need to provide a fitness for duty certification as directed through the FMLA process.
• If individuals are out for self-quarantine or any COVID related absence that is not FMLA approved will need to meet the requirements as outlined by the CDC to return. Most recent updated advice can be found at the CDC website. If a Dr. has provided a note for you, please do bring that upon your return to campus.

• Designate “office” space – create a quiet place to concentrate and spread out.
• Find an area in which work-related material can be stored and organized and secured.
• If possible, adhere to the same work schedule that is followed on campus or work with your supervisor regarding alternative/temporary hours. You need to plan to be available during this time for co-workers, etc.
• Communicate early, often and on a schedule.
  • Communication can often be taken for granted when working on campus, since people can drop in or ask question informally. Working from home means that communication must be more formal and intentional.
• Consider scheduling daily phone meetings to discuss progress on a project, check in with your colleagues or get updates.
• Use technology to allow face-to-face interactions – this will allow all the nuances of communication to occur.
• Anticipate interruptions and manage outside demands.
• Establish rules or guidelines for yourself and your family members to make it clear that you are engaged on your job/work and not available for non-essential issues in the home.

Additional work from home resources are available.

For those with coverage on one of Marquette’s health plans and to support you during this challenging time, we intend to process covered COVID-19 testing claims without applying member cost sharing. For treatment, you will have the same coverage that is currently available for any emergency or non-emergency illness, subject to the normal deductibles, copays, coinsurance or out-of-pocket amounts associated with your medical plan.

For those on Marquette’s health plan, remember that you also have access to Teledoc. Licensed doctors are available 24/7 by phone or video via teledoc.com or 1-800-TELADOC (835-2362).

The Employee Assistance Program (EAP) is a benefit for all Marquette employees and those in their household. EAP can be contacted 24 hours a day, 7 days a week, by calling 1-800-236-3231.

More information is on HR’s website. Additional resources are also available through the Faber Center.

• To prevent the spread of illness and viruses, members of the Marquette community are reminded to:
• Wash your hands with hot water and soap for at least 20 seconds
• Cover nose and mouth when you cough or sneeze
• Properly dispose of used tissue
• Avoid touching your face
• Limit shaking hands and hugging
• Regularly clean and disinfect frequently touched surfaces in your workstation/office and in your place of residence
• Avoid close contact with ill individuals

Stay home from work if you are ill

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