For City of Eugene Employees
Exec Message regarding Remote Work for COE Employees
To support overall community health and safety, as of March 23, 2020, we want staff to work at home if at all possible. Here are the guidelines: If you work in Police, Fire, Public Works Wastewater, Maintenance, or Airport, or Central Services Facilities, Information Services or Municipal Court, you should report to work as usual unless you’ve been directed not to or have already been given permission to work from home.
- If you have been assigned to the COVID-19 Emergency Operations Center, you should report to work as assigned.
- If you have been approved to work from home, you should continue to do so per the terms of agreement with your supervisor.
- For all others, if you have been reporting to work for your regular shift you should either:
- Receive a call, text, or email from your supervisor tonight with directions about whether to report work as usual or be available to work from home. If you do not receive direction from your supervisor today you are directed to be available to work from home.
- Be available during your regular shift for immediate response by phone and/or available to report to work within one hour of contact in the event you are called to work – for these hours regular time will be coded up to your normal schedule each day.
- If you are unable to respond to a call immediately or an assignment within one hour, that may be performed at home or onsite within CDC guidelines, you should notify your supervisor and code sick or vacation time. If you are sick, have doctors’ appointments, or need time away during regular working hours for any reason while you are at home, you are expected to call in, code leave, and make those arrangements with your supervisor. You must make arrangements and obtain approval prior to being unavailable just as you are required to do currently.
Planning for Remote Work
- COE Remote Work Guide*
- 6 Tips for Working from Home*
- Ergonomics checklist
- How to Stay Engaged When You Work Remotely
- How to Stay Connected While Working from Home
- Be sure to visit the Training & Engagement tab on this webpage for training and wellbeing resources available to you.
Alternative work schedules
The City is making alternate work schedules available to individuals who have job functions that support an alternative work schedule while also ensuring departments can deliver essential services. This alternative creates an avenue for recommended social distancing and also helps you balance the needs of your home and family during this time. Alternative assignments may also be available related to supporting the workgroup or assisting with the Emergency Operations Center (EOC). Please review Guide for Coding Your Time for information related to reporting your time.
Reduced Work Schedule
Employees may request (from supervisor) to have their regularly scheduled work hours temporarily reduced. Impact to accruals is based on City administrative regulations or union contract.
Flexible/Staggered Work Hours
Employees may request (from supervisor) to temporarily work non-traditional hours including split shifts and weekend work (i.e. a schedule that is different from the traditional 8 a.m. to 5 p.m., Monday-Friday).
It could happen that you might be asked to help provide essential services due to high absenteeism. In that case, you will receive the necessary training.
Employee Assistance Programs
- The City offers free confidential counseling and problem-solving services via our Employee Assistance Program (EAP) through Cascade Behavioral Health and EAP to all City regular employees. At this time, they are still open, and offering appointments. They can be reached at 541-228-3000.
- EAP Wellness Articles and Videos
- Visit the Training & Engagement tab for a collection of Wellbeing trainings.
VOYA Deferred Comp
In regards to recent market volatility caused by the Coronavirus, Voya is actively keeping their website updated with news and resources. Please reference the Voya website directly for current information. VOYA also recommends the following resources:
FSA for Child Care Change Instructions
If you’re enrolled in the Flexible Spending Account plan for dependents and need to change your elections due to your care needs changing, see instructions on how to change your dependent care FSA.
Other Health Resources
- The City of Eugene recently added Teledoc to the existing health care plans. For more information visit the Pacific Source website. All co-pays, deductibles and co-insurance will be waived for Teledoc services. Please note that Teledoc cannot do testing for COVID-19 but may be an option for other medical and behavior health services.
- Coronavirus (COVID-19) testing and diagnosis related visits will be covered at no cost.
- Visit our Benefits page for more information on your health coverage and other benefits.
Absence Options and Coding
Previously approved vacation continues to be approved. This is subject to change as needs arise. New requests for leave must be approved by your supervisor.
Temporary Provisions for Absences and Leave
- Employees may access all available leave banks (sick, vacation, compensatory) without restrictions if the leave is COVID-19 related.
- Employees within their probationary period may access their vacation accruals.
- During this time, Regular and Limited Duration Employees will be permitted to code either, but not both, vacation or PTO leave banks for hours that have not yet been earned. Employees who accrue vacation time and wish to use hours that have not yet been earned must code that time to their vacation leave banks; employees who accrue PTO time and wish to use hours that have not yet been earned must code that time to their PTO leave banks. This will allow Regular and Limited Duration Employees to carry negative vacation or PTO leave balances of up to 80 hours for employees who work 40 hours a week, and prorated to reflect average hours worked in a two week period for part-time employees and those who work a schedule other than 40 hours a week.
- When an employee needs to use the negative leave option, the employee and their supervisor will connect with employees to explore remote work, alternative schedules and reduced hours. If this does not alleviate the need to use negative leave, the employee can then utilize their leave accruals. The system is set up to allow an employee to go negative (up to 80 hours) so you can simply request an absence in the normal fashion.
- Negative vacation leave balances will either be paid back through accrual of leave hours, paying back the hours or recovered through another available option when the temporary work place changes are concluded. All employees who separate from employment before their vacation leave balances have recovered to neutral or positive accruals will reimburse the city at their hourly rate.
Temporary COVID-19 Leave Donation program
- If a Regular Employee is impacted by COVID-19 and has exhausted all paid leave, they will be eligible to request COVID-19 Emergency Leave Donations for up to 80 hours of paid time off for full time employees who work 40 hours a week, and prorated to reflect average hours worked in a two week period for part-time employees and those who work a schedule other than 40 hours a week.
- To request leave from the COVID-19 Leave Donation Bank, complete the online Emergency Leave Donation Request Form. Please click on the Submit button at the top of the form to email to the Employee Resource Center.
- If your Emergency Leave Donation questions aren’t answered in our Frequently Asked Questions, please contact the Employee Resource Center.
- All Regular Employees can donate sick, vacation, PTO, Shift Holiday and Be Well Day leave they have accrued to other employees as part of the City’s COVID-19 Leave Donation Program.
- The donating employee must have at least 160 hours (or the equivalent of 4 weeks) of cumulative accrued leave after the donated hours are removed.
- Donating employee can donate up to one year’s worth of accruals from each leave bank.
- When the temporary work place changes are ended and the program is terminated, any remaining hours in this pool will be redistributed to employees that donated proportionate to their donation.
To donate leave to the COVID-19 Leave Donation Bank, complete the online Emergency Leave Donation Donor Form. Please click on the Submit button at the top of the form to email to the Employee Resource Center.
Unemployment Resource sheet
- Unemployment and COVID-19 FAQ
- For specific questions and/or to apply please, visit the State of Oregon employment department.
OSHA has deemed COVID-19 a reportable illness for Worker’s Compensation. If you suspect that you contracted the virus at work, please submit your claim following the normal reporting procedures and make a note that you believe it was due to exposure while working. Contact EugeneERCClaims@eugene-or.gov for questions or claims information.
A Creative Work Environment is essential now more than ever. Use this opportunity to build your skills and engage with your workplace in new ways.
- Idea Bank: Do you have an idea that may help with our emergency operations center response, or other City operations? We can’t wait to hear from you!
- Volunteer Opportunities
- Give a resource
National Incident Management System (NIMS) Emergency Preparedness Training Online
- All employees have 2 or more required training modules to complete based on position. Review your requirements*.
- Visit the FEMA website to create login and complete training.
Library Card Benefit
Did you know that city employees, with approval from their supervisor, may obtain a City Library card for work purposes?
When will that be handy? Well, aside from being an incredible resource for leadership and instructional books, your library membership gives you access to Lynda.com where you can get free tutorials on just about anything:
- Microsoft programs
- Coaching and Leadership
- Family and Medical Leave Act (FMLA)
- Project Management
- You name it!!!
Professional Development Training
Resources for supporting and supervising teams remotely
- My Team Working Remotely: A Guide for Leaders
- Managing Loneliness of Remote Workers
- 20 Ways to Engage and Connect with Remote Employees
- Boosting Telecommuter Morale During COVID-19
- Transitioning Your Team to Remote Work
Health Insurance and Health-Related Resources For Supervisors
- What You Need to Know about the New Coronavirus
- Preparing Your Workforce for the Coronavirus: Guidance
- Group Health Plans and COVID-19: What You Need to Know
- Coronavirus Test Coverage and Group Health Plans
- Medicare Telehealth Expansion in COVID-19 Spending Law
- What to Tell Employees about the Coronavirus