General FAQs on Managing Leave While Working Remotely
Q.
If I am working remotely or in limited situations on-campus, do I still need
to submit annual or sick leave if I plan to be off work?
A. If you are a leave-eligible employee and your time off is unrelated to COVID-19, you still should follow standard University rules, policies and procedures, including the requirements to submit annual and sick leave for authorized absences.
Q. If I am working remotely, how do I submit a leave request or time worked?
A. All leave-eligible faculty and staff should submit leave requests as normal. If working remotely, faculty and staff can access the leave request system through Information Technology Services’ Virtual Private Network (VPN) service.
Q. If I need to submit a leave request but I am unable to do so remotely, what should I do?
A. Supervisors may submit leave requests for faculty and staff who do not have remote access. Shared Services will assist supervisors in entering leave requests for employees if they cannot access the leave request system remotely. Contact Shared Services at SSC-TimeCollection@mail.wvu.edu or call 304-293-6006 and ask to speak to Time Collection for assistance.
Q. I am at or near the maximum limit for my annual leave accruals, what should I do?
A. Annual leave still may be used and submitted when working remotely. In general, extensions will not be granted for employees who have reached their maximum balance of annual leave. However, limited exceptions may be approved on a case-by-case basis (pending approval from the employee’s supervisor and director/vice president).
Q. If I am approved for special emergency leave with pay, will I need to exhaust my annual and sick leave first?
A. No. You will not be required to exhaust your annual and sick leave.
Q. If I am approved for special emergency leave with pay, will I still accrue annual and sick leave?
A. Yes. Since you will continue on payroll as an active employee, you still will be eligible to accrue annual and sick leave.
Q. If I am approved for special emergency leave with pay, will I still be eligible for holidays?
A. Yes. Since you will continue on payroll as an active employee, you still will be eligible for holidays.
Q. If I am approved for special emergency leave with pay and I have previously approved annual leave, sick leave, floating holiday or compensatory time-off (CTO) for the same days, what should I do?
A. Please work with your supervisor to cancel all approved annual leave, sick leave, floating holiday hours or CTO that is scheduled to occur during your approved special emergency leave with pay.
Q. If I am approved for special emergency leave with pay, will this be considered an authorized absence?
A. Yes. Approval and use of special emergency leave with pay will be considered an authorized absence. However, please work with your supervisor to follow the proper procedure and instructions to authorize the absence.
Q. If I am currently on medical leave or plan to take medical leave that is unrelated to COVID-19, how do I submit medical documentation?
A. Medical documentation should be submitted via email to medicalmanagement@mail.wvu.edu. A picture of your medical documentation taken by smart phone or other methods can be accepted by email.
Q. If I am approved for special emergency leave with pay related to suspected exposure or confirmed diagnosis of COVID-19, do I need to provide medical documentation or return to work documentation?
A. Contact WVU Medical Management at MedicalManagement@mail.wvu.edu or 304-293-5700 ext. 8 to develop a return-to-work plan tailored to your specific situation before resuming normal work activities (on campus or via an alternative work arrangement).
Q. If I need to be off work due to illness or injury for more than five consecutive days unrelated to COVID-19, will I still be required to provide medical documentation?
A. Yes. You still will need to follow all of the medical leave requirements established by University rules, policies, procedures and practices. Medical documentation should be submitted via email to medicalmanagement@mail.wvu.edu. A picture of your medical documentation taken by smart phone or other methods can be accepted by email.
Q. If I am currently on approved medical leave that is not related to COVID-19, am I eligible for special emergency leave with pay?
A. Only absences that are related to COVID-19 are eligible for special emergency leave with pay. Faculty and staff on approved medical leaves for reasons other than COVID-19 will continue to follow standard University rules, policies and procedures related to medical leave, sick leave, catastrophic leave, etc.
Q. Where can I find more information about special emergency leave with pay?
A. Faculty and staff should visit the Talent and Culture website or contact their HR partner for more information on the special emergency leave with pay plan.
Q. Who do I contact if I have additional questions related to COVID-19 and Talent and Culture rules, policies, procedures or practices?
A. If you have additional questions, please email coronavirushr@mail.wvu.edu or call 304-293-8540.
Q. Where can I find more information about WVU’s response to COVID-19?
A. For more information, please visit coronavirus.wvu.edu or submit questions to coronavirus@mail.wvu.edu.
A. If you are a leave-eligible employee and your time off is unrelated to COVID-19, you still should follow standard University rules, policies and procedures, including the requirements to submit annual and sick leave for authorized absences.
Q. If I am working remotely, how do I submit a leave request or time worked?
A. All leave-eligible faculty and staff should submit leave requests as normal. If working remotely, faculty and staff can access the leave request system through Information Technology Services’ Virtual Private Network (VPN) service.
Q. If I need to submit a leave request but I am unable to do so remotely, what should I do?
A. Supervisors may submit leave requests for faculty and staff who do not have remote access. Shared Services will assist supervisors in entering leave requests for employees if they cannot access the leave request system remotely. Contact Shared Services at SSC-TimeCollection@mail.wvu.edu or call 304-293-6006 and ask to speak to Time Collection for assistance.
Q. I am at or near the maximum limit for my annual leave accruals, what should I do?
A. Annual leave still may be used and submitted when working remotely. In general, extensions will not be granted for employees who have reached their maximum balance of annual leave. However, limited exceptions may be approved on a case-by-case basis (pending approval from the employee’s supervisor and director/vice president).
Q. If I am approved for special emergency leave with pay, will I need to exhaust my annual and sick leave first?
A. No. You will not be required to exhaust your annual and sick leave.
Q. If I am approved for special emergency leave with pay, will I still accrue annual and sick leave?
A. Yes. Since you will continue on payroll as an active employee, you still will be eligible to accrue annual and sick leave.
Q. If I am approved for special emergency leave with pay, will I still be eligible for holidays?
A. Yes. Since you will continue on payroll as an active employee, you still will be eligible for holidays.
Q. If I am approved for special emergency leave with pay and I have previously approved annual leave, sick leave, floating holiday or compensatory time-off (CTO) for the same days, what should I do?
A. Please work with your supervisor to cancel all approved annual leave, sick leave, floating holiday hours or CTO that is scheduled to occur during your approved special emergency leave with pay.
Q. If I am approved for special emergency leave with pay, will this be considered an authorized absence?
A. Yes. Approval and use of special emergency leave with pay will be considered an authorized absence. However, please work with your supervisor to follow the proper procedure and instructions to authorize the absence.
Q. If I am currently on medical leave or plan to take medical leave that is unrelated to COVID-19, how do I submit medical documentation?
A. Medical documentation should be submitted via email to medicalmanagement@mail.wvu.edu. A picture of your medical documentation taken by smart phone or other methods can be accepted by email.
Q. If I am approved for special emergency leave with pay related to suspected exposure or confirmed diagnosis of COVID-19, do I need to provide medical documentation or return to work documentation?
A. Contact WVU Medical Management at MedicalManagement@mail.wvu.edu or 304-293-5700 ext. 8 to develop a return-to-work plan tailored to your specific situation before resuming normal work activities (on campus or via an alternative work arrangement).
Q. If I need to be off work due to illness or injury for more than five consecutive days unrelated to COVID-19, will I still be required to provide medical documentation?
A. Yes. You still will need to follow all of the medical leave requirements established by University rules, policies, procedures and practices. Medical documentation should be submitted via email to medicalmanagement@mail.wvu.edu. A picture of your medical documentation taken by smart phone or other methods can be accepted by email.
Q. If I am currently on approved medical leave that is not related to COVID-19, am I eligible for special emergency leave with pay?
A. Only absences that are related to COVID-19 are eligible for special emergency leave with pay. Faculty and staff on approved medical leaves for reasons other than COVID-19 will continue to follow standard University rules, policies and procedures related to medical leave, sick leave, catastrophic leave, etc.
Q. Where can I find more information about special emergency leave with pay?
A. Faculty and staff should visit the Talent and Culture website or contact their HR partner for more information on the special emergency leave with pay plan.
Q. Who do I contact if I have additional questions related to COVID-19 and Talent and Culture rules, policies, procedures or practices?
A. If you have additional questions, please email coronavirushr@mail.wvu.edu or call 304-293-8540.
Q. Where can I find more information about WVU’s response to COVID-19?
A. For more information, please visit coronavirus.wvu.edu or submit questions to coronavirus@mail.wvu.edu.