TO:                         Faculty and Staff

FROM:                  Bill Nance

SUBJ:                     H1N1 Flu and Workplace Policies

Texas State officials continue to monitor the H1N1 flu situation very closely.  New cases of H1N1 Influenza continue to be reported across the state.  A few isolated cases of H1N1 Influenza have been reported at Texas State.   

Public health authorities have expressed concern about a resurgence of H1N1 flu this fall.  Texas State has a pandemic flu plan and will continue to follow Centers for Disease Control and Prevention recommendations to address H1N1 flu.  Persons who develop a flu-like illness should remain at home until free of fever for at least 24 hours without the use of fever reducing medication.  Persons at high risk for complications from the flu, including pregnant women and those with chronic medical conditions such as asthma, diabetes, heart disease or suppressed immune systems, should seek medical attention.

The following information is provided to clarify reporting of time off and other workplace issues related to the current HIN1 flu situation:

GENERAL

The University is currently operating under all normal leave and workplace policies as provided in UPPS 04.04.30 University Leave Policy and UPPS 04.04.01 Miscellaneous Human Resources Policies and Procedures except as may be provided below.

QUESTIONS

If I am sent home because I am exhibiting symptoms of the flu, what type of leave should I use?

-You must use your accrued sick leave, vacation, FLSA overtime or State comp time.  If you do not have enough leave available, you must take leave without pay.

If I miss work because my child’s school or day care is closed due to H1N1 flu, can I use my sick leave?

-Yes.  Normally your child would have to actually be sick to be eligible to use sick leave. However, in the current circumstance the “actually ill” requirement of the normal policy will not apply. 

If my child’s school or day care is closed due to H1N1 flu, may I bring my children to work?

-No.  Section 5 of UPPS 04.04.01 Miscellaneous Human Resources Policies and Procedures  gives supervisors some flexibility for this issue in normal circumstances.  However, given the current swine flu situation and upon the advice of health care professionals children from closed schools cannot be brought to the workplace.

May I work at home?

-The regular place of work policy as provided in Section 6 of UPPS 04.04.01 Miscellaneous  Human Resources Policies and Procedures continues in effect.  Employees must have the written authorization of the President to work at home.

Where can I find out how much leave I have available?

-Employees may view their leave balances through the SAP portal.  Click on Employee Self Service/Time Accounts for available balances.  Your supervisor and department time administrator can also look up your balances for you using SAP transaction PT_QTA10 – Display Absence Quota Information.

REMINDERS

­­-Section 4.08 of UPPS 04.04.30 requires that an employee on sick leave for more than 3 consecutive days requires a doctor’s certificate or a written statement of the facts pertaining to the absence and the nature of the illness which is acceptable to the supervisor.  In response to an outbreak of H1N1 flu, supervisors are encouraged to accept written statements.

-Non-regular (temporary) staff and hourly student workers are paid for hours actually worked and cannot receive pay for hours missed 

FOR UPDATED INFORMATION

Updates to this information as well as information on all Human Resources policies and procedures can be found on the Human Resources website at  http://www.hr.txstate.edu/.