Payroll

 

COVID19 Pandemic Pay Protocol

The information below outlines how some payments should be processed during the COVID19 Pandemic Pay Protocol period.

Please note that University policies are still applicable and enforced during this period.

Questions about UD-Time or S-contracts should be submitted to pr-staff@udel.edu

Visit https://www.udel.edu/home/coronavirus/ for official updates from University of Delaware regarding the status of the COVID-19 virus and its impact on the University community, as well as frequently asked questions, resources and updated news

COVID19 Pandemic Pay Protocol FAQs [Expand]

Q. Who are the part-time hourly employees eligible to continue to be paid as of 3/30/20?

  1. Miscellaneous Wage Workers (non-student), Work-Study Students, Non Work-Students that have been paid at least since February 2020

Q. Are we able to retroactively pay non-working part-time hourly employees back to 3/16/20?

  1. Only Work-Study Students & Non Work-Study Students not working can be retroactively paid back to 3/16/20 at the discretion of the department.

Q. How should our remote part-time hourly employees enter their time?

  1. Employee should clock in and out. Supervisors and/or timekeepers will monitor work, review timesheets and approve that time by the scheduled deadlines.

Q. How should we be recording hours for our remote part-time hourly employees working a reduced schedule?

  1. The employee should clock in and out. Supervisor or Timekeeper (TK) should make an adjustment to that week by adding the hours needed to bring the student's hours to their regular schedule. If the student does not have a regular schedule, Supervisor/TK should use their schedule from the 03/07/20 or 02/22/20 pays. Supervisor/TK should not include hours from one time events unless it is appropriate. To add the additional hours, the supervisor should add a new line to the timesheet for that week, enter “COVID-19” for the adjustment reason and enter the hours needed. Once the time has been added, they need to approve that time sheet by the Payroll deadlines.

Q. How should we be entering time for our part-time hourly employees who are not working?

  1. Supervisor or Timekeeper (TK) need to manually add this time to the employee’s timesheet to reflect the employee’s regular work schedule with the adjustment reason of “COVID-19”. If the employee does not have a regular schedule, Supervisor/TK should use their schedule from the 03/07/20 or 02/22/20 pays. Do not enter average hours all on one day unless that is their normal schedule. Supervisor/TK should not include hours from one time events unless it is appropriate. Once the time has been added, they need to approve that time sheet by the Payroll deadlines.

Q. How do we determine how many hours to pay our part-time hourly employees?

  1. Supervisor or Timekeeper (TK) need to manually add this time to the employee’s timesheet based on their regular schedule with the adjustment reason of “COVID-19”. If the employee does not have a regular schedule, Supervisor/TK should use their schedule from the 03/07/20 or 02/22/20 pays.

Q. What if we just hired a new part-time hourly employee, would we pay them even if they hadn’t started working or weren’t working their full schedule yet?

  1. Only if the employee has been working at least since February and they would be paid  based on their expected schedule.

Q. My miscellaneous wage employee has already filed for unemployment. Can they choose to continue receiving unemployment insurance benefits?

  1. No. Effective March 30, 2020, employees that were regularly paid by the university at least since February will continue receiving their pay.

Q. What should I do if an employee has already applied for unemployment?

  1. Departments should enter time on behalf of the employee in UD Time. The employee must notify the Division of Unemployment Insurance that he/she is being paid by the University as of March 30, 2020.              

Q. I have an employee that is currently on unemployment insurance who does not want to be paid by the University because they are unable to work remotely.  Can the employee decline payment and stay on unemployment insurance?

  1. If they are unable to work remotely, the University will pay the employee.  The employee must notify the Division of Unemployment Insurance to discontinue unemployment insurance benefits.

Q. What if our part-time hourly employee is not working and  didn’t have any reported hours from the 03/07/20 or the 02/22/20 pay, do we pay them?

  1. If they have hours reported for the 2/8/20 pay, please pay them based off of those hours. If they did not have any hours in any of these pays then they are not eligible to be paid.

Q. My student/miscellaneous wage employee declined to work remotely or has decided they no longer want to work remotely, do I still have to pay them?

  1. No, if they are available to work remotely but choose not to, then you are not required to continue their pay.

Q. Is there guidance regarding part-time hourly employees on grants?

  1. Please review the Research Office’s COVID-19 site for specific federal agency guidance, https://research.udel.edu/coronavirus/. If you still have questions please reach out to Jeffrey Friedland jeffreyf@udel.edu.

Q. I have a part-time hourly student on a visa not working, are they still eligible to receive pay?

  1. Yes, as long as they are still in the country and the hours still meet the minimum allowed by USCIS.

Q. Are international employees who have returned to their home country eligible to work remotely?

  1. No, international employees are not permitted to work remotely in other countries.

Q. What are the differences between the Pandemic Pay Protocol Period from 3/16-3/29 versus 3/30-5/31?

  • 3/16 - 3/29
    • Essential employees working on campus received double time pay during this period only.
    • Work-Study Students & Non Work-Study Students not working can be paid at the discretion of the department.
  • 3/30 - 5/31
    • Miscellaneous wage employees who previously worked as of February but are not working or working a reduced schedule will be paid.
    • Work-Study Students & Non Work-Study Students not working or working a reduced schedule will be paid.

 

Period 03/30/2020-05/31/2020

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Period 03/16/2020-03/29/2020

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