University of Iowa Pay Practices Related to COVID-19

Revised May 13, 2020
Effective May 18, 2020, until further notice

With the State of Public Health Disaster Emergency declared by Governor Reynolds on March 18, 2020, all UI employees outside of UI Health Care were directed to work remotely unless the critical function they provide must be completed on campus, and pay practices were developed for the spring semester through May 15, 2020. Those pay practices will be continued through the following weekend, until May 17.

May 18 begins the summer intersession and is a normal transition point in employment cycles on an academic campus. In addition, the university has announced that courses are being offered online for the remainder of the spring semester and for the summer session. As the university plans for the return of students to campus for the fall semester, the following pay practices provide clarification of employment status for faculty, staff, and student employees.

These pay practices have been developed in accordance with federal and state laws and regulations and Board of Regents rules and guidance pertaining to COVID-19, and may need to be updated as new legislation, regulation, and guidance is issued.

Health Care applicability: To ensure UI Health Care can maintain the workforce necessary to deliver screening, testing, and the appropriate level of patient care and clinical operations for all Iowans during the COVID-19 pandemic and recovery to normal operations, UI Health Care may issue additional internal guidance for employees and supervisors regarding the application of these pay practices.

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Guiding Principles

Employee Categories

Biweekly Hourly Employees (Students, Merit, and P&S)

UI Health Care Leave Provisions

Guiding Principles

These pay practices do not limit the ability of a college/organization to implement cost savings measures to meet budgetary needs related to staffing and pay. Additional information and guidance will be provided by the university regarding budget and financial considerations.

The UI, the colleges, and central service units will use the following principles in order to determine their budgets:

  • Placing people first, as our university is only as strong as its students, faculty, and staff
  • Preserving the core values of the institution (Excellence, Learning, Community, Diversity, Integrity, Respect, and Responsibility)
  • Delivering on the mission of education, research, and delivery of health care
  • Protecting the core activities of the university to ensure delivery of the mission
  • Engaging shared governance and campus leadership

Pay practices implemented by the UI, the colleges, and central service units will follow these additional guiding principles:

  • Maintain safety and well-being of our employees
  • Keep all employees in paid status to the greatest extent practicable
  • Maintain patient care as a priority for the University of Iowa, as well as the State of Iowa
  • Provide employees with the opportunity to perform meaningful work whenever possible, otherwise utilizing paid leave accruals or unpaid leave
  • Comply with health and safety precautions as directed by appropriate university, state, and federal authorities
  • Comply with all applicable laws, rules, regulations, and policies regarding pay practices and funding sources
  • Charge expenses for salary and related fringe benefits for all employees, including faculty, staff, postdoctoral scholars, and students, in a consistent manner across the university regardless of funding source

 

Employee Categories

Resident Assistants

  • Future hiring decisions will be based on business needs.

Graduate Assistants and Postdocs

  • Report to work on campus or work remotely, as directed by the department/college.
  • Academic appointments: Future hiring decisions will be based on academic/research needs of the department/college, taking into consideration commitments previously made to returning students.
  • Fiscal year appointments remain in effect according to the terms of the appointment. Future hiring decisions will be based on academic/research needs of the department/college, taking into consideration commitments previously made to returning students.
  • If unable to work due to illness or other COVID-related needs, utilize paid leave based on qualifying needs (COVID-related or otherwise; see Paid Leave Options below).
  • An employee placed on unpaid leave or reduced effort because work is unavailable or because the employee is unable to work due to a COVID-related reason may be eligible for unemployment compensation benefits without exhausting all paid leave accruals.  Additional information is available at Iowa Workforce Development.

Faculty

  • Tenured faculty: Remain in paid status. Report to work on campus or work remotely as directed by the college.
    • Those with academic year appointments may have summer salary available, based on their grant funding or departmental needs. Summer appointments funded by external grants/contracts are permitted to the extent that work can be completed either on campus or remotely. This may require a reduction in effort and compensation from the sponsor approved budget. 
  • Probationary tenure track, clinical track, research track and instructional track faculty:
    • Fiscal year appointments: Paid status based on existing contract terms. Report to work on campus or work remotely as directed by the college.
    • Academic year appointments: Paid status based on existing contract terms. Report to work on campus or work remotely as directed by the college. 
      • Summer salary may be available based on the faculty member’s grant funding or departmental needs. Summer appointments funded by external grants/contracts are permitted to the extent that work can be completed either on campus or remotely. This may require a reduction in effort and compensation from the sponsor approved budget. 
    • Decisions regarding contract extensions and new hires will be made by colleges based on academic/research needs, subject to existing university policy.
  • Fixed-term faculty, including visiting and adjunct faculty: Existing contract terms apply.  Report to work on campus or work remotely as directed by the college. Decisions regarding contract extensions and new hires will be made by colleges based on academic/research needs, subject to existing university policy.
  • If unable to work due to illness or other COVID-related needs, employees should consult with their HR representatives and Faculty and Staff Disability Services to utilize paid sick leave based on qualifying needs (COVID-related or otherwise; see Paid Leave Options below)
  • An employee placed on unpaid leave or reduced effort because work is unavailable or because the employee is unable to work due to a COVID-related reason may be eligible for unemployment compensation benefits without exhausting all paid leave accruals.  Additional information is available at Iowa Workforce Development.

Professional and Scientific, SEIU, and Merit Staff

Biweekly Hourly Employees Including Students, Merit, and P&S 

Employees will be paid for hours worked through regular payroll procedures. Student employment will follow regular processes based on the academic/research/business needs of the organization.  As per university policy, student employees may work up to 40 hours/week during the summer.

Paid Leave Options

If an employee (faculty, staff or student) is unable to work due to a qualifying COVID-19-related health reason or because of caring responsibilities for a child whose school or childcare provider has closed due to COVID-19, the following paid leave options may apply, depending on the employee category and eligibility.  For more details on paid leave options and examples of specific leave scenarios, please review the COVID-19 Leave Scenarios.

Employees Eligible for UI Benefits

For employee/family member illness, self-quarantined, or caring for dependents due to school/childcare closures, the following paid leave types may apply: 

  • Federal Emergency Paid Sick Leave Act (not applicable to UI Health Care orgs/departments)
  • COVID-19 sick leave authorized by the Iowa State Board of Regents
  • Regular sick leave (if applicable, including Family Caregiving Leave)
  • Vacation leave (if applicable)
  • Catastrophic leave (if applicable)
  • Emergency FMLA Expansion Act to provide up to 12 weeks of job-protected leave (paid and unpaid) to employees who are unable to work or telework due to the need to care for a minor child (not applicable to UI hospital orgs/departments)

Employees not Eligible for UI Benefits

For employee/family member illness, self-quarantined or caring for dependents due to school/childcare closures, the following paid leave types may apply: 

  • Federal Emergency Paid Sick Leave Act (not applicable to UI Health Care orgs/departments);
  • COVID-19 sick leave authorized by the Iowa State Board of Regents
  • Emergency FMLA Expansion Act to provide up to 12 weeks of job-protected leave (paid and unpaid) to employees who are unable to work or telework due to the need to care for a minor child (not applicable to UI hospital orgs/departments)

The following information applies only to UI Health Care staff and faculty with clinical responsibilities:

 

Funding Source for Redeployed Staff

Salaried Staff

  • Salaried staff who are redeployed will continue to be funded by the home department until the end of the academic year, through May 17, 2020.
  • Effective May 18, 2020, the department to which an employee has been reassigned will be responsible for funding new hours that are worked during the reassignment.
  • The recommended action for funding hours beginning May 18, 2020 is to update the employee’s HR appointment to reflect funding from the new department to which he/she is reassigned.

 Biweekly Staff

  • Biweekly staff who are redeployed will be funded by the home department for the first 80 hours worked in the new assignment; additional hours beyond 80 are the responsibility of the new department.
  • Effective May 18, 2020, the department to which an employee has been reassigned will be responsible for funding all new hours worked.
  • There are two recommended options for charging the biweekly wages to the new department:
    • Add an MFK on the existing biweekly record through an Accounting Change transaction, or
    • Create a new biweekly appointment in the department of the reassignment.

 

UI Health Care Leave Provisions (as of March 25, 2020)

As authorized by the Families First Coronavirus Response Act, UI Health Care is exempting employees in units that support patient care and clinical operations from the provisions of the new Federal Paid Sick Leave Act and the Federal Emergency Family and Medical Leave Expansion Act.

In the campus announcement issued March 25, 2020, the university communicated the following:

UI Health Care applicability: To ensure UI Health Care can maintain the workforce necessary to deliver screening, testing, and the appropriate level of patient care and clinical operations for all Iowans during the COVID-19 pandemic, UI Health Care will issue its own internal guidance for employees and supervisors regarding the application of these new leave provisions.

Communication to UI Health Care Employees

The State of Iowa has declared a State of Emergency in response to the COVID-19 pandemic. During this public health crisis, health care workers play one of the most vital roles to the citizens of our state.

Many of you have read about recent federal legislation, the Families First Coronavirus Response Act (FFCRA), and have asked how this applies to UI Health Care. As an entity that employs health care workers and emergency responders, UI Health Care is provided an exemption from this federal legislation. However, UI Health Care is utilizing the expansion of other leave benefits for employees during this uncertain time.

Sick Leave and Family Caregiving Leave for UI Health Care Employees

All regular staff are eligible for an additional 80 hours of sick leave (prorated for part-time employees) for reasons related to COVID-19. This may be used for your own illness, illness of an immediate family member, or child care as noted below.

All regular staff may use sick leave (family caregiving leave) to care for a minor child when such care is required as a consequence of the closure of a K-12 school or a child care center due to COVID-19. Patient care and support staff may use a maximum of 160 hours for this purpose (utilizing the 80 additional hours above and 80 of your own accrued sick leave). All leave must be approved in advance and approved by unit leadership.

Additional leave, as outlined in the university’s communication sent on March 27, may be available for faculty and staff in non-clinical College of Medicine departments.

Contact Information

Administrative Services

Phone
Fax
319-353-2384
Campus Address
121-10 USB
Mailing Address

121 University Services Building, Suite 10
Iowa City, IA 52242-1911
United States

Hours
UHR Welcome Center: Mon-Fri, 10:00am-4:00pm