JHU HR Information Regarding Novel Coronavirus

Should I work from home?
Employees who are not required to work on-site should implement telework plans now to prevent or reduce the spread of infection. Managers should look to HR for guidance, as needed.

Managers should establish flexible work schedules for Required Attendance staff where possible to reduce the number of people working near one another on a given day. Implement social distancing practices meant to reduce close contact in the workplace (e.g., maintain a distance of 6 feet from others). Consider transitioning all meetings to phone or virtual formats.

How do I know if my job is classified as “Required Attendance” (essential staff)?
An employee who is considered Required Attendance staff (essential staff) will be designated in advance by their supervisor. This designation should be in writing, indicating that the employee provides critical services and should report to work, report to a designated alternate worksite or remain at work, even in the situation of a university closure. Refer to JHU Guidelines on Required Attendance for more details.

For Bargaining Unit employees represented by Local LIUNA #572, the university will follow the terms of the Collective Bargaining Agreement with respect to required attendance.

What do I do if I can’t work on-site, but my job can’t be done at home?
Any employee whose regular work can only be done on-site but is not critical in the present situation, should stay home in a paid, “on-call” posture, with the understanding that we may need to bring them back in or ask them to take on new or different duties as our response to the COVID-19 pandemic evolves.

It is not required that I do my job on-site at JHU, but I don’t want to work from home and/or I have employees on my team that I feel are more productive at the office. Can we work at JHU if we choose to?
No. If your job is not “Required Attendance” (essential staff), JHU is asking you to work from home to prevent or reduce the spread of infection. Managers should look to HR for guidance, as needed.

Should temporary employees (e.g., those working through Randstad) also work remotely?
Yes. Temporary employees should work remotely if their position can be successfully completed at home (Randstad will confirm with individual employees). If employees are able to work from home, they should email their supervisor at the beginning of their shift, at the end of their shift, and for any breaks longer than 30 minutes.

How will I get to work if public transportation is shut down and I have no other means of transportation?
Employees need to identify alternate measures and have a backup plan in place in the event of public transportation shutdown. Refer to Ready.gov for tips and information on how to prepare for a variety of situations.

How will my pay be affected if I am required to stay on the premises past my shift due to a shortage of employees?
Current pay practices and working guidelines are in effect for all JHU employees.

If I have been approved to work from home, how do I access JHU systems?
Please refer to the Remote Access Guidelines, provided by IT. Or, access the Support for Working From Home webpage for other tips, links to training, and more.

What are the best practices for leading remote teams?
The Toolkit for Managing Remote Teams is a PPT deck that helps managers to develop a framework for a remote team. There are also newsletters for managers that offer tips and links to training. The newsletter – Leaders at JHU: Managing Here, There, Anywhere – is available now. Additional newletters will be added as they are created. And you can always email the Learning team or the Organization Development and Effectiveness team for additional support.

If I am working from home, will I be reimbursed for expenses related to work?
It depends on the expense. Refer to the Home Office Reimbursement Guidelines for more information.

If my password expires, it’s very hard to reset it if I’m not at JHU.
Reset your password when you first receive the notification that it is about to expire. It is much easier to reset before the final expiration date.

How should I track my time in E210 while working remotely?
There are some new E210 codes to be used during this time. Review the Guidelines for Coding Time in E210 for details.

How will I get mail and/or packages if I am working from home?
The university is working on plans for mail and package services. More information will be posted to this site as plans are finalized.

I usually pick up my check. How will I get it if people aren’t working on-site at the university?
Payroll Shared Services is encouraging all employees to receive their pay via direct deposit or, if a check is necessary, by mail to their home address. Go to the HUB at Work article for more details and specific instructions.

I don’t have internet access at home.
Comcast is offering 2 free months of high-speed Internet Essentials service for households that qualify (low-income and/or new customers). If you do not qualify, the service is $9.95/month (not reimbursed by JHU). Go to the Comcast Internet Essentials site for more information and to sign up.

I need a software license in order to do my work from home. What do I do?
The process for requesting software has not changed. Funding for additional software will come from your department, so you should discuss your request with your supervisor. He or she will need to provide a Cost Center to complete the software order.

To place the order, go to the myJH.edu portal and click on the Service Now icon. That will take you to the IT Services Portal, where you will find the university software catalog.

While we are all taking active measures to stay safe and protect the health of others in our community amid the COVID-19 pandemic, it is more crucial than ever to get vaccinated against the seasonal flu, which can have its own serious and disruptive effects and which has symptoms similar to COVID-19. Every member of the Johns Hopkins community is strongly urged to get a flu shot – and many of us are required to do so – and we have several ways to make that easy and cost-free.

As part of an interim Johns Hopkins University Mandatory Influenza Vaccination Policy that is being implemented for 2020-21, significantly more JHU personnel will be required to receive a flu vaccination this year, regardless of their role or workplace location. For questions regarding the updated flu vaccination policy, please refer to the following link:

https://covidinfo.jhu.edu/health-safety/covid-19-policies

Who needs a flu shot and when is the deadline?

All employees who are spending time on a university campus will be required to obtain a flu shot for the 2020-21 academic year by Nov. 20, 2020.

Because the policy will continue to apply when we are able to expand campus activity in the future, anyone who is working completely remotely now will likely find it helpful to get a flu shot and be prepared to register that fact with the university.

Where can I receive a free flu shot?

You have several options:

Walgreens: All Johns Hopkins University full- and part-time employees can get a free flu shot at any Walgreens pharmacy anywhere in the United States using the voucher provided by Johns Hopkins (https://ivv.tic.jh.edu/). Employees will need to either be on the Hopkins network or use the VPN to access the link. This voucher will also allow Walgreens to automatically tell Johns Hopkins you have received the vaccine, and no additional action will be necessary.

Health Plan:  Anyone covered by the Johns Hopkins CareFirst or EHP health plan can get a flu shot at no cost from any in-network Express Scripts pharmacy, which includes most major pharmacies, or from their in-network primary care physician. Kaiser Permanente participants should make an appointment with their primary care physician.  If you choose this option, Johns Hopkins will not be automatically informed, so please obtain documentation from the provider so you can complete the registration process through Occupational Health when the time comes to return to on-campus activities.

Limited JHU clinics: For affiliates who are currently working on one of our campuses, there will be a limited number of on-site flu vaccine clinics. You can check the schedule and sign up for an appointment on the HSE website. If you are currently working remotely, we encourage you to take advantage of the Walgreens partnership, your local pharmacy, or physician’s office instead.

 October 21: The Homewood Campus Glass Pavilion in Levering Hall

September 21 through October 23 (Monday through Friday between 7 a.m. and 4:30 p.m.):

Johns Hopkins Hospital Phipps Building, Houck Lobby: 600 N Wolfe St, Baltimore, MD 21287

October 20, October 22 and October 29:

Johns Hopkins Greenspring Station: 10755 Falls Rd, Lutherville-Timonium, MD 21093

Johns Hopkins White Marsh: 4924 Campbell Boulevard, Suite 200, Nottingham, MD 21236

What if I may be eligible for a vaccine exemption for religious or medical reasons?

Employee and faculty requests for medical exceptions from all schools should use the appropriate form at the following site: https://www.hopkinsmedicine.org/hse/forms/fluform/exceptions.html.

Employee and faculty requests for a religious exemption should be submitted to the Office of Intuitional Equity (OIE) via the online form: https://oie.jhu.edu/religious-accommodations/.

All exception requests must be submitted by the second Tuesday of November.

Will my insurance cover the cost of the flu vaccine if I don’t use a Walgreens voucher?

Johns Hopkins University’s insurance plans cover the cost of the flu vaccine if it is obtained from an in-network Primary Care Physician (PCP) or an in network Express Scripts pharmacy.

Will I be permitted to work on campus this fall and into the 2021 calendar year if I don’t obtain the flu vaccine and do not have an exemption approved?

Faculty and staff will not be permitted to engage in on-campus activities without the flu vaccine or an approved exemption from either Occupational Health Services or OIE. https://covidinfo.jhu.edu/health-safety/covid-19-policies

If I have already obtained the flu vaccine and it is not in my file, how do I submit proof of vaccination?

Employees must provide proof of vaccination to Occupational Health Services. Instructions and the link are on the Health, Safety and Environment website: https://www.hopkinsmedicine.org/hse/forms/fluform/selfreporting.html

Does the Walgreens flu vaccine contain latex?

The Walgreens vaccine does not contain latex. It also does not contain thimersol. If you receive the vaccine from a provider other than Walgreens, please ask the provider.

What is happening with the JHU contribution to retirement plans?
Because of the COVID-19 pandemic, the university faces the prospect of large operating losses this fiscal year and next. Among the first set of steps the university has taken to address those potential projected shortfalls is a one-year suspension of university contributions to most retirement plans from July 1, 2020 through June 30, 2021. Learn more about the details here.

What does my JHU health insurance cover?
The JHU health plan has waived copays and deductibles associated with testing for COVID-19. If you have additional benefits questions, contact the Benefits Service Center at 410-516-2000 or benefits@jhu.edu.

How are telehealth visits being covered?
All JHU medical plans will cover telehealth visits through the app at 100% with no cost to the patient for dates of service starting February 4, 2020 and continuing through the end of the year. This allows you to receive care when you need it or if your routine provider is not available. Telehealth visits with your own provider will be subject to your normal cost sharing.

How do I access the telehealth apps?
Each health plan has access to a telehealth app that allows you to get the care you need, when and where you need it. You can talk with a doctor by video on your smartphone, tablet, or computer. You can see a provider online if you need treatment for a common condition such as a sinus infection or a sore throat. For mental health, diet/nutrition, or breastfeeding support, you can schedule a virtual visit and meet with a licensed professional from the comfort of your home.

• CareFirst Members: Download the CareFirst Video Visit app and enter your insurance information from your CareFirst card.
• EHP Members: EHP member may also use the CareFirst Video Visit by entering the coupon code: JHU-COVID19. The code is valid for all video visit services until December 31, 2020. When you reach the insurance information section during registration, select “other/my insurance is not listed.” Following that step, you will have the opportunity to enter the coupon code.
• Kaiser Members:  You must register with KP.org to get started using telehealth services.

What options do I have to refill my prescriptions?
We highly encourage switching to mail order for all maintenance medications. This program allows a full 90 days to be mailed directly to your home address with no need to leave the house. Click here for instructions on how to set up your mail order.

If you are covered by JHU health insurance, Express Scripts offers 1 additional emergency refill. This allows you to refill your prescription immediately after picking up a prior refill, and no special approval is necessary. You should advise your pharmacy that you are requesting an “Emergency Refill.”

Due to concerns around retail supply, this should only be used for emergencies and some pharmacies may be limiting quantities. Click here to visit Express Scripts’ COVID resource page.

I am currently enrolled in the Dependent Care Flexible Spending Account, but my childcare (or my child’s camp) has closed or has changed. Can I stop my deductions?
Yes, if you no longer are paying for care you may stop you current DCFSA deductions. Deductions may only be stopped prospectively, and you cannot revoke your full election.

To make a change to your election, log into the Benefits Enrollment Portal by clicking on myChoices Health and Life Enrollment from the main page of the Benefits site. From there, click on Start a Qualified Life Event – Family Changes. When your childcare needs return, you can restart the deductions through the portal.

For additional assistance or questions please reach out to the Benefits Service Center or call 410-516-2000 for assistance.

How do I cancel my pre-tax commuter benefits?
Commuter benefits can be canceled and restarted at any time throughout the year. To make changes to your commuter elections, log into the Benefits Enrollment Portal by clicking on myChoices Health and Life Enrollment from the main page of the Benefits site. From there, click on Start a Qualified Life Event – Commuter Changes.

Are EyeMed benefits available to members online?
Yes. EyeMed members have multiple options to order prescription eyewear and contact lenses online using their benefits. This may be an ideal solution to practice social distancing and mitigate outdoor risk. Online sites will require a valid prescription. Online, in-network options include: Glasses.com, ContactsDirect, Ray-Ban.com, LensCrafters.com, and TargetOptical.com. Under the current circumstances, many of these online providers are offering free, expedited shipping and no-cost returns for extra convenience. Members should check with the online providers to verify offers.

An EyeMed Member FAQ is also available. Questions can be directed to EyeMed’s Customer Care Center for JHU at 866-800-5457 or their general Customer Care Center at 1-866-933-3633.

Do I have to pay for parking fees that have been charged since April 1, when the COVID-19 crisis began?
No. JHU leadership has decided to refund monthly parking fees that were paid for the months of April, May, and June 2020 – regardless of whether the employee has been working on campus. In addition, no parking fees will be assessed for July 2020.

Will taxes be deducted from my refund?
It depends. Most employees had pre-tax deductions taken to pay for their on-campus parking, but there are some who may have paid for parking post-tax. See below for more details.

Employees with Pre-Tax Parking
For many employees, the payments for parking were made pre-tax, which reduced your taxable wages and means that federal and state taxes were not withheld on those earnings. The IRS considers the refunded payments to be wages. As such, the university is required by the IRS to withhold taxes on the refunded amounts. The cash you receive will equal the refund, less applicable federal and state taxes. For example, if you incurred $100 in pre-tax parking deductions, then the refunded cash amount may be around $60 ($100 minus $40 in applicable income taxes). It is important to remember that everyone’s tax situation varies. The amount of taxes withheld will depend on your individual tax situation. The additional wages and associated taxes will be included on your 2020 Form W-2.

Employees with Post-Tax Parking
Some employees may have paid for parking post-tax, which did not reduce their taxable wages. For those employees, the portion of parking that was paid with post-tax dollars will not be considered taxable income. The refunded cash amount will equal the total amount of post-tax parking payments for the refund period. For example, if you incurred $60 in post-tax parking deductions, then the refunded cash amount will be $60 (because no taxes are withheld).

Fellows
The university does not withhold taxes on fellowship payments to those individuals that are considered residents of the United States for income tax purposes, so there will not be a reduction for taxes on the refunded amounts. If the fellow is considered a non-resident for income tax purposes, fellowship payments are generally subject to withholding. Therefore, the cash you received as a result of the refund will equal the refund less applicable federal and state taxes.

I park in a non-Johns Hopkins lot. Will I get a refund for those charges also?
If your monthly parking charges are currently deducted from your paycheck and paid to the university, then you will receive a refund for those deductions. Employees who pay for parking independent from the university (including those employees who elected a pre-tax commuter plan through Discovery Benefits) should work directly with their parking provider to cancel their parking contracts, if desired, as those parking fees will not be refunded by the university.

What do I need to do to request a refund?
Nothing. If you have paid monthly parking fees for April, May, or June 2020, they will be refunded on your mid-July paycheck (similar to the parking deduction, except the money will come to you).

When will parking fees begin again?
If you are currently in the parking program and do not cancel parking (see the next question), fees will begin automatically starting on August 1^st. You will see the parking fee deducted from your August paychecks, as usual.

What if I don’t want to restart my parking privileges?
You have the option of cancelling your parking if you are working from home (or for any other reason) at any time. To ensure that the August parking fee is not deducted from your check, you must complete the Parking Cancellation Request Form before July 15, 2020. If you miss the July 15 deadline to stop August parking charges from being deducted, you may still cancel later at any time thereafter for future months.

Is there a guarantee that I will get my parking spot back if I cancel?
Each parking office will make every effort to reinstate parking at the same location if parking is resumed before October 1, 2020. If you choose to cancel your parking beyond October 1, it is possible that your space will be offered to employees on the waiting list.

If I cancel my parking, how do I restart my parking privileges later?
You should contact your normal parking office or division (refer to the list of parking contacts). You should alert the parking office at least two weeks before you want your parking to start again (or come to the parking office to pay for your first month of parking with a check).

Do I need to turn in my parking pass if I cancel?
If you have a parking hangtag and you cancel your parking permit, you are expected to return the hangtag before the cancellation can be processed. Hangtags can be sent to 3400 N. Charles St, Baltimore, MD, 21218, with an attention to Transportation Services Office.

I don’t know when I will be returning to campus, which impacts whether I want to keep my parking. What should I do?
The resumption of on-campus activities is still in the planning phases. Although there is no definite plan, employees who are in non-clinical, non-research, and not student-facing roles will likely be asked to continue working remotely for several more months. The HUB COVID-19 Information site is the best place to look for up-to-date information regarding plans for returning to campus.

Why is the JHU parking refund plan different than the JHHS plan?
The majority of JHU employees were asked to work from home immediately when the COVID-19 crisis began, and many have been paying for parking while not using the spaces that they reserved on campus. Conversely, the majority of JHHS employees have continued to report to the workplace and are actively using their parking spaces.

Who do I contact if I have questions?
Contact the main JHU Parking Office at Parking@JHU.edu.

COVID-19 Caregiving Relief Fund:

What is the Caregiving Relief Fund (CCRF) Benefit?

JHU is offering financial assistance to employees and students facing new caregiving expenses due to COVID-19.  The COVID-19 Caregiving Relief Fund (CCRF) provides reimbursement to eligible employees and students for unanticipated expenses such as distance learning, school age care, other incremental childcare expenses, elder care, educational support and technology expenses incurred as a direct result of COVID-19. The fund was created to respond to increased financial costs that may be incurred given school closures, incremental child care and elder care expenses. In additional, the fund can be utilized for incremental child care and elder care costs if these incremental costs are a direct result of COVID-19. CCRF has a monthly maximum based on the eligible person’s salary level, as detailed below.

Eligible expenses related to school closures – including remote learning, educational or tutoring support, non-routine child care – and elder care must all be incurred on or after 9/1/2020.  Computer and technology expenses must be incurred on or after 7/1/2020 and are subject to a cap.

All funds will be distributed in the form of a reimbursement, with valid documentation of the expense required and validated by the university’s third party vendor, Discovery Benefits prior to reimbursement. So long as COVID-19 is a federally declared national disaster, reimbursement through CCRF will be tax-free under applicable tax law.  The tax free treatment of these reimbursements is a temporary and limited benefit only, directly tied to the national state of emergency due to COVID-19.  When the President lifts the national state of emergency, this fund may close.

All claims, submitted expenses and reimbursement are subject to audit by JHU. If you receive a reimbursement in error, for reasons including, but not limited to, reimbursement of ineligible expenses or improper documentation, then it is your obligation to promptly repay any such monies, after notification by the university. Failure to do so may result in disciplinary action up to and including termination.

Applications will open October 1.

Who is eligible to use the CCRF?

• Full time benefits eligible JHU employees, doctoral students, postdoctoral fellows, medical students, house staff, residents, interns and trainees with salary level up to $175,000.
• Funds are available per eligible person. If you are in a household with two JHU affiliates, both Hopkins adults can submit for reimbursement up to the maximum monthly amount not to exceed 100% of the cost of care.
• Only qualifying and substantiated expenses that are a direct result of COVID-19 will be reimbursed under the CCRF. A list of eligible expenses is provided below. The maximum amount available per employee is capped at $800, $600 or $400 per month depending on salary level. For a salary level of 0 to $50,000, the maximum monthly award is $800.  For a salary level of $50,001 to $100,000, the maximum monthly award is $600.  For a salary level of $100,001 to $175,000, the maximum monthly award is $400.
• There will be a separate technology maximum for all eligible employees and students.  Technology expenses will be capped at a maximum of $1,000 and will date back to 7/1/2020.

What type of expenses are covered under CCRF?

In order to be eligible, all expenses must be:

1. Related to caregiving or educational needs of a dependent child or adult immediate family member;
2. Incurred as a direct result of the COVID-19 pandemic;
3. Incurred on or after 9/1/2020 (with the exception of computer and technology expenses which are eligible from 7/1/2020); and
4. Validated by documentation of the expense incurred.

Eligible expenses include:

• Incremental child care costs for dependent, school-age children during remote learning provided such costs are not reimbursable via the Dependent Care Plan or other programs.

• Incremental child care costs for dependent children incurred as a result of regular care interruptions due to COVID-19 provided such costs are not reimbursable via the Dependent Care Plan or other programs.
• Costs incurred to support remote learning (e.g. virtual or in-person tutoring, homework supervision, eLearning coaches).
• Educational or special needs services provided to dependent children to supplement services provided in a virtual school setting, for example, occupational or speech therapy.
• Incremental eldercare costs for immediate family member (parents, in-laws, grandparent, spouse or adult child). For example, meal delivery or household services usually provided by a family member or adult day center, or that are newly required due to COVID-19.
• Incremental Wi-Fi costs and bandwidth boosters purchased on or after July 1, 2020 to support remote learning for a dependent child.
• Computers or other technology related equipment for use by a dependent child during remote learning for Kindergarten – 12^th grade (e.g., a laptop, microphone, camera, noise-cancelling headphones). This category will be limited to a maximum benefit of $1,000/participant with expenses incurred on or after July 1, 2020.

What type of expenses are not covered under CCRF?

The following expenses are not covered:

• Expenses not incurred as a direct result of the COVID-19 pandemic
• Expenses reimbursed through insurance, a dependent care flexible spending account, JHU Child Care Voucher or otherwise
• Expenses incurred prior to 9/1/2020 unless technology related
• Technology expenses incurred prior to 7/1/2020
• Expenses that are not reasonable and necessary
• In-home child care provided by an immediate family member
• Regular child care arrangements or enrichments already in place prior to COVID-19
• Private school tuition
• Test prep classes
• Cost of holding empty slots in a child care center if you are not actively attending
• Transportation
• Recreation or sports lesson
• Computer or tech supplies for adults or non-dependents
• Desk and chairs
• Doordash, GrubHub or other meal delivery services
• Non-essential, luxury or decorative items or services
• Undocumented expenses and other expenses not permitted under the law
• Any expense that is not incremental and was an expense the employee was already incurring or would have incurred regardless of the pandemic

Where can I go to learn more?

For more information visit the Family & Caregiving Programs page on the Benefits & Worklife website.

For questions about this program, contact the Office of Benefits & Worklife at 410-516-2000 or worklife@jhu.edu

COVID-19 Emergency Relief Fund:

Who is eligible to apply for COVID-19 Emergency Relief Funds?
Only the following individuals are eligible:

• Full-time, benefits eligible, JHU employees earning $50,000 or less, with 1 year of continuous employment.
• Third-party full-time contract employees working at JHU and earning $50,000 or less, with 1 year of continuous employment.

What is the amount of the Emergency Relief Fund (ERF) benefit?
Only qualifying and substantiated expenses will be reimbursed under the ERF. A list of eligible expenses is provided below. At this time, the maximum amount available per employee or contractor is $1,000. Funds will be available on a first come, first served basis.

How do I apply for an ERF benefit?
The funding is being distributed on a first come, first served basis. To begin the application process, please log into the Benefits portal by clicking on myChoices Health and Life Enrollment, and then “View My Benefits” from the Benefits and Worklife Website. If you are eligible, you will see a link to the application on your home page.

What type of expenses are covered under the ERF?
All eligible expenses must be incurred after March 13, 2020 and must be reasonable and necessary personal, family, living, or funeral expenses and must be incurred as a result of the COVID-19 pandemic.
Examples of such expenses include:

• Expenses related to a death in the immediate family if COVID-19 related
• Out of pocket medical expenses (including mental health and wellness) not covered by health insurance if COVID-19 related
• Childcare and/or tutoring expenses due to school closings
• Elder care support if COVID related
• Support of dependent education during the COVID-19 crisis for grades K-12 (e.g. additional hardware or internet costs)
• Additional transportation expenses (e.g. work relocation, change in mode of transportation to avoid public transit, etc.)
• Transportation and living expenses for college students returning early.

If you receive a reimbursement in error, for reasons including, but not limited to, reimbursement of ineligible expenses, then it is your obligation to promptly repay any such monies, after notification by the university.

 What type of expenses are NOT covered?
The following expenses are not covered:

• Expenses incurred prior to March 13, 2020.
• Expenses that are not reasonable and necessary.
• Expenses that constitute an income replacement (e.g. payments for lost wages, lost business income, or unemployment compensation) or are reimbursable by insurance or other sources (including other employer sources).
• Groceries and meal delivery services.
• Home office equipment and supplies.
• Non-essential, luxury, or decorative items or services.
• Expenses not incurred as a direct result of the COVID-19 pandemic.
• Undocumented expenses and other expenses not permitted under the law.

Could an ERF payment be provided for an expected future expense which, if incurred, would qualify as a covered expense?
No, this program will only cover expenses that have actually been incurred.

Will rent or mortgage payments be covered?
Regular rent/mortgage is not covered. However, reasonable and necessary temporary housing costs attributed to the COVID-19 pandemic may be covered.

Are medical expenses covered under this program?
Yes, unreimbursed medical expenses attributed to the COVID-19 pandemic are covered under the ERF program. This includes your medical deductible, co-insurance, and hospital copays as long as  the costs are related to the COVID-19 pandemic.  Medical premiums or medical expenses covered by insurance are not eligible.

Are increased health premiums (due to loss of employer contribution upon reduction in hours or termination of employment) a covered expense?
No, under the tax code (section 139 of the Internal Revenue Code), covering those costs could be seen as a wage replacement, and not directly related to the COVID-19 pandemic.

How do I submit my expenses and get reimbursed?
Once your application has been approved, reimbursement will be administered by Discovery Benefits, our Flexible Spending Account vendor. To start the reimbursement process you will need to log into your account at https://www.discoverybenefits.com/.  If you are new to Discovery Benefits, you will need to create a username and password. Once logged in, you will follow the steps to file for reimbursement (under “Disaster Relief Fund”).  You will be required to upload proper documentation such as an itemized receipt or Explanation of Benefits from the insurance company. Once approved, Discovery Benefits will reimburse you via direct deposit or by mailing a check to your home address.  If you do not already have direct deposit with Discovery Benefits, you should complete this first, as it is the quickest way to be reimbursed. Claims will be reimbursed in 2-3 business days after the completed reimbursement request is submitted.

Who do I contact with questions about this program?
Contact the Benefits Service Center at 410-516-2000 or benefits@jhu.edu.

Coronavirus Aid, Relief, and Economic Security (CARES) Act:

I need to withdraw money from my 403(b) retirement account to cover expenses related to the COVID-19 pandemic.  Am I eligible?
Under the Coronavirus Aid, Relief, and Economic Security Act (CARES Act) an employee may qualify and be eligible for a coronavirus-related distribution, if they meet one of the criteria below and self-certify through their investment provider.

• You, your spouse, or dependent was diagnosed with coronavirus;
• You have experienced adverse financial consequences as a result of being quarantined, furloughed or laid off, or your work hours have been reduced;
• You are unable to work because of a lack of child care;
• You have had to close or reduce the hours of a business as a result of the virus; or
• You have been financially impacted by other factors determined by the US Secretary of Treasury.

Is there a cap on how much I can withdraw?
Yes.  During 2020, you may withdraw up to a total of $100,000 in coronavirus-related distributions from your employee contributions or any rollover funds in the JHU 403(b) plan.  The university’s 457(b) plan is not eligible under the coronavirus-related withdrawal rules.

Will I have to pay an early withdrawal penalty if I take a coronavirus-related distribution?
No.  Under the CARES Act, the 10-percent tax penalty that generally applies to early withdrawals from a retirement account if you are younger that 591/2  is waived for coronavirus-related withdrawals taken between January 1 and December 31, 2020.

Do I have to pay tax on these distributions?
Yes.  However, the tax associated with the distributions may be paid ratably over three years, beginning with taxable year 2020.  The CARES Act also allows you to recontribute the funds you withdrew back into your retirement account without interest in one or more payments within three years. The recontributed amounts will not count toward the annual contribution limit in the year that the funds are returned to your 403(b).

Are there any changes regarding loans from retirement plans?
Yes.  The amount you can borrow from your 403(b) plan increased from $50,000 to $100,000 or 100% (at Fidelity only) of your employee contributions and any rollover funds, whichever is less.  The increased loan limit is only available from March 27, 2020 through September 22, 2020.  Loans may be obtained through your retirement accounts with Fidelity and TIAA, if applicable.

If you already have an outstanding loan, all loan payments due between March 27, 2020 through December 31, 2020 can be deferred for up to one year, but interest will continue to accrue and the loan will be re-amortized when the loan repayments restart in 2021.  This means your loan repayment amount will increase when repayments start again.

How do I initiate a coronavirus distribution or loan payment suspension?  
A CARES Act distribution or loan payment suspension is initiated by contacting your 403(b) investment provider directly.  Completed forms (including notarized spousal signature) are to be emailed to the Benefits Service Center at benefits@jhu.edu for plan sponsor signature.  The Benefits Service Center will forward the approved request to the investment provider for processing.

Other Financial Resources:

Is there a food distribution program available to aid employees affected by the COVID-19 pandemic?

To support employees and their families during the COVID-19 pandemic, Johns Hopkins has launched the Food for Hopkins program, which offers two to three weekly pickups of critical food supplies at both Johns Hopkins Hospital and Johns Hopkins Bayview Medical Center.

Any university employee can visit the hospital’s Armstrong Medical Education Building at 1600 McElderry St. on Mondays and Wednesdays for a breakfast bag and a lunch/dinner bag—enough food to feed a family of four for a day. Pickups are from 7:30 to 11:30 a.m. on Mondays and from 3 to 7 p.m. on Wednesdays. At Bayview, employees should go to the Asthma and Allergy Center at 5501 Hopkins Bayview Circle, on Tuesdays from 3 to 7 p.m. and Fridays from 7:30 to 11:30 a.m.

What resources are available to university employees to help with other financial needs?

Through mySupport, you and your household family members have 24/7 telephone access to a daily life assistance counselor who can offer resources and referrals for child care, elder care, pet care, and other household needs. And mySupport also offers phone and in-person legal services and financial services. Contact Johns Hopkins mySupport at 443-997-7000 to obtain help with such things as budgeting, managing debt, avoiding foreclosure, handling creditors, tax preparation, and referrals to community resources.

How do I reach the Family Programs team at JHU if I need help?
The JHU Family Support Services team is maintaining a list of up-to-date childcare resources during this crisis. You can reach them through the Benefits Service Center at 410-516-2000 or by email at Benefits@jhu.edu.

Are the JHU partner childcare centers staying open?
The Johns Hopkins Child Care and Early Learning Center at East Baltimore, Weinberg Early Childhood Center, and Homewood Early Learning Center are open, and you must contact the centers to enroll during this emergency period. Visit the Family & Caregiving Programs page for more information.

My child’s school has closed but JHU is open, and I need childcare. What do I do?
You are expected to work your normal schedule and follow JHU’s normal leave policies. Work with your manager to determine whether your position is eligible and appropriate for Workplace Flexibility.

Please refer to the Sick and Safe Leave policy and JHU’s general Sick Leave policy. Also, FMLA entitles eligible employees to take up to 12 weeks of unpaid, job-protected leave in a 12-month period for specified family and medical reasons. For specific questions regarding leave, contact HR Business Services at 443-997-2157 or HRBusinessServices@jhu.edu.

Many child care centers and family child care providers are still in operation and have openings. LOCATE: Maryland Family Network is a service available to Hopkins employees and students that helps locate child care in the community. Contact LOCATE at 1-800-999-0120, option 2, or LOCATEcorporate@marylandfamilynetwork.org.

Plus, JHU provides all employees with 20 days of backup care through Care.com. You also receive a free premium Care.com membership, which allows you to perform self-directed searches for a variety of caregiving needs. You must register through JHU’s portal at or call 855-781-1303. In addition you can use the Care.com digital portal to post a position for an in-home provider on your own. Care.com’s website also has information about child care safety during COVID-19.

To explore the various child care options available to you, visit the Family & Caregiving Programs page on the JHU HR website.

JHU provides support programs for all employees and their families through mySupport. You can reach mySupport 24/7, 365 at 443-997-7000 or online. For online access, the username is JHU and the password is JHU.

I think that I have been exposed to someone with COVID-19. What do I do?
Call the Employee COVID-19 Call Center (ECCC) at 833-546-7546, seven days a week, between 7 a.m. and 7 p.m. They will conduct a screening by phone and provide guidance on whether self-isolation or self-quarantine (or a visit to a medical provider) is needed and help determine if others may have been exposed in the workplace.

I am sick and I’m worried that I may have COVID-19. What do I do about work?
Do not come to work (if you are at work, leave immediately). If you are concerned that you may have contracted COVID-19, call the Employee COVID-19 Call Center (ECCC) at 833-546-7546, seven days a week, between 7 a.m. and 7 p.m. They will conduct a screening by phone and provide guidance on whether self-isolation or self-quarantine (or a visit to a medical provider) is needed and help determine if others may have been exposed in the workplace. Please notify your supervisor by phone or email, and follow the university’s sick leave policy.

I’ve been diagnosed with COVID-19. Who do I notify?
You should seek treatment and not report to work until you are cleared to do so by Occupational Health. Call the Employee COVID-19 Call Center (ECCC) at 833-546-7546 – open seven days a week, between 7 a.m. and 7 p.m. They will request documentation of your diagnosis so that you can access an additional 10 days of COVID-19 leave.

After you have recovered, contact the Employee COVID-19 Call Center (ECCC) at 833-546-7546 and inform your manager prior to reporting to work. You will be asked to provide a letter from your doctor or a public health authority clearing you to return to work, or Occupational Health can clear you to return.

I am caring for someone who has COVID-19. What do I do?
Call the Employee COVID-19 Call Center (ECCC) at 833-546-7546, seven days a week, between 7 a.m. and 7 p.m. They will conduct a screening by phone and provide guidance. They will likely request documentation of the diagnosis so that you can access an additional 10 days of COVID-19 leave (available to you if a public health authority, your health care provider, or Occupational Health has recommended that you be quarantined). Per university policy, notify your manager by phone or email if you will be absent from work.

If you need to stay home to care for someone in your household unrelated to COVID-19, you should use your available leave. Please refer to the Sick and Safe Leave policy and JHU’s general Sick Leave policy. For specific questions regarding leave, contact HR Business Services at 443-997-2157 or HRBusinessServices@jhu.edu.

What happens if someone in my department is diagnosed with COVID-19? Will I be told?
Except in narrow circumstances in the health care setting, the identity of an employee who is diagnosed with COVID-19 will not be disclosed when informing staff or others who may have been exposed to the employee. JHU will continue our standard practice, which is to notify those who may have been exposed in a more generic fashion without disclosing the name of the employee.

Is there any additional guidance for JHU employees who are age 60 and over?
Older workers are at higher risk and should take precautions, including handwashing, avoiding high-touch surfaces in public places, avoiding touching your face, nose, and eyes, avoiding crowds, and avoiding all non-essential travel.

What does my JHU health insurance cover?
The JHU health plan has waived copays and deductibles associated with testing for COVID-19. If you have additional benefits questions, contact the Benefits Service Center at 410-516-2000 or benefits@jhu.edu.

If I need to be tested for COVID-19, who pays for the testing?
Check with your current health insurance provider for coverage details. For questions related to your JHU health insurance, contact the Benefits Service Center at 410-516-2000 or benefits@jhu.edu.

What options do I have to refill my prescriptions?
We highly encourage switching to mail order for all maintenance medications. This program allows a full 90 days to be mailed directly to your home address with no need to leave the house. Click here for instructions on how to set up your mail order.

If you are covered by JHU health insurance, Express Scripts offers 1 additional emergency refill. This allows you to refill your prescription immediately after picking up a prior refill, and no special approval is necessary. You should advise your pharmacy that you are requesting an “Emergency Refill.”

Due to concerns around retail supply, this should only be used for emergencies and some pharmacies may be limiting quantities. Click here to visit Express Scripts’ COVID resource page.

Who can help?
The university recognizes that the situation with COVID-19 may be stressful for members of the Johns Hopkins Community, especially those with family and friends who are affected. MySupport counselors are available to faculty, staff, and their household family members at 443-997-7000, option #2, 24/7/365 to assist with emotional support and daily life assistance.

What resources are available to me, my family, my co-workers, and my team?

• Coronavirus (COVID-19) Preparedness Guide. Click here to receive additional information on national health resources, emotional support resources, grocery & meal delivery apps, prescription delivery resources, financial assistance resources, temporary housing needs resources, and resources & articles for remote fitness & health.
• Coping with COVID-19 Webinar Series. Click here to discover upcoming webinars to help you navigate during these challenges times. Topics include Staying CALM to cope during COVID-19, Challenges for parents during COVID-19, Ways to stay connected during COVID-19, and Ways to relieve stress during COVID-19.
• Financial Webinar Series. Click here to sign up for two weekly webinar series. Topics include: Budgeting When Income Is Uncertain & Investment Strategies in Volatile Markets.
• Coping with Coronavirus Fears. It’s normal to feel worried about safety when facing an unknown threat like the COVID-19 virus. Click here for articles on overcoming those fears, ways to stay connected while home, and more.
• Ways to Stay CALM. Click here for an infographic that gives tips on how to stay calm. You can print for yourself or share with your family, friends, and co-workers.

What about the Calm app?
JHU students, faculty, and staff have free access to the Calm app through August 2020. Members of the JHU community started getting free premium access to the Calm app last year, and 4,000 users have taken advantage of its meditation instruction, sleep assistance, videos on mindful movement and stretching, and relaxing music. Current users can continue their free access uninterrupted. New users will need to create an account at calm.com/jhu and follow these steps:

• Use an @jhu.edu or @jhmi.edu email to create the account
• Click on the confirmation email that is sent to your inbox
• Download the Calm app from Apple App storeor Google Play, or go to calm.com
• Log in with the email you used to create the account and Calm Premium will be available for free

How can I get emotional support for myself or a family member immediately?
To receive emotional support in the moment, call 443-997-7000, press option #2. You will be connected to a clinician in the moment, who will provide free, confidential, emotional support, and can help you to identify resources and next steps.

If I do not need immediate assistance, what other options do I have for receiving emotional support?

• Referrals to a licensed clinician in your community for you and your household family members. By calling 443-997-7000, option #2, you can request referrals to licensed clinicians in your area whom you or your family member may see for up to five visits per concern. During COVID-19, sessions are being conducted by televideo or telephonically.
• Sessions with the mySupport on-site clinical team (previously known as the Faculty and Staff Assistance Program (FASAP)). You can fill out our request form to request an appointment or by calling 443-997-7000, option #2, you can request to be transferred to the on-site clinical team. This team is made up of licensed clinicians that are also employees of the Hopkins community. Sessions with the on-site team can usually be scheduled within a week, most of the times, sooner. During COVID-19, sessions are being conducted by televideo or telephonically.

What if I am a manager and I am concerned about an employee’s emotional well-being during COVID-19?

• Consult with mySupport Clinician. The mySupport On-site Clinical Team is the best place to talk about your concerns so that you can receive professional guidance on how to proceed. To consult a mySupport on-site clinician, call 443-997-7000, option #2, 8:30a.m. to 5 p.m., Monday through Friday. When you call, please clarify that you are a supervisor calling to consult about an employee concern. A member of the mySupport OnSite Clinical Team will hear your concerns and provide recommendations.
• Refer Employee Directly to MySupport. Managers can direct employees to reach mySupport at 443-997-7000, option #2 or employees can fill out a form to request an appointment.

What if I am a manager and I am concerned about the emotional well-being of my team during COVID-19?
mySupport On-Site Clinical team offers crisis response services. Crisis Response Services available through mySupport, via televideo or telephonically, can help you and your department provide an appropriate response during the COVID-19 crisis and other difficult workplace events that may occur. mySupport provides the following services:

• Consultations with managers and supervisors to plan a response to staff who are coping with this crisis
• Staff briefings and tips for coping with the event
• Small group interventions
• Virtual outreach to provide initial support and psychological first aid
• Same-day appointments for crisis victims
• Individual assessment and referral for emotional problems related to this crisis
• Virtual departmental briefings for supervisors and tips for supporting employees
• Resource materials for individuals impacted by this crisis

Is there any additional leave available if I have been diagnosed with or quarantined because of COVID-19?
Yes. The university is providing 10 days of additional COVID-19 leave to employees if:

• You have been diagnosed with COVID-19.
• A public health authority or your health care provider has recommended that you be quarantined because of COVID-19.
• Occupational Health at JHU determines that you should be quarantined.

To access this additional leave, call the Employee COVID-19 Call Center (ECCC) at 833-546-7546 – open seven days a week, between 7 a.m. and 7 p.m. Be prepared to provide documentation from your doctor or a public health authority, as appropriate.

I am in the Bargaining Unit. Have any of the existing leave policies changed because of COVID-19?
Management is required to follow the Collective Bargaining Agreement (CBA) for leave requirements for bargaining unit employees.

However, the additional 10 days of COVID-19 leave are available to BU employees. Follow the process outlined above if you are eligible for the additional leave.

Can we “donate” or “borrow” leave from fellow JHU co-workers?
No.

Will JHU discontinue the vacation accrual limit in this situation, to accommodate employees who have had to cancel scheduled vacations?
The current caps on leave remain in place at this time. Management may request an override with proper justification and consultation with your Department or Central HR Business Partner.

What if I run out of sick leave? Is additional leave available if I am affected by COVID-19?
Yes. The university is providing 10 days of additional COVID-19 leave to employees if:

• You have been diagnosed with COVID-19.
• A public health authority or your health care provider has recommended that you be quarantined because of COVID-19.
• Occupational Health at JHU determines that you should be quarantined.

To access this additional leave, call the Employee COVID-19 Call Center (ECCC) at 833-546-7546 – open seven days a week, between 7 a.m. and 7 p.m. Be prepared to provide documentation from your doctor or a public health authority, as appropriate.

If you are not directly impacted by COVID-19 and/or if the additional 10 days of leave is exhausted, you should use your sick leave as usual, and you may charge additional absences to accrued vacation. If you have elected Short-Term Disability and you meet the eligibility criteria, you may use it after two weeks of absence. Also, FMLA entitles eligible employees to take up to 12 weeks of unpaid, job-protected leave in a 12-month period for specified family and medical reasons (additional state-mandated leave may also be available to you). If you run out of all available leave, you will be placed on a leave of absence without pay (with manager approval).

Does the Family and Medical Leave Act (FMLA) apply for employees or immediate family members?
Existing JHU leave policies, including FMLA, will be used as guidelines to employees and their family members during an illness. JHU also follow state leave laws including Maryland Flexible and Maryland Safe and Sick Leave.

I have upcoming university travel, but I don’t want to go because of COVID-19. What do I do?
Non-essential university-sponsored international and domestic travel is suspended.

• All nonessential university-sponsored travel (both international and domestic) is suspended.
• Essential travel may include time-critical research, clinical care delivery, and/or clinical trials, as determined by the dean or his/her designee.
• University-sponsored travel includes all travel funded by the university or its sponsors, including discretionary funds, and all travel sponsored or organized by student organizations, regardless of the funding source.
• All personal travel is strongly discouraged—international and domestic—and may be prohibited for certain employees (e.g., the health care workforce).

I am travelling on essential university business, and I am sick and/or I think that I may have been exposed to COVID-19. What do I do?
If you are traveling on university business and you become ill and/or believe that you have been exposed to COVID-19, contact the Healix (HX) Global Assistance Helpline. Go to www.traveloracle.healix.com/johnshopkins (register the first time with the Johns Hopkins policy number: JH18492), call 1-443-455-0711 in the Americas or 44 20 8763 4952 in Europe, the Middle East, or Africa, or email johnshopkins@healix.com.

I am on business or personal travel and I am quarantined or have become sick at my destination. What do I do?
If you are on business travel, contact the Healix (HX) Global Assistance Helpline immediately. Go to www.traveloracle.healix.com/johnshopkins (register the first time with the Johns Hopkins policy number: JH18492), call 1-443-455-0711 in the Americas or 44 20 8763 4952 in Europe, the Middle East, or Africa, or email johnshopkins@healix.com.

If you are on personal travel, contact your benefits provider for local healthcare options. Also call the Employee COVID-19 Call Center (ECCC) at 833-546-7546 – open seven days a week, between 7 a.m. and 7 p.m. You may be eligible for an additional 10 days of COVID-19 leave (if you have been diagnosed with COVID-19 or if a public health authority, your health care provider, or JHU Occupational Health has recommended that you be quarantined because of COVID-19). Be prepared to provide documentation from your doctor or a public health authority, as appropriate.

General Employment Actions FAQs

Why is JHU considering putting employees on furlough and or reduction in force?
Due to the economic and operational impact of COVID-19 (coronavirus), Johns Hopkins University is implementing these measures to ensure the financial stability of our organization.

What does furlough mean?
A Furlough is a temporary alteration in a staff member’s work schedule, with accompanying reduction in pay. A Furlough does not constitute a termination of employment. There are two types of work schedule alterations that may constitute a Furlough:

• • Furlough: Reduced Hours/Schedule. A reduction in daily or weekly hours, or an unpaid scheduled day off on a regular basis, during which an employee is off work and unpaid. Reductions to the hours for non-exempt employees will be in daily increments. Reductions to the schedule for exempt employees may be in daily or weekly increments, subject to certain limitations so that salary does not vary week to week. A Furlough: Reduced Hours/Schedule does not constitute a termination of employment.
  • Furlough: Temporary Layoff: A temporary period, minimum two consecutive work weeks, during which an employee is off work and unpaid (e.g., an unpaid period of weeks or months). A Furlough: Temporary Layoff does not constitute a termination of employment and may be treated similar to an Unpaid Leave of Absence under JHU’s existing HR policies.

Furloughed employees retain their positions, but during the unpaid hours or days, the employee ceases all work for the university. During the Furlough period, the employee maintains a JHED ID and access to email, Success Factors, training resources and Employee Self-Service (ESS). Access to other systems may be limited during this period. Employees should not work while on Furlough, which includes reading email and taking phone calls. Furloughed employees will receive a notification when the division/department determines that the employee can return to work.

How long will my Furlough last?
The Furlough period will vary depending upon the operational and financial situation of each division/department. When employees are placed on Furlough, they will be provided an estimate of the anticipated length of the Furlough, but this may be extended due to business need. JHU cannot predict when circumstances will sufficiently change so that the need for Furloughs will be reduced or eliminated.

Why was I selected for Furlough? What were the criteria?
Each division/department reviewed the workload of their organization and the impact that COVID-19 has had upon operations. The divisions/departments then made determinations regarding appropriate staffing levels in order to support the current state of business operations.

Are other divisions putting staff on Furlough?

Each division/department is making their own operational decisions regarding appropriate use of furlough’s based upon their specific circumstances. Furlough decisions can impact both exempt and non-exempt staff.

Are faculty being put on Furlough?
Any employment actions impacting faculty are managed at the divisional level by the Deans and DBOs.

FAQs for Furlough: Reduced Hours/Schedule

The Q&As below apply only to those employees who are placed on Furlough: Reduced Hours/Schedule.

What will happen to my medical/dental/vision insurance? Am I still covered?
Yes, staff who are furloughed and who elected coverage under the university’s benefit plans for calendar year 2020 during open enrollment in fall 2019 will still have the same benefits without interruption. Benefit deductions will continue to be taken from your pay, as usual.

Do I still retain all my other benefits while on furlough?
While on Furlough: Reduced Hours/Schedule, employees keep their full benefits. Leave continues to accrue, but at a rate consistent with hours worked (including hours coded as vacation time).

Can I use my vacation or sick leave so that I can continue to be paid?
Employees may elect to use accrued vacation to bridge their pay and offset the days that they are told not to work. Employees are not permitted to go negative on vacation balance. Employees may not use sick leave because the reason for the absence from work is not due to sickness.

Can I use floating holidays to cover some of my pay?
Yes, floating holidays can be used just like vacation to bridge your pay while on a reduced schedule furlough.

Can I donate vacation leave to someone else?
JHU does not permit vacation leave to be donated by one employee to another.

Will I continue to accrue vacation and sick leave at my normal rate?
Yes, leave continues to accrue, but at a rate consistent with hours worked (including hours coded as vacation time).

What about my salary deductions for the 403(b) retirement plan?
Employee contributions to the 403(b) plan are based upon pay received (including hours coded as vacation time).

Who do I contact if I have questions about my benefits?
See the Furlough: Reduced Schedule Benefits Summary. For additional assistance or questions please reach out to the Benefits Service Center or call 410-516-2000 for assistance.

Can I file for unemployment insurance benefits?
Eligibility for unemployment insurance is determined by the state. However, employees on a reduced schedule are probably not eligible for unemployment benefits, unless the reduction takes salary below the benefits threshold in the state.

Will the Furlough affect my years of service or retirement at Johns Hopkins?
No, Furlough will not affect your years of service or retirement at Johns Hopkins.

Will reduced hours affect my access to university tuition benefit plans?
No, Furlough will not affect access to the university’s tuition benefit plans.

Will furloughed staff return to the previous schedule? If so, when?
Divisions will continue to monitor the impact on staffing needs given operational requirements. Your HR manager will update you with new information and decisions as soon as we have them. You will receive a minimum of one week of notice to return to work.

Is it possible that even after the Furlough my position could still be eliminated?
The university will continue to closely monitor operations and staffing levels, and will make decisions based upon business impacts. If the ultimate decision is made to eliminate your position, you would receive a severance package, benefits support, and outplacement support.

What recourse do I have regarding the Furlough decision?
All Furlough decisions are being made after careful consideration of many alternatives. This action has been taken after all possibilities were exhausted, and it has been reviewed by the most senior JHU leadership.

Can I look for a job while I am on Furlough?
Yes, you may seek alternative employment while on Furlough. If you choose to accept a position elsewhere, please notify your manager as soon as possible.

FAQs for Furlough: Temporary Layoff

The Q&As below apply only to those employees who are placed on Furlough: Temporary Layoff

What will happen to my medical/dental/vision insurance? Am I still covered?
Yes, staff who are placed on Furlough and who elected coverage under the university’s benefit plans for calendar year for calendar year 2020 during open enrollment in fall 2019 will still have the same benefits without interruption. If necessary, impacted employees will be direct billed (by a 3^rd party) for their contributions to these benefit plans.

Do I still retain all my other benefits while on Furlough?
While on Furlough: Temporary Layoff status, employees keep their full benefits, but do not continue to accrue leave.

Can I use my vacation or sick leave so that I can continue to be paid?
Employees placed on Furlough: Temporary Layoff have the option of using accrued vacation leave, as described below. Employees may not use sick leave because the reason for the absence from work is not due to sickness.

Employees must choose one of the three options listed below within 7 calendar days of notification.

1. 1. Do not use your vacation time. Employees electing this option will receive no pay starting on the first day of the Furlough. Their vacation balance will remain intact and will be available when they return to work.
   2. Use half of your vacation balance. JHU will make a one-time lump sum payment equal to half of the accrued vacation balance (up to half of the vacation limit). Upon return to work, the accrued vacation balance will have been reduced accordingly.
   3. Use all of your vacation balance. JHU will make a one-time lump sum payment equal to the value of the entire accrued vacation balance (up to the vacation limit). Upon return to work, the accrued vacation balance will have been reduced accordingly.

Please note that employees placed on Furlough: Temporary Layoff are typically eligible for unemployment if they do not elect the vacation payout, depending on state rules. If the employee elects the vacation payout, they may not be eligible for unemployment until the vacation pay has been expended (even though it is paid in a lump sum). The state alone determines eligibility for unemployment insurance.

Can I use floating holidays to cover some of my pay?
No, floating holidays cannot be used during the temporary layoff period, but you will not lose them, and can use them after you return to work.

Can I donate vacation leave to someone else?
JHU does not permit vacation leave to be donated by one employee to another.

Will I continue to accrue vacation and sick leave at my normal rate?
No, sick and vacation leave do not accrue during furlough.

What about my salary deductions for the 403(b) retirement plan?
There will be no new employee or employer contributions because they are only permitted when wages are paid. Employees will remain a plan participant with their account balance intact.

Who do I contact if I have questions about my benefits while on furlough?
See the Furlough: Temporary Layoff Benefits Summary. For additional assistance or questions please reach out to the Benefits Service Center or call 410-516-2000 for assistance.

Can I file for unemployment insurance benefits?
Eligibility for unemployment insurance is determined by the state upon furlough of employment. However, employees on a temporary layoff are probably eligible for unemployment benefits, unless they elect a vacation payout to help bridge pay. Employees should file an unemployment claim as soon as the employee is notified of the furlough.

Will the furlough affect my years of service or retirement at Johns Hopkins?
No, a furlough will not affect your years of service or retirement at Johns Hopkins.

Will the furlough affect my tuition assistance benefits?
No, a furlough will not affect tuition assistance benefits.

Will furloughed staff return to the previous schedule? If so, when?
Divisions will continue to monitor the impact on staffing needs given operational requirements. Your HR manager will update you with new information and decisions as soon as we have them. You will receive a minimum of one week of notice to return to work.

Is it possible that even after furlough that my position could still be eliminated?
We will continue to closely monitor operations and our staffing levels and will make decisions based upon business impacts. If the ultimate decision is made to eliminate your position, you would receive a severance package, benefits support, and outplacement support.

Can I be redeployed?
It is possible that there could be a redeployment opportunity for you in your division/department or in another part of the university. You will be contacted directly regarding redeployment opportunities and will be asked to honor requests for redeployment.

Do I still need to pay for parking during the Furlough period?
No. Parking fees will be removed through payroll during the time the employee is on furlough.

Can I work for another employer outside of Johns Hopkins University while on Furlough?
Yes, but please be aware that this may affect your unemployment benefits. Contact your state’s unemployment office for more information. You also need to be prepared to be recalled to work with one week of notice if operational circumstances require it.

Can I look for a job while I am on Furlough?
Yes, you may seek alternative employment while on furlough. If you choose to accept a position elsewhere, please notify your manager as soon as possible.

What recourse do I have regarding the Furlough decision?
This decision was made after careful consideration of many alternatives. This action has been taken after all possibilities were exhausted, and it has been reviewed by the most senior JHU leadership.

FAQs for Reduction in Force (RIF)

The Q&As below apply only to those employees who are impacted by a Reduction in Force (RIF).

What is the timing of a RIF?
Under university policy, impacted employees must be notified at least 30 days in advance of a RIF. During the notification period, normal pay and benefits continue. The division/department has the option of asking impacted employees to work through the 30-day notification period.

Regardless of which option is chosen, the employee will continue to receive full pay and benefits during the 30-day notification period. Employees are required to sign a waiver in order to receive the severance package described below. The signed waiver must be returned to JHU no later than 45 days after the notification date.

Will I be eligible for unemployment?
Employees are eligible to apply for unemployment benefits when their position is eliminated as part of a RIF. While the final determination on these benefits is made by the state, the university does not oppose employee claims in these instances.

What benefits will I retain?
See the Reduction in Force Benefits Summary for information on the specifics of how employee’s benefit plans are affected in a RIF. For additional information, please contact the JHU Benefits Service Center at 410-516-2000 or visit our website at www.benefits.jhu.edu.

Can I get help finding a new position at JHU?
Yes, there are recruiters assigned from JHU’s Talent Acquisition team to work with you to provide the following services and support:

• • Identify university job titles based on the employee’s skill set and qualifications, advise the employee regarding relevant positions, and provide support throughout the process.
  • Work with JHU recruiters for priority consideration and referral as the employee applies for positions.
  • Partner with health system recruiters to track whether impacted individuals are hired into JHHS roles (if applicable).

Contact JHURecruitment@jhu.edu for help. Please note that if you accept a position at JHU during the 30-day notification period, you are not eligible for the severance package.

What recourse do I have regarding the RIF decision?
This decision was made after careful consideration of many alternatives. This action has been taken after all possibilities were exhausted and was also reviewed by leadership.

If my attorney has a question about the waiver agreement, who should they contact?
They should email the JHU Office of General Counsel (generalcounsel@jhu.edu).

An employee has contacted me and says that s/he has been exposed to COVID-19 (or has COVID-19). What should I do?
The employee should call the Employee COVID-19 Call Center (ECCC) at 833-546-7546, seven days a week, between 7 a.m. and 7 p.m. They will conduct a screening by phone and provide guidance on whether self-isolation or self-quarantine (or a visit to a medical provider) is needed and help determine if others may have been exposed in the workplace.

The ECC may also approve 10 days of additional COVID-19 leave if:

• The employee has been diagnosed with COVID-19.
• A public health authority or health care provider has recommended that the employee be quarantined because of COVID-19.
• Occupational Health at JHU determines that the employee should be quarantined.

I have an employee who is required to self-quarantine for 14 days. How will this be handled?
Existing HR policies regarding leave and workplace flexibility apply in this situation. If the employee’s position is eligible and appropriate for Workplace Flexibility, allow the employee to work from home during the quarantine period.

The employee should call the Employee COVID-19 Call Center (ECCC) at 833-546-7546, seven days a week, between 7 a.m. and 7 p.m. Occupational Health will conduct a screening by phone and provide guidance on whether self-isolation or self-quarantine (or a visit to a medical provider) is needed and help determine if others may have been exposed in the workplace.

The ECC may also approve 10 days of additional COVID-19 leave if:

• The employee has been diagnosed with COVID-19.
• A public health authority or health care provider has recommended that the employee be quarantined because of COVID-19.
• Occupational Health at JHU determines that the employee should be quarantined.

If someone on my team is diagnosed with COVID-19, how do I keep the rest of my employees calm and engaged?
Contact your department/divisional HR Business Partner or Central Employee and Labor Relations (410-614-3799) for guidance. Encourage employees to seek help from mySupport (443-997-7000). For online access, the username is JHU and the password is JHU.

Is documentation required for an employee who has been sick to return to work?
If the employee’s absence is related to COVID-19, he or she should contact the Employee COVID-19 Call Center (ECCC) for guidance at 833-546-7546– open seven days a week, between 7 a.m. and 7 p.m.

If the employee’s illness is not related to COVID-19, refer to the sick leave policy or department work rules.

For Bargaining Union employees, please refer to the Collective Bargaining Agreement (CBA), which provides clear guidance about returning to work.

Have E210 codes changed to report the different types of work and leave?
Yes, there are some new E210 codes to be used during this time. Review the Guidelines for Coding Time in E210 for details.

I have a new hire who is scheduled to start work soon. What do I do?
If you have an employee who is scheduled to start with JHU and you need to change the start date, please contact the recruiter and they will assist you. If you want the employee to start on time and they can work from home, please contact your recruiter to explore this option further.

What guidelines should I follow for business continuity planning?
Follow these guidelines now to prepare for any disruption that may occur:

• Establish a chain of command and coverage for your department in the event of multiple employees becoming ill or incapacitated.
• Make sure that the contact information for your department is up-to-date and accessible.
• List the essential tasks and identify those that could experience delays in the event of short staff or university closure. Develop contingency plans for coverage.
• Refer to the HR website for information that can help managers and employees work remotely.
• Become familiar with policies on required attendance in the event of a university-wide closure.

Academic and Cultural Centers: Heather Mason, 443-997-4083

Bloomberg School of Public Health: Virginia Herring, 443-997-2071

Campus Security: Virginia Herring, 443-997-2071

Carey Business School: Karen Sentementes, 410-234-9370,

Center for Talented Youth: Tracy Curry, 410-735-6028,

Development of Alumni Relations: Kimberly Moton, 410-516-6125

Facilities and Real Estate: Bob Libby, 443-997-6490

Homewood Student Affairs: Curtis Hine, 410-516-0157

IT @ JH: Dawn Rodriguez, 410-735-4142

Krieger School of Arts & Sciences: John Kunz, 410-516-4138

Libraries: Marie Polymise, 410-516-8736

Peabody: Laura Brooks, 667-208-6532

School of Advanced International Studies: Jose Caldera, 202-249-7328

School of Education: Latoya Patterson-Spencer, 410-516-4475

School of Medicine: Julie Thomas, 410-502-1895

School of Nursing: Debbie Morris, 410-502-5018

University Administration: Heather Mason, 443-997-4083

Whiting School of Engineering: John Kunz, 410-516-4138