Working Through COVID-19

Human Resources is committed to the health and safety of all staff and faculty and in an effort to meet the public health challenge presented by the COVID-19 virus, employees have been requested to stay home. This is in an effort to minimize the potential spread of the virus, reduce personal contact, and to allow employees to care for dependents.

Review the resources below for information on HR and Payroll services continued operations. For university-wide updates, visit lmu.edu/coronavirus.

For additional questions, call 310 338 2723.

Stay Healthy & Safe!
Human Resources

  • As faculty and staff ("employees”) return to work in the wake of the 2019 novel coronavirus disease (COVID-19) pandemic, Loyola Marymount University (University) wants to inform employees of its continued commitment to maintaining a safe and healthy workplace, and of the additional measures taken to protect students, employees, families, and community members at-large from the spread of COVID-19. Below, you will find a comprehensive Safe at Work Plan, Policies and Training: 

    For any additional questions and/or guidance, you may also reach out to LMU HR at hr@lmu.edu.

  • Working Remote

    Temporary remote work arrangements may be put into place in response to COVID-19 and to maintain business continuity of the University, while preserving pay for staff and faculty. Supervisors should review the guidelines for remote work and how to access ITS support services. Non-Exempt and Exempt staff approved to work remote will be required to sign a Remote Work Agreement.

    Faculty

    Full-time and part-time faculty will work remotely providing online instruction for the rest of the Spring semester. Pay will be uninterrupted and continue pursuant to your contract.

    Essential Staff Members

    Management through the Continuity of Operations Plans (COOP) has identified "essential employees" who will be required to work all if not some portion of their time on campus. This includes, but is not limited to, staff in student affairs, public safety, and facilities. Your supervisor will provide the details of your assignments.

    All Other Staff Members

    All other staff who have not been designated as "essential employees" will be directed in one of the following ways:

    - To work from home full-time
    - To work remotely a few days a week or partial days (days/hours not assigned to work should be entered into myTime as COVID Leave)
    - Instructed to remain at home with no work (this time should be entered into myTime as COVID Leave)

    Remote Work Request Instructions for Supervisors

    There are many important factors to consider while deciding to approve a staff member working remotely. Please refer to the Remote Work Guidelines for Managers. All staff approved to work remotely, both non-exempt and exempt, will be required to sign a Remote Work Agreement.

    Supervisors, for those staff members who have been approved to work remotely, please email the following information to hr@lmu.edu:

    • Name
    • Department
    • Position
    • Exempt or non-exempt
    • Timeframe approved to work remotely
    • Number of days per week approved to work/number of hours per day approved
    • Acknowledgment that you have reviewed the document Remote Work Guidelines for Managers
    • Non-exempt staff members working remotely require Vice President or Dean approval. Please attach written email approval for non-exempt staff to your request to HR.

    After the above information is received in full, HR will reach out to each staff member approved for remote work to coordinate getting a signed agreement from them.

    Resources

    Remote Work Guidelines for Managers
    Remote Work Agreement for Exempt Staff Members
    Remote Work Agreement for Non-Exempt Staff Members
    Remote Work Expense Reimbursement Guidelines 
    Remote Work Expense Reimbursement Request Form - Staff
    ITS Support - Keep Working Wherever You Are
    Federal & State Employment Notices

    Questions?

    Heather Alexander
    Athletics, Student Affairs, University Advancement

    Ivana Hazboun
    Academic Affairs, Facilities Management, Loyola Law School and President's Office

    Brandi Tate
    Administration and Finance

    Janet Lindsay
    All Faculty

  • Payroll will continue to be processed. Faculty, staff and student employees will be paid consistent with already established pay dates.

    MyTime

    Staff should continue to complete timesheets in myTime. MyTime is accessible using a cell phone. Those staff members who do not have access to myTime, supervisors must record hours.

    Exempt staff should enter COVID Leave - Westchester or COVID Leave - Law School for any day during the pay period for which they were normally scheduled to work and did not work, they were sick (enter sick pay) or were caring for a sick family member (enter sick pay).

    Non-Exempt staff should enter COVID Leave - Westchester or COVID Leave - Law School for any scheduled hours during the pay period for which they were normally scheduled to work and did not work, they were sick (enter sick pay) or were caring for a sick family member (enter sick pay).

    Paper Checks

    UPDATED as of 3/20/20

    On Thursday evening (March 19), California, Los Angeles County, and the City of Los Angeles issued Stay at Home emergency orders. As a result Human Resources is updating the guidance previously issued.

    We announced that there would be one last distribution of paper checks on Friday, March 27. This option is being canceled and there will be no distribution of paper checks from this date forward.

    Available options for faculty, staff and students:

    Direct Deposit

    Mail

    ADP Wisely Cards

    A pay solution that helps staff members move to paperless pay. It provides a flexible paycard or reloadable account pay option. Easy for you to sign up for. See more information for the ADP Wisely Card

    For any additional questions, email mytime@lmu.edu

  • Coronavirus Aid, Relief and Economic Security Act (CARES ACT) 

    In response to the unique challenges we are facing due to the coronavirus pandemic, the Coronavirus Aid, Relief, and Economic Security Act (CARES Act) were signed into federal law on March 27, 2020. The CARES Act provides relief for U.S. workers affected by the coronavirus. If you or a family member have been affected by the coronavirus, you may qualify for relief. 

    CARES ACT Information

     

    Health Coverage

    Anthem

    Anthem has eliminated the burden of additional costs for members in its affiliated health plans by providing coverage of the coronavirus screening test at no out-of-pocket-cost. Anthem also confirmed that prior authorization is not required for diagnostic services related to COVID-19 testing. Additional Anthem Information

    Kaiser

    Kaiser Permanente has eliminated the burden of additional costs for members. Additional Kaiser Information

     

    Workers' Compensation

    Travelers

    If you are unable to do your usual job because you were exposed to and contracted COVID-19 during the regular course of your work, you may be eligible for workers' compensation benefits. If a faculty/staff member contracts COVID-19 while performing work functions, a workers' compensation claim can be submitted, which will go through the standard claim decision making process.

     

    403 (b) Retirement Plan 

    Transamerica

    Transamerica continues to provide support in relation to their in-person educational offering delivered by its team of Retirement Planning Consultants (RPCs). Engaging with and educating our faculty/staff members about retirement planning and general financial wellness is crucial for your financial future. Transamerica is well-equipped to handle education virtually – that is, by phone appointments and webinars (live or recorded).

    Angela Horvat
    Retirement Planning Consultant 
    Loyola Marymount University
    o:310-338-5316 | Customer Care Team: 800-755-5801
    e:angela.horvat@transamerica.com|w:lmu.trsretire.com  

     

    Leaves of Absence 

    FMLA protects eligible employees who are incapacitated by a serious health condition, or who are needed to care for covered family members who are incapacitated by a serious health condition. Leave for the purpose of avoiding exposure to the COVID-19 is not protected under the FMLA or CFRA. Staff/faculty who have tested positive for COVID-19 or are caring for a family member who has tested positive for COVID-19 may be eligible for Family Medical Rights Act (FMLA) or California Family Rights Act (CFRA). The EDD (Employment Development Department) has waived the one-week unpaid waiting period, so you can collect Disability Insurance (DI) benefits for the first week you are out of work. If you are eligible, the EDD (Employment Development Department)processes and issues payments within a few weeks of receiving a claim. Staff/faculty members can work with Human Resources to determine if they meet eligibility.

    Staff Family/Medical Leave Policy 

    Faculty Family/Medical Leave Policy 

    COVID Pay Chart

     
    Questions?

    Beverly Clayton
    General Benefits Questions and Tuition Remission

    Wendy Maximo
    Staff Leave of Absence and Work Accommodations

    Tracie Montgomery
    Worker’s Compensation and Post-Retiree Benefits

    Deep Malik
    Faculty Leave of Absence and Work Accommodations

     

  • ERGONOMICS AT HOME

    Ergonomics Stretches

    Setting Up Your Work Station

     

    ERGONOMIC EQUIPMENT TIPS

    Is your chair providing enough support?  Find a posture that allows you to see the screen while sitting back in a way that provides lower back support. You might find it's similar to sitting in the driver's seat of a car, slightly leaning back.  If your chair doesn’t allow you to rock back, try a cushion, pillow or towel behind your lower back.

    Support Options:

    Chair Options:

    • Leap Chair by Steelcase
      If you are used to a padded chair in the office you may want to try the Leap Chair by Steelcase (proven to be most popular for various body types)

    • Aeron Chair by Herman Miller
      If you are used to the mesh chair you have at work, chances are you have the Aeron Chair by Herman Miller


    Are you using a laptop for long extended periods of time?  A laptop riser, an external keyboard and mouse may help. 

    Is your monitor too low (chin is not parallel to ground)? Using books to raise the monitor to a comfortable eye level, one that keeps your head and neck in that neutral, stacked position.

     

    Disclaimer: All of the above are recommended at LMU. However, it is important to note that every body is unique and there is no such thing as a “one size fits all”. The options above have been compiled in relation to what you may be most accustomed to in your at-work office set up (and not your actual fit in your at-home office). Please carefully read the return policy with any ergonomic equipment you buy and test.

  • FURLOUGH FAQ's

    General Information

    Group Benefits

    Retirement 403(b)


    UNEMPLOYMENT BENEFITS 
    State of California Employment Development Department – COVID-19 Worker Resources

    ADDITIONAL QUESTIONS

    Email Human Resources at hr@lmu.edu

  • REDUCED WORK HOURS FAQ's

    General Information

    MyTime Quick Reference

    Unemployment Benefits


    UNEMPLOYMENT BENEFITS 
    State of California Employment Development Department – COVID-19 Worker Resources

    ADDITIONAL QUESTIONS

    Email Human Resources at hr@lmu.edu

  • Staff hiring remains paused and the following are guidelines for hiring and personnel actions

    Staff Recruitment & Personnel Actions

    For additional assistance contact our recruitment team: 

    Kayla Fall - Kayla.Fall@lmu.edu

    Ivana Hazboun - Ivana.Hazboun@lmu.edu

    Disa Jean-Pierre - Disa.Jean-Pierre@lmu.edu

    Christiana Simpson - Christiana.Simpson@lmu.edu

    Brandi Tate - Brandi.Tate@lmu.edu

     

  • As the ongoing COVID-19 crisis develops, continue to check here for the latest HR Updates

    9.9.2020 CA COVID-19 Supplemental Paid Sick Leave for Non-Food Sector Employees - CA COVID-19 Supplemental Paid Sick Leave for Non-Food Sector Employees

    4.16.2020 Coronoavirus Aid, Relief, and Economic Security Act (CARES Act) - Community Advisory

    4.13.2020 Update to COVID Leave Pay - 
    Community Advisory

    3.26.2020 Faculty & Staff Remain Home Through March 11 with Extended COVID Leave PayCommunity Advisory 

    3.20.2020 Payroll UpdateCommunity Advisory 

    3.14.2020 Faculty & Staff Remote Work - Community Advisory

Additional Resources

As information about COVID-19 develops, we encourage all staff to take care, stay informed and up to date. The health and safety of each employee is the top priority for the University. We will continue putting measures in place that prioritize the community's health.

For any additional questions and/or guidance, you may also reach out to LMU HR at hr@lmu.edu.