COVID-19 Impact – Management Memo #1

Today’s Manager Memo focuses on these two key topics:

  • Recording Time and the Use of Special Paid Time Off (Special paid time off is no longer available; information removed)
  • Helping you think creatively about assigning meaningful work that differs from typical day-to-day operations

Recording Time 

Employees who work either on campus or remotely continue to receive regular pay, including overtime when applicable. Recording time remains the same for bi-weekly and monthly employees, with one key exception:

  • Employees who currently use a time clock onsite, but will be directed to work remotely: Management must notify Kathy Schillinger in Human Resources by Monday, March 23rd of any employees in this category. Send the information via spreadsheet, as follows: First column: Employee ID, Second column: Name. HR will convert these employees to the online HRMS Web Clock and send them online training instructions. Starting Sunday, April 5th, these employees will be expected to use the HRMS Web Clock. During this next pay period which starts Sunday, March 22, allow these employees to record their hours worked each day (in a daily log via Word or whichever mechanism you suggest) and send them to your business office for entry into HRMS.

Information on special paid time off removed (no longer available).

Helping you think creatively about assigning meaningful work that differs from typical day-to-day operations

As management, we ask that you are creative in how you think about work, special projects, planning, professional development and training that can be done remotely to help your employees and department remain effective and productive. In addition to an employee’s regular duties that can be completed remotely, here are a few examples of other assignments to consider having employees complete remotely:

  • Have your employees complete a self-appraisal
  • Have employees update job descriptions and/or job manuals if out of date;
  • Provide feedback on department operations;
  • Research industry best practices;
  • Read policy or training manuals, compliance policies;
  • Read research papers or other materials that apply to your department/role;
  • Create an opportunity to train or develop new skills through cross-training with colleagues remotely;
  • Participate in training, including topics on Learn@Work and via LinkedIn Learning;
  • Assign project work or future planning on topics that benefit the department;
  • Other ideas that you feel provide value to your employees and department.

Business offices and management can contact their employee relations consultant to discuss ideas for productive alternative work. Visit to view technology and tools for working remotely.

If you believe you may have employees who cannot effectively complete their regular duties remotely, and who are not engaged in other essential work on campus at this time, please contact Joanie Hill from HR Recruitment. Joanie has been assigned to work with Mark Prosperi to connect employees who are available to help with areas at the university that need more help. We will attempt to match staff who are available to assist with areas of the university that have critical needs. We will give you more information on Friday, March 20 regarding how reassignment will work.

We realize that the impact of COVID-19 is unsettling, and we want to remind you and your employees of the important mental health resources available through Work-Life Solutions, our employee assistance program.

Please continue to read these regular manager updates, posted to the COVID-19 Manager Resource Page on the HR website. The next topics to be covered are processing new hires during this time, new childcare options and how job reassignment will work. FAQ’s and other important resources will be posted to this website.

Washington University remains open and operational, and is dedicated to our missions of teaching, research, and patient care. It is important that employees continue to work as required, including having some employees take on different responsibilities that help us address the pressing circumstances brought on by the pandemic. We are stronger together, and I appreciate your support in managing through these unique circumstances.

Thank you,

Legail Poole Chandler
Vice Chancellor for Human Resources
Washington University in St. Louis


Is senior level management or HR approval required before employees can work remotely?
No, local management must decide which employees are approved to work remotely and what duties are needed. The forms which document the arrangement (expectations, communication schedule, location, schedule of work, length of time, duties to be done) are helpful in talking to employees and confirming the work from home assignment. 

What policies apply to work done remotely? 
All University policies continue to be in effect while working remotely.  The new location becomes the official workplace.  Overtime provisions still apply, as well as workers compensation, security and confidentiality of data, use of university equipment, and all other university policies, procedures, and protocols.