Personnel Policy Guidance and Resources for Hurricane Harvey

To:

DEANS, DIRECTORS, DEPARTMENT CHAIRS, and ADMINISTRATIVE OFFICERS

Re:

Personnel Policy Guidance and Resources for Hurricane Harvey

Dear Colleagues:

In response to the significant flooding caused by Hurricane Harvey in Texas and other parts of the Southern U.S., and our concerns about employees who may be affected, we are sending a reminder regarding the policies and support services that are available.

Leave Policies
In consultation with Campus Human Resources or Health Sciences Human Resources, organization heads may approve administrative leave with pay during natural disasters or other emergencies under PPSM 2.210 Absence from Work Policy, section F.1 Administrative Leave for Emergencies. Employees covered by a collective bargaining agreement (CBA) should review the leave provisions within their respective CBA. Any employees who need to take time off should inform their supervisors as far in advance as possible. Administrative leave with pay may be provided:


For employees who participate in official relief efforts sponsored by agencies such as the Red Cross, subject to prior management approval.

For employees who were traveling in the area at the time of the disaster and became stranded.


When administrative leave with pay is not appropriate, departments have the discretion to allow employees to use their accrued vacation, compensatory time off, or leave without pay in accordance with applicable personnel policies or labor agreements.

The Catastrophic Leave Program is also available to provide assistance to staff employees covered by PPSM Absence from Work Policy, section F.1. The program allows an employee to donate accrued vacation credits to another employee when the recipient employee does not have sufficient vacation balances or other paid leave credits.

403(b) Plan — Emergency Loans and Hardship Withdrawals
The University offers several options for emergency loans for employees in need of financial assistance. Employees who participate in UC’s 403(b) Plan may borrow their own funds for emergency needs or, if ineligible for a loan, they may be able to take a hardship withdrawal. For loans and hardship withdrawals, plan participants should call Fidelity at 1-800-558-9182.

Employee Assistance Program
Dealing with emergencies such as Hurricane Harvey can take a serious toll on all of us. Professionals at the Staff and Faculty Counseling Center are available to help employees deal with the impact of these circumstances. The Center can be reached at (310) 794-0245.

If you or your staff have questions regarding the Catastrophic Leave Program, please contact your Employee & Labor Relations Specialist in Campus Human Resources at 310-794-0860 or Health Sciences Human Resources at 310-794-0500.

Sincerely,