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FAQs for Influenza A (H1N1)

In response to the public health threat of the H1N1 virus (Influenza A), the Office of Human Resources (OHR) is issuing the following best practices and guidelines which are consistent with recommendations from the Centers for Disease Control and Prevention (CDC) and the Virginia Department of Health (VDH). These guidelines are subject to change pending revised recommendations issued by the above health organizations.

Q1.)  What are the symptoms of Influenza A (H1N1)?

A1.)  Influenza A (H1N1) symptoms include:

  • Fever (greater than 100 degrees), chills
  • Sore throat, headache, cough
  • Body aches, fatigue
  • Possible diarrhea and vomiting

If you have any of these symptoms, you are strongly encouraged to contact your primary care physician. To protect yourself, you should practice good hygiene, including frequent hand washing, covering your nose and mouth with your sleeve if you cough or sneeze, and avoiding touching your eyes, nose or mouth with your hands. (“Take 3” Steps to Fight the Flu)

Q2.)  What should I do if I develop influenza symptoms?

A2.)  To limit the potential for exposure to other people, if you have a fever greater than 100 degrees Fahrenheit and a cough, do not come to work. Take the following actions:

  • Notify your supervisor that you are ill and will not be able to work
  • Isolate yourself to keep from potentially exposing other people
  • Seek medical advice from your primary care physician
  • If your primary care physician suspects that you have the flu, please notify your supervisor.

Q3.)  When can I return to work if I have had Influenza A (H1N1)?

A3.)  The current message from health care providers is to stay home and do not return to work until you have not had a fever for at least 24 hours without the use of fever reducing medications.

Q4.)  Are flu screenings available on campus for Faculty and Staff?

A4.)  Faculty and Staff who are experiencing influenza-like symptoms are advised to contact their primary care physician for evaluation.

Q5.)  I meet with students (customers, employees, patients, etc.) frequently as part of my job responsibilities. What should I do if I encounter someone who is obviously sick?

A5.)  As with other forms of the flu or contagious illnesses such as colds, maintaining a reasonable distance from the person is a starting point. Do not shake hands or make other physical contact. Offer the individual a Kleenex if you have one and ask the person to cover their mouth and nose if they should need to cough or sneeze. Use a sanitary wipe after the person has left to wipe those areas of your work station that the person has touched. There may be situations in which the meeting can be rescheduled to a time when the person is feeling better or the business can be conducted by phone or e-mail. Do not hesitate to offer this suggestion if it is appropriate.

Q6.)  My supervisor is sending me home because they suspect I am sick even though I think I’m well enough to work.  Do I have to use my own accrued leave if my supervisor sends me home?

A6.)  Yes, you must use your own accrued leave or request an absence without pay. Employees do not accrue additional leave while on leave without pay.  Depending upon the nature of your illness and your job responsibilities, you may be able to make up the work in the same workweek, work a different schedule or work from home with supervisory approval.  A Telework Agreement must be completed and on file in the Office of Human Resources prior to authorization being granted to an employee to work from home.  UMW Telework Policy

Q7.)  I don’t have enough accrued leave to cover my absence from work due to the Influenza A outbreak. How can I afford to stay home until I am completely well before returning to work?

A7.)  To minimize the potential exposure to others, it is very important that you do not return to work until 24 hours after your symptoms are gone, based on the current message from health care providers.

Q8.)  May I choose to go home if I don’t want to be exposed to a sick coworker who isn’t sent home?

A8.)  Yes, with supervisory approval you may leave work; however, you must use your own accrued leave or request an absence without pay.  Employees do not accrue additional leave while on leave without pay. With your supervisor’s approval, making up the work in the same workweek, working a different schedule, or working from home may be options available to you. A Telework Agreement must be completed and on file in the Office of Human Resources prior to authorization being granted to an employee to work from home.  UMW Telework Policy

Q9.)  I’m not sick, but I don’t want to come to work for fear of becoming ill. Is my supervisor required to approve my request for time off?

No. You may request to take accrued annual leave and/or family and personal leave, if applicable; however, your supervisor is not required to approve your time off request. It is important to educate yourself about the H1N1 virus and its transmission. Visit the CDC web site for additional information on the H1N1 virus.

Q10.)  During the Influenza A (H1N1) outbreak can my supervisor cancel my vacation time off request that has already been approved?

A10.)  Yes, your supervisor has the authority to cancel any pre-approved vacation request, especially in circumstances where there are serious staff shortages as a result of illness. Your vacation also could be cancelled if you have been designated as critical staff due to the nature of your job responsibilities. The term “critical” means that you occupy a position that performs essential duties that are necessary for the university to continue operations.  To determine whether you are designated as critical staff, please speak with your supervisor.

Q11.)  Where can I find out how much leave I have available?

A11.)  Employees may view their leave balances through the state’s Payline portal. For instructions on viewing leave information in Payline, click here.  Not registered for Payline?  Click here to register.  During registration, select the “Send new password to my agency payroll officer” option and once you have completed the online registration process, contact Payroll to retrieve your temporary password.

Q12.)  Will my state sponsored healthcare plan cover medical expenses associated with treatment for influenza?

A12.)  Yes, you will have the same coverage that is currently available for any emergency or non-emergency illness. For additional coverage details contact Anthem at 1-800-552-2460.

FAQs for Supervisors

SQ1.)  I have a staff member who has asked to wear a facemask when meeting with students (customers, employees, patients, etc.). I’m concerned that this may be off-putting to our customers. How do I respond?

SA1.)  As a general precaution, at this time wearing a facemask is not medically necessary. The Center for Disease Control (CDC) advises that when close contact (within 6 feet) with others cannot be avoided and in areas where transmission of the Influenza A (H1N1) virus has been confirmed, facemasks may reduce the risk of getting influenza, but they should be used along with other preventative measures.

SQ2.)  I have an employee who is ill and has come into work. I’m concerned about the potential for exposure to other people. Can I send this employee home?

SA2.)  Yes. Of greatest concern is an employee with a fever greater than 100 degrees Fahrenheit and a cough; this employee should definitely be sent home. Other symptoms (coughing, sneezing) may also be of concern; the decision to send an employee home who is exhibiting these symptoms is to be made on a case-by-case basis. If possible, consult with the campus Office of Human Resources before sending an employee home.

  • In addition, advise employees of the basic preventative measures (practice good hygiene, including frequent hand washing, covering your nose and mouth with your sleeve if you cough or sneeze, and avoiding touching your eyes, nose or mouth with your hands) and post flu flyers throughout your work areas.
  • Flyers are available on UMW’s Campus Advisory page.
  • If an employee notifies you that their physician suspects they have the flu, please make arrangements for precautionary sanitizing of the employee’s work area to prevent the spread of the illness.

SQ3.)  If an employee is sent home from work due to illness, how will he/she be paid?

SA3.)  The following options are available although not all options will be available in all situations depending upon the nature of the job responsibilities and the extent of the illness:

  • Use accrued leave
  • Use accrued compensatory and/or overtime leave time (does not apply to Exempt Staff)
  • Make up the work on an hour-for-hour basis during the same workweek with supervisory approval (does not apply to Exempt Staff)
  • Exempt Staff may work a different schedule with supervisory approval or if absent for a full work day, may use accrued leave
  • Work from home with supervisory approval.  A Telework Agreement must be completed.
  • Please contact the Office of Human Resources before sending an employee home due to illness.

Hourly employees do not receive pay for time not worked nor have access to any leave benefits.

SQ4.)  An employee’s child’s school/day care is closed due to an incident of Influenza A (H1N1), however their child is not sick. The employee has no other child care arrangements and must stay home with the child. How should this leave situation be handled?

SA4.)  Advise the employee to promptly notify you (supervisor) of the reason for their absence and the anticipated return to work date. In this situation the following leave options are available although not all options will be available in all situations, depending upon the nature of the job responsibilities:

  • The employee may use accrued annual and/or family and personal leave, if applicable
  • The employee may use accrued compensatory and/or overtime leave (does not apply to Exempt Staff)
  • The employee may make up the work on an hour-for-hour basis during the same workweek with supervisory approval (does not apply to Exempt Staff)
  • Exempt Staff may work a different schedule with supervisory approval or if absent for a full work day, may use accrued leave
  • The employee may work from home with supervisory approval.  A Telework Agreement must be completed.

Hourly employees do not receive pay for time not worked nor have access to any leave benefits.