COVID-19 (Coronavirus) Information for Faculty and Staff

Given the widespread availability of coronavirus tests (with varying degrees of quality), Columbia Health developed a brief that explains the kinds of tests, eligibility, etc., with specific attention to the situation in NYC: COVID-19 Testing What You Need to Know
^{(last updated: 5/12/2020)}

• If you are sick with a fever or respiratory symptoms, do not report to work (either in person or remote). Your time off should be treated as a standard sick time absence, and you and your manager should work with Leave Management. Questions about how to code your absence should be directed to your local Human Resources department.
   
• Call your healthcare provider if you experience fever, cough and have difficulty breathing, or have been in close contact with a person known to have COVID-19, or if you live in or have recently traveled to an area with ongoing spread.
   
• Tell your healthcare provider about your recent travel or contact. Your healthcare provider will work with public health officials to determine if you need to be tested for COVID-19.
  ^{(last updated: 4/1/2020)}
   

• You had no fever for at least 72 hours (that is three full days of no fever without the use of medicine that reduces fevers) AND
• Other symptoms have improved (for example, when your cough or shortness of breath have improved) AND
• At least 7 days have passed since your symptoms first appeared
  ^{(last updated: 3/27/2020)}
   

I have been told by my manager that I am essential personnel and must report on-site, but I do not feel well. Do I have to come in anyway?
No. If you are not feeling well, stay home. Contact your supervisor, as you would any other time you are requesting sick time. Please also exercise the usual precautions associated with seasonal illnesses like colds and flu:

• Stay home to rest and drink plenty of fluids
• Contact your healthcare provider (see above) for guidance
• Limit contact with other household members
• Do not share items like drinking glasses, towels, eating utensils
• Wipe down high touch surfaces (e.g. doorknobs, telephones, remote controls, and bathroom surfaces) often with a standard household disinfectant such as Clorox® wipes
  ^{(last updated: 3/25/2020)}

• If you think you have been exposed to COVID-19 (coronavirus), contact your primary care provider immediately.
• Virtual Visits are ideal for asking questions of a medical professional while at home or if you don't have a primary care doctor. 
• NYP OnDemand is a virtual urgent care service available to all University employees, regardless of insurance coverage, to connect with an emergency medicine physician from Columbia or Weill Cornell Medicine.
  ^{(last updated: 3/31/2020)}
   

• UHC will cover antibody detection tests (Serology - IGG/IGM/IGA for SARS-nCOV2 (COVID19). For the duration of the national public health emergency period, UnitedHealthcare will cover COVID-19 antibody tests ordered by a physician or health care provider to diagnose COVID-19 at no cost share to the member, In and Out of Network.  
  ^{(last updated: 5/1/2020)}
• Your health benefits plan administered by UnitedHealthcare will cover the initial provider office visit and subsequent lab testing specifically related to COVID-19 testing at no cost to you. See UnitedHealthcare's COVID-19 FAQs for additional answers related to cost, coverage and support for faculty and staff affected by coronavirus.
  ^{(last updated: 3/13/2020)}
   

Is OptumRx proactively waiving any refill-too-soon edits?
Yes. OptumRx's first priority is to ensure their members have access to the diagnostic and treatment care they need, and they are continuing to work with their customers and policymakers on this public health challenge.

To ensure they meet the clinical needs of their members and to comply with applicable CDC, Federal, State and Local government requirements, OptumRx Clinical Affairs has implemented an early refill policy for maintenance medications. This authorization allows eligible OptumRx members to obtain early refills of their prescription medications if they have refills remaining on file at a participating retail or mail-order pharmacy.

See OptumRx COVID-19 FAQs for additional answers related to the coronavirus and your prescription drug coverage.
^{(last updated: 3/19/2020)}

Are COVID-19-related medical items Healthcare FSA eligible?
The CARES Act (COVID Stimulus Bill) that was recently passed by Congress permanently reinstates coverage of over-the-counter (OTC) drugs and medicines as eligible for reimbursement from FSAs and HSAs without need for a prescription. This change is effective for expenses incurred on or after January 1, 2020. For a list of eligible expenses, go to UHC’s website or IRS Publication 502.
^{(last updated: 04/21/2020)}

What happens if the spending card does not work on the OTC purchases?
A member may use the accounts to purchase the products. However, when a person attempts to use the payment Mastercard it may not work at the moment. This is because individual pharmacies and convenience stores must update their systems to recognize these products as qualified medical expenses for FSA purchases.

You should first try to use the card as you normally would to make the purchase. If the same does not process, you may pay out of pocket and then reimburse yourself with their account funds. Keep the itemized receipts, which are needed to verify the purchases.

Reminder for HSAs, the debit card may be used as it normally is since no claim reimbursement process is required. As always the receipts should be kept for tax purposes.
^{(last updated: 04/21/2020)}

Can I increase, reduce or suspend contributions to my Healthcare FSA?
Per IRS regulations, FSAs are valid for the January 1 to December 31 plan year. Once enrolled, you cannot change your contributions to the plan mid-year without a qualifying life status event such as marriage or the birth of a child. Working remotely due to COVID-19 is not a qualifying event.
^{(last updated: 3/19/2020)}

Can I increase, reduce or suspend contributions to my Dependent Care FSA?
If your child care needs have changed due to COVID-19 closures, including working remotely, you can reduce or suspend your Dependent Care FSA or add a new election through CUBES. If your child care needs have changed, it would be considered a Qualified Life Status Change of Change in Dependent Care Cost. Examples: Your child’s after-school program is canceled or you are no longer sending your child to day care, you can suspend your elections. You may choose to re-elect the dependent care FSA once daycare services resume.

You can also increase or decrease your contribution, if you are incurring different expenses.

You can add an election if your family needs require a new child care provider whose services have a cost. This will qualify so long as the babysitter is over the age of 19 and is not the spouse, the parent of the child, or anyone claimed as a dependent on the employee’s tax returns.
^{(last updated: 4/21/2020)}

Can I increase, reduce or suspend contributions to my Transit/Parking Reimbursement Program (T/PRP)?
You can make changes your T/PRP account at any time. 

• Log in to CUBES; confirm access through multi-factor authentication (DUO).

• Click the “Benefits” tab at the top of the screen, then “Update Your Transit/Parking Elections.”

• Changes made on or before the 20th day of a month will be effective the first day of the following month (March 20 change effective April 1). Changes made on or after the 21st day of a month will be effective the first day of the second following month (March 21 change effective May 1). 

• Click the “Change” button for either the Transit Reimbursement Program or the Parking Reimbursement Program. Enter a monthly contribution amount and “Add to Cart.”

• View your cart and be sure to “Checkout” to save your election.
  ^{(last updated: 3/19/2020)}

Stick to the facts as communicated by public-health agencies or medical professionals. Instead of reading every article and going to every website, avoiding the web is probably a good idea. If you're concerned, sites that include accurate information include the World Health Organization and Centers for Disease Control (CDC).

Try to keep it in perspective. Social media can amplify misinformation. Keep in mind that there's a concerted global effort to contain this virus, and the World Health Organization has answers to common questions.

10 Tips to Enhance Well-Being When Working Remotely
^{(last updated: 3/31/2020)}

How do I keep motivated when working remotely?

• 10 Tips to Enhance Well-Being When Working Remotely

I am a non-union support staff member. Is working remotely an option for me?
Yes. Only designated personnel required to perform essential functions should report to work on-site. If you have not already discussed alternate work arrangements with your supervisor, please contact them as soon as possible.
^{(last updated: 3/16/2020)}

I am a union support staff member. Is working remotely an option for me?
Yes. Only designated personnel required to perform essential functions should report to work on-site. If you have not already discussed alternate work arrangements with your supervisor, please contact them as soon as possible.
^{(last updated: 3/16/2020)}

When I left the office on Friday, I was not planning to work remotely. Can I come in to pick up the things I need (laptop, files, etc) so that I can work remotely?
Yes. The University facilities are open. Please ensure you bring your CUID, as some doors may be closed due to the reduced staffing levels on-site.
^{(last updated: 3/16/2020)}

I am working remotely. What are the general expectations from the University on remote-work?
While specific expectations and guidance is provided by your department and supervisor, the following are general guidelines and procedures that should be followed:

• When working remotely you are required to be fully active and engaged in your work for the entire working period.  You must be available by phone, email or other appropriate communication methods at all times.
• If you become ill during the course of working remotely, please follow the same time away from work procedure in place from your School and/or Department for sick days while working on-site.
• To the extent possible, your performance and productivity should remain consistent with on-site expectations from your supervisor.
• As much as possible, remote work environments should be quiet and separate from outside activities and distractions.
• You may use your own equipment or equipment supplied by your School and/or Department.  Any equipment provided on a short-term basis by the University must be returned immediately after the remote work arrangement ends.  You should make every effort to ensure laptops, telephones and any other devices are in satisfactory working order, and work with your local IT resource to address any malfunctions.
• Review and familiarize yourself with the University’s guidance on computer security.
• You are responsible for maintaining the security of confidential and restricted files, data and other information.
• Managers should schedule regular check-ins with you or your team to ensure necessary work is being completed.  In some situations, daily check-ins may be required.
  ^{(last updated: 3/13/2020)}
   

I am a manager, do I have to allow my employees to work remotely?
While the university remains open, managers should implement telework plans for non-essential employees, so that the university can maintain operations while taking every precaution to reduce the spread of infection. 

• Non-essential employees should work from home when possible.
• Eligible employees are those whose university duties can be completely or substantially performed at a distance or from home, as determined by their manager.
• For detailed information on conducting transactions and managing staff at a distance, visit HR Manager Remote Working.
  ^{(last updated: 3/26/2020)}

I am unable to report to work due to school closure, or another family situation related to COVID-19. How will I be paid?  
Columbia offers full-time and regular part-time employees a one-time allotment of up to 10 paid work days of COVID-Absence in these situations, in addition to any other available leave benefits under our existing University policies (including up to 40 hours under the New York City Earned Safe and Sick Time Act). Employees should submit requests for COVID-Absence to their managers. 
^{(last updated: 3/31/2020)}

I would like to alter my work schedule to travel during off-peak hours. What should I do?
At the discretion of your School/Department leadership and your supervisor, you may request a flex-time schedule. For example, staggering the start and end time of your day to assist our city officials in reducing the amount of traffic at peak times on public transportation. All time reporting policies and processes remain in place, even if working an alternate work schedule.

All University staff who can telecommute should speak to their manager to discuss options to telecommute. 
^{(last updated: 3/31/2020)}

What resources are available to help me adjust to working remotely?

• Technical assistance and professional resources to set up remote working

• Personal support and well-being resources 
  ^{(last updated: 3/31/2020)}

What options do I have to take a leave of absence?
The type of leaves available depends on the reason you need to take a leave of absence. Different leave types are available depending on whether you need to take a leave for yourself or a leave to care for a sick family member. Applicable leaves may include sick time, Family and Medical Leave Act (FMLA), Short-Term Disability, Paid Family Leave (PFL), etc. For leaves and accommodation requests related to COVID-19, please reach out to your department’s HR contact.
^{(last updated: 4/20/2020)}