FAQ: UO Voluntary Summer Work Share Program

Table of Contents 
  1. Weekly Certification
    1. Do I need special permissions or a password to access the Weekly Certification survey in Smartsheet?
    2. I received an email notification that there is an error with my weekly certification report. What should I do?
    3. What days are included in the reporting period for the Weekly Certification?
    4. When I complete the Weekly Certification, should I submit information related to the week that has most recently ended?
    5. What happens if I miss the deadline to submit the Weekly Certification?
    6. How do I submit the Weekly Certification if I can’t find the email with the link?
    7. What should I do if I don’t receive a weekly email with the link to the Weekly Certification?
    8. How do I know that my weekly certification was successfully submitted?
    9. What should I do if I submit my Weekly Certification, then realize that I made mistake?
    10. I have intermittent work outside of UO (such as an Uber Driver or selling crafts at the Saturday Market.) Do I need to report this income?
  2. Work Share Initial Claim Form
    1. Am I required to submit this form?
    2. How do I complete and submit the Initial Claim form?
    3. How do I know that my Initial Claim Form was successfully submitted?
    4. How do I find my Employment Start Date?
    5. How do I answer question F (“Are you a U.S. citizen?”)
    6. I have worked for UO for more than 2 years; do I need to list other employers on page 2?
    7. How do I complete the First Most Recent Employer section of the form?
    8. How do I find my total gross earnings?
    9. How do I access my 2019 W-2?
    10. Can I complete the form electronically?
    11. Can I sign the form electronically?
  3. Work Share Direct Deposit Form
    1. Am I required to complete and submit this form?
    2. What should I put for “BYE”?
    3. Do I need to submit a voided check or deposit slip with the form?
    4. How do I complete and submit the Direct Deposit form?
    5. Can I send the Direct Deposit form and voided check/deposit slip directly to the Employment Department via postal mail, rather than upload it into the portal?
  4. Work Share Tax Withholding Form
    1. Am I required to complete and submit this form?
    2. What should I put for “Benefit Year ending date”?
    3. How do I complete and submit the Tax Withholding form?
    4. Can I send the Tax Withholding form directly to the Employment Department via postal mail, rather than upload it into the portal?
  5. Form Submission
    1. I received a “Failed to upload” message in Microsoft Forms when I tried to upload my documents. What should I do?
  6. Program Eligibility
    1. Will the July 4th holiday impact my weekly Work Share benefits?
    2. If the Oregon Employment Department denies my Work Share claim because I do not meet their eligibility requirements, but I have already started working reduced hours, will the University pay me for the hours that I did not work?
    3. Who is eligible to participate in the Work Share program?
    4. I am on Workers' Compensation. Can I participate in the UO Work Share program?
    5. What are the reasons that I may not be eligible for the Work Share program each week?
    6. What if I’m not eligible now because I haven’t been continuously employed for 6 months yet, but I will be eligible before August 15, 2020?
    7. If I am on FMLA or expanded FMLA (eFMLA), am I eligible to participate in the program?
    8. How will I know if I am eligible or ineligible for the Work Share program?
    9. What happens if I receive notice that I am not eligible to participate in the program?
  7. Unemployment Payments
    1. How is my Work Share benefit amount calculated and is the benefit taxable?
    2. How do I receive my Work Share benefits?
    3. Is there a required waiting period before Work Share benefits are issued?
    4. When can I expect to receive my first unemployment payment from the State?
    5. Since there will be a delay before I receive my first payment from the Employment Department, will I receive one large payment to catch up on delayed payments or will I receive one payment per week until the payments are completed?
    6. I have heard that it could be several weeks before I get my unemployment benefits. Can I request a Pay Advance?
    7. Will the July 4th holiday impact my weekly Work Share benefits?
    8. I understand that through July 25, 2020, the Federal government has implemented a Federal Pandemic Unemployment Compensation (FPUC) benefit of 600 dollar per week in addition to other unemployment benefits. Do I need to do anything in order to receive these funds?
    9. Is the 600 dollar Federal Pandemic Unemployment Compensation (FPUC) payment pro-rated based on my hours reduction?
    10. If I have a second job or have retirement income, will that affect my payment amount through Work Share?
    11. How does Work Share affect my ability to receive regular unemployment benefits later, if needed?
    12. Will my UO paycheck or pay cycle be impacted by participating in the Work Share program?
  8. Reporting Time & Accrued Leave
    1. Can I use accrued leave while I am participating in the Work Share program?
    2. How should I report leave usage while I’m on the Work Share program?
    3. Do I need to report my time on my timesheet in addition to submitting my Weekly Certification information for the Work Share program?
    4. Will the July 4th holiday impact my weekly Work Share benefits?
  9. FTE Reduction
    1. Does the unit or HR Partner need to take any action to reduce the FTE of employees who are approved to participate in the program or to reinstate their FTE at the end of the program?
    2. What are the work expectations while I am working a reduced schedule?
  10. Benefits
    1. Will my health insurance benefits or leave accruals be impacted if I participate in the Work Share program?
    2. Will my retirement contributions be impacted if I participate in the Work Share program?
  11. Program Overview
    1. What is the UO Voluntary Summer Work Share program?
    2. How does the UO Voluntary Summer Work Share program work?
    3. How do employees benefit from participating in the program?
    4. How does UO benefit from the program?
    5. UPDATED August 3: Can employees end their participation in the program prior to August 15th or extend participation beyond August 15th?
    6. Can an employee join the program after June 14th?
    7. How do I learn more about Work Share?
  12. Supervisor Guidance
    1. How can I manage the change in workload and duties for my employees?
    2. Do I need to submit a PRF to change a participating employee's FTE in Banner?
    3. What are my responsibilities as a supervisor of an employee participating in the UO WorkShare program?

Weekly Certification

Do I need special permissions or a password to access the Weekly Certification survey in Smartsheet?

No. Please use the link in your reminder email that is next to your UO ID and name (see screen shot below). You can also find the link on the UO Work Share Program- Participant Guide webpage every Friday morning by 9:00 a.m. The link from the weekly email reminder and the link on the website will be the same, so you can use whichever is most convenient for you.

I received an email notification that there is an error with my weekly certification report. What should I do?

You should go back into the weekly certification portal and submit a corrected report right away, prior to the deadline of Monday at 5:00 p.m. You will need to say “yes” to the question “Are you making a correction to a previously submitted weekly certification for the week above?” You should resubmit all answers paying careful attention to accurately enter the information that generated the original error. Refer to the notification email you received to identify the specific answer that created the error.

What days are included in the reporting period for the Weekly Certification?

For the purpose of the Work Share program, a reporting period is Sunday through Saturday.

Yes. You should submit information related to the week that has most recently ended. For example, for the Weekly Certification that is due by 5:00 PM on June 22nd, you should submit information related to June 14 through June 20. In this example, you could submit the certification any time between the morning of Friday, June 19th and 5:00 PM on Monday, June 22nd.

What happens if I miss the deadline to submit the Weekly Certification?

If you miss the deadline, you will not be eligible to receive unemployment benefits from the Employment Department for the prior week. University Human Resources is unable to make exceptions to this, as there is significant work that must be done after employees submit their information, and before the information can be submitted to the Employment Department for review and processing.

The link will be posted on the UO Work Share Program- Participant Guide webpage every Friday morning by 9:00 a.m. The link from the weekly email reminder and the link on the website will be the same, so you can use whichever is most convenient for you.

If you have not received the email notification by noon on Friday, check to see if the email went into your junk mail. If it is not in your email inbox or junk mail, email workshare@uoregon.edu immediately.
You do not have to wait for an email reminder to submit your certification. You may use the link posted on the UO Work Share Program- Participant Guide webpage to submit your Weekly Certification.

How do I know that my weekly certification was successfully submitted?

Once you submit, you will get a message that says “Thank you. Your response has been added to the UO Work Share weekly certification list.” If you see this message, you know that your certification was successfully submitted. If you do not get this pop-up after submitting, there was an error and you should resubmit your form. In this survey, you also have the option to email yourself a copy of your responses, and after submitting, you should see that email come through to your inbox.

What should I do if I submit my Weekly Certification, then realize that I made mistake?

If you made a mistake on your Weekly Certification, you can use the same link to complete a new Weekly Certification containing the correct information. Please make sure to say “Yes” to the question “Are you making a correction to a previously submitted weekly certification for the week above?”. By answering yes to this question, Human Resources will know to use the corrected submission.

I have intermittent work outside of UO (such as an Uber Driver or selling crafts at the Saturday Market.) Do I need to report this income?

Yes. You should report all wages/income from other employment on your Weekly Certification.

Work Share Initial Claim Form

Am I required to submit this form?

Yes. This form is required by the Employment Department in order to evaluate your eligibility for unemployment benefits and to set you up in their system as a claimant. Until and unless you complete and submit this form, you will not receive any unemployment benefits.

How do I complete and submit the Initial Claim form?

You can securely submit the completed and signed Initial Claim form by:

  • Uploading completed forms through the UO online process facilitated securely through UO Work Share Initial Claim Form Submission Portal.
  • If you do not have access to utilize the online process, you may fax forms to Human Resources at 541-346-2548; or
  • Mail forms through U.S. Mail to Human Resources, 5210 University of Oregon, Eugene, OR 97403.

For detailed information on how to complete and submit forms, please review the instructions on the Participant Guide.

How do I know that my Initial Claim Form was successfully submitted?

After you submit your documents through the Work Share Initial Claim Form portal powered by Smartsheet Forms, you should have a window that pops up that states your response was submitted. If you do not get this pop-up after submitting, there was an error and you should resubmit your forms.

How do I find my Employment Start Date?

  1. Login to DuckWeb for employees (using your UO ID number and PAC).
  2. Select Employee Information.
  3. Select Job Record Changes.
  4. Review your job history to determine your first day of employment.

How do I answer question F (“Are you a U.S. citizen?”)

If you are a U.S. citizen, please mark yes and move on to section G. If you are not a U.S. citizen, answer the remaining questions in section F. If you are not a U.S. citizen, the Employment Department requires a copy of the front and back of your work authorization card in order to process your claim; please upload a copy or clear photo of the front and back of your work authorization card at the same time that you upload your Initial Claim form.

I have worked for UO for more than 2 years; do I need to list other employers on page 2?

No. If you have worked for UO for 2 or more years, you only need to enter information regarding your employment at UO; you do not need to provide information regarding employment more than 2 years ago. However, if you had other jobs outside of UO during the last two years (such as a 2nd job while working at UO), you do need to list that information on the form.

How do I complete the First Most Recent Employer section of the form?

The University of Oregon information is already filled in for you. Here is information about other fields:
“Job Title”: enter your current job title
“I worked for this employer from”: enter the first day of employment at UO (excluding student employment)
“Total (gross) earnings in above period of work”: refer to your 2019 W-2; use the figure from box 1 “Wages, tips, other compensation”.
“Rate of Pay: enter your current monthly rate of pay (for salaried employees) or hourly rate of pay (for hourly employees). Be sure to check the corresponding box underneath this question.

How do I find my total gross earnings?

The Oregon Employment Department has indicated that your total gross earnings from 1/1/19 -12/31/19 should be used for this field. You do not need to submit earnings farther back than January 1, 2019.

Refer to your 2019 W-2 to enter your gross earnings on the initial claim form. Use the amount in Box 1 "Wages, tips, other compensation."

How do I access my 2019 W-2?

You can access your 2019 W-2 Wage and Tax Statement in DuckWeb:

  1. Login to DuckWeb for employees (using your UO ID Number and PAC).
  2. Select Employee Information.
  3. Select Tax Information.
  • Select W-2 Wage and Tax Statement.
  • Use the drop-down menu to select the year 2019.
  • Select Display and your W-2 Tax Statement will appear.

Can I complete the form electronically?

Yes. You may use Adobe to electronically complete and sign the form, but you will need to download the forms from the web browser, view them in Adobe Acrobat, and save them to your computer/device before you begin to fill them out.
For Apple Products: Please do not view and complete your forms in Apple Preview. You should open and fill the forms in Adobe Acrobat. Completing the forms in Apple Preview causes issues with content not coming through correctly and could delay your forms being processed.

Can I sign the form electronically?

Yes. Refer to the Electronic Signature Instructions for guidance.

Work Share Direct Deposit Form

Am I required to complete and submit this form?

No. This form is optional. However, if you want your unemployment payments deposited directly into a bank account, you must complete and submit this form. If you don’t complete this form, your payments will be sent to you on a debit card.

What should I put for “BYE”?

You can leave this field blank.

Do I need to submit a voided check or deposit slip with the form?

Yes. This helps the Employment Department ensure that your payments are credit into the correct account.

How do I complete and submit the Direct Deposit form?

You can securely submit the completed and signed Direct Deposit form and voided check/deposit slip by:

  • Uploading completed forms through the UO online process facilitated securely through UO Work Share Initial Claim Form Submission Portal.
  • If you do not have access to utilize the online process, you may fax forms to Human Resources at 541-346-2548; or
  • Mail forms through U.S. Mail to Human Resources, 5210 University of Oregon, Eugene, OR 97403.

For detailed information on how to complete and submit forms, please review the instructions on the Participant Guide.

Can I send the Direct Deposit form and voided check/deposit slip directly to the Employment Department via postal mail, rather than upload it into the portal?

Yes. If you would prefer to mail the form and voided check/deposit slip directly to the Employment Department, you may do so. You do not need to notify Human Resources of this, if you choose to mail it yourself. The address is:
Oregon Employment Department
Electronic Deposit Unit-Rm 105
875 Union St. NE
Salem, OR 97311

Work Share Tax Withholding Form

Am I required to complete and submit this form?

No. This form is optional. However, if you wish to have the Employment Department withhold state and federal income taxes from your unemployment benefits, you must complete this form.

What should I put for “Benefit Year ending date”?

You can leave this field blank.

How do I complete and submit the Tax Withholding form?

You can securely submit the completed and signed Tax Withholding form by:

  • Uploading completed forms through the UO online process facilitated securely through UO Work Share Initial Claim Form Submission Portal.
  • If you do not have access to utilize the online process, you may fax forms to Human Resources at 541-346-2548; or
  • Mail forms through U.S. Mail to Human Resources,5210 University of Oregon, Eugene, OR 97403.

For detailed information on how to complete and submit forms, please review the instructions on the Participant Guide.

Can I send the Tax Withholding form directly to the Employment Department via postal mail, rather than upload it into the portal?

Yes. If you would prefer to mail the form directly to the Employment Department, you may do so. You do not need to notify Human Resources of this, if you choose to mail it yourself. The address is:
Employment Department
P.O. Box 14135
Salem, Oregon 97309-5068

Form Submission

I received a “Failed to upload” message in Microsoft Forms when I tried to upload my documents. What should I do?

We recommend you check the following:

  1. Are you logged into Microsoft Office through your UO account?
  2. Are you uploading a PDF file that is saved to your computer and not a temporary file?
  3. Are you uploading one file at a time?
  4. Are your files below the 1GB limit?
  5. Try to switching to a different browser to upload the documents through the submission portal

If you answered yes to all of these questions and you are still experiencing difficulty, email workshare@uoregon.edu for assistance.

Program Eligibility

Will the July 4th holiday impact my weekly Work Share benefits?

No. Receiving holiday pay does not impact Work Share benefits, and your Work Share day off will not impact your eligibility for holiday pay. Eligible employees will be paid for that holiday based on their pre-Work Share FTE. July 4th falls on a Saturday and is observed on Friday, July 3rd this year. The holiday hours will be counted as hours worked for the purposes of Work Share and should be reported in the Actual Hours Worked field in the Weekly Certification. Employees who will not be working on Fridays due to their reduced Work Share schedule should take July 3rd off for the holiday and also take a different day off within that work week (Sunday through Saturday) for their Work Share reduction.

For example, consider an employee who is generally a 1.0 FTE. The employee’s Work Share schedule has been reduced to 0.8 FTE and the employee now works 8 hours per day Monday through Thursday. This employee could work normal hours (up to 24) June 29th through July 1st, take July 2nd off as their Work Share day, and take July 3rd off to observe the holiday. In this example, this employee should report 32 hours worked during the week of June 28th through July 4th via the Weekly Certification form.

If an employee on Work Share takes vacation days around the July 4th holiday, those should be reported to University Human Resources via the Weekly Certification form and to Payroll via their normal timesheet/time entry process and timeline.

Note: The weekly certification for hours work from June 28 through July 4 will be available by 9: 00 a.m. on Thursday, July 2, in recognition of the holiday observance on Friday, July 3. That week's certification will still be due on Monday, July 6 by 5:00 p.m.

*To receive holiday pay, SEIU and UOPA employees must be in paid status for at least one-half of their last scheduled day before the holiday, and for at least one half of their first scheduled day after the holiday, provided such scheduled work days occur within seven (7) calendar days before and after the holiday. An employee’s Work Share day off does not count as a scheduled day and, an employee is in paid status if they are working or using accrued leave. For example, if an employee worked at least half day on the 2nd and the 6th, or used at least four hours of leave on those days, they are eligible to receive the holiday pay.

If the Oregon Employment Department denies my Work Share claim because I do not meet their eligibility requirements, but I have already started working reduced hours, will the University pay me for the hours that I did not work?

No. If the Oregon Employment Department deems you ineligible to participate for reasons that are beyond UO’s control (for example if you receive additional income that makes you ineligible, or if you’ve already exhausted your benefits), you will not receive pay from UO for the hours that you did not work.

Who is eligible to participate in the Work Share program?

UO program eligibility is based on employment department requirements and institutional needs:

  • Employees must have a regular schedule between 30-40 hours/week.
  • Officers of administration, classified employees, 12-month faculty (including research faculty), and regularly scheduled temporary and post-retirement employees are eligible to participate.
  • Employees must have been continuously employed at UO for at least six months.
  • Employees must qualify for Oregon unemployment insurance benefits (this generally excludes, for example, undergraduate and graduate employees whose employment is based on their student status).
  • Unit approval is required for an employee to participate in the program.
  • Union approval is required in order for represented employees to participate in the program. (This will be requested by University Human Resources.)

Ineligible employees include:

  • Employees who are not scheduled to work over the two-month program period, such as 9 month employees who don’t work over the summer or employees who are on leave with or without pay during this timeframe.
  • Tenured faculty who only have course-based, summer FTE over the program period.
  • Tenured faculty on summer salary through grants.
  • Temporary employees who work through a temporary employment agency.
  • Employees on Workers' Compensation.
  • International employees in J-1, H-1B, TN, E-3 and O-1 statuses.

Eligibility is determined by the State of Oregon depending upon each employee's personal employment situation and state law. UO is unable to provide information pertaining to financial impact, acceptance or denial of a claim by the State of Oregon's Employment Department and has no authority to decide if an employee is eligible for unemployment benefits.

I am on Workers' Compensation. Can I participate in the UO Work Share program?

Employees on Workers' Compensation do not meet the Work Share eligibility requirements and are unable to participate in the program.

What are the reasons that I may not be eligible for the Work Share program each week?

You may not be eligible for Work Share benefits in a week if, during that week:

  • Your weekly hours were reduced by more than 40% or less than 20% (you may be eligible for regular Unemployment Insurance benefits in this situation);
  • You were not available for work that UO had available for you;
  • You miss any work for any reason. (Work Share claimants are only required to accept work with their Work Share employer. You do not have to actively seek or accept work with employers other than your designated Work Share employer.)

Eligibility is determined by the State of Oregon depending upon each employee's personal employment situation. UO is unable to provide information pertaining to financial impact, acceptance or denial of a claim by the State of Oregon's Employment Department.

What if I’m not eligible now because I haven’t been continuously employed for 6 months yet, but I will be eligible before August 15, 2020?

If you become eligible before August 15 and your supervisor approves it, you may notify Human Resources that you would like to participate in the program.

If I am on FMLA or expanded FMLA (eFMLA), am I eligible to participate in the program?

No. Employees do not qualify for the UO Work Share program while on extended leave (e.g., FMLA or paid eFMLA). They can choose to go off eFMLA for the Work Share period and participate in Work Share instead, and then would have the remaining weeks of eFMLA available after Work Share ends.

How will I know if I am eligible or ineligible for the Work Share program?

Employees who were not approved to participate by their supervisor/unit should be notified by their supervisor/unit of this decision by June 5th. Each employee who was preliminarily approved to participate by their supervisor/unit will receive an email from UO Human Resources no later than June 12th notifying them of UO’s preliminary determination of eligibility or ineligibility and providing additional program and process information. The Oregon Employment Department ultimately determines eligibility for each participant in the Work Share Program and typically sends an email or postal mail notice to employees indicating their approval or denial and, if approved, outlining the benefits for which they are eligible. It could take several weeks for the notice from the Oregon Employment Department to arrive.

What happens if I receive notice that I am not eligible to participate in the program?

If the employee is not approved to participate in the program by their supervisor or is deemed ineligible by UO Human Resources, their schedule will remain unchanged. If an employee is deemed ineligible by the Employment Department after they have already begun working a reduced schedule, they may request through their supervisor to have their prior schedule reinstated. If the employee lost wages prior to being notified of ineligibility, they may elect to individually apply for unemployment insurance benefits through the State of Oregon Employment Department. Additional information can be found in the Oregon Unemployment Insurance Claimant Handbook.

Unemployment Payments

How is my Work Share benefit amount calculated and is the benefit taxable?

Unemployment benefits are considered taxable income and employees should plan accordingly.

During Work Share, you will receive your prorated salary from UO (e.g., .8FTE). In addition, you will receive a Work Share benefit amount, which is calculated by multiplying your regular weekly benefit amount by the percentage of your reduced weekly hours of work. Weekly benefits can be approximated by using the Oregon Unemployment Insurance Estimator. In addition, employees will receive an extra $600/week in federal stimulus unemployment benefits through July 25. Note that Work Share payments may be delayed due to the high volume of unemployment payments being processed by the state.

For example: If you work 40 hours per week and your annual salary is $40,000, your regular weekly unemployment benefit amount (typically 1.25% of your annual salary capped at $648/week) is $500. If you take a 20% reduction in your work hours, your weekly Work Share benefits would be $500 x 20% = $100. In addition to the Work Share benefit amount, employees will receive an additional $600/week under the CARES Act through July 25, 2020.

In this example, in addition to receiving 80% of their normal pay from UO, the employee would receive $700 from the state each week through July 25th. After July 25th, the employee would receive $100 from the state each week.

How do I receive my Work Share benefits?

You will receive payments from the Oregon Employment Department. Your first payment will be a paper check that is mailed to the address you provide on the initial claim application. After your first payment, you will receive payments that are preloaded onto a debit card that is mailed to you. Alternatively, you can elect to receive these payments via direct deposit.

The UO Payroll Office will continue to issue regular pay for hours worked based on your pre-established check distribution preferences (e.g. paper or direct deposit). Pre-established monthly payroll deductions remain unchanged.

Is there a required waiting period before Work Share benefits are issued?

Although there is usually a one-week waiting period, Oregon Governor Kate Brown has announced that the state will be waiving this requirement and that the waiver will be retroactive. This means that if you are eligible for benefits, benefits will be paid effective June 14th. This does not mean you will receive payment after one week, it just means that your benefits are effective right away, rather than after a one week waiting period.

When can I expect to receive my first unemployment payment from the State?

Due to the unusually high volume of unemployment claims currently being processed by the Oregon Employment Department, there will likely be a significant lag between the time the employee begins working a reduced schedule at reduced pay and receiving their first unemployment benefits payment from the State of Oregon. It could be 8 weeks or more until the employee receives an unemployment payment from the State of Oregon.

Since there will be a delay before I receive my first payment from the Employment Department, will I receive one large payment to catch up on delayed payments or will I receive one payment per week until the payments are completed?

It is our understanding that when the Employment Department begins reviewing our program, they will review all of the weekly certifications they have received up until that time and make one large payment to each eligible participant to get caught up on the weekly payments owed, then will continue to pay week-by-week for the remainder of the program.

I have heard that it could be several weeks before I get my unemployment benefits. Can I request a Pay Advance?

Yes. The university is offering a Work Share Payroll Advance for employees while they wait for their unemployment benefits to begin. The advanced amount should mirror their FTE reduction. For example, if an employee reduced their FTE by 20%, they are eligible for an advance of 20% of their monthly wages. Additional information can be found on the Payroll Website.

Please note - employees on this program requesting an advance of their pay should submit the Work Share Payroll Advance form, not the regular Payroll Advance form.

Will the July 4th holiday impact my weekly Work Share benefits?

No. Receiving holiday pay does not impact Work Share benefits, and your Work Share day off will not impact your eligibility for holiday pay. Eligible employees will be paid for that holiday based on their pre-Work Share FTE. July 4th falls on a Saturday and is observed on Friday, July 3rd this year. The holiday hours will be counted as hours worked for the purposes of Work Share and should be reported in the Actual Hours Worked field in the Weekly Certification. Employees who will not be working on Fridays due to their reduced Work Share schedule should take July 3rd off for the holiday and also take a different day off within that work week (Sunday through Saturday) for their Work Share reduction.

For example, consider an employee who is generally a 1.0 FTE. The employee’s Work Share schedule has been reduced to 0.8 FTE and the employee now works 8 hours per day Monday through Thursday. This employee could work normal hours (up to 24) June 29th through July 1st, take July 2nd off as their Work Share day, and take July 3rd off to observe the holiday. In this example, this employee should report 32 hours worked during the week of June 28th through July 4th via the Weekly Certification form.

If an employee on Work Share takes vacation days around the July 4th holiday, those should be reported to University Human Resources via the Weekly Certification form and to Payroll via their normal timesheet/time entry process and timeline.

Note: The weekly certification for hours work from June 28 through July 4 will be available by 9: 00 a.m. on Thursday, July 2, in recognition of the holiday observance on Friday, July 3. That week's certification will still be due on Monday, July 6 by 5:00 p.m.

*To receive holiday pay, SEIU and UOPA employees must be in paid status for at least one-half of their last scheduled day before the holiday, and for at least one half of their first scheduled day after the holiday, provided such scheduled work days occur within seven (7) calendar days before and after the holiday. An employee’s Work Share day off does not count as a scheduled day and, an employee is in paid status if they are working or using accrued leave. For example, if an employee worked at least half day on the 2nd and the 6th, or used at least four hours of leave on those days, they are eligible to receive the holiday pay.

I understand that through July 25, 2020, the Federal government has implemented a Federal Pandemic Unemployment Compensation (FPUC) benefit of 600 dollar per week in addition to other unemployment benefits. Do I need to do anything in order to receive these funds?

No. When the State of Oregon approves unemployment claims/Work Share participation, this approval is then automatically transferred over to the Federal Pandemic Unemployment Compensation (FPUC) benefit and you will receive it as a separate payment in the same week as your other unemployment benefits. Neither UO nor the employee need to take additional action in order for the employee to receive these funds.

For more information on the FPUC, please visit the Employment Department website.

Is the 600 dollar Federal Pandemic Unemployment Compensation (FPUC) payment pro-rated based on my hours reduction?

No. Eligible employees receive the full $600 payment, regardless of whether they are on partial or full unemployment.

For more information on the FPUC, please visit the Employment Department website.

If I have a second job or have retirement income, will that affect my payment amount through Work Share?

Maybe. Income from sources other than the UO must be reported and may impact eligibility and/or the amount of benefits available via Work Share. Employees do not need to report Social Security income. UO is unable to calculate the effect of a second job or additional income on your benefit amount.

How does Work Share affect my ability to receive regular unemployment benefits later, if needed?

Work Share benefits are deducted from the total unemployment benefits available during your benefit year. This means if you take part in the UO Work Share Program from June 14 to August 15 (9 weeks) at a 20% reduced FTE, you have 9 days (or about 2 weeks) fewer regular unemployment benefits available (out of 26 weeks total) for the benefit year.

Will my UO paycheck or pay cycle be impacted by participating in the Work Share program?

You will be paid by UO for the reduced hours that you work while on the Work Share program. You will continue to report your hours worked and leave time using your normal time reporting process and timeline, and you will continue to be paid on the normal monthly pay cycle.

Reporting Time & Accrued Leave

Can I use accrued leave while I am participating in the Work Share program?

Yes. Employees may request the use and approval of accrued leave from their supervisor while on the Work Share program. However, the use of leave while on the Work Share program may impact an employee’s eligibility to receive unemployment compensation for that week. Please refer to the Use of Leave guidance for more information.

How should I report leave usage while I’m on the Work Share program?

For the Work Share program, you should submit your total hours worked plus any leave you took during the week via the Work Share Weekly Certification process. Remember that the total hours worked and leave hours shouldn’t exceed your reduced weekly hours for the Work Share program. For example, if your reduced weekly hours are 32, your total hours worked and leave hours used shouldn’t exceed 32.

For UO payroll, you should continue to submit your leave usage following your normal timesheet/ leave reporting process and timeline for the purpose of receiving monthly pay from the UO.

Failure to complete both processes timely will impact your pay.

Do I need to report my time on my timesheet in addition to submitting my Weekly Certification information for the Work Share program?

Yes. You should continue to submit your hours worked and leave usage following your normal timesheet/ time entry process and timeline for the purpose of receiving monthly pay from the UO.

You are also required to submit your total hours worked plus any leave you took during the week via the Work Share Weekly Certification process for the purpose of receiving unemployment benefits.

Failure to complete both processes timely will impact your pay.

Will the July 4th holiday impact my weekly Work Share benefits?

No. Receiving holiday pay does not impact Work Share benefits, and your Work Share day off will not impact your eligibility for holiday pay. Eligible employees will be paid for that holiday based on their pre-Work Share FTE. July 4th falls on a Saturday and is observed on Friday, July 3rd this year. The holiday hours will be counted as hours worked for the purposes of Work Share and should be reported in the Actual Hours Worked field in the Weekly Certification. Employees who will not be working on Fridays due to their reduced Work Share schedule should take July 3rd off for the holiday and also take a different day off within that work week (Sunday through Saturday) for their Work Share reduction.

For example, consider an employee who is generally a 1.0 FTE. The employee’s Work Share schedule has been reduced to 0.8 FTE and the employee now works 8 hours per day Monday through Thursday. This employee could work normal hours (up to 24) June 29th through July 1st, take July 2nd off as their Work Share day, and take July 3rd off to observe the holiday. In this example, this employee should report 32 hours worked during the week of June 28th through July 4th via the Weekly Certification form.

If an employee on Work Share takes vacation days around the July 4th holiday, those should be reported to University Human Resources via the Weekly Certification form and to Payroll via their normal timesheet/time entry process and timeline.

Note: The weekly certification for hours work from June 28 through July 4 will be available by 9: 00 a.m. on Thursday, July 2, in recognition of the holiday observance on Friday, July 3. That week's certification will still be due on Monday, July 6 by 5:00 p.m.

*To receive holiday pay, SEIU and UOPA employees must be in paid status for at least one-half of their last scheduled day before the holiday, and for at least one half of their first scheduled day after the holiday, provided such scheduled work days occur within seven (7) calendar days before and after the holiday. An employee’s Work Share day off does not count as a scheduled day and, an employee is in paid status if they are working or using accrued leave. For example, if an employee worked at least half day on the 2nd and the 6th, or used at least four hours of leave on those days, they are eligible to receive the holiday pay.

FTE Reduction

Does the unit or HR Partner need to take any action to reduce the FTE of employees who are approved to participate in the program or to reinstate their FTE at the end of the program?

No. Units should NOT submit individual PRFs to adjust employees’ FTE related to the Work Share program. Human Resources and Payroll are collaborating to accomplish this via a mass upload process.

What are the work expectations while I am working a reduced schedule?

You should work with your supervisor to set a reduced schedule during the Work Share program period that aligns with your reduced FTE. Hours and duties for salaried and hourly employees must be modified. So, for example, a salaried employee with a .8 FTE over the two-month program period can only work 32 hours each week during that period. A reduced schedule means you may not perform work during the time you have reduced hours. Your Work Share benefits will be impacted if you work more hours than your reduced schedule allows. These are Work Share rules that must be followed in order to receive unemployment benefits. If an emergency arises, work with your supervisor to be sure you have someone to direct the issue to on that day. Otherwise, all work needs to be done in the usual course on a day you are scheduled to work. We recommend that you work with your supervisor on an Out of Office reply or other mechanism for alerting colleagues of your absence when you are not working due to your reduced schedule.

Benefits

Will my health insurance benefits or leave accruals be impacted if I participate in the Work Share program?

No. Your health insurance benefits and leave accruals will not change, even though you will be temporarily working reduced hours.

Will my retirement contributions be impacted if I participate in the Work Share program?

Yes. If your work hours are reduced under the Work Share program, you will still be treated as working the required hours for retirement benefit eligibility, vesting credit, and, if applicable, PERS years-of-service credit. For example, although your hours may be reduced by up to 40 percent, if you are in the PERS program, you will continue to get the full service credit for your PERS pension benefit.

However, your reduced hours will result in a prorated reduction in salary received from UO. Because your salary is reduced, by law, UO is required to reduce the contributions to your retirement account. For Optional Retirement Plan (ORP) members, both the standard contributions and, if applicable, employer-match contributions will be reduced prorata. For PERS members, your IAP account contributions will be reduced prorata. In addition, for those PERS members nearing retirement, your final average salary for your pension benefit may also be affected. If you are making voluntary contributions to the Tax-Deferred Investment plan or the Oregon Savings Growth Plan, those contributions will also be reduced prorata.

If you want information on how this could affect your funds available at retirement, we encourage you to speak with an ORP or PERS member representative. If you are a PERS member concerned about a potential reduction in pension benefits, you can contact a PERS member representative to discuss your options and submit a benefit estimate request.

For ORP and TDI questions, please visit the Oregon Public Universities Retirement Plans website for contact information. For PERS and OSGP questions, please visit the PERS website for contact information.

Program Overview

What is the UO Voluntary Summer Work Share program?

The UO Voluntary Summer Work Share Program is based on an Oregon Employment Department program that enables employees to work less over the summer (from June 14 to August 15), with their UO pay adjusted accordingly, and recoup their pay through unemployment insurance. Through July 25, eligible employees will also receive an additional $600 per week in federal stimulus unemployment benefits. This program enables the university to reduce some expenses to offset impacts on revenue during this period of financial uncertainty.

For detailed information, return to the program webpage.

How does the UO Voluntary Summer Work Share program work?

To participate, UO will apply to the Work Share program by sending a written plan to the Oregon Employment Department. The plan will list the employees who will participate in the program and certifies the hours of their regular work week, as well as their reduced weekly hours. The application must be approved by the state in order for UO to participate in the Work Share program. [Update: The UO Work Share application was approved by the Oregon Employment Department in late June.]

In June, each participant will receive an email from University Human Resources with information and next steps, including instructions to complete the Work Share Initial Claim Form and submit it Human Resources. Human Resources will compile the Initial Claim Forms from all participating employees and send them to the Oregon Employment Department for review and approval or denial. Participant eligibility is determined by the State of Oregon’s Employment Department and specific rules and criteria may apply.

After completing this process, the employee may receive an email or postal mail notice from the Employment Department indicating approval or denial. Employees do not need to do anything with this information. The notification is automatically generated by the Oregon Employment Department and they will process approved claims via the Work Share Program submitted by University Human Resources.

UO will provide weekly reports on behalf of the participants to the Oregon Employment Department to certify hours worked to claim Work Share benefits. Unlike traditional Unemployment Insurance, this process is completed by the employer, rather than the employee.

Additional information about the program can be found in the Work Share Program Handbook.

How do employees benefit from participating in the program?

Employees benefit in the following ways:

  • This program provides the opportunity for eligible employees to work reduced hours over the summer to take time for themselves, spend additional time with family, and achieve greater work-life balance, if they choose to do so.
  • Due to the unemployment compensation and federal stimulus unemployment benefits currently available, many employees will receive full pay and many may even receive an increase in pay while working reduced hours between June 14 and August 15.
  • Health insurance benefits and leave accruals will continue without change.
  • UO takes care of the paperwork, including filing the claim and submitting weekly certifications, on the employee’s behalf.

How does UO benefit from the program?

This program enables the university to reduce some expenses to offset impacts on revenue during this period of financial uncertainty.

UPDATED August 3: Can employees end their participation in the program prior to August 15th or extend participation beyond August 15th?

If employees and their supervisor/unit leadership agree up front that it makes sense from a unit operations perspective to have an employee exit the program prior to August 15, that is allowed. The supervisor must consult with Human Resources to determine the appropriate end date for that employee’s participation in the program.

Supervisors/units are also allowed to end an employee’s participation in the program prior to August 15 based on operational needs that may arise, and must consult with Human Resources in advance to determine the appropriate end date.

Employees will not be able to participate in the Work Share program voluntarily beyond August 15th.

Can an employee join the program after June 14th?

Yes. If there is an operational reason for an employee to begin the program after June 14th, that can be considered on a case-by-case basis in consultation with Human Resources. Employees who didn’t complete the Qualtrics form in early June to apply for the program will not be eligible to participate in the program. It is important to note that starting the program later than June 14th will impact the benefits the employee will receive, as the $600 FPUC payment expires on July 25th.

How do I learn more about Work Share?

Additional information and resources:

General questions about the UO Voluntary Summer Work Share program may be directed to Human Resources at workshare@uoregon.edu. Specific questions about the Work Share program or other unemployment insurance programs offered by the State of Oregon should be directed to:
Email: OED_WorkShare@oregon.gov
Phone: (503)-947-1800
Toll Free: (800)-436-6191

Supervisor Guidance

How can I manage the change in workload and duties for my employees?

Please work with your employee through the Hours and Duties template to document the change of hours and expectations. It is the responsibility of supervisors and employees to ensure that employees are not working more than their reduced hours each week. If an employee does work more than their reduced hours in a week, that will make them ineligible to collect unemployment benefits for that week. Employees will be required to certify the number of hours worked each week, so that information can be provided accurately to the Oregon Employment Department.

Do I need to submit a PRF to change a participating employee's FTE in Banner?

No. Units should NOT submit individual PRFs to adjust employees’ FTE related to the Work Share program. Human Resources and Payroll are collaborating to accomplish this via a mass upload process.

What are my responsibilities as a supervisor of an employee participating in the UO WorkShare program?

Please refer to the Supervisor Guide for a list of responsibilities and resources.