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April 2020
Message from the
Chief Human Resources Officer

The past few weeks have been difficult for us all as we take steps to slow the spread of COVID-19. The University has now transitioned from normal operations to the majority of our employees working remotely until further notice. Below we have included a link to summary of communications from the University as well as some resources that may be helpful to the campus community during these trying times. We value the safety and well-being of every member of our campus community as we work through these times of uncertainty. Thank you for your commitment and service to our campus and community. Go Tigers! 

Regards,
Maria Alam 
COVID-19 Updates & Communications
The University has established a webpage dedicated to information and updates regarding COVID-19. 
UofM Coronavirus Updates

Answering Your Questions About COVID-19 
In an effort to support our students, faculty and staff, the Loewenberg College of Nursing has established an email helpline to answer questions. The email is staffed by experienced nursing and public health faculty who will respond to any COVID-19-related inquiries you may have.

Submit a COVID-19-Related Question

Free or Reduced-Cost Internet
If you are interested in getting free or reduced cost internet access especially during this time, please visit any of the links below:  

Training Opportunities 
While the majority of University employees, including student workers and GAs, are telecommuting, it is the perfect time to take advantage of the training opportunities available at your fingertips. Improve your professional development and by participating in the trainings available on LinkedIn Learning. 

Log into the myMemphis portal using your UUID and password. Next, click the Employee tab located at the top. Scroll down and look to the right-hand side of the screen for Training Opportunities to locate LinkedIn Learning. 

Employee Assistance Program
While people may be impacted in different ways, there are support resources available. Your Here4TN Employee Assistance Program (EAP) offers several coping and crisis resources for you. EAP services are available to all benefits-eligible employees and their eligible family members, even if they are not enrolled in medical insurance.

Simply log on to Here4TN.com. Once there, look for the COVID-19 spotlight to access helpful information, including webinars on dealing with stress and traumatic events. If you are asked for a company code, use Here4TN

The EAP also provides you with someone to talk to about your feelings, concerns and questions. Services are confidential in accordance with the law, and up to five no-cost counseling sessions are also available. 

Call Here4TN at 855.Here4TN (855.437.3486) or 

Visit Here4TN.com
Accrued Leave Paid at Time of Separation

Employees will be paid for any accumulated but unused annual leave unless terminated for gross misconduct or payment of annual leave is excluded by your employment contract agreement (for example, contract coaches, grant funding exhausted). Accumulated annual leave is paid as a lump sum in the month following your last regular paycheck.

Retiring employees have a choice of a lump sum payment or being on terminal leave and remaining on the payroll to exhaust all annual leave. 

Although sick leave is not paid out at time of separation, a record of accumulated sick leave is maintained by the University and may be reinstated if you return to employment with a State of Tennessee agency. 

If you are transferring employment to another State of Tennessee agency (such as Southwest Tennessee Community College, University of Tennessee, Department of Transportation, etc.), your unused annual and sick leave balances will transfer to the new agency.

Leave Balances

As we approach the end of the fiscal year, employees are reminded to review their annual leave balances. Balances in excess of the maximum (as specified below) will be transferred to sick leave at the close of the fiscal year, unless the employee is on terminal leave, in which case the full amount of accrued annual leave shall be carried forward. Employees should review their annual leave balances now to determine how many hours would need to be used prior to the June 30 roll date. 

Non-Exempt
Employees
Years of Service 

Maximum Accumulation
Carried Forward to
Next Fiscal Year 

0–5 

225.0 hours 

5–10 

270.0 hours 

10–20 

292.5 hours 

20 or more 

315.0 hours 

Exempt (executive, administrative, professional, and twelve-month faculty employees) may carry forward 315 hours (42 days) to the next fiscal year. Any hours above this amount will be rolled over to sick leave.

Staff Performance Assessment Deadline

It is that time of the year again when supervisors complete performance assessments for their respective staff employees. The 2019-20 staff performance assessments must be electronically received by Human Resources no later than Thursday, April 30.  Please keep in mind that if funding for merit increases is available this year, the employee must have a performance assessment on file by the due date to be eligible for consideration. The following information will assist you in assessing and accurately completing your employees’ online performance assessment: 

  • Performance assessments must be completed via the online Employee Performance Management Assessment System (SAMS) at: memphis.edu/performance
  • You are encouraged to take our online SAMS Training. This helpful tutorial is available here
  • The 2019-20 period of review to be entered in the online system is from the date the last evaluation was completed until April 30, 2020. If no evaluation was completed within the past 12 months, the period of review will be from May 1, 2019 to April 30, 2020. 
  • Ensure there are no appraisals at the status of “Appraisals Awaiting Action from You.” If prior appraisals are awaiting action from you, please take the appropriate action or you will not be able to complete the appraisal for the current period. 

If you have any questions or need assistance, please contact your HR Business Partner at hrbusinesspartners@memphis.edu or Employee Relations at emprelations@memphis.edu.

Changes Made to Online Separation/Clearance System

The online separation & clearance system has been updated with the following features:

  • Supervisors/designees are responsible for submitting the separation and clearance form on behalf of separating employees prior to the day of separation. Employees will no longer need to submit a form on themselves. 
  • The manager’s acknowledgment section has been eliminated since this was a constant source of delays and mistakes.
  • At any stage of submission or processing, the employee’s resignation document (.doc or .pdf format) can be (and should be) uploaded to the employee’s form. This means that at the time of submission, the supervisor should upload the resignation letter if it exists. If HR is in possession of the letter, we will upload it to the form during or after the processing stage.
  • The automatic emails sent upon submission and processing of the form have not changed.
Harriet R. Montgomery Service Excellence Award
April 2020 Recipient | Dr. Rebecca Scott
Executive Director, Campus School,
Academic Affairs

"Dr. Scott has been a long-standing leader in Campus School and within the past year has assumed the role of executive director. In this capacity, Dr. Scott has led the school to its first National Blue Ribbon designation — the highest designation provided by the U.S. Department of Education. She expertly balances academic achievement with social emotional learning, resulting in one of the most high-achieving and highly supported elementary schools in Shelby County. She can often be seen at school late at night and on weekends, giving her all for the children within the school. She is a true servant leader, always keeping the Campus School students’ best interests at heart while promoting the spirit of a quality laboratory school education that serves the faculty, staff and collegiate student population at the University of Memphis.”

Congratulations to the other April nominees:
Ophrah Payne
Ora Taylor-Strowder
Kristin Williams
Nominate an Athletics Employee
Deadline for Nominations: April 17
HR on Instagram
HR Mascot S.T.R.I.P.E.S.
Please follow the new Human Resources Instagram account @uofmhr for updates, tips and to see what our HR mascot S.T.R.I.P.E.S. is up to!
Instagram
Tiger Spotlight Winners

We extend our warmest congratulations to the recent recipients of the Tiger Spotlight Award. It’s always a great pleasure to be recognized for the work you do! Keep it up...others notice and so do we!

Check out the Latest Recipients
Recognize a Fellow Employee

The University of Memphis | Division of Business and Finance
Memphis, TN 38152  |  901.678.3573

The University of Memphis is an AA/EEO employer and does not discriminate on the basis of race, color, national origin, sex, disability or age in its programs and activities. Full Non-Discrimination Policy.