Dear Colleagues,

On Nov. 10, President Biden revised the deadline by which covered employees of organizations that hold certain federal contracts must receive their final COVID-19 vaccine dose. Under the Executive Order 14042 and related guidance, covered federal contractors like the University of Mary Washington previously had until Dec. 8 to have their workforce fully vaccinated. The new compliance deadline is now Jan. 18, 2022.

This email is to inform you that UMW accordingly will move its deadline for employees to receive their final vaccination dose to Jan. 18, 2022.

Several details about this Jan. 18 deadline are important:

• Based on the scope of the executive order, the University determined that it would require all University employees to be vaccinated against COVID-19 unless they have an approved religious or medical exemption.
• If you have not applied for an exemption and are not yet vaccinated, we encourage you to make your appointment for a vaccine as soon as possible in order to ensure that you meet the new deadline. Here are the timelines for getting vaccinated that must be met to ensure compliance with the Jan. 18 deadline, specific to each type of vaccine:
  • Moderna vaccine: Get the first shot by Dec. 21, 2021 and second by Jan. 18, 2022.
  • Pfizer vaccine: Get the first shot by Dec. 28, 2021 and second by Jan. 18, 2022.
  • Johnson & Johnson’s one-dose vaccine: Get the shot by Jan. 18, 2022.
• More than 95% of UMW employees are already vaccinated, and this revised deadline does not affect them.

To request an exemption, complete the COVID-19 Vaccination Medical Exemption Request form or the COVID-19 Vaccination Religious Exemption Request form and upload to the Faculty/Staff Vaccine Survey. Exemption requests must be received no later than 5:00 p.m., Friday, December 10 in order to provide time for review, approval, or requests for additional information if needed.

The federal vaccination requirement includes all full-time and part-time employees, including employees working remotely. After Jan. 18, anyone who is not in compliance, either by being vaccinated or receiving a University-approved exemption, will be subject to disciplinary action consistent with the University’s policies, up to and including unpaid leave or termination.

We will continue to monitor conditions and provide regular updates. We thank those who have been vaccinated, and continue to encourage you to wear masks when appropriate and stay home if you are not feeling well in order to help limit the spread of the virus.

Thank you,

The Public Health Advisory Work Group

MyTime Supervisors and Employees,

Winter break is rapidly approaching (12/20/21-12/31/21). In order for employees to be paid as scheduled, it is imperative for supervisors to ensure timecards are error free, complete and approved by the deadlines below.

Bi-weekly Timecard Approval Deadlines for wage and students

Winter break, pay period 12/6/21-12/19/21, approval due no later than 9am on 12/20/21!

If the employee has completed working for the pay period and will not work during the holidays, we strongly encourage employees and supervisors to approve the timecards for the pay period(s) prior to leaving for break. Reminder: when approving in advance, select “Current Pay Period.”

Semi-monthly MyTime Approval Deadlines for classified and A/P faculty

Pay period 12/10/21-12/24/21, approval due no later than noon on Monday, 1/3/22!

Supervisors

• It is critical that you review timecard exceptions and resolve missing punches prior to the holiday closures. Reviewing timecards in advance, before the pay period ends, allows you time for resolving issues. Red blocks indicate a punch has been missed.
• Take care when editing punches as MyTime defaults to “a.m.” Please ensure the timecards reflect all time worked and have the employee’s approval.
• Incomplete or unapproved timecards prevent the entire Payroll from being processed.

Manager Delegation

Supervisors that are unavailable to approve timecards or time-off requests may Delegate their approval to another MyTime supervisor. Supervisors receiving the delegation must accept the request in MyTime before they will have access. Please use the MyTime Supervisor Manual to view the instructions.

Time-off Requests

Many employees and supervisors will use leave prior to and/or after break. Please ensure leave requests are processed and approved prior to timecard approval deadlines.

Estimated Leave Loss for Classified Employees

The new leave year begins on 1/10/22. Maximum carry over limits are applied to annual leave balances. Classified employees can determine if they may lose leave by viewing their leave balances on their timecard or their supervisor may run an Accrual Detail report. You may determine your estimated leave loss by following these instructions. The MyTime Supervisor Manual explains how a supervisor may run the report.

Please contact the Payroll Office at payroll@umw.edu with any questions.

HAPPY HOLIDAYS!

Over this year’s winter break, the University plans to raze Alvey Hall. This residence hall, adjacent to the Fitness Center, was closed during the summer of 2018 due to ongoing moisture control issues, which led to some mold growth within the building.

Alvey Hall has remained closed; during this time, we have explored a number of options, including full renovation as a residence hall as well as repurposing it for other uses. However, we currently have sufficient capacity in our other residence halls to fully meet the current and projected demand for on-campus housing. In addition, the cost of renovating Alvey Hall was estimated to be $12 to $15 million. That expense would have to come through higher residence hall rates, or – if the space was repurposed — increases in the Comprehensive Fee.

The razing of Alvey Hall will allow us not only to save renovation costs but also to provide additional green space in an area that is less open than other parts of campus. Final landscaping will occur later in the spring as weather permits.

Additionally, this project will aid us in reducing some of the University’s deferred maintenance, help us right-size the campus and reduce our operating costs for utilities, housekeeping and general maintenance.

Paul C. Messplay
Vice President for Administration and Finance & CFO
University of Mary Washington
(540) 654-1410