A Newsletter for UMW Faculty and Staff
University departments are invited to register to participate in Spring Club Carnival, which will take place on Wednesday, January 12 from 5-7 p.m. in the University Center. Club Carnival is a great way to promote your office, services you provide, and/or open student staff positions you have available.
You can register to participate here: https://umw.presence.io/form/umw-spring-2022-club-carnival-registration-form
Email mmiddlet@umw.edu with any questions.
The following message is from Payroll and Finance.
As indicated in previous emails, UKG, the company that provides UMW’s time and attendance system (MyTime), has reported a cybersecurity incident involving ransomware. This attack is preventing UKG’s customers from accessing their services and time and attendance data. The issue is impacting customers worldwide, as you can see from the articles in the following links: The Register, NY Post, and ZDNET
Like other affected entities, UMW has had to revert to a manual system. UMW Payroll has sent emails to all employees in each employee group (classified, administrative professional, wage and student employees) with instructions and forms appropriate to their employee group/type. If you did not receive such an email and you fall into one of these groups or supervise someone in one of these groups, please email payroll@umw.edu. Teaching faculty are not impacted, unless they supervise someone in one of the employee groups listed.
The bullets below summarize the deadlines in the emails sent earlier. In order to ensure timely and accurate pay, it’s important that these forms get to Payroll by the deadlines.
Please be aware that the UKG/MyTime system does not store or process sensitive data (i.e. Social Security numbers, banking information) for UMW.
Due to the uncertainty of the situation, please continue manually tracking your leave and hours worked using the forms provided until you’re notified otherwise by Payroll.
Thank you again for your patience, cooperation and understanding as we work through this process.
The following message is from the Office of Human Resources.
Good afternoon, colleagues.
The 2022 Holiday Calendar has been finalized. Click on the link to review next year’s UMW holidays.
PLEASE NOTE: This calendar is based on the current 2022 state-allocated holidays and the UMW academic calendar; if there are changes to either of these, the 2022 UMW holiday schedule may need to be amended.
Best wishes for the upcoming holiday season.
The Eagle Resource Closet is in need of these items for donation! Donations can be dropped off outside of the CCE office of the third floor of the UC, outside of the Eagle Resource Closet in Lee Hall (In the attic, take the elevator on the side closest to Monroe hall), and inside the Eagle Resource Closet if you have cold items!
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:
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
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!
From December 6th-10th, UMW Faculty & Staff receive 20% off at the University Bookstore! Offer applies to regular priced merchandise at the UMW Bookstore. Not valid on textbooks, regalia, convenience, gift cards, or with any other promotion.
From Monday, December 6th to Wednesday, December 8th, Campus Recreation will be having FREE Group Fitness Classes! Come unwind and take a break with CREC! No registration is required.
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
This message is from the Public Health Advisory Work Group and the Office of Human Resources
Dear Colleagues,
President Biden’s Executive Order 14042 requires employees of organizations that hold certain federal contracts to be fully vaccinated against COVID-19. UMW qualifies as such an organization, therefore, all UMW employees are required to be fully vaccinated by December 8, 2021, unless they have a University-approved religious or medical exemption.
Since August 23, 2021, all employees who are not fully vaccinated have been required to undergo weekly COVID testing. This requirement will continue and employees with a religious or medical exemption must be tested every week.
You may apply for exemption from the COVID-19 vaccination requirement by completing the COVID-19 Vaccination Medical Exemption Request form or the COVID-19 Vaccination Religious Exemption Request form.
Contraindications to vaccination are described by current CDC recommendations and these serve as a basis for determining medical exemption. Valid evidence for any medical contraindication is required and should be submitted via the COVID-19 Vaccination Medical Exemption Request form signed by a licensed medical provider. Religious exemption request forms must be notarized. Exemption request forms must be uploaded to the Faculty/Staff Vaccine Survey by 5:00pm Monday, November 29.
The submitted materials will be evaluated and determinations of exemption will be provided as soon as possible. If the exemption is not granted, you will not be considered compliant with the University’s vaccination requirement.
Thank you,
UMW Public Health Advisory Work Group
…………………………………………………………………………………
Dear Students, Staff, and Faculty,
We want to provide you a quick update about COVID-19 vaccines and boosters based on the latest information from the CDC and VDH.
Please let us know if you have any questions at COVIDvaccination@umw.edu.
Sincerely,
Public Health Advisory Working Group