COVID-19 HR Processes

• Healthy employees who, according to their department, can conduct their work from home are advised to work from home.
• For researchers, please see https://www.colorado.edu/researchinnovation/research-innovation-office-covid-19-resources

For a summary view on CU Boulder’s approach to implementing the Families First Coronavirus Response Act (FFCRA) and other COVID-19 related leave, please view the appropriate matrix: 

April 1, 2020 – May 31, 2020  FFCRA Matrix Document

June 1, 2020 – University Staff and Twelve Month Faculty (Research Faculty) Leave Matrix

June 1, 2020 – Classified Staff

All details of the Act and timekeeping information through May 31 is below. Details will continue to be updated for the June 1 changes.

The Emergency Family and Medical Leave Expansion Act and the Emergency Paid Sick Leave Act are subject to ongoing updates from the U.S. Department of Labor (DOL); leave granted under these laws is subject to change in accordance with updated guidance.  Current DOL guidance is available here:  https://www.dol.gov/agencies/whd/pandemic/ffcra-employer-paid-leave. 

Supervisors and departments are responsible for determining whether their employees are able to complete any or all job duties remotely during this emergency and for approving paid administrative leave to make the employee whole.  All other paid admin leave is being provided on a case-by-case basis in compliance with university policy and under the current CDC rules. 

Currently, CU Boulder’s process to provide administrative leave through the end of the current semester for both the Emergency FMLA and Emergency Sick Leave is more advantageous to the employee, which is in the spirit of the Act.  Leadership may change the compensation level for these provisions within the Act. 

Generally, the Act provides that employees of covered employers are eligible for:

• Two weeks (up to 80 hours) of paid sick leave at the employee’s regular rate of pay where the employee is unable to work because the employee is quarantined (pursuant to Federal, State, or local government order or advice of a health care provider), and/or experiencing COVID-19 symptoms and seeking a medical diagnosis; or
• Two weeks (up to 80 hours) of paid sick leave at two-thirds the employee’s regular rate of pay (CU Boulder is currently paying 100%) because the employee is unable to work because of a bona fide need to care for an individual subject to quarantine (pursuant to Federal, State, or local government order or advice of a health care provider), or to care for a child (under 18 years of age) whose school or child care provider is closed or unavailable for reasons related to COVID-19, and/or the employee is experiencing a substantially similar condition as specified by the Secretary of Health and Human Services, in consultation with the Secretaries of the Treasury and Labor; and
• Up to an additional 10 weeks of paid expanded family and medical leave at two-thirds (CU Boulder is currently paying 100%) the employee’s regular rate of pay where an employee, who has been employed for at least 30 calendar days, is unable to work due to a bona fide need for leave to care for a child whose school or child care provider is closed or unavailable for reasons related to COVID-19.

Nothing in this process is intended to alter the at-will nature of employment or create a contract for a specific duration of employment.  

Emergency Paid Sick Leave Act

Reasons for Sick Leave: Employers are required to provide paid sick leave to an employee who is unable to work or telework because:

• the employee is subject to a federal, state, or local quarantine or isolation order related to COVID-19;
• the employee has been advised by a health care provider to self-quarantine because of COVID-19;
• the employee is experiencing symptoms of COVID-19 and is seeking a medical diagnosis;
• the employee is caring for an individual subject or advised to quarantine or isolation; or
• the employee is experiencing substantially similar conditions as specified by the Secretary of Health and Human Services, in consultation with the Secretaries of Labor and Treasury.

Short Summary: Employers must provide paid sick time to workers. This applies if the worker is sick with or has been quarantined due to COVID-19, is experiencing symptoms of the disease and seeking medical attention. Full-time employees are entitled to 80 hours of such leave, while part-time employees are entitled to time equal to the number of hours they work on average over a two-week period. The leave doesn't carry over from one year to the next.

Eligible Employee:  An employee (regardless of funding source) is immediately eligible for paid sick leave.

Sequence of and Rules for Leave: The new law requires that the employer allow the employee to first use sick leave provided for under this sick leave law, then decide to use any remaining accrued paid leave under an employer’s policy.  The employer cannot allow the employee to use personal accruals first per any employer policy.

Leave Previously Granted: Any paid leave provided by an employer before the law is effective cannot be credited against the employee’s paid leave entitlement. Hours cannot be carried over after December 31, 2020.

How CU Boulder’s COVID-19 Guidance covers this provision:

Effective April 1, 2020, CU Boulder employees will be on employer-provided paid leave for the Reasons for Sick Leave. 

Process: 

• Employees who are experiencing any of the five reasons for emergency sick leave will fill out the Leave Request form and provide a specific reason.
• Overtime exempt employees paid monthly will use the code Administrative COVID Pay (ACP - new leave for COVID-19) to fill out their timesheet for the days remote or onsite work was not completed.  Partial days do not need to be recorded.
• Overtime eligible employees paid monthly will use the code Administrative COVID Pay (ACP - new leave for COVID-19) to fill out their timesheet for the hours remote or onsite work was not completed. 
• Employee paid biweekly will use the code Administrative COVID Hourly Pay (CHP - new leave for COVID-19) to fill out their timesheet for the hours subject to the Reasons for Sick Leave.   
• The HR Service Center and the FMLA team or department HR will run reports to track the time, ensuring 80 hours of the paid administrative leave fulfills the emergency paid sick leave provision for all Reasons for Sick Leave.
• Once the 80 hours are exhausted, and the employee is still sick or caretaking, the employee must begin using their accrued leave in the order of 1. sick, 2. vacation then 3. paid administrative leave. 
• The 80 hours of emergency sick leave is a one-time allotment, and cannot be granted more than once to the same employee for different reasons. 
• Medical documentation is not required for COVID-19 related illnesses. 

Child Care Leave Provisions

Reasons for Leave: Employers are required to provide paid sick leave to an employee who is unable to work onsite or telework (with approval of Employee Relations or department HR) because:

• the employee is caring for a son or daughter whose school or place of care is closed, or child care provider is unavailable, due to COVID-19 precautions

Short Summary:

Employers must provide paid sick time to workers. This applies if the worker is caring for a child in the event of a school closure or unavailable child care provider. Full-time employees are entitled to 80 hours of such leave, while part-time employees are entitled to time equal to the number of hours they work on average over a two-week period. The leave doesn't carry over from one year to the next.

The FMLA has been amended to allow U.S. workers to take up to 12 weeks of job-protected leave if the employee is unable to work or telework due to a need to care for a child under 18 years of age because that child's school or place of care has closed or the child's child care provider is unavailable due to a public health emergency with respect to COVID-19.

Eligible Employee: For the 80 hours of emergency sick leave, all employees have immediate eligibility. For childcare FML, any full-time or part-time employee regardless of funding source and that has been on the employer’s payroll for 30 calendar days is eligible. 

Restoration to Position after Leave Ends: Emergency FMLA leave is job-protected, meaning the employer must restore an employee to the same or equivalent position upon their return to work.

*Employees should note that there may be exceptions to the general rule that they will be restored to work. These exceptions include layoffs, shift elimination, fraudulently obtaining leave, and occasions when the employee is unable to perform essential job functions.

How CU Boulder’s COVID-19 Guidance covers this provision:

Effective April 1, 2020, CU Boulder employees will be on employer-provided paid leave for lack of child care and FMLA designation will be required for child care purposes.  FMLA will be prorated for any FMLA hours the employee has taken in the last 12 months.   FMLA is tracked outside of the HCM system and will be tracked in a way that can be distinguished from traditional FML.​

Process:   

• Employees who are unable to work onsite or telework (with approval of Employee Relations or department HR) due to child care will fill out a Leave Request form.
• Overtime exempt employees paid monthly will use the code Administrative COVID Pay (ACP - new leave for COVID-19) to fill out their timesheet for the days onsite work (telework with approval) was not completed.  Partial days do not need to be recorded.
• Overtime eligible employees paid monthly will use the code Administrative COVID Pay (ACP- new leave for COVID-19) to fill out their timesheet for the hours onsite work (telework with approval) was not completed. 
• Employee paid biweekly will use the code Administrative COVID Hourly Pay (CHP - new leave for COVID-19) to fill out their timesheet for the hours onsite work (telework with approval) was not completed. 
• The HR Service Center and the FMLA team or department HR will run reports to track the time used for each of these reasons and tracking specifically the FML time used for caretaking for dependents or children who do not have child care or school. 
• The 80 hours of emergency sick leave (covering the first 80 hours of the FML for childcare) is a one-time allotment and cannot be granted to the same employee for a different reason. 
  • For example: If the employee uses the 80 hours for childcare and then becomes sick, the employee would need to utilize their accrued leave balances. 

Administrative Leave Provisions

Reasons for Inability to Work:   On a case-by-case basis, supervisors and departments are responsible for determining whether the individual is able to complete job duties (partially or fully) remotely and approve the time allowed for paid administrative leave. 

1. Their job duties (partially or fully) are not conducive for remote working.
2. The do not have access to laptops, home internet, etc.
3. They are a new employee whose onboarding or training can’t be finalized remotely.
4. They have an underlying medical condition with updated (within the last 30 days) medical documentation.

Short Summary:

Employers are not required to cover compensation for individuals who are not able to work onsite or remotely, outside of the COVID-19 illness and childcare.  Currently, CU Boulder is providing paid administrative leave consistent with its policies and financial resources.  Employees on soft funding (sponsored projects, grants, service contracts, internal service centers, and research funded by gifts) are also eligible pending approval from their faculty sponsor (if applicable), Chair or Institute Director and as well as their Dean.

The campus will reevaluate the availability of paid administrative leave at the conclusion of the current semester and will not extend paid administrative leave where it is impracticable to do so. In making these determinations, the campus will be guided by the Emergency Family and Medical Leave Expansion Act and the Emergency Paid Sick Leave Act, the revenue sources available to the campus, and the necessity of maintaining employment to allow the campus to transition through the recovery phase of the crisis.

How CU Boulder’s COVID-19 Guidance covers this provision:

Effective April 1, 2020, CU Boulder will provide paid administrative leave to healthy employees (faculty, staff and students) who are not able to work from home (partially of fully).  Employees on soft funding will follow the below process after approval is granted from their faculty sponsor (if applicable), Chair or Institute Director and as well as their Dean.

Process:  

• Employees who are unable to work onsite or telework will fill out a Leave Request form.
• Overtime exempt employees paid monthly will use the code Administrative Leave (ADM) to fill out their timesheet for the days remote or onsite work was not completed.  Partial days do not need to be recorded for anyone except for those paid with soft funds. 
• Overtime eligible employees paid monthly will use the code Administrative Leave (ADM) to fill out their timesheet for the hours remote or onsite work was not completed. 
• Employees paid biweekly will need their department to complete the Biweekly Employees Paid Leave spreadsheet and submit to HRSC@colorado.edu in order for the hours to be uploaded and paid.  Supervisors need to follow the normal business process of working with your HR liaisons.  Please complete the sheet fully and before submission deadlines found on the HR Service Center webpage. This will apply to both students and temporary employees and will continue until further notice.  
  • The last BW pay period of spring semester ends on May 16, 2020.  BW admin leave will not continue into summer semester. 
• The HR Service Center and the FMLA team or department HR will run reports to track the time used for each of these reasons.
• If an employee fails to provide medical documentation for an underlying medical condition, the employee must utilize their personal leave accruals. 
• NOTE: Administrative Leave will be direct-charged to the same funding source as salary, consistent with the university’s policy of paying salaries (under unexpected or extraordinary circumstances) from all funding sources, federal and non-federal.

Soft Funding Considerations:

This guidance does not preclude units from using administrative leave and/or other personnel salary options to adjust efforts, including, but not limited to, use of unpaid leave, sick and vacation leave, and reductions in FTE. Units should consult with Human Resources for questions on other personnel options. Further, it applies to permanent, full-time or part-time, research professors, research faculty, research staff, and hourly personnel.

Sponsoring Unit Consideration:  Ultimately, the approving home unit is responsible for the costs of the administrative leave, if the regular sources of funding are not available.

Administrative leave under this policy does not apply to graduate student appointees paid on contract (TA, RA, GPTI, GA). For more information on paying graduate students please refer to COVID-19 Update: Graduate School FAQs.

Critical Services Pay

Overtime eligible critical services employees who continue to work physically on campus in designated positions that directly support the care, safety, and wellbeing of our students are eligible for a 10% increase in pay for hours worked performing critical services.  Human Resources will determine, in consultation with each executive officer who oversees these functions, which critical services employees have duties that sufficiently support the care, safety and wellbeing of students to receive critical pay.

• If an employee is working both remotely and on-site, only on-site hours that directly support the designated areas of care, safety and wellbeing of students count towards critical services pay increase.  

• Process for Monthly Employees

  • Departments need to complete the Monthly Employees Critical Services Employees spreadsheet and submit to HRSC@colorado.edu in order for them to be uploaded and paid.  Please complete the sheet fully and before submission deadlines found on the HR Service Center webpage.  This will apply to both students and temporary employees and will continue until further notice.

• Process for Biweekly Employees

  • Departments need to complete the Biweekly Employees Critical Services spreadsheet and submit to HRSC@colorado.edu to report critical services pay.  Please complete the sheet fully and before submission deadlines found on the HR Service Center webpage.  This will apply to both students and temporary employees and will continue until further notice. HRSC will submit the 10% additional pay which will be added to what the department separately submitted for the employee’s regular pay.

Critical services are activities and tasks that must be done on campus and cannot be deferred during an emergency; these activities must be performed continuously or resumed quickly following a disruption.

• Provide public safety services to campus including police, emergency management, environmental health & safety, fire safety, and coordinating with other external public safety agencies for services.
• Provide for adequate housing, food, health, and wellness services for campus residents.
• Ensure the ability to notify, message, and maintain the regular flow of information with campus affiliates and the public.
• Maintain, protect, repair, and restore critical on-campus infrastructure including university technologies, communications infrastructure, transportation systems, and physical structures on campus.
• As determined by the VC for Research and Innovation on-campus activity needed to protect integrity of research.
• As determined by the Provost, on-campus activity needed to support the core academic mission.
• Not all critical services employees are eligible for critical services pay. 
  • Overtime eligible critical services employees who continue to work physically on campus in designated positions that directly support the care, safety, and well-being of our students are eligible for a 10% increase in pay for hours worked performing critical services. 
• For information on how process critical services pay, please see the leave, timekeeping and payroll section. 
• Parking services has provided resources for critical services employees (see Know Where To Go above) 

Childcare Resources 

Critical services employees may qualify for child care services available during this time. Most of these options will require parents to provide their critical employee letter provided by  your department. If you are a critical services employee and did not receive a critical employee letter, please contact your supervisor or department HR office.

Child care options:

• If you have regular child care that is remaining open for critical employees, you can provide the critical employee letter to the facility/care provider and continue using the service. 

• If you do not have regular child care or your child care has closed, you can register with the Colorado Emergency Child Care Collaborative.  This service will assist parents in finding emergency child care that meets their needs.  You can also check with the YMCA of Northern Colorado at https://www.ymcanoco.org/ to register directly for Boulder and Longmont programming. 

• If you have school-aged children who are engaging in distance learning, you may contact the Boulder Valley School District (you do not need to live in or attend Boulder Valley School District) for emergency child care. See the BVSD Emergency Childcare Flyer. 

CU Boulder Human Resources does not administer these programs and cannot answer program-specific questions.  Please visit the websites for contact information and additional details.

Updated May 8, 2020
Hiring Form Updated May 8, 2020

With many questions lingering, the campus is taking a thoughtful approach to hiring and salary spending. Effective immediately, Chancellor DiStefano has directed that we pause our campus hiring, transfer and promotion processes—except for those positions that provide an urgent and mission-critical function or meet the campus’ exception criteria as noted below. We are making this decision to ensure we are taking a hard look and only filling those positions that are absolutely necessary until further information on the status of COVID-19, fall 2020 enrollment and other economic information is available.

Hiring, transfers, promotions and base pay increases for all campus employment types will now require review and approval from the appropriate Cabinet member, which is the Chancellor, the Provost, or the Chief Operating Officer depending upon the position.  This does not include unpaid appointments or temporary pay changes. Searches and hires currently in progress may continue with Cabinet approval. Written or verbal offers already made as of April 10, 2020 may continue without additional approval. Exceptions to the Cabinet approval requirement are noted below. When referenced below, “Officers” include Deans, Associate Vice Chancellors, and Vice Chancellors.

It is critical that department and college/school leaders assess the timing, urgency and mission-critical nature of the work before proceeding with hires and promotions that impact the campus budget. 

Exceptions to the Cabinet approval requirements 

• a. There is no change to the regular process for promotion and tenure review for tenured and tenure-track faculty.  No additional approvals are required.  Note that the hiring of new tenured or tenure-track faculty requires Cabinet approval. 
  • Hiring Approval 2020 Form Required: No. Follow regular campus processes.

• b. Non-tenure track faculty positions, including clinical faculty, lecturers, instructors, adjuncts, and administrative faculty appointments and reappointments, etc., except as described in exception “g” below, may proceed with Officer (Dean or designee) approval, provided that there is clear and compelling demand for the services of these positions. There will be periodic review of these appointments at the level of the Office of the Provost. 
  • Hiring Approval 2020 Form Required: Yes
    • Section A, B, C Required: Yes
    • Section D Required: Yes
    • Section E Required: No

• c. Critical services positions designated for COVID-19 may proceed with campus Officer (or designee) approval.
  • Hiring Approval 2020 Form Required: Yes
    • Section A, B, C Required: Yes
    • Section D Required: Yes
    • Section E Required: No

• d. Temporary staff supported in any amount from general fund sources may proceed with campus Officer (or designee) approval. For research gift/grant funded positions, see exception “h” below.
  • Hiring Approval 2020 Form Required: Yes
    • Section A, B, C Required: Yes
    • Section D Required: Yes
    • Section E Required: No
    • Note that regular staff and working retiree positions supported in any amount from general fund or auxiliary sources do not meet this exception and require Cabinet approval (Hiring Approval 2020 form, sections D and E). 

• e. Interim appointments may proceed with campus Officer (or designee) approval. There will be periodic review of these appointments at the level of the Offices of the Chief Operating Officer or Provost.
  • Hiring Approval 2020 Form Required: Yes
    • Section A, B, C Required: Yes
    • Section D Required: Yes
    • Section E Required: No

• f. Positions paid directly or indirectly on sponsored funds or research-related gifts, including research faculty (Research Professors, Research Associates, Professional Research Assistants, Temporary Researchers and Postdoc Scholars) and staff (regular or temporary) housed under the Institutes may proceed with Institute Director (or designee) approval for the Institutes and the Officer (Dean or designee) in the academic units, if there is work available and able to be performed.
  • Hiring Approval 2020 Form Required: No, follow normal processes through ResFacHR. Form can be used by Institute or academic unit if desired.
  • Note that research faculty and staff positions supported in any amount from general fund or auxiliary sources do not meet this exception and require Cabinet approval (Hiring Approval 2020 form, sections D and E). 

• g. Summer Research
  • ​​(1) Tenured and tenure-track faculty summer research appointments may proceed with department Chair/Director approval, provided that these appointments are supported by sponsored funds or research-related gifts.
  • (2) Non-tenure track rank faculty (including but not limited to lecturers, instructors, adjuncts) summer research appointments may proceed with department Chair/Director approval, provided that these appointments are supported by sponsored funds or research-related gifts.
  • (3) Tenured, tenure-track, and non-tenure track faculty summer research appointments supported in any amount from general fund sources (1x speedtypes, e.g., DAICR, start up, other departmental general fund research accounts, etc.) do not meet this exception and require both Dean and Cabinet approval using the 3-9ths request form calculator.
    • Hiring Approval 2020 form Required: (ALL Summer Research Appointments) No, please use the 3-9ths request form calculator and route for signatures per its instructions.

• Summer Teaching
  • (4) Summer teaching appointments may proceed with department Chair/Director approval, regardless of faculty rank and funding source, provided that there is a clear and compelling demand for the services of these positions.
    • ​Hiring Approval 2020 form Required: (ALL Summer Teaching Appointments) No, the offer letter with department Chair/Director approval will suffice for all summer teaching appointments regardless of faculty rank and funding source.

• h. Staff and temporary positions funded 100% from sponsored funds (grants) or research related gifts outside of an Institute may proceed with department Chair/Director (or designee) approval. ​
  • Hiring Approval 2020 Form Required: No. Follow regular campus processes. Additional approval forms are not required.

• i. All undergraduate and graduate student positions, including student stipends, fellowships and student faculty appointments (instructional and non-instructional), may proceed with department Chair/Director (or designee) approval, if there is work available and able to be performed.
  • Hiring Approval 2020 Form Required: No
  • Note for HRSC departments: New columns will be added to the hire spreadsheets for student hires and student stipend hires to include Approval Notes.  HR Liaisons must confirm that approval has been gained from the appropriate authority, department Chair/Director (or designee), based on Campus guidance. The HRSC does not need source documentation, only confirmation that it’s occurred.

Requesting approval

The hiring department must justify the urgent and mission critical need for promoting or filling a position.

• The Hiring Approval 2020 form must be completed, uploaded to DocuSign (instructions below), routed for electronic approvals, and submitted to Human Resources as part of the position, recruitment or offer process for all positions requiring Officer or Cabinet approval.
• Positions requiring only department Chair/Director approval do NOT need to submit the Hiring Approval form.
• The form will be used to document the Officer and/or Cabinet approvals as required and should be submitted to HiringForm@colorado.edu. 
• A group of similar positions may be requested together on a single approval form.

Searches already in progress

Currently active searches wishing to continue will require Cabinet approval or Officer approval if meeting the exceptions criteria. Approval should be obtained using the Hiring Approval 2020 form and sent to HiringForm@colorado.edu when complete.

The Talent Acquisition team is available to provide guidance on obtaining approval, candidate communication, and conducting searches in general. The HR Service Center is also available to assist with questions on hiring students, temporary employees and others.

If an offer has already been made and accepted, it may not be rescinded.  Follow these guidelines to help new employees work remotely:

• Include new hires in remote meetings when possible. 
• Identify ways to onboard and train the employee through remote means.
• Consider having new employees work through online training or participate in online professional development courses or readings. 
• Check online learning opportunities provided by the University of Colorado through LinkedIn Learning, Skillsoft, Coursera, and FranklinCovey. 

If it is not feasible for the employee to work from home, then paid administrative leave will be granted.

Background Checks

Please note that significant delays in background check processing are occurring across the country right now. The HR background check team is processing checks as soon as they receive the information, however, receipt of the information from the various municipalities has been delayed. Many counties and states do not have online records and we are experiencing significant delays in these areas.  

In cases where a background check cannot be completed due to government office closures, a hire can be finalized and the employee may start their role conditionally. HR will track any incomplete background checks and complete the background check when circumstances allow to ensure pre-employment conditional terms are met. Discrepancies found during the check may result in employment action depending on the circumstances. HR will add language to all offer letter templates to inform new hires of this contingency.

In accordance with the Immigration Reform and Control Act of 1986 ("IRCA"), the University of Colorado Boulder must verify employment eligibility of each employee within the first three days of employment.

CU Boulder has adopted new measures to deal with COVID-19. The CU Boulder campus remains open and operations will continue with the goal of creating social distancing where possible to mitigate the potential spread of the virus.

Healthy New Employees  - Wednesday Morning Appointments on Boulder Campus

Please note: While new measures are in place for COVID-19, U.S. Citizenship and Immigration Services has not changed employer requirements to complete employment eligibility (Form I-9) within the first 3 days of employment. We are opening the I-9 office on Wednesdays and asking individuals to make appointments to ensure we can maintain social distancing during the process.

• New employees should sign-up for an appointment to complete Section #2 of the I-9 by completing the Section 2 Form I-9 Appointment Form or calling 303-735-8191.  The I-9 Office is open for appointments on Wednesdays from 9:00 a.m. to 12:00 p.m.
• You will be able to enter the Administrative Research Center by swiping your BuffOne card in the card reader located to the left of the south doors.  Proceed through the main hallway to the elevators.  
• If you do not have a BuffOne card yet, please contact 303-735-8191 to be met at the building doors.
• The employee should bring acceptable documents to complete the I-9 form.

Administrative & Research Center
3100 Marine St., Third Floor, Rm # 310
Boulder, CO 80309

• Under the following circumstances employees should not come to the I-9 office. Please contact i-9forms@colorado.edu to make arrangements to complete the I-9 remotely. 
  • individuals with confirmed COVID-19, 
  • individuals showing symptoms and under investigation of COVID-19,
  • for household members, intimate partners, and caregivers in a non-healthcare setting of those individuals identified above

New Employees  - Without Wednesday Morning Appointments

• Departments with employees who are unavailable on Wednesday mornings, or are working out of state or country should contact CU Boulder HR about options for completing the I-9 at i-9forms@colorado.edu or 303-735-8191. 

Please contact i-9forms@colorado.edu or 303-735-8191 for further instructions. 

For departments that participate in the CU Boulder QuickStart Center

New hires in participating departments are invited to join CU Boulder HR at the Virtual QuickStart Center on their first day. The purpose of the QuickStart Center is to provide new hires with tools and resources to complete tasks for their first step of employment with CU Boulder. The virtual QuickStart Center will include:

• A live Zoom : Welcome, Portal Walk-Thru (can be done via computer or mobile device), Leave Overview – Facilitated by Megan
• Online Benefits Orientation
• Communications with specific to-do items, job aids, and deadlines

Zoom meetings are held by invite on Monday* mornings from 9:00 a.m. to 10:00 a.m., and communications will take place before and after the new hire's first day.

*The Monday, March 30 QuickStart will be hosted on Wednesday, April 1.

Departments will still need to consider:

• Arrangements for receiving campus technology
• Responsibilities and expectations for working from home
• If the position is designated at critical services
• Department-level onboarding tasks

If you are not a participating department in the QuickStart Center, now may be a good time to consider adding your org. We ask that the entire org/department number join because of our automated back-end processes. To inquire about joining the QuickStart Center, please contact newatcu@colorado.edu.

For departments that do not participate in the QuickStart Center

Benefits

You must enroll in benefits within your first 31 days.

• Online Benefits Orientation: 1 hour video with detailed plan information. To Access:
  • Log into http://mycuinfo.colorado.edu/ with your IdentiKey​
  • Select Training from the drop-down menu at the top
  • Click the SkillSoft tile
  • Search “Benefits” in the search bar
  • Select CU: Payroll Benefits Orientation
  • Launch
• Additional Web Resources:
  • Benefits for New Employees Webpage
  • How to enroll in benefits
  • Contact 303-860-4200, option 3 or benefits@cu.edu with questions.

Portal Self-Service Actions

• Here are instructions to complete set-up items in the portal: 
  • Accessing the Portal
  • W-4
  • Direct Deposit: Must set-up by the 17^th of the month. If it is after the 17^th, new hire will receive a paycard for the first month. Contact 303-860-4200, opt. 2 or  payroll@cu.edu with questions.
  • Personal Information
  • Paychecks

Time Tracking and Leave

• For departments that use MyLeave:
  • Setting up Preferences and Time Tracking

Buff OneCard

Your Buff OneCard is your official university identification and as an employee you are required to carry it with you whenever you are on campus. You may also need your card for building access. You can wait until you arrive on campus to get your Buff OneCard, or you have it mailed to your mailing address.

If I want to get it now, how do I complete it?

• Send a photo to the Buff OneCard office to be placed on your Buff OneCard (campus ID card). 
  • Email boc@colorado.edu and include the following: 
    • Your full name in the body of the email and attach a photo.  
    • Your mailing address in the body of the email
    • Attach a photo of yourself following these guidelines:
      • Photo should be facing forward in front of a plain, light background, with no hats or sunglasses. 

You will receive a confirmation from the Buff OneCard office that the photo has been received and accepted within two business days.  

The Buff OneCard office will mail card directly to your mailing address.

Additional Resources for New Employees

• New Employee Webpage
• Technology QuickStart Guide
• Parking for New Employees
• Benefits, Perks and Resources

On Thursday, April 2 President Kennedy and Chancellor DiStefano announced changes to the FY 20-21 merit cycle. The following FAQs provides additional information.

1. Will there be merit increases on July 1, 2020?
   1. No. There are no longer plans for merit increases to be effective on July 1, 2020 for any employee population. As described in the April 2, 2020 memo from President Kennedy and Chancellor DiStefano, there had previously been a proposed compensation and merit increase pool, but circumstances have changed and earlier proposals are no longer feasible. It will not be possible to have a compensation and merit pool for July, so the university is deferring that decision until the enrollment census is complete, likely in November. 
2. Will there be any merit increases for FY20-21?
   1. We do not know yet.  A decision on merit increases for FY20-21 has been delayed until the enrollment census is complete, likely in November.  It is not known whether or not funds will be available at that time for employee merit increases or what the effective date might be if funds are available. 
3. What employee groups are impacted by the delay in a merit increase decision?
   1. All employee groups normally eligible for a merit increase on campus are included in the merit delay decision.  This includes classified staff, university staff, faculty and research faculty.

Questions? Submit Compensation and Merit Questions.