USA BASED FAQs
Initially during the pandemic we indicated that individuals could work from other locations but their primary work location would not change.
As our we continue to work from home for a longer period than originally expected, we have determined that employees must have primary residence including physical presence in their assigned work location. AURA is only registered to do business in a few states. We have become aware of a number of circumstances in which staff have been out of the work location for some time and will need to return to their primary work location.
You can identify your claimed state of residency by viewing your recent paycheck and seeing what state taxes are being withheld.
If you are or plan to be working primarily from a location other than your primary residence, please contact COVIDHR@aura-astronomy.org as soon as possible so that we may assess the situation, and provide additional guidance, and ensure that your work location does not create issues for your employment.
If an employee’s position allows them to work full time remotely, they must use their accrued sick leave or vacation leave if for some reason they can’t perform that work. This applies to employees with children and those without children. AURA is providing employees who are parents of children in school latitude and flexibility to get their work done and meet their parental demands.
If you already have a teleworking agreement on file, you do not need to fill out the Emergency Teleworking Agreement.
The emergency telework agreement can be found at https://forms.gle/m79aDTDUKGZq1wRJ6. All US-based and expat employees working remotely who are not already on a teleworking agreement should complete this form at their earliest convenience.
Given the nature of this pandemic we are unable to accurately predict when employees will be able to return to working in the office. It is important that you set up your workspace comfortably and safely to prepare for an extended period of working from home.
Employees who are injured while performing work duties may be eligible for worker’s compensation and benefits. Please ensure that you do have a safe and ergonomically correct work set up as we do care about your safety. If you are injured while working, please contact HR right away.
If your job has been primarily done at a work-site, there may still be catch-up work, training or projects that can be done at home. Your manager will work with HR should there still be a gap in work hours and we may provide you with an alternative timecard charge number.
You would continue to book your time in the appropriate categories. If you have questions, please contact your manager and they can work with HR if necessary.
Please contact Payroll to assure that your check will be mailed to your home address.
You can sign up for direct deposit by visiting Ultipro and changing that under my personal information. It takes one full pay cycle for the change to be effective so you will receive a paper check for one cycle.
You should contact your manager to discuss your vacation plans and cancel vacation requests. Employees working remotely are not on vacation and are expected to work as if in the office.
The USCIS has announced a Temporary Suspension of Premium Processing for All I-129 and I-140 Petitions Due to the Coronavirus Pandemic. Please contact your HR Representative to discuss your specific case.
While your manager cannot keep you from making personal travel plans, at AURA your safety is our utmost concern. The US State Department is advising against all international travel. Please refer to the US State Department and the CDC for more travel related information.
This AURA policy for vacation accrual will not change. Employees located in Colorado and all of NSO are capped at 384 hours accrual and all other employees cannot carry more than 384 hours in the next calendar year.
HR is currently evaluating this as an option, more will be announced in the coming days.
This is a noble gesture from individuals to assist their fellow employees in need. However, given the accounting and financial liabilities that come with such a well-meaning activity; it is encouraged that individuals should keep all fundraising activities outside of the workplace and utilize existing crowdfunding platforms such as “Go Fund Me”. Communication channels such as Slack may be used to help facilitate messaging for this purpose.
On March 13, 2020, President Trump declared a national state of emergency to address the coronavirus (COVID-19) pandemic. While this action will provide additional emergency funding and waive regulatory hurdles for testing and care, it does not enable participants to request hardship withdrawals in 401(a) or 403(b) plans or change the general standards for approving unforeseen emergency withdrawals from 457(b) plans.
You will want to contact Fidelity at https://nb.fidelity.com/public/nb/aura/home. If you scroll to the bottom of the screen you will choose to either change your contributions or change your investments. You will then log-in and be able to make updates.
We must be vigilant with other people’s personal health information. Please inform your manager and HR. They will work with the impacted employee.
You should contact your manager and HR as soon as possible. Remember to safeguard your personal health information and only inform your supervisor and HR. HR and your manager will ask you for a list of employees you’ve come in contact with within the last 14 days. The manager will not use your name but will inform the employees that they may have come in contact with someone who tested positive for COVID-19. Please follow all your healthcare professional’s recommendations.
You should follow the same recommendations as above.
The employee’s healthcare professional will inform the proper authorities.
Please discuss this with your manager and HR. We will work on a collaborative solution.
If you are covered by one of our medical plans then your test would be covered by insurance.
If you are covered by one of our medical plans the treatment for COVID-19 would be covered in the same way as any other illness or injury. Please refer to our benefits site for more information on your plan. Testing for COVID-19 would be covered without copays or deductible. https://hr.aura-astronomy.org/?q=COVID-19
FMLA provides job protection for employees who are unable to work because of their own or a family member’s serious illness. If you or a family member have COVID-19 you will be covered by FMLA and should contact HR.
The Families First Coronavirus Response Act (FFCRA”) was signed into law on March 18, 2020, and generally requires employers with less than 500 employees to provide a certain amount of paid sick and paid leave to employees affected by COVID-19, and provides affected employers with a corresponding employment tax credit.
Please see the resources listed at https://hr.aura-astronomy.org/?q=COVID-19. We have several helpful resources including, Telemed, Employee Assitance Programs, wellness programs, and disease prevention programs.
To update your HSA contributions please complete the HSA Change form found at https://hr.aura-astronomy.org/sites/default/files/2020%20HSA%20Contribution%20Change%20Form_0.pdf. This is a fillable PDF form that can be be completed and sent to askhr@aura-astronomy.org.
Your work status will not change, and your benefit status will not change either. Please work with your manager to determine what work can be done remotely and if there are any changes to your schedule. Your manager should contact HR if there are additional questions.
Under normal circumstances, H1B workers are restricted to worksites listed on the Labor Condition Application filed with the US Department of labor. The H1B regulations however, allow H1B workers to work remotely temporarily if the new workplace is within commuting distance.
The code should be used if you are unable to report to work and your work cannot be conducted remotely. If you have the ability to complete a portion(s) of your work remotely, the amount of time that you enter on your timecard should be split between the COVID-19 code and other appropriate codes.
NO. You will not be allowed to carry forward more than 384 into the following year. We understand you can’t go away but some time away from work spent on other interests is highly encouraged during this time.
Contact HR. HR will work with the employee to determine eligibility for either an ADA accommodation or FMLA.
Notify your supervisor/manager immediately that you are unable to come to work. Contact HR. HR has pulled together a list of resources and will work with the employee to identify possible solutions. Employees will be given a period of time to resolve their childcare issue. At the end of the time period, the employee will need to report to work.
This matter should be discussed with your manager and HR. This decision is a highly personal one, and your decision depends on your needs and the needs of your family. “Exit from Chile is still possible but limited to the reduced schedules of the airlines.”
Yes, indeed, all the Chilean hires/Expats are working from home by teleworking. Scientific staff, Software Engineers and Engineers are normally entitled to work remotely.
The emergency telework agreement can be found here. Any employee working remotely who has not not already completed a teleworking agreement should complete this form at their earliest convenience. All US-based employees and Expats should fill out this form.
Ex-Pats Residents in La Serena be aware that there is curfew from 22:00 pm until 05:00 am and it is prohibited to be on the street during these hours. If you have a medical emergency you should drive directly to the Clinic .You must carry with you your Blue RUT Card for you and every member of your family who is travelling with you. Be sure to drive with your windows down. Drive very slowly, and to stop at any police or army checkpoint. You should then explain that you are going to the clinica.
Mail procedures for Chile can be found here.
EMPLEADOS EN CHILE PREGUNTAS Y RESPUESTAS FRECUENTAS
Precisamente el trabajo remoto permite hacerlo desde un lugar distinto al lugar habitual de trabajo. Es por ello que desde el 16 de marzo de 2020 AURA-O, considerando los avances de la pandemia en el país, ha solicitado que todo el personal que pueda, trabaje en forma remota desde sus casas y aquellos que no pueden hacerlo, deben permanecer en sus domicilios para ser contactados por su Supervisor en caso de requerir su presencia en las instalaciones del empleador, obviamente dentro de los horarios normales de trabajo.
Sí, todo el personal que no estaba exceptuado de la limitación a la jornada de trabajo (por el Articulo 22 incisos segundo o tercero) debe firmar un anexo de contrato para trabajo remoto o para quedar “de llamada”. Los anexos de contrato fueron enviados por Recursos Humanos por correo electrónico a todo el personal que debe firmarlo y se solicitó que devolvieran una copia firmada. Además el anexo otorga cobertura de accidentes laborales.
Desde el 16 de marzo y hasta que la gerencia de AURA-O lo indique, todo el personal que haya firmado el anexo de contrato quedó liberado de la limitación de jornada conforme lo dispuesto en el Artículo 22 del Código del Trabajo, es decir que pueden realizar su trabajo en forma remota a través de medios electrónicos y por lo tanto no tienen que registrar su asistencia. Lo anterior se puede ver alterado próximamente con la entrada en vigencia y posterior aplicación de la Ley 22.120 sobre teletrabajo. Las nuevas condiciones conforme a la reciente ley serán informadas oportunamente.
La dirección de AURA-O está permanentemente monitoreando la situación regional, nacional e internacional y se informará acerca del retorno a las actividades normales con la debida anticipación, por correo electrónico. Por ahora es importante que usted mantenga un espacio de trabajo seguro y confortable en su hogar.
El trabajador que desempeña sus labores en modalidad a distancia o teletrabajo, está cubierto por el seguro de la ley 16.744, tanto por los accidentes producidos a causa o con ocasión del trabajo, como por las enfermedades que sean causadas de manera directa por el ejercicio de la profesión o trabajo ejercido” (circular SUSESO N°3370)
Si su trabajo debe ser realizado principalmente dentro del establecimiento del empleador (la Serena o montaña), es probable que haya algunas cosas por hacer aparte de estar disponible para ser llamado dentro de su horario de trabajo, como por ejemplo capacitación en programas internos como Ultipro para hacer la evaluación del desempeño, geovictoria, reqless, timekeeping, o en cursos on-line que puedan ser acordados con su supervisor. En este último caso deben enviar un correo a Viviana Ibarra con, al menos, 4 días de anticipación al inicio del curso para poder inscribirlo en Sence.
La tarjeta de tiempo (web timesheet) se debe seguir haciendo en forma quincenal, de la misma manera que lo hace hoy día. La tarjeta debe ser coincidente con la información de geovictoria.
Los procesos de sueldos y anticipos se mantienen sin variación de acuerdo a las fechas establecidas en el calendario de pagos. Por ejemplo, con fecha 25 de marzo se pagaron los sueldos de Marzo 2020. Lo anterior, es sin perjuicio que en el futuro puedan producirse cambios legales en Chile y/o en las normas federales Norteamericanas.
Si usted solicitó vacaciones y las utiliza no debe cancelarlas. Si usted había solicitado vacaciones en forma anticipada y llegada la fecha no podrá hacer el viaje o las actividades previstas, debe avisarle a su supervisor y a Victoria Rabuco que requiere anular la solicitud.
Debemos estar atentos a la información de salud de otras personas. Por favor, informe a su gerente y al departamento de recursos humanos, para tomar las medidas de trabajo con el empleado afectado.
Primero que todo debe presentar su licencia médica y después debe comunicarse con su gerente y con el departamento de Recursos Humanos lo antes posible. Recursos humanos y su gerente le pedirán una lista de los empleados con los que se ha puesto en contacto en los últimos 14 días. El gerente no usará su nombre, pero informará a los empleados que pueden haber estado en contacto con alguien que dio positivo por COVID-19. Además es importante que siga todas las recomendaciones entregadas por las autoridades de la salud.
Conforme al artículo 184 bis del Codigo del Trabajo señala que el trabajador tendrá derecho a interrumpir sus labores y, de ser necesario, abandonar el lugar de trabajo cuando considere, por motivos razonables, que continuar con ellas implica un riesgo grave e inminente para su vida o salud. El trabajador que interrumpa sus labores deberá dar cuenta de ese hecho al empleador dentro del más breve plazo, el que deberá informar de la suspensión de las mismas a la Inspección del Trabajo respectiva.
AURA está enfocada en la salud de sus empleados, no pondrá, a sabiendas, a un empleado a una situacion donde pueda existir un daño. Discuta esto con su gerente y RRHH y trabajaremos en una solución colaborativa.
La Asociación Servicio de Bienestar de AURA, continuará otorgando sus prestaciones económicas contempladas en su Reglamento de Beneficios, pero todo a través de teleproceso.
Las partes pueden acordar “la prestación de servicios a distancia, en el domicilio del trabajador u otro medio alternativo, en tanto ello sea posible según las condiciones del lugar y la naturaleza del trabajo que realiza”.
NO.
El trabajador que desempeña sus labores en modalidad a distancia o teletrabajo, está cubierto por el seguro de la ley 16.744, tanto por los accidentes producidos a causa o con ocasión del trabajo, como por las enfermedades que sean causadas de manera directa por el ejercicio de la profesión o trabajo ejercido” (circular SUSESO N°3370)
Se considerará accidente de trayecto aquel siniestro que el trabajador sufra en el trayecto directo, de ida o regreso, entre la habitación y el lugar, distinto de su habitación, en el que realice sus labores. También serán accidentes de trayecto aquellos que ocurran entre la habitación del trabajador y las dependencias de su entidad empleadora, aun cuando su domicilio haya sido designado como el lugar donde el trabajador desempeñará sus funciones. En tanto, los accidentes domésticos no gozan de cobertura.
Si la empresa estuvo cerrada por determinación unilateral del empleador, existirá obligación de remunerar dicho tiempo al trabajador. La situación es diferente si el cierre se decreta por la autoridad, caso en el cual la Dirección del Trabajo ha dicho que tal circunstacia reúne las caracterisicas de fuerza mayor y por lo mismo se suspenden los efectos de la relación laboral.
Si un empleado no puede trabajar porque necesita cuidar de sus hijos, el empleado debe solicitar vacaciones.
El Código del Trabajo señala que el empleador debe adoptar las medidas necesarias para proteger la vida y salud de los trabajadores, por lo que se estima que no existe inconveniente en que el empleador adopte como medida de protección que se tome la temperatura.
Todo trabajador que se ausente del trabajo por motivo del coronavirus debe justificar su ausencia con la respectiva licencia médica, ya sea por contagio o como medida preventiva.
Check this website for employee benefits information regarding COVID-19.
