As of December 8, 2021, the COVID-19 vaccination will be a condition of employment at AURA. Vaccine exceptions may be granted only for valid medical or religious reasons. This vaccination requirement does not apply to AURA employees currently working in Chile, regardless of their nationality or type of contract.
US COVID-19 FAQ
1. Would it be possible for me to work remotely from a location another that my primary work location?
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,
If you plan to be working primarily from a location other than your primary residence, please contact askhr@aura-astronomy.org as soon as possible so that we may assess the situation, and provide additional guidance, and ensure that your new work location does not create issues for your employment or any tax consequences. A remote work agreement may need to be executed in some instances.
2. I have provided proof of being fully vaccinated, am I required to wear a mask while I am at work?
Effective Thursday, August 5th, universal face masking protocols were reinstated in all NSF-funded facilities for all individuals, regardless of vaccination status. Due to the rapid spread of the COVID-19 delta variant, all locations are now an area of substantial or high transmission of COVID-19 as defined by the Centers for Disease Control and Prevention. This change in policy recognizes emerging evidence that the delta variant can be transmitted by and among vaccinated persons. This face mask use requirement will remain in effect until further notice.
3. I am not vaccinated; can I go into the office to work?
Yes. Please reference Section 2 of the CEPP regarding safety protocols.
Effective Thursday, August 5th, universal face masking protocols were reinstated in all NSF-funded facilities for all individuals, regardless of vaccination status. Due to the rapid spread of the COVID-19 delta variant, all locations are now an area of substantial or high transmission of COVID-19 as defined by the Centers for Disease Control and Prevention. This change in policy recognizes emerging evidence that the delta variant can be transmitted by and among vaccinated persons. This face mask use requirement will remain in effect until further notice.
4. What happens if I can’t work because my children are at home?
If an employee’s position allows them to work full time remotely, you may be able to use accrued leave to substitute time for work that cannot be performed. This applies to employees with children and those without children.
AURA is providing employees latitude and flexibility to get their work done and meet their parental demands. Applicable state laws make take precedence, please check with HR to discuss your particular circumstances.
If you are unable to work because your child is home due to quarantine or is sick, family sick leave is available according to policy or state family leave laws.
5. I’m currently a full-time Remote Teleworker, do I need to fill out the Emergency/Temporary Teleworking form?
If you already have a teleworking agreement on file, you do not need to fill out the Emergency/Temporary Teleworking Agreement.
6. Where is the emergency/temporary telework agreement and who needs to fill it out?
The emergency/temporary telework agreement can be found at https://forms.gle/m79aDTDUKGZq1wRJ6. All US-based and expat employees working remotely who do not already have a regular remote/teleworking agreement on file should complete this form at their earliest convenience.
7. When will employees return to working in the office or on-site?
Each location will determine if employees can return based on COVID transmission rates. Please check with your manager to determine the procedure for returning to the office at your location.
8. If I’m working from home and I get hurt while performing work duties, am I eligible for worker’s compensation?
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 your supervisor and HR right away.
9. What if I don’t have enough work to do from home?
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.
10. How do I complete my timecard if I’m working from home?
You would continue to book your time in the appropriate categories. If you have questions, please contact your manager and they can work with timekeeping@aura-astronomy.org for any questions.
11. What happens if I get a paper paycheck?
Please contact Payroll to assure that your check will be mailed to your home address.
12. How can I sign up for a direct deposit and how long does it take to be effective?
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.
13. I am a visa holder with an upcoming renewal. What is the impact of my obtaining a renewal?
Your current visa may be eligible for renewal, and you will need to consult your HR representative to discuss the specifics of your case. You are not required to leave the US to obtain a visa renewal however you will be required to obtain a new visa stamp before you will be allowed to reenter the US if you leave the country.
Employees should consider any current travel restrictions and US embassy closures before leaving the country. We cannot allow remote working outside the US.
14. Can my manager keep me from personal travel?
All time off must be approved by your manager. Your manager cannot keep you from making personal travel plans, at AURA your safety is our utmost concern. The US State Department provides advice on international travel. Please refer to the US State Department and the CDC for more travel related information.
15. Will my vacation still stop accruing at 384 hours?
This AURA policy for vacation accrual has not changed. 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. Employees are encouraged to use their vacation time.
16. Can I donate my sick or vacation time to an employee who needs it?
No, this is not allowable.
17. Can I withdraw monies from my 401(a) or 403(b) under coronavirus related distribution?
The window on corona virus distributions ended December 30, 2020. https://www.irs.gov/newsroom/coronavirus-related-relief-for-retirement-plans-and-iras-questions-and-answers Regular loans for the 403(B) are available.
18. How do I change my investment choices in my 401(a) or 403(b) and how do I change my contribution amount for my 403(b)?
You should 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.
20. What if I have tested positive for COVID-19?
You should contact your manager and your HR representative as soon as possible. Remember to safeguard your personal health information and only inform your supervisor and HR. Please reference section 5 of the CEPP.
21. What if I have a suspected case of COVID-19?
You should follow the same recommendations as above.
22. If I or one of my employees has tested positive for COVID-19, do I need to inform the Centers for Disease Control or my local health office?
The employee’s healthcare professional will inform the proper authorities.
23. Can I refuse to come into work if I fear an infection?
Please discuss this with your manager and HR. We will work on a collaborative solution.
24. Is a COVID-19 test covered by my insurance?
If you are covered by one of our medical plans then your test would be covered by insurance if deemed medically necessary.
25. Would my treatment for COVID-19 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
26. Would I be covered by the Family Medical Leave Act (FMLA) if I don’t work?
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.
27. What other resources are available for my health and wellbeing during this crisis?
Please see the resources listed at https://hr.aura-astronomy.org/?q=COVID-19. We have several helpful resources including, Telemed, Employee Assistance Programs, wellness programs, and disease prevention programs.
28. If I have an H1-B visa, can I work remotely?
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.
29. If I have more than 384 hours of vacation leave available at the end of the year will I be able to carry forward additional hours due to COVID-19?
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.
30. What if I am required to return to work and I have an underlying health condition that puts me in a high-risk group?
Contact HR. HR will work with the employee to determine eligibility for either an ADA accommodation or FMLA.
31. What if I am required to return to work but I can’t find childcare for my child?
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.
EXPAT-Chile FAQ’s
1. May I go home to my country of origin?
Entry and exit from Chile is restricted. It is advised that employees check Chile Atiende for regulations on entry and exit to Chile. https://www.chileatiende.gob.cl/coronavirus/viajes-y-estado-de-frontera
This matter should be discussed with your manager and HR.
2. Can I work remotely?
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.
3. Where is the emergency telework agreement and who needs to fill it out?
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.
4. Is there a curfew? What do I do if I have an emergency during curfew?
Chile has experience many curfews(“toque de queda”) throughout the pandemic please check https://www.chileatiende.gob.cl/coronavirus/plan-paso-a-paso
5. If I live on the Recinto how do I receive packages/delivery?
Mail procedures for Chile can be found here.