Tips and Resources for LDH Employees

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Family First Coronavirus Response Act (FFCRA) Employee Guidelines for Reporting COVID-19

LDH COVID-19 Vaccine Employee Attestation Form

As a reminder, all LDH employees are expected to return to the site full time by August 9, 2021. LDH has created this Back to the site matrix in order to answer some of the most common scenarios and questions that employees may have in preparation for their return to the job site.

On Wednesday March 3, 2021, Governor Edwards announced that Louisiana had entered a modified Phase 3. At this point, all LDH staff should continue to follow approved work arrangements until new return-to-work guidance is provided by Human Resources.

Social distancing, mask requirements and other best practices that minimize close contact should be observed for all employees coming to the workplace. Additionally, all employees should adhere to these guidelines when away from the workplace to minimize their risk of infection.

Appointing authorities and / or supervisors have the discretion to require employees to report to the workplace for work reasons or other work-related issues, but should only continue to do so. as needed to minimize the risk of exposure.

Employees relating to the workplace:

  • Must wipe down their workspace before leaving each day
  • Should limit travel to only those offices and areas needed in the workplace

LDH continues to make the safety of its staff a top priority. Questions? Contact human resources at 225-342-6477.

Tips and Resources

Quick tips to help you find the COVID19 information you need:

  • Interactive Table of Contents – scroll through the table of contents and click on specific topics and tips.
  • Use a keyboard shortcut – Ctrl + F to open the navigation pane, search for a word or phrase in the search box.
  • Use the toolbar at the top of the document and click Find – to open the navigation pane and search for a word or a phrase in the search box.
  • To see the New special leave table which provides information on the COVID19-related category of leave available to all LDH employees. Leave the table located in Appendix 1.

COVID-19 LDH Employee Guidance No. 22 has been updated to include information on:

  • Back to the office
  • Mandate of face coverings for all employees inside at work
  • Testing requirements for all employees showing symptoms of COVID-19, regardless of their vaccination status
  • Testing requirements for all employees after known or suspected exposure to COVID-19, regardless of vaccination status
  • Schedule and leave codes for special public service leave
  • Elevator capacity limits
  • Note that if there has been exposure to COVID-19 at the work site, a manager / supervisor may request an employee’s immunization status to determine if the employee should quarantine

Questions and concerns about COVID-19

To give employees a single point of entry to report issues, ask questions, etc. HR created an email address: [email protected]

LDH employees can send their CV related questions to this new email and a team member will respond. Employees must include a callback number or a different email address to send responses.

IMPORTANT: Disaster Timesheets (HR-48B) or timesheet questions are NOT to send to the above e-mail address. Any HR-48 sent to the email address will not be processed. The other HR emails are:

  • TP submit COVID-19[female[feminine timesheets and questions to: [email protected]
  • Submit Family First Coronavirus Response Act (FFCRA) requests and questions: [email protected] (the deadline to take leave under this law is December 31st)

High risk employees – People at higher risk of serious illness from COVID-19 are people 65 years of age or older or people with certain underlying health conditions as designated by the CDC, per proclamation number 74 JBE 2020. Medical certification is required. Click on here for more information.

Important Cyber ​​Security Notice – Zoom

As individuals continue to transition to online Zoom meetings, the state’s ESF-17 team strongly recommends that everyone who may be scheduling Zoom meetings be advised to take the following steps to ensure that your Zoom meetings are properly secured:

  • Require passwords for all Zoom meetings
  • Never post Zoom links on public platforms social media
  • Set screen sharing to “Host only
  • Update Zoom all apps
  • Use the “Waiting room»For Zoom meetings open to public participation
    • A virtual staging area that prevents your guests from joining until you are ready for them.
    • Meeting hosts can customize waiting room settings for additional control and customization.
  • Monitor your meeting “list of participants”
    • Make a roll call before your meeting starts to make sure all participants are included
  • Activate “Play a sound when participants leave or join”
    • Alerts the host when someone joins or leaves the meeting

If you are the victim of a conference call or “Zoombombing”, please report the event to the State Cybercrime Unit (CCU) @ Louisiana State Police Fusion Center: 1-800-434-8007 (or by mail [email protected]) as soon as possible.

Please review and ensure that you understand LDH’s work-from-home requirements for supervisors and employees as outlined in the LDH Employee Guidelines # 4 of COVID-19, available on the webpage of LDH COVID-19. All LDH employees working from home and their supervisors are responsible for meeting these requirements. Telecommuting employees – please note the changes to the procedures below:

Work from home or Telework:

Not all positions are suitable for working from home. The work-from-home option is available if the employee has the appropriate equipment to work from home or if the assigned tasks can be performed from home. Appointing authorities and / or the supervisor may assign tasks outside of the employee’s normal duties for the purpose of allowing the employee to work from home and to ensure that all necessary work is performed.

  • Supervisors are responsible for creating and issuing written expectations for employee work schedules and the work product for those who work from home. The supervisor is also responsible for ensuring that each employee acknowledges having received and read the written expectations.
  • Supervisors are responsible for implementing and monitoring a productive work schedule for each employee working from home during this event.
  • Supervisors should maintain regular contact with their employees, including establishing a system of reporting requirements to facilitate contact for the employee to receive the assigned work.
  • Supervisors are responsible for ensuring that employees complete all of the work assigned to them in a timely manner.
  • The employee must acknowledge in writing the written expectations of the supervisor.
  • The employee must be able to provide any necessary equipment as agreed by the appointing authority which cannot or will not be provided by LDH.
  • Each day that the employee works from home, he details in writing the tasks he performs while working from home and the number of hours and minutes spent on each task. The employee must submit this written documentation to his supervisor no later than the last day of the applicable pay period or more frequently if requested by the appointing authority. Documentation of tasks performed and hours worked at home should be kept on file by the unit time administrator for audit purposes.
  • Each employee must provide a telephone number where they can be reached and must be available by telephone during working hours.
  • During working hours agreed to by the employee, each employee must promptly respond to all work-related phone calls, emails, text messages and / or other forms of remote communication. Employees must also participate in all scheduled conference calls.
  • Employees should follow current LDH policies regarding obtaining pre-approval for normal A and B leave, as well as K time, unless otherwise specified herein.

If an employee already has a telecommuting agreement approved in accordance with the policy, that employee may continue to work according to the schedule of that agreement; however, if the need arises, that employee may be required by the appointing authority to report for work at the primary work site as designated by the appointing authority. Any employee currently benefiting from a part-time teleworking contract can be transformed into a full-time teleworking contract in agreement with the appointing authority.

Forms HR-48 and HR-48B

Effective Mon, 06/22/2020, employees can start using the new and improved HR-48B (Disaster Operation Timesheet), Rev. 6/2020. The purpose of this timesheet is to obtain documentation of the work of disaster operations that will meet the Federal Emergency Management Agency (FEMA) requirements for reimbursable time and to accurately capture hourly worked during a state-declared emergency. This sheet is to be used for people working at home or on any site UNDERSTANDING emergency operations center, GOHSEP or shelter.

COVID-19 Expense Tracking and Payroll InstructionsOn March 10, 2020, through OSRAP Memorandum 20-16, state agencies were made aware of the tracking requirements for all expenses and revenue losses related to or resulting from COVID-19.

In order to expedite the approval of expenses related to COVID-19, the expense tracking form will ALSO serve as the expense freeze form. The expenditure tracking form must be signed by the head / supervisor of the budget unit or the finance manager of the LDH EOC. NO FURTHER SIGNATURES will be required to approve expenses related to COVID-19. This form should be submitted for supplier payments with a request for bill payment, to travel for travel related expenses and with P card statements instead of the expense freeze form for COVID-19 expenses. Include Gina Meyer in all COVID-19 expense claim submissions.

Please see the following documents for more information:


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