4/17/20 UPDATE: COVID-19

Here is the new paid leave policy (called VTO for Vortex Time Off) that will be added to our Vortex Handbook.

https://cdn.prod.website-files.com/5c17eb202f30f957245bfbee/5ee0109de418f217cfa58b5c_VTO-Policy.pdf

Several things to note about this new policy:

1. We are aware that the US government is in the process of issuing new legislation that may require us to adjust our new policy.  But, until they act (with clarity!) we will go with what we are issuing here.
2. We will consider this policy effective immediately, but as of now we do not have the VTO category set up in Paycor.  Paycor corporate has to assist us in this set up and as such we are unfortunately at their mercy for time.  Until we have Paycor ready we ask that each manager/employee keep track of their time so we can adjust as needed.
3. As you will read in the new policy we are trying to make it as flexible as possible.  This is due to the multiple scenarios that may apply.   Here are a few of those scenarios and how we will or won’t apply:

Quarantine – if an employee is required to adhere to a 14 day quarantine (as directed by KDHE, CDC or other directive).  This is covered in the example on the new policy (see attached).  And, here is the link to the most recent KDHE guidance for quarantine and isolation of travelers:  https://khap2.kdhe.state.ks.us/NewsRelease/PDFs/3-15-20%20Quarantine%20recommendations%20FINAL.pdf

Not feeling well –

1. If you don’t feel well then don’t come to work.  We would ask that you immediately contact your doctor to determine if a Covid-19 test is appropriate.
2. If the test is not required by your doctor then you would not qualify for VTO and will be expected to return to work as soon as you feel better.  Essentially this is saying your doctor doesn’t think you have Covid-19 and you have something else (cold, regular flu, brown bottle flu, etc.)
3. If the test is required then you do qualify for VTO.  You should get the test asap and then:

1. If test is positive then you stay home per the guidelines of the CDC.   https://www.cdc.gov/coronavirus/2019-ncov/if-you-are-sick/steps-when-sick.html
   In this scenario you will qualify for VTO.
2. If the test is negative then you stop being eligible for VTO and are asked to return to work when you feel better.  In this scenario you are basically covered with some VTO between the time you are told to get the test until you get the negative test result.  We are going to respect your integrity in this situation and ask that you be in contact with your manager or HR.

Child is home because school is closed – this in itself is not a condition that would allow VTO to be applied.  Our objective in this (current) situation is to have you work with your manager to find a flexible schedule that allows you to get your Vortex work done.

Family member subject to quarantine or not feeling well –

1. If a family member is being quarantined and you are obviously exposed to them then you too should be quarantined.
2. If a family member is not feeling well and believes it may be Covid-19 then we would ask you to consider yourself in their shoes.  Have your family member follow the guidelines above for “Not feeling well”.  If they test positive then it seems reasonable you will need to be tested.  Please contact your physician for direction.

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4/16/20 UPDATE: COVID-19

Information and considerations:

1. Vortex remains open for all employees with regular work schedules.  Consistent with our normal policies, we ask that all employees contact their managers if they need to miss work.
2. One overall objective of the actions being taken are centered around the concept of social distancing.  This means keeping away from large gatherings and locations that have been exposed to large numbers of people.  As such, we are seeing school closings and several events being canceled.  As for work at Vortex, the current situation allows for us to continue work.  Most of us already work in settings that keep us 6 feet or more away from other employees.  If not, then work with your manager to create that space.
3. HIPPA applies to Covid-19 and as such Vortex will respect the required privacy rules related to any illness including Covid-19
4. With local schools closed, we are now actively in the process of trying to accommodate flexible work schedules for those impacted.  Again, the process here is to attempt to allow you to get your 40 hours of work in during a modified time schedule.  Department managers are empowered to define and work through what the appropriate schedules are for their areas of responsibility. (In the past we have allowed kids to come to work with their parent.  Given the current situation we will not allow your kids to come to the work area unless you have received specific approval from the Director of HR or a Vortex VP.)
5. We are limiting visitors to Vortex.  There are some essential visitors/outsiders who keep our operations going.  Those essential visitors will be allowed to enter the facilities.  All other (non-essential) visitors will be encouraged to stay away.
6. Travel – we are banning all non-essential travel until April 10th.  That date will be further evaluated as it approaches.  Essential travel (ie. deliveries, emergencies, etc.) will be allowed, but we ask you to get managers approval before such travel.
7. Work from home folks – we have several employees with company laptops.  Those employees are a) asked to test your connection from home asap and b) asked to start taking their laptops home each night in the event we need you to stay home but still able to work.  We also have a smaller group of employees who may be able to work from home using their home computer.  IT will work with those home computer folks to allow access to the Vortex network.  Any work from home requires your managers approval.
8. Paid time off.  In addition to PTO we have recently created VTO (Vortex Time Off).  Please refer to Jeff Thompson’s email generated on March 16, 2020 or the Vortex Handbook for more information.

For more information please visit:

• CDC: https://www.cdc.gov/coronavirus/2019-nCoV/index.html
• WHO: https://www.who.int/emergencies/diseases/novel-coronavirus-2019
• KDHE: http://www.kdheks.gov/coronavirus/

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