UVA Emergency Assistance Fund - COVID-19

UVA Emergency Assistance Fund - COVID-19


The UVA Emergency Assistance Fund for employees and contracted workers has been created to address disruptions in employment and anticipated financial hardships by those affiliated with UVA resulting from the COVID-19 pandemic. It provides employees of the University and associated organizations, as well as those who work for UVA’s major contractors, with financial resources to assist in this time of need.

IMPORTANT NEW INFORMATION 

UVA Medical Center and UPG employees and contractors will now be supported through a new program called the Medical Center & UPG Furlough Support Service.  

This service will provide several means of assistance tailored to each individual. It may include connecting to support programs like unemployment insurance, as well as discussing the potential for Paid Time Off (PTO) advance.

To find out more and to apply, visit the Medical Center & UPG Furlough Service webpage.  

NOTE: All pending requests with the UVA Emergency Assistance Fund from Medical Center & UPG employees and contractors have been forwarded to the Medical Center & UPG Furlough Support Service and will be evaluated there. Requests from the School of Medicine and School of Nursing will be remain with the established UVA Emergency Assistance Fund.   


Reimbursable Expenses

The UVA Emergency Assistance Fund for employees and contracted workers covers reasonable and necessary expenses incurred as a result of a federally declared emergency or disaster such as COVID-19 for the University of Virginia. Examples of these types of expenses are listed below though they are not inclusive, and any extraordinary expense incurred in the context of an emergency or disaster may be compensated at the discretion of the University. 

NOTE: The fund is not intended to compensate individuals for insured expenses, nor is it meant to serve as a vehicle for replacement of wages.

  • Personal Expenses

    Reasonable and necessary personal, family, living, or funeral expenses incurred as a result of COVID-19.

    Included:

    • Clothing, hygiene items, and any other household or personal expenses directly attributed to COVID-19
    • Money spent on food because you or a family member are staying at home
    • Other living expenses incurred due to COVID-19 such as masks, or material to make masks and other protective clothing

    Excluded:

    • Income from wages or salaries of UVA or another employer
    • Bankruptcy Debt
    • Court Ordered Payment or Child Custody Cases
    • Credit Card Debt
    • Entertainment and Recreational
    • Legal fees/fines
    • Life Insurance Payments
    • Pet Expenses
    • Private School or Higher Education Loans/Tuition/Fees
    • Student Room and Board
    • Wage Garnishments and Levies
  • Household and Shelter Needs

    Reasonable expenses incurred for necessary shelter, or for the repair or rehabilitation of a personal residence or its contents to the extent attributable to COVID-19. 

    Included:

    • Shelter costs due to individual or family impacted by COVID-19
    • Temporary housing or separate lodging for employees impacted by COVID-19

    Excluded:

    • Household appliances and furniture payment
    • Household expenses such as cable/satellite television, internet, laundry, security services
  • Health or Medical Emergency

    Attributable to COVID-19, expenses resulting from accident or illness of employee and/or immediate family member resulting in loss of work; out-of-pocket health care expenses not subject to a payment plan with health care provider; care and resources for a critically ill immediate family member resulting in loss of work; spouse/domestic partner laid off work; and dependent care expenses.

    Included:

    • Uninsured medical expenses incurred as a result of COVID-19 (e.g. treatment, hospitalization)
    • Health-related expenses other than uninsured medical expenses (i.e. over-the-counter medications)
    • Dependent care expenses, such as childcare or tutoring expenses for an employee’s dependent due to school closures; remote learning or home schooling expenses, such as home internet, computer for use by a dependent, educational materials, subscriptions to online educational resources, etc.
    • Hand sanitizers or home disinfectants related to COVID-19

    Excluded:

    • Paid Time Off (PTO) or paid leave of absences
    • Flexible Spending Account (FSA) dependent care payments
    • Health insurance premiums (e.g. medical, dental, vision employee premiums)
    • Co-pays or deductibles not directly related to the emergency or disaster

Eligibility

To be eligible to receive a payment from the UVA Emergency Assistance Fund, at least one of the following must apply:

  • An individual must be actively employed by:
    • University of Virginia
    • An individual actively employed or temporarily furloughed by a contracted firm or company providing core operational services to the University of Virginia (see FAQs below for details)
  • An individual must be actively employed by, or temporarily furloughed from, a University-associated organization, such as foundations.
  • Student workers are not eligible for this fund but are eligible for other types of assistance. See FAQ below for details. 

How To Apply

  • Verification

    Before completing the application, please read the following to understand the verification process of need: 

    • The University has established a UVA Emergency Assistance Fund Review Committee (“Committee”), comprised of employees who have no substantial influence over the affairs of the University, to administer the UVA Emergency Assistance Fund.
    • You must attest in writing that insurance is unavailable to cover such expenses.
    • You must also satisfy to the Committee that the need is not recurring, i.e. the need is a one-time event, or that the applicant has the financial ability to pay future debts. 
    • Payment amount will be based on an objective evaluation of the applicant’s needs at the time the payment is made. 
  • Application

    There are 2 ways to apply:

    1. Online - Below is the online application to request reimbursement for expenses that meet the requirements listed above. Once you complete this application and submit, it will be reviewed by the UVA Emergency Assistance Fund Committee and you will be notified as soon as possible if your application has been approved. 

    ONLINE APPLICATION LINK

    2. An alternative to using the online application above, the UVA HR Solution Center conducts telephone intakes Monday through Friday from 8:00 am until 5:00 pm. Please call 434.243.3344 if you prefer to submit your request for assistance by telephone, or if you have questions. 

  • Fund Parameters

    • Only one (1) application to the UVA Emergency Assistance Fund may be submitted per eligible household during any six (6) month period. 
    • The UVA Emergency Assistance Fund for employees and contracted workers is set up to meet the IRS Section 139 Disaster Relief category requirements. 
    • For the purpose of COVID-19, this means a “federally declared disaster” issued by the President of the United States. 
    • Qualified disaster relief payments shall not be treated as net earnings from self-employment, wages, or compensation subject to tax. 
    • Payments will be paid based upon the objective determination of need.
    • The amount of assistance is discretionary and subject to the availability of funds.

FAQs