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For Employees

University Status

Classroom instruction at Rutgers – Camden, Newark and New Brunswick

  • Beginning Thursday, March 12, through the end of spring break on Sunday, March 22, all classes are canceled.
  • Beginning Monday, March 23, all course instruction will be delivered remotely. All face-to-face instruction is suspended for the remainder of the spring semester. This includes any class meetings.
  • Individual instructors are expected to be in contact with their students regarding their plans for remote instruction prior to March 23.

Instruction at Rutgers Biomedical and Health Sciences

  • Courses at RBHS will continue as scheduled.
  • Beginning Monday, March 16, all RBHS classes were provided remotely. RBHS deans from the relevant schools will be in touch with students regarding more detailed plans for remote instruction.
  • Students should contact their deans re: clinical rotations and clinical instruction.

Campus activities

  • All events scheduled at the University through the month of May are suspended.
  • The NCAA and Big Ten have suspended all athletic competitions.

University offices and services

  • University offices and services will remain open.
  • Effective Wednesday, March 18, 2020, beginning at 6 a.m. the university will operate under a “card access only” model. During this time, buildings/rooms with electronic access control readers will require the use of RU ID cards for entry at all times. Only RU IDs with appropriate permission(s) will provide access to these locations. In light of this important change of protocol, all Rutgers community members should be sure to have their IDs with them whenever they are on campus.
  • Employees are strongly encouraged to use teleconference services, such as Webex, in lieu of in-person meetings.
  • Specific guidance for health care workers who have direct contact with patients is available from the Executive Vice President of Health Affairs.
  • Please take steps to protect your health and the health of your coworkers by following guidance on prevention and care. If you feel unwell, please stay home.

Mail Services [NEW]

Effective March 23, Mail Services will suspend normal departmental mail delivery to campus locations on the Newark, RBHS, Piscataway and New Brunswick campuses until further notice.

Important Notices for Rutgers New Brunswick, Rutgers Newark, and RBHS:

  • RBHS loading docks will remain open but will not be delivering. Departments will need to go to the loading dock area to retrieve their packages.
  • Campus mail will continue to be transported between Newark/ New Brunswick and Camden/ New Brunswick.
  • Mail Services will be working with UPS, FedEx, DHL, Amazon, Laser Ship and Office Depot to redirect departmental deliveries (with the exception of RBHS loading dock locations) to one of the Mail Hubs mentioned above. These packages will be held until picked up by their respective department.

New Brunswick/Piscataway areas:
In place of the former mail delivery system, departments will have two options:

  1. Departments may pick up their mail and drop off outgoing mail at the following locations between 9:00am – 2:00pm, Monday through Friday.
    • Departments with an address that contains zip code 08901, please use our Mail Services Hub located in the rear of ASB II, 57 U.S. Highway 1 on the Cook Campus. Entrance through the rear loading dock, use doorbell if the door is closed.
    • Departments with an address that contains zip code 08854 please use our Mail Service Hub located at Tillet Hall, 53 Ave E on the Livingston campus. Entrance through the rear loading dock, use the rear entrance double doors.
  2. Departments may request that their mail be held at the ASB II Mail Facility or Tillet Hall Facility for an extended period of time. Please email mailquestions@ipo.rutgers.edu to request this option.

Please feel free to contact Tom Stadthaus (New Brunswick) at tom.stadthaus@rutgers.edu or at 848- 932-4267.

Newark Areas:
In place of the former mail delivery system, departments will have two options:

  1. Departments may pick up their mail and drop off outgoing mail at the following locations between 9:00am – 2:00pm, Monday through Friday.
    • Departments with an address that contains zip code 07103 please use Mail Services located at 30 Bergen St, ADMC complex, room 212, please use the rear door in the rear of the parking lot
    • Departments with an address that contain zip code 07102 please use Mail Services located at 110 Bradley Hall, our office is on the first floor next to the elevators.
  2. Departments may request that their mail be held at our Mail Facility for an extended period of time. Please email mailquestionsnewark@ipo.rutgers.edu to request this option.

Please feel free to contact Sam Bandy (Newark) at 973-972-4060 or Samuel.bandy@rutgers.edu with any questions.

Camden Areas:
These changes do not apply to the Camden Campus Mail service. For more information on Camden Mail Service please contact Shari Wakeley 856-225-6003 or shari.wakeley@rutgers.edu

University Procurement Services [New March 26]

Guidelines have been issued to help ensure that we can continue to provide quality services related to shipping and deliveries to Rutgers and non-Rutgers addresses.

Guidance on Traveling to and from Rutgers [NEW March 22]

In response to questions about a potential essential employee card or letter, John Hoffman, Senior Vice President and General Counsel, has developed the following guidance in accordance with the Governors Executive Order 107:

  1. Display your Rutgers ID, which you should keep with you at all times;
  2. If you are stopped explain that you are traveling to or from work at an educational institution, or in support of essential operations at an educational institution, and that remote support of this educational function is not practicable, all of which is expressly provided for in the Governor’s Executive Order (EO 107 at paragraphs 2, 10-11); and
  3. Verification of your employment can be provided by RUPD, which can be reached at 848-932-7211.

Guidance on Telecommuting and Leave Policies [UPDATED]

As part of our continued efforts to advance measures to support the health and well-being of our community, the university has formalized the COVID-19 Telecommuting and COVID-19 Paid Leave (CPL) process and guidelines.  These guidelines are effective immediately and will be in place through April 30, 2020.  These measures are in concert with guidance provided by the State.

Read about the guidelines in Senior Vice President for Human Resources & Organizational Effectiveness Vivian Fernández’s message to the University Community.

Financial Considerations

In the upcoming weeks, departments may incur unforeseen expenses or receive requests to refund student tuition and fees directly related to COVID-19 occurrence or events. Rutgers has instituted procedures to track the financial impact of COVID-19. Please note that this guidance is not budget authorization for reimbursements or other transactions – those must go through the processes as defined by the appropriate school, department, and by Chancellors or central administrative units.

If you have questions about expenses or requests to refund student tuition or fees related to the COVID-19, contact your Chancellor’s or Senior Vice President’s office. For more information about tracking the financial impact of COVID-19 see this message from Executive Vice President J. Michael Gower.

Travel Cancellations

All Rutgers-sponsored international travel is suspended and domestic travel is not recommended until further notice. If you have any booked travel arrangements, please adhere to the following guidelines to cancel your travel plans.

Airline Reservations Booked through a Travel Agency

  • Contact the booking travel agency to cancel the reservations.

Airline Reservations Paid for with Personal Funds/University Travel Card

  • Cancel the reservation via phone through the agency/airline. Typically, after a reservation is canceled, you will have up to one year from the date the ticket was issued to use the credit from the canceled ticket (minus the change fee). Please confirm the cancellation policy directly with the airline.
  • Submit a completed and approved Cancelled Trip Notification Form to expenseexception@finance.rutgers.edu. Once approved by University Procurement Services, the form must be attached to the expense report for reimbursement along with the trip itinerary, proof of payment, and proof of cancellation.

 Hotel and Conference Registrations

  • Contact the hotel and/or conference host directly to request cancellations and refunds. Refund checks should be made payable to “Rutgers, The State University of New Jersey” and submitted with the Cancelled Trip Notification Form to the address on the form.

Please review the Cancellation Tracking Matrix and submit any documentation related to cancelled trips to University Procurement Services for tracking of residual funds and notifications of available credits for future travel. If you have questions, please contact the Procurement Help Desk at procure@finance.rutgers.edu.