Although talks are continuing between Gov. Mark Dayton and legislative leaders to come up with a budget resolution, “It appears clear at this point in time that we are headed to a shutdown situation,” Commissioner Tom Sorel said today.

Sorel and Deputy Commissioner Bernie Arseneau held a webcast this afternoon to update employees on the shutdown and highlight how the department will function in the days ahead.

To view the webcast in its entirety, click here. 

The department recently released a checklist aimed at familiarizing laid-off employees with business-related tasks that should be completed by the end of business on Thursday, June 30. Items on the checklist include:

Timesheets, business expenses

Employees who are laid off during the shutdown must complete their timesheets for the period of June 22-June 30 by 10 a.m., Thursday, June 30. Employees also should complete any expense reports through June 30 and submit them to their normal payroll administrators no later than noon, June 30.

Voice mail, e-mail auto reply message

Before the end of business on Thursday, June 30, employees should record the following message on their voice mail:

“This is the voice mail for— Name of employee—at the Minnesota Department of Transportation. Most of the department is currently shutdown and I will be out of the office until a state budget resolution has been reached. You may leave a message, but I will be unable to return your call until I am back in the office once the shutdown ends. I apologize for any inconvenience.”

Employees also should create the following e-mail auto reply message for external customers before the end of business on Thursday, June 30:

“I am currently unable to respond to your e-mail. Most of the department is currently shut down and I will be out of the office until a state budget resolution has been reached. I will respond to messages in the order they are received after the shutdown ends and I return to work. Thank you.”

State-issued items

Employees should secure the following state-issued items at their work station:

• Cell phone/blackberry
• Security badge (unless otherwise directed)
• Keys to the building, equipment
• Purchasing card
• Laptop or other portable computer device

To view the full checklist, click here.

General

How will I know when to report back to work?

MnDOT has established a call in number, 888-702-9969, where employees can receive a message on the status of the shutdown and report-to-work information. The department also will post the status of this information on Facebook and Twitter. In addition, calling trees may be used as needed. Employees can visit www.bereadymn.com for additional information.

If I turn in my ID badge, how will I get into the buildings to return to work when the shutdown is over?

Your supervisor and leadership team will greet you upon your return to your work location and provide you access to the building to retrieve your equipment.

Will the Employee Self Service website be available if there is a state government shutdown?

Yes. The Employee Self Service website will be available as usual regardless if you are working or not. Employees can access the site at www.state.mn.us/employee.

Memorandum of Understanding

Which state employees are covered by the Shutdown Memorandum of Understanding?

Employees represented by the unions that approve/ratify the MOU are covered by the MOU. If the MOU is not ratified, the employee’s collective bargaining agreement remains in effect.

Will employees be required to reduce their vacation balances below 275 hours during fiscal year 2011?

No. Employees will not be required to reduce their vacation balances below 275 hours during fiscal year 2011. The requirement remains in place for fiscal year 2012.

NOTE: This provision applies to all employees covered by a collective bargaining contract even if they are designated to perform a critical service.

What if I am unable to return on the date of recall?

Employees shall make every effort to report to work on the date indicated in the recall notice, which may be oral, written or electronic. In any event, employees shall report no later than three working days after that date or at another date as mutually agreed to by the employee and the supervisor or the supervisor’s designee.

To view a full list of MOU FAQs, visit www.bereadymn.com/mou-faq.

Unemployment insurance

How do I apply for benefits?

You can apply online at www.uimn.org by clicking on Apply for Benefits. If you would rather apply by phone, call:

• 651-296-3644 (Twin Cities Metro area)
• 1-877-898-9090 (Greater Minnesota)

When should I apply?

You cannot apply for benefits until you are actually unemployed. Your first full week of unemployment will be the week beginning Sunday, July 3. Therefore, there is no need to apply for unemployment benefits until the week of July 3.

Your benefit account will be effective the Sunday of the week you apply. You have been assigned an application date the week of July 3 based on the last digit of your social security number. To view a table of when you should apply for benefits, visit www.uimn.org/ui/shutdown/index.html#Q3.

When I return to work, do I have to let anyone know I am no longer unemployed?

You do not have to report to the Minnesota Unemployment Insurance program when you return to work. Just request payment for the last week you were unemployed or partially unemployed. The unemployment insurance week runs from Saturday to Sunday; if you return to work mid-week, you must report your gross pay for the partial week so your benefit payment amount can be determined.

For more information on Minnesota’s Unemployment Insurance program, visit www.uimn.org.