Coronavirus (COVID-19) Information for Employees

This page provides information and resources to Maximus employees about COVID-19. We will continue to update you frequently as we monitor and evaluate the evolving situation. If you have any questions, please speak to your supervisor or local human capital representative.

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Latest message from the CEO

June 1, 2020

Announcement about modified work arrangement

Very early on, we established policies and procedures to protect you throughout the COVID-19 pandemic. We are serious about your health and safety and will continue to adjust our approach to deliver on those efforts.
 
You’ve been at the forefront of my mind as COVID-19 continues to affect our country. With the uncertainty of the virus, I believe it to be in everyone’s best interest to continue with our modified working situation through September 30, 2020. This plan includes reduced on-site operations to enable social distancing and continued remote work. This also allows us to continue to effectively apply our enhanced sanitizing process within our office locations. At the same time, we will continue to build on and improve our work from home capabilities and technology.
 
September 30 gives us several months to monitor the situation, during which time we hope the pandemic environment might stabilize. However, no one really knows what the future holds. As we approach this date, we will re-evaluate the situation to determine whether we feel we can safely increase on-site operations.
 
There are many factors to consider as we plan and discuss the potential for increasing on-site operations again, including but not limited to:

  • The prevalence of the virus in the various states and localities in which we operate
  • Federal, state, and local regulations
  • Guidelines from the Centers for Disease Control and Prevention (CDC)
  • Achievement of state and local conditions for phased re-opening
  • Availability of testing for COVID-19
  • Whether a vaccine is available
  • More than 80% of the U.S. population has become immune to COVID-19

We will follow a conservative approach when we feel it safe to increase on-site operations, looking to the CDC, White House and state and local government guidelines. As we increase operations in the office, we will continue to strictly adhere to the precautions we use today, including mandatory face coverings and social distancing, daily pre-shift health screenings through the Clear2Work app, increased regular sanitation, and regularly-scheduled facility decontamination.
 
I truly appreciate your dedication to Maximus and the citizens we serve. Continue to stay safe by washing your hands, wearing a face covering, and practicing social distancing. We can and we will get through this together.
 
If you have any questions, contact your immediate manager or Human Resources representative. 
 
Sincerely,

Bruce Caswell
President and Chief Executive Officer

Face coverings and masks resources

On April 28, 2020, Maximus implemented mandatory face coverings for all employees with the goal to reduce person-to-person transmission at our locations. Face coverings help to reduce how much and how far viral particles travel during everyday activities – like talking, sneezing, or coughing – from someone who is unknowingly infected.

Employee Assistance Program (EAP)

Employees who do not have Maximus health insurance but could benefit from Employee Assistance Program services can speak a qualified Cigna representative at the toll-free number: 877.622.4327. They are available 24 hours a day, 7 days a week, for as long as necessary. The service is open to anyone and free of charge to help people manage their stress and anxiety so they can continue to address their everyday needs.

Are you showing COVID-19 symptoms?

Do not come to work or enter the building if you have any of these symptoms:

  • Fever of 100.4 degree or greater as measured with an oral, ear, or forehead thermometer
  • Cough
  • Shortness of breath or persistent pain or pressure in chest
  • Aches and pains
  • Sore throat, congestion, or runny nose
  • Headache
  • Severe fatigue
  • Flu-like symptoms
  • Nausea and/or vomiting
  • Diarrhea
  • Decreased or lost sense of smell or taste

Contact your local human capital representative immediately if any of the above apply to you. Please, if you are sick, do not come to work or enter the building. 

Office site updates

  • California Health Services Office

    March 20, 2020

    The state of California is under a shelter-in-place directive that went into effect on March 19. Maximus has been deemed an Essential Government Function by our customer. You should report to work according to your regular or modified work-from-home working schedule, as directed by your immediate supervisor. If you have any questions, speak to your supervisor, a member of our management team, or a member of the local Human Capital team.

  • Chicago Shared Services Staff

    March 20, 2020

    For the health and safety of our employees, we have decided to suspend operations for Illinois CES, Pennsylvania IEB, and Michigan MSS Programs effective immediately for cleaning and sanitation. The site will be closed at approximately noon (12:00 p.m. Central) on March 19, 2020, to allow disinfection to occur in accordance with the Centers for Disease Control and Prevention (CDC) guidelines. We have tentatively scheduled return to work on or about April 3, 2020; however, you will receive notice of the return to work date once confirmed.

  • Idaho Employment & Training

    March 19, 2020

    For the health and safety of our employees, we have decided to suspend onsite operations for the Idaho Employment & Training program, including our Coeur d’ Alene (CdA), Idaho office. The sites will be closed to allow disinfection to occur and in accordance with the Centers for Disease Control and Prevention (CDC) guidelines. Employees will work from home for the foreseeable future. 

  • New York City, New York: CQA

    April 15, 2020 

    Decontamination cleaning using proper EPA approved disinfectants to combat COVID-19 has been completed for the New York City contact center. The site will reopen on Thursday, April 16, 2020 at 8:00 a.m. ET.

  • Wayne County, Michigan Contact Center

    March 20, 2020

    For the health and safety of our employees, we have decided to suspend onsite operations for the Wayne County, Michigan contact center. The site will be closed to allow disinfection to occur and in accordance with the Centers for Disease Control and Prevention (CDC) guidelines. 

Health Screening Assessment Information

To help maintain a safe work environment for our employees, we are implementing a health screening assessment to make sure that anyone entering a Maximus building is not showing symptoms of COVID-19. This process is being implemented at all operating sites across the U.S. and will help us maintain a safe work environment for our team.

All employees who go into an office will be required to complete the Clear2Work Health Assessment each day. You will not need to perform the self-assessment unless you come into the office.

The information you provide through the health screening assessment will only be used to determine your eligibility to enter a Maximus workspace. The screening questions follow Center for Disease Control and Prevention (CDC) and Equal Employment Opportunity Commission (EEOC)/ Americans with Disabilities Act (ADA) guidance. The information is maintained separately from other Maximus Human Capital records. 

Employee resources

Latest guidance: our commitment to employee safety

Maximus takes the health and safety of our employees very seriously. Our leadership, risk, and corporate communications teams is meeting daily to assess the situation at our operating locations and to discuss appropriate measures.

  • Living Your Life During the Pandemic Webinar

    Watch the August 6 webinar recording


    DISCLAIMER: THIS WEBSITE DOES NOT PROVIDE MEDICAL ADVICE
    The information contained on this webinar/website, including but not limited to, text, graphics, images, and other material are for informational purposes only. None of the information or material constitutes or is intended to be professional medical advice, diagnosis, or treatment. Always seek the advice of your physician or other qualified healthcare providers with any questions you may have regarding a medical condition or treatment and before undertaking a new healthcare regimen. Never disregard professional medical advice or delay in seeking advice or treatment because of something you have read or heard on the website.
     

  • Resilience in a Time of Uncertainty Webinar

    Watch the May 7 webinar recording

    Watch the April 21 webinar recording


    DISCLAIMER: THIS WEBSITE DOES NOT PROVIDE MEDICAL ADVICE
    The information contained on this webinar/website, including but not limited to, text, graphics, images, and other material are for informational purposes only. None of the information or material constitutes or is intended to be professional medical advice, diagnosis, or treatment. Always seek the advice of your physician or other qualified healthcare providers with any questions you may have regarding a medical condition or treatment and before undertaking a new healthcare regimen. Never disregard professional medical advice or delay in seeking advice or treatment because of something you have read or heard on the website.
     

  • What you can do

    Do not enter the building if you:

    • Have any of these symptoms:
      • Fever of 100.4 degree or greater as measured with an oral, ear, or forehead thermometer
      • Cough
      • Shortness of breath or persistent pain or pressure in chest
      • Aches and pains
      • Sore throat, congestion, or runny nose
      • Headache
      • Severe fatigue
      • Flu-like symptoms
      • Nausea and/or vomiting
      • Diarrhea
      • Decreased or lost sense of smell or taste
    • Were knowingly exposed to COVID-19
    • Are waiting results from a COVID-19 test
    • Traveled within the last 14 days

    Contact your local human capital representative immediately if any of the above apply to you. Please, if you are sick, do not come to work or enter the building. 

    If you do feel well and come into work, please be vigilant about frequent hand washing and keep your work area clean.

    * Fever defined as 99.5°F or higher using an oral [digital or mercury] or ear thermometer

  • Employee options

    Given the likely progression of COVID-19, and the uncertain nature of this novel virus, we are working to support you if you become ill or have direct exposure.

    Nobody should feel that they cannot take the time off needed to get tested or have to come to work sick. And if you become sick or are asked to stay home due to colleagues being sick, we have options to support you.

    You should contact your local human capital representative to understand the options for support that are available to you. If you are ill or have direct exposure to someone with COVID-19, contact your healthcare provider immediately. Then, contact human capital to explain your situation and see what options are available to you. Visit the COVID-19 site on our company's intranet for more information about leave options. View the most recent employee response policy

  • Staying healthy

    For day-to-day practices, we want to continue to recommend the techniques provided by the World Health Organization (WHO) and U.S. Centers for Disease Control (CDC) to help protect yourself from viruses:

    • Wash your hands often with soap and water for at least 20 seconds, especially after visiting the bathroom; before eating; and after blowing your nose, coughing, or sneezing
      • If soap and water are not readily available, use an alcohol-based hand sanitizer with at least 60% alcohol
    • Cover your cough or sneeze with a tissue, then throw the tissue away
    • Refrain from touching your eyes, nose, and mouth
    • Clean and disinfect frequently touched objects and surfaces
      • The Environmental Protection Agency (EPA) has provided a list of the recommended disinfectants capable of combating COVID-19.
    • Avoid close contact with people who are sick

    In support of your overall health, always work to get plenty of rest, stay hydrated, and eat healthy foods to support your immune system.

  • Updating your contact information

    We are taking precautionary measures in case we need to contact you outside of work. We ask that you update your contact information in Workday, including your personal email and mobile phone number. Please refer to the Change Contact Information Job Aid for help. 

  • What we are doing

    To best implement the CDC's recommendations for our business, we continue to enforce and implement controls and processes. As the CDC gives new recommendations or circumstances change, we will adapt and pivot to meet the challenge head-on. We are:

    • Implementing an enhanced cleaning schedule to clean sites multiple times per day
    • Notifying employees to contact their supervisor and human capital if they are sick or have traveled outside the United States recently
    • Emphasizing to employees to stay home when they are sick and contact their healthcare provider
    • Providing options to employees for self-quarantine
    • Delivering guidance on handwashing and good hygiene practices
    • Restricting non-essential business travel
    • Staggering employee seating where available
       
  • COVID-19 testing

    Cigna will cover COVID-19 testing similar to a preventive benefit for its subscribers. This means Cigna subscribers will not be subject to copays, deductibles, and co-insurance for testing related to COVID-19.

    For individuals diagnosed with COVID-19, Cigna will ensure all patients receive the care they need. 

    Employees on other health plans should contact their insurance provider with questions about coverage for COVID-19 testing.

  • Business travel

    Your safety and the safety of our employees is our top priority. Due to the current COVID-19 pandemic, Maximus will only approve essential business travel due to the increased risk of exposure to and spread of the COVID-19 virus. All non-essential business travel continues to be unapproved until further notice. If you have any current or upcoming trips planned, speak with your manager about the logistics of the trip and to determine whether the trip is essential to the business.

    Refer to the Corporate Travel page on My Maximus for more helpful information.

  • Personal email use

    As some employees may begin working remotely during the current COVID-19 pandemic, the Privacy Office would like to remind staff about the use of personal email at work.

    Do not use personal email for MAXIMUS work, and never send an email to a personal account that contains:

    • An individual’s protected health information (PHI)
    • An individual’s personal information (PI)
    • Company proprietary information

    It is never okay to send work-related information to a personal email account – even if the reason is to work from home or to access information from a different MAXIMUS location. When you do this, the information you are sending is no longer protected with MAXIMUS security controls.

    Sending information to personal emails puts both you and MAXIMUS at risk, and is a violation of Company policy. See the Information Security Governance Set and the Statement of Privacy Practices for specific details.

  • Standards and Practices Playbook

    Throughout the COVID-19 pandemic, Maximus has created policies, standards, and practices to provide a safe work environment and address the wellbeing of our staff. As many projects begin to return to our work environments and for those currently working in Maximus locations, it is important for all staff to understand the requirements, expectations, and guidelines that we have set forth.

    The COVID-19 Standards & Practices Playbook outlines our approach to business operations and summarizes safeguards during the pandemic. The document also provides a high-level overview of employee protections and what we do to preserve the physical, financial, and emotional wellbeing of staff. Individual projects may have additional standards and practices based on the nature of their work.

Other helpful resources

COVID-19 is an infectious disease caused by the most recently discovered coronavirus. Coronaviruses are a large family of viruses that may cause illness in animals or humans. In humans, several coronaviruses are known to cause respiratory infections ranging from the common cold to more severe diseases such as Middle East Respiratory Syndrome (MERS) and Severe Acute Respiratory Syndrome (SARS).

Past employee communications from the CEO

May 4, 2020: Health Screening Assessments

Maximus remains committed to your health and safety, and we are taking every practical precaution to protect our employees. We continue to adjust our approach and response to this pandemic every day as new information emerges.
 
We have begun to roll out a process that requires individuals to complete a brief health assessment through an app or online before coming into work. This process is being implemented at all operating sites across the U.S. and will help us maintain a safe work environment for our team. While we are focusing first on our colleagues who are still coming into the office, all of us, including me, will be required to register. You will not need to perform the self-assessment unless you come into the office.
 
You must complete the health assessment each day before coming into work, using your own mobile device, online, or a paper version to bring with you to the office.
 
Based on your responses, you will receive a notification on your clearance status. If you are cleared, you will proceed to work as normal. If you are not cleared, you should not come to work and first contact your health care provider and then reach out to your local Human Capital representative.
 
More information about training for the system and specific dates for your site’s launch of the process will be communicated to you by your project leadership over the coming weeks.
 
Thank you for considering the health and wellbeing of our colleagues and for your continued service to the citizens we serve.

April 2, 2020:  Maximus social distancing requirement

We know that the best way to prevent illness is to avoid exposure to the virus in the first place. Strict adherence to social distancing is by far the best strategy we have for helping to flatten the curve of COVID-19 infection rates.
 
That’s why it is important and required that you ensure that you and everyone around you is social distancing. The Centers for Disease Control and Prevention (CDC) defines close contact as anyone within six feet of each other.
 
Maximus is taking a no exception stance on social distancing within the workplace. All employees must maintain a six-foot distance from others at all times while on Company property – both inside and outside the building. It is our shared responsibility for all spaces, including smoking areas, parking lots, and common areas outside. I strongly encourage you to follow this directive at home and in public.
 
I know this doesn’t come easily or naturally for us. The key to social distancing is being constantly aware of your surroundings and communicating with others. It will take teamwork to help keep us all safe at work. Here are three steps you can take:

  1. Assess your surroundings: Check to see if you can maintain six feet of distance in every space you enter or travel through. If there is not enough space to maintain that six-foot distance – wait or do not enter the space until you can maintain the distance.
  2. Communicate: If possible, announce yourself to the others. Let them know where you would like to go and how you plan to do that. For example, “Hi, I would like to wash my hands. I will wait here for you to finish so that I can keep a safe distance between us.”
  3. Be vigilant: If you see people too close together, remind them of the new policy. The kindest and most responsible action you can make every day is always to stay at least six feet away from others.

What does social distancing look like?

Bathroom: If already half full, wait outside, come back later, or try a different bathroom. When washing your hands, be sure to alternate sinks to maintain your distance from others.

Doorways and hallways: Stand at one end and wait for your coworker to pass before entering, as if it were a one-lane bridge. At shift changes, create a plan to stagger releases to avoid high traffic. 

Elevator and stairs: Limit one person per elevator. Use stairs if you can, but do not go in the opposite direction of the normal flow for that time of day.

Printer: Line up for the printer with six feet of space between each user. If you can see the printer from your workspace, get up when you know that it is safe to collect your print job.

Break room: If there aren’t many people, enter and maintain your distance. Wipe down any surface you touch.

Meetings: Have your meeting by phone. Skype is also a messaging tool you can use to stay connected with your coworkers.

Greetings: There are many creative ways to greet your friends and colleagues from a distance. Some we’re using include the peace sign, waving your hand, or a head nod to each other.

For this to work, we need everyone’s full participation. So we are clear, anyone who blatantly violates this guidance may be subject to disciplinary action. We appreciate your cooperation, especially those of you who are already exercising social distancing.


March 21, 2020: Expanded COVID-19 Temporary Response Policy

First, we want to thank each of you for your continued dedication to our work in support of the programs and clients we serve. This is a difficult time, but many of you have been with us for years and we continue to be strong and show resolve. Now more than ever, our citizens need us for support and guidance. We have comprehensive plans, strong leadership, and employees who are dedicated to our values and goals to see us through.

We are expanding our criteria for our COVID-19 Temporary Response Policy. We will use the Maximus funds we set aside for a variety of scenarios that might affect you and your family during the COVID-19 outbreak, such as quarantine, care for sick family members, or child care.

The expanded COVID-19 Temporary Response Policy (found on our company's intranet) outlines additional situations for those who may be at high risk for COVID-19, are unable to work remotely, and as a means for social distancing. In addition, employees can take up to five days of advanced paid time off (PTO) if they have a zero PTO balance and are absent due to illness not related to COVID-19, either for themselves or a family member. 

Approval for the Paid Administrative Leave and Emergency Paid Sick Leave discussed in the policy will be at management and human capital discretion, based on each individual's unique situation, operational demands, flexibility, and the program’s criticality in delivering essential services to citizens.

We encourage you to review the policy to understand the guidelines for each category. Each has specific requirements to qualify, and you must follow the procedures outlined in the policy. Work with your local management team and a human capital representative if you have any questions on the policy. We have received many good questions since first communicating the policy this week, and we’ve sought to address these through the expanded policy and an FAQ that will be available soon.

Again, we all hope that only a small number of our employees will need to rely on these safety nets, but it’s critical that they exist for all employees as your health and safety is our first priority. We will continue to monitor the changing situation and will look for other opportunities to update or implement new policies, if needed.

We appreciate everyone’s cooperation and understanding as we navigate these extraordinary times together. You’ve demonstrated patience, dedication, and resolve in keeping our services going while adapting to new ways of working. I could not be prouder of all of you. This is a time that demands a perspective greater than ourselves, and the concern you are demonstrating through your work for many who are less fortunate, and for your colleagues and friends, exemplifies the core values of our company.
 

March 18, 2020: Employee leave options related to COVID-19

We are all doing our best to get through the historic challenges posed by the COVID-19 pandemic. Although no one knows how things will progress or when we can return to normal life, we can control how we respond and how we prepare for what comes next. To that end, Maximus leadership has been working hard to address your greatest concerns. We understand the fear and anxiety that we all have in these uncertain times and want to be sure that we can help reduce some of that stress by providing additional flexibility and stability.

Congress recently passed the Families First Coronavirus Response Act to help small companies and their employees adapt to the health and financial challenges. While Maximus is too large for the Act to apply, we want to provide the same standard of care to our people and your families. We are here for you and you should not have to choose between your health and coming to work during this pandemic.

We have set aside Maximus funds for a variety of scenarios that might impact you during the course of the COVID-19 outbreak, such as quarantine, care for sick family members, or child care. We hope that nobody has to rely on these safety nets, but we want to be prepared.

Approval for emergency paid sick leave will be at management discretion, based on each individual's unique situation, operational demands, flexibility, and the program’s criticality in delivering essential services to citizens. The additional pay options will provide emergency paid sick leave to eligible employees that include job protection provisions and continued health benefits. If approved, you will not need to use your paid time off (PTO) before having access to this benefit.

These are challenging times, and we are committed to looking out for your safety and wellbeing as we work through this together. Thank you for your continued understanding and all of your contributions to help the government serve the people. If you have any questions about taking time off from work due to the COVID-19 virus, please speak with your immediate supervisor or local human capital representative. Visit the COVID-19 site on our company's intranet for more information about leave options.
 

March 17, 2020: Employee update on COVID-19

As we navigate COVID-19 together, we know you probably have questions about COVID-19, your health, and what will happen next. We're here for you.

First and foremost, contact your healthcare provider and human capital if you are sick. Do NOT come into work. Human capital will work with your program and you to answer questions and determine what options are available for your situation. Under challenging circumstances like these, we all must do our part to take care of one another. The most important thing you can do to help is staying away from work if you are sick or have encountered someone who has a confirmed diagnosis of COVID-19.

The leadership, risk, and corporate communications teams continue to monitor the Centers for Disease Control and Prevention (CDC) updates and suggested actions. Also, we consult with our medical experts daily to assess the situation and possible impacts on our people and our projects. Some programs have implemented waivers or eased attendance restrictions as they relate to COVID-19. 

The work that we are doing is critical; especially in health and human services during this time. Many of our programs serve the most vulnerable and at-risk communities across the country. Seniors, families, and people with serious health concerns are contacting you for the guidance necessary to ensure their safety and wellbeing. We are working with our clients to find the best ways to keep serving those people while at the same time doing everything possible to keep Maximus staff safe and healthy.

As a global company, our teams and people are right on the front lines of responding to COVID-19 and government preparations to meet that challenge head-on. Right now, Maximus representatives are answering the phones for the CDC at 1-800-CDC-INFO, and teams in all 50 states and the District of Columbia are helping states with surge capacity to answer questions from the public. 

We are all working together as part of a historic effort to help people get through this difficult time. Thank you for being part of that mission and thank you for all of your hard work and dedication.

 

View all employee communications on My Maximus