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Hurricane employee resource center

Employee resources

If you were impacted by the recent hurricanes, please review the following resources carefully to learn more about what resources may be available to you. Programs outlined below apply to all employees unless otherwise specified.

Affected employees are reminded to contact their supervisor as soon as possible to advise of their status and discuss any needed Company assistance.

Disclaimer: These resources are sent on behalf of the management of ExxonMobil and its affiliates.  This material applies to most non-represented, regular employees of ExxonMobil on the U.S. payroll, unless otherwise noted. Applicability to represented employees is governed by collective bargaining agreements and any local bargaining requirements. Certain divisions and affiliates may be covered under separate programs or otherwise may not be covered.

I’ve been personally affected by the recent hurricanes and need help, where do I start?

The ExxonMobil employee hotline – 844-802-2510 – is open for employees to call and register for assistance.  For assistance in making personal hotel bookings or vehicle rentals, please call CWT at 888-662-8785.

What community resources and supportive services are available in my area?

The American Red Cross has developed the following post-storm resources for downloading and sharing with your family and neighbors:

Hurricane Irma 

For disaster assistance and community resources in your area, explore any of the local agencies below:

Florida 

Georgia

North and South Carolina

Hurricane Harvey

For additional disaster assistance and community resources in your area, explore any of the local agencies below:

    Are there any business travel advisories to the regions impacted by the recent hurricanes?

    The latest updates from Travel services are available online

    Did you miss your biometric screening or the Culture of Health Rate deadline?

    For employees living and working in areas impacted by Hurricane Harvey: 

    • In recognition of ongoing personal and business activity disruption for employees residing in counties or parishes designated as federal disasters (DR 4332 and EM-3382) due to Harvey, the Culture of Health Rate deadline has been extended to Friday, Oct. 6.  
    • Rescheduled CoH biometric screening events will be held at the following locations:
      • ExxonMobil Houston Campus Wellness Center | 7 a.m. – 1 p.m. | Sept. 25 - 29
      • Baytown Tiger Gym | 4 a.m. – 12 p.m. | Sept. 26 – 29 | 

    Alternatively, employees can complete their biometric screening at a Quest Lab or physician's office.  

    Questions can be directed to the CoH shared mailbox.

    Do you need support finding temporary accommodation? 

    Oakwood can assist you in finding furnished apartments or interim living. Call Oakwood directly at 800-357-5077. Oakwood is utilized by Cartus, ExxonMobil's relocation company for interim living for expatriates and domestic transfers.

    Cartus Home and Move Program 800-995-6606: The Home and Move® Program provides access to knowledgeable real estate experts who can help you find a new home, and you may earn cash back. This program also assists with the shipment of household goods, storage and preferred lenders. 

    For employees living and working in areas impacted by Hurricane Harvey: 

    Nino Properties can assist you in finding an apartment home for short-term (three months) or long-term lease. Call Nino Properties directly at 713-212-4820.  Nino Properties is based in Houston and is used by ExxonMobil for interns and families needing relocating domestically.

    Do you, or your eligible family members, need support with personal issues?

    Contact Magellan at 800-442-4123 for 24/7 confidential phone consultations and referral assistance in coping with stress or other personal issues. Counselors are aware of the situation and are standing by to assist you. Up to eight counseling visits for you or eligible family members may be provided at no cost to you.

    Do you have need to speak with a financial planner?

    If you have personal financial questions related to insurance and managing short-term cash needs, you may speak with an EY financial planner on the EY Financial Planner Line® at 866-966-1337. EY financial planners are available to assist you Monday through Friday from 8 a.m. to 7 p.m. CT.

    Do you need a disaster assistance loan?

    Employees residing in those counties or parishes designated as federal disasters – Harvey (DR-4332), Irma (DR-4337), or FEMA Designated Disaster (GA EM-3387) – due to the recent storms and flooding are eligible for the tax-protected Disaster Assistance Loan program. 

    • Eligibility includes those employees whose primary residence is in one of those counties, and who incurred damage to their personal property (primary residence, vehicle(s), home furnishings, etc.) due to the storm.
    • The application form for these interest-free loans of up to two months of salary ($15,000 maximum), to be repaid over two years, is posted on ExxonMobil Family.
    • Applications can now be submitted and approved electronically.  Employees must enter their email address and an email address for the appropriate DOAG 7 (or higher) approver. Once the application form is complete, the loan form will route to the designated approver and once approved, to payroll for processing.
    • As additional counties are added to the disaster declaration by the federal government, the Disaster Assistance Loan program eligibility will be expanded to include them. 
    • Employees are to obtain DOAG 7 approval, and then submit completed forms to their HR Advisor. 
    • Loans will be paid based on your pay election in EDA.  To select a different bank for your EFT deposit or to elect EFT instead of a paper check, please update your bank information in EDA or complete the “Direct Deposit form” and submit via email.
    • From the time Payroll receives the completed application, all efforts will be made to process the payment within one week.

    All employees, irrespective of where they reside, who incurred damage to their personal property due to the storm are eligible for ExxonMobil’s Special Emergency Loan program

    Do you need help obtaining medical support?

    For medical emergencies, seek medical assistance immediately at the nearest facility.

    For non-emergencies, if you need assistance in locating a provider, call your Plan's Customer Service Representative (CSR) at the following numbers - Aetna (800-255-2386); Cigna (800-818-9440). The CSRs are aware of the situation and are available to assist even if you don't have your medical ID card. 

    For employees living and working in areas impacted by Hurricane Harvey: 

    • Aetna has temporarily waived prior authorization and pre-certification requirements. In addition, appeal deadlines have been temporarily extended for members. 
    • Cigna has temporarily waived prior authorization requirements for acute medical care and behavioral health care.
       

    Do you need to refill your prescription medication? 

    If you are in immediate need of medication, you can get an authorized refill at a participating retail pharmacy. Restrictions on refill frequency will be waived. 

    If your mail order prescription supply is lost or damaged, your medications can be replaced.  Call the appropriate pharmacy mail order provider: Express Scripts (800-695-4116), Cigna (800-818-9440).  Mail order medications can also be delivered to an alternate address.

    If you need assistance in locating a network pharmacy, or have other questions about a prescription or delivery, call your prescription drug provider's Customer Services Representative:  Express Scripts (800-695-4116), Cigna (800-818-9440).

    Do you need to replace damaged or lost eyeglasses or contact lenses?

    For employees in areas affected by Hurricane Harvey, if your eyeglasses or contact lenses have been lost or damaged, you can order a replacement. For more information, contact Spectera at 877-303-2415.

    Do you need to access telemedicine support?

    For a limited time, Teladoc is making services available free of charge for residents in affected areas who have minor personal health issues needing general medical services.

    Available doctors are U.S. board-certified internists, state-licensed family practitioners and pediatricians licensed to practice medicine in the U.S. and living in the U.S. When you request a visit, Teladoc will connect you with a doctor licensed in your state.

    If you were impacted by Hurricane Harvey, you can request a call from one of Teladoc's doctors through a dedicated hotline – 855-220-4585 or visit www.teladoc.com/harvey

    If you were impacted by Hurricane Irma, you can request a call from one of Teladoc's doctors through a dedicated hotline – 855-221-0370 or visit www.teladoc.com/Irma.  

    Do you have questions about loans and/or withdrawals from your Savings Plan? 

    How can I access money in my Savings Plan Account?
    You can access your money through loans and/or withdrawals.

    How can I request a new loan and/or withdrawal?
    You must use your Personal Identification Number (PIN) to access your account online or contact the Savings Telephone Service (STS) at 1-877-XOM-401K (1-877-966-4015).

    How quickly can I get my money when I make requests?
    Generally, loan and withdrawal checks are mailed first class within three business days of receiving your request. Only withdrawals can be sent via ACH to accelerate payment. You can request a withdrawal via ACH by informing Voya's customer service representative at 1-877-XOM-401K (1-877-966-4015).

    My current home address is not available. How do I change it? 
    Active employees must change their address through Employee Direct Access (EDA) on the Intranet.

    What do I need to know about Savings Plan loans?

    • You must be an employee to request a loan.
    • You generally may obtain two new loans in a given calendar year.
    • Loans are funded from the assets of the Savings Plan, with your individual account serving as collateral.
    • You may have up to three loans outstanding at a time, with no more than two new loans granted in a given calendar year.
    • You may elect 12 - 60 months to repay each loan. Your loan payments via payroll deduction will begin automatically as soon as possible following loan issuance.
    • You may not initiate a new loan if you are delinquent on payments for an existing loan.
    • The minimum loan amount is $1,000. The maximum you may borrow is the lesser of these amounts:
      • 50% of the market value of your vested Savings Plan Account balance, minus any existing loan amounts; or
      • $50,000 reduced by your highest outstanding loan balance during the prior 12 months.

    Can I withdraw money from my Savings Plan Account?

    • Two withdrawals are permitted in the same calendar year from your regular after-tax contributions.  In-plan Roth conversions do not count against this two-withdrawal per year limit.
    • No withdrawals are allowed from your Roth Rollover Account.
    • Withdrawals are available in cash or shares of ExxonMobil stock.
    • The amount of a withdrawal may be limited by the amount of any outstanding loans.

    How many withdrawals can I make? 
    You generally may make a withdrawal from regular after-tax contributions twice during a calendar year.

    Amount of withdrawal
    The amount you have accessible for withdrawal may vary based on your personal situation. In order to know the amount available, contact the Savings Telephone Service (STS) at 1-877-XOM-401K (1-877-966-4015).

    How do I make my request?
    Contact the Savings Telephone Service (STS) at 1-877-XOM-401K (1-877-966-4015).

    Will I be able to take a Savings Plan hardship withdrawal to cover flood-related expenses?
    In accordance with relief provided by the IRS for persons affected by Hurricane Harvey and/or Irma, the Savings Plan will allow participants who were either directly or indirectly impacted by the floods to take a hardship withdrawal without the six-month suspension from making contributions to the Plan. Applications for such hardship withdrawals will be accepted through January 31, 2018. Participants are encouraged to carefully consider this option due to the potentially significant adverse financial and tax impacts.  Please access the related employee communication for additional information.  You may also speak with an EY financial planner on the EY Financial Planner Line at 866-966-1337.

    Do you need to redirect dividends from Shareholder Services?

    To redirect dividends that you may be receiving from Shareholder Services to an alternate address, contact Computershare at 1-800-252-1800.

    How can I protect myself and my family from fraud schemes?

    During times of natural disaster, criminals often take advantage of the confusion to exploit recovery efforts for their own gain.  Attached below are safety tips provided by Global Security on how to recognize common fraud schemes and protect yourself and your family.

    How do I begin and complete the storm cleanup process safely? 

    To help you safely navigate the cleanup process, ExxonMobil Central SSH&E has developed the “Harvey Recovery: Personal Risk Management Plan.”

    For more information, please visit the following links:

    What do I do if I need to make time-off arrangements following the recent hurricanes?

    Employees who need additional time off should use normal guidelines (Personal Time, Vacation, Workplace Flexibility Programs). Employees should discuss options with their supervisors or HR advisors. 

    What if I have time reporting questions following the recent hurricanes?

    What residential flood damage assistance is available for full-time employees? 

    Professional contractor services to assist in the removal of furniture, carpet, floating floors, household debris, drywall, insulation and related items damaged by flood water. If you need assistance, please call 844-802-2510.

    Will my salary be continued? 

    Subject to applicable collective bargaining agreements, salary continuation will be provided through the near term based on your normal work schedule.  Adjustments may be made in subsequent pay periods based on exceptions submitted through your timekeeper / timekeeping system.

    If you have not received your most recent paper paycheck, call Payroll Assistance at 1-800-262-2363 and select option 6. A replacement check can be sent on the following day, considering potential weather limitations.

    If your EFT deposit has not been posted to your account by your pay date, a replacement check can be sent on the following day. Call Payroll Assistance at 1-800-262-2363 and select option 6.

    To select a different bank for your EFT deposit or to elect EFT instead of a paper check, please update your bank information in EDA or complete the “Direct Deposit form” and submit via email.

    Do I need to get a tetanus vaccination to prepare for cleanup activities?

    Being up-to-date on your tetanus vaccines can greatly simplify the treatment for any wound that might be tetanus prone.  

    Exposure to flood waters itself does not increase the risk of tetanus, and thus broad-based tetanus immunization campaigns are not needed. 

    During flood cleanup, the risk of wounds may be increased. For this reason, cleanup workers should be sure that they are up-to-date with tetanus vaccination, ideally before starting cleanup activities. Adults need a tetanus booster shot every 10 years. Td or Tdap can be used; getting the Tdap instead of Td for one tetanus booster during adulthood is recommended to maintain protection against pertussis.

    However, if you have a non-superficial wound that is not clean, and you have not been immunized in the past five years, a tetanus booster (Td) should be promptly obtained. Patients without a clear history of at least three tetanus vaccinations who have a wound that is anything other than clean and minor NEED tetanus immune globulin (TIG) not just a tetanus toxoid containing vaccine.

    More details can be found at the U.S. Center for Disease Control Tetanus Prevention after a Disaster website.

    How is ExxonMobil supporting charitable organizations that are responding to the recent hurricanes?

    ExxonMobil has launched a program to match U.S. employee and retiree contributions to the American Red Cross and Salvation Army on a one-to-one basis, up to $25,000 per donor and up to $3 million in total.  Click here to contribute online and call 877-807-0204 with any questions. 

    A downloadable PDF of the above is also available.

    *This material applies to most non-represented, regular employees of ExxonMobil on the U.S. payroll, unless otherwise noted. Applicability to represented employees is governed by collective bargaining agreements and any local bargaining requirements. Certain divisions and affiliates may be covered under separate programs or otherwise may not be covered.

    Federal Flood Resources 

    Help with recent hurricanes

    Hurricane Irma

    Read safety tips, up-to-date info & rumor control, and how to help Puerto Rico and the U.S. Virgin Islands.

    Hurricane Harvey

    Find up-to-date information on returning home and cleaning up. Dispel any rumors, view all FEMA coverage, and find out how you can help.

    FEMA Recovery Centers 

    Disaster survivors can visit any local FEMA center for assistance. To find your closest recovery center, visit www.fema.gov/DRC.  If possible, homeowners, renters and businesses should register with FEMA before visiting a recovery center. Eligible residents may register for assistance the following ways:

    • Online at DisasterAssistance.gov.
    • Call 800-621-3362 (voice, 711/VRS-Video Relay Service) (TTY: 800-462-7585). Multilingual operators are available (press 2 for Spanish).
    • Via the FEMA app, available for Apple and Android mobile devices. To download, visit: fema.gov/mobile-app.

    The following information is helpful when registering:

    • Address of the location where the damage occurred (pre-disaster address)
    • Current mailing address
    • Current telephone number
    • Insurance information
    • Total household annual income
    • Routing and account number for checking or savings account (this allows FEMA to transfer disaster assistance funds directly into a bank account)
    • A description of disaster-caused damage and losses

    Help for those without flood insurance

    • For affected properties in a declared federal disaster area, the first step is registering with FEMA. You can call 1-800-621-FEMA or visit www.disasterassistance.gov to sign up. The sooner you register, the better.
    • DisasterAssistance.gov also has a lengthy list of links for moving forward after a flood. The list includes a section on what financial assistance is available. On that page, scroll to the “Your Finances, Job and Insurance” section for more info on various types of assistance available.
    • The Small Business Administration offers several types of disaster loans, including home and property loans and business physical disaster loans. Home and property loans may be available to people even if they don’t own a business, the SBA says. Find out more here.

    After the Storm: Supervisor and Manager Guide

    Updated: Sept. 14, 2017
    Supervisors and Managers,

    As many in our country continue to recover from the recent hurricanes, this resource section is intended to help in understanding how to manage conversations with team members, many of whom may still be dealing with personal impacts of the storm and in need of support. 

    Disclaimer: These resources are sent on behalf of the management of ExxonMobil and its affiliates.  This material applies to most non-represented, regular employees of ExxonMobil on the U.S. payroll, unless otherwise noted. Applicability to represented employees is governed by collective bargaining agreements and any local bargaining requirements. Certain divisions and affiliates may be covered under separate programs or otherwise may not be covered.

    What tips are available for working with employees directly impacted by the recent hurricanes?

    The following tips will help you understand how to approach conversations with team members who have been personally impacted by the recent hurricanes (e.g., flooded out of their home, significant financial and/or personal loss):

    • Be patient and show compassion.
    • Once they return to work, spend time with each person face to face.   Let them talk while also respecting their desires and wishes for privacy. Avoid "dismissive" statements in response to an individual's property/possession loss, such as, "it is just stuff, at least you are safe, all the stuff can be replaced."  The person's "stuff" may have held sentimental significance, the individual may not have the insurance/finances to replace it, the "stuff" may be truly irreplaceable (photos, special documents, etc.).  A private setting may be best for this discussion.
    • Keep in contact with team members who are not back in the office, whether they are working from home or working to recover from the storm.  You can use a variety of mechanisms to communicate but it's best not to rely solely on email. Phone calls are a far better way to judge how someone is actually doing.  They may be very busy and have little certainty about their schedule, so allow them to identify a time that suits them for a quick conversation.
    • Don't assume they have accessed or even know about the multitude of assistance and resources being offered by the company.
    • When you speak with them, let them share their situation, then provide specific and targeted information to address their need.  Questions like "can I do anything to help?" are sometimes too broad to be helpful.  Often people who feel overwhelmed may not know what they need, or just brush off the question with an "I'm fine", so it's better to offer specific help.
    • Don't just read off the long list of contacts and websites.  Once you understand their circumstances, be sure to direct them to the most applicable information. Offer to text them the most relevant contact numbers if that would help, and remember that Expatriates should seek guidance from their Expatriate Adviser.
    • In circumstances that are so severe the employees are unable to come to work, don’t feel obliged to talk about "return to work" on every call.  People understand the expectation to return to work as soon as practical.  You can reference the personal time quick reference guide, and discuss questions as needed with HR. Reinforce that the priority is to take care of their family and personal emergency situation and just keep you posted on their status and estimated plans for return.
    • In the case of supervisors/managers that may have been personally impacted, in addition to the recommendations above, don't forget to make arrangements to support their direct reports.
    • Don't overcommit.  It's ok if you don't know the answer.  Take the info down and get the question to the right person (your Manager, your HR contact, your emergency response contact) and for remediation assistance, refer them to the employee helpline (844-802-2510).
       

    What tips are available for working with employees not directly impacted by the recent hurricanes?

    The following tips will help you understand how to approach conversations with team members who may not have been personally impacted by the recent hurricanes, but could still need your support:

    • Be patient and show compassion.
    • Once they get back to the workplace, spend time with each person face to face.   Let them talk while also respecting their desires and wishes for privacy. Don't forget your home-based office team members. Make sure to build in time for a one-on-one discussion during the first week so you can find out how they are doing.
    • Assume nothing.  Ask again for any direct impacts and needs.  And, ask about any indirect impacts (impacts to family members, extended family) that may require their attention.
    • Let them talk about any volunteer or assistance activities they may have been engaged in over the past few days (or may still be engaged in).  Thank them for their service and commitment.  Pay attention to signs of fatigue, and discuss plans for back-ups if they have emergency response duties.
    • If employees have questions about personal risk management associated with storm recovery (e.g., exposure to home remediation hazards, mold, contaminated flood waters, etc.), you may direct them to the following resource: Personal Risk Management Plan.
    • The impact that serious weather events have on our homes and our communities is extreme, both to those who were directly impacted and those who were not.  Remind employees that they can access confidential counseling services via the Employee Health Advisory Program (EHAP) by calling Magellan at 800-442-4123.
    • Should employees have questions about leave provisions,  you can reference the personal time quick reference guide, and discuss questions as needed with HR.
    • Discuss and support the employee's participation in planned/organized volunteer assistance activities as and when those get scheduled.
    • Remind employees of financial donation programs and company match.

    Don't forget your own needs – you can best help others if you are in a good place yourself.

    Read through the lists above – do any of these situations apply to you? Think about your own needs and those of your family and discuss them with your Manager and / or HR as needed.  Should you have any suggestions for additional tips that we can use to improve this guide, please let your HR contact know.

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