[HRMS] Timekeeping Guidance for October 25 Closure

HR Important Message HR-FSUimportantmessage at fsu.edu
Tue Oct 22 11:17:22 EDT 2019 


[Office-Human-Resources-V_for_email]


An important message from FSU Office of Human Resources

This message has been approved by Christine Conley, Senior Associate Director of Attendance & Leave, for distribution to all Department Representatives.

To Department Representatives and Supervisors: Please read the following message in its entirety and distribute appropriately.

Florida State University will be closed on Friday, October 25, 2019. Services considered essential to the security and safety of the campus, as well as Homecoming (student-centric events, fundraising, etc.) must continue on this day. FSUS will remain open on October 25.

To be paid for the University closure, USPS, A&P, Executive Service (AEX), and Faculty employees should be in pay status (either working or on approved leave) at least a portion of the scheduled workday before the October 25 closure.
*         Full-time employees receive 8 hours of Administrative Leave for the closure. Part-time employees receive a proportionate number of leave hours for the closure based on their FTE.
?  Example - While a 1.0 FTE employee gets 8 hours of paid Administrative Leave, a 0.75 FTE employee would get 6 hours of Administrative Leave.

*         If you have employees on alternate schedules (full-time or part-time), they should be advised in advance to work the appropriate hours for the workweek of October 25 - October 31, 2019, based on the amount of Administrative Leave they will receive.
How to Report the October 25 Closure

Departments and employees will need to enter Administrative Leave Taken (ADMHT) on their timesheets with the override code CLOSE. See examples below:

Elapsed Timesheet
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Punch Timesheet
[cid:image003.png at 01D588CA.452AC5A0]


OPS Employees
Per University Policy, OPS employees are not eligible to receive Administrative Leave for the closure.

*         OPS Nonexempt Employees (paid for time worked) do not receive Administrative Leave. Only hours actually worked on the University closure should be reported on the timesheet.

*         OPS Exempt Employees (Grad Assistants/Adjuncts/OPS Faculty) do not report time on their timesheets. If the employee is funded on October 25, their compensation for the week will be unaffected by the closure.

Compensatory Leave
A&P and USPS Nonexempt

*         Use "Straight-time Comp Earned - REGCE" if the employee worked more than the required 32 hours during the week of October 25 - October 31 (8 hours maximum REGCE allowed).


If an employee physically worked more than 40 hours during the closure workweek, do one of the following:

*         To generate Overtime Comp Leave Earned - enter OTCCE.

*         To generate Overtime Pay - enter either OVHHP or REGHP.


A&P Exempt

*         Use "Straight-time Comp Earned - REGCE" if the employee worked on the closure and worked more than the required 32 hours during the week of October 25 - October 31 (8 hours maximum REGCE allowed).
USPS Exempt

*         Use "Straight-time Comp Earned - REGCE" if the employee worked more than the required 32 hours during the week of October 25 - October 31.
If an employee physically worked more than 40 hours during the closure workweek, do one of the following:

*         To generate Straight-time Comp Leave Earned - enter REGCE.

*         To generate Pay at the Straight-time Rate - enter REGHP.

Other Types of Leave
Employees on Workers' Compensation
Since most of these employees are receiving Workers' Compensation payment for approximately 2/3 of their wages, their closure pay should be proportional (approximately 1/3). Both the Workers' Comp and the Administrative Leave amounts must be reported on the timesheet.

Elapsed timesheet example for the closure:

Fri
10/25
Sat
10/26
Sun
10/27
Mon
10/28
Tue
10/29
Wed
10/30
Thu
10/31
Time Reporting Code
5.25


5.25
5.25
5.25
5.25
Workers Comp - WKCHT


2.75
2.75
2.75
2.75
Sick Leave Taken - SKCHT
2.75






Administrative Leave - CLOSE


Punch timesheet example for the closure:

Time Reporting Code
Quantity
Fri - 10/25
Administrative Leave - CLOSE
Workers Comp - WKCHT
2.75
5.25
Sat - 10/26


Sun - 10/27


Mon - 10/28
Sick Leave Taken - SCKHT
Workers Comp - WKCHT
2.75
5.25
Tue - 10/29
Sick Leave Taken - SCKHT
Workers Comp - WKCHT
2.75
5.25
Wed - 10/30
Sick Leave Taken - SCKHT
Workers Comp - WKCHT
2.75
5.25
Thu - 10/31
Sick Leave Taken - SCKHT
Workers Comp - WKCHT
2.75
5.25


Employees on Military Leave
All military time reporting codes allow the employee to be paid for the closure, and the department and/or employee needs to enter Administrative Leave for the closure. Refer to the Military Leave Checklist<http://www.hr.fsu.edu/PDF/Forms/timeandleave/Military%20Leave%20Checklist.pdf> for departments for a complete list of military time reporting codes.

 Elapsed timesheet example for the closure workweek:

Fri
10/25
Sat
10/26
Sun
10/27
Mon
10/28
Tue
10/29
Wed
10/30
Thu
10/31
Time Reporting Code


8
8
8
8
Military Leave w/o Pay - MLWHP
8






Administrative Leave - CLOSE

Employees on Family and Medical Leave
If an employee is on continuous FMLA, they MUST report FMLAT on the closure. If the employee is on intermittent FMLA, they do not report FMLAT for the closure. The following is an example of an elapsed timesheet for an employee on continuous FMLA. The corresponding leave code can be sick leave, vacation leave, compensatory leave used, overtime compensatory leave used, or leave without pay.

 Elapsed timesheet example for the closure workweek:

Fri
10/25
Sat
10/26
Sun
10/27
Mon
10/28
Tue
10/29
Wed
10/30
Thu
10/31
Time Reporting Code
8


8
8
8
8
Family Medical Leave Taken - FMLAT



8
8
8
8
Sick Leave Taken - SKCHT
8






Administrative Leave - CLOSE

Resources
Department Representatives should review time entry queries and myFSU BI reports to ensure their department's timekeeping is compliant with University guidelines. Please reference the time entry guidance on the HR website<http://hr.fsu.edu/?page=attendance_leave/attendance_leave_dept_payroll_responsibilities>.

Questions? Contact an Attendance & Leave representative<http://hr.fsu.edu/?page=about_hr/contact/contact&group=section>.

Thank you for your cooperation.



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