[HRMS] Timekeeping Guidance for Early Closure

[HR Important Message]

[Office-Human-Resources-V_for_email]

An important message from FSU Office of Human Resources

This message has been approved by Shelley Lopez, Program Director, Communications/Special Projects, for distribution to all Department Representatives.

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

The FSU Tallahassee campus (including the FSU Coastal and Marine Lab at Turkey Point) will be closed due to severe weather beginning Thursday, February 6, 2020, at 12:15 pm (EST). FSU will resume normal operations Friday morning at 12:01 am (EST). The FSU Panama City campus will be closed for the entire day on Thursday, February 6.

Employees should ensure that their time for the pay period has been submitted for approval prior to the closing of the University.

Below is guidance on handling timekeeping and managing hours worked due to this closure.

When and why does FSU provide Administrative Leave for the closure?
The purpose of Administrative Leave (Admin Leave) for University closures is to compensate employees who were prevented from working due to the closure. Full-time salaried employees (USPS, A&P, Executive Service, and Faculty) who work in a campus location that closed early or was closed on February 6, 2020, may receive Administrative Leave equivalent to their established scheduled hours. Departments and employees will need to enter Administrative Leave Taken - ADMHT on their timesheets with the override code CLOSE.

How much Administrative Leave should be entered on my timesheet?
Employees who have an established work schedule on the Tallahassee campus during normal business hours are generally provided 3.75 hours of Administrative Leave for the closure (see example below). Employees at the Panama City campus will be provided eight (8) hours of Administrative Leave for the closure. Employees at satellite locations outside of the Tallahassee area are not provided Administrative Leave.
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When is Comp Time applicable to employees?
Straight Time Comp for A&P Nonexempt and USPS
A&P nonexempt and USPS employees who were granted 3.75 hours of Administrative Leave are only required to work 36.25 hours during the second week of the pay period. A nonexempt employee who works more than 36.25 hours will be eligible to earn Straight Time Comp Earned - REGCE for a maximum of 3.75 hours. A nonexempt employee who works more than 40 hours during the workweek is eligible for overtime compensation.


What are some other common questions?

  *   A&P Exempt Employees working during the closure: A&P exempt employees will not be provided Straight Time Comp for working over 36.25 hours during the workweek.
  *   Employees who have an established overnight schedule: Employees should plan on reporting to work at midnight, 12:01 am on Friday, February 7, 2020.
  *   Employees with approved annual or scheduled sick leave: An employee who was scheduled for leave during the closure period will be granted Administrative Leave and will not be required to record sick or annual leave during the closure.
  *   Employees who were unable to report to work before the closure or after the University reopened: Supervisors who have employees unable to report to work because of the weather should be generous in approving annual leave. In the event the employee depletes their annual leave balance, please refer to policy 4-OP-C-7-E1.4 (b) Advanced Annual Leave for Natural Disasters<https://policies.vpfa.fsu.edu/policies-and-procedures/faculty-staff/attendance-and-leave>.
  *   Employees who were not in pay status prior to the closure: Employees who are out on continuous leave without pay and were not in partial pay status the day before the closure (February 6,2020) will not be granted Administrative Leave.

Other Time Reporting Examples

Workers' Compensation
Since most of these employees are receiving Workers' Compensation for approximately two-third of their wages, their Administrative Leave and Personal Leave should be proportional (approximately one-third). See example below:
Fri
1/31
Sat
2/1
Sun
2/2
Mon
2/3
Tue
2/4
Wed
2/5
Thu
2/6

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

Family and Medical Leave
If an employee is on continuous Parental Leave with FMLA, they must report PARLV and FMLAT for the Administrative Closure. The corresponding leave code can be sick leave, vacation leave, straight time compensatory leave used, overtime compensatory leave used, or leave without pay:
Fri
1/31
Sat
2/1
Sun
2/2
Mon
2/3
Tue
2/4
Wed
2/5
Thu
2/6

8


8
8
8
8
Family Medical Leave Taken - FMLAT




3.75
Administrative Leave - CLOSE



8
8
8
4.25
Sick Leave Taken - SKCHT

Overtime
If a nonexempt employee works more than 40 hours during the workweek, they may be eligible for Overtime Payment or OT Comp Earned. Below is an example of a nonexempt employee who physically worked a total of 44.25 hours for the workweek (four, ten-hour days and 4.25 hours on the closure). Straight Time Comp Earned should be reported between the 36.25 - 40th hour. Time Administration will convert the 4.25 hours on February 6, 2020, to Overtime Pay.

Fri
1/31
Sat
2/1
Sun
2/2
Mon
2/3
Tue
2/4
Wed
2/5
Thu
2/6

10


10
10
6
4.25
Regular Hours Worked - REGHP




3.75
Administrative Leave - CLOSE



4
Straight Time Comp Earned - REGCE

What do I do with 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 for closures. Only the hours actually worked should be reported on the timesheet.
*         OPS Exempt Employees (Graduate Assistants and Adjuncts) do not report time on their timesheets and do not receive Administrative Leave for closures. If the employee is funded during the closure period, their compensation for the week will be unaffected by the closure.

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

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