[HRMS] Timekeeping Guidance Due to Tropical Storm Fred

[HR Important Message]

[Office-Human-Resources-V_for_email]

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

Florida State University Tallahassee Campus, Panama City Campus, and the Coastal & Marine Lab were restricted to essential personnel on Monday, August 16, 2021. Below is guidance on handling timekeeping and managing hours worked due to Tropical Storm Fred.

Who is eligible for Administrative Leave?
Employees who cannot complete their job duties remotely will be provided Administrative Leave for Monday, August 16, 2021. Full-time salaried employees (USPS, A&P and Faculty) unable to work remotely will receive up to receive 8 hours of Administrative Leave not to exceed their FTE for the workweek. Part-time employees will receive a proportionate number of leave hours based on their FTE. Departments and employees will need to enter Administrative Leave on their timesheets with the override code CLOSE. Employees should be in pay status (either working or on approved leave) for the scheduled workday before August 16, 2021.

Who is NOT eligible for Administrative Leave?
Employees with job duties that can be performed remotely should be Teleworking on August 16, 2021, and are not eligible for Administrative Leave. Additionally, employees directly involved with the protection of life and property (i.e., law enforcement) and patient care (i.e., nurses and emergency first responders) are considered essential in emergencies based on the duties inherent in their position. Hours worked can be documented as Regular/Contract Hours Worked (REGHP/REGCP) and, if applicable, personal leave.

Employees designated as On-Site Essential Personnel
Employees designated by their Dean, Director, Department Head, or designee as on-site Essential Critical Personnel or Medium Priority Personnel should report the correct hours worked during restricted operations. The compensation of Essential Personnel is contingent upon an employee's FLSA classification, pay band, and essential personnel designation level as outlined in the Essential Personnel Classification & Compensation<https://policies.vpfa.fsu.edu/policies-and-procedures/faculty-staff/attendance-and-leave#E13> policy. Reports of Essential Critical Personnel<https://www.hr.fsu.edu/sites/g/files/upcbnu2186/files/PDF/Forms/classification/Essential-Employees-Spreadsheet-fill.pdf> should be sent to HR no later than 72 hours after University on campus operations have resumed. Medium Priority<https://www.hr.fsu.edu/sites/g/files/upcbnu2186/files/PDF/Forms/classification/Medium-Priority-Personnel-fill.pdf> reports can be maintained at the department level.

How to Report Administrative Leave on August 16

Employees eligible for Administrative Leave Taken (ADMHT) will need to document it on their timesheets with the override code CLOSE. See examples below:



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Nonexempt On-site Essential Critical Personnel
Nonexempt employees designated as Essential Critical Personnel should report hours worked on-site during restricted operations with the time reporting code Campus Closure Hours Worked - CCRHP and Administrative Leave Taken (ADMHT) on their timesheets with the override code CLOSE. See the example below:

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Exempt Essential On-site Critical Personnel and Medium Priority Personnel
Exempt employees in pay band 4, 5, and 6 that are designated as Essential Critical Personnel or Medium Priority Personnel that worked on-site during restricted operations should report Straight-time Comp Earned - REGCE and Administrative Leave Taken (ADMHT) on their timesheets with the override code CLOSE. See the example below:

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Nonexempt On-site Medium Priority Personnel
Nonexempt employees designated as Medium Priority Personnel that work more than the required number of hours in the workweek during restricted operations can report Straight-time Comp Earned - REGCE and Administrative Leave Taken (ADMHT) on their timesheets with the override code CLOSE. See example below:

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

  *   OPS Nonexempt Employees (paid for time worked) do not receive Administrative Leave. Only hours worked on August 16 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 August 16, their compensation for the week will not be impacted.

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

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