[HRMS] Tropical Storm Nicole Timekeeping Guidance

Wed Nov 9 15:08:53 EST 2022

[Office-Human-Resources-V_for_email]

An important message from FSU Office of Human Resources

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

Please share this information with faculty and staff in your department.

Due to the threat of severe weather resulting from Tropical Storm Nicole, Florida State University Tallahassee campus will be closed for business operations starting Wednesday, November 9 at 11 p.m. and remain closed Thursday, November 10. The University is closed on Friday, November 11, in observance of Veterans Day. Additional updates can be found at https://alerts.fsu.edu/. The Panama City campus is expected to remain open at this time.

Time entry will remain on our accelerated schedule for pay period 'J' (ending 11/10/22). The time entry deadline for pay period "J" is Wednesday, November 9, at 5 p.m. Time approvals will be moved up to 9 a.m. on November 10. Normal processes will resume on Monday, November 14. Please review the accelerated time-entry and approval deadlines for this pay period. Department HR Representatives responsible for time entry, approvals, and Cost Center verification should be available to complete necessary payroll processes and payment verifications aligned with the deadlines below.

Payroll Schedule 'J' Overview
Wednesday, 11/9/22 - 5 p.m. Time Entry Deadline
Thursday, 11/10/22 - 9 a.m. Approvals Deadline and 10:30 a.m. First Cost Center Report in myFSU BI
Monday, 11/14/22 - Second Cost Center Report and 10:30 a.m. Case Deadline
Tuesday, 11/15/22 - Final Cost Center Report

Reporting Administrative Leave
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) for at least a portion of the scheduled workday on November 9, 2022.

  *   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.
Employees designated as Essential Personnel
Employees designated by their Dean, Director, Department Head, or designee as Essential Critical Personnel or Medium Priority Personnel should report the correct hours worked during the closure. 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. Exempt employees in pay band 7 or higher, or employees who have not been designated as Essential, will be credited hours worked, and administrative leave will be reduced. 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 the November 10 Campus 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

[cid:image004.jpg at 01D8F44D.2CAFAF80]

Punch Timesheet

[cid:image006.jpg at 01D8F44D.2CAFAF80]

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

[Graphical user interface, application, table, Excel  Description automatically generated]

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

[Graphical user interface  Description automatically generated]

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:

[Graphical user interface, application, table, Excel  Description automatically generated]

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 November 10 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 November 10, their compensation for the week will not be impacted.
Satellite Campuses
Please contact Attendance and Leave for further guidance.

Questions? Please contact a member of the Attendance & Leave staff<https://hr.fsu.edu/about-us/contacts?tid=16>.

-------------- next part --------------
An HTML attachment was scrubbed...
URL: <http://lists.fsu.edu/pipermail/hrms/attachments/20221109/e2fd9196/attachment.html>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: image002.png
Type: image/png
Size: 19504 bytes
Desc: image002.png
URL: <http://lists.fsu.edu/pipermail/hrms/attachments/20221109/e2fd9196/attachment.png>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: image004.jpg
Type: image/jpeg
Size: 33438 bytes
Desc: image004.jpg
URL: <http://lists.fsu.edu/pipermail/hrms/attachments/20221109/e2fd9196/attachment.jpg>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: image006.jpg
Type: image/jpeg
Size: 57272 bytes
Desc: image006.jpg
URL: <http://lists.fsu.edu/pipermail/hrms/attachments/20221109/e2fd9196/attachment-0001.jpg>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: image008.png
Type: image/png
Size: 117506 bytes
Desc: image008.png
URL: <http://lists.fsu.edu/pipermail/hrms/attachments/20221109/e2fd9196/attachment-0001.png>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: image010.png
Type: image/png
Size: 80294 bytes
Desc: image010.png
URL: <http://lists.fsu.edu/pipermail/hrms/attachments/20221109/e2fd9196/attachment-0002.png>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: image012.png
Type: image/png
Size: 118420 bytes
Desc: image012.png
URL: <http://lists.fsu.edu/pipermail/hrms/attachments/20221109/e2fd9196/attachment-0003.png>