[HRMS] Campus Closure Guidance

Mon Sep 26 16:14:32 EDT 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 Hurricane Ian, the Florida State University Tallahassee and Panama City, FL campuses will be closed for business operations starting Wednesday, September 28 at 5 p.m. and remain closed Thursday, September 29, and Friday, September 30, 2022. Additional updates can be viewed at https://alerts.fsu.edu/.

Time entry and approvals will be accelerated for pay period 'G' (ending 9/29/22) but will resume normal processes on Monday, October 3. The time entry deadline for pay period "G" is Tuesday, September 27, at 5 p.m. Please review the accelerated time-entry and approval deadlines for this pay period.

Payroll Schedule 'G' Overview
Tuesday, 9/27/22 - 5 p.m. Time Entry Deadline
Wednesday, 9/28/22 - 12 p.m. (Noon) Approvals Deadline and First Cost Center Report will be released around 1 p.m.
Monday, 10/3/22 - Second Cost Center Report and 10:30 a.m. Case Deadline
Tuesday, 10/4/22 - 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 September 28, 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. 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 September 29-30 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

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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:

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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 should 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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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 September 29-30 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 September 29-30, 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>.

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