[HRMS] Hurricane Idalia - Timekeeping Guidance

Tue Aug 29 13:24:58 EDT 2023

[Office-Human-Resources-V_for_email]

An important message from FSU Office of Human Resources

This message has been approved by Phaedra Harris, Senior Director HRIS, for distribution to all Department Representatives.

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

University officials have reviewed the latest forecast for Hurricane Idalia from the National Hurricane Center. Based on the 11:00 a.m. ET advisory, and in anticipation of widespread power outages in Tallahassee and Leon County, the Florida State University Tallahassee campus will be closed for business operations starting Tuesday, August 29, at 12:00 p.m. and remain closed Wednesday, August 30, Thursday, August 31, and Friday, September 1, 2023. Additional updates can be viewed at https://alerts.fsu.edu/.

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 August 29, 2023.

  *   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 August 29-31 and September 1 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:image003.png at 01D9DA75.EF3CFA80][A screenshot of a computer  Description automatically generated]

Punch Timesheet

[cid:image005.png at 01D9DA75.EF3CFA80][cid:image006.png at 01D9DA75.EF3CFA80][cid:image007.png at 01D9DA75.EF3CFA80]

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:

[cid:image005.png at 01D9DA75.EF3CFA80][cid:image008.png at 01D9DA75.EF3CFA80]

Exempt Essential On-site Critical Personnel and Medium Priority Personnel
Exempt employees in pay bands 1 - 10 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:

[cid:image009.png at 01D9DA75.EF3CFA80]
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:

[cid:image005.png at 01D9DA75.EF3CFA80][cid:image010.png at 01D9DA75.EF3CFA80]

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 29-31 and September 1 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 29-31 and September 1, 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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