[HRMS] Timekeeping Guidance for Severe Weather Delay

Thu Apr 11 11:40:56 EDT 2024

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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.

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

Due to severe weather, the FSU Tallahassee campus was briefly closed on Thursday, April 11, 2024, and normal business operations resumed at 11:00 am (EST). 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?
Administrative Leave (Admin Leave) for university closures compensates employees who are prevented from working due to the closure. Salaried employees (USPS, A&P, Executive Service, and Faculty) working in a campus location closed on April 11, 2024, may receive Administrative Leave equivalent to their established scheduled hours. Departments and employees must enter Administrative Leave Taken - ADMHT on their timesheets with the override code CLOSE.

How much Administrative Leave should be entered on my timesheet for April 11, 2024?
Employees with an established work schedule on the Tallahassee campus during regular business operations hours are generally provided 3 hours of Administrative Leave for the closure (see example below). Employees at different work locations are provided Administrative Leave as follows:

  *   Florida State University Schools (FSUS) - 1 hour
  *   Florida State University - Panama City - 1 hour

Elapsed Timesheet
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Punch Timesheet
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Employees at satellite locations outside of the Tallahassee area or Panama City are not provided Administrative Leave. Employees not designated as essential may not report Regular Hours Worked and Administrative Leave beyond their scheduled hours for the workday. For example, if someone works 6 hours due to working through their lunch, their administrative leave will be reduced to 2 hours.

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://nam04.safelinks.protection.outlook.com/?url=https%3A%2F%2Fpolicies.vpfa.fsu.edu%2Fpolicies-and-procedures%2Ffaculty-staff%2Fattendance-and-leave%23E13&data=05%7C02%7Chrms%40lists.fsu.edu%7Cce4c5032c1874374607c08dc5a3dc7a8%7Ca36450ebdb0642a78d1b026719f701e3%7C0%7C0%7C638484468588852758%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=%2Bij30rTJQcpMPMkzo%2BeA03ypWtM5Ko%2FmOc1Ktv4colc%3D&reserved=0> policy. Reports of Essential Critical Personnel<https://nam04.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.hr.fsu.edu%2Fsites%2Fg%2Ffiles%2Fupcbnu2186%2Ffiles%2FPDF%2FForms%2Fclassification%2FEssential-Employees-Spreadsheet-fill.pdf&data=05%7C02%7Chrms%40lists.fsu.edu%7Cce4c5032c1874374607c08dc5a3dc7a8%7Ca36450ebdb0642a78d1b026719f701e3%7C0%7C0%7C638484468588852758%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=k4Cbd5Ud0upK7afqbMtzn8MpVrLTj5FvrPL6Jk5hox8%3D&reserved=0> should be sent to HR no later than 72 hours after University on-campus operations have resumed. Medium Priority<https://nam04.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.hr.fsu.edu%2Fsites%2Fg%2Ffiles%2Fupcbnu2186%2Ffiles%2FPDF%2FForms%2Fclassification%2FMedium-Priority-Personnel-fill.pdf&data=05%7C02%7Chrms%40lists.fsu.edu%7Cce4c5032c1874374607c08dc5a3dc7a8%7Ca36450ebdb0642a78d1b026719f701e3%7C0%7C0%7C638484468588852758%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=FhfdioFW2IRTnqTgCDHVXtyVmcAtDOmK7WSu3J9JZlg%3D&reserved=0> reports can be maintained at the department level.

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 bands 1 - 10 designated as Essential Critical Personnel or Medium Priority Personnel should report Straight-time Comp Earned - REGCE for hours worked 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 or approved to work more than the required number of hours (typically 37) in the workweek can report Straight-time Comp Earned - REGCE and Administrative Leave Taken (ADMHT) on their timesheets with the override code CLOSE. Nonexempt employees not designated as Medium Priority or not approved to work more than the required hours should have their Administrative Leave reduced. Below is an example of someone approved to work until 6:00 pm or one additional hour on April 9, 2024:
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What do I do with 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 April 11 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 April 11, their compensation for the week will not be impacted.

Other Time Reporting Examples

Workers' Compensation
Since most employees receive Workers' Compensation for approximately two-thirds of their wages, their Administrative Leave will be proportional and generally will be 2.75. See example below:
Fri
4/5
Sat
4/6
Sun
4/7
Mon
4/8
Tue
4/9
Wed
4/10
Thu
4/11

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
4/5
Sat
4/6
Sun
4/7
Mon
4/8
Tue
4/9
Wed
4/10
Thu
4/11

8

8
8
8
8
Family Medical Leave Taken - FMLAT

3
Administrative Leave - CLOSE
8

8
8
8
5
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 45 hours for the workweek. Time Administration will convert the 5 hours to Overtime Pay.
Fri
4/5
Sat
4/6
Sun
4/7
Mon
4/8
Tue
4/9
Wed
4/10
Thu
4/11

8
5

8
8
8
5
Regular Hours Worked - REGHP

3
Administrative Leave - CLOSE

3

Straight Time Comp Earned - REGCE

Questions? Please contact an HR Attendance & Leave representative<https://nam04.safelinks.protection.outlook.com/?url=http%3A%2F%2Fhr.fsu.edu%2F%3Fpage%3Dabout_hr%2Fcontact%2Fcontact%26group%3Dsection&data=05%7C02%7Chrms%40lists.fsu.edu%7Cce4c5032c1874374607c08dc5a3dc7a8%7Ca36450ebdb0642a78d1b026719f701e3%7C0%7C0%7C638484468588852758%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=0c7yeVuUSiYCp8NSnsCUk0L1xQCDOxBE8NuHSk%2F08tw%3D&reserved=0>.

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