[HRMS] Campus Closure Timekeeping Guidance

Mon Jan 8 15:01:16 EST 2024

[Office-Human-Resources-V_for_email]

An important message from FSU Office of Human Resources

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

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

Due to the anticipated severe weather threat coming into the area overnight, Florida State University will be closed from 11:00 pm (ET) Monday, January 8, through 11:00 pm (ET) Tuesday, January 9. The closure will apply to the main campus, Florida State University Schools (FSUS), and The Collegiate School in Panama City.

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 January 8, 2024.

  *   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 January 9 Closure
Departments and employees must 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:

[A screenshot of a computer  Description automatically generated]

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:

[A screenshot of a computer  Description automatically generated]
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 32) 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 1 additional hour on January 8, 2024, and 4 hours during the closure:

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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 January 9 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 January 9, their compensation for the week will not be impacted.

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

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