[HRMS] Timekeeping Guidance for University Closure

Wed Sep 25 08:00:51 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 potential impacts from Helene, FSU's Tallahassee campus is closed on Wednesday, September 25, Thursday, September 26, and Friday, September 27, 2024. Payroll will be processed for 'G' on Wednesday, September 25, and Departments should have a representative available to review the Cost Center Report to ensure employees are paid correctly. The closure extends through two pay periods, 'G' and 'H'. Below is guidance on handling timekeeping and managing hours worked due to the closure.

When and why does FSU provide Administrative Leave for the closure?
Administrative Leave (Admin Leave) for university closures compensates employees prevented from working due to the closure to make them whole to their daily scheduled hours. Salaried employees (USPS, A&P, Executive Service, and Faculty) normally scheduled to work at a campus location closed on September 25-27, 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 September 25-27, 2024?
Employees with an established work schedule on the main Tallahassee campus are generally provided 8 hours of Administrative Leave each closure day (see examples below). Employees with an altered work schedule will be provided Administrative Leave based on their established work schedule.
Reporting Administrative Leave for the workweek of September 20 - 26 Pay Period 'G':
Elapsed Timesheet
[cid:image003.png at 01DB0F1F.05403B60]
Punch Timesheet
[cid:image004.png at 01DB0F1F.05403B60]

Reporting Administrative Leave for the workweek of September 27 - October 3 Pay Period 'H':
Elapsed Timesheet
[cid:image005.png at 01DB0F1F.05403B60]

Punch Timesheet
[cid:image006.png at 01DB0F1F.05403B60]

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%7C4253609d77a54cadb57d08dcdd59b377%7Ca36450ebdb0642a78d1b026719f701e3%7C0%7C0%7C638628624572629284%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=kAL0A6BWLZ%2FY%2BOxzgiq8mmNTyG%2BVYrDfL2g%2BxAUSNc4%3D&reserved=0> policy.

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.

Below is an example of a USPS nonexempt Essential Critical employee who worked 7 hours on 9/25/24:

[cid:image007.png at 01DB0F1F.05403B60]

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.

Below is an example of an A&P exempt Essential Critical employee who worked 5 hours on 9/25/24:

[cid:image008.png at 01DB0F1F.05403B60]
Nonexempt On-site Medium Priority Personnel
Nonexempt employees designated as Medium Priority Personnel or approved to work more than the required number of hours in the workweek can report Straight-time Comp Earned - REGCE and Administrative Leave Taken (ADMHT). Generally, the required number of hours for the week of 9/20 - 9/26 is 24, and for 9/27 - 10/3 is 32. 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 a USPS nonexempt Medium Priority employee approved to work 4 hours during the closure:
[cid:image009.png at 01DB0F1F.05403B60]

Below is an example of a USPS nonexempt employee who was approved to work an additional hour on Tuesday but did not work during the closure:
The punches or justification for the additional hour worked may be logged in the comments.
[cid:image010.png at 01DB0F1F.05403B60]

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 September 25-27 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 25-27, 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
9/20
Sat
9/21
Sun
9/22
Mon
9/23
Tue
9/24
Wed
9/25
Thu
9/26

5.25

5.25
5.25
5.25
5.25
Workers Comp - WKCHT
2.75

2.75
2.75
Sick Leave Taken - SKCHT

2.75
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
9/20
Sat
9/21
Sun
9/22
Mon
9/23
Tue
9/24
Wed
9/25
Thu
9/26

8

8
8
8
8
Family Medical Leave Taken - FMLAT

8
8
Administrative Leave - CLOSE
8

8
8
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 44 hours for the workweek. Specifically, they worked 11 hours Friday - Tuesday. Time Administration will convert the 4 hours to Overtime Pay. Regular hours worked over the required workweek hours (typically 24) will need to be reported as Straight-time Comp Earned - REGCE.

Fri
9/20
Sat
9/21
Sun
9/22
Mon
9/23
Tue
9/24
Wed
9/25
Thu
9/26

8

9
11
Regular Hours Worked - REGHP

8
8
Administrative Leave - CLOSE
3
11

2
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%7C4253609d77a54cadb57d08dcdd59b377%7Ca36450ebdb0642a78d1b026719f701e3%7C0%7C0%7C638628624572629284%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=5kng9Js1roN7PzniQVA%2FZDHxCUhf9CX2JJHBohNIX5Q%3D&reserved=0>.

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