Time Entry Scenarios for Inclement Weather, Holiday, Wellness Day, New Years

Audience

This article is intended for employees who enter time and supervisors who approve employee timecards. The purpose of the article is to provide prompts for time type selection during specific events.

 

Contents

Definitions

Part 1. Inclement Weather

Part 2. College Holidays

Part 3. College Wellness Days (Restorative Fridays and Wednesday before Thanksgiving)

Part 4. New Year's Eve

 

Definitions

 

Inclement Weather

When an emergency closing or fully remote status due to inclement weather is in effect, non-exempt employees designated as “essential” and who report to campus will be compensated at their regular rate for their regularly scheduled hours and will receive an additional one and one-half times their regular rate for all actual hours worked.

 

Recording time on day when the college is closed or in a fully remote status due to inclement weather 

Essential, non-exempt, benefit-eligible employees working a on a regularly scheduled work day when the college is in a closed, open – remote operations, or delayed opening status:

  • # regularly scheduled hours worked using Regular Hours time type (paid at their regular rate)
  • # actual hours worked using Emergency Closing - Essential time type (paid at time and one half)

 

Essential, non-exempt, benefit-eligible employees working a on a day that is NOT a regularly scheduled work day when the college is in a closed, open – remote operations, or delayed opening status:

  • # actual hours worked using Emergency Closing - Essential time type (paid at time and one half)

 

Essential, non-exempt, benefit-eligible employees working a partial day on a regularly scheduled work day when the college is in a closed, open – remote operations, or delayed opening status:

  • # actual hours worked using Regular Hours time type (paid at their regular rate)
  • # actual hours worked using Emergency Closing - Essential time type (paid at time and one half)
  • # hours not worked (up to total number of regular scheduled hours) using Emergency Closing time type (paid at regular rate)

 

Essential, non-exempt, benefit-eligible employees working a partial day on a day that is NOT a regularly scheduled work day when the college is in a closed, open – remote operations, or delayed opening status:

  • # actual hours worked using Emergency Closing - Essential time type (paid at time and one half)'

 

Non-exempt, benefit-eligible employees whose jobs cannot be performed remotely and not working on a regularly scheduled work day* when the college is in a closed, open – remote operations, or delayed opening status:

  • # regularly scheduled hours using Emergency Closing time type (paid at their regular rate)

 

Non-exempt, benefit-eligible employees working remotely on a regularly scheduled work day* when the college is in a closed, open – remote operations, or delayed opening status:

  • # actual hours worked using Regular Hours time type (paid at their regular rate)

 

Timekeeping for College Holidays

When a non-exempt, benefit-eligible employee is required to work on a day that is designated as a college holiday, that individual will be paid their regular rate for their normally scheduled hours AND paid time and one-half for the actual hours worked on the holiday. In the event, the individual works a partial shift on a day designated as a college holiday, they will be paid their regular rate for their normally scheduled hours AND paid time and one-half for the actual hours worked. For example, if an individual is regularly scheduled to work 8 hours and works 3 hours, the individual would be paid 3 hours at time and one-half and 8 hours at their regular rate. Employees who are not benefit-eligible will be paid time and one half their regular rate for actual hours worked on a day designated as a college holiday.

 

Recording time on day when the college is closed due to a holiday 

Non-exempt, benefit-eligible employees working on a college designated holiday that is a regularly scheduled work day:

  • # actual hours worked using the Holiday – Worked time type (paid at two and one half times)

 

Non-exempt, benefit-eligible employees working a on a day that is NOT a regularly scheduled work day and is a college designated holiday:

  • # actual hours worked using Regular Hours time type (paid at their regular rate)

 

Non-exempt, benefit-eligible employees working 10 hours on a day that is a regularly scheduled work day and a day designated as a college holiday:

  • Employees should enter the first 8 hours based on the shift they work. For example, an employee whose regular shift is Day, would enter 8 hours Holiday - Worked Day and 2 hours Holiday - Worked Evening.
  • 8 hours using the Holiday - Worked [Day, Evening, Night] time type (paid at time and one half)
  • 2 hours using the shift time type that the additional hours occurred. Holiday - Worked [Day, Evening, Night]

 

Non-exempt, benefit-eligible employees working 10 hours on a day that is a NOT a regularly scheduled work day and a day designated as a college holiday:

  • 10 hours using the Regular Hours time type (paid at their regular rate)

 

Non-exempt, benefit-eligible employees working 4 hours on a day that is a regularly scheduled work day and a designated as a college holiday:

  • Enter 4 hours using the Holiday - Worked time type (paid at 2 and half times the regular rate).
  • Enter 4 hours using the Holiday - Not Worked time type (paid at their regular rate).

 

Non-exempt, benefit-eligible employees working 4 hours on a day that is a NOT a regularly scheduled work day and a designated as a college holiday:

  • 4 hours using the Regular Hours time type (paid at their regular rate)

 

Non-exempt, benefit-eligible employees not working on a day that is a regularly scheduled work day* that is designated as a college holiday:

  • # regularly scheduled hours using the Holiday - Not Worked time type (paid at their regular rate)

Non-benefit-eligible* employees working on a day designated as a college holiday:

  • # actual hours worked using the Holiday Worked (Day, Evening, Night) time type (paid at time and one half).

 

 

Timekeeping for Wellness Days (Restorative Fridays and Wednesday before Thanksgiving)

Wellness Days are NOT considered college holidays. All non-exempt, benefits eligible employees who work on a Wellness Day, will be compensated at their regular rate for hours worked plus receive supplemental hours equal to the hours worked to use at a later date. These hours expire at the end of the calendar year in which they were accrued. Employees who are not benefit eligible will be paid their regular rate for hours worked on a Wellness Day, but will not receive any supplemental hours to be used at a later date.

 

Recording time on a Wellness Day 

Non-exempt, benefit-eligible staff that worked their full regularly schedule shift on Wellness Day, should record their hours worked using two lines: 

  • Wellness Hours Worked (day, evening, night) – 7.5 or 8.0 
  • Supplemental Time Earned (day, evening, night) – 7.5 or 8.0 

 

Non-exempt, benefit-eligible staff that worked a partial shift on a Wellness Day, should record their hours worked* and hours not worked using three lines: 

  • Wellness Hours Not Worked (day, evening, night) – 4.5 
  • Wellness Hours Worked (day, evening, night) – 3.0 
  1. Supplemental Time Earned – 3.0 

*In this example, the employee worked 3 hours of their regularly scheduled 7.5 hour shift. 

 

Non-exempt, benefit-eligible staff that did not work on Wellness Day, should record hours not worked as: 

  • Wellness Hours Not Worked (day, evening, night) – 7.5 or 8.0 

New Year's Eve

This section covers payments for employees who work on New Year's Eve to switch the lights in the Towers.

Non-exempt, benefit-eligible employees working on New Year’s Eve and if that day is a regularly scheduled work day:

  • # regularly scheduled hours using the Holiday - Not Worked time type (paid at their regular rate)
  • 4 hours worked using the Holiday – Worked time type (paid at time and one half)

 

Non-exempt, benefit-eligible employees working on New Year’s Eve and that day is NOT a regularly scheduled work day:

  • 4 hours worked using Regular Hours time type (this will be paid at time and a half)
 

Details

Article ID: 1410
Created
Thu 3/9/23 3:00 PM
Modified
Wed 3/6/24 1:34 PM