Timekeeping Guidance for October 9

Due to Hurricane Isaias and its potential impact, Florida State University will shift to remote classes and work until noon on Friday, October 9, and will close at its Tallahassee campuses beginning at 12:00 pm. This includes the FAMU-FSU College of Engineering. Supervisors and employees should make the appropriate preparations today to allow employees to work remotely until 12:00 pm on Friday, October 9. This includes, but is not limited to, identifying duties that can be performed remotely and working with your department's IT representatives to ensure employees have laptops or other appropriate equipment. 

How will I record my time if I worked remotely until 12:00 pm on Friday, October 9?

Salaried and OPS employees who worked remotely on October 9, or non-essential employees who worked on campus, will record their hours worked on their timesheet. Additionally, salaried employees should record Administrative Leave to make themselves whole for their scheduled daily hours, and it should not result in an employee being paid beyond their FTE for the workweek. Generally, Administrative Leave will be limited to 4 hours on October 9. Departments and employees must enter Administrative Leave Taken - ADMHT on their timesheets with the override code CLOSE.   

Will anyone be provided with a full day of Administrative Leave?

A full day of Administrative Leave (Admin Leave) will only be granted to salaried employees who were unable to work on October 9. Administrative leave will only be granted to make an employee whole for their scheduled daily hours and should not result in an employee being paid beyond their FTE for the workweek. Employees with an altered work schedule will be provided Administrative Leave based on their established work schedule. Departments and employees must enter Administrative Leave Taken - ADMHT on their timesheets with the override code CLOSE.   

How will I report my time if I am scheduled to be off the entire day on October 9?

Employees will record the personal leave they were authorized or approved to take for the first half of the day and report Administrative Leave for the second half of the day. This will generally be 4 hours of personal leave and 4 hours of Administrative Leave.

Time Reporting for the workweek of October 9 – October 15:

Elapsed Timesheet

Punch Timesheet

Employees designated as On-Site Essential Personnel

Employees designated by their Dean, Director, Department Head, or designee as on-site Essential Critical 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 policy.

Nonexempt On-stie Essential Critical Personnel

Nonexempt employees designated as on-site Essential Critical Personnel should report hours worked with the time reporting code Campus Closure Hours Worked - CCRHP and Administrative Leave Taken (ADMHT) on their timesheet with the override code CLOSE. 

Below is an example of an on-site USPS nonexempt Essential Critical employee who worked 8 hours on October 9:

Exempt On-site Essential Critical Personnel 

Exempt employees in pay bands 1 - 10 designated as Essential Critical 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 4 hours on October 9:

Remote Employees Designated as Essential Personnel after 12:00 pm

Remote nonexempt employees designated as Essential Critical Personnel after 12:00 pm should report hours worked with the time reporting code Campus Closure Hours Worked - CCRHP and Administrative Leave Taken (ADMHT) on their timesheet with the override code CLOSE. 

Remote exempt employees in pay bands 1 - 10 designated as Essential Critical after 12:00 pm should report Straight-time Comp Earned – REGCE for hours worked, and Administrative Leave Taken (ADMHT) on their timesheets with the override code CLOSE. 

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

Other Time Reporting Examples

Workers' Compensation

Most employees receiving Workers' Compensation would be unavailable to work remotely or on-site and should report a prorated amount of personal and administrative leave. See the elapsed timesheet example below:

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. Administrative leave will be prorated for the day. See the elapsed timesheet example below:

Questions? Please contact an HR Attendance & Leave representative.