Tropical Storm Nicole Timekeeping Guidance

Deans, Directors, Department Heads

This message has been approved by Renisha Gibbs, Associate Vice President for Human Resources and Finance & Administration Chief of Staff, for distribution to all Deans, Directors, and Department Heads.

Due to the threat of severe weather resulting from Tropical Storm Nicole, Florida State University Tallahassee campus will be closed for business operations starting Wednesday, November 9 at 11 p.m. and remain closed Thursday, November 10. The University is closed on Friday, November 11, in observance of Veterans Day. Additional updates can be found at https://alerts.fsu.edu/. The Panama City campus is expected to remain open at this time.

Time entry will remain on our accelerated schedule for pay period ‘J’ (ending 11/10/22). The time entry deadline for pay period “J” is Wednesday, November 9, at 5 p.m. Time approvals will be moved up to 9 a.m. on November 10. Normal processes will resume on Monday, November 14. Please review the accelerated time-entry and approval deadlines for this pay period. Department HR Representatives responsible for time entry, approvals, and Cost Center verification should be available to complete necessary payroll processes and payment verifications aligned with the deadlines below. 

Payroll Schedule ‘J’ Overview

Wednesday, 11/9/22 – 5 p.m. Time Entry Deadline

Thursday, 11/10/22 – 9 a.m. Approvals Deadline and 10:30 a.m. First Cost Center Report in myFSU BI

Monday, 11/14/22 – Second Cost Center Report and 10:30 a.m. Case Deadline

Tuesday, 11/15/22 – Final Cost Center Report

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 November 9, 2022.

  • 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 policy. Exempt employees in pay band 7 or higher, or employees who have not been designated as Essential, will be credited hours worked, and administrative leave will be reduced. Reports of Essential Critical Personnel should be sent to HR no later than 72 hours after University on-campus operations have resumed. Medium Priority reports can be maintained at the department level.

How to Report the November 10 Campus Closure

Departments and employees will need to enter Administrative Leave Taken (ADMHT) on their timesheets with the override code CLOSE. See examples below:

 

Elapsed Timesheet

 

 

Punch Timesheet

 

 

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 4, 5, and 6 that are designated as Essential Critical Personnel or Medium Priority Personnel should report Straight-time Comp Earned – REGCE 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 that work more than the required number of hours in the workweek during restricted operations can report Straight-time Comp Earned – REGCE and Administrative Leave Taken (ADMHT) on their timesheets with the override code CLOSE. See example below:

 

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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 November 10 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 November 10, their compensation for the week will not be impacted.

Satellite Campuses

Please contact Attendance and Leave for further guidance.

 

Questions? Please contact a member of the Attendance & Leave staff.

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