Employee time reporting for November 20, 2013

Dear Colleagues:

Thank you for your efforts to ensure your employees’ safety and attempts to provide services to the campus community during the November 20, 2013 strike activities. We are writing to provide information regarding pay status and time reporting for academic and staff employees during the strike today.

As previously communicated, the University expected that all employees continued to meet their normal obligations during the strike. However, the campus became inaccessible to vehicular traffic by 5:30 AM. While the University stands behind the rights of employees to engage in activities protected by HEERA, employees who were absent from work during the strike will not be paid unless the absence was pre-approved by their manager or supervisor, they satisfied normal unit/division practices for taking sick leave in accordance with policy and labor agreements, or were unable to access their workplace due to strike activities.

For workplaces that were accessible (i.e., not on the main campus), if an employee was absent without advance approval to use vacation or compensatory time off and had not called in sick during the strike, the time should be recorded as an unapproved absence and the employee’s pay will be adjusted in accordance with policy and labor agreements.

We acknowledge and appreciate that some employees were able to access their workplace, worked off-site, or elected to take leave. Other employees were impacted by the campus inaccessibility and were unable to reach their workplace; for this group of employees, CP/EVC Galloway has approved administrative leave with pay. Based upon your employee’s work schedule and whether they are an exempt or non-exempt employee, the following information will determine the appropriate pay status and time reporting for shifts beginning on November 20, 2013:

Non-exempt employees who were scheduled to report to work but did not do so because the campus was inaccessible will record administrative leave with pay on their time sheet. Those employees who came to work for part of the day will record a combination of regular time worked and administrative leave with pay. Employees who were absent without advance approval or had not called in sick during the time the campus was open should enter leave no pay on their time sheet for the hours not worked.

Exempt employees report leave taken in whole day increments; if they worked any portion of November 20, it is considered a normal work day for the purposes of their time sheet. Therefore, exempt employees will only record administrative leave with pay if they were scheduled to work, but did not report to work due to inaccessibility to the campus. Leave no pay should be recorded if the absence was unapproved and the campus was accessible during the normal work period.

Students and hourly academic employees who were scheduled to report to work but did not do so because of inaccessibility to the campus will record those hours as administrative leave with pay on their time sheet. Those employees who came to work for part of their shift will record a combination of regular time worked and administrative leave with pay.

Employees who were on approved leave (e.g., vacation, sick, etc.) or who worked at alternative locations will record time in the usual manner.

For questions involving staff employees, please contact your Employee and Labor Relations Analyst. For questions involving academic employees, please contact your Divisional Academic Personnel Coordinator.

Your efforts to deliver services and provide for the safety of your employees during the strike are appreciated.