[acg] Read Carefully - Holiday Lab Shutdown Time Charging & Work Guidance

Thu Dec 5 12:00:41 EST 2024

I plan to be off.
________________________________
From: acg <acg-bounces at jlab.org> on behalf of Gary Croke via acg <acg at jlab.org>
Sent: Tuesday, December 3, 2024 9:52 AM
To: acg at jlab.org <acg at jlab.org>
Subject: Re: [acg] Read Carefully - Holiday Lab Shutdown Time Charging & Work Guidance

Hi all,

This reminded me that January 2 & 3 are work days.  I’m taking vacation those days, and I imagine others may be considering doing the same.  Please let Erik & I know if you plan to be off so we can plan to have enough support in place for what could be a couple of busy days.

Thank you,

Gary

From: JLab Human Resources <JLab_Human-Resources at jlab.org>
Sent: Monday, December 2, 2024 1:00 PM
To: Gary Croke <gcroke at jlab.org>
Subject: Read Carefully - Holiday Lab Shutdown Time Charging & Work Guidance

Internal Memo

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INTERNAL MEMO

December 2, 2024
Sent on behalf of Human Resources

SUBJECT: Read Carefully - Holiday Lab Shutdown Time Charging & Work Guidance

TABLE OF CONTENTS

  *   Overview
  *   Vacation
  *   Vacation & Standard Leave Without Pay
  *   Elective Work Without Pay
  *   Working During the Shutdown - Approvals

OVERVIEW
As we look forward to the upcoming lab shutdown, it is important to take a moment to highlight some key information and ensure all staff and supervisors understand the options available for charging time. The lab shutdown begins at close of business on Friday, Dec. 20, 2024. The lab will reopen Thursday, Jan. 2, 2025.

The shutdown will be split between the following:

  *   Paid holidays (enter “HOLIDY” for each of these days – they will be highlighted yellow in your timesheet):
     *   Wednesday, Dec. 25; Monday, Dec. 30*; Tuesday, Dec. 31; and Wednesday, Jan. 1.
  *   Non-holiday shutdown days (staff must use Vacation and/or Leave Without Pay to cover these days):
     *   Monday, Dec. 23; Tuesday, Dec. 24*; Thursday, Dec. 26; and Friday, Dec. 27.
     *   *The holiday observed on Monday, Dec. 30, has been moved from Tuesday, Dec. 24, to ensure the continuation of benefits. It does not affect the amount of Holiday leave during the shutdown.

Employees are responsible for charging time to the appropriate project codes and adhering to work-safety guidance during shutdown. To view your leave balance, visit misportal.jlab.org/time<https://urldefense.proofpoint.com/v2/url?u=https-3A__jlab.us11.list-2Dmanage.com_track_click-3Fu-3D1de9c43e6d5e45ff0ecd664cd-26id-3D9525b08093-26e-3D18dc378841&d=DwMFaQ&c=CJqEzB1piLOyyvZjb8YUQw&r=HTUy2NLRbyDLEnTHi0sB_w&m=1aLyV1rVcKHIFSON6gckgMFABj3vUXRM3Zx7SxC-xNsFoW97A7r9Ngrz8hjoQU4X&s=qX56cjIofQwU_gxbhdmo0X70VkaxyweAOHPw6aUs0z4&e=>, and click the leave button.

Read the sections below carefully; it is your responsibility to understand the difference between leave options and how they will impact your pay, certain benefits and eligibility for holiday pay. Guidelines for working during the shutdown are also included. Please connect with your divisional Human Resources Division Partner, Benefits, Payroll or supervisor if you have a specific question that is not addressed below.

VACATION

  *   Enter the project code “Vacation” or “VAC” on your timesheet to use Vacation leave to cover non-holiday hours.
  *   Vacation leave can be used when you have accrued enough Vacation leave and would like to use it to cover non-holiday hours during the shutdown.
  *   Using Vacation leave will not impact Sick and Vacation leave accruals for the timesheet period nor employer TIAA contributions.
  *   You can view your Vacation balance in the “Personal Information” section on Insight<https://urldefense.proofpoint.com/v2/url?u=https-3A__jlab.us11.list-2Dmanage.com_track_click-3Fu-3D1de9c43e6d5e45ff0ecd664cd-26id-3Da3e71c876e-26e-3D18dc378841&d=DwMFaQ&c=CJqEzB1piLOyyvZjb8YUQw&r=HTUy2NLRbyDLEnTHi0sB_w&m=1aLyV1rVcKHIFSON6gckgMFABj3vUXRM3Zx7SxC-xNsFoW97A7r9Ngrz8hjoQU4X&s=4aKQwauq8gqlm48JbOtDCh15pitjShom94q-ifzmHV4&e=>.

VACATION & STANDARD LEAVE WITHOUT PAY
Vacation and Standard Leave Without Pay (LWOP) can be used by employees who have used all of their Vacation time before the shutdown or will exceed their Vacation time balance during the shutdown. Vacation and Standard Leave Without Pay can be used in conjunction with earned and approved flex hours.

  *   Enter the project code “Leave Without Pay” or “LWOP” on your timesheet to use Standard Leave Without Pay to cover non-holiday hours.
  *   Standard LWOP cannot be used if you have a Vacation leave balance that can cover non-holiday hours.
  *   Exempt employees using LWOP cannot be on the premises during the shutdown and are not authorized to work during this time. Non-exempt employees who elect LWOP should only charge actual hours worked to their timesheets.
  *   To receive pay for Holiday leave, you cannot use Standard LWOP on the last workday before the shutdown (Friday, Dec. 20) nor the first workday after the shutdown (Thursday, Jan. 2).
  *   No previously approved/accrued flex time can supplement LWOP hours. All LWOP must be used in full-day increments only.
  *   When Standard LWOP is used, Sick and Vacation leave accruals and employer TIAA- contributions for the timesheet period will be prorated down.

ELECTIVE LEAVE WITHOUT PAY
Elective LWOP is an option that can be used only during the shutdown period. It can be used regardless of an employee’s vacation balance, but it must be requested by the employee in advance. Although the project code for Elective LWOP is the same as Standard LWOP, you must notify Payroll to use Elective LWOP. If Payroll is not notified of this election, your Vacation accrual balance will be used to cover those hours.

If you would like to use Elective LWOP, you must notify Payroll (timesheet at jlab.org<mailto:timesheet at jlab.org>) and your supervisor via email before Friday, Dec. 13. Notifications received after this deadline will not be accepted, and you will need to charge Vacation and/or Standard LWOP accordingly.

  *   If you meet the Dec. 13 deadline, enter the project code “Leave Without Pay” or “LWOP” (as you would with Standard LWOP) on your timesheet to use Elective LWOP to cover non-holiday hours.
  *   Exempt employees using LWOP cannot be on the premises during the shutdown and are not authorized to work during this time. Non-exempt employees who elect LWOP should only charge actual hours worked to their timesheets.
  *   No previously approved/accrued flex time can supplement LWOP hours. All LWOP must be used in full-day increments only.
  *   When LWOP is used, Sick and Vacation leave accruals and employer TIAA contributions for the timesheet period will be prorated down.

WORKING DURING THE SHUTDOWN - APPROVALS
Division heads are solely responsible for determining if employees are required to work remotely and/or on-site during the shutdown period.

Division Heads shall submit any safety work that is planned for the shutdown to the Interim Environment, Safety and Health (ES&H) Director (Natalie Carter) by noon on Monday, Dec. 9, for review. It will be forwarded to the Chief Operating Officer (COO) and Lab Director for approval to ensure that the work should occur during the shutdown, and the necessary resources will be on-site to support the work.

After COO and Lab Director approval, Technical Representatives (TRs) for subcontractors working during the shutdown period shall complete and submit a Guard Instruction form for each contract for each day(s) being worked. This form must be submitted to the Support Service Center rm. 52 or via email to Scott Spiegelhalter<mailto:mailto:scottps at jlab.org> no later than noon on Friday, Dec. 13. To receive a Guard Instruction form, contact Scott Spiegelhalter<mailto:mailto:scottps at jlab.org> or Cathy Paul<https://urldefense.proofpoint.com/v2/url?u=https-3A__jlab.us11.list-2Dmanage.com_track_click-3Fu-3D1de9c43e6d5e45ff0ecd664cd-26id-3D930bdefb73-26e-3D18dc378841&d=DwMFaQ&c=CJqEzB1piLOyyvZjb8YUQw&r=HTUy2NLRbyDLEnTHi0sB_w&m=1aLyV1rVcKHIFSON6gckgMFABj3vUXRM3Zx7SxC-xNsFoW97A7r9Ngrz8hjoQU4X&s=YVz9g7yF8NY6UDrqQzJhuwAyDP2eopWUns8Nem6PUY4&e=>.

No matter where you are working this holiday season – whether at home decorating the house or at work – continue to be mindful of recognizing and limiting distractions, and plan your work well. We wish you all safe and happy holidays!

Kind regards,

Rhonda Barbosa
Human Resources Director

12000 JEFFERSON AVENUE • NEWPORT NEWS, VA 23606 • USA • WWW.JLAB.ORG

This email was sent to gcroke at jlab.org<mailto:gcroke at jlab.org>
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