[All_staff] Guidance for Time Reporting for Inclement Weather

[Heidi Derby]

Colleagues,

As a result of the Lab closing at 5:00 pm on Monday, February 16, 2015 
and the Lab re-opening at 10:00 am on Wednesday, February 18, 2015, 
employees are to follow the guidelines below for recording time:

_*All Staff:*_
If you were already scheduled for vacation/sick leave on Monday, 
Tuesday, and/or Wednesday February 16-18, 2015, then enter your hours 
accordingly as vacation/sick leave.  For Monday, second shift employees 
are to receive up to eight hours paid Weather/Public Emergency Leave.  
For Tuesday, all personnel on all shifts are authorized up to eight 
hours of Weather/Public Emergency Leave.  For Wednesday, first shift 
employees must have reported to work in order to receive up to three 
hours of paid Weather/Public Emergency Leave (e.g. three hours if you 
were scheduled to report at 7:00 am, two hours if you were scheduled to 
report at 8:00 am); otherwise, vacation (or leave without pay if 
vacation leave is exhausted) must be charged.  Owl Shift Wednesday 
morning are authorized to charge up to eight hours of paid 
Weather/Public Emergency Leave unless already scheduled for 
vacation/sick leave.  Essential personnel who were required to be at 
work should record their actual time worked.

_*Students & Casuals:*_
Record actual hours worked on Monday, Tuesday, and Wednesday. Students 
and Casuals are not eligible for any type of leave.

_*Non-Exempt Staff:*_
Record actual hours worked on Monday, Tuesday, and Wednesday.

For Monday, second shift employees are to receive up to eight hours paid 
Weather/Public Emergency Leave.  For Tuesday, all personnel on all 
shifts are authorized up to eight hours of Weather/Public Emergency 
Leave.  For Wednesday, first shift employees must have reported to work 
in order to receive up to three hours of paid Weather/Public Emergency 
Leave; otherwise, vacation (or leave without pay if vacation leave is 
exhausted) must be charged.  Owl Shift Wednesday morning are authorized 
to charge up to eight hours of paid Weather/Public Emergency Leave 
unless already scheduled for vacation/sick leave.


_*Exempt Staff:*_

If you record productive time by day, record your actual hours worked on 
Monday, Tuesday, and Wednesday.

For Monday, second shift employees are to receive up to eight hours paid 
Weather/Public Emergency Leave.  For Tuesday, all personnel on all 
shifts are authorized up to eight hours of Weather/Public Emergency 
Leave.  For Wednesday, first shift employees must have reported to work 
in order to receive up to three hours of paid Weather/Public Emergency 
Leave; otherwise, vacation (or leave without pay if vacation leave is 
exhausted) must be charged.  Owl Shift Wednesday morning are authorized 
to charge up to eight hours of paid Weather/Public Emergency Leave 
unless already scheduled for vacation/sick leave.


If you record productive time with percentages:

For Monday, second shift employees are to receive up to eight hours paid 
Weather/Public Emergency Leave.  For Tuesday, all personnel on all 
shifts are authorized up to eight hours of Weather/Public Emergency 
Leave.  For Wednesday, first shift employees must have reported to work 
in order to receive up to three hours of paid Weather/Public Emergency 
Leave; otherwise, vacation (or leave without pay if vacation leave is 
exhausted) must be charged.  Owl Shift Wednesday morning are authorized 
to charge up to eight hours of paid Weather/Public Emergency Leave 
unless already scheduled for vacation/sick leave.   Complete your 
percentages as usual at the end of the pay period.



If the Weather/Public Emergency Leave charge line is not already on your 
timesheet, follow the instructions below to add it:

Click on the magnifying glass in the Project Field
Click on the + next to Favorites
Check the Box for the Weather/Public Emergency line
Click on Add to Timesheet

If you do not see the Weather/Public Emergency charge in your Favorites,
Click on the magnifying glass in the Project Field
Click on the + next to Jefferson Lab
Click on the + next to Leave
Check the Box for the Weather/Public Emergency line
Click on Add to Timesheet

Please note that no comment is required when entering the Weather/Public 
Emergency Leave.  If you have any questions about the timesheet 
instructions for the Weather/Public Emergency Leave, please contact  
Janet Smith at ext 7503 or Sharon Hay at ext. 7620 or Matt Krug at ext. 
7120.

Thanks,
Heidi

-- 
Heidi Derby, CPA
Accounting & Finance Manager
Jefferson Lab
757-269-7547

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