[All_staff] Guidance for Time Reporting for Inclement Weather and Reminder that Employee Timesheets Due at End of Work Day Today

[Heidi Derby]

Colleagues,

As a reminder, completed and signed employee*timesheets for February 
16-28, 2015 are due to supervisors at the end of the employee's work day 
today, February 27th,* with an exception for those scheduled to work 
this weekend.  Those employees should complete and sign their timesheet 
at the end of their last work day of the timesheet period.  If an 
employee is absent, the supervisor should complete and sign the 
employee’s timesheet by these same deadlines.

*Supervisor and project manager approvals on these timesheets are due to 
Finance no later than 2 p.m. on Monday, March 2nd*.  As a reminder, 
Jefferson Lab does not have compensatory time as a form of payment for 
overtime.  Please remember that for non-exempts, your timesheet should 
always reflect your actual work and leave time for the period; and for 
exempts, your timesheet should always reflect your work prorated as 
required and your actual leave time for the period.  For those who 
supervise students and casuals, sign their timesheets even if they did 
not have time for this period.

*As a result of the Lab closing at 4:30 am on Thursday, February 26, 
2015 and the Lab re-opening at 10:00 am on Friday, February 27, 2015, 
employees are to follow the guidelines below for recording time:*

*All Staff:*
If you were already scheduled for vacation/sick leave on Thursday and/or 
Friday February 26-27, 2015, then enter your hours accordingly as 
vacation/sick leave.  For Thursday, owl shift employees are to receive 
up to four hours paid Weather/Public Emergency Leave.  For first and 
second shifts on Thursday, personnel are authorized up to eight hours of 
Weather/Public Emergency Leave.   For Friday, 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 Friday 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 Thursday and Friday.  Students and Casuals 
are not eligible for any type of leave.

*Non-Exempt Staff:*
Record actual hours worked on Thursday and Friday.

For Thursday, owl shift employees are to receive up to four hours paid 
Weather/Public Emergency Leave.  For first and second shifts on 
Thursday, personnel are authorized up to eight hours of Weather/Public 
Emergency Leave.   For Friday, 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 Friday 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.


*Exempt Staff:*

If you record productive time by day, record your actual hours worked on 
Thursday and Friday.

For Thursday, owl shift employees are to receive up to four hours paid 
Weather/Public Emergency Leave.  For first and second shifts on 
Thursday, personnel are authorized up to eight hours of Weather/Public 
Emergency Leave.   For Friday, 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 Friday 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.

If you record productive time with percentages:

For Thursday, owl shift employees are to receive up to four hours paid 
Weather/Public Emergency Leave.  For first and second shifts on 
Thursday, personnel are authorized up to eight hours of Weather/Public 
Emergency Leave.   For Friday, 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 Friday 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

You can access the web-based Time Collection system from:
Inside JLab - http://misportal.jlab.org/time
JLab Insight Page - Click on Timesheet under the Popular Applications 
section
Off-site access - http://misportal.jlab.org/time

Time Collection Manual Link: 
http://www.jlab.org/div_dept/cfo/time_manual.pdf

*Please reference the guideline memo dated 2/23/15 for Inclement Weather 
Reporting for 5:00 pm on Monday, February 16, 2015 and the Lab 
re-opening at 10:00 am on Wednesday, February 18, 2015.*

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 or completing your 
timesheet, 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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