[All_staff] Holiday Shutdown Guidelines for Staff

[Rhonda Barbosa]

Dear Colleagues: 

The Lab shutdown begins Thursday, December 22, 2016 at 5 p.m. The Lab will reopen on Tuesday, January 3, 2017. During this period the Lab will be closed. As a reminder, December 23, 26, 30 as well as January 2, are designated as holidays. December 27, 28, 29 can be taken as vacation days or as Leave Without Pay (LWOP). The LWOP option is available only during the Lab shutdown. For those employees who elect LWOP, they must adhere to the guidelines detailed below. Employees are responsible for charging time to the leave codes as appropriate. 

Exempt employees who are on 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 time sheets. 

All employees who choose to charge LWOP in lieu of vacation must notify their supervisor and then send an email to Krystina Serafini at serafini at jlab.org with a CC to their supervisor no later than Wednesday, December 14, 2016. 

Employees who elect LWOP are advised that sick and vacation leave accruals for the time sheet period will be prorated down. This proration is also true for the employer TIAA-CREF contributions. 

Associate Directors/Department Heads are responsible for submitting a list of employees required to work during the shutdown period to Janet Smith (jpsmith at jlab.org) no later than 12 p.m. (noon) Tuesday, December 20, using the attached form. For all exempt employees required to work during the holiday shutdown, adherence to the time-charging practices and on-site rules outlined above is essential. 

SOTRs for Subcontractors working during the shutdown period shall complete and submit a Guard Instruction form (attached) for each contract for each day being worked. This form must be submitted to Security in Support Service Center Room 52 or via email to Kris Burrows at Burrows at jlab.org no later than noon on Tuesday, December 20, 2016. 

During the shutdown, energy-saving measures will be in effect in Lab buildings including the TED, Test Lab Area G and the High Bay, Buildings 85, 87, 89, Counting House 2nd Floor, EEL (except clean rooms), CEBAF Center, Support Service Center, and ARC JLab occupied space. This means that building temperatures will be reduced and certain equipment will be turned off. CEBAF Center will be accessible only through the main entrance. 


Kind Regards, 

Rhonda 
Human Resources 
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