payroll: Revision -- TIME REPORTING FOR EARLY RELEASE ON FRIDAY, DECEMBER 6, 2013 AND DELAY ON MONDAY, DECEMBER 9, 2013.

[BAO Payroll Office News]

***Please note additional bullet points, one for the time entry code and one for clarifying what an 'essential employee' is.***



December 10, 2013



MEMORANDUM



TO:                  Deans, Directors and Department Heads and Payroll/Personnel Staff

FROM:            Mark A. Yuran, Chief Human Resources Officer

SUBJECT:       TIME REPORTING FOR EARLY RELEASE ON FRIDAY, DECEMBER 6, 2013 AND DELAY ON MONDAY, DECEMBER 9, 2013.



On Friday, December 6, 2013, the University of Oregon closed at 2:00pm due to inclement weather and normal hours of operation did not resume until 10:00am on Monday, December 9, 2013. For additional information regarding policies on leaves, please reference October 31, 2013 memorandum from Mark Yuran<https://hr.uoregon.edu/sites/hr.uoregon.edu/files/2013%20inclement%20weather%20memo.pdf> and the university policy at http://hr.uroregon.edu/policies-leaves/inclement-weather.



PAY FOR FRIDAY, DECEMBER 6, 2013

Employees who were at work on December 6 were sent home and the balance of their work day will be paid. This should be shown on the timesheet as regular pay.  If a non-exempt employee (eligible for overtime under FLSA) left before being sent home by their supervisor, the difference between the time worked and the time the unit was sent home should be covered by accrued vacation, compensatory time, exchange time, personal leave or leave without pay.  Employees who were not at work on Friday must use their accrued time or leave without pay.
Temporary and student workers should be paid only for their hours worked and are not eligible to be paid for the balance of their shift if they were sent home early on Friday.



PAY FOR EMPLOYEES SCHEDULED TO WORK DURING WEEKEND HOURS AND PRIOR TO 10:00 A.M. ON MONDAY DECEMBER 9:

For classified employees, Article 63 of the SEIU collective bargaining agreement provides guidance on leave reporting for classified employees.

It states:  "Employees who do not work pursuant to provisions of Section 2 of this Article shall be authorized to use accrued vacation, compensatory time, exchange time, personal leave, or to take leave without pay, to cover work time missed due to closure or work curtailment.  Employees required to work during periods of closure or curtailment described in Section 2 shall be paid at the rate of time-and-one half for all hours worked during such periods."

"Employees required to work" are defined as those whose work involves dealing with the effect of the inclement weather (such as snow removal) or maintaining public safety.  Those employees who reported to work at 8:00 a.m. and who do not meet the definition in the paragraph above will receive their normal pay for the day.

In brief:

*         Unclassified employees (non-exempt/eligible for overtime under FLSA) and all classified employees must take leave time (e.g., vacation, personal, compensatory, or exchange) or leave without pay for leave taken from work scheduled during the weekend until 10:00 a.m. on Monday.

*         Unclassified employees (exempt/not eligible for overtime under FLSA) do not have to take leave time.

*         Classified and unclassified employees who missed an entire shift must take a day of leave or leave without pay, regardless of FLSA status.

*         If a supervisor directs an employee to work between 2pm on Friday and 10am on Monday, that employee is deemed "essential" during this time period.

*         RGP is the earn code used to pay for hours worked during the closure at the special rate.  Do not use the OTM (overtime) earn code; regular hours worked should not be represented as overtime.



Should you have any questions, please contact Christine Lonigan, Employment Manager at clonigan at uoregon.edu<mailto:clonigan at uoregon.edu> or Terry Smith, Interim Employee and Labor Relations Manager at tleary at uoregon.edu<mailto:tleary at uoregon.edu>.



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