payroll: Time Reporting for Inclement Weather - February 2014

[BAO Payroll Office News]

The below notification was sent to the Deans, Directors, and Department Heads on Monday, February 10th.



**********************************************************************************************************************************************************





TO:                  Deans, Directors, Department Heads, and Payroll Administrators



FROM:            Mark A. Yuran, Chief Human Resources Officer



SUBJECT:       Time Reporting for Inclement Weather



Due to inclement weather on Friday, Feb. 7, the University of Oregon released all non-essential employees at 1 p.m.



Those employees who were at work and were sent home will have the balance of their work day compensated. This must be shown on timesheets as regular pay.



If a non-exempt employee who is eligible for overtime under FLSA left before being sent home by his or her supervisor, the difference between the time worked and the 1 p.m. release time must 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 leave or leave without pay.



Temporary and student workers must 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.



Classified employees and officers of administration who left early on Thursday, Feb. 6, must use accrued vacation, compensatory time, exchange time, personal leave or leave without pay.



Employees scheduled to work on Saturday and Sunday were expected to report for their normally scheduled shifts. Classified and unclassified employees who were scheduled to work and opted to stay home must take leave or leave without pay, regardless of FLSA status.



Payroll Administrators please utilize RGP earnings 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 must not be represented as overtime.  See https://bg.uoregon.edu/content/inclement-weather-time-reporting for instructions on time reporting in February payroll.



For additional information regarding policies on leaves, refer to an Oct. 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.uoregon.edu/policies-leaves/inclement-weather .



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



Additional payroll information:



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



SEIU Essential Employees
SEIU essential employees are required to work during periods of closure or curtailment. Essential employees required to work on Friday, Feb. 7, shall be paid at the rate of time-and-one-half for all hours worked after 1 p.m. If a supervisor directs an employee to work after 1 p.m. on Friday, that employee is deemed "essential" during this time period. Essential employees whose shift began after 1 p.m. on Friday, Feb. 7, shall be paid at the rate of time-and-one-half for all hours worked for the balance of the shift.



Teamsters Classified Employees
Article 40 of the Teamsters collective bargaining agreement provides guidance on leave reporting.



Unclassified Employees (Non-Exempt) (eligible for overtime under FLSA)
Unclassified non-exempt employees who are eligible for overtime under FLSA who were at work on Friday, Feb. 7, and were sent home at 1 p.m. will be paid for the balance of their shift. Unclassified employees who missed an entire shift on Friday, Feb. 7, must take a day of leave or leave without pay, regardless of FLSA status.



Unclassified Employees (Exempt) (not eligible for overtime under FLSA)
Unclassified exempt employees who are not eligible for overtime under FLSA who were at work on Friday, Feb. 7, and left early do not have to take leave time. Unclassified employees who missed an entire shift on Friday, Feb. 7, must take a day of leave or leave without pay, regardless of FLSA status.



UO Portland Employees
Employees at the Portland campus must follow the inclement weather guidelines consistent with Portland State University.

-------------- next part --------------
An HTML attachment was scrubbed...
URL: <http://lists-prod.uoregon.edu/pipermail/payroll/attachments/20140212/45998ed5/attachment.html>