We understand that adverse weather condition time and leave reporting can be challenging for everyone. To help you navigate the most recent closure and limited operations we want to clarify how employees should record time for the time periods that were impacted by Hurricane Helene. Please follow the guidance below for coding time and/or leave for these dates, based on the payroll for your position classification for the periods under Adverse Weather Conditions 1 and 3.
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The Adverse Weather Condition 3 (Closure) was in effect beginning at 12:15 p.m. on Thursday, Sept. 26 through 5 p.m. on Friday, Oct. 11.
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Condition 1 (Reduced Operations) went into effect at 5 p.m. on Friday, Oct. 11 and will end on Friday, Oct. 25 at 4 p.m.
Monthly MN Payroll–SHRA Non-Exempt Employees
For Sept. 26 – Oct. 11 (Condition 3):
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Employees who did not work receive paid administrative leave for their absences. These employees should enter code “MSA” on their timesheets for time missed on these days.
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Non-Mandatory and Mandatory employees who performed any work during these days should record hours worked as they normally would, including compensatory time earned for hours in excess of 40 per week (“CTE”) and Shift Premium Pay (“S10,” etc.) where applicable.
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Mandatory employees who were required to work to maintain essential operations during these days are also eligible for “Equal Time” on an hour-for-hour basis for all hours worked. Equal time must be coded on the employee’s timesheet as “ETE” (Equal Time Earned) when awarded and “ETT” (Equal Time Taken) when used.
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Employees who took personal leave that was scheduled prior to Hurricane Helene during any of these days may use paid administrative leave under Condition 3 for time missed.
For Oct. 11 – Oct. 25 (Condition 1):
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Employees unable to work during Adverse Weather Condition 1 may use available vacation or bonus leave, go on leave without pay, or use adverse weather make-up leave.
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If an employee chooses to use adverse weather make-up leave, the employee receives paid leave for time missed and must either make up time with additional work hours in future periods or charge the time to available vacation or bonus leave if hours are not made up or the make-up period ends. Sick leave may be used only after all other leave options have been exhausted.
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Employees have up to 180 days (March 26, 2025) to make up any adverse weather leave taken during the period between Sept. 27, 2024, and Oct. 31, 2024.
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To record adverse weather make-up leave, use “MSW” on timesheets for leave taken and “AWW” for adverse weather leave make-up hours.
Monthly MN Payroll–SHRA Exempt Employees
For Sept. 26 – Oct. 11 (Condition 3):
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Employees who did not work receive paid administrative leave for their absences. Employees should enter code “MSA” on their leave reports for time missed on these days.
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Mandatory, or those temporarily designated as mandatory, employees may receive hour-for-hour (not 1.5x) emergency compensatory leave for hours worked over 40 hours during Condition 3. Use the code “ETC” to record the straight-time compensatory leave earned and “ETO” when used. This straight-time compensatory leave must be used within 12 months, otherwise it is forfeited.
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Mandatory employees, or those employees who received temporary mandatory designations may be paid for emergency compensatory time earned, pending OSHR and OSBM approval.
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For employees who are not already designated as “mandatory” in People Admin, supervisors may use the form provided in the link below to temporarily designate employees as mandatory who were required to work during Condition 3 to maintain essential operations.
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Please direct questions to Cindy Harper (harperce@appstate.edu) or Cindy McGuire (mcguirecl@appstate.edu) in Human Resources.
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Employees who took personal leave that was scheduled prior to Hurricane Helene during any of these days may use paid administrative leave under Condition 3 for time missed.
For Oct. 11 – Oct. 25 (Condition 1):
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Employees unable to work during Adverse Weather Condition 1 may use available vacation or bonus leave, go on leave without pay, or use adverse weather make-up leave.
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If an employee chooses to use adverse weather make-up leave, the employee receives paid leave for hours missed and must either make up hours with additional work hours in future periods or charge the time to available vacation or bonus leave if hours are not made-up or the make-up period ends. Sick leave may be used after all other leave options have been exhausted.
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Employees have up to 180 days (March 26, 2025) to make up any adverse weather leave taken during the period between Sept. 27, 2024, and Oct. 31, 2024.
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To record adverse weather make-up leave, use “MSW” on timesheets for leave taken and “AWW” for adverse weather leave make-up hours.
Monthly MN Payroll–EPS Law Enforcement Officers (LEOs)
For Sept. 26 – Oct. 11 (Condition 3):
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LEOs who did not work receive paid administrative leave for their absences. Officers should enter code “MSA” on their timesheets for time missed on these days.
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Non-Mandatory and Mandatory LEOs who performed any work during these days should record the work time as they normally would, including compensatory time earned in excess of 40 hours per week (“CTE”) and Shift Premium Pay where applicable.
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Mandatory LEOs who were required to work to maintain mandatory operations during these days are to be awarded “Equal Time” on an hour-for-hour basis for all hours worked. This equal time must be coded on the employee’s timesheet as “ETE” (Equal Time Earned) when awarded and “ETT” (Equal Time Taken) when used.
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LEOs who took personal leave that was scheduled prior to Hurricane Helene during any of these days may use paid administrative leave under Condition 3 for time missed.
For Oct. 11 – Oct. 25 (Condition 1):
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LEOs unable to work during Adverse Weather Condition 1 may use available vacation or bonus leave, go on leave without pay, or use adverse weather make-up leave.
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If a LEO chooses to use adverse weather make-up leave for time missed, they receive paid leave for hours missed and must either make up time with additional work hours in future periods or charge the make-up hours to available vacation or bonus leave if hours are not made-up or the make-up period ends. Sick leave may be used after all other leave options have been exhausted.
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LEOs have up to 180 days (March 26, 2025) to make up any adverse weather leave taken during the period between Sept. 27, 2024, and Oct. 31, 2024.
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To record adverse weather make-up leave, use “MSW” on timesheets for leave taken and “AWW” for adverse weather leave make-up hours.
Monthly ME Payroll– Faculty
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Faculty members will be paid their normal salaries for time periods the University was under Conditions 1 (reduced operations) and Condition 3 (Closure).
Monthly ME Payroll– Non-Faculty EPS Employees
For Sept. 26 – Oct. 11 (Condition 3):
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Non-Faculty EPS employees who did not work receive paid administrative leave for their absences. Employees should not enter leave in the leave report for time missed on these days (See “Note” below).
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EPS employees who took personal leave that was scheduled prior to Hurricane Helene during any of these days may use paid administrative leave received under Condition 3 for time missed.
For Oct. 11 – Oct. 25 (Condition 1):
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Non-Faculty EPS Employees unable to work during Adverse Weather Condition 1 may use available vacation or bonus leave, go on leave without pay, or use adverse weather make-up leave.
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If an employee chooses to use adverse weather make-up leave for hours missed, they receive paid leave for hours missed and must either make up time with additional work hours in future periods or charge the time to available vacation or bonus leave if hours are not made-up or the make-up period ends. Sick leave may be used after all other leave options have been exhausted.
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Employees have up to 180 days (March 26, 2025) to make up any adverse weather leave taken during the period between Sept. 27, 2024, and Oct. 31, 2024
Note: Leave reports for EPS employees do not currently contain codes for reporting or tracking “Paid Administrative Leave” and “Adverse Weather Make-up Leave” that may be earned during severe weather or other emergency events meaning these types of leave are not currently tracked in the Banner HR/ Payroll System. Paid Administrative Leave (MSA), Adverse Weather Leave taken (MSW), and Adverse Weather Leave make-up (AWW) should be tracked and managed by employees and supervisors within their departments. Human Resources, Payroll, and Business Systems continue to explore system improvements that will enable employees to record these types of leave-on-leave reports in the future.
Semi-Monthly SM Payroll–Student and Non-Student Temporary Employees
For Sept. 26 – Oct. 11 (Condition 3):
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Temporary employees who were unable to work – will receive compensation for SM #20 (pay period Oct. 1 - Oct. 15) equivalent to hours paid for SM #18 (pay period Sept. 1 - Sept. 15), based on pay rate of SM #18, up to a maximum of 40 hours. Departmental approvers will be provided a list of employees and hours worked for SM #18 for adjustments prior to payment.
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Temporary employees that worked during the closure – hours worked for SM #20 (pay period Oct. 1 - Oct. 15) should be reported and approved as they normally are. These hours will be compared to hours paid for SM #18 (pay period Sept. 1 - Sept. 15):
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If hours reported/approved for SM #20 are less than hours paid for SM #18, employees will receive additional pay for the difference in hours between SM #18 and SM #20, based on pay rate of SM #18, up to a maximum of 40 hours. Actual hours worked will be paid at the current rate of pay.
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If hours reported/approved for SM #20 are greater than hours paid for SM #18, employees will receive payment for actual hours worked for SM #20.
For Oct. 11 – Oct. 25 (Condition 1):
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Temporary employees will only receive payment for actual time worked and should report hours as they normally would.
Note: Temporary employees including Graduate Teaching and Research Assistants who do not report hours worked will receive their normal semi-monthly installment pay similar to faculty positions.
Other Types of Leave for Permanent Employees
Paid Leave for Emergency Services and Related Support Activities
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Employees who are members of an emergency volunteer response organization or the American Red Cross may receive paid time off under theOther Management Approved Leave Policy to provide support services to affected areas.
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Use “MSA” on the timesheets to record the emergency services hours.
Community Service Leave
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OSHR has authorized an additional 16 hours (two days) of paid CSL leave for employees to provide community service specific to storm-related activities to expire on Dec. 31, 2024. This increases the maximum amount of paid CSL leave from 24 hours to 40 hours for the remainder of 2024. Employees should obtain prior approval from their supervisor and will be responsible for providing documentation that additional CSL hours used are storm-related, according to institutional HR office guidelines.
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Use “CSL” on the timesheets to record the Community Service Leave hours.
Other Management Approved Leave (OMAL) for Difficult Living Situations and OMAL for Loss of or Substantial Damage to Primary Residence
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The Office of Human Resources (HRS)announcement can be found here.
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HRS is currently developing the application(s) and leave use procedures. Please be on the lookout for further updates from HRS regarding these two types of leave.
Use of Sick Leave for Child and Elder Care
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An employee who is a parent (or guardian) and is required to stay home with a child (as defined in the FMLA policy) because of the closure of a day care facility or public/private school, the employee may use sick leave. This also applies for eldercare facility closings. This exception will expire on Dec. 31, 2024.
Use of Sick Leave for Other Absences caused by Hurricane Helene
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If an employee is unable to work, either onsite or remotely (from their home or other alternate work location), due to Hurricane Helene and the employee has exhausted the OMAL options, compensatory time, vacation leave, and bonus leave, then the employee may utilize their sick leave for absences due to direct impacts of Hurricane Helene. This exception will expire on Dec. 31, 2024.
Human Resources Contacts:
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Cindy Harper (harperce@appstate.edu)
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Cindy McGuire (mcguirecl@appstate.edu)
Payroll Contacts:
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Lori Cornell (cornellla@appstate.edu)
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Stephanie Chaisson (chaissonsd@appstate.edu)