Time Entry Guidelines for Closures

Hourly employees:

• Hourly employees will only be paid for time physically worked.
• Regardless of how much time an hourly (student or non-student) employee is scheduled to work, they do not receive any compensation for time not actually worked. Only the hours the hourly employee physically worked should be entered.
• Employees who are not eligible to receive leave require no special data entry.

Salaried employees:

• The amount of Leave – Agency Holiday-EMG each employee should receive during this university closure is four hours for full-time benefits-eligible employees and is prorated based on FTE for those who are part-time benefits-eligible. For example, a part-time benefits-eligible employee who is 50 percent would receive two hours.

Working during the closure:

• Employees who work during the closure must enter the time worked using code University Closure Worked (UCWK) in the EIS Time and Labor system. They also must enter the amount of Leave – Agency Holiday-EMG given in the eLeave system, to ensure correct comp time accruals.

Exceptions:

• An employee does NOT receive University Closure leave when the employee is on Leave Without Pay Status during the closure.
• Employees in Dock status (DOC) prior to the closure will not receive the closure hours and will need to be docked their scheduled hours. Timekeepers will input DOC and an override rate on the timesheet for the appropriate number of hours.

How to enter time in EIS Time and Labor System:

Part 1: Full-time benefits-eligible salaried employees will enter the hours on their timesheet for hours worked prior to the closure using the time reporting code REG – Regular Earnings. The number of hours will be prorated based on FTE for part-time benefits-eligible salaried employees. See example 3 below.

Part 2: Full-time benefits-eligible salaried employees will use eLeave to submit a request using leave type Leave – Agency Holiday-EMG for the hours granted. The hours will automatically populate the employee’s timesheet as AHEMG – Leave - Agency Holiday-EMG once the eLeave request has been approved. The number of hours will be prorated based on FTE for part-time benefits-eligible salaried employees.

Part 3 (if applicable): Employees who are required to work during the closure will enter the hours on their timesheet using the time reporting code UCWK – Univ. Closure Wrkd/Comp @ 1.0.

Examples:

1. Sam is a full-time employee scheduled to work 8 a.m. to 5 p.m., Monday through Friday. Sam’s timesheet will look like this:

2. Sandy is a full-time employee scheduled to work 8 a.m. to 5 p.m., Monday through Friday and is an essential employee who will continue to work her normal scheduled hours. Sandy’s timesheet will look like this:

3. Bob is a 50 percent FTE employee scheduled to work 8 a.m. to 12 p.m., Monday through Friday and works his regular schedule. Bob’s timesheet would look like this:

4. Eddy is a full-time employee who is currently on vacation for the closure. Eddy’s timesheet would look like this:

5. John is a 50 percent FTE employee scheduled to work 8 a.m. to 12 p.m., Monday through Friday.  John leaves at 10 a.m. on Friday. John's timesheet would look like this:

6. Pam is a full-time employee scheduled to work 4 p.m. to 2 a.m., Monday through Thursday.  Pam’s timesheet would look like this:

Contact

If you have any additional questions regarding the entry of time for this leave period, please contact Time and Labor at 940-369-5500 or toll free at 1-855-868-4357.

timeandlabor@untsystem.edu

Thank you!