INSTRUCTIONS FOR HANDLING TIMECARDS FOR FRIDAY, 01/24/14

Below are guidelines, based on Administrative Procedure 2-3, to handle the Emergency Weather Event declared on Friday, January 24th.  The Mayor declared a delay in the start of City Services and non-essential employees were not required to report to work until 10AM.

**PLEASE NOTE:  any employee who arrived to work on Friday, 01/24/2014, will be paid for their entire scheduled work shift regardless of their arrival time.**

Managers/Supervisors: You are responsible for ensuring time is entered correctly for all of your direct reports for Friday, 01/24/14, based on these instructions. Adjustments must be completed prior to payroll close on 01/31/14. Instructions are as follows:

Non-Exempt Employees who reported to work – the employee’s timecard must be manually adjusted in order to fill in the missing hours from the work shift. This will be done by inserting a line onto the timecard for Friday, 01/24/14, selecting the pay code DTOF from the pay code drop-down list, entering the amount of hours needed to equal the employee’s scheduled work hours and entering the appropriate start time. Please see the example below where the employee works an 8 hour shift beginning at 7AM and reported to work at 10AM. Reminder – every 15 minute increment is recorded as quarters (.25, .5, .75).

Exempt employees who reported to work – no timecard adjustments are needed.

Employees who did not report to work –

1.    If the employee previously scheduled a day off (ex., vacation), then this scheduled leave must be used.

2.    Any time missed prior to 10AM must be coded as DTOF. 

3.    Employees who were scheduled to work on Friday, but were unable to report for whatever reason must account for their shift time after 10AM using the normally accepted methods (vacation, personal leave time, comp time, etc.).  This is required for both exempt and non-exempt employees. Due to the weather emergency, normal advanced notice requirements are waived. Supervisors/managers must make this adjustment to the employee’s timecard or work schedule manually as the employee will be unable to submit a time off request for a date that has passed. Supervisors/managers should try to reach a consensus from their employees on how the missed day should be accounted. However, it is the supervisor’s discretion for the leave type to be used (for instance, comp time should be used prior to vacation time used). Sick leave usage must comply with existing City policies.

Those employees who, in accordance with department-specific guidelines and with approval of their supervisor, actually worked from home during Friday are considered to have reported for work. Any non-exempt employee who actually worked from home on Friday and did not time stamp at all in Kronos must have their entire shift manually entered onto his/her timecard using the method described above. No timecard adjustments are needed for exempt employees who worked from home.

Employees: You are responsible for reviewing your timecard and ensuring your recorded time is correct. Please report any discrepancies to your supervisor for correction before Friday, 01/31/14.

Questions, problems or concerns regarding the procedure outlined above may be reported to the Payroll Helpdesk at 832-393-8900.