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.
