Reminder: Pay practices during suspension of normal operations

During periods of adverse weather, the normal operations of the University may be modified or curtailed. Under severe conditions, a wind chill, snow or ice emergency may be declared for the West Lafayette campus, and special policies and procedures dealing with parking, pay, and/or attendance will become effective.

The University suspended normal operations at 6 p.m. Sunday (Jan. 5) through 6 p.m. Tuesday (Jan. 7). Therefore, the following pay practices apply:

* Regular clerical/service and operations/technical assistants who do not report to work during a suspension of operations will receive regular pay for all normally scheduled hours not worked due to the suspension of operations. Time will be recorded as "Other Leave (With Pay)" on the Attendance Record/Time Sheet for employees using manual time entry. 

Kronos users should utilize the Electronic Timekeeping Assigning Pay Codes by Group QRC to assign the "EMG – Emergency Weather Paid Leave" pay code to groups of regular staff who were scheduled to work but did not report due to the suspension of operations. This QRC describes how the pay code can be assigned to multiple employees in a single step. Alternatively, this pay code can be entered on each employee's time card individually.

* Essential, non-exempt employees required to work will be paid at the regular rate plus time-and-one-half for all hours worked during the time that normal operations are suspended. This time will be recorded as "Worked-Regular" and "Overtime" on the Attendance Record//Time Sheet for employees using manual time entry.

For Kronos users, supervisors should assign the "HEW – Holiday Emergency Worked, HE2 – Holiday Emergency Worked 2nd Shift, or HE3 – Holiday Emergency Worked 3rd shift" pay code, as applicable, for the number of hours the employee worked. These pay codes should be added in addition to the punches the employee recorded for working during the recess. The HEW, HE2, and HE3 codes pay at time and a half and will show up in SAP as the "OT" code. Adding these codes to the hours the employee worked will pay them the correct rate due to them for working during the suspension of operations.

* Exempt, administrative/professional staff members will receive regular pay during the suspension of operations.

These policies and procedures are detailed in a memo issued Wednesday (Jan. 8) by the Office of the Vice President for Human Resources. A suspension of operations FAQ is available here.