CWRU to close between Christmas and New Year’s Day holidays; review information regarding policies and time entry

In addition to previously scheduled holidays, Case Western Reserve University will be closed Monday, Dec. 28, through Wednesday, Dec. 30, for Winter Recess. Affected staff will be paid as though they worked those days.

This effort is part of a broader employee appreciation program. Based on the nature of duties and/or unexpected developments, some offices will need to remain open Dec. 28, 29 and/or 30. Non-exempt staff who work on campus during Winter Recess will be paid time and one-half and will receive equivalent paid time off on a later date.

If operational demands require exempt employees be present on campus for a significant amount of time, the possibility of alternative time off will be determined by their supervisors.

Below are additional guidelines involving the policy:

General information

Supervisors should arrange for coverage for their offices as necessary, and in a way that minimizes overtime expense.

The time provided for these initiatives is not considered vacation time; therefore, an employee’s vacation time does not decrease. The time also does not accumulate, nor is it paid out when an employee leaves the university. Supervisors are responsible for tracking time earned and used.

The time off does not apply to employees who are on approved leave from the university.

Time reporting

Staff employees working Dec. 28, 29 or 30 should record their time as follows:

  • Non-exempt: Those employees who report to campus as required will be paid at one-and-one-half times their hourly rates for any hours actually worked.
  • To receive this additional compensation, non-exempt essential employees reporting to campus must take the following steps in PeopleSoft HCM:
    • Time reporting control (TRC) code: Change the entry from “REG” to “EMGWK” for the employee’s normally scheduled work hours.
    • Additional Row: After completing the above task, add an additional row and enter “OPTEM” as the next TRC code, then enter the number of hours actually worked on campus.
  • Exempt: Those employees who report to campus as required will receive regular pay for the hours worked. They should change the TRC code entry from “REG” to “EMGWK” for the normally scheduled work hours.
  • Earned Time Off: When using earned time off, TRC code of “REG” should be used.

Employees not working during these days or working remotely don’t need to adjust their timesheets. The TRC code entries should read as:

  • “HOL” for December 24, 25 and 31 and January 1; and
  • “REG” for December 28, 29 and 30.

University offices also are closed Thursday, Dec. 24, and Friday, Dec. 25, for Christmas, and Thursday, Dec. 31, and Friday, Jan. 1, for New Year’s.