In addition to previously scheduled holidays on Dec. 22, 25 and 29 and Jan. 1, Case Western Reserve University will be closed Tuesday, Dec. 26, through Thursday, Dec. 28, 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. 26, 27 and/or 28. 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 to 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.
Supervisors should arrange for coverage for their offices as necessary, and in a way that minimizes overtime expenses.
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: Winter Recess
Staff employees working Dec. 26, 27 and/or 28 should record their time as follows:
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.
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.
Time Reporting: Holidays
University offices are closed Friday, Dec. 22, and Monday Dec. 25, for Christmas, and Friday, Dec. 29, and Monday, Jan. 1, for New Year’s.
Staff employees working Dec. 22, 25, 29 and/or Jan. 1, should record their time as follows:
Employees should change the “HOL” TRC code to “HWL” pay on their timesheet as it is auto-populated and add a line with TRC code “OPT” for the hours they work on the university holiday. When combined together (HWK and OPT) the employee receives 2.5x pay for the hours worked on that day.
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 Dec. 22, 25 and 29 and Jan. 1; and “REG” for Dec. 26, 27 and 28.