Timekeeping Procedures for February 11 - 20, 2021
The university was officially closed due to inclement weather during February 11 - February 20. Please carefully review the following guidelines to account for time off and hours you may have worked.
Who should be logging time? All regular staff, faculty who earn vacation, non-regular staff, and hourly student workers must record timekeeping.
The following outlines the location, date and time of official university closures.
| Location | Start of Closure | End of Closure |
|---|---|---|
|
Round Rock Campus |
Thursday, Feb.11, 5:15 p.m. |
Saturday, Feb. 20, 8 a.m. |
|
San Marcos Campus |
Saturday, Feb. 13, 6 p.m |
Saturday, Feb. 20, 8 a.m. |
|
All Other Locations |
Saturday, Feb. 13, 6 p.m |
Saturday, Feb. 20, 8 a.m. |
Resuming Normal Business | Since the university has now resumed business operations, if you are still unable to work due to circumstances related to the winter storm, please consult with your supervisor or hrbenefits@txstate.edu for timekeeping questions. Please also remember to record all time prior to and after closure periods.
How to Record Hours?
Regular Staff Employees* and Faculty Who Earn Vacation
Employees will be awarded paid leave for all hours the employee was normally scheduled to work. The time should be recorded as University Emergency Closure (Code 2070) on timesheets and in the SAP timekeeping system.
Employees will also receive credit for any hours actually worked during the closed period. This time should be recorded as Additional Hours Worked (Code 0100).
All paid leave hours and hours worked will be combined and handled in accordance with the University's normal overtime/compensatory time policy and procedures as outlined in UPPS 04.04.16, Overtime and Compensatory Time.
NOTE: Employees who were scheduled to use sick leave or vacation during the closed period should use “University Emergency Closure” and do not have to charge the hours to their leave balances.
Example:
- Normal Hours | An employee's normal work hours are from 8 a.m. - 5 p.m. Monday through Friday with a one-hour lunch break.
- In this case, this employee should record 40 hours as University Emergency Closure (Code 2070) from Feb. 15 - Feb. 19. (Accounts for eight hours of University Emergency Closure each day.)
- Hours Actually Worked | During this same week the employee actually worked on Monday, Feb. 15 from 1 p.m. until 5 p.m.
- In this case, this employee should record 4 hours as Additional Hours Worked (Code 0100)
- Total Hours | With the scenarios above, this employee’s paid hours for the week total 44. (As a result of 4 hours of state compensatory time earned [straight hour for hour] and 40 hours of University Emergency Closure).
*A “regular” employee is hired to work at least 20 hours per week for a period of at least four and one-half months, excluding those employed in positions which require student status as a condition of employment.
Non-Regular Staff and Student Employees
Non-regular staff and student employees are not eligible to receive paid leave for the hours the university was closed.
Non-regular staff and student employees are to be paid only for any hours they may have actually worked during the closed period. Employees in this category who worked during the closure should report hours in the SAP timekeeping system using their standard code for reporting hours worked.
Time entry deadlines for Non-Student, Non-Regular (NSNR) staff and students paid semi-monthly:
- For time worked through Feb. 15, the deadline for time entry has been extended to, Feb. 22. Supervisors must approve time entry for students and NSNR employees no later than close of business Tuesday, Feb. 23.
- Follow the regular payroll schedule for Feb. 16 - 28 time entry, and enter time no later than Feb. 28.
Questions
Please address questions to your supervisor and/or departmental time administrator. You may also contact Human Resources at 245.2557 or hrbenefits@txstate.edu for additional clarification.