To: TIM Administrators
From: TIM Support
First, please familiarize yourself with the University’s Adverse Weather policy for SPA employees.
Adverse Weather Condition III, University offices closed, was declared from 1:50 p.m. on Wednesday, Feb. 12, 2014. to 8 a.m. on Saturday, Feb. 15, 2014.
(Please note that since UNC rounds to tenth of an hour, 1:50 p.m. is .2 hours of condition III.)
In SPA employee timecards in TIM, the following entries should be made during the Adverse Weather Condition III timeframe only:
SPA Non-Emergency Employees
- For hours worked by a SPA non-emergency employee during Adverse Weather Condition III, the times in and out should be entered in the timecard.
- The ‘Adverse Weather III Non ER Emp‘ pay code and an amount should be entered on each date hours were not worked during the Condition III timeframe.
SPA Emergency Employees
- For hours worked by a designated SPA emergency employee during the Adverse Weather Condition III timeframe, the ‘Adverse Weather III ETO ER Emp’ pay code and an amount should be entered on each date worked. This will ensure the emergency employee is granted Adverse Weather ETO in TIM. Please note that ‘Severe Weather Essential’ must be indicated as a position attribute in HRIS in order for the employee to be considered an emergency employee.
- For hours not worked by a designated SPA emergency employee during the Condition III timeframe, the ‘Adverse Weather III Non ER Emp’ pay code and an amount should be entered on each date. This will ensure the employee is paid but does not receive Adverse Weather ETO because they were not working those hours.
Outside of the Condition III Timeframe
- Any work hours missed due to adverse weather outside of the Condition III timeframe that were not made up by working additional hours, should be coded as Leave Taken or ‘Adverse Weather Cond I-II Open’, if requested by the SPA employee. The SPA employee may also elect to take unpaid leave for those hours.
- Please refer to the HR Adverse Weather policy for more detailed information, http://hr.unc.edu/policies-procedures-systems/spa-employee-policies/leave-and-holidays/adverse-weather-spa
Adverse Weather Pay Code Selection in TIM:
- TIM Administrators have access to all Adverse Weather pay codes in TIM.
- HR has determined to give Managers in TIM access to the Adverse Weather Condition III pay codes mentioned in this communication, ‘Adverse Weather III Non ER Emp’ and ‘Adverse Weather III ETO ER Emp’, until Tuesday, Feb. 25, 2014.
- HR does not permit employees to have access to Adverse Weather pay codes, so it is configured that way in TIM. Please contact the HR department if you have any questions regarding this policy.
- TIM Administrators and Managers must expand the pay code column in the timecard before selecting an Adverse Weather pay code to ensure you are selecting the correct one.
- While it is allowed, SPA Exempt employees do not require the ‘Adverse Weather III Non ER Emp’ pay code to be entered in their timecards because they are set to Auto-Pay in payroll. However, you must enter the ‘Adverse Weather Cond I-II Open’ pay code for any adverse weather hours owed to the university and the ‘Adverse Weather III ETO ER Emp’ pay code for a designated SPA Exempt emergency employee who worked during Condition III, so they will have the Adverse Weather ETO hours they earned in TIM.
- Because temporary employees are not eligible for paid leave, they cannot code adverse weather leave nor be paid for any time not worked.
Please Note:
- As with other types of leave, Adverse Weather leave hours cannot be coded if it would result in the total number of hours compensated to an employee in a work week to exceed 40 hours.
- The Adverse Weather pay codes in TIM are not used for EPA employees. Please refer to the EPA Non-Faculty Adverse Weather policy.
- Please contact the HR Department with any questions about are policy related. TIM Support provides assistance with TIM ‘how-to’ questions only.