To: TIM Administrators
From: TIM Support
Date: January 14, 2015
Adverse Weather Condition III, University offices closed, was declared from 5-10 a.m. today, Wednesday, Jan. 14, 2015.
Adverse Weather Condition III is when the University has closed due to emergency conditions; non-mandatory employees must not report to work and mandatory (severe weather essential) employees are required to report to work.
During the Adverse Weather Condition III Timeframe Only
SPA Employees- Non-Emergency
- The ‘Adverse Weather III Non ER Emp’ pay code and an amount may be entered for hours that were not worked during the Condition III timeframe.
Please note the following:
- ‘Adverse Weather III Non ER Emp’ hours may not be recorded that are outside of the employee’s regular schedule. For example, if an employee is scheduled to work starting at 8 a.m., then a maximum of two hours of ‘Adverse Weather III Non ER Emp’ may be coded in TIM.
- If any hours were worked by a SPA non-emergency employee during Adverse Weather Condition III timeframe, the times in and out should be entered in the timecard. The hours worked will offset the ‘Adverse Weather III Non ER Emp’ hours coded in TIM. For example, if an employee was scheduled to work starting at 8 a.m. and came into work at 9 a.m., then a maximum of one hour of ‘Adverse Weather III Non ER Emp’ may be coded in TIM.
- ‘Adverse Weather III Non ER Emp’ hours are also offset by hours worked during the work week. As with other types of leave, ‘Adverse Weather III Non ER Emp’ 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.
SPA Employees- Designated Severe Weather Essential
- For hours worked by a designated SPA severe weather essential employee during the Adverse Weather Condition III timeframe, the ‘Adverse Weather III ETO ER Emp‘ pay code and an amount should be added to the timecard for only the hours worked during the Condition III timeframe. This is to ensure the emergency employee is granted Adverse Weather ETO in TIM. This pay code entry will not pay the employee for hours worked. Please note that ‘Severe Weather Essential’ must be indicated on the employee’s record in ConnectCarolina in order for the employee to be considered an emergency employee in TIM.
- For hours not worked by a designated SPA severe weather essential employee, the ‘Adverse Weather III Non ER Emp‘ pay code and an amount should be entered for the hours that were not worked during the Condition III timeframe. This will ensure the employee is paid but does not receive Adverse Weather ETO because they were not working those hours.
Outside of the Adverse Weather Condition III Timeframe
Starting Jan. 1, 2015, Adverse Weather pay codes will NOT be used in TIM to account for missed work due to Adverse Weather outside of the Condition III timeframe. Accounting for missed work-
- Code available paid time off (Comp Time, Holiday ETO, etc.)
- If approved by the supervisor, the employee may work additional hours that week to make up for the hours missed or the employee will code Vacation or Bonus hours in TIM.
- If there is not sufficient Vacation or Bonus, the supervisor may choose to advance Vacation leave to the employee.
- Otherwise the employee will need to take a Dock in Pay – for SPA Non-Exempt employees, they will not enter anything in TIM for the hours missed and will not be paid for those hours. For SPA Exempt employees, a Dock in Pay action in ConnectCarolina via the Lump Sum ePAR must be processed. Please contact ConnectCarolina for assistance.
- Please refer to the HR Adverse Weather policy for more detailed information, http://hr.unc.edu/for-faculty-staff/adverse-weather/
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 Monday, Jan. 26, 2015.
- 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.
- Because temporary employees are not eligible for paid leave, they cannot code adverse weather leave nor be paid for any time not worked.
- The Adverse Weather pay codes in TIM are not used for EPA employees. Please refer to the EPA Non-Faculty Adverse Weather policy, http://hr.unc.edu/policies-procedures-systems/epa-non-faculty-employee-policies/leave/adverse-weather-guidelines-for-epa-non-faculty-employees.
- Please contact the HR Department with any questions about are policy related. Please contact the ConnectCarolina help desk with assistance ConnectCarolina data or actions. TIM Support provides assistance to TIM Administrators with TIM ‘how-to’ questions only.