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Recent Adverse Weather in TIM

 

By

To: TIM Administrators
From: TIM Support
Date: March 2, 2015

FIRST, please review carefully the memo from the HR Office regarding the Adverse Weather Conditions declared last week. Please contact OHR with any policy questions you may have.

Conditions Declared Last Week

  • Tuesday, Feb. 24, Adverse Weather Condition I and II– Employees must use their own leave.
    NOTE – Administrative Absence Leave cannot be applied for Condition I or II absences for this event. This was an exception granted by the Governor that applied only to the Feb. 16 event. Therefore, NO employees may use the “Administrative Absence” pay code for this adverse weather event in the current pay period, Biweekly 18.
  • Wednesday, Feb. 25, from 12 a.m. (midnight) until 10 a.m., Adverse Weather Condition III– Employees may use “Adverse Weather III Non ER Emp” pay code for regularly scheduled hours they did not work. Hours worked should be recorded normally in TIM.
    SEVERE WEATHER ESSENTIAL – Hours worked by a designated SPA severe weather essential employee during the Adverse Weather Condition III timeframe should be recorded normally. Then, the “Adverse Weather III ETO ER Emp” pay code and the amount of hours worked during the Condition III timeframe only should be added to the timecard. 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.
  • Wednesday, February 25 from 10 a.m. until 6 p.m., Adverse Weather Condition I– Employees must use their own leave.
  • Wednesday, February 25 from 6 p.m. until Friday, February 27 at 1 p.m., Adverse Weather Condition III– employees may use “Adverse Weather III Non ER Emp” pay code for regularly scheduled hours they did not work. Hours worked should be recorded normally in TIM.
    SEVERE WEATHER ESSENTIAL – Hours worked by a designated SPA severe weather essential employee during the Adverse Weather Condition III timeframe should be recorded normally. Then, the “Adverse Weather III ETO ER Emp” pay code and the amount of hours worked during the Condition III timeframe only should be added to the timecard. 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.
  • Friday, February 27 from 1 p.m. until 12 a.m. midnight, Adverse Weather Condition I – Employees must use their own leave.

Please note the following about “Adverse Weather III Non ER Emp” Leave

  • “Adverse Weather III Non ER Emp” hours may not be recorded that are outside of the employee’s regular schedule.
  • Employees who were on prearranged vacation or sick leave must still charge that leave accordingly and are not eligible to apply “Adverse Weather III Non ER Emp” for those hours.
  • If any hours were worked by a SPA non-severe weather employee during the Adverse Weather timeframes, the times in and out should be entered in the timecard. The hours worked must offset “Adverse Weather III Non ER Emp” hours 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.

Accounting for missed work during Adverse Weather Condition I and II

  • 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 allow 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,” through Monday, March 9, 2015.
  • HR does not permit employees to have access to the Administrative Absence or 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 a 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.

Please Note

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