Use of Time and Attendance

Hours worked and eligible leave types may vary based on job and employee types.  This page serves as a resource for understanding and navigating those differences.

University Hours

In instances where there is an inclement weather situation, non-essential employees may elect to utilize the appropriate leave time if they do not feel they can make it into work.  Appropriate leave is vacation, administrative leave, or comp.  Such leave time shall be liberally granted during inclement weather situations.

When the university closes for entire day and non-essential employees are not required to report to work, such employees will be paid for that day and will not be charged leave time for that day or portion of that day.  Non-essential employees on leave or had requested leave (pre-approved Vacation, Administrative Leave, Sick, FMLA, Furlough, Comp day, etc.), for all or part of the day, shall not have their leave re-credited or adjusted and will be charged with whatever leave time that was originally requested.  Non-essential employees who do report to work, or who work beyond the early release time (until their normal ending time), will not receive additional time off or payment of overtime unless specifically allowed under the employee's negotiations unit agreement.

In the event of a declared late opening, the University will announce what time the campus will be open.  Non-essential employees who have a start time prior to the late opening time will be allowed that additional time to arrive at work and shall report to work at the announced time.  If those non-essential employees who do not report to work that day, they will be charged a full day of appropriate leave time.  For non-essential employees who have a normal start time after the late opening time, they will not be afforded additional time to report to work and should report at their normal start time.

In the event of an early closing and release of non-essential employees, non-essential employees who did not report to work that day will be charged a full day of appropriate leave.

10/10/2019 Memo about 2019 Holiday Closing:

On behalf of the President and in response to requests to assist in planning for the rest of the calendar year, I am pleased to announce an early closing of administrative offices on Wednesday, November 27, 2019 at 1:00 p.m. for the Thanksgiving holiday.  Any classes scheduled on this date are to remain in session.  The University will also be closed the Friday after Thanksgiving, November 29th. Vacation, administrative time, compensatory time or unpaid furlough time should be used for that day.

In addition, the University will be closed at 1:00 p.m. on December 24, 2019 – January 1, 2020. Other than December 25th and January 1st which are holidays, vacation, administrative time, compensatory time or unpaid furlough time should be used during this time period. 

If you have exhausted your time and would like to come to work for all or part of this time, please contact Lawrence Fox in the Office of Human Resources at x4589, who will work with your supervisor to determine if there is an appropriate assignment so that we can accommodate your request.

The University will reopen on Thursday, January 2, 2020. 

Please let me know if you have questions.

Susan Davenport
Executive Vice President and Chief of Staff

11/25/2019 Memo about Summer Hours 2020:

Dear Colleagues,

On behalf of the President, I am pleased to announce that the summer work schedule will begin the week of May 18, 2020 and continue through the week of August 10, 2020

As you know, last summer we piloted a five-day week with the goal of providing better service to our campus community.  Based on the feedback received this schedule was successful, and we will continue to offer the option of a 4-day work week in most departments.  Therefore, the University – including all instructional sites – will again remain open on Fridays throughout next summer.

To facilitate this, managers will work with their employees to create a schedule that provides coverage for their office Monday through Friday throughout the summer.  Managers will consider factors such as seniority at the University in making scheduling decisions. The University will reserve the right to change, modify and/or cancel this program if there is an inability to provide adequate office coverage, or if there is an urgent business need and/or a disruption of normal operations and services. 

The hours of operation for the University during the summer will be Monday through Friday, 8:00 a.m. to 5:15 p.m.  Any departments needing an exception to these hours, should present a request to their Divisional Vice President of a proposed accommodation only after they have worked together to find a creative solution.

Employees in a fixed 35-hour work week will have three options:

  1. Continue the same 5-day work schedule and hours that you work during the academic year.
  2. Work Monday through Thursday with an 8 ¾ hour day, 8:00 a.m. to 5:15 p.m., with a ½ hour lunch break.
  3. Work Tuesday through Friday with an 8 ¾ hour day, 8:00 a.m. to 5:15 p.m., with a ½ hour lunch break.

Employees in a fixed 40-hour workweek also have multiple options.

  1. Continue the same 5-day work schedule and hours that you work during the academic year.
  2. Work Monday through Thursday with a 10-hour day and a ½ lunch break.  Most 40 hour dayshift employees will follow a 6:00 a.m. to 4:30 p.m. schedule. 
  3. Work Tuesday through Friday with a 10-hour day and a ½ lunch break. Most 40 hour dayshift employees will follow a 6:00 a.m. to 4:30 p.m. schedule.

Employees in an NE and NL workweek are required to work a minimum of 8 ¾ hours each day, exclusive of a lunch break, if they choose to work a 4-day week.  In all cases, breaks will be taken in accordance with the negotiated agreements.

Sick, vacation and administrative leave for those on the 4-day work week will be charged according to the number of hours you work each day.  For NL and 35-hour work week employees, 8 ¾ hours per day will be charged.  For 40-hour work week employees, 10 hours per day will be charged.

Monday, May 25, 2020 is a State holiday, and the University will be closed in observance of Memorial Day.  The University will follow a normal academic year work schedule (8:30 a.m. – 5:00 p.m.) for that week (open May 26, 27, 28 and 29) and there will not be a flex schedule option.  Similarly, the University will be closed on Friday, July 3, 2020 in observance of the 4th of July holiday.  The University will follow a normal academic year work schedule (8:30 a.m. – 5:00 p.m.) for that week (open June 29, 30, July 1, and 2) and will not have a flex schedule option.   

If you have questions regarding the summer work schedule, please contact the Office of Human Resources. 

Thank you for your cooperation as we work together to provide excellent service to our campus community. 

Susan Davenport
Executive Vice President and Chief of Staff

Accrual & Usage of Time by Employee Classification

Some classified employees work 35 hours and others work 40 hours.  Additionally, some classified employees may have NE or NL in their titles.  Any questions regarding which classification your title falls under please contact the Office of Human Resources.  Use the link below to understand how compensatory time and overtime eligibility works for each of these classifications.

 Faculty: Not eligible for overtime or compensatory time.

AFT Professionals:  Not eligible for overtime. Can receive compensatory time on an hour for hour basis.

In accordance with the Fair Labor Standards Act there is no overtime eligibility for management level positions.

Management employees are entitled to compensatory time for work performed on the following State holidays ONLY:  President's Day, Good Friday, Columbus Day, Election Day, and Veteran's Day.  No compensatory time can be earned for working on a Saturday or Sunday.  Compensatory time earned by managers must be used within the same calendar year from the time it is earned.

Additional resources that may be helpful:

Need Assistance? 

  • Click here to view the full list of HR staff including notes on who can help you with what.
  • Or, call us at 609-652-4384
  • Or, stop by our suite in J-115

We look forward to getting you what you need, answering your questions, and/or connecting you with the HR team member that can best help you.