UPDATED: Nov. 26, 2012
Q: What will the holiday schedule be this year?
A. The holiday schedule will run from the first shift on Monday, Dec. 24, 2012 through Jan. 1, 2013. During that time all nonessential operations will be closed at all Kent State campuses. Eligible classified and unclassified employees will receive paid leave for any regularly scheduled work time from Dec. 26 through Dec. 31 (referred to as additional days in the following questions). The paid leave is in addition to the paid holidays of Dec. 24, 25 and Jan. 1. Regular university operations will resume with the start of the first shift on Wednesday, Jan.2.
A: All nonessential operations will be closed at all all Kent State locations. In early December HR will publish a list of departments and their status during the holiday schedule.
Q: Is the holiday schedule for all Kent State locations?
A: Yes, including the College of Podiatric Medicine and the Regional Academic Center at Twinsburg.
Q: Does the holiday schedule include all staff employees?
A: Full- and part-time classified and unclassified employees who normally accrue vacation throughout the year are eligible to receive paid leave for the additional days. Employees not eligible for the paid leave include student employees, classified temporary staff, temporary agency staff, unclassified nine and 10-month term appointments, short-term unclassified appointments, unclassified intermittent appointments and employees in a lay-off status.
Q: How will the holiday schedule apply to employees on a nontraditional work week schedule?
A: An eligible employee on a nontraditional work week schedule may receive alternate paid days during the period of Dec. 23 through Jan. 2. to make his/her pay whole. Using established guidelines, Human Resources will work with individual departments to create customized pay schedules as needed.
Q: What about faculty?
A. The impact of the holiday schedule for 12-month faculty who accrue vacation is the same as for unclassified employees who accrue vacation.
Q: If my department is closed, how will I be paid?
A: Classified and unclassified employees not scheduled to work will be paid for the additional days. These employees do not need to take vacation or comp. time. However, supervisors of classified employees in this group must enter hours as "University Closure" in the Kronos timekeeping system for the additional three days. The number of hours entered should correspond to the number of hours the employee is regularly scheduled to work.
Q: If I work in a department that remains open, how will I be paid?
A: Unrepresented and represented classified employees required to work can receive payment or opt to take days off in the future under the following guidelines:
Payment for actual time worked, at a rate of 1.5 times the normal hourly rate. Employees should clock in and out as normal. Supervisors must send a list of all employees choosing this option to Payroll@kent.edu no later than 8 a.m. on Jan. 3, 2013, and Payroll will make any necessary adjustments. If the list is not received by the Jan. 3 deadline, no adjustment will be made and the employee will be required to take time off at a later date.
Paid straight time for actual hours worked and taking time off in the future. Employees should clock in and out as normal. Supervisors of employees using Kronos can add the pay code "straight comp" equal to the number of hours worked. This pay code can be added just like you would add a "sick" or "vacation" pay code. The "straight comp" pay code will add the hours worked during the holiday break to the employee's comp bank to be taken as "comp used" at a later date. All hours worked will be paid as straight time unless the total hours actually worked are over 40 or the actual holiday is worked (normal overtime rules apply if the holiday is worked).
Unrepresented and represented classified employees working partial days should clock in and out for actual hours worked, and the supervisor must enter the remaining hours as "University Closure." For example, the normal shift is eight hours, but the employee only works three hours on Dec. 28. The supervisor must enter five hours as "University Closure" in Kronos. The options listed above for employees required to work will also apply for employees working partial days.
Unclassified employees required to work will be given the opportunity to take comparable time off at a later time, as approved by their supervisor.
Q: I'm a supervisor. How do I enter time for my employees in Kronos?
A: Supervisors may enter and approve time for the period Dec. 23 through Jan. 1 as early as Dec. 21. Supervisors of areas that will be closed during the holiday schedule are strongly encouraged to do this. The deadline to enter time in Kronos for the week of Dec. 23 is end of the day on Jan. 2, 2013.
If the supervisor misses the payroll deadline, no rate adjustment will be made and the employee will be required to use the straight comp option and take time off at a later date. Requests for manual checks will not be processed.
Q: How will the holiday closing impact the Dec. 31 pay period?
A: Faculty and unclassified employees with direct deposit who are scheduled to receive their second pay of the month on Dec. 31 will be paid on Dec. 21, as was done last December. Classified employees will be paid on Dec. 28 as scheduled; all other employees not on direct deposit will also be paid on Dec. 28.
Q: How will employees (including faculty) who do not use direct deposit get their end of December paychecks?
A. Any employee who does not have direct deposit will have their paycheck mailed to their permanent address on Dec. 28. You can review and/or update your permanent address in FlashLine. Look for the Employment Details tab in My HR, and then select the Personal Information link.
For questions, contact the Payroll Office at 330-672-8640.
Employees with questions about how this will affect their departments should contact their supervisors or e-mail email@example.com.