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Modified Timesheet Procedures

Timesheet Procedures – through April 3, 2020

Coronavirus (COVID-19) Timesheet Modifications

As the College continues to respond to coronavirus (COVID-19) health and safety guidance from the CDC, NYS Department of Health, and Monroe County, we are also learning of emerging employee benefit and timekeeping expectations.

Please note that while we are collecting additional timekeeping detail, as stated in the March 14 ERT Coronavirus Update, "pay will continue as normal and employees will not be asked to use paid absence or vacation days" through April 3, 2020.

To align with the emerging expectations, all employees are asked to track hours worked remotely along with any hours of sick time. In addition, hourly employees are asked to track hours for which they will be paid but are not able to work remotely. Employees on disability will continue to be paid in accordance to the disability benefit.

New Earn Codes

To accommodate these expectations, two new earn codes have been created for use through April 3, 2020.

  • 066 Unusual Event COVID
    Use this earn code to record hours when you are not able to work remotely.
  • 067 Sick – COVID Period
    Use this earn code to record hours when you are sick.

Hourly Employees

Until April 3, 2020, use only the following earn codes:

  • 020: Regular Hourly
  • 066: Unusual Event-COVID
  • 067: Sick – COVID Period

Examples

  • An employee's regular schedule is 8 hours per day. The employee is not sick and worked remotely for 6 hours. The timesheet should reflect the following, which totals the expected 8 hours.

    Regular Hours (020) 6.0
    Unusual Event-COVID (066) 2.0

  • An employee's regular schedule is 7 hours per day. The employee is not sick and is not able to work remotely. The timesheet should reflect the following, which totals expected 7 hours.

    Regular Hours (020) 0.0
    Unusual Event-COVID (066) 7.0

  • An employee's regular schedule is 4 hours per day. The employee is sick and not able to work. The timesheet should reflect the following, which totals the expected 4 hours.

    Regular Hours (020) 0.0
    Sick - COVID Period (067) 4.0

Consistent with existing Federal and NY State regulations, hourly employees must record all time worked (i.e. time on work phone calls, initiating or responding to email, etc.) and must continue to take designated lunch break time. Any changes to your regular work schedule must be approved in advance by your supervisor.

Salaried/Exempt Employees

Until April 3, 2020 only use the following earn codes:

  • 067: only record sick time during the period using earn code 067
  • 010: Regular Salary defaults hours.

Example

  • An employee’s regular schedule is 7 hours per day. The employee is sick and not able to work. The timesheet should reflect the following, which totals the expected 7 hours.

    Regular Salary (010) 0.0
    Sick - COVID Period (067) 7.0

Timesheet Procedures

We will continue to send out email reminders regarding timesheet due dates.

Electronic Web Time Entry Timesheets

Employees who report time using the Web Time Entry system should continue to use this system. Timesheets for the April 3, 2020 payroll must be submitted for approval by 10 a.m. Monday, March 30, 2020.

Paper Timesheets

Employees who report time using paper timesheets should continue to use the pre-populated timesheet if possible. We will accept emails or scanned completed timesheets with supervisor signatures. However, we understand this process may not be possible. As an alternative, employees may download a Generic Timesheet [pdf] that can be completed and signed electronically.

Timesheets for the April 3, 2020 payroll must be submitted to payroll by noon on Friday, March 27, 2020. Timesheets approved and submitted via email are encouraged.

An employee required to work on campus during this period should complete their timesheet as usual.