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Human Resources

Administrative Exception Time Reporting

IMPORTANT INFORMATION

for all who are recording and approving administrative exception time in January 2014!!

Many administrative employees are taking a few minutes to record their exception time on a weekly basis.  It is an easy habit and you do not have to worry about missing any recording deadlines. 

In January 2014, you will record time for FIVE weeks ending December 29, January 5, 12, 19, and 26, and they are all accessible now.  The holidays, special days off, and weather emergencies need to be taken into consideration as well.  Time records must be entered before 10:00 am on Monday, January 27 and must be approved by noon on that day. Because the deadline falls on a Monday, we hope administrative staff and TimePro approvers will try to get time records recorded by Friday, January 24th.

How should you report the December holidays in TimePro?

TimePro exception time recording in December only included time up to the week ending December 22.   So the December and New Year’s holidays as well as the special days off should be recorded in January.  Here's how:

The official College holidays (December 24, 25, 31, and January 1) and special days off (December 26, 27, 30) are included and paid in your regular salary.  You do not have to record anything in TimePro for any of these days if you were not at work. 

For the week ending December 29, the only scheduled day of work for most employees was Monday, December 23.

  • If you worked on December 23, enter ZIP on that date and it will cover the remainder of holidays and special days off in that week.
  •  If you did not work on December 23, enter the correct PAY CODE and the corresponding number of HRS AWAY.  For example, if you took vacation on Dec 23, enter VAC and 8.0 in the HRS AWAY column.  You do not need to enter any other codes.
  • If you DID work on one or more of the holidays or special days off, then you should enter the day you worked and use the code HOLS (holiday saved) or SDOS (special day off saved) AND enter the number of hours you worked in the HRS AWAY column.  These hours will be added into your vacation bank (if you are not at your maximum balance).

The week ending January 5 not only includes holidays and special days off, but has the weather emergencies thrown in as well! 

  • If you worked on January 2, enter ZIP and the rest of the week will be accounted for including the weather emergency time declared for a portion of January 2 and all of Friday, January 3rd.  You do not need to record anything else -- even if you worked past the 3:30 pm beginning of the weather emergency.
  • If you DID work on one or more of the holidays or special days off, then you should enter the day you worked and use the code HOLS (holiday saved) or SDOS (special day off saved) AND enter the number of hours you worked in the HRS AWAY column.  These hours will be added into your vacation bank (if you are not at your maximum balance).
  • If you were scheduled to be off on VACATION on January 2 or 3, you should still record the days as VAC and record the number of HRS AWAY regardless of the fact that a weather emergency was declared.  If you were out sick, then record SICK and the number of HRS AWAY.
  • If you decided to not come to work at all or left before 3:30pm on January 2 due to concern about severe weather conditions, you should record VAC and the appropriate HRS AWAY regardless of the fact that a weather emergency was declared later in the day.

The week ending January 26 includes another College holiday on January 20th

  • If you take the holiday off, and work all other days in the week, simply record ZIP on one day that week. 
  • If you must work on the holiday, record the day you worked and use the code HOLS (holiday saved) AND enter the number of hours you worked in the HRS AWAY column.  These hours will be added into your vacation bank (if you are not at your maximum balance).

Please refer to the College Holiday Policy and Weather Emergency Guidelines for additional information and do not hesitate to contact Cindy Bessmer (cbessmer@bowdoin.edu) if you have additional questions about recording administrative exception time.

Thank you for using TimePro!