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Summer Schedule 2020 FAQ

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Summer Schedule
May 11 — August 7, 2020

***UPDATED MAY 19, 2020 (Q18 Below)***

1. Do I have to report to campus to participate in the Summer Schedule?
No. If you are an employee who has arranged to work remotely at this time, you do not need to resume working on-campus in order to participate in the Summer Schedule. The remote work arrangements, policies, and procedures that have been implemented during the COVID19 pandemic will stay in place until the University states otherwise. The Summer Schedule is a temporary modification of the University’s core hours.

2. What is the EKU Summer Schedule?
Beginning May 11, 2020, ALL University campuses will transition to a revised Summer Schedule. The core hours of operations for the University during the summer will be 7:30 AM – 5:00 PM, Monday – Thursday, with a 30-minute lunch period. All University campuses will be CLOSED on Friday. This Summer Schedule will end on August 7, 2020.

Recognizing that some departments and individuals are required to operate outside of normal University business hours, supervisors/department heads will be permitted to adjust the work schedule at their discretion to meet the needs of the department and the University. It is important to note that this Summer Schedule will not alter any planned University activities or events during the summer.

Employees should consult their supervisors and EKU Human Resources for questions about schedule adjustments and time/leave reporting.

3. What is the duration of the modified Summer Schedule?

  • Monday, May 11, 2020 – Friday, August 7, 2020.
  • Normal University business hours resume Saturday, August 8, 2020.

4. What are the University core business hours during the Summer Schedule?

  • Monday — Thursday, 7:30 – 5:00, with a 30 minute lunch
  • Friday — Closed

5. Who is affected by the modified Summer Schedule?
All full-time and part-time benefited employees on all campuses are impacted. Some departments and individuals, however, are required to operate outside of normal University business hours. Please consult your supervisor concerning any adjustments to your summer schedule. Additionally, some employees on certain types of leave (FMLA, FFCRA, etc.) might not be subject to the Summer Schedule depending on their individual situations. Those employees must contact Human Resources to discuss these individual situations so that proper time reporting instruction, etc., can be provided.

6. What if these hours are not conducive to my department?
Supervisors may adjust work schedules based on departmental need which may include not participating in the Summer Schedule.

7. What if I am unable to meet the new Summer Schedule; can I request to adjust my schedule?
Consult with your supervisor.

8. I am a supervisor having trouble adjusting my staff’s schedules, what do I do?
Please contact your HR Business Partner for guidance.

9. Will the Summer Schedule result in reduced pay?
No.

10. I am an hourly worker, how will I enter my time?

  • If you are a 7.5 hour employee, you may enter up to 1.5 hours of summer schedule time per week.
  • If you are an 8+ hour employee, you may take up to 2 hours of summer schedule time per week.
  • Example: 7.5 hour per day employee: During the academic year, employee works 37.5 hours per week. On the Summer Schedule, the employee would report as follows: Report actual hours worked Monday – Thursday = 36 hours (9 hours per day) + 1.5 summer schedule time to equal 37.5 for the week.
  • Example: 8 hour per day employee: During the academic year, employee works 40 hours per week. On the Summer Schedule, the employee would report as follows: Report actual hours worked Monday – Thursday = 38 hours (9.5 hours per day) + 2 summer schedule time to equal 40 for the week.

11. What if I work all of my regularly scheduled hours?
If an employee works all of their regularly scheduled hours, and is unable to implement or utilize the modified Summer Schedule, the employee is not eligible summer schedule time.

  • Example: 37.5 hour employee works 37.5 hours or more in the given week.
  • Example: 40 hour employee works 40 hours or more in a given week.

12. I am an exempt (salaried) employee, how does this Summer Schedule impact what I enter on my leave report?
Exempt employees should only enter leave time such as sick or vacation during the core business hours. Employees on certain types of leave (FMLA, FFCRA, etc.)  must contact Human Resources to discuss their individual situations so that proper time reporting instruction, etc., can be provided, as the Summer Schedule may be inapplicable to them depending on individual circumstances.

13. Can I accrue or carry over summer schedule time into another week?
No, summer schedule time cannot be accrued or carried over into the next week or any other week. Employees cannot save or bank summer schedule hours for use in the future.

14. Can I use summer schedule time in increments?
No, summer schedule time may not be used in increments and may only be used in full at 1.5 hours/2 hours during the week.

15. I am a part-time, non-benefited employee working less than 20 hours. How does the Summer Schedule impact me?
Part-time, non-benefited employees are not eligible for summer schedule time and should work with their supervisor to adjust their schedules in light of the University's Summer Schedule.

16. I am a part-time, benefited or partially-benefited employee working 30 or less hours. How does the Summer Schedule impact me?
Part-time, benefited or partially-benefited employees working 30 or less hours per week are not eligible for Summer Schedule time and should work with their supervisors to adjust their schedules in light of the University's Summer Schedule.  

17. Do I still get my regular breaks?
As required by policy, employees should take normal required breaks.

18. How will I report the Memorial Day holiday?
***UPDATED MAY 19, 2020***Memorial Day is Monday, May 25, 2020. During the Memorial Day holiday week (May 25 – 29, 2020), the University will suspend the Summer Schedule and will implement a partial or “soft” closure of all University operations. To the extent possible, all University departments and offices will close for the week; and only those University offices, departments, and functions deemed absolutely essential will be expected to operate. If you have questions or concerns about your work status for the week, consult with your supervisor.

With the suspension of the Summer Schedule, there will be no EKU Time provided during the closure week. Employees will be paid holiday time for one day (Monday, May 25), and should plan to use their accrued vacation time for the remaining four days (Tuesday, May 26 – Friday, May 29). If an employee does not have enough accrued vacation time for the full four days, employees may use whatever accrued vacation time they do have, may charge against future vacation accruals, or may take unpaid leave. Whether an employee is using existing vacation time or charging against their future vacation accrual, employees should submit vacation time for May 26 – 29 when submitting time or leave reports for the week. Exempt employees are required to submit their leave report for the May 16 – 31 period no later than May 31, 2020.

If you have questions relating to the Memorial Day holiday week, or need further information, please contact University Payroll at (859) 622-1330.

19. How will I report the July 4th holiday?
Please check this FAQ and any University announcements for updates at a later time closer to the July 4th holiday regarding specific time reporting instructions. If you cannot find the information you're looking for, please contact Human Resources by email at Human.Resources@eku.edu.

20. How will I report use of my Floating Holiday during the Summer Schedule?
Floating holidays are granted in increments based on your employee class and will not be granted based on the extended work day associated with the Summer Schedule.  Floating Holiday can be used in increments or in total.  Examples of how to report a full day are shown below.

  • Example: If you are a 7.5 hour per day employee you should report 7.5 hours of Floating Holiday and 1.5 hours of Vacation, 9 hours total for that given day.
  • Example: If you are an 8 hour per day employee you should report 8 hours of Floating Holiday and 2 hours of Vacation, 9.5 hours total for that given day.
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