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Winter Schedule

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Winter Schedule
November 28, 2021 — January 15, 2022

1. What is the EKU Winter Schedule?

Beginning November 28, 2021, and ending January 15, 2022, ALL University campuses will transition to a Winter Schedule. The core hours of operation for the University will be 7:30 AM – 5:00 PM, Monday – Thursday, with a 30-minute lunch period. All University campuses will be CLOSED on Friday. The Winter Schedule will, however, be suspended during the previously announced University closure for Winter Break (see Question 2 below for additional information). The Winter Schedule will not alter any previously announced holiday time off or EKU time off.

*  Recognizing that some departments and individuals are required to operate and work outside of normal University business hours, supervisors/department heads will be permitted to adjust the work schedule at their discretion to meet the needs and requirements of the department and the University.  Departmental and University work needs and requirements take precedence over the Winter Schedule.  Departmental schedule adjustments may include not participating in the Winter Schedule. 

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

2. What is the duration of the Winter Schedule?

Sunday, November 28, 2021 – Saturday, January 15, 2022. Normal University business hours resume Sunday, January 16, 2022. The Winter Schedule will be suspended from Sunday, December 19, 2021, through Saturday, January 8, 2022, relating to the University’s previously announced closure for Winter Break (December 20 – January 3). During the University’s closure for Winter Break period, please report time as you ordinarily do during Winter Break.

3. What are the University core business hours during the Winter Schedule?

  • Monday — Thursday, 7:30 AM – 5:00 PM, with a 30-minute lunch break; 
  • Friday — Closed

4. Who is affected by the Winter Schedule?

All full-time and part-time benefited employees on all EKU 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 winter schedule. Additionally, some employees on certain types of leave (FMLA, CARES, etc.) might not be subject to the Winter 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.

5. 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 Winter Schedule.

6. What if I am unable to meet the new Winter Schedule; can I request to adjust my schedule?

Consult with your supervisor.

7. I am a supervisor having trouble adjusting my staff’s schedules, what do I do?

Please contact your HR Business Partner for guidance.

8. Will the Winter Schedule result in reduced or additional pay?

No.

9. I am a full-time hourly worker.  How will I enter my hours during the Winter Schedule?

For time reporting in the payroll system, select “Alternative Schedule” hours to report those hours related to the Winter Schedule.  See the following examples.

Example: 7.5 hour per day employee

During the academic year, employee works 37.5 hours per week. On the Winter Schedule, and assuming work during core hours, the employee would report as follows:

Report actual hours worked Monday – Thursday = 36 hours (9 hours per day) + 1.5 Alternative Schedule hours on Friday 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 Winter Schedule, and assuming work during core hours, the employee would report as follows:

Report actual hours worked Monday – Thursday = 38 hours (9.5 hours per day) + 2 Alternative Schedule hours on Friday to equal 40 for the week.

*  During the University’s closure for Winter Break period, please report time as you ordinarily do during Winter Break.

10. 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 Winter Schedule, the employee is not eligible forAlternative Schedule hours. In those circumstances a 37.5 hour employee works 37.5 hours or more in the given week, and a 40 hour employee works 40 hours or more in a given week.

11. I am an exempt (salaried) employee — how does this Winter 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, CARES, etc.) must contact Human Resources to discuss their individual situations so that proper time reporting instruction, etc., can be provided, as the Winter Schedule may be inapplicable to them depending on individual circumstances.

12. Can I accrue or carry over Winter Schedule time into another week?

No, Alternative Schedule hours cannot be accrued or carried over into the next week or any other week. Employees cannot save or bank these hours for use in the future.

13. Can I use Alternative Schedule hours in increments?

No, Alternative Schedule hours may not be used in increments and may only be used in full at 1.5 or 2 hours during the week as shown above in item 10.

14. I am a part-time, non-benefited employee working less than 20 hours. How does the Winter Schedule impact me?

Part-time, non-benefited employees are not eligible for Alternative Schedule hours and should work with their supervisors to adjust their schedules in light of the University’s modified core hours of operation.

15. I am a part-time, partially-benefited employee working 30 or less hours per week. How does the Winter Schedule impact me?

Part-time partially benefited employees working 30 or less hours per week are not eligible for Alternative Schedule hours and should work with their supervisors to adjust their schedules in light of the University’s modified core hours of operation.

16. Do I still get my regular breaks?

As required by policy, employees should take normal required breaks.

17. How will I report use of my Floating Holiday during the Winter 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 Winter Schedule. Floating Holiday can be used in increments or in total. Examples of how to report a full day are show 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 1.5 hours of Vacation, 9.5 hours total for that given day.

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