General Lab Information

Time Card Reporting Guidelines

Updated March 31 at 12:50 PM

The Laboratory is now operating under minimum-safe (Min-Safe) staffing levels. The following information should be used for time card recording purposes, effective March 23, 2020.
 

Situation Time Card Coding
Staff member is working on site or remotely Appropriate Activity code
Staff member is unable to work on site due to Min-Safe staffing and unable to work remotely Weather & Safety Leave: WSL1 (this is a new code)
Staff member is unable to work on site due to Min-Safe staffing and does not want to work remotely Options:
• Vacation
• Leave Without Pay2
Staff member is quarantined and unable to work remotely Weather & Safety Leave: WSL1 (this is a new code)
Staff member is sick and not positive* for COVID-19 Primary:
• Sick Leave

Options after Sick Leave is exhausted:
• Vacation
• Vacation Donation
• NY State Disability Insurance
• Leave Without Pay2
Staff member is sick and positive* for COVID-19 Primary:
• Sick Leave COVID-19: SC3 (this is a new code). Will be taken from a staff member’s sick leave accumulation

Options after Sick Leave COVID-19 is exhausted:
• Vacation
• Vacation Donation
• NY State Disability Insurance
• Leave Without Pay2
Staff member’s family member is sick Primary:
• Sick Family Member: Will be taken from a staff member’s sick leave accumulation

Options after Sick Family Member is exhausted:
• Vacation
• Vacation Donation
• NY State Paid Family Leave
• Leave Without Pay2

* “Positive” means either Presumptive Positive or Confirmed Positive.
Presumptive Positive: A person who tested positive for COVID-19 at a state or local laboratory. At least one respiratory sample must be positive for a case to be labeled presumptive positive. Once a positive test has been identified, it is then sent onto the CDC.
Confirmed Positive: A person who tested positive for COVID-19 at a CDC laboratory. At least one respiratory sample must be positive by the CDC for it to be labeled confirmed positive.

1 Supervisors must review all WSL hours logged by staff on timecards to to ensure they are appropriate and reasonable, but advance approval for using the WSL code is not required. Managers and supervisors should work with their staff to ensure productive work is assigned whenever possible, and only use the WSL code when absolutely necessary.

2 Use of "Leave Without Pay" requires pre-approval by your supervisor.

3 As a result of the unprecedented set of circumstances relative to the COVID-19 pandemic, any sick time that is recorded as SC (Sick Leave COVID-19) will not be considered a chargeable absence.

Additional criteria may apply including eligibility for benefits, limits, definition of family member, etc.  For additional information, refer to the Absence Management Guide (PDF)  and SBMS.

Different scenarios for completing your time card

Whichever method you use to fill out and submit your timecard, you will need to do this for the duration of the Lab’s adjusted operating status or until we provide you with an updated method.

1

You Have a Computer, Internet Access, and VPN Capability

Whether you are a monthly or weekly employee, if you are working remotely and have a computer, internet access, and VPN to access PeopleSoft or Maximo, please log on and enter your hours to your timecard as you normally would. See PeopleSoft.  See Maximo.

If you are having trouble connecting via VPN, please contact the Help Desk at itdhelp@bnl.gov or 631-344-5522.

2

You Have a Computer and Internet Access, but no VPN Capability

You will use the electronic Weekly Work/Leave Effort Card. This is a PDF file that can be used to record your weekly hours. The card can be signed digitally. Sign it and submit to your supervisor by email.

3

You Don’t Have Internet Access

Please call your supervisor and provide your hours worked over the phone. Your supervisor will then fill in your timecard and submit it on your behalf. If you do not have your supervisor’s phone number or are not able to reach them, please call 631-344-8001 or 631-344-5166 for timecard support.