Time Card Reporting Guidelines
The following information should be used for time card recording purposes, effective November 1, 2020.
|Situation||Staff Member Needs to Quarantine and Follow Requirements||Is Staff Member Exhibiting Signs of Illness?||Time Card Coding|
|Staff member is working on site or remotely||No||No||Appropriate Activity Code|
|Staff member has not been instructed to return on-site and is unable to work remotely||No||No||Weather & Safety Leave: WSL 1|
|Staff member has requested exception to remain off-site after Phase 1 and has not been approved for FMLA||No||No||Options:
|Staff member returns to NY after personal travel from a restricted state or international destination and is unable to work remotely 3||Yes||No||
|Staff member returns to NY after approved business travel from a restricted state or international destination and is unable to work remotely||Yes||No||Weather & Safety Leave: WSL 1, 4|
|Staff member is exhibiting symptoms of COVID-19, has been tested for COVID, but does not yet have test results and is unable to work remotely||Yes||Yes||Weather & Safety Leave: WSL 1|
|Staff member is sick and positive* for COVID-19||Yes||Yes||Primary:
|Staff member is sick and not positive* for COVID-19
(including post-vaccine symptoms)
|A member of staff member's household is exhibiting symptoms of COVID-19, has been tested for COVID, but does not yet have test results, and the staff member is unable to work remotely||Yes||No||Weather & Safety Leave: WSL 1,2|
|If OMC or contact tracing determines that the staff member was in contact with another individual (including a member of staff's household) with COVID-19, and the staff member is unable to work remotely||Yes||No||Weather & Safety Leave: WSL 1,4|
|A member of staff member's household is sick and not positive* for COVID-19, and the staff member is unable to work remotely||No||No||Primary:
|Staff member’s child(ren) is home due to a school closing and the child is not sick, and the staff member is unable to work remotely||No||No||Primary:
|Staff member is receiving COVID-19 vaccination shot||No||No||Effective March 3, 2021, onward, a staff member working 20 hours per week or more may use up to four hours of administrative leave during the workday, per shot, to get vaccinated for COVID-19. The COVID Vaccine Leave code, CVL, should be used on the time card.|
* “Positive” means a positive test for virus or viral antigen using an FDA-approved COVID (Novel Coronavirus-2) test. This includes routine FDA approval or FDA approval under an Emergency Use Agreement (EUA)
1 Supervisors must review all WSL hours logged by staff on timecards to ensure they are appropriate and reasonable, but advance approval for using the WSL code is 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 and must be consistent with policy.
3 In cases where a staff member is in quarantine as a result of their return to NY from a restricted state or international destination, WSL is not available.
4 Contact tracing will be confirmed with the NY State or Suffolk County Department of Health.
5 As a result 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.
6 As a result of circumstances related to the COVID-19 pandemic, any sick family member time that is recorded as SFM 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.
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 email@example.com or 631-344-5522.
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.
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.