General Lab Information

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:
  • Vacation
  • Leave Without Pay 2
Staff member returns to NY after personal travel from a restricted state or international destination and is unable to work remotely  3 Yes No
  • Vacation
  • Leave Without Pay 2
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:
  • Sick Leave COVID-19(SC) 5: Will be taken from a staff member’s sick leave accumulation
Options after sick leave accumulations are exhausted:
  • Vacation
  • Vacation Donation
  • NY State Disability Insurance
  • Leave Without Pay 2
Staff member is sick and not positive* for COVID-19
(including post-vaccine symptoms)
No Yes Primary:
  • Sick Leave
Options after Sick Leave is exhausted:
  • Vacation
  • Vacation Donation
  • NY State Disability Insurance
  • Leave Without Pay 2
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:
  • Sick Family Member (SFM): Will be taken from a staff member’s sick leave accumulation (40-hour limit is temporarily removed) 6
Options after Sick Family Member is exhausted:
  • Vacation
  • Vacation Donation
  • NY State Paid Family Leave
  • Leave Without Pay 2
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 can use up to five days from Sick Leave accumulations, using the SSC code on their time cards.
Options:
  • Staff may also use accrued Vacation time or Leave Without Pay time. Staff members are encouraged to work with their supervisors with flexible scheduling where available.
Staff member is receiving COVID-19 vaccination shot during work hours No No BSA staff members 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. Employees should use the time code CVL (COVID Vaccine Leave) to record those hours on their timecard.
Staff member received a COVID-19 vaccination and is experiencing side effects No Yes Effective August 20, 2021, any employee experiencing side effects from the vaccine can now use up to 16 hours of administrative leave (total) for the two doses to recover. Employees should use the time code VSE (Vaccine Side Effect) to record those hours on their timecard.
Staff member is accompanying a family member to receive a COVID-19 vaccine during work hours No No Effective August 20, 2021, BSA employees working 20 hours per week or more may use up to four hours of administrative leave (total per family) for the actual time required to accompany one or more family members (defined as a member of the household) receiving the COVID-19 vaccine. Employees should use the time code CVF (COVID Vaccine – Family) to record those hours on their timecard.

* “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.

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.