Time Card Reporting Guidelines
The following information should be used for time card recording purposes,
effective July 1, 2020.
| Situation | Time Card Coding |
|---|---|
| Staff member is working on site or remotely | Appropriate Activity Code |
| Staff member has not been instructed to return on-site and is unable to work remotely | Weather & Safety Leave: WSL1 |
| Staff member has requested exception to remain off-site during Phase 1 due to Vulnerable Individual status | Weather & Safety Leave: WSL1 (Phase 1 only) |
| Staff member has requested exception to remain off-site after Phase 1 and has not been approved for FMLA | Options: • Vacation • Leave Without Pay2 |
| Staff member is quarantined and unable to work remotely3, 4 | Options: • Weather & Safety Leave: WSL1, 3, 4 • Vacation3 • Leave Without Pay2, 3 |
| A staff member or a member of their household is exhibiting symptoms of COVID-19, has been tested for COVID, but does not yet have test results; the staff member is unable to work from home and is quarantined. | Weather & Safety Leave: WSL1 |
| Staff member is quarantined as a result of personal travel to a NY State-designated hot spot or due to a member of their household returning from a NY State-designated hot spot, and staff member is unable to work remotely3 | • Vacation • Leave Without Pay2 |
| Staff member is quarantined as a result of approved business travel to a NY State designated hot spot, and staff member is unable to work remotely | Weather & Safety Leave: WSL1, 4 |
| As a result of contact tracing, a person or member of your household is quarantined because they have been in contact with another individual with COVID-194 | Weather & Safety Leave: WSL1, 4 |
| 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(SC)5: 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 (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 Pay2 |
| Staff member’s child(ren) is home due to a school closing and the child is not sick, and as a result the staff member is unable to accomplish work remotely | 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. |
* “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 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 self-quarantine because of their return to NY after personal travel to a COVID-19 hot spot, WSL is not available and the staff member must use accrued vacation, if any, or leave without pay.
4 If, as a result of contact tracing, a staff member or a member of their household is quarantined because they have been in contact with another individual with COVID-19, the employee can use WSL. Such contact tracing will be confirmed with the NY State Department of Health.
5 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.
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 itdhelp@bnl.gov 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.
