General Lab Information

Time Card Reporting Guidelines

The following information should be used for time card recording purposes, effective Jan. 1, 2022.

Situation Staff Member Needs to Quarantine/Isolate 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 tests positive for COVID-19 1 Yes No Primary:
  • Sick Leave COVID-19(SC) 3: 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 tests positive for COVID-19 Yes Yes Primary:
  • Sick Leave COVID-19(SC) 3: 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 was exposed to someone with COVID-19 but has not tested positive for COVID-19 and has been boosted, or completed the primary series of Pfizer or Moderna vaccine within the last six months, or received the J&J vaccine within the last two months No No Appropriate activity code
Staff member was exposed to someone with COVID-19 but has not tested positive for COVID-19 and has been boosted, or completed the primary series of Pfizer or Moderna vaccine within the last six months, or received the J&J vaccine within the last two months Yes Yes Primary:
  • Sick Leave COVID-19(SC) 3: 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 was exposed to someone with COVID-19 but has not tested positive for COVID-19 and completed the primary series of Pfizer or Moderna vaccine over six months ago and are not boosted, or received the J&J vaccine over two months ago and are not boosted, or are unvaccinated Yes No

If able to work remotely, use appropriate activity code. If unable to work remotely:

  • With OMC approval, use “Excused Quarantined” (EQ) during their period of quarantine: EQ time is an administrative time code that is paid time but does not deduct from an employee’s accrued time.
  • An employee may use the EQ time code only if they are COVID-19 negative. If they test positive for COVID at any time during the quarantine period, they must begin using the time code “Sick COVID” (SC), starting the day of the COVID positive test result.
Staff member was exposed to someone with COVID-19 but has not tested positive for COVID-19 and completed the primary series of Pfizer or Moderna vaccine over six months ago and are not boosted, or received the J&J vaccine over two months ago and are not boosted, or are unvaccinated Yes Yes Primary:
  • Sick Leave COVID-19(SC) 3: 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 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 Primary:
  • Sick Leave COVID-19(SC) 3: 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 1 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
Staff member’s child(ren) is home due to a school closing and the child is not sick, and the staff member must provide childcare at home but 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 or booster 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 or booster shot and is experiencing side effects No Yes Can 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 or booster shot during work hours No No 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.

1 “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)

2 Use of "Leave Without Pay" requires pre-approval by your supervisor and must be consistent with policy.

3 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.

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.