Coronavirus COVID-19: Time and Leave Reporting

The University has established new Earnings and Leave Codes for payment to employees impacted by the University’s modified operations due to COVID-19 (i.e., teleworking, staggered schedules, etc.). Use these Codes only if you are working a reduced schedule due to instructions from your supervisor (i.e., scheduled to work but not working). Supervisors will continue to approve time and leave reporting as usual. This document is in effect beginning March 22, 2020 and remains in effect until further notice is provided.

If an employee or employee’s household member is out due to a COVID-19 related illness or caretaker requirement, please refer to the information found at COVID-19 Employee FAQ.

If an employee or employee’s household member is sick with anything other than COVID-19, the normal sick leave policy is in effect and the employee reports time away from work using existing accrual balances.

Funding Impact

Employees paid from Sponsored Project funds may not be able to use the new COVID-19 earnings code for pay when not working. Supervisors/Managers/Principal Investigators should check with the Office of Research (Amy Delgado/Karen Davis) to determine if alternate funding is required.

Time and Leave Reporting

Employees or Timekeepers may use a combination of the following reporting codes depending on whether the employee is working or not. It is a management decision on who is working and if the employee is working on campus or teleworking. If an employee was already scheduled to be on another leave, that leave will take precedence, unless the leave is cancelled and approved by their supervisor.

Key Points and Related Codes

  • Regular Earnings (Reg)
    • Code used for recording the actual hours worked for an hourly (nonexempt) staff employee whether that employee is on campus working or teleworking. This code does count toward overtime/compensatory time accrual.
  • Regular Student Earnings (SP1)
    • Code used for recording the actual hours worked for a student hourly (non-exempt) employee whether that student employee is on campus working or teleworking. This code does count toward overtime.
  • 19 Admin leave (C19)
    • Earnings Code used to designate hours paid to hourly (non-exempt) employees normally scheduled to work that are not working during the modified COVID-19 operations period. This code does not count toward overtime/compensatory time accrual.
    • C19 may be used as of March 22, 2020.
    • C19 will show up on the employee’s paycheck as “19 Admin Leave.”
    • C19 is not to be reported in excess of the employee’s scheduled hours per day.
    • C19 may be used in combination with absence to equal the employee’s scheduled hours per day, but may not be used in combination with absence in excess of the employee’s scheduled hours.
    • C19 might not be allowable for employees funded on Sponsored Projects.
    • Employees on C19 leave are expected to contact their supervisors daily.

Non-Exempt (hourly) Staff

  • If you are Teleworking or Are Working on Campus:
    • During the time the employee is working, report regular (REG) hours as usual.
  • If you are Not Working due to COVID-19 University Social Distancing and are Not Restricted by Sponsored Project Funding:
    • During the time the employee is not working, report hours not worked but scheduled as “19 Admin Leave (C19)”

Temporary Non-Exempt (hourly) Staff and Student Hourly (Regular or Work Study)

  • If you are Teleworking or are Working on Campus:
    • During the time the employee is working, report regular hours as usual.
  • If you are Not Working due to COVID-19 University Social Distancing and are Not Restricted by Sponsored Project Funding:
    • Employees should be paid based on the employee’s average hours worked for the spring semester. Timekeeping will provide each supervisor/department with each employee’s average hours.
    • If employee did not work during the pay period, supervisor must email timekeeping the employee’s average hours to be paid.
    • If employee did not work at least his/her calculated average hours during any given pay period, supervisor must email timekeeping the difference between the average hours worked and the employee’s actual hours worked.
    • If you have questions about this process, please send an email to timekeeping@wichita.edu.

Exempt (salaried) Staff and Faculty

  • If you are Teleworking or are Working on Campus:
    • No special time reporting is necessary.
  • If you are Not Working due to COVID-19 University Social Distancing and are Not Restricted by Sponsored Project Funding ...
    • During the time employee is not working, report hours not worked in full or half day increments using “19 Admin Leave (C19)” earnings code. Exempt Graduate Assistants, Lecturers, and Exempt Temporary Employees
  • If you are Teleworking or are Working on Campus:
    • No special time reporting is necessary.
  • If you are Not Working due to COVID-19 University Social Distancing and are Not Restricted by Sponsored Project Funding:
    • No special time reporting is necessary. Employees will continue to be paid per their existing appointment.

NOTE: This is a complex, challenging, and fluid situation which continues to evolve rapidly. All information is subject to change as deemed necessary by University leadership in accordance with guidance and recommendations issued by federal, state, and local public health and government officials.