Administrative Leave for COVID-19

Thursday, March 19, 2020
 
As a follow-up to the March 17 update from Chancellor Dubois on UNC Charlotte’s COVID-19 response,  I wanted to provide the following guidance for leave timekeeping and entries for mandatory and non-mandatory employees (including temporary and student employees) who qualify for paid administrative leave, which we will refer to as Administrative Leave COVID-19.
 
Please remember how important it is to be intentional in your communication during this unusual and stressful time. Supervisors and employees should be in regular contact with each other to ensure understanding of expectations and challenges in the execution of job duties.
 
When effective
This guidance is effective from March 15 until March 31. Continue to monitor your email for future updates.
 
Time entry guidance for temporary and student workers:
Active temporary and student workers who cannot work remotely, do not have reasonable alternative remote work or qualify for other reasons as noted on the Emergency Management website are eligible for Administrative Leave COVID-19. This leave is to be based on the employee’s average hours worked per week over the course of a month.
 
Temporary/student worker actions needed:
  • Enter actual hours worked in Web Time Entry (WTE), if any, just as you normally would
  • Enter Administrative Leave COVID-19 for the remaining normally scheduled work hours
 
Supervisor actions needed:
  • Review and approve WTE hours worked, just as you normally would, along with any Administrative Leave COVID-19 time entered, which will be shown on the same WTE screen
  • Ensure that, if time is entered for Administrative Leave COVID-19, the total hours to be paid to an employee do not exceed the average hours they worked per week over the past month. Your business officers will be receiving reports with this information that can assist with this.
  • Follow-up with temporary/student workers as needed to request or clarify entries
 
It is important to note that all normal WTE timesheet submission and approval deadlines still apply. If a timesheet for a student or temporary employee that includes Administrative Leave COVID-19 is not submitted AND approved by the deadline, the employee will not receive paid administrative leave for that time period on the designated pay date.
 
Please also note that Administrative Leave COVID-19 will be paid from the same funding source as that of the employee’s regular pay. No additional information about alternate sources of funding is available at this time.
 
More information and detailed instructions can be found here.
 
Administrative Leave COVID-19 leave entry guidance for permanent employees:
Active permanent employees who cannot work remotely, do not have reasonable alternative remote work or qualify for other reasons as noted on the Emergency Management website are eligible for Administrative Leave COVID-19.
 
Permanent worker actions needed:
  • Request Administrative Leave COVID-19 in Kronos for eligible hours not worked, just as you would request other leave such as vacation or bonus leave
 
Supervisor actions needed:
  • Review and approve Administrative Leave COVID-19 in Kronos
  • Follow-up with permanent employees as needed to clarify entries
 
More information and detailed instructions can be found here.
 
Questions?
Contact your supervisor for timekeeping/leave assistance and for general questions. For other questions, please contact:
 
Web Time Entry (Temporary/Student Workers):
 
Kronos WFR (Permanent Employees):
 
Administrative Leave COVID-19 general questions:
  • Temporary and Student Workers: Tracy Worthey, Director of Staff Employment & Records Management, taworthe@uncc.edu, 704-687-0670
  • Permanent Employees: Krissy Kaylor, Benefits Director, kstaffo1@uncc.edu, 704-687-0649
 
Resources:
 
Gary W. Stinnett
Associate Vice Chancellor
Human Resources