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Indiana State Personnel Department

SPD > Policies & Procedures > Frequently Asked Questions about reporting time for January 6-7, 2014 Frequently Asked Questions about reporting time for January 6-7, 2014

What time did the emergency conditions status begin?

12:00 a.m. Monday, January 6, 2014

What time did the emergency conditions status end?

10:00 a.m. Tuesday, January 7, 2014

Are temporary and intermittent employees covered by the emergency conditions policy?

No, temporary and intermittent employees are not eligible for paid leave.

How are employees compensated during this emergency conditions status?

A. State employees who did not work at a State worksite between 12:00am Monday, January 6, 2014 through 10:00am Tuesday, January 7, 2014 will be compensated as follows:

  • Employees on pre-scheduled leaves will use the leave that was previously approved.
  • Employees scheduled to work during that time period, but who did not because of the declaration, will receive Paid Emergency Conditions Leave for those hours they were scheduled to work.

B. State employees who did work at a State worksite between 12:00am Monday, January 6, 2014 through 10:00am Tuesday, January 7, 2014 will be compensated as follows:

  • Monetarily for every hour worked (in accordance with the premium pay provisions of the FLSA where applicable), and
  • With Compensatory Time Off, hour-for-hour, for every hour worked.
  • What reporting code should be used to report time not worked during the emergency conditions status?

    Employees should use OLV for Other Paid Leave and put the phrase “emergency conditions leave” in the Comments section.

    What reporting code should be used to report time an employee was required to work during the emergency conditions status?

    Hours worked are coded this week just as they would during any other week and compensated at straight or premium rates in accordance with FLSA.

    How do employees required to work during the emergency conditions status record hour-for-hour accrual of compensatory time?

    Employees shall use the Compensatory Time reporting code when entering their Timesheet in PeopleSoft® Time & Labor. Employees using paper A4 forms shall enter those hours in the appropriate boxes in the row for Compensatory Time.

    Does the accrual of Comp Time at an hour-for-hour rate apply to both exempt and non-exempt employees?

    Yes, if the employee was required to work at a State worksite during the time period of the emergency conditions status, or was working in accordance with an established agency telework policy and individual telework agreement. HOWEVER,
    No, if an exempt employee performed some work at home which was not in accordance with an established agency telework policy and individual agreement or did not meet the criteria necessary to qualify for comp time under FMC 2013-04.

    May exempt employees be paid monetarily in this pay period for hours worked in excess of 75 hours in this pay period?

    Yes, if the appointing authority receives approval from State Personnel Department and State Budget Agency to a written, specific request for payment. Such request should be submitted promptly and state the reason(s) that justify an exception to FMC 2013-04.

    Is FML charged during a declaration of emergency conditions status?

    No, FML cannot be charged during any time an employer has shut down operations. Employees needing to be absent due to the reason for which they have approved FML should list Authorized Leave without Pay or whichever accrued leave is required or appropriate for the absence.

    What if DHS or local officials declared traffic conditions as “red” and ordered people to stay off of the road for a time period longer than the declaration of emergency conditions status for State offices? (That is, before 12:00am Monday, January 6, 2014 or after 10:00am Tuesday, January 7, 2014)

    Employees who reside in, work in or must travel through counties that have declared a red-level, emergency-only travel advisory warning should abide by those restrictions. However, such local declarations do not close State Government offices and facilities, so if an employee does not go to work, s/he must use appropriate accrued leave.

     

    Questions may be directed to the Employee Relations Division of State Personnel Department at 317.232.3080 or 1.877.773.4647.