Dear Colleagues, 

Please find below instructions for recording time off and time worked for staff during the weather closures on February 11 and 12, 2025.  

Full-Time Staff With a Hybrid Modality Agreement  

• Non-exempt staff: 
  • February 11: Non-exempt staff should record regular Hours Worked until the university closed at 2 p.m. AND, using Request Time Off in Workday, should record Emergency Closing Time Off for the number of hours from 2 p.m. to the end of their scheduled work day (for example, staff whose scheduled day ends at 5 p.m. should record 3 hours of Emergency Closing Time Off for an early closing time of 2 p.m.); 
  • February 12: Non-exempt staff should maintain their regular work hours and record Hours Worked, as usual.
• Exempt staff should NOT record anything in Workday for February 11 or 12. 
• In the event staff take unscheduled leave with the approval of their supervisor, both exempt and non-exempt staff should record those hours as Annual Time Off. 

Full-Time Staff Without a Hybrid Modality Agreement  

• Non-exempt staff: 
  • February 11: Non-exempt staff should record regular Hours Worked until the university closed at 2 p.m. AND, using Request Time Off in Workday, should record Emergency Closing Time Off for the number of hours from 2 p.m. to the end of their scheduled work day (for example, staff whose scheduled day ends at 5 p.m. should record 3 hours of Emergency Closing Time Off for an early closing time of 2 p.m.); 
  • February 12: Non-exempt staff should record Emergency Closing Time Off for the number of hours scheduled for February 12. 
• Exempt staff should NOT record anything in Workday for February 11 or 12. 
• In the event staff take unscheduled leave with the approval of their supervisor, both exempt and non-exempt staff should record those hours as Annual Time Off. 

Full-Time Staff – Essential Duties

Essential staff are personnel with weather-related duties, grounds-keeping, safety, or other critical campus operations responsibilities.  

• Non-exempt staff: 
  • February 11: Non-exempt staff should record time using Time Entry in Workday to record your total Hours Worked, as usual; AND, using Request Time Off, record Essential Duties – Hours Worked for the number of hours number of hours worked after 2 p.m. while the university was closed for the weather emergency. 
  • February 12: Non-exempt staff should record time using Time Entry in Workday to record your total Hours Worked, as usual; AND, using Request Time Off, record Essential Duties – Hours Worked for the number of hours worked while the university was closed for the weather emergency. 
• Exempt staff who are paid monthly and report for work during a weather-related emergency should NOT record anything in Workday.   
• Both exempt and non-exempt essential staff excused from work (subject to the provisions of the university’s Accrued Sick and Safe Leave Policy), should record those hours as Annual Leave or Sick Time Off. 

Part-Time Hourly Staff Part-time employees are paid only for the hours they work. Worked hours should be recorded using Time Entry in Workday. As noted in the University’s Facility and Personnel Operating Status policy, part-time hourly staff will not be compensated for time lost due to an emergency closure.  

Time Entry Lock and Timing of Payment 

• Pay Period Ending February 14 - The time entered for February 11 and 12 should be submitted and approved no later than the end of day, Monday, February 17 to ensure payment on the scheduled February 21 payday. 

If you have any questions, please contact us hrpayrollhelp@american.edu.

Sincerely, 
The Payroll Office