Reminder: Change to Monthly Timecard Codes for M&Ps who are not working

Effective with the April 2020 time reporting period [and continuing until further notice], there will be a change to the timecard code for M&P’s who are not required to report to campus and cannot perform their work remotely.” This time will now be captured using the time code “STR Emergency Closing,” consistent with the Local 34 & 35 staff who are similarly not required to report to campus and cannot perform their work remotely.

This change will not require any modification on the part of the M&P staff member; they are still required to enter “Other Paid” with the comment “COVID 19” for the time not worked. However, it will require their manager/timecard approver to change the code on their timecard from “Other Paid” to “STR Emergency Closing.” This code has been specifically set up for the COVID-19 event, and at this time only managers have access to use it. Please note, utilization of this code has no impact on the staff member’s pay.

Human Resources (HR) has updated the COVID-19 Pay and Paid Time Off Guidance document to reflect these changes. We will also include this in the Business Update newsletter.  Below are FAQ’s related to this change. Thank you for your attention to this important matter.  

What does my M&P staff member need to do in April that is different than March?

Nothing. The M&P staff member will continue to create and approve their timecard using the same codes as they did in March. It is the manager/timecard approver of the staff member that will need to take an additional step before approving the timecard.

What does the manager/timecard approver of the M&P staff member need to do in April that is different than March?

When approving the timecard of an M&P staff member who was not required to report to campus and cannot perform their work remotely, the manager/timecard approver of the M&P staff member needs to change the “Other Paid” code related to COVID-19 on the timecard to “STR Emergency Closing.” This can be accomplished by clicking on the drop-down menu and changing it to the new code. This practice is already in place for the C&T and S&M staff who are not required to report to campus and cannot perform their work remotely.

My M&P staff member uses “Other Paid” because they are on an approved phased retirement plan, but they are working the balance of their time. Do I need to change the “Other Paid” portion for this person too?

No. One of the reasons we decided to start using a new code was to differentiate between those using “Other Paid” for phased retirement versus those using it related to the COVID-19 event. Please do not change these individual’s timecards.

What if I have an M&P staff member who is both on phased retirement AND not able to work due to COVID-19?

Please only change the portion of their timecard that they would have been working to “STR Emergency Closing.” Leave the portion related to phased retirement as “Other Paid.”

Does this impact pay or paid time off for these staff members?

No. This code has no impact on pay or paid time off.

Do I need to go back and change the March timecards for these staff members?

No, there is no need to make any adjustments to March.

For questions or assistance, please contact Employee Services at employee.services@yale.edu or 203-432-5552.