Late Arrivals or Absences
Occasionally circumstances may occur that cause employees to arrive late or to miss work that has not been planned for in advance. It is expected that late arrivals and absences will be kept to a minimum. It is the employee’s responsibility to inform his/her supervisor when they will be late or absent as soon as possible prior to the beginning of the shift. At the start of employment, the supervisor will communicate requirements for reporting late arrival or absence including who to call should the supervisor not be available. Failure to report a late arrival or absence according the university/departmental requirements may result in disciplinary action.
During normal work hours, an employee should not leave his/her work area for personal matters (other than lunch or breaks) without permission from the supervisor or the supervisor’s designee. Excessive or habitual tardiness or absence is a violation of the standards of Conduct and Performance for Classified Employees JMU Policy 1317.
In accordance with the Fair Labor Standards Act (FLSA), all non-exempt employees are required to record hours worked and/or time missed from work. For recording purposes, non-exempt employees are provided with a Time and Attendance Record. All Time and Attendance Records are subject to yearly audit.
Non-exempt and exempt employees must report leave taken to Human Resources by using the Leave feature in MyMadison, where employees can add or edit leave requests or view leave balances.
Work Routine JMU Policy 1303
Full-time, classified employees normally work a minimum of 40 hours per week. The university's standard workweek begins 12:01 a.m. Sunday and ends at 12:00 midnight Saturday. Normal work hours are
from 8:00 a.m. - 5:00 p.m. Monday through Friday. Employees in certain areas may work non-standard shifts or workweeks to provide adequate coverage and service to the university community.
Federal law requires university employees, who are classified as non-exempt employees under FLSA, to be paid one and one-half times their regular rate of pay or receive overtime leave in lieu of overtime pay, for any hours worked over the standard 40-hour workweek. A non-exempt employee cannot work overtime without prior authorization or direction given by the supervisor.
An employee who may be required to work more hours than normally scheduled on certain days but does not exceed the 40-hour workweek, is not entitled to overtime because the actual number of workweek hours did not exceed 40. Employees classified as exempt from the Fair Labor Standards Act (FLSA) are not eligible for overtime.
In lieu of receiving cash payments for overtime, an employee may elect to receive overtime leave, if available through his/her department. Overtime leave allows an employee to earn 1.5 hours of leave for each hour physically worked over 40 within the established workweek. An employee may only earn up to 60 hours of overtime leave. Overtime leave is paid out upon separation based on current salary.
Non-exempt employees earn compensatory leave (comp leave) for hours worked on a holiday, hours worked on an authorized closing if in designated positions or when over 40 hours have been accounted for during the work week, but not physically worked over 40. Granted hour-for-hour, compensatory leave must be authorized by a supervisor. It may be used for any purpose and must be used within 12 months of the date earned or it will expire. Once lapsed, accrued compensatory leave may not be used or paid off upon an employee's change of status. Exempt employees do not earn compensatory time except when required to work on a university holiday.
Your supervisor may grant you a break from your regular work schedule but is not required to do so. There may be no more than two of these breaks in a normal workday, and they may not exceed 15 minutes in length. Breaks of less than 15 minutes in length are considered part of the 40-hour workweek. The break periods shall not be used to extend lunch hours, offset late arrival to work or early departure from work, nor be used to cover time off for other purposes. Lunch periods are normally scheduled by the supervisor between noon and 2:00 p.m. Lunch periods may be staggered to provide departmental coverage; however, like breaks, lunch periods are not to be used to offset late arrival to work, early departure or other absences. Lunch periods must be taken and cannot be used to create compensatory time.
Alternative Work Schedules JMU Policy 1310
In some instances, alternative work schedules may be necessary to provide effective services to the university community. When feasible, the university also tries to provide employees with a work schedule that is flexible enough to allow an opportunity to balance work and other responsibilities. Alternative work schedules must be approved by your supervisor and may include flextime, job sharing and less-than-12-month agreements.
University Closings, Class Cancellations and Exam Postponements Due to Inclement Weather or Emergencies JMU Policy 1309
Decisions to close all non-essential university operations will be made by the Senior Vice President of Administration and Finance. When bad weather or another emergency situation causes the university to open late, close early or be closed for a full day, you will be compensated for the time off. Many employees are considered non-designated and are not required to work when the university is closed due to inclement weather or other emergency situations. However, to continue to provide services to students, some positions are considered designated and, as a condition of employment, must report to work when the university is officially closed due to inclement weather or during other emergency conditions.
If you are a designated employee, you will receive compensatory leave for the hours worked during a normally scheduled shift, whether it is an entire shift closing or a partial shift closing. Should you be required to work in excess of the 40 hours in a normal workweek, you will be compensated in accordance with the Federal Fair Labor Standards Act for the excess time worked (overtime pay/leave) provided
you are in a non-exempt classification.
Designated employees who do not report to work as scheduled, or who must leave before the end of the shift during an authorized closing, must charge time missed to annual, sick, compensatory leave or leave without pay as appropriate. A designated employee's failure to report to work as required during an authorized closing may be grounds for discipline under the Standards of Conduct and Performance for Classified Employees JMU Policy 1317.
Non-designated employees are expected to report to work on time. However, when weather conditions create transportation difficulties that result in late arrival, supervisors may authorize up to two hours of lost time as an authorized absence not charged to leave.
For information regarding late openings or official closings, listen to local television and radio stations, visit the JMU website or call (540) 433-5300. Employees can also authorize JMU to provide emergency notifications via text message or voice message to the employee's cell phone through MyMadison.