During this challenging time, the staff in HR/Payroll remain committed to ensuring continuity of services for all our employees at the College. We are all working remotely and are available by phone and email to provide guidance and answer whatever questions you may have.
Quick links to:
Payroll/Telework GuidanceSick or Self-Quarantined EmployeesWhat if I think I have or have been diagnosed with COVID-19
Below is guidance from CSCU Human Resources on how we are to move forward with coding our time on time sheets and in Core CT.
Please also note that for the employees who do not have direct deposit, paper checks will be mailed directly from central payroll to the address on file.
Currently, we are working on a process for supervisors and managers to track and report electronically the scheduled hours of part time staff working remotely. We hope to have this process in place by the end of this week or the beginning of next week.
CSCU Payroll Guidance:
The following details basic teleworking principles as well as a guide on how to code COVID-19 related situations for payroll purposes. In addition, a FAQ is included to answer some frequently asked questions on payroll implications amidst the COVID-19 campus closures. Telework:
All CSCU employees now teleworking with the exception of those employees designated as “Level 1” (formerly essential) and the following guidelines apply to those employees teleworking:
- Employees are expected to perform their roles to the best of their ability from home.
- Employees are expected to be available online via email or phone during their normally scheduled hours.
- For staff, supervisors should assign work to their employees that detail identifiable tasks that can be performed at home, with discernable, measurable outcomes.
- Employees are expected to actively monitor email and voicemails sent to email.
- Employees are expected to be available to return to their work site during normal
- working hours when requested by their manager.
- Employees can direct any questions on work assignments and requirements to their manager. This implies they should be in frequent contact with their supervisor for work assignments and other work-related needs.
Coding per OPM/DAS Guidance:
How should an employee code COVID 19 related leaves or telework in CORE-CT?
- AUTHORIZED PAID LEAVE PURSUANT TO OR CAMPUS CLOSURES: LOPD, used in conjunction with override reason code PDC19 (see screenshot below at the end of the memorandum for an example of the use of the override reason code). However, once an employee is authorized to telework, they should follow coding for that purpose.
- TELEWORK: REGTC, used in conjunction with override reason code TCC19
Full-time faculty should code their time to REG from March 16-20 and then begin to use REGTC and the PDC19 override code.
- PERSONAL ILLNESS: Appropriate sick leave code and other accrual codes as necessary, used in conjunction with override reason code SCV19
- CAREGIVER OF A FAMILY MEMBER WHO IS SICK WITH COVID-19 (when not teleworking): Appropriate family sick leave code and other accrual codes as necessary, used in conjunction with override reason code SFC19
- SCHOOL, DAYCARE OR TRANSPORTATION CLOSURE (when not teleworking): Appropriate leave code, used in conjunction with override reason code BCC19
General Payroll FAQs
If an employee, EA, UA, or a student is scheduled to work but is teleworking, should they be paid?
Yes, and it should be coded as REGTC with the appropriate override reason code (herein as PDC19). The reporting requirements for PTLs, ECLs and NCLs are covered by the terms and conditions set forth in the Notice of Appointment which include "the obligation to meet each scheduled class and to complete all assigned responsibilities, including rescheduled classes and makeup of work missed, where appropriate..." PTLs, ECLs and NCLs shall not be docked pay for failing to meet a class due to the College closing.
An employee had scheduled a vacation prior to the recent campus closures, should they use their vacation time or the related COVID-19 payroll code?
The employee shall code the time off as VAC. However for P-5 employees, when a shift (or portion thereof) is granted by the act of the Governor or their designee, an employee scheduled to be charged vacation or personal leave shall not be charged. However, if the employee had an entire workweek off for vacation/personal leave, then they should use VAC for the entire week.
Our campus was forced to shut down to suspected COVID-19 exposure, how should the employees time be coded?
Employees should be paid using the LOPD code for the length of the closure prior to teleworking. Employees should follow the telework protocol thereafter.
It is a requirement that all employees, as able, should move to telework, how should we code that time?
This should be treated as if they are working in a physical office location and should be coded as REG 3/16-3/20 and then REGTC after that.
What if, at the present moment, we are unable to get the employee fully set up for telework, how should we code their time?
This again should be treated as if they were working and coded as REGTC with the appropriate override reason code.
If a Level 1 employee needs to work OT during this period, are they eligible?
If an employee usually receives a paper paycheck, how will they now obtain their check?
The Office of the State Comptroller will be mailing employee paychecks to the employee’s most current address on file until further notice.
- Employees who become ill while teleworking and cannot perform their duties must report the illness to their manager and code time sheets accordingly.
- Employees diagnosed with COVID-19 by a medical professional must notify NVCC’s Director of Human Resources, Kim Carolina at firstname.lastname@example.org, 203-575-8056, or 475-235-7456.
- Employees directed to self-quarantine by a medical professional must notify NVCC’s Director of Human Resources, Kim Carolina at email@example.com, 203-575-8056, or 475-235-7456.
- If you think you have been exposed to COVID-19 and develop symptoms, such as fever, cough or difficulty breathing, call your healthcare provider for medical advice.
- Stay home except to get medical care.
- Separate yourself from other people and animals in your home.
- Call ahead before visiting your doctor.
- Cover your coughs and sneezes.
- Clean your hands often.
- Avoid sharing personal household items.
- Clean all “high-touch” surfaces every day.
- Monitor your symptoms.
If you are diagnosed with COVID-19
, notify NVCC’s Director of Human Resources, Kim Carolina at firstname.lastname@example.org
, 203-575-8056, or 475-235-7456.