Guidance & Clarification: Summer Schedule 2023 

Guidance & Clarification: Summer Schedule 2023 

In preparation for the start of the summer schedule, which is Monday – Thursday 8 a.m. to 5:30 p.m. and Friday 8 a.m. to 12:00 p.m., beginning on May 8 and continuing through August 4, 2023, the Office of Human Resources and Payroll Services has outlined important information for guidance and procedural awareness:

30-Minute Lunches

Supervisors have the flexibility to work with their staff to modify lunch breaks up to 1 hour, as needed. If an additional 30 minutes are approved for lunch:

  1. The employee will be required to work an additional 30 minutes to ensure the required hours are worked for the day; the 30 minutes can be added to the beginning or the end of the scheduled workday.
  2. The full 1-hour lunch break must be taken around the middle of the workday (ideally between 11 a.m. – 2 p.m.); the additional 30 minutes for lunch may NOT be taken at the beginning or end of the workday to allow for a later arrival or earlier departure.

 

Working Beyond Summer Operational Hours (Noon on Fridays and Weekends)

Departmental authorities can modify employee schedules as deemed appropriate to ensure commitments are met. Every effort will be made to accommodate scheduling needs using flextime before using compensatory time or overtime when circumstances arise:

  1. Flextime: Modifications to work schedules should be requested by the employee and will be subject to approval by the supervisor and the VP of their respective area. See the attached document, Flextime Agreement for Summer 2023; this form must be completed for any employee requesting a modification to the standard summer hours. Any modifications to the standard summer work schedule must be documented in accordance with the Flextime, Compensatory Time and Overtime Policy.
  2. Compensatory time (comp time): Employees are prohibited from working any hours outside of the scheduled workday unless a supervisor has authorized the unscheduled work in advance in accordance with USG policy. Bi-weekly paid employees must maintain accurate time records in OneUSG and comply with the established policy above.
  3. Overtime: Only certain departments have been pre-approved to work overtime should the need exist. All other departments should follow the guidelines outlined above related to flextime and compensatory time.

 

Work Schedules, Leave Requests and Holidays

  1. All employees have work schedules within OneUSG. All work schedules will be changed by Payroll Services no later than May 5, 2023, to reflect the new summer work schedule. Any exceptions require a fully executed Flextime Agreement for Summer 2023 form on file with the Office of Human Resources, copied to Payroll Services.
  1. Action item: Flextime Agreement for Summer 2023 forms must be submitted by all deadlines listed in the table at the end of the Flextime Agreement for Summer 2023 form to avoid inaccurate pay or leave balances.
  1. For vacation and sick leave that has already been requested and approved, do not modify. All previously requested and approved vacation and sick leave should automatically change in the system once the schedules have been updated.
  1. Action item: Please review after the change is made on 5/5/23 to make sure that all requested leave for the summer is correct on your timesheet and approved.
  1. For the weeks in which holidays occur (Memorial Day, Juneteenth and Independence Day), the work week will revert to the regular hours of operation, 8 a.m. to 5 p.m. Therefore, submit any leave requests during these weeks based on the regular hours of operation.

As we move forward, the office of Human Resources and Payroll Services are available for guidance pertaining to the existing Georgia College & State University policies and procedures.

Contacts

  • Questions related to policies and related forms should be directed to the Office of Human Resources at (478) 445-5596 or employeerelations@gcsu.edu.
  • Questions pertaining to work schedules, reporting hours on your timecard, and submitting leave requests should be directed to Payroll Services at (478) 445-6096 or payroll@gcsu.edu.

 

Updated: 2023-04-25
Office of Human Resources
hr@gcsu.edu
(478)-445-5596
Human Resources, Office of