Frequently Asked Questions
What is the designated period for the 2023 Summer Hours Program?
The Summer Hours Program begins on Monday, May 22, 2023 and ends Friday, August 4, 2023.
Standard work hours will apply during University Observed Holidays.
Summer Hours Program excludes Observed Holiday Weeks:
Monday, May 29th through June 2rd (BW12)
Monday, June 19th through June 23rd (BW14)
Monday, July 3rd through July 7th (BW15)
Who is eligible for the Summer Hours Program?
Full-time benefit eligible department staff employees are eligible to participate in Cabrini’s
Summer Hours Program. Note: Supervisors should continue to manage schedules to insure that part-time employees and temporary staff (employees hired by Cabrini University for a temporary period of time, employment agency temporary workers and any other non-Cabrini payroll individuals) continue to work the hours for which they were hired.
Who is responsible for creating employee work schedules and maintaining coverage during Summer Hours?
With the counsel of their vice president, each department supervisor is responsible for scheduling their employees so that departments are able to continue to provide a level of service for students and outside constituencies. Employees must work their appropriate hours weekly and time out of office must be coordinated to ensure in-office coverage Monday through Friday (except observed holiday weeks).
Each department supervisor is responsible for creating employee work schedules and maintaining sufficient coverage during the work week so that every individual is provided the opportunity to enjoy some extra time off. All non-exempt staff are required to submit their hours worked per their schedule via Web-Time as normal. Work schedules within each office will be tracked by the respective supervisor timecard approval is required.
Will all departments be able to participate in the summer hours program? Participation of Critical Offices:
Unfortunately, not all departments will be able to participate in the summer hours program due to the critical nature of their role, i.e. (Facilities, Library Staff, Athletics, Conference and Events, etc.) or because they must remain open in the evening hours. Department supervisors and vice presidents should use discretion in managing schedules within these departments to insure equitable and fair scheduling for non-traditional operations so that as many employees as possible are able to participate, while maintaining excellent customer service and the continuation of vital functions.
What is the normal work week for non-exempt (overtime eligible) and exempt staff during Summer Hours Program?
Participating departments can have flexible hours to work an extra 1.5 hours four days of the week, and subsequently taking one weekday of. i.e. Monday, Friday or alternate day of the week according to staffing demands. Typically employees work either 8:00am to 5:00pm with ½ hour lunch, or 8:30am to 5:30pm, with a ½ hour lunch. i.e. Those staff members who are scheduled to have Monday off will work 8.5 hours Tuesday through Friday; those scheduled to have Friday off will work 8.5 hours Monday through Thursday.
How should hours worked be recorded via Web-Time or on timesheets for non-exempt (overtime eligible) office staff during Summer Hours?
Time worked should be recorded as working a full work week at the staff member’s usual hours in order to earn 35 total hours per week. (1 Hour should be recorded on the scheduled day out of the office and 8.5 hours should be recorded for days actually worked.)
|
Monday 1 hr. Summer Hours Day Off |
|
Tuesday 8.5 hrs. worked |
|
Wednesday 8.5 hrs. worked |
|
Thursday 8.5 hrs. worked |
|
Friday 8.5 hrs. worked |
|
Total Hours = 35 recorded |
How should time be recorded for exempt and non-exempt (overtime eligible) staff when the employee takes a vacation day, sick day, personal?
If a staff member takes any of the scheduled work days occurring during the designated summer hours period as a vacation, sick or personal day, the 8.5 hour day will be charged against their accrued leave as scheduled.
If taking a full week of vacation, the employee should charge 8.5 hours for each of the four days of the work week; the fifth day (Monday or Friday, as designated) would not be charged, as it is the employees designated day off for Summer Hours.
|
Monday 1 hr. Summer Hours Day Off |
|
Tuesday 8.5 hrs. Vacation |
|
Wednesday 8.5 hrs. Vacation |
|
Thursday 8.5 hrs. Vacation |
|
Friday 8.5 hrs. Vacation |
|
35 Total Hours recorded |
How does the Summer Hours Program impact vacation that has already been scheduled?
Vacation schedules should be reviewed by supervisors to ensure adequate coverage during these months. As noted above, if a scheduled vacation includes any of the scheduled days to work those days will be charged against accrued vacation time as 8.5 hours per day.
How will summer hours affect my pay?
All exempt and non-exempt staff who participate in the summer hours program will be paid as if they’ve worked a full week of work: Participating Employees must record their time accurately as noted above. Please reach out to payroll or HR for clarification.
Do summer hours affect overtime pay for non-exempt (overtime eligible) staff?
No. Overtime pay only occurs when a non-exempt employee physically works over 40 hours per work week. Non-exempt staff who work more than 40 hours in a work week are paid overtime at the rate of one- and one-half times their regular rate of pay per Cabrini’s staff handbook policy and FLSA compliance.
If you have any further questions regarding any of the information above, please contact Nikki Gillum-Clemons, Director, Human Resources. Thank you for all you do at Cabrini!