COVID-19 Paid Time Off (COVID-19 PTO), the one-time bank of up to 80 hours created on March 13, 2020, is still available for those who have not yet depleted their bank. Part-time and temporary employees, including student employees, are eligible for a prorated amount.

The time reporting code to use on the timesheet to report these hours is RPN along with tracking code PAN (pandemic).

As a reminder, COVID-19 PTO should only be used for absence from work due to quarantine, isolation or family care needs related to COVID-19 exposure, illness or other related scenarios.  COVID-PTO may not be used to cover absence from work caused by side effects of the COVID vaccine. 

As of June 17, employees who are idle due to a lack of work can no longer charge that effort to a federal award. Employees hired after June 7, 2020 are not eligible. Employees who took a voluntary furlough are no longer eligible for this benefit.

For more details see COVID-19 PTO bank.

Additionally, the COVID 120 bank for those caring for patients with COVID who contract the virus at work is still available, if not yet used. The 120 hours are pro-rated by appointment fraction. The code to report these hours is PCP. The PAN tracking code does not need to be used.

Holiday overview videos have been updated to reflect the new FMLA bank tracking code. Videos are available by workgroup and can be found on the Holiday Time Reporting page of the HR website.

The following is a list of some of the ways Static Groups are used in the timekeeping process:

• Running all the audits/queries required for an accurate payroll
• Pulling up timesheets in a group
• Checking gross pays
• Checking leave balances
• Reporting data to managers as needed (leave balances, OT use, PTO use, FMLA, etc.)
• Investigating issues

It is highly recommended that workgroups are organized by employee type AND by pay frequency. Focusing on one group at a time throughout the time reporting process will increase accuracy as there are different rules for different employee groups such rules for paying:

• Holiday
• Overtime
• Shift premium

For example, you might have the following groups in their own separate static group:

• Temporary employees that are paid biweekly
• Non-bargained for Monthly paid employees
• Non-bargained for Biweekly paid employees
• MNA bargained for Biweekly paid employees
• AFSCME bargained for employees

Review the Static Groups - Creating, Maintaining & Renaming document for more information (includes a link to the Static/Dynamic Group Request form).

The June Payroll Calendar is now available.

To find previous editions of Timekeeper Updates, or to request to be added or removed from the Timekeepers Network email group, visit the Timekeeping & Pay on the MMHR website.

If you have further questions, please reach out to your pay analyst directly. If you do not know who your pay analyst is, please check here. We are experiencing a high volume of calls and emails during this time, so we appreciate your patience as we work through this rapidly changing environment to provide you with the most up to date information.