December 2013

December 2013
Volume 11 | Issue 6

What You Need to Know About the Holiday Schedule

All Kent State University campuses will operate on a holiday schedule from Tuesday, Dec. 24, 2013, through Wednesday, Jan. 1, 2014. Please read the information below and share it with your staff.

How It Works
During the holiday schedule, all nonessential operations will be closed at all Kent State campuses. Normal business operations will resume with the first shift on Thursday, Jan. 2, 2014.

Classified and unclassified employees who accrue vacation will receive paid leave for four days, Dec. 26, 27, 30 and 31. This is in addition to the paid holidays of Dec. 24, 25 and Jan. 1. This also applies to 12-month faculty who accrue vacation.

Information for managers and department heads regarding employee eligibility, recording time and pay guidelines for members of your staff is available. On that website you will also find the list of departments that will be open during the holiday schedule. The list will also be published in the Dec. 9 issue of e-Inside.

Managers should confirm with employees the status of their unit’s plans to suspend operations or remain open with partial or regular coverage. If the status of your department has changed from the published schedule, please notify Kim Hauge at

Early Time Card Approval
Due to the shortened payroll processing period, the Payroll Office is asking managers to approve timecards early for the week ending Saturday, Dec. 14. Managers may approve timecards as early as Friday, Dec. 13, after the employees have clocked out at the end of their shift.

The only exception to the early approval is for employees who work on the last day of the pay period (Dec. 14). In those instances, the timecards cannot be approved until after the Saturday shift has ended. All timecards for the week ending Dec. 14 must be approved by end of the day Monday, Dec. 16.

December Paychecks
Faculty and salaried employees with direct deposit who are scheduled to receive their second pay of the month on Dec. 31 will be paid on Dec. 23, as has been done in past years. This only applies to faculty and salaried employees with direct deposit. All hourly employees and student workers will be paid on Dec. 27 as scheduled. All faculty and salaried employees not on direct deposit will also be paid on Dec. 27

Any employees who do not have direct deposit will have their paycheck mailed to their permanent address on Dec. 27. Accurate mailing addresses are critical as checks lost in the mail cannot be replaced for 10 business days. Employees can review and/or update their permanent address in FlashLine. Look for the Employment Details tab in My HR, and then select the Personal Information link. 

Questions related to the December paychecks or the early time card approval may be directed to the Payroll Department at 330-672-8640 or

How Delays, Cancellations or Closings are Determined

Please review the following guidelines with your faculty and staff.
Senior Vice President for Finance and Administration, Gregg Floyd, has shared the general policy and priorities used in guiding class delays, cancellations or closing procedures in the case of a winter weather advisory. In addition, Floyd indicates that communications for such delays, class cancellations or campus closings will be communicated as follows: 

  • In the event of a delayed opening of the Kent Campus, classes will not begin before 10 a.m. (Students in special classes, i.e., clinicals, should consult with their dean on the appropriate procedures for an early morning delay or cancellation.)
  • When there is a delayed opening of the Kent Campus, employees shall report to work when the delay has been lifted, with the exception of those staff members who are deemed essential and must report. If you are not sure of your status, please check with your supervisor.
  • When classes are canceled, university services and offices remain open. This means that staff members are expected to report to work as usual, or remain at work if the cancellation occurs during the day. If there is an exception to this, it will be communicated with the class cancellation announcement. 
  • Our university staff members work very hard to keep campus sidewalks, roads and parking lots clear. Only when the university is “closed” due to weather are offices closed and some services not available. Even in that situation, essential staff members must report to work so that operations needing 24-hour attention are maintained.

The above information pertains to the Kent Campus. Each campus’ respective dean determines Regional Campus delays, cancellations or closings. When such decisions are made, the advisory information will be communicated via the same vehicles as those used by the Kent Campus. Read the complete article.

How to Report Time During a University Closing or Delayed Start

The Division of Human Resources has created a quick reference document that includes a set of frequently asked questions on how to report time for classified, hourly and student employees in the event of a university delay or closing. You may want to bookmark this information for future use.  Please share this information with your classified, hourly and student employees. The quick reference document is located on the Human Resources website. 

Should you have additional questions or a specific circumstance not listed within the guidelines, please contact Human Resources Records at 330-672-8316 or Payroll at 330-672-8640.