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Payroll information for April 15

Update | Friday, April 3, 2020

The following is important information for the pay period ending April 15, 2020.  Please pay close attention to the dates indicated as some dates have changed to one day earlier than the regular payroll schedule.

Communication will be sent out for each pay period by email and posted on the website indicating processing deadlines and any other updates until normal operations resume. 

Employee’s time entry is due by 5 p.m. on Wednesday, April 15. 

All full-time and part-time employees should enter hours worked as they normally would. 

Starting with this pay period beginning April 1, the following information will be needed to complete the time-entry process correctly. 

There are new leave types to be selected based on the information provided in the Families First Coronavirus Response Act (FFCRA). Please visit the COVID-19 Leaves Page for more information regarding this Act.

Employees who have been with the College for at least 30 days, and who are unable to work remotely or on campus, and need to care for a child when the regular childcare provider is unavailable due to the COVID-19 public health emergency may be eligible for Expanded FMLA Leave (EFML). Please visit for complete eligibility details and EFML leave request forms. 

All eligible full and part-time employees will receive Emergency Paid Sick Leave (EPSL) if they are unable to work (remotely or on-campus) due to one of the following reasons:

1) The employee is subject to a Federal, state, or local quarantine or isolation order related to COVID-19;  

 2) The employee has been advised by a health care provider to self-quarantine due to concerns related to COVID-19;  

 3) The employee is experiencing symptoms of COVID-19 and seeking a medical diagnosis;   

4) The employee is caring for an individual who is subject to either number 1 or 2 above; 

 5) The employee is caring for his or her child if the school or place of care of the child has been closed, or the childcare provider of such child is unavailable, due to COVID-19 precautions;   

6) The employee is experiencing any other substantially similar condition specified by the Secretary of Health and Human Services in consultation with the Secretary of the Treasury and the Secretary of Labor. 

Please visit the COVID-19 Leaves Page for eligibility details, leave forms, and EPSL leave request forms.

2/3 pay provisions
If supplementing with other paid leave, in the cases of the 2/3 pay provisions, please refer to the chart below for entry details. 

Please note: The new leave types will not show in the drop-down menu until the approved leave forms are received. 

Hour distribution for EFML and EPSL paid at 2/3 regular pay 

Eligible employees must use Emergency Paid Sick Leave (EPSL) before using any other accrued paid time off for the qualifying reasons stated above. Eligible employees may use a portion of their accrued paid leave (i.e., sick leave) to ensure a complete paycheck when being paid at two-thirds of their normal pay.

Eligible employees approved for expanded FMLA leave (EFML) may use EPSL during the first 10 days of unpaid time. Eligible employees may use a portion of their accrued paid leave (i.e., sick leave or vacation leave) to ensure a complete paycheck when being paid at two-thirds of their normal pay. 

As an example, here are calculations of how to distribute paid sick leave to supplement EPSL or EFML being paid at a 2/3 rate: 

Hours    EPSL/EFML   SICK    
8             8.0                 2.67 
7             7.0                 2.33 
6             6.0                 2.00 
5             5.0                 1.67 
4             4.0                 1.33 
3             3.0                 1.00 
2             2.0                   .67 
1             1.0                   .33 
For example, if you are taking 4.0 hours of EFML leave to care for a child, you would select Emergency Paid Sick Leave.  You would then distribute the time on your timesheet and leave forms as follows: 

EFML     4.00 hours (which will be paid at 2/3 the regular rate) 

SICK       1.33 hours (which will be paid at the regular rate) 

All employees, including web time entry and exempt, who are using EPSL or EFML for this emergency COVID-19 pandemic are required to use the leave forms. Leave forms and explanations may be found at: If supplementing with other leave, please submit a separate, normal leave request form for that leave.   

Supervisor approval
Supervisor approvals are due by 5 p.m. on Friday, April 17.  NOTE:  If time entry is not completed by employees, the supervisor MUST enter the hours on behalf of the employee to avoid the employee not being paid. This is necessary as the Payroll Department will not have the ability to enter hours for these employees.   

Due to the limitations that we will have in working in a telework environment, we ask that any payroll actions, changes, or other paperwork be submitted electronically to  Leave requests can continue to be submitted to  

Paper paychecks
Employees who still receive paper paychecks are encouraged to sign up for direct deposit. This may be done by logging into CougarWeb for Employees: Go to Banking Information under Employee Profile. It may take 1 to 2 pay periods before a check will process as a direct deposit. All printed checks will be mailed; checks will not be available for in-person pick-up.   

Best practices
A few general reminders for best practices for approving and submitting employee time entries: 

  • Make sure that the employee has electronically signed the time entry by marking the complete box. 
  • Review the time-entry detail page to verify appropriate detail for start time, stop time, and lunch periods have been logged.   
  • Review that the employee has logged the appropriate leave usage on the time entry form for any leave taken.   
  • Time entries that need corrections should be rejected back for the employee to correct and re-submit, if possible. If needed, the supervisor can keep track of the necessary corrections. Adjustments will be made when normal on-campus operations resume. 

If you have questions, contact the Payroll Department at or Becky Ribble, assistant director of Payroll, at 614-287-5791.


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