Issue Number: 101-B Date: August 31, 2005
Subject: Hurricane Katrina– Recording Time in Kronos
Please follow the instructions below to record employees‟ time in the Kronos system.
For the days the Medical Campus was closed due to Hurricane Katrina, starting
Thursday, August 25 from 6:00 pm through Friday August 26 and then reopened
Saturday, August 27, please use the following pay codes to accurately pay full-
time regular and part-time regular employees working more that 50% per week:
o Use 456 - Disaster Pay (do not use Admin Leave) for employees who
were regularly scheduled to work but did not report to work on Friday,
August 26 due to the University's closure. Refer to page 27 (Adding a Pay
Code) in the KRONOS Supervisor Manual found on the Electronic
Timekeeping section www.miami.edu/payroll .
Disaster Pay does not apply to the following situations or groups of employees:
o Employees on scheduled paid vacation, floating holiday or sick leave
o Temporary employees or casual workers
o Part-time employees working less than 50% per week
o Student workers
Non-exempt employees that reported to work Friday, August 29 must be paid
overtime for all hours worked.
o If the employee did not clock in, use pay code 350 -Worked Day Off, add
the hours and the comment 'Worked during a Disaster” in the Amount
column. Refer to page 28 and 29 (Adding a Comment).
o If the employee clocked in using the TACS phone system then the
supervisor needs to verify if Clock Code 60 - Day Off Worked was used.
If an incorrect clock code was used, the supervisor needs to select the
appropriate work rule - 75 or 80 Hours Off Day in the Transfer column on
the appropriate day(s) in the employee's KRONOS time card. Refer to
pages 42-44 that address the Transfer field. Please add the comment
„Worked during a Disaster‟.
o Temporary employees and casual workers are only subject to overtime pay
if they actually worked more than 40 hours in a week (Friday thru
For those employees that did not or can not come in to work during days/hours
the University is officially open:
o Use pay code 170 - Vacation or 191 - Floating Holiday if available,
otherwise use pay code 420 - Unpaid Leave and add the comment “No
Please note that employees should not have the same time periods covered by both
disaster pay and overtime pay.
If you have questions, please send them to firstname.lastname@example.org or call 305-284-6787.