FGCU Timetracking for COVID19 Assignments FGCU EMERGENCY MANAGEMENT

FGCU Timetracking for COVID-19 Assignments FGCU EMERGENCY MANAGEMENT DEPARTMENT 3. 24. 20

Why track time for COVID-19 Activities? FGCU may apply for reimbursement of expenses related to the COVID-19 emergency due to both the Federal and state of Florida Emergency Declarations. These expenses include employee and volunteer time spent planning, preparing, and responding to COVID-19. Supervisors will collect, verify, and submit Emergency Time Tracking Sheets in addition to regular time keeping processes for employee compensation.

What should be tracked? Emergency protective measures conducted before, during, and after the COVID-19 emergency if the measures eliminate or lessen immediate threats to lives, public health, or safety. This includes eligible activities from January 20, 2020 until the emergency declaration is lifted. Most FGCU response began in mid. February.

Examples of Eligible Activities All activities tracked on the Emergency Time Tracking Sheet must be directly related to COVID – 19 response. Example: A staff member normally delivers widgets 8 hours a day. On 2/29/20 the staff member spent one hour delivering cleaning supplies for COVID-19 preparation. 1 hour of time is noted on the Emergency Time Tracking sheet and the total 8 hours is noted in Banner per normal time tracking procedures. • Transporting and pre-positioning equipment and supplies • Medical care and/or transport • Cleaning above normal practices • Increase in IT capacity due to remote work and instruction • Security and law enforcement • Researching, preparing, and/or procuring sanitation supplies, equipment, contracts, and services for COVID-19 response.

More Examples of Eligible Activities ◦ Meetings and/or tasks related to the Coronavirus Disease Task Force, Emergency Advisory Council, or Emergency Policy Group. ◦ Reservations cancellations and space management. ◦ Preparation of protective measures for students, faculty, or staff. ◦ Delivery of health services, counseling services, or other COVID-19 well care. ◦ Training for eligible activity. ◦ Dissemination of information to the public to provide warnings and guidance about health and safety hazards using various strategies, such as flyers, public service announcements, or newspaper campaigns.

What to do…. 1. Tie the cost to an eligible activity – last two slides 2. Properly document the activity (who, what, where, when, how much) 3. Be legally responsible for performing that activity Learn more on the next slide.

Emergency Time Tracking Sheet Who Should Complete the Emergency Time Tracking Sheet? ALL employees ( A& P, SP, and OPS) and volunteers engaged in COVID-19 preparation and response activities must complete the Emergency Time Tracking Sheet for each pay period they have been active. Complete a separate Emergency Time Tracking Sheet for each pay period. For each day include: q Short, descriptive comments that illustrate what employees were doing during the time claimed by the applicant. q Enter location where the work was performed. (Building and room number, off-site location name or other descriptor) q Enter B 2 under the category. You may include multiple activities on a daily line. However, if an employee performs multiple activities per day use as many lines per day as needed to neatly record information.

Emergency Time Tracking Sheet The Emergency Time Tracking Sheet is available at: Cross Dept/Emergency Management/Timetracking for Emergency Assignments Where do I send completed Emergency Time Tracking Sheets? Supervisors review and sign indicating accuracy and approval. Submit to gl-accounting@fgcu. edu at the end of each pay period. What about time entered into BANNER? Employees enter time for pay in BANNER as you normally would.

Vehicles and Generators Employees using equipment, such as vehicles and generators, should send the Vehicle Log or Generator Log that includes the dates and time recorded for the days in the pay period

Required Information SUPERVISORS For each employee who completes an Emergency Time Tracking Sheet, please send the following at the end of each pay period to gl-accounting@fgcu. edu. Confirm that all hours entered on the Emergency Time Tracking Sheet are also encompassed in the work time entered into Banner. Employees are only paid from time entered into Banner. - Emergency Time Tracking Sheet – reviewed and signed - Vehicle Log or log for other equipment used - Generator Log