Important Reminders for RF Employees

Thanksgiving

While the University Medical Center, Long Island State Veterans Home, and Clinical outpatient facilities maintain normal operations during the upcoming holiday, some HSC, West Campus and Stony Brook Southampton departments may elect to close from Wednesday, November 26, close of business, through Sunday, November 30. Employees should check the office holiday schedule with their supervisor.

Year End

For the winter holidays some offices may choose to close on Friday, December 26 and Friday, January 2, in addition to the official closings for Christmas Day, Thursday, December 25, and New Year’s Day, Thursday, January 1. Campus operations must continue with at least a skeleton crew/reduced staffing from Monday, December 29 through Wednesday, December 31. Please note that the University Medical Center, Long Island State Veteran’s Home, the Health Sciences Center, and other Medical Center and HSC outpatient facilities maintain normal operations during the winter holiday week.

Winter Holiday Reassignments

Employees who wish to work on the Friday after Thanksgiving (November 28), or who wish to work on days (such as 12/26, and 1/2) when their office may choose to be closed, should contact Human Resource Services (HRS). HRS will work with the employing department to provide alternative locations/revised assignments. For further details, supervisors or employees should call Employment Services at (631) 632-1129.

Earning and Charging Accruals During Holiday Weeks

Please note that those employees taking time off must secure approval from their supervisor and charge all absences (except the official holidays, November 27, December 25, and January 1) to the appropriate accruals.

Full-time and Part-time employees whose regular work schedules include Thursdays and are eligible to accrue holidays will receive their regular pay if they do not work Thursday, December 25 and/or Thursday, January 1.

Full-time and Part-time employees who are eligible to accrue holidays and work on Thursday, December 25 and/or Thursday, January 1 will receive their regular pay and will earn the appropriate holiday accrual.

Employees who are approved to take off days prior to the observed holiday must charge the days to appropriate accruals, as the holiday cannot be charged (used) before it is earned.

Hourly employees do not accrue holidays and will be paid for hours they work.

Snow Emergencies

In the case of snow or other weather emergencies, the best way to find out about University cancellations and other critical information is to access the University Emergency Management web site. You can also call (631) 632-SNOW or (631) 444-SNOW for up to date information.

Information will also be furnished to the following media outlets: WUSB 90.1 FM, WALK 97.5 FM, WBLI 106.1 FM, WBAB 102.3 FM, WKJY 98.3 FM, WRCN 103.9 FM, WCBS 880 AM, WINS 1010 AM, WHLI 1110 AM, and News 12 Long Island.

Because of delays in broadcasting weather emergency information, and the inability of media to provide comprehensive information specific to our employees, individual departments are urged to develop their own procedures for handling weather emergencies. These should include creating phone chains or having employees contact their supervisors for information.

The (631) 632-SNOW and (631) 444-SNOW numbers are generally used to inform public vendors and other non-University personnel about the status of the University. Therefore, faculty, staff, and students should monitor the University web site, or broadcast media, to get the quickest, most up-to-date information.

Please be aware that only Governor Patterson can order State offices and facilities to be closed. When classes are cancelled, University offices are still open and employees are expected to report to work. If individual employees choose not to report to work because of weather conditions, they must call in and charge their absence to appropriate accruals with supervisory approval.

In the case of rapidly deteriorating weather conditions, which can occur during the work day, an employee who wishes to leave early must secure supervisory approval, and charge this time to appropriate accruals.

Human Resource Services (HRS) Holiday Observance and Closing Information

Please note that HRS will be closed on the following dates as we celebrate the winter holidays:

• From 04:00 P.M., Wednesday, November 26, 2008 through Sunday, November 30, 2008
• From 04:00 P.M., Wednesday, December 24, 2008 through Sunday, December 28, 2008
• From 04:00 P.M., Wednesday, December 31, 2008 through Sunday, January 4, 2009

Paycheck Distribution During the Holidays

As a result of the New Year holiday observance and HRS closing on Friday, January 2, 2009, Student Assistants, College Workstudy students, and Research Foundation employees' paycheck/advices will be disbursed on Wednesday afternoon, December 31, 2008.

Separate information will be sent to your department about the specifics of paycheck distribution during the New Year holiday.

We encourage you to enroll in Direct Deposit today. Join your many colleagues who enjoy the convenience of Direct Deposit, especially at holiday time. Through Direct Deposit your paycheck is deposited electronically into the account of your choice. Avoid standing on long bank lines, especially during the upcoming holidays. The Direct Deposit enrollment/change form is available on our website.

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