2009 Holiday Shutdown Schedule & On-Site Exception Process

Colleagues:

The Laboratory shutdown begins Wednesday, December 23 at 5 p.m. The Lab will reopen on Monday, January 4, 2010. As a reminder, December 24, 25, and 31 are holidays, as is January 1, 2010. December 28, 29 and 30 can be taken as vacation days or as Leave Without Pay (LWOP). The LWOP option is a change from past practice and is available only during the Lab shutdown. For those employees who elect LWOP, they must adhere to the guidelines detailed below. Employees are responsible for charging time to the Leave codes as appropriate.

Exempt employees who elect to take LWOP CANNOT be on the premises during the Lab shutdown and are not authorized to work during this time. Those exempt employees who choose to charge LWOP in lieu of Vacation must notify their supervisor and HR, via email to Josh Cameron (jcameron@jlab.org) no later than Friday, December 18, 2009.

Non-exempt employees who elect LWOP should only charge actual hours worked to their timesheet. An email from the non-exempt employee to Josh Cameron in HR (jcameron@jlab.org) and the immediate supervisor is required no later than Friday, December 18, 2009 if LWOP during the shutdown is selected.

Those employees who elect LWOP are advised that sick and vacation leave accruals for the timesheet period will be prorated down. This proration is also true for the employer TIAA contributions.

Associate Directors are responsible for submitting a list to Rusty Sprouse no later than 12PM, Monday, December 21 for employees that are required to work during the shutdown period. For all exempt employees required to work during the holiday shutdown, adherence to the time charging practices and on-site rules outlined above is essential.

It is critical that all employees on site provide proper notification due to the power outage impacting various buildings across the campus. No one will be allowed to work in buildings affected by the power outage without prior approval from Facilities Management and Safety.

During the shutdown, facility and infrastructure maintenance and energy saving measures will be in effect. This means that building temperatures will be reduced and certain equipment will be turned off to save energy.

Safe work practices per the ES&H policy must be adhered to.

Regards,
Rhonda
Human Resources



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