2011 Lab Shutdown/Exception Process

December 13, 2011

Colleagues:

The Laboratory shutdown begins Thursday, December 22 at 5 p.m. The Lab will reopen on Monday, January 2, 2012. As a reminder, December 23, 26, 29 and 30 are designated as holidays. December 27 and 28 can be taken as vacation days or as Leave Without Pay (LWOP). The LWOP option 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 Brandye Rogers (brogers@jlab.org) no later than Friday, December 16, 2011.

Non-exempt employees who elect LWOP should only charge actual hours worked to their time sheet. An email from the non-exempt employee to Brandye Rogers in HR (brogers@jlab.org) and the immediate supervisor is required no later than Friday, December 16, 2011 if LWOP during the shutdown is selected.

Employees who elect LWOP are advised that sick and vacation leave accruals for the time sheet period will be prorated down. This proration is also true for the employer TIAA CREF contributions.

Associate Directors are responsible for submitting a list to Rusty Sprouse no later than 12PM, Monday, December 19 for employees that are required to work during the shutdown period. Click on the following link for the form: /sites/default/files/2011_Holiday_Work_Access_List.xlsx. 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. The following facilities will be inaccessible during the power outage: CEBAF Center, EEL, Test Lab, CTF, Building 59, and Trailers 34D and 34E.

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

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