All Staff: Shutdown Time Accounting & Work Guidance

Dec. 12, 2012

Dear Colleagues:

The Laboratory shutdown begins Friday, December 21 at 5:00 p.m. The Lab will reopen on Wednesday, January 2, 2013. As a reminder, December 24, 25 and 31 are designated as holidays. December 26, 27 and 28 are shutdown days and can be taken as vacation 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
Those 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 Joshua Cameron (jcameron@jlab.org) no later than Monday, December 17, 2012. Notification is not required for those employees who do not have enough leave available but only for those who elect to choose LWOP in lieu of vacation time.

Non-exempt employees
Those non-exempt employees who elect LWOP should only charge actual hours worked to their time sheet. An email from the non-exempt employee to Joshua Cameron in HR ( jcameron@jlab.org) and the immediate supervisor is required no later than Monday, December 17, 2012 if LWOP during the shutdown is selected. Notification is not required for those employees who do not have enough leave available but only for those who elect to choose LWOP in lieu of vacation time.

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, Wednesday, December 19 for employees using the form 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.

Planned construction work includes:

Test Lab including test Lab Addition will make the building inaccessible during the shutdown period.
Test Lab Cooling Tower by pass valve actuator replacement
Building 28 chilled water tank replacement
Building 68 construction
CEBAF Center - Replace medium voltage electric switch components. This will require an outage of about 4 hours. The Computer Center will stay up but the data center will be down
CEBAF Center plumbing requiring restrooms in F wink as well as the cafeteria being closed.
EEL Light/ballast replacement

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

Regards,

Rhonda Barbosa
Human Resources



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