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Overview
Departments can choose to move to a modified summer schedule from Monday May 20, 2024 and end on August 2, 2024 (with the exception of the weeks of Memorial Day, Juneteenth, & July 4th).
2024 Communications & Information:
The Summer Schedule includes a four-day work week for participating departments, Monday through Thursday, with Fridays off. For offices that choose to implement the summer schedule, the normative full-time schedule would be 8:15 a.m. to 5:00 p.m., Monday through Thursday, with a 30-minute lunch period. Participating employees would then be off on Fridays and only on Fridays. Offices that must remain staffed may elect to create a summer Friday schedule rotation within their departments, with reduced staffing.
The University remains open on Fridays.
If you have any questions about if or how your office is managing the flexible summer schedule, please reach out to your supervisor. For more information or questions about submitting time, pay periods, or the SJU work week & time off policies, please review the "Related Articles" on the right and the Staff & Administrative Employee Handbook.
Taking Time Off During Summer Flex Schedule
When taking paid time off (PTO includes vacation/sick time, etc.) during a summer schedule week, all employees who are taking advantage of the summer flex schedule should log 8.75 hours of time off instead of the normal 7-hour workday. Managers should be sure to check PTO when timesheets and absence requests are submitted to ensure the correct amount of PTO is being requested.
For non-exempt employees, see below for how to log "Summer Hours". If taking PTO, make sure to ONLY submit "Summer Hours" on days worked. Your timesheet should look like this to ensure your total hours are still equal to 35:
Full-time, non-exempt, non-union Employees & Logging "Summer Hours"
For non-exempt, non-union employees who submit timesheets in Workday, you should use the same process to submit your time as always, and make sure to log the correct schedule with a 30-minute lunch. For any weeks in which you take advantage of the summer flex schedule, you must log "Summer Hours" for each day worked to be paid for the full 35-hour workweek. No hours need to be submitted for Fridays.
The 30-minute Summer Hours benefit is only available to full-time employees - those on reduced and part-time schedules are not eligible to submit summer hours as outlined below. Instead, you should work with your supervisor to adjust your schedule to accommodate the flexible Friday and complete your full schedule Monday-Thursday (as appropriate for the team and office).
How to Add "Summer Hours"
- When you are in your timesheet, click at the top of a day in which you worked the summer flex schedule
- Instead of "Worked Time", change this to "Summer Hours" - this will auto-populate .5 hours for that day
- Once you click "OK", this will show up at the top of each day worked
- Make sure to check your timesheet prior to submitting at the end of the week or end of the pay period to ensure that you are submitting for the full 35-hour workweek
- Reminder: if you take paid time off (vacation, sick, etc) for any day during a "Summer Hours" week, do NOT log summer hours for that day and instead log 8.75 hours of PTO for that day. See above section for more information about logging PTO
If you have any issues with Workday, please submit a ticket here. For other questions regarding the summer schedule, please reach out to humanresources@sju.edu.