COVID - 19 Timesheet Instructions - State Regular

To All BCDSS Staff,

This email has been updated with the most recent timesheet information to allow you to complete your timesheets during the period of Elevated Level II management of the COVID-19 virus. This email will provide information on the timesheet fields that must be completed and the proper coding for various working scenarios depending on whether you are teleworking, working from a location other than your home, or receiving administrative leave.  

FOR STAFF WHO TELEWORKED (ALL OR PART OF YOUR WORK DAY):

For the portion of your day that you worked from home, you will complete your timesheet as you would normally, adding the appropriate Telework worktag. See Below for specific codes to enter in timesheet fields based on your Worker Category:

 

FOR STAFF WHO WORKED FROM A LOCATION OTHER THAN YOUR HOME (ALL OR PART OF YOUR WORK DAY) - NOT RESPONSE PAY ELIGIBLE:

For the portion of your day that you worked from a location other than your home (this can include working from the office or other field location), you will complete your timesheet as you would normally, with no Telework worktag. See Below for specific codes to enter in timesheet fields based on your Worker Category:

 

COVID-19 (Regular Exempt) and COVID-19 (Regular Non-Exempt) TIME CODES:

The COVID-19 (Regular Exempt) and COVID-19 (Regular Non-Exempt) codes were valid only for the period of the authorized premium pay rate which ran from 12:01 A.M. on Friday, March 13, 2020, and 11:59 P.M. on Sunday, March 22, 2020. The current pay period is not within the authorized timeframe, therefore, the COVID-19 (Regular Exempt) and COVID-19 (Regular Non-Exempt) codes are no longer valid and are not to be used.  

NOTE TO SUPERVISORS: TIMESHEETS WITH THE COVID-19 (REGULAR EXEMPT) OR COVID-19 (REGULAR NON EXEMPT) CODES ARE NOT TO BE APPROVED AND SHOULD BE SENT BACK TO EMPLOYEES FOR CORRECTION - EXCEPT FOR STAFF IN APPROVED RESPONSE PAY CLASSIFICATIONS DOING QUALIFYING DUTIES (SEE BELOW). 

Staff who submit and supervisors who approve improperly coded timesheets may be subject to reprimand.

 

COVID-19 (Regular Exempt) and COVID-19 (Regular Non-Exempt) TIME CODES FOR STAFF IN RESPONSE PAY CLASSIFICATIONS DOING QUALIFYING DUTIES:*

RESPONSE PAY ELIGIBILITY HAS BEEN EXTENDED TO INCLUDE THE PAY PERIOD ENDING JUNE 30, 2020.

 

WHAT IS COVID-19 RESPONSE PAY?

COVID-19 Response Pay will add an additional $3.13 per hour to your regular pay rate when you perform certain qualifying duties.

 

WHAT CLASSIFICATIONS ARE ELIGIBLE?

The following classifications are eligible when performing qualifying duties:

• Casework Specialist
• Family Support Worker Series (Trainee, I, II, & Lead)
• Family Services Caseworker Series (Trainee, I, II, III, & Supervisor)
• Social Work Series (I, II, & Supervisor)
• Social Work Therapist

 

WHAT ARE QUALIFYING DUTIES?

When staff in qualifying classifications are required to make a home visit, they are entitled to Response Pay for the full time that it takes to complete the home visit, including travel to the visit and to return home.  

 

WHEN DID RESPONSE PAY BEGIN?

Response Pay is authorized for qualifying duties beginning on April 1, 2020. Unless otherwise extended, Response Pay will end on May 5, 2020.  

 

HOW WITH THIS TIME BE CODED ON MY TIMESHEET?

Depending on your overtime status (Exempt or Non-Exempt), staff in qualifying classifications who perform qualifying duties will use the following codes to document Response Pay in Workday:

• COVID-19 (Regular Non-Exempt)
• COVID-19 (Regular Exempt)

These codes are only to be used during the portion of the day that an individual in a qualifying classification is performing qualifying duties.  

Staff must communicate with their supervisors to advise them of all times during which they are performing qualifying duties.  Staff are responsible for submitting and supervisors are responsible for approving timesheets that accurately reflect qualifying activities.  

 

GENERAL EXAMPLE FOR RESPONSE PAY:

On your timesheet, you may have multiple time rows. For example, you may telework 8:00 a.m. to 11:00 a.m., then leave your home for a home visit at 11:30 a.m. returning to your house at 2:00 p.m. and then need to use administrative leave for the remainder of the day. In this case, your timesheet would include the following:

 

 

STAFF WHO FOR ALL OR PART OF YOUR DAY, DID NOT WORK FROM EITHER HOME OR A LOCATION OTHER THAN HOME ANYTIME AFTER 12:01 A.M. ON FRIDAY MARCH 13, 2020 ARE ENTITLED TO COVID-19 ADMINISTRATIVE LEAVE: 

For the portion of your day that you did not work either from home or a location other than home, you will receive Administrative Leave and complete your timesheet for that portion of the day, entering the codes indicated below based on your Worker Category:

 

EMPLOYEES CALLED TO STATE ACTIVE DUTY (SAD):

Any employee, State Regular, Temporary or Contractual, who are called to State Active Duty under the Governor’s Executive Order are entitled to full pay and will not use their Military Leave (15 Days). These employees should use the Administrative Leave code appropriate for their employee type---COVID-19 Admin Leave for Regular (Timesheet) Time Off, COVID-19 Admin Leave for Temp (Timesheet) Time Off, or COVID-19 Admin Leave for Contract (Timesheet) Time Off.

 

WORKERS ON COMPRESSED SCHEDULES:

Workers on compressed schedules will enter time as they did prior to the COVID-19 emergency.  No special coding is required.

 

STAFF IN RESPONSE PAY APPROVED CLASSIFICATIONS WHO WORKED AFTER HOURS FROM A LOCATION OTHER THAN HOME ANYTIME AFTER 12:01 A.M. ON WEDNESDAY, APRIL 1, 2020 THROUGH TUESDAY, JUNE 30, 2020:*

Staff who performed After Hours Work from any location other than their home after 12:01 A.M. on Wednesday, April 1, 2020, are entitled to the response pay for any time worked in a location other than home. Response pay rate means that you will be paid an additional $3.13 for every hour that you actually worked in a location other than your home.  

For the After Hours Worked portion of your day that you worked at ANY location other than your home, you will complete your timesheet entering the codes indicated below based on your Worker Category:

This newly created COVID-19 After Hours Worked code works exactly as the After Hours Worked code does, however; it accounts for the Response Pay rate of $3.13 per hour worked. 

 

GENERAL EXAMPLE:

On your timesheet, you may have multiple time rows - one for each of the time scenarios detailed above. For example, you may go into the office to perform some mission-critical function from 8:00 a.m. to 11:00 a.m., then telework from 11:30 a.m. to 2:00 p.m. and then need to use administrative leave for the remainder of the day. In this case, your timesheet would include the following:

NOTE: Your travel time to and from a work location other than your home will be compensated. In addition, if you are approved for telework and travel to a location other than your home for work purposes (including to and from the office), the full amount of that mileage is reimbursable.  

If you have any questions regarding the process for completing your timesheet during the time of Elevated Level II COVID -19 response, you should send your questions to dhs.sps@maryland.gov. Please be certain that you include your contact information in the email.