Instructions for timesheet entry can be found here.
VCU RealTime is the university's timekeeping management system. Employee training for VCU RealTime is available online. Log into Talent@VCU. After logging in, search for the course in the search box. Student may access the training through Canvas.
In VCU RealTime, employees may see more than one week displayed on the timesheet entry screen. This change can help ensure employees have the appropriate number of hours entered for each full week. Incomplete timesheets can impact payroll.
Wage/hourly and non-exempt employees are eligible to receive overtime pay or overtime leave at time-and-a-half and are therefore required to record actual work hours each day, as well as submit leave requests, using VCU RealTime. Exempt staff and faculty are required to use VCU RealTime to submit leave requests. Managers can also review, edit and approve hours worked and leave requests quickly. Learn more about the Fair Labor Standards Act which guides these university policies. Overtime pay or leave must be approved in advance by supervisors.
Tips for non-exempt staff:
- All overtime must be pre-approved by your manager.
- Working more than 40 hours without being compensated for overtime is not permitted.
- At your manager's discretion and with your agreement, you may receive overtime leave (time and one-half leave) in lieu of overtime pay.
Tips for wage/hourly staff:
- Wage/hourly staff, including adjunct faculty, must average no more than 29 hours per week over a 12-month period.
- The annual limit a wage/hourly staff member may work is 1480.
- You may not work more than 40 hours in a week unless it is pre-approved by your manager.
- Working more than 40 hours without being compensated for overtime is not permitted.
Inclement weather procedures
The decision to close the VCU campus and to operate remotely due to inclement weather is made by university administration. University employees are notified by their supervisors or department heads about whether they are designated employees who are required to work their scheduled shifts during inclement weather. Closures impact designated and non-designated employees differently as outlined below. During an Inclement Weather event, Plans 1 and 2 below will be implemented frequently. Plan 3 will be implemented only in extreme circumstances.
VCU inclement weather plans
Plan 1. VCU buildings on campus are closed and faculty and staff offices on campus are closed, but classes on the Monroe Park and MCV Campuses are held virtually, teleworking continues and the university operates remotely. Designated employees must report to work at the time established for the inclement weather incident.
Plan 2. All day classes on both the Monroe Park and MCV Campuses are delayed starting or closing early (a specified time – to be announced) and faculty and staff offices are delayed opening or closing early. The workday for teleworking faculty and staff begins without delay and does not end early. Designated employees must report to work at the time established for the inclement weather incident.
Plan 3. VCU campus is closed and all classes on the Monroe Park and MCV Campuses are canceled. Teleworking is canceled for all faculty and staff. Designated employees must report to work at the time established for the inclement weather incident.
- Listen for announcements on major area radio and television stations. Note: No media announcement is made if VCU is open.
- Check the VCU Alert website for current advisories.
- Receive emergency text messages and emails.
- Follow VCU on Twitter@VCUnews and Facebook@VCU.
- Look for information on digital screens in major academic buildings and all residence halls on the Monroe Park and MCV Campuses.
- MCV Campus schools may post additional information on school websites or hotlines
- Enroll in VCU Parking and Transportation’s text service at www.parking.vcu.edu/news-and-alerts/text-service to stay informed of parking impacts, such as facility closings and relocations due to inclement weather or emergencies.
Separate announcements will be made for evening and Saturday classes.
Personnel who work outside the day shift: All designated employees on shifts following a closing or late opening must report to work as scheduled unless additional announcements are made for their particular shifts.
Parking assignments during inclement weather closings: All VCU faculty, staff and students who are not working remotely during the pandemic and who hold valid parking decals for VCU decks should continue to use their assigned decks. For updates on lot clearings and alternate parking locations, as applicable, VCU faculty, staff and students who hold valid parking decals for VCU surface lots should visit the Parking and Transportation website for updates.
When inclement weather or other emergency conditions cause one campus to remain open while another closes, employees follow the instructions that affect the campus on which they are housed or to which they primarily report. If classes are in session on a particular campus, offices are also open.
Late opening and closing announcements for state government do not apply to VCU. A separate announcement will be made about VCU's operating status.
VCU Health System
VCU Health System (VCUHS) team members have a separate inclement weather plan. Call the VCUHS inclement weather line 628-SNOW or refer to the VCU Alert page at alert.vcu.edu for current information regarding the health system’s status during inclement weather.
What if I am providing care for a child whose school/day care is closed and I am unable to telework on an inclement weather telework day?
If an employee is unable to work remotely during a campus closure due to school/daycare closures, or the like, the employee should plan to take leave for the time they cannot work. Your manager cannot deny your leave request in this situation.
What if I lose power or internet service and I am unable to telework on an inclement weather telework day?
Employees will receive inclement weather or office closing leave if they are unable to telework during an inclement weather event and telework is not canceled.
What if I have job duties that require me to be on campus to work but I am not a designated employee?
If your job requires you to be on campus and you are unable to telework during an inclement weather event, you will receive inclement weather or office closing leave due to the campus building closure.
What if the delayed opening or early closing inclement weather day is not a usual telework day for me, but I am hesitant about the road conditions and getting to campus?
A manager should liberally grant an employee request to temporarily telework during an inclement weather event.
Do non-designated employees who are on pre-approved leave when the university operates remotely due inclement weather use office closing leave?
Employees are required to use their own leave because although campus facilities are closed, business operations continue as normal with employees working remotely and students continuing with class sessions online.
Are non-designated employees eligible for office closing leave when they are on pre-approved leave when the university closes due inclement weather?
Employees on pre-approved leave with pay during an inclement weather event will be granted office closing leave for the day(s) the university is closed.
How do I know if I am a designated employee?
Each division, department or operating unit should inform designated employees, in writing annually, that they must work during authorized closings.
Do designated employees who are on pre-approved leave when the university operates remotely due inclement weather use office closing leave?
Designated employees are required to use their own leave when on pre-approved leave because although campus facilities are closed, business operations continue as normal with employees working remotely and students continuing with class sessions online.
Do designated employees who are on pre-approved leave when the university closes due inclement weather use office closing leave?
Designated employees on pre-approved leave with pay during an inclement weather event will be granted office closing leave for the day(s) the university is closed. Example: If you are taking a weeklong vacation and the university closes for one day for inclement weather during that time, one of your annual leave days (8 hours) will be charged to university closing leave instead of your leave.
How are designated employees credited with Inclement Weather Leave (ILA)?
Designated employees are credited with Inclement Weather Leave-Accrued (ILA) on a hour-for-hour basis for hours worked during authorized closings or when the university operates remotely due to inclement weather up to the maximum number of hours of your standard work shift. This applies to inclement weather events during or outside of your regular shift, and partial and full closings. Example: If your normal work schedule is 8 hours per day but you work two 10 hour days during an inclement weather event, then you will receive 16 hours of Inclement Weather Leave that you can use at any time during the next 12 months. If the university closes for a half day, and you work 4 hours of your 8 hour regular shift prior to the closing, and 8 hours during the authorized closing, you will be credited with 8 hours of inclement weather leave.
How are exempt designated employees compensated?
Exempt employees are paid their regular rate of pay.
How are non-exempt designated employees compensated?
Non-exempt employees are paid their regular rate of pay, plus time-and-a-half for any hours worked over 40 hours in a workweek. Overtime is accrued when a non-exempt employee works more than 40 hours in a week (not more than 8 hours in a day). Example: If the university is closed for one day or operates remotely due to inclement weather and you work for 10 hours that day, but you work your normal 8 hour work shift for the rest of the workweek, you will have worked 42 hours and receive two hours of overtime pay (time-and-a-half) in addition to 8 hours of inclement weather leave. Please note: Your rate of pay is calculated based on the number of days in the pay period, therefore your final rate of pay will vary slightly from pay period to pay period.
What happens when a designated employee is scheduled to work and does not report to work? Designated employees who fail to report to work will be required to use their own leave and may be subject to disciplinary action.