Human Resources

The 2023 summer schedule applies to staff employees and will be effective for the period of Monday, May 8 and concluding on Friday, August 11.   Employees will be expected to work a total of 34.0 hours each week.  While official University business hours will remain 8:00am – 4:30pm, Monday – Friday, supervisors are encouraged to work with employees to develop work schedules that accommodate employee interests/needs while supporting business operations.

Sample Work Schedules

Work schedules may be developed in any configuration so long as the total hours actually worked equal to 34.0; however, the following examples below allow for 3-day weekends:

                Example #1: Monday – Thursday, 7:30am – 4:30pm with a 30-minute unpaid lunch period

                Example #2: Tuesday – Friday, 7:30am – 4:30pm with a 30-minute unpaid lunch period

Compensation

During the entire summer work period, full-time employees will continue to receive their full base pay for the standard workweek of 37.5 hours.  Should hours actually worked exceed 37.5 in any given week, non-exempt employees must be paid the applicable straight time or overtime rate.  Part-time (non-benefits eligible) employees should ONLY be paid for time actually worked.  For additional guidance, please see Hours Worked and Overtime Compensation Policy .

Summer Holidays

Three holidays (Memorial Day, Juneteenth, and Independence Day) are observed within the summer period.  If a holiday falls on an employee’s scheduled day off, the holiday may be taken on the employee’s next scheduled work day.

Semi-Monthly and Bi-Weekly Timesheets

Non-exempt employees who maintain time records via the semi-monthly timesheet or the bi-weekly timesheet should report “actual” time worked each day.  On the applicable hours not actually worked, a footnote should be entered on the timesheet notating 3.5 hours of paid time (which is the difference between 34 hours worked and 37.5 hours paid).

University Interests Must Prevail

Given the unique and complex make-up of the campus community, the indicated summer working schedule may not be feasible across all department/units.  Administrative and Divisional leadership should communicate with employees to clarify needs and schedules that differ from the above.  The inability of a department/unit to accommodate the summer working schedule does not provide accumulating benefits to employees. 

Reporting Vacation and Sick Leave During Summer Period

For simplicity, the following formula should be used in reporting vacation and sick leave (through TopNet) during the summer period.

FORMULA:  Number of work hours scheduled on a given day MINUS number of hours “actually worked” = Vacation or Sick hours required to be reported

Since most work schedules may be developed around a four day workweek, below are examples for the appropriate reporting of leave usage for such a schedule.

Example #1

Thursday, June 4 - “scheduled” hours equal 8.5

Hours “actually” worked equal 0

Hours to be reported as vacation time equal 8.5

Example #2    

Wednesday, June 10 - “scheduled” hours equal 8.5

Hours “actually” worked equal 5.0

Hours to be reported as vacation time equal 3.5

Example #3

                Monday, July 13 – Thursday, July 16 – “scheduled” hours equal 34

                Hours “actually” worked equal 0

                Hours to be reported as vacation time equal 34

 If you have questions pertaining to leave reporting and timesheets, please contact Human Resources at 270-745-5360 or email at human.resources@wku.edu.