This memorandum provides information about the operations of the University of Kansas, Lawrence, during the Winter Recess and the Academic Break and about related payroll and personnel procedures.
Winter Recess: During the recess, administrative and student services offices responsible for completing fall semester graduation checks, for processing Promotion and Tenure files, and for discharging operational and business functions will remain open on work days. Other offices may close or may arrange for reduced staffing with prior approval of their dean, vice provost, Provost, or Chancellor as appropriate. See “Unit Plans Reporting” below for detailed information on the reporting process.
Academic Break: Final examinations conclude on Friday, December 19; spring semester classes begin on Thursday, January 15. During the break, the following energy conservation measures will be in effect.
Payroll: Due to the Christmas holiday, the payroll period of November 30 through December 13 has a SUPER accelerated payroll processing to produce the paychecks for the December 24, 2008, pay date. The first pay calculation will be Friday, December 12, 2008, at 5:00 p.m. A detailed payroll processing schedule is included in the Payroll website calendar. (See the Payroll calendar for December: http://www.payroll.ku.edu/documents/current_month_calendar.pdf )
Personnel Matters: The period between the end of fall semester exams and the beginning of the spring semester provides an excellent opportunity for many USS and unclassified employees to schedule vacation time. We ask administrators to meet requests for vacation leave, use of compensatory time, and the discretionary holiday to the fullest extent possible. The Department of Human Resources and Equal Opportunity (HR/EO) will assist in identifying temporary assignments for employees who wish to work but whose offices will be closed. Employees seeking temporary assignments should contact HR/EO as soon as possible. Detailed information about employee arrangements for December 24 through January 4 is available at www.hreo.ku.edu/files/documents/Winter_recess_personnel.pdf.
Mail delivery: Federal and campus mail will not be delivered unless delivery is specifically requested. Someone must be on hand to receive all of the mail for the building; otherwise it will not be left. Regular mail delivery will resume on Monday, January 5.
Unit plan reporting: Last year, the procedure for reporting unit schedules, mail delivery preferences, and emergency contacts for the period December 24 through January 4 changed from a paper process to a web-based process. (See https://www2.ku.edu/~provost/cgi-bin/staff/winter_recess.shtml). Each unit should designate an individual who will enter the unit’s plans. Unit information should be entered by no later than Monday, December 15. The budgeteers or designees for the deans, vice provosts, Provost, or Chancellor’s office will review and confirm the information submitted by the units. When approved, this information will be available to Public Safety, University Relations, Campus Mail, the Provost’s Office, and the Chancellor’s Office.
Offices that will be closed for the period or any part of it (excluding the state holidays, December 25, 26, and January 1) are expected to post their schedules and emergency contact numbers prominently and well in advance. Voice mail messages providing the schedule, appropriate referrals and emergency phone numbers should be recorded.
Questions? If you have questions about energy conservation, facilities, mail delivery, payroll, or personnel issues, contact the person or office listed below.
| Energy Conservation | Don Steeples, Senior Vice Provost | 864-4904 |
| Facilities | Production Control, Facilities Operations | 864-4770 |
| Mail Delivery | Jim Richey, Campus Mail (jrichey@ku.edu) or Stan Waller (swaller@ku.edu) | |
| Payroll | Payroll Office | 864-4385 |
| Personnel | Ola Faucher, Human Resources/Equal Opportunity | 864-7411 |
cc: Personnel Related Staff
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