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Information for Extension Educators

Information for Exempt Extension Educators

Time Worked. Extension Educators are classified as exempt under the Fair Labor Standards Act. As such, time worked does not need to be recorded or tracked within Workday (unless it is time worked on a holiday or campus closure – see below).

Sick Time. You have a certain amount of sick time per illness based on your years of service. If you utilize sick time, you will need to record this in Workday. Please refer to the available Workday training (Time Off) to learn how to record sick time used.

Holiday and Campus Closure. Exempt employees need to record time worked through a holiday and through a campus closure. If an employee works on a holiday or campus closure at the request and approval of his/her supervisor, compensatory time is earned. If this situation arises, please talk with your supervisor and HR.

Extension employees follow either the county holiday schedule or the University holiday schedule. Generally speaking, Extension Educators follow the county holiday schedule, but should confirm with his/her ADP and talk with the county’s Business Operations Manager to identify what official holidays are observed. Updates to policy HR34 (https://policy.psu.edu/policies/hr34) will be provided in January. For those employees following the county holiday schedule, six standard holidays will be observed (New Year’s Day, Memorial Day, Independence Day, Labor day, Thanksgiving Day, December 25) and six additional holidays will be taken in accordance with the various county schedules (e.g. MLK Day, Veteran’s Day, President’s Day). This will ensure every employee has 12 paid holidays. If a county office is closed for other reasons and the facilities cannot be accessed by employees to complete the necessary work (weather, voting, etc.), it might be appropriate to record that time as a closure (with supervisor approval).

Paid Time Off. As outlined in the Employment Conditions for Extension Educators, there is an expectation for Educators to complete 48 weeks of work in the 52 week year. The remaining four weeks is paid time off that will need to be tracked within Workday. This is a new requirement and has previously been tracked in personal Outlook calendars. Within Workday, however, there is functionality to record the four weeks of paid time off as “Future Dated Time Off*”.

Here are instructions on how to use the Future Dated Request hold within Workday:

  • Choose the “Time Off” worklet from the Workday home page
  • Using the arrows, proceed to the future month where you want to schedule your time.
  • Choose the days that you want to hold and click on the “Request Time Off” button. This will bring up a Request Time Off box.
  • Within the “Type” box you will choose “Common – Future Request (HOLD)”.

*Please note that this functionality is used by other staff employees within Penn State to account for vacation time. It is important to note that this is being used to account for Educator’s paid time off built into the 48-week appointment, not vacation time. Extension Educators do not accrue vacation time.