As announced by President Price, Duke University will provide University staff, including the School of Medicine, PDC and School of Nursing, an additional three days off with pay to be used between Dec. 1, 2020, and Feb. 28, 2021. 

The extra paid days off are in addition to existing designated or discretionary holidays and will not count against your accrued vacation or sick leave. The time should be scheduled in coordination with your supervisor to ensure appropriate coverage for essential business needs.

For payroll and time tracking purposes, the Jury Duty wage-type has been converted temporarily to record the additional three days between Dec. 1, 2020 and Feb. 28, 2021. Eligible nonexempt staff should record the additional three days as Jury/Extra Day in the Electronic Timecard system or as “Jury Duty-Extra Day” in the Time & Attendance for benefits-eligible staff.  Eligible exempt staff should select the absence type of Jury/Extra Day when recording time off in the Exempt Time Off tool.

Managers will be responsible for monitoring staff use of no more than three additional days off during the three-month period. The days must be taken as a full day (8 hours or full workday equivalent based on your work schedule). The three additional days off must be used before March 1, 2021, or they will be forfeited.

For staff represented by a bargaining unit, the collective bargaining agreement will determine eligibility. Staff (e.g. students, temporary staff) who do not meet eligibility requirements for accrued time off are not eligible for the additional three days off.

If you have any questions, please contact the Human Resources Information Center at 919-684-5600. Thank you.

Q: Who is eligible to receive the three additional days?

A: All active University benefits-eligible staff, including the School of Medicine, PDC and School of Nursing, will receive the three additional days. Students, temporaries and staff working less than 20 hours per week and others who do not accrue time-off benefits are not eligible. Staff represented by a bargaining unit should refer to their collective bargaining contracts.

Q: How should I record the three additional days?

A: Eligible nonexempt staff should record the additional three days as Jury/Extra Day in the Electronic Timecard system or as “Jury Duty-Extra Day” in the Time & Attendance for benefits-eligible staff.  Eligible exempt staff should select the absence type of Jury/Extra Day when recording time off in the Exempt Time Off tool.

Q: Can the additional days be taken as a half-day or other partial-day increments?

A: No, the additional three days can only be taken as full days (8 hours or full workday equivalent based on your work schedule).

Q: What happens if I don't use all three days between Dec. 1, 2020 and Feb. 28, 2021?

A: Any of the three additional days that have not been used between Dec. 1, 2020, and Feb. 28, 2021, will be forfeited.

Q: What happens if I record more than the three additional days?

A: Managers will be responsible for reviewing staff use of the additional three days in the Electronic Timecard system or the Time & Attendance System. In the event an employee records more than the three days, supervisors should submit gross adjustments to change the time off reason to vacation or to unpaid time off in the event there is no vacation balance. 

Q: Are the three additional days paid out if I leave Duke on or before Feb. 28, 2021?

A: No, the three additional days are not subject to being paid out upon termination.

Q: Do the three additional days contribute toward work hours for calculating overtime pay?

A: No, the three additional days are not considered toward time worked for the purpose of determining overtime pay.

Q: How do I record my time if I am called to jury duty between Dec. 1, 2020 and Feb. 28, 2021?

A: Anyone who is called for jury duty should use the “Jury/Extra Day” pay code/time off reason and the appropriate documentation with a note indicating the time is for jury duty. The pay code/time off reason and corresponding wage type will be restored to Jury Duty on March 1, 2021.

Q: What if I work a 12-hour shift?

A: The additional days off will be handled consistent with the discretionary holiday process. Staff who work 12-hour shifts can use 8 hours of Jury/Extra Day and 4 hours of vacation time or they could use 12 hours for two days only.