COVID Lost Time (CLT) Instructions & FAQ

To learn how to record CLT Hours in Kronos, watch this 4.5 minute video:

updated October 18, 2022

To record CLT hours that were missed in a prior pay period:

You are strongly encouraged to review these instructions and sample completed CLT revised paper timecards.

  • Complete a revised paper timecard (excel document), listing the exact COVID Lost Time (CLT) dates and times that you were unable to work, the jobnet number, the hourly payrate, account chartstring,
  • Handwrite a note on the timecard that states “These are CLT hours” or “COVID Lost Time (CLT) should be applied for these shifts”.
  • The revised paper timecard must be signed by you and each corresponding supervisor and sent to Dartmouth Payroll for processing by within one pay period.

By submitting this timecard, you are attesting to the accuracy of the total number of hours you would have worked if you had not been ill or unable to work due to COVID.

Student employees who have both retroactive worked time and CLT time must complete two separate revised paper timecards (one for worked hours that you are recording late and the second for the CLT hours). 

Questions about retro paychecks or revised paper timecards should be directed to Dartmouth Payroll via email or phone: 603-646-2697.

COVID Lost Time (CLT) FAQs

Recording the Time
Qualification for CLT
Other Questions
Student Supervisor Questions

Recording the Time

How do I record my missed CLT shifts in the current pay period? 
Watch this 4.5 minute instructional video (top of this page) to learn how to record COVID Lost Time (CLT) in Kronos. By submitting this timecard, you are attesting to the accuracy of the total number of hours you would have worked if you had not been ill or unable to work due to COVID.

I normally use a timeclock. How do I record my missed CLT shifts? 
We have granted Kronos web access to all student employees, including those who have previously only used timeclocks. Watch this 4.5 minute instructional video to learn how to record COVID Lost Time (CLT) in Kronos.

How do I record the CLT hours I missed in a prior pay period?
You are strongly encouraged to review these instructions and sample completed CLT revised paper timecards.

  • Complete a revised paper timecard (excel document), listing the exact COVID Lost Time (CLT) dates and times that you were unable to work, the jobnet number, the hourly payrate, & account chartstring.
  • Handwrite a note on the timecard that states “These are CLT hours” or “COVID Lost Time (CLT) should be applied for these shifts”.
  • The revised paper timecard must be signed by you and each corresponding supervisor and sent to Dartmouth Payroll for processing within one pay period.

By submitting this timecard, you are attesting to the accuracy of the total number of hours you would have worked if you had not been ill or unable to work due to COVID.

Student employees who have both retroactive worked time and CLT time must complete two separate revised paper timecards (one for worked hours that you are recording late and the second for the CLT hours). 

Questions about retro paychecks or revised paper timecards should be directed to Dartmouth Payroll via email or phone: 603-646-2697.

I don’t know my Jobnet Number or Pay Rate. How do I find this? 
When you were hired, you received a separate email for each job from Student.Employment.Office@dartmouth.edu. Each email listed the Jobnet Number and Pay Rate for that specific job. The subject line of the email was :Pay Notice: [jobnet number – position title] Use the information in your most recent notice for each position to complete the details needed for your revised paper timecard. If you are unable to find this email message after searching, you may contact seo@dartmouth.edu for additional assistance. Your supervisor should be able to provide the account chartstring. 

When will I receive the money? 
If your CLT is entered during the current pay period in Kronos, the hours will be paid in your regular paycheck.  If you submitted a paper timecard for retroactive CLT hours by the last day of the current pay period, the retroactive hours will be added to your next regular paycheck. Please see the appropriate annual student payroll calendar for these dates.

Qualification for CLT

If I signed up to pick up a shift before I got COVID or was told to isolate due to COVID, can I claim CLT? 
Yes, if the shift was previously scheduled and is confirmed by the supervisor.

I had COVID at the start of term before my work schedule was determined, Can I claim CLT? 
No. CLT applies only to established positions and specific hours lost due to COVID.

I was job seeking and had not yet found a position when I got COVID. Can I claim COVID Lost Time (CLT)? 
No. CLT applies only to established positions and specific hours lost due to COVID.

I didn’t tell my supervisor that I have COVID, but I did give my shift away due COVID. Can I claim COVID Lost Time (CLT)? 
Yes, if the shift was previously scheduled and is confirmed by the supervisor.

What is the timeframe for COVID Lost Time (CLT)? 
The CLT program was initially only available during winter and spring terms, between January 1, 2022, and June 11, 2022. It has been extended to include all student employee pay periods through Spring Term 2023.

Can I claim COVID Lost Time (CLT) if I was instructed by a health professional to isolate due to exposure to someone who tested positive? 
Yes, if the shift was previously scheduled and is confirmed by the supervisor.

Other Questions

As an international student, I am limited to working no more than 20 hours per week. If I receive COVID Lost Time (CLT) for a prior pay period, will I surpass the hour limit? 
No, so long as you do not request CLT hours that would exceed the 20 hour per week maximum that you are permitted to work under the F-1 rules.  The CLT hours should only be requested for the hours that were missed for COVID-related reasons.

CLT hours retroactively recorded for the exact dates and hours that were missed  would ‘count’ towards the 20-hour maximum in those prior weeks. Retroactive payment will be issued by Payroll when the retroactive time records have been received in Payroll and the hours will not count towards the pay period in which they are paid.

Example: An international student employee missed 7 hours of work between Wednesday, January 13, 2022 and Saturday, January 15, 2022, and 3 hours on Sunday, January 15, 2022 due to COVID. These CLT-eligible hours were recorded using the revised paper timecard process and submitted to Dartmouth Payroll for processing on February 15, 2022.

  • The total of 10 CLT hours were paid in the student employee’s February 25 paycheck, along with the regular hours the international student employee worked from February 6 – February 19, 2022.

Student Supervisor Questions

Where is the funding coming from? 
The College has designated a central funding source that will pay the CLT hours during this COVID emergency period of January 1, 2022 – Spring Term 2023.

 

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