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Below are important AiM time‑coding and MyLeave instructions to help you record your hours correctly.

For employees who ONLY use MyLeave to submit leave requests (non-AiM users)

Any hours you volunteer during commencement weekend (Saturday, May 2, or Sunday, May 3) can be used later as administrative leave.

Please see the Chancellor’s announcement Linked Here for instructions on how to request your earned administrative leave. Any administrative hours earned must be used on or before June 30, 2026.

For employees who use AiM to record timecards

Employees Required to Work Commencement

If an employee is REQUIRED to work as part of their campus role and responsibilities, they should discuss with their supervisor the options below:

FLSA Non-Exempt Employees (Eligible for Overtime)

1. Adjust Weekly Hours

Supervisors may reduce an employee’s work week hours to account for the required weekend commencement hours.

Example:ÌýAn employee is scheduled to work a 40-hour workweek but is also required to work 6 hours for commencement on Saturday (5/2). If approved by the supervisor, the employee may instead work a 34-hour workweek and 6 hours on Saturday, 5/2 for commencement.

• The 34 hours would be coded based on when more than half of the scheduled shift hours occur (e.g., RGS, SHF, 3SS).
• The 6 hours worked on Saturday (5/2) should be coded as differential (3HW).

2. If Hours Cannot Be Adjusted

• If an employee’s 40 hours cannot be reduced within the same week, then the employee will work a full 40-hour week plus the weekend commencement hours.
• For all hours worked on Saturday, the employee must be compensated with all applicable overtime/comp time and differential pay (e.g., OTPOW, 3OW, CTPOW).

FLSA Exempt Employees (Not Eligible for Overtime)

1. Adjust Weekly Hours
   Supervisors may choose to reduce an employee’s hours within the week to account for the required weekend commencement hours.

Example: An employee scheduled for a 40-hour workweek and required to work 6 hours on Saturday (5/2) may work 34 hours during the week and 6 hours on Saturday.ÌýÌý

• The 34 hours would be coded as RGS.
• The 6 hours worked on Saturday (5/2) should also be coded as RGS.ÌýÌý

2. ÌýIf Hours Cannot Be Adjusted

• If an employee’s 40 hours cannot be reduced within the same week, then the employees will work their full 40-hour workweek plus their weekend commencement hours.
• Employees will receive an Administrative Leave Float Day (ADLV) for hours worked during commencement. Administrative Leave Float Day (ADLV) must be used by the end of the fiscal year (on or before June 30, 2026).

Employees Not Required to Work Commencement (Volunteers)

If an employee is NOT REQUIRED to work as part of their campus role and responsibilities, and their role is not directly tied to sponsoring or facilitating these events, they are then considered to be volunteering and their time is not considered work time. Volunteering in weekend campus events like commencement should be discussed with and approved by their supervisor.

If volunteer time is approved by supervisor, the following options apply:

FLSA Non-Exempt Employees

1. Adjust Weekly Hours

Supervisors may reduce an employee’s work week hours to account for the weekend commencement hours.

Example:ÌýAn employee is scheduled to work a 40-hour workweek but is also volunteering to work 6 hours for commencement on Saturday (5/2). If approved by the supervisor, the employee may instead work a 34-hour workweek and 6 hours on Saturday, 5/2 for commencement.

• The 34-hours should be coded based on when more than half of the scheduled shift hours occur (e.g., RGS, SHF, 3SS).
• The 6 hours worked on Saturday (5/2) should be coded as differential (3HW).Ìý

2. If Hours Cannot Be Adjusted

• If an employee’s 40 hours cannot be reduced within the same week, then the employees will work their full 40-hour week plus their weekend volunteer commencement hours.
• The employee must be compensated with all applicable overtime/comp time and differential pay (e.g., OTPOW, 3OW, CTPOW).

FLSA Exempt Employees

Receive an Administrative Leave as a Float Day

• Code Saturday (5/2) hours as RGS.
• Employees will receive an Administrative Leave Float Day (ADLV) for hours worked during commencement. Administrative Leave Float Day (ADLV) must be used by the end of the fiscal year – June 30, 2026.Ìý

If you have questions about how to code your time or which option above applies to you, please reach out to your supervisor or Aliyah Vigil before submitting your time or leave request. Thank you for your flexibility and for supporting commencement.