Attendance
FAQ
Who attends Pencils Down?
Pencils Down is open to all full-time employees (FTE). Part-time employees, contingent workers, temps, or interns are not eligible to attend.
Is it required?
Yes. All FTE staff should plan to attend Pencils Down.
When do I need to arrive?
Most staff will arrive on February 6 and depart on February 7 (one night at the hotel). Some colleagues will arrive on February 5; this may be based on role or travel distance to Philadelphia. The Pencils Down team will reach out to let you know when you’ll need to arrive.
What if I’m a full-time employee and I’m unable to go?
If you’re unable to attend Pencils Down, you need to talk with your manager and get approval before registering. You still must complete the registration form to indicate this. Managers who have questions about extenuating circumstances and approvals can reach out to [email protected].
If I’m not (or one of my direct reports isn’t) going to Pencils Down, what happens on February 6–7?
Most people will proceed with a normal work schedule while FTE are at Pencils Down. Part-time employees, consultants, and contractors should talk with their managers.
Given my projected workload in February, I’m concerned about taking off for Pencils Down. What will be done to alleviate those concerns?
We know it can be overwhelming to think about not working during Pencils Down. Since the whole organization will be together—and everyone will put their pencils down—we hope the collective out-of-office energy will ease most concerns. If you have specific demands tied to your role or project timelines, please talk with your manager or ELT member about how to pause them so you can take part in Pencils Down.
How should non-exempt (overtime-eligible) staff report their time during Pencils Down?
As always, non-exempt staff should record all time worked during Pencils Down in Workday. This includes:
Time spent at work-related events and activities at which attendance is expected.
Time spent performing standard job duties (e.g., answering emails, meetings, etc.).
This does not include activities that are purely social and voluntary. Social and voluntary activities are not compensable and should not be recorded as work time. For instance, if you go for a run with a friend prior to the start time of Pencils Down, that is not compensable work time.
How should non-exempt (overtime-eligible) staff report time travelled to and from Pencils Down?
If you are flying or taking a train to Pencil’s Down and staying overnight, you may record any travel time as work.
If you are driving to Pencil’s Down or not staying overnight, you may record travel time that exceeds your normal commute time as work.
A few notes:
We encourage you to travel to Pencil’s Down during work hours when possible (though we recognize you must also balance other limitations like flight schedules, prices, etc).
These policies are specific to Pencil’s Down; they may differ from past or future time reporting guidelines for non-exempt staff.
Overtime for Pencils Down is currently budgeted in each department’s budget.
Please email [email protected] with any questions.