EOC News: Timesheet Codes and Preparation Activities for Hurricane Milton

The District’s Emergency Operations Center (EOC) staff are closely monitoring Hurricane Milton and the EOC will be at Level 2 activation starting at 8 a.m. Monday.

Please Fill Up Fuel Tanks Off-Site Monday
To maximize the District’s fuel reserves, staff in all offices need to fill up all vehicle and equipment fuel tanks off-site. Off-site fueling is available by use of the State of Florida WEX cards.

Important Timesheet Tracking Related to Milton

District staff should use timesheet code E054 – Hurricane Milton when tracking time related to the storm. Staff who worked or performed job duties related to or in support of Hurricane Milton for the current pay period ending Sunday, Oct. 6, should revise their timesheet to reflect the correct timesheet code related to this storm. The code will be available in UKG Pro no later than 9 a.m. Monday. Timesheets should be updated and resubmitted as soon as possible after the code becomes available. 
Regular Hours: Staff enters Regular hours directly onto timesheet. Employees whose work is related to the storm will need to select the assigned E-code (Unit code) shown in the dropdown box E054 – Hurricane Milton. In addition, a reporting/program code must be selected at the same time as the unit code. Do not leave as NONE.

Preparing for the Storm

Leadership realizes that with any storm, staff may be dealing with preparations, evacuations, school/day care closures, trees down, roadblocks, power and internet issues, etc. Staff that need to make storm preparations or other alternative arrangements, should discuss with their management. 

Communicating Office Closures
We will notify staff of any potential storm preparations or office closures as more information becomes available and will communicate information to employees in the following ways:

  • Internal Communications Emails: Employees should monitor their emails for updates.
  • InformaCast: Notifications for storm-related office closures will be distributed via InformaCast. 
  • Emergency Telephone Hotline: Employees can also call 1-866-788-4083 to determine whether an office is closed.
  • District’s Website: Visit WaterMatters.org for up-to-date information.
  • Social Media: Information will also be posted on the District’s Facebookand X pages.

Please note, it’s the employee’s responsibility to understand when and where to report to work in the event of an office closure by calling the emergency telephone number and viewing the District’s website for updates. In addition, please make sure to sign up for InformaCast and enter your personal cellphone number to get notified of important office closure information via text message and phone call to your personal cellphone. We also encourage staff to visit the Emergency Operations page on Currents for information on preparing your family and home for a storm.

Many employees have designated roles within the District's Emergency Operations Center (EOC) during emergency situations. All employees, including those without designated emergency roles, may be called upon in the case of an emergency to perform job duties related to or in support of emergency operations activities. Please contact your supervisor or manager if you are uncertain of your role or if your assistance might be required during an emergency event. If you have a District-issued cellphone, 2-way portable radio or other communications device, you are expected to have it charged, turned on and with you at all times during and after an emergency event.

For detailed employee information, please review the attached 2024 Hurricane Season - District Employee Preparation memo. If you have questions, please contact your supervisor or manager.

If you have additional questions, please contact the District’s emergency coordinating officers: Tim Fallon at (813) 355-0459 or Matt Vinzant at (863) 220-7250.

Please be safe this week.