Accounting for Time not Worked Due to Hazardous Weather or Other Unusual Conditions

Category:  Benefits / Employee Relations / Payroll

Contact:  Benefits Manager – ext. 7-0649
Or Payroll Supervisor – ext. 7-5795
Or Employee Relations Manager – ext. 7-0659, as appropriate

The University will use the tier structure below to communicate the Operational Status of the University with faculty, students, and staff. Employees are required to report to work based on the announced Operational Status in effect for the University.  Each operational tier is based on the event or conditions on campus and the surrounding area, not the entire region.

A. Operational Status 1 (OS1) - Normal Schedule

When the University is in OS1 and an employee determines they cannot reach campus due to a potentially hazardous travel condition, the following policies shall apply:

  • Faculty members shall immediately notify the department chairperson so that arrangements may be made to meet their scheduled activities and shall make arrangements to complete all interrupted activities
  • All employees who accrue leave credits, subject to the approval of the employee’s immediate supervisor, shall account for time not worked with existing compensatory time, if available, then vacation/bonus leave. Leave without pay may be used at the employee’s request and supervisor’s approval.

B. Operational Status 2 (OS2) - Adverse Weather

Employees designated as “essential” and informed in advance by management in writing or by verbal/telephonic order, are required to report to work and should communicate directly with supervision as they exercise caution when traveling both to and from campus.  Essential employees who do not report to work may be subject to disciplinary action.  Time absent will be charged to leave, with or without pay.

All other employees are deemed non-essential and should consider the weather conditions in their residential area, commute route, law enforcement advisories, and campus conditions, as well as communicate with their respective supervisors to determine whether or not they should report for duty. 

Non-essential employees will be required to account for the time not worked. All SPA and EPA staff and faculty employees who accrue leave credits shall charge absences to existing compensatory time, if available, then vacation/bonus leave unless they are permitted by their immediate supervisor to make-up the absences and, in fact, do make up the absences within 90 days from the occurrence of the absence. Time not made up within the 90 day period will be charged to existing compensatory time then vacation/bonus leave. Leave without pay may be used at the employee’s request and supervisor’s approval.

  • Employees who are exempt from provisions of the State Personnel Act and do not accrue leave credits (primarily 9-month faculty), shall make arrangements to complete all interrupted activities.
  • Employees (both EPA and SPA) who accrue leave credits shall charge the time to vacation/bonus leave, compensatory leave, or compensatory time.
    • Employees who are designated as Administrative, Executive, or Professional and are considered FLSA exempt (EPA and SPA employees who are not eligible for overtime compensation and do not submit time cards) shall charge the absence to vacation/bonus leave, in which case the vacation leave hours will be recorded on a leave slip or Kronos and submitted to Financial Service’s Payroll Section.  FLSA exempt employees do not normally earn compensatory time or leave.  However, at the discretion of the employee’s supervisor, they may be awarded compensatory time, on an hour for hour basis, to be applied to absences due to adverse weather or other emergency situations.  Absences must be made up within 12 months of the occurrence of the absence or be charged to vacation/bonus leave or leave without pay.
  • Employees who are subject to the wage and hours provisions of the Fair Labor Standards Act (EPA and SPA employees who submit time cards) shall:
    • Take compensatory time (if already accrued), in which case the hours of compensatory time will be recorded on the time card or Kronos (Note: This is compensatory time due the employee from overtime already worked and recorded); or
    • Take vacation/bonus leave, in which case the leave hours will be recorded on the time card or Kronos and a leave slip submitted to Payroll; or
    • If permitted by the immediate supervisor, take compensatory time (advanced), in which case the hours of compensatory time (advanced) will be recorded on the time card or Kronos. It is then incumbent upon the supervisor to see that the compensatory time which has been advanced is made-up and recorded on the time card.  Absences must be made up within 90 days of the occurrence of the absence or be charged to vacation/bonus leave or leave without pay.  Employees will be limited to making up time in a workweek in which the time is lost or in a week when the employee has not worked a full work schedule due to such absences as holidays, vacation, sick leave, civil leave, etc.  (An exception may be made if a need for overtime work exists and is pre-approved by the immediate supervisor).
  • Employees who are on prearranged vacation/bonus leave or sick leave will charge leave to the appropriate account with no provision for make-up.
    • Employees who desire to work weekends to make up time that was advanced due to the adverse weather or emergency closing may do so if permitted by the immediate supervisor. Adequate supervision or self-directed work must be available. (Such optional and pre-approved work, if performed on a holiday, will not qualify for the holiday premium that is given to employees who are required to work on designated holidays. Supervisors must annotate the time cards of employees who are required to work a designate holiday with the statement "Required to Work" in order for the employee to receive holiday premium pay.) Any work in excess of forty hours during the week is subject to the Federal regulations regarding overtime.
    • If an employee leaves the University before the time is made up, the absence will be charged to vacation/bonus leave or deducted from the employee’s paycheck.

Temporary employees, including student workers, who do not earn leave credit and who are paid on an hourly basis (FLSA non-exempt) will be paid only for the hours worked during a given pay period. Such employees may work additional hours when the University re-opens, subject to the restraints of overtime and the approval by the employee’s immediate supervisor.

Employees, who are set up to telework and can do so, are required to continue their normal work and are not affected by an operational shift to OS2.

C.  Operational Status 3 (OS3) - Emergency Event

Employees designated as “essential” are required to report to work and should communicate directly with supervision as they exercise caution when traveling both to and from campus.  Essential employees, defined as such in writing or by verbal/telephonic order, and required to report to work during the closing shall be granted paid time off on an hour for hour basis for all hours worked.  This time must be used within 12 months of its being awarded.  It should be used after compensatory time off, but it must also be used before vacation, bonus, or sick leave.  Essential employees who do not report to work may be subject to disciplinary action.  Time absent will be charged to leave, with or without pay.

All other employees are deemed non-essential and are to remain away from work until the campus returns to either OS1 or OS2 status. Non-essential employees will not be required to account for the time not worked.

Temporary employees, including student workers, who do not earn leave credit and who are paid on an hourly basis (FLSA non-exempt) will be paid only for the hours worked during a given pay period. Such employees may work additional hours when the University re-opens, subject to the restraints of overtime and the approval by the employee’s immediate supervisor.

Employees, who are set up to telework and can do so, or work in alternate worksites not affected by the campus emergency OS3 conditions are required and expected to continue their normal work.

This Personnel Information Memorandum (PIM) supersedes PIM-12 dated 11/10/03

Note: For more information and frequently asked quesitons please see the attachment.

Dated: December 17, 2014

 

PIM Number: 
12
PIM Category: