EMERGENCY CLOSING & SNOW DAY PAYROLL POLICY
· Emergency/Essential Personnel
· Non-Essential Personnel
· Compensatory Time and/or Compensation
· Using Compensatory Snow/Emergency Time
· Definitions (for the purposes of this policy only)
· Time Sheets and Reminders
· Administrators, Librarians and Classified Staff
· Campus Police
· Using Accrued Snow Compensatory Time
· Announcements for delayed openings and early dismissals will state a specific time that the University will open for business or officially close for the day. All employees (with the exception of required essential personnel) whose normal shift would have begun prior to the delayed opening time will report to work at the stated opening time. There will be no staggered start times. All employees (with the exception of required essential personnel) whose normal shift extends beyond the early dismissal time will leave the campus at the stated closing time.
· No one, other than required essential personnel, should be working on campus when it is closed due to an emergency or inclement weather. Anyone who does so will not be eligible for any type of compensatory time, nor can this time be banked for the holiday closing.
· All employees who have been designated as essential personnel are expected to report to work when contacted during an emergency or remain on duty to the end of their shift (if asked to do so) and will be granted emergency/snow compensatory time in accordance with the appropriate collective bargaining agreement.
· Essential personnel who do not report as scheduled (or requested) must notify their supervisor of their absence in accordance with established procedures. The absence must be recorded on the weekly time sheet using accrued leave – not as a snow/emergency day.
· University Police Officers are considered essential personnel. Other members of the University Police Department may be designated as essential by the Chief of University Police or his/her designee.
· It is the responsibility of the Director of Facilities to determine the essential personnel on the Facilities’ staff and to notify the Human Resources Office by October 1st of each year of the essential employees.
· Vice Presidents may designate certain employees in their areas as essential personnel if the employees’ duties may be required during an emergency closing. These employees are not required to report to work or remain on duty during an emergency closing unless specifically requested to do so by their area Vice President at the time of the emergency.
· Most administrators, librarians and Unit I classified staff members are considered to be non-essential personnel and should not report to work when the campus is closed, and should leave the campus at the stated time in the case of an early dismissal.
· If an employee is on an approved day off (i.e. vacation or personal leave) or called in sick or went home early prior to the announcement of a campus closing, s/he is not entitled to a compensatory snow/emergency day or snow/emergency compensatory time. S/he must use his/her accrued leave and account for the full number of hours of his/her regular shift.
Compensatory Time and/or Compensation
· Only those employees required to work may be credited with snow/emergency compensatory time. This compensatory time is dependent upon the nature of the closing – either snow or emergency.
· Any hours worked outside of an employee’s regular shift will be treated as overtime. The employee may request pay or regular comp time (not snow/emergency comp time) at time and one-half.
Using Compensatory Snow/Emergency Time
· Compensatory snow/emergency time must be taken within 120 days of accrual.
· Snow/emergency days (e.g. 8 hour shifts) must be taken as whole days.
· Compensatory snow/emergency time granted for early dismissals and delayed openings must be taken in the amount of hours accrued for that particular event (e.g. 2 hours of snow/emergency time earned for a delayed opening must be taken as a 2-hour unit).
· Compensatory snow/emergency time may be requested and used like any other accrued leave in accordance with the appropriate collective bargaining agreement.
Definitions (for the purposes of this policy only)
· Emergency Closing – Campus is closed due to conditions that would prevent regular activities from being performed or conditions that would be considered unsafe to employees and students. Examples: power outage, flooding, structural damage.
· Snow Day – Campus is closed due to snow or ice causing hazardous conditions and requiring removal by snow crews and outside contractors.
· Normal Shift – the hours that an employee would normally be present at work. For most administrators, librarians and Unit I employees, this is usually between the hours of 8:00 a.m. and 5:00 p.m. and consists of a 7.5 hour shift. For Unit II employees who work the “day” shift, this is usually 6:00 a.m. to 2:30 p.m.; for the “night” shift, this is usually 3:00 p.m. to 11:00 p.m. Campus Police cover three 8-hour shifts per day.
· Compensatory Snow/Emergency Time – time granted on an hour-for-hour basis to an essential employee who works during an emergency closing. This time must be taken within 120 days of accrual and must be used in the same unit as accrued. For example, 2 hours earned during an emergency closing must be taken as a 2-hour unit. A full 8-hour shift of snow/emergency time must be taken as a full day.
· Regular Comp Time – time granted to an essential employee at the rate of 1.5 for working hours outside his/her regular shift during an emergency closing in lieu of overtime pay. This time is added to his/her regular comp time balance and appears on his/her pay advice. It may be requested and taken in increments of ½ hour like any other accrued leave.
TIME SHEETS AND REMINDERS
· HRCMS does not record accrued comp time for snow days. Snow days are tracked manually, and only those employees required to work may be credited with snow time.
· Only essential personnel from the maintenance department and campus police are required to report to work on a snow day – no one else should be working on campus when it is closed due to inclement weather.
· If you are on an approved day off (i.e. vacation or personal) or called in or went home sick prior to the announcement of a campus closing, you are not entitled to a snow day – you must use your accrued leave and account for the day.
Administrators, Librarians and Classified Staff
(Unit I and non-essential Unit II)
Snow days and release days do not need to be recorded on your timesheets. Since you will be credited for the day (with the exception as noted above, i.e. an approved day off), you should just fill in your normal hours. Do not use the code “SNO”.
Campus Police are essential personnel and must report to work as usual. You will receive regular pay and be credited with a snow day (or hours in the event of early dismissal or delayed opening). You must indicate the hours worked on your timesheet and use the code “SNO” in order to be credited with snow time.
In the event you cannot make it in to work, you must use accrued vacation, personal or comp time.
Essential personnel in the maintenance department (e.g. snow teams) are required to report to work as usual. You will receive regular pay and be credited with a snow day (or hours in the event of an early dismissal or delayed opening), plus overtime pay for any hours in excess of the regular eight-hour shift. You must indicate the hours worked on your timesheet and use the code “SNO” in order to be credited with snow time.
In the event an essential employee cannot make it in to work, s/he must use accrued vacation, personal or comp time.
All other maintenance staff not required to work, should use the code “SNO” and report no hours worked for the duration of the closing.
Using Accrued Snow Compensatory Time
Those employees who are granted snow compensatory time should use the same code “SNO” when using the accrued time and indicate on which date the original snow day occurred.
If you have any questions relative to recording or using your snow days, please contact Renée Metterville (508-929-8079).