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HR-217 Emergency Closure and Transition to Remote Operations Q&As

Please see HR-700 for temporary enhanced leave policies to address COVID-19 situation effective 3/17/2020.

1. When the university announces a campus closure, what time does it begin and end?
Depending on the specific situation, the university may choose to delay the start time to report to work, dismiss early, close for an entire day, etc. Generally, the time of the closure (beginning and ending) should be communicated in the announcement of the campus closure. In no event will the closure begin before the official announcement unless specifically communicated. Any begin or end time specified in the official announcement takes precedence over the general principles listed. If no begin or end time is specified in the announcement the following guidelines will be followed:

  • Closure announcements for the next day, the closure will begin at 12 a.m. (midnight) the day of campus closure and end at 11:59 p.m. of that same day. (e.g., an announcement on Monday at 9 p.m. that the campus will be closed the next day, the campus closure is Tuesday 12 a.m. (midnight) through 11:59 p.m.).
  • Closure announcements for the day of, the closure will begin at the time of the official announcement and end at 11:59 p.m. of the same day (e.g., announcement on Monday at 5:30 a.m. that the campus will be closed that day, the campus closure is Monday at 5:30 a.m. through 11:59 p.m.).
  • Closure announcements for a late start, the closure will begin at 12 a.m. (midnight) or at the time of the announcement whichever is later and will end at the time communicated for the late start (e.g., announcement on Monday at 6 a.m. that the campus will delay opening until 10 a.m., the campus closure is Monday 6 a.m. through 9:59 a.m.).
  • Closure announcements for an early release, the closure will begin at the time of the announcement and end at 11:59 p.m. of that same day (e.g., an announcement on Monday at 1 p.m. that the campus will be closed, the campus closure is Monday at 1 p.m. through 11:59 p.m.).

2. Are non-benefit eligible employees eligible for administrative leave if the university declares a closure?
No. Non-benefit eligible employees (i.e., variable hour and student employees) are not eligible for administrative leave if the university declares a closure. Supervisors should work with employees to make up the time missed if possible.

3. How is pay handled for non-benefit eligible employees who work during a closure?
Non-benefit eligible employees (i.e., variable hour and student employees) who are required to work during a closure will be paid regular pay for hours worked. They are not eligible for premium pay. Employees should not work during a closure without supervisory approval.

4. Are probationary employees covered by the pay procedures outlined in HR-217?
Yes. They will be covered by the same procedures as non-probationary employees, including the procedures addressing administrative leave and premium pay. Specific procedures will depend on whether they are exempt or nonexempt employees.

5. Are benefit-eligible nonexempt academic employees covered by the pay procedures outlined in HR-217?
Yes. Benefit-eligible nonexempt academic employees are covered by the same procedures as benefit-eligible administrative, service and support staff, including the procedures addressing administrative leave and premium pay.

6. Are employees who are paid on grants covered by the pay procedures outlined in HR-217?
Yes. The same policies and procedures apply during a closure to all employees without regard to the employee’s funding. Generally, salary expenditures on grants are allowable if the costs are in line with institutional policies and the policies are consistently applied to all sources of funds. In rare instances, sponsors may specifically state that such costs are unallowable, in which case departments should work with their campus grants office and their campus Human Resources office to determine how to fund.

7. Are telecommuting employees eligible for administrative leave in the event of a closure?
Updated 11/2020
No. Employees who telework on a regular basis or only during a closure are not eligible for administrative leave. 

If an employee is unclear whether they should telework, they should clarify with their supervisor or administrative head.

8. If a telecommuting employee works during the campus closure, are they eligible for premium pay?
No. One purpose of campus closure is to ensure the safety of students and employees. Telecommuting employees have the advantage of working from home regularly and so the safety considerations do not apply in the same way they do for employees working on campus. Employees who work from home as part of a telecommuting arrangement are therefore not entitled to premium pay for work during a campus closure unless the hours worked qualify them for overtime pay. Expectations during campus closures should be clearly outlined in the employee’s telecommuting agreement or communicated by the supervisor. If an employee is unclear whether they should work, they should clarify with their supervisor or administrative head.

9. How do employees know if they are required to work during a campus closure?
Whether or not an employee is required to work depends on the specific reason for the campus closure. Individuals required to work may vary from closure to closure. Supervisors should communicate with employees regarding how they will be notified that they are required to work. If an employee is unclear whether they should work during a closure, the employee should clarify with the supervisor or other administrative head.

10. Is an employee eligible for both administrative leave and premium pay on the same hours?
No. Eligible employees can claim administrative leave on those hours they were scheduled but not required to work and premium pay on the hours they were required to work. Employees cannot claim both administrative leave and premium pay for the same hours. For union eligible employees who are required to work during a campus closure, please refer to the Understanding of Policies for specific pay procedures.

11. How is pay handled if an employee is required to work but a portion of their shift is outside the beginning and/or end times of the campus closure?
Employees who are required to work receive premium pay for those hours worked that overlap with the actual hours of closure. The hours of their shifts that are outside the hours designated for closure will be paid as regular pay. Example – An employee’s shift starts at 11 p.m. and ends at 11 a.m. If the campus closure starts at midnight and ends at 10 a.m., the employee will be eligible for premium pay only for actual hours worked between midnight and 10 a.m. The other hours in the shift will be paid at the regular rate.

12. If an employee is required to work only a portion of their shift during a campus closure, how is pay for the remainder of their shift handled?
Regular nonexempt employees who are required to work will receive premium pay for all hours worked during the campus closure. If they are not required to work their full shift, hours not worked, but falling during the closure, will be covered by administrative leave. Example – A campus closure is determined due to inclement weather, which will begin at 12 a.m. (midnight). An employee’s normal schedule is 5 a.m. to 2 p.m. with one hour for lunch. During the closure, they are required to work at 5 a.m., but are released from duty at 10 a.m. The employee will be paid premium pay for the 5 hours worked and administrative leave for the remaining 3 hours of the schedule not worked.

13. For employees who are required to work, is shift differential (HR-213) paid at a premium rate for hours worked during a campus closure?
Yes. If the employee is eligible for shift differential per the policy, it should be paid at the premium rate.

14. Is a regular nonexempt employee who is required to work eligible for call pay (HR-212) in addition to the campus closure premium pay on hours worked during the closure?
Yes. A regular nonexempt employee who is called into work during a campus closure is eligible for call pay according to HR-212 and premium pay according to HR-217.

15. Does standby pay (HR-212) reduce the hours of administrative leave or premium pay claimed during a campus closure?
No. Standby pay does not reflect hours worked. Therefore, it does not reduce the hours claimed as administrative leave or premium pay.

16. If a benefit-eligible nonexempt employee is required to work during a campus closure but can do so from home, are they eligible for premium pay?
Updated 11/2020
No. Employees who telework during a closure are not eligible for call-pay (premium pay).

17. Should a regular nonexempt employee who elected to work during a campus closure receive premium pay if they are not required to work?
No. If the employee was not required to work, the employee would receive regular pay for the time worked but would not be eligible for premium pay. Any hours worked would be entered in the timekeeping system as regular hours. Additionally, the employee would not be eligible to claim administrative leave for any portion of the day they worked without being required to do so.

18. Are regular nonexempt employees eligible for shift differential on administrative leave?
Yes. Employees should receive applicable shift differential if the employee is normally scheduled to work an eligible shift.

19. Are employees who were previously scheduled to be absent eligible for administrative leave if a campus closure is declared?
No. There was no expectation that the employee would be available to work so they are not eligible for administrative leave. Any scheduled time off (e.g., vacation, personal days, etc.) should be accounted for using applicable paid time off or taken without pay.

20. Is an employee who is supposed to work during a campus closure eligible for administrative leave if they call in sick?
No. There is no expectation that an employee who is sick would be available to work, so they are not eligible for administrative leave. Employees who are required to work but call in sick during a campus closure should use available applicable leave (e.g., sick leave) or time without pay to cover the time off.

21. Are employees who are required to telework during a campus closure eligible for administrative leave if they are not prepared to telework?
Added 11/2020
No. Employees who have positions which are required to telework during a closure should prepare to telework at moment’s notice, particularly during inclement weather. Failure to be prepared to telework does not constitute eligibility for administrative leave.

22. Is an employee on an intermittent or reduced work schedule leave of absence, eligible for administrative leave during a campus closure?
It depends. Employees are eligible for administrative leave for the time during a campus closure when they typically would have been expected to be available to work. Employees are not eligible for administrative leave when they were not typically expected to be available for work due to an intermittent or reduced schedule leave of absence. If the campus closure occurs during a time in which the employee was not available to work part or all of a shift due to a reduced leave schedule or intermittent leave, there was no expectation the employee would be available for work and the employee is not eligible for administrative leave.

23. Should an employee receive administrative leave for a day that they were not regularly scheduled to work?
No. The policy intends to ensure an employee receives all pay that would have been earned but for the closure. An employee who was not scheduled to work did not lose pay due to a campus closure. Example – an employee who regularly works Monday through Thursday (10 hours per day) is not eligible for administrative leave if the university is closed on Friday.

24. For employees who are not required to work and whose regular shift is more than 8 hours on the day(s) the University is closed, how much administrative leave should they receive?
Eligible employees should be made whole for the time off during a campus closure (i.e., the administrative leave should be equivalent to their regularly scheduled work hours). If an employee is regularly scheduled to work 10 hours on a day subject to campus closure, the employee should claim 10 hours of administrative leave.

25. How is pay handled for employees who, because of the weather (or the weather prediction), leave before the campus closure officially starts?
Employees should take paid time off (e.g., vacation or personal hours) or time without pay to cover any portion of their shift that the University was open and they were not working. Eligible employees are entitled to administrative leave only for the portion of their shift that overlaps with the time of official campus closure.

26. If an employee who is required to work refuses or is unable to work during a campus closure, is the employee eligible for administrative leave to cover the time off?
No. Additionally, unless there is a legitimate reason for not being able to work, the employee cannot use other paid time off (e.g., vacation, personal, compensatory time, etc.) to cover the hours not worked and it will be unpaid. Each situation will be considered on its merits.

27. Will hours worked during the campus closure count toward overtime?
Yes. Hours worked during a campus closure will count toward the calculation of weekly overtime pay.

28. Does administrative leave count toward overtime?
No. Only actual hours worked count toward overtime.

29. How do administrative leave for campus closure and funeral leave (HR-412) coordinate when applied in the same period?
There is no expectation that an employee on a funeral leave would be available to work during a campus closure. To ensure appropriate tracking and record-keeping, funeral leave should be recorded instead of administrative leave. Employees cannot claim funeral leave and administrative leave for the same hours.

30. What if an employee’s scheduled last day worked occurs during a campus closure?
If the university declares a campus closure on the employee’s last day worked, and the employee is not required to work, that time should be recorded as administrative leave. Since it was the employee’s intention to work and the closure could not be anticipated, the day will be treated as the last day worked.

31. Are employees who work at a university office that is not located on their home campus covered by a campus closure?
It depends on the situation or weather conditions at their actual work location. For employees whose office is located on another campus (i.e., different than their home campus), they are covered by the determination of the campus where they work. For university offices that are not located on a campus, administrative leave may be authorized by their chancellor or designee based on conditions at the actual work location. If an employee is unclear whether they should work when their home campus is closed, they should clarify with their supervisor or administrative head.

32. Should regular exempt employees who do not work during a campus closure enter administrative leave in the university timekeeping system?
It is recommended they enter the code for administrative leave; however, unlike nonexempt employees, it does not impact their pay.

33. If an employee is required to work their lunch hour before the start time of an early release campus closure, how will the amount of administrative leave be determined?
Employees who are required to work their lunch hour before the commencement of an early release campus closure will be paid regular pay for all hours worked. They will receive administrative leave in the amount needed to compensate them for the number of hours they were scheduled to work that day.

Example – Nonexempt employee normally works 8 a.m. to 5 p.m. with 1 hour for lunch. A campus closure is announced that will commence at 1 p.m. that same day (i.e., early release.) If the supervisor requires the employee to work through their lunch hour and does not require the employee to work after the closure commences, the employee will receive 5 hours of regular pay and 3 hours of administrative leave pay (i.e., the 8 hours the employee was scheduled to work the day of the closure.)
 

Reviewed 2020-11-11