40.051: Compensation of Classified and Administrative Employees During Declared Emergency

Status:

Approved

Effective:

February 4, 2022

Initiated by:

Colleen Bendl | Chief Human Resource Officer

Endorsed by:

Joseph Trubacz | Interim Vice President for Finance and Administration, CFO and Treasurer of the Board of Trustees 

Approved by:

Hugh Sherman | President

Signatures and dates on archival copy
  1. Overview

    This policy provides for declaring an emergency school closing and establishes guidelines for the compensation of classified and administrative employees during an emergency. This includes administrative hourly, administrative salary, and classified bargaining unit employees. Bargaining unit employees covered under a collective bargaining agreement should refer to their current contract for specifics of participation. 

    This policy does not apply to student employees of Ohio University.

    Only the president of Ohio university (or their designated representative) has the authority to declare an emergency and close school for the main campus, regional campuses, or regional teaching sites of Ohio university. Such authority may be delegated to deans of regional campuses.

    Communication of a declared emergency will be released through university communications and marketing, and every effort will be made to communicate a declared emergency to all faculty, staff, and students through deans, directors, and department heads.

    Emergency closings announced by other agencies, such as Ohio governmental offices, local city and county officials, etc., do not apply to Ohio university employees. The only exception is that the president, or their designee, will close school and cancel classes for a campus whenever that campus county sheriff's department declares that a level III snow emergency exists for that county. Closing and reopening times will be announced through all media. Employees are expected to report to work, or call in, if inclement weather prevents travel when the university is not closed. A weather condition that prevents an employee from reporting to work may not be used for an excused absence if the university continues to operate. Employees will be expected to use personal leave or vacation time for those occasions when they must miss scheduled work. Emergency service and other outside agencies cannot advise Ohio university employees as to their employment rights or responsibilities.

    An emergency is defined as a period when the university must suspend normal operations due to an "act of God" or other unforeseen circumstance. An emergency shall be for a stated period which may be shortened or extended by the president their designee.

    In a declared emergency, certain employees may be required to work to provide essential services. Essential service employees will be designated and contacted by their department heads or supervisors and will be assigned to work schedules as required by the emergency situation. 

    Employees who have not been designated as essential service employees but are scheduled to work on-site that day will not be required to report to their work locations during a declared emergency. These individuals should not report to work unless supervisory approval has been given to be on campus. Employees scheduled to work remotely should not report to work on campus unless supervisory approval has been given to be on campus. 

    During a declared emergency, faculty and staff not on emergency duty should not be on campus.

  2. Processes

    Employees who are not on-site and who are not working remotely before a declared emergency must use appropriate vacation, personal days, or sick leave per regular university policies up to the time of the declared emergency. Employees on site or who are working remotely (main campus, regional campus, or teaching center) will be paid at their regular rate of pay before a declared emergency. Once a declared emergency occurs, employees on site who are not required to work are sent home. If an employee is able to perform their job duties remotely, they should do so and report their time worked as usual. If an employee is unable to perform their job duties remotely the employee will be paid at their regular rate from the time of the declared emergency until the end of their regularly-scheduled shift. Only the president or their designee can declare an emergency and allow employees to leave before the end of their shift.

    Employees who typically work on-site and cannot perform their job duties remotely are not required to work during a declared emergency and will be paid at their regular rate for any hours they normally would have been scheduled to work on-site.

    Employees who are asked to work (typically essential employees) but are unable to report for work will be paid at their regular rate for any hours they normally would have been scheduled to work.

    Employees who typically work remotely are expected to continue to work remotely and will be paid at their regular rate for any hours worked. 

    Essential service employees paid on an hourly basis who are required to work during a declared emergency will be paid at their regular rate and, in addition, will be paid at their overtime rate for any hours actually worked (one hour regular pay plus one hour of overtime pay at 1.5 times regular rate equals 2.5 times regular rate during a declared emergency). Salaried employees who are required to work during a declared emergency will receive their regular salary.

    During a declared emergency, employees may need to work extra shifts, different times of the day on different days, etc. Therefore, the total rate of pay for an hourly employee will be used to determine all overtime pay (i.e., shift differential would not apply during an emergency if an employee does not normally receive it in their total rate but would receive it if it is a part of their total rate).

    The option of receiving overtime pay or compensatory time off at the time and one-half rate will apply, consistent with departmental policies. Only hours worked in excess of forty can be banked as compensatory time. Using the two pay codes below pays the premium for working during a declared emergency, but does not always result in actual overtime worked.

    For hourly employees, any hours worked on-site during a declared emergency should be reported on the time sheets as "Emergency Worked (entered as time in and out) and “Emergency Closure” (entered as a total amount of time similar to paid time off (PTO)).

    Any hours scheduled but not worked during a declared emergency should be reported on the time sheets as "Emergency Closure". Employees who are on travel status during a declared emergency shall receive their normal rate of pay only.

    Employees who are on approved leave of absence, seasonal or indefinite layoff, or any other inactive pay status are not eligible for compensation during a declared emergency.

    Prior to the time of a declared emergency, employees who had previously approved sick leave, vacation, or personal days during a time in which a declared emergency occurs will be required to use/submit the previously scheduled and approved sick leave, vacation, or personal days for the period approved.


Reviewers

Proposed revisions of this policy should be reviewed by:

  1. Administrative Senate

  2. Director, Taxation and Payroll