University of Washington Policy Directory

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*Formerly part of the University Handbook
Administrative Policy Statement

Leave Use and Compensation for Classified and Professional Staff During Suspended Operations and During Inclement Weather

(Approved by the Vice President for Human Resources by authority of Executive Order No. 9)

1.  Purpose

The purpose of this policy is to describe leave use and compensation practices for classified and professional staff during a period of suspended operations declared in accordance with Executive Order No 27. This policy statement does not apply to academic personnel.

2.  Suspension of Operations

  a. Employees Designated as Performing an Essential Service

Employees designated as performing an essential service, in accordance with Administrative Policy Statement 40.2, who are required to work during an operational suspension, receive their regular rate of pay in accordance with University policies and/or collective bargaining agreements, including overtime and/or applicable premium pay.

Leave practices are the same:  during suspended operations, during regular work periods, and during night and weekend shifts.

Employees designated as performing an essential service that are not on duty, but are required to remain on or near the University premises during suspended operations, will be reimbursed for the cost of food, housing, or related expenses, unless such services are otherwise provided by the employing unit.

  B. Employees Not Required to Work

When a suspension of operations is declared, leave use and compensation practices for employees not required to work are in accordance with the provisions of applicable collective bargaining agreements (contract classified staff), the Professional Staff Program (professional staff), or civil service rules (classified non-union staff). In the absence of specific contract, Professional Staff Program, or civil service rules to the contrary, overtime eligible employees not required to work during a suspension of operations may account for missed work time as follows:

#1 Annual leave.

#2 Personal holiday (full day only).

#3 Accumulated compensatory time.

#4 Leave without pay.

#5 For operational suspensions of seven calendar days or less, make up the time missed. The makeup time worked following suspended operations must be completed within 90 calendar days of the date on which the period of suspended operations ended. The makeup time is credited as straight time, except where the federal Fair Labor Standards Act requires that such time be credited at time and one-half. However, the total amount of compensation an employee earns should not exceed the amount of salary that would have normally been earned had operations not been suspended.

In the absence of specific contract, Professional Staff Program, or civil service rules to the contrary, overtime-exempt employees not required to work during a suspension of operations of less than eight calendar days are not required to use leave time to cover time missed, but are expected to otherwise work whatever time is necessary to ensure that work requirements and expectations are met.

When prior notice of an operational suspension has not been given, and in the absence of specific contract, Professional Staff Program, or civil service rules that require otherwise, employees who report to work and who are then sent home will receive a minimum of four hours pay.

  C. Working via Remote Access (Telework) During Suspended Operations

Consistent with a declaration of suspended operations that is in force, and as authorized by the unit head, where a supervisor determines that an employee is able to accomplish job functions via technology tools such as remote computer desktop access, teleconferencing, home computing, Internet access, email, etc., the supervisor may permit the employee to work remotely. The supervisor is responsible for determining that work can be accomplished effectively and safely, and should confirm in writing approval for an employee to work remotely during suspended operations.

Compensation and leave practices for employees who are permitted to work remotely are the same during suspended operations as during regular work periods.

3.  Inclement Weather

The University's campuses and off-campus operations remain open during periods of inclement weather, unless an operational suspension is declared. During periods of inclement weather, employees are responsible for having alternative transportation plans should snow or other severe weather conditions disrupt normal modes of transportation.

Supervisors may approve employee requests to work less than the regular work schedule or to be absent from work during periods of inclement weather. Approved time off work due to inclement weather is charged to annual leave, personal holiday (full day only), compensatory time, or leave without pay in accordance with the employee's appointment type and unit policy.

4.  Extraordinary Circumstances

In accordance with Executive Order No. 27, Section 8, if the President, or the President's designee, determines that an emergency is of an extraordinarily severe or extended nature, the President, or the President's designee, may authorize exceptional compensation or leave practices beyond those listed above to sustain or restore operations.

5.  Additional Information

For additional information or assistance, see Executive Order No. 27, Suspended Operation Policy, the Suspended Operations web page, or contact the appropriate Human Resources Service Team Member listed on the Human Resources Service Team Assignments web page.

July 19, 2011.

For related information, see:

  • Executive Order No. 27, "Suspended Operation Policy"
  • Administrative Policy Statement 13.1, "Emergency Management"
  • Administrative Policy Statement 40.2, "Designation of Classified and Professional Staff Employees Who Perform Essential Services"
  • Administrative Policy Statement 43.15, "Leave Policy for Classified Non-Union Staff Covered by State Department of Personnel Rules"