Inclement weather policy (WTHR)

The decision to delay, dismiss early, or cancel all or any part of a workday for city employees due to inclement weather shall be made by the mayor, or in the absence of the mayor, the chief administrative officer (CAO).

The following are some definitions pursuant to this policy.

  1. Delay/Early Dismissal – Government offices are officially “open” for regularly scheduled hours. The work delay and early dismissal are treated as a grace period for non-emergency employees to report to work or leave work early. Emergency personnel are to report and remain on duty in accordance with regularly scheduled hours, regardless of the work delay or early dismissal, to provide for continuity of government functions and services to the public, unless otherwise released by the mayor or CAO.

  2.  Cancellation – In instances where all or any part of the workday is canceled, government offices are officially “closed”, with the exception of the critical emergency functions related to relief of the inclement weather or related emergencies. Only “emergency personnel” required to discharge these functions are required to report to work.

  3.  Emergency Personnel – As defined and identified within each department or division, are personnel expected to report to work or remain on duty regardless of any inclement weather-related decision affecting the work schedule of other government employees unless released by the mayor or CAO.

  4. Non-Emergency Personnel – Personnel expected to report to work or remain on duty only as provided under the terms of delay, early dismissal, or cancellation of work as prescribed by the mayor or CAO.

Inclement weather-related decisions

Prior to the beginning of the regularly scheduled workday (Monday – Friday, 8 a.m. – 5 p.m.) a decision to delay or cancel work will be made by 5:30 a.m., and notice given for public broadcast to all print, radio and TV media.

For work delay or cancellation prior to the beginning of scheduled work shifts other than Monday – Friday, 8 a.m. – 5 p.m., notice will be given for public broadcast to all print, radio, and TV media approximately 1.5 hours prior to the beginning of the scheduled shift.

Any early dismissal or work cancellation after the beginning of a regularly scheduled workday will be communicated directly from the mayor or CAO to department commissioners, division directors, or other appropriate supervisory personnel if during other than the regularly scheduled Monday – Friday, 8 a.m. – 5 p.m. workday.

Employees who would like to receive a phone call, text message or email for weather-related delays or closures via the Everbridge Emergency Notification System can sign up through their payroll coordinator. 

Accounting of employee work time

There are many essential government functions and services that are expected to continue to operate during inclement weather conditions. If the mayor or CAO declares an inclement weather-related work delay, early dismissal, or cancellation, compensation for employees will be calculated as follows:

Non-Emergency personnel
Non-emergency personnel not required to work during a work delay, early dismissal, or cancellation will receive pay for their normal daily schedule at the employee’s normal rate of pay. Employees should report all hours actually worked for the day on time cards and use pay code WTHR for any hours of the day covered by a delay, early dismissal, or cancellation of work to offset the number of hours worked in the normal daily schedule. The total number of WTHR hours cannot exceed the number of hours in the scheduled workday. Any employees who do not report to work for the day will be required to charge such absences to appropriate accumulated leave time or if necessary, leave without pay for that portion of the day not covered by WTHR time.

Emergency personnel
Emergency personnel who are required to work during a work delay, early dismissal, or cancellation will, in addition to compensation for actual hours worked (including overtime, if eligible), be allowed comparable time off from work with approval of the employees’ supervisor, for their normal scheduled daily hours, within the six month period following the work delay, early dismissal, or cancellation. However, in no event shall time off be authorized in such a manner as will result in the payment of overtime compensation. For more information, refer to CAO Policy 14: Inclement Weather Policy.

Reference:
CAO Policy 14: Inclement Weather Policy

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