UW-Madison Campus Closure Wednesday, December 9Th

UW-Madison Campus Closure – Wednesday, December 9th

12/16/09 The following information was developed based on guidelines established by the Office of State Employment Relations (OSER) for classified employees and subsequently adopted by the President of the University of Wisconsin System for unclassified employees. As a result, these provisions apply to all employment groups on campus.

Questions and Answers

 Will employees (except LTE & student hourly employees) who didn’t report to work due to being directed to stay home during the snow closure period need to take leave to cover the absence?

No – These employees will be compensated based on their normal work schedule for the campus closure period. For classified employees, this would include any applicable differentials the employee would have received for working their normal schedule.

The Campus closure period is defined as 12:00 am on Wednesday, December 9 to 7:00 am on Thursday, December 10.

 Will employees who did report during the snow closure based on their essential job responsibilities (public safety, resident life services, health care, and animal care) receive additional leave time for reporting to work?

No – Although UW-Madison and UW System strongly recommended that these employees receive extra leave time, it was determined they would only receive compensation for the hours they worked.

 Will employees who perform essential job responsibilities (public safety, resident life services, health care, and animal care) who didn’t report during the snow closure need to take leave time?

Yes – Employees will need to use either other leave time (vacation, personal holiday, furlough, leave without pay, etc.) or be allowed to make up the time if possible.

 If an employee was determined to be non-essential but did work some hours during the campus closure, how would they account for their hours?

These employees will be compensated based on the hours they actually worked supplemented, if needed, by the hours they were scheduled to work for the snow closure period. For example, if an employee worked 4 hours but was scheduled for 8 hours, he/she would get paid for 8 hours.

 If an employee performing essential job responsibilities (public safety, resident life services, health care, and animal care) did work some hours during the campus snow closure period, how would they account for their hours?

These employees will be compensated for the hours they worked but will need to supplement the rest of their scheduled hours with other leave time (vacation, personal holiday, furlough, leave without pay, etc.) or be allowed to make up the time if possible. For example, if an employee worked 4 hours but was scheduled for 8 hours, they would need to supplement their work hours with 4 hours of other leave time. Page 2 – UW-Madison Closure Guidelines

 Will an employee who had scheduled leave during the campus snow closure period be required to use paid leave for the absence?

It depends

If an employee requested leave for the campus closure period for an activity other than anticipation of the snow emergency, he/she should use the leave originally scheduled/requested for the absence (vacation, sick leave, furlough, etc.).

If an employee requested leave time for a medical or dental appointment that was canceled due to weather during the campus closure period, he/she does not need to use leave time and will receive compensation for their regularly scheduled hours.

If an employee requested to use leave time in anticipation of the weather conditions for the campus closure period, he/she does not need to use leave time and will receive compensation for their regularly scheduled hours.

 Will an employee not scheduled to work during the campus closure period be compensated for any hours or receive any extra leave time for the closure period?

No – Employees not scheduled to work will not receive any additional pay or leave credits.

 Can employees take a furlough leave on the day of closure?

Yes – if an employee had a furlough day scheduled during the campus closure period and didn’t report to work, they would either use their furlough credit or go on leave without pay depending on their furlough group.

 If an employee has already made up hours for the campus closure period, how should these hours be credited?

These makeup hours would offset the missed scheduled hours for the campus closure period. For example, an employee who did not report to work for a scheduled 8 hour shift during the campus closure period who subsequently made up 6 hours, would be credited or need to take leave (essential employees) for the additional 2 hours (total 8 hours).

 How should an employee be compensated if they were lodged the night before or after by the campus to ensure essential campus services were provided?

Employees will be compensated based on the time they worked. They will not be compensated for the time they slept or took extended breaks (e.g., dinner).

(specific guidelines can be found in Chapter 520 of the Wisconsin Human Resources Handbook).

 How should a FLSA Non-exempt employee’s timesheet reflect the campus closure period if they are being compensated for hours he/she didn’t report to work?

Employees should identify the closure hours as “other” hours on their timesheet. Page 3 – UW-Madison Closure Guidelines

 How should a FLSA Exempt employee’s leave report reflect the campus closure period if they are not being required to take any leave time?

Employees will not identify the closure date on their leave reports.

 How should overtime be calculated if a FLSA Non-exempt employee will be paid for hours over 40 which include credit for non-work hours during the campus closure period?

Employees will receive straight time overtime for any hours over 40 in a week (actual hours plus closure credit hours). However, premium overtime will be provided after 40 hours are actually worked in a workweek.

 Will employees in classified LTE and student hourly appointments be paid for the hours they were scheduled during the campus closure period?

No- These employees are not eligible for paid leave and subsequently will not be paid for hours during the campus closure. Supervisors of these positions should be very flexible and allow the employee to make up the time.