Adverse Weather

Adverse Weather Conditions Pay and Time Reporting Resources and FAQs

 

The UNC System Adverse Weather Policy went into effect on 1/1/2016. NC State University has its own Adverse Weather and Other Emergency Conditions Policy that our staff and faculty will follow. It is based on the UNC System’s policy.

The Chancellor and Provost have been given delegated authority to determine and announce all decisions to delay or cancel activities of the University related to adverse weather or other emergency conditions.

During adverse weather events and other emergency conditions when the University’s schedule is altered, operational status will be available through the University’s web page, news media outlets, the WolfAlert System, email, etc. Employees may also call 919-513-8888 for the status of University closings.  Keep in mind that State of North Carolina agency employees may have different adverse weather conditions.  Rely on NC State’s information to determine your work schedule.

Note: Public announcements about closings or late openings applicable to other State agencies, or to other State employees, may not apply to NC State University or its employees. County based Cooperative Extension employees should follow the closings and adverse weather rules for their county. For more information please contact the Extension Personnel Office.

Definitions

SHRA – an employee subject to the state’s human resource act

EHRA – an employee exempt from the state’s human resource act

Exempt – an employee who is not eligible to earn overtime and does not have to clock in/out for work hours

Non-Exempt – an employee who is eligible to earn overtime and must clock in/out during work hours

Mandatory – employees who are required to report to or remain at work during adverse weather

Non-Mandatory – employees who must not remain on campus during adverse weather conditions 2 and 3

To view your Mandatory Designation status, please log into Employee Self Service, click on the Personal Details Tile, then select the ‘Mandatory Designation’ item.

 

 

Adverse Weather Conditions

Condition 1 – Reduced Operations

Classes are in session and the University is open but some operations may be reduced. During adverse weather conditions, employees should take reasonable precautions for personal safety. Mandatory employees must report to or remain at work. Non-mandatory employees should make a good faith effort to remain at or report to work taking reasonable precautions and judgments for personal safety.  Those who do not work must use leave (comp, annual, bonus or special bonus leave) or make up time based on departmental need. Non-mandatory employees may also arrange for alternative work locations if approved to do so.

Condition 2 – Suspended Operations

Classes are cancelled and the university is open on a very limited basis with only mandatory operations functioning. Mandatory employees must remain at or report to work. Non-mandatory employees must leave or not report to work and must use leave (comp, annual, or bonus) or make up time based on departmental need. Non-mandatory employees may also arrange for alternative work locations if approved to do so.

Condition 3 – Closure

The use of condition 3 is dependent on the approval of the UNC System President.  UNC schools may declare a condition 2 and then and work with the UNC System on a condition 3 approval depending on the severity of the event after the fact.  If approved, classes are cancelled and the university is closed. Mandatory employees must remain at or report to work, as directed by their manager and/or supervisor. Note: Employees designated as mandatory but are not needed for a particular adverse weather or other emergency event, (as approved by their supervisor) are not permitted to report to or remain at work. Non-mandatory employees do not report and do not use leave to cover the absence.

Reference Chart for Adverse Weather

Adverse Weather Condition Level

Students & Faculty

Non-Mandatory Employees (Staff)

Mandatory Employees (Staff)

Condition 1

Reduced Operations

Classes are being held. Individual faculty may adjust class schedules and allow for work to be made up. Non-mandatory employees should make a good faith effort to remain at or report to work taking reasonable precautions and judgments for personal safety. Employees must use leave if not working.  Under this condition, employees may be able to make up adverse weather time within 90 days with supervisor approval.

With supervisor approval, employees may work from home or an alternate site.

Mandatory employees must report to work or remain at work unless notified by a supervisor. Remote work is permissible, depending upon the nature of the employee’s job and with prior supervisor approval.

Condition 2

Suspended Operations

Classes are cancelled. Non-mandatory employees must not report to campus or must leave campus.Employees must use leave if not working.  Under this condition, employees may be able to make up adverse weather time within 90 days with supervisor approval.

With supervisor approval, employees may work from home or an alternate site.

Mandatory employees must report to work or remain at work unless notified by a supervisor. Remote work is permissible, depending upon the nature of the employee’s job and with prior supervisor approval.

Condition 3

Closure

Classes are cancelled. Non-mandatory employees must not report to campus or must leave campus. Employees do not use personal leave nor have to make up this time if not working. Mandatory employees must report to work or remain at work unless notified by a supervisor. Remote work is permissible, depending upon the nature of the employee’s job and prior supervisor approval. Employees designated as mandatory but are not needed for a particular adverse weather or other emergency event, (as approved by their supervisor) are not permitted to report to or remain at work.

To view your Mandatory Designation status, please log into Employee Self Service, click on the Personal Details Tile, then select the ‘Mandatory Designation’ item.

Location and Affected Facilities

  • Directors of other units located outside Wake County, such as 4-H camps, research stations and laboratories, and other outlying facilities should consult with the Dean or Vice Chancellor of the college or administrative division under which the unit falls to determine their operational status during adverse weather or other emergency condition. The unit director should also notify local news media as appropriate to communicate the operational status of the unit to its employees and the public. Each Dean and Vice Chancellor is responsible to maintain an up-to-date list of all outlying units with current contact information, and to share a copy of that list with the Office of the VC Finance and Administration.
  • Employees who work in alternate locations not affected by the adverse weather or unusual conditions are expected to work their normal schedule.


 

Pay and Time Reporting

 

Condition 1 and Condition 2

When a non-mandatory employee misses work time during Condition 1 (Reduced Operations) or Condition 2 (Suspended Operations), the time shall be accounted for as follows:

  • The employee can use compensatory time (SHRA non-exempt employees only), annual and/or bonus/special bonus leave, if available. Note: Compensatory time, if available, must be used first.
  • If the employee does not have or does not elect to use annual and/or bonus/special bonus leave, the employee may take leave without pay (LWOP).
  • Alternatively, employees may be permitted to make-up the absence within 90 days at a time mutually agreeable to their supervisor based on departmental need. Time not made up within the 90-day period will be charged against annual and/or bonus/special bonus leave if available, or adjusted from pay. Make-up time shall not be subject to any premium pay, with the exception of FLSA-mandated overtime, when applicable.
  • Employees who are on approved leave during an adverse weather or emergency event condition will still charge the approved sick, annual, bonus/special bonus, or compensatory leave with no provision for LWOP or make-up time.

Condition 3

Non-mandatory employees will not be docked pay for regularly scheduled work hours missed when the University is on a Condition 3 status. In addition, non-mandatory employees are not required to use compensatory time (SHRA non-exempt employees only), annual leave, bonus/special bonus leave, LWOP or make-up time to cover the adverse weather or emergency event condition absence, unless the duration of the event necessitates a differing decision by direction of the UNC System President.

Condition 1, 2 and 3

Mandatory employees must report to and remain at work, as directed by their manager and/or supervisor. Remote work is permissible, depending upon the nature of the employee’s job and prior supervisor approval. Mandatory employees who are on approved leave during an adverse weather or emergency event condition will still charge the approved sick, annual, bonus/special bonus, or compensatory leave with no provision for LWOP or make-up time. Holiday pay guidelines run concurrently with this adverse weather policy.

Condition 2 and 3 (Non-Exempt mandatory employees)

Additional Equivalent Time Off (ETO)

Non-exempt (subject to the Fair Labor Standards Act (FLSA)) mandatory employees who are required to report or remain at work (or work remotely subject to prior supervisor approval) during a Condition 2 or Condition 3 adverse weather and/or emergency event condition, shall receive ETO that is awarded on an equivalent hour-for-hour-basis for future use as outlined below:

  • ETO is in addition to and does not replace any required FLSA overtime or compensatory time for time worked.
  • This time should be utilized before using other accrued paid time off (such as annual or bonus leave) as it cannot be paid out and must be used within twelve (12) months or forfeited. The scheduling of the ETO shall be subject to management approval, but every reasonable effort shall be made to permit the employee to use the ETO prior to its expiration.
  • FLSA non-exempt mandatory employees will receive overtime compensation (at time-and-a half), in either comp time or pay, for all hours worked over forty-(40) in the affected workweek.
  • FLSA exempt employees are not eligible to receive ETO.

 

Reporting Adverse Weather Time in WolfTime

When an employee misses time at work due to adverse weather, the employee and their manager/supervisor are responsible for ensuring that the employee either makes the time up within 90 days of the event or submits a leave request to cover the missed time.

General instructions for reporting Adverse Weather Time in WolfTime:

  1. Log in to MyPack Portal and go to the Employee Self Service section.
  2. Click the WolfTime tile.
  3. In the left-hand menu bar, click Request Absence.
  4. Use the “Absence Name” drop-down menu to select the appropriate type of absence from among those approved to offset the hours taken for adverse weather:
    • Annual Leave or Comp
    • Bonus Leave
    • Special Bonus Leave 2017
    • Special Bonus Leave 2018
    • Leave without Pay
  5. From the Reason drop-down menu, select Adverse Weather.

Note: Time taken for adverse weather should be made up, or leave should be taken to account for it, within 90 days.

Adverse Weather Reporting

Please be sure to select the appropriate dates for your adverse weather entry.

 

 

Additional Resources and FAQs

 

The University is under a Condition 2- suspended operations for adverse weather. I am not a mandatory employee, but my roads seem safe. Can I come into work so I don’t have to make up the hours?

Answer: No, only mandatory employees are allowed to be on campus during a Condition 2 or 3 adverse weather event.

I am a mandatory employee and cannot get to work due to the weather. What am I supposed to do?

Answer: Mandatory employees are necessary for the operation of the University. If a mandatory employee cannot get to work due to weather, he/she should contact the supervisor/manager as soon as possible. The employee will need to use leave time or make up the time within 90 days of the weather event with supervisor approval. The employee may be subject to disciplinary action as well.

Do we only have 90 days to make up adverse weather leave?

Answer: Yes, the Office of State Human Resources (OSHR) changed the policy on January 1, 2015 to reducing the time to 90 days to make up adverse weather leave. This is also part of the UNC adverse weather policy and the NC State regulation.

I heard I can work from home during adverse weather. Is that true?

Answer: The new adverse weather policy gives more flexibility to be able to work from home or an alternative location with supervisor approval.

If I am out sick, on a vacation day off or on FMLA during adverse weather, what happens?

Answer: The adverse weather rules state that you must use your sick day, vacation day or FMLA even if the University is under an adverse weather condition.

Does my manager have to let me make up time missed for adverse weather?

Answer: No, the university may, but is not required, to offer employees the opportunity to make up time by working overtime. It is a manager decision based on business needs.