Inclement weather leave guidance for civilians

In any of the below situations, supervisors are encouraged to allow liberal leave (i.e., annual leave) for those employees who wish to take additional measures if they feel it’s necessary due to local weather conditions. Employees on telework agreements will be expected to work from approved alternate worksites. Officials and supervisors will work directly with employees to review unique circumstances on a case-by-case basis. For additional details see below.

Telework

Supervisors and employees should be familiar with the section of the telework agreement concerning adverse weather conditions and expectations concerning telework. No matter the base closure status, supervisors should encourage maximum telework as appropriate for the mission when there is severe weather.

In accordance with Department of Defense Instruction 1400.25 Volume 630 and Air Force Instruction 36-815, telework-ready employees (i.e., those on a signed telework agreement) are expected to work from their approved alternate worksites in the event Hanscom Air Force Base is closed, or has a delayed opening or reporting. Telework-ready employees who are permitted to use unscheduled telework are required to work remotely on closure days in accordance with the telework agreement. This includes employees who are regularly scheduled to telework on the day of a closure and those who were not scheduled in advance to telework but are required to do so by virtue of a signed telework agreement (i.e., employees who will telework only on an occasional, situational basis).

Employees on approved telework agreements, who will telework on a day with a delayed reporting, are expected to begin their duty day at the regularly scheduled time. Employees who are teleworking on a day with a delayed opening should begin their duty day at the regular time.

Employees should anticipate weather conditions and prepare accordingly by bringing necessary computer equipment home with them and setting temporary voice mail greetings to provide an alternate phone number, and/or forward their office phone. 

Supervisors are responsible for ensuring employees are aware of the requirements set forth in the telework agreement concerning telework during hazardous weather conditions and be proactive in ensuring employees are prepared for teleworking from home when weather forecasts dictate adverse weather conditions are probable.

Bargaining unit employees and their supervisors should refer to their respective local bargaining agreement for applicable guidance on excused absences. For questions regarding contract provisions, contact the Labor Relations Officer at 781-225-1718.

Mission essential personnel (Military or civilian) required to report for duty will report for duty at normal times when the base is closed or has delayed opening or reporting, and remain on duty during phased or early release. Designations of mission essential military personnel and those civilians required to report for duty are determined individually by supervisors. The duties the individual performs assist the supervisor in making the determination of mission essential (required to report for duty) and can be situational depending upon the duty to be performed (i.e., snow removal personnel). Individuals are notified by their supervisor if the duties they perform require them to be mission essential.

Delayed Reporting

The objective of delayed reporting is to ensure that all personnel are allotted extra time to get to work safely. Therefore, employees who are able to safely report to duty at their normal time, or shortly thereafter, are expected to do so.

Depending on hazardous weather conditions, tardiness not in excess of two hours may be excused. Tardiness in excess of two hours may also be excused because of unavoidable delay resulting from adverse weather or from disruption of public or private transportation in individual cases that are reviewed by appropriate supervisors.

In the case of employees who do not report for duty during hazardous weather, annual leave is charged for the full duty day, unless the supervisor concerned determines that the employee made every reasonable effort to get to work but was unable to do so because of the weather conditions. Determining factors for consideration in the decision include distance between the employee's residence and place of work, as well as mode of transportation.

Employees on approved telework agreements, who will telework on a day with a delayed reporting, are expected to begin their duty day at the regularly scheduled time.

Employees required to report for duty should report for duty at their regular time.

Delayed Opening

Employees scheduled to work at regular reporting hours are excused from duty without loss of pay or charge to leave until the announced opening time. One reason for a delayed opening is to facilitate the removal of snow from parking areas; therefore, personnel should not report to duty until the announced time.

Mission essential personnel required to report for duty on a day with a delayed opening should begin their duty day at the regular time.

Early Dismissal

Only employees who are in a duty status, i.e., not on leave, or who are expected to return from leave to duty status at the time the early dismissal takes effect, are excused without charge to leave. Employees who are absent on leave that day continue to be charged the appropriate leave. Employees who are teleworking that day are expected to work their full duty day.

In accordance with Air Force Instruction 36-816, travel from the traditional worksite to the alternate worksite is not considered hours of work. Once teleworkers are safely home, they are expected to complete the duty day by teleworking.

Base Closure

When the installation commander determines that all or part of an activity must be closed, employees not required to report for duty will be released from duty, including those employees at off-base facilities. This does not apply to employees who are TDY to other locations outside the affected area, but does apply to Air Force employees in the region such as those located at the MITRE facility and downtown Boston.

Workdays in which the base is closed for hazardous weather conditions are non-workdays for employees not on an approved telework agreement or in an approved leave status.

Teleworking employees are expected to follow their approved telework agreement. Employees required to report for duty are expected to perform those duties or request leave.

All regular employees who are not on an approved telework agreement or in an approved leave status are excused without charge to leave. Employees who are absent on leave that day continue to be charged leave.

Employees in a non-pay or Leave Without Pay status on the days immediately before and after the day(s) the activity was closed will remain in a non-pay or LWOP status. It also does not apply to employees on military duty or suspension on the day of the closure.

When a decision is made to release employees due to hazardous weather, the commander's office or Crisis Action Team will notify base populace and/or serviced organizations.

Administrative Leave

Administrative leave must be reported in ATAAPS. Employees and supervisors will ensure time cards are coded appropriately using “LN” for type of leave, and “PS” – “Weather and Safety Leave” for purpose of leave.  Contact your timekeeper or civilian pay with any questions.

Direct any questions concerning reporting during hazardous weather to the Civilian Personnel Employee and Labor Relations Office.

Click the link to return to the Inclement Weather Information page.

(Updated November 2023)