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Inclement weather leave guidance for civilians

Winter storms drops heavy snow

Members of the workforce and others prepare to enter the Ruiz Gate at Hanscom Air Force Base, Mass., Dec. 4. The base and surrounding areas saw approximately a foot of snow this week as a result of snow storms. (U.S. Air Force photo by Jerry Saslav)

New England typically has unpredictable weather, making safe travel a challenge during the winter months. The following information, which is also available on the inclement weather factsheet, is available to help civilian employees and their supervisors safely navigate the storms.

According to Civilian Personnel Employee and Labor Relations Office, the information governs Hanscom federal civilian employees during hazardous conditions.

Designations of those civilians required to report for duty are determined individually by supervisors and are not documented on the top portion of the position description. The duties the individual performs assist in the supervisor making the determination of those civilians required to report for duty and can be situational depending upon the duty to be performed (e.g., snow removal). The supervisor notifies individuals if the duties they perform require them to be civilians required to report for duty.

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.

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 781-225-1374.

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

Delayed Opening

Employees not required to report for duty are excused from duty without loss of pay or charge to leave up to the time announced for reporting. 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.

Personnel required to report for duty and those employees on approved telework agreements who will telework 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 on approved telework agreements who will telework 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 66th Air Base Group 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.

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.

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.

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.

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 using the code “LN” for type of hours.

Telework

Supervisors and employees should be familiar with the section of the telework agreement concerning adverse weather conditions and expectations concerning telework.

In accordance with AFI 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. This means that telework-ready employees who are permitted to use unscheduled telework are required to telework 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 their telework agreement (i.e., employees who will telework only on an occasional, situational basis). 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.

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.

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 2018)