From time to time, emergencies arise that impact government operations. These emergencies could include severe weather, natural disasters, or manmade disasters. In response, the Mayor may declare an emergency that suspends some government operations. This issuance provides guidance to employees and management officials on the procedures to follow in such circumstances.
NOTE: This issuance supersedes DPM Instruction No. 11B-76 effected February 25, 2010, and DPM Instruction No. I-11B-85 effected October 23, 2015.
Whenever the Mayor declares an emergency due to severe weather, natural or manmade disasters, and similar emergency circumstances, subordinate agencies shall adhere to the procedures contained in this issuance. The information provided in this issuance, together with Mayoral communications and DPM issuances by the Department of Human Resources, will alert employees on the District government’s operating status during periods of a declared emergency.
Late Arrival Policy
When a late arrival policy is in effect, most employees are authorized to report for duty later than usual without loss of pay. Typically, the Mayor will order a late arrival policy of two hours, though a shorter or longer time may be ordered.
For late arrivals, the following rules apply:
- The late arrival policy applies to all employees whose typical tour of duty begins between 6:00 a.m. and 10:00 a.m. The late arrival policy does not apply to essential employees and emergency employees who have been activated by their agency, or employees who are scheduled to telework the same day.
- An applicable employee who arrives later than authorized by the Mayor (typically two hours) shall use leave for the additional time, such as annual leave, compensatory time, exempt time off, or leave without pay.
- An applicable employee who does not report for duty for any reason shall use leave for the entire day.
- If, prior to the notice of a late arrival, an employee requests and is granted leave for their entire tour of duty on the day a late arrival is declared, the employee shall be charged the entirety of their scheduled annual leave for the day (see example 2 below).
- If an employee requests and is granted leave at any time after the notice they will be charged leave only for the period between the start of the employee’s tour of duty, and the declared late arrival time.
- Nothing in this policy shall authorize an absence beyond the time ordered by the Mayor and any employee who fails to report for duty may be deemed absent without official leave (AWOL).
Example #1: The Mayor orders a late arrival policy of two hours. An employee, whose typical tour of duty begins at 9:00 a.m., shall report for duty at 11:00 a.m. without loss of pay or leave.
Example #2: The Mayor orders a late arrival policy of two hours. An employee, whose typical tour of duty begins at 9:00 a.m., previously requested and was approved for eight (8) hours of annual leave. She shall be charged 8 hours of annual leave, despite the 2 hour late arrival policy that is in effect.
When an unscheduled leave policy is in effect, most employees are authorized to use leave (e.g., annual, compensatory time, etc.) or leave without pay for the day(s) of a declared emergency without obtaining advanced approval.
For unscheduled leave, the following rules apply:
- An unscheduled leave policy allows non-essential and non-emergency employees to use annual leave, leave without pay, exempt time off, or earned compensatory time without obtaining advance approval or providing detailed justification.
- Normal requirements for non-essential and non-emergency employees to notify his or her supervisor within prescribed time limits are suspended.
When an unscheduled telework policy is in effect and it occurs on a day(s) other than the employee’s scheduled telework day(s), an employee may telework.
For unscheduled telework, the following rules apply:
- Unscheduled telework may be utilized by an individual who has been previously approved to telework;
- The employee must have a written approval; and
- The employee must be under a current and approved telework agreement.
An employee not designated as an "essential employee" or "emergency employee" may be dismissed from work prior to his or her normal departure times and authorized for administrative leave under the conditions shown below.
NOTE: Agencies may also require a non-essential and non-emergency employee to remain at work. Non-essential and non-emergency employees will receive administrative closing pay worked if eligible.
For early dismissals, the following rules apply:
- The employee must be in a duty status when the notice of early dismissal is received.
- The employee's regular tour of duty must end no later than 7:00 p.m. and after the hour given as the authorized time for early departure. The early dismissal policy does not apply to essential employees and emergency employees who have been activated by their agency, or employees who are scheduled to telework the same day.
- An employee who previously requested and was granted leave for the entire day or an employee who did not report for duty for the entire day shall be charged the appropriate leave for the entire day.
- If, prior to the notice of early dismissal, an employee requests and is granted leave for the remainder of his or her tour of duty, he or she shall be charged leave for the remainder of the tour of duty. (Example: The Mayor authorizes an early dismissal to begin at 3:00 p.m. Prior to the notice, an employee requests and is granted annual leave from 1:00 p.m. until 5:00 p.m. (the end of her tour of duty). She will be charged annual leave from 1:00 p.m. until 5:00 p.m. (4 hours) despite the early dismissal.)
- If an employee requests and is granted leave at any time after the notice they will be charged leave only for that period when leave commences to the hour that early dismissal is authorized.
- An employee who is absent without leave (AWOL) will be charged as such until he or she reports for duty.
District Government Closure
During a period of a closure (also referred to as a shut-down), an employee not designated as an "essential employee" or "emergency employee" shall be dismissed from work.
For a District government closure, the following rules apply:
- In the event of a closure, non-essential and non-emergency employees will be granted administrative leave for the entire closure period.
- If a non-essential and non-emergency employee requests and is approved for leave in advance for any days(s) in which a closure occurs, he or she will not be charged leave for that period.
- In the event a District government employee’s regular Alternative Work Schedule (AWS) compressed day off or day of a flexible work schedule falls on a day(s) in which the District government is closed due to a declared emergency, he or she shall treat the relevant day as their AWS day(s). Employees under an AWS agreement (for compressed or flexible work schedule) are not entitled to an additional “in lieu of” day off because of the state of emergency.
Essential and Emergency Personnel
“Essential employees" are those employees required to report to work during a declared emergency. Employees designated as "essential employees" are required to work during a declared emergency. Failure to report under this designation may result in a charge of absence without leave ("AWOL”) and disciplinary action. (See generally, DPM Chapters 12 and 16.)
"Emergency employees" are those employees designated as such by their agency head. In the event of a declared emergency (e.g., late arrival, unscheduled leave, government closure, etc.), or where most employees are excused from reporting to work because of an unusual situation, emergency employees who have been activated must either report to work, remain at their duty station, or telework as directed by their agency head.
When a declared emergency occurs, an essential employee or an emergency employee who is required to perform non-overtime work is entitled to administrative closing pay.
Administrative Closing Pay Worked
When a designated essential or emergency employee must perform non-overtime work within their tour of duty during a period of early dismissal or government closing, the employee is entitled to receive administrative closing pay for hours actually worked during the early dismissal or closure period.
The administrative closing pay premium is provided on an hour-for-hour basis at a rate equivalent to the employee’s rate of basic pay. Administrative closing pay is provided in addition to other pay (e.g. overtime) and shall not be considered basic pay for any purpose.
NOTE: Sections 1135.2 and 1271.10 of the District Personnel Manual entitle essential and emergency employees to compensation for regular work performed during an administrative closing. Section 1135.2 specifically states that an agency head may determine if the compensation may be provided in the form of administrative closing pay. While the employee entitlement is still effective, agency heads’ ability to grant administrative closing leave is currently not an option. Therefore, all eligible essential and emergency employees shall receive the paid administrative closing pay premium, and administrative closing leave shall not be used in place of administrative closing pay, or be given in addition to administrative closing pay.
Recording Time in PeopleSoft
For purposes of entering time in PeopleSoft during a day(s) in which a declared emergency occurs, enter time as follows:
- Late Arrival – Non-essential/non-emergency employees, as applicable, should enter “Administrative Leave" to reflect the number of hours (usually two (2) hours) of a delayed arrival. For any additional leave taken beyond the number of hours authorized for a late arrival, or for a full day's absence, the employee should enter the appropriate leave (e.g., annual leave, compensatory time, leave without pay, etc.) for that time.
- Unscheduled Leave – Non-essential/non-emergency employees, as applicable, should enter the appropriate leave (e.g., annual, exempt time off, etc.) and the number of hours (e.g., 4 hours, 8 hours, etc.) used on the day(s) of the emergency.
- Unscheduled Telework – An employee on an approved telework agreement should enter 'Telework (Emergency) (EMTW)."
- Early Dismissal – Non-essential/non-emergency employees, as applicable, should enter “Administrative Leave" to reflect the number of hours granted for the early dismissal. For any additional leave taken beyond the number of hours authorized for the early dismissal, the employee should enter the appropriate leave (e.g., annual leave, compensatory time, leave without pay, etc.) and the number of hours (e.g., 2 hours, 4 hours, etc.) used on the day(s) of the emergency.
- District Closure – Non-essential and non-emergency employees should enter 'Administrative Closing Pay." Essential/emergency employees activated and required to work should enter “Administrative Closing Worked." (See Recording Work During an Administrative Closure below).
Recording Work During an Administrative Closure
Essential and emergency employees who are directed to work during an early dismissal or closure must record time worked during the period using the Administrative Closing Worked – ACW timecode. Employees should enter their time as follows:
- Using the Regular Pay – REG timecode, enter your regular hours worked on your timesheet as you would normally.
- Using the Administrative Closing Worked – ACW timecode, on a new line, enter your hours worked, rounded to the nearest quarter-hour, for time worked during the early dismissal or closure.
Dejuan is an emergency employee and normally works Monday through Friday from 8:30 A.M. to 5:00 P.M. On Friday, the District government dismisses employees two hours early because of an incoming snowstorm, but Dejuan is still required to complete the remainder of his shift. He should record his timesheet for that week as follows:
||Time Reporting Code
||Regular Pay - Reg
||Administrative Closing Worked - ACW
On another week, the District government closed on Wednesday due to snow. Dejuan was still required to work on Wednesday despite the closure and worked his regular shift. He would record his timesheet for that week as follows:
||Time Reporting Code
||Regular Pay - Reg
||Administrative Closing Worked - ACW
Collective Bargaining Agreements
To the extent a provision of this issuance is incompatible with a negotiated collective bargaining agreement (CBA), the CBA provision shall apply.
The provisions of this DPM issuance apply to employees in the Career, Legal, Excepted, and Management Supervisory Services, but excludes the following:
- Uniformed members of the Metropolitan Police Department; and
- Uniformed members of the Fire and Emergency Medical Services Department.
Uniformed members of the Metropolitan Police Department and the Fire and Emergency Medical Services Department who are essential personnel and required to work during a declared emergency (Essential and Emergency Personnel section) shall not receive Administrative Closing Pay. For additional information, refer to §§ 1123.1 and 1201.2 in Chapters 11B and 12, respectively, of the D.C. personnel regulations.
For additional information concerning this issuance, please contact the Department of Human Resources, Policy and Compliance Administration, by calling (202) 442-9700 or by sending an e-mail to firstname.lastname@example.org.