Employee Flood Leave FAQs

In response to employee requests for leave or time away from the office as a result of the recent floods, supervisors should follow the guidance below. Supervisors should be flexible and allow employees to adjust employee work schedules or work from home if they have that capability and it is appropriate for the situation.
 

Q. What type of leave is available for pre-evacuees, evacuees and employees who have suffered a total loss of their homes due to the recent floods?

A. Supervisors should provide employees with administrative leave that is appropriate for the employee’s situation in accordance with the Disaster Guidelines found here: http://hr.colorado.edu/lr/leave/Pages/Disaster-Leave-Guidelines.aspx. (En Español) Where administrative leave isn’t applicable, annual leave and then leave without pay should be granted liberally to those employees who need to address issues related to the rain and flood.

Q. If an employee was evacuated from his/her home and later found out that there was a total loss to their home, how much administrative leave can s/he receive?

A. An employee may receive up to 2 days of administrative leave for being evacuated from their home and then up to 5 days of administrative leave for the total loss of their home. Employees who have experienced substantial damage (50% or greater) or suffered a complete destruction of property may be eligible for leave sharing hours. Employees may then use annual leave or leave without pay for additional days if needed.


Q. What type of leave should employees use if they are unable to come to work because their child’s school or daycare center is closed? 

A. Employees may use annual leave or be placed on leave without pay.

Q. What type of leave should employees use if they have not been ordered to evacuate but are stranded in one of the canyon areas or are unable to come in to work due to road closures? 

A. Employees who are stranded or unable to come in to work due to road closures may receive up to 2 days of administrative leave. Employees should first use annual leave and then leave without pay for any absences beyond two days. 

Q. What type of leave should employees use if they have not sustained a total loss of their primary residence but may have sustained some damage (e.g. wet carpets, flooded basements, sewage backups, flooded crawl space, damaged drywall) that could impact their ability to return to work?

A. Employees may receive up to two days of administrative leave for this purpose. Appointing authorities may request evidence to verify damage (photographs, invoices etc.)

Q. What are the criteria for receiving leave sharing hours for emergency situations like a flood?

A. An employee who experiences a catastrophic event or emergency affecting his/her primary residence, such as a wildfire or flood, that results in a loss of life or substantial loss or complete destruction of the employee’s residence may be eligible to participate in the Leave Sharing Program.  Leave sharing hours are also available to an eligible employee who is serving as a first responder (e.g. fire fighter, paramedic, National Guard volunteer, etc.) called to respond to such catastrophic events. Leave sharing hours are only available after the employee has exhausted all annual leave and compensatory time, sick leave, if applicable, and any administrative leave he/she may be granted. See: http://hr.colorado.edu/lr/leave/Pages/Leave%20Sharing.aspx

Q. How is leave handled for the recent campus closure?

A. When the Chancellor decides to close or not open the campus, administrative leave is granted to regular employees for their scheduled work hours during the period of closure. Regular part-time employees or those paid on an hourly basis (such as variable percent employees) who are normally scheduled to work when a closure occurs are given paid administrative leave for the scheduled work hours. Regular employees who are eligible for overtime (non-FLSA exempt) shall not count the period of closure as hours worked for the purposes of calculating overtime. Temporary (including retirees hired into temporary positions) and student employees are not eligible for administrative leave. Employees who are already on approved annual, sick, or other type of leave when a closure occurs will not be given paid administrative leave for their scheduled work hours during the period of closure.
 
For further guidance, please refer to the Campus Closing Procedures During Emergencies found here: http://www.colorado.edu/policies/campus-closing-procedures-during-emergencies

Q. How is leave handled for essential services personnel during the recent campus closure?

A. Essential services personnel that are:
  • Required to work during a campus closure are to be paid at the regular rate for hours worked.
  • Required to work during a campus closure may not be granted an equivalent amount of administrative leave.
  • Eligible for overtime (non-FLSA exempt) shall count the period of closure as hours worked for the purpose of calculating overtime.
  • Required to work during a campus closure but do not report to work or leave work early without authorization will not be granted administrative leave and must use annual leave or leave without pay to cover the absence.
  • Not required to work or are released early during a campus closure will be granted paid administrative leave.

Q. How should administrative leave be reported?

A. When paid administrative leave is granted as a result of a campus closure, the paid administrative leave is entered into PeopleSoft HRMS only for overtime-eligible employees. Administrative leave should be recorded on the overtime-eligible employee's work record and entered into PeopleSoft HRMS for purposes of overtime calculations. 

Q. How should regular employees who work during an official campus closure be compensated?

A. Regular Employees who are authorized to work during an official campus closure may be granted paid administrative leave for the time worked at the discretion of the appointing authority. Employees would not receive additional pay for the hours worked during the closure but could be granted alternative time off. Temporary (including retirees hired into temporary positions) and student employees who work during a campus closure must be paid for hours worked but are not eligible to receive administrative leave.

For questions related to this document, please contact the Office of Labor Relations at 303-492-0956.

 

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