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Sample Adverse Weather Timesheets

The following are examples of coding Employee Time Records for adverse weather. The examples are not exhaustive and do not reflect every possible variation.

Keep in mind the following:

• For Condition I or Condition II status, employees must make up any coded adverse weather leave.
• For Condition III, employees do not have to make up any coded adverse weather leave.
• The University may function under multiple conditions in a single day. Adverse weather leave taken during each of those time periods must be coded accordingly.
• SPA non-exempt employees cannot work voluntary overtime in order to make up adverse weather leave. They may, however, use previously accrued compensatory time off or subsequent mandatory compensatory time off.
• Employees have up to twelve months to make up any adverse weather time.
• Emergency employees who work during a Condition III status are paid for the time worked plus receive paid time off (on an hour-for-hour basis) for all hours worked during Condition III status.
• If a non-emergency employee works during a Condition III status, s/he would still be paid for any hours worked. S/he cannot code Adverse Weather Leave for the hours worked and will not receive paid time off.
• Adverse weather leave is available only to employees who were expecting to (and were otherwise available to) work the time had it not been for the weather conditions. 
• Adverse weather leave is offset by actual hours worked.  It cannot be used to enhance an employee's paycheck, only to maintain an employee's regularly scheduled number of hours in a work week.
• If an employee was previously scheduled for an absence from work due to leave or leave without pay, s/he cannot code paid adverse weather leave for the same time frame and must code leave as previously planned.
• Temporary employees cannot code paid leave. Any hours that a temporary employee works must be paid.

Examples of coding Adverse Weather Leave

• Condition I or Condition II
• Condition (I or II) and Condition III in Same Pay Period
• Condition (I or II) and Condition III on Same Day
• Condition III (or I or II) Offset by Hours Worked
• Emergency Employees

Examples of making up Adverse Weather Leave

• Offset by Hours Worked in the Same Week
• Coding Leave in the Same Pay Period
• Coding Leave in a Different Pay Period
• Working Extra Hours (Offset by Leave or Holiday)
• Coding Compensatory Time Off (mandatory overtime)

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