Printed on: 07/10/2020. Please go to http://policy.umn.edu for the most current version of the Policy or related document.
University of Minnisota  Appendix

Pay Provisions During Emergency Closings or Reduced Operations

Appendix to Policy

Civil Service and Labor Represented Employees

  1. Employees whose work schedule begins during an emergency closing or reduced operations will not be required to report to work, unless there are at least four hours remaining on their shift when the change in operations officially ends. If their work schedule begins during an official closing or reduced operations, they will be paid for their scheduled hours.
  2. Employees who are at work when an emergency closing or reduced operations status is declared will be sent home and paid for the balance of their scheduled hours.
  3. Employees on approved vacation, personal holiday, sick leave, or leave of absence without pay when an emergency closing or reduced operations is declared will be charged for vacation, personal holiday, sick leave, or leave without pay as previously arranged.
  4. If an employee's appointment is scheduled to end during a period of emergency closing or reduced operations, for whatever reason, the appointment will end as previously scheduled, i.e., a period of emergency closing or reduced operations does not extend an appointment that was previously set to end.  To the extent discipline or investigatory proceedings are underway, they will continue through the period of emergency closing or reduced operations, subject to any restrictions or limitations on in person or on campus meetings.
  5. During a short-term emergency closing or reduced operations of 72 hours or less, employees required to work on campus within their normal work week will be awarded equivalent time off at regular pay for hours worked. Time off granted under this policy must be authorized and approved by the supervisor, and must be taken at a time convenient to the department. If an employee works additional hours, the hours may be subject to overtime provisions in the Civil Service Rulebook or the appropriate collective bargaining agreement.

    During extended emergency closings or reduced operations that continue for more than 72 hours, employees who are able to do their work remotely will be expected to do so. Essential employees who are required to work on campus will receive an augmentation of $2 per hour for time worked on site. If an emergency closing or reduced operations are declared as "extended" at the time of announcement, this provision prevails from day one instead of those provided for short-term emergency closing or reduced operations.

  6. Employees will be paid their regularly scheduled hours during an emergency closing or reduced operations. Employees who are able to do their work remotely will be expected to do so.
  7. If required to work, staff on Temporary and Casual appointments will be paid for hours worked only.
  8. V-Class Civil Service employees may be subject to different expectations for reporting to work, as directed by their supervisor.  These employees are not eligible for the compensation outlined in item #5.

Academic Professional and Administrative, Faculty, Graduate Assistants, and Professionals-in-Training Employees

  1. Faculty, academic professional and administrative staff, graduate assistants (excluding those employed through Work-Study), and professionals-in-training will be paid their normal salaries during an emergency closing or reduced operations, but they will be expected to make arrangements to handle those responsibilities not carried out because of the emergency closing or reduced operations.
  2. Employees on approved vacation, personal holiday, or leave of absence without pay when an emergency closing or reduced operations is declared will be charged for vacation, personal holiday, or leave without pay as previously arranged.
  3. If an employee's appointment is scheduled to end during a period of emergency closing or reduced operations, for whatever reason, the appointment will end as previously scheduled, i.e., a period of emergency closing or reduced operations does not extend an appointment that was previously set to end. To the extent discipline or investigatory proceedings are underway, they will continue through the period of emergency closing or reduced operations, subject to any restrictions or limitations on in person or on campus meetings.

Student Workers

"Essential" Student Work

Student workers who have been designated as "Essential" and are required to work on campus during an emergency closing or reduced operations that falls within their normal work schedule will be paid at regular pay for hours worked during the emergency closing or reduced operations. If a student works additional hours, the hours may be subject to overtime provisions as outlined in the Administrative Policy: Student Employment.

During a short-term emergency closing or reduced operations of 72 hours or less, "Essential" student workers required to work on campus will also be awarded equivalent time off at regular pay for hours worked. Time off granted under this provision must be authorized and approved by the supervisor and must be taken at a time convenient to the department. 

During extended emergency closings or reduced operations that continue for more than 72 hours, student workers who are able to do their work remotely will be expected to do so.  Essential student workers who must work on campus will receive an augmentation of $2 per hour for time worked on site. If an emergency closing or reduced operations are declared as "extended" at the time of announcement, this provision prevails from day one instead of those provided for short-term emergency closing or reduced operations.

"Non-Essential" Student Work

During a short-term emergency closing or reduced operations of 72 hours or less, non-Essential student workers who are scheduled to work will be paid for their regularly scheduled hours.

During extended emergency closings or reduced operations that continue for more than 72 hours, student workers who have no work assignment will receive a biweekly payment equivalent to an average of the number of hours they have worked per pay period in the current term (breaks excepted), continuing until the term ends or the campus returns to normal operations, whichever comes first. If an emergency closing or reduced operations are declared as "extended" at the time of announcement, this provision prevails from day one instead of those provided for short-term emergency closing or reduced operations.

All Student Workers

Student workers who received permission to change their normal working schedule because of illness, studies, or personal reasons, and whose absence for these reasons coincides with the hours of the emergency closing or reduced operations, will not be paid for their regularly scheduled hours during the emergency closing or reduced operations.

Student Workers Paid through the Work Study Program

Work Study funds are prohibited from use during an emergency closing or reduced operations, unless a special exception is made by Federal or State agencies. Therefore, work-study student workers who are required to work during an emergency closing or reduced operations that falls within their normal work schedule must be paid in full from departmental funds.  Departments are asked to reschedule Work Study students for the hours they would have worked during an emergency closing or reduced operations.

Further Information

Questions about personnel or compensation issues related to potential or actual closings or reduced operations should be directed to your local campus, college, or administrative unit HR administrator, or as needed, to the Office of Human Resources specialist or consultant.

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