Information for Employees

Reporting to work

In the case of inclement weather, employees are responsible for confirming if and when to report to work that day.

Safety always comes first. In the case of inclement weather, employees are encouraged to discuss personal safety concerns about travel to and from work with their supervisors. If an employee has concerns about their safety while traveling to and from work, they should make reasonable choices when deciding whether to come to work or stay home. These decisions must, however, be communicated with the supervisor as soon as possible. Non-essential personnel who anticipate transportation difficulties may also seek permission from supervisors to shorten their normal work hours through the use of accrued leave. Supervisors should make every effort to accommodate these requests.

Employees who have physical disabilities and limited mobility should discuss inclement weather and safety concerns with their supervisors. This includes employees who have accommodations approved under University Policy 4075: University Accommodations of a Person with Disabilities through the Americans with Disabilities Act (ADA) coordinator, use the handicapped parking tags, or have otherwise communicated their needs to their supervisor.

When Virginia Tech remains open during inclement weather

Employees should address any safety concerns with their supervisors, particularly when hazardous weather conditions are anticipated, so that they will be aware of potential problems that could prevent employees from reaching their place of work.

If employees find themselves in situations where they feel their safety may be compromised, they are strongly encouraged to make reasonable and rational choices when deciding whether to come to work or stay home. These decisions must, however, be communicated with the supervisor as soon as possible. Supervisors may allow employees up to a maximum of one hour past the start of their normal shift to report to work. Salaried employees may also seek permission from supervisors to shorten their normal work shift through the use  of accrued leave. Supervisors should make every effort to accommodate these requests.

Recording time-off

Salaried employees who do not report to work as scheduled must charge time missed to annual, compensatory or overtime leave, or leave without pay as appropriate, unless the supervisor can adjust the hours of work in the same workweek to make up for the missed hours. Supervisors may also allow employees up to a maximum of one hour past the start of their normal shift to report to work. Wage employees are compensated for hours worked.

Managers are encouraged to consider options, when appropriate and reasonable, through flexible scheduling of make-up time within the same work week or working from home. Decisions must be made on a case-by-case basis according to the needs of the department and the employee's position.

Leave and compensation

When inclement weather or emergency conditions result in a partial or all-day closing,  non-essential salaried employees will be paid for the period covered by the authorized closing. To qualify for payment, employees must work or be on paid leave the scheduled work day before and the scheduled workday after the closing. Hourly employees are paid only for hours worked.

Employees who do not report to work as scheduled when the university is open, or who are not eligible to receive pay for the closing, must apply accumulated annual, compensatory or overtime leave, or be placed on leave without pay, as applicable, unless the supervisor can adjust the hours of work in the same workweek to make up for the missed hours. Holidays are not earned if the employee's pay is docked the day before or all of the day after a holiday.
Non-essential employees who report to work during an all-day closing as a result of not having heard the closing announcement shall not normally receive compensatory leave except in extenuating circumstances as approved by the department head.

Employees who leave work prior to the announcement of an early closing may not charge the difference in time to authorized closing leave. The difference in time must be charged to the appropriate leave type.

Salaried employees, whose regularly scheduled day off or portion of a day off falls on a  day when their department is closed, will not be credited with compensatory leave. For example, if the university announces an authorized closing for Monday only, an employee who regularly works Tuesday through Saturday would not be credited with any authorized closing leave.

Occasionally non-essential employees may be designated as emergency personnel. This change in status will normally be made by the department head.