Inclement Weather Guidance
Guiding Timesheet Principles for Inclement Weather
Due to the flexible nature of working at Mason -- different start/end times, flexible work, etc. -- definitive guidance can be complicated. Rather than trying to address every situation, please take a look at the guiding principles below. If you have any questions, please contact our Payroll team at 3-2625.
Please note: If you are in a 24/7 operation such as Mason Police, Facilities, and Housing & Residence Life, please talk with your supervisor/timekeeper about how your time will be handled.
Partial Days: Late Openings or Early Closings
- Non-exempt employees (i.e. overtime eligible) must record their hours worked on their timesheets.
- Exempt employees (i.e. not overtime eligible) only have to record leave taken.
- For a significant majority of people who normally work 8:30-5:00 with an unpaid lunch break of 30 minutes, you need to account for an 8 hour day. For example, if the university opened at 10:00 a.m., this would mean recording 6.5 hours worked and 1.5 hours of university leave if that is what you worked.
- If your schedule is different than the traditional 8:30-5:00, use the same principle to calculate your hours worked.
- In all cases, the total hours for the week should be 40 unless you were authorized to work overtime (or you are exempt and on a compressed schedule working 9 hour days).
- If you are on a compressed schedule and the impacted day is a work day, you will need to account for the total hours that you are normally scheduled to work on that day (e.g. 10 hours if on a 4/10 schedule).
- If you are a teleworker or remote worker, you do not record University leave on your telework/remote work day(s). Per the Flexible Work Policy (Under IV-C-8), teleworkers and remote workers continue working if the university is closed if at all possible. This is true even if you arranged with your supervisor to telework informally for the day because you were unable to get to work.
University Closed or Administrative Offices Closed
Traditional Schedule
- Non-exempt employees (i.e. overtime eligible) record the hours they would have worked as university leave (no more than 8 per day depending upon your schedule)
- Exempt employees do not have to record university leave.
Flexible Schedules
- If you are a teleworker or remote worker, you do not record University leave on your telework/remote work day(s). Per the Flexible Work Policy (Under IV-C-8), teleworkers and remote workers continue working if the university is closed if at all possible. This is true even if you arranged with your supervisor to telework informally for the day because you were unable to get to work. Note: On days when you were not scheduled to telework, non-exempt employees record university leave (no more than 8 hours) and exempt employees do not have to record anything.
- If you are on a compressed schedule, please keep in mind that you must account for the hours of your compressed schedule. University leave covers 8 hours, the remainder of your time (2 hours if on a 10 hour day and 1 hour if on a 9 hour day) must be worked during the week or charged to an appropriate leave.
- If your scheduled day off occurred when the university was closed, you cannot receive compensatory time earned for that day.
Were you scheduled to be on leave/out?
- If you were scheduled to be on leave when the university was closed, you need to account for your work day based upon your customary start time. However you can incorporate university leave for the time when Mason was closed.
- If you are on a compressed schedule and the impacted day is a non-work day, you do not record/receive University leave.
- If you are on a compressed schedule and were scheduled to be on leave during the closure, you need to account for that day's hours (e.g. 10 hours if on a 4/10 schedule).