14. University Closure Pay Practices

The University of Utah may need to be closed during normal work hours due to hazardous weather conditions, emergencies, or other special circumstances as defined in Policy 1-008: Closure of the University. During these designated periods, the following pay practices and procedures will apply to eligible employees holding non-exempt and exempt staff positions.

Hospitals and Clinics/Health Sciences Center and Community Services

These pay practices do not apply to employees of the University Hospitals and Clinics, patient care areas of the Health Sciences Center and identified community service departments. These areas of the University of Utah campus provide a critical/community service to the University and the general public. Staff compensation during these periods will be consistent with standard division pay practices. Employees should direct any questions regarding their areas to their immediate supervisor.

Non-Exempt Positions

• University Closure Day (UCD) - benefits eligible, non-exempt/hourly staff, holding regularly scheduled positions at an FTE of .50 or greater, will be eligible to receive compensation for the equivalent of their scheduled shift during the closure period. Employees and/or payroll reporters will need to submit the designated hours via the Kronos Time and Attendance System using the UCD pay code. These non-worked hours are paid at straight time and do not count as time worked toward the 40-hour overtime limits.
• Benefits eligible staff who are out on any form of paid leave during a closure period shall substitute their leave time with the UCD pay code for the equivalent of their normal scheduled shift hours that would have been worked during the closure period if the employee had not been on a paid leave. Employees who are out on an unpaid leave are not eligible to receive compensation for a closure period.
• University Closure Worked (UCW) - any non-exempt/hourly employee who voluntarily works during the closure period will be coded in the Kronos Time and Attendance system with a UCW pay code which is paid at a straight time rate and the hours worked will be eligible for overtime. In addition to UCW, benefits eligible non-exempt/hourly staff will also receive UCD as defined above. When employees voluntarily work, supervisors need to balance the cost of allowing those employees to remain at work versus sending them home.
• University Closure Callback (UCC) - any non-exempt/hourly employee who is required to work, due to the critical nature of their assignment, during the closure period will be compensated for the hours worked at a premium rate (one and one-half times regular pay). Payroll reporters will need to convert the UCW hours to UCC hours via the Kronos Time and Attendance system for the identified time. Since the UCC hours are already compensated at a premium rate, they do not count toward the 40-hour overtime limits. In addition to UCC, benefits eligible non-exempt/hourly staff will also receive UCD as defined above.

Exempt Positions

• Exempt staff are compensated on an annual basis. Payroll reporters should not submit any Kronos Time and Attendance adjustments for these employees for a closure period. Exempt employees who are required to work, due to the critical nature of their assignment, may schedule an alternative day off with their supervisor.
• Exempt staff on paid leave during a closure period will not be required to use accrued leave time during the closure period.

Responsibility

Department Heads and Supervisors

Responsible for ensuring employees and payroll reporters understand how the University closure will affect them and for guiding employees and payroll reporters on the correct pay codes and hours to enter into Kronos. Responsible for determining who is required to work during a University closure.

Human Resources

Responsible for educating department administrators and payroll reporters on the correct use of the University closure pay codes submitted in the Kronos Time and Attendance System.

Exempt Employees

Responsible for working the closure day if requested by supervisor and scheduling an alternative day off with their supervisor at a future date.

Non-exempt Employees

Responsible for working when required and for submitting the appropriate University closure pay codes and hours via the Kronos Time and Attendance System.

Payroll Reporters

Responsible for verifying, approving and submitting the appropriate University closure pay codes and hours via the Kronos Time and Attendance System.