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Guidance regarding human capital flexibilities during emergency situations.


Leave Admin Dismissal Matrix

Emergency Situation Information for civilian Employees

Oct 26, 2012 - With the impact of Hurricane Sandy throughout the next few days and into next week, employees and leadership in the southeast region and north into New England should be preparing now for rain, strong winds, possible flooding and potential power outages. Internal phone trees and other means of maintaining contact should be up to date. Employees with situational telework agreements should be prepared to work from home if local conditions warrant direction from Commanders and Supervisors to do so.

Office of Personnel Management leadership is receiving situational updates on Hurricane Sandy. If the Federal operating status should change next week as a result of Hurricane Sandy, announcements on the status of Government operations in the Washington, DC area will be available at http://www.opm.gov/status/index.aspx.

In addition, below is latest information on HR flexibilities available for management officials affected by hurricanes and other natural disasters. Please forward this information to your organizations.

OPM Guidance

- On 25 June 2012, OPM issued a memorandum, subject: Preparing for the 2012 Hurricane Season. The memorandum highlights HR policies and flexibilities currently available to assist supervisors and employees in areas of pay and leave benefits, telework, hiring flexibilities, etc. This memorandum is available at: http://www.chcoc.gov/Transmittals/TransmittalDetails.aspx?TransmittalID=4914

- The OPM Handbook on pay and leave provides valuable information on many leave issues. The handbook is available at: http://www.opm.gov/oca/compmemo/2008/HandbookForEmergencies(PayAndLeave).pdf

Administrative Dismissal and Leave

- Administrative dismissal for non-emergency employees may become necessary under severe weather conditions. Updated Army information is available at: http://cpol.army.mil/library/permiss/5012.html ; a summary matrix that outlines administrative dismissal and appropriate types of leave and work status is attached for your reference.

- DoDI 1400.25, Volume 610, also provides guidance on group dismissal and charging leave in emergency situations, including extreme weather conditions. The DoD guidance is available at: http://www.dtic.mil/whs/directives/corres/pdf/1400.25-V610.pdf.

- Generally, commanders/activity heads have discretionary authority to grant unscheduled leave or excused absence (contingent upon internal policies) to employees who are prevented from returning to work due to travel delays resulting from severe weather conditions or other emergency situations.

- Employees who are on official travel status will be granted excused absence. If resources and work assignments are available, travel may be extended to allow employees to continue to work at their temporary duty locations until they are able to return to their designated duty stations.

- Employees who are on preapproved leave (e.g., annual leave) should continue to be charged leave until the date they were scheduled to return to duty. After such date, employees may be granted excused absence until they are able to return to duty. DoD and Army guidance can be found at the links provided above.

Telework

- Telework can be a useful tool for continual operation during severe weather emergencies. Employees who telework on a regular or ad hoc (situational) basis have the ability to continue working at alternative worksites under severe weather conditions.

- Organizations should have employees sign a telework agreement to include regular or ad hoc telework during severe weather conditions. Having agreements in place will enable mission continuity, and ensures all employees are aware of safety and security requirements should the need to telework arise.

- DoD Telework Agreement, DD Form 2946, dated Oct 2010, is available at: http://www.dtic.mil/whs/directives/infomgt/forms/eforms/dd2946.pdf.

- Army telework information is available at: http://cpol.army.mil/library/permiss/5020.html.

Emergency employees

- Army organizations should designate "emergency employees" who are critical to the continuity of operations during severe weather situations and other emergencies. Supervisors should discuss their expectations for reporting to work with their emergency employees for severe weather situations and other emergencies, and document this information on their employee's telework agreement.

Washington DC Area

- OPM provided dismissal and closure guidance and procedures for employees working in the Washington DC area. The information can be found at: http://www.opm.gov/oca/compmemo/dismissal.pdf.

Other helpful links

- Hurricane Sandy Status: http://www.nhc.noaa.gov/

- Emergency HR Guidance & Alert Info: http://cpol.army.mil/library/emergency/

- DOD Civilian Personnel Management Service Disaster Preparedness and Response Information: http://www.cpms.osd.mil/disasters/

- FEMA Hurricane Preparedness: http://www.ready.gov/hurricanes


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