POLICY

It is the policy of the National Cancer Institute Administrative Leave for Contractor Employees adverse weather conditions.

DEFINITIONS

Full Day Closure: The work location is closed for a period of one full work day or longer.

Delayed Opening: The work location opens a specific number of hours later than normal.

Scheduled Late Opening: The work location opens at a specific time, which is later than normal.

Early Dismissal: The work location closes early, or employees are dismissed early based on their work schedules.

Essential Employees: Employees who are expected to report to work, on site, in the event of a delayed or scheduled late opening or closure. These employees have been identified as Essentialb y line managemenat nd have beeni nformed of this status.

PROCEDURE

The core hours of operation for NCI-Frederick are 8:30 a.m. to 5:00 p.m., Monday through Friday. Due to work requirements however, individual departments may operate on different schedules.

Closure Announcements:

Full Day Closures, Delayed Openings and Scheduled Late Openings are announced as follows:

• Employees at Frederick, Maryland work locations will be notified by announcements on the Fort Detrick Telenews line (301) 619-7611, at www.detrick.army.mil and through the local media.
• Employees at Gaithersburg and Bethesda, Maryland work locations will be notified through announcements placed by the Office of Personnel Management(OPM) regarding the Federal Govemment on (202) 606-1900, at www.opm.gov and local media.
• Employees at all other locations will be notified by management

Early Dismissals are announced as follows:

• Employees at Frederick , Maryland work locations will be notified by management, based on direction from the NCI-Frederick Chief Contracting Officer or designee.
• Employees at Gaithersburg and Bethesda , Maryland work locations will be notified by management, based on direction from the Office of Personnel Management (OPM).
• Employees at all other locations will be notified by management.

Reporting Time:

In the event of a Delayed Opening, employees will delay reporting to work based on their scheduled start time. For example, if opening of the work location is delayed for two hours, and the employee is scheduled to report to work at 7:30 a.m, the employee will report at 9:30 a.m. Similarly an employee who is scheduled to report at 8:30 a.m. will report at 10:30a .m. Those employees scheduled to report latert han 8:30 a.m.will base their start time on the NCl-Frederick core hours of 8:30 - 5:00 p.m. For example if the opening is delayed for two hours, an employee who is scheduled to report at 9:30 a.m. will report at 10:30a .m. Similarly an employee who is scheduled to report at 10:30a .m. or later will report at their regularly scheduled time.

In the event of a Scheduled Late Opening , employees will report to work at the specified opening time, unless the employee's scheduled reporting time is later than the Scheduled Late Opening.

In the event of a Full Day Closure , employees will report to work on their next scheduled workday and time.

In the event of an Early Dismissal or Full Day Closure , the work location will remain closed until 6:00 a.m. the next day, regardless of scheduled start time.

Time Charging:
Administrative Leave

Employees charge Administrative Leave for scheduled work hours during periods of closure, unless they are on pre-scheduled leave. Employees, who are on pre-scheduled leave , remain in such status and do not received Administrative Leave for Center closings/delays or early closings. If an employee does not report to work due to adverse weather conditions on a day when the facility has a delayed opening, the entire day is charged to vacation leave or leave without pay. Only employees who report to work are eligible for Administrative Leave.

In the following examples, Administrative Leave is indicated in the time record as time worked and charged as direct labor using the center number(s) to which an employee's direct labor is normally charged.

EXAMPLES:

• In the event of a Full Day Closure, Administrative Leave is charged for the number of hours the employee is scheduled to work, provided he/she is not on pre-scheduled leave.
• In the event of a Delayed or Scheduled Late Opening, Administrative Leave is charged for the time between the employee's scheduled reporting time and the time he/she is required to report to work. If an employee does not report to work, he/she may not charge Administrative Leave.
• In the event of an Early Dismissal, Administrative Leave is charged for the remainder of scheduled hours following the employee's departure. If an employee was not at work prior to the early dismissal, he/she may not charge Administrative Leave.

Essential Non-Exempt (SCA) Employees

All hours required by management to be worked by essential non-exempt (SCA) employees during periods of closure, will be paid at two times the employee's normal hourly rate. This consists of Administrative Leave plus straight time pay for actual hours worked. The actual hours worked by the employee are indicated under the applicable center number as Worked - Essential Hours (which can be accessed by clicking on the drop down menu). Completed timesheet examples for the following can be found in the "Tips" section of the employee's TimeWizard homepage.

EXAMPLES:

Full Dav Closure - If an employee is scheduled to work eight (8) hours but works six (6) hours, they will receive eight (8) hours of Administrative leave and six (6) hours of straight time pay. If an employee is scheduled to work eight (8) hours but works ten (10) hours, they will receive ten (10) hours of Administrative leave and ten (10) hours of straight time pay (recorded as "Worked - Essential Hours"). 

Delaved Opening of two (2) hours - If an employee is scheduled to work eight (8) hours and is required to report to work at their normal start time of 7:30 a.m., they will receive two (2) hours of Administrative leave and eight (8) hours of straight time pay (two (2) hours are recorded as "Worked - Essential Hours"). If an employee is scheduled to work eight (8) hours and is required to report to work at their normal start time of 9:30 a.m., they will receive one (1) hour of Administrative leave and eight (8) hours of straight time pay (one (l) hour is recorded as "Worked - Essential Hours"). Employees who are scheduled to report at 10:30 a.m. or later are not entitled to Administrative leave.

Nonessential Non-Exempt (SCA) Employees

Nonessentianl on-exempt( SCA) employeesa re not required to report to work when the Center is closed; therefore these employees are not eligible for premium pay for hours worked and are paid at their normal hourly rate

Unscheduled Leave

RESPONSIBILITIES

NCI-Frederick Contractors:

Each contractor shall be responsible for the administration of this policy and the maintenance of records as required to support contract labor costs.