A Message from the Director of the U.S. Office of Personnel
Management
I am pleased to announce that the U.S. Office of Personnel Management
(OPM) is issuing an updated version of the Governmentwide Dismissal and
Closure Procedures (Procedures) to assist agencies during emergencies,
severe weather conditions, natural disasters, and other incidents or hazards
that cause disruptions to Federal Government operations. The effective
application of these Procedures allows the Government’s vital business to
continue without compromising the safety of our employees and the general
public during emergency situations.
Washington, DC, Operating Status Announcements
In the Washington, DC, area, OPM issues operating status announcements
that apply to employees working in all Executive agencies with offices
located inside the “Washington Capital Beltway.” (Note: Throughout these
Procedures, the phrase “Washington, DC, area” means the area located
inside the Washington Capital Beltway.) In the event of an area-wide work
disruption, agencies should avoid taking independent action because
changes in the commuting hours of Federal employees can result in
significant disruption of the highway and mass transit systems. Federal
agencies following OPM’s operating status announcements and policies
allows for appropriate coordination with municipal and regional officials, and
can reduce disruption of the highway and transit systems. This can both
reduce traffic congestion and result in treating impacted employees as
consistently as possible.
Announcements on the status of Government operations in the Washington,
DC, area will be available on the OPM website. Additionally, the OPM Alert
mobile app allows employees to instantly view the current and active
operating status for the Washington, DC, area and to sign up for optional
push notifications when status changes occur. Employees are encouraged to
download the OPM Alert mobile app.
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Operating Status Announcements in Other Locations
Employees working in Federal agency offices located outside of the
“Washington Capital Beltway” must follow the operating status
announcements issued by their agency. Federal field office heads generally
make workforce status decisions for their agencies’ employees and report
those workforce status decisions to their agencies’ headquarters. Agencies
located outside the “Washington Capital Beltway” should consider
Governmentwide operating status announcements when developing local
operating status announcements. Employees should always check their
agencies’ operating status. Agency-issued operating status announcements
should include procedures concerning telework, arrival and departure times,
and leave requests. Announcements on the status of Government
operations outside the Washington, DC, area will be communicated to
employees by each agency with offices in the impacted area using the
methods commonly employed by the agency for this purpose.
Federal Executive Boards (FEBs) are currently located in 28 metropolitan
areas that are major centers of Federal activity. In these areas, the FEBs
provide up-to-date, accurate, and consistent information so Federal field
office heads can make informed decisions on operating status
announcements for their employees in those areas. While the FEBs can
provide a recommendation, each Federal field office head makes the
operating status decision (announcement) for employees of the field office.
Communicating Expectations
In an emergency situation, timing is crucial. Federal agencies and
employees must be prepared to respond immediately to an emergency
situation whether it be a snow, hurricane, or other emergency. It is
imperative that agencies educate supervisors and employees on the proper
protocol to follow when an emergency occurs. This includes the designation
of emergency employees and educating both agencies and employees on
roles and responsibilities.
Supervisors and employees must be educated on the operating status
announcements located in the Procedures and be able to act when an
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operating status is announced. It is important that supervisors and
employees understand which human resources flexibilities are available to
them during each type of operating status announcement, such as
unscheduled telework, unscheduled leave, leave without pay, alternative
work schedule day off, etc. These agency policies and procedures will inform
employees of what is expected of them when an operating status is
changed. In addition, agencies’ written telework agreements, remote work
agreements, and collective bargaining agreements must comply with
applicable statutory and regulatory requirements.
Thank you for your cooperation and support as we continue to work together
to support the safety of our employees and the continuity of our Federal
Government.
Kiran A. Ahuja
Director
Governmentwide Dismissal and Closure Procedures
Table of Contents
I. General Policies and Procedures ................................................. 1
A. Telework .......................................................................................... 1
B.
Unscheduled Telework ........................................................................ 3
C.
Remote Work .................................................................................... 4
D.
Weather and Safety Leave .................................................................. 5
E.
Interaction of Weather and Safety Leave and Telework/ Remote Work ...... 5
F.
Employees on Preapproved Leave (Paid or Unpaid) or Other Paid Time Off . 8
G.
Employees on Alternative Work Schedules ............................................ 10
I
I. Communicating Expectations .................................................... 12
A. Emergency Employees....................................................................... 13
1.
Designation of Emergency Employees ............................................... 13
2.
Interaction of Weather and Safety Leave and Emergency Employees ..... 15
B.
Roles and Responsibilities .................................................................. 15
1.
OPM Responsibilities ....................................................................... 15
2.
Agency Responsibilities ................................................................... 17
3.
Employee Responsibilities ................................................................ 19
I
II. Operating Status Announcements ............................................. 20
A. Governmentwide Operating Status Announcements ............................... 20
B.
Standard Operating Status Announcements .......................................... 21
1.
Open ............................................................................................ 21
2.
Open with Option for Unscheduled Leave or Unscheduled Telework ....... 21
3.
Delayed Arrival .............................................................................. 22
4.
Early Departure ............................................................................. 27
5.
Office Closure ................................................................................ 32
6.
Shelter-In-Place ............................................................................. 36
C.
Application to the Washington, DC, Area .............................................. 37
A
ppendix: Announcements on the Status of Federal Government
Operations ................................................................................ 41
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I. General Policies and Procedures
The Governmentwide Dismissal and Closure Procedures (Procedures) guide
agencies in managing their employees in response to emergencies, severe
weather conditions, natural disasters, and other incidents that cause
disruptions of Government operations—consistent with applicable statutory
and regulatory requirements. The policies and procedures apply when an
authorized official determines that Federal employees are prevented from
safely traveling to or safely performing work at an approved work location.
The inability to safely travel to an approved work location may result in
“closure” of a Federal office (i.e., closed to the public and non-emergency
employees) for the full day or authorization of a delayed arrival.
Authorization of an early departure may be based on unsafe conditions at
the work location or unsafe travel conditions affecting travel from the work
location, both of which make it unsafe for the employee to continue to
perform work at the location. For continuity of operations, it is critical for
certain Government operations to continue functioning even when Federal
offices are closed.
A. Telework
The Federal Government uses telework, among other flexibilities, as a way
to promote continuity of operations by allowing Federal employees to
continue their work at an approved alternative worksite. During the COVID-
19 pandemic, maximum telework has been utilized to support the safety of
the Federal workforce while allowing agencies to continue performing
mission critical functions and operations. Telework has shown to be an
effective tool in continuing the important work of the Federal Government
during emergency situations.
A telework program participant is an eligible employee who voluntarily
participates in an agency telework program and has an established
arrangement with their agency under which the employee is approved to
telework, including on a routine or situational basis. (A telework program
participant may also be referred to as a “telework-ready employee” or
“telework employee” in these Procedures.)
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Agencies should review telework eligibility for all employees to maximize
telework capabilities. In particular, agencies should carefully review the
eligibility of those employees who teleworked during the COVID-19
pandemic and whose position may have been deemed ineligible to telework
in the past. This distinct group of employees should be permitted to sign
written telework agreements if their position is now deemed to be eligible to
telework following the maximum telework posture.
Note 1: An employee/position that was permitted to perform maximum
telework during the COVID-19 pandemic should be deemed eligible to
perform telework and have a written telework agreement even if the
employee is only authorized to telework on an occasional or situational (ad
hoc) basis.
Agencies must incorporate telework policies into their Continuity of
Operations (COOP) plans. A COOP plan with telework incorporated allows an
agency to supersede any standard telework arrangements during a time
period during which that agency is operating under the COOP plan. Thus,
agencies will be able to expand their telework capabilities and have more
employees telework during any future declared COOP event.
Agencies should also at least annually review and as needed, update their
current telework policies and execute (or renew) written telework
agreements for those employees who are telework program participants.
Special attention should be paid to employees who telework only on an
occasional or situational (ad hoc) basis so that they are prepared to telework
during events or circumstances that disrupt or prevent commuting or
reporting to the office. The key to the successful use of situational (ad hoc)
telework is an effective telework program in which employees regularly
practice teleworking.
An employee who is approved to telework on a situational basis is
considered to be continuously participating in a telework program even if
there are extended periods during which the employee does not perform
telework.
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Note 2: An employee’s participation in a telework program is voluntary;
thus, an agency may not compel an employee to participate in a telework
program, even if some or all of the duties of the position can be performed
at an alternative location. At the same time, telework is not an employee
entitlement, but a flexibility approved at an agency’s discretion.
In addition, given recent agency actions to improve cybersecurity practices,
we strongly encourage agencies to take steps to prepare telework-ready
employees to effectively telework and have access to agency IT systems and
networks, as may be necessary, should emergency or weather conditions
arise that warrant the use of telework.
Note 3: If not already completed, agencies should review their current
telework agreements, agency policies, and COOP plans and make any
necessary changes based on lessons learned from the COVID-19 pandemic.
Employees whose jobs are conducive to telework should be prepared to
telework for continuity of operations should a weather or other emergency
condition occur that requires a maximum telework posture. Telework
program participants are generally not entitled to weather and safety leave.
B. Unscheduled Telework
OPM strongly encourages agencies to permit a telework program participant
to perform unscheduled telework when an operating status announcement
includes “unscheduled telework”—if such action would not unduly interfere
with mission accomplishment. As required by the agency’s policies and
procedures, and subject to any applicable collective bargaining requirements
(as consistent with law), an employee must notify their supervisor of the
intent to perform unscheduled telework.
In establishing policies for unscheduled telework, agencies should avoid
creating unnecessary barriers for employees when unscheduled telework is
announced. Since the unscheduled telework option maintains productivity
and continuity of operations, OPM strongly believes the best course of action
is for agencies to be as accommodating as possible to employees who wish
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to perform unscheduled telework. Employees must follow their own
agency’s procedures when unscheduled telework is an option.
Finally, agencies should remind those employees who elect to perform
unscheduled telework that they must have an appropriate amount of work to
complete during the workday at home. If an employee does not have
enough work, they must either take unscheduled leave for the entire
workday or use a combination of unscheduled telework and unscheduled
leave to account for any hours not worked.
C. Remote Work
Remote work is defined as an alternative work arrangement that involves an
employee performing their official duties at an approved alternative worksite
away from an agency worksite, without regularly returning to the agency
worksite during each pay period, consistent with the agency’s remote work
policy, a remote work agreement between the agency and the employee,
and for positions identified by the agency to eligible for remote work.
A remote worker whose home is considered the employee’s official worksite
is generally not granted weather and safety leave when the employee’s
parent office (i.e., the office where the employee would work but for the
remote work arrangement) is closed, since the employee is able to safely
perform work at an approved location. Weather and safety leave may be
appropriate if the employee is unable to safely perform work at the
employee’s home. Remote workers must follow their agency’s policies,
procedures, and any applicable collective bargaining requirements, or
contact their supervisors for further information and instructions.
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Example: Alex is a remote worker in the Washington, DC, area. Alex does
not report to the agency headquarters; instead, he works from his home in
Annapolis, MD. A major snowstorm hits the Washington, DC, area. OPM
announces that all Federal offices will be closed. Alex does not receive
weather and safety leave due to his status as a remote worker. Alex is not
prevented from safely performing work at an approved location (e.g., the
approved alternative worksite). (See 5 U.S.C. 6329c(b) and 5 CFR
630.1605(a)(1).) Alex should continue to work as scheduled or request
leave or other paid time off.
D. Weather and Safety Leave
A Federal agency may provide weather and safety leave to an employee or a
group of employees who are prevented from safely traveling to or
performing work at an approved location due to: (1) an act of God; (2) a
terrorist attack; or (3) another condition that prevents the employee or
group of employees from safely traveling to or performing work at an
approved location.
OPM’s regulations and Procedures make clear the circumstances in which
weather and safety leave may be used. Operating status announcements
issued by agencies must use the term “weather and safety leave” when an
agency is approving an absence without charge to leave or loss in pay due to
severe weather and other qualifying emergency situations covered by 5
U.S.C. 6329c. Agencies should work with the administrators of their
timekeeping and payroll systems to properly record and report weather and
safety leave (5 CFR 630.1607). Corresponding internal agency policies
should also be consistent with law and OPM regulations.
E. Interaction of Weather and Safety Leave and Telework/ Remote
Work
Under OPM’s weather and safety leave regulations, all telework program
participants and remote workers are ineligible for weather and safety leave
when a closure is announced except in rare circumstances when one of the
exceptions under 5 CFR 630.1605(a)(2) applies. Generally, remote workers
and employees participating in a telework program must remote work or
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telework (as applicable), take other leave (paid or unpaid) or paid time off
(as approved by the agency), or a combination of both, unless an exception
applies.
Exceptions an agency may consider:
• Unexpected weather. An agency may provide weather and safety leave
to a telework-ready employee who, in the agency’s judgment, could not
have reasonably anticipated the severe weather or other emergency
condition and therefore did not take home needed equipment or work.
(For example, an area weather forecast changes dramatically during the
weekend so an employee cannot reasonably be expected to telework on
Monday.)
Note: Generally, agencies will not be able to provide weather and safety
leave to remote workers during unexpected weather or other emergencies.
A remote worker will have the necessary equipment available at the
alternative worksite.
• Unsafe work site. An agency may provide weather and safety leave to a
telework-ready employee or remote worker who is prevented from safely
working at the telework site/ remote work site (such as by loss of
electricity, flooding, a roof collapse, etc.) as a result of the severe
weather or other emergency event. In this case, the home or other
approved work site is also impacted in such a way that work cannot
be safely performed.
Note: Generally, agencies will not be able to provide weather and safety
leave to a telework program participant or remote worker who is not
prevented from working safely at an approved telework site. Such
employees will not be provided weather and safety leave as they are not
prevented from safely performing work at an approved location. (See 5
U.S.C. 6329c(b) and 5 CFR 630.1605(a)(1).)
Agencies should implement sound human capital policies and procedures
regarding telework/ remote work and the various weather and safety leave
exceptions. Agencies have the discretion to make those exceptions
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consistent with the regulatory provisions for weather and safety leave.
Those exceptions, and the procedures under which an agency may provide
weather and safety leave, should be clearly communicated to agency
employees.
Agencies should address in their telework and remote work policies potential
situations that may prevent or impact an employee’s ability to effectively
perform their duties at home. This includes policies regarding the conditions
under which employees may telework during a Federal office closure, even if
they have a young child or other person requiring the presence of a
caregiver in the home. However, if these circumstances diminish an
employee’s ability to perform their duties via telework during official hours of
work, the employee may not be eligible to work under these conditions. It
may be possible for an employee on a flexible work schedule to take unpaid
breaks to attend to non-work responsibilities, which could enable the
employee to be fully productive during claimed hours of work. Or an
employee could be allowed to take leave or other paid time off to cover
periods during scheduled working hours the employee is unable to perform
their duties.
An agency policy allowing an employee to work when a young child or other
person requiring the presence of a caregiver is present in the home should
provide that any time spent caring for such individuals is not considered
hours of work. The employee would be expected to account for their
scheduled tour of duty and take the appropriate leave (paid or unpaid) or
other paid time off (e.g., previously earned credit hours or compensatory
time off) to account for the time spent away from normal work-related
duties. The employee should not be granted weather and safety leave for
the non-work time that occurred during the employee’s tour of duty for the
workday.
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Example: Stacey is a Federal employee who is a remote worker. She also
has a 7-year-old son who lives in her home. A major snowstorm causes her
son’s school to close for the day. Stacey’s agency permits employees under
limited circumstances to work when children are in the home. However,
employees may only count those hours during which actual agency work is
performed. Any time Stacey spends providing care to her son may not be
counted as hours of work. Stacey finds she can work during the morning for
5 hours but needs to take leave in the afternoon to care for her son. Stacey
may not be granted weather and safety leave and must take 3 hours of paid
or unpaid leave or other paid time off.
F. Employees on Preapproved Leave (Paid or Unpaid) or Other Paid
Time Off
OPM’s weather and safety leave regulations do not allow employees to
receive weather and safety leave for hours during which those employees
are on preapproved leave or other paid time off. (See 5 CFR 630.1606(c).)
Periods of paid leave include annual and sick leave. Other paid time off
includes credit hours, compensatory time off, and time off award hours.
Agencies should not approve weather and safety leave for an employee, who
in the agency’s judgment, requests to cancel their preapproved leave (paid
or unpaid) or paid time off primarily for the purpose of obtaining weather
and safety leave. If the employee was not expected to report to duty during
a period for which weather and safety leave might otherwise have been
authorized, there is generally no need for the agency to provide weather and
safety leave to relieve the employee from their obligated workday (e.g.,
work hours). Supervisors may request sufficient information or
documentation to show that granting weather and safety leave is
appropriate—for example, documentation that the same weather/safety
event caused cancellation of travel plans or of a doctor’s appointment.
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Example 1 - Preapproved Annual Leave for Out-of-Area Trip Not
Impacted by Weather Event: Jon is a Federal employee who is scheduled
to take annual leave for vacation covering February 3-10. On February 4, a
massive snowstorm hits the Washington, DC, area. OPM announces that
Federal offices are closed on February 4-7. Upon return from vacation on
February 10, Jon requests to have his annual leave replaced with weather
and safety leave for February 4-7. Jon’s request is denied, since he was on
preapproved leave and was not expected to perform work or travel to the
approved worksite. Weather and safety leave may be granted only to
employees who are prevented from safely traveling to or safely performing
work at an approved work location due to a weather or other emergency
event.
Example 2 - Preapproved Annual Leave in Trip Cancellation Scenario:
Rachel is a Federal employee stationed in New York City who is scheduled to
take annual leave for a California vacation covering December 15-31. She is
a remote worker. On December 15, a major snowstorm hits the New York
City area. Rachel’s agency announces that agency offices in New York City
are closed on that day. Rachel’s flight to California on the morning of
December 15 is cancelled due to the snowstorm. Rachel requests to cancel
her annual leave on December 15, since the snowstorm caused her travel
plans to change. The agency approves the leave cancellation and Rachel
performs work during the snowstorm. She is not provided weather and
safety leave.
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Example 3 - Preapproved Sick Leave Example: Ray is a Federal
employee who works in the Washington, DC, area. He is scheduled to be on
sick leave for the entire day for a scheduled outpatient procedure on
February 5. Due to a snowstorm, his office is closed on February 5.
Because of the same snowstorm, Ray’s outpatient procedure is also
cancelled. Ray requests to cancel his sick leave due to the cancellation of
the outpatient procedure. His agency determines that Ray should be
permitted to cancel his sick leave since the request for sick leave is no
longer valid. Since Ray is unable to use his sick leave for the purposes
intended and he is not a telework program participant, he may be granted
weather and safety leave.
Example 4 - Preapproved Leave without Pay (LWOP) Example: Sally,
a Federal employee who works in the Washington, DC, area, is on LWOP
under the Family and Medical Leave Act (FMLA) from January 2 to March 30
to recover from surgery. OPM announces that Federal offices are closed on
February 4-7 due to a massive snowstorm. Sally requests weather and
safety leave for the February 4-7 closure. Sally’s request is denied, since
she was on preapproved LWOP and not expected to perform work or to
travel to an approved worksite. In other words, her choice to use LWOP—
not the snowstorm—prevented her from working or having to travel to a
worksite.
G. Employees on Alternative Work Schedules
There are two types of alternative work schedules (AWS): flexible work
schedules (FWS) and compressed work schedules (CWS). Under a FWS
program, an employee has an 80-hour biweekly basic work requirement that
allows an employee to determine their own schedule within the limits set by
the agency, while under a CWS program the work schedule is fixed with no
flexibility. Both FWS and CWS programs may permit an employee to
complete their basic work requirement in less than 10 workdays in a
biweekly pay period, in which case the employee would be entitled to an
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AWS day off (i.e., FWS day off, CWS day off). For more information on
AWS, please see OPM’s Handbook on Alternative Work Schedules.
Note: An employee is not entitled to an “in-lieu-of” AWS day off when a
closure occurs on the scheduled AWS day off. The AWS day off must be
treated the same as any other non-workday (Saturday and Sunday for most
employees).
Agencies should establish policies concerning weather and safety leave and
alternative work schedules. In particular, agencies may establish policies
that would allow an employee participating in the FWS program to move
their FWS day off to cover a day when the employee would be otherwise
expected to work (e.g., telework or remote work) or take leave that the
employee has earned. This policy could be used when there is an
announcement allowing unscheduled leave or unscheduled telework on a day
on which an employee had been scheduled to work. Agency policies could
allow an employee to change their FWS day off to be used on the day
impacted by the operating status announcement allowing use of unscheduled
leave. The employee would have no work or leave requirement on the
impacted day, since it is now the employee’s FWS day off. The employee
would now work a full workday on the day that had been scheduled to be the
employee’s FWS day off.
Similarly, if there is an announcement that agencies are closed, an impacted
employee who is a telework program participant or remote worker would not
receive weather and safety leave (unless a regulatory exception applies) and
would be expected to either telework or remote work, or use regular leave
(or other paid time off). An agency policy could allow such an employee to
change their FWS day off to the impacted day to eliminate the requirement
to use regular leave (or other paid time off) or telework. The employee
would now work a full workday on the day that had been scheduled to be the
employee’s FWS day off.
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Example 1: Ryleigh is a Federal employee working at the Department of
Agriculture. She participates in her agency telework program and is on a
flexible work schedule. Ryleigh typically has a regularly-scheduled FWS day
off on the second Friday of each pay period. A winter storm occurs on the
first Tuesday of the pay period. Ryleigh’s agency announces that her office
is closed. She would be expected to either telework or take leave (paid or
unpaid) or other paid time off as she is a telework program participant.
However, agency policies allow Ryleigh to move her regularly-scheduled
FWS day off from the second Friday to the impacted day of the closure
announcement (first Tuesday) to allow her to take care of her toddler. She
opts to request this and does not have to telework or take leave or other
paid time off on Tuesday. Instead, her absence from work on the affected
day (Tuesday) is covered by her FWS day off, and the second Friday of the
pay period becomes a regular workday.
However, agency policies should not permit an employee to switch their
scheduled FWS day off to another workday when, in the agency’s judgment,
the change is being requested primarily for the purpose of allowing the
employee to receive weather and safety leave on the previously scheduled
FWS day off. If an employee is not scheduled to work, weather and safety
leave is not applicable because the day is a non-work day.
Example 2: Maria works for the Department of Transportation. She does
not participate in the agency telework program but does have a flexible work
schedule. Her regularly-scheduled FWS day off is on the second Monday of
the pay period. A major storm hits the area on the second Monday of the
pay period, and her agency announces her office is closed. Maria requests
to switch her FWS day off to the next day (Tuesday). Her agency denies the
request, since Maria was already scheduled to be off on Monday and, in the
agency’s judgment, the requested change is primarily for the purpose of
obtaining weather and safety leave. Also, Maria does not receive an “in-lieu-
of” FWS day off.
II. Communicating Expectations
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Agencies must clearly communicate expectations to supervisors and
employees in preparation for days on which a change in the operating status
occurs. It is important that each employee understand what an OPM
operating status announcement means and how to react. This requires
agencies to update (as necessary) their internal polices, including COOP
plans and telework agreements, to reflect employee requirements under
emergency operating procedures. Agencies must also provide guidance on
human resources flexibilities that are available to employees during specific
agency operating procedures—e.g., unscheduled telework, unscheduled
leave, leave without pay, AWS day off. In an emergency situation, timing is
very important. Employees must understand and be able to act immediately
under their own agency’s procedures when unscheduled telework or
unscheduled leave are options, or when telework agreement provisions
requiring them to work when the Federal Government is closed have been
triggered.
A. Emergency Employees
Emergency employees are those employees who are expected to report to
their worksite or begin teleworking (as permitted) on time unless otherwise
directed by their agencies during an operating status announcement.
1. Designation of Emergency Employees
OPM advises agencies to designate in advance those emergency employees
who are critical to agency operations (including security and infrastructure)
in dismissal or closure situations and who will be expected to work. Because
of the diversity in agency missions and employee occupations/skills, the
variable nature of the emergencies, weather and geographic conditions
specific to duty locations, and many other factors, OPM does not provide
standard Governmentwide definitions of emergency employees. Each
agency is in the best position and is responsible for determining its own
needs. Agency heads (or their designees, as applicable) are responsible for
making such determinations based on the agency’s unique mission
requirements and/or circumstances. Agency heads (or their designees, as
applicable) should make such determinations based on the agency’s unique
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mission requirements and/or circumstances. Such designations should be
communicated to impacted employees at least annually (preferably in
writing and well in advance) so employees can be prepared to support and
sustain agency operations.
When Government operations are disrupted and offices are closed for an
extended period of time, an agency may determine that changing
circumstances require employees who are not designated as emergency
employees to report for work. Consequently, each agency should establish a
procedure for notifying and recalling these employees. OPM advises
agencies to identify any employees who are expected to remain in contact
with their agencies at all times during dismissal or closure situations to
maintain continuity readiness. Such employees may be called to work
during emergencies dealing with national security, extended emergencies, or
other unique situations. An agency should anticipate the emergency
situations in which such employees will be expected to report for work at a
regular worksite or alternative worksite and any circumstances under which
employees will be permitted to telework, and should notify affected
employees of this policy. Agencies may issue communication devices and
other equipment to these employees to facilitate contact in emergency
situations.
When an operating status announcement is made that includes unscheduled
telework and unscheduled leave, and Federal offices are otherwise open,
OPM expects that employees will be empowered to make their decisions and
simply notify their agencies of their status for the day. This is the norm.
However, OPM recognizes that in rare circumstances, an agency may find it
necessary to require an employee who is not designated as an emergency
employee to report for an assignment that requires the employee’s presence
at the worksite (e.g., providing a presentation or performing administrative
duties at a pre-scheduled conference). This should not be a last-minute
surprise, but a special work circumstance that both the supervisor and
employee know about, discuss, and plan in advance as the special work
requirement evolves. This does not change the employee’s status to an
emergency employee, but recognizes that when the absence of an employee
would have an adverse impact on a special, pre-planned event, and Federal
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offices remain open, the employee will make every effort possible to report
to the worksite, as long as it is safe to do so. OPM strongly encourages
agencies to communicate expectations explicitly to its supervisors and
employees through internal agency policies, instructions, notices,
procedures, telework agreements and/or collective bargaining agreements to
avoid any confusion on a day when an operating status change is made.
2. Interaction of Weather and Safety Leave and Emergency
Employees
Emergency employees are expected to report to or remain at their worksite
unless otherwise directed by their agencies. Generally, emergency
employees do not receive weather and safety leave. (See 5 CFR
630.1605(b).) During certain emergencies, an agency may determine that
the circumstances have made traveling to or performing work at the
worksite unsafe for emergency employees. In these situations, the agency
may either require the emergency employee to work at another location or
determine that circumstances justify providing weather and safety leave to
emergency employees.
If an employee who is required to work fails to report for work without
adequate reason for their absence, the agency may place the employee on
absence without leave (AWOL), and the employee may potentially be
disciplined for AWOL by the agency. Each agency is responsible for
determining whether the employee has adequate reasons for their absence.
B. Roles and Responsibilities
The following section provides the roles and responsibilities for OPM,
agencies, and employees during severe weather and emergency situations.
1. OPM Responsibilities
In addition to providing the Federal Government’s operating status in the
Washington, DC, area, OPM has the authority to issue regulations and
guidance on weather and safety leave. The following specifies OPM’s
responsibilities both Governmentwide and in the Washington, DC, area.
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OPM’s Governmentwide responsibilities include:
• Issuance of guidance and regulations on workplace flexibilities. OPM
issues regulations governing various authorities used during emergency
situations, including weather and safety leave, evacuation payments, and
emergency leave transfer programs.
• Issuance of the Procedures. OPM issues the Procedures for departments
and agencies to use when preparing for an emergency or significant
weather event that creates a disruption or impacts one or more Federal
worksites.
• Issuance of Governmentwide Operating Status Announcements. OPM, in
consultation with OMB, issues any operating status announcement and
guidance that will be applicable Governmentwide (e.g., maximum
telework announcement in response to the circumstances of COVID-19).
OPM’s Washington, DC, Area responsibilities include:
• Coordination and consultation with regional officials. OPM works directly
with the Washington Metropolitan Council of Governments, including the
DC government, municipal and regional officials, along with the
Washington Metropolitan Area Transit Authority and other regional
transportation officials regarding how to respond to severe weather,
emergency situations, and other special events that cause disruptions in
the Washington, DC, area.
• Communication of any change to the operating status. OPM
communicates the Director’s final decision on the Federal Government’s
operating status in the Washington, DC, area, through media outlets,
social media, the OPM website, and the OPM Alert mobile app to reach its
customers—e.g., Chief Human Capital Officers, agencies, employees, and
others interested in following OPM’s operating status announcements
(e.g., private sector companies).
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2. Agency Responsibilities
Agencies must establish policies and procedures to be consistent with OPM’s
weather and safety leave regulations and these Procedures.
Agency responsibilities include:
• Issuance of operating status announcements. Outside of the Washington,
DC, area, agencies are responsible for issuing operating status
announcements, as necessary. Those announcements should use the
terminology set forth in this Governmentwide guidance. In the event of
atypical circumstances, agencies may issue a new or hybrid operating
status announcement to fit the particular situation, with full consideration
of the objectives of keeping employees safe and fostering continuity of
Government operations.
• Communication of expectations. Operating status announcements are
only effective if each employee understands what the announcement
means and how to react. Employees must understand which human
resources flexibilities are available to them during specific agency
operating procedures, such as unscheduled telework, unscheduled leave,
etc. Agencies should inform new remote workers of any agency policies
and procedures relating to operating status announcements. In an
emergency situation, timing is crucial.
• Incorporation of telework into Continuity of Operations (COOP) plans.
Agencies must incorporate telework into the agency COOP plan. This will
allow agencies to maximize their use of telework during a COOP event in
the future.
• Review and revision of telework agreements. Agencies should adjust
telework agreements to reflect weather and safety leave law, regulations,
and these Procedures and, where applicable, collective bargaining
agreements. It is important to note that agencies cannot provide
weather and safety leave to telework program participants who are not
prevented from working safely at an approved telework site during severe
weather or other emergency situations. Generally, a telework participant
18
will be expected to telework when Federal offices are impacted by severe
weather or an emergency situation.
• Designation of emergency employees. At least annually, agencies should
identify emergency employees and notify them in writing. The written
notice should include the requirement that emergency employees report
for work or remain at work (or work at home or report to an alternative
worksite) when Government operations are disrupted. The notice should
also include an explanation that announcements of unscheduled
leave/unscheduled telework, delayed arrival, early or immediate
departure, or Federal office closure do not apply to them unless they are
instructed otherwise. Agencies must notify employees that, if they are
required to report for work and fail to do so, they may be charged
absence without leave (AWOL) for the period not worked and may
potentially be disciplined for AWOL upon further determination by the
agency. In unique situations, an agency may determine that
circumstances justify providing emergency employees with weather and
safety leave. Telework agreements should include standard provisions
addressing employees who are emergency workers, including the
requirement for emergency workers to report to work or to an approved
alternative site when Government operations are disrupted.
• Establishment of internal agency policies on requesting workplace
flexibilities. Agencies should develop explicit procedures in advance
detailing the workplace flexibilities that employees may use during
emergencies. The procedures should specify how employees are to notify
their supervisor promptly of their intent to use unscheduled leave or
perform unscheduled telework prior to the start of the workday or as soon
as practicable. Agencies should also develop similar procedures for
employees to request unscheduled leave when announcing an early
departure with either a staggered or final departure time or an immediate
departure after the workday has already begun. Agencies must establish
internal policies for employees regarding the use of unscheduled leave
and flexible work schedules. This includes explicit policies on (1) the use
of leave without pay, (2) the appropriateness of allowing an employee to
change an FWS day off, and (3) the flexibility to rearrange starting and
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stopping times under a flexible work schedule—when an operating status
announcement is made that allows for these workplace flexibilities to be
used. Agencies should consult OPM’s Handbook on Alternative Work
Schedules to determine the “normal arrival and departure times” of
employees on flexible schedules.
• Establishment of internal agency policies on shelter-in-place. Agencies
should have shelter-in-place plans developed to use during certain
emergencies. These plans should be communicated clearly to their
employees and tested periodically.
• Tracking of weather and safety leave and work hours. Agencies must
develop systems to accurately track the number of hours that an
employee works (to include work performed via telework status) and/or is
provided weather and safety leave.
3. Employee Responsibilities
During an emergency situation or severe weather, employees will have to
decide on a course of action based upon the workplace flexibilities provided
under the operating status announcement made for the affected workday
contained within these Procedures.
Employee responsibilities include:
• Familiarization with operating status announcements. Employees should
review the various operating status announcements that are utilized and
discuss with their immediate supervisor or manager, if necessary.
• Preparation and planning. Employees should be prepared and plan ahead
when conditions indicate severe weather is possible. For employees
participating in a telework program, this includes taking any necessary
equipment, such as laptops, home prior to a forecasted weather event.
• Notification of supervisor/manager. Employees must notify their
immediate supervisor/manager of their status for the workday when an
operating status announcement is made.
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• Accurate reporting and accounting of work time. Employees must
accurately report and account for the number of hours in their scheduled
workday, through telework or remote work, leave (paid or unpaid), or a
combination of both.
III. Operating Status Announcements
This section provides policies and procedures that apply when OPM or an
agency issues an operating status announcement. Operating status
announcements are generally issued when weather or other emergency
conditions prevent Federal employees from safely traveling to or safely
performing work at an approved work location. The inability to safely travel
to an approved work location may result in “closure” of a Federal office for
the full day or an authorization of a delayed arrival. Authorization of an
early departure may be based on unsafe conditions at the work location or
unsafe travel conditions affecting travel from the work location, both of
which make it unsafe for the employee to continue to perform work at the
location. Depending on the conditions that affect a workday, the various
operating status announcements have different procedures and application
to an employee’s workday. It is important that employees understand what
each operating status announcement means and how it applies to them.
The use of operating status announcements is subject to applicable law,
regulations, agency policies and procedures, and any applicable collective
bargaining requirements (as consistent with law).
It is critical for certain Federal Government operations to continue to
function, even when Federal offices are closed. The successful use of these
operating status announcements, in conjunction with telework and other
workplace flexibilities, will allow for both the safety of Federal employees
and continuity of operations.
A. Governmentwide Operating Status Announcements
In rare circumstances, such as in response to the circumstances of COVID-
19, OPM will issue a Governmentwide operating status announcement that
impacts the entire Federal workforce within the United States.
Governmentwide operating status announcements will be coordinated with
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OMB and will be posted on OPM’s website. Any Governmentwide operating
status announcement will clearly state that it applies nationwide. Further
instructions on implementation of a Governmentwide operating status
announcement will come from both OPM and OMB.
B. Standard Operating Status Announcements
The operating status announcements described below (and listed in the
Appendix) should generally be used during weather events and other local
emergencies. Agencies should work to familiarize their employees with
these operating status announcements so employees are prepared to act.
An operating status announcement should identify the affected geographic
area. If the announcement affects only one agency or a selected group of
agencies, that information should be part of the announcement. In the
operating status announcements shown in the Appendix, we have placed
“specified Federal offices in specified locations” in brackets as a placeholder.
While an announcement heading may indicate there is an option for
unscheduled leave or unscheduled telework, agencies retain the discretion to
not allow the option of unscheduled leave or unscheduled telework for some
or all employees due to mission requirements. An agency may exclude that
option or limit its application, as appropriate.
1. Open
Federal agencies are “Open.” Employees are expected to begin the workday
on time. Normal operating procedures are in effect.
2. Open with Option for Unscheduled Leave or Unscheduled
Telework
Employees have the option to use unscheduled leave or unscheduled
telework. Employees must notify their supervisor of their intent to use
unscheduled leave or unscheduled telework (if the employee is a telework
program participant). Remote workers and employees regularly scheduled
to telework continue to work and may request to take unscheduled leave.
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Example 1: Steve works for the Department of the Interior in Idaho. He is
a participant in his agency’s telework program. A snowstorm hits that
impacts his worksite. Steve’s agency announces that the agency is open
with the option for “unscheduled telework or unscheduled leave.” Steve
notifies his supervisor that he intends to perform unscheduled telework and
starts to work at his normal start time.
In rare circumstances, an agency may find it necessary to require an
employee to report to work on a day when an unscheduled
leave/unscheduled telework operating status is made.
Example 2: Jennifer works for the Department of State in Washington, DC,
and participates in her agency’s telework program. Although Jennifer would
normally be permitted to take unscheduled telework, she is required to work
at an event that supports foreign area diplomats that are visiting the
Washington, DC, area. Jennifer’s supervisor requires her to report to the
office to work at the diplomatic event. Jennifer is not permitted to telework
from home or take leave. Generally, this will not be a last-minute surprise,
but a special work circumstance that both the supervisor and employee
know about, discuss, and plan in advance.
3. Delayed Arrival
During a delayed arrival operating status announcement, remote workers
and employees regularly scheduled to telework that day are expected to
begin work on time or request leave or other paid time off and should not be
granted weather and safety leave.
Option 3a: Open—X Hour(s) Delayed Arrival—with Option for
Unscheduled Leave or Unscheduled Telework
Employees should plan to arrive for work no more than X hour(s) later than
they would normally be expected to arrive. Employees who report to the
regular worksite are granted weather and safety leave for the hours between
the employee’s typical arrival time and the final reporting time, except that
such leave is reduced if the employee arrives at work before the final
reporting time.
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Note: A telework program participant with a scheduled in-office day
occurring on the delayed arrival operating status announcement day does
not need to perform telework in the morning if coming into the office and will
be granted weather and safety leave for the hours between the employee’s
typical arrival time and the actual reporting time. A telework employee
reporting to the office is provided the same amount of time to safely travel
into the office as is provided to other employees who commute to the
agency worksite.
As an alternative, eligible employees may notify their supervisors that they
are using the option of unscheduled leave or unscheduled telework (if
eligible) instead of reporting to the regular worksite, in which case they will
not receive weather and safety leave—and will be responsible for accounting
for the entire workday by taking other leave (or paid time off), performing
telework, or a combination of both.
Example 1: Julie works for the Federal Trade Commission in Chicago,
Illinois. She typically arrives at her worksite at 8:00 a.m. If a 2-hour
delayed arrival policy is announced by the Federal Trade Commission in
Chicago, she should arrive for work no later than 10:00 a.m. She will be
granted weather and safety leave for up to 2 hours, but may arrive at her
office earlier. The maximum amount of weather and safety leave that Julie
may be provided under this announcement is 2 hours.
Example 2: Nathan works for the Department of Interior. Nathan’s official
worksite prior to the COVID-19 pandemic was Washington, DC. Nathan is
now a remote worker in Florida. A snowstorm occurs during the workday
impacting Washington, DC. OPM announces a 2-hour delayed arrival. Since
Nathan is a remote worker in Florida, he does not receive any weather and
safety leave and will be expected to begin the workday on time or take leave
or other paid time off.
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Option 3b: Open—Delayed Arrival—Employees Should Report To
Their Office No Later Than XX:XX—With Option for Unscheduled
Leave or Unscheduled Telework
Employees should plan their commutes to arrive at the worksite by no later
than the final reporting time in the announcement. Employees who report to
the worksite are granted weather and safety leave for the hours between the
employee’s typical arrival time and the final reporting time, except that such
leave is reduced if the employee arrives at work before the final reporting
time. (See Example below.)
If employees choose to use unscheduled telework versus reporting to the
worksite, they will not receive weather and safety leave for the delayed
arrival period since they would not be impacted by the conditions under
which the announcement was made. In this scenario, weather and safety
leave is provided only to those employees who report to the regular office
location.
25
Example 1: Elizabeth works for the Department of Agriculture while Doug
works for the Department of Education. They both work in Iowa. Following
a snowstorm, a delayed arrival is announced stating all employees must
arrive no later than 11:00 a.m. The delayed arrival announcement also
advised that employees have the option of unscheduled leave or
unscheduled telework. Elizabeth typically arrives at her worksite at 7:00
a.m. She will be granted weather and safety leave for up to the number of
hours during the period between her typical arrival time and the final
reporting time specified in the announcement. Thus, the maximum amount
of weather and safety leave that she may be provided under this
announcement is 4 hours (the period of time between 7:00 a.m. and 11:00
a.m.). If Elizabeth actually arrives at work at 10:30 a.m., she would only be
granted 3.5 hours of weather and safety leave and would begin working at
10:30 a.m. Meanwhile, Doug, who participates in his agency’s telework
program, notifies his supervisor that he will perform unscheduled telework
on that same day. He begins work on time and works his regular tour of
duty. He does not receive any weather and safety leave as he did not
commute to his regular office location. Doug must telework for the entire
workday, or, if he chooses to work less than a full workday, he must request
leave (paid or unpaid) or other paid time off, or use some combination of
telework and leave (or other paid time off).
As discussed in Option 3a, employees who request unscheduled leave or
other paid time off under a delayed arrival announcement will be charged
leave or other paid time off for the entire period of their workday.
Employees will not receive weather and safety leave for the number of hours
that are provided to employees who commute to their worksite.
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Example 2: Jane works for the Department of Energy in Topeka, Kansas.
Following an ice storm, a delayed arrival announcement is made by the
Department of Energy in Topeka, Kansas, stating all employees must arrive
no later than 2 hours past the employee’s normal arrival time. The delayed
arrival announcement also advised that employees may request unscheduled
leave (paid or unpaid) or other paid time off or unscheduled telework for the
day. Jane notifies her supervisor that she would like to take unscheduled
leave (in the form of annual leave) for the day and not commute to the
worksite. Jane is charged annual leave for her entire workday and is not
provided any weather and safety leave.
Another option for Jane, who works under a flexible work schedule (FWS)
that contains an FWS day off, would have been to request to move her FWS
day off to cover this period of absence (rather than taking annual leave), if
allowable under her agency’s internal FWS work scheduling policies and if
the FWS day off had not already been taken during the pay period.
Agencies may grant, on a case-by-case basis, additional weather and safety
leave to employees who report to the worksite after the final reporting time
in the announcement when the employee’s late arrival time is due to
circumstanced beyond the control of the employee.
Example 3: Bruce works for the Department of Homeland Security in
Washington, DC and is not eligible for telework. Bruce typically arrives at
the worksite around 9:00 a.m. and the commute takes around 45 minutes.
Following a snowstorm, a delayed arrival announcement is made by OPM
stating all employees must arrive to their office by no later than 11:00 a.m.
Bruce departs his home at 9:30 a.m. to arrive at the office by 11:00 a.m.
However, due to poor driving conditions, Bruce arrives at 11:30 a.m.
Bruce’s supervisor determines that his arrival after 11:00 a.m. was beyond
Bruce’s control and grants an additional 30 minutes of weather and safety
leave.
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4. Early Departure
Because of a weather or other safety-related emergency, agencies may need
to allow their employees to depart work before the end of the workday.
There are several options for managing early departures. In two of the
options below (4a and 4b), early departure is managed by staggering the
departures based on when each employee’s workday would normally end.
While the descriptions of these options reflect the default methods of
staggering departures, agencies issuing operating status announcements in
areas outside of Washington, DC, may choose to use a different method of
staggering departures and adjust the operating status announcement
accordingly.
Option 4a: Early Departure – X Hour(s) Staggered Release
Employees depart a set number of hours earlier than their normal departure
times and will be granted weather and safety leave for the number of hours
remaining in their workday, except as otherwise provided for telework
program participants and remote workers.
Remote workers must continue to work during an early departure
announcement or take unscheduled leave or other paid time off, or a
combination of both, for the remainder of their tour of duty and should not
be granted weather and safety leave.
Example 1: Kate works for the Internal Revenue Service in Syracuse, New
York. She works from 9:00 a.m. until 5:30 p.m. each day and does not
participate in her agency’s telework program. In anticipation of a major
blizzard forecast to hit the region, a 3-hour staggered early departure is
announced by the Internal Revenue Service in Syracuse, New York. Kate
may leave work 3 hours earlier than normal (2:30 p.m.) and will receive
weather and safety leave for the remainder of her workday (2:30-5:30
p.m.).
28
Example 2: Tanner works for the Department of Education in Minneapolis,
Minnesota, from 8:00 a.m. to 4:30 p.m. He does not participate in his
agency’s telework program. Tanner attends a mid-day doctor appointment
from 1:00 – 2:30 p.m. on Tuesday for which he is using preapproved sick
leave. A snowstorm occurs during the workday on Tuesday impacting
Minneapolis. The Department of Education in Minneapolis announces a 3-
hour staggered early departure, which would normally result in a 1:30 p.m.
departure for Tanner. Tanner was able to keep his doctor appointment as
scheduled. Tanner will remain on preapproved sick leave between 1:00-
2:30 p.m. even though an early departure has been announced. He will
receive weather and safety leave for the remainder of his workday after the
completion of his doctor appointment (2:30-4:30 p.m.).
Example 3: Harold works for the General Services Administration. Harold’s
official worksite prior to the COVID-19 pandemic was Washington, DC.
Harold is now a remote worker in North Carolina. A snowstorm occurs
during the workday impacting Washington, DC. OPM announces a 3-hour
staggered early departure. Since Harold is a remote worker in North
Carolina, he does not receive any weather and safety leave and will be
expected to complete the remainder of the workday or take leave or other
paid time off.
Telework program participants working in the office when an early departure
is announced generally may receive weather and safety leave only for the
amount of time required to commute home (excluding the period of time for
an unpaid lunch break, if applicable). This means that telework program
participants must complete the remaining time (if any) in their workday by
either teleworking or taking leave (paid or unpaid) or other paid time off
once they arrive home unless one of the exceptions under 5 CFR
630.1605(a)(2) applies.
29
Example 4: Jon works for the Railroad Retirement Board in Chicago, Illinois.
He currently participates in his agency’s telework program. Jon’s agency
recommends a 3-hour staggered early departure due to a major snowstorm
in Chicago. Jon normally works from 8:00 am to 4:30 p.m. and is currently
working in the office. Jon may leave the Chicago office at 1:30 p.m. and
commute home. Jon arrives home at 2:30 p.m. and completes the
remainder of his workday via telework. He will receive weather and safety
leave for the period it took for him to commute home (1:30-2:30 p.m.). If
Jon chooses not to complete the remainder of the workday once he arrives
home, he must request unscheduled leave or other paid time off for the
remainder of the day (from 2:30-4:30 p.m.) or a combination of both leave
or other paid time off and telework.
If an employee arrives home after their workday has concluded, there are no
hours remaining in the workday. Therefore, the employee would not be
required or expected to work.
Remote workers and employees who were already performing telework when
an early departure announcement is made must continue to telework or take
unscheduled leave or other paid time off, or a combination of both, for the
remainder of their tour of duty unless one of the exceptions under 5 CFR
630.1605(a)(2) applies.
Note: Employees who depart prior to their staggered early departure times
may request to use unscheduled leave (paid or unpaid) or other paid time
off and will not be granted weather and safety leave. A telework program
participant may complete the remainder of their workday via telework, upon
supervisory/management approval. An employee will be in an unscheduled
leave (non-work) status during the commute time home when he or she
chooses to leave prior to the scheduled departure time in the
announcement.
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Option 4b: Early Departure - X Hour(s) Staggered Release – All
Employees Must Depart No Later Than XX:XX
Employees depart a set number of hours earlier than their normal departure
time and will be granted weather and safety leave for the number of hours
remaining in their workday (i.e., daily tour of duty established for purposes
of charging leave), except as otherwise provided for telework program
participants. All employees are required to depart the office by the final
departure time at which point the office is closed.
Telework program participants working in the office when an early departure
is announced may receive weather and safety leave only for the amount of
time required to commute home (excluding the period of time for an unpaid
lunch break, if applicable). This means that telework program participants
must complete the remaining time in their workdays by either teleworking or
taking other leave or paid time off once they arrive home unless one of the
exceptions under 5 CFR 630.1605(a)(2) applies.
Remote workers and employees who were already performing telework when
an early departure announcement is made must continue to telework, take
unscheduled leave or other paid time off, or a combination of both, for the
remainder of their tour of duty unless one of the exceptions under 5 CFR
630.1605(a)(2) applies.
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Example: Ashley works for the Federal Aviation Administration in Cleveland,
Ohio. She works from 9:30 a.m. to 6:00 p.m. and does not participate in
her agency’s telework program. A crippling ice storm is forecast to hit the
Cleveland area with the major impact occurring after 3:00 p.m. The
Cleveland FEB recommends a 3-hour staggered early departure with all
employees departing no later than 2:30 p.m. The Federal Aviation
Administration in Cleveland, Ohio, agrees with the Cleveland FEB’s
recommendation and communicates the operating status announcement to
its Federal Aviation Administration employees in Cleveland. Ashley will
depart at 2:30 p.m. as the final departure time occurs earlier than her
staggered departure time (3:00 p.m.) would have. She will receive weather
and safety leave for the remainder of her workday (3.5 hours) because she
is not a telework program participant.
Option 4c: Immediate Early Departure
Employees working in the office must depart immediately and will receive
weather and safety leave for the number of hours remaining in their
workday, except as otherwise provided for telework program participants.
Telework program participants working in the office may receive weather
and safety leave only for the time it takes to commute home from the office
(excluding the period of time for an unpaid lunch break, if applicable). This
means that a telework program participant must complete the remaining
time in the workday by either teleworking from home, requesting other
leave or paid time off, or a combination of both. Remote workers and an
employee already performing telework when an immediate departure
announcement is made must continue to work, request unscheduled leave or
other paid time off, or a combination of both, for the remainder of their tour
of duty and will not receive weather and safety leave unless one of the
exceptions under 5 CFR 630.1605(a)(2) applies.
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Example 1: An earthquake hits a Naval Base in San Diego, California, and
the base commander believes it is necessary to close the building to check
for structural damage. The base commander announces an immediate
departure at 12:00 p.m. (noon) out of concern for the safety of employees.
Jack typically works from 8:00 a.m. to 4:30 p.m. and participates in his
agency’s telework program. He leaves the base at 12:00 p.m. (before
having his unpaid lunch period, which must be taken between 11:30 a.m.
and 1:30 p.m. under agency rules) and arrives home at 12:30 p.m. Jack
receives weather and safety leave for his 30-minute commute. He will
complete the workday by taking his half-hour lunch period before 1:30 p.m.
and by either teleworking or taking leave or other paid time off, or a
combination of both, to cover the remainder of the workday.
A telework program participant may be provided weather and safety leave
for the remainder of the workday if, in the agency’s judgment, he or she
could not have reasonably anticipated the severe weather or emergency and
thus is not prepared to telework. (See 5 CFR 630.1605(a)(2)(i).)
Example 2: Linda works for the Internal Revenue Service in Indianapolis,
Indiana, and is an agency telework program participant. A fire breaks out in
her building during her lunch period while she is away from the office, and
her agency announces an immediate departure for all employees working in
the building. Linda is not permitted to reenter the building to retrieve her
laptop, which is needed to telework for the remainder of her workday. Her
agency determines that the facts warrant an allowed exception as she could
not anticipate the fire. The agency provides Linda with weather and safety
leave for the remainder of the workday under the 5 CFR 630.1605(a)(2)(i)
exception.
5. Office Closure
The office is closed for weather/safety reasons and maximum telework is in
effect. In general, employees will be granted weather and safety leave for
the number of hours they were scheduled to work unless they are (1) an
emergency employee, (2) a telework program participant, (3) a remote
worker, (4) on official travel outside of the duty station, (5) on preapproved
33
leave (paid or unpaid) or other paid time off, or (6) on an AWS day off or
other non-workday.
Exception for Weather and Safety Leave (Remote Work and
Telework Rule)
Remote workers and telework program participants do not receive weather
and safety leave when a closure is announced. Instead, they must work for
the entire workday, take other leave (paid or unpaid) or other paid time off,
or use a combination of work hours and leave or other paid time off unless
one of the regulatory exceptions discussed further in this section applies.
Example 1 - No Weather and Safety Leave for Telework Program
Participants: Bob works for the Department of Agriculture in Topeka,
Kansas, and participates in his agency’s telework program. His office is
closed due to a major blizzard on a Monday. Bob has a current, signed
telework agreement that permits him to work from home one day per week.
The telework agreement does not have specific language addressing weather
and safety leave during an office closure. Bob’s home is not affected by the
storm in a way that affects his ability to telework, and Bob has his
equipment and work files. As required by the law and regulations governing
weather and safety leave, Bob is not granted weather and safety leave, since
he is not prevented from safely performing work at an approved location
(i.e., Bob’s home). Instead, Bob must either telework for his entire
workday, request leave (paid or unpaid) or other paid time off, or use a
combination of telework and leave or other paid time off.
34
Example 2 - No Weather and Safety Leave for Remote Workers:
Conrad works for the Department of Transportation as a remote worker in
Alabama. Conrad’s home is the approved alternative worksite. A severe ice
storm hits the local Alabama area, and a recommendation is made for all
Federal offices in the area to be closed for the day. Conrad’s home is not
affected by the storm in a way that affects his ability to remote work. As
required by the law and regulations governing weather and safety leave,
Conrad is not granted weather and safety leave, since he is not prevented
from safely performing work at an approved location. Instead, Conrad must
either remote work for his entire workday, request leave (paid or unpaid) or
other paid time off, or use a combination of remote work and leave or other
paid time off.
While the general rule prohibits weather and safety leave for remote workers
and telework program participants, OPM’s regulations do allow for certain
exceptions. A telework program participant may be provided weather and
safety leave if, in the agency’s judgment, they could not have reasonably
anticipated the severe weather or emergency and thus were not prepared to
telework. (See 5 CFR 630.1605(a)(2)(i).)
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Example 3 - Exception to Weather and Safety – Telework Rule:
Susan works for the Department of Homeland Security in North Carolina and
participates in her agency’s telework program. She has a current, signed
telework agreement that permits her to work from home one day per week.
When Susan teleworks, she must bring her work laptop from her office to
her home. The weather forecast on a Friday calls for mild temperatures and
light rain the following Monday. Susan doesn’t plan to telework Monday, so
she does not bring her laptop home. The weather forecast changes
dramatically during the weekend and a large snowstorm hits the area.
Susan’s office is closed Monday and, under the general rule barring weather
and safety leave during a closure for employees participating in a telework
program, she normally would not receive weather and safety leave.
However, her agency determines that the facts warrant an allowed exception
as the agency policy does not require employees to bring home necessary
work and equipment, such as their laptops, on a daily basis. Susan could
not reasonably anticipate the snowstorm in order to prepare to telework by
bringing her laptop home. The agency provides Susan with weather and
safety leave for the day under the 5 CFR 630.1605(a)(2)(i) exception.
Additionally, 5 CFR 630.1605(a)(2)(ii) provides another exception that
permits agencies to provide weather and safety leave to a telework program
participant if the employee is prepared to work at the telework site but is
prevented from safely working there due to the severe weather or
emergency situation. Agencies may consider exercising their authority to
grant weather and safety leave to telework program participants and remote
workers on a case-by-case basis (e.g., for
electricity/infrastructure/connectivity issues).
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Example 4 - Exception to Weather and Safety – Telework Rule: Ray
works for the Department of the Interior in Maine and participates in his
agency’s telework program. He has a current, signed telework agreement
that permits him to work from home two days per week. His office is closed
due to a major blizzard on a Friday. Ray intends to telework from home and
has all the necessary equipment and materials to perform work.
Unfortunately, the high winds from the blizzard resulted in a power outage
to his home, and Ray is unable to work at his telework site. Ray’s agency
determines that weather and safety leave would be appropriate under these
circumstances since agency telework policies require electricity for a location
to be an approved telework location.
An agency can choose not to provide weather and safety leave under the
5 CFR 630.1605(a)(2)(i) and (ii) exceptions when severe weather can
reasonably be predicted and an employee has not taken the necessary steps
to prepare for teleworking.
Example 5 - Telework Exception Not Applicable: Weather forecasts
have been widely calling for a major snow event to occur on Wednesday in
New York. Marci’s agency has a policy that requires employees to be
prepared to telework throughout the year by monitoring weather forecasts
and bringing home computer equipment in response to any potential
weather event. As forecasted, the snowstorm occurs Wednesday, resulting
in a decision to close the office. Marci is expected to telework but she
cannot because she did not bring home her laptop and/or work assignments.
Her agency chooses not to provide weather and safety leave to her because
she failed to make the necessary preparations to telework. (See 5 CFR
630.1605(a)(3).) Marci must take leave (paid or unpaid) or other paid time
off to account for her workday.
6. Shelter-In-Place
Shelter-in-place procedures are conducted when employees (and visitors)
must remain in the office or take immediate shelter in a readily accessible
interior location to protect themselves. A shelter-in-place may be activated
for a variety of reasons, which could include severe weather (e.g.,
37
tornadoes) or danger from exposure to outside contaminants in the event of
a release into the atmosphere of hazardous materials such as radiological,
biological, or chemical contaminants. It is anticipated that a shelter-in-place
announcement would be extremely rare and likely would be in effect for a
relatively short period of time. This operating status announcement is not
intended to supersede any agency-specific shelter-in-place plans or
procedures, and agencies retain the authority to act on their own without a
shelter-in-place operating status announcement, as circumstances dictate.
Employees should follow their agency’s emergency procedures for shelter-in-
place announcements. Employees should remain in their designated safe
area until they are notified by agency officials that they may return to their
offices or leave their worksites. During a shelter-in-place emergency,
employees may be restricted to their agency’s premises for periods beyond
their normal tour of duty because of events beyond the agency’s control.
Unless employees are required to perform work, they will not be entitled to
any additional pay for this extended period. The Comptroller General has
ruled that periods of time during which an employee is required to remain at
a work location are not considered compensable hours of work if the
employee is detained for reasons that are not under the control of the
agency or are not related to work requirements. (See Comptroller General
opinion B-187181, October 17, 1977.)
Remote workers and employees performing telework are expected to
continue working during the shelter-in-place unless affected by the
emergency or otherwise notified by their agencies.
C. Application to the Washington, DC, Area
OPM provides the operating status for all Federal Executive agencies in the
Washington, DC, area. The currently approved operating status
announcements are listed in the Appendix and may also be found on the
OPM website.
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Operating Status for the Washington, DC, Area
OPM issues operating status announcements for employees in all Executive
agencies with offices located inside the “Washington Capital Beltway” (the
freeway that encircles the Nation’s capital). In addition, some agencies may
decide to apply the same announcement procedures to facilities located in
the portions of the counties and jurisdictions that are outside of the Capital
Beltway, but adjacent to the District of Columbia (i.e., portions of
Montgomery and Prince George’s Counties in Maryland; portions of Fairfax
County (including the independent city of Fairfax surrounded by Fairfax
County) and the independent city of Alexandria in Virginia). However,
agencies may decide to develop separate plans for these facilities since
Federal offices in areas outside the Capital Beltway may be subject to
different weather and traffic conditions than those inside the Beltway. In
very rare circumstances, OPM may issue guidelines affecting agency facilities
outside the Washington Capital Beltway.
Note: OPM operating status announcements in the Washington, DC, area do
not apply to employees of the legislative branch, judicial branch, U.S. Postal
Service, the government of the District of Columbia, or private sector
entities, including contractors. These entities may choose to implement and
follow OPM’s operating status announcements, but are not required to do so.
Importance of Following OPM Announcements for Washington, DC,
Area Emergencies
In order to enhance safety and productivity, it is essential that covered
Federal agencies and employees follow OPM operating status
announcements for area-wide emergencies or special events that create a
disruption in the Washington, DC, metropolitan area. The operating status
announcements apply to employees working in all Executive agencies with
offices located inside the “Washington Capital Beltway.” These Procedures
are based on the principle that the Federal Government’s vital business must
be carried out without compromising the safety of our employees and the
general public. In the event of area-wide work disruptions, agencies should
avoid independent action because changes in the commuting hours of
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Federal employees can result in dramatic disruption of the highway and
mass transit systems. Following OPM’s announcements and policies will
allow for coordination with municipal and regional officials, and will reduce
disruption of the highway and transit systems. In addition, following OPM’s
operating status announcements and policies will both reduce traffic
congestion and support consistent treatment of affected employees.
Agency-Specific Announcements
For agency-specific emergencies, each agency is in the best position to
determine the appropriate course of action. For example, power outages,
building fires, or localized flooding could affect one or several facilities
without requiring all agencies to take action. Agencies have the authority to
release employees and/or close individual facilities on a localized, building-
by-building basis. Each agency should have a method for communicating
and updating operating status announcements to employees as part of the
agency’s emergency procedures. This can include communications via
email, phone, text messaging, or other electronic formats.
Additional Operating Status Announcements for the Washington, DC,
Area
Over the years, the Washington, DC, area has experienced a wide variety of
weather phenomena including historic amounts of snowfall, ice storms,
earthquakes, high winds, and hurricanes. These events have shown us that
no two emergencies are exactly alike. Therefore, as a general principle,
agencies and employees in the Washington, DC, area should be aware that
OPM may need to issue a new or hybrid operating status announcement and
should be prepared for OPM to do so at any time, depending on the
particulars of the emergency, for the safety of employees, and the need for
continuity of Government operations. OPM will always attempt to use the
published operating status announcements found in the Appendix.
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Note: Announcements on the status of Government operations in the
Washington, DC, area will be available on the OPM website. Additionally, the
OPM Alert mobile app allows employees to instantly view the current and
active operating status for the Washington, DC, area and to sign up for
optional push notifications when status changes occur.
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Appendix: Announcements on the Status of Federal
Government Operations
The U.S. Office of Personnel Management (OPM) provides the following
announcements that should be used Governmentwide to announce the
operating status of an office, agency, or geographic area. In the case of
announcements issued by OPM for offices located inside the “Washington
Capital Beltway” area, all Federal Executive agencies are covered. For other
announcements issued by agencies in other locations, responsible agency
officials must identify the affected agency(ies), office(s), and/or the affected
geographic area. (See bracketed language regarding “specified Federal
offices at specified locations.”)
As a general principle, agencies may issue a new or hybrid operating status
announcement at any time, depending on the particulars of an emergency,
for the safety of employees and continuity of Government operations.
Agencies should always attempt to use OPM’s published operating status
announcements. In rare circumstances, a Governmentwide operating status
announcement may be issued.
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Announcement What Announcement Means
Open
“[The specified Federal offices at specified locations are] Open.”
Employees are expected to begin the workday on time. Normal operating procedures are in effect.
Open With Option
for Unscheduled
Leave or
Unscheduled
Telework
“[The specified Federal offices at specified locations are] Open and employees have the Option for
Unscheduled Leave or Unscheduled Telework.”
Telework Employees Not Scheduled to Telework must report to the office on time or notify
their supervisor of their intent to use unscheduled leave or unscheduled telework. Employees who
request unscheduled telework must be prepared to telework, take unscheduled leave or other paid
time off, or a combination—thereby accounting for the entire workday.
Remote Workers and Telework Employees Scheduled to Telework are expected to begin their
workday on time unless requesting unscheduled leave.
Non-Telework Employees must report to the office on time or notify their supervisor of their
intent to use unscheduled leave.
Emergency Employees are expected to report to their worksites on time unless otherwise directed
by their agencies.
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Announcement What Announcement Means
Open – X Hour(s)
Delayed Arrival –
With Option for
Unscheduled Leave
or Unscheduled
Telework
“[The specified Federal offices at specified locations are] Open under a X Hour(s) Delayed Arrival
and employees have the Option for Unscheduled Leave or Unscheduled Telework. Employees
should plan to arrive for work no more than X hour(s) later than they would normally be expected to
arrive.”
Telework Employees Not Scheduled to Telework and Requesting Unscheduled Telework
must be prepared to telework, take unscheduled leave or other paid time off, or a combination—
thereby accounting for the entire workday. In general, weather and safety leave is not available to
telework employees who do not report to the office.
Remote Workers and Telework Employees Scheduled to Telework are expected to begin their
workday on time unless requesting unscheduled leave. In general, weather and safety leave is not
available to remote and telework employees who do not report to the office.
Non-Telework Employees, and Telework Employees Not Scheduled to Telework and Not
Requesting Unscheduled Telework are expected to either report to the office and be granted
weather and safety leave for up to XX hour(s) past their normal arrival time or request unscheduled
leave for the entire workday. Weather and safety leave is not available to those employees
requesting unscheduled leave.
Emergency Employees are expected to report to their worksite on time unless otherwise directed
by their agencies.
Employees on Preapproved Leave (paid or unpaid) or other paid time off (e.g., compensatory
time off, credit hours)—including an employee who requests unscheduled leave or other paid time
off—generally should be charged leave or other paid time off and not receive weather and safety
leave.
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Announcement What Announcement Means
Open – Delayed
Arrival –Employees
Should Report To
Their Office No
Later Than XX:XX –
With Option for
Unscheduled Leave
or Unscheduled
Telework
“[The specified Federal offices at specified locations are] Open under a Delayed Arrival where
employees should Report To Their Office No Later Than XX:XX and have the Option for
Unscheduled Leave or Unscheduled Telework.”
Telework Employees Not Scheduled to Telework and Requesting Unscheduled Telework
must be prepared to telework, take unscheduled leave or other paid time off, or a combination—
thereby accounting for the entire workday. In general, weather and safety leave is not available to
telework employees who do not report to the office.
Remote Workers and Telework Employees Scheduled to Telework are expected to begin their
workday on time unless requesting unscheduled leave. In general, weather and safety leave is not
available to remote and telework employees who do not report to the office.
Non-Telework Employees, and Telework Employees Not Scheduled to Telework and Not
Requesting Unscheduled Telework are expected to either report to the office and be granted
weather and safety leave for the hours between the employee’s normal arrival time and the
reporting time specified in the announcement, except that such leave is reduced if the employee
arrives at work before the announced reporting time or request unscheduled leave for the entire
workday. Weather and safety leave is not available to those employees requesting unscheduled
leave.
Emergency Employees are expected to report to their worksite on time unless otherwise directed
by their agencies.
Employees on Preapproved Leave (paid or unpaid) or other paid time off (e.g., compensatory
time off, credit hours)—including an employee who requested unscheduled leave or other paid time
off—generally should be charged leave or other paid time off and not receive weather and safety
leave.
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Announcement What Announcement Means
Early Departure - X
Hour(s) Staggered
Release
“Employees of [specified Federal offices at specified locations] are authorized for Early Departure.
Employees should depart X Hour(s) earlier than their normal departure times and may
request Unscheduled Leave to depart prior to their staggered departure times.”
Telework Employees at the Office will receive weather and safety leave only for the amount of
time required to commute home. Once these employees arrive at home, they must complete any
remaining portion of the workday by teleworking, taking unscheduled leave (paid or unpaid) or
other paid time off, or a combination.
Telework Employees Performing Telework are expected to continue working and generally may
not receive weather and safety leave. They must account for the entire workday by teleworking,
taking unscheduled leave (paid or unpaid) or other paid time off, or a combination.
Remote Workers are expected to continue working and generally may not receive weather and
safety leave. They must account for the entire workday by working, taking unscheduled leave (paid
or unpaid) or other paid time off, or a combination.
Non-Telework Employees at the Office will be dismissed from their office X hour(s) early
relative to their normal departure times and will be granted weather and safety leave for the
number of hours remaining in their workday.
Emergency Employees are expected to remain at their worksite unless otherwise directed by their
agencies.
Employees Departing the Office Prior to Their Early Departure Time may request to use
unscheduled leave (paid or unpaid) or other paid time off. Such employees will not be granted
weather and safety leave for any part of the workday.
Employees on Preapproved Leave (paid or unpaid) or other paid time off—including an employee
who has requested unscheduled leave before an early departure is announced—generally should
continue to be charged leave or other paid time off during the scheduled time and should not
receive weather and safety leave.
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Announcement What Announcement Means
Early Departure - X
Hour(s) Staggered
Release– All
Employees Must
Depart No Later
Than XX:XX
“Employees of [specified Federal offices at specified locations] are authorized for Early Departure.
Employees should depart X Hour(s) earlier than their normal departure time and may request
Unscheduled Leave to depart prior to their staggered departure time. All employees Must
Depart no later than XX:XX at which time Federal offices are Closed.”
Telework Employees at the Office will receive weather and safety leave only for the amount of
time required to commute home. Once these employees arrive at home, they must complete any
remaining portion of the workday by teleworking, taking unscheduled leave (paid or unpaid) or
other paid time off, or a combination.
Telework Employees Performing Telework are expected to continue working and generally may
not receive weather and safety leave. They must account for the entire workday by teleworking,
taking unscheduled leave (paid or unpaid) or other paid time off, or a combination.
Remote Workers are expected to continue working and generally may not receive weather and
safety leave. They must account for the entire workday by working, taking unscheduled leave (paid
or unpaid) or other paid time off, or a combination.
Non-Telework Employees at the Office will be dismissed from their office X hour(s) early
relative to their normal departure time
but no later than the final departure time XX:XX (as
applicable) and will be granted weather and safety leave for the number of hours remaining in their
workday.
Emergency Employees are expected to remain at their worksite unless otherwise directed by their
agencies.
Employees Departing the Office Prior to Their Early Departure Time or the Final Departure
Time (whichever is applicable) may request to use unscheduled leave (paid or unpaid) or other paid
time off. Such employees will not be granted weather and safety leave for any part of the workday.
Employees on Preapproved Leave (paid or unpaid) or other paid time off—including an employee
who has requested unscheduled leave before an early departure policy is announced—generally
should continue to be charged leave or other paid time off during the scheduled time and should not
receive weather and safety leave.
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Announcement What Announcement Means
Immediate Early
Departure
“[The specified Federal offices at specified locations] are Closed and on-site employees should
Depart Immediately.”
Telework Employees at the Office will receive weather and safety leave only for the amount of
time required to commute home. Once these employees arrive at home, they must complete any
remaining portion of the workday by teleworking, taking unscheduled leave (paid or unpaid) or
other paid time off, or a combination.
Telework Employees Performing Telework are expected to continue working and generally may
not receive weather and safety leave.
Remote Workers are expected to continue working and generally may not receive weather and
safety leave.
Non-Telework Employees at the Office will be granted weather and safety leave for the number
of hours remaining in their workday.
Emergency Employees are expected to remain at their worksite unless otherwise directed by their
agencies.
Employees Departing Prior to the Immediate Departure Time may request to use
unscheduled leave (paid or unpaid) or other paid time off. Such employees will not be granted
weather and safety leave for any part of the workday.
Employees on Preapproved Leave (paid or unpaid) or other paid time off—including an employee
who has requested unscheduled leave before an immediate departure policy is announced—
generally should continue to be charged leave or other paid time off during the scheduled time and
should not receive weather and safety leave.
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Announcement What Announcement Means
Office Closure
“[The specified Federal offices at the specified locations are] Closed. Maximum Telework is in
effect.”
Telework Employees are expected to work. Generally, telework employees may not receive
weather and safety leave.
Remote Workers are expected to work. Generally, remote workers may not receive weather and
safety leave.
Non-Telework Employees generally will be granted weather and safety leave for the number of
hours they were scheduled to work. However, weather and safety leave will not be granted to
employees who are on official travel outside of the duty station or on an Alternative Work Schedule
(AWS) day off or other non-workday.
Emergency Employees are expected to report to their worksite unless otherwise directed by their
agencies.
Employees on Preapproved Leave (paid or unpaid) or other paid time off generally should
continue to be charged leave or other paid time off and should not receive weather and safety leave.
Shelter-In-Place
“[The specified Federal offices at specified locations] are under Shelter-In-Place procedures and
are Closed to the Public.”
Employees Located at the Office should follow their agency’s emergency procedures for shelter-
in-place. Employees should remain in their designated safe area until they are notified by agency
officials that they may return to the office or leave the worksite.
Remote Workers and Telework Employees performing work outside of the agency worksite
(e.g., at home, an approved alternative location, etc.) are expected to continue working when there
is a shelter-in-place incident at their agency worksite unless affected by the emergency or otherwise
notified by their agencies.
