Policy 3.805

Emergency or Disaster Compensation and Cost Policy

1. Purpose. To provide guidance on employee compensation to be paid to District employees performing work during the occurrence of an emergency or disaster, and to ensure the District's compliance with requirements of the Federal Emergency Management Agency of the US Department of Homeland Security.

2. Definitions. For the purposes of this policy, the following terms have the following definitions.

   1. Disaster shall be defined as provided in Section 252.34 (1), Florida Statutes, as now or hereafter amended.

      1. Emergency shall be defined as provided in Section 252.34 (3), Florida Statutes, as now or hereafter amended.

      2. Essential Employees mean employees designated by the District's continuity plan or such employees as designated by the Superintendent as being needed for work during a particular emergency.

      3. Nonessential Employees means employees designated by the District's continuity plan or such employees as designated by the Superintendent as not being needed for work during a particular emergency.

3. Statement of Policy. In accordance School Board Policy 1.012, the Superintendent will determine when to close District locations for emergency or disaster situations. An Executive Order by the Governor may supersede or supplement the emergency or disaster policy. Upon determination that District operations may resume, the Superintendent will determine when this emergency policy is deactivated.

4. Compensation and Reporting of Time during an Emergency/Disaster.

   1. Employees on pre-approved sick, vacation or FMLA leave will be deducted in the normal manner during an emergency or disaster.

   2. All hours worked will be in the form of pay. No compensatory time will be reported for work during an emergency or disaster.

   3. A memo regarding pay treatment will be sent to School Principals and Department Heads following an emergency or disaster, from the Superintendent.

   4. Non-Essential Emergency or Disaster Employees:

      1. In the event of an impending or declared disaster or emergency, the Superintendent may direct employees to not report for their regular duty assignments.

      2. The Superintendent will determine the number of days paid, if any, for non-essential employees who are directed to not report to work.

      3. During the period of a disaster of emergency, employees should regularly contact their applicable department emergency activation call in number, monitor local radio and television stations for information and instructions, and when directed, to report back to work.

   5. Essential Emergency or Disaster Employees:

      1. Non-exempt employees (overtime eligible) that are required to work during an emergency will be paid time and one-half for all hours worked during the affected period not to exceed 16 hours in a 24-hour period; in addition employees will receive their regularly scheduled salary.

      2. Exempt employees in bargaining units, that are required to work during an emergency, will be paid straight time pay for all hours worked during the affected period not to exceed 16 hours in a 24-hour period, in addition to their regularly scheduled salary.

      3. Exempt employees in the non-bargaining unit that are required to work during an emergency will not be paid for the first 8 hours worked. Hours worked over the initial 8 hours will be paid at straight time pay not to exceed 16 hours in a 24-hour period, in addition to their regularly scheduled salary.

      4. The provisions of subparagraph 4.e.i., ii. and iii herein shall not apply to School Police law enforcement personnel who are paid during emergencies/disasters pursuant to a contract with the Palm Beach County Board of County Commissioners.

5. Documentation of Emergency or Disaster Personnel and Other Costs.

   1. The Superintendent, or his designee, shall establish the procedures for the proper documentation of employee work performed during a response to an emergency or disaster. Such documentation shall be used by the Superintendent, or designee, to seek any applicable state or federal reimbursement associated with the emergency or disaster.

   2. It will be the School Principal's and Department Head's responsibility to immediately document and verify hours worked by an essential employee or any other costs associated with an emergency or disaster. It is important to carefully review the hours submitted.