Important - Attendance Reporting Instructions and Pay - Emergency Campus Closure November 14-25

Monday, November 26, 2018

Attendance Reporting Instructions and Pay Emergency Campus Closure

Dear Colleagues,

As you are aware, due to the Camp Fire that created unhealthy air quality conditions in the Bay area, President Wong cancelled classes and closed the main campus, the downtown campus and the Romberg Tiburon campus effective Thursday, 5 p.m. November 15 through Sunday, November. 25, 2018.  

Emergency Campus Closure Leave

As stated in President Wong’s communication, Faculty and staff were not required to take personal time on Friday due to the campus closure.  In addition, pursuant to instructions from the Chancellor’s Office, “Emergency campus closure leave shall be granted to all employees who are both scheduled to work and are denied access to the campus during the period(s) of closure.”  Specifically, employees, both exempt and non-exempt, do not need to charge sick, vacation, personal holiday or CTO to cover the day(s) they were normally scheduled to work during the campus closure period.  Employees shall receive regular pay for the closure day(s), which includes shift-differential pay or other supplemental pay the employee would have normally received.  Hourly intermittent and hourly student employees (Student Assistants, Work Study, Academic Student Assistants, etc.), shall receive pay based on their scheduled work hours, if any, during the campus closure day(s).  Please report these hours as regular hours using the same process for reporting time for hourly employees.

Pre-scheduled sick or vacation time during campus closure period

Employees with previously scheduled sick leave, vacation, personal holiday, or CTO will use appropriate leave accruals for that time, unless in conflict with their collective bargaining agreement (CBA).

Additionally, employees who would have been absent on any day of closure because they were in non-pay status should not be granted emergency campus closure leave. Examples would be an employee under a disciplinary suspension or an employee in non-pay status because he/she has been on Absence Without Leave (AWOL).

“Essential Personnel” Required to work during Emergency Campus Closure Days

Essential personnel are individuals who are required to keep any critical functions running within an area during the University community closure. 

Exempt employees deemed Essential Personnel and who were required to work during the Emergency Campus Closure day(s) may receive equal informal time off as agreed upon by the employee and the appropriate administrator.

Non-exempt employees deemed Essential Personnel, who were required to work during the Emergency Campus Closure day(s), and who belong to only the following Bargaining Units shall receive regular pay and additional pay pursuant to the following provisions:


·       CSUEU (Units 2, 5, 7, 9): Article 20.36. Non-exempt personnel required to return to or remain at work shall receive emergency pay of an additional one-half (1/2) hour for each hour worked up to forty (40) hours per week.  Hours worked in addition to forty (40) hours per week shall be paid at time and one-half (the inclusion of the phrase “an additional” is for the purpose of clarification only). 

  • For example, if a non-exempt employee worked four (4) hours during the Emergency Campus Closure period, the employee would receive two (2) hours of additional pay based on their equivalent hourly rate.


·       SETC (Unit 6): Article 24.46 (c): "Emergency Pay" is a premium payment (exclusive of the employee’s regular pay), paid at one times the employee’s straight time rate of pay for each hour worked during the emergency when the campus is on administrative leave. At the discretion of management, emergency pay may be awarded as cash or CTO. If paid SETC-United/CSU Page 97 January 26, 2016 - June 30, 2019 Collective Bargaining Agreement as cash, the payment must be paid at the employee’s straight time rate. If credited as CTO, the hours credited must be on a straight time basis. 

Employees in all other bargaining units deemed ‘Essential Personnel’ and worked during the Emergency Campus Closure shall receive regular pay, based on their work schedule.  For Non-Exempt employees, overtime pay provisions shall apply, if applicable. 

Campus open

Employees who elected not to report to work, due to a natural disaster event, when there were no campus closures must use accrued vacation, personal holiday, CTO, or be placed on a leave of absence without pay, as appropriate.

For the forms and instructions on how to report hours worked for non-exempt employees who worked as ‘Essential Personnel’ for Bargaining Units CSUEU (Units 2, 5, 7, 9) and SETC (Unit 6) who receive additional pay.  Completed, signed forms are due to Payroll by November 29, 2018.

If you have questions regarding the forms and additional pay, as applicable, please contact the Payroll Representative for your area or Agnes Cheng, Assistant Payroll Director (5-4359 or You may contact me for additional questions.