Emergency Conditions Pay (GA-46 Rev. 5)CITY OF DELRAY BEACH
ADMINISTRATIVE POLICIES AND PROCEDURES
DEPARTMENT: Human Resources POLICY NUMBER: GA-46
SUBJECT: Emergency Conditions Pay SUPERSEDES: Rev. 4
REVISION: 5 EFFECTIVE DATE: 11/7/2022
APPROVED BY: Terrence R. Moore, ICMA-CM,City Manager
PURPOSE
The purpose of this policy is to establish Emergency Pay guidelines for City of Delray Beach employees.
The implementation of the Emergency Pay Policy will occur automatically upon the declaration of a state
of emergency and will be applied to all employees unless otherwise determined by the specific provisions
of a Collective Bargaining Agreement.
RESPONSIBILITY
Once a state of emergency has been declared, , the City Manager or designee will determine who will work
during periods of declared emergency and/or the Emergency Operations Period. The Emergency
Operations Period is defined as the period of time when the City is otherwise closed for regular business
due to an emergency event.
Employees are required to report and/or remain at work when directed by the City Manager or designee
during a declared state of emergency and/or during the Emergency Operations Period.
POLICY
A.Authority
During a declared state of emergency, scheduled vacation leave may be cancelled at the City Manager’s
or designee’s sole discretion. Employees who are already on vacation when the emergency is declared
must make every effort to check with their supervisors for further instructions and may be required to report
back to work .
B.FEMA Requirements
For purposes of reporting and or possible reimbursement by the Federal Emergency Management Agency
(FEMA), all hours compensated during a declared emergency will be tracked both electronically and on
designated timesheets as directed by the City Manager or designee. Other requirements may apply, as
determined by the City Manager.
C.Reporting Requirements
Based on the type of activation, the City may need staff before, during, and after an actual emergency
event. Employees will be notified by their supervisor of their work status and schedule during the
Emergency Operations Period.
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GA 46 Rev. 5
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All employees must report to work as instructed by their supervisors and/or via the designated
notification system. If an employee does not report as directed and has not made attempts to contact
their supervisor with a valid reason for not reporting, the employee may be subject to disciplinary action,
up to and including termination of employment.
Employees who are required to work during the Emergency Operations Period may be assigned to other
departments, tasks or responsibilities not normally associated with their permanent position. This is
necessary for the general welfare and operation of the City during a declared emergency.
PROCEDURE
A.Emergency Pay for Non-Exempt Staff
1.Non-exempt fulltime employees, who are required to work during a declared emergency and/or
are scheduled to work within the Emergency Operations Period at the direction of the City
Manager or designee, shall receive time and one-half of their regular rate of pay for actual time
worked. Employees who are required to report to and/or remain at a staging area in advance
of their actual shift will be paid time and one half pay for all hours they are required to be at a
staging location.
There will be no duplication or pyramiding of overtime or premium pay for the same hours
worked, including, but not limited to call back and standby pay.
2.Non-exempt full-time employees who are regularly scheduled to work but are not required to
work during the Emergency Operations Period, will be released from duty and will be paid
regular pay during the Emergency Operations Period. . Such employees shall not receive any
other pay in addition to this paid emergency leave, whether or not they work remotely during
such a period. This emergency leave pay will not count toward overtime calculations.
3.If an employee has a normal scheduled day off during the Emergency Operations Period, he/she
will not be paid for those hours. Employees with previously scheduled approved time off who
are not required to work will be paid according to the applicable leave time policy.
4.Non-exempt part time employees who are scheduled to work but are not required to work during
the during the Emergency Operations Period will be released from duty and will be paid regular
pay for the declared emergency time frame, based on their standard schedule. Such employees
shall not receive any other pay in addition to this paid emergency leave, whether or not they
work remotely during such a period.
5.Non-exempt employees who are approved to work remotely during a declared state of
emergency shall not receive more than their regular hourly rate of pay; regular FLSA rules of
overtime apply for hours worked in excess of 40.
B.Emergency Pay for Exempt Staff
1.Exempt employees who are required to work during a declared emergency and/or are
scheduled to work within the Emergency Operations Period at the direction of the City Manager
or designee, shall receive time and one-half of their regular rate of pay for actual time worked.
Employees who are required to report to and/or remain at a staging area in advance of their
Emergency Conditions Pay
GA 46 Rev. 5
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actual shift will be paid time and one half pay for all hours they are required to be at a staging
location.
2. Exempt employees who are regularly scheduled to work but are not required to work during the
Emergency Operations Period, will be released from duty and will be paid regular pay for the
Emergency Operations Period. Such employees shall not receive any other pay in addition to
this paid emergency leave, whether or not they work remotely during such a period.
3. If an exempt employee has a normal scheduled day off during the emergency declared time
frame, he/she will not be paid for those hours. Employees with previously scheduled approved
time off who are not required to work will be paid according to the applicable leave time policy.
4. Exempt employees who are approved to work remotely during a declared state of emergency
shall not receive more than their regular pay.
C. Holidays
If the declared emergency occurs on a City-observed holiday and the employee is required to work,
the employee will receive emergency pay as indicated in Section A or Section B above and will
receive eight (8) hours holiday pay.
D. Payroll Adjustments
During a state of emergency, the City may process payroll based on estimated scheduled hours.
Any adjustments in pay, if required, may be made in a subsequent pay period. Full time employees
may be paid for their regularly scheduled hours based on their standard workweek. Regular part
time employees may be paid based on their standard schedule.
Emergency Pay Policy Rev 5 lg dd
Final Audit Report 2022-11-08
Created:2022-11-08
By:Brenda Vega (VegaB@mydelraybeach.com)
Status:Signed
Transaction ID:CBJCHBCAABAAJIEb1r51ZZArpE8_9pARlM361pPikg0Z
"Emergency Pay Policy Rev 5 lg dd" History
Document created by Brenda Vega (VegaB@mydelraybeach.com)
2022-11-08 - 7:04:01 PM GMT
Document emailed to Terrence Moore (moore@mydelraybeach.com) for signature
2022-11-08 - 7:05:01 PM GMT
Email viewed by Terrence Moore (moore@mydelraybeach.com)
2022-11-08 - 7:58:25 PM GMT
Document e-signed by Terrence Moore (moore@mydelraybeach.com)
Signature Date: 2022-11-08 - 7:58:30 PM GMT - Time Source: server
Agreement completed.
2022-11-08 - 7:58:30 PM GMT