Texas Children’s Emergency Pay Practices

The following information addresses the pay practices to be applied when Emergency Pay Practices are activated for Texas Children’s, typically during a Partial Activation or Full Activation of a declared emergency.

After an Alert Activation, the Executive responsible for the affected Texas Children’s entity(ies) and Executive HR Leadership will decide and announce the specific time for when and if the Emergency Pay Practices are activated. Emergency Pay Practices activation will override any existing and active special pay programs (i.e. Exempt Extra Shift, On-Call Pay, Facility Closure Pay, etc.), with the exception of shift differentials and charge pay.

All decisions are coordinated with Human Resources and Payroll prior to communication to Texas Children’s staff.

During this period, department leadership should maintain records of employees in attendance and document hours worked.

Pay Practices

Pay for Time Worked:

  • Non-exempt employees will be paid $5.00 per hour Emergency Pay in addition to their regular pay and overtime, if applicable, when engaged in work. Emergency Pay is in addition to applicable shift differentials, regardless of departmental shift eligibly designation.
  • Exempt employees will receive their normal pay. No additional timekeeping adjustments are required.

Pay for Off-Shifts:

  • Non-exempt employees who are required to stay at the facility during their time-off shift will be paid at their regular hourly rate for this time with overtime being calculated in accordance with FLSA guidelines (over 40 hours in the pay week). No Emergency Pay or shift differentials will be paid during Off-Shifts.
  • Exempt employees will receive their normal pay. No additional timekeeping adjustments are required.

Timekeeping and Occurrences:

  • Non-exempt and Exempt employees who do not report to work as scheduled due to the inclement weather or other reasons, will be paid from their PTO bank as PTU.
  • Non-exempt employees who are allowed to go home, sent home or told to stay home will have the option to be paid from their PTO bank or take the period off without pay.
  • Exempt employees who work any part of a day will be paid for the full day/shift, however Exempt employees who are told to stay home will need to use PTO. Time off will only be charged in periods of whole day/shift increments for Exempt employees.
  • Reference the Time Off Policy for additional information.

Pay for employees who have approved exemptions from Emergency Preparedness team assignments:

  • Employees who have approved exemptions from Emergency Preparedness team assignments (i.e., prep, ride out or relief teams) will be paid based on normal time off practices, outlined in the Time Off Policy.

Emergency Pay Practices Activation Do Not Apply to:

  • Employees who have scheduled PTO and are not called in to work.
  • Employees using EIB
  • Employees on an approved Leave of Absence.

Exceptions

Exceptions to these pay practices must be approved by the Executive responsible for the affected Texas Children’s entity(ies) and Executive HR Leadership. In the event of a longer than expected disaster, these pay practices are subject to change.

Texas Children’s Emergency Pay Practices Frequently Asked Questions

 How are Emergency Pay Practices activated?

  1. Emergency Pay Practices may be activated during a Partial Activation or Full Activation of a declared emergency. After an Alert Activation is declared by the Administrator On Call (AOC), the Executive responsible for the affected Texas Children’s entity(ies) and Executive HR Leadership will decide the specific date and time if/when Emergency Pay Practices are activated and inactivated. All decisions are coordinated with Human Resources and Payroll prior to communication to Texas Children’s staff.
  2. How will I know when the Emergency Pay Practices are activated? Global communications will be sent to all staff and leaders.
  3. Will Emergency Pay and shift differentials apply to the entire event. Emergency Pay Practices are not based on majority rules but on Emergency Pay Practices activation times. Emergency Pay for Non-exempt employees is paid for actual hours worked when clocking in during the designated Emergency Pay Practices activation window. Emergency Pay and shift differentials do not apply to Off-Shifts.
  4. What is an Off-Shift? An Off-Shift is a period of time when you are not engaging in work and are able to pursue personal activities but are still required to remain onsite during Ride Out.
  5. How do I track Off-Shifts in Kronos? Off-Shifts should be tracked via Kronos using the ‘Disaster Shift’ button only available on Kronos clocks and will not be available on Desktop applications. Off-Shifts should be tracked via Kronos using the ‘Disaster Shift’ button. After selecting the ‘Disaster Shift’ button, badge in and then select ‘Disaster Zone Off Shift Begin’ when you have disengaged from work and ‘Disaster Zone Off Shift End’ when you are going to reengage in work. Please reference the Disaster Shift Job Aide for procedural details.
  6. Is a meal break considered an Off-Shift? Yes, a meal break is considered an Off-Shift. Do not clock out for meal breaks, instead utilize the ‘Disaster Shift’ button on the Kronos clock to designate the beginning and end of the Off-Shift.
  7. How is the Emergency Pay added to my paycheck? Emergency pay for Non-exempt employees is automatically applied to worked time during the Emergency Pay Practices activation.
  8. During the Emergency Pay Practices activation, will I receive shift differential pay? During an Emergency Pay Practices activation, all Non-exempt employees will be eligible for shift differentials during working time, regardless of departmental shift eligibly designation during normal operations. Shift differentials will be paid according to the Differential PolicyExempt employees will receive their normal pay. No additional timekeeping adjustments are required.
  9. Will I be paid for Off-Shifts? Yes, regular pay and overtime, if applicable, will be paid during Off-Shifts; however, Emergency Pay and shift differentials will not be paid during Off-Shifts.
  10. How will employees be paid if they are told to report to work prior to their scheduled start time (e.g. night shift should report at 4:00 p.m.)? Non-exempt employees should clock-in when they arrive and will be paid in accordance with the Emergency Pay Practices. Exempt employees will receive their normal pay. No additional timekeeping adjustments are required.
  11. How are employees paid that volunteer to stay? Must be approved by their leader to volunteer. Non-exempt employees that volunteer to stay and are approved to work by their leader should clock-in when they arrive and will be paid in accordance with the Emergency Pay Practices. Exempt employees that volunteer to stay and are approved to work by their leader will receive their normal pay. No additional timekeeping adjustments are required.
  12. How will employees be paid if they are told to go home, but cannot physically go home due to inclement weather or other circumstances? If the employees are not working, they will have the option to be paid from their PTO bank or take the period off without pay. If the non-exempt employees are permitted to perform work, they should track their hours and will be paid in accordance with FLSA guidelines. Exempt employees who work any part of a day will be paid for the full day/shift, however Exempt employees who are told to stay home will need to use PTO. Time off will only be charged in periods of whole day/shift increments for Exempt employees.
  13. How do I track time off without pay? No action is needed for Non-exempt employees who decide to take time off without pay according to the guidelines outlined in the Emergency Pay Practices program summary above. Exempt employees who decide to take a full day off without pay according to the guidelines outlined in the Emergency Pay Practices program summary above should work with their leader to remove the corresponding day’s schedule from Kronos. The Exempt employee’s leader should also notify Kronos Timekeeping at kronostimekeepng@texaschildrens.org.