108 Emergency Closures

Georgia State Seal

Georgia Department of Human Services
Human Resources Policy #108

Emergency Closures

Release Date:

September 1, 2003

Revised Date:

February 6, 2026

Next Review Date:

February 5, 2028

References:

O.C.G.A. § 45-20-16 — Rules for accrual of leave, holidays, and compensation for closing of state offices; utilization of accumulated sick leave; conversion to and use of personal leave; disapproval, contesting, and reacquisition of sick leave
Rules of the State Personnel Board 478-1-.16 — Absence from Work
Office of Planning and Budget Policy #7 — Rules, Regulations, and Procedures Governing Working Hours, the Payment of Overtime and the Granting of Compensatory Time

​Section A: Definition

  1. For the purpose of this policy, the phrase “Emergency Closures” is defined as office closings due to weather conditions or other emergency circumstances.

​Section B: Communicating Emergency Closures

  1. The Department of Human Services (DHS) Commissioner will be notified of any authorized changes to normal work hours if weather conditions or other emergency circumstances affecting all agencies statewide or within a geographic region develop during the workday. If such conditions develop during the night and warrant delayed opening or official closing, official announcements will be made by the Governor through the Governor’s official social media pages, online Executive Order access, and the following media outlets:

    1. In Metropolitan Atlanta: Television Broadcast Station WSB (ABC) Channel 2, and Radio Stations WSB AM 750 and WSB 95.5 FM will serve as official notification stations.

    2. In areas outside Metropolitan Atlanta: Local radio stations that are part of the Georgia Public Broadcast (GPB) will carry official announcements.

  2. Announcements will be made as soon as possible following any decision to close state operations in any area. Employees should review the Governor’s official social media pages, online Executive Order access and listen to one of the above stations for information about alternate work hours or office closings. Such announcements made from stations or platforms other than those listed above may be inaccurate.

  3. In the absence of official notification of delayed opening or office closure, employees are expected to report to work on time or contact their supervisor or other appropriate agency personnel, as directed by the DHS Commissioner or designee.

​Section C: Affected and Unaffected Employees

  1. When the Governor or DHS Commissioner or designee closes an office due to weather conditions or other emergency circumstances, affected employees are excused from duty without loss of pay as provided in this policy section. Employees who are not directly affected by an emergency office closure will not be excused from work.

    1. Employees directly affected by a closure:

      1. Employees who are scheduled to work in an affected area during an emergency office closure.

      2. Non-temporary salaried employees affected by a closure are paid for the scheduled work time they do not work because of the closure. This paid time off is not charged against their accrued leave.

      3. The following employees are not eligible for compensation for absences due to emergency closure:

        1. Unaffected Employees,

        2. All Temporary Employees,

        3. All Hourly Employees,

        4. Active, salaried, non-temporary employees who are rehired retirees of the Employees' Retirement System of Georgia while receiving retirement annuity payments during the first 1,040 hours of work performed in the calendar year.

    2. Employees unaffected by a closure include:

      1. Employees who were not scheduled to work in an affected area during an emergency office closure.

      2. Employees scheduled to use leave or compensatory time (as applicable) during an emergency office closure will be charged for that pre-approved leave or compensatory time, as they are considered unaffected by the closure.

      3. Employees referenced in Section D (1) and (2) below.

    3. Essential Staff

      1. DHS may determine it is essential to continue certain functions during an emergency office closure. Employees whose functions are deemed essential may be required to work, rather than being excused from duty.

        1. During an emergency closure, essential employees who are required to work must report to work and remain on duty for the entire shift or beyond their normal hours, if necessary. Division/Office leaders are responsible for preparing and reviewing a list of Essential Employees annually.

        2. Whenever there are weather conditions or other emergency circumstances which may result in a DHS office closure, Division/Office leaders are responsible for informing their staff, in writing, of the following:

          1. Designation as an “Essential Employee”,

          2. Assignment and the requirement to report, and

          3. Requirement to report to work on time for their regular work shift.

        3. Although non-essential staff will be on an authorized paid absence, essential employees will not have any right to additional absence or compensation for their time and will only be compensated as usual for time worked during their normal work schedule.

        4. Essential employees who are required to work additional time due to an office or facility closing will be compensated in accordance with the provisions of the Office of Planning and Budget Policy #7 — Rules, Regulations and Procedures Governing Working Hours, the Payment of Overtime and the Granting of Compensatory Time.

        5. Essential employees who fail to report to work may be subject to disciplinary action under DHS Policy #1201: Conduct Standards and Ethics in Government, and their absence will be charged to leave, as appropriate.

​Section D: Telework

  1. Employees who are scheduled to telework are not affected by an office closure. They are expected to telework or request leave as usual.

  2. During extenuating circumstances (e.g., natural disaster, an infectious disease outbreak, quarantine, or other crisis) the Governor or DHS Commissioner or designee may require all employees whose jobs are telework eligible to work remotely from home until notified otherwise.

​Section E: Accrued Leave Usage

  1. If an employee is absent from duty because of severe weather conditions or other emergencies that do not cause their office or facility to close, the absence will be addressed as follows:

    1. Make up time lost from work, if permitted by supervisor. In order to comply with the Fair Labor Standards Act (FLSA), a non-exempt employee must make up time during the same workweek as the time lost.

    2. Charge the period of absence to accrued compensatory time;

    3. Charge the period of absence to accrued annual leave;

    4. Charge the period of absence to personal leave;

    5. Telework (if determined appropriate by DHS and/or employee’s leadership team); or

    6. If none of the above options are available, place the employee on leave without pay for the period of absence.

For additional information or assistance, please contact your designated Human Resources Representative.