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Disaster Procedures

Disaster Procedures

Payroll Emergency Procedures

This site will be updated frequently, as new information becomes available.

Eligible Critical and Essential Personnel that were required to work during the emergency will receive compensation as follows for normally scheduled work hours and any eligible overtime as required by Fair Labor Standards (FLSA) or union contracts.

In addition, eligible employees will receive premium pay for all emergency hours worked at a rate of 150% (time and a half) if district operations are suspended and/or 100% (straight time) if district operations are maintained during the disaster event. 


All Payroll Emergency Time Entries

All hours worked before, during and after an emergency must be documented and tracked for payroll, FLSA, FEMA, and federal or state reimbursement. It is important to understand that power, network access, phones, and email might be limited or unavailable during an emergency. 

The following procedures must be followed until power is restored:

Print and Complete the Payroll Emergency Survival Guide (see link on right):

  • Instructions
  • Time Verification Record 
  • Disaster Staff Sign-In Sheet
  • Disaster Activity Log (worksheet only)

The following procedures must be followed when network access is available:

  • Use the Disaster Activity Log as a worksheet to enter all labor hours in myOCPS.
  • Complete the Time Verification Record (NON Kronos users only) for all  hours worked.
  • Ensure all hours have been reported based on the Sign-In Sheet at the
  • worksite.
  • Supervisors must sign all Time Verification Records (NON Kronos users only), approve labor hours and leave hours entered in MyOCPS, and reconcile all time and attendance records.
  • Copies of Time Verification Records and Sign-In Sheets (NON Kronos users only) must be maintained at the worksite and a copy sent to the primary worksite for each employee that worked during the emergency event.

Personnel:

During such events, Critical and Essential personnel are vital to the response and recovery from a disaster or emergency and will be required to work to ensure the safety and continued operations of the District. 

Employees required to work in critical or essential roles have been identified by the Chief level representative for each division.  Employees may be asked, by their supervisors, to perform duties in these capacities, which may be different from their permanent positions.  Proper tracking of all time worked prior to, during, and after an emergent event is paramount for FEMA and federal or state reimbursement.

  • Critical Personnel are staff in the following departments or categories:

    • District Police
    • Safety and Emergency Management
    • Media Relations/Public Relations
    • Others as designated

    The Chief of each are will identify the Essential Personnel in the following categories:     

    • School-Based Locations Identified as Shelters
    • Information Technology Services
    • Food and Nutrition Services
    • Transportation Services
    • Central Support Services
    • Building Code Compliance
    • Portable Operations
    • Facilities Maintenance
    • Environmental Compliance
    • Human Resources and Executive Services
    • Payroll Services
    • Office of Management and Budget
    • Risk Management
    • Procurement Services
    • Others as designated

    Essential personnel are required to ensure continued operation and to assist critical personnel when normal operations have been impacted.  These employees work in the departments listed above and directly impact the operations of shelters or critical areas throughout the District during a disaster or emergent event. 

Additional Information