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The federal government offers many pay and leave flexibilities for employees who have been impacted by a natural disaster. Below you will find the responsibilities for the employee and supervisor, along with flexibilities and resources employees may use:
Employee responsibility:
- Contact their supervisor and identify that they have been impacted by a natural disaster.
- The employee should also identify the severity of impact.
- The expected timeframe they may need to be out of office.
Supervisor’s responsibility:
- The supervisor should maintain frequent contact with the impacted employee to ensure their safety and wellbeing is top priority.
- Leave approving officials may approve up to one day of Weather and Safety Leave.
- Connect the employee to the various avenues of pay/leave flexibilities and resources available to them.
- The leave approving official should complete a request for Weather and Safety leave if the employee will need to be out of office more than one day.
Flexibilities:
Weather and Safety Leave (W&S Leave)
- Weather and Safety Leave is an authorized paid leave provided under the authority of 5 U.S.C. § 6329c and can be utilized during emergency situations. Emergency situations is defined as a proclaimed national disaster; an act of God; a terrorist attack; or another condition that prevents an employee or group of employees from safely traveling to, or safely performing work at, an approved work location.
- Authority for Excusing Employees from Duty for Weather and Emergency Situations
- Employees affected by disaster events should contact their supervisor to request weather and safety leave. Supervisors may approve up to one day of weather and safety leave. Employees can request additional leave from their supervisor as needed. For central office employees, the supervisor must obtain approval from the Deputy Assistant Secretary (or equivalent), and their designee for leave more than one day and up to seven days. For field facilities, the supervisor must obtain approval from field facility heads for leave more than one day and up to seven days. If leave is still required beyond the seventh day, the supervisor must obtain approval from the Under Secretary for each Administration, Assistant Secretaries of Staff Offices, or Other Key Officials for equivalent organizations such as the Office of General Counsel, Veterans Experience Office, etc.
- OCHCO Bulletin – Weather and Safety Leave Frequently Asked Questions
- Weather and Safety Leave Frequently Asked Questions
Emergency Leave Transfer Program (ELTP)
- The President may direct the Office of Personnel Management to establish an ELTP to assist employees affected by an emergency or major disaster.
- The ELTP permits employees to donate unused annual leave for transfer to employees of the same or other agencies who have been adversely affected by the emergency or major disaster and who need additional time off from work without having to use their own leave.
- If the President directs this authority, requests should be routed through the employee’s supervisor to your local benefits leave team.
Family Medical Leave Act (FMLA)
- Employees experiencing a medical emergency because of a natural disaster may request to participate in FMLA. Employees may not use more than 12 weeks of FMLA leave for the following: The employee’s own incapacitation or the care of a spouse, son or daughter, or parent of the employee who has a serious health condition. A serious health condition for the employee is defined as the inability to perform the essential function of the position.
- FMLA leave may be used for: Employee (self), Employee’s child(ren), Employee’s parent(s), Employee’s spouse (legal marriage regardless of sex or state of residency).
- Employees in need of FMLA for their own medical emergency should complete form WH-380-F – Certification of Health Care Provider for Family Member’s Serious Health Condition under the Family and Medical Leave Act (PDF). Employees in need of FMLA for a covered family member should complete form WH-380-F – Certification of Health Care Provider for Family Member’s Serious Health Condition under the Family and Medical Leave Act (PDF). Email your local human resources team.
Voluntary Leave Transfer Program (VLTP)
- Under the VLTP, a VA employee impacted by disaster events who experiences a medical emergency (personal or family) can apply for the VLTP provided they have exhausted all leave.
- Impacted employees may apply for VLTP by completing and submitting OPM 630 – Application to Become a Leave Recipient Under the Voluntary Leave Transfer Program (PDF) to your local human resources team for processing.
- VA employees wishing to donate annual leave should complete VA Form 0239ES Leave Transfer Authorization Form (PDF – VA network access required) and email to your local human resources team for processing.
- VA employees wishing to donate annual leave to other federal employees outside of the VA should complete OPM 630 – Request to Donate Annual Leave to Leave Recipient Within Under the Voluntary Leave Transfer Program (PDF) and email to their local human resources team.
Mental Health Resources
Natural disasters can have mental health impacts as well. Here are a variety of resources to help employees with mental health impacts:
- For questions and consultation, including anything related to the mental health effects of a natural disaster, providers can reach out to us at PTSDconsult@va.gov or 866-948-7880. Whether this is about supporting veterans or your community more broadly, we can consult with you and provide resources.
- For information about working with patients already in your care who are affected: For Mental Health Providers: Working with People Affected by Disaster Events
- For providers supporting responders: Disaster Rescue and Response Workers
- For Survivors and the Public Following Sudden Trauma: This National PTSD page includes information specific to natural disasters (in English and in Spanish), free mobile apps with tools that might be helpful (PTSD Coach, PTSD Family Coach), and handouts for disaster survivors
- For all impacted by a disaster, check out Tips for Disaster Recovery.
- For those grieving a loss, please accept our deepest sympathy. Resources are available:
Additional Resources:
Federal Emergency Management Agency (FEMA)
- Employees can apply for disaster assistance in three ways: online by visiting DisasterAssistance.gov, calling 1-800-621-3362, or on the FEMA App.
Employee Assistance Program (EAP)
- EAP can accessed by phone 24 hours per day: 1-800-222-0364 or you can visit Federal Occupational Health website (mention employing agency or office “Central Office of Administration”, out of Washington DC.)
- All employees are eligible to participate.
Veteran Crisis Line
- Dial 988 then press 1
- Veterans Crisis Line
Additionally, employees may contact their local human resources team for assistance.
