Winter Weather Policy Clarifications: Absences, Pay, and Childcare

As we continue to face the inclement weather continuing across our area, we know many of you have questions regarding attendance, pay, and logistics. This post is intended to clarify our standing policies and provide direct answers to the most common concerns we’ve received over the last few days.

We appreciate your cooperation as we work to keep all of our team members safe, while making sure we continue to provide essential care for our patients, their families and each other. To make sure we achieve this goal, we encourage everyone to prioritize proactive planning.

We thank you for ensuring that your personal and family arrangements are secure, which helps us maintain the steady staffing levels necessary to provide safe patient care. When we take thoughtful steps to prepare, it ensures that our team remains strong, our shifts are covered, and we can focus on our mission together without added stress.  

For more details, please click here to read this helpful FAQ: 

Winter Weather: Your Questions Answered about Policies for 2026

Absences and Attendance "Points"

We understand that travel conditions remain difficult. Here is how your attendance is being tracked during this period:

• If you are unable to make it for consecutive shifts due to the weather, this is recorded as "Unscheduled – Consecutive – Unpaid." Per policy HR 110, this results in one attendance points.
• Weather-Related Delays: If you are late arriving to your shift due to hazardous road conditions, this will not count as a violation of the attendance policy. Non-exempt employees will be paid for all hours worked.
• Safety First: If you cannot safely travel, you must contact your department leader. Please note that per policy HR 528, failing to report or call in according to your department's protocol will be considered an absence without pay.

PTO and Sick Time Usage

• Can I use PTO if I don't come in? Department leaders may authorize the use of accrued PTO for weather-related absences only if staffing levels permit. It is the leader’s responsibility to ensure sufficient staff are on duty to provide patient services.
• Can I use Sick Time? If an employee calls in due to personal illness and requests unscheduled PTO, a written doctor's excuse may be required at the department leader's discretion. For more information, see HR Policy 528.
• Clinic/Office Closures: If your specific clinic or office is closed by administration, you have the option to use PTO or take the day without pay.

Emergency Childcare

If your regular childcare is unavailable due to local closures, we have two primary resources:

1. Kid’s Place (Fort Worth Campus): Limited drop-in spaces may be available for staff at the current day rate.
2. Bright Horizons Care Advantage: This service remains available to all employees for backup care needs.

On-Site Accommodations

If you are already on-site and feel it is unsafe to attempt the drive home, please do not risk it.

• Duration: Accommodations are available in Fort Worth and Prosper for as long as travel remains unsafe.
• Coordination: Speak with your manager each day you need to stay past your shift. They will help you access resources such as air mattresses, cots, linens, toiletries, and snacks.
• Returns: Once travel is safe, please return borrowed items to the Emergency Disaster Resource Center (Fort Worth) or your designated pick-up location (Prosper).