[HRMS] Timekeeping Guidance for University Closure

Tue Apr 22 15:43:44 EDT 2025

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An important message from FSU Office of Human Resources

This message has been approved by Christine Conley, Director of Benefits & Leave, for distribution to all Department Representatives.

Department Representatives and Supervisors: Please read the following message in its entirety.

Due to the tragic event on April 17, FSU's Tallahassee campus was closed on the afternoon of Thursday, April 17, 2025, through Sunday, April 20, 2025. Below is guidance on handling timekeeping and managing the hours worked due to the closure.

When and why does FSU provide Administrative Leave for the closure?
Administrative Leave (Admin Leave) for university closures compensates employees prevented from working due to the closure to make them whole for their daily scheduled hours. Salaried employees (USPS, A&P, Executive Service, and Faculty) normally scheduled to work at a Tallahassee main campus location may receive Administrative Leave equivalent to their established scheduled hours. Departments and employees must enter Administrative Leave Taken - ADMHT on their timesheets with the override code CLOSE.

How much Administrative Leave should be entered on my timesheet for April 17 & 18, 2025?
For employees who were on the main campus on April 17 and sent home after the shelter-in-place order or avoided campus at the start of the order, Administrative Leave will be granted to ensure they are paid for the entire scheduled workday. The time spent on campus during the shelter-in-place order is considered time worked. Administrative Leave hours are proportionate to the hours needed to be whole for the workday. For example, if you were at lunch and avoided campus due to the shelter-in-place order, you might report 4 hours of Administrative Leave for the period after lunch through the end of your workday. If you left campus after the order was lifted, you might report 1.75 hours of Administrative Leave for the period after the order was lifted through the end of your workday.
Employees with an established work schedule on the main Tallahassee campus are generally provided 8 hours of Administrative Leave for April 18 (see examples below). Employees with an altered work schedule will be provided Administrative Leave based on their established work schedule.
Reporting Administrative Leave for the workweeks of April 11 - 17 and April 18 - 24, Pay Period 'V':
Elapsed Timesheet
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Punch Timesheet
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Employees designated as Essential Personnel.
Employees designated by their Dean, Director, Department Head, or designee as Essential Critical Personnel or Medium Priority Personnel should report the correct hours worked during the closure. The compensation of Essential Personnel is contingent upon an employee's FLSA classification, pay band, and essential personnel designation level as outlined in the Essential Personnel Classification & Compensation<https://nam04.safelinks.protection.outlook.com/?url=https%3A%2F%2Fpolicies.vpfa.fsu.edu%2Fpolicies-and-procedures%2Ffaculty-staff%2Fattendance-and-leave%23E13&data=05%7C02%7Chrms%40lists.fsu.edu%7Cca8827978b4a480c998908dd81d5fdc0%7Ca36450ebdb0642a78d1b026719f701e3%7C0%7C0%7C638809478281858213%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=UKWuHqWd8kBvbHFlFVraxvomxLPja8WNnw%2FVChnIf0s%3D&reserved=0> policy.

Nonexempt Essential Critical Personnel
Nonexempt employees designated as Essential Critical Personnel should report hours worked with the time reporting code Campus Closure Hours Worked - CCRHP and Administrative Leave Taken (ADMHT) on their timesheet with the override code CLOSE.

If a nonexempt employee was called into work over the weekend and this was not part of their established work schedule, they may report Campus Closure Hours Worked - CCRHP for the hours worked. However, no Administrative Leave will be reported.

Below is an example of a USPS nonexempt Essential Critical employee who worked 4/18, 4/19, and 4/20 but normally is only scheduled to work on 4/18:

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Exempt Essential Critical Personnel
Exempt employees in pay bands 1 - 10 designated as Essential Critical Personnel or Medium Priority Personnel should report Straight-time Comp Earned - REGCE for hours worked, and Administrative Leave Taken (ADMHT) on their timesheets with the override code CLOSE.

Below is an example of an A&P exempt Essential Critical employee who worked 6 hours on 4/18 & 4 hours on 4/19:

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Nonexempt Medium Priority Personnel
Nonexempt employees designated as Medium Priority Personnel or approved to work more than the required number of hours in the workweek can report Straight-time Comp Earned - REGCE and Administrative Leave Taken (ADMHT). Generally, the required number of hours for the week of 4/11-4/17 is 38.25 and 32 for the week of 4/18 - 4/24. Nonexempt employees not designated as Medium Priority or not approved to work more than the required hours should have their Administrative Leave reduced.

Below is an example of a USPS nonexempt employee who was approved to work an additional hour on Monday but did not work during the closure:
The punches or justification for the additional hour worked may be logged in the comments.

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What do I do with OPS Employees?
Per University Policy, OPS employees are not eligible to receive Administrative Leave.

  *   OPS Nonexempt Employees (paid for time worked) do not receive Administrative Leave. Only hours worked on April 17 & 18 should be reported on the timesheet.
  *   OPS Exempt Employees (Grad Assistants/Adjuncts/OPS Faculty) do not report time on their timesheets. If the employee is funded on April 17 & 18, their compensation for the week will not be impacted.

Other Time Reporting Examples

Workers' Compensation
Since most employees receive Workers' Compensation for approximately two-thirds of their wages, their Administrative Leave will generally be 1.75 on 4/17 and 2.75 on 4/18. See the elapsed timesheet example below:
Fri
4/11
Sat
4/12
Sun
4/13
Mon
4/14
Tue
4/15
Wed
4/16
Thu
4/17

5.25

5.25
5.25
5.25
5.25
Workers Comp - WKCHT
2.75

2.75
2.75
2.75
1
Sick Leave Taken - SKCHT

1.75
Administrative Leave - CLOSE

Fri
4/18

Sat
4/19
Sun
4/20
Mon
4/21
Tue
4/22
Wed
4/23
Thu
4/24

5.25

5.25
5.25
5.25
5.25
Workers Comp - WKCHT

2.75
2.75
2.75
2.75
Sick Leave Taken - SKCHT
2.75

Administrative Leave - CLOSE

Family and Medical Leave
If an employee is on continuous Parental Leave with FMLA, they must report PARLV and FMLAT for the Administrative Closure. The corresponding leave code can be sick leave, vacation leave, straight-time compensatory leave used, overtime compensatory leave used, or leave without pay:
Fri
4/11
Sat
4/12
Sun
4/13
Mon
4/14
Tue
4/15
Wed
4/16
Thu
4/17

8

8
8
8
8
Family Medical Leave Taken - FMLAT
8

8
8
8
6.25
Sick Leave Taken - SKCHT

1.75
Administrative Leave - CLOSE

Fri
4/18
Sat
4/19
Sun
4/20
Mon
4/21
Tue
4/22
Wed
4/23
Thu
4/24

8

8
8
8
8
Family Medical Leave Taken - FMLAT

8
8
8
8
Sick Leave Taken - SKCHT
8

Administrative Leave - CLOSE

Overtime
If a nonexempt employee works more than 40 hours during the workweek, they may be eligible for Overtime Payment or OT Comp Earned.

Below is an example of a nonexempt employee who physically worked a total of 44 hours for the workweek. Specifically, they worked 11 hours Monday - Thursday. Time Administration will convert the 4 hours to Overtime Pay. Regular hours worked over the required workweek hours (typically 32) will need to be reported as Straight-time Comp Earned - REGCE.

Fri
4/18
Sat
4/19
Sun
4/20
Mon
4/21
Tue
4/22
Wed
4/23
Thu
4/24

11
11
3
11
Regular Hours Worked - REGHP
8

Administrative Leave - CLOSE

8
Straight Time Comp Earned - REGCE

Questions? Please contact an HR Attendance & Leave representative<https://nam04.safelinks.protection.outlook.com/?url=http%3A%2F%2Fhr.fsu.edu%2F%3Fpage%3Dabout_hr%2Fcontact%2Fcontact%26group%3Dsection&data=05%7C02%7Chrms%40lists.fsu.edu%7Cca8827978b4a480c998908dd81d5fdc0%7Ca36450ebdb0642a78d1b026719f701e3%7C0%7C0%7C638809478281895907%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=N7ec94%2Fj8Glto%2F%2FE9Fw%2Bt5abBKKtYhtXFYYKopBLOk0%3D&reserved=0>.

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