[HRMS] Timekeeping Guidance for Delayed Opening

Thu Mar 6 14:02:40 EST 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 severe weather, the FSU Tallahassee campus was briefly closed on Wednesday, March 5, 2025, from 7:00 am (EST) - 9:00 am (EST). Below is guidance on handling timekeeping and managing the hours worked due to this 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 to their daily scheduled hours. Salaried employees (USPS, A&P, Executive Service, and Faculty) normally scheduled to work at a campus location closed on March 5, 2025, 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 March 5, 2025?
Employees with an established work schedule on the main Tallahassee campus are generally provided 1 hour of Administrative Leave for the closure (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 workweek of February 28 - March 6:
Elapsed Timesheet
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Punch Timesheet
[cid:image004.png at 01DB8E9C.A3129CF0]

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%7C43ff35c35e104cb3010c08dd5ce177a1%7Ca36450ebdb0642a78d1b026719f701e3%7C0%7C0%7C638768845639290098%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=P428WwcQamXBVHXQgRgw4BsFhKlhKyMXkV3a4PF9nU8%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 timesheets with the override code CLOSE.

Below is an example of a USPS nonexempt Essential Critical employee who worked 1 hour on 3/5/25:

[cid:image005.png at 01DB8E9C.A3129CF0]

Exempt Essential On-site Critical Personnel and Medium Priority 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 1 hour on 3/5/25:

[cid:image006.png at 01DB8E9C.A3129CF0]
Nonexempt On-site 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 2/28 - 3/6 is 39. 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 Medium Priority employee approved to work 1 hour on 3/5/25:
[cid:image007.png at 01DB8E9C.A3129CF0]

Below is an example of a USPS nonexempt employee who was approved to work an additional hour on Thursday:
The punches or justification for the additional hour worked may be logged in the comments.

[cid:image008.png at 01DB8E9C.A3129CF0]

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 March 5 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 March 5, 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 be proportional and generally will be 1 hour. See the elapsed timesheet example below for the first workweek:
Fri
2/28
Sat
3/1
Sun
3/2
Mon
3/3
Tue
3/4
Wed
3/5
Thu
3/6

5.25

5.25
5.25
5.25
5.25
Workers Comp - WKCHT
2.75

2.75
2.75
1.75
2.75
Sick Leave Taken - SKCHT

1.00
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. See the elapsed timesheet example below for the first workweek:
Fri
2/28
Sat
3/1
Sun
3/2
Mon
3/3
Tue
3/4
Wed
3/5
Thu
3/6

8

8
8
8
8
Family Medical Leave Taken - FMLAT

1
Administrative Leave - CLOSE
8

8
8
7
8
Sick Leave Taken - SKCHT

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%7C43ff35c35e104cb3010c08dd5ce177a1%7Ca36450ebdb0642a78d1b026719f701e3%7C0%7C0%7C638768845639308415%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=ABSJpCyCcWwpAYEw48w0LTdeG0sui4K8oTKnF0BBkmg%3D&reserved=0>.

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