Human Resource Services
Guidelines for Administrative Leave for Official Emergency Closings
In keeping with UF leave policies, administrative leave is provided when the president or president’s designee officially closes the university as a result of an emergency. This administrative leave is provided to cover an employee’s normal work schedule on the day on which the university closes.
On August 22, 2008, the university was closed because of Tropical Storm Fay. Many questions have been asked as to how to compensate an employee for the day of the closing especially if an employee worked on the day of the closing. Here are some details to help.
Employees who did not work on August 22, 2008
For employees who did not work on August 22, as a result of the closing, administrative leave to cover their normal work schedule should be provided. Faculty members and TEAMS exempt employees do not need to report the administrative leave for the day of the official emergency closing; these employees will be properly paid for this day without having to make any changes in the myUFL system or to their weekly elapsed records.
All non-exempt leave-accruing employees and USPS employees (including exempt USPS employees) should report administrative leave through the weekly elapsed screen to cover their normal work schedules for the day of the official emergency closing. The '900 - Administrative Leave - EMC' Time Reporting Code (TRC) should be used to report the administrative leave use.
OPS employees are not eligible for administrative leave. Employees already on approved leave or not scheduled to work on the day of the emergency closing are also not eligible to receive any administrative leave for the closing.
In accordance with UF leave policies, if an employee used accrued leave (typically vacation or sick) in the week of the emergency closing, that accrued leave shall be reduced if the total of time worked, administrative leave, and accrued leave exceeds an employee’s FTE or 40 (if full-time).
Employees who were required to work on August 22—“Essential” personnel
Employees who were required to work on August 22 are considered “essential” personnel. All non-exempt leave-accruing employees and USPS employees who worked on August 22 should enter administrative leave to cover the number of hours worked (or their normal work schedules whichever is greater) via weekly elapsed. They also should enter their hours of work via the weekly punch screen or their timecard/record (depending upon their normal departmental protocol).
For example, if an employee was normally scheduled to work 8 hours on the day of the closing but ended up working 10 hours, then the employee would need to enter 10 hours of administrative leave along with 10 hours of time worked.
Time-worked and administrative leave for official emergency closing shall not be reduced; therefore, most USPS and non-exempt leave-accruing employees who worked on the day of the emergency closing will also earn special compensatory leave. Exempt TEAMS and faculty who were required to work are not eligible to earn special compensatory leave, but their work schedules may be adjusted to allow time off on a different day.
In accordance with UF leave policies, if an employee who worked on the day of emergency closing also used accrued leave elsewhere during the week, that accrued leave (typically vacation or sick leave) should be reduced if the total number of time-worked, administrative leave, and leave hours exceed an employee’s FTE.
For example, if an employee used 8 hours of vacation leave in the same workweek in which the employee physically worked 28 hours and received 8 hours of administrative leave, then this employee needs to reduce the vacation leave by 4 hours or else the employee will be overpaid (44 hours) and also over-accrue leave.
Please direct any questions or inquiries to:
Classification & Compensation: 392-2477 or compensation@ufl.edu
Leave Administration: 392-2477 or central-leave@ufl.edu