Reporting Hours During Emergency Closures

Administrative Leave

Eligibility

This leave is available to salaried employees who are currently working and accruing leave; it is not available to hourly employees. Administrative Leave is granted to employees when the university closes in response to emergency situations, such as inclement weather. This leave is applicable only for the specific dates and times announced by the W&M Emergency Management Team. Employees should note that Administrative Leave cannot be used outside of the designated period.

University closures are posted on the university’s home page as they are announced.

Below are instructions for reporting Administrative Leave in Request Absence in Workday.

Timesheet Guidance

Employees must have either worked or been on paid leave the day before and the day after the authorized closing to be eligible to be paid for the closing. Employees who were on pre-approved leave with pay for the authorized closing will not have the time charged to their personal leave balances.

Non-Exempt University and Classified Employees (required to record all time each pay period):

• Employees who were scheduled to work during closure, but not required to report to work, must report those scheduled hours under “Administrative Leave Taken”. 
• Employees designated as essential who reported to work, must report those scheduled hours under “Administrative Leave Taken”, and should also report “Additional Hours Worked” for any hours worked during the closure.  
• Employees designated as essential who did not report to work and did not have pre-approved leave are not eligible for “Administrative Leave” and must submit “Annual Leave” for the hours the University was closed.
• Non-Exempt employees on annual leave during the closure should record those hours as “Administrative Leave Taken”.

Hourly employees who did not work during the time the university was officially closed should not record hours or receive compensation.

Exempt Employees (required to record only exception time, such as annual leave and sick leave):

• Who were required to work during the closure will receive compensatory leave for the hours worked during the time of the closing with the approval of their Dean, Director or Department Head. Required hours worked should be recorded as “Compensatory Leave Earned”.
• Exempt employees who were not required to work and/or were not on paid leave during that period do not need to submit any hours.

If you have questions regarding employee classification, eligibility, or leave balances, please contact [[AskHR]].

If you have questions on recording time on your timesheet, please contact [[Payofc]].