BOP Program Statement 3630.02 § 3

At times, hazardous weather conditions may prevent employees from reporting to work. During

those instances, the employee may request administrative leave for the absence.

a. Individual Requests. The employee must prepare a request for administrative leave and

submit to his/her Chief Executive Officer (CEO) through his/her supervisor. The request must

identify the date of the absence and the number of hours requested, and provide a justification for

the absence. All requests must be reviewed and routed with recommendations by the

CEO/Branch Chief and the appropriate regional officer/Assistant Director, then submitted to the

Staffing and Employee Relations Section, who will route to the Director for approval.

P3630.02 02/01/2017 4

b. Requests for a Group of Employees. When multiple employees request administrative

leave due to the same circumstances (winter storm, tornado, etc.), each requestor must submit an

individual memorandum which identifies the date(s) of the absence, number of hours requested

and provides a justification for the absence. All of the requestors must be listed on one cover

memorandum routed through the CEO/Branch Chief and Regional Director/ Assistant Director to

the Assistant Director, Human Resource Management Division, with each employee’s

individual request as an attachment (see above for information required in the individual

request). This memorandum and supporting documentation is submitted to the Staffing and

Employee Relations Section, who will route to the Director for approval.

Administrative leave will not be granted to employees for the purpose of childcare due to school

or daycare closures. Annual leave should be used in those circumstances.

c. Federal Government Closure due to Adverse Weather Conditions. Decisions to close the

Federal Government in the Washington Metropolitan Area are made by the Director of the Office

of Personnel Management (OPM). Central Office employees follow those OPM guidelines.

For other non-institution locations, the heads of Federal Executive Boards or similar

organizations of Federal officials are responsible for the development and dissemination of

adverse weather leave policies and procedures for their locales.

Due to the nature of work in Federal correctional facilities, employees deemed essential are

responsible for reporting to work. During situations in which adverse weather conditions

prohibit an employee from traveling to work, the employee should prepare an individual request

for administrative leave as discussed above.