NASA Memo:  Orderly Shutdown Activities

Shutdown instructions — Grok and NASAWatch.com

Keith’s note: this memo was issued by the NASA Office of the Chief Human Capital Officer (OCHCO) regarding “Please review your Formal Shutdown Furlough Notice carefully. If you have questions on your status, please consult with your supervisor.” Full memo below

From: Office of the Chief Human Capital Officer (OCHCO) NASA-OCHCO-HRMES – at – mail. nasa.gov
Sent: Tuesday, September 30, 2025 8:01 PM
To:
Subject: Employee guidance on conducting orderly shutdown activities 

This HR Message is being delivered to you via HRMES On Behalf Of: Office of the Chief Human Capital Officer (OCHCO)

This email is being sent to all NASA employees.

NASA employees,

Acting Chief Financial Officer Stephen Shinn recently communicated updated information regarding government shutdown furlough impacts to the NASA workforce. As of 12:01 a.m. on Wed., Oct. 1, 2025, there may be a lapse in appropriations leading to a partial government shutdown furlough.

As a required part of a shutdown furlough, NASA employees who will not be performing activities excepted by law will be furloughed beginning 12:01 a.m. ET, Wed., Oct. 1, 2025, and will be unable to work for the duration of the shutdown furlough, unless recalled for an excepted activity.

According to our executed shutdown plan, employees will receive notification in their Formal Shutdown Furlough Notices indicating whether they are excepted or non-excepted in the event of a lapse in appropriations. Please review your Formal Shutdown Furlough Notice carefully. If you have questions on your status, please consult with your supervisor.

We recommend that you print/save this message for reference and forward it to your personal computer/device.

In the event of a lapse in appropriations, as part of your orderly shutdown activities, please complete and/or be aware of the following items:

  1. Due to the lapse in appropriations, orderly shutdown activities will begin for most employees on Wed., Oct.1, 2025.
  2. The pay period ending Sept. 20, 2025, has already been closed out and paychecks have been deposited on the normal schedule.
  3. For the pay period ending Oct. 4, 2025, employees will be paid for hours worked Sept. 21-30, 2025, on the normal schedule.
  4. Additional information on the status of paychecks and instructions for coding timesheets in WebTADS will be provided as available and will be posted on https://www.nasa.gov/shutdown.
  5. Formal Shutdown Furlough Notices will be sent to all employees beginning Wed., Oct.1, 2025.
  6. Employees should complete their timesheets as follows:
    • All employees:
      1. Complete WebTADS timesheets with leave and work hours for Sept. 21-30, 2025, only. Submit overtime and compensatory time requests for Sept. 21-30, only. DRP participants who have already transitioned to administrative leave will have their timecards completed by OCFO and have no action.
      2. Record time conducting orderly shutdown activities on Wed., Oct.1, 2025, as hour type GDWWK – GOVERNMENT SHUTDOWN – Excepted Work Unpaid. This hour type is charged to your WBS code. Instructions on how to add the GDWWK hour type can be found at https://www.nasa.gov/shutdown/shutdown-nasa-guidance.
      3. When you conduct orderly shutdown activities (Oct. 1 or after), record only the amount of time it took to conduct the orderly shutdown activities.
      4. In general, the orderly shutdown activities will take less than four hours, and anything over that must have your supervisor’s prior approval. 
    • Excepted employees:
      1. Employees who perform approved excepted work during the shutdown furlough should record their time worked into WebTADS on a daily basis as hour type GDWWK – GOVERNMENT SHUTDOWN – Excepted Work Unpaid.
      2. This hour type is charged to your WBS code. Instructions on how to add the GDWWK hour type can be found at https://www.nasa.gov/shutdown/shutdown-nasa-guidance.
      3. Additionally, to ensure accurate retroactive pay and facilitate prior pay period adjustments, employees should manually track all hours worked (outside of WebTADS).
      4. All time worked for pay period ending Oct. 4, 2025, must be entered before Fri, Oct. 3, 2025, by 9 a.m. ET. Ensure any future excepted hours have been entered no later than the second Friday of the pay period by 9 a.m. ET.
      5. Leave unworked hours blank. Non-work hours are not recorded at this time.
      6. Record any overtime and compensatory time worked during the shutdown furlough as normal to appropriate WBS codes. This information is necessary to ensure accurate pay during future pay adjustments.
    • Non-excepted employees:
      1. Do not record any time in WebTADS after Sept. 30, 2025, except for the actual time spent conducting orderly shutdown activities during the shutdown furlough. Non-work hours are not recorded at this time.
      2. Non-excepted employees are required to conduct orderly shutdown as directed. Pay attention to special circumstances around orderly shutdown dates outlined as follows:
        • Non-excepted employees may not perform regular/recurring NASA work after Sept. 30, 2025. This requirement does not apply to orderly shutdown activities or excepted activities.
        • Non-excepted employees who are able to do so will be required to conduct orderly shutdown activities Wed., Oct. 1, 2025.
        • Non-excepted employees on leave or not regularly scheduled to work Wed., Oct. 1, 2025, who are otherwise able to conduct orderly shutdown activities, should plan to do so since leave and other time off is canceled.
        • Non-excepted employees who are unable to conduct orderly shutdown activities Wed., Oct. 1, 2025, will conduct orderly shutdown on their first workday that they are able to do so.
        • Employees who are participating in the Deferred Resignation Program who have already transitioned to administrative leave will have their timecards completed by OCFO and have no action.
  7. Eligible employees (i.e., those not required on site) are encouraged to conduct orderly shutdown activities remotely/virtually and are authorized to do so using NASA-issued equipment. For many employees, orderly shutdown activities will consist of reviewing electronic Formal Shutdown Furlough Notices on Oct. 1, 2025, (or your next regularly scheduled duty day after Oct. 1, 2025), setting your out-of-office replies, and following your center/organizational instructions. Check with your supervisor for additional details, guidance, and directions.
  8. Employees who are not required to work during the shutdown furlough will be dismissed, either in person or virtually, after shutdown activities are completed. For many employees, this may take less than 30 minutes after receipt of their Formal Shutdown Furlough Notice. Contact your supervisor for specific shutdown furlough activities and timelines.

Additional information for all employees:

  1. Access NASA’s Continuity of Appropriations Plan, Frequently Asked Questions, Employee Guide, and other helpful information on the NASA Shutdown Information: NASA Guidance webpage at https://www.nasa.gov/shutdown/shutdown-nasa-guidance/. This page will remain active during a shutdown furlough and will be updated as circumstances change or additional information becomes available. Employees are encouraged to check the page regularly for updates.
  2. Provide your supervisor with your personal contact information and ensure you have contact information for your supervisor/designated management official(s). Review and update your emergency contact information in Employee Express so you can receive return-to-work notifications from the Emergency Notification and Accountability System (ENS).
  3. Provide your supervisor with your plans for the near future in the event the information is needed to support shutdown furlough or return-to-work activities.
  4. Follow your center’s/Official-in Charge’s (OIC)/organization’s guidance as to work location and telework options for orderly shutdown, excepted activities, etc.
  5. Employees are authorized to use government-issued devices (e.g., iPhones, Androids, iPads, laptops, etc.) to conduct orderly shutdown activities.
  6. As appropriate/required, establish an appropriate out-of-office message on your NASA voicemail, email, and Microsoft Teams. The following are examples of voicemail and email out-of-office messages:
    • Voicemail/Teams voicemail template – furloughed employee

      You have reached the voice mail of [Name]. NASA is currently closed due to a lapse in government funding. I am in furlough status, therefore, I am unable to respond to your message at this time.

    • Email/Teams out-of-office template – furloughed employee

      You have reached the voice mail of [Name]. NASA is currently closed due to a lapse in government funding. I am in furlough status, therefore, I am unable to respond to your message at this time.

  7. For information on government operating status and directions on when to return to work once an appropriation or continuing resolution is signed, review the Office of Personnel Management (OPM) website (https://www.opm.gov/), call the NASA Shared Services Center (NSSC) Customer Contact Center at 1-877-677-2123 (1-877-NSSC123), option 3; or visit the NASA Shutdown Information website, and follow any center/organizational-specific guidance.
  8. During the shutdown furlough, you will be in a non-pay, non-duty status. During this time, furloughed employees will not be permitted to serve NASA as an unpaid volunteer. You must remain away from your worksite, you may not work at home or in another location, nor may you participate in events hosted by non-NASA entities in your official capacity (e.g., giving speeches or participating in speaker’s bureau engagements) unless recalled.
  9. Rules for use of Information Technology (IT) are as follows:
    • Employees must use the Virtual Private Network (VPN) whenever conducting any activities on NASA equipment from an off-site location, including: 
      1. Orderly shutdown activities.
      2. NASA excepted services during the shutdown furlough due to a lapse in funding.
      3. Periodic check-in for shutdown furlough-related updates and communications.
    • The above ensures NASA IT devices are getting appropriate patching and are protected by other layers of NASA’s network infrastructure to guard against cyber threats. It also ensures NASA network and information security.
    • All employees: Personally owned IT devices, technology, and applications are prohibited from connecting to any NASA network or system in addition to any network or system that stores or processes NASA data.
    • Non-excepted employees: Employees may keep government-issued mobile devices (e.g., iPhones, Androids, iPads, laptops, etc.). Non-excepted employees should only use their government-issued IT devices for orderly shutdown activities and to periodically check for shutdown furlough-related updates and communications. Government-issued IT devices should not be used for any other non-excepted work activities or for personal use.
    • Excepted employees (full-time, part-time, and on-call): Employees can keep government-issued IT devices on during the shutdown furlough. Excepted employees will still have limited IT support during the shutdown furlough from the Enterprise Service Desk (ESD). Excepted individuals in need of assistance should continue to call 1-877-677-2123 (1-877-NSSC123); option 2.
    • Password expiration: The majority of the NASA workforce uses a Smartcard credential to log into systems. However, some employees do use passwords. Employees should review password expiration dates and reset any passwords. Click the following link to change the NDC desktop password: https://id.nasa.gov/ChangeDesktopPassword. In addition, OCIO is taking steps to minimize automatic NASA account lockouts. Password expirations for NASA Enterprise Directory (NED) and Active Directory will be extended with no further user interaction during a lapse in appropriations.
  10. Federal ethics requirements for employees remain in force during a shutdown furlough. NASA employees do not need to obtain prior approval for outside activities (e.g., employment) that are not prohibited or do not require advance approval as described in NASA’s outside activity regulations (5 Code of Federal Regulations (CFR) Part 6901). However, employees pursuing outside activities remain responsible for complying with all U.S. government ethics requirements and should exercise care to do so. NASA supervisors and ethics officials may not be authorized to review or approve outside activity requests once a shutdown furlough has occurred. Additional restrictions also apply to certain political appointees. Further general information may be obtained in the following documents:
  11. In addition to the NASA Shutdown Information website OPM has posted information on its website (https://www.opm.gov/) that may answer your questions about a shutdown furlough. Since information is subject to change or update during a shutdown furlough event, we recommend checking back often.
  12. NASA Employee Assistance Program (EAP) mental health support considerations:
    • The NASA EAP remains available to all NASA civil service employees and their family members requiring mental health support. This is accomplished via the agency’s after-hours telephone support contractor or by centers funding their regular EAP providers.
    • Interested employees should contact their center EAP counselor as part of their orderly shutdown activities to determine the local program status and whether they and/or their family members will be allowed onsite to attend an appointment. If employees have an existing or recurring onsite appointment with their center’s EAP counselor, it should be confirmed whether it should be rescheduled or converted to a telephonic appointment.
    • Regardless of the availability of EAP mental health counselors onsite during the shutdown furlough, for urgent matters, the following toll-free numbers are available 24/7: 1-888-964-3032 (NASA-wide); 1-800-344-4222 (ARC); 1-800-222-0364 (Goddard, all sites and Wallops); 1-866-216-1996 (HQ and LaRC); 1-800-367-7474 (JPL).
    • For scheduling routine or nonurgent appointments with an EAP counselor, we recommend employees wait until the shutdown furlough is over. However, if a center’s EAP is funded and operational during the shutdown furlough and employees are permitted onsite or can reach the counselor by telephone, the employees may schedule an appointment.
    • Since situations are likely to change during a shutdown furlough, employees are encouraged to access updated EAP information by visiting the NASA Shutdown Information website. Click the “Employee Assistance Program” link (which might appear in the “More” menu) for EAP information and a link to contacts.
  13. With the fluid situation and multiple news stories, NASA employees should rely only on information received from official NASA sources, since general information provided by the media may not be timely or accurate.
  14. If an employee is scheduled for a medical exam or other appointment at the center’s medical clinic, the employee should contact the clinic for instructions or guidance on rescheduling. If the appointment was for a mandatory Occupational Safety and Health Administration (OSHA) exam related to employment, this should be mentioned in discussions with the clinic so other options can be identified.

Additional information for excepted employees:

  1. Excepted employees will receive information regarding their responsibility to record and report time worked during the shutdown furlough. They will also be notified that if their assigned duties conclude before the end of the shutdown furlough, they will be placed in a furlough status.
  2. Excepted employees will still have limited IT support during the shutdown furlough from the NSSC Enterprise Service Desk (ESD). Excepted individuals in need of assistance should call 1-877-677-2123 (1-877-NSSC123); option 2. Additionally, the VPN will be left up during this timeframe, and employees must use it whenever they are accessing email accounts or other information systems.
  3. The NSSC Federal Workers’ Compensation support will remain active during a shutdown furlough in the event excepted employees are injured while working or employees with existing claims need assistance. Links for excepted employees and their supervisors who need information to file/review claims can be found at: https://www.ecomp.dol.gov/ and https://nasa.sharepoint.com/sites/nssc/SitePages/Workers-Compensat.aspx. If these websites are unavailable during a shutdown furlough, please call the NSSC at: 1-877-677-2123 (1-877-NSSC123); option 3.
  4. Employees may not perform non-excepted work during a shutdown furlough; however, NASA will not limit or control access to centers or facilities. Any employee showing valid NASA identification (e.g., PIV, ASB, or local center badges) will be allowed access to NASA centers/facilities.

Additional information for employees scheduled for travel:

If you are scheduled for official NASA-sponsored travel for the upcoming week, the following guidance applies:

  1. Travel in support of excepted activities will continue, but at the minimum level needed to support the excepted function. Each center has a senior travel coordinator on call to process travel authorizations.
  2. All other travel scheduled to commence but not confirmed as excepted should be canceled. If you think a mistake has been made, you should promptly raise the matter with both your supervisor and Travel Office/Chief Financial Officer, but do not depart on the travel until you have confirmation via the Travel Office that the travel is approved in support of an excepted activity.
  3. If you are not excepted and already on domestic Temporary Duty (TDY) travel status, you should make reasonable arrangements (e.g., at typically approved – not premium – fares) to promptly return to your home duty station. If you are not excepted and on domestic Extended TDY (ETDY), you have the option to stay in place or make reasonable arrangements for a trip back to your home duty station. However, this election is binding; if you change your mind after the orderly shutdown, you will not be reimbursed for any non-excepted travel to or from your ETDY location. In either case, NASA will reimburse the expense of the long-term lodging, but you otherwise will be on furlough status (i.e., without reimbursable Meals & Incidental Expenses (M&IE) per diem or other work-related coverage). Do not cancel long-term leases unless specifically directed to do so.
  4. Adtrav will be available during the shutdown furlough to assist employees requiring adjustments to official travel plans. For 24/7 assistance, please call 1-833-710-0846.
  5. If you are on international travel, report to work or check in by email with your supervisor for further directions. As of today, we are asking all employees traveling abroad or already on travel abroad to keep their existing travel arrangements If you are furloughed, you will be in an on-call status while overseas (i.e., regularly checking your emails for updates and changed directions). If the shutdown furlough is not resolved after a few days, your center/organization may be recalling you home, but that determination will be made based on a variety of factors, including the anticipated length of the shutdown furlough.

Additional information for employees on international travel:

The NASA Office of the Chief Health and Medical Officer maintains an agencywide international medical evacuation contract (Global Rescue) for civil service personnel located and/or traveling outside the continental United States (OCONUS) who require emergency assistance. Hawaii and U.S. territories are included as OCONUS for support. To contact Global Rescue for emergency assistance, dial 1-617-210-8150. For non-emergency assistance, the number is 1-800-381-9754.

For emergency medical events, Global Rescue will pre-coordinate activities and services with pre-designated NASA physicians. When Global Rescue is contacted by a NASA employee, a NASA employee’s colleague, a NASA employee’s supervisor, or a NASA employee’s family member about an employee’s illness or injury, Global Rescue will automatically contact NASA.

NASA Johnson Space Center (JSC) contracts with a vendor (Global Guardian) that provides international medical support to civil service and contractor personnel who are involved with International Space Station Program activities. This contract is not associated with the agencywide civil service employee Global Rescue support contract.

Civil service employees preparing to travel to international destinations or who will already be abroad on official business travel during the shutdown furlough should access https://nasa.sharepoint.com/sites/ochmo-foreigntravel or https://www.nasa.gov/feature/international-medical-supportevacuation/ to review and/or print out information. For any questions about the support provided, please call 1-321-479-3852 or 1-202-230-2432.

For more information or for assistance with a specific issue, please contact your supervisor or servicing human capital office (HCO).

Probationary/trial periods

The certification of GS probationary/trial periods is an excepted activity and will continue during a furlough. All GS employees with October probationary/trial period end dates have been certified. Supervisors and next-level excepted supervisors will ensure all certification actions are completed on time.

Additional information for employees with an active federal workers’ compensation claim:

The NSSC Federal Workers’ Compensation injury compensation specialists will be available to answer questions about filing forms and obtaining medical authorization for procedures/treatments. Links to access guidance regarding existing claims follow:

If these websites are unavailable during a shutdown furlough, please call the NSSC at 1-877-677-2123 (1-877-NSSC123); option 3.

Thank you for your continued contributions and commitment to NASA.

Kelly Elliott
Chief Human Capital Officer