MP-6, Part V

Supplement 2.2

Chapter 1

**CHAPTER 1. TIME AND LEAVE AND CODING OF TIME AND ATTENDANCE REPORTS**

**SECTION 101.00 GENERAL**

**101.01 SCOPE OF CHAPTER**

This chapter contains the VA instructions with regard to leave credits
and charges, time and attendance reporting, and related matters
pertaining to all VA employees. This chapter incorporates the material
formerly published as chapter 1 and DM&S Supplement to MP-4, part II,
and is modified to \[provide field facility personnel with technical
guidance and working knowledge of the policy and procedures that have
been established for recording time and leave data and processing pay
under a centralized computer system located at the Veterans Affairs Data
Processing Center, Austin, Texas.\]

**101.02 REFERENCES**

a\. Title 5, United States Code

b\. Title 38, United States Code

c\. GAO Policy and Procedures Manual for Guidance of Federal Agencies

d\. Federal Personnel Manual

e\. Related personnel instructions in MP-5 and corresponding
departmental supplements.

**101.03 FORMS AND DOCUMENTS**

The forms and documents listed below are generally used in time and
leave matters:

**Number Title**

\[SF 50B Notification of Personnel Action

SF 52 Request for Personnel Action

SF 71 Application for Leave

SF 1150 Record of Leave Data

VA Form 4-5283 Weekly Attendance Record (Flexitime)

VA Form 4-5631 Time and Attendance Report

VA Form4-5631a Subsidiary Time and Attendance Report-Part-Time

Physicians\]

**101.04 BASIC RECORDS AND FILES**

There are listed below the basic records and files to be maintained in
the Employees Accounts Section incident to time and leave matters.
Filing methods adopted by field stations should be appropriate in
character, talking into account general use and auditing requirements.

**Number Title**

\[VA Form 4-5283 Weekly Attendance Record (Flexitime)\]

VA Form 4-5631 Time and Attendance Report File

VA Form 4-5631a Subsidiary Time and Attendance Report- Part-Time

Physicians

**SECTION 102.00 TIME AND ATTENDANCE REPORTING**

**102.01 AUTHORITY AND RESPONSIBILITY**

a\. **\[Facility\] Director**. It is the responsibility of the
\[facility\] Director to insure that payroll data is submitted promptly
to the data processing center. To carry out this responsibility, he/she
must rely upon timekeepers and supervisors for timely submission of time
and leave data to the Fiscal Division; however, this is not to be
construed as relieving the \[facility\] Director of his/her ultimate
responsibility.

**b. Employees Accounts Section**

\(1\) **General**. The Employees Accounts Section is responsible for the
proper preparation and maintenance of time and leave records of all VA
employees. The Employees Accounts Section will also be responsible for
assigning a numerical designation for each Time and Leave Unit. This
number cannot exceed three digits. IN NO CASE CAN THE NUMBER 999 BE
USED.

\(2\) **Supervision**. The Employees Accounts Section is responsible for
conducting initial training of newly appointed unit timekeepers within
30 days of their appointment. Thereafter, on an annual basis, they shall
conduct refresher type training programs for all unit timekeepers.
Additional training should be provided when determined to be necessary
for the purpose of maintaining the highest possible degree of
proficiency in all timekeeping and leave recording matters. Such
responsibility includes the dissemination, interpretation, and
explanation of all new instructions and procedures relating to time and
leave matters to unit timekeepers as frequently as necessary. Since the
receipt of time and attendance cards within specific deadlines must be
enforced, the Fiscal Officer has the authority to recommend that tours
of duty of unit timekeepers be changed when they cannot meet set
deadlines. The Employee Accounts Section has the authority to recommend
the revocation of a designation of a timekeeper when considered
necessary for effective and efficient timekeeping. The recommendation
will be made to division or service chiefs, through the Director, over
the signature of the Fiscal Officer.

\(3\) **Desk Audits**. The Employees Accounts Section has the authority
and responsibility to perform periodic desk audits of all timekeepers on
a seminannual basis, or more frequently where indicated, in accordance
with the management improvement program involving all aspects with
respect to the preparation and maintenance of time and attendance
reports, and any records subsidiary thereto, handled by unit
timekeepers. When desk audits reveal unsatisfactory timekeeping
practices and conditions, a report will be made to the timekeeper\'s
\[supervisor\], through the Director and over the signature of the
Fiscal Officer.

c\. **Unit Timekeepers**

\(1\) **General**. The unit timekeepers are responsible for the
preparation, maintenance and timely submission of time and attendance
reports for each affected employee whose record has been assigned to
their jurisdiction. Generally, a unit timekeeper or an alternate
timekeeper will not be permitted to maintain his/her own time and
attendance report. Exceptions may be made in those instances where it
has been determined that this is an impractical requirement due to such
factors as a lack of clerical personnel, leave status of the unit
timekeeper or the alternate timekeeper, etc. Payments of salaries are
based on these records. Initialing of time and attendance reports
indicates that they properly reflect the true status of the employees
involved. The timekeeper must have personal knowledge when each employee
is on duty and when he/she is on leave or rely upon properly certified
subsidiary records. The unit timekeeper is responsible for keeping
his/her alternate fully and completely informed as to the location of
the time and attendance reports, subsidiary records, manuals and written
instructions since they must be accessible at all times.

\(2\) **Assignment**. The designation of an employee as a unit
timekeeper will be made by the Director, \[Associate and/\] or Assistant
Director, or this function may be delegated to service \[or\] division
chiefs. The designation of the unit timekeeper will be routed to the
Fiscal Officer for his/her concurrence and will indicate such
designation(s) and the effective date of same. The employee will be
designated by name, rather than title. The designation will be forwarded
to the Employees Accounts Section for filing. The selection of
timekeepers will be restricted to persons who are completely reliable,
stable in their positions and worthy of the responsibility placed upon
them. The selection will be restricted to those employees who are in a
position to devote the necessary time to the function at the start and
end of their regular tour of duty. Supervisors must provide for and
allow the timekeepers sufficient time to post the time and attendance
records properly. In no case should the function become "full time"
since the number of employees whose attendance a unit timekeeper can
personally observe at the start of a tour of duty is limited. There will
be available at all times one or more employees within the section,
unit, or group trained as a unit timekeeper who will act in the absence
of the designated unit timekeeper. Designation and selection of such
alternate unit timekeeper will be in accordance with the foregoing
procedure for unit timekeepers.

\(3\) **Supervision**. The unit timekeeper, while performing the job of
maintaining time and leave records, is under the supervision of his/her
own organizational element. However, direct supervision of the unit
timekeeper by the Employees Accounts Section will be exercised in those
matters pertaining to timekeeping and leave recording matters.
Accordingly, the unit timekeeper will usually seek answers to specific
questions with respect to the latter functions from the payroll clerk in
the Employees Accounts Section who has the responsibility for the time
and attendance reports for his/her own organizational element.

d\. **Alternate Unit Timekeepers**. Alternate Timekeepers must assist in
the maintenance of time and attendance reports often enough that they
are qualified to keep time independently when required to do so. In
addition, the alternate timekeeper will generally maintain the time and
attendance report of the designated unit timekeeper. (See subpar. c(l)
above.)

**\[102.02 NOTIFICATION TO UNIT TIMEKEEPER OF NEW EMPLOYEE**

When a new employee is placed on facility rolls, the personnel office
will initiate and complete heading (including effective date in
"Remarks" section) of the first time and attendance report, except "T&L
Unit" They will forward this first time and attendance report to the
appropriate unit timekeeper.\]

**102.03 DUTIES**

a\. **Employees Accounts Section**

\(1\) Each payroll clerk will have a thorough knowledge of all
regulations and directives pertaining to time and leave, including
Executive orders, Office of Personnel Management regulations, decisions
of the Comptroller General, regulations of the General Accounting
Office, and the regulations, procedures, and policies of the VA with
reference to time and leave activities.

\[(2) Each payroll clerk will be responsible for the following:

\(a\) Uniformity in the correct preparation and maintenance of time and
attendance reports (VA Form

4-5631);

\(b\) Performing a cursory review of time and attendance reports at the
close of biweekly pay period and, prior to processing for pay purposes,
to insure mathematical accuracy and proper certification. With respect
to the latter, VA-Forms 4-5631 which have not been certified will not be
processed for payment until proper signature has been secured.

\(c\) Performing a post-submission audit of time and attendance reports
after processing for pay purposes in order to ascertain that leave was
charged properly, and that postings affecting pay are legal, and that
required remarks are reflected.

\(d\) Performing desk audits of unit timekeepers that are to be
conducted in accordance with subparagraph 102.01b(3).\]

b\. **Unit Timekeeper**. The unit timekeeper will be responsible for the
following duties.

\(1\) Posting *daily* attendance and leave information to VA Form
4-5631. Posting of commission sales for employees of the Veterans
Canteen Service must be supportable by total appearing on corresponding
VA Form 10-5011. Where subsidiary records are used, daily posting to VA
Form 4-5631 will still be required.

\(2\) Preparing the second VA Form 4-5631 for new employees. (Personnel
will prepare the first VA Form 4-5631 for a new employee and forward
\[it\] to the unit timekeeper.)

\(3\) Maintaining time and attendance reports for employees whose duty
station is other than his/her official station. Under the PAID system it
is optional whether the time and attendance report is maintained at the
\[parent facility\] or the station other than his/her official station.
If the employee is not located sufficiently near his/her supervisor to
apply for leave in person, he/she will complete and forward an SF 71
immediately.

\[(4) When it becomes necessary to correct a VA Form 4-5631 during the
current pay period, the unit timekeeper will neatly line through the
original entry and insert the correct data. The timekeeper will then
initial the line-out. The use of correction fluid or tape and erasures
(which obliterate the original entry) is strictly prohibited.

(5)\] Having employees certify absences (including compensatory time
off), except AWOL and "official leave" by initialing VA Form 4-5631 in
the appropriate column. (When SF 71, Application for Leave, is used, see
par. \[105.18.\]

\[(6)\] Coding of time and attendance reports. \[Specific\] coding
instructions are contained \[in section 107.00 of\] this manual.

\[(7)\] Comparing VA Form 4-5631 with this checklist to insure
completeness prior to certification:

\(a\) Time in pay status is posted correctly.

\(b\) "Time Absent" for part of a day is posted in "From"and/or "To"
columns.

\(c\) All "Time Present" is properly posted.

\(d\) That absences are initialed, as appropriate, or that a proper SF
71 is on file.

\(e\) **HOURS OF DUTY IF N/D OR OTHER THAN REGULAR** (administrative day
tour) is posted when applicable in "Irregular Tours" column (all other
tours).

\[(f) That a "Leave Record Memo" is properly maintained for marginal
leave accounts (ie., balance of 80 hours or less) in order to prevent
overdrawn leave.

\(g\) That errors, if any, made in posting and/or coding are lined
through neatly and the correct data is inserted and initialed by the
timekeeper. Erasures, the use of "white out" etc. are strictly
prohibited.

\(h\) That necessary "Remarks" are posted when required.

(8)\] Initialing and securing the section, unit, or group supervisor\'s
certification as to the correctness of information on VA Form 4-5631.

\[(9)\] DELIVERING VA FORMS 4-5631 TO THE EMPLOYEES ACCOUNTS ACTIVITY BY
9 AM. ON THE FIRST MONDAY MORNING FOLLOWING THE CLOSE OF THE PAY PERIOD.
THERE ARE NO EXCEPTIONS TO THIS RULE. In areas where all or most of the
biweekly tours of duty end by 4:30 p.m. on the last Friday in the pay
period, it is permissible, at the discretion of \[facility\] management,
for the timekeepers to complete and deliver the VA Forms 4-5631 to the
Employees Accounts activity by Friday, 2 p.m. or earlier if possible.
\[Facility\] employees planning to take leave on the last Friday of the
pay period must report to the timekeeper prior to taking leave in order
that the leave may be posed and initialed. If all emergency requires an
employee to take leave Friday afternoon after the cards have been
delivered to the Employees Accounts activity, *it will be necessary to
submit a corrected time attendance report*. In field \[facilities\] not
having a Fiscal office, \[one timekeeper will be delegated the
responsibility to assemble, mail and/or deliver all completed (including
coding) VA Forms 4-5631\] for \[facility\] employees. GPO Print Order
26825 567f(194) manuscript pages 15 thru 22a.

\[(10)\] Notifying the personnel office as soon as it becomes known that
an employee has been or will be in a nonpay status for 7 consecutive
days or more so that the personnel office, or unit timekeeper \[ \] may
furnish the employeee an SF 8, Notice of Federal Employee About
Unemployment Insurance, depending on which of the practices, as set
forth in MP-5, part I, chapter 850, paragraph 6, has been adopted by the
facility.

c\. **Supervisors**. Supervisors are responsible for administering the
leave policies and regulations for employees under their supervision.
This includes but is not limited to:

\(1\) Insuring that the unit timekeepers are promptly notified
concerning matters that must be known in order to maintain accurate and
complete time and leave records.

\(2\) Insuring that the unit timekeepers have sufficient time for daily
maintenance of VA Forms 4-5631, and for completing these records at the
end of the pay period in sufficient time to assure their delivery no
later than 9 a.m. on Monday morning following the end of the pay period.

\(3\) Certification of VA Forms 4-5631 as to correctness of information.
Determining that every report is certified and they are promptly
delivered to the Employees Account Section.

**102.04 TIME AND ATTENDANCE REPORTS**

a\. **VA Form 4-5631, Time and Attendance Report**

\(1\) **Authority.** The provisions of General Accounting Office, GAO
Manual for Guidance for Federal Agencies, title 6, require that there
shall be established each pay period for each employee a standardized
stock form of time and attendance report to be administratively
maintained by designated employees having supervision over duty
attendance. In this respect, VA Form 4-5631, Time and Attendance Report,
serves as the official time and attendance record for all VA employees
including purchase and hire of employees.

\(2\) **Privacy Act**. The Time and Attendance Report (VA Form 4-5631),
as well as the information contained on this report, is protected by the
Privacy Act. The report is specifically identified as part of the system
of records "Personnel and Accounting Pay-VA" (27VA047). Since this
information is protected under the Privacy Act, timekeepers and their
supervisors must be extremely careful about releasing these reports or
any information that is derived from them. Specifically, only the
timekeeper who is responsible for the maintenance of a specific VA Form
4-5631 should have access to the form. In addition, the employee that
the report pertains to, as well as the employee\'s supervisor who must
certify the report, can review it. \[VA Form 4-5631 should only be
duplicated for purposes consistent with the Routine Uses of Records,
found under 27VA047. VA Form 4-5631 may also be duplicated when an
employee has given his/her written approval for release.

In each instance that photo copies of T&A Reports are requested, the
request must be in writing and identify the employee involved, the
specific pay period(s) requested, and the reason that the copies of the
T&A Reports are required. The signed memorandum should be filed in the
employee\'s payroll folder to substantiate the release of the T&A
Reports. Furthermore, any report derived from this form, such as
listings of employees used to verify their current addresses, should be
kept by the timekeeper and never circulated to employees for independent
review.\]

\(3\) **Use of Subsidiary Records**. VA Form 4-563l is a preprinted,
computer-generated form and is the official record used for time,
attendance, and leave for all employees on the rolls. No other record is
required; however, when a subsidiary record is used, it must bear the
signature of a responsible employee who has full knowledge that the
employees whose names appear thereon have performed the hours or days of
duty for which credited, or the hours or days charged for absence from
duty. Postings to VA Form

4-5631 based on a subsidiary record will in no way lessen the
responsibility of the officer certifying to the correctness of VA Form
4-5631 to the effect that the information reported thereon is complete,
factual, and accurate in all aspects.

\(4\) **Home Leave**. Recording of accruals and charges to home leave
will be maintained locally. The "Remarks" section of VA Form 4-5631 may
be used.

b\. **VA Form 4-5631a, Subsidiary Time and Attendance Report-Part-Time
Physicians**

\(1\) **Authority**. A letter from the U.S. General Accounting Office
dated May 5, 1980, approved the use of VA Form 4-5631a, Subsidiary Time
and Attendance Report-Part-Time Physicians, for use by affected
part-time physicians to record their own time and attendance data on a
daily basis.

\(2\) **Preparation of VA Form 4-5631a**. Prior to the beginning of each
biweekly pay period, two VA Form 4-5631a (one for each week in the pay
period) will be prepared for each affected part-time physician who is
rendering service to the VA. The unit timekeeper will be responsible for
completing the block entitled "Name of Employee" as well as other items
on the same line. Based on information provided by the employee\'s
supervisor, the unit timekeeper will then complete the columns headed
"Scheduled Tour" and "Core Time" by entering the employee\'s
prescheduled tour of duty as well as that portion of the employee\'s
biweekly tour of duty which has been identified as "core time". This
will be accomplished by making appropriate entries in the columns headed
"Hrs.", "From" and "To" for each day on which the part-time physician is
scheduled to perform duty. The two forms will then be delivered to the
employee for the daily recording of his/her duty and leave hours for
each week in the biweekly pay period.

\(3\) **Verification of VA Form 4-5631a and Recording Onto VA Form
4-5631**

\(a\) Upon receipt of the properly completed and certified VA From
4-5631a from the employee\'s supervisor, the designated timekeeper will
ascertain that the specified "core" hours were worked, or that an
appropriate leave charge was noted. It must also be determined that the
"normal" hours have been accounted for by duty or appropriate leave
charges. In the absence of this data, the form will be returned to the
supervisor for corrective action.

\(b\) After verification of VA Form 4-5631a, the unit timekeeper will
immediately record the data onto the official Time and Attendance
Report. VA Form 4-5631. When this action has been completed, the unit
timekeeper will enter his/her initials in the designated block on the VA
Form 4-5631a an indication that all required entries for that week have
been recorded on VA Form 4-5631.

\(c\) After all entries have been recorded on VA Form 4-5631 for both
weeks in the biweekly period, the unit timekeeper will enter his/her
initials in the usual manner and deliver the form to the employee\'s
supervisor for final certification. Thereafter, but no later than 9 a.m.
on the Monday following the close of the biweekly pay period, the VA
Form 4-5631 will be delivered to the Payroll activity for payroll
processing in the usual manner.

\(d\) VA Forms 4-5631a will be filed in a folder by leave year and
retained by the unit timekeeper for disposal after GAO audit or when 3
years old, whichever is sooner.

**SECTION 103.00 LEAVE CREDITS AND CHARGES**

**103.01 DEFINITIONS**

a\. **Absence Without Leave (AWOL).** A period of nonpay status from
duty, for which the employee did not obtain prior approval for such
absence, or for which a request for leave (including leave without pay)
has been denied.

*NOTE: Deduction of pay for a fractional part of an hour of AWOL status
will be in multiples of 15 minutes, odd minutes of 7 or less being
disregarded, and those of more than 7 minutes regarded as 15 minutes. It
must be recognized, that although these unexcused absences of 7 minutes
or less are disregarded for pay purpose they are recorded in the
"Remarks Section" of the VA Form 4-5631, indicating the date and time of
absence, and a brief explanation such an "unexcused tardiness"*

b\. **Accumulated Leave**. The unused leave remaining to the credit of
an employee at the beginning of a leave year.

c\. **Accrued Leave**. The leave earned by an employee during the
current leave year that is unused at any given time in that leave year.

d\. **Annual Leave**. Leave of absence with pay allowed employees for
personal, emergency and other purposes.

e\. **Biweekly Pay Period**. A biweekly pay period consists of 2
consecutive calendar weeks (beginning on as designated Sunday). Pay
periods are numbered consecutively, beginning with the first full
biweekly pay period in the calendar year.

f\. **Break in Service for Leave Purposes**. Any period of 1 or more
workdays during which a former employee is not carried on the rolls of
any Federal agency.

g\. **Contagious Disease**. A disease which is ruled as subject
quarantine, requires isolation of the patient, or requires restriction
of movement by the patient for a specified period as prescribed by the
health authorities having jurisdiction.

h\. **Employment Status**. Any period during which an employee is
carried on the rolls of the employing agency.

i\. **General Schedule (GS) Employee**. For the purposes of this
chapter, a GS employee means an employee compensated under the GS salary
system. This includes personnel compensated under the Performance
management and Recognition System and personnel appointed under 38
U.S.C. 4101(3). The term also includes graduate nurse technicians, nurse
technicians pending graduation, graduate physical therapists, graduate
practical/vocational nurses, graduate occupational therapists, graduate
pharmacists, and medical support personnel appointed under 38 U.S.C.
4114(a)(1)(A), as well as the Directors of the Pharmacy, Dietetics and
Chaplain Services in VA Central Office.

*NOTE: Graduate nurse technicians and nurse technicians are paid premium
pay under Title 38, but they earn leave under Chapter 63 of Title 5.
Also, the Directors of Pharmacy, Dietetics and Chaplain Services earn
leave under Chapter 63 of Title 5, but are not entitled to premium pay,
since they are employed on a 7-day a week, 365 days a year basis.*

j\. **Hours of Duty**. For complete definitions of workweeks, as well as
the establishment of same, see VA Manual MP-5, part I, chapter 610, and
FPM (Federal Personnel Manual) chapter 610.

k\. **Intermittent Employees**. Those employees with no regular hours of
duty scheduled in advance. They perform duty according to the needs of
the employing service. They do not earn leave since they have no regular
scheduled tour of duty.

l\. **Leave Earning Status**. All periods of employment during which an
employee is entitled to receive pay, including periods of authorized
leave without pay, and including accumulated periods of authorized LWOP
and/or AWOL of less than 80 hours.

m\. **Leave Without Pay**. LWOP is a temporary nonpay status and absence
from duty, grunted upon the employee\'s approved request.

n\. **Leave Year**. A leave year begins on the first day of the first
full biweekly pay period in a calendar year and ends on the day
preceding the first day of the first full biweekly pay period in the
following calendar year.

o\. **Medical Certificate**. A written statement signed by a registered
practicing physician or other practioner certifying to the
incapacitation, examination, or treatment, or to the period of
disability while the patient was receiving professional treatment.

p\. **Military Leave**. Leave of absence with pay allowed for employees
who are members of the reserve or National Guard to perform active
military duty or military training duty (excluding week-end drills).

q\. **Nurse**. For the purposes of this chapter a nurse means a
registered nurse, nurse anesthetist, physician assistant (PA) or
expanded function dental auxiliary (EFDA) appointed under 38 U.S.C.
4104(1) or 4114(a)(1)(A). It also includes personnel appointed under 38
U.S.C. 4104(3) who are paid premium pay on the same basis as registered
nurses. A nurse does not include the Deputy Assistant Chief Medical for
Nursing Programs who is appointed under 38 U.S.C. 4103.

*NOTE: The personnel appointed under 38 U.S.C. 4104(3) who are paid
premium pay on the same basis as registered nurses continue to earn
leave under Chapter 63 of Title 5, U.S.C.*

r\. **Part-Time Employees**. Those employees who are appointed for less
than full time and also have a regular scheduled tour of duty which is
less than full time.

s\. **Pay Status**. All periods of employment during which an employee
is in a duty status for which he/she is entitled to receive pay.
Includes all periods during which prescribed duties are perfomed for
which pay is authorized and periods of authorized annual and sick leave,
and excused leaves of absence or absences without charge. Periods of
authorized LWOP or AWOL are not for inclusion in the period of pay
status. (Deduction of pay for a fractional part of an hour of AWOL
status will be in multiples of 15 minutes, odd minutes of 7 less being
disregarded and those of more than 7 regarded as 15.)

t\. **Sick Leave**. Leave of absence with pay allowed for employees when
the employee is physically incapacited for the performance of duties;
receives medical, dental or optical examinations or treatment; or is
required to give care and attendance to a member of his/her immediate
family who is afflicted with a contagious disease.

u\. **Workday**. Those hours which comprise in sequence the employee\'s
regular daily tour of duty within any 24-hour period, whether falling
entirely within 1 calendar day or not. (It is to be noted that a workday
consists of the number of hours for which an employee is scheduled; it
need no necessarily 8 hours.) For the effect of a workday covering
portions of 2 calendar days in connection with legal holidays, see
paragraph 105.07.

v\. **Veterans Canteen Service Commission Employees**. Certain employees
of the Veterans Canteen Service (barbers, beauticians, and watch
repairmen) receive payment based on a percentage of their sales rather
than a fixed annual or hourly rate of pay. These employees are in the
PAID system under pay plan "U" and pay basis "P" The percentage rate
used in computing payment for these employees is in the PAID master
record, as well as an hourly rate used to compensate these employees is
in the PAID master record, as well as an hourly rate used to compensate
these employees for periods of absences with pay. Entries representing
sales, on the reverse of VA Form 4-5631, must be made at intervals no
less frequent than that specified by the Director of the Veterans
Canteen Fields Office having jurisdiction over the canteen concerned.
Commission sales reflected on VA Form 4-5631 will reflect sales made in
that pay period only. Under no circumstances will sales occurring in one
pay period be reflected on the VA Form 4-5631

applicable to another pay period.

**103.02 LEAVE CREDITS**

a\. **\[General Schedule Employees\]**

\(1\) **General**. Leave will accrue and be credited for each full
biweekly pay period as indicated in the paragraphs which follow. No
leave of any kind will be credited for any period less than a full
biweekly pay period of employment (80 hours in a *leave-earning status*
for full-time employees, and not in excess of 80 hours in a *pay status*
for eligible part-time employees) except under the following
circumstances, when leave, both annual and sick, will be credited on a
prorata basis for fractional pay periods occurring within the continuity
of employment: (1) Employee transfers between positions with different
pay periods; (2) immediately prior to or following a period when
employee was (2) either receiving disability compensation under 5 U.S.C.
ch. 81; or (b) employee exercises statutory or regulatory restoration
rights after service in the Armed Forces. An employee serving under an
appointment which is limited to less than 90 calendar days will not
accrue annual leave. If such an appointment is extended for another
period of less than 90 days, annual leave will begin at such time as the
employee has completed 90 consecutive calendar days on the rolls. If
such an appointment is extended for a period of 90 calendar days or
more, or the limitation is removed, annual leave accrual will commence
on the first day of the first full pay period following such action.
Upon actual completion of 90 calendar days of service, the employee will
be entitled to annual leave retroactively for those full pay periods
previously excluded from leave accrual. The 90 calendar days may be
served in either single or successive appointments. Unused sick leave
may be recredited upon reemployment on or after January 9, 1962,
provided the break in service was not in excess of 3 years. The above
provisions are applicable to both full- and part-time employees.

\(2\) **\[Leave Accrual Rates for Full-Time Employees with a 40-Hour
Workweek.\]** All full-time employees, except purchase and hire
employees engaged on construction work at hourly rates, will accrue and
be given credit for annual leave on a graduated basis in accordance with
their "leave group number," which is determined on the basis of the
total years of creditable civilian and military service rendered, as
defined in FPM, chapter 630, and will accrue sick leave without regard
to length of service as follows:

**ANNUAL LEAVE**

Hours Credit

Group Creditable Service Per Pay Period

1 Employees with less than 3 years\' service 4

2 Employees with 3 but less than 15 years\' service 6\*

3 Employees with 15 or more years\'s service 8

*\*10-hour credit for last full pay period in calendar year.*

**SICK LEAVE**

Hours Credit

Group Creditable Service Per Pay Period

1 2 3 All employees 4

\[ \] **In Receipt of Disability Compensation From Office Workers
Compensation Program**. Employees in receipt of disability compensation
are not entitled to earn leave (29 Comp. Gen. 73). However, an employee
is entitled to receive pro rata credit of leave for that part of a pay
period when he/she is *not* receiving compensation under 5 U.S.C. ch. 81
(32 Comp. Gen. 310).

EXAMPLE: An employee in a leave-earning status for 60 hours in a pay
period before entering Office of Workers Compensation Program benefits
rolls; the normal biweekly credit for annual leave is 6 hours. This is
computed as 60/80 or 3/4 x 6, equaling 4 1/2 hours. The credit would be
5 hours. For fractions of exactly 30 minutes, credit as 1 hour. Less
than 30 minutes is disregarded. The same procedure applied to sick leave
(60/80 or 3/4 = 3 hours). The same procedure will be used on return of
the employee during a pay period.

\[(3) **Leave Accrual Rates for Full-Time Employees with Workweek in
Excess of 40 Hours (Firefighters).** See paragraph 103.03a(5).

(4)\] **Part-Time Employees**. All part-time employees having a regular
scheduled tour of duty \[in each administrative workweek\] are entitled
to accrue leave and receive credit as provided for in the case of
full-time employees, except that such accruals and credits will be on a
*pro rata* basis, as follows:

\(a\) **Group 1** part-time employees will accrue and be credited with 1
hour annual leave for each 20-hour period in a pay status.

\(b\) **Group 2** part time employees will accrue and be credited with 1
hour annual leave for each 13-hour period in a pay status.

\(c\) **Group 3** part-time employees will accrue and be credited with 1
hour annual leave for each 10-hour period in pay status.

\(d\) Part-time employees will accrue and be credited with 1 hour sick
leave for each 20-hour period in a pay status.

\[(e) With the exception of the principal in subparagraph (f) below, a
balance of hours in a pay status during any pay period which is less
than the leave earning multiples stated above will be carried forward to
succeeding pay period(s) for inclusion for possible credit in connection
with any subsequent hours served in a pay status. However, if the
employee changes to full-time status or separates and has insufficient
service credit to earn the minimum leave accrual of one hour, the
remaining service credit hours are forfeited.

(f)\] Upon accession or separation, a part-time employee must serve
under an established tour of duty for each of the 2 administrative
workweeks of the biweekly pay period to be entitled to leave benefits.
In further explanation of this principle, pay status hours for a
fractional biweekly pay period at the beginning of employment of a
part-time employee will not be carried over to the next pay period for
leave credit if the employee was not on the rolls and worked or in a
leave status for his/her full tour of duty of each week of the biweekly
pay period. The foregoing applies also when an employee is converted
from full-time to part-time or vice versa, except that pay status hours
of the leave earning multiples for a fractional pay period may be
credited for a part-time employee converted to full-time.

\[(g)\] Any hours in excess of 40 in any administrative work week will
be disregarded in computing leave earnings for part-time employees. \[
\]

\(5\) **Leave With Pay Status**. Leave shall accrue to an employee while
in a pay status even though there is no return to duty. (For \[ \]
exceptions, see 34 Comp. Gen. 61.) Moreover, the leave accruals of a
full-time employee are not affected by a nonpay status (including LWOP
and/or AWOL) *until* such nonpay status equals or exceeds 80 hours or
multiples thereof in accordance with subparagraph (8) below.

\[(6) **Reduction of Leave Accruals or Credits**. Annual and sick leave
accruals or credits will be reduced whenever a full-time employee\'s
total absence in a nonpay status (including LWOP and/or AWOL) during a
leave year equals or exceeds 80 hours or multiples thereof. The
reduction will be made in an amount equivalent to the biweekly accrual
to which the employee is normally entitled. One exception to the
foregoing provision is for the last full biweekly pay period in the
leave year of group 2 employees. If an employee has been in a nonpay
status for the entire leave year, the reduction will be 10 hours,
otherwise the reduction is 6 hours. Period of suspensions from duty and
pay status are included in the computation of LWOP in reducing leave
credits. The main principal is that "leave balances," as such, are not
directly affected by leave reductions. Instead, it is a matter of no
further leave being earned and credited (or the canceling of the leave
accrual) for any period during which absences in a nonpay status have
been 80 hours, or during which prior and current pay period absences in
a nonpay status equal or exceed 80 hours or multiples thereof, rather
than a matter of the reduction of leave balances or credits.
Accordingly, an employee\'s leave account balance is not reduced in
credits during a period when he/she is not being credited with leave,
such as during *extended* periods of LWOP, since such reductions would
improperly result in a double reduction of leave credits. *For the
purpose of applying the leave reduction provisions, absence in a nonpay
status during the basic 40-hour workweek may not be offset by work
outside of the basic 40-hour work week. Such nonpay status hours are WOP
leave and must be recorded accordingly.*

\(7\) **Maximum Allowable Accumulation** \[Annual Leave\]

\(a\) **Employees Stationed Within Continental United States**. Title 5,
United States Code, chapter 63 restricts annual leave accumulations for
these employees to the following maximum limitations:

1\. For full-time employees \[with a 40-hour workweek,\] not to exceed
30 days at the end of a leave year or the amount of leave to their
credit on December 21, 1952, and which remains unused, whichever is
greater.

\[2. For full-time employees with workweeks in excess of 40 hours, not
to exceed 42 days for an average 56-hour work week, 45 days for a
60-hour workweek, and 54 days for a 72-hour workweek at the end of a
leave year or the amount of leave to their credit on December 21, 1952,
and which remains unused, whichever is greater.

3.\] For part-time employees, not to exceed 240 hours at the end of a
leave year or the amount of leave to their credit on December 21, 1952,
and which remains unused, whichever is greater.

\[4.\] An exception to the 30-day or the 240-hour rule is made for
employees transferring from one leave systems to another. In such
instances the maximum accumulation permitted is the maximum allowable
under the system from which transferred or the amount transferred
*whichever* is the lesser. (See Comptroller General Decisions B-116314
and B-117272 dated October 18, 1968.)

\(b\) **Overseas Employees**. VA employees at oversees stations who are
subject to 5 U.S.C. ch. 63, shall accumulate for use in succeeding years
unused annual leave not to exceed 45 days (360 hours for part-time
employees) at the end of the leave year or the amount of leave to their
credit on December 21, 1952, and which remains unused, whichever is
greater. All other employees, including aliens and natives, at overseas
station shall accumulate annual leave on the same basis as employees
employed in the continental United States. An employee stationed outside
the continental United States will, upon transfer to a position within
the United States, be credited with the total amount of annual leave to
his/her credit as of the effective date of his/her transfer
(notwithstanding the fact that it may exceed the maximum allowed
employees in positions within the continental United States), subject to
the maximum limitations indicated above. (See 38 Comp. Gen. 401 and FPM,
ch. 630, re effect of Alaska and Hawaii becoming States.)

\(c\) **Reduction of Annual Leave Accumulation in Excess of 30 or 45
Days, As Applicable**. Employees with leave accumulation in excess of 30
or 45 days, as applicable, shall carry forward such leave to their
credit for use in succeeding years, subject to the limitations specified
in paragraphs (a) and (b) above. When these employees use more than they
earn in a leave year, their maximum accumulations will be reduced by the
additional amount of leave used. The remaining unused leave will
constitute their new maximum accumulations for succeeding leave years.
This process will continue until such maximum accumulations no longer
exceed 30 or 45 days, as applicable.

\(d\) **All Employees**. There is no limitation on the accumulation of
sick leave.

\[(8)\] **Restoration of Annual Leave Forfeited Due to Exigency of the
Service, Illness or Administrative Error**

\(a\) Under the provisions of Public Law 93-181, employees who are
prevented from using scheduled annual leave due to the exigencies of the
public service or, due to illness, may now have such leave, which would
otherwise be forfeited at the end of the leave year, restored and
carried forward in a separate account for subsequent use within
prescribed time limits. To qualify for restoration the leave must have
been:

[1.]{.underline} Scheduled in advance of the third biweekly pay period
prior to the end of the leave year. The scheduling decision must be in
writing and fully documented. The scheduled period of leave may be
within the last three pay periods of the leave year.

[2.]{.underline} The scheduled leave must have been canceled because of
the exigencies of the public service or an illness which prevented the
employee from using the previously scheduled leave. The exigency, which
resulted in the cancellation, must be fully identifiable as to its
nature and its beginning and ending dates.

[3]{.underline}. There must have been no reasonable alternative to the
cancellation of such leave and rescheduling within the same leave year
must have been precluded by the exigences of the public service or the
continued nature of the illness. Increased workloads resulting from the
illness of the employee involved, or other employees, will not in itself
justify not rescheduling the canceled leave for use later in the same
leave year.

\(b\) Annual leave forfeited as a result of an administrative error may
also be restored to a separate account for use within prescribed time
limits, or if the employee is separated, to be included in a lump-sum
payment. To qualify for restoration, such leave must have accrued after
June 30, 1960, although the error may have occurred at some earlier
date.

\(c\) **Time Limit for Use of Restored Annual Leave**

[1.]{.underline} Annual leave restored under the provision of Public Law
93-181 must be used not later than the last days of the *second* leave
year following the year containing the date that:

[a]{.underline}. The annual leave was restored in correcting an
administrative error.

[b]{.underline}. The exigency terminated that resulted in the
forfeiture.

[c.]{.underline} The employee is determined to have recovered from an
illness and is able to return to duty.

[2]{.underline}. If the employee terminates prior to expiration of the
prescribed time limit, restored leave remaining unused will be included
in the lump-sum payment as described in subparagraph (b) above. Restored
leave remaining unused at the end of the prescribed period will be
forfeited. There is no authority for further extension of the time
limit.

\(d\) **Approvals and Documentation**

[1]{.underline}. It is not intended approval of leave restoration become
a routine of a perfunctory matter, or that the provisions of Public Law
93-181 will in any way lessen the supervisory responsibility for sound
and effective leave management, thus approval authority is restricted to
the heads of departments and staff offices in Central Office and to the
heads of field stations.

[2]{.underline}. Because the scheduling, and rescheduling of annual
leave must be in writing, SF 71, Application for Leave, supplemented as
appropriate by memorandum, will be used to support the separately
maintained leave account. As a minimum the supporting documents must
contain:

[a]{.underline}. The calendar date on which the leave was approved by
the supervisor having leave approval authority.

[b]{.underline}. The date or dates the leave was scheduled for actual
use.

[c.]{.underline} The reason or reasons for cancellation, the beginning
and ending dates of the exigency or illness as appropriate.

[d]{.underline}. The calendar date on which the rescheduled leave was
approved by a supervisor having leave approval authority.

[e]{.underline}. The actual dates and amounts of leave rescheduled for
use.

\(e\) When leave is restored, as a result of correcting an
administrative error, official records may not be available. In such
cases, an estimate of the employee\'s leave account is acceptable when
accompanied by official statements clearly reflecting the factors which
form the basis of the estimate, and which are acceptable to the
approving authority. (See par. 105.17b(2) for instructions relative to
recording restored annual leave.)

\[(9)\] **Recredit of Annual Leave in Back Pay Cases**. Under the
provisions of Public Law 94-172, annual leave which is in excess of the
maximum leave accumulation authorized by law will be credited to a
separate leave account for the use of an employee who is reinstated to
the rolls. This change is retroactive to March 30, 1966. Annual leave in
this separate leave account must be scheduled and used by, the end of
the leave year ending 2 years after the date on which the annual leave
is credited to the separate account, or if the employee is separated, it
will be included in a lump sum payment.

\[(10)\] **Advanced Leave**. The responsibilities of the Fiscal Division
in connection with the advance of leave and the liquidation of advanced
leave are outlined below. (For the policy governing the actual
conditions under which leave may be advanced, see MP-5, pt. I, ch. 630.
For required notations in "Remarks" section of VA Form 4-5631, see par.
\[105.17.\]

\(a\) **Limiting or Restrictive Provisions**

[1]{.underline}. Employees may be granted advanced leave not to exceed
the amount which can be accumulated at the end of the leave year in
which it is granted. Annual leave shall not be advanced to an employee
holding a time-limited appointment in excess of the amount that would
accrue during the remaining period of such appointment.

[2.]{.underline} In cases of serious disability or ailments, employees
may be advanced sick leave not in excess of 30 days. There may not be
more than 30 days of advanced sick leave on an employee\'s record at any
one time. *Sick leave should not be advanced unless the employee can
reasonably be expected to return to duty after a prolonged period of
incapacitation*. Sick leave shall not be advanced to an employee holding
a time-limited appointment in excess of the amount that would accrue
during the remaining period of such appointment.

[3.]{.underline} All accruals of annual or sick leave which become due
while an employee is indebted for advanced leave in either category must
be applied first to the appropriate indebtedness. Advanced sick leave
may also be liquidated at the employee\'s request by a charge against an
equivalent amount of annual leave, provided:

[a]{.underline}. The annual leave is substituted prior to the time it
would be forfeited.

[b.]{.underline} The approving official would have been willing to grant
the annual leave had the employee requested it.

\(b\) **Liquidation Upon Separation**. At the time of separation, any
annual or sick leave subject to refund, and unliquidated by earned
credit or otherwise, will be collected from the employee in cash or by
payroll deduction for the value of the leave involved. The value of the
advanced leave will be computed at the salary rate the employee received
when the leave was advanced. This requirement does not apply in cases of
death, retirement for disability, or where an employee is unable to
return to duty because of disability, evidence of which shall be
supported by an acceptable medical certificate. Also, an employee
indebted for advanced or overdrawn leave upon entry into military
service with restoration rights will not be required to refund any
amounts paid him for the period of such excess leave (23 Comp. Gen.
677).

*NOTE: When an employee, indebted for advanced or overdrawn leave,
transfers to another Government agency, the Fiscal activity will certify
the annual and sick leave accounts for credit or charge to the
employee\'s account.*

\(c\) **Periodic Recovery of Unliquidated Annual Leave**. Annual leave
is advanced subject to liquidation by subsequent accrual, which must be
accomplished by the end of the last complete biweekly pay period of the
leave year. Advanced annual leave not so liquidated will be collected
from the employee in cash or by payroll deduction from salary which is
due for the first pay period in the new leave year. Collection will be
st the salary rate the employee received when the leave was advanced. If
the advanced annual leave is not liquidated by the close of the leave
year in which it was granted due to reductions in annual leave accruals
under subparagraph \[(6)\] above, the advanced leave may be carried
forward for charge against annual leave earned in the following year. In
the latter instance, the advanced annual leave indebtedness must be
liquidated by charge or refund not later than the end of the leave year
following

that in which it was granted.

\(d\) **Liquidation of Advanced Leave by Cash or Payroll Deduction**.
When advanced leave, sick or annual, is liquidated by collection from
the employee, either by cash or payroll deduction, the period of
advanced leave so liquidated *will\[ \]* be converted to LWOP. \[See
paragraph 8.10, VA Manual MP-6, part V, supplement No. 2.3 for further
instructions.\]

b\. **Nurses**.

\(1\) **General**. These employees appointed in the Department of
Medicine and Surgery under 38 U.S.C. ch. 73, are entitled to accrue
leave and receive credit for each full biweekly pay period as indicated
in the subparagraphs which follow. No leave of any kind will be credited
for any period less than a full biweekly pay period of employment (80
hours in a *leave-earning status* for full-time employees, and not in
excess of 80 hours in a *pay status* for eligible part-time employees)
except under the following circumstances, when leave, both annual and
sick, will be credited on a pro rata basis for fractional pay periods
occurring within the continuity of employment: (1) Employee transfers
between positions with different pay periods; (2) immediately prior to
or following a period employee was (a) either receiving disability
compensation under 5 U.S.C. ch. 81; or (b) employee exercises statutory
or regulatory restoration rights after service in the Armed Forces.
Unused sick leave may be recredited upon reemployment on or after
January 9, 1962, provided the break in service was not in excess of 3
years. The above provisions are applicable to both full- and part-time
employees.

\(2\) **Leave Accruals**. Annual and sick leave accruals for these
employees will be in accordance with the following:

\(a\) **Annual Leave**. Annual leave for full-time employees will accrue
at the rate of 8 hours for each full biweekly pay period. Part-time
employees will accrue 1 hour sick leave for each 13-hour period in a pay
status.

\(b\) **Sick Leave**. Sick leave for full-time employees will accrue at
the rate of 4 hours for each full biweekly pay period. Part-time
employees will accrue 1 hour sick leave for each 20-hour period in a pay
status.

\(3\) **Leave With Pay Status**. Leave shall accrue to an employee while
in a pay status even though there is no return to duty, except that
annual and sick leave accruals are not affected by a nonpay status
(including LWOP and/or AWOL) *until* such nonpay status equals or
exceeds 80 hours, or multiples thereof, to the extent indicated in
subparagraph (4)(a) and (b) below.

\(4\) **Maximum Allowable Accumulation**

\(a\) **Annual Leave**. Annual leave accumulation for these full-time
employees subject to 38 U.S.C. ch. 73 is restricted to a maximum
limitation of 685 hours at the end of a leave year. Part-time employees
are restricted to a maximum limitation of 240 hours. However, when a
full-time employee converts to part-time employment with unused annual
leave in excess of the 240-hour part-time accumulated annual leave
ceiling (the amount which can be carried forward into the next leave
year the employee will retain all of this higher amount, not to exceed
685 hours, as the accumulated annual leave ceiling on a "saved" basis.
In the event the employee\'s accumulated annual leave balance at time of
conversion is 240 hours or less, the employee is subject to the 240 hour
annual leave ceiling.

\(b\) **Sick Leave**. There is no limitation on the amount of sick leave
that these employees may accumulate and carry forward from one leave
year to the next.

\(5\) **Reductions of Leave Accruals or Credits**. Annual and sick leave
accruals or credits will be reduced whenever a full-time employee\'s
total absence in a nonpay status (including LWOP and/or AWOL) during a
leave year equals or exceeds 80 hours or multiples thereof. The
reduction will be made in an amount equivalent to the biweekly accrual
to which the employee is normally entitied. Periods of suspensions from
duty and pay status are included in the computation of LWOP in reducing
leave credits. The main principle to be borne in mind is the fact that
"leave balances," as such, are not directly affected by leave
reductions. Instead, it is a matter of no further leave being earned and
credited to the canceling of the leave accrual) for any period during
which absences in a nonpay status have been 80 hours, or during which
prior and current pay period absences in a nonpay status equal or exceed
80 hours or multiples thereof, rather than a matter of the reduction of
leave balances or credits. Accordingly, an employee\'s leave account
balance is not reduced in credits during a period when he/she is not
being credited with leave, such as during *extended* periods of LWOP,
since such reductions would improperly result in a double reduction of
leave credits. *For the purpose of applying the leave reduction
provision of the leave regulations, absence in a nonpay status during
the basic 40-hour workweek may not be offset by work outside of the
basic 40-hour workweek. Such nonpay status hours are WOP leave and must
be recorded accordingly.*

\(6\) **Advanced Leave**. The responsibilities of the Fiscal Division in
connection with the advance of leave and the liquidation of advanced
leave are outlined below. For required notations in "Remarks" section of
VA Form 4-5631, see paragraph 105.1\[7.\]

\(a\) **Limiting Provisions**

[1]{.underline}. Annual leave, not to exceed the amount which can be
earned by the end of the leave year in which it is granted, or by the
end of the current appointment, whichever is the lesser amount, may be
advanced to a full-time or part-time employee.

[2]{.underline}. Sick leave, not to exceed 240 hours at any time, or the
amount which could accrue by the end of the current appointment,
whichever is the lesser amount, may be advanced to a full-time employee.
Sick leave not to exceed the amount that can be earned by the end of the
leave year in which it is earned may be advanced to a part-time
employee.

[3]{.underline}. Advanced sick leave will not be granted if it is known
in advance or their is a reason to believe that the employee is not
expected to return to duty for the VA.

[4]{.underline}. Only Directors \[for their designees\] in cases of
field \[facility\] employees, and the Chief Medical Director, in case of
Central Office employees, are authorized to grant advanced sick leave.

\(b\) **Liquidation of Advanced Leave**. All credits of leave which
become due while an employee has an unliquidated balance of advanced
leave will be applied to liquidate the advance (annual leave credits
applied to the annual leave advance and sick leave credits applied to
the sick leave advance). An employee must refund the value of the
advanced leave upon separation except that no refund is required when
the separation is due to death, retirement for disability, or where an
employee is unable to return to duty because of disability supported by
an acceptable medical certificate, or entering upon active duty in the
military service, when such entry is without break in service from the
civilian position. The value of the advanced leave will be computed at
the salary rate the employee received when the leave was advanced.

*NOTE: When an employee, indebted for advanced or overdrawn leave,
transfers to another Government agency, the Fiscal activity will certify
the annual and sick leave account for credit or charge to the
employee\'s account*.

\(c\) **Status of Advanced Leave Liquidated by Refund**. The period of
advanced leave for which a refund is made in cash or by payroll
deduction will \[ \] be \[ \] converted to a period of LWOP. \[See par.
8.10, VA Manual MP-6, part V, supplement No. 2.3 for further
instructions.\]

c\. **Physicians, Dentists, Podiatrists and Optometrists Subject to 38
U.S.C. ch. 73**

\(1\) **General.** Physicians, dentists, podiatrists and optometrists
appointed in the Department of Medicine and Surgery under 38 U.S.C. ch.
73, are entitled to accrue leave and receive credit thereof as indicated
in the subparagraphs which follow. Annual and sick leave will accrue and
be credited on a pro rata basis for fractional pay periods. Unused sick
leave may be recredited upon reemployment on or after January 9, 1962,
provided the break in service was no in excess of 3 years.

\(2\) **Rate of Accrual**. Annual and sick leave accruals for
physicians, podiatrists, optometrists, \[and noncareer\] residents will
be in accordance with the following:

\(a\) **Annual Leave**. Annual leave for these full time employees will
be at the rate of 30 days per leave year. Annual leave for noncareer
residents \[ \] will be established under a local annual leave systems
comparable to the system at the index hospital. Prorated accruals will
be made for part of a leave year. Part-time employees will accrue 1 hour
annual leave for each 13-hour period in a pay status.

\(b\) **Sick Leave**. Sick leave for these full-time employees will at
the rate of 15 days per leave year with prorated accruals for part of a
leave year. Part-time physicians, dentists, podiatrists and optometrists
will accrue 1 hour sick leave for each 20-hour period in a pay status.

\(3\) **Accrual Procedure**. Full-time physicians, dentists,
podiatrists, \[optometrists,\] and dentists (including temporary
full-time) will earn annual leave at the rate of 1.154 days per pay
period during a 26 pay period leave year, or 1.111 days per pay period
during a 27 pay period leave year. Annual leave for noncareer residents
\[ \] will be the annual accrual rate divided by 26 or 27 as appropriate
and carried to the third decimal position. Sick leave will be accrued at
the rate of .577 days per pay period in leave years having 26 pay
periods and \[.556\] days per pay period in leave years having 27 pay
periods.

\(4\) **Leave With Pay Status**. Leave shall accrue to an employee while
in a pay status even though there is no return to duty, except that
annual and sick leave accruals are not affected by a nonpay status
(LWOP), or authorized absence, *until* such nonpay status equals or
exceeds 14 days, or multiples thereof, to the extent indicated in
subparagraph (5)(a) and (b) below.

\(5\) **Maximum Allowable Accumulation**

\[(a) **Annual Leave**. Annual leave accumulation for these full-time
employees subject to 38 U.S.C. ch. 73 is restricted to a maximum
limitation of 120 days at the end of a leave year. Part-time employees
are restricted to a maximum of 240 hours. However, when a full-time
employee converts to part-time, the accumulated annual leave balance at
the time of conversion (converted to hours and not to exceed 685 hours)
will become the employee\'s annual leave ceiling on a "saved basis." In
the event that the converted accumulated annual leave balance is 240
hours or less, the employee is subject to the 240 hour annual leave
ceiling.

\(b\) **Sick Leave**. There is no limitation on the amount of sick leave
that these employees may accumulate and carry forward from one leave
year to the next.

\(6\) **Reduction of Leave Accruals or Credits**. In a strict sense
leave is not earned while the employee is in a WOP (without pay) status.
The part of the leave credit which applied to the WOP status is canceled
out when the WOP time equals 14 days and the annual and sick leave
balances are reduced as explained below. Except for the remaining
fractions in excess of 14 days of WOP time at the end of the leave year,
or which remain at the time of the employee\'s separation from the
service if separated prior to the close of the leave year, the
employee\'s leave account may not include leave earnings for WOP
periods.

\(a\) **Annual Leave**

[1]{.underline}. Annual leave accruals will be reduced 1.154 days during
a 26 pay period leave year and 1.111 days during a 27 pay period leave
year for each full 14 calendar day period of WOP status for employees
who earn annual leave at the rate of 30 days for the leave year. A
remaining fraction of the 14-day period will be carried forward and
included with subsequent WOP time or dropped at the end of the leave
year.

[2]{.underline}. Annual leave accruals will be reduced .577 days during
a 26 pay period leave year and .556 days during a 27 pay period leave
year for each full 14 calendar day period of WOP status for employees
who earn annual leave at the rate of 15 days for the leave year. A
remaining fraction of the 14-day period will be carried forward and
included with subsequent WOP time or dropped at the end of the leave
year.

[3]{.underline}. Annual leave accruals for employees, earning other than
15 days for the leave year, will be reduced by the amount of leave
accrued for one pay period for each full 14 calendar period of WOP
status. (See MP-6, pt. V. supp. No. 2.3.)

\(b\) **Sick Leave**. Sick leave accruals will be reduced .577 days
during a 26 pay period leave year and .556 during a 27 pay period leave
year for each full 14 calendar day period of WOP status since all
employees under the DM&S leave system earn 15 days of sick leave for the
leave year. A remaining fraction of the 14-day period will be carried
forward and included with subsequent WOP time or dropped at the end of
the leave year.

\(c\) **Suspension**. Annual and sick leave credits will be recredited
(if previously credited) for a period of suspension which was determined
to have been unjustified and from which the employee was restored to
duty.

\(d\) **WOP Absences Which Must Be Considered.** All the various types
of WOP status must be included in the WOP time for leave crediting
purposes except where WOP absence is specifically excluded. Types of WOP
time which must be included are LWOP, AWOL, and suspensions from duty
and pay status. WOP time which arises from suspension from duty from
which employee does not return to a duty status and which was not
determined as unjustified will not be used for crediting leave.

\(7\) **Advanced Leave**

\(a\) **Limiting Provisions**

[1]{.underline}. Annual leave, not to exceed 30 calendar days at any one
time, may be advanced to employees who earn annual leave at the rate of
30 days per leave year. Sick leave, not to exceed 45 calendar days at
any time, may be advanced to these employees.

[2]{.underline}. Annual leave and nonpayable leave may be advanced to
noncareer residents \] appointed under 38 U.S.C. 4114(b). The advanced
annual leave and nonpayable leave may not exceed the amount that will be
liquidated by accruals during the remainder of the current appointment.
The total advanced sick leave may not exceed 15 days.

[3]{.underline}. Advanced sick leave will not be granted if it is known
in advance or there is reason to believe that the employee is not
expected to return to duty in VA.

[4]{.underline}. Only Directors, \[or their designees\] in cases of
field \[facility\] employees, and the Chief Medical Director, in case of
Central Office employees, are authorized to grant advanced sick leave.

\(b\) **Liquidation of Advanced Leave**. All credits of leave due while
an employee has an unliquidated balance of advanced leave will be
applied to liquidate the advance (annual leave credits applied to the
annual leave advance and sick leave credits applied to the sick leave
advance). An employee must refund the value of the advanced leave upon
separation except that no refund is required when the separation is due
to death, retirement for disability, or where an employee is unable to
return to duty because of disability supported by an acceptable medical
certificate, or entering upon active duty in the military service, when
such entry is without break in service from the civilian position. The
value of the advanced leave will be computed at the salary rate the
employee received when the leave was advanced.

*NOTE: When an employee, in debted for advanced or overdrawn leave,
transfers to another Government agency, the Fiscal activity will certify
the annual and sick leave account for [credit]{.underline} or
[charge]{.underline} to the employee\'s account*.

\(c\) **Status of Advanced Leave Liquidated by Refund**. The period of
advanced leave for which a refund is made in cash or by payroll
deduction will \[ \] be \[ \] converted to a period of LWOP. \[See
paragraph 8. 10, VA Manual MP-6, part V, supplement No. 2.3 for further
instructions.\]

**103.03 LEAVE CHARGES**

a\. **\[General Schedule Employees**

\(1\) **Minimum Charge**. The minimum charge for annual, sick, LWOP,
AWOL and compensatory time is one-quarter hour. Additional leave used
will be charged in multiples thereof. *NOTE: The granting of
compensatory time off to nonexempt employees must be consistent with the
provisions of FPM Letter No. 551-6 (see app. A).*

(2)\] **Charging Annual Leave for Absence on Account of Sickness**. If
the employee so desires, he may charge annual leave or LWOP in lieu of
sick leave at the time leave is taken. The *retroactive* substitution of
annual for *regular* sick leave requested and granted is not authorized.
When annual leave is used in lieu of sick leave, medical certificates
shall be required on the same basis as when the absence is charged to
sick leave. *The use of annual leave in lieu of sick leave will be noted
in "Remarks*

*" on VA Form 4-5631*.

\[(3)\] **Sickness Occurring Absence on Annual Leave**. When sickness
occurs during a period of annual leave, sick leave may be substituted
for annual leave, provided the illness is reported promptly and the
request is supported by medical certification or other acceptable
evidence.

\[(4)\] **Restrictions on Charging Leave**

\(a\) **Annual Leave**. In no case may annual leave be charged as a
disciplinary measure.

\(b\) **Leave With Pay**. Leave of absence with pay (including
authorized absence on legal holidays, nonworkdays, or days of
compensatory time off) will not be charged for any absence which does
not occur during the 40 hours prescribed as the basic workweek.

\[(5) **Standby Tours of Duty**. Except at those facilities where
72-hour workweeks have been retained under a "grandfather" provision, a
regularly scheduled administrative workweek of either 56 (average hours)
or 60 hours is established for VA firefighters in a standby status.
These tours must be used when standby duty is interspersed with actual
work throughout the entire tour of duty. The requirement for appointment
of the total hours between actual work and standby is met when at least
25 hours but no more than 39 hours in the aggregate-distributed over the
daily tours-are devoted to the performance of actual work. These
employees are paid premium compensation on an annual basis. Based on
these expanded tours of duty, they will accrue and be charged leave in
accordance with subparagraphs (a) through (f) below.

\(a\) **Annual Leave Accruals**. Firefighters will accrue annual leave
based upon the number of hours that comprise the employee\'s scheduled
tour of duty for the biweekly pay period. Tours of duty that are
available to these employees and the related annual leave accruals for
each tour of duty are reflected in the following table:

**TABLE OF LEAVE ACCRUALS**

*Biweekly Standby Tour of Duty*

Years of 112 Hours Average 120 Hours 144 Hours

Service Leave Leave Leave

Accrual Per Leave Accrual Per Leave Accrual Per Leave

Pay Period Accrual in Pay Period Accrual in Pay Period Accrual in

(Except last Last Full (Except last Last Full (Except last Last Full

Full Pay Pay Period Full Pay Pay Period Full Pay Pay Period

Period of of Calen- Period of of Calen- Period of of Calen-

Calendar dar year. Calendar dar year. Calendar dar year.

year) year) year)

Less than 3 5 hours 21 hours 6 hours 6 hours 7 hours 12 hours

3-15 8 hours 24 hours 9 hours 15 hours 11 hours 13 hours

15 and more 11 hours 16 hours 12 hours 12 hours 14 hours 24 hours

(b)\] **Accrual of Sick Leave**. Sick leave will accrue as indicated by
the particular table for annual leave for employees having less than 3
years of service.

\[(c)\] **Charging Leave**. Leave used will be charged on the basis of
\[1/4\] hour for each \[1/4\] hour of absence. EXAMPLE: For 12 hours
absence on a 12-hour workday, the employee will be charged 12 hours
leave; for 24 hours absence on a 24-hour workday, the employee will be
charged 24 hours leave. All of the days worked by these employees are
considered regular workdays and the employees are required to work on
all holidays falling within their regular tour of duty. An employee
absent on a holiday is considered to be absent on a regular workday for
which duty may have been scheduled and leave is properly chargeable for
absence on such day.

\[(d)\] **Postings to VA 4-5631**. Post in the "RG"column the number of
hours in a pay status. In the appropriate leave column record the type
of leave taken. No entries are required in the "N/D" columns. Neither
will any recording be made for work on a holiday as these employees are
not entitled to holiday premium pay. Post entries in the "D"column under
the overtime heading in the usual manner for occasional or irregular
overtime work (work in excess of the employee\'s administrative
workweek). For wage employees, a determination must be made as to
whether the overtime is payable at the day, shift 2 or shift 3 rate.

\[(e)\] **Conversion of Leave Balances**. Where an employee is changed
from a basic workweek of 40 hours to a workweek having more than 40
hours, the leave balance must be converted to the number of hours due on
the basis of the hours in the new workweek. A similar conversion must be
made when the employee is again assigned to a 40-hour basic workweek.
The formula for converting the leave balance is outlined in FPM, chapter
630. The conversion is accomplished by multiplying the number of hours
in the leave balance by a number equal to the hours in the workweek to
which reassigned and dividing the product by the number of hours in the
workweek from which reassigned. EXAMPLE: Leave balance 100 hours;
workweek 40 hours; reassigned to a workweek 75 hours; 100 hours time 75
equals 7,500 hours, divided by 40 equals 187.5 hours or 187 hours
converted leave balance.

\[(f)\] **Transfer of Leave**. The leave reported on SF 1150, Record of
Leave Data Transferred, will be converted to the leave due on the basis
of the standard 40-hour basic workweek.

\[(1) **Minimum Charge**. The minimum charge for annual, sick, LWOP,
AWOL, and compensatory time off is one-quarter hour. Additional leave
used will be charged in multiples thereof.\]

\[(2)\] **Charging Annual Leave for Absence on Account of Sickness**. If
the employee so desires, he/she may charge annual leave or LWOP in lieu
of sick leave at the time leave is taken. The *retroactive* substitution
of annual for *regular* sick leave requested and granted is not
authorized. When annual leave is used in lieu of sick leave, medical
certificates shall be required on the same basis as when the absence is
charged to sick leave. *The use of annual leave in lieu of sick leave
will be noted \[in\] "Remarks"*

*on VA Form 4-5631.*

\[(3)\] **Sickness Occurring During Absence on Annual Leave**. When
sickness occurs during a period of annual leave, sick leave may be
substituted for annual leave, provided the illness is reported promptly
and the request is supported by medical certification or other
acceptable evidence.

\[(4)\] **Restrictions on Charging Leave**.

\(a\) **Annual Leave**. In no case may annual leave be charged as a
disciplinary measure.

\(b\) **Leave With Pay.** Leave of absence with pay (including
authorized absence on legal holidays or nonworkdays) will not be charged
for any absence which does not occur during the 40 hours prescribed as
the basic workweek.

c\. **Physicians, Dentists, Podiatrists and Optometrists Subject to 38
U.S.C. Ch. 73**

\(1\) **Minimum Charge**. The minimum charge of leave for these
full-time employees, (including temporary full-time), \[noncareer\]
residents, \[ \] is 1 calendar day, and additional leave is charged in
multiples thereof. When a scheduled day\'s work extends over portions of
2 calendar days, leave will be charged for the day on which the greater
part of the day\'s work falls, or for the first day when the day\'s work
is equally divided between 2 calendar days.

\(2\) **Charging Annual Leave**. The conditions of duty, leave, and
administrative nonduty days which prevail during any 1 week (Sunday
through Saturday) shall determine the nature of the charge to annual
leave which is made for absences during the particular week in applying
the provisions below, with one exception as indicated in subparagraph
(c) below. It is immaterial for the application of these provisions
whether the administrative nonduty days fall upon weekends, are
consecutive days of the week, or are consistently the same 2 days of
each week. Holidays will not be charged to annual leave.

\(a\) If no duty is performed during the workweek, the full-time
employee shall not be authorized any administrative nonduty days, and
the entire 7 days of the workweek (Sunday through Saturday), excepting
holidays, shall be charged to annual leave.

\(b\) If duty is performed on a least 1 or more days during the
workweek, any approved periods of annual leave during the same week
excepting holidays will be charged on a day-for-day basis, subject to
the conditions of subparagraph (c) below.

\(c\) Administrative nonduty days which fall wholly within a period of
approved annual leave shall be charged to annual leave.

\(d\) Alternating use of annual leave in lieu of sick leave to avoid
leave charges for administrative nonduty days is not proper.

\(e\) For the purpose of charging annual leave, the following *shall be
considered as days on which work is performed* in applying the
provisions of subparagraph (a) through (c) above:

1\. Sick leave.

2\. Military leave.

3\. Court leave.

4\. All excused leave of absence as set forth in related personnel
instructions.

5\. **Examples of charge**

a\. Employee "X" has a scheduled tour of duty Monday through Friday and
requests 2 weeks annual leave. The first duty day missed will be a
Monday, and the last duty day missed will be a week from the following
Friday. Applying subparagraph (a) above no duty being performed in
either the of the 1-week periods, then all 7 days (Sunday through
Saturday) of each week is charged to annual leave. Employee "X"
therefore is charged 14 days annual leave.

b\. Employee "Y" is scheduled to have Wednesday and Thursday as his/her
administrative nonduty days during a particular week. Employee works on
a Sunday and takes annual leave Monday through Saturday of that week.
Applying subparagraph (c) above, the entire 6-day period, Monday through
Saturday would be charged to annual leave.

c\. Employee "Z" has Sunday and Monday (the first 2 days of the week)
scheduled as administrative nonduty days. On Tuesday morning "Z" calls
in by telephone and requests annual leave for the remaining days of the
week, Tuesday through Saturday. If the request is granted then no duty
would be performed during that workweek, and applying subparagraph (a)
above all 7 days of the week would be charged to annual leave.

d\. Employee "A" has a scheduled tour of duty Monday through Friday and
requests annual leave for the entire week. The first day misse\[d\] will
be Monday, and the last duty day will be Friday, which is a national
holiday. Since no duty is performed during the workweek Sunday through
Saturday, the charge to annual leave for the employee "A" is 6 days
Sunday through Thursday and Saturday) as provided in subparagraph (a)
above. The national holiday will not be charged to annual leave.

e\. Employee "B" has a scheduled tour of duty Monday through Friday and
requests annual leave for the entire week. The first duty day missed
will be Monday and the last duty day missed will be Friday. The next
day, Saturday, is a national holiday. Applying the provisions of
subparagraph (a) above, the proper charge to annual leave for employee
"B" is 6 days (Sunday through Thursday and Saturday). The national
holiday will not be charged to annual leave.

6\. It shall be the responsibility of supervisory personnel at all
levels to insure that each employee fully understands the manner of
charging for authorized annual leave. This is especially important in
such cases as described in subparagraph 5c above, wherein it is
necessary in accordance with these provisions to charge annual leave for
a day (or days) on which the employee normally would have been excused
without charge to annual leave.

\(3\) **Charging to Sick Leave**. No charge to sick leave will be made
for absence of full-time (including temporary full-time) physicians,
dentists, podiatrists, optometrists residents, and interns on
administrative nonduty days or holidays occurring immediately prior to a
period of approved sick leave or following the termination of such
leave. However, sick leave will be charged for any administrative
nonduty days occurring wholly within a period of approved sick leave.
Holidays will not be charged to sick leave regardless of where they
occur in relation to the sick leave period.

\(4\) **Sickness During Annual Leave**. When sickness occurs during a
period of annual leave, the period of illness may be charged to sick
leave and the charge against annual leave reduced accordingly.
Application for such substitution of sick leave for annual leave shall
be made promptly and shall be supported by a medical certificate or
other evidence determined to be acceptable.

**103.04 MILITARY LEAVE**

\(a\) **Definition**

Military leave is leave of absence with pay provided by statute, which
*must* be granted to allow eligible employees who are members of the
national Guard, or a Reserve component of the U.S. Armed Forces to
perform *active* military duty or be engaged in field or coast defense
training under sections 502-505 of title 32 (5 U.S.C. 30e). When
appropriate, military leave may also be granted for the purpose of
providing aid to enforce the law. Military leave may *not* be granted
for periods of *inactive* military duty such as weekend drills (CG
decision B-188145, November 15, 1977).

*NOTE: When required to perform inactive duty, the employee must be
granted annual leave or LWOP as requested in those instances where the
employee is scheduled to work and his/her tour of duty cannot be
changed. There is no authority under these circumstances to excuse
employees from duty without a charge to leave. However, all reasonable
efforts should be made to change an employee\'s tour of duty, when it
conflicts with mandatory, inactive duty training*.

\(b\) **Eligibility**

\(1\) **General Schedule, VCS, and SES Employees**. Full-time and
certain part-time general schedule, VCS, and SES employees are eligible
for fiscal year accrual and carryover of unused military leave.
Employees with temporary appointments of less than 1 year or with
temporary appointments not to exceed 1 year are not entitled to military
leave. Both full-time and part-time employees (16-32 hour tour per week)
with permanent, TAPER, or term appointments, or temporary appointments
not limited to 1 year or less, are entitled to military, leave, if
otherwise eligible.

\(2\) **Title 38 Employees**. Full-time and part-time employees who are
covered by the title 38 leave system are eligible to accrue military
leave on a fiscal year basis provided their appointments are not limited
to 1 year or less.

\(3\) **Intermittent Employees**. All intermittent employees are
ineligible to accrue and use military leave.

\(c\) **Requesting Military Leave**. Military leave will be requested on
an SF 71, Application for Leave. As a general rule a copy of the
military orders will be attached to the SF 71 to support the employee\'s
request for military leave. In unusual situations, the Reserve or
National Guard unit may be unable to issue military orders before the
actual military duty is scheduled to begin. In such instances, the
employee\'s supervisor may contact the Reserve or National Guard unit to
seek verbal confirmation of the required military duty. Thereafter, the
employee will be advised that he/she must furnish a copy of the military
orders upon his/her return to duty or the absence will be charged to
either annual leave, LWOP, or AWOL.

\(d\) **Accrual of Military Leave**. Eligible full-time employees will
accrue 15 days of military leave each fiscal year. While eligible
part-time title 38 employees will also accrue military leave at the rate
of 15 days each fiscal year, all other eligible part-time employees will
accrue a prorated portion of the 15 days military leave based on the
biweekly normal hours established in the employee\'s PAID master record
on October 1 of each year.

\(e\) **Charging Military Leave**. Military leave will be charged in
whole day increments (52 Comp. Gen. 471). Military leave may be taken a
day at a time. Nonworkdays at the beginning or end of a period of
military leave will not be charged. Nonworkdays will be charged to
military leave when they fall wholly within a period of continuous
active duty. However, if military orders are written so that nonworkdays
are not included in the period of military duty, no charge will be made
to military leave for the nonworkdays (unpublished Comp. Gen. B-149951,
November 23, 1962). Military leave will be posted in days with a check
"in the "M/L." column under the "Time Absent" section. No change is
required for posting in the "RG" column under the "Time in Pay" section.
The timekeeper will code the number of days of military leave used in
the "M/L" field in the "Misc Data"portion of the VA Form 4-5631. In
addition the number of hours or days (as appropriate) of military leave
used must be coded in the "Auth Absence Court Leave" field.

\(f\) **Evidence of Performance of Military Duty**. Upon return to duty
after a period of military duty, the employee must submit evidence
through the leave approving official to the payroll office indicating on
which dates military service was performed. This certification will be
over the signature of the commanding officer or other appropriate
official. Failure to submit this certification will result in the
absence being charged to annual leave, LWOP, or AWOL.

\(g\) **Military Leave for Law Enforcement**. In addition to the
military leave authorized above, sections 6323(b)(2) and 5519 of title
5, United States Code, authorize leave for up to 22 workdays in a
calendar year to a Reservist or National Guardsman who is called to duty
under certain conditions for the purpose of providing aid to enforce the
law. When an employee goes on this type of leave, the remarks section of
VA Form 4-5631 will be noted "Military Leave for Law Enforcement". The
employee must submit evidence through the leave approving official
indicating on which dates military service was performed and the gross
wages received. This will be over the signature of the commanding
officer or other appropriate official. Upon receipt of the statement,
the payroll office will make the necessary adjustment. (See 49 Comp.
Gen. 243) The time absent for this purpose will be recorded in hours in
the "OTH" column on VA Form 4-5631. The total number of hours used will
be coded in the fields labeled "Auth Absence". Nonworkdays will not be
charged. Part-time employees are not entitled to this type of military
leave.

**SECTION 104.00 OTHER ABSENCES**

**104.01 DEFINITIONS**

a\. **Authorized Absence**. Any absence administratively authorized or
approved which does not involve a charge to leave of any kind or loss of
basis salary, is an authorized absence, sometimes referred to as
"official leave." Authorized absences include court leave (jury and
witness), hot weather dismissal, hazardous weather dismissals, hazardous
weather conditions, voting and registration, civil defense activities,
military funerals, blood donations, required examinations, conferences
and conventions, representing \[labor\] organizations, closing of
station or office because of local holidays, and military leave.

b\. **Court Leave**. Court leave is leave with pay for attending court,
as a witness *not* in an official capacity, on behalf of a State or
local government, or jury service in a United States, District of
Columbia, or a State or local court. An employee will be required to
furnish evidence of jury service. The compensation and service fees
received will be turned in to the agent cashier, except for jury service
during a holiday when he was excused from duty. For further explanations
see figure \[101. F22\] and FPM Supplement 990-2.

\[c.\] **Maternity Leave**. Leave related to pregnancy and confinement
often referred to as "maternity leave", may consist of sick leave,
annual leave, and/or LWOP.

\[d.\] **Leave in Connection With Travel**. Employees traveling at
Government expenses will be carried in a duty status for the period
required to perform the travel authorized. If the total elapsed
traveltime is excessive, such excessive time is chargeable to leave.

\[e.\] **Suspensions**. Periods of suspension will be recorded under the
"OTH" column, "Time Absent" section of VA Form 4-5631, Time and
Attendance Report. These hours must be coded as "WOP" in the applicable
weekly WOP field. In these instances there will be no recording under
the "RG" column. The Remarks section will contain a brief explanation
such as, "Suspension" and the appropriate beginning and ending date.

\[f.\] **Pay Continuation**. An employee who has sustained a disabling,
job related traumatic injury may elect to have his/her regular pay
continued (to include basic pay, \[special pay\] as well as night or
shift differential, Sunday pay, premium pay on an annual basis and
environmental differential pay) for a period up to 45 *calendar* days
rather than have the absence charged against his/her leave account.
Continuation of regular pay will be recorded in the Time and Attendance
Report, VA Form 4-5631, by entering a check in the "OTH" column, time in
pay status, for each *calendar* day for this purpose. Normal entries are
required in the "RG" column. The number of regularly scheduled hours or
days representing pay continuation in each week will be coded under the
heading "PA or PB." The total number of *workdays* for the pay period
will be coded in the "Misc Data" field under the Heading "Work Comp."

**SECTION 105.00 TIME AND ATTENDANCE RECORDING**

**105.01 RECORDING REGULAR AND UNSCHEDULED AND IRREGULAR TOURS**

a\. **General Time**. Time and leave will be recorded on VA Form 4-5631
*daily*. Post all hours employee is in a pay status in appropriate
columns undertime in a pay status and all hours in an absent status in
the appropriate columns under time absent.

b\. **Regular Hours**

\(1\) **Employees Paid in Hours**. Record in the "RG" column under time
in pay status section all time in a pay status for which the employee is
entitled to receive regular pay. (See par. 105.0\[6\] for "regular hours
at an overtime rate.") Time for which an employee may be additionally,
entitled to receive premium pay of any type (night differential, tour
differential, day or shift overtime, or day, or shift holiday pay) and
overtime for which compensatory time off is elected by the employee will
be reflected separately in the other appropriate columns under time in
pay status section. Time for all types of leave (including all excused
absences) charged under "Time Absent" section, except "AWOL" and "LWOP,"
will also be reflected in the "RG" column.

*NOTE: Hours posted in the "RG "column include all regularly scheduled
periods of service. This is true even though portions of such service
may additionally qualify for payment at premium rates. The hours posted
in this column will equal the normal hours established in the employee
master record, unless there has been a period of nonpay, WOP or WOL.*

\(2\) **Employees Paid in Days**. A check will be posted in the "RG"
column for each day on which the employee is in a pay status with one
exception, namely, administrative nonduty days (days on which no duty is
scheduled). The administrative nonduty days will be indicated by posting
an "X" in the "RG" column for each calendar week during which the
employee \[does not\] render\[ \] any duty. When the employee is on
annual leave status the entire calendar week, the administrative nonduty
day(s) need not be indicated. The administrative nonduty days will be
indicated when the employee is in a sick leave status for the entire
calendar week. All types of leave will be posted in the appropriate
columns with a check. In addition the following will be applicable to
physicians and dentists who engage in outside activities for
remuneration.

\(a\) To comply with DM&S policy an 80-hour tour of duty per \[pay\]
period will be established for these employees.

\(b\) The number of scheduled hours actually worked or in a leave status
(sick, annual or authorized absence), will be posted daily in the "OTH "
column. If an employee works less than the number of hours scheduled for
a particular day the employee may be excused from duty by his/ her
immediate supervisor for less than a major portion of the scheduled
hours for the day. Excused leave may not be granted more than twice in
any pay period. Under no circumstances will excused leave be granted to
permit an employee to engage in outside professional activities for
remuneration.

\(c\) lrregular tours of duty (tours of duty which differ from the
regularly established hours or tours of duty at the station) will be
recorded in the "Irregular Tours" column. In those instances where an
irregular tour of duty is established to permit an employee to engage in
approved remunerative activities during the regularly established hours
of duty at the \[facility\], a notion will be made in the remarks
section of VA Form 4-5631 citing specific teaching and/or consultation
agreements or other authority permitting remunerated activity.

c\. **Unscheduled Regular Hours**. Post the hours or days of duty for
those employees not having a regular preestablished tour of duty, such
as intermittent employees, hours worked in excess of regular tour by
part-time employees, or, for full-time employees, the number of hours
spent traveling which qualify as "hours worked" under the FLSA (see
apps. B and C). The hours worked by fee basis nurses appointed by \[SF
50B\], will also be posted in the "US" column. In some instances it will
be necessary to use this column in conjunction with "regular hours at an
overtime rate."

**EXAMPLE 1:** A part-time employee has a regular tour of 8 hours Friday
of each week, but also works 8 hours on Thursday. Post "8" in the "RG"
for the Friday and "8" in the "US" column for Thursday.

**EXAMPLE 2:** A full-time employee who works from 8 a.m. to 4:30 p.m.
from Monday through Friday travels to a temporary duty station on Sunday
during the hours of 2:30 p.m. to 6 p.m. Post "2" in the "US" for Sunday.
This entry must be explained in the remarks section.

d\. **Irregular Tours of Duty**. Entries will be made in the column
headed "Irregular Tours" only when all or a portion of an employees
regular tour of duty is at variance with the regularly established hours
of duty at the \[facility\]. **EXAMPLES:** The established hours of
business at the \[facility\] are 8 a.m. to 4:30 p.m. Monday through
Friday. The employee\'s tour is from 9 a.m. to 5:30 p.m. The tour for a
part-time employee will *always* vary from the established business
hours of the \[facility\]; therefore, the preestablished tour of duty
for part-time employees must be entered.

**105.02 NIGHT SHIFT \[FACILITY\] DIFFERENTIAL**

a\. **General.** Night shift \[ \] differential will be recorded on VA
Form 4-5631, Time and Attendance Report, in accordance with the
following subparagraphs:

b\. **N/D Total Hours and N/D Leave & Hol**. The total number of hours
of night differential entitlement for each week under existing rules and
regulations must be coded in the "N/D total hours" field for the
appropriate week. Recording entries for each week must then be reviewed
to determine the number of night differential hours that are being paid
for periods of nonwork such as periods of annual and sick leave or when
excused from duty on a legal holiday. The total of such hours for each
week must then be coded in the applicable "N/D leave & hol" field. For
example, a full-time wage employee who is regularly assigned to shift 3
uses 4 hours of sick leave and is also excused from duty for his 8-hour
tour on a holiday. In the second week of the pay period, the employee
performs duty during the entire workweek. The entry in the "N/D total
hours-3" field would be 40 hours for each week while the entry in the
"N/D leave & hol-3" field for week 1 would be 12 hours.

c\. **Instructions Applicable to Specific Categories of Employees**

\(1\) **General Schedule \[Employees.\]** If an employee performs all or
any part of his/her regularly scheduled tour of duty (or is assigned
temporarily to a regularly scheduled tour of duty other than his/her own
tour) between the hours of 6 p.m. and 6 a. m., he/she is entitied to
night differential for those hours actually occurring between 6 p.m. and
6 a.m. The number of hours in his/her regularly scheduled tour of duty
will be posted in the "RG" column, and the number of hours occurring
between the hours of 6 p.m. and 6 a.m. will be posed in column "2" under
the "N/D" heading (time in a premium pay status). EXAMPLE: Employee\'s
regularly scheduled tour of duty is from 3:30 p.m. to 12 p.m., with 1/2
hour allowed for lunch from 5 p.m. to 5:30 p.m., post "8" hours in the
"RG"column and "6" in column 2 under the "N/D"heading. Using the
foregoing, if time allowed for lunch has been from 6 p.m. to 6:30 p.m.,
"8" hours would be posted in the"RG" column and "5 1/2" hours in column
"2" under the "N/D" heading.

*NOTE: Night differentials is payable for periods of leave with pay when
such sick leave (regardless when taken) totals less than 8 hours, within
the pay period. Payment is proper for holiday when the employee has been
excused without charge to leave. \[In addition, these employees are
entitled to night differential when on military, leave or court leave.\]
Night differential is payable for periods of overtime duty, provided
such overtime duty, is performed on, or as a part of a regularly
established tour of duty. The election of compensatory time in lieu of
overtime pay will not affect the employees entitlement to night
differential for such duty. Irregular or occasional overtime duty not
performed on or as a part of an established tour will not qualify for
additional payment of night differential even though such overtime is
performed between the hours of 6 p. m. and 6 a. m.*

\(2\) **Wage Employees, Nonappointed Fund and Retail Clerical and
Administrative Employees of the Veterans Canteen Service, \[ \] and
Purchase and Hire Employees**. Shift differential payments will be
determined as explained below. Postings will be made to column "2" or
"3" as applicable under the "N/D" heading. These employees are entitied
to \[payment\] at the scheduled rate plus a differential of 7 1/2
percent of the scheduled rate for regularly scheduled nonovertime work
when a majority (5 or more of the regularly scheduled 8-hour shift)
occurs between 11 p.m. and 8 a.m. (shift 3). No shift differential is
payable when less than of the workhours occur between 3 p.m. and 8 a.m.
Meal breaks of 1 hour or less that occur when a night shift differential
is authorized should be included for purposes of determining prevailing
rate employees\' entitlement to a night shift differential. Thus, in the
situation where an employee works from 11:30 a.m. to 8 p.m. with a meal
break from 3:30 p.m. to 4 p.m., the 30 minute meal break is included to
determine that a majority of hours of work occur during a second shift
and a 7 1/2 percent night shift differential is payable. Entitlement to
a shift rate based on the employee\'s regular tour assignment, rather
than actual performance of duty within shift 2 or shift 3, must be
explained in "REMARKS" on VA Form 4-5631. The entry \[in\] "Irregular
Tours" will indicate the tour during which duty was actually performed.

\(a\) The employee will be paid at the shift 2 rate for the entire shift
when assigned to a regularly scheduled tour of duty, the *majority* of
which occurs between the hours of 3 p.m. and midnight.

\(b\) The employee will be paid at the shift 3 rate for the entire shift
when assigned to a regularly scheduled tour of duty, the *majority* of
which occurs between the hours of 113 p.m. and 8 a.m.

\(c\) A wage employee regularly assigned to a day shift will receive the
shift 2 or shift 3 rate when temporarily assigned to work a regular
shift for which the shift 2 or shift 3 rate is payable.

\(d\) A wage employee regularly assigned to shift 2 or shift 3 and
temporarily assigned to a day shift or another shift will receive the
rate of his/her own tour or the tour actually worked whichever is
greater.

**EXAMPLE 1:** Regularly scheduled tour of duty is 4 p.m. to midnight,
no lunch period scheduled. Payment for the total tour would be 8 hours
at the shift 2 rate.

**EXAMPLE 2:** Regularly scheduled tour of duty is from midnight to 8
a.m., no lunch period scheduled. Payment for the total tour would be 8
hours at the shift 3 rate.

**EXAMPLE 3:** Regularly scheduled tour of duty is from 7:30 p.m. to 4
a.m. with a scheduled lunch period from 11 p.m. to 11:30 p.m. Payment
for the total tour would be 8 hours at the shift 3 rate.

**EXAMPLE 4**: Regularly scheduled tour of duty is from 6 p.m, to 2 a.m.
the following day, no lunch period scheduled. Total payment would be 8
hours at the shift 2 rate.

**EXAMPLE 5:** Regularly scheduled tour of duty is from 10 a.m. to 6:30
p.m. with a scheduled lunch period from 1 p.m. to 1:30 p.m. Total
payment would be at the day rate.

**EXAMPLE 6:** Part-time employees with a regularly scheduled tour of
duty from 2 p.m. to 6 p.m. Payment for the total tour would be at the
shift 2 rate as the majority of the tour occurs after 3 p.m.

\(e\) Periods of leave with pay (including traveltime and authorized
absence) will be paid at the rate the employee would have received had
he/she been in an *actual* duty status. When, because of irregular tour
assignments, it cannot be determined which tour the employee would have
worked had he/she been in a duty status rather than a leave status,
he/she will be paid the rate he/she was receiving at the time the
absence began.

**EXAMPLE 1:** Employee is on extended sick leave for a period of 6
weeks, he/she is assigned to shift 2 on a full-time, nonrotating basis.
The entire period of absence is paid at the shift 2 rate.

**EXAMPLE 2:** Employee is on extended sick leave for a period of 6
weeks, he/she is regularly rotated on the basis of 2 days each week on
shift 2 and 3 days each week on shift 3. Payment for the entire period
of absence would be 96 hours at the shift 2 rate and 144 hours at the
shift 3 rate.

**EXAMPLE 3**: Employee is on 2 weeks annual leave, he/she is regularly
roatated on the basis of four weeks on shift 3, followed by four weeks
of day work, the assignment to day work commenced on the first workday
of the second week of leave. Payment for the period of absence would be
40 hours at the shift 3 rate and 40 hours at the day rate. Had the first
day of leave corresponded to the first day of assignment of the day
work, payment would have been 80 hours at the day rate.

**EXAMPLE 4**: Employee is on 2 weeks annual leave, he/she *does not*
rotate between shifts on an *established basis*, it cannot be
administratively determined what his shift assignment would have been
had he/she actually performed duty during the 2-week period, his/her
last duty assignment prior to commencing the period of leave was to
shift 3. The entire period of absence would be paid at the shift 3 rate.

\(3\) **Nurses.** A \[night\] differential of 10 percent of the
employee\'s basic hourly rate will be paid for service (including
overtime service) performed on a tour of duty, any part of which falls
within the period beginning at 6 p.m. and ending at 6 a.m., provided 4
or more hours of the tour fall between 6 p.m. and 6 a.m. When less than
4 hours fall between 6 p.m. and 6 a.m. the differential will be paid for
each hour of service performed between those hours only. The number of
hours of tour differential to which an employee is entitied will be
posted in column "2" under the "N/D" heading. The foregoing also applies
to part-time employees and intermittent employees.

*NOTE: When on annual or sick leave, a nurse shall be entitled to
\[night\] differential pay otherwise appropriate, provided the total
amount of such leave in a pay period is fewer than 8 hours. In addition,
these employees are entitled to \[night\] differential when on military
leave, court leave, or authorized absence. Payment is proper for
holidays when the employee has been excused without charge to leave.*

\(4\) **Physicians, Dentists, Podiatrists and Optometrists Subject to 38
U.S.C. Ch. 73.** These employees are not entitled to night differential
payments.

\(5\) **Piecework Employees of the Veterans Canteen Service**. Piecework
(commission) employees of the Veterans Canteen Service are not entitled
to night differential.

**105.03 SUNDAY PREMIUM PAY**

a\. **General.** Certain employees having a regularly scheduled 40-hour
workweek are entitied to premium pay for work actually performed within
the basic workweek during a regularly scheduled tour of duty any part of
which is within the period midnight Saturday and midnight Sunday.

b\. **Instructions Applicable to Specific Categories of Employees**

(1). **General Schedule \[Employees.\]** Premium pay is equal to 25
percent of basic compensation for each hour of work performed within a
tour of duty to a maximum of 8 hours. If an employee has two separate
tours on Sunday such as a tour that begins on Saturday and ends on
Sunday and another tour that begins on Sunday and ends on Monday, he/she
is entitled to premium pay not to exceed 8 hours for each tour of duty.
Except for military leave and court leave, Sunday premium pay is not
paid without the actual performance of duty. Sunday premium pay is not
payable for overtime duty. *Part-time employees do not qualify for
Sunday premium pay*. Sunday premium hours will be recorded in column "D"
under the Sunday heading.

\(2\) **Wage Employees, Nonappointed Fund and Retail Clerical and
Administrative Employees of the Veterans Canteen Service, \[ \] and
Purchase and Hire Employees**. The provisions of subparagraph (1) above
are equally applicable to these employees except that entitlement to
Sunday premium pay will be at the applicable shift rate. Sunday premium
pay is not payable for overtime duty. *Part-time employees are not
entitled to Sunday premium pay*. Sunday hours will be recorded in the
appropriate shift column (D. 2 or 3) under the "Sunday" heading.

\(3\) **Nurses, \[and Certain General Schedule employees who are
authorized to receive premium pay under the provisions of 38 U.S.C.
4107e(2) through (10).\]** For service rendered on a Sunday tour of duty
(including overtime), any part of which is within the period commencing
at midnight Saturday and ending at midnight Sunday, an employee shall
receive additional pay for each hour of service at a rate equal to 25
percent of the employee\'s basic hourly rate. An employee who performs
service on two separate tours of duty on Sunday which qualify for Sunday
pay shall receive additional pay for each hour of both tours. Part-time
and intermittent employees as well as graduate nurse technicians are
also entitied to Sunday premium pay for service rendered on a Sunday
tour of duty. Posting will be in the "D" column under the "Sunday"
heading.

\(4\) **Physicians, Dentists, Podiatrists and Optometrists Subject to 38
U.S.C. Ch. 73.** These employees are not entitled to Sunday premium pay.

\(5\) **Piecework Employees of the Veterans Canteen Service**. Piecework
(commission) employees are not entitied to Sunday premium pay.

**\[105.04 SATURDAY PREMIUM PAY**

a\. **General.** Certain full-time and part-time employees whose tour of
duty includes Saturday are entitled to premium pay for work performed on
tours beginning at midnight Friday and ending at midnight Saturday.

b\. **Instructions Applicable to Specific Categories of Employees**.

\(1\) **Nurses**. Saturday premium pay equals 25 percent of the basic
pay received for each hour in a pay status on a Saturday tour of duty.
If an employee has two separate tours, such as a tour that begins on
Friday and ends on Saturday and another tour that falls entirely on
Saturday, he/she is entitled to premium pay not to exceed 8 hours for
each tour of duty. Saturday premium pay hours will be recorded on the VA
Form 4-5631 under the Sunday heading in column "3"\', thus, coding will
be recorded in the coding field labeled "Sunday 3" for the applicable
week of the pay period. *NOTE: In those instances where an employee has
a tour of duty that begins on Saturday and ends on Sunday, the
employee\'s premium entitlement will be recorded as Sunday premium pay.
This will enable the PAID System to accurately compute the extra cost
incurred as a result of Saturday & premium pay*.

\(2\) **All Other Employees**. Excepted as provided in subparagraph (1)
above, all other employees are ineligible to receive Saturday premium
pay.\]

**\[105.05\] OVERTIME/COMPENSATORY TIME**

**(Including Entitlement Under the Overtime Provisions of the FLSA Fair
Labor Standards Act)**

a\. **General.** The following instructions are to be used in
conjunction with the appendixes to this supplement in order to give full
recognition to the overtime provisions of the FLSA.

\(1\) **Overtime.** Overtime is defined as each hour of work in excess
of 40 hours in an administrative work week or in excess of 8 hours in a
day, whichever is greater. (See par. 105.0\[6\] for *"regular hours to
be paid at an overtime rate.")* \[When determining whether or not an
employee meets this criteria, any absence on paid leave is to be
disregarded.\] For any period of absence without pay within an
employee\'s 40-hour workweek, an equal period of service performed
outside the basic workweek, but during the same calendar week Sunday
through Saturday, must be substituted and paid at the basic hourly rate,
or if appropriate as *regular hours at an overtime rate,* before any
remaining periods of service in excess of 40 hours in a workweek can be
paid at the overtime rate. Overtime may be authorized in multiples of
not less than 15 minutes. (Overtime service of less than 15 minutes will
be disregarded, e.g., an employee performs overtime duty for a period of
25 minutes, payment would be made for 15 minutes.) Any time worked on an
employee\'s administrative non-duty days and in excess of his/her
\[basic\] 40-hour workweek even if on a "legal" holiday is overtime or
compensatory time and not holiday time.

\(2\) **Callback Overtime**. Any unscheduled overtime work performed by
an employee who is called back to work on an off-duty day, or on a
regular workday after completion of his/her regular schedule of work and
has left his/her place of employment, will be considered to be at least
2 hours in duration. The actual time worked will be reflected in the
"Remarks" section of VA Form 4-5631 along with a reference to the
approval date of VA Form \[4-1098.\]

\(3\) **The Fair Labor Standards Act**. \[The FLSA is an alternate
method of computing overtime pay for personnel receiving premium pay
under Chapter 55 of Title 5 U.S.C. The employee receives overtime pay
under whichever method provides the greater benefit. Under the FLSA,\] a
nonexempt (covered) employee becomes entitled to overtime compensation
(for actual hours worked in excess of 40 hours per week) for all work
which management *"suffers or permits"* to be performed. In addition,
any work performed prior to or after the established shift hours or
during the prescribed lunch period by a covered employee for the benefit
of the Agency, whether requested or not, is working time if the
supervisor knows of or has reason to believe such work is being
performed. *Exempt* employees continue to be paid overtime work in the
same manner as in the past. The FLSA is an alternative method of
computing overtime pay for personnel receiving premium pay under ch. 55
of title 5, U.S.C. The employee receives the greater benefit.

**Affect of Paid Absences on Hours Worked Under the FLSA**. FPM Letter
551-22 modified the procedures for determining the number of hours
worked under the FLSA for those employees who are receiving annual
premium pay for standby duty under 5 U.S.C. 5545(c)(1); annual premium
pay for AUO (administratively controllable overtime) work under 5 U.S.C.
5545 (c)(2); and overtime pay for "regularly scheduled" overtime work as
defined in 5 CFR 550.103(p) and 610.102(g) (*not* under an Alternative
Work Schedule). Specifically, this decision provides that FLSA hours of
work by affected employees will *not* be reduced for absence on annual
and sick leave, court leave, military leave, excused holidays, and
excused absences. Therefore, if an employee in any three covered
situations described herein receives pay for periods of nonwork (leave,
holidays, or excused absences), the hours of paid absence must be
counted *as if* they were "hours of work" for the purpose of determining
the employee\'s FLSA overtime pay entitlement. In the VA, this change
was effective August 2, 1987. A new field (OT lrr/Sch) has been added in
the coding area of this field whenever an employee works overtime hours
or is in receipt of AUO or standby pay.

\(4\) **Overtime While in a Travel Status**

\(a\) **Title 5**. Time in travel away from the official duty station of
an employee is deemed employment only when:

[1]{.underline}. It is within his/her regularly scheduled administrative
workweek, including regular overtime work.

[2]{.underline}. The travel involves the performance of work while
traveling, is incident to travel that involves the performance of work
while traveling, is carried out under such arduous and unusual
conditions that the travel is inseparable from work, or results from an
event which could not be scheduled or controlled administratively. (For
further explanation see FPM Supp. 990-2, book 550, subch. S1.)

\(b\) **Fair Labor Standards Act**

[1]{.underline}. Time spent traveling away from official duty station
during regular working hours is considered "hours of work" under both
title 5 and the FLSA. However, time spent traveling away from the
official duty station that occurs *outside* regular working hours is
"hours of work" under the FLSA if an employee (1) performs work while
traveling (including travel as a driver of a vehicle), (2) travels as a
passenger to a temporary duty station and returns during the same day,
or (3) travels as a passenger on nonworkdays during hours which
correspond to his/her regular working hours. Thus, whether time spent
traveling outside regular working hours is considered "hours of work"
under FLSA depends upon the kind of travel involved. Traveltime by
*nonexempt* employees that meets the conditions specified in the
attachment to FPM Letter 551-10 and FPM Letter 551-11 (see apps. B and
C) shall be considered as hours of work under the FLSA.

[2]{.underline}. **Recording Traveltime Under FLSA**. Record under the
"US" column the number of hours *full-time* employees spend traveling
(but not other time in a travel status) away from his/her official duty
station when such traveltime meets the criteria to be considered as
hours worked under the FLSA.

**EXAMPLE:** A full-time employee who regularly works from 8:00 a.m. to
4:30 p.m. from Monday through Friday and who travels to a temporary duty
station on Sunday between the hours of 2:30 p.m. to 6:00 p.m. would have
2 hours posted in the "US" column on that Sunday. This is an unusual
entry and must be explained in the "Remarks" section.

*NOTE: No postings will be made for full-time employees paid in days or
for part-time employees paid in hours*.

\(c\) **Title 38**. Nurses \[ \] are entitled to overtime compensation
while in a travel status on the same basis as Title 5 employees (see
subpar. (a) above).

b\. Compensatory Time

\(1\) An employee whose basic annual salary does not exceed the maximum
scheduled rate of a GS-10 or Veterans Canteen Service grade 10 may elect
to take compensatory time off in lieu of payment for irregular or
occasional overtime worked. \[An employee will indicate his/her election
to take compensatory time off in lieu of overtime pay by entering
his/her initials in the designated column on VA Form 4-1098.\] Veterans
Canteen Service employees in grade 11 and above do not qualify for
overtime, but may be granted compensatory time for any hours worked in
excess of their normal tour of duty. With respect to \[General
Schedule\] employees whose basic annual salary exceeds the maximum
scheduled rate for grade GS-10, \[ \] the Director or his/her designee
at field \[facilities\] and comparable officials in Central Office may,
at their own discretion, require that such employees take compensatory
time off for the overtime duty instead of payment. Compensatory time off
should be taken as soon as possible after it is earned, but not later
than the end of the seventh pay period following the pay period in which
it is earned. An employee who fails to take compensatory time off from
duty within the time limit prescribed will lose his/her right to such
compensatory time unless such failure was due to an exigency of the
service beyond the control of the employee. In the latter instance, the
employee will be paid for the overtime work at the overtime rate.
Payment will be based on a written statement over the signature of the
official authorized to approve overtime work. While the seven pay period
forfeiture rule applies to both FLSA \[ \] exempt \[and nonexempt\]
employees, it must be recognized that \[nonexempt\] employees who
forfeit compensatory time are entitled to be paid for the overtime work
under title 5 at the rate at which it was earned.

\(2\) Payment will not be made if an employee has elected to receive
compensatory time off, except as stated above or upon separation when
compensatory, time still remains to his/her credit within the prescribed
period, in which case it may be compensated for by payment at the
overtime rate. The seven pay period requirement is \[ \] controlled by
the PAID system; therefore. compensatory, time balances \[will be
automatically\] deleted from the employee\'s master record by \[the
DPC.\] All payment for unused compensation time, including that which
remains to an employee\'s credit at the time of transfer to another VA
station or separation, must be accomplished by \[facility\] input.
Payment will be based on the employee\'s overtime rate that was in
effect at the time the compensatory time was earned.

c\. **Instructions Applicable to Specific Categories of Employees**

\(1\) **General Schedule \[Employees\]**

\(a\) **Overtime**

1\. **General**

[a]{.underline}. Post the number of hours of the regularly scheduled
tour of duty (if any for that day) in the "RG" column and the number of
excess hours (overtime) in column "D" under the "OT" heading. *(See par,
105.0\[6\] for regular hours at an overtime rate.)* The actual time and
date worked will be entered in the remarks section, along with a
reference to the approval date of VA Form \[4-1098\].

[b]{.underline}. Overtime qualifying for payment under the 2-hour
minimum call back rule will be posted in column "D" under the "OT"
heading. Each such posting will be followed by the letters "CB." The
actual time and date worked will be entered in the "Remarks" section.
along with a reference to the approval date of VA form \[4-1098.\]

[c]{.underline}. Columns 2 and 3 under the overtime heading are not
applicable to GS employees and per annum employees of the Veterans
Canteen Service.

[d]{.underline}. For purposes of the FLSA the number of overtime hours
not actually worked must be coded in the "OT Hours Not Worked" field.

**EXAMPLE**: A General Schedule employee is called back to perform
irregular or occasional overtime duty which covers a period of 23
minutes. The overtime coding entries for this week would be 2 hours in
the "OT total hours-D" field and 1 3/4hours (coded as 013) in the "OT
hours not worked-D" field.

[2]{.underline}. **Special FLSA Provisions Applicable to Nonexempt
Employees in Receipt of Annual Standby Premium Who Are Not Engaged in
Fire Protection or Law Enforcement Activities.** These employees are
entitled to be compensated at an overtime rate under the FLSA for all
hours actually worked in excess of 40 hours per week. In applying these
provisions, hours in a standby status are considered "hours worked"
except that 8 hours representing sleep time during a standby period
\<I\>will\</I\> be deducted from each scheduled period of continuous
duty of 24 hours of an employee. except as otherwise provided in
paragraph 3 of FPM Letter 551-14. Accordingly, all hours in a standby
status must be recorded in the "SB" (OTH) column with the total of such
standby hours for each week to be coded in the "on call standby" field
for the applicable week. In addition, deductible sleep periods must be
recorded it the remarks section, indicating the date and the applicable
number of sleep hours that are to be deducted. The total number of sleep
hours to be deducted for each week will be coded in the "OT-3" NOT
WORKED field for the applicable week.

[3]{.underline}. **Special FLSA Provisions Applicable to Firefighters
Occupational Series Code GS-0081 and Law Enforcement Personnel
Occupational Series Code GS-0083**. These employees are entitled to be
compensated at an overtime rate under the FLSA for all hours actually
worked in excess of (46 1/2) hours per week. In order to give
recognition to such factors as lunch hours and the "tour of duty"
concept in computing the actual hours worked by these employees, the
following special procedures have been established.

[a]{.underline}. **With Regular Tour of Duty in Excess of 40 Hours Per
Week**. When these employees perform irregular or occasional overtime
duty to provide tour coverage, the employee will be entitled to
compensation under the provisions of title 5 based on the two-thirds
rule. However. under the FLSA the entire "tour of duty" is considered as
hours worked. Thus, if an employee is on duty for an additional
\[24\]-hour shift outside of his regularly scheduled tour of duty, the
employee is entitled to \[16\] hours at the overtime rate under title 5,
while the full \[24\]-hour shift would be considered as hours worked for
FLSA purposes. This would be accomplished by recording \[16\] hours
(two-thirds of \[24\] in the "OT-D" column and the remaining \[8\] hours
in the *unscheduled regular* column on the day on which the additional
shift was worked. \[Note however that the two-thirds rule cannot be
applied to tours of less than 24 hours.\] At the end of the week, the
two columns would be totaled and entered into the applicable coding
fields for that week.

[b]{.underline}. **With Regular Tour of Duty of 40 Hours Per Week**.
Under the overtime provisions of the FLSA, separately stated lunch
periods for these employees are considered as hours worked for purposes
of computing the employee\'s straight time pay rate as well as overtime
pay purposes. This will be accomplished through use of the "US" regular
and the "OT-2" columns. Those lunch periods which fall within the
regular 40-hour workweek will be recorded in the "OT-2" column and coded
in the applicable "OT-2" weekly coding field. Lunch periods which fall
within periods of overtime duty must be recorded in the "US" regular
column and coded in the "US" regular coding field for the week in which
the overtime service was rendered.

*NOTE: In all instances where the "unscheduled regular" and the "OT-2"
fields are used to input data for FLSA pay computation purposes, such
hours will never be used by the "PAID" system in computing the
employee\'s pay entitlement under title 5 or title 38*.

\(b\) **Compensatory Time**

[1]{.underline}. These employees may be granted compensatory time off in
lieu of overtime pay. However, the granting of compensatory time off to
nonexempt employees must be consistent with the provisions of FPM Letter
551-6 (see app. A).

[2]{.underline}. Compensatory time off will normally be granted in
multiples of \[1/4\] hour. \[ \]

[3]{.underline}. Record hours of work for which the employee elected
compensatory time off in lieu of overtime pay under the "C/T" heading in
the time in pay status section of VA Form 4-5631. If compensatory time
is elected for callback overtime work of less than 2 hours in duration,
record "2" hours in the "C/T" column followed by the letters "CB".

[4]{.underline}. Absences charged to compensatory time previously earned
by employees will be recorded under the "C/T" heading in the "Time
Absent" section of VA Form 4-5631.

\(2\) **Wage Employees, Nonappropriated Fund Employees and Retail
Clerical and Administrative Employees of the Veterans Canteen Service,
\[ \] and Purchase and Hire Employees**

\(a\) **Overtime**

[1]{.underline}. Overtime pay for an employee regularly working a shift
for which a shift differential is paid for \[the\] entire shift will be
at his/her normal shift rate, even though the hours of overtime work \[
\]extended into, or fall entirely within, a day shift. When the overtime
work is performed on a nonworkday, overtime pay is computed on the rate
of the employee\'s last previous regularly scheduled shift. The actual
time and date worked will be entered in the remarks section along with a
reference to the approval date of VA Form

\[4-1098.\]

[2]{.underline}. When an employee regularly working a day shift works
overtime between the hours of 3 p.m. and 8 a.m., he/she shall be
compensated for each hour of overtime worked between those hours at one
and one-half times his/her regular rate of basic pay.

[3]{.underline}. Overtime pay for an employee having a *regularly
rotating tour of duty which includes two or three shifts* is computed on
the rate of the employee\'s regularly scheduled shift in effect for the
calendar day on which the overtime work is performed. When the overtime
work is performed on a nonworkday, overtime pay is computed on the
average rate of basic pay for all *regularly* scheduled shifts worked by
the employee during the basic workweek. Payment under the averaging
provisions of this subparagraph cannot be accomplished automatically by
the PAID system. When overtime is payable under this provision, the
number of overtime hours to which the employee is entitled should be
recorded and coded as day overtime and a transaction 82 submitted \[by
the payroll activity) for the difference between\] the computer
generated payment and the actual payment due.

[4]{.underline}. These employees *must* be paid for callback overtime.
Overtime qualifying for payment under the 2-hour minimum callback rule
will be posted in column D, 2 or 3 as appropriate, followed by the
letters "CB", under the OT heading.

\(b\) **Compensatory Time**. Compensatory time off in lieu of overtime
will not be the authorized for these employees.

\(3\) (**Nurses.\[ \]**

\(a\) **Overtime**

[1]{.underline}. Overtime duty performed by these employees including
part-time and intermittent as well as graduate nurse technicians and
nurse technicians pending graduation will be posted in the "D" column
under the "OT" heading except when such overtime duty is performed on a
holiday. Overtime service performed on a holiday will be posted in
column "3" under the "OT" heading. (See par. 105.0\[6\] or *regular
hours at an overtime rate*.) Overtime provisions are applicable when an
employee returns to duty from an on-call status. The actual time and
date worked will be entered in the remarks section, along with a
reference to the approval date of VA Form 4-1098.

[2]{.underline}. Overtime qualifying for payment under the 2-hour
minimum callback rule will be posted in column "D" under the "OT"
heading except when such overtime duty is performed on a holiday.
Overtime service performed on a holiday will be posted in column "3"
under the "OT" heading. Each such posting will be followed by the
letters "CB". The actual time and date worked will be entered in the
remarks section, along with a reference to the approval date of VA Form
4-1098.

[3]{.underline}. Column 2 under the overtime heading is not applicable
to these employees.

\(b\) **Compensatory Time**. Compensatory time off in lieu of overtime
pay may be granted to these employees, if the employee voluntarily
requests such compensatory time off in lieu of overtime pay. All such
requests must be in writing and approved by the same official who may
order and approve overtime. \[This requirement is considered to be met
when the employee enters his/her initials in the designated column on VA
Form 4-1098.\]

\(4\) **Physicians, Dentists, Podiatrists and Optometrists Subject to 38
U.S.C. Ch. 73**

\(a\) **Overtime.** These employees are not eligible for overtime pay.

\(b\) **Compensatory Time**. Compensatory time will not be authorized
for these employees.

\(5\) **Piecework Employees of the Veterans Canteen Service**

\(a\) **Overtime**. Piecework (commission) employees of the VCS are not
eligible for overtime pay.

\(b\) **Compensatory Time**. Compensatory time will not be authorized
for piecework (commission) employees of the VCS.

**105.06 REGULAR HOURS AT AN OVERTIME RATE**

a\. **General**. Regular hours payable at an overtime rate may be
identified as those hours worked in excess of 8 in a day, but not in
excess of 40 in the administrative workweek. Employees who qualify for
overtime pay, *except* those whose regular rate exceeds the overtime
rate, can qualify for this type of payment. Employees in the excepted
category are paid their regular rate for such hours. In as much as
regular hours at the overtime rate are within the employees *basic*
workweek (either by schedule or substitution for periods of absence in a
nonpay status), payments will be treated as basic compensation and
subject to retirement deductions to the extent of the basic hourly rate.
Any excess, over the basic hourly rate, is treated as overtime. Regular
hours at an overtime rate *will always be used in conjunction with
normal hours established in the employee\'s master record or a
combination of normal hours and unscheduled regular for part-time and
intermittent employees*. The conditions of duty and leave (with or
without pay) that prevail in any *single week* will determine if
overtime is recorded and coded as *regular hours at an overtime rate or
overtime*. In this connection it must be kept in mind that the employee
is entitled to payment at the overtime rate for those hours in excess of
40 in a week or in excess of 8 in a day, *whichever is greater*. Regular
hours at an overtime rate may be paid at the day rate, shift 2 or shift
3 rate as applicable depending on the type of employee.

*NOTE 1: WOP hours, for which OT hours are substituted, must be recorded
in the employees master record by \[the payroll activity by\] means of
transaction 51. (See 42 Comp. Gen. 429.)*

*NOTE 2: The following examples, which are applicable only to entitied
employees, illustrate the relationship between overtime and regular
hours at an overtime rate:*

**EXAMPLE 1:** Employee has \[a\] regularly \[scheduled\] tour of duty
consisting of four 10-hour days (Monday through Thursday), he/she
performs duty on the entire tour. The employee is entitied to 8 *regular
hours at an overtime rate* as the hours in excess of 8 in a day (4 X 2)
are greater than the hours in excess of 40.

**EXAMPLE 2:** The same employee as shown in example 1 performs duty for
the tour shown except for Thursday when he/she was on LWOP for 10 hours.
He/she is entitied to 6 (3 X 2) *regular hours at an overtime rate* as
again the hours in excess of 8 in 1 day are greater than hours in excess
of 40 in 1 week.

**EXAMPLE 3:** An employee as shown in examples 1 and 2 performs duty
for the tour shown except he/she is in an annual leave status for the
last 2 hours on Thursday. He/she is entitied to 6 (3 X 2) *regular hours
at an overtime rate* as he/she did not work \[hours\] in excess of 8 on
Thursday.

**EXAMPLE 4**: Employee has a regularly scheduled tour of duty
consisting of 8 hours each day Monday through Friday, he/she is absent
without leave 8 hours on Thursday, but works 10 hours on Saturday on an
unscheduled basis. The employee is entitled to 2 hours of overtime. In
this example it was necessary to substitute 8 of the 10 hours worked on
Saturday for the 8 hours leave without pay occurring on Thursday, thus
completing the 40-hour workweek. The overtime hours in excess of 8 (2
hours) in 1 day are the same as overtime hours in excess of 40 in 1 week
(2 hours). Therefore, they must be considered as *overtime*.

**EXAMPLE 5:** Employee has a regularly tour of duty of 8 hours per day,
Monday through Friday, he/she actually works 10 hours on each day of the
scheduled days for a total of 50 hours. The employee would be entitled
to 10 hours *overtime* as the hours in excess of 8 in 1 day are equal to
the hours in excess of 40 in 1 week. In this example, assume a rate of
pay \$3 per hour. Based on the above, the employee would be paid 40
hours at \$3 and 10 hours at \$4.50 making a gross payment of \$165 for
the week\'s work. *Had the overtime hours been erroneously entered as
regular hours at an overtime rate* the employee would be paid 30 hours
at \$3 per hour and 10 hours at \$4.50 per hour or a gross payment of
\$135, resulting in an underpayment of \$30.

**EXAMPLE 6:** Employee has a regularly scheduled workweek of 12 hours
each day Monday through Wednesday and 4 hours on Thursday for a total of
40 hours. The employee *actually* worked 10 hours on Thursday, making a
total of 46 hours for which payment is due. The total hours worked in
excess of 8 in 1 day is 14 and hours worked in excess of 40 in 1 week is
6.

The employee is entitled to 14 hours at the overtime rate, as the hours
in excess of 8 in 1 day are greater than the number of hours in excess
of 40 in 1 week. Having determined that the employee is entitied to 14
hours at the *overtime rate*, there is now for consideration the
question of *regular hours at an overtime rate*, overtime or a
combination of both. This is resolved as follows: total hours worked in
the week was 46, employee\'s normal tour was 40, therefore, 6 hours of
the 14 hours due at the overtime rate would be considered overtime. The
balance (8 hours), although payable at the overtime rate, must be
considered as having occurred in the employee\'s basic workweek and
would be coded as *regular hours at an overtime rate*.

*NOTE 3: Example 6 is identical to the example presented in question 3,
42 Comp. Gen 329. Effect has been given to the term "regular hours at an
overtime rate "and the "normal hours" concept of the "PAID" system. All
examples have been based on only 1 week which in the unit of time used
for overtime determinations. In actual coding to VA Form 4-5631, you
must consider that all coding entries are pay period totals which cover
a 2-week period*.

b\. **Instructions Applicable to Specific Categories of Employees**

\(1\) **General Schedule \[Employees.\]** Those hours falling in the
basic workweek which qualify for payment at the overtime rate will be
recorded under the Regular column or Unscheduled column or as a
combination of Regular and Unscheduled as applicable. The regular hours
payable at an overtime rate will be recorded to the right of a diagonal
line under the proper heading. A regularly scheduled 10-hour tour would
be recorded under the "RG" columns as "8/2". The 2 hours in excess of 8
in a day, but not in excess of 40 in the week will be coded in column
"D" under the heading "Regular Hours at O/T Rate".

\(2\) **Wage Employees, Nonappropriated Fund Employees and Retail
Clerical and Administrative Employees of the Veterans Canteen Service,
\[ \] and Purchase and Hire Employees**. These employees may qualify for
"regular hours at an overtime rate" at the day rate, shift 2 or shift 3
rate. Recording and coding of VA Form 4-5631 will be in the manner
prescribed in subparagraph (1) above. When the appropriate rate has been
established the number of regular hours payable at the overtime rate
will be *coded* in column D, 2 or 3 as appropriate under the heading
"Regular Hours at OT Rate".

\(3\) **Nurses.** \[ \] Regular Hours at an overtime rate will be
recorded and coded as outlined in subparagraph (1) above except \[when\]
such service is on a holiday. For such service performed on a holiday,
payment will be at two times the basic hourly rate of pay. Payment at
two times the basic hourly rate is accomplished in the "PAID" system by
coding the number of such hours worked in shift 3 under the heading
"REG. Hrs. at OT Rate" on VA Form 4-5631. When the rate has been
established the number of overtime hours will be \<I\>coded\</I\> under
the heading "Reg. Hrs. at OT Rate" in column D or 3 as applicable.

\(4\) **Physicians, Dentists, Podiatrists and Optometrists Subject to 38
U.S.C. Ch. 73.** These employees are not entitied to overtime pay.

\(5\) **Piecework Employees of the Veterans Canteen Service.** Piecework
(commission) employees of the Veterans Canteen Service are not entitled
to overtime pay.

**105.07 HOLIDAY PAY**

a\. **General.** The following subparagraphs will provide information
necessary to describe the effect of holidays on employees, in order to
make proper recording entries on VA Form 4-5631.

\(1\) **Legal Holidays**. In accordance with 5 U.S.C. 6103, Executive
Order 11582 and Public Law 94-97 the following national holidays are
observed: January 1, \[the third Monday in January,\] the third Monday
of February, the last Monday of May, July 4th, the first Monday of
September, the second Monday of October, November 11th, the fourth
Thursday of November and December 25th. In addition, the day on which
the President of the United States is inaugurated every fourth year is a
legal holiday for the Metropolitan area of the District of Columbia
only.

\(2\) **Determining the Holiday**. For purposes of pay and leave, the
day to be treated as a holiday is determined as follows:

\(a\) For employees having workweeks other than Monday through Friday,
the employee\'s first day off in the administrative workweek is
considered to be in lieu of Sunday while the second day off in the
administrative workweek is considered to be in lieu of Saturday.

\(b\) When a holiday falls on a workday, in an employee\'s basic
workweek that workday is his or her holiday.

**GUIDE FOR DETERMINING HOLIDAY BENEFITS\***

**LEGAL CALENDAR Employee\'s Regularly Type of**

**HOLIDAY Scheduled Workweek Employee Benefit Day**

First Day Off Any Scheduled Full Time Next Workday

Tour Part Time No Benefit

Second Day Off Any Scheduled Full Time Preceding Workday

Tour Part Time No Benefit

*\* For employees on compressed work schedules, see MP-5, part 1,
chapter 610, section B.*

*NOTE: Intermittent employees receive no benefit without performance of
duty. See 26 Comp. Gen. 690.*

\(3\) **Legal Holidays Failing on a Saturday or on a Day Off in Lieu of
Saturday. (NOT APPLICABLE TO PART-TIME EMPLOYEES)**

\(a\) If any of the above holidays or any other day declared to be a
holiday by Federal statute or Executive Order, occurs on a Saturday or
on the employee\'s day off in lieu of Saturday, the workday immediately
preceding the Saturday, shall be considered to be a holiday.

\(b\) Where an employee\'s basic workweek includes Saturday and a
holiday falls on Saturday, Saturday will be that employee\'s holiday.

\(4\) **Legal Holiday Failing on a Sunday or on a Day Off in Lieu of
Sunday. (NOT APPLICABLE TO PART-TIME EMPLOYEES)**

\(a\) An employee whose basic workweek does not include Sunday shall be
excused from work on the next workday of his/her basic workweek,
whenever a holiday falls on Sunday.

\(b\) Where an employee\'s basic workweek includes Sunday and a holiday
falls on Sunday, *Sunday* will be that employee\'s holiday.

\(c\) If an employee\'s workday covers portions of 2 calendar days, the
tour of duty which commences on a legal holiday will be treated as if it
constituted the employee\'s full scheduled tour of duty for the holiday.

\(5\) **Legal Holiday for Part-Time Employees Having a Regularly
Scheduled Administrative Workweek**. The provisions of Executive Order
11582 do not apply to part-time employees, such employees being entitled
to holiday benefits on the same basis as that existing prior to the
promulgation of said order (see 26 Comp. Gen. 690.)

\(a\) Part-time employees are entitied to holiday pay, for work
performed during their prescribed hours of work (regular tour of duty)
on any holiday occurring within their regularly scheduled administrative
workweek. However, these employees would be entitled to such pay for
holiday work only upon establishing that they otherwise would have
received straight-time pay for not working on such day, and if the time
worked on the holiday does not cover a period over which overtime
compensation normally would be paid. An exception to this rule is made
for part-time and intermittent nurses serving under 38 U.S.C.
4114(a)(1)(A). For the effect of this exception see instructions
applicable to specific categories of employees.

\(b\) Normally, the Saturday and Sunday holiday rules, namely, that the
preceding or following first workdays will be a holiday, are not
applicable to part-time employees. (See par. (4) above.) An exception to
this rule is if the part-time employees are prevented from performing
their regular scheduled tour of duty because offices were closed for
observance of such holiday by full-time employees.

EXAMPLE: A holiday falls on Saturday. The offices observe Friday as the
holiday and are closed. A part-time employee in these offices, whose
tour of duty includes Friday is prevented from working due to the
closing of the office. In this case the part-time employee is entitied
to regular pay, without charge to leave on Friday.

*NOTE. \[An employee who performs work on a holiday is entitled to pay
at his/her rate of basic pay plus premium pay at a rate equal to his/her
rate of basic pay for that holiday work which is not in excess of 8
hours or is overtime work.\] Inasmuch as compensatory time may only be
granted for irregular or occasional overtime duty, an employee may not
elect compensatory time in lieu of payment at the holiday rate (for duty
of 8 hours or less) performed on a holiday which falls within his/her
basic 40-hour workweek.*

\(6\) An employee, who is required to perform work on a holiday falling
within his/her basic workweek, is entitled to be compensated for at
least 2 hours at the holiday rate. Duty of less than 2 hours duration
will be recorded on VA Form 4-5631 as "2" hours, in the applicable
heading column under time in pay status section. An additional
recording, representing the number of hours excused, will be required
under the heading "Holiday Ex."

EXAMPLE: An employee who is assigned to a tour of duty 8 a.m. to 4:30
p.m. on a holiday which falls within his/her basic workweek is excused
from duty at 9 a.m. Your recording would be "2" hours under the heading
Holiday "D" and "7" hours under the heading "Holiday Ex."

*NOTE: The combination of the hours recorded in the Holiday payment and
Holiday excused files is not limited to 8 hours.*

\(7\) **Effect of Nonpay Status on Holiday Entitlement.** The following
rules govern an employee\'s eligibility for regular pay for holidays
which fall within the basic workweek, and on which he/she is excused
from duty, where the holiday is preceded or followed by (or falls
within) absence(s) in a nonpay status.

\(a\) Eligible employees will receive pay for the holiday if they are
absent in a nonpay status *(including LWOP\[,\]AWOL,\[or Suspension\])
on the day immediately following the holiday, provided they were in a
pay status (duty or leave) the day preceding the holiday, and provided
the holiday was not included within the period of nonpay status. If the
holiday was included within the period of nonpay status, payment for the
holiday will not be made*.

\(b\) Eligible employees in a nonpay status (including LWOP \[,\] AWOL,
\[or Suspension\]) on the day preceding the holiday will receive payment
for the holiday, provided they are in a pay status (duty, or leave) the
next regularly scheduled workday immediately following the holiday, and
provided the holiday was not included within the period of nonpay
status.

\(8\) **Closing of Canteens by Administrative Action on Days Designated
as Holidays in Lieu of Saturday or Sunday Holidays**

\(a\) There may, be times when a canteen will be closed, in conformance
with \[facility\] policy, on a Friday or Monday to a Saturday or Sunday
holiday.

\(b\) When the holiday falls on Saturday, a part-time employee who has a
regularly scheduled administrative workweek Monday through Friday, is
not entitled to basic salary for the preceding Friday if excused from
duty on that day. Similarly, if the holiday falls on Sunday, the
employee\'s not entitled to his/her basic salary for the following
Monday if excused from duty on that day. To avoid loss of pay, affected
employees may, be rescheduled for the one pay period only to make the
Friday or Monday a nonworkday provided they are notified at least 1 week
in advance of the rescheduling. If rescheduling is not feasible, or if
the closing of the canteen precludes the employee\'s assignment to
duties in line with those normally performed in his/her position, he/she
may be paid \[ \] basic salary for not working without charge to leave.

\(c\) A full-time employee who has an administrative workweek which
includes Friday and Saturday has his/her holiday on Saturday. If the
employee is prevented from working the preceding Friday, because the
canteen is closed in conformance with \[facility\] policy, the employee
may be rescheduled for on pay period only to make the Friday a
nonworkday, provided he/she is given at least 1 week\'s advanced notice.
If rescheduling is not feasible, or if the closing of the canteen
precludes the employee\'s assignment to duties in line with those
normally performed in his/her position, he/she may be paid basic salary
for not working Friday, without charge to leave.

b\. **Instructions Applicable to Specific Categories of Employees**

\(1\) **GS Employees**.

\(a\) An employee who is excused from duty because of a holiday falling
within his/her basic workweek will be entitied to his her normal
compensation for that day. (Basic rate plus night differential if
applicable.)

\(b\) For a GS employee \[ \] who works on a holiday which falls within
his/her basic workweek, post opposite the appropriate day the number of
hours worked (not to exceed 8 hours) in column "D" under the holiday
heading and the number of his/her regularly scheduled tour of duty in
the "RG " column. If the work performed on such holiday exceeds 8 hours,
the excess hours will be posted separately in column "D" under the
overtime heading or will be included in the "RG" column, depending on
whether or not the basic 40-hour workweek has been exceeded by such
hours. If all or any part of tile work performed on a holiday falling
within an employee\'s basic workweek is rendered between 6 p.m. and 6
a.m., such hours will be posted in column "2" under the "N/D" heading,
provided that they were also a part of a regularly scheduled tour of
duty to which the employee has been assigned. (See par. 105.02 for
further information on posting of night differential.)

EXAMPLE: An employee whose regularly scheduled tour of duty is 1 p.m. to
9:30 p.m. with 1/2 hour for a meal from 5 p.m. to 5:30 p.m., works for
10 hours (1 p.m. to 11:30 p.m.) on a holiday which falls within his/her
basic workweek. Record "8" hours in the "RG" column, "3-1/ 2" hours in
column "2" under the "N/D" heading, "2" hours in column "D" under the
overtime heading (provided such time is in excess of his/her basic
40-hour workweek served in a pay status), and "8" hours in column "D"
under the holiday heading.

\(c\) If an employee who is assigned to duty on a holiday which falls
within his/her basic workweek works a part of such holiday and, then is
excused from duty for the remainder of the day, post the number of hours
of his/her regularly scheduled tour of duty in the "RG" column and the
number of hours worked in the applicable holiday column under time in
pay status section. No charge against annual or sick leave may be made
for absence on a legal holiday. (FPM, ch. 610). Since an employee, who
is required to perform work on a holiday falling within his/her basic
workweek, is entitled to be compensated for at least 2 hours at the
holiday rate, duty of less than 2 hours duration will be recorded on VA
Form 4-5631 as "2" hours, in the applicable heading under the time in
pay status section. The actual number of excused hours must be recorded
under the heading holiday "ex."

\(d\) If an employee who is assigned to duty on a holiday which falls
within his/her basic workweek absents himself/herself from work for such
holiday without permission, he/she will be reported AWOL and will be
subject to a deduction of 1 day\'s pay.

EXAMPLE: Post "8" hours in "WOL" column under "Time Absent" section (no
posting will be made in "PC" column under "time in pay status" section).

\(2\) **Wage Employees and Nonappropriated Fund Employees of the
Veterans Canteen Service**

\(a\) An employee who is excused from duty because of a holiday failing
within his/her basic workweek will be entitied to his/her normal
compensation for that day, including shift differential if applicable.

\(b\) When an employee, by virtue of his/her shift assignment, is
entitled to basic compensation on the day observed as a holiday at a
shift 2 or 3 rate. holiday pay for duty performed on that day must be
computed at the same shift rate. Guidelines for determining the shift
rate applicable are those specified in paragraph 105.\[05.\]

EXAMPLE 1: Regularly scheduled tour of duty on the day observed as a
holiday is 4 p.m. to 12 midnight, no meal period is scheduled. The
employee is excused for the holiday and no duty is performed. Payment
would be 8 hours at the shift 2 rate. This would be accomplished my
appropriate recording and coding entries under regular, night
differential and "Holiday Ex" headings.

EXAMPLE 2: Had the same employee actually worked his/her full schedule
on the day observed as the holiday he/she would be entitled to 8 hours
holiday pay at the shift 2 rate. It should be noted, in this instance,
that entries in the ND-2 and HOL-2 fields of VA Form 4-5631 would be of
the same numeric value (i.e., 8).

\(c\) When an employee who is assigned to duty on a holiday which falls
within his/her basic workweek works a part of such holiday and is then
excused from duty for the remainder of the day, post the number of hours
of his/her regularly scheduled tour of duty in the "RG" column and the
\[number of hours worked\] in the applicable holiday column under time
in pay status section. (No charge against annual or sick leave may be
made for absence on a legal holiday FPM, ch. 610.) Since an employee.
who is directed to perform work on a holiday falling within his/her
basic workweek, is entitied to be compensated for at least 2 hours at
the holiday rate, duty of less than 2 hours duration will be recorded on
VA Form 4-5631 as "2" hours, in the applicable column under time in pay
status section. The actual number of excused hours must be recorded
under heading "Holiday Ex."

EXAMPLE: Regularly scheduled tour of duty on the day observed as a
holiday is 4 p.m. to 12 midnight, no meal period is scheduled. The
employee works 2 hours of his/her scheduled tour and is then excused
from 6 p.m. through the remainder of the tour, payment would be 8 hours
at the shift 2 rate for his/her regular (or basic) compensation and *2
hours holiday pay at the shift 2 rate*. The remaining "6" hours must be
recorded under the heading "Holiday Ex."

\(d\) When an employee who is assigned to duty on a holiday which falls
within his/her basic workweek absents himself/herself from work for such
holiday without permission, he/she will be reported AWOL and will be
subject to a deduction of 1 day\'s pay.

EXAMPLE: Post "8" hours in "WOL" column under "Time Absent Section "(no
posting will be made in "RG" column under "time in pay status" section).

\(e\) An employee who is appointed on a hourly, per diem or piece rate
basis for 90 days or less, will be entitled to only his/her basic rate
of compensation for duty performed on a holiday occurring within his/her
basic workweek. When no duty is performed employee will not be entitled
to any compensation and reduction in payment will be accomplished by
appropriate coding of nonpay.

\(3\) **Nurses.**

\(a\) An employee who is excused from duty because of a holiday failing
within the basic workweek will be entitied to the normal compensation
for that day, basic rate plus tour differential if applicable.

\(b\) Nurses will have the same entitlement to holiday benefits as
outlined under the general heading except for overtime service performed
on a holiday. Part-time and intermittent employees will be entitled to
holiday pay only for service performed on the actual calendar holiday.

\(c\) If an employee who is assigned to duty on a holiday which falls
within his/her basic workweek works a part of such holiday and is then
excused from duty for the remainder of the day, post the number of hours
of the regularly scheduled tour of duty in the "RG" column and the
\[number of\] hours worked in the applicable holiday column under time
in pay status section. No charge against annual or sick leave may be
made for absence on a legal holiday. Since an employee who is required
to perform work on a holiday falling within the basic workweek, is
entitled to be compensated for at least 2 hours at the holiday rate,
duty of less than 2 hours duration will be recorded on VA Form 4-5631 as
"2" hours, in the applicable heading column under time in pay status
\[column.\] The actual number of excused hours must be recorded under
the heading "Holiday Ex."

\(d\) An employee who is scheduled to perform duty on a holiday falling
within his/her basic workweek and who absents himself, herself from work
on that day without permission shall be considered as AWOL (absent
without leave) and shall be subject to a reduction in pay for that day
or portion of the day during which scheduled duty was not performed.
Reduction in pay will be accomplished by appropriate entries in the
"WOL" column with a corresponding reduction in the hours to be posted in
the "RG" column under the "time in pay status" section.

\(4\) **Physicians, Dentists, Podiatrists and Optometrists Subject to 38
U.S.C. Ch. 73.**

\(a\) For duty performed on a holiday or the day held and considered to
the the public legal holiday, an in-lieu nonworkday may be granted. The
in-lieu day, if authorized, must be taken within 90 days by the
employees concerned. Post a check in the "RG" column and a check in the
"C/T"column followed by the letter "H". When the "in lieu" absence is
granted, and taken, post a check in the "C/T" column of the "Time
Absent" section followed by the date for which the "in lieu" day was
granted. No initialing is required for "in lieu" day granted.

\(b\) Where the employee is excused from duty on a holiday or the day
held and considered to be the public legal holiday post a check in the
"RG" column and a check under the column heading "Holiday Ex." (See
special coding instructions.)

\(c\) Employees who are assigned to work on holidays and whose absences
were not authorized will be reported as being on unauthorized absence
and will lose pay for that day.

EXAMPLE: Post a check in "WOL" column under "Time Absent" section (no
posting will be made in "RG" column under "time in pay status" section).

\(d\) Holidays comprising a part of a period of approved annual or sick
leave will not be charged to leave.

\(e\) Part-time physicians and dentists are not entitled to an in-lieu
day for duty performed on a holiday.

\(5\) **Piecework Employees of the Veterans Canteen Service**. An
employee who is excused from duty because of a holiday failing within
his/her workweek will receive compensation based on his/her leave and
holiday rate. Record the number of scheduled hours under the heading
"Holiday Ex." For duty performed on a holiday which falls within the
basic workweek, record opposite the appropriate day, the number of hours
worked, not to exceed 8 hours, in column "D" under the holiday heading
and the number of hours of his/her regularly scheduled tour of duty in
the "RG" column.

**105.08 STANDBY TOURS**

a\. **General.** When a basic workweek of greater than 40 hours has been
established a substantial portion of which consists of remaining in a
standby status (e.g., firefighters) rather than performing work and for
which premium compensation is paid on an annual basis, leave balances
and accruals will be adjusted in accordance with the conversion formulas
provided in FPM, Supplement 990-2, book 630 \[See also HS&RA supplement
to MP-5, part I, chapter 610.\] Employees who have a basic workweek of
40 hours and an additional tour of standby duty separate and distinct
from the basic workweek are credited and charged leave on the basic
40-hour workweek. Standby pay is limited to General Schedule employees.

*NOTE: For impact of the FLSA, see paragraph 105.\[05\].*

b\. **Leave Charge**. Leave used will be charged at the same proportion
as earned.

c\. **Recording Standby Tours**

\(1\) **Standby Time Not Separate From Actual Work Occurring Throughout
the Entire Tour**. The actual number of hours scheduled for each
calendar day will be recorded under the "RG" column. No additional
recording of hours worked in a standby status is required to reflect the
standby tour.

EXAMPLE: For an employee having a 12-hour tour of duty on Monday,
commencing at 8 a.m. and ending at 8 p.m., a 24-hour tour commencing at
8 a.m. Wednesday and ending at 8 a.m. Thursday and a 24-hour tour
commencing at 8 a.m. Friday and ending at 8 a.m. Saturday, record under
the "RG" column 12 hours for Monday, 16 hours for Wednesday, 8 hours for
Thursday, 16 hours for Friday and 8 hours for Saturday. In as much as
leave is accured in proportion to the scheduled hours, leave used will
be charged on an hour for hour basis inclusive of the unidentifiable
standby time.

\(2\) **Standby Time Separate and Distinct From the Basic 40-Hour
Workweek**. Record in "OTH" column the number of standby hours when the
basic 40-hour workweek is separate and distinct from the additional tour
of standby duty. The combined hours must agree with the period in the
"Irregular Column."

EXAMPLE: Employee has a regularly scheduled basic workweek of 40 hours
with a standby tour of 7 hours each regularly scheduled workday. Record
8 hours in the "RG" column and 7 hours in the "OTH" column. The symbol
"SB" representing standby time would be entered above "OTH"column. Leave
is credited and charged on the basis of the employee\'s nonstandby tour.

\(d\) **Instructions Applicable to Specific Categories of Employees**

\(1\) **General Schedule and Per Annum Employees of the Veterans Canteen
Service**. Standby tours will be recorded as outlined in subparagraph c
(1) and (2) above.

\(2\) **Wage Employees, Nonappropriated Fund Employees and Retail
Clerical and Administrative Employees of the Veterans Canteen Service,
\[ \] and Purchase and Hire Employees**. These employees are not
entitled to standby pay.

\(3\) **Nurses. \[ \]** These employees are not entitled to standby pay.

\(4\) **Physicians, Dentists, Podiatrists and Optometrists Subject to 38
U.S.C. Ch. 73.** These employees are not entitled to standby pay.

\(5\) **Piecework Employees of the Veterans Canteen Service**. These
employees are not entitled to standby pay.

**105.09 ON CALL HOURS**

a\. **General**. On-call pay is limited to nurses. \[ \]

b\. **On-Call Duty and Pay**. A nurse who is officially scheduled to be
on call outside of his/her regularly scheduled duty hours shall receive
pay for each hour of on-call duty, except for such time as he/she may be
called back to perform overtime work, at a rate equal to 10 percent of
his/her overtime pay. When called back to perform overtime work, a nurse
will receive overtime pay in accordance with subparagraph 105.05.
On-call pay will be suspended during the period of actual overtime duty;
when released from overtime duty such nurse will return to the remaining
scheduled on-call duty, if any, and receive on-call pay accordingly.
While in an on-call duty status, a nurse will be available for prompt
response to perform service. In the event of incapacitation for
availability during the period for which scheduled to be on call, such
unavailability will be reported promptly by the nurse to the authority
or other responsible official. A nurse who is relieved from scheduled on
call as a result; thereof, will not receive on-call pay during the
period from which relieved. \[An employee who is excused from duty on a
holiday may receive on-call during such hours of excusal.\] Authorizing
officials for on-call duty will be the same as those authorized to order
and approve overtime at the station. Approval will be requested by
memorandum citing the name of the employee and the dates and inclusive
hours that on-call duty will be performed.

c\. **Recording On-Call Hours**. Enter the number of hours of on-call
duty performed in the "O/C", column in the pay status section of the
time and attendance report. In the "Remarks" section on VA Form 4-5631,
enter "On-Call (date and inclusive hours) approved (date)." The date to
be shown is the approval date of the memorandum requesting such on-call
duty.

d\. **Instructions Applicable to Specific Categories of Employees**

\(1\) **General Schedule and Per Annum Employees of the Veterans Canteen
Service.** These employees are not entitied to on-call pay.

\(2\) **Wage Employees, Nonappropriate Fund Employees and Retail
Clerical and Administrative Employees of the Veterans Canteen Service \[
\] and Purchase and Hire Employees**. These employees are not entitied
to on-call pay.

\(3\) **Nurses**. \[ \] On-Call duty and on-call pay will be recorded
for these employees as outlined in subparagraphs a through c above.

\(4\) **Physicians, Dentists, Podiatrists and Optometrists Subject to 38
U.S.C. Ch. 73.** These employees are not entitled to on-call pay.

\(5\) **Piecework Employees of the Veterans Canteen Service**. These
employees are not entitled to on-call pay.

**105.10 BAYLOR PLAN FOR NURSES**

a\. **Definition**. Baylor Plan - means two regularly scheduled 12-hour
tours of duty, that fall entirely within the period commencing at
midnight Friday and ending at midnight the following Sunday.

b\. **General.** The use of the Baylor Plan is restricted to those
nurses who are appointed at VA health-care facilities under the
provisions of 38 U.S.C. 4101(1) or 4114(a)(1)(A) and who are providing
direct patient care. In the PAID System, such employees will be
identified by duty basis code 1 with normal hours of 48 per pay period
and will be in either pay plan K or M. The procedures set forth below,
supplement those in VA Manual MP-5, part II, chapter 3, section E.

c\. **Leave Accruals**. An employee who performs duty under the Baylor
Plan is considered to be a full-time employee and, as such, will accrue
8 hours of annual leave and 4 hours of sick leave per pay period.

d\. **Leave Charges**. When absent from duty on leave, a Baylor Plan
employee will be charged leave on an hour-for-hour basis. For example,
if an employee is absent from duty 2 hours, the leave charge will
recorded and coded as 2 hours on the VA Form 4-5631, Time and Attendance
Report (T&A Report). When processed by the PAID System, the 2-hour leave
charge will be multiplied times the factor 1.667 in order to convert the
leave charge to the equivalent amount of leave charged full-time
employees on a 40-hour workweek. Thus, the actual leave charge in this
case would be 3.334 hours.

e\. **Completion of VA Form 4-5631, Time and Attendance Report**

\(1\) **Regular Hours**. For each 12-hour tour of duty performed by a
Baylor Plan employee within the employee\'s basic workweek, enter 12 in
the "RG" column. If an employee actually works less than his/her
scheduled 12 hours because of a WOP charge, post the actual number of
hours in a pay status in the "RG" column and post the WOP charge in the
LWOP or AWOL column, as appropriate. The WOP hours must be coded in
either the "WD" or "WP" field, as appropriate, on the T&A Report.

\(2\) **Unscheduled Hours**. Any service rendered by a Baylor Plan
employee during the period commencing at midnight Sunday and ending at
midnight the following Friday and which is not in excess of 8 hours on
any 1 calendar day will be recorded and coded as "unscheduled hours" in
the "US" column on the T&A Report. Because the employee is entitled to
accrue leave on the same basis as a full-time employee, no additional
leave will accrue as a result of these "unscheduled" hours.

\(3\) **Premium Pay Entitlement**. A Baylor Plan employee is not
entitled to any premium pay for duty performed during his/her basic
24-hour workweek. However, such employees are entitied to receive
premium pay for duty performed outside of the basic 24-hour workweek as
set forth in VA Manual MP-5, part II, chapter 3, section E, paragraph 8.

**105.11 ENVIRONMENTAL DIFFERENTIAL**

a\. **General**. Environmental differential is payable to an employee
under the Federal Wage System for unusually severe working conditions or
unusually severe hazards. This differential is stated as a percentage
amount and is authorized for the categories of exposures as described in
appendix J of FPM Supplements 532-1 and 532.2.

b\. **Instructions Applicable to Specific Categories of Employees**

\(1\) **General Schedule and per Annum Employees of the Veterans Canteen
Service.** These employees are not entitled to an environmental
differential.

\(2\) **Wage Employees, nonappropriated Fund and Retail Clerical and
Administrative Employees of the Veterans Canteen Service, \[ \] and
Purchase and Hire Employees**

\(a\) **Authorization for Environmental Pay.** When an employee performs
duty that qualifies for environmental differential pay. VA Form 4-1098a,
Request for an Authorization of Environmental Differential, will be
prepared in duplicate. The VA Form 4-1098a will specify the name of the
affected employee, type of exposure (as categorized in app. J),
percentage rate, number of hours for which payment is due, hourly ED
rate, total environmental differential salary for period covered,
date(s) and period of exposure. A brief description of all types of
exposures listed will be included as part of the justification. Upon
completion, the division or service chief or his/her designee will sign
the form as the requesting official. Both copies will be forwarded to
the Director or his/her designee for approval. If the request for
environmental differential is approved, the "Authorized By" block will
be completed. The original and duplicate will be forwarded to the Fiscal
activity, after which the original will be returned to the originating
office.

\(b\) **Relationship to Other Pay**. For duty performed within the basic
40-hour workweek, environmental differential is included as part of the
employee\'s basic rate of pay and will be used to compute premium pay
(overtime, holiday and Sunday work) or the amount from which retirement
deductions are made or on which group life insurance is based. For duty
performed outside the basic 40-hour workweek retirement deductions will
not be made.

\(c\) **Payment for Environmental Differential**. Payment will be based
on the appropriate percentage rate authorized for the described exposure
by the second rate of grade WG-10 on the current regular nonsupervisory
wage schedule for the area. The computation of environmental
differential pay will be at the day rate only. Definitions and
percentage rates are contained in subchapter 8 and appendix J of FPM
Supplements 532-1 and 532-2. The Time and Attendance Report provides two
coding fields in each week of the pay period for computerized payment of
environmental differential pay. Each field is 5 positions in length with
the first 2 positions representing the percentage rate and the remaining
3 positions representing the number of hours for which payment should be
made at that rate. It should be noted that there will be instances where
proper payment of environmental differential pay cannot be accomplished
based soley on time care input. In such instances, payment must be
accomplished by transactions 82 and 83.

\(3\) **Nurses.\[ \]** These employees are not entitied to an
environmental; differential.

\(4\) **Physicians, Dentists, Podiatrists and Optometrists Subject to 38
U.S.C. Ch 73**. These employees are not entitled to an environmental
differential.

\(5\) **Piecework Employees of the Veterans Canteen Service**. These
employees are not entitled to an environmental differential.

**105.12 STANDARD TIME VERSUS DAYLIGHT SAVING TIME**

a\. **Change to Daylight Savings Time**

\(1\) Employees who have regularly scheduled night tours are charged 1
hour of annual leave when they work only 7 hours on the \[first\] Sunday
in April when day-light saving time begins. If annual leave is not
available, the charge will be LWOP. Employees assigned to a tour when
the change occurs but who are in a leave status, must be charged with
the full number of hours necessary to account for the entire tour of
duty for that day.

\(2\) Comptroller General Decision B-159779 dated October 30, 1973
modifies the rules for payment of night differential to GS employees,
nurses, physicians assistants (PA\'s) and expanded function dental
auxiliaries (EFDA\'s) who are on duty during the changeover period.
Entitlement will be determined on the basis of the 8-hour rule which
provides that such differentials will be paid for periods of leave when
the total leave in the pay period totals less than 8 hours. In addition
\[an employee\] performing on-call duty when the change occurs will be
subject to a 1-hour reduction for on-call pay.

\(3\) The provisions of paragraph (2) above are not applicable to
employees under the Federal Wage System who are paid shift differential
on the shift concept and are not covered by the 8-hour rule.

\(4\) For those employees performing duty on a standby tour (that is
separate and distinct from the basic 40-hour workweek when the change
occurs, the standby tour will be reduced to 1 hour. In addition, if the
employee is performing standby duty on a 24-hour tour, the sleep period
will be reduced by 1 hour.

b\. **Change to Standard Time**

\(1\) The following information is furnished concerning premium pay
entitlement as it relates to the change from daylight saving time to
standard time on the last Sunday in October. Illustrations are based on
an assumed tour of duty of midnight to 8 a.m. during which the employee
would have actually worked 9 hours. Premium pay entitlement by type of
employee is as follows:

**Type Employee Differential Sunday**

**Pay Pay Overtime**

\[Paid as\] GS 7 Hours 8 1 Hr. Day OT

Wage 8 Hours 8 1 Hr. Shift 3 OT

\[Paid as\] Nurse 9 Hours 9 1 Hr. Day OT

In addition, an employee\] performing on-call duty would be entitled to
an additional hour of on-call pay as a result of the time change.

\(2\) For those employees performing duty on a standby tour (that is
separate and distinct from the basic 40-hour workweek) when the change
occurs, the standby tour will increase by 1 hour. In addition, if the
employee is performing duty on a 24-hour tour and the time change occurs
during the sleep period, the sleep period will increase by 1 hour.

**105.13 TIME ABSENT**

Post actual time "From" and "To" under "Time Absent" section only when
the employee has reported for or left duty at an hour which does not
correspond to those which have been established for the opening or close
of business of his regular workday except for excused tardiness.

**105.14 NONPAY TIME**

a\. The nonpay column on VA Form 4-5631 will be utilized to account for
the total hours or days in a pay period for accessions and separations
occurring within a pay period.

**EXAMPLE 1**: AGS employee is appointed on Wednesday, February \[17,
1988.\] The tour of duty is Monday through Friday of each week, Monday
and Tuesday must be accounted for by posting in the "N/P" column "8" for
each of these 2 days. (No initialing is required.)

**EXAMPLE 2**: If the above employee were a DM&S physician a check check
would be posted in the "N/P" column for Sunday through Tuesday. (No
initialing is required.)

b\. This column will also be used to reduce the pay of certain employees
who are not entitled to payment of regular compensation for holidays
without actual performance of duty.

c\. This column also may be used to reduce the pay of an employee who
has been converted from part-time to full-time employment at other than
the beginning of a pay period. It is important to note, however, that
this procedure *cannot* be used when the conversion action will result
in payment on a daily, rather than an hourly basis (part-time physicians
is converted to a full-time appointment, etc.).

**105.15 INITIALING FOR ABSENCES**

Except as otherwise provided, all periods of absence will be
acknowledged either by the employee initialing VA Form 4-5631 or the
submission of \[a\] properly executed SF 71, as follows:

a\. When SF-71 isused in lieu of initialing the VA Form 4-5631, the
notation "SF-71" will be entered in the "Initials" column of VA Form
4-5631. (See instruction relative to optional use of SF 71.)

b\. If SF-71 is not used, employees will certify for absences by
initialing VA Form 4-5631 in the appropriate column.

c\. Obtain employee\'s initials in advance, whenever practicable for
each absence from duty, including compensatory time off. If this is
impracticable, initials for the absence will be obtained promptly upon
return to duty. Initials are not required in the cases of AWOL and
official leave.

d\. When an SF 71 is not used and the employee is not available to
initial the VA Form 4-5631 for absence prior to the time it is released
to the Finance activity, the notation "NA" will be entered in the
"Remarks" section. This will indicate that the employee was not
available to initial for the leave. Such leave will be identified and
initialed for in the "Remarks" section on the current VA Form 4-5631
upon the employee\'s return to duty.

**105.16 CERTIFICATION OF VA FORM 4-5631**

At the close of each biweekly pay period the unit timekeeper will
initial \[each\] VA Form 4-5631 in space designated "Timekeeper\'s
Initials" and submit \[it\] to the supervisor of \[the\] organizational
element for signature. Facsimile stamps for initials or signatures are
not to be used as a means of certification on VA Form 4-5631. Directors
and other employees who are similarly in complete charge while at their
official duty station (as distinguished from employees who are merely
from their official station in travel status in accordance with par.
105.17 may certify to their own VA Forms 4-5631.

*NOTE: Certification authority for VA Form 4-5631 is at the supervisory
level having leave-approving authority or at a higher supervisory
level*.

**105.17 UTILIZATION OF REMARKS SECTION AND LEAVE MEMO**

a\. **Remarks section**

\(1\) \<B\>**Showing Overtime Authority in "Remarks" Section.** Where an
employee has performed overtime services in excess of his/her
administrative workweek, a reference will be made in "Remarks" section
on VA Form 4-5631 showing "VA Form \[4-1098\]," the authorization date
of same and the hours during which overtime duty was performed.

\(2\) **Recording Authorized Absences.** Any absences administratively
authorized or approved which does not involve a charge to leave of any
kind or loss of basic salary is an *authorized* absence, sometimes
referred to as "official leave." Such authorized absences will be
recorded on VA Form 4-5631. Authorized absences recorded on VA Form
4-5631 will be posted in the "OTH" column under "Time Absent" section
and explain briefly in the "Remarks" section. When authorized absence is
granted to all employees, as in the case of inclement weather or
officially authorized parades, a memorandum will be furnished to the
Finance activity over the signature of the Director to support entries
on VA Form 4-5631. Administrative nonduty days for physicians and
dentists as well as absences for rest and relaxation, because of serving
long hours in the case of treatment of patients need not be recorded as
authorized absences. Excused tardiness or absences for brief periods
such as visits to the health unit or coffeebreaks are not required to be
recorded. (For approved types of authorized absences see MP-5, pt. I,
ch. 630, and MP-5, pt. II, ch. 7.)

\(3\) **Recording Unauthorized Absences**. Unapproved absences charged
to AWOL will be documented by recording the reason in the "Remarks"
section of the VA Form 4-5631. The statement in the "Remarks" section of
the VA Form 4-5631 or the memorandum will be signed by the
leave-approving official. The employee will be charged for the actual
period of unauthorized absence (except where AWOL immediately precedes a
holiday) and should be informed that the AWOL charge will result in a
reduction of pay for that pay period.

\(4\) **Advanced or Overdrawn Leave**. Leave taken in excess of the
number of hours or days available during the pay period. and which has
been approved as advanced leave will be reflected in the "Remarks"
section over the signature of the person authorized to approve advance
leave. If the advanced leave has been approved by memorandum, an entry
in the "Remarks" section indicating the date of approval will be
sufficient. Leave taken beyond the expiration date of a period of
advanced leave will be recorded on VA Form 4-5631, as "LWOP."

\(5\) **Employees on Detail**

\(a\) If an employee is detailed to another organization unit, the
employee\'s current VA Form 4-5631, Time and Attendance Report, mall be
noted in the "Remarks" section by the unit timekeeper "Employee on
detail to (name of organizational unit)" and forwarded to the
organizational unit to which the employee is temporarily assigned. VA
Form 4-5631 will thereafter be maintained by the unit timekeeper at the
place of detail. The "T&L Unit" on the VA Form 4-5631 will be changed.
VA Forms 4-5631 which are initially received by the unit timekeeper at
the place of detail will be noted in the "Remarks" section "Employee on
detail from (name of organizational unit)".

\(b\) When the detail is made within a biweekly pay period, the unit
timekeeper will initial and the supervisor will sign VA Form 4-5631 for
recordings made thereon up to the time VA Form 4-5631 is forwarded to
the place of detail. Conversely, at the end of the employee\'s detail,
if within a biweekly pay period, the unit timekeeper will initial and
the supervisor will sign VA Form 4-5631 before forwarding it to the
organizational unit to which the employee is regularly assigned for all
recordings made on VA Form 4-5631 up to the time the detail is
completed.

\(6\) **Employees Absent From Official Station for Education and
Training.** Time and attendance information will be recorded in the
usual manner. In addition a brief endorsement will be placed in the
"Remarks" section of the VA Form 4-5631, stating the name and location
of the institution.

b\. **Leave Record (Memo)**

\(1\) Use of the "Leave Record (Memo)" section on the face side is
believed to be self-explanatory as to method of maintenance. Stations
are cautioned that use of this memo record should be *limited* to those
instances where the leave balance is sufficiently low to require its
maintenance to prevent overdrawn leave accounts. Normally a balance in
excess of \[80\] hours (\[14\] days for title 38) would indicate that
this record should not be maintained. An exception would be an employee
on leave pending disability retirement. In this instance it may be
desirable to maintain the record from the first day of absence. Finance
activities should assure themselves that this section is never routinely
maintained for all employees.

\(2\) **Maintenance of "Restored Leave" Public Law 93-181 and Public Law
94-172**

\(a\) Enter amount of leave restored in "RSAL" column. This entry is
required only on the initial period of restoration.

\(b\) Utilize as appropriate, other lines in the "Leave Record (Memo)."
Section in subsequent periods.

\(c\) Indicate in the blank space under "Leave Record (Memo)" the date
by which the restored leave must be used (i.e., "Use by January \[2,
1988.\]")

\(3\) **Section II**. This section has been provided as an easy method
to determine the amount of leave to be used or forfeited. Computations
can be made at any point in the leave year without the maintenance of a
running record of leave used.

Its use is illustrated below:

Balance as of August \[13, 1988\] 268

Accrual Remainder of Lv. Yr 64\*

Total Available Remainder Lv. Yr 332

Maximum Limitation [240]{.underline}

**Use or Forfeit 92**

**105.18 INSTRUCTIONS FOR SF 71**

a\. **SF 71 Required**. The circumstances under which SF 71 is used by
employees subject to 5 U.S.C. ch. 63, are set forth in the\] FPM,
chapter 630, and supplements thereto. Directors may approve their own
SF\'s 7 1; also, any other employee who is similarly in complete charge
while at his official duty station (as distinguished from employees who
are merely away from their official station in travel status in
accordance with par. \[105.19\] may, at the discretion of the Director,
approve their own SF 71. The use of SF 71 is required by all VA
employees for the following minimum purposes:

\(1\) Annual leave for a period in excess of 3 days.

\(2\) Sick leave for periods in excess of 3 days. The certificate of a
physician or practitioner will be obtained when required by current
\[FPM\] regulations (FPM, ch. 630, and supp. thereto). Sick leave for
medical, dental, or optical examination or treatment must be requested
prior to the beginning of the leave, either verbally or by the
submission of SF 71, depending upon the circumstances. When application
\[for\] sick leave is made on an SF 71, the employee will be required to
indicate the specific cause of the absence by checking one of the
\[four\] categories of sick leave listed in the application.

\(3\) Extended LWOP.

\<P\>

\(4\) Application for leave by employees who are not located
sufficiently near the supervisor or timekeeper to apply for leave in
person, e.g., employees in a travel status.

*\*Leave Group: 10 pay periods at 6 hours per pay period, plus 4 hours
per period No. \[26\].*

\(5\) Military Leave.

b\. **SF 71 Optional**. The provisions of subparagraph a above are
mandatory, however, the use of SF 71 may be administratively required by
the Manager (or Director) in another instance. (In addition, it may be
considered as a substitute for obtaining all employee\'s initials on VA
Form 4-5631 for all absences.) (See par. 105.\[15\]

c\. **Disposition of SF 71.** SF\'s 71 will be filed by the unit
timekeeper in all cases and subsequently disposed of 3 years after leave
requested has been used.

**105.19 EMPLOYEE AWAY FROM OFFICIAL STATION IN TRAVEL STAUTS**

a\. **Recording Travel Status on VA Form 4-5631.** The unit timekeeper
will record in the "Remarks" section on VA Form 4-5631 the date on which
the employee departed from and, if within the same biweekly pay period
covered by the current VA Form 4-5631, the date ot return to his/her
official station. The employee will be carried in a duty status during
such absence from his/her official station unless leave has been taken
and reported, in which case the leave will be recorded on VA Form 4-5631
in accordance with subparagraph b below. (No recording of temporary
travel status of less than 1 day is required in the "Remarks" section of
VA Form 4-5631, however, such recording may be required for periods of
less than 1 day, at the discretion of the Director when a travel order
has been issued.)

b\. **Recording leave Taken While in Travel Status on VA Form 4-5631.**
Employees in travel status will be required to apply for all types of
leave on SF 71, Application for Leave, in accordance with paragraph
\[105.16\]. Initials on VA Form 4-5631 are not required.

c\. **Adjustment of Leave Account on Prior VA Form 4-5631.** Where, for
some reason acceptable administratively, the leave taken while in travel
status has been applied for on SF 71 which is received by the unit
timekeeper after VA Form 4-5631 for the pay period which covers any
portion of such leave has been forwarded to the Finance Office, or the
leave actually used later proves to be different in type or amount from
that applied for and recorded prior to such time, an adjustment of the
employee\'s leave account is in order. Such adjustment in the leave
account of the employee will be made in accordance with the "Corrected
Report" procedures prescribed in paragraph 106.01.

d\. **Finance Responsibility for Verifying Leave Taken During Travel
Status.** The regular certification of the employee\'s supervisor on VA
Form 4-5631 may ordinarily be accepted as evidence that no leave was
taken while in travel status or that the amount of leave recorded
thereon is correct. However, in any case where a reasonable doubt arised
regarding leave charged or not charged an employee in travel status, his
VA Form 4-5631 should be checked against any travel reimbursement
vouchers submitted covering the pay period involved for the purpose of
verification.

**105.20 EMPLOYEES AWAY FROM OFFICIAL STATION FOR EDUCATION AND
TRAINING**

a\. **General.** A physical, dentist, nurse, resident and any other
employee away from his/her official station (headquarters) for the
purpose of education and training and for whom salary are authorized
during such training will be considered on temporary duty away from
his/her official duty station.

b\. **Leave Charges**. On such temporary duty the employee is entitied
to earn annual and sick leave under the leave system applicable, the
same as if he/she were on duty at his/her official station. If the
employee is absent from a class or study period and his/her absence has
not been excused by his/her VA leave-approving official under the
provisions of the applicable leave system, he/she must be charged leave
(annual, sick, or AWOL). Where the minimum charge to leave is 1 day, any
absence from classes or study periods will result in a leave charge of 1
day. Where the minimum leave charge is \[a quarter hour,\] any absence
from classes or study periods will be on a pro rata basis of the hours
charged for 1 day. EXAMPLE: The trainee has two classes for the day and
is absent for one class, the leave charge will be 4 hours (1/2 day).
Leave will not be charged for school holidays when classes are not held
or periods when training activities are suspended. If the employee is
ordered to work by VA officials during school holidays or periods during
which training activities are suspended, leave will be charged for any
absence from duty in accordance with the applicable leave system.

c\. **Maintenance of VA Form 4-5631.** Since the employee is entitled to
his/her salary and the accrual of leave, a VA Form 4-5631 must be
maintained.

d\. **Method for Maintenance of VA Form 4-5631**. The usual information
will be posted on the VA Form 4-5631 and in addition a brief endorsement
will be placed in the "Remarks" section similar to "Temp. duty, training
([name of institution]{.underline}), location."

e\. **Responsibility of Supervisor**. Employees receiving education and
training are under the control and administrative direction of the
Director of their official station. The Director usually will exercise
this authority through the employee\'s supervisor. The supervisor must
make appropriate arrangements with the trainee to report his/her
absences from classes or other training activities or make such
arrangements with the proper officials of the training institution to
make such a report. The supervisor, if he/she deems necessary, may
request from the training institution officials on matters pertaining to
the trainee. During periods that classes or other training activities
are suspended the trainee may be required to perform such duties as may
be practicable and feasible to assign. The supervisor signing the VA
Form 4-5631 is responsible for the duty or nonduty status reported
thereon.

**105.21 PER ANNUM CONSULTANTS AND ATTENDINGS**

a\. **General.** Consultants and attendings in the Department of
Medicine and Surgery, appointed under 38 U.S.C. ch.73 on a per annum
basis, are not entitied to annual or sick leave benefits. (Payment is
contingent upon availability for duty, as distinguished from services
performed.) However, inasmuch as the payment of those consultants and
attending appointed by \[SF 50b,\] Notification of Personnel Action, is
made on the payroll, it is necessary that a VA. Form 4-5631 be
maintained for each such employee as set forth below:

b\. **Procedure for Recording Time**

\(1\) A check will be posted in the "US" column for each day on which
service is rendered.

\(2\) Post "0" in the "US" column and a check in the "WOP" column for
each projected visit missed when a consultant or attending is
unavailable for a particular period; for example, due to vacation or
illness. In such cases, his/her salary will be reduced in accordance
with the rate per visit for the number of projected visits missed. The
Payroll activity will accomplish salary adjustments by coding VA Form
4-5638 using TT 82 and 83 as applicable.

\(3\) No entry is required in any column for a pay period in which the
consultant or attending was available for duty each day but for some
reason was not required to render service.

\(4\) After completion of the postings for a pay period, the VA Form
4-5631 will be processed in the normal manner.

**105.22 STIPEND PAYMENTS AUTHORIZED FOR TRAINEES**

a\. **General**. This class of remuneration assumes to a degree the
character of an allowance. The trainee\'s entitlement to the biweekly
amount is determined by his/her fulfilling certain conditions of
training instead of the actual performance of work. These conditions
usually are the satisfactory completion of a minimum number of training
service hours during a stipulated time period.

b\. **Authority for Paying the Full Biweekly Amount or Fractional
Part.** The authority to pay the biweekly amount will be an accomplished
receiving report prepared on VA form 4-5631. The receiving report is an
administrative determination by a responsible employee that the trainee
has fulfilled the conditions of his/her appointment and is entitled to
be paid the authorized biweekly amount. If the trainee is not entitied
to a full biweekly amount for reasons other than having been appointed
subsequent to the beginning of the pay period, death or separation, the
receiving report must specifically state the amount that should be paid.

c\. **Fractional Biweekly Payment-Appointment, Death or Separation**. In
the event of appointment, death or separation of the trainee during a
biweekly pay period only the pro rata amount of the biweekly amount will
be paid. The pro rata will be computed by the fiscal office by taking
one-fourteenth of the biweekly amount for each day elapsing in the
biweekly period from the date of appointment. In the event of the
trainee\'s death or separation the pro rata will be developed by taking
one-fourteenth of the biweekly amount for each day elapsing in the
biweekly period prior to the trainee\'s separation or death. including
the day on which the separation or death occurred. The responsible
person signing the receiving report specifically must state on the
receiving report (VA Form 4-5631) that the pro rata amount or a lesser
amount of the biweekly payment should be paid.

d\. **Completing the Receiving Report, VA Form 4-5631**

\(1\) The person designated to sign the VA Form 4-5631 is responsible
for the correctness and accuracy of the facts reported on it. Normally,
the official supervising the training program should sign the receiving
report; however, this is a local management matter and he/she may
designate other responsible individuals to perform this function.

\(2\) The following information will be indicated on the VA Form 4-5631.
The information may be endorsed on the face or reverse as may be
practicable and convenient.

\(a\) A statement to the effect that the trainee was in a satisfactory
training status in accordance with the terms of his/her appointment and
is entitled to payment of the biweekly amount.

\(b\) The number of training or service hours completed during the
biweekly period, the hours previously completed and the cumulative
total. The cumulative total will be carried forward to the VA Form
4-5631 for the ensuing pay period. This information will be reported in
total figures and need not be identified with days.

e\. **Adjustment in Biweekly Amounts**. The biweekly amount will not be
adjusted in the payroll processing for the reason that the hours of
training completed vary or no hours were completed during the biweekly
pay period. The biweekly amount will be paid entirely on the basis of
the statement that the trainee was in a satisfactory and acceptable
training status in accordance with the terms of his/her appointment and
is entitied to be paid the biweekly amount.

f\. **Receiving Reports Must Establish Completion of Minimum Training
Time.** In the event a trainee does not complete the required minimum
number of training or service hours within the predetermined time and is
required to make up the deficit hours, signed receiving report on VA
Form 4-5631 will be submitted even though the stipend will not be paid.
In such cases, the responsible person signing the VA Form 4-5631 must
specifically advise in the statement whether all, a part of or \[none\]
of the biweekly amount should be paid. The completed training
(cumulative time period units) must be reported to establish that the
required minirium time was satisfactorily completed by the trainee.

**SECTION 106.00 CORRECTED TIME AND ATTENDANCE REPORTS**

**106.01 CORRECTED REPORTS PREPARED ON VA FORM 4-5631**

a\. **Corrected Reports Required**.

\(1\) **Reason for Requirement**. Under no circumstances will VA Forms
4-5631, Time and Attendance Report, which have been submitted to the
Employees Accounts Section at the close of the biweekly period, be
returned to the operating division submitting same, or disposed or
except in accordance with existing disposal instructions.

\(2\) **Action by Unit Timekeeper.** If it becomes necessary to change a
VA Form 4-5631 which has already been submitted to the Employees
Accounts Section because of some error (leave charged incorrectly) or
omission (such as failure to post night differential time worked), the
unit timekeeper will prepare a "Corrected Report" on VA Form 4-5631
identifying the change and providing a full and complete explanation
thereof in the "Remarks" section. Corrected reports will reflect the
identical data furnished on VA Form 4-5631 originally submitted on which
the error or omission occurred, except for the changed item(s).
Corrected reports prepared on VA Form 4-5631 will be conspicuously
marked "Corrected Report"; will be certified to by the supervisor or
other person who usually certifies VA Forms 4-5631 pertaining to the
employee involved; and will be approved by the division chief or higher
administrative officer. Corrected reports will be forwarded immediately
to the Employees Accounts Section.

\(3\) **Action by Employees Accounts Section.** Upon receipt of a
corrected report, it will be compared with the original VA Form 4-5631
previously submitted to determine what corrective action, if any, is
necessary. Adjustments reflecting overpayment or underpayments will
require preparation and submission of VA Form 4-5638, Pay Adjustment and
Cash Payment Code Sheet, while adjustments to leave accounts will
require the preparation and submission of VA Form 4-5637. VA Forms
4-5637 and 4-5638 will be cross-referenced to the corrected time and
attendance report indicating the pay period in which the corrective
action was taken. Under no circumstances will adjustments for a prior
pay period be accomplished by means of adjusting coding entries on the
current pay period time and attendance report. After appropriate
processing has been accomplished, the corrected reports will be attached
to and filed with VA Form 4-5631, originally submitted in error. The
retention period will be the same as that prescribed for VA Form 4-5631
by existing disposal instructions.

b\. **Corrected Reports Not Required**. Corrected reports are not
required in those cases where a correction is made necessary by reason
of an arithmetical error disclosed as a result of any of the audits of
VA Forms 4-5631. However, the payroll clerk will inform the unit
timekeeper of the correction.

**SECTION 107.00 CODING OF TIME AND ATTENDANCE REPORTS**

**107.01 GENERAL**

This section prescribes the procedures governing the coding of payment
and leave data reported on VA Form 4-5631, Time and Attendance Report.
These instructions are applicable to all types of VA employees who are
paid biweekly by check. These instructions do not apply to employees
paid in cash.

**107.02 DOCUMENTS**

a\. The documents on which payment and leave data will be recorded are:

**Number Title**

VA Form 4-5631 Time and Attendance Report.

\[VA Form 4-563la Subsidiary Time and Attendance Report-Part-time

Physicians

b\. The recording of time and attendance data relative to those
part-time physicians who record their own time and attendance data will
be accomplished from the VA Form 4-5631a and recorded onto the
preprintcd VA Form 4-5631, Time and Attendance Report. The coded VA Form
4-5631 will then be processed in the same manner as for all other
employees.\]

c\. Purchase and hire employees receive various rates for overtime
worked commensurate with prevailing rates paid in that locality. In some
instances this will be more than time and one-half. In these instances
it will be necessary to prepare VA Form 4-5638 to pay the employee the
difference between time and one-half and the prevailing overtime rate
for that locality.

**107.03 RESPONSIBILITY**

\[Each individual who is charged with the responsibility for the proper
maintenance and preparation of the time and attendance report is
expected to be familiar with all instructions contained in this
supplement. The accuracy of coding is essential because the time and
attendance report is the basis for controlling employee\'s pay and leave
accounts and for accurate reporting of facility personal services costs.
Errors in coding may delay salary payments and/or result in payment of
incorrect amounts. Careful attention to detail is important.\]

**107.04 GENERAL CODING GUIDELINES**

a\. The coded entries on VA Form 4-5631, represents a summarized total
of time and leave in a given pay period, for each employee on the rolls
of the station. No coding is necessary on time and attendance reports
that show the employee has performed his/her normal scheduled tour of
duty, has had no absences charged to leave, and has earned no premium
pay. In other words, a VA Form 4-5631 for a full pay period showing
posting in only the "RG" column requires no coding action.

Exception: A regularly scheduled 8-hour tour of duty within a the
40-hour work-week, any part of which involves work between midnight
Saturday and midnight Sunday requires coding for Sunday premium pay.
\[In addition, certain Title 38 employees who perform service between
midnight Friday and midnight Saturday will require coding for Saturday
premium pay.\]

b\. The coding will be done in ink. Corrections will be initialed. No
change will be made in the coding once the transaction card is returned
from keypunch unless a *coding error* is discovered. Final coding and
punched data must be identical.

c\. Any field used on the time and attendance report must be *completely
coded* with significant figures or zeros. If figures are entered in a
field, enter zeros in any unused coding block of that field. (A field is
a group of columns which have been designated for the entry of related
specific data.) For example, if an employee has been charged 6 hours of
annual leave in week one, the coding on the time and attendance report
will be entered as follows:

d\. Coding must be legible.

e\. Under no circumstances will the number of coded characters exceed
the spaces for each field.

f\. Where fractional hours of duty or leave are allowed, they will be
reported in quarter-hour multiples. Quarter-hour coding is permissible
only in those coding fields which have "broken ruling" between the last
two spaces. The following codes have been established for fractions.
These codes will always be used in coding for fractions of an hour:

[Fraction]{.underline} [Code To Be Used]{.underline}

None 0

1/4 1

2/4(1/2) 2

3/4 3

EXAMPLES OF CODING:N/D TOTAL HOURS

Pay earned

3 1/4 hours of N/D, week one N/D TOTAL HOURS

17 1/2 hours of N/D, week two

20 3/4 hours of N/D, week one

10 hours of N/D, week two

g\. The same fields are used to code either hours or days, depending on
the basis of payment or leave charges.

**107.05 SPECIFIC CODING INSTRUCTIONS FOR \[VA FORM 4-5631\]**

Instructions by Category

**Item Week 1 Week 2 Special Instructions**

Preprinted Preprinted

Code Code

Annual Leave AN AL (1) These fields will be used to code the hours/days
of leave used. Days or whole hours will be coded to the left of the
broken line while fractional hours will be coded to the right of the
broken line.

\(2\) For piecework employees of the Veterans Canteen Service, coded
entries in the leave field will always result in pay computations based
on the hourly rate established for *periods of leave*.

*NOTE: Do not code nonpayable annual leave for noncareer residents in
these fields-use field labeled "NL ".*

Sick Leave SK SL (1) Code in the same manner as described

above for annual leave.

\(2\) Entries in this field are used in pay

computation for pieceworkers of the

Veterans Canteen Service.

WOP WD WP (1) The total hours or days of all LWOP,

AWOL, or suspension to a nonpay status for each week will be coded in
the appropriate WOP field. Days or whole hours will be coded to the left
of the broken line, fractional hours will be coded to the right of the
broken line.

\(2\) When an employee enters or returns

from a period of extended WOP, a coding is required for the portion of
the pay period at the beginning or end of the extended WOP period. When
an employee is on extended WOP, normally a VA Form 5-4652 is prepared.
In these instances, it is not necessary to prepare and code Time and
Attendance Reports except for those pay periods which contain the
beginning and ending dates of the extended WOP period.

\(3\) An additional coding is required in the field labeled "CAL Year
Adjustment" (CA) in the last pay period of the leave year to indicate
the amount of WOP applicable to the new calendar year.

N/P Time NO NP (1) Entries in these fields represent the

difference between the time the employee was on the payroll and the
normal duty status for this employee during the biweekly pay period at
the time of accession or separation.

\(2\) These fields will also be used to reduce the pay of employees not
entitied to regular compensation for holidays without actual performance
of duty.

\[(3) These fields may also be used to reduce the pay of an employee who
has converted from part-time to full-time employment at other than the
beginning of a pay period. However, it must be recognized that this
procedure cannot be used when the conversion action will result in
payment on a daily, rather than hourly, basis (full-time physicians,
dentists, etc.).\]

> \(4\) The whole hours or days will be entered in the two spaces to the
> left of the broken line. Fractional hours will be coded to the right
> of the broken line.

Auth. Absence AU AB (1) Enter the number of hours or days in an
authorized absence status. Days or whole hours will be coded to the left
of the broken line and fractional hours will be coded to the right of
the broken line. Periods of A/L and S/L will not be coded in these
columns.

\(2\) For piecework employees of the VCS, entries in these fields will
always result in pay computations based on the hourly rate established
for periods of leave.

*\[NOTE: Absences for military leave and court leave must not be coded
in these fields (see Special Instruction for coding this data in the
"Auth Absence Court Leave" field).\]*

Restored Annual RT RL \[(1) Entries in this field represent Leave the
number of hours or days of restored annual leave which were used by an
employee who has had previously forfeited annual leave recredited to a
separate leave account in accordance with the provisions of PL 93-181.
Days or whole hours will be coded to the left of the broken line while
fractional hours will be coded to the right of the broken line.\]

\[(2) For piecework employees of the VCS, entries in these fields will
always result in pay computations based on the hourly rate established
for periods of leave.\]

Comp. Earned CE CT (1) The two spaces to the left of the broken line
will be used to enter whole hours of compensatory time earned. The space
to the right of the broken line will be used to enter fractional hours.

\(2\) In lieu days earned by full-time physicians, dentists, podiatrist,
optometrists, residents and interns will not be coded.

Comp. Used CU CO (1) Code in the same manner as described

above. \[Coded entries in these fields represent the hours of
compensatory, time used by an employee\]

> \(2\) In lieu days used by full-time physicians, dentists,
> podiatrists, optometrists, \[and\] residents will not be coded.

Unsch. Reg UN US (1) These fields will be used to code hours worked by
intermittent employees, purchase and hire employees, hours worked in
excess of the regular normal schedule of part-time employees, and the
number of paid visits by per annum consultants and attending physicians.

\[(2) These fields may also be used to code the additional hours worked
by a full-time employee who is converted to part-time or intermittent
employment at other than the beginning of the pay period. However, this
procedure *cannot* be used when the conversion action involves a
full-time physician, dentist, etc\...\]

\[(3)\] For Veterans Canteen pieceworkers who work hours in excess of
the normal hours established in the master record, code those hours
which exceed the normal hours.

\[(4)\] The two spaces to the left of the broken line will be used to
code whole hours. The space to the right of the broken line will be used
to code fractional hours.

*NOTE: If a coding is made in the unscheduled regular column for
intermittent employees and purchase and hire employees, a coding must be
made under the "Misc Data Field" heading in the "DW" field.*

\[(5)\] In those cases where an adjustment in pay is necessary because
projected visits were missed when a per annum consultant is unavailable,
his/her salary will be reduced in accordance with the rate per visit for
the number of projected visits missed. These adjustments will be coded
on VA Form 4-5638 using TT 82 and 83 as applicable. All items of
earnings and deductions affected by this transaction will be coded with
an "X" over the units position to indicate a minus.

\[(6)\] Code the number of hours a full-time employee spends traveling
(but not other time in a travel status) outside of his/her basic
workweek and which qualify as "hours worked" under the Fair Labor
Standards Act.

\[(7)\] This filed is also used for coding those hours of irregular or
occasional overtime duty which are rendered as tour coverage and which
are not considered as hours of employment under the provisions of Title
5 U.S.C. Although not payable under Title 5 (based on the two-thirds
rule), such hours are considered as "hours worked" for purposes of the
FLSA. This procedure applies only to firefighters and law enforcement
personnel with regularly scheduled tours of duty in excess of 40 hours
per week.

N/D Total Hours-2 NA NR The two spaces to the left of the broken line

will be used to code hours. The space to the

right of the broken line will be used to code

fractional hours.

N/D Total Hours-3 NB NS Code in the same manner as described

above (Wage employees only).

N/D Leave & Holiday-2 NE NT These fields will be used to code the number

of night differential hours that are being paid for periods of nonwork,
such as periods of annual and sick leave or when excused from duty on a
legal holiday. The two spaces to the left of the broken line will be
used to code hours. The third space will be used to code fractional
hours.

N/D Leave & Holiday 3 NF NU Code in the same manner as above. (Wage

employees only.)

Sunday-D SA SE The two spaces to the left of the broken line

will be used to code whole hours. The third space will be used to code
fractional hours.

Sunday-2 SB SF Code in the same manner as described

above. (Wage employees only.)

Sunday-3 SC SG \[(1)\] Code in the same manner as described

above. (Wage employees only.)

\[(2) This field will also be used to code

entitlement to Saturday premium pay for eligible employees (Ref. par.
105.04).\]

OT Total Hours-D OA OE The two spaces to the left of the broken line

will be used to code whole hours. The third space will be used to code
fractional hours.

OT Total Hours-2 OB OF (1) Code in the same manner as described

above.

\(2\) For firefighters and protective officers with a regular tour of 40
hours per week, code those hours which represent lunch periods that fall
within the regular 40 hour workweek.

OT Total Hours-3 OC OG Code in the same manner as described above. Wage
employees only and overtime duty performed by nurses, PA\'s, EFDA\'s and
GNT\'s on a holiday.

OT Irr Sch SD SR (1) For each week in which an employee

performs scheduled standby duty, enter a code 2 in the appropriate
field.

\(2\) For those firefighters who are assigned to tours of duty in excess
of 40-hours per week, enter a code 2 in the appropriate field for each
week that the employee is assigned to such a tour of duty.

\(3\) When an employee performs *irregular or occasional* over-time
work, enter a code 1 in the field applicable to the week in such
overtime was performed.

\(4\) When an employee performs *regularly scheduled* overtime work,
enter a code 2 in the field applicable to the week in which such
overtime work was performed.

\(5\) When *both* irregular and occasional overtime work *and* regularly
scheduled overtime work are performed in the *same* administrative
workweek, enter code 2 in the field applicable to the week in which such
overtime work was performed.

OT Hours Not OK (1) Code the number of overtime hours *not*

worked-D actually worked. The entries in these fields

must represent that portion of the number of overtime hours coded in the
"OT Total Hours-D" and the "Regular Hours at OT Rate-D" fields which
were *not* actually worked.

\(2\) The two spaces to the left of the broken line will be used to code
whole hours. The third space will be used to code fractional hours.

OT Hours Not OL OT Code in the same manner as described above

Worked-2.

OT Hours Not OM OU (1) Code in the same manner as described

Worked-3 above. Wage employees only and overtime duty performed by
nurses on a holiday.

\(2\) Entries in these fields will also include those standby hours
which are excluded as "sleep periods" for purposes of the FLSA.

Regular Hours at RA RE Hours due at the day rate will be coded

OT Rate-D in this field. The two spaces to the left of the broken line
will be used to code whole hours. The third space will be used to code
fractional hours.

Regular Hours at RB RF Hours due at the shift 2 rate will be coded

OT Rate-2 in this field. The two spaces to the left of

the broken line will be used to code whole

hours. The third space will be used to code

fractional hours.

Regular Hours at RC RG Hours due at the shift 3 rate will be coded in

OT Rate-3 these fields. Wage only and overtime duty

performed by nurses, PA\'s, EFDA\'s and

GNT\'s on a holiday.

Holiday Hours-D HA HL The number of hours of holiday pay due

at the day, rate will be coded in these fields.

*NOTE: In the event a piecework performs some duty on a holiday and is
excused from duty for the remaining portion of the tour, recording and
coding entries for the holiday must be divided to reflect hours
excused.*

Holiday-2 HB HM Hours due at the shift 2 rate will be coded in

these fields.

Holiday-3 HC HN Hours due at the shift 3 rate will be coded in

these fields (Wage employees only).

Holiday-EX HD HO These fields will be used to code the number

> of hours or day for each employee who is excused from performing duty
> on a legal holiday or the day observed as a holiday.

P/T Hours PT PH \[(1)\] Code the number of hours of a part-

time employee\'s biweekly normal hours that apply to each week of the
pay period. The sum of the entries for week 1 and week 2 must equal the
employee\'s biweekly normal hours.

\[(2) The two spaces to the left of the broken line will be used to code
whole hours while the space to the right of the broken line will be used
to code fractional hours.

\[(3) These fields are also used to enter the actual scheduled duty
hours in each administrative workweek for those firefighters who perform
duty on an average of a 112=hour biweekly tour of duty. The sum of these
two fields must equal the entry in the "Firefighter Norm. Hrs." field in
the "Miscel Data" section of the T&A Report.\]

Pay Cont. PA PB Code the number of regularly scheduled hours or days in
each week for which an employee\'s regular pay was continued as the
result of a disabling, job-related traumatic injury.

On Call/Standby ON CL (1) These fields will by used to code the

number of on call hours for each week served by a nurse, PA, EFDA,
\[or\] graduate nurse technician, \[or pending graduation.\].

\(2\) These fields will also be used to code the total number of hours
spent in a standby status each week (including sleep periods) by
employees receiving standby premium pay except those who are engaged in
fire protection or law enforcement activities.

VCS Sales VC VS These fields will be used to code the total

> sales (dollar and cents), for each week \[by\] piecework employees of
> the VCS.
>
> *NOTE: These fields may not be blank. If the employee was in a leave
> status (including WOP) for the entire week, zeros must be coded in
> this field for the appropriate week.*

Environmental PCT/Hours PCT/Hours Two coding fields consisting of 5
positions

Differential EA, EB EC, ED are provided for each week. Code the

appropriate percentage rate in the first 2 positions, in the remaining 3
positions code the number of hours for which payment should be made at
that rate.

**Item Preprinted Special Instructions**

**Code**

Nonpayable Annual Leave NL Enter the total number of days of nonpayable
annual leave used in the *pay period* by a noncareer resident.

Days Worked Intermittent DW (1) Days worked by intermittent employees

and purchase and hire employees will be coded in whole numbers.

\(2\) Additional coding is required by payroll

in the field "Calendar Year Adjustment" in the last pay period of the
leave year to show the duty days applicable to the new calendar year.

NOTE: The entries in this field will be entered into the employees
master record, and will he used, as applicable for controlling
creditable days of set vice toward periodic step increase and retirement
for intermittent employees.

Insurance IN (1) When a wage employee has a

projectable rotating tour of duty, the additional insurance deductions,
if any, will be included in the employees master record. No further
entries are necessary on VA Form 4-5631.

\(2\) When a wage employee has a nonprojectable rotating tour of duty,
coding will be as follows:

Code "2" in the "IN" field when the last workday of the pay period is
paid at the shift 2 rate.

Code "3" in the "IN" field when the last workday of the pay period is
paid in total at the shift 3 rate.

T and L Change TL This field will be coded only to change an

employees time and leave unit.

Lump-Sum Data LU Unit timekeeper *will not* make entries in

Units LN spaces provided for "Lump Sum Payments."

N/D 2 LD (Payroll instructions contained in MP-6,

N/D 3 part V, supp. No. \[2.3\])

*NOTE: Do not code nonpayble annual leave in "LU" for noncareer
Residents*

Optional Method TO Unit timekeeper *will not* make entry in

Federal Tax With-holding space provided. *Payroll* will code "1" if
employee elects optional method of withholding Federal income tax from
lump-sum payment.

COLA LA Unit timekeeper *will not* make entry in

space provided, This field is restricted for use by Honolulu, \[HI\],
San Juan, PR, and Anchorage, \[AK\]. *Payroll* will code "2" in this
field if an employee separates while in the continental United States.
This will result in an exclusion of nonforeign allowance from the
lump-sum payment.

Military Leave ML This field will be used to code the number

of days of military leave used during the pay

period.

Calendar Year Adjustment CA (1) If WOP is coded under "WD" or "WP"

in the last pay period of the leave year, code the number of days or
hours of WOP that apply to the *new* calendar year.

*NOTE: WOP calendar year adjustments, for employees on extended LWOP
which began prior to the last pay period of the leave year (TT 25) and
who remain in that status at the end of the leave year will be
accomplished by TT 84, which must be submitted with the Pay Run
Transmittal, for the last pay period of the leave year*

*(2) If days worked are coded in field "DW" in the \<I\>last pay period
of leave year, code the number of days that apply to the \<I\>new
calendar year.*

Work Compensation PC Enter the number of *work* days for which

\[Dys/Code\] an employee\'s regular pay was continued as

\` the result of a disabling, job-related traumatic injury. This entry
will be a total for the pay period. For full-time physicians, dentists,
podiatrists and optometrists the entire *14 days* of the pay period are
considered as workdays.

\[PD Do not make any entries in this field.

SF 2806 CY (1) If a part-time or intermittent employee

Adjustment performs duty, code during The last pay

period of the leave year the number of hours of such duty that applies
to the *new* calendar year. (Ref. par. 13.15, VA Manual MP-6, pt. V,
supp. No. 2.3.)

> \(2\) The two spaces to the left of the broken line will be used to
> code whole hours while the space to the right of the broken line will
> be used to code fractional hours.\]

Record of Salary Payments RR Timekeeper *will not* make any entry in
this

> field. Payroll will code "1" to request current "Record of Salary
> Payments".

\[Auth Absence Court Leave AD (1) Enter the number of hours or days an

employee was absent from duty as a result of court leave or military
leave.

\(2\) The three spaces to the left of the broken line will be used to
code whole hours or days (as appropriate) while the space to the right
of the broken line will be used to code fractional hours.

Firefighter FF (1) For those firefighters who perform duty

Norm. Hrs. based on an average 112-hour biweekly tour of duty, enter the
total hours of scheduled duty for the pay period, i.e., 104, 112, or
120.

\(2\) The three spaces to the left of the broken line will be used to
code whole hours or days (as appropriate) while the space to the right
of the broken line will be used to code fractional hours.

Reserved No entries will be made in this field.

Control Data CD (1) Timekeeper *will not* make entries in this

field. Payroll will code a hash total of all coded fields on a
particular VA Form 4-5631. In the absence of any coded fields, this
field will be left blank.

\(2\) When the accumulated total of all coded entries exceed five
digits, the high order position will be dropped. The remaining total
will be coded in this field.