[]{#Chapter_01 .anchor}

**Guide**

**For**

**Timekeeping**

**August 5, 1998**

**Updated March 2005**

**U.S. Department of Health and Human Services**

**Program Support Center**

**Enterprise Support Services**

**HR Enterprise Functional Branch**

**ABOUT THIS GUIDE**

  ---------------- -------------------------------------------------------
  *Introduction*   This guide replaces the Department of Health and Human
                   Services (DHHS) *Timekeeping Manual for
                   Timekeepers/Supervisors*, 1993 version.

  ---------------- -------------------------------------------------------

  --------------- -------------------------------------------------------
  *Caution*       The guide addresses Departmental policy which is on
                  occasion modified at the Operating Division Level. When
                  discrepancies between the two occur, consult your
                  payroll liaison for clarification or guidance.

  --------------- -------------------------------------------------------

  --------------- -------------------------------------------------------
  *Use*           The *Guide for Timekeeping* is intended to be used in
                  conjunction with the ***User Manual*** for the
                  automated timekeeping system you are using. It covers
                  the rules, regulations, and Department policy for
                  leave, time and attendance, whereas the *User Manual*
                  for the automated system you are using provides
                  detailed procedures for the use of the software to
                  record, certify, and transmit time and attendance data.

  --------------- -------------------------------------------------------

  --------------- -------------------------------------------------------
  *To Obtain      Individual requests for the *Guide for Timekeeping* may
  Copies*         be directed to your payroll liaison. Payroll liaisons
                  may obtain copies by logging onto the ITAS Home Page
                  and clicking of Documentation the HHS Guide for
                  Timekeeping is available in both MS Word or PDF format
                  and my be printed from ITAS website. You can call the
                  ESS Helpdesk at 301-504-3000 if you need assistances.

  --------------- -------------------------------------------------------

+--------------+-------------------------------------------------------+
| *Important*  | As many authorities have been delegated down to the   |
|              | Operating Division (OPDIV) levels, it is important    |
| > ![         | that you have a copy of your OPDIVs policy to use in  |
| ](media/imag | conjunction with this guide. We recommend that you    |
| e1.wmf){widt | file a copy of your OPDIVs policy with your copy of   |
| h="0.5256944 | the guide.                                            |
| 444444445in" |                                                       |
| > height     | Be sure to read the first two chapters of this guide  |
| ="0.60069444 | *before* looking at the rest of it. Many of the       |
| 44444444in"} | concepts and definitions which you need to understand |
| >            | before you can learn the rules of timekeeping are     |
| > 1          | presented in these two chapters.                      |
+--------------+-------------------------------------------------------+

[**Privacy Act
Notice**\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_]{.underline}

**[\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_]{.underline}**

**General** - This notice is provided pursuant to Public Law 93-579,
Privacy Act of 1974, 5, U.S.C. Section 552a, for individuals supplying
information as data input to automated Time and Attendance System.

**Authority** - Section 5301 of Title 5 of the U.S. Code authorizes
collection of this information.

**Purposes and Uses** - The information entered into this data system
becomes a part of the HHS/DFAS Payroll System and documents daily time
and attendance for employees. The primary use of the information is to
prepare the HHS payroll and compute leave balances. The information may
be used in and disclosure may be made to (1) W-2 forms for transmittal
to IRS and State and local Governments; (2) Various listings, tapes and
schedules for transfer to the Department of Treasury for issuance of
salary payments; (3) Listings of moneys sent to financial organizations
biweekly for direct deposits; (4) Quarterly reports to IRS; (5) Law
enforcement; and (6) Reports to OPM for retirement calculations. Data is
aggregated to prepare various reports to OPM, the Treasury, and other
agencies, but such reports do not include information by name or other
identifying number of characteristics.

**Effects of Nondisclosure** - Failure to supply the information could
prevent HHS from compensating said employee

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

**Contents**

[**Chapter 1. Timekeeping Responsibilities**](#Chapter_01)

Timekeeper 1-1

Others Involved in Timekeeping 1-3

Prohibited Timekeeping Procedures 1-7

Forms Used by Timekeepers 1-8

The Administrative Time and Leave Record (HHS-564) 1-9

Maintaining the Time and Attendance File 1-15

[**Chapter 2. Basic Timekeeping Information**](#Chapter_02)

General Terms 2-1

Paid and Unpaid Status 2-3

Types of Appointments 2-5

Types of Tours and Schedules 2-7

Types of Employees 2-9

Pay Plan Table 2-12

The Fair Labor Standards Act (FLSA) 2-14

New Employees 2-15

Employee Separates or Transfers 2-16

Detail to Another Office 2-18

Errors and Omissions 2-19

The Leave and Earnings Statement - Sample 2-20

[**Chapter 3. Regular Hours**](#Chapter_03)

Overview 3-1

General Schedule Employees 3-2

Federal Wage System Employees 3-2

Meal Breaks 3-3

Fractions 3-3

Daylight Savings Time 3-3

[**Chapter 4. Paid Leave and Holidays**](#Chapter_04)

Overview 4-1

Holiday Not Worked 4-2

Application for Leave - The SF-71 4-3

Sick Leave 4-5

Accrual 4-5

Loss of Accrual 4-5

Rules 4-6

Use 4-7

The Federal Employees Family Friendly Leave Act (FFLA) 4-8

Advanced Sick Leave 4-10

Annual Leave 4-12

Accrual 4-12

Appointments Less Than 90 Days 4-13

Loss of Accrual 4-13

Special Accrual (Leave Category 6) 4-13

Change in Leave Category 4-13

Maximum Carryover 4-14

Advanced Annual Leave 4-15

Restored Annual Leave - Introduction 4-15

Conditions for Consideration 4-16

Exigency 4-16

Extended Exigency 4-18

Time Limit for Use 4-19

Procedures for Requesting 4-20

Documents Required 4-21

Forms 4-23

Changing Annual Leave to Sick Leave and Vice Versa 4-25

Military Leave - Introduction 4-26

Regular Military Leave 4-27

Special Military Leave 4-28

Military Leave for Parades and Encampments 4-28

Leave Without Pay - Military 4-28

Military Leave - Quick Reference Table 4-29

Administrative Leave 4-30

Administrative Leave Situations 4-30

Bone-Marrow or Organ Donors 4-30

Official Time 4-31

Court Leave 4-32

Jury Duty 4-32

Witness Duty 4-33

Court Order 4-33

Certificate of Attendance 4-34

Fees and Expense Money 4-34

Court Leave - Quick Reference Table 4-35

Funeral Leave 4-36

Funerals - Law Enforcement Officers/Firefighters 4-36

Home Leave 4-37

Time Off Award 4-39

The Family and Medical Leave Act (FMLA) 4-40

[**Chapter 5. Unpaid Leave**](#Chapter_05)

Overview 5-1

Unpaid Leave and Holidays 5-2

Leave Without Pay 5-3

Extended Leave Without Pay 5-4

Absence Without Leave 5-5

Suspension 5-6

Furlough 5-7

Substituting Overtime for Unpaid Leave 5-8

[**Chapter 6. Continuation of Pay**](#Chapter_06)

Introduction 6-1

Requirements 6-2

Day of Injury 6-3

Charging COP 6-3

COP Depleted 6-3

Medical Visits/Certificates 6-5

[**Chapter 7. Religious Compensatory Time**](#Chapter_07)

Introduction 7-1

Rules 7-1

Requesting Religious Compensatory Time 7-2

Evaluating Requests 7-2

Employee Separates 7-3

[**Chapter 8. Compensatory Time Off for Travel**](#Chapter_08)

Introduction 8-1

Eligibility 8-1

Rules 8-2

OPM Examples 8-4

[**Chapter 9. Temporary Closing of the Workplace**](#Chapter_09)

Introduction 9-1

Definitions 9-1

Rules 9-2

Special Situations 9-3

Tables (Charging Leave or Excusing Absence) 9-4

Alternative Work Schedules 9-6

[**Chapter 10. Premium Pay and Differentials for General Schedule
Employees**](#Chapter_10)

Overview 10-1

Overtime 10-2

Regularly Scheduled Overtime 10-7

Unscheduled Irregular or Occasional Overtime 10-8

Preshift and Postshift Activities 10-9

Callback Overtime 10-10

Administratively Uncontrollable Overtime 10-11

Regularly Scheduled Standby Duty 10-12

PL85-580 Overtime 10-15

Law Enforcement Availability Pay 10-16

Compensatory Time 10-17

Holiday Worked 10-20

Night Differential 10-22

Sunday Premium Pay 10-29

Two Tours on Sunday 10-33

Hazard Differential 10-34

**[Chapter 11. Premium Pay and Differentials for Federal Wage System
Employee](#Chapter_11)s**

Overview 11-1

Overtime 11-2

Night Differential 11-5

Temporary or Substitute Tour 11-10

Sunday Premium Pay 11-15

Two Separate Tours 11-18

Environmental Differential 11-21

Tables of Exposure Categories and Percentages 11-23

Computing EDP Rates 11-25

Actual Exposure - Rules 11-27

Per Shift Basis - Rules 11-31

[**Chapter 12. Other Employees**](#Chapter_12)

Part-time Employees 12-1

Additional Hours and Overtime 12-2

Differentials 12-4

Holiday Not Worked 12-5

Holiday Worked 12-7

Paid Leave 12-10

Unpaid Leave 12-18

Compensatory Time 12-19

Religious Compensatory Time 12-19

Time Off Award 12-19

Military Leave 12-20

Continuation of Pay 12-23

Alternative Work Schedules 12-25

Intermittent Employees 12-27

Student Educational Employment Program 12-28

Temporary Employees 12-30

Appointments Less Than 30 Days 12-30

1040-Hour Appointments 12-30

Experts/Consultants 12-32

Firefighters 12-36

Law Enforcement Officials 12-42

[**Chapter 13. Title 38 (Baylor/Non-Baylor/Physician Special
Pay)**](#Chapter_13)

Overview 13-1

Non-Baylor 13-3

Baylor Plan 13-8

Physician Special Pay 13-24

[**Chapter 14. Alternative Work Schedules**](#Chapter_14)

Overview 14-1

Compressed Work Schedules - Overview 14-2

Regular Hours 14-3

Overtime and Compensatory Time 14-4

Night Differential 14-6

Sunday Premium Pay 14-7

Holiday Worked 14-8

Leave 14-9

Holiday Not Worked 14-10

Military Leave 14-14

Continuation of Pay 14-16

Religious Compensatory Time 14-17

Home Leave 14-19

Time Off Award 14-20

Flexible Work Schedules - Overview 14-21

Credit Hours 14-23

Holiday Not Worked 14-26

Leave 14-28

Overtime 14-31

Compensatory Time 14-33

Night Differential 14-34

Sunday Premium Pay 14-35

Holiday Worked 14-36

**[Chapter 15. FLSA Non-Exempt Employees](#Chapter_15)**

The Fair Labor Standards Act 15-1

The Federal Employees Pay Comparability Act 15-1

[**Chapter 16. Voluntary Leave Transfer Program**](#Chapter_16)

Overview 16-1

Leave Recipient 16-5

Keeping Track of VLTP 16-9

VLTP Log (Blank) 16-10/13

Leave Donor 16-14

Interagency Transfers 16-15

Medical Emergency Ends 16-16

[Appendix A](#Appendix)
.....................................................................Payroll
Letters

**Chapter 1 Timekeeping Responsibilities**

**TIMEKEEPER**

+--------------+-------------------------------------------------------+
| *I           | As the timekeeper, you are in charge of keeping track |
| ntroduction* | of the time worked and leave used for each employee   |
|              | assigned to you. You are also responsible for the     |
|              | maintenance of the Time and Attendance (T&A) file.    |
|              |                                                       |
|              | At the end of each pay period, a Time and Attendance  |
|              | Record for each Department of Health and Human        |
|              | Services (DHHS) employee is prepared, certified, and  |
|              | electronically transmitted for processing through the |
|              | Defense Finance and Accounting Services (DFAS)        |
|              | payroll system.                                       |
|              |                                                       |
|              | Timely submission of the T&A Record is very important |
|              | since it impacts the employees\' pay. The T&A record  |
|              | should be updated daily and closed on the last day of |
|              | the pay period. All timecards should be completed and |
|              | certified by 11 p.m. Eastern time Saturday the last   |
|              | day of pay period for transmission to payroll. All    |
|              | timecards must be received by DHHS no later than 6    |
|              | P.M., Eastern Time, on the Monday following the last  |
|              | day of the pay period.                                |
+--------------+-------------------------------------------------------+

  --------------- -------------------------------------------------------
  *Timekeeper     The Timekeeper Signature Card (form HHS-420) is no
  Signature Card* longer required by the Department. Each OPDIV
                  determines local policies and practices for ensuring
                  that timekeepers are properly trained and proficient,
                  and that their performances are periodically reviewed.

  --------------- -------------------------------------------------------

+--------------+-------------------------------------------------------+
| *Important*  | You must keep accurate time and attendance (T&A)      |
|              | records because DFAS uses the information given to    |
| > ![         | compute employee\'s pay and accrued leave. In         |
| ](media/imag | addition, the T&A records can be required by courts   |
| e1.wmf){widt | for legal proceedings. *Accuracy is therefore         |
| h="0.5256944 | critical*.                                            |
| 444444445in" |                                                       |
| > height     | It is just as important to be accurate with the       |
| ="0.60069444 | recording of leave as it is with time worked. Leave   |
| 44444444in"} | translates into money if the employee uses leave,     |
| >            | resigns, retires, or separates.                       |
| > 2          |                                                       |
+--------------+-------------------------------------------------------+

**TIMEKEEPER**

  ---------------- -------------------------------------------------------
  *Introduction*   The automated timekeeping system contains the official
                   daily record of an employee\'s hours of work and
                   absence. This record is required by the General
                   Accounting Office.

  ---------------- -------------------------------------------------------

+--------------+-------------------------------------------------------+
| *Important*  | In order to perform your timekeeping duties, you need |
|              | to know how to access your automated system. You also |
| > ![         | need to know the pay period number and year for which |
| ](media/imag | you will be entering data.                            |
| e1.wmf){widt |                                                       |
| h="0.5256944 | Information about each employee assigned to you is    |
| 444444445in" | available from the employee\'s supervisor or from     |
| > height     | your Servicing Personnel Office (SPO). This           |
| ="0.60069444 | information includes the employee\'s name, Social     |
| 44444444in"} | Security number, tour information, pay plan, service  |
| >            | computation date, leave category, and pay basis.      |
| > 3          |                                                       |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Daily       | Timekeepers must be well versed in the rules of       |
| Duties*      | Timekeeping and particularly any special conditions   |
|              | that affect the employee's time they manage.          |
|              |                                                       |
|              | Timekeepers must be aware of the work schedules and   |
|              | hours absent for employees for whom they are          |
|              | responsible in order to ensure the reliability of     |
|              | time and attendance data. If an employee is absent    |
|              | part of the day, they must have an approved leave     |
|              | slip (SF-71) or equivalent indicating times of        |
|              | absence and the type of leave approved and used. If   |
|              | overtime hours are worked, you must have written      |
|              | approval for the hours, as well as a record of the    |
|              | dates and hours worked. You must review documentation |
|              | daily to ensure that you have the proper              |
|              | authorizations and approvals for absences and         |
|              | overtime.                                             |
|              |                                                       |
|              | You must enter employee T&A data for each day of the  |
|              | pay period, if appropriate. (For exception based      |
|              | systems, this will not apply.)                        |
|              |                                                       |
|              | Employees are paid based on the 2-week pay period.    |
|              |                                                       |
|              | \_\_\_\_\_\_\_\_                                      |
|              | \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\ |
|              | _\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Pay Day     | You must perform these duties for each employee:      |
| Duties*      |                                                       |
|              | 1.  Must have T&A records available based on the      |
|              |     scheduled required by their T&A transmission      |
|              |     coordinators.                                     |
|              |                                                       |
|              | 2.  Maintain each employee\'s time and attendance     |
|              |     file and keep for 6 years.                        |
|              |                                                       |
|              | 3.  Resolve employee's leave/pay difference on time   |
|              |     and attendance record and that of his/her         |
|              |     Civilian Payroll record.                          |
|              |                                                       |
|              | 4.  Notify employees in changes or system down time   |
|              |     that will affect their access.                    |
+--------------+-------------------------------------------------------+

**OTHERS INVOLVED IN TIMEKEEPING**

+--------------+-------------------------------------------------------+
| *I           | In addition to timekeepers, other people involved in  |
| ntroduction* | timekeeping functions include:                        |
|              |                                                       |
|              | \$ Pay Services Division (PSD)                        |
|              |                                                       |
|              | \$ Defense Finance and Accounting                     |
|              | System(DFAS)/Defense Civilian Pay System (DCPS)       |
|              |                                                       |
|              | ● Servicing personnel officers                        |
|              |                                                       |
|              | \$ System Administrators/Administrative Officer/ITAS  |
|              | Coordinator                                           |
|              |                                                       |
|              | \$ Payroll liaisons                                   |
|              |                                                       |
|              | \$ Employees                                          |
|              |                                                       |
|              | \$ Supervisors/Approving officials                    |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Payroll     | PSD is the principal HHS point of contact for payroll |
| Services*    | services and advisor to it clients.                   |
|              |                                                       |
| *Division*   | -   Customer Services Representative (CSR) advises    |
|              |     and consults with client organization             |
|              |                                                       |
|              | -   Coordinates system updates to DFAS/Defense        |
|              |     Civilian Pay System (DCPS) for VLTP, Military,    |
|              |     COP, Advanced Sick Leave, Time-Off-Awards, etc.   |
|              |                                                       |
|              | -   Coordinates HHS systems changes based on DFAS     |
|              |     releases, enhancements, new directives            |
|              |                                                       |
|              | -   Coordinates global and systemic issues.           |
|              |                                                       |
|              | \_\_\_\_\_\_                                          |
|              | \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\ |
|              | _\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ |
+--------------+-------------------------------------------------------+
| *Defense     | DFAS/Defense Civilian Pay System is responsible for:  |
| Finance and  |                                                       |
| Accounting   | 1.  Computing salary payments, lump-sum payments and  |
| Services(D   |     cash awards payments.                             |
| FAS)/Defense |                                                       |
| Civilian Pay | 2.  Maintaining official pay and leave records;       |
| System       |                                                       |
| (DCPS)*      | 3.  Withholding monies as authorized by employees or  |
|              |     regulations;                                      |
|              |                                                       |
|              | 4.  Establishing procedures for keeping time and      |
|              |     leave accounts; and                               |
|              |                                                       |
|              | 5.  Ensuring that timekeeping procedures and          |
|              |     regulations are followed.                         |
|              |                                                       |
|              | \_\_\_\_\_\_\_                                        |
|              | \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\ |
|              | _\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ |
+--------------+-------------------------------------------------------+

**[OTHERS INVOLVED IN
TIMEKEEPING\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_]{.underline}**

+--------------+-------------------------------------------------------+
| *Servicing   | Servicing personnel officers are responsible for:     |
| Personnel    |                                                       |
| Officer*     | 1.  Advising timekeeper and/or Payroll Liaison of new |
|              |     employees.                                        |
|              |                                                       |
|              | 2.  Counseling employees and supervisors on leave     |
|              |     policies and regulations; and                     |
|              |                                                       |
|              | 3.  Reminding timekeepers and leave-approving         |
|              |     officials of their responsibilities at least once |
|              |     a year.                                           |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Payroll     | Payroll liaisons are responsible for:                 |
| Liaison*     |                                                       |
|              | 1.  Providing liaison between timekeepers, payroll,   |
|              |     and personnel;                                    |
|              |                                                       |
|              | 2.  Providing guidance and answering questions about  |
|              |     timekeeping and time and attendance errors and/or |
|              |     omissions;                                        |
|              |                                                       |
|              | 3.  Reporting critical errors to PSD/Customer Service |
|              |     Team;                                             |
|              |                                                       |
|              | 4.  Receiving and processing reports of missing       |
|              |     salary payments, as well as requesting reissue of |
|              |     salary checks when necessary and monitoring       |
|              |     progress of the action;                           |
|              |                                                       |
|              | 5.  Requests and, receives necessary paper            |
|              |     documentation to support, special pay/leave       |
|              |     request, Advance Sick, Leave Transfer Program,    |
|              |     military leave, COP, etc.                         |
|              |                                                       |
|              | 6.  Prepares necessary Peregrine Ticket in order for  |
|              |     Payroll Customer Service Team to update           |
|              |     employee's DCPS pay/leave record.                 |
|              |                                                       |
|              | 7.  Informing timekeepers of updates to employee's    |
|              |     pay/leave record so special pay/leave request can |
|              |     be process on the timecard.                       |
|              |                                                       |
|              | 8.  Keeping timekeepers informed of policy/procedure  |
|              |     changes and ensuring that all memoranda from PSD  |
|              |     and/or DFAS/DCPS are distributed to timekeepers;  |
|              |                                                       |
|              | 9.  Providing information and assistance to managers  |
|              |     and employees for requesting Special Pay.         |
|              |                                                       |
|              | 10. Providing new timekeepers with a copy of the      |
|              |     *Guide for Timekeeping*, related instructional    |
|              |     materials, and other necessary information, as    |
|              |     well as distributing revisions or new information |
|              |     and materials to timekeepers. Providing           |
|              |     instructions on use of timekeeping guide to new   |
|              |     timekeepers.                                      |
|              |                                                       |
|              | We also recommend that Payroll Liaisons perform       |
|              | random reviews of timekeeper records and practices to |
|              | ensure compliance with OPDIV and Department policies  |
|              | and procedures.                                       |
|              |                                                       |
|              | \_\_\_\_\_\_\_\_\_\_\_                                |
|              | \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\ |
|              | _\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ |
+--------------+-------------------------------------------------------+

**[OTHERS INVOLVED IN
TIMEKEEPING\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_]{.underline}**

+--------------+-------------------------------------------------------+
| *System      | Provides assistances and answers day-to-day questions |
| Adm          | about the automated timekeeping system that you are   |
| inistrator/* | using. The system administrator assures that T&A data |
|              | is transmits to the Defense Civilian Pay System       |
| *A           | collection point at the end of each pay period.       |
| dministrator |                                                       |
| O            |                                                       |
| fficer/ITAS* |                                                       |
|              |                                                       |
| *            |                                                       |
| Coordinator* |                                                       |
+--------------+-------------------------------------------------------+
| *Employee*   | HHS employees are responsible for keeping supervisors |
|              | informed about their time, attendance, and leave, as  |
|              | well as for ensuring that they have sufficient leave  |
|              | to cover all requests.                                |
|              |                                                       |
|              | Plan, apply for, and obtain approval in advance for   |
|              | all anticipated leave.                                |
|              |                                                       |
|              | Provide appropriate supporting documents for          |
|              | requested leave when requested by Approving Official  |
|              | or as required by regulations.                        |
|              |                                                       |
|              | They are also responsible for verifying the accuracy  |
|              | of their earnings and leave statements and reporting  |
|              | any errors or omissions.                              |
|              |                                                       |
|              | \_\_\_\_\_\_\_\_\_\_\_\_                              |
|              | \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\ |
|              | _\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ |
+--------------+-------------------------------------------------------+
| *Supervisor* | As used here, the term \"supervisors\" includes       |
|              | managers and approving officials. An important duty   |
|              | of supervisors is to certify that the hours recorded  |
|              | by timekeepers reflect the employee\'s actual         |
|              | attendance and entitlement to pay and leave.          |
|              |                                                       |
|              | Supervisors are responsible for:                      |
|              |                                                       |
|              | 1.  Ensuring that all employees' timecards are        |
|              |     accurate and approved in timely matter.           |
|              |                                                       |
|              | 2.  Reviews timecards to ensure that information in   |
|              |     the record are accurate and complete              |
|              |                                                       |
|              | 3.  Answering questions about work and leave; must be |
|              |     well versed in the rules of timekeeping and       |
|              |     particularly any special conditions that effect   |
|              |     the employees' time they manage.                  |
|              |                                                       |
|              | 4.  Advising timekeepers:                             |
|              |                                                       |
|              |     -   When new employees are entering on duty       |
|              |         **or** when employees are leaving;            |
|              |                                                       |
|              |     -   What tour/work schedule employees are on;     |
|              |                                                       |
|              |     -   What kind of leave to charge;                 |
|              |                                                       |
|              |     -   When overtime and other premium pay should be |
|              |         entered;                                      |
|              |                                                       |
|              |     -   Whether employees are covered by the Fair     |
|              |         Labor Standards Act;                          |
+--------------+-------------------------------------------------------+

**[OTHERS INVOLVED IN
TIMEKEEPING\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_]{.underline}**

+--------------+-------------------------------------------------------+
| *Supervisor  | 5.  Ensuring that all employees are informed of the   |
| continue*    |     procedures they must follow for requesting and    |
|              |     using leave.                                      |
|              |                                                       |
|              | 6.  Obtaining leave-supporting documents from         |
|              |     employees                                         |
|              |                                                       |
|              | 7.  Ensuring that employees have a sufficient leave   |
|              |     balance prior to approving leave requests;        |
|              |                                                       |
|              | 8.  Notify employees that they must submit leave      |
|              |     request before start of the third pay period      |
|              |     before the end of the leave year each year, in    |
|              |     order to avoid forfeiture of Use or Lose annual   |
|              |     leave.                                            |
|              |                                                       |
|              | 9.  Ensuring that overtime, compensatory time, credit |
|              |     hours, etc. are authorized in advance in writing, |
|              |     performed, and properly recorded;                 |
|              |                                                       |
|              | 10. Ensuring that employee basic tour hours do not    |
|              |     exceed 80 for full time employee or 8 hours per   |
|              |     day;                                              |
|              |                                                       |
|              | 11. Ensuring that the timekeeper submits the T&A data |
|              |     to them so they will have plenty of time to       |
|              |     review and certify the records prior to the       |
|              |     transmission time.                                |
|              |                                                       |
|              | 12. Ensuring that new timekeepers are trained before  |
|              |     beginning duties;                                 |
|              |                                                       |
|              | 13. Reviewing timekeeper performance regularly;       |
|              |                                                       |
|              | Notifying the Payroll Liaison of the addition of new  |
|              | timekeepers or any timekeeper changes.                |
+--------------+-------------------------------------------------------+

**PROHIBITED TIMEKEEPING PROCEDURES**

+--------------+-------------------------------------------------------+
| *I           | Timekeepers are responsible for the prompt and        |
| ntroduction* | accurate reporting of T&A information. This has a     |
|              | positive and direct effect on the financial welfare   |
|              | and morale of all employees.                          |
|              |                                                       |
|              | Supervisors have a direct responsibility to oversee   |
|              | and ensure the integrity of the T&A reporting.        |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Rules*      | To help ensure the separation of timekeeping          |
|              | responsibilities:                                     |
| > ![         |                                                       |
| ](media/imag | -   *Timekeepers*                                     |
| e2.wmf){widt |                                                       |
| h="0.7430555 | \- Are prohibited from keeping their own official T&A |
| 555555556in" |                                                       |
| > height=    | records;                                              |
| "0.308333333 |                                                       |
| 33333335in"} | -   Cannot modify employee T&A data after supervisor  |
| >            |                                                       |
| > 4          | > Certification; and                                  |
|              |                                                       |
|              | -   Are prohibited from certifying timecards          |
|              |                                                       |
|              | -   Are prohibited from discussing employee's time    |
|              |     and attendance with other employees outside the   |
|              |     official roles identified in this guide.          |
|              |     Employee's time and attendance records are        |
|              |     covered under Privacy Act.                        |
|              |                                                       |
|              | *● Approving Officials/Supervisors*                   |
|              |                                                       |
|              | -   Are prohibited from keeping or approving their    |
|              |     own official T&A records;                         |
|              |                                                       |
|              | -   May permit temporary employees (appointments of   |
|              |     90 days or less) to perform timekeeper duties;    |
|              |     and                                               |
|              |                                                       |
|              | -   May permit non-Federal employees to perform       |
|              |     timekeeping duties;                               |
|              |                                                       |
|              | -   Are expected to periodically examine the time and |
|              |     attendance records of all employees, *especially  |
|              |     those of employees associated with time and leave |
|              |     reporting*.                                       |
|              |                                                       |
|              | \_\_\_\_\_\_\_                                        |
|              | \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\ |
|              | _\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ |
+--------------+-------------------------------------------------------+
| *Important*  | Employees who violate timekeeping procedures may be   |
|              | subject to official reprimand, suspension, or         |
| > ![         | termination.                                          |
| ](media/imag |                                                       |
| e1.wmf){widt | Employees who deliberately prepare or transmit false  |
| h="0.5256944 | data may be subject to termination or criminal        |
| 444444445in" | penalties including fines or imprisonment.            |
| > height     |                                                       |
| ="0.60069444 |                                                       |
| 44444444in"} |                                                       |
| >            |                                                       |
| > 5          |                                                       |
+--------------+-------------------------------------------------------+

**FORMS USED BY TIMEKEEPERS**

+--------------+-------------------------------------------------------+
| *I           | Timekeepers should keep a supply of all forms. Forms  |
| ntroduction* | may be obtained from PSD or ordered through normal    |
|              | supply channels.                                      |
|              |                                                       |
|              | \_\_\_\_\_\_                                          |
|              | \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\ |
|              | _\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ |
+--------------+-------------------------------------------------------+

+---+-----------+------+------------------+--------------------------+---+
| * |           | The  |                  |                          |   |
| T |           | f    |                  |                          |   |
| a |           | ollo |                  |                          |   |
| b |           | wing |                  |                          |   |
| l |           | t    |                  |                          |   |
| e |           | able |                  |                          |   |
| * |           | cont |                  |                          |   |
|   |           | ains |                  |                          |   |
|   |           | a    |                  |                          |   |
|   |           | list |                  |                          |   |
|   |           | of   |                  |                          |   |
|   |           | f    |                  |                          |   |
|   |           | orms |                  |                          |   |
|   |           | u    |                  |                          |   |
|   |           | sed, |                  |                          |   |
|   |           | co   |                  |                          |   |
|   |           | pies |                  |                          |   |
|   |           | of   |                  |                          |   |
|   |           | w    |                  |                          |   |
|   |           | hich |                  |                          |   |
|   |           | must |                  |                          |   |
|   |           | be   |                  |                          |   |
|   |           | ma   |                  |                          |   |
|   |           | inta |                  |                          |   |
|   |           | ined |                  |                          |   |
|   |           | in   |                  |                          |   |
|   |           | time |                  |                          |   |
|   |           | and  |                  |                          |   |
|   |           | at   |                  |                          |   |
|   |           | tend |                  |                          |   |
|   |           | ance |                  |                          |   |
|   |           | f    |                  |                          |   |
|   |           | iles |                  |                          |   |
|   |           | and  |                  |                          |   |
|   |           | kept |                  |                          |   |
|   |           | for  |                  |                          |   |
|   |           | 6    |                  |                          |   |
|   |           | ye   |                  |                          |   |
|   |           | ars. |                  |                          |   |
+---+-----------+------+------------------+--------------------------+---+
|   | NAME OF   |      | FORM NUMBER      | USED TO/FOR              |   |
|   | FORM      |      |                  |                          |   |
+---+-----------+------+------------------+--------------------------+---+
|   | Request   |      | OPM Form 71 (or  | Support absence          |   |
|   | for Leave |      | equivalent)      | authorized by supervisor |   |
|   | or        |      |                  | and used by employee     |   |
|   | Approved  |      |                  |                          |   |
|   | Absence   |      |                  |                          |   |
+---+-----------+------+------------------+--------------------------+---+
|   | Doctor\'s |      | Memo from doctor | Support sick leave       |   |
|   | Ce        |      | on his/her       | absence over 3           |   |
|   | rtificate |      | stationary       | consecutive workdays or  |   |
|   |           |      |                  | as required by           |   |
|   |           |      |                  | leave-approving          |   |
|   |           |      |                  | officials, advanced      |   |
|   |           |      |                  | leave, and for           |   |
|   |           |      |                  | Continuation of Pay      |   |
+---+-----------+------+------------------+--------------------------+---+
|   | Court     |      | No set form -    | Evidence to support      |   |
|   | Order,    |      | Provided to      | approval and use of      |   |
|   | Subpoena, |      | employee by the  | court leave              |   |
|   | or        |      | courts           |                          |   |
|   | Summons   |      |                  |                          |   |
+---+-----------+------+------------------+--------------------------+---+
|   | Ce        |      | No set form -    | Evidence of attendance   |   |
|   | rtificate |      | Provided to      | as required by subpoena, |   |
|   | of        |      | employee by the  | court order, or summons  |   |
|   | A         |      | courts           |                          |   |
|   | ttendance |      |                  |                          |   |
+---+-----------+------+------------------+--------------------------+---+
|   | Federal   |      | CA-1             | Support employee\'s use  |   |
|   | Em        |      |                  | of COP (continuation of  |   |
|   | ployee\'s |      |                  | pay) absence             |   |
|   | Notice of |      |                  |                          |   |
|   | Traumatic |      |                  |                          |   |
|   | Injury    |      |                  |                          |   |
+---+-----------+------+------------------+--------------------------+---+
|   | Overtime  |      | Varies with      | Authorize payment of     |   |
|   | or        |      | OPDIV            | overtime or compensatory |   |
|   | Com       |      |                  | time work/record hours   |   |
|   | pensatory |      |                  | worked                   |   |
|   |           |      |                  |                          |   |
|   | Time      |      |                  |                          |   |
|   | Auth      |      |                  |                          |   |
|   | orization |      |                  |                          |   |
|   | s/Records |      |                  |                          |   |
+---+-----------+------+------------------+--------------------------+---+
|   | Military  |      | No set form -    | Support approval and use |   |
|   | Orders    |      | provided to      | of military leave        |   |
|   |           |      | employee by      |                          |   |
|   |           |      | armed forces     |                          |   |
+---+-----------+------+------------------+--------------------------+---+
|   | Ce        |      | No set form -    | Evidence of attendance   |   |
|   | rtificate |      | Provided to      | that support performance |   |
|   | of        |      | employee by the  | of military duty or      |   |
|   | A         |      | military         | training                 |   |
|   | ttendance |      |                  |                          |   |
+---+-----------+------+------------------+--------------------------+---+
|   | Admin     |      | HHS-564 or       | Record and track         |   |
|   | istrative |      | electronic       | employee\'s leave        |   |
|   | Time and  |      | equivalent.      | accrued and used,        |   |
|   | Leave     |      |                  | premium hours worked,    |   |
|   | Record    |      |                  | etc.                     |   |
+---+-----------+------+------------------+--------------------------+---+
|   | Not       |      | SF-50B           | Record and report        |   |
|   | ification |      |                  | information on new       |   |
|   | of        |      |                  | employees/changes for    |   |
|   | Personnel |      |                  | current employees        |   |
|   | Action    |      |                  |                          |   |
+---+-----------+------+------------------+--------------------------+---+
|   | Exposure  |      | Local            | Record and report        |   |
|   | Ce        |      |                  | environmental            |   |
|   | rtificate |      |                  | differential information |   |
|   |           |      |                  | for pay purposes         |   |
+---+-----------+------+------------------+--------------------------+---+

**THE ADMINISTRATIVE TIME AND LEAVE RECORD (HHS-564)**

+--------------+-------------------------------------------------------+
| *I           | All payroll systems require the maintenance of a      |
| ntroduction* | detailed record of data submitted to the payroll      |
|              | system. For DHHS, the *Administrative Time and Leave  |
|              | Record*, form *HHS-564* (blank form on following      |
|              | page) is this detailed record. The HHS-564 must be    |
|              | kept in the time and attendance file for each         |
|              | employee. OPDIVs may use a paper form or an           |
|              | electronic form similar to the HHS-564, as long as it |
|              | contains the same detailed data. *If an electronic    |
|              | form is used, a hard copy must be placed in the time  |
|              | and attendance file at the end of each leave year.*   |
|              |                                                       |
|              | In addition to providing details of annual and sick   |
|              | leave, LWOP, AWOL, etc., the HHS-564 is used to keep  |
|              | track of any other types of leave and pay including,  |
|              | but not limited to:                                   |
|              |                                                       |
|              | -   Premium pay                                       |
|              |                                                       |
|              | -   Religious compensatory hours earned and used      |
|              |                                                       |
|              | -   Compensatory hours earned and used                |
|              |                                                       |
|              | -   Credit hours earned and used                      |
|              |                                                       |
|              | -   Sick leave used under the Family Friendly Leave   |
|              |     Act (FFLA)                                        |
|              |                                                       |
|              | -   Leave used under the Family Medical Leave Act     |
|              |     (FMLA)                                            |
|              |                                                       |
|              | -   Military leave                                    |
|              |                                                       |
|              | -   Court leave                                       |
|              |                                                       |
|              | -   Leave received and used under the Voluntary Leave |
|              |     Transfer Program (VLTP)                           |
|              |                                                       |
|              | -   Continuation of Pay (COP) leave for work related  |
|              |     injuries                                          |
|              |                                                       |
|              | -   Compensatory travel hours earned and used         |
|              |                                                       |
|              | A completed, current HHS-564 must be submitted as     |
|              | supporting documentation with any requests for leave  |
|              | adjustments. It is also a valuable tool which may be  |
|              | used by supervisors to verify leave balances before   |
|              | approving leave, and by timekeepers to verify that    |
|              | their records match *official records* in the payroll |
|              | system. The HHS-564 is a history record which is used |
|              | by auditors when auditing time and attendance         |
|              | records.                                              |
+--------------+-------------------------------------------------------+
| *Part-Time   | For details on completing the HHS-564 for part-time   |
| Employees*   | employees, see Chapter 12.                            |
+--------------+-------------------------------------------------------+
| *Important*  | **All leave or premium hours should be shown on the   |
|              | HHS-564 on the day they were *actually* used or       |
| > ![         | earned, *not* when they were recorded or transmitted  |
| ](media/imag | on the time and attendance record.**                  |
| e1.wmf){widt |                                                       |
| h="0.5256944 |                                                       |
| 444444445in" |                                                       |
| > height     |                                                       |
| ="0.60069444 |                                                       |
| 44444444in"} |                                                       |
| >            |                                                       |
| > 6          |                                                       |
+--------------+-------------------------------------------------------+

**THE ADMINISTRATIVE TIME AND LEAVE RECORD (HHS-564)**

+--------------+-------------------------------------------------------+
| *Completing  | At the beginning of each new leave year, or when new  |
| the HHS-564* | employees enter on duty, prepare an HHS-564 for each  |
|              | employee.                                             |
| > ![         |                                                       |
| ](media/imag | 1.  Complete the employee identification section,     |
| e3.wmf){widt |     filling in the employee\'s name, Social Security  |
| h="0.7638888 |     Number, service computation date (SCD), leave     |
| 888888888in" |     category, timekeeper number, and tour information |
| > height     |     in the blanks provided. Note: If the timekeeper   |
| ="0.81458333 |     changes during the year, the new timekeeper       |
| 33333333in"} |     number is noted in the second box, and the dates  |
| >            |     that each timekeeper maintained the HHS-564       |
| > 7          |     during that year should be recorded in each box.  |
|              |                                                       |
|              | 2.  The year, pay period and leave period numbers and |
|              |     dates, and Federal holidays have been pre-printed |
|              |     on the HHS-564. Start each record on the date the |
|              |     employee first enters on duty (EOD date), or at   |
|              |     the beginning of the leave year, whichever        |
|              |     applies. If the employee starts in the middle of  |
|              |     the leave year, note the EOD date on the record.  |
|              |                                                       |
|              | **Note:** The pay period and leave period numbers     |
|              | usually are *not* the same. Pay period 1 may          |
|              | [start]{.underline} in the old leave year.            |
|              |                                                       |
|              | 3\. Because most employees earn and use annual and    |
|              | sick leave, these                                     |
|              |                                                       |
|              | sections are more detailed. In each of these          |
|              | sections, there are four                              |
|              |                                                       |
|              | columns headed:                                       |
|              |                                                       |
|              | -   E (earned this pay period);                       |
|              |                                                       |
|              | -   U (used this pay period);                         |
|              |                                                       |
|              | -   UTD (used year to date); and                      |
|              |                                                       |
|              | -   BAL (balance at the end of this pay period).      |
|              |                                                       |
|              | At the top of each section for annual and sick leave  |
|              | on both sides of the HHS-564, there are blank spaces  |
|              | under the UTD and BAL columns. On the *front side*,   |
|              | in the blank spaces under the headings:               |
|              |                                                       |
|              | \$*UTD* - the space is [always]{.underline} left      |
|              | blank. Remember, this is a \"year to date\" column    |
|              | and at the beginning of the leave year, no leave has  |
|              | been used.                                            |
|              |                                                       |
|              | \$*BAL* - record the balance shown on the HHS-564 at  |
|              | the end of the last pay period for the *previous*     |
|              | leave year.                                           |
+--------------+-------------------------------------------------------+

**THE ADMINISTRATIVE TIME AND LEAVE RECORD (HHS-564)**

+--------------+-------------------------------------------------------+
| *Completing  | 3.  (cont.)                                           |
| the HHS-564  |                                                       |
| (cont.)*     | Once the *front side* of the HHS-564 is completed,    |
|              | the balances shown                                    |
| > ![         |                                                       |
| ](media/imag | at the end of pay period 13 are transferred to the    |
| e3.wmf){widt | *back side* of the                                    |
| h="0.7638888 |                                                       |
| 888888888in" | HHS-564, to these blank spaces.                       |
| > height     |                                                       |
| ="0.81458333 | **Tip:** Before transferring numbers to the back side |
| 33333333in"} | of the HHS-564, be sure that totals and balances on   |
| >            | the front side are correct. To do this:               |
| > 8          |                                                       |
|              | a\. Start with the beginning balance at the top of    |
|              | the column                                            |
|              |                                                       |
|              | (on the front side);                                  |
|              |                                                       |
|              | b.  Add the number of hours earned during the first   |
|              |     13 pay                                            |
|              |                                                       |
|              | > periods; and                                        |
|              |                                                       |
|              | c.  Subtract the balance shown in the UTD column for  |
|              |     pay                                               |
|              |                                                       |
|              | > period 13.                                          |
|              |                                                       |
|              | The total of a, b, and c [must]{.underline} match the |
|              | number shown in the BAL column for pay period 13. If  |
|              | it does not, there is an error somewhere in the       |
|              | columns on the front side. Errors [must]{.underline}  |
|              | be corrected prior to transferring the figures to the |
|              | reverse side, or you\'ll begin the last half of the   |
|              | leave year with errors.                               |
|              |                                                       |
|              | 4.  Record leave/pay data on the HHS-564 at the end   |
|              |     of each pay period, if not done daily. Use the    |
|              |     \"Key\" located on the lower left corner of the   |
|              |     HHS-564 to determine the abbreviation of the type |
|              |     of leave/pay used or earned for each day of the   |
|              |     pay period.                                       |
|              |                                                       |
|              | Record the number of leave hours used, premium hours  |
|              | earned, and/or any other hours as needed, and the     |
|              | abbreviation for each type indicated, in the          |
|              | appropriate blocks under the correct day.             |
|              |                                                       |
|              | It is *not* necessary to daily record, or make any    |
|              | notation for, *regular*                               |
|              |                                                       |
|              | *hours worked* if the employee works a regularly      |
|              | scheduled tour. Since                                 |
|              |                                                       |
|              | the number of hours is the same each day, each week,  |
|              | only absences                                         |
|              |                                                       |
|              | or premium pay must be noted. If, however, a check    |
|              | mark (or other                                        |
|              |                                                       |
|              | mark or abbreviation) to indicate regular hours       |
|              | helps, the timekeeper                                 |
|              |                                                       |
|              | should use one. He/she should note the abbreviation   |
|              | or mark, and a                                        |
|              |                                                       |
|              | description of what it identifies, in the space       |
|              | provided in the \"Key\".                              |
+--------------+-------------------------------------------------------+

**THE ADMINISTRATIVE TIME AND LEAVE RECORD (HHS-564)**

+--------------+-------------------------------------------------------+
| *Completing  | 4\. (cont.)                                           |
| the HHS-564  |                                                       |
| (cont.)*     | For example: Jenny is a timekeeper who found that it  |
|              | helped her to put a check mark in each appropriate    |
| > ![         | block on the HHS-564 to indicate that an employee     |
| ](media/imag | worked his/her regular hours that day. In the \"Key\" |
| e3.wmf){widt | on the HHS-564, she noted, \"check mark = regular     |
| h="0.7638888 | tour hours worked\" and used the check mark only to   |
| 888888888in" | indicate exactly that.                                |
| > height     |                                                       |
| ="0.81458333 | 5.  Once the pay period has ended, total all annual   |
| 33333333in"} |     and sick leave hours used during the pay period,  |
| >            |     record each total in the space provided (under    |
| > 9          |     the U columns), and update the current leave      |
|              |     balances. To update the current balances:         |
|              |                                                       |
|              | a\. Start with the ending balance of the previous pay |
|              | period;                                               |
|              |                                                       |
|              | b\. Add the number of hours earned during the current |
|              | pay period (under the E column); and                  |
|              |                                                       |
|              | c\. Subtract the total hours used during the current  |
|              | pay period (under the U column).                      |
|              |                                                       |
|              | The total of a + b minus c is the new \"current       |
|              | balance\" and is recorded under the BAL column for    |
|              | the current pay period.                               |
|              |                                                       |
|              | **Note:** The UTD (used year to date) column is *not* |
|              | used to update current balances. However, it should   |
|              | be totaled each pay period, *adding* the total hours  |
|              | used (under the U column) in the current pay period   |
|              | to the total in the UTD column for the previous pay   |
|              | period. The UTD column *is* used to balance the       |
|              | HHS-564 and it provides at a quick glance, the total  |
|              | number of hours the employee has used to date in the  |
|              | current year.                                         |
|              |                                                       |
|              | 6.  Record the totals of the other types of leave     |
|              |     used in the current pay period and update the     |
|              |     balances. There are specific columns for AWOL or  |
|              |     LWOP, Credit Hours, and Part-Time Hours, plus two |
|              |     blank columns. Use the blank columns for any      |
|              |     other leave (i.e., compensatory hours, VLTP,      |
|              |     FFLA, FMLA, COP, etc.)                            |
|              |                                                       |
|              | \_\_\_\_\_\_                                          |
|              | \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\ |
|              | _\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ |
+--------------+-------------------------------------------------------+

**THE ADMINISTRATIVE TIME AND LEAVE RECORD (HHS-564)**

+--------------+-------------------------------------------------------+
| *Tips For    | Record the leave and/or pay data at the end of each   |
| Timekeepers* | pay period, if not done daily. It takes only a few    |
|              | minutes when recording at the end of each pay period, |
|              | but if timekeepers wait until several pay periods     |
|              | later, or until an audit is required, it is much more |
|              | time consuming and difficult. It also increases the   |
|              | possibility of errors.                                |
|              |                                                       |
|              | The HHS-564 is the timekeeper\'s record and it must   |
|              | be complete at the end of each pay period in order to |
|              | verify balances.                                      |
|              |                                                       |
|              | The less unnecessary writing on the HHS-564, the      |
|              | better. For instance, if leave is not used, you are   |
|              | not required to put 0 (zero) in the daily column or   |
|              | in the \"Used\" column for that pay period. Just      |
|              | leave it blank - unless it helps you in some way to   |
|              | have it there. Be sure, however, to keep the UTD      |
|              | columns up to date each pay period. If the UTD does   |
|              | not change in a pay period, you may leave it blank as |
|              | long as you are sure to pick up the previous total    |
|              | when it does change.                                  |
|              |                                                       |
|              | Remember, this is an official time and leave record.  |
|              | Be neat, concise, and accurate. Note anything that    |
|              | will help you or an auditor determine what the        |
|              | employee did during the leave year. Keep this record  |
|              | in the time and attendance file with all supporting   |
|              | documentation for leave use, paid overtime, etc.      |
|              |                                                       |
|              | Begin each new year with (0) zero balance in the      |
|              | \"Used Year To Date\" (UTD) columns. Remember, this   |
|              | is a year to date total, not forever.                 |
|              |                                                       |
|              | Before recording annual and sick leave earned during  |
|              | a pay period, and before posting holiday pay for an   |
|              | employee, be sure to total any hours in an unpaid     |
|              | status (AWOL/LWOP/Suspension). If the total unpaid    |
|              | hours in a pay period equals 80, or any multiple of   |
|              | 80 (i.e., 160, 240, 320, etc.), the employee does not |
|              | accrue leave that pay period. If the employee was in  |
|              | an unpaid status immediately before a holiday **and** |
|              | immediately after a holiday, he/she is not entitled   |
|              | to holiday pay.                                       |
|              |                                                       |
|              | For details on the effect of an unpaid status on      |
|              | annual and sick leave accruals, see Chapters 4 and 5. |
|              |                                                       |
|              | \_\_\_\_                                              |
|              | \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\ |
|              | _\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ |
+--------------+-------------------------------------------------------+

**THE ADMINISTRATIVE TIME AND LEAVE RECORD (HHS-564) - SAMPLE**

![](media/image4.png){width="6.498611111111111in" height="3.65in"}

![](media/image5.png){width="6.490277777777778in"
height="3.5722222222222224in"}

**MAINTAINING THE TIME AND ATTENDANCE FILE**

+--------------+-------------------------------------------------------+
| *I           | Time and attendance source records, or the            |
| ntroduction* | documentation upon which leave input data is based,   |
|              | must be completed and maintained in the individual    |
|              | time and attendance file for each employee.           |
|              | Generally, this responsibility falls upon the time    |
|              | and attendance clerk, or timekeeper.                  |
|              |                                                       |
|              | The General Records Schedule identifies records which |
|              | must be kept for 3 years, 6 years, or until after an  |
|              | audit by the General Accounting Office, whichever is  |
|              | sooner. However, rather than going through each       |
|              | individual file to destroy some documents after 3     |
|              | years and others after 6 years, *maintain time and    |
|              | attendance files for 6 years*.                        |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Purpose*    | The time and attendance file contains the employee\'s |
|              | record of attendance and leave use. It should be kept |
|              | orderly and easy to use:                              |
|              |                                                       |
|              | -   For auditing a disputed or unbalanced record;     |
|              |                                                       |
|              | -   As a history; or                                  |
|              |                                                       |
|              | -   For preparing amended time and attendance         |
|              |     records.                                          |
|              |                                                       |
|              | \_\_\_                                                |
|              | \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\ |
|              | _\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Supporting  | Source records which must be kept in the time and     |
| Documents*   | attendance file include, but are not limited to:      |
|              |                                                       |
|              | -   Administrative Time and Leave Records (HHS-564)   |
|              |     or equivalent forms                               |
|              |                                                       |
|              | -   SF-71 (leave request) or equivalent forms         |
|              |                                                       |
|              | -   Supporting documentation for jury duty or court   |
|              |     leave                                             |
|              |                                                       |
|              | -   Military orders for military leave                |
|              |                                                       |
|              | -   Doctor\'s certificates for continuation of pay    |
|              |     leave, sick leave (as required), and advanced     |
|              |     sick leave                                        |
|              |                                                       |
|              | -   Federal Employee\'s Notice of Traumatic Injury    |
|              |     (form CA-1) for continuation of pay leave         |
|              |                                                       |
|              | -   Exposure certificates                             |
|              |                                                       |
|              | -   Authorizations for earning or using religious     |
|              |     compensatory time                                 |
|              |                                                       |
|              | Authorizations for premium pay, overtime, or          |
|              | compensatory time must be *maintained at the duty     |
|              | post for 6 years*.                                    |
+--------------+-------------------------------------------------------+

[]{#Chapter_02 .anchor}**Chapter 2. Basic Timekeeping Information**

**GENERAL TERMS**

+--------------+-------------------------------------------------------+
| *Ad          | The administrative workweek consists of 7 consecutive |
| ministrative | calendar days which run from 12:01 a.m. Sunday to     |
| Workweek*    | 12:00 midnight Saturday.                              |
+--------------+-------------------------------------------------------+
| *Basic       | The basic workweek consists of the days and hours     |
| Workweek*    | within the administrative workweek which make up the  |
|              | employee\'s regularly scheduled workweek.             |
|              |                                                       |
|              | For *full-time employees* who work a regular tour,    |
|              | the basic workweek is the 40-hour week.               |
|              |                                                       |
|              | For *part-time employees*, the basic workweek means   |
|              | the officially prescribed days and hours within the   |
|              | administrative workweek during which the employee is  |
|              | scheduled to be on duty.                              |
+--------------+-------------------------------------------------------+

  --------------- -------------------------------------------------------
  *Pay Period*    A pay period is a 2-week period beginning at 12:01 a.m.
                  on Sunday and ending two weeks later on Saturday at
                  12:00 midnight. A pay period covers *2 administrative
                  workweeks*. There are usually 26 pay periods in a pay
                  year, but there are 27 pay periods in some pay years.

  --------------- -------------------------------------------------------

+--------------+-------------------------------------------------------+
| *Leave Year* | A leave year [begins]{.underline} with the first day  |
|              | of the first complete pay period in a calendar year   |
|              | and [ends]{.underline} with the day immediately       |
|              | before the first day of the first complete pay period |
|              | in the following calendar year.                       |
|              |                                                       |
|              | A leave year is divided into 26 leave periods which   |
|              | do *not* coincide with pay periods. There are always  |
|              | 26 leave periods in a leave year.                     |
+--------------+-------------------------------------------------------+

  --------------- -------------------------------------------------------
  *Core Hours*    Also referred to as *core time*, core hours are those
                  hours during the workday, workweek, or pay period
                  during which an employee is required to be present for
                  work. If an employee is absent during core hours,
                  he/she must account for the hours with appropriate
                  leave. Core hours are established by each OPDIV.

  --------------- -------------------------------------------------------

**PAID AND UNPAID STATUS**

+--------------+-------------------------------------------------------+
| *I           | Employees are either:                                 |
| ntroduction* |                                                       |
|              | -   Working;                                          |
|              |                                                       |
|              | -   On paid leave;                                    |
|              |                                                       |
|              | -   On unpaid leave;                                  |
|              |                                                       |
|              | -   Absent without leave;                             |
|              |                                                       |
|              | -   Suspended; or                                     |
|              |                                                       |
|              | -   Furloughed.                                       |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Time in a   | Time in a pay status is time for which employees are  |
| Pay Status*  | paid. This includes time when employees are working   |
|              | regular hours or overtime, absent on paid leave or    |
|              | holidays, taking compensatory time or religious       |
|              | compensatory time off, or using credit hours.         |
|              |                                                       |
|              | Employees are *not* in a pay status when they are     |
|              | absent on unpaid leave (LWOP), absent without leave   |
|              | (AWOL), suspended, or furloughed.                     |
+--------------+-------------------------------------------------------+

  --------------- -------------------------------------------------------
  *Time Absent*   Time absent is time when employees are normally
                  scheduled to be at work, but are *not* at work. This
                  includes time on paid leave and unpaid leave. If the
                  absence is for less than a full day, you must record
                  when the absence began and when it ended.

  --------------- -------------------------------------------------------

+--------------+-------------------------------------------------------+
| *Regular     | Regular hours are hours of work that are paid at the  |
| Hours*       | employee\'s base rate of pay.                         |
+--------------+-------------------------------------------------------+
| *Leave*      | Leave is approved time off from work which may be     |
|              | paid or unpaid. Not every employee is eligible for    |
|              | every type of paid leave.                             |
|              |                                                       |
|              | \_\_\_\_                                              |
|              | \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\ |
|              | _\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Unpaid      | Unpaid leave (also called *non-pay status*) is time   |
| Leave*       | away from the job for which employees do *not* get    |
|              | paid. Types of unpaid leave include:                  |
|              |                                                       |
|              | -   Leave without pay (LWOP) - **approved** unpaid    |
|              |     leave;                                            |
|              |                                                       |
|              | -   Absence without leave (AWOL) - **unapproved**     |
|              |     unpaid leave;                                     |
|              |                                                       |
|              | -   Furlough - unpaid leave due to lack of work or    |
|              |     funds; and                                        |
|              |                                                       |
|              | -   Suspension - unpaid leave taken as a result of a  |
|              |     disciplinary action.                              |
|              |                                                       |
|              | For more information about unpaid leave, see Chapter  |
|              | 5.                                                    |
+--------------+-------------------------------------------------------+

**PAID AND UNPAID STATUS**

+--------------+-------------------------------------------------------+
| *Paid Leave* | Paid leave is time away from the job, for which       |
|              | employees receive their base rate of pay. Types of    |
|              | paid leave include:                                   |
|              |                                                       |
|              | -   Holidays (time off for national holidays);        |
|              |                                                       |
|              | -   Annual leave (for vacations, etc.);               |
|              |                                                       |
|              | -   Sick leave (for illness, injury, or               |
|              |     medical/dental appointments);                     |
|              |                                                       |
|              | -   Military leave (for Reserve or National Guard     |
|              |     duty);                                            |
|              |                                                       |
|              | -   Funeral leave (only granted to an employee in     |
|              |     connection with the funeral of, or memorial       |
|              |     service for, an immediate relative who died as a  |
|              |     result of wounds, disease, or injury incurred     |
|              |     while serving as a member of the armed forces in  |
|              |     a combat zone);                                   |
|              |                                                       |
|              | -   Excused Absence or Administrative leave (approved |
|              |     time away from the job that is not charged to any |
|              |     other category);                                  |
|              |                                                       |
|              | -   Court leave (to be a juror or, in some cases, a   |
|              |     witness);                                         |
|              |                                                       |
|              | -   Voting leave (to allow time to vote or to         |
|              |     register to vote);                                |
|              |                                                       |
|              | -   Home leave (for overseas employees); and          |
|              |                                                       |
|              | -   Time off incentive award (when an employee is     |
|              |     granted time off from duty without loss of pay as |
|              |     an incentive award in recognition of superior     |
|              |     accomplishment).                                  |
|              |                                                       |
|              | For more information about paid leave, see Chapter 4. |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Credit      | **Only employees on a flexible work schedule may earn |
| Hours*       | and use credit hours.** Credit hours are hours of     |
|              | work performed within a flexible time band, at the    |
|              | employee\'s option and with the approval of the       |
|              | supervisor, in excess of the basic work requirements. |
|              | Employees may then use the credit hours they have     |
|              | earned to take time off later.                        |
|              |                                                       |
|              | SES employees are **not eligible** to earn Credit     |
|              | Hours.                                                |
|              |                                                       |
|              | Employees on Compressed Work Schedule are **not       |
|              | eligible** to earn Credit Hours.                      |
|              |                                                       |
|              | For more information about credit hours, see Chapter  |
|              | 14.                                                   |
+--------------+-------------------------------------------------------+

**PAID AND UNPAID STATUS**

+--------------+-------------------------------------------------------+
| *            | Compensatory time (comp time) is compensation for     |
| Compensatory | overtime work on the basis of time off equal to the   |
| Time*        | number of hours of overtime work performed. Instead   |
|              | of being paid for overtime hours worked, extra hours  |
|              | worked are accrued for later use by the employee as a |
|              | type of leave. Compensatory hours must be worked      |
|              | *before* they may be used.                            |
|              |                                                       |
|              | General Schedule employees may choose to earn         |
|              | compensatory time rather than overtime. Federal Wage  |
|              | System employees may *not* earn compensatory time     |
|              | unless they are on a compressed or flexible work      |
|              | schedule. (Do not confuse regular compensatory time   |
|              | with religious compensatory time.) For more           |
|              | information about compensatory time, see Chapters 10  |
|              | and 11.                                               |
+--------------+-------------------------------------------------------+
| *Religious   | Religious compensatory time is time off for a         |
| Compensatory | religious holiday. Subject to supervisory approval,   |
| Time*        | all employees may elect to work additional time in    |
|              | order to take time off to accommodate religious       |
|              | beliefs. Employees may work the additional time       |
|              | either before or after taking religious compensatory  |
|              | time off. For more information about religious        |
|              | compensatory time, see Chapter 7.                     |
+--------------+-------------------------------------------------------+
| Compensatory | Travel compensatory time is compensation for time in  |
| Time -       | a travel status away from the employee's official     |
| Travel       | duty station when travel time is not otherwise        |
|              | compensable. For more information about travel        |
|              | compensatory time see chapter 8.                      |
+--------------+-------------------------------------------------------+
| *            | Continuation of pay (COP) is time off for             |
| Continuation | disabilities due to on-the-job injuries. COP provides |
| of Pay*      | for continuation of an employee\'s regular pay for up |
|              | to 45 calendar days. For more information about COP,  |
|              | see Chapter 6.                                        |
|              |                                                       |
|              | \_\_\_\_\_\_\_                                        |
|              | \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\ |
|              | _\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ |
+--------------+-------------------------------------------------------+
| *Premium     | Premium pay is extra pay for overtime, Sunday work,   |
| Pay*         | night work, holiday work, standby duty, or            |
|              | administratively uncontrollable overtime work.        |
|              | **Exception:** For Federal Wage System employees,     |
|              | night work is not considered to be premium pay. For   |
|              | more information about premium pay, see Chapters 10   |
|              | and 11.                                               |
|              |                                                       |
|              | \_\_\_\_\_\_\_                                        |
|              | \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\ |
|              | _\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ |
+--------------+-------------------------------------------------------+
| *Di          | Differentials are differences in the rates paid to    |
| fferentials* | equal employees doing the same work because of        |
|              | differing conditions, such as work at night or work   |
|              | involving hazardous conditions. For more information  |
|              | about differentials, see Chapters 10 and 11.          |
+--------------+-------------------------------------------------------+

**TYPES OF APPOINTMENTS**

  --------------- -------------------------------------------------------
  *Full-Time      Most full-time employees are scheduled to work 40 hours
  Employees*      a week, 80 hours a pay period. Some have tours of more
                  than 80 hours a pay period.

  --------------- -------------------------------------------------------

+--------------+-------------------------------------------------------+
| *Part-Time   | Part-time employees have a regular tour that is 32 to |
| Employees*   | 64 hours a pay period. Part-time employees are        |
|              | entitled to night differential. They do *not* receive |
|              | Sunday premium pay (except for Title 38 employees).   |
|              | For more information about part-time employees, see   |
|              | Chapter 12.                                           |
|              |                                                       |
|              | Employees appointed under the Student Educational     |
|              | Employment Program (formerly the Stay-in-School       |
|              | Program) receive the same treatment as other          |
|              | part-time employees except during school vacation     |
|              | periods. They may work full-time during a school      |
|              | vacation period. See Chapter 12.                      |
+--------------+-------------------------------------------------------+

  --------------- -------------------------------------------------------
  *Intermittent   Intermittent employees (also referred to as *when
  Employees*      actually employed* or WAE employees) have no regular
                  tour. They are on call and come in at the discretion of
                  the supervisor. These employees do not earn annual
                  leave or sick leave and are not paid for holidays. They
                  are, however, entitled to COP. Intermittent employees
                  are entitled to night differential. They do *not*
                  receive Sunday premium pay (except for Title 38
                  employees). For more information, see Chapter 12

  --------------- -------------------------------------------------------

+--------------+-------------------------------------------------------+
| *Temporary   | Employees may be appointed on temporary appointments  |
| Employees*   | for specified periods up to a year. The appointment   |
|              | can be extended in 1-year increments for a maximum of |
|              | 3 additional years.                                   |
|              |                                                       |
|              | Employees with appointments of **less** than 90 days  |
|              | may earn and use sick leave, but may *not* earn       |
|              | annual leave. If and when an appointment is extended  |
|              | beyond 90 days, or is changed to a permanent          |
|              | appointment, employees may at that time earn annual   |
|              | leave. They may not use annual leave unless they have |
|              | accrued annual leave which was transferred from       |
|              | another appointment. See Chapter 12.                  |
+--------------+-------------------------------------------------------+

**TYPES OF APPOINTMENTS**

+--------------+-------------------------------------------------------+
| *Seas        | Seasonal employees may be full-time or part-time.     |
| onal-On-Call | They earn leave for partial pay periods when coming   |
| Employees*   | on or going off a job.                                |
|              |                                                       |
|              | \_\_\_\_\_                                            |
|              | \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\ |
|              | _\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ |
+--------------+-------------------------------------------------------+
| *1040-Hour   | Some temporary employees may have a 1040-hour         |
| Employees*   | appointment. Keep track of all their hours worked,    |
|              | including overtime, so that these employees do not    |
|              | work beyond the hours in their appointments. In every |
|              | other way, record data for them as you would other    |
|              | temporary employees. See Chapter 12..                 |
|              |                                                       |
|              | \_\_\_\_\_\_\_                                        |
|              | \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\ |
|              | _\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ |
+--------------+-------------------------------------------------------+
| *Experts or  | An expert or consultant is usually a specialist from  |
| Consultants* | outside HHS appointed to serve by giving advice to    |
|              | individuals or departments or to perform difficult    |
|              | and challenging tasks. Experts and consultants are    |
|              | either intermittent or temporary employees, and they  |
|              | are paid on a daily or an hourly pay basis. See       |
|              | Chapter 12.                                           |
+--------------+-------------------------------------------------------+

**TYPES OF TOURS AND SCHEDULES**

  --------------- -------------------------------------------------------
  *Tour of Duty*  A tour of duty (also called a *tour*) describes the
                  hours of a day (a daily tour of duty) and the days of
                  an administrative workweek (a weekly tour of duty) that
                  constitute an employee\'s regularly scheduled
                  administrative workweek. A tour of duty is scheduled in
                  advance and the employee is expected to perform work
                  during the tour on a regularly occurring basis.

  --------------- -------------------------------------------------------

+--------------+-------------------------------------------------------+
| *Standard    | A standard tour is one that generally consists of 40  |
| Tour*        | hours a week or 80 hours a pay period. Employees with |
|              | standard tours may work a *regular work schedule* or  |
|              | may participate in an *alternative work schedule*, if |
|              | so allowed by their OPDIV.                            |
|              |                                                       |
|              | The most common regularly scheduled tour is 8 hours a |
|              | day, 5 days a week (Monday through Friday), which is  |
|              | 80 hours a pay period.                                |
+--------------+-------------------------------------------------------+

  --------------- -------------------------------------------------------
  *Regular Work   A regular (or normal) work schedule is a
  Schedule*       [fixed]{.underline} schedule consisting of 8 hours a
                  day, five days a week, generally Monday through Friday.
                  The days of the week and the beginning and ending hours
                  of the day are set. There is no flexibility in the
                  regular work schedule.

  --------------- -------------------------------------------------------

+--------------+-------------------------------------------------------+
| *Alternative | There are two types of work schedules jointly         |
| Work         | referred to as *alternative work schedules* *(AWS)*.  |
| Schedule*    | They are the *compressed work schedule (CWS)* and the |
|              | *flexible work schedule (FWS)*. Either of these       |
|              | schedules is available to employees upon approval     |
|              | from their Operating Division head or Regional        |
|              | Director.                                             |
|              |                                                       |
|              | See information on AWS, see Chapter 14.               |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Compressed  | A *compressed work schedule* (CWS) is one of the      |
| Work         | alternative work schedules in which an employee\'s    |
| Schedules*   | basic work requirement for each pay period is         |
|              | [scheduled]{.underline} by the Agency for **less**    |
|              | than 10 days. An Agency may have more than one CWS    |
|              | from which an employee may select his/her preferred   |
|              | schedule.                                             |
|              |                                                       |
|              | **Compressed work schedules are always                |
|              | [fixed]{.underline} schedules. They are *not*         |
|              | flexible in any way.**                                |
+--------------+-------------------------------------------------------+

**TYPES OF TOURS AND SCHEDULES**

+--------------+-------------------------------------------------------+
| *Compressed  | *Full-time employees* on CWS schedules are scheduled  |
| Work         | to work more than 8 regular hours on some days. They  |
| Schedules    | complete their required 80 hour tours in less than 10 |
| (cont.)*     | days in a bi-weekly pay period.                       |
|              |                                                       |
|              | *Part-time employees* on CWS schedules may be         |
|              | scheduled to work more than 8 hours on some days in   |
|              | order to work the number of hours required to         |
|              | complete their tours in less than 10 workdays during  |
|              | the bi-weekly pay period.                             |
|              |                                                       |
|              | See Chapter 14 for more information on CWS.           |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Flexible    | A *flexible work schedule* includes designated hours  |
| Work         | (**core hours**) and days when an employee **must**   |
| Schedules*   | be present for work. It also includes designated      |
|              | hours during which an employee **may elect** to work  |
|              | in order to complete the employee\'s basic            |
|              | (non-overtime) work requirement.                      |
|              |                                                       |
|              | *Flexible hours* - Flexible hours (also referred to   |
|              | as *flexible time bands, flexitime, or flextime*) are |
|              | the hours during the workday, workweek, or pay period |
|              | within the tour of duty during which an employee      |
|              | covered by a flexible work schedule may choose to     |
|              | vary his or her times of arrival to and departure     |
|              | from the worksite, consistent with the duties and     |
|              | requirements of the position. The flexible time bands |
|              | are established by the OPDIV. Do *not* confuse        |
|              | flexitime with flexitour.                             |
|              |                                                       |
|              | Employees on flexible work schedules may earn and use |
|              | *credit hours*.                                       |
|              |                                                       |
|              | For more information on flexible work schedules, see  |
|              | Chapter 14.                                           |
|              |                                                       |
|              | \_\_\_\_                                              |
|              | \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\ |
|              | _\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *            | Some employees work unusual or non-standard tours.    |
| Non-Standard | They are:                                             |
| Tours*       |                                                       |
|              | -   Title 38 (Baylor and Non-Baylor Plans)            |
|              |                                                       |
|              | -   Tours worked with hours in excess of 8 hours a    |
|              |     day or 40 hours a week (e.g., firefighters and    |
|              |     law enforcement employees).                       |
|              |                                                       |
|              | For example, some *firefighters* work 24-hour shifts, |
|              | for a total of 112 hours or 144 hours per pay period. |
|              | For more information on Title 38, see Chapter 13. For |
|              | more information on firefighters and law enforcement  |
|              | employees, see Chapter 12.                            |
+--------------+-------------------------------------------------------+

**TYPES OF EMPLOYEES**

  ---------------- -------------------------------------------------------
  *Introduction*   A *pay plan* is the pay system or pay schedule under
                   which an employee\'s rate of basic pay is determined.
                   One way of classifying employees is by pay plan.

  ---------------- -------------------------------------------------------

+--------------+-------------------------------------------------------+
| *General     | Most HHS employees are General Schedule (GS)          |
| Schedule*    | employees, paid according to:                         |
|              |                                                       |
|              | -   Title 5 of the U.S. Code                          |
|              |                                                       |
|              | -   Fair Labor Standards Act                          |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Federal     | Federal Wage System (FWS) employees are paid          |
| Wage System* | according to rates set by local Wage Boards to        |
|              | correspond to pay scales for non-government employees |
|              | in the same area doing the same work.                 |
|              |                                                       |
|              | FWS employees work on shifts and tend to have blue    |
|              | collar and trade positions. They are also called      |
|              | \"prevailing rate employees\" because their salaries  |
|              | are based on what private sector employees receive in |
|              | the prevailing area. For example, the pay of an FWS   |
|              | electrician would depend on the area of the country   |
|              | in which he worked.                                   |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Title 38*   | Title 38 compensation is applied to clinical center   |
|              | nurses (pay plan GN) and allied health professionals  |
|              | (pay plans GS, GM). Although compensated in           |
|              | accordance with Title 38, these employees are         |
|              | appointed under Title 5. Your servicing personnel     |
|              | office (SPO) can inform you which employees follow    |
|              | Title 38 premium pay provisions and it will also be   |
|              | noted on the SF-50.                                   |
|              |                                                       |
|              | *Baylor Plan* - Title 38 also authorizes the use of a |
|              | Weekend Alternative Schedule, an unusual tour of duty |
|              | referred to as the Baylor Plan.                       |
|              |                                                       |
|              | For information on Title 38 employees, see Chapter    |
|              | 13.                                                   |
+--------------+-------------------------------------------------------+

  --------------- -------------------------------------------------------
  *Experts/       Experts and consultants are usually hired to work on
  Consultants*    special projects or jobs. They are paid by the day or
                  by the hour. For more information, see Chapter 12.

  --------------- -------------------------------------------------------

**TYPES OF EMPLOYEES**

+--------------+-------------------------------------------------------+
| *Senior      | The Senior Executive Service (SES) consists of        |
| Executive    | employees under pay plan ES who are:                  |
| Service*     |                                                       |
|              | -   Paid through a compensation system designed to    |
|              |     attract and retain competent senior executives;   |
|              |     and                                               |
|              |                                                       |
|              | -   In a position above GS-15 or the equivalent.      |
|              |                                                       |
|              | The SES includes both general positions and           |
|              | career-reserved positions. HHS determines which       |
|              | positions are included. Qualification Review Boards   |
|              | must certify the qualifications of a candidate before |
|              | a career appointment can be made. To be eligible for  |
|              | payment of a performance award, an employee\'s        |
|              | performance rating must be \"fully successful\" or    |
|              | higher.                                               |
|              |                                                       |
|              | SES employees *may*:                                  |
|              |                                                       |
|              | -   Earn and use religious compensatory time; and     |
|              |                                                       |
|              | -   Accrue annual leave at a rate of **1 day (8       |
|              |     hours)** for each full biweekly pay period with a |
|              |     maximum carryover limit of 90 days (720 hours)    |
|              |     when a new leave year begins. Annual leave        |
|              |     accumulated prior to SES appointment may be       |
|              |     carried into the SES appointment. However, annual |
|              |     leave accumulated prior to movement to the SES    |
|              |     that is in excess of the maximum allowed for the  |
|              |     former position must be used by the end of the    |
|              |     leave year in which appointed to the SES or it is |
|              |     subject to forfeiture.                            |
|              |                                                       |
|              | **Example:** Jan had a balance of 300 hours in her    |
|              | annual leave                                          |
|              |                                                       |
|              | account at the time she moved from a non-SES position |
|              | into an SES                                           |
|              |                                                       |
|              | position. In the former non-SES position, the maximum |
|              | annual                                                |
|              |                                                       |
|              | leave carryover limit was 240 hours. Jan has 60 hours |
|              | more than                                             |
|              |                                                       |
|              | the maximum carryover allowed in her former non-SES   |
|              | position.                                             |
|              |                                                       |
|              | She must use the excess 60 hours by the end of the    |
|              | leave year in                                         |
|              |                                                       |
|              | which she is appointed to the SES position or it is   |
|              | subject to                                            |
|              |                                                       |
|              | forfeiture.                                           |
|              |                                                       |
|              | -   If an SES employee moves to a position outside    |
|              |     the SES, any annual leave accumulated while       |
|              |     serving in the SES may be carried over into the   |
|              |     new position. If he/she has more than 720 hours   |
|              |     accumulated, the personal carryover ceiling       |
|              |     remains at 720 hours. However, once the balance   |
|              |     is reduced below 720 hours, the lower amount      |
|              |     becomes the new ceiling.                          |
+--------------+-------------------------------------------------------+

**TYPES OF EMPLOYEES**

+--------------+-------------------------------------------------------+
| *Senior      | **Example:** Jim is an SES employee who moves into a  |
| Executive    | non-SES position with an annual leave balance of 730  |
| Service      | hours. He must use 10 of these hours or they will be  |
| (cont.)*     | forfeited at the end of the SES appointment year. The |
|              | new position has a maximum carryover amount of 240    |
|              | hours.                                                |
|              |                                                       |
|              | Jim uses his annual leave until the balance drops to  |
|              | 690 hours. His new personal ceiling is 690 hours and  |
|              | remains at 690 hours until the balance drops lower.   |
|              |                                                       |
|              | The following leave year, Jim uses annual leave until |
|              | the balance drops to 500. His new personal ceiling is |
|              | now 500 hours and remains at that number until it     |
|              | drops lower.                                          |
|              |                                                       |
|              | Should his leave balance ever drop to the maximum     |
|              | carryover for his newer position, 240 hours, Jim\'s   |
|              | carryover maximum reduces to and remains at that      |
|              | maximum carryover amount of 240 hours for the balance |
|              | of his government career (unless he moves into a      |
|              | position with a higher carryover).                    |
|              |                                                       |
|              | SES employees ***may not***:                          |
|              |                                                       |
|              | -   Receive premium pay or earn compensatory time;    |
|              |                                                       |
|              | -   Earn and use credit hours; and/or                 |
|              |                                                       |
|              | -   Participate in a compressed work tour such as a   |
|              |     5-4-9 schedule *unless* the entire work unit      |
|              |     closes on the same workday(s) every pay period.   |
|              |                                                       |
|              | \_\_\_\_\_\_\_                                        |
|              | \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\ |
|              | _\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ |
+--------------+-------------------------------------------------------+

**TYPES OF EMPLOYEES - Pay Plan Table**

+----------------+----------------------------------+--------+---------+
| TYPE OF        | PAY PLAN CODE                    | EARN   | PREMIUM |
| EMPLOYEE       |                                  | LEAVE  | PAY     |
+================+==================================+========+=========+
| Judges         | AL Administrative Law Judge      | yes\*  | yes\*\* |
+----------------+----------------------------------+--------+---------+
| Other          | AD Administrative Determined     | yes\*  | yes\*\* |
| Specialized    |                                  |        |         |
| Plans          | ST Scientific and Professional   |        |         |
|                |                                  |        |         |
|                | SL Senior Level                  |        |         |
|                |                                  |        |         |
|                | RS Senior Biomedical Research    |        |         |
|                | Service                          |        |         |
+----------------+----------------------------------+--------+---------+
| Experts/       | ED Expert (5 USC 3109)           |        | only if |
|                |                                  |        | FLSA    |
| Consultants    | EE Expert (other)                |        | non-exe |
|                |                                  |        | mpt\*\* |
|                | EF Consultant (5 USC 3109)       |        |         |
|                |                                  |        |         |
|                | EG Consultant (other)            |        |         |
|                |                                  |        |         |
|                | EH Advisory Committee Member (5  |        |         |
|                | USC 3109)                        |        |         |
|                |                                  |        |         |
|                | EI Advisory Committee Member     |        |         |
+----------------+----------------------------------+--------+---------+
| Executives     | ES Senior Executive Service      | yes\*  | no      |
|                |                                  |        |         |
|                | \- - - - - - -                   | \-     | \-      |
|                |  - - - - - - - - - - - - - - - - |  - - - |  - - -  |
|                | -                                |  - - - | - - - - |
|                |                                  | -      | no      |
|                | EX Executive Pay                 |        |         |
|                |                                  | no     |         |
|                |                                  | (A     |         |
|                |                                  | bsence |         |
|                |                                  | may be |         |
|                |                                  | e      |         |
|                |                                  | xcused |         |
|                |                                  | by the |         |
|                |                                  | Sec    |         |
|                |                                  | retary |         |
|                |                                  | of     |         |
|                |                                  | HHS.   |         |
+----------------+----------------------------------+--------+---------+
| General        | GG Graded Similar to General     | yes\*  | yes\*\* |
| Schedule       | Schedule                         |        |         |
|                |                                  |        |         |
|                | GS General Schedule              |        |         |
+----------------+----------------------------------+--------+---------+
| Managers       | GM Performance Management and    | yes\*  | yes\*\* |
|                | Recognition System               |        |         |
+----------------+----------------------------------+--------+---------+
| Special Nurses | GN General Nurse                 | yes\*  | yes\*\* |
|                |                                  |        |         |
|                | (Title 38/Baylor Plan)           |        |         |
+----------------+----------------------------------+--------+---------+
| Volunteers     | SV Student Volunteer             | no     | no      |
|                |                                  |        |         |
|                | ZZ Volunteer Service (WOC --     |        |         |
|                | Without Compensation)            |        |         |
+----------------+----------------------------------+--------+---------+
| Federal Wage   | WD Production Facilitating       | yes\*  | yes\*\* |
| System         | Nonsupv-Federal Wage System      |        |         |
|                |                                  |        |         |
|                | WG Nonsupv-Federal Wage System   |        |         |
|                |                                  |        |         |
|                | WL Leader-Federal Wage System    |        |         |
|                |                                  |        |         |
|                | WN Production Facilitating       |        |         |
|                | Supv-Federal Wage System         |        |         |
|                |                                  |        |         |
|                | WS Supv-Federal Wage System      |        |         |
|                |                                  |        |         |
|                | WT Apprentices and Shop          |        |         |
|                | Trainees-Federal Wage System     |        |         |
+----------------+----------------------------------+--------+---------+
| Production     | XD Nonsupv Production            | yes\*  | yes\*\* |
| Facility       | Facilitating Jobs\*\*\*          |        |         |
| (Federal Wage  |                                  |        |         |
| System)        | XL Leader Jobs\*\*\*             |        |         |
|                |                                  |        |         |
|                | XN Supv Production Facilitating  |        |         |
|                | Jobs\*\*\*                       |        |         |
|                |                                  |        |         |
|                | XP Nonsupv Jobs\*\*\*            |        |         |
|                |                                  |        |         |
|                | XS Supv Jobs\*\*\*               |        |         |
+----------------+----------------------------------+--------+---------+

KEY:

\* All employees (except intermittent employees) regardless of length of
appointment earn sick leave. Appointments of less than 90 days do not
earn annual leave.

\*\* Yes, unless employee\'s biweekly pay, including locality and
special pay rates, exceeds the pay of the maximum rate of GS-15, Step 10
(i.e., the general aggregate biweekly limitation of the maximum rate for
GS-15, Step 10).

\*\*\* Printing and Lithographic in designated areas.

**THE FAIR LABOR STANDARDS ACT (FLSA)**

+--------------+-------------------------------------------------------+
| *I           | Another way of categorizing employees is whether or   |
| ntroduction* | not they are covered by the Fair Labor Standards Act  |
|              | (FLSA). FLSA is a law that regulates the hours of     |
|              | work and pay for certain federal employees.           |
|              |                                                       |
|              | Employees are classified as:                          |
|              |                                                       |
|              | -   *FLSA non-exempt* (covered by FLSA); or           |
|              |                                                       |
|              | -   *FLSA exempt* (not covered by FLSA).              |
|              |                                                       |
|              | The servicing personnel offices determine who is      |
|              | covered by FLSA. Both GS and FWS employees can be     |
|              | either non-exempt or exempt.                          |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *For         | For more information on FLSA, refer to Chapter 15 and |
| Additional   | also:                                                 |
| Information* |                                                       |
|              | -   5 CFR, Part 551, Subpart A                        |
| > 10         |                                                       |
|              | -   HHS-Instructions                                  |
+--------------+-------------------------------------------------------+

**NEW EMPLOYEES**

+--------------+-------------------------------------------------------+
| *Enter on    | The date on which a new federal employee completes    |
| Duty Date*   | the necessary paperwork and is sworn in as an         |
|              | employee is referred to as that employee\'s *entry on |
|              | duty (EOD)* date (also referred to as *enter on       |
|              | duty*).                                               |
|              |                                                       |
|              | New employees do not always start work on the         |
|              | effective date of their appointments. For example, if |
|              | a new federal employee is appointed on a Sunday and   |
|              | is scheduled to work Monday through Friday, then that |
|              | employee is appointed effective on Sunday, but        |
|              | actually starts work and is sworn in on Monday.       |
|              | Monday is the EOD date.                               |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Holidays*   | New federal employees working Monday through Friday   |
|              | do *not* enter on duty on Monday when Monday is a     |
| > 11         | holiday. They enter on duty on Tuesday, the day they  |
|              | start work and are sworn in.                          |
|              |                                                       |
|              | If a person *has accepted* an appointment, the        |
|              | effective date of which is a Sunday before a Monday   |
|              | holiday *and* the employee is sworn in on the day     |
|              | following the holiday, the employee is paid for the   |
|              | holiday.                                              |
|              |                                                       |
|              | If the effective date of appointment is on the        |
|              | Tuesday following the holiday, the employee is *not*  |
|              | paid for the holiday. His appointment is not          |
|              | effective until *after* the holiday.                  |
|              |                                                       |
|              | Federal employees who *transfer* from another agency  |
|              | or within HHS on Sunday when the following Monday is  |
|              | a holiday are paid for the holiday as usual.          |
+--------------+-------------------------------------------------------+

**EMPLOYEE SEPARATES OR TRANSFERS**

+--------------+-------------------------------------------------------+
| *I           | When an employee separates from HHS, the timekeeper   |
| ntroduction* | must document the separation. An employee may         |
|              | separate by:                                          |
|              |                                                       |
|              | -   Resigning;                                        |
|              |                                                       |
|              | -   Retiring;                                         |
|              |                                                       |
|              | -   Transferring to another Federal agency;           |
|              |                                                       |
|              | -   Termination of appointment;                       |
|              |                                                       |
|              | -   Termination for other reason; or                  |
|              |                                                       |
|              | -   Death.                                            |
|              |                                                       |
|              | **Note:** In the event of the death of an employee,   |
|              | there are specific procedures which must be followed. |
|              | Procedures follow in this section.                    |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *            | For any separation, the timekeeper should verify that |
| Separations* | all leave balances                                    |
|              |                                                       |
|              | are correct and that they match those in the payroll  |
|              | system (shown on the Earnings and Leave Statement).   |
|              | The time and attendance file should be complete and   |
|              | up to date through the date of separation.            |
|              |                                                       |
|              | On the final time and attendance record for the       |
|              | employee, a remark stating the reason for separation  |
|              | (Retired, Resigned, Transferred, etc.) and the date   |
|              | of separation (COB mm/dd/yy) must be recorded.        |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Transfers   | For transfers to another office within your OPDIV,    |
| Within HHS*  | follow the policies set by your OPDIV for details,    |
|              | reassignments, or transfers.                          |
|              |                                                       |
|              | For transfers within HHS, the losing timekeeper       |
|              | should send a copy of employee profile information    |
|              | and a copy of the HHS-564 to the new timekeeper. For  |
|              | assistance, contact your OPDIVs' Payroll Liaison.     |
|              |                                                       |
|              | \_\_\_\_\_\_                                          |
|              | \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\ |
|              | _\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Separation  | If an employee dies, do *not* wait until the end of   |
| Due to       | the pay period to report his or her hours.            |
| Death*       |                                                       |
|              | Immediately complete a record for the pay period and  |
|              | enter a remark (\"mm/dd/yy Died\"). Have the          |
|              | supervisor certify the record. Print a copy of the    |
|              | record and give it to your Servicing Personnel Office |
|              | (SPO), along with a copy of the HHS-564. Each SPO     |
|              | will forward the report along with all required death |
|              | claim forms to the Payroll Services Division (PSD)    |
|              | marked \"ATTN: Death Claims.\"                        |
+--------------+-------------------------------------------------------+

**EMPLOYEE SEPARATES OR TRANSFERS**

+--------------+-------------------------------------------------------+
| *Separation  | If death occurs while in a pay status (i.e., working  |
| Due to Death | or on paid leave), the employee is entitled to        |
| (cont.)*     | compensation up to and including the date of death,   |
|              | regardless of the time of day that death occurs.      |
|              | Hours on the day of death are reported as regular     |
|              | hours, *not* as any type of leave.                    |
|              |                                                       |
|              | If the employee was in a pay status on the last       |
|              | scheduled workday before death and dies on the next   |
|              | scheduled workday, the employee is paid regular pay   |
|              | for the date of death.                                |
|              |                                                       |
|              | **Example:** Bob works a regular tour, Monday through |
|              | Friday. He dies on Monday after being out on sick     |
|              | leave the preceding Friday. He was in a pay status    |
|              | (sick leave) on the last scheduled workday before     |
|              | death (Friday) and is paid regular pay for Monday.    |
|              |                                                       |
|              | If death occurs while in a non-pay status (i.e., a    |
|              | non-work day, or while on unpaid leave), employees    |
|              | are *not* compensated for the day of death. They are  |
|              | charged appropriately for the day (i.e., LWOP, AWOL,  |
|              | or Suspension).                                       |
+--------------+-------------------------------------------------------+

**DETAIL TO ANOTHER OFFICE**

  ---------------- ------------- ---------------- ------------------------ --------------
  *Introduction*                 Sometimes                                 
                                 employees work                            
                                 in other                                  
                                 workplaces                                
                                 temporarily.                              
                                 This is called a                          
                                 *detail*. The                             
                                 table below                               
                                 gives                                     
                                 information                               
                                 about                                     
                                 timekeeping for                           
                                 an employee who                           
                                 has been                                  
                                 detailed to                               
                                 another office.                           

                   DETAILS 60                     DETAILS LESS THAN 60     
                   DAYS OR MORE                   DAYS                     

                   Timekeeping                    Timekeeping is done at   
                   is done at                     home station.            
                   temporary                                               
                   duty station.                                           
  ---------------- ------------- ---------------- ------------------------ --------------

  --------------- -------------------------------------------------------
                  If timekeeping is done at the home station, be sure to
                  keep the timekeeper informed of all leave used and time
                  and attendance information.

  --------------- -------------------------------------------------------

**ERRORS AND OMISSIONS**

+--------------+-------------------------------------------------------+
| *I           | Errors occur if you report hours incorrectly *or* if  |
| ntroduction* | you do not record hours or premium pay. If there are  |
|              | errors or omissions, you must amend the Time and      |
|              | Attendance (T&A) record, following the procedures     |
|              | outlined in the User Manual for the timekeeping       |
|              | system used by your OPDIV.                            |
|              |                                                       |
|              | **Examples:** You reported 8 hours of annual leave    |
|              | that should have been leave without pay *or* you      |
|              | failed to report overtime worked.                     |
|              |                                                       |
|              | Corrections to previous pay period T&A records will   |
|              | be transmitted to DFAS as amended T&A along with      |
|              | regular T&A data. The amended T&A records will be     |
|              | processed through the DFAS retro system in the same   |
|              | pay period they are received.                         |
|              |                                                       |
|              | **Note:** For errors considered *critical* (i.e.,     |
|              | Employee is not paid but you submitted a correct      |
|              | record, employee receives incorrect pay, etc.),       |
|              | contact your Payroll Liaison immediately.             |
|              |                                                       |
|              | \_\_\_\_\_\_                                          |
|              | \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\ |
|              | _\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ |
+--------------+-------------------------------------------------------+
| *Non-Receipt | When an employee reports that a biweekly salary       |
| of Salary    | payment was not received, the Payroll Liaison or      |
| Payments*    | designee must verify that the salary was due and not  |
|              | issued. This verification is necessary prior to       |
|              | notifying the Payroll Services Division (PSD)         |
|              | regarding non-receipt of salary payment. The Payroll  |
|              | Liaison or designee must                              |
|              |                                                       |
|              | -   Check the Impact Master to ensure that an EFT     |
|              |     payment or hard copy check does not exist. If     |
|              |     payment does not exist:                           |
|              |                                                       |
|              |     -   Check to see if the proper authorization was  |
|              |         submitted, i.e. time and attendance data      |
|              |         updated;                                      |
|              |                                                       |
|              |     -   Check to see if the accession SF-50, and/or   |
|              |         EFT authorization, updated properly;          |
|              |                                                       |
|              |     -   Check to see if the EFT authorization         |
|              |         information on the form (routing number and   |
|              |         account number) match the information in      |
|              |         EHRP;                                         |
|              |                                                       |
|              |     -   Check to see if the address is in the record  |
|              |         and if it is correct.                         |
|              |                                                       |
|              | ● After verify that no payment was issued and the     |
|              | supporting                                            |
|              |                                                       |
|              | documents (time and attendance, EFT authorization,    |
|              | address                                               |
|              |                                                       |
|              | information and/or SF-50) properly updated, a         |
|              | Peregrine ticket                                      |
|              |                                                       |
|              | must be created to request Special Pay. Follow        |
|              | procedures                                            |
|              |                                                       |
|              | outline in Payroll Services Letter PS-05-XX --        |
|              | Subject: Non-                                         |
|              |                                                       |
|              | Receipt of Salary Payment and Special Pay. See        |
|              | Appendix A                                            |
+--------------+-------------------------------------------------------+

**[THE LEAVE AND EARNINGS STATEMENT - SAMPLE]{.underline}**

+-----------------------------+---------+---+------+-------+---+--------+
| **DEPARTMENT OF DEFENSE**   |         |   |      |       |   |        |
+-----------------------------+---------+---+------+-------+---+--------+
| **CIVILIAN LEAVE AND        |         |   |      |       |   |        |
| EARNINGS STATEMENT**        |         |   |      |       |   |        |
+-----------------------------+---------+---+------+-------+---+--------+
| 3\. NAME                    | 4\. PAY | 5 |      | 6\.   | 7 |        |
|                             | P       | \ |      | BASIC | \ |        |
| DOE JANE Q                  | LAN/GRA | . |      | OT    | . |        |
|                             | DE/STEP | H |      | RATE  | B |        |
|                             |         | O |      |       | A |        |
|                             | GS12 /  | U |      | 25.25 | S |        |
|                             | 02      | R |      |       | I |        |
|                             |         | L |      |       | C |        |
|                             |         | Y |      |       | P |        |
|                             |         | / |      |       | A |        |
|                             |         | D |      |       | Y |        |
|                             |         | A |      |       |   |        |
|                             |         | I |      |       | + |        |
|                             |         | L |      |       | L |        |
|                             |         | Y |      |       | O |        |
|                             |         | R |      |       | C |        |
|                             |         | A |      |       | A |        |
|                             |         | T |      |       | L |        |
|                             |         | E |      |       | I |        |
|                             |         |   |      |       | T |        |
|                             |         | 2 |      |       | Y |        |
|                             |         | 2 |      |       | A |        |
|                             |         | . |      |       | D |        |
|                             |         | 1 |      |       | J |        |
|                             |         | 6 |      |       | = |        |
|                             |         |   |      |       | A |        |
|                             |         |   |      |       | D |        |
|                             |         |   |      |       | J |        |
|                             |         |   |      |       | U |        |
|                             |         |   |      |       | S |        |
|                             |         |   |      |       | T |        |
|                             |         |   |      |       | E |        |
|                             |         |   |      |       | D |        |
|                             |         |   |      |       | B |        |
|                             |         |   |      |       | A |        |
|                             |         |   |      |       | S |        |
|                             |         |   |      |       | I |        |
|                             |         |   |      |       | C |        |
|                             |         |   |      |       | P |        |
|                             |         |   |      |       | A |        |
|                             |         |   |      |       | Y |        |
|                             |         |   |      |       |   |        |
|                             |         |   |      |       | 4 |        |
|                             |         |   |      |       | 3 |        |
|                             |         |   |      |       | 8 |        |
|                             |         |   |      |       | 7 |        |
|                             |         |   |      |       | 6 |        |
|                             |         |   |      |       | . |        |
|                             |         |   |      |       | 0 |        |
|                             |         |   |      |       | 0 |        |
|                             |         |   |      |       |   |        |
|                             |         |   |      |       | + |        |
|                             |         |   |      |       | 2 |        |
|                             |         |   |      |       | 3 |        |
|                             |         |   |      |       | 7 |        |
|                             |         |   |      |       | 8 |        |
|                             |         |   |      |       | 8 |        |
|                             |         |   |      |       | = |        |
|                             |         |   |      |       | 4 |        |
|                             |         |   |      |       | 6 |        |
|                             |         |   |      |       | 2 |        |
|                             |         |   |      |       | 5 |        |
|                             |         |   |      |       | 4 |        |
|                             |         |   |      |       | . |        |
|                             |         |   |      |       | 0 |        |
|                             |         |   |      |       | 0 |        |
+-----------------------------+---------+---+------+-------+---+--------+
| 8\. SOCIAL SEC NO           | 9\.     | 1 |      | 11\.  | 1 |        |
|                             | L       | 0 |      | SCD   | 2 |        |
| 417-64-5556                 | OCALITY | \ |      | LEAVE | \ |        |
|                             | %       | . |      |       | . |        |
|                             |         | F |      | 12/   | M |        |
|                             | 5.42    | L |      | 02/88 | A |        |
|                             |         | S |      |       | X |        |
|                             |         | A |      |       | L |        |
|                             |         | C |      |       | E |        |
|                             |         | A |      |       | A |        |
|                             |         | T |      |       | V |        |
|                             |         | E |      |       | E |        |
|                             |         | G |      |       | C |        |
|                             |         | O |      |       | A |        |
|                             |         | R |      |       | R |        |
|                             |         | Y |      |       | R |        |
|                             |         |   |      |       | Y |        |
|                             |         | E |      |       | O |        |
|                             |         |   |      |       | V |        |
|                             |         |   |      |       | E |        |
|                             |         |   |      |       | R |        |
|                             |         |   |      |       |   |        |
|                             |         |   |      |       | 2 |        |
|                             |         |   |      |       | 4 |        |
|                             |         |   |      |       | 0 |        |
+-----------------------------+---------+---+------+-------+---+--------+
| 14\. FINANCIAL              | 15\.    |   |      |       | 1 |        |
| INSTITUTION - NET PAY       | FI      |   |      |       | 6 |        |
|                             | NANCIAL |   |      |       | \ |        |
| AMSOUTH BANK OF FLORIDA     | INSTIT  |   |      |       | . |        |
|                             | UTION - |   |      |       | F |        |
|                             | AL      |   |      |       | I |        |
|                             | LOTMENT |   |      |       | N |        |
|                             | #1      |   |      |       | A |        |
|                             |         |   |      |       | N |        |
|                             | PEN AIR |   |      |       | C |        |
|                             | FEDERAL |   |      |       | I |        |
|                             | CREDIT  |   |      |       | A |        |
|                             | UNION   |   |      |       | L |        |
|                             |         |   |      |       | I |        |
|                             |         |   |      |       | N |        |
|                             |         |   |      |       | S |        |
|                             |         |   |      |       | T |        |
|                             |         |   |      |       | I |        |
|                             |         |   |      |       | T |        |
|                             |         |   |      |       | U |        |
|                             |         |   |      |       | T |        |
|                             |         |   |      |       | I |        |
|                             |         |   |      |       | O |        |
|                             |         |   |      |       | N |        |
|                             |         |   |      |       |   |        |
|                             |         |   |      |       | - |        |
|                             |         |   |      |       | A |        |
|                             |         |   |      |       | L |        |
|                             |         |   |      |       | L |        |
|                             |         |   |      |       | O |        |
|                             |         |   |      |       | T |        |
|                             |         |   |      |       | M |        |
|                             |         |   |      |       | E |        |
|                             |         |   |      |       | N |        |
|                             |         |   |      |       | T |        |
|                             |         |   |      |       | # |        |
|                             |         |   |      |       | 2 |        |
|                             |         |   |      |       |   |        |
|                             |         |   |      |       | W |        |
|                             |         |   |      |       | A |        |
|                             |         |   |      |       | R |        |
|                             |         |   |      |       | R |        |
|                             |         |   |      |       | I |        |
|                             |         |   |      |       | N |        |
|                             |         |   |      |       | G |        |
|                             |         |   |      |       | T |        |
|                             |         |   |      |       | O |        |
|                             |         |   |      |       | N |        |
|                             |         |   |      |       | B |        |
|                             |         |   |      |       | A |        |
|                             |         |   |      |       | N |        |
|                             |         |   |      |       | K |        |
+-----------------------------+---------+---+------+-------+---+--------+
| 17\. TAX MARITAL EXEMPTIONS | 18\.    |   |      |       |   | 19\.   |
| ADD\'L                      | TAX     |   |      |       |   | CUMU   |
|                             | MARITAL |   |      |       |   | LATIVE |
| STATUS                      | EXE     |   |      |       |   | RETI   |
|                             | MPTIONS |   |      |       |   | REMENT |
| FED S 1                     | ADD\'L  |   |      |       |   |        |
|                             | TAXING  |   |      |       |   |        |
| AL S P1/D10                 | AU      |   |      |       |   |        |
|                             | THORITY |   |      |       |   |        |
| GA S 1 10                   |         |   |      |       |   |        |
|                             | STATUS  |   |      |       |   |        |
|                             |         |   |      |       |   |        |
|                             | 100003  |   |      |       |   |        |
|                             | S 11    |   |      |       |   |        |
|                             | MOBILE  |   |      |       |   |        |
|                             | NR      |   |      |       |   |        |
|                             |         |   |      |       |   |        |
|                             | 100006  |   |      |       |   |        |
|                             | S 1     |   |      |       |   |        |
|                             | LILLIAN |   |      |       |   |        |
+-----------------------------+---------+---+------+-------+---+--------+
| 21\. CURRENT YEAR TO DATE   |         |   | 22\. |       |   |        |
|                             |         |   |      |       |   |        |
| GROSS PAY 1810.68 27751.80  |         |   | TSP  |       |   |        |
|                             |         |   | DATA |       |   |        |
| TAXABLE WAGES 1668.86       |         |   | 13%  |       |   |        |
| 26358.40                    |         |   |      |       |   |        |
|                             |         |   |      |       |   |        |
| NONTAXABLE WAGES            |         |   |      |       |   |        |
|                             |         |   |      |       |   |        |
| TAX DEFERRED WAGES 235.39   |         |   |      |       |   |        |
| 1393.40                     |         |   |      |       |   |        |
|                             |         |   |      |       |   |        |
| DEDUCTIONS 934.35 12267.97  |         |   |      |       |   |        |
|                             |         |   |      |       |   |        |
| AEIC                        |         |   |      |       |   |        |
|                             |         |   |      |       |   |        |
| NET PAY 876.15 15493.83     |         |   |      |       |   |        |
+-----------------------------+---------+---+------+-------+---+--------+
| **CURRENT EARNINGS**        |         |   |      |       |   |        |
|                             |         |   |      |       |   |        |
| TYPE HOURS/DAYS AMOUNT TYPE |         |   |      |       |   |        |
| HOURS/DAYS AMOUNT TYPE      |         |   |      |       |   |        |
| HOURS/DAYS AMOUNT           |         |   |      |       |   |        |
|                             |         |   |      |       |   |        |
| REGULAR 80.00 1772.80       |         |   |      |       |   |        |
+-----------------------------+---------+---+------+-------+---+--------+
| **RETROACTIVE EARNINGS**    |         |   |      |       |   |        |
|                             |         |   |      |       |   |        |
| TYPE HOURS/DAYS AMOUNT TYPE |         |   |      |       |   |        |
| HOURS/DAYS AMOUNT TYPE      |         |   |      |       |   |        |
| HOURS/DAYS AMOUNT           |         |   |      |       |   |        |
|                             |         |   |      |       |   |        |
| OVERTIME 1.50 37.88         |         |   |      |       |   |        |
+-----------------------------+---------+---+------+-------+---+--------+
| **DEDUCTIONS**              |         |   |      |       |   |        |
|                             |         |   |      |       |   |        |
| TYPE CODE CURRENT YEAR TO   |         |   |      |       |   |        |
| DATE TYPE CODE CURRENT YEAR |         |   |      |       |   |        |
| TO DATE                     |         |   |      |       |   |        |
|                             |         |   |      |       |   |        |
| ALLOTMENTS.SV (1) 175.00    |         |   |      |       |   |        |
| 2675.00 FEGLI C 8.09 123.48 |         |   |      |       |   |        |
|                             |         |   |      |       |   |        |
| MEDICARE 26.25 402.40       |         |   |      |       |   |        |
| RETIRE, FERS K 14.18 216.78 |         |   |      |       |   |        |
|                             |         |   |      |       |   |        |
| CHARITY AA 3.00 48.00       |         |   |      |       |   |        |
|                             |         |   |      |       |   |        |
| FEHB 104 23.22 369.04 OASDI |         |   |      |       |   |        |
| 112.26 1720.61              |         |   |      |       |   |        |
|                             |         |   |      |       |   |        |
| TAX, FEDERAL 288.42 4518.52 |         |   |      |       |   |        |
| TAX, LOCAL 100003 16.18     |         |   |      |       |   |        |
| 263.58                      |         |   |      |       |   |        |
|                             |         |   |      |       |   |        |
| TAX, LOCAL 100006 10.00     |         |   |      |       |   |        |
| TAX, STATE AL 21.58 351.44  |         |   |      |       |   |        |
|                             |         |   |      |       |   |        |
| TAX, STATE GA 10.79 175.72  |         |   |      |       |   |        |
| TSP SAVINGS 235.39 1487.61  |         |   |      |       |   |        |
+-----------------------------+---------+---+------+-------+---+--------+
| **LEAVE**                   |         |   |      |       |   |        |
|                             |         |   |      |       |   |        |
| TYPE PRIOR YR ACCRUED       |         |   |      |       |   |        |
| ACCRUED USED USED DONATED/  |         |   |      |       |   |        |
| CURRENT USE-LOSE/           |         |   |      |       |   |        |
|                             |         |   |      |       |   |        |
| BALANCE PAY PD YTD PAY PD   |         |   |      |       |   |        |
| YTD RETURNED BALANCE TERM   |         |   |      |       |   |        |
| DATE                        |         |   |      |       |   |        |
|                             |         |   |      |       |   |        |
| ANNUAL 177.00 6.00 90.00    |         |   |      |       |   |        |
| 1.00 59.50 207.50 37.50     |         |   |      |       |   |        |
|                             |         |   |      |       |   |        |
| SICK 47.25 4.00 60.00 4.00  |         |   |      |       |   |        |
| 32.00 75.25                 |         |   |      |       |   |        |
|                             |         |   |      |       |   |        |
| HOLIDAY 32.00               |         |   |      |       |   |        |
|                             |         |   |      |       |   |        |
| ADMIN 12.00                 |         |   |      |       |   |        |
+-----------------------------+---------+---+------+-------+---+--------+
| **REMARKS**                 |         |   |      |       |   |        |
|                             |         |   |      |       |   |        |
| SEND YOUR EMPLOYMENT/LOAN   |         |   |      |       |   |        |
| VERIFICATIONS TO YOUR HUMAN |         |   |      |       |   |        |
| RESOURCE OFFICE.            |         |   |      |       |   |        |
|                             |         |   |      |       |   |        |
| TSP DEDUCTION PERCENT OR    |         |   |      |       |   |        |
| AMOUNT CHANGED              |         |   |      |       |   |        |
+-----------------------------+---------+---+------+-------+---+--------+

**THE LEAVE AND EARNINGS STATEMENT**

+--------------+-------------------------------------------------------+
| *I           | The Leave and Earnings Statement (LES) also known as  |
| ntroduction* | the *pay slip*, is a printed statement issued to      |
|              | every employee which documents the employee\'s:       |
|              |                                                       |
|              | -   Earnings and deductions;                          |
|              |                                                       |
|              | -   Leave earned and used;                            |
|              |                                                       |
|              | -   Pay adjustments for each pay period; and          |
|              |                                                       |
|              | -   The year to date totals to that date.             |
|              |                                                       |
|              | The LES confirms the employee\'s rate of pay and      |
|              | explains deductions.                                  |
|              |                                                       |
|              | The ***employee*** is responsible for verifying the   |
|              | data on the LES.                                      |
|              |                                                       |
|              | There are 6 main areas on the Leave and Earnings      |
|              | Statement:                                            |
|              |                                                       |
|              | 1\. Employee information                              |
|              |                                                       |
|              | 2\. Current Earnings                                  |
|              |                                                       |
|              | 3\. Retroactive Earnings                              |
|              |                                                       |
|              | 4\. Deductions                                        |
|              |                                                       |
|              | 5\. Leave information                                 |
|              |                                                       |
|              | 6\. Remarks                                           |
|              |                                                       |
|              | A detailed description of each section of the Leave   |
|              | and Earnings Statement follows.                       |
+--------------+-------------------------------------------------------+

**THE LEAVE AND EARNINGS STATEMENT**

+--------------+-------------------------------------------------------+
| *Section 1   | *[Pay Peroid End ( PPE)]{.underline}* - This is the   |
| --*          | last day of the pay period reflected in the data on   |
|              | this LES.                                             |
| *Employee    |                                                       |
| Information* | Pay Date -- Pay period disbursing date this is the    |
|              | actual payday for the above pay period.               |
| *Employee    |                                                       |
| Information* | *[Name --]{.underline}* Last name, first name and     |
|              | middle initial of the employee as it appears in the   |
| *Section 1   | payroll record.                                       |
| -*           |                                                       |
|              | *[Pay Plan Grade/Step]{.underline}* - This is the     |
| *continued*  | employee's current pay plan code, (such as GS or WG)  |
|              | pay grade and step. If an employee is in "retained    |
| *Section 1   | grade" status the retained pay plan, grade and step   |
| -- Employee  | used to calculate pay entitlements are not printed,   |
| Information  | however, the message "*PAY COMPUTED USING RETAINED    |
| continued*   | INFORMATION"* is printed in the Remarks section.      |
|              |                                                       |
|              | *[Hourly/Daily Rate]{.underline}* - This is the daily |
|              | rate of pay for employees who pay basis is per day,   |
|              | or the hourly rate of pay for all others.             |
|              |                                                       |
|              | *[Basic OT Rate]{.underline}* -- Graded overtime      |
|              | hourly limit. For employees not eligible for overtime |
|              | pay, this block will be blank.                        |
|              |                                                       |
|              | For employees eligible for overtime pay:              |
|              |                                                       |
|              | \- for Federal Wage System employees, this is         |
|              |                                                       |
|              | the Hourly Rate in block 5 times 1.5,                 |
|              |                                                       |
|              | although the actual overtime rate for any             |
|              |                                                       |
|              | given day can be affected by shift or other           |
|              |                                                       |
|              | premium pay;                                          |
|              |                                                       |
|              | \- for exempt employees, this is the Hourly           |
|              |                                                       |
|              | Rate times 1.5, or the maximum overtime               |
|              |                                                       |
|              | rate payable (GS10 Step 1).                           |
|              |                                                       |
|              | \- for non-exempt employees, this is the              |
|              |                                                       |
|              | maximum overtime rate, therefore this will            |
|              |                                                       |
|              | be the Hourly Rate times 1.5, or the                  |
|              |                                                       |
|              | maximum overtime limit of a GS10 Step 1 if            |
|              |                                                       |
|              | the employees overtime pay is equal to or             |
|              |                                                       |
|              | exceeds the GS10 Step 1 amount.                       |
|              |                                                       |
|              | *[Base Sal]{.underline}* +Loacaity ADj = Adjusted     |
|              | Basic Pay - For employee\'s paid an annual salary     |
|              | (pay basis "PA"), this is the basic annual pay. If a  |
|              | locality adjustment is applicable, the block will     |
|              | also contain the locality adjustment annual amount    |
|              | and the adjusted basic annual pay. These values are   |
|              | shown on the SF-50.                                   |
|              |                                                       |
|              | [Social Sec NO --]{.underline} Employee               |
|              | Identification -For U.S. citizens, this is the        |
|              | employee's Social Security number. For non-citizens,  |
|              | this is the                                           |
|              |                                                       |
|              | Identification number assigned by the HRO.            |
|              |                                                       |
|              | [Locailty % - Locality Pay Percentage]{.underline} -- |
|              | This is the percentage for any applicable locality    |
|              | adjustment.                                           |
|              |                                                       |
|              | *[FLSA Category --]{.underline}* Fair Labor Standards |
|              | Act Exempt Status -- This is the employee's Fair      |
|              | Labor Standards (FLSA) status, E for exempt, N for    |
|              | non-exempt. The FLSA. Status used to calculate the    |
|              | employee's pay is printed.                            |
|              |                                                       |
|              | *[SCD Leave]{.underline}* -- The Service Computation  |
|              | Date Leave -- This is the employee Service            |
|              | Computation Date for Leave. This date represents the  |
|              | total number of years of government service which     |
|              | determines the leave category.                        |
|              |                                                       |
|              | *[Max Leave Carry Over -]{.underline}* The maximum    |
|              | number of annual leave hours which the employee may   |
|              | carried from one leave year to the next leave year,   |
|              | 240 hours for most employees.                         |
|              |                                                       |
|              | *[Leave Year End]{.underline}* -- This is the last    |
|              | day of the current leave year. This is the date any   |
|              | annual leave above the "Max Leave Carry Over" amount  |
|              | will be forfeited.                                    |
|              |                                                       |
|              | *[Financial Institution- Net Pay]{.underline}* --     |
|              | This is the name of the financial institution         |
|              | receiving the employee's net pay direct deposit.      |
|              |                                                       |
|              | *[Financial Institution- Allotment #1]{.underline}*   |
|              | -- This is the name of the financial institution      |
|              | receiving a direct deposit of an employee savings     |
|              | allotment.                                            |
|              |                                                       |
|              | *[Financial Institution- Allotment #2]{.underline}*   |
|              | -- This is the name of the financial institution      |
|              | receiving a direct deposit of an employee savings     |
|              | allotment..                                           |
|              |                                                       |
|              | *[Tax/Martial Status/Exemptions/Additional            |
|              | --]{.underline}* **Taxing**                           |
|              |                                                       |
|              | **Authority Code, Marital Status, Exemptions,**       |
|              |                                                       |
|              | **Additional Tax Withholding** --block contains any   |
|              | applicable federal                                    |
|              |                                                       |
|              | and state tax information. Line 1 contains \"FED\"    |
|              | for federal tax, if                                   |
|              |                                                       |
|              | applicable, under the heading TAX\". The current      |
|              | federal filing status,                                |
|              |                                                       |
|              | \'M\' for married or \'S\' for single, prints under   |
|              | the heading \"MARITAL                                 |
|              |                                                       |
|              | STATUS\". Lines 2 and 3 contain information for any   |
|              | state, U.S.                                           |
|              |                                                       |
|              | territory, or foreign country taxes currently being   |
|              | withheld.                                             |
|              |                                                       |
|              | The Postal Service two character state abbreviation   |
|              | or a two character                                    |
|              |                                                       |
|              | country code prints under the heading \"TAX\". This   |
|              | abbreviation                                          |
|              |                                                       |
|              | will also print in the Deductions Section of the LES, |
|              | on the applicable                                     |
|              |                                                       |
|              | \"TAX, STATE\" line, for easy identification of the   |
|              | tax deduction amount                                  |
|              |                                                       |
|              | by taxing authority. The filing status (M, S, Z, O,   |
|              | Y, X, or H,                                           |
|              |                                                       |
|              | depending on state) prints under the heading          |
|              | \"MARITAL STATUS\".                                   |
|              |                                                       |
|              | For the Republic of Panama, the filing status codes   |
|              | (A, B, C, D, E)                                       |
|              |                                                       |
|              | prints. Under the heading \"EXEMPTIONS\", the number  |
|              | of exemptions                                         |
|              |                                                       |
|              | claimed prints, when applicable. If the state allows  |
|              | personal and                                          |
|              |                                                       |
|              | dependent exemptions a \"P\" or \"D\" will precede    |
|              | the number of                                         |
|              |                                                       |
|              | exemptions printed. Any amount being voluntarily      |
|              | deducted in addition                                  |
|              |                                                       |
|              | to the calculated withholding amount prints under the |
|              | heading \"ADD\'L\".                                   |
|              |                                                       |
|              | All \"ADD\'L\" amounts are required to be positive    |
|              | amounts, with the exception of the State of           |
|              | Connecticut and the Republic of Panama which allow    |
|              | the employee to request a negative amount of \"ADD\'L |
|              |                                                       |
|              | *[Tax/Martial                                         |
|              | Status/Exemptions/Additional]{.underline}* - This     |
|              | block contains any applicable city, county or other   |
|              | local tax information. Each taxing authority has an   |
|              | assigned code which prints under the heading \"TAX\". |
|              | The current filing status prints under the heading    |
|              | \"MARITAL STATUS\". Under the heading \"EXEMPTIONS\", |
|              | the number of exemptions claimed prints, when         |
|              | applicable. If the locality allows personal and       |
|              | dependent exemptions a \"P\" or \"D\" will precede    |
|              | the number of exemptions printed. Any amount being    |
|              | voluntarily deducted in addition to the calculated    |
|              | withholding amount prints under the heading           |
|              | \"ADD\'L\". The name of the tax or taxing authority   |
|              | prints under the heading \"TAXING AUTHORITY\". When   |
|              | applicable, if the employee claims non-resident       |
|              | status \"NR\" will print at the end of the taxing     |
|              | authority name. The code assigned to the tax also     |
|              | prints in the Deductions Section of the LES, on one   |
|              | of the following lines, \"TAX,LOCAL, TAX, LOC JEDD,   |
|              | TAX,LOC SCH, TAX,LOC,OCC, TAX,LOC TRAN,\" for easy    |
|              | identification of the tax deduction amount. More than |
|              | 2 different local taxing authority codes may appear   |
|              | in the deduction section, but a maximum of 2 are      |
|              | printed in this block                                 |
+--------------+-------------------------------------------------------+

**[THE LEAVE AND EARNINGS STATEMENT]{.underline}**

+-------------+--------------------------------------------------------+
| *Section 1  | *[Cumulative Retirement]{.underline}* -- This is the   |
| Employee    | cumulative amount of retirement made since transfer to |
| Information | the current payroll office for Civel Service Retirment |
| continued*  | System (CSRS) or Federal Employees Retirement          |
|             | System(FERS)employees.                                 |
| *Section 1  |                                                        |
| -- Employee | *[BIWEEKLY ANNUITY --]{.underline}* For re-employed    |
| Information | annuitants, block 19 also contains the biweekly        |
| continued*  | annuity amount used to reduce the employee's biweekly  |
|             | gross pay.                                             |
|             |                                                        |
|             | *[Military Deposit]{.underline}*- This is Military     |
|             | Deduction "X5" Deduction amounts.                      |
|             |                                                        |
|             | PAID: This is a total of Payroll deductions plus cash  |
|             | payments made by employee.                             |
|             |                                                        |
|             | OWED: This is the balance owed which includes Interest |
|             | that has been applied.                                 |
|             |                                                        |
|             | *[Current/Year to Date Information on]{.underline}*:   |
|             |                                                        |
|             | -   Gross Pay - The Sum of all types of earnings.      |
|             |                                                        |
|             | -   Taxable Wages -- The sum of all earnings subject   |
|             |     to federal tax. For Non-US employees in Panama     |
|             |     this will be earnings subject to Panama Income     |
|             |     Tax.                                               |
|             |                                                        |
|             | -   [NONTAXABLE WAGES -]{.underline}The sum of all     |
|             |     earnings exempt from federal tax, currently        |
|             |     defined as:                                        |
|             |                                                        |
|             | \- interest paid on back pay award                     |
|             |                                                        |
|             | \- cost of living allowance - cola (subject to Hawaii  |
|             | tax)                                                   |
|             |                                                        |
|             | \- living quarters allowance                           |
|             |                                                        |
|             | \- post allowance                                      |
|             |                                                        |
|             | \- separate maintenance allowance                      |
|             |                                                        |
|             | \- subsistence expense allowance                       |
|             |                                                        |
|             | \- temporary quarters subsistence allowance            |
|             |                                                        |
|             | \- remote site/offshore allowance (subject to          |
|             |                                                        |
|             | California tax)                                        |
|             |                                                        |
|             | \- lump sum cost of living allowance (subject          |
|             |                                                        |
|             | to Hawaii tax)                                         |
|             |                                                        |
|             | \- transfer allowance                                  |
|             |                                                        |
|             | \- education allowance/education travel                |
|             |                                                        |
|             | The sum of all deductions exempt from federal tax,     |
|             | currently                                              |
|             |                                                        |
|             | defined as:                                            |
|             |                                                        |
|             | \- lodging                                             |
|             |                                                        |
|             | \- subsistence                                         |
|             |                                                        |
|             | \- parking                                             |
|             |                                                        |
|             | \- transit                                             |
|             |                                                        |
|             | \- vanpool                                             |
|             |                                                        |
|             | For employees with a Pretax FEHB indicator 'R'         |
|             | (Reduction                                             |
|             |                                                        |
|             | Applied) the following deductions are also defined as  |
|             | exempt                                                 |
|             |                                                        |
|             | from federal tax.                                      |
|             |                                                        |
|             | \- the biweekly FEHB deduction                         |
|             |                                                        |
|             | > \- any FEHB indebtedness collected in the            |
|             | >                                                      |
|             | > current pay period                                   |
|             |                                                        |
|             | -   Tax Deferred Wages -- The sum of all deductions    |
|             |     not subject to federal tax, currently defined as:  |
|             |                                                        |
|             | > \- Thrift Saving Plan                                |
|             |                                                        |
|             | \- 401(k) Saving Plan                                  |
|             |                                                        |
|             | \- Teachers Insurance Annuity Association/College      |
|             |                                                        |
|             | Retirement Equities Fund (Retirement and Supplemental  |
|             |                                                        |
|             | Retirement Annuity)                                    |
|             |                                                        |
|             | \- Fidelity Investment Program (Retirement and         |
|             |                                                        |
|             | Supplemental Retirement Annuity)                       |
|             |                                                        |
|             | -   For Non-U.S. employees in Panama who are eligible  |
|             |     for                                                |
|             |                                                        |
|             | > TSP, this will be blank. Republic of Panama does not |
|             | > allow tax deferment of TSP.                          |
|             |                                                        |
|             | -   Deductions -- The sum of all payroll deduction     |
|             |     amounts                                            |
|             |                                                        |
|             | -   AEIC -- The advanced earned income credit included |
|             |     in the employee's net pay.                         |
|             |                                                        |
|             | -   Net Pay -- The amount which remains after all      |
|             |     deductions are subtracted from Gross Pay, plus any |
|             |     Advanced Earn Income Credit. The amount of         |
|             |     employee's biweekly direct deposit or check.       |
|             |                                                        |
|             | *[TSP/401(K) DATA]{.underline}* -- This block contains |
|             | any applicable Thrift Savings Plan (TSP) or 401(K)     |
|             | Savings Plan information.                              |
|             |                                                        |
|             | For TSP, the block contains the employee selected      |
|             | percentage.                                            |
|             |                                                        |
|             | For 401(k) plan the block contains the employee        |
|             | selected deduction                                     |
|             |                                                        |
|             | percentage designated for each of the 401(K)           |
|             | Investment Funds: the                                  |
|             |                                                        |
|             | Preservation of Capital (A), The Bonds and/or Other    |
|             | Securities (B), and                                    |
|             |                                                        |
|             | Stocks (C).                                            |
|             |                                                        |
|             | In addition, the total wages used for the calculation  |
|             | of the deduction for                                   |
|             |                                                        |
|             | 401(k) savings, when based on a percentage of pay, is  |
|             | printed.                                               |
+-------------+--------------------------------------------------------+
| *Section 2- | The name of the earning is printed under the column    |
| Current     | heading "TYPE". The number of hours or days used in    |
| Earnings*   | determining the amount is printed under the column     |
|             | heading "HOURS/DAYS". The dollar amount of the         |
|             | earnings prints under the heading "AMOUNT".            |
|             |                                                        |
|             | If an entitlement is not based on hours or days        |
|             | worked, the "HOURS/DAYS" column will be blank.         |
|             |                                                        |
|             | For any employee paid at a daily rate, all the figures |
|             | under the column heading "HOURS/DAYS" are in           |
|             | ***days*** instead of hours.                           |
+-------------+--------------------------------------------------------+

**[THE LEAVE AND EARNINGS STATEMENT]{.underline}**

+-------------+--------------------------------------------------------+
| *Section 3  | The column headings in this section will be the same   |
| --          | as the Current Earnings section. The same types of     |
| Retroactive | earnings may also be present. This section is to       |
| Earnings*   | distinguish earnings for prior pay periods due to      |
|             | corrections to time and attendance, late processing of |
|             | personnel actions, or other similar corrections, from  |
|             | current pay period earnings. The earnings in this      |
|             | section may be negative, showing collections for       |
|             | previous overpayments.                                 |
+-------------+--------------------------------------------------------+
| *Section    | The name of the deduction prints under the column      |
| 4 -         | heading "TYPE". Information to further identify        |
| Deductions* | certain deductions may print under the heading "CODE". |
|             | The current pay period deduction amounts prints under  |
|             | the heading "Current". The total amount of the         |
|             | deduction for the pay year prints under the heading    |
|             | "YEAR TO DATE".                                        |
+-------------+--------------------------------------------------------+
| *Section    | Only those types of leave applicable to an individual  |
| 5-*         | employee print on the employee's LES.                  |
|             |                                                        |
| *Leave*     | The name of the type of leave prints under the heading |
|             | "TYPE". Any balance carried from the previous leave    |
| *Section 5  | year prints under the heading "PRIOR YR BALANCE", when |
| -- Leave    | applicable. The accrual for the pay period is          |
| continued*  | reflected on this LES prints under the heading         |
|             | "ACCRUED PAY PD", when applicable. Usage for the pay   |
| *Section 5  | period reflected on this LES prints under the heading  |
| -- Leave    | "USE YTD". Any leave donated to another person prints  |
| continued*  | under the heading "DONATED/RETURNED". Any unused       |
|             | amount returned in the same year will be subtracted    |
|             | from this amount and added to the balance. Any balance |
|             | of leave available for use prints under the heading    |
|             | "CURRENT BALANCE". In the case of advanced leave, the  |
|             | current balance will be a negative figure. Under the   |
|             | heading "USE-LOSE/TERM DATE" THERE WILL BE AN AMOUNT   |
|             | OR A DATE, depending on the type of leave. These will  |
|             | be explained further below.                            |
|             |                                                        |
|             | *[The following are types of paid leave or             |
|             | absence.]{.underline}*                                 |
|             |                                                        |
|             |   ----------------------- ---------------------------  |
|             |   **TYPE**                **Definition**               |
|             |                                                        |
|             |   ANNUAL                  The USE-LOSE/TERM DATE       |
|             |                           column contains the amount   |
|             |                           projected to exceed the      |
|             |                           maximum carry over at the    |
|             |                           end of the leave year; the   |
|             |                           use or lose amount.          |
|             |                                                        |
|             |   SICK                    Accrued of 4 hours as        |
|             |                           applicable. No maximum       |
|             |                           amount.                      |
|             |                                                        |
|             |   RESTORED                An employee may have up to   |
|             |                           three restored leave. For    |
|             |                           each, the amount restored    |
|             |                           is shown in the accrued      |
|             |                           "ACCRUED YTD" column in the  |
|             |                           pay period in which the      |
|             |                           leave is restored. The       |
|             |                           LOSE-USE/TERM" column        |
|             |                           contains the date of         |
|             |                           expiration, or forfeiture,   |
|             |                           when applicable.             |
|             |                                                        |
|             |   COMPENSATORY (COMP      Compensatory time earned by  |
|             |   TIME)                   an employee in a pay period  |
|             |                           is limited to the number of  |
|             |                           hours which the employee     |
|             |                           would be entitle to receive  |
|             |                           overtime compensation        |
|             |                           before reaching the          |
|             |                           biweekly maximum of GS-15,   |
|             |                           step 10. DCPS will           |
|             |                           systematically               |
|             |                           payoff/forfeit compensatory  |
|             |                           time aged 26 pay periods.    |
|             |                                                        |
|             |   COMP-RELIG              Religious compensatory time  |
|             |                           is for religious             |
|             |                           observances. Time off for    |
|             |                           religious reasons are        |
|             |                           recorded in this field and   |
|             |                           may be worked either before  |
|             |                           or after the period of time  |
|             |                           off.                         |
|             |                                                        |
|             |   CREDIT HRS              Credit hours may only be     |
|             |                           worked by employees on       |
|             |                           flexible schedules. Credit   |
|             |                           hours are hours in excess    |
|             |                           of the basic work            |
|             |                           requirements, but with the   |
|             |                           tour of duty. Credit hours   |
|             |                           shall be earned and used in  |
|             |                           the same increments as       |
|             |                           other leave.                 |
|             |                                                        |
|             |   DONATED                 This leave type prints for   |
|             |                           leave recipients ***ONLY.    |
|             |                           Donated leave received is    |
|             |                           shown in the "ACCURED YTD"   |
|             |                           column in the pay period in  |
|             |                           which the adjustment is      |
|             |                           processed. Any amount of     |
|             |                           unused donated leave         |
|             |                           returned to the donors       |
|             |                           prints under the Column      |
|             |                           heading "DONATED/            |
|             |                           RETURNED".***                |
|             |                                                        |
|             |   TIME OFF AWD            The employee has a year      |
|             |                           from the effective date to   |
|             |                           use the award hours. When    |
|             |                           an award is used the         |
|             |                           employee has two fields,     |
|             |                           which are updated. The USE   |
|             |                           YTD and USE TD. The leave    |
|             |                           end roll will 'zero' out     |
|             |                           the USE YTD field on the     |
|             |                           employees Master Leave       |
|             |                           History record, but the USE  |
|             |                           TD will remain until the     |
|             |                           award is over one year old.  |
|             |                           The LES has no USE TD field  |
|             |                           so the USE YTD field on the  |
|             |                           LES is used to show the      |
|             |                           number of hours used toward  |
|             |                           the given award.             |
|             |                                                        |
|             |   MILITARY                Military leave is based on   |
|             |                           a fiscal year, therefore,    |
|             |                           the annual accrual will      |
|             |                           show in the ACCRUED YTD      |
|             |                           column in the pay period     |
|             |                           containing Oct 1. The        |
|             |                           USE-LOSE/TERM DATE column    |
|             |                           contains the amount which    |
|             |                           will be forfeited on         |
|             |                           September 30 is not used.    |
|             |                                                        |
|             |   SHORE                   The LOSE-USE/TERM DATE       |
|             |                           column contains the          |
|             |                           expiration date, if          |
|             |                           applicable.                  |
|             |                                                        |
|             |   HOME                    Employees who served         |
|             |                           aboard.                      |
|             |                                                        |
|             |   INJURY (COP)            The LOSE-USE/TERM DATE       |
|             |                           column contains the          |
|             |                           applicable injury            |
|             |                           date/injury number.          |
|             |                                                        |
|             |   LAW ENFORCEMENT         Leave for law enforcement    |
|             |                           purposes are based on        |
|             |                           calendar year, not leave     |
|             |                           year, with a maximum of 22   |
|             |                           days authorized.             |
|             |                                                        |
|             |   HOLIDAY                 Official day off with pay    |
|             |                                                        |
|             |   FAMILY                  The sum of all types of      |
|             |                           family leave used. The       |
|             |                           USE-LOSE/TERM DATE column    |
|             |                           contains a date 1 year from  |
|             |                           the first reported use of    |
|             |                           family leave.                |
|             |                                                        |
|             |   ADMIN                   Administrative leave         |
|             |                           granted by the employer.     |
|             |                                                        |
|             |   COURT                   Jury duty or Witness Leave   |
|             |                                                        |
|             |   DC GUARD                Leave for duty with DC       |
|             |                           National Guard               |
|             |                                                        |
|             |   INJ ADMIN               Time reported from the time  |
|             |                           of injury until the end of   |
|             |                           the scheduled shift.         |
|             |                                                        |
|             |   EXCUSED NONWORK PD      Authorized absence from      |
|             |                           duty, such as tardiness.     |
|             |   ----------------------- ---------------------------  |
+-------------+--------------------------------------------------------+

*[The following are all types of unpaid leave or absence.]{.underline}*

  ---------------------------------- ------------------------------------
  TYPE                               DEFINATION

  LWOP                               Authorized leave without pay

  SUSPENSION                         Temporary non-pay and non-duty
                                     status.

  AWOL                               Absence without Leave

  FURLOUGH                           Activity ordered leave without pay,
                                     usually due to temporary lack of
                                     funds.

  MIL LWOP                           For employees called to active duty

  WORKERS COMP                       Absence when the employee is paid by
                                     the Office of Worker's Compensation.
  ---------------------------------- ------------------------------------

+--------------+-------------------------------------------------------+
| *Section 6   | *[Remarks]{.underline}* that apply to an employee     |
| --*          | print on the LES, unless there is insufficient room   |
|              | on the form due to the number of earnings, deductions |
| *Remarks*    | and leave entires.                                    |
|              |                                                       |
|              | There are three types of remarks that may be printed  |
|              | on the LES: "SPECIAL", "ADDITIONAL", or "GENERAL".    |
|              | All "SPECIAL" remarks applicable to an employee are   |
|              | printed prior to any "ADDITIONAL" remarks being       |
|              | printed. All "ADDITIONAL" remarks will be printed     |
|              | after any "SPECIAL" remarks and prior to any          |
|              | applicable "GENERAL" remarks.                         |
|              |                                                       |
|              | SPECIAL REMARKS: Open Season TSP or FEHB, Saving      |
|              | Bonds, W-2 address, etc.                              |
|              |                                                       |
|              | ADDITIONAL REMARKS: are generated per DFAS            |
|              | Headquarters (DFAS-HQ) direction.                     |
|              |                                                       |
|              | GENERAL REMARKS: are generated based on changes made  |
|              | by employees or explanation of pay or leave changes,  |
|              | etc.                                                  |
+--------------+-------------------------------------------------------+

**THE LEAVE AND EARNINGS STATEMENT**

+--------------+-------------------------------------------------------+
| *Rule -      | When gross pay is insufficient to cover all           |
| Insufficient | deductions for a specific pay period, deductions are  |
| Gross Pay*   | made in the following order:                          |
|              |                                                       |
| > 12         | 1\. FICA (OASDI - Old Age Survivors and Disability    |
|              | Insurance)                                            |
|              |                                                       |
|              | 2\. Retirement (CSRS or FERS)                         |
|              |                                                       |
|              | 3\. Medicare                                          |
|              |                                                       |
|              | 4\. Federal income taxes                              |
|              |                                                       |
|              | 5\. Health insurance premiums (health benefits)       |
|              |                                                       |
|              | 6\. Basic life insurance premiums (FEGLI)             |
|              |                                                       |
|              | 7\. State income taxes                                |
|              |                                                       |
|              | 8\. City income taxes                                 |
|              |                                                       |
|              | 9\. County income taxes                               |
|              |                                                       |
|              | 10\. City occupational taxes                          |
|              |                                                       |
|              | 11\. Debt collections: indebtedness to the United     |
|              | States such as levies, salaries, or other government  |
|              | debts; court-ordered alimony and child support        |
|              | payments; court-ordered private or commercial debts;  |
|              | court-ordered bankruptcy payments                     |
|              |                                                       |
|              | 12\. Optional Federal taxes                           |
|              |                                                       |
|              | 13\. Optional life insurance premiums (FEGLI -        |
|              | additional insurance, standard, and family)           |
|              |                                                       |
|              | 14\. Optional State taxes                             |
|              |                                                       |
|              | 15\. Quarters, Subsistence, and Laundry               |
|              |                                                       |
|              | 16 Voluntary repayments of indebtedness to the United |
|              | States and/or voluntary payments of child support or  |
|              | alimony                                               |
|              |                                                       |
|              | 17\. Thrift savings plan loan repayments              |
|              |                                                       |
|              | 18\. Thrift savings deductions                        |
|              |                                                       |
|              | 19\. All other voluntary deductions (employee         |
|              | association dues such as union dues, etc.; charity    |
|              | contributions; U.S. Treasury Bonds; savings           |
|              | allotments such as banks, credit unions, etc.; and    |
|              | any others)                                           |
+--------------+-------------------------------------------------------+

[]{#Chapter_03 .anchor}**Chapter 3. Regular Hours**

**OVERVIEW**

+--------------+-------------------------------------------------------+
| *I           | For most employees, follow General Schedule or        |
| ntroduction* | Federal Wage System timekeeping procedures.           |
|              | Exceptions are Senior Executive Service, Title 38     |
|              | Baylor Plan employees, experts/consultants.           |
|              |                                                       |
|              | An employee is either at work, working his or her     |
|              | regularly scheduled tour (regular hours), or on leave |
|              | (either paid or unpaid). Regular hours are hours of   |
|              | work that are paid at the employee\'s base rate of    |
|              | pay and are only recorded for hours that the employee |
|              | actually works. Do *not* record hours spent on leave  |
|              | under regular hours. When an employee works regular   |
|              | hours or uses paid leave, the employee is in a pay    |
|              | status. When an employee is on unpaid leave, he or    |
|              | she is *not* in a pay status.                         |
|              |                                                       |
|              | The total number of hours (regular hours plus paid    |
|              | leave hours plus unpaid leave hours) for the 2-week   |
|              | pay period **must** equal the number of hours in the  |
|              | employee\'s official tour of duty.                    |
|              |                                                       |
|              | For information on paid leave and unpaid leave, see   |
|              | Chapters 4 and 5.                                     |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Reminder*   | An employee\'s *regularly scheduled tour* is the      |
|              | period within the administrative workweek when the    |
|              | employee is regularly scheduled to work. A tour is    |
|              | defined by the days of the week, number of hours a    |
|              | day, number of days per week, and number of hours per |
|              | pay period that the employee is assigned to work. The |
|              | most common regularly scheduled tour is Monday        |
|              | through Friday, 8 hours a day, 5 days a week, and 80  |
|              | hours a pay period. Tours for employees on            |
|              | *alternative work schedules* vary, but are still      |
|              | regularly scheduled tours. See Chapter 14 for         |
|              | information on alternative work schedules.            |
|              |                                                       |
|              | The two week pay period covers 2 administrative       |
|              | workweeks. The administrative workweek is 7           |
|              | consecutive days from 12:01 a.m. on Sunday through    |
|              | midnight Saturday. The basic workweek for full-time   |
|              | employees on a regular tour is the 40-hour week.      |
|              |                                                       |
|              | Do *not* record regular hours on days outside the     |
|              | employee\'s regularly scheduled tour.                 |
+--------------+-------------------------------------------------------+

12/16/04 Regular Hours/3-1

**REGULAR HOURS**

+--------------+-------------------------------------------------------+
| *General     | General Schedule (GS) employees are paid under Title  |
| Schedule     | 5 of the U.S. Code and the Fair Labor Standards Act.  |
| (GS)         |                                                       |
| Employees*   | GS is the basic pay schedule. For a list of pay plans |
|              | that follow GS procedures, see the pay plan table in  |
|              | Chapter 2.                                            |
|              |                                                       |
|              | *[Pay Basis]{.underline}* - Pay for GS employees is   |
|              | based on an annual salary. For pay calculation        |
|              | purposes, the hourly rate for regular hours is        |
|              | derived by dividing the annual salary by 2087. See    |
|              | Chapter 10 for premium pay.                           |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Federal     | Federal Wage System (FWS) employees (also called      |
| Wage System  | prevailing rate employees) are paid according to      |
| (FWS)        | rates set by Wage Boards. These Wage Boards set the   |
| Employees*   | rates according to what non-government workers in the |
|              | same part of the country, who are doing the same      |
|              | kinds of work, are being paid.                        |
|              |                                                       |
|              | For a list of pay plans that follow FWS procedures,   |
|              | see the pay plan table in Chapter 2.                  |
|              |                                                       |
|              | *[Pay Basis]{.underline}* - Pay for FWS employees is  |
|              | based on established hourly rates rather than on      |
|              | annual salary. See Chapter 11 for premium pay.        |
+--------------+-------------------------------------------------------+

+---+-----------+-------------+----------------------+-----------------+
| * |           | FWS         |                      |                 |
| F |           | employees   |                      |                 |
| W |           | work one of |                      |                 |
| S |           | 3 different |                      |                 |
| T |           | shifts as   |                      |                 |
| a |           | described   |                      |                 |
| b |           | below:      |                      |                 |
| l |           |             |                      |                 |
| e |           |             |                      |                 |
|   |           |             |                      |                 |
| - |           |             |                      |                 |
| S |           |             |                      |                 |
| h |           |             |                      |                 |
| i |           |             |                      |                 |
| f |           |             |                      |                 |
| t |           |             |                      |                 |
| s |           |             |                      |                 |
| * |           |             |                      |                 |
+---+-----------+-------------+----------------------+-----------------+
|   | IF A      |             | THEN EMPLOYEE\'S     |                 |
|   | MAJORITY  |             | REGULAR HOURS ARE    |                 |
|   | OF HOURS  |             | DURING\...           |                 |
|   | OF        |             |                      |                 |
|   | EM        |             |                      |                 |
|   | PLOYEE\'S |             |                      |                 |
|   | REGULAR   |             |                      |                 |
|   | TOUR      |             |                      |                 |
|   | ARE\...   |             |                      |                 |
+---+-----------+-------------+----------------------+-----------------+
|   | from 7:00 |             | Shift 1              |                 |
|   | a.m. to   |             |                      |                 |
|   | 3:00 p.m. |             |                      |                 |
+---+-----------+-------------+----------------------+-----------------+
|   | from 3:00 |             | Shift 2              |                 |
|   | p.m. to   |             |                      |                 |
|   | midnight  |             |                      |                 |
+---+-----------+-------------+----------------------+-----------------+
|   | from      |             | Shift 3              |                 |
|   | 11:00     |             |                      |                 |
|   | p.m. to   |             |                      |                 |
|   | 8:00 a.m. |             |                      |                 |
+---+-----------+-------------+----------------------+-----------------+
|   |           | FWS         |                      |                 |
|   |           | employees   |                      |                 |
|   |           | must be     |                      |                 |
|   |           | scheduled   |                      |                 |
|   |           | for *a      |                      |                 |
|   |           | majority of |                      |                 |
|   |           | their       |                      |                 |
|   |           | hours*      |                      |                 |
|   |           | during a    |                      |                 |
|   |           | shift       |                      |                 |
|   |           | (including  |                      |                 |
|   |           | meal        |                      |                 |
|   |           | breaks) to  |                      |                 |
|   |           | receive     |                      |                 |
|   |           | that shift  |                      |                 |
|   |           | rate (i.e., |                      |                 |
|   |           | at least 5  |                      |                 |
|   |           | hours of an |                      |                 |
|   |           | 8-hour      |                      |                 |
|   |           | shift).     |                      |                 |
|   |           | Otherwise   |                      |                 |
|   |           | they        |                      |                 |
|   |           | receive the |                      |                 |
|   |           | next lowest |                      |                 |
|   |           | rate.       |                      |                 |
|   |           |             |                      |                 |
|   |           | **Note:**   |                      |                 |
|   |           | All hours   |                      |                 |
|   |           | of a shift  |                      |                 |
|   |           | which       |                      |                 |
|   |           | begins on   |                      |                 |
|   |           | one day and |                      |                 |
|   |           | ends on the |                      |                 |
|   |           | following   |                      |                 |
|   |           | day are     |                      |                 |
|   |           | recorded on |                      |                 |
|   |           | the day the |                      |                 |
|   |           | shift       |                      |                 |
|   |           | begins.     |                      |                 |
+---+-----------+-------------+----------------------+-----------------+

**REGULAR HOURS**

+--------------+-------------------------------------------------------+
| *Meal        | Employees are *not* paid for meal breaks. Do *not*    |
| Breaks*      | record time taken for meal breaks under regular hours |
|              | worked. **Exception:** Firefighters are paid for      |
|              | their meal breaks.                                    |
|              |                                                       |
|              | According to Title 5, breaks of more than 1 hour may  |
|              | not be scheduled. Meal breaks are usually scheduled   |
|              | for ½ hour. For the time allotted for an employee\'s  |
|              | meal breaks, check with the employee\'s supervisor.   |
+--------------+-------------------------------------------------------+
| *Fractions*  | The standard minimum charge for absence in a paid or  |
|              | unpaid status is 1/4 hour, except in those cases      |
|              | where OPDIV heads have established a minimum of ½     |
|              | hour or 1 hour.                                       |
+--------------+-------------------------------------------------------+
| *Rule*       | When employees work less than a full hour, record any |
|              | fractions in 15-minute increments (15, 30, or 45      |
| > 13         | minutes). Round 7 minutes or less *down*; round 8 to  |
|              | 14 minutes *up*.                                      |
|              |                                                       |
|              | **Examples:**                                         |
|              |                                                       |
|              | -   Barry worked 20 minutes (15 minutes + 5 minutes). |
|              |     Enter 15 minutes.                                 |
|              |                                                       |
|              | -   Marta worked only 4 minutes. Do not enter         |
|              |     anything.                                         |
|              |                                                       |
|              | -   Charlie worked 27 minutes (15 + 12). Enter 30     |
|              |     minutes.                                          |
+--------------+-------------------------------------------------------+
| *Daylight    | *Spring Night Shift:* Clocks are advanced 1 hour; the |
| Savings      | regular 8-hour tour is reduced to 7 hours. When an    |
| Time*        | employee loses an hour due to an official time        |
|              | change, he or she is automatically charged one hour   |
|              | of leave, unless the supervisor approves the          |
|              | employee\'s request to work an extra hour.            |
|              |                                                       |
|              | *Fall Night Shift:* Clocks are set back 1 hour; the   |
|              | regular 8-hour tour is increased to 9 hours. Employee |
|              | receives overtime pay for the extra hour.             |
|              |                                                       |
|              | **Note:** Employees earn only 8 hours of Sunday       |
|              | premium pay for tours on Sunday. Employees do NOT     |
|              | earn Sunday premium for any hours when they are not   |
|              | at work. Therefore, when employee uses any type of    |
|              | paid leave or unpaid leave they are not entitled to   |
|              | Sunday premium pay for that time. Sample shown in     |
|              | Chapter 9-30 and Chapter 10-16.                       |
+--------------+-------------------------------------------------------+

[]{#Chapter_04 .anchor}**Chapter 4. Paid Leave and Holidays**

**OVERVIEW**

+--------------+-------------------------------------------------------+
| *I           | Paid leave and holidays are the same for permanent    |
| ntroduction* | full-time GS and FWS employees.                       |
|              |                                                       |
|              | Each OPDIV is responsible for establishing procedures |
|              | for use of leave. Generally, all anticipated leave    |
|              | should be requested in advance, with emergency leave  |
|              | being requested as determined by each OPDIV.          |
|              |                                                       |
|              | It is possible for an employee to use more than one   |
|              | type of leave on the same day, and to use both paid   |
|              | and unpaid leave in the same day.                     |
|              |                                                       |
|              | Regular hours plus paid leave hours plus unpaid leave |
|              | hours plus holiday hours must equal the total hours   |
|              | in the biweekly scheduled tour of duty.               |
|              |                                                       |
|              | If an employee is absent on leave for less than a     |
|              | full day, you must record the time that the absence   |
|              | began and the time that the absence ended, or the     |
|              | *actual hours absent*. If an employee is absent all   |
|              | day, it is not necessary to record times that the     |
|              | absence began and ended.                              |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Rule - Meal | If absence is less than a full day and part of the    |
| Break*       | absence includes the meal break, adjust the time to   |
|              | account for the break so that the employee is not     |
| > ![         | charged leave for the meal period. **For example:**   |
| ](media/imag |                                                       |
| e2.wmf){widt | If an employee who ordinarily takes a 2 hour lunch    |
| h="0.7430555 | break from noon to 12:30 p.m. is absent on paid leave |
| 555555556in" | from noon to 2:00 p.m.:                               |
| > height=    |                                                       |
| "0.308333333 | Charge leave from 12:30 p.m. to 2:00 p.m.             |
| 33333335in"} |                                                       |
| >            |                                                       |
| > 14         |                                                       |
+--------------+-------------------------------------------------------+

  --------------- -------------------------------------------------------
  *Leave Year*    A **leave year begins** with the first day of the first
                  complete pay period in a calendar year (the first pay
                  period of the calendar year in which all of the days of
                  the pay period are in January). A **leave year ends**
                  with the day immediately before the first day of the
                  first complete pay period in the following calendar
                  year.

  --------------- -------------------------------------------------------

**HOLIDAY NOT WORKED**

+--------------+-------------------------------------------------------+
| *I           | A holiday is an official day off *with pay* granted   |
| ntroduction* | by the federal government; or a day off granted       |
|              | instead of the official holiday, if the holiday falls |
|              | on a non-work day for the employee.                   |
|              |                                                       |
|              | Record holiday hours as holiday not worked for the    |
|              | day specified as the official holiday.                |
|              |                                                       |
|              | An application or other request for leave is *not*    |
|              | required for holiday leave. Formal approval is        |
|              | assumed, unless otherwise notified.                   |
+--------------+-------------------------------------------------------+

  --------- ------------ ------------ ------------------------- -----------------
  *Table*                For                                    
                         employees                              
                         who work 5                             
                         days in a                              
                         row *and*                              
                         are off 2                              
                         days in a                              
                         row:                                   

            IF THE                    THEN THE EMPLOYEE GETS    
            HOLIDAY                   THE\...                   
            FALLS ON                                            
            THE\...                                             

            First day                 Day before the holiday    
            off                       off                       

            Second day                Day after the holiday off 
            off                                                 
  --------- ------------ ------------ ------------------------- -----------------

+--------------+-------------------------------------------------------+
|              | **Example:** Judy works Monday through Friday.        |
|              |                                                       |
|              | 1.July 4th falls on a Saturday, so Judy gets Friday,  |
|              | the day before the holiday, off.                      |
|              |                                                       |
|              | 2.Christmas falls on a Sunday, so Judy gets Monday,   |
|              | the day after the holiday, off.                       |
+--------------+-------------------------------------------------------+

  --------------- -------------------------------------------------------
  *Note*          The President may grant \"extra\" days off for
                  holidays. For example, if Christmas falls on a Tuesday,
                  the President may decide to grant federal employees the
                  Monday prior to the holiday off as well. In this case,
                  a *Presidential Order* will be issued and the extra
                  hours or days granted should also be entered as holiday
                  not worked.

  --------------- -------------------------------------------------------

+--------------+-------------------------------------------------------+
| *Caution*    | If employees *work* on a holiday, you must record the |
|              | hours worked on that holiday. See Chapter 9 and 10    |
|              | for premium pay.                                      |
|              |                                                       |
|              | Under certain conditions, employees who are on unpaid |
|              | leave do *not* receive holiday pay. See Chapter 5,    |
|              | Unpaid Leave.                                         |
+--------------+-------------------------------------------------------+

**APPLICATION FOR LEAVE C The SF-71**

+--------------+-------------------------------------------------------+
| *I           | OPDIVs have the option to either use the Standard     |
| ntroduction* | Form 71 (SF-71) or to prescribe other procedures      |
|              | and/or forms for requesting leave. Use the procedure  |
|              | prescribed by your OPDIV.                             |
|              |                                                       |
|              | The Standard Form-71 (SF-71), Application for Leave,  |
|              | was designed for the purpose of requesting leave.     |
|              | Employees complete the SF-71 and give it to their     |
|              | supervisors or leave-approving officials. The         |
|              | supervisor signs the form if the leave is approved    |
|              | and gives it to the timekeeper.                       |
|              |                                                       |
|              | See the next page for a copy of the SF-71.            |
+--------------+-------------------------------------------------------+

**SICK LEAVE**

+--------------+-------------------------------------------------------+
| *Accrual*    | *Sick leave* is accrued beginning with the first full |
|              | pay period on duty.                                   |
|              |                                                       |
|              | Full-time employees earn 4 hours of sick leave for    |
|              | every pay period in which they are in a pay status.   |
|              |                                                       |
|              | Employees do *not* accrue sick leave for incomplete   |
|              | pay periods, i.e., the first or last pay period if    |
|              | they either:                                          |
|              |                                                       |
|              | \$begin employment after the first workday of the pay |
|              | period [or]{.underline}                               |
|              |                                                       |
|              | \$end employment before the last workday of the pay   |
|              | period.                                               |
|              |                                                       |
|              | **Exceptions:**                                       |
|              |                                                       |
|              | \$For leave accrual purposes, employees who enter on  |
|              | duty the Tuesday after a Monday holiday are           |
|              | considered to have worked the full pay period. They   |
|              | do accrue sick leave.                                 |
|              |                                                       |
|              | \$Employees who transfer from another federal agency  |
|              | during the middle of a pay period [without a break in |
|              | service]{.underline} do accrue sick leave.            |
|              |                                                       |
|              | Sick leave is [not]{.underline} affected by the type  |
|              | of appointment or the length of service.              |
|              |                                                       |
|              | Intermittent employees do not have a regular weekly   |
|              | tour of duty and are not entitled to earn sick leave. |
|              |                                                       |
|              | There is no limit on sick leave accumulation.         |
+--------------+-------------------------------------------------------+

  --------------- -------------------------------------------------------
  *Loss of        Full-time employees lose their accrual of 4 hours of
  Accrual*        sick leave for any pay period in which they accumulate
                  80 hours, or multiples of 80 hours, in a nonpay status.
                  The total nonpay hours consists of any combination of
                  hours of Suspension, LWOP, and AWOL. The hours of
                  absence need not be consecutive. For more information,
                  see Chapter 5, Unpaid Leave.

  --------------- -------------------------------------------------------

**SICK LEAVE**

+--------------+-------------------------------------------------------+
| *Rules*      | Employees must file a written application for sick    |
|              | leave using the form determined by the OPDIV.         |
| > ![         |                                                       |
| ](media/imag | Sick leave for non-emergency purposes must be         |
| e2.wmf){widt | requested in advance.                                 |
| h="0.7430555 |                                                       |
| 555555556in" | Employees must submit evidence as required by their   |
| > height=    | leave approving officials to support approvals of     |
| "0.308333333 | sick leave. Officials have the discretion to require  |
| 33333335in"} | different forms of evidence depending upon the        |
| >            | circumstances.                                        |
| > 15         |                                                       |
|              | Required doctor\'s certificates and/or personal       |
|              | statements must be submitted as determined by the     |
|              | OPDIV, generally for periods of absence in excess of  |
|              | 3 consecutive days.                                   |
|              |                                                       |
|              | Required evidence must be submitted within a          |
|              | reasonable amount of time after return to duty.       |
|              | Failure to do so is grounds for taking a disciplinary |
|              | action for failure to follow proper leave procedures. |
|              |                                                       |
|              | Leave approving officials may require that employees  |
|              | submit medical documentation [during]{.underline} a   |
|              | period of extended sickness in order to obtain        |
|              | information which is necessary for planning work or   |
|              | for determining that the approval of continued leave  |
|              | is appropriate.                                       |
|              |                                                       |
|              | If an employee becomes ill within a period of annual  |
|              | leave and, immediately upon returning to duty,        |
|              | submits medical documentation to support the sick     |
|              | leave, sick leave may be substituted for the annual   |
|              | leave.                                                |
|              |                                                       |
|              | Annual leave [must not]{.underline} be substituted    |
|              | retroactively for regular sick leave. **Exception:**  |
|              | Annual leave [may]{.underline} be substituted         |
|              | retroactively only to liquidate an employee\'s        |
|              | indebtedness for [advanced]{.underline} sick leave.   |
|              |                                                       |
|              | Leave approving officials will usually charge sick    |
|              | leave only at an employee\'s request. However,        |
|              | officials may place an employee on sick leave without |
|              | the employee\'s request when:                         |
|              |                                                       |
|              | \- the employee is absent under extenuating           |
|              | circumstances clearly indicating that he/she is       |
|              | unable to work and unable to request leave (e.g.,     |
|              | employee is in a coma); or                            |
|              |                                                       |
|              | \- the employee reports for duty, but is determined   |
|              | to be unable to work because of mental or physical    |
|              | illness.                                              |
+--------------+-------------------------------------------------------+
|              |                                                       |
+--------------+-------------------------------------------------------+

**SICK LEAVE**

+--------------+-------------------------------------------------------+
| *Rules       | If all sick leave is exhausted and the employee is    |
| (cont.)*     | still unable to request appropriate leave, the leave  |
|              | approving official may consider advancing sick leave  |
| > ![         | or charging the continued absence to annual leave or  |
| ](media/imag | to leave without pay. In addition, the official may   |
| e2.wmf){widt | pursue the use of the Voluntary Leave Transfer        |
| h="0.7430555 | Program on behalf of the employee.                    |
| 555555556in" |                                                       |
| > height=    | Leave approving officials should check with their     |
| "0.308333333 | Servicing Personnel Offices for assistance before     |
| 33333335in"} | charging sick leave without the employee\'s request   |
| >            | or consent.                                           |
| > 16         |                                                       |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Use of Sick | Sick leave may be used:                               |
| Leave*       |                                                       |
|              | -   for emergency and/or non-emergency dental,        |
|              |     optical, or medical examination or treatment for  |
|              |     physical or mental conditions;                    |
|              |                                                       |
|              | -   if the employee is incapacitated for the          |
|              |     performance of duties due to physical or mental   |
|              |     illness, injury, temporary disability, pregnancy, |
|              |     or childbirth;                                    |
|              |                                                       |
|              | -   when the organization has made a determination    |
|              |     that the employee is incapacitated and meets the  |
|              |     requirements for disability retirement, and OPM   |
|              |     is processing the employee\'s retirement          |
|              |     application;                                      |
|              |                                                       |
|              | -   for treatment of a disabled veteran or            |
|              |     adjudication of a claim concerning a job-related  |
|              |     injury or illness;                                |
|              |                                                       |
|              | -   if the employee would, as determined by the       |
|              |     health authorities having jurisdiction or a       |
|              |     health care provider, jeopardize the health of    |
|              |     others by his or her presence on the job because  |
|              |     of exposure to communicable disease; or           |
|              |                                                       |
|              | -   in connection with the adoption of a child        |
|              |     (including appointments with adoption agencies,   |
|              |     social workers, and attorneys, court proceedings, |
|              |     required travel, and any other activities         |
|              |     necessary).                                       |
|              |                                                       |
|              | See the next section for information on use of sick   |
|              | leave under the Federal Employees Family Friendly     |
|              | Leave Act (FFLA). Information on the Family and       |
|              | Medical Leave Act (FMLA) is in this chapter also.     |
+--------------+-------------------------------------------------------+

**SICK LEAVE - Family Friendly Leave Act**

+--------------+-------------------------------------------------------+
| *Federal     | ***[Subject to limitations]{.underline}*** set forth  |
| Employees    | in the Federal Employees Family Friendly Leave Act    |
| Family       | (FFLA), sick leave may be used by an employee:        |
| Friendly     |                                                       |
| Leave Act    | -   to provide care for a member of his/her immediate |
| (FFLA)*      |     family as a result of physical or mental illness, |
|              |     injury, pregnancy, childbirth, or who receives    |
|              |     medical, dental, or optical examination or        |
|              |     treatment; and/or                                 |
|              |                                                       |
|              | -   to make arrangements necessitated by the death of |
|              |     a family member or to attend the funeral of a     |
|              |     family member.                                    |
|              |                                                       |
|              | **Note:** OPDIVs must maintain accurate records       |
|              | tracking the use of sick leave under the FFLA, and    |
|              | report such information as required by OPM for the    |
|              | purpose of evaluating the program.                    |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Family      | Under the FFLA a family member is:                    |
| Member Under |                                                       |
| the FFLA*    | -   Spouse and his/her parents;                       |
|              |                                                       |
|              | -   Children (including adopted children) and their   |
|              |     spouses;                                          |
|              |                                                       |
|              | -   Parents;                                          |
|              |                                                       |
|              | -   Brothers and sisters and their spouses; and       |
|              |                                                       |
|              | -   Any individual related by blood or affinity whose |
|              |     close association with the employee is the        |
|              |     equivalent of a family relationship.              |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Limitations | The amount of sick leave granted during any leave     |
| For Using    | year under the FFLA may not exceed a total of 104     |
| Sick Leave   | hours for full-time employees. For part-time          |
| Under the    | employees and employees with an uncommon tour of      |
| FFLA*        | duty, the amount of sick leave granted during any     |
|              | leave year may not exceed the number of hours of sick |
|              | leave normally accrued by that employee during a      |
|              | leave year. The following limitations apply:          |
|              |                                                       |
|              | *Full-time employees* may use up to 40 hours (or 5    |
|              | days) of sick leave under the FFLA during a leave     |
|              | year.                                                 |
+--------------+-------------------------------------------------------+

**SICK LEAVE - Family Friendly Leave Act**

+--------------+-------------------------------------------------------+
| *Limitations | *Part-time employees or employees with an uncommon    |
| For Using    | tour of duty* may, under the FFLA, use an amount of   |
| Sick Leave   | sick leave equal to the average number of hours in    |
| Under the    | the employee\'s scheduled tour of duty each *week*.   |
| FFLA         | However,                                              |
| (cont.)*     |                                                       |
|              | -   To be granted any amount over the average number  |
|              |     of hours in the employee\'s scheduled tour of     |
|              |     duty each week, in each instance that the         |
|              |     employee uses sick leave under the FFLA, he/she   |
|              |     must retain a sick leave account balance of at    |
|              |     least twice the average number of hours in the    |
|              |     employee\'s scheduled tour of duty each week      |
|              |     *after* deducting the amount to be used.          |
|              |                                                       |
|              | **Example:** Carrie is a part-time employee with a    |
|              | scheduled tour of duty of 40 hours per pay period (20 |
|              | hours per week). Based on her tour of duty, Carrie    |
|              | will accrue 52 hours of sick leave during a leave     |
|              | year.                                                 |
|              |                                                       |
|              | The maximum number of sick leave hours that Carrie    |
|              | may use during a leave year under the FFLA is 52      |
|              | hours, the number of hours equal to the amount she    |
|              | will normally accrue during the leave year.           |
|              |                                                       |
|              | To use any more than 20 hours in the leave year (the  |
|              | number of hours in her *weekly* tour of duty), Carrie |
|              | must retain a sick leave account balance of at least  |
|              | 40 hours **[after]{.underline}** deducting the amount |
|              | to be used. To compute her required sick leave        |
|              | balance, multiply Carrie\'s *weekly* tour (20 hours)  |
|              | times 2 (equals 40). Forty hours is twice the amount  |
|              | of Carrie\'s weekly tour, and is the balance that she |
|              | must retain in her sick leave account *after*         |
|              | deducting the amount to be used.                      |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Advanced    | *Full-time employees* **may** be advanced **up to 40  |
| Sick Leave   | hours** (or 5 days) of sick leave per year in order   |
| and the      | to grant the use of sick leave under the FFLA.        |
| FFLA*        | *Part-time employees or employees with an uncommon    |
|              | tour of duty* **may** be advanced an amount equal to  |
|              | the number of hours in the employee\'s scheduled      |
|              | *weekly* tour of duty. (In the example shown above,   |
|              | Carrie may be advanced up to 20 hours per year.)      |
|              |                                                       |
|              | Sick leave **may not** be advanced in order to meet   |
|              | the requirement to maintain a minimum sick leave      |
|              | balance; *OR* to use additional sick leave for        |
|              | purposes covered under the FFLA when such use would   |
|              | cause the employee\'s sick leave balance to fall      |
|              | below the minimum required.                           |
+--------------+-------------------------------------------------------+

**ADVANCED SICK LEAVE**

+--------------+-------------------------------------------------------+
| *Advanced    | Sick leave *[may]{.underline}* be advanced, if the    |
| Sick Leave*  | employee has a serious disability or ailment,         |
|              | provided that there is a reasonable expectation that  |
| > ![         | the employee will return to duty. Usually the         |
| ](media/imag | disability or ailment will be of such seriousness as  |
| e2.wmf){widt | to require a period of absence of at least 5          |
| h="0.7430555 | consecutive work days, unless an absence for a        |
| 555555556in" | shorter period is determined to be appropriate (for   |
| > height=    | example, intermittent absences for cancer             |
| "0.308333333 | chemotherapy, kidney dialysis, etc.).                 |
| 33333335in"} |                                                       |
| >            | Advance sick leave may be granted regardless of       |
| > 17         | whether the employee has annual leave to his/her      |
|              | credit.                                               |
|              |                                                       |
|              | The total advance at no time may exceed *30 days, or  |
|              | 240 hours*.                                           |
|              |                                                       |
|              | For an employee holding a limited appointment, sick   |
|              | leave must not be advanced in excess of the number of |
|              | hours of sick leave to be earned during the remaining |
|              | period of employment.                                 |
|              |                                                       |
|              | Sick leave must not be advanced when it is likely the |
|              | employee will retire, be separated, or resign before  |
|              | the advanced leave will be earned or re-paid.         |
|              |                                                       |
|              | Sick leave may not be advanced for the purpose of     |
|              | meeting the requirement to retain a minimum sick      |
|              | leave balance or for using additional sick leave for  |
|              | the purposes covered under the Family Friendly Leave  |
|              | Act, when such use would otherwise cause the          |
|              | employee\'s sick leave balance to fall below the      |
|              | minimum required.                                     |
|              |                                                       |
|              | Advanced sick leave is a debt owed to the Federal     |
|              | government. Any sick leave earned after the sick      |
|              | leave is advanced will be used to liquidate the       |
|              | advanced sick leave. An employee separated while      |
|              | indebted for advance sick leave must refund the       |
|              | amount due or have the amount owed deducted from any  |
|              | monies due to the employee.                           |
|              |                                                       |
|              | **The employee\'s request for advance sick leave must |
|              | be in writing and must be supported by medical        |
|              | documentation.**                                      |
|              |                                                       |
|              | There is no requirement for granting a request for    |
|              | advance sick leave. Check your OPDIVs\' policy or     |
|              | ruling on procedure.                                  |
+--------------+-------------------------------------------------------+

**ANNUAL LEAVE**

+--------------+-------------------------------------------------------+
| *Accrual*    | *Annual leave* is accrued based on an employee\'s     |
|              | length of federal service, beginning with the first   |
|              | full pay period on duty. Full-time and part-time      |
|              | employees who have regular tours of duty are eligible |
|              | for annual leave.                                     |
|              |                                                       |
|              | Intermittent employees do not have a regular weekly   |
|              | tour of duty and are not entitled to earn or use      |
|              | annual leave.                                         |
|              |                                                       |
|              | The following table indicates the amount of annual    |
|              | leave accrued by full-time employees. For part-time   |
|              | employees, see Chapter 11.                            |
+--------------+-------------------------------------------------------+

  ------------------------------------ ----------------------------------
  IF THE EMPLOYEE HAS BEEN WITH THE    THEN FOR EACH FULL PAY PERIOD THE
  FEDERAL SERVICE FOR\...              EMPLOYEE EARNS\...

  0-3 years                            4 hours

  3-15 years                           6 hours - except for the last full
                                       pay period in the calendar year
                                       when the employee earns 10 hours

  over 15 years                        8 hours
  ------------------------------------ ----------------------------------

+--------------+-------------------------------------------------------+
|              | Employees do *not* accrue annual leave for incomplete |
|              | pay periods, i.e., the first or last pay period if    |
|              | they either:                                          |
|              |                                                       |
|              | -   begin employment after the first workday of the   |
|              |     pay period [or]{.underline}                       |
|              |                                                       |
|              | -   end employment before the last workday of the pay |
|              |     period.                                           |
|              |                                                       |
|              | **Exceptions:**                                       |
|              |                                                       |
|              | -   For leave accrual purposes, employees who enter   |
|              |     on duty the Tuesday after a Monday holiday are    |
|              |     considered to have worked the full pay period.    |
|              |     They do accrue annual leave.                      |
|              |                                                       |
|              | -   Employees who transfer from another federal       |
|              |     agency during the middle of a pay period,         |
|              |     [without a break in service]{.underline}, do      |
|              |     accrue annual leave.                              |
+--------------+-------------------------------------------------------+

  --------------- -------------------------------------------------------
  *Maximum        Annual leave is limited to a maximum accumulation, or
  Accrual*        carryover, balance of 240 hours for most employees. See
                  the section concerning maximum carryover later in this
                  chapter.

  --------------- -------------------------------------------------------

**ANNUAL LEAVE**

+--------------+-------------------------------------------------------+
| *            | Employees with appointments of less than 90 days may  |
| Appointments | not earn or use annual leave. If an appointment is    |
| Less Than 90 | extended or converted to another appointment of less  |
| Days*        | than 90 days, the employee still does not earn annual |
|              | leave. However, if the appointment is extended or     |
|              | converted to an appointment of *90 days or more*, the |
|              | employee earns annual leave retroactive to the date   |
|              | of the initial appointment.                           |
|              |                                                       |
|              | If employees under appointments of less than 90 days  |
|              | use leave without pay and then earn annual leave      |
|              | retroactive to the initial date of the appointments   |
|              | as described above, they may *not* substitute annual  |
|              | leave for the leave without pay already used.         |
+--------------+-------------------------------------------------------+

  --------------- -------------------------------------------------------
  *Loss of        Full-time employees lose their accrual of 4, 6, or 8
  Accrual*        hours of annual leave for the pay period in which they
                  accumulate 80 hours, or multiples of 80 hours, in a
                  nonpay status. The total nonpay hours consists of any
                  combination of hours of Suspension, LWOP, and AWOL. The
                  hours of absence need not be consecutive. For more
                  information, see Chapter 5, Unpaid Leave.

  --------------- -------------------------------------------------------

+--------------+-------------------------------------------------------+
| *Special     | Employees in leave category 6 earn a total of *10     |
| Accrual for  | hours* of annual leave during the last full pay       |
| Leave        | period of the calendar year (the last pay period of   |
| Category 6   | the calendar year in which all of the days of the pay |
| Employees*   | period are in December), regardless of when they      |
|              | entered on duty or changed to leave category 6.       |
|              |                                                       |
|              | Employees, who lose their leave accrual during this   |
|              | particular pay period due to accumulating a multiple  |
|              | of 80 hours of unpaid leave, *lose 10 hours of annual |
|              | leave*.                                               |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Change in   | The leave category change is based on the service     |
| Leave        | computation date (SCD). It occurs after 3 full years  |
| Category*    | of service and again after 15 full years of service,  |
|              | and goes into effect at the beginning of the pay      |
|              | period following the anniversary date of the SCD. A   |
|              | remark noting the change will appear on the Earnings  |
|              | and Leave Statement.                                  |
|              |                                                       |
|              | **Exception:** If the anniversary date is on Sunday,  |
|              | the first day of the pay period, the new leave        |
|              | category goes into effect that pay period.            |
+--------------+-------------------------------------------------------+

**ANNUAL LEAVE**

+--------------+-------------------------------------------------------+
| *Maximum     | For most full- and part-time employees, the maximum   |
| Carryover*   | *annual leave* that can be brought forward at the     |
|              | beginning of a new leave year is *30 days or 240      |
|              | hours*. Exceptions to this rule are:                  |
|              |                                                       |
|              | *Special Maximum Carryover -* Certain employees have  |
|              | brought forward more than the 240-hour maximum since  |
|              | the beginning of 1953. They may bring this higher     |
|              | maximum or personal leave ceiling, forward until and  |
|              | unless their maximum has been lowered at the end of   |
|              | any leave year since 1953. Once the higher maximum    |
|              | has been lowered at the end of any leave year, the    |
|              | new, lower number becomes the maximum.                |
|              |                                                       |
|              | **Example:** Jane had a carryover balance of 320      |
|              | hours of annual leave at the end of 1953; therefore,  |
|              | 320 hours is Jane\'s maximum carryover, or personal   |
|              | leave ceiling. She maintained that number of hours    |
|              | carryover until 1960. In 1960 Jane\'s leave balance   |
|              | at the end of the year dropped to 295. Her new        |
|              | maximum is now 295. If Jane continues to reduce the   |
|              | number of carryover hours at the end of the leave     |
|              | years, her maximum carryover balance will be reduced  |
|              | until it reaches the 240 hours limit.                 |
|              |                                                       |
|              | *Overseas Employees -* Overseas employees are allowed |
|              | 45 days or 360 hours of maximum annual leave          |
|              | carryover. Service must be outside the 50 states and  |
|              | outside the U.S. territory (or Puerto Rico) of        |
|              | residence.                                            |
|              |                                                       |
|              | *Non-Standard Tours -* Employees who are on           |
|              | non-standard tours of more than 40 hours a week and   |
|              | more than 80 hours a pay period (e.g., firefighters)  |
|              | can also have more than 240 hours maximum annual      |
|              | leave carryover.                                      |
|              |                                                       |
|              | *Senior Executive Service -* SES employees accrue     |
|              | annual leave with a 90 day (720 hours) limit on       |
|              | carryover hours. Any annual leave accumulated prior   |
|              | to the SES appointment which was in excess of the     |
|              | maximum carryover, or personal leave ceiling, for the |
|              | prior non-SES appointment must be used or forfeited   |
|              | by the end of the leave year in which appointed. For  |
|              | further information, see Chapter 2.                   |
|              |                                                       |
|              | *Senior-Level (SL) and Scientific and Professional    |
|              | (ST) --*Section 1112 of the National Defense          |
|              | Authorization Act for Fiscal Year 2008 (Public Law    |
|              | 110-181, January 28, 2008), which provides that the   |
|              | annual leave carryover ceiling for employees in       |
|              | senior-level (SL)and scientific and professional (ST) |
|              | positions compensated under 5 USC 5376, and for       |
|              | employees in positions designated under 10 USC 1 60   |
|              | 7(a) as Intelligence Senior Level positions, is 90    |
|              | days (720 hours) \-\--the same that apples to members |
|              | of the Senior Executive Service.                      |
+--------------+-------------------------------------------------------+

**ADVANCED ANNUAL LEAVE**

+--------------+-------------------------------------------------------+
| *Advanced    | Employees have no entitlement to advance annual       |
| Annual       | leave. However, under very unusual circumstances, an  |
| Leave*       | employee may be granted advance annual leave.         |
|              |                                                       |
| > ![         | The maximum advanced annual leave that may be granted |
| ](media/imag | to an employee is an amount equal to the number of    |
| e2.wmf){widt | hours the employee will earn by the end of the        |
| h="0.7430555 | appointment or the end of the current leave year,     |
| 555555556in" | whichever is sooner.                                  |
| > height=    |                                                       |
| "0.308333333 | Advanced annual leave is a debt owed to the Federal   |
| 33333335in"} | government. Any annual leave earned after the annual  |
| >            | leave is advanced will be used to liquidate the       |
| > 18         | advanced annual leave. An employee separated while    |
|              | indebted for advanced annual leave must refund the    |
|              | amount due or have the amount owed deducted from any  |
|              | monies due to the employee.                           |
|              |                                                       |
|              | Annual leave must *not* be advanced when it is likely |
|              | the employee will retire, be separated, or resign     |
|              | before the advanced leave will be earned (repaid).    |
+--------------+-------------------------------------------------------+

**RESTORED ANNUAL LEAVE**

+--------------+-------------------------------------------------------+
| *I           | As a general rule, annual leave in excess of the      |
| ntroduction* | maximum carryover balance is forfeited if not used by |
|              | the end of the leave year. This excess annual leave,  |
|              | sometimes called \"use or lose\" leave, may be        |
|              | considered for restoration *only under certain        |
|              | special circumstances*. If, after consideration,      |
|              | annual leave is restored, those hours are then        |
|              | referred to as *restored annual leave.*               |
|              |                                                       |
|              | Each OPDIV Head has been delegated the authority to   |
|              | determine that an exigency of public business exists  |
|              | and to approve restoration of forfeited annual leave. |
|              | All requests for determination of exigencies or for   |
|              | restored leave must be forwarded to the OPDIV         |
|              | appointed person.                                     |
|              |                                                       |
|              | In addition to Department and Federal policies and    |
|              | regulations, each OPDIV has its own policies and      |
|              | procedures regarding restored leave which must be     |
|              | used in conjunction with this guide.                  |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Important*  | OPM regulations require that \"use or lose\" annual   |
|              | leave must be scheduled in writing at least *three    |
| > ![         | pay periods prior to the end of the leave year*, or   |
| ](media/imag | it may *not* be considered for restoration.           |
| e1.wmf){widt |                                                       |
| h="0.5256944 | The Department has no authority to waive this         |
| 444444445in" | requirement.                                          |
| > height     |                                                       |
| ="0.60069444 |                                                       |
| 44444444in"} |                                                       |
| >            |                                                       |
| > 19         |                                                       |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Conditions* | a\. Forfeited annual leave may be *considered* for    |
|              | restoration *only* under one of the following         |
| > ![         | conditions:                                           |
| ](media/imag |                                                       |
| e2.wmf){widt | 1\. To correct an administrative error, when the      |
| h="0.7430555 | error causes the loss of annual leave.                |
| 555555556in" |                                                       |
| > height=    | 2\. When annual leave was scheduled in writing, in    |
| "0.308333333 | advance, but its use was denied because of an         |
| 33333335in"} | exigency of the *public* business.                    |
| >            |                                                       |
| > 20         | 3\. When use of scheduled annual leave is prevented   |
|              | by illness or injury, *provided that* the annual      |
|              | leave was scheduled in writing, in advance, and its   |
|              | use could not be rescheduled between the termination  |
|              | of the illness and the end of the leave year, either  |
|              | because of an exigency or because the termination of  |
|              | the illness occurred too late in the leave year to    |
|              | permit rescheduling.                                  |
+--------------+-------------------------------------------------------+

**RESTORED ANNUAL LEAVE**

+--------------+-------------------------------------------------------+
| *Conditions  | b\. The leave-approving official must approve the     |
| (cont.)*     | employee\'s request \"in writing, in advance\" for    |
|              | \"use or lose\" annual leave for use at the time      |
| > ![         | requested by the employee *OR*, if that is not        |
| ](media/imag | possible, must reschedule it for use at some other    |
| e2.wmf){widt | mutually agreeable time before the end of the leave   |
| h="0.7430555 | year.                                                 |
| 555555556in" |                                                       |
| > height=    | c\. If an exigency of public business arises which    |
| "0.308333333 | necessitates cancellation of the employee\'s \"use or |
| 33333335in"} | lose\" annual leave, the situation must be presented  |
| >            | to the official with authority to make an exigency    |
| > 21         | determination who must decide:                        |
|              |                                                       |
|              | 1\. Whether or not an exigency of public business     |
|              | exists which is of such importance that an employee   |
|              | cannot be released from duty (See following section,  |
|              | Exigency.); and                                       |
|              |                                                       |
|              | 2\. Whether or not there is any reasonable            |
|              | alternative to the cancellation of an employee\'s     |
|              | \"use or lose\" annual leave, or to the assignment of |
|              | that employee to the work generated by the exigency.  |
|              | Determination to cancel an employee\'s leave must be  |
|              | documented. (See page 4-20.)                          |
|              |                                                       |
|              | ***Important*:** Determination of the exigency must   |
|              | be made before the employee\'s scheduled leave is     |
|              | canceled and not after the fact.                      |
|              |                                                       |
|              | d\. If the requirements in b and c above are not met  |
|              | (i.e., if the employee\'s request was submitted but   |
|              | not approved, or the exigency determination was not   |
|              | made before the employee\'s leave was cancelled),     |
|              | this may be considered an administrative error and    |
|              | the forfeited annual leave may be considered for      |
|              | restoration.                                          |
|              |                                                       |
|              | **However**, if the employee did not request the      |
|              | leave in writing in advance (prior to three pay       |
|              | periods before the end of the leave year), this       |
|              | [cannot]{.underline} be considered an administrative  |
|              | error and the forfeited annual leave                  |
|              | [cannot]{.underline} be restored.                     |
|              |                                                       |
|              | The *only* exception is for a prolonged illness       |
|              | preceding the end of a leave year, where the employee |
|              | may be presumed to have requested proper scheduling   |
|              | of the annual leave.                                  |
+--------------+-------------------------------------------------------+

**RESTORED ANNUAL LEAVE**

+--------------+-------------------------------------------------------+
| *Conditions  | e\. If an exigency or illness that caused the         |
| (cont.)*     | cancellation of an employee\'s \"use or lose\" annual |
|              | leave terminates before the end of the leave year,    |
| > ![         | every effort must be made to reschedule the annual    |
| ](media/imag | leave before the end of the leave year in order to    |
| e2.wmf){widt | avoid forfeiture.                                     |
| h="0.7430555 |                                                       |
| 555555556in" |                                                       |
| > height=    |                                                       |
| "0.308333333 |                                                       |
| 33333335in"} |                                                       |
| >            |                                                       |
| > 22         |                                                       |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Exigency*   | An *exigency of public business* is a crisis in which |
|              | the *public* is in need of immediate assistance. The  |
|              | determination that such a situation exists must be    |
|              | made by the appointed official in each OPDIV.         |
|              |                                                       |
|              | The determination must be documented and must         |
|              | include:                                              |
|              |                                                       |
|              | \$Date of determination that the exigency exists;     |
|              |                                                       |
|              | \$Specific beginning and ending dates of the exigency |
|              | (dates must be fixed);                                |
|              |                                                       |
|              | \$Nature of exigency (describe);                      |
|              |                                                       |
|              | \$Any other factors which support the exigency        |
|              | decision.                                             |
|              |                                                       |
|              | Except where it is made by the head of the OPDIV, the |
|              | determination may not be made by any official whose   |
|              | leave would be affected by the decision.              |
|              |                                                       |
|              | **Reminder:** The determination of an exigency must   |
|              | be made before an employee\'s scheduled leave is      |
|              | cancelled and not after the fact.                     |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Extended    | An extended exigency is defined as significant        |
| Exigency*    | circumstances that meet all of the following four     |
|              | conditions:                                           |
|              |                                                       |
|              | 1\. Threaten the national security, safety, or        |
|              | welfare;                                              |
|              |                                                       |
|              | 2\. Last more than 3 calendar years;                  |
|              |                                                       |
|              | 3\. Affect a segment of an agency or occupational     |
|              | class; and                                            |
|              |                                                       |
|              | 4\. Preclude subsequent use of both restored and      |
|              | accrued annual leave within the time limit specified. |
+--------------+-------------------------------------------------------+

**RESTORED ANNUAL LEAVE**

+--------------+-------------------------------------------------------+
| *Date of     | The date of restoration is determined as follows:     |
| Restoration* |                                                       |
|              | 1\. The date the annual leave was restored in         |
|              | correcting an administrative error; or                |
|              |                                                       |
|              | 2\. The date fixed by management as the end of the    |
|              | exigency that resulted in the forfeiture of the       |
|              | annual leave; or                                      |
|              |                                                       |
|              | 3\. The date the supervisor, after considering the    |
|              | medical documentation, ascertains that the employee   |
|              | is able to return to duty, if the leave was forfeited |
|              | because of sickness.                                  |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Time Limit  | The maximum time limit for use of restored leave is   |
| for Use of   | the end of the leave year in which the 2-year         |
| Restored     | anniversary date of restoration occurs. Restored      |
| Annual       | leave which is not used by this deadline may not be   |
| Leave*       | restored again.                                       |
|              |                                                       |
|              | **Example:** If leave is restored on June 7, 1998, it |
|              | must be used by the end of the *leave year* in the    |
|              | year 2000. The 2-year anniversary is actually June 7, |
|              | 2000, but they have until the end of that *leave      |
|              | year*, which will occur in January, 2001.             |
|              |                                                       |
|              | *Extended Exigency* - The time limit for use of       |
|              | restored annual leave due to an extended exigency is  |
|              | two years for each calendar year, or part thereof,    |
|              | that the exigency existed, regardless of the number   |
|              | of years during the exigency.                         |
+--------------+-------------------------------------------------------+

  --------------- -------------------------------------------------------
  *Using Restored Employees with a restored annual leave account may use
  Leave*          their regular annual leave and their restored leave in
                  any order they wish. However, they must advise their
                  leave-approving officials of their choices when
                  requesting the leave. Once the restored leave is used,
                  it may not be changed.

  --------------- -------------------------------------------------------

  --------------- -------------------------------------------------------
  *Caution*       Employees and leave-approving officials should pay
                  special attention to current year leave balances when
                  employees use restored leave, in order to prevent
                  placing employees in another possible forfeit of \"use
                  or lose\" leave situation (or restored leave request
                  situation).

  --------------- -------------------------------------------------------

**RESTORED ANNUAL LEAVE**

+--------------+-------------------------------------------------------+
| *Missing     | Active employees are in a *missing status* when they  |
| Employees*   | are determined to be absent in a status of missing,   |
|              | missing in action, interned in a foreign country,     |
|              | captured by hostile forces, or detained in foreign    |
|              | country against their will.                           |
|              |                                                       |
|              | Former missing employees may elect to receive payment |
|              | for their forfeited leave or to have that leave       |
|              | restored to them. A written request for either must   |
|              | be filed within 90 days immediately following the     |
|              | termination of their missing status.                  |
|              |                                                       |
|              | If payment for forfeited leave is elected, it shall   |
|              | be paid at the employee\'s rate of basic pay in       |
|              | effect at the time of forfeit. If restored leave is   |
|              | elected, OPM shall prescribe the time limit for use   |
|              | in each case, taking into consideration the amount of |
|              | the restored leave and other relevant factors.        |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Employee    | Separating employees who have an unused restored      |
| Separates*   | leave balance are paid a lump-sum at the current      |
|              | hourly rate for all unused leave at the time of       |
|              | separation. If there is a general pay increase,       |
|              | lump-sum leave pay will be adjusted to include the    |
|              | higher rate for that period of time covered by leave  |
|              | which would have been used after the increase.        |
|              |                                                       |
|              | Lump-sum payments may also be adjusted to collect any |
|              | debts owed to the Government.                         |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Procedures  | The following procedures should be used in            |
| for          | conjunction with your OPDIV\'s policy and procedures: |
| Requesting   |                                                       |
| Restoration  | 1\. Employees, or any level of management below the   |
| of Annual    | approving official, may submit requests for           |
| Leave*       | restoration of forfeited annual leave to the          |
|              | appointed individual within your OPDIV. Requests must |
| > ![         | be in writing and must include the following          |
| ](media/imag | information:                                          |
| e3.wmf){widt |                                                       |
| h="0.7638888 | \- Date of employee request;                          |
| 888888888in" |                                                       |
| > height     | \- Employee name and Social Security number;          |
| ="0.81458333 |                                                       |
| 33333333in"} | \- Employee timekeeper number;                        |
| >            |                                                       |
| > 23         | \- Number of hours of annual leave to be restored;    |
|              | and                                                   |
|              |                                                       |
|              | \- Justification for the request.                     |
+--------------+-------------------------------------------------------+

**RESTORED ANNUAL LEAVE**

+--------------+-------------------------------------------------------+
| *Procedures  | 1\. (cont.)                                           |
| for          |                                                       |
| Requesting   | Requests should also have a space for:                |
| Restoration  |                                                       |
| of Annual    | \- Date of restoration;                               |
| Leave        |                                                       |
| (cont.)*     | \- Approval or disapproval;                           |
|              |                                                       |
| > ![         | \- Approving official\'s signature and title;         |
| ](media/imag |                                                       |
| e3.wmf){widt | \- Date approved or disapproved.                      |
| h="0.7638888 |                                                       |
| 888888888in" | 2\. Attach copies of all required documentation to    |
| > height     | the request and submit the package to the OPDIV       |
| ="0.81458333 | appointed person for consideration.                   |
| 33333333in"} |                                                       |
| >            | 3\. If the request is approved, the approving         |
| > 24         | official must sign and date the approval which must   |
|              | then be forwarded to your Servicing Personnel Office  |
|              | (SPO) for processing.                                 |
|              |                                                       |
|              | A blank example of a request for restoring leave is   |
|              | shown at the end of this section. If approved by your |
|              | OPDIV, this form may be used.                         |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Documents   | A copy of the approved leave request (SF-71 or other  |
| Required*    | written documentation) which shows the date of the    |
|              | application for leave, calendar dates and amount of   |
|              | annual leave scheduled, date of approval, and         |
|              | signature of the leave-approving official should be   |
|              | attached to all requests.                             |
|              |                                                       |
|              | Additional documentation, as listed below, which      |
|              | supports the justification is also required and must  |
|              | be attached to the request.                           |
|              |                                                       |
|              | a\. If restoration is requested because of an         |
|              | administrative error, the documentation must:         |
|              |                                                       |
|              | -   Describe the event that caused the error.         |
|              |                                                       |
|              | -   Show dates of the event.                          |
|              |                                                       |
|              | -   Show amount of leave forfeited as a result of the |
|              |     error.                                            |
|              |                                                       |
|              | -   Include official statements attesting to the      |
|              |     events and to the amount of forfeited leave.      |
+--------------+-------------------------------------------------------+
|              |                                                       |
+--------------+-------------------------------------------------------+

**RESTORED ANNUAL LEAVE**

+--------------+-------------------------------------------------------+
| *Documents   | b\. If restoration is requested because of an         |
| Required     | exigency of public business, the documentation must   |
| (cont.)*     | include a copy of the exigency determination and any  |
|              | other facts which support action taken including:     |
|              |                                                       |
|              | -   The reason for determination that exigency was of |
|              |     major significance requiring that employee could  |
|              |     not be released from duty during the period of    |
|              |     the exigency.                                     |
|              |                                                       |
|              | -   The reason there was no alternative to the        |
|              |     cancellation of leave.                            |
|              |                                                       |
|              | -   The reason that the employee who forfeited leave  |
|              |     was affected by work requirement generated by     |
|              |     exigency.                                         |
|              |                                                       |
|              | -   The reason that another employee could not do the |
|              |     work.                                             |
|              |                                                       |
|              | -   If exigency terminated before the end of the      |
|              |     leave year, the efforts made, if any, to          |
|              |     reschedule the cancelled annual leave, including: |
|              |                                                       |
|              | -   date of the rescheduling of the cancelled leave,  |
|              |                                                       |
|              | -   the date(s) on which the leave was rescheduled    |
|              |     for use and amount of leave that was rescheduled, |
|              |     and                                               |
|              |                                                       |
|              | -   reason why not all of the cancelled leave was     |
|              |     rescheduled or used.                              |
|              |                                                       |
|              | **Reminder:** An exigency determination document must |
|              | include:                                              |
|              |                                                       |
|              | -   The date of determination that the exigency       |
|              |     existed;                                          |
|              |                                                       |
|              | -   A description of the nature of the exigency; and  |
|              |                                                       |
|              | -   The beginning and ending dates of the exigency.   |
|              |                                                       |
|              | c\. If restoration is requested because of illness    |
|              | which precluded the use of annual leave,              |
|              | documentation must include:                           |
|              |                                                       |
|              | -   Beginning date of illness and date employee was   |
|              |     determined to be recovered and able to return to  |
|              |     duty (Include a copy of the medical               |
|              |     certificate.).                                    |
|              |                                                       |
|              | -   Type of leave used and number of hours charged.   |
+--------------+-------------------------------------------------------+

**RESTORED ANNUAL LEAVE**

+--------------+-------------------------------------------------------+
| *Documents   | c\. (cont.)                                           |
| Required     |                                                       |
| (cont.)*     | -   If illness terminated before the end of the leave |
|              |     year, efforts made, if any to reschedule the      |
|              |     cancelled annual leave, including:                |
|              |                                                       |
|              | -   The date of rescheduling of the cancelled leave;  |
|              |                                                       |
|              |     -   The dates on which the leave was rescheduled  |
|              |         for use and the amount of leave that was      |
|              |         rescheduled, and                              |
|              |                                                       |
|              |     -   Reason why not all of the cancelled leave was |
|              |         rescheduled or used.                          |
|              |                                                       |
|              | -   If an exigency precluded the rescheduling and use |
|              |     of the cancelled annual leave following the       |
|              |     illness, include the information in item b above. |
|              |                                                       |
|              | -   Any other documentation which supports action     |
|              |     taken.                                            |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Important*  | Requests for approval of restoration of annual leave  |
|              | *must* be signed by your OPDIVs approving official    |
| > ![         | and then submitted to your SPO so that a special      |
| ](media/imag | restored leave account may be established.            |
| e1.wmf){widt |                                                       |
| h="0.5256944 | Until a restored leave account has been established   |
| 444444445in" | by your SPO for the employee, the restored leave may  |
| > height     | *not* be used. Timekeepers may *not* enter the use of |
| ="0.60069444 | restored annual leave into a time and attendance      |
| 44444444in"} | record until a balance shows on the employee\'s       |
| >            | OS-340.                                               |
| > 25         |                                                       |
|              | **Note:** Restored annual may be donated under the    |
|              | Voluntary Leave Transfer Program (VLTP).              |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Caution*    | Just because forfeited annual leave may be            |
|              | *considered* for restoration does not mean that it    |
|              | will be restored.                                     |
|              |                                                       |
|              | If it is approved for restoration, the SPO or Payroll |
|              | Liaison will establish a restored leave account and   |
|              | notify the employee and timekeeper of the decision    |
|              | and the balance.                                      |
+--------------+-------------------------------------------------------+

**RESTORED ANNUAL LEAVE**

*Sample request for restoration which may be used if approved by your
OPDIV:*

**REQUEST FOR RESTORATION OF ANNUAL LEAVE**

Date of Request

Employee\'s Name Social Security Number

Timekeeper Number Number Hours A/L to be Restored

Justification for restoration (Attach all required documentation.):

Employee\'s Signature

Approved Disapproved [\*\*]{.underline}

Date Annual Leave Restored

\*\*Date of restoration of annual leave to correct administrative error,
or date exigency ended, or date employee is able to return to duty after
illness, whichever applies.

Name of Approving Official (please print) Signature of Approving
Official

Title of Approving Official Date Approved/Disapproved

**RESTORED ANNUAL LEAVE**

*If approved by your OPDIV, and if the restoration of annual leave is
approved, the SPO/Payroll Liaison may use the following sample form to
notify the employee and timekeeper of restoration:*

EMPLOYEE\'S NAME: SSN:

TIMEKEEPER \# \# HOURS A/L LEAVE RESTORED

DATE RESTORED

EXPIRATION DATE FOR USE: END OF LEAVE YEAR

Your Servicing Personnel Office has received documentation authorizing
the establishment of a special restored leave account for you. This
letter is your certification that the account has been established for
the amount of hours listed above.

Employees with restored leave balances must use the restored leave by
the last day of the second leave year following the year containing the
date your leave was restored or it will be forfeited. Employees must
specify on the written leave request (SF-71 or other approved form) that
they wish to use restored leave. Once the leave is used, it may not be
changed.

Employees and their leave-approving officials are responsible for
ensuring that restored annual leave is charged accordingly. If your
appointment is terminated before your restored leave account balance is
totally used, we will authorize payment for any remaining unused
balance. Payment will be included in your lump sum payment.

If you have any questions concerning your account, please contact your
leave-approving official. More specific information, including
documentation required, may be found in the HHS GUIDE FOR TIMEKEEPING,
Chapter 4.

Recorder (SPO/Payroll Liaison)

Date

**CHANGING ANNUAL LEAVE TO SICK LEAVE AND VICE VERSA**

+--------------+-------------------------------------------------------+
| *Rules*      | 1\. Annual leave must *not* be changed or substituted |
|              | retroactively for regular sick leave to avoid         |
| > ![         | forfeiture of annual leave at the close of the leave  |
| ](media/imag | year, or for any other reason.                        |
| e2.wmf){widt |                                                       |
| h="0.7430555 | 2\. Annual leave may be substituted to liquidate      |
| 555555556in" | indebtedness for advanced sick leave.                 |
| > height=    |                                                       |
| "0.308333333 | 3 If an employee is sick while on annual leave and,   |
| 33333335in"} | immediately upon returning to duty, submits medical   |
| >            | documentation, the annual leave may be changed to     |
| > 26         | sick leave.                                           |
+--------------+-------------------------------------------------------+

**MILITARY LEAVE**

+--------------+-------------------------------------------------------+
| *I           | *Military leave* is the authorized absence of an      |
| ntroduction* | employee from official duty to perform active         |
|              | military duty, active duty for training, or law       |
|              | enforcement. Military leave is not authorized for     |
|              | inactive duty training (usually weekend drills).      |
|              |                                                       |
|              | **Note:** For military funerals, see \"Administrative |
|              | Leave - Funeral\" in this chapter.                    |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *            | Full-time and part-time employees with permanent or   |
| Eligibility* | temporary indefinite appointments who are members of  |
|              | the National Guard or the Armed Forces Reserves are   |
|              | eligible for military leave. Part-time employees must |
|              | have a scheduled tour of duty of 16 to 32 hours a     |
|              | week.                                                 |
|              |                                                       |
|              | See the table following this section for detailed     |
|              | information.                                          |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *            | Employees called to military duty must furnish a copy |
| Requirement* | of their military orders, or a statement from their   |
|              | commanding officers, to their leave-approving         |
|              | officials when requesting military leave. The copy    |
|              | must remain on file for six years.                    |
|              |                                                       |
|              | Leave is approved and charged *[according to the days |
|              | and dates as specified on the military                |
|              | orders]{.underline}*.                                 |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Types of    | There are three types of military leave, and the      |
| Military     | rules and regulations are different for each one. The |
| Leave*       | three types are:                                      |
|              |                                                       |
|              | -   Regular military leave;                           |
|              |                                                       |
|              | -   Special military leave; and                       |
|              |                                                       |
|              | -   Military leave for parades and encampments.       |
+--------------+-------------------------------------------------------+

  --------------- -------------------------------------------------------
  *Military Leave After military leave is exhausted, *annual leave or
  Exhausted*      leave without pay* must be granted to reservists and
                  National Guard members for military duties.

  --------------- -------------------------------------------------------

**MILITARY LEAVE**

+--------------+-------------------------------------------------------+
| *Regular     | -   ***[Regular military leave]{.underline}*** is     |
| Military     |     used for active duty or active duty for training. |
| Leave*       |                                                       |
|              | -   Full-time employees are entitled to 15 [calendar  |
| > ![         |     days]{.underline} of regular military leave in a  |
| ](media/imag |     [fiscal year]{.underline}. A fiscal year runs     |
| e2.wmf){widt |     from October 1 to September 30.                   |
| h="0.7430555 |                                                       |
| 555555556in" | -   For part-time employees, the regular military     |
| > height=    |     leave entitlement is prorated by multiplying the  |
| "0.308333333 |     scheduled number of hours in the employee\'s work |
| 33333335in"} |     week by 15 (the maximum number of days per year), |
| >            |     and then dividing that number by 40 (the number   |
| > 27         |     of hours in a regular work week). For example, an |
|              |     employee who works 32 hours a week is entitled to |
|              |     12 days of regular military leave per fiscal year |
|              |     (i.e. 32 times 15 = 480, divided by 40 = 12).     |
|              |                                                       |
|              | -   For members of the National Guard, the active     |
|              |     duty or active duty for training must be for the  |
|              |     Federal Government and not just for the State.    |
|              |                                                       |
|              | -   Leave is charged only for hours the employee      |
|              |     otherwise would have worked. An employee no       |
|              |     longer "loses leave" on weekends and other        |
|              |     non-workdays and will be paid his or her full     |
|              |     civilian pay for all 120 hours.                   |
|              |                                                       |
|              | -   Employees may use up to 30 days of regular        |
|              |     military leave (if available) in any fiscal year, |
|              |     during one or more periods of military duty       |
|              |     during the fiscal year.                           |
|              |                                                       |
|              | -   A maximum of 15 days (or prorated earnings for    |
|              |     part-time employees) of unused regular military   |
|              |     leave may be carried over from one fiscal year to |
|              |     the next.                                         |
|              |                                                       |
|              | -   Employees may use the full 15 days at the         |
|              |     beginning of the fiscal year, even if the maximum |
|              |     of 30 days of military leave had been used during |
|              |     the prior fiscal year, and even if the military   |
|              |     service is continuous.                            |
+--------------+-------------------------------------------------------+

**MILITARY LEAVE**

+--------------+-------------------------------------------------------+
| *Special     | ***[Special military leave]{.underline}*** is used    |
| Military     | for the purpose of providing military aid to enforce  |
| Leave*       | the law or for the purpose of providing assistance to |
|              | civil authorities in the protection or saving of life |
| > ![         | or property or the prevention of injury, (i.e.,       |
| ](media/imag | riots, severe weather, and natural disasters).        |
| e2.wmf){widt |                                                       |
| h="0.7430555 | -   Maximum entitlement shall not exceed 22 [work     |
| 555555556in" |     days]{.underline} (176 hours) per [calendar       |
| > height=    |     year]{.underline}.                                |
| "0.308333333 |                                                       |
| 33333335in"} | -   Leave is charged in the same increments as annual |
| >            |     and sick leave.                                   |
| > 28         |                                                       |
|              | -   Special military leave may be used in addition to |
|              |     regular military leave.                           |
|              |                                                       |
|              | -   Unused portions of 22 work days may               |
|              |     [not]{.underline} be carried over to the next     |
|              |     calendar year.                                    |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Military    | ***[Military leave for parades and                    |
| Leave for    | encampments]{.underline}*** is used by members of the |
| Parades and  | National Guard of the District of Columbia (D.C.) for |
| Encampments* | all days of a parade or encampment ordered.           |
|              |                                                       |
| > ![         | -   Leave is charged in increments of one day.        |
| ](media/imag |                                                       |
| e2.wmf){widt | -   Entitlement is unlimited.                         |
| h="0.7430555 |                                                       |
| 555555556in" | -   Military leave for parades and encampments may be |
| > height=    |     used in addition to regular military leave and    |
| "0.308333333 |     special military leave.                           |
| 33333335in"} |                                                       |
| >            | -   Leave is not subject to carryover.                |
| > 29         |                                                       |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Leave       | ***[Leave without pay - military]{.underline}***      |
| Without      | leave is a long-term absence and is unpaid. When an   |
| Pay -        | employee leaves a regular government job for          |
| Military*    | full-time service in the Armed Forces, he or she goes |
|              | on LWOP - Military, *not* military leave. This        |
| > ![         | requires a personnel action.                          |
| ](media/imag |                                                       |
| e2.wmf){widt |                                                       |
| h="0.7430555 |                                                       |
| 555555556in" |                                                       |
| > height=    |                                                       |
| "0.308333333 |                                                       |
| 33333335in"} |                                                       |
| >            |                                                       |
| > 30         |                                                       |
+--------------+-------------------------------------------------------+

**MILITARY LEAVE**

+---+-----------+---+------------------+---------------+----------------+---+
| * |           | U |                  |               |                |   |
| T |           | s |                  |               |                |   |
| a |           | e |                  |               |                |   |
| b |           | t |                  |               |                |   |
| l |           | h |                  |               |                |   |
| e |           | e |                  |               |                |   |
| * |           | f |                  |               |                |   |
|   |           | o |                  |               |                |   |
|   |           | l |                  |               |                |   |
|   |           | l |                  |               |                |   |
|   |           | o |                  |               |                |   |
|   |           | w |                  |               |                |   |
|   |           | i |                  |               |                |   |
|   |           | n |                  |               |                |   |
|   |           | g |                  |               |                |   |
|   |           | t |                  |               |                |   |
|   |           | a |                  |               |                |   |
|   |           | b |                  |               |                |   |
|   |           | l |                  |               |                |   |
|   |           | e |                  |               |                |   |
|   |           | a |                  |               |                |   |
|   |           | s |                  |               |                |   |
|   |           | a |                  |               |                |   |
|   |           | q |                  |               |                |   |
|   |           | u |                  |               |                |   |
|   |           | i |                  |               |                |   |
|   |           | c |                  |               |                |   |
|   |           | k |                  |               |                |   |
|   |           | r |                  |               |                |   |
|   |           | e |                  |               |                |   |
|   |           | f |                  |               |                |   |
|   |           | e |                  |               |                |   |
|   |           | r |                  |               |                |   |
|   |           | e |                  |               |                |   |
|   |           | n |                  |               |                |   |
|   |           | c |                  |               |                |   |
|   |           | e |                  |               |                |   |
|   |           | f |                  |               |                |   |
|   |           | o |                  |               |                |   |
|   |           | r |                  |               |                |   |
|   |           | m |                  |               |                |   |
|   |           | i |                  |               |                |   |
|   |           | l |                  |               |                |   |
|   |           | i |                  |               |                |   |
|   |           | t |                  |               |                |   |
|   |           | a |                  |               |                |   |
|   |           | r |                  |               |                |   |
|   |           | y |                  |               |                |   |
|   |           | l |                  |               |                |   |
|   |           | e |                  |               |                |   |
|   |           | a |                  |               |                |   |
|   |           | v |                  |               |                |   |
|   |           | e |                  |               |                |   |
|   |           | d |                  |               |                |   |
|   |           | e |                  |               |                |   |
|   |           | t |                  |               |                |   |
|   |           | a |                  |               |                |   |
|   |           | i |                  |               |                |   |
|   |           | l |                  |               |                |   |
|   |           | s |                  |               |                |   |
|   |           | . |                  |               |                |   |
+---+-----------+---+------------------+---------------+----------------+---+
|   |           |   | **REGULAR        | **SPECIAL     | **MILITARY     |   |
|   |           |   | MILITARY LEAVE** | MILITARY      | LEAVE FOR      |   |
|   |           |   |                  | LEAVE**       | PARADES AND    |   |
|   |           |   |                  |               | ENCAMPMENTS**  |   |
+---+-----------+---+------------------+---------------+----------------+---+
|   | EL        |   | Member of        | Member of     | Members of the |   |
|   | IGIBILITY |   | National Guard   | National      | National Guard |   |
|   |           |   | or Armed Forces  | Guard or      | of the         |   |
|   |           |   | Reserves         | Armed Forces  | District of    |   |
|   |           |   |                  | Reserves      | Columbia (DC)  |   |
+---+-----------+---+------------------+---------------+----------------+---+
|   | ACCRUAL   |   | [Full-Time       | 22 workdays   | Unlimited.     |   |
|   | RATES     |   | Employe          | (176 hours)   |                |   |
|   |           |   | es]{.underline}: | per calendar  |                |   |
|   |           |   | 15 calendar days | year.         |                |   |
|   |           |   | per fiscal year  |               |                |   |
|   |           |   | (October 1 to    | May be used   |                |   |
|   |           |   | September 30).   | in addition   |                |   |
|   |           |   |                  | to regular    |                |   |
|   |           |   | [Part-Time       | military      |                |   |
|   |           |   | Employe          | leave.        |                |   |
|   |           |   | es]{.underline}: |               |                |   |
|   |           |   | prorated based   |               |                |   |
|   |           |   | upon tour.       |               |                |   |
+---+-----------+---+------------------+---------------+----------------+---+
|   | CHARGES   |   | Increments of 1  | In the same   | Increments of  |   |
|   | TO LEAVE  |   | day              | increments as | 1 day          |   |
|   |           |   |                  | annual and    |                |   |
|   |           |   | (1 day = number  | sick leave    | (1 day =       |   |
|   |           |   | of hours in      | (charged as   | number of      |   |
|   |           |   | daily tour).     | it is used).  | hours in daily |   |
|   |           |   |                  |               | tour).         |   |
+---+-----------+---+------------------+---------------+----------------+---+
|   | C         |   | 15 days maximum  | No carryover  | N/A            |   |
|   | ARRY-OVER |   | carry-over (or   | allowed.      |                |   |
|   | P         |   | prorated         |               |                |   |
|   | ROVISIONS |   | earnings for     |               |                |   |
|   |           |   | part-time        |               |                |   |
|   |           |   | employees) to    |               |                |   |
|   |           |   | next fiscal      |               |                |   |
|   |           |   | year.            |               |                |   |
|   |           |   |                  |               |                |   |
|   |           |   | Employee may     |               |                |   |
|   |           |   | accumulate 30 -  |               |                |   |
|   |           |   | 45 days at one   |               |                |   |
|   |           |   | time, if the     |               |                |   |
|   |           |   | period of        |               |                |   |
|   |           |   | service extends  |               |                |   |
|   |           |   | into a new       |               |                |   |
|   |           |   | fiscal year.     |               |                |   |
+---+-----------+---+------------------+---------------+----------------+---+
|   | PURPOSE   |   | Active duty or   | Provide       | For parades    |   |
|   |           |   | active duty for  | military aid  | and            |   |
|   |           |   | training (Must   | to enforce    | encampments    |   |
|   |           |   | be service for   | the law or    | (i.e., on      |   |
|   |           |   | the Federal      | assist civil  | standby in     |   |
|   |           |   | Government and   | authorities   | anticipation   |   |
|   |           |   | not just for the | in the        | of civil       |   |
|   |           |   | State).          | protection or | disorder) in   |   |
|   |           |   |                  | saving of     | the District   |   |
|   |           |   |                  | life or       | of Columbia.   |   |
|   |           |   |                  | property or   |                |   |
|   |           |   |                  | the           |                |   |
|   |           |   |                  | prevention of |                |   |
|   |           |   |                  | injury        |                |   |
|   |           |   |                  | (riots,       |                |   |
|   |           |   |                  | severe        |                |   |
|   |           |   |                  | weather,      |                |   |
|   |           |   |                  | natural       |                |   |
|   |           |   |                  | disasters,    |                |   |
|   |           |   |                  | etc.).        |                |   |
+---+-----------+---+------------------+---------------+----------------+---+
|   | RES       |   | Employees on     | Same as for   | Same as for    |   |
|   | TRICTIONS |   | intermittent and | regular       | regular        |   |
|   |           |   | temporary        | military      | military       |   |
|   |           |   | appointments of  | leave.        | leave.         |   |
|   |           |   | less than one    |               |                |   |
|   |           |   | year are not     |               |                |   |
|   |           |   | eligible.        |               |                |   |
+---+-----------+---+------------------+---------------+----------------+---+

**EXCUSED ABSENCES**

+--------------+-------------------------------------------------------+
| *I           | Administrative leave is excused absence from duty,    |
| ntroduction* | administratively authorized, without loss of pay and  |
|              | without charge to leave. It is also referred to as    |
|              | *administrative leave*. Excused leave is not earned.  |
|              | It is granted at the discretion of the OPDIV, or the  |
|              | official with the delegated authority, for reasonable |
|              | periods of time for a variety of special situations.  |
|              |                                                       |
|              | Check with your OPDIV for supervisory limits and      |
|              | delegated authorities on granting excused absences.   |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Excused     | Situations where excused absence may be authorized    |
| Absences     | include, but are not limited to, the following:       |
| Situations*  |                                                       |
|              | -   Attendance at administrative hearings;            |
|              |                                                       |
|              | -   Blood donations;                                  |
|              |                                                       |
|              | -   Holidays for part-time employees (See Chapter     |
|              |     11.);                                             |
|              |                                                       |
|              | -   Medical examinations or treatments in connection  |
|              |     with an application for disability retirement     |
|              |     initiated by the Department, or for absence on    |
|              |     the day of an on-the-job injury;                  |
|              |                                                       |
|              | -   Registration for military service;                |
|              |                                                       |
|              | -   Participation in civil defense activities;        |
|              |                                                       |
|              | -   Voting and registration;                          |
|              |                                                       |
|              | -   Job interviews and other out-placement activities |
|              |     when it is determined that it is in the           |
|              |     Department\'s interest (Downsizing is the most    |
|              |     common example.); or                              |
|              |                                                       |
|              | -   Inclement weather or closure of work place. (See  |
|              |     Chapter 8.)                                       |
+--------------+-------------------------------------------------------+

  --------------- -------------------------------------------------------
  *Bone-Marrow or In addition to annual and sick leave, employees who
  Organ Donors*   serve as bone-marrow or organ/tissue donors are
                  entitled to a maximum of 30 days of excused absence for
                  these purposes.

  --------------- -------------------------------------------------------

**EXCUSED ABSENCES**

+--------------+-------------------------------------------------------+
| *Caution -   | Official time is **not** excused absence, but there   |
| Official     | may be situations where an employee is authorized to  |
| Time*        | use official time to perform activities other than    |
|              | his/her normal duties. The distinction can be very    |
|              | important because, for example, an employee injured   |
|              | while on excused absence may not be entitled to       |
|              | benefits under the Federal Employees\' Compensation   |
|              | Act (FECA), while an employee injured while on        |
|              | official time may be covered.                         |
|              |                                                       |
|              | Official time is included on the employee\'s record   |
|              | as regular hours worked and is **not** entered as     |
|              | administrative leave.                                 |
|              |                                                       |
|              | Examples of situations where supervisors may          |
|              | authorize official time include, but are not limited  |
|              | to, the following:                                    |
|              |                                                       |
|              | -   For an employee serving as a labor organization   |
|              |     representative. Must be properly documented and   |
|              |     approved. See applicable negotiated agreements;   |
|              |                                                       |
|              | -   For an employee meeting with an equal opportunity |
|              |     counselor or an employee assistance staff for     |
|              |     counseling; or                                    |
|              |                                                       |
|              | -   For employees to participate in fitness           |
|              |     activities to help them meet job-related medical  |
|              |     standards or physical requirements.               |
+--------------+-------------------------------------------------------+

**EXCUSED ABSENCES - Court Leave**

+--------------+-------------------------------------------------------+
| *Court       | Court leave is the authorized absence of an employee  |
| Leave*       | from official duty for attendance at court and other  |
|              | judicial proceedings, either as a juror or, in        |
| > ![         | certain circumstances as a witness, without charge to |
| ](media/imag | other leave or loss of pay.                           |
| e2.wmf){widt |                                                       |
| h="0.7430555 | Court leave is granted to permanent and temporary     |
| 555555556in" | employees, both full-time and part-time, for serving  |
| > height=    | in a *nonofficial* capacity for:                      |
| "0.308333333 |                                                       |
| 33333335in"} | a\. Jury duty with a Federal, District of Columbia,   |
| >            | State or local court;                                 |
| > 31         |                                                       |
|              | b\. Witness duty on behalf of a State or local        |
|              | government; or                                        |
|              |                                                       |
|              | c\. Witness duty on behalf of a private party when    |
|              | the Federal or District of Columbia government, or    |
|              | State or local government, is a party to the judicial |
|              | proceeding.                                           |
|              |                                                       |
|              | *Intermittent* employees may *not* be granted court   |
|              | leave.                                                |
|              |                                                       |
|              | Employees on *leave without pay* may *not* be granted |
|              | court leave.                                          |
|              |                                                       |
|              | A night shift employee who is eligible for court      |
|              | leave and who is in court during the day is granted   |
|              | court leave for the night shift. The employee is      |
|              | entitled to the night shift differential.             |
|              |                                                       |
|              | When an employee is required to serve on a jury or as |
|              | a witness while on annual leave, the leave-approving  |
|              | official **must** substitute court leave if the       |
|              | employee is eligible.                                 |
|              |                                                       |
|              | Court leave is granted only for the days, or portions |
|              | of days, of an employee\'s scheduled tour of duty on  |
|              | which the employee performs court service.            |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Jury Duty*  | It is Department policy to request exemption of an    |
|              | employee from jury duty only in those rare cases      |
| > ![         | where the employee\'s absence would seriously         |
| ](media/imag | handicap the work of the Department. In such cases,   |
| e2.wmf){widt | the supervisor should prepare a written statement     |
| h="0.7430555 | which clearly relates how the work of the Department  |
| 555555556in" | would be adversely affected and request exemption     |
| > height=    | from the appropriate court authority. Employees may   |
| "0.308333333 | request exemptions for compelling personal reasons on |
| 33333335in"} | their own initiative.                                 |
| >            |                                                       |
| > 32         |                                                       |
+--------------+-------------------------------------------------------+

**EXCUSED ABSENCES - Court Leave**

+--------------+-------------------------------------------------------+
| *Jury Duty   | When excused from jury duty for a day or a part of a  |
| (cont.)*     | day, an employee must return to work if dismissed     |
|              | early enough to return more than 2 hours before the   |
| > ![         | tour of duty is over. The official authorized to      |
| ](media/imag | grant court leave may continue the employee on court  |
| e2.wmf){widt | leave for the rest of the day in such cases only if   |
| h="0.7430555 | the official determines that return to work would     |
| 555555556in" | constitute a hardship for the employee.               |
| > height=    |                                                       |
| "0.308333333 |                                                       |
| 33333335in"} |                                                       |
| >            |                                                       |
| > 33         |                                                       |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Witness     | Attendance at judicial proceedings as a witness in an |
| Duty*        | official capacity is considered official duty and no  |
|              | leave of any kind is charged. If an employee is       |
| > ![         | summoned by the court or authority, or assigned by    |
| ](media/imag | the Department, to testify in a nonofficial capacity  |
| e2.wmf){widt | on behalf of the United States government or that of  |
| h="0.7430555 | the District of Columbia, it is considered official   |
| 555555556in" | duty. Travel expenses for court attendance may be     |
| > height=    | authorized in situations where the employee is        |
| "0.308333333 | considered to be performing official duty.            |
| 33333335in"} |                                                       |
| >            | Court leave may be granted to an employee who is      |
| > 34         | testifying in a nonofficial capacity on behalf of a   |
|              | State or local government.                            |
|              |                                                       |
|              | Court leave may be granted to an employee who is      |
|              | testifying in a nonofficial capacity on behalf of a   |
|              | private party when the United States or District of   |
|              | Columbia Government or a State or local government is |
|              | a party to the proceeding.                            |
|              |                                                       |
|              | Court leave may **not** be granted to an employee who |
|              | appears as a witness on his/her own behalf if such a  |
|              | suit is filed by that employee or if the employee is  |
|              | the defendant in the suit. For absences for this      |
|              | purpose, the employee may request annual leave or     |
|              | leave without pay.                                    |
|              |                                                       |
|              | Court leave may **not** be granted to an employee who |
|              | is testifying in a nonofficial capacity in a court    |
|              | suit between private individuals or companies. He/she |
|              | may request annual leave or leave without pay.        |
+--------------+-------------------------------------------------------+

  --------------- -------------------------------------------------------
  *Subpoena,      An employee who is called for court service, either as
  Court Order, or a witness or juror, must present the court order,
  Summons*        subpoena, or summons to the leave-approving official. A
                  copy of the order, subpoena, or summons must be
                  maintained in the time and attendance file for six
                  years.

  --------------- -------------------------------------------------------

**EXCUSED ABSENCES - Court Leave**

+--------------+-------------------------------------------------------+
| *Certificate | On return to duty after court leave, the employee     |
| of           | must submit written evidence of court attendance,     |
| Attendance*  | such as a marshall\'s statement or a certificate of   |
|              | attendance from the court, to the leave-approving     |
|              | official. A copy of the evidence of court attendance  |
|              | must be maintained in the time and attendance file    |
|              | for six years.                                        |
+--------------+-------------------------------------------------------+
| *Fees and    | *Fees* received for jury duty or witness service      |
| Expense      | cannot be retained by the employee when court leave   |
| Money*       | is granted, or when an employee is on official duty.  |
|              | The employee should accept such fees and submit them  |
| > ![         | to the appropriate HHS finance office.                |
| ](media/imag |                                                       |
| e2.wmf){widt | *Fees* received may be retained if they are for       |
| h="0.7430555 | service outside the regular tour of duty or on a      |
| 555555556in" | non-workday or holiday. Fees may also be retained if  |
| > height=    | they are for service as a nonofficial witness in a    |
| "0.308333333 | court suit between private individuals or companies,  |
| 33333335in"} | since the employee is not on court leave or official  |
| >            | duty in such a situation.                             |
| > 35         |                                                       |
|              | *Expense Money* - Not all monies received for jury or |
|              | witness service are classified as fees. Some          |
|              | government entities provide \"expense money\" which   |
|              | is considered reimbursement for expenses incurred     |
|              | while serving as a juror or witness. Expense money    |
|              | received may be retained by the employee.             |
+--------------+-------------------------------------------------------+

**EXCUSED ABSENCES - Court Leave**

  --------- ------------- ---------------- ----------------------- ----------------
  *Table*                 Use the                                  
                          following table                          
                          as a quick                               
                          reference for                            
                          using and/or                             
                          approving court                          
                          leave:                                   

            IF THE                         THEN THE EMPLOYEE IS    
            EMPLOYEE                       ON\...                  
            IS\...                                                 

            On jury duty                   Court leave             

            A witness in                   Official duty           
            any official                                           
            capacity                                               

            A witness on                   Official duty           
            behalf of the                                          
            U.S. or D.C.                                           
            government,                                            
            either                                                 
            official or                                            
            nonofficial                                            

            A witness on                   Court leave             
            behalf of a                                            
            state or                                               
            local                                                  
            government,                                            
            in a                                                   
            nonofficial                                            
            capacity                                               

            A witness on                   Court leave             
            behalf of a                                            
            private party                                          
            when the                                               
            U.S., D.C.,                                            
            state, or                                              
            local                                                  
            government is                                          
            a party in                                             
            the suit                                               

            A witness on                   Annual leave or leave   
            behalf of a                    without pay             
            private party                                          
            when the                                               
            U.S., D.C. or                                          
            state                                                  
            government is                                          
            *not* a party                                          
            in the suit                                            

            A witness on                   Annual leave or leave   
            his/her own                    without pay             
            behalf in a                                            
            court suit                                             
            filed by the                                           
            employee, or                                           
            when the                                               
            employee is                                            
            the defendant                                          

            A court suit                   Annual leave or leave   
            between                        without pay             
            private                                                
            individuals                                            
            or companies                                           
  --------- ------------- ---------------- ----------------------- ----------------

  --------------- -------------------------------------------------------
                  **Reminder:** Intermittent employees and employees on
                  leave without pay may *not* be granted court leave.

  --------------- -------------------------------------------------------

**EXCUSED ABSENCES - Funeral**

+--------------+-------------------------------------------------------+
| *Funeral     | *Funeral Leave* is excused absence (administrative    |
| Leave*       | leave) which may be granted to employees to make      |
|              | arrangements for, or to attend a funeral or memorial  |
|              | service for:                                          |
|              |                                                       |
|              | -   An immediate family member who was an active      |
|              |     member of the **Armed Forces** whose death        |
|              |     resulted from wounds, disease, or injury incurred |
|              |     while in a combat zone.                           |
|              |                                                       |
|              | The maximum excused absence which may be granted for  |
|              | funeral leave in the above instance is **three        |
|              | workdays** per occurrence.                            |
|              |                                                       |
|              | Excused absence for funeral leave may also be granted |
|              | to a veteran to enable him/her to participate in a    |
|              | military funeral as an active pallbearer or as a      |
|              | member of a firing squad or guard of honor. The       |
|              | maximum excused absence allowed in this instance may  |
|              | not exceed **four hours** in any one day.             |
|              |                                                       |
|              | *In all other cases, annual leave or leave without    |
|              | pay may be granted for funeral leave.*                |
|              |                                                       |
|              | Within certain limitations under the Family Friendly  |
|              | Leave Act, sick leave may also be granted for         |
|              | funerals. See the Sick Leave section for these        |
|              | limitations.                                          |
|              |                                                       |
|              | Proof that the employee is entitled to excused        |
|              | absence for funeral leave may also be required.       |
|              |                                                       |
|              | **Note:** There is no *annual* limit on the amount of |
|              | funeral leave used.                                   |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Funerals    | Federal law enforcement officers or Federal           |
| -Federal Law | firefighters may be excused from duty to attend the   |
| Enforcement  | funeral of a fellow Federal law enforcement officer   |
| Officers and | or Federal firefighter who was killed in the line of  |
| F            | duty.                                                 |
| irefighters* |                                                       |
|              | Attendance at such a service is considered official   |
|              | duty and is, therefore, recorded as regular hours.    |
+--------------+-------------------------------------------------------+

**EXCUSED ABSENCES - Home Leave**

+--------------+-------------------------------------------------------+
| *I           | *Home leave* is a special category of leave which is  |
| ntroduction* | earned by employees who serve abroad, in addition to  |
|              | annual leave, and is for use in the United States, in |
|              | the Commonwealth of Puerto Rico, or in the            |
|              | territories or possessions of the United States.      |
|              |                                                       |
|              | Service abroad is service on and after September 6,   |
|              | 1960, at a post of duty outside the United States and |
|              | outside the employee\'s place of residence, if his    |
|              | place of residence is in the Commonwealth of Puerto   |
|              | Rico or a territory or possession of the United       |
|              | States.                                               |
|              |                                                       |
|              | **Note:** Service abroad begins on the date of the    |
|              | employee\'s arrival at a post of duty outside the     |
|              | U.S., or on the date of his entrance on duty when     |
|              | recruited abroad. It ends on the date of the          |
|              | employee\'s departure from the post, or on the date   |
|              | of his separation from duty when separated abroad.    |
|              |                                                       |
|              | Overseas employees eligible to accumulate up to 45    |
|              | days of annual leave are entitled to earn home leave. |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Rules*      | To use home leave, employees must meet the following  |
|              | conditions:                                           |
| > ![         |                                                       |
| ](media/imag | -   Employee must have completed a basic service      |
| e2.wmf){widt |     period of 24 months of continuous service abroad; |
| h="0.7430555 |                                                       |
| 555555556in" | -   Employee must return to duty abroad;              |
| > height=    |                                                       |
| "0.308333333 | -   Home leave must be used within the U.S., the      |
| 33333335in"} |     Commonwealth of Puerto Rico, or a territory or    |
| >            |     possession of the U.S.; and                       |
| > 36         |                                                       |
|              | -   Home leave must be used during an employee\'s     |
|              |     period of service abroad, or within a reasonable  |
|              |     period after his return from service abroad when  |
|              |     it is contemplated that he will return to service |
|              |     abroad immediately or on completion of an         |
|              |     assignment in the U.S.                            |
|              |                                                       |
|              | Home leave *may not* be used as terminal leave (leave |
|              | granted immediately prior to separation from Federal  |
|              | service).                                             |
|              |                                                       |
|              | Unused home leave is *not* included in lump-sum leave |
|              | payments.                                             |
+--------------+-------------------------------------------------------+

**EXCUSED ABSENCES - Home Leave**

  --------------- -------------------------------------------------------
  *Using Home     Home leave is used in increments of 1 day. A full day
  Leave*          is subtracted from the home leave balance for each day,
                  or portion of a day, that an employee is absent.

  --------------- -------------------------------------------------------

+--------------+-------------------------------------------------------+
| *Earning     | Home leave is earned in increments of 1 day. *For     |
| Rate*        | each 12 months of service*, employees earn home leave |
|              | at the following rates:                               |
| > ![         |                                                       |
| ](media/imag | An employee who accepts an appointment to, or         |
| e2.wmf){widt | occupies, a position which requires that the          |
| h="0.7430555 | incumbent accept assignments anywhere in the world as |
| 555555556in" | the needs of the agency dictate - 15 days.            |
| > height=    |                                                       |
| "0.308333333 | Service with a U.S. mission to a public international |
| 33333335in"} | organization - 15 days.                               |
| >            |                                                       |
| > 37         | Service at a post with a differential (not tropical)  |
|              | of 20 percent or more - 15 days.                      |
|              |                                                       |
|              | Service at a post with a differential (not tropical)  |
|              | of 10 to 19 percent - 10 days.                        |
|              |                                                       |
|              | All other overseas employees - 5 days.                |
+--------------+-------------------------------------------------------+

**EXCUSED ABSENCES - Time-Off Award**

  --------------- -------------------------------------------------------
  *Time-Off       A *time-off award* is an incentive award granted to an
  Award*          employee that allows an excused absence from duty
                  without charge to leave or loss of pay. These awards
                  are granted to employees in recognition of a
                  contribution to the quality, efficiency, or economy of
                  Government operations.

  --------------- -------------------------------------------------------

+--------------+-------------------------------------------------------+
| *Granting    | OPDIVs may authorize supervisors to grant time-off    |
| Time Off*    | awards without further review or approval for periods |
|              | not to exceed 1 workday.                              |
| > ![         |                                                       |
| ](media/imag | Each determination to grant a time-off award for      |
| e2.wmf){widt | periods of more than 1 workday, including the amount  |
| h="0.7430555 | of such an award, shall be reviewed and approved by   |
| 555555556in" | an official who is at a higher level than the         |
| > height=    | official who made the initial decision (unless there  |
| "0.308333333 | is no higher level official).                         |
| 33333335in"} |                                                       |
| >            | Check with your OPDIV for policies and limitations    |
| > 38         | concerning time-off awards.                           |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *SF-50*      | When an employee receives a time-off award, a         |
|              | Personnel Action (SF-50) authorizing the employee\'s  |
|              | entitlement to the Time Off Award will be processed,  |
|              | stating the number of time-off leave hours granted.   |
|              |                                                       |
|              | The employee must provide a copy of the SF-50 to the  |
|              | timekeeper as supporting documentation for any        |
|              | time-off leave hours used.                            |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Using       | To use time-off leave, employees follow the usual     |
| Time-Off     | procedures established by the OPDIV, using the SF-71  |
| Leave*       | or other documentation as determined by the OPDIV to  |
|              | request leave.                                        |
|              |                                                       |
|              | Timekeepers must record the use of time-off leave and |
|              | maintain the balance to ensure that the number of     |
|              | hours used equals the number specified on the SF-50.  |
+--------------+-------------------------------------------------------+

  --------------- -------------------------------------------------------
  *Unused Time-   There is no time limit for using time-off-award leave.
  Off Leave*      However, if an employee separates, transfers, or
                  retires without using the time-off leave, it will be
                  lost. The law prohibits converting time-off leave to a
                  cash payment under any circumstances.

  --------------- -------------------------------------------------------

**FAMILY AND MEDICAL LEAVE ACT**

+--------------+-------------------------------------------------------+
| *Family and  | To be eligible for leave under the FMLA, full-time or |
| Medical      | part-time employees must have completed at least      |
| Leave Act*   | 12-months of service (not required to be 12 recent or |
|              | consecutive months).                                  |
| > ![         |                                                       |
| ](media/imag | In addition to other leave to which employees may be  |
| e2.wmf){widt | entitled, the Family and Medical Leave Act (FMLA)     |
| h="0.7430555 | provides full-time Federal employees with a total of  |
| 555555556in" | 12 administrative workweeks of unpaid leave during    |
| > height=    | any 12-month period for:                              |
| "0.308333333 |                                                       |
| 33333335in"} | -   the birth of a son or daughter of the employee    |
| >            |     and care of the newborn;                          |
| > 39         |                                                       |
|              | -   the placement of a son or daughter with the       |
|              |     employee for adoption or foster care;             |
|              |                                                       |
|              | -   the care of a spouse, son, daughter, or parent of |
|              |     the employee with a serious health condition; or  |
|              |                                                       |
|              | -   a serious health condition of the employee that   |
|              |     makes the                                         |
|              |                                                       |
|              | > employee unable to perform any one or more of the   |
|              | > essential functions of his or her position.         |
|              |                                                       |
|              | If agreed to by the employee and the OPDIV, **and**   |
|              | when medically necessary, leave may be used           |
|              | intermittently or at a reduced schedule. Supporting   |
|              | medical certification may be required.                |
|              |                                                       |
|              | Leave entitlement for part-time employees equals 12   |
|              | times the average number of hours in an employee\'s   |
|              | regularly scheduled workweek. (If the number of hours |
|              | varies from week to week, a weekly average of the     |
|              | hours scheduled over the 12 weeks prior to the date   |
|              | leave commences shall be used as the basis for this   |
|              | calculation.)                                         |
|              |                                                       |
|              | **Example:** A part-time employee works 30 hours per  |
|              | week, 60 hours per pay period. Entitlement would be   |
|              | twelve 30-hour weeks of unpaid leave during any       |
|              | 12-month period under FMLA.                           |
+--------------+-------------------------------------------------------+
|              |                                                       |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Invoking    | Employees must invoke their entitlement to FMLA       |
| FMLA*        | leave. Leave must be requested in writing, stating    |
|              | that the leave is for use under FMLA.                 |
|              |                                                       |
|              | Employees *may not* invoke entitlement to FMLA leave  |
|              | retroactively for any previous absence from work.     |
+--------------+-------------------------------------------------------+

**FAMILY AND MEDICAL LEAVE ACT**

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

+--------------+-------------------------------------------------------+
| ***Expanded  | Allows Federal employees 24 hours of unpaid leave     |
| FMLA         | during any 12 month period to fulfill certain family  |
| Policies***  | obligations.                                          |
|              |                                                       |
|              | Federal employees may schedule and be granted up to   |
|              | 24 hours of leave without pay each year for the       |
|              | following activities:                                 |
|              |                                                       |
|              | a.  **School and Early Childhood Educational          |
|              |     Activities --** to allow employees to participate |
|              |     in school activities directly related to the      |
|              |     educational advancement of a child. This would    |
|              |     include parent-teacher conferences or meetings    |
|              |     with child-care providers, interviewing for a new |
|              |     school or child-care facility, or participating   |
|              |     in volunteer activities supporting the child's    |
|              |     educational advancement. In this "school" refers  |
|              |     to an elementary school, secondary school, Head   |
|              |     Start program, or a child-care facility.          |
|              |                                                       |
|              | b.  **Routine Family Medical Purposes** --to allow    |
|              |     parent to accompany children to routine medical   |
|              |     or dental appointment, such as annual checkups or |
|              |     vaccinations. Although these activities are not   |
|              |     currently not covered by FLMA, the Family         |
|              |     Friendly Leave Act (FFLA) does permit employees   |
|              |     to use up to 13 days of sick leave each year for  |
|              |     such purposes. Agencies should assure that        |
|              |     employees are able to use up to 24 hours of leave |
|              |     without pay each year for these purposes in cases |
|              |     when no additional sick leave is available to     |
|              |     employees.                                        |
|              |                                                       |
|              | c.  **Elderly Relatives' Health or Care Needs** -- to |
|              |     allow employees to accompany an elderly relative  |
|              |     to routine medical or dental appointment or other |
|              |     professional services related to care of the      |
|              |     elderly relative, such as making arrangements for |
|              |     housing, meals, phones, banking services, and     |
|              |     other similar activities. Although Federal        |
|              |     employees can use unpaid leave or sick leave for  |
|              |     certain of these activities under FMLA or FFLA,   |
|              |     such as caring for a parent with a serious health |
|              |     conditions, agencies should ensure employees can  |
|              |     use up to 24 hours of unpaid time off each year   |
|              |     for this broader range of activities related to   |
|              |     elderly relatives' health or care needs.          |
|              |                                                       |
|              | Federal employees can schedule and receive up to 24   |
|              | hours away from the job each year for these family    |
|              | and medical circumstances.                            |
+--------------+-------------------------------------------------------+

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

**FAMILY AND MEDICAL LEAVE ACT**

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

+--------------+-------------------------------------------------------+
| ***F         | Section 585(B) amends Family and Medical Leave Act    |
| MLA-Military | (FMLA) provisions in 5 USC 6381- 6383(applicable to   |
| Family       | federal employees) to provide military family leave   |
| Leave***     | entitlements for a Federal employee who (1) is the    |
|              | spouse, son, daughter, parent, or next of kin         |
|              | (defined as the nearest blood relative) of a covered  |
|              | servicemember with a serious injury or illness and    |
|              | (2) provides care for such servicemember.             |
|              |                                                       |
|              | -   The serious illness or injury must have been      |
|              |     incurred by the covered servicemember in the line |
|              |     of duty while on active duty in the Armed Forces. |
|              |                                                       |
|              | -   Covered family members are entitled to up to 26   |
|              |     weeks of FMLA leave during a single 12-month      |
|              |     period to care for the servicemember (hereafter   |
|              |     referred to as "military family leave").          |
|              |                                                       |
|              | -   During the single 12-month period, the employee   |
|              |     is entitled to a combined total of 2 6 weeks of   |
|              |     regular FMLA leave and military family leave. For |
|              |     example, if during the single 12-month period an  |
|              |     employee wants to take 6 weeks of regular FMLA    |
|              |     leave for the birth of a child, as well as        |
|              |     military family leave for care of servicemember,  |
|              |     the 6 weeks regular FMLA leave would be           |
|              |     subtracted from the combined entitlement of 26    |
|              |     weeks, leaving the employee 20 weeks of military  |
|              |     family leave for care of servicemember.           |
|              |                                                       |
|              | -   The use of this military family leave in a single |
|              |     12-month period does not limit the use of regular |
|              |     FMLA leave during any other 12-month period. For  |
|              |     example, if an employee uses 26 weeks of military |
|              |     family leave during a single 12-month period but  |
|              |     has not used any regular FLMA leave during that   |
|              |     period, the employee would be entitled to uses up |
|              |     to 12 weeks of regular FMLA leave immediately     |
|              |     following the single 12-month period.             |
|              |                                                       |
|              | -   Similar to regular FMLA leave, military family    |
|              |     leave is unpaid leave for which an employee may   |
|              |     substitute any accumulated annual or sick leave.  |
|              |     The normal leave year limitations on the use of   |
|              |     sick leave to care for a family member do not     |
|              |     apply.                                            |
+--------------+-------------------------------------------------------+

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

**FAMILY AND MEDICAL LEAVE ACT**

  --------------- -------------------------------------------------------
  *Advance        Employees must provide 30 days advance written notice
  Notice*         of intent to use FMLA leave before it is to begin, or
                  as soon as practicable, except in cases of medical
                  emergency or the unexpected availability of a child for
                  adoption or foster care.

  --------------- -------------------------------------------------------

+--------------+-------------------------------------------------------+
| *Medical     | When a request for FMLA leave is for a medical        |
| Ce           | problem, OPDIVs may require that appropriate medical  |
| rtification* | certification be provided.                            |
|              |                                                       |
|              | Certification information shall relate only to the    |
|              | serious health condition of the employee, or the      |
|              | family member, for which the current need for FMLA    |
|              | leave exists, including the date the serious health   |
|              | condition began, probable duration, and a general     |
|              | statement as to the incapacitation, examination,      |
|              | treatment required, or amount of time needed.         |
|              | Confidential or personal information should not be    |
|              | included.                                             |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *            | Employees *may elect* to substitute annual leave or   |
| Substituting | sick leave, or advanced annual or sick leave,         |
| Paid Leave*  | consistent with current laws and regulations, for any |
|              | unpaid leave under the FMLA.                          |
|              |                                                       |
|              | Compensatory time earned and/or credit hours earned   |
|              | *may not* be substituted for leave used under the     |
|              | FMLA. However, compensatory time and/or credit hours  |
|              | may be used *in addition to* leave used under the     |
|              | FMLA.                                                 |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Benefits    | Employees retain their health benefits coverage       |
| and          | during the entire period they are on FMLA leave. They |
| Protection*  | may pay the employee share of the premiums on a       |
|              | current basis, or pay upon return to work.            |
|              |                                                       |
|              | Upon return from FMLA leave, employees must be        |
|              | returned to the same positions, or to equivalent      |
|              | positions, with equivalent benefits, pay, status, and |
|              | other terms and conditions of employment.             |
+--------------+-------------------------------------------------------+

  --------------- -------------------------------------------------------
  *Records and    OPDIVs must maintain accurate records tracking the use
  Reports*        of leave used under the Family and Medical Leave Act,
                  and report such information as required by OPM for the
                  purpose of evaluating the program.

  --------------- -------------------------------------------------------

[]{#Chapter_05 .anchor}**Chapter 5. Unpaid Leave**

**OVERVIEW**

+--------------+-------------------------------------------------------+
| *I           | When employees are on unpaid leave they are *not* in  |
| ntroduction* | a pay status. Types of unpaid leave include:          |
|              |                                                       |
|              | -   Leave without pay (LWOP);                         |
|              |                                                       |
|              | -   Absence without leave (AWOL);                     |
|              |                                                       |
|              | -   Suspension; and                                   |
|              |                                                       |
|              | -   Furlough.                                         |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *D           | Employees **do *not*** receive pay or differentials   |
| ifferentials | for the time they are absent from their jobs in an    |
| and          | unpaid status.                                        |
| Overtime*    |                                                       |
|              | Overtime and hours in an unpaid status during the     |
| > 40         | same administrative work week generally require       |
|              | substitution of the overtime hours for the unpaid     |
|              | leave hours.                                          |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Effects of  | In addition to the loss of pay, excessive use of      |
| Unpaid       | unpaid leave will also have an adverse effect on      |
| Leave*       | leave accruals, payment of health benefits, service   |
|              | computation dates (SCD), and within-grade increases.  |
| > 41         | See the next section for leave accrual reduction.     |
|              | Check with your servicing personnel office on health  |
|              | benefits, SCDs, and within-grade increases.           |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Leave       | Year to date AWOL plus LWOP plus Suspension is        |
| Reduction*   | totaled each pay period to compute leave reduction.   |
|              | For any pay period in which they accumulate 80 hours, |
| > 42         | or multiples of 80 hours (i.e. 160, 240, etc.), in a  |
|              | non-pay status, full-time employees lose their annual |
|              | and sick leave accrual. When this occurs, the Payroll |
|              | System will not accrue the annual and sick leave for  |
|              | that particular pay period. Leave balances on         |
|              | earnings and leave statements will reflect the        |
|              | non-accrual.                                          |
|              |                                                       |
|              | **Note:** Any balances of unpaid leave hours used are |
|              | dropped at the end of each leave year. Employees      |
|              | begin each new leave year with a zero balance in      |
|              | unpaid leave categories.                              |
+--------------+-------------------------------------------------------+

**OVERVIEW**

+--------------+-------------------------------------------------------+
| *Time        | If an employee is absent on unpaid leave for less     |
| Absent*      | than a day, you must record the time the leave began  |
|              | and the time the leave ended. Adjust the time absent  |
| > 43         | to the closest 15-minute increment, unless your OPDIV |
|              | has established a different minimum leave charge.     |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Meal Break* | If part of the absence includes a meal break, adjust  |
|              | the time to account for the break. Example:           |
| > 44         |                                                       |
|              | If an employee who ordinarily takes a ½ hour lunch    |
|              | break some where between 12:00 noon to 2:00 p.m. is   |
|              | absent from 12:00 noon to 2:00 p.m.,                  |
|              |                                                       |
|              | -   Charge leave from 12:30 p.m. to 2:00 p.m.,        |
|              |     allowing time for the ½ hour lunch break.         |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Holiday     | Employees who are in a nonpay status immediately      |
| Pay*         | before **[and]{.underline}** after a holiday are      |
|              | *not* entitled to pay for the holiday. In other       |
|              | words, if employees are on AWOL, LWOP, or Suspension: |
|              |                                                       |
|              | -   The last hour (or ¼ hour) they are scheduled to   |
|              |     work before the holiday, [AND]{.underline}        |
|              |                                                       |
|              | -   The first hour (or ¼ hour) they are to report to  |
|              |     work after the holiday.                           |
|              |                                                       |
|              | -   they must be charged AWOL, LWOP, or Suspension,   |
|              |     as appropriate, for the holiday.                  |
|              |                                                       |
|              | If they are in a pay status **[either]{.underline}**  |
|              | the last hour (or ¼ hour) they are scheduled to work  |
|              | before the holiday, **[or]{.underline}** the first    |
|              | hour (or ¼ hour) they are to report to work after the |
|              | holiday, employees *do* receive holiday pay.          |
|              |                                                       |
|              | **Caution:** Employees must *not* be returned to pay  |
|              | status either the day before of the day after a       |
|              | holiday for the sole purpose of getting paid for the  |
|              | holiday.                                              |
+--------------+-------------------------------------------------------+

**LEAVE WITHOUT PAY**

+--------------+-------------------------------------------------------+
| *I           | *Leave without pay (LWOP)* is *approved* absence for  |
| ntroduction* | which the employee is not paid. LWOP must be          |
|              | requested by the employee.                            |
|              |                                                       |
|              | An employee is eligible for LWOP regardless of length |
|              | of service or annual and sick leave balances.         |
|              |                                                       |
|              | Employees must submit a written application to the    |
|              | supervisor before using LWOP. If, for emergency       |
|              | reasons, that is impossible, the supervisor must      |
|              | collect a written application when the employee       |
|              | returns to work.                                      |
|              |                                                       |
|              | **Note:** See the next page for information on        |
|              | Extended LWOP.                                        |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Important*  | Except for specific situations such as the Family and |
|              | Medical Leave Act, employees do *not* have a right to |
| > 45         | LWOP. Management has the discretion to determine      |
|              | whether requests for LWOP will be approved.           |
|              |                                                       |
|              | LWOP *must not* be granted when absence without leave |
|              | (AWOL) is appropriate. If a request was not approved, |
|              | or not made, and the employee is absent, he or she is |
|              | then absent without leave (AWOL).                     |
|              |                                                       |
|              | If an employee has followed the proper procedures for |
|              | requesting leave and provides acceptable evidence,    |
|              | the supervisor *must* grant a request for LWOP if the |
|              | employee:                                             |
|              |                                                       |
|              | -   Is a disabled veteran seeking treatment required  |
|              |     in connection with the disability; or             |
|              |                                                       |
|              | -   Has suffered an incapacitating job-related injury |
|              |     or illness, has exhausted any available           |
|              |     continuation of pay, and is awaiting adjudication |
|              |     of a Workers Compensation claim.                  |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Charging    | Charge LWOP in *¼-hour* units (15-minute increments), |
| LWOP*        | unless your OPDIV has established a minimum leave     |
|              | charge of ½ hour or 1 hour.                           |
| > 46         |                                                       |
|              | There is *no limit* to the amount of LWOP that can be |
|              | charged, as long as it does not exceed the tour for   |
|              | the pay period. Excessive use of LWOP does, however,  |
|              | have adverse effects on leave accruals, etc.          |
+--------------+-------------------------------------------------------+

**EXTENDED LEAVE WITHOUT PAY**

+--------------+-------------------------------------------------------+
| *Extended    | If an employee requests more than 30 days of LWOP, it |
| LWOP*        | is called *extended leave without pay*. This extended |
|              | LWOP requires a personnel action (SF-50).             |
|              |                                                       |
|              | Reasons for extended LWOP include, but are not        |
|              | limited to:                                           |
|              |                                                       |
|              | -   Recovery from an illness or disability;           |
|              |                                                       |
|              | -   Fulfillment of family responsibilities (e.g., to  |
|              |     care for an elderly parent or sick child);        |
|              |                                                       |
|              | -   Protection or improvement of health;              |
|              |                                                       |
|              | -   Protection of status and benefit eligibility      |
|              |     pending final action on claims for disability     |
|              |     retirement or injury compensation;                |
|              |                                                       |
|              | -   For educational purposes, when the course of      |
|              |     study or research is in line with work being      |
|              |     performed by the Department; and                  |
|              |                                                       |
|              | -   Furtherance of a program of interest to the       |
|              |     government (e.g., Peace Corps, Presidential       |
|              |     Executive Exchange Program, etc).                 |
+--------------+-------------------------------------------------------+

  --------------- -------------------------------------------------------
  *Requirement*   Timekeepers **must continue to submit T&A data** at the
                  end of each pay period for an employee who is on
                  extended LWOP, even though he or she has been
                  officially removed from a pay status.

  --------------- -------------------------------------------------------

**ABSENCE WITHOUT LEAVE**

+--------------+-------------------------------------------------------+
| *I           | *Absence without leave (AWOL)* is unpaid leave        |
| ntroduction* | charged when:                                         |
|              |                                                       |
|              | -   An employee is absent without permission or       |
|              |     approval; or                                      |
|              |                                                       |
|              | -   An employee has not notified his/her supervisor   |
|              |     of the absence;                                   |
|              |                                                       |
|              | -   An employee has not provided satisfactory         |
|              |     explanation or documentation for the absence from |
|              |     duty.                                             |
|              |                                                       |
|              | A timekeeper *does not* have the authority to grant   |
|              | leave. Therefore, when it cannot be determined that   |
|              | leave has been approved for an employee; the proper   |
|              | charge for the absence is AWOL, *not LWOP*.           |
|              |                                                       |
|              | **The leave approving official will inform the        |
|              | timekeeper when an employee is AWOL.**                |
|              |                                                       |
|              | An AWOL charge may be changed later to an appropriate |
|              | type of leave, if the leave-approving official        |
|              | determines that the employee has satisfactorily       |
|              | explained the absence or presented acceptable         |
|              | documentation.                                        |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *            | A written application for AWOL is **never**           |
| Requirement* | appropriate.                                          |
|              |                                                       |
| > 47         | If LWOP and AWOL are both involved, use the written   |
|              | application for leave to determine how much time is   |
|              | LWOP. The balance is AWOL.                            |
+--------------+-------------------------------------------------------+

**SUSPENSION**

+----------------+-----------------------------------------------------+
| *Introduction* | Suspension is the placement of an employee, for     |
|                | disciplinary reasons, in a temporary status without |
|                | duties and without pay.                             |
+----------------+-----------------------------------------------------+
| *Requirement*  | An SF-50B, Notification of Personnel Action, must   |
|                | be processed for a suspended employee. One must     |
|                | also be processed to return the employee to duty    |
|                | after suspension.                                   |
|                |                                                     |
|                | Employees who are suspended are entitled to appeal  |
|                | the suspension through an applicable grievance      |
|                | procedure or to the Merit Systems Protection Board. |
|                | Accordingly, appropriate documentation pertaining   |
|                | to each suspension and the return to duty (SF-50s,  |
|                | etc.) must be maintained.                           |
|                |                                                     |
|                | If Suspension hours are changed to pay hours, then  |
|                | the procedures currently being used to correct LWOP |
|                | will be used to correct Suspension hours.           |
+----------------+-----------------------------------------------------+
| *Pay*          | Employees are *not paid* while they are suspended.  |
|                | This means that they do *not* receive *any* money,  |
|                | including differentials or premium pay or any other |
|                | form of pay, for the days on suspension.            |
|                |                                                     |
|                | A Suspension charge may be reversed by the appeal   |
|                | process.                                            |
+----------------+-----------------------------------------------------+

**FURLOUGH**

+--------------+-------------------------------------------------------+
| *I           | A furlough is the placement of an employee in a       |
| ntroduction* | temporary status without duties and pay because of    |
|              | lack of work or funds or other non-disciplinary       |
|              | reasons. For example, a furlough is sometimes due to  |
|              | sequestration or lapsed appropriations. Furloughs are |
|              | *not* considered to be a break-in-service. A furlough |
|              | can be either:                                        |
|              |                                                       |
|              | -   Continuous (without a break); or                  |
|              |                                                       |
|              | -   Discontinuous (e.g., 1 day per week for 22        |
|              |     weeks).                                           |
|              |                                                       |
|              | Furlough places an employee in non-pay status. It     |
|              | impacts the calculation of annual and sick leave      |
|              | accruals and recording the non-pay status for Within  |
|              | Grade Step increases.                                 |
+--------------+-------------------------------------------------------+
| *            | An SF-50, Notification of Personnel Action, must be   |
| Requirement* | prepared for each individual subject to furlough.     |
|              |                                                       |
|              | A return to duty SF-50 is required for employees      |
|              | returning from continuous furloughs. An SF-50 is      |
|              | *not* required for employees returning from           |
|              | discontinuous furloughs.                              |
+--------------+-------------------------------------------------------+
| *Holidays*   | Employees may be furloughed for periods of time that  |
|              | include holidays. As a general rule, an employee is   |
|              | entitled to pay for a holiday as long as he or she is |
|              | in a pay status **either** the workday preceding a    |
|              | holiday or the workday following a holiday. However,  |
|              | if an employee is on furlough the last hour (or ¼     |
|              | hour) of the day before the holiday **and** the first |
|              | hour (or ¼ hour) after the holiday, he or she is not  |
|              | paid for the holiday.                                 |
|              |                                                       |
|              | **Reminder:** Pay status is any day, for which an     |
|              | employee is entitled to receive pay, including leave  |
|              | and holidays.                                         |
|              |                                                       |
|              | **Note:** Furloughs will not normally start or end on |
|              | a holiday.                                            |
+--------------+-------------------------------------------------------+
| *            | Furloughs do not interrupt or terminate continuation  |
| Continuation | of pay (COP). For information about COP, see Chapter  |
| of Pay       | 6.                                                    |
| (COP)*       |                                                       |
+--------------+-------------------------------------------------------+

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

**SUBSTITUTING OVERTIME FOR UNPAID LEAVE**

+--------------+-------------------------------------------------------+
| *Overview*   | By law, employees who work more than 8 hours on any   |
|              | given day, and/or 40 hours in any week, must be paid  |
| > 48         | overtime for that day and/or week. However, because   |
|              | employees must be in a *pay status* for 8 hours a day |
|              | and/or 40 hours a week, those who use *unpaid leave*  |
|              | must substitute approved overtime hours to cover the  |
|              | time in a nonpay status - before they may be paid     |
|              | overtime. This time is recorded under *substitute     |
|              | hours*. Substitute hours are actually regular hours   |
|              | worked.                                               |
|              |                                                       |
|              | Before overtime hours may be recorded and paid,       |
|              | regular hours plus substitute hours *must* equal 40   |
|              | for the administrative workweek.                      |
|              |                                                       |
|              | **Exception:** As stated above, an employee who works |
|              | more than 8 hours on any given day must be paid       |
|              | overtime for that day. Therefore, if an employee      |
|              | works more than 8 hours in a day, he/she must be paid |
|              | overtime for the number of hours over 8 for that day, |
|              | even though he/she has not worked 40 hours in the     |
|              | administrative workweek. These overtime hours would   |
|              | then *not count* toward the required total of 40      |
|              | regular hours.                                        |
|              |                                                       |
|              | **Note:** For non-standard tours, such as a           |
|              | compressed work schedule, employees must be paid      |
|              | overtime for any hours worked over their regularly    |
|              | scheduled daily tours (i.e., hours over 9, 10, or the |
|              | applicable number of hours).                          |
|              |                                                       |
|              | *See examples on next page.*                          |
+--------------+-------------------------------------------------------+

  --------------- -------------------------------------------------------
  *Pay Rate*      Substitute hours are paid at the employee\'s regular
                  hourly rate, *not* the overtime rate.

  --------------- -------------------------------------------------------

  ---------------- -------------------------------------------------------
  *Same            If unpaid leave is used, any overtime hours worked
  Administrative   during the same administrative workweek *must* be
  Workweek*        substituted for the unpaid leave hours in that workweek
                   (up to 8 hours a day and/or 40 hours a week), *before*
                   any overtime hours are paid.

  ---------------- -------------------------------------------------------

  ---------------- -------------------------------------------------------
  *Different       Overtime hours in one administrative workweek *cannot*
  Administrative   be substituted for unpaid leave used in a different
  Workweek*        administrative workweek, even if the weeks are during
                   the same pay period.

  ---------------- -------------------------------------------------------

**SUBSTITUTING OVERTIME FOR UNPAID LEAVE**

+--------------+-------------------------------------------------------+
| *Examples*   | **Example 1:** Phyllis works 8 hours a day (40 hours  |
|              | a week), Monday through Friday, with a 30 minute      |
| > 49         | lunch break each day. In Week 2, she was approved to  |
|              | work 12 hours of overtime (2 hours each day Wednesday |
|              | through Friday, and 6 hours on Saturday).             |
|              |                                                       |
|              | Phyllis worked her regular schedule during Week 1.    |
|              | However, in Week 2 she used 8 hours LWOP on Monday.   |
|              | She did work the overtime as approved, but her total  |
|              | overtime paid is only 6 hours.                        |
|              |                                                       |
|              | **Clarification:** In Week 2, Phyllis did work the    |
|              | approved 12 hours overtime, but she also used 8 hours |
|              | of LWOP. Since her total regular hours worked was 32  |
|              | instead of the required 40, she needed another 8      |
|              | hours for the week. The 6 hours overtime worked on    |
|              | Saturday then had to be *substituted* for LWOP,       |
|              | giving her a total of 38 regular hours for the week   |
|              | paid at her *regular rate* of pay.                    |
|              |                                                       |
|              | She *is paid at the overtime rate* of pay for the 2   |
|              | hours worked each day Wednesday through Friday.       |
|              | Because she worked more than 8 hours on these days,   |
|              | Phyllis *must* be paid at the overtime rate (even     |
|              | though she did not have 40 hours for the week).       |
|              |                                                       |
|              | **Example 2:** Robert works 8 hours a day (40 hours a |
|              | week), Monday through Friday, with a 30 minute lunch  |
|              | break each day. In Week 2, he was approved to work 16 |
|              | hours of overtime (2 hours each day Tuesday through   |
|              | Friday, and 8 hours on Saturday).                     |
|              |                                                       |
|              | In both workweeks, Robert used 8 hours of LWOP on     |
|              | Monday. He worked his regular schedule the rest of    |
|              | the pay period, plus the 16 overtime hours as         |
|              | approved. His total overtime paid is 8 hours.         |
|              |                                                       |
|              | **Clarification:** Robert did work the approved 16    |
|              | hours overtime in Week 2. However, he also used 8     |
|              | hours LWOP that week, giving him a total of 32        |
|              | regular hours in a pay status. The 8 overtime hours   |
|              | worked on Saturday then had to be *substituted* for   |
|              | the LWOP hours, giving him a total of 40 regular      |
|              | hours for the week.                                   |
|              |                                                       |
|              | In Week 1, no overtime hours can be substituted for   |
|              | LWOP because it is a different administrative         |
|              | workweek than the one in which overtime hours were    |
|              | worked. Also, even if hours *could* be substituted,   |
|              | the 2 worked each day Tuesday through Friday, Week 2, |
|              | *must* be paid at the overtime rate because Robert    |
|              | worked over 8 hours each day.                         |
+--------------+-------------------------------------------------------+

**SUBSTITUTING OVERTIME FOR UNPAID LEAVE**

+--------------+-------------------------------------------------------+
| *Examples*   | **Example 3:** Jane works 8 hours a day (40 hours a   |
|              | week), Monday through Friday, with a 30 minute lunch  |
| > 50         | break each day. In Week 1, she was approved to work   |
|              | 14 hours of overtime (2 hours each day Wednesday and  |
|              | Thursday, and 10 hours on Saturday).                  |
|              |                                                       |
|              | In Week 1, Jane worked her regular schedule Monday    |
|              | through 12:00 noon on Friday. She then used 4 hours   |
|              | LWOP for the balance of the day on Friday. She worked |
|              | the overtime as approved.                             |
|              |                                                       |
|              | In Week 2, Jane worked her regular schedule. Her      |
|              | total overtime pay for the pay period was 10 hours.   |
|              |                                                       |
|              | **Clarification:** In Week 1, although Jane did work  |
|              | the approved 14 hours overtime, she also used 4 hours |
|              | of LWOP on Friday, giving her a total of 36 regular   |
|              | hours for the week. Of the 10 hours worked on         |
|              | Saturday, 4 were *substituted* for the LWOP hours     |
|              | used on Friday. The other 6 hours worked on Saturday  |
|              | were paid as overtime because they were over the      |
|              | required weekly total of 40.                          |
|              |                                                       |
|              | The extra 2 hours worked each day on Wednesday and    |
|              | Thursday were paid at the overtime rate. They         |
|              | *cannot* be substituted for LWOP hours, and Jane      |
|              | *must* be paid overtime for these hours, because any  |
|              | hours over 8 in a day *must* be paid at the overtime  |
|              | rate.                                                 |
|              |                                                       |
|              | **Example 4:** Curtis works 10 hours a day (40 hours  |
|              | a week), Monday through Thursday, with a 30 minute    |
|              | lunch break each day. He was approved to work 20      |
|              | hours of overtime (10 hours each Friday of the pay    |
|              | period).                                              |
|              |                                                       |
|              | Curtis worked his regular schedule Monday through     |
|              | Wednesday, both weeks, plus the approved 20 hours     |
|              | overtime as scheduled. On Thursday, both weeks, he    |
|              | used 10 hours LWOP.                                   |
|              |                                                       |
|              | Curtis is not paid any overtime hours.                |
|              |                                                       |
|              | **Clarification:** The overtime worked both Fridays   |
|              | must be used to *substitute* for the LWOP hours       |
|              | Curtis used both Thursdays in order for him to reach  |
|              | a total of 40 hours per week.                         |
|              |                                                       |
|              | Curtis *is not* entitled to any overtime pay.         |
+--------------+-------------------------------------------------------+

[]{#Chapter_06 .anchor}**Chapter 6. Continuation of Pay**

**CONTINUATION OF PAY**

+--------------+-------------------------------------------------------+
| *I           | *Continuation of pay (COP)* is time off for           |
| ntroduction* | work-related injuries when claims under the Federal   |
|              | Employees Compensation Act are pending. Employees are |
|              | eligible for COP when they are absent from work due   |
|              | to a job-related injury or medical treatment for a    |
|              | job-related injury.                                   |
|              |                                                       |
|              | An employee who sustains a disabling job-related      |
|              | traumatic injury is entitled to the continuation of   |
|              | regular pay for a period **not to exceed 45 calendar  |
|              | days** for each occurrence.                           |
+--------------+-------------------------------------------------------+

  --------------- -------------------------------------------------------
  *Definition*    *Traumatic injury* is a wound or other condition caused
                  by an accident at the workplace during working hours.
                  It does *not* include occupational disease or illness.

  --------------- -------------------------------------------------------

+--------------+-------------------------------------------------------+
| *D           | Employees absent on COP *do* earn night and shift     |
| ifferentials | differential, and premium pay, as if they had worked  |
| and Premium  | their normal tour.                                    |
| Pay*         |                                                       |
|              | **Exceptions:** They *do not* earn Sunday             |
|              | differential or overtime pay while on COP except in   |
|              | case of firefighters and law enforcement officers.    |
+--------------+-------------------------------------------------------+

  --------------- -------------------------------------------------------
  *Holiday        If employees are in a position in which they are
  Worked*         normally required to work all of the holidays that fall
                  within their normal tour of duty, they are to be paid
                  holiday premium pay for any holidays that fall within
                  the period of COP. These hours are reported as COP
                  holiday.

  --------------- -------------------------------------------------------

+--------------+-------------------------------------------------------+
| *Time        | Use of COP days must be tracked to ensure that no     |
| Limitations* | more than *45 calendar days* are used for each        |
|              | injury. All COP must be used within 45 days of first  |
| > 51         | COP day. ***The first COP day is*** ***the first day  |
|              | disability begins following the date of injury        |
|              | (providing it is within the 45 days following the     |
|              | date of injury),***except where the injury occurs     |
|              | before the beginning of the work day or shift, in     |
|              | which case the date of injury is charge COP**.**      |
|              |                                                       |
|              | If the employee returns to work with any of the 45    |
|              | days of COP remaining, it may be used as necessary    |
|              | for medical appointments or recurring disability      |
|              | related to the injury - as long as use of COP begins  |
|              | *within 45 days* after the employee\'s initial return |
|              | to work. If the employee does not use, or begin to    |
|              | use, the remaining COP leave within 45 days after the |
|              | initial return to work, the leave is *forfeited*.     |
+--------------+-------------------------------------------------------+

**CONTINUATION OF PAY**

+--------------+-------------------------------------------------------+
| *R           | The employee, or someone acting on the employee\'s    |
| equirements* | behalf, must complete a Form CA-1, Federal            |
|              | Employee\'s Notice of Traumatic Injury and Claim for  |
| > 52         | Continuation of Pay/Compensation, and submit it to    |
|              | the official superior as soon as possible, but no     |
|              | later than 30 days after the date of injury.          |
|              |                                                       |
|              | Medical evidence of a traumatic disabling injury must |
|              | be submitted to the employing agency within 10 work   |
|              | days after claiming COP. *[Non- receipt of medical    |
|              | evidence is sufficient reason for termination of      |
|              | COP.]{.underline}*                                    |
|              |                                                       |
|              | Copies of the CA-1 and the medical certification      |
|              | stating the beginning and ending dates of disability, |
|              | or partial disability, must be maintained in the time |
|              | and attendance file for 6 years. Check with your      |
|              | servicing personnel office for agency policies and    |
|              | procedures, as well as for Forms CA-1.                |
|              |                                                       |
|              | COP applies to every calendar day *including days     |
|              | that the employee does not normally work* until his   |
|              | or her return to work. An employee is on COP,         |
|              | including the final Saturday and Sunday, up to the    |
|              | day that the doctor\'s certificate states the         |
|              | employee can return to duty.                          |
|              |                                                       |
|              | Timekeepers are required to forward the date of       |
|              | injury and type of injury to their Payroll Liaison    |
|              | each pay period an employee is placed on COP.         |
|              |                                                       |
|              | Payroll Liaison **must** send information via         |
|              | Peregrine ticket to the Payroll Customer Service Team |
|              | (see Payroll Services Letter PS05-XX Continuation of  |
|              | Pay) with the following information:                  |
|              |                                                       |
|              | -   Name                                              |
|              |                                                       |
|              | -   SSN                                               |
|              |                                                       |
|              | -   Employee ID (Optional)                            |
|              |                                                       |
|              | -   Date of Injury                                    |
|              |                                                       |
|              | The first line of the description field must indicate |
|              | COP and date of injury.                               |
|              |                                                       |
|              | The Payroll Customer Service Team will input data in  |
|              | DFAS system. It is important that the COP information |
|              | be ***updated*** before the COP hours submitted on    |
|              | the T&A will be accepted in the DFAS payroll system.  |
+--------------+-------------------------------------------------------+

**CONTINUATION OF PAY**

  --------------- -------------------------------------------------------
  *Day of Injury* Unless the injury occurs before the beginning of the
                  work day, COP begins the day ***after*** the injury
                  occurs. On the day of the injury, any absence due to
                  the injury must be charged to ***excused absence***
                  *(administrative leave)***.** Record the regular hours
                  worked on the day of injury as usual. Record the actual
                  time absent on the day of injury as excused absence.

  --------------- -------------------------------------------------------

+--------------+-------------------------------------------------------+
| *Annual or   | An employee may elect to use annual or sick leave     |
| Sick Leave   | instead of claiming continuation of pay. However, the |
| and LWOP     | 3 day time limit referred to in the next section,     |
| Su           | \"After 45 Days or When COP Is Depleted\", does not   |
| bstitutions* | begin to run until the use of annual or sick leave    |
|              | ends.                                                 |
|              |                                                       |
|              | The use of annual or sick leave *may not* be used to  |
|              | delay or extend the 45-day continuation of pay period |
|              | or to otherwise affect the time limitations.          |
|              | Therefore, where annual or sick leave is used during  |
|              | a period when COP is otherwise payable, each day for  |
|              | which leave is taken will be counted against the 45   |
|              | days of entitlement as though the employee had been   |
|              | in a continuation of pay status.                      |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *After 45    | When employees are disabled for work beyond 45        |
| Days or When | calendar days and desire compensation, they may elect |
| COP Is       | to use their sick and/or annual leave to avoid        |
| Depleted*    | interruption of pay, or they may use leave without    |
|              | pay.                                                  |
| > 53         |                                                       |
|              | After the use of the 45 day entitlement, a claim may  |
|              | be filed with the Department of Labor for paid        |
|              | compensation based on loss of wages. This             |
|              | compensation is payable only after the employee has   |
|              | been in a non-pay status (LWOP) for **3 days** beyond |
|              | the 45th day of COP.                                  |
|              |                                                       |
|              | \_\_\_\_\_\_                                          |
|              | \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\ |
|              | _\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ |
+--------------+-------------------------------------------------------+
| *Charging    | Employees are charged ***1 full day* of COP** against |
| COP*         | the 45-day COP balance for every day absent *after*   |
|              | the day of the injury. This is true even if the       |
| > 54         | employee is:                                          |
|              |                                                       |
|              | -   Intermittent or part-time;                        |
|              |                                                       |
|              | -   Works a compressed or flexible work schedule;     |
|              |     **or**                                            |
|              |                                                       |
|              | -   Is absent for only part of the day.               |
|              |                                                       |
|              | If an employee is absent the entire day on COP,       |
|              | charge COP tour hours for the number of hours that    |
|              | the employee was scheduled to work (i.e. 8 for an 8   |
|              | hour day, 9 for a 9 hour day, etc.). For every        |
|              | partial day absent, record the actual hours absent on |
|              | the T&A record.                                       |
+--------------+-------------------------------------------------------+

**CONTINUATION OF PAY**

+--------------+-------------------------------------------------------+
| *Charging    | In either case, ***1 full day*** must be subtracted   |
| COP (cont.)* | from the COP balance.                                 |
|              |                                                       |
| > 55         | When an employee is on continuous COP, days on which  |
|              | the employee is not scheduled to work (e.g.,          |
|              | Saturdays, Sundays, holidays) are considered as       |
|              | non-tour COP days. On these non-tour days,            |
|              | *regardless* of the number of hours the employee      |
|              | would usually work on tour days, charge 8 hours of    |
|              | COP. For every day absent, *1 full day* must be       |
|              | subtracted from the COP balance. COP is payable for   |
|              | maximum of 45 calendar days, and ever day used is     |
|              | counted toward this maximum.                          |
|              |                                                       |
|              | When an employee returns to work and uses the         |
|              | remaining COP leave for therapy, medical treatments,  |
|              | or doctor\'s appointments, the **actual hours         |
|              | absent** should be recorded on the T&A record. These  |
|              | hours are reported to the Department of Labor. ***One |
|              | full day*** of COP must be deducted from the COP      |
|              | balance.                                              |
|              |                                                       |
|              | All absences beyond the 45 day limit for COP *must*   |
|              | be charged to another type of leave *(annual leave,   |
|              | sick leave, LWOP, etc.)*. If the employee has used    |
|              | all available COP leave for a particular injury, he   |
|              | or she must request another type of leave in writing  |
|              | for any remaining needs. Charge only the exact number |
|              | of leave hours actually used.                         |
|              |                                                       |
|              | *Administrative leave* is allowable for doctor\'s     |
|              | appointments beyond the 45 days **only if** *it is a  |
|              | doctor\'s appointment scheduled by and at the request |
|              | of the Department of Labor*. Otherwise,               |
|              | administrative leave is inappropriate and cannot be   |
|              | granted.                                              |
|              |                                                       |
|              | **Caution:** *Length of Medical Visits* - Employees   |
|              | ***do not*** have a right to remain away from the     |
|              | office for longer than is necessary for medical       |
|              | appointments or treatments. Any hours away from the   |
|              | office beyond those required for the appointment must |
|              | be charged to another type of leave (annual leave,    |
|              | LWOP, etc.).                                          |
+--------------+-------------------------------------------------------+

**[CONTINUATION OF PAY]{.underline}**

+--------------+-------------------------------------------------------+
| *Important   | You must have a ***medical certificate for any***     |
| Reminder*    | absence for COP, including partial days for medical   |
|              | treatments. Supervisors may require a doctor\'s       |
| > 56         | certificate indicating the length of time required    |
|              | for the appointment.                                  |
|              |                                                       |
|              | COP is charged according to the *doctor\'s            |
|              | certificate*. For example:                            |
|              |                                                       |
|              | If the doctor\'s certificate states that an employee  |
|              | should remain away from work through September 25, a  |
|              | Friday, no COP is charged for the following Saturday  |
|              | or Sunday.                                            |
|              |                                                       |
|              | If the doctor\'s certificate states that the employee |
|              | may return to work on Monday, September 28, COP is    |
|              | charged for the preceding Saturday and Sunday,        |
|              | September 26 and 27.                                  |
|              |                                                       |
|              | \_\_\_\_\_\_\_                                        |
|              | \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\ |
|              | _\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ |
+--------------+-------------------------------------------------------+
| *Caution*    | Pay for COP leave is calculated differently for:      |
|              |                                                       |
|              | -   Intermittent employees,                           |
|              |                                                       |
|              | -   Part-time employees who do not work the same tour |
|              |     every week, *and*                                 |
|              |                                                       |
|              | -   Daily Consultants.                                |
|              |                                                       |
|              | Their pay is calculated using weekly average earnings |
|              | for the 1-year period prior to the date of the        |
|              | injury. Although they are allowed 45 days of COP, COP |
|              | leave is paid differently for these employees. See    |
|              | Chapter 12 for more information.                      |
+--------------+-------------------------------------------------------+

[]{#Chapter_07 .anchor}**Chapter 7. Religious Compensatory Time**

**RELIGIOUS COMPENSATORY TIME (RCT)**

+--------------+-------------------------------------------------------+
| *I           | *Religious compensatory time* is time off used for    |
| ntroduction* | religious observances which require the abstention    |
|              | from work during certain periods of time. Employees   |
|              | ***must accumulate or repay*** the amount of          |
|              | religious compensatory time used by working beyond    |
|              | their scheduled tours for the same number of hours    |
|              | used. Religious compensatory time may be **earned**   |
|              | up to **four (4) pay periods** before the event. All  |
|              | **advanced** religious compensatory time must be      |
|              | **paid back** **within four (4) pay periods** after   |
|              | the event. Use of religious compensatory time is      |
|              | subject to supervisor approval.                       |
|              |                                                       |
|              | Reasonable accommodations must be made to grant       |
|              | religious compensatory time to employees for such     |
|              | observances, unless the adjustment of the work        |
|              | schedule will interfere with the efficient            |
|              | accomplishment of the organization\'s mission.        |
|              |                                                       |
|              | **[All]{.underline} DHHS civilian** employees,        |
|              | regardless of exempt/non-exempt status or grade, may  |
|              | be granted religious compensatory time. Experts and   |
|              | consultants paid at a daily rate are also eligible    |
|              | for religious compensatory time. (See Chapter 12      |
|              |                                                       |
|              | The statute is not intended to give Federal employees |
|              | additional holidays or annual leave. Rather, it is    |
|              | intended to provide employees an added option for     |
|              | following their religious beliefs. Employees may      |
|              | request other forms of accumulated leave as           |
|              | appropriate (i.e., annual leave, credit hours, etc.), |
|              | or LWOP, or a combination of leave and LWOP, for      |
|              | religious purposes.                                   |
|              |                                                       |
|              | Religious compensatory time is entirely different     |
|              | from regular compensatory time. Do not confuse the    |
|              | two. Regular compensatory time is covered in Chapter  |
|              | 10                                                    |
|              |                                                       |
|              | \_\_\_\_\_\_\_\_\_                                    |
|              | \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\ |
|              | _\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ |
+--------------+-------------------------------------------------------+
| *Rules*      | Employees may earn and use religious compensatory     |
|              | time in the same increments as they are permitted to  |
| > 57         | earn credit hours, regular compensatory time, and     |
|              | overtime. Part-time employees may earn religious comp |
|              | time for work performed outside their scheduled tour  |
|              | of duty even though such work is not necessary in     |
|              | excess of 8 hours in a day or 40 hours in a week.     |
|              |                                                       |
|              | Religious compensatory time may be earned before or   |
|              | after its use. Employees may earn religious           |
|              | compensatory time up to four pay periods before the   |
|              | religious observance. Once the leave is earned, no    |
|              | other religious compensatory time can be earned until |
|              | it is used. **Advance religious compensatory time     |
|              | must be paid before the end of four pay periods. If   |
|              | the advanced leave is not repaid, the timekeeper must |
|              | amended the timecard for pay period the compensatory  |
|              | time was used** **and charge the employee annual      |
|              | leave or LWOP on the fifth pay period to eliminate    |
|              | the negative balance.**                               |
+--------------+-------------------------------------------------------+

**RELIGIOUS COMPENSATORY TIME**

+--------------+-------------------------------------------------------+
| *Rules       | ***Important:* Employees *may not* earn regular       |
| (cont.)*     | compensatory time or be compensated for overtime      |
|              | until any outstanding balance owed for religious      |
| > 58         | compensatory time is repaid (worked off) in full.**   |
|              |                                                       |
|              | Religious compensatory time may not be earned at an   |
|              | alternative work site unless the employee is already  |
|              | approved to work at the alternative work site (e.g.,  |
|              | under an approved flexi-place agreement).             |
|              |                                                       |
|              | Employees who earn religious compensatory time and    |
|              | subsequently are unable to use the time earned,       |
|              | retain credit for the religious compensatory time     |
|              | earned until it is used or until the employee         |
|              | separates.                                            |
+--------------+-------------------------------------------------------+
| *Requesting  | Employees must request *approval* from their          |
| Religious    | leave-approving officials to earn and use religious   |
| Compensatory | compensatory time. The request must be made in        |
| Time*        | advance, in writing, and must include the following:  |
|              |                                                       |
|              | -   The date(s) and number of hours requested;        |
|              |                                                       |
|              | -   Identify the specific future religious            |
|              |     observances for which the compensatory time off   |
|              |     will be used.                                     |
|              |                                                       |
|              | -   A brief explanation of the personal religious     |
|              |     belief that requires the employee to abstain from |
|              |     work at the time requested; and                   |
|              |                                                       |
|              | -   The date(s) and times the employee will repay the |
|              |     hours used.                                       |
+--------------+-------------------------------------------------------+
| *Evaluating  | Before granting an employee\'s request for religious  |
| Employee     | compensatory time, the leave-approving official must  |
| Requests*    | ensure that the employee has provided the information |
|              | required. If the employee failed to provide the       |
|              | required information, the employee should be informed |
|              | and the request returned without action.              |
|              |                                                       |
|              | \"Personal religious belief\" shall be interpreted    |
|              | broadly. Approval or disapproval must be in writing.  |
|              | When the request is disapproved, the reason for       |
|              | disapproval must be specified in writing.             |
|              |                                                       |
|              | Examples of situations warranting possible            |
|              | disapproval are:                                      |
|              |                                                       |
|              | -   High priority work will not be performed timely.  |
|              |                                                       |
|              | -   Absence will cause unsafe working conditions for  |
|              |     co-workers.                                       |
|              |                                                       |
|              | -   Essential work cannot be performed by another     |
|              |     employee during the absence.                      |
|              |                                                       |
|              | -   The work cannot appropriately be performed during |
|              |     overtime periods.                                 |
|              |                                                       |
|              | -   It will result in more than a nominal increase in |
|              |     operating costs.                                  |
|              |                                                       |
|              | -   It will compromise employment entitlements of     |
|              |     other employees.                                  |
+--------------+-------------------------------------------------------+

**RELIGIOUS COMPENSATORY TIME**

+--------------+-------------------------------------------------------+
| *Process*    | Once religious comp time has been approved then the   |
|              | **approving official must notify** the timekeeper.    |
|              | Timekeeper should set up a tickler in the employee's  |
|              | time and attendance file.                             |
|              |                                                       |
|              | \_\_\_\_\_                                            |
|              | \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\ |
|              | _\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ |
+--------------+-------------------------------------------------------+
| *Employee    | **If the advanced religious compensatory time hours   |
| fails to     | have not been repaid within 4 pay periods then the    |
| repaid       | timekeeper must process an amended timecard and       |
| Advanced     | charge the employee annual leave or leave without     |
| RCT*         | pay.**                                                |
|              |                                                       |
|              | *DFAS/Division of Civilian Pay Systems does not       |
|              | automatically convert advanced religious compensatory |
|              | time.*                                                |
|              |                                                       |
|              | *\_\_\_\_\_\_\_\                                      |
|              | _\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ |
|              | \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_* |
+--------------+-------------------------------------------------------+
| *Employee    | If religious compensatory time used has not been      |
| Separates*   | repaid by the date the employee is separated, the     |
|              | DFAS Civilian Payroll Office will charge the hours to |
|              | annual leave if he or she has a sufficient annual     |
|              | leave balance. If not an appropriate amount will be   |
|              | withheld from the employee's final settlement.        |
|              |                                                       |
|              | Premium pay provisions of the Fair Labor Standards    |
|              | Act (FLSA) do not apply to overtime worked in         |
|              | connection with religious compensatory time.          |
|              | Religious compensatory time is merely a substitution  |
|              | of time and cannot result in an entitlement to        |
|              | premium pay. Should payment for religious             |
|              | compensatory time become necessary (employee          |
|              | separates with unused religious compensatory time),   |
|              | the hours are *not* paid at the overtime rate. They   |
|              | are paid at the basic rate of pay at the time the     |
|              | work was performed.                                   |
+--------------+-------------------------------------------------------+

[]{#Chapter_08 .anchor}**Chapter 8. Compensatory Time Off for Travel**

**COMPENSATORY TIME off for Travel (CTT)**

+--------------+-------------------------------------------------------+
| *I           | *Compensatory Time Off for Travel (also referred to   |
| ntroduction* | as "Travel Comp Time")* is time off for time spent by |
|              | an employee in a travel status away from the          |
|              | employee's official duty station when such time is    |
|              | not otherwise *compensable*. To make clear that an    |
|              | employee may not receive double compensation for      |
|              | travel hours, the term "travel status" as used in 5   |
|              | CFR 550.5550b, Subpart N.                             |
|              |                                                       |
|              | Compensable hours -- defined as any hours of a type   |
|              | that are creditable under other compensation          |
|              | provisions, even if there are compensation caps that  |
|              | limit the payment of premium pay for those hours. For |
|              | availability pay recipients, this means that hours of |
|              | travel are not creditable as time in a travel status  |
|              | for compensatory time off purposes if the hours are   |
|              | (1) compensated by basic pay, (2) regularly scheduled |
|              | overtime hours creditable under 5 U.S.C. 5542 or (3)  |
|              | "unscheduled duty hours" as described in 5 CFR        |
|              | 550.182(a), (c) and (d.                               |
|              |                                                       |
|              | \_\_\_\_\_\_\_                                        |
|              | \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\ |
|              | _\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ |
+--------------+-------------------------------------------------------+
| *            | *DHHS civilian* employees, regardless of              |
| Eligibility* | exempt/non-exempt status or grade, may be granted     |
|              | compensatory time off for travel. ***Effective April  |
|              | 27,* 2008**, **prevailing rate** (wage) employees are |
|              | covered under the compensatory time off for travel.   |
|              |                                                       |
|              | **Exceptions**: employees who receive "*Availability  |
|              | Pay*" (represents full compensation for all           |
|              | unscheduled duty hours) and ***Senior Executive       |
|              | Service (SES) or Foreign Service Offices.***          |
|              |                                                       |
|              | Each OPDIV is required to ensure that compensatory    |
|              | time off for travel is properly approved, recorded    |
|              | and documented. Documentation must be maintained with |
|              | time and attendance data for six years.               |
|              |                                                       |
|              | Time and attendance records must *distinguish         |
|              | between* regular compensatory time off and            |
|              | compensatory time off for travel. Therefore, it is    |
|              | important that you know the difference between the    |
|              | two types and it is recorded correctly.               |
+--------------+-------------------------------------------------------+

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

**[COMPENSATORY TIME off for TRAVEL]{.underline}**

+--------------+-------------------------------------------------------+
| *Rules*      | To qualify for this purpose - Travel must be          |
|              | officially authorized for work purposes and must be   |
| > ![         | approved by an authorized agency official or          |
| ](media/imag | otherwise authorized under established agency         |
| e2.wmf){widt | policies. Employee's travel order should reflect      |
| h="0.7430555 | eligibility for CTT. If CTT is not authorized and     |
| 555555556in" | travel plans change to extent that the employee       |
| > height=    | became eligible for CTT, employee must submit written |
| "0.308333333 | documentation supporting his/her eligibility within   |
| 33333335in"} | (2) weeks after his or her return from travel status. |
| >            | If documentation is sufficient, the supervisor may    |
| > 59         | authorize CTT.                                        |
|              |                                                       |
|              | **\_\_\_\_\_\_                                        |
|              | \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\ |
|              | _\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_** |
+--------------+-------------------------------------------------------+
| CTT Accrual  | Creditable travel time is time in a travel status     |
| and Usage    | that is not otherwise *compensable hours* of work     |
|              | under other legal authority. Travel status includes   |
|              | only the time spent traveling between the official    |
|              | duty station and a temporary duty station *or*        |
|              | between two temporary duty stations and the usual     |
|              | waiting time that preceded or interrupts such time.   |
|              |                                                       |
|              | Accrual and usages for compensatory time off will be  |
|              | creditable time in a travel status in increments of   |
|              | one-quarter hour (15 minutes). There is no limit on   |
|              | the amount of comp time for travel an employee may    |
|              | earn.                                                 |
|              |                                                       |
|              | CTT may **not** be advanced. It may be *earned and    |
|              | used* in same pay period it is credited.              |
|              |                                                       |
|              | Employees must request permission from his or her     |
|              | supervisor to schedule the use of his or her accrued  |
|              | compensatory time off for travel in accordance with   |
|              | their OPDIV policy. Travel Comp Time may be used when |
|              | the employee is granted time off from his or her      |
|              | scheduled tour of duty established for leave          |
|              | purposes. Employees must use accrued Travel Comp Time |
|              | in increments of one-quarter of an hour (15 minutes). |
|              |                                                       |
|              | Employee must use accrued compensatory time off for   |
|              | travel by the end of the 26^th^ pay period after the  |
|              | pay period in which it was credited. If an employee   |
|              | fails to use the travel compensatory time within 26   |
|              | pay periods after it credited, the compensatory time  |
|              | is **forfeited**. Lump-sum payment is **prohibited**  |
|              | by law for unused travel comp time under any          |
|              | circumstances.                                        |
|              |                                                       |
|              | Employees who separate or moves to a position not     |
|              | covered by travel comp time he or she must forfeit    |
|              | all of his or her unused travel comp time.            |
+--------------+-------------------------------------------------------+

**[TRAVEL]{.underline} COMPENSATORY TIME**

+--------------+-------------------------------------------------------+
| Restored     | Unused compensatory time off for travel will be held  |
| Travel Comp  | in abeyance for an employee who separates, or is      |
| Time         | paced in a leave without pay status (LWOP), and later |
|              | returns following:                                    |
|              |                                                       |
|              | -   Separation or LWOP to perform service in the      |
|              |     uniformed services                                |
|              |                                                       |
|              | -   Return to service through the exercise of         |
|              |     reemployment right                                |
|              |                                                       |
|              | -   Separation or LWOP due to an on-the-job injury    |
|              |     with entitlement to injury compensation under 5   |
|              |     U.S.C. chapter 81.                                |
|              |                                                       |
|              | The employee must use all of the restored travel comp |
|              | time by the end of the 26^th^ pay period following    |
|              | the pay period in which the employee returns to duty, |
|              | or such compensatory time off will be forfeited.      |
|              |                                                       |
|              | .\_\_\_\_                                             |
|              | \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\ |
|              | _\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ |
+--------------+-------------------------------------------------------+
| Maximum      | Inapplicability of premium pay and aggregate pay caps |
| Biweekly Pay | -- compensatory time off for travel accrued under 5   |
|              | CFR part 550, subpart N, is not considered in         |
|              | applying the premium pay limitations or the aggregate |
|              | limitation of pay.                                    |
+--------------+-------------------------------------------------------+

.**TRAVEL COMPENSATORY TIME --Examples**

Examples of Creditable Travel Time as published by Office of Personnel
Management:

##### Example 1: Travel to a temporary duty station on a workday 

*From home to business meeting*

  ---------------- ------------- ------------- --------------- ---------------
  **6:00 - 7:00    **7:00 - 8:00 **8:00 - 8:30 **8:30 - 11:30  **11:30 a.m. -
  a.m.**           a.m.**        a.m.**        a.m.**          12:30 p.m.**

  Drive to airport Wait at       Wait at       Plane           Drive to
                   airport       airport       departs/lands   worksite

  *Noncreditable   *Creditable   *Regular      *Regular        *Regular
  travel time*     travel time*  working       working hours*  working hours*
                                 hours*                        
  ---------------- ------------- ------------- --------------- ---------------

*From business meeting to home*

  ------------- ---------------- ------------- --------------- ----------------
  **5:00 - 6:00 **6:00 - 6:30    **6:30 - 7:30 **7:30 - 10:30  **10:30 - 11:30
  p.m.**        p.m.**           p.m.**        p.m.**          p.m.**

  Drive to      Dinner at        Wait at       Plane           Drive home
  airport       airport          airport       departs/lands   

  *Creditable   *Noncreditable   *Creditable   *Creditable     *Noncreditable
  travel time*  travel time*     travel time*  travel time*    travel time*
  ------------- ---------------- ------------- --------------- ----------------

On a workday, an employee is required to travel to a temporary duty
station for an afternoon meeting. The employee\'s regular working hours
are 8:00 a.m. to 4:30 p.m. In total, the employee spends 13 hours (6:00
a.m. to 12:30 p.m. and 5:00 p.m. to 11:30 p.m.) traveling to and from
the worksite. However, the time between 8:00 a.m. and 12:30 p.m. is
compensable as part of the employee\'s regular working hours. Also, an
employee\'s time spent traveling outside of regular working hours to or
from a transportation terminal (e.g., an airport or train station)
within the limits of his or her official duty station is considered to
be equivalent to commuting time and is not creditable travel time. (See
5 CFR 550.1404(d).) In this case, the employee spends 2 hours traveling
to and from an airport within the limits of his official duty station.
Finally, bona fide meal periods during actual travel or waiting time are
not considered to be creditable travel time. (See 5 CFR 550.1404(b)(2).)
Therefore, the 30 minutes the employee spends having dinner while
waiting at the airport on the return trip home is not creditable travel
time.

In this example, the employee\'s compensatory time off for travel
entitlement is as follows:

  ------------------------------------------------------------ ----------
  Total travel time                                            13 hours

  *minus*                                                       

  Travel time within regular working hours                     4.5 hours

  Travel to/from airport within limits of official duty        2 hours
  station                                                      

  Bona fide meal period                                        0.5 hour

  **Compensatory time off for travel**                         **6
                                                               hours**
  ------------------------------------------------------------ ----------

##### 

##### 

##### 

##### Example 2: Travel to a temporary duty station on a nonworkday

*Travel from home to a hotel on a Sunday*

  ------------------- ----------------- ----------------- -----------------
  **5:00 - 6:00       **6:00 - 7:30     **7:30 - 10:00    **10:00 - 10:30
  p.m.**              p.m.**            p.m.**            p.m.**

  Drive to airport    Wait at airport   Plane             Drive to hotel
                                        departs/lands     

  *Noncreditable      *Creditable       *Creditable       *Creditable
  travel time*        travel time*      travel time*      travel time*
  ------------------- ----------------- ----------------- -----------------

*Travel from a hotel to home on the following Saturday*

  ------------- ---------------- --------------- --------------- ----------------
  **6:30 - 7:00 **7:00 - 7:30    **7:30 - 10:30  **10:30 a.m. -  **1:00 - 2:00
  a.m.**        a.m.**           a.m.**          1:00 p.m.**     p.m.**

  Drive to      Breakfast at     Wait at         Plane           Drive home
  airport       airport          airport---2     departs/lands   
                                 hour delay                      

  *Creditable   *Noncreditable   *Creditable     *Creditable     *Noncreditable
  travel time*  travel time*     travel time*    travel time*    travel time*
  ------------- ---------------- --------------- --------------- ----------------

An employee is required to travel to a temporary duty station for a
week-long conference. The employee\'s regular working hours are 8:00
a.m. to 4:30 p.m., Monday through Friday. Because the conference begins
early Monday morning, the employee travels to a hotel at the temporary
duty station the Sunday evening before the conference. The conference is
scheduled to continue into the evening on Friday, so the employee
returns home on Saturday morning.

In total, the employee spends 13 hours (5:00 p.m. to 10:30 p.m. on
Sunday and 6:30 a.m. to 2:00 p.m. on the following Saturday) traveling
to and from the conference. However, the hour the employee spends on
Sunday traveling to the airport and the hour the employee spends on
Saturday traveling from the airport within the limits of her official
duty station is considered equivalent to commuting time and is not
creditable time in a travel status. Also, the 30 minutes the employee
spends having breakfast while waiting at the airport on the return home
is considered a bona fide meal period and is not creditable travel time.

In this example, the employee\'s compensatory time off for travel
entitlement is as follows:

  ---------------------------------------------------------- ------------
  Total travel time                                          13 hours

  *minus*                                                    

  Travel to/from airport within limits of official duty      2 hours
  station                                                    

  Bona fide meal period                                      0.5 hour

  **Compensatory time off for travel**                       **10.5
                                                             hours**
  ---------------------------------------------------------- ------------

##### 

##### 

##### 

##### 

##### Example 3: Travel from a temporary duty station on a workday (with cancelled connecting flight)

*From temporary duty station to intervening airport for connecting
flight on a Friday.*

+------------+------------+-------------+----------------------------+
| **5:30 -   | **6:30 -   | **8:00 -    | **11:00 - 3:00 p.m.**      |
| 6:30       | 8:00       | 11:00       |                            |
| a.m.**     | a.m.**     | a.m.**      |                            |
+------------+------------+-------------+----------------------------+
| Drive to   | Wait at    | Plane       | Connecting flight delayed  |
| airport    | airport    | de          | due to severe weather.     |
|            |            | parts/lands |                            |
|            |            |             | Flights are cancelled.     |
+------------+------------+-------------+----------------------------+
| *          | *          | *Regular    | *Regular working hours*    |
| Creditable | Creditable | working     |                            |
| travel     | travel     | hours*      |                            |
| time*      | time*      |             |                            |
+------------+------------+-------------+----------------------------+

*Employee checks into hotel near airport---No creditable travel time.
Employee returns to airport on Saturday morning.*

  ---------------- ---------------- ------------------ -------------------
  **6:30 - 7:00    **7:00 - 8:30    **8:30 a.m. -      **12:00noon - 1:00
  a.m.**           a.m.**           12:00noon**        p.m.**

  Drive to airport Wait at airport  Plane              Drive home
                                    departs/lands      

  *Creditable      *Creditable      *Creditable travel *Noncreditable
  travel time*     travel time*     time*              travel time*
  ---------------- ---------------- ------------------ -------------------

On a Friday (workday), an employee is required to travel from a
temporary duty station to home. However, due to severe weather, the
employee\'s connecting flight is cancelled until Saturday morning
(nonworkday). On Friday, the employee\'s regular working hours are 8:00
a.m. to 4:30 p.m. In total, the employee spends 16 hours (5:30 a.m. to
3:00 p.m. and 6:30 a.m. to 1:00 p.m.) traveling from the worksite.
However, the time between 8:00 a.m. and 3:00 p.m. is compensable as part
of the employee\'s regular working hours. The extended waiting period
from 3:00 p.m. until the employee returned to the airport on Saturday
morning is not creditable travel time, since the employee was free to
use the time for his or her own purposes. (See 5 CFR 550.1404(b)(3).) An
employee\'s time spent traveling outside of regular working hours to or
from a transportation terminal (e.g., an airport or train station)
within the limits of his or her official duty station is considered to
be equivalent to commuting time and is not creditable travel time. (See
5 CFR 550.1404(d).) In this case, the employee spent 1 hour traveling
from an airport within the limits of his official duty station.

In this example, the employee\'s compensatory time off for travel
entitlement is as follows:

  ------------------------------------------------------------ ----------
  Total travel time                                            16 hours

  *minus*                                                       

  Travel time within regular working hours                     7 hours

  Travel from airport within limits of official duty station   1 hour

  **Compensatory time off for travel**                         **8
                                                               hours**
  ------------------------------------------------------------ ----------

##### 

##### 

##### 

##### 

##### Example 4: Driving to and from a temporary duty station on a workday

*Travel to and from a training session*

  ---------------- -------------- ------------- ------------- ----------------
  **6:00 - 7:00    **7:00 - 8:00  **8:00 a.m. - **4:30 - 5:30 **5:30 - 6:30
  a.m.**           a.m.**         4:30 p.m.**   p.m.**        p.m.**

  Drive to         Drive to       Training      Drive home    Drive home
  training session training                                   
                   session                                    

  *Noncreditable   *Creditable    *Regular      *Creditable   *Noncreditable
  travel time*     travel time*   working       travel time*  travel time*
                                  hours*                      
  ---------------- -------------- ------------- ------------- ----------------

An employee is required to travel to a temporary duty station on a
workday for a 1-day training session. The training location is a 2-hour
drive from the employee\'s home. The employee\'s regular working hours
are 8:00 a.m. to 4:30 p.m. In total, the employee spends 4 hours (6:00
a.m. to 8:00 a.m. and 4:30 p.m. to 6:30 p.m.) driving to and from the
training session.

If an employee travels directly between home and a temporary duty
station outside the limits of his or her official duty station, the time
spent traveling outside regular working hours is creditable travel time.
However, the agency must deduct the time the employee would have spent
in normal home-to-work/work-to-home commuting. (See 5 CFR 550.1404(c).)
In this case, the employee\'s normal daily commuting time is 2 hours (1
hour each way). Therefore, 2 hours must be deducted from the employee\'s
creditable travel time.

In this example, the employee\'s compensatory time off for travel
entitlement is as follows:

  --------------------------------------------------------- -------------
  Total travel time                                         4 hours

  *minus*                                                    

  Normal commuting time                                     2 hours

  **Compensatory time off for travel**                      **2 hours**
  --------------------------------------------------------- -------------

##### 

##### 

##### 

##### 

##### 

##### 

##### 

##### 

##### 

##### Example 5: Travel to multiple temporary duty stations on a workday

*Travel from home to first presentation site*

  ---------------- ------------- ---------- --------------- ----------- --------------
  **6:00 - 7:00    **7:00 - 8:00 **8:00 -   **8:30 - 10:00  **10:00 -   **10:30 -
  a.m.**           a.m.**        8:30       a.m.**          10:30       12:00noon**
                                 a.m.**                     a.m.**      

  Drive to airport Wait at       Wait at    Plane           Drive to    Presentation
                   airport       airport    departs/lands   site        

  *Noncreditable   *Creditable   *Regular   *Regular        *Regular    *Regular
  travel time*     travel time*  working    working hours*  working     working hours*
                                 hours*                     hours*      
  ---------------- ------------- ---------- --------------- ----------- --------------

*Travel from first presentation site to second presentation site*

+---------------+------------+------------+------------+-------------+
| **12:00noon   | **12:30 -  | **1:30 -   | **2:30 -   | **3:00 -    |
| to 12:30      | 1:30       | 2:30       | 3:00       | 4:30 p.m.** |
| p.m.**        | p.m.**     | p.m.**     | p.m.**     |             |
+---------------+------------+------------+------------+-------------+
| Drive to      | Wait at    | Plane      | Drive to   | P           |
| airport       | airport    | departs/   | site       | resentation |
|               |            |            |            |             |
|               |            | lands      |            |             |
+---------------+------------+------------+------------+-------------+
| *Regular      | *Regular   | *Regular   | *Regular   | *Regular    |
| working       | working    | working    | working    | working     |
| hours*        | hours*     | hours*     | hours*     | hours*      |
+---------------+------------+------------+------------+-------------+

*Travel from second presentation site to home*

  ------------- ---------------- ------------- --------------- ----------------
  **4:30 - 5:00 **5:00 - 5:30    **5:30 - 6:30 **6:30 - 9:30   **9:30 - 10:30
  p.m.**        p.m.**           p.m.**        p.m.**          p.m.**

  Drive to      Dinner at        Wait at       Plane           Drive home
  airport       airport          airport       departs/lands   

  *Creditable   *Noncreditable   *Creditable   *Creditable     *Noncreditable
  travel time*  travel time*     travel time*  travel time*    travel time*
  ------------- ---------------- ------------- --------------- ----------------

An employee is required to travel on a workday to two temporary duty
stations to make presentations to stakeholders. The employee\'s regular
working hours are 8:00 a.m. to 4:30 p.m. In total, the employee spends
13.5 hours traveling (6:00 a.m. to 10:30 a.m., 12:00 noon to 3:00 p.m.,
and 4:30 p.m. to 10:30 p.m.) between home and the two presentation
sites. However, the time between 8:00 a.m. and 4:30 p.m. is compensable
as the employee\'s regular working hours. Also, the 2 hours the employee
spends traveling outside of regular working hours to and from the
airport within the limits of the official duty station is not creditable
travel time. Finally, the 30 minutes the employee spends having dinner
while waiting at the airport on the return home is considered a bona
fide meal period and is not creditable travel time.

In this example, the employee\'s compensatory time off for travel
entitlement is as follows:

  ----------------------------------------------------------- -----------
  Total travel time                                           13.5 hours

  *minus*                                                      

  Travel time within regular working hours                    5.5 hours

  Travel to/from airport within limits of official duty       2 hours
  station                                                     

  Bona fide meal period                                       0.5 hour

  **Compensatory time off for travel**                        **5.5
                                                              hours**
  ----------------------------------------------------------- -----------

[]{#Chapter_09 .anchor}**Chapter 9. Temporary Closing of the Work
Place**

**TEMPORARY CLOSING OF THE WORK PLACE**

+--------------+-------------------------------------------------------+
| *I           | A *temporary closing* is the closing, in whole or in  |
| ntroduction* | part, of a work place because of an emergency or      |
|              | administrative situation. Absences for these short    |
|              | periods of time are generally excused. Examples of    |
|              | emergency or administrative situations are severe     |
|              | inclement weather conditions, failure of building     |
|              | services, etc.                                        |
|              |                                                       |
|              | If there is an emergency or situation causing a       |
|              | temporary closing, an *administrative order* will be  |
|              | issued by an authorized official which will either:   |
|              |                                                       |
|              | -   Relieve personnel, except those identified as     |
|              |     emergency employees to provide critical services, |
|              |     from active duty and excuse their absences for a  |
|              |     specific amount of time without charge to leave   |
|              |     or loss of pay; or                                |
|              |                                                       |
|              | -   Announce an *unscheduled leave* policy which      |
|              |     permits non-emergency employees to use a          |
|              |     reasonable amount of annual leave or LWOP (or     |
|              |     another appropriate accumulated leave such as     |
|              |     compensatory time or credit hours) without        |
|              |     receiving advance approval from their             |
|              |     supervisors.                                      |
|              |                                                       |
|              | **Important:** *Unscheduled leave* policy does        |
|              | **not** mean that employees are excused without a     |
|              | charge to leave. Rather, the [policy for requesting   |
|              | the leave in advance]{.underline} is relaxed.         |
|              |                                                       |
|              | Employees are expected to call, if possible, to       |
|              | resolve any doubt about their intentions to report    |
|              | for duty and to request a determined type of leave.   |
|              | Supervisors *may not* deny leave once an              |
|              | administrative order policy has been issued.          |
+--------------+-------------------------------------------------------+

  --------------- -------------------------------------------------------
  *Definitions*   *Adjusted Home Departure* - Permits employees to leave
                  their homes later than their normal departure times and
                  be excused for late arrival. For example, if an
                  \"adjusted home departure\" policy is in effect, it
                  means that employees who normally leave for work at
                  7:00 a.m. would delay their departures until 9:00 a.m.
                  Designated emergency employees are expected to report
                  to work on time.

  --------------- -------------------------------------------------------

**TEMPORARY CLOSING OF THE WORK PLACE**

+--------------+-------------------------------------------------------+
| *Definitions | *Adjusted Work Dismissal* - Permits employees to      |
| (cont.)*     | leave work early relative to their normal departure   |
|              | times. For example, if a 3-hour early dismissal is    |
|              | authorized, employees who would normally leave work   |
|              | at 5:00 p.m. would be authorized to leave at 2:00     |
|              | p.m. Designated emergency employees are expected to   |
|              | remain at work until their scheduled departure times. |
|              |                                                       |
|              | *Disabled Employees* - Employees who have medical     |
|              | impairments, either permanent or temporary, that      |
|              | adversely affect their mobility.                      |
|              |                                                       |
|              | *Emergency Employees* - Employees who have been       |
|              | designated by management as necessary, during an      |
|              | administrative or emergency situation, to perform     |
|              | critical functions.                                   |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Rules*      | If there is no announcement, all employees are to     |
|              | assume that their work place will be open each        |
| > 60         | regular work day regardless of any conditions that    |
|              | may develop. They are also to assume that they are    |
|              | expected to report for duty on time and remain        |
|              | through their scheduled work hours unless they are on |
|              | previously approved leave.                            |
|              |                                                       |
|              | All employees are expected to report to work and      |
|              | depart from work at their regularly scheduled times   |
|              | in spite of weather conditions and traffic and        |
|              | transportation disruptions, unless an administrative  |
|              | order is issued by an authorized official. Employees  |
|              | are expected to take whatever steps necessary to cope |
|              | with disruptive conditions (e.g., leave home early or |
|              | use public transportation rather than a personal car, |
|              | etc.).                                                |
|              |                                                       |
|              | When emergencies arise that cause late arrivals and   |
|              | an administrative order authorizes reasonable         |
|              | tardiness, employees are expected to arrive as soon   |
|              | as possible. Under these circumstances, immediate     |
|              | supervisors may, at their discretion, excuse          |
|              | tardiness for periods of up to two hours - unless     |
|              | some other time period is authorized by the           |
|              | administrative order. Higher level management         |
|              | approval is usually required to excuse tardiness over |
|              | two hours or longer than that authorized by the       |
|              | administrative order.                                 |
|              |                                                       |
|              | For further information on temporary closing of the   |
|              | work place, see HHS Instruction 610-3.                |
+--------------+-------------------------------------------------------+

**TEMPORARY CLOSING OF THE WORK PLACE**

+--------------+-------------------------------------------------------+
| *Special     | In emergency situations, supervisors should be aware  |
| Situations*  | that individuals with disabilities have specific      |
|              | needs and that those needs may change during each     |
|              | emergency situation. Individuals with the same        |
|              | disability may have different needs under similar     |
|              | weather and environmental conditions. Individuals'    |
|              | needs may also differ before, during, and after       |
|              | inclement weather, depending on environmental         |
|              | conditions both in the air and on the ground. Some    |
|              | conditions may include snow drifts at curb cuts,      |
|              | unusually large numbers of people being discharged at |
|              | the same time, public transportation emergencies, and |
|              | police and safety emergencies. Even seemingly mild    |
|              | weather or environmental conditions could be          |
|              | hazardous to a person with a disability.              |
|              |                                                       |
|              | When emergency dismissal or closure procedures are    |
|              | operative, those employees with disabilities should   |
|              | be dismissed as early as possible, rather than at     |
|              | normal departure times. Supervisors should rely       |
|              | heavily on the feelings of employees with             |
|              | disabilities and be flexible when making decisions.   |
|              |                                                       |
|              | Another special situation is that employees may       |
|              | occasionally face family circumstances not covered by |
|              | an announcement in the media. For example, employees  |
|              | are expected to report to work, but schools open late |
|              | or are closed. Supervisors should be flexible and as  |
|              | understanding as possible in approving leave in these |
|              | situations.                                           |
+--------------+-------------------------------------------------------+

  --------------- -------------------------------------------------------
  *Tables*        Use the tables on the following pages as a guide for
                  charging leave or excusing absences.

  --------------- -------------------------------------------------------

**TEMPORARY CLOSING OF THE WORK PLACE**

+---+-----------+--------+-------------------------------------------+---+
| * |           | ***If  |                                           |   |
| T |           | eme    |                                           |   |
| a |           | rgency |                                           |   |
| b |           | cond   |                                           |   |
| l |           | itions |                                           |   |
| e |           | arise  |                                           |   |
| I |           | during |                                           |   |
| * |           | w      |                                           |   |
|   |           | orking |                                           |   |
|   |           | hou    |                                           |   |
|   |           | rs:*** |                                           |   |
+---+-----------+--------+-------------------------------------------+---+
|   | AND THE   |        | THEN THE LEAVE CHARGED IS\...             |   |
|   | EMPLOYEE  |        |                                           |   |
|   | IS\...    |        |                                           |   |
+---+-----------+--------+-------------------------------------------+---+
|   | At work   |        | Excused absence (administrative leave.),  |   |
|   | at the    |        | even if the employee was scheduled to     |   |
|   | time of   |        | take leave later in the day               |   |
|   | d         |        |                                           |   |
|   | ismissal, |        |                                           |   |
+---+-----------+--------+-------------------------------------------+---+
|   | On        |        | The approved leave up to the time of      |   |
|   | approved  |        | dismissal [and]{.underline} excused       |   |
|   | leave,    |        | absence after the time of dismissal.      |   |
|   | but is    |        |                                           |   |
|   | expected  |        | **Example:** Employee usually works from  |   |
|   | to return |        | 8:30 a.m. to 5:00 p.m., uses 4 hours      |   |
|   | to work   |        | annual leave from 8:30 a.m. to 12:30 p.m. |   |
|   | before    |        |                                           |   |
|   | the end   |        | A storm closes the work place at 11:30    |   |
|   | of the    |        | a.m.                                      |   |
|   | day,      |        |                                           |   |
|   |           |        | Employee is charged 3 ([not]{.underline}  |   |
|   |           |        | 4) hours of annual leave from 8:30 a.m.   |   |
|   |           |        | to 11:30 a.m., and excused absence for    |   |
|   |           |        | the rest of the day (5 hours).            |   |
+---+-----------+--------+-------------------------------------------+---+
|   | At work   |        | Approved leave or LWOP [only]{.underline} |   |
|   | when the  |        | from the time the employee left until the |   |
|   | closing   |        | announced dismissal time                  |   |
|   | time is   |        | [and]{.underline} excused absence for the |   |
|   | announced |        | rest of the day.                          |   |
|   | [and]{.u  |        |                                           |   |
|   | nderline} |        | **Example A:** Employee usually works     |   |
|   | goes on   |        | from 8:30 a.m. until 5:00 p.m. He is told |   |
|   | approved  |        | at 9:30 a.m. that the work place will     |   |
|   | leave     |        | close at 11:30 a.m. Employee then         |   |
|   | [b        |        | requests and uses approved annual leave   |   |
|   | efore]{.u |        | from 10:30 a.m. to 11:30 a.m., and is on  |   |
|   | nderline} |        | excused absence for the rest of the day.  |   |
|   | the time  |        |                                           |   |
|   | is set    |        | **Example B:** Conditions similar to      |   |
|   | for       |        | Example A [except]{.underline} the reason |   |
|   | d         |        | for requesting release at 10:30 a.m. is   |   |
|   | ismissal, |        | to avoid hardship due to: a) car pool     |   |
|   |           |        | driver released earlier *or* b) younger   |   |
|   |           |        | children are released early from school   |   |
|   |           |        | and no alternate forms of child care are  |   |
|   |           |        | available to the employee. Hence,         |   |
|   |           |        | employee is on excused absence from 10:30 |   |
|   |           |        | a.m. for the rest of the day.             |   |
+---+-----------+--------+-------------------------------------------+---+
|   | On        |        | The leave or maxiflex credit hours that   |   |
|   | approved  |        | the employee is [already]{.underline} on. |   |
|   | leave     |        |                                           |   |
|   | when      |        | **Example:** Employee is on annual leave  |   |
|   | official  |        | all pay period. A storm closed the plant  |   |
|   | dismissal |        | early on Tuesday. Employee is charged     |   |
|   | is        |        | annual leave, *not* excused absence.      |   |
|   | announced |        |                                           |   |
|   | and is    |        |                                           |   |
|   | expected  |        |                                           |   |
|   | to be on  |        |                                           |   |
|   | leave for |        |                                           |   |
|   | the rest  |        |                                           |   |
|   | of the    |        |                                           |   |
|   | day       |        |                                           |   |
|   | anyway    |        |                                           |   |
|   | (includes |        |                                           |   |
|   | employees |        |                                           |   |
|   | on        |        |                                           |   |
|   | maxiflex  |        |                                           |   |
|   | credit    |        |                                           |   |
|   | hours day |        |                                           |   |
|   | off),     |        |                                           |   |
+---+-----------+--------+-------------------------------------------+---+
|   | At work   |        | Leave or LWOP for the rest of the day.    |   |
|   | and       |        |                                           |   |
|   | leaves    |        | **Example:** Employee works from 8:30     |   |
|   | [b        |        | a.m. to 5:00 p.m., and decides to leave   |   |
|   | efore]{.u |        | work at 9:30 a.m. on approved leave or    |   |
|   | nderline} |        | LWOP. The dismissal order is received by  |   |
|   | official  |        | the agency after the employee has left.   |   |
|   | word of   |        | The employee is charged annual leave or   |   |
|   | the       |        | carried in LWOP status for the rest of    |   |
|   | pending   |        | the day from 9:30 a.m.                    |   |
|   | dismissal |        |                                           |   |
|   | is        |        |                                           |   |
|   | received, |        |                                           |   |
+---+-----------+--------+-------------------------------------------+---+
|   | Scheduled |        | Annual leave, sick leave, LWOP, or AWOL,  |   |
|   | to report |        | as appropriate, for the entire work day.  |   |
|   | to work   |        |                                           |   |
|   | before    |        |                                           |   |
|   | the       |        |                                           |   |
|   | dismissal |        |                                           |   |
|   | but fails |        |                                           |   |
|   | to do so, |        |                                           |   |
+---+-----------+--------+-------------------------------------------+---+

**TEMPORARY CLOSING OF THE WORK PLACE**

+---+-----------+---------+------------------------------------------+---+
| * |           | ***If   |                                          |   |
| T |           | em      |                                          |   |
| a |           | ergency |                                          |   |
| b |           | con     |                                          |   |
| l |           | ditions |                                          |   |
| e |           | arise   |                                          |   |
| I |           | during  |                                          |   |
| I |           | non-    |                                          |   |
| * |           | working |                                          |   |
|   |           | ho      |                                          |   |
|   |           | urs:*** |                                          |   |
+---+-----------+---------+------------------------------------------+---+
|   | AND THE   |         | THEN THE LEAVE CHARGED IS\...            |   |
|   | EMPLOYEE  |         |                                          |   |
|   | IS\...    |         |                                          |   |
+---+-----------+---------+------------------------------------------+---+
|   | Scheduled |         | Excused absence.                         |   |
|   | to work   |         |                                          |   |
|   | on that   |         | **Example:** Employee is scheduled to    |   |
|   | day       |         | work on Friday. Due to a storm on        |   |
|   | (includes |         | Thursday night, the work place is closed |   |
|   | employees |         | all day Friday. Employee is charged      |   |
|   | who       |         | excused absence.                         |   |
|   | arrive at |         |                                          |   |
|   | work to   |         |                                          |   |
|   | discover  |         |                                          |   |
|   | the work  |         |                                          |   |
|   | place     |         |                                          |   |
|   | closed),  |         |                                          |   |
+---+-----------+---------+------------------------------------------+---+
|   | On        |         | Excused absence.                         |   |
|   | p         |         |                                          |   |
|   | reviously |         | **Example:** Employee is on sick leave   |   |
|   | a         |         | when the work place closes for the       |   |
|   | uthorized |         | entire day. Employee is charged excused  |   |
|   | paid      |         | absence (not sick leave).                |   |
|   | leave,    |         |                                          |   |
+---+-----------+---------+------------------------------------------+---+
|   | On        |         | No absence is charged since the employee |   |
|   | maxiflex  |         | was not scheduled to report to work.     |   |
|   | day off,  |         |                                          |   |
+---+-----------+---------+------------------------------------------+---+
|   | On either |         | LWOP or AWOL, depending on whether the   |   |
|   | LWOP or   |         | employee is on LWOP or AWOL.             |   |
|   | AWOL both |         |                                          |   |
|   | the day   |         |                                          |   |
|   | before    |         |                                          |   |
|   | [and]{.u  |         |                                          |   |
|   | nderline} |         |                                          |   |
|   | the day   |         |                                          |   |
|   | after the |         |                                          |   |
|   | work      |         |                                          |   |
|   | place     |         |                                          |   |
|   | closes,   |         |                                          |   |
+---+-----------+---------+------------------------------------------+---+

  -------- ------------ ---------------- -------------------------------------------- --
  *Table                ***If emergency                                               
  III*                  conditions arise                                              
                        prior to or                                                   
                        early in the                                                  
                        working hours                                                 
                        and excused                                                   
                        tardiness is                                                  
                        authorized:***                                                

           AND THE                       THEN THE LEAVE CHARGED IS\...                
           EMPLOYEE                                                                   
           IS\...                                                                     

           Already at                    Nothing. Work hours are reported as usual.   
           work,                         No excused absence is necessary.             

           En-route or                   Administrative leave (excused absence        
           still at                      authorized by the administrative order or    
           home,                         approved by leave-approving official).       

           On approved                   Leave the employee is already on.            
           leave,                                                                     
  -------- ------------ ---------------- -------------------------------------------- --

  --------------- -------------------------------------------------------
                  

  --------------- -------------------------------------------------------

**TEMPORARY CLOSING OF THE WORK PLACE**

+--------------+-------------------------------------------------------+
| *Alternative | Employees on alternative work schedules (AWS) are     |
| Work         | subject to the absence and leave provisions covered   |
| Schedules    | in this chapter, as well as to the following          |
| (AWS)*       | provisions:                                           |
|              |                                                       |
|              | ***When early dismissal is authorized for:***         |
|              |                                                       |
|              | -   [a specific time]{.underline}, AWS employees are  |
|              |     dismissed at the end of their tour of duty or at  |
|              |     the specific time, whichever is earlier;          |
|              |                                                       |
|              | -   [a specific number of hours]{.underline}, AWS     |
|              |     employees are dismissed the stated number of      |
|              |     hours earlier than the end of the specific tours  |
|              |     they are working that day.                        |
|              |                                                       |
|              | ***Late Arrival:***                                   |
|              |                                                       |
|              | -   [Tardiness of AWS employees **who do not** revert |
|              |     to a fixed schedule during emergency]{.underline} |
|              |     is treated in accordance with procedures          |
|              |     established by the OPDIV.                         |
|              |                                                       |
|              | -   [Tardiness of AWS employees **who are** required  |
|              |     to revert to a fixed schedule during              |
|              |     emergencies]{.underline} is treated consistent    |
|              |     with that of employees on a fixed work schedule   |
|              |     in the same OPDIV.                                |
|              |                                                       |
|              | -   [AWS employees who start work before the excused  |
|              |     tardiness is authorized]{.underline} work their   |
|              |     regular tours of duty. They *do not* receive      |
|              |     extra compensation or credit hours for being on   |
|              |     duty earlier than other employees whose tardiness |
|              |     is excused.                                       |
|              |                                                       |
|              | ***Closure:***                                        |
|              |                                                       |
|              | -   AWS employees whose tour of duty commences before |
|              |     the closure of the work place is announced, and   |
|              |     who reported to work prior to the time of the     |
|              |     closure announcement, return home and *do not*    |
|              |     receive extra compensation or credit hours for    |
|              |     having come to work.                              |
|              |                                                       |
|              | -   Employees on compressed work schedules who are    |
|              |     not scheduled to work on a day that the work      |
|              |     place is closed *are not entitled* to any         |
|              |     compensation, credit hours, or \"in lieu of\"     |
|              |     consideration for the closure day.                |
+--------------+-------------------------------------------------------+

[]{#Chapter_10 .anchor}**Chapter 10. Premium Pay and Differentials for**

**General Schedule Employees**

**OVERVIEW**

  ---------------- -------------------------------------------------------
  *Introduction*   *Premium pay and differentials* for full-time General
                   Schedule (GS) employees are additional pay authorized
                   for overtime, holiday, night or Sunday work, hazardous
                   or standby duty, law enforcement availability, or
                   administratively uncontrollable work when the work has
                   been ordered and approved by authorized persons and
                   performed by the employee.

  ---------------- -------------------------------------------------------

+--------------+-------------------------------------------------------+
| *For         | For information about premium pay and differentials   |
| Additional   | for part-time, intermittent, Title 38/Baylor Plan, or |
| Information* | Federal Wage System employees, or for non-standard    |
|              | tours, see the respective chapters.                   |
| > 61         |                                                       |
|              | Information about premium pay and differentials for   |
|              | General Schedule employees may also be found in the   |
|              | following:                                            |
|              |                                                       |
|              | -   HHS Instruction 550-1, Premium Pay                |
|              |                                                       |
|              | -   5 CFR, Part 550, Subpart A                        |
|              |                                                       |
|              | -   Title 5 - Government Organization and Employees   |
|              |                                                       |
|              | -   GAO Title 6, Chapter 3                            |
+--------------+-------------------------------------------------------+

**OVERTIME**

  ---------------- -------------------------------------------------------
  *Introduction*   Most full-time GS employees on *regularly scheduled
                   tours* are paid overtime if they work **more** than **8
                   hours a day** **or** **more** than **40 hours** in an
                   **administrative workweek**. Overtime includes both
                   regularly scheduled overtime and unscheduled irregular
                   or occasional overtime.

  ---------------- -------------------------------------------------------

+--------------+-------------------------------------------------------+
| *Exceptions  | Employees who have *flexible work schedules*, and for |
| -Alternative | whom credit hours are applicable, receive overtime    |
| Work         | pay only for excess hours which are not credit hours. |
| Schedules*   |                                                       |
|              | Employees who are authorized to work *compressed work |
|              | schedules* earn overtime only for work in excess of   |
|              | those specified hours that constitute the compressed  |
|              | schedule. (i.e., over 8 hours if their scheduled day  |
|              | is an 8 hour day, over 9 hours if it is a scheduled 9 |
|              | hour day, etc.).                                      |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Important*  | Each OPDIV is required to ensure that overtime is     |
|              | properly approved, recorded, and documented.          |
| > 62         | Documentation must be maintained with time and        |
|              | attendance data for six years.                        |
|              |                                                       |
|              | Time and attendance records *must distinguish         |
|              | between* unscheduled irregular or occasional overtime |
|              | and regularly scheduled overtime. Therefore, it is    |
|              | important that you know the difference between the    |
|              | two types, and that overtime is recorded under the    |
|              | correct, applicable transaction code.                 |
|              |                                                       |
|              | With the exception of emergencies, overtime **must be |
|              | authorized** both in advance and in writing. In       |
|              | emergencies, employees may be ordered to work         |
|              | overtime without prior approval, provided that        |
|              | approval is documented the next work day.             |
|              |                                                       |
|              | For employees on non-reimbursable details outside the |
|              | Department, OPDIVs must ensure that a clear           |
|              | understanding exists with the gaining organization    |
|              | with respect to when overtime may be worked and       |
|              | whether the cost of any overtime will be reimbursed.  |
+--------------+-------------------------------------------------------+

  --------------- -------------------------------------------------------
  *Overtime and   For overtime purposes, hours during which the employee
  Paid Leave*     is absent on *paid* leave are considered to be hours of
                  work. Use of ***paid leave* does *not* reduce** the
                  amount of overtime to which the employee is entitled.

  --------------- -------------------------------------------------------

**OVERTIME**

+--------------+-------------------------------------------------------+
| *Overtime    | Use of *unpaid leave* does affect overtime pay. It    |
| and Unpaid   | reduces the amount of overtime to which the employee  |
| Leave*       | is entitled. See Chapter 5 for information regarding  |
|              | substituting overtime for unpaid leave.               |
+--------------+-------------------------------------------------------+
| *Overtime    | Employees with rates of basic pay **equal to or less  |
| Hourly Rate* | than** the rate of basic pay for GS-10, Step1, the    |
|              | overtime hourly rate is the employee's hourly rate of |
|              | basic pay multiplied by 1.5.                          |
|              |                                                       |
|              | Under the amended 5 U.S.C. 5542(a)(2), for employees  |
|              | with rates of basic pay greater than the basic pay    |
|              | for GS-10, Step 1, the overtime rate is the           |
|              | **greater** of\-\--                                   |
|              |                                                       |
|              | (1) the hourly rate of basic pay for GS-10, step 1,   |
|              |     multiplied by 1.5,                                |
|              |                                                       |
|              | > or                                                  |
|              |                                                       |
|              | (2) the employee's hourly rate of basic pay.          |
|              |                                                       |
|              | The hourly overtime pay limitations do not apply to   |
|              | prevailing rate (wage) employees or to FLSA overtime  |
|              | pay.                                                  |
+--------------+-------------------------------------------------------+
| *            | Biweekly pay limitation that limits the amount of     |
| Limitations* | premium pay that can be paid during a biweekly pay    |
|              | period under 5 U.S.C. 5547(a) and 5 CFR 550.105       |
|              | premium pay cannot be paid to General Schedule        |
|              | employees (including law enforcement officers and     |
|              | other covered employees) to the extent that doing so  |
|              | would cause an employee's basic pay, overtime pay,    |
|              | the dollar value of compensatory time off, night pay, |
|              | annual premium pay, Sunday premium pay and holiday    |
|              | premium pay to exceed the **greater** of the biweekly |
|              | rate for**---**                                       |
|              |                                                       |
|              | (1) GS-15, Step 10 (including any applicable special  |
|              |     salary rate or locality rate of pay),             |
|              |                                                       |
|              | > or                                                  |
|              |                                                       |
|              | (2) Level V of the Executive.                         |
|              |                                                       |
|              | **Exception:** For employees performing emergency     |
|              | work (as determined by the agency head or OPM), or    |
|              | mission-critical work (as determined by the agency    |
|              | head), premium pay cannot be paid which causes the    |
|              | total of basic pay and premium pay to exceed the      |
|              | **greater** of the **annual** rate for-               |
|              |                                                       |
|              | (1) GS-15, Step 10 (including any applicable special  |
|              |     salary rate or locality rate of pay),             |
|              |                                                       |
|              | > or                                                  |
|              |                                                       |
|              | \(2\) Level V of the Executive.                       |
+--------------+-------------------------------------------------------+

**[OVERTIME]{.underline}**

+--------------+-------------------------------------------------------+
| *Limitations | These limitations do not apply to wage employees or   |
| continued*   | to FLSA overtime pay.                                 |
|              |                                                       |
|              | **Note:** The following types of premium pay remain   |
|              | subject to a biweekly limitation when other premium   |
|              | payments are subject to an annual limitation:         |
|              |                                                       |
|              | (1) Standby duty pay under 5 U.S.C. 5545(c)(1);       |
|              |                                                       |
|              | (2) Administratively uncontrollable overtime under 5  |
|              |     U.S.C. 5545(c)(2);                                |
|              |                                                       |
|              | (3) Availability pay for criminal investigators under |
|              |     5 U.S.C. 5545a; and                               |
|              |                                                       |
|              | (4) Overtime pay for hours in the regular tour of     |
|              |     duty of a firefighter covered by 5 U.S.C. 5545b.  |
|              |                                                       |
|              | Compensatory Time Off: The biweekly pay limitation in |
|              | 5 U.S.C. 5547 is also a ceiling on compensatory time  |
|              | off.                                                  |
+--------------+-------------------------------------------------------+
| *Suffer and  | Supervisors should *not* permit unauthorized work by  |
| Permit       | employees outside their tour hours. If, however,      |
| Overtime*    | **FLSA non-exempt employees** perform work for the    |
|              | benefit of DHHS, whether requested or not:            |
|              |                                                       |
|              | -   During hours outside the established tour, *and*  |
|              |                                                       |
|              | -   Which the supervisor knows about, or has reason   |
|              |     to believe is being performed, and has an         |
|              |     opportunity to prevent,                           |
|              |                                                       |
|              | They are entitled to irregular or occasional overtime |
|              | pay referred to as *suffer and permit overtime*.      |
|              |                                                       |
|              | **Note:** Employees on flexible work schedules are    |
|              | *not* entitled to suffer and permit overtime pay.     |
+--------------+-------------------------------------------------------+
| *On-Call     | Time spent in an *on-call status* is *not* considered |
| Status*      | hours of work and is *not* paid as overtime if the    |
|              | employee:                                             |
|              |                                                       |
|              | -   Is allowed to leave a telephone number or to      |
|              |     carry a \"beeper\" to allow quick contact, even   |
|              |     though the employee is required to remain within  |
|              |     a reasonable call-back radius; or                 |
|              |                                                       |
|              | -   Is allowed to make arrangements for any required  |
|              |     work during the on-call period to be performed by |
|              |     another person.                                   |
|              |                                                       |
|              | See the Callback Overtime and Regularly Scheduled     |
|              | Standby Duty sections in this chapter for other       |
|              | related information.                                  |
+--------------+-------------------------------------------------------+

**OVERTIME**

+--------------+-------------------------------------------------------+
| *Travel*     | Time spent on travel is considered *overtime* only    |
|              | when:                                                 |
|              |                                                       |
|              | 1\. It is requested and approved in advance;          |
|              | *[and]{.underline}*                                   |
|              |                                                       |
|              | 2.  It is within the employee\'s regularly scheduled  |
|              |     administrative workweek, including regular        |
|              |     overtime work; *[or]{.underline}*                 |
|              |                                                       |
|              |     -   involves the performance of actual 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,                                    |
|              |                                                       |
|              |     -   results from an event which could not be      |
|              |         scheduled or controlled administratively,     |
|              |         including travel by an employee to such an    |
|              |         event and the return of the employee to his   |
|              |         or her official duty station.                 |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Training,   | **For FLSA non-exempt employees**, time spent outside |
| Meetings, or | regular working hours to attend *training* (including |
| Conferences* | preparatory time for attendance at training) shall be |
|              | considered overtime if:                               |
|              |                                                       |
|              | -   The employee is directed by the agency to         |
|              |     participate in the training (means that the       |
|              |     training is required by the agency and the        |
|              |     employee\'s performance or continued retention in |
|              |     the current position will be adversely affected   |
|              |     by non-enrollment in such training); and          |
|              |                                                       |
|              | -   The purpose of the training is to improve the     |
|              |     employee\'s performance of the duties and         |
|              |     responsibilities of current position (*not*       |
|              |     upward mobility training).                        |
|              |                                                       |
|              | Time spent outside regular working hours to *attend   |
|              | lectures, meetings, or conferences* shall be          |
|              | considered overtime if the employee:                  |
|              |                                                       |
|              | -   Is directed by the agency to attend the event; or |
|              |                                                       |
|              | -   Performs work for the benefit of the agency       |
|              |     during such attendance.                           |
+--------------+-------------------------------------------------------+

**[OVERTIME]{.underline}**

+--------------+-------------------------------------------------------+
| > 63         | Types of overtime include:                            |
|              |                                                       |
| *Types of    | -   Regularly scheduled overtime                      |
| Overtime*    |                                                       |
|              | -   Unscheduled irregular or occasional overtime      |
|              |                                                       |
|              | (includes preshift/postshift activities and callback  |
|              | overtime)                                             |
|              |                                                       |
|              | -   Administratively uncontrollable overtime          |
|              |                                                       |
|              | -   Regularly scheduled standby duty                  |
|              |                                                       |
|              | -   PL 85-580 (double time for Quarantine inspectors) |
|              |                                                       |
|              | -   Compensatory time                                 |
+--------------+-------------------------------------------------------+

[**REGULARY SCHEDULED** **OVERTIME**]{.underline}

+--------------+-------------------------------------------------------+
| Regu*larly   | *Regularly scheduled overtime* (sometimes referred to |
| Scheduled    | as ARSOT or authorized regularly scheduled overtime)  |
| Overtime*    | is overtime which is authorized in writing by         |
|              | supervisors *before* *the beginning of the            |
|              | administrative workweek*. The overtime work then      |
|              | becomes part of the regularly scheduled               |
|              | administrative workweek. This is important when       |
|              | determining entitlement to night differential.        |
|              |                                                       |
|              | **Reminder:** The *administrative workweek* for all   |
|              | HHS employees is 7 consecutive days, 12:01 a.m.       |
|              | Sunday through midnight Saturday. The *basic          |
|              | workweek* consists of the days and hours which make   |
|              | up the employee\'s regularly scheduled tour.          |
|              |                                                       |
|              | **Example:** On Friday afternoon, Robert is notified  |
|              | of overtime to be worked on Tuesday of the following  |
|              | week. The overtime was authorized before the          |
|              | beginning of the administrative workweek (Sunday      |
|              | 12:01 a.m.), and therefore it is regularly scheduled  |
|              | overtime.                                             |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Important*  | Regularly scheduled overtime may *not* be authorized  |
|              | or approved in increments of *less* than **15         |
| > 64         | minutes**.                                            |
|              |                                                       |
|              | **Supervisors are responsible for assuring that       |
|              | employees do not perform overtime work in increments  |
|              | of less than 15 minutes**.                            |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Fractions   | Overtime may be credited in quarter hours as well as  |
| of Hours*    | whole hours. Both FLSA non-exempt and exempt          |
|              | employees are compensated for every minute of regular |
| > 65         | overtime unless their overtime or premium pay exceeds |
|              | the maximum biweekly pay. Therefore, regularly        |
|              | scheduled overtime must be scheduled and worked in    |
|              | quarter-hour increments.                              |
+--------------+-------------------------------------------------------+

**UNSCHEDULED IRREGULAR OR OCCASIONAL OVERTIME**

+--------------+-------------------------------------------------------+
| *Unscheduled | If overtime is authorized *during the same            |
| Irregular or | administrative workweek* in which it is performed, it |
| Occasional   | is considered to be *unscheduled irregular or         |
| Overtime*    | occasional overtime*.                                 |
|              |                                                       |
|              | Unscheduled irregular or occasional overtime *must*   |
|              | also be **approved** by supervisors, but employees    |
|              | are notified in the *same* administrative workweek in |
|              | which the overtime is performed, rather than in       |
|              | advance of the administrative workweek.               |
|              |                                                       |
|              | **Reminder:** The *administrative workweek* for all   |
|              | HHS employees is 7 consecutive days, 12:01 a.m.       |
|              | Sunday through midnight Saturday. The *basic          |
|              | workweek* consists of the days and hours which make   |
|              | up the employee\'s regularly scheduled tour.          |
|              |                                                       |
|              | **Example:** On Monday afternoon, the employee is     |
|              | notified of overtime work on Friday of that week. The |
|              | overtime was authorized after the beginning of the    |
|              | administrative workweek (Sunday 12:01 a.m.), and      |
|              | therefore it is unscheduled irregular or occasional   |
|              | overtime.                                             |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Important*  | Regular Compensatory time may be substituted for      |
|              | irregular or occasional overtime at the employee\'s   |
| > 66         | request. Compensatory time is covered later in this   |
|              | chapter.                                              |
|              |                                                       |
|              | Unlike regularly scheduled overtime, unscheduled      |
|              | irregular or occasional overtime does *not* have to   |
|              | be worked in 15-minute increments. Sometimes          |
|              | employees work an unusual number of minutes, such as  |
|              | 20 or 37.                                             |
|              |                                                       |
|              | *Leftover minutes* should be accumulated each week    |
|              | and then rounded down or up to the nearest full       |
|              | quarter hour at the end of the administrative         |
|              | workweek (7 minutes or less, round down; 8 to 14      |
|              | minutes, round up.)                                   |
|              |                                                       |
|              | **Examples:** Jane worked 5 hours and 6 minutes of    |
|              | irregular overtime. There are 6 leftover minutes. She |
|              | is paid for 5 hours.                                  |
|              |                                                       |
|              | Pierre worked 4 hours and 23 minutes of irregular     |
|              | overtime. There are 8 leftover minutes (23 - 15). He  |
|              | is paid for 4 hours and 30 minutes.                   |
+--------------+-------------------------------------------------------+

**PRESHIFT AND POSTSHIFT ACTIVITIES**

+--------------+-------------------------------------------------------+
| *Preshift    | *Preshift activity* is preparatory activity performed |
| and          | prior to the commencement of the principal            |
| Postshift    | activities.                                           |
| Activity*    |                                                       |
|              | *Postshift activity* is concluding activity performed |
|              | after the completion of the principal activities.     |
|              |                                                       |
|              | If such activities meet the following criteria, they  |
|              | shall be considered hours of work and the time for    |
|              | the employee to perform the activities must be        |
|              | scheduled. Activities must:                           |
|              |                                                       |
|              | -   Be required by the agency;                        |
|              |                                                       |
|              | -   Be indispensable and closely related to the       |
|              |     employee\'s principal activities; and             |
|              |                                                       |
|              | -   Require more than 10 minutes a day.               |
|              |                                                       |
|              | Preshift or postshift activities outside the          |
|              | employee\'s daily tour of duty that meet the above    |
|              | three requirements are compensated with irregular or  |
|              | occasional overtime.                                  |
|              |                                                       |
|              | **Note:** A preshift or postshift activity that is    |
|              | not closely related to the performance of the         |
|              | principal activities is considered a preliminary or   |
|              | postliminary activity. Time spent in preliminary or   |
|              | postliminary activities is excluded from hours of     |
|              | work and is not compensable.                          |
+--------------+-------------------------------------------------------+

**CALLBACK OVERTIME**

+--------------+-------------------------------------------------------+
| *I           | *Callback overtime* is unscheduled irregular or       |
| ntroduction* | occasional overtime work performed at a time when the |
|              | employee:                                             |
|              |                                                       |
|              | -   Was not scheduled to work; or                     |
|              |                                                       |
|              | -   Was required to return to work after leaving the  |
|              |     work site.                                        |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Rules*      | Because callback work is irregular or occasional      |
|              | overtime work, compensatory time off may be           |
| > 67         | substituted for pay at the employee\'s request.       |
|              |                                                       |
|              | GS employees who are required to perform callback     |
|              | overtime are entitled to a minimum of 2 hours of      |
|              | overtime pay, *or* 2 hours of compensatory time off,  |
|              | for each time they are called back into work (even if |
|              | they work less than 2 hours each time).               |
|              |                                                       |
|              | **Example:** On Wednesday Stanley finished the 8-hour |
|              | tour and went home. At home, Stanley received a call  |
|              | to return to work due to an emergency. He actually    |
|              | worked one hour, however he is paid for two hours     |
|              | overtime because:                                     |
|              |                                                       |
|              | -   He was not scheduled to work and was called back  |
|              |     after he had left the work site; and,             |
|              |                                                       |
|              | -   He must be paid a minimum of 2 hours overtime.    |
|              |                                                       |
|              | It is possible to have several call-backs in a        |
|              | 24-hour period. Each call-back is individually        |
|              | payable at the 2 hour minimum, until the bi-weekly    |
|              | pay for exempt employees' totals the maximum          |
|              | bi-weekly payable rate for a GS-15. (There is no      |
|              | maximum pay limit for FLSA non-exempt and wage grade  |
|              | employees.)                                           |
|              |                                                       |
|              | Called-back employees who are required to work for    |
|              | more than 2 hours will be compensated for the actual  |
|              | hours worked, rounded to the closest quarter-hour.    |
+--------------+-------------------------------------------------------+

**ADMINISTRATIVELY UNCONTROLLABLE OVERTIME**

+--------------+-------------------------------------------------------+
| *I           | *Administratively uncontrollable overtime work* (AUO  |
| ntroduction* | or AUW) is work for which the employee has the        |
|              | responsibility for recognizing, without supervisory   |
|              | direction, circumstances that require him or her to   |
|              | remain on duty or to return to duty.                  |
|              |                                                       |
|              | This administratively uncontrollable overtime work is |
|              | paid on an annual premium pay basis determined by a   |
|              | percentage of the employee\'s basic annual salary and |
|              | the average number of hours worked. Your servicing    |
|              | personnel office determines the amount of the premium |
|              | pay, adjusts the annual salary by the correct amount, |
|              | and enters the rate into the Personnel and Pay        |
|              | Master. If you are unsure if an employee is paid      |
|              | AUO/AUW premium pay, check with your servicing        |
|              | personnel office.                                     |
|              |                                                       |
|              | Administratively uncontrollable overtime is paid on   |
|              | an annual basis, *in lieu of irregular or occasional  |
|              | overtime*.                                            |
|              |                                                       |
|              | Hours worked should be documented just as are other   |
|              | overtime hours. However, because the employee\'s      |
|              | annual pay has been adjusted to include an amount for |
|              | AUO/AUW, timekeepers should not enter the overtime    |
|              | hours worked into the timekeeping system.             |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *R           | The employee must:                                    |
| equirements* |                                                       |
|              | -   Occupy a position for which the additional hours  |
|              |     of work cannot be controlled administratively;    |
|              |                                                       |
|              | -   Perform substantial amounts of irregular or       |
|              |     occasional overtime work (at least 3 hours per    |
|              |     week); and                                        |
|              |                                                       |
|              | -   Be able to recognize, without supervision, the    |
|              |     circumstances which require that he or she remain |
|              |     on duty or return to duty.                        |
|              |                                                       |
|              | An example of this type of position is an             |
|              | investigator.                                         |
+--------------+-------------------------------------------------------+

  --------------- -------------------------------------------------------
  *Pay Rate*      AUO/AUW premium pay is an appropriate percentage of the
                  employee\'s regular pay. It may be no less than 10
                  percent and no more than 25 percent of an employee\'s
                  rate of basic pay.

  --------------- -------------------------------------------------------

**REGULARLY SCHEDULED STANDBY DUTY**

+--------------+-------------------------------------------------------+
| *I           | *Regularly scheduled standby duty* pay (RSSD) is      |
| ntroduction* | premium pay approved on an annual basis for an        |
|              | employee in lieu of regularly scheduled overtime,     |
|              | night, holiday, and Sunday pay. To receive RSSD, an   |
|              | employee is required to remain at, or within the      |
|              | confines of, a duty station longer than ordinary      |
|              | periods of duty, a substantial part of which consists |
|              | of remaining in a standby status rather than          |
|              | performing work.                                      |
|              |                                                       |
|              | While in a standby status, the employee\'s            |
|              | whereabouts and activities are severely limited and   |
|              | the employee must be available in the event that      |
|              | his/her services are required.                        |
|              |                                                       |
|              | Regularly scheduled standby duty (RSSD) pay is        |
|              | sometimes referred to as standby duty premium pay,    |
|              | standby premium pay, and standby pay.                 |
|              |                                                       |
|              | **Note:** Prevailing rate employees (or Federal Wage  |
|              | System employees) are *not* eligible for RSSD.        |
|              |                                                       |
|              | An SF-50 must be issued by the servicing personnel    |
|              | office for every employee who is authorized regularly |
|              | scheduled standby pay. The servicing personnel office |
|              | determines the amount of the premium pay, adjusts the |
|              | annual salary by the correct amount, and enters it    |
|              | into the Personnel and Pay Master.                    |
|              |                                                       |
|              | If you are unsure if an employee is paid RSSD premium |
|              | pay, check with your servicing personnel office.      |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Rules*      | RSSD is **paid *in lieu* of *all*** other premium pay |
|              | ***except* irregular or occasional overtime**. To be  |
| > 68         | authorized for regularly scheduled standby duty pay,  |
|              | the employee\'s standby hours must be:                |
|              |                                                       |
|              | -   Associated with employee\'s regularly assigned    |
|              |     duties;                                           |
|              |                                                       |
|              | -   Definite and the employee must be officially      |
|              |     ordered to remain at his/her station;             |
|              |     [and]{.underline}                                 |
|              |                                                       |
|              | -   Included in the employee\'s tour of duty on a     |
|              |     regularly recurring basis over a substantial      |
|              |     period of time.                                   |
|              |                                                       |
|              | An employee entitled to regularly schedule standby    |
|              | pay does not receive                                  |
|              |                                                       |
|              | premium pay for regular overtime work or night or     |
|              | Sunday work.                                          |
|              |                                                       |
|              | However, RSSD employees would be paid overtime or     |
|              | receive                                               |
|              |                                                       |
|              | compensatory time for irregular or occasional         |
|              | overtime work.                                        |
+--------------+-------------------------------------------------------+

**REGULARLY SCHEDULED STANDBY DUTY**

+--------------+-------------------------------------------------------+
| *Rules       | If standby duty includes a holiday, the employee is   |
| (cont.)*     | still on standby duty during the holiday. If he/she   |
|              | is not needed on the holiday, the employee must be    |
| > 69         | *excused* from work that day. If the employee is not  |
|              | excused, but is absent during the holiday, he/she     |
|              | must be charged annual leave, sick leave, LWOP, or    |
|              | AWOL, as appropriate.                                 |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Pay Rate*   | RSSD is paid on an annual basis and is determined by  |
|              | a percentage of the employee\'s annual basic salary   |
|              | which may not exceed 25% of the basic rate of a       |
|              | GS-10, Step 1, employee, including any applicable     |
|              | locality-based comparability payment or special rate. |
|              | This percentage is added to the employee\'s basic     |
|              | annual salary, and an hourly rate is computed from    |
|              | the total of the two. This increased hourly rate      |
|              | appears on the Leave and Earnings Statement.          |
|              |                                                       |
|              | **Note:** The additional percentage of pay earned is  |
|              | creditable for retirement and life insurance purposes |
|              | only. The adjusted hourly rate is ***not*** used to   |
|              | compute overtime pay for irregular or occasional      |
|              | overtime.                                             |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Overtime*   | RSSD pay covers both regular hours and standby hours. |
|              | Irregular or occasional overtime work is defined as   |
|              | overtime work that is not part of the employee's      |
|              | regularly scheduled administrative week.              |
|              |                                                       |
|              | An employee's tour of duty constitutes his or her     |
|              | regularly schedule administrative workweek,           |
|              | *including* the time for regularly scheduled standby  |
|              | duty. Therefore, actual work performed during the     |
|              | period of standby duty would not fall under the       |
|              | category of "*irregular or occasional,*" and would    |
|              | not entitle the employee to additional pay over and   |
|              | above his annual standby premium pay.                 |
|              |                                                       |
|              | Overtime pay is calculated based on a rate equal to   |
|              | 1½ times the hourly rate of basic pay *not* including |
|              | the RSSD premium pay percentage.                      |
+--------------+-------------------------------------------------------+

  --------------- -------------------------------------------------------
  *Reminder*      An employee is in a *standby status* while on standby
                  duty only at times when he or she is not required to
                  perform actual work and is free to eat, sleep, read, or
                  engage in other similar pursuits. An employee is *not*
                  in a standby status while on standby duty when the
                  employee\'s full attention is devoted to his or her
                  work, even though the nature of the work does not
                  require constant activity.

  --------------- -------------------------------------------------------

Rev. 6/7/05

**REGULARLY SCHEDULED STANDBY DUTY**

+--------------+-------------------------------------------------------+
| *Example*    | Fred is an X-ray technician with a regularly          |
|              | scheduled tour of Monday through Friday, 8:00 a.m. to |
| > 70         | 4:30 p.m., with lunch from noon to 12:30 p.m. He is   |
|              | scheduled for 3 hours RSSD each day (until 7:30 p.m.) |
|              | in case of emergencies.                               |
|              |                                                       |
|              | During the standby period in the first week of the    |
|              | pay period, Fred spent 2 hour on Monday from          |
|              | 4:30-6:30 p.m. and 1 hour on Friday from 8:00- 9:00   |
|              | p.m performing X-rays. The second week, he worked no  |
|              | hours during the standby period. The pay period total |
|              | hours are:                                            |
|              |                                                       |
|              | -   80 regular hours (8 each day, Monday through      |
|              |     Friday, both weeks); [and]{.underline}            |
|              |                                                       |
|              | -   1 Irregular or occasional overtime hour on        |
|              |     Friday, Week 1                                    |
|              |                                                       |
|              | **Clarification:** Fred is ***not*** paid overtime    |
|              | for the 2 hours worked on Monday because the work was |
|              | performed during the regularly schedule               |
|              | administrative work week (including the time for      |
|              | regularly scheduled standby duty) and is being        |
|              | compensated by RSSD annual premium pay. Fred ***is*** |
|              | paid 1 hour of irregular or occasional overtime for   |
|              | Friday, week 1 because the work was performed outside |
|              | of his regularly scheduled administrative work week   |
|              | (including RSSD).                                     |
+--------------+-------------------------------------------------------+

**PL 85-580 OVERTIME**

+--------------+-------------------------------------------------------+
| *I           | PL 85-580 overtime is **paid** to ***quarantine       |
| ntroduction* | inspection officers*** for the Public Health Service  |
|              | for any hours worked over their regular tours of duty |
|              | as necessary to prevent the introduction of           |
|              | communicable diseases into the United States and      |
|              | possessions of the United States.                     |
|              |                                                       |
|              | Overtime duties include the operation of vessels, the |
|              | inspection or quarantine treatment of persons,        |
|              | conveyances, or goods arriving by land, water, or air |
|              | in the United States or jurisdictions.                |
+--------------+-------------------------------------------------------+

  --------------- -------------------------------------------------------
  *Pay Rate*      Overtime in this category is paid at **two times** the
                  basic hourly rate of pay, or *double time*.

  --------------- -------------------------------------------------------

**LAW ENFORCEMENT AVAILABILITY PAY**

+--------------+-------------------------------------------------------+
| *I           | *Law Enforcement Availability Pay (LEAP)* is paid to  |
| ntroduction* | certain criminal investigators to ensure the          |
|              | availability of criminal investigators for            |
|              | unscheduled duty in excess of the 40-hour workweek,   |
|              | based on the needs of the employing agency.           |
|              |                                                       |
|              | LEAP is paid on an annual premium pay basis *in lieu  |
|              | of standby duty pay, administratively uncontrollable  |
|              | overtime pay, and irregular or occasional overtime    |
|              | pay*. Criminal investigators receiving LEAP may earn  |
|              | overtime pay for *regularly scheduled overtime*,      |
|              | excluding the first 2 hours of overtime work on any   |
|              | regular workday.                                      |
|              |                                                       |
|              | Your servicing personnel office adjusts the annual    |
|              | salary and enters the rate into the Personnel and Pay |
|              | Master. If you are unsure if an employee is paid      |
|              | LEAP, check with your servicing personnel office.     |
|              |                                                       |
|              | Hours worked should be documented just as are other   |
|              | overtime hours. However, because the employee\'s      |
|              | annual pay has been adjusted to include an amount for |
|              | LEAP, timekeepers should not enter the unscheduled    |
|              | hours worked into the timekeeping system.             |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *R           | The criminal investigator must meet the \"substantial |
| equirements* | hours requirement\" which is an annual average number |
|              | of hours of unscheduled duty per regular workday of 2 |
|              | hours or more. Unscheduled duty hours include hours   |
|              | not part of the 40-hour basic workweek of the         |
|              | investigator and not a part of compensated regularly  |
|              | scheduled overtime hours.                             |
|              |                                                       |
|              | The investigator must be determined by the OPDIV to   |
|              | be generally and reasonably accessible to perform     |
|              | unscheduled duty, based on the needs of the OPDIV.    |
|              |                                                       |
|              | The investigator and the appropriate supervisor must  |
|              | annually certify that he/she currently meets, and is  |
|              | expected to continue to meet the \"substantial        |
|              | hours\" requirement.                                  |
+--------------+-------------------------------------------------------+

  --------------- -------------------------------------------------------
  *Pay Rate*      LEAP premium pay is 25 percent of an employee\'s rate
                  of basic pay. It is paid only for periods of time
                  during which the investigator receives basic pay.

  --------------- -------------------------------------------------------

**COMPENSATORY TIME**

  ---------------- -------------------------------------------------------
  *Introduction*   *Compensatory time* (also referred to as \"comp time\")
                   is compensation for overtime work on the basis of time
                   off equal to overtime work performed. It may be
                   substituted *only* for *irregular or occasional
                   overtime pay*. Compensatory time worked is subject to
                   the same rules as irregular or occasional overtime. It
                   must be requested in advance, in writing, and approved
                   by the supervisor.

  ---------------- -------------------------------------------------------

+--------------+-------------------------------------------------------+
| *Caution*    | Do not confuse compensatory time with *religious      |
|              | compensatory time or credit hours*. The three types   |
|              | are **not** the same and each has entirely different  |
|              | rules and regulations.                                |
|              |                                                       |
|              | *Religious compensatory time* is for religious        |
|              | observances only. (See Chapter 7.)                    |
|              |                                                       |
|              | *Credit hours* may be earned and used only by         |
|              | employees on **flexible** work tours (*not compressed |
|              | work schedules*). Compensatory time is an entitlement |
|              | to pay for overtime, but credit hours are performed   |
|              | at the option of the employee, with the concurrence   |
|              | of the supervisor. (See Chapter 14.)                  |
+--------------+-------------------------------------------------------+

  --------------- -------------------------------------------------------
  *FLSA-Exempt    OPDIVs may require that any FLSA-exempt employee whose
  Employees*      basic rate of pay exceeds GS-10, step 10, be
                  compensated for irregular or occasional overtime with
                  compensatory time instead of overtime.

  --------------- -------------------------------------------------------

+--------------+-------------------------------------------------------+
| *Rules*      | Compensatory time may ***not*** be advanced. It may   |
|              | be used in the same pay period it is earned; however, |
| > 71         | compensatory time may *not* be used until after it is |
|              | earned.                                               |
|              |                                                       |
|              | Compensatory time must be used *within 26* pay        |
|              | periods after it is earned. Any compensatory time     |
|              | that is not used *within 26* pay periods will         |
|              | automatically be paid at the overtime rate at which   |
|              | it was earned.                                        |
+--------------+-------------------------------------------------------+

  --------------- -------------------------------------------------------
  *Maximum        Compensatory time is subject to the same maximum pay
  Biweekly Pay*   limitation as is overtime. Therefore, an employee\'s
                  total biweekly pay (the basic pay plus premium pay,
                  plus the compensatory hours earned, plus the
                  compensatory hours balance already accrued which was
                  carried over) may not exceed the equivalent pay of a
                  GS-15, Step 10, employee.

  --------------- -------------------------------------------------------

**COMPENSATORY TIME**

+--------------+-------------------------------------------------------+
| *Maximum     | At no time may the number of compensatory hours       |
| Biweekly Pay | accumulate beyond the number that would allow the     |
| (cont.)*     | employee\'s biweekly pay to equal that of a GS-15,    |
|              | Step 10, employee.                                    |
|              |                                                       |
|              | 1.  This limitation is not applicable to FLSA         |
|              |     non-exempt employees.                             |
|              |                                                       |
|              | 2.  This limitation for a pay period may be exceeded  |
|              |     in emergency situations which pose a direct       |
|              |     threat to life or property. OPDIV heads or their  |
|              |     designees have the authority to make emergency    |
|              |     determinations.                                   |
|              |                                                       |
|              | **Note:** Even when an emergency determination is     |
|              | made, the maximum                                     |
|              |                                                       |
|              | *yearly* aggregate salary may not exceed the highest  |
|              | yearly rate payable                                   |
|              |                                                       |
|              | for a GS-15.                                          |
|              |                                                       |
|              | 3.  For law enforcement officers, see Chapter 11.     |
|              |                                                       |
|              | **Reminder:** The maximum *hourly rate* may not       |
|              | exceed 1½ times the hourly rate of basic pay for a    |
|              | *GS-10, step 1* employee, including any applicable    |
|              | internal geographic adjustment or locality-based      |
|              | comparability payment and special rates.              |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Determine   | Use the following steps to compute the maximum number |
| Maximum      | of compensatory hours that may be earned by an        |
| Compensatory | employee. In the example, assume that:                |
| Hours*       |                                                       |
|              | -   the employee is a GS-13, Step 10 with an annual   |
| > 72         |     salary of \$72,758.00, [and]{.underline}          |
|              |                                                       |
|              | -   the annual salary for a GS-15, Step 10, is        |
|              |     \$101,142.00, [and]{.underline}                   |
|              |                                                       |
|              | -   the annual salary for a GS-10, Step 1, is         |
|              |     \$35,742.00.                                      |
|              |                                                       |
|              | **Note:** The example involves an employee who is at  |
|              | a higher grade level. An employee at a grade level    |
|              | lower than a GS-10, Step 1, will have a lower hourly  |
|              | overtime rate. The maximum biweekly pay is still that |
|              | of a GS-15, Step 10, employee, but the hourly         |
|              | overtime rate of pay will be less.                    |
|              |                                                       |
|              | **Example:** Using the above data and the following   |
|              | steps, compute the maximum number of compensatory     |
|              | hours allowed this employee.                          |
+--------------+-------------------------------------------------------+

**COMPENSATORY TIME**

+--------------+-------------------------------------------------------+
| *Determine   | 1.Determine the maximum hourly overtime rate (GS-10,  |
| Maximum      | Step 1):                                              |
| Compensatory |                                                       |
| Hours        | -   Divide the annual rate of pay by 2,087 hours and  |
| (cont.)*     |     round to the nearest cent, counting one-half cent |
|              |     and over as a whole cent.                         |
| > 73         |                                                       |
|              | -   \$35,742.00 divided by 2,087 X 1.5 = \$25.69      |
|              |                                                       |
|              | -   The maximum hourly overtime rate is \$25.69.      |
|              |                                                       |
|              | 2\. Determine the biweekly pay for the employee and   |
|              | for a GS-15:                                          |
|              |                                                       |
|              | -   To compute a biweekly rate, determine the basic   |
|              |     hourly rate as in 1 above and multiply that       |
|              |     hourly rate by 80.                                |
|              |                                                       |
|              | -   Employee - \$72,758.00 divided by 2087 = 34.86    |
|              |                                                       |
|              | -   \$34.86 X 80 = \$2788.80                          |
|              |                                                       |
|              | -   GS-15 - \$101,142.00 divided by 2087 = 48.46      |
|              |                                                       |
|              | \$48.46 X 80 = \$3876.80                              |
|              |                                                       |
|              | 3\. Subtract the biweekly pay of the GS-13 from that  |
|              | of the GS-15.                                         |
|              |                                                       |
|              | -   \$3876.80 - \$2788.80 = \$1088.00                 |
|              |                                                       |
|              | 4\. Divide the difference in the two by the maximum   |
|              | hourly overtime rate.                                 |
|              |                                                       |
|              | -   \$1088.00 divided by \$25.69 = 42.35 hours        |
|              |     (rounded to nearest 1/4 hour = 42.25 hours)       |
|              |                                                       |
|              | 5\. Maximum number of compensatory hours this         |
|              | employee may have in a pay period is 42.25.           |
|              | (Carryover + earned - used)                           |
|              |                                                       |
|              | **Remember:** The employee cannot go over the         |
|              | \$1088.00 difference including basic pay,             |
|              | compensatory time earned this pay period,             |
|              | compensatory time balance carried over from the last  |
|              | pay period, and any other additional pay.             |
|              |                                                       |
|              | Any number of hours over the maximum will be dropped  |
|              | by the Payroll System.                                |
+--------------+-------------------------------------------------------+

**HOLIDAY WORKED**

+--------------+-------------------------------------------------------+
| *I           | Pay for work performed on a holiday during hours      |
| ntroduction* | which correspond to regularly scheduled hours of duty |
|              | is double time. Double time is the basic pay normally |
|              | received for the holiday, plus a premium equal to the |
|              | employee\'s basic rate of pay.                        |
|              |                                                       |
|              | Pay for work on a holiday is applicable only to the   |
|              | time within the regularly scheduled duty hours.       |
|              |                                                       |
|              | When employees work hours outside their regular tour  |
|              | hours on a holiday, it is overtime. They are paid at  |
|              | the usual overtime rate.                              |
|              |                                                       |
|              | When employees work hours in excess of the scheduled  |
|              | work requirements for that day, it is overtime. They  |
|              | are paid at the usual overtime rate.                  |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Important*  | All holiday work must be *approved in writing, in     |
|              | advance*. Each OPDIV is required to ensure that       |
| > 74         | holiday pay (like overtime pay) is properly approved, |
|              | recorded, and documented. Documentation must be       |
|              | maintained with time and attendance data for six      |
|              | years.                                                |
|              |                                                       |
|              | An employee who is required to report for work on a   |
|              | holiday is paid for at least 2 hours, whether or not  |
|              | work is actually performed.                           |
|              |                                                       |
|              | Employees on regularly scheduled tours **cannot**     |
|              | receive **more than 8 hours** of holiday pay on any   |
|              | one holiday.                                          |
|              |                                                       |
|              | Employees on *compressed work schedules* or           |
|              | *non-standard tours* **cannot** receive more hours of |
|              | holiday pay than are in their **regularly scheduled   |
|              | daily hours.**                                        |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Pay Rate*   | In addition to receiving their regular pay for a      |
|              | holiday not worked, employees who work any hours      |
|              | which correspond to their regularly scheduled hours   |
|              | of duty are paid their basic rate of pay for the      |
|              | hours worked.                                         |
|              |                                                       |
|              | Hours worked over 8 on a holiday are overtime. For    |
|              | holidays involving night differential, see the        |
|              | following section, Night Differential - Holiday. See  |
|              | examples on next page.                                |
+--------------+-------------------------------------------------------+

**HOLIDAY WORKED**

+--------------+-------------------------------------------------------+
| *Examples*   | **[Example 1:]{.underline}** Rick is scheduled to     |
|              | work 8 hours a day, from 8:00 a.m. to 4:30 p.m.,      |
| > 75         | Monday through Friday, with lunch from noon to 12:30  |
|              | p.m. During the second week of the pay period, he     |
|              | worked 6 hours on Thanksgiving (Thursday) from 9:00   |
|              | a.m. to 3:30 p.m., with lunch from noon to 12:30 p.m. |
|              | The pay period totals are:                            |
|              |                                                       |
|              | -   72 regular hours;                                 |
|              |                                                       |
|              | -   8 hours of holiday not worked; and                |
|              |                                                       |
|              | -   6 hours of holiday worked.                        |
|              |                                                       |
|              | **[Example 2:]{.underline}** Ruth regularly works     |
|              | from 7:00 a.m. to 3:30 p.m., Monday through Friday,   |
|              | with lunch from 11:30 a.m. to 12:00 p.m. During the   |
|              | second week of the pay period, on Thanksgiving        |
|              | (Thursday), she worked from 7:00 a.m. to 5:30 p.m.,   |
|              | with a meal break from 12:00 to 12:30 p.m. The        |
|              | overtime hours were scheduled in advance of the       |
|              | administrative workweek. The pay period totals are:   |
|              |                                                       |
|              | -   72 regular hours;                                 |
|              |                                                       |
|              | -   8 holiday not worked hours;                       |
|              |                                                       |
|              | -   8 holiday worked hours; and                       |
|              |                                                       |
|              | -   2 hours regularly scheduled overtime.             |
+--------------+-------------------------------------------------------+

**NIGHT DIFFERENTIAL**

  ---------------- -------------------------------------------------------
  *Introduction*   *Night differential* is paid for any *regularly
                   scheduled* work performed between 6:00 p.m. and 6:00
                   a.m.

  ---------------- -------------------------------------------------------

  --------------- -------------------------------------------------------
  *Pay Rate*      Night pay differential for GS employees is 10 percent
                  of their scheduled basic pay rate, regardless of grade.

  --------------- -------------------------------------------------------

+--------------+-------------------------------------------------------+
| *Rules*      | GS employees receive night differential for the       |
|              | period of their regularly scheduled tour which falls  |
| > 76         | between 6:00 p.m. and 6:00 a.m.                       |
|              |                                                       |
|              | **Example 1:** An employee who works from 6:00 p.m.   |
|              | to 2:30 a.m., with a meal break from 9:00 to 9:30     |
|              | p.m., receives 8 hours of night differential because  |
|              | all regularly scheduled hours fall within the range   |
|              | of 6:00 p.m. and 6:00 a.m. The pay period totals are: |
|              |                                                       |
|              | -   80 regular hours; and                             |
|              |                                                       |
|              | -   80 hours night differential.                      |
|              |                                                       |
|              | **Example 2:** An employee who works from 1:30 p.m.   |
|              | to 10:00 p.m., with a meal break from 5:30 to 6:00    |
|              | p.m., receives 4 hours of night differential for the  |
|              | regularly scheduled period of time between 6:00 p.m.  |
|              | and 10:00 p.m. The pay period totals are:             |
|              |                                                       |
|              | -   80 regular hours; and                             |
|              |                                                       |
|              | -   40 night differential hours.                      |
|              |                                                       |
|              | An employee who is absent on paid leave *is           |
|              | **entitled*** to night differential *only* when the   |
|              | total amount of paid leave used in the pay period     |
|              | (including both night and day hours) is **less than 8 |
|              | hours**.                                              |
|              |                                                       |
|              | Night differential is paid in addition to overtime,   |
|              | Sunday, or holiday pay, but it ***is not*** included  |
|              | in the rate of basic pay used to compute the          |
|              | overtime, Sunday, or holiday pay.                     |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Caution*    | Night differential is *not* paid:                     |
|              |                                                       |
|              | -   For meal periods;                                 |
|              |                                                       |
|              | -   For unscheduled irregular or occasional overtime  |
|              |     work at night;                                    |
+--------------+-------------------------------------------------------+

**NIGHT DIFFERENTIAL**

+--------------+-------------------------------------------------------+
| *Caution     | -   For night work that is not regularly scheduled    |
| (cont.)*     |     (except for temporary assignments to another      |
|              |     daily tour);                                      |
|              |                                                       |
|              | -   For paid leave used when the total amount of paid |
|              |     leave used in the pay period (including night and |
|              |     day hours) is 8 or more hours;                    |
|              |                                                       |
|              | -   For any unpaid leave used (AWOL, LWOP,            |
|              |     Suspension) during the pay period; or             |
|              |                                                       |
|              | -   To a person substituting at night on another      |
|              |     employee\'s shift, unless such substitution was   |
|              |     ordered in advance of the administrative workweek |
|              |     (Sunday through Saturday).                        |
+--------------+-------------------------------------------------------+

  --------------- -------------------------------------------------------
  *Temporary      An employee who is temporarily assigned to a daily tour
  Assignment*     of duty that includes night work, *regardless* of when
                  the assignment is made, *is entitled* to a night
                  differential for work performed between 6:00 p.m. and
                  6:00 a.m.

  --------------- -------------------------------------------------------

  --------------- -------------------------------------------------------
  *Travel Status* An employee *is entitled* to night differential for
                  night hours of his tour of duty while he is in an
                  official travel status, whether performing actual duty
                  or not.

  --------------- -------------------------------------------------------

**NIGHT DIFFERENTIAL - Holiday**

+--------------+-------------------------------------------------------+
| *I           | An employee *is entitled* to night differential when  |
| ntroduction* | he is excused from nightwork on a legal holiday, or   |
|              | other day off from duty granted by Executive or       |
|              | administrative order.                                 |
|              |                                                       |
|              | **Example:** Karen is scheduled to work from 1:30     |
|              | p.m. to 10:00 p.m. Monday through Friday, with a meal |
|              | break from 5:30 p.m. to 6:00 p.m. Thursday of week 1  |
|              | was Thanksgiving holiday. The pay period totals are:  |
|              |                                                       |
|              | -   72 regular hours;                                 |
|              |                                                       |
|              | -   8 hours holiday not worked; and                   |
|              |                                                       |
|              | -   40 night differential hours.                      |
|              |                                                       |
|              | Karen *is* paid night differential for the 4 hours    |
|              | after 6:00 p.m. each day that she worked and for the  |
|              | 4 hours after 6:00 p.m. on the holiday that she did   |
|              | not work.                                             |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Holiday     | Employees who are required to report to work on a     |
| Worked*      | holiday are paid for the holiday (including night     |
|              | differential) *and* they are paid their regular basic |
|              | pay (minus night differential) for any hours worked.  |
|              | They are *not* paid double night differential, once   |
|              | for the holiday and once for actually working.        |
|              |                                                       |
|              | **Example:** Karen is scheduled to work from 1:30     |
|              | p.m. to 10:00 p.m. Monday through Friday, with a meal |
|              | break from 5:30 p.m. to 6:00 p.m. Thursday of week 1  |
|              | was Thanksgiving and Karen was required to work 8     |
|              | hours on the holiday. The pay period totals are:      |
|              |                                                       |
|              | -   72 regular hours;                                 |
|              |                                                       |
|              | -   8 hours holiday not worked;                       |
|              |                                                       |
|              | -   8 hours holiday worked; and                       |
|              |                                                       |
|              | -   40 night differential hours.                      |
|              |                                                       |
|              | Karen *is* paid night differential for the 4 hours    |
|              | after 6:00 p.m. each day that she worked and for the  |
|              | 4 hours after 6:00 p.m. on the excused holiday. She   |
|              | ***is not*** paid night differential for hours that   |
|              | she actually worked on the holiday, regardless of the |
|              | time of day worked.                                   |
+--------------+-------------------------------------------------------+

**NIGHT DIFFERENTIAL - Overtime**

+--------------+-------------------------------------------------------+
| *I           | *Night differential for overtime* is paid to          |
| ntroduction* | employees who are scheduled to work regularly         |
|              | scheduled overtime (sometimes referred to as ARSOT or |
|              | authorized regularly scheduled overtime) between the  |
|              | hours of 6:00 p.m. and 6:00 a.m. Overtime work must   |
|              | be *performed* before any compensation is paid.       |
|              |                                                       |
|              | **Reminder:** Regularly scheduled overtime must be    |
|              | approved in writing before the beginning of the       |
|              | administrative workweek in which the overtime work    |
|              | will be performed.                                    |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Rules*      | An employee who is regularly scheduled to work 5      |
|              | hours overtime, but works 6 hours because the         |
| > 77         | estimate of time it would take to perform the job was |
|              | in error, is entitled to a night differential for any |
|              | part of the 5 hours worked between the hours of 6:00  |
|              | p.m. and 6:00 a.m. The **[extra hour]{.underline} is  |
|              | *irregular or occasional overtime* with *no*          |
|              | entitlement to a night** **differential**. If,        |
|              | however, the employee should work only 4 of the 5     |
|              | hours scheduled, the employee is entitled to only 4   |
|              | hours of regularly scheduled overtime, plus up to 4   |
|              | hours night differential for any hours worked between |
|              | 6:00 p.m. and 6:00 a.m.                               |
|              |                                                       |
|              | First-shift employees (midnight to 8:00 a.m.) on a    |
|              | three-shift daily operation who are scheduled to      |
|              | perform overtime on the third shift (4:00 p.m -       |
|              | midnight) are entitled to a night differential for    |
|              | the hours between 6:00 p.m and midnight, *if* they    |
|              | are scheduled before the beginning of the             |
|              | administrative workweek. This is in addition to their |
|              | night differential for the first shift. A break       |
|              | between shifts has no effect on the entitlement.      |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Caution*    | Night differential is ***not*** paid for unscheduled  |
|              | irregular or occasional overtime work.                |
|              |                                                       |
|              | **Exception:** Night differential is paid for         |
|              | irregular or occasional overtime when an employee     |
|              | habitually and recurrently works overtime at night    |
|              | because the nature of his employment requires him to  |
|              | remain on duty until his tasks are completed or until |
|              | he is relieved from duty.                             |
|              |                                                       |
|              | *No* employees (including medical personnel) are      |
|              | eligible for night differential for callback          |
|              | overtime.                                             |
+--------------+-------------------------------------------------------+

**NIGHT DIFFERENTIAL - Overtime**

+--------------+-------------------------------------------------------+
| *Example 1*  | Ted works Monday through Friday from 8:00 a.m. to     |
|              | 4:30 p.m., with lunch from noon to 12:30 p.m.         |
| > 78         | **Before** the beginning of the administrative        |
|              | workweek, he was scheduled to work overtime from 4:30 |
|              | p.m. to 7:00 p.m. on the second Wednesday, and from   |
|              | 4:30 p.m. to 8:30 p.m. on the second Friday of the    |
|              | pay period. He did work the overtime ordered.         |
|              |                                                       |
|              | The pay period totals are:                            |
|              |                                                       |
|              | -   80 regular hours;                                 |
|              |                                                       |
|              | -   6½ regularly scheduled overtime hours; and        |
|              |                                                       |
|              | -   3½ night differential hours (1 hour on the second |
|              |     Wednesday and 2½ hours on the second Friday).     |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Example 2*  | Marcy works Monday through Friday from 8:30 a.m. to   |
|              | 5:00 p.m., with lunch from noon to 12:30 p.m. On the  |
| > 79         | first Friday she was scheduled by her supervisor to   |
|              | work 2 hours of overtime on the following Wednesday   |
|              | from 5:00 p.m. to 7:00 p.m. On that Wednesday night,  |
|              | Marcy was ordered to work an additional extra hour of |
|              | overtime, until 8:00 p.m., to complete the project.   |
|              | She did work the hours ordered.                       |
|              |                                                       |
|              | The pay period totals are:                            |
|              |                                                       |
|              | -   80 regular hours;                                 |
|              |                                                       |
|              | -   2 regularly scheduled overtime hours;             |
|              |                                                       |
|              | -   1 irregular or occasional overtime hour; and      |
|              |                                                       |
|              | -   1 night differential hour.                        |
|              |                                                       |
|              | Marcy is entitled to 1 hour night differential, from  |
|              | 6:00 p.m. to 7:00 p.m. on Wednesday. She is not       |
|              | entitled to night differential for the additional     |
|              | hour (even though it was worked after 6:00 p.m.)      |
|              | because it was *not* *ordered prior to the beginning  |
|              | of the administrative workweek* and is, therefore,    |
|              | irregular or occasional overtime.                     |
+--------------+-------------------------------------------------------+

**NIGHT DIFFERENTIAL-And Paid Leave**

+--------------+-------------------------------------------------------+
| *I           | The amount of paid leave a GS employee uses during    |
| ntroduction* | the pay period affects the amount of night            |
|              | differential pay that the employee receives.          |
|              |                                                       |
|              | If an employee **uses *8 or more hours*** of paid     |
|              | leave during a pay period, night differential is      |
|              | **not** paid for **any** paid leave absences during   |
|              | that pay period.                                      |
|              |                                                       |
|              | Conversely, if an employee uses *less than 8 hours*   |
|              | of paid leave during a pay period, he/she **is** paid |
|              | night differential for any period of absence on paid  |
|              | leave.                                                |
|              |                                                       |
|              | For any night hours *actually worked*, an employee    |
|              | receives night differential, regardless of the amount |
|              | of leave he has used during the pay period.           |
+--------------+-------------------------------------------------------+

  --------------- -------------------------------------------------------
  *Exceptions*    GS employees who are on *regular military leave,
                  special military leave, court leave*, or *continuation
                  of pay* continue to get night differential for nights
                  they do not work, no matter how long they are away on
                  leave.

  *Reminder*      Employees *never* receive night differential for
                  periods of absence on *unpaid leave*. Do not record
                  night differential for these hours.
  --------------- -------------------------------------------------------

+---+-----------+-------------+-----------------------+----------------+
| * |           | Use the     |                       |                |
| T |           | following   |                       |                |
| a |           | table to    |                       |                |
| b |           | determine   |                       |                |
| l |           | if night    |                       |                |
| e |           | d           |                       |                |
| * |           | ifferential |                       |                |
|   |           | should be   |                       |                |
|   |           | paid.       |                       |                |
+---+-----------+-------------+-----------------------+----------------+
|   | IF THE    |             | THEN\...              |                |
|   | EMPLOYEE  |             |                       |                |
|   | HAS       |             |                       |                |
|   | USED\...  |             |                       |                |
+---+-----------+-------------+-----------------------+----------------+
|   | -         |             | He/she is entitled to |                |
|   |  **less** |             | night differential    |                |
|   |     than  |             | for all of the        |                |
|   |     8     |             | scheduled hours of    |                |
|   |     hours |             | night duty worked,    |                |
|   |     of    |             | [and]{.underline} for |                |
|   |     paid  |             | all hours absent on   |                |
|   |     leave |             | paid leave.           |                |
|   |           |             |                       |                |
|   |    during |             |                       |                |
|   |     the   |             |                       |                |
|   |     pay   |             |                       |                |
|   |           |             |                       |                |
|   |    period |             |                       |                |
+---+-----------+-------------+-----------------------+----------------+
|   | -   8 or  |             | He is entitled to     |                |
|   |           |             | night differential    |                |
|   |  **more** |             | *only* for the        |                |
|   |     hours |             | scheduled hours       |                |
|   |     of    |             | actually worked,      |                |
|   |     paid  |             | [but]{.underline} he  |                |
|   |     leave |             | is *not* entitled to  |                |
|   |           |             | a night differential  |                |
|   |    during |             | for *any* hours       |                |
|   |     the   |             | absent on paid leave. |                |
|   |     pay   |             |                       |                |
|   |           |             |                       |                |
|   |    period |             |                       |                |
+---+-----------+-------------+-----------------------+----------------+

**NIGHT DIFFERENTIAL-And Paid Leave**

+--------------+-------------------------------------------------------+
| *Example 1 - | Rosemary works from 4:00 p.m. to 12:30 a.m., Monday   |
| More Than 8  | through Friday, with a meal break from 7:00 to 7:30   |
| Hours of     | p.m. During the first week of the pay period, she     |
| Paid Leave*  | used annual leave on Monday and Tuesday. The pay      |
|              | period totals are:                                    |
| > 80         |                                                       |
|              | -   64 regular hours;                                 |
|              |                                                       |
|              | -   16 annual leave hours; and,                       |
|              |                                                       |
|              | -   48 night differential hours.                      |
|              |                                                       |
|              | Rosemary *is* paid night differential for the 6 hours |
|              | after 6:00 p.m. each day that she worked. She *is     |
|              | not* paid night differential for hours that she used  |
|              | annual leave because she used \"8 hours or more\".    |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Example 2 - | Michael works from 6:00 p.m. to 2:30 a.m., Monday     |
| Less Than 8  | through Friday, with a meal break from 10:00 to 10:30 |
| Hours of     | p.m. On the first Tuesday of the pay period, Michael  |
| Paid Leave*  | went home sick 2 hours early. The pay period totals   |
|              | are:                                                  |
| > 81         |                                                       |
|              | -   78 regular hours;                                 |
|              |                                                       |
|              | -   2 sick leave hours; and                           |
|              |                                                       |
|              | -   80 night differential hours                       |
|              |                                                       |
|              | Michael *is* paid night differential for each day he  |
|              | worked *and* for the 2 hours sick leave he used,      |
|              | because he did not use \"8 hours or more\" for the    |
|              | pay period.                                           |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Example 3 - | June works between 6:00 p.m. and 2:30 a.m., Monday    |
| Court Leave* | through Friday, with a meal break from 10:00 to 10:30 |
|              | p.m. She was on court leave both weeks of the pay     |
| > 82         | period. The pay period totals are:                    |
|              |                                                       |
|              | -   court leave hours; and                            |
|              |                                                       |
|              | -   night differential hours.                         |
|              |                                                       |
|              | June receives night differential even though she was  |
|              | absent on paid leave for more than 8 hours in the pay |
|              | period, because GS employees receive night            |
|              | differential for absence on court leave.              |
+--------------+-------------------------------------------------------+

**SUNDAY PREMIUM PAY**

+--------------+-------------------------------------------------------+
| *I           | *Sunday premium pay (also referred to as Sunday       |
| ntroduction* | differential)* is paid to full-time employees for     |
|              | [non-overtime]{.underline}, [regularly                |
|              | scheduled]{.underline} work on a Sunday. Sunday       |
|              | premium pay is ***not*** authorized for part-time or  |
|              | intermittent employees.                               |
+--------------+-------------------------------------------------------+
| *Rules*      | Sunday premium pay is not paid for overtime hours,    |
|              | only for the regularly scheduled tour hours.          |
| > 83         |                                                       |
|              | Sunday premium pay hours begin at 12:01 a.m., Sunday  |
|              | morning, and continue until 12 midnight, Sunday       |
|              | night.                                                |
|              |                                                       |
|              | If an employee\'s regular schedule starts at 12:01    |
|              | a.m. Monday, that employee **does not** earn Sunday   |
|              | premium pay.                                          |
|              |                                                       |
|              | If *any part* of the daily tour of duty falls on      |
|              | Sunday, the *entire tour* for that day is considered  |
|              | to be Sunday work.                                    |
|              |                                                       |
|              | The maximum number of hours of Sunday premium pay     |
|              | that an employee can be paid for on Sunday is 16      |
|              | hours. (This would be two 8-hour tours: one starting  |
|              | on Saturday night and ending on Sunday morning; and   |
|              | next tow starting Sunday night and ending on Monday   |
|              | morning.)                                             |
|              |                                                       |
|              | A GS employee who works on Sunday night between 6:00  |
|              | p.m. and 6:00 a.m. as part of his or her scheduled    |
|              | tour may receive both night differential pay and      |
|              | Sunday premium pay.                                   |
|              |                                                       |
|              | *See examples on next page.*                          |
+--------------+-------------------------------------------------------+
| *Pay Rate*   | The Sunday premium rate is 25 percent of the hourly   |
|              | rate of basic pay.                                    |
|              |                                                       |
|              | Premium pay for GS employees who perform Sunday work  |
|              | is in addition to premium pay for holiday work,       |
|              | overtime pay, or night differential pay. It is not    |
|              | included in the rate of basic pay used to compute     |
|              | hourly rate of pay for holiday work, overtime pay, or |
|              | night differential pay.                               |
+--------------+-------------------------------------------------------+
| *Caution*    | Sunday **must** be a part of the employee\'s          |
|              | **[regularly scheduled tour]{.underline}** in order   |
|              | for the employee to receive Sunday premium pay; *and* |
|              |                                                       |
|              | Employees **must actually be at work** in order to be |
|              | paid Sunday premium pay. Those who are scheduled to   |
|              | be at work on a Sunday tour, but are *not* at work,   |
|              | do *not* receive the Sunday premium pay.              |
+--------------+-------------------------------------------------------+

**SUNDAY PREMIUM PAY**

+--------------+-------------------------------------------------------+
| *Examples*   | **Example 1:** Sharon works from 8:30 a.m. to 5:00    |
|              | p.m., Sunday through Thursday, with lunch from noon   |
| > 84         | to 12:30 p.m. She worked her regular tour this pay    |
|              | period. The pay period totals are:                    |
|              |                                                       |
|              | -   80 regular hours; and                             |
|              |                                                       |
|              | ```{=html}                                            |
|              | <!-- -->                                              |
|              | ```                                                   |
|              | -   16 Sunday premium hours.                          |
|              |                                                       |
|              | **Example 2:** Melissa works from 5:30 p.m. to 2:00   |
|              | a.m., Sunday through Thursday, with a meal break from |
|              | 9:00 to 9:30 p.m. The pay period totals are:          |
|              |                                                       |
|              | -   80 regular hours;                                 |
|              |                                                       |
|              | -   75 night differential hours; and                  |
|              |                                                       |
|              | -   16 Sunday premium hours.                          |
|              |                                                       |
|              | Note: Though Melissa actually worked only 6 hours on  |
|              | Sunday (5:30 p.m. to 12:00 midnight Sunday,           |
|              | subtracting the ½ hour meal break), she receives      |
|              | Sunday premium pay for the entire 8-hour tour.        |
|              |                                                       |
|              | **Example 3:** Amahl works 8 hours a day, Sunday      |
|              | through Thursday evenings from 3:00 p.m. to 11:30     |
|              | p.m., with a meal break from 7:00 to 7:30 p.m. The    |
|              | pay period totals are:                                |
|              |                                                       |
|              | -   80 regular hours;                                 |
|              |                                                       |
|              | -   50 night differential hours; and                  |
|              |                                                       |
|              | -   16 Sunday premium hours.                          |
+--------------+-------------------------------------------------------+

**SUNDAY PREMIUM PAY-And Paid Leave, Excused Absence, and Holidays on
Sunday**

+--------------+-------------------------------------------------------+
| *I           | Full-time employees who are regularly scheduled to    |
| ntroduction* | work nonovertime hours on Sunday, but do not work     |
|              | during their Sunday tour of duty because they are on  |
|              | paid leave or excused absence, because they are using |
|              | compensatory time off or credit hours, or because     |
|              | Sunday is a holiday, are **not** entitled to Sunday   |
|              | premium pay. Sunday premium pay may be paid only for  |
|              | periods when an employee **performs** work on Sunday. |
|              |                                                       |
|              | **Example:** Hans is scheduled to work 8 hours on     |
|              | Sunday, but uses 3 hours of annual leave. For that    |
|              | day, the hours would be:                              |
|              |                                                       |
|              | -   5 regular hours;                                  |
|              |                                                       |
|              | -   3 hours of annual leave; and                      |
|              |                                                       |
|              | -   5 hours of Sunday premium for the hours worked.   |
|              |                                                       |
|              | Hans does *not* receive Sunday premium pay for the    |
|              | hours absent on annual leave.                         |
|              |                                                       |
|              | **Example:** Bill works from 9:00 a.m. to 5:30 p.m.,  |
|              | Sunday through Thursday, with lunch from noon to      |
|              | 12:30 p.m. He used annual leave on the first Sunday   |
|              | of the pay period from 1:30 p.m. to 5:30 p.m. The pay |
|              | period totals are:                                    |
|              |                                                       |
|              | -   76 regular hours;                                 |
|              |                                                       |
|              | -   4 annual leave hours; and                         |
|              |                                                       |
|              | -   12 Sunday premium hours.                          |
+--------------+-------------------------------------------------------+
| *Rule*       | Employees on leave for the part of the tour which     |
|              | falls on Sunday *do not receive Sunday premium pay    |
| > 85         | for the rest of the day\'s work*.                     |
|              |                                                       |
|              | **Example:** Frieda works from 11:00 p.m. to 7:30     |
|              | a.m., Sunday through Thursday, with a meal break from |
|              | 1:00 a.m. to 1:30 a.m. The first Sunday of the pay    |
|              | period, she used annual leave from 11:00 p.m. to      |
|              | 12:00 midnight. The pay period totals are:            |
|              |                                                       |
|              | -   79 regular hours;                                 |
|              |                                                       |
|              | -   1 annual leave hour;                              |
|              |                                                       |
|              | -   8 Sunday premium hours; and                       |
|              |                                                       |
|              | -   65 night differential hours.                      |
|              |                                                       |
|              | Since Frieda was on annual leave for all of her tour  |
|              | that fell on Sunday during Week 1 (the hour between   |
|              | 11:00 p.m. and midnight), she does *not* receive      |
|              | Sunday premium pay for that entire day.               |
+--------------+-------------------------------------------------------+

**SUNDAY PREMIUM PAY-And Overtime**

+--------------+-------------------------------------------------------+
| *I           | Employees who are entitled to Sunday premium pay      |
| ntroduction* | cannot earn more than 8 hours of Sunday premium pay   |
|              | on one Sunday tour (unless on a compressed work       |
|              | schedule).                                            |
|              |                                                       |
|              | Any Sunday hours over 8 in one tour must be entered   |
|              | as overtime hours.                                    |
|              |                                                       |
|              | Sunday premium pay is *not* paid for overtime hours.  |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Example*    | Martin is scheduled to work from 2:30 to 11:00 p.m.,  |
|              | Sunday through Thursday, with a meal break from 6:00  |
| > 86         | to 6:30 p.m.                                          |
|              |                                                       |
|              | On Sunday afternoon, Martin\'s supervisor asked him   |
|              | to work 2 hours of unscheduled irregular overtime     |
|              | that evening from 11:00 p.m. to 1:00 a.m., for a      |
|              | total of 10 hours worked on Sunday. The pay period    |
|              | totals are:                                           |
|              |                                                       |
|              | -   80 regular hours;                                 |
|              |                                                       |
|              | -   16 Sunday premium hours;                          |
|              |                                                       |
|              | -   45 night differential hours; and                  |
|              |                                                       |
|              | -   2 irregular overtime hours.                       |
|              |                                                       |
|              | Martin is not paid Sunday differential for the        |
|              | unscheduled irregular overtime hours. (Note also that |
|              | he is not paid night differential for his ½ hour meal |
|              | break each day, or for the unscheduled irregular      |
|              | overtime hours.)                                      |
+--------------+-------------------------------------------------------+

**SUNDAY PREMIUM PAY-Two Tours on Sunday**

+--------------+-------------------------------------------------------+
| *I           | Full-time GS employees who change shifts on Sunday,   |
| ntroduction* | resulting in two daily tours of duty between midnight |
|              | Saturday and midnight Sunday, or portions thereof,    |
|              | are entitled to Sunday premium pay for both shifts,   |
|              | or for *each daily tour*. Sunday premium pay is paid  |
|              | for each hour of each daily tour of duty which is not |
|              | overtime work.                                        |
|              |                                                       |
|              | Night differential is paid for any hours worked       |
|              | between 6:00 p.m. and 6:00 a.m. on each tour.         |
|              |                                                       |
|              | Sunday differential does *not* apply to overtime      |
|              | hours.                                                |
|              |                                                       |
|              | **Note:** Unless unavoidable, supervisors should not  |
|              | schedule an employee to work on two different daily   |
|              | tours on the same Sunday.                             |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Examples*   | Ann works 8 hours a day, 10:00 p.m. to 6:30 a.m.,     |
|              | Saturday through Wednesday, with a meal break from    |
| > 87         | 1:00 a.m. to 1:30 a.m. The pay period totals are:     |
|              |                                                       |
|              | -   80 regular hours;                                 |
|              |                                                       |
|              | -   32 Sunday premium hours; and                      |
|              |                                                       |
|              | -   75 night differential hours.                      |
|              |                                                       |
|              | Because she ends one tour on Sunday morning and       |
|              | begins another tour on Sunday evening, Ann is paid 8  |
|              | hours of Sunday premium for each Sunday *and* each    |
|              | Saturday. She is paid 7½ hours night differential for |
|              | each day. No night differential is paid for the ½     |
|              | hour meal break or for the ½ hour from after 6:00     |
|              | a.m.                                                  |
|              |                                                       |
|              | If Ann works the same schedule as above *and* she     |
|              | also works 8 hours of unscheduled overtime (6:00 p.m. |
|              | to 10:00 p.m. on both Wednesday and Sunday, Week 2),  |
|              | the pay period totals are:                            |
|              |                                                       |
|              | -   80 regular hours;                                 |
|              |                                                       |
|              | -   32 Sunday premium hours;                          |
|              |                                                       |
|              | -   75 night differential hours; and                  |
|              |                                                       |
|              | -   8 irregular overtime hours.                       |
|              |                                                       |
|              | **Reminder:** Ann **is *not* paid** premium pay       |
|              | (Sunday differential or night differential) for       |
|              | overtime hours.                                       |
+--------------+-------------------------------------------------------+

**HAZARD DIFFERENTIAL**

+--------------+-------------------------------------------------------+
| *I           | Hazard differential pay may be granted to full time,  |
| ntroduction* | part-time, and intermittent GS employees. It is paid  |
|              | in addition to any additional pay or allowances       |
|              | payable under other statutes.                         |
|              |                                                       |
|              | Hazard differential pay is additional compensation    |
|              | paid to employees for duty involving physical         |
|              | hardship or hazard. For conditions and circumstances  |
|              | qualifying for hazardous duty pay, see next pages.    |
+--------------+-------------------------------------------------------+
| *Caution*    | Hazard pay may *not* be paid to an employee when the  |
|              | hazardous duty has been taken into account in the     |
|              | classification of the position. For Federal Wage      |
|              | System employees, see Chapter 11.                     |
|              |                                                       |
|              | Before crediting hazard pay, verify with your         |
|              | servicing personnel office that both the situation    |
|              | *and* the employee qualify for hazard pay.            |
+--------------+-------------------------------------------------------+
| *Rules*      | When an employee performs duty for which hazard pay   |
|              | differential is authorized, HHS pays the hazard       |
| > 88         | differential for the hours in a pay status on the day |
|              | (calendar day or a 24-hour period) on which the duty  |
|              | is performed.                                         |
|              |                                                       |
|              | Hazard duty pay is not subject to the limit placed on |
|              | other premium pay.                                    |
|              |                                                       |
|              | Hazard duty pay may *not be more than* 25 percent of  |
|              | the employee's rate of basic pay.                     |
|              |                                                       |
|              | Hours in a pay status for work performed during a     |
|              | continuous period extending over 2 days shall be      |
|              | considered to have been performed on the day on which |
|              | the work began and charged to that day.               |
|              |                                                       |
|              | Requests to consider conditions for hazard            |
|              | differential other than those specified must be made  |
|              | through the DHHS Office of the Assistant Secretary    |
|              | for Management and Budget for approval by the Office  |
|              | of Personnel Management.                              |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Example*    | Michael is a GS employee who works from 8:00 a.m. to  |
|              | 4:30 p.m., Monday through Friday, with lunch from     |
| > 89         | noon to 12:30 p.m. During the first week of the pay   |
|              | period, he took part in snow removal all day on       |
|              | Tuesday and Wednesday. The pay period totals are:     |
|              |                                                       |
|              | -   80 regular hours; [and]{.underline}               |
|              |                                                       |
|              | -   16 hazard differential hours.                     |
+--------------+-------------------------------------------------------+

**HAZARD DIFFERENTIAL**

+--------------+-------------------------------------------------------+
| *Hazard Duty | EXPOSURE TO HAZARDOUS WEATHER OR TERRAIN:             |
| Exposure     |                                                       |
| Situations*  | -   Small craft tests under unsafe sea conditions     |
|              |                                                       |
|              | -   Hazardous boarding or leaving of vessels          |
|              |                                                       |
|              | -   Snow or ice removal operations                    |
|              |                                                       |
|              | -   Travel on Lake Pontchartrain                      |
|              |                                                       |
|              | -   Traveling under hazardous conditions              |
|              |                                                       |
|              | -   Water search and rescue operations                |
|              |                                                       |
|              | -   Work in rough and remote terrain                  |
|              |                                                       |
|              | -   Working on a drifting sea ice floe                |
|              |                                                       |
|              | EXPOSURE TO PHYSIOLOGICAL HAZARDS:                    |
|              |                                                       |
|              | -   Pressure chamber subjects                         |
|              |                                                       |
|              | -   Simulated altitude chamber subjects/observers     |
|              |                                                       |
|              | -   Centrifuge subjects                               |
|              |                                                       |
|              | -   Rotational flight simulator subjects              |
|              |                                                       |
|              | -   Hot Work                                          |
|              |                                                       |
|              | -   Environmental thermal-chamber tests               |
|              |                                                       |
|              | EXPOSURE TO HAZARDOUS AGENTS (work with or in close   |
|              | proximity to):                                        |
|              |                                                       |
|              | -   Explosive or incendiary materials                 |
|              |                                                       |
|              | -   At-sea shock and vibration tests                  |
|              |                                                       |
|              | -   Toxic chemical materials                          |
|              |                                                       |
|              | -   Fire retardant materials tests                    |
|              |                                                       |
|              | -   Virulent biologicals                              |
|              |                                                       |
|              | -   Asbestos                                          |
|              |                                                       |
|              | PARTICIPATING IN LIQUID MISSILE PROPULSION TESTS AND  |
|              | CERTAIN SOLID PROPULSION OPERATIONS:                  |
|              |                                                       |
|              | -   Tanking and detanking                             |
|              |                                                       |
|              | -   Hoisting a tanked missile                         |
|              |                                                       |
|              | -   Pressure tests                                    |
|              |                                                       |
|              | -   Test stand tests                                  |
|              |                                                       |
|              | -   Disassembly and breakdown                         |
|              |                                                       |
|              | -   \"Go\" condition test stand work                  |
|              |                                                       |
|              | -   Arming and dearming propulsion systems            |
|              |                                                       |
|              | -   Demolition and destruct tests                     |
|              |                                                       |
|              | FIREFIGHTING:                                         |
|              |                                                       |
|              | -   Forest and range fires                            |
|              |                                                       |
|              | -   Equipment, installation, or building fires        |
|              |                                                       |
|              | -   In-water under-pier firefighting operations       |
+--------------+-------------------------------------------------------+

**HAZARD DIFFERENTIAL**

+--------------+-------------------------------------------------------+
| *Hazard Duty | UNDERWATER DUTY:                                      |
| Exposure     |                                                       |
| Situations   | -   Submerged submarine or deep research vehicle      |
| (cont.)*     |                                                       |
|              | -   Diving (including SCUBA)                          |
|              |                                                       |
|              | FLYING (participating in):                            |
|              |                                                       |
|              | -   Pilot proficiency training                        |
|              |                                                       |
|              | -   Delivery of new aircraft for flight testing       |
|              |                                                       |
|              | -   Test flights of new modified, or repaired         |
|              |     aircraft                                          |
|              |                                                       |
|              | -   Reduced gravity - parabolic arc flights -         |
|              |     subjects/observers                                |
|              |                                                       |
|              | -   Launch and recovery                               |
|              |                                                       |
|              | -   Limited control flights                           |
|              |                                                       |
|              | -   Flight tests of expandable aircraft tires         |
|              |                                                       |
|              | -   Landing and taking-off in polar areas             |
|              |                                                       |
|              | OTHER:                                                |
|              |                                                       |
|              | -   Work in fuel storage tanks                        |
|              |                                                       |
|              | -   Work in open trenches                             |
|              |                                                       |
|              | -   Underground work                                  |
|              |                                                       |
|              | -   Sea duty aboard deep research vessels             |
|              |                                                       |
|              | -   Collection of aircraft approach & landing         |
|              |     environmental data                                |
|              |                                                       |
|              | -   Experimental landing/recovery equipment tests     |
|              |                                                       |
|              | -   Land impact or pad abort of space vehicle         |
|              |                                                       |
|              | -   Height work                                       |
|              |                                                       |
|              | -   Experimental parachute jumps                      |
|              |                                                       |
|              | -   Ground work beneath hovering helicopters          |
|              |                                                       |
|              | -   Sling-suspended transfers                         |
|              |                                                       |
|              | -   Carrier suitability trials aboard aircraft        |
|              |     carriers                                          |
|              |                                                       |
|              | -   Cargo handling during lightering operations       |
|              |                                                       |
|              | -   Work in unsafe structures                         |
|              |                                                       |
|              | -   Tropical jungle duty                              |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *For More    | For further clarification of the hazardous duty       |
| Information* | situations, and for more information on hazard duty   |
|              | pay, see 5 CFR, Part 550, Subpart I.                  |
| > 90         |                                                       |
+--------------+-------------------------------------------------------+

[]{#Chapter_11 .anchor}**Chapter 11. Premium Pay and Differentials for**

**Federal Wage System (FWS) Employees**

**OVERVIEW**

+--------------+-------------------------------------------------------+
| *I           | *Premium pay* for full-time Federal Wage System (FWS) |
| ntroduction* | employees is additional compensation for overtime,    |
|              | standby duty, Sunday work, or holiday work when the   |
|              | work has been requested and approved by authorized    |
|              | persons and performed by the employee.                |
|              |                                                       |
|              | *Differentials* are paid for night shift and          |
|              | environmental hazard duty.                            |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Reminder*   | HHS pays FWS employees according to rates of pay set  |
|              | by local Wage Boards. These Wage Boards set the rates |
|              | according to what non-government workers in the same  |
|              | part of the country, doing the same work, are getting |
|              | paid. FWS employees are also called *prevailing rate  |
|              | employees*.                                           |
|              |                                                       |
|              | Pay for FWS employees is different from pay for       |
|              | General Schedule (GS) employees. It is calculated at  |
|              | an hourly rate, *not* a yearly rate.                  |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *For         | For information about premium pay and differentials   |
| Additional   | for part-time and intermittent employees, see Chapter |
| Information* | 12. For Title 38/Baylor Plan, see Chapter 13. For     |
|              | General Schedule employees, see Chapter 10; and for   |
| > 91         | employees on an alternative work schedule, see        |
|              | Chapter 14.                                           |
|              |                                                       |
|              | Information about premium pay and differentials for   |
|              | FWS employees may also be found in the following:     |
|              |                                                       |
|              | -   HHS Instruction 532-1-80, Pay for Environmental   |
|              |     Hazards                                           |
|              |                                                       |
|              | -   HHS Instruction 532-4, Overtime Pay - Federal     |
|              |     Wage System                                       |
|              |                                                       |
|              | -   5 CFR Part 532, Subpart E                         |
+--------------+-------------------------------------------------------+

**OVERTIME**

+--------------+-------------------------------------------------------+
| *I           | *Overtime* work for FWS employees on regularly        |
| ntroduction* | scheduled tours means authorized and approved hours   |
|              | of work performed in **excess** of **8 hours** **in a |
|              | day** or in **excess** of **40 hours** in an          |
|              | **administrative workweek**, whichever results in the |
|              | greater number of overtime hours. It includes both    |
|              | irregular or occasional overtime and regular          |
|              | overtime.                                             |
|              |                                                       |
|              | FWS employees are ***not*** eligible for Regularly    |
|              | Scheduled Standby Duty.                               |
|              |                                                       |
|              | For FWS employees, hours in a standby or on-call      |
|              | status, or while sleeping or eating, shall *not* *be  |
|              | credited* for the purpose of determining hours of     |
|              | work in excess of 8 hours in a day.                   |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Exceptions  | Employees who have *flexible work schedules*, and for |
| -Alternative | whom credit hours are applicable, receive overtime    |
| Work         | pay only for excess hours which are not credit hours. |
| Schedules*   |                                                       |
|              | Employees who are authorized to work *compressed work |
|              | schedules* earn overtime only for work in excess of   |
|              | those specified hours that constitute the compressed  |
|              | schedule. (i.e., over 8 hours if their scheduled day  |
|              | is an 8 hour day, over 9 hours if it is a scheduled 9 |
|              | hour day, etc.). Compressed work schedules are **can  |
|              | not** earn or use credit hours.                       |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Important*  | Each OPDIV is required to ensure that overtime is     |
|              | properly approved, recorded, and documented.          |
| > 92         | Documentation must be maintained with time and        |
|              | attendance data for six years.                        |
|              |                                                       |
|              | Time and attendance records must distinguish between  |
|              | regularly scheduled overtime and unscheduled          |
|              | irregular or occasional overtime. Therefore, it is    |
|              | important that you know the difference between the    |
|              | two types, and that overtime is recorded under the    |
|              | correct, applicable transaction code.                 |
|              |                                                       |
|              | With the exception of emergencies, overtime must be   |
|              | *authorized* both in *advance and in writing*. In     |
|              | emergencies, employees may be ordered to work         |
|              | overtime without prior approval, provided that        |
|              | approval is documented the next work day.             |
+--------------+-------------------------------------------------------+

**OVERTIME**

+--------------+-------------------------------------------------------+
| *Paid Leave  | For overtime purposes, hours during which the         |
| and          | employee is absent on *paid* leave or holidays are    |
| Holidays*    | considered to be hours of work and do *not* reduce    |
|              | the amount of overtime to which the employee is       |
|              | entitled.                                             |
+--------------+-------------------------------------------------------+
| *Unpaid      | Use of *unpaid leave* does affect overtime pay. See   |
| Leave*       | Chapter 5 for information regarding substituting      |
|              | overtime for unpaid leave.                            |
+--------------+-------------------------------------------------------+
| *Pay Rate*   | Overtime is paid in accordance with Title 5 or FLSA   |
|              | regulations, whichever is applicable.                 |
|              |                                                       |
|              | FWS employees are *not* subject to the pay            |
|              | limitations imposed on GS employees.                  |
|              |                                                       |
|              | **Note:** FWS employees who are FLSA non-exempt shall |
|              | be paid overtime in accordance with Fair Labor        |
|              | Standards Act guidelines.                             |
+--------------+-------------------------------------------------------+
| *Suffer and  | Supervisors should ***not*** permit unauthorized work |
| Permit       | by employees outside their tour hours. If, however,   |
| Overtime*    | *FLSA non-exempt employees* perform work for the      |
|              | benefit of HHS, whether requested or not:             |
|              |                                                       |
|              | -   During hours outside the established tour,        |
|              |     *[and]{.underline}*                               |
|              |                                                       |
|              | -   Which the supervisor knows about, or has reason   |
|              |     to believe is being performed, and has an         |
|              |     opportunity to prevent,                           |
|              |                                                       |
|              | they are entitled to irregular or occasional overtime |
|              | pay referred to as *suffer and permit overtime*.      |
|              | **Note:** Employees on flexible work schedules are    |
|              | *not* entitled to suffer and permit overtime pay.     |
+--------------+-------------------------------------------------------+
| *Caution -   | Compensatory time off can also be approved for a      |
| Compensatory | "prevailing rate employee," as defined at 5 U.S.C.    |
| Time*        | 5342(2), but there is no authority to require that    |
|              | any prevailing rate (wage) employee be compensated    |
|              | for irregular or occasional overtime work by granting |
|              | compensatory time off.                                |
+--------------+-------------------------------------------------------+

**OVERTIME**

  --------------- -------------------------------------------------------
  *Callback       FWS employees receive callback overtime pay for being
  Overtime*       called back to the workplace. When called back, they
                  receive a minimum of ***2 hours*** of overtime pay (or
                  the actual number of hours worked, whichever is
                  greater), whether or not work is performed.

  --------------- -------------------------------------------------------

+--------------+-------------------------------------------------------+
| *Overtime    | **Note:** You must assign the same shift code         |
| Examples*    | regularly worked to overtime worked. Shifts are       |
|              | discussed in the next section, but are also shown     |
| > 93         | here.                                                 |
|              |                                                       |
|              | **Example 1:** Sally works from 7:00 a.m. to 3:30     |
|              | p.m., with a lunch break from noon to 12:30 p.m. On   |
|              | Monday, Week 1, she worked overtime until 5:30 p.m.   |
|              | The pay period totals are:                            |
|              |                                                       |
|              | -   80 regular hours; and                             |
|              |                                                       |
|              | -   2 overtime hours (Shift 1).                       |
|              |                                                       |
|              | **Example 2:** Jerry works from 8:00 a.m. to 4:30     |
|              | p.m., Monday through Friday, with lunch from noon to  |
|              | 12:30 p.m. On the first Thursday of the pay period    |
|              | Jerry took an 2 hour break from 4:30 until 5:00 p.m., |
|              | and then resumed work for 5 hours of overtime until   |
|              | 10:00 p.m. The pay period totals are:                 |
|              |                                                       |
|              | -   80 regular hours; and                             |
|              |                                                       |
|              | -   5 overtime hours (Shift 1).                       |
|              |                                                       |
|              | **Clarification:** Jerry [regularly]{.underline}      |
|              | works Shift 1. Therefore, even though the overtime    |
|              | hours were worked at night, they are paid at the      |
|              | Shift 1 rate.                                         |
+--------------+-------------------------------------------------------+
| *Note*       | For night differential and overtime, see the          |
|              | following section.                                    |
+--------------+-------------------------------------------------------+

**NIGHT DIFFERENTIAL**

  ---------------- -------------------------------------------------------
  *Introduction*   *Night differential* is a differential paid to FWS
                   employees who work a majority of their regularly
                   scheduled tour hours between 3:00 p.m. and 8:00 a.m.

  ---------------- -------------------------------------------------------

+--------------+-------------------------------------------------------+
| *Pay Rate*   | Rates are set by local Wage Boards and are recorded   |
|              | in the employee\'s Pay Master. The amount of night    |
|              | differential paid is determined by the scheduled      |
|              | hours of the shift. Hours are divided into two        |
|              | shifts:                                               |
|              |                                                       |
|              | -   Second Shift (3:00 p.m. to 12:00 midnight) Pay is |
|              |     increased 72 percent.                             |
|              |                                                       |
|              | -   Third Shift (11:00 p.m. to 8:00 a.m.) Pay is      |
|              |     increased 10 percent.                             |
+--------------+-------------------------------------------------------+

+---+-----------+---------+----------------------------+---------------+
| * |           | FWS     |                            |               |
| R |           | em      |                            |               |
| u |           | ployees |                            |               |
| l |           | must be |                            |               |
| e |           | sc      |                            |               |
| s |           | heduled |                            |               |
|   |           | for *a  |                            |               |
| - |           | m       |                            |               |
| D |           | ajority |                            |               |
| e |           | of      |                            |               |
| t |           | their   |                            |               |
| e |           | hours   |                            |               |
| r |           | during  |                            |               |
| m |           | a       |                            |               |
| i |           | shift*  |                            |               |
| n |           | to      |                            |               |
| i |           | receive |                            |               |
| n |           | that    |                            |               |
| g |           | par     |                            |               |
| S |           | ticular |                            |               |
| h |           | shift   |                            |               |
| i |           | rate.   |                            |               |
| f |           | M       |                            |               |
| t |           | ajority |                            |               |
| R |           | of      |                            |               |
| a |           | hours   |                            |               |
| t |           | means a |                            |               |
| e |           | number  |                            |               |
| f |           | of      |                            |               |
| o |           | *whole  |                            |               |
| r |           | hours   |                            |               |
| N |           | greater |                            |               |
| i |           | than    |                            |               |
| g |           | on      |                            |               |
| h |           | e-half* |                            |               |
| t |           | of the  |                            |               |
| D |           | shift,  |                            |               |
| i |           | e.g., 5 |                            |               |
| f |           | hours   |                            |               |
| f |           | of a    |                            |               |
| e |           | sc      |                            |               |
| r |           | heduled |                            |               |
| e |           | 8-hour  |                            |               |
| n |           | shift.  |                            |               |
| t |           |         |                            |               |
| i |           | *Meal   |                            |               |
| a |           | breaks* |                            |               |
| l |           | of 1    |                            |               |
| * |           | hour or |                            |               |
|   |           | less    |                            |               |
| > |           | that    |                            |               |
|   |           | occurs  |                            |               |
| 9 |           | when a  |                            |               |
| 4 |           | night   |                            |               |
|   |           | shift   |                            |               |
|   |           | diffe   |                            |               |
|   |           | rential |                            |               |
|   |           | is      |                            |               |
|   |           | aut     |                            |               |
|   |           | horized |                            |               |
|   |           | should  |                            |               |
|   |           | be      |                            |               |
|   |           | i       |                            |               |
|   |           | ncluded |                            |               |
|   |           | for     |                            |               |
|   |           | p       |                            |               |
|   |           | urposes |                            |               |
|   |           | of      |                            |               |
|   |           | dete    |                            |               |
|   |           | rmining |                            |               |
|   |           | an FWS  |                            |               |
|   |           | empl    |                            |               |
|   |           | oyee\'s |                            |               |
|   |           | enti    |                            |               |
|   |           | tlement |                            |               |
|   |           | to      |                            |               |
|   |           | night   |                            |               |
|   |           | differ  |                            |               |
|   |           | ential. |                            |               |
|   |           |         |                            |               |
|   |           | The     |                            |               |
|   |           | night   |                            |               |
|   |           | shift   |                            |               |
|   |           | diffe   |                            |               |
|   |           | rential |                            |               |
|   |           | is paid |                            |               |
|   |           | for the |                            |               |
|   |           | *entire |                            |               |
|   |           | shift*  |                            |               |
|   |           | when    |                            |               |
|   |           | the     |                            |               |
|   |           | m       |                            |               |
|   |           | ajority |                            |               |
|   |           | of the  |                            |               |
|   |           | re      |                            |               |
|   |           | gularly |                            |               |
|   |           | sc      |                            |               |
|   |           | heduled |                            |               |
|   |           | hours   |                            |               |
|   |           | fall    |                            |               |
|   |           | within  |                            |               |
|   |           | the     |                            |               |
|   |           | sp      |                            |               |
|   |           | ecified |                            |               |
|   |           | tour.   |                            |               |
|   |           | If      |                            |               |
|   |           | em      |                            |               |
|   |           | ployees |                            |               |
|   |           | are     |                            |               |
|   |           | sc      |                            |               |
|   |           | heduled |                            |               |
|   |           | for     |                            |               |
|   |           | less    |                            |               |
|   |           | than a  |                            |               |
|   |           | m       |                            |               |
|   |           | ajority |                            |               |
|   |           | of      |                            |               |
|   |           | their   |                            |               |
|   |           | hours   |                            |               |
|   |           | during  |                            |               |
|   |           | a       |                            |               |
|   |           | shift,  |                            |               |
|   |           | they    |                            |               |
|   |           | receive |                            |               |
|   |           | the     |                            |               |
|   |           | next    |                            |               |
|   |           | lowest  |                            |               |
|   |           | shift   |                            |               |
|   |           | rate.   |                            |               |
|   |           | Use the |                            |               |
|   |           | fo      |                            |               |
|   |           | llowing |                            |               |
|   |           | table   |                            |               |
|   |           | to      |                            |               |
|   |           | de      |                            |               |
|   |           | termine |                            |               |
|   |           | the     |                            |               |
|   |           | shift   |                            |               |
|   |           | rate    |                            |               |
|   |           | for the |                            |               |
|   |           | em      |                            |               |
|   |           | ployee. |                            |               |
+---+-----------+---------+----------------------------+---------------+
|   | EMPLOYEE  |         | EMPLOYEE RECEIVES\...      |               |
|   | REGULARLY |         |                            |               |
|   | WORKS A   |         |                            |               |
|   | MAJORITY  |         |                            |               |
|   | OF HOURS  |         |                            |               |
|   | D         |         |                            |               |
|   | URING\... |         |                            |               |
+---+-----------+---------+----------------------------+---------------+
|   | 7:00 a.m. |         | no night differential pay  |               |
|   | to 3:00   |         |                            |               |
|   | p.m.      |         |                            |               |
+---+-----------+---------+----------------------------+---------------+
|   | 3:00 p.m. |         | Shift 2 night differential |               |
|   | to        |         | pay for the entire shift   |               |
|   | midnight  |         |                            |               |
+---+-----------+---------+----------------------------+---------------+
|   | 11:00     |         | Shift 3 night differential |               |
|   | p.m. to   |         | pay for the entire shift   |               |
|   | 8:00 a.m. |         |                            |               |
+---+-----------+---------+----------------------------+---------------+

**NIGHT DIFFERENTIAL**

+--------------+-------------------------------------------------------+
| *Important*  | There is no authority to permit a splitting of the    |
|              | night shift differential. If a person works an equal  |
| > 95         | number of hours in Shift 2 and Shift 3, or if there   |
|              | is no majority of whole hours in either shift, then   |
|              | the employee receives the *lower* of the two          |
|              | differentials (Shift 2).                              |
|              |                                                       |
|              | If a person works an equal number of hours in Shift 1 |
|              | and Shift 2, or if there is no majority of whole      |
|              | hours in either shift, the employee receives *no*     |
|              | night differential.                                   |
+--------------+-------------------------------------------------------+

  --------------- -------------------------------------------------------
  *Travel*        An FWS employee regularly assigned to a shift for which
                  night differential is payable continues to receive the
                  usual night differential for hours of his/her tour of
                  duty while in an official travel status.

  --------------- -------------------------------------------------------

+--------------+-------------------------------------------------------+
| *Examples*   | **Example 1 - No night differential:** Stephanie      |
|              | works Monday through Friday, 11:00 a.m. to 7:30 p.m., |
| > 96         | with a meal break from 3:00 to 3:30 p.m. Count the    |
|              | hours worked in each shift, including the meal break: |
|              |                                                       |
|              | 4 hours in Shift 1 (11 a.m. - 3 p.m.)                 |
|              |                                                       |
|              | 4½ hours in Shift 2 (3 p.m. - 7:30 p.m.)              |
|              |                                                       |
|              | The pay period totals are:                            |
|              |                                                       |
|              | -   80 regular hours.                                 |
|              |                                                       |
|              | **Clarification:** There are *zero* night             |
|              | differential hours because Stephanie does not work a  |
|              | majority of *whole* hours on the second shift.        |
|              | Therefore, she is paid at the Shift 1 rate.           |
|              |                                                       |
|              | **Example 2 - Shift 2 night differential:** Bob works |
|              | Monday through Friday, 7:00 p.m. to 3:30 a.m., with a |
|              | meal break from 11:00 to 11:30 p.m. Count the hours   |
|              | worked in each shift, including the meal break:       |
|              |                                                       |
|              | 5 hours in Shift 2 (7 p.m. - 12 midnight)             |
|              |                                                       |
|              | 4½ hours in Shift 3 (11 p.m. - 3:30 a.m.)             |
|              |                                                       |
|              | The pay period totals are:                            |
|              |                                                       |
|              | -   80 regular hours; and                             |
|              |                                                       |
|              | -   80 night differential hours, Shift 2.             |
+--------------+-------------------------------------------------------+

**NIGHT DIFFERENTIAL**

+--------------+-------------------------------------------------------+
| *Examples    | **Example 2 - Shift 2 night differential (cont):**    |
| (cont.)*     |                                                       |
|              | **Clarification:** Bob works a majority of *whole*    |
| > 97         | hours on the second shift, so he is paid at the Shift |
|              | 2 rate.                                               |
|              |                                                       |
|              | **Example 3 - Shift 3 night differential:** Manuel    |
|              | works Monday through Friday, 7:30 p.m. to 4:00 a.m.,  |
|              | with a meal break from 11:30 p.m. to 12:00 midnight.  |
|              | Count the hours worked in each shift, including the   |
|              | meal break:                                           |
|              |                                                       |
|              | 4½ hours in Shift 2 (7:30 p.m. - 12 midnight)         |
|              |                                                       |
|              | 5 hours in Shift 3 (11 p.m. - 4:00 a.m.)              |
|              |                                                       |
|              | The pay period totals are:                            |
|              |                                                       |
|              | -   80 regular hours; and                             |
|              |                                                       |
|              | -   80 night differential hours, Shift 3.             |
|              |                                                       |
|              | **Clarification:** Because Manuel works a majority of |
|              | *whole* hours on the third shift, he is paid at the   |
|              | Shift 3 rate.                                         |
+--------------+-------------------------------------------------------+

**NIGHT DIFFERENTIAL - Overtime**

+--------------+-------------------------------------------------------+
| *Night       | *Overtime pay* for an FWS employee, who regularly     |
| Differential | works a shift for which night differential is paid    |
| and          | (i.e., Shift 2 or 3) will be computed on the night    |
| Overtime*    | rate, *even though the hours of overtime worked       |
|              | extend into, or fall entirely within the day shift*.  |
| > 98         |                                                       |
|              | When the overtime work is performed on a              |
|              | *non-workday*, overtime pay is computed on the rate   |
|              | of the employee\'s last previous regularly scheduled  |
|              | shift.                                                |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Rotating    | An employee regularly assigned to a rotating schedule |
| Tour*        | involving work on both day and night shifts:          |
+--------------+-------------------------------------------------------+
|              | -   who performs overtime work which extends or falls |
|              |     entirely within the succeeding shift is entitled  |
|              |     to overtime pay computed on the rate of the       |
|              |     employee\'s regularly scheduled shift in effect   |
|              |     for that calendar day; or                         |
|              |                                                       |
|              | -   when the overtime is performed on a nonworkday,   |
|              |     the employee is entitled to overtime pay computed |
|              |     on the average rate of basic pay for all          |
|              |     regularly scheduled shifts worked by the employee |
|              |     during the basic workweek.                        |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Examples*   | **#1 - Overtime on a workday:** Elsa\'s regularly     |
|              | scheduled tour is from 11:30 p.m. to 8:00 a.m.,       |
| > 99         | Monday through Friday, with a meal break from 2:00    |
|              | a.m. to 2:30 a.m. During the first week of the pay    |
|              | period, she worked 3 hours of overtime from 8:00 to   |
|              | 11:00 a.m. on both Monday and Wednesday. Count the    |
|              | hours worked in each shift for Elsa\'s regularly      |
|              | scheduled tour (*not* when the overtime was worked).  |
|              |                                                       |
|              | The pay period totals are:                            |
|              |                                                       |
|              | -   80 regular hours;                                 |
|              |                                                       |
|              | -   6 overtime hours, Shift 3; and                    |
|              |                                                       |
|              | -   80 night differential hours, Shift 3.             |
|              |                                                       |
|              | **Clarification:** Elsa is paid at the Shift 3 rate   |
|              | for the overtime hours (the shift in which she        |
|              | usually works), even though the overtime hours were   |
|              | worked during Shift 1.                                |
+--------------+-------------------------------------------------------+

**NIGHT DIFFERENTIAL - Overtime**

+--------------+-------------------------------------------------------+
| *Examples    | **#2 - Overtime on a workday:** Sylvia works Monday   |
| (cont.)*     | through Friday, from 3:00 p.m. to 11:30 p.m., with a  |
|              | meal break from 8:00 to 8:30 p.m. During the second   |
| > 100        | week of the pay period, she worked 6 hours of         |
|              | overtime on Friday from 11:30 p.m. to 6:00 a.m., with |
|              | a meal break from 2:30 a.m. to 3:00 a.m. Count the    |
|              | hours worked in each shift for Sylvia\'s regularly    |
|              | scheduled tour (*not* when the overtime was worked).  |
|              |                                                       |
|              | The pay period totals are:                            |
|              |                                                       |
|              | -   80 regular hours;                                 |
|              |                                                       |
|              | -   6 overtime hours, Shift 2; and                    |
|              |                                                       |
|              | -   80 night differential hours, Shift 2.             |
|              |                                                       |
|              | **Clarification:** Even though the overtime hours     |
|              | were worked during Shifts 2 and 3, Sylvia is paid at  |
|              | the Shift 2 rate for the overtime (the shift in which |
|              | she usually works).                                   |
|              |                                                       |
|              | **#3 - Overtime on a nonworkday:** Michelle\'s        |
|              | regularly scheduled tour is from 3:00 p.m. to 11:30   |
|              | p.m., Monday through Friday, with a meal break from   |
|              | 6:00 to 6:30 p.m. On Saturday, the second week of the |
|              | pay period, she worked 5 hours of overtime from 11:00 |
|              | a.m. to 4:00 p.m. without a break. Count the hours    |
|              | worked in each shift for Sylvia\'s regularly          |
|              | scheduled tour (*not* when the overtime was worked):  |
|              |                                                       |
|              | The pay period totals are:                            |
|              |                                                       |
|              | -   80 regular hours;                                 |
|              |                                                       |
|              | -   5 overtime hours, Shift 2; and                    |
|              |                                                       |
|              | -   80 night differential hours, Shift 2.             |
|              |                                                       |
|              | **Clarification:** Regardless of the time of day that |
|              | the overtime hours were actually worked, Michelle is  |
|              | paid at the Shift 2 rate for the overtime because it  |
|              | is a nonworkday and her last previous regularly       |
|              | scheduled shift was Shift 2.                          |
+--------------+-------------------------------------------------------+

**NIGHT DIFFERENTIAL - Temporary or Substitute Tour**

  ---------------- -------------------------------------------------------
  *Introduction*   FWS employees may be assigned to a temporary tour on a
                   night shift or to serve as a substitute for another
                   employee on a night shift.

  ---------------- -------------------------------------------------------

+--------------+-------------------------------------------------------+
| *Rules*      | An FWS employee *regularly assigned to a night        |
|              | shift*, who is temporarily assigned to another night  |
| > 101        | shift with a higher differential, receives the        |
|              | *higher night shift differential* when the majority   |
|              | of the employee\'s non-overtime hours of work fall    |
|              | within the shift having the higher differential.      |
|              |                                                       |
|              | An FWS employee *regularly assigned to a night shift* |
|              | continues to receive his/her *usual night shift       |
|              | differential* during a temporary assignment to the    |
|              | day shift or to another night shift with a lower      |
|              | differential.                                         |
|              |                                                       |
|              | An FWS employee *regularly assigned to a day shift*   |
|              | is entitled to a *night shift differential* for any   |
|              | period during which he/she is temporarily assigned to |
|              | work a regular shift for which a night shift          |
|              | differential is otherwise payable.                    |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Examples*   | **#1 - Temporary tour with a higher shift             |
|              | differential:** Rupert\'s regularly scheduled tour is |
| > 102        | from 6:00 p.m. to 2:30 a.m., Monday through Friday,   |
|              | the second shift.                                     |
|              |                                                       |
|              | This pay period, Rupert was temporarily assigned to   |
|              | work from 2:30 a.m. to 11:00 a.m., the third shift,   |
|              | with a meal break from 6:00 a.m. to 6:30 a.m.         |
|              |                                                       |
|              | The pay period totals are:                            |
|              |                                                       |
|              | -   80 regular hours; and                             |
|              |                                                       |
|              | -   80 night differential hours, Shift 3.             |
|              |                                                       |
|              | **Clarification:** Rupert receives the higher shift   |
|              | rate (Shift 3). An employee regularly assigned to a   |
|              | night shift, who is temporarily assigned to a shift   |
|              | with a higher differential, receives the *higher*     |
|              | differential when the majority of the regularly       |
|              | scheduled hours of the temporary tour fall within     |
|              | that shift.                                           |
+--------------+-------------------------------------------------------+

**NIGHT DIFFERENTIAL - Temporary or Substitute Tour**

+--------------+-------------------------------------------------------+
| *Examples    | **#2 - Substitute Tour with Lower Shift               |
| (cont.)*     | Differential:** Peggy\'s regularly scheduled tour is  |
|              | Monday through Friday, from 2:30 a.m. to 11:00 a.m.,  |
| > 103        | the third shift.                                      |
|              |                                                       |
|              | This pay period, she worked as a substitute from 6:00 |
|              | p.m. to 2:30 a.m., Monday through Friday, the second  |
|              | shift, with a meal break from 10:00 p.m. to 10:30     |
|              | p.m.                                                  |
|              |                                                       |
|              | The pay period totals are:                            |
|              |                                                       |
|              | -   80 regular hours; and                             |
|              |                                                       |
|              | -   80 night differential hours, Shift 3.             |
|              |                                                       |
|              | **Clarification:** Peggy receives the higher shift    |
|              | differential (Shift 3) even though the substitute     |
|              | tour was on Shift 2. An employee regularly assigned   |
|              | to a night shift receives his/her ***regular*** night |
|              | shift differential during another night shift with a  |
|              | lower differential.                                   |
|              |                                                       |
|              | **#3 - Temporary tour with higher shift               |
|              | differential:** Tom usually works the first shift,    |
|              | from 9:00 a.m. to 5:30 p.m., Monday through Friday.   |
|              | This pay period, he was temporarily assigned to work  |
|              | from 6:00 p.m. to 2:30 a.m., Monday through Friday,   |
|              | the second shift, with a meal break from 10:00 p.m.   |
|              | to 10:30 p.m.                                         |
|              |                                                       |
|              | The pay period totals are:                            |
|              |                                                       |
|              | -   80 regular hours; and                             |
|              |                                                       |
|              | -   80 night differential hours, Shift 2.             |
|              |                                                       |
|              | **Clarification:** Tom receives night differential.   |
|              | An employee regularly assigned to a day shift is      |
|              | entitled to night differential for any period during  |
|              | which he/she is temporarily assigned to work a night  |
|              | shift.                                                |
+--------------+-------------------------------------------------------+

**NIGHT DIFFERENTIAL - Holiday**

+--------------+-------------------------------------------------------+
| *I           | FWS employees regularly assigned to a shift for which |
| ntroduction* | a night shift differential is payable, continue to    |
|              | receive the night differential for paid absence on    |
|              | holidays or other days off from duty granted by       |
|              | Executive or administrative order.                    |
|              |                                                       |
|              | The night differential is paid at the same rate the   |
|              | employee usually earns for the regularly scheduled    |
|              | shift.                                                |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Example*    | Daniel works the third shift, Monday through Friday,  |
|              | from 11:30 p.m. to 8:00 a.m., with a meal break from  |
| > 104        | 2:30 to 3:00 a.m. During the first week of the pay    |
|              | period, Monday was a holiday. The pay period totals   |
|              | are:                                                  |
|              |                                                       |
|              | -   8 holiday not worked hours;                       |
|              |                                                       |
|              | -   72 regular hours; and                             |
|              |                                                       |
|              | -   80 night differential hours, Shift 3.             |
|              |                                                       |
|              | **Clarification:** Daniel receives his usual night    |
|              | differential. An employee who regularly works a night |
|              | shift is entitled to the appropriate night            |
|              | differential for any period of excused absence on a   |
|              | holiday.                                              |
+--------------+-------------------------------------------------------+

  --------------- -------------------------------------------------------
  *Note*          For information about holiday hours worked, see the
                  Holiday Worked section later in this chapter.

  --------------- -------------------------------------------------------

**NIGHT DIFFERENTIAL - Paid Leave**

+--------------+-------------------------------------------------------+
| *I           | FWS employees who are regularly assigned to a night   |
| ntroduction* | shift are paid a night shift differential for any     |
|              | absence on *paid* leave, *regardless of the amount of |
|              | paid leave used during the pay period*.               |
|              |                                                       |
|              | The rate payable is determined by the shift to which  |
|              | the employee is assigned at the time of going on      |
|              | leave. See the following rules.                       |
|              |                                                       |
|              | **Note:** FWS employees do *not* receive night        |
|              | differential for nights when they are absent on       |
|              | *unpaid leave*.                                       |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Rules*      | *Rotating Tour* - An FWS employee assigned to a       |
|              | regular rotating schedule involving work on both day  |
| > 105        | and night shifts will be paid a night shift           |
|              | differential only for any paid leave taken during     |
|              | periods when the employee is scheduled to work a      |
|              | *night shift*.                                        |
|              |                                                       |
|              | The employee does *not* receive night differential    |
|              | for absences occurring during periods when he/she is  |
|              | scheduled to work the *day shift*.                    |
|              |                                                       |
|              | *Irregular Shifts* - If an FWS employee\'s shift is   |
|              | changed at *irregular intervals*, the employee is     |
|              | paid night differential during periods of paid leave  |
|              | if he/she received night differential for the last    |
|              | shift worked preceding the absence on paid leave.     |
|              |                                                       |
|              | *Temporary Tour* - When an FWS employee who is        |
|              | regularly scheduled to work the *day shift* is absent |
|              | on paid leave during a temporary assignment to a      |
|              | *night shift*, the employee is paid as follows:       |
|              |                                                       |
|              | -   If the assignment to the night shift is of        |
|              |     *indefinite duration* and no expiration date is   |
|              |     specified, an employee going on paid leave        |
|              |     receives night differential; and                  |
|              |                                                       |
|              | -   If the assignment to the night shift is of        |
|              |     *specified duration*, an employee going on paid   |
|              |     leave receives night differential *only* for that |
|              |     portion of the absence which falls within the     |
|              |     specified period of assignment to the night       |
|              |     shift. After the expiration of the specified      |
|              |     period, the employee\'s pay reverts to the day    |
|              |     rate.                                             |
+--------------+-------------------------------------------------------+

**NIGHT DIFFERENTIAL - Paid Leave**

+--------------+-------------------------------------------------------+
| *Examples*   | **Example 1 - Employee on night shift:**              |
|              | Christopher\'s regularly scheduled tour is from 5:00  |
| > 106        | p.m. to 1:30 a.m., Monday through Friday, with a meal |
|              | break from 9:00 to 9:30 p.m. He used annual leave     |
|              | during the first week of the pay period. The pay      |
|              | period totals are:                                    |
|              |                                                       |
|              | -   40 regular hours;                                 |
|              |                                                       |
|              | -   80 night differential hours, Shift 2; and         |
|              |                                                       |
|              | -   40 annual leave hours.                            |
|              |                                                       |
|              | **Example 2 - Employee on a temporary tour:**         |
|              | Madelyn\'s regularly scheduled tour is from 8:30 a.m. |
|              | to 5:00 p.m., Monday through Friday, with a meal      |
|              | break from 12:00 noon to 12:30 p.m.                   |
|              |                                                       |
|              | This pay period she was temporarily assigned to work  |
|              | from 5:00 p.m. to 1:30 a.m., Monday through Friday,   |
|              | with a meal break from 9:00 to 9:30 p.m. This         |
|              | assignment was a specified duration, lasting from     |
|              | Monday of Week 1 through Tuesday of Week 2. Madelyn   |
|              | was absent on sick leave the entire second week of    |
|              | the pay period.                                       |
|              |                                                       |
|              | The pay period totals are:                            |
|              |                                                       |
|              | -   40 regular hours;                                 |
|              |                                                       |
|              | -   56 night differential hours, Shift 2; and         |
|              |                                                       |
|              | -   40 sick leave hours.                              |
|              |                                                       |
|              | **Clarification:** There are *zero* hours of night    |
|              | differential for Wednesday through Friday of Week 2,  |
|              | because Madelyn\'s temporary tour *expired* at the    |
|              | end of Tuesday and she ordinarily works the day       |
|              | shift. Madelyn receives night differential *only* for |
|              | that portion of the absence which falls within the    |
|              | specified period of assignment to the night shift.    |
|              | After the expiration of the specified period,         |
|              | Madelyn\'s pay reverts to the day rate.               |
+--------------+-------------------------------------------------------+

**SUNDAY PREMIUM PAY**

  ---------------- -------------------------------------------------------
  *Introduction*   *Sunday premium pay (also referred to as Sunday
                   differential)* is extra pay for *full-time* FWS
                   employees who work on Sunday as a part of their
                   regularly scheduled tour.

  *Pay Rate*       The Sunday premium rate is 25 percent of the hourly
                   rate of basic pay. Basic rate of pay includes night
                   differential.
  ---------------- -------------------------------------------------------

+--------------+-------------------------------------------------------+
| *Rules*      | Sunday premium pay hours begin at 12:01 a.m., Sunday  |
|              | morning, and continue until midnight, Sunday night.   |
| > 107        | If an employee starts work at 12:01 a.m. Monday, that |
|              | employee does not earn Sunday premium pay.            |
|              |                                                       |
|              | *If any part of the tour falls on Sunday*, the        |
|              | *entire tour* is considered to be Sunday work.        |
|              |                                                       |
|              | Employee who works on Sunday **does not** receive     |
|              | Sunday premium for hours in **excess** of 8 hours.    |
|              |                                                       |
|              | Sunday premium pay is *not paid for any periods of    |
|              | time when the employee is not at work*, including     |
|              | holidays, paid leave, excused absence with pay,       |
|              | compensatory time off, credit hours, continuation of  |
|              | pay, or time off award.                               |
|              |                                                       |
|              | \_\_\_\_\_\_                                          |
|              | \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\ |
|              | _\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ |
+--------------+-------------------------------------------------------+
| *Caution*    | FWS employees, who are *not* [regularly               |
|              | scheduled]{.underline} to work on Sunday, do *not*    |
|              | get Sunday premium pay if they do work on Sunday.     |
|              | Sunday differential is *not* authorized for part-time |
|              | or intermittent employees.                            |
|              |                                                       |
|              | \_\_\_\_\_\_\_                                        |
|              | \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\ |
|              | _\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Examples*   | **#1 - Day Shift:** Nancy works from 8:00 a.m. to     |
|              | 4:30 p.m., Sunday through Thursday, with lunch from   |
| > 108        | noon to 12:30 p.m. The pay period totals are:         |
|              |                                                       |
|              | -   80 regular hours; and                             |
|              |                                                       |
|              | -   16 Sunday premium hours, Shift 1.                 |
|              |                                                       |
|              | **#2 - Night Shift:** Kevin works from 11:00 p.m. to  |
|              | 7:30 a.m., Shift 3, Sunday through Thursday with a    |
|              | meal break from 2:00 to 2:30 a.m. The pay period      |
|              | totals are:                                           |
|              |                                                       |
|              | -   80 regular hours;                                 |
|              |                                                       |
|              | -   80 night differential hours, Shift 3; and         |
|              |                                                       |
|              | -   16 Sunday premium hours, Shift 3.                 |
+--------------+-------------------------------------------------------+

**SUNDAY PREMIUM PAY - Leave**

+--------------+-------------------------------------------------------+
| *I           | FWS employees do *not* receive Sunday premium pay for |
| ntroduction* | any hours when they are not at work. This includes    |
|              | any type of absence, *either* *paid or unpaid.*       |
|              |                                                       |
|              | If part of an employee\'s tour falls on a Sunday, and |
|              | the employee is on leave for the *entire* part of the |
|              | tour *which falls on Sunday*, the employee does *not* |
|              | receive Sunday premium pay for any hours worked that  |
|              | day.                                                  |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Examples*   | **#1 - Day shift and leave:** Peter works Sunday      |
|              | through Thursday from 9:00 a.m. to 5:30 p.m., with    |
| > 109        | lunch from 12:30 to 1:00 p.m. On the second Sunday of |
|              | the pay period, he took annual leave from 2:30 to     |
|              | 5:30 p.m. The pay period totals are:                  |
|              |                                                       |
|              | -   77 regular hours;                                 |
|              |                                                       |
|              | -   3 annual leave hours; and                         |
|              |                                                       |
|              | -   13 Sunday premium hours, Shift 1.                 |
|              |                                                       |
|              | **#2 - Shift 2 and leave:** Cindy works the second    |
|              | shift from 3:30 p.m. to midnight, Sunday through      |
|              | Thursday. On the second Sunday, she took annual leave |
|              | all day. The pay period totals are:                   |
|              |                                                       |
|              | -   72 regular hours;                                 |
|              |                                                       |
|              | -   8 annual leave hours;                             |
|              |                                                       |
|              | -   8 Sunday premium hours, Shift 2; and              |
|              |                                                       |
|              | -   72 night differential hours, Shift 2.             |
|              |                                                       |
|              | **#3 - Shift 3 and leave:** Charles works the third   |
|              | shift from 11:00 p.m. to 7:30 a.m., Sunday through    |
|              | Thursday, with a meal break from 2:00 to 2:30 a.m. He |
|              | took annual leave for the first hour of the tour      |
|              | (11:00 p.m. to 12:00 midnight Sunday) and returned at |
|              | 12:01 Monday morning. The pay period totals are:      |
|              |                                                       |
|              | -   79 regular hours;                                 |
|              |                                                       |
|              | -   1 annual leave hour;                              |
|              |                                                       |
|              | -   8 Sunday premium hours, Shift 3; and              |
|              |                                                       |
|              | -   72 night differential hours, Shift 3.             |
+--------------+-------------------------------------------------------+

**SUNDAY PREMIUM PAY - Overtime**

+--------------+-------------------------------------------------------+
| *I           | Sunday premium pay is *not* paid for overtime hours,  |
| ntroduction* | only for the regularly scheduled tour hours.          |
|              |                                                       |
|              | Any Sunday hours in **excess** of 8 in one tour must  |
|              | be entered as overtime hours and paid at the overtime |
|              | rate.                                                 |
|              |                                                       |
|              | **Exception:** Employees on compressed work           |
|              | schedules. See Chapter 14.                            |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Example*    | Natasha works Sunday through Thursday, from 3:30 p.m. |
|              | to 12:00 midnight, Shift 2, with a meal break from    |
| > 110        | 6:30 to 7:00 p.m. During the second week of the pay   |
|              | period, she worked 2 hours of overtime on Sunday from |
|              | midnight to 2:00 a.m., for a total of 10 hours on     |
|              | Sunday.                                               |
|              |                                                       |
|              | The pay period totals are:                            |
|              |                                                       |
|              | -   80 regular hours;                                 |
|              |                                                       |
|              | -   80 night differential hours, Shift 2;             |
|              |                                                       |
|              | -   16 Sunday premium hours, Shift 2; and             |
|              |                                                       |
|              | -   2 overtime hours, Shift 2.                        |
|              |                                                       |
|              | Natasha is not paid Sunday differential for the       |
|              | overtime hours.                                       |
+--------------+-------------------------------------------------------+

**SUNDAY PREMIUM PAY-Two Separate Tours**

+--------------+-------------------------------------------------------+
| *I           | In the event that a full-time FWS employee has two    |
| ntroduction* | separate regular tours of duty on Sunday, the         |
|              | employee is entitled to Sunday premium pay not to     |
|              | exceed 8 hours for *each* regularly scheduled tour    |
|              | that does not involve overtime. **Exception:**        |
|              | Compressed work schedules. See Chapter 14.            |
|              |                                                       |
|              | Sunday premium pay does not apply to overtime hours.  |
|              |                                                       |
|              | Night differential is paid for each shift at the      |
|              | applicable rate for the time of the shift.            |
|              |                                                       |
|              | **Note:** Unless unavoidable, supervisors should not  |
|              | schedule an employee to work on two different daily   |
|              | tours on the same Sunday.                             |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Examples*   | Susan works on Shift 2, 6:30 p.m. to 3:00 a.m.,       |
|              | Sunday through Wednesday, and 6:30 p.m. Saturday to   |
| > 111        | 3:00 a.m. Sunday, each week. She takes a meal break   |
|              | from 10:30 p.m. to 11:00 p.m. each day. The pay       |
|              | period totals are:                                    |
|              |                                                       |
|              | -   80 regular hours;                                 |
|              |                                                       |
|              | -   80 night differential hours, Shift 2; and         |
|              |                                                       |
|              | -   32 Sunday premium hours, Shift 2.                 |
|              |                                                       |
|              | **Clarification:** Susan earns 8 hours of Sunday      |
|              | premium pay for 6:30 p.m. Sunday to 3:00 a.m. Monday  |
|              | (5 actual hours on Sunday). She also earns 8 hours of |
|              | Sunday premium pay for 6:30 p.m. Saturday to 3:00     |
|              | a.m. Sunday (3 actual hours on Sunday). Thus, Susan   |
|              | is entitled to 16 hours of Sunday premium pay each    |
|              | Sunday.                                               |
|              |                                                       |
|              | If Susan works the same schedule as above and she     |
|              | also works 8 hours of unscheduled overtime (3:00 a.m. |
|              | to 7:00 a.m. on both Sundays), the pay period totals  |
|              | are:                                                  |
|              |                                                       |
|              | -   80 regular hours;                                 |
|              |                                                       |
|              | -   80 night differential hours, Shift 2;             |
|              |                                                       |
|              | -   32 Sunday premium hours, Shift 2; and             |
|              |                                                       |
|              | -   8 irregular overtime hours, Shift 2.              |
|              |                                                       |
|              | **Reminder:** Susan is *not* paid Sunday premium pay  |
|              | for overtime hours.                                   |
+--------------+-------------------------------------------------------+

**HOLIDAY WORKED**

  ---------------- -------------------------------------------------------
  *Introduction*   Pay for work performed on a holiday during hours which
                   correspond to regularly scheduled hours of duty is
                   double time. Double time is the basic pay normally
                   received for the holiday (including night
                   differential), plus a premium equal to the employee\'s
                   basic rate of pay (including night differential) for
                   any hours worked.

  ---------------- -------------------------------------------------------

+--------------+-------------------------------------------------------+
| *Important*  | All holiday work must be approved in writing, in      |
|              | advance.                                              |
| > 112        |                                                       |
|              | Each OPDIV is required to ensure that overtime is     |
|              | properly approved, recorded, and documented.          |
|              | Documentation must be maintained with time and        |
|              | attendance data for six years.                        |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Rules*      | *Minimum hours* - FWS employees who are required to   |
|              | report for work on a holiday are entitled to *at      |
| > 113        | least 2 hours* of holiday pay, whether or not work is |
|              | actually performed.                                   |
|              |                                                       |
|              | *Night differential* - Night differential is a part   |
|              | of basic pay. FWS employees receive their usual night |
|              | differential pay (Shift 2 or 3) for any holiday hours |
|              | worked. It is paid in addition to that paid for the   |
|              | holiday not worked.                                   |
|              |                                                       |
|              | *Overtime* - Pay for holiday hours worked is          |
|              | applicable only to those hours within the regularly   |
|              | scheduled duty hours. Any hours worked outside, or in |
|              | excess of, the regularly scheduled tour hours on a    |
|              | holiday, are overtime. They are paid at the usual     |
|              | overtime rate.                                        |
|              |                                                       |
|              | Employees on regularly scheduled tours **cannot**     |
|              | receive **more than 8** **hours** of holiday pay on   |
|              | any one holiday. *Any hours over 8 worked on a        |
|              | holiday are overtime.*                                |
|              |                                                       |
|              | Employees on **compressed work schedules** or         |
|              | **non-standard tours** cannot receive more hours of   |
|              | holiday pay than are in their regularly scheduled     |
|              | hours for that day. Additional hours are overtime.    |
+--------------+-------------------------------------------------------+

  --------------- -------------------------------------------------------
  *Pay Rate*      In addition to receiving their regular pay for a
                  holiday not worked, for any hours worked on a holiday
                  during their regularly scheduled hours of duty,
                  employees are paid an additional basic rate of pay.

  --------------- -------------------------------------------------------

**HOLIDAY WORKED**

+--------------+-------------------------------------------------------+
| *Examples*   | **Reminder:** Employees are paid their regular shift  |
|              | differential when they work overtime, regardless of   |
| > 114        | when the overtime was actually worked.                |
|              |                                                       |
|              | **Example 1 - Day shift:** Tony works the first shift |
|              | from 8:00 a.m. to 4:30 p.m., Monday through Friday,   |
|              | with lunch from noon to 12:30 p.m. During the first   |
|              | week of the pay period, Tony worked his regular tour  |
|              | on Thanksgiving (Thursday) and then worked 1 hour of  |
|              | overtime (until 5:30 p.m.).                           |
|              |                                                       |
|              | The pay period totals are:                            |
|              |                                                       |
|              | -   72 regular hours;                                 |
|              |                                                       |
|              | -   8 holiday not worked hours;                       |
|              |                                                       |
|              | -   8 holiday worked hours, Shift 1; and              |
|              |                                                       |
|              | -   1 overtime hour, Shift 1.                         |
|              |                                                       |
|              | **Example 2 - Night shift:** Amy works the second     |
|              | shift from 3:00 p.m. to 11:30 p.m., Monday through    |
|              | Friday, with a meal break from 6:00 to 6:30 p.m.      |
|              | During the second week of the pay period, she worked  |
|              | 6 hours on July 4th (Friday) from 3:00 p.m. to 9:30   |
|              | p.m., with a meal break from 7:00 p.m. to 7:30 p.m.   |
|              |                                                       |
|              | The pay period totals are:                            |
|              |                                                       |
|              | -   72 regular hours;                                 |
|              |                                                       |
|              | -   80 night differential hours, Shift 2;             |
|              |                                                       |
|              | -   8 holiday not worked hours; and                   |
|              |                                                       |
|              | -   6 holiday worked hours, Shift 2.                  |
|              |                                                       |
|              | **Clarification:** Amy will be paid night             |
|              | differential for the 6 holiday worked hours (Shift    |
|              | 2), in addition to her regular night differential for |
|              | 8 holiday hours not worked.                           |
+--------------+-------------------------------------------------------+

**ENVIRONMENTAL DIFFERENTIAL**

  ---------------- -------------------------------------------------------
  *Introduction*   Environmental differential is a differential pay
                   authorized for FWS employees who are exposed to
                   specific hazards, physical hardships, or working
                   conditions of an unusually severe nature. Any employee
                   exposed to a situation for which environmental
                   differential pay (EDP) is authorized is entitled to the
                   appropriate differential without regard to the type of
                   appointment or tour.

  ---------------- -------------------------------------------------------

  --------------- -------------------------------------------------------
  *Basic          The Office of Personnel Management (OPM) authorizes a
  Environmental   percentage rate for the category in which the working
  Rates*          condition or hazard falls. Those employees entitled to
                  an EDP are paid an amount equal to the appropriate
                  percentage rate multiplied by the current hourly rate
                  for a WG-10, Step 2, employee for the wage area for
                  which the EDP is payable. *Actual exposure* categories
                  with percentages and *shift* categories with
                  percentages are listed on the next pages.

  --------------- -------------------------------------------------------

+--------------+-------------------------------------------------------+
| *Important*  | Environmental differential is paid in two ways:       |
|              |                                                       |
| > 115        | -   *On a shift basis-*for the entire shift on the    |
|              |     day on which the exposure occurred; or            |
|              |                                                       |
|              | -   *For actual exposure*-for each specific exposure, |
|              |     subject to some limitations.                      |
|              |                                                       |
|              | You must verify the percentage paid for each on the   |
|              | current list approved by OPM.                         |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *            | You must obtain an *Exposure Certificate* from the    |
| Requirement* | supervisor, which lists:                              |
|              |                                                       |
|              | -   Employee\'s name and Social Security number       |
|              |                                                       |
|              | -   Date of exposure                                  |
|              |                                                       |
|              | -   Type of exposure situation (actual exposure or    |
|              |     shift basis)                                      |
|              |                                                       |
|              | -   Time of exposure                                  |
|              |                                                       |
|              | -   Rate of differential (percentage)                 |
|              |                                                       |
|              | Exposure Certificates must be kept on file for 2      |
|              | years.                                                |
+--------------+-------------------------------------------------------+

**ENVIRONMENTAL DIFFERENTIAL**

+--------------+-------------------------------------------------------+
| *Rules*      | Employees may be entitled to both actual exposure and |
|              | on a shift basis. However, employees may *not* be     |
| > 116        | paid more than one environmental differential for the |
|              | same hours of work. If they are entitled to both      |
|              | types of differential during particular hours, they   |
|              | are paid the *higher* of the two rates.               |
|              |                                                       |
|              | The number of hours an employee is paid environmental |
|              | differential pay may *not* exceed the number of hours |
|              | of duty performed by the employee on the day of       |
|              | exposure. **Exception:** Employees paid on a *per     |
|              | shift* basis are paid for all hours in a pay status   |
|              | on the day on which he/she is exposed to the          |
|              | situation.                                            |
|              |                                                       |
|              | Environmental differential pay is considered to be a  |
|              | part of basic pay and is used to compute premium pay  |
|              | for overtime, holiday, or Sunday work. It is *not*    |
|              | considered a part of basic pay and is *not* used when |
|              | computing lump-sum annual leave or severance pay.     |
+--------------+-------------------------------------------------------+

  --------------- -------------------------------------------------------
  *Tables*        See the tables on the following pages for more specific
                  information on exposure categories and percentages.

  --------------- -------------------------------------------------------

+--------------+-------------------------------------------------------+
| *For More    | For more information, see:                            |
| Information* |                                                       |
|              | -   5 CFR Part 532, Subpart E, Appendix A.            |
| > 117        |                                                       |
+--------------+-------------------------------------------------------+

**ENVIRONMENTAL DIFFERENTIAL**

+---+-----------+----------------------+---------------+--------------+
| * |           | ***Table 1 -         |               |              |
| E |           | Situations for       |               |              |
| x |           | actual exposure pay  |               |              |
| p |           | basis*** - The       |               |              |
| o |           | following table      |               |              |
| s |           | lists qualifying     |               |              |
| u |           | situations and       |               |              |
| r |           | applicable           |               |              |
| e |           | percentages used to  |               |              |
| C |           | compute the EDP rate |               |              |
| a |           | on an *actual        |               |              |
| t |           | exposure basis*.     |               |              |
| e |           |                      |               |              |
| g |           | **Reminder:** When   |               |              |
| o |           | employees are        |               |              |
| r |           | exposed to a hazard  |               |              |
| i |           | in these situations, |               |              |
| e |           | they are paid EDP    |               |              |
| s |           | for the *amount of   |               |              |
| a |           | time they are        |               |              |
| n |           | exposed              |               |              |
| d |           | [only]{.underline}.* |               |              |
| P |           |                      |               |              |
| e |           |                      |               |              |
| r |           |                      |               |              |
| c |           |                      |               |              |
| e |           |                      |               |              |
| n |           |                      |               |              |
| t |           |                      |               |              |
| a |           |                      |               |              |
| g |           |                      |               |              |
| e |           |                      |               |              |
| s |           |                      |               |              |
| * |           |                      |               |              |
+---+-----------+----------------------+---------------+--------------+
|   | ACTUAL    |                      | PERCENTAGE    |              |
|   | EXPOSURE  |                      |               |              |
|   | CATEGORY  |                      |               |              |
+---+-----------+----------------------+---------------+--------------+
|   | Cargo     |                      | 8 percent     |              |
|   | handling  |                      |               |              |
|   | during    |                      |               |              |
|   | l         |                      |               |              |
|   | ightering |                      |               |              |
|   | o         |                      |               |              |
|   | perations |                      |               |              |
+---+-----------+----------------------+---------------+--------------+
|   | Cold work |                      | 4 percent     |              |
+---+-----------+----------------------+---------------+--------------+
|   | Dirty     |                      | 4 percent     |              |
|   | work      |                      |               |              |
+---+-----------+----------------------+---------------+--------------+
|   | Duty      |                      | 15 percent    |              |
|   | aboard    |                      |               |              |
|   | surface   |                      |               |              |
|   | craft     |                      |               |              |
+---+-----------+----------------------+---------------+--------------+
|   | Exposure  |                      | 25 percent    |              |
|   | to        |                      |               |              |
|   | hazardous |                      |               |              |
|   | weather   |                      |               |              |
|   | or        |                      |               |              |
|   | terrain   |                      |               |              |
+---+-----------+----------------------+---------------+--------------+
|   | Fibrous   |                      | 6 percent     |              |
|   | glass     |                      |               |              |
|   | work      |                      |               |              |
+---+-----------+----------------------+---------------+--------------+
|   | Floating  |                      | 15 percent    |              |
|   | targets   |                      |               |              |
+---+-----------+----------------------+---------------+--------------+
|   | Flying,   |                      | 100 percent   |              |
|   | e.g.,     |                      |               |              |
|   | flight    |                      |               |              |
|   | testing   |                      |               |              |
|   | (applies  |                      |               |              |
|   | to duties |                      |               |              |
|   | performed |                      |               |              |
|   | involving |                      |               |              |
|   | flying -  |                      |               |              |
|   | not       |                      |               |              |
|   | a         |                      |               |              |
|   | pplicable |                      |               |              |
|   | for       |                      |               |              |
|   | passenger |                      |               |              |
|   | travel)   |                      |               |              |
+---+-----------+----------------------+---------------+--------------+
|   | Ground    |                      | 15 percent    |              |
|   | work      |                      |               |              |
|   | beneath   |                      |               |              |
|   | hovering  |                      |               |              |
|   | h         |                      |               |              |
|   | elicopter |                      |               |              |
+---+-----------+----------------------+---------------+--------------+
|   | Hazardous |                      | 15 percent    |              |
|   | boarding  |                      |               |              |
|   | or        |                      |               |              |
|   | leaving   |                      |               |              |
|   | surface   |                      |               |              |
|   | craft     |                      |               |              |
+---+-----------+----------------------+---------------+--------------+
|   | High      |                      | 50 percent    |              |
|   | voltage   |                      |               |              |
|   | e         |                      |               |              |
|   | lectrical |                      |               |              |
|   | energy    |                      |               |              |
+---+-----------+----------------------+---------------+--------------+
|   | High Work |                      | 25 percent    |              |
+---+-----------+----------------------+---------------+--------------+
|   | Hot work  |                      | 4 percent     |              |
+---+-----------+----------------------+---------------+--------------+
|   | Micro-    |                      | 4 percent     |              |
|   | soldering |                      |               |              |
|   | or wire   |                      |               |              |
|   | welding   |                      |               |              |
|   | and       |                      |               |              |
|   | assembly  |                      |               |              |
+---+-----------+----------------------+---------------+--------------+
|   | Unshored  |                      | 25 percent    |              |
|   | work      |                      |               |              |
+---+-----------+----------------------+---------------+--------------+
|   | Welding,  |                      | 6 percent     |              |
|   | cutting,  |                      |               |              |
|   | burning   |                      |               |              |
|   | in        |                      |               |              |
|   | confined  |                      |               |              |
|   | spaces    |                      |               |              |
+---+-----------+----------------------+---------------+--------------+
|   | Welding   |                      | 4 percent     |              |
|   | preheated |                      |               |              |
|   | metals    |                      |               |              |
+---+-----------+----------------------+---------------+--------------+
|   | Work at   |                      | 50 percent    |              |
|   | extreme   |                      |               |              |
|   | heights   |                      |               |              |
+---+-----------+----------------------+---------------+--------------+

  --------------- -------------------------------------------------------
                  

  --------------- -------------------------------------------------------

**ENVIRONMENTAL DIFFERENTIAL**

+---+-----------+---------------------+---------------+---------------+
| * |           | ***Table 2 -        |               |               |
| E |           | Situations for per  |               |               |
| x |           | shift pay           |               |               |
| p |           | basis*** - The      |               |               |
| o |           | following table     |               |               |
| s |           | lists qualifying    |               |               |
| u |           | situations and      |               |               |
| r |           | applicable          |               |               |
| e |           | percentages used to |               |               |
| C |           | compute the EDP     |               |               |
| a |           | rate on a *per      |               |               |
| t |           | shift basis*.       |               |               |
| e |           |                     |               |               |
| g |           | **Reminder:** When  |               |               |
| o |           | employees are       |               |               |
| r |           | exposed to a hazard |               |               |
| i |           | in these            |               |               |
| e |           | situations, they    |               |               |
| s |           | are paid EDP for    |               |               |
| a |           | the *entire shift.* |               |               |
| n |           |                     |               |               |
| d |           | **Reminder:** If    |               |               |
| P |           | employees are       |               |               |
| e |           | entitled to EDP on  |               |               |
| r |           | both a shift basis  |               |               |
| c |           | and an actual       |               |               |
| e |           | exposure basis,     |               |               |
| n |           | they receive the    |               |               |
| t |           | *higher* of the     |               |               |
| a |           | two.                |               |               |
| g |           |                     |               |               |
| e |           |                     |               |               |
| s |           |                     |               |               |
| ( |           |                     |               |               |
| c |           |                     |               |               |
| o |           |                     |               |               |
| n |           |                     |               |               |
| t |           |                     |               |               |
| . |           |                     |               |               |
| ) |           |                     |               |               |
| * |           |                     |               |               |
+---+-----------+---------------------+---------------+---------------+
|   | EXPOSURE  |                     | PERCENTAGE    |               |
|   | S         |                     |               |               |
|   | ITUATIONS |                     |               |               |
|   | FOR PER   |                     |               |               |
|   | SHIFT PAY |                     |               |               |
+---+-----------+---------------------+---------------+---------------+
|   | Asbestos  |                     | 8 percent     |               |
+---+-----------+---------------------+---------------+---------------+
|   | Duty      |                     | 4 percent     |               |
|   | aboard    |                     |               |               |
|   | aircraft  |                     |               |               |
|   | carrier   |                     |               |               |
+---+-----------+---------------------+---------------+---------------+
|   | Duty      |                     | 50 percent    |               |
|   | aboard    |                     |               |               |
|   | submerged |                     |               |               |
|   | vessel    |                     |               |               |
+---+-----------+---------------------+---------------+---------------+
|   | Exp       |                     | 8 percent     |               |
|   | erimental |                     |               |               |
|   | landing   |                     |               |               |
|   | /Recovery |                     |               |               |
|   | equipment |                     |               |               |
|   | tests     |                     |               |               |
+---+-----------+---------------------+---------------+---------------+
|   | Explosive |                     | 8 percent     |               |
|   | and       |                     |               |               |
|   | i         |                     |               |               |
|   | ncendiary |                     |               |               |
|   | m         |                     |               |               |
|   | aterial - |                     |               |               |
|   | high      |                     |               |               |
|   | degree    |                     |               |               |
+---+-----------+---------------------+---------------+---------------+
|   | Explosive |                     | 4 percent     |               |
|   | and       |                     |               |               |
|   | i         |                     |               |               |
|   | ncendiary |                     |               |               |
|   | m         |                     |               |               |
|   | aterial - |                     |               |               |
|   | low       |                     |               |               |
|   | degree    |                     |               |               |
+---+-----------+---------------------+---------------+---------------+
|   | Firef     |                     | 25 percent    |               |
|   | ighting - |                     |               |               |
|   | high      |                     |               |               |
|   | degree    |                     |               |               |
+---+-----------+---------------------+---------------+---------------+
|   | Firef     |                     | 8 percent     |               |
|   | ighting - |                     |               |               |
|   | low       |                     |               |               |
|   | degree    |                     |               |               |
+---+-----------+---------------------+---------------+---------------+
|   | Land      |                     | 8 percent     |               |
|   | impact or |                     |               |               |
|   | pad abort |                     |               |               |
|   | of space  |                     |               |               |
|   | vehicle   |                     |               |               |
+---+-----------+---------------------+---------------+---------------+
|   | Mass      |                     | 4 percent     |               |
|   | e         |                     |               |               |
|   | xplosives |                     |               |               |
|   | and/or    |                     |               |               |
|   | i         |                     |               |               |
|   | ncendiary |                     |               |               |
|   | material  |                     |               |               |
+---+-----------+---------------------+---------------+---------------+
|   | Micro-or  |                     | 8 percent     |               |
|   | ganisms - |                     |               |               |
|   | high      |                     |               |               |
|   | degree    |                     |               |               |
|   | hazard    |                     |               |               |
+---+-----------+---------------------+---------------+---------------+
|   | Micro-or  |                     | 4 percent     |               |
|   | ganisms - |                     |               |               |
|   | low       |                     |               |               |
|   | degree    |                     |               |               |
|   | hazard    |                     |               |               |
+---+-----------+---------------------+---------------+---------------+
|   | Part      |                     | 8 percent     |               |
|   | icipating |                     |               |               |
|   | in        |                     |               |               |
|   | missile   |                     |               |               |
|   | liquid or |                     |               |               |
|   | solid     |                     |               |               |
|   | p         |                     |               |               |
|   | ropulsion |                     |               |               |
+---+-----------+---------------------+---------------+---------------+
|   | Poisons   |                     | 8 percent     |               |
|   | (toxic    |                     |               |               |
|   | che       |                     |               |               |
|   | micals) - |                     |               |               |
|   | high      |                     |               |               |
|   | degree    |                     |               |               |
+---+-----------+---------------------+---------------+---------------+
|   | Poisons   |                     | 4 percent     |               |
|   | (toxic    |                     |               |               |
|   | che       |                     |               |               |
|   | micals) - |                     |               |               |
|   | low       |                     |               |               |
|   | Degree    |                     |               |               |
+---+-----------+---------------------+---------------+---------------+
|   | Pressure  |                     | 8 percent     |               |
|   | chamber   |                     |               |               |
|   | and       |                     |               |               |
|   | ce        |                     |               |               |
|   | ntrifugal |                     |               |               |
|   | stress    |                     |               |               |
+---+-----------+---------------------+---------------+---------------+
|   | Work in   |                     | 8 percent     |               |
|   | fuel      |                     |               |               |
|   | storage   |                     |               |               |
|   | tanks     |                     |               |               |
+---+-----------+---------------------+---------------+---------------+

  --------------- -------------------------------------------------------
                  

  --------------- -------------------------------------------------------

**ENVIRONMENTAL DIFFERENTIAL**

+--------------+-------------------------------------------------------+
| *Computing   | Three different environmental differential pay (EDP)  |
| EDP Rates*   | rates must be computed for every wage area. You must  |
|              | enter the appropriate rate into the time and          |
| > 118        | attendance records for any employees receiving EDP.   |
|              |                                                       |
|              | To determine the rate of the environmental            |
|              | differential which is payable to the employee, you    |
|              | must know the percentage rate authorized for the      |
|              | particular exposure situation. Refer to the two       |
|              | tables on the preceding pages for this information.   |
|              |                                                       |
|              | **Reminder:** The rates are computed on the WG-10,    |
|              | Step 2 pay applicable for your wage area and apply to |
|              | any grade. Therefore, you do not have to compute them |
|              | for each individual employee.                         |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Caution*    | The rates must be re-computed anytime the rate for a  |
|              | WG-10, step 2, employee changes in your wage area.    |
|              |                                                       |
|              | *Do not* use the rates computed in the following      |
|              | example in actual situations. First, verify the       |
|              | WG-10, Step 2, rate in your wage area. Then, using    |
|              | the formula in the example, compute the correct one   |
|              | for your area.                                        |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Example*    | Jack is in the Washington, D.C. wage area and his     |
|              | hourly rate is \$18.00/hour. He is assigned to duty   |
| > 119        | aboard surface craft which is a qualifying situation  |
|              | for actual exposure differential pay. The percentage  |
|              | rate authorized is 15 percent.                        |
|              |                                                       |
|              | The hourly rate for a WG-10, Step 2, in Jack\'s area  |
|              | is \$16.58/hour.                                      |
|              |                                                       |
|              | **1) Compute the Basic EDP Rate:** The basic EDP rate |
|              | is the current hourly rate for a WG-10 step 2 in the  |
|              | employee\'s wage area, multiplied by the percentage   |
|              | payable for the exposure situation, counting one-half |
|              | cent and over as a whole cent. Use this formula       |
|              | *regardless* of the grade of the employee. **Note:**  |
|              | The basic EDP rate is also used for any holiday hours |
|              | worked.                                               |
|              |                                                       |
|              | -   Multiply \$16.58 (*not* \$18.00) by 15 percent:   |
|              |                                                       |
|              | -   16.58 X .15 = 2.487, rounded off = 2.49           |
|              |                                                       |
|              | -   [\$2.49]{.underline} is the basic EDP rate.       |
+--------------+-------------------------------------------------------+

**ENVIRONMENTAL DIFFERENTIAL**

+--------------+-------------------------------------------------------+
| *Computing   | 2\) Compute the Sunday EDP Rate: The EDP rate for     |
| EDP Rates    | Sunday work is the basic EDP rate plus 25 percent.    |
| Example      |                                                       |
| (cont.)*     | -   Multiply \$2.49 (base rate) X .25 = .6225,        |
|              |     rounded off = .62                                 |
| > 120        |                                                       |
|              | -   \$2.49 + .62 = \$3.11                             |
|              |                                                       |
|              | -   [\$3.11]{.underline} is the Sunday EDP rate.      |
|              |                                                       |
|              | **3) Compute the Overtime EDP Rate:** The EDP rate    |
|              | for overtime work is the basic EDP rate multiplied by |
|              | 1½.                                                   |
|              |                                                       |
|              | -   \$2.49 (basic rate) X 1.5 = 3.735, rounded off =  |
|              |     3.74                                              |
|              |                                                       |
|              | -   [\$3.74]{.underline} is the overtime EDP rate.    |
+--------------+-------------------------------------------------------+

**ENVIRONMENTAL DIFFERENTIAL-Actual Exposure**

+--------------+-------------------------------------------------------+
| *I           | An employee entitled to EDP on an *actual exposure    |
| ntroduction* | basis* is paid a minimum of 1 hour EDP for the        |
|              | exposure. For exposure beyond one hour, the employee  |
|              | is paid in increments of one quarter hour for each 15 |
|              | minutes or portion in excess of 15 minutes.           |
|              |                                                       |
|              | Entitlement begins with the first instance of         |
|              | exposure and ends one hour later, except that when    |
|              | exposure continues beyond the hour, it is considered  |
|              | ended at the end of the quarter hour in which         |
|              | exposure actually terminated.                         |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Rules to    | *For 1 hour or less* - 1 hour of EDP.                 |
| Determine    |                                                       |
| Number of    | **Example:** Nancy is exposed for 5 minutes. She      |
| EDP Hours*   | earns 1 hour of EDP.                                  |
|              |                                                       |
| > 121        | *For more than 1 hour* - 1 hour of EDP and ¼ hour for |
|              | each additional 15 minutes and portion thereof in     |
|              | excess of 15 minutes.                                 |
|              |                                                       |
|              | **Example:** Sarah is exposed for 1 hour and 18       |
|              | minutes. She earns 1 hour and 30 minutes of EDP.      |
|              |                                                       |
|              | **Example:** Bill is exposed for 1 hour and 16        |
|              | minutes. He earns 1 hour and 30 minutes of EDP (two   |
|              | quarter-hour increments).                             |
|              |                                                       |
|              | **Reminder:** Always round up.                        |
|              |                                                       |
|              | *For intermittently during a shift* - Each exposure   |
|              | is considered separately, and each exposure that is   |
|              | less than 1 hour is first increased to an hour and    |
|              | then added together. However, the number of hours of  |
|              | EDP may *not* exceed the number of hours worked by    |
|              | the employee on the day of the exposure.              |
|              |                                                       |
|              | **Example:** Richard is exposed to unusually severe   |
|              | hazards between:                                      |
|              |                                                       |
|              | -   8:00 a.m. and 8:20 a.m.                           |
|              |                                                       |
|              | -   10:15 a.m. and 10:35 a.m.                         |
|              |                                                       |
|              | -   1:05 p.m. and 1:40 p.m.                           |
|              |                                                       |
|              | He is entitled to 3 hours of EDP. However, if Richard |
|              | had been exposed at 9 different times, for periods of |
|              | less than 1 hour each during an 8-hour shift, he      |
|              | would receive 8 hours of EDP, *not* 9 hours.          |
+--------------+-------------------------------------------------------+

**ENVIRONMENTAL DIFFERENTIAL-Actual Exposure**

+--------------+-------------------------------------------------------+
| *Rules to    | *More than one category or situation during the same  |
| Determine    | hour* - The exposure which results in the *highest*   |
| Number of    | differential.                                         |
| EDP Hours    |                                                       |
| (cont.)*     | **Example:** Matthew is required to perform high work |
|              | (25 percent rate) involving high voltage electrical   |
| > 122        | energy (50 percent rate) for 20 minutes during an     |
|              | 8-hour shift.                                         |
|              |                                                       |
|              | He receives 1 hour of EDP at the 50 percent rate      |
|              | applicable to \"high voltage electrical energy\"      |
|              | working conditions.                                   |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Examples*   | Assume that the employees in the two examples here    |
|              | are both in a hypothetical wage area, XYZ, and that   |
| > 123        | the EDP rates were computed correctly. The EDP rate   |
|              | of actual exposure is \$10.00 for regular hours,      |
|              | \$12.50 for Sunday hours, and \$15.00 for overtime    |
|              | hours.                                                |
|              |                                                       |
|              | **Example 1:** Janice works on the second shift from  |
|              | 3:00 to 11:30 p.m., Sunday through Thursday, with a   |
|              | meal break from 6:00 to 6:30 p.m. During Week 2, she  |
|              | was exposed to a hazard (flying as a crew member) for |
|              | 2 hours on Sunday, 3 regular hours on Monday, and 4   |
|              | overtime hours on Friday. The pay period totals are:  |
|              |                                                       |
|              | -   80 regular hours;                                 |
|              |                                                       |
|              | -   80 night differential hours, Shift 2;             |
|              |                                                       |
|              | -   16 Sunday premium hours, Shift 2;                 |
|              |                                                       |
|              | -   4 overtime hours, Shift 2;                        |
|              |                                                       |
|              | -   2 Sunday premium EDP hours (rate - \$12.50);      |
|              |                                                       |
|              | -   3 regular EDP hours (rate - \$10.00); and         |
|              |                                                       |
|              | -   4 overtime EDP hours (rate - \$15.00).            |
|              |                                                       |
|              | **Clarification:** Janice receives:                   |
|              |                                                       |
|              | -   8 regular hours each day (Sunday through          |
|              |     Thursday);                                        |
|              |                                                       |
|              | -   8 night differential hours, Shift 2, each day;    |
|              |                                                       |
|              | -   16 Sunday premium hours, Shift 2 (8 each Sunday); |
|              |                                                       |
|              | -   4 overtime hours, Shift 2 (overtime on Friday);   |
|              |                                                       |
|              | -   2 Sunday premium EDP hours (EDP at the Sunday     |
|              |     rate);                                            |
|              |                                                       |
|              | -   3 regular EDP hours (EDP at the basic rate); and  |
|              |                                                       |
|              | -   4 overtime EDP hours (EDP overtime on Friday).    |
|              |                                                       |
|              | The percentage for flying is 100 percent. Therefore,  |
|              | Janice is paid the full amount of the computed EDP    |
|              | rates for the XYZ wage area.                          |
+--------------+-------------------------------------------------------+

**ENVIRONMENTAL DIFFERENTIAL - Actual Exposure**

+--------------+-------------------------------------------------------+
| *Examples    | **Example 2:** Manuel works on the first shift from   |
| (cont.)*     | 7:30 a.m. to 4:00 p.m., Monday through Friday, with   |
|              | lunch from 12:00 noon to 12:30 p.m. During the first  |
| > 124        | week of the pay period, on Thursday after leaving     |
|              | work at 4:00 p.m., he was called back to work         |
|              | overtime from 6:00 to 7:00 p.m. On Saturday, he       |
|              | worked overtime from 9:00 a.m. to 12:00 noon.         |
|              |                                                       |
|              | During Week 1, Manuel was actually exposed to two     |
|              | hazards, dirty work (4%) and high work (25%).         |
|              |                                                       |
|              | The EDP rate of actual exposure for 4% is \$.40 for   |
|              | regular hours and \$.60 for overtime hours. The EDP   |
|              | rate of actual exposure for 25% is \$2.50 for regular |
|              | hours and \$3.75 for overtime hours.                  |
|              |                                                       |
|              | The pay period totals are:                            |
|              |                                                       |
|              | -   80 regular hours;                                 |
|              |                                                       |
|              | -   2 callback overtime hours, Shift 1;               |
|              |                                                       |
|              | -   3 overtime hours, Shift 1;                        |
|              |                                                       |
|              | -   4:30 regular EDP hours @ \$.40;                   |
|              |                                                       |
|              | -   3:30 regular EDP hours @ \$2.50;                  |
|              |                                                       |
|              | -   1 overtime EDP hour @ \$.60; and                  |
|              |                                                       |
|              | -   1 overtime EDP hour @ \$3.75.                     |
|              |                                                       |
|              | **Clarification:** See chart on next page for actual  |
|              | exposure hours. Manuel receives:                      |
|              |                                                       |
|              | -   1 hour of regular EDP @ \$.40 for Monday, Week 1; |
|              |                                                       |
|              | -   1 hour of regular EDP @ \$2.50 for Monday, Week   |
|              |     1;                                                |
|              |                                                       |
|              | -   1:30 hours of regular EDP @ \$.40 for Tuesday,    |
|              |     Week 1;                                           |
|              |                                                       |
|              | -   1:30 hours of regular EDP @ \$2.50 for Tuesday,   |
|              |     Week 1;                                           |
|              |                                                       |
|              | -   1 hour of regular EDP @ \$2.50 for Wednesday,     |
|              |     Week 1;                                           |
|              |                                                       |
|              | -   1 hour of regular EDP @ \$.40 for Wednesday, Week |
|              |     1;                                                |
|              |                                                       |
|              | -   1 hour of overtime EDP @ \$.60 for Thursday, Week |
|              |     1;                                                |
|              |                                                       |
|              | -   1 hour of regular EDP @ \$.40 for Friday, Week 1; |
|              |     and                                               |
|              |                                                       |
|              | -   1 hour of overtime EDP @ \$3.75 for Saturday,     |
|              |     Week 1.                                           |
|              |                                                       |
|              | -   8 regular hours each day, Monday through Friday,  |
|              |     both weeks;                                       |
|              |                                                       |
|              | -   2 hours callback overtime, Shift 1, Thursday,     |
|              |     Week 1 (though he worked 1 hour, he is entitled   |
|              |     to 2 hours of pay for callback overtime); and     |
|              |                                                       |
|              | -   3 overtime hours, Shift 1, Saturday, Week 1.      |
+--------------+-------------------------------------------------------+

**ENVIRONMENTAL DIFFERENTIAL-Actual Exposure**

  --------------- -------------------------------------------------------
  *Chart*         **Chart for Example 2:** Manuel\'s actual exposure
                  hours are:

  --------------- -------------------------------------------------------

+--------+---------------+------------+-------------------------------+
| *      | **Hours       | **Type of  | **Differential Earned by the  |
| *Day** | Actually      | Actual     | Employee**                    |
|        | Exposed**     | Exposure & |                               |
|        |               | Rate**     |                               |
+--------+---------------+------------+-------------------------------+
| Monday | 8:30 a.m. - 9 | Dirty      | 1 hour @ 4% (2nd exposure is  |
|        | a.m.          | work, 4%   | at same rate in same hour)    |
|        |               |            |                               |
|        | 9:20 a.m. -   | High work, | 1 hour @ 25% (pay for an hour |
|        | 9:30 a.m.     | 25%        | at higher rate only)          |
|        |               |            |                               |
|        | 10 a.m. -     | Dirty      |                               |
|        | 10:30 a.m.    | work, 4%   |                               |
|        |               |            |                               |
|        | 10 a.m. -     |            |                               |
|        | 10:05 a.m.    |            |                               |
+--------+---------------+------------+-------------------------------+
| T      | 8 a.m. - 8:05 | Dirty      | 1 hour @ 4%                   |
| uesday | a.m.          | work, 4%   |                               |
|        |               |            | 30 minutes @ 4% (continuation |
|        | 8:55 a.m. -   | Dirty      | of preceding hour)            |
|        | 9:20 a.m.     | work, 4%   |                               |
|        |               |            | 1 hour \@25% (see following - |
|        | 10 a.m. -     | Dirty      | employee receives higher of   |
|        | 10:04 a.m.    | work, 4%   | two rates)                    |
|        |               |            |                               |
|        | 10:55 a.m. -  | High work, | 15 minutes \@25%              |
|        | 11:10 a.m.    | 25%        | (continuation of preceding    |
|        |               |            | hour)                         |
|        | 11:14 a.m. -  | Dirty      |                               |
|        | 11:20 a.m.    | work, 4%   | 15 minutes @ 25%              |
+--------+---------------+------------+-------------------------------+
| Wed    | 8:45 a.m. - 9 | Dirty      | 1 hour 25% (pay for an hour   |
| nesday | a.m.          | work, 4%   | at higher rate)               |
|        |               |            |                               |
|        | 9:40 a.m. -   | High work, | 1 hour @ 4%                   |
|        | 9:45 a.m.     | 25%        |                               |
|        |               |            |                               |
|        | 3:55 p.m. - 4 | Dirty      |                               |
|        | p.m.          | work, 4%   |                               |
+--------+---------------+------------+-------------------------------+
| Th     | 6 p.m. - 6:30 | Dirty      | 1 overtime hour @ 4%          |
| ursday | p.m.          | work, 4%   |                               |
+--------+---------------+------------+-------------------------------+
| Friday | 8:45 a.m. -   | Dirty      | 1 hour @ 4%                   |
|        | 8:50 a.m.     | work, 4%   |                               |
+--------+---------------+------------+-------------------------------+
| Sa     | 9:05 a.m. -   | Cold work, | 1 overtime hour @ 25%         |
| turday | 9:30 a.m.     | 25%        |                               |
+--------+---------------+------------+-------------------------------+

**ENVIRONMENTAL DIFFERENTIAL-Shift Basis**

+--------------+-------------------------------------------------------+
| *I           | An employee entitled to EDP on a *shift basis* is     |
| ntroduction* | paid EDP for the entire shift in which the exposure   |
|              | occurred.                                             |
|              |                                                       |
|              | **Reminder:** Some employees may be entitled to EDP   |
|              | on a shift basis and an actual exposure basis. Should |
|              | this happen, they receive the *higher* of the two.    |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Rules*      | *1) If an employee* entitled to EDP on a shift basis  |
|              | is exposed to a hazard at any time during work        |
| > 125        | (including regular hours or overtime), he/she         |
|              | receives EDP:                                         |
|              |                                                       |
|              | -   for every hour in the regular tour; and           |
|              |                                                       |
|              | -   for all overtime hours that day (if any).         |
|              |                                                       |
|              | For the day on which the exposure took place, record  |
|              | regular EDP hours for the entire shift, *even if the  |
|              | exposure was during overtime*.                        |
|              |                                                       |
|              | Record any overtime hours worked in conjunction with  |
|              | a shift in which exposure took place as overtime EDP  |
|              | hours, *even if the exposure was during regular       |
|              | hours*.                                               |
|              |                                                       |
|              | *2) If an employee* is exposed to a hazard for which  |
|              | EDP is payable on a shift basis, and on the same day  |
|              | is exposed to a hazard for which EDP is payable on an |
|              | actual exposure basis at a higher rate, he/she        |
|              | receives EDP:                                         |
|              |                                                       |
|              | -   for actual exposure at the higher rate for the    |
|              |     time of exposure, [and]{.underline}               |
|              |                                                       |
|              | -   at the shift rate for the rest of the shift.      |
|              |                                                       |
|              | For the actual exposure hours at a higher rate,       |
|              | record the type of exposure, the EDP rate and the     |
|              | number of hours of actual exposure. Subtract the      |
|              | actual exposure hours from the number of hours in the |
|              | tour for that day and record *difference* in the EDP  |
|              | shift-based hours.                                    |
|              |                                                       |
|              | Do *not* record hours under the shift-based hours     |
|              | that you already recorded under actual exposure       |
|              | hours.                                                |
+--------------+-------------------------------------------------------+

**ENVIRONMENTAL DIFFERENTIAL-Shift Basis**

+--------------+-------------------------------------------------------+
| *Example 1*  | Sam is entitled to EDP on a shift basis. His tour is  |
|              | 7:00 a.m. to 3:30 p.m., Monday through Friday, with   |
| > 126        | lunch from 12:00 to 12:30 p.m. The percentage rate    |
|              | for asbestos exposure is 8 percent. In Sam\'s area,   |
|              | the EDP rate is \$.80 for regular hours and \$1.20    |
|              | for overtime hours.                                   |
|              |                                                       |
|              | On Monday during Week 1, at the request of his        |
|              | supervisor, Sam worked until 5:30 p.m. (2 hours       |
|              | overtime). He was exposed to asbestos from 5:00 p.m.  |
|              | to 5:30 p.m. during the overtime. The pay period      |
|              | totals are:                                           |
|              |                                                       |
|              | -   80 regular hours (8 hours each day, Monday        |
|              |     through Friday);                                  |
|              |                                                       |
|              | -   2 overtime hours, Shift 1 (Monday, Week 1);       |
|              |                                                       |
|              | -   8 regular EDP hours (Monday, Week 1 @ \$.80 per   |
|              |     hour); and                                        |
|              |                                                       |
|              | -   2 overtime EDP hours (Monday, Week 1 @ \$1.20 per |
|              |     hour).                                            |
|              |                                                       |
|              | **Clarification:** Sam receives EDP pay on Monday,    |
|              | Week 1, for the 8 hours of his regular tour, because  |
|              | even though he was exposed during overtime, he is     |
|              | entitled to EDP for the entire shift.                 |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Example 2*  | Mark is entitled to EDP on a shift basis. His tour is |
|              | 7:00 a.m. to 3:30 p.m., Monday through Friday, with   |
| > 127        | lunch from 11:30 a.m. to noon. On a shift basis, the  |
|              | percentage rate for exposure to low degree            |
|              | micro-organisms is 4 percent (\$.40 for regular hours |
|              | in Mark\'s area). For actual exposure, welding in     |
|              | confined spaces, the percentage rate is 6 percent     |
|              | (\$.60 per hour in Mark\'s area).                     |
|              |                                                       |
|              | On the first Tuesday of the pay period, Mark was      |
|              | exposed to micro-organisms (low degree hazard). From  |
|              | 9:00 a.m. to 11:00 a.m. on that same Tuesday, Mark    |
|              | was also exposed to a higher level hazard, welding in |
|              | confined spaces. The pay period totals are:           |
|              |                                                       |
|              | -   80 regular hours (8 hours each day, Monday        |
|              |     through Friday);                                  |
|              |                                                       |
|              | -   2 EDP hours actual exposure (Tuesday, Wk 1 @      |
|              |     \$.60/hr); and                                    |
|              |                                                       |
|              | -   6 EDP hours shift environmental (Tuesday, Wk 1 @  |
|              |     \$.40/hr).                                        |
|              |                                                       |
|              | **Clarification:** Although Mark is entitled to EDP   |
|              | on a shift basis for his entire 8 hour tour on        |
|              | Tuesday, he was actually exposed for 2 hours to a     |
|              | higher level hazard. Therefore, for those 2 hours, he |
|              | is entitled to actual exposure EDP.                   |
+--------------+-------------------------------------------------------+

**ENVIRONMENTAL DIFFERENTIAL-And Paid Leave**

+--------------+-------------------------------------------------------+
| *I           | The amount of EDP employees receive while on paid     |
| ntroduction* | leave depends on whether the employee is paid on a    |
|              | shift basis or an actual exposure basis.              |
|              |                                                       |
|              | Employees are ***not*** paid an environmental         |
|              | differential during periods of absence on paid leave  |
|              | on any day on which they are *not* exposed to         |
|              | situations for which an environmental differential is |
|              | authorized.                                           |
|              |                                                       |
|              | **Note:** Employees do *not* receive an environmental |
|              | differential for hours absent on *unpaid* leave.      |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Rule -      | If an employee is exposed to a situation for which    |
| Shift Basis* | EDP is authorized on a shift basis, the environmental |
|              | differential will be paid during a period of absence  |
| > 128        | on paid leave for the day on which the exposure       |
|              | occurs. In other words, an employee who has been      |
|              | exposed is entitled to EDP for the *entire* shift,    |
|              | including the hours absent on paid leave during the   |
|              | *same workday*.                                       |
|              |                                                       |
|              | The employee is *not* paid environmental differential |
|              | on any days of paid leave that he/she is not exposed. |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Rule -      | If an employee is exposed to a situation for which    |
| Actual       | EDP is authorized on an actual exposure basis, the    |
| Exposure*    | environmental differential will be paid during a      |
|              | period of absence on paid leave only to the extent    |
| > 129        | that the leave falls within minimum payment periods.  |
|              |                                                       |
|              | In other words, if an employee worked 10 minutes and  |
|              | then spent the rest of the same hour on paid leave,   |
|              | the employee would receive 1 hour of EDP, even though |
|              | he or she had worked only 10 minutes. The employee    |
|              | would *not* receive EDP for any additional hours      |
|              | absent on paid leave that day.                        |
+--------------+-------------------------------------------------------+

**ENVIRONMENTAL DIFFERENTIAL-And Paid Leave**

+--------------+-------------------------------------------------------+
| *Example 1 - | Paul works from 7:00 a.m. to 3:30 p.m., Monday        |
| Shift Basis* | through Friday, with lunch from noon to 12:30 p.m. On |
|              | the second Friday of the pay period, he was exposed   |
| > 130        | to toxic chemicals (low degree), for which the        |
|              | percentage rate is 4 percent. He then used annual     |
|              | leave from 12:30 to 3:30 p.m. Paul is entitled to     |
|              | shift EDP at a rate of \$.40 per hour. The pay period |
|              | totals are:                                           |
|              |                                                       |
|              | -   77 regular hours (8 hours each day Monday through |
|              |     Friday, Wk 1, and Monday through Thursday, Wk 2,  |
|              |     5 hours on Friday, Wk 2;                          |
|              |                                                       |
|              | -   3 annual leave hours (Friday, Wk 2); and          |
|              |                                                       |
|              | -   8 regular EDP hours (Friday Wk 2 @ \$.40/hr).     |
|              |                                                       |
|              | **Clarification:** Since Paul receives EDP on a shift |
|              | basis and was exposed to a hazard on a day he used    |
|              | paid leave, he is entitled to EDP for the *entire*    |
|              | shift, including the hours on paid leave.             |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Example 2 - | Diane works Monday through Friday from 8:00 a.m. to   |
| Actual       | 4:30 p.m., with lunch from 10:45 to 11:15 a.m. On the |
| Exposure*    | second Monday, she was intermittently exposed to      |
|              | hazardous weather for 5 intervals of 5 minutes each,  |
| > 131        | between 8:00 a.m. and 12:30 p.m. (as shown below),    |
|              | for which the percentage rate is 25 percent. Diane    |
|              | then used annual leave for 4 hours, from 12:30 p.m.   |
|              | to 4:30 p.m. on the day of the exposure. Her basic    |
|              | EDP rate is \$2.50 per hour.                          |
|              |                                                       |
|              | Actual Exposure Times: Entitlement to EDP:            |
|              |                                                       |
|              | 8:05-8:10 a.m. 1 hour                                 |
|              |                                                       |
|              | 9:10-9:15 a.m. 1 hour                                 |
|              |                                                       |
|              | 10:15-10:20 a.m. 1 hour                               |
|              |                                                       |
|              | 11:20-11:25 a.m. 1 hour                               |
|              |                                                       |
|              | 12:25-12:30 p.m. 1 hour                               |
|              |                                                       |
|              | The pay period totals are:                            |
|              |                                                       |
|              | -   76 regular hours (8 each day Monday through       |
|              |     Friday, Wk 1, Tuesday through Friday, Wk 2, and 4 |
|              |     on Monday, Wk 2) ;                                |
|              |                                                       |
|              | -   4 annual leave hours (Monday, Wk 2); and          |
|              |                                                       |
|              | -   5 EDP hours (Monday, Wk 2 @ \$2.50/hr).           |
+--------------+-------------------------------------------------------+

**ENVIRONMENTAL DIFFERENTIAL-And Paid Leave**

+--------------+-------------------------------------------------------+
| *Example 2 - | **Clarification:** Each 5-minute segment of exposure  |
| Actual       | is rounded up to 1 hour, for a total of 5 hours.      |
| Exposure     | Though Diane worked only 4 hours during the shift,    |
| (cont.)*     | since her last exposure was between 12:00 noon and    |
|              | 1:00 p.m., and part of that hour was spent on paid    |
| > 132        | leave, Diane is entitled to EDP for 1 of the 4 hours  |
|              | of paid leave. Thus, Diane is entitled to 5 hours of  |
|              | EDP for that day. (If Diane had been absent on unpaid |
|              | leave instead, she would only have received 4 hours   |
|              | of EDP.)                                              |
|              |                                                       |
|              | **Note:** Diane\'s exposures were all *discontinuous* |
|              | (i.e., not falling within the same hour). If any      |
|              | exposures had been *continuous* (i.e., falling within |
|              | the same hour), she would not have been entitled to 1 |
|              | hour of EDP. For example, if her second exposure had  |
|              | been from 8:55 a.m. to 9:12 a.m., she would have      |
|              | received 1 hour for the first exposure and 15 minutes |
|              | for the second exposure because it is *continuous*.   |
+--------------+-------------------------------------------------------+

[]{#Chapter_12 .anchor}**Chapter 12. Other Employees**

**PART-TIME EMPLOYEES - Overview**

+--------------+-------------------------------------------------------+
| *I           | *[Part-time employees]{.underline}* work from 16 to   |
| ntroduction* | 32 hours a week.                                      |
|              |                                                       |
|              | **Exception:** Part-time employees employed prior to  |
|              | April 8, 1979, may work less than 16 hours or more    |
|              | than 32 hours a week. With special exception, other   |
|              | part-time employees may work less than 16 hours per   |
|              | week, but there is no authority to allow more than 32 |
|              | hours per week.                                       |
|              |                                                       |
|              | The number of hours for the part-time tour is         |
|              | determined prior to employment and is entered on the  |
|              | SF-50. In some cases, exact hours are also            |
|              | pre-determined and are recorded on the SF-50. The     |
|              | number of pre-determined hours (and, if applicable,   |
|              | the exact days and hours) must be accounted for with  |
|              | either regular hours or appropriate leave.            |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Examples*   | **Example 1:** *[Regular Tour]{.underline}* - Floyd   |
|              | is a part-time employee scheduled to work 30 hours a  |
| > 133        | week, 8:30 a.m. to 3:00 p.m., Monday through Friday,  |
|              | with ½ hour for lunch. He worked his regularly        |
|              | scheduled tour during both weeks of the pay period.   |
|              | The pay period total is:                              |
|              |                                                       |
|              | -   60 regular hours (6 hours each day Monday through |
|              |     Friday, both weeks).                              |
|              |                                                       |
|              | **Example 2:** *[Less Than Scheduled                  |
|              | Tour]{.underline}* - Mary is a part-time employee     |
|              | scheduled to work 18 hours a week, 8:00 a.m. to 2:30  |
|              | p.m., Monday, Wednesday, and Friday, with ½ hour for  |
|              | lunch. On the first Monday of the pay period, Mary    |
|              | worked from 8:00 to 11:00 a.m. She worked her         |
|              | regularly scheduled tour for the balance of the pay   |
|              | period. The pay period total is:                      |
|              |                                                       |
|              | -   33 regular hours (3 hours Monday, Week 1, plus 6  |
|              |     hours each day Wednesday and Friday, Week 1, and  |
|              |     Monday, Wednesday, and Friday, Week 2).           |
|              |                                                       |
|              | Mary must request appropriate leave for the 3 hours   |
|              | absent on the first Monday.                           |
+--------------+-------------------------------------------------------+

**PART-TIME EMPLOYEES - Additional Hours and Overtime**

+--------------+-------------------------------------------------------+
| *Additional  | Like full-time employees, part-time employees on      |
| Hours Worked | regular tours do not receive overtime pay until they  |
| and          | have been in pay status (i.e., working or absent on   |
| Overtime*    | paid leave) for *more than 8 hours in a day or 40     |
|              | hours in a week.*                                     |
|              |                                                       |
|              | **All hours** up to 8 in a day or 40 in a week are    |
|              | **regular hours**, even if the part-time employee:    |
|              |                                                       |
|              | -   Has been in pay status more hours than the        |
|              |     scheduled tour, [and/or]{.underline}              |
|              |                                                       |
|              | -   Worked on non-scheduled days.                     |
|              |                                                       |
|              | **Any hours over 8 in one day or 40 in a week are     |
|              | overtime.**                                           |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Examples -  | **Example 1:** Renee works 6 hours a day from 8:30    |
| Additional   | a.m. to 3:00 p.m., Monday through Thursday, with      |
| Regular      | lunch from 12:00 noon to 12:30 p.m. In Week 2, she    |
| Hours*       | worked until 5:00 p.m. on Tuesday and Thursday. The   |
|              | pay period totals are:                                |
| > 134        |                                                       |
|              | -   52 regular hours (6 each day Monday through       |
|              |     Thursday, Week 1, and Monday and Wednesday, Week  |
|              |     2; plus 8 each day Tuesday and Thursday, Week 2). |
|              |                                                       |
|              | **Clarification:** There is *no* overtime. Renee did  |
|              | not work more than 8 hours on any day or more than 40 |
|              | hours in a week.                                      |
|              |                                                       |
|              | **Example 2:** Emil works 5 hours a day from 8:30     |
|              | a.m. to 2:00 p.m. with lunch from noon to 12:30 p.m., |
|              | Monday through Friday. Emil worked his regular tour,  |
|              | and he worked 8 hours each day Thursday, Friday, and  |
|              | Saturday during Week 1. The pay period totals are:    |
|              |                                                       |
|              | -   64 regular hours (5 each day, Monday through      |
|              |     Wednesday, and 8 each day Thursday through        |
|              |     Saturday, Week 1; plus 5 each day Monday through  |
|              |     Friday, Week 2).                                  |
|              |                                                       |
|              | **Clarification:** There is *no* overtime. Emil       |
|              | worked outside his regular tour, including a          |
|              | Saturday, but worked less than 40 hours in that week. |
+--------------+-------------------------------------------------------+

**PART-TIME EMPLOYEES - Additional Hours and Overtime**

+--------------+-------------------------------------------------------+
| *Examples -  | **Example 1:** Ellen works 7 hours a day, Monday      |
| Overtime*    | through Friday, from 8:00 a.m. to 3:30 p.m., with     |
|              | lunch from 11:30 p.m. to noon. The first Monday, she  |
| > 135        | worked 9 hours (until 5:30 p.m.). Pay period totals   |
|              | are:                                                  |
|              |                                                       |
|              | -   71 regular hours (8 on Monday, Week 1, and 7 each |
|              |     day, Tuesday through Friday, Week 1, and Monday   |
|              |     through Friday, Week 2); and                      |
|              |                                                       |
|              | -   1 overtime hour (Monday, Week 1).                 |
|              |                                                       |
|              | **Clarification:** Because she worked 9 hours (more   |
|              | than 8 hours a day) on the first Monday, Ellen is     |
|              | paid 1 hour overtime.                                 |
|              |                                                       |
|              | **Example 2:** Mel was scheduled to work 8 hours a    |
|              | day, 8:30 a.m. to 5:00 p.m., Monday, Tuesday, and     |
|              | Wednesday each week, with lunch from noon to 12:30    |
|              | p.m. During the first week of the pay period, Mel     |
|              | used annual leave on Monday and worked 8 hours on     |
|              | Tuesday through Saturday. He worked his regular tour  |
|              | the balance of the pay period. The pay period totals  |
|              | are:                                                  |
|              |                                                       |
|              | -   8 annual leave hours (Monday, Week 1);            |
|              |                                                       |
|              | -   56 regular hours (8 each day, Tuesday through     |
|              |     Friday, Week 1, and Monday through Wednesday,     |
|              |     Week 2); and                                      |
|              |                                                       |
|              | -   8 overtime hours (Saturday, Week 1).              |
|              |                                                       |
|              | **Clarification:** Because Mel had been in pay status |
|              | for more than 40 hours during the first week (8 hours |
|              | annual leave and 32 regular hours), he is paid        |
|              | overtime for those 8 hours worked on Saturday.        |
+--------------+-------------------------------------------------------+

**PART-TIME EMPLOYEES - Differentials**

+--------------+-------------------------------------------------------+
| *I           | Part-time employees who work at night as part of      |
| ntroduction* | their regular tour *are entitled* to earn night       |
|              | differential.                                         |
|              |                                                       |
|              | Sunday differential *is not* authorized for part-time |
|              | employees, even if it is a part of their regularly    |
|              | scheduled tour. **Exception:** Title 38 employees.    |
|              | See Chapter 13.                                       |
|              |                                                       |
|              | Hazard differential *is* paid to part-time GS         |
|              | employees.                                            |
|              |                                                       |
|              | Environmental differential *is* paid to part-time     |
|              | Federal Wage System employees.                        |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Night       | As is the case with full-time employees, the amount   |
| Differential | of paid leave a part-time GS employee uses during the |
| and Leave*   | pay period affects the amount of night differential   |
|              | pay that the employee receives.                       |
| > 136        |                                                       |
|              | If a part-time GS employee uses 8 or more hours of    |
|              | paid leave during the pay period, night differential  |
|              | is ***not*** paid for any paid leave absences during  |
|              | that pay period. **Exceptions:** If absent on regular |
|              | military leave, special military leave, court leave,  |
|              | or continuation of pay, they continue to get night    |
|              | differential for nights they do not work, no matter   |
|              | how long they are away on leave.                      |
|              |                                                       |
|              | FWS employees who are regularly assigned to a night   |
|              | shift are paid a night shift differential for any     |
|              | absence on paid leave, *regardless of the amount of   |
|              | paid leave used during the pay period*.               |
|              |                                                       |
|              | **Reminder:** Night differential is *never* paid for  |
|              | absences on *unpaid leave*.                           |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *For         | For additional rules governing night, Sunday,         |
| Additional   | environmental, and hazard differentials, see:         |
| Information* |                                                       |
|              | -   Chapter 10 for GS employees; and                  |
| > 137        |                                                       |
|              | -   Chapter 11 for FWS employees.                     |
+--------------+-------------------------------------------------------+

**PART-TIME EMPLOYEES - Holiday Not Worked**

+--------------+-------------------------------------------------------+
| *I           | Part-time employees are paid for holidays not worked  |
| ntroduction* | *only* when they are *regularly scheduled to work on  |
|              | that day*, and only for the number of hours in their  |
|              | regularly scheduled tour for that day.                |
|              |                                                       |
|              | If a part-time employee is *not scheduled* to work on |
|              | the day on which a holiday falls, he/she is ***not*** |
|              | entitled to pay for that day.                         |
|              |                                                       |
|              | Part-time employees are ***not*** paid for holidays   |
|              | that are *celebrated* on ***\"in lieu of              |
|              | holidays\"***, *whether they are scheduled to work or |
|              | not*.                                                 |
|              |                                                       |
|              | An *\"**in lieu of holiday**\"* is when the holiday   |
|              | actually falls on one day, but is celebrated on       |
|              | another day. For example, if a holiday falls on a     |
|              | Saturday and employees are given a day off on Friday  |
|              | to celebrate, Friday is the \"in lieu of holiday\"    |
|              | day off; or if the holiday falls on a Sunday, and     |
|              | they are given a day off on Monday to celebrate,      |
|              | Monday is the \"in lieu of holiday\" day off.         |
|              |                                                       |
|              | This means that if Christmas falls on a Sunday, and   |
|              | the \"in lieu of\" holiday is Monday, a part-time     |
|              | employee is not entitled to the Monday as a holiday,  |
|              | even if he/she were scheduled to work on that day.    |
|              | However, in such a situation, the employee **may** be |
|              | **granted excused** **absence** (administrative       |
|              | leave) where, for example, the office is closed.      |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Example -   | Jo works both weeks of the pay period, Monday through |
| In Lieu of   | Friday, from 8:00 a.m. to 12:00 noon, with no meal    |
| Holiday*     | break. July 4th fell on Saturday, Week 2, and Federal |
|              | employees were given an \"in lieu of holiday\" day    |
| > 138        | off on the Friday before the 4th. Jo worked her       |
|              | regular tour each day except for that Friday, which   |
|              | she did not work because the office was closed. The   |
|              | pay period totals are:                                |
|              |                                                       |
|              | -   36 regular hours (4 hours per day Monday through  |
|              |     Friday, Week 1, and Monday through Thursday, Week |
|              |     2); and                                           |
|              |                                                       |
|              | -   4 hours excused absence (Friday, Week 2).         |
|              |                                                       |
|              | **Clarification:** Since she is a part-time employee, |
|              | Jo *cannot be paid* for the day off which was         |
|              | celebrated \"in lieu of\" the actual holiday. As the  |
|              | office was closed, Jo\'s supervisor granted her 4     |
|              | hours excused absence. Otherwise, Jo would have had   |
|              | to use 4 hours annual leave or LWOP.                  |
+--------------+-------------------------------------------------------+

**PART-TIME EMPLOYEES - Holiday Not Worked**

+--------------+-------------------------------------------------------+
| *Examples -  | **Example 1:** John works a regularly scheduled tour  |
| Holiday Not  | Monday through Thursday from 6:00 a.m. to 10:00 a.m., |
| Worked*      | without a meal break. On Labor Day holiday, which     |
|              | fell on Monday during the first week of the pay       |
| > 139        | period, he did not work. The pay period totals are:   |
|              |                                                       |
|              | -   4 holiday not worked hours (Monday, Week 1); and  |
|              |                                                       |
|              | -   28 regular hours (4 hours per day Tuesday through |
|              |     Thursday, Week 1, and Monday through Thursday,    |
|              |     Week 2).                                          |
|              |                                                       |
|              | **Clarification:** John is paid for the holiday he    |
|              | did not work because the actual holiday falls on a    |
|              | Monday when he was scheduled to work.                 |
|              |                                                       |
|              | **Example 2:** Shane works a regularly scheduled tour |
|              | Wednesday, Thursday, and Friday, from 7:30 a.m. to    |
|              | 2:00 p.m., with lunch from 11:30 a.m. to 12:00 noon.  |
|              | Memorial Day falls on a Monday, Week 2. The pay       |
|              | period total is:                                      |
|              |                                                       |
|              | -   36 regular hours (6 hours each day Wednesday      |
|              |     through Friday, both weeks).                      |
|              |                                                       |
|              | **Clarification:** Shane is *not* paid for the        |
|              | holiday because he is not regularly scheduled to work |
|              | on Monday.                                            |
+--------------+-------------------------------------------------------+

**PART-TIME EMPLOYEES - Holiday Worked**

+--------------+-------------------------------------------------------+
| *I           | Part-time employees are entitled to holiday premium   |
| ntroduction* | pay for work performed on a holiday which falls       |
|              | *within* their regularly scheduled daily tour. They   |
|              | must be paid a minimum of 2 hours pay.                |
|              |                                                       |
|              | Part-time employees may *not* receive holiday premium |
|              | pay for hours of work performed *outside* their       |
|              | regularly scheduled tour.                             |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Example -   | Jeff works 6 hours a day, 8:00 a.m. to 2:30 p.m.,     |
| Holiday      | Monday through Friday, with a lunch break from noon   |
| Hours Worked | to 12:30 p.m. On Labor Day (Monday), Week 1, he       |
| During Tour* | worked his scheduled tour of 6 hours on the holiday.  |
|              | The pay period totals are:                            |
| > 140        |                                                       |
|              | -   54 regular hours (6 each day Tuesday through      |
|              |     Friday, Week 1, and Monday through Friday, Week   |
|              |     2);                                               |
|              |                                                       |
|              | -   6 holiday not worked hours (Monday, Week 1); and  |
|              |                                                       |
|              | -   6 holiday worked hours (Monday Week 1).           |
|              |                                                       |
|              | **Clarification:** Jeff is paid double time for       |
|              | working on the holiday (his regular pay for the       |
|              | holiday not worked plus his regular pay for the       |
|              | holiday worked) because he worked on a holiday that   |
|              | fell on one of his regularly scheduled workdays.      |
|              |                                                       |
|              | **Note:** Had Jeff worked fewer hours on the holiday, |
|              | he would have been paid holiday premium pay, or       |
|              | holiday worked hours, for the actual number of hours  |
|              | he worked (or a minimum of 2 hours).                  |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Example -   | Mark\'s regular tour is 6 hours a day, from 7:30 a.m. |
| Holiday      | to 2:00 p.m., Monday through Friday, with lunch from  |
| Hours Worked | 11:30 a.m. to 12:00 noon. Friday of Week 2 was a      |
| Outside      | holiday. He worked on the holiday from 12:00 noon to  |
| Tour*        | 4:00 p.m. without a break. The pay period totals are: |
|              |                                                       |
| > 141        | -   56 regular hours (6 each day, Monday through      |
|              |     Friday, Week 1, and Monday through Thursday, Week |
|              |     2, plus 2 hours on Friday, Week 2);               |
|              |                                                       |
|              | -   6 holiday not worked hours (Friday, Week 2); and  |
|              |                                                       |
|              | -   2 holiday worked hours (Friday, Week 2).          |
+--------------+-------------------------------------------------------+

**PART-TIME EMPLOYEES - Holiday Worked**

+--------------+-------------------------------------------------------+
| *Example -   | **Clarification:** Mark is paid 2 hours of holiday    |
| Holiday      | premium pay for the hours worked between 12:00 noon   |
| Hours Worked | and 2:00 p.m. which fall within his regular tour on   |
| Outside Tour | that holiday, and regular pay for the 2 hours worked  |
| (cont.)*     | from 2:00 to 4:00 p.m. because these hours are        |
|              | outside his regular tour. Since he did not work over  |
| > 142        | 8 hours that day, he is not paid overtime pay.        |
|              |                                                       |
|              | **Note:** Had Mark worked only until 3:00 p.m., he    |
|              | still would have received 2 hours of holiday premium  |
|              | pay because there is a 2 hour minimum requirement.    |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Example -   | Maria works 6 hours a day, 8:00 a.m. to 2:30 p.m.,    |
| More Hours   | Monday through Friday, with a meal break from 11:30   |
| Than Tour    | a.m. to 12:00 noon. On Monday, Labor Day, Week 1, she |
| But Not      | worked from 8:00 a.m. to 4:30 p.m. with a break at    |
| Overtime*    | the usual time. The pay period totals are:            |
|              |                                                       |
| > 143        | -   56 regular hours (2 hours Monday, Week 1, plus 6  |
|              |     hours each day for the balance of her regular     |
|              |     schedule);                                        |
|              |                                                       |
|              | -   6 holiday not worked hours (Monday, Week 1); and  |
|              |                                                       |
|              | -   6 holiday worked hours (Monday, Week 1).          |
|              |                                                       |
|              | **Clarification:** Maria is paid holiday premium pay  |
|              | for the six hours between 8:00 a.m. and 2:30 p.m. on  |
|              | the holiday because those are her regularly scheduled |
|              | hours of duty. She is paid regular pay for the 2      |
|              | hours from 2:30 to 4:30 p.m. because the hours are    |
|              | outside her tour.                                     |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Example -   | Raphael is a part-time employee who works 8 hours a   |
| Holiday      | day, 8:30 a.m. to 5:00 p.m., Wednesday, Thursday, and |
| Worked - Not | Friday, with a meal break from noon to 12:30 p.m. On  |
| Overtime*    | Monday, Labor Day, he worked from 8:30 a.m. until     |
|              | 4:00 p.m. (7 hours). The pay period total is:         |
| > 144        |                                                       |
|              | -   55 regular hours (8 each day, Wednesday,          |
|              |     Thursday, and Friday, both weeks, and 7 regular   |
|              |     hours, Monday, Week 1 ).                          |
|              |                                                       |
|              | **Clarification:** Raphael is *not* paid for a        |
|              | holiday not worked *or* holiday premium pay because   |
|              | Monday is not part of his regular scheduled tour.     |
+--------------+-------------------------------------------------------+

**PART-TIME EMPLOYEES - Holiday Worked**

+--------------+-------------------------------------------------------+
| *Example -   | Theresa is scheduled to work 6 hours a day, 11:00     |
| Holiday      | a.m. to 5:30 p.m., Monday through Friday, with lunch  |
| Worked -     | from 2:30 to 3:00 p.m. On Monday, Labor Day, she      |
| Overtime*    | worked from 11:00 a.m. until 8:30 p.m. (9 hours).The  |
|              | pay period totals are:                                |
| > 145        |                                                       |
|              | -   56 regular hours (6 hours each day Tuesday        |
|              |     through Friday, Week 1, and Monday through        |
|              |     Friday, Week 2, plus 2 hours on Monday, Week 1);  |
|              |                                                       |
|              | -   6 holiday not worked hours (Monday, Week 1);      |
|              |                                                       |
|              | -   6 holiday worked hours (Monday, Week 1); and      |
|              |                                                       |
|              | -   1 overtime hour (Monday, Week 1).                 |
|              |                                                       |
|              | **Clarification:** For the holiday, Theresa is paid   |
|              | holiday premium pay for her regularly scheduled hours |
|              | worked, 11:00 a.m. to 5:30 p.m. For the additional    |
|              | hours, she is paid her regular pay for two hours and  |
|              | overtime for one hour. Reminder: Overtime is paid for |
|              | any hours worked over eight in a day.                 |
|              |                                                       |
|              | **Note:** The Labor Day work in this example was not  |
|              | regularly scheduled; therefore, there is no night     |
|              | differential paid for the 6:00 to 8:30 p.m. work.     |
+--------------+-------------------------------------------------------+

**PART-TIME EMPLOYEES - Paid Leave** *Important*

+--------------+-------------------------------------------------------+
| *I           | Except for holiday leave, paid leave for part-time    |
| ntroduction* | employees is basically the same as for full-time      |
|              | employees (e.g., annual leave, sick leave, court      |
|              | leave). However, for part-time employees, accruals    |
|              | are *computed* each pay period, based on the number   |
|              | of hours worked, [and]{.underline} leave is charged   |
|              | only for the number of *scheduled* hours of their     |
|              | tours.                                                |
|              |                                                       |
|              | **Example:** Wesley is scheduled to work Monday,      |
|              | Wednesday, and Friday each week from 7:00 a.m. to     |
|              | 2:00 p.m., with a lunch break from 11:00 a.m. - 11:30 |
|              | a.m. He was absent on annual leave the first week of  |
|              | the pay period. The pay period totals are:            |
|              |                                                       |
|              | -   19½ hours annual leave (6½ hours each day,        |
|              |     Monday, Wednesday, and Friday, Week 1); and       |
|              |                                                       |
|              | -   19½ regular hours (6½ hours each day, Monday,     |
|              |     Wednesday, and Friday, Week 2).                   |
|              |                                                       |
|              | **Clarification:** Charge leave only for the number   |
|              | of hours per day that Wesley was scheduled to work.   |
|              | *Do not* charge leave for lunch breaks *or* for the   |
|              | days or hours that he was *not scheduled to work*.    |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Annual and  | Part-time employees earn annual and sick leave at the |
| Sick Leave   | same rate of accrual as full-time employees. Because  |
| Accruals*    | part-time employees work fewer hours than full-time   |
|              | employees, the leave hours earned by them are         |
| > 146        | proportionately less. Their accruals must be          |
|              | prorated, based on total hours in a pay status and    |
|              | number of years in Federal service.                   |
|              |                                                       |
|              | For conversions from full-time to part-time, or       |
|              | vice-versa, during a pay period, use the part-time    |
|              | formula to compute leave accruals.                    |
|              |                                                       |
|              | A chart of leave accruals for part-time employees     |
|              | follows. The formula for computing prorated leave for |
|              | part-time employees begins on the page after the      |
|              | chart. Below is a reminder of leave categories:       |
|              |                                                       |
|              | If employee has been with The Leave Category is\...   |
|              |                                                       |
|              | Federal Service for\...                               |
|              |                                                       |
|              | 0 - 3 years 4 hours                                   |
|              |                                                       |
|              | over 3 - 15 years 6 hours                             |
|              |                                                       |
|              | over 15 years 8 hours                                 |
+--------------+-------------------------------------------------------+

**PART-TIME EMPLOYEES - Paid Leave**

*Chart of Leave Accruals for Part-Time Employees (4 pages):*

+-------+---------+----------+----------+----------+-------+---------+
| HOURS | LEAVE   |          | LEAVE    |          | LEAVE |         |
| IN    | C       |          | CATEGORY |          | CAT   |         |
| PAY   | ATEGORY |          | 6        |          | EGORY |         |
| S     | 4       |          |          |          | 8     |         |
| TATUS |         |          |          |          |       |         |
|       | AND     |          |          |          |       |         |
|       | SICK    |          |          |          |       |         |
|       | LEAVE   |          |          |          |       |         |
|       | ACCRUAL |          |          |          |       |         |
+=======+=========+==========+==========+==========+=======+=========+
|       | HOURS   | CARRY-   | HOURS    | CARRY-   | HOURS | CAR     |
|       | EARNED  |          | EARNED   |          | E     | RY-OVER |
|       |         | OVER     |          | OVER     | ARNED |         |
+-------+---------+----------+----------+----------+-------+---------+
| 1     |         | 1        |          | 1        |       | 1       |
+-------+---------+----------+----------+----------+-------+---------+
| 2     |         | 2        |          | 2        |       | 2       |
+-------+---------+----------+----------+----------+-------+---------+
| 3     |         | 3        |          | 3        |       | 3       |
+-------+---------+----------+----------+----------+-------+---------+
| 4     |         | 4        |          | 4        |       | 4       |
+-------+---------+----------+----------+----------+-------+---------+
| 5     |         | 5        |          | 5        |       | 5       |
+-------+---------+----------+----------+----------+-------+---------+
| 6     |         | 6        |          | 6        |       | 6       |
+-------+---------+----------+----------+----------+-------+---------+
| 7     |         | 7        |          | 7        |       | 7       |
+-------+---------+----------+----------+----------+-------+---------+
| 8     |         | 8        |          | 8        |       | 8       |
+-------+---------+----------+----------+----------+-------+---------+
| 9     |         | 9        |          | 9        |       | 9       |
+-------+---------+----------+----------+----------+-------+---------+
| 10    |         | 10       |          | 10       | 1     | 0       |
+-------+---------+----------+----------+----------+-------+---------+
| 11    |         | 11       |          | 11       | 1     | 1       |
+-------+---------+----------+----------+----------+-------+---------+
| 12    |         | 12       |          | 12       | 1     | 2       |
+-------+---------+----------+----------+----------+-------+---------+
| 13    |         | 13       | 1        | 0        | 1     | 3       |
+-------+---------+----------+----------+----------+-------+---------+
| 14    |         | 14       | 1        | 1        | 1     | 4       |
+-------+---------+----------+----------+----------+-------+---------+
| 15    |         | 15       | 1        | 2        | 1     | 5       |
+-------+---------+----------+----------+----------+-------+---------+
| 16    |         | 16       | 1        | 3        | 1     | 6       |
+-------+---------+----------+----------+----------+-------+---------+
| 17    |         | 17       | 1        | 4        | 1     | 7       |
+-------+---------+----------+----------+----------+-------+---------+
| 18    |         | 18       | 1        | 5        | 1     | 8       |
+-------+---------+----------+----------+----------+-------+---------+
| 19    |         | 19       | 1        | 6        | 1     | 9       |
+-------+---------+----------+----------+----------+-------+---------+
| 20    | 1       | 0        | 1        | 7        | 2     | 0       |
+-------+---------+----------+----------+----------+-------+---------+
| 21    | 1       | 1        | 1        | 8        | 2     | 1       |
+-------+---------+----------+----------+----------+-------+---------+
| 22    | 1       | 2        | 1        | 9        | 2     | 2       |
+-------+---------+----------+----------+----------+-------+---------+
| 23    | 1       | 3        | 1        | 10       | 2     | 3       |
+-------+---------+----------+----------+----------+-------+---------+
| 24    | 1       | 4        | 1        | 11       | 2     | 4       |
+-------+---------+----------+----------+----------+-------+---------+
| 25    | 1       | 5        | 1        | 12       | 2     | 5       |
+-------+---------+----------+----------+----------+-------+---------+
| 26    | 1       | 6        | 2        | 0        | 2     | 6       |
+-------+---------+----------+----------+----------+-------+---------+
| 27    | 1       | 7        | 2        | 1        | 2     | 7       |
+-------+---------+----------+----------+----------+-------+---------+
| 28    | 1       | 8        | 2        | 2        | 2     | 8       |
+-------+---------+----------+----------+----------+-------+---------+
| 29    | 1       | 9        | 2        | 3        | 2     | 9       |
+-------+---------+----------+----------+----------+-------+---------+
| 30    | 1       | 10       | 2        | 4        | 3     | 0       |
+-------+---------+----------+----------+----------+-------+---------+
| 31    | 1       | 11       | 2        | 5        | 3     | 1       |
+-------+---------+----------+----------+----------+-------+---------+
| 32    | 1       | 12       | 2        | 6        | 3     | 2       |
+-------+---------+----------+----------+----------+-------+---------+
| 33    | 1       | 13       | 2        | 7        | 3     | 3       |
+-------+---------+----------+----------+----------+-------+---------+
| 34    | 1       | 14       | 2        | 8        | 3     | 4       |
+-------+---------+----------+----------+----------+-------+---------+
| 35    | 1       | 15       | 2        | 9        | 3     | 5       |
+-------+---------+----------+----------+----------+-------+---------+
| 36    | 1       | 16       | 2        | 10       | 3     | 6       |
+-------+---------+----------+----------+----------+-------+---------+
| 37    | 1       | 17       | 2        | 11       | 3     | 7       |
+-------+---------+----------+----------+----------+-------+---------+
| 38    | 1       | 18       | 2        | 12       | 3     | 8       |
+-------+---------+----------+----------+----------+-------+---------+
| 39    | 1       | 19       | 3        | 0        | 3     | 9       |
+-------+---------+----------+----------+----------+-------+---------+
| 40    | 2       | 0        | 3        | 1        | 4     | 0       |
+-------+---------+----------+----------+----------+-------+---------+
| 41    | 2       | 1        | 3        | 2        | 4     | 1       |
+-------+---------+----------+----------+----------+-------+---------+
| 42    | 2       | 2        | 3        | 3        | 4     | 2       |
+-------+---------+----------+----------+----------+-------+---------+
| 43    | 2       | 3        | 3        | 4        | 4     | 3       |
+-------+---------+----------+----------+----------+-------+---------+
| 44    | 2       | 4        | 3        | 5        | 4     | 4       |
+-------+---------+----------+----------+----------+-------+---------+
| 45    | 2       | 5        | 3        | 6        | 4     | 5       |
+-------+---------+----------+----------+----------+-------+---------+
| 46    | 2       | 6        | 3        | 7        | 4     | 6       |
+-------+---------+----------+----------+----------+-------+---------+
| 47    | 2       | 7        | 3        | 8        | 4     | 7       |
+-------+---------+----------+----------+----------+-------+---------+
| 48    | 2       | 8        | 3        | 9        | 4     | 8       |
+-------+---------+----------+----------+----------+-------+---------+
| 49    | 2       | 9        | 3        | 10       | 4     | 9       |
+-------+---------+----------+----------+----------+-------+---------+
| 50    | 2       | 10       | 3        | 11       | 5     | 0       |
+-------+---------+----------+----------+----------+-------+---------+
| 51    | 2       | 11       | 3        | 12       | 5     | 1       |
+-------+---------+----------+----------+----------+-------+---------+
| 52    | 2       | 12       | 4        | 0        | 5     | 2       |
+-------+---------+----------+----------+----------+-------+---------+
| 53    | 2       | 13       | 4        | 1        | 5     | 3       |
+-------+---------+----------+----------+----------+-------+---------+
| 54    | 2       | 14       | 4        | 2        | 5     | 4       |
+-------+---------+----------+----------+----------+-------+---------+
| 55    | 2       | 15       | 4        | 3        | 5     | 5       |
+-------+---------+----------+----------+----------+-------+---------+
| 56    | 2       | 16       | 4        | 4        | 5     | 6       |
+-------+---------+----------+----------+----------+-------+---------+
| 57    | 2       | 17       | 4        | 5        | 5     | 7       |
+-------+---------+----------+----------+----------+-------+---------+
| 58    | 2       | 18       | 4        | 6        | 5     | 8       |
+-------+---------+----------+----------+----------+-------+---------+
| 59    | 2       | 19       | 4        | 7        | 5     | 9       |
+-------+---------+----------+----------+----------+-------+---------+
| 60    | 3       | 0        | 4        | 8        | 6     | 0       |
+-------+---------+----------+----------+----------+-------+---------+
| 61    | 3       | 1        | 4        | 9        | 6     | 1       |
+-------+---------+----------+----------+----------+-------+---------+
| 62    | 3       | 2        | 4        | 10       | 6     | 2       |
+-------+---------+----------+----------+----------+-------+---------+
| 63    | 3       | 3        | 4        | 11       | 6     | 3       |
+-------+---------+----------+----------+----------+-------+---------+
| 64    | 3       | 4        | 4        | 12       | 6     | 4       |
+-------+---------+----------+----------+----------+-------+---------+
| 65    | 3       | 5        | 5        | 0        | 6     | 5       |
+-------+---------+----------+----------+----------+-------+---------+
| 66    | 3       | 6        | 5        | 1        | 6     | 6       |
+-------+---------+----------+----------+----------+-------+---------+
| 67    | 3       | 7        | 5        | 2        | 6     | 7       |
+-------+---------+----------+----------+----------+-------+---------+
| 68    | 3       | 8        | 5        | 3        | 6     | 8       |
+-------+---------+----------+----------+----------+-------+---------+
| 69    | 3       | 9        | 5        | 4        | 6     | 9       |
+-------+---------+----------+----------+----------+-------+---------+
| 70    | 3       | 10       | 5        | 5        | 7     | 0       |
+-------+---------+----------+----------+----------+-------+---------+
| 71    | 3       | 11       | 5        | 6        | 7     | 1       |
+-------+---------+----------+----------+----------+-------+---------+
| 72    | 3       | 12       | 5        | 7        | 7     | 2       |
+-------+---------+----------+----------+----------+-------+---------+
| 73    | 3       | 13       | 5        | 8        | 7     | 3       |
+-------+---------+----------+----------+----------+-------+---------+
| 74    | 3       | 14       | 5        | 9        | 7     | 4       |
+-------+---------+----------+----------+----------+-------+---------+
| 75    | 3       | 15       | 5        | 10       | 7     | 5       |
+-------+---------+----------+----------+----------+-------+---------+
| 76    | 3       | 16       | 5        | 11       | 7     | 6       |
+-------+---------+----------+----------+----------+-------+---------+
| 77    | 3       | 17       | 5        | 12       | 7     | 7       |
+-------+---------+----------+----------+----------+-------+---------+
| 78    | 3       | 18       | 6        | 0        | 7     | 8       |
+-------+---------+----------+----------+----------+-------+---------+
| 79    | 3       | 19       | 6        | 1        | 7     | 9       |
+-------+---------+----------+----------+----------+-------+---------+
| 80    | 4       | 0        | 6        | 2        | 8     | 0       |
+-------+---------+----------+----------+----------+-------+---------+
| 81    | 4       | 1        | 6        | 3        | 8     | 1       |
+-------+---------+----------+----------+----------+-------+---------+
| 82    | 4       | 2        | 6        | 4        | 8     | 2       |
+-------+---------+----------+----------+----------+-------+---------+
| 83    | 4       | 3        | 6        | 5        | 8     | 3       |
+-------+---------+----------+----------+----------+-------+---------+
| 84    | 4       | 4        | 6        | 6        | 8     | 4       |
+-------+---------+----------+----------+----------+-------+---------+
| 85    | 4       | 5        | 6        | 7        | 8     | 5       |
+-------+---------+----------+----------+----------+-------+---------+
| 86    | 4       | 6        | 6        | 8        | 8     | 6       |
+-------+---------+----------+----------+----------+-------+---------+
| 87    | 4       | 7        | 6        | 9        | 8     | 7       |
+-------+---------+----------+----------+----------+-------+---------+
| 88    | 4       | 8        | 6        | 10       | 8     | 8       |
+-------+---------+----------+----------+----------+-------+---------+
| 89    | 4       | 9        | 6        | 11       | 8     | 9       |
+-------+---------+----------+----------+----------+-------+---------+
| 90    | 4       | 10       | 6        | 12       | 9     | 0       |
+-------+---------+----------+----------+----------+-------+---------+
| 91    | 4       | 11       | 7        | 0        | 9     | 1       |
+-------+---------+----------+----------+----------+-------+---------+
| 92    | 4       | 12       | 7        | 1        | 9     | 2       |
+-------+---------+----------+----------+----------+-------+---------+
| 93    | 4       | 13       | 7        | 2        | 9     | 3       |
+-------+---------+----------+----------+----------+-------+---------+
| 94    | 4       | 14       | 7        | 3        | 9     | 4       |
+-------+---------+----------+----------+----------+-------+---------+
| 95    | 4       | 15       | 7        | 4        | 9     | 5       |
+-------+---------+----------+----------+----------+-------+---------+
| 96    | 4       | 16       | 7        | 5        | 9     | 6       |
+-------+---------+----------+----------+----------+-------+---------+
| 97    | 4       | 17       | 7        | 6        | 9     | 7       |
+-------+---------+----------+----------+----------+-------+---------+
| 98    | 4       | 18       | 7        | 7        | 9     | 8       |
+-------+---------+----------+----------+----------+-------+---------+
| 99    | 4       | 19       | 7        | 8        | 9     | 9       |
+-------+---------+----------+----------+----------+-------+---------+
| 100   | 5       | 0        | 7        | 9        | 10    | 0       |
+-------+---------+----------+----------+----------+-------+---------+

**PART-TIME EMPLOYEES - Paid Leave**

  --------------- -------------------------------------------------------
  *Maximum        For determining leave accruals, part-time employees are
  Accrual*        limited to a maximum of *80 hours* in a pay status per
                  pay period (including regular hours and paid leave
                  hours). Any hours over 80 are disregarded in computing
                  leave earnings.

  --------------- -------------------------------------------------------

  --------------- -------------------------------------------------------
  *Caution*       Part-time employees in annual leave category 6 ***do
                  not*** accrue the additional 4 hours in the last full
                  pay period of the calendar year.

  --------------- -------------------------------------------------------

+--------------+-------------------------------------------------------+
| *Carryover   | *Carryover hours* are the regular hours remaining     |
| Hours*       | after the computation of annual and sick leave        |
|              | accruals for the current pay period. They are carried |
|              | over to the next pay period, added to the number of   |
|              | regular hours worked in that pay period, and used to  |
|              | compute those accruals. There are both *sick leave    |
|              | carryover* hours and *annual leave carryover* hours.  |
|              | Since the sick leave category is always 4, regardless |
|              | of the time in Federal service,                       |
|              |                                                       |
|              | -   carryover hours for employees in annual leave     |
|              |     category 4 will always be the same for annual and |
|              |     sick leave; and                                   |
|              |                                                       |
|              | -   carryover hours for employees in annual leave     |
|              |     category 6 and 8 *may* be the same, but *usually  |
|              |     are not the same*, for annual and sick leave.     |
|              |                                                       |
|              | If an employee changes from part-time to full-time,   |
|              | any carryover hours are dropped.                      |
+--------------+-------------------------------------------------------+
| *Divisor     | Use the following table to determine the correct      |
| Table*       | divisor to use to compute annual leave accruals. For  |
|              | sick leave, always use divisor 20.                    |
+--------------+-------------------------------------------------------+

  ------------------------------- ---------------------------------------
  IF THE LEAVE CATEGORY IS\...    THEN DIVIDE THE TOTAL HOURS BY\...

  4                               20

  6                               13

  8                               10
  ------------------------------- ---------------------------------------

**PART-TIME EMPLOYEES - Paid Leave**

+--------------+-------------------------------------------------------+
| *Formula for | Use the HHS-564 (Administrative Time and Leave        |
| Prorating    | Record), or similar form, to record and accurately    |
| Leave*       | calculate leave accrued for part-time employees.      |
|              | There are 3 columns labeled \"Part-Time\" on the      |
| > 147        | right hand side of the HHS-564 for this purpose.      |
|              |                                                       |
|              | 1\. Total the number of regular hours and *paid*      |
|              | leave hours for the pay period and record the total   |
|              | in the column marked \"HRS WRKD PP\" on the HHS-564.  |
|              |                                                       |
|              | *Reminder:* Paid leave includes [any                  |
|              | type]{.underline} of paid leave (compensatory time,   |
|              | annual leave, sick leave, administrative leave, etc.) |
|              | used, as well as any holidays not worked. Hours       |
|              | worked in excess of 80 are *not* included in the      |
|              | total.                                                |
|              |                                                       |
|              | 2\. Add any previous carryover hours to the total     |
|              | hours worked this pay period. For example, if Peter   |
|              | worked 32 hours this pay period and has 6 annual      |
|              | leave carryover hours and 12 sick leave carryover     |
|              | hours:                                                |
|              |                                                       |
|              | a\. 32 hours worked + 6 annual leave carryover hours  |
|              | from the last pay period = 38 hours. This total is    |
|              | used to compute the annual leave accrual.             |
|              |                                                       |
|              | b\. 32 hours worked + 12 sick leave carryover hours   |
|              | from the last pay period = 44 hours. This total is    |
|              | used to compute the sick leave accrual.               |
|              |                                                       |
|              | 3\. Compute the annual leave and sick leave accruals  |
|              | by dividing the total number of hours by the correct  |
|              | divisor. For example, if Peter worked 32 total hours  |
|              | this pay period, has 6 annual leave carryover hours   |
|              | and 12 sick leave carryover hours from last pay       |
|              | period, and is in leave category 6:                   |
|              |                                                       |
|              | a\. Peter earned 2 hours of annual leave this pay     |
|              | period and has 12 carryover hours for next pay        |
|              | period.                                               |
|              |                                                       |
|              | 32 + 6 = 38 divided by 13 = 2 with 12 hours left over |
|              |                                                       |
|              | b\. Peter earned 2 hours of sick leave this pay       |
|              | period and has 4 carryover hours for next pay period. |
|              |                                                       |
|              | 32 + 12 = 44 divided by 20 = 2 with 4 hours left over |
+--------------+-------------------------------------------------------+

**PART-TIME EMPLOYEES - Paid Leave**

+--------------+-------------------------------------------------------+
| *Formula for | 3\. **Clarification:** Using total hours worked this  |
| Prorating    | pay period, 32; add the previous pay period carryover |
| Leave        | hours (if any). The chart shows a divisor of 13 for   |
| (cont.)*     | annual leave category 6. (Always use 20 for sick      |
|              | leave.) After performing the division, the remaining  |
| > 148        | numbers of hours are the *carryover hours* for next   |
|              | pay period.                                           |
+--------------+-------------------------------------------------------+

**PART-TIME EMPLOYEES - Unpaid Leave**

  ---------------- -------------------------------------------------------
  *Introduction*   Part-time employees may use approved leave without pay
                   (LWOP) or be absent without leave (AWOL), furloughed,
                   or suspended. These types of leave are *unpaid*.
                   Part-time employees should only be charged unpaid leave
                   for the number of hours per day for which they are
                   regularly scheduled to be at work, or for an
                   appropriate portion of those hours.

  ---------------- -------------------------------------------------------

+--------------+-------------------------------------------------------+
| *Examples*   | **Example 1:** Angela works 4 hours a day, 8:00 a.m.  |
|              | to 12:00 noon, Monday through Thursday, without a     |
| > 149        | meal break. She was authorized for leave without pay  |
|              | every day during Week 1. The pay period totals are:   |
|              |                                                       |
|              | -   16 hours LWOP (4 hours each day Monday through    |
|              |     Thursday, Week 1); and                            |
|              |                                                       |
|              | -   16 regular hours (4 hours each day Monday through |
|              |     Thursday, Week 2).                                |
|              |                                                       |
|              | **Clarification:** since Angela is scheduled for only |
|              | 4 hours on Monday through Thursday each week, she is  |
|              | not charged leave for days she is not scheduled       |
|              | (Fridays), nor is she charged more hours per day than |
|              | those for which she is scheduled (4).                 |
|              |                                                       |
|              | **Example 2:** Angela works 4 hours a day, 8:00 a.m.  |
|              | to 12:00 noon, Monday through Thursday, without a     |
|              | meal break. She was authorized for 2 hours leave      |
|              | without pay every day during Week 1. The pay period   |
|              | totals are:                                           |
|              |                                                       |
|              | -   8 hours LWOP (2 hours each day Monday through     |
|              |     Thursday, Week 1); and                            |
|              |                                                       |
|              | -   24 regular hours (2 hours each day Monday through |
|              |     Thursday, Week 1, and 4 hours each day Monday     |
|              |     through Thursday, Week 2).                        |
|              |                                                       |
|              | **Clarification:** Angela is charged 2 hours per day  |
|              | only for days she is scheduled to work. She is not    |
|              | charged for day she is not scheduled to work          |
|              | (Fridays).                                            |
+--------------+-------------------------------------------------------+

**PART-TIME EMPLOYEES - Compensatory Time and Time Off Incentive Award**

+--------------+-------------------------------------------------------+
| *            | Part-time GS employees are entitled to earn and use   |
| Compensatory | *compensatory time* instead of receiving payment for  |
| Time*        | unscheduled irregular or occasional overtime. The     |
|              | rules and regulations are the same as for full-time   |
| > 150        | employees. However, because their scheduled hours are |
|              | fewer, the compensatory time used by part-time        |
|              | employees is proportionately less.                    |
|              |                                                       |
|              | **Reminder:** Compensatory time [must]{.underline} be |
|              | earned before it can be used. Also, employees         |
|              | **[must]{.underline}** work **8 hours in a day** or   |
|              | **40 hours in a week** before they can earn overtime  |
|              | or compensatory time.                                 |
|              |                                                       |
|              | *Do not* confuse regular *compensatory time* with     |
|              | *religious compensatory time*. They are **not** the   |
|              | same and each has entirely different rules and        |
|              | regulations.                                          |
|              |                                                       |
|              | See Chapter 10 for rules and regulations for          |
|              | compensatory time.                                    |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Religious   | Part-time employees are entitled to earn and use      |
| Compensatory | *religious compensatory time* for religious holidays. |
| Time*        | Part-time employees may earn religious comp time for  |
|              | work performed outside their scheduled tour of duty   |
| > 151        | even though such work is not necessary in excess of 8 |
|              | hours in a day or 40 hours in a week.                 |
|              |                                                       |
|              | Part-time employees are charged religious             |
|              | compensatory time only for the number of hours of     |
|              | their scheduled tour. Therefore, the amount of        |
|              | religious compensatory time earned and used is        |
|              | proportionately less than for full-time employees.    |
|              |                                                       |
|              | For more information, see Chapter 7, Religious        |
|              | Compensatory Time.                                    |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Time Off    | Part-time employees may be granted Time Off Incentive |
| Incentive    | Awards. The amount of time which they may be granted, |
| Award*       | however, is proportionately less than that for        |
|              | full-time employees. They may be granted time off     |
| > 152        | leave for an amount equal to the average number of    |
|              | hours of work in his/her biweekly scheduled tour of   |
|              | duty during a leave year.                             |
|              |                                                       |
|              | A single award of time off leave may be granted not   |
|              | to exceed an amount equal to ½ of the maximum amount  |
|              | that could be granted during the leave year.          |
|              |                                                       |
|              | See Chapter 4, Time Off Incentive Award.              |
+--------------+-------------------------------------------------------+

**PART-TIME EMPLOYEES - Military Leave**

+--------------+-------------------------------------------------------+
| *I           | Part-time employees with permanent appointments *AND* |
| ntroduction* | a scheduled tour of duty of 16 to 32 hours a week,    |
|              | who are members of the Armed Forces Reserves or       |
|              | National Guard, are eligible for *military leave* on  |
|              | a [fiscal year]{.underline} basis just as are         |
|              | full-time employees. The rules and requirements for   |
|              | military leave for part-time employees are the same   |
|              | as those for full-time employees. However, the number |
|              | of days of *regular military leave* for part-time     |
|              | employees is prorated.                                |
|              |                                                       |
|              | For definitions of the three types of military leave  |
|              | and applicable rules, see Chapter 4, Military Leave.  |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Regular     | *[Regular military leave]{.underline}* for part-time  |
| Military     | employees is a percentage of the 15 days of *regular  |
| Leave*       | military leave* granted to full-time employees. It is |
|              | prorated by:                                          |
| > 153        |                                                       |
|              | -   Multiplying the scheduled number of hours in the  |
|              |     employee\'s workweek by 15 (the maximum days      |
|              |     granted per year); and then dividing that number  |
|              |     of hours by 40 (the number of hours in a regular  |
|              |     workweek). See the chart on the following page.   |
|              |                                                       |
|              | **Example:** An employee who is regularly scheduled   |
|              | to work 32 hours a week is entitled to 12 days of     |
|              | regular military leave per fiscal year. (32 hours     |
|              | times 15 = 480, divided by 40 = 12).                  |
|              |                                                       |
|              | -   Part-time employees who do not use the entire     |
|              |     prorated number of regular military leave days    |
|              |     *may carry over* the unused portion from one      |
|              |     fiscal year to the next. The maximum number of    |
|              |     days which may be carried over is the number of   |
|              |     days prorated for the employee for the fiscal     |
|              |     year.                                             |
|              |                                                       |
|              | -   Regular military leave is charged in increments   |
|              |     of one of one hour of absence on military duty.   |
|              |     **An employee may be charged military leave only  |
|              |     for the hours that the employee would otherwise   |
|              |     have worked and received pay.** For regular       |
|              |     workdays absent, charge the number of scheduled   |
|              |     tour hours. Non-work days falling at              |
|              |     [beginning]{.underline} or [end]{.underline} of   |
|              |     military leave are not included in period of      |
|              |     military leave.                                   |
+--------------+-------------------------------------------------------+

**PART-TIME EMPLOYEES - Military Leave**

+--------------+-------------------------------------------------------+
| *Regular     | You may use the formula on the previous page to       |
| Military     | compute the number of days of regular military leave  |
| Leave*       | that part-time employees are allowed, or you may use  |
|              | the following chart.                                  |
|              |                                                       |
|              | **IF** the biweekly **THEN** the annual regular       |
|              | military                                              |
|              |                                                       |
|              | Part-time tour is\... leave allowed is\...            |
|              |                                                       |
|              | [HOURS]{.underline} [DAYS]{.underline}                |
|              |                                                       |
|              | 62-64 12                                              |
|              |                                                       |
|              | 56-60 11                                              |
|              |                                                       |
|              | 52-54 10                                              |
|              |                                                       |
|              | 46-50 09                                              |
|              |                                                       |
|              | 40-44 08                                              |
|              |                                                       |
|              | 36-38 07                                              |
|              |                                                       |
|              | 32-34 06                                              |
+--------------+-------------------------------------------------------+

  --------------- -------------------------------------------------------
  *Special        Part-time employees are entitled to 22 [work
  Military Leave* days]{.underline} (176 hours) of *special military
                  leave* per [calendar year]{.underline} just as are
                  full-time employees. This leave is charged only for the
                  hours used, in the same increments as annual and sick
                  leave.

  --------------- -------------------------------------------------------

  --------------- -------------------------------------------------------
  *Military Leave Part-time employees who are members of the National
  for Parades and Guard of the District of Columbia are entitled to
  Encampments*    unlimited *military leave for parades and encampments*
                  for all days of a parade or encampment ordered, just as
                  are full-time employees. Leave is charged in increments
                  of one day.

  --------------- -------------------------------------------------------

+--------------+-------------------------------------------------------+
| *Examples*   | **Example 1:** Sylvia works 6 hours a day, Monday,    |
|              | Wednesday, and Friday with a ½ hour lunch break. She  |
| > 154        | was absent all of Week 2 on *military leave for       |
|              | parades and encampments*. The pay period totals are:  |
|              |                                                       |
|              | -   18 regular hours (6 hours each day Monday,        |
|              |     Wednesday, and Friday, Week 1); and               |
|              |                                                       |
|              | -   18 hours military leave for parades and           |
|              |     encampments (6 hours each day Monday, Wednesday,  |
|              |     and Friday, Week 2).                              |
|              |                                                       |
|              | Sylvia used 3 days of military leave for parades and  |
|              | encampments. Non-tour days are not counted.           |
+--------------+-------------------------------------------------------+

**PART-TIME EMPLOYEES - Military Leave**

+--------------+-------------------------------------------------------+
| *Examples    | **Example 2:** Henry works 6 hours a day, Monday      |
| (cont.)*     | through Thursday, from 8:00 a.m. to 2:30 p.m., with   |
|              | lunch from noon to 12:30 p.m. He presented military   |
| > 155        | orders which stated that he had military duty from    |
|              | the first Monday of the pay period through the second |
|              | Monday of the pay period. Henry was absent on         |
|              | *regular military leave* the first week of the pay    |
|              | period and returned on Tuesday of the second week.    |
|              | The pay period totals are:                            |
|              |                                                       |
|              | -   30 hours regular military leave (6 hours per day  |
|              |     Monday through Thursday, Week 1, and 6 hours      |
|              |     Monday, Week 2);                                  |
|              |                                                       |
|              | -   18 regular hours (6 hours per day Tuesday through |
|              |     Thursday, Week 2).                                |
|              |                                                       |
|              | Five days are subtracted from the military leave      |
|              | balance (days falling within the period of absence    |
|              | indicated on the military orders).                    |
|              |                                                       |
|              | **Example 3:** Joy works 4 hours a day, Monday        |
|              | through Friday, from 8:00 a.m. to 12:00 noon, with no |
|              | lunch break. She was called for *special military     |
|              | duty* from the first Friday of the pay period through |
|              | the second Monday of the pay period and was absent    |
|              | during that time, returning to work on Tuesday. The   |
|              | pay period totals are:                                |
|              |                                                       |
|              | -   8 hours special military leave (4 hours per day   |
|              |     Friday, Week 1 and Monday, Week 2);               |
|              |                                                       |
|              | -   32 regular hours (4 hours per day Monday through  |
|              |     Thursday, Week 1 and Tuesday through Friday, Week |
|              |     2).                                               |
|              |                                                       |
|              | Joy has used 8 hours of special military duty leave.  |
|              | Leave is charged in increments actually used and      |
|              | non-tour days are not counted.                        |
+--------------+-------------------------------------------------------+

**PART-TIME EMPLOYEES - Continuation of Pay**

+--------------+-------------------------------------------------------+
| *I           | Part-time employees who have work-related injuries    |
| ntroduction* | qualify for continuation of pay (COP) for up to 45    |
|              | days, the same as full-time employees. However,       |
|              | because part-time employees may have a schedule in    |
|              | which the hours each week are the same *OR* one in    |
|              | which the hours each week are different, *OR*         |
|              | sometimes they do not work each week of the           |
|              | appointment, there are two ways to compute COP pay.   |
|              | Specific details on computing pay in the different    |
|              | instances are located in Title 20, Volumn 1, Section  |
|              | 10.                                                   |
|              |                                                       |
|              | For any days that the employee is *not* scheduled to  |
|              | work during the period of disability (including       |
|              | Saturdays, Sundays, holidays, or off days), charge *8 |
|              | hours* of non-tour COP, regardless of the number of   |
|              | hours the employee works on a scheduled tour day.     |
|              |                                                       |
|              | If the employee returns to work and then is absent    |
|              | part of a day for a medical appointment related to    |
|              | the injury, or because he/she is required to work a   |
|              | limited schedule because of the injury, charge the    |
|              | exact amount of COP time that the employee is         |
|              | actually absent.                                      |
|              |                                                       |
|              | For every day *[or portion of a day]{.underline}*     |
|              | that the employee is absent, 1 full day is subtracted |
|              | from the COP balance.                                 |
|              |                                                       |
|              | For rules and regulations on Continuation of Pay, See |
|              | Chapter 6.                                            |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Same Hours  | For part-time employees who work the *same number of  |
| Worked Each  | hours each week*, charge *[only]{.underline}* the     |
| Week*        | number of regularly scheduled tour hours per day to   |
|              | COP. As usual, charge 8 hours COP for each            |
| > 156        | non-workday.                                          |
|              |                                                       |
|              | **Example:** Jake works from 8:00 a.m. to 12:00 noon, |
|              | Monday through Thursday, without a break. He was on   |
|              | COP for the entire pay period, continuing from the    |
|              | previous pay period. The pay period totals are:       |
|              |                                                       |
|              | -   32 COP hours (4 hours each day, Monday through    |
|              |     Thursday, both weeks); and                        |
|              |                                                       |
|              | -   48 non-tour COP hours (8 hours each day, Sundays, |
|              |     Fridays, and Saturdays, both weeks).              |
|              |                                                       |
|              | ***Fourteen days*** will be deducted from the COP     |
|              | balance.                                              |
+--------------+-------------------------------------------------------+

**PART-TIME EMPLOYEES - Continuation of Pay**

+--------------+-------------------------------------------------------+
| *Works       | For part-time employees who *do not work the same     |
| Irregular    | number of hours each week OR who do not work each     |
| Hours OR     | week of the year or appointment*, pay is calculated   |
| Does Not     | using weekly average earnings for the 1-year period   |
| Work Each    | prior to the date of the injury. Although they are    |
| Week of the  | allowed 45 days of COP, COP is paid differently for   |
| Appointment* | these employees.                                      |
|              |                                                       |
| > 157        | In these cases, follow the procedures for the time    |
|              | and attendance system you are using to transmit a     |
|              | time and attendance record for the employee. A hard   |
|              | copy of the [certified]{.underline} time and          |
|              | attendance record should also be forwarded            |
|              | immediately to the Pay Services Division (PSD) for    |
|              | computation. PSD will forward information to DFAS.    |
|              |                                                       |
|              | **Example:** Maureen is a part-time employee who      |
|              | works each week of the year, but does not work the    |
|              | same number of hours each week. Currently, during the |
|              | first week of the pay period, she works from 8:00     |
|              | a.m. to 2:30 p.m. on Monday through Friday, with      |
|              | lunch from 12:00 noon to 12:30 p.m. During the second |
|              | week of the pay period, she works Monday through      |
|              | Friday, 8:30 a.m. to 12:30 p.m., with no lunch break. |
|              | Maureen was on COP for the entire pay period,         |
|              | continuing from the previous pay period.              |
|              |                                                       |
|              | Because Maureen does not work the same hours each     |
|              | week, her pay must be computed by PSD.                |
+--------------+-------------------------------------------------------+

**PART-TIME EMPLOYEES - Alternative Work Schedules**

+--------------+-------------------------------------------------------+
| *I           | Part-time employees may work an *alternative work     |
| ntroduction* | schedule (AWS)*. An AWS is either *flexible* or       |
|              | *compressed (CWS)* and the regulations are the same   |
|              | as they are for full-time employees.                  |
|              |                                                       |
|              | For rules governing flexible and compressed work      |
|              | schedules and for additional information, see Chapter |
|              | 14.                                                   |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Flexible    | Like full-time employees, part-time employees on      |
| Work         | **flexible** work schedules are entitled to earn      |
| Schedules*   | ***credit hours*** when they work more than their     |
|              | daily tour. Credit hours must be earned before they   |
|              | can be used.                                          |
|              |                                                       |
|              | A limited number of credit hours may be carried       |
|              | forward from one pay period to the next. For          |
|              | part-time employees, the maximum number of credit     |
|              | hours which may be carried forward is *¼ of their     |
|              | biweekly work requirement*.                           |
+--------------+-------------------------------------------------------+
| *Compressed  | Compressed work schedules enable part-time employees  |
| Work         | to work their tours in fewer days by sometimes        |
| Schedules    | working over 8 hours in a day. A part-time employee   |
| (CWS)*       | on a CWS works:                                       |
|              |                                                       |
|              | -   Normally less than 40 hours per week; but         |
|              |                                                       |
|              | -   32 to 64 regular hours a pay period.              |
|              |                                                       |
|              | There are no common schedules for part-time employees |
|              | on a compressed work tour. *They are unique*.         |
|              | However, **once determined, they are fixed schedules  |
|              | and any changes must be requested and approved prior  |
|              | to the beginning of a new pay period.**               |
|              |                                                       |
|              | **Employees on Compressed work schedule cannot earn   |
|              | or use credit hours.**                                |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Overtime    | For employees on compressed work schedules:           |
| and/or       |                                                       |
| Compensatory | -   [Only]{.underline} hours over the scheduled tour  |
| Time*        |     may be reported as overtime/compensatory time;    |
|              |                                                       |
|              | -   [Only]{.underline} hours over 8 in a day or 40 in |
|              |     a week may be considered for                      |
|              |     overtime/compensatory time; and                   |
|              |                                                       |
|              | -   The overtime/compensatory time rules must be      |
|              |     followed.                                         |
+--------------+-------------------------------------------------------+

**PART-TIME EMPLOYEES - Alternative Work Schedules**

+--------------+-------------------------------------------------------+
| *CWS         | **Example 1:** ***[Regular hours]{.underline}*** -    |
| Examples*    | Mary is a part-time employee who works three 12-hours |
|              | days, Monday and Wednesday, Week 1, and Tuesday, Week |
| > 158        | 2. Her compressed work schedule is from 7:00 a.m. to  |
|              | 7:30 p.m. on those days, with lunch from noon to      |
|              | 12:30 p.m. Mary worked her regular schedule. The pay  |
|              | period total is:                                      |
|              |                                                       |
|              | -   36 regular hours (12 each day Monday and          |
|              |     Wednesday, Week 1, and Tuesday, Week 2).          |
|              |                                                       |
|              | **Example 2:** ***[Overtime]{.underline}*** - Matthew |
|              | has a compressed work schedule of 12 hours Monday and |
|              | Wednesday, Week 1, and 6 hours Tuesday and Wednesday, |
|              | Week 2.                                               |
|              |                                                       |
|              | Matthew worked 14 hours on Monday, 8 hours on         |
|              | Tuesday, and 12 hours on Wednesday, Week 1. He worked |
|              | 8 hours on Tuesday and 6 hours on Wednesday, Week 2.  |
|              | The pay period totals are:                            |
|              |                                                       |
|              | -   46 regular hours, (12 hours each day Monday and   |
|              |     Wednesday, and 8 hours Tuesday, Week 1, 8 hours   |
|              |     Tuesday and 6 hours Wednesday, Week 2); and       |
|              |                                                       |
|              | -   2 hours overtime (Monday, Week 1).                |
|              |                                                       |
|              | **Clarification:** Matthew is paid overtime pay for 2 |
|              | hours on Monday, Week 1, because he worked over his   |
|              | scheduled tour of 12 hours *and*, as required by law, |
|              | the number of hours worked were over 8 in a day. (He  |
|              | is *not* paid overtime pay for the hours worked on    |
|              | each Tuesday, because the total hours worked did not  |
|              | exceed 8 in a day or 40 in week.)                     |
+--------------+-------------------------------------------------------+

**INTERMITTENT EMPLOYEES**

+--------------+-------------------------------------------------------+
| *I           | *[Intermittent employees]{.underline}*, also called   |
| ntroduction* | *when actually employed* (WAE) employees; do *not*    |
|              | have regularly scheduled tours of duty. They are paid |
|              | only for the actual hours worked each day and do not  |
|              | account for absence with leave. If an intermittent    |
|              | employee does not work during an entire pay period, a |
|              | time and attendance record for him or her is **not**  |
|              | submitted.                                            |
+--------------+-------------------------------------------------------+
| *Rules*      | *[Regular hours]{.underline}* - For intermittent      |
|              | employees, record only the actual number of hours     |
| > 159        | worked. Do *not* record absences.                     |
|              |                                                       |
|              | *[Holidays/Leave]{.underline}* - Intermittent         |
|              | employees *do not* qualify for annual and sick leave, |
|              | and they *do not* receive pay for holidays not        |
|              | worked.                                               |
|              |                                                       |
|              | [*Holiday Work* -]{.underline} Intermittent employees |
|              | *do not* received Holiday Pay and all hours worked on |
|              | holiday should be posted as Regular hours work.       |
|              |                                                       |
|              | **Note:** If a regular employee changes to an         |
|              | intermittent employee, DFAS pays the employee a       |
|              | lump-sum of money for any unused annual leave The     |
|              | leave *may not* be used.                              |
|              |                                                       |
|              | *[Premium Pay/Differentials]{.underline}* -           |
|              | Intermittent employees earn overtime premium pay for  |
|              | working over 8 hours per day or 40 hours per week.    |
|              |                                                       |
|              | Intermittent employees are entitled to night          |
|              | differential when the night work is regularly         |
|              | scheduled.                                            |
|              |                                                       |
|              | They do *not* earn Sunday premium pay. (Except Title  |
|              | 38 employees.)                                        |
|              |                                                       |
|              | Federal Wage System intermittent employees earn       |
|              | environmental differential pay.                       |
+--------------+-------------------------------------------------------+
| *            | Intermittent employees are entitled to 45 days of     |
| Continuation | continuation of pay (COP). However, COP wages are     |
| of Pay*      | paid differently for these employees. It is           |
|              | calculated using weekly average earnings for the      |
|              | 1-year period prior to the date of the injury.        |
|              |                                                       |
|              | In these cases, a hard copy of the                    |
|              | [certified]{.underline} time and attendance record    |
|              | should be forwarded with a memo immediately to        |
|              | Payroll Services Division for payment. PSD will       |
|              | calculate the amount due and forward information to   |
|              | DFAS.                                                 |
+--------------+-------------------------------------------------------+

**STUDENT EDUCATIONAL EMPLOYMENT PROGRAM**

  ---------------- -------------------------------------------------------
  *Introduction*   Students appointed under the Student Educational
                   Employment Program *(formerly the Stay-In-School
                   Program)* are assigned to work according to their
                   school schedules. They may work full-time or part-time
                   schedules, from 1 - 40 hours in a week.

  ---------------- -------------------------------------------------------

+--------------+-------------------------------------------------------+
| *Rules*      | Hours are reported for students the same way as they  |
|              | are for any other part-time or full-time employee.    |
| > 160        |                                                       |
|              | There are no limitations on the number of hours a     |
|              | student can work per week, but the student\'s work    |
|              | schedule should not interfere with the student\'s     |
|              | academic schedule. The SF-50 will indicate whether    |
|              | the employee is full-time or part-time and the number |
|              | of base hours for each student\'s tour of duty.       |
|              |                                                       |
|              | Students may work in excess of their regular tour.    |
|              | Hours in excess of the tour are reported the same way |
|              | as they are for any other employee.                   |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Overtime*   | Students are paid overtime on the same basis as any   |
|              | other part-time or full-time employee.                |
|              |                                                       |
|              | Part-time students who work more than their regularly |
|              | scheduled tour hours are *not* paid overtime,         |
|              | *unless* they work more than 8 hours in a day or 40   |
|              | hours a week. Excess hours *less* than 8 in a day or  |
|              | 40 in a week are paid as regular hours.               |
|              |                                                       |
|              | Full-time students are paid overtime for any hours    |
|              | worked **over** 8 in a day or 40 hours a week.        |
+--------------+-------------------------------------------------------+

  --------------- -------------------------------------------------------
  *Annual and     Students earn annual and sick leave just as do regular
  Sick Leave*     part-time and full-time employees, *unless* their
                  appointments are for *less than 90 days*. If the
                  appointment is less than 90 days, they earn sick leave,
                  but they *do not* earn annual leave. (See *Temporary
                  Employees* in this Chapter.) The amount earned is
                  determined by their part-time or full-time status and
                  their Service Computation Dates.

  --------------- -------------------------------------------------------

**STUDENT EDUCATIONAL EMPLOYMENT PROGRAM**

+--------------+-------------------------------------------------------+
| *Holiday Not | Part-time student employees receive pay for holidays  |
| Worked*      | on the same basis as regular part-time employees.     |
|              | They are paid only for the number of hours they are   |
|              | regularly scheduled to work that day. If they are not |
|              | scheduled to work that day, they do *not* receive     |
|              | holiday pay.                                          |
|              |                                                       |
|              | Like regular part-time employees, students do *not*   |
|              | get paid for holidays that are *celebrated* on \"in   |
|              | lieu of\" holidays, whether they are scheduled to     |
|              | work or not. However, if a student is scheduled to    |
|              | work on an \"in lieu of\" holiday, the employee may   |
|              | be granted excused absence (administrative leave)     |
|              | where, for example, the office is closed.             |
|              |                                                       |
|              | If students are placed on a full-time schedule, they  |
|              | are paid 8 hours of holiday pay for holidays that     |
|              | fall within their full time schedules.                |
+--------------+-------------------------------------------------------+

  --------------- -------------------------------------------------------
  *Table*         To determine the number of holiday hours to enter for
                  students, see the following table:

  --------------- -------------------------------------------------------

+---------------------------+-----------------+-----------------------+
| **IF**                    | **AND**         | **THEN**              |
+---------------------------+-----------------+-----------------------+
| The holiday falls on a    | Student is in a | Student is paid       |
| regularly scheduled       | full-time pay   | full-time pay (8      |
| workday                   | status          | hours) for the        |
|                           |                 | holiday.              |
+---------------------------+-----------------+-----------------------+
| The holiday falls on a    | Student is in a | Student is paid       |
| regularly scheduled       | part-time pay   | holiday pay based on  |
| workday                   | status          | the regularly         |
|                           |                 | scheduled part-time   |
|                           |                 | tour for that day     |
|                           |                 | (i.e., the number of  |
|                           |                 | hours normally        |
|                           |                 | scheduled to work     |
|                           |                 | that day, e.g., 4     |
|                           |                 | hours.)               |
+---------------------------+-----------------+-----------------------+
| The holiday is            | Student is in a | Student is paid       |
| *celebrated* on an \"in   | full-time pay   | full-time pay (8      |
| lieu of\" holiday (i.e.,  | status          | hours) for the        |
| holiday is Saturday, but  |                 | holiday.              |
| is celebrated on Friday)  |                 |                       |
+---------------------------+-----------------+-----------------------+
| The holiday is            | Student is in   | Student is *not* paid |
| *celebrated* on an \"in   | part-time pay   | holiday               |
| lieu of\" holiday (i.e.,  | status          |                       |
| holiday is Sunday, but is |                 | pay whether scheduled |
| celebrated on Monday)     |                 | to work or not on the |
|                           |                 | celebrated day.       |
|                           |                 |                       |
|                           |                 | Note: Student *may*   |
|                           |                 | be granted            |
|                           |                 | administrative leave  |
|                           |                 | for the number of     |
|                           |                 | hours scheduled to    |
|                           |                 | work if, for example, |
|                           |                 | office is closed.     |
+---------------------------+-----------------+-----------------------+

**TEMPORARY EMPLOYEES**

+--------------+-------------------------------------------------------+
| *I           | Temporary employees may be either General Schedule    |
| ntroduction* | (GS) or Federal Wage System (FWS).                    |
|              |                                                       |
|              | They may be appointed for 90 days or more (including  |
|              | 1040-hour appointments) or appointed for less than 90 |
|              | days.                                                 |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *            | *[Sick Leave]{.underline}* - GS and FWS temporary     |
| Appointments | employees who are appointed for less than 90 days are |
| of Less Than | entitled to earn and use sick leave.                  |
| 90 Days*     |                                                       |
|              | *[Annual Leave]{.underline}* - GS and FWS temporary   |
| > 161        | employees who are appointed for **less** than 90 days |
|              | *do not* earn annual leave.                           |
|              |                                                       |
|              | If they have an annual leave balance transferred from |
|              | another appointment, they may use it.                 |
|              |                                                       |
|              | **Note:** If appointments for temporary employees are |
|              | extended beyond 90 days, or are made permanent, the   |
|              | employees are credited with annual leave retroactive  |
|              | to the first day of the original appointment. LWOP    |
|              | used prior to the extension, ***may not*** be changed |
|              | to annual leave after the extension.                  |
|              |                                                       |
|              | *[GS Employees - Holidays]{.underline}* - GS          |
|              | employees with appointments of less than 90 days are  |
|              | entitled to paid holidays *if the holiday is a part   |
|              | of their regularly scheduled tours*.                  |
|              |                                                       |
|              | They *are* entitled to holiday premium pay if they    |
|              | work on a holiday *that is a part of their regularly  |
|              | scheduled tours*.                                     |
|              |                                                       |
|              | *[FWS Employees - Holidays]{.underline}* - FWS        |
|              | employees with appointments of less than 90 days *are |
|              | not* entitled to paid holidays.                       |
|              |                                                       |
|              | They *are not* entitled to holiday premium pay for    |
|              | hours worked on a holiday. If they work on a holiday, |
|              | they are paid regular pay.                            |
+--------------+-------------------------------------------------------+

  --------------- -------------------------------------------------------
  *1040-Hour      Employees on *1040-hour appointments* cannot work more
  Appointments*   than 1040 hours. Supervisors must be kept informed of
                  the number of hours these appointees have worked.

  --------------- -------------------------------------------------------

**TEMPORARY EMPLOYEES**

+--------------+-------------------------------------------------------+
| *Important*  | For 1040-hour appointments:                           |
|              |                                                       |
| > ![         | ***Do*** count and apply the following hours toward   |
| ](media/imag | the 1040 hours:                                       |
| e1.wmf){widt |                                                       |
| h="0.5256944 | -   regular hours worked                              |
| 444444445in" |                                                       |
| > height     | -   overtime worked                                   |
| ="0.60069444 |                                                       |
| 44444444in"} | -   compensatory time worked                          |
| >            |                                                       |
| > 162        | -   holiday hours worked                              |
|              |                                                       |
|              | Do ***not*** count the following as part of the 1040  |
|              | hours:                                                |
|              |                                                       |
|              | -   holiday hours not worked                          |
|              |                                                       |
|              | -   annual or sick leave used                         |
|              |                                                       |
|              | -   LWOP or AWOL                                      |
|              |                                                       |
|              | -   court leave used                                  |
|              |                                                       |
|              | -   administrative leave used                         |
+--------------+-------------------------------------------------------+

  --------------- -------------------------------------------------------
  *Table*         To determine annual leave entitlement and retroactive
                  accrual for temporary employees, see the table below:

  --------------- -------------------------------------------------------

+-----------------------+-----------------------+----------------------+
| TYPE OF APPOINTMENT   | ANNUAL LEAVE          | RETROACTIVE CREDIT   |
|                       | ENTITLEMENT           |                      |
+-----------------------+-----------------------+----------------------+
| Temporary - 89 days   | None                  | N/A                  |
| or less               |                       |                      |
+-----------------------+-----------------------+----------------------+
| Temporary - 90 days   | Immediate on date of  | N/A                  |
| or longer             | appointment           |                      |
|                       |                       |                      |
| (Includes 1040-hour   |                       |                      |
| appointment)          |                       |                      |
+-----------------------+-----------------------+----------------------+
| Appointment extended  | On date of extension  | On completion of 90  |
| to 90 days or longer  | (because extension    | consecutive days of  |
|                       | constitutes an        | service, annual      |
|                       | appointment of 90     | leave is credited    |
|                       | days or longer)       | retroactive to first |
|                       |                       | day of appointment.  |
+-----------------------+-----------------------+----------------------+

**EXPERTS/CONSULTANTS**

  ---------------- -------------------------------------------------------
  *Introduction*   An expert or consultant is usually a specialist from
                   outside HHS appointed to serve by giving advice to
                   individuals or departments or to perform difficult and
                   challenging tasks.

  ---------------- -------------------------------------------------------

+--------------+-------------------------------------------------------+
| *Important*  | Experts or consultants may have more than one         |
|              | appointment (up to a maximum of 10 appointments) and  |
| > ![         | each appointment has a different common accounting    |
| ](media/imag | number (CAN). A separate time and attendance record   |
| e1.wmf){widt | [must]{.underline} be transmitted for each            |
| h="0.5256944 | appointment/CAN ***[and]{.underline}*** the CAN       |
| 444444445in" | entered next to the hours description code in the     |
| > height     | record [must]{.underline} *match* the one in the      |
| ="0.60069444 | employee profile portion of the record.               |
| 44444444in"} |                                                       |
| >            |                                                       |
| > 163        |                                                       |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Rules*      | ***[Temporary or Intermittent]{.underline}*** -       |
|              | Experts and consultants are either intermittent or    |
| > ![         | temporary employees. If \"intermittent\" is not       |
| ](media/imag | indicated on the SF-50, the employee is temporary.    |
| e2.wmf){widt |                                                       |
| h="0.7430555 | ***[Daily or Hourly]{.underline}*** - Experts and     |
| 555555556in" | consultants are assigned and paid on a daily or an    |
| > height=    | hourly pay basis which is documented on the SF-50. It |
| "0.308333333 | is indicated in the salary box as a daily rate        |
| 33333335in"} | followed by \"PD\", or as an hourly rate followed by  |
| >            | \"PH\". How they are paid determines the way you      |
| > 164        | record their T&A data.                                |
|              |                                                       |
|              | -   Hourly experts/consultants are paid for each hour |
|              |     worked and time is reported as *number of hours*  |
|              |     worked. They must certify the time they worked    |
|              |     *on a daily basis*.                               |
|              |                                                       |
|              | -   Daily experts/consultants are paid for each day   |
|              |     worked, regardless of the number of hours         |
|              |     involved, and time is reported as *number of      |
|              |     days* worked.                                     |
|              |                                                       |
|              | **Note:** Experts/consultants approved to perform     |
|              | duties away from the worksite **must** be paid on an  |
|              | hourly basis.                                         |
|              |                                                       |
|              | ***[Common Accounting Number]{.underline}*** - A      |
|              | common accounting number (CAN) is the number assigned |
|              | to a fund account used to pay employees. The correct  |
|              | CAN [must]{.underline} be used when recording time    |
|              | and attendance data for experts or consultants.       |
|              |                                                       |
|              | ***[Travel]{.underline}*** - Experts and consultants  |
|              | *are not* paid for the time spent traveling to and    |
|              | from their duty stations.                             |
+--------------+-------------------------------------------------------+

**EXPERTS/CONSULTANTS**

+--------------+-------------------------------------------------------+
| *Rules       | ***[Leave Benefits]{.underline}*** -                  |
| (cont.)*     |                                                       |
|              | *Intermittent* experts/consultants *do not* earn or   |
| > 165        | use leave.                                            |
|              |                                                       |
|              | *Temporary* experts and consultants with appointments |
|              | of 90 days or longer *are entitled* to earn and use   |
|              | annual and sick leave. Their eligibility will be      |
|              | indicated in the remarks section of their SF-50s.     |
|              | Rates of accrual, conditions under which leave may be |
|              | used, and provisions of lump-sum payment for unused   |
|              | annual leave are the same as for other full-time or   |
|              | part-time employees.                                  |
|              |                                                       |
|              | ***[Premium Pay]{.underline}***                       |
|              |                                                       |
|              | An experts or consultants paid on an hourly or a      |
|              | daily basis, may receive premium pay. Premium pay     |
|              | includes overtime, night differential, holiday,       |
|              | Sunday differential, compensatory time, and           |
|              | compensatory time for religious observance. The       |
|              | overtime rates are capped at the overtime rate for    |
|              | GS-10, Step 1 for locality in which they reside. If   |
|              | **paid** on a **daily basis**, experts and            |
|              | consultants are not eligible for night differential,  |
|              | holiday pay and Sunday differential. **Exception:**   |
|              | In the unusual event that experts/consultants are     |
|              | covered by the Fair Labor Standards Act (FLSA),       |
|              | overtime provisions for more than 8 hours a day or 40 |
|              | hours a week must be followed.                        |
|              |                                                       |
|              | ***[Credit Hours]{.underline}*** -                    |
|              | Experts/consultants *may not* earn or use credit      |
|              | hours.                                                |
|              |                                                       |
|              | ***[Holidays]{.underline}*** - Experts/consultants    |
|              | who work on a holiday are paid at their *regular      |
|              | rates of pay*.                                        |
|              |                                                       |
|              | *Intermittent* experts/consultants *are not* entitled |
|              | to holiday pay when they *do not work* on the         |
|              | holiday, regardless of when the holiday falls.        |
|              |                                                       |
|              | *Temporary* experts/consultants *are* entitled to pay |
|              | at their regular rates when they *do not work* on a   |
|              | holiday *if* the holiday falls within their regularly |
|              | scheduled tour of duty. If so entitled, the remarks   |
|              | section of the SF-50 must state, for example, \"To be |
|              | paid for holidays occurring within regular tour of    |
|              | duty whether or not work is performed.\" They *will   |
|              | not* be paid for holidays that fall outside their     |
|              | regular tours of duty.                                |
+--------------+-------------------------------------------------------+

**EXPERTS/CONSULTANTS**

  --------------- -------------------------------------------------------
  *Maximum Pay    The biweekly pay for an expert/consultant *may not*
  Limitation*     exceed the biweekly rate of pay for Level IV of the
                  Executive Schedule.

  --------------- -------------------------------------------------------

+--------------+-------------------------------------------------------+
| *Examples*   | **[Example 1:]{.underline}** Jane is paid the maximum |
|              | daily rate. She worked 11 days this pay period. The   |
| > 166        | pay period total is:                                  |
|              |                                                       |
|              | -   10 days (Monday - Friday, both weeks).            |
|              |                                                       |
|              | **Clarification:** Jane can only receive pay for 10   |
|              | days, since pay for the 11th day would exceed the     |
|              | statutory maximum.                                    |
|              |                                                       |
|              | **[Example 2:]{.underline}** Kirby is an hourly       |
|              | consultant. This pay period he worked 8 hours a day,  |
|              | Monday through Friday, except for the second Monday   |
|              | when he used sick leave. The pay period totals are:   |
|              |                                                       |
|              | -   72 regular hours (8 each day Monday through       |
|              |     Friday, Week 1, and 8 each day Tuesday through    |
|              |     Friday, Week 2); and                              |
|              |                                                       |
|              | -   8 sick leave hours (Monday, Week 2).              |
|              |                                                       |
|              | **[Example 3:]{.underline}** Juanita is a daily       |
|              | consultant. She worked 6 hours on Monday and Tuesday  |
|              | for both weeks of the pay period. The pay period      |
|              | total is:                                             |
|              |                                                       |
|              | -   4 days (Monday and Tuesday, Week 1, and Monday    |
|              |     and Tuesday, Week 2).                             |
|              |                                                       |
|              | **Clarification:** Experts and consultants who work   |
|              | by the day may work more than or fewer than 8 hours.  |
|              | **Record** time **as *1 day*** for each day they      |
|              | work, regardless of how long they actually worked.    |
|              |                                                       |
|              | ***Don\'t forget! The CAN number [must                |
|              | always]{.underline} be recorded next to each hours    |
|              | description code in the time and attendance record    |
|              | [and]{.underline} it [must match]{.underline} the CAN |
|              | number in the employee profile!***                    |
+--------------+-------------------------------------------------------+

**FIREFIGHTERS**

+--------------+-------------------------------------------------------+
| *I           | Firefighters who have a common 80-hour bi-weekly tour |
| ntroduction* | of duty are process exactly the same as other 80 hour |
|              | GS employees. However most *firefighters* work a      |
|              | non-standard tour that is more than 40 hours a week   |
|              | and 80 hours a pay period. Their daily tours may be   |
|              | 24 hours a day and are usually *112 or 144 base       |
|              | hours* per pay period. This section deals with those  |
|              | firefighters who have base hours of 112 or 144.       |
|              |                                                       |
|              | **Note:** Meal breaks for firefighters are considered |
|              | as part of the regular tour. Do *not* deduct time     |
|              | spent on meal breaks from hours of work.              |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Pay Rate*   | *[Firefighter Hourly Rate of Basic                    |
|              | Pay]{.underline}* - The *firefighter hourly rate of   |
|              | basic pay* is computed by dividing the applicable     |
|              | annual rate of basic pay by 2756 hours. The           |
|              | *firefighter hourly rate of basic pay* is used to     |
|              | compute biweekly pay.                                 |
|              |                                                       |
|              | *[Overtime]{.underline}* - Overtime hours are any     |
|              | hours of work in excess of 53 hours per week or 106   |
|              | hours in a biweekly pay period. The overtime rate of  |
|              | pay is 1½ times the *firefighter hourly rate of basic |
|              | pay*.                                                 |
|              |                                                       |
|              | For FLSA-exempt firefighters, the hourly overtime     |
|              | rate is capped at 1½ times the GS-10, step 1, rate    |
|              | (2087-hour basis), but cannot be less than the        |
|              | individuals\' *firefighter hourly rate of basic pay*. |
|              | There is no pay cap for FLSA non-exempt employees.    |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Rules*      | *[Special-Regular Hours]{.underline}* - Firefighters  |
|              | are paid overtime pay for all hours in excess of 53   |
| > 167        | in a week (106 in a pay period). These excess hours   |
|              | (over 53 in a week/106 in a pay period) that are part |
|              | of a firefighter\'s regular basic tour of duty, are   |
|              | referred to as *special-regular* hours.               |
|              |                                                       |
|              | Firefighters on 112-hour tours receive overtime pay   |
|              | for 6 special-regular hours per pay period. Those on  |
|              | 144-hour tours receive overtime pay for 38            |
|              | special-regular hours per pay period.                 |
|              |                                                       |
|              | It is *not* necessary to report special-regular hours |
|              | separately on the T&A record. Record all hours of the |
|              | basic tour as *regular hours*. The payroll system     |
|              | will automatically generate the special-regular       |
|              | hours.                                                |
+--------------+-------------------------------------------------------+

**FIREFIGHTERS**

+--------------+-------------------------------------------------------+
| *Rules       | *[Differentials]{.underline}* - Firefighters do *not* |
| (cont.)*     | earn night, hazard, or environmental differentials.   |
|              | They do *not* earn Sunday premium pay, standby duty   |
| > 168        | pay or holiday pay.                                   |
|              |                                                       |
|              | *[Funeral Leave]{.underline}* - A Federal firefighter |
|              | may be excused from duty to attend the funeral of a   |
|              | fellow Federal firefighter who was killed in the line |
|              | of duty. When excused for this reason, it is          |
|              | considered to be official duty and the hours absent   |
|              | for the funeral are recorded as regular hours worked. |
|              |                                                       |
|              | For any other funeral leave, see Chapter 4.           |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Leave*      | Like other employees, firefighters may earn and use   |
|              | leave. See Chapter 4 for paid leave and Chapter 5 for |
| > 169        | unpaid leave.                                         |
|              |                                                       |
|              | *[Leave Use]{.underline}* - Leave is charged          |
|              | according to the daily tour. If the daily tour is 24  |
|              | hours a day and the firefighter uses leave for 1 day, |
|              | the firefighter is charged 24 hours of leave for that |
|              | day. If the daily tour is 8 hours, the firefighter is |
|              | charged 8 hours for absence on that day.              |
|              |                                                       |
|              | *[Leave Accruals]{.underline}* - Firefighters who     |
|              | work a 112 or 144 hour tours, or an uncommon tour,    |
|              | accrue annual and sick leave at an accelerated rate   |
|              | which is determined by using a conversion factor. The |
|              | conversion factors and the formula for determining    |
|              | leave accruals are detailed in the section following  |
|              | the tables on the next page. The tables may be used   |
|              | to obtain the leave accruals.                         |
|              |                                                       |
|              | **Note:** For sick leave, always refer to the annual  |
|              | leave category 4 on the table.                        |
|              |                                                       |
|              | *Caution:* Excessive use of *unpaid leave* results in |
|              | the loss of accruals of annual and sick leave for     |
|              | firefighters, just as it does for regular employees.  |
|              | If/when *unpaid* *leave* reaches a cumulative total,  |
|              | or multiple cumulative totals, equal to the number of |
|              | hours in the pay period tour (i.e., 112 or 144        |
|              | hours), accrual of annual and sick leave is lost for  |
|              | that pay period.                                      |
+--------------+-------------------------------------------------------+

**FIREFIGHTERS**

+--------------+-------------------------------------------------------+
| *Leave       | The following tables show the rates of accrual for    |
| Tables*      | annual leave for each pay period. These tables may be |
|              | used for other uncommon tours of duty of 112 or 144   |
|              | hours (i.e. law enforcement officials, etc.)          |
|              |                                                       |
|              | For sick leave, always refer to annual leave category |
|              | 4 on the tables.                                      |
|              |                                                       |
|              | Notice that the number of annual and sick leave hours |
|              | accrued in the last full pay period in the calendar   |
|              | year is more than in other pay periods and that the   |
|              | maximum carryover amounts are higher.                 |
|              |                                                       |
|              | **Note:** For employees with these tours who are in   |
|              | **leave category 6**, the rule for earning an *extra  |
|              | 4 hours* in the last pay period does *not* apply.     |
+--------------+-------------------------------------------------------+

**112-Hour Pay Period**

  -------------- -------------- -------------- -------------- -----------
  IF LEAVE       ANNUAL LEAVE   EARNED EACH    EARNED LAST PP MAXIMUM
  CATEGORY IS    EARNED PER YR  PAY PERIOD\... IN YEAR        CARRYOVER

  4              145 hours      5 hours        21 hours       336 hours

  6              224 hours      8 hours        24 hours       336 hours

  8              291 hours      11 hours       16 hours       336 hours
  -------------- -------------- -------------- -------------- -----------

**144-Hour Pay Period**

  -------------- -------------- -------------- -------------- -----------
  IF LEAVE       ANNUAL LEAVE   EARNED EACH    EARNED LAST PP MAXIMUM
  CATEGORY       EARNED PER YR  PAY PERIOD     IN YEAR        CARRYOVER
  IS\...                                                      

  4              187 hours      7 hours        12 hours       432 hours

  6              288 hours      11 hours       13 hours       432 hours

  8              374 hours      14 hours       24 hours       432 hours
  -------------- -------------- -------------- -------------- -----------

+--------------+-------------------------------------------------------+
| *Formula for | *[Annual Leave]{.underline}* - To determine the       |
| Determining  | annual leave accruals in the tables:                  |
| Leave        |                                                       |
| Accrual*     | 1.  Divide the number of tour hours scheduled for     |
|              |     each biweekly pay period by 80 to get the         |
| > 170        |     conversion factor.                                |
|              |                                                       |
|              | 112 divided by 80 = [1.4]{.underline} 144 divided by  |
|              | 80 = [1.8]{.underline}                                |
|              |                                                       |
|              | Conversion factors are *1.4* for 112- hour tours and  |
|              | *1.8* for 144-hour tours.                             |
+--------------+-------------------------------------------------------+

**FIREFIGHTERS**

+--------------+-------------------------------------------------------+
| *Formula for | 2.  Using the yearly annual leave accruals for        |
| Determining  |     regular employees (shown below), multiply the     |
| Leave        |     total by the appropriate conversion factor to get |
| Accrual*     |     the yearly accruals for 112- and 144-hour tours.  |
|              |     Divide that yearly total by 26 pay periods to get |
| > 171        |     the biweekly accrual. Annual leave yearly         |
|              |     accruals for regular employees:                   |
|              |                                                       |
|              |     -   Leave category 4 is 104.                      |
|              |                                                       |
|              |     -   Leave category 6 is 160.                      |
|              |                                                       |
|              |     -   Leave category 8 is 208.                      |
|              |                                                       |
|              | **Example:** For an employee in leave category 6 with |
|              | a 112-hour tour of duty:                              |
|              |                                                       |
|              | -   160 X 1.4 = 224 (yearly) divided by 26 (pay       |
|              |     periods) = 8.6                                    |
|              |                                                       |
|              | -   The leave earned each pay period is 8.0. (See     |
|              |     table.) The .6 fractional remainder is dropped    |
|              |     from the biweekly accrual and used at the end of  |
|              |     the year. See #3.                                 |
|              |                                                       |
|              | 3.  Any fractional remainder for each pay period is   |
|              |     multiplied by 26 pay periods. The answer is then  |
|              |     rounded off and added to the regular biweekly     |
|              |     accrual to get the total accrual for the last     |
|              |     full pay period of the calendar year. Using the   |
|              |     example above (#2):                               |
|              |                                                       |
|              | -   .6 (remainder) X 26 = 15.6 rounded off is 16.0 +  |
|              |     8.0 = 24.0                                        |
|              |                                                       |
|              | -   The accrual for the last full pay period of the   |
|              |     calendar year is 24.0. (See table.)               |
|              |                                                       |
|              | *[Sick Leave]{.underline}* - The same formula is used |
|              | to compute sick leave accruals, *always* using annual |
|              | leave category 4. For 144-hour tour:                  |
|              |                                                       |
|              | -   1.104 X 1.8 = 187.2 divided by 26 = 7.2           |
|              |                                                       |
|              | -   The sick leave earned each pay period is 7.0.     |
|              |     (See table.)                                      |
|              |                                                       |
|              | -   2..2 (remainder) X 26 = 5.2 rounded off is 5.0 +  |
|              |     7.0 = 12.0                                        |
|              |                                                       |
|              | -   The sick leave accrual for the last full pay      |
|              |     period of the calendar year is 12.0. (See table.) |
+--------------+-------------------------------------------------------+

**FIREFIGHTERS**

+--------------+-------------------------------------------------------+
| *Unpaid      | If the amount of unpaid leave in a pay period exceeds |
| Leave        | the number of special-regular hours, the pay for      |
| -Substitute  | special-regular hours is reduced by the hours of      |
| Hours*       | unpaid leave used. **You do *not* need to do this     |
|              | subtraction. The payroll system does it for you.**    |
| > 172        |                                                       |
|              | Any irregular hours (additional hours of work which   |
|              | are outside a firefighter\'s regular tour of duty)    |
|              | worked, will be substituted first for unpaid leave    |
|              | hours in the regular tour of duty (53 a week/106 a    |
|              | pay period), and then the special-regular hours.      |
|              |                                                       |
|              | If the firefighter\'s regular tour of duty includes a |
|              | basic 40 hour workweek, irregular hours must be       |
|              | substituted first for hours of unpaid leave in the    |
|              | basic 40 hour workweek/80 hour biweekly tour. If the  |
|              | firefighters pay is computed on a weekly basis, the   |
|              | irregular/substitute hours must be worked in the same |
|              | administrative workweek. Normally, this applies to    |
|              | those employees with 112-hour tours.                  |
+--------------+-------------------------------------------------------+

  --------------- -------------------------------------------------------
  *Time Off       A firefighter may be granted a Time Off Incentive Award
  Incentive       (TOIA) the same as other employees.
  Award*          

  --------------- -------------------------------------------------------

+--------------+-------------------------------------------------------+
| *Military    | For *regular military leave*, charge the number of    |
| Leave*       | tour hours scheduled for each regular tour day the    |
|              | employee is absent. If the daily tour is 24.0 hours,  |
|              | charge 24.0 hours; for a daily tour of 8.0, charge    |
|              | 8.0. For each day absent, *regardless of the number   |
|              | of hours* charged, 1 full day is deducted from the    |
|              | military leave balance.                               |
|              |                                                       |
|              | *Military leave for parades and encampments* is       |
|              | charged in 1 day increments only for the regularly    |
|              | scheduled tour days that the employee is absent.      |
|              |                                                       |
|              | *Special military leave* is charged in the same       |
|              | increments as annual and sick leave only for those    |
|              | hours absent.                                         |
|              |                                                       |
|              | See Chapter 4 for more information on military leave. |
+--------------+-------------------------------------------------------+

**FIREFIGHTERS**

+--------------+-------------------------------------------------------+
| *            | Firefighters are entitled to COP for injuries         |
| Continuation | received on the job, just as are regular employees.   |
| of Pay       |                                                       |
| (COP)*       | **Reminder:** Employees receive *excused absence* for |
|              | absence on the day of injury.                         |
|              |                                                       |
|              | For COP absences on a regularly scheduled tour day,   |
|              | always charge the scheduled number of tour hours for  |
|              | each day, beginning the day after the injury. For     |
|              | absences for a portion of a day for an injury related |
|              | medical appointment or absence, charge the actual     |
|              | amount of COP time that the employee is absent. For   |
|              | days on which the firefighter is *not* scheduled to   |
|              | work, charge 8 hours.                                 |
|              |                                                       |
|              | For each day, or portion of a day, absent, 1 full day |
|              | is subtracted from the 45-day balance, *regardless of |
|              | the number of hours* charged.                         |
|              |                                                       |
|              | For more information on Continuation of Pay, See      |
|              | Chapter 6.                                            |
+--------------+-------------------------------------------------------+

**LAW ENFORCEMENT OFFICIALS**

  ---------------- -------------------------------------------------------
  *Introduction*   Most employees engaged in law enforcement activities
                   work a special tour of duty of more than 40 hours a
                   week and/or more than 80 hours a pay period.

  ---------------- -------------------------------------------------------

  --------------- -------------------------------------------------------
  *Overtime*      Overtime hours are any hours over 42 3/4 hours per
                  week.

  --------------- -------------------------------------------------------

  --------------- -------------------------------------------------------
  *Overtime Rate  Overtime is paid at same rate of pay as other
  of Pay*         employees, except in the case of law enforcement
                  officials whose basic pay exceeds that of a GS-10, step
                  1, employee. For these employees, overtime is paid at
                  the employees\' actual rates of hourly pay.

  --------------- -------------------------------------------------------

  --------------- -------------------------------------------------------
  *Maximum Pay*   The maximum limitation for law enforcement officers is
                  either 150 percent of the minimum rate for GS-15, *or*
                  the rate for Level V of the Executive Schedule,
                  whichever is less.

  --------------- -------------------------------------------------------

+--------------+-------------------------------------------------------+
| *Funerals*   | A Federal law enforcement officer may be excused from |
|              | duty to attend the funeral of a fellow Federal law    |
|              | enforcement officer who was killed in the line of     |
|              | duty. When excused for this reason, hours absent are  |
|              | considered to be official duty and are recorded as    |
|              | regular hours worked.                                 |
|              |                                                       |
|              | For any other funeral leave, see Chapter 4.           |
+--------------+-------------------------------------------------------+

[]{#Chapter_13 .anchor}**Chapter 13. Title 38**

**(Baylor/Non-Baylor and Physician Special Pay)**

**TITLE 38 - OVERVIEW**

+--------------+-------------------------------------------------------+
| *I           | In occupations specified by the Department (DHHS),    |
| ntroduction* | Title 38 compensation applies to permanent and        |
|              | temporary, full-time and part-time, and intermittent  |
|              | General Schedule employees. Title 38 is a premium pay |
|              | consisting of two plans which apply to nurses and     |
|              | other health-care professionals.                      |
|              |                                                       |
|              | Title 38 employees are either:                        |
|              |                                                       |
|              | -   Non-Baylor, or                                    |
|              |                                                       |
|              | -   Baylor Plan.                                      |
|              |                                                       |
|              | If an employee is a Title 38 employee, it will be so  |
|              | noted on the personnel action (SF-50B). If he/she is  |
|              | a Baylor Plan employee, it must also be noted on the  |
|              | SF-50B. Employees can be placed on the Baylor Plan    |
|              | only at the beginning of the pay period and taken off |
|              | it only at the end of the pay period. A personnel     |
|              | action is required to do either.                      |
|              |                                                       |
|              | Under Title 38, there is also a discretionary special |
|              | pay which is available for OPDIVs to use to recruit   |
|              | and retain highly qualified physicians and dentists.  |
|              | This pay is known as Physician Special Pay or PSP. If |
|              | an employee receives PSP, it will be noted on his/her |
|              | SF-50B. It may also be verified by your servicing     |
|              | personnel office (SPO).                               |
+--------------+-------------------------------------------------------+

  --------------- -------------------------------------------------------
  *Physician      See the last page in this chapter for information on
  Special Pay*    leave and premium pay for those employees receiving
                  Physician Special Pay (PSP). Refer to HHS Instruction
                  590-1, Title 38 Physician Special Pay, for other
                  detailed information.

  --------------- -------------------------------------------------------

  --------------- -------------------------------------------------------
  *Non-Baylor     Non-Baylor employees work regular schedules and their
  Employees*      hours worked are recorded as regular hours just as they
                  are for other employees.

  --------------- -------------------------------------------------------

**TITLE 38 - OVERVIEW**

  --------------- -------------------------------------------------------
  *Baylor Plan    Title 38 authorizes the use of a *weekend schedule*.
  Employees*      This is an unusual tour of duty referred to as the
                  Baylor Plan. Baylor Plan employees work 2 regularly
                  scheduled 12-hour tours contained within Saturday and
                  Sunday. Although their regular tour is only 48 hours a
                  pay period, they are considered to be full-time
                  employees. Their regular hours worked are recorded as
                  Baylor or Non-Baylor hours.

  --------------- -------------------------------------------------------

  --------------- -------------------------------------------------------
  *Regular Base   The *regular base hourly rate* for Title 38 employees,
  Pay*            except for Baylor employees, is computed by dividing
                  their annual salary by 2087, just as for other
                  employees. For Baylor employees, their annual salary is
                  divided by 1248. This rate is used for all purposes
                  other than to calculate premium pay.

  --------------- -------------------------------------------------------

  --------------- -------------------------------------------------------
  *Premium Pay    The Title 38 hourly premium pay base rate is computed
  Base Rate*      by dividing their annual salary by 2080. Premium pay
                  (night differential, overtime, etc.) is calculated
                  using this hourly premium.

  --------------- -------------------------------------------------------

  --------------- -------------------------------------------------------
  *Overtime*      The Title 38 overtime rate is 12 times the employee\'s
                  hourly *premium pay base rate*. The overtime pay under
                  Title 38 may be greater than under Title 5 because the
                  GS-10, Step 1, provision is not applicable.

  --------------- -------------------------------------------------------

  --------------- -------------------------------------------------------
  *Title 38       Unless otherwise stated, these employees are eligible
  Part-Time and   for premium pay. For example, unlike Title 5, Title 38
  Intermittent    premium pay for *Saturday and Sunday* work is payable
  Employees*      to part-time and intermittent employees.

  --------------- -------------------------------------------------------

+--------------+-------------------------------------------------------+
| *Maximum     | Pay for a Title 38 employee (basic pay plus premium   |
| Pay*         | pay) is limited in any one pay period to the maximum  |
|              | payable rate of Executive Level V.                    |
|              |                                                       |
|              | **Exception:** Physician Special Pay. See page 13-24  |
|              | for PSP.                                              |
+--------------+-------------------------------------------------------+

  --------------- -------------------------------------------------------
  *For Additional Specific differences between Title 38 Baylor and
  Information*    Non-Baylor employees and regular employees are
                  contained within this chapter. For the rules and
                  regulations governing each topic, see the respective
                  chapter.

  --------------- -------------------------------------------------------

**TITLE 38 NON-BAYLOR**

  --------------- -------------------------------------------------------
  *Alternative    Title 38 non-Baylor employees may work on *alternative
  Work Schedules* work schedules* (compressed or flexible work tours).
                  For information about these tours, see Chapter 13,
                  Non-Standard Tours.

  --------------- -------------------------------------------------------

  --------------- -------------------------------------------------------
  *Annual and     Title 38 employees earn and use annual and sick leave
  Sick Leave*     just like regular employees and hours are recorded the
                  same. See Chapter 4.

  --------------- -------------------------------------------------------

  --------------- -------------------------------------------------------
  *Military       Title 38 non-Baylor employees are entitled to military
  Leave*          leave if they meet the requirements. Record hours the
                  same way as you would for other employees. See Chapter
                  4.

  --------------- -------------------------------------------------------

  --------------- -------------------------------------------------------
  *Continuation   Title 38 non-Baylor employees are entitled to
  of Pay*         continuation of pay (COP) for work-related injuries.
                  Record hours the same way as you would for other
                  employees. For the rules regarding COP procedures and
                  examples, see Chapter 6. For part-time and intermittent
                  employees, see Chapter 11.

  --------------- -------------------------------------------------------

  --------------- -------------------------------------------------------
  *Religious      Title 38 non-Baylor employees are entitled to earn and
  Compensatory    use religious compensatory time off for religious
  Time*           holidays. Hours are recorded just as they are for
                  regular employees. See Chapter 7.

  --------------- -------------------------------------------------------

  --------------- -------------------------------------------------------
  *Unpaid Leave*  Non-Baylor employees may use and be charged unpaid
                  leave (LWOP, AWOL), just the same as regular employees.
                  See Chapter 5.

  --------------- -------------------------------------------------------

+--------------+-------------------------------------------------------+
| *Premium Pay | Title 38 non-Baylor employees are eligible for night  |
| and          | differential and for overtime, Sunday, and holiday    |
| Di           | worked premium pay.                                   |
| fferentials* |                                                       |
|              | Title 38 non-Baylor employees in *designated          |
|              | positions only* are eligible for on-call and Saturday |
|              | premium pay. Check with your SPO to see if the        |
|              | employee is in one of these positions.                |
|              |                                                       |
|              | *Caution:* Commissioned Corps officers and special    |
|              | program employees assigned to the AD pay plan are     |
|              | *not* covered by Title 38 premium pay provisions.     |
+--------------+-------------------------------------------------------+

**TITLE 38 NON-BAYLOR**

+--------------+-------------------------------------------------------+
| *Overtime*   | Most Title 38 non-Baylor employees are paid overtime  |
|              | when working:                                         |
|              |                                                       |
|              | -   More than 8 hours per day, or                     |
|              |                                                       |
|              | -   More than 40 hours in an administrative workweek. |
|              |                                                       |
|              | Under Title 38, overtime work does *not* have to be   |
|              | scheduled before the beginning of the workweek in     |
|              | order to be compensated with premium pay.             |
|              |                                                       |
|              | Title 38 non-Baylor employees on *compressed work     |
|              | schedules* receive overtime pay only for work over    |
|              | the number of hours specified in their compressed     |
|              | schedules. Those with a credit hour option on         |
|              | *flexible work schedules* receive overtime pay only   |
|              | for hours in excess of the flexible schedule which    |
|              | are not credit hours.                                 |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Holiday     | Title 38 non-Baylor employees are entitled to premium |
| Worked*      | pay for working on a holiday.                         |
|              |                                                       |
|              | All hours worked during the employee\'s scheduled     |
|              | tour for the day of the holiday are reported as       |
|              | holiday worked. All hours in excess of the tour are   |
|              | reported as holiday overtime.                         |
|              |                                                       |
|              | A Title 38 non-Baylor employee required to perform    |
|              | work on a holiday is entitled to *at least 2 hours*   |
|              | of holiday premium pay.                               |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Night       | Title 38 non-Baylor employees are eligible for night  |
| D            | differential pay for work performed on a tour between |
| ifferential* | 6:00 p.m. and 6:00 a.m.                               |
|              |                                                       |
|              | For work during these hours, Title 38 employees are   |
|              | paid an additional 10 percent of their *premium base  |
|              | hourly rate*.                                         |
|              |                                                       |
|              | Note:                                                 |
|              |                                                       |
|              | -   If *at least 4 hours* of the tour fall between    |
|              |     6:00 p.m. and 6:00 a.m., employees are paid night |
|              |     differential for the *entire* tour.               |
|              |                                                       |
|              | -   If *less than 4 hours* of the tour fall between   |
|              |     6:00 p.m. and 6:00 a.m., employees are paid night |
|              |     differential only for the hours actually worked   |
|              |     between 6:00 p.m. and 6:00 a.m.                   |
+--------------+-------------------------------------------------------+

**TITLE 38 NON-BAYLOR**

  --------------- -------------------------------------------------------
  *Night          Title 38 employees are also paid night differential for
  Differential    officially ordered and approved *overtime* and when
  (cont.)*        *substituting* for another employee during designated
                  night hours.

  --------------- -------------------------------------------------------

+--------------+-------------------------------------------------------+
| *Sunday      | Sunday work is work performed on a tour between       |
| Premium Pay* | midnight Saturday and midnight Sunday. All Title 38   |
|              | non-Baylor employees, including part-time and         |
|              | intermittent employees, are eligible for Sunday       |
|              | premium pay (Sunday differential).                    |
|              |                                                       |
|              | Title 38 employees are paid an additional 25 percent  |
|              | of their hourly *premium pay* rate for the *entire    |
|              | tour* that begins or ends on a Sunday (i.e., tour     |
|              | that includes any hours between midnight Saturday and |
|              | midnight Sunday).                                     |
|              |                                                       |
|              | Title 38 employees are also paid Sunday premium pay   |
|              | for officially ordered and approved overtime, or when |
|              | *substituting* for another employee during designated |
|              | weekend hours.                                        |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Saturday    | Saturday work is work performed on a tour between     |
| Premium Pay* | midnight Friday and midnight Saturday.                |
|              |                                                       |
|              | Only Title 38 employees *in designated positions* are |
|              | eligible for Saturday premium pay (Saturday           |
|              | differential). Ask your SPO for an up-to-date list of |
|              | these occupations.                                    |
|              |                                                       |
|              | Title 38 employees *in designated occupations* are    |
|              | paid an additional 25 percent of their hourly premium |
|              | pay rate for the *entire tour* that begins or ends on |
|              | a Saturday (i.e., tour that includes any hours        |
|              | between midnight Friday and midnight Saturday).       |
|              |                                                       |
|              | Title 38 employees also receive Saturday premium pay  |
|              | for officially ordered *overtime* work or when        |
|              | *substituting* for another employee.                  |
+--------------+-------------------------------------------------------+

  --------------- -------------------------------------------------------
  *Differential   Title 38 non-Baylor employees may be eligible for *2 or
  Combinations*   more types* of premium pay and differentials for the
                  same period of service. For example, an employee
                  scheduled to work from 3:00 p.m. to 11:30 p.m. on
                  Sunday would be eligible for both:

  --------------- -------------------------------------------------------

**TITLE 38 NON-BAYLOR**

+--------------+-------------------------------------------------------+
| *            | -   Sunday premium pay at 25 percent and night        |
| Differential |     differential at 10 percent of the employee\'s     |
| Combinations |     *hourly premium rate*.                            |
| (cont.)*     |                                                       |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *On-Call*    | On-call premium pay may be granted to Title 38        |
|              | employees *only in designated positions* when an      |
|              | employee is officially scheduled as ready to return   |
|              | to work when contacted and ready for duty either:     |
|              |                                                       |
|              | -   Outside regular work hours, *or*                  |
|              |                                                       |
|              | -   On a holiday.                                     |
|              |                                                       |
|              | Ask your SPO if the employee is in a designated       |
|              | position. **Note:** To be considered on-call, the     |
|              | employee must be:                                     |
|              |                                                       |
|              | -   Accessible by telephone or beeper,                |
|              |                                                       |
|              | -   Ready to return to work, *and*                    |
|              |                                                       |
|              | -   In a physical condition that allows him or her to |
|              |     resume duty assignments.                          |
|              |                                                       |
|              | *Pay Rate* - Title 38 employees *in the designated    |
|              | positions* are paid an additional 10 percent of their |
|              | overtime hourly rate for:                             |
|              |                                                       |
|              | -   Each hour of on-call duty on a designated         |
|              |     holiday, or                                       |
|              |                                                       |
|              | -   Overtime on-call duty exceeding 8 hours in a day  |
|              |     or 40 hours in a week.                            |
|              |                                                       |
|              | *Part-time and intermittent* employees *in designated |
|              | occupations* are also eligible for on-call pay in the |
|              | above situations.                                     |
|              |                                                       |
|              | *Suspending and Resuming On-Call Pay* - On-call pay   |
|              | is suspended during the period of actual callback     |
|              | overtime or holiday duty. The employee is then paid   |
|              | callback overtime pay or holiday pay. On-call pay     |
|              | resumes when the callback period is complete and the  |
|              | employee resumes the remaining scheduled on-call      |
|              | duty, if any.                                         |
|              |                                                       |
|              | *Caution:* Title 38 employees do *not* receive night  |
|              | differential, Sunday premium pay, or Saturday premium |
|              | pay when in an on-call status.                        |
+--------------+-------------------------------------------------------+

**TITLE 38 NON-BAYLOR**

+--------------+-------------------------------------------------------+
| *Callback    | Callback overtime work for Title 38 employees is:     |
| Overtime*    |                                                       |
|              | -   Work on a day an employee is not scheduled to     |
|              |     work; *or*                                        |
|              |                                                       |
|              | -   Work performed outside regular hours when an      |
|              |     employee is required to return to work after      |
|              |     leaving.                                          |
|              |                                                       |
|              | *Part-time and intermittent* employees receive        |
|              | callback overtime pay if they meet the requirements   |
|              | for overtime pay.                                     |
|              |                                                       |
|              | **Note:** Employees do *not* have to be in an on-call |
|              | status to qualify for callback overtime. For more     |
|              | information about callback overtime, see Chapter 9.   |
|              |                                                       |
|              | *Starting Callback Overtime* - Callback overtime pay  |
|              | starts when the employee reports to work. In other    |
|              | words, employees are *not* paid on-call pay during    |
|              | the time they are working callback overtime. They are |
|              | paid callback overtime pay.                           |
|              |                                                       |
|              | *Minimum Callback* - A minimum of *2 hours* callback  |
|              | overtime must be credited for each call back to the   |
|              | work site.                                            |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *            | Title 38 non-Baylor employees may earn and use        |
| Compensatory | compensatory time in 15-minute increments, just as    |
| Time*        | regular employees do. The same rules and regulations  |
|              | apply. They must voluntarily request (in writing) to  |
|              | earn compensatory time off in lieu of overtime pay.   |
|              |                                                       |
|              | **Reminder:** Compensatory time must be earned before |
|              | it can be used.                                       |
|              |                                                       |
|              | **Note:** Compensatory time is also referred to as    |
|              | comp time. See Chapter 9 for more information.        |
+--------------+-------------------------------------------------------+

**TITLE 38 BAYLOR PLAN**

+--------------+-------------------------------------------------------+
| *Tour of     | **Reminder:** Baylor Plan employees work 2 regularly  |
| Duty*        | scheduled 12-hour tours contained within Saturday and |
|              | Sunday, and they are considered full-time employees.  |
|              | An SF-50 is required to place a Title 38 employee on  |
|              | the Baylor Plan and to remove him or her from the     |
|              | Baylor Plan.                                          |
|              |                                                       |
|              | The *basic workweek* for Title 38 Baylor Plan         |
|              | employees is 2 regularly scheduled 12-hour tours of   |
|              | duty occurring between midnight Friday and midnight   |
|              | Sunday.                                               |
|              |                                                       |
|              | The *administrative workweek* is 7 consecutive        |
|              | calendar days, Sunday through Saturday.               |
+--------------+-------------------------------------------------------+

  --------------- -------------------------------------------------------
  *Substitutes*   There is *no provision* or requirement for paying
                  substitutes at the rate for Baylor Plan employees
                  during the basic workweek. Therefore, substitutes are
                  paid in accordance with their regular rates, with
                  overtime and any additional pay as applicable.

  --------------- -------------------------------------------------------

+--------------+-------------------------------------------------------+
| *Pay Rate*   | The hourly rate of basic pay for Baylor Plan regular  |
|              | hours (worked *during* the basic workweek) is derived |
|              | by dividing the annual salary by *1248*.              |
|              |                                                       |
|              | The hourly rate of basic pay for non-Baylor Plan      |
|              | regular hours (worked *outside* the basic workweek)   |
|              | is derived by dividing the annual salary by *2087*.   |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Hours       | There are 3 kinds of hours for which Baylor employees |
| Worked*      | can be paid:                                          |
|              |                                                       |
|              | 1)Baylor regular hours (worked *within* the basic     |
|              | workweek);                                            |
|              |                                                       |
|              | 2)Non-Baylor regular hours (worked *outside* the      |
|              | basic workweek); and                                  |
|              |                                                       |
|              | 3)Overtime hours (hours worked which do not qualify   |
|              | as either Baylor regular or non-Baylor regular        |
|              | hours).                                               |
+--------------+-------------------------------------------------------+

**TITLE 38 BAYLOR PLAN**

+--------------+-------------------------------------------------------+
| *Hours       | **Example 1:** Mary is a nurse on the Baylor Plan.    |
| Worked       | She works from 8:00 a.m. to 8:30 p.m. on Saturdays    |
| Examples*    | and Sundays, with lunch from 1:00 to 1:30 p.m. This   |
|              | pay period she worked her regular tour plus 6 hours   |
| > 173        | on Tuesday, Week 1, and 8 hours on Wednesday, Week 2. |
|              | The pay period totals are:                            |
|              |                                                       |
|              | -   48 Baylor hours; and                              |
|              |                                                       |
|              | -   14 non-Baylor hours.                              |
|              |                                                       |
|              | **Clarification:** Mary is paid non-Baylor hours for  |
|              | any hours worked outside her *basic workweek*, 6      |
|              | Tuesday, Week 1, and 8 Wednesday, Week 2.             |
|              |                                                       |
|              | **Example 2:** Using Example 1, let\'s assume that on |
|              | the Wednesday of Week 2, Mary worked 10 hours rather  |
|              | than 8. The pay period totals would then be:          |
|              |                                                       |
|              | -   48 Baylor hours;                                  |
|              |                                                       |
|              | -   14 non-Baylor hours; and                          |
|              |                                                       |
|              | -   2 overtime hours.                                 |
|              |                                                       |
|              | **Clarification:** Mary is paid overtime for the      |
|              | additional 2 hours because she worked over 8 hours on |
|              | a non-Baylor day. Therefore, the hours are neither    |
|              | Baylor or non-Baylor hours. See Baylor Overtime later |
|              | in this chapter.                                      |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Leave*      | Leave for Baylor Plan employees is charged for each   |
|              | hour absent *during* the basic workweek. This applies |
|              | to all types of leave, both paid and unpaid. Leave is |
|              | *not* charged for absences *outside* the basic        |
|              | workweek (on days other than Saturdays and Sundays).  |
|              |                                                       |
|              | **Reminder:** The basic workweek for Baylor employees |
|              | is two regularly scheduled 12 hour shifts on          |
|              | Saturdays and Sundays.                                |
|              |                                                       |
|              | **Note:** For more about leave, see Chapter 4, Paid   |
|              | Leave, and Chapter 5, Unpaid Leave.                   |
+--------------+-------------------------------------------------------+

  --------------- -------------------------------------------------------
  *Accelerated    Title 38 Baylor Plan employees use leave at an
  Leave Use*      accelerated rate of *1.667* for every hour of leave.
                  This applies to *[all]{.underline} leave types that are
                  charged hourly*, including both paid and unpaid leave.

  --------------- -------------------------------------------------------

**TITLE 38 BAYLOR PLAN**

+--------------+-------------------------------------------------------+
| *Accelerated | It includes annual, sick, administrative, voting, and |
| Leave Use    | court leave, compensatory time and religious          |
| (cont.)*     | compensatory time, special military leave, funeral    |
|              | leave, LWOP, and AWOL. For example, if a Baylor Plan  |
|              | employee uses 1 hour of annual leave, he/she is       |
|              | actually charged for 1.667 hours of leave. Therefore, |
|              | the employee must have earned more than 1 hour of     |
|              | leave to be able to use 1 hour.                       |
|              |                                                       |
|              | It is not necessary to convert this yourself. If a    |
|              | Baylor Plan employee is absent on leave for an hour,  |
|              | record 1 hour on the T&A record. The system converts  |
|              | it to the actual charge of 1.667 hours which then     |
|              | appears on the Earnings and Leave Statement.          |
|              |                                                       |
|              | The system converts the accelerated amount of leave   |
|              | used by multiplying the amount of leave charged by    |
|              | 1.667. Fractional hours are rounded to the closest    |
|              | 15-minute interval.                                   |
|              |                                                       |
|              | Leave that is charged by the *day* (e.g., regular     |
|              | military leave, COP) is *not* accelerated.            |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Leave       | Baylor Plan annual leave accrual rates are:           |
| Accrual*     |                                                       |
|              | [Category]{.underline} [Rate]{.underline}             |
|              |                                                       |
|              | 4 1 hour for every 12 hours worked                    |
|              |                                                       |
|              | 6 1 hour for every 8 hours worked, and 4 additional   |
|              | hours on the last pay period in December              |
|              |                                                       |
|              | 8 1 hour for every 6 hours worked                     |
|              |                                                       |
|              | Always use category 4 for sick leave.                 |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Examples*   | **Example - Annual Leave Use:** Ben works from 8:00   |
|              | a.m. to 8:30 p.m. on Saturday and Sunday, with lunch  |
| > 174        | from 1:00 to 1:30 p.m. He worked his regular tour for |
|              | Week 1. During Week 2, Ben used annual leave all day  |
|              | on Saturday.                                          |
+--------------+-------------------------------------------------------+

**TITLE 38 BAYLOR PLAN**

+--------------+-------------------------------------------------------+
| *Examples    | **Example - Annual Leave Use (cont.):** The pay       |
| (cont.)*     | period totals are:                                    |
|              |                                                       |
| > 175        | -   36 Baylor hours (12 each day Saturday and Sunday, |
|              |     Week 1, and Sunday, Week 2); and                  |
|              |                                                       |
|              | -   12 hours annual leave (Saturday, Week 2).         |
|              |                                                       |
|              | The payroll system calculates the accelerated charge  |
|              | (12 hours X 1.667 = 20 annual leave hours used) which |
|              | shows up on the Leave and Earnings Statement.         |
|              |                                                       |
|              | **Example - Annual Leave Balance:** Jane is a nurse   |
|              | on the Baylor Plan. Her tour is 12 hours a day        |
|              | Saturday and Sunday, from 7:30 a.m. to 8:00 p.m.,     |
|              | with a lunch break from 1:00 to 1:30 p.m. She is in   |
|              | leave category 6 and her previous balance was 72      |
|              | hours. This pay period she used annual leave on the   |
|              | first Saturday. Jane\'s annual leave balance:         |
|              |                                                       |
|              | Balance forward 72 hours                              |
|              |                                                       |
|              | A/L earned this pp 6 hours                            |
|              |                                                       |
|              | A/L used this pp 12 hours (X 1.667 = 20.004, rounded  |
|              | off = 20)                                             |
|              |                                                       |
|              | Current balance 58 hours (72 + 6 = 78 hours - 20 = 58 |
|              | hours)                                                |
|              |                                                       |
|              | Her current leave balance is 58 hours.                |
|              |                                                       |
|              | **Example Sick Leave Use/Balance:** Amy is a nurse on |
|              | the Baylor Plan who works from 7:00 a.m. to 7:30 p.m. |
|              | on Sunday and Saturday, with lunch from 12:30 to 1:00 |
|              | p.m. Her previous sick leave balance was 80. On       |
|              | Sunday, Week 2, Amy used sick leave from 1:30 p.m. to |
|              | 7:30 p.m. The pay period totals are:                  |
|              |                                                       |
|              | -   42 Baylor hours (12 each day Sunday and Saturday, |
|              |     Week 1 and Saturday, Week 2; and 6 hours Sunday,  |
|              |     Week 2); and                                      |
|              |                                                       |
|              | -   6 sick leave hours (Sunday, Week 2).              |
|              |                                                       |
|              | The system calculates the accelerated charge (6 hours |
|              | used X 1.667 = 10 sick leave hours used).             |
|              |                                                       |
|              | Previous balance = 80 + 4 earned = 84 - 10 used = 74  |
|              | new balance.                                          |
+--------------+-------------------------------------------------------+

**TITLE 38 BAYLOR PLAN**

+--------------+-------------------------------------------------------+
| *Military    | Eligible Title 38 Baylor Plan employees are entitled  |
| Leave*       | to military leave. For *regular military leave*, they |
|              | may be granted up to 15 calendar days per fiscal      |
|              | year, just as are regular employees. Regular military |
|              | leave is charged by the day and is *not* accelerated. |
|              | For each day absent, 1 full day is deducted from the  |
|              | regular military leave balance. *Special military     |
|              | leave* is charged by the hour and *is* accelerated.   |
|              |                                                       |
|              | Charge 12 hours regular military leave for both days  |
|              | during the Baylor weekend. If non-Baylor workdays     |
|              | fall within the period of the leave, enter 8 non-tour |
|              | military leave hours for each day absent outside the  |
|              | Baylor weekend.                                       |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Example*    | Jo works 7:00 a.m. to 7:30 p.m. Sunday and Saturday,  |
|              | with lunch from 12:30 to 1:00 p.m. She submitted      |
| > 176        | military orders and is absent on regular military     |
|              | leave the entire pay period. Pay period totals are:   |
|              |                                                       |
|              | 48 regular military leave hours (12 each day Sunday   |
|              | and Saturday, both weeks); and                        |
|              |                                                       |
|              | 80 non-tour military leave hours (8 each day Monday   |
|              | through Friday, both weeks).                          |
|              |                                                       |
|              | 14 days are subtracted from her military leave        |
|              | balance.                                              |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *            | Title 38 Baylor Plan employees are entitled to        |
| Continuation | continuation of pay (COP) for work-related injuries   |
| of Pay*      | for up to 45 days. COP is charged by the day and is   |
|              | *not* accelerated. For each day absent, 1 full day is |
|              | deducted from the 45-day COP balance, even if the     |
|              | employee is not absent the entire day. **Note:** COP  |
|              | is covered in Chapter 6.                              |
|              |                                                       |
|              | Charge administrative leave for the time absent on    |
|              | the day of injury. For each day absent during the     |
|              | Baylor weekend after the day of injury, charge 12     |
|              | hours COP. For any non-Baylor workdays that fall      |
|              | within the period of time covered by the doctor\'s    |
|              | certificate, charge 8 non-tour COP hours. If the      |
|              | employee returns to work and then uses part of a day  |
|              | during the Baylor weekend for a medical appointment,  |
|              | charge the amount of time that the employee is        |
|              | actually absent to COP. 1 full day is deducted from   |
|              | the remaining COP balance.                            |
+--------------+-------------------------------------------------------+

**TITLE 38 BAYLOR PLAN**

+--------------+-------------------------------------------------------+
| *COP         | Roberto works from 8:00 a.m. to 8:30 p.m., Sunday and |
| Example*     | Saturday, with lunch from 1:00 to 1:30 p.m. He was    |
|              | injured in the previous pay period and was still      |
| > 177        | absent on COP during Week 1 of the current pay        |
|              | period.                                               |
|              |                                                       |
|              | The doctor\'s certificate authorized Roberto to       |
|              | return to work as of Monday, Week 2. However, his     |
|              | next scheduled day of work was not until Saturday. On |
|              | that day he had a doctor\'s appointment from 5:30     |
|              | p.m. to 8:30 p.m. The pay period totals are:          |
|              |                                                       |
|              | -   39 COP hours (12 each day Sunday and Saturday,    |
|              |     Week 1, and Sunday, Week 2; and 3 on Saturday,    |
|              |     Week 2);                                          |
|              |                                                       |
|              | -   40 non-tour COP hours (8 each day, Monday through |
|              |     Friday, Week 1); and                              |
|              |                                                       |
|              | -   9 Baylor hours (Saturday, Week 2).                |
|              |                                                       |
|              | Nine days are subtracted from Roberto\'s 45-day COP   |
|              | balance. Remember, 1 full day is subtracted for       |
|              | Saturday, Week 2, when he was absent only 3 hours.    |
|              |                                                       |
|              | **Note:** If the doctor had not authorized Roberto to |
|              | return to work until Saturday of Week 2, he would     |
|              | have been charged 40 additional non-tour COP hours    |
|              | against the 45-day COP balance (for the non-Baylor    |
|              | hours in Week 2).                                     |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Religious   | Title 38 Baylor Plan employees are entitled to earn   |
| Compensatory | and use religious compensatory time off for religious |
| Time*        | holidays.                                             |
|              |                                                       |
|              | Baylor Plan employees can only *use* religious        |
|              | compensatory time *during* *their regularly scheduled |
|              | weekend hours* (i.e., the basic workweek, Sunday or   |
|              | Saturday). Religious compensatory time may be         |
|              | *earned* during any hours that are:                   |
|              |                                                       |
|              | -   In excess of their 12 hours scheduled each Sunday |
|              |     and Saturday;                                     |
|              |                                                       |
|              | -   In excess of 8 hours worked any day Monday        |
|              |     through Friday;                                   |
|              |                                                       |
|              | -   In excess of 40 hours in the administrative       |
|              |     workweek.                                         |
+--------------+-------------------------------------------------------+

**[TITLE 38 BAYLOR PLAN]{.underline}**

+--------------+-------------------------------------------------------+
| *Religious   | *Caution:* Since the first 8 hours Baylor employees   |
| Compensatory | work each day on Monday through Friday are non-Baylor |
| Time         | hours, they may not be credited for religious         |
| (cont.)*     | compensatory hours. Also, because Baylor employees    |
|              | work only 24 hours during an administrative workweek, |
|              | they must work at least 16 non-Baylor hours to reach  |
|              | the hours \"in excess of 40 in the administrative     |
|              | workweek\" in order to earn religious compensatory    |
|              | time.                                                 |
|              |                                                       |
|              | Baylor Plan employees use religious compensatory time |
|              | at the accelerated rate of 1.667 hours of religious   |
|              | comp time for each scheduled weekend hour. When they  |
|              | earn religious comp time, it is accrued at the        |
|              | accelerated rate.                                     |
|              |                                                       |
|              | Charge 1 hour on the T&A record and the system        |
|              | converts this to 1.667. The actual charge of 1.667    |
|              | hours appears on the Earnings and Leave Statement.    |
|              |                                                       |
|              | **Note:** See Chapter 7 for more information on       |
|              | religious compensatory time.                          |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Religious   | Philip works from 8:30 a.m. to 9:00 p.m., Sunday and  |
| Compensatory | Saturday, with lunch from 1:00 to 1:30 p.m. He        |
| Time         | requested and was approved for religious compensatory |
| Example*     | time for Sunday, Week 1. Philip left work at 5:00     |
|              | p.m. that day, using 4 hours of religious             |
| > 178        | compensatory time off. He worked till 11:00 p.m. on   |
|              | the both Saturdays to earn religious compensatory     |
|              | time. The pay period totals are:                      |
|              |                                                       |
|              | 44 Baylor hours (8 hours Sunday, Week 1, and 12 hours |
|              | both Saturdays, and the second Sunday);               |
|              |                                                       |
|              | 4 hours religious compensatory time used (Sunday,     |
|              | Week 1); and                                          |
|              |                                                       |
|              | 4 hours religious compensatory time earned (2 hours,  |
|              | both Saturdays).                                      |
|              |                                                       |
|              | The system converts the religious comp time earned    |
|              | and used to the accelerated amounts.                  |
+--------------+-------------------------------------------------------+

**TITLE 38 BAYLOR PLAN**

+--------------+-------------------------------------------------------+
| *Premium     | Baylor Plan employees are *not* entitled to premium   |
| Pay*         | pay (e.g., overtime, Sunday, Saturday, holiday, or    |
|              | night differential) for hours worked *during* the     |
|              | basic Baylor workweek (Saturday and Sunday).          |
|              |                                                       |
|              | Baylor Plan employees *do* receive Title 38 premium   |
|              | pay and night differential, if entitled, for all work |
|              | performed *outside* the basic Baylor workweek.        |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Overtime*   | Baylor Plan employees are paid the non-Baylor hourly  |
|              | rate for non-overtime work outside the period between |
|              | midnight Friday and midnight Sunday. Overtime for     |
|              | Baylor Plan employees is paid for work which is *more |
|              | than*:                                                |
|              |                                                       |
|              | -   24 hours worked on Saturday and Sunday;           |
|              |                                                       |
|              | -   8 hours on any day Monday through Friday; or      |
|              |                                                       |
|              | -   40 hours within an administrative workweek.       |
|              |                                                       |
|              | **Note:** Under these provisions, overtime worked     |
|              | immediately before or after a Baylor tour (e.g., 4    |
|              | extra hours worked at the end of a Sunday Baylor      |
|              | tour) would be paid at the overtime rate. However, 4  |
|              | non-Baylor hours worked mid-week in addition to the   |
|              | regular Baylor hours would be paid at the regular     |
|              | hourly rate, *not* the overtime rate.                 |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Overtime    | Sheila is a Baylor Plan nurse who works 8:00 a.m. to  |
| Example*     | 8:30 p.m., Sunday and Saturday, with lunch from 12:30 |
|              | to 1:00 p.m. She worked overtime from 6:00 a.m. to    |
| > 179        | 8:00 a.m. on Saturday for both weeks, and 10 hours on |
|              | Wednesday, Week 1. The pay period totals are:         |
|              |                                                       |
|              | -   48 Baylor hours (12 each day, Sunday and          |
|              |     Saturday, both weeks);                            |
|              |                                                       |
|              | -   8 non-Baylor hours (Wednesday, Week 1);           |
|              |                                                       |
|              | -   6 overtime hours (2 Wednesday, Week 1, and 2 each |
|              |     Saturday, both weeks).                            |
|              |                                                       |
|              | **Clarification:** Sheila is paid overtime for 2      |
|              | hours on Wednesday because she worked more than 8     |
|              | hours that day. She is paid 2 hours each Saturday     |
|              | because she worked more than her scheduled 12 hour    |
|              | tour each day.                                        |
+--------------+-------------------------------------------------------+

**TITLE 38 BAYLOR PLAN**

+--------------+-------------------------------------------------------+
| *Holiday     | If a holiday falls *during* the Baylor weekend,       |
| Worked*      | Baylor employees *are not* given the day off and *do  |
|              | not* receive holiday premium pay for working.         |
|              |                                                       |
|              | Baylor employees receive holiday premium pay *only*   |
|              | if they work on a holiday *outside* the Baylor        |
|              | weekend. Baylor Plan employees are paid at *double*   |
|              | their hourly premium rate for each hour worked on a   |
|              | holiday outside their basic workweek.                 |
|              |                                                       |
|              | Holiday hours worked by Title 38 Baylor employees     |
|              | outside the Baylor weekend, up to 8 hours in a day,   |
|              | are recorded as holiday worked. Holiday hours over 8  |
|              | in a day must be recorded as *holiday overtime*.      |
|              |                                                       |
|              | A Baylor employee required to perform work on a       |
|              | holiday outside the basic workweek is entitled to *at |
|              | least 2 hours* of holiday premium pay.                |
|              |                                                       |
|              | *Important* - If Baylor employees work hours on an    |
|              | *\"in lieu of holiday\"* outside their basic          |
|              | workweek, they *do* *not* get the holiday premium     |
|              | pay.                                                  |
|              |                                                       |
|              | An *\"in lieu of holiday\"* is when the holiday       |
|              | actually falls on one day, but is celebrated on       |
|              | another day. For example, when a holiday falls on a   |
|              | Saturday and most employees are given a day off on    |
|              | Friday to celebrate, Friday is the \"in lieu of       |
|              | holiday\"; or if the holiday falls on a Sunday, and   |
|              | they are given a day off on Monday to celebrate,      |
|              | Monday is the \"in lieu of holiday\".                 |
|              |                                                       |
|              | **Example:** July 4, 1992, fell on a Saturday. An     |
|              | \"in lieu of holiday\" day off was given to           |
|              | non-Baylor employees on the preceding Friday. If a    |
|              | Baylor employee worked on that Friday, the hours      |
|              | worked would be reported either as non-Baylor regular |
|              | hours or, for any hours worked over 8, as overtime    |
|              | hours - because this is an \"in lieu of holiday\" day |
|              | off.                                                  |
|              |                                                       |
|              | However, if July 4 holiday actually fell on a Friday  |
|              | and the Baylor employee worked that day, then the     |
|              | employee would receive holiday premium pay for up to  |
|              | 8 hours and holiday overtime for hours worked beyond  |
|              | 8.                                                    |
+--------------+-------------------------------------------------------+

  --------------- -------------------------------------------------------
  *Holiday Pay    Holiday premium pay for Baylor Plan employees is paid
  Rate*           at 2 times the annual salary rate divided by 2080.

  --------------- -------------------------------------------------------

**TITLE 38 BAYLOR PLAN**

+--------------+-------------------------------------------------------+
| *Holiday Pay | Sharon works 12 hours a day, Sunday and Saturday,     |
| Example*     | from 7:00 a.m. to 7:30 p.m., with lunch from 12:30 to |
|              | 1:00 p.m. She worked her regular tour and, during     |
| > 180        | Week 2, Sharon also worked 10 hours on a Thanksgiving |
|              | holiday, Thursday. The pay period totals are:         |
|              |                                                       |
|              | -   48 Baylor hours (12 each day, Sunday and          |
|              |     Saturday, both weeks);                            |
|              |                                                       |
|              | -   8 holiday worked hours (Thursday, Week 2); and    |
|              |                                                       |
|              | -   2 holiday overtime hours (Thursday, Week 2).      |
|              |                                                       |
|              | **Clarification:** The actual holiday fell on that    |
|              | Thursday, so Sharon is paid holiday worked pay. Since |
|              | the maximum holiday pay is 8 hours, the additional 2  |
|              | hours must be paid at the holiday overtime rate.      |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Night       | Night differential for Baylor employees is payable    |
| D            | only for work performed between 6:00 p.m. and 6:00    |
| ifferential* | a.m. *outside* the basic Baylor workweek. The night   |
|              | differential rate is an additional 10 percent of the  |
|              | hourly premium rate.                                  |
|              |                                                       |
|              | -   If employees work *at least 4 hours* between 6:00 |
|              |     p.m. and 6:00 a.m. of an assigned tour of duty    |
|              |     outside their basic workweek, they are paid night |
|              |     differential for the *entire* tour.               |
|              |                                                       |
|              | -   If employees work *less than 4 hours* between     |
|              |     6:00 p.m. and 6:00 a.m. of the tour outside their |
|              |     basic workweek, they are paid night differential  |
|              |     just for the *hours actually worked*.             |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Night       | Sandra works two 12-hour Baylor shifts between        |
| Differential | midnight Friday and midnight Sunday, from midnight to |
| Example*     | 12:30 p.m., with a meal break from 4:00 to 4:30 a.m.  |
|              | She worked her regular tour.                          |
| > 181        |                                                       |
|              | During Week 2, Sandra also worked on Tuesday from     |
|              | 5:00 to 11:30 p.m. with a meal break from 7:30 to     |
|              | 8:00 p.m., and on Thursday from 4:00 to 8:00 p.m.     |
|              | without a meal break.                                 |
+--------------+-------------------------------------------------------+

**TITLE 38 BAYLOR PLAN**

+--------------+-------------------------------------------------------+
| *Night       | The pay period totals are:                            |
| Differential |                                                       |
| Example      | -   48 Baylor hours (12 each day, Sunday and          |
| (cont.)*     |     Saturday, both weeks;                             |
|              |                                                       |
| > 182        | -   10 non-Baylor hours (6 hours Tuesday and 4 hours  |
|              |     Thursday, Week 2);                                |
|              |                                                       |
|              | -   8 hours night differential (6 hours Tuesday and 2 |
|              |     hours Thursday, Week 2).                          |
|              |                                                       |
|              | **Clarification:** Night differential is paid for the |
|              | hours of the entire tour on Tuesday, minus the ½ meal |
|              | break, because Sandra worked at least 4 hours between |
|              | 6 p.m. and 6 a.m. Night differential is paid for only |
|              | 2 hours on Thursday, the hours Sandra actually        |
|              | worked, because she worked less than 4 hours between  |
|              | 6 p.m. and 6 a.m.                                     |
|              |                                                       |
|              | Do *not* enter night differential for Sunday or       |
|              | Saturday because these are during the basic Baylor    |
|              | workweek.                                             |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Sunday      | Baylor employees do *not* receive Sunday premium pay  |
| Premium Pay* | for hours worked *during* the Baylor basic workweek.  |
|              |                                                       |
|              | Baylor employees *do* receive Sunday premium pay for  |
|              | any hours worked *outside* the basic Baylor workweek  |
|              | between midnight Saturday and midnight Sunday.        |
|              |                                                       |
|              | **Note:** Sunday premium pay is also referred to as   |
|              | Sunday differential.                                  |
|              |                                                       |
|              | *Pay Rate* - Baylor employees are paid an additional  |
|              | 25 percent of their hourly premium rate for Sunday    |
|              | premium pay.                                          |
+--------------+-------------------------------------------------------+

**TITLE 38 BAYLOR PLAN**

+--------------+-------------------------------------------------------+
| *Sunday      | Jill\'s Baylor tour is from 7:00 a.m. to 7:30 p.m.,   |
| Premium Pay  | Sunday and Saturday, with a lunch break from 12:30 to |
| Example*     | 1:00 p.m. On Sunday of Week 1, she also worked from   |
|              | 7:30 p.m. until 10:30 p.m. The pay period totals are: |
| > 183        |                                                       |
|              | -   48 Baylor hours (12 each day, Sunday and          |
|              |     Saturday, both weeks);                            |
|              |                                                       |
|              | -   3 overtime hours (Sunday, Week 1);                |
|              |                                                       |
|              | -   3 Sunday premium hours (Sunday, Week 1); and      |
|              |                                                       |
|              | -   3 night differential hours (Sunday, Week 1).      |
|              |                                                       |
|              | **Clarification:** Do *not* record Sunday premium pay |
|              | or night differential for the Baylor hours because    |
|              | Jill\'s hours are within her basic Baylor workweek.   |
|              | However, for the additional 3 hours worked on Sunday, |
|              | Jill is paid overtime, Sunday differential, and night |
|              | differential because the hours are outside her basic  |
|              | workweek and more than her scheduled tour.            |
|              |                                                       |
|              | Had Jill simply worked her regular Baylor tour, she   |
|              | would *not* receive Sunday premium pay or night       |
|              | differential (or overtime) because all Sunday hours   |
|              | are within the basic workweek and, therefore, not     |
|              | eligible for premium pay.                             |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Saturday    | Only Baylor employees in *designated positions* are   |
| Premium Pay* | eligible for Saturday premium pay (Saturday           |
|              | differential) for hours worked *outside* the Baylor   |
|              | basic workweek. Ask your SPO if the employee is       |
|              | eligible.                                             |
|              |                                                       |
|              | *Pay Rate* - The designated employees are paid an     |
|              | additional 25 percent of their hourly premium rate    |
|              | for work performed between midnight Friday and        |
|              | midnight Saturday which is outside the basic          |
|              | workweek.                                             |
+--------------+-------------------------------------------------------+

**TITLE 38 BAYLOR PLAN**

+--------------+-------------------------------------------------------+
| *Saturday    | Jane worked her regular Baylor tour from 8:00 a.m. to |
| Premium Pay  | 8:30 p.m., with a lunch break from noon to 12:30      |
| Example*     | p.m., on Sunday and Saturday, both weeks. On          |
|              | Saturday, Week 2, she began work at 4:00 a.m. (an     |
| > 184        | additional 4 hours for Saturday) and she is in an     |
|              | occupation that is entitled to Saturday premium pay.  |
|              | The pay period totals are:                            |
|              |                                                       |
|              | 48 Baylor hours (12 each day, Sunday and Saturday,    |
|              | both weeks);                                          |
|              |                                                       |
|              | 4 overtime hours (Saturday, Week 2);                  |
|              |                                                       |
|              | 2 night differential hours (Saturday, Week 2; and     |
|              |                                                       |
|              | 4 Saturday premium hours (Saturday, Week 2).          |
|              |                                                       |
|              | **Clarification:** Jane is paid Saturday premium      |
|              | hours for Saturday, Week 2, from 4:00 a.m. to 8:00    |
|              | a.m. because the hours are outside her Baylor basic   |
|              | workweek. She is *not* paid Saturday premium for the  |
|              | regular Baylor hours because they are within her      |
|              | Baylor basic workweek.                                |
|              |                                                       |
|              | Had Jane simply worked her regular Baylor tour, she   |
|              | would *not* receive Saturday premium pay because all  |
|              | her Saturday hours are *within* the Baylor basic      |
|              | workweek.                                             |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *On-Call*    | Baylor employees in *designated positions only* are   |
|              | eligible for on-call premium pay *outside* the basic  |
|              | workweek. Ask your SPO for an up-to-date list of      |
|              | these positions.                                      |
|              |                                                       |
|              | *Requirements/Pay Rate* - The *designated employees*  |
|              | are paid an additional 10 percent of their hourly     |
|              | overtime rate for:                                    |
|              |                                                       |
|              | Each hour of on-call duty on a federal holiday        |
|              | outside the basic workweek; or                        |
|              |                                                       |
|              | Each hour of on-call duty when hours of work exceed:  |
|              |                                                       |
|              | -24 hours on Saturday and Sunday of the               |
|              | administrative workweek,                              |
|              |                                                       |
|              | -8 hours on any day, Monday through Friday, or        |
|              |                                                       |
|              | -40 hours within an administrative workweek.          |
+--------------+-------------------------------------------------------+

**TITLE 38 BAYLOR PLAN**

+--------------+-------------------------------------------------------+
| *On-Call     | *Suspending/Resuming On-Call Pay* - On-call pay is    |
| (cont.)*     | suspended during the period of actual call-back       |
|              | overtime or holiday duty. The employee then receives  |
|              | callback overtime pay or holiday pay.                 |
|              |                                                       |
|              | On-call pay resumes when the callback period is       |
|              | complete and the employee resumes the remaining       |
|              | scheduled on-call duty, if any.                       |
|              |                                                       |
|              | *Caution* - Title 38 Baylor employees do *not*        |
|              | receive night differential, Sunday premium, or        |
|              | Saturday premium when in an on-call status.           |
|              |                                                       |
|              | **Note:** To be considered on-call, the employee must |
|              | be accessible by telephone or beeper, be ready to     |
|              | return to work, and be in a physical condition that   |
|              | allows him or her to resume duty assignments.         |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Callback    | Callback overtime pay for Title 38 Baylor Plan        |
| Overtime*    | employees is paid for overtime work when an employee  |
|              | must return to the worksite. They are eligible to     |
|              | receive callback overtime pay only for work *in       |
|              | excess of*:                                           |
|              |                                                       |
|              | -   24 hours on Sunday and Saturday of the            |
|              |     administrative workweek;                          |
|              |                                                       |
|              | -   8 hours on any day, Monday through Friday; or     |
|              |                                                       |
|              | -   40 hours within an administrative workweek.       |
|              |                                                       |
|              | *Starting Callback* - Callback overtime pay starts    |
|              | when the employee reports to work. In other words,    |
|              | employees do *not* receive on-call pay during the     |
|              | time that they are working callback overtime. They    |
|              | receive callback overtime pay.                        |
|              |                                                       |
|              | *Minimum Callback* - A minimum of *2 hours* callback  |
|              | overtime must be credited for each call back to the   |
|              | work site.                                            |
|              |                                                       |
|              | **Note:** Title 38 Baylor employees may receive night |
|              | differential, Sunday premium, or Saturday premium     |
|              | when working callback overtime.                       |
+--------------+-------------------------------------------------------+

**TITLE 38 BAYLOR PLAN**

+--------------+-------------------------------------------------------+
| *Example -   | Rose works from 7:00 a.m. to 7:30 p.m., Sunday and    |
| On-Call Pay  | Saturday, with lunch from 12:30 to 1:00 p.m. She is   |
| with         | in an occupation that is eligible for on-call pay and |
| Callback     | Saturday differential.                                |
| Overtime*    |                                                       |
|              | Rose was on-call both days, during both weeks of the  |
| > 185        | pay period, from 8:00 p.m. to 4:00 a.m. On Saturday,  |
|              | Week 1, she was called back to work from 9:00 p.m. to |
|              | 11:00 p.m. The pay period totals are:                 |
|              |                                                       |
|              | 48 Baylor hours (12 each day, Sunday and Saturday,    |
|              | both weeks);                                          |
|              |                                                       |
|              | 30 hours on-call (8 each day, Sunday, Week 1, and     |
|              | Sunday and Saturday, Week 2, plus 6 on Saturday, Week |
|              | 1);                                                   |
|              |                                                       |
|              | 2 hours callback overtime (Saturday, Week 1);         |
|              |                                                       |
|              | 2 night differential hours (Saturday, Week 1); and    |
|              |                                                       |
|              | 2 Saturday differential hours (Saturday, Week 1).     |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *            | Baylor Plan employees may earn and use compensatory   |
| Compensatory | time. The employee must voluntarily request in        |
| Time*        | writing to earn compensatory time in lieu of overtime |
|              | pay.                                                  |
|              |                                                       |
|              | **Reminder:** Comp time must be earned before it can  |
|              | be used.                                              |
|              |                                                       |
|              | Compensatory time for Baylor Plan employees can be    |
|              | earned only during hours that are *in excess of*:     |
|              |                                                       |
|              | -   24 hours on Sunday and Saturday of the            |
|              |     administrative workweek;                          |
|              |                                                       |
|              | -   8 hours on any day Monday through Friday; or      |
|              |                                                       |
|              | -   40 hours in the administrative workweek.          |
|              |                                                       |
|              | *Caution* - Hours in excess of the Baylor basic       |
|              | workweek that do not constitute overtime hours (i.e., |
|              | non-Baylor regular hours) may *not* be credited for   |
|              | compensatory use. For example, if an employee who     |
|              | worked 24 hours on a Baylor weekend worked 8 hours on |
|              | Tuesday, the employee cannot earn comp time for the 8 |
|              | hours because they are not overtime hours. They are   |
|              | non-Baylor hours. To be credited as earned comp time, |
|              | hours worked would have to be *more than 8 in a day*. |
+--------------+-------------------------------------------------------+

**TITLE 38 BAYLOR PLAN**

  --------------- -------------------------------------------------------
  *Compensatory   *Using Comp Time* - Baylor Plan employees can only use
  Time (cont.)*   compensatory time during their scheduled weekend hours
                  (i.e., the basic workweek) They use compensatory time
                  at the rate of 1.667 hours for each scheduled weekend
                  hour. Record an hour on the T&A record and the system
                  does the conversion. The actual charge of 1.667 hours
                  then shows up on the Earnings and Leave Statement.

  --------------- -------------------------------------------------------

+--------------+-------------------------------------------------------+
| *            | Frank works from 9:00 a.m. to 9:30 p.m., Sunday and   |
| Compensatory | Saturday, with lunch from 1:00 to 1:30 p.m. On        |
| Time         | Saturday, Week 1, he worked overtime from 9:30 p.m.   |
| Example*     | to 11:30 p.m. Frank submitted a written request to    |
|              | earn compensatory time instead of overtime pay, which |
| > 186        | was approved. He used an hour of comp time off from   |
|              | 8:30 to 9:30 p.m. on Saturday, Week 2. The pay period |
|              | totals are:                                           |
|              |                                                       |
|              | 47 Baylor hours each day (12 each day, Sunday and     |
|              | Saturday, Week 1, and Sunday, Week 2, plus 11 on      |
|              | Saturday, Week 2);                                    |
|              |                                                       |
|              | 2 hours compensatory time earned (Saturday, Week 1);  |
|              | and                                                   |
|              |                                                       |
|              | 1 hour compensatory time used (Saturday, Week 2).     |
|              |                                                       |
|              | The system converts the compensatory time earned and  |
|              | used to the accelerated amounts.                      |
+--------------+-------------------------------------------------------+

**TITLE 38 PHYSICIAN SPECIAL PAY**

  --------------- -------------------------------------------------------
  *Maximum Pay*   Total compensation for employees who receive PSP under
                  Title 38 authority, basic pay, and other supplemental
                  pay under Title 5, cannot exceed the amount of annual
                  pay received by the President of the United States as
                  specified in Section 102 of Title 3 (\$200,000.00 as of
                  the date of this guide).

  --------------- -------------------------------------------------------

+--------------+-------------------------------------------------------+
| *Premium     | Employees who receive PSP may ***not***:              |
| Pay*         |                                                       |
|              | -   be paid overtime;                                 |
|              |                                                       |
|              | -   earn or use regular compensatory time off;        |
|              |                                                       |
|              | -   be paid any other form of premium pay such as     |
|              |     night and Sunday differentials and holiday        |
|              |     premium pay; or                                   |
|              |                                                       |
|              | -   receive a Physicians Comparability Allowance.     |
+--------------+-------------------------------------------------------+

  --------------- -------------------------------------------------------
  *Credit Hours*  Employees who receive PSP may earn and use credit hours
                  if they are working under a flexible work schedule.

  --------------- -------------------------------------------------------

  --------------- -------------------------------------------------------
  *Religious      Employees who receive PSP are entitled to earn and use
  Compensatory    Religious Compensatory Hours the same as all other GS
  Time*           employees. Refer to Chapter 7 for Religious
                  Compensatory Time policy and regulations.

  --------------- -------------------------------------------------------

  --------------- -------------------------------------------------------
  *Leave*         Employees who receive PSP are governed by the same
                  leave provisions as other GS employees. Refer to
                  Chapters 4 and 5 for paid and unpaid leave rules and
                  regulations.

  --------------- -------------------------------------------------------

  --------------- -------------------------------------------------------
  *Part-Time      Part-time physicians and dentists who have a tour of
  Service*        duty of at least 20 hours per pay period may be paid
                  PSP.

  --------------- -------------------------------------------------------

  --------------- -------------------------------------------------------
  *Full-Time      Physicians and dentists under PSP who are employed on a
  Status*         full-time basis are considered to be in an on-call
                  status 24 hours a day, 7 days a week.

  --------------- -------------------------------------------------------

[]{#Chapter_14 .anchor}**Chapter 14. Alternative Work Schedules**

**OVERVIEW**

+--------------+-------------------------------------------------------+
| *I           | There are two types of work schedules jointly         |
| ntroduction* | referred to as *Alternative Work Schedules* or *AWS*. |
|              | They are *Compressed Work Schedules (CWS)*, and       |
|              | *Flexible Work Schedules (FWS)*. AWS schedules are    |
|              | available to employees upon approval from their       |
|              | Operating Division head or Regional Director.         |
|              |                                                       |
|              | There are many types of flexible work schedules and   |
|              | compressed work schedules under an *AWS*. This        |
|              | handbook does not attempt to cover every situation    |
|              | that may arise under an *AWS*. Also, since *AWS*      |
|              | programs for bargaining unit employees are            |
|              | established by negotiated agreements, bargaining unit |
|              | employees and their supervisors and managers should   |
|              | consult the applicable agreement for its provisions.  |
|              |                                                       |
|              | There is no authority to create a separate work       |
|              | schedule that combines flexible and compressed work   |
|              | schedules benefits. Do not \"borrow\" selectively     |
|              | from both schedules to establish another work         |
|              | schedule that provides unauthorized benefits. There   |
|              | are, however, some forms of *flexible work schedules* |
|              | which do allow work to be compressed into fewer than  |
|              | 10 workdays in a biweekly pay period.                 |
+--------------+-------------------------------------------------------+

  --------------- -------------------------------------------------------
  *Time           Agencies participating in AWS programs must establish
  Accounting      time accounting methods that provide the supervisor
  Method*         with \"affirmative\" or personal knowledge of each
                  employee\'s entitlement to pay by showing number of
                  hours of duty, attendance, and nature and length of
                  absences.

  --------------- -------------------------------------------------------

+--------------+-------------------------------------------------------+
| *For         | See the Handbook on Alternative Work Schedules by OPM |
| Additional   | (12/96), or                                           |
| Information* |                                                       |
|              | HHS-Instruction 610-1 (6/17/96).                      |
| > 187        |                                                       |
|              | For non-standard tours (Firefighters and Law          |
|              | Enforcement Officials), see Chapter 12, Other         |
|              | Employees.                                            |
+--------------+-------------------------------------------------------+

**COMPRESSED WORK SCHEDULES - Overview**

+--------------+-------------------------------------------------------+
| *I           | A *compressed work schedule* or *CWS* is one in which |
| ntroduction* | an employee\'s basic work requirement for each pay    |
|              | period is [scheduled]{.underline} by the Agency for   |
|              | less than 10 days. An OPDIV may have more than one    |
|              | CWS from which an employee may select his/her         |
|              | preferred schedule.                                   |
|              |                                                       |
|              | **Compressed work schedules are always                |
|              | [fixed]{.underline} schedules. They are *not*         |
|              | flexible.** Once approved, full-time and part-time    |
|              | employees work the same scheduled days and hours each |
|              | pay period, unless there is a change made in writing  |
|              | prior to the beginning of the pay period.             |
|              |                                                       |
|              | **Credit Hours:** Employees on compressed work        |
|              | schedules ***may not earn or use credit hours***.     |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Compressed  | *Full-time employees* on CWS are required to work     |
| Work         | their 80 hour tours in less than 10 days in a         |
| Schedules*   | bi-weekly pay period. *Part-Time Employees* on CWS    |
|              | work fewer than 80 hours a biweekly pay period, but   |
|              | they are also required to complete their tour hours   |
|              | in less than 10 workdays during the bi-weekly pay     |
|              | period.                                               |
|              |                                                       |
|              | Examples of 80-hour CWS schedules:                    |
|              |                                                       |
|              | 1.10 hours a day, 4 days a week                       |
|              |                                                       |
|              | 2.9 hours a day for 8 days, 8 hours one day, and one  |
|              | day off each pay period                               |
|              |                                                       |
|              | 3.13 hours and 20 minutes a day, 3 days a week        |
|              |                                                       |
|              | CWS employees *do not* earn overtime for hours worked |
|              | that are part of their regularly scheduled tours,     |
|              | even if the hours are over 8 in a day.                |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Important*  | When a full-time employee on a compressed work        |
|              | schedule goes on travel, to a training class, or is   |
| > 188        | temporarily assigned to an office without CWS,        |
|              | supervisors may change the employee\'s work schedule  |
|              | to a regular or flexible work schedule for that pay   |
|              | period (or pay periods, if appropriate). However, any |
|              | changes required [must]{.underline} be made in        |
|              | writing prior to the beginning of the pay period.     |
|              | **No changes may be made after a pay period has       |
|              | started.**                                            |
|              |                                                       |
|              | If the pay period has already started and             |
|              | travel/training is required, the supervisor may       |
|              | consider approving compensatory time or overtime for  |
|              | the employee\'s regular day off.                      |
+--------------+-------------------------------------------------------+

**COMPRESSED WORK SCHEDULES - Overview**

+--------------+-------------------------------------------------------+
| *Regular     | Regular hours for CWS employees are the same as for   |
| Hours*       | regular or flexible schedules. They are still regular |
|              | hours, but hours are recorded on the time and         |
|              | attendance record only on the days CWS employees are  |
|              | scheduled to work. On unscheduled days, nothing is    |
|              | recorded. **Exception:** Such things as military      |
|              | leave, continuation of pay, overtime, etc. See the    |
|              | following respective sections.                        |
|              |                                                       |
|              | **Reminder:** Compressed Work Schedules are *fixed    |
|              | schedules*. CWS employees work the same schedule each |
|              | day unless there is a change made in writing prior to |
|              | the beginning of the pay period.                      |
|              |                                                       |
|              | Any hours scheduled for CWS employees must be         |
|              | accounted for with hours worked or leave used.        |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *CWS         | **Example 1:** Chris is scheduled to work 10 hours a  |
| Examples*    | day, Monday through Thursday, from 7:30 a.m. to 6:00  |
|              | p.m., with lunch from 11:30 a.m. to 12:00 noon. He    |
| > 189        | worked the full scheduled tour this pay period. The   |
|              | pay period total is:                                  |
|              |                                                       |
|              | 80 regular hours (10 each day, Monday through         |
|              | Thursday, both weeks).                                |
|              |                                                       |
|              | No hours are recorded on days that Chris is not       |
|              | scheduled to work.                                    |
|              |                                                       |
|              | **Example 2:** Joy works eight 9-hour days, Monday    |
|              | through Thursday, both weeks, (8:00 a.m. to 5:30      |
|              | p.m.); one 8-hour day on Friday, Week 1, (8:00 a.m.   |
|              | to 4:30 p.m.); and is off on Friday of Week 2.        |
|              |                                                       |
|              | Her lunch break is from 12:00 noon to 12:30 p.m. She  |
|              | worked her regular schedule. The pay period total is: |
|              |                                                       |
|              | 80 regular hours (9 each day, Monday through          |
|              | Thursday, both weeks; and 8 hours on Friday, Week 1). |
|              |                                                       |
|              | No hours are recorded on days that Joy is not         |
|              | scheduled to work. Had she used annual leave on one   |
|              | Monday, the pay period total would be:                |
|              |                                                       |
|              | 9 hours annual leave (Monday, Week 1); and 71 regular |
|              | hours.                                                |
|              |                                                       |
|              | She *must account* for her scheduled number of hours  |
|              | with leave.                                           |
+--------------+-------------------------------------------------------+

**COMPRESSED WORK SCHEDULES - Overtime and Compensatory Time**

+--------------+-------------------------------------------------------+
| *Overtime*   | Employees on compressed work schedules are regularly  |
|              | scheduled to work more than 8 hours on most days.     |
|              |                                                       |
|              | *Full-time employees* on CWS schedules do *not* earn  |
|              | overtime for working over 8 hours in a day as a part  |
|              | of their scheduled tour. They *do* earn overtime time |
|              | for working hours over their scheduled tour, and/or   |
|              | for working more than 80 hours in a *pay period*.     |
|              |                                                       |
|              | **Example:** Jo is scheduled to work 10 hours a day.  |
|              | If she works 11 hours one day, she is paid 1 hour of  |
|              | overtime (*not* 3 hours).                             |
|              |                                                       |
|              | *Part-time employees* on CWS schedules do *not* earn  |
|              | overtime for hours in excess of their compressed work |
|              | schedules *unless it is more than 8 hours in a day or |
|              | 40 hours per week*. For hours worked over 8 in a day  |
|              | or 40 hours in a week that are *not* a part of their  |
|              | regular schedules, they *do* earn overtime.           |
|              |                                                       |
|              | **Example:** Larry is scheduled to work 5 hours a     |
|              | day. If he works 8 hours one day, he is paid 8        |
|              | regular hours. If he works 10 hours, he is paid 8     |
|              | regular hours and 2 hours of overtime (*not* 5        |
|              | hours).                                               |
|              |                                                       |
|              | As with other employees, overtime for employees on    |
|              | compressed work schedules must be requested and       |
|              | approved in writing, in advance.                      |
|              |                                                       |
|              | **Note:** See Chapters 10 and 11 for more information |
|              | on overtime.                                          |
+--------------+-------------------------------------------------------+

  --------------- -------------------------------------------------------
  *Overtime Rate* Overtime pay is 1½ times the hourly rate of basic pay,
                  not to exceed 1½ times the hourly rate of basic pay of
                  GS-10, step 1.

  --------------- -------------------------------------------------------

+--------------+-------------------------------------------------------+
| *            | Employees on compressed work tours may be granted     |
| Compensatory | compensatory time off, instead of payment for, an     |
| Time*        | equal amount of irregular or occasional overtime.     |
|              | Like overtime, compensatory time must be requested    |
|              | and approved in writing, in advance.                  |
|              |                                                       |
|              | **Reminder:** Compensatory time must be earned before |
|              | it is used.                                           |
|              |                                                       |
|              | **Note:** See Chapters 10 and 11 for more information |
|              | on compensatory time.                                 |
+--------------+-------------------------------------------------------+

**COMPRESSED WORK SCHEDULES - Overtime and Compensatory Time**

+--------------+-------------------------------------------------------+
| *Examples*   | **Example 1:** Joe works 10 hours a day, Monday       |
|              | through Thursday, from 7:00 a.m. to 5:30 p.m., with   |
| > 190        | lunch from 11:30 a.m. to noon. During Week 1, he      |
|              | worked 12 hours on Tuesday and Wednesday (2 hours of  |
|              | unscheduled irregular or occasional overtime each     |
|              | day). During Week 2, Joe worked his regular tour,     |
|              | plus 8 hours of regularly scheduled overtime on       |
|              | Friday. The pay period totals are:                    |
|              |                                                       |
|              | 80 regular hours (10 each day, Monday through         |
|              | Thursday, both weeks);                                |
|              |                                                       |
|              | 4 irregular overtime hours (2 each day, Tuesday and   |
|              | Wednesday, Week 1); and                               |
|              |                                                       |
|              | 8 regularly scheduled overtime hours (Friday, Week    |
|              | 2).                                                   |
|              |                                                       |
|              | **Clarification:** Joe worked 2 hours over his        |
|              | regularly scheduled tour on Tuesday and Wednesday,    |
|              | Week 1, and is therefore paid overtime for these 4    |
|              | hours. (**Note:** The 4 hours could be compensatory   |
|              | hours rather than overtime, if Joe requests it and it |
|              | is approved in advance.) Since Friday was Joe\'s      |
|              | regular day off, he was paid overtime for the 8 hours |
|              | worked. (**Note:** These 8 hours could not be         |
|              | compensatory hours because they were regularly        |
|              | scheduled overtime hours.)                            |
|              |                                                       |
|              | **Example 2:** During the first week of the pay       |
|              | period Julia works 8 hours (8:00 a.m. - 4:30 p.m.) on |
|              | Monday, 9 hours (8:00 a.m. - 5:30 p.m.) Tuesday       |
|              | through Friday (Week 1) and Monday through Thursday   |
|              | (Week 2). Her lunch break is from noon to 12:30 p.m.  |
|              | and Friday is her day off.                            |
|              |                                                       |
|              | On Thursday, Week 2, of the current pay period, she   |
|              | worked 12 hours (3 hours of regularly scheduled       |
|              | overtime). The pay period totals are:                 |
|              |                                                       |
|              | 80 regular hours (8 on Monday, Week 1, and 9 each day |
|              | Tuesday through Friday, Week 1, and Monday through    |
|              | Thursday, Week 2); and                                |
|              |                                                       |
|              | 3 regularly scheduled overtime hours (Thursday, Week  |
|              | 2).                                                   |
|              |                                                       |
|              | **Clarification:** Julia is paid overtime for the 3   |
|              | hours worked over her regular schedule.               |
+--------------+-------------------------------------------------------+

**COMPRESSED WORK SCHEDULES-Night Differential**

+--------------+-------------------------------------------------------+
| *I           | Employees on compressed work schedules who work       |
| ntroduction* | nights as part of their scheduled tours are entitled  |
|              | to receive night differential pay.                    |
|              |                                                       |
|              | For detailed information, see Chapters 10 and 11.     |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Night       | *[GS employees]{.underline}* on CWS earn night        |
| D            | differential for all hours of the compressed tour     |
| ifferential* | between 6:00 p.m. and 6:00 a.m.                       |
|              |                                                       |
| > ![         | *[FWS employees]{.underline}* on CWS earn night shift |
| ](media/imag | differentials if the majority of their hours fall     |
| e2.wmf){widt | within the second or third shift. For example:        |
| h="0.7430555 |                                                       |
| 555555556in" | -   If 6 or more hours of a 10 hour tour fall in the  |
| > height=    |     second shift, the employee earns second shift     |
| "0.308333333 |     differential for the entire shift.                |
| 33333335in"} |                                                       |
| >            | -   If 5 or more hours of a 9-hour tour fall in the   |
| > 191        |     third shift, then the employee earns a third      |
|              |     shift differential for the entire shift.          |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Examples*   | **Example** - *GS Employees*: Vince works from 12:00  |
|              | midnight to 10:30 a.m., Monday through Thursday, both |
| > 192        | weeks, with a meal break from 3:00 to 3:30 a.m. The   |
|              | pay period totals are:                                |
|              |                                                       |
|              | 80 regular hours (10 each day Monday through          |
|              | Thursday, both weeks); and                            |
|              |                                                       |
|              | 44 hours of night differential (5:30 each day Monday  |
|              | through Thursday, both weeks, for the hours worked    |
|              | between midnight and 6:00 a.m., excluding the meal    |
|              | break).                                               |
|              |                                                       |
|              | **Example** - *FWS Employees*: Henry works from 12:00 |
|              | midnight to 10:30 a.m., Monday through Thursday, both |
|              | weeks, with a meal break from 3:00 to 3:30 a.m., both |
|              | weeks. The pay period totals are:                     |
|              |                                                       |
|              | 80 regular hours (10 each day Monday through          |
|              | Thursday, both weeks); and                            |
|              |                                                       |
|              | 80 hours of night differential - Shift 3 (10 each day |
|              | Monday through Thursday, both weeks because more than |
|              | half the tour falls in the third shift).              |
+--------------+-------------------------------------------------------+

**COMPRESSED WORK SCHEDULES-Sunday Premium Pay**

+--------------+-------------------------------------------------------+
| *I           | *Full-time employees* on compressed work schedules    |
| ntroduction* | earn Sunday premium pay just as those employees do    |
|              | who work regular schedules. Only *full-time           |
|              | employees* are eligible for Sunday premium pay.       |
|              |                                                       |
|              | *Part-time employees* are not eligible for Sunday     |
|              | premium pay.                                          |
|              |                                                       |
|              | **Note:** Sunday premium pay is also referred to as   |
|              | Sunday differential.                                  |
|              |                                                       |
|              | For detailed information about Sunday premium pay,    |
|              | see Chapters 10 and 11.                               |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Sunday      | *Full-time employees* on CWS who work on Sundays as   |
| Premium Pay* | part of their regularly scheduled tours receive       |
|              | Sunday premium pay. If *any part* of the tour falls   |
|              | on a Sunday, the employee earns Sunday premium for    |
|              | *all* the hours of the tour.                          |
|              |                                                       |
|              | Employees with compressed work schedules are the      |
|              | *only* employees allowed to earn more than 8 hours of |
|              | Sunday premium pay.                                   |
|              |                                                       |
|              | *Part-time employees* are not entitled to Sunday      |
|              | premium pay.                                          |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Example*    | Margaret is a GS employee who works 10 hours a day,   |
|              | from 7:00 a.m. to 5:30 p.m., Sunday through Wednesday |
| > 193        | both weeks, with a meal break from noon to 12:30 p.m. |
|              | The pay period totals are:                            |
|              |                                                       |
|              | 80 regular hours (10 each day, Sunday through         |
|              | Wednesday, both weeks); and                           |
|              |                                                       |
|              | 20 hours of Sunday premium (10 for each Sunday).      |
+--------------+-------------------------------------------------------+

**COMPRESSED WORK SCHEDULES-Holiday Worked**

+--------------+-------------------------------------------------------+
| *I           | Employees on compressed work schedules who are        |
| ntroduction* | regularly scheduled to work on a holiday are entitled |
|              | to holiday premium pay if they do work on the         |
|              | holiday, just as are those employees on regular       |
|              | schedules.                                            |
|              |                                                       |
|              | CWS employees earn holiday worked premium pay up to   |
|              | the number of hours they are regularly scheduled to   |
|              | work on that day. Hours worked in excess of those     |
|              | regularly scheduled are overtime.                     |
|              |                                                       |
|              | **Example**: An employee regularly scheduled to work  |
|              | 10 hours a day may earn up to 10 hours of holiday     |
|              | premium pay for any hours worked. Any hours over 10   |
|              | would be overtime.                                    |
|              |                                                       |
|              | **Note:** Holiday worked premium pay is discussed in  |
|              | Chapters 10 and 11.                                   |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Example*    | Jerry works 10 hours a day, Monday through Thursday,  |
|              | from 8:00 a.m. to 6:30 p.m., with lunch from noon to  |
| > 194        | 12:30 p.m. On Monday of Week 2, which was a holiday,  |
|              | he worked 12 hours. The pay period totals are:        |
|              |                                                       |
|              | 70 regular hours (10 each day Monday through          |
|              | Thursday, Week 1, and 10 each day Tuesday through     |
|              | Thursday, Week 2);                                    |
|              |                                                       |
|              | 10 holiday not worked hours (Monday, Week 2);         |
|              |                                                       |
|              | 10 holiday worked hours (Monday, Week 2); and         |
|              |                                                       |
|              | 2 overtime hours (Monday, Week 2).                    |
+--------------+-------------------------------------------------------+

**COMPRESSED WORK SCHEDULES-Leave**

+--------------+-------------------------------------------------------+
| *I           | Employees on compressed work schedules earn and use   |
| ntroduction* | paid leave and unpaid leave just like other           |
|              | employees. The difference is that the employees       |
|              | generally have more hours for which they must         |
|              | account.                                              |
|              |                                                       |
|              | For instance, whether using paid or unpaid leave, if  |
|              | the employee is scheduled to work 8 hours one day,    |
|              | he/she must use 8 hours of leave; for 9-hour days -   |
|              | 9, for 10-hour days - 10, etc.                        |
|              |                                                       |
|              | **Note:** Leave is discussed in Chapters 4 and 5.     |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Examples*   | **Example 1:** Ferdinand works 10 hours a day, Monday |
|              | through Thursday, from 7:30 a.m. to 6:00 p.m., with   |
| > 195        | lunch from 11:30 a.m. to noon. On Monday of Week 2,   |
|              | he used a full day of annual leave. The pay period    |
|              | totals are:                                           |
|              |                                                       |
|              | 70 regular hours (10 each day Monday through          |
|              | Thursday, Week 1, and Tuesday through Thursday, Week  |
|              | 2; and                                                |
|              |                                                       |
|              | 10 annual leave hours (Monday, Week 2).               |
|              |                                                       |
|              | Ferdinand spent 80 hours in a pay status.             |
|              |                                                       |
|              | **Example 2:** Maurice works 9 hours a day, from 8:00 |
|              | a.m. to 5:30 p.m., Monday through Friday, Week 1, and |
|              | Monday through Wednesday, Week 2. On Thursday, Week   |
|              | 2, he works from 8:00 a.m. to 4:30 p.m. Lunch is from |
|              | noon to 12:30 p.m. each day, and Friday is his day    |
|              | off.                                                  |
|              |                                                       |
|              | On Thursday, Week 2, Maurice was absent on sick leave |
|              | until 12:30 p.m. The pay period totals are:           |
|              |                                                       |
|              | 76 regular hours (9 each day Monday through Friday,   |
|              | Week 1, and Monday through Wednesday, Week 2, plus 4  |
|              | hours on Thursday, Week 2); and                       |
|              |                                                       |
|              | 4 sick leave hours (Thursday, Week 2).                |
|              |                                                       |
|              | **Clarification:** Maurice accounted for 80 hours.    |
|              | For his absence on Thursday, Week 2, he does not      |
|              | account for the meal break not used.                  |
+--------------+-------------------------------------------------------+

**COMPRESSED WORK SCHEDULES-Holiday Not Worked**

+--------------+-------------------------------------------------------+
| *I           | *Full-time employees* on compressed work schedules    |
| ntroduction* | who are regularly scheduled to work on a day          |
|              | designated as a holiday *or an \"in lieu of           |
|              | holiday\"*, are entitled to as many hours of holiday  |
|              | leave as they would regularly have worked that day.   |
|              |                                                       |
|              | *Part-time employees* on compressed work schedules    |
|              | who are regularly scheduled to work on a day          |
|              | designated as a holiday are entitled to as many hours |
|              | of holiday leave as they would regularly have worked  |
|              | that day. Part-time employees are *not* entitled to   |
|              | holiday leave for holidays that are celebrated on     |
|              | *\"in lieu of holidays\"*.                            |
|              |                                                       |
|              | This means that if Christmas falls on a Saturday, and |
|              | the \"in lieu of holiday\" is Friday, a part-time     |
|              | employee is not entitled to the Friday as a holiday,  |
|              | even if he/she were scheduled to work on that day.    |
|              | However, in such a situation, the employee may be     |
|              | granted excused absence (administrative leave) where, |
|              | for example, the office is closed.                    |
|              |                                                       |
|              | **Reminder:** An *\"in lieu of holiday\"* is when the |
|              | holiday actually falls on one day, but is celebrated  |
|              | on another day. For example, if a holiday falls on a  |
|              | Saturday and full-time employees are given a day off  |
|              | on Friday to celebrate, Friday is the \"in lieu of    |
|              | holiday\" day off; or if the holiday falls on a       |
|              | Sunday, and they are given a day off on Monday to     |
|              | celebrate, Monday is the \"in lieu of holiday\" day   |
|              | off.                                                  |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Holidays on | Employees on CWS sometimes have a situation in which  |
| Nonwork      | holidays fall on their regularly scheduled off days.  |
| Days*        | To determine the \"in lieu of\" holiday day off when  |
|              | the holiday falls on a nonworkday for *full-time CWS  |
| > 196        | employees*:                                           |
|              |                                                       |
|              | a.Nonworkdays Other than Sunday - If a holiday falls  |
|              | on any day except Sunday, and the day is a nonworkday |
|              | for the employee, the employee\'s preceding workday   |
|              | will be the designated the \"in lieu of\" holiday day |
|              | off.                                                  |
|              |                                                       |
|              | b.Sunday Nonworkdays - If a holiday falls on a        |
|              | Sunday, and Sunday is a nonworkday for the employee,  |
|              | the following workday will be the employee\'s         |
|              | designated \"in lieu of\" holiday day off.            |
+--------------+-------------------------------------------------------+

**COMPRESSED WORK SCHEDULES-Holiday Not Worked**

  --------------- -------------------------------------------------------
  *Caution*       *Part-time CWS employees* are *not* entitled to an \"in
                  lieu of\" holiday day off when a holiday falls on a
                  nonworkday for the employee.

  --------------- -------------------------------------------------------

  --------- ------------ ------------ --------------------------------------- -------------
  *Table*                Use the                                              
                         following                                            
                         table to                                             
                         determine                                            
                         \"in lieu of                                         
                         holiday\"                                            
                         days off for                                         
                         *full-time                                           
                         employees*                                           
                         on                                                   
                         compressed                                           
                         work                                                 
                         schedules.                                           

            IF THE                    THEN THE EMPLOYEE IS OFF\...            
            HOLIDAY                                                           
            FALLS ON\...                                                      

            A scheduled               That day for the number of hours he/she 
            workday,                  was scheduled to work.                  

            Any day                   The workday before the holiday.         
            except                                                            
            Sunday,                                                           

            Sunday,                   The workday after the holiday.          
  --------- ------------ ------------ --------------------------------------- -------------

  --------------- -------------------------------------------------------
                  

  --------------- -------------------------------------------------------

+--------------+-------------------------------------------------------+
| *Full-Time   | **Example 1:** Candace works 10 hours a day, Monday   |
| Employee     | through Thursday, from 7:30 a.m. to 6:00 p.m., with   |
| Examples*    | lunch from 11:30 a.m. to noon. During the first week  |
|              | of the pay period, Christmas was on a Saturday, which |
| > 197        | is a nonwork day for her. The pay period totals are:  |
|              |                                                       |
|              | 70 regular hours (10 each day, Monday through         |
|              | Wednesday, Week 1, and Monday through Thursday, Week  |
|              | 2); and                                               |
|              |                                                       |
|              | 10 holiday not worked hours (Thursday, Week 1).       |
|              |                                                       |
|              | **Clarification:** Friday is also a nonworkday for    |
|              | Candace, so she was granted holiday leave for the     |
|              | previous Thursday as the \"in lieu of holiday\" day   |
|              | off.                                                  |
|              |                                                       |
|              | **Example 2:** Roberto is scheduled to work Tuesday   |
|              | through Friday, 10 hours a day, from 6:30 a.m. to     |
|              | 5:00 p.m., with a 30 minute lunch break each day.     |
|              | During Week 1, Tuesday was Christmas and this year,   |
|              | by presidential order, Monday was also a holiday. New |
|              | Year\'s Day was Tuesday, Week 2. The pay period       |
|              | totals are:                                           |
|              |                                                       |
|              | 50 regular hours (10 each day Thursday and Friday,    |
|              | Week 1, and Wednesday through Friday, Week 2); and    |
|              |                                                       |
|              | 30 holiday not worked hours (10 each day Tuesday and  |
|              | Wednesday, Week 1, and Tuesday, Week 2).              |
+--------------+-------------------------------------------------------+

**COMPRESSED WORK SCHEDULES-Holiday Not Worked**

+--------------+-------------------------------------------------------+
| *Full-Time   | **Example 2 (cont.):**                                |
| Employee     |                                                       |
| Examples*    | **Clarification:** Since Roberto is normally off on   |
|              | Monday, which was the holiday granted by Presidential |
| > 198        | order, and he was off on Tuesday for Christmas,       |
|              | Roberto was granted the day after the holiday for his |
|              | \"in lieu of\" holiday day off for Monday. He was     |
|              | also off on Tuesday, Week 2, for New Year\'s.         |
|              |                                                       |
|              | **Example 3:** Natalie is scheduled to work 9-hour    |
|              | days (8:00 a.m. to 5:30 p.m.), Monday through Friday, |
|              | Week 1, and Monday through Wednesday, Week 2. On the  |
|              | second Thursday, she is scheduled for 8 hours (8:00   |
|              | a.m. to 4:30 p.m.), and Friday is her day off. Her    |
|              | lunch break is from 12:00 noon to 12:30 p.m.          |
|              |                                                       |
|              | During the second week of the pay period, Monday was  |
|              | Memorial Day. Natalie was off for the holiday off and |
|              | worked her regular schedule the balance of the pay    |
|              | period. The pay period totals are:                    |
|              |                                                       |
|              | 71 regular hours (9 each day, Monday through Friday,  |
|              | Week 1, and Tuesday and Wednesday, Week 2, plus 8     |
|              | hours on Thursday, Week 2); and                       |
|              |                                                       |
|              | 9 holiday not worked hours (Monday, Week 2).          |
|              |                                                       |
|              | **Clarification:** Natalie is granted holiday leave   |
|              | for the number of hours she was normally scheduled to |
|              | work on the holiday, Monday, Week 2.                  |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Part-Time   | **Example 1:** Kevin works 40 hours a pay period, 6   |
| Employee     | hours a day Monday through Friday, Week 1, and 10     |
| Examples*    | hours on Monday, Week 2, During the first week of the |
|              | pay period, Monday was Labor Day holiday. The pay     |
| > 199        | period totals are:                                    |
|              |                                                       |
|              | 30 regular hours (6 each day, Monday through Friday,  |
|              | Week 1); and                                          |
|              |                                                       |
|              | 10 holiday not worked hours (Monday, Week 2).         |
|              |                                                       |
|              | **Clarification:** Kevin is granted 10 hours of       |
|              | holiday leave on the second Monday because he is      |
|              | regularly scheduled to work 10 hours on that day.     |
+--------------+-------------------------------------------------------+

**COMPRESSED WORK SCHEDULES-Holiday Not Worked**

+--------------+-------------------------------------------------------+
| *Part-Time   | **Example 2:** Carrie works 5 hours a day Monday      |
| Employee     | through Thursday, both weeks. The 4th of July was on  |
| Examples     | Friday of Week 2. Full-time employees on CWS          |
| (cont.)*     | schedules, whose regular day off was on Friday, were  |
|              | granted an \"in lieu of\" holiday day off on that     |
| > 200        | Thursday. Carrie worked her regular schedule. The pay |
|              | period totals are:                                    |
|              |                                                       |
|              | 40 regular hours (5 each day, Monday through          |
|              | Thursday, both weeks).                                |
|              |                                                       |
|              | **Clarification:** Carrie is not entitled to an \"in  |
|              | lieu of\" holiday day off because she is a part-time  |
|              | employee. Part-time employees are not entitled to an  |
|              | \"in lieu of\" holiday when a holiday falls on a      |
|              | nonworkday for the employee. She is paid her basic    |
|              | rate of pay for Thursday.                             |
+--------------+-------------------------------------------------------+

**COMPRESSED WORK SCHEDULES-Military Leave**

+--------------+-------------------------------------------------------+
| *I           | Regulations for military leave are the same for CWS   |
| ntroduction* | employees as they are for regular employees. Hours    |
|              | are recorded a little differently to account for the  |
|              | CWS schedules.                                        |
|              |                                                       |
|              | Military leave is covered in Chapter 4.               |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Military    | *[Regular Military Leave]{.underline}* - For          |
| Leave*       | regularly scheduled workdays, always charge the       |
|              | number of tour hours scheduled for the entire day     |
| > 201        | that the employee is absent on regular military       |
|              | leave.                                                |
|              |                                                       |
|              | For all non-workdays that fall within the period of   |
|              | time covered by the military orders, *regardless* of  |
|              | the number of hours the employee works on a tour day, |
|              | record 8 hours as non-tour military leave.            |
|              |                                                       |
|              | **Note:** For every day absent, 1 full day is         |
|              | subtracted from the regular military leave balance.   |
|              |                                                       |
|              | *[Military Leave for Parades and                      |
|              | Encampments]{.underline}* - Always charge the number  |
|              | of tour hours scheduled for the entire day absent on  |
|              | military leave for parades and encampments.           |
|              |                                                       |
|              | *[Special Military Leave]{.underline}* - Charge       |
|              | special military leave in the same increments as      |
|              | annual and sick leave (i.e., 15 minutes, 30 minutes,  |
|              | 45 minutes, 1 hour).                                  |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Examples*   | **Example 1:** Enrique works a CWS, 10 hours a day,   |
|              | Monday through Thursday, with a 30 minute lunch break |
| > 202        | each day. He was absent on regular military leave     |
|              | beginning Monday, Week 1, and returning on Wednesday  |
|              | of Week 2. The pay period totals are:                 |
|              |                                                       |
|              | 60 regular military leave hours (10 each day Monday   |
|              | through Thursday, Week 1, and Monday through Tuesday, |
|              | Week 2);                                              |
|              |                                                       |
|              | 24 non-tour military leave hours (8 each day, Friday  |
|              | and Saturday, Week 1, and Sunday, Week 2); and        |
|              |                                                       |
|              | 20 regular hours (10 each day Wednesday and Thursday, |
|              | Week 2).                                              |
|              |                                                       |
|              | Nine days are subtracted from his military leave      |
|              | balance.                                              |
+--------------+-------------------------------------------------------+

**COMPRESSED WORK SCHEDULES-Military Leave**

+--------------+-------------------------------------------------------+
| *Examples    | **Example 2:** Violet works a CWS. Her tour is 9      |
| (cont.)*     | hours a day during the first week of the pay period,  |
|              | Monday through Friday, and also during the second     |
| > 203        | week, Monday through Wednesday, from 8:00 a.m. to     |
|              | 5:30 p.m., with lunch from noon to 12:30 p.m. On      |
|              | Thursday of the second week of the pay period, her    |
|              | tour is 8 hours a day from 8:00 a.m. to 4:30 p.m.,    |
|              | with lunch from noon to 12:30 p.m. Friday is her day  |
|              | off.                                                  |
|              |                                                       |
|              | Per her orders, Violet was absent on regular military |
|              | leave for the entire pay period, beginning on Monday  |
|              | of Week 1 and continuing into the following pay       |
|              | period. The pay period totals are:                    |
|              |                                                       |
|              | 80 regular military leave hours (9 each day Monday    |
|              | through Friday, Week 1, and Monday through Wednesday, |
|              | Week 2, plus 8 on Thursday, Week 2); and              |
|              |                                                       |
|              | 32 non-tour military leave hours (8 each day          |
|              | Saturday, Week 1, and Sunday, Friday, and Saturday,   |
|              | Week 2).                                              |
|              |                                                       |
|              | Thirteen days are subtracted from her military leave  |
|              | balance.                                              |
|              |                                                       |
|              | **Example 3:** Jason works a CWS, 10 hours a day,     |
|              | Monday through Thursday, with a 30 minute lunch break |
|              | each day. Per his orders, he was absent on military   |
|              | leave for parades and encampments all of Week 2. The  |
|              | pay period totals are:                                |
|              |                                                       |
|              | 40 regular hours (10 each day Monday through          |
|              | Thursday, Week 1); and                                |
|              |                                                       |
|              | 40 military leave for parades and encampments hours   |
|              | (10 each day Monday through Thursday, Week 2).        |
+--------------+-------------------------------------------------------+

**COMPRESSED WORK SCHEDULE-Continuation of Pay**

  ---------------- -------------------------------------------------------
  *Introduction*   Employees on compressed work schedules are entitled to
                   45 days of continuation of pay (COP) for injuries
                   received on the job, just as are those on regular
                   schedules. See Chapter 6 for regulations on COP.

  ---------------- -------------------------------------------------------

+--------------+-------------------------------------------------------+
| *            | For CWS employees, charge COP for the number of hours |
| Continuation | regularly scheduled for each workday of the tour that |
| of Pay*      | the employee is absent, starting the day after the    |
|              | injury. For non-workdays during the period of time    |
| > 204        | covered by the medical certificate, charge *8 hours,* |
|              | *regardless* of the number of hours the employee      |
|              | normally works each workday.                          |
|              |                                                       |
|              | If the employee returns to work and then uses part of |
|              | a day for a doctor\'s appointment related to the      |
|              | injury, charge the actual amount of time absent to    |
|              | COP.                                                  |
|              |                                                       |
|              | For each day or partial day absent, 1 full day is     |
|              | subtracted from the 45-day COP balance. **Reminder:** |
|              | For absence on the day of injury, charge              |
|              | administrative leave for the hours absent.            |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Example*    | Charlie works Monday through Thursday, 10 hours a     |
|              | day, 7:00 a.m. to 5:30 p.m., with lunch from 11:30    |
| > 205        | a.m. to noon. On Tuesday at 2:30 p.m., Week 1,        |
|              | Charlie broke his leg while on the job. He was        |
|              | granted COP and was absent until Wednesday of Week 2. |
|              | On Thursday, Week 2, he went to a doctor\'s           |
|              | appointment, using COP from 3:30 to 5:30 p.m. The pay |
|              | period totals are:                                    |
|              |                                                       |
|              | 35 regular hours (10 on Monday and 7 on Tuesday, Week |
|              | 1, plus 10 on Wednesday and 8 on Thursday, Week 2);   |
|              |                                                       |
|              | 3 administrative leave hours (Tuesday, Week 1);       |
|              |                                                       |
|              | 42 COP hours (10 each day, Wednesday and Thursday,    |
|              | Week 1, and Monday and Tuesday, Week 2, plus 2 on     |
|              | Thursday, Week 2); and                                |
|              |                                                       |
|              | 24 non-tour COP hours (8 each day Friday and          |
|              | Saturday, Week 1, and Sunday, Week 2).                |
|              |                                                       |
|              | Eight COP days are subtracted from Charlie\'s 45-day  |
|              | COP balance.                                          |
+--------------+-------------------------------------------------------+

**COMPRESSED WORK SCHEDULE-Religious Compensatory Time**

+--------------+-------------------------------------------------------+
| *I           | Employees on compressed work schedules are entitled   |
| ntroduction* | to earn and use religious compensatory time, just as  |
|              | those on regular schedules.                           |
|              |                                                       |
|              | For rules regarding religious compensatory time, see  |
|              | Chapter 7.                                            |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Religious   | *Full-time CWS employees* earn religious compensatory |
| Compensatory | time by working more hours a day than are in their    |
| Time*        | scheduled tour, and/or for working more than 80 hours |
|              | in a *pay period*.                                    |
| > 206        |                                                       |
|              | **Example:** Brenna is scheduled to work 10 hours a   |
|              | day. If she works 12 hours a day, she earns 2 hours   |
|              | of religious compensatory time.                       |
|              |                                                       |
|              | *Part-time CWS employees* earn religious compensatory |
|              | time by working more than 8 hours in a day or 40      |
|              | hours per week.                                       |
|              |                                                       |
|              | **Example:** Jim is scheduled to work 5 hours a day.  |
|              | If he works 11 hours a day, he is paid for 8 regular  |
|              | hours and earns 3 hours of religious compensatory     |
|              | time (*not* 6 hours).                                 |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Full-Time   | Pattie works 9 hours a day during the first week of   |
| Employee     | the pay period (8:00 a.m. to 5:30 p.m., with lunch    |
| Example*     | from noon to 12:30 p.m.), and 9 hours a day during    |
|              | the second week, Monday through Wednesday. On         |
| > 207        | Thursday her tour is 8 hours (until 4:30 p.m.).       |
|              | Friday is her day off. During Week 1, Pattie worked   |
|              | an extra hour each day, to earn 5 hours of religious  |
|              | compensatory time. She used religious compensatory    |
|              | time for the entire day on Monday, Week 2. The pay    |
|              | period totals are:                                    |
|              |                                                       |
|              | 71 regular hours (9 each day Monday through Friday,   |
|              | Week 1, plus 9 on Tuesday and Wednesday and 8 on      |
|              | Thursday, Week 2);                                    |
|              |                                                       |
|              | 9 religious comp time hours used (Monday, Week 2);    |
|              | and                                                   |
|              |                                                       |
|              | 5 religious comp hours earned (1 each day Monday      |
|              | through Friday, Week 1).                              |
|              |                                                       |
|              | Pattie must earn 4 more religious comp hours to repay |
|              | what she used. **Note:** She cannot earn regular comp |
|              | time or overtime until she has repaid the religious   |
|              | comp hours.                                           |
+--------------+-------------------------------------------------------+

**COMPRESSED WORK SCHEDULE-Religious Compensatory Time**

+--------------+-------------------------------------------------------+
| *Part-Time   | Ginger works 6 hours a day (8:00 a.m. to 2:30 p.m.,   |
| Employee     | with lunch from noon to 12:30 p.m.), both weeks of    |
| Example*     | the pay period.                                       |
|              |                                                       |
| > 208        | During Week 1, Ginger worked until 3:30 p.m. each day |
|              | and 7 hours on Saturday. In Week 2, she worked until  |
|              | 5:30 p.m. Monday through Thursday, and used 6 hours   |
|              | of religious compensatory time all day on Friday. The |
|              | pay period totals are:                                |
|              |                                                       |
|              | 72 regular hours (7 each day Monday through Friday,   |
|              | and 5 hours Saturday, Week 1, plus 8 each day Monday  |
|              | through Thursday, Week 2);                            |
|              |                                                       |
|              | 6 religious comp time hours used (Friday, Week 2);    |
|              | and                                                   |
|              |                                                       |
|              | 6 religious comp hours earned (2 on Saturday, Week 1, |
|              | and 1 each day Monday through Thursday, Week 2).      |
|              |                                                       |
|              | **Clarification:** Ginger worked one hour over her    |
|              | tour each day during the first week, but she did not  |
|              | work over 8 hours in a day. The extra hour each day   |
|              | is paid at regular pay. After working on Saturday,    |
|              | her total hours worked equaled 42, so the 2 hours     |
|              | over 40 may be credited to her religious comp earned. |
|              |                                                       |
|              | In Week 2, Ginger worked 3 hours over her tour each   |
|              | day Monday through Thursday, or 9 hours per day. The  |
|              | 1 hour over 8 each day is credited toward her         |
|              | religious comp earned.                                |
+--------------+-------------------------------------------------------+

  --------------- -------------------------------------------------------
  *Caution*       **Reminder:** Employees *cannot* earn overtime pay or
                  regular compensatory time until any religious comp
                  hours owed are repaid.

  --------------- -------------------------------------------------------

**COMPRESSED WORK SCHEDULE-Home Leave**

+--------------+-------------------------------------------------------+
| *I           | Always charge the scheduled tour hours for the entire |
| ntroduction* | day absent on home leave. A full day will be          |
|              | subtracted from the home leave balance for each day   |
|              | absent.                                               |
|              |                                                       |
|              | For the rules regarding home leave, see Chapter 4.    |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Examples*   | If the employee works 10 hours a day, 4 days a week,  |
|              | and is absent on home leave for one day, you enter 10 |
| > 209        | hours of home leave.                                  |
|              |                                                       |
|              | If the employee works 9 hours a day for 8 days, 8     |
|              | hours one day, and has one day off each pay period,   |
|              | and the employee uses home leave for one of the       |
|              | 9-hour days, you enter 9 hours of home leave.         |
+--------------+-------------------------------------------------------+

**COMPRESSED WORK SCHEDULE-Time Off Incentive Award**

+--------------+-------------------------------------------------------+
| *Time Off    | An employee on a compressed work schedule may be      |
| Incentive    | granted a Time Off Incentive Award up to the average  |
| Award Leave* | number of hours of work in the employee\'s biweekly   |
|              | scheduled tour of duty during a leave year.           |
| > 210        |                                                       |
|              | The employee may be granted a single contribution of  |
|              | time off leave up to 2 of the maximum amount that     |
|              | could be granted during the leave year.               |
+--------------+-------------------------------------------------------+

**FLEXIBLE WORK SCHEDULES - Overview**

+--------------+-------------------------------------------------------+
| *I           | A *flexible work schedule* or *FWS* includes          |
| ntroduction* | designated hours (**core hours**) and days **(core    |
|              | days)** when an employee **must** be present for      |
|              | work. It also includes designated hours during which  |
|              | an employee **may elect** to work in order to         |
|              | complete the employee\'s basic (non-overtime) work    |
|              | requirement. An OPDIV may have more than one FWS from |
|              | which an employee may select his or her preferred     |
|              | schedule.                                             |
|              |                                                       |
|              | **Flexible hours:** Flexible hours (also referred to  |
|              | as *flexible time bands, flexitime, or flextime*) are |
|              | the times during the workday, workweek, or pay        |
|              | period, within the tour of duty, during which an      |
|              | employee covered by a flexible work schedule may      |
|              | choose to vary his or her times of arrival to and     |
|              | departure from the worksite, consistent with the      |
|              | duties and requirements of the position. The flexible |
|              | time bands are established by the OPDIV. Do *not*     |
|              | confuse *flexitime* with *flexitour*.                 |
|              |                                                       |
|              | **Credit Hours:** All employees on flexible work      |
|              | schedules may earn and use *credit hours*, a system   |
|              | which allows more flexibility for the employee than   |
|              | would a normal tour.                                  |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Flexible    | Employees on flexible work schedules have a regularly |
| Work         | scheduled tour which determines their pay,            |
| Schedules*   | differentials, and leave. Employees can be either     |
|              | full time or part time.                               |
|              |                                                       |
|              | *Full-time employees* must work 80 hours per biweekly |
|              | pay period, or a multiple of this requirement, as     |
|              | determined by the OPDIV. *Part-time employees* work   |
|              | fewer hours than a full-time employee within a        |
|              | specified period of time, as determined by the OPDIV. |
|              |                                                       |
|              | There are several types of flexible work schedules.   |
|              | OPDIV Heads are responsible for establishing the FWS  |
|              | available for their OPDIVs. Regardless of those FWS   |
|              | available for their OPDIV, employees must obtain      |
|              | approvals from their supervisors prior to working     |
|              | them. Models of flexible work schedules are:          |
|              |                                                       |
|              | -   Flexitour                                         |
|              |                                                       |
|              | -   Gliding Schedule                                  |
|              |                                                       |
|              | -   Maxiflex                                          |
|              |                                                       |
|              | -   Variable Day Schedule                             |
|              |                                                       |
|              | -   Variable Week Schedule                            |
+--------------+-------------------------------------------------------+

**FLEXIBLE WORK SCHEDULES - Overview**

+--------------+-------------------------------------------------------+
| *Flexible    | The following are general descriptions and guidelines |
| Work         | of model flexible work schedules. For specific        |
| Schedules    | details and more information on different FWS         |
| Models*      | available at your OPDIV, see your local policy        |
|              | manual.                                               |
|              |                                                       |
|              | **Note:** Part-time employees work less than 80 hours |
|              | per biweekly pay period. For each of the flexible     |
|              | work schedules described, OPDIVs determine the number |
|              | of hours required for part-time employees for each    |
|              | specified period of time (i.e., daily, weekly,        |
|              | biweekly).                                            |
|              |                                                       |
|              | *[Flexitour]{.underline}* - A type of FWS in which    |
|              | employees are allowed to select starting and stopping |
|              | times within established flexible hours. However,     |
|              | once selected, the hours are fixed until the OPDIV    |
|              | provides an opportunity to select different starting  |
|              | and stopping times. Full-time employees must work 8   |
|              | hours a day, 40 hours a week, and 80 hours a biweekly |
|              | pay period.                                           |
|              |                                                       |
|              | *[Gliding Schedule]{.underline}* - A type of FWS in   |
|              | which employees may select a starting and stopping    |
|              | time each day, and may change starting and stopping   |
|              | times daily within established flexible hours.        |
|              | Full-time employees must work 8 hours a day, 40 hours |
|              | a week, and 80 hours a biweekly pay period.           |
|              |                                                       |
|              | *[Variable Day Schedule]{.underline}* - A type of FWS |
|              | containing core hours on each workday in the week.    |
|              | Full-time employees must work 40 hours in each week   |
|              | of the biweekly pay period. They may vary the number  |
|              | of hours worked on a given workday within the week,   |
|              | within the limits established for the organization.   |
|              |                                                       |
|              | *[Variable Week Schedule]{.underline}* - A type of    |
|              | FWS containing core hours on each workday in the      |
|              | week. Full-time employees must work 80 hours in a     |
|              | biweekly pay period. They may vary the number of      |
|              | hours worked on a given workday or the number of      |
|              | hours each week, within the limits established for    |
|              | the organization, as long as they account for core    |
|              | hours with work or leave.                             |
|              |                                                       |
|              | *[Maxiflex]{.underline}* - A type of FWS that         |
|              | contains core hours on [fewer]{.underline} than 10    |
|              | workdays in the biweekly pay period. Full-time        |
|              | employees must work 80 hours in a biweekly pay        |
|              | period. They may vary the number of hours worked on a |
|              | given workday or the number of hours worked each      |
|              | week, within the limits established for the           |
|              | organization.                                         |
+--------------+-------------------------------------------------------+

**FLEXIBLE WORK SCHEDULES-Credit Hours**

+--------------+-------------------------------------------------------+
| *I           | *Credit hours* are those hours within a flexible work |
| ntroduction* | schedule that an employee elects to work in excess of |
|              | his or her basic work requirement so as to vary the   |
|              | length of a workweek or workday. More simply, credit  |
|              | hours are a voluntary extension of a normal workday   |
|              | to earn hours that may be used later in place of      |
|              | other leave. They are worked at the election of the   |
|              | employee, consistent with OPDIV policies, and with    |
|              | the concurrence of the supervisor.                    |
|              |                                                       |
|              | Credit hours are distinguished from overtime hours in |
|              | that *they are not officially ordered and approved in |
|              | advance by management*.                               |
|              |                                                       |
|              | Credit hours must be worked *within* an employee\'s   |
|              | *non-overtime* tour of duty. In general, the *tour of |
|              | duty* comprises all hours and days for which the      |
|              | flexible and core hours have been designated,         |
|              | including those days within a maxiflex schedule for   |
|              | which only flexible hours are scheduled. The *tour of |
|              | duty* also defines the limits within which an         |
|              | employee must complete his or her basic work          |
|              | requirement (i.e., 8 hours a day, or 40 hours a week, |
|              | or 80 hours a biweekly pay period).                   |
|              |                                                       |
|              | This means, for example, that if the basic work week  |
|              | is generally 8 hours a day, Monday through Friday,    |
|              | credit hours *cannot* be worked on Saturday and       |
|              | Sunday. They must be worked Monday through Friday     |
|              | *after* completing the basic work requirement of 8    |
|              | hours per day.                                        |
|              |                                                       |
|              | Each OPDIV may designate specific flexible time bands |
|              | within which employees may earn credit hours. *Note:  |
|              | Credit hours must be considered daytime hours         |
|              | whenever possible.*                                   |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Caution*    | [Only]{.underline} employees on flexible work         |
|              | schedules (FWS), either full-time or part-time, may   |
|              | earn and use credit hours. Employees on compressed    |
|              | work schedules (CWS) may *not* earn or use credit     |
|              | hours.                                                |
|              |                                                       |
|              | OPM regulations prohibit **SES** employees from       |
|              | accumulating credit hours.                            |
+--------------+-------------------------------------------------------+

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

+--------------+-------------------------------------------------------+
| *Credit      | Credit hours may be earned and used in quarter hour   |
| Hours*       | (15-minute) increments. However, each OPDIV has its   |
|              | own policy on increments allowed and you must verify  |
| > 211        | that amount with your local policy.                   |
|              |                                                       |
|              | Credit hours may *never* be advanced. If the employee |
|              | doesn\'t have enough credit hours to cover the        |
|              | requested time off, he or she must use another type   |
|              | of leave. Credit hours may be earned and used within  |
|              | the same pay period, but they must be earned prior to |
|              | use.                                                  |
+--------------+-------------------------------------------------------+

**FLEXIBLE WORK SCHEDULES-Credit Hours**

+--------------+-------------------------------------------------------+
| *Credit      | An OPDIV may place a limit on the number of credit    |
| Hours        | hours employees may earn on a daily, weekly, or       |
| (cont.)*     | biweekly basis, as well as on the number of credit    |
|              | hours that employees may carryover from one pay       |
| > 212        | period to the next. U. S. Code, however, limits the   |
|              | *maximum* number of credit hours which may be carried |
|              | forward from one pay period to the next to *24 credit |
|              | hours* for a full-time employee.                      |
|              |                                                       |
|              | For part-time employees the *maximum* carryover is    |
|              | one-fourth of the part-time biweekly work             |
|              | requirement. **Example:** A part-time employee who    |
|              | usually works 64 hours a pay period could have a      |
|              | maximum carryover of 16 credit hours.                 |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Pay Rate*   | Basically, credit hours are used in the same manner   |
|              | as annual leave is used. When employees use credit    |
|              | hours, the credit hours are paid at the employees\'   |
|              | rate of basic pay, *not* premium pay. Credit hours    |
|              | may not be used by an employee to create or increase  |
|              | entitlement to overtime pay.                          |
|              |                                                       |
|              | Employees may not be paid overtime pay, Sunday        |
|              | premium pay, or holiday premium pay for credit hours. |
+--------------+-------------------------------------------------------+

  --------------- -------------------------------------------------------
  *Travel*        Credit hours may *not be earned* for travel time.

  --------------- -------------------------------------------------------

+--------------+-------------------------------------------------------+
| *Unused      | At the time of termination or retirement, or when an  |
| Credit       | employee *ceases to have a flexible work schedule*,   |
| Hours*       | the employee ***must be paid*** for all unused credit |
|              | hours at the *current* rate of basic pay.             |
|              |                                                       |
|              | Payment for full-time employees is limited to a       |
|              | maximum of *24 hours*. For part-time employees, the   |
|              | maximum is one-fourth of the biweekly work            |
|              | requirement.                                          |
|              |                                                       |
|              | Employees may *not* be compensated for credit hours   |
|              | for any reason other than termination or retirement,  |
|              | or the employee ceases to have a flexible work        |
|              | schedule.                                             |
|              |                                                       |
|              | Payment may *not* be made for excess or unused credit |
|              | hours that cannot be carried forward into the next    |
|              | pay period.                                           |
+--------------+-------------------------------------------------------+

**FLEXIBLE WORK SCHEDULES-Credit Hours**

+--------------+-------------------------------------------------------+
| *Examples*   | **Example 1:** Dana works a flexible work schedule of |
|              | 8 hours a day, Monday through Friday, from 8:30 a.m.  |
| > 213        | to 5:00 p.m., with lunch from 12:30 p.m. to 1:00 p.m. |
|              |                                                       |
|              | With her supervisor\'s prior approval, Dana worked an |
|              | extra hour each day during Week 1 (until 6:00 p.m.),  |
|              | earning 1 credit hour per day. Dana also worked an    |
|              | extra hour on Monday, Tuesday, and Wednesday of Week  |
|              | 2, earning 1 credit hour per day. On Thursday, Week   |
|              | 2, she worked her usual 8 hours and on Friday, Dana   |
|              | used 8 credit hours. The pay period totals are:       |
|              |                                                       |
|              | 72 regular hours (8 each day Monday through Friday,   |
|              | Week 1, and Monday through Thursday, Week 2);         |
|              |                                                       |
|              | 8 credit hours earned (1 each day Monday through      |
|              | Friday, Week 1, and Monday through Wednesday, Week    |
|              | 2); and                                               |
|              |                                                       |
|              | 8 credit hours used (Friday, Week 2).                 |
|              |                                                       |
|              | **Example 2:** Yvonne works a flexible work schedule  |
|              | from 9:30 a.m. to 6:00 p.m., Monday through Friday,   |
|              | with lunch from 12:30 p.m. to 1:00 p.m.               |
|              |                                                       |
|              | During Week 1, she requested and received approval to |
|              | earn 4 credit hours on Monday and Tuesday by working  |
|              | from 7:30 a.m. to 6:00 p.m. (10 hours each day).      |
|              | However, on Tuesday, Yvonne only worked from 8:30     |
|              | a.m. - 6:00 p.m. The pay period totals are:           |
|              |                                                       |
|              | 80 regular hours (8 each Monday through Friday, both  |
|              | weeks); and                                           |
|              |                                                       |
|              | 3 credit hours earned (2 on Monday and 1 on Tuesday,  |
|              | Week 1).                                              |
|              |                                                       |
|              | **Clarification:** Although Yvonne requested and was  |
|              | approved to work 4 credit hours, she did not work the |
|              | required number of hours. She cannot be credited for  |
|              | hours not worked.                                     |
+--------------+-------------------------------------------------------+

**FLEXIBLE WORK SCHEDULE-Holiday Not Worked**

+--------------+-------------------------------------------------------+
| *I           | Holidays not worked for employees on flexible work    |
| ntroduction* | schedules are the same as for regular employees and   |
|              | it is recorded the same.                              |
|              |                                                       |
|              | Full-time employees are entitled to their regular     |
|              | rate of basic pay for holidays off during their       |
|              | regular tour, *up to a maximum of 8 hours*.           |
|              |                                                       |
|              | Part-time employees are entitled to their regular     |
|              | rate of basic pay for the number of hours for which   |
|              | they *are scheduled* that day, *up to a maximum of 8  |
|              | hours*. (Part-time employees who are *not scheduled*  |
|              | to work that day are *not* entitled to pay.) If a     |
|              | part-time employee on a flexible work schedule does   |
|              | not have a typical regular schedule (i.e., the        |
|              | employee works a specified number of hours per week   |
|              | with no set days or hours per day) the OPDIV may      |
|              | average the number of hours in prior weeks on days    |
|              | corresponding to the holiday to determine an          |
|              | employee\'s pay entitlement for that holiday, *not to |
|              | exceed 8 hours*.                                      |
|              |                                                       |
|              | A work schedule submitted in advance of the           |
|              | administrative work week also may be used by an OPDIV |
|              | as the basis for determining the number of hours to   |
|              | pay a part-time employee on a holiday. However,       |
|              | OPDIVs should ensure that there is no abuse of        |
|              | entitlement. For example, an employee should not      |
|              | schedule more hours of work on a holiday than he or   |
|              | she has scheduled in prior weeks on days              |
|              | corresponding to the holiday.                         |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Holidays on | Employees on FWS sometimes have a situation in which  |
| Nonwork      | holidays fall on their regularly scheduled off days.  |
| Days*        | To determine the \"in lieu of\" holiday day off when  |
|              | the holiday falls on a nonworkday for *full-time FWS  |
| > 214        | employees*:                                           |
|              |                                                       |
|              | a.Nonworkdays Other than Sunday - If a holiday falls  |
|              | on any day except Sunday, and the day is a nonworkday |
|              | for the employee, the employee\'s preceding workday   |
|              | will be the designated the \"in lieu of\" holiday day |
|              | off.                                                  |
|              |                                                       |
|              | b.Sunday Nonworkdays - If a holiday falls on a        |
|              | Sunday, and Sunday is a nonworkday for the employee,  |
|              | the following workday will be the employee\'s         |
|              | designated \"in lieu of\" holiday day off.            |
|              |                                                       |
|              | Part-time employees are *not* entitled to holiday     |
|              | leave for holidays that are celebrated on *\"in lieu  |
|              | of\" holidays*.                                       |
+--------------+-------------------------------------------------------+

**FLEXIBLE WORK SCHEDULE-Holiday Not Worked**

+--------------+-------------------------------------------------------+
| *Holidays on | **Reminder:** An *\"in lieu of holiday\"* is when the |
| Nonwork Days | holiday actually falls on one day, but is celebrated  |
| (cont.)*     | on another day. For example, if a holiday falls on a  |
|              | Saturday and employees are given a day off on Friday  |
| > 215        | to celebrate, Friday is the \"in lieu of holiday\"    |
|              | day off; or if the holiday falls on a Sunday, and     |
|              | they are given a day off on Monday to celebrate,      |
|              | Monday is the \"in lieu of holiday\" day off.         |
|              |                                                       |
|              | This means that if Christmas falls on a Saturday, and |
|              | the \"in lieu of\" holiday is Friday, a part-time     |
|              | employee is not entitled to the Friday as a holiday,  |
|              | even if he/she were scheduled to work on that day.    |
|              | However, in such a situation, the employee may be     |
|              | granted excused absence (administrative leave) where, |
|              | for example, the office is closed.                    |
+--------------+-------------------------------------------------------+

**FLEXIBLE WORK SCHEDULE-Leave**

+--------------+-------------------------------------------------------+
| *I           | Employees on flexible work schedules earn and use     |
| ntroduction* | paid or unpaid leave just like other employees. They  |
|              | are eligible for all the same types of leave as       |
|              | regular employees including military, continuation of |
|              | pay, religious compensatory time, etc., and the same  |
|              | rules and regulations apply. In addition to other     |
|              | leave, employees on FWS may earn and use credit hours |
|              | as described in this chapter.                         |
|              |                                                       |
|              | Regular compensatory time is slightly different for   |
|              | employees on flexible work schedules. Refer to the    |
|              | section later in this chapter for Compensatory Time.  |
|              |                                                       |
|              | Just like regular employees, employees on FWS must    |
|              | account for the number of hours for which they are    |
|              | regularly scheduled to work, in the required period   |
|              | of time (i.e., 8 hours a day, 40 hours a week, 80     |
|              | hours in a biweekly pay period). Either hours worked  |
|              | or leave used (paid or unpaid) must be recorded to    |
|              | account for the required number of hours regularly    |
|              | scheduled.                                            |
|              |                                                       |
|              | For leave used by employees on flexible work          |
|              | schedules, refer to the appropriate chapters for      |
|              | rules and regulations. **Exception:** Holiday not     |
|              | worked, or holiday leave, for FWS employees is        |
|              | discussed previously in this chapter.                 |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Paid Leave* | There is no requirement that employees use flexible   |
|              | hours for medical or dental appointments or other     |
|              | personal matters if the employee wishes to charge     |
|              | this time to leave. In other words, employees may     |
|              | choose to charge this time off scheduled during       |
|              | flexible hours to an appropriate leave category or to |
|              | credit hours.                                         |
|              |                                                       |
|              | Employees may apply no more sick or annual leave to a |
|              | given day than they are scheduled to work on that     |
|              | day. For example, if scheduled for 8 hours, at least, |
|              | but not more than, 8 hours must be accounted for with |
|              | the appropriate leave. In organizations in which      |
|              | employees are not required to schedule their daily    |
|              | work hours in advance, agencies should develop        |
|              | policies to ensure that sick leave is not abused.     |
+--------------+-------------------------------------------------------+

  ---------------- -------------------------------------------------------
  *Excused Absence For employees on flexible work schedules, the amount of
  or               excused absence to be granted should be based on the
  Administrative   employees\' established basic work requirements in
  Leave*           effect for the period covered by the excused absence.

  ---------------- -------------------------------------------------------

**FLEXIBLE WORK SCHEDULE-Leave**

+--------------+-------------------------------------------------------+
| *Excused     | To determine excused absence/administrative leave for |
| Absence or   | employees based upon individual patterns of arrival   |
| Ad           | and departure, use the following methods:             |
| ministrative |                                                       |
| Leave        | 1.*Constant Pattern on Arrival* - The majority of     |
| (cont.)*     | employees tend to arrive within 5 to 10 minutes of    |
|              | the same time each day. Once a pattern has been       |
|              | established, it should be used as a reference point.  |
|              |                                                       |
|              | 2.*Predominant Pattern of Arrival* - If an employee   |
|              | maintains a schedule in which one particular arrival  |
|              | time predominates, this arrival time should be used   |
|              | to determine the amount of excused absence to be      |
|              | granted.                                              |
|              |                                                       |
|              | 3.*Variable Pattern of Arrival* - Where there is such |
|              | variation in an employee\'s arrival time each day     |
|              | that there is no discernible pattern, the average of  |
|              | the employee\'s arrival time for the previous 2-week  |
|              | period may be computed and used as a reference for    |
|              | determining excused absence.                          |
|              |                                                       |
|              | Employees on FWS who are *not scheduled* to work on a |
|              | day during an office closure or furlough may *not* be |
|              | granted a period of time off on another day. They are |
|              | considered to be in a non-pay status on those         |
|              | non-scheduled workdays. Therefore, if, for example,   |
|              | the agency is closed because of weather conditions,   |
|              | the employees have no entitlement to an additional    |
|              | day off.                                              |
+--------------+-------------------------------------------------------+

  --------------- -------------------------------------------------------
  *Temporary      When employees covered by an FWS program are assigned
  Duty*           to a temporary duty station using another schedule -
                  either traditional or AWS - the agency may allow them
                  to continue to use the schedule used at his or her
                  permanent work site (if suitable) *or* require the
                  employee to change the schedule to conform to
                  operations at the temporary work site.

  --------------- -------------------------------------------------------

**FLEXIBLE WORK SCHEDULE-Leave**

+--------------+-------------------------------------------------------+
| *Examples*   | **Example 1:** *[8 Hours A Day]{.underline}* - Renee  |
|              | works Monday through Friday, 8:30 a.m. to 5:00 p.m.   |
| > 216        | with lunch from noon to 12:30 p.m. In Week 1, she     |
|              | used sick leave Monday through Wednesday. She used    |
|              | annual leave all of Week 2. The pay period totals     |
|              | are:                                                  |
|              |                                                       |
|              | 16 regular hours (8 each day, Thursday and Friday,    |
|              | Week 1);                                              |
|              |                                                       |
|              | 24 sick leave hours (8 each day, Monday through       |
|              | Wednesday, Week 1); and                               |
|              |                                                       |
|              | 40 annual leave hours (8 each day, Monday through     |
|              | Friday, Week 2).                                      |
|              |                                                       |
|              | **Example:** *[40 Hours A Week]{.underline}* - Joy    |
|              | works a variable day schedule (40 hours per week),    |
|              | Monday through Friday, core hours from 9:00 a.m. to   |
|              | 2:30 p.m. each day, with a 30 minute lunch break each |
|              | day. She worked from 7:00 a.m. to 3:30 p.m. Monday    |
|              | through Friday, Week 1, and from 7:00 a.m. to 2:30    |
|              | p.m. Monday through Thursday, Week 2. She called in   |
|              | sick on Friday. The pay period totals are:            |
|              |                                                       |
|              | 68 regular hours (8 each day, Monday through Friday,  |
|              | Week 1, and 7 each day Monday through Thursday, Week  |
|              | 2); and                                               |
|              |                                                       |
|              | 12 sick leave hours (Friday, Week 2).                 |
|              |                                                       |
|              | **Clarification:** A variable day schedule requires   |
|              | that Joy work during core hours each workday and 40   |
|              | hours per week. She worked 40 hours in Week 1,        |
|              | including the core hours. In Week 2, she worked 28    |
|              | hours, including core hours. She requested the        |
|              | appropriate leave in order to account for the         |
|              | required number of hours that she did not work.       |
|              |                                                       |
|              | **Example:** - *[No Scheduled Tour]{.underline}* -    |
|              | Phyllis works a maxiflex schedule, 80 hours a         |
|              | biweekly pay period, with no scheduled workdays (Core |
|              | hours are Tuesdays, Wednesdays, and Thursdays from    |
|              | 9:30 a.m. to 3:00 p.m.). On Monday of Week 2, the     |
|              | office closed due to weather conditions and regularly |
|              | scheduled employees were granted excused absence.     |
|              | Phyllis *may not be granted* excused absence because  |
|              | she was not scheduled to work. FWS employees who do   |
|              | not have a scheduled workday during office closure or |
|              | furlough may not be granted another nonworkday.       |
+--------------+-------------------------------------------------------+

**FLEXIBLE WORK SCHEDULE - Overtime**

+--------------+-------------------------------------------------------+
| *I           | For employees under flexible work schedule programs,  |
| ntroduction* | overtime hours are all hours of work in excess of 8   |
|              | hours in a day or 40 hours in a week which are        |
|              | [officially requested and approved in                 |
|              | advance]{.underline} by management.                   |
|              |                                                       |
|              | The difference between overtime and credit hours is:  |
|              |                                                       |
|              | [Overtime:]{.underline} The supervisor officially     |
|              | requests that the employee work overtime beyond his   |
|              | or her flexible tour.                                 |
|              |                                                       |
|              | [Credit Hours:]{.underline} The employee *elects* to  |
|              | earn credit hours and they are not officially ordered |
|              | in advance by management. Credit hours **must** be    |
|              | approved in advance by the supervisor.                |
|              |                                                       |
|              | **Note:** Overtime is also covered in Chapters 10,    |
|              | and 14.                                               |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Important*  | Overtime hours must be requested and approved in      |
|              | advance, in writing, for all employees including FWS  |
| > 217        | employees, exempt or nonexempt. **Caution:**          |
|              | Employees on flexible work schedules may not earn     |
|              | overtime pay as a result of including \"suffered or   |
|              | permitted\" hours as hours of work.                   |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Excess      | Management may request that an employee covered by an |
| Hours*       | FWS program work hours that are in excess of the      |
|              | number the employee [planned]{.underline} to work on  |
| > 218        | a specific day. If the hours are *not* in excess of 8 |
|              | in a day or 40 in a week at the time they are         |
|              | performed, the OPDIV may, at its discretion, permit   |
|              | or require the employee to:                           |
|              |                                                       |
|              | -   take an equal number of hours of compensatory     |
|              |     time off on a subsequent workday;                 |
|              |                                                       |
|              | -   complete his or her basic work requirement as     |
|              |     scheduled and count the extra hours of work       |
|              |     ordered as credit hours; or                       |
|              |                                                       |
|              | -   complete his or her basic work requirement as     |
|              |     scheduled if OPDIV policy permits, and be paid    |
|              |     overtime for any hours over 8 hours in a day or   |
|              |     40 hours in a week.                               |
+--------------+-------------------------------------------------------+

**FLEXIBLE WORK SCHEDULE - Overtime**

+--------------+-------------------------------------------------------+
| *Example*    | Dan is an FWS employee who works a 40 hour week basic |
|              | tour. He worked his normal schedule of Monday through |
| > 219        | Friday from 7:00 a.m. to 3:30 p.m., with a 30 minute  |
|              | lunch break, both weeks. During the first week of the |
|              | pay period, Dan\'s supervisor asked him to work 2     |
|              | extra hours on Monday through Thursday (until 5:30    |
|              | p.m.) that week. The supervisor, per OPDIV policy,    |
|              | permitted Dan to accrue the extra hours as credit     |
|              | hours. The pay period totals are:                     |
|              |                                                       |
|              | 80 regular hours (8 each day, Monday through Friday,  |
|              | both weeks; and                                       |
|              |                                                       |
|              | 8 credit hours earned (2 each day, Monday through     |
|              | Thursday, Week 1).                                    |
+--------------+-------------------------------------------------------+

**FLEXIBLE WORK SCHEDULE-Compensatory Time**

+--------------+-------------------------------------------------------+
| *I           | Flexible work schedule employees earn and use         |
| ntroduction* | compensatory hours just as do other employees. The    |
|              | main difference is that employees under FWS may (at   |
|              | their written request) work compensatory time in      |
|              | place of *either* regularly scheduled *or* irregular  |
|              | or occasional overtime. This includes prevailing rate |
|              | employees (Federal Wage Grade) and nonexempt          |
|              | employees.                                            |
|              |                                                       |
|              | FWS employees are the only employees allowed to earn  |
|              | compensatory time instead of payment for *authorized  |
|              | regularly scheduled overtime*.                        |
|              |                                                       |
|              | **Reminder:** Comp time must be earned before it is   |
|              | used.                                                 |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Caution*    | Compensatory time off, in lieu of overtime pay, may   |
|              | not be *[required]{.underline}* for:                  |
|              |                                                       |
|              | -   any prevailing rate employee;                     |
|              |                                                       |
|              | -   an employee who is nonexempt from the FLSA; or    |
|              |                                                       |
|              | -   any FLSA-exempt employee whose rate of basic pay  |
|              |     is equal to or less than the rate for a GS-10,    |
|              |     step 10.                                          |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Example*    | Franklin is an FWS employee who works Monday through  |
|              | Friday, from 8:30 a.m. to 5:00 p.m., with lunch from  |
| > 220        | 1:00 to 1:30 p.m. During Week 1, he worked 3 hours of |
|              | regularly scheduled overtime and 1 hour of irregular  |
|              | overtime on Tuesday. He requested, in writing, to     |
|              | earn compensatory time instead of overtime pay, which |
|              | was granted by his supervisor. During Week 2, he used |
|              | the 4 hours of comp time on Monday from 8:30 a.m. to  |
|              | 12:30 p.m. The pay period totals are:                 |
|              |                                                       |
|              | 76 regular hours (8 each day Monday through Friday,   |
|              | Week 1, and Tuesday through Friday, Week 2, plus 4    |
|              | hours Monday, Week 1);                                |
|              |                                                       |
|              | 4 hours comp time earned (Tuesday, Week 1); and       |
|              |                                                       |
|              | 4 hours comp time used (Monday, Week 2).              |
|              |                                                       |
|              | **Clarification:** Compensatory time may be earned    |
|              | and used in the same pay period. However, it must be  |
|              | *earned before it is used.*                           |
+--------------+-------------------------------------------------------+

**FLEXIBLE WORK SCHEDULE - Night Differential**

  ---------------- -------------------------------------------------------
  *Introduction*   General Schedule (GS) and Federal Wage System (FWS)
                   employees on flexible work schedules are entitled to
                   night differential for night hours that are *required*
                   as a part of their regularly scheduled tour of duty.
                   They are *not* entitled to night differential solely
                   because they *elect* to work at a time when night
                   differential is authorized. Employees who work
                   regularly scheduled overtime at night are entitled to
                   night differential. For more information, see Chapters
                   10 and 11.

  ---------------- -------------------------------------------------------

+--------------+-------------------------------------------------------+
| *Credit      | *[Earning Credit Hours]{.underline}* - Employees on   |
| Hours and    | flexible work schedules *are not* entitled to night   |
| Night        | differential when they *earn* credit hours. Night     |
| D            | differential is based on regularly scheduled tours,   |
| ifferential* | *not* flexible tours.                                 |
|              |                                                       |
| > 221        | *[Using Credit Hours]{.underline}* - Employees on     |
|              | flexible work schedules *are paid* night differential |
|              | for credit hours *used* if other requirements for     |
|              | night differential are met.                           |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Example*    | Don is a GS employee who works Monday through Friday, |
|              | 11:30 p.m. to 8:00 a.m., with a meal break from 3:30  |
| > 222        | a.m. to 4:00 a.m. With prior approval, he worked      |
|              | credit hours from 10:30 p.m. to 11:30 p.m. each night |
|              | of the first week. He used credit hours from 11:30    |
|              | p.m. - 1:30 a.m. on Friday, Week 2. The pay period    |
|              | totals are:                                           |
|              |                                                       |
|              | 78 regular hours (8 each day Monday through Friday,   |
|              | Week 1, and Monday through Thursday, Week 2, plus 6   |
|              | hours Friday, Week 2);                                |
|              |                                                       |
|              | 60 night differential hours (6 each day Monday        |
|              | through Friday, both weeks);                          |
|              |                                                       |
|              | 5 credit hours earned (1 each day Monday through      |
|              | Friday, Week 1); and                                  |
|              |                                                       |
|              | 2 credit hours used (Friday, Week 2).                 |
|              |                                                       |
|              | **Clarification:** Don *does not* earn night          |
|              | differential for credit hours *earned* between 10:30  |
|              | p.m to 11:30 p.m., but he *does* earn night           |
|              | differential for the credit hours *used* between      |
|              | 11:30 p.m. and 1:00 a.m. He has a balance of 3 credit |
|              | hours.                                                |
+--------------+-------------------------------------------------------+

**FLEXIBLE WORK SCHEDULE - Sunday Premium Pay**

+--------------+-------------------------------------------------------+
| *I           | Full-time employees on flexible work schedules are    |
| ntroduction* | entitled to Sunday premium pay for Sunday work that   |
|              | is part of the regularly scheduled daily tour, not to |
|              | exceed 8 hours. It is possible for employees to have  |
|              | two daily tours of duty that begin or end on the same |
|              | Sunday.                                               |
|              |                                                       |
|              | Employees on flexible work schedules do *not* earn    |
|              | Sunday premium pay while earning credit hours *or*    |
|              | for credit hours used on Sunday.                      |
|              |                                                       |
|              | Part-time employees are not entitled to Sunday        |
|              | premium pay.                                          |
|              |                                                       |
|              | **Note:** Sunday premium pay is also referred to as   |
|              | Sunday differential. See Chapters 10 and 11 for       |
|              | information.                                          |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Example*    | Christina is a GS employee who works from 6:30 a.m.   |
|              | to 3:00 p.m, Sunday through Thursday, with a meal     |
| > 223        | break from 11:30 a.m. to 12:00 noon. She elected and  |
|              | was approved to earn 2 credit hours each day by       |
|              | working from 3:00 p.m. to 5:00 p.m., Sunday through   |
|              | Thursday the first week. During the second week,      |
|              | Christina used credit hours all day on Sunday. The    |
|              | pay period totals are:                                |
|              |                                                       |
|              | 72 regular hours (8 each day, Sunday through          |
|              | Thursday, Week 1, and Monday through Thursday, Week   |
|              | 2);                                                   |
|              |                                                       |
|              | 8 Sunday premium hours, Sunday, Week 1;               |
|              |                                                       |
|              | 10 credit hours earned (2 each day, Sunday through    |
|              | Thursday, Week 1); and                                |
|              |                                                       |
|              | 8 credit hours used (Sunday, Week 2).                 |
|              |                                                       |
|              | **Clarification:** Christina is *not* paid Sunday     |
|              | premium pay for the 2 credit hours earned on the      |
|              | first Sunday *or* for the credit hours used on the    |
|              | second Sunday. She has a balance of 2 credit hours.   |
+--------------+-------------------------------------------------------+

**FLEXIBLE WORK SCHEDULE - Holiday Worked**

+--------------+-------------------------------------------------------+
| *I           | Employees who work flexible work schedules are        |
| ntroduction* | entitled to holiday premium pay as indicated below.   |
|              |                                                       |
|              | Employees on flexible work schedules may receive      |
|              | night differential for night work on a holiday during |
|              | their regularly scheduled tour if other requirements  |
|              | for night differential are met.                       |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Holiday     | Full-time employees under an FWS program who perform  |
| Worked*      | non-overtime work on a holiday (or a day designated   |
|              | as the \"in lieu of\" holiday) are entitled to        |
| > 224        | holiday premium pay, up to a maximum of 8 hours. For  |
|              | any hours worked over 8 that are a part of their      |
|              | basic work requirement, they are paid their basic     |
|              | rate of pay.                                          |
|              |                                                       |
|              | OPDIVs must designate the 8 holiday hours applicable  |
|              | to each FWS employee. The 8 hours designated as       |
|              | holiday hours must include all applicable core hours. |
|              |                                                       |
|              | **Example:** John works a flexible work schedule and  |
|              | is regularly scheduled to work 9 hours on Monday,     |
|              | Labor Day. At the request of his supervisor, John     |
|              | worked that day for 10 hours. John would earn 8 hours |
|              | of holiday premium pay for the 8 holiday hours        |
|              | designated by the OPDIV, 1 hour of basic pay, and 1   |
|              | hour of overtime pay.                                 |
|              |                                                       |
|              | Part-time employees under an FWS program are entitled |
|              | to holiday premium pay only for work performed during |
|              | their regularly scheduled basic work requirement on a |
|              | holiday (not to exceed 8 hours). Part-time employees  |
|              | scheduled to work on a day designated as an \"in lieu |
|              | of\" holiday for full-time employees are *not*        |
|              | entitled to holiday premium pay for work performed on |
|              | that day.                                             |
+--------------+-------------------------------------------------------+

  --------------- -------------------------------------------------------
  *For Additional For more information on holiday worked premium pay, see
  Information*    Chapters 10 and 11.

  --------------- -------------------------------------------------------

[]{#Chapter_15 .anchor}**Chapter 15. FLSA Non-Exempt Employees**

**OVERVIEW**

+--------------+-------------------------------------------------------+
| *I           | The Fair Labor Standards Act (FLSA) is a law that     |
| ntroduction* | regulates the hours of work and pay for certain       |
|              | federal employees. Personnel offices determine who is |
|              | covered *(non-exempt)* and who is not covered         |
|              | *(exempt)* under the FLSA, and identifies them on the |
|              | SF-50B.                                               |
|              |                                                       |
|              | *Non-exempt*, or covered, employees are identified on |
|              | the SF-50B by the phrase \"FLSA non-exempt\". Any     |
|              | employee *not* identified as non-exempt (coded        |
|              | \"E\"), is exempt from the regulations of FLSA.       |
|              |                                                       |
|              | For more information about FLSA, see 5 CFR, Part 551. |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Defining    | FLSA exemption is based on the nature of the work     |
| Exempt       | performed, the level of responsibility, and the       |
| Employees*   | independence of action for executive, professional,   |
|              | and administrative positions.                         |
|              |                                                       |
|              | Exemption status is normally determined at the time   |
|              | the position is classified and should be clearly      |
|              | marked on the position description. If you are unsure |
|              | of the status of an employee, ask your Servicing      |
|              | Personnel Office (SPO).                               |
+--------------+-------------------------------------------------------+

  --------------- -------------------------------------------------------
  *Federal        With the enactment of Federal Employees Pay
  Employees Pay   Comparability Act (FEPCA) on May 4, 1991, the
  Comparability   requirement to perform overtime pay computations for
  Act*            FLSA non-exempt employees under two laws (Title 5 and
                  FLSA) was eliminated. Under the amended law, overtime
                  pay for non-exempt employees is computed solely under
                  FLSA.

  --------------- -------------------------------------------------------

+--------------+-------------------------------------------------------+
| *FLSA Rules* | FLSA rules and regulations have been appropriately    |
|              | incorporated into various chapters as needed. For     |
| > 225        | information, refer to those chapters.                 |
|              |                                                       |
|              | *[Overtime and Compensatory Time]{.underline}*: For   |
|              | GS employees, see Chapter 10. For Federal Wage System |
|              | (prevailing rate) employees, see Chapter 11.          |
|              | **Note:** These chapters also cover Callback          |
|              | Overtime, On-Call Status, Suffer and Permit Overtime, |
|              | and Regularly Scheduled Standby Duty.                 |
+--------------+-------------------------------------------------------+

**FLSA NON-EXEMPT EMPLOYEES - Overview**

+--------------+-------------------------------------------------------+
| *FLSA Rules  | *[Substitute Hours]{.underline}*: See Chapter 5.      |
| (cont.)*     |                                                       |
|              | *[Alternative Work Schedules]{.underline}*: For       |
| > 226        | employees on Compressed Work Schedules (CWS) or       |
|              | Flexible Work Schedules (FWS), see Chapter 14.        |
|              |                                                       |
|              | *[Firefighters and Law Enforcement                    |
|              | Officials]{.underline}*: See Chapter 12.              |
+--------------+-------------------------------------------------------+

[]{#Chapter_16 .anchor}**Chapter 16. Voluntary Leave Transfer Program
(VLTP)**

**OVERVIEW**

+--------------+-------------------------------------------------------+
| *I           | The *Voluntary Leave Transfer Program (VLTP)* permits |
| ntroduction* | Federal employees to transfer their unused, accrued   |
|              | *annual leave* to other employees who have been       |
|              | determined to have a personal or family medical       |
|              | emergency *and* have been approved as a leave         |
|              | recipient. All employees who earn annual leave are    |
|              | eligible to participate in the VLTP.                  |
|              |                                                       |
|              | For more information, see 5 CFR, Part 630, Subpart I. |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Voluntary   | OPDIVs *may* elect to establish and administer a      |
| Leave Bank   | *Voluntary Leave Bank Program*, consistent with the   |
| Program*     | applicable laws and OPM regulations. The Voluntary    |
|              | Leave Bank Program enables Federal employees to       |
|              | contribute accrued or accumulated annual leave to a   |
|              | \"leave bank\". The leave from this bank may be made  |
|              | available to employees who require leave because of a |
|              | medical emergency.                                    |
|              |                                                       |
|              | For more information, see 5 CFR, Part 630, Subpart J. |
+--------------+-------------------------------------------------------+

  --------------- -------------------------------------------------------
  *Sick Leave*    Sick leave may *not* be donated under either program.

  --------------- -------------------------------------------------------

+--------------+-------------------------------------------------------+
| *Records and | Each OPDIV is required to maintain records concerning |
| Reports*     | the administration of the VLTP and may be required by |
|              | OPM to report any information necessary to evaluate   |
|              | the effectiveness of the programs. Information which  |
|              | must be maintained is:                                |
|              |                                                       |
|              | -   The number of applications approved that affect   |
|              |     employees;                                        |
|              |                                                       |
|              | -   The number of applications approved that affect   |
|              |     family members of employees;                      |
|              |                                                       |
|              | -   The grade or pay level of each donor;             |
|              |                                                       |
|              | -   The grade or pay level and gender of each         |
|              |     recipient;                                        |
|              |                                                       |
|              | -   Total amount of transferred annual leave used by  |
|              |     each recipient;                                   |
|              |                                                       |
|              | -   Any additional information OPM may require.       |
+--------------+-------------------------------------------------------+

**VOLUNTARY LEAVE TRANSFER PROGRAM (VLTP) - Overview**

+--------------+-------------------------------------------------------+
| *Other       | DHHS will accept the transfer of annual leave from    |
| Federal      | donors employed in other Federal agencies, and        |
| Agencies*    | employees of DHHS may donate annual leave to          |
|              | employees in other Federal agencies, if the other     |
|              | agencies will accept outside donations.               |
|              |                                                       |
|              | If an employee who is a current leave recipient under |
|              | the VLTP transfers to another Federal agency without  |
|              | a break in service, the OPDIV must complete a form SF |
|              | 1150-A, Transfer of Leave Records for Leave Recipient |
|              | Covered by the Voluntary Leave Transfer Program. This |
|              | is an addendum which must be attached to the SF-1150, |
|              | Record of Leave Data, and forwarded to the receiving  |
|              | agency. See the page following this section,          |
|              | Overview, for a copy of the SF-1150A.                 |
|              |                                                       |
|              | Timekeepers must inform the OPDIVs' VLTP Coordinator  |
|              | if there is any balance left in the VLTP account of a |
|              | participating employee who transfers to another       |
|              | Federal agency.                                       |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *            | *[Medical emergency]{.underline}* - is a medical      |
| Definitions* | condition of an employee or a family member that is   |
|              | likely to require an employee\'s absence from duty    |
|              | for a prolonged period of time and to result in a     |
|              | substantial loss of income to the employee because of |
|              | the unavailability of paid leave. Such absence can be |
|              | consecutive or intermittent hours during the leave    |
|              | year.                                                 |
|              |                                                       |
|              | Absence from duty because of pregnancy and/or child   |
|              | birth is an acceptable reason for use of VLTP.        |
|              |                                                       |
|              | *[Family member]{.underline}* - includes the          |
|              | following relatives of employees:                     |
|              |                                                       |
|              | -   Parents                                           |
|              |                                                       |
|              | -   Spouse and his/her parents                        |
|              |                                                       |
|              | -   Children (including adopted children) and their   |
|              |     spouses                                           |
|              |                                                       |
|              | -   Brothers and sisters and their spouses            |
|              |                                                       |
|              | -   Any individual related by blood or affinity whose |
|              |     close association with the employee is the        |
|              |     equivalent of a family relationship               |
+--------------+-------------------------------------------------------+

**VOLUNTARY LEAVE TRANSFER PROGRAM (VLTP) - Overview**

  --------------- -------------------------------------------------------
  *Prohibition of Employees may not directly or indirectly intimidate,
  Coercion*       threaten, or coerce, or attempt to do so, any other
                  employee for the purpose of interfering with any right
                  employees may have with respect to donating or using
                  annual leave under the VLTP. This includes conferring,
                  or promising to confer, any benefit or threatening any
                  reprisal.

  --------------- -------------------------------------------------------

  ----------------- -------------------------------------------------------
  *Retroactivity*   VLTP received may be substituted retroactively for any
                    period of LWOP, or to liquidate advanced annual or sick
                    leave, that began on or after the date fixed by the
                    OPDIV as the beginning of the medical emergency.

  ----------------- -------------------------------------------------------

+--------------+-------------------------------------------------------+
| *Accrual of  | The *maximum amount* of annual leave or sick leave    |
| Annual and   | that a full-time employee may accrue while in a VLTP  |
| Sick Leave   | status is *40 hours* for each approved emergency      |
| During VLTP  | situation.                                            |
| Status*      |                                                       |
|              | If an employee who is in a leave transfer status      |
|              | terminates his/her Federal service, the amount of     |
|              | leave in the separate accounts may not be credited to |
|              | the employee\'s account for lump-sum leave purposes.  |
|              | The employee loses the annual and sick leave hours    |
|              | accrued while participating in the VLTP. Any unused   |
|              | donated leave is returned to the donor(s).            |
|              |                                                       |
|              | Full-time employees using donated annual leave        |
|              | continue to accrue annual and sick leave up to a      |
|              | *[maximum]{.underline}* of 40 hours in *each          |
|              | category*, which must be kept in a *separate          |
|              | account*. (Sometimes this is called \"banking the     |
|              | hours\".) For part-time employees or employees with   |
|              | uncommon tours of duty, the maximum number is an      |
|              | average of the number of hours of work in the         |
|              | *weekly* scheduled tour of duty.                      |
|              |                                                       |
|              | Once the maximum number of hours is accumulated in    |
|              | this separate account, leave accumulation **stops**.  |
|              | No more annual and sick leave may be accrued once the |
|              | maximum accrual in the separate accounts is reached,  |
|              | until the medical emergency terminates.               |
|              |                                                       |
|              | The employee is ***not*** allowed to use the leave in |
|              | the *separate annual and sick leave accounts* until   |
|              | the first pay period beginning after the medical      |
|              | emergency ends and the employee is no longer in a     |
|              | VLTP status.                                          |
|              |                                                       |
|              | **Exception:** The only exception is that if the      |
|              | *employee exhausts all donated leave*, the hours in   |
|              | the separate account may be used.                     |
+--------------+-------------------------------------------------------+

**VOLUNTARY LEAVE TRANSFER PROGRAM (VLTP) - Overview**

+--------------+-------------------------------------------------------+
| *Accrual of  | Should the leave recipient return to work on a        |
| Annual and   | part-time schedule while still in a medical emergency |
| Sick Leave   | situation (e.g., therapy, gradual return to work      |
| During VLTP  | under doctor\'s orders, family member\'s therapy),    |
| Status       | he/she will earn annual and sick leave credited to    |
| (cont.)*     | the regular leave account. If the recipient uses some |
|              | donated leave, but also works and uses regular leave, |
|              | in any given pay period, all leave earned is prorated |
|              | based on the number of hours of donated leave used    |
|              | during that pay period.                               |
|              |                                                       |
|              | Example: Employee used 40 hours donated leave and     |
|              | worked 40 hours, 50% each of the A/L and S/L accrual  |
|              | would be put in the set-aside and 50% of each would   |
|              | go in regular leave accounts. Any annual or sick      |
|              | leave balance in regular leave accounts must be used  |
|              | before more donated leave can be used.                |
|              |                                                       |
|              | If an employee is in an *advanced annual leave        |
|              | status* when the VLTP leave begins:                   |
|              |                                                       |
|              | 1.  The OPDIV must establish procedures to ensure     |
|              |     that 40 hours (or the appropriate number of hours |
|              |     for part-time and uncommon tour of duty           |
|              |     employees) of annual leave are placed in a        |
|              |     separate annual leave account and made available  |
|              |     for use by the employee as described above, and   |
|              |                                                       |
|              | 2.  The employee will continue to accrue annual leave |
|              |     while in a shared leave status to the extent      |
|              |     necessary for the purpose of reducing any         |
|              |     indebtedness caused by the use of annual leave    |
|              |     advanced at the beginning of the leave year.      |
+--------------+-------------------------------------------------------+

**VOLUNTARY LEAVE TRANSFER PROGRAM (VLTP) - Leave Recipient**

+--------------+-------------------------------------------------------+
| *To Apply*   | An employee must apply in writing to become a leave   |
|              | recipient. In the event that an employee is not       |
|              | capable of making application on his/her own behalf,  |
|              | another DHHS employee, a family member, or an         |
|              | employee\'s representative may make the application.  |
|              |                                                       |
|              | Each application for VLTP is to be initially          |
|              | submitted to the immediate supervisor of the          |
|              | potential leave recipient for consideration and must  |
|              | include:                                              |
|              |                                                       |
|              | -   The name, position title, and grade or pay level  |
|              |     of the prospective leave recipient;               |
|              |                                                       |
|              | -   A brief description of the nature, severity, and  |
|              |     anticipated duration of the personal or family    |
|              |     medical emergency affecting the applicant; and    |
|              |                                                       |
|              | -   A statement from a physician or other appropriate |
|              |     expert (e.g., Christian Science Practitioner,     |
|              |     chiropractor, psychologist, etc.) and any         |
|              |     additional information as appropriate, that shows |
|              |     the nature, severity, and duration of the         |
|              |     personal or family medical emergency.             |
|              |                                                       |
|              | The application should also include the timekeeper\'s |
|              | name and number, as well as his/her phone number, and |
|              | the number of hours needed.                           |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Approval*   | The immediate supervisor must forward the application |
|              | to the OPDIV\'s designated officials for              |
|              | consideration. Follow additional procedures as        |
|              | established by your OPDIV.                            |
|              |                                                       |
|              | The employee must be notified of a decision within 10 |
|              | working days after the request has been received.     |
|              |                                                       |
|              | If approved, the OPDIV\'s VLTP Coordinator must       |
|              | notify the leave recipient\'s Payroll Liaison and     |
|              | timekeeper in writing that the employee has been      |
|              | placed on the VLTP. The Payroll Liaison and           |
|              | timekeeper must also be advised of any hours received |
|              | and kept updated as other donated leave is received.  |
|              |                                                       |
|              | If not approved, the employee must be advised of the  |
|              | decision and the reasons for its disapproval.         |
+--------------+-------------------------------------------------------+

**VOLUNTARY LEAVE TRANSFER PROGRAM (VLTP) - Leave Recipient**

+--------------+-------------------------------------------------------+
| *R           | To qualify as a recipient under the VLTP, the         |
| equirements* | potential leave recipient\'s absence from duty        |
|              | without available paid leave because of the personal  |
| > 227        | medical emergency, or family medical emergency, must  |
|              | be (or be expected to be) for a prolonged period of   |
|              | time. The period of unpaid absence, either            |
|              | consecutive or intermittent hours during the leave    |
|              | year, must be:                                        |
|              |                                                       |
|              | -   At least 24 hours for full-time employees; and    |
|              |                                                       |
|              | -   For part-time employees or employees with         |
|              |     uncommon tours of duty, at least 30% of the       |
|              |     average number of hours of work in the biweekly   |
|              |     scheduled tour of duty.                           |
|              |                                                       |
|              | There is *no limit* to the number of hours which may  |
|              | accumulate.                                           |
|              |                                                       |
|              | Before using VLTP leave:                              |
|              |                                                       |
|              | -   A leave recipient whose participation is based on |
|              |     personal emergency must first use all annual and  |
|              |     sick leave that was accrued before the medical    |
|              |     emergency began.                                  |
|              |                                                       |
|              | -   A leave recipient whose participation in VLTP is  |
|              |     based on a *family medical emergency* must first  |
|              |     use all annual leave and only the amount of sick  |
|              |     leave as authorized by the Family Friendly Leave  |
|              |     Act.                                              |
|              |                                                       |
|              | -   The Payroll Liaison must send the following       |
|              |     information to Division of Payroll Services to    |
|              |     established DFAS payroll VLTP Account. See HHS    |
|              |     Pay Services Letter, PS05-27 for detail           |
|              |     information.                                      |
|              |                                                       |
|              | > **- [RECIPIENT INFORMATION]{.underline}**           |
|              |                                                       |
|              | Last Name, First SSN Pay Period End Date              |
|              |                                                       |
|              | Pay Period Number Donated Leave Type - NEW or         |
|              | Continuing                                            |
|              |                                                       |
|              | Date Emergency began                                  |
|              |                                                       |
|              | Status Indicator -- Self or Family                    |
|              |                                                       |
|              | **- [DONOR(s)INFORMATION]{.underline}**               |
|              |                                                       |
|              | Last Name, First SSN                                  |
|              |                                                       |
|              | Date Donated                                          |
|              |                                                       |
|              | Hours Restoration                                     |
|              |                                                       |
|              | Same Payroll Office                                   |
|              |                                                       |
|              | Payroll Office Address, City State, Zip               |
|              |                                                       |
|              | **NOTE: Employee can not use donated leave until a    |
|              | VLTP leave account has been established in the DFAS   |
|              | payroll office.**                                     |
+--------------+-------------------------------------------------------+
|              |                                                       |
+--------------+-------------------------------------------------------+

**VOLUNTARY LEAVE TRANSFER PROGRAM (VLTP) - Leave Recipient**

+--------------+-------------------------------------------------------+
| *R           | Annual leave that has been transferred to a leave     |
| equirements* | recipient may *not* be:                               |
|              |                                                       |
| *continued*  | -   Transferred to another recipient, except in the   |
|              |     reaccrediting of unused VLTP leave;               |
| > 228        |                                                       |
|              | -   Made available for re-credit upon re-employment   |
|              |     by a Federal agency;                              |
|              |                                                       |
|              | -   Included in lump-sum leave payments;              |
|              |                                                       |
|              | -   Used for any purpose other than the medical       |
|              |     emergency for which it was donated; or            |
|              |                                                       |
|              | -   Used after the recipient\'s personal or family    |
|              |     medical emergency is terminated.                  |
|              |                                                       |
|              | The leave recipient\'s OPDIV *VLTP Coordinator and    |
|              | Payroll Liaison* shall continuously monitor the       |
|              | status of the medical emergency affecting the leave   |
|              | recipient to ensure that the leave recipient          |
|              | continues to be affected by a medical emergency.      |
+--------------+-------------------------------------------------------+

**VOLUNTARY LEAVE TRANSFER PROGRAM (VLTP) - Leave Recipient**

+--------------+-------------------------------------------------------+
| *Keeping     | Timekeepers must manually keep track of the leave     |
| Track of     | recipient\'s VLTP leave received, used, and the       |
| VLTP*        | balance. You may use copies of the sample VLTP Manual |
|              | Log following our example;                            |
|              |                                                       |
|              | ***OR***                                              |
|              |                                                       |
|              | You may choose to use the HHS-564, Administrative     |
|              | Time and Leave Record to record hours received and    |
|              | used, and make a separate list of donors and number   |
|              | of hours each donated on a blank piece of paper.      |
|              |                                                       |
|              | ***OR***                                              |
|              |                                                       |
|              | You may choose to record everything on blank pieces   |
|              | of paper.                                             |
|              |                                                       |
|              | **OR**                                                |
|              |                                                       |
|              | Your agency automated Timekeeping system that will    |
|              | produce a report of information needed.               |
|              |                                                       |
|              | Whichever method is used, the timekeeper must keep    |
|              | close track of VLTP hours to ensure that employees    |
|              | are credited with the exact number they receive and   |
|              | use. Timekeepers must be continually aware of         |
|              | balances in order to inform the supervisor, employee, |
|              | and VLTP coordinator of hours available, and to       |
|              | report any unused hours which must be restored.       |
|              |                                                       |
|              | Follow procedures established by your OPDIV.          |
|              |                                                       |
|              | This information should be maintained in the          |
|              | employee\'s time and attendance file.                 |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Example*    | (The Manual Log for this VLTP example is on the       |
|              | following pages.)                                     |
| > 229        |                                                       |
|              | Courtney works a regular tour of 40 hours a week. She |
|              | had a personal medical emergency and was placed in a  |
|              | VLTP status during pay period 16. She received and    |
|              | used VLTP leave as shown in the following example.    |
|              |                                                       |
|              | **Reminder:** Courtney must use all of her accrued    |
|              | annual and sick leave before using VLTP leave.        |
+--------------+-------------------------------------------------------+

  --------------- -------------------------------------------------------
  *Blank Copy of  A blank copy of a sample manual log follows our
  the VLTP Manual example, which may be copied and used if preferred.
  Log*            

  --------------- -------------------------------------------------------

**VLTP MANUAL LOG**

Name of recipient: FROST, COURTNEY A. SSN: 011-11-1111

Series and grade: GS-9 Supervisor Name: HOFFMAN, BILL

Start date of emergency: 07/27/98 End Date of Emergency: 10/31/98

Type of emergency (check one): [X]{.underline} Personal Family

**VLTP Balance Sheet**

  -----------------------------------------------------------------------
  Pay       VLTP Leave      Beginning VLTP  VLTP Leave     Ending VLTP
  Period    Received CPP    Leave Balance   Used CPP       Leave Balance
                            CPP                            CPP
  --------- --------------- --------------- -------------- --------------
  16        54              54              34             20

  17        160             180             80             100

  18        80              180             80             100

  19        80              180             80             100

  20        20              120             80             40

  21        0               40              40             0

                                                           

                                                           

                                                           

                                                           

                                                           
  -----------------------------------------------------------------------

**VLTP MANUAL LOG**

Name of recipient: FROST, COURTNEY A.

  ------------------ ----------- --------------------- ---------------------- -----------------
  **Name of Donors** **Donors'   [PP                   [Hours                 [Total Hours
                     SSN**       Number]{.underline}   Donated]{.underline}   Rcvd. for
                                                                              PP]{.underline}

  Starkey, Jack H.               16                    4                      

  Baker, Emma                    16                    10                     

  Fisher, Fred                   16                    8                      

  Zebrowski, Maureen             16                    8                      

  Ellison, Cindy                 16                    8                      

  Aldiss, Susan                  16                    14                     

  Olaf, Anne S.                  16                    2                      54

  Brown, Evelyn                  17                    10                     

  King, Amanda                   17                    10                     

  Jarvis, Saul E                 17                    6                      

  Leguin, Paul                   17                    14                     

  Belasco, Sidney                17                    20                     

  Malinowski, Sid                17                    20                     

  Rodriguez, Elsa                17                    40                     

  Scarpello,                     17                    40                     160
  Florence                                                                    

  Washington, Sylvia             18                    12                     

  Gross, Jean M                  18                    8                      

  Lewis, Henry                   18                    10                     

  Barry, James E                 18                    30                     

  Van Hogt, Hilda                18                    20                     80

  Santana, Carlos                19                    20                     

  Campbell, David                19                    40                     

  Blankey, George                19                    20                     80

  Fry, Millie                    20                    8                      

  Carey, Alice B.                20                    12                     20
  ------------------ ----------- --------------------- ---------------------- -----------------

**VLTP MANUAL LOG**

Name of recipient: SSN:

Series and grade: Supervisor Name:

Start date of emergency: End Date of Emergency:

Type of emergency (check one): Personal Family

**VLTP Balance Sheet**

  -----------------------------------------------------------------------
  Pay       VLTP Leave      Beginning VLTP  VLTP Leave     Ending VLTP
  Period    Received CPP    Leave Balance   Used CPP       Leave Balance
                            CPP                            CPP
  --------- --------------- --------------- -------------- --------------
                                                           

                                                           

                                                           

                                                           

                                                           

                                                           

                                                           

                                                           

                                                           

                                                           

                                                           
  -----------------------------------------------------------------------

**VLTP MANUAL LOG**

Name of recipient:

  ---------------------- ----------------- ---------- ---------- ----------
  Name of Donors         Donors' SSN       Pay Period Hours      Total
                                           (PP)       Donated    Hours
                                           Number                Rcvd. for
                                                                 PP

                                                                 

                                                                 

                                                                 

                                                                 

                                                                 

                                                                 

                                                                 

                                                                 

                                                                 

                                                                 

                                                                 

                                                                 

                                                                 

                                                                 

                                                                 

                                                                 

                                                                 

                                                                 

                                                                 

                                                                 

                                                                 
  ---------------------- ----------------- ---------- ---------- ----------

**VOLUNTARY LEAVE TRANSFER PROGRAM (VLTP) - Leave Donor**

  ---------------- -------------------------------------------------------
  *Introduction*   Once an employee has been approved as a leave
                   recipient, those employees wishing to become leave
                   donors may transfer a limited amount of their accrued
                   annual leave to the recipient.

  ---------------- -------------------------------------------------------

+--------------+-------------------------------------------------------+
| *Procedure*  | To donate accrued annual leave within their agency,   |
|              | employees must voluntarily submit a written request   |
|              | (OPM-71 or other form approved by their OPDIV and/or  |
|              | Optional Form 630-A) specifying the number of hours   |
|              | which may be transferred to a specified leave         |
|              | recipient.                                            |
|              |                                                       |
|              | Note in the remarks section of the OPM-71, \"Annual   |
|              | leave donated to Recipient\'s Name\" (include other   |
|              | information, if necessary).                           |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Rules*      | Employees *may not* donate leave to their *immediate  |
|              | supervisors*.                                         |
| > 230        |                                                       |
|              | Only annual leave *which is already accrued* may be   |
|              | donated.                                              |
|              |                                                       |
|              | \*\* Employees *may not* donate more than *one-half*  |
|              | the amount of annual leave that they are entitled to  |
|              | accrue during the leave year in which the donation is |
|              | made. This one-half limit applies whether the leave   |
|              | is donated all at one time or in increments at        |
|              | various times during the leave year.                  |
|              |                                                       |
|              | \*\* Employees who are projected to have annual leave |
|              | that otherwise would be subject to *forfeiture* at    |
|              | the end of the leave year (\"use or lose leave\")     |
|              | *may* donate the *lesser of*:                         |
|              |                                                       |
|              | -   Half of the amount of annual leave that they are  |
|              |     entitled to accrue during the leave year, *or*    |
|              |                                                       |
|              | -   The number of work hours remaining in the leave   |
|              |     year as of the date of transfer, for which the    |
|              |     donor is scheduled to work and receive pay.       |
|              |     **Example:** Ted, who works 8 hours a day - 5     |
|              |     days a week, has an annual leave balance of 268   |
|              |     hours. There are 2 working days left in the       |
|              |     current leave year. He may donate only 16 (2 work |
|              |     days) of the 28 hours scheduled for forfeiture.   |
|              |                                                       |
|              | \*\* Waivers, which must be in writing, for these two |
|              | restrictions may be granted by leave-approving        |
|              | officials.                                            |
+--------------+-------------------------------------------------------+

**VOLUNTARY LEAVE TRANSFER PROGRAM (VLTP) - Interagency Transfers**

+--------------+-------------------------------------------------------+
| *I           | A designated VLTP coordinator located within each     |
| ntroduction* | OPDIV is responsible for accommodating the            |
|              | interagency transferring, receipt, and restoration of |
|              | VLTP leave.                                           |
|              |                                                       |
|              | Follow procedures established by your OPDIV.          |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Procedure*  | Employees wishing to donate leave to an employee in   |
|              | another Federal agency must complete OPM-71 or Part A |
|              | of OPM form 630-B, Request to Donate Annual Leave to  |
|              | Leave Recipient (Outside Agency) Under the Leave      |
|              | Transfer Program to be sent to another Federal        |
|              | Agency. The completed form (71 or 630-B) must then be |
|              | submitted to the OPDIV VLTP Coordinator who will      |
|              | complete Part B of the 630-B form.                    |
|              |                                                       |
|              | The VLTP Coordinator must verify the leave balance of |
|              | the donor and ensure that the timekeeper charges the  |
|              | leave being donated against the donor\'s account.     |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Donations   | On receipt of official authorization from a           |
| From Another | representative of another Federal agency, the VLTP    |
| Federal      | coordinator must advise the employee\'s timekeeper of |
| Agency*      | the amount of annual leave being transferred to the   |
|              | recipient. The timekeeper records the number of hours |
|              | on his/her manual log and credits the recipient with  |
|              | those VLTP hours for appropriate use. Timekeeper      |
|              | forwards information to Payroll Liaison to have       |
|              | employees DFAS payroll record updated.                |
|              |                                                       |
|              | Payroll Liaison notifies timekeeper when the employee |
|              | may start using donated leave.                        |
|              |                                                       |
|              | At the end of the medical emergency, the timekeeper   |
|              | must notify the VLTP Coordinator of the number of     |
|              | unused hours of donated leave, if any.                |
+--------------+-------------------------------------------------------+

  --------------- -------------------------------------------------------
  *Donations To   The transfer of annual leave from an HHS employee to an
  Another Federal employee in another Federal agency is processed in the
  Agency*         same manner as that received from another agency. The
                  timekeeper of the employee who is donating leave must
                  deduct the number of hours of annual leave that are
                  being donated from the employee\'s account and then
                  forward the paperwork to the OPDIV VLTP Coordinator for
                  processing to the other agency.

  --------------- -------------------------------------------------------

**VOLUNTARY LEAVE TRANSFER PROGRAM (VLTP) - Medical Emergency Ends**

+--------------+-------------------------------------------------------+
| *Medical     | The personal or family medical emergency *ends*:      |
| Emergency    |                                                       |
| Ends*        | -   When a leave recipient leaves the Federal         |
|              |     government; or                                    |
|              |                                                       |
|              | -   At the end of the pay period in which written     |
|              |     notice is received from the employee, employee\'s |
|              |     representative or employing agency, that the      |
|              |     leave recipient is no longer affected by a        |
|              |     medical emergency; or                             |
|              |                                                       |
|              | -   At the end of the pay period in which HHS         |
|              |     receives notice from the Office of Personnel      |
|              |     Management that an application for disability     |
|              |     retirement has been approved.                     |
+--------------+-------------------------------------------------------+

+--------------+-------------------------------------------------------+
| *Unused VLTP | Once the personal or family medical emergency is      |
| Leave*       | terminated, no further donated leave may be received  |
|              | by the employee, and any unused donated annual leave  |
|              | must be restored to the donor(s).                     |
|              |                                                       |
|              | **Exception:** If the total number of eligible donors |
|              | exceeds the total number of hours of annual leave to  |
|              | be restored, *no* unused donated annual leave shall   |
|              | be restored.                                          |
|              |                                                       |
|              | The DFAS Payroll Service notifies the donor and       |
|              | advises the donor(s) and his/her timekeeper(s) of the |
|              | number of hours to be restored.                       |
|              |                                                       |
|              | The VLTP leave is restored on a percentage basis and  |
|              | the number of employees involved. The amount of leave |
|              | restored to a donor *cannot exceed* the amount of     |
|              | leave donated by that donor.                          |
|              |                                                       |
|              | If a donor retires or leaves federal service *before* |
|              | the date on which the VLTP leave can be restored,     |
|              | then *no leave* is restored to that donor.            |
+--------------+-------------------------------------------------------+

  --------------- -------------------------------------------------------
  *Donor Options* On receipt of unused VLTP annual leave hours, each
                  donor has five options available to him/her for the
                  restored hours. Donors may use the following chart to
                  determine which option is best in each individual
                  situation.

  --------------- -------------------------------------------------------

**VOLUNTARY LEAVE TRANSFER PROGRAM (VLTP) - Medical Emergency Ends**

*Table of Options*

  -----------------------------------------------------------------------
  **OPTIONS FOR          
  RESTORING UNUSED VLTP  
  LEAVE**                
  ---------------------- ------------------------------------------------
  OPTION 1               Have all of the restored VLTP leave reaccredited
                         immediately to the donor\'s annual leave account
                         in the current leave year.

  OPTION 2               Have all of the restored VLTP leave reaccredited
                         to the donor\'s annual leave account at the
                         beginning of the next leave year.

  OPTION 3               Transfer all of the restored VLTP leave to
                         another approved VLTP leave recipient.

  OPTION 4               Transfer part of the restored VLTP leave to
                         another approved VLTP leave recipient and have
                         the remaining amount restored to the donor\'s
                         annual leave account immediately in the
                         *current* leave year.

  OPTION 5               Transfer part of the restored VLTP leave to
                         another approved VLTP leave recipient and have
                         the remaining amount restored to the donor\'s
                         annual leave account at the beginning of the
                         *next* leave year.
  -----------------------------------------------------------------------

+--------------+-------------------------------------------------------+
| *Donor       | Restored VLTP leave is subject to end-of-leave-year   |
| Options      | balance limitations in the year during which it is    |
| (cont.)*     | restored. Any leave that exceeds the maximum          |
|              | carryover allowable at the end of the leave year will |
|              | be forfeited.                                         |
|              |                                                       |
|              | **Example:** Mickey donated 20 hours of annual leave  |
|              | to a VLTP employee. He and his timekeeper received a  |
|              | written memorandum authorizing the re-crediting of 10 |
|              | hours of unused VLTP leave. Mickey\'s current \"use   |
|              | or lose\" leave balance is 40 hours.                  |
|              |                                                       |
|              | The annual leave was transferred and re-credited in   |
|              | the same leave year.                                  |
|              |                                                       |
|              | If Mickey elects Option 1, because the leave would be |
|              | re-credited to his annual leave balance for the       |
|              | current leave year, the restored 10 hours will become |
|              | \"use or lose\" leave. Unless he plans to use it      |
|              | prior to the end of the leave year, Option 1 is not   |
|              | the best one for Mickey.                              |
|              |                                                       |
|              | Option 2 allows the leave to be re-credited to an     |
|              | annual leave account as of the first day of the first |
|              | pay period of the next leave year. Although it        |
|              | becomes subject to the maximum carryover, this would  |
|              | be a better option for Mickey because he has more     |
|              | time to use it.                                       |
+--------------+-------------------------------------------------------+

[]{#Appendix .anchor}APPENDIX A -- Payroll Services Letters

Non-Receipt of Salary Payments and Special
Pay\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--PS05-

Transfer-In Temporary Leave Balances
\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--PS05-

SF-1150 Record of Leave Data (Transfer-In)
\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--PS05-

Advanced Sick Leave Request
\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--PS05-

Leave Certifications
\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--PS05-

Restored Annual Leave Request
\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--PS05-

Religious Compensatory Time
\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--PS05-

Continuation of Pay
\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--PS05-

Compensatory Time
\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--
PS05-

***Payroll Services Letter***

Number: PS05-

Date: March 20, 2005

Subject: Non-Receipt of Salary Payments and Special Pay

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

**Purpose**

The purpose of this letter is to describe the procedures necessary to
respond to an employee's inquiry for Non-Receipt of Salary Payments.
This letter also introduces a new term, 'Special Pay' that will be used
when processing manual payments.

\_ \_ \_ \_

## Non-Receipt of Salary Payments

After the conversion to the Defense Finance and Accounting Service
(DFAS) on March 20, 2005, if an employee does not receive a salary
payment the Payroll Liaison, Human Resource Center (HRC) must respond
differently than they have in the past. This new procedure is necessary
to support the processing of payroll for HHS by DFAS, Defense Civilian
Pay System (DCPS). The following information regarding non-receipt of
salary payments is included in this letter:

A.  Electronic Funds Transfer (EFT)

B.  Hard copy checks

When an employee reports that a biweekly salary payment was not
received, the Payroll Liaison or designee must verify that the salary
payment was due and not issued. This verification is necessary prior to
notifying the Payroll Services Division (PSD) regarding non-receipt of a
salary payment. The Payroll Liaison or designee must:

-   Check the Impact Master to ensure that an EFT payment or hard copy
    check does not exist. If the payment does not exist:

```{=html}
<!-- -->
```
-   Check to see if the proper authorization was submitted, i.e. time
    and attendance data updated;

-   Check to see if the accession SF-50, and/or EFT authorization,
    updated properly;

-   Check to see if the EFT authorization information on the form
    (routing number and account number) match the information in EHRP;

-   Check to see if the address is in the record and if it is correct.

> After verifying that no payment was issued and the supporting
> documents (time and attendance, EFT authorization, address information
> and/or SF-50) properly updated, a Peregrine ticket must be created to
> request Special Pay. Complete the following information to notify PSD
> that a payment is due.

**Using the Peregrine system, the proper person will select the Service
Desk PSD tab. On the left had side of the panel select: Create PSD
Incidents. The following information is required input on the screen you
see after selecting PSD Incidents:**

-   **Description**

-   **Category and Subcategory**

-   **Hours**

-   **PP End Date**

-   **First Name**

-   **Last Name**

-   **SSN**

**This information is forwarded to the Payroll Customer Service Team in
the PSD. The Customer Service Representative will treat the information
as a Special Pay request.**

## Special Pay

Payroll Services Division will receive the special pay request, make
some additional checks, confirm the payment is due and forward the
request to DCPS. Requests for special pay received in PSD before 1 pm
EST will be sent to DCPS on the same day if the time and attendance and
the personnel master are properly updated. Normally DCPS will process
the request from PSD within 24 hours of receipt. After DCPS sends the
authorization to Treasury, allow 2 days for Treasury to process the
check to the employee's account through the Federal Reserve Board. Allow
5 to 7 days for receipt of hard copy checks.

In order for an employee to request a special pay, the employee must
have received less than 90% of basic pay and allowances. This does not
include overtime, night differential (except for FWS employees), holiday
premium, Sunday Differential, etc.

DCPS does not produce a Leave and Earnings Statement (LES) for special
pay payments. Any adjustments to pay and leave will appear on the next
pay period's LES.

DCPS delivers a special pay to the employee in the same manner that the
employee currently receives his biweekly net pay. Therefore, if an
employee receives his biweekly net pay via EFT, then DCPS will forward
the special pay to his account via EFT.

**NOTE:**

-   If the Impact Master shows that a payment was issued, go to PS05-XX
    to get instructions relative to requesting a lost or misdirected
    payment.

-   Other payments not received i.e., Lump-Sum Annual Leave, Retroactive
    Adjustments, Cash Awards, etc. do not qualify for Special Pay and,
    if appropriate, will be paid on the next regular payroll. However,
    if the Impact Master shows that a payment was issued, go to PS05-XX
    to get instructions relative to requesting a lost or misdirected
    payment.

For further assistance or for questions regarding the information in
this letter, please contact your Payroll Customer Service Team.

***Payroll Services Letter***

Number: PS05-XX

Date: March 20, 2005

Subject: Transfer-In Temporary Leave Balances

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

**Purpose**

This letter provides a new procedure for establishing temporary leave
balances for employees transferring to the Department of Health and
Human Services (HHS). This procedure is being implemented as part of the
conversion of the HHS payroll system to the Defense Finance and
Accounting Service (DFAS).

\_ \_ \_ \_

**Effective March 20, 2005** **Human Resource (HR) Centers will no
longer be required to process HHS 510 Leave data (nature of action code
9101) to update temporary leave balances in employee payroll records.**
Payroll Liaisons should verify the leave from the employee\'s last pay
statement and send a request to their Payroll Customer Service Team for
processing. The request must be sent electronically through the
Peregrine system. Use the Peregrine classification -- Category: LEAVE

Subcategory: TRANSFER-IN/SF-1150. The first line of the description
field must indicate Temporary Leave update and should include the annual
and sick leave balances.

**Temporary leave balances can be updated in the payroll system for
annual and sick leave only.** For other categories of leave and for
transfer in to the employee's permanent record, HR Centers must submit a
copy of the SF-1150 form (Record of Leave Data) directly to the DFAS
payroll office. For more information, see Payroll Services Letter
PS05-XX: SF-1150 Record of Leave Data (Transfer-In).

The Payroll Customer Service Team must receive requests that should be
processed in the current pay period by close of business Wednesday, the
second week of the pay period. If the request is not received by this
cut-off and annual and/or sick leave is submitted on the time and
attendance record, the DFAS payroll system will reject the hours and
charge the leave to Leave Without Pay.

For further assistance or for questions regarding the information in
this letter, please contact your Customer Service Team in the Payroll
Services Division.

***Payroll Services Letter***

Number: PS05-XX

Date: March 20, 2005

Subject: SF-1150 Record of Leave Data (Transfer-In)

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

**Purpose**

This letter provides instructions for transmitting SF-1150, Record of
Leave Data Transferred to Human Resource (HR) Centers to follow when
processing leave data for employees transferring in to HHS. The
instruction is being released as part of the conversion of the HHS
payroll system to the Defense Finance and Accounting Service (DFAS).

\_ \_ \_ \_

**Effective March 20, 2005, HR Centers will no longer be required to
process the SF-1150, Record of Leave Data Transferred (nature of action
code 9100) to update leave data in the payroll system. When an employee
transfers to HHS, the HR Center must send a copy of the SF-1150 Record
of Leave Data Transferred directly to the DFAS payroll office.**

The SF-1150 must be mailed or faxed to:

DFAS Charleston Payroll Office

Code PCPS

P. O. Box 33717

Pensacola, FL 32508-3717

Toll Free: 1 (866) 401-5849

Commercial: 1 (850) 473-6450

Employees can verify their leave balances by reviewing the Leave and
Earnings Statement. Payroll Liaisons should send inquiries concerning
the status of the updating of the SF-1150 to their Payroll Customer
Service Team using the Peregrine system. The Peregrine
category/subcategory is: LEAVE/ TRANSFER IN/SF-1150.

For information about temporary leave balances, see Payroll Services
Letter, PS05-XX: Transfer Temporary Leave Balances.

For further assistance or if you have questions regarding the
information in this letter, please contact your Payroll Customer Service
Team.

***Payroll Services Letter***

Number: PS05-XX

Date: March 20, 2005

Subject: Advanced Sick Leave Requests

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

**Purpose**

This letter describes new procedures for submitting notifications of
advanced sick leave approvals to the Payroll Services Division (PSD).

\- - - -

Currently, after advanced sick leave is approved, it is submitted on the
time and attendance (T&A) record and updated in the employee's payroll
record.

**Effective March 20, 2005, HHS Timekeepers must forward approvals for
advanced sick leave to their Human Resource (HR) Center Payroll
Liaison.** This new procedure is being implemented to comply with the
Defense Finance and Accounting Service (DFAS) payroll processing
requirements.

The DFAS Defense Civilian Pay System (DCPS) maintains advanced sick
leave balances and requires that the number of approved hours be updated
in DCPS **prior to** submission of the T&A data.

It is the responsibility of Timekeepers to be sure that the request for
advanced sick leave is properly authorized and submitted to the Payroll
Liaison. The notification must include the following information:

-   Employee name

-   SSN

-   Date effective (usually the first day that the advanced sick leave
    is to be used).

-   Number of hours authorized

-   A "not to exceed" date for use of the advanced sick leave

Payroll Liaisons must include the above information in a Peregrine
ticket and send it to their Payroll Customer Service Team. There is a
specific field for this purpose in Peregrine -- Category: LEAVE
Subcategory: ADVANCED/RESTORED LEAVE.

**The advanced sick leave hours must be updated in DCPS before the hours
will be accepted when processing the T&A.** Notifications of advanced
sick leave approvals for the current pay period must be received in PSD
no later than **close of business Wednesday**, the second week of the
pay period.

**If advanced sick leave notifications are not received in PSD on time,
the DFAS payroll system will perform a leave conversion,** i.e., the
advanced sick leave will convert to annual leave, compensatory, credit
hours or leave without pay. The leave and earnings statement will show
the leave charged accordingly. Also, Payroll Liaisons will receive a
"Conversion of Hours" report that lists leave that was converted for
employees. For further information on leave conversion, see the Payroll
Services Letter entitled "Biweekly Payroll Process."

Payroll Liaisons should review the leave conversions and report any
discrepancies to their Payroll Customer Service Team.

PSD can accept and process notifications of advanced sick leave
approvals for previous pay periods and adjustments will be made to the
employee records.

For further assistance or for questions regarding the information in
this letter, please contact your Payroll Customer Service Team.

***Payroll Services Letter***

Number: PS05-XX

Date: March 20, 2005

Subject: Leave Certifications

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

**Purpose**

This letter describes new procedures for certifying leave when an
employee is absent from work due to court, military (DC Guard), law
enforcement, and/or military leave types. The new procedure is being
implemented to comply with the Defense Finance and Accounting Service
(DFAS) payroll processing requirements.

\_ \_ \_ \_

**Effective March 20, 2005, HHS Timekeepers must notify their Human
Resource (HR) Center Payroll Liaison when an employee who was placed on
court, military (DC Guard), law enforcement, and/or military leave
returned to duty and provided documentation substantiating the employee
was entitled to the leave reported for each date contained in the
employee's leave record.** The Payroll Liaison must forward the
notification of leave certification to their Payroll Customer Service
Team. Certifications are accepted from the employee after the employee
returns from the respective leave.

The notification must be sent to your Payroll Customer Service Team
electronically through the Peregrine system. Use the Peregrine
category/subcategory - LEAVE/ADJUSTMENT. The first line in the
description field must state: "The employee provided documentation
substantiating the period of leave listed." Include the information
below in the description field:

-   Type of Leave

-   Dates (shown on the document provided by the employee)

-   Number of Hours

The Payroll Services Division will receive a report of all uncertified
leave, the Outstanding Leave Documentation Report, and will follow-up
with the Payroll Liaison if the certifications are not received. There
is no leave conversion of uncertified leave balances.

For further assistance or for questions regarding the information in
this letter, please contact your Payroll Customer Service Team in the
Payroll Services Division.

***Payroll Services Letter***

Number: PS05-XX

Date: March 20, 2005

Subject: Restored Annual Leave Requests

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

**Purpose**

This letter describes new procedures for processing approved restored
annual leave requests. The new procedure is part of the conversion of
the HHS payroll system to the Defense Finance and Accounting Service
(DFAS).

\_ \_ \_ \_

**Effective March 20, 2005, Human Resource Centers will no longer have
the ability to process restored leave requests using the Payroll Error
Correction System.** Payroll Liaisons must forward the approved requests
for restored leave to their Payroll Customer Service Team for
processing.

The restored leave requests must be sent electronically through the
Peregrine system. Use the Peregrine classification -- Category: LEAVE
Subcategory: ADVANCED/RESTORED LEAVE and input the following information
in the appropriate fields:

-   Employee name

-   SSN

-   Effective date

-   Number of hours approved

-   Leave year

The Payroll Customer Service Team will process the request to establish
a restored leave account in the DFAS payroll system. Until the
information is updated in the payroll system, an employee may *not* use
the restored leave.

**Timekeepers must not submit restored annual leave on the time and
attendance record until they verify with the employee that the balance
shows on the employee\'s Leave and Earnings Statement.** Otherwise, the
leave hours will be converted to another form of leave (annual,
compensatory, credit hours or leave without pay). For further
information on leave conversion, see the Payroll Services Letter
entitled "Biweekly Payroll Process."

For further assistance or for questions regarding the information in
this letter, please contact your Payroll Customer Service Team.

***Payroll Services Letter***

Number: PS05-XX

Date: March 20, 2005

Subject: Religious Compensatory Time

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

**Purpose**

This letter provides the repayment of religious compensatory time. The
change in procedure is part of the conversion of the HHS payroll system
to the Defense Finance and Accounting Service (DFAS).

\_ \_ \_ \_

**Effective March 20, 2005, the payroll system will no longer
automatically convert religious compensatory time to leave that has been
used but not repaid within four pay periods.** The HHS policy requires
that the religious compensatory time be repaid within four pay periods
of use. If the leave is not repaid within the four pay periods, the HHS
payroll system will automatically charge the religious compensatory time
used to annual leave or leave without pay.

The DFAS payroll system does not automatically convert the time to leave
when the religious compensatory time is not repaid. Therefore, HHS
Timekeepers must submit amended time and attendance records charging the
employee leave for the religious compensatory hours that have not been
repaid within four pay periods. The amended time and attendance records
will be automatically processed through the DFAS retro process.

For further assistance or for questions regarding the information in
this letter, please contact your Payroll Customer Service Team.

***Payroll Services Letter***

Number: PS05-XX

Date: March 20, 2005

Subject: Continuation of Pay

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

**Purpose**

This letter describes new procedures for handling Continuation of Pay
(COP).

\_ \_ \_ \_

**Effective March 20, 2005, Payroll Liaisons and Timekeepers must
provide information to the Payroll Services Division on employees who
are placed on COP**. The new procedure is part of the HHS payroll system
conversion to the Defense Finance and Accounting Service (DFAS).

The DFAS payroll system has additional requirements for processing COP.
When employees are placed on COP, the date of the injury and injury
number must be submitted with the time and attendance (T&A) data.
Currently, this information cannot be submitted on the HHS T&A record.
Timekeepers will be instructed to forward the date of injury and injury
number to their Payroll Liaison each pay period an employee is placed on
COP. Payroll Liaisons must send the information via Peregrine ticket to
the Payroll Customer Service Team. Use the Peregrine classification --
Category: LEAVE Subcategory: LEAVE ADJUSTMENT.

> **Note:** DFAS describes the injury number as a four-digit field,
> comprised of the month and date (MMDD) of the actual injury date.

The Peregrine ticket must include the following information:

-   Name

-   SSN

-   Employee ID (optional)

-   Date of Injury

The first line of the description field must indicate COP and the date
of injury.

The Payroll Customer Service Team will input the data in the DFAS
system. It is necessary that the COP information be updated before the
COP hours submitted on the T&A are accepted in the DFAS payroll system.

For further assistance or for questions regarding the information in
this letter, please contact your Customer Service Team in the Payroll
Services Division.

***Payroll Services Letter***

Number: PS05-XX

Date: March 20, 2005

Subject: Compensatory Time

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

**Purpose**

## This letter describes the new policy regarding the use of Compensatory Time.

**\_ \_ \_ \_**

Compensatory time is time off with pay in lieu of overtime pay for
irregular or occasional overtime work, as permitted by your OPDIV
internal policy and flexible work schedule programs.

**Effective March 20, 2005, employees will be required to use all
accumulated compensatory time within 26 pay periods of accrual or the
time will be converted to overtime pay.** This new procedure is in
accordance with the processing changes needed to support the conversion
of HHS Payroll to the Defense Civilian Pay System operated by the
Defense Finance and Accounting Service.

After the 26^th^ pay period, unused compensatory time will be
automatically converted to overtime pay at the rate at which it was
earned, and will be included with the biweekly salary payment. The
amount of the overtime pay will be displayed in the Current Earnings
Section of the Leave and Earnings Statement (LES). Any remaining
compensatory hours accrued will be displayed in the Leave Section of the
LES.

Defense Civilian Pay System will not make separate payments for
compensatory time.

For further assistance or for questions regarding the information in
this letter, please contact your Payroll Customer Service Team.