**PAY ADMINISTRATION**

**1. REASON FOR ISSUE:** To implement provisions of the "Federal
Workforce Flexibility Act of 2004" (Public Law 108-411) related to
compensatory time off for travel.

**2. SUMMARY OF CONTENTS/MAJOR CHANGES:** This handbook contains
mandatory VA procedures on pay administration. This revision establishes
procedures for the request, approval and administration of compensatory
time off for travel. These changes will be incorporated into the
electronic version of VA Handbook 5007 that is maintained on the [Office
of Human Resources Management and Labor Relations Web
site](http://vaww.va.gov/ohrm).

**3. RESPONSIBLE OFFICE:** The Compensation and Classification Service
(055), Office of the Deputy Assistant Secretary for Human Resources
Management and Labor Relations.

**4. RELATED DIRECTIVE:** VA Directive 5007, "Pay Administration."

**5. RESCISSIONS:** None.

**CERTIFIED BY: BY DIRECTION OF THE SECRETARY**

**OF VETERANS AFFAIRS:**

/s/Robert N. McFarland /s/R. Allen Pittman

Assistant Secretary for Assistant Secretary for

Information and Technology Human Resources and Administration

ELECTRONIC DISTRIBUTION ONLY

**CONTENTS - CONTINUED**

**PARAGRAPH PAGE**

[**CHAPTER 13.**](#partVIIIch13) **FEDERAL WAGE SYSTEM PURCHASE AND HIRE
WAGE RATES**

1\. [GENERAL](#partVIIIch13para1) VIII-41

2\. [RESPONSIBILITIES](#partVIIIch13para2) VIII-41

3\. [SETTING PURCHASE AND HIRE RATES OF PAY](#partVIIIch13para3) VIII-41

4\. [EFFECTIVE DATE OF RATE CHANGES](#partVIIIch13para4) VIII-43

5\. [PREMIUM PAY](#partVIIIch13para5) VIII-44

6\. [REFERENCES](#partVIIIch13para6) VIII-44

7\. [DEFINITIONS](#partVIIIch13para7) VIII-45

**[CHAPTER 14.](#partVIIIch14) HOSTILE FIRE PAY**

1\. [GENERAL](#partVIIIch14para1) VIII-47

2\. [ELIGIBILITY](#partVIIIch14para2) VIII-47

3\. [PAY ADMINISTRATION](#partVIIIch14para3) VIII-47

4\. [RESPONSIBILITIES](#partVIIIch14para4) VIII-48

5\. [REFERENCES](#partVIIIch14para5) VIII-48

6\. [DEFINITIONS](#partVIIIch14para6) VIII-48

\[**[CHAPTER 15.](#partVIIIch14) COMPENSATORY TIME OFF FOR TRAVEL**

1\. [GENERAL](#partVIIIch14para1) VIII-49

2\. [COVERAGE](#partVIIIch14para2) VIII-49

3\. [ENTITLEMENT](#partVIIIch14para3) VIII-49

4\. [COMPUTATION](#partVIIIch14para4) VIII-49

5\. [REQUEST](#partVIIIch14para5) AND APPROVAL VIII-51

6\. [USE](#partVIIIch14para6) OF COMPENSATORY TIME OFF VIII-52

7\. TRANSFERS, SEPARATIONS AND NON-COVERED POSITIONS VIII-52

8\. [RESPONSIBILITIES](#partVIIIch14para4) VIII-52

9\. [DEFINITIONS](#partVIIIch14para4) VIII-53\]

**APPENDICES**

VIII-A. RESCINDED VIII-A-1

VIII-B. [SAMPLE PAY COMPUTATIONS FOR FIREFIGHTERS](#AppVIIIB) VIII-B-1

VIII-C. [GUIDELINES (Selected Comptroller General\'s
decisions)](#AppVIIIC)

[DUAL COMPENSATION](#AppVIIIC) VIII-C-1

VIII-D. [GUIDELINES (Selected Comptroller General\'s
decisions)](#AppVIIID)

[BACKPAY](#AppVIIID) VIII-D-1

VIII-E. [Pay Administration for Experts and Consultants -- TITLE
5](#AppVIIIE) VIII-E-1

VIII-F. [REQUESTS TO USE THE BAYLOR PLAN](#AppVIIIF) VIII-F-1

VIII-G. [PAY FOR NON-U.S. CITIZEN POSITIONS IN FOREIGN AREAS](#AppVIIIG)
VIII-G-1

\[VIII-H. [REQUEST FOR CREDIT OF COMPENSATORY TIME OFF FOR
TRAVEL](#PartVIIIAppH) VIII-H-1\]

\[**C**[]{#partVIIIch14 .anchor}**HAPTER 15. COMPENSATORY TIME OFF FOR
TRAVEL**

**1. GENERAL.** This chapter establishes Department of Veterans Affairs
(VA) policy and procedures for the credit and use of compensatory time
off for travel.

**2. COVERAGE**

a\. **Eligibility**

\(1\) Full-time and part-time Title 5 employees who are eligible to
receive overtime under 5 U.S.C. 5542 are also eligible to receive
compensatory time off for travel.

\(2\) Under the authority of 38 U.S.C. 7421(a), the Secretary has
extended provisions of 5 U.S.C. 5550b, Compensatory Time Off for Travel,
to nurses, physician assistants, expanded function dental auxiliaries
and title 38 hybrid employees entitled to overtime under 38 U.S.C. 7453
and to part-time physicians, dentists, podiatrists, chiropractors and
optometrists appointed under 38 U.S.C 7306, 7401 or 7405.

b\. **Exclusions.** Full-time physicians, dentists, podiatrists,
chiropractors and optometrists appointed under 38 USC 7306, 7401 or
7405, employees in the Senior Executive Service, Federal Wage System,
intermittent employees, and the Secretary of Veterans Affairs are
ineligible to receive compensatory time off for travel.

**3. ENTITLEMENT.** Effective January 28, 2005, and subject to the
provisions of this chapter, 5 U.S.C 5542(b)(2) and 5 CFR, part 550,
subpart N, employees may earn compensatory time off for time in a travel
status away from the official duty station when the travel time is not
otherwise compensable as hours of work. Employees may earn and use
compensatory time for travel in 15-minute increments and there is no
maximum that may be accumulated. Compensatory time earned under this
provision must be used within 26 pay periods after the pay period that
it is credited and cannot be restored if forfeited. Employees may not
receive compensation for forfeited hours.

**4. COMPUTATION**

a\. **General.** The actual time spent traveling outside of working
hours between the employee's official duty station and a temporary duty
station or between two temporary duty stations is creditable for
compensatory time off for travel subject to the exclusion of excess
waiting times, bona fide meal periods, and commuting times, if
applicable. In computing the amount of creditable travel time, minutes
will be rounded to the nearest quarter hour.

b\. **Hours of Work**

\(1\) Hours for which an employee is entitled to receive compensation
are not creditable for compensatory time off for travel. For example,
employees may not receive credit for compensatory time off for travel
for regular work hours, overtime or regular compensatory time hours,
credit hours, unscheduled hours (part-time employees), availability pay
hours (law enforcement officers), standby hours, on-call hours and hours
of work for travel.

\(2\) Hours of work are not creditable for compensatory time off for
travel even if the employee is prohibited from actually receiving
compensation due to the biweekly limitation on premium pay (see part V,
chapter 2, paragraph 6 of this handbook) or the aggregate limitation on
pay (see part VII, chapter 2 of this handbook) . However, compensatory
time off for travel earned under this chapter is not considered in
applying these pay limitations.

\(3\) For title 38 and FLSA-exempt title 5 employees, (Ref. 38 U.S.C.
7453(e)(5) and 5 U.S.C. 5542(b)(2)), travel away from the official duty
station is considered hours of work if the travel:

\(a\) is performed during normal duty hours; or

\(b\) involves the performance of authorized work while traveling (e.g.,
escorting a patient); or

\(c\) is incident to travel that involves the performance of authorized
work while traveling (e.g., a return trip from escorting a patient); or

\(d\) is carried out under arduous conditions; or

\(e\) results from an event which could not be scheduled or controlled
administratively.

\(4\) For title 5 FLSA non-exempt employees (Ref. 5 CFR 551.422), travel
away from the official duty station is considered hours of work if the
travel:

\(a\) is performed during normal duty hours; or

\(b\) requires an employee to drive a vehicle or perform other work
while traveling; or

\(c\) requires an employee to travel as a passenger on a one-day
assignment away from the official duty station; or

\(d\) requires an employee to travel as a passenger on an overnight
assignment away from the official duty station during hours on
nonworkdays that correspond to the employee\'s regular working hours.

\(5\) Hours of work for travel as well as other hours of work must be
authorized by the appropriate approving official and recorded on the
employee's time and attendance record as required.

\(6\) When an employee travels between different time zones, the time
zone of departure must be used to determine if an employee traveled
during regular duty hours. (See Appendix H, Example 3) In determining
the amount of travel time, use the actual number of hours and minutes
traveled, rounded to the nearest quarter hour.

c\. **Waiting Time**

\(1\) Up to one hour waiting time is creditable for compensatory time
off for travel. This includes time in which the employee is required to
wait prior to the departure of a flight or other mode of transportation
or while waiting for intervening transportation (e.g., a connecting
flight) en route to or from a temporary duty station. Excess waiting
time, i.e., waiting time in excess of one hour, is not creditable if the
employee was free to rest, sleep, or otherwise use the excess time for
his or her own personal use.

\(2\) Employees may request credit of excess waiting time by providing a
written explanation in the Remarks sections of VA Form 0861. The
explanation must include the amount of excess waiting time requested,
the reason for the excess waiting time, an explanation why the employee
was unable to use the time for personal use and any additional
information or documents that supports the request.

d\. **Bona Fide Meal Period.** Bona fide meal periods during actual
travel time or waiting time are not creditable for compensatory time off
for travel. Bona fide meals periods must be excluded from actual travel
time and from waiting time. Typically 30 minutes or more, a bona fide
meal period is time set aside by the employee for the purpose of eating
a regular meal. For example, an employee who spends an uninterrupted
hour eating at an airport restaurant while waiting for a flight, must
exclude one hour as a bona fide meal period from his or her waiting
time.

e\. **Commuting Time**

\(1\) An employee's normal home-to-work or work-to-home commuting time
must be deducted when employees travel outside of regular work hours
between home and a temporary duty location or transportation terminal
outside the limits of the official duty station.

\(2\) Travel between an employee's home and a transportation terminal
within the limits of the official duty station is considered normal
commuting time and must be deducted from travel time. In some cases,
commuting time to a transportation terminal within the limits of the
official duty station is greater than the employee's normal home-to-work
or work-to-home commuting time. Travel to a temporary duty location
within the limits of the official duty station is considered local
travel and is not creditable for compensatory time off for travel even
if it occurs outside of the employee's regular work hours.

\(3\) A commuting time deduction does not apply to travel during regular
work hours between home and a temporary duty station or a transportation
terminal since travel during regular work hours is not creditable for
compensatory time off for travel.

\(4\) A commuting time deduction does not apply to travel outside of
regular work hours between an employee's worksite and a temporary duty
location or transportation terminal. All such time is creditable for
compensatory time off for travel.

**5. REQUEST AND APPROVAL**

a\. In order to request credit of compensatory time off for travel,
employees must complete and submit VA Form 0861, Request for Credit of
Compensatory Time Off for Travel, to the appropriate certifying official
within 15 calendar days after completion of authorized travel. Requests
after 15 calendar days may not be accepted unless the employee is
prevented from submitting the form in a timely manner. VA Form 0861 will
be used only for the request and approval of compensatory time off for
travel. This form may not be used to compute any other employee benefit
or entitlement.

b\. Certifying officials may request additional information or documents
from the employee or other sources as needed in order to validate and
approve an employee's request. Any information or documents used to
change the amount requested by the employee should be attached to VA
Form 0861 and maintained as part of the official record. Any
disagreement or dispute in the amount of compensatory time approved
should be referred to the next level above the certifying official.
Unless otherwise delegated, the final approval authority in all matters
involving credit of compensatory time off for travel is the facility
Director. For Central Office, the Deputy Assistant Secretary level or
equivalent has final approval authority. For the Office of Inspector
General, the Inspector General has final approval authority.
Compensatory time for travel will not be credited to the employee's time
and attendance record until approved by the appropriate
certifying/approving official(s).

c\. Certifying officials may not approve time in travel status that is
different from the authorized mode of transportation and/or travel dates
unless it is cost effective to the government. If it is not cost
effective, the employee must be credited with the lesser of an estimated
amount of travel time (based on the mode of transportation and date(s)
of travel authorized) or the actual travel time.

d\. Upon final approval, timekeepers must document the employee's time
and attendance records and maintain VA Form 0861 in accordance with
payroll office procedures. Compensatory time for travel will not be
commingled with regular or other forms of compensatory time.

**6. USE OF COMPENSATORY TIME OFF**

a\. Compensatory time off for travel must be used within 26 pay periods
after the pay period in which it is credited. Unused balances after 26
pay periods will be forfeited and there are no provisions for
restoration. Employees may not receive compensation under any
circumstances for forfeited balances. Compensatory time off for travel
must be earned and used in 15-minute increments.

b\. Employees must request permission to use compensatory time in
accordance with normal leave procedures established in the employee's
work unit. Compensatory time for travel may only be used for absences
from an employee's scheduled tour of duty for leave purposes.

**7. TRANSFERS, SEPARATIONS AND NON-COVERED POSITIONS**

a\. Upon separation from the federal government (retirement,
resignations, etc) or upon transfer to another government agency, an
employee's unused balance of compensatory time off for travel will be
forfeited. Employees may not receive compensation under any
circumstances for forfeited balances.

b\. Upon transfer to another VA facility (intra-agency), an employee's
unused balance of compensatory time off for travel will transfer to the
new VA facility. Unless the process is automated, the local payroll
office will be responsible for providing the new facility payroll office
with information required for credit of the transferred balance.

c\. Subject to the provisions of 5 CFR 550.1407, employees who separate
or are placed in a leave without pay status to perform service in the
uniformed services (as defined in 38 U.S.C. 4303 and 5 CFR 353.102) or
due to an on-the-job injury with an entitlement of injury compensation
under 5 U.S.C. chapter 81 may have unused balances of compensatory time
off for travel recredited upon reemployment or return to duty.
Recredited compensatory time will be available for use for 26 pay
periods after the pay period that it is recredited with no provision for
restoration after it is forfeited.

d\. Employees who move to a position that is not covered by the
compensatory time off for travel provisions will have unused balances of
compensatory time forfeited.

**8. RESPONSIBILITIES**

a\. Under Secretaries, Assistant Secretaries, Other Key Officials,
Deputy Assistant Secretaries, and facility directors are responsible for
the fair and equitable administration of this policy and for ensuring
that compensatory time off for travel is administered in accordance with
the procedures in this chapter.

b\. The Deputy Assistant Secretary for Human Resources Management and
Labor Relations is responsible for advising management officials on the
governing regulations and the procedures in this chapter.

c\. The Deputy Assistant Secretary for Finance is responsible for
payroll office procedures and the administration of VA Form 0861,
Request and Authorization for Compensatory Time Off for Travel.

d\. Facility Human Resources Management officials are responsible for
advising local management officials and employees on the procedures in
this chapter.

e\. Payroll officials are responsible for timekeeping instructions to
properly document time and attendance records and in the maintenance of
VA Form 0861. Payroll officials must monitor timekeeper input and
correct employees' records when needed.

f\. Certifying officials (first-line supervisor or higher level
supervisor as determined locally) are responsible for reviewing and
approving requests for compensatory time off for travel and for
requesting additional documentation from the employee or other sources
when deemed necessary to validate travel time.

g\. Employees are responsible for submitting timely and accurate
requests for compensatory time off for travel and for managing leave
balances.

**9. DEFINITIONS**

a\. **Compensable.** Periods of time that are creditable as hours of
work for the purpose of determining a specific pay entitlement, even
when that work time may not actually generate additional compensation
because of applicable pay limitations.

b\. **Compensatory Time Off.** Compensatory time off for travel that is
credited under this chapter and applicable law.

c\. **Official Duty Station.** The geographic area surrounding an
employee's regular work site that is the same as the area designated by
the employing agency for the purpose of determining whether travel time
is compensable for the purpose of determining overtime pay. Limits of
the official duty station is

determined by each local facility.

d\. **Regular Working Hours.** The days and hours of an employee's
regularly scheduled administrative workweek.

e\. **Travel.** Officially authorized travel, i.e., travel for work
purposes that is approved by an authorized official.

f\. **Travel Status.** Travel time that is creditable in accruing
compensatory time off for travel under this chapter and applicable law,
excluding travel time that is otherwise compensable under other
authorities. Once an employee arrives at the temporary duty station, he
or she is no longer considered to be in a travel status. Any time spent
at a temporary duty station between arrival and departure is not
creditable travel time for the purpose of earning compensatory time off.

**10. REFERENCES**

a\. 5 CFR 550, part N

b\. 5 U.S.C. 5550b

c\. 38 U.S.C. 7421(a)\]

[]{#PartVIIIAppH .anchor}

\[**APPENDIX H**

**INSTRUCTIONS AND EXAMPLES FOR VA FORM 0861,**

**REQUEST FOR CREDIT OF COMPENSATORY TIME FOR TRAVEL**

This appendix provides instructions and examples for VA Form 0861,
Request for Credit of Compensatory Time for Travel. In addition to
policy and procedures contained in this handbook, employees must also
adhere to any local requirements and procedures governing a request for
and use of compensatory time off for travel.

**General**

The amount of compensatory time for travel requested is subject to
approval by the appropriate certifying official(s). To ensure accurate
completion of VA Form 0861, employees are encouraged to record and
maintain information regarding their travel itinerary. This is
especially true when employees claim credit for excess waiting time.

All totals will be shown in hours:minutes and rounded to the nearest
quarter hour. For example, if an employee departs their home at 7:05 AM
and arrive at their temporary duty (TDY) location at 10:30 AM, the total
time elapsed is 3 hours 25 minutes. When rounded to the nearest quarter
hour, the total hours:minutes should be recorded as "3:30" in Block 1G.
Acceptable values for total minutes are :00, :15, :30 and :45.

Once approved by the certifying official, VA Form 0861 will be used to
support entries on the employee's time and attendance record.

**Instructions for Completion of VA Form 0861**

**Identifying Information**

**Block 1. Name of Employee:** Enter first name, middle initial (if
applicable), last name.

**Block 2. T&L Unit:** The Time and Leave (T&L) Unit number is located
on the Earnings and Leave Statement and can also be obtained from the
timekeeper.

**Block 3. Travel Authorization No.:** This number is located on the
employee's travel orders and is the same number used to complete travel
vouchers.

**Block 4. FLSA Status:** The Fair Labor Standards Act (FLSA) status is
located on the Earnings and Leave Statement. "E" means "exempt" from the
FLSA; "N" means "non-exempt" or covered under FLSA. **Note**: For FLSA
"N", if Block 1B (Part I or Part II) is "Day Off", show "N" and work
schedule, e.g. "8:00 -- 4:30", in Block 4. This information may be
needed to determine travel hours that are compensable as hours of work
under FLSA. See VA Handbook 5007, Chapter 15, paragraph 4b(4)(d).

**Part I (Outgoing Travel) Part II (Return Travel)**

VA Form 0861 was designed to cover typical travel assignments to one TDY
location. For example, Part 1 (Outgoing Travel) will normally contain
travel information from an employee's home (or worksite) to their TDY
location and Part II (Return Travel) will normally contain travel
information from an employee's TDY location to home (or worksite).

**Multiple Assignments**

When authorized travel consists of multiple TDY locations, employees
must complete more than one form. When more than one form is used, Part
I may reflect the travel information from a second TDY location back to
home (or worksite) or it may reflect the travel information from a
second TDY location to another TDY location. Likewise for Part II, the
travel information may not necessarily reflect "Return Travel". When
using VA Form 0861 for multiple TDY assignments, disregard the titles
"Outgoing Travel" and "Return Travel" but rather use the form to record
each segment of travel as they occur regardless of whether it falls in
Part I or Part II. For each form used, show only the compensatory time
for travel requested for that form. Do not combine the totals from
multiple forms.

**Block 1A. Date of Travel:** Enter the date you departed home or
worksite to begin travel. If you traveled to multiple TDY locations
during this assignment, this may be the date you departed your second
(or any subsequent) TDY location.

**Block 1B. Work Schedule on Date of Travel:** If you traveled on a work
day, you must enter your work schedule for this travel date even if you
did not actually travel during your work schedule. For example, if your
work schedule is 8:00 AM to 4:30 PM, and you traveled from 5:00 PM to
8:00 PM, you must enter 8:00 AM to 4:30 PM as your work schedule. This
information will be used to determine your entitlement to overtime and
other hours of work.. If you did not travel on a workday, you may enter
"Day Off".

**Block 1C. Place of Departure:** Enter the place you departed on the
travel date shown in Block 1A. In Part 1, you would normally enter
"Home" or "Worksite" depending on where you began your TDY travel. In
Part II, you would normally enter the name of your TDY location, such as
"Washington, DC." However when you travel to multiple TDY locations,
this could be the name of your first or subsequent TDY location.

**Block 1D. Place of Arrival:**. Enter the place you arrived on the
travel date shown in Block 1A. In Part I, you would normally enter the
name of your TDY location, such as "Washington, DC". In Part II, you
would normally enter "Home" or "Worksite" depending on where you arrived
upon return from TDY. However, when you travel to multiple TDY
locations, this could be "Home", "Worksite" or a subsequent TDY
location.

**Block 1E. Time of Departure:** Enter the local time you departed the
location in Block 1C.

**Block 1F. Time of Arrival:** Enter the local time you arrived at the
location in Block 1D.

Note: When travel involves different time zones, employees should
specific the time zone for which the time is based. For example,
employee note Eastern, Central, Mountain, Pacific, etc following the
times. This specification will aid in future review of completed claim
forms.

**Block 1G. Total Time from Departure to Arrival:** Enter the actual
time (hours:minutes) elapsed from Block 1C (Place of Departure) to block
1D (Place of Arrival). When traveling between different time zones, you
can not subtract Block 1E (Time of Departure) from Block 1F (Time of
Arrival) to determine the actual total time. Total Time from Departure
to Arrival should be rounded to the nearest quarter hour.

Example: If Time of Departure is 7:05 AM and Time of Arrival is 10:30
AM, the actual time elapsed from Departure to Arrival is 3 hours 25
minutes. When rounded to the nearest quarter hour, enter "3:30"in Block
1G.

**Hours of Work**

**Blocks 2A.** Hours for which you have received or are entitled to
receive pay or other compensation are not creditable for compensatory
time for travel. This is true even if you are prohibited from receiving
pay for such hours due to the biweekly limitation on premium pay or the
aggregate limitation on pay. (See VA Handbook 5007, Part VIII, Chapter
15, paragraph 4b(2)) Hours of work that are not creditable for
compensatory time for travel include regular hours, overtime hours,
unscheduled hours (part-time), availability pay hours (law enforcement
officers), standby or on-call hours. If the total time in Block 1G
include such hours, answer "YES" in Block 2A. For example, if you
departed your worksite at 3:00 PM (Block 1E) and arrived at your TDY
location at 8:00 PM (Block 1F), and your work schedule for the travel
date is 8:00 AM to 4:30 PM (Block 1B), you must check "Yes" in Block 2A
and enter 1:30 (hours:minutes) in Block 2B since you are entitled to
your regular pay from 3:00 PM to 4:30 PM. If the total time in Block 1G
does not include hours for which you received or are entitled to receive
compensation, check "No" and go to Block 3A.

Under certain conditions, actual travel time may qualify as hours of
work. (See VA Handbook 5007, Part VIII, Chapter 15, paragraph 4b(3) and
(4)) For example, travel time by an employee who must escort a patient
aboard a flight may qualify as hours of work.. For FLSA Status N
(non-exempt) employees, travel on a non-workday during times which
corresponds to their normal tour of duty may qualify as hours of work..
Generally, travel time that qualify as hours of work will result in an
employee receiving additional regular or overtime pay and must be
entered on the time and attendance records. If you need additional
information on travel time that may qualify as hours of work, contact
your supervisor or local human resources office for more information.
Note: Performing *unapproved* work while traveling, such as working on
your laptop or reviewing presentation material aboard a flight is not
considered hours of work.

**Block 2B.** If Block 2A is "Yes", enter the total time (hours:minutes)
for which you received or are entitled to receive compensation.

**Excess Waiting Time**

**Block 3A.** Up to one hour waiting time is creditable for compensatory
time off for travel. This includes time in which you are required to
wait prior to actual travel time, such as waiting for departure of a
flight or connecting flight. If the total time in 1G includes excess
waiting time, i.e., waiting time in excess of one hour, check "Yes" and
complete Block 3B. If the total time in 1G does not include excess
waiting time, check "No".

**Block 3B.** During the excess waiting time, if you were free to rest,
sleep or otherwise use the time for your own personal use, check "Yes"
and complete Block 3C. If you were not able to use the excess waiting
time for your own personal use, check "No" and explain in Remarks. You
may receive credit for excess waiting time only if approved by the
certifying official. Include any information and documentation that
supports your claim.

Example: If you are arrive at the airport one hour prior to a scheduled
departure and your flight is delayed two hours, you must check "Yes" if
you were free to use the excess waiting time for your own personal use.
However, if your flight is delayed on the runway for two hours and you
must remain aboard

the plane, you would likely answer "No", and enter an explanation in the
Remarks section.

**Block 3C.** Enter any waiting time in excess of one hour in which you
were free to use for your own personal use; enter hours:minutes.

**Commute Time**

**Blocks 4A and 4C.** If you departed from or arrived at your home
outside of your normal work schedule, check "Yes", as appropriate and
complete Blocks 4B and 4D. If you departed from or arrived at your home
during your normal work schedule, check "No", as appropriate.

**Blocks 4B and 4D.** Travel time between home and a transportation
terminal within the limits of your official duty station is considered
normal commute time. When you travel between home and a transportation
terminal or TDY location outside the limits of the official duty
station, you must deduct your normal home-to-work or work-to-home
commute time. In Block 4B and 4D, enter the appropriate commute time in
hours:minutes.

Example: If it takes 1 hour to travel between home and a transportation
terminal within the limits of your official duty but your normal
home-to-work or work-to-home commute is one-half hour, you must deduct
one hour. However, if you travel between home and a transportation
terminal or TDY location outside the limits of your official duty
station, you would deduct your normal home-to-work or work-to-home
commute time of one-half hour.

**Bona Fide Meal Period**

**Block 5A.** Employees may not receive any compensation or credit for
bona fide meal periods during waiting time or during actual travel time.
"Typically 30 minutes or more, a bona fide meal period, is time set
aside by the employee for the purpose of eating a regular meal." (Ref.
VA Handbook 5007, Part VIII, Chapter 15, Paragraph 4D). If the total
time in Block 1G include a bona fide meal, you must check "Yes" to Block
5A.

**Block 5B.** Enter the total hours:minutes for bona fide meal
period(s).

Example: An employee who spends an uninterrupted hour eating at an
airport restaurant while waiting for a flight, must exclude one hour as
a bona fide meal period.

Note: If an employee determines that a bona fide meal period occurred
while aboard a flight enroute to a TDY location, it too must be
excluded.

**Totals**

**Block 6.** Compute the total amount of compensatory time for travel
requested for each segment of travel. This amount equals the Total Time
(1G) minus Hours of Work (2B), minus Excess Waiting Time (3C), minus
Commute Time (4A and 4B), minus Bona Fide Meal Period (5B).

**Block 7.** Add Block 6 Part I and Block 6 Part II. This is the total
amount requested for the period(s) of travel identified on this form.

Note: When adding and subtracting total minutes, remember that one hour
equals 60 minutes. For example, 3:45 (3 hours:45 minutes) plus 1:30 (one
hour:30 minutes) equals 5:15 (5 hours:15 minutes) **not 4:75.**
Likewise, 8:30 (8 hours:30 minutes) minus 6:45 (6 hours:45 minutes)
equals 1:45 (1 hour:45 minutes) **not 1:85**. Acceptable values for
total minutes are :00, :15, :30, and :45.

**Certifications**

**Blocks 8 and 9.** Employee must sign and date**.**

**Blocks 10, 11, and 12.** Enter the certifying official's name and
title in Block 10. Certifying official must sign and date Blocks 11 and
12.

**For Timekeeper Use Only**

**Blocks 13 -17.** Timekeeper must follow guidance and instructions
issued by the local payroll office.

**Remarks**

This section will be used to enter any additional information pertaining
to the employee's request. When an employee claims credit for excess
waiting time, i.e., Block 3B is "No", the employee must use this section
to enter the reason they were not able to use excess waiting time for
personal use. This section will also be used by the certifying official
to identify differences in amounts requested by the employee and the
amount actually approved.

Any documentation submitted by the employee to substantiate their claim
or used by the certifying official in their approval should be attached
to VA Form 0861.

**Example 1:** On March 7, 2005, Elliott Alpha, an FLSA exempt employee
whose duty station is Washington, DC, travels TDY to Albuquerque, NM,
during regular hours of duty on a workday. He departs his home (for the
airport) at 5:00 AM and arrives at his TDY location the same day at 2:15
PM. Elliott's tour of duty is 8:00 AM to 4:30 PM, Monday through Friday
and his normal commuting time is 45 minutes. For his return travel,
Elliott departs Albuquerque at 7AM on March 12, 2005, spends ½ hour
eating a meal at an airport restaurant and arrives at his home at 5:15
PM.

You will notice that the Time of Departure and Time of Arrival are based
on local times at Place of Departure and Place of Arrival. Since the
times in the example reflect a two hour time difference, i.e., between
Eastern time and Mountain time, you can not subtract the arrival time
from the departure time in order to determine Total Time from Departure
to Arrival. The Total Time From Departure to Arrival must reflect the
actual amount of time (hours:minutes) between departure and arrival.

As shown in Block 7 of VA Form 0861 on the next page, Elliott requested
9:15 hours:minutes for this TDY travel.

![](media/image1.png){width="7.082638888888889in"
height="8.855555555555556in"}

**Example 2:** On April 10, 2005, Sam Beta, an FLSA non-exempt employee,
departs home at 6:00 AM and arrives at Lexington, KY at 9:00 AM. On
April 11, 2005, a non work day, he departs Lexington at 5:00 PM and
arrives home at 8:00 PM. Sam's regular tour of duty is 9:00 AM to 5:30
PM and his normal home-to-work/work-to-home commute time is 1 hour.

For FLSA non-exempt employees, time in a travel status on a non-workday
that corresponds to normal hours of duty is considered *hours of work
for travel.* Employees may not receive compensatory time for travel for
such hours. Since Sam departed Lexington at 5:00 PM, (Part II, Block
1E), the time traveled from 5:00 PM to 5:30 PM must be deducted as hours
of work (see Part II, Block 2B) and posted on the employee's time and
attendance record. Certifying officials must ensure all hours of work
are correctly identified and recorded so employees may receive proper
compensation and credit.

As shown in Block 7 of VA Form 0861 on the next page, Sam requested 3:30
hours:minutes for this TDY travel.

![](media/image2.png){width="7.082638888888889in"
height="8.855555555555556in"}

**Example 3:** On January 28, 2005, Mr. Tym E. Zones, an FLSA exempt
employees departs his worksite at 10:00 AM (Eastern Time) for the
airport. Once he arrives at the airport, he learns that his flight is
delayed 2 hours. While waiting for his flight, he spends 1 hour eating a
regular meal at an airport restaurant. He finally arrives at his TDY
location in Fresno, CA at 4:30 (Pacific Time).

On February 4, 2005, he departs Fresno, CA at 10:30 AM (Pacific time)
and arrives at his home (Washington, DC) at 7:30 PM (Eastern time). His
regular work schedule for both travel dates is 8:00 AM to 4:30 PM.

In Part I, although Mr. Zones' flight was delayed two hours and he
certified that he was free to use the time for his own personal use, he
only deducted one hour excess waiting time in Block 3C since the other
hour of excess waiting time was deducted as a bona fide meal period in
Block 5B. If Mr. Zones had not certified that his time included a bona
fide meal period, he would have deducted two hours excess waiting time
in Block 3C.

In this example, you will notice that Mr. Zones' travel time in Part II
is not creditable for compensatory time off for travel. When employees
travel between time zones, you must always use the time zone of
departure to determine hours of work. In this example, although he
arrived at 7:30 PM Eastern Time, his work schedule is based on Pacific
time, i.e., the time zone of his departure. Mr. Zones arrived home at
4:30 PM *Pacific time* at the end of his regular work schedule for that
day.

As shown in Block 7 of VA Form 0861 on the next page, Mr. Zones
requested 0:30 hours: minutes for this TDY travel.

![](media/image3.png){width="7.082638888888889in"
height="8.855555555555556in"}