**PAY ADMINISTRATION**

**1. REASON FOR ISSUE:** To revise Department of Veterans Affairs (VA)
compensatory time off for travel policy in accordance with the final
regulations issued by the Office of Personnel Management.

**2. SUMMARY OF CONTENTS/MAJOR CHANGES:** This handbook contains
mandatory VA procedures on pay administration. This revision affects
procedures for compensatory time for travel claims, usage and balances
on or after May 17, 2007. The pages in this handbook replace the
corresponding page numbers in VA Handbook 5007, Part VIII, Chapter 15.
These changes will be incorporated into the electronic version of VA
Handbook 5007 that is maintained on the [Office of Human Resources
Management Website](http://vaww1.va.gov/ohrm). Significant changes
include:

a\. Eliminates bona fide meal periods from the computation;

b\. Changes expiration time from "26 pay periods after it is *credited*"
to "26 pay periods after it is *earned*"; and

c\. Allows extension of compensatory time for travel for an additional
26 pay periods due to exigency of the service beyond employee's control.

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

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

**5. RESCISSIONS:** None.

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

**OF VETERANS AFFAIRS:**

/s/Robert T. Howard /s/Michael W. Hager

Assistant Secretary for Assistant Secretary for

Information and Technology Human Resources and Administration

ELECTRONIC DISTRIBUTION ONLY

**C****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 \[earned\] 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 \[ \] 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.

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\. \[**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 \[earned. However, when employees
are prevented from using compensatory time due to an exigency of the
service beyond the control of the employee, the certifying official may
extend the time limit for an additional 26 pay periods.  Extension of
the time limit due to an exigency must be fully documented in the
remarks section of each original VA Form 0861 for which the compensatory
time was initially approved.  The documentation must include a
description of the exigency and the approval signature of the certifying
official.  All documents pertaining to the approval, use and extension
of compensatory time will be maintained by the timekeeper or other
authorized individual in accordance with local payroll office
procedures\].

b\. \[Compensatory time off for travel must be earned and used in
15-minute increments. Unused balances after 26 pay periods will be
forfeited unless extended due to an exigency of the service as provided
above. Employees may not receive compensation under any circumstances
for forfeited balances.

c\. Requests to use compensatory time must be in accordance with normal
leave procedures established in the employee's work unit and 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 \[are\] 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)

Note: When travel involves different time zones, employees should
specify the time zone for which the time is based. For example,
employee\[s must annotate\] Eastern, Central, Mountain, Pacific, etc.
when traveling between different time zones. 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 that
correspond 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 IG 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.

\[ \]

**Totals**

**Block** \[**5.**\] 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 (4\[B\] and 4\[D\]) \[ \].

**Block** \[**6.**\] Add Block \[5\] Part I and Block \[5\] 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** \[**7 and 8.**\] Employee must sign and date**.**

**Blocks** \[**9, 10, and 11.**\] Enter the certifying official's name
and title in Block \[9\]. Certifying official must sign and date Blocks
\[10 and 11\].

**For Timekeeper Use Only**

**Blocks** \[**12 -16.**\] 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 the remarks
on page 2 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, \[ \] 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 \[6\] of VA Form 0861 on the next page, Elliott
requested \[9:45\] hours:minutes for this TDY travel.

![](media/image1.png){width="6.816666666666666in"
height="8.849305555555556in"}

**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 \[6\] 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="8.848611111111111in"}

**Example 3:** On January 28, 2005, Mr. Tym E. Zones, an FLSA exempt
employee, 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
\[ \] 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, \[ \] Mr. Zones' flight was delayed two hours and he
certified that he was free to use \[one hour\] for his own personal use;
he \[therefore\] deduct\[s\] one hour 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 \[6\] of VA Form 0861 on the next page, Mr. Zones
requested \[2:00\] hours: minutes for this TDY travel.

![](media/image3.png){width="7.002777777777778in"
height="8.728472222222223in"}