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Pay and Leave

Pay and Leave. What We Do. Provide Policy Guidance and Training Resolve Pay and Leave Issues Manage the Voluntary Leave Transfer Program Manage the Leave Restoration Program Oversee T&A Function. Who We Are.

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Pay and Leave

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  1. Pay and Leave

  2. What We Do • Provide Policy Guidance and Training • Resolve Pay and Leave Issues • Manage the Voluntary Leave Transfer Program • Manage the Leave Restoration Program • Oversee T&A Function

  3. Who We Are TED NYKIEL PAY & LEAVE PROGRAM MANAGER TEL: 301-504-4426 Email: ted.nykiel@ars.usda.gov TERRI PONTE HR SPECIALIST, COMPENSATION TEL: 301-504-1474 Email: terri.ponte@ars.usda.gov MICHELYN BOYD HR SPECIALIST, COMPENSATION TEL: 301-504-1466 Email: michelyn.boyd@ars.usda.gov LAURA O’HARE HR ASSISTANT, LTP COORDINATOR TEL: 301-504-1468 Email: laura.ohare@ars.usda.gov

  4. Where is the Information? www.afm.ars.usda.gov/ Search: “P&Ps and Manuals” 402.1Flexible Work Schedule 402.3Premium Pay 402.4Admin Leave & Excused Absence 402.6Leave Administration

  5. Web Sites con’t The Pay & Leave website: http://www.afm.ars.usda.gov/hrd/payleave/index.htm www.opm.gov/ Select “Subject Index” Select “P” for Pay or “L” for Leave

  6. Agenda • Leave Policies and Programs • Flexible Work Schedules • Premium Pay • Family Medical Leave Policies • WebTA tips • Comp Time for Travel

  7. Annual Leave • Approval • Terminal Leave • Advanced annual: Limited to the amount the employee will accrue in the remainder of the leave year. • Restoration

  8. Forfeiture and Restoration of Annual Leave 1. Annual Leave must be scheduled NLT 3 pay periods prior to end of the leave year 2. Cancellation of Annual Leave a. Exigency to Public Business b. Administrative Error c. Employee Illness d. Employee Essential in a National Emergency 3. Request & Approval to Restore lost AL

  9. Sick Leave • Approval • Returning to Federal Service • Advanced Sick Leave: A maximum of 240 hours, even for Family Care sick leave.

  10. Advanced Leave (annual & sick) • Limited • Employees do not have an entitlement to advanced leave. • Waiver for unearned leave. • May Buy Back • May repay with credit hrs.

  11. Family Leave Policies • Family and Medical Leave Act • Sick Leave for Family Care & Bereavement • Sick Leave for Adoption • Expanded Family and Medical Leave • Organ Donation • Leave Transfer Program

  12. Sick Leave for Family Care and Bereavement • For Family Member* • 62 - Family Friendly Sick Lvin WebTA • Maximum 480 Hours per Leave Year • 480 Hrs for Serious Health Condition • 104 Hours for General Health Care • May be Advanced up to 240 Hours

  13. SICK LEAVE FOR ADOPTION • Limited to the extent leave is needed for with adoption agencies, social workers, and attorneys; court proceedings; required travel; and any other activities necessary to allow the adoption to proceed. • Employees may not use sick leave for bonding purposes unless their absence from duty is ordered by the court or the adoption agency. • Sick leave used for adoption is not counted against sick leave for family care and bereavement.

  14. Family Medical Leave Act “FMLA” • Need 1 Year of Federal Service • For Self or Family Member* • 12 Weeks of LWOP* Within a 12 Month Period From Invoking the Act • Proof of Serious Health Condition 62 – “Sick Leave Used FMLA” in WebTA 61 – “Annual Leave Used FMLA”

  15. Leave Transfer Program 1. Personal Medical Emergency 2. Family Medical Emergency

  16. Recipient • Uses all Annual and entitled Sick Leave • 24hrs of LWOP or Advanced Leave • Apply within 90 days of medical emergency • Maximum 2087 hours of donated leave for FT • Set aside leave accrued as much as 40 AL and 40 SL • Employee can work while in the Program

  17. Flexible Work Schedules Tour of Duty Core Time Flexible Time Gliding Time Meal Time Maxiflex

  18. Schedule (TOD) 7:30 - 4:00(example) • Core Time 9 a.m. – 3 p.m. • Flexible Time Bands 6 a.m. - 9 a.m. & 3 p.m. – 6 p.m. • Gliding Time of 1 hour • Meal Time ½ hour from 11– 1 • Maxiflex Allowed on a case by case basis

  19. Communication of Pay and Leave Policies Core Times Gliding Time Setting/Changing Schedule (Maxiflex)(In Training) Time sheet responsibilities (turning in, accuracy, audits) Meal time Credit, overtime, comp-time (approval of earning and using) Leave policy (notification of requesting leave, OPM-71) Advancing Leave Policy Flexible Workplace Program

  20. Credit Hours Approval • Employee Requests to Work in Excess of Scheduled TOD (PT) • Supervisor Approves • Standing Pre-Approval • SES and Intermittents not Eligible

  21. Credit Hours • Maximum balance at end of Pay Period is 24 Hours • Maximum Balance for Part-Time Employee is ¼ of Tour of Duty • Balance is Carried Over from One Leave Year to the Next

  22. Credit Hours • Upon Separation from Federal Service is Paid to Employee at Regular Hourly Rate • Credit Hours Cannot be Earned for Transit Time

  23. Overtime & Comp-Time • Management Directed • In Excess of Tour of Duty • Exceeds 8 hours in a Day for Part Time Employees.* • Unlimited Amount Can Accrue Except for Bi-Weekly Limitation • 2 Hours Call Back Minimum

  24. Non-Exempt Employees • Have Choice of Overtime or Comp-Time • Paid at 1½ Times Their Regular Rate of Pay

  25. Exempt Employees • Management Decides Between OT & Comp-Time, Except for Employees Earning Less Than the Salary of a GS-10 Step 10 (GS-11-06) • OT Pay is Capped at the Rate of a GS-10 Step 1, or the Hourly Rate of Basic Pay, Whichever is Greater • (GS-12-06)

  26. Training and Premium Pay No premium pay for training Federal Holidays – No Weekends – No RDO’s – No No credit time Exceptions: The employees training is required by the agency and the employees performance or continued retention in his or her current position will be adversely affected by non-enrollment in such training. (PIP not IDP) Time spent by an employee performing work for the agency during periods of training shall be considered hours of work.

  27. Holidays • Full-time Employees (8 hours) • Holiday Premium Pay for FT Employees; OT? Comp? Comp Travel • "In Lieu of" Holidays • Part Time Employees • Credit Hours • LWOP

  28. Leave Without Pay (LWOP) Leave Accrual SCD WGI’s Retirement Benefits Health Benefits Life Insurance

  29. Time and Attendance • Timekeeper Back-up • Timesheets certified • Master Record Schedule • Change of Schedule / SF-52s • Comp-Time use before AL • On-boarding and separations

  30. webTA • Takeover new T&A’s • Accounting manual vs stored • Changes in Profile and leave balances • First and Last pay period accruals • Reactivating former employees • Less than 90 day appointments • Corrected T&As – do not use Local • Separating employees – AD-581

  31. Lump Sum Pay for unused: Annual Leave Compensatory Time Earned Restored Annual Leave Credit Hours ************************************************************ Paid upon: Retirement Leaving Federal service or Entering into active military service Must pay back if employee returns to Federal service too soon

  32. Things to remember • Full-time/Part-time/TOD- NFC vs. webTA – bidirectional feed • SF-52 for: *change of schedule, extended LWOP, resignations, etc. – timely submission *more than 3 pay periods • Track day limits & NTE Dates • Temp Promotion/CTLG • LWOP & RTD sent together.

  33. Things to remember • Intermittents • Temporary Appointments-less than 90 days (Earns sick leave only) – use override • If appt extended beyond 90 days, leave accruals credited to beginning of appt. – uncheck override • Leave Cat automatically changes in next full PP following PP in which SCD falls. • Check for Advanced Leave

  34. REE-Minders • Time Off Awards • Comp Travel • Holidays • webTA • Credit Time

  35. Comp Time for Travel • SES and Intermittents not eligible • Employee Entitlement • Supervisor Approves on T&A • No limitation on Hours Earned • Recorded within 6 pay periods* • Forfeited After 26 Pay Periods • Can Never be Cashed In • Refer to fact sheet*

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