Pay and Leave

1. Pay and Leave

2. Who We Are TED NYKIELPAY & LEAVE PROGRAM MANAGER TEL: 301-504-4426 Email:ted.nykiel@ars.usda.gov TERRI PONTEHR 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 MONETTA HARVEYHR ASSISTANT, LTP COORDINATOR TEL: 301-504-1457 Email: monetta.harvey@ars.usda.gov LAURA O’HAREHR ASSISTANT, LTP COORDINATOR TEL: 301-504-1468 Email: laura.ohare@ars.usda.gov

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

4. Web Sites con’t www.afm.ars.usda.gov Link to Pay and Leave http://www.afm.ars.usda.gov/hrd/payleave/index.htm Link to WebTA Instructions http://www.afm.ars.usda.gov/hrd/payleave/webta.htm

5. T&A Tips and Pitfalls Things to Remember

6. Things to Remember • Full-time/Part-time/TOD- NFC vs. webTA • SF-52 for change of schedule* *more than 3 pay periods Part-time employees: • PT students keep PT unapplied hrs, other PT’s do not • LWOP does not affect leave accruals

7. Things to Remember • Intermittents • Temporary Appointments-less than 90 days (Earns sick leave only) • If appt extended beyond 90 days, leave accruals credited to beginning of appt. • Leave Cat automatically changes in next full PP following PP in which SCD falls.

8. Things to RememberAdvanced Leave Annual Leave: Limited to the amount the employee will accrue in the remainder of the leave year. Sick Leave: A maximum of 240 hours, even for Family Care sick leave. Employees do not have an entitlement to advanced leave. Waiver for unearned leave. May Buy Back.

9. Things to Remember • Prior Job Leave balances – Do not enter • Terminal Leave • Remove Expired Comp time Biweekly pay cap for comp/OT • 80 hours LWOP – No annual, no sick for FT employees • Corrected T&A’s- Auto updates current PP balance

10. Things to RememberLump Sums 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

11. WebTA…on the horizon

12. WebTA Tips Entering New Employees • Enter at start of PP or “set PP” • Ensure SSN is correct • Employee’s e-auth not needed for to complete T&A • Select correct pay plan, TOD, SCD! • Leave accrual – 1st PP? If no, remove from leave account

13. WebTA Tips Entering New Employees • Stored accounting – 1st PP • Do not check override fields • Do not enter prior job balances • Check T&A Summary!

14. WebTA Tips Reactivating Employees • Contact Area, do not enter new T&A for returning employee • Remove all leave balances • Wait for HR to reinstate sick leave • Check accounting code • Check contact point, check box • Uncheck “final T&A” box

15. WebTA Tips Current Employee changes units • “Takeover” T&A • Review/update all Employee and T&A Profile information

16. WebTA Tips Separating Employees • Enter “Status Change” Blocks • Check “Final T&A” • Check for Terminal annual leave • Should employee accrue leave? • Manually remove accruals from leave Account • Check T&A Summary!

17. WebTA Tips General Information • Look for re-credits (“restored”) • Corrected T&A’s will update leave balances – do not manually adjust • Use the “remarks” section • “Validation Reset by Edit” • Transmit by COB Tuesday – check and recheck!

18. WebTA TipsLeave Audits • Select PP range • Select type of leave • Download to PDF • Print and fax (don’t need orig) • Include TK contact info • Supervisor’s signature/date

19. Flexible Work Schedules

20. Flexible Work Schedules • Tour of Duty – 7:30-4:00 • Core Time – 9 am – 3 pm • Flexible Time – 6am-9am & 3pm-6pm • Gliding Time – 1 hour • Meal Time – ½ - 1 hour from 11-1 • Maxiflex – allowed case by case • Holidays move, not maxiflex RDO

21. Communication of Pay and Leave Policies 1. Core Times 2. Gliding Time 3. Setting/Changing Schedule (Maxiflex)(In Training) 4. Time sheet responsibilities (turning in, accuracy, audits) 5. Meal time 6. Credit, overtime, comp-time (approval of earning and using) 7. Leave policy (notification of requesting leave, OPM-71) 8. Advancing Leave Policy 9. Flexible Workplace Program

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

23. 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

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

25. 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

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

27. 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)

28. Comp-Time • 26 Pay Periods to Use Comp-Time or it is to be paid to employee • Must use Comp-time before Annual Leave*

29. 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

30. 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

31. Sick Leave for Family Care and Bereavement • For Family Member* • 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

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

33. Recipient • Uses all Annual and entitled Sick Leave • 24 hrs 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

34. Comp-Time for Travel

35. Who is Not Eligible? • Senior Executive Service • Intermittents

36. Basic Facts • 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

37. Comp-TravelQuestions • Employee’s Schedule • Traveling/Waiting Times • FLSA Exempt or Non Exempt • Constructed Travel Times • Holiday Hours

38. The Roadmap • Time Zones-Departure/Return • Commuting Time • During Regular Work Hours • Meal Times • Overtime/Regular Comp-Time

39. Other • On the Tarmac • Union Business • Permanent Change in Duty Station • Commuting During a Multiple Day Travel Assignment • Extension of 26 Pay Period Limit

40. Travel, Exempt Employee Time spent in transit shall be considered hours of work when: • During regular working hours. • Work is performed while in transit. • It is the return trip from transporting items. • Transit is under arduous and unusual conditions • If results from an urgent event which could not be scheduled or controlled administratively.

41. Travel, Non-Exempt Employee Time spent in transit during non-duty hours shall be considered hours of workwhen: • Required to drive a vehicle • A passenger on a one-day assignment • A passenger on an overnight assignment during hours that correspond to the employee(s) regular working hours.