Pay and Leave

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*