First -Line Supervisor Resource Group Supervisors Supporting Supervisors

1. National Aeronautics and Space Administration First-Line Supervisor Resource GroupSupervisors Supporting Supervisors Time and Attendance, Leave, WebTADS and Work Schedules Forum for First-Line Supervisors July 18, 2014 www.nasa.gov

2. Forum Agenda • FLSRG Background • Religious Compensatory Time • Work Schedules • Time, Attendance and Leave • WebTADS and Incomplete Timecards • Supervisor Support • Questions and Answers

3. FLSRG Background • FLSRG serves as a strategic partner with our Center management team • Advocate on behalf of first-line supervisors • Leverage best practices • Foster professional development • Enhance the mentoring process • Ensure the role is rewarding

4. Upcoming Forums • Monthly FLSRG forums address topics of interest based on your feedback • Opportunity to ask questions of subject matter experts • Network with colleagues • Share lessons learned and experiences • Upcoming forums • August 28thHR Portal and NOPS • September 30th Performance Management • October 16th Position Management, Position Description andePDS

5. Compensatory Time Off for Religious Observances Topics to be Covered: • Description • Coverage • Request • Documentation • Pay Impact • Resources and Point of Contact

6. Compensatory Time Off for Religious Observances Description: • An adjustment to an employee’s work schedule to allow the employee to meet a religious observation. Adjustment may be part of the workday or work week. • When possible, modifications to the work schedule should avoid interfering with the accomplishment of the agency’s mission. Coverage: • Federal Government Civil Servants

7. Compensatory Time Off for Religious Observances Request: • Employees are to submit a request for an adjustment in schedule in advance and state that the request is for religious purposes and provide acceptable documentation. • Request may be denied if the modification to an employee’s work schedule would interfere with the accomplishment of the agency’s mission. • If approved, the supervisor may determine if the alternative work hours will be scheduled before or after the religious observance. Documentation: • Religious Compensatory Time Earned (RCTE) and Religious Compensatory Time Used (RCTU) should be documented by employees in WebTADS as soon as the adjustment to a work schedule is approved by the supervisor.

8. Compensatory Time Off for Religious Observances • Employees should be allowed to accumulate only the number of hours needed to make up for previous or anticipated absences from work for religious observances • If an employee is absent when they are scheduled to make up for a planned absence for a religious observance, the employee must take paid leave, leave without pay or be charged absent without leave. Pay Impact: • Overtime provisions of Title 5 USC and Fair Labor Standards Act do not apply to employees who work different hours or days because of religious observances even if the employee voluntarily works in excess of 40 hours per week or 8 hours per day for this purpose. • If an employee transfers from the agency or separates, any unused RCTE will be paid to the employee at their basic rate of pay in effect when the extra hours were earned.

9. Resources and Point of Contact 5 CFR 550.102 OPM: Guidance on Adjustment of Work Schedules for Religious Observances http://www.opm.gov/policy-data-oversight/pay-leave/work-schedules/fact-sheets/adjustment-of-work-schedules-for-religious-observances/ Nelson Rodriguez, Human Resources Specialist Office of Human Capital Management – Code 113 Email: nelson.s.rodriguez@nasa.gov Phone Number: (301) 286-2883

10. Work Schedules

11. Work Schedules Topics to be covered: • Standard Tour • Alternative Work Schedule (AWS) • Flexible Work Schedule (FWS) • Irregular Tour of Duty • Credit Hours • Compensatory/Overtime • Resources

12. Work Schedules • Standard Tour – A fixed schedule of five 8-hour days and 40-hours per week with specific arrival and departure times. • Alternative Work Schedule (AWS) – Provides employees flexibility with their arrival, and departure, and lunch periods while completing the required 80-hours within a given pay period. • Flexible Work Schedule (FWS) – 80-hour biweekly requirement for which the supervisor approves a pre-established schedule within flexible time bands that meet workplace needs within applicable limits. • Flexitour – type of FWS with a basic work requirement of 8-hours per day and 40-hours per week, worked over 5 workdays within flexible time bands. • Maxiflex – type of FWS that contains required hours on fewer than 10 workdays in the biweekly pay period, in which an employee can vary in the number of hours worked in a workday or the number of hours each week within a pay period.

13. Work Schedules • Irregular Tour of Duty – Work schedule established primarily for support of program and mission goals in which hours of duty are scheduled in advance. Work hours are not the same or extend outside the normal Monday through Friday basic workweek. • Credit Hours – Hours within a FWS pre-approved by the supervisor that an employee elects to work in excess of his/her basic work requirement to vary the length of a workweek or workday. (Maximum 24-hours can be maintained) • Compensatory/Overtime – Must be approved by supervisor in advance based on mission/project requirements. (Compensatory time must be used no later than the end of the 26th pay period following the pay period in which it is earned).

14. OPM Resources OPM: Handbook on Alternative Work Schedules http://www.opm.gov/policy-data-oversight/pay-leave/reference-materials/handbooks/alternative-work-schedules/ OPM: Work Schedules Fact Sheets http://www.opm.gov/policy-data-oversight/pay-leave/work-schedules/

15. Additional Resources and Points of Contact • NASA Resources • NPR 3530.1C, NASA Pay and Compensation Policy • NPR 3600.1A, NASA Attendance and Leave • NPR 3713.1, Reasonable Accommodation Procedures • Goddard Resources • GPR 3600.1C, Work Schedules • OHCM Points of Contact • Kevin E. Reed, HRS, Work Schedule, (301) 286-8545 Kevin.E.Reed@nasa.gov • Christina LaFountain, Team Lead HRS, (301) 286-3729 Christina.Lafountain-1@nasa.gov

16. Absence and Leave

17. Absence and Leave • Topics to be covered: • Types of Leave • Leave Procedures • Role of the Supervisor • Top Things to Know • Do’s and Don’ts • Resources and Points of Contact

18. Types of Leave • Types of Leave in the Federal Service • Authorized: Annual, Sick, Leave Without Pay (LWOP) • Unauthorized: Absence Without Leave (AWOL) • Family Medical Leave Act (FMLA) vs. Family Friendly Leave Act (FFLA) • Voluntary Leave Transfer Program (VLTP) vs. Voluntary Leave Bank Program (VLBP)

20. Leave Procedures • Employees are responsible for requesting and scheduling their leave in advance through WebTADS, except in unforeseen circumstances; the request must be approved by the supervisor. • An employee who is absent due to sickness will notify their supervisor or acting official as early as practicable on the first day of such absence, or as soon as possible thereafter. • When a request for annual leave is denied or approved leave is canceled, an alternative period of time should be scheduled immediately.

21. Role of the Supervisor • It is important to ensure your employees record their time accurately and appropriately in WebTADS before you certify their time. • It is also important that you understand the differences so you can advise your employee on the appropriate type of leave, based on their individual situation. • If you’re unsure at any time, please feel free to contact OHCM with any questions.

22. Top Things to Know • Weather-related Excused Absence • Civil servant employees, including those on pre-approved leave, are granted excused absence for the entire day unless the day is the employee’s Alternative Work Schedule day off. See OHCM’s webpage http://ohcm.gsfc.nasa.gov/leave/home.htm under Attendance and Leave, Timecard Guidance Based on Inclement Weather and Unforeseen Emergencies. • Leave can be denied under certain circumstances; e.g. work requirements require employee’s presence; employee requests 2 months off continuously and the absence would disrupt the office. • Absences of 3-5 continuous days require medical documentation to support the absence. • Excessive absences and leave restriction

24. Do’s and Don’ts Do’s • Familiarize yourself with NASA’s NPR 3600.1A, Attendance and Leave • Provide guidance and set expectations; ensure all employees are notified; hold all employees accountable to the same standard. • Encourage employees to explore leave options available (e.g. VLTP, VLBP, FMLA, FFLA). • Support and encourage the use of leave, telework, and other programs that foster work-life balance and minimize a work environment with overstressed employees. • Address and obtain assistance related to excessive absences sooner, not later • Follow through – accountability for leave restriction guidelines. • Safeguardemployee’s privacy.

25. Do’s and Don’ts Don'ts • Approve a timecard for anyone whose attendance is questionable • Use LWOP to serve as a replacement for official Part-Time • Assume you have to accommodate all medical conditions w/o medical documentation • Let a personal relationship detract from addressing a long-term absence and leave issue

26. Resources and Point of Contact OPM • www.opm.gov/oca/leave/html/factindx.asp NASA and Goddard • http://ohcm.gsfc.nasa.gov/leave/home.htm • NPR 3600.1A, Attendance and Leave • WebTads • www.nssc.nasa.gov OHCM Point of Contact Tanya Terry, Human Resources Specialist Office of Human Capital Management – Code 115 Email: Tanya.J.Terry@nasa.gov Phone Number: (301) 286-9342

27. WebTADS and Time Sheets

28. WebTADS and Time Sheets Topics to be covered: • Time Sheet Deadlines • Incomplete Time Sheets • Time Sheet Adjustments • Resources and Points of Contact

29. Time Sheet Deadlines • Time sheets should be completed by the second Thursday of each pay period • Time sheet reminders are sent on the second Tuesday to have them completed by the second Thursday close of business (4:30p.m) • All Center time sheets must be approved by 10:00a.m. the first Monday of each pay period • For each unapproved time sheet, email messages and/or phone calls are made to time sheet approvers to complete the approval process in order to meet the Agency schedule to process payroll.

30. Incomplete Time Sheets • Incomplete time sheets over time become unnecessary/avoidable administrative burden to organizations and supervisors that management is trying to avoid. • It is the employee’s responsibility to complete his/her time sheet in WebTADS, not the supervisors. • Employees are responsible for recording their work hours and/or leave used in NASA’s Web-based Time & Attendance Distribution System (WebTADS) located at https://webtads.nasa.gov.

31. What to Do with Incomplete Time Sheets? • The employee’s manager will send an email to the NSSC (Kathy Haley Kathy.a.Haley@nasa.gov and Jeanne Parker Jeanne.M.Parker@nasa.gov) and cc: the employee and GSFC Payroll Office (Joyce Green and Dina Tomas) requesting the NSSC to record annual leave to an incomplete time sheet. Additional guidance will be provided by the . • This should be an infrequent process, if an employee continues to fail to complete his/her timesheet in a timely matter supervisors should work with OHCM to resolve. • An adjustments should be submitted and approved the following pay period if required.

32. Time SheetAdjustments • Types of Adjustments • Type I Adjustment: Hour type change/s • Example: Change hours from annual leave to regular • Type 2 Adjustment: WBS change/s

33. Adjustment Rules • Adjustment Rules • Type 1 Adjustments made within the previous 3 pay periods do not require a 2nd level of approval. • Type 2 Adjustments must be completed during the fiscal year. • Pay and/or Leave affecting adjustments that are requested beyond the previous 3 pay periods (extended adjustments) require an additional level of approval from the Center Payroll Administrator.

34. How to Make An Adjustments • Go to https://epss.nasa.gov/gm/folder-1.11.563974?mode=EU and follow the step-by-step instructionsin the .pdf document and print screen. • Click on Employee • Click on Adjustments • Click on Timesheet Adjustment Request • Timesheet Adjustment Request .pdf document will open in a separate window. • Click on Reopen document

35. Timesheet Error Messages

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42. Timesheet Warning Messages

43. Timesheet Warning Messages

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45. Resources • NASA Procedural Requirements (NPR) 9620.1, Payroll: http://nodis3.gsfc.nasa.gov/displayDir.cfm?t=NPR&c=9620&s=1 • WebTADS User Guide: https://epss.nasa.gov/gm/folder-1.11.563974?mode=EU

46. Payroll Office Points of Contact Joyce Green, Financial Management Specialist Office of the Chief Financial Officer Email: Joyce.V.Green@nasa.gov Phone Number: (301) 286-5938 Dina Tomas, Accounting Technician Office of the Chief Financial Officer mail: Dina.F.Tomas@nasa.gov Phone Number: (301) 286-8045 Barbara Prather, Supervisory Accountant Office of the Chief Financial Officer Email: Barbara.M.Prather@nasa.gov Phone Number: (301) 286-3183

47. Disciplinary Based Actions • Employees who fail to complete administrative tasks (e.g. completing time cards and training) are failing to follow instructions: • Letters of Counseling (Non-disciplinary) • Reprimand • Suspension • Removal • Supervisors must consider mitigating and aggravating factors and follow collective bargaining agreementin determining discipline • Disciplinary Based Actions should be pursued with advice and guidance of the OHCM, Employee Relations Specialist

48. Points of Contact Office of Human Capital Management – Employee Relations Christina LaFountain, Team Lead HRS, Email: Christina.Lafountain-1@nasa.gov Phone Number: (301) 286-9342

49. Questions Thank You!