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Leave Administration

Leave Administration. Module 10 N ational G uard T echnician P ersonnel M anagement C ourse. OVERVIEW. Hours of Duty Types of Leave Excused Absences Comp Time Record Keeping Requirements Timekeepers Responsibilities Supervisors Responsibilities. HOURS OF DUTY.

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Leave Administration

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  1. Leave Administration Module 10 National Guard Technician Personnel Management Course

  2. OVERVIEW • Hours of Duty • Types of Leave • Excused Absences • Comp Time • Record Keeping Requirements • Timekeepers Responsibilities • Supervisors Responsibilities

  3. HOURS OF DUTY • 80 hours per two week pay period • Work schedules/ changes made by Adjutant General in conjunction with local union(s) • Typically (but subject to exceptions): ~2 15min. Rest breaks - Paid; part of workday ~30 min. Lunch breaks – Not paid ~ “Make-ready”/Clean up – paid; part of workday ~ Changing/showering – not paid

  4. Annual Leave Sick Leave Court Leave Excused Leave Leave Without Pay (LWOP) Military Leave Compensatory Time Enforced Leave Absence Without Leave (AWOL) TYPES OF LEAVE

  5. ANNUAL LEAVE Accrual Rates: full-time, permanent employees • 1-3 years: 4hrs/pay period • 3-15 years: 6 hrs/pay period • 15+ years: 8 hrs/pay • Maximum of 30 days (240 hours) of annual leave can accumulate.

  6. ANNUAL LEAVE Accrual Rates: Temporary employees (after 90 days, same as full-time permanent employees) • 1-3 years ~4 hrs/pay period • 3-15 years ~6 hrs/pay period • 15 + years ~8 hrs/pay period • If initial appointment is less than 90 days, no leave is earned.

  7. ANNUAL LEAVE Some criteria/rules: • Service computation date (SCD) determines leave category • Maximum annual carryover – 240 hrs • Separated employees may be paid lump sum for unused annual leave • May be advanced if requested in writing

  8. More...ANNUAL LEAVE • May be taken in the pay period earned • Public Law 93-181 provides for restoration of forfeited annual leave • Employee’s right; subject to approval of the supervisor • Can be denied based on mission

  9. SICK LEAVE Accrual rates • All full-time: 4 hrs/pay period Note: Category above include temporary employees

  10. SICK LEAVE Covers • Medical, dental, optical exams/treatments • Personal incapacitation • Health risk • Family Care • Family Medical Leave Act (FMLA) • Birth of a child-mother/father-12 wks unpaid • Sick Leave to Care for Family Member (SLTCFFM) • Adoption • Bereavement/Family funeral (Limited – FMLA/SLTCFFM- 13 days or 104 hours)

  11. SICK LEAVE Some criteria/rules: • Unlimited carryover balance • May be advanced- HRO Approval • Medical certification may be required • May use while on Annual Leave

  12. COURT LEAVE5 USC 6322(a) Covers an employee who is summoned due to a judicial proceeding, as a… • Juror • Witness on behalf of a state or local government

  13. EXCUSED ABSENCE • Also referred to as Administrative Leave • Authorized absence for a variety of personal and other non-Technician duty reasons • Supervisor can excuse absence of one hour or less • TAG may grant up to 3-days per Calendar Yr. • Other excused absences may consist of - Blood donation (4 hours), Bone Marrow (7 days) and Organ Donor (30 days).

  14. Presidential Leave • 5 day excused absence - granted to those returning from GWOT - authorized regardless of location - only 5 days authorized and must be used all at once • 5 days only granted once in 12-month period. - 5 days is authorized whether deployment is CONUS or OCONUS

  15. LEAVE WITHOUT PAY (LWOP) (NTE) • Temporary non-paid status by OPM Form 71 request • Not a right • 80 hours accumulated LWOP affect the employee’s Annual and Sick Leave accrual within the leave year • Service Computation Date (SCD) – Leave must be recomputed when an employee returns to duty from an aggregate LWOP of more than six months in a calendar year

  16. ABSENT-US • Paid leave may be used intermittently • No harm, leave & SCD not affected. • Absent-US military above 30 days NOA

  17. Military Leave • 15 days – 120 hours Active/Inactive Training • 22 days – 176 hours Support of Civil Auth. • 44 days – 352 hours Overseas Operations

  18. MILITARY LEAVE • Charged in hourly increments • No same-day dual scheduling on Title 32 orders and as technicians • Military leave is not charged on intervening non-workdays (e.g. holidays, weekends, scheduled days off)

  19. MILITARY LEAVE (15 days) • Paid leave when ordered to active duty, inactive duty training or training • 120 hours (15 days) each FY – permanent & temporary employees appointed for more than 1 year • Annual Carryover 120 hrs – NTE 240 hrs yearly

  20. MILITARY LEAVE – 22 days • Paid leave for aid in support of civil authorities in protection of life & property, or military duty in support of contingency operations. • Permanent and indefinite employees only • 22 days (176 hours) per calendar year; charged in hours • Non-workdays/holidays not charged • No excused absences

  21. Military Leave – 44 days • Operations outside the U.S. • Must be on active duty without pay • Orders must identify period of leave • 44 days (352 hrs) per calendar year charged in hours

  22. COMPENSATORY TIME • Time off with pay, in lieu of overtime pay • Earned at a rate of 1 hour for 1 hour and used in increments determined by local policy • Advance approval required (NGB Form 46-14) • Use within 26 pay periods of earning or forfeit

  23. COMP TIME TRAVEL • FWS employees - when travel is required on and off-duty, only the travel hours are comp time • GS employees do get comp time for travel during regular and non-duty hours as per policy • Technicians are not entitled to receive lump sum payment for compensatory leave. Upon separation, leave is forfeited

  24. ENFORCED LEAVE Temporary status to document absences for employees… • Who are not ready, willing and able to perform • Whose continued presence is undesirable or poses a threat

  25. ABSENCE WITHOUT LEAVE (AWOL) • Without supervisor’s prior knowledge/approval • Status can change with explanation • AWOL status NOT a disciplinary action • Can become the basis for initiating an adverse action

  26. DONATED LEAVE • A voluntary leave transfer program under which the unused accrued leave of one employee may be transferred for use by another employee who needs such leave because of a medical emergency • Can be used for the employee or a family member • Fill OPM 630 to become a Leave Recipient • An individual must have leave donors in order to be in the donated leave program • To donate leave to another individual, you must fill out a OPM 630a (for members in the same payroll office number) or a OPM 630b (for members outside of the Leave Recipients payroll office number)

  27. RECORDKEEPING REQUIREMENTS Time Cards: leave recorded sequentially (copies filed at unit) -Each directorate, AW, and GOCOM should have sign in/out policies and procedures. Military Leave: copy of orders/certificate of performance Court Duty: Letter from court LWOP: Signed OPM Form 71 Compensatory Time: Documented at unit

  28. TIMEKEEPER’S RESPONSIBILITIES • Record leave/absences • Prepare input for Pay Office • Submit schedule changes • Submit time cards to pay office

  29. SUPERVISOR’S RESPONSIBILITIES • Approve leave • Certify time cards, if not official timekeeper • Certify changes/corrections

  30. Questions SSG MIRELA KARAGIC (518) 786-4737

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