Annual Civilian Pay Timekeepers Training 2016

1. Annual Civilian Pay Timekeepers Training2016 ATAAPS Civilian Pay System 2016 Annual Civilian Pay Training

2. Objective The TIME and ATTENDANCE (T&A) objective is to ensure employee attendance (both presence and absence) is accurately recorded and reported in order to properly complete pay, leave and allowances.

3. References DoD Financial Management Regulation (FMR), Volume 8 http://comptroller.defense.gov/fmr/08/index.html Defense Civilian Pay System (DCPS) (access to the T&A User Manual) https://dfas4dod.dfas/systems/dcps/consolid/index.htm AFI 36-815 (Leave Types) www.e-publishing.af.mil FMR Volume 8 http://compt301647170roller.defense.gov/Portals/45/documents/fmr/Combined_Volume1-15.pdf

4. Approving Official’s Responsibilities Certify labor information, to the best of your knowledge, is true, correct and accurate Verify time worked and time absent Ensure accurate T&A reporting Ensure exceptions are recorded in a timely and accurate manner

5. Certifier Responsibilities ATAAPS

6. Certifier Responsibilities ATAAPS

7. Certifier Responsibilities ATAAPS

8. Documentation Timekeepers should have the following information on file: Time keeper letter of assignment, DD Form 577, Certifiers/Approvers Copy of the 121 ARW Timekeepers Handbook

9. Timekeepers Responsibilities Timekeepers and Supervisors Files Work schedule changes Compensatory Time authorizations (AF 428) Premium Pay authorizations (AF Form 428) Must be approved by the comptroller, prior to be performing the work Court Leave – Subpoena and check

10. Timekeepers Responsibilities continued Establishes and changes employees’ work schedule in ATAAPS Obtains T&A certification from the certifier/approver Maintains files of T&A cards for six years, via hard copy or electronics Updates ATAAPS for corrections

11. Timekeepers Responsibilities continued Maintenance of backup documentation and related documentation All leave must be documented and approved in ATAAPS on OPM form 71 Hours worked and leave taken in quarter hours Military (LM) is in whole hour increments Ensuring approval of Compensatory Time entries

12. GENERAL TIME & ATTENDANCE RULES Labor must be input by COB on the Wednesday of the Pay Period Ending (PPE) week. All labor must be certified by COB on the Thursday of the PPE week.

13. Types of PayCONT’D Compensatory Time - Hot Audit/Inspection Item Cannot be earned while in a military status. Comp time CAN NOT be earned if a technician does not have 80 hours of pay status. AF Form 428, Request Authorization and Report of Compensatory Time, must be approved in advance except in unusual cases. This form is retained with the T&A report to support reported compensatory hours earned. Must be requested in ATAAPS.

14. Types of PayCONT’D Compensatory Time (Cont’d) AF Form 428, completed by member and approved by ATAAPS Certifier. Earned and taken in quarter-hour increments Forfeited if not used with 26 pay periods following the pay period in which it was earned. Comp Time CANNOT beearned on a holiday. Compensatory Time (Earned = CE; Taken = CT) • Must be documented on AF Form 428. • AF Form 428 must be requested in ATAAPS, and also must be annotated on a AF Form 428 on file. • Earned in quarter-hour increments,

16. Types of PayCONT’D Annual Leave Full-time technicians accrue leave as follows: Less than 3 years of creditable service = 4 hours per pay period; 3 -15 years of creditable service = 6 hours per pay period; 15+ years of creditable service = 8 hours per pay period Temporary employees may not use accrued annual leave until they have been employed for 90 days or more.

17. Types of PayCONT’D • Sick Leave (LS) • All full-time and part-time technicians are entitled to sick leave (4 hours), regardless of length of appointment • Must be entered into ATAAPS, OPM Form 71 completed in ATAAPS.

18. Types of PayCONT’D • Military Leave (LM) • Mil Leave is absence from duty without loss of pay to perform military duty • Can be used for any type of military duty • Permanent and indefinite technicians earn 120 hours each fiscal year • Temporary technicians are not entitled to Military Leave • Up to 120 hours can be carried into the next fiscal year Not To Exceed 240 hours

19. Types of PayCONT’D • Time Off Award Leave (LY) • Must be used within one year from the effective date of the award. • IF YOU MOVE AND CHANGE POSITIONS ALL COMPTIME AND TIME OFF AWARDS WILL BE FORFIETED • Lost award cannot be restored.

20. Types of PayCONT’D • Administrative Leave (LN) • Used for such things as snow closings and extra days at Christmas. Requires agency level (TAG) approval. • Use for “Dental Exams” required for Military Status (4 Hrs. a year MAX)

21. Types of PayCONT’D KG – MILITARY KA - PERSONAL If technician uses KG or KA, then the Work Schedule would need to be adjusted as to enter the RG or RF labor.

22. Types of PayCONT’D • Inspection Items • Compensatory Time • Reference Types of PayCompensatory Time • Dual Compensation • Dual Compensation is a highly visible area and potentially vulnerable to fraud and mismanagement in the Air National Guard. • CSR will conduct a monthly Dual Compensation Audit to ensure technicians are in a proper leave status during performance of military duty.

23. Types of PayCONT’D • Dual Compensation (Cont’d) • Supervisors must adhere to their responsibilities as outlined in the this briefing • Supervisor’s may assign responsibility for observing daily attendance or accurately recording T&A data to a timekeeper, but they remain responsible for timely and accurate reporting of T&A to which they approve.

24. TIMEKEEPER REVIEW CLICK ON TIMEKEEPER REVIEW CHECK TO MAKE SURE ALL LABOR IS CONCURRED AND CERTIFIED CHECK TO MAKE SURE THAT YOU HAVE ALL DOCUMENTATION

25. RETRO Notification – right hand corner Retro Timekeeper Review Retro Certifications MAKE SURE THAT YOU HAVE ALL DOCUMENTATION FOR ANY CORRECTIONS, CONCURRED AND CERTIFIED

26. Civilian Pay Questions