insert title (2nd line if necessary) - apan dco/leave dcma 2014 d… · a zero, the system will...

Defense Finance and Accounting Service

Integrity - Service - Innovation

INDIANAPOLIS PAYROLL OFFICE


LEAVE

LEAVE

Types of leave

Advance Leave Restored Annual Leave Family Friendly/Family Medical Leave Act Military Leave Compensatory Time Travel Compensatory Time COP (Traumatic Injury) Home Leave Presidential Leave Administrative Leave Religious Leave Time Off Awards Credit Hours

4/15/2015 Integrity - Service - Innovation 2

ADVANCED LEAVE

Advance Sick Leave Maximum 30 days Code T&A ‘LG’ Input by CSR

Advance Annual Leave

Maximum – Total Accrual from Request to End of Leave Year Code T&A 'LB‘ Input by CSR

Advance Leave Repaid Through Accruals Cash Payment from Employee- NOT an Option Negative Balance Transfers Collected from Final Pay


ADVANCED SICK LEAVE

DCPS will ensure an employee cannot be advanced more than 30 days [240 hours (80 hour employee) or 432 hours (144 hour employee)] sick leave at one time. Sick leave may be advanced with a future effective date outside of current pay period. The NTE/Termination date may be up to 365 days from the effective

date or the employee's NTE date, whichever is earlier. Employees with a Disability Indicator are not entitled to Advanced Sick

Leave. If 'LS' is input and the employee has a Disability indicator, it will

convert to 'LA' or if no 'LA' balance to 'KA', even if there is an advanced sick leave balance.


ADVANCED SICK LEAVE

If an employee has Advanced Sick Leave previously authorized and

additional hours/days are granted, do NOT create a new leave

adjustment. Instead, access the original authorization and modify the

hours and NTE date to include the additional hours.


ADVANCED ANNUAL LEAVE

The system will ensure an employee cannot be advanced more than what they will accrue up to the end of the leave year or on their NTE date, whichever is earlier.

The effective date for it to start can be a future date outside of current pay period.

The system checks the Blanket Leave Advance Indicator to see whether the employee has to have preauthorized advance annual leave or if annual leave can be advanced through T&A entry alone.

If the indicator is a ‘1’, the system will advance annual leave on type code 'LB'.



If the indicator is a ‘2’, the employee has to have a pre-authorization. If the indicator is a ‘3’, the system will advance annual leave on type code 'LA' or 'LB'.

If the Blanket Leave Advance Indicator on the Master Leave History is

a zero, the system will then go to the organization level. If the Organization Blanket Leave Advance Indicator is a zero,

the system will then go to the Activity level which cannot be a zero.


ADVANCED SICK/ANNUAL LEAVE BALANCES IN DCPS




SSN, and Pay Period Ending


F2 to Master Leave History V


RESTORED ANNUAL LEAVE

Restored Annual Leave

Input by CSR Normally a 2 Year Restoration

Leave Restored for:

Use Code 'LR' (annual restored #1) Expires current year Use Code 'LQ' (annual restored #2) Expires current year +1 Use Code 'LP' (annual restored #3) Expires current year +2




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Effective Date, Beginning of the Pay Period

Beginning of Pay Period

FAMILY LEAVE

Family Medical Leave Act of 1993 Must Have One Year Federal Service 12 Work Weeks Unpaid Leave During 12-Month Period (12 x 40 = 480)

Used for

Birth or Care Prior to Birth (DA) Adoption or Foster Care (DB) Care of Immediate Family Member (DC) Serious Health Condition of Employee (DD)

Authorization for Family Friendly Leave limitation is 104 hours of sick

leave and is used for FEFFLA/Family Care/Bereavement (DE) Adoption Related Purposes (DF) Serious illness of family member (DE)


FAMILY LEAVE

A family leave authorization will be input on the on-line leave

Advanced/Restored/Family Leave screen by the CSR.

Intermittent employees are not eligible for Family Leave; DCPS will not allow an authorization to be input.

Temporary employees with temporary position code of ‘C’ are allowed Family Friendly and Family Medical Leave.

Additionally, Family Friendly leave codes 'DE' and “DF” are valid for temporary position code ‘B’.


FAMILY LEAVE

Family Friendly code input on time card does not have to match the code used to authorize the leave

DCPS will accept any of the 5 “D” codes (DA, DB, DC, DD, & DM)

Employee may use Family Annual, Family Restored, Family Educator, Family Comp Time Taken, Credit Hours Taken, or Family Sick in lieu of Family LWOP

If employee does not have an authorization or the balance is zero, the system will convert the hours using the regular Leave conversion.


LEAVE CONVERSION PROCESS

When hours of leave are input and the employee has an insufficient balance to cover the request, leave is converted based on the leave conversion hierarchy.

When an employee changes leave systems such as a regular employee converting to a firefighter the conversion process will convert all leave balances except the following; Compensatory, religious compensatory, credit hours, and ceiling

If employee converts leave systems during the middle of a pay period,

then leave taken will be prorated to what leave system the employee converted to

For temporary appointments, the leave conversion system will convert leave balances back to an employee’s permanent position when the temporary position expires

The conversion of hours report (P6607) will reflect leave adjustments

DCPS CSR user manual provides examples in Section E chapter 3


MILITARY LEAVE

Permanent Full Time, Part Time and Temporary Exceeding One Year Appointments are Eligible.

Intermittent Employees and Appointments of One Year or Less are

NOT Eligible. 5 U.S.C. 6323 (a,b,c,d) or DOD Financial Management Regulation

Volume 8 (Chapter 5, page 24) New eligible full time employees/members of reserve components

are credited with 120 hours/15 days, regardless of when they come on board.

Military leave is based on a fiscal year; therefore, the annual accrual will show in the ACCRUED YTD column in the pay period

containing October 1.


MILITARY LEAVE

If a part-time employee is permanent and falls under the Part-Time Career Act, the advanced military leave will be prorated based upon the employee’s work schedule.

Regular employees can use ‘LM’ in whole hour increments; partial hours input on the timecard will show in the Master Time

History, however the Master Leave History will show an entire hour being used.

Usage of military leave for educators is in days and will be allowed in half and whole days for both part time and full time

educators.


MILITARY LEAVE

Unused military leave carries over but the balance cannot be more than 240 hours or 30 days.

In order for DCPS to update military leave balances, the proper

codes must be input for time ‘LM’ Reserve Category field in the MER screen of DCPS must be

something other than ‘Y’ (not applicable) in order for time to be coded as ‘LM’.


Military Leave

Reserve Category with Y shown below

If Reserve Category field is incorrect it must be corrected by Personnel.


COMPENSATORY TIME

DOD Policy Effective June 1997 Eliminated 80 Hour Maximum Balance

26 Pay Period Limit

Automatic Pay Out on 27th Pay Period

Exception – National Guard

Compensatory Aging Report

Paid out at overtime rate at the time it was earned


TRAVEL COMPENSATORY TIME

Travel Compensatory Time may be earned by an employee in a travel status away from the official duty station when in a non-pay status.

Creditable travel time is time in a travel status that is not otherwise compensable hours of work under other legal authority.

Time spent at a TDS (Temporary Duty Station) is not credited as time in a travel status.

Travel compensatory time is accrued by inputting code ‘CB’ (Travel Compensatory Time Earned ) on the time card.



There is no limit on the amount an employee may earn.

To be creditable, travel time must be for work purposes and must be approved by an authorized agency official or otherwise authorized under agency policy.

An employee must request permission from their supervisor to schedule the use of their accrued travel compensatory time off in accordance with agency established policies and procedures.

Travel Compensatory Time may be used when the employee is granted time off from their scheduled tour of duty established for leave purposes.



Accrued Travel Compensatory Time is not considered in applying the premium pay limitations or the aggregate limitation of pay.

When an employee voluntarily transfers to another agency or separates from Federal service, any unused Travel Compensatory Time is forfeited.

If an employee fails to use the Travel Compensatory Time within 26 pay periods, after it was credited, the time is forfeited. A remark will appear on employee’s LES two pay periods prior to forfeiting A remark will also appear on LES once forfeited

An individual may not receive payment under any circumstances for

any unused Travel Compensatory Time earned.



Travel Compensatory Time for employees on Military Furlough (employee status ‘M’) or Workman's Comp ('W') status will not age, but in the pay period they are no longer 'M' or ‘W’, the Travel Compensatory Time will begin to age with 26 pay periods to use.

Per 5 CFR 550.1407(e) Exception due to exigency, the agencies have the authority to extend an employee's Travel compensatory Time for up to an additional 26 pay periods.

A command signed memo should to be submitted to DFAS via Remedy title “Aggregate Limit” if an extension has been authorized. The memo must specify the number of additional pay periods the activity is authorizing. Even though the maximum number of pay periods extended is 26, it will not be automatically set to 26 pay periods.


TRAUMATIC INJURY

Traumatic Injury – Continuation of Pay (COP)

Day of Injury, Code T&A 'LU'

Subsequent Days of COP, Code T&A 'LT' Using Injury Number

• Code 'LT' – Full Day of COP • Maximum 45 Calendar Days to use ‘LT’

Continuous COP- Code Regular Day Off (RDO) and Holidays as 'LT'


TRAUMATIC INJURY

DCPS will store a continuation of pay record with a beginning/ending

balance equal to 45 days and with a NTE date equal to date of injury plus 45 days.

Employees are allowed a recurrence of disability within the initial 45 day period.

DCPS will track up to 3 occurrences of Traumatic Injury (COP).


TRAUMATIC INJURY

Any occurrences in excess of 3 must be tracked manually by the Activity and a code of 'LN' should be input in place of 'LU'. If the employee already has three active COP records, and 'LU' is

entered, the leave program in DCPS will convert the 'LU' if reported with hours or back out 'LU' if reported with no hours.

Both instances will appear on the conversion of hours report (P6607R01).

If the COP balance is ‘zero’ or 'LU' is coded when employee already

has 3 existing COP records, DCPS will use standard conversions, converting first to sick leave.


HOME LEAVE

Home leave means leave authorized by 5 U.S.C. 6305(a) and earned by service abroad - Home leave is for leave in the U.S.

Personnel interfaces all home leave.

Exception: TDY and Temporary assignment employees going to IZ/AF –

these requests are handled by the Payroll office.**


HOME LEAVE

Home leave can be earned and granted to eligible employees who have been recruited for overseas duty and for the accumulation of a maximum of 45 days of annual leave. There is no maximum accumulation of home leave.

Employee type code 'Q‘, (EOP – Non Leave earners), are not eligible for home leave.

The Type Hour code that applies is 'LK‘. Timekeepers code the time

card.

Employees may have up to 2 work weeks of non pay within a 12 month period without impacting home leave accruals.


HOME LEAVE

The employee earns home leave in multiples of 1 day.

For each 12 months of service abroad, an employee earns home

leave at the 5, 10 or 15 day accrual.

Transfer and Recredit of Home Leave Balances shall be retained on the SF1150 for future use.

An employee is entitled to have their home leave transfer or

recredited when moving between agencies or is reemployed without a break in service of more than 90 days.

No lump-sum payment is made for home leave.


HOME LEAVE

Earning Home Leave Home leave is earned from the date of the employee’s arrival for

duty outside the U.S. or the enter on duty date when recruited abroad.

It ends on the date of departure when separating from abroad.

Full credit is given for the day of arrival and the day of departure.

An employee is entitled to home leave only when they have completed a basic service period of 12 (Afghanistan & Iraq) to 24 months of continuous service abroad. The 12-24 months of continuous service abroad is a one-time requirement.


HOME LEAVE

Home Leave Usage Use of home leave is at the discretion of the employee’s agency.

Home leave may be used in combination with other leave of

absences. Charging of Home Leave

The minimum charge for home leave is 1 day and additional

charges are in multiples thereof.


HOME LEAVE EARNING TABLE


Month of Service Abroad

Earning Rates 15 10 5

1 1 0 0 2 2 1 0 3 3 2 1 4 5 3 1 5 6 4 2 6 7 5 2 7 8 5 2 8 10 6 3 9 11 7 3

10 12 8 4 11 13 9 4 12 15 10 5

MISCELLANEOUS LEAVE DATA (FOREIGN POST)

V07.40 MISCELLANEOUS LEAVE DATA 03/12/ EMPLOYEE ID xxx xx xxxx NAME KNIGHT DARK M DATE EFFECTIVE 02 15 09 HOME LEAVE DATA BLANKET LEAVE INDICATOR ACCRUAL START DATE 02 15 11 VOYAGE DAYS ACCRUAL RATE 15 SHORE LEAVE TERM DATE ELIGIBILITY USE DATE 02 14 13 LEAVE CEILING INDICATOR 2 ACCRUAL STOP DATE ANNUAL LEAVE CEILING 360 NONPAY HOURS SINCE ACCRUAL RATE LAST ANNIVERSARY DATE HOME LEAVE BALANCE

TIME OFF LEAVE AWARD FIRST SECOND THIRD AUTH HOURS/DAYS EFFECTIVE DATE


PRESIDENTIAL ADMINISTRATIVE LEAVE

President George W. Bush issued a memorandum that allows

agencies to authorize 5 days of Administrative leave.

This includes all employees who were called to active duty in support of the continuing Global War on Terrorism.

Grant the 5 days of paid time off to employees to aid in their readjustment to civilian life.

The employee needs to notify their supervisor of their date of return from military service, the supervisor should grant the entire 5 days of excused absence immediately prior to the employee’s actual resumption of duties.


PRESIDENTIAL ADMINISTRATIVE LEAVE

The employee’s Time and Attendance Cards should state Leave on the

days that the leave is taken.

Must have been an employee, activated for the Contingency Operation and exercised their Uniformed Services Employment and Reemployment Rights Act (USERRA).

Timecards should be coded LV (excused absence).

More details can be obtained at the following web link

https://www.opm.gov/oca/compmemo/2003/2003-14C.asp





ADMINISTRATIVE LEAVE

Administrative Leave is leave that may be granted by agency at its discretion

Time and Attendance Code is LN.

A PH in the environmental hazard code field indicates Administrative Leave for Preventive Health Screening used YTD. Employees are allowed up to 4 hours or ½ day every leave year and must have less than 80 hours or 10 days of sick leave to use Administrative Leave for Preventive Health Screening hours.

LN with environmental hazard codes PH or PF will each be stored separately in the MLH from the current LN – Administrative Leave field for reporting purposes.


RELIGIOUS LEAVE

No limit to the number of hours advanced biweekly

P6699R01 report will reflect all employees whom have not earned their Religious Compensatory Time back within 90 days of advancement.

Timekeeper will need to correct the original T&A.

Un-liquidated Religious Compensatory time will create a debt when employee separates.


TIME OFF AWARDS

Time off awards come through the Personnel Interface Can be manually input online to DCPS via the Miscellaneous Leave

Program Can be manually transferred by the payroll office via on the

LES/SF1150 Entry Program in DCPS

Balance can only be equal to or less than the employee’s tour of duty

Time & Attendance Code is LY; When used DCPS will either reduce the balance or advance the leave

Oldest award will be used at the time of use

Must be used within 1 year from the Effective Date

All applicable premiums will be paid when used


TIME OFF AWARDS

Transfer Agency Codes = DD Major Claimant Codes = Same

Forfeiture Transfers to a different Agency Work Schedule becomes

intermittent National Guard Major Claimant

Codes to Non-National Guard Major Claimant Codes


CREDIT HOURS

May be accumulated above the carryover limit as long as the balance at the end of the pay period is equal to or less than the carryover limit set by the Activity Record

Excess Credit Hours will forfeit If an employee’s work schedule changes from a flexible to a non-

flexible schedule, credit hours will be paid at the employee’s current rate of pay or will forfeit if the employee is a Title 32 technician (employee type ‘V’).

Credit hours payoff is suppressed when an employee transfers activities within the same employing Agency. Exceptions being: DOD employees will have a payoff occur when Major Claimant changes Credit hours will not be forfeited for a National Guard move from

Army to Air Force (or vice versa)


AUTOMATIC EMPLOYEE TRANSFER (AET)

The AET process transfers SF1150 data from the losing to the gaining DCPS database for employees with a separation code of 03, 05, 13, 14, or 19 and no break in service.

The Automatic Employee Transfer process was implemented into DCPS in three phases.

• Phase I was implemented in DCPS Rel. 12-2 • Phase II was implemented in DCPS Rel. 12-3 • Phase III was implemented in DCPS Rel. 14-1



The AET process is completed bi-weekly after all databases have run final pass.

AET will make transfer entries into gaining Database upon the next retro process.

Some of those entries would not process until after the next pay cycle completes.

If there is a delay in processing losing action, then AET process may be delayed. AET will maintain transfer data for up to 3 pay periods. AET will only run on employees that are hired the day after

separated. 4/15/2015 Integrity - Service - Innovation 47


The AET-Error Report (P8702R01) identifies transferring employees who require manual processing of their SF1150.

The P8702R01 is a payroll office report worked biweekly by the payroll office.

Since this report is worked regularly, it’s important that the payroll office be given sufficient time to process the SF1150 of those on the AET-Error Report.

Giving the payroll office a pay period or two to process the SF1150’s that did not transfer via the AET process will greatly reduce the number of unnecessary SF1150 Remedy tickets.


LEAVE

QUESTIONS?


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