Camp Atterbury Civilian Payroll Deployment Brief

Camp Atterbury Civilian Payroll Deployment Brief
Hello, my name is Shannon Gaddis, the Theater Support representative for Civilian Payroll at DFAS, Indianapolis Integrity - Service - Innovation

Integrity - Service - Innovation
Overview Pay Caps and Waivers Foreign Allowances and SF-1190 Rest & Recuperation (R&R) Timekeeping Leave Good Things to Know Policy and References Q&A Today you will receive an overview of what is going to happen with your pay while you are in theater. We will discuss pay caps and the waivers so you can get all you are entitled to while deployed. I will discuss what entitlements you will be authorized as well as your SF1190. I will give you an overview of R&R based on your location and length of tour. We will discuss little bit about timekeeping and your leave accruals. I have also added a few good things that we believe you will need to know. 4/7/2017 Integrity - Service - Innovation 2

Pay Caps and Waivers Biweekly Premium Pay Limitation (BPL) This is set at the GS 15 step 10's basic 80 hour biweekly rate for your employing locality When in support of emergency or contingency operation, you are eligible to have the BPL lifted to the Annual Limit Your home station is responsible for submitting the waiver to DFAS for processing Without a biweekly pay cap waiver your premium pays will forfeit above this limit Please see handout for facts about all of the pay caps While working overseas you must be an exempt employee. If you are a GS or G employee you are subject to a biweekly pay cap. Wage employees are not subject to this cap. The biweekly pay cap is currently set at the GS 15 step 10’s biweekly 80 hour salary for your locality. This could be up to $6,022 if you’re in DC or lower, depending on your locality. You need to make sure that your home station submits a biweekly pay cap waiver on your behalf to DFAS so we can waive this cap. Once the biweekly pay cap is waived, you will then be subject to the annual premium pay limitation. 4/7/2017 Integrity - Service - Innovation

Pay Caps and Waivers Annual Premium Pay Limitation (APPL) This is set at the GS 15 step 10's annual salary for your employing locality After completion of 42 consecutive days in a designated CENTCOM location you are eligible to have the APPL lifted - This is an annual authorization which must be reapproved each year Your home station is responsible for processing this waiver Without a waiver or an approved USD authorization, you will be subject to the standard APPL limitation. Your premium pays will forfeit above this limit The Annual Premium Pay Limitation is set at a GS 15 step 10’s annual salary for your locality. After completion of 42 consecutive days in theater you are authorized to have this waived. For calendar year 2014, this will be waived up to the VP salary of $233,700. This is a calendar year authorization which must be approved each year. The limits may and will change each year based off of what the USD and Congress agree upon and approve. The waiver will be removed on the first pay period of the new calendar year. Now what are “premium pays?” Well, that is your regular graded salary, projected out for all 26 pay periods… and.. 4/7/2017 Integrity - Service - Innovation

Pay Caps and Waivers Common Premium Pays Subject to the APPL Overtime/Regular Comp Time Earned Hours in excess of 8 in a day or 40 in a week Sunday Premium (25% of hourly rate) Regular non overtime shift worked on Sunday Holiday Premium (100% of hourly rate) Regular non overtime shift worked on a holiday Night Differential (10% of hourly rate) Scheduled hours worked after 1800 or before 0600 (Including overtime) And your overtime, compensatory time earned in lieu of overtime, Sunday premium, Holiday premium and Night differential. Basically anything you actually code on your timecard is subject to the biweekly and annual pay caps. 4/7/2017 Integrity - Service - Innovation

Pay Caps and Waivers Aggregate Pay Limitation (APL) APL is currently set at the Executive Level I salary After completion of 42 consecutive days in a designated CENTCOM location you are eligible to have the APL lifted - This is an annual authorization which must be reapproved each year Your home station is responsible for processing this waiver. Without a waiver or an approved USD authorization your post differential and danger pay will defer above this limit The Aggregate Pay Limitation includes all money you have received in this calendar year. This is set at the salary for the Executive Level I salary (Presidentially approved salary for the Secretary of State, Secretary of Defense, etc.) which is currently $201,700. After completion of 42 consecutive days in theater you are authorized to have this waived. With the approval the USD office, this will be waived to an unlimited amount for any pays outside above your premium pays. This means you will receive all of your post differential and danger pay for the entire year. This is the same calendar year authorization, which must be approved each year. The limits may change each year based off of what the USD and Congress agree upon and approve. Now what are Aggregate Pays that will be unlimited? 4/7/2017 Integrity - Service - Innovation

Pay Caps and Waivers Common Pays Subject to the APL All pays received during the calendar year and also the following Post Differential Danger Pay Incentives Awards This cap is ALL of your pay together for this year, so once the waiver is flown on your record, the only pays subject to the previous cap are the premium pays that you code on your timecard. 4/7/2017 Integrity - Service - Innovation

Foreign Allowances and SF-1190
When deployed you may be eligible to receive additional entitlements depending on your location State Department determines percentage rates for Danger Pay and Post Differential. Currently: Afghanistan: 35% Danger Pay and 35% Post Differential Iraq: (New rates appear on next slide) Kuwait: 10% Post Differential Qatar: 5% Post Differential Bahrain: 10% Post Differential Complete documentation within 5 days of entering theatre: Scan and send completed forms to your HR POC Once you complete 42 consecutive days in country you are eligible for Post Differential Pay YOU are responsible for contacting HR to inform them it has been 42 days, Post Differential Pay is not automatic Entitlements are based off of your location. If you are going to Afghanistan, you will receive 35% post differential and 35% danger pay. You must meet 42 consecutive days in country to obtain your post differential but in Iraq/Afghanistan only, will your post differential be retroactive back to day one, “Boots on ground.” For the other locations you will have to complete 42 consecutive days to receive your post differential. This will start on day 43 and will NOT be retroactive back to your first day. Please make sure to submit your SF1190 each time you enter a new county or change locations including before and after R&R so your entitlements can change accordingly. I 4/7/2017 Integrity - Service - Innovation 8

Foreign Allowances and SF-1190 Iraq: New rates and multiple locations effective 4/06/2014 Location Post Differential Danger Pay Baghdad 25 % 35 % Baghdad Diplomatic Support Center 30 % Basrah Erbil Erbil Diplomatic Support Center Other If anyone is going to Iraq, the rates have recently been updated by the Department of State effective 4/6/14 and are listed above. 4/7/2017 Integrity - Service - Innovation

Foreign Allowances and SF-1190
Complete the SF1190 and Addendum (3 page document) once you have reached your final destination Make sure to include all details of your itinerary Time you depart the US, arrive in Kuwait, and arrive at your next location if moving forward from Kuwait Send to servicing HR POC Modify the SF1190 EACH time you travel between countries Please complete your SF1190 no later than 5 days after you get into country. Your home station is your POC to send all documentation to in regards to your entitlements. Please give them all three pages including the detailed Addendum or Foreign Location Record so they can track your movement and know when you got into country (Afghanistan/Qatar, etc.) Please also keep your home station’s time zone for your addendum while traveling into theater. Once you are in theater you can use the local time zones for R&R and redeployment. 4/7/2017 Integrity - Service - Innovation

Rest and Recuperation (R&R)
R&R is a privilege and subject to mission requirements. Granting of an R&R trip is not guaranteed Individual R&R trips should not exceed 21 calendar days (including travel time) Must return to CENTOM AOR after R&R An employee may utilize any type of approved leave during R&R Location specific excused absence, annual leave, home leave, compensatory time, travel compensatory time, leave awards, etc. Sick leave usage must conform to applicable sick leave policy Leave only charged for normal duty days (e.g. 8 hr/day, 40 hr/week) R&R’s are not guaranteed. They are aR&R’s should be limited to 21 days. Please utilize your authorized forms of leave. You may use sick leave per the standard sick leave policy – for a medical appointment of yourself or a family member, etc. You can not just use sick leave because it is on your LES unless you have a valid reason and DR note. R&R leave will start from the time you leave post until you return to post. **reference the policy** 4/7/2017 Integrity - Service - Innovation

R&R is a privilege and subject to mission requirements. Granting of an R&R trip is not guaranteed DoD civilian employees assigned to a Footnote-N post (Iraq or Afghanistan) 365 day orders = up to 3 R&Rs with 20 days excused absence R&Rs should be taken at reasonable intervals “Excused Absence” is a form of leave, identical to administrative leave and should be taken in no more than 10 workday usage per R&R Please understand that R&R’s are not guaranteed. They are privileges and are subject to mission requirements. Different locations have different R&R policies. For Iraq/Afghanistan ONLY, you are authorized three R&R’s for 365 day orders with 20 days of excused absence or 1 for anything above 180 days but less than 365 days with 10 days of excused absence. Excused absence is “free leave” granted to you on behalf of the government. You are authorized to take this leave no more than 10 days per R&R. 4/7/2017 Integrity - Service - Innovation

DoD civilian employees assigned to a Footnote-N post (Iraq or Afghanistan) 180 day orders but less than 365 = 1 R&R trip with 10 workdays of excused absence DoD civilian employees assigned to a secondary CENTCOM country (Kuwait, Qatar, Bahrain) R&R program has been discontinued for an employee entering a non Footnote-N posts after June 1, 2014 Secondary countries require you to be in country at least one year to gain a R&R. You do not get any administrative leave and must use your own leave accruals. Post differential will stop while out of country. If you are out of country and back CONUS for more than 14 days you must re-meet your eligibility for post differential. If you decide to R&R OCONUS, then you must be back in your theater location within 30 days before you lose eligiblity. Post differential will stop while out of country, but will restart once you get back. 4/7/2017 Integrity - Service - Innovation

Timekeeping Home station timekeeper remains responsible for time and attendance input if you have no access to an automated system while deployed If you can not make these inputs yourself, your in-theater supervisor should review and sign timecards for verification purposes before you to submit to your home station for input and certification If you have access to make your own inputs, your home station may still want a signed copy of your timecard sent to them before they certify your timecard USFOR-A Policy memo requires all civilians work schedule reflect Sunday through Thursday. Work schedules should be adjusted after arrival in Theater Most employees have a home station. All of your timecards must be signed by your in-theater supervisor and go back to your timekeeper if you do not have access to input your own time. Even if you have access, please send a singed timecard to your home station to let your timekeeper know that your supervisor authorized your time worked. If you are a Schedule-A – your time station is ARCENT and you have timekeeping access. Please input and have your assigned certifier approve your timecards. 4/7/2017 Integrity - Service - Innovation

Timekeeping Travel Compensatory Time is coded during any official travel outside of your regular 8 hour graded shift or on non-duty days Travel Compensatory Time is NOT authorized to be earned for R&R’s taken Unused Travel Compensatory balances forfeit after 26 pay periods There is an exigency policy to authorize extension of the forfeiture date be extended up to an additional 26 pay periods for those deployed in a CENTCOM location Employee’s must monitor their LES and contact their deploying station’s CSR to have this extended by the payroll office Some of you may wonder exactly how travel compensatory time is coded. Right now you are Monday-Friday 8 hours a day, until you get into theater and switch to Sunday-Thursday. This means if you travel any time outside of those “core hours” 80 hours biweekly you will code Travel compensatory time earned. If you travel outside of your core hours or on a non-duty day like Friday and Saturday now or Thursday and Friday once over in theater, you will code travel compensatory time earned. You do not earn overtime during travel. This accrual is a form of leave which will expire after 26 pay periods of earning it. You Need to try and use this form of leave first outside of any administrative leave given. If you are not able d to use it, there is a policy that will allow an extension for an additional 26 pay periods, but once you terminate in service, it will not pay out. PLEASE also review your LES for vital information pertaining to your deployment allowances and pays and expiration of Travel Compensatory Time. 4/7/2017 Integrity - Service - Innovation

Leave Home leave entitlements for employees within the footnote “n” post locations (Iraq/Afghanistan) 15 days accrued after completion of 365 days days in-theatre Two 6-month tours with a break in between is NOT equivalent to 365 days, but a 180 day tour immediately followed by another 180 day extension is For use only to U.S. or its territories Must return to an overseas assignment Only usable as whole days Cannot be liquidated as cash payment, but no time limit Employees may have previously earned and met eligibility to use home leave and qualify for usage on R&R, etc Home leave is an entitlement if you have served at least 365 days in a Foot-note “N” location like Iraq or Afghanistan. You get to then earn and use it as leave as long as you return CONUS and return OCONUS after your leave time. If you ever served 24 months outside of a Iraq or Afghanistan like Germany/Japan/Qatar you would have already met eligibility to earn and use this form of leave. Your home station will need to submit this information to DFAS. 4/7/2017 Integrity - Service - Innovation

Leave Any unused Compensatory time will pay out at the overtime rate 26 pay periods from the date earned Unused Time Off Awards (TOA) are forfeited exactly 26 pay periods from the date earned. There is no exigency policy to authorize restoration of any forfeited TOA Leave ceiling is NOT increased for employees deployed via TDY only TCS or PCS Forfeited use or lose annual leave is authorized to be restored per OPM guidance for two years by your home station CSR, upon your return from deployment As a reminder, your travel compensatory time does expire 26 pay periods after you earn it. If you are still deployed and cannot use it, please send a memo from your command that shows you are still deployed and need the extension. DFAS will process the extensions if they are received timely. Regular comp time will pay out and your Use or Lose annual leave will forfeit at the end of a given calendar year. Again, if you are still deployed and cannot use it, please have your CSR at your home station (Customer Service Representative) restore the leave based off your orders when you returned to your home station for an additional two years. 4/7/2017 Integrity - Service - Innovation

Good Things To Know Travel Vouchers Partial payments should be scheduled to pay the traveler and GOVCC every 30 days while deployed Schedule-A employees must submit their own travel claim either on the DFAS website or by to: Fair Standards Labors Act (FLSA) Any employee working OCONUS must be in an exempt status per the Foreign FLSA Review LES Box 10 for “E” (Exempt) following receipt of first LES in theatre Please file your vouchers at least once every 30 days. You do not get paid per diem while on R&R. DFAS has the capabilities on our website to file the voucher or your can send a scanned voucher and all receipts to the above address. Also know that per the Foreign FLSA Act, you are only entitled to received overtime at the exempt rate published by OPM. Even if you are currently non-exempt, once you work outside of a CONUS area you must be exempt. 4/7/2017 Integrity - Service - Innovation

Good Things To Know Overtime is only payable for hours worked Meals, Gym Use, and P/X are NOT work Abuse of overtime is being monitored and can result in removal from theater USFOR-A policy memo strictly dictates the authorized work schedule to only include 62 hours of scheduled overtime biweekly Taxes Federal civilians do NOT receive tax-exempt benefits afforded to service members or contractors Please do not abuse your overtime. If you fall under USFOR-A, they have a policy memo which dictates your work schedule to include no more than 62 hours of authorized overtime biweekly. If you must exceed this you will need an authorization memo which must be signed by your chain of command and submitted to USFOR-A. If you do not work under USFOR-A then your command will direct you on your overtime authorizations. You will also NOT receive the same tax benefit as the military and contractors. You are a US Government Civilian and will be taxed just like if you were working at home. Please know that with your amount of overtime, it may bump you into a higher tax bracket so you should speak with your tax agent to make sure you are putting enough back so you will not owe in April. 4/7/2017 Integrity - Service - Innovation

Good Things To Know Retain copies of all SF1190’s, Pay Cap Memo’s, your individual work schedule, and any other related deployment documents. These documents may be needed even after redeployment to resolve any pay issues that may arise Review your LES each pay period Do not hesitate to contact someone if anything looks wrong with your LES or you do not understand the annotations at the bottom Please keep all pertinent information while deployed. This includes all SF 50s, SF 1190s, timecards, pay cap memos, etc. Your pay account will stay with DFAS even after you have left service. I know for a fact that these documents will need to get reviewed for audits, etc. years down the road. Please make sure if you are called upon to provide these documents that you still have them. Also PLEASE review your LES. The note section at the bottom will tell you what is happening with your account! “Exceeding biweekly limit” means your home station didn’t file your biweekly pay cap waiver with DFAS. “Exceeding Limitations” means you’re hitting the annual pay cap. Also any debt notifications will be there or in a letter that will be mailed to you, depending on how soon the debt is caught. (Within 4 pay periods, notes on LES, after is a letter) 4/7/2017 Integrity - Service - Innovation

DFAS Civilian Payroll Theater POC
Deployment Civilian Payroll Questions? Group box DSN: Please try and get any pay issues resolved through your home station. We do have a group inbox that can be used if they are unable to assist you or if you or they need to ask us specific questions that they can not answer. 4/7/2017 Integrity - Service - Innovation

References OPM PAY TABLES: ARCENT R&R POLICY DSSR, OFFICE OF ALLOWANCES: Travel Pay Call Center: or DSN We have provided references incase you want to research any of what we discussed today. Please have a safe deployment and know that DFAS is here for you and your home station if needed. 4/7/2017 Integrity - Service - Innovation

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Camp Atterbury Civilian Payroll Deployment Brief

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