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LEAVE. Navigating this Presentation   Hyperlinks are underlined text, such as “Title,” that may or may not be the same color as the surrounding text.“Title,”

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Presentation on theme: "LEAVE. Navigating this Presentation   Hyperlinks are underlined text, such as “Title,” that may or may not be the same color as the surrounding text.“Title,”"— Presentation transcript:

1 LEAVE

2 Navigating this Presentation   Hyperlinks are underlined text, such as “Title,” that may or may not be the same color as the surrounding text.“Title,”   Clicking on a hyperlink will bring up additional information on a particular topic.   Clicking anywhere on the page will advance to the next slide, which may contain additional information on that specific topic or return the viewer to the previous page.   Notes may appear at the bottom of the page to direct the viewer.

3 Leave Leave is defined as: Approved, authorized absence from duty during an employee’s regularly scheduled tour of duty

4 Leave Policy Policy reference: General Manual Title 360, Personnel, Part Leave

5 General Provisions   All leave is charged in 15-minute increments.   Any leave in excess of three consecutive work days must be requested on Form OPM-71, Request for Leave or Approved Absence.   Employees must obtain advanced authorization for absence from duty, whenever possible.   Where absence results from illness or emergency, employee (if incapacitated, another individual) must notify his/her supervisor or other appropriate person prior to the beginning of employee’s tour of duty.   If employee fails to properly notify his/her supervisor, that absence may be charged as an unauthorized absence (Absence Without Leave [AWOL]).

6 Supervisor Responsibilities   Schedule employee absences in order to:   Maintain workforce necessary to accomplish mission   Allow employees the flexibility to meet both work and family needs   Ensure that absences are charged to appropriate leave category   Ensure that employees understand the proper procedures for requesting and using leave   Maintain a thorough understanding of leave policies and provisions   Supervisor has authority to approve or deny any type of leave based on workload and work requirements

7 Approving Leave   Supervisors should consider the following when approving leave usage:   Mission   Workload   Work requirements   Employees   Impact on other employees’ workload   Potential for forfeiting leave at year-end   Morale   Approve/disapprove leave in the manner in which it was requested:   Form OPM-71   response, etc.

8 Employee Responsibilities   Observe designated duty hours   Be punctual in reporting for work and returning from lunch   Obtain advanced authorization for absence from duty, whenever possible   Correctly report all leave taken in WebTCAS

9 Form   Form OPM-71, Request for Leave or Approved Absence, available online at:   Employee submits request for leave and explains reason/purpose   Supervisor approves/disapproves leave requested

10 Leave Family Care FMLA Parenting Holiday AWOL LWOP Annual Sick Military Home Leave Transfer Program Religious Purposes Excused Absence Court Comp Time Credit Leave Click on hyperlink for additional information. Form Click HERE when completed.HERE

11 Annual Leave Accrual Rates Requesting/ Using Leave Advanced Leave Ownership Use or Lose Balances Restoration NOTE: Click HERE to return to the LEAVE menu.HERE

12 Sick Leave General Family Care Advanced Family Medical Leave Adoption Serious Family Health Condition NOTE: Click HERE to return to the LEAVE menu.HERE

13 Excused Absences Blood Donation Organ Donation Official Travel Office Closure Volunteer Activities Examinations Preventive Health Funerals Voting Change of Duty Station On-the- Job Injury NOTE: Click HERE to return to the LEAVE menu.HERE

14 Voluntary Leave Transfer Program (VLTP) Forms Definitions Required Documentation Application Process Supervisor Duties Role of the Timekeeper Role of the Donor NOTE: Click HERE to return to the LEAVE menu.HERE

15 End of Presentation Press “ESC” key to exit.

16 Annual Leave   Provided to allow employees an annual vacation period for rest and recreation   May be used to conduct personal business which must be conducted during working hours   Accrues while employees are in pay status   Use requires supervisor approval

17 Annual Leave Accrual Rates Amount of annual leave earned is based on years of Service and type of employment Full-Time Employee Appointment Exceeds 90 days Length of Service Hours Earned Per Payroll Period <34 3 to 15 6 > 15 8 Part-Time Employee Appointment Exceeds 90 days Length of Service Hours Earned Per Payroll Period <3 1 for each 20 in a pay status 3 to 15 1 for each 13 in a pay status > 15 1 for each 10 in a pay status

18 Annual Leave Balances   Generally, 240 hours is the maximum amount of annual leave an employee may carry forward from one leave year to the next   Employees who have served in a foreign area may be able to carry 360 hours forward from one leave year to the next   Annual leave in excess of the maximum carryover is forfeited at the end of the leave year   A new leave year begins with the first full pay period in January   Separated employees are entitled to a lump sum payment for all “accumulated annual leave” to their credit at the time of separation

19 “Use or Lose” Annual Leave   Slang term for annual leave in excess of the maximum carryover that may be forfeited at the end of the leave year   Should be scheduled and requested prior to the last quarter of the leave year

20 Strange Questions & Answers Instead of losing my “use or lose” leave, why can’t I cash it in? The reason annual leave exists is so employees will take a break and get away from the work and worksite without suffering financially. Cashing in annual leave would simply increase an employee’s compensation; it doesn’t encourage rest and recreation. Those employees who need a vacation the most are usually the ones who recognize that fact the least. NOTE: Click to return to the previous menu.

21 Restoration of Annual Leave   Forfeited annual leave may only be restored in cases of:   Administrative error, Administrative error   Illness, or Illness   Exigency of public business Exigency of public business   Restoration cannot be requested until forfeited after the end of the leave year   Restoration must be requested prior to April 1 of the new leave year   Leave must have been scheduled and approved in writing before the start of the third biweekly pay period prior to the end of the leave year NOTE: Click on a topic for definition. Click on page for more information on restoration of annual leave.

22 Administrative Error   Employing agency determines what constitutes an administrative error   Usually, errors over which neither the employee or the supervisor has any control NOTE: Click to return to the previous page.

23 Illness The employing agency determines:   If forfeited annual leave was due to an employee illness or injury that occurred late in the leave year, OR   If the absence was of such duration that the excess annual leave could not be rescheduled for use before the end of the leave year NOTE: Click to return to the previous page.

24 Exigency of Public Business   Employing agency determines that an exigency (i.e., an event that created an urgent need for employee to be at work) is of major importance and that “use or lose” annual leave previously approved will have to be cancelled   Employee’s use of earned compensatory time or credit hours does not constitute an exigency of public business NOTE: Click to return to the previous page.

25 Procedures for Requesting Restoration of Annual Leave   Employee submits request for restoration of annual leave to supervisor with supporting information   Supervisor recommends approval/disapproval   If supervisor recommends approval, request is forwarded to state conservationist (STC) for approval   Requires STC approval

26 Request for Restoration of Annual Leave Employee’s request should include:   Leave ceiling and balance at the end of leave year   Number of scheduled annual leave hours forfeited   WebTCAS record showing time of illness, if applicable   Written evidence (normally Form OPM-71) of the scheduled and approved annual leave that was cancelled   Copy of Agency’s declaration of exigency, if applicable   Declaration of exigency of public business must:   Be dated   Include beginning and ending dates   Include a description of the emergency situation, AND   Be signed by the state conservationist or other appropriate authority

27 Restored Annual Leave   Restored annual leave is placed in a separate leave account, not added to the employee’s regular annual leave balance   Restored annual leave must be scheduled and used no later than the end of the leave year ending two years following:   Date of restoration due to administrative error   Date fixed as the ending date of the exigency of public business, OR   Date employee is determined to be recovered from illness or injury NOTE: Click to return to ANNUAL LEAVE menu.

28 Requesting/Using Annual Leave   Leave may be used once the employee has requested and received supervisor approval in advance   Supervisor should inform employees of the process to be followed when requesting leave of less than three consecutive days in order to avoid any potential leave abuse problems   When it is not possible to schedule leave in advance, the employee must request leave from his/her supervisor before the beginning of his/her tour of duty

29 Using Leave   Leave used is recorded in WebTCAS   Document hours and type of leave taken   Add comments as necessary to ensure a third party will understand the reporting of time

30 Leave Approval Authority   The supervisor has the authority to approve/disapprove annual leave requests based on workload and work requirements to accomplish the Agency’s mission   An employee has a right to use annual leave, subject to the right of the supervisor to schedule the time at which annual leave may be taken

31 Using Leave - A Few Things To Remember An employee cannot be:   Required to use annual leave   Involuntarily placed on annual leave   Penalized/disciplined by removing annual leave NOTE: Click to return to the previous menu.

32 Advanced Annual Leave   Supervisor has authority to approve up to five days advanced leave for employees under their supervision   Limited to the amount the employee will earn during the remainder of the leave year or through the end of his/her appointment, whichever is less   Employee must request advanced annual leave in writing on Form OPM-71 and provide the reason for the request   Requests of more than five days advanced leave requires state conservationist approval

33 Advanced Annual Leave (continued)   Annual leave should not be advanced to an employee who:   Has submitted a resignation   Has applied for disability retirement   Has received notice of separation, furlough, or reduction in force   Advanced leave does not carry over from one leave year to the next   The National Finance Center automatically converts advanced leave to leave without pay and deducts monies owed from the employee’s Pay Period 1 earnings   If an employee separates from Service, unearned advanced leave must be repaid to the government NOTE: Click to return to the previous menu.

34 Ownership of Annual Leave   Major difference between annual leave and other types of leave   Employees “own” annual leave   Annual leave is paid out in a lump sum upon separation   The employer “owns” other types of leave, such as sick, holiday, administrative, etc. (no cash value to employee)

35 Ownership of Annual Leave (continued)   Employees may donate annual leave to other Federal employees through the Voluntary Leave Transfer Program   If employees do not plan and manage annual leave usage carefully throughout the year, it may result in forfeiture of “use or lose” annual leave at the end of the leave year

36 Strange Questions & Answers If the employee “owns” annual leave, why does he/she have to get supervisor approval to use it? Each employee is compensated for being available to work during his/her scheduled tour of duty. The supervisor is responsible for managing that time based on Agency mission and workload, including when the employee will not be at work or performing work-related duties. NOTE: Click to return to the previous menu.

37 Absence Without Leave (AWOL)   UNAUTHORIZED absence   Charged when an employee is gone from the worksite without being on approved leave when he/she is otherwise scheduled or directed to report for duty   Basis for formal disciplinary action, including separation from Federal employment   Supervisor has authority to charge AWOL

38 Reasons to Charge AWOL   Employee on sick leave restriction fails to provide medical documentation to support his/her absence   Employee inaccurately reports time that he/she actually arrived at, or departed from work   Employee fails to request leave properly   Employee fails to report for work after leave request has been denied   Employee leaves work without requesting leave NOTE: Click to return to the previous menu.

39 Leave Without Pay (LWOP)   Temporary non-pay status and absence from duty   Normally requested when an employee lacks sufficient annual or sick leave to cover all, or a portion of, a requested period of absence   Supervisor must reasonably expect the employee will return at the expiration of the LWOP period   Supervisor has authority to approve up to five days LWOP   Requests for more than five days must be submitted to state conservationist for approval   Approved absence of 30 calendar days or more requires a Form SF-52, Request for Personnel Action, be sent to the Human Resources Staff documenting the approval

40 Leave Without Pay LWOP (continued)   An employee requesting LWOP is not required to exhaust all annual and/or sick leave to his/her credit before being granted LWOP   LWOP is an approved leave status and does not have a disciplinary connotation NOTE: Click to return to the previous menu.

41 Leave for “Parenting” Purposes   Length of maternity leave is determined by the employee, her physician, and her supervisor   Appropriate leave use for maternity reasons:   Sick leave for period of incapacitation due to delivery and recuperation   Advanced sick leave may be granted for period of incapacitation due to delivery and recuperation   LWOP may be substituted for sick or annual leave   Employees may use annual, sick, or LWOP to assist with or care for his/her minor children, or the mother of his/her newborn child while incapacitated for maternity reasons

42 Leave for Religious Purposes   Employee may elect to earn compensatory time (CT) in order to use CT to meet religious obligations   Employee must state in writing, the date and time being requested, along with a proposal for when the CT will be earned   Supervisors are encouraged to accommodate and approve such requests

43 Credit Hours   Hours worked in excess of basic work requirement at employee’s election under the flexi-tour work schedule   With supervisor approval, employees may earn a maximum of two credit hours on a scheduled workday   Full-time employees may carry a maximum of 24 credit hours from one pay period to another   Supervisor has authority to approve or deny employee’s request to use credit hours

44 Compensatory Time   Hours worked in excess of basic work requirement at supervisor’s direction   Must be used before employee may be granted annual leave, provided it will not result in the employee forfeiting accrued annual leave   Must be used within 26 pay periods from the pay period in which it was earned, or   Paid to non-exempt employees   Forfeited by exempt employees (as of May 26, 2007)

45 Home Leave Employees assigned to duty locations outside the U.S. are eligible to earn home leave for each 12 months of Service abroad

46 Military Leave   Absence with full pay for certain types of active duty, active duty training, and inactive duty training   A member of the National Guard or Reserves is eligible to receive 15 days military leave each fiscal year and may carry 15 days over from the prior year   Granted to an eligible part-time employee on a prorated basis   Use must be supported by military orders directing the employee to report for duty

47 Excused Absence   Excused absence and administrative leave are interchangeable terms   Approved absence during regular tour of duty without loss of pay, and without charge to other types of leave   Reason must always reflect favorably upon the Natural Resources Conservation Service (NRCS), the U.S. Department of Agriculture (USDA), and the Federal government   No “automatic” entitlement to administrative leave

48 Qualification Examination   Administrative leave may be authorized when exam is required for:   Current position   A position the Agency has recommended the employee be transferred, promoted, or reassigned to, OR   Professional licensure or certification which is considered advantageous to NRCS   Includes actual examination time   Requires state conservationist approval

49 Court Leave   Authorized when employee is:   Summoned to serve as a juror in a judicial proceeding   Summoned as a witness in a judicial proceeding in which the Federal, state, or local government is a party   Does not include administrative proceedings (i.e., Equal Employment Opportunity Commission [EEOC], Merit Systems Protection Board [MSPB], or arbitration hearings) NOTE: When summoned as a witness in an “official” capacity on behalf of the Federal government, the employee is on official duty.

50 Funeral Leave   Authorized for:   Veterans actively participating in a funeral service for military personnel whose remains are returned from overseas   Immediate relatives of military members who died as a result of serving in a combat zone   Amount of time is defined in General Manual Title 360, Part 415, Subpart A   Requires supervisor approval

51 Change of Official Duty Station   An employee relocates his/her primary residence in the interest of the Federal government   Employee may be authorized up to 80 hours for pre- and post-moving activities   Requires supervisor approval

52 Preventive Health   Time authorized for medical screening and prevention programs for employees with less than 80 hours accrued sick leave   Four hour maximum per leave year for eligible employees   Requires supervisor approval

53 Before/After Official Travel   Time before and/or after travel, when it is impractical to report for duty   Maximum of two hours   Authorized by the supervisor

54 Time Off for Voting   Granted in limited circumstances   Length of time authorized depends on employee’s location and how long polls are open after regular work hours   Requires supervisor approval

55 On-the-Job Injury   Administrative leave is authorized for the remainder of the duty day when an employee is injured:   Performing authorized duties   During the regularly scheduled tour of duty, AND   The employee seeks medical treatment

56 Bone Marrow and Organ Donation   Up to seven days per year may be authorized for bone marrow donation   Up to 30 days per year may be granted for organ donation   Detailed medical documentation must be provided to immediate supervisor   Annual and/or sick leave may be granted in conjunction with this excused absence   Requires supervisor approval

57 Blood Donation   Employees donating blood, for which there is no compensation, may be excused from work without charge to annual or sick leave   Amount of administrative leave authorized:   Actual time required to make the donation   Four hours for rest and recuperation after donation   Requires supervisor approval   Employees who receive compensation for blood donation during duty hours are required to take annual/sick leave

58 Volunteer Activities   Administrative leave may be granted for:   Officially sanctioned volunteer activities   Volunteer activities directly related to the NRCS mission, OR   Activities that may enhance the professional development of an employee   Requires supervisor approval   Requires second-level supervisor concurrence

59 Office Closure - Hazardous Weather or Other Safety Reasons   If situation occurs before work day begins   Employee will be notified by supervisor as soon as possible   No charge to annual leave (A/L), even if situation improves during work day   If situation develops during work day   No charge to A/L from actual dismissal time to end of work day   Employee may request and be granted A/L between notice of dismissal and actual dismissal time   Employees on scheduled leave, not planning to return to work, will be charged leave through the end of the work day   If employee’s area of residence is affected, he/she may be excused without charge to A/L   Under severe weather conditions, tardiness not-to-exceed two hours may be excused without charge to leave

60 Sick Leave   Approved absence when employee is unable to work due to illness, injury, or pregnancy and confinement   May be used for medical, dental, or optical exam or treatment   Full-time employees accrue four hours per pay period; part-time employees accrue prorated amount   Requires supervisor approval   May require medical documentation

61 Sick Leave Usage   Leave for pre-arranged medical, dental, or optical exams or treatment should be requested in advance   If employee becomes ill while on annual leave, sick leave may be substituted for period of illness   Supervisor will determine if documentation provided is sufficient to authorize sick leave use NOTE: Click to return to the previous menu.

62 Sick Leave for Adoption   Sick leave is appropriate for:   Appointments with adoption agencies, social workers, or attorneys   Court proceedings   Required travel for such purposes   Activity necessary for the adoption to proceed   Advanced sick leave may be requested when the urgency of the situation requires the employee’s absence   Supervisor should request evidence of adoption-related activities

63 Advanced Sick Leave   Supervisor may advance five days sick leave, regardless of whether the employee has annual leave to his/her credit   State conservationist may advance up to 30 days, or 240 hours   Sick leave should not be advanced if employee:   Is not expected to return to duty   Has filed for disability retirement   Has submitted a resignation or received notice of separation, furlough, or RIF, OR   Is on leave restriction

64 Family and Medical Leave Act (FMLA) Most employees are entitled up to a total of 12 workweeks of UNPAID leave during any 12-month period for the following purposes:   Birth and care of a son or daughter   Placement of child for adoption or foster care   Care of spouse, child, or parent with a serious health condition or medical emergency, OR   Serious health condition or medical emergency of the employee that restricts ability to perform the essential functions of his/her position

65 Use of Leave Under FMLA (FMLA)   Leave requested under the FMLA may be used intermittently   Employees may elect to substitute annual leave and/or sick leave for the unpaid leave, consistent with current policy

66 FMLA Election (FMLA)   Employees must invoke the use of leave under the FMLA on Form OPM-71, in advance   Supporting medical documentation is required   Employees cannot be required to use accrued leave, rather than LWOP

67 Reporting FMLA Use (FMLA)   Timekeeper will:   Record hours used in WebTCAS   Make appropriate notation in the “Remarks” section of the employee’s WebTCAS record   Maintain employee file containing all FMLA-related documents   Notify employee and supervisor when the 12-week limit is near   Supervisor will:   Grant employee the leave to which he/she is entitled   Ensure receipt of proper medical certification

68 Family Member Definition (FMLA)   The following are considered family members under the FMLA:   Son or daughter who is biological, adopted, stepchild, or legal ward   Spouse, husband, or wife by legal union, including common law marriages between a man and a woman, where legal   Child who is given 24-hour foster care by, or with an agreement with the state of residence   Biological parent or an individual who substituted as a parent to the employee when the employee was a child   Does not include in-laws

69 Serious Health Condition (FMLA)   An illness, injury, surgery, impairment, or physical or mental condition that involves:   Inpatient care in a hospital, hospice, or residence care facility   Continuing outpatient therapy or treatment by a licensed or certified health care provider   A reasonable recovery period   Continuing medical evaluations or examinations   Does NOT cover short-term conditions for which treatment and recovery are brief; these conditions are covered by normal sick leave policies

70 FMLA Protection (FMLA) Job benefits and protection:   Upon return from FMLA leave, an employee must be returned to:   The same position, or   To an “equivalent position with equivalent benefits, pay, status, and other terms and conditions of employment”   An employee who invokes FMLA is entitled to maintain health benefits coverage NOTE: Click to return to the previous menu.

71 Family Care or Bereavement   Formerly called “Family Friendly Leave”   Limited use of sick leave to:   Provide care for a family member incapacitated as a result of physical or mental illness, injury, pregnancy, or childbirth   Accompany family member to medical, dental, or optical examinations   Make arrangements necessitated by the death of a family member or to attend the funeral of a family member

72 Family Care or Bereavement   Full-time employees may use up to 104 hours (13 days) sick leave per leave year for general family care or bereavement purposes   Office of Personnel Management removed the requirement of maintaining an 80-hour sick leave balance 9/18/2006   Employees should request this leave in advance, when possible, and record time used appropriately in WebTCAS   Requires supervisor approval

73 Family Member Definition The use of sick leave for general family care or bereavement of a family member is appropriate for:   Spouse and his/her parents   Children, including adopted children, and their spouses   Parents   Brothers and sisters, and their spouses, AND   Any individual related by blood or affinity whose close association with the employee is the equivalent of a family relationship NOTE: Click to return to the previous menu.

74 Sick Leave to Care for a Family Member with a Serious Health Condition   Employee with an adequate sick leave balance may use up to 12 weeks (480 hours) of sick leave each leave year to care for a family member with a “serious health condition”   Any portion of the 13 days sick leave used for general family care or bereavement purposes in a leave year must be subtracted from this 12-week entitlement

75 “Serious Health Condition” Definition   Includes such conditions as cancer, heart attacks, strokes, severe injuries, Alzheimer’s disease, complications due to pregnancy and/or childbirth, etc.   The term is not intended to cover short-term conditions for which treatment and recovery are very brief (e.g., colds, flu, etc.) NOTE: Click to return to the previous menu.

76 Voluntary Leave Transfer Program (VLTP)   Allows Federal employees who have exhausted their annual and sick leave balances to accept leave donations from other Federal employees   Allows Federal employees to donate annual leave to another Federal employee who has a personal or family medical emergency, and who has exhausted all of his/her own annual and sick leave accruals

77 Terms as Defined in the Voluntary Leave Transfer Program   Family Member Family Member   Medical Emergency Medical Emergency   Leave Donor Leave Donor   Leave Recipient Leave Recipient   Leave Transfer Coordinator Leave Transfer Coordinator   Serious Health Condition Serious Health Condition NOTE: Click on a topic for definition. Press the “ESC” key to return to the previous menu.

78 Family Member Definition (VLTP) Family members include:   Spouse and his/her parents   Children, including adopted children, and spouses   Parents   Brothers and sisters, and spouses, AND   Any individual related by blood or affinity whose close association with the employee is the equivalent of a family relationship NOTE: Click to return for more terms

79 Medical Emergency (VLTP)   Illness, injury, surgery, impairment, or physical or mental condition of an employee or employee’s family member   Likely to require the employee’s absence from duty for a prolonged period of time, AND   Results in an substantial loss of income (at least 24 hours for a full-time employee) due to the absence of accrued sick or annual leave NOTE: Click to return for more terms

80 Leave Donor (VLTP) Leave-earning employee willing to donate earned annual leave to an approved leave recipient NOTE: Click to return for more terms

81 Leave Recipient (VLTP) Eligibility requirements:   Must be in a leave-earning category   Experiencing serious health condition or medical emergency of a personal nature, or that of a family member   Absence would result in an unpaid status of at least 24 hours for a full-time employee   All earned annual and sick leave balances have been exhausted NOTE: Click to return for more terms

82 Leave Transfer Coordinator (VLTP)   Human Resources Staff member usually administers the VLTP   For Kansas, the staff professional is: Debbie Kaiden, (785) NOTE: Click to return for more terms

83 “Serious Health Condition” (VLTP)   Includes such conditions as cancer, heart attacks, strokes, severe injuries, Alzheimer’s disease, complications due to pregnancy and/or childbirth, etc.   The term is not intended to cover short-term conditions for which treatment and recovery are very brief (e.g., colds, flu, etc.)   Covers employee and eligible family members NOTE: Click to return for more terms

84 Application Forms (VLTP)   Form AD-1043, Donor Application   Form AD-1046, Recipient Application Available at:

85 Medical Documentation (VLTP)   Must be on physician’s or medical facility letterhead   Must state beginning and anticipated ending date of medical emergency   Must include diagnoses/prognosis   Signed and dated by medical practitioner

86 Recipient Application Procedures (VLTP)   Employee, or designee, must complete Form AD-1046, Recipient Application   Obtain supporting medical documentation from physician   Submit Form AD-1046, along with supporting documentation, to supervisor for concurrence and approval to become a leave recipient

87 Supervisor’s Responsibility (VLTP)   Verify that supporting medical documentation is sufficient to approve recipient application (Form AD-1046)   Forward Form AD-1046 along with supporting medical documentation to the leave transfer coordinator for processing   Monitor use of donated leave   Consult with Human Resources Staff if the validity of request is in question

88 Timekeeper’s Responsibility (VLTP)   Make appropriate leave adjustments to recipient’s WebTCAS record   Maintain “set-aside” record of recipient’s own leave accruals (limited to 40 hours of annual leave and 40 hours of sick leave while in the program)   Recredit set-aside accruals to recipient when medical emergency ends, or all donated leave is exhausted

89 Role of Donor (VLTP)   Select an approved leave recipient listed on the my.NRCS Web site   Complete Form AD-1043, Donor Application   Forward Form AD-1043 to human resources for certification of current annual leave balance

90 Limitations on Donating Leave (VLTP)   Donor may donate annual leave:   In one hour increments   Up to one half the leave he/she will earn in a leave year, OR   Up to the number of work hours remaining in a leave year   Employee may not donate leave to his/her supervisor

91 Strange Questions & Answers Does NRCS have a leave bank?   No. Agencies may either permit employees to donate leave to a specific employee, OR they may establish a leave bank to which employees may donate leave. The “manager” of the leave bank determines how many hours are donated to whom.   NRCS has chosen to support employees by allowing donation of leave to specific individuals without a “leave manager” being involved.

92 Sick Leave to Care for a Family Member with a Serious Health Condition   Employees with an adequate sick leave balance may use a total of 12 weeks (480 hours) sick leave each leave year to care for a family member with a “serious health condition”   Any portion of the 13-days sick leave used for general family care or bereavement purposes in a leave year must be subtracted from this 12-week entitlement

93 “Serious Health Condition” Definition   Includes such conditions as cancer, heart attacks, strokes, severe injuries, Alzheimer’s disease, complications due to pregnancy and/or childbirth, etc.   The term is not intended to cover short-term conditions for which treatment and recovery are very brief (e.g., colds, flu, etc.)

94 Voluntary Leave Transfer Program (VLTP) Allows Federal employees to donate annual leave to another federal employee who has a personal or family medical emergency, and who has exhausted all of his/her own sick and annual leave

95 Strange Questions & Answers Does NRCS have a leave bank?   No. Agencies may either permit employees to donate leave to a specific employee, OR they may establish a leave bank to which employees may donate leave. The “manager” of the leave bank determines how many hours are donated to whom.   NRCS has chosen to support individuals by allowing the donation of leave to specific employees without a “leave manager” being involved.

96 Definitions   Family Member   Medical Emergency   Leave Donor   Leave Recipient   Leave Transfer Coordinator

97 Family Care or Bereavement   Formerly called “Family Friendly Leave”   Limited use of sick leave to:   Provide care for a family member incapacitated as a result of physical or mental illness, injury, pregnancy, or childbirth   Accompany family member to medical, dental, or optical examination   Make arrangements necessitated by the death of a family member or attend the funeral of a family member

98 Family Care or Bereavement   Limited amount:   Full-time employee may use up to 104 hours (13 days) of sick leave per leave year   Pro-rated amount for part-time employees   Employees will request sick leave in advance, when possible, and record time used appropriately in WebTCAS

99 Family Member Definition Family members include:   Spouse and his/her parents   Children, including adopted children, and spouses   Parents   Brothers and sisters, and their spouses, AND   Any individual related by blood or affinity whose close association with the employee is the equivalent of a family relationship

100 Sick Leave to Care for a Family Member with a Serious Health Condition   Employee with an adequate sick leave balance may use 12 weeks (480 hours) sick leave each leave year to care for a family member with a “serious health condition”   Any portion of the 13-days sick leave used for general family care or bereavement purposes in a leave year must be subtracted from this 12-week entitlement

101 “Serious Health Condition” Definition   Includes such conditions as cancer, heart attacks, strokes, severe injuries, Alzheimer’s disease, complications due to pregnancy and/or childbirth, etc.   The term is not intended to cover short-term conditions for which treatment and recovery are very brief (e.g., colds, flu, etc.)

102 Family and Medical Leave Act (FMLA)   Most employees are entitled to a total of up to 12 workweeks of UNPAID leave during any 12-month period for the following purposes:   Birth and care of a son or daughter   Adoption or foster care   Care of spouse, child, or parent who has a serious health condition or medical emergency, OR   Serious health condition or medical emergency of the employee that restricts ability to perform the essential functions of his/her position   May be used intermittently

103 FMLA Use   Employee may elect to substitute annual leave and/or sick leave, consistent with current laws, for any unpaid leave under the FMLA   Supervisor cannot require employees to use accrued annual or sick leave accruals, rather than LWOP   May be used intermittently

104 Procedures for Requesting FMLA   Employees must invoke FMLA on Form OPM-71 in advance, when possible   Supporting medical documentation is required and must be submitted with leave request

105 FMLA (continued)   Timekeeper will:   Ensure the number of FMLA hours used during the current pay period are recorded properly and noted in the “Remarks” section of the employee’s WebTCAS record   Maintain an employee file containing all FMLA-related documents   Notify the employee and supervisor when the 12-week limit is near   Supervisor will:   Grant qualified employee their entitlement to family and medical leave   Ensure receipt of proper medical certification

106 FMLA Family Member Definition   The following are considered family members under the FMLA:   Son or daughter who is biological, adopted, stepchild, or legal ward   Spouse, husband, or wife by legal union, including common law marriages between a man and a woman, where legal   Child who is given 24-hour foster care by, or with an agreement with, the state of residence   Parent who is a biological parent or an individual who substituted as a parent to the employee when the employee was a child.   Does not include in-laws

107 FMLA Serious Health Condition   An illness, injury, surgery, impairment, or physical or mental condition that involves:   Inpatient care in a hospital, hospice, or resident care facility   Continuing outpatient therapy or treatment by a licensed or certified health care provider   A health patient recovery period   Continuing medical evaluations or examinations   Does NOT cover short-term conditions for which treatment and recovery are brief; these conditions are covered by normal annual and sick leave policies

108 FMLA Protection Job benefits and protection:   Upon return from FMLA leave, an employee must be returned to:   The same position, OR   To an “equivalent position with equivalent benefits, pay, status, and other terms and conditions of employment”   An employee who invokes FMLA is entitled to maintain health benefits coverage

109 Holiday Leave USDA approved holidays:   New Year’s Day, January 1 st   Martin Luther King’s birthday, 3 rd Monday in January   President’s Day, 3 rd Monday in February   Memorial Day, last Monday in May   Independence Day, July 4 th   Labor Day, 1 st Monday in September   Columbus Day, 2 nd Monday in October   Veteran’s Day, November 11 th   Thanksgiving Day, 4 th Thursday in November   Christmas Day, December 25 th   Inauguration Day (D.C. metropolitan area only)

110 Holiday Leave (continued)   Holidays occurring on Sunday will be observed on Monday   Holidays occurring on Saturday will be observed on Friday   A full-time employee who is prevented from working on a holiday is entitled to an “in lieu of” holiday   A part-time employee is entitled to the corresponding hours of his/her tour, if scheduled to work on the holiday   Part-time employees are not entitled to an “in lieu of” holiday if holiday falls on a non-workday NOTE: Click to return to the previous menu.


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