Missouri National Guard Federal EMPLOYEE Supervisor Course Leave Administration Missouri National Guard Federal EMPLOYEE Supervisor Course

Overview Annual Leave Sick Leave Sick Leave for Family Member Family Medical Leave Act (FMLA) Voluntary Leave Transfer Program (VLTP) Donated Leave Military Leave Absent-US Leave Without Pay (LWOP)Personal Compensatory Time Enforced Leave Absence Without Leave (AWOL) Excused Leave or Administrative Leave (same) Disabled Veterans Leave (DVL) 11/9/2018

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): Two 15 minutes rest breaks – paid part of work Lunch breaks – not paid Changing/showering – not paid 11/9/2018

ANNUAL LEAVE Accrual Rates for Full Time Employees: 1-3 years - 4 hours/pay period 3-15 years - 6 hours/pay period 15 + years – 8 hours/pay period Temporary Employees Only: If hired for 90 days or less federal employee cannot use annual leave earned. If extended past 90 days then federal employee can use annual leave earned after 91 day. 11/9/2018

ANNUAL LEAVE Accrual Rates for Part Time Employees: 1-3 years - 1 hr/every 20 hrs in pay status 3-15 years - 1 hr/every 13 hrs in pay status 15+ years - 1 hr/every 10 hrs in pay status 11/9/2018

ANNUAL LEAVE Service computation date (SCD) determines leave category Maximum annual carryover – 240 hours Separated employees may be paid lump sum for unused annual leave. Supervisor may approve advanced annual leave up to the number of hours a technician can still accrue up to the end of the current year. 11/9/2018

More…ANNUAL LEAVE Public Law 93-181 provides for restoration of forfeited annual leave, use or lose annual leave. Absolute right of the employee to request restoration of use or lose annual leave but subject to approval of the supervisor Annual Leave must be denied by supervisor on the leave form OPM 71 based on mission requirements to restore use or lose annual leave. 11/9/2018

SICK LEAVE Accrual Rates: All full-time: 4 hrs/pay period Part-time: 1 hr/every 20 hrs in pay status 11/9/2018

SICK LEAVE Appropriate uses of Sick Leave are: Medical, dental, optical exams/treatments (Employee or Family Member) Illness of injury of the employee Illness, injury or death of family member *To care for a family member an employee can use up to 13 days of sick leave in 1 calendar year. Activities related to Adoption 11/9/2018

Family and Medical Leave Act of 1993 (FMLA) 12 workweeks each year of unpaid LWOP during any 12 month period to take care of self, specified family member with a serious health condition, or birth of a child. Medical documentation required from treating physician. 11/9/2018

SICK LEAVE Unlimited carryover balance Up to 240 hours may be advanced Medical certification is required May use while on Annual Leave (Ex: if get sick while on AL can change AL to Sk Lv) 11/9/2018

Voluntary Leave Share Program (VLTP) Qualifications: - Absence from duty without available paid leave - Must be a medical emergency - Emergency is or is expected to last at least 24 hours for full-time employees - Part-time employees the period of absence without pay is prorated Leave recipient Requirements: - Medical certification - Application to become leave recipient under the VLTP, OPM Form 630. Review local policy 11/9/2018

Donated Leave Donated leave hours may be used to reduce balance of advanced sick or annual leave if for same medical emergency Donated leave case must be closed to avoid future advanced leave problems in DCPS 11/9/2018

Leave Donor Complete request to donate annual leave to leave recipient under the VLTP - OPM 630-A for within the agency - OPM 630-B for outside of agency Amount of annual leave donated can not exceed half of the number of annual leave hours earned within the current year Must be approved by the supervisor 11/9/2018

LEAVE WITHOUT PAY (LWOP)(NTE) FOR PERSONAL REASONS Temporary non-paid status Complete ATAAPS (ANG/ARNG) Employee should be expected to return to work Not a right, must be approved by supervisor May affect annual leave and sick leave accrual May affect within grade increase May affect Service Computation Date (SCD) May affect FEHB, FEGLI, FSAFEDS, Dental and Vision If in LWOP for personal reasons HR must have SF52 and completed benefits checklist 11/9/2018

Absent-US Paid leave may be used while in AUS status (annual leave, sick leave or military leave) Leave, SCD and Within Range Increase is not affected If Absent-US HR must have SF52, orders, and completed USERRA Checklist 11/9/2018

Separation-US Effective date for Separation-US is after all leave is used or the date orders begin. Can request Lump-Sum payment of annual leave. Comp-Time is lost if not used before Separation. Sick Leave will remain on Record and will be restored if returned to Federal Status. 11/9/2018

Module 16a Handouts Pre-Mobilization and Mobilization Guidance USERRA Benefits Checklist (AUS and SEP-US) FEGLI Extension of Coverage Form FEGLI Remittance Form USERRA Return to Duty Benefits Checklist Waiver of Reinstatement of FEHB TSP Make-Up Contribution Request 11/9/2018

MILITARY LEAVE 15 DAYS - 120 HOURS 22 DAYS - 176 HOURS 11/9/2018

MILITARY LEAVE Charged in hourly increments No same-day dual scheduling on Title 32 orders and as federal employees Military leave is not charged on intervening non-workdays (e.g. holidays, weekends, scheduled days off) 11/9/2018

MILITARY LEAVE (15 days) Paid leave when ordered to active duty, inactive duty training or training 120 hours (15 days) each FY- permanent employees Temporary employees appointed for more than 1 year Pro-rated for part-time employees Annual Carryover of 120 hrs up to 240 hrs yearly 11/9/2018

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 11/9/2018

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 hours) per calendar year charged in hours 11/9/2018

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 Must be in Absent-US status for at least a 45 day deployment order. If multiple 45 day deployment orders only authorized one 5 day period of excused absence in a year. 11/9/2018

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 Use within 26 pay periods of earning or forfeit Not paid out if leave federal service 11/9/2018

TITLE 5 NATIONAL GUARD EMPLOYEES Overtime pay: Driven from the Fair Labor Standards Act (FLSA) code. FLSA code is determined by the Position Description FLSA code is found on each SF 50 block 35 Management’s decision for comp/overtime requirement and can be based on budgetary restrictions Must put in NGB Form 46-14 to supervisor prior to work being conducted Non-exempt – comp time will pay out as overtime pay if not utilized before the 26th pay period Exempt- comp time is forfeited if not utilized before the 26th pay period. 11/9/2018

COMP TIME TRAVEL Earned for time spent in travel status away from duty station when traveling is outside normal duty hours Travel must be officially authorized Only for time spent actually traveling and usual waiting time Not entitled to receive lump sum payment for compensatory leave. Upon separation, leave is forfeited 11/9/2018

EXCUSED ABSENCE Also referred to as Administrative Leave: TAG may granted excused absence for activities that would benefit the National Guard Supervisor must approve excused absence for blood donation, voting, tardiness for brief periods of time, employee assistance program Blood - Can allow up to 4 hours (Includes travel to and from location) Voting – If not able to get to voting location before or after work, supervisor can allow up to 2 hours before or after work to vote. Only time allowed to get to the voting location and vote prior to closing is allowed. 11/9/2018

EXCUSED ABSENCE Also referred to as Administrative Leave: Court Leave when called to jury duty or to serve as witness on behalf of government If excused from jury may not be required to return to work if time/distance creates hardship but must use personal leave for remainder of day. May keep travel/per diem allowance but relinquish fees paid. Must provide evidence of service for T&A Bone Marrow-7 Days Organ Donation-30 Days 11/9/2018

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 ENFORCED Admin Leave (Paid Leave) if disciplinary reason Management has the right to require technician to leave the worksite when not ready, willing, or able to perform duties; or when presence is a threat to others or property Provide transportation if employee’s ability to drive is questionable Contact Labor Relations Specialist in HR for additional guidance 11/9/2018

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 11/9/2018

Disabled Veteran Leave (DVL) Wounded Warriors Federal Leave Act of 2015 established a new leave category known as Disability Veteran Leave (DVL) for any federal Employee who: Is hired on or after 5 November 2016, and Has a service-connected disability rate of 30% or more from the VA Federal employee may use DVL only for the medical treatment of a qualifying service connected disability for which sick leave would regularly be used 11/9/2018

Disabled Veteran Leave (DVL) Must be used during initial 12 month period beginning on the first day of employment or first day 30 % VA rating approved Unused DVL will not be carried over and will be forfeited One time benefit and can only be used once in your career Once exhausted the leave benefit and/or 12 months has passed no further entitlement Can not exceed 13 days (104 hours) for fulltime employee. Part- time employee will have a pro-rated amount. Amount of DVL will be offset by any sick leave balance as of beginning of 12 month eligibility period Could potentially not be eligible for the DVL hired on or after 5 Nov 2016 if: rehired and have a sick leave balance remaining on your SF1150 will have the offset Or if RTD with qualifying VA rating and have sick leave will have offset 11/9/2018

Disabled Veteran Leave (DVL) Federal employee could potentially qualify for DVL if called to perform military duty and meet the qualifying requirements upon RTD: If RTD on or after 5 November 2016, and Returns with a service-connected disability rate of 30% or more However, the amount of creditable DVL is offset by any sick leave balance in effect at the beginning of the 12 month eligibility period. Employee can only use DVL once in throughout their career 11/9/2018

Supervisor Responsibility Ensure that employees do not lose Annual Leave /Comp- time/Time Off Award at end of the year Certify time cards, if not official timekeeper Certify changes/corrections 11/9/2018

Module 16b Handouts Leave Codes Annual Leave Reference Sick Leave Sick Leave to care for a family member Family Medical Leave Court Leave Reference Leave without pay Effects of Leave without pay Frequently ask questions on Military Leave 11/9/2018

QUESTIONS? 11/9/2018