NAF HR for SUPERVISORS

HOURS OF DUTY AR 215-3, Chapter 4

LEARNING OBJECTIVES Supervisors should be able to: Identify responsibilities for establishing work schedules Know the minimum requirements for tours of duty Properly assign meal and rest periods

ESTABLISHMENT OF WORK WEEKS Administrative work week is from 0001 Thursday through 2400 Wednesday Managers responsible for establishing basic workweek 40 hour tour for each RFT employee hrs for each RPT employee Workdays will normally be limited to 8 hrs Usually over a period of 5 consecutive days and will not include more than 6 days

TOURS OF DUTY Special considerations : Minors IAW federal, state and local laws Students NTE 5 work hrs on school days 8 work hours on non-school days Reduction in hours (schedule change) RPT – 7 days advance notice FLEX – 24 hours advance notice

ESTABLISHMENT OF TOURS OF DUTY When possible, same days of each week for the same hours each day Rotating or irregular tours may be established Schedules should be posted two weeks in advance and will cover at least one administrative work week

ESTABLISHMENT OF TOURS OF DUTY Tours of duty will not be changed or adjusted solely to avoid the obligation of granting leave or premium pay for a holiday Minimum tour of duty: 2 hours no employee will be scheduled or called to duty for a period less than 2 hours

REST PERIODS Rest periods may be permitted at the discretion of the activity manager The policy adopted by each manager will be in writing and made known to all employees Rest periods are subject to the following conditions: Rest periods may not exceed 15 minutes during each 4 hours of continuous work Rest periods will not be a continuation of the lunch period

MEAL PERIODS No employee will be required to work more than 6 hours in any workday without a meal period Meal periods will be indicated on the work schedule Meal periods will be no less than 30 minutes or no more than 1 hour When duties require the employee to remain at duty station, paid on-the-job meal periods will be granted and not in excess of 20 minutes

HOLIDAYS RFT & RPT with a basic workweek of 5 or 6 days, the day to be treated as a holiday will be determined as follows: When the legal holiday falls on a workday in the employee’s workweek, that day is a holiday When the legal holiday falls outside the basic workweek, the day to be treated as the holiday will be the basic workday that immediately precedes or follows the observance of the legal holiday

HOLIDAYS RPT employees with a basic workweek of less than 5 days have no entitlement to holiday premium pay when a holiday falls outside the basic workweek Authorized for Regularly Scheduled Flex employees FWS Flex Employees (AR 215-3, 3-11d) Pay Band Flex Employees (AR )

LEAVE & ATTENDANCE AR 215-3, Chapter 5

LEARNING OBJECTIVE Supervisors will be able to: Identify the various leave categories Describe the requirements for various leave categories Be able to identify the eligibility criteria for the Family Medical Leave Act (FMLA) Be able to effectively apply leave requirements

EMPLOYEE RESPONSIBILITIES Know leave procedures and follow them Be at work unless they have approved leave Ensure they have sufficient leave balance for requested leave Plan leave in advance whenever possible

SUPERVISORY RESPONSIBILITIES Know the administrative leave policies and inform employees Encourage leave planning Monitor balance and usage Control abuse and document problems Take necessary corrective action

LEAVE PROGRAMS & CATEGORIES - Annual Leave - FMLA - Sick Leave - AWOL - Leave w/o Pay - Home Leave - Admin Leave - Military Leave - Court Leave - Organ Donor Leave -- Annual Leave Transfer Program

ANNUAL LEAVE (AL) Leave Accrual - RFT less than 3 years = 5% 3 to 15 years = 7.5% More than 15 years = 10% Prorated for RPT Employee has the right to request the use of annual leave Management has the responsibility to approve or disapprove annual leave

LEAVE WITHOUT PAY (LWOP) Temporary non-pay status Granted as a right to regular employees in the following cases upon request: Disabled veterans needing medical attention Reservists and National Guard Personnel authorized military training or duties Employees injured in the performance of their duties For the purpose of seeking employment at a new location due to the transfer of a spouse NTE 180 days An employee under the coverage of the FMLA Military Furlough

LEAVE WITHOUT PAY (LWOP) Absence from duty granted only at the employee’s request Discretionary approval Illness or disability not of a permanent or disqualifying nature Other reasons acceptable to the fund manager

ABSENCE WITHOUT LEAVE (AWOL) A regular employee absence is not authorized or approved and is charged on the time and attendance record as AWOL Pay is withheld for the entire period of absence Only absence during the employees scheduled tour of duty may be considered AWOL Periods of AWOL are charged in multiples of 15 minutes

ABSENCE WITHOUT LEAVE (AWOL) (Continued) Document time & attendance cards correctly Counsel employee each time/may require MFR May be basis for disciplinary action Charged only during regular tour of duty If later excused, AWOL may be changed to AL, SL or LWOP as appropriate

SICK LEAVE (SL) SICK LEAVE (SL)   Supervisory Responsibility: Ensure the proper use of sick leave Prescribe the kind of evidence to be furnished to support sick leave charges May request medical certification to support all absences of more than 3 days Have a system in place to keep track of attendance

Employee Responsibilities: Know leave procedures and follow them Ensure they have sufficient leave balance for requested leave Plan leave in advance whenever possible Contact supervisor as soon as possible, generally within 2 hours of the start of the tour of duty If required, provide medical documentation SICK LEAVE (SL) SICK LEAVE (SL)

SICK LEAVE (SL) Incapacitated for the performance of duties by physical or mental illness, injury, pregnancy or childbirth Medical, dental or optical exam or treatment Jeopardize the health of others by his or her presence on the job because of exposure to a communicable disease Adoption of a child

SICK LEAVE TO CARE FOR A FAMILY MEMBER For Regular Full Time employees - Up to 104 hours (13 days) of SL each leave year to: - Care for family member (illness, injury, pregnancy, childbirth, and medical/dental/optical appointments); or - Attend the funeral of a family member Pro-rated for Regular Part Time employees

SICK LEAVE TO CARE FOR A FAMILY MEMBER Definition of a Family Member: Spouse and parent thereof: Children including adopted children and spouses thereof Parents Brothers, sisters and spouses thereof Any individual related by blood or affinity whose close association with the employee is the equivalent of a family relationship

SICK LEAVE TO CARE FOR A FAMILY MEMBER WITH A SERIOUS HEALTH CONDITION RFT - Up to 12 administrative workweeks each leave year to care for a family member with a “serious health condition” Limited to total of 12 weeks of SL for all leave family care purposes RPT - prorated

SICK LEAVE FOR ADOPTION Adoption of Child: Includes appointments with adoption agencies, social workers & attorneys May include time to bond with the child if required by court or adoption agency 12 weeks per 12 month leave year

FMLA EMPLOYEE ELIGIBILITY Covered Employees: - All regular employees - All regularly scheduled flexible employees in continuing positions   Service Requirement-12 Months: - Doesn’t have to be consecutive (Military service doesn’t count) Note: Cannot be retroactively invoked

FMLA LEAVE ENTITLEMENT 12 Administrative workweeks of unpaid leave during any 12-month period “Unpaid Leave” is LWOP Employees must invoke entitlement to FMLA leave Employees may elect AL, SL, or other paid time off, consistent with applicable laws and regulations

FMLA LEAVE ENTITLEMENT Birth & care of newborn child (within 1 year after birth) Placement of a child with employees for adoption/foster care (within 1 year after placement Care of spouse/child/parent with serious health condition Serious health condition of employee that makes employee unable to perform duties of his or her position

ADMINISTRATIVE LEAVE Uncontrollable shutdowns Military necessity Weather conditions Events beyond managements control Managers may determine excused absences Curtailment of work for managerial reasons

FMLA LET’S EXERCISE !!

PAY AR 215-3, Chapter 3

Learning Objectives Supervisors will be able to: Identify responsibilities for pay Differentiate entitlements under the separate pay systems

FEDERAL WAGE SYSTEM (FWS) Crafts & Trades NA, NL, NS pay schedules Entitled to within grade increases Responsibility DoD Wage Fixing Authority (WFA) - establish pay schedule HRO - administer pay program Manager/Supervisor - Schedule & Report hours NAF Financial Services - Pay hours reported IAW AR 215-3

PREMIUM PAY - FWS Overtime Eligibility - All employees Formula 1.5 x basic rate of pay for all hours over 8 per day OR 1.5 x basic rate of pay for all hours over 40 per week Sunday Eligibility Regular Full Time, Regular Part Time, Flexible, and Limited Tenure Appointment Categories Regularly scheduled tour Non overtime hours Formula 25% of basic rate of pay for entire tour Maximum of 8 hours per tour of duty Maximum of 16 hours for two tours of duty

PREMIUM PAY - FWS Shift Differential Eligibility All employees Majority of regularly scheduled whole hours fall between 1500 and 0800 Formula % x hourly rate for entire shift % x hourly rate for entire shift Holiday Pay Eligibility All regularly scheduled employees In a pay status immediately before OR after the holiday Formula – 2 x basic rate of pay for scheduled non- overtime hours worked

Pay band (NF & CY) Responsibility Commander - Establish policy CPAC NAF HRO Advise commander, managers and employees Assist in resolution of pay problems Manager/Supervisor Schedule and report hours Identify positions requiring premium pay NFS - Pay hours reported

PREMIUM PAY – NF & CY Sunday Pay Eligibility - Local Policy Authorized - Local Policy (NTE 8 Hours) Formula - 25% of basic rate of pay Night Differential ( ) Eligibility - Local Policy Authorized - Local Policy Formula - 10% of basic rate of pay Holiday Pay Eligibility - Regular Employees - Regularly scheduled non-overtime hours worked - In pay status immediately before or after the holiday - Formula - 2 x basic rate of pay

OVERTIME - NF & CY Nonexempt (NF & CY) Eligibility - All work “permitted or suffered” - In excess of 40 worked hours per week Formula x base rate of pay for hours worked Compensatory time authorized upon written request from the employee Compensatory time maintained for 26 pay periods then paid Exempt (NF Only) Eligibility - As authorized by chain-of-command - Hours worked in excess of 40 hours per week - Specifically authorized in advance by supervisor Formula x base rate of pay Compensatory time maintained for 26 pay periods then paid

MISCELLANEOUS PAY PROVISIONS Compensatory Time authorized at employees request for non-exempt: FWS NF CY Dual Pay Authorized only with Commander’s approval

SPECIAL COMPENSATION Recruiting-Relocation-Retention Regular Full Time Employees Must be in connection with a Competitive action Special Skills Private Sector Not a Substitute for: Incentive Awards Pay Adjustments Foreign/Nonforeign Area Allowance

RECRUITING INCENTIVE One Time - Lump Sum Up to 25% Annual Basic Pay New Hire to RFT First Time Reinstatement Reemployed after 1 Year APF to NAF Conversion Ineligible Hard to Fill - Critical to Mission Installation Commander Approval Written Certification by Selection Official

RELOCATION INCENTIVE One Time - Lump Sum 25% Annual Basic Pay Current NAF Employee Without a Break in Service Hard to Fill Critical to Mission Relocation to Remote/High Cost Area Addition to PCS Movement Payments Installation Commander Approval Written Certification by Selecting Official

RETENTION ALLOWANCE Regular Full Time Up to 25% Basic Pay Paid with Basic Pay Not Considered Part of Basic Pay Paid Over 26 Pay Periods Following Effective Date of Approval Based on Unusually High/Unique Qualifications May be Reduced or Terminated Special Need of Activity/Essential to Retain Installation Commander Approval/Recertification Written Certification by Requesting Official Renewal or termination by personnel action