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

2. 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)
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3. 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
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4. ANNUAL LEAVE
Accrual Rates for Full Time Employees:
1-3 years 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.
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5. ANNUAL LEAVE Accrual Rates for Part Time Employees:
1-3 years 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
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6. 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.
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7. More…ANNUAL LEAVE
Public Law 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.
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8. SICK LEAVE Accrual Rates: All full-time: 4 hrs/pay period
Part-time: 1 hr/every 20 hrs in pay status
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9. 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
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10. 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.
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11. 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)
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12. 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
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13. 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
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14. 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
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15. 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
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16. 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
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17. 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.
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18. 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
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19. MILITARY LEAVE 15 DAYS - 120 HOURS 22 DAYS - 176 HOURS
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20. 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)
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21. 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
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22. 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
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23. 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
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24. 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.
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25. 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
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26. 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 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.
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27. 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
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28. 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.
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29. 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
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30. 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
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31. 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
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32. Disabled Veteran Leave (DVL)
Wounded Warriors Federal Leave Act of 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
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33. 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
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34. 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
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35. 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
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36. 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
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37. QUESTIONS?
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