memorandum - DOE Oak Ridge Operations

DOE F 1325.8(2-92)United States GovernmentmemorandumDepartment of EnergyOak Ridge OfficeDATE: January 9, 2012REPLY TOAnNoF:susJEcT:TO:AD-442:AytesLEAVE, WORK SCHEDULES, AND USE OF CREDIT TIMEORO and OSTI EmployeesAs we begin a new leave year, this memorandum is intended to serve as a reminder of theregulatory requirements concerning leave, work schedules, and credit time. Guidelines andprocedures are described below.LeaveEmployees must use either Form OPM-71, Request for Leave and Approved Absence, orthe electronic leave request feature in the Automated Time and Attendance ProductionSystem (AT AAPS) when requesting annual leave, sick leave, comp time for travel, or leavewithout pay, irrespective of the amount of leave being requested. An electronic version of theOPM-71 can be found at: http://www.oro.doe.gov/pmab/Forms/OPM7l.pdf. lfleave isrequested through AT AAPS, employees should provide a copy of approved requests to theirTimekeeper. Employees are expected to request leave or use of credit hours in advance unlessan unforeseen event (e.g., car breakdown, family emergency, etc.) prevents advance approval.Unapproved employee absences must be recorded as Absent Without Leave (AWOL) inaccordance with the provisions of DOE 0 322.1 C.Annual LeaveOak Ridge Office (ORO) policy requires supervisors to prepare a tentative leave schedule fortheir organizations no later than May 1 of each year. Therefore, employees should begin toproject their leave for calendar year 2012, and provide these projections to supervisors prior toMay 1, 2012.Preventive Health CareEmployees may be granted up to four hours of excused absence each leave year in order toparticipate in preventive health screenings. The remarks section of Form OPM-71 or theAT AAPS request should be used to document such requests.Examples of preventive health screenings include, but are not limited to, screening for breast,cervical, colorectal, and prostate cancer; sickle cell anemia; blood pressure level; bloodcholesterol level; immune system disorders (such as HIV); and blood sugar level testing fordiabetes.

ORO and OSTI Employees - 2- January 9, 2012SUBJECT: LEAVE, WORK SCHEDULES, AND USE OF CREDIT TIMEEducational VariationsExceptions may be granted to the normal scheduling period, core hour, fixed schedule, and/orlunch period to permit attendance at an external training courses provided they do not result inovertime pay to either the employee or his/her supervisor. Such schedule adjustments, known as"Educational Variations," enable an employee to attend an instructional course of study, e.g.,college classes, during the normal workday. The period of absence for the course, includingtravel time to and from the course, may be made up by extending the working hours on anyworkday during the pay period in which the absence occurred. The adjusted schedule is to beapproved by the employee's Division Director or above, and concurred in by the HumanResources Division (HRD). Any period of absence (travel and class time) that is not made upduring the pay period taken will be charged to leave (e.g., annual, credit hours taken, or leavewithout pay.) As a reminder, work schedule modifications under Educational Variations aredocumented on time and attendance records as credit time earned and used. Please note thatcredit time must be earned before it can be used.Sick Leave to Care for a Family MemberRegulatory guidance applicable to use of sick leave to care for a family member can be found in 5CFR 630.401. In general, use of sick leave may be appropriate when an employee providesgeneral care for a family member who is incapacitated by a medical or mental condition, who isreceiving medical, dental, or optical examination or treatment; or when an employee needs tomake arrangements necessitated by the death of a family member or attends the funeral of afamily member. Sick leave may also be appropriate when an employee provides care for a familymember who has a serious health condition or for purposes related to the adoption of a child.Part-time employees and employees with uncommon tours of duty are also covered; the amountof sick leave permitted for family care and bereavement purposes is pro-rated in proportion to theaverage number of hours of work in the employee's scheduled tour of duty each week.1. Most full-time employees may use a total of up to 104 hours (13 workdays) of sick leave eachleave year for the following reasons:••••To provide care for a family member who is incapacitated as a result of physical or mentalillness, injury, pregnancy, or childbirth.To provide care for a family member as a result of medical, dental, or optical examinationor treatment.To make arrangements necessitated by the death of a family member .To attend the funeral of a family member .2. Most employees may use a total of up to 12 administrative workweeks of sick leave each leaveyear to care for a family member with a serious health condition. If an employee previouslyhas used any portion of the 13 days of sick leave for general family care or bereavementpurposes in a leave year, that amount must be subtracted from the 12-week entitlement. If anemployee has already used 12 weeks of sick leave to care for a family member with a serioushealth condition, he or she cannot use an additional 13 days in the same leave year for generalfamily care purposes.

ORO and OSTI Employees - 3- January 9, 2012SUBJECT: LEAVE, WORK SCHEDULES, AND USE OF CREDIT TIME3. Most employees may also use sick leave for adoption-related purposes. Additional regulatoryrequirements exist; therefore, employees should contact their Human Resources Specialistprior to requesting sick leave for this purpose.Compensatory Time Off for TravelCompensatory time off for travel is earned by an employee for time spent in a travel status awayfrom the employee's official duty station when such time is not otherwise compensable.It is important to remember that compensatory time off for travel cannot be earned duringscheduled work hours. For example, if an employee's work schedule is Monday through Friday,8 a.m. until 5 p.m., the employee is not eligible to earn compensatory time off for travel onMonday through Friday from 8 a.m. until 5 p.m. since those hours are the employee's normalwork schedule. The employee receives compensation for that time through his/her salary. In thisexample, the hours spent in travel status before 8 a.m. and after 5 p.m. may be eligible forcompensatory time off for travel if those hours meet the requirements. A Compensatory Time forTravel Worksheet along with Departmental Questions and Answers can be found at:http:/ /www.oro.doe.gov/pmab/F orms/Comp%20time%20for%20travel%20guidance%20 1 0-27 -08.pdf.Office of Personnel Management (OPM) guidance and Questions and Answers can be found at:https:/ /www.opm.gov /oca/pay/HTML/compensatory time.asp.Work SchedulesAll employees, regardless of whether their schedule is full time or part time, may elect one of thefollowing three work schedules.1. Flextour: For full-time employees, a basic work requirement of 8 hours a day, 40 hours aweek, and 80 hours a pay period. Credit hours may be earned and used under this schedule.2. Variable Week: For full-time employees, an 80-hour biweekly work requirement whichconsists of eight 9-hour days, one 8-hour day, and one scheduled day off in the pay period.Credit hours may be earned and used under this schedule.3. Standard: For full-time employees, an 80 hour biweekly work requirement with a set arrivaltime of 8:15 a.m., a 45-minute lunch, and a departure time of 5 p.m. This schedule does notallow for the earning and usage of credit hours. If an employee does not elect either a Flextouror Variable Week schedule, slhe will automatically be placed on the Standard Schedule.The following table provides easy reference and guidance on the provisions and requirements ofFlextour and Variable Week schedules.ProvisionsFlexible Hours WhenEmployees May VaryScheduled Arrival andDeparture TimesFlextour and Variable Week Schedules6 a.m. to 9 a.m. and 3:30 to 7 p.m., Monday through Friday whenfull-time employees may elect arrival and departure times withsupervisory approval. Times for arrival and departure are selectedby the employee, approved by the supervisor, and must be uniformduring the entire pay__g_eriod.

ORO and OSTI Employees -4- January 9, 2012SUBJECT: LEAVE, WORK SCHEDULES, AND USE OF CREDIT TIMEProvisionsFlexible Hours WhenEmployees May VaryScheduled Arrival andDeparture Times(continued)Required Lunch PeriodFlextour and Variable Week SchedulesFull-time employees are reminded that the earliest they may setthe end of their workday is 3:30p.m. Therefore an employeeworking an 8 hour day will have to have a set start time of no earlierthan 7 a.m.Employees must take a lunch period between the hours of 11 a.m.to 2 p.m. The duration of the lunch period must be 30, 45, or 60minutes, and the length of the lunch period must be uniform duringthe entire pay period.Holidays under the Variable Week Schedule

ORO and OSTI Employees - 5 - January 9, 2012SUBJECT: LEAVE, WORK SCHEDULES, AND USE OF CREDIT TIMEare available to all employees except those in the Senior Executive Service. The followingFrequently Asked Questions apply to the earning and use of Credit Hours:Frequently AskedResponseQuestions1. When may an employee Employees may earn credit hours, in 15 minute increments,earn credit hours?only during the period of Monday through Friday from 6 a.m.until 7 p.m.2. What are the approval Provided there is work available to be performed:requirements for earning • Up to two hours each day may be earned with advancecredit hours?notification to the supervisor using the Credit Hour RequestForm.• More than two hours each day may be earned with advanceannroval using the Credit Hour Request Form.3. How may an employee Employees may schedule and use credit hours in 15 minuteuse credit hours?increments subject to advance supervisory approval.4.Can credit hours be Noearned on an officialholiday, an "in lieu of'holiday, on the weekend,or while telecommuting?5.Can credit hours be Notaken before they areearned?6.Can credit hours be Noadvanced?7. Can credit hours be Not usually. Specific circumstances should be discussed withearned for time spent in your Human Resources Specialist.travel status?8.Can credit hours be Noearned for training orhomework required by anagency?9. Can full time employees Yes, up to 24 hours. Any hours in excess of 24 will be lost.carry credit hours overfrom one pay period to thenext?10. Can part-time Yes, limited to 1;4 ofthe hours ofthe employee's biweekly workemployees carry credit schedule; e.g., 16 hours for a 64 hour pay period.hours over from one payperiod to the next?

ORO and OSTI Employees - 6 - January 9, 2012SUBJECT: LEAVE, WORK SCHEDULES, AND USE OF CREDIT TIME11. Must employees Yes, unless the circumstances leading to the use of credit hoursobtain advance approval prevent an employee from obtaining advance approval (e.g., a carfor use of credit hours? breakdown while traveling to work.)12. Must employees use Yes, a copy of the form is available on the Office of Sciencethe Credit Hour Request Management System (SCMS) web site at:Form to document the httg://scms.sc.doe.gov/orbitsearch/SubjArea/BQW/BQW Exh1.cfearning and use of credit m or on the Human Resources (HR) web site athours?httg://www.oro.doe.gov/gmab/Forms/Forms.htm#Leave/Comg%2OTime13. How are conflicts The regularly scheduled day off takes precedence over a request tobetween leave, credit hour use leave or credit time. When a conflict arises, the leave or creditusage requests, and time request should be rescheduled.another employee'sregular scheduled day offhandled?14. Can an employee No. Requests for credit hour earnings and usage are to bemaintain a standing credit reviewed and approved at least on a pay period by pay periodtime request so as to vary basis.his/her work schedule forlonger than a pay period?Additional information regarding leave, work schedules, and credit time can be found on the.SCMS web site at: httg://scms.sc.doe.gov/orbitsearch/SubjArea/BQW/BQW Exh1-02.gdf or inthe Employee Handbook located on the HR web site at:httg://www.oro.doe.gov/hrhandbook/indexl.htm and in the Collective Bargaining Agreement,where applicable.For future reference, this memorandum will be available on the HR website at:httg:/ /www.oro.doe.gov/gmab/ Announcements/ Announcements.htm . Please contact yourHuman Resources Specialist if you have any questions regarding leave, work schedules, or hoursof duty.~Melanie M. Kent, ChiefFederal Human Resources Branch