EFFECTIVE DATE: 06/09/2006
DURATION: This supplement is effective until superseded or removed. / 6109.11_20
Page 1 of 14
FSH 6109.11 – pay administration, attendance and leave handbook
Chapter 20 – attendance and leave
/ Forest Service Handbook
Alaska Region (Region 10)
Juneau, Alaska
fsH 6109.11 – pay administration, attendance and leave handbook
chapteR 20 – attendance and leave
Supplement No.: R-10 6109.11-2006-1
Effective Date: June 9, 2006
Duration: This supplement is effective until superseded or removed.
Approved: /s/ Mary Anne Young (for)DENNIS E. BSCHOR
Regional Forester / Date Approved: 05/18/2006
Posting Instructions: Supplements are numbered consecutively by Handbook number and calendar year. Post by document; remove the entire document and replace it with this supplement. Retain this transmittal as the first page(s) of this document. The last supplement to this Handbook was 6109.11-98-2 to chapter 20.
New Document / 6109.11_20 / 14 PagesSuperseded Document(s) by Issuance Number and Effective Date / 6109.11,20-25 (6109.11-98-1, 12/18/1998)
6109.11,20-25 Exhibits (6109.11-98-2, 12/18/98) / 9 Pages
6 Pages
Digest:
Incorporates 22 – Exhibit 01, Flexible Workplace Agreement, and 25 – Exhibit 01, Sample –
Dependent in the Workplace Agreement formerly issued as a separate document.
This supplement converts the format and style of this chapter to the new FSM template using the agency’s current corporate word processing software.
Although some minor typographical and technical errors have been corrected, this supplement contains no changes to substantive direction.
22 - ESTABLISHMENT OF WORK SCHEDULES
"Flexiplace" was established in response to Federal workforce needs and is easily adaptable with current technology. This supplement provides updated policy and operating guidelines for the Flexiplace Program for the Alaska Region. The affected unit will establish the parameters and monitor the effectiveness of the agreement. Any conflicts shall be resolved within the unit.
1. Conditions Under Which Flexiplace Agreements May be Established. Participation in the program is voluntary. All employees have the opportunity to request participation.
a. Management has the right to approve or disapprove a request for a flexiplace agreement, and to remove an individual employee from the program when performance declines or the agreement ceases to be a benefit to the unit.
b. Approval to participate should be granted only when there is a need for the employee and a benefit to the unit.
c. Employees working at home shall receive the same benefits, status, promotional opportunities, and rights as other employees.
d. Work performed at the alternative work site must be part of the employee's normal duties. Duties other than those described in the official position description or work plan will be discussed with the supervisor and work terms/standards shall be established in writing prior to the employee's starting day at the alternate site. Attach the standards to the work agreement.
e. Tours of duty must include some work time in the office on a scheduled basis unless there are physical limitations which preclude it.
f. Hours of duty at the alternative work site must be scheduled. Although the latitude for scheduling is much greater than at the office, existing rules on hours of duty and scheduling work apply to alternative work sites. Core hour requirements for alternative work schedules may be waived for the time that will be worked at home.
g. If the work duties require the employee to have access to records subject to the Privacy Act, no agreement shall be approved until the supervisor has determined there are appropriate administrative, technical, and physical safeguards to ensure the security and confidentiality of the records at the alternate work site. As a general rule, one of a kind hardcopy material should not leave the office with an employee for use at an alternate work site.
h. The employee and supervisor must sign a work agreement similar to the sample shown in 22 - Exhibit 01.
i. Overtime, taken as either paid time or compensatory leave, shall be earned only when ordered by the supervisor. Supervisor and employee are encouraged to develop arrangements under which credit hours may be earned.
j. The government has the right to inspect the alternative work site to ensure proper maintenance of Government-owned property and safety standards.
k. No agreement shall be authorized for less than a full pay period. All agreements will start at the beginning of a pay period and cease at the end of a pay period.
2. Authority to Approve or Disapprove a Flexible Workplace Agreement, and Authority to Cancel an Existing Agreement. Regional Office Staff Directors, Forest Supervisors, and District Rangers are delegated authority.
3. Documentation/Records Maintenance. Provide a copy of the signed agreement and attachments. Send to:
a. Property Management Officer for retention in employee's accountable property record.
b. Human Resources for retention in employee's official pay record for time accounting.
22 - Exhibit 01
Sample - Flexible Workplace Agreement
The following constitutes an agreement between:
Employee name/title: Jane Doe, Personnel Specialist
Supervisor/title:
Authorizing official/title: Fredson Meyer, Director of Human Resources
Duration of Agreement:
Start Pay Period/Year: 01/99End Pay Period/Year: 04/99
Flexible worksite physical location:
Address: 2000 First PlaceCity/State: Juneau, Alaska
1. The assignment shall be to perform the duties outlined in the current position description or to perform the following special duties:
Special duties are not required.2. Tour of Duty: Part Time
Workschedule at the alternative worksite is: Tues, Wed, Fri, 9:00 - 3:00Workschedule at the unit is: Monday & Thursday, 8:00 - 4:30
Note: Days in the office mutually agreed upon by supervisor and employee may vary by pay period.
3. The employee's time and attendance will be recorded as performing duties at the official duty station.
4. When leave is taken, the employee will notify the supervisor in accordance with established office procedures as though s/he were at the primary site.
5. When the employee works overtime which has been ordered and approved in advance, s/he will be compensated in accordance with applicable laws and regulations. The employee will not work overtime without being ordered to do so. Supervisor and employee are encouraged to develop arrangements under which credit hours may be earned.
6. Employee will be issued Government equipment in accordance with the procedures located in Forest Service property regulations. The Forest Service has the responsibility to obtain services for and maintain Government-
owned equipment, including telephone lines for official use.
Employee shall report any property damage or maintenance needs. All equipment will be returned to the Forest Service site upon termination of the Flexible Workplace Agreement.
Accountable Property
Item / Property No. / ConditionLap Top / R10-04839 / Good
7. The Government retains the right to inspect the alternative work site to ensure proper maintenance of Government-owned property and safety standards.
22 - Exhibit 01--Continued
8. The Government will not be liable for damages to employee's property during the course of the employee performing official duties or while using Government equipment in the employee's residence, except to the extent the Government is held liable by Federal Tort Claims Act.
9. The Government will not be responsible for operational, maintenance, or any other costs associated with the use of the employee's alternative work site. An exception is appropriate for official long distance telephone calls which may be charged to the employee's personal telephone account. GSA regulation, 41 CFR 101.7, provide for reimbursement on SF-1164 with supervisor's approval. Generally, it is recommended an employee secure a Government calling card for this purpose.
10. The employee is covered under the Federal Employee's Compensation Act if injured in the course of actually performing duties at the official duty station, including the alternative work site. Employee will notify the supervisor as soon as possible in the event of injury.
11. The employee will safeguard from unauthorized disclosure all Government/agency records and will comply with the Privacy Act requirements set forth in the Privacy Act of 1974, Public Law 93-579, Title 5 U.S.C., codified at section 552a.
12. All assigned work will be completed according to the mutually agreed upon work procedures, and in accordance with the guidelines, standards, and procedures stated in the employee's position description, program of work, and performance standards.
13. The employee's productivity will be evaluated on criteria and milestones determined by the supervisor and attached to the agreement.
14. This agreement may be terminated by the employee at any time. Management may terminate the agreement if the employee's performance declines or if the agreement ceases to benefit the unit.
/s/ Jane Doe, Personnel SpecialistEmployee Signature/Title / 12/10/98
Date
/s/ Fredson S. Meyer, Director of Human Resources
Authorizing Signature/Title / 12/10/98
Date
22.2 - Alternative Work Schedules
This section covers both flexible work schedules and compressed work schedules. The basic work requirement is the number of hours, excluding overtime hours an employee is required to work or to account for by charging leave, credit hours, excused absence, holiday hours, compensatory time off, or time off as an award.
Forest Supervisors and Staff Directors are delegated the authority to approve Alternative Work Schedules (AWS) for employees of their respective organizations. The AWS tours include flexible and compressed work schedules as described in this handbook, FSM 6160, 22 - Exhibit 01, and the Master Agreement between the Forest Service and the National Federation of Federal Employees.
1. Flexible Work Schedule. A work schedule which:
a. a full time employee has an 80-hour biweekly basic work requirement which allows the employee to determine his/her own schedule within the limits set by the agency; and
b. a part time employee has a biweekly basic work requirement of less than 80 hours which allows the employee to determine his/her own schedule within the limits set by the agency.
2. Compressed Work Schedule. A work schedule which:
a. a full time employee is required to work 80 hours in a pay period. The work must be scheduled for fewer than 10 days in the pay period.
b. a part time employee works fewer than 80 hours in a pay period. At a minimum must work the number of hours specified on the personnel action. The work must be scheduled for fewer than 10 days in the pay period.
22.21c - Core Time Bands
The time periods during the workday, workweek, or pay period that are within the tour of duty during which an employee covered by a flexible work schedule is required by the agency to be present for work.
22.21d - Core Time Deviation
A supervisor may permit an employee to be absent during core hours.
22.22 - Variable Day, Variable Week, and Maxiflex Schedule Guidelines
22.22a - Scheduled Tour of Duty
Guidelines specific to Region 10 are:
1. The Regional Office, Forest Supervisor's offices, Ranger District offices, and the Monument offices will be open to the public for business Monday through Friday. Normal business hours are 8 a.m. to 5 p.m. With adequate justification, deviations may be approved by the Regional Forester.
2. Core hours for the flexible tours are 9 a.m. to 3 p.m.
3. Lunch periods will be 30 minutes, 45 minutes, or 60 minutes and will be scheduled within the hours of 11 a.m. and 1 p.m.
4. Work schedules will not be established prior to 6 a.m. or extend beyond 6 p.m. Exceptions may be granted based on work requirements by Forest Supervisors for their Units or by the Deputy Regional Forester, Operations for the Regional Office.
For administrative purposes, employees will establish an 8 hour daily and weekly tour of duty in the PAYCHECK header. It will encompass the days of the week and the hours of the day during which you are expected to be at work. (Example: Monday - Friday, 7:30 - 4:00)
5. Normally, the 4/10 compressed tour will not be used in offices. Use of the 4/10 tour should be rare and closely monitored to ensure it is efficient and in the best interest of the Forest Service and the public.
6. Employees on variable week and maxiflex schedules may be compensated at base rate (Transaction Code 01) for work and travel between 6 a.m. and 6 p.m., up to 11½ hours per day. Other flexible timeband policies may be negotiated at no lower than the Regional Office or Forest levels. Employees must comply with Regional Office or Forest policy. Compensation for travel may not exceed 80 hours for the pay period.
22.22c - Core Time Bands
The time periods during the workday, workweek, or pay period that are within the tour of duty during which an employee covered by a flexible work schedule is required by the agency to be present for work.
22.22d - Core Time Deviation
A supervisor may permit an employee to be absent during core hours.
22.22e - Scheduled Work Requirement
3. Credit Hours. Supervisors and employees are encouraged to develop arrangements under which credit hours may be earned and used. Credit hours will not be earned for travel time since travel in connection with government work is not voluntary in nature.
Full time employees on variable week or maxiflex alternative work schedules may earn up to 24 credit hours in a pay period and carry them over to the next pay period. The maximum number of credit hours at the end of any pay period is 24. Part time employees may earn and carryover up to one-fourth of their established tour. (Example: A part time employee's tour is 40 hours for the pay period. A part time employee may earn and carry over to the next pay period maximum 10 credit hours.)
Employees may earn and use credit hours on a daily basis. However, to simplify data entry process, employees are encouraged to record credit hours earned (TC29) at the point they exceed 80 hours. As an example, an employee works 9 hours each day of the pay period.
This is how it appears when the clock hours are recorded on a daily basis.
Week / TC / Mon / Tues / Wed / Thur / Fri / Total1 / 01 / 8 / 8 / 8 / 8 / 8 / 40
29 / 1 / 1 / 1 / 1 / 1 / 5
2 / 01 / 8 / 8 / 8 / 8 / 8 / 40
29 / 1 / 1 / 1 / 1 / 1 / 5
This is how it appears when recorded at the end of the pay period, resulting in fewer entries per day.
Week / TC / Mon / Tues / Wed / Thur / Fri / Total1 / 01 / 9 / 9 / 9 / 9 / 9 / 45
2 / 01 / 9 / 9 / 9 / 8 / 35
29 / 1 / 9 / 10
a. Variable Day employees shall not carry credit hours over to the next week. Establish core hours for 5 days each week.
b. Variable Week employees establish core hours for 5 days each week.
c. Maxiflex employees establish core hours for minimum 3 days each week.
22.22g - Night Pay
Night pay is equal to 10 percent of the employee's basic rate. An employee is entitled to night pay for any non-overtime work performed between 6 p.m. and 6 a.m. when it is scheduled in the tour of duty. An employee who does not have night hours scheduled and elects to work during the night period is not entitled to night differential. Night Differential applies to full-time and part-time employees.
22.22h - Sunday Pay.
1. A full-time employee who performs regularly scheduled non-overtime work, a part of which is performed on Sunday, is entitled to Sunday premium pay (25 percent of base rate) for the entire daily tour of duty, not to exceed 8 hours. Part-time employees are not entitled to Sunday pay.
2. A full-time employee is entitled to Sunday premium pay for the entire daily tour of duty, up to 8 hours, when 'electing to work' any flexible hours on a Sunday. However, an agency may preclude employees from working flexible hours on a Sunday.
As an agency, we have not precluded employees from working on Sunday. It is management's responsibility to determine whether an employee may 'elect' to work on Sunday. Since the needs of the units vary, it is a decision which is left to the appropriate local management level.
25.22 - Administrative Discretion.
8. Change of Official Station.
a. When two family members are transferring as Forest Service employees, each employee is eligible to use up to a maximum of 80 hours administrative leave.
(1) Pre-moving and post-moving arrangements include, but are not limited to, locating quarters at new duty location, dealing with realtors, handling bank accounts, utilities, obtaining car registration and driver's licenses, establishing school and day care facilities, and so forth.
(2) Travel during normal work hours, when averaging 300 miles per day during the official transfer period is charged to work time (TC01). Neither administrative leave, nor work time are allowed for the purpose of traveling to relocate the family at a time other than the normal transfer period. This is charged to other leave.
(3) Administrative leave is not allowed for the required presence of the transferring employee, who is listed on the GBL, when the packing and unpacking, and the loading and unloading are performed by a commercial packer. This is charged to regular work time (TC01) as the employee is acting in behalf of the government. In the event that dual transferring employees both remain on the premises, only one may charge work time. The other will charge annual leave.
(4) Administrative leave is not allowed for the purpose of personally performing packing and unpacking. This function is charged to other leave.
14. Dependents in the Workplace. Dependents of employees are allowed in the office or other workplace on an infrequent or temporary basis provided it does not interfere with Forest Service business and the dependent's safety, health, and security are assured. For more than infrequent or temporary periods, an agreement is required. The affected staff shall establish and monitor the agreement. Any conflicts shall be resolved within the unit.
The following alternatives are also available when consistent with job assignments and performance requirements: 1) Leave; 2) Flexible work schedules used to the maximum extent possible; 3) Part-time tours and job sharing; and 4) Work-At-Home.
a. Infants in the Workplace. Employee must submit a written request to bring an infant to work. See 25.22 - Exhibit 01 for a sample request that the employee completes with the supervisor.
The request must include proposed conditions and be submitted to the first-line supervisor for review and concurrence. Regional Office Staff Director, Forest Supervisor, District Ranger must approve the request at the unit. All employees will be given equal consideration.