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6109.11_20.doc - USDA Forest Service

VIEWS: 3 PAGES: 9

									                                  FOREST SERVICE HANDBOOK
                          GIFFORD PINCHOT NATIONAL FOREST (REGION 6)
                                       VANCOUVER, WA



  FSH 6109.11 – PAY ADMINISTRATION, ATTENDANCE, AND LEAVE
                          HANDBOOK

                     CHAPTER 20 – ATTENDANCE AND LEAVE

Supplement No.: R6/Gifford Pinchot-6109.11-96-1

Effective Date: July 1, 1996

Duration: Effective until superseded or removed

Approved: TED C. STUBBLEFIELD                                 Date Approved: 07/01/96
                  Forest Supervisor

Posting Instructions: Supplements are numbered consecutively by Handbook number
and calendar year. Post by document name. Remove entire document and replace with this
supplement. Retain this transmittal as the first page of this document.

New Document(s):                      6109.11,20                                     9 Pages

Superseded Document(s):               6109.20                                        8 Pages
(Last supplement was 6109.11-94-1)    (6109.11-94-1)

Digest: Insert digest information here

22.2b – 22.22f            Incorporates and clarifies recent Forest Leadership Team decision on
                          earned credit hours and flexible time bands. This is an interim
                          supplement pending further review and clarification of Alternative Work
                          Schedules.
R6/GIFFORD_PINCHOT_SUPPLEMENT_6109.11-96-1                                     6109.11,20
EFFECTIVE DATE: 07/01/96                                                       Page 2 of 9
DURATION: Effective until superseded or removed

           FSH 6109.11 – PAY ADMINISTRATION, ATTENDANCE, AND LEAVE HANDBOOK
                            CHAPTER 20 – ATTENDANCE AND LEAVE


22.2 - Alternative Work Schedules. General Policy and Guidelines

22.2a - Work schedules will be approved to assure work objectives are met. This includes
productivity: level of direct or indirect services furnished to the public; and the cost of
operations, other than reasonable administrative costs. Each Line Officer and Forest Staff has the
authority to approve and use AWS and may redelegate this authority.

      1.    Every employee must have a scheduled tour of duty.

      2.    Once established, each supervisor is responsible to ensure they are managed properly.

      3.    When a bargaining unit employee requests a schedule and the request is denied, both
            Local 1373 and the employee will receive a written copy of the denial. (Article 18)

      4.    All offices must be adequately staffed to conduct normal business during regular
            business hours, Monday through Friday. Regular business hours are 7:45 a.m.
            through 4:30 p.m.

      5.    All scheduling must meet a USDA requirement that a key staff member or supervisor
            be available on all workdays unless there is a special or emergency situation.

      6.    Management will not adjust employees work schedules for the sole purpose of
            avoiding overtime or other premium or extra compensation.

      7.    All leave and scheduling must be approved in advance by the work supervisor.

22.22 - Variable Day, Variable Week, and Maxiflex Schedule Guidelines. While all available
flexible schedules are authorized and available for use on the Forest, it is recommended that
maxiflex be used for ALL flexible schedules. The more restrictive variable day and variable
week schedules can be accommodated within a maxiflex schedule.

Supervisors may document a flexible work schedule on the T&A or in a memo or other locally
developed form. If a memo or form is used, it is to be filed with the time and attendance (T&A)
records.

22.22a - Scheduled Tour of Duty. Every employee shall have a scheduled tour of duty.

      1. If over 6 hours, it must have a scheduled lunch break of at least 1/2 hour.

      2. A fifteen-minute rest break is authorized each morning and afternoon. Breaks are
         considered hours of employment, they are NOT authorized leave of absence. Breaks
         are to be taken midway between work periods and CANNOT be "saved" to add on to a
         lunch break or to allow an individual to leave early at the end of the day.
R6/GIFFORD_PINCHOT_SUPPLEMENT_6109.11-96-1                                     6109.11,20
EFFECTIVE DATE: 07/01/96                                                       Page 3 of 9
DURATION: Effective until superseded or removed

          FSH 6109.11 – PAY ADMINISTRATION, ATTENDANCE, AND LEAVE HANDBOOK
                           CHAPTER 20 – ATTENDANCE AND LEAVE


22.22b - Flexible Time Bands. The standard flexible time band for the Gifford Pinchot National
Forest shall be 6 a.m. to 6 p.m. on all scheduled workdays.

      1. Any other flexible time band must be based on the requirements of the work, approved
         by the Line or Staff Officer, and must be documented in the T&A file. An example of
         another flexible time band would be 10 a.m. to 10 p.m. to accommodate radio coverage
         during fire season. Premium night pay must be paid in this example.

      2. Flexible time bands are consecutive hours and may not exceed 12 hours per day.

      3. Approved travel within the flexible time band is work hours as either "01" hours or as
         earned credit hours. It is the employee's option to flex their schedule within the
         established time bands to accommodate approved travel.

      4. Employees may "flex" outside of the flexible time band of 6 a.m. to 6 p.m. with the
         approval of their supervisors.

22.22c - Core Time Bands. The standard core time band for the Gifford Pinchot National Forest
shall be 9:30 a.m. to 11 a.m. and 1 p.m. to 2:30 p.m. on scheduled workdays.

      1. Any other core time band must be based on the requirements of the work, approved by
         the Line or Staff Officer, and must be documented in the T&A file.

      2. Employees must have supervisory approval not to work during the core time band.
         Annual leave, sick leave, leave without pay, and credit hours used can be taken with
         supervisory approval.

      3. It is the employee's option, with supervisory concurrence, to "flex" the periods
         outside of the core time band (9:30 a.m. to 2:30 p.m.) and within the flexible time band
         (6 a.m. to 6 p.m.).

      4. Supervisory concurrence is expected unless it can be documented that flexing interferes
         with the requirements of the work.

22.22d - Core Time Deviation. Supervisors may permit core time deviations on a case-by-case
basis. This approval can be made by signing the T&A with the actual work hours shown.

22.22e - Scheduled Work Requirement.

      1. Flexible work schedules are based on a scheduled tour of duty. Employees shall work
         their scheduled tour of duty unless otherwise approved to flex, to use credit hours, or to
         work credit hours.
R6/GIFFORD_PINCHOT_SUPPLEMENT_6109.11-96-1                                     6109.11,20
EFFECTIVE DATE: 07/01/96                                                       Page 4 of 9
DURATION: Effective until superseded or removed

          FSH 6109.11 – PAY ADMINISTRATION, ATTENDANCE, AND LEAVE HANDBOOK
                           CHAPTER 20 – ATTENDANCE AND LEAVE


      2. Maxiflex. The basic work requirement for maxiflex is 80 hours each pay period. The
         employee must account for core hours on 3 workdays per workweek. Employee may
         vary length of the workweek, the workday, and the number of days per week.
         Employees scheduled tour of duty must include at least 4 days per week.

      3. Credit Hours are hours worked in excess of the employee's basic work requirements
         which the employee elects to work so as to vary the length of the workday or
         workweek.

            a. Within the flexible time bands, flexing and credit hours are worked at the
               employee's option with the concurrence of the supervisor. They do not need to be
               officially ordered and approved in advance.

            b. Outside the flexible time bands, flexing and credit hours are worked at the
               employee's option with the approval of the supervisor. Working outside of the
               flexible time bands requires supervisor advanced approval. Supervisor approval
               is documented by the supervisor's signature on the employee's time sheet.

            c. Credit hours must be earned and used during the flexible time bands of 6 a.m. to 6
               p.m.

            d. Credit hours are not earned until after the basic work requirement of 80 hours is
               met.

            e. Credit hours can be earned for authorized travel if the travel occurs during the
               flexible time band of 6 a.m. to 6 p.m.

            f. Employees may not earn or use credit hours when assigned to an incident
               command (e.g., fire) where the employee is being paid out of EFFS or other
               special funds.

            g. An employee may elect to earn credit hours in lieu of any compensable overtime,
                EXCEPT when assigned to an incident command. (An exception to this rule is
                when a NFFE representative is dispatched to an incident by the NFFE Regional
                Vice President).

            h. The maximum amount of credit hours allowed at the end of any pay period is 24.

            i. Approval to use credit hours is exactly the same as approval to use annual leave.

            j. Credit hours cannot be earned or used on holidays or other situations where
                 premium pay is involved.
R6/GIFFORD_PINCHOT_SUPPLEMENT_6109.11-96-1                                   6109.11,20
EFFECTIVE DATE: 07/01/96                                                     Page 5 of 9
DURATION: Effective until superseded or removed

          FSH 6109.11 – PAY ADMINISTRATION, ATTENDANCE, AND LEAVE HANDBOOK
                           CHAPTER 20 – ATTENDANCE AND LEAVE


22.22f - Overtime Hours. Hours officially ordered and approved in advance by management in
excess of 8 hours per day or 40 hours per week.

      1. The requirement that all hours must be officially ordered and approved in advance also
         applies to nonexempt employees under FLSA as there is NO concept of "suffer and
         permit" under AWS.

      2. Hours worked outside of the flexible time band (normally 6 a.m. - 6 p.m.) must be
         officially ordered and approved in advance and paid as overtime or compensatory time,
         unless the work schedule has been changed.

      3. Travel outside of the flexible time band must be covered under appropriate overtime
         regulations to be compensable.

      4. Compensatory time is hours officially ordered and approved in exactly the same
         manner as overtime. All employees may request compensatory time off in lieu of
         overtime pay.

22.22g - Night Pay. Night differential is paid to employees only on hours that are part of
regularly scheduled tours of duty between the hours of 6 p.m. and 6 a.m. An hour in a flexible
time band is within the regularly scheduled tour of duty.

22.22h - Sunday Pay. Sunday differential is paid to full time employees (part-time employees
are not eligible) only on tours that are regularly scheduled on a Sunday.

22.22i - Holiday Pay. A full time employee relieved from working on a holiday is entitled to pay
for 8 hours regardless of how many hours they are scheduled for that day. A part-time employee
is entitled to pay for the hours scheduled to work on that day. An employee cannot receive more
than 8 hours of Holiday Pay.

22.22j - Leave.

      1. Sick and Annual Leave. Sick and annual leave can be taken in excess of 8 hours per
         day if the employee has a pattern of work in excess of 8 hours, or has an approved work
         schedule of more than eight hours.

      2. Administrative Leave. In the event the work site is closed for the day or the employee
         is other-wise administratively excused from reporting to work, the employee is entitled
         to a maximum of 8 hours administrative leave. If there is no established work schedule,
         the stop and start hours will be the regular business hours of 7:45 a.m. to 4:30 p.m.
R6/GIFFORD_PINCHOT_SUPPLEMENT_6109.11-96-1                                     6109.11,20
EFFECTIVE DATE: 07/01/96                                                       Page 6 of 9
DURATION: Effective until superseded or removed

          FSH 6109.11 – PAY ADMINISTRATION, ATTENDANCE, AND LEAVE HANDBOOK
                           CHAPTER 20 – ATTENDANCE AND LEAVE


22.22k - Fire Assignments (Incident Command). When employees are assigned to an emergency
fire tour, they will convert to a first 8-hour tour. No credit hours can be used or accrued for the
duration of the tour.

22.22l - Unearned Credit Hours (Training). Travel to and from a training session, meeting,
workshop, etc., can be flexed (22.22b3). Actual days of session are 8 hours per day. Conversion
to a standard tour for the pay period is not required, but the situation should be carefully
reviewed prior to the session to ensure the employee will have the 80 hours base pay. Credit
hours cannot be used or accrued during a training situation.

22.23 - 5-4/9 Compressed Schedule Guidelines (4/10 schedule and 5-4/9 schedule). Work
schedules will be approved to assure work objectives are met. This includes productivity, level
of direct or indirect services furnished to the public, and the cost of operations, other than
reasonable administrative costs. Each Line Officer and Forest Staff has the authority to approve
and use CWS and may redelegate this authority. The only exception is that 4-10 schedules are
not approved for office personnel unless authorized by the line officer. See FSH 6109.11(22.23)
for additional information and requirements.
GP SUPPLEMENT 6109.11-96-1                                                                                   6109.11,20
EFFECTIVE DATE: 07/01/96                                                                                     Page 7 of 9
DURATION: Effective until superseded or removed

                                  FSH 6109.11 – PAY ADMINISTRATION, ATTENDANCE, AND LEAVE HANDBOOK
                                                   CHAPTER 20 – ATTENDANCE AND LEAVE




                                                                                     EXHIBIT 1




                              5 8-HOUR/DAY        VARIABLE DAY               VARIABLE WEEK              MAXIFLEX                5-4/9             4-10             FIRST 40

SCHEDULED TOUR OF DUTY        5 8-hour days       5 days per 40              5 days per work            At least 4 days         8 9-hour days +   4 10-hour days   1st 40 hours
 Full-time tour                per workweek       hour workweek              week, 80 hrs/pp            per wrkweek, 80         8-hour day        per workweek     in pay status
                                                                                                        hours per pay period    per pay period                     per work week

Part-time tour                16-32 hours/week    16-32 hours/week           16-32 hours/week           16-32 hours/week        At least one      At least one     Does not
                                                                                                                                9-hour day        10-hour day      apply

WORK SCHEDULE                 5 days/week         5 days/week                10 days/pay period         3 "core" days           5 or 4 days/      4 days/week      5 or 6 days
REQUIREMENTS                                                                                            each week               week                               of workweek

STANDARD FLEXIBLE             Does not apply      - - - - Normal week between 0600 and 1800 hours - - - - - - - - - - - - - -   Does not apply    Does not apply   Does not apply
TIME BAND

STANDARD CORE HOURS           Does not apply      0930-1100                  0930-1100                  0930-1100               Does not apply    Does not apply   Does not apply
Changes may                                       1300-1430                  1300-1430                  1300-1430
be approved by the                                5 days/week                each workday               3 days/week
supervisor

CORE TIME DEVIATION           Does not apply      - - Can use approved leave during core time hours - - - - - - - - - -         Does not apply    Does not apply   Does not apply




EARN CREDIT HOURS             Does not apply      Does not apply             - - Can earn Credit Hours for all - -- - -         Does not apply    Does not apply              Does
not apply
                                                                                    compensable work time

USE CREDIT HOURS              Does not apply      Does not apply             - - Can use credit hours to vary - - - - -         Does not apply    Does not apply   Does not apply
                                                                                  the length of the workweek
GP SUPPLEMENT 6109.11-96-1                                                                                              6109.11,20
EFFECTIVE DATE: 07/01/96                                                                                                Page 8 of 9
DURATION: Effective until superseded or removed

                                  FSH 6109.11 – PAY ADMINISTRATION, ATTENDANCE, AND LEAVE HANDBOOK
                                                   CHAPTER 20 – ATTENDANCE AND LEAVE




                                                                                        EXHIBIT 1 (Continued)



                              5 8-HOUR/DAY                VARIABLE DAY                VARIABLE WEEK                MAXIFLEX                     5-4/9                 4-10                         FIRST 40

CARRY OVER CREDIT HOUR        Does not apply              Does not apply              Maximum of 24                Maximum of 24                Does not apply        Does not apply               Does not apply
                                                                                      hours at end                 hours at end
                                                                                      of pay period                of pay period

OVERTIME HOURS                Hours over 8/day            Hours over 8/day            Hours over 8/                Hours over 8/                Hours overs           Hours over                   Hours over
(Officially ordered)          or 40/week                  or 40/week                  day 40/week                  day 40/week                  scheduled hours       10 hours/day                 40/week. Some
(and approved)                                                                                                                                  for that day or       or 40 hours                  may be paid
                                                                                                                                                80 hour/pp            week                         over 8/day

COMPENSATORY TIME OFF         - - - - - - - - All GS employees may request and be able to earn compensatory time in lieu of overtime - - - - - - - - - - - - - - - - - - -- - - - - - - - - - - - - - - - - - - - - -



HOLIDAY PAY AND               Not to exceed               Not to exceed               Not to exceed                Not to exceed                Entitled to pay     Not to exceed                  Not to exceed
ADMINISTRATIVE                8 hours/day                 8 hours/day                 8 hours/day                  8 hours/day                  according to        10 hours/day                   8 hours/day
LEAVE                                                                                                                                           work schedule not
                                                                                                                                                to exceed 9 hrs/day

ANNUAL & SICK                 Not to exceed               -- Not to exceed 8 hours/day based on documented --                                   Based on work      Not to exceed                   Not to exceed
                              8 hours/day                            and approved work schedule                                                 schedule not to    10 hours/day                    8 hours/day
                                                                                                                                                exceed 9 hours/day




FIRE ASSIGNMENTS              Convert to                  Convert to                  Convert to                Convert to                      Convert to            Convert to                   Convert to
                              first 8-hours               first 8-hours               first 8-hours             first 8-hours                   first 9-hours         first 10-hours               First 8-hours
                                                                                      -- No credit hours during fire -- - - - -- -              & first 8-hours       & first 8 hours
                                                                                                                                                for nonworkdays       for nonworkdays
GP SUPPLEMENT 6109.11-96-1                                                                                                          6109.11,20
EFFECTIVE DATE: 07/01/96                                                                                                            Page 9 of 9
DURATION: Effective until superseded or removed

                                        FSH 6109.11 – PAY ADMINISTRATION, ATTENDANCE, AND LEAVE HANDBOOK
                                                         CHAPTER 20 – ATTENDANCE AND LEAVE




                                                                                                  EXHIBIT 1 (Continued)



                                   5 8-HOUR/DAY                  VARIABLE DAY                   VARIABLE WEEK                   MAXIFLEX                     5-4/9                   4-10                           FIRST 40

NIGHT DIFFERENTIAL                 - - - - - - - - - - - - - - - - - - - - Only for hours between 1800 and 0600 that are regularly scheduled - - - - - - - - - - - - - - - - - - - - - - - - - - - --- -- -- All hours
(GS)                                                                              - - Do not pay night differential for credit hours - -                                                                     within 1st
                                                                                                                                                                                                             40 hours

SHIFT DIFFERENTIAL                 - - - - - - - - - - - - - - - Only for regularly scheduled nonovertime work performed during 2nd or 3rd shift - - - - - - - - -- - - - - - - - - - - - - - - - - - -- - - - - - - - -
(WG)                                                                            - - Do not pay shift differential for credit hours - -

SUNDAY DIFFERENTIAL                - - - - - - - - - - - - - - - Paid only to full-time employees who have a regularly scheduled tour on Sunday - - - - - - - - - - - - - - - - - - - - - - - - - - -               All hours
                                                                                  - - Do not pay Sunday Differential for Credit Hours - -                                                                           withiin 1st
                                                                                                                                                                                                                    40 hours



HOURS FOR TRAINING           - - Established training times, not to exceed 8 hours/day - - - - - - - - - - - - - - - - - - - No overtime or credit hours for Training - - - - - - - - - - - - - - - - - - - - - - - - - - -
                                                                                                                                                   Change to 8 hour Change to 8 hour
                                                                                                                                                   tour or maxiflex tour or maxiflex



LUNCH BREAK                        - - - - - - - - - - - - - - - - - Set administratively and normally 30 minutes to 1 hour in length - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - --

REST BREAK                         15 minutes for                15 minutes for                 15 minutes for                 15 minutes for                15 minutes for          15 minutes for                 15 minutes for
                                   each 4 hours                  each 4 hours                   each 4 hours                   each 4 hours                  each 4 1/4 hours        for each 5 hours               each 4 hours
                                   worked                        worked                         worked                         worked                        worked                  worked                         worked



  Employee should record all base hours worked within the flexible time band to TC-01 until the base hours exceed 80. The hours
  in excess of 80 should be recorded as credit hours earned (TC29). Credit hours, by definition, are those hours worked that
  exceed 80 hours in the pay period.

								
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