NAF HR for NAF HR for SUPERVISORSSUPERVISORS

HOURS OF DUTYHOURS OF DUTY

AR 215-3, Chapter 4AR 215-3, Chapter 4

LEARNING OBJECTIVESLEARNING 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 ESTABLISHMENT OF WORK WEEKSWORK WEEKS

Administrative work week is from 0001 Thursday through 2400 Wednesday

Managers responsible for establishing basic workweek • 40 hour tour for each RFT employee• 20 - 39 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 DUTYTOURS 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 ESTABLISHMENT OF TOURS OF DUTYTOURS 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 ESTABLISHMENT OF TOURS OF DUTYOF 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 PERIODSREST 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 PERIODSMEAL 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

HOLIDAYSHOLIDAYS 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 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 215-3 3-15)

LEAVE & LEAVE & ATTENDANCEATTENDANCE

AR 215-3, Chapter 5AR 215-3, Chapter 5

LEARNING OBJECTIVELEARNING 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 RESPONSIBILITIESEMPLOYEE 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 SUPERVISORY RESPONSIBILITIESRESPONSIBILITIES

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 & LEAVE PROGRAMS & CATEGORIESCATEGORIES

- 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)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 LEAVE WITHOUT PAY (LWOP)(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 LEAVE WITHOUT PAY (LWOP)(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 ABSENCE WITHOUT LEAVE (AWOL)(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 ABSENCE WITHOUT LEAVE (AWOL) (AWOL) (Continued)(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)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 SICK LEAVE TO CARE FOR A FAMILY MEMBERFAMILY 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 SICK LEAVE TO CARE FOR A FAMILY MEMBERFAMILY 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 SICK LEAVE TO CARE FOR A FAMILY MEMBER WITH A SERIOUS FAMILY MEMBER WITH A SERIOUS

HEALTH CONDITION 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 ADOPTIONSICK 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 ELIGIBILITYFMLA 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 ENTITLEMENTFMLA 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 ENTITLEMENTFMLA 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 LEAVEADMINISTRATIVE LEAVE

Uncontrollable shutdowns• Military necessity• Weather conditions• Events beyond managements control

Managers may determine excused absences

Curtailment of work for managerial reasons

FMLAFMLA

LET’S EXERCISE !!LET’S EXERCISE !!

PAYPAY

AR 215-3, Chapter 3AR 215-3, Chapter 3

Learning ObjectivesLearning Objectives

Supervisors will be able to:• Identify responsibilities for pay• Differentiate entitlements under the

separate pay systems

FEDERAL WAGE SYSTEM FEDERAL WAGE SYSTEM (FWS)(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 - FWSPREMIUM PAY - FWS Overtime

• Eligibility - All employees• Formula

1.5 x basic rate of pay for all hours over 8 per dayOR

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 - FWSPREMIUM PAY - FWS

Shift Differential• Eligibility

All employees Majority of regularly scheduled whole hours fall between

1500 and 0800

• Formula 1500 - 2400--7.5% x hourly rate for entire shift 2300 - 0800--10% 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 bandPay band(NF & CY)(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 & CYPREMIUM PAY – NF & CY

Sunday Pay• Eligibility - Local Policy• Authorized - Local Policy (NTE 8 Hours)• Formula - 25% of basic rate of pay

Night Differential (1800-0600)• 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 & CYOVERTIME - NF & CY Nonexempt (NF & CY)

• Eligibility - All work “permitted or suffered” - In excess of 40 worked hours per week

• Formula - 1.5 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 - 1.5 x base rate of pay• Compensatory time maintained for 26 pay periods then

paid

MISCELLANEOUS PAY PROVISIONSMISCELLANEOUS PAY PROVISIONS

Compensatory Time authorized at employees request for non-exempt:

• FWS• NF• CY

Dual Pay• Authorized only with Commander’s approval

SPECIAL COMPENSATIONSPECIAL COMPENSATIONRecruiting-Relocation-RetentionRecruiting-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 INCENTIVERECRUITING 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 INCENTIVERELOCATION 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 ALLOWANCERETENTION 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