first-line supervisor resource group supervisors supporting supervisors t ime and a ttendance, l...

First-Line Supervisor Resource GroupSupervisors Supporting Supervisors

TIME AND ATTENDANCE, LEAVE, WEBTADS AND WORK SCHEDULES

FORUM FOR FIRST-LINE SUPERVISORS

National Aeronautics and Space Administration

www.nasa.gov

July 18, 2014

Forum Agenda

• FLSRG Background

• Religious Compensatory Time

• Work Schedules

• Time, Attendance and Leave

• WebTADS and Incomplete Timecards

• Supervisor Support

• Questions and Answers

• FLSRG serves as a strategic partner with our Center management team

• Advocate on behalf of first-line supervisors

• Leverage best practices

• Foster professional development

• Enhance the mentoring process

• Ensure the role is rewarding

FLSRG Background

Upcoming Forums

• Monthly FLSRG forums address topics of interest based on your feedback

• Opportunity to ask questions of subject matter experts

• Network with colleagues

• Share lessons learned and experiences

• Upcoming forums

• August 28th HR Portal and NOPS

• September 30th Performance Management

• October 16th Position Management, Position Description and ePDS

Topics to be Covered:

• Description

• Coverage

• Request

• Documentation

• Pay Impact

• Resources and Point of Contact

Compensatory Time Off for Religious Observances

Description:

• An adjustment to an employee’s work schedule to allow the employee to meet a religious observation. Adjustment may be part of the workday or work week.

• When possible, modifications to the work schedule should avoid interfering with the accomplishment of the agency’s mission.

Coverage:

• Federal Government Civil Servants

Request:

• Employees are to submit a request for an adjustment in schedule in advance and state that the request is for religious purposes and provide acceptable documentation.

• Request may be denied if the modification to an employee’s work schedule would interfere with the accomplishment of the agency’s mission.

• If approved, the supervisor may determine if the alternative work hours will be scheduled before or after the religious observance.

Documentation:

• Religious Compensatory Time Earned (RCTE) and Religious Compensatory Time Used (RCTU) should be documented by employees in WebTADS as soon as the adjustment to a work schedule is approved by the supervisor.

• Employees should be allowed to accumulate only the number of hours needed to make up for previous or anticipated absences from work for religious observances

• If an employee is absent when they are scheduled to make up for a planned absence for a religious observance, the employee must take paid leave, leave without pay or be charged absent without leave.

Pay Impact:

• Overtime provisions of Title 5 USC and Fair Labor Standards Act do not apply to employees who work different hours or days because of religious observances even if the employee voluntarily works in excess of 40 hours per week or 8 hours per day for this purpose.

• If an employee transfers from the agency or separates, any unused RCTE will be paid to the employee at their basic rate of pay in effect when the extra hours were earned.

Resources and Point of Contact

5 CFR 550.102

OPM: Guidance on Adjustment of Work Schedules for Religious Observances http://www.opm.gov/policy-data-oversight/pay-leave/work-schedules/fact-sheets/adjustment-of-work-schedules-for-religious-observances/

Nelson Rodriguez, Human Resources SpecialistOffice of Human Capital Management – Code 113Email: nelson.s.rodriguez@nasa.govPhone Number: (301) 286-2883

Work Schedules

Topics to be covered:

• Standard Tour

• Alternative Work Schedule (AWS)

• Flexible Work Schedule (FWS)

• Irregular Tour of Duty

• Credit Hours

• Compensatory/Overtime

• Resources

Work Schedules

• Standard Tour – A fixed schedule of five 8-hour days and 40-hours per week with specific arrival and departure times.

• Alternative Work Schedule (AWS) – Provides employees flexibility with their arrival, and departure, and lunch periods while completing the required 80-hours within a given pay period.

• Flexible Work Schedule (FWS) – 80-hour biweekly requirement for which the supervisor approves a pre-established schedule within flexible time bands that meet workplace needs within applicable limits.

• Flexitour – type of FWS with a basic work requirement of 8-hours per day and 40-hours per week, worked over 5 workdays within flexible time bands.

• Maxiflex – type of FWS that contains required hours on fewer than 10 workdays in the biweekly pay period, in which an employee can vary in the number of hours worked in a workday or the number of hours each week within a pay period.

Work Schedules

• Irregular Tour of Duty – Work schedule established primarily for support of program and mission goals in which hours of duty are scheduled in advance. Work hours are not the same or extend outside the normal Monday through Friday basic workweek.

• Credit Hours – Hours within a FWS pre-approved by the supervisor that an employee elects to work in excess of his/her basic work requirement to vary the length of a workweek or workday. (Maximum 24-hours can be maintained)

• Compensatory/Overtime – Must be approved by supervisor in advance based on mission/project requirements. (Compensatory time must be used no later than the end of the 26th pay period following the pay period in which it is earned).

OPM Resources

OPM: Handbook on Alternative Work Schedules

http://www.opm.gov/policy-data-oversight/pay-leave/reference-materials/handbooks/alternative-work-schedules/

OPM: Work Schedules Fact Sheets

http://www.opm.gov/policy-data-oversight/pay-leave/work-schedules/

Additional Resources and Points of Contact

• NASA Resources

• NPR 3530.1C, NASA Pay and Compensation Policy

• NPR 3600.1A, NASA Attendance and Leave

• NPR 3713.1, Reasonable Accommodation Procedures

• Goddard Resources

• GPR 3600.1C, Work Schedules

• OHCM Points of Contact

• Kevin E. Reed, HRS, Work Schedule, (301) 286-8545 Kevin.E.Reed@nasa.gov

• Christina LaFountain, Team Lead HRS, (301) 286-3729 Christina.Lafountain-1@nasa.gov

Absence and Leave

• Types of Leave

• Leave Procedures

• Role of the Supervisor

• Top Things to Know

• Do’s and Don’ts

• Resources and Points of Contact

Types of Leave

• Types of Leave in the Federal Service

• Authorized: Annual, Sick, Leave Without Pay (LWOP)

• Unauthorized: Absence Without Leave (AWOL)

• Family Medical Leave Act (FMLA) vs. Family Friendly Leave Act (FFLA)

• Voluntary Leave Transfer Program (VLTP) vs. Voluntary Leave Bank Program (VLBP)

Leave Procedures

• Employees are responsible for requesting and scheduling their leave in advance through WebTADS, except in unforeseen circumstances; the request must be approved by the supervisor.

• An employee who is absent due to sickness will notify their supervisor or acting official as early as practicable on the first day of such absence, or as soon as possible thereafter.

• When a request for annual leave is denied or approved leave is canceled, an alternative period of time should be scheduled immediately.

Role of the Supervisor

• It is important to ensure your employees record their time accurately and appropriately in WebTADS before you certify their time.

• It is also important that you understand the differences so you can advise your employee on the appropriate type of leave, based on their individual situation.

• If you’re unsure at any time, please feel free to contact OHCM with any questions.

Top Things to Know

• Weather-related Excused Absence

• Civil servant employees, including those on pre-approved leave, are granted excused absence for the entire day unless the day is the employee’s Alternative Work Schedule day off. See OHCM’s webpage http://ohcm.gsfc.nasa.gov/leave/home.htm under Attendance and Leave, Timecard Guidance Based on Inclement Weather and Unforeseen Emergencies.

• Leave can be denied under certain circumstances; e.g. work requirements require employee’s presence; employee requests 2 months off continuously and the absence would disrupt the office.

• Absences of 3-5 continuous days require medical documentation to support the absence.

• Excessive absences and leave restriction

Do’s and Don’ts

Do’s

• Familiarize yourself with NASA’s NPR 3600.1A, Attendance and Leave

• Provide guidance and set expectations; ensure all employees are notified; hold all employees accountable to the same standard.

• Encourage employees to explore leave options available (e.g. VLTP, VLBP, FMLA, FFLA).

• Support and encourage the use of leave, telework, and other programs that foster work-life balance and minimize a work environment with overstressed employees.

• Address and obtain assistance related to excessive absences sooner, not later

• Follow through – accountability for leave restriction guidelines.

• Safeguard employee’s privacy.

Do’s and Don’ts

Don'ts

• Approve a timecard for anyone whose attendance is questionable

• Use LWOP to serve as a replacement for official Part-Time

• Assume you have to accommodate all medical conditions w/o medical documentation

• Let a personal relationship detract from addressing a long-term absence and leave issue

Resources and Point of Contact

OPM• www.opm.gov/oca/leave/html/factindx.asp

NASA and Goddard• http://ohcm.gsfc.nasa.gov/leave/home.htm

• NPR 3600.1A, Attendance and Leave

• WebTads

• www.nssc.nasa.gov

OHCM Point of Contact

Tanya Terry, Human Resources Specialist

Office of Human Capital Management – Code 115

Email: Tanya.J.Terry@nasa.gov

Phone Number: (301) 286-9342

WebTADS and Time Sheets

• Time Sheet Deadlines

• Incomplete Time Sheets

• Time Sheet Adjustments

• Resources and Points of Contact

Time Sheet Deadlines

• Time sheets should be completed by the second Thursday of each pay period

• Time sheet reminders are sent on the second Tuesday to have them completed by the second Thursday close of business (4:30p.m)

• All Center time sheets must be approved by 10:00a.m. the first Monday of each pay period

• For each unapproved time sheet, email messages and/or phone calls are made to time sheet approvers to complete the approval process in order to meet the Agency schedule to process payroll.

Incomplete Time Sheets

• Incomplete time sheets over time become unnecessary/avoidable administrative burden to organizations and supervisors that management is trying to avoid.

• It is the employee’s responsibility to complete his/her time sheet in WebTADS, not the supervisors.

• Employees are responsible for recording their work hours and/or leave used in NASA’s Web-based Time & Attendance Distribution System (WebTADS) located at https://webtads.nasa.gov.

What to Do with Incomplete Time Sheets?

• The employee’s manager will send an email to the NSSC (Kathy Haley Kathy.a.Haley@nasa.gov and Jeanne Parker Jeanne.M.Parker@nasa.gov) and cc: the employee and GSFC Payroll Office (Joyce Green and Dina Tomas) requesting the NSSC to record annual leave to an incomplete time sheet. Additional guidance will be provided by the .

• This should be an infrequent process, if an employee continues to fail to complete his/her timesheet in a timely matter supervisors should work with OHCM to resolve.

• An adjustments should be submitted and approved the following pay period if required.

Time Sheet Adjustments

• Types of Adjustments

• Type I Adjustment: Hour type change/s

• Example: Change hours from annual leave to regular

• Type 2 Adjustment: WBS change/s

Adjustment Rules

• Adjustment Rules

• Type 1 Adjustments made within the previous 3 pay periods do not require a 2nd level of approval.

• Type 2 Adjustments must be completed during the fiscal year.

• Pay and/or Leave affecting adjustments that are requested beyond the previous 3 pay periods (extended adjustments) require an additional level of approval from the Center Payroll Administrator.

How to Make An Adjustments

• Go to https://epss.nasa.gov/gm/folder-1.11.563974?mode=EU and follow the step-by-step instructions in the .pdf document and print screen.

• Click on Employee

• Click on Adjustments

• Click on Timesheet Adjustment Request

• Timesheet Adjustment Request .pdf document will open in a separate window.

• Click on Reopen document

Timesheet Error MessagesCode Error Correction

020 Mon 06/02 ERROR_020 Standard hours and nonpaid hours for a day should equal work schedule hours. Work schedule hours = 8.0 Current total = 0.0

Update timesheet 8 hours to reflect regular or leave hour to equal work schedule hour for the day

023 ERROR_023 Standard and nonpaid hours for the week must equal 40. Current total for Week 2 = 24.0

Update timesheet 16 hours to reflect regular or leave hours to equal work schedule 40 hours, for the 2nd work week

026 ERROR_026 The total Standard plus Non-Paid hours for the pay period are less than the hours authorized by Personnel. Authorized hours = 68.0 Current total = 61.0

Update timesheet 7 hours to reflect regular or leave hours to equal the authorized part time hours. (Can work more hours than authorized)

027 ERROR_027 The total Standard plus Non-Paid hours for the pay period must equal 80. Current total = 86.0

Base pay (Regular hours + leave hours) must = 80 hours

038 Mon 06/02 CRITICAL_038 Use of credit hours is not authorized. CRU hours = 0.0 CRE hours = 0.25

01: Verify employee work schedule is flexitour or maxiflex 02: If yes, contact the payroll office. Payroll will have to change credit flag from no “N” to yes “Y”03: If no, change work schedule to a flexitour or maxiflex work schedule

049 CRITICAL_049 Employee terminated. Time entry not allowed. Termination Date = 2014-06-01 00:00:00.0

Delete hours after termination date. Suggestion: Notate comment section with employee’s personnel action. Example - Retirement 6/1/14.

Timesheet Error Messages cont.Code Error Correction

068Mon 11/25 CRITICAL_068 Paid and Non-Paid Leave hours not allowed on a non-scheduled workday. Leave total = 8.0

PART-TIME EEMPLOYEE - Delete leave recorded. Only regular (REG) can be recorded

076 Wed 06/04 CRITICAL_076 Project 378289.04.02.01 REG is not active on this date. Total = 8.0

Move hours to another web base structure (WBS). Contact your supervisor or cost person to see if this is valid. They may reactivate the WBS

029A Fri 05/02 CRITICAL_029A Standard hours and nonpaid hours for the day must equal 8 before overtime or earned hours are allowed. OT hours = 0.0 Standard and nonpaid hours , hours = 1.5

Correct base hour to equal 8 before working overtime

Timesheet Error Messages cont.Code Error Correction

085 Thu 06/05 CRITICAL_085 Standard hours and nonpaid hours for a day must equal 8 hours. Current total = 2.0

Re-employed Annuitant. WebTADS Attributes is manually updated by the NEACC WebTADS team on Monday morning. Once completed the approval button is populated

087 CRITICAL_087 (PROFILE ERROR) Invalid work schedule. Work schedule total must match authorized part-time hours per personnel SF50 form. Authorized Part-time Hours = 64.00, Work Schedule Total = 80.

Supervisor or Point of Contact (POC) need to correct work schedule hours01. Click employee leave balance page02. Scroll down to Work Schedule Attributes List and click the work schedule list icon03. Leave the default at “ALL” and select “Part-time” work schedule04. Enter work schedule hours per day based on SF5005. Click “Submit” The available work schedule should be displayed, if not displayed contact the Payroll Office. Will need to remember this schedule.06. Go back to the leave balance page07. Scroll down to under Work Schedule Attributes List and click the icon dropped down arrow08. Scroll to the selected work schedule and click “OK” in the pop up box09. Click the submit button10. Scroll to top of page and click on the timesheet icon after your name 11. Verify work schedule hours recorder under the days of the week

Timesheet Error Messages cont.

Code Error Correction

088 CRITICAL_088 (PROFILE ERROR) Invalid work schedule. Full-time employees may not select a part-time work schedule.

Supervisor or Point of Contact (POC) need to correct work schedule hours01. Click employee leave balance page02. Scroll down to WebTADS Attributes and over to the Work Schedule Attributes 03. Click the down arrow next to the work schedule highlighted04. Select desire work schedule Flexible 001 or Maxiflex 001 – Enter05. Click OK on the Pop-Up Box verifying employee differentials 06. Click submit (far right) to update schedule07. To verify - scroll to top page to Employee Profile. Click the edit timesheet icon, located after employee name 08. Verify at the top of employee current timesheet that the tour type is “F” (Flexible) or “M” (Maxiflex)

088 CRITICAL_088 (PROFILE ERROR) Invalid work schedule. Part-time employees must select a part-time work schedule

Supervisor or Point of Contact (POC) need to correct work schedule hours01. Click employee leave balance page02. Scroll down to Work Schedule Attributes List and click the work schedule list icon03. Leave the default at “ALL” and select “Part-time” work schedule04. Enter work schedule hours per day based on SF5005. Click “Submit” The available work schedule should be displayed, if not displayed contact the Payroll Office. Will need to remember this schedule.06. Go back to the leave balance page07. Scroll down to under Work Schedule Attributes List and click the icon dropped down arrow08. Scroll to the selected work schedule and click “OK” in the pop up box09. Click the submit button10. Scroll to top of page and click on the timesheet icon after your name 11. Verify work schedule hours recorded under the days of the week

100 CRITICAL_100 CTE not allowed . Corresponding request has not been submitted. Need to submit hrs (CTE 15.0)

01. Click the overtime icon (1st icon, far right of your timesheet, on the pay period date line)02. Click New Request03. Input the requested hour under CTE box. 04. Complete request with a justification05. Click Submit for approval

101 CRITICAL_101 CTE not allowed . Corresponding request has not been approved. CTE hrs (3.0) Need approved hrs (3.0). This is an APPROVER task

Need to be approved by organization approver01. Approver go to the list timesheet for org code. Scroll down to employee name, scroll over to the OT column and click the icon, located far right, to verify request 02. Or, Approver can click the review request on the top of employee timesheet, after the critical 101 message, to verify request03. Click the Approve, Disapprove or Modify button, located far right, under actions, to approve request.An automatic employee’s email is generated with approved or dis-approved

100 CRITICAL_100 OT not allowed . Corresponding request has not been submitted. Need to submit hrs (OT 3.5)

01. Click the overtime icon (1st icon, far right of your timesheet, on the pay period date line)02. Click New Request03. Input the requested hour under OT box. 04. Complete request with a justification05. Click Submit for approval

101 CRITICAL_101 OT not allowed . Corresponding request has not been approved. OT hrs (3.5) Need approved hrs (3.5). This is an APPROVER task.

Need to be approved by organization approver01. Approver go to the list timesheet for org code. Scroll down to employee name, scroll over to the OT column and click the icon, located far right, to verify request 02. Or, Approver can click the review request on the top of employee timesheet, after the critical 101 message, to verify request03. Click the Approve, Disapprove or Modify button, located far right, under actions, to approve request.An automatic employee’s email is generated with approved or dis-approved

Timesheet Warning Messages

Code Warnings Explanation

017B Mon 05/26 WARNING_017B Overtime or earned hours may only be entered after 8 hours of holiday work. HW hours = 0.0

The first 8 hours worked on the holiday , during employee regular tour of duty, should be charged as holiday worked (HW)

021 Mon 06/02 WARNING_021 Standard hours and nonpaid hours for a day should equal work schedule hours. Work schedule hours = 6.0 Current total = 8.0

Part time employee may work extra hours outside of their work schedule

032 Sun 06/01 WARNING_032 Overtime and /or earned hours can only be entered after 8 hours per day, 40 hours per week, or 80 hours per pay period. OT + Earned hours = 8.0 Current total = 0.0

Verify timesheet to ensure this is an off day. Or if 8 Reg was worked

Timesheet Warning Messages

060 WARNING_060 Annual Leave used exceeds your leave balance. AL hours = -14.0

WARNING_060 Sick Leave used exceeds your leave balance. SL hours = -4.0

WARNING_060 Restored Leave used exceeds your leave balance. RL hours = -25.0

Annual leave charge will be stat cut and charged to leave without pay (LWOP). Annual Leave is advanced at the beginning of the leave year

If you have less than 80 hours of accumulated LWOP you will accrual 4 sick leave. If not, the 4 sick leave will be stat cut and charged to annual leave. If no annual leave will be charged to leave without pay (LWOP

The exceeded restored leave will be stat cut and charged to annual leave. If no annual leave will be charged to leave without pay (LWOP)

061 WARNING_061 Standard hours on more than 10 days in a pay period is not allowed. Days worked = 11 Days off = 3WARNING_061 Standard hours on more than 10 days in a pay period is not allowed. Days worked = 12 Days off = 2WARNING_061 Standard hours on more than 10 days in a pay period is not allowed. Days worked = 13 Days off = 1

Verify timesheet to ensure your REG + Leave Charged = 80 hrs. This is based on the many different kind of Adjusted Work Schedules (AWS).

Timesheet Warning Messages cont.

Code Warnings Explanation

064 Mon 05/19 WARNING_064 You have recorded time on a record that has an official duty status of LWOP. Duty Status = L

If employee is on official LWOP only LWOP should be recorded. When the FPPS action is completed and loaded into WebTADS this message will be cleared

067 Wed 06/11 WARNING_067 OTND may only be charged for regularly scheduled overtime. OTND hours = 2.0

075 Tue 06/03 WARNING_075 You have exceeded the 12 hour standard for a daily tour of duty. Total = 14.0

079 Mon 05/26 WARNING_079 Partial non-paid leave recorded the last day worked before and after the holiday. Holiday leave may not be allowed

Have to be in a working status 1 hours before or after the holiday

090 WARNING_090 You have exceeded 24 credit hour balance. Calculated balance = 41.5

A maximum of 24 credit hours (CRE) may be carried over to subsequent pay periods for an indefinite period as long as the employee remains on an FWS

093 Mon 06/09 WARNING_093 Leave recipients on a personal emergency may not charge to AL. AL hours = 9.0

Tue 06/03 WARNING_093 Leave recipients on a personal emergency may not charge to SL. SL hours = 2.5

Verify annual leave charged is not due to employee’s Voluntary Leave Transfer Program (VLTP) – DMLUVerify sick leave charged is not due to employee’s Voluntary Leave Transfer Program (VLTP) – DELU

Resources

• NASA Procedural Requirements (NPR) 9620.1, Payroll: http://nodis3.gsfc.nasa.gov/displayDir.cfm?t=NPR&c=9620&s=1

• WebTADS User Guide: https://epss.nasa.gov/gm/folder-1.11.563974?mode=EU

Payroll Office Points of Contact

Joyce Green, Financial Management SpecialistOffice of the Chief Financial OfficerEmail: Joyce.V.Green@nasa.gov Phone Number: (301) 286-5938 Dina Tomas, Accounting TechnicianOffice of the Chief Financial Officermail: Dina.F.Tomas@nasa.govPhone Number: (301) 286-8045

Barbara Prather, Supervisory AccountantOffice of the Chief Financial OfficerEmail: Barbara.M.Prather@nasa.govPhone Number: (301) 286-3183

Disciplinary Based Actions

• Employees who fail to complete administrative tasks (e.g. completing time cards and training) are failing to follow instructions:

• Letters of Counseling (Non-disciplinary)• Reprimand• Suspension• Removal

• Supervisors must consider mitigating and aggravating factors and follow collective bargaining agreement in determining discipline

• Disciplinary Based Actions should be pursued with advice and guidance of the OHCM, Employee Relations Specialist

Points of Contact

Office of Human Capital Management – Employee Relations

Christina LaFountain, Team Lead HRS,Email: Christina.Lafountain-1@nasa.gov Phone Number: (301) 286-9342

Questions

Thank You!

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