Fort Gordon Civilian Personnel Advisory Center Managing Leave and Attendance

Fort Gordon Civilian PersonnelFort Gordon Civilian PersonnelAdvisory CenterAdvisory Center

Managing Leave and Attendance

““Stay alert. You Stay alert. You can observe acan observe a lot by watching.”lot by watching.”

- Yogi Berra- Yogi Berra

Managing Leave & Dealing with Attendance ProblemsManaging Leave & Dealing with Attendance ProblemsManaging Leave & Dealing with Attendance ProblemsManaging Leave & Dealing with Attendance Problems

AnnualAnnual SickSick Leave Without Pay Leave Without Pay

(LWOP)(LWOP) Absence Without Absence Without

Leave (AWOL)Leave (AWOL) AdvancedAdvanced Voluntary Leave Voluntary Leave

Transfer ProgramTransfer Program

Use or LoseUse or Lose RestoredRestored Family FriendlyFamily Friendly Family & MedicalFamily & Medical Excused AbsenceExcused Absence Court Court HomeHome MilitaryMilitary

Types / Categories of LeaveTypes / Categories of Leave

Managing LeaveManaging Leave & Dealing with Attendance Problems & Dealing with Attendance ProblemsManaging LeaveManaging Leave & Dealing with Attendance Problems & Dealing with Attendance Problems

Annual Leave Annual Leave

– Accrued: 4, 6, or 8 hrs/PP (LOS)Accrued: 4, 6, or 8 hrs/PP (LOS)– MayMay be advanced be advanced

» maximum: expected Leave Year earningsmaximum: expected Leave Year earnings

– Employee “Right to Use” - entitlementEmployee “Right to Use” - entitlement– Management “Right to Determine” -Management “Right to Determine” -

legitimate business needslegitimate business needs» when when » how muchhow much


Sick LeaveSick Leave

– Accrued: 4 hrs PPAccrued: 4 hrs PP– MayMay be advanced be advanced

» maximum: 240 hoursmaximum: 240 hours

– Incapacitated by illness / injuryIncapacitated by illness / injury– Medical, dental, optical examinationMedical, dental, optical examination– Medical, dental, optical treatmentMedical, dental, optical treatment


Sick Leave - Family FriendlySick Leave - Family Friendly

– Same reasons as for “self”Same reasons as for “self”

– Limited: portion of employee’s SLLimited: portion of employee’s SL» accrued, advanced, or donatedaccrued, advanced, or donated» 40 hours per Leave Year40 hours per Leave Year» 64 additional 64 additional IFIF leave balance of 80+ leave balance of 80+


Leave ProceduresLeave Procedures– 5 CFR 630, Absence & Leave5 CFR 630, Absence & Leave– USASC & FG Reg 690-21USASC & FG Reg 690-21

Supervisors MustSupervisors Must– KnowKnow– UnderstandUnderstand– CommunicateCommunicate– ApplyApply– EnforceEnforce


– Communicate proceduresCommunicate procedures

– Ensure proper useEnsure proper use

– Avoid conflicts with workloadAvoid conflicts with workload

– Approve & Approve & DisapproveDisapprove requests requests

– Avoid leave forfeitureAvoid leave forfeiture

– Deal with misuse / abuseDeal with misuse / abuse

Supervisory ResponsibilitiesSupervisory Responsibilities


Supervisory ResponsibilitiesSupervisory Responsibilities


This is This is managingmanaging leave leave

– Communicate proceduresCommunicate procedures

– Ensure proper useEnsure proper use

– Avoid conflicts with workloadAvoid conflicts with workload

– Approve & Approve & DisapproveDisapprove requests requests

– Avoid leave forfeitureAvoid leave forfeiture

– Deal with misuse / abuseDeal with misuse / abuse

Employee ResponsibilitiesEmployee Responsibilities

– Understand proceduresUnderstand procedures– Follow proceduresFollow procedures– Plan & request leave Plan & request leave

in advance in advance– Promptly report sick & Promptly report sick &

emergency absences emergency absences


Employee Responsibilities Employee Responsibilities - continued- continued

Don’t“disappear”withoutsupervisoryapproval


Late ArrivalsLate Arrivals Early DeparturesEarly Departures Disappearing ActsDisappearing Acts Monday - Friday - Monday - Friday -

Before & After Before & After HolidaysHolidays

““Burn-as-Earn”Burn-as-Earn” Unsupported Sick Unsupported Sick

AbsencesAbsences

Leave & Attendance ProblemsLeave & Attendance Problems

Managing Leave & Managing Leave & Dealing with Attendance ProblemsDealing with Attendance ProblemsManaging Leave & Managing Leave & Dealing with Attendance ProblemsDealing with Attendance Problems

Late ArrivalsLate Arrivals Early DeparturesEarly Departures Disappearing ActsDisappearing Acts Monday - Friday - Monday - Friday -

Before & After Before & After HolidaysHolidays

““Burn-as-Earn”Burn-as-Earn” Unsupported Sick Unsupported Sick

AbsencesAbsences

Leave & Attendance ProblemsLeave & Attendance Problems


Last Minute Last Minute RequestsRequests

Failure to Call-inFailure to Call-in Others Call-inOthers Call-in Calls to Non-SupvsCalls to Non-Supvs Frequent BreaksFrequent Breaks Frequent Extended Frequent Extended

Lunch PeriodsLunch Periods Assignments DueAssignments Due

How do you How do you deal withdeal withsuch problems ?such problems ?


Accommodation(s)Accommodation(s) Counseling - WarningCounseling - Warning Leave RestrictionsLeave Restrictions

– AWOLAWOL– In-Out CertificationIn-Out Certification– Medical CertificationMedical Certification

Disciplinary ActionDisciplinary Action

Dealing with Attendance ProblemsDealing with Attendance Problems


AWOLAWOL

– Unapproved Unapproved absenceabsence

– No pay - choice of No pay - choice of managementmanagement

– Basis for disciplineBasis for discipline– Sends strong Sends strong

signal: intolerablesignal: intolerable

LWOPLWOP

– Approved absenceApproved absence– No pay - choice of No pay - choice of

employeeemployee– Seldom a basis for Seldom a basis for

disciplinediscipline– Sends mixed / weakSends mixed / weak

signal: tolerablesignal: tolerable

AWOL vs LWOPAWOL vs LWOP


Probationary EmployeesProbationary Employeeswith leave or attendance problemswith leave or attendance problems

Counsel / Notice of Warning - MaybeCounsel / Notice of Warning - Maybe If no improvement,If no improvement,

TERMINATETERMINATE appointment appointment Complete action Complete action prior to prior to the endthe end

of the Probationary Periodof the Probationary Period– Competitive Service = 1 yearCompetitive Service = 1 year– Excepted Service = 2 yearsExcepted Service = 2 years


Deal with Problems - Don’t AvoidDeal with Problems - Don’t Avoid

Early InterventionEarly Intervention Discuss with Employee RelationsDiscuss with Employee Relations Don’t Diagnose - Refer to EAPDon’t Diagnose - Refer to EAP

DOCUMENTDOCUMENT DOCUMENTDOCUMENT DOCUMENTDOCUMENT


Documents

Fort Gordon Civilian Personnel Advisory Center Managing Leave and Attendance