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Duration: Effective until superseded or removed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Superseded Document(s):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
(6109.11-94-1)
8 Pages
(Last supplement was 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
EFFECTIVE DATE: 07/01/96
DURATION: Effective until superseded or removed
6109.11,20
Page 2 of 9
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
EFFECTIVE DATE: 07/01/96
DURATION: Effective until superseded or removed
6109.11,20
Page 3 of 9
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
EFFECTIVE DATE: 07/01/96
DURATION: Effective until superseded or removed
6109.11,20
Page 4 of 9
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
EFFECTIVE DATE: 07/01/96
DURATION: Effective until superseded or removed
6109.11,20
Page 5 of 9
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
EFFECTIVE DATE: 07/01/96
DURATION: Effective until superseded or removed
6109.11,20
Page 6 of 9
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
EFFECTIVE DATE: 07/01/96
DURATION: Effective until superseded or removed
6109.11,20
Page 7 of 9
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
Full-time tour
5 8-hour days
per workweek
5 days per 40
hour workweek
5 days per work
week, 80 hrs/pp
At least 4 days
per wrkweek, 80
hours per pay period
8 9-hour days +
8-hour day
per pay period
4 10-hour days
per workweek
1st 40 hours
in pay status
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
9-hour day
At least one
10-hour day
Does not
apply
WORK SCHEDULE
REQUIREMENTS
5 days/week
5 days/week
10 days/pay period
3 "core" days
each week
5 or 4 days/
week
4 days/week
5 or 6 days
of workweek
STANDARD FLEXIBLE
TIME BAND
Does not apply
- - - - Normal week between 0600 and 1800 hours - - - - - - - - - - - - - -
Does not apply
Does not apply
Does not apply
STANDARD CORE HOURS
Changes may
be approved by the
supervisor
Does not apply
0930-1100
1300-1430
5 days/week
Does not apply
Does not apply
Does not apply
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
not apply
Does not apply
Does not apply
Does not apply
Does not apply
Does not apply
Does not apply
0930-1100
1300-1430
each workday
0930-1100
1300-1430
3 days/week
- - Can earn Credit Hours for all - -- - -
Does
compensable work time
USE CREDIT HOURS
Does not apply
Does not apply
- - Can use credit hours to vary - - - - the length of the workweek
Does not apply
GP SUPPLEMENT 6109.11-96-1
EFFECTIVE DATE: 07/01/96
DURATION: Effective until superseded or removed
6109.11,20
Page 8 of 9
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
hours at end
of pay period
Maximum of 24
hours at end
of pay period
Does not apply
Does not apply
Does not apply
OVERTIME HOURS
(Officially ordered)
(and approved)
Hours over 8/day
or 40/week
Hours over 8/day
or 40/week
Hours over 8/
day 40/week
Hours over 8/
day 40/week
Hours overs
scheduled hours
for that day or
80 hour/pp
Hours over
10 hours/day
or 40 hours
week
Hours over
40/week. Some
may be paid
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
ADMINISTRATIVE
LEAVE
Not to exceed
8 hours/day
Not to exceed
8 hours/day
ANNUAL & SICK
Not to exceed
8 hours/day
FIRE ASSIGNMENTS
Convert to
first 8-hours
Not to exceed
8 hours/day
Not to exceed
8 hours/day
Entitled to pay
Not to exceed
according to
10 hours/day
work schedule not
to exceed 9 hrs/day
Not to exceed
8 hours/day
-- Not to exceed 8 hours/day based on documented -and approved work schedule
Based on work
Not to exceed
schedule not to
10 hours/day
exceed 9 hours/day
Not to exceed
8 hours/day
Convert to
first 8-hours
Convert to
first 9-hours
& first 8-hours
for nonworkdays
Convert to
First 8-hours
Convert to
Convert to
first 8-hours
first 8-hours
-- No credit hours during fire -- - - - -- -
Convert to
first 10-hours
& first 8 hours
for nonworkdays
GP SUPPLEMENT 6109.11-96-1
EFFECTIVE DATE: 07/01/96
DURATION: Effective until superseded or removed
6109.11,20
Page 9 of 9
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
(GS)
- - - - - - - - - - - - - - - - - - - - Only for hours between 1800 and 0600 that are regularly scheduled - - - - - - - - - - - - - - - - - - - - - - - - - - - --- -- -- All hours
- - Do not pay night differential for credit hours - within 1st
40 hours
SHIFT DIFFERENTIAL
(WG)
- - - - - - - - - - - - - - - Only for regularly scheduled nonovertime work performed during 2nd or 3rd shift - - - - - - - - -- - - - - - - - - - - - - - - - - - -- - - - - - - - - - Do not pay shift differential for credit hours - -
SUNDAY DIFFERENTIAL
- - - - - - - - - - - - - - - Paid only to full-time employees who have a regularly scheduled tour on Sunday - - - - - - - - - - - - - - - - - - - - - - - - - - - - Do not pay Sunday Differential for Credit Hours - -
HOURS FOR TRAINING
All hours
withiin 1st
40 hours
- - 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
each 4 hours
worked
15 minutes for
each 4 hours
worked
15 minutes for
each 4 hours
worked
15 minutes for
each 4 hours
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.
15 minutes for
each 4 1/4 hours
worked
15 minutes for
for each 5 hours
worked
15 minutes for
each 4 hours
worked