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FOREST SERVICE MANUAL
INTERMOUNTAIN REGION (REGION 4)
OGDEN, UT
FSM 6100 – PERSONNEL MANAGEMENT
CHAPTER 6160 – ATTENDANCE AND LEAVE
Supplement No.: 6100-2005-1
Effective Date: November 2, 2005
Duration: This supplement is effective until superseded or removed.
Approved: CATHRINE L. BEATY
Acting Regional Forester
Date Approved: 10/12/2005
Posting Instructions: Supplements are numbered consecutively by Title and calendar year.
Post by document; remove entire document and replace it with this supplement. Retain this
transmittal as the first page(s) of this document. The last supplement to this title was 6100-98-1
to FSM 6160.
New Document(s):
6160
9 Pages
Superseded Document(s) by
Issuance Number and
Effective Date
6160 (Supplement 6100-98-1, 2/18/98)
5 Pages
Digest:
6161 - This is a technical supplement that converts the format and style of the Region 4
supplement to this Forest Service Manual (FSM) chapter to the new FSM template using the
agency’s current corporate word processing software. Some minor typographical and technical
errors have been corrected.
R4 SUPPLEMENT 6100-2005-1
EFFECTIVE DATE: 11/02/2005
DURATION: This supplement is effective until superseded or removed.
6160
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FSM 6100 - PERSONNEL MANAGEMENT
CHAPTER 6160 – ATTENDANCE AND LEAVE
6161 - ADMINISTERING WORK SCHEDULES
1. Children In The Workplace. Children of employees are allowed in an office or other
workplace on an infrequent or temporary basis, provided:
a. The child’s presence does not interfere with Forest Service business.
b. The child's safety, health, and security are assured.
The following alternatives are also available when consistent with job assignments and
performance requirements:
a. Flexible work schedules used to the maximum extent possible.
b. Part-time tours and job sharing.
c. Work-at-home. Employee must submit a flexible workplace agreement outlining
conditions, tour of duty, proposed duration, and other stipulations agreed to by the supervisor
and Staff Director or Forest Supervisor. Exhibit 01 is a sample agreement to be completed by
the employee and supervisor.
Older children may be in the workplace in emergencies such as cancellation of regular childcare
or school, until other arrangements can be made.
2. Infants in the Workplace. Employee must submit a written request for authorization
to bring an infant to work. Exhibit 02 is a sample request to be completed by the employee with
supervisor input.
The request should include proposed conditions and must be submitted to first-line supervisor for
review and concurrence. Regional Office Staff Director or Forest Supervisor must approve the
request. Authority to approve requests may be delegated to District Rangers. All employees
must be given equal consideration.
Approving official must return approved authorization or written denial with specific reasons for
denying to employee within ten workdays after submission.
Employee and supervisor should review authorization two weeks after beginning date of
authorization and twice more during course of agreement. Co-workers impacted by the infant
being in workplace should also have an opportunity to comment. Authorization may be
terminated if problems cannot be resolved. Approving official must terminate authorization.
Employee may appeal to the next higher level. Give employee a minimum one-week notice of
the termination unless the problem is so severe that immediate action is necessary.
R4 SUPPLEMENT 6100-2005-1
EFFECTIVE DATE: 11/02/2005
DURATION: This supplement is effective until superseded or removed.
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FSM 6100 - PERSONNEL MANAGEMENT
CHAPTER 6160 – ATTENDANCE AND LEAVE
Send a copy of each authorization approved in the RO to Civil Rights Staff. Forests should
maintain a central authorization file.
Minimum requirements for request are:
a. Duration of Authorization.
b. Description of Physical Setting. Where the child will be cared for; location for
nursing, when applicable; what equipment will be brought into the workplace for the
child by the employee; what arrangements will be made or special equipment
furnished by the Forest Service such as, computer connection, phone or desk
arrangements.
c. Safety. Complete an analysis of the employee's job, work area, and equipment
using Job Hazard Analysis Form FS-6700-7, and take action to eliminate identified
hazards. The analysis must consider air quality, toxins in the area, emergency
evacuation plans, disposal of human waste, and so forth. The employee's unit must
purchase a container for diapers that meets requirements for disposal of human waste.
d. Doctor's statement. A statement from the child's doctor identifying any special
needs and how they must be accommodated, or that no special needs exist.
e. Nonassumption of Liability Clause. The Forest Service does not assume liability
for accidental injury of children in the workplace. The employee must take full and
complete responsibility for the health, safety, and security of the child. Employee
waives all claims to Forest Service liability. Employee is fully responsible for damage
and destruction to Forest Service property from a child at the worksite.
f. Disruption. Describe plans for minimizing disruption of co-workers. Employee
must take action to avoid disturbing other employees in work area (such as closing
office door, temporarily moving to another work space, or leaving workplace).
Employee must use appropriate leave or credit time if it becomes necessary for the
employee to leave the workplace before completing scheduled tour of duty.
Discourage other employees from visiting the infant during work hours in order to
minimize disruptions to the parent as well as to nearby co-workers.
g. Recording Time. Employee and supervisor are accountable for accuracy of time
and attendance reporting. Employee must exclude from time reported as work any
time over five minutes spent attending to child.
h. Transportation. Employee must use personal vehicle when required for official
duties if transporting child and be reimbursed at the allowable rate. Supervisor must
preapprove each trip.
i. Additional Concerns, if applicable.
R4 SUPPLEMENT 6100-2005-1
EFFECTIVE DATE: 11/02/2005
DURATION: This supplement is effective until superseded or removed.
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FSM 6100 - PERSONNEL MANAGEMENT
CHAPTER 6160 – ATTENDANCE AND LEAVE
j. Termination Clause.
6161 - Exhibit 01
FLEXIBLE WORKPLACE AGREEMENT
The following constitutes an agreement between: _____________________ and __(employees
name)__, of the terms and conditions of the Flexible Workplace Project.
Instructions: This form is to be completed for both recurring and special occasion
assignments. If used for special occasions, cross out the paragraghs that do not apply and
amend as necessary.
1. EMPLOYEE requests to participate in a flexible workplace arrangement and agrees to
adhere to applicable guidelines and policies. The Forest Service agrees with the
employee participation and agrees to adhere to the following guidelines and policies.
2. EMPLOYEE agrees to participate in the project for a time period not to exceed one year,
beginning ________________ and ending ____________ or for the following short-term
period _______________________.
During the above dates, the alternate workplace will be: ____provide address_________.
3. The assignment shall be to perfrom the duties outlined in the current position description
and/or perform the following special duties.
4. EMPLOYEE'S maxiflex tour of duty during this agreement will not change. Total hours
should not exceed 80 per pay period. EMPLOYEE is required to work at the office _____
days per pay period and will be allowed to work at the alternate work place up to ____
hours per pay period. Days mutally agreed on by the supervisor and employee may vary
by pay period. EMPLOYEE will provide supervisor with a copy of the Flexiplace
schedule proposed before each pay period. EMPLOYEE’S time and attendance will be
recorded as performing official duties at the official duty station. EMPLOYEE must
obtain supervisor’s approval before taking leave.
5. EMPLOYEE'S official duty station is: _______________________________________.
R4 SUPPLEMENT 6100-2005-1
EFFECTIVE DATE: 11/02/2005
DURATION: This supplement is effective until superseded or removed.
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FSM 6100 - PERSONNEL MANAGEMENT
CHAPTER 6160 – ATTENDANCE AND LEAVE
6161 - Exhibit 01—Continued
6. EMPLOYEE will continue to work in pay status while working at his/her alternative
duty. If EMPLOYEE works overtime that has been ordered and approved in advance,
he/she will be compensated in accordance with applicable law, regulation, and OPM
guidance. The non-exempt EMPLOYEE understands that the supervisor will not accept
the results of unapproved overtime work and will act vigorously to discourage it. The
EMPLOYEE agrees that failing to obtain proper approval for overtime work may result
in his/her removal from the Flexible Workspace Project or other appropriate action.
7. EMPLOYEE will have use of the following Government-owned or leased equipment
while working at the alternative location:
________________________________________ Property Number
________________________________________ Property Number
________________________________________ Property Number
8. If EMPLOYEE has the use of Government equipment, EMPLOYEE will use and protect
the equipment in accordance with the procedures established in AGPMR 104-50.107 and
FSPMR 104G-50.107. Government owned or leased equipment will be serviced and
maintained by the Government. If EMPLOYEE provides own equipment he/she is
responsible for servicing and maintaining it. The Government shall supply miscellaneous
supplies such as pencils, pens, paper, or other commonly used supplies in a normal work
situation.
9. An appropriate work area must be established at the alternative work place. This may be
a specific room or area in a room, which is adequate for the performance of
EMPLOYEE's official duties. EMPLOYEE is required to have a telephone to facilitate
communication with the EMPLOYEE's supervisor and other customers. The supervisor
retains the right to inspect the work area during normal work hours to ensure proper
maintenance of Government owned property and work site conformance with safety
standards and proper safeguarding of work materials. The EMPLOYEE must be given at
least 24-hour advance notice.
10. The Forest Service will not be liable for damaged to and EMPLOYEE’S personal or real
property during the course of performance of official duties or while using Government
equipment in the EMPLOYEE’S residence, except to the extent the Government is held
liable by the Federal Tort Claims Act claims or claims arising under the Military
Personnel and Civilian Employees Claims Act.
R4 SUPPLEMENT 6100-2005-1
EFFECTIVE DATE: 11/02/2005
DURATION: This supplement is effective until superseded or removed.
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CHAPTER 6160 – ATTENDANCE AND LEAVE
6161 - Exhibit 01—Continued
11. The Forest Service will not be responsible for operating costs, home maintenance, or any
other incidental cost (e.g. utilities) whatsoever, associated with the use of the
EMPLOYEE’S residence. The EMPLOYEE does not relinquish any entitled to
reimbursement for authorized expenses incurred while conducting business for the Forest
Service, as provided by statute and implementing regulations. These situations must
receive supervisory approval in advance.
12. EMPLOYEE shall be responsible for cost of transporting work assignments unless
otherwise agreed.
13. EMPLOYEE is normally required to make all official long distance calls during the time
the EMPLOYEE is working at the official duty station. With the supervisor’s approval,
EMPLOYEE may make necessary official long distance calls on their personal phone or
fax machine. EMPLOYEE should use a FTS2000 calling card for official long distance
calls from their residence. On those occasions where it is not possible or practical to use
a FTS2000 calling card, the EMPLOYEE may be reimbursed for the calls. For such
reimbursement EMPLOYEE must submit a SF-1164 approved by their supervisor, with a
copy of the supporting phone bill attached. EMPLOYEE is to maintain a log of all
official long distance calls made from their residence. There will be no reimbursement
for local phone calls.
14. The Forest Service may provide and install a modem at the Government’s expense, if
such equipment is readily available and is not otherwise in use. However, EMPLOYEE
shall bear all costs associated with the installation and operation of any dedicated
telephone lines, except for official long distance telephone calls (13 USC, Title 31,
Section 1348).
15. EMPLOYEE may be reimbursed for mileage associated with official business, consistent
with the Government Travel Regulations however, travel between EMPLOYEE’S home
to the official duty station is not compensatable.
16. EMPLOYEE is covered under the Federal Employee's Compensation Act if injured in the
course of performing official duties at the official duty station or the alternate duty
station. EMPLOYEE shall notify supervisor within 48 hours in case of an accident
resulting in injury or property damages, which occurs during official business duties.
17. The EMPLOYEE will meet with the supervisor to receive work assignments and to
review completed work as necessary or appropriate.
18. EMPLOYEE will complete all assigned work according to work procedures mutually
agreed upon by the EMPLOYEE and the supervisor and according to guidelines and
R4 SUPPLEMENT 6100-2005-1
EFFECTIVE DATE: 11/02/2005
DURATION: This supplement is effective until superseded or removed.
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CHAPTER 6160 – ATTENDANCE AND LEAVE
6161 - Exhibit 01—Continued
standards stated in the EMPLOYEE'S performance plan. EMPLOYEE's current
performance standards cover all work, whether completed at an alternate workplace or at
the EMPLOYEE's official duty station. The EMPLOYEE'S job performance will be
evaluated against established performance standards.
19. Time spent and quality of products shall be measured by correlation with previous and
similar efforts. The expectation is that overall quality and productivity shall be at least
equal to that achieved without working away from the official duty location.
20. At the termination of this agreement and at times as requested, the supervisor and the
EMPLOYEE will complete surveys and provide information related to performance
which summarize flexiplace impact on Forest Service, the EMPLOYEE, the supervisor,
and other organizational elements, as required by OPM.
21. EMPLOYEE'S most recent performance rating of record must be fully successful.
22. EMPLOYEE'S current performance plan contains performance standards covering work
completed at the office as well as work completed at the EMPLOYEE'S home.
23. EMPLOYEE will apply safeguards to protect Forest Service records from unauthorized
disclosure or damage and will comply with the Privacy Act requirements set forth in the
Privacy Act of 1974, Public Law 93-579, codified at Section 552a, Title 5 U.S.C.
Inventory may be kept on all FS records taken to an EMPLOYEE'S home. The
EMPLOYEE shall promptly return such records intact to the official duty station upon
completion of their use.
24. EMPLOYEE may terminate participation in this project at any time. Management has the
right to remove the EMPLOYEE from the agreement if the EMPLOYEE'S performance
declines or if the agreement fails to benefit Forest Service needs.
____________________________________________________________
(EMPLOYEE Signature)
(Date)
____________________________________________________________
(SUPERVISOR Signature)
(Date)
____________________________________________________________
(PERSONNEL OFFICER Signature)
(Date)
R4 SUPPLEMENT 6100-2005-1
EFFECTIVE DATE: 11/02/2005
DURATION: This supplement is effective until superseded or removed.
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FSM 6100 - PERSONNEL MANAGEMENT
CHAPTER 6160 – ATTENDANCE AND LEAVE
6161 - Exhibit 02
Infant in the Workplace Authorization Request
This is a request to bring
(name of child) to work at
(location).
The purpose of this request is to establish conditions that will create an environment that allows
an infant to be with a parent, facilitates the parent's accomplishment of performance elements
and minimizes disruption of the work place. All co-workers will be informed of this
authorization and asked to convey any concerns that may arise to
(immediate
supervisor). In case of office disruption or co-worker conflict due to childcare activities, other
arrangements may be necessary, as agreed to by all parties.
1.
Duration of Authorization.
This authorization remains in effect for the period
through
.
This authorization will be reviewed after the first two weeks and at least twice thereafter.
Employee is responsible for having alternate day care in place when the authorization ends.
2.
Description of Physical Setting/Location of Care.
3.
Safety.
4.
Nonassumption of Liability.
5.
Office Disruptions or Coworker Conflicts.
6.
Recording of Time While Engaged in Child Care Activities.
7.
Transportation.
8.
Additional Items of Concern.
R4 SUPPLEMENT 6100-2005-1
EFFECTIVE DATE: 11/02/2005
DURATION: This supplement is effective until superseded or removed.
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FSM 6100 - PERSONNEL MANAGEMENT
CHAPTER 6160 – ATTENDANCE AND LEAVE
6161 - Exhibit 02--Continued
9.
Termination Clause.
Employee has the right to terminate this arrangement at any time. Management has the right to
terminate the authorization if employee performance becomes unacceptable or if personnel
management needs are not being met (for example, complaints and/or disruptions to co-workers).
Employee will be given minimum of one-week notice if management terminates this
authorization unless the problem is so severe that immediate action must be taken. The decision
to terminate will be made by the approving Director or Line Officer, with appeal rights to the
next higher personnel management level.
Requesting Employee
Date
Request Approved
Request Denied
Supervisor
Director or Line Officer
(see attached reasons)
Date
Date