EMPLOYEE HANDBOOK
Introduction O
This Handbook is designed to help you learn about many of your benefits and responsibilities as an Oak Ridge Office (ORO) employee. It can answer many questions pertaining to employment, but does not address every detail of the subjects covered. Further information is also provided in the Office of Science Management System (SCMS). In the event of a conflict between requirements and procedures in this Handbook and the SCMS, the provisions of this Handbook will govern until the conflict is resolved.
Nothing in this Handbook changes any requirement contained in Department of Energy (DOE) Directives.
Contents:
YOUR OFFICIAL PERSONNEL FOLDER AND OTHER RECORDS
Travel Outside Normal Business Hours (Including Sunday Travel)
DIRECTIVES AND THE OFFICE OF SCIENCE MANAGEMENT SYSTEM
HEALTH, MEDICAL, AND EMPLOYEE ASSISTANCE PROGRAMS
Cardiopulmonary Resuscitation (CPR)
Employee Assistance Program (EAP)
Periodic In-Service Medical Examinations
Absences for Religious Observances
Forfeited Annual Leave Restoration Request
Voluntary Leave Transfer Program
MILITARY SERVICE AND DEPOSIT TIME
Quality Step Increases (QSI) also known as Irregular Performance Pay Increases (IPPI)
PERFORMANCE MANAGEMENT AND EMPLOYEE RECOGNITION
Employee Recognition and Incentive Awards
Safeguarding Government Property
Chronic Beryllium Disease Prevention Program
Federal Employee Occupational Safety and Health Program (FEOSH)
Integrated Safety Management System (ISMS)
TRAINING AND EMPLOYEE DEVELOPMENT
Technical Qualifications Program
Work Schedules and Hours of Duty
Flexiplace/Telecommuting Program
Overtime and Compensatory Time-Off
Administrative Dismissals During Emergency Situations
YOUR OFFICIAL PERSONNEL FOLDER AND OTHER RECORDS
The Federal Human Resources Branch maintains an electronic copy of all personnel actions and other important records concerning your Federal employment. The file is called an electronic Official Personnel Folder (eOPF). You are encouraged to maintain your own file copies of records you are given. Your copies may be needed if there is ever a discrepancy or problem with the information in your eOPF. You may review your eOPF online at https://eopf.nbc.gov/doe/.
Employee Self Service (ESS) Website
The DOE’s ESS Website is a component of the Corporate Human Resource Information System (CHRIS). It is an automated web-based system that enables DOE Federal employees to use the Internet to view and/or update personal, payroll and training information. This service saves time and allows the employee to access the information directly without having to wait on other offices to provide this information.
Accessing the DOE ESS website is accomplished through the following steps:
Step 1: Using Internet Explorer as your browser, type the following address: https://mis.doe.gov/ess/
Step 2: At the ESS Homepage, click on "Get/Forgot password".
Step 3: At the "Request a password" screen, type your last name and social security number (or CHRIS Employee ID).
Step 4: Follow the instructions provided on the next screens and select/accept the "destination delivery" when displayed.
After you receive your password by e-mail, you're ready to go!
It is important to keep your current address up-to-date in official records for personnel and payroll purposes. To record a change of address, go to the ESS website and follow instructions for updating your address.
Your PD is the official record of the duties assigned to your position. The PD is not all inclusive and is not required to cover every assigned duty and task. Nor does it describe how duties are carried out or the level of performance required. Each employee should retain a copy of his/her PD and should work with his/her supervisor to assure that the PD is up-to-date.
Federal employees enjoy a very comprehensive benefits package. Benefits include, but are not limited to: Health Insurance, Life Insurance, Annual Leave, Sick Leave, and Retirement Coverage.
BUSINESS TRAVEL
An overview of the regulations, practices, and procedures for DOE employees who travel is provided on the Oak Ridge Financial Service Center (ORFSC) web site. The site also includes other travel related resources such as the Federal Travel Regulations and DOE travel orders, current per diem rates, and ORFSC's 24-hour customer assistance service where travelers can check the status of their travel reimbursement vouchers. For additional travel information, employees can contact the ORFSC travel coordinator at 865-576-0780.
Travel Outside Normal Business Hours (Including Sunday Travel)
Generally, official travel outside normal business hours is not considered to be overtime; however, due to recent changes in regulations, it may be compensated through compensatory time under certain circumstances. Operating officials will consult with their Human Resources Specialists (HRS) before authorizing overtime pay for travel purposes. Time in travel status which is (a) outside of normal working hours and (b) entitles an employee to compensatory time off for travel must be documented on the attached “Compensatory Time for Travel Worksheet for Non-Local Travel.” Further information is contained on DOE’s Supplemental Guidance and through the Office of Personnel Management's Compensatory Time Off for Travel and Questions and Answers on Compensatory Time Off for Travel.
For the purposes of this statement, "good manners" has an informal, common-sense meaning. It is behavior that is polite and considerate of others. Courtesy means the practice, day in and day out, of good manners. Courtesy must be reflected in the direct dealings between employees, between Federal employees and the public, and in indirect communications such as correspondence and publications.
DOE policy requires that employees of the Department practice courtesy in all interactions. Discourteous behavior and other forms of incivility constitute unprofessional behavior. Unprofessional, rude, and/or offensive behavior by employees, in whatever form it may take, is an unnecessary obstacle to the Department in achieving its missions and will not be tolerated.
It is the mission of ORO management to provide a workplace for Federal employees which is free from violent conduct and behavior. Examples of behavior for which there is zero tolerance include, but are not limited to the following:
-Physical acts, such as hitting, pushing, shoving, kicking, throwing objects, stalking
-Verbal threats, such as abuse, harassment, intimidation
-Nonverbal gestures, intimidation, written threats
-Sexual harassment and harmful or offensive touching or assault
-Workplace arson, sabotage, vandalism, robbery
Incidents involving a threat or act of violence, aggression, or intimidation which appears to involve an imminent risk to the physical safety of an individual should be immediately reported to the Assistant Manager for Security and Emergency Management (865-576-2277). If you are located outside the Oak Ridge area, you should immediately notify your supervisor of inappropriate or suspicious behavior.
Violations of work rules or standards of conduct may lead to disciplinary actions. Rules and procedures concerning Work Force Discipline are contained in the DOE Order 3750.1, change 6, Work Force Discipline. Employees whose positions are included in the bargaining unit should consult the negotiated agreement.
Ethical conduct is expected of all ORO employees. Certain aspects of ethical conduct of Federal employees are governed by law. Some parts of these standards amount to common sense, but some of them might not be so obvious to new employees. Because of ORO's extensive dealings with contractor organizations and other commercial enterprises seeking to do business with ORO, it is recommended that each employee become familiar with the provisions governing ethical standards.
DIRECTIVES AND THE OFFICE OF SCIENCE MANAGEMENT SYSTEM
A variety of processes and procedures govern many aspects of work and employment at ORO and DOE. Many of these can be found on the SCMS web page. SCMS is an internal Web application for organizing and facilitating Office of Science (SC) procedures and other content. The overview of SCMS provides a further description of the system. Other directives, including ORO directives and links to Departmental directives, may be found online at the ORO Directives Management Group web site.
DOE has established a program to assure a drug-free workplace. The program is designed to offer users of illegal drugs a helping hand, while at the same time stating clearly that use, sale, or possession of illegal drugs, whether on- or off-duty, will not be tolerated. The program is described in detail in DOE Order 3792.3, Drug-Free Federal Workplace Testing Implementation Program.
Rehabilitation of Drug Users.
If you are a user of illegal drugs, you may seek counseling or referral through the Employee Assistance Program (EAP). To the extent practical, employees obtaining first-time rehabilitation through the EAP will be kept in a duty status through reassignment or realignment of work, or may be granted leave to obtain rehabilitation.
Drug Testing of Employees.
DOE requires random drug testing through urinalysis for employees whose positions require a security clearance. The Drug Testing Program is described in DOE Order 3792.3. Employees may also be tested outside the random process under any of the following: accident/incident testing; reasonable suspicion testing; prior drug use testing; applicant testing; and selection under a competitive process.
ORO has developed detailed procedures for specific emergency situations, including bomb threats and other building occupant emergencies. To assure your safety, all employees should follow these procedures explicitly.
In hazardous weather situations, Federal facilities may be closed, dismissed early, or open late. Employees may contact the weather hotline at (865) 576-9398 for building closure information or guidance regarding work schedule adjustments. This information is also provided to local television and radio stations for public broadcast.
Several methods can be used to fill positions, including the Merit Promotion Program. This program provides a structured competitive approach for locating and referring candidates based on merit and fitness. All merit staffing actions are taken without regard to political, religious, or union affiliation; marital status, race; color; national origin; gender; age; or a non-disqualifying physical handicap. Open vacancy announcements are listed online at the Human Resources web page. The complete announcements may be seen at the USA Jobs web page.
Sometimes vacancies are filled by reassigning employees from one position to another. Short-term vacancies may also be filled on a temporary basis by detailing an employee for a short period of time (usually not exceeding one year) to another position. At the end of a detail, the employee reverts back to their original position.
Another method of filling vacancies is to call for volunteers. ORO employees may volunteer for consideration for vacant positions and details by registering in the Voluntary Solicitation Database.
In very rare circumstances, an employee may be eligible for priority placement or priority consideration for certain vacancies. Detailed provisions of this program are located in the
DOE O 320.1, DOE Career Transition Assistance Plan (CTAP). Further information pertaining to this program will be available through the SCMS.
The DOE CTAP applies primarily to employees who are entitled to grade or pay retention, and certain current and former employees who are serving under an appointment in the competitive service, who are in tenure groups I or II, and who have received a Notice of Job Abolishment or Certificate of Expected Separation. CTAP also provides for placement assistance to current and former employees of other DOE offices and other Federal agencies who:
(1) Are entitled to grade or pay retention, or
(2) Are eligible for placement assistance under 5 CFR 330, Subparts F and G, and
(3) Apply for specific vacancies.
For an eligible employee to receive priority consideration or placement, the employee must, in accordance with the provisions of the DOE CTAP, apply for specific vacancies within the prescribed time frames (including submitting proof of eligibility), and register for selection or reemployment priority. Eligible employees may also submit written requests to the HRD for extended repromotion consideration outside of their commuting area.
From time to time, management may take an action that affects your employment or working conditions with which you disagree. Most of these situations can be resolved informally by discussing the matter with your supervisor or the other person involved. However, if you are dissatisfied with the explanation or final course of action, you may file a grievance. There are two grievance procedures. Managers, supervisors, and other employees excluded from the bargaining unit may file a grievance under the Departmental Administrative Grievance Procedures outlined in
DOE Order 342.1, Grievance Policy and Procedures. Employees who occupy positions that are included in the bargaining unit may file a grievance under the negotiated grievance procedure.
HEALTH, MEDICAL, AND EMPLOYEE ASSISTANCE PROGRAMS
The Employee Health Station is located in Room 1207 of the Federal Office Building and is staffed by a Registered Nurse during the hours of 8:00 a.m. to 5:00 p.m., Monday through Friday, except on Wednesdays from 8:00 a.m. to 12:00 noon, when the Nurse is at the Office of Scientific and Technical Information.
For employees whose duty station is in Oak Ridge, Tennessee, the Health Station program includes:
a. Emergency diagnosis and first aid treatment of injury or illness when this becomes necessary during working hours and it is within the competence of available professional resources of the Oak Ridge Office (ORO) Employee Health Station. Employees should call the Emergency Operations Center (EOC) at 576-1005 immediately in the event of a medical emergency. (The EOC will call 911 to request first responder services and will make local notifications to assure first responder vehicles have ready access to needed facilities.) This call should be followed by an immediate call to the Employee Health Station for on-site triage.
b. Providing blood pressure readings and other similar examination or screening services
c. Administration of first aid treatments and limited over the counter medications.
d. Providing health education to encourage employees to maintain their personal health.
e. Coordinating the Medic Blood Drive.
f. Providing immunizations and specific disease screening examinations, as requested.
g. Assisting employees with completion of Workers Compensation Program forms and related medical information.
h. Providing referrals to private health care providers, as requested.
i. Performing initial assessments and referrals of employees who appear to need assistance in dealing with substance abuse or other medical, behavioral, or emotional problems which are affecting their on-the-job performance; and providing follow-up to facilitate a successful re-entry of the employee into the workplace following treatment.
Medical records are maintained by the ORO nurse. All information exchanged during treatment or counseling is released only on a strict need-to-know basis in accordance with Health Insurance Portability and Accountability Act restrictions.
Blood drives, conducted by Medic, are held periodically at ORO. The ORO Health Station will issue an announcement whenever a blood drive has been scheduled. Employees are encouraged to donate blood if they are eligible, and may donate blood onsite without charge to leave.
Cardiopulmonary Resuscitation (CPR)
CPR classes are generally scheduled each year. The CPR class includes CPR for the adult, child, and infant, as well as the Heimlich maneuver used to relieve an obstruction from the airway of a victim who is choking. A list of CPR Certified Employees is posted on all medicine cabinets and first aid kits in Oak Ridge facilities.
Employee Assistance Program (EAP)
Medical conditions, personal crises, mental health disorders, alcoholism, and drug abuse can all have a serious impact on an employee's well-being and job performance. The EAP exists to provide advice, counseling, and referral services for employees and supervisors on all such matters, and for family members on matters related to drug and alcohol abuse.
If you are concerned about a personal condition or a family member you should feel free to contact the nurse for advice and assistance. Confidentiality of information is strictly maintained. Referrals are accepted from supervisors and managers. Self-referrals are encouraged.
A Wellness Committee, made up of ORO staff and supervisors, oversees implementation of the Employee Fitness Program.
Each ORO employee is eligible for the fitness program and is responsible for obtaining his/her own membership in an approved private health club or fitness center. Employees wishing to participate in the program should complete an Application for Participation Form. Applications for participation will be accepted at anytime throughout the year. However, initial reimbursement will be made following the first full usage period (i.e., an employee joining in June will be reimbursed for 11 months the following May). Usage periods are defined as May 1 through October 31 and November 1 through April 30. The initial voucher must be submitted after completion of a full usage period, and should include request for reimbursement for the partial period.
Because the government is providing a reimbursement, the employee must submit proof of payment with his/her submitted voucher form(s) to the ORO Wellness Committee in order to receive reimbursement for initiation and/or membership fees up to $200 per year. The amount of $200 is a maximum amount payable for reimbursement of one year membership in a fitness program at an approved facility and payment will be made at six month intervals. The Government will only reimburse for the costs of the employee’s fitness program. If the employee elects to obtain a family membership, the fitness center must provide documentation regarding how much of the total cost or fee for the family represents the employee’s membership portion.
Reimbursement is contingent on evidence that the employee met usage requirements established by the Committee. (Usage shall be an average of at least once per week, but may include exceptions for travel and illness as determined by the Committee.) The Attendance Form may be used if the facility does not provide the employee with usage information.
Vouchers shall include evidence of payment to the facility and of qualifying usage. Information received from the facility regarding payment and usage may be used as such evidence.
Vouchers shall be submitted in accordance with requirements established by the Committee. Vouchers submitted on paper must be submitted within 5 working days following the end of the usage period.
Groups of ORO employees who wish to join the same health club/fitness center may consider inquiring about group/corporate rates or discounts for Federal employees.
In the event that, due to unforeseen circumstances, the employee is not able to utilize his/her membership for the prescribed number of times in a year, he/she should notify the ORO Wellness Committee for evaluation of the situation. Employees should consider including an “escape clause” in the contract they sign. Such a clause allows for termination of the contract if the employee can no longer participate because of medical reasons or transfer to another location.
An employee terminating employment forfeits his/her participation and any reimbursement for the usage period in which the termination occurs. There is no provision for prorated reimbursement for a partial usage period.
The ORO Wellness Committee maintains the following responsibilities:
1. Develops, implements, and maintains the ORO Employee Fitness Program policies and procedures and acts as the final arbiter of any employee dispute. The committee establishes guidelines for approval of facilities and for qualifying usage, as well as requirements for submittal of vouchers.
2. Recommends health club/fitness center (facility) approval status and provides assistance, information, and/or guidance to employees concerning local health clubs/fitness centers.
3. Reviews submitted reimbursement requests (vouchers) after each six-month usage period, and upon verification that reimbursement criteria have been met, submits requests to Oak Ridge Financial Service Center (ORFSC) for payment.
Periodic In-Service Medical Examinations
A complete examination consisting of two scheduled visits, the first for multiphasic tests and the second for a personal examination by a physician will be scheduled by the Employee Health Station for all ORO employees duty stationed in Oak Ridge, Tennessee. (Examinations under the Occupational Health Services Program are distinct from fitness-for-duty examinations, which are mandatory when ordered by management in appropriate circumstances.)
Each employee is notified whether the examination indicates that his/her physical condition is satisfactory or unsatisfactory and meets job requirements.
(1) If the employee's condition is unsatisfactory, the notification will include the specific findings which indicate a need for protecting or improving the employee's health. If the physical examination reveals a condition requiring work restrictions, the supervisor will be notified by letter with a copy to the Chief, Federal Human Resources Branch.
(2) Treatment for any deficiency revealed by these examinations is the responsibility of the employee and his/her personal physician, unless the condition falls within the coverage of the Worker’s Compensation Act.
Personnel eligible for complete examinations will be scheduled for such examinations initially after completing 1-3 months of service, and every 36 months thereafter if less than 45 years old. Employees with respirator certification will have complete examinations on an annual basis. Other employees age 45 or over are eligible for complete examinations initially after completing 1-3 months of service, and every 12 months thereafter. Employees in the Human Reliability Program (HRP) are required to have mandatory physicals every 12 months, including an examination by a licensed psychologist.
Participation in this in-service medical examination program is voluntary, with the exception of those employees in the HRP and those requiring respirator certification. If an employee does not wish to participate, he or she should advise the Employee Health Station as soon as possible so that scheduled examination appointments can be made available to other employees.
Employees earn both annual and sick leave. Annual leave is used for vacations and other personal business. It is earned for each full pay period worked. It may be saved; however, a maximum of 240 hours may be carried over from one leave year to the next. Sick leave is also earned for each full pay period worked and may also be saved. There is no limit on the amount of sick leave that can be saved and carried over from one leave year to the next.
In addition, there are several other leave provisions available to be used for specific purposes and under specific circumstances. These include the Voluntary Leave Transfer Program, Family and Medical Leave Act Provisions, Military Leave, Court Leave, Excused Absence, Leave without Pay, and Emergency Closings/Delayed Opening. Some of these are explained below.
Absences for Religious Observances
Law and regulation allow for special adjustments to an employee’s work schedule for religious observances. Any adjustments of work schedules for religious observances must follow the guidelines of 5 CFR, Part 550, Subpart J.
To the extent that modifications in work schedules do not interfere with the efficient accomplishment of the Agency’s mission, an employee whose personal religious beliefs require that he or she abstain from work at certain times of the workday or workweek must be permitted to work alternative work hours so that the employee can meet the religious obligation. The hours worked in lieu of the normal work schedule do not create any entitlement to premium pay (including overtime pay and compensatory pay). Employees may work compensatory overtime either before or after the absence being made up. However, when the absence is granted in advance, it will normally be made up by a corresponding amount of compensatory overtime by the end of the second full pay period following that in which the absence occurred. If a longer repayment period is permitted, the reasons must be documented on the Time and Attendance Report for the pay period during which such a “late” repayment is made. The concurrence of the Human Resources Division is required when any request is denied.
Credit hours allow you to take a limited number of hours off work without charge to annual or sick leave by working that same number of hours outside your regular work schedule. Most full-time employees may earn up to two credit hours each day and carry over a balance not to exceed 24 credit hours to a succeeding pay period. A part-time employee cannot carry over a balance of more than one-fourth of the hours in that employee's biweekly work requirement to a succeeding pay period. Additional information pertaining to credit hours is provided under the work schedules sections of this Handbook. Earning and usage of credit hours should be documented on the ORO Credit Hours Request form available on the ORO Human Resources Division website.
Annual leave is earned at a varying rate depending upon an employee’s length of service. With less than three years of service, an employee earns 4 hours of annual leave each full pay period. Between three and fifteen years of service, 6 hours per pay period is earned. With fifteen or more years of service, the rate increases to 8 hours for each pay period. Generally, the use of annual leave should be requested and approved prior to an actual absence. While there is no limit to the amount of annual leave an employee may accrue, carry-over into the next leave year is limited to 240 hours for non-SES employees. Annual leave in excess of this 240 hour limit is forfeited.
Scheduling of Annual Leave. Supervisors will prepare a tentative leave schedule for their organizations no later than May 1 of each year, and employees assigned after that date will be integrated into this schedule within one full pay period after their assignment. Subsequent adjustments may be made based on mission requirements and employee requests. Priority will be given to the scheduling of annual leave which will be forfeited if not used within the current leave year ("use or lose" leave).
Forfeited Annual Leave Restoration Request
Unused annual leave in excess of 240 hours is forfeited at the end of each leave year. Under limited circumstances, forfeited annual leave may be restored. In order to be eligible for consideration for restoration, annual leave in excess of the 240 hour maximum carry over must have been properly scheduled at least 3 pay periods prior to the end of the leave year. (Supervisors will approve annual leave subject to the work requirements of the organization.)
If unforeseen work requirements dictated that properly scheduled annual leave had to be canceled, the supervisor will recommend that a determination be made that an exigency of the public business exists, documenting the nature of the work requirements and the specific dates and times that cancellation was necessitated by circumstances. The Human Resources Division (HRD) will review the request for regulatory compliance and forward the request to the Manager, ORO; Site Office Managers; or Director, OSTI, as appropriate, for approval.
After the beginning of the new leave year, the employee may request that leave lost due to the exigency may be restored. This request is to be made by submitting the form entitled “Request for Restoration of Leave” located on the HR Forms webpage.
Sick leave is available for employees to use in the event of their own illness or medical care, and, in limited circumstances, an illness or medical care of a family member.
Granting Sick Leave. A medical certificate is always required for sick leave in excess of 3 consecutive workdays, and supervisors may require such a certificate for shorter periods if prior notice is given. Where the Negotiated Agreement for employees represented by the Bargaining Unit provides for alternate provisions, the Agreement will prevail. If the evidence of illness is judged to be partially or wholly inadequate, the undocumented absence may be charged as AWOL. Medical certificates may be completed on Form OPM-71 and/or on a separate document signed by the person providing the required examination or treatment. When an employee has insufficient sick leave credit to cover an entire period of absence, the uncovered absence will be charged to earned leave (e.g., annual, credit time, compensatory time) and/or leave without pay (LWOP) unless advanced sick leave has been approved. Employees may wish to consider the Voluntary Leave Transfer Program (see section below) as appropriate.
Sick Leave to Care for a Family Member. The guidelines of 5 CFR, Part 630, Subpart D, will be followed for sick leave requested to care for a family member. Form OPM-71 is used to apply for sick leave to care for a family member. Consideration of requests necessitates providing the identity of the person under care and the nature of the relationship as described in the CFR. If the conditions of 5 CFR, Part 630, Subpart D, are met, sick leave may be approved for the lesser of: (a) the time requested by the employee; or (b) the period of care recommended by the attending physician.
Outside Employment During Sick Leave. Employees will obtain prior approval from the responsible member of the Principal Staffbefore engaging in any outside employment during a period of sick leave. Requests must be in writing, and they must clearly identify the nature of the duties involved in the prospective outside employment. Approval must be based on specific health-related reasons describing why the employee cannot perform his/her regular duties despite the ability to perform outside work.
Leave under the Family and Medical Leave Act (FMLA). The FMLA is administered in accordance with 5 CFR, Part 630, Subpart L. The 12 weeks may be taken on an intermittent basis or on a reduced leave schedule with supervisory approval.
Form OPM-71 is always required to request annual or sick leave, LWOP, compensatory time usage, or excused absence in excess of the number of hours in the employee’s tour of duty for 1 day. OPM-71 is encouraged when requesting any absence from the workplace. OPM-71 must be used: (1) when a supervisor requires a medical certificate; (2) when an employee requests sick leave to care for a relative; (3) when an employee requests leave or excused absence which exceeds the delegated authority of Time and Attendance (T&A) Certifying Officials; and/or (4) when a supervisor otherwise determines that a period of excused absence should be documented on OPM-71 for T&A reporting purposes.
All leave must be approved by the appropriate level within an employee’s supervisory chain.
Unapproved employee absences must be recorded as AWOLs as outlined in DOE O 322.1B, Pay and Leave Administration and Hours of Duty.
All authorized leave, including Leave Without Pay (LWOP), will be taken and charged in multiples of 15 minute increments.
General. In exercising their delegated authorities to approve excused absences and absence‑in‑duty status, members of the Principal Staff and other Time and Attendance Certifying Officials shall ensure that all conditions specified in DOE O 322.1B, Pay and Leave Administration and Hours of Duty and local guidance have been met. Individual absences should never exceed the lesser of: (1) the time actually required to perform the activity for which an excused absence or absence-in-duty status is authorized; or (2) the maximum time specified in the approving official’s delegation of authority, unless an extension is approved by higher management.
Professional Examinations. Absences-in-duty status are authorized for professional examinations which are a condition of continued employment (e.g., a bar examination for a Law Clerk). With the concurrence of the HRD, members of the Principal Staff may also approve an excused absence not exceeding three workdays, including travel time, for the purpose of taking an examination which, although it is not required as a condition of continued employment, is directly related to the employee’s current position and will result in official certification within a profession by a recognized professional association. (NOTE: For purposes of this provision, the term "profession" refers to work which (a) requires specialized knowledge and skills, and (b) is associated with a specific occupational series under OPM qualification standards.)
Recuperation Following Travel. Employees may be permitted to delay their arrival at work if the time between their arrival at home and their normal reporting time for duty is less than 8 hours. When this occurs, an employee will be permitted excused absence for that amount of tardiness which will provide the opportunity for a total of 8 hours of rest prior to reporting for work.
House Hunting Trips. The Federal Travel Regulations provide that an employee may be granted absence-in-duty status during a "house hunting trip" prior to a change of official station if the following conditions are met: (1) the trip was authorized in advance on official change-of-station orders. (The employee must submit a copy of such orders no later than the first workday following his/her return.) and (2) the period of absence-in-duty status does not exceed the lesser of: (a) the time authorized in the orders; or (b) ten consecutive calendar days.
Preventive Health Screenings. Employees may be granted up to 4 hours of excused absence each leave year in order to participate in preventive health screenings. Employees should use the Remarks section of OPM-71 to document such requests. Examples of preventive health screenings include, but are not limited to: screening for breast, cervical, colorectal, and prostate cancer; sickle cell anemia; blood pressure level; blood cholesterol level; immune system disorders (such as HIV); and blood sugar level testing for diabetes.
Community/Volunteer Service Activities. Excused absence for a community/volunteer service activity may be authorized when the activity is directly related to DOE’s mission, is officially sponsored or sanctioned by the Secretary or Head of the Departmental Element, or will clearly enhance an employee’s professional development or skills in his/her current position. Reasonable limits are to be established based on the activity. Requests of more than 1 hour require approval by the Manager after concurrence of the HRD.
Voluntary Leave Transfer Program
Sometimes, during a personal or family-related medical emergency, employees do not have enough accrued leave to cover a prolonged absence. If you find yourself in such a situation and will suffer a significant loss of pay, you may apply to become a leave recipient under the Voluntary Leave Transfer Program. This program allows other employees to donate accrued annual leave to program participants. Requirements and operation of this program are governed by 5 CFR, Part 630, Subpart I, and any additional local guidance. More detailed information pertaining to this program will be available through the SCMS.
Employees who wish to participate in the Voluntary Leave Transfer Program should: (1) submit OPM Form 630, “Application to Become a Leave Recipient Under a Voluntary Leave Transfer Program,” to their immediate supervisor when program participation is desired; (2) inform their supervisor of the status and expected duration of their medical emergency, and provide prompt written notification when their medical emergency has ended; (3) provide periodic justification for continued coverage under the Voluntary Leave Transfer Program as requested by the Federal Human Resources Branch; and (4) request to use donated leave only for purposes related to the disaster or emergency for which the recipient was approved.
Employees who wish to donate earned annual leave to a participant should submit OPM Form 630-A, “Request to Donate Annual Leave to Leave Recipient Under the Voluntary Leave Transfer Program,” to the ORO Payroll Office when making a leave donation.
MILITARY SERVICE AND DEPOSIT TIME
Honorable active service in the uniformed services (i.e., Army, Navy, Air Force, Marine Corps, and Coast Guard) is potentially creditable service for CSRS and FERS retirement purposes. Generally, employees will have to make a deposit for the military service to receive credit initially or -- for other employees -- to retain credit after age 62. A deposit is defined as a sum of money paid into the Civil Service Retirement and Disability Fund or FERS by an employee or survivor to cover a period of service during which deductions were not withheld from pay. Employees covered under CSRS will pay a sum equal to 7 percent of the military basic pay he or she earned during the period of military service, plus interest. Employees covered under FERS will pay a sum equal to 3 percent, plus interest.
DOE employees are paid every two weeks. Paydays fall on the second Thursday following the end of the pay period. Pay is distributed through direct deposit to each employee’s bank account.
In addition to mandatory deductions (income tax, medicare, and retirement and/or social security), deductions may also be made from pay for voluntary programs. These include health insurance, life insurance, the Thrift Savings Plan, Savings Bonds, and the Combined Federal Campaign (an annual charity drive). Employees may also have deductions from their pay made directly to financial institutions (e.g., credit union or bank accounts). Employees may make arrangements for such deductions directly on the Employee Self Service website. It may be necessary to contact your financial institution for specific instructions or information necessary to complete the deduction process. In addition, union members may have union dues deducted directly from pay.
Within-Range Increases (WRI) for GS Employees
Permanent General Schedule employees who are not already at the top step of their pay grade are eligible for within-range increases, based on a current acceptable performance level and length of time in their current step. The waiting periods to move from one step to the next are as follows:
Steps 1 through 4 wait 52 weeks between steps.
Steps 5 through 7 wait 104 weeks between steps.
Steps 8 through 10 wait 156 weeks between steps.
Acceptable Level of Performance. The first-level supervisor will communicate a level of competence determination to each employee as soon as possible after completion of the prescribed waiting period or other period upon which it is based. The Human Resources Division (HRD) will verify data and refer the WRI Notices to the appropriate certifying supervisor. At least 60 days prior to the proposed effective date of a WRI, if possible, the certifying supervisor will notify an employee in writing of any defect in the quantity and/or quality of his/her work which may result in a negative determination. If circumstances prevent a 60 day prior notice, and the increase is withheld, the certifying official will complete a supplementary determination 60 days after the date the WRI was originally due.
Negative Determinations. Any negative determination must be concurred in by the HRD. In addition to the WRI Notice, the official having authority to withhold a regular increase will notify the employee in writing of: (a) the reasons for the negative determination and the areas in which the employee must improve his/her performance to receive an increase; (b) the employee's right to secure reconsideration from the appropriate Senior Staff member; and (c) the need to request reconsideration in writing within 15 calendar days.
Reconsideration. Employees may request reconsideration of negative WRI determinations in accordance with 5 CFR 531.410, and/or the provisions of the Collective Bargaining Agreement. Further information will be made available through the SCMS Human Resources Services.
Quality Step Increases (QSI) also known as Irregular Performance Pay Increases (IPPI)
A Quality Step Increase (QSI) is a full step increase that may be granted as a special recognition for sustained performance at the highest summary level as determined under the performance criteria of the position. The QSI must be related to the employee’s most recent performance rating which must have been issued in the last 52 week period and be at the highest level attainable in the performance appraisal system. Regulations pertaining to QSI criteria can be found in 5 CFR 531, Subpart E.
Any Federal employee in the General Schedule (GS) system or remaining in the merit pay (GM) system who is not at the top of the scale for his/her grade is eligible for a QSI. Only one QSI may be received in a 52-week period. A QSI will be effective the first full pay period following the date of approval unless the recipient makes a written request to Human Resources to hold the QSI until a later date, not to exceed 12 weeks from the approval date.
Cost of Living Adjustments (COLAs)
COLAs are also known as comparability adjustments. If approved by Congress and the President, they usually occur every year about the beginning of January. There is no guarantee that one will be received every year, nor that it will be granted at the same time each year.
Premium pay applies to work performed under special conditions, such as holiday work, night work, Sunday work, overtime, etc. Overtime work is discussed in more detail below. Entitlement to premium pay is administered in accordance with 5 CFR, Part 550. All forms of premium pay are approved and compensated in 15-minute intervals.
The Federal Employees Compensation Act (FECA) provides that an employee who sustains a temporary total disability from a job-related traumatic injury is entitled to continuation of regular pay for a period not to exceed 45 calendar days from date of injury without charge to annual or sick leave. An employee who has suffered such an injury must complete a Form CA-1, "Federal Employee's Notice of Traumatic Injury and Claim for Continuation of Pay/Compensation," in accordance with the Workers Compensation Program procedure found in the SCMS.
PERFORMANCE MANAGEMENT AND EMPLOYEE RECOGNITION
ORO has formal programs for evaluating employee performance and recognizing and rewarding significant contributions to the ORO mission. There are two separate systems, one for non-supervisory employee, and the other for managerial and supervisory employees. Both systems provide for a mid-year progress review and an annual summary rating. Candid feedback, however, should be ongoing, and is appropriate whenever an employee or his/her supervisor believes it is needed. All performance management systems are based on a fiscal year rating schedule.
Employee Recognition and Incentive Awards
Employee recognition can take several forms such as monetary awards, time-off awards, length of service recognitions, and other non-monetary awards. Some awards are linked directly to an employee’s level of performance. Information on these awards may be found in the Performance Management System for Non-Supervisory Employees on the SCMS website. Information on other incentive awards and processing requirements can be found at http://www.oro.doe.gov/pmab/Forms/Forms.htm#Awards.
On-the-Spot Awards (OTS). This award is used to recognize a significant deed or accomplishment performed with exceptional and unanticipated speed and quality under difficult or unusual circumstances. Awards will not be less than $50 with maximum amount being $500 per individual.
Special Act or Service (SAS) Award. A special act or service award is granted for a one-time act, service, or other nonrecurring accomplishment by an employee or group of employees that is in the public interest and connected with or related to official employment. This type of recognition is appropriate when performance is substantially beyond expectations on a specific assignment, a single scientific achievement, act of heroism, or similar one-time special act or accomplishment. The maximum amount that may be approved locally is $7,500. The recognition may be based on Tangible or Intangible contributions.
Time Off Award. A time off award may be granted as a recognition of the superior accomplishment or other personal effort (individual or group) that contributes to the quality, efficiency, or economy of government operations.
Employee Suggestions Award. This is a recognition for a constructive idea that, when officially submitted in writing and adopted by management, directly contributes to the economy, efficiency, or increased effectiveness of Government operations or achieves a significant reduction in paperwork, man-hours, resources, etc. The award amount is determined by use of the applicable recognition scale for the type of recognition given. For example, if the employee is to receive time off as recognition for an adopted suggestion, the Time Off recognition scale is used to determine the recognition amount.
Length of Service Recognition. Employees are recognized with a certificate and pin for Federal service at 5, 10, and 20 years of service and every 5 year interval after 20 years.
The Hatch Act, which restricts the political activity of executive branch employees of the federal government, the District of Columbia government and certain state and local agencies, was amended in 1993, allowing most federal and D.C. employees to engage in many types of political activity. However, there are specific Federal Hatch Act restrictions that employees should avoid:
Federal employees may not-
-use official authority or influence to interfere with an election
-solicit or discourage political activity of anyone with business before their agency
-solicit or receive political contributions (may be done in certain limited situations by federal labor or other employee organizations)
-be candidates for public office in partisan elections
-engage in political activity while:
-on duty
-in a government office
-wearing an official uniform
-using a government vehicle
-wear partisan political buttons on duty
For more information on the Hatch Act, you should check out restrictions published by the Office of Special Counsel.
Most Federal employees are subject to a one-year probationary period during the first year of employment in a career or career-conditional competitive service appointment. The probationary period is used to determine the fitness of the employee. If the employee fails to fully demonstrate his/her qualifications for continued employment he/she will be terminated during this period. Supervisors and managers are also subject to a one-year probationary period upon being appointed for the first time to a supervisory or managerial position. If the supervisor or manager does not satisfactorily complete this probationary period, they will be returned to a position of no lower grade and pay than the position from which they were transferred, assigned, or promoted.
Safeguarding Government Equipment
In order to minimize the potential for loss of sensitive equipment and data, current as well as departing DOE employees must be aware of their responsibilities for handling sensitive equipment and systems.
Employees should be familiar with the Loss/Stolen/Damage/Destruction of Information Technology (IT) Computer Equipment Policy which states:
Employees of the Department of Energy (DOE) and its contractors must report actual or suspected violations of law, regulations, or policy including loss, stolen, damaged Information Technology (IT) equipment, fraud, waste, abuse, misuse, corruption, criminal acts, or mismanagement relating to DOE programs, operations, facilities, contracts, or IT systems to the appropriate authorities. Notwithstanding the above, employees should, when appropriate, report directly to the Office of Inspector General (OIG) any information concerning alleged wrongdoing by the DOE; its contractors, subcontractors, grantees, or other recipients of DOE financial assistance; or their employees.
Employees of the DOE and its contractors located at the ORO Federal Building (FB) Complex must report any loss/stolen/damage/destruction of IT equipment to the Information Resources Management Division (IRMD) Property Manager. High rate/amount of loss (excluding natural disasters), theft of Government property, or any IT equipment containing any data or information should also be reported in the same manner to the ORO Property Manager. However, IT equipment containing Personally Identifiable Information (PII) must be reported within 30 minutes upon discovery of the loss of IT equipment. An ORO Loss/Damage/Destruction Report (OR F580.1 - Rev. 10/06) will be utilized to document the occurrence. The Property Manager will report as appropriate to the Office of Security and Emergency Management. If after hours the report must be filed with the Oak Ridge Operations Center (OROC) at 576-1005 as soon as possible.
References:
DOE O 221.1- Reporting Fraud, Waste, and Abuse to the Office of Inspector General, dated March 22, 2001.
DOE M 470.4-7 - Safeguards and Security Program References, dated August 26, 2005 – Section N – Incidents of Security Concern.
DOE O 580.1 – Department of Energy Personal Property Management Program, dated December 7, 2005.
Memorandum for Heads of Department Elements, Dated September 29, 2006
From: Claudia Cross, Deputy Chief Human Capital Officer/ Director, Office of Human Capital Management.
Michael C. Kane, Associated Administrator for Management and Administration National Nuclear Security Administration.
Subject: Notifying Employees and Others Affected by Loss of Personally Identifiable Information from Departmental Systems.
Definition:
PII: Any information about an individual maintained by an agency, including but not limited to, education, financial transactions, medical history, and criminal or employment history and information which can be used to distinguish or trace an individual’s identity, such as their name, social security number, date and place of birth, mother’s maiden name, biometric records, etc., including any other personal information which is linked or linkable to an individual.
Laptop Accountability Brochure
IT Equipment Loan Agreement Form
IT Equipment Handling/Delivery Receipt
All employees serving in permanent positions are covered by one of two retirement systems. Most new employees are covered by the Federal Employees Retirement System (FERS). Some longer-term employees are still covered by the Civil Service Retirement System (CSRS).
Most permanent employees are eligible to participate in the Thrift Savings Plan (TSP). This plan is similar to private industry 401k plans. The TSP is an integral part of FERS, and employees in FERS are strongly encouraged to take advantage of the financial opportunities presented by the TSP. FERS employees receive agency matching contributions at a dollar for dollar rate for the first 3 percent of salary contributed by the employee and 50 cents on the dollar for the next 2 percent. FERS employees also receive a 1 percent agency contribution whether or not they choose to contribute personally.
Chronic Beryllium Disease Prevention
Chronic Beryllium Disease Prevention Program (CBDPP). A CBDPP in accordance with 10 CFR 850 has been implemented at ORO by Chapter 7 of ORO O 440. There are no current beryllium operations at the Oak Ridge Reservation under the purview of ORO; however, beryllium contamination due to past operations has been identified at some locations. Personnel visiting Y-12 and some other DOE sites may encounter current beryllium operations at those sites. Although significant exposures to beryllium are not expected for ORO staff, anyone visiting the Oak Ridge Reservation while performing their duties should have a basic awareness of beryllium and its health effects. General beryllium awareness information is available to all personnel at any time on the ORO Safety First Web Site as a link titled “Beryllium Awareness” under Safety and Health Information. Anyone desiring more information regarding the CBDPP or potential beryllium exposures should contact the AMESH beryllium POC listed at the top of the Beryllium Awareness document web page.
Federal Employee Occupational Safety and Health Program (FEOSH)
The ORO Federal Employee Occupational Safety and Health (FEOSH) Program is established in accordance with 29 CFR 1960, Basic Program Elements for Federal Employee Occupational Safety and Health Programs and Related Matters. A Safety and Health Committee serves as a forum for employees to be directly involved in the safety and health processes. The Safety and Health Committee is comprised of worker and management representatives from each of the Assistant Manager organizations. The FEOSH Program coordinates all aspects of health and safety program management, including tracking, trending, and reporting. Employees and managers are encouraged to participate in or conduct periodic safety walkthroughs of their workspaces and to participate in other safety and health activities. The ORO Safety First Web Site contains safety information applicable to your job and the walkthroughs. The “Safety and Health Committee Charter” and FEOSH Program description may be accessed through the ORO Safety First Web Site. To further ensure the safety and health of the Federal staff, it is a requirement that when Federal personnel are in contractor workspaces, they comply with the ES&H controls that the contractor has instituted.
Integrated Safety Management System (ISMS)
The ORO Integrated Safety Management System (ISMS) provides a formal, organized process whereby people plan, perform, assess, and improve the safe conduct of work. ISM is institutionalized through DOE Directives that establish the Department‑wide and ORO‑wide safety management objectives, guiding principles, and core functions. Further information on ISMS may be found on the ORO Safety First Web Site. Information on the ORO program is also available on the Training web site for ISMS. Track 1 is for non-technical personnel and Track 2 is for technical personnel who are in the ORO Technical Qualification Program (TQP).
Employees separating from ORO must complete an Employee Separation Clearance form and return it to their Human Resources Specialist before leaving the payroll.
A voluntary exit survey is also requested. This survey serves to gather confidential feedback on your work experience at ORO.
TRAINING AND EMPLOYEE DEVELOPMENT
ORO offers many opportunities and enrichment programs for employees to receive training and further develop their skills and knowledge. For further information, visit the ORO Human Capital Assessment Group Webpage.
Technical Qualifications Program (TQP)
Certain positions are included in the TQP which establishes a training program for acquiring, maintaining, and certifying the technical qualification requirements pertinent to those positions. If your position in included in the TQP, you will be required to complete and maintain this training program.
Work Schedules and Hours of Duty
Within certain limitations, most employees may select a work schedule that best fits their personal and family needs. The normal scheduling period includes arrival and departure times between 6 a.m. and 7 p.m., Monday through Friday, when non-shift workers will normally complete their basic work requirements. The Variable Work Schedule (VWS) permits employees to condense the usual ten work days in a pay period to nine, thus giving them one non-work day occurring Monday through Friday each pay period. Employees working VWS work 9 hour days for 8 days, and one 8 hour day during the pay period. All daily work schedules for full time employees must include ORO’s core hours, which are 9 a.m. to 3 p.m.
The number of hours, excluding overtime hours, which an employee is required to work or account for by use of leave is 80 hours per pay period for full-time employees. For part-time employees, this will vary with the specific tour of duty.
Part-time employment will be for a weekly tour of at least 16 hours and not more than 32 hours. The weekly tour of duty for part-time employees shall be in whole hour increments. Temporary exceptions to permit part-time employees to schedule additional work of from 1 to 15 hours per week may be authorized by the Director, Human Resources Division.
The standard fixed work schedule is Monday through Friday, 8:15 a.m. to 5:00 p.m., with a 45-minute lunch break to be taken between 11:00 a.m. and 2:00 p.m. This schedule does not allow for the earning and using of credit hours. If an employee does not choose an Alternative Work Schedule, s/he will be placed on this work schedule.
Alternative work schedules provide for an employee to select an alternative to the standard fixed work schedule. The alternatives include a Flexible Work Schedule (FWS) and a Variable Work Schedule (VWS).
The FWS consists of 10 eight hour work days occurring on Monday through Friday, 40 hours a week, and 80 hours a pay period. Credit hours may be earned and used under this schedule. The FWS is available to all ORO employees, though members of the Senior Executive Service (SES) may not accumulate credit hours.
VWS includes an 80 hour biweekly work requirement which consists of eight 9-hour days, one 8-hour day, and one scheduled day off occurring Monday through Friday in the pay period. Credit hours may be earned and used under this schedule. The VWS is available to all ORO employees, except SES members. Both the FWS and the VWS require supervisory approval.
The “flexible hours” under both FWS and VWS are 6 a.m. to 9 a.m. and 3:30 p.m. to 7 p.m., Monday through Friday, during which full‑time employees can elect their times of arrival and departure with supervisory approval. Times for arrival and departure will be uniform during the entire pay period. Employees who elect work schedules which start prior to 7 a.m. or end later that 6 p.m. should be aware that access to offices may be restricted in certain facilities and that the buildings may not be heated or cooled to their satisfaction during those early or late hours. Lunch periods will be scheduled for 30, 45, or 60 minutes. The length of the lunch period will be uniform during the entire pay period. Lunch breaks must be taken between the hours of 11 a.m. to 2 p.m.
a. Scheduling.
Employees who desire to establish a VWS or FWS, or to change an existing VWS or FWS, will complete and forward the “Request for Alternate Work Schedule” to their supervisor for approval at least three work days prior to the start of the first full pay period which begins in each month. Employees may establish or change to a VWS or FWS only at those times, except for in emergency or unforeseen situations which must be approved by the supervisor. An employee may select any day of the pay period as their scheduled day off provided adequate coverage is maintained in the employee’s organization as determined by the supervisor. In any given pay period, with supervisory approval, an employee may change a scheduled day off based on personal need. Employees who do not request a VWS or FWS will be placed on the standard Administrative Work Week Schedule, which is Monday through Friday, 8:15 a.m. through 5 p.m. with a 45‑minute lunch break. This schedule does not allow the earning and using of credit hours.
The supervisor will take action on the request and so notify the employee at least 1 work day prior to the proposed effective date. In the event that employees' preferences for scheduled days off do not permit adequate coverage of work requirements during core hours, and it is not possible to get agreement among employees for provision of such coverage, preference will be based on the most senior Service Computation Date as recorded on the Standard Form 50, “Notification of Personnel Action.” Based on work requirements, management, at its option, may require an employee to work on a scheduled day off. If work requirements necessitate that an employee report to work on a scheduled day off, the supervisor will offer the employee an alternative day off within the same pay period, compensatory time, overtime, or credit hours.
Employees may change their existing schedule by varying the times of arrival and departure at the beginning of any pay period.
b. Credit Hours.
Credit Hours are hours which the employee elects to work outside his/her basic work requirement and work schedule so as to vary the length of a workday or work week. Credit hours may then be used to take a limited number of hours off work without charge to annual or sick leave.
The minimum increment of credit hours that can be earned or used is 15 minutes. Credit hours must be worked/earned within normal scheduling periods: i.e., 6 a.m. to 7 p.m., Monday through Friday. Employees who elect to earn credit hours prior to 7 a.m. or after 6 p.m. should be aware that access to offices may be restricted in certain facilities and that the buildings may not be heated or cooled to their satisfaction during those early or late hours. Credit hours cannot be earned on Saturday or Sunday, on an official holiday, or on an “in lieu of” holiday.
With advance notification to the supervisor, using the Credit Hour Request Form, employees will be afforded the opportunity to earn up to two credit hours each day, provided work is available to be performed. The earning of more than two hours in one day requires advance approval using the above mentioned Credit Hour Request Form. Approval must be obtained in advance for the use of credit hours unless the circumstances leading to the use of credit hours prevent an employee from obtaining such advance approval (e.g., a car breakdown while traveling to work). Notification of proposed credit hour earnings and requests for approval of credit hour usage will be documented on the Credit Hour Request Form. The supervisor's decision to approve or disapprove use of credit hours will be based on a determination that an appropriate level of work coverage can be maintained on the day requested. If coverage concerns result from conflicts between one employee's regularly scheduled day off under VWS and a second employee's request for use of credit hours, the employee requesting use of credit hours will be asked to schedule an alternate day. Once granted, supervisory approval will not be withdrawn except to meet essential mission requirements.
Credit hours may not be used in advance of being earned. If an employee has a zero balance of credit hours at the beginning of the pay period, he/she takes one hour off on the first Monday of the pay period and then earns one hour of credit time the following Tuesday, the employee’s time off on Monday will be charged to annual leave, leave-without-pay, or absence‑without‑leave. Employees may not use credit hours to retroactively cover time off.
Credit hours cannot normally be earned for time spent in travel status. Time outside the regular tour of duty that is spent traveling is not considered hours of work unless it meets the criteria of 5 Code of Federal Regulation (CFR) 550.112(g).
A full‑time employee on an FWS or VWS cannot carry over a balance in excess of 24 credit hours to a succeeding pay period. A part‑time employee cannot carry over a balance of more than one‑fourth (1/4th) of the hours in that employee's biweekly work requirement to a succeeding pay period. These provisions include carryover from one pay period to a succeeding pay period included in the following leave year.
c. Overtime Hours.
All hours worked in excess of 8 hours in a day (9 hours for employees who have selected a VWS), or 40 hours in a week (80 hours in a pay period for employees who have selected a VWS), which are officially ordered in advance by management considered to be overtime hours. Credit hours are not overtime hours.
d. Holidays
For employees who are on a VWS, the scheduling of and payment for holidays is as follows.
-Full-time employees. If a holiday occurs on an employee's regularly scheduled workday, the individual is entitled to a maximum of 8 hours basic pay for that day. If the employee is scheduled to work 9 hours on that day, the employee will be charged 1 hour annual leave, credit time, compensatory time, or leave-without-pay. Employees will be given the opportunity to change their schedule for pay periods which include a holiday to allow for their 8‑hour day to be observed on the same day as the holiday. This change of schedule will prevent their using annual leave, credit time, or compensatory time to compensate for the additional hour.
-Part-time employees. If a holiday occurs on a day when a part‑time employee is scheduled to work, and that employee is relieved or prevented from working on that day, he/she is entitled to basic pay only for the number of hours that the employee was scheduled to work, not to exceed 8 hours. If the holiday falls on a non-workday, the employee is not entitled to an “in lieu of holiday.”
-If a holiday occurs on a Sunday and is observed on the Monday that is the employee's regularly scheduled day off, the following Tuesday is the holiday for the employee.
-If a holiday occurs on a Monday that is the employee's regularly scheduled day off, the preceding Friday is the holiday for the employee.
-If a holiday occurs on a Tuesday, Wednesday, Thursday, or Friday that is the employee's regularly scheduled day off, the workday immediately preceding is the holiday for the employee.
-If a holiday occurs on a Saturday and is observed on Friday that is the employee's regularly scheduled day off, the preceding Thursday is the holiday for the employee.
e. Absence and Leave.
Leave is charged according to the established work schedule for employees on VWS; i.e., 9 hours for each of the scheduled 9‑hour workdays, and 8 hours for each scheduled 8‑hour workday.
f. Exceptions.
-Training and Travel. VWS employees who are in training or on travel on a scheduled day off may change to a FWS for that pay period or request a different scheduled day off. When travel and training requirements for subsequent pay periods are known, the employee may be directed to adjust his/her work schedule to conform therewith. However, if the site to which the employee is traveling has duty hours that will accommodate his/her VWS, the employee may work those hours.
-Ad Hoc Exceptions. Exceptions may be imposed if an organization is being substantially disrupted in carrying out its functions or is incurring additional costs from the VWS or FWS. Such exceptions, with consideration to collective bargaining agreement provisions, may restrict the choice of arrival and departure times, restrict the use of credit hours, and/or exclude any employee or group of employees from either of these programs.
Exceptions may be granted to the normal scheduling period, core hour, fixed schedule, and/or lunch period to permit attendance at an external training course provided they do not result in overtime pay to either the employee or his/her supervisor. Such schedule adjustments, known as “Educational Variations,” enable an employee to attend an instructional course of study, e.g., college classes, during the normal workday. The period of absence for the course, including travel time to and from the course, may be made up by extending the working hours on any workday during the pay period in which the absence occurred. The adjusted schedule is to be approved by the employee’s Division Director or above, and concurred in by the Human Resources Division. Any period of absence (travel and class time) that is not made up during the pay period taken, will be charged to leave (e.g., annual, credit hours taken, or LWOP.)
Flexiplace/Telecommuting Program
The Flexiplace/Telecommuting Program covers employees who work at sites other than their official workplace for a specified period of time or on an established basis. Employees interested in participating in the Telecommuting Program should contact the HRD to obtain the appropriate information. While the Telecommuting Program has significant advantages, it may not be appropriate for all types of job responsibilities or in all situations. The Telecommuting Program should be utilized as a mutually beneficial management tool, and is not an employee entitlement.
The Federal government observes 10 paid holidays each year: New Year's Day, Martin Luther King's Birthday, President's Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans' Day, Thanksgiving Day, and Christmas Day. For information pertaining to holiday schedules for employees under AWS, see the discussion under the Work Schedules section above.
Overtime and Compensatory Time-Off
Overtime pay will be paid only for overtime hours that are ordered and approved in advance. Sometimes overtime pay is required and sometimes compensatory time off is required depending on when the overtime is ordered. Employees may request compensatory time off in lieu of premium pay. Premium pay is capped at the rate for GS-10 Step 1, or the employee's regular hourly rate of pay if higher.
Under certain circumstances, compensatory time off may be earned in place of overtime pay. Provisions for the payment, scheduling, and requesting use of compensatory time, and the statutory limit on overtime earnings, are described in DOE O 322.1B and 5 CFR 550. These provide that, with certain exceptions, employees are required to use compensatory time to their credit by no later than the 26th pay period following the pay period in which it was earned, or they will be paid for it at the end of that period, or it will be forfeited (depending on their exempt/non-exempt status).
Written justification will be prepared by the immediate supervisor prior to the actual overtime/compensatory time to be worked. The justification will show the amount of overtime/compensatory time that is approved and the explanation/reasoning for it. Once overtime/compensatory time has been authorized, the certifying official may approve its use merely by signing the appropriate Time and Attendance (T&A) Report.
Administrative Dismissals During Emergency Situations
Infrequently, ORO may dismiss employees early, delay opening, or may close due to unforeseen emergencies or inclement weather. During off-duty hours, employees should use the Employee Hotline at 576-9398 to hear a recorded message regarding changes to scheduled operating hours. During duty hours, announcements will be made through supervisory channels, DOECAST emails, and/or announcements made through the PA system. The ORO policy concerning leave charges during these occurrences is published annually and can be found on the HR Announcements web page.
In those relatively rare situations in which an emergency situation (e.g., hazardous weather) results in the official dismissal of all nonessential employees within a commuting area for an entire workday or the closing of offices in an area and dismissal of nonessential DOE personnel prior to the end of normal office hours, essential personnel who provide critical services will adhere to their established work schedules during administrative dismissals unless expressly excused.
When the official facilities are closed for an entire workday, it becomes a non-workday for leave purposes and nonessential employees at the official facilities will be excused without charge to leave or loss of pay. Absences may not be excused for employees who are in a non-pay status for which an SF-50, “Notification of Personnel Action,” has been processed immediately before and after the day on which the offices are closed. On the closed workday, employees who are scheduled to telecommute at an alternate site (e.g., home) will not be excused unless the Manager, ORO, has the authority to close the alternate site and chooses to do so.
Thank you for using the Oak Ridge Office (ORO) Employee Handbook. If you have any questions regarding information contained in this Handbook or any aspect of your employment with ORO, please give us a call at 576-0669, or stop by the Federal Human Resources Branch in room 1219 of the Federal Office Building.