||Agency managers, supervisors, and employees have distinct responsibilities relating to the implementation of work schedules and adherence to the requirements which are established by law, regulation, and agency policy.
| MRP Agency Heads
Each agency head (authorizing official):
- Determines policy in regard to use of standard, nonstandard, and alternate work schedules; and
- Monitors and evaluates the effectiveness of tours of duty in terms of set objectives.
| Authorizing Officials
||Tours must be set in accordance with the requirements set forth in this Guide. Authorizing officials are responsible for determining which tours of duty are available for use for headquarters and field locations based on work requirements and other objectives. Authorizing officials also may determine the level to which the authority to set Tours of Duty (TOD's) at headquarters and field locations may be delegated. (The authority to set TOD's may be delegated to the level of supervision consistent with the authority to approve overtime and time and attendance sheets.)
| Managers and Supervisors
Managers and supervisors:
- Are ultimately responsible for setting up tours of duty for their employees, in accordance with agency guidelines, Activity delegations of authority, and mission requirements;
- Plan and organize work assignments to utilize work schedules to the best advantage;
- Establish tour expectations including policies for recording attendance;
- Ensure that employees who are nonexempt from the Fair Labor Standards Act regulations do not exceed an 8-hour workday except when overtime is officially authorized or as permitted by regulations governing flexible or compressed tours;
- Ensure that the office is covered during customer service hours; and
- Initial and take responsibility for the correctness of T&A reports before they are transmitted to the National Finance Center (NFC).
For organizations using alternative work schedules, managers and supervisors also:
- Attempt to schedule meetings and other all-employee functions during core times;
- Resolve differences between employees and subordinate supervisors on tour of duty requests; and
- Approve the tour of duty for each employee and any changes in the schedule.
Employees are responsible for:
- Reporting to work on time and following applicable tour rules,
- Preparing and initialing the T&A report or other appropriate document (timecard, logsheet, etc.) to verify that it accurately reflects hours actually worked; and
- Maintaining appropriate documentation to support scheduled and performed work.
Note: Field employees at remote locations who do not have access to the T&A report and who phone in work hours at the end of the pay period must submit a signed logsheet to the T&A clerk or other responsible official immediately after the completion of the pay period. All work hours must be accurately recorded. If submission is electronic, an electronic signature (or other acceptable verification) must be used so the employee can verify that the electronically submitted hours are true and correct.
For employees where flexible or compressed work schedules are approved and where work requirements allow employees to have input into the scheduling of their tour, responsibilities include:
- Establishing a written schedule, in conjunction with the supervisor, that reflects the ability to accomplish the job requirements in the most efficient and effective manner.
For employees on flexible work schedules:
- Signing in and out on a daily basis on the logsheet (or via other supervisory approved methods) is only required if employees have done something to extend or shorten the workday (such as glided, taken leave, or earned or used credit hours, compensatory time, or worked overtime, etc.). Supervisors may still choose to establish an office policy requiring daily signing in and out. Signing in and out procedures must include Work-at Home program participants.
Note: AMS employees must maintain a daily log. Each manager/supervisor will determine the appropriate format to be used in recording daily attendance.
- Recording time for the lunch break is only required if employees have taken more than 30 minutes for lunch and this causes a deviation from the established TOD. It also is not required if employees have already scheduled a longer lunch, i.e., 45 or 60 minutes and do not deviate from this schedule.
- Recording hours absent and type of leave used in the appropriate column on the day it is used (the leave may need to be adjusted at the end of the pay period if employees work under maxiflex);
- Recording overtime, compensatory time, and other special situations in the appropriate section;
- Signing the log sheet and the T&A at the end of each pay period.; and
- Recording work hours may be accomplished through traditional sign in/out forms, electronically, by phone, or other supervisory approved method.
- Time and Attendance Clerks
- Accurately complete the T&A form,
- Review attendance at the end of each pay period to ensure each employee has recorded work hours,
- Perform T&A audits when required, and
- Retain all T&A logs for 6 years.
Note: The General Services Administration requirement for retention of T&A records is 3 years; however, the statute of limitations on pay claims against the Federal Government is 6 years. It is necessary to have to detailed records in order to adjudicate claims. NFC served as a retention point for such T&A records in the past. With the change to electronic records, however, sufficient data is not available to reconstruct work records for adjudication of claims. The absence of agency records will not excuse the agency or cause the Office of Personnel Management to dismiss the pay claim. Logsheets and T&A's, therefore, must be maintained locally for a 6-year period.
For flexible schedules, T&A clerks:
- Use the logsheet (or other acceptable method e.g., electronic form) to help complete the T&A,
- Ensure permanent changes in tours of duty are supported by an approved written request for permanent change in tour of duty,
- Ensure temporary changes in schedule are documented, and
- Bring any discrepancy to the supervisor's attention before transferring the data to the T&A report.
Note: In locations without T&A clerks, employees are responsible for completing the T&A's in accordance with these guidelines.