HRDG 4610 - Tours of Duty - Section A

HRDG 4610 - Tours of Duty - Section A

Subchapter 4610 - Tours of Duty
Section A - Responsibilities



Back to 4610 Table of Contents

Introduction 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
Updated 09/16

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
  • Review the accuracy of T&A reports and initial via electronic or original signature T&A reports before they are certified and sent 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.
Updated 09/16

Employees are responsible for:

  • Reporting to work on time and following applicable tour rules,
  • Preparing and validating the T&A report or other appropriate document (timecard, logsheet, WebTA 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 or electronic schedule using MRP Form 346 (DOC), or equivalent, in conjunction with the supervisor, that reflects the ability to accomplish the job requirements in the most efficient and effective manner.

AMS and APHIS Only:

If your Program’s DA Requires you to…


And . . .

Your timekeeper…

Enter and validate your own WebTA data,

Your WebTA validation is your electronic signature attesting to your time and attendance (T&A) for the pay period.

A hardcopy or electronic log sheet is not to be completed.



May be required to also review and validate your webTA data prior to your supervisor’s certification.

Maintain a log sheet to track time spent on projects or billable customer hours,


Note: This also applies to employees with connectivity issues who cannot access webTA.

You will not enter your data into webTA. Doing so is voluntary. 


You must:

  • Sign/date the hard copy log sheet and fax it to your timekeeper, or
  • Email an electronic log to your timekeeper.  This email transmission serves as your T&A validation for the pay period and your electronic signature.


  • Review the log sheet,
  • Contact you to discuss any clarification,
  • Input, and
  • Validate your time in WebTA.
  • Maintain a log sheet, and
  • Enter data into WebTA,

Your WebTA validation is your electronic signature.

 No signature is required on the hardcopy log sheet but you must forward the log sheets along with any other documentation to your timekeeper.

Is responsible for:

  • Reviewing and validating your WebTA data, if required by the supervisor, and
  • Maintaining the logsheet (hardcopy/electronic) in a secure location for six (6) years.  


  • When using WebTA the recording of clock hours (e.g., 8:00 to 5:30 p.m.) function is not required.

  • The use of WebTA for leave and premium pay requests is required when connectivity to the internet is available.

This chart applies to all APHIS employees regardless of tour of duty.

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 extended or shortened their work day by, e.g., done something to extend or shorten the workday (such as glided, taken leave, or earned or used gliding, using leave, or earning credit hours, compensatory time, or working overtime. etc.). Supervisors may still choose to establish an office policy requiring daily signing in and out. Signing in and out procedures must include Telework 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 WebTA may be required;
  • Signing the log sheet and the T&A at the end of each pay period may not be required if WebTA is used; 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
Updated 09/16

T&A 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 any supporting data, therefore, must be maintained locally for a 6-year period.

For flexible schedules, T&A clerks:

  • When required, use the logsheet (hardcopy or electronic form) to help complete the T&A
  • Ensure permanent changes in tours of duty are supported by an approved written or electronic request for permanent change in tour of duty
  • Ensure temporary changes in schedule are documented
  • When required by the supervisor, review and validate employee entries in WebTA
  • Bring any discrepancy to the supervisor's attention before validating transferring the data in WebTA

Note: In locations without T&A clerks, employees are responsible for completing the T&A's in accordance with these guidelines.

Instructions on Timekeeping
Updated 09/16

Detailed instructions on timekeeping requirements are available in the T&A manual published by the National Finance Center (NFC). Timekeepers should review this manual (PDF) on-line for answers to specific timekeeping problems.

In addition WebTA FAQs (Employees Only Employees Only) are available on-line.
Updated 09/16
WebTA FAQs are available on-line.

Return to 4610 Table of Contents

Complementary Content