|Subchapter 4630 - Absence and Leave
Section D - Administrative Leave and Excused Absence
Subsection f - Miscellaneous
| Attending an MRP Employee’s Funeral or Memorial Service
Supervisors may grant employees up to two (2) hours of administrative leave (TC 66) to attend the local funeral or memorial service of:
In lieu of or in addition to the above, Programs may designate an Agency representative to attend a service. The designated representative is on official duty and is to code his/her time as official time (TC 01). The written determination is to be placed in the employee’s T&A file. In instances where travel is involved outside of the local area, Programs must consider designating a local person to serve as the official Agency representative. Temporary duty (TDY) expenses may be authorized when travel is outside of the local area. Contact your servicing Travel Specialist with TDY related questions.
AMS exception: The Deputy Administrator is delegated the authority to approve administrative leave (TC 66) or excused absence (TC 01) for this purpose. This authority may not be re-delegated to a lower level.
In approving travel, Programs must determine, in writing that attending such a service serves the Governmental purpose of sustaining employee morale and reinforcing to employees and others the significance of the deceased to the Program. The written approval must be uploaded to the
Note: Comptroller General's Decision, volume 70, page 200 (70 Comp. Gen. 200) sets forth that an officially designated representative may be designated and approved in writing to travel to and attend the funeral as official business.
|Supervisors may grant up to 1 hour of administrative leave (TC 66) or excused absence (TC 01) for infrequent unavoidable tardiness or other miscellaneous absences if adequate reasons are provided. This does not preclude allowing the employee to make up the absence with additional work time, charging such absences to other appropriate paid or unpaid leave, or taking appropriate disciplinary action.
For example, supervisors may grant administrative leave (TC 66) for morning traffic delays or an excused absence (TC 01) to attend an office luncheon.
| Administrative Leave for
|Immediate supervisors have the authority to grant administrative leave (TC 66-66) as a time-off award. (Refer to Agency awards guidelines for more information on granting of the award itself.) Absence for a time-off award is reported as administrative leave on the T&A report.|
|An employee may be granted up to 1 hour (or more as necessitated by travel) of administrative leave (TC 66) for each counseling session for up to 6 sessions.|
A supervisor may grant administrative leave (TC 66) to an employee to participate in a volunteer activity if the activity:
Before granting administrative leave, the supervisor should ensure that the employee's absence will not have an adverse impact on work operations.
| Officially Sponsored Functions and Programs
||An employee may be granted an excused absence (TC 01) for a reasonable period of time to participate in programs and functions sponsored by USDA, or a USDA Agency/Staff Office if participation is in the interest of the Federal government, e.g., Combined Federal Campaign events. Under certain circumstances, an employee may be excused when the function is sponsored by another Federal government Agency/Staff Office, e.g., the Office of Personnel Management. These situations must be determined on a case-by-case basis and approved in advance.|
| Collecting Data for Local Wage Survey Committees
||Administrative leave (TC 66) is not appropriate for the purpose of collecting data for local wage survey committees. All employees, including union representatives, will be in an official duty status.|
|Use of Time for Union Purposes||Refer to the applicable national or local union contract for information regarding use of time for union representation purposes. Questions should be directed to the servicing labor relations or employee relations specialist.|
| Funerals for Members of Armed Forces
An employee who is a veteran of any war, campaign, or expedition for which a campaign badge has been authorized, or is a member of an honor or ceremonial group of a veteran's organization will be granted administrative leave (TC 66) (not to exceed 4 hours in any 1 day) to participate as an active pallbearer, member of a firing squad, or honor guard in a funeral ceremony for a member of the Armed Forces returned to the United States for burial(5 U.S.C.6321).
If additional leave is required, annual leave, sick leave, or LWOP may be requested as appropriate.
| Job Examinations and Interviews
An employee will be granted administrative leave (TC 66) to take a job qualification examination or to obtain a professional license:
For bullets 1 and 2 above, Programs may grant a reasonable amount of administrative leave to prepare.
| Career Transition Assistance
||Employees affected by downsizing, streamlining, budget reductions, reorganization, or similar events may be granted official time ( not administrative leave (TC 66) to utilize career transition services and facilities, and to report for job interviews. For complete information on eligibility requirements and the amount of official time allowable, refer to agency guidance on Career Transition Assistance.|
| Local, State, Territorial, and Foreign Holidays
When a field office is closed and work cannot be properly performed due to a local, State, territorial or foreign holiday, field employees may be granted administrative leave (TC 66).
Heads of field offices are responsible for:
| Workplace Violence Situations
||Supervisors are responsible for determining needed actions to ensure a safe work environment. This includes determining whether administrative leave (TC 66) should be granted to violent or potentially violent employees, to other affected employees, in what amount, and for how long.
See your Agency's policy for additional guidance on Workplace Violence.
| Employee Relations Cases
||Agency officials proposing disciplinary and/or performance based actions against employees will determine, in consultation with their servicing ERS, if it is necessary to grant an employee administrative leave (TC 66) or excused absence (TC 01) during a notice period, and the amount to be granted. Decisions to grant administrative leave or excused absence should be in writing, outlining the reasons for the administrative leave or excused absence, its length, and any provisions (e.g., workplace restrictions, availability by phone, restrictions on phone numbers an employee may call) in effect during the period of administrative leave or excused absence.|
| Tutoring /Mentoring Programs
Introduction - Partnership in the Adopt-a School Program and Partnership in Education Programs
Federal employees are encouraged to volunteer to support children and youth at local elementary, middle, and high schools. Through APHIS' Partnership in Education Program and AMS' Adopt-a-School Programs, Marketing and Regulatory Programs employees have many ways to volunteer. They may mentor, tutor, serve as science fair judges, participate in annual events such as National Groundhog Job Shadow Day, Dr. Seuss Reading Day, Career Day- - just to name a few. MRP employees across the nation can work with neighborhood schools close to their homes or at schools close to their work sites.
Agencies may provide employees up to 2 hours of administrative leave (TC 66) per week to volunteer as mentors or tutors in Agency-sponsored schools (Federal Personnel Letter 992-1 dated April 19, 1991 sunseted but still used as guidance). Employees must notify their supervisor in advance when they are invoking the 2 hours of administrative leave (TC 66).
|Becoming a Mentor/Tutor||
To get started:
• You must complete a Participation Form Employees Only
Each school has a liaison who will assist you by providing orientation information on school procedures and how to be a successful mentor/tutor. The liaison will also coordinate your participation in special events at the school.
| Agency Coordinators/
|Agency - Sponsored Schools||
Your Agency's designated Program Coordinator will have a list of Agency- sponsored schools. These schools will have a signed Memorandum of Understanding (MOU) executed between the agency and the school.
If you want to volunteer at a school that is not on the list, you may work with your agency's Program Coordinator and the school's principal or his/her designee to agree on your volunteer responsibilities. A Memorandum of Understanding (MOU) must be completed with the signature of the Principal and the Agency Administrator.
| Accounting for Your Time While Mentoring or Tutoring
|Travel Expenses||Travel expenses incurred while mentoring/tutoring (mileage, parking, etc.) are not reimbursable.|
|Workers' Compensation Coverage||In most cases, employees on excused absence while participating in Agency sponsored/sanctioned volunteer activities are covered by the 5 U.S.C. Chapter 81, "Compensation for Work Injuries." This means you could be covered by the Federal Employees Compensation Act (Workers Compensation) if injured while mentoring/tutoring.|
|Use of GOV's||
In accordance with the MRP Motor Vehicle Fleet Management Manual, transporting children and mentored students in government owned or leased vehicles (GOV's) is not allowed.
Instead, we recommend students be transported by vehicles owned or leased by their school district. You may transport students in your privately owned vehicle if you have gotten permission from the school and the student's parent or guardian.
Refer questions to your Agency's designated Mentoring/Tutoring Coordinator.
MRPHRD Employment Policy Branch will provide guidance in interpreting policy and procedures for employees participating in the program.
If you are sent on a temporary duty assignment (TDY) to an emergency program, you will be granted administrative leave (TC 66) in the amounts listed below upon your return from each TDY assignment.
Emergency program assignments typically last:
Note: The MRP administrative workweek is Sunday through Saturday. While at the TDY site, you will be provided an unpaid day(s) off within your rotational TDY assignment.
The administrative leave (TC 66):
The following chart provides examples of when the administrative leave would/not be granted. These are examples only and other scenarios are possible.
Note: The approving official must include a written statement with supporting documentation which is placed in the employee’s T&A file and must be maintained for six (6) years.
| Return to Civilian Employment for Activated Military Members
On November 14, 2003, President Bush granted five (5) days of administrative leave (TC 66) to employees returning to Federal civilian employment who were on active military duty in connection with:
To qualify for the administrative leave (TC 66), an employee must have been on active duty in support of GWOT for at least 42 consecutive days (See OPM's CPM 2008-21 dated 12/16/2008). An employee does not qualify for the administrative leave if:
The administrative leave:
| Draft Registration
Employees who are subject to the Military Selective Service Act:
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