Supervisor’s
Responsibility
The supervisor’s responsibility includes
ensuring compliance with guidelines found
in the Time and Attendance Handbook (F-21)
which are the following:
• Identify and correct clock
ring errors and discrepancies to ensure
employees are properly compensated
• Control access to
timecards and badges for employees
• Administer the leave
program (ELM chapter 5) in accordance with
policy and bargaining unit agreements
• Inform employees of leave
balances
• Approve/disapprove
requests for leave
• Record leave in the
timekeeping system
• Make and monitor higher
level assignments and document as
appropriate
• Ensure that employees are
paid out-of-schedule premium when
appropriate.
• Monitor payment of
guarantee time to ensure that employees are
properly compensated
• Ensure that Sunday and
holiday premiums are paid correctly
• Ensure that employees are
paid for holiday work and holiday leave, if
applicable
What documentation is
required?
The most frequently used forms to accomplish these
roles include:
3971 Notification of
Absence (advice: fill out form in
duplicate)
1723 Work Assignment Order
(form should be completed before start of
assignment)
1260/1261 Non-Transactor
Report (paper timecard)
3189 Temporary change of
assignment for personal convenience
TACS reports
There are numerous TACS reports that will
help employees and stewards with time and
attendance issues. Some of the most helpful
reports:
•
Employee All (ETC
everything Report)
• Missing Time Report
• Clock Ring Error (CRE)
Report
• Daily Hours Report
• Overtime Alert (A must
when investigating Overtime Bypass
grievance)
• Hours Type Inquiry
What is a pay
adjustment?
Pay adjustments are the actions taken to
correct employees’ pay when they are not
properly compensated for hours worked or
leave taken.
What are some types of pay
adjustments?
Higher Level
Grievances
Premium pay
Leave
Guarantee Time
Overtime
What documentation is
required?
Form 2240, Pay Adjustment
Locally required documents to justify the
adjustment (i.e. copy of pay stub and
employee’s clock rings)
Holiday scheduling
premium
A holiday scheduling premium must be paid
when the holiday schedule is not posted in
accordance with national agreements. This
premium is equal to 50 percent of the
amount paid to eligible employees for time
actually worked on a holiday or on the
employee’s designated holiday (except
Christmas).
A full-time regular bargaining unit
employee required or volunteering to work
on a holiday or designated holiday receives
holiday scheduling premium if the schedule
is not posted as of Tuesday preceding the
service week in which the holiday falls.
This premium may not exceed 8 hours and is
in addition to both holiday leave pay and
holiday-worked pay.
Who gets holiday
leave?
Pay Status:
Employees must be in a pay status either
the last scheduled hour before or the first
scheduled hour after the holiday to receive
holiday leave pay.
Eligible employees:
• Full-time employee’s receive holiday
leave
• Part-time regular employees, including A–E
postmasters normally scheduled to work at
least 5 days per service week are eligible
for holiday leave pay for a number of hours
equal to their regular daily work
schedule
• Part-time regular employees who are
normally scheduled to work less than 5 days
per service week are ineligible, unless the
holiday falls on a scheduled workday
• Part-time flexible employees are not
eligible for holiday leave; however, an
additional pay factor is built into their
basic hourly rates to compensate for
holidays
• Casual, temporary, and transitional
employees are not eligible for holiday
pay
Holiday worked pay
In addition to holiday leave, eligible
employees are paid their basic hourly
straight time rate for up to eight hours
worked on a recognized holiday.
Christmas worked pay
Eligible employees are paid an additional
50% of their regular hourly straight time
rate for up to eight hours worked on
Christmas day or the day designated as the
employee’s Christmas holiday. Work
performed beyond eight hours is treated as
overtime for bargaining unit employees. The
Christmas-worked premium is not paid for
overtime hours.
More information can be found
in:
F-21
ELM Chapter 5
F-401
