DEPLOYED CIVILIANS OVERVIEW

Transcription

1 DEPLOYED CIVILIANS OVERVIEW Defense Finance and Accounting Service INDIANAPOLIS PAYROLL OFFICE Integrity - Service - Innovation

2 DEPLOYED CIVILIANS-TOPICS FOR DISCUSSION Pay Limitations Biweekly Annual Premium Annual Aggregate CENTCOM Foreign allowances Danger Pay Post Differential Imminent Danger Pay Leave Home Leave Travel compensatory time Rest and recuperation (R&R) 8/24/2015 Integrity - Service - Innovation 2

3 WHAT IS THE BI-WEEKLY PAY CAP? BI-WEEKLY PAY LIMIT BPL GS employees may receive certain types of premium pay in a pay period only to the extent that the aggregate of basic pay and premium pay for the pay period does NOT exceed the greater of the BIWEEKLY rate payable for GS15/10 (including locality), or Level V of the Executive Level. Who is eligible to have their BPL lifted? Any DOD civilian who s mission is in support of an emergency/contingency operation. What is required to authorize payroll to lift the BPL? Bi-weekly pay cap waiver 8/24/2015 Integrity - Service - Innovation 3 8/24/2015 Integrity - Service - Innovation 3

4 BI-WEEKLY PAY CAP WAIVER The waiver memorandum must include all of the following Agency letterhead Full name of the employee Social Security Number Date of deployment Date of return (if known) Deployment location or description of emergency/contingency employee is supporting Signature of Agency Commander/Director Title of authorizing signer 8/24/2015 Integrity - Service - Innovation 4 8/24/2015 Integrity - Service - Innovation 4

5 SAMPLE BI-WEEKLY PAY CAP WAIVER stdeployingcivilians.pdf 8/24/2015 Integrity - Service - Innovation 5

6 BI-WEEKLY PAY LIMITATIONS (BPL) Employees that are FLSA Non-Exempt are not subject to the Bi-weekly Premium Pay Limit (BPL). The BPL for an employee that has a Locality Adjustment is increased to include the employee s locality amount. Thus, all employees have their BPL set to the greater of the applicable GS15, Step 10 including locality; or GS15, Step10 taken from their Special Pay table (provided the table has a GS15/10 rate) or Executive Level 5. (Special pay tables are used when applicable.) If an employee s applicable 15/10 exceeds Executive Level 5, then the employee s BPL is set to Executive Level 4. (Level IV for 2015 $158, Level V for 2015 $148,700.00). 8/24/2015 Integrity - Service - Innovation 6 8/24/2015 Integrity - Service - Innovation 6

7 BI-WEEKLY PAY LIMITATIONS When an employee is subject to the BPL, the following Earning Type Codes are totaled * RA Regular Pay **CC Compensatory Time Callback (Overtime value) **CE Compensatory Time (Overtime value) ND Night Differential OZ Overtime (includes scheduled/unscheduled, etc) YK Tropical Differential ZE Sunday Premium ZF Holiday Premium ZM Availability Pay YT Annual Standby Premium YU Administratively Uncontrollable Overtime * RA earnings are included in the BPL Calculation, but they are NEVER cutback or deferred. ** Compensatory time is not included in BPL calculations for Title 32 Technicians (Employee Type Code V for National Guard) 8/24/2015 Integrity - Service - Innovation 7

8 BI-WEEKLY PAY LIMITATIONS If the total of these earnings exceed the applicable BPL, the system will cutback the earnings based on the earnings code/pay period day hierarchy (shown on prior screen), until the BPL is reached. Earnings that are cutback due to the BPL will have a code of CB in the Pay Detail History ID field. Earnings that are cutback due to the BPL are NEVER paid unless waiver is received which lifts the bi-weekly cap. The LU code would be displayed on the Master Employee Record. The type code and amount of earnings cutback by the BPL are displayed on the employees Exceeding Limitations Listing P6619R02 Report and the P6619R06 report. PRO uses these reports for research purposes only. For example, the LU in the Special Employee Indicator indicates that the employee has been authorized an emergency exception to the bi-weekly pay limit. 8/24/2015 Integrity - Service - Innovation 8 8/24/2015 Integrity - Service - Innovation 8

9 BI-WEEKLY PAY LIMITATIONS Bi-weekly pay caps are affected by compensatory time earned. Compensatory time is considered premium pay and therefore subject to the bi-weekly premium pay cap. The monetary value of compensatory time is calculated in the BPL at the time earned. This ensures it will not cause the biweekly earnings to exceed the pay cap. The monetary value of compensatory time is calculated in the biweekly pay cap at the rate it was earned, NOT paid. Once the biweekly pay cap has been lifted, the employee s regular earnings and premium pay are calculated under the annual premium pay limitations. (GS 15 step 10 per locality table) 8/24/2015 Integrity - Service - Innovation 9

10 WWW. OPM.GOV/OCA TO VIEW SALARIES AND WAGE TABLES Deployment regulations Pay tables 8/24/2015 Integrity - Service - Innovation 10

11 TABLES BASED ON EMPLOYEE S LOCALITY 8/24/2015 Integrity - Service - Innovation 11

12 GENERAL SCHEDULE AND LOCALITY PAY TABLES 8/24/2015 Integrity - Service - Innovation 12

13 HOURLY SALARY TABLE BASED ON LOCALITY 8/24/2015 Integrity - Service - Innovation 13

14 MASTER EMPLOYEE 8/24/2015 Integrity - Service - Innovation 14

15 PAY RATES AND APPOINTMENT 8/24/2015 Integrity - Service - Innovation 15

16 BI-WEEKLY LIMITATION, FLSA CODE - AGG/PRM/OT LMTS - SPL-EMP FIELDS 8/24/2015 Integrity - Service - Innovation 16

17 F10 - LOCALITY % 8/24/2015 Integrity - Service - Innovation 17

18 HISTORY (LEAVE, PAY, TIME) 8/24/2015 Integrity - Service - Innovation 18

19 SSN - PPE - OPTION MASTER PAY HISTORY 8/24/2015 Integrity - Service - Innovation 19

20 PAY HISTORY OZ LINE WITH CB CODE (CUTBACK) 8/24/2015 Integrity - Service - Innovation 20

21 BI-WEEKLY PAY CAP LIFTED 8/24/2015 Integrity - Service - Innovation 21

22 WHAT IS THE ANNUAL PREMIUM PAY LIMIT (APPL)? ANNUAL PREMIUM PAY LIMIT APPL: Agency may apply an annual pay cap to certain types of premium pay for any pay period for employees performing work in connection with an emergency or work critical to the mission of the agency. Employees may receive certain types of premium pay only to the extent that the total of basic pay and premium pay for the calendar year does NOT exceed the GS 15 step 10 the ANNUALIZED rate payable at the end of the calendar year. The Under Secretary of Defense (USD) is required to approve the waiver to increase the annual pay limitations per Calendar year and the individual departments are required to delegate funding. Once the USD authorization memo is released, eligible DOD employees are authorized to have their annual premium pay limit increased to the CY15 Vice-Presidential pay cap of $235, with no aggregate pay limitation. NOTE: Pending CY 15 authorization & delegation, the USD memo will be available at this same web address. : 8/24/2015 Integrity - Service - Innovation 22

23 WHAT IS THE ANNUAL PREMIUM PAY LIMIT? Continuation of National Emergency in Iraq Per memo CPM the President has declared national emergency with respect to the stabilization of Iraq. This country remains a Footnote N post through 5/22/15. Link to review entire memorandum can be located at : /24/2015 Integrity - Service - Innovation 23

24 ANNUAL PREMIUM PAY LIMIT (APPL) An employee that has a Special Employee Indicator of LU or a Premium Pay Limit Indicator not equal to space, has been authorized an exception to the Bi-weekly Premium Pay Limitation (BPL). When the exception to the BPL is granted, employees are then subjected to the Annual Premium pay limits (APPL). Once established, the APPL will remain in effect for the entire pay year. If the LU or Premium Pay Limit Indicator is removed on a subsequent action, then the application of the BPL will resume. An employee can have both BPL and the APL applied in the same pay period(s). 8/24/2015 Integrity - Service - Innovation 24

25 ANNUAL PREMIUM PAY LIMIT (APPL) If the BPL is lifted, the APPL will be set by multiplying the employee s normal Bi-weekly Premium Pay Limitation amount by the number of pay periods in the current pay year (usually 26, occasionally 27). Personnel will process a C for CENTCOM that will show on the employee's Pay Rates and Appointment screen under the AGG/PRM/OT LMTS. The C will show under the PRM portion of this field. The C will allow the individual to earn premiums over the annual limit up to the maximum salary set for the Vice President. For 2015 the VP salary is $235, /24/2015 Integrity - Service - Innovation 25

26 ANNUAL PAY CAP LIFT AND C FOR CENTOM 8/24/2015 Integrity - Service - Innovation 26

27 ANNUAL PREMIUM PAY LIMIT For employees with Premium Pay Limit Indicator not equal to space the following limits apply IDC APL 1 Executive Level 1 2 Executive Level 2 3 Executive Level 3 4 Executive Level 4 5 Executive Level 5 C CENTCOM-the value resides on the General Table $235,300 (2015) N No APL P Presidential Salary (the value resides on the General Table) V Vice Presidential Salary (the value resides on the General Table) 8/24/2015 Integrity - Service - Innovation 27

28 ANNUAL PREMIUM PAY LIMIT NOTE: The reduction is done on a daily basis starting with day 14, cutting back all eligible codes on day 14, then going to day 13, then day 12, and so on until the APPL is reached. Earnings that are cut back due to the APPL will have a code of CBE in the Pay Detail History ID field. These earnings are NEVER paid. The type code and amount of earnings cut back by the Annual Premium Pay Limit are displayed on the employees Exceeding Limitations Listing (P6619R02) Report. (PRO research tool only) Exception: CENTCOM locations. 8/24/2015 Integrity - Service - Innovation 28

29 PAY HISTORY SHOWING CBE 8/24/2015 Integrity - Service - Innovation 29

30 WHAT IS THE ANNUAL AGGREGATE LIMIT? ANNUAL AGGREGATE LIMIT AAL: GS employee may NOT receive the portion of any allowance, differential, bonus, award or other similar payment under Title 5, in any calendar year, when combined with basic pay and premium pay which would cause the employee s aggregate compensation to exceed the rate for level I of the Executive Schedule at the end of the calendar year. APPL vs. AAL: The APPL (& BPL) limits premium pay types based on the effective period when they should be paid, regardless of when the premium pay is physically paid. The AAL limits all pay types (except regular pay) received in a given pay year regardless of the effective period/year for which they should be paid. 8/24/2015 Integrity - Service - Innovation 30

31 AGGREGATE COMPENSATION (INCLUDED) Aggregate compensation is the total of Basic pay received as an executive branch employee or as a General Schedule employee in the legislative or judicial branch Premium pay under 5 U.S.C. chapter 53, subchapter IV Premium pay under 5 U.S.C. chapter 55, subchapter V Danger pay allowances under 5 U.S.C Post differentials under 5 U.S.C /24/2015 Integrity - Service - Innovation 31

32 AGGREGATE COMPENSATION (INCLUDED) Incentive awards and performance-based cash awards under 5 U.S.C. chapters 45 and 53 Lump-sum payments in excess of the aggregate limitation of pay as required by 5 CFR Physicians' comparability allowances under 5 U.S.C Recruitment and relocation incentives under 5 U.S.C and retention incentives under 5 U.S.C /24/2015 Integrity - Service - Innovation 32

33 AGGREGATE COMPENSATION (INCLUDED) Post differentials based on environmental conditions for employees stationed in non foreign areas under 5 U.S.C. 5941(a)(2) Supervisory differentials under 5 U.S.C and similar payments authorized under title 5, United States Code, excluding: Continuation of pay under 5 U.S.C Extended assignment incentives under 5 U.S.C /24/2015 Integrity - Service - Innovation 33

34 AGGREGATE COMPENSATION (EXCLUDED) Excluded from Aggregate compensation Back pay awarded to an employee under 5 U.S.C because of an unjustified personnel action Lump-sum payments for accumulated and accrued leave upon separation under 5 U.S.C or 5552 Non foreign area cost-of-living allowances under 5 U.S.C. 5941(a)(1) Overtime pay under the Fair Labor Standards Act of 1938, as amended, and 5 CFR part 551 Severance pay under 5 U.S.C Student loan repayments under 5 U.S.C /24/2015 Integrity - Service - Innovation 34

35 DCPS AGG/PRM/OT LMTS FIELDS Aggregate Limit Indicator This indicator will be allowed on all pay plans and will set the Aggregate Limit in DCPS to an amount higher than Executive Level V. The valid values are: Blank, V, P and N. Blank = Current Logic V = Vice President Limit P = President Title 3 Max N = No Limit (Effective with Release 10-4) 8/24/2015 Integrity - Service - Innovation 35

36 DCPS AGG/PRM/OT LMTS FIELDS Overtime Computation Indicator (NSPS Only) This indicator will be used for Y* pay plans to determine the way DCPS will compute the Overtime Rate. Valid values are: Blank or N. Blank = Current Logic N = No Limitation full 1 ½ times hourly rate regardless of FLSA value 8/24/2015 Integrity - Service - Innovation 36

37 PAY HISTORY SHOWING CBA (DEFERRED) 8/24/2015 Integrity - Service - Innovation 37

38 PAYMENT OF EXCESS AMOUNTS An agency must pay the amounts that were deferred, due to exceeding the applicable aggregate limitation, as a lump-sum payment at the beginning of the following pay year, except: If a lump-sum payment causes an employee's estimated aggregate compensation to exceed the applicable aggregate limitation for the current pay year. In this case, an agency must consider only the employee's basic pay expected to be paid to determine the extent of the lump-sum payment that may be paid. An agency must defer all other payments in order to pay as much of the lump-sum amount as possible. Any deferred payments, including any portion of the lump-sum excess amount that was not payable, are payable at the beginning of the next calendar year. 8/24/2015 Integrity - Service - Innovation 38

39 PAYMENT OF EXCESS AMOUNTS If an employee transfers to another agency, the gaining agency is responsible for making any lump-sum payment to the employee. The previous employing agency must provide a fund transfer to the gaining agency equal to the cost of the lump-sum payment. Under the following conditions an agency must pay any amount that was deferred because it was in excess of the applicable aggregate limitation, regardless of the calendar year limitation. If an employee dies, the agency must pay the entire excess amount as part of the settlement of accounts. If an employee separates from the Federal service, the employing agency must pay the entire excess amount following a 30-day break in service. 8/24/2015 Integrity - Service - Innovation 39

40 READING AND WEBSITE REFERENCES 5 U.S.C. DODFMR Volume 8, Chapter 3, Page 2, Paragraph DCPS CSR Manual, Section G Dictionary/Glossary for indicator codes Facts sheets Pay caps Fair Labor Standard Act (FLSA) NOTE: Pending CY 15 authorization & delegation, the USD memo will be available at this web address. : 8/24/2015 Integrity - Service - Innovation 40

41 FOREIGN ENTITLEMENTS What entitlements are authorized while deployed? What type of orders are they deployed under? TDY, PCS or TCS? How to access these rates in DCPS What information should be included on the SF-1190 What is the importance of the Addendum A? SF-1190 submission Regulatory guidance 8/24/2015 Integrity - Service - Innovation 41

42 TDY VS. PCS OR TCS Temporary Duty (TDY) Most common type of deployment orders Days covered by orders: Why is this important? Eligibility use date for foreign post differential Eligibility to earn home leave Eligibility for R&R Permanent Change in Station (PCS)/Temporary change in station (TCS) Additional entitlements Do they have family domiciled on post? Deployed to footnote N post Eligibility differences Storage of household goods 8/24/2015 Integrity - Service - Innovation 42

43 REMEMBER The entitlement or entitlement amounts are provided by the Personnel Office. The Payroll Office is not authorized to add, change or delete any entitlements without Personnel intervention. Per Workaround , Submit Remedy ticket under title Foreign Allowances-Other to have Post Differential/Danger pay deleted from Permanent record. Eligibility conditions are identified within the workaround. NOTE: If offline audit is required, assure all SF-1190 s and the Addendum-A are attached to the Remedy ticket for the entire period of deployment including all R&R trips. 8/24/2015 Integrity - Service - Innovation 43

44 POST DIFFERENTIAL AND DANGER PAY FORMULA 8/24/2015 Integrity - Service - Innovation 44

45 ANNUAL SALARY FROM THE PAY RATE AND APPOINTMENT SCREEN 8/24/2015 Integrity - Service - Innovation 45

46 CALCULATION OF POST DIFFERENTIAL OR DANGER PAY Annual amount $126, (salary) / 2087 (# hours) = $60.49 Hourly rate = $60.49 $60.49 X 35% (allowance %) = $21.17 PH Post Diff or Danger Pay Hourly Rate = $21.17 PH Daily rate would be $21.17 PH x 8 HRS = $ Biweekly payment = $21.17 X 80 HRS = $ NOTE: Post Differential and Danger pay are compensated based on work schedule. 10 days vs. 14 days. (80 HRS) 8/24/2015 Integrity - Service - Innovation 46

47 MASTER PAY HISTORY - F2 UNTIL YOU SEE THE YG OR YR CODE 8/24/2015 Integrity - Service - Innovation 47

48 SF-1190 SF-1190 is the source document to authorize foreign entitlements Processed by personnel to interface with DCPS payroll system When to submit SF1190 & Addendum to payroll Only if requested by payroll for Aggregate pay audits 8/24/2015 Integrity - Service - Innovation 48

49 SF-1190 FORM 8/24/2015 Integrity - Service - Innovation 49

50 SF-1190 FORM 8/24/2015 Integrity - Service - Innovation 50

51 SF-1190 FORM 11NIE NOTE: POST DIFFERENTIAL AND DANGER PAY BOXES MUST BE CHECKED. IF ELIGIBLE FOR IMMINENT DANGER PAY, BOX 652G MUST ALSO BE MARKED. 8/24/2015 Integrity - Service - Innovation 51

52 SF-1190 ADDENDUM 8/24/2015 Integrity - Service - Innovation 52

53 IMMINENT DANGER PAY Some areas in Kuwait are eligible for Imminent danger pay (IDP). IDP is calculated as a daily rate and paid on a monthly basis. Daily rates are determined by dividing the monthly amount (max $225.00) by the number of days in the month. Employees cannot receive both IDP and Post differential (PD) at the same time. Civilians in Kuwait are entitled to IDP during the first 42 days in theater while awaiting PD eligibility. Reference DSSR 652(g). Note Kuwait s Post differential contains an entitlement for Political violence credit which disqualifies payment of IDP and PD at the same time. The DSSR chapter 600 contains listing of countries that don t include this credit and eligible for both payments 8/24/2015 Integrity - Service - Innovation 53

54 REFERENCES OPM PAY TABLES /24/2015 Integrity - Service - Innovation 54

55 OVERSEAS ENTITLEMENTS ARE UNDER THE STATE DEPARTMENT REGULATION (DSSR) 8/24/2015 Integrity - Service - Innovation 55

56 LEAVE Home leave Travel compensatory time Rest and recuperation (R&R) 8/24/2015 Integrity - Service - Innovation 56

57 HOME LEAVE 15 days of Home Leave are available to employees deployed to Iraq or Afghanistan via TCS or TDY upon completion of 12 consecutive months (360 days). The 12 month period may consist of a series of assignments, as long as the period is continuous. Meeting the 12-month (360 day) requirement from one tour does NOT automatically qualify an employee to accrue home leave for a 2 nd tour. 6 months in USAREUR followed immediately by 6 months in Iraq satisfies the 12-month requirement 18-month 1 st tour, 3-month break, and 6-month 2 nd tour. Only entitled to home leave for 1 st tour, NOT 2 nd tour. Employee must apply on SF-1190 in the Remarks section to receive home leave For use only in CONUS or US territories Must return from CONUS after using home leave 8/24/2015 Integrity - Service - Innovation 57

58 THE SF-1190 AND ADDENDUM 8/24/2015 Integrity - Service - Innovation 58

59 TRAVEL COMPENSATORY TIME Travel compensatory time is authorized while on official orders Note: R&R is leave and NOT eligible to earn travel compensatory time. 8/24/2015 Integrity - Service - Innovation 59

60 TRAVEL COMPENSATORY TIME Creditable Travel To be creditable under this provision, travel must be officially authorized. In other words, travel must be for work purposes and must be approved by an authorized agency official or otherwise authorized under established agency policies. For the purpose of compensatory time off for travel, time in a travel status includes: Time spent traveling between the official duty station and a temporary duty station NOTE: Waiting in a hotel room, meal breaks or sleeping in tents while awaiting the next flight are not authorized waiting periods. 8/24/2015 Integrity - Service - Innovation 60

61 TRAVEL COMPENSATORY TIME The employing agency has sole and exclusive discretion to determine what is creditable as usual waiting time. An extended waiting period, an unusually long wait during which the employee is free to rest, sleep, or otherwise use the time for his or her own purposes, is not considered time in a travel status. **PLEASE NOTE: Travel within Theater from one Forward Operating Base (FOB) to another is NOT official travel and should not be coded as Travel compensatory time without supporting travel orders. 8/24/2015 Integrity - Service - Innovation 61

62 REST AND RECUPERATION (R&R) R&R leave is a privilege, not an entitlement. Participation is determined by the unit Commander, subject to operational and mission constraints. Eligibility to participate Deployed to an area that is restricted or designated for hostile fire or imminent danger pay Area where leave programs are restricted for reasons of military necessity The following contingency locations are authorized to participate in the USCENTCOM R&R leave program prior to 6/1/14. Afghanistan, Bahrain, Djibouti, Iraq, Jordan, Kuwait, Kyrgyzstan, Oman, Pakistan, Qatar, Saudi Arabia, Somalia, Syria, Tajikistan, Uzbekistan, United Arab Emirates and Yemen. NOTE: effective 6/1/14 only members who are deployed to a Footnote N post of Iraq or Afghanistan are eligible for R&R. 8/24/2015 Integrity - Service - Innovation 62

63 R&R ELIGIBILITY Eligibility to take leave begins after completion of the first 60 days in theater and ends prior to the final 60 days. Footnote N posts only Iraq and Afghanistan Travel orders less than 180 days, not eligible for R&R program Travel orders of 180 days but less than 365, allows for 1 R&R leave Travel orders of 365 days plus allows for up to 3 R&R leave Maximum days per R&R allowed for excused absence = 10 Maximum days authorized per year = 20 Maximum days outside of AOR allowed = 21 **PLEASE NOTE: Employees who travel on R&R must be in a leave status for the entire trip. If R&R is used in conjunction with TDY, orders must substantiate and SF-1190 requires annotation stating For the convenience of the government. 8/24/2015 Integrity - Service - Innovation 63

64 R&R ELIGIBILITY All other posts are eligible for 1 R&R trip of 10 days excused absence if their travel orders reflect 365 or more days in-theater. If R&R extends beyond 14 consecutive days the post differential eligibility is lost and employee will be required to complete additional 42 consecutive days with no retroactive payment to first day of detail. Employee must be in a leave status the entire time regardless if awaiting transportation to their assigned duty station. Timecards should be coded LV and use of personal leave is required in excess of 10 days. Non-duty days are excluded. final%20-%20jan%20%2011.pdf 8/24/2015 Integrity - Service - Innovation 64

65 QUESTIONS 8/24/2015 Integrity - Service - Innovation 65