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Leave


 

 
   

 

Vacation Leave

Vacation leave is calculated by multiplying the total number of hours paid by .0577, accrued to a maximum of 160 hours. Example, if enrollee works 80 hours/pay period, the total hours accrued for vacation leave each pay period would be 4.6 hours (approximately 15 days/year).  

Unused vacation leave may be accrued to a maximum of 160 hours. Once the 160 hours maximum has been reached, no further vacation leave will accrue until the balance falls below the 160 hours maximum.

The enrollee's annual Individual Holiday is separate from Vacation Leave.

Vacation leave cannot be paid in advance.

Vacation leave hours are non-worked hours and will not be included in any overtime pay calculations.

The enrollee's paycheck stub reflects the available balance of vacation leave as of the end of that pay period.

The Monitor must approve, in advance, any vacation requests.

The code "VACATION" should be entered under the "PAY CODE" column on the timesheet, and the hours entered under the "HOURS" column in the ADP Workforcenow timesheet system.

Sick Leave

Sick leave is calculated by multiplying the total number of hours paid by .0462, accrued to a maximum of 160 hours. For instance, if you work 80 hours/pay period, the total hours accrued for sick leave each pay period will be 3.6 hours (approximately 12 days/year). Sick leave is paid only for medical purposes for enrollees themselves or to attend to an immediate family member. The enrollee's paycheck stub reflects the available balance of sick leave.

  • Call the Monitor within 2 hours of starting time, when absent or late.
  • Call each day of absence. When absent for 3 or more consecutive days without calling in, separation proceedings may be initiated.
  • Submit a doctor's release by faxing it to your NOWCC Field Office when absent for 5 days or more.

Sick leave hours are non-worked hours and will not be included in any overtime pay calculations.

The code "SICK" should be entered under the "PAY CODE" column on the timesheet, and the hours entered under the "HOURS" column.

Immediate family includes spouse, children, daughter/son-in-law, parent, sibling, sister/brother-in-law, grandparent, grandchildren, mother/father-in-law, stepparent, stepsiblings, stepchildren, step grandchildren and domestic partners.

Holiday Leave

The following are the official holidays to be observed by the NOWCC SEE Program Enrollees for 2021

Day Date Holiday
Friday January 1, 2021 New Years Day
Monday January 18, 2021 Martin Luther King, Jr. Birthday
Monday February 15, 2021 Washington's Birthday
Monday May 31, 2021 Memorial Day
Friday June 18, 2021*** Juneteenth
Monday July 5, 2021* Independence Day
Monday September 6, 2021 Labor Day
Monday October 11, 2021 Columbus Day
Thursday November 11, 2021 Veterans Day
Thursday November 25, 2021 Thanksgiving Day
Friday December 24, 2021** Christmas Day

 

 

 

 

 

 

 

 ***Juneteenth, June 19th is observed on Friday, June 18th

 *Independance Day, July 4th is observed on Monday, July 5th.

 **Christmas Day, December 25th is observed on Friday, December 24th.  

  • Enrollees receive holiday pay as a fringe benefit, even if they are not regularly scheduled to work on that day.
  • Holiday leave hours must always be claimed on the date of the holiday.
  • SEE Enrollees are not permitted to work on authorized holidays.

An Enrollee must be in "Active Pay Status" during the pay period in which the holiday falls to be eligible for payment. An Enrollee's "Active Pay Status" is verified by a time sheet with paid hours (i.e., work, vacation, sick, individual holiday, jury duty, bereavement).

Exceptions

  • New enrollees whose first time sheet reflects a start date after a holiday will not be paid for the holiday.
  • Separated enrollees whose last time sheet reflects a last working day prior to a holiday will not be paid for the holiday.

Calculating Holiday Pay

Enrollees will receive calculated holiday hours on the date of the holiday, even if the holiday occurs on their regular day off. 

Holiday leave is calculated by dividing an enrollee's authorized hours per pay period by 10 and rounding up to the next quarter hour. (Please see chart for examples.)

Authorized Hours per Pay Period Calculated Holiday Hours
80 8.00
70 7.00
64 6.50
60 6.00
48 5.00
40 4.00
36 3.75
32 3.25
16 1.75

The code "HOLIDAY" should be entered under the "PAY CODE" column on the e-timesheet when using Holiday leave, and the hours entered under the "HOURS" column.

Holiday leave hours must always be claimed on the date of the holiday. When an enrollee must work/travel on a holiday, the e-timesheet should reflect both holiday and work/travel hours on the same date. For example, to report 6 hours of Holiday leave and 3 hours of travel on the same day, enter 6 under the "HOURS" column on the first line for that day, and enter "HOLDAY" under the "PAY CODE" column.  Then on the second line for that day enter 3 under the "HOURS" column and leave the "PAY CODE" column blank.

A maximum of 8 hours will be paid for a holiday. If an enrollee's approved schedule is 10 hours per day, 4 days per week, only 8 hours of holiday leave should be recorded on the e-timesheet. Enrollees may add two hours of vacation leave to the holiday to reach their normal 10 hours (optional).  

If holiday occurs on a day the enrollee is not normally scheduled, it may count as extra hours or the enrollee can adjust their hours during that week (with advanced monitor approval). 

 

Holiday hours are non-worked hours and will not be included in any overtime pay calculations.

One Individual Holiday Per Calendar Year

One Individual Holiday is available to an enrollee each calendar year, in addition to the other 10 holidays. It must be used in the current calendar year and may not be carried over to another calendar year.

Individual Holiday hours must be taken during as one full day and may noe be split amongst several days. The amount of Individual Holiday leave available is calculated in the same way as holiday leave.

The Individual Holiday should be approved in advance by the Monitor in writing.

If a government shutdown occurs at the end of the calendar year, the Individual Holiday policy will be reviewed.

The code "INDIV HOLIDAY" should be entered under the "PAY CODE" column on the e-timesheet when using the Individual Holiday, and the hours entered under the "HOURS" column. 

Jury Duty Leave

Up to 10 days leave may be granted per jury service. Jury Duty Leave should only be used for regularly scheduled working days. For example, an enrollee regularly scheduled to work 6 hours on Mondays and who is called for jury duty on a Monday will only be paid for 6 hours.

Your Monitor must be informed when you are notified that you must serve on jury duty.

Jury duty hours are non-worked hours and will not be included in any overtime pay calculations.

The code "JURY" should be entered under the "PAY CODE" column on the e-timesheet, and the hours entered under the "HOURS" column.

Jury duty hours must always be claimed on the date of the jury duty. When an enrollee both attends jury duty and works (or travels for work) on the same day, the Time and Attendance Report should reflect both jury duty and work hours on the same date. For example, to report 6 hours of Jury Duty and 3 hours of travel/work on the same day, enter 6 under the "HOURS" column on the first line for that day, and enter "JURY" under the "PAY CODE" column.  Then on the second line for that day enter 3 under the "HOURS" column and leave the "PAY CODE" column blank.

Written evidence of jury service must be sent to NOWCC payroll department before any payment will be released. Court remuneration for jury service may be kept by the enrollee.

Leave Without Pay

Up to thirty (30) business days of Leave Without Pay may be approved in a calendar year by the monitor. A copy of this approval should be sent to the NOWCC Field Office.

Leave Without Pay hours are non-worked hours and will not be included in any overtime pay calculations.

The code "LWOP" should be entered under the "PAY CODE" column on the e-timesheet when reporting Leave Without Pay, and the normally scheduled hours must be entered under the "HOURS" column. Do not enter zeros ("0") under the "HOURS" column.  The e-timesheet system does not accept zeros.

Bereavement Leave

Bereavement leave up to 3 consecutive, regularly scheduled working days may be granted upon the loss of a spouse, children, daughter/son-in-law, parent, sibling, sister/brother-in-law, grandparent, grandchildren, mother/father-in-law, step parents, step siblings, step children, step grandchildren and domestic partner. 

Bereavement leave hours are non-worked hours and will not be included in any overtime pay calculations.

The number of authorized hours for that day should be entered in the Hours column and the code "BEREAV" should be selected in the "PAY CODE" column on the timesheet. The name and relationship of the deceased must be recorded on your timesheet in the Notes section before leave payment will be released.

Family and Medical Leave

The NOWCC SEE Program will follow the Federal Family and Medical Leave Act (FMLA) unless an enrollee is assigned in a state that has a more liberal law. In these cases, the NOWCC SEE Program will follow the more liberal state law.

The FMLA entitles eligible enrollees to take job-protected, unpaid leave for specified family and medical reasons. Eligible enrollees are entitled to:

  • Twelve work weeks of leave in a 12-month period for:
    • Birth and care of the enrollee's child, within one year of birth
    • Placement with the enrollee of a child for adoption or foster care, within one year of placement
    • Care of an immediate family member (spouse, child, parent) who has a serious health condition
    • For the enrollee's own serious health condition that makes the enrollee unable to perform the essential functions of his or her job
    • Any qualifying exigency arising out of the fact that the enrollee's spouse, son, daughter, or parent is on active duty or has been notified of an impending call or order to active duty in the U.S. National Guard or Reserves in support of a contingency operation.
  • Twenty-six work weeks of leave during a single 12-month period to care for a covered service member with a serious injury or illness if the enrollee is the spouse, son, daughter, parent, or next of kin of the service member (Military Caregiver Leave)

Eligibility requires enrollment in the NOWCC SEE Program for a minimum of one year AND at least 1250 duty hours worked during the 12 month period immediately preceding the request for leave.

Requesting family and medical leave requires enrollees to submit a written request, which includes justification, to the NOWCC SEE Program Field Office with a copy to the Monitor. Certification may be required as permitted by the FMLA.

E-Timesheets must be submitted during family and medical leave for accurate record-keeping purposes. The number of authorized hours for that day should be entered in the "HOURS" column (the electronic timesheet system will not accept zeros), and sick, vacation (VACATION), or leave without pay (LWOP) should be selected in "PAY CODE" column on the timesheet.

Sick and vacation leave (if available) must be used concurrently during the time off for family and medical leave. Once sick and vacation leave have been depleted, the remainder of FMLA is unpaid.

Health Insurance, for those enrollees covered under the NOWCC SEE Program group health care plan, will continue to be paid.

Failure to return to the NOWCC SEE Program assignment at the end of the family and medical leave period may prompt NOWCC to initiate separation procedures.

Family and Medical Leave hours are non-worked hours and will not be included in any overtime pay calculations.

 

EPA Closures, Late Openings and Early Dismissals

SEE Enrollees must follow the guidance of their designated EPA facility for closures, late arrivals or early dismissals. In the event of an official EPA-designed closure, late arrival, or early dismissal (including early realease for federal holidays), enrollees are eligible to receive their regular pay for the hours of closure only if working that day.  NOWCC does not have an administrative leave code, therefore, please record this time as Regular hours on your timesheets.