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Payroll Services Letter 05-01.1: Advanced Sick Leave Requests

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Payroll Services Letter 05-01.1: Advanced Sick Leave Requests

Number: PS05-01.1

Date: April 17, 2005 (Revised May, 2008)

Subject: Advanced Sick Leave Requests

Category: Leave


Reference: PS05-01, Subject: Advanced Sick Leave Requests dated April 17, 2005. PS05-01.1 supersedes PS05-01. Please replace that letter with this one.

Purpose
This letter describes procedures for submitting notifications of advanced sick leave approvals to the Payroll Services Division (PSD).

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Unless designated as Peregrine users, HHS Timekeepers must forward approvals for advanced sick leave to their Human Resource (HR) Center Payroll Liaison, who will enter a Peregrine ticket. Timekeepers designated as Peregrine users will enter a Peregrine ticket as described below.

The DFAS Defense Civilian Pay System (DCPS) maintains advanced sick leave balances and requires that the number of approved hours be entered in DCPS by the Payroll Customer Service Team prior tosubmission of the T&A data. The Advanced Sick Leave balance MUST be in DCPS in order for the employee to be able to use Advanced Sick Leave.

It is the responsibility of Timekeepers to be sure that the request for advanced sick leave is properly authorized and submitted to the Payroll Liaison. The notification must include the following information:

  • Employee name
  • SSN
  • Date effective (THE FIRST DAY OF THE FIRST PAY PERIOD THE EMPLOYEE IS ELIGIBLE TO USE ADVANCED SICK LEAVE).
  • Number of hours authorized
  • A "not to exceed" date for use of the advanced sick leave (THE LAST DAY OF THE LAST PAY PERIOD THE EMPLOYEE IS ELIGIBLE TO USE ADVANCED SICK LEAVE)

Payroll Liaisons or designated timekeepers must include the above information in a Peregrine ticket and send it to their Payroll Customer Service Team. There is a specific category/subcategory combination for this purpose in Peregrine – Category: LEAVE Subcategory: ADV/REST LEAVE (Advanced/Restored Leave).

Again, please note that the advanced sick leave hour balance must be entered in DCPS before the hours will be accepted when processing the T&A. Notifications of advanced sick leave approvals for the current pay period must be received in PSD no later than close of business Wednesday, the second week of the pay period.

If advanced sick leave notifications are not received in PSD on time, DCPS will convert the hours based on the DFAS Leave Conversion Table and the employee's available leave balances, i.e., the advanced sick leave will convert to annual leave, compensatory, credit hours or leave without pay. The leave and earnings statement will show the leave charged accordingly. Also, Payroll Liaisons will receive a "Conversion of Hours" report that lists leave that was converted for employees. For further information on leave conversion, see the Payroll Services Letter entitled "Biweekly Payroll Process."

Payroll Liaisons should review the leave conversions and report any discrepancies to their Payroll Customer Service Team.

PSD can accept and process notifications of advanced sick leave approvals for previous pay periods and adjustments will be made to the employee records.

For further assistance or for questions regarding the information in this letter, please contact your Payroll Customer Service Team.