FOREST SERVICE HANDBOOK WASHINGTON FSH 6109.11 - PAY ADMINISTRATION, ATTENDANCE AND LEAVE HANDBOOK Amendment No. 6109.11-95-3 Effective October 13, 1995 POSTING NOTICE. Amendments are numbered consecutively by Handbook number and calendar year. Post by document name. Remove entire document and replace with this amendment. Retain this transmittal as the first page of this document. The last amendment to this Handbook was Amendment 6109.11-95-2 to 6109.11,10 Contents. Superseded New Document Name (Number of Pages) 6109.11,19 - 17 !!ID 6109.11-94-1 13 - Digest: 19 - 19.54 - Adds new sections that revise and incorporate direction formerly in interim directive (ID) 6109.11-94-1 concerning premium pay for administratively uncontrollable overtime (AUO). This direction applies to Law Enforcement Officers who are required to perform substantial amounts of irregular overtime where the employees are responsible for recognizing, without supervision, circumstances which require them to remain on duty. Such employees include both those who are covered by and those who are exempt from provisions of the Fair Labor Standards Act (FLSA). This amendment substantially revises the procedures for approval, calculation, reporting, and documentation of AUO formerly in the ID. The amendment also removes references to coverage of Special Agents for AUO; Special Agents are subject to Availability Pay (5 U.S.C. 5545a, 5 CFR 150.181) only, beginning October 1994. 19.22d - Adds the process to be followed when Law Enforcement Officers who are receiving AUO are called to emergency incident assignments. 19.52 - 19.53 - Revises the samples previously contained in ID 6109.11-94-1 for Form FS-6100-31, Record of Administratively Uncontrollable Overtime (ex. 01, sec. 19.52a), and Form FS-6100- 32, Quarterly Computation for Administratively Uncontrollable Overtime (AUO) Pay Rate (ex. 01, sec. 19.53). JACK WARD THOMAS Chief FSH 6109.11 - PAY ADMINISTRATION, ATTENDANCE AND LEAVE HANDBOOK WO AMENDMENT 6109.11-95-3 EFFECTIVE 10/13/95 19 - PREMIUM PAY FOR ADMINISTRATIVELY UNCONTROLLABLE OVERTIME FOR LAW ENFORCEMENT OFFICERS. Payment of administratively uncontrollable overtime in the Forest Service is limited to eligible, approved Law Enforcement Officers. 19.01 - Authority. Under Title 5, United States Code, section 5545(c)(2) (5 U.S.C. 5545(c)(2)), the Secretary of Agriculture may authorize an employee to receive premium pay for administratively uncontrollable overtime (AUO). This authority has been delegated to the Chief (sec. 19.04 and FSM 6104.1, ex. 01). Title 5, Code of Federal Regulations, section 550.151 (5 CFR 550.151) contains the implementing regulation for AUO. 19.03 - Policy. Ensure that eligible Law Enforcement Officers (sec. 19.1 - 19.3) receive premium pay for administratively uncontrollable overtime in accordance with provisions of 5 U.S.C. 5545(c)(2) and 5 CFR 550.151 when they are required to perform substantial amounts of irregular overtime and must be responsible for recognizing, without supervision, circumstances which require them to remain on duty. 19.04 - Responsibility. For further direction on law enforcement responsibilities and organization, see FSM 5300. 19.04a - Chief. The Chief has authority to approve administratively uncontrollable overtime (sec. 19.01) and has delegated this authority to the Director for Law Enforcement and Investigations, Washington Office (sec. 19.04c), and the Regional Special Agents in Charge (sec. 19.04g). The Chief, who has overall responsibility for the law enforcement program, is also responsible for oversight and management review of AUO, except for specific reviews as provided in FSM 1410 and section 19.06. 19.04b - Deputy Chief for Administration. The Deputy Chief for Administration has responsibility for including review of AUO processing and payments in the Deputy Chief's reviews (sec. 19.06). 19.04c - Director, Law Enforcement and Investigations Staff, Washington Office. The Director for Law Enforcement and Investigations has the responsibility for: 1. Ensuring the accuracy of records concerning AUO hours worked by subordinate employees in the Washington Office; 2. Reviewing and approving AUO rates for individual subordinate employees in the Washington Office and Regional Special Agents in Charge; and 3. Approving determinations to initiate, discontinue, or change the AUO rate on a quarterly basis. 19.04d - Director, Fiscal and Accounting Services Staff, Washington Office. The Director for Fiscal and Accounting Services has the responsibility to ensure that AUO is included in compliance and internal control reviews that address payments (FSM 1414). 19.04e - Director, Personnel Management Staff, Washington Office. The Director of Personnel Management has the responsibility to ensure that AUO is included in personnel management evaluation reviews of payroll payments (FSM 1414). 19.04f - Law Enforcement Officers. It is the responsibility of Law Enforcement Officers who are eligible to receive premium pay for AUO to: 1. Recognize, without supervision, compelling circumstances which require them to remain on or return to duty. 2. Maintain accurately on a daily basis Form FS-6100-31, Record of Administratively Uncontrollable Overtime (sec. 19.52a, ex. 01); and submit this completed form to the supervisor each pay period with the completed Form FS-6100-11, Time and Attendance Record. 3. Complete and submit Form FS-6100-32, Quarterly Computation for Administratively Uncontrollable Overtime (AUO) Pay Rate (sec. 19.53, ex. 01), to their supervisor for approval and submission to the servicing personnel office in sufficient time for the AUO percentage to be entered effective with pay periods 1, 7, 14, and 21. 19.04g - Regional Special Agents in Charge. The Regional Special Agents in Charge have the responsibility for: 1. Ensuring the accuracy of records concerning AUO hours worked by subordinate employees; and 2. Reviewing and approving AUO rates for individual subordinate employees. 19.04h - Supervisory Law Enforcement Personnel. In addition to the responsibilities in section 19.04f, the Supervisory Law Enforcement Personnel have the responsibility for: 1. Ensuring the accuracy of records concerning AUO hours worked by subordinate employees; 2. Reviewing and approving of AUO rates for individual subordinate employees on a quarterly basis; and 3. Completing and submitting Form FS-6100-32, Quarterly Computation for Administratively Uncontrollable Overtime (AUO) Pay Rate (sec. 19.53, ex. 01), to the servicing personnel office in sufficient time for the AUO percentage to be entered effective pay periods 1, 7, 14, and 21. If Form FS-6100-32 is not submitted in a timely manner, the supervisor must ensure that the employee is fully compensated when the completed Form FS-6100-32 is received. 19.04i - Personnel Officer. The Personnel Officer at the Law Enforcement and Investigations servicing personnel office is responsible for: 1. Providing advice to management on the use of AUO; 2. Providing technical assistance on procedures to managers and employees; 3. Processing the Form SF-52, Request for Personnel Action, to initiate, terminate, or change the rate of an employee's AUO as documented on the completed, approved Form FS-6100-32, Quarterly Computation for Administratively Uncontrollable Overtime Pay Rate; and 4. Ensuring that position descriptions of employees contain language that recognizes the ability to self-determine AUO needs, and that vacancy announcements state whether the position requires AUO. 19.05 - Definitions. For definitions of administratively uncontrollable overtime and related terms, refer to the definitions under "Overtime" in section 05 of this Handbook. 19.06 - Oversight and Management Controls of Administratively Uncontrol- lable Overtime. The Deputy Chief for Administration shall ensure that internal controls of the administratively uncontrollable overtime process are validated and that organizational performance is measured against established standards, by including the oversight of this process in management reviews, such as the Chief's Overview, Deputy Chief's Review, Regional Forester's and Director's Reviews, Combined Program Reviews of Stations, Activity Reviews, and Functional Assistance Trips, as applicable (sec. 19.04b; FSM 1410). 19.1 - Administratively Uncontrollable Overtime Criteria and Activities. To claim for administratively uncontrollable overtime (AUO), a Law Enforcement Officer must have compelling circumstances that require work in excess of approved daily work schedules or on weekends. Either the work itself or the reason why it is performed must meet the AUO criteria in section 19.11. When an employee initially determines that a situation is compelling in nature, the employee must be compensated. If there is a disagreement between the employee and supervisor regarding the determination, they shall review and discuss the specific circumstance for applicability in the future. Section 19.11 sets the standard criteria for AUO. Examples of activities which qualify as overtime work for AUO, which are not all inclusive, are provided in section 19.12; examples of activities which do not qualify are in section 19.13. 19.11 - Criteria for Basing Compensation. Regularly scheduled overtime work is not subject to AUO coverage and must be paid hour for hour under the provisions of 5 U.S.C. 5545(c)(2). Base the compensation for AUO on the following criteria: 1. The position must be one in which the hours of duty cannot be controlled administratively and still meet the work requirements of the position; for example, by hiring additional personnel, rescheduling the hours of duty, or granting compensatory time to offset the overtime hours required. 2. In order to satisfactorily discharge the duties of the position, the Law Enforcement Officer must perform substantial amounts of irregular overtime (sec. 05), as follows: a. A substantial amount means an average of at least 3 hours a week of irregular overtime work. b. The irregular overtime work is a continual requirement, averaging more than once a week. c. There is a justifiable basis for anticipating that the irregular overtime work will continue with a duration and frequency sufficient to meet the minimum requirements provided in the preceding paragraphs a and b. d. In cases where the employee's AUO hours average less that 3 hours per week over four quarters, the employee shall be compensated for AUO hours at the regular overtime rate. The employee remains on an AUO at zero percent until the employee's four-quarter average equals three hours or more. 3. The position requires the Law Enforcement Officer to be responsible for recognizing, without supervision, compelling, justifiable circumstances which require the employee to remain on or return to duty (sec. 19.04c). The employee must remain on or return to duty not because of personal preference, but because of compelling reasons to continue the employee's duties when failure to carry on such duties would constitute negligence. 19.12 - Activities Which Qualify for Administratively Uncontrollable Overtime. Following are typical examples of activities that qualify for AUO. These examples are not all- inclusive, however, and additional activities may also qualify under the criteria in section 19.11. 1. Investigations. In this broad area of duty, numerous situations could arise which mandate that the employee work AUO; for example: a. Surveillance of suspects. Normally, periods of surveillance scheduled prior to the start of the administrative workweek and occurring outside the employee's work hours are compensated as regular overtime hours. However, if it is essential that the surveillance continue beyond the regularly scheduled surveillance period, such as until a crime has been committed or other evidence has been obtained, overtime performed as a result of the need for continued surveillance would qualify as AUO. b. Meeting informants. Meeting informants would qualify as AUO if the officer has no control over the time or place where the informant desires to meet and if failure on the part of the officer to meet the informant to further an investigation could constitute negligence. c. Executing search and/or arrest warrants. An officer generally knows or can plan with some reasonable degree the time in which to execute or assist in the execution of warrants. However, overtime would qualify as AUO if it is required to complete the search, inventory and secure evidence, secure the premises, transport a prisoner or prisoners, and compile essential case documents. d. Working in an undercover capacity or providing back- up in a covert case. Officers assigned to an undercover role or assisting as back-up in a covert investigation can seldom plan the time of day when or where they may have to report to duty. In many instances the continuance of undercover investigations is of a reactionary nature, responding to events and circumstances of a case as they occur. This overtime would qualify as AUO. e. Responding to reports of a crime in progress and/or a request for assistance. If an officer receives a call of a crime in progress or a request for assistance, and the officer responds, any required overtime would qualify as AUO. Failure to respond in this situation could constitute negligence. f. Examining records and evidence. The examining of records and evidence can qualify for AUO, provided such examination goes beyond or is commenced after regular working hours and cannot be practically performed at a later date or during regular work hours. 2. Preparation of reports. Preparation of reports should be performed during normal work hours. However, if unusual circumstances require the preparation of reports outside of regular work hours, such overtime would qualify as AUO; for example, if the United States Attorney's Office requires a case report or other documents on relatively short notice which could not be completed during the regular work hours. 3. Courtroom duty. Participating in grand jury proceedings or giving testimony in a court case where the employee has no foreknowledge or control of the court schedule and which requires the performance of overtime would qualify as AUO. 4. Travel. Time spent traveling qualifies as AUO when the travel is inseparable from work qualifying for premium pay (5 U.S.C. 5542(b)(2)). 5. Supervision. Supervision or coordination of any of the qualifying duties described in the preceding paragraphs 1-4 or similar activities, when performed outside of regular duty hours on an irregular basis, qualifies as AUO. 6. Program Management. Program management, when the nature of the management activities are intertwined into the investigative process to the extent that they must be performed during nonstandard hours and are not administratively controllable, qualifies as AUO. 19.13 - Activities Which Do Not Qualify for Administratively Uncontrollable Overtime. Activities that are not the result of compelling circumstances do not qualify for administratively uncontrollable overtime (AUO), as follows: 1. Arriving early or departing late from the office without official cause or sanction does not qualify as AUO. This includes situations wherein the employee has the option of taking work home and doing it later in the evening or doing it in the office in continuation of the employee's regular duty hours. It also includes situations in which the employee has such latitude to begin work later in the morning and continue working later at night to better accomplish a given objective. Specific examples that do not qualify for AUO include: a. Arriving at the duty station early or leaving the duty station late for personal reasons, such as carpool or transportation problems; b. Remaining late at the office when there is no compelling reason to do work which could be performed during regular work hours; and c. Performing routine liaison work with field offices that have different hours. 2. Working through lunch periods. 3. Traveling to or from Government-sponsored training. 4. Attending basic police school at the Federal Law Enforcement Training Center and attending other approved training courses. 5. Performing routine overtime work and night, Sunday, and holiday work as part of the regularly scheduled administrative workweek. 19.2 - Payment Provisions or Conditions Affecting Eligibility and Rates. 19.21 - Required Tour of Duty. Employees receiving AUO are eligible to be placed on alternative work schedules (AWS) in accordance with established agency policies and provisions of applicable collective bargaining agreements. 19.22 - Duration of Payments. 19.22a - Duty in Position Approved for Administratively Uncontrollable Overtime. An employee cannot begin receiving pay for AUO before the date that the employee starts duty in an AUO- approved position or after the date an employee leaves an AUO- approved position, except as provided in section 19.22b for temporary assignments. 19.22b - Temporary Assignments. Administratively uncontrollable overtime may continue to be paid for a period of not more than 10 consecutive prescribed workdays on temporary assignment to other duties in which conditions do not warrant payment of AUO, and for a total of not more than 30 workdays in a calendar year while on such a temporary assignment. 19.22c - Leave With Pay. An employee must continue to receive AUO while the employee is on leave with pay. 19.22d - Emergency Incident Assignments. Administratively uncontrollable overtime is not to be paid during any pay period in which an employee is called to an emergency incident. AUO hours worked within the pay period in which an employee is assigned to an emergency incident are paid as overtime. In the employee's Time and Attendance Record enter code "99" in the Standby/AUO percentage block and "00" in both weekly hours blocks. For the pay period following the incident assignment, enter the AUO approved percentage and weekly hours on the the Time and Attendance Record. On the Form FS-6100-32, exclude the days during the period the employee is assigned to the incident. 19.23 - Rates of Pay. 19.23a - Recording Time for Holiday Worked. An employee who is called to work on a holiday shall charge the hours worked within the employee's normal tour of duty to Holiday Worked under transaction code 31 (TC-31) on the Time and Attendance Record (Form FS-6100-11). Charge the hours worked outside of the normal tour of duty to overtime (TC-21 or -19) or AUO, as appropriate. 19.3 - Rate Determination. To be eligible for AUO, an employee must be assigned to a position which requires the performance of overtime meeting the criteria in section 19.11. Mere occupancy of an authorized position, however, does not qualify an employee for AUO pay. Base the determination of the hours of AUO customarily required in a specific position on the past history of overtime as well as projected overtime. 19.31 - Limits on Administratively Uncontrollable Overtime as Percentage of Basic Pay. An employee in a position authorized to receive AUO may receive an amount not less than 10 percent nor more than 25 percent of the employee's basic pay for AUO work performed, provided the statutory maximum (5 U.S.C. 5547(c)(2)) is not exceeded during the pay period. Determine the rate of pay by: 1. Calculating the average irregular overtime hours worked per week based on AUO hours worked over the previous 4-quarter period and/or projected to be worked in the next quarter, and 2. Establishing the employee's AUO percentage using the following table: Average Hours of Irregular Overtime Worked per Week AUO Percentage 3 to 5 hours 10% over 5 to 7 hours 15% over 7 to 9 hours 20% over 9 hours 25% 19.32 - New Employees or Current Employees Assigned for First Time to Position Approved for Administratively Uncontrollable Overtime. A new employee or an employee assigned for the first time to an AUO-approved position is eligible for payment of AUO at a rate determined by the supervisor. The rate is based upon the past experience of the unit and/or at a rate commensurate with the work projected to be accomplished by the employee during the initial period of the new assignment. Upon completion of the employee's quarterly review, the number of qualifying, administratively uncontrollable overtime hours worked and those projected for the next quarter shall determine the appropriate percentage of AUO to which the employee is entitled in the next quarterly period. 19.33 - Employees Reassigned or Promoted. 1. Law Enforcement Officers who are reassigned or promoted to a different AUO-covered position shall tretain their current AUO rate until the next computation period. At the time of recomputation, use the employee's prior four quarter work history in the rate determination. 2. On the effective date of a Law Enforcement Officer's reassignment or promotion to a non-AUO covered position, terminate AUO. 19.4 - Relationship of Administratively Uncontrollable Overtime to Other Payments. 1. An employee receiving AUO may not receive any other compensation for irregular overtime work. This does not preclude the earning of credit hours. 2. Administratively uncontrollable overtime is used as part of the base pay for determining the following benefits under 5 U.S.C. 550.151. a. Severance pay, b. Worker's compensation, c. Retirement, d. Life insurance computation, e. Advances in pay, and f. Thrift savings plan deductions. 3. Administratively uncontrollable overtime is added to the lump sum (final salary and annual leave) paid to a separated employee to the extent that the employee would have received such premium pay had the employee remained employed by the Forest Service for the period covered by the lump sum. This entitlement does not apply to employees who transfer to other Federal agencies. 4. Administratively uncontrollable overtime is not used as a basis for computing allowances and differentials. 5. An employee removed from a position authorized to receive AUO, or otherwise not qualified to receive such pay, should be compensated for irregular overtime hours of work performed outside regular duty hours under the appropriate provisions of the Federal and Department Personnel Manuals (FSH 6109.41 - FPM/DPM ch. 550, 610, and sup. 990-2) and Title 5, Code of Federal Regulations, section 550.151 (5 CFR 550.151). 6. Compensatory time off in lieu of AUO is not permitted except in the folowing circumstances: An employee whose personal religious beliefs require abstention from work during certain periods of time during the employee's normal work schedule may, with prior concurrence of the employee's supervisor, elect to work compensatory overtime equivalent in duration to the compensatory time off used for religious observances (5 CFR 550.1002). The overtime work may be accomplished prior to or after the religious event. Compensatory overtime worked for time off for religious observances must not be considered for payment of AUO. 7. Although not available under AUO, compensatory time off can be earned in lieu of regularly scheduled overtime. 19.5 - Documentation, Control, and Procedures. 19.51 - Authorization to Participate in Administratively Uncontrollable Overtime. 1. The supervisor recommends the percentage of AUO entitlement based on discussions with the employee and a review of documentation of administratively uncontrollable overtime (Form FS-6100-31, Record of Administratively Uncontrollable Overtime (AUO)) worked during the previous 4 quarters and anticipated to be worked in the next quarter (sec. 19.3). Document the decision on the percentage of AUO on Form FS-6100- 32, Quarterly Computation for Administratively Uncontrollable Overtime Pay Rate (sec. 19.53, ex. 01). 2. Employees must record their AUO hours, date, and description of work on Form FS-6100-31 (sec. 19.52a, ex. 01) and submit them to their immediate supervisor. 3. Calculate the rate of AUO quarterly, based on the average of the prior 4 quarters. The quarters are January-March (pay periods 1 to 6); April-June (pay periods 7 to 13); July- September (pay periods 14 to 20); and October-December (pay periods 21 to the final pay period of the year). 4. The supervisor of the position shall take action to initiate or discontinue AUO by completing Form SF-52, Request for Personnel Action, and forwarding the form to the servicing personnel office. Document such requests in the "Remarks" section of Form SF-52. 19.52 - Pay Period Reporting. 19.52a - Procedures for all Employees Approved for Administratively Uncontrollable Overtime. Each employee receiving administratively uncontrollable overtime must complete Form FS-6100-31, Record of Administratively Uncontrollable Overtime (AUO) (ex. 01) at the end of each pay period and show all administratively uncontrollable overtime. The employee signs and submits the completed Form FS-6100-31 to the supervisor to review and attach to the employee's Time and Attendance Record, Form FS-6100-11. 19.52a - Exhibit 01 FS-6100-31 (10/95 Record of Administratively Uncontrollable Overtime (AUO) (FSH 6109.11, sec. 19) EMPLOYEE NAME: John Law GRADE: GS-9 TIME AUO FROM CASE HOURS TO DATE NUMBER DESCRIPTION OF WORK Prep affdvts/attempt service 2.5 1600 - 1830 9401A011 Covert recon of target 3.0 2000 - 2300 4/4 9401F059 area 4/5 4/6 Meet w/ Archeologist 1.7 1700 - 1830 9401T029 Covert recon of target 5.0 1830 - 2330 4/7 9401R059 area 4/8 4/9 Covert recon of target 3.5 0600 - 0930 4/10 9401R059 area 1.5 1730 - 1900 4/11 9401R059 Surveillance of subject Prepare surveillance 1.0 1600 - 1700 4/12 9401R059 plans 3.5 1700 - 2030 4/13 9401R059 Surveillance ops. 0230 - 0800 8.0 1630 - 1800 4/14 9401R059 Surveillance ops. 0230 - 0800 7.0 1630 - 1700 4/15 9401R059 Surveillance ops. 0330 - 0800 Surveillance ops. and 0845 - 0945 support activities of 11.0 1500 - 2030 4/16 9401R059 same AUO First Second PAY Week Week PERIOD HOURS: 12 35.5 NUMBER: 7 CURRENT AUO % 25 EMPLOYEE CERTIFICATION: I certify that the official duties were performed as described above and were administratively uncontrollable. John Law /s/ John Law 10/17/95 Employee's Name Employee's Signature Date (Printed) SUPERVISORY REVIEW Bill Supervisor /s/ Bill Supervisor 10/18/95 Supervisor's Name Supervisor's Signature Date (Printed) 19.52b - Additional Reporting Requirement for Nonexempt Employees Only. Nonexempt employees shall also record their weekly AUO hours under transaction code 41 (TC-41). These hours are not paid hours but are used in determining the employee's hourly regular rate under the Fair Labor Standards Act (FLSA). 19.53 - Quarterly Computation. Each employee authorized to receive premium pay for administratively uncontrollable overtime must complete Form FS-6100-32, Quarterly Computation for Administratively Uncontrollable Overtime Pay Rate (ex. 01) at the end of the quarterly reporting period. Instructions for completing this form are in section 19.54. Upon completion, submit Form FS-6100-32 to the supervisor for approval and submission to the servicing personnel office (sec. 19.51). 19.53 - Exhibit 01 FS-6100-32 (10/95 Quarterly Computation for Administratively Uncontrollable Overtime (AUO) Pay Rate (FSH 6109.11, sec. 19) 1. Employee's Name 2. Grade 3. Social Security Number John Law GS-9 000-00-000 4. Analysis Work Schedule 5. Current AUO Rate: Period 07 - 13 basic (10%, 15%, 20%, or 25%) 25% Part 1. Workdays in Analysis Period 6. Total Workdays in analysis period XXXXXXXXXX 70 XXXXXXXXXX 7. Reductions 2 XXXXXXXXXX A. Holidays XXXXXXXXXX B. Full days of 5 XXXXXXXXXX (1) Paid Leave XXXXXXXXXX XXXXXXXXXX (2) LWOP & Other Non-paid Leave XXXXXXXXXX (3) Normal Workdays with XXXXXXXXXX Scheduled Overtime XXXXXXXXXX (4) Training/Details/ Other 5 XXXXXXXXXX Non-Qualifying XXXXXXXXXX 8. Total Reductions (days) XXXXXXXXXX 12 XXXXXXXXXX 9. Adjusted Base Workdays (6 minus 8) XXXXXXXXXX 58 XXXXXXXXXX Part 2. Weekly Average of AUO Hours Worked 10. Total AUO Hours Worked During 175.5 XXXXXXXXXX Period XXXXXXXXXX 11. Adjusted Base Workdays From Block 58 XXXXXXXXXX 9 XXXXXXXXXX 12. Daily Average of AUO Hours Worked 3.02 XXXXXXXXXX (10/11) XXXXXXXXXX 13. Weekly Average of AUO Hours Worked XXXXXXXXXX [12 X Work Schedule (4, 4.5, or 5)] XXXXXXXXXX 15.12 19.53 - Exhibit 01--Continued Part 3. Factors for Determining AUO Rate 14. Rate Based on Weekly Average None: Less than 3 hours 10%: 3 to 5 hours per week 15%: over 5 to 7 hours 20%: over 7 to 9 hours per week per week X 25%: over 9 hours per week 15. Other Considerations AUO established at different than rate indicated in 14 for the following reasons: (Use the back of this form.) Part 4. AUO Rate Final Determination 16. Previous Quartely AUO 3rd 12.0 2nd 13.5 1st 10.2 Hours: Cur- 15.1 rent: 17. Total Average Weekly AUO 50.82 Hours 18. Average AUO Hours for 12.7 Year Part 5. AUO Rate Authorization 19. Final AUO 25% Rate: /s/ Regina Supervisor 10/14/95 Ap- Title of Approving date proved: Official (sec. 19.51) 19.54 - Preparation of Quarterly Computation Form. 1. After submission of the Time and Attendance Records (Form FS-6100-11) for pay periods 6, 13, 20, and the last pay period of the year, employees shall complete the Quarterly Computation for Administratively Uncontrollable Overtime Pay Rate (Form FS-6100-32), based on data from copies of their completed Record of Administratively Uncontrollable Overtime (AUO) (Form FS-6100-31), submitted each pay period. 2. Following are instructions for completing Form FS-6100- 32 (sec. 19.53, ex. 01): Blocks 1-3 Self-explanatory. Block 4 The beginning and ending pay periods of the analysis period, and the type of work schedule worked in that period (4- 5/9, 4-10, basic, varible week, varible day, and so forth). Block 5 Current AUO percentage rate. Part 1. Workdays in Analysis Period (Blocks 6-9) Block 6 Total number of workdays is the number of weeks in the analysis period times the average number of days in the work schedule (for example: 4-10 work schedule = 4.0, 4-5/9 work schedule = 4.5, 5-8 work schedule = 5.0, and so forth). Block 7 The number of days in Block 6 will be reduced by the number of days during the analysis period that the employee could not work AUO. Therefore, in the appropriate space, list the total (full days only) number of holidays, paid leave days (including annual and sick leave, compensatory time used, and credit hours used), non-paid leave days [including leave without pay (LWOP)], absence without leave (AWOL), suspension, and furlough], training days, days detailed to a position with no AUO entitlement, and any other non-qualifying workdays. Block 8 The total number of reduction days listed in Block 7. Block 9 Subtract Block 8 from Block 6 and enter the result in Block 9. This will be the new total workdays for the analysis period. Part 2. Weekly Average of AUO Hours Worked (Blocks 10-13) Block 10 Enter the total number of AUO qualifying hours from Form FS-6100-31 which is completed each pay period. Block 11 Enter the adjusted number of workdays from Block 9. Block 12 Divide the number of workdays (Block 11) into the number of AUO hours worked (Block 10) and enter the result in Block 12. Block 13 Multiply the average number of hours of AUO worked (Block 12) times the average number of days according to the work schedule (4.0, 4.5, or 5.0 ) to determine the average AUO hours worked per week. Enter the result in Block 13. Part 3. Factors for Determining AUO Rate (Blocks 14-15) Block 14 Check the appropriate AUO rate based on Block 13. Block 15 Use Block 15 to document other conditions that would affect the AUO rate determined in Block 14, such as a change in position with more AUO hours projected to be worked during the next quarter, which results in an increase from the AUO rate in Block 14. A change in the position could also result in less opportunity for working AUO hours and could result in decreasing the AUO rate in Block 14. This block is also used to document the AUO percentage rate for new employees who have not been approved for AUO in the previous quarter. For a new employee without prior quarters of AUO, skip to Part 5. Part 4. AUO Rate Final Determination (Blocks 16-18) Block 16 Record the weekly hours for the previous 3 quarters plus the current, or appropriate number of quarters if the employee has not been approved for AUO for a full year. These hours are found in Block 13 on Form FS-6100-32 for the previous third, second, and first quarters, and for the current quarter. Block 17 Add the average weekly hours for the 4 quarters from Block 16 and enter the total in Block 17. Block 18 Divide the total average weekly hours from Block 17 by 4 (or by the number of quarters used in Block 16), and enter the answer in Block 18. Part 5. AUO Rate Authorization (Block 19 and signature block) Block 19 Enter the appropriate percentage by comparing the average weekly AUO hours for the year in Block 18 with the AUO percentage rates in Block 14. Enter the final AUO percentage rate for the next quarter in Block 19. Then the approving official must sign and date the completed Form FS-6100-32 in order for the rate to be effective. The approved AUO percentage rate shall be effective no earlier than the first day of the pay period beginning on or after the approval date. AUO can be approved only for full pay periods. 3. Once the form has been approved, submit it to the servicing personnel office in sufficient time to enter the new, approved AUO percentage to be effective with pay periods 1, 7, 14, and 21. Provide a copy of the approved form to the employee.