Department of Defense INSTRUCTION

Department of Defense INSTRUCTION

NUMBER 1400.25, Volume 1406 March 20, 2015

USD(P&R)

SUBJECT: DoD Civilian Personnel Management System: Nonappropriated Fund (NAF) Attendance and Leave

References: See Enclosure 1

1. PURPOSE

a. Instruction. This instruction is composed of several volumes, each containing its own purpose. The purpose of the overall instruction, in accordance with the authority in DoD Directive (DoDD) 5124.02 (Reference (a)), is to establish and implement policy, establish procedures, provide guidelines and model programs, delegate authority, and assign responsibilities regarding civilian personnel management within the DoD.

b. Volume. In accordance with the authority in DoDD 1400.25 (Reference (b)), this volume reissues subchapter 1406 of DoD Instruction (DoDI) 1400.25 (Reference (c)) to establish attendance and leave policy, assign responsibilities, and prescribe procedures for DoD NAF activities and all Regular and Flexible employment category employees.

2. APPLICABILITY. This volume applies to:

a. OSD, the Military Departments, the Office of the Chairman of the Joint Chiefs of Staff and the Joint Staff, the Combatant Commands, the Office of the Inspector General of the Department of Defense, the Defense Agencies, the DoD Field Activities, and all other organizational entities within the DoD (referred to collectively in this volume as the "DoD Components").

(1) The Army and Air Force Exchange Service may be considered a DoD Component for the purposes of this volume if delegated authority to oversee internal NAF attendance and leave policies by the Secretary of the Army and the Secretary of the Air Force, as applicable.

(2) The United States Marine Corps; the Navy Exchange Service Command; and the Commander, Navy Installations Command may be considered DoD Components for the purposes of this volume if delegated authority to oversee internal NAF attendance and leave policies by the Secretary of the Navy.

DoDI 1400.25-V1406, March 20, 2015

b. All NAF employees and positions within the DoD, including those NAF positions authorized to receive funding from appropriated funds (APFs).

3. POLICY. It is DoD policy that: a. Available annual leave will be granted on request by a NAF employee when operational

requirements allow for the absence of the requesting employee. b. Employees in the Regular employment category will accrue annual and sick leave during

the basic workweek. c. Employees in the Flexible employment category may earn annual and sick leave at the

discretion of their DoD Component, as stated in its policy. d. Eligible NF-6 employees will, on the same basis as eligible DoD APF Senior Executive

Service (SES) employees, accrue annual leave at the rate of 1 day (8 hours) for each full biweekly pay period without regard to their length of service with the Federal Government.

4. RESPONSIBILITIES. See Enclosure 2.

5. PROCEDURES. See Enclosure 3.

6. RELEASABILITY. Cleared for public release. This volume is available on the Internet from the DoD Issuances Website at .

7. EFFECTIVE DATE. This volume is effective April 13, 2015.

Enclosures 1. References 2. Responsibilities 3. Procedures

Glossary

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DoDI 1400.25-V1406, March 20, 2015

TABLE OF CONTENTS

ENCLOSURE 1: REFERENCES...................................................................................................4

ENCLOSURE 2: RESPONSIBILITIES.........................................................................................5

ASSISTANT SECRETARY OF DEFENSE FOR READINESS AND FORCE MANAGEMENT (ASD(R&FM)).......................................................................................5

DEPUTY ASSISTANT SECRETARY OF DEFENSE FOR CIVILIAN PERSONNEL POLICY (DASD(CPP)) ......................................................................................................5

DIRECTOR, DEPARTMENT OF DEFENSE HUMAN RESOURCES ACTIVITY (DoDHRA) ..........................................................................................................................5

DoD COMPONENT HEADS ...................................................................................................5

ENCLOSURE 3: PROCEDURES .................................................................................................6

WORK SCHEDULES ...............................................................................................................6 Basic Provisions for Establishing Work Schedules .............................................................6 Break and Rest Periods ........................................................................................................6 Flexible Scheduling .............................................................................................................7 Minimum Leave Charge .....................................................................................................7

LEAVE AND TIME OFF..........................................................................................................7 Annual Leave .......................................................................................................................7 Sick Leave..........................................................................................................................12 Annual and Sick Leave for NAF Crafts and Trades Employees Paid on Other Than a Time Rate Basis ..........................................................................................................13 Other Paid Time Off .........................................................................................................13 Additional Leave Provisions..............................................................................................15 Unpaid Absence .................................................................................................................17

GLOSSARY ..................................................................................................................................18

PART I: ABBREVIATIONS AND ACRONYMS ................................................................18 PART II: DEFINITIONS........................................................................................................18

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CONTENTS

DoDI 1400.25-V1406, March 20, 2015

ENCLOSURE 1

REFERENCES

(a) DoD Directive 5124.02, "Under Secretary of Defense for Personnel and Readiness USD(P&R))," June 23, 2008

(b) DoD Directive 1400.25, "DoD Civilian Personnel Management System," November 25, 1996

(c) DoD Instruction 1400.25, Subchapter 1406, "DoD Civilian Personnel Management System: Attendance and Leave," December 1, 1996, as amended (hereby cancelled)

(d) Title 29, United States Code (e) DoD Instruction 1035.01, "Telework Policy," April 4, 2012 (f) Title 5, United States Code (g) Title 5, Code of Federal Regulations (h) DoD 7000.14-R, "Department of Defense Financial Management Regulations (FMRs)"

date varies by volume (i) Government Accountability Office, B-120074, Volume 34, "Decisions of the Comptroller

General," August 10, 19541 (j) Office of Personnel Management Operating Manual, "Federal Wage System:

Nonappropriated Funds," current edition2 (k) Title 10, United States Code (l) Title 39, District of Columbia Code (m) Chapter 43 of Title 38, United States Code (also known as the "Uniformed Services

Employment and Reemployment Rights Act of 1994") (n) Presidential Memorandum, "Return of Activated Military Members to Federal Civilian

Employment," November 14, 2003 (o) Executive Order 13223, "Ordering the Ready Reserve of the Armed Forces To Active Duty

and Delegating Certain Authorities to the Secretary of Defense and the Secretary of Transportation," September 14, 2001, as amended (p) Title 29, Code of Federal Regulations (q) Presidential Memorandum, "Extension of Benefits to Same-Sex Domestic Partners of Federal Employees," June 2, 2010 (r) Presidential Memorandum, "Expanded Family and Medical Leave Policies," April 11, 1997

1 Available from the Internet at . 2 Available from the Internet at .

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ENCLOSURE 1

DoDI 1400.25-V1406, March 20, 2015

ENCLOSURE 2

RESPONSIBILITIES

1. ASSISTANT SECRETARY OF DEFENSE FOR READINESS AND FORCE MANAGEMENT (ASD(R&FM)). Under the authority, direction, and control of the Under Secretary of Defense for Personnel and Readiness (USD(P&R)), and in accordance with Reference (a), the ASD(R&FM) has overall responsibility for the development of DoD civilian personnel policy covered by this volume.

2. DEPUTY ASSISTANT SECRETARY OF DEFENSE FOR CIVILIAN PERSONNEL POLICY (DASD(CPP)). Under the authority, direction, and control of the ASD(R&FM), the DASD(CPP) supports the development of civilian personnel policy covered by this volume and monitors its execution by DoD Components.

3. DIRECTOR, DEPARTMENT OF DEFENSE HUMAN RESOURCES ACTIVITY (DoDHRA). Under the authority, direction, and control of the USD(P&R), the Director, DoDHRA, provides support to the DASD(CPP), as appropriate, in execution of the duties and responsibilities of this volume.

4. DOD COMPONENT HEADS. The DoD Component heads:

a. Direct compliance with this volume and establish Component policy, as appropriate, to implement its procedures.

b. Oversee and monitor NAF programs, through personnel management evaluations or other means, to confirm equitable and efficient attendance and leave administration.

c. Establish the administrative workweek and the leave year for administering leave in accordance with the procedures in Enclosure 3.

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ENCLOSURE 2

DoDI 1400.25-V1406, March 20, 2015

ENCLOSURE 3

PROCEDURES

1. WORK SCHEDULES

a. Basic Provisions for Establishing Work Schedules

(1) Administrative Workweek. The administrative workweek may begin on any day and hour over a period of 7 consecutive calendar days. The basic workweek is established within this period.

(2) Basic Workweek. Within the administrative workweek, the basic workweek is normally 40 hours, exclusive of meal periods. This does not include alternative work schedules (AWSs). Two consecutive days off will be provided in each administrative workweek whenever possible. However, the basic workweek may be scheduled over a period of 6 days provided the total scheduled hours do not exceed the number of hours, excluding overtime hours, an employee is required to work, or to account for, within the established basic workweek. Hourly rates for employees who work less than 40 hours in the basic workweek are defined in the pay administration policy in Volume 1405 of this instruction.

(3) Workday. The workday will be scheduled within a 24-hour period and may extend over 2 calendar days in succession, e.g., 6:00 P.M. Monday through 2:30 A.M. Tuesday.

b. Break and Rest Periods

(1) Meal Periods. Regular meal or lunch periods will be established for durations between 30 minutes to 1 hour.

(a) These periods will not be considered as time worked unless the DoD Component head establishes criteria for a paid meal or lunch period as a result of an employee's duties requiring the employee to remain on duty. The payment of on-the-job meal or lunch periods will not exceed 30 minutes.

(b) Meal breaks that occur when night-shift differential pay is authorized will be included for purposes of determining a crafts and trades employee's entitlement to night-shift differential pay.

(c) No employee will be required to work more than 6 consecutive hours without a meal period of not less than 30 minutes.

(2) Rest Periods. The DoD Component heads may, at their discretion, implement and establish criteria for the approval of short rest periods when it is beneficial to the DoD Component's mission. Rest periods will be paid and will not exceed 15 minutes during each 4 hour shift of continuous work.

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ENCLOSURE 3

DoDI 1400.25-V1406, March 20, 2015

(3) Break Time for Nursing Mothers. Section 7 of Title 29, United States Code (U.S.C.) (also known as the "Fair Labor Standards Act" (Reference (d)), requires federal agencies, including NAF instrumentalities (NAFIs), to:

(a) Provide a reasonable break time for a civilian employee to express breast milk for her nursing child for 1 year after the child's birth, each time such employee has a need to express the milk.

(b) Make arrangements to provide a place, other than a bathroom, that is shielded from view and free from intrusion from coworkers and the public, for an employee to express breast milk.

c. Flexible Scheduling

(1) Telework. DoDI 1035.01 (Reference (e)) applies to NAF employees. Accordingly, telework may be authorized, promoted, and implemented for NAF employees.

(2) AWS. NAF employees are covered by subchapter II of chapter 61 of Title 5, U.S.C. (Reference (f)). Consequently, DoD Components may establish flexible and compressed work schedules for employees consistent with subpart D of part 610 of Title 5, Code of Federal Regulations (Reference (g)).

(3) Compensatory Time Off for Religious Observances. NAF employees will be provided compensatory time off for religious observances to the same extent as that flexibility is provided to similarly situated DoD APF employees.

(a) Consistent with section 550.1002 of Reference (g), which is administratively extended to NAF activities and employees, NAF employees may request and elect to work additional hours in excess of their regular work schedule, without pay, so they may take an equal amount of time off without charge to leave when personal religious beliefs require not working during certain times.

(b) This election may be disapproved if such change in work schedule interferes with the efficient accomplishment of the DoD Component's mission.

d. Minimum Leave Charge. The DoD Component heads have the authority to establish minimum charges for leave within their Components as outlined in part 630.206 of Reference (g). In carrying out this authority, the DoD Component heads will not establish minimum charges of less than 6 minutes, in accordance with Volume 8 of DoD 7000.14-R (Reference (h)).

2. LEAVE AND TIME OFF

a. Annual Leave

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ENCLOSURE 3

DoDI 1400.25-V1406, March 20, 2015

(1) Annual Leave Authorization. Annual leave will be authorized and scheduled by the DoD Component heads when the workload allows and at the convenience of the employee whenever possible without negative impact to the mission of the DoD Component.

(a) Authority to grant annual leave immediately before separating from service when separation is known in advance is limited to cases:

1. When the needs of the employer require such action; or

2. When the employee substantially worked the entire final pay period and worked part of the last day of that period in accordance with page 61 of Volume 34 of the Decisions of the Comptroller General (Reference (i)).

(b) This restriction largely eliminates the cost, during employment termination, of employees continuing to accrue leave while using leave and therefore receiving compensation that is greater than lump-sum payment of the unused leave balance.

(2) Annual Leave Accrual. Regular category employees will accrue annual leave hours while in pay status. The DoD Component heads may establish policies for Flexible category employees to earn annual leave at the same accrual rate as regular category employees as outlined below. Overtime hours worked in excess of those regularly scheduled in a basic workweek or biweekly pay period are excluded from the leave accrual calculation. Employees receiving compensation for work injuries pursuant to section 8171 of Reference (f) and carried on the NAF employer's rolls in a leave without pay (LWOP) status do not accrue annual leave.

(a) Eligible employees with less than 3 years of service will accrue 5 percent of the total non-overtime and paid leave hours in a basic workweek as annual leave.

(b) Eligible employees with at least 3 but less than 15 years of service will accrue 7.5 percent of the total non-overtime and paid leave hours in the basic workweek as annual leave, except for the final biweekly period of the leave year when leave will accrue at the rate of 12.5 percent of the total hours in the basic workweek.

(c) Eligible employees with 15 years or more of service will accrue 10 percent of the total non-overtime and paid leave hours in the basic workweek.

(d) The DoD Component heads will authorize NAF senior executives (payband level NF-6) to accrue annual leave at the rate of 1 day (8 hours) for each full biweekly pay period.

(3) Time of Crediting. The DoD Component heads may require employees to serve for a continuous period of 90 calendar days in a leave eligible appointment before accrued annual leave is credited to the employee's leave account. Thereafter, leave will be credited at the end of the period in which it is earned. This waiting period may also be required when an employee moves under NAF to NAF portability.

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ENCLOSURE 3

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