HUMAN RESOURCES - LEAVE POLICIES

Military

Left to individual commands. Commanders can grant pass, but must include Saturday and Sunday.

GS/NAF Employees

Please refer to Frequently Asked Questions

Host Nation Employees

Please refer to Frequently Asked Questions

Can employees telework?

US: Yes, if employee is eligible for telework. Supervisors should ensure eligible employees are telework ready. If the installation or a facility is closed, employees who are telework eligible are required to telework.

HN: The Joint Civilian Personnel Commission (JCPC) has determined that “Smart Working” will be authorized during the COVID‐19 crisis NTE 31 December 2020. Employees are NOT authorized to smart work until confirmation from the CPAC that the employee has be properly registered with the host nation authorities as smart work eligible.

Implementing guidance:

‐ Determine if the position and incumbent are suited for Smart Work.

‐ Determine if the employee has a suitable work space, as well as internet access at home.

‐ Employees must be provided with Government Furnished Equipment (GFE)/computers with VPN access, as applicable. Is this available?

‐ Training requirements (supervisors must maintain training certificates):

Supervisor must complete "Telework Fundamentals ‐ Manager Training" at telework.gov

Employee must complete "Telework Fundamentals ‐ Employee Training" at telework.gov

Employee must complete GOV Portable Electronic Devices (PED) Training at https://iatraining.us.army.mil

‐ Employees and Supervisors will complete the Safety and Health Notification and Smart Work

Agreement (Official Italian Version) and return to the CPAC. NOTE: there are separate Safety and Health Notifications for each location – one for Vicenza employees and one for Darby employees.

‐ CPAC will register the employee with the host nation authority. Smart work may only be allowed once confirmation has been received from the CPAC that the employee has been properly registered.

For questions contact:

DSN 314

Hours of Smart Work will be annotated on the time card. Do not change the hours at work in the column “REG”, add the code “SMW” for the smart work hours worked.


The USAG Italy has closed a facility ‐ do the employees working at that facility report for duty?

US: Yes, if there is work for the employee to perform. If no work is available, employee may be granted weather/safety administrative leave until the facility reopens or the supervisor has work for the employee. Employees should coordinate with their supervisor to determine their status.

Weather/safety admin leave is entered in ATAAPS as “LN” with the additional “PS” code under NtDiff/Haz/Oth.

HN: Yes, if there is work for the employee to perform. If no work is available, employees may be granted excused absence until the facility reopens or the supervisor has work for the employee. The excused absence may exceed the 3 consecutive days as outlined in COE Article 22 paragraph 7 based on the Garrison Commander's decision to curtail services. Employees should coordinate with their supervisor to determine their status.

Excused absence is annotated as admin leave and entered on the time card as code “049.”

these employees, prior to authoring further paid administrative leave as a result of the COVID19 pandemic.

Employee resides in an area where the local government has restricted travel. Employee is unable to leave residence to report for duty. What is his/her status?

US: Employee may be granted Weather/Safety Administrative Leave until restriction is lifted.

Weather/safety admin leave is entered in ATAAPS as “LN” with the additional “PS” code under NtDiff/Haz/Oth.

HN: Employee may be excused from work without charge to leave or loss of pay until restriction is lifted.

Excused absence is annotated as admin leave and entered on the time card as code “049.”

Employee is asymptomatic, and is requesting leave due to fear of contracting virus. What leave is authorized?

US: Liberal leave has been authorized keeping in consideration operational requirements.


Neither sick leave nor weather/safety administrative leave are authorized in this situation. Employee may take any appropriate leave (i.e. annual leave, comp‐time earned, travel comp‐ time, etc.) or request other work place flexibilities such as alternate work schedule or telework, if eligible.

HN: Liberal leave has been authorized keeping in consideration operational requirements. Employee may request annual leave. Excused absence is not authorized in this situation.

Due to the closure of the schools and CYS/CDC, I do not have childcare. Am I entitled to admin leave?

US: No, an employee is not entitled to admin leave in this situation. Liberal leave has been authorized and supervisors should use all work place flexibilities such as alternate work schedules, flex time, telework to assist employees where possible during this time.

The Senior Responsible Official authorized excused absence 27‐28 Feb 2020 for employees in this situation. Going forward, supervisors are directed to work on an individual basis with employees who face lack of childcare to fully explore all feasible work alternatives, including telework, compensatory time, and the range of alternate work schedules available. As a last resort, administrative leave may be authorized for brief periods (e.g. few hours).

Excused absence is entered in ATAAPS as “LV”.

Awards are not authorized to compensate employees who have been impacted by CYS/CDC and school closures.

The Family First Coronavirus Response Act (FFCRA) dated March 18, 2020 provides up to 80 hours of emergency paid sick leave (from 1 April 2020 – 31 December 2020) to all Federal civilian employees in specified circumstances related to COVID‐19. This new temporary leave category is in addition to any other paid leave entitlements. An employee qualifies for emergency paid sick leave if the employee is unable to work (or unable to telework) because the employee:

is subject to a federal, state, or local quarantine or isolation order related to COVID-19;

has been advised by a health care provider to self-quarantine related to COVID-19;

is experiencing COVID-19 symptoms and is seeking a medical diagnosis;

is caring for an individual subject to a quarantine or isolation order or self-quarantine; or

is caring for a child under (18 years of age) whose school or place of care is closed (or child care provider is unavailable) for reasons related to COVID-19.

If the leave is for self‐care, it will be paid at 100% of the normal pay up to $511 daily and $5,110 total.If the leave is for family‐care, including care due to lack of child care, it will be paid at 66% of their normal pay up to $200 daily and $2,000 total.

ATAAPS coding (once ATAAPS and DCPS can accept the new codes): LV (excused absence) and one of the following purpose/reason codes:

DX, emergency paid sick leave paid at an employee’s full rate of pay (self‐care) OR DY, emergency paid sick leave paid at two‐thirds an employee’s rate of pay (family care)

Until ATAAPS and DCPS can accept the new ‘D’ purpose/reason codes, use the ‘LV’ Leave Code alone.

Once ATAAPS and DCPS can accept the reason codes, individuals must make a timecard correction(s) by adding the correct ‘D’ Reason Code to the ‘LV’ Code (LV/DX or LV/DY).

NOTE: T&A corrections from LV to LV/DY will result in a debt (LV pays at full rate; DY pays at 2/3 rate). Please make sure employees understand this.


HN: No, an employee is not entitledto an excused absence in this situation. Supervisors should allow for liberalleave, use of permessi and/or LWOP in accordance with the COE.

Awards are not authorized tocompensate employees who have been impacted by CYS/CDC and school closures.

The most recent Italian Decree implements a country wide restriction of movement. Do I report to work? If not, what is my status?

US. Based on mission requirements, supervisors will determine which employees must report to the worksite and which employees are not required to report. If the supervisor has determined that a telework eligible employee is not needed to report to the worksite, the employee will be required to telework. If the supervisor has determined that a non‐eligible telework employee is not required to report to the worksite, the employee will be placed on weather/safety admin leave.

Telework is entered in ATAAPS as “RG” with an additional telework code under NtDiff/Haz/Oth. Select the appropriate telework code: “TW” (telework regular/recurring) or "TS” (telework situation)

Weather/safety admin leave is entered in ATAAPS as “LN” with the additional “PS” code under NtDiff/Haz/Oth.

HN: Based on mission requirements, supervisors will determine which employees must report to the worksite and which employees will not report. If the supervisor has determined that a smart work eligible employee is not needed to report to the worksite, the employee will be required to smart work (see A1/HN for smart work eligibility). If the supervisor has determined that a non‐eligible smart work employee is not needed to report to the worksite, the otherwise eligible employee will be on excused absence. When related to the COVID‐19 response, the excused absence may exceed the 3 consecutive days as outlined in COE Article 22 paragraph 7.

The smart work time will be coded as regular work hours. Do not change the hours at work in the column “REG”, add the code “SMW” for the smart work hours worked.

The excused absence is annotated as admin leave and entered on the time card as code “049.”

If an employee is “call backed” while on admin leave/excused absence, is the employee entitled to special compensation?

US: No, if the employee is“called back” during normal duty hours, the employee is not entitled to anyspecial compensation.

HN: No, if the employee is“called back” during normal duty hours, the employee is not entitled to on‐callduty allowance. The on‐call allowance is only authorized in accordance with COEArticle 49.

The Italian Mensa on Caserma Ederle and Camp Darby are closed until further notice. Will employees in Vicenza and Livorno be entitled to a lunch allowance?

US: N/A

HN: Eligible employees will be compensated.

If you have any questions, please contact the payroll office at DSN 646‐6373

What is a mission essential position?

Mission essential positions arethose that are needed to ensure the continued operation of mission essentialfunctions of an organization. Mission Essential functions are existingfunctions that enable the organization to continue to provide the necessary,vital services during times of need and require great commitment of thecivilian employee. Employees occupying positions that are essential toorganization operations are identified and designated by activity Commanders,Directors, and Supervisors. Among these should also be employees that haveunique or technical skills that are required by organizations for extendedoperations. There are no standard definitions or categories in regard toessential determinations; instead, they are based on the organization's uniquemission requirements and/or circumstances and may even vary according to theparticular nature of an emergency.

If an asymptomatic employee is in a population that the Centers for Disease Control (CDC) or the Cura Italian Decree has identified as being at a higher risk for serious complications from COVID‐19 or “fragile employee”, what options are available to the

US: All telework eligible employees should be placed on telework. Alternate and compressed work schedule flexibilities should be broadly extended to all telework eligible employees. If the employee is not eligible for telework, supervisors may grant Weather/Safety Administrative leave.

HN: All smart work eligible employees should be placed on smart work.

If the employee is not eligible for smart work, and falls in the category of the so called "fragile employees", as indicated by the Cura Italia decree, the employee should contact their doctor to have a medical certificate issued and then the employee would be authorized sick leave.

Work Force Forms

USAG Italy Time and Attendance Policy

Alternative Work Schedule

Telework Request