REQUEST FOR APPROVAL OF NON-STANDARD WORK SCHEDULES

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP79-00498A000500010019-5
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 12
• Document Creation Date: December 9, 2016
• Document Release Date: August 30, 2000
• Sequence Number: 19
• Publication Date: November 12, 1976
• Content Type: MF

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I D7 /A Registry
ODP 2287-76
12 NOV J976
MEMORANDUM FOR: Deputy Director for Administration
THROUGH : Director of Personnel
FROM Clifford D. May, Jr.
Director of Data Processing
SUBJECT Request for Approval of Non-Standard Work Schedules
STATI NTL REFERENCE HR M dated 24 May 1973
1. Action Requested: This memorandum contains a recommendation
that you approve a 12-dour-a-day non-standard work. schedule for support
to the COMIREX Automated Management System (CAMS).
2. Background:
a. The Office of Data Processing (ODP) has the responsibility
for the design, development, testing and operation of CAMS. This system
is a time-critical computer system for management of the collection,
exploitation, and processing of overhead intelligence. Generalized
Information Management System Division (GIMS) is responsible for the
operation of this system, The system will comprise a central computer,
data communications links to terminals in Headquarters and other Intelligence
Community locations, computer terminals, operating software, and data
bases,
b. CAMS will be operated twenty-four hours per day, seven days
per week including holidays. In analyzing the staffing for the operation
of CAMS it appears that a 12-hour-a-day shift would be desirable. The
reasons are described below:
(1) Manpower Savings: There will be four operations teams,
each cons st of two to three employees. The number
of employees on each shift will depend on the workload.
The 12-hour-a-day shift maximizes manpower utilization
in staffing the CAMS work period and will ensure two
computer operators being available for each shift.
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f}yertime Servings: The 12-hour-a-day shift
will minimize the need for overtime. By
adjusting the work-week schedules to regularly
scheduled 12-hour-a-day shifts without
overtime, payment for overtime work on
Saturdays and Sundays will be reduced or
eliminated altogether. If ODP uses the
standard three eight hour shifts, it will
be necessary to pay overtime to employees
working on weekends.
(3)
Reduction of Employee Turnover. An
excessive amount of overtime eventually
causes employees to seek other types
of employment and causes personal problems
which could result in increased employee
turnover. The replacement of these employees
plus training is costly and time consuming
and will decrease the productivity of the
CAMS operation.
c. The following guidelines have been discussed with
representatives of Position Management and Compensation
Division, Office of Personnel, and the GIMS Division personnel:
(1) Work assignments will not exceed 80 hours
per pay period.
Employees GS-1 and below level will be paid
overtime for work in excess of 80 hours in
a two week, 80 hour work period.
(3) Annual or sick leave will be charged for
hours less than 80 during the two week period.
(4) Holiday Pay - Employees who perform scheduled
or directed work on a holiday will receive
compensation at the holiday rate for all
hours worked within their scheduled tour of
duty. When a holiday falls on an employee's
scheduled non-workday, the preceeding work-
day will be treated as the holiday and pay
will be administered under the policy for
holiday pay.
When any part of an employee's regular
scheduled workday tour of duty is performed
an Sunday, the employee will be compensated
at the Sunday premium rate for all hours
worked in that tour not to exceed 12 hours
for each Sunday worked.
(6) Employees GS-12 through GS-14 will receive over-
time payments for directed overtime worked in
excess of 80 hours in a two week 80 hour pay
period since productivity is measurable in hours
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(7) Work performed between the hours of Ei:00 p. m. and
6:00 a. m., when part of a scheduled tour of duty,
shall be reported as night differential.
(8) Non-exempt employees under the Fair Labor Standards
Act (FLSA) will be paid overtime in accordance with
the requirements of that act, (Work in excess of
40 hours worked is paid overtime). Otherwise, the
provision of HR will remain unchanged and will
pertain to the non-standard work week.. (See Attached
Sheet)
3. Staff Position: The Deputy Director for Processing, ODP, recommends
the approval of this action as the most effective method of meeting the
CAMS support requirement.
4. Recommendation: It is recommended that you approve the 12-hour-a-
day non--sn'ndar work schedule for the nn^rt ^.R' rAUC . '
CONCURRENCE:
ap 4
F. W. Janney
D/Personnel
APPROVED:
J. 8l
ODA
Attachment: Copy of Schedule
Distribution:
Orig. & 1 - Addressee (Orig., to be returned to O/D/OOP)
2 - O/D/ODP
1 - OOP Registry
1 - Subject File
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SUN
MON
TUES
WED
THURS
FRI
SAT
0700-1930
A*
A*
A*
A
C
C
C
1900-0730
B
B
D
D*
D*
D*
B
0700-1930
C
A
A
A
C*
C*
C*
1900-0730
B*
B*
B*
B
D
D
D
0700-1930
B*
B*
B*
B
A
A
A
1900-0730
C
C
D
D*
D*
D*
C
0700-1930
A
B
B
B
A*
A*
A*
1900-0730
C*
C*
C*
C
D
D
D
0700-1930
C*
C*
C*
C
B
B
B
1900-0730
A
A
D
D*
D*
D*
A
0700-1930
B
C
C
C
B*
B*
B*
1900-0730
A*
A*
At
A
D
D
D
1. A= Team A B = Team B C = Team C D = Team D
2. Six week cycle for rotation
3. * indicates one person from that team works an 8 hour shift
to meet his 80 hour requirement for each two week period.
4. Team D works permanent night shift.
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 ~ ~~ A SI FI ED (l INTERNAL
Approved For R76Tease
K53IRWA&UM
SUBJECT: (Optional)
Request for Approval of Non-Standard Work
FROM: ----------
D/ODP/DDA
2D00 Hqs.
TO: (Officer designation, room number, and
building)
^ CONFIDENTIAL
SECRET
OFFICER'S I COMMENTS (Number each comment to show from whom
INITIALS to whom. Draw a line across column after each comment.)
117
ite
The attached request for a Non
Standard Workweek Schedule i con-
sistent with the requirements of
HR and the Fair Labor Stand.-
ar s Act. PMCD recom
concurrence and DDA a
Chief/PMCD ' STATIN L
STATIN L
FORM
3-62
SECRET ^ CONFIDENTIAL ^ UNSTE 0 LY
05000100,19-5
^ UNCLASSIFIED
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PERSONNEL HR
-
SECTION V: HOURS OF WORK, LEAVE, AND PAY
2.9. HOURS OF WORK. The circumstances under which the Agency carries
on some of the most important and critical aspects of its work are in large
measure conditions over which the Agency has no control. They are dictated
by the course of world events, the needs of the policymakers of the Government,
and other circumstances which are not predictable. It is impossible to accomplish
the intelligence mission successfully with a rigid, prearranged work schedule. On
the contrary, Agency personnel must be flexible in their work habits and work
schedules in order to take advantage of collection opportunities, to meet deadlines,
and to produce national intelligence in a timely manner.
r'a. WORKWEEK AND WORK SCHEDULES
(1) STANDARD BASIC WORKWEEK
(a) Operating Officials and Heads of Independent Offices will schedule
basic workweeks for components under their jurisdictions In accord-
ance with the following standards:
(1) Duty hours are scheduled in advance and cover a period of not
less than one week.
(2) The basic 40-hour workweek consists of five consecutive duty days,
normally Monday through Friday.
(3) The working hours in each day in the basic workweek are the same.
(4) The basic nonovertime workday does not exceed eight hours.
(5) The occurrence of holidays does not affect the designation of the
basic workweek.
(6) Breaks in excess of one hour are not scheduled in any basic work-
day.
(b) Normally basic workweeks will be scheduled from 8:00 a.m. to 4:30 p.in.,
8:30 a.m. to 5:00 p.m., or 9:00 a.m. to 5:30 p.m. Monday through Friday.
One-half hour is allowed for lunch. When necessary to carry out the
missions of their components, Operating Officials and Heads of Inde-
pendent Offices may schedule basic workweeks with hours different
from those prescribed above as long as they meet the standards given
in subparagraph (a) immediately above.
(2) NONSTANDARD BASIC WORKWEEK. in exceptional circumstances and
when advantageous to operations which are staffed on a 24-hour basis,
the Deputy Director for Management and Services may approve work
schedules that differ from the standards in subparagraph (1) (a) above
as long as the scheduled work hours equal 80 in a two-week pay period.
Proposals for such nonstandard work schedules should be forwarded for
approval to the Deputy Director for Management and Services, through
the Director of Personnel for his review, and have the concurrence of the
Deputy Director concerned. The Deputy Director for Management and
Services, when approving nonstandard work schedules, will also prescribe
guidelines for accounting for leave, overtime, holiday and Sunday pay,
and night differential.
(3) WORK SCHEDULES FOR INDIVIDUALS. Operating Officials and Heads
of Independent Offices may arrange work schedules for individuals which
4 differ from the basic workweeks of their components as necessary either
(a) to carry out the missions of those components, or
-Revised: 24 May 1973 (744) iM0022 71
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b. NIGHT DIFFERENTIAL WORK. Night differential work is regularly scheduled
work between 6:00 p.m. and 6:00 a.ni.
(1) Night differential work is compensated at an additional pay rate of 10
percent of basic salary.
(2) The night differential pay rate is also payable when an employee, who is
otherwise entitled to night differential pay, does not work because of a
holiday or for a period of leave with pay of less than eight hours during
any biweekly pay period. It is not payable for any period of leave if the
aggregate of paid leave during the same biweekly pay period is eight hours
or more, nor it is payable for any period covered by a lump-sum leave
payment.
(3) Prevailing rate (ungraded) employees will be paid for night differential
work at rates in accordance with the appropriate wage schedule.
will equip them for more effective work in the Agency.
c. OVERTIME WORK AND COMPENSATION. Compensable overtime is that work
performed by an employee in excess of the normal basic workweek which has
been authorized by a designated senior official as compensable in accordance
with the provisions of this paragraph. Such overtime may be authorized in
advance to meet scheduled or irregular requirements, or authorized after per-
formance by the employee.
(1) POLICY
(a) All levels of management are expected to exercise sound judgment in
planning work requirements and schedules so that overtime work
normally is not required.
(b) Overtime work generally will be authorized only to meet unforeseen
developments or circumstances. Funds must be available for all over-
time work even though compensatory time in lieu of overtime payment
is contemplated.
(c) Overtime work scheduled on a regular basis must have the prior ap-
proval of the appropriate Deputy Director or Head of Independent
Office.
(d) Irregular or occasional overtime work may be authorized by Operat-
ing Officials and Heads of Independent Offices and other senior
officials to whom such authority has been delegated by Deputy Di-
rectors.
(e) Whenever feasible, overtime work will be ordered prior to its per-
formance. Hours of overtime that are not specifically directed or ap-
proved will not be processed for overtime payments or for compensatory
time in lieu thereof.
(f) Based on the needs of the service, employees may be required to per-
form overtime work unless excused because of unusual personal cir-
cumstances.
(g) Each period of directed overtime work performed by an employee on
a day when no work was scheduled for him or for which he is called
back to his place of employment will be considered to be at least two,
hours in duration.
(h) Leave with pay granted an individual will not affect his eligibility for
{_~ overtime compensation.
-+Revised: 24 May 1973 (744)
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F* (2) RESPONSIBILITIES
(a) Deputy Directors and Heads of Independent offices are responsible
for allocating and approving overtime funds and for monitoring over-
time policies and practices within their jurisdictions to ensure that
they are administered with consistency and equity.
(b) Senior officials to whom authority to authorize overtime work has been
delegated will ensure that any overtime pay which they authorize is
in accordance with the policies and provisions prescribed herein.
(c) The Director of Planning, Programming, and Budgeting is responsible
for reviewing the use of overtime within the Agency.
(3) COMPENSATION FOR OVERTIME
(a) Policy
(1) Employees GS-11 and below will receive overtime payments or, if
they request it, compensatory time in lieu thereof for all hours of
directed overtime.
(2) Employees GS-12 through GS-14 generally will be expected to or-
ganize their work in such a manner that directed overtime work
is unnecessary. They may receive overtime payments or compensa-
tory time in lieu thereof for directed overtime worked in excess
of 48 hours in a given workweek. No overtime payment or com-
pensatory time will be granted for hours of duty between 40 and 48
in a given workweek unless such hours represent directed work
(a) on a position which requires substantial amounts of overtime
work on a continuing basis and the productivity is predomi-
nantly measurable in units of production or hours of duty per-
formed. (Such positions will be identified by Operating Offi-
cials and Heads of Independent Offices, concurred in by ap-
propriate Deputy Directors, and approved by the Director of
Personnel), or
(b) on any day during a work period of seven or more consecutive
days, or
(c) on a second job the duties of which are substantially unrelated
to the primary assignment. (The Operating Official or Head
of Independent Office concerned will designate each individual
to whom the "second job concept" may apply and the Direc-
tor of Personnel will determine whether the two jobs are sub-
stantially unrelated.)
(3) No overtime pay will be paid or compensatory time granted to
an employee GS-15 or above except to the extent permitted by
the provisions of subparagraph f below;
(a) annual premium pay may be authorized in accordance with
subparagraph (c) below, and
(b) payment may be made, or compensatory time in lieu thereof
credited, for overtime authorized in accordance with the pro-
duction or second job concepts stated in subparagraphs (2) (a)
and (c) immediately above.
(4) Overtime worked between 6:00 p.m. and 6:00 a.m., which is other-
wise to be compensated in accordance with this paragraph, is con-
sidered night differential work and must also be compensated at
night differential rates if
-rRevised: 24 May 1973 (744) E2 IMPDET
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(a)
(b)
it is part of the employee's regularly scheduled 'workweek, or
it falls within another regularly scheduled tour of duty and
the employee is assigned to perform duties which are normally
performed by the regular work force of the other tour.
Examples:
An employee's normal 40-hour tour is from 9:30 a.m. to 6:00
p.m. Monday through Friday and he is scheduled to work
from 9:30 a.m. to 9:00 p.m. on every other Friday. Compensa-
tion for overtime and payment of night differential are re-
quired for the three hours from 6:00 p.m. to 9:00 p.m. worked
every other Friday since it is regularly scheduled work.
An employee whose normal tour is from 9:30 a.m. to 4:00 p.m.
is directed to work six hours overtime, from 4:00 p.m. to 10:00
p.m., on a particular night to assist the regularly scheduled
evening shift (4:00 p.m. to 12:30 a.m.). Compensation for six
hours of overtime and payment of four hours (6:00 p.m. to
10:00 p.m.) night differential are required.
An employee acting as night duty officer may be authorized over-
time compensation in accordance with the foregoing paragraphs
for duty occurring during the period between the regular closing
hour of the component on one day and the regular opening hour
on the next day whether or not the days involved are regular work-
days, except that a minimum of eight hours will be deducted as
time off for sleeping if the requirements of the night duty permit.
Prevailing rate (ungraded) employees will be paid for overtime
performed as night duty officer at their regular overtime rate but
not to exceed one and one-half times the minimum scheduled
rate for GS-10, unless actual work is required in addition to normal
duty officer responsibilities.
Overtime Pay. Overtime compensation authorized in accordance with
the above policies will be computed on the basis of whole hours of
work subject to the limitations in subparagraph f below. overtime
work should normally be scheduled and performed in whole hour
amounts. When authorized, however, periods of overtime work of 15
minutes or more may be accumulated and reported in whole hour
increments as overtime worked for the day on which such an accumu-
lation equals a whole hour(s).
(1) A graded employee will be paid for overtime work or may, if he
requests it (see subparagraph (d) below), be granted compensa-
tory time in lieu of overtime payment. The overtime pay rate is
one and one-half times the hourly rate of basic salary but will
not exceed one and one-half times the minimum scheduled rate
for GS-10.
(2) Prevailing rate (ungraded) employees will be paid for overtime
work performed at the overtime rate established for their respec-
tive pay levels, except as provided in subparagraph (a)(5) above.
Compensatory time will not be granted to prevailing rate em-
ployees.
-+Revised: 24 May 1973 (744)
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f (c) Annual Premium Pay STATINTL
(1) Annual premium pay is a form of overtime pay designed to com-
pensate an employee when his duties require substantial amounts
of irregular or occasional overtime work and night, holiday, and
Sunday work which cannot be administratively controlled and
when he is primarily responsible for recognizing, the circumstances
which require him to be on duty. It may not be used to com-
pensate for regularly scheduled overtime duty.
(2) When it would appear that the payment of annual premium pay
would be a more equitable way to recompense an employee for
substantial amounts of uncontrollable overtime, the request must
have the concurrence of the appropriate Deputy Director or Head
of Independent Office and the approval of the Director of Per-
sonnel.
(3) Authorized annual premium pay is set at a rate not less than
10 percent nor more than 25 percent of that part of the em-
ployee's basic compensation which does not exceed the minimum
basic rate for GS-10.
(d) Compensatory Time
(1) Eligibility. Any graded employee who performs overtime work
which is compensable in accordance with subparagraph (a) above,
may be granted compensatory time in lieu of overtime pay if he
requests it not later than the end of the pay period in which the
overtime work was performed.
(2) Accrual. The number of hours of compensatory time accrued will
be equal to the number of hours of overtime worked that are
compensable within the limitation specified in subparagraph f
below.
(3) Use. Compensatory time will be taken as soon as practicable (gen-
erally within 90 days) after it has been earned, but not later than
the end of the leave year in which it was earned, except that when
it is earned in the last four calendar weeks of a leave year the
compensatory time may be taken during the first four calendar
weeks of the following leave year.
(4) Payment. In the absence of a certification by an Operating Official
or Head of an Independent Office that opportunity to use the
compensatory time had been denied because of conditions beyond
the employee's control related to his Agency employment, accrued
compensatory time will be forfeited should an employee not use
it during the period specified in subparagraph (3) immediately
above, or should he be transferred to a field station abroad or
from the jurisdiction of one Operating Official to that of another.
Given such certification, which must accompany the last time
report for the period or for the position from which transferred,
the employee will be paid at overtime rates for the unused com-
pensatory time. In the event of death or involuntary separation,
payments will be made for any compensatory time which is to
the employee's credit. Payment for compensatory time will in all
cases be made at the overtime rate which applied when the over-
time was performed.
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r'd. SUNDAY WORK AND COMPENSATION. All hours not in excess of eight, not
overtime, worked during a regularly scheduled tour of duty within a basic
workweek will be considered Sunday work if any part of the work is per-
formed on Sunday (midnight Saturday to midnight Sunday). Premium pay
for Sunday work is computed at a rate equal to 25 percent of an employee's
basic rate of compensation. Premium pay for Sunday work is in addition to
premium pay for holiday work, overtime compensation, or night differential,
but is not to be included as part of basic compensation when computing such
other premium pay. Sunday premium pay is paid only for whole hours actually
worked and is not paid for any periods of leave. Examples: If an employee's
normal tour begins at 4:00 p.m. Saturday and ends at 12:30 a.m. Sunday, his
Sunday premium pay entitlements are as follows:
(1) If he works all eight hours, he earns eight hours of Sunday premium pay.
(2) If he is absent for the last half-hour (even if this is part of a period of
paid leave), he earns no Sunday premium pay because no work is per-
formed on Sunday.
(3) If he is absent for part of the tour of duty, but works one or more hours
including the half-hour on Sunday, he earns Sunday premium pay for
all hours of the scheduled tour that he actually works.
(4) If he works during two different regularly scheduled tours, both of which
overlap the same Sunday (such as Saturday into Sunday and Sunday into
Monday), he may earn Sunday premium pay for hours he works in both
tours not to exceed eight hours per tour, subject to a determination based
upon the examples above if any absences occur.
e. HOLIDAY WORK AND COMPENSATION. All days designated by Federal statute
or Executive Order as holidays in the Federal service are observed by the
Agency. A list of holidays is published annually as a Headquarters Notice.
When the basic workweek is Monday through Friday, the workday immediately
preceding a Saturday holiday or the workday immediately following a Sunday
holiday is considered a holiday. When the basic workweek includes Saturday
or Sunday, a Saturday or Sunday holiday is a regular holiday within the basic
workweek. When the basic workweek is other than Monday through Friday,
a holiday occurring on the first day off makes the preceding day a holiday
(except when the first day off is a Sunday), and a holiday occurring on the
second day off makes the following day a holiday. Should the first day off
be a Sunday, the next workday following is considered a holiday. All work,
not exceeding eight hours, authorized and performed on an official holiday
during regular duty hours will be considered as holiday work. Holiday work
may be authorized by Operating Officials and Heads of Independent Offices
and other senior officials to whom such authority has been delegated by Deputy
Directors. (Work performed on a holiday before or after regular duty hours
is considered overtime work.) Work on holidays will be kept to a minimum
consistent with work requirements and will be authorized only when require-
ments cannot be satisfactorily completed within regularly prescribed duty
hours.
(1) Any employee who is required to perform work for one or more periods
on a holiday during regular duty hours will be paid for at least two hours
of work for each such period, subject to the eight-hour limitation stated
L., immediately above.
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it (2) Holiday work is paid for at twice the rate of basic salary, subject to the
limitations stated in subparagraph f below. Overtime performed on holidays
will be compensated in accordance with the provisions stated in subpara-
graph c(3) above.
(3) Prevailing rate (ungraded) employees will be paid for holiday work in ac-
cordance with the appropriate wage schedule.
f. LIMITATION OF COMPENSATION FOR OVERTIME, HOLIDAY, NIGHT, AND
SUNDAY WORD.
(1) No overtime pay (including annual premium pay or overtime payments
in accordance with the production or second job concepts referred to in
subparagraphs c(3) (a) (2) (a) and (c) above), holiday pay, night differen-
tial, or Sunday premium pay will be paid or compensatory time be granted,
for any biweekly pay period, to an employee whose rate of basic salary
for that pay period equals or exceeds the maximum scheduled rate for
GS-15.
(2) In the case of an employee whose rate of basic salary is less than the
maximum scheduled rate of GS-15, overtime pay (including annual pre-
mium pay or overtime payments in accordance with the production or
second job concepts referred to in subparagraphs c(3) (a) (2) (a) and (c)
above) holiday pay, night differential, or Sunday premium pay may be
paid, or compensatory time granted in lieu of payment for overtime, only
to the extent that such payment and value of overtime hours credited
to compensatory time computed at overtime rates would not cause his
aggregate compensation to exceed the maximum scheduled rate for GS-15
with respect to any biweekly pay period.
(3) Hours spent as a student in Agency-sponsored training activities may not
be considered as workhours for purposes of overtime compensation, holiday
pay, night differential, or Sunday premium pay. Requests for exceptions
will be forwarded through normal channels to the Director of Training
for concurrence and to the Deputy Director for Management and Services
for approval.
(4) No holiday pay, night differential, or Sunday premium pay will be paid
to any employee for a special duty tour which is solely the result of a
rescheduling of his basic workweek to permit him to pursue outside study
at his own expense.
(5) The limitations in subparagraphs (1) and (2) above do not apply to pre-
vailing rate (ungraded) employees.
g. REPORTING DUTY STATUS. Official time and attendance reports will record
time actually worked in relation to the scheduled workweek of the activity
L, concerned and will be prepared in accordance with HUB 30-5.
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