(UNTITLED)

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP80-01826R000700030018-7
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 9
• Document Creation Date: December 22, 2016
• Document Release Date: October 3, 2002
• Sequence Number: 18
• Publication Date: December 17, 1954
• Content Type: MISC

Approver Re
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1? fecembor 195
The Director has requested that the Cll. Career Council
consider whether the Agency should have a uniform policy for the:
payment of overtime In senior grades. The problem has arisen due
to the establishment of different policies by the seareral cozponente
of the Agency in Uzplementing paragraph 5a.2.: of Notice
Attachments:
a. Notice
(See marked paragraphs)
b. Memorandum from Assistant Director for Personnel
dated 17 December 1954.,
c, Summary of overtime policies presently in force in the
several components of the Agency.
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THIS NOTICE EXPIRES 21 OCTOBER 1955
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(2) Paragraph 4 of
Page
GENERAL............................ 1
PURPOSE ............................ 1
DEFINITIONS ........................ 1
POLICY....................-......... 2
COMPENSATION ....................... 4
LIMITATION ON COMPENSATION......... 5
RESPONSIBILITIES ................... 5
PROCEDURES ......................... 6
EFFECTIVE DATE OF NOTICE........... 8
PERSONNEL
22 October 1954
Effective at the beginning of the first pay period which begins after
31 October 1954 substantial increases will occur in overtime compensation in
accordance with the provisions of Title II, Public Law 763, 83d Congress,
approved 1 September 1954, cited as the "Federal Employees Pay Act Amendments
of 1954." As funds are not available to supplement allotments made to each
office to cover such increased costs as may develop, it is necessary to re-
examine internal office policies as to the authorization and approval of
overtime.
The purpose of this Notice is to (a) establish overtime and holiday work policy
with respect to the authorization, certification, reporting, and payment of
overtime and holiday work performed; (b) set forth the responsibiliti.ee of the
*%W heads of offices and subordinate supervisors who are delegated administrative
responsibilities with respect thereto; and (c) to outline general operating
procedures that will provide controls in administering overtime activity.
All hours of work officially authorized and performed in excess of forty
hours in any administrative workweek shall be considered to be overtime
work.
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b. HOLIDAY WORK
PERSONNEL
22 October 1954
All work not exceeding eight hours performed on a holiday designated by
Federal statute or Executive order which is not overtime work as defined
above shall be considered as holiday work.
c. AUTHORIZATION
Authorization, as used in this Notice, signifies the granting of per-
mission by office heads to incur expense in the performance of overtime
or holiday work which is necessary during a specific period.
d. APPROVAL
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Approval, as used in this Notice, is the signing of the Report of Over-
time and Holiday Work Performed, Form No. 293, by the supervisor certifying
that such work has been performed pursuant to prior authorization and that the
employees named in the report are entitled to the appropriate compensation
in the form of overtime or holiday pay, or compensatory time off in lieu of
overtime pay.
Office, as used in this Notice, means Senior Staffs or Area Divisions
under the Jurisdiction of the Deputy Director (Plans), Offices under the
Jurisdiction of the Deputy Director (Intelligence), Administrative offices
under the Jurisdiction of the Deputy Director (Administration), the Office
of Personnel, the Office of Communications, and the Office of Training.
f. EMPLOYEE
The word "employee" as used in this Notice shall be construed to include
all (1) staff personnel (employees and agents) and (2) contract personnel
(employees and agents) when their contracts provide that they will receive
overtime and holiday compensation on the same basis as staff personnel.
i+. POLICY
a. Compensation for overtime and holiday work shall be kept to a minimum
consistent with work requirements, and overtime and holiday work shall be
authorized only when work requirements cannot be satisfactorily completed
within the regularly prescribed tours of duty.
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PERSONNEL
22 October 1954
b. When an employee is required to perform overtime or holiday work, he
will be reimbursed or otherwise compensated for such work at the hates
established by law and subject to the limitations provided by law;.
c. Overtime and holiday work shall be authorized and approved for whole
hours. Payment will be computed for each continuous whole hour of work,
and compensatory time off in lieu of overtime compensation will be
credited and granted for each whole hour of work.
d. Payment for overtime and holiday work performed or compensatory time
off in lieu of overtime pay shall not be allowed unless the work has
been authorized prior to its performance, and the employee concerned
has been specifically ordered to perform the work.
e. Authorization to perform overtime or holiday work shall be evidenced by
the execution of Form No. 292, Request for Authorization of Overtime and
Holiday Work (Attachment A). This authorization must be obtained in
advance of the expense being incurred, except in unusual circumstances
when it is possible to obtain only verbal approval in advance. In such
event, the formal authorization shall be executed promptly thereafter to
confirm the verbal authorization.
f. Within the limitations stated in paragraph 4g below compensatory in lieu of overtime co ,
ompensatory time
mpensation credited to a full-time employee in
accordance with paragraph 5 below may be used at such times and in such
amounts as local work conditions permit. While it is desirable that
he be given an opportunity to use his compensatory leave at a time desired
by him, it is nevertheless the prerogative of the supervisor to make the
final decision as to when such time off may be allowed.
g. Compensatory time off shall be scheduled to be taken as soon as practicable
(generally within 90 days) after it has been earned but not later than the
end of the leave year in which it was earned; provided, however, that
where overtime is earned in the last four calendar weeks of the leave
year the compensatory leave must be taken not later than the end of the
fourth calendar week of the following leave year. If an employee has been
denied opportunity to use compensatory time off during this period because
of any condition related to his employment with the Agency and beyond his
control, he shall be paid for the overtime at the overtime rate of pay
which applied at the time the overtime was performed. In the event of
death or involuntary separation of an employee, any unliquidated cobpen-
satory time off to his credit which he has been denied opportunity to use
shall be paid for at the overtime rate of pay which applied at the time
the overtime was performed.
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D
PERSONNEL
22 October 1954
Hours spent as a student in Agency-sponsored training activities shall
be considered as hours of work in determining whether an employee has
worked the official workweek of forty hours but may not be considered
as hours of work for purposes of overtime pay or compensatory leave.
Requests for exception to this policy will be forwarded through normal
channels to the Director of Training for recommendation and concurrence
and to the Deputy Director (Administration) for approval.
5. COMPENSATION
Employees shall be compensated for officially authorized overtime and holiday
work as follows:
(1)
An employee in grade OB-10 or below shall be paid overtime compensa-
tion in accordance with the rates and limitations provided by law
or may, if he requests it not later than the end of the pay period
in which the overtime was worked, be granted compensatory time off
from his scheduled tour of duty in lieu of payment. Compensatory
time off will be granted for an amount of time equal to that spent
in overtime work.
(2) An employee in grade GS-11 or above normally will be granted com-
pensatory time off in lieu of overtime pay for overtime work within
the amounts permitted by law. However, when the head of the office
concerned establishes that it is not feasible to grant compensatory
time off to an employee in this grade range, he will authorize pay-
ment of the appropriate overtime rate within the limitations pro-
vided by law.
(3)
Any unscheduled 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 shall be considered to be at least two hours
in duration.
(1)
(2)
(3)
All holiday work shall be compensated at the rate of basic compensa-
tion of.the employee performing such work on a holiday plus premium
compensation at a rate equal to the rate of basic compensation of
such employee.
Any employee who is required to perform any work on a holiday shall
be compensated for at least two hours of work.
Overtime work on holidays shall be compensated in accordance with
the provisions stated in 5a, above.
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6. LIMITATION ON COMPENSATION
PERSONNEL
22 October 1954
a. No overtime or holiday compensation shall be paid to an employee whose
rate of basic compensation equals or exceeds the maximum scheduled;rate
of basic compensation provided for grade GS-15. At the effective date
of this Notice, this rate is $11,800 per annum, or $453.85 per biweekly
pay period.
b. In the case of an employee whose rate of basic compensation is leas than
the maximum scheduled rate of basic compensation provided for GS-15, over-
time or holiday compensation may be paid only to the extent that such pay-
ment would not cause his aggregate rate of compensation for that pay
period to exceed the maximum scheduled rate with respect to any pay period
(currently $453.85).
7. RESPONSIBILITIES
(1)
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It shall be the responsibility of the office head concerned or his
deputy to review each "Request for Authorization of Overtime 8.1d
Holiday Work" submitted by components under his jurisdiction and,
if justified, to authorize the work to be performed provided that
funds are available to pay for such work. This authority cannot
be redele ated "Requests for Authorization of Overtime and;Holiday
Work may be consolidated by office heads into one summary for
authentication by the office head.
(2)
(3)
Office heads shall give consideration to adjusting the tour of duty
in those cases where overtime can be reduced by scheduling tours of
duty for periods other than those prescribed in Agency Regulation
Office heads will designate within their respective jurisdictions tine
supervisory level which will exercise the authorities and responsibilities
defined in paragraph 7b below.
(1)
Supervisors are responsible for scheduling the work which they are
assigned so that it may be completed to the greatest extent Possible
during regular work hours. In establishing the time for completing
scheduled work, consideration should be given to the time required to
complete the assignment in relation to the regularly scheduled tour
of duty.
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(2)
PERSONNEL
22 October 1954
Supervisors are responsible for making the determination as to
whether work assigned can or cannot be completed by the scheduled
time of completion during regular work hours and, where required,
shall initiate the "Request for Authorization of Overtime and
Holiday Work."
(3) Supervisors are responsible for the maintenance of accurate records
covering overtime and holiday work and shall certify as to the work
performed on the report as prescribed in paragraph 8, below.
(4) Supervisors are responsible for ensuring that employees under their
jurisdiction are afforded-an opportunity to use compensatory time off.
When it has been impossible to permit such opportunity, the appropri-
ate supervisor will so certify to the office head concerned as a
basis for authorizing overtime payment in accordance with paragraph
4g above.
The Comptroller is responsible for reviewing the extent of use of overtime
and holiday work and for making periodic reports and recommendations per-
taining thereto to the Director, Deputy Directors, and office heads.
8. PROCEDURES
a. REQUEST FOR AUTHORIZATION OF OVERTIME AND HOLIDAY WORK
(1)
(2)
When overtime or holiday work is required to be performed, the super-
visor responsible for scheduling the work shall initiate the Request
for Authorization on Form No. 292 which is prescribed for such pur-
pose (Attachment A). Authorizations for overtime or holiday work
shall be limited to cover a period not in excess of four biweekly
pay periods or the equivalent thereof. The request should clearly
indicate the requirements broken down by pay period, the estimated
number of man-hours and number of employees, and a statement of
justification clearly indicating the purpose for which the overtime
and/or holiday work is to be used, the type of personnel involved,
and the reason why the work cannot be accomplished within the regularly
prescribed work hours. The number of man-hours and number of employees
will represent an estimate, but each office must review the require-
ments carefully in order to develop as accurate a forecast as possible.
Consideration should be given to anticipated variations in workload,
personnel leave schedules, and other factors which may cause fluctua-
tions from pay period to pay period.
Separate requests shall be prepared for employees on vouchered and
confidential funds payrolls.
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PERSONNEL
22 October 1954
(3) The request shall be signed by the supervisor and forwarded through
normal administrative channels to the office head or his deputy.:
(4) The Request, Form No. 292, shall be prepared for distribution as
follows:
(a) The original (signed) for the appropriate payroll office.
(b) A conformed (facsimile signature) copy for the office Budget
and Fiscal Officers.
(c) A conformed copy to be retained by the supervisor.
Where a consolidated summary of individual Request forms is utilized
by the office the foregoing distribution will apply to the consoli-
dated summary as well as the individual Request forms. Individual
Requests may be signed by means of a facsimile stamp when authenti-
cation is provided by a covering consolidated summary.
(5) When an overtime estimate involves a period overlapping the end of the fiscal
year, separate Requests shall be prepared to cover the period through
30 June and the period beginning 1 July.
(6) If it appears necessary to increase an estimate already authorized,
a supplemental Request must be submitted promptly.
b. REPORT OF OVERTIME AND HOLIDAY WORK PERFORIMD
(1) Supervisors will maintain an adequate check system to ensure that all
overtime and/or holiday work claimed by employees under their juris-
diction was actually worked and will maintain a record of such work.
No formal record is prescribed but it is suggested that a simple;
listing be maintained showing date, name of employee, hours worked,
and the initials of each employee to confirm his record.
(2) At the end of each pay period, a Form No. 293, Report of Overtime and
Holiday Work Performed, Attachment B, shall be prepared and reviewed
by the appropriate supervisor to determine that the Report is correct.
The supervisor% signature on this Report constitutes approval of the
work performed and a basis for compensation either as overtime pay
or compensatory time off, as indicated. The Report shall be forwarded
to the Time and Attendance Clerk who shall record the overtime and/or
holiday work on the Time and Attendance Reports as compensation to
be paid or credited as compensatory time off. These Reports shall
accompany the Time and Attendance Reports when they are transmitted to
the appropriate payroll office.
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PERSONNEL
22 October 1954
(3) The original signed copy of the Request for Authorization of Overtime
and Holiday Work shall accompany the Time and Attendance Reports when
they are transmitted to the appropriate payroll office. When more
than one pay period is involved in a single request, the request
shall be transmitted with the Time and Attendance Reports forwarded
to the payroll office for the first pay period covered by the request.
9. EFFECTIVE DATE OF NOTICE
The policies, responsibilities, and procedures set forth in this Notice will
be effective at the beginning of the first pay period which begins after
31 October 1954.
FOR THE DIRECTOR OF CENTRAL INTELLIC NCE :
DISTRIBUTION : AB
Attachments
A - Form No. 292
B - Form No. 293
L. K. WHITE
Deputy Director
(Administration)
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