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Annual Leave Restoration Guidance and Instructions for Leave Year 2024

MEMORANDUM

DATE: December 13, 2024
TO: Federal Personnel and Payroll System (FPPS) User Group Representatives
FROM: Christine Zertuche-Rocha, Chief, Payroll Operations Division
SUBJECT: Action Required: Annual Leave Restoration Guidance and Instructions for Leave Year 2024

Please share the following information with the Office of Human Resources (HR) at your agency. Specifically, please share this information with Human Capital Officers, Human Resources Officers, and servicing HR office team members. 

We encourage agencies to refer to the Office of Personnel Management Fact Sheet: Restoration of Annual Leave for information on the regular process for restoration of annual leave. To ease manual processing, the Payroll Operations Division (POD) will again utilize an automated method to restore leave for leave year 2024 as outlined below. To help make this process successful, please review the following information below:

Important Reminder:

  • As a result of this automated process, it is imperative that agencies should not submit the POD-34 Form, Request for Restoration of Forfeited Annual Leave, or a spreadsheet with multiple requests for manual processing to the Payroll Operations Branch (POB) except for the unique situations: 
    • If annual leave needs to be restored for individuals due to a separations, transfer, or retirement, prior to restored annual leave files being processed it is essential that these requests are emailed with the appropriate POD-34 Form to Karen Galperin and Scott Jackson, at the email addresses provided below.  
      • To avoid duplicate requests for restored leave being received, please do not include the individual(s) on the automated method detailed below.  

Automated Submission Process for Restored Leave with Timelines: 

  • The agencies will run a Datamart query to identify 2024 forfeited leave data, as detailed in the attachment ‘Guidance on Executing a Datamart Query/Instructions for Submitting Restored Annual Leave Data.’ Important information is listed below and included in the guidance as well:
    • As a reminder, if any employees on the query are serviced by a Servicing Personnel Office (SPO) outside your Bureau, it is the responsibility of the agency point of contact to coordinate with the applicable SPO for any restored annual leave. 
    • Please consolidate submission at the level appropriate for your agency.
      • However, submissions should not be any lower than Sub-Bureau.
    • Our expectation is that when the approved restored leave data is returned to us for processing, the agencies have done the appropriate certification approvals, following all applicable restoration guidance and regulations.
    • Agencies must provide a statement that authorizes us to restore the leave, and the approved data to process, no later than April 15. 2025.
      • Spreadsheets not properly formatted and requiring correction by the agency, or returned after April 15, 2025, may take up to three additional pay periods (PP) to process.
        • These spreadsheets will be processed after all other files received on time are processed.
      • To prepare for the restored leave process, please review the following questions and answers related important processes and timelines that must be followed.
Questions:Answers:
When may agencies pull the Datamart query to identify the 2024 forfeited leave data?

The data will be available following the processing of PP 2025-03, on the Friday after pay calculate, January 31, 2025.   

It is not recommended to run the query until the Friday after calculate for Pay Period (PP) 2025-04 (two PPs after the end of the leave year).

When must corrected Time and Attendance (T/A) be completed that involve adjustments to annual leave for leave year 2024?No later than or in PP 2025-04.
What if corrected T/A(s) were submitted that impacted annual leave?  We recommend the agencies pull a Datamart query on the Friday after pay calculate for PP 2024-04, February 15, 2025
In what format will the data need to be returned?


An Excel Spreadsheet.

When do the restored leave spreadsheet(s) and approval need to be provided to the POD?No later than April 15, 2025.
When will the restored leave spreadsheet(s) be processed?Within two PPs of confirmed receipt.
What expiration PP will be used?

The expiration PP defaults to two years beyond the end of the leave year in which the exigency ended. 

Employees should not contact the Interior Business Center Customer Support Center or the POD, they should only contact their SPO.  FPPS User Group Representatives should feel free to contact the below individuals with any specific questions:  

Resources

 

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