BOP Program Statement 3293.02 § 4

This section outlines the requirements and responsibilities associated with the National Finance

Center’s (NFC) Time and Attendance (T&A) reporting for the processing of T&A data.

a. T&A Transmission Time Frames. T&As should be completed and sent to the NFC by the

close of business on the Monday following the pay period.

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b. Responsibilities. The requirements and responsibilities involved in the proper processing of

T&A reports are defined in the Department of Justice HR Order DOJ1200.1: Part 12, Time and

Attendance Reporting, Chapter 12-1, Time and Attendance Reporting (August 26, 2002). It is

essential that Executive Staff, managers, supervisors, timekeepers/timekeyers, and staff are

knowledgeable about their role in the T&A process.

 Chief Executive Officers (CEO). CEOs or their designees must approve, in advance, the

granting of overtime and compensatory time. In addition, the CEO or designee will

delegate responsibility for T&A reporting.

 Supervisors. Responsible for:

 Being aware of existing leave policy and regulations published in DOJ Order

1630.1B, ensuring staff understand leave policy and regulations, and exercising fair

and honest enforcement of policy and regulations.

 Designating timekeepers and alternates, typically administrative staff in a department,

and notifying the HRO in writing of any change in timekeepers.

 Providing timekeepers with necessary documentation concerning staff T&As during

the pay period. Supervisors should also ensure documentation pertaining to

corrected/amended T&As is submitted to the timekeeper/timekeyer.

 Ensuring staff do not certify their own T&A records.

 Certifying accurate T&A records for assigned staff and ensuring adequate T&A

documentation is maintained to support the entries made.

 Ensuring leave errors are promptly resolved and any adjustments are documented. If

necessary, leave audits should be performed when correcting leave discrepancies and

must be certified by the supervisor. When leave audits are not conducted, a

memorandum signed by the supervisor must be filed in the T&A folder detailing the

reason adjustments were made.

 Ensuring staff are aware of their responsibilities.

 Human Resource Manager. Responsible for:

 Ensuring supervisors, timekeepers, and timekeyers are trained annually in both

keying and the recording of T&A.

 Ensuring timekeyers do not approve or send their own T&A to NFC, as directed by

OMB Circular A-123.

 Ensuring T&A data is sent to the NFC each pay period.

 Ensuring appropriate T&A reports are maintained each pay period and verifying the

accuracy and completeness of the T&A data processed. See, Minimum Reports

Requirements for Human Resource Offices, on the Consolidated Processing Unit

page of the Bureau’s intranet site.

 Ensuring T&A files are forwarded to the receiving HRO upon staff transfer within the

Bureau.

 Providing timekeepers with accurate staff member, leave, and accounting data.

 Ensuring a representative sample of each department’s T&A files is reviewed

annually, and appropriate corrective measures are taken to remedy discrepancies. It is

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recommended the review of T&A files includes 10 percent of Wage Grade staff, 10

percent of staff on compressed work schedules, 10 percent of Correctional Services

staff, all timekeyers and timekeepers, and three percent of random staff from other

departments.

 Ensuring adjustments to leave balances are sufficiently documented (e.g., leave audit,

memorandum, screen prints) and a clear audit trail exists to explain any adjustments.

 Timekeepers and Timekeyers. Responsible for:

 Accurately recording and keying T&A data for staff assigned to them. This may

include recording their own time as well as the time of their immediate supervisors.

 Ensuring leave audits or adjustments are certified by the supervisor. The audit

certification and supporting documentation should be maintained in the T&A file. A

copy should also be provided to the HRO.

 Upon request, promptly providing a copy of the signed/certified T&A report to the

staff member.

 Maintaining a T&A file for each assigned staff member. The file should include the

certified Timesheet Summary, worksheet, daily roster, or the top portion of the T&A

must contain the work schedule. Departments with various tours of duty may use

separate duty rosters as documentation. All other supporting documentation (e.g.,

OPM Form 71, Request for Leave or Approved Absence [or equivalent], BOP-A0369,

Overtime Authorization, Request for Compensatory Time Off for Travel, etc.) will be

maintained in the staff member’s T&A file. If a staff member transfers within the

Bureau, T&A records must be sent to the HRO for forwarding to the new duty

location. T&A records for all staff must be maintained for three years, or after a

Government Accountability Office (GAO) audit, whichever is sooner.

 Staff. Responsible for:

 Providing timekeepers with an OPM Form 71 (or equivalent) or supporting

documentation, regardless of the type of leave, or confirming leave taken by initialing

the T&A report when an approved OPM Form 71 (or equivalent) is not on file. OPM

Form 71s (or equivalent) are required for leave of five days or more.

 Reviewing their Earnings & Leave Statement (E&L Statement) and reporting any

discrepancies to their supervisor, timekeeper, and/or servicing HRO.

c. Leave Adjustment Procedures. Obvious errors (e.g., incorrect keying, late OPM Form 71

[or equivalent]) submission, etc. may be adjusted by a corrected T&A.

If the reason for the error is not obvious or easily explained, a leave audit must be completed for

leave errors identified on the CULPRPT Leave Error Report which is requested in the Report

Generator System (CULPRPT) application on the NFC Mainframe.

Leave audits must be signed by the supervisor. The original is filed in the staff member’s T&A

file.

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When a leave audit is not necessary, a memorandum to the file must be completed detailing the

specific reasons for the errors and what adjustments are required.

When leave balances are adjusted in the T&A application, screen prints before and after the

adjustments must be attached to the memorandum or leave audit. A copy of the leave audit and

supporting documentation must be forwarded to the HRO.

When the HRO receives leave audits that require adjustments to the Time Inquiry-Leave Update

System (TINQ) application on the NFC Mainframe, screen prints before and after the

adjustments must be attached to the leave audits. This documentation must be filed by pay period

with the necessary Audit Trail of Leave Updated Report and Leave Error Report, which are

requested in the Report Generator System (CULPRPT) application on the NFC Mainframe, and

retained for 26 pay periods.

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REFERENCES

Program Statements

Information Security

Bureau Forms

BP-A0369 Overtime Authorization

BP-A1096 Pre-Exit Clearance Form

Request for Compensatory Time Off for Travel

Other Forms

OPM Form 71 Request for Leave or Approved Absence

Federal Regulations

5 CFR part 293

5 CFR part 297

Other References

DOJ Order 1200.1

Office of Management and Budget. OMB Circular No. A-123: Management’ s Responsibility for

Internal Control. Executive Office of the President.

United States Office of Personnel Management. The Guide to Personnel Recordkeeping.

ACA Standards

Performance-Based Standards and Expected Practices for Adult Correctional Institutions (5th

Edition): 5-ACI-1B-16, 5-ACI-1C-01, 5-ACI-1C-03

Performance-Based Standards and Expected Practices for Adult Local Detention Facilities (5th

Edition): 5-ALDF-7D-22

Standards for the Administration of Correctional Agencies (2nd) Edition: 2-CO-1C-23

Records Retention Requirements

Requirements and retention guidance for records and information applicable to this program are

available in the Records and Information Disposition Schedule (RIDS) on the Bureau’s intranet

site.