BOP Program Statement 3630.02 § 6

Refer to the DOJ Leave Administration Order 1630.1b, Chapter 14, Excused Absence for

Individual Employees, for other situations for which administrative leave may be approved.

a. Voting and Registration. An employee may be excused to vote or register to vote in any

election or on a civic matter in his/her community as follows:

When the polls are not open at least three hours before or after the employee’s regular hours of

work, the employee may be granted an amount of excused absence that will permit him/her to

report for work three hours after the polls open or leave work three hours before the polls close,

whichever requires the lesser amount of time away from the worksite.

P3630.02 02/01/2017 6

Under unique circumstances, when the rule above does not apply, an employee may be

excused for additional time on a case-by-case basis. The approved time may not exceed a full

day, regardless of the circumstances.

If the employee’s voting location is beyond normal commuting distance and vote by absentee

ballot is not permitted, the employee may be granted sufficient time off to make the trip and cast

a ballot. When more than one day is required to make the trip to the voting place, an unscheduled

leave policy will be observed. Time off in excess of one day will be charged to annual leave or

Leave Without Pay (LWOP).

An employee who votes in a jurisdiction that requires registration in person may be granted time

off to register under the same provisions allowed for voting. However, no time will be granted if

registration can be accomplished on a non-workday and the place of registration is within

reasonable one-day, round-trip travel distance of the employee’s residence.

b. Blood Donation. An employee who donates blood may be excused for up to four hours for

recuperative purposes.

c. Employee Assistance Program Counseling. An employee should be granted administrative

leave to attend counseling sessions with an EAP counselor. An employee who is referred for

treatment outside of the free sessions must request sick leave, annual leave, or Leave Without

Pay for such treatment.

The employee’s immediate supervisor is the approving authority for excused absences for the

situations listed in Section 6. The supervisor must determine the employee meets the above

criteria.

P3630.02 02/01/2017 7

Section 2. Annual Leave Credit

1. PURPOSE AND SCOPE

To establish procedures for granting applicants annual leave credit.

References

5 CFR part 630

5 U.S.C. § 6303

2. ANNUAL LEAVE CREDIT

a. Criteria. The basis for annual leave credit is to credit prior work experience towards an

applicant’s annual leave accrual rate.

Annual leave credit can be granted for prior work experience acquired through civilian service or

active duty in the uniformed services that otherwise would not be creditable in determining the

employee’s annual leave accrual rate.

Annual leave credit requests are used to attract top-quality candidates from outside Government

service whose skills and experience in a prior position are essential to the new position and meet

all of the following:

The non-Federal duties or active duty uniformed service duties are directly related to the

duties of the position for which the candidate is being appointed.

The experience must achieve an important agency mission or performance goal.

The candidate selected is filling a hard-to-fill position.

The annual leave credit request must be approved prior to the applicant’s entry on duty date.

It must be the applicant’s initial appointment into Government service or after a break in

Government service of at least 90 days.

b. Review and Approval Authority. The appropriate Chief Executive Officer/Branch Chief

must request each annual leave credit request and forward it to the Regional Director/Assistant

Director for review and concurrence. The appropriate Human Resource Office submits the

annual leave credit request to the Staffing and Employee Relations Section (SERS), which

forwards the request to the Bureau Personnel Director, for final approval.

P3630.02 02/01/2017 8

P3630.02 02/01/2017 9

Annual leave credit requests for attorney positions will be approved by the Director, Office of

Attorney Recruitment and Management, U.S. Department of Justice.

3. PROCEDURES

The annual leave credit request must contain the following documents for submission to SERS:

Annual Leave Credit Request Memo (Attachment B).

Annual Leave Credit Form (BP-A1086).

Resume.

Annual Leave Credit Service Agreement (BP-A1087).

Copy of the position description and cover sheet.

a. Annual Leave Credit Request Memo. The Annual Leave Credit Request Memo

(Attachment B) must include the applicant’s name, proposed position, location, total amount of

service to be credited towards the annual leave credit, and the tentative entry on duty date.

The local Human Resource Office ensures the following factors are addressed in the memo:

■ Description of the applicant’s prior work experience that is directly related to the position

being filled. The description should include details of tasks and duties performed.

■ Description of the difficulty in filling the position if an annual leave credit is not granted,

based on recruitment and retention efforts and results.

■ Discussion on the recent turnover in this position, as well as similar positions. Include

factors such as the proportion of positions filled for this occupation, past job offers and

acceptance rates, and any related factors.

■ Discussion on the impact of labor market factors (i.e., remote location, desire to work in a

non-correctional versus correctional environment, higher salaries or incentives offered by

private or state organizations) that may affect the ability to recruit high-quality candidates for

the position and similar positions.

■ Description of how the applicant’s experience is directly related to the mission or

performance goal.

■ Explanation of the special qualifications needed for the position, including OPM

qualifications and institution/Bureau requirements.

b. Annual Leave Credit Form. The local Human Resource Office must use the Annual Leave

Credit Form (BP-A1086) to document non-Federal service that is creditable for the annual leave

credit. Only experience that is directly related to the position to be filled should be documented

on the form.

The Annual Leave Credit Form is not limited to the applicant’s immediate placement in the 6- or

8-hour category, but can be used to credit experience for advanced placement in the 6- or 8-hour

category, if lacking the required amount. Reducing the waiting period into the 6- or 8-hour

category can be used as a recruitment tool.

Part-time experience that has been determined to be creditable for the Annual Leave Credit must

be pro-rated.

When computing the amount of creditable experience for positions that overlap during the same

employment period, experience should not be credited for more than the 40-hour workweek.

The local Human Resource Office uses the Annual Leave Credit Form to total all creditable

experience, determine the appropriate leave category, and certify by signature that all required

documentation is included in the request.

Special Instructions for claiming military service for annual leave credit under this program:

■ Military credit is typically credited for leave accrual purposes and does not require the

Bureau’s Annual Leave Credit Program. HRM Offices seeking guidance for leave accrual

purposes related to active duty military service or for retired members of the uniformed

service covered under 5 U.S.C. § 6303(a) should contact the Consolidated Benefits Unit

(CBU).

■ HRM Offices seeking military credit under the Bureau’s Annual Leave Credit Program for

active duty service for a retired member of the uniformed services that otherwise would not

be creditable under 5 U.S.C. § 6303(a) should contact the Staffing and Employee Relations

Section (SERS).

c. Resume. The resume must contain a detailed description of experience, duties, and other

responsibilities that is directly related to the position being filled.

Each position being credited must also contain the beginning and ending dates of employment

and the number of hours worked per week.

d. Service Agreement. Prior to approving an Annual Leave Credit, the affected applicant must

sign an Annual Leave Credit Service Agreement (BP-A1087) to complete a minimum of one (1)

full continuous year of employment with the Bureau.

P3630.02 02/01/2017 10

Once the employee completes one full continuous year, the period of service that was granted for

the annual leave credit is now permanently creditable for determining the employee’s leave

accrual rate.

If the employee is placed in a leave without pay (LWOP) status while on the service agreement,

the service period must be extended by the amount of time in LWOP status.

The only exceptions for employees placed in LWOP status are:

■ The employee separates or is placed in LWOP status to perform service in the uniformed

services and later returns by exercising restoration rights.

■ The employee separates or is placed in LWOP status due to an on-the-job injury that entitles

him/her to injury compensation, and who later recovers and returns to work.

e. Failure to Complete Service Period. If the employee separates from the Bureau or transfers

to another Federal agency prior to completing one full continuous year, the following is

applicable:

■ The employee is not entitled to keep the additional service credit previously granted under

the program.

■ The additional service credit is subtracted from the employee’s total service credit, and the

new service computation date for leave accrual purposes is established.

■ The annual leave accumulated by the employee under the program remains to the credit of

the employee.

■ If the employee transfers to another Federal agency, the remaining balance will be

transferred, or, if he/she is separating, a lump sum payment will be made for unused annual

leave.

f. Position Description (PD) and Cover Sheet. A copy of the PD with all required signatures

on the cover sheet is required.

g. Submission of the Request. The Annual Leave Credit Request and all required documents

should be submitted at least three weeks in advance of the entry-on-duty date to SERS.

P3630.02 02/01/2017 11

Section 3. Telework

1. PURPOSE AND SCOPE

This chapter establishes procedures for the Bureau of Prisons Telework Program. Telework

refers to paid employment performed away from the traditional office for an agreed-upon part of

the workweek.

Employees may telework from home or from an authorized telecenter. It is important to

understand that telework is not an employee right. Federal law requires agencies to establish

telework programs but does not give individual employees a legal right to telework. That being

said, it is clear that the intent of the laws on telework is to encourage agencies to allow

participation in the telework program to the maximum extent possible without diminished

employee performance.

Program Objective. The objective is to afford eligible employees the opportunity to participate

in the Telework Program.

Telework is an essential part of the Bureau’s Continuity of Operations Plan (COOP). In the

event of an emergency (e.g., terrorist threats, severe weather, or natural disaster), approved

teleworkers are able to ensure the continuity of Bureau operations.

References

Program Statement Information Security

Program Statement Personal Computers and Network Standards

Program Statement Standards of Employee Conduct

DOJ Policy Statement 1200.1, Telework (07/20/2012)

DOJ Order 2640.2F, Information Technology Security (11/26/08)

OPM Guide to Telework in the Federal Government

OPM Washington, DC, Area Dismissal and Closure Procedures (12/2015)

Rehabilitation Act of 1973 (29 U.S.C. § 794d).

Americans With Disabilities Act of 1964 (42 U.S.C. § 2000d)

2. POSITIONS CONSIDERED

Telework-compatible positions are those for which employees can effectively accomplish job

functions outside the traditional worksite.

The nature and work composition of a position do not change when the incumbent is

teleworking. Supervisors must monitor their employees’ work schedules and determine whether

P3630.02 02/01/2017 12

adequate onsite personnel coverage will be provided to ensure the department/work unit’s

effective and efficient functioning.

The overall interest of the office takes precedence over the employee’s ability to work at an

alternative worksite.

a. Impact on Staff. Managers must ensure an equitable distribution of workload is maintained,

and methods should be used to ensure that office employees do not have to handle the

telecommuting employee’s work.

b. Employee Performance. A decision to allow participation in the Telework Program depends

upon the supervisor’s assessment of several job-related factors, including:

■ The employee has shown independence and dependability in accomplishing work

assignments.

■ The employee can work effectively without direct supervision and has good time

management skills.

■ The employee has a history of reliable and responsible performance of his/her current duties.

Administrative support and clerical positions would rarely be appropriate for telework. Other

positions that do not lend themselves to telework include:

■ Those requiring regular “face-to-face” interaction with co-workers, other employees or

agencies, or the public.

■ Those having frequent access to material that cannot be removed from the duty location.

■ Those involving Top Secret or other classified materials and documents.

■ Site-specific occupations (e.g., mailroom staff).

■ Trainee and entry-level positions.

3. ELIGIBILITY

This policy applies to full-time and part-time employees whose duty station is located in the

Central Office, Regional Offices, or Grand Prairie. Due to the Bureau’s mission, security

concerns, and the critical need for all law enforcement staff to supervise inmates and respond to

emergencies, primary law enforcement staff located in correctional facilities are excluded from

participation in the Telework Program. Central and Regional Office staff with primary law

enforcement coverage located on the grounds of or in correctional facilities are also excluded.

Training Center staff are excluded from this program due to the need for immediate and frequent

accessibility to the institutions and students.

P3630.02 02/01/2017 13

Employees must demonstrate the ability to function independently in all of the duties of their

position. They must have no less than an “Achieved Results/Successful” performance rating.

The following factors may prohibit participation if they occurred within the last year:

■ Documented prior disciplinary action. NOTE: Prior disciplinary action for absence without

official leave (AWOL) for more than five days in any calendar year and/or inappropriate

use of a computer will prohibit participation.

■ Substantiated leave abuse.

■ Substantiated performance issues.

4. SCHEDULING REQUIREMENTS AND RESTRICTIONS

Telecommuting schedules normally allow no more than three days per week outside the office.

a. Schedule Limitations. Employees may be allowed telework as follows:

Central Office and Grand Prairie supervisors and managers: one day per week.

Regional Office supervisors and managers: up to three days per week.

Central and Regional Office non-supervisory employees and Grand Prairie Complex staff: up to

three days per week.

b. Telework Types. There are three types of telework:

■ Routine. Routine telework occurs as part of an ongoing, regular schedule.

■ Situational. Situational telework is approved on a case-by-case basis, where the hours

worked were not part of a previously approved, ongoing, and regular telework schedule.

Situational telework is sometimes also referred to as episodic, intermittent, unscheduled, or

ad hoc telework.

■ Continuity of Operations (COOP): An effort within individual agencies or organizations to

ensure they can continue to perform their Mission Essential Functions and Primary Mission

Essential Functions during a wide-range of emergencies, including localized acts of nature,

accidents, and technological or attack-related emergencies.

Employees who are approved for routine telework also are eligible for situational telework.

c. Coordinating Work Schedules. Work schedules can parallel those in the office or be

structured to meet the needs of both employees and supervisors.

The supervisor and employee (in accordance with negotiated work schedules) must establish a

fixed and pre-set schedule of offsite work hours before the employee begins working offsite.

Unstructured arrangements where employees work without prior approval from their supervisor

are not permitted.

P3630.02 02/01/2017 14

The supervisor retains the right to switch the telework day in the event the employee is needed at

the traditional work site on the normal telework day. When possible, a 24-hour notice will be

provided.

d. Personal Responsibilities. While telework arrangements can provide valuable help in

managing work/family schedules, employees who work at home must not simultaneously provide

their own child or dependent care. Teleworkers are bound by the BOP Telework Agreement Form

(BP-A1109).

e. Temporary Disability. Employees approved for telecommuting based on a temporary

disability may be scheduled for more than three days of telecommuting if appropriate and if the

work remains essentially the same as that performed in the office. Telecommuting days may be

alternated with days of paid or nonpaid leave.

f. Temporary Disability Duration. Telecommuting schedules based on temporary disability

may be approved for the duration of the medical disability, as determined by a medical

professional(s). In accordance with Section 4.e., such schedules may not exceed six months

unless an additional review/agreement is approved.

g. Telework and Childbirth. Telework is not a substitute for dependent care and an employee

may not care for a newborn while engaged in the performance of official duties. However,

telework can provide employees with valuable additional time to spend with family members by

reducing commuting time and is also valuable when an employee transitions back to work after

the birth of a child. Telework is often used in conjunction with paid leave during the transition

period between childbirth and the return to full-time official duties.

5. REQUESTS AND APPROVALS

Requests are considered on a case-by-case basis. The local Human Resource Office coordinates

the requests and maintains records of approvals/disapprovals.

a. Requests. The employee completes the Telecommuting Agreement Form, (BP-A0899), the

BOP Secure Portal Request and Agreement Form (BP-A0926, if applicable) and the required

Telework Training course and submits the request to his/her supervisor for review/approval. The

supervisor forwards the employee’s request (within two weeks, barring extenuating

circumstances) for telework to the local Human Resource Office.

b. Review and Approval. The local Human Resource Office will coordinate the approval

process and is responsible for maintaining records documenting approval and disapprovals.

Telework Agreements must be approved by the immediate supervisor, Regional or Assistant

Director, and the Assistant Director of the Human Resource Management Division.

P3630.02 02/01/2017 15

Requests approved by the employee’s supervisor are sent to the Regional or Assistant Director,

who approves or disapproves.

Requests disapproved by the employee’s supervisor are sent to the employee. Disapprovals must

be based on sound business management principles and not for personal reasons.

Approved requests are forwarded to the local Human Resource Office, which forwards them via

the Human Resource Management Division (HRMD) telework mailbox (BOP-HRM/Telework).

The Staffing and Employee Relations Section will review and forward the request to the Assistant

Director, HRMD, for consideration of approval, as delegated by the Director.

c. Changes. Modifications to the original Telework Agreement must be approved by the

immediate supervisor, Regional or Assistant Director, and the Assistant Director of the Human

Resource Management Division.

d. Notification. Determinations are normally completed within 30 calendar days from the date

the employee signs the request.

When the Assistant Director, HRMD, makes a final determination, the local Human Resource

Office will be notified by the Human Capital Advisor.

The local Human Resource Office provides the employee’s supervisor with written notifications

of approvals/disapprovals. Disapprovals may be appealed through the appropriate grievance

procedures or the Equal Employment Opportunity process.

e. Agreement Termination. The employee may terminate the telework agreement at any time.

The supervisor may terminate the agreement if the arrangement negatively affects the

department/unit or the employee’s performance declines.

6. DISMISSAL AND EMERGENCY CLOSURE PROCEDURES

The following OPM dismissal and closure procedures are specific to the Central Office. Staff

whose duty location is outside the Washington, DC, area must follow the announcement of their

local Federal Executive Board (FEB), taking into account the teleworker’s ability to work from

the alternate site. The 2015 OPM chart below is current as of the date of this policy and should

be used to clarify information received from the FEB. In the future refer to www.opm.gov for the

most recent version.

P3630.02 02/01/2017 16

Announcement What Announcement Means

(Washington, DC Only)

“Federal agencies in the Washington, DC, area are OPEN.”

OPEN

Employees are expected to report to their worksites or begin telework

on time. Normal operating procedures are in effect.

Employees account for their hours of work by WATS:

Working at a worksite in the DC area.

Alternative work schedules (AWS) day off.

Teleworking.

Scheduled leave or other paid time off.

“Federal agencies in the Washington, DC, area are OPEN and

OPEN WITH OPTION FOR employees have the OPTION for UNSCHEDULED LEAVE OR

UNSCHEDULED LEAVE UNSCHEDULED TELEWORK.”

OR UNSCHEDULED

TELEWORK. Non-Emergency Employees must notify their supervisor of their

intent to use unscheduled leave or unscheduled telework (if telework-ready). In accordance with their agency’s policies and procedures,

subject to any applicable collective bargaining requirements (as

consistent with law), non-emergency employees have the option to

use:

Earned annual leave, compensatory time off, or sick leave, as

appropriate.

Leave without pay.

Their alternative work schedule (AWS) day off or rearrange their

work hours under flexible work schedules.

Unscheduled telework (if telework-ready).

Telework-Ready Employees who are regularly scheduled to perform

telework or who notify their supervisor of their intention to perform

unscheduled telework must be prepared to telework, take unscheduled

leave, or a combination of both, for the entire workday in accordance

with their agency’s policies and procedures, subject to any applicable

collective bargaining requirements (as consistent with law).

Emergency Employees are expected to report to their worksites on

time unless otherwise directed by their agencies.

P3630.02 02/01/2017 17

P3630.02 02/01/2017 18

OPEN – XX HOUR(S)

DELAYED ARRIVAL –

WITH OPTION FOR

UNSCHEDULED LEAVE

OR UNSCHEDULED

TELEWORK

“Federal agencies in the Washington, DC, area are OPEN under XX

HOUR(S) DELAYED ARRIVAL and employees have the OPTION

FOR UNSCHEDULED LEAVE OR UNSCHEDULED

TELEWORK. Employees should plan to arrive for work no more

than XX hour(s) later than they would be expected to arrive.”

Non-Emergency Employees who report to the office will be granted

excused absence (administrative leave) for up to XX hour(s) past their

regular arrival time. In accordance with their agency’s policies and

procedures, subject to any applicable collective bargaining requirements

(as consistent with law), non-emergency employees may notify their

supervisor of their intent to use:

Earned annual leave, compensatory time off, or sick leave, as

appropriate.

Leave without pay.

Their alternative work schedule day (AWS) off or rearrange their

work hours under flexible work schedules.

Unscheduled telework (if telework-ready).

(Employees who request unscheduled leave should be charged leave

for the entire workday.)

Telework-Ready Employees who are regularly scheduled to perform

telework or who notify their supervisor of their intention to perform

unscheduled telework must be prepared to telework, take unscheduled

leave, or a combination of both, for the entire workday in accordance

with their agency’s policies and procedures, subject to any applicable

collective bargaining requirements (as consistent with law).

Pre-approved Leave. Employees on pre-approved leave for the entire

workday or employees who requested unscheduled leave for the entire

workday should be charged leave for the entire day.

Emergency Employees are expected to report to their worksite on time

unless otherwise directed by their agencies.

OPEN – DELAYED “Federal agencies in the Washington, DC, area are OPEN under a

ARRIVAL – EMPLOYEES DELAYED ARRIVAL where employees in the Washington, DC,

MUST REPORT TO THEIR area must REPORT TO THEIR OFFICE NO LATER THAN

OFFICE NO LATER THAN XX:XX and have the OPTION FOR UNSCHEDULED LEAVE

XX:XX – WITH OPTION OR UNSCHEDULED TELEWORK.”

FOR UNSCHEDULED

LEAVE OR Non-Emergency Employees who report to the office will be granted

UNSCHEDULED excused absence (administrative leave) up until the announced

TELEWORK reporting time. In accordance with their agency’s policies and

procedures, subject to any applicable collective bargaining

requirements (as consistent with law), nonemergency employees may

notify their supervisor of their intent to use:

Earned annual leave, compensatory time off, or sick leave, as

appropriate.

Leave without pay.

Their alternative work schedule (AWS) day off or rearrange their

work hours under flexible work schedules.

Unscheduled telework (if telework-ready).

(Employees who request unscheduled leave should be charged leave

for the entire workday.)

Telework-Ready Employees who are regularly scheduled to perform

telework or who notify their supervisor of their intention to perform

unscheduled telework must be prepared to telework for the entire

workday, or take unscheduled leave, or a combination of both, for the

entire workday in accordance with their agency’s policies and

procedures, subject to any applicable collective bargaining

requirements (as consistent with law).

Pre-approved Leave. Employees on pre-approved leave for the entire

workday should be charged leave for the entire workday.

Emergency Employees are expected to report to their worksite on

time unless otherwise directed by their agencies.

OPEN – XX HOUR(S) “Federal agencies in the Washington, DC, area are OPEN.

STAGGERED EARLY Employees should depart XX HOUR(S) earlier than their normal

DEPARTURE departure times and may request UNSCHEDULED LEAVE to

depart prior to their staggered departure times.”

P3630.02 02/01/2017 19

Non-Emergency Employees:

Excused Absence. Non-emergency employees will be dismissed

from their office XX hour(s) early relative to their normal departure

times and will be granted excused absence (administrative leave) for

the number of hours remaining in their workday.

Departure Prior to Early Departure Time. Nonemergency

employees who depart prior to their staggered early departure times

may request to use unscheduled leave. Such employees will be

charged leave for the remainder of their workday and will not be

granted excused absence.

Telework-Ready Employees performing telework must continue to

telework or take unscheduled leave, or a combination of both, for the

entire workday or the remainder of the workday, as applicable, in

accordance with their agency’s policies and procedures, subject to any

applicable collective bargaining requirements.

Pre-approved Leave. An employee on pre-approved leave for the

entire workday or an employee who has requested unscheduled leave

before an early departure policy is announced should continue to be

charged leave for the remainder of the workday.

Emergency Employees are expected to remain at their worksite unless

otherwise directed by their agencies.

OPEN – XX HOUR(S) “Federal agencies in the Washington, DC, area are OPEN. Employees

STAGGERED EARLY should depart XX HOUR(S) earlier than their normal departure time

DEPARTURE – ALL and may request UNSCHEDULED LEAVE to depart prior to their

EMPLOYEES MUST staggered departure time. All employees MUST DEPART at no later

DEPART NO LATER THAN than XX: XX, at which time FEDERAL OFFICES in the

XX:XX, AT WHICH TIME Washington, DC, area are CLOSED.”

FEDERAL OFFICES ARE

CLOSED Non-emergency Employees:

Excused Absence. Non-emergency employees will be dismissed

from their office early relative to their normal departure time or at the

final departure time and will be granted excused absence

(administrative leave) for the number of hours remaining in their

workday beyond their early departure time or their final departure

time.

P3630.02 02/01/2017 20

Departure Prior to Early Departure Time. Non-emergency

employees who depart prior to their staggered early departure time or

final departure time may request to use unscheduled leave. Such

employees will be charged leave for the remainder of their workday

and will not be granted excused absence.

Pre-approved Leave. Employees on pre-approved leave for the entire

workday or employees who have requested unscheduled leave before

an early departure policy is announced should continue to be charged

annual or sick leave for the entire day or remainder of the workday, as

applicable.

Telework-Ready Employees performing telework must continue to

telework or take unscheduled leave, or a combination of both, for the

entire workday in accordance with their agency’s policies and

procedures, subject to any applicable collective bargaining

requirements.

Emergency Employees are expected to remain at their worksite unless

otherwise directed by their agencies.

IMMEDIATE DEPARTURE “IMMEDIATE DEPARTURE. Employees should depart

– FEDERAL OFFICES ARE IMMEDIATELY. FEDERAL OFFICES in the Washington, DC,

CLOSED area are CLOSED.”

Non-emergency employees should depart immediately from the

office. All non-emergency employees will be granted excused

absence (administrative leave) for the number of hours remaining in

their workday unless they are:

On official travel outside of the Washington, DC, area.

On leave without pay.

On an alternative work schedule (AWS) day off.

Telework-Ready Employees performing telework must continue to

telework for the entire workday or take unscheduled leave for the

remainder of the workday, as applicable, in accordance with their

agency’s policies and procedures, subject to any applicable collective

bargaining requirements(as consistent with law).

Emergency Employees are expected to remain at their worksite unless

otherwise directed by their agencies.

P3630.02 02/01/2017 21

FEDERAL OFFICES ARE “FEDERAL OFFICES in the Washington, DC, area are CLOSED.

CLOSED – EMERGENCY Emergency and telework-ready employees required to work must

AND TELEWORK-READY follow their agency’s policies, including written telework

EMPLOYEES MUST agreements.”

FOLLOW THEIR

AGENCY’S POLICIES Non-Emergency Employees will be granted excused absence

(administrative leave) for the number of hours they were scheduled to

work unless they are:

Required to telework.

On official travel outside of the Washington, DC, area.

On preapproved leave (including leave without pay).

On an alternative work schedule (AWS) day off.

Telework-Ready Employees who are scheduled to perform telework

on the effective day of the announcement or who are required to

perform telework on a day when Federal offices are closed must

telework the entire workday or request leave, or a combination of

both, in accordance with their agency’s policies and procedures,

subject to any applicable collective bargaining requirements (as

consistent with law).

Emergency Employees are expected to report to their worksite unless

otherwise directed by their agencies.

SHELTER–IN-PLACE “FEDERAL OFFICES in the Washington, DC, area are under

SHELTER-IN-PLACE procedures and are CLOSED TO THE

PUBLIC.”

Employees Located at Agency Worksite. All employees should

follow their agency’s emergency procedures for shelter-in-place.

Employees should remain in their designated safe area until they are

notified by agency officials that they may return to the office or leave

the worksite.

Telework-Ready Employees performing telework are expected to

continue working during the shelter-in-place unless affected by the

emergency or otherwise notified by their agencies.

P3630.02 02/01/2017 22

Exceptions to Dismissal and Closure Procedures

Personal situations. Supervisors may exempt individual employees from early departure to avoid

personal hardships (e.g., no available public transportation or alternative forms of child/elder care).

However, supervisors and employees must be mindful that the purpose of early departures is to allow

an orderly release of Federal employees to avoid traffic gridlock and overcrowding of public

transportation.

Employees who leave before an early departure is announced or before their early departure

time. An employee who leaves work before an early departure is announced, or before his/her early

departure time, should be charged annual leave or leave without pay beginning at the time the

employee left work and for the remainder of his/her scheduled workday.

Telework. A telework employee may be required to continue to work at the telework site to complete

the workday when an early office departure policy is announced.

Employee who teleworks from a remote location. An employee who is teleworking from a remote

location when an early departure is announced may be required to continue working when early

departure procedures are implemented. If the agencies in the area of the employee’s remote telework

location announce an early departure, the employee must adhere to the BOP’s procedures.

Employee on pre-approved leave or employee who has requested unscheduled leave.

An employee on pre-approved leave for the entire workday or an employee who has requested

unscheduled leave before an early departure policy is announced should be charged annual or sick

leave for the entire workday. An employee scheduled to take pre-approved leave commencing after

his/her early departure time may not be charged leave for that period. Instead, the employee should be

granted excused absence for the remainder of the workday following his/her early departure time.

Employees on Official Travel. The hours of work will be determined by the duty location of the

official travel site.

On a case-by-case basis, a telework employee may be granted excused absence (administrative

leave) during an emergency if the emergency adversely affects the telework site, if the teleworker

faces a personal hardship (e.g., electricity, connectivity issues) that prevents him/her from

working successfully, or if the teleworker’s duties are such that he/she cannot continue to work

without contact with the regular worksite.

Teleworkers (who are telework-ready) may be required by their supervisor to telework outside of

their normal telework schedule in a temporary emergency situation (e.g., worksite closure,

authorized early dismissal, authorized late arrival, declaration of COOP status).

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