Web-Based Special Payroll Processing System (SPPS Web)

Updating Annual/Restored Leave Details

This topic has been updated to include information for viewing dual rate lump sum payments and updating an employee's Annual/Restored leave record.

Annual leave is time accumulated by an employee during the current leave year beginning with the first day of the first complete pay period in the calendar year and ending with the day immediately before the first day of the first complete pay period in the next calendar year.

The eligibility to earn annual leave is based on the employee’s appointment and employment type. A full-time employee may earn annual leave during a full biweekly pay period while in a pay status or in a combination of a pay status and a non-pay status. However, a full time employee must be in some form of a paid leave status during a pay period to accrue leave.

Full-time employees may accumulate a maximum of 30 days of annual leave per year. Certain employees stationed at overseas or foreign posts of duty are entitled to carry forward from one leave year to another a maximum annual leave accumulation of 45 days. The amount of accumulated and accrued annual leave is determined by the:

• Date of entry on duty.
• Date of arrival at the post or assignment.
• Date of departure from the post or assignment.
• Date on which final administrative approval is given to change the duty station from which the employee was recruited or transferred.

Part-time employees with a regular tour of duty of one or more days during each administrative workweek and part-time employees on a flexible work schedule earn annual leave as follows:

• An employee with less than 3 years of service earns 1 hour of annual leave for each 20 hours in a pay status.
• An employee with 3 but less than 15 years of service earns 1 hour of annual leave for each 13 hours in a pay status.
• An employee with 15 years or more of service earns 1 hour of annual leave for each 10 hours in a pay status.
• Part-time employees may not accumulate more than 240 or 360 hours of annual leave on the same basis that a full-time employee may accumulate 30 or 45 days of annual leave.

Employees paid other than on a biweekly pay period basis earn annual leave on a pro rate basis for a full pay period in the following circumstances:

• Transfer between positions (dual appointments between two Agencies) with different pay periods.
• Interruption of service by a non-leave-earning period.
• Change in the type of employment from full-time to intermittent or vice versa.
• Statutory or regulator restoration rights restored after service in the Armed Forces.

Each pay period, annual leave is recorded on the employee’s T&A Time and Attendance as a method of documenting his/her leave records. The record includes leave brought forward from the prior pay period, leave earned, available leave, leave used for the processing pay period, and leave balance to date. At the beginning of each new calendar year, the annual leave is brought forward from the last pay period of the prior year. If an employee’s annual leave hours exceeds the annual leave ceiling, the excess must be restored or forfeited. For more information, see Title 5, United States Codes (USC) 6304.

To Update an Employee's Annual/Restored Leave Record:

Annual/restored leave can be updated in SPPS Web.

1. Select the Adjustment List link from the SPPS Web main menu. The Adjustment List page is displayed.

   

2. Select the Reset button to remove User ID and clear the fields.
3. Select Annual/Restored from the Type Adjust drop-down.
4. Complete anyone of the applicable fields

   Note: Only one field must be completed to display a listing of employees. To narrow search results, complete more fields.

5. Select the Search button. The Adjustment List page with the list of applicable employees is displayed.

   

6. Select the applicable employee. The Annual/Restored page for the specified employee is displayed.

   

7. Complete the applicable fields.

   D/C

   Pr

   TC

   Suf

   Hours

   Rate

   Amount

   Accounting

   BETC

8. For Dual Payments, only complete the following fields under the Employee tab:

   Base Contract Salary

   New Adjusted Salary

   Gross Amt

   Net Amt

   Stored Accounting

   COLA

   Post Diff

   AUO

   Federal

   State

   Flat Rate

9. Select the Save button. The Annual/Restored Dual Rate page is displayed.

   

   The TC transaction code and Rate fields are system generated in the Accounting List section of the page. If the employee has annual/restored leave on the database, the Hours field will be system generated. If the employee has COLA cost-of-living allowance, Post Differential, or AUO administratively uncontrollable overtime, the percentages will be system generated.

10. At the Annual/Restored Leave Payments page, perform one of the following functions:
    • To delete accounting from a record, select Delete next to applicable line of accounting. To confirm the delete, select Save. All transaction codes, except TC transaction code 42, will be displayed. If the accounting line is for TC transaction code 42, the message Deleting TC-42 accounting line will cause the deletion of all COLA, Post Dif, and AUO administratively uncontrollable overtime accounting lines. Are you sure you want to delete? is displayed. Select OK to remove the line of accounting from the employee’s record and the SPPS Web Web-based Special Payroll Processing System database.

      OR

    • To add accounting, type the number equivalent to the rows of accounting that are to be entered and select Add. A row of blank fields equivalent to the number entered will display in the Accounting List section of the page. Complete the fields as indicated under Annual/Restored Leave Payments Page.

      Note: (1) Accounting must validate against MASC Management Account Structure Codes System if stored accounting is to be used. Select Copy to copy stored accounting information from one pay period record to the pay period record being processed. (2) Accounting for TC transaction code 42 (LSP) must be included in the Accounting List section to process a transaction for TC transaction code 41 (AUO administratively uncontrollable overtime), TC transaction code 45 (COLA), and/or TC transaction code 46 (LSP).

11. After completing all functions, select Save to apply all changes and update the record. The message TINQ leave hours from database is displayed.
12. Select OK.

Restored Annual Leave

When an employee’s annual leave has been forfeited due to an administrative error, necessary work performed in lieu of scheduled leave, or sickness, it must be restored or forfeited. Restored leave is established using Form AD-582, Authorization for Restored Annual Leave Under P. L. 93-181 or P. L. 94-174, to process and update the leave on the Payroll/Personnel database. The leave must be scheduled and used within the time limit prescribed by Federal laws and Departmental regulations. Restored annual leave must be scheduled and used no later than the end of the leave year ending two years after the date (1) of the restoration due to administrative error, (2) fixed by an authorized official as the termination date of the exigency of the public business which resulted in forfeiture, or (3) the employee is determined to be recovered and is able to return to duty if forfeited due to sickness. For more information, see Title 5 USC 6306.

Dual Rate Lump Sum Payments (LSP)

Dual rate lump sum payments are paid to employees who retire or separate from Federal service towards the end of a leave year (e.g., Pay Period 26, 2020), but whose leave carries forward to the next leave year (e.g., Pay Period 01, 2021, and beyond). The amount of leave carried forward to the next leave year must be updated to include the annual pay adjustment received by most Federal employees for the new leave year.

Dual rate lump sum payments are processed to differentiate between the two rates of pay the employee is entitled to receive. One LSP is processed at the employee’s current rate of pay for the leave carried forward through Pay Period 26 of the current leave year. Another LSP is processed for leave used past Pay Period 01 and beyond and includes the rate increase the employee is entitled to receive because of the annual pay adjustment due most Federal employees.

Note: Dual rate-lump sum payments and adjustments are processed by NFC National Finance Center only.

Viewing Dual Rate Lump Sum Payments (LSP)

Dual rate lump sum payments can be viewed the following two ways in SPPS Web:

• Adjustment Lists link
• Reports link

To View Dual Rate Lump Sum Payments Using the Adjustment List Link:

The Adjustment List page is used to list employees who have received a dual rate lump sum payment.

1. Select the Adjustment List link from the SPPS Web main menu. The Adjustment List page is displayed.

   

2. Select the Reset button to remove the User ID and clear all fields.
3. Select Annual/Restored Dual Rate from the Type Adjust drop-down.
4. Complete any one of the applicable fields.

   Note: Only one field must be completed to display a listing of employees. To narrow search results, complete more fields.

5. Select the Search button. The Adjustment List with the Annual/Restored Dual Rate search page is displayed.

   

6. Select the applicable employee. The Annual/Restored Dual Rate page is displayed.

   

7. View the applicable information.

Note: The Annual/Restored Dual Rate page is a view-only page.

To View Dual Rate Lump Sum Payments Using the Reports link:

The NFC Completed Transactions report is used to list employees who have received dual rate lump sum payments.

1. Select the Reports link from the SPPS Web main page.
2. Select NFC Completed Transactions from the Select a Report drop-down. The Select Report Criteria page is displayed.
3. Complete the following fields:

   SSN

   Department

   Agency

   POI

4. Enter the applicable date to view.
5. Select the Run Report button. The Special Payroll Processing System NFC Completed Transactions Report page is displayed with a listing of applicable employees.

   OR

   Select the Print Report button to print the specified report.

   OR

   Select the Save as Spreadsheet button to save as a spreadsheet.

To View Annual or Restored Leave:

1. Search for the related transaction using the instructions under Searching for Record Details. The Adjustment List page is displayed showing all transactions for the specified employee.

   Note: If the search does not return the specified transaction, the transaction must be established in the system before the payment or adjustment record can be processed.

2. Select any Tab to cancel the action and return to a previous page.