Web-Based Special Payroll Processing System (SPPS Web)

Updating Compensatory Time Details

This topic has been updated to correct the field instruction for BETC.

Compensatory time (comp time) is defined as time earned in lieu of payment for an equal amount of time spent in occasional or irregular work or special conditions, in order to cope with special circumstances. Comp time off may be approved (not required) in lieu of regularly scheduled overtime pay for employees including both Fair Labor Standards Act (FLSA) exempt and nonexempt employees and wage employees who are ordered to work overtime hours under flexible work schedules.

Employees must use accrued compensatory time off by the end of the 26th pay period after the pay period during which it was earned. Employees who fail to use comp time before the end of the 26th pay period after the pay period during which it was earned, lose their right to comp time. However, with supervisory approval, comp time not used, due to an exigency of the service beyond the employee’s control, shall be paid at the overtime rate in effect at the time it was earned. Payment for comp time must always be charged to the current fiscal year appropriation regardless of the fiscal year in which the overtime was worked.

Compensatory Time for Religious Observance

Compensatory time off may be accumulated or advanced for religious observance. This time may be accumulated 13 pay periods prior to being taken. However, any advanced time granted should be repaid by compensatory overtime worked within 13 pay periods in which the advanced time off was taken. Supervisors should review T&As to assure repayment is made within the 13 pay periods. Supervisors are responsible for ensuring that all employees adhere to Federal and Departmental regulations. The Compensatory Time for Religious Observance Report is generated for supervisors to monitor outstanding compensatory time balances to ensure that repayment is made in accordance with Agency policy. Comp time advanced for religious observance, not liquidated by the end of the 13th pay period in which it was used, should be offset by annual leave or by the establishment of a bill.

For more Federal and Departmental regulations on compensatory time, see:

• Title 5 Code of Federal Regulations (CFR) 532.504
• Title 5 CFR 551.531
• Title 5 USC 5543

To Update Compensatory Time Details:

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 the SSN for the transaction that is to be adjusted by double clicking the SSN. The Compensatory Time page is displayed.

   

3. Complete the applicable fields on the Compensatory Time page.

   D/C

   Prefix

   TC

   Suffix

   Hours

   Rate

   Amount

   Accounting

   BETC

   PP

   Yr

   Gross Amt

   Net Amt

   Stored Accounting

   Federal Tax Calc

   State Tax Calc

   Flat Rate

4. At the Compensatory Time Payment 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, click the SAVE button. will display for all transaction codes except TC transaction code 42. Select OK. If the line of accounting is for TC transaction code 42, the message Deleting TC transaction code-42 accounting line will cause the deletion of all COLA cost-of-living adjustment,Post Dif, and AUO administratively uncontrollable overtime accounting lines. Are you sure you want to delete? displays. 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 any Tab to cancel the action.

     OR

   • To Add accounting, type the number equal to the rows of accounting that are to be entered and select Add. A row of blank fields equal to the number entered will display in the Accounting List section of the page.

     Note: (1) Only one accounting line with the same prefix, transaction code, suffix, and accounting classification can be established or adjusted at a time. (2) 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.

5. After completing all functions, select Save to apply all changes and update the record.

   OR

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