Administrative Support Tool

Required Documents/Forms: Request for Restoration of Annual Leave (NIH2560) and Leave and Earning Statement (LES)
Required System Access: MyPay/ITAS/WiTS (HR Systems Login)
Policy Reference:  OPM Fact Sheet: Restoration of Annual Leave and NIH Leave Guide for Civilian Employees (Restoration of Annual Leave)

Overview

Restored Annual Leave is simply that! Leave that is restored to the employee. NIH may restore annual leave for one of the following reasons:

• because it was in excess of the maximum leave ceilings (i.e., 30, 45, or 90 days)
• it was forfeited because of an administrative error
• an exigency of the public business
• sickness of the employee

For more detailed information, visit the OPM policy provided above.

Restored annual leave is a process that starts before the New Year and continues into the New Year. For leave to be considered for restoration, the leave must:

• Be documented and approved in writing by the official designated in the OD before the start of the third biweekly pay period prior to the end of the leave year. For example, in 2016 the last day to do this was 11/26/2016.
• Be cancelled by the supervisor in the ITAS system (not deleted). Leave does not need to be cancelled by the third biweekly pay period. Cancellation of leave should be done closer to the date of the time off requested (preferably in the same pay period it was requested).
• Attempt to be rescheduled before the last day in the 25^th pay period. For example, in 2017 the last day was 01/07/2017. If the employee cannot reschedule prior to the end of the leave year, it can be considered for restoration if there is;
  • A documented illness or injury preventing the rescheduling before the last day of the 25^th pay period
  • An administrative error
  • An exigency of public business (your attendance at work is necessary to get the job done).

Annual leave requested in advance for use toward a medical condition should be approved.  If it is denied, the supervisor must provide a legitimate business reason (workload, staffing level, etc.), and should discuss with employee relations prior to denying the leave.

Please keep in mind the restoration of your annual leave cannot be processed until after the new year.

Steps before the New Year

1. Employee: Request leave in ITAS as usual. Request must be before the start of the third biweekly pay period prior to the end of the year.
2. Supervisor/Leave Approving Official (LAO): Approve leave in ITAS as usual. Approval must be before the third biweekly pay period prior to the end of the year.
3. Supervisor/Leave Approving Official (LAO): When Supervisor realizes leave cannot be taken, discuss with your employee why leave must be cancelled. Follow policy and guidance on cancelled leave.
4. Supervisor/Leave Approving Official (LAO): Cancel leave in ITAS. If for some reason you have not yet approved the leave, approve and then cancel. Do not delete the request. Cancellation should be closest to the day of the time off requested as possible.

Steps after the New Year

1. Employee/Supervisor/Leave Approving Official (LAO): Fill out the NIH 2560 Form (section A and B only).
2. Employee: Provide automated emails from ITAS that indicate approval of leave and the cancellation of the leave in the ITAS system.
3. Employee: Provide a copy of last LES for the year, the 25^th pay period (For example, in 2017 it was 1/7/2017)
4. Employee/Supervisor/Leave Approving Official (LAO): Provide a justification with reasoning as to why the leave could not be taken.
5. Employee: Contact your division WiTS Administrator to Submit a WiTS ticket. Provide the completed NIH 2560 form, approval and cancellation of leave, justification, and LES.
6. WiTS Administrator: Submit a WiTS ticket to include: completed NIH 2560 form, approval and cancellation of leave, justification, and LES.
7. Administrative Services Branch, Administrative Officer (ASB, AO): Review request and make sure all items were approved and cancelled in ITAS by required dates.
8. Administrative Services Branch, Administrative Officer (ASB, AO): Route to the Office of Director (OD) Executive Office (EO) for approvals.

If Approved

1. Employee: Check for changes on your LES and notify ASB AO when they occur. The changes mean Payroll (DFAS) has been updated to reflect your leave and your request has been approved.
2. Employee: Submit your pay period 1 and 2 LES statements to the ASB AO.
3. Administrative Services Branch, Administrative Officer (ASB, AO): Set up restored annual leave account in ITAS and add leave back to employees leave balance in ITAS.
4. Employee: Use restored annual leave within 2 years.

Note:

• You can find old e-mail notifications, policy, and other resources to learn more about restored annual leave on the ASB Customer Resources page.