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NPR 3600.1C
Effective Date: September 01, 2022
Expiration Date: September 01, 2027
Printable Format (PDF)

Subject: Attendance and Leave

Responsible Office: Office of the Chief Human Capital Officer

| TOC | Preface | Chapter1 | Chapter2 | Chapter3 | Chapter4 | Chapter5 | Chapter6 | Chapter7 | AppendixA | AppendixB | AppendixC | ALL |

Chapter 4. Excused Absence

Excused absence, also referred to as administrative leave, is an administratively authorized absence from duty without loss of pay or charge to leave.

4.1 Medical Examination or Treatment

4.1.1 Supervisors may excuse employees for a brief period of time, without charge to personal leave balances, for Agency-sponsored/funded health examinations and preventive medical programs if the absence does not otherwise interfere with the accomplishment of work.

4.1.2 Supervisors shall excuse employees who are examined or treated at Agency facilities for illness, minor non-duty related injury, referrals under the Agency’s Employee Assistance Program, or for Agency-ordered employment-related medical examinations, without charge to leave for the time necessary to be examined or treated.

4.2 Job-Related Traumatic Injury or Occupational Disease or Illness

4.2.1 An employee who suffers a job-related injury will be excused without charge to leave for any required absence on the initial date of injury (including local travel time) required for initial examination or outpatient treatment by a qualified physician or at any hospital of the employee’s choice. To report a claim, the employee completes and submits applicable forms in accordance with NPR 1800.1, NASA’s Occupational Health Program Procedures. On the date of injury, time away from work should be coded as administrative leave unless the injury occurred before the work shift began.

4.2.2 After the initial date of injury, an employee who suffered a job-related injury may elect to use accrued sick leave, other paid/unpaid leave, or Continuation of Pay (COP), if available, for medical appointments or disability. Medical documentation will be submitted by employees to support the use of COP.

4.2.3 An injured employee filing claims for occupational disease or illness is not entitled to excused absence, COP, or payment for medical or compensation until the claim is accepted. Injured employees claiming an occupational disease or illness will use annual leave, sick leave, or LWOP until the claim is accepted by the Office of Workers’ Compensation Program (OWCP).

4.2.4 For further information on the Federal Workers’ Compensation Program, see NPR 1800.1, Chapter 6.

4.3 Physical Examinations Related to Military Service

4.3.1 Employees will be excused without charge to leave/loss of pay for the time required for a physical examination to determine fitness for performance of uniformed service as defined by 5 CFR § 353.102, or to determine qualifications for retention in reserve components provided no military pay is received for the period. For approval of an excused absence of more than one workday, the employee shall submit documentation from the examining station.

4.3.2 Periodic physical examinations for any Reserve component of the armed forces or in the National or State Guard organizations is not considered an excused absence. In this situation, the employee is charged for sick leave, or the employee can opt to use annual or other paid/unpaid leave.

4.4 Blood Donations

Supervisors may excuse employees for the time it takes to donate blood, not to exceed four hours. The four hours is inclusive of the time required to reach the donation site and return, donate blood, and recuperate.

4.5 Voting

4.5.1 When election polls are not open at least three hours either before or after an employee’s regular work hours, supervisors should allow maximum work schedule flexibility, to include telework, to allow an employee to vote. Supervisors may also grant administrative leave for a limited amount of time to permit the employee to report to work up to three hours after the polls open or leave from work up to three hours before the polls close, whichever requires the lesser amount of time off.

4.5.2 Extended Commuting Distance. If an employee’s voting place is beyond normal commuting distance and vote by absentee ballot is not permitted, the supervisors may grant excused absence (not to exceed one day) to allow the employee to make the trip to the voting place to cast a ballot.

4.5.3 Time spent during the workday for volunteering at an election poll is not an excused absence.

4.6 Brief Periods of Absence or Tardiness

Supervisors may excuse occasional and infrequent absence or tardiness, that is unavoidable or necessary, of less than one hour without charge to leave. For more than one hour, the supervisor may either approve the employee’s use of available paid leave or allow the employee to make up the time at the end of the workday or no later than the end of the current pay period

4.7 Volunteer Work

4.7.1 NPD 1388.1 addresses employee participation in NASA education and communications outreach activities that are covered within the scope of official duty.

4.7.2 Volunteer opportunities not specifically considered official duty by the Agency, such as charities (including charities sponsored by the Combined Federal Campaign) may only be performed by the employee outside of work or when the employee requests and is approved for leave.

4.7.3 Employees may also use various flexible schedule options to volunteer, consistent with Center policies and supervisor approval.

4.8 Other Excused Absences

Center Directors or OICs may determine situations in which employees may be excused from duty without charge to leave consistent with Administrative Leave, 5 U.S.C. Chapter 63, 5.U.S.C. §§ 301-302, and Comptroller General/OPM decisions.

| TOC | Preface | Chapter1 | Chapter2 | Chapter3 | Chapter4 | Chapter5 | Chapter6 | Chapter7 | AppendixA | AppendixB | AppendixC | ALL |
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