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The intent of this memorandum is to provide guidance to client agencies about an interim solution to allow their employees to use up to two weeks of the new Parental Bereavement Leave (PBL). This new type of leave was signed into law effective December 27, 2021, under the National Defense Authorization Act for Fiscal Year 2022, section 1111 of Public Law 117-81.
Official guidance was provided by OPM:CHCO Council Parental Bereavement Leave
The Interior Business Center (IBC) is providing the below interim solution to accurately record PBL until FPPS enhancement (ENHC0036582) can be fully implemented in a later version release. This interim PBL solution does not replace or supersede any prior or forthcoming client-specific administrative leave guidance.
Employee Responsibility
On or after December 27, 2021, for any employee who is qualified to use the two weeks of paid leave, IBC recommends the employee charge their timesheet to Administrative Leave (FPPS pay code 060) along with the payroll remark “For Parental Bereavement Leave”.
For employees who may have needed to use PBL prior to this interim solution being presented, IBC recommends the employee submit a corrected timesheet for the effective pay period where the employee may have charged another type of leave. The corrected timesheet would be to replace the other type of leave charged with Administrative Leave (FPPS pay code 060) and insert the corresponding payroll remark.
Client-Agency Responsibility
The IBC’s client agencies use several different time and attendance (T&A) systems. Each system may require unique handling of messages to payroll to accommodate the interim solution. Please give your timekeepers and/or administrators the applicable coding and payroll remarks for your T&A system(s). Client agencies should implement the interim solution in coordination with their human capital offices.
Based on the information available, here are some important items to note:
- This interim solution does not monitor the two-week threshold, the workaround could result in an overpayment.
- This interim solution does not monitor employee eligibility
- In a leave accruing status
- Seasonal employee’s offseason
Client agencies who elect to use this interim solution accept the responsibility for monitoring an employee’s usage, FPPS will not have the capability. Specifically, client agencies will want to monitor the two-week threshold and eligibility to minimize potential overpayments and subsequent debts to the employee.
IBC Responsibility
IBC will create a query accessible in OBIEE that can be utilized to assist client agencies. The query will be available for use on April 22, 2022 and will allow agencies to identify employees who have coded their T&A with Administrative Leave (FPPS pay code 060) and “Parental Bereavement Leave” as a payroll remark. Clients can access this query in OBIEE at Dashboards>Components>Time Attendance> T&A Message Code Lookup pay code 060 and Message on the Timesheet.
Once FPPS has been programmed for the new pay codes associated with Parental Bereavement Leave, IBC will make the associated updates to Quicktime as soon as possible, facilitating the ability for corrected T&As to be processed. Agencies using other T&A solutions will receive advanced notice of the new FPPS pay codes to ensure the programmatic changes needed for the new pay codes associated with Parental Bereavement Leave are available for use to process corrected T&As, as needed. The IBC version of webTA (4.1) is out of support on September 30, 2022, and the vendor, Ultimate Kronos Group (UKG), will no longer be providing releases that include new pay codes and any associated validations.
We appreciate your patience while we work through this process.
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