3 FAH-1 H-3360
EMERGENCY LEAVE TRANSFER PROGRAM
(ELTP)
(CT:POH-210; 09-17-2018)
(Office of Origin: HR/ER/WLD)
3 FAH-1 H-3361 EMERGENCY LEAVE
TRANSFER RECIPIENTS
3 FAH-1 H-3361.1 Applying to
Become an ELTP Recipient
(CT:POH-210; 09-17-2018)
(State only)
(Applies to Foreign Service and Civil Service Employees)
a. An employee (or his or her personal representative)
who has been adversely affected by a disaster or emergency as defined in 3 FAM 3362 and
wishes to receive donated leave under the ELTP must complete the Form OPM-1637
and submit it to his or her supervisor for review.
b. An employee whose family member, as defined in 3 FAM 3362, has
been adversely affected by a disaster or emergency and who has no reasonable
access to other forms of assistance may also submit Form OPM-1637 to his/her
supervisor.
c. Only employees who have requested and used advanced annual leave, advanced sick
leave and/or LWOP in connection with the disaster or emergency are eligible to
request donations from the ELTP. Employees will not be able to retroactively
substitute donated annual leave for any accrued annual
leave or sick leave that they used.
d. The amount of donated leave that may be requested via
Form OPM-1637 is subject to the limitations described in 3 FAM 3367.1.
e. The supervisor will then complete item 13 of Form OPM-1637,
with a recommendation for approval or disapproval based on the criteria in
paragraph f of this section, then return the form to the employee or personal
representative. NOTE: If the supervisor recommends
disapproval, the employee should still submit the request to HR/ER. If the
supervisor recommends disapproval, the supervisor will also provide the
employee or personal representative with a written statement documenting the
reason (e.g., email). This written statement must be included in the email to
HR/ER described in paragraph g of this section.
f. For purposes of this program, an employee is
considered to be adversely affected by a major disaster or emergency if the
disaster or emergency has caused severe hardship to the employee or a family
member of the employee to such a degree that the employees absence from work
is required.
g. Once the employee (or personal representative)
receives the completed Form OPM-1637 from the supervisor, he or she must submit
the form via email to HR/ER at ELTP@state.gov.
h. If the personal representative is submitting, HR/ER
must be satisfied (e.g., via a release form from the employee) that the
personal representative of the affected employee is acting for, and has the
permission of, the employee.
i. An employee must generally apply to be a leave
recipient within 120 days of the date on which the Department announces its
ELTP for a specific disaster/emergency:
(1) HR/ER may set a longer application deadline when
establishing a specific ELTP if it determines there is a need;
(2) HR/ER will consider individual exceptions to an
ELTP application deadline if there are circumstances beyond an employee's
control or in other cases of personal hardship; and
(3) HR/ER may also extend an existing ELTPs
application deadline for all employees if it determines there is a continuing
need for leave donations.
3 FAH-1 H-3361.2 Completing Form
OPM-1637
(CT:POH-210; 09-17-2018)
(State only)
(Applies to Foreign Service and Civil Service Employees)
a. Employee must complete items 1-12. The employees
first-level supervisor must complete item 13.
b. Item 2: Must include the employee ID and the last 4
digits of the employees Social Security Number.
c. Item 6: Must include the name of the natural
disaster or emergency (e.g., Hurricane Harvey, Hurricane Irma, etc.).
d. Item 7:
(1) Attach a statement describing the employees or
family members hardship resulting from the disaster or emergency and why the
employees absence from work is required; and
(2) Provide the number of hours of absence from work
needed to address the hardship resulting from the disaster or emergency.
e. Item 13: The first-level supervisor will recommend
approval or disapproval of Form OPM-1637. Recommendations for disapproval must
be accompanied by a written statement (e.g., email, memo, etc.) from the
supervisor explaining why the application should be disapproved.
f. The employee or representative must then forward
Form OPM-1637 to HR/ER at ELTP@state.gov for approval.
g. ELTP leave limitations for both donors and
recipients are explained further in 3 FAM 3367.
3 FAH-1 H-3361.3 Application
Approval
(CT:POH-210; 09-17-2018)
(State only)
(Applies to Foreign Service and Civil Service Employees)
a. HR/ER will review the application to become a leave
recipient under the emergency leave transfer program and will determine if the
potential leave recipient is or has been adversely affected by the major
disaster or emergency as defined in 3 FAM 3362.
b. HR/ER will determine the appropriate amount of
donated leave to be transferred to each emergency leave recipient who is or has
been adversely affected by the disaster or emergency, subject to leave
limitations set forth in 3 FAM 3367, the
number of emergency leave recipients, and the availability of donated leave for
the ELTP.
3 FAH-1 H- 3361.4 Application
Notification
(CT:POH-210; 09-17-2018)
(State only)
(Applies to Foreign Service and Civil Service Employees)
a. If the ELTP leave recipient application is approved,
HR/ER will notify the leave recipient (or his or her personal representative)
within 10 business days after the date the completed application was received.
b. If the ELTP leave recipient application is not
approved, HR/ER will notify the applicant (or the personal representative who
made application on behalf of the potential emergency leave recipient) within
10 business days after the date the completed application was received. HR/ER
must give the reasons to the employee for its disapproval of his or her
application to receive transferred leave from the emergency leave program.
HR/ER will provide the employee with instructions on appeal procedures should
the employee wish to appeal the disapproval (see 3 FAM 3365.4).
If they wish to appeal, employees or personal representatives must submit an
appeal to ELTP@state.gov no later than 10 business days after receiving
notification from HR/ER that their application was not approved.
3 FAH-1 H-3362 Donating Annual Leave
to the ELTP
(CT:POH-210; 09-17-2018)
(State only)
(Applies to Foreign Service and Civil Service Employees)
a. Employees may generally contribute from 1 hour to up
to 104 hours of annual leave in a leave year to the ELTP. Annual leave donated
to an ELTP is not subject to the 3 FAM 3346
limitations on donating annual leave to the Voluntary Shared Leave (Voluntary
Leave Bank/Voluntary Leave Transfer) Programs. Employees with restored annual
leave may also contribute such leave to an emergency leave transfer program,
subject to the 104 hour maximum donation limit (for both accrued and restored
annual leave) described in 3 FAM 3367.
Employees may not donate to a specific emergency leave recipient.
b. How to donate to the ELTP:
(1) Fill out Form OPM-1638, Request to Donate Annual
Leave under the Emergency Leave Transfer Program:
(a) Complete the entire form, Items 1-9;
(b) For Item 2, enter the last 4 digits of your Social
Security Number (required for payroll purposes);
(c) For Item 6, enter your accrued annual leave balance
from your latest Earnings and Leave Statement in Employee Express. NOTE: If you are donating restored annual leave, please
write Restored AL - and the amount of your restored annual leave as of the
last pay period;
(d) For Item 7, if you are donating restored annual
leave, please write Restored AL and the amount of restored annual leave
that you are donating;
(e) For Item 8, enter the name of the ELTP (e.g.,
Hurricane Harvey, Hurricane Irma); and
(f) For Item 9a, a digital or ink signature is
acceptable; and
(2) E-mail the completed form to
ELTPDonations@state.gov, with the subject <NAME OF EMERGENCY> ELTP
Donation <LAST NAME, FIRST NAME>, Example: Hurricane Harvey ELTP
Donation Smith, Jane.
3 FAH-1 H-3363 Further Questions on
the ELTP
(CT:POH-210; 09-17-2018)
(State only)
(Applies to Foreign Service and Civil Service Employees)
Employees or supervisors who have questions on their leave
options should contact their bureau or post HR office. HR staff with questions
on ELTP policy can contact ELTP@state.gov. HR staff with questions on general
leave policy can contact HRLeave@state.gov.
3 FAH-1 H-3364 THROUGH H-3369
UNASSIGNED
3 FAH-1 Exhibit H-3361
Example of an ELTP Scenario
(CT:POH-210; 09-17-2018)
(State only)
(Applies to Foreign Service and Civil Service Employees)
Employee Joe Smith has a balance of 70 hours of annual leave
(AL) and 100 hours of sick leave (SL) as of pay period (PP) 17. Joe is in the
6-hour AL/PP accrual category and has not previously been advanced any AL this
leave year. Joe has also not been advanced any SL this year. There are 9 pay
periods remaining in the leave year (PP 18-26).
Advanced AL options: Joe could
request up to 58 hours of advanced AL (6 hours AL x 9 PP + 4 hours at end of
leave year), totaling 7.25 work days.
Advanced SL options: SL can only be
advanced for a qualifying purpose in 3
FAM 3428 (e.g., employees incapacitation, serious health
condition of employee/family member, etc.). Joe could request up to 240 hours
of advanced sick leave for such a purpose, if applicable.
LWOP options: If Joes situation
requires him to be absent beyond what he could cover through advanced AL and/or
advanced SL, he would need to take leave without pay (LWOP) for the remainder
of his absence to be eligible later for ELTP donations. If approved for the
ELTP, Joe will be able to retroactively substitute leave donated through the
ELTP for any of the advanced annual or sick leave or LWOP described above that
he used in connection with the disaster or emergency.