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«U.S. DEPARTMENT OF HEALTH AND HUMAN SERVICES Program Support Center Human Resources Service Division of Commissioned Personnel 5600 Fishers Lane, ...»

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8. Information as to any special arrangements which have been made such as provisions for use of special government quarters, messes, open messes, motels, restaurants, etc.;

9. Any other information available indicating amount of expenses which may be incurred, amount of allowance necessary, or reasons why normal per diem will not suffice;

10. Reasons normal accommodations within prescribed per diem allowances will not suffice;

11. Name and phone number of individual who may be contacted concerning this request; and

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Generally, when government quarters and/or mess are available, their use is required. Exceptions to this requirement are: (1) when the order issuing authority, either before or after the travel, issues a statement that utilization of such facilities would adversely affect the performance of the mission; or (2) when the commander (or his/her representative) who is responsible for the facilities furnishes a statement that utilization of government facilities is impracticable.


Many hotels, motels, and/or restaurants allow discounts for Uniformed Services travelers for room or meals, or both. Officers should inquire when registering and when paying the bill to take maximum advantage of these discounts.


Officers should inform friends and relatives where and how they can be reached in case of an emergency. An officer should arrange for someone to take care of personal affairs during an extended absence. For an extended TDY period, mail should be forwarded to the officer's temporary duty address.


When an officer is delayed, sick, or injured while on TDY, the proper office at the officer's temporary duty station or official duty station should be notified. If illness or injury occurs near or on a U.S.

Government installation, the officer should report to the local military dispensary or hospital.


Officers should keep a detailed daily travel record while on TDY. It should include:

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4. Transportation used (transportation request, government transportation, common carrier at own expense, privately-owned conveyance, special conveyance);

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9. Cost of taxis, tips, checking and transfer of baggage, ferry fares, road, bridge and tunnel tolls, official telephone and telegraph calls, cost of travelers checks, etc.

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Travel vouchers (form SF-1012) should be completed as soon as possible. Assistance may be obtained from administrative personnel. Vouchers must include a notation of the travel advance, a copy of the travel request, required receipts, and unused tickets or transportation request. Penalty checks from airlines for failure to provide confirmed reserved space should be attached to the voucher and

submitted with the claim. Normal items that can be claimed on a travel voucher include:

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Receipts should be obtained for all reimbursable items or expense totaling $75 or more. Failure to produce a receipt for items totaling $75 or more may result in denial of claim, unless a full explanation is attached to the voucher explaining why a receipt was not obtained.


Travel only when on orders and as specified in the orders.

The personnel order which calls an officer to a short tour of active duty includes travel and per diem

information in the "Remarks" section, including the following:

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The personnel order number is the travel authorization number for inactive reserve officers. Please work with the program where duty is being performed to insure correct submission of correct vouchers.

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CCPM Citations:

Subchapter CC29.1, CCPM, “Leave of Absence” CCPM Pamphlet No. 32, “Information on Separation” The CCPM provides that commissioned corps officers are subject to duty 24 hours each day, every day of the year. Furthermore, an officer on leave, including station, sick, and annual leave, is subject to recall to duty any time. Because an officer is subject to duty 24 hours a day, an officer is not entitled to overtime pay or compensatory time when he/she works longer than 8 hours a day or more than 40 hours a week.

An officer must be either on duty or on approved leave at all times. Except in cases of emergency, leave taken by the officer must be approved in advance by the officer's leave granting authority. Form PHSis used to request leave. The leave form is signed by the officer's immediate supervisor. The completed leave request which indicated approval or disapproval (this is the copy that has original signatures of the leave granting authority) should be returned to the officer. A copy is given to the officer's leave maintenance clerk. The officer should carry the top copy of the leave slip with him/her while on leave. Upon return to the duty station, the officer completes and signs the request certifying the actual number of days taken and gives it to the leave maintenance clerk, after the leave granting authority has reviewed and signed it.

In addition to granting leave, the program to which the officer is assigned is responsible for maintaining leave records. DCP does not maintain copies of leave records except for originals of sick leave records (PHS-1345) which are to be submitted to the Medical Affairs Branch, DCP. This is DCP's only involvement in the leave process. When authorized, requests for payment of unused annual leave are submitted to DCP.


An officer's supervisor can establish any duty or work hours for the officer necessary to meet the needs of the program. Although most officers have regularly scheduled work hours, this is entirely discretionary. Many officers, especially those in a clinical setting, work more than 8 hours per day, and on weekends or nights. Any work schedule developed to define "work hours" for an officer is for administrative convenience only, and does not establish any rights for the officer or restriction on management in making adjustments or changes as necessary to meet program needs.

- 97 Commissioned Corps Officer’ Handbook, 1998 s

1. Flexitime - The work hours of an officer can be fixed, or the starting and ending times can be flexible as determined by the officer's supervisor. Therefore, the general concept of flexitime applies to commissioned corps officers only in the context of flexible starting and ending times on duty, and not in defining any "basic work requirement," as provided in the civil service definition of "flexitime." That is, it does not create an entitlement for the officer to work only an 8-hour day, or prohibit management from requiring additional work hours on any given day. Furthermore, an officer cannot earn credit hours as can a civil servant.

2. Alternate Work Schedule: The work hours of an officer are established by the supervisor and can be any number of hours in any type of pattern consistent with the needs of the program.

Therefore, the concept of "normal" work hours and "alternative" work hours does not apply to a commissioned corps officer. A supervisor can establish any pattern of work hours including a pattern that is the same as the schedule of a civil servant if the needs of the program are met. However, such a pattern does not entitle an officer to a certain number of hours or days of "leave" as is the right of a civil servant. Furthermore, any agreement reached by an officer and program supervisor, and any records kept as to work hours of an officer does not create any entitlement to certain hours or any days "off." Any agreement as to work hours is purely discretionary and serves only as an administrative convenience.

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Annual leave will be charged for non-workdays including holidays that fall within days of annual leave. In addition, leave policy requires that a consecutive period of absences from duty may not be authorized in several parts to avoid being charged annual leave for non-workdays that fall within the period. For example, an officer cannot schedule annual leave for Monday through Friday for consecutive weeks to avoid being charged annual leave for the intervening weekend days. This same principle applies to officers having special or nontraditional duty hours and schedules.

Terminal leave: Terminal leave is annual leave taken subsequent to submission of a request for separation. Terminal leave must be approved by the leave granting authority prior to submission of a separation request. An officer is on active duty while on terminal leave but can work in outside organizations (except for a foreign country) and in Federal civil service while on terminal leave without violating dual compensation and contribution to salary law. To engage in outside work activities while on terminal leave, an officer must have prior approval as set forth in the Departmental Standards of Conduct.

- 98 Commissioned Corps Officer’ Handbook, 1998 s Terminal leave cannot be authorized when the officer will be divested of leave benefit balances;

for example, if by resigning the officer will break a special pay contract or fail to complete a service obligation. Leave shall not be granted, as annual leave or otherwise, to any individual who has implied that he/she intends to break a service obligation.

–  –  –

Sick leave is requested and approved on form PHS-1345. Sick leave is authorized as is medically justified for the officer's incapacity due to illness, but not for illness of a family member. For that purpose, an officer must request annual leave.

The leave granting authority may require a physician's statement for any period of sick leave, even for partial days. If an officer is on sick leave for an extended period (normally 90 days or more), a fitness for duty examination may be requested.

Maternity Leave is sick leave granted because of incapacity due to pregnancy, delivery, and postpartum convalescence. As for other sick leave, prepartum maternity leave must be medically justifiable. Postpartum maternity leave is likewise granted only for the incapacity of the officer, not for infant care. However, as a matter of administrative uniformity, maternity leave following vaginal delivery is granted for 42 consecutive days beginning the day after hospital discharge. For Caesarean delivery, it is 56 days. Leave beyond these limits must be charged to annual leave unless the Medical Affairs Branch has determined that additional sick leave is medically justified.

Reference: INSTRUCTION 4, Subchapter CC29.1, CCPM, “Sick Leave”

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Officers are subject to call to duty 24 hours a day, 7 days a week. Station leave is any absence from duty for a period of less than 1 full workday. That may include a period of off-work hours on 2 consecutive workdays, or a non-workday (weekend or holiday) unless the non-work day falls within a period of annual leave. Station leave for less than 1 workday must be approved in advance (either orally or in writing) by the leave granting authority. Station leave is not a right; it is a privilege which shall be granted prudently and only for legitimate reasons.

Station leave during scheduled work hours should be approved only when such leave is necessary to permit an officer to carry out activities that would be difficult, if not impossible, to conduct during non-work hours such as “emergency repairs to plumbing.” Under no circumstances shall station leave be routinely granted to reduce the work hours of an officer.

Reference: INSTRUCTION 1, Subchapter CC29.1, CCPM, “Leave of Absence; General”

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