DELEGATION OF AUTHORITY FOR AUTHORIZATION OF OVERTIME

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP84B00890R000500080010-6
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 6
• Document Creation Date: December 14, 2016
• Document Release Date: May 13, 2003
• Sequence Number: 10
• Publication Date: September 16, 1981
• Content Type: MF

Approvedu or Release 2003/06/20 r ? '"I B 4B Q 2Q0050 0
MEMORANDUM FOR: Deputy Director for Administration
FROM:
SUBJECT:
Edward L. Sherman r
Director of Finance =' ~h~~ - 11 Delegation of Authority ft7f ?t zza l.on of
Overtime
STAT REFERENCE: (a)
(b)
(c) Memorandum for DDS, same subject,
dated 16 January 1973 (copy attached)
1. This memorandum requests your approval for the delegation
of authority indicated in paragraph 4 for the authorization of
irregular or occasional overtime.
2. Under the provisions of references (a) and (b), absent
further delegations of authority by you, I personally must both
authorize and approve (by signature on Time and Attendance
Reports) all irregular and occasional overtime for personnel of
this office. Reference (c) provided a delegation of authority to
the Chief, Compensation and Tax Division (now Compensation
Division) for specific determination of overtime to be worked by
personnel of that Division subject to my prior approval of the
circumstances warranting overtime and the aggregate hours
authorized. The effect of that delegation was to allow the
Chief, Compensation Division the flexibility of identifying the
particular employees to be authorized to work overtime and also
to allow him/her to approve overtime worked for payment as
reported on the Time and Attendance Reports.
3. That practice has worked effectively for the Compensation
Division and I would like to extend the practice to the other
divisions and staffs of this office.
4. It is recommended that in accordance with the provisions
of reference (a) you delegate authorities as follows:
a. To the Deputy Director of Finance to authorize
irregular or occasional overtime and
b. To the incumbents of the positions listed below to
authorize irregular or occasional overtime subject to the
prior approval of my Deputy or myself in terms of the
circumstances warranting overtime and the aggregate
hours.
roved For Release 2003106 c 84B00890R000500080010-6
t
 SUBJECT : DA &Vjdrf
kW.k~ 80b10-6
Assistant Director for Career Management
Assistant Director for Liaison
Assistant Director for Policy and Planning
Chief, Registry
Chief, Accounts Division
Chief, Audit and Certification Division
Chief, Commercial System and Audit Division
Chief, Compensation Division
Chief, Monetary Division
The recommendation in paragraph 4 is approved:
I~C .1
t-i
Disapproved:
Deputy Director for Administration Date
Distribution:
Original - Addressee (Return to D/OF
1 - DDA Sub]
STAT
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 Appro4
'-STAT
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(2) Regular overtime is overtime work which is scheduled on a regular basis.
0) Irregular or occasional overtime is overtime work which is r.ot regularly
scheduled
(4) Directed overtime is that overtime work which has been officially ordered by-
Operating Officials, Beads of Independent Offices, or other senior officials to
whom such authority has been delegated by Deputy Directors.
l5) Overtime work performed in a standard basic workweek means each hour of
work jr) excess of 40 hours in a week.
(6) Overtime work performed in a nonstandard workweek means each hour of work
in excess of the basic 80-hour work requirement in a biweekly pay period.
(b) Policy
(1) All levels of management are expected to exercise sound judgment in planning
work requirements and schedules so that overtime work is not normally
required.
(2) Overtime work generally will be authorized only to meet unforeseen
develops ,ent~ or circumstances. Funds must be available for all overtime work.
(3) Overtime ww ork scheduled on a regular basis must have the prior approval of the
appropriate Deputy Director or Head of Independent Office.
(4) Irregular or occasional overtime work may be authorized by Operating Officials, ~_.
ent'
'
'
Heads of Independ
Offices,
or
other senior officials to whom such authority;
has been delegated by Deputy Director's.
(5) Whenever feasible, overtime work will be approved prior to its performance.
Hours of overtime that are not specifically directed or approved will not be
processed fur overtime payments nor for compensatory time in lieu thereof.
(6) Based on the needs of the Agency, employees may be required to perform
overtime .\ork unless excused because of unusual personal circumstances.
(r) Each period of directed overtime work performed by employees on a day when
no work was scheduled for ti'cm or for which they are called back to their place
of employment will be considered to be at least two hours in duration.
(8) Leave with pay will not affect in individual's eligibility for mertime
compensation.
(c) Compensation for Overtime
(1) Policy
(a) Employees CS-11 and below will receive overtime payments or. if they
request it and are exempt from the overtime provisions of the Fair Labor
Standards Act, compensatory time in lieu thereof for all hours of authorized
overtime worked.
(b) Ernplcgees in grade CS-12 through CS-15 who are exempt from the
overtime provisions of FLSA will not receive payment for overtime, or
granted compensatory time in lieu of payment, for hours worked between
40 and -15 in a given workweek unless such hours represent directed work'
(i) On a position which requires substantial amounts of overtime work on
a continuing basis, and the productivity is predominately measurable
in units of production or hours of duty performed. Such positions will
be identified by the Operating Official or Head of Independent
Office, concurred in by the appropriate Deputy Director. and
approved by the Director of Personnel, or
74 -.Revised: 9 April 1979
ADMINISTRATIVE-INTERNAL USE ONLY
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 (7)
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second must be reported in the Remarks section on the reverse side of the report with the
appropriate reference ("X") marked in the space provided just below the employee's name
on the face of the report. If the latter situation occurs with respect to an eligible FLSA
(nonexempt) employee, the leave reported in the Remarks section must also be entered in
the HOLID column of the FLSA area on the face of the Time and Attendance Report.
(5) Restored Annual Leave
In reporting the use of restored leave, the Time and Attendance Clerk .will enter in the Remarks
section on the reverse side of the Time and Attendance Report the total number of hours of
restored leave used and will reference these remarks by marking an -X- in the space provided
just below the employee's name on the face of the form. The control list will also be annotated
with "Restored Leave Used" opposite the employee's name. In addition, the use of restored leave
will be reported separately (see sample format, Figure 1) and submitted with the regular Time
and Attendance Reports at the end of each pay period in which restored leave is used.
(6) Initials
Whenever possible, the Time and Attendance Clerk should obtain the employee's initials on the
Time and Attendance Report for absences. Leave reported but not initialed must be
acknowledged on the first Time and Attendance Report submitted after the employee's return to
duty. The acknowledgment will be made by the following statement in the Remarks section of
? Form 20 or 20D:
I hereby acknowledge _ hours of leave taken during the period
to as previously reported.
Signature of Employee
Copies of Standard Form 71, Application for Leave, or other leave request should not be
attached to the Time and Attendance Report or forwarded to the Office of Finance.
Weekly Totals
Following the close of each week in the biweekly pay period, enter the weekly total for each
applicable column (including the Leave Code number when the CD column is used) and record
the sum of the totals in Box D at the extreme right of the report. For intermittent employees, add
to the sum of the totals for the second week of the pay period the number of days worked during
both weeks of the pay period and enter this total in Box D, extreme right end of Week 2 Totals
line.
(8) Certification
(a) Time and Attendance Clerks will certify all reports in Box A, except that their own reports
will be certified by their immediate supervisors. Reports for consultants will be certified as
indicated in paragraph 3d(3) of this handbook. In addition, when holiday work or overtime is
reported for payment or compensatory time credit. the Time and Attendance Clerk will
obtain certification as provided in paragraph ;b+ below. All reports will show in Box A the
telephone extension of the certifying Time and Attendance Clerk.
(b) If ari employee is eligible for overtime compensation:(payment or credit of compensatory
(ime) or holiday pay the Operating Official br Head'orIndependent Office or other official
to whom authority to authorize overtime under the provisions of has been
delegated, will certify the report in Box B.
(9) Box C-Days Worked by Intermittent Basis Employees
The Time and Attendance Clerk must record in Box C the number of days for which work is
reported for each intermittent basis employee. This information is used in the computation of eligibil-
ity (late for within-grade increases and passible creditable service time for retirement purposes.
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 Approved For.Release 2003/06/20 : CIA-RDP84B0089QR000500080010-6
FOR: De?~ ~- D: _ ecto. for Support
SUBJECT . DeIeation o: AutRority for Auth or_ration_
o_ Overtime
(a)
(b) DD /S A Grn his LJ a tive Instruction No. 70-4
1. This memorandum is to recommend that you delegate a7u-_hority_
to' Chef, Comoensa on and Tax Division to authorize irregular and occa-
t~
.. for perSOnnei llnGer r.1S Supervision. In praC"i Ce_;E-t ny Over-
sloiia_ O."erLmG
time to be worked will continue to be subject to my prior approval in terms
of the circumstances warranting overtime and the aggregate hours.
2. The granting of this request %Vill allow the Chief, Corn ensation
and Tax Division on-the-scene ffexibllity in identifying the employees who
will be requested to work overtime. It will also allow him to certify the
overtime for payment on the time and attendance reports. The latter point
is an important consideration as I believe that the certification concerning
overtime actually worked by individual employees can be more appropriately
executed by the supervisor than by myself or my general deputy.
3. I have i? mited this request for delegation of authority to One Chief?
Compensation and Tax Division because most of our requirements -which
must be met through overtime work arise in that Division. Overtime in
other areas of activity is so infrequent there is no problem with the concept
of requiring the time and attendance reports to come to me for certification
of overtime worked based on the supervisor's affirmation.
STAT
Thomas
r om endation inragraph 1 is approved.
P Deputy Director for uppox
/7 ~i-w-/
~
Date
Distribution:
Orig. Adse (Orig. to be ret'd to O/Fin)
2 - D/Fin
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 Approved F91 eA"N%MM
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FROM: (NOM4 orb symbol, Agency/Post)
Appro
* GPO : 1980 0 - 311-156 (17)
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OPTIONALFORM 41 (Rev. 7-76)
;Z (41(41) 01-1LM