Each agency head must
designate an Agency Military Liaison Officer and notify the Commissioner
of Citywide Administrative Services promptly, in writing, of such
designation. The name of the designee and his/her telephone number
should be included in the notification. The same procedure is
to be followed whenever the Agency Military Liaison Officer is
replaced.
A. Agency Military
Liaison Officers must adhere to the following procedures:
1. A separate roster
must be maintained of agency employees who are currently members
of the organized militia or of one of the reserve components
of the Armed Forces of the United States.
2. The roster must
be organized by reserve unit and include the name, rank, service
number, Social Security number and expiration date of current
enlistment for each employee.
3. The monthly military
roster report no longer needs to be sent to the Department of
Citywide Administrative Services. However, all appropriate records
must be kept and are subject to audit by the Department of Citywide
Administrative Services.
4. The Agency Military
Liaison Officer must also obtain a copy of each employee-reservist's
Enlistment Contract from each non-commissioned employee-reservist,
and its equivalent (a Service Agreement) from each employee-reservist
who is a commissioned officer. This contract or agreement specifies
the number of drills the employee is obligated to participate
in, and the duration of the contract or agreement.
5. The Agency Military
Liaison Officer must also obtain from the employee-reservist
a copy of his/her quarterly drill schedule. Quarterly drill
schedules are usually prepared two months in advance. If the
employee fails to provide quarterly drill schedules, an Enlistment
Contract or Service Agreement, then the Agency Military Liaison
Officer should inform the employee that payment of his/her salary
for periods of ordered military duty will not be granted until
all the relevant required documents have been submitted.
Employee-reservists
who apply for leave to perform military duty that occurs on
a date different from the date(s) set forth in the quarterly
drill schedule must submit a copy of the order issued by the
state or federal authority requiring such service.
6. If, in the judgement of the Military Liaison Officer, an
employee-reservist is regularly volunteering to be ordered to
duty at unscheduled times solely in order to maximize absence
from City employment to the detriment of the public interest,
and a request that the employee desist from this practice is
unsuccessful, the matter should be brought to the attention
of the appropriate military commander in an attempt to obtain
a more satisfactory and mutually acceptable schedule of "ordered
military duty" for the employee.
7. The Agency Military
Liaison Officer must obtain a Certificate of Attendance and/or
Pay Voucher from each reserve member upon the employee's return
from reserve duty. This document must be signed by the Unit
Commander, or his/her designated representative, in order for
payment of salary to be authorized by the agency.
8. The Agency Military
Liaison Officer should notify employee-reservists that, except
where it is unreasonable to do so, military leave must be applied
for as far in advance as possible.
9. The Agency Military
Liaison Officer must maintain a file on each employee-reservist's
attendance records and requests for military leave. On each
authorization for paid military leave, the Agency Military Liaison
Officer must affirm that the procedures contained in this bulletin
have been complied with, and that all required documents have
been received.
B. Computation of
Leave Entitlement
1. The 30 calendar
day entitlement is computed and charged against the annual balance
on a day for day basis. However, due to differences in normally
scheduled work days in a number of City agencies, the 22 work
day entitlement for normally scheduled work days will be converted
into an hourly bank against which charges will be made on an
hour for hour basis.
2. Every day of
ordered military duty in a calendar year, whether or not there
was absence from any part of the work day's scheduled duties,
is to be charged against the employee's 30 calendar day annual
balance. However, only those hours the employee is actually
absent during the normal work day are to be charged against
the hourly bank for purposes of computing the 22 work day entitlement.
3. Ordered military
duty will be charged against the annual balances on both a calendar
day and work day basis until the 30 calendar day entitlement
and the 22 work day entitlement have both been exhausted.
4. In order to make
charges against the 22 work day entitlement, an hourly bank
must be established by multiplying the 22 work days by the number
of hours in the normally scheduled work day of each employee-reservist.
Example: An employee whose normally scheduled work day is 7
hours, or whose normally scheduled work week is 35 hours, would
have an hourly bank of 154 hours (22 x 7) established at the
beginning of the calendar year. An employee with a 7.5 hour
work day and a 37.5 hour work week would have 165 hours (22
x 7.5) at the beginning of the established calendar year.
The hourly formula
must be applied to all normally scheduled work days.
