Common use of Official Time Clause in Contracts

Official Time. AD HOC 1. The total amount of official time available for ad hoc use will be the remainder of official time after the number of full-time equivalent positions have been identified for block time use. On a quarterly basis, the Agency will provide the Union with a report indicating the total number of ad hoc official time hours used in that quarter. 2. Official time for representational activities, excluding block time, will be requested in accordance with the following provisions: 3. Union representatives will submit a CBP Request for Official Time for Union Business (Appendix VI, Form G-955) to their immediate supervisor or designated management official (DMO) to request official time. 4. Should the immediate supervisor or DMO be unavailable (e.g. off-duty, detailed out), the requestor may submit the G-955 to an on-duty shift supervisor. 5. Should the supervisor or DMO not be available, the representative may call the on-duty station supervisor to coordinate the submission of the G-955. 6. In cases where the G-955 cannot be submitted in person (e.g. representative is at home or there is no on-duty supervisor), it may be emailed to the supervisor or DMO. 7. Supervisors should consider contractual timelines and Agency scheduled activities related to the requested time. 8. The following information must be completed on the Form G-955: (a) Name of supervisor; (b) Name, title, and duty location of representative; (c) Date and time of request; (d) Date(s) of official time requested; (e) Total number of official time hours expected to perform activities described; (f) Upon completion, supervisor will complete total number of hours used to perform activities described; (g) Explanation of the activity to be performed which must include: the issue (i.e. overtime grievance, investigation of discrimination complaint, Sector LMR meeting, completing report for the Department of Labor, etc), and the location where the official time will be performed; if it will be performed at a CBP location other than the representative’s regular duty station; (h) The representative’s contact phone number; (i) The duty location of the employee(s) being represented if formal action has been initiated, the name and title of the employee; (j) Signature of the representative making the request; (k) Date and time the representative signed the request; and (l) The reviewing supervisor will circle approved or denied and if denied, will explain. 9. The supervisor will endorse the form in a timely manner indicating approval or denial, retain one copy and return one copy to the requester. 10. If the union official is not provided an answer to the request prior to the time requested, he or she may assume it is approved. 11. When appropriate, the Agency will work with the representative to schedule an alternate time and/or date for use of the requested official time. 12. When official time is denied, the supervisor will provide an explanation for the denial in a timely manner. If denied due to operational impacts the supervisor will work with the requestor to identify an alternate time to mitigate impacts to operations. 13. If the request is approved, the union official will advise his or her supervisor, either orally or in writing, as to the date and time of his or her return to duty and total number of hours used. The supervisor or designated management official will calculate the amount of official time used. If different than what was initially approved, the supervisor will provide a copy to the union official and forward it to the timekeeper for the time and attendance record. 14. The requirement that the written notice be made in advance will not apply in cases where such advance written notice would be impractical. Examples of instances where the advance submission of a G-955 would have been impractical are: shootings, traumatic accidents, significant incidents, and events directed by the Agency (e.g. meetings, phone calls, interviews). Even in these circumstances, the G-955 will be submitted subsequently.