Leave Settlement. Authoritative Sources: Business Process Standards: Business Rule Standards:
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1 Authoritative Sources: Department of Defense R, Vol. 7A, Chapter 34 Department of Defense R, Vol. 7A, Chapter 44 JFMIP SR-99-5 Human Resources & Payroll Systems Requirements, Chapter 14 Business Process Standards: A business process standard was not directed by law or DoD policy. Business Rule Standards: Leave_Settlement_Computation_36_011_01 To support auditability, the military payroll system shall maintain a pay history by pay period showing Leave Settlement payroll computation factors and results as follows: 1. Leave Combat Zone Tax Exclusion (CZTE) Number of Days Balance - The total number of days accrued when assigned to Combat Zone Tax Exclusion (CZTE) location to include: a. Carry forward balance from the prior fiscal year b. Plus leave accrued for the current fiscal year c. Minus leave paid for the fiscal year d. Minus leave used for the fiscal year E. Minus any CZTE leave sell-back for the fiscal year 2. Leave Combat Zone Tax Exclusion (CZTE) Number of Days Paid - The total number of days paid for the Combat Zone Tax Exclusion (CZTE) Leave sell-back 3. Leave Combat Zone Tax Exclusion (CZTE) Payment Amount - The total amount paid for the Combat Zone Tax Exclusion (CZTE) leave sell-back 4. Leave Combat Zone Tax Exclusion (CZTE) Payment Date - The date the member is paid for the One-Time exception leave sell-back 5. Leave One-Time Exception Number of Days Paid - The total number of days paid for the one-time election for leave sell-back 6. Leave One-Time Exception Payment Amount - The total amount paid for the One-Time exception leave sell-back 7. Leave Regular Career Number of Days Paid - The total number of days Leave paid for the member's career (does not include exceptions to the 60 days limitation) 8. Leave Regular Number of Days Balance - The total number of days of Regular Leave to include: a. Carry forward balance from the prior fiscal year b. Plus leave accrued for the current fiscal year c. Minus leave paid for the fiscal year d. Minus leave used for the fiscal year. e. Minus any regular leave sell-back for the fiscal year 9. Leave Regular Number of Days Paid - The total number of days paid for the Regular Leave sell-back 10. Leave Regular Payment Amount - The total amount paid for the Regular leave sell-back 11. Leave Regular Payment Date - The date the member is paid for the Regular leave sell-back 12. Leave Saved Pay Number of Days Balance - The total number of days accrued for Saved Pay leave to include: a. Carry forward balance from the prior fiscal year b. Plus leave accrued for the current fiscal year Page 1 of 8
2 c. Minus leave paid for the fiscal year d. Minus leave used for the fiscal year. e. Minus any Saved Pay leave sell-back for the fiscal year 13. Leave Saved Pay Number of Days Paid - The total number of days paid for the Saved Pay Leave sell-back 14. Leave Saved Pay Payment Amount - The total amount paid for the Saved Pay leave sell-back 15. Leave Saved Pay Payment Date - The date the member is paid for the Saved Pay leave sell-back 16. Leave Special Accrual Number of Days Balance - The total number of days of Special Leave Accrual to include: a. Carry forward balance from the prior fiscal year b. Plus leave accrued for the current fiscal year c. Minus leave paid for the fiscal year d. Minus leave used for the fiscal year. e. Minus any Special Leave Accrual leave sell-back for the fiscal year 17. Leave Special Accrual Number of Days Paid - The total number of days paid for the Special Leave Accrual sell-back 18. Leave Special Accrual Payment Amount - The total amount paid for the Special Leave Accrual leave sell-back 19. Leave Special Accrual Payment Date - The date the member is paid for the Special Leave Accrual leave sell-back JFMIP SR-99-5 Human Resources & Payroll Systems Requirements, Chapter 14 CHRIS: Member Accrued Combat Zone Tax Exclusion Leave Monthly Balance Quantity Member Accrued Regular Leave Monthly Balance Quantity Member Combat Zone Tax Exclusion Special Leave Accrual Day Quantity Member Regular Special Leave Accrual Day Quantity Member Saved Leave Day Quantity Member Sold Combat Zone Tax Exclusion Leave Day Quantity Member Sold Regular Leave Day Quantity Member Sold Regular Leave Payment Amount Member Sold Regular Leave Payment Date Member Sold Saved Leave Day Quantity Leave_Settlement_Computation_36_011_02 The military payroll system shall deduct Federal Tax and State Tax from the Leave Settlement Amount as follows: 1. For enlisted members and warrant officers, the leave settlement amount for Combat Zone Tax Exclusion (CZTE) leave is exempt from Federal and State Taxes 2. For officers, the leave settlement amount for Combat Zone Tax Exclusion (CZTE) leave is partially exempt and is subject to a limit on the value of federal tax exempt payments and from exemption from federal and state tax withholding for each month in which they qualify for an exemption. 3. All other leave settlement amounts are subject to Federal and States tax withholding (see Combat Zone Tax Exclusion business rules for exceptions) Department of Defense R, Vol. 7A, Chapter 44 Leave_Settlement_Computation_36_011_03 The military payroll system shall limit payment of accrued leave to 60 days during a military career. Page 2 of 8
3 Leave_Settlement_Computation_36_011_03_01 An enlisted member of the Armed Forces who would lose accumulated leave in excess of the 120 days may elect to be paid for such leave up to 30 days. This election can only be taken once during a career and does apply against the 60 days of leave paid during a career limitation. a. The member is entitled to hostile fire pay/imminent danger pay b. Are assigned to a deployable ship or mobile unit or to other duty designated by the Secretary concerned as qualifying c. On or after August 29, 2005, are performing duty designated by the Secretary of Defense as qualifying duty for the 30-day one-time payment d. Serve on active duty in a duty assignment in support of a contingency operation. Leave_Settlement_Computation_36_011_03_02 The 60-day leave payment limitation does not apply to leave accrued by a member of a Reserve component while serving on active duty, full-time National Guard duty, or active duty for training during a period of more than 30 days, but not in excess of 365 days, beginning on or after October 1, Leave_Settlement_Computation_36_011_03_03 The 60-day leave payment limitation does not apply to leave accrued by a member who dies while on active duty (or a member or former member who dies after retirement or discharge, but before receiving payment of accrued leave). Payment of accrued leave for a deceased member is based upon the unused accrued leave that he or she carried forward into the leave year in which deceased plus the unused leave that accrued during that leave year, beginning on or after February 10, 1996 Leave_Settlement_Computation_36_011_03_04 Payments for unused accrued leave made before February 10, 1976 shall be excluded from this 60-day limitation. Leave_Settlement_Computation_36_011_03_05 The 60-day leave payment limitation does not apply with respect to leave accrued by a member of a Reserve component or in the Retired Reserve or by a retired member of the Regular Army, Regular Navy, Regular Air Force, or Regular Marine Corps, or a member of the Fleet Reserve or Fleet Marine Corps Reserve during any period while the member also is: 1. Serving on active duty in support of a contingency operation on or after December 5, Serving on active duty in connection with the Persian Gulf conflict (other than for training) under authority Page 3 of 8
4 of Title 10, United States Code (U.S.C.), sections 672, 688, 12302, 12304, 12306, or 12307, on or after August 2, Leave_Settlement_Computation_36_011_04 The military payroll system shall support leave settlement for accrued leave under the following conditions: 1. Member who is discharged under honorable conditions is entitled to payment of unused accrued leave unless the member continues on active duty under conditions that require accrued leave to be carried forward. Payment shall be based on the Basic Pay monthly rates applicable on the date of separation 2. An enlisted member who voluntarily extends their enlistment for the first time is also entitled to payment for unused accrued leave. Payment shall be based on the Basic Pay monthly rates applicable on the date of separation. 3. An enlisted member of the Armed Forces who would lose accumulated leave in excess of the 120 days may elect to be paid for such leave up to 30 days. Payment shall be based on the Basic Pay monthly rates applicable on the date of payment. 4. A member sentenced to unsuspended dismissal or unsuspended dishonorable or bad-conduct discharge by court-martial may be required to take leave pending review of the conviction (i.e., appellate leave) as provided by Article 76a, Uniform Code of Military Justice. Such member may elect to be paid in a lump sum for the leave accrued to his or her credit as of the day before the day the leave begins. Payment shall be based on the Basic Pay monthly rates applicable before the day the leave is to begin. Leave_Settlement_Computation_36_011_04_01 For leave accrued on and after September 1, 1976, leave payment will be based on Basic Pay only for all pay grades prorated for each day of accrued leave. Leave_Settlement_Computation_36_011_04_02 For leave accrued before September 1, 1976, enlisted personnel are also paid Basic Allowance for Subsistence at the rate of $.70 for each day of accrued leave. Leave_Settlement_Computation_36_011_04_03 For leave accrued before September 1, 1976, enlisted personnel with dependents in pay grade E-5 through E-9 are also paid Basic Allowance for Housing at the rate of $1.25 for each day of accrued leave. Leave_Settlement_Computation_36_011_04_04 For leave accrued before September 1, 1976, warrant and officer personnel are also paid Basic Allowance for Subsistence at the rate applicable on the date of separation/payment prorated for each day of accrued leave. Page 4 of 8
5 Leave_Settlement_Computation_36_011_04_05 For leave accrued before September 1, 1976, warrant and officer personnel with dependents are also paid Basic Allowance for Housing With-Dependents at the rate applicable on the date of separation/payment prorated for each day of accrued leave. Leave_Settlement_Computation_36_011_04_06 For leave accrued before September 1, 1976, warrant and officer personnel without dependents are also paid Basic Allowance for Housing Without-Dependents at the rate applicable on the date of separation/payment prorated for each day of accrued leave. Leave_Settlement_Computation_36_011_04_07 For leave accrued before September 1, 1976, warrant and officer personnel authorized Personal Money Allowance (PMA) are paid Personal Money Allowance at the rate applicable on the date of separation/payment prorated for each day of accrued leave. Leave_Settlement_Computation_36_011_04_08 When the final leave balance includes a one-half day total, compute the amount to be paid by crediting the member with one-half of a day entitlement and round the total to the nearest penny. Leave_Settlement_Computation_36_011_05 The military payroll system shall compute leave settlement amount for "Regular Leave", Combat Zone Leave" and "Special Leave" as follows: 1. Determine the member's Basic Pay rate 2. Determine the Basic Pay daily rate (1/30th of monthly rate) 3. Determine the number of leave days payable 4. Multiply the Basic Pay daily rate times the number of leave days payable Leave_Settlement_Computation_36_011_06 The military payroll system shall compute the leave settlement amount for "Saved Pay Leave" for enlisted and warrant officers, as follows: 1. Determine the member's Basic Pay monthly rate Page 5 of 8
6 2. Determine the Basic Pay daily rate (1/30th of monthly rate) 3. Determine the number of leave days payable 4. Multiply the Basic Pay daily rate times the number of leave days payable 5. Multiply the Basic Allowance for Subsistence daily rate of $.70 times the number of leave days payable 6. Multiply the Basic Allowance for Housing daily rate of $1.25 times the number of leave days payable 7. Total all amounts Leave_Settlement_Computation_36_011_07 The military payroll system shall compute the leave settlement amount for "Saved Pay Leave" for officers, as follows: 1. Determine the member's Basic Pay monthly rate 2. Determine the Basic Pay daily rate (1/30th of monthly rate) 3. Determine the Basic Allowance for Housing (BAH) monthly rate a. If the member has dependents, use the BAH With Dependent rate b. If the member does not have dependents, use the BAH Without Dependents monthly rate 4. Determine the BAH daily rate (1/30th of monthly rate) 5. If the member is being paid Personal Money Allowance (PMA), determine the PMA monthly rate 6. Determine the PMA daily rate (1/30th of monthly rate) 7. Determine the Basis Allowance for Subsistence (BAS) monthly rate 8. Determine the BAS daily rate ((1/30th of monthly rate) 9. Determine the number of leave days payable 10. Multiply the Basic Pay daily rate times the number of leave days payable 11. Multiply the BAS daily rate times the number of leave days payable 12. Multiply the BAQ daily rate times the number of leave days payable 13. Multiply the PMA daily rate times the number of leave days payable 14. Total all amounts Page 6 of 8
7 Leave_Settlement_Computation_36_011_08 The military payroll system shall support leave settlement payments to Beneficiaries if a member or former member dies after retirement or discharge, but before receiving any or all compensation for accrued leave, then the balance is payable to the eligible beneficiary and claims for payment must be submitted to the designated DFAS or Military Component Claims Office. Leave_Settlement_Computation_36_011_09 The military payroll system shall use payments for accrued leave to satisfy debts to the U.S. Government without restriction. Leave_Settlement_Computation_36_011_10 The military payroll system shall pay the leave settlement as an one-time payment to include: 1. Leave Combat Zone Tax Exclusion (CZTE) Payment Amount 2. Leave One-Time Exception Payment Amount 3. Leave Regular Payment Amount 4. Leave Saved Pay Payment Amount 5. Leave Special Accrual Payment Amount Leave_Settlement_Computation_36_011_11 The military payroll system shall update leave accumulators based on the type of leave paid to the military member to include: 1. Leave Combat Zone Tax Exclusion (CZTE) Number of Days Balance 2. Leave Regular Number of Days Balance 3. Leave Regular Career Number of Days Paid 4. Leave Saved Pay Number of Days Balance 5. Leave Special Accrual Number of Days Balance Appendix A: Common Human Resource Information Standards Member Accrued Combat Zone Tax Exclusion Leave Monthly Balance Quantity Page 7 of 8
8 Member Accrued Combat Zone Tax Exclusion Leave Monthly Balance Quantity is the number of leave days a DoD Military Service member accumulates while serving in a designated combat location. Member Accrued Regular Leave Monthly Balance Quantity Member Accrued Regular Leave Monthly Balance Quantity is the number of leave days a DoD Military Service member accumulates while on Active Duty (excluding combat zone tax exclusion leave accrual). Member Combat Zone Tax Exclusion Special Leave Accrual Day Quantity Member Combat Zone Tax Exclusion Special Leave Accrual Day Quantity is the total number of combat zone tax exclusion leave days in a DoD Military Service member's special leave account. Member Regular Special Leave Accrual Day Quantity Member Regular Special Leave Accrual Day Quantity is the total number of regular special leave days in a DoD Military Service member's special leave account. Member Saved Leave Day Quantity Member Saved Leave Day Quantity is the total number of leave days a DoD Military Service member accrued on or before August 31, Member Sold Combat Zone Tax Exclusion Leave Day Quantity Member Sold Combat Zone Tax Exclusion (CZTE) Leave Day Quantity is the number of unused accrued CZTE leave days a DoD Military Service member exchanges for monetary compensation. Member Sold Regular Leave Day Quantity Member Sold Regular Leave Day Quantity is the number of unused accrued leave days a DoD Military Service member can exchange for monetary compensation. Member Sold Regular Leave Payment Amount Member Sold Regular Leave Payment Amount is the dollar amount paid to a DoD Military Service member in exchange for his/her unused accrued leave. Member Sold Regular Leave Payment Date Member Sold Regular Leave Payment Date is the calendar date on which a DoD Military Service member is paid a monetary compensation in exchange for his/her unused accrued leave. Member Sold Saved Leave Day Quantity Member Sold Saved Leave Day Quantity is the number of unused accrued saved leave days a DoD Military Service member exchanges for monetary compensation. Page 8 of 8
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