Part
Time Employment and Job Sharing
Part-time employees
are statutorily limited in the number of hours that constitute their
work week and may regularly work no less than 16 and no more than 32
hours per week. This limitation may be suspended when management determines
that it is necessary to carry out USDA's mission. However, an increase
in the tour of duty above 32 hours per week is not permitted for more
than two consecutive pay periods in keeping with Congress' intent to
limit regular part-time work schedules to no more than 32 hours per
week. (Employees who have continuously worked on a part-time schedule
since before April 1978 are exempt from this limitation.) Governmentwide
policy provides agencies with a framework for determining where and
how part-time positions fit within an organization.
When two part-time
employees voluntarily share the duties and responsibilities of a full-time
position, the employees are job sharing. In addition to providing the
opportunity for employees to work part-time in positions where full-time
coverage is required, job sharing provides management with extra flexibility.
Job share team members may have different strengths and contribute in
diverse yet complementary ways. They are able to fill-in for each other's
absence resulting in more consistent coverage of office duties. One
or both may be able to work extra hours (up to 32 hours per week) when
there are unexpected workload surges, allowing the accomplishment of
extra work without costly overtime.
No law or regulation
limits job sharing to specific jobs or grade levels. Generally, a job
share team means two employees at the same grade level, but other arrangements
are possible. There is no definitive list of jobs suitable for job sharing.
Any job can be filled by a team of job sharers when the arrangement
meets the needs of the agency and the employee(s). Job sharers are treated
individually as part-time employees and are subject to personnel policies
on that basis.
Part-time/Job
Sharing Case Histories
Case #1Secretary
Working Part-time
The employee is a secretary, GS-8, to a division director. She has worked
for the agency 35 years. In 1984, she began working part-time (32-hours
per week) because of health problems (high blood pressure). The part-time
schedule has reduced the number of days per week the employee commutes
110 miles daily to work and has allowed her to spend more time with
her two school-age children. The division director does not feel the
part-time schedule has affected the employee's ability to satisfactorily
perform the responsibilities of her position.
Case #2Personnel
Management Specialist Working Part-time
The employee is a GS-13 personnel management specialist who has worked
for the agency for 10 years. He indicates that his part-time, flexible
work schedule combined with one work-at-home day a week allows both
he and his wife to share child care responsibilities for their three
children. In addition, the employee stated, "I am more available to
help with questions about school, homework, and sports practice. Also,
when an adult is home it is easier for the children to spend time with
friends and avoid being home alone or watching TV."
The employee's supervisor
commented, "Worries about home life, while at work, can generate a lot
of negative energy and reduce productivity. The employee's use of these
flexibilities has not necessarily resulted in an increase in productivity,
but I can positively say there has been no decrease."
Case #3Legal
Instruments Examiners Job Sharing
The employees
are legal instruments examiners, GS-8, and have worked for the agency
more than 10 years. The job partners related: "Job sharing allows both
of us to get our children to school and be there when they return. We
both work 5 to 6 hours every day; our time overlaps. This works well
because our job requires a great deal of communication between us. Job
sharing also has lessened the stress of calling in sick when our children
need care because we know that our partner will be there to cover the
job."
From the supervisor's
view: "The job sharing position pools the knowledge and skills of two
employees. With job sharing, service to clients and job coverage is
increased. If one person is on leave, the other job sharer is available.
Two perspectives are brought to one job. Different outlooks within the
same position increase the ability to problem solve and improve efficiency."
Case #4Agricultural
Statistician Working Part-time
A GS-12 agricultural statistician works a part-time schedule to allow
her more time with her young children. Initially, the employee wanted
to work a 3-day week. However, the employee's supervisor did not feel
as though she would be able to maintain her responsibilities as a team
leader on a 3-day schedule. After an open discussion between the employee
and the supervisor about this issue, they compromised on a 4-day week
which allows the employee to have 3-day weekends and still serve as
a team leader. The arrangement has proven so successful during its first
year that the supervisor is willing to approve the part-time schedule
for as long as the employee desires to work part-time.
Questions and
Answers
What is a permanent
part-time employee?
A permanent part-time employee has a career or career-conditional appointment
(or a permanent appointment in the excepted service), is eligible for
fringe benefits, and works between 16 and 32 hours each week on a prearranged
schedule. For employees who cannot continue to work full-time, part-time
is a way to maintain a career and an income.
What is job sharing?
Job sharing is a form of part-time employment in which the schedules
of two part-time employees are arranged to cover the duties of a single
full-time position. For example, each job sharer may work a portion
of the day or week.
What positions
are suitable for part-time work and/or job sharing?
Part-time employees are currently working in a wide variety of positions
at all levels. Any job may be filled by a part-time employee or a team
of job sharers when the arrangement meets the needs of the office and
the employee(s).
Why do employers
offer job sharing?
In addition to providing the opportunity for employees to work part-time
in positions where full-time coverage is required, job sharing provides
management with extra flexibility: team members may have different strengths;
they are able to fill-in during each other's absences; and both may
be able to work extra hours when there are unexpected workload surges.
How can a full-time
employee change to a part-time or job sharing schedule?
Although procedures vary from agency to agency, the first step is for
an employee to discuss the idea with his/her immediate supervisor. If
a part-time schedule is not appropriate for the employee's current position,
job sharing may be feasible. Agency personnel offices may be able to
help the employee identify other positions in the agency which could
be filled on a part-time or job-shared basis. For more information,
employees should contact their personnel office.
Do personnel
rules treat part-time and job sharing employees in the same way?
Although the job sharing arrangement adds an extra dimension, job sharers
are part-time employees and are treated as such.
Are fringe benefits
available?
Permanent part-time employees are eligible for the same benefits as
full-time employees. Both part-time and job sharing employees enrolled
in the Federal Employees Health Benefits Program receive the same coverage
as full-time employees but pay a greater percentage of the premium;
this occurs due to prorating the Government's share based on the number
of hours the employee is scheduled to work each week. For example, an
employee on a 20-hour-per-week schedule receives one-half the Government
contribution towards the premium.
What about pay,
leave, and holidays?
Gross pay is computed by multiplying the employee's hourly rate by the
number of hours worked during the pay period. Overtime rates (for employees
not working alternative work schedules) apply only to regular hours
in excess of 8 in a day or 40 in a week. Non-overtime hours above those
normally scheduled are paid at the basic rate.
Annual leave is
earned based on the number of hours worked per pay period. An employee
with less than 3 years of service earns 1 hour of leave for each 20
hours worked; with 3 to 14 years of service, 1 hour for each 13 worked;
and with 15 or more years of service, 1 hour for each 10 hours worked.
All part-time and job sharing employees earn 1 hour of sick leave for
each 20 hours worked and are also eligible for other kinds of leave.
If a holiday falls on a day the employee normally works, the employee
is paid for the number of hours he or she was scheduled to work.
Can part-time
employees compete for other positions?
Part-time employees are eligible to compete for part-time as well as
full-time positions. Part-time employees who are job sharing may apply
and be considered as a team, but each must be among the best qualified
in order for the team to be selected. An employee may apply individually
and as a member of a job sharing team.
Is there any
flexibility in work scheduling?
To meet the needs of the office or the employee, an agency may temporarily
or permanently change the hours of a part-time employee. Although part-timers
must have schedules within the 16 to 32 hour-per-week range, they may
work more than 32 hours for up to two consecutive pay periods if management
has determined that there is a legitimate organizational need to do
so.
How is service
credited?
A part-time employee earns a full year of service credit for each calendar
year worked (regardless of schedule) for the purpose of computing dates
for retirement eligibility, career tenure, completion of probationary
period, within-grade pay increases, change in leave category, and time-in-grade
restrictions on advancement. However, part-time work is prorated for
determining qualifications. For example, an employee who works 20 hours
per week would have 6 months of experience at the end of 12 months.
Does part-time
service affect retirement annuities?
Each year of part-time service counts as 1 full year toward the length
of service requirement but is prorated for annuity calculation. Under
the Federal Employees Retirement System, all part-time service is prorated.
For employees under the Civil Service Retirement System, part-time service
performed on or after April 7, 1986, is prorated.
How are performance
ratings handled?
Part-time employees have the same rights as full-time employees. Depending
on the arrangement, job sharing employees may have the same or different
performance standards.
What rights exist
for adverse actions and reduction-in-force (RIF) actions?
Part-time employees have the same rights as full-time employees when
disciplinary action is taken against them. The reduction in scheduled
hours is not subject to adverse action procedures. In a reduction in
force, part-time and job sharing employees have assignment rights only
to part-time positions. Similarly, full-time employees have assignment
rights only to full-time positions.
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