Excused Absence
Excused absence is an administratively authorized absence from duty without loss of pay and without charge to other paid leave. The time spent on excused absence is considered part of an employee’s basic workweek. Therefore, Army organizations should use the authority sparingly. Comptroller General decisions establish some parameters for the use of excused absence. They limit the approving official’s discretion to situations involving brief absences. In addition, the Office of Personnel Management and the Department of Defense advise limiting the approval of excused absence. Where absences are for longer than brief periods, excused absence is generally inappropriate. Approving officials should ensure that the granting of excused absence is not specifically prohibited by law.
DoDI 1400.25, Volume 630, contains examples of common situations where granting excused absence is appropriate.
Supervisors may also excuse employees for unavoidable absences of less than one hour if the employee has reasons acceptable to him/her. (5 CFR 630.206) Supervisors may charge absence without leave (AWOL) if the circumstances do not justify excusing the absence or approving annual leave.
In rare circumstances, administrative leave may be used for an employee while suspension or removal procedures have been proposed. If the organization determines that the employee's continued presence on the job during the notice period may:
- pose a threat to the employee or others,
- result in loss or damage to government property, or
- jeopardize legitimate government interests,
then the organization may place the employee in a paid, nonduty status for the time necessary to effect the adverse action. Management should consult with their Civilian Personnel Advisory Center (CPAC) prior to taking such action.
Administrative Dismissal
Administrative dismissal differs from excused absence in that excused absence normally addresses individual employees. Administrative dismissal is an absence when employees are released from duty because all or part of an activity is closed. Employees affected by these actions are generally excused without charge to leave and without loss of pay. Commanders may issue administrative orders relieving employees from work when emergency conditions exist, when normal operations are interrupted by events beyond the control of management, for managerial reasons, or when it is in the public interest. An administrative order is defined as an order issued by an authorized official of an agency that relieves employees from work without charge to leave or loss of pay.
DoDI 1400.25, Volume 610 addresses situations in which commanders may use their authority to close all or part of an activity and excuse non-emergency employees.