– Official Time and Travel of Union Representatives Clause Samples
The "Official Time and Travel of Union Representatives" clause defines the rules and entitlements for union representatives to conduct union-related activities during work hours and the conditions under which their travel for such activities is authorized. Typically, this clause outlines the types of union business that qualify for official time, such as attending negotiations or grievance meetings, and specifies the process for requesting and approving time away from regular duties, including travel arrangements and reimbursement. Its core function is to ensure that union representatives can effectively perform their representational duties without penalty or loss of pay, while also providing clear guidelines to prevent abuse and maintain workplace efficiency.
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– Official Time and Travel of Union Representatives. 1. Union Representatives shall be permitted a reasonable amount of time during their normal working hours without loss of leave or pay, to include travel to/from the location where the representational activity is taking place (as needed), to effectively represent employees in accordance with this agreement. For matters falling under 5 USC 7131(a) and (c), Union representatives shall be granted appropriate amounts of official time after submitting a written request and receiving advanced approval IAW this section.
2. Request for brief absences (less than 24 hours) shall be submitted by the employee directly to their immediate supervisor. Use of the form in Appendix B is recommended, but not required. The requester should state their destination, estimated time of return, and the nature of Union business. If the request cannot be accommodated due to mission requirements, the representative will be informed of the earliest possible time when they will be able to leave his/her work site. Union Representatives will be available for call back due to mission requirements. Use of email is acceptable.
3. Requests for prolonged absences (longer than 24 hours) will be coordinated by the Union through the Agency’s labor relations office (LRO) via official memorandum. The LRO will then validate whether the request complies with this Agreement. If the request is not validated, the Agency will notify the Union as to why its request was not validated. If the request is validated, then the LRO will notify the respective supervisor(s) that a valid request for Official Time has been submitted on behalf of a particular employee(s). The validated request will serve as the employee’s request for absence. Once a supervisor receives a validated request on behalf of an employee, they will notify the employee whether they their absence request is approved, or not, based on mission requirements. If disapproved due to mission requirements, the representative will be informed of the earliest possible time when they will be able to leave the work site. Use of email is acceptable.
4. Travel costs for Union Representatives will be the responsibility of the Union; however, if travel is pursuant to an Agency request, and the meeting location is outside of the Union Representative’s commuting area, the Agency shall be responsible for travel costs IAW Department of Defense (DoD) Joint Travel Regulations (JTR).
5. Whenever an employee meets with the Union concerning a representational matter...
– Official Time and Travel of Union Representatives. 1. Union Representatives shall request Official Time through their immediate supervisor who shall forward the request through the appropriate NGB PEC channels for approval. The initial request will also be sent (carbon copied) to Local 1776 Business Manager for situational awareness. Approval must be secured prior to a Union Representative being excused from work. Failure to secure approval could result in the employee being deemed absent without leave (AWOL) and could result in disciplinary action.
2. Absences of short duration (less than 24 hours) may be requested/approved either verbally or in writing, preferably via email. The request should state their destination, estimated time of departure and return, and the nature of Union business. If the request cannot be accommodated due to work requirements, the representative will be informed of the earliest possible time when they will be able to leave his/her work site. Union Representatives will be available for call back due to work requirements.
3. In addition to the requirements of paragraph 1 (above), requests for prolonged absences (longer than 24 hours) will be made by using an official memorandum on Union letterhead.
4. Whenever an employee formally meets with the Union concerning a representational matter, and that meeting takes place during duty hours, reasonable notification shall first be provided to the employee’s immediate supervisor prior to the employee ceasing performance of assigned duties. If the employee cannot be released at that time due to mission requirements, the Union will be informed of the earliest possible time when the employee will be available. Supervisors may inquire as to the general purpose of the request (e.g., to discuss a new policy or other condition of employment), but may not require specific subject-matter knowledge of the purpose of the meeting, and cannot deem the employee’s release contingent on subject-matter knowledge. No notice is required when representational activities take place during non-work periods (i.e., before and after regular duty hours, during breaks, or during the lunch period).
5. The mere fact that two employees (one of whom is a designated Union Representative) are having a casual/informal conversation during the course of the workday, and the topic of some or all of the conversation relates to conditions of employment or other general labor matters, does not create an implicit requirement that the Union Representative request approval for Of...
– Official Time and Travel of Union Representatives. 1. Union Representatives may be permitted a reasonable amount of official time to effectively represent employees in accordance with this agreement.
2. Official time will be requested through appropriate supervisor and properly recorded on time and attendance records in accordance with time and attendance policy and procedure.
3. Reasonable time for representational activities (i.e., discussions, meetings, and investigations) shall be that amount of time determined by both parties to effectively resolve a matter of concern or review, evaluate a proposed policy change and formulate a recommendation, or negotiate a given proposal.
4. The Agency agrees to allow the Union a reasonable amount of time for negotiation preparation, to be defined by the memorandum of understanding (MOU) prior to the negotiation process.
5. Union Representatives will obtain supervisory approval before leaving their work areas. The request should state their destination, estimated time of return, and the nature of Union business. Requests for prolonged absences (longer than 24 hours) will be made by using an official memorandum on Union letterhead. Request of short duration (less than 24 hours) may be made by the requesting representative either verbally or in writing. Use of email is acceptable.
6. If the request cannot be accommodated due to mission requirements, the representative will be informed of the earliest possible time when they will be able to leave his/her work site.
7. Representatives will be available for call back due to mission requirements and will report to their supervisor immediately upon return.
8. If a Union representative’s activities (i.e., meeting with an employee about a work issue) are going to be conducted during duty hours then notification shall be provided to the immediate supervisor of any employee being contacted. No notice is required when representational activities take place during no-duty hours (i.e., before and after regular duty hours, or during the lunch period).
– Official Time and Travel of Union Representatives. 1. Union Representatives shall be permitted a reasonable amount of Official Time, to include travel to/from the location where the representational activity is taking place (as needed), in order to effectively represent employees IAW this Agreement. Reasonable time for representational activities (e.g., discussions, meetings, investigations, negotiations, and bargaining sessions) shall be that amount of time determined by both Parties to effectively deal with workplace matters, such as:
a. Conditions of employment and/or employee working conditions;
b. An employee grievance or complaint;
c. Representation of employees during an investigation or during the course of an adverse action;
d. To review and/or evaluate a proposed policy change and formulate a recommendation;
e. To negotiate or bargain a new proposal or change;
f. To attend Agency and/or Union-sponsored training;
g. In regard to Union Representatives assigned responsibility over a specific area or geographical territory beyond their normal duty location, a reasonable amount of time to meet/confer with employees and/or Agency representatives at other locations within their area of responsibility.
2. This list above is not all-inclusive, and Official Time may be requested and granted for other situations not listed in paragraph 1 (above) as long as the purpose and/or justification falls within the parameters of 5 USC §7131. Official Time may not be granted for internal Union business.
3. Request for brief absences (less than 24 hours) shall be submitted by the employee directly to their immediate supervisor. Use of the form in Appendix B is recommended, but not required. The requester should state their destination, estimated time of return, and the nature of Union business. If the request cannot be accommodated due to mission requirements, the representative will be informed of the earliest possible time when they will be able to leave his/her work site. Union Representatives will be available for call back due to mission requirements. Use of email is acceptable.
4. Requests for prolonged absences (longer than 24 hours) will be coordinated by the Union through the Agency’s labor relations office (LRO) via official memorandum. The LRO will then validate whether the request complies with this Agreement. If the request is not validated, the Agency will notify the Union as to why its request was not validated. If the request is validated, then the LRO will notify the employee. The employee will notify ...
– Official Time and Travel of Union Representatives. 1. Union Representatives shall be permitted a reasonable amount of Official Time in order to effectively represent employees IAW this Agreement. Reasonable time for representational activities (e.g., discussions, meetings, investigations, negotiations, and bargaining sessions) shall be that amount of time determined by both Parties to effectively deal with workplace matters such as:
a. conditions of employment and/or employee working conditions;
b. an employee grievance or complaint;
c. representation of employees during a ▇▇▇▇▇▇▇▇▇▇ investigation or during the course of an adverse action;
d. to review and/or evaluate a proposed policy change and formulate a recommendation;
e. to negotiate or bargaining a new proposal or change;
f. to attend Agency and/or Union-sponsored training which is beneficial to both Parties, normally not to exceed 40 hours per individual per calendar year.
– Official Time and Travel of Union Representatives. 1. Union Representatives shall be permitted a reasonable amount of Official Time in order to effectively represent employees IAW this Agreement. Reasonable time for representational activities (e.g., discussions, meetings, investigations, negotiations, and bargaining sessions) shall be that amount of time determined by both Parties to effectively deal with workplace matters such as:
a. conditions of employment and/or employee working conditions;
b. an employee grievance or complaint;
c. representation of employees during a ▇▇▇▇▇▇▇▇▇▇ investigation or during the course of an adverse action;
d. to review and/or evaluate a proposed policy change and formulate a recommendation;
e. to negotiate or bargaining a new proposal or change;
f. to attend Agency and/or Union-sponsored training which is beneficial to both Parties, normally not to exceed 40 hours per individual per calendar year.
2. This list above is not all-inclusive, and Official Time may be requested and granted for other situations not listed as long as the purpose and/or justification falls within the parameters of 5 USC §7131.
– Official Time and Travel of Union Representatives. 1. Union Representatives shall be permitted a reasonable amount of Official Time in order to effectively represent employees IAW this Agreement. Reasonable time for representational activities (e.g., discussions, meetings, investigations, negotiations, and bargaining sessions) shall be that amount of time determined by both Parties to effectively deal with workplace matters such as: 1. conditions of employment and/or employee working conditions; 2. an employee grievance or complaint; 3. representation of employees during a ▇▇▇▇▇▇▇▇▇▇ investigation or during the course of an adverse action; 4. to review and/or evaluate a proposed policy change and formulate a recommendation; 5. to negotiate or bargaining a new proposal or change; and,
6. to attend Agency and/or Union-sponsored training which is beneficial to both Parties. This list is not all-inclusive and Official Time may be requested and granted for other situations not listed as long as the purpose and/or justification falls within the parameters of 5 USC §7131.