This issuance serves as a reminder that District government employees may not carry over more than 240 hours of annual leave past the end of the leave year, which is January 4, 2020. Employees are encouraged to use or donate their excess annual leave.

1. District government employees who are eligible to accrue annual leave can only carry over a maximum amount of 240 hours of annual leave into the next leave year. Any annual leave to their credit in excess of the 240 hours (also referred to as “use or lose”) will be forfeited (lost) at the end of the leave year.  
2. Accordingly, employees with “use or lose” annual leave must schedule the use of such leave by submitting a leave request no later than December 8, 2019.  

In certain situations, it may be necessary for a manager or supervisor to cancel an employee’s previously approved annual leave request due to the demands of the agency or office. To cancel an annual leave request, managers or supervisors can take one of the following actions (as shown in the samples below), as appropriate, based on the leave approval process established by the agency.

Withdrawal of Annual Leave Using PeopleSoft

See Attachment 1. 

Withdrawal of Annual Leave Outside of PeopleSoft

See Attachment 2.

Timekeeper (or Equivalent) Support

Managers and supervisors can obtain additional guidance related to recording time in PeopleSoft or completing the DCSF 71 (or equivalent form) from their agency timekeeper, Payroll Supervisor or Quality Assurance Liaison (or equivalent).

Annual leave that would otherwise be forfeited (lost) may be restored for later use if the annual leave was:

1. Lost due to an administrative error,
2. Scheduled by December 8, 2019, approved in writing, and subsequently denied due to the demands of the public business, or
3. Substituted for sick leave if an employee becomes sick while on scheduled annual leave (with supervisory approval).

Provisions on restoration can be found in Section 1239 of District Personnel Manual, and are accessible through the D.C. Department of Human Resources’ (DCHR’s) e-DPM website.

The Office of Pay and Retirement Services (OPRS) routinely disseminates guidance on annual leave restoration, and on required information that an agency must send to OPRS. District agencies are reminded that supporting documentation need not be

Agencies should also remind employees that “use or lose” leave may be donated to the District government’s Annual Leave Bank Program administered by DCHR. To avoid the forfeiture of leave, donations to the Annual Leave Bank Program must be made prior to the end of the leave year.

Employees may donate “use or lose” annual leave to the Annual Leave Bank Program by completing the DCSF No. ALB-01 "Application to Donate Leave to the Leave Bank" form. The form must be submitted to the appropriate agency official no later than November 6, 2019. Agencies must forward all DCSF No. ALB-01 forms to DCHR’s Benefits and Retirement Administration no later than November 20, 2019. The forms should be submitted to the Benefits office’s inbox at dchr.benefits@dc.gov.

1. Statutory Authority: D.C. Official Code § 1-612.01 et seq.
2. Regulatory Authority: Section 1238 – Annual Leave – Maximum Accumulation; Section 1239 – Annual Leave -- Restoration; and Sections 1250 through 1258 (Annual Leave Bank provisions) of Chapter 12 of the D.C. personnel regulations, Hours of Work, Legal Holidays, and Leave, found at 6-B DCMR §§ 1238-1239, 1250-1258

The provisions of this issuance apply to those District government agencies which are subordinate to the Mayor’s personnel authority. Other personnel authorities or independent agencies may adopt any or all of these procedures to provide guidance to employees under their respective jurisdictions.

In the event of a conflict between any of the provisions of this issuance and any collective bargaining agreement (CBA), the provisions of the CBA shall control to the extent there is a difference.

Inquiries concerning the provisions of this issuance can be directed to the Policy and Compliance Administration, DCHR, at (202) 442-9700. Additional information on the Annual Leave Bank the e-DPM website, by accessing Instruction No. 12-41, Annual Leave Bank Administered by the D.C. Department of Human Resources, dated October 24, 2008, or by contacting DCHR’s Benefits and Retirement Administration at (202) 442-9700.