Timekeeping Update for Travelers
Recording Actual Time In-Transit
Employees on travel shall report the actual departure to actual arrival time as work-hours under the same charge code used for the Travel Authorization (TA). When in-transit, employees shall track and record actual hours traveled based upon the time zone of departure until arrival at their final destination. While at an alternate work location, employees shall record actual work hours based upon the local time zone.
When an employee travels between two or more time zones, the employee shall use actual hours in transit to determine hours worked, regardless of the time zone changes. Employees shall use the departure time zone as the basis for calculating hours worked and the day(s) to which the hours need to be recorded. If the employee is in-transit when the departure time zone crosses midnight, the employee shall record all work hours after midnight (based upon the departure time zone) on the day reflecting the departure time zone, regardless of the time zone they are currently located. When crossing the International Date Line from Asia or Australia to the US, the date/time of origin may be the day after the employee actually arrives.
Day of Rest
Employees who elect to take the optional day of rest for flights that exceed 14 hours shall not record work time on that day unless actual work is performed or time in transit.
The purpose of this memo is to simplify and clarify reporting transit time for trips (portal to portal), the Admin Manual section 206.04 – Time Reporting has been updated to address crossing time zones including the International Date Line. The update/clarification is that employees shall use the departure time zone to determine the day or days to record time.