A-31647, MAY 22, 1930, 9 COMP. GEN. 481

A-31647: May 22, 1930

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PAY-ROLL NOTATIONS - LEAVES OF ABSENCES WITHOUT PAY IT IS NOT SUFFICIENT. MERELY THE LENGTH OF THE TIME AN EMPLOYEE IS ABSENT IN A NONPAY STATUS. WHEN THE ABSENCE IS LESS THAN A DAY. STANDARD ANNUAL SALARY PAY ROLL FORM NO. 1013 WAS APPROVED MAY 19. THE CAPTION OF THE "REMARKS" COLUMN WAS CHANGED TO READ AS FOLLOWS: REMARKS ALL DEDUCTIONS TO BE CLEARLY AND FULLY EXPLAINED. THE PAY ROLLS INVOLVED ARE THE OLD FORMS APPROVED MAY 19. IN SO FAR AS IT PROVIDES FOR THE ENTRY IN THE "REMARKS" COLUMN OF PAY ROLL FORM 1013 IN CASES WHERE THE PAY PERIOD IS SHORTER THAN THE PERIOD COVERED BY THE ROLL OF THE FOLLOWING. AS SUFFICIENT INFORMATION IS NOT THUS SHOWN TO ENABLE THE PAY STATUS OF EMPLOYEES ABSENT WITHOUT PAY TO BE ACCURATELY DETERMINED IN ALL CASES.

A-31647, MAY 22, 1930, 9 COMP. GEN. 481

PAY-ROLL NOTATIONS - LEAVES OF ABSENCES WITHOUT PAY IT IS NOT SUFFICIENT, IN VIEW OF GENERAL REGULATIONS NO. 34 OF MAY 19, 1924 (3 COMP. GEN. 1022), AND SUPPLEMENT NO. 3 THEREOF OF FEBRUARY 11, 1927 (6 COMP. GEN. 874), TO NOTE IN THE "REMARKS" COLUMN OF THE STANDARD FORM OF PAY ROLL FOR PERSONAL SERVICES (FORM 1013), MERELY THE LENGTH OF THE TIME AN EMPLOYEE IS ABSENT IN A NONPAY STATUS. THERE SHOULD BE SHOWN THE DATES OF SUCH ABSENCE AND, WHEN THE ABSENCE IS LESS THAN A DAY, THE HOURS OF SUCH ABSENCE.

DECISION BY COMPTROLLER GENERAL MCCARL, MAY 22, 1930:

THERE HAS ARISEN IN THE AUDIT OF THE ACCOUNTS OF CAPT. L. H. PRICE, F.D., UNITED STATES ARMY, FOR THE PERIOD SEPTEMBER 1, 1929, TO OCTOBER 31, 1929, THE QUESTION OF WHETHER NOTATION SHOULD BE MADE IN THE "REMARKS" COLUMN OF THE PAY ROLLS (FORM 1013) OF THE DATES OF ABSENCE WITHOUT PAY OR THE HOURS OF THE DAY INVOLVED IN FRACTIONAL PARTS OF A DAY ABSENT WITHOUT PAY.

STANDARD ANNUAL SALARY PAY ROLL FORM NO. 1013 WAS APPROVED MAY 19, 1924. (SEE GENERAL REGULATIONS NO. 34, 3 COMP. GEN. 1022.) IN THE "REMARKS" COLUMN OF THE FORM AS THEN APPROVED, THERE APPEARED THE FOLLOWING:

ALL DEDUCTIONS TO BE CLEARLY AND FULLY EXPLAINED, TOGETHER WITH SUCH OTHER FACTS AS MAY AFFECT PAY STATUS.

SERVICES OF PAYEE VARYING FROM THE FULL PERIOD SHOWN IN THE ABOVE CAPTION TO BE NOTED IN THE COLUMN OPPOSITE HIS NAME.

BY REGULATIONS NO. 34, SUPPLEMENT NO. 3, DATED FEBRUARY 11, 1927, 6 COMP. GEN. 874, PARAGRAPH 7, THE CAPTION OF THE "REMARKS" COLUMN WAS CHANGED TO READ AS FOLLOWS:

REMARKS

ALL DEDUCTIONS TO BE CLEARLY AND FULLY EXPLAINED, TOGETHER WITH SUCH OTHER FACTS AS MAY AFFECT PAY STATUS.

APPOINTMENTS, TRANSFERS, PROMOTIONS, DEMOTIONS, SEPARATIONS, AND OTHER CHANGES AFFECTING PAY STATUS TO BE NOTED IN THIS COLUMN, INCLUDING PERIODS OF SERVICE VARYING FROM THE FULL PERIOD OF THE ROLL.

NOTWITHSTANDING THIS CHANGE, THE PAY ROLLS INVOLVED ARE THE OLD FORMS APPROVED MAY 19, 1924, AND DO NOT CONTAIN IN THE "REMARKS" COLUMN THE NEW WORDING.

PARAGRAPH 3 (D), ARMY REGULATIONS 35-4040, DATED JULY 2, 1927, IN SO FAR AS IT PROVIDES FOR THE ENTRY IN THE "REMARKS" COLUMN OF PAY ROLL FORM 1013 IN CASES WHERE THE PAY PERIOD IS SHORTER THAN THE PERIOD COVERED BY THE ROLL OF THE FOLLOWING,"A.W.O.P.-------- DAYS," DOES NOT CONFORM TO THE REQUIREMENTS OF GENERAL REGULATIONS NO. 34, DATED MAY 19, 1924, OR SUPPLEMENT NO. 3 THEREOF, DATED FEBRUARY 11, 1927, AS SUFFICIENT INFORMATION IS NOT THUS SHOWN TO ENABLE THE PAY STATUS OF EMPLOYEES ABSENT WITHOUT PAY TO BE ACCURATELY DETERMINED IN ALL CASES.

IN ORDER THAT THE PROVISIONS OF SECTION 6 OF THE ACT OF JUNE 30, 1906, 34 STAT. 763, IN SO FAR AS THEY AFFECT A 31-DAY MONTH OR THE MONTH OF FEBRUARY, MAY BE GIVEN EFFECT IN THE AUDIT OF PAY ROLLS, IT IS ESSENTIAL THAT THE DATES OF ABSENCE WITHOUT PAY BE SHOWN, AND, IF THE ABSENCE WITHOUT PAY INCLUDES A FRACTIONAL DAY, THAT THE HOURS OF SUCH FRACTIONAL DAY'S ABSENCE BE STATED. FOR EXAMPLE, IN A 31-DAY MONTH, IF SUCH ABSENCE COVERS A PERIOD OF ONE HOUR AT THE CLOSE OF THE 30TH, AND ALSO INCLUDES THE 31ST, PAY FOR ONE HOUR ONLY IS FORFEITED. (A.D. 6557, MARCH 28, 1922.) IF THE ABSENCE WITHOUT PAY IS FOR ONE HOUR AT ANY OTHER TIME ON THE 30TH OR ON ANY OTHER DAY, SO THAT THE FRACTIONAL DAY'S ABSENCE AND THE ABSENCE ON THE 31ST ARE NOT CONTINUOUS, ONE DAY'S PAY FOR ABSENCE ON THE 31ST AND THE PAY FOR THE HOUR'S ABSENCE MUST BE FORFEITED. SEE PARAGRAPH 3, TREASURY DEPARTMENT CIRCULAR NO. 35, SECOND EDITION, MARCH 24, 1917, 23 COMP. DEC. 793. THE HOUR IS ESSENTIAL, ALSO, WITH RESPECT TO ABSENCES ON THE LAST DAY OF FEBRUARY. SEE 5 COMP. GEN. 935, AND CASES THEREIN CITED.

HOWEVER, INASMUCH AS IT APPEARS TO HAVE BEEN THE PRACTICE HERETOFORE TO PASS WITHOUT QUESTION IN THE AUDIT, PAYMENTS MADE WHERE THE NOTATIONS ON THE PAY ROLLS (FORM 1013) HAVE CONFORMED TO THE REQUIREMENTS OF ARMY REGULATIONS 35-4040, EVEN THOUGH NOT EXACTLY MEETING THE REQUIREMENTS OF GENERAL REGULATIONS NO. 34, AS AMENDED, PAYMENTS MADE ON SUCH ROLLS PRIOR TO JULY 1, 1930, WILL NOT BE QUESTIONED IF OTHERWISE CORRECT AND PROPER. ON AND AFTER JULY 1, 1930, IT WILL BE REQUIRED THAT WHEN AN EMPLOYEE IS ABSENT WITHOUT PAY THAT THE DATES OF SUCH ABSENCE BE SHOWN AND, IF ABSENT WITHOUT PAY FOR LESS THAN A DAY, THAT THE DATE AND THE HOURS OF SUCH ABSENCE BE SHOWN. SEE IN CONNECTION WITH THIS MATTER 20 COMP. DEC. 867; 23 ID. 793; 26 ID. 867; A.D. 6557, DATED MARCH 28, 1922; AND 5 COMP. GEN. 935.