SF 1150, Record of Leave Data Processing Tip
Per Office of Personnel Management (OPM) guidance, the Standard Form (SF) 1150, Record of Leave Data, is the official record of leave data used to transfer leave between Federal Agencies. It provides a comprehensive record of an employee's leave data, including annual leave, sick leave, and other types of leave. When an employee separates from an Agency, the form is created by the losing Agency, filed in the employee’s Official Personnel File (OPF) or electronic OPF (eOPF), and forwarded to either the National Personnel Records Center for separated employees or the gaining Agency as part of the OPF/eOPF
Example: A Department of Agriculture (USDA) Animal & Plant Health Inspection Service (APHIS) employee transfers to OPM. The USDA APHIS personnel office identifier (POI) 4822 is responsible for preparing the SF 1150, scanning/loading it in eOPF, and transferring the eOPF to OPM POI 1000.
Once the above process has been completed, the following is the process used to enter leave data when an SF 1150 is received for a new employee, and the process used to create and print the SF 1150 for a separating employee:
Transferring Leave In
After the SF 1150 is received, the gaining Agency POI processes Document Type 160, Leave Data Transfer, in the Web-based Entry, Processing, Inquiry, and Correction (EPIC Web), EmpowHR, or the Agency's Front-End System Interface (FESI) to record the data.
When the SF 1150 is not received timely, the gaining Agency POI should contact the losing Agency to determine why there is a delay.
Transferring Leave Out
The losing Agency POI prepares the SF 1150 for all employees separating from the Agency except those that do not complete one full pay period on the Agency's rolls and do not have leave credited on the basis of prior Federal service.
To produce the SF 1150, the employee’s final Time & Attendance (T&A), separation personnel action, and lump sum leave and/or compensatory time payments must be processed by the losing Agency POI using EPIC, EmpowHR or FESI.
When there are no annual leave or compensatory leave balances, the lump-sum documents are not processed. When there is a negative leave balance, the appropriate Administrative Billings and Collections System (ABCO) document must be processed to establish a debt.
The SF 1150 is generated after all documents are processed, and the Bi-Weekly Examination Analysis and Reporting System process is completed. The SF 1150 is either sent to the losing Agency POI by mail or printed by the losing Agency POI using the Remote Forms Queuing System. The losing Agency POI is responsible for verifying the accuracy of the leave data, signing the form, and filing/scanning and loading it in the OPF/eOPF.
Requesting a Replacement or Corrected SF 1150
Employee is Reemployed
Per OPM guidance, when calculating a lump-sum payment, the losing Agency projects forward an employee's annual leave for all the workdays the employee would have worked if the employee remained in Federal service. By law, holidays are counted as workdays in projecting the lump-sum leave period. If an employee is reemployed in Federal service prior to the expiration of the period of annual leave (e.g., the lump-sum leave period), the employee must refund the portion of the lump-sum payment that represents the period between the date of reemployment and the expiration of the lump-sum period.
An authorized Table Management System Table 063 Department/Agency/Bureau Contact from the losing Agency POI must submit a Web-based Special Payroll Processing System (SPPS Web) request to establish a debt in ABCO for the amount paid for the annual leave hours. After the debt is paid by the employee, the losing Agency POI verifies the hours are restored in Information/Research Inquiry System (IRIS) Program IR135, Severance Pay Computation, Annual/Sick Leave, and submits an SPPS Web request for a corrected SF 1150. NFC will not issue a corrected SF 1150 until ABCO contains documentation that the debt is paid in full.
Note: The SF 1150 can be corrected with a leave audit, etc., by NFC Contact Center. An Agency may submit a ServiceNow request to reprint an SF 1150, and the Agency may submit a leave audit for a corrected SF 1150 via ServiceNow.
Changing a Resignation/Termination to a Transfer
The annual leave is paid out when the employee separates from Federal service. When the separation from Federal service is changed to a transfer to another Agency, the annual leave that was paid out must be refunded by the employee.
An authorized Table 063 contact from the losing Agency POI must submit an SPPS Web request to establish a debt in ABCO for the amount paid for the annual leave hours. The losing Agency POI verifies the hours are restored in IRIS 135, Annual/Sick Leave, and submits an SPPS Web request for a corrected SF 1150. NFC will not issue a corrected SF 1150 until ABCO contains documentation that the debt is paid in full.
Other Circumstances
To correct erroneous leave balances or other data after the SF 1150 is issued, the losing Agency POI must authorize the changes in writing. An authorized Table 063 contact must submit an SPPS Web request for a replacement or corrected SF 1150. At a minimum, the request must include:
- Copy of the corrected SF 50 (Notification of Personnel Action) when the separation Nature of Action Code is changing
- Copy of the original SF 50
- Copy of the original SF 1150 Leave audit when the leave hours are changing
In some cases, the leave must be restored to the payroll/personnel database via the Time Inquiry - Leave Update System prior to submitting the request for a replacement or corrected SF 1150.