Administrative Support Tool

Required Documents/Forms: VLTP Leave Application and written approvals from Division Director (email) 
Required System Access: ITAS/WiTS (HR Systems Login) 
Policy Reference:  Voluntary Leave Transfer Program  

Overview

Before an employee can work with their ASB AO to set up VLTP, the employee must: 

• Be Eligible to use VLTP: All Federal civilian employees are eligible to use the Voluntary Leave Transfer Program (VLTP) in the event they are projected to go into a non-pay status of at least 24 hours due to a serious family or personal medical condition.   
• Become a VLTP Recipient: In order to become a recipient under the VLTP, OHR employees should complete the Application to Become a Leave Recipient Under the VLTP form and the OD VLTP Leave Recipient Application located on the Becoming a VLTP Recipient page.  If the employee is not able to complete the application, another employee of NIH, an employee representative, or a family member may complete the application.  
• Submit Proper Forms:  The employee or representative should submit the application to their supervisor for consideration. Once approved, the employee or representative should submit all forms, along with any medical documentation applicable to the condition and time out of the office, to the OD VLTP Coordinator. The OD VLTP Coordinator will process the request.   

Steps 

1. Office of the Director (OD) Executive Office (EO): OD VLTP Coordinator notify employee and AO that VLTP request has been approved or disapproved. 
2. Administrative Services Branch, Administrative Officer (ASB, AO): If approved, establish the VLTP account in ITAS. 
3. Supervisor/Leave Approving Official (LAO): Receive automated WiTS email notification. Login to ITAS and approve the VLTP request. 
4. Office of the Director (OD) Executive Office (EO): Send out email notification with your VLTP donation request.  
5. Employee: Await to hear if you receive any donated hours from OD VLTP Coordinator.  
6. Employee: Make sure all your annual and sick leave is exhausted before donated leave is used.  

Note:  

• The employee will be expected to communicate leave requests no later than the last Thursday of the pay period.  
• Leave request are subject to supervisor/LAO approval (unless the employee has invoked FMLA).  Therefore, it is recommended to use the SF 71, Request for Leave or Approved Absence, to request leave if the employee does not have access to ITAS.   
• For an employee to be considered for retroactive approval for the program, the application must be submitted within thirty days of the termination of the medical emergency.