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Part Time Employment and Job Sharing

Part-time employees are statutorily limited in the number of hours that constitute their work week and may regularly work no less than 16 and no more than 32 hours per week. This limitation may be suspended when management determines that it is necessary to carry out USDA's mission. However, an increase in the tour of duty above 32 hours per week is not permitted for more than two consecutive pay periods in keeping with Congress' intent to limit regular part-time work schedules to no more than 32 hours per week. (Employees who have continuously worked on a part-time schedule since before April 1978 are exempt from this limitation.) Governmentwide policy provides agencies with a framework for determining where and how part-time positions fit within an organization.

When two part-time employees voluntarily share the duties and responsibilities of a full-time position, the employees are job sharing. In addition to providing the opportunity for employees to work part-time in positions where full-time coverage is required, job sharing provides management with extra flexibility. Job share team members may have different strengths and contribute in diverse yet complementary ways. They are able to fill-in for each other's absence resulting in more consistent coverage of office duties. One or both may be able to work extra hours (up to 32 hours per week) when there are unexpected workload surges, allowing the accomplishment of extra work without costly overtime.

No law or regulation limits job sharing to specific jobs or grade levels. Generally, a job share team means two employees at the same grade level, but other arrangements are possible. There is no definitive list of jobs suitable for job sharing. Any job can be filled by a team of job sharers when the arrangement meets the needs of the agency and the employee(s). Job sharers are treated individually as part-time employees and are subject to personnel policies on that basis.

Part-time/Job Sharing Case Histories

Case #1—Secretary Working Part-time
The employee is a secretary, GS-8, to a division director. She has worked for the agency 35 years. In 1984, she began working part-time (32-hours per week) because of health problems (high blood pressure). The part-time schedule has reduced the number of days per week the employee commutes 110 miles daily to work and has allowed her to spend more time with her two school-age children. The division director does not feel the part-time schedule has affected the employee's ability to satisfactorily perform the responsibilities of her position.

Case #2—Personnel Management Specialist Working Part-time
The employee is a GS-13 personnel management specialist who has worked for the agency for 10 years. He indicates that his part-time, flexible work schedule combined with one work-at-home day a week allows both he and his wife to share child care responsibilities for their three children. In addition, the employee stated, "I am more available to help with questions about school, homework, and sports practice. Also, when an adult is home it is easier for the children to spend time with friends and avoid being home alone or watching TV."

The employee's supervisor commented, "Worries about home life, while at work, can generate a lot of negative energy and reduce productivity. The employee's use of these flexibilities has not necessarily resulted in an increase in productivity, but I can positively say there has been no decrease."

Case #3—Legal Instruments Examiners Job Sharing
The employees are legal instruments examiners, GS-8, and have worked for the agency more than 10 years. The job partners related: "Job sharing allows both of us to get our children to school and be there when they return. We both work 5 to 6 hours every day; our time overlaps. This works well because our job requires a great deal of communication between us. Job sharing also has lessened the stress of calling in sick when our children need care because we know that our partner will be there to cover the job."

From the supervisor's view: "The job sharing position pools the knowledge and skills of two employees. With job sharing, service to clients and job coverage is increased. If one person is on leave, the other job sharer is available. Two perspectives are brought to one job. Different outlooks within the same position increase the ability to problem solve and improve efficiency."

Case #4—Agricultural Statistician Working Part-time
A GS-12 agricultural statistician works a part-time schedule to allow her more time with her young children. Initially, the employee wanted to work a 3-day week. However, the employee's supervisor did not feel as though she would be able to maintain her responsibilities as a team leader on a 3-day schedule. After an open discussion between the employee and the supervisor about this issue, they compromised on a 4-day week which allows the employee to have 3-day weekends and still serve as a team leader. The arrangement has proven so successful during its first year that the supervisor is willing to approve the part-time schedule for as long as the employee desires to work part-time.

Questions and Answers

What is a permanent part-time employee?
A permanent part-time employee has a career or career-conditional appointment (or a permanent appointment in the excepted service), is eligible for fringe benefits, and works between 16 and 32 hours each week on a prearranged schedule. For employees who cannot continue to work full-time, part-time is a way to maintain a career and an income.

What is job sharing?
Job sharing is a form of part-time employment in which the schedules of two part-time employees are arranged to cover the duties of a single full-time position. For example, each job sharer may work a portion of the day or week.

What positions are suitable for part-time work and/or job sharing?
Part-time employees are currently working in a wide variety of positions at all levels. Any job may be filled by a part-time employee or a team of job sharers when the arrangement meets the needs of the office and the employee(s).

Why do employers offer job sharing?
In addition to providing the opportunity for employees to work part-time in positions where full-time coverage is required, job sharing provides management with extra flexibility: team members may have different strengths; they are able to fill-in during each other's absences; and both may be able to work extra hours when there are unexpected workload surges.

How can a full-time employee change to a part-time or job sharing schedule?
Although procedures vary from agency to agency, the first step is for an employee to discuss the idea with his/her immediate supervisor. If a part-time schedule is not appropriate for the employee's current position, job sharing may be feasible. Agency personnel offices may be able to help the employee identify other positions in the agency which could be filled on a part-time or job-shared basis. For more information, employees should contact their personnel office.

Do personnel rules treat part-time and job sharing employees in the same way?
Although the job sharing arrangement adds an extra dimension, job sharers are part-time employees and are treated as such.

Are fringe benefits available?
Permanent part-time employees are eligible for the same benefits as full-time employees. Both part-time and job sharing employees enrolled in the Federal Employees Health Benefits Program receive the same coverage as full-time employees but pay a greater percentage of the premium; this occurs due to prorating the Government's share based on the number of hours the employee is scheduled to work each week. For example, an employee on a 20-hour-per-week schedule receives one-half the Government contribution towards the premium.

What about pay, leave, and holidays?
Gross pay is computed by multiplying the employee's hourly rate by the number of hours worked during the pay period. Overtime rates (for employees not working alternative work schedules) apply only to regular hours in excess of 8 in a day or 40 in a week. Non-overtime hours above those normally scheduled are paid at the basic rate.

Annual leave is earned based on the number of hours worked per pay period. An employee with less than 3 years of service earns 1 hour of leave for each 20 hours worked; with 3 to 14 years of service, 1 hour for each 13 worked; and with 15 or more years of service, 1 hour for each 10 hours worked. All part-time and job sharing employees earn 1 hour of sick leave for each 20 hours worked and are also eligible for other kinds of leave. If a holiday falls on a day the employee normally works, the employee is paid for the number of hours he or she was scheduled to work.

Can part-time employees compete for other positions?
Part-time employees are eligible to compete for part-time as well as full-time positions. Part-time employees who are job sharing may apply and be considered as a team, but each must be among the best qualified in order for the team to be selected. An employee may apply individually and as a member of a job sharing team.

Is there any flexibility in work scheduling?
To meet the needs of the office or the employee, an agency may temporarily or permanently change the hours of a part-time employee. Although part-timers must have schedules within the 16 to 32 hour-per-week range, they may work more than 32 hours for up to two consecutive pay periods if management has determined that there is a legitimate organizational need to do so.

How is service credited?
A part-time employee earns a full year of service credit for each calendar year worked (regardless of schedule) for the purpose of computing dates for retirement eligibility, career tenure, completion of probationary period, within-grade pay increases, change in leave category, and time-in-grade restrictions on advancement. However, part-time work is prorated for determining qualifications. For example, an employee who works 20 hours per week would have 6 months of experience at the end of 12 months.

Does part-time service affect retirement annuities?
Each year of part-time service counts as 1 full year toward the length of service requirement but is prorated for annuity calculation. Under the Federal Employees Retirement System, all part-time service is prorated. For employees under the Civil Service Retirement System, part-time service performed on or after April 7, 1986, is prorated.

How are performance ratings handled?
Part-time employees have the same rights as full-time employees. Depending on the arrangement, job sharing employees may have the same or different performance standards.

What rights exist for adverse actions and reduction-in-force (RIF) actions?
Part-time employees have the same rights as full-time employees when disciplinary action is taken against them. The reduction in scheduled hours is not subject to adverse action procedures. In a reduction in force, part-time and job sharing employees have assignment rights only to part-time positions. Similarly, full-time employees have assignment rights only to full-time positions.

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