Military Administrative Leave Procedures

State employees on active military duty on July 1, 2003 or activated on or after July 1, 2003:

Will be eligible to receive paid administrative leave for the difference in salary between the employee’s State salary and the employee’s military salary.

To qualify, the employee must:

  • Be on active military duty on July 1, 2003, or be activated on or after July 1, 2003;
  • Be activated for military duty, not military training;
  • Provide military orders that contain the employee’s name, dates for activation, and purpose/type of activation;
  • Be on Leave Without Pay; and
  • Provide military documentation of their current military salary.

The agency must complete the top section of the ADMINISTRATIVE LEAVE-ACTIVE MILITARY DUTY WORKSHEET to calculate the number of leave hours to be paid to each employee. A copy of this worksheet and military orders must be submitted to Ms. Cynthia A. Kollner, DBM, 301 W. Preston Street, Room 609, Baltimore, MD 21201 at the time Administrative Leave begins and again at the time Administrative Leave ends. The bottom section of the worksheet must be completed at the time the employee is released from active military duty.

The submission of the worksheet copies is extremely important.  DBM will be required to report specific information regarding this program to the General Assembly.

The agency should use the Leave Code designated for Military Administrative Leave in accordance with the Leave of Absence and Corresponding Time Off Codes Workday Instructions. This type of Leave should not be coded as Military Leave. Military Leave is used for either active military duty or military training for up to 15 days annually. The 15 days of Military Leave should be used before starting an employee on Administrative Military Leave.

Specific Instructions for the Worksheet:

The agency should assist activated employees with this process. Agencies must notify employees of this program when the agency is notified that the employee will be on active military duty. Once the agency has received the employee’s military salary information and has completed the top section of the worksheet, the agency should send the employee a notice stating the amount of leave hours to be paid each pay period. The employee should also be made aware that it is the employee’s responsibility to notify the agency of the termination date of their active military duty. If an employee fails to notify the agency of their deactivation, the employee may be responsible for reimbursement for the paid leave used while not on active duty status and may be subject to disciplinary action.

On the activated employee’s military paycheck, a basic pay amount should be listed. This is a twice a month pay amount, not a bi-weekly rate. To complete number 2., the current Military Salary, Bi-weekly Salary, multiply this basic pay amount by 24. This will give you a yearly salary amount. Divide this amount by 26, this will give you the bi-weekly pay amount. This final amount is to be filled in on number 2.

Basic Pay Amount: $1000
Multiply by 24: $1000 x 24 = $24,000
Divide by 26: $24,000/26 = $923.08
Bi-Weekly Pay: $923.08

Additionally, you may have to convert number 5. into hours/minutes, depending on the amount of leave to be paid to the employee.