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Leave Facilities

Frequently Asked Questions

Unrecorded Leave Facility Under General Order 42(A) Chapter C

1. What are the criteria that should be fulfilled to enable an officer to be granted Unrecorded Leave (CTR) under General Order 42(A) Chapter C?

An officer who is a registered member of an organisation/ association declared by the Director General of Public Service (from time to time) and who participates in the activities organised by the organisation/ association may be granted the CTR facility of not more than 14 days and additional two (2) days for a return trip to and from the location of the activity. The Head of Department may consider the application subject to the exigency of the service.

The CTR facility also applies to training courses or annual camping held in Malaysia. CTR is also granted for attendance at annual general meetings, extraordinary meetings, annual camping training, seminars and sports activities organised by related organisations or associations in Malaysia only.

[General Order 42(a) Chapter C (Leave) of 1974 and Service Circular No. 9 of 1991]

2. Please provide the latest list of organisations/ associations that have been approved by the Director General of Public Service and are listed under General Order 42(a) Chapter C.

To date, a total of 38 organisations/ associations (as per Appendix A) have been approved by the Director of the Public Service and are listed under General Order 42(a), General Orders Chapter C of 1974 (Leave). An officer who is a member of an organisation/ association declared by the Director General of Public Service is eligible for the Unrecorded Leave facility of not more than 14 days and additional two (2) days for a return trip to and from the location of the activity. 

Download Appendix A

https://docs.jpa.gov.my/docs/faq/kemudahan/Lampiran_A_cuti_Perintah_Am_42(a)_Bab_C.pdf

3. An officer has been invited to attend the Train the Trainer Aerobics Course organised by the Contingent Police Headquarters, Kuala Lumpur. The course will be held for 12 days from 18 to 29 January 2016 at the Multipurpose Hall, IPD Dang Wangi, Kuala Lumpur. Can the officer utilise the CTR facility under General Order 42(a) Chapter C?

There is no provision for the CTR facility for attending the Train the Trainer course. However, the officer may utilise the Annual Leave or other leaves the officer is entitled to for that purpose, subject to approval by the Head of Department.     

4. A Department staff member has been invited to attend a programme organised by the National Council of Professors. As an administrator, I am not clear whether such programme is classified under any of the Unrecorded Leave category.

There is no provision for Unrecorded Leave for participation in programmes organised by the National Council of Professor in the existing regulations currently in force. However, the officer may utilise the Annual Leave or other leaves the officer is entitled to for that purpose, subject to approval by the Head of Department.

Unrecorded Leave Facility Under General Order 45 Chapter C

1. What are the criteria that should be fulfilled to enable an officer to be granted Unrecorded Leave (CTR) under General Order 45 Chapter C?

An officer who is a registered member of a Professional Association declared by the Director General of Public Service (from time to time) may be granted Unrecorded Leave, subject to the exigency of the service, to attend an annual general meeting or extraordinary general meeting for the actual duration of the meeting plus a return trip to and from the meeting location of not more than two (2) days provided that the meeting is called according to the articles of association of the respective association.

The officer is also entitled to make a claim for public transport fares and Vehicle Travel Allowance according to entitlement and subject to the regulations set by the Ministry of Finance from time to time.

[General Order 45 Chapter C (Leave) of 1974, Service Circular No. 9 of 1977 and WP 1.4/2013, Rates and Conditions for Claims of Allowances, Facilities and Payments to Public Service Officers for Carrying Out Official Duties (Excluding Military and Police) issued by the Ministry of Malaysia]

2. Please provide the latest list of the Professional Associations that have been approved by the Director General of Public Service and are listed under General Order 45 Chapter C.

To date, a total of 53 Professional Associations (as per Appendix A) have been approved by the Director General of Public Service and are listed under General Order 45, General Orders Chapter C of 1974 (Leave).

3. An officer has been invited to attend the APSIC Basic Training Course in Infection organised by the Infection Control Association of Malaysia from 4 until 6 August 2020. Is the officer entitled to utilise Unrecorded Leave under General Order 45?

There is no provision for the Unrecorded Leave facility for the purpose of attending the APSIC Basic Training Course in Infection organised by the Infection Control Association of Malaysia. Thus, the officer is advised to utilise the Annual Leave or other leaves the officer is entitled to, subject to approval by the Head of Department.

Half-Pay Leave Facility

1. Can an officer utilise the Half-Pay Leave (CSG) facility to care for the officer’s infirm mother-in-law?

The officer may use the CSG, as the interpretation of an officer’s close relatives includes the officer’s family members, siblings, parents, parents-in-law, and grandparents. 

[General Order 13 Chapter C (Leave) of 1974 and Service Circular Letter No. 5 of 1985 (SPP 17/1985)]

2. An officer has served for 1 year and 6 months. What is the officer’s CSG entitlement?

The CSG entitlement is 30 days for every completed year of qualifying service but cannot exceed 180 days.

 

Thus, based on the following calculation, the officer’s CSG entitlement is 45 days, including weekly rest days, weekly holidays, and public holidays.

 

CSG = Duration of PYM (days) × 30 days

                              365 days

         = (547 days/365 days) × 30 days

         = 45 days

3. An officer has served for 10 years and 6 months. What is the officers CSG entitlement?

The CSG entitlement is 30 days for every completed year of qualifying service but cannot exceed 180 days.

Therefore, the CSG entitlement for 10 years and 6 months of service is limited to a maximum of 180 days (including weekly rest days, weekly holidays, and public holidays), and cannot be repeated throughout the period of his/her service. [General Order 13 Chapter C (Leave) of 1974].

4. An officer has utilised the Extended Medical Leave (at half-pay salary) for 90 days. Will it affect the officer’s CSG entitlement?

Other leaves such as Extended Medical Leave, Tuberculosis, Leprosy and Cancer Leave, and Maternity Leave do not affect the entitlement for CSG under General Order 13 Chapter C (Leave) of 1974 as the CSG is meant only for reasons related to the health of an officer’s close relatives as explained in Service Circular No. 9 of 1991.

5. Can the Head of Department approve CSG of more than 14 days?

The authority to approve CSG of more than 14 days resides with the Secretary General of the Ministry who has been delegated with the authority by the Specific Authority through SPP5/1985. 

[General Order 13 Chapter C (Leave) of 1974 and SPP5/1985]

6. What are the required conditions and documents to apply for CSG?

The conditions for the CSG facility are as follows:

  1. The officer applying for CSG must have acquired the qualifying service, i.e., 30 days for each completed year of qualifying service but cannot exceed 180 days;
  2. Approved by the Head of Department for a period of 14 days in one (1) year;
  3. Approved by the Secretary General of the Ministry for the remaining period;
  4. A certification letter from a Government or private doctor certifying that the officer needs to take care of the patient;
  5. Service statement and leave statement are included in the application; and
  6. The qualifying Annual Leave needs not be utilised first before applying for the CSG.

[General Order 13 Chapter C (Leave) of 1974 and SPP5/1985]

Unpaid Leave Facility

1. What are the general conditions to utilise the Unpaid Leave (CTG) facility?

The Head of Department may grant CTG under the following conditions:

  1. for a CTG application, either locally or overseas, the officer must have acquired at least six (6) months of qualified service years;
  2. the officer has already spent all of his/her qualified leave before applying for Unpaid Leave;
  3. CTG that has not been taken can be used as long as they do not reach the maximum limit allowed based on the qualified years of service; 
  4. CTG shall be recorded in the Leave Statement and Service Book; and 
  5. the total CTG that can be claimed is 30 days for every completed year of qualified service and does not exceed 360 days.

[General Order 14 Chapter C (Leave) 1974]

2. What is the CTG entitlement for an officer who has served for 1 year and 6 months?

The CTG entitlement is 30 days for every completed year of qualifying service but cannot exceed 360 days. 

 

Thus, based on the following calculation, the officer’s CTG entitlement is 45 days, including weekly rest days, weekly holidays, and public holidays.

 

CTG = Duration of PYM (days) × 30 days

                                 365 days

         = (547 days/365 days) × 30 days

         = 45 days

3. What is the CTG entitlement for an officer who has served for 20 years and 6 months?

The officer’s CSG entitlement is limited to the maximum limit of 360 days (including weekly rest days, weekly holidays, and public holidays) and cannot be repeated throughout his/her service duration.

4. An officer has utilised Extended Medical Leave (unpaid) for 90 days and Childcare Leave (unpaid) for 150 days. Will these affect the officer’s CTG entitlement?

Other leaves such as Extended medical Leave (Unpaid), Maternity Leave (Unpaid), and Childcare Leave (Unpaid) do not affect the CTG entitlement under General Order 14 Chapter C (Leave) of 1974 as the CTG is allocated only for reasons related to important personal matters.

5. An officer has received a call to perform the hajj, but the officer does not fulfil the conditions for Hajj Leave. Is the officer entitled to utilise the Unpaid Leave facility to perform the hajj?

The department must submit an application to the Remuneration Division, JPA, if the officer does not fulfil the conditions to utilise the Hajj Leave and does not have enough qualifying years of service to apply for CTG for personal matters.

Annual Leave

1. Mr. Sham was appointed as an Information Technology Assistant Officer (Grade F29) on 15 November 2005. On 18 February 2014, he was appointed to the position of Information Technology Officer (Grade F41). What is his Annual Leave entitlement effective from 1 January 2016?

The officer was appointed by the same Appointing Authority under Federal Public Service, i.e., SPA, for the first post (F29) and the new post (F41). 

Effective from 1 January 2016, the officer’s Annual Leave entitlement is 30 days based on the first date of permanent appointment (15 November 2005) under Federal Public Service and the officer has completed 10 years of qualifying service (calculated from 15 November 2005).

2. Mrs. Nurul’s first appointment was on 7 June 1999 as a Survey Technical Assistant, Grade J5. Later, she was promoted to Grade J36 with an Annual Leave entitlement of 35 days. On 5 May 2015, she was promoted to the post of Geospatialist, Grade J41, with an Annual Leave entitlement of 25 days. What is her Annual Leave entitlement effective from 1 January 2016?

Effective from 1 January 2016, the officer’s Annual Leave entitlement is 35 days based on the first date of permanent appointment (7 June 1999) and the officer has completed 10 years of qualifying service under the same Appointing Authority while in Grade J5 and Grade J41.         

3. Mrs. Sim was appointed to Grade J17 in 2004 with an Annual Leave entitlement of 20 days. She was then promoted to Grade J22 in 2011 with an Annual Leave entitlement of 25 days. Effective from 1 July 2013, she accepted the option for an appointment transfer to Grade JA29 under Service Circular No. 11 of 2013. The officer completed 10 years of service in 2014. What is her Annual Leave entitlement effective from 1 January 2016?

Service Circular No. 23 of 2013 explains that an appointment transfer does not involve any changes in the allowances and benefits received by an officer. Effective from 1 July 2013, the officer was entitled to 25 days of Annual Leave entitlement, and it was increased to 30 days when the officer completed 10 years of qualifying service in 2014.

Effective from 1 January 2016, the officer’s Annual Leave entitlement is 30 days based on the first date of permanent appointment (in 2004) and the officer has completed 10 years of qualifying service.

4. Mr. Mikael was appointed to Grade N17 with an Annual Leave entitlement of 20 days on 17 January 2005. He was then promoted to Grade N22 with an Annual Leave entitlement of 25 days. He completed 10 years of service in 2015, which entitled him to 30 days of Annual Leave. How is his Annual Leave entitlement calculated upon completing 10 years of qualifying service?

The 10-year qualifying service period for the purpose of adjusting the Annual Leave entitlement is given one day after the officer has completed 10 years of qualifying service without proportioning based on the first date of appointment with Federal Public Service, in line with the provision under General Order 8(b) Chapter C of 1974.  

10. What are the guidelines for recording an officer’s Annual Leave entitlement in the Service Record Book?

Effective from 1 January 2009, the Head of Department must record the Annual Leave entitlement in the officer’s service record book as follows:

“With PP11/2015 coming into effect, the option and application of the Annual Leave entitlement under PP14/2008 will cease to be in force from 1 January 2016. The officer’s Annual Leave entitlement effective from 1 January 2016 is ______ days.”       

Unrecorded Leave Facility to Perform Community Service Activities

2. Are appointed MySTEP personnel eligible for this Unrecorded Leave Facility to Perform Community Service Activities?

Not eligible.

The Unrecorded Leave Facility to Perform Community Service Activities does not apply to MySTEP personnel.

3. Are officers involved in community service activities organised by the foundation registered under Trustees (Incorporation) Ordinance (Sabah Cap.148) able to apply for this Unrecorded Leave?

Yes.

Officers can apply for Unrecorded Leave to perform these community service activities because of the foundation registered under Trustees (Incorporation) Ordinance (Sabah Cap.148) that is included in the definition of an organisation approved under Section SR.5.5.7 (Unrecorded Leave Facility to Perform Community Service Activities).

4. If an organisation/association under General Order 42(a) and General Order 45 Chapter C (Leave) performs community service activities, are officers who are members of the organisation/association eligible for the Unrecorded Leave Facility?

Eligible.

Officers are eligible to use the Unrecorded Leave facility because organisations declared by the Director General of Public Services under General Order 42(a) and General Order 45 Chapter C (Leave) are organisations registered under the Organisations Act 1966.

5. The Royal Malaysian Air Force Volunteer Reserve Force is a volunteer force under General Order 41 Chapter C (Leave). If an officer who is a member of the team participates in community service activities to help flood victims, is the officer eligible to apply for Unrecorded Leave?

Eligible.

The officer is eligible to use this Unrecorded Leave facility because the volunteer force is provided for its establishment under the Armed Forces Act 1972 (Act 77) as per the definition of an organisation approved under Section SR.5.5.7.

6. Does this Unrecorded Leave facility apply to community service activities abroad?

No.

This Unrecorded Leave facility is only applicable for community service activities within the country.

7. If community service activities are held for more than five (5) days, what other type of leave can be used?

Officers can use this Unrecorded Leave limited to a maximum of five (5) days per year, excluding Weekly Rest Day, Weekly Holiday and Public Holiday. Officers can use Qualified Rest Leave, Special Rest Leave or Unpaid Leave for a period that exceeds five (5) days.

8. If the officer does not use this Unrecorded Leave in the current year, can the Unrecorded Leave be carried over to the following year?

No.

This Unrecorded Leave facility is applicable in the current year only and cannot be carried over to the next year if not used.

9. Can the maximum rate of five (5) days of Unrecorded Leave only be used for one participation in community service activities?

This Unrecorded Leave facility is not limited to the number of community service activities carried out but is subject to the number of days used. Officers can use the remaining Unrecorded Leave available to carry out other community service activities is subject to a maximum of five (5) days.

This Unrecorded Leave can be used all at once or separately subject to the approval of the Head of Department.

10. Officers only submit photos of community service activities they participate in with approved organisations to the Head of Department to apply for Unrecorded Leave. Can the photo be considered as a proof document when applying for this Unrecorded Leave?

The Head of Department shall record in the officer's service record book from 1 January 2009 as follows:

"With the coming into effect of PP11/2015, the option and application of the annual leave entitlement rate under PP14/2008 will cease to be effective from 1 January 2016. The Annual Leave eligibility rate for officers from 1 January 2016 is ______ days."

11. Can community service activities, such as feeding the homeless, be given Unrecorded Leave?

If community service activities such as feeding the homeless are organised by an approved organisation, then the Head of Department may consider the Unrecorded Leave Facility to Perform Community Service Activities for a maximum of five (5) days a year.

12. Do officers need to apply for Unrecorded Leave or use the Permission to Leave the Office During Working Hours Under General Order 5 Chapter G if the officer only participates in community service activities with an approved organisation for a period of three (3) hours?

If the community service activity carried out is less than four (4) hours, the officer must use the Rules of Permission to Leave the Office during Working Hours under General Order 5 Chapter G - Complying with Working Hours (Section SR.4.2.2)

Unrecorded Leave Facility due to Death of an Immediate Family

1. When will the application of the improved regulation of Unrecorded Leave Facility due to Death of an Immediate Family come into effect?

The application of this improved regulation is effective from the date the Circular Letter is issued.

2. How many days of Unrecorded Leave are granted in the case of death of a family member?

Three (3) consecutive days of Unrecorded Leave are granted to Public Service officers including weekly rest days, weekly holidays, and public holidays.

3. What is meant by the term “immediate family” in the Unrecorded Leave facility concerning the death of a family member?

An Immediate Family includes the husband, wife, biological or legal adoptive mother, biological or legal adoptive father, mother-in-law, father-in-law, biological child, legally adopted child, de facto child and foster child, siblings, and grandparents of the officer.

4. Can officers use this facility if there is a death of paternal half-siblings?

Yes.

Paternal half-siblings are included in the interpretation of siblings.

5. What if there is a death of an officer's step-siblings. Can officers use this facility?

No.

Step-siblings are not included in the definition of immediate family.

7. Is there a limit to the use of this facility if the death involves siblings?

Officers can use Unrecorded Leave due to Deaths of Immediate Family without limit for deaths involving siblings subject to the consideration of the Head of Department.

8. Can this facility be used due to death of mother-in-law or father-in-law?

This facility is limited to one mother-in-law and one father-in-law only during the Service period.

9. The officer has separated from her husband and the mother-in-law of the officer's previous husband has died. Can officers use this facility due to death of the mother-in-law for the previous husband?

No.

This Unrecorded Leave Facility due to Death of an Immediate Family can only be used due to death of a mother-in-law, which is the mother of a legitimate officer's husband who is still married.

10. If the grandmother or grandfather of the officer's spouse died, is the officer eligible to use the Unrecorded Leave due to Death of an Immediate Family?

Not eligible.

This Unrecorded Leave Facility due to Death of Immediate Family can only be used due to death of an officer's grandmother or grandfather.

11. What if the step-grandmother or step-grandfather of the officer dies? Can officers use the Unrecorded Leave due to Death of an Immediate Family?

No.

This Unrecorded Leave Facility due to Death of an Immediate Family can only be used due to death of an officer's grandmother or grandfather.

12. Mr. Zainal is an Administrative Officer, Grade N41 in the Department of Agriculture. He has two (2) legally married wives. On 20 December 2015, his second wife’s father died. Mr. Zainal had already utilised the Unrecorded Leave due to Death of an Immediate Family entitlement for the death of his first wife’s father while he was working at Farmers’ Organisation Authority. Can Mr. Zainal apply for Unrecorded Leave due to Death of an Immediate Family for the death of his father-in-law (his second wife’s father)?

The officer is not entitled to apply for Unrecorded Leave due to Death of an Immediate Family for the death of his father-in-law (his second wife’s father) because he had already utilised the same entitlement for the death of his father-in-law (first wife’s father) while he was working at Farmers’ Organisation Authority, considering this entitlement can be used only once throughout the service period with the Government.

13. What is meant by after office hours in paragraph 4 (iii) (a) of MyPPSM S.R.5.2.1?

After office hours means after 6.00 p.m. based on MyPPSM Section 4.1.1 {Implementation of Flexible Working Hours (WBF) in Federal Government Agencies}.

If the death occurs after 6.00 p.m., then the Unrecorded Leave due to Death of an Immediate Family begins the next day. This regulation also applies to officers whose working hours are not office/shift.

14. Mrs. Vasanthi is an Information Technology Officer, Grade F41 at the University of Malaya. At 6.30 p.m. on Saturday, 9 April 2022, she was informed that her mother had died. When does her Unrecorded Leave due to Death of an Immediate Family commence?

Mrs. Vasanthi’s Unrecorded Leave due to Death of an Immediate Family commences on 10 April 2022 and ends on 12 April 2022, including weekly rest days, weekly holidays, and public holidays.

In this case, “after office hours” means after 6.00 p.m. based on the Service Circular currently in force or its amendment from time to time. This regulation also applies to officers who are on shift work instead of following the regular office hours.

16. Mrs. Saidatul’s application for Unrecorded Leave due to the death of her father has been approved by her Head of Department from 10 June 2021 until 11 June 2021, as there are some important tasks that need to be completed. On 20 October 2021, Mrs. Saidatul’s adopted child had died. Can she utilise the remaining one (1) day balance from the previous Unrecorded Leave period to enable her to take leave from 20 October 2021 to 23 October 2021?

The officer cannot utilise the remaining balance of one (1) day from the previous Unrecorded Leave period to enable her to take leave from 20 October 2021 until 23 October 2021. Approval for Unrecorded Leave for the death of her adopted child is limited to the permitted period of three (3) consecutive days for the death of an immediate family.

17. Mr. Amri’s wife gave birth to their first child on 15 January 2022. However, their child died two (2) days later. Is he entitled to utilise the Unrecorded Leave due to Death of an Immediate Family entitlement or the Paternity Leave entitlement?

The officer is entitled to utilise the Paternity Leave (Service Circular No. 9 of 2002) for seven (7) days commencing from the date his wife gave birth to their child. If the officer is utilising the Paternity Leave of seven (7) days from 15 January 2022 to 21 January 2022, the officer is not entitled to apply for Unrecorded Leave due to Death of an Immediate Relative based on the principle of “only one benefit may be utilised at a time”.

18. Officer A is on duty in Putrajaya. His father died on 3 March 2020 at 10.00 a.m., in his village in Sarawak. Because the flight tickets to Sarawak are full, the earliest date the officer can return to Sarawak is 6 March 2020. Can the officer use the Unrecorded Leave due to Death of an Immediate Family starting on 6 March 2022?

Unrecorded Leave due to Death of an Immediate Family starts on the date of death of an immediate family member or on the following day if the family member dies after office hours.

Therefore, in this case, Officer A is eligible to use the Unrecorded Leave Facility due to Death of an Immediate Family from 3 March to 5 March 2022. Officer A needs to use Rest Leave or other qualified leave(s) if the officer wishes to take leave from 6 March 2022.

Maternity Leave Facility

1. Officers are given the flexibility to decide the period of Maternity Leave between 60 days and 90 days for each birth. Does it mean that an officer may apply for Maternity Leave for any number of days, such as 68 days, 70 days, 75 days, 82 days, or 85 days?

Yes. An officer may choose the number of days for her Maternity Leave subject to a period between 60 days and 90 days for each birth and limited to 360 days throughout the officer’s service duration.

[Items 5.1 and 5.2 in Service Circular No. 5 of 2017 (PP5/2017)]

3. An officer (except teachers) has a Maternity Leave balance of 30 days. What are the options that the officer can use to fulfil the requirement for the Maternity Leave period?

The officer is required to fulfil the required period of between 60 days and 90 days via either of the following options:

a. First Option  

    1. utilise the remaining balance of the Full-Pay Maternity Leave (30 days);       
    2. utilise the Annual Leave entitlement; and
    3. take Unpaid Maternity Leave after exhausting the benefits in (i) dan (ii) above;              

or

b.Second Option

    1. utilise the remaining balance of the Full-Pay Maternity Leave (30 days); and
    2. utilise Childcare Leave (unpaid) one day after the Full-Pay Maternity Leave period ends Service Circular No. 5 of 2014).
      (Item 7.1 in PP14/2010)
4. An officer (except teachers) has utilised the maximum 300 days of Maternity Leave. What are the options that the officer can use to fulfil the requirement for the Maternity Leave period?

The officer is required to fulfil the required period of between 60 days and 90 days via either of the following options:

a. First Option  

  1. utilise her Annual Leave according to her entitlement starting from the date of delivery; and
  2. apply for Unpaid Maternity Leave after exhausting the benefit in (i) above;

            or

b. Second Option

Apply for Childcare Leave (unpaid) starting from the date of delivery (Service Circular No. 5).
(Item 8.1 in PP14/2010)    

5. Can the Medical Leave be utilised to fulfil the Maternity Leave period requirement if an officer has utilised the maximum Maternity Leave entitlement of 360 days?

No. Medical Leave cannot be used to fulfil the Maternity period requirement, but it can be used for Tuberculosis, Leprosy and Cancer Leave or for the period the officer is admitted to the hospital for sickness other than for the reason of childbirth. 

(Item 12 in PP14/2017)

6. Can an officer who experienced a miscarriage at the 24th week of pregnancy apply for Maternity Leave?

Yes. An officer who gives birth after 22 weeks of pregnancy, whether the baby is alive or dead, is entitled to use the Maternity Leave as the officer’s body has experienced physical changes and requires the Maternity Leave for recovery purposes. 

(Item 13 in PP14/2017)

7. An officer has utilised her Maternity Leave entitlement while working under contract. Will this be taken into account after the officer has been appointed to a permanent post?

Yes. The Maternity Leave entitlement when the officer served as a contract employee is taken into account and deemed to have been utilised.

(Item 15 in PP5/2017)

8. Can an officer change the Maternity Leave period that has been approved by the Head of Department?

No. An officer is not allowed to change the Maternity Leave period that has been approved by the Head of Department.

(Item 16.2 in PP5/2017).

9. Mrs. Sarah is on Study Leave. During that period, she gave birth to her second child without deferring her Study Leave. Is she entitled to utilise the Maternity Leave benefit?

No. In principle, no two benefits can be used simultaneously. Hence, an officer who gives birth during her Study Leave is not entitled to utilise the Maternity Leave benefit.

Religious Leave Facility

1. What are the travel documents that need to be submitted by an officer to the Head of Department to obtain approval for Religious Leave?

The officer may be asked to submit the travel documents such as flight tickets and visas (if necessary) for the Head of Department to consider this benefit for the purpose of visiting and performing religious activities abroad.               

2. Are teachers planning to perform religious activities during the term break required to utilise the Religious Leave?

Religious Leave is granted based on application. Thus, it is not an issue if teachers do not wish to utilise the Religious Leave for religious activities that fall during the term break.

3. For teachers, does the seven (7) days of Religious Leave include the Special Public Holiday?

No. If the flight/travel date begins on an Occasional Holiday, then the seven (7) days will commence on the next working day.

4. Can the Religious Leave be utilised as an addition to festive public holidays, such as Chinese New Year, Deepavali and Christmas?

No. Religious Leave cannot be utilised for festive celebration purposes. Instead, it can only be utilised for the purpose of visiting a religious site and performing religious activities.

Medical Leave Facility

2. What about receiving a medical certificate from a private medical practitioner as an inpatient?

Permanent.

The rules for accepting a medical certificate from a private medical practitioner as inpatients remain permanent as the existing rules, which can be accepted by the Head of Department without a countersignature not exceeding 180 days in a calendar year.

3. If the officer has used 180 days of medical certificates from a private medical practitioners as outpatients, can the officer still receive medical certificates from private medical practitioners as inpatients for another 180 days?

No.

Officers cannot receive medical certificates from private medical practitioners as inpatients for another 180 days after receiving 180 days of medical certificates from private medical practitioners as outpatients. This is because the amount of Medical Leave whether based on private medical practitioners or Government medical officer does not exceed 180 days in a calendar year.

5. The officer has used the entitlement of Full-Pay Medical Leave for 180 days in a calendar year and the officer is still sick. What other leave can the officer use during the sick period?

Officers can use the available Rest Leave and if it has been used and the officer is still unwell, the officer can be given Extended Medical Leave with Half Pay up to 90 days and Extended Medical Leave without Pay up to 90 days (Assistance Allowance equivalent to half salary) with a Medical Board certificate. This provision is as contained in General Order 22 Chapter C (Leave) of 1974 and its amendment in Service Circular Number 9 of 1991.

6. What action can be taken for an officer who submits a false medical certificate or alter medical leave?

The Head of Department must make a proper review of the validity of the medical certificates from private medical practitioners submitted by the officer.

Disciplinary action under the Public Officers (Conduct and Discipline) Regulations 1993 may be taken by the Head of Department against an officer who submits a fake medical certificate.

7. Can medical certificates from traditional and complementary medicine practitioners be considered medical certificates from private medical practitioners?

No.

Medical certificates issued by practitioners of traditional and complementary medicine, such as acupuncture, homeopathy, traditional Malay/Chinese/Indian medicine, and the like, cannot be accepted for the purpose of applying for medical leave from private practitioners because they do not meet the definition of Medical Certificate under General Order 1 (ix) Chapter C of 1974. Additionally, medical certificates from traditional and complementary treatments are not included under the Private Healthcare Facilities and Services Act 1998.

Leave Facility to Care for Children Who Are Quarantined or Require Isolation

A. Description of Circular Letter
2. What is the difference between Quarantine Leave, Leave to Care for Children Who Are Quarantined or Require Isolation and Quarantine Leave for International Passengers (Cuti Kerantina)?
  • Quarantine Leave is leave given to officials to take care of children suffering from infectious diseases and certified by Government or private medical officers to be quarantined. This policy is effective from 2016 through Service Circular Number 11 of 2016. However, this Service Circular has been cancelled from 4 March 2022;
  • While the Leave to Care for Children Who Are Quarantined or Require Isolation is an improvement to the Quarantine Leave implemented through JPA Circular Letter.SARAAN (S) 43/35 Vol. 12(8) dated 4 March 2022; and
  • Quarantine leave for International Passengers (Cuti Kerantina) is the leave allocated to officers from abroad who arrive via plane or port and are detained by health authorities to curb the spread of disease under General Order 24 Chapter C.
B. Types of Infectious Diseases
3. What types of infectious diseases can this leave facility be utilised?

The types of infectious diseases are as listed in MyPPSM Section SR.5.4.4 (A) which are six (6) types of infectious diseases and other infectious diseases certified by Government or private Medical Officers.

The types of infectious diseases are:

  1. Hand, Foot and Mouth Disease [Hand, Foot and Mouth Disease (HFMD)];
  2. Dengue Fever and Dengue Hemorrhagic Fever;
  3. Measles;
  4. Chickenpox;
  5. Diphtheria;
  6. Malaria; and
  7. Other infectious diseases certified by Government or private Medical Officers.
C. Certification by Medical Officer
5. What is meant by a certificate by a Government or private Medical Officer?

It means a written certificate to be quarantined or isolated given by a Government or private Medical Officer on behalf of a child infected with an infectious disease as listed in MyPPSM Section SR.5.4.4(A) Care Leave Facility for Children Who Are Quarantined or Require Isolation (CMAKP) and not in the name of the officer.

D. CMAKP Term Rate
9. What is the eligibility period for CMAKP?

Limited to a maximum of five (5) days per case or during the period of certification given by any Government or private Medical Officer whichever is lower, including WEEKLY REST DAYS, WEEKLY HOLIDAYS AND PUBLIC HOLIDAYS.

  1. Example 1: Certificate period from 9 March 2022 to 18 March 2022 (10 days, including WEEKLY REST DAYS, WEEKLY HOLIDAYS AND PUBLIC HOLIDAYS).
    Officers can use CMAKP facility limited to a maximum of five (5) days during the certification period for one quarantine case including WEEKLY REST DAYS, WEEKLY HOLIDAYS AND PUBLIC HOLIDAYS. In this case, officers can apply for CMAKP at any time during the period 9 March 2022 to 18 March 2022. The CMAKP must be used for a maximum of 5 consecutive days.

  2. Example 2: The certificate period starts from 9 March 2022 to 12 March 2022 (4 days). Officers can use the Quarantine Leave facility limited to four (4) days only during the period of the certificate, despite the eligibility of five (5) days.

  3. Example 3: The certificate period starts from 9 March 2022 to 18 March 2022 (10 days). Officers only plan to use the Quarantine Leave facility for four (4) days only for the sake of service despite the five (5) day eligibility. Therefore, the remaining five (5) days cannot be carried forward for other CMAKP cases.
10. If the same child is infected with a recurring disease or another disease listed in Appendix A SR.5.4.4(A) Section SR.5.4.4 (MyPPSM), will the qualified officer get the CMAKP facility based on the stated certificate period?
  1. Example 1: Officer A has used the CMAKP Leave facility because his eldest child is sick on 9 March 2022 until 13 March 2022 (5 days). However, his eldest child was infected with the same disease and was given a certificate period from 21 March 2022 until 25 March 2022.
    Therefore, officer A is eligible to receive CMAKP limited to a maximum of five (5) days throughout the certification period for the case of 9 March 2022 until 13 March 2022 and is eligible to receive CMAKP limited to a maximum of five (5) days throughout the certification period for the case of 21 March 2022 until 25 March 2022 includes WEEKLY REST DAYS, WEEKLY HOLIDAYS AND PUBLIC HOLIDAYS because there is a gap between the first certificate and the second certificate in which the officer's child has recovered from his illness during the first certificate period.
    Please refer to SIMULATION A
    https://docs.jpa.gov.my/docs/faq/kemudahan/simulasi_a.pdf

  2. Example 2: Officer B has used the CMAKP facility because his eldest child is sick from 10 March 2022 until 14 March 2022 (5 days). After that, his second child was infected with the same disease and was given a certificate period from 14 March 2022 until 18 March 2022 (5 days).
    Officer B is eligible for CMAKP for his second child after the expiry of his eldest child’s CMAKP on 14 March 2022. If the officer wants to use Quarantine Leave for his second child starting on 14 March 2022, then the Quarantine Leave for his eldest child needs to be shortened to 13 March 2022.

  3. Example 3: Officer C has used the CMAKP facility because his eldest child was ill on 9 March 2022 until 13 March 2022 (5 days). His eldest child’s illness is still not cured, and the doctor has given a certificate from 14 March 2022 to 18 March 2022.
    Officer C is not eligible for CMAKP based on the certification period from 14 March 2022 to 20 March 2022. However, officer C can use Qualified Rest Leave or Half Pay Leave or Unpaid Leave if they want to take leave for that period, subject to the approval of the Head of Department.
    Please refer to SIMULATION
    https://docs.jpa.gov.my/docs/faq/kemudahan/simulasi_a.pdf
11. What is meant by "at any time during the period of the issued certificate" in MyPPSM Section SR.5.4.4?

Officers can choose at any time CMAKP which is during the period of quarantine certificate including WEEKLY REST DAYS, WEEKLY HOLIDAYS AND PUBLIC HOLIDAYS limited to a maximum of five (5) consecutive days for each case whichever is lower.

Please refer to SIMULATION B

https://docs.jpa.gov.my/docs/faq/kemudahan/simulasi_b.pdf

12. Can officers choose weekdays only?

Officers can choose a maximum limited working day of five (5) consecutive days including WEEKLY REST DAYS, WEEKLY HOLIDAYS AND PUBLIC HOLIDAYS for each case whichever is lower.

14. If there is an overlap of the dates of the officer's children contracting an infectious disease and requiring quarantine/isolation, what is the deadline for the officer's CMAKP?

If the child's quarantine period overlaps with another child, the final period for the officer to use CMAKP is on the last day of the five (5)-day period of the certification on the child's quarantine, whichever is later.

Please refer to SIMULATION C

https://docs.jpa.gov.my/docs/faq/kemudahan/simulasi_c.pdf

E. Eligibility
15. State the conditions that do not qualify the officer to utilise the CMAKP facility?

CMAKP facilities are not eligible for the following circumstances:

  1. An officer whose child is not infected with an infectious disease but is concerned that he may be a carrier of an infectious disease because there are children in the nursery/school who have been confirmed to have an infectious disease;

  2. Officers whose children are healthy, but the nursery/school has been declared a quarantined area to prevent the spread of infectious diseases;

  3. The officer's child is not certified to be quarantined or isolated by the Government or private Medical Officer even if the officer's child is infected with an infectious disease; and

  4. Officers become close contacts (to children who are positive for COVID-19), and officers have been given HSO. In this regard, Officers must use the provision of Permission to Absence from Duty on the Supervision and Observation Order under Act 342.
16. Officers become close contacts (to children who are positive for COVID-19), but officers are not given HSO, can officers use CMAKP?
  • Example 1: Officer A has used the CMAKP Leave facility because his eldest child is sick on 9 March 2022 until 13 March 2022 (5 days). However, his eldest child was infected with the same disease and was given a certificate period from 21 March 2022 until 25 March 2022.
    Therefore, officer A is eligible to receive CMAKP limited to a maximum of five (5) days throughout the certification period for the case of 9 March 2022 until 13 March 2022 and is eligible to receive CMAKP limited to a maximum of five (5) days throughout the certification period for the case of 21 March 2022 until 25 March 2022 includes WEEKLY REST DAYS, WEEKLY HOLIDAYS AND PUBLIC HOLIDAYS because there is a gap between the first certificate and the second certificate where the officer's child has recovered from his illness during the first certificate period.
    Please refer to Simulation A.
    https://docs.jpa.gov.my/docs/faq/kemudahan/simulasi_a.pdf

  • Example 2: Officer B has used the CMAKP facility because his eldest child was ill on 10 March 2022 until 14 March 2022 (5 days). After that, his second child was infected with the same disease and was given a certificate period from 14 March 2022 until 18 March 2022 (5 days).
    Officer B is eligible for CMAKP for his second child after the expiry of his eldest son's CMAKP on 14 March 2022. If the officer wants to use Quarantine Leave for his second child starting on 14 March 2022, then the Quarantine Leave for his eldest child needs to be shortened to 13 March 2022

  • Example 3: Officer C has used the CMAKP facility because his eldest child is sick on 9 March 2022 until 13 March 2022 (5 days). His eldest son's illness is still not cured, and the doctor has given a certificate from 14 March 2022 to 18 March 2022.
    Officer C is not eligible for CMAKP based on the certification period from 14 March 2022 to 20 March 2022. However, officer C can use Qualified Rest Leave or Half Pay Leave or Unpaid Leave if they want to take leave for that period, subject to the approval of the Head of Department. Please refer to Simulation A.
    https://docs.jpa.gov.my/docs/faq/kemudahan/simulasi_a.pdf
17. If the husband/wife is a Federal Public Service officer, are both officers husband/wife eligible for CMAKP facilities?

If the husband/wife is a Federal Civil Service officer, both husband/wife officers are eligible for a maximum of five (5) days of CMAKP facility and can be used simultaneously or separately limited to the duration of the certificate issued whichever is lower, including WEEKLY REST DAYS, WEEKLY HOLIDAYS AND PUBLIC HOLIDAYS.

18. Are appointed contract officers (Contract of Service) and MySTEP personnel eligible for this CMAKP facility?

For contract appointed officers (Contract of Service) are eligible for this facility.

While this CMAKP facility does not apply to MySTEP personnel.

19. What is meant by temporary care?

For officers who are given temporary custody rights by the child's original parents other than those specified in paragraph 8(a) - (e), Section SR.5.4.4 (MyPPSM), for any reason for a continuous period of at least at least one (1) month, the officer is eligible for the CMAKP facility. In this case, the child of another official means the child of anyone (public or private employee) as long as the guardian is a Federal Civil Service officer who is given the right of custody during the absence of the mother and father for any reason.

20. What temporary care verification documents are required?

A written certificate of custody for a continuous period of at least one (1) month must be given by the parents to the temporary guardian who is a public service officer.

Example 1: Officer A was given temporary custody by his neighbour (a private worker), to take care of their 7-year-old child for two (2) months because he was on duty abroad. If the ward is found to be suffering from an infectious disease such as the list of diseases in Appendix A SR.5.4.4(A) Section SR.5.4.4 (MyPPSM), officer A is eligible for CMAKP facilities.

Example 2: Officer B was given temporary custody by his younger brother who works in the Government Department to take care of his 7-year-old child for 45 days to fulfil the obligatory Hajj. After 2 weeks, the child in temporary custody was confirmed to have HFMD and was given a quarantine certificate for seven (7) days. Therefore, officer B is eligible for CMAKP because the parents' written certificate was given for more than one (1) month.

F. Work From Home (WFH)
21. Can the Head of Department consider WFH for officers who are able to perform tasks at home even if the officer's child is certified by a Government or private Medical Officer to be quarantined or isolated?

Head of Department may consider WFH as provided under MyPPSM Section SR.4.1.2: Work from Home Policy. WFH can be considered if the officer is able to perform office duties at home.

Unrecorded Leave Facility for Public Service Officers Involved in National and/or International Sports Competitions
2. Are MySTEP personnel eligible for Unrecorded Leave facility if involved in sports competitions?

Not eligible.

The Unrecorded Leave facility for Public Service Officers involved in sports competitions does not apply to MySTEP personnel.

3. Are officials entitled to Unrecorded Leave when appointed by a sports body registered under the Organisations Act 1966 to participate in sports competitions?

Not eligible.

Only Public Service Officers appointed by sports bodies registered with the Sports Commissioner are eligible for Unrecorded Leave.

4. Officials have been appointed by International sports bodies and are involved in sports competitions at the International level. Are officers eligible for Unrecorded Leave?

Not eligible.

The Unrecorded Leave facility is given to Public Service Officers appointed by sports bodies registered with the Sports Commissioner under the Sports Development Act 1997 [Act 576] only.

5. Officials have been involved with the 2023 SSL GOLD CUP International sailing tournament in Switzerland. Officers require Unrecorded Leave in excess of 30 days.

Unrecorded Leave required for more than 30 days must be considered by the Secretary General of the Ministry. If not considered, the officer can apply for Rest Leave or Leave without Pay for that purpose.

6. Officials have been involved in a football tournament organised by the Malaysian Government Members Welfare and Sports Council (MAKSAK Malaysia). Are officers eligible for Unrecorded Leave within the context of Section SR.5.5.1?

Not eligible.

MAKSAK Malaysia is not a sports body registered with the Sports Commissioner under the Sports Development Act 1997. Therefore, officers are not eligible to use the Unrecorded Leave facility for Civil Service Officers involved in sports competitions. MAKSAK Malaysia is an organisation declared by the Director General of Public Services (KPPA) under the provisions of General Order 42(a) Chapter C. Therefore, if an officer is a member of MAKSAK, then the officer is eligible for Unrecorded Leave under the provisions of General Order 42(a) ) (MyPPSM Section SR.5.5.3).

7. Officials attended the Badminton Association of Malaysia Coaching Course organised by the Badminton Association of Malaysia. Is the officer eligible for Unrecorded Leave?

Not eligible.

If the officer attends a coaching course, then the officer can use Rest Leave or Unpaid Leave for that purpose.

8. The official has been appointed by a sports body registered with the Sports Commissioner and has been selected to be a referee for the Kedah State Local Authority Sports Tournament (PBT) in 2023. Is the official eligible for Unrecorded Leave?

Not eligible.

The Kedah State Local Authority Sports Tournament (PBT) in 2023 is a sport that is contested at the State level.

National and/or International sports competitions are the only ones that qualify for the Unrecorded Leave facility.

9. Does the period of 30 days of Unrecorded Holidays include Weekly Rest Days, Weekly Holidays and Public Holidays?

Yes.

This Unrecorded Leave Facility includes Weekly Rest Days, Weekly Holidays and Public Holidays.

10. If an officer has received an invitation to attend the SUKMA Para Games, is the officer entitled to Unrecorded Leave?

Not eligible.

Officials who attend as invitations are not eligible to be given Unrecorded Leave because the officials were not selected by the sports body to participate in the SUKMA Para Sports competition.

11. Can an official selected by a sports body to participate in a sports competition at the National or International level make a travel claim to the sports competition?

No.

Officials selected by sports bodies to participate in sports competitions at the National and/or International level are not counted as carrying out official duties, i.e., duties related to their office duties. Thus, the officer cannot make a travel claim as per the regulations in force.

12. How does the Head of Department ensure that the sports body that appoints officials to participate in sports competitions is a legitimate sports body?

The Head of Department can review the list of sports bodies through the Sports Commissioner's Office, Ministry of Youth and Sports.

15. For the following cases, are officers eligible to be given Unrecorded Leave?
  1. Officers are selected by Department A to participate in the Sports Institute of Higher Education SUKIPT) at the National level.
    Not eligible.
    Officers are selected by Department A which is not a sports body.

  2. Officials are selected by sports bodies registered with the Sports Commissioner to participate in the Higher Education Institute Sports (SUKIPT) at the National level.
    Eligible.
    Officers are selected by sports bodies registered with the Sports Commissioner.

Unrecorded Leave in Conjunction with Harvest Festival and Gawai Dayak

2. Mrs. Siti was born in Sabah, where she has served in Peninsular Malaysia but does not celebrate the Harvest Festival. Is Mrs. Siti eligible to be given a CTR in conjunction with the Harvest Festival?

Eligible.

Mrs. Siti is eligible for CTR in conjunction with the Harvest Festival because she was born in Sabah and served in Peninsular Malaysia.

3. Mr. Andy was born in Selangor and served in Peninsular Malaysia. He is an ethnic Dayak who celebrates Gawai Dayak. Does Mr. Andy deserve to be given a CTR in conjunction with Gawai Dayak?

Eligible.

Mr. Andy is eligible for Gawai Dayak CTR because he is an ethnic group that celebrates Gawai Dayak serving in Peninsular Malaysia.

4. Mr. Jason is of Dayak descent and serves in the Federal Territory of Labuan. Is Mr. Is Jason eligible for Gawai Dayak CTR?

Eligible.

Mr. Jason is eligible for Gawai Dayak CTR because he is an ethnic who celebrates Gawai Dayak who serves in the Federal Territory of Labuan.

5. Mrs. Mary is of Rungus descent and served in Sarawak. Is Ms. Mary eligible for Gawai Dayak and Harvest Festival CTR?

Mrs. Mary is not eligible for Gawai Dayak CTR because she is not an ethnic group that celebrates Gawai Dayak. However, because Mrs. Mary served in Sarawak and Gawai Dayak was a Public Holiday in the state of Sarawak, so she also enjoyed the Public Holiday.

Mrs. Mary is also eligible to be given Harvest Festival CTR considering Mrs. Mary is an ethnic Rungus who celebrates the Harvest Festival.

7. What documents are required to confirm that officials are of ethnic descent who celebrate the Harvest Festival and Gawai Dayak?

Officer's personal information that has been verified in the HRMIS System, the officer's birth certificate or related documents.

8. Are Contract of Service appointed officers eligible for CTR facilities in conjunction with the Harvest Festival and Gawai Dayak?

Contract of Service appointed officers are eligible to be given CTR in conjunction with the Harvest Festival and Gawai Dayak.

9. If the Harvest Festival and Gawai Dayak fall on a Weekly Rest Day, Weekly Holiday or Public Holiday, can the CTR be carried over to the next day?

If the Harvest Festival and Gawai Dayak fall on a Weekly Rest Day, Weekly Holiday or Public Holiday, the CTR allocation is bound to the permitted day only and cannot be carried over to the next day.