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Working Hours Facility

Frequently Asked Questions

Flexible Working Hours (WBF)

1. An officer clocked in his/her attendance after 9.00 a.m., for example, at 9.15 a.m. Does the officer have to complete the total daily working hours?

If an officer clocked in his/her attendance after 9.00 a.m., the officer is deemed as arriving late at the office. However, the officer is allowed to go home after the office hours depending on the day and duration of office hours in the respective states.

2. If an officer is required to attend a parade rehearsal outside the office at 7.00 a.m. and then the officer returns to the office, at what time can the officer leave the office under the WBF?

If the rehearsal begins at 7.00 a.m., the officer is deemed as having clocked in for work at 7.30 a.m., and the officer is allowed to go home after the office hours depending on the day and duration of office hours in the respective states.

3. Are officers still allowed to go home half an hour earlier in Ramadan?

Officers may be allowed to return home half an hour earlier in Ramadan, provided that the rest time is shortened by 30 minutes as provided in the service circular subject to approval by the Head of Department.

4. Does the Ramadan WBF apply to non-Muslim officers as well?

The Ramadan WBF also applies to non-Muslim officers subject to approval by the Head of Department.

5. An officer was instructed to attend official duties out of the station (over 25 km), which required the officer to stay overnight where the official duties took place. The officer returned to his/her office the next day after completing the official duties. At what time can the officer leave his/her office on that day if: i. The officer did not clock in attendance and immediately went to the place of his/her official duties; or ii. The officer clocked in attendance and then went to the place of his/her official duties.

An officer who attended official duties out of the station and returned to the office on the day the official duties were completed may leave his/her office at 4.30 p.m. in both of the above situations.

6. An officer was instructed to attend official duties outside the office (in the station, i.e., less than 25 km). The officer clocked in attendance and then went to the place of his/her official duties. The officer returned to his/her office after completing the official duties. At what time can the officer leave his office?

If the officer clocked in his/her attendance according to the WBF clock-in time, the officer may leave the office according to the WBF clock-out time provided that the officer has fulfilled the required daily working hours.

7. An officer was instructed to attend official duties outside the office (in the station, i.e., less than 25 km). The officer did not clock in his/her attendance and went directly to the place of his/her official duties. The officer returned to his/her office after completing the official duties. At what time can the officer leave his/her office if:
  1. The official duties began before 7.30 a.m.?
    If the official duties began before 7.30 a.m., the officer may leave the office at 4.30 p.m.

  2. The official duties began between 7.30 a.m. and 9.00 a.m.?
    If the official duties began between 7.30 a.m. and 9.00 a.m., the officer may leave the office between 4.30 p.m. and 6.00 p.m. provided that the required daily working hours have been fulfilled.

  3. The official duties begin after 9.00 a.m.?
    If the official duties began after 9.00 a.m., the officer may leave the office at 6.00 p.m.
8. Does the WBF apply to officers working at schools/health clinics/police headquarters?

Yes. The WBF applies to all officers working at schools/health clinics/police headquarters that previously adopted the WBB.

9. An officer does not clock in attendance and arrives late at the office, i.e., at 11 a.m. The officer is then instructed to do overtime work after the office hours ends. When will the officer’s overtime work commence?

Overtime work can begin after the office hours end, i.e., after 6.00 p.m.

10. A driver was instructed to drive a JUSA Grade B officer to the airport at 5.20 a.m. from the officer’s house. After dropping off his superior, the driver immediately went to the office and clocked in at 7.41 a.m. and returned home at 4.55 p.m. On the same evening, the driver was instructed to pick up the JUSA Grade B officer from the airport at 11.00 p.m. The driver left home at 9.30 p.m. and arrived at the officer’s house at 10.00 p.m. to get the car and then he immediately went to the airport. After picking up the JUSA Grade B officer, they arrived at the officer's house at 11.30 p.m. In the above situation, which period would be deemed as overtime work for the driver?

Overtime work for a driver is when he/she is instructed to work outside his/her daily working hours.

In this case, the driver’s overtime work period is as follows:

Overtime Work Period Notes

5.20 a.m. to 7.41 a.m.

The period from when the driver arrived at the officer’s house to when he clocked in his attendance at the office.

10.00 p.m. to 11.30 p.m.

The period from when the driver arrived at the officer’s house to when he returned to the officer’s house from the airport.
11. Four (4) Executing Group officers are instructed to perform overtime work (KLM) in Putrajaya. The officers clock in and clock out at different times, as follows:
  1. Officer A, clocks in at 7.20 a.m. and clocks out at 4.30 p.m.;
    Officer A, the officer is considered to start duty at 7.30 a.m. and KLM begins after 4.30 p.m.

  2. Officer B, clocks in at 7.50 a.m. and clocks out at 4.50 p.m.;
    Officer B, KLM begins after 4.50 p.m.

  3. Officer C, clocks in at 8.20 a.m. and clocks out at 5.20 p.m.;
    Officer C, KLM begins after 5.20 p.m.

  4. Officer D, clocks in at 9.05 a.m. and clocks out at 6.00 p.m.
    For Officer D, KLM begins after 6.00 p.m.
12. An officer has to attend urgent personal matters at 8.00 a.m. (13 August 2019). On the afternoon of 12 August 2019, the officer filled out the approval to be out of the office form for that purpose. The officer was given the approval by his/her superior to be out of the office from 8.00 a.m. to 11.30 a.m. (13 August 2019). At what time can the officer leave his/her office on that day?
  1. If the officer did not clock in his/her attendance between 7.30 a.m. and 9.00 a.m., he/she may leave the office at 6.00 p.m.
    In this case, the officer’s time-off period is from 9.01 a.m. until 11.30 am. The clock-in period between 7.30 a.m. and 9.00 a.m. is a flexibility of 1 hour and 30 minutes given to officers to settle personal matters before entering the office. Therefore, there is no issue of permission to leave the office during that period.
  2. If the officer clocked in his/her attendance at 7.30 a.m., the officer’s clock-out time would be at 4.30 p.m.
    In this case, the officer clocked in at the office to begin his/her duties at 7.30 a.m. and then left the office at 8.00 a.m. for personal matters within the period approved by the Head of Department. 

Note: For the Approval to Be Out of the Office, according to Distributed Letter JPA(SARAAN)(S)1619 Kt. 16 (7) dated 9 December 2009, the Head of Department may decide that an officer must replace the working hours period utilised in order to complete his/her main responsibility so that the service execution would not be affected.

13. An officer had a doctor's appointment at the hospital at 8.30 a.m. The officer had obtained approval from his first superior to be out of the office from 8.00 a.m. to 12.00 p.m. At what time can the officer leave the office after work?
  1. If the officer did not clock in his/her attendance between 7.30 a.m. and 9.00 a.m., he/she may leave the office at 6.00 p.m. In this case, the approval to leave the office is deemed to have commenced at 9.01 a.m.

    Hence, the officer’s time-off period is from 9.01 a.m. until 12.00 p.m. The clock-in period between 7.30 a.m. and 9.00 a.m. is a flexibility of 1 hour 30 minutes given to officers to settle personal matters before entering the office. Therefore, there is no issue of permission to leave the office during that period.

    A “time slip” is not proof of the time an officer clocks in at the office, but it is a confirmation that the officer has received treatment at the clinic/hospital during that period.

    Paragraph 4 e. of Distributed Letter JPA(SARAAN)(S)1619 Kt. 16 (7) dated 9 December 2009, under Guidelines on the Regulations on Approval to Be Out of the Office During Office Hours explains that an officer who seeks treatment for him/herself at a clinic/hospital is required to present a “time slip” or any document from a medical officer or a doctor confirming that the officer has received treatment at the clinic/hospital during that period.

  2. If the officer clocked in his/her attendance at the office at 7.45 a.m., the officer’s clock-out time would be at 4.45 p.m. In this case, the officer clocked in at the office at 7.45 a.m. to begin his/her duties and then left the office at 8.00 a.m. for personal matters within the period approved by the Head of Department. 

Note: For the Approval to Be Out of the Office, according to Distributed Letter JPA(SARAAN)(S)1619 Kt. 16 (7) dated 9 December 2009, the Head of Department may decide that an officer must replace the working hours period utilised in order to complete his/her main responsibility so that his/her productivity would not be affected.

14. An officer clocked in his/her attendance at the office at 7.15 a.m. The officer had obtained approval to be out of the office during working hours from 10.00 a.m. to 12.00 p.m. At what time can the officer go home after returning to his/her office?

An officer who clocked in his/her attendance before 7.30 a.m. is deemed as having started work at 7.30 a.m. Therefore, the officer’s clock-out time would be at 4.30 p.m.

15. Can a superior approve an officer’s application to be out of the office to settle personal matters or go to the clinic between 7.30 a.m. and 9.00 a.m. if the officer did not clock in during the clock-in period?

If the Head of Department had granted the approval to be out of the office between 7.30 a.m. and 9.00 a.m. and the officer did not clock in at the office, the approved time-off period would be deemed as starting at 9.01 a.m. and the officer’s clock-out time for that day would be at 6.00 p.m.

16. When will an officer’s unrecorded leave (CTR) commence under the WBF in the event of death of the officer’s immediate family on a working day, i.e.,: i. At 2.00 p.m.? ii. At 4.45 p.m., and the officer’s clock-out time is at 4.32 p.m.? iii. At 6.35 p.m.?

The office hours for WBF are from 7.30 a.m. to 6.00 p.m., EXCEPT on Thursday in the states of Kedah, Kelantan, Terengganu, and Johor, which begin at 7.30 a.m. and end at 4.30 p.m. 

For cases i. and ii. above, the officer’s CTR commences on the date of death of the immediate relative because the death occurred during office hours except on Thursday in Kedah, Kelantan, Terengganu, and Johor, where the officer’s CTR will commence on the following day. For case iii, the officer’s CTR will commence on the following day because the time of death is after office hours.

17. Unrecorded leave entitlement for a male officer when his wife gives birth. When will an officer’s unrecorded leave (CTR) commence under the WBF if the officer’s wife gave birth on a working day, i.e.:

The office hours for WBF are from 7.30 a.m. to 6.00 p.m., EXCEPT on Thursday in the states of Kedah, Kelantan, Terengganu, and Johor, which begin at 7.30 a.m. and end at 4.30 p.m.

  1. At 2.00 p.m.?
    If the officer’s wife gave birth at 2.00 p.m., the officer’s CTR will commence on the same date because the officer’s wife gave birth during office hours.

  2. At 4.45 p.m., and the officer’s clock-out time i sat 4.32 p.m.?
    If the officer’s wife gave birth at 4.45 p.m., the officer’s CTR will commence on the same date because his wife gave birth during office hours except on Thursday in Kedah, Kelantan, Terengganu, and Johor, where the officer’s CTR will commence on the following day.

  3. At 6.44 p.m.?
    If the officer’s wife gave birth at 6.44 p.m., the officer’s CTR will commence on the following day because the time of delivery is after office hours.
18. Can a counter officer adopt the WBF if the counter operation hours start at 7.30 a.m.?

WBF applies to all Federal Public Service officers who adopt the WBB.

The officer may start working at any time between 7.30 a.m. and 9.00 a.m. However, in the interest of the service, the Head of Department may instruct the officer to start working at a specific time during that period.

Work From Home Policy

1. What is meant by the term ‘Home’ in the Human Resource Services Circular (MyPPSM) Section SR.4.1.2 - Work From Home Policy?

The intended house refers to the officer's residential house based on the address registered in the HRMIS system. The officer's home address must also be the same in the system used by the ministry/department to record the attendance and tasks of officers who work from home (BDR).

2. Can an officer on duty in Putrajaya be directed to BDR in his hometown in Penang?

No.

Officers must remain in the officer's residence as registered in the HRMIS system.

The Head of Department must ensure that the BDR regulations are followed, namely:

  1. Always at Home as a place of work during the designated working hours;
  2. Can always be contacted during the period, days, and hours of his work;
  3. Always ready to attend the office or any other location directed by the Head of Department within a reasonable period; and
  4. All laws, regulations, circulars, and directives in force applicable to public officers from time to time, including, among others, but not limited to:
    1. Official Secrets Act 1972 [Act 88];
    2. Safety Instructions;
    3. The Public Officers (Conduct and Discipline) Regulations 1993 [P.U (A) 395/1993]; and
    4. Financial Procedure Act 1957 [Act 61].
3. Can officers who work according to shift working hours (Shift) be instructed to do half-day BDR by the Head of Department?

The Head of Department at his discretion may direct or consider officers working in shifts for half-day BDR subject to the purpose of BDR and without prejudice to the interests of the service.

4. What is the status of the officer's attendance if the officer has been instructed to BDR half the day in the morning and does not report to the office in the afternoon?

Officers are considered absent from duty and must be managed in accordance with the Public Officers (Conduct and Discipline) Regulations 1993 [P.U (A) 395/1993] and its amendments from time to time.

5. Can officers who are BDR in the morning use the facility of Permission to Leave the Office During Working Hours in the afternoon to complete personal matters.

Yes.

Officers who are BDR can use the permission facility to leave the office in the afternoon or morning subject to the approval of the Head of Department and the conditions that have been set.

Permission to leave the office during working hours and BDR are two (2) different matters.

6. What is the status of officers who are directed by BDR but are not at the address registered in HRMIS but have performed duties elsewhere?

Officers are considered absent from duty and must be managed in accordance with the Public Officers (Conduct and Discipline) Regulations 1993 [P.U (A) 395/1993] and its amendments from time to time.

7. What is meant by part-time officer?

Part-time employees are employees who are hired to carry out a task, i.e., carrying out project/program, ad hoc or seasonal tasks. For example, Interim Teachers, Daily Part-time Workers, and MySTEP Personnel.

8. Can an officer who is given a medical certificate be directed to BDR?

The approval of Medical Leave is subject to the Head of Department (Articles 15, 17 and 53 of the General Order Chapter C). If the Head of Department has approved the Medical Leave for the officer, then the officer is deemed unfit to BDR.

9. Can an officer in charge of work or acting be directed to BDR?

The Head of Department may direct or consider any officer who undertakes the work or is acting for the BDR subject to the qualifications and conditions of the BDR in force.

10. Can the Head of Department order an officer to BDR for the purpose of taking care of her child after the end of Maternity Leave?

The Head of Department may consider the officer for BDR after the expiry of the Maternity Leave period. However, it is subject to the importance of the service and the need for the continuity of the tasks that must be carried out by the officer. The Head of Department must comply with the regulations in the Human Resource Service Circular (MyPPSM) Section SR.4.1.2 - Work From Home Policy.

11. Can the Head of Department direct officers to BDR for the purpose of caring for sick family members in hospital?

No.

The Head of Department cannot direct officers to BDR for that purpose. Officers can apply to use Rest Leave, Half-Pay Leave or Unpaid Leave facilities that the officer is entitled to.

12. Can the Head of Department instruct officers who are currently using the facility to take care of children who are quarantined or require isolation for BDR?

No.

The Head of Department may not order BDR to an officer who has been approved for Leave Facility to Care for Child Who Are in Quarantine or Require Isolation under the provision of MyPPSM Section SR.5.4.4.

13. Can the Head of Department instruct the officer for BDR if his office/premises experience a utility disruption?

Yes.

Heads of Departments may consider officers for BDR if the office/premises they work in experiences utility disruptions that may interfere with the productivity in the office/premises.

14. Can the Head of Department order an officer whose husband or wife has died for BDR?

The Head of Department is required to instruct the officer whose husband or wife dies for BDR as soon as the three (3) day Unrecorded Leave (CTR) period as provided in MyPPSM Section SR.5.2.1 has been used.

15. When can BDR instructions be issued by the Head of Department for officers whose husband or wife dies for BDR?

BDR instructions can be issued by the Head of Department as soon as the Unrecorded Leave (CTR) period as provided in MyPPSM Section SR.5.2.1 has been used.

16. How long is the eligible BDR period for an officer whose husband or wife has died?

The period of granting BDR should be appropriate and not exceed two (2) weeks including Weekly Rest Day, Weekly Holiday and Public Holiday.

17. What is meant by important services of the Ministry/Department?

Each ministry/department has a different function. It is the responsibility of the Head of Department to determine the type of important services based on the determination of important services by the Government from time to time to ensure the smoothness and continuity of productivity to the people.

18. Can special BDR approvals that have been given to certain agencies before this service circular come into effect still be continued?

All BDR special approvals that have been previously granted are void from the effective date of this BDR regulation.

19. Are contract appointed officers (COS) and temporary officers who are directed to work from home (BDR) eligible for the benefits of the Ex-Gratia Work Disaster Scheme?

Not eligible.

Contract appointed officers (COS) and temporary officers who are directed to work from home (BDR) are not eligible to be considered for the benefits of the Ex-Gratia Work Disaster Scheme under Treasury Circular W.P 6.3 because these contract and temporary officers have been covered by the Social Security Protection Scheme under the Social Security Organisation (PERKSO).

It is in accordance with the provisions of Paragraph 10.3, Treasury Circular W.P 6.3 as follows:

“Officers who are protected by SOCSO's Work Disaster Scheme or other protection schemes based on Government contributions, are not eligible to be considered for benefits under this Scheme.”

20. Are BDR officers eligible to claim Overtime Allowance (ELM)?

Not eligible.

Permission To Be Absent from Work for Reasons of General Emergency

1. This Section SR.4.2.7 provides permission for officers to be absent from work for reasons of general emergency. What is meant by general emergency in this Section?

In this Section SR.4.2.7, general emergency means an emergency event that occurs, such as floods, landslides, earthquakes, bridge collapses, other disasters and natural disasters, curfews, and general restriction orders by the authorities.

2. When can an officer be given permission to be absent from work for reasons of general emergency?

Officers may be given permission to be absent from work when the general emergency has caused the officer's journey to the office or to the normal place of work to be obstructed.

3. What is meant by personal emergency?

Personal emergency means an emergency event or cases of disasters and accidents that happen to the person or involving the property of the officer.

4. Can an officer be given permission to be absent from work in the event of a disaster or accident affecting the officer's person and property?

No. This disaster or accident is not included in the general emergency category.

5. The house occupied by Mr. Rizal was flooded, then he moved and lived in another house that was not flooded and allowed him to attend duty. Is the officer eligible to use this facility?

The officer is not eligible to use the facilities because there are no obstacles for them to attend the office.

6. Dr. Ali had returned to his village in Sungai Besar for a holiday and at the same time a flood had hit the area where Dr. Ali in Putrajaya. Is Dr. Ali deserves to be considered for this facility?

Not eligible.

Dr. Ali is in a village that does not flood and does not prevent his journey to work.

7. If only the surrounding area of the officer's home is involved in calamities and natural disasters such as fire, flood or landslides and obstructs the officer's journey to the office, are officers eligible to use this facility?

Eligible.

Officers can be given permission to be absent from work when the emergency in question has caused the officer's journey to the office or to the normal place of work to be obstructed.

8. Mr. Adam was instructed to attend the meeting in Japan. On the date Mr. Adam was supposed to leave for Malaysia, Japan enforced a curfew, where no movement in or out was allowed. Is Mr. Adam eligible to use this facility?

Eligible. This incident is a matter of general emergency.

9. Can officers who are abroad/office on personal matters use this facility in the event of a curfew in the country/region involved?

Yes. This incident is a matter of general emergency.

10. Mrs. Mary's residence was hit by a heavy flood. After the incident, she had to do cleaning work. i. Does she deserve to be considered for this facility during the period her house was flooded and prevented her from going to the office? i. Is Mrs. Mary eligible to be considered for this facility after the flood recedes for the purpose of cleaning work?
  1. Eligible, for the duration of the disaster that prevented her travel journey.

  2. Not eligible. Mrs. Mary needs to take annual Rest Leave or use any leave entitlement for this purpose.
11. Mr. Fauzi was placed in the Temporary Settlement Centre (PPS) after his house was destroyed by a landslide that also affected the surrounding area. As long as he was at PPS, Mr. Fauzi did not have any obstacles for him to go to the office. Is Mr. Fauzi worthy of consideration for this facility?

Not eligible.

Mr. Fauzi is not eligible to be considered for this facility because there are no travel obstacles for him to attend the office.

12. Mr. Steven was placed in the Temporary Placement Centre (PPS) after his house was destroyed by a landslide that also affected the surrounding area. As long as he was at PPS, only the authorities were allowed to enter and exit the area, which indirectly caused Mr. Steven to be prevented from going to the office. Is Mr. Steven worthy of consideration for this facility?

Eligible.

Mr. Steven deserves to be considered for this facility because there are travel obstacles for him to attend the office.      

13. Mrs. Nina occupied a flat on level 6, there was a fire on level 5 which destroyed the entire level. Mrs. Nina has a problem because the exit and entrance are blocked and obstruct her journey. Is she eligible to use this facility?

Eligible.

The fire has prevented officers from travelling to work.

14. Mrs. Normah occupied a flat on level 4, there was a fire on level 5 which destroyed the entire level. Is he eligible to use this facility?

Not eligible.

The fire did not impede the officer's journey to work.

15. Mr. Amin is on his way from his home to the office. There was a landslide that prevented his journey. Is he eligible to use this facility?

Eligible.

The incident prevented the officer from going to work.

16. Mr. Amin and his wife, Mrs. Normah, were on their way from home to the office, there was a road accident which caused severe congestion. Are these two officers eligible to use this facility?

Not eligible.

This incident is a personal emergency. If the officer is absent from work, he must get leave permission from his Department Head.

17. Mr. Azuan's house was struck by lightning on Sunday night and caused a fire. Is he eligible to use this facility?

Not eligible.

This incident is a personal emergency. If the officer is absent from work, he must get leave permission from his Department Head.

18. Are contract appointed officers (COS) eligible to use this facility?

Eligible.

This facility is eligible to be given to all categories of serving officers appointed by the Commission on a permanent, temporary, or contractual basis.

F.A.Q