FAQs: Applying for Leave Without Record under Malaysia's JPA, for officers involved in community services

Effective 20 September, public service officers involved in community services with approved organisations can apply for a maximum of five days of unrecorded leave per year.

Malaysia's Public Service Division (Jabatan Perkhidmatan Awam, or JPA) has, through Budget 2022, agreed to provide a maximum of five days of unrecorded leave per year to public service officers involved in community service activities with approved organisations.

In a Circular Letter last week, Dato' Sri Mohd Shafiq Abdullah, Mohd Shafiq bin Abdullah, Director-General of Public Service, said the provision of this facility (also known as Leave Without Record) is "an encouragement to civil servants who carry out community service activities."

The above took effect on 20 September 2022 (Tuesday), following the release of the Letter. 

In light of this, JPA has shared a series of responses to frequently asked questions (JPA) on eligibility, what to do if these leave days are unused, and more:

Q Are appointed Short-Term Employment Programme (MySTEP) personnel eligible for the Leave Without Record facility to carry out community service activities?

No. The facility does not apply to MySTEP personnel.

Q Can officers involved in community service activities organised by foundations registered under the Trustees (Incorporation) Ordinance (Sabah Cap. 148) apply for Leave Without Record?

Yes. Officers can apply for Leave Without Record to carry out these community service activities because foundations registered under the Trustees (Incorporation) Ordinance (Sabah Cap.148) are included in the definition of organisations approved under Ceraian SR.5.5.7 (Leave Without Record to Carry Out Community Service Activities).

Q If an organisation/association under General Order 42(a) and General Order 45 Chapter C (Leave) carries out community service activities, are officers who are members of the organisation/association eligible for the Leave Without Record facility?

Officers are eligible to use the Leave Without Record 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 Organizations Act 1966.

Q The Royal Malaysian Air Force Volunteer Reserve Force is a volunteer force under General Order 41 Chapter C (Leave). If the officer who is a member of the team participates in community service activities to help flood victims, is the officer eligible to apply for Leave Without Record?

Officers are eligible to use this Leave Without Record 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.

Q Does this Leave Without Record facility apply to community service activities abroad?

No. This Leave Without Record facility is only applicable to community service activities within the country.

Q If community service activities are held for more than five days, what other days can be used?

Officers can use this Leave Without Record limited to a maximum of five (5) days per year excluding weekly rest days, weekly days off, and general days off.

Officers can use qualified rest leave, special rest leave, or leave without pay for a period that exceeds five days.

Q If the officer does not use this Leave Without Record in the current year, can it be carried over to the following year?

No. This facility is applicable in the current year only and cannot be carried over to the next year if not used.

Q Can the maximum five-day Leave Without Record rate only be used for one-time participation in community service activities?

This Leave Without Record 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(s) available to carry out other community service activities, subject to a maximum of five days.

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

Q Officers only submit photos of community service activities they participate in with approved organisations to the Head of Department to apply for Leave Without Record. Can the photo be considered as proof document when applying for this Leave Without Record?

No. The application must be submitted to the Head of Department by submitting a letter from the organisation regarding the activities to be carried out.

Q Can community service activities such as feeding the homeless be applicable for Leave Without Record?

If community service activities such as feeding the homeless are organised by an approved organisation, then the Head of Department may consider the facility to carry out community service activities for a maximum of five days a year.

Q Do officers need to apply for Leave Without Record 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 hours?

If the community service activity carried out is less than four (4) hours, the officer must use the Permission Rules To Leave The Office During Working Hours Under General Order 5 Chapter G - Complying With Working Hours (Ceraian SR.4.2.2).

Lead image / Shutterstock

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