Civilian Human Resources Agency TOWN HALL FOR ORGANIZATION EMPLOYEES.

Civilian Human Resources Agency

TOWN HALL FOR ORGANIZATION EMPLOYEES


AGENDAAGENDA

AGENDA ITEMS SPECIFIC TO THE ORGANIZATION’S BRIEFING

Civilian Human Resource Agency (CHRA)

Discuss Voluntary Separation Incentive Pay (VSIP)

Discuss Basic Retirement Eligibility for Optional Retirement, Voluntary Early Retirement Authority (VERA) and Discontinued Service Retirement (DSR)

Discuss civilian and military deposit

Discuss RIF Process

Discuss Priority Placement Program (PPP)

Outplacement Programs

Retained Grade and Pay

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REASONS FOR R3 ACTION

Describe what is causing the R3 action

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Commander’s Communication Plan For ______ Initiative

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Enter information on the initiative and the commander’s communication strategy


Possible Tools to Lessen or Avoid RIF Impact

Consider Vacancies for Placement CPACs will determine if an employee is qualified for vacancies Placement opportunities must be coordinated with organization name

leadership Modification/waiver of qualifications must be approved by organization name

leadership. Waiving of qualifications will be considered only as a last resort. Vacancies may/may not be reengineered for RIF placement

Placement in vacancies outside the local commuting area may be considered and employees may/may not be entitled to relocation costs, subject to approval

An employee may/may not be eligible for retained grade and/or pay, if placed at a lower grade.

Although not mandatory, organizations belonging to other commands may consider excess organization name employees for their vacancies

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Possible Tools to Lessen or Avoid RIF Impact

Voluntary Separation Incentive Pay (VSIP)

VSIP will be opened to all specific title, series and grade organization employees in the local commuting area where there is an abolish action

Employees interested in VSIP must apply under an open window. Date to be determined

CPACs will distribute VSIP open window information, accept applications, and provide to organization POC to coordinate approval/disapproval

Employees whose VSIP applications are approved must be off organization rolls by date for 1st VSIP window and date(s) for later window(s)

Voluntary Early Retirement Authority (VERA)

Employees must apply under open window and must be eligible

CPACs will distribute VERA open window information, accept applications, and provide to organization POC to coordinate approval/disapproval

Employees who request and are approved for VERA only, must be off the rolls no later than date.

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Possible Tools to Lessen or Avoid RIF Impact (cont)

Early registration in Department of Defense’s (DoD’s) Priority Placement Program (PPP)

CPACs must conduct a mock RIF or run a retention register to determine employee’s priority for early PPP registration

CPACs will notify leadership and employees of mock RIF results, and advise and register employees in PPP

If placed via PPP, employees must be well qualified

If placed outside local commuting area via PPP, PCS will be paid in accordance with the Joint Travel Regulation (JTR)

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Date: Commander Informational Notice distributed, after completion of union notification

Dates: Town Halls Scheduled:

Dates: Army Benefits Center - Civilian (ABC-C) Retirement Briefings delivered via Defense Connect Online

(FERS) (CSRS)

Dates: CPAC conducts mock RIF/Runs retention register

ASAP After Mock RIF/Retention Register: Early PPP registration.

Dates: 1st VERA/VSIP window. Employees must apply under the window if they are interested in retirement or resignation with VSIP

Dates: Employees approved for 1st window VSIP must be off rolls

Dates of subsequent VERA/VSIP windows (if Used) and when employees must be off organization’s rolls

Dates : 60-day RIF notice issued

Upon receipt of RIF Notice: Mandatory PPP registration

Dates : Effective date of RIF separations

Projected Timelines Note: These are not all-inclusive and timelines are fluid

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Voluntary Separation Incentive Program (VSIP)

Bonus paid to permanent full-time or part-time employee who, by voluntarily separating from service, prevents an employee from being involuntarily separated.

VSIs approved based on position abolishment or resulting vacancy that can be used to place an excess employee.

Retirement or Resignation. VSI may not exceed $25,000 (VSI calculation based on normal

severance pay calculations). VSI is considered “taxable income.” May not be employed with the Federal government for 5 years from

date of voluntary separation. Not currently on LWOP for more than 30 consecutive days. Not eligible for Disability Retirement.

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VSIP (Cont’d)

Not on Worker’s Comp. Not a reemployment annuitant. Continuously employed by DOD for the last 12 months. All applications for VSI will be reviewed. Employee will be notified if application is approved. VSI’s (buyout) may be paid for retirement/resignation (if employee

applies into the VSIP/VERA window). Employees approved for 1st VSIP window must be off the rolls

NLT Date

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Optional Retirement Eligibility ELIGIBILITY:

CSRS: 55 w/ 30 years creditable service 60 w/ 20 years creditable service 62 w/ 5 years creditable service

FERS

60 w/ 20 years creditable service 62 w/ 5 years creditable service Minimum Retirement Age (MRA) with 30 years of creditable service MRA with 10 years of creditable service (Note: Your annuity will be reduced

by 5% for every year under 62).

Note: MRA ranges from 55 to 57 years of age depending on birth year

Note: Employees should contact ABC-C for retirement estimates and questions.

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Voluntary Early Retirement Authority (VERA) Retirement is voluntary Organization name has authority to offer VERA Basic eligibility for CSRS and FERS

50 years of age and 20 years of creditable service 25 years of creditable service at any age

2% per year reduction in annuity for each year under age 55 - CSRS only (not FERS) Only employees continuously employed within DOD for more than 30 days before the

date on which the determination to conduct a workforce reduction or restructuring action has been approved are eligible to receive a VERA

Employees serving under time-limited appointment, as well as employees in receipt of a decision of involuntary separation for misconduct or unsatisfactory performance, will not be given a VERA offer

VERAs may be based on occupational series or grade, as well as organizational, geographical, and nonpersonal and objective factors, or any combination of these factors

A reason for approving VERA includes reorganizations, RIF, or restructuring Must be off the rolls by RIF effective date. A request for an earlier date must be

approved. Note: If VERA approved with VSI, employees must be off Organization name rolls, as outlined with VSIP requirements

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Discontinued Service Retirement (DSR)

Separation is involuntary. Involuntary means separation against the will and without the consent of the employees, other than “for cause” for misconduct or delinquency. Most common cause of an involuntary separation is a reduction in force.

Basic eligibility:

50 years of age and 20 years of creditable service 25 years of creditable service at any age

Note: At least 5 years of creditable service must be civilian service.

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Civilian and Military Deposit

Unpaid civilian deposit and/or redeposit and military deposit MAY have an impact on your retirement eligibility and your annuity computation

Contact the ABC-C for information on paying these deposits at 1-877-276-9287 (TDD 1-877-276-9833)

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RIF MECHANICS

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When people hear the word "RIF" the first thought is their job will be abolished and they will be unemployed. But, a RIF is in fact an orderly and systematic process of making organizational changes.

Actions leading up to, and during, the RIF process can actually keep people from losing their jobs.

Our organization will be undergoing a RIF!

Reduction in Force (RIF)

The Words No One Wants To Hear

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Determining Retention Standing

Competitive Area Competitive Level Tenure Groups Sub-Groups Length-of-Service Performance Ratings

Note: Competitive and Excepted Service (e.g. VRA, DCIPS, etc.) employees do not compete with each other in RIF

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Competitive Area

Boundaries Within Which Employees Compete, Defined Geographically or Organizationally

Enter definition of organization’s competitive area

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Competitive Level

Grouping of Similar Positions in the Same Competitive Area

Same Grade Same Series Duties Pay Schedules and Working Conditions

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Tenure Groups

GROUP I - Career

GROUP II - Career Conditional

GROUP III – Indefinite Appointment (Term) and Temporary Employees > 1 year

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Veterans Preference Sub Groups

Subgroup AD - 30% or more disabled veterans

Subgroup A - Other preference eligibles

Subgroup B – Non-preference eligibles

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RIF Service Computation Date (RIF-SCD)

Includes: All civilian service performed as a Federal employee All active service performed in a uniformed service, unless

retired military then only military service during a war declared by Congress or performed during a campaign or expedition for which a campaign badge has been authorized

Does not include Non Appropriated Fund service

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Length of Service

TOTAL CREDITABLE FEDERAL CIVILIAN & MILITARY SERVICE

ADJUSTED TO GIVE CREDIT FOR AVERAGE OF 3 MOST RECENT ANNUAL PERFORMANCE APPRAISALS IN THE PRECEDING 4 YEAR PERIOD:

EXCEPTIONAL - 20 YEARSHIGHLY SUCCESSFUL - 16 YEARSFULLY SUCCESSFUL - 12 YEARS

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Sample Retention Register

GROUP ISubgroup ADSubgroup ASubgroup B

GROUP II Subgroup ADSubgroup ASubgroup B

Within Subgroups, employees are listed in order by the adjusted Service Computation Date (SCD).

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Sample Retention Register Supply Clerk, GS-2005-07, CL222

GROUP I Subgroup AD Sam 80-12-19 Subgroup A Tim 60-05-04

Jerry 61-06-01 Fred 62-08-19

Subgroup B Dan 58-01-12 Walter 64-12-15 Larry 68-01-15

GROUP II Subgroup AD None Subgroup A Michael 64-02-06 Subgroup B Robert 75-11-22

Helen 76-02-0425


Round One Placement Within Competitive Level

Competition based on length of service as adjusted to give credit for performance appraisals

When the position of a more senior employee is abolished, the least senior employee is removed from the comp level and enters Round Two of RIF competition

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Round Two Assignment Rights

Best offer is monetary equivalent (utilizing representative rate, step 4 for GS, step 2 for FWS)

Placement order Vacancy Bump Retreat

Placement within 3 grade intervals, 5 grades for retreat of a 30% disabled veteran (In making this determination, the “occupied” grade is not included, i.e., GS-11 in 2 grade interval series would be to GS-09, 07, 05)

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Bump and Retreat

Bump: Displacement of an employee in a lower subgroup: IAD > IA > IB > IIAD > IIA > IIB

MUST be qualified but need not have held that job

Retreat is the displacement of an employee in the same subgroup with lower retention.

MUST have held the position or its equivalent

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Mock RIF

Organization leadership to decide on vacancies to be used in the Mock RIF

Results used to determine PPP Priorities

Decisions on targeting VSIP/VERA

Can be used by employees to make important career decisions

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Priority Placement Program

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PPP Registration

Is a DoD Program CPAC counsels and registers employees in PPP Organization commander authorizes early PPP registration via a signed memo

Early PPP registration is voluntary Interested employees can be registered after mock RIF completed to determine

priority for registration

If eligible, employees are registered mandatorily in PPP upon receipt of a RIF notice of separation or demotion

Employees who have performance or conduct that directly and negatively affects their qualifications are ineligible to register in PPP

Employees must have at least a Level 3 performance rating to be eligible to register for PPP

Current supervisor must certify in writing that there are no known performance or conduct problems

Employees should submit an updated resume when registering in PPP Must register for current skill for mandatory registration

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Priority Placement Program Registration:

Highest Grade: GS/FWS – current permanent or retained grade Registrants are not eligible for promotion through the PPP

Lowest Grade: GS/FWS – no more than 3 grades, or equivalent, below permanent or retained

grade

Well Qualified: Able to meet all job requirements with orientation only Must have experience in actually applying the skill As determined by registering CPAC

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PPP Registration Period

Displaced Registrants Remain Registered in Program A Until:

Placement Declination of a valid offer Deletion for other reasons Effective date of change to lower grade Expiration of eligibility 1 year after separation

Program A is the foundational program within the Priority Placement Program that applies to employees affected by RIF, decline a transfer of function, decline a covered management reassignment out of the commuting area, and who return from overseas.

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Priority Placement Program Area of Referral

COMMUTING AREA – Is the area within which a registrant could reasonably be expected to commute to work on a daily basis.

RESIDENCE

CURRENT DUTYSTATION

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OUTPLACMENT PROGRAMS Reemployment Priority List (RPL) –

Under this program, Department of Defense (DoD) agencies in the local commuting area must give reemployment consideration to competitive service DoD employees separated by reduction in force (RIF) or those who are fully recovered from a compensable injury after more than one year.

Interagency Career Transition Program (ICTAP) –

A process by which employees who have been involuntarily separated may receive selection priority for jobs in agencies other than the one in which they were previously employed in the local commuting area.

Contact your servicing CPAC for additional information on these outplacement programs.

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SEVERANCE PAY

Severance pay eligibility Eligible if:

Serving under a qualifying appointment and Completed at least 12 months of continuous service and Removed from federal service by involuntary separation

Not eligible if: Serving under a non-qualifying appointment Declines a reasonable offer Receiving injury compensation Eligible for an immediate annuity from civilian or uniformed

services

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Severance Pay Calculation: 1 week of pay at the rate of basic pay for each full year of

service through the first 10 years of service 2 weeks of pay at the rate of basic pay per year after 10

years Additional percentage for age 40 and over – not to exceed

annual salary

52 week Lifetime Limit Lump sum for Annual Leave Withdraw/Defer retirement Withdraw/Roll over/Defer TSP Unemployment Compensation

SEVERANCE PAY

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GRADE AND PAY RETENTION Grade retention

Must have held higher grade than offered for 52 consecutive weeks Entitlement lasts for 2 years from effective date Receives step increases and full cost of living increase of position from which

displaced Applicable upon receipt of a RIF notice; discretionary for pre-RIF placement to a

lower grade

Pay retention Begins when grade retention ends or if not eligible for grade retention Entitlement lasts until pay can be set on new pay scale Receives 50% cost of living increase for the top step of the grade they occupy May be offered for pre-RIF placement for a change to lower grade

Eligibility for grade and pay retention ceases upon a break in service

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Army Benefits Center-Civilian301 Marshall Ave, Fort Riley, KS

66442-2005 Phone: 1-877-276-9287

“IT’S AS EASY AS ABC!”IT’S AS EASY AS ABC!”

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ABC-C Responsibilities

ABC-C MISSION: We are a top performing, caring team of Civilian Human Resource professionals providing quality benefits and entitlements services to our customers through a centralized automated center.

ABC-C SERVICES: Provide advisory services and process transactions for:

Federal Employees Health Benefits (FEHB) Federal Employees’ Group Life Insurance (FEGLI) Thrift Savings Plan (TSP) Retirement (FERS & CSRS) Survivorship (Death Claim Processing)

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Employee Benefits Information System (EBIS) – Web Based

Customer-friendly Available 24 hours a day Secure site, requires CAC reader Requires use of SSN and PIN Ability to read at convenience Ability to print screens of information Can process benefits transactions without counselor assistance Ability to print benefits forms Estimate calculators ABC-C website: https://www.abc.army.mil

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Lets you connect with a counselor Available to those without computer access NO LONGER requires use of a PIN Counselors are available 12 hours a day Separated employees have access for 180 days ABC-C toll-free telephone number is 1-877-276-9287

(TDD for the hearing impaired is 1-877-276-9833)

Employee Benefits Information System (EBIS) – Telephone

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Army Benefits Center - Civilian1-877-276-9287

Select:

1= Army Civilian 2= DCMA Civilian 3= National Guard 4= Non-Appropriated Fund or Uniformed Service Member

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ABC-C TOOLS

Retirement Forms Preparation briefing on ABC-C website at https://www.abc.army.mil/retirements/RetFormPrep.htm

Retirement forms are available from ABC-C website at https://www.abc.army.mil/Forms/RetirementForms.htm

HR Link (Electronic Estimate Request) available by logging into EBIS from the ABC-C website at https://www.abc.army.mil

eSeminars has segments on topics including retirement, TSP, Social Security, financial planning. The eSeminar module is available in EBIS at https://www.ebis.army.mil

Retirees have access to ABC-C counselors for 180 days after retirement by calling 1-877-276-9287

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Employee

Supervisor/CPAC

ArmyBenefitsCenter - CivilianABC-C

DFAS(Payroll)

Office of Personnel

Management (OPM)

StartStart

Notifies supervisor of intention to retire and contacts ABC-C for forms at 1-877-276-9287 or

https://www.abc.army.mil/Forms/RetirementForms.htm

Notifies supervisor of intention to retire and contacts ABC-C for forms at 1-877-276-9287 or

https://www.abc.army.mil/Forms/RetirementForms.htm

Employee sends retirement packet to ABC-C immediately upon decision to retire

(Retirements are worked by ABC-C by date received)

1st in, 1st out

Employee sends retirement packet to ABC-C immediately upon decision to retire

(Retirements are worked by ABC-C by date received)

1st in, 1st out

Refers employees to ABC-C website at https://www.abc.army.mil to obtain forms and

retirement information

Refers employees to ABC-C website at https://www.abc.army.mil to obtain forms and

retirement information

Supervisor sends RPA to CPAC for review and completion

Supervisor sends RPA to CPAC for review and completion

Receives retirement packet; upon receipt, cursory review is done for missing forms & acknowledgement letter sent to employee (retirement will not be processed until all

original forms are received)

Receives retirement packet; upon receipt, cursory review is done for missing forms & acknowledgement letter sent to employee (retirement will not be processed until all

original forms are received)

Processes retirement & provides final counseling to

retiree 30-60 days prior to Date of Retirement (DOR)

Processes retirement & provides final counseling to

retiree 30-60 days prior to Date of Retirement (DOR)

Retirement package sent by FEDEX to

DFAS 30 days prior to DOR

Retirement package sent by FEDEX to

DFAS 30 days prior to DOR

Receives retirement package from ABC-CReceives retirement

package from ABC-CDetermines final payment/lump

sum payout/VSIP & pays out 2-4 weeks after DOR (* NOTE)

Determines final payment/lump sum payout/VSIP & pays out 2-4

weeks after DOR (* NOTE)

Generates retirement card, attaches retirement packet &

sends to OPM by FEDEX within 30 days after DOR

Generates retirement card, attaches retirement packet &

sends to OPM by FEDEX within 30 days after DOR

6-8 weeks after DOR, retiree receives 1st interim payment

(about 90%) & CSA #

6-8 weeks after DOR, retiree receives 1st interim payment

(about 90%) & CSA #

End (employee may contact ABC-C for 6 months after DOR)

End (employee may contact ABC-C for 6 months after DOR)

Final OPM adjudication within 6 months after

DOR; full annuity begins

Final OPM adjudication within 6 months after

DOR; full annuity begins

*NOTE: Employee must notify ABC-C BEFORE DOR if they are going to be reemployed (annual leave cannot be paid out if immediately reemployed)

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The following websites provide helpful information:

Employment Opportunities

USAJOBS Web Site https://www.usajobs.gov/ Dept of Army Employment Information: www.armycivilianservice.com

Retirement & Benefits

Frequently Asked Questions Concerning Federal Retirement Programs: http://www.opm.gov/retire/faq/faqs.asp Select a Topic on OPM Web Site on Retirement:

http://www.opm.gov/retire/index.asp Federal Employee’s Retirement Annuity Calculations: Army Benefits Center-Civilian

(ABC-C) at https://www.abc.army.mil, click “Benefits/Employee Benefits Information System (EBIS)” tab with your AKO and EBIS log-ins.

Insurance/Flexible Spending Account/Long Term Care: http://www.opm.gov/insure/index.aspx

DOD Displaced Employee Guide (Benefit and Entitlement Information): http://www.cpms.osd.mil/ASSETS/9E43C08C52474716BF5A04AAEA84F910/deguide.pdf

Priority Placement Program: http://www.cpms.osd.mil/care/care_ppp.aspx

HELPFUL WEBSITES

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Review and update employee information in Official Personnel Folder (OPF) It is critical to have updated information in your eOPF to verify qualifications for

placement and/or PPP registration, eligibility for retirement, etc. Access to your OPF is via the CPOL Portal.

Have you recently ensured that all training, experience, education, veterans' preference, and/or recent performance appraisals are documented? Your CPAC Point of Contact (POC) can assist in this endeavor.

Your CPAC POC will issue instructions on how to access your information and establish a suspense for you to review of your data and provide any documents required to update this data.

Prepare or update resume in Application Manager in USAJOBS. It is critical to have a resume in place ready to respond to vacancy announcements to maximize placement opportunities. Refer to USAJOBS.gov to create a resume at https://my.usajobs.gov/Account/Login?

returnurl=~/Applicant/Resume/ListResumes Contact Army Benefits Center-Civilian (ABC-C) at toll free # 1-877-276-9287 for retirement

estimates and questions. For those employees interested in early retirement, contact CPAC to verify eligibility. Employees are encouraged to contact ABC-C as soon as possible concerning their

retirement specific questions and needs. Organization POC will provide a consolidated list of employees interested in retirement to ABC-C.

EMPLOYEE RESPONSIBILITIES

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ORGANIZATION RESPONSIBILITIES

Facilitates planning of civilian reductions to ensure consistency and fairness of process

Works with CPACs to ensure applicable unions are notified of civilian reductions.

Ensures distribution of notice, when appropriate Working with CPACs, reviews organization vacancies for possible

placement Coordinates with CPACs on VSIP/VERA application window Prepares and coordinates delivery of Reduction in Force (RIF)

package to HQDA Ensures all kept informed throughout the process

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CPAC RESPONSIBILITIES

Notifies applicable union representatives Reviews employees’ qualifications for possible placement in

vacancies Verifies employee and position data Reviews and verifies competitive area and levels Conducts RIF to determine employee rights to other

positions, to include conducting the mock RIF Counsels and registers employees in early and mandatory

DOD PPP Advises employees on VERA/VSIP and provides VSIP

calculations 50


CPAC RESPONSIBILITIES (cont.)

Issues Reduction-In-Force notices 60 days in advance of the effective date (effective date)

Processes RIF actions Provides assistance to employees seeking continued

employment Prepares severance pay calculations

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CPAC CONTACTS

Enter CPAC servicing team and contact information

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ORGANIZATION POCs

Enter organization POC contact information

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QUESTIONS?

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Civilian Human Resources Agency TOWN HALL FOR ORGANIZATION EMPLOYEES.

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Transcript of Civilian Human Resources Agency TOWN HALL FOR ORGANIZATION EMPLOYEES.