Frequently Asked Questions

Classification     Payroll    1040 Appointments     Staffing/Employment     Benefits

A. Classification ⁽⁵⁾

1. When is an Optional Form 8 needed?
When a “new” position is being established, or when the duties of an existing position have substantially changed and the position description is revised.

2. When does a new position description (PD) have to be submitted?
When a “new” position is being established, or when the duties of an existing position have substantially changed and the position description is revised.

3. What is a statement of difference?
A brief statement that describes the basic differences between the higher grade level position description and the level of the position being filled. For example; if the full-performance level (FPL) of a position is a GS-11, a statement of difference can be used to describe the GS-9 level.

4. If recruiting at three grade levels, what needs to be submitted?
The full-performance level position description, a statement of difference for the next lower level, and the entry-level position description. For example; GS-11 (FPL) position description, GS-9 statement of difference, GS-7 entry level position description. Statement of differences can be used at the intervening grade level in this type of example.

5. What is a standardized position description (SPD)?
A position description that covers similar work performed at a number of locations. The classification has been determined (e.g. Fire Management Officer, GS-401-9), and the SPD is approved for use throughout either the Region or the Service.

6. Which position descriptions are standardized?
A large Library/listing of SPDs can be found at: http://hr.fws.gov/spds

7. Where can standardized position descriptions be found?
Reference web site listed in question A-6.

8. What is IA versus vice?
IA is an abbreviation for Identical Additional. It indicates that there can be more than one incumbent assigned to that particular position. Vice is the term used to describe a situation in which a position is being refilled after it has been vacated by the prior incumbent. In both of these situations, a position description does not need to be submitted for classification as long as the duties remain the same.

9. What does exempt/nonexempt mean?
These are terms contained in the Fair Labor Standards Act (FLSA). FLSA provides for minimum standards for both wages and overtime entitlement, and delineates administrative procedures by which covered worktime must be compensated. The term non-exempt means that the employee/position is covered by the Act. The term exempt means that the employee/position is not covered by the Act. The FLSA determination is made in Human Resources based on the type of position (e.g. executive, administrative, professional, technical, and/or clerical) and the nature of the duties and responsibilities of the position. The determination is indicated in block #7 of the OF-8 (position description cover sheet) and in block #35 on the SF-50 of a current employee . It is important for supervisors to know whether their employees are exempt or non-exempt because of the impact their exempt status has on the entitlement to pay or compensatory time for overtime and travel time. See B-3 also.

B. Payroll ⁽⁵⁾

1. What are the different work schedules?
Allowable work schedules are:
basic straight 8 - 8 hours per day with set arrival and departure times, 5 day workweek, normally, Monday through Friday
gliding flex - 8 hours per day, 5 day week, arrival and departure times may vary within established parameters, established required core hours
compressed 5/4-9 plan - 80 hours biweekly, 8 - 9 hour days, 1 - 8 hour day, and 1 off day in the two week period, set arrival and departure times
compressed 4/10 hour days - set arrival and departure times
part-time schedules- usually 16-32 hours per week as established by the supervisor
Refer to the work-schedule memo dated August 30, 2000 for more specific information. Any work schedules other than the above must be requested in writing and approved by the Regional Director prior to use.

2. How do holidays affect employees on different work schedules?
All full-time employees are entitled to holiday pay if they are in pay status the day before or the day after a holiday. The exact entitlement is based on their work schedules. If the holiday falls on an employees 9 or 10 hour day, they are entitled to a corresponding 9 or 10 hour holiday. If the holiday falls on the employees 8 hour day, the holiday entitlement is for 8 hours. Work schedules should not be changed temporarily to provide the employee a 9 hour versus an 8 hour holiday. If the holiday falls on the employees off or lieu day, refer to the specific instructions in the August 30, 2000 memo or 226 FW 1.16 D, for how to determine what day is to be treated as the holiday. Part-time employees are entitled to holiday pay only if the holiday falls on a required work day and for the exact amount of required work hours on that day. Employees on an intermittent work schedule are not entitled to holiday pay. Employees who are full-time but in non-pay status the day before and after a holiday are not entitled to holiday pay for the holiday.


3. How does being exempt/non-exempt affect pay?
Exempt/non-exempt status determines whether an employee is covered by the Fair Labor Standards Act or Title 5 for pay and related issues. Entitlements for overtime, compensatory time, and travel are based on this determination. Non-exempt employees as a general rule, may choose overtime or compensatory time, may not be coerced to take compensatory time versus overtime, are entitled to compensation for suffered or permitted overtime as well as scheduled and approved overtime, are paid overtime at a true time and a half rate, and have more travel-time-treated- as-hours-of-work entitlements. Exempt employees whose rate of pay exceeds a GS-10 step 10, may be compensated for irregular or occasional overtime work with compensatory time instead of overtime pay. For each employee whose rate of basic pay exceeds a GS-10 step 1, the hourly rate of pay for overtime is restricted or capped at l 1/2 times the hourly rate of a GS-10 step 1. See A-9 also.

4. How much administrative leave is given to employees who are “PCSing” (Permanent Change of Station)?
There is no current provision entitling set administrative leave amounts for a PCS. Actual travel is normally done during work hours and is treated as work hours for the gaining agency. Employees on pre-approved house hunting trips with a travel authorization are also not on administrative or annual leave. Time is treated as duty hours. On a case by case basis, there may be on rare occasions, a situation that warrants approval of a small amount of administrative leave. For example; an employee completing the PCS process, has a utility company hooking up special connections in their new home to provide computer access required by the employee’s position which has a work at home requirement. This does not include a basic utility connection for an employee’s home computer. This would only apply if the employee was required to perform some work functions at home. In that instance, the hook up installation requiring the administrative leave is in the best interest of the agency. Additional guidance in this area may be available from the PCS expert in Budget and Administration.
* NOTE: This subject area is under review by Washington policy office and a change is expected at some time in the near future. When that occurs, this FAQ will be adjusted as appropriate.

5. When and how are work schedules changed?
Employees may request a permanent work schedule change (change request must conform to allowable work schedules B-1 above) from their supervisor. The supervisor will review the request and determine organization needs and any potential impact the work schedule change may have on the mission and/or organization. If the request is approved, a Form 3-261, unusual tour of duty form, is completed and submitted to the Human Resources Office for processing. Do not use this form to change an employee’s work schedule change from part-time to full-time, full-time to part-time, or to reduce or increase a part-time employee’s work hours. Those changes are requested via a personnel action in FPPS. For temporary work-schedule changes (one or two pay periods), the form should be completed, authorized, and retained at the organizational level. The timekeeper will also note an alternate work schedule (AW) on the electronic T&A. Work schedule changes should never be made to change a holiday entitlement or to decrease the amount of leave needed for leave scheduled. For example, an employee on a compressed work schedule has their short (8 hour) day fall on a holiday. They should not change their work schedule so that the short day would be a work day and the holiday would become a 9 hour day. In a second example; an employee has scheduled to take leave on Friday, week 1 which is a 9 hour day. The employee’s short day is the preceding Thursday. A work schedule change should not be done reversing the two days and thus saving the employee one hour of annual leave.

6. What are the effective dates for personnel actions?
The date a proposed action will become effective within regulatory requirements and guidelines.

7. When does an employee receive overtime/compensatory time for temporary duty?
Overtime or compensatory time are methods of compensation for hours of officially ordered or approved work that exceeds 8 hours in a day or 40 hours in a week. Employees on compressed work schedules are entitled to overtime compensation for officially ordered or approved work that exceeds their basic work requirement for the day the overtime was worked, provided the non-overtime work for that day was at least 8 hours in duration. Part-time employees must complete 8 hours per day or 40 hours per week to be entitled to overtime or compensatory time.

8. How is overtime and compensatory time approved/authorized?
Overtime or compensatory time must be approved in writing on a Form 3-136, Overtime/Holiday Pay Authorization, by the supervisor prior to the performance of the overtime. In unusual or emergent circumstances, the employee may get a verbal approval to be followed by a written authorization as soon as possible.

9. When is it mandatory to give overtime pay versus compensatory time earned?
When overtime is scheduled in advance (prior to the beginning of an administrative workweek), employees on compressed work schedules must be paid overtime. Compensatory time may not be substituted. Employees on flexible work schedules may be granted compensatory time for prescheduled overtime or mandated to substitute compensatory for overtime if there rate of pay is that of a GS-10 step 10 or above.

10. Does an employee receive compensatory time when working on a holiday?
Employees may not receive overtime/compensatory time for work on a holiday that is completed during hours that comprise their normal tour of duty hours. Work performed during those hours must be coded to 051 - Holiday worked. Hours worked outside their normal work hours may be compensated with overtime or compensatory time. Reference questions B-17 and 18 for additional information.

11. Can an employee take leave and earn overtime/compensatory time/credit hours on the same day?
Technically, yes, FPPS will accept it. However, supervisors should be cautious in this area. For example; they need to consider whether allowing an employee to take non-emergent leave for part of the day and then work overtime/compensatory time later in the day to complete a work assignment is prudent use of government funds. Why approve an employee to take a few hours of leave during the day and then pay them overtime to complete an essential project.


12. How long does an employee have to use their compensatory time? If the compensatory time is not used within the specified time period what happens?
The technical answer is: according to Service policy, compensatory time earned should be used in the same pay period it is earned or the following pay period. If work conditions preclude use as prescribed, the employee has approximately 6 months or exactly 14 pay periods including the period the compensatory time was earned for use. Compensatory time not used within the 14 pay periods will pay as overtime to non-exempt employees and will drop for exempt employees (see answer B-13).

13. What is the difference between compensatory time earned and credit hours?
Compensatory time is in lieu of overtime and is a management tool to facilitate a work project. It must be authorized and approved in advance. It is initiated and worked at management’s discretion. For non-exempt employees, compensatory time that expires before use, pays at the appropriate overtime rate. Exempt employees who fail to use their compensatory time before expiration, lose the right to both the compensatory time off and the overtime pay unless the failure is due to an exigency of the service beyond his/her control. Compensatory time pay codes are 040 for earned and 041 for used.
Credit hours are additional hours worked by employees on a flexible work schedule with a one time approval by their supervisor. Working additional hours is at the discretion of the employee. He or she may choose to perform some legitimate but possibly routine work to “bank” credit hours for use later. They are initiated by the employee rather than directed by management. It is inappropriate for management to direct an employee to work and take credit hours for compensation. Employees who are no longer covered by a flexible work schedule, are paid for their credit hours at their regular rate of pay. Credit hour pay codes are 230 for earned and 231 for used.

14. What are the maximum number of credit hours that can be earned per day?
On a regular work day, employees may earn 2 credit hours. With special supervisory approval, employees may earn up to 8 credit hours on non-work days

15. If employees are authorized to take administrative leave, how is time coded if the employee chooses not to take the administrative leave, but works instead?
If for some reason the employee declines the administrative dismissal/leave, time is recorded as normal work time or 010. The same applies if the employee is an essential employee and unable to be dismissed.
If the dismissal is based on an issue such as a building closure and personal safety is a factor, the supervisor must ensure that employees do not remain at an unsafe work site. An exception may exist for essential personnel dealing with the safety/building issue.

16. Is administrative leave approved at the local/agency level coded the same or differently than if approved at the national level (i.e., administrative leave approved by the agency head versus the President)?
Administrative leave is administrative leave and all levels are coded the same. There is occasional confusion when the President signs an Executive Order providing some special leave for employees. In most cases, the Executive Orders establish a day or period of time to be treated as a “holiday”. In those instances, the time is coded like other holidays to 050. If Presidential orders are to be treated differently, employees are notified. There is also some confusion from time to time when administrative leave (coded 060) is declared by a Washington office authority. When the leave is announced, occasionally they do not include in the first notification who is included in the dismissal and under what circumstances. As the official in charge, that authorizer has the right to determine when, how much, who, etc., the leave applies to. As those questions are clarified, the Regional office extends those clarifications to the field level. Although the coding remains the same, the specifics as to application of the leave may change. The official in charge makes those determinations.

17. When is holiday worked coded as both 050 and 051?
Holidays are coded to 050. All full-time employees are entitled to holidays. Part-time employees are entitled to holidays if the holiday falls on a scheduled work day. Employees on an intermittent work schedule have no established tour of duty and are therefore, not entitled to holidays. When an employee with a holiday entitlement works on a holiday within their scheduled tour of duty hours, that time is coded to 051. You can not have 051 unless you have coded 050. The code 050 pays the employee their regular rate of pay and the code 051 pays the employee their regular rate of pay a second time, giving them their premium pay entitlement. Do not code this time to overtime. Overtime pays at time and a half and would be an incorrect premium payment. However, time worked on a holiday outside a full-time employee’s scheduled tour of duty would be coded to overtime, 110, or compensatory time, 040.

18. How are holiday hours coded based on the number of hours actually worked?
The holiday entitlement is based on the required tour of duty hours for the day declared the holiday.

19. Does an employee have to take/record a lunch break when taking leave concurrently?
All full-time work schedules must include a half or whole hour lunch period between the hours of 11:00 a.m. and 1:00 p.m. If leave is taken for the whole day, only the amount of required hours of duty for the day are charged to leave. For leave taken before or after lunch, determine the actual amount of hours worked for the day and subtract that from the required work hours for the day. The difference is the amount of leave taken. Lunch periods may not be taken at the beginning or end of a day to reduce the amount of leave taken.

20. Is direct deposit mandatory?
Yes.

21. What employees are entitled to fitness or exercise programs while on duty?
Director’s Order No. 100 establishes policy for all Service law enforcement officers, including special agents in the Office of Law Enforcement and refuge officers in the Division of Refuges who are required to participate in physical training (conditioning). The Service provides 3 hours per week of official duty time to participate in health and fitness activities to assist law enforcement officers in meeting mandatory physical training (conditioning) requirements and annual fitness assessments. Scheduled fitness participation during duty hours must be scheduled in reasonable blocks of time when possible, may not interfere with job performance, and may not be carried over from one week to the next if unused.

22. Can employee take terminal leave when resigning?
No. Terminal leave is annual leave requested, approved, and taken by an employee immediately prior to their planned separation. Administrative authority to grant an employee annual leave prior to separation from the Service, when it is known in advance that the employee is to be separated, is limited to cases where the exigencies of the public service requires such action.


C. 1040 Appointments ⁽⁵⁾

1. When does an employee get a new service year?
The service year is the calendar year beginning on the date of the employee’s initial appointment. If the employee changes positions, they may get a new service year date. If the employee is promoted at the same station and it is the same type of position, the service year remains the same.

2. What are the benefits?
Employees earn sick and annual leave and are entitled to holiday pay if not in an intermittent status.

3. What hours count towards the 1040 and how do you track them (ACVW)?
Actual regular hours worked, paid leave hours, paid compensatory time taken, and paid holidays all count toward the 1040 hours. ACVW is a FPPS screen available that lists hours counted toward the 1040 allowable hours.

4. How much and under what circumstances can training be given (1st year and each subsequent year on this type of appointment)?
Employees are entitled to up to 120 days upon the initial appointment and up to 2 weeks a year thereafter.

5. How is the training coded?
TRN - by using this correct code, the hours do not count against the 1040 hours.

6. Can an employee’s appointment be extended?
The employee’s appointment can be extended on the not-to-exceed date or terminated.

7. When is a work schedule change required? How is the change coded?
When the employee’s work is completed or his/her hours are depleted (up to 1039) and the station would like them to return to work in the Spring, the employee is placed on an intermittent work schedule. The station should submit a request in FPPS to change the work schedule.

8. What are the consequences for an employee who works more then 1039 hours?
Employees exceeding the 1039 limit may not have their appointment extended the following service year (unless an OPM exception exists). Once the 1039 hours are reached and/or exceeded and no exception exists, the position should be re-advertised for all applicants to compete.
Note * worst-case scenario, organizational units who schedule and approve 1040-employees to continue working in excess of the 1039 limit (without an approved exception), may have their ability to continue using the 1040 hiring authority revoked.

9. Are there exceptions to the 1040 hours? (i.e., fire positions)
Employees may only work longer than the 1039 limit if an exception is granted by OPM. OPM exceptions are rare, however, they have been granted in the past, for example, Range Technicians (firefighters) during seasons experiencing high fire activity and/or a shortage of qualified firefighters. Do not however, make an assumption that all 1040 firefighters will be granted this exception each year.

10. If an employee leaves a 1040 position to take another 1040 position, how is the action processed?
The gaining office prepares a request for eligibles and the action is coded as a Conversion to a new appointment.

11. Can an employee work under a 1040 appointment in 2 agencies at the same time (dual status)?
Although there are special allowances for dual appointments, we advise the first appointment to be terminated. There are multiple problems associated with dual appointments that generally cause the employee and the agencies difficulties. Call and discuss this issue with a staffing specialist before making a decision.

12. How can a 1040 employee be promoted?
The employee must re-apply to a seasonal vacancy ad and be selected for the higher grade level.

13. Are employees eligible for within grade increases (WIGI’s)?
Normally GS temporary employees would not be eligible for WIGI’s, however, seasonal wage grade (WG) employees are eligible for WGI’s.

14. How are employees affected by holidays and overtime?
Employees are entitled to holidays if working a full-time schedule or a part-time schedule that includes the holiday as a workday. The holiday hours count against the 1040 hours. Overtime may be worked and does not count against the 1040 hours.

15. Do 1040 employees earn leave?
When working a full or part-time work schedule, employees earn sick and annual leave.

16. Can an employee earn leave while on an intermittent work schedule?
No leave and no holiday entitlement.

17. When is a termination processed versus a resignation?
Terminations are initiated by management. For example; if the station does not have funds or work for the employee and they do not intend to fill the position the following season; or if there are conduct or performance issues with an employee, a termination may be the appropriate course of action. Contact your Employee Relations Specialist for guidance and requirements. Resignations are initiated by employees. If the employee states that he/she is not returning the following season, request the resignation in writing or have the employee sign an SF-52 indicating a resignation.

D. Staffing/Employment ⁽⁵⁾

1. What is the difference between a career seasonal and 1040 appointment?
The difference between a career seasonal and 1040 appointment is that a career seasonal is a permanent appointment whereas a 1040 appointment is a temporary appointment with a limitation on the number of hours the employee can work in a service year. Career seasonal employees are entitled to benefits. 1040 appointees with the exception of leave and paid holidays while in a work status, are not entitled to benefits.

2. Under what appointments does an employee receive a within grade increase?
GS employees: An employee who occupies a permanent position regardless of work schedule (i.e., full-time, part-time, seasonal or intermittent) or type of service (i.e., competitive or excepted) receives within grade increases. A permanent position is defined as a position filled by an employee whose appointment is not designated as temporary by law and does not have a definite time limitation of one year or less. Within grade increases are given to employees serving on term appointments.

WG employees: All WG employees are entitled to receive with-in-grade increases.

3. Under what circumstances can a term employee be hired?
Positions are usually filled as term appointments when the need for an employee’s services are not permanent. Reasons include but are not limited to: project work, extraordinary workload, scheduled abolishment, reorganization, contracting out of the function, uncertainty of future funding, or the need to maintain permanent positions for placement of employees who would otherwise be displaced from other parts of the organization.

4. When does a supervisor need to refer to HR Memo 1?
A supervisor needs to refer to the HR Memo 1 whenever filling a position or effecting any kind of personnel action on an employee.

5. What are the time in grade restrictions for promotions for GS and/or WG positions?

GS employees:

GS-12 or above: Candidates for advancement to a position at GS-12 or above must have completed a minimum of 52 weeks in a position no more than one grade lower (or equivalent) than the position to be filled.

GS-06 to GS-11: Candidates for advancement to a position at GS-06
through GS-11 must have completed a minimum of 52 weeks in positions no
more than two grades lower when the position to be filled is in a line of work
properly classified at a 2-grade intervals (ie., Biologists, Administrative Officers);
OR no more than one grade when the position to be filled is in a line of work
properly classified at a 1-grade interval (ie., Biological Technicians, Administrative
Assistants).

GS-05 and below: There are no time-in-grade restrictions.

WG employees:

There are no time-in-grade restrictions.

6. 31. Who has the authority to offer recruitment/retention/relocation bonuses and repayment of student loans?

The Director of the Fish and Wildlife Service has authority to offer bonuses and repayment of loans. This authority has not been delegated down.

7. Can a supervisor hire a Student Career Experience Program (SCEP) student from other agencies outside of the Department of Interior?
Yes.

8. What is the difference between the Student Temporary Employee Program (STEP) and the Student Career Experience Program (SCEP)?
Student Temporary Employee Program (STEP): An individual who has been accepted for
enrollment, or who is enrolled, as a degree seeking student in an accredited high school,
technical or vocational school, 2-year or 4-year college or university, graduate or
professional school may be appointed to a STEP position. The STEP program is
temporary in nature and the students are not eligible for most benefits (ie, retirement,
TSP, Life Insurance, Health Insurance until they complete 1 year). The nature of the
duties do not have to be related to the student’s academic/career goals. Also, under the
STEP program, students are not eligible for non-competitive conversion to a term, career, or career-conditional appointment.

Student Career Experience Program (SCEP): An individual who has been accepted for
enrollment, or who is enrolled, as a degree seeking student in an accredited high school,
technical or vocational school, 2-year or 4-year college or university, graduate or
professional school may be appointed to a SCEP position. The students are eligible
for benefits. The work experience with the agency must be related to his/her
academic/career goals. Students, who are U.S. citizens may be non-competitively
converted from the SCEP program to a term, career or career-conditional appointment if
the following conditions are met: (a) completed within the preceding 120 days, at an accredited school, course requirements conferring a diploma, certificate, or degree;
(b) completed at least 640 hours of career-related work, before completion of, or concurrently with, the course requirements; (c) been recommended by the
employing agency in which the work was done; and (d) met the qualification standards
for the targeted position.

9. What are the occupational series for Outstanding Scholar appointments and what is the criteria on hiring?
The Outstanding Scholar Program was established as a supplement to the competitive
examining process. This authority was not intended to replace competitive examining,
nor to become the primary method of hiring. To qualify for consideration as an
Outstanding Scholar, an applicant must be a college graduate from an accredited
university (or expect to graduate within 9 months) who has maintained a grade-point
average of 3.5 or higher on a 4.0 scale for all undergraduate course work, or have
graduated in the upper 10 percent of their baccalaureate graduating class, or of a
major university subdivision.

This authority is only to be used with the recruitment of administrative occupations
at the GS-05 and GS-07 grade level where the promotion potential is at least the
GS-09 level. Examples of occupations that can be filled under this authority are:
Park Rangers, Human Resources, IT Specialists, Administrative Officer, Program
Analyst, Budget Analyst, Public Affairs, Writer-Editor, Contracting etc. Occupations
that cannot be used are clerical, technical and professional occupations such as:
Biological Science Technician, Range Technician, Administrative Support Assistant,
Fish and Wildlife Biologist, Fishery Biologist, Wildlife Biologist etc.

Prior to filling a position using this authority, you must announce the position to all
sources to ensure that all interested applicants can apply.

10. How long does an employee need to be on a Schedule A (handicap) appointment before he/she can be converted to a career-conditional appointment?
Upon 2 years of satisfactory service an employee hired under this special appointing authority can be converted to a competitive service, career conditional appointment..

11. What is the difference between VRA and VEOA eligibility and appointments?

VRA (Veterans’ Recruitment Appointment): VRA is a non-competitive excepted
service appointment where after two years of successful employment, the employee
must be converted to a career-conditional or career appointment. VRA appointments
can be used for temporary, term and permanent positions. The maximum grade level
at which such appointments may be made is GS-11 or equivalent (you can use VRA for
positions that have a full performance level of GS-12 or 13, but are recruiting at the GS-11). The following veterans are eligible for this appointment: (a) disabled veterans; (b)
veterans who served on active duty in the Armed Forces during a war, or in a
campaign or expedition for which a campaign badge has been authorized; (c) veterans
who, while serving on active duty in the Armed Forces, participated in a military
operation for which an Armed Forces Service Medal was awarded; (d) veterans who have last separated active duty within the past 3 years. VRA applicants are placed by
veterans preference on a non-competitive certificate. In the selection process,
you cannot pass-over a preference eligible VRA applicant for a non-preference eligible
VRA applicant.

VEOA (Veterans Employment Opportunities Act of 1998): VEOA is a competitive service appointment. VEOA requires that agencies must allow eligible veterans to apply for positions announced under merit promotion procedures when the agency is recruiting from outside its own workforce (outside DOI). A VEOA eligible who competes under merit promotion procedures and is selected will be given a career or career conditional appointment. Veteran’s preference is not a factor in these appointments. VEOA appointments can only be used for permanent positions. You can use a VEOA appointment for any grade level. To be eligible for a VEOA appointment, a veteran must be a preference eligible OR a veteran separated after 3 or more years of continuous active service performed under honorable conditions.

12. What is the difference between a competitive and noncompetitive referral?
There are two types of competitive referrals: Delegated Examining and merit promotion (which include applicants under the Veterans Employment Opportunities Act (VEOA)). They are called competitive referrals because the applicants “compete” to be amongst those referred. A crediting plan is used to assess points and then those points are transmuted (a value table equates points to a percentage score) into scores. Depending on the score received an applicant may or may not be among the best qualified to be referred. DEU applicants generally are referred in score order, however on occasion, compensably disabled veterans float to the top of the certificate regardless of their score. Merit promotion candidates are referred in alphabetical order. Non-competitive referrals may include applicants who currently hold or have held in the past the same grade of the position being filled (reassignments/transfers, change to lower grade and reinstatements), Veteran’s Readjustment Act applicants, 30% disabled veteran applicants, Peace Corps volunteers, and individuals with disabilities. Noncompetitive means that these applicants do not have to “compete” to be referred. All noncompetitive eligibles are referred in alphabetical order except for VRA candidates who are referred in veteran’s preference order. Refer to D-23 for selection samples.

13. What is the definition of “status applicant”?
A “status applicant” is an applicant that is eligible to apply under Merit Promotion
procedures. The following are the most common examples of a “status applicant”.

∙ Current permanent (career conditional or career employee).
∙ An applicant who has served in the military.
∙ A former permanent competitive service employee (Reinstatement eligible).
Former employees who had Career status or have veterans preference have lifetime reinstatement eligibility while former employees who had Career Conditional status have 3 years from their last separation date under a career-conditional appointment, or under which he or she acquired competitive status.
∙ Applicants who served as a volunteer or volunteer leader with the Peace Corps or as a VISTA volunteer only if the volunteer has less than 1 year break from the qualifying service. Also, Peace Corps staff members can be appointed up to 3 years after separation from qualifying service.
∙ Individuals with disabilities.

Temporary and Term appointments do not provide the applicant with “Status”.

14. What is Delegated Examining Unit (DEU)? Is there a cost? When does a supervisor use DEU?
DEU is one recruitment source for hiring candidates. The Office of Personnel
Management has granted this authority to Region 6, Fish and Wildlife Service. There is no cost to use this source. A DEU announcement is open to any U.S. citizen and canno limit the area of consideration (ie. local commuting area). DEU is extremely labor intensive to process. Selecting officials should discuss this option with a Human Resource Specialist to determine if it is an appropriate or effective hiring source. A good “rule of thumb” when considering DEU is; where would you find qualified candidates to perform the duties of the position being recruited. Your answer to this question will assist you and the Human Resource Specialist in finding the best recruitment source for your needs.


15. Are there still jobs that have to be recruited for from OPM?
Yes. When recruiting for positions such as Administrative positions at the GS-05 or GS-07 level that have promotion potential to the GS-09 or above, and we are using an outside source allowing anyone to apply, we must use OPM. (See D-9 also.)

16. When can an employee on a term appointment be extended? How long can an employee be on a term appointment?
Agencies may make a term appointment for a period of more than 1 year but not more
than 4 years. OPM may authorize an exception beyond the 4 year limit if the extension is clearly justified. An extension is only for 1 additional year. Examples of an extension justification are: the project is not completed but will/should be completed in the next year; the employee has specific essential skills needed to complete the project that no other candidate possesses; and/or the work will not continue for a longer period of time. The time period is important since OPM would ask, why not make the position permanent. Funding is normally not an acceptable reason for an extension. It is not in the best interest of the Service to routinely request extensions, therefore extension requests from management should be rare.

17. When do actions have to be received through FPPS by Human Resources to be effective on the date requested?
Actions should be received at least one pay period prior to the effective date to ensure
completion by the requested date.

18. What are the benefits for employees on temporary and term appointments?
Temporary employees on part time or full time schedules are entitled to the following:

- Annual and sick leave
- Health insurance (after 1 year of continuous service)
- With-in-grade increases for Wage Grade employees. GS employees do not receive
With-in-grade increases while on a temporary position.
- Holiday pay

Temporary employees on an intermittent schedule are not entitled to any benefits.

Term employees are entitled to the same benefits that a permanent employee receives.

19. Can we name request when recruiting? If yes, in what situations should name requesting be done?
Yes, management may name request while recruiting but they must be careful to ensure
fair and equal treatment to all applicants. If management does have a name request, it
is imperative to provide the name to the HR office when using DEU Authority. This can be seen in the example below:

We recruited using DEU for a Administrative Officer, GS-0341-09 position.
Management had a name request (Jane Doe) but did not inform HR of the name
request. HR rated and ranked all applicants. There were 5 applicants who scored
100 points (including Jane Doe). There were no preference eligibles that applied or scored 100 points. There was a 5-way tie. Because management can only select from the top 3 candidates, a tie breaker must be used to determine the top 3 candidates. The tie breaker is based on the last number of the applicant’s Social Security Number compared to a random number provided by OPM. In this case the random number was 5. Jane Doe’s SSN ended in 4 while two candidate’s SSN’s ended in 6, one ended in 8 and one in 0. Based on DEU guidance on applying the random number tie breaker, Jane Doe would be the fifth candidate on the certificate. Management could not select her unless two of the candidates declined the position. If management had provided a name request, the tie breaker procedure would have been first, Name Request (Jane Doe), and then random number. Jane Doe would have been number 1 on the list and would have been within reach for selection.

20. What is the difference between crediting plans for GS and WG positions?
Crediting plans for GS positions have three levels - superior, highly successful, and fully successful, and usually assigned points of 5, 3, and 1. Crediting plans for WG positions have four levels - superior, good, satisfactory, and acceptable, and usually assigned points of 4, 3, 2, 1. Crediting plans for WG positions must have a screenout KSA.

21. What is the difference between CARES and the current recruiting advertisement method?
CARES is an automated recruitment and referral system that Fish and Wildlife is
incorporating for use to advertise all vacancies. Applicants will apply on-line where they
will be required to answer numerous questions. There will be job related questions but
there will not be any Knowledge, Skills and Abilities (KSA’s) used. The CARES system
will provide a listing of all applicants and their scores based on how the questions were
answered. The HR office will then review the applications and send a certificate to
managers electronically. It is anticipated that using CARES will result in a large increase
in applications received.

22. What is the policy for interviewing?
Interviewing is highly recommended, but not mandatory. Fish and Wildlife’s Merit Promotion Plan states, if a supervisor chooses to interview one merit promotion candidate, they must interview all merit promotion candidates. There is no guidance on whether management has to interview all DEU candidates as well as non-competitive candidates, however, for consistency, it is recommended to interview all candidates. Also, the same questions must be asked of all applicants interviewed.

23. What are the rules for selecting a candidate from a DEU referral?
Under DEU there are two basic premises:

You can only select from the top three candidates AND
You can not pass over a veteran to select a non-veteran

Listed below are a few examples of certificates and who you can select.

1. 100 NV (non veteran)
2. 95 TP (preference eligible)
3. 95 NV (non veteran)
4. 90 NV (non veteran)

You can select the candidate 1 or 2. You cannot select the 3rd candidate since you cannot pass over a veteran to select a non-veteran. If the TP declines, then you can consider candidates 1, 3, and 4.

1. 110 CPS (compensable disabled veteran)
2. 100 NV (non veteran)
3. 95 TP (preference eligible)
4. 95 NV (non veteran)

You can select either candidate 1 or 3 but not 2 since you cannot pass over a veteran to select a non-veteran. However, you can select a lower preference eligible veteran. If the CPS declines, you could then select candidate 2 or 3.


1. 100 NV
2. 99 NV
3. 95 NV (random number)
4. 95 NV

You can select any of the top 3 candidates but not candidate 4 since that person is not in the top three. If one of the top 3 declines, then you could select candidate 4.

24. What is ICTAP (Interagency Career Transition Assistance Plan) and CTAP (Career Transition Assistance Plan)?
ICTAP and CTAP are priority consideration programs for displaced or separated
employees. CTAP is for DOI employees while ICTAP is for other agency employees. To be eligible for CTAP or ICTAP, the applicant must have been separated or is being
separated in the local commuting area for the position being recruited . Also,
the applicant must be well qualified (must be able to walk in and do the job) for the
position and the position must not be higher graded than what the employee was when
separated. If a CTAP employee meets all requirements, you must offer the
position to that CTAP employee before offering to any other candidate. Under ICTAP,
if you select anybody outside of the agency (DOI) then you must offer the job first
to the ICTAP employee.

25. What are the rules when promoting an employee on a developmental position?
The employee must meet both the qualification requirements as well as time-in-grade
requirements prior to promotion. The employee also must be performing at a
satisfactory level and management must feel that the employee is ready for higher
level responsibilities. An electronic SF52 must be received by HR prior to the
effective date of the action to be processed on time.

26. What is required for selection justification?
Selection justification needs to state why the candidate was selected for the position based on job related factors only. Selection justification should not include why the selectee was more qualified than the other candidates. The selection package needs to contain the post recruitment checklist and all applications.

27. What documents need to go with selection packages? Once package is completed, where is it sent?
Once a selection has been made, you need to sign all of the certificates and annotate
who you selected and at what grade level. Also required is a selection justification
on why you selected the applicant (not why you did not select someone) as well as
a post recruitment checklist. Send the entire package back through your Administrative Officer. Once the selection is approved in the program, it comes back to HR for review. The package then goes through DCR to the Regional Director for approval. Once approved, the HR office will make an offer to the selectee.

28. When can an offer of a PCS move be offered?
Fish and Wildlife policy requires that for all GS-13 positions and above, a
Permanent Change of Station (PCS) must be offered. If the recruit is below a GS-13, management has the right to determine if a PCS will be offered or not. The decision must be made prior to announcing the position. It must be included in the announcement. If you are offering a PCS move under a Merit Promotion vacancy, you must also offer it if the same vacancy is announced under Delegated Examining. For a new appointee (outside of government), the PCS move is limited to such items as transportation costs for selectee, transportation of household goods and hotel costs during trip. It does not include real estate expenses.

29. What is the policy on repayment of PCS expenses if an employee leaves?
It depends on where the employee went. If the employee went to another government
position we cannot require repayment of PCS expenses. If the employee left the
government prior to the end of their transportation agreement (1 year), we can require the
employee to pay back PCS expenses.

30. How is pay set on new appointments, transfers, promotions and reinstatements?
For new appointments, pay is set at the 1st step of the grade for which appointed, unless an advanced in-hire rate was approved by management prior to the employee starting work in the position. For transfers/reassignments, pay remains the same. For promotions, pay is set based on the two step promotion rule. Two steps are added to the employee’s current step. The salary for that new step is compared to the grade and steps at the higher grade. If the salary falls between steps at the higher grade, the employee is given the higher step. For example: employee is currently a GS-6, Step 4. He was selected for a GS-7 position. Two steps are added to the GS-6, step 4 which would be a Step 6. The salary for the step 6 is compared to the GS-7 pay scale. The salary at the Step 6 is between the step 2 and step 3 of the GS-7 pay scale. Therefore salary would be set at the GS-7 step 3. For reinstatements, the applicant’s highest previous rate salary is compared to the current pay scale for the grade the employee will be occupying. If the highest previous rate salary falls between two steps, the employee’s pay would be set at the higher step. For example, employee previously held a GS-6 step 4. Employee was selected for a GS-5 position. Employee’s salary at the GS-6 Step 4 falls between the step 7 and step 8 of the GS-5 pay scale. Employee’s pay would be set at the GS-5 Step 8. For salary to be considered as highest previous rate it must have been earned on an appointment that was expected to last for more than 90 days. Rates earned on a temporary promotion of less than one year cannot be used for highest previous rate purposes.

E. Benefits ⁽⁵⁾

1. Who gets benefits and what are they?
There are a wide array of benefits available to many government employees such as sick leave, annual leave, military leave, leave share, Family Medical Leave Act, transportation and fitness reimbursements, Thrift Saving Plan (TSP), retirement plans (CSRS and FERS), health insurance plans (FEHB), and life insurance (FEGLI). Employees on Career, Term, and SCEP appointments will generally be entitled to all of these benefits after meeting certain eligibility rules. Employees on temporary appointments are entitled to benefits such as leave however, they may not be entitled to other benefits such as FEHB, retirement, or TSP.

2. How does Leave without Pay (LWOP) affect an employee?
LWOP status for employees who are performing military duty or being paid workers’ compensation counts as a continuation of Federal employment for all purposes upon the employee’s return to duty.
Leave accrual is lost each time a full-time employee accumulates 80 hours of LWOP.
For career tenure, the first 30 calendar days of each LWOP period is creditable service. For completion of the probation period, 22 days of LWOP are creditable service.
To meet time-in-grade requirements for promotion, LWOP status is creditable service. For retirement benefits, a total of 6 months in LWOP status in any calendar year is creditable service.
For health benefit purposes, enrollment continues for no more than 365 days in LWOP status. The government contribution continues while in a LWOP status. The employee contribution remains the employee’s responsibility for payment.
Life insurance coverage continues for 12 consecutive months in LWOP status without cost to the employee.
For within-grade increases, a total of 2 workweeks in LWOP status in a waiting period is creditable service for advancing to steps 2, 3, and 4 of the General Schedule; 4 workweeks for advancing to steps 5, 6, and 7; and 6 workweeks for advancing to steps 8, 9, and 10. For prevailing rate employees (wage grades), a total of 1 workweek in a LWOP status is creditable service for advancing to step 2, 3 workweeks for advancing to step 3, and 4 workweeks for advancing to steps 4 and 5.
For reduction in force determination of years of service, a total of 6 months of LWOP in a calendar year is creditable service.
For information and the effects of LWOP on the Thrift Savings Plan, employees should refer to the thrift web sit at www.tsp.gov.


3. When should a LWOP personnel action be submitted?
Initiate an action for: 80 hours or more of LWOP as a result of an on-the-job illness or injury; more than 30 scheduled days of LWOP, scheduled furlough for one day or more; placement in nonpay status for seasonal employees; and/or a suspension scheduled for one day or more.

4. What are the time limits on LWOP? Can extensions be approved? Who has to approve the extensions?
LWOP is an absence from duty without pay that may be granted upon an employee’s request. The immediate supervisor may approve a subordinate’s LWOP not to exceed 10 workdays. Regional and Assistant Directors may approve LWOP and extensions thereof not to exceed 1 year. They may also delegate this responsibility to managers and supervisors who are at least one administrative level above the immediate supervisor. Requests or extensions that result in a total LWOP in excess of 1 year must be approved by the Service Director. Refer to 226 FW 2.18 for specific examples of instances that would support extended LWOP. If an employee invokes FMLA, the employee is entitled to use a maximum of 12 weeks of LWOP in a calendar year. Additional FMLA information in question E-10.

5. When do TSP and FEHB open seasons typically occur?
TSP has 2 open seasons each year, typically 4-15-(03) to 6-30-(03) and 10-15-(03) to 12-31-(03). FEHB has one open season each year, typically 11-9-(03) to 12-9-(03). Watch for employee bulletins advising of open season dates

6. What is TSP?
TSP refers to the Thrift Savings Plan which is similar to a private industry 401K.

7. When can an employee change FEHB coverage?
During normal open season period or following a life changing event such as marriage, divorce, or birth of a child.

8. When can an employee change FEGLI coverage?
Employees may decrease their coverage at any time. To increase coverage, there may be an application process, a physical requirement, exceptions, and/or other qualifyng events needed. Please contact your Human Resources Specialist for eligibility requirements.

9. How much leave does an employee accrue?
Employees working full-time work schedules earn:
∙ 4 hours of sick leave each pay period
They also earn annual leave (AL) of either 4, 6, or 8 hours, dependent upon their leave category determined by their service computation date.
∙ Up to 3 years of service - 4 hours of Al each pay period
∙ 3 to 15 years of service - 6 hours of AL each pay period and (an extra 4 hours added at the end of each year)
∙ 15 or more years of service - 8 hours of AL each pay period

Employees working part-time schedules earn leave prorated on the above entitlements.

10. Are there official breaks?
No

11. What is the Family Medical Leave Act (FMLA)?
The FMLA provides employees with up to 12 weeks of unpaid leave for the birth and care of a son or daughter, the adoption or foster care placement of a child with the employee, the care of a spouse, son, daughter, or parent with a serious health condition, or a serious health condition of the employee. If the eligibility requirements are met and all appropriate procedures are followed, the employee retains their benefits and position status which equates to “job protection” during the 12 week period. Additional requirements and conditions may apply.

12. What is criteria for approval of leave sharing/advance annual leave/advance sick leave?

Leave share information can be found in 226 FW 7. To apply, the employee should complete Optional Form 630 or a memo including name, social security number, reason(s) leave is needed including a brief description of the nature, severity, and anticipated duration of the medical emergency, and certification from one or more licensed physicians or other appropriate experts with respect to the medical emergency. The request/application is then submitted to the supervisor for approval and then forwarded to Human Resources for program approval and administration. Requests for advanced annual leave can only be approved by the next level supervisor. The maximum amount that can be advanced is the amount of annual leave the employee will earn in the remainder of the leave year. Employee submits a written request including his/her justification to support the request. Requests for advanced sick leave can only be approved by the next level supervisor. The maximum amount of a sick leave advance(s) is 240 hours. The advance total can never exceed 240 hours. Employee submits a written request including his/her justification and medical documentation to support the request. All advance requests will be reviewed and considered on a case by case basis.


13. What are the transportation and fitness benefits?
All employees who use mass transportation or van pools to commute to work are eligible for the transportation subsidy program. This program gives each enrolled employee $100 a month for mass transportation and van pools. The employee receives the subsidy through a voucher program. The subsidy will be distributed to employees through the Human Resources Office. Employees are not eligible to participate in the subsidy program if they received federally subsidized parking. Executive Order 13150 entitled, “Federal Workforce Transportation” establishes Fish and Wildlife Service policy and procedures for this program.
In an effort to promote and maintain the physical and mental fitness of Service employees through a health services program, the Service, after the end of each calendar year, will reimburse 50 per cent of an individual membership fee for a commercial, non-federally sponsored, fitness center, up to $275 per year for all permanent Service employees. To be eligible for reimbursement of these fees, you must participate in fitness activities an average of two times per week at your fitness center during the period for which you request reimbursement. Some restrictions apply so refer to Director’s Order No. 122 which establishes Fish and Wildlife Service policy and procedures for reimbursement of membership costs.

14. What are the telework procedures?
Currently the telework/telecommute program being utilized in Region 6 is Flexiplace. Refer to 226 FW 4 in the Service manual for program specifics, requirements, forms, etc. A Flexiplace Coordinator is located in Human Resources to accept, review, and process requests.

15. What are the retirement benefits?
There are three retirement plans: Federal Employees Retirement System (FERS); Civil Service Retirement System (CSRS); and CSRS Offset. Retirement benefits are based on age and years of service at the time of retirement. In general, the following information applies regarding these three plans.
FERS serves permanent Federal employees first hired after December 31, 1983.
CSRS serves permanent Federal employees hired before January 1, 1984.
CSRS Offset is available to permanent Federal employees first hired before 1984 who were covered by CSRS, but left Federal service for more than one year and were then rehired after 1983. To reenter CSRS, these employees must have had 5 years of CSRS eligible service by January 1, 1987.
Contact your Human Resources Office for answers to more specific questions.

16. What is the processing for the approval of awards and Quality Step Increases? What forms need to be submitted and the time lines?
Region 6 monetary awards guidance was issued to all programs and supervisors in 2002 to provide consistency in making award determinations. The guidance provides answers to these and other award questions. A copy can be requested from Human Resources. FWS Form 3-2207 is used to nominate an employee for an award. Nominations should include justifications that are specific. Monetary approval levels are: up to $1,000 by immediate supervisor; up to $1,500 by second level supervisor; up to $2,500 by Assistant Regional Director; up to $3,500 by Deputy Regional Director; up to $4,000 by Regional Director; and over $4,000 by Director. A QSI is the only award linked directly to the employee’s performance rating of record and should be granted in a timely manner following receipt of that rating. To be eligible for a QSI, employees must; achieve all critical results in their Employee Performance Plan, demonstrate performance at a high level of quality exceeding the acceptable level of competence, display that the high level of performance was sustained for at least 6 months, and the performance must give promise that it is expected to continue. The standard form used for most types of recognition including a QSI, is FWS Form 3-2207. Attach the employee’s performance rating to the award form. Generally the immediate supervisor recommends the QSI and the next level supervisor approves the recommendation. Follow additional program reviews or requirements and submit to the Human Resources Office for processing.

17. What are the performance rating periods? When are the ratings due to Human Resources?
The appraisal period begins October 1 and ends September 30 each year. Before the end of the appraisal period, the supervisor will also conduct at least two progress reviews. The minimum period on which an appraisal may be based is 90 calendar days. Annual ratings are to be completed and presented to the employee no later than 60 days after the completion of the annual appraisal period. Completed performance ratings are then forwarded to Human Resources. This should normally be completed by November 29 each year.