Recruitment and Placement and Pay Administrations Module 8 New York National Guard Technician Personnel Management Course

Regulations Definitions What is Recruitment and Placement Employee Actions Pay Administration/Incentives Special Pay Questions 2

REGULATIONS MERIT PROMOTION PLAN NGB RELATED TECHNICIAN PERSONNEL REGULATION OPM GUIDELINES FEDERAL TECHNICIAN HANDBOOK 3

Employment Status Definitions 4 Dual Status (DS) – employees who as a condition of employment must maintain compatible military membership and assignment in the National Guard. Non-Dual Status (NDS) – employees who are not required to be members of the National Guard.

Employment Status Definitions Employment Status Definitions 5 Permanent – Technician employees with benefits and career status. Tenure 1 and 2 employees. Indefinite – Employees whose positions are non- permanent and hired for an unlimited period of time. Tenure 3 employees. Temporary – Employees whose positions are of a temporary nature with work & funding expected to last for less than one year. Not eligible for benefits. Tenure 0 employees.

WHAT IS RECRUITMENT & PLACEMENT? 6 Seeks and maintains a continuing human resources program to meet staffing needs of the organization. Administers employee actions (next slide) Provides advice, guidance and assistance to management and employees.

Employee Actions New Appointments Promotions Change to Lower Grade Reassignments Details 7

NEW APPOINTMENTS Permanent or Temporary Appointments Pay must be set at the minimum rate of the grade. (Can be) Justified and approved as superior qualifications or special needs authority. 5 CFR 531, Subpart B 8

GS PROMOTIONS A promotion occurs when an individual: Moves from a lower grade to a higher grade within the same (GS) pay schedule or Moves from another system with a lower rate of basic pay to a higher rate within a GS grade 9

Question??? Jon is a GS-07 Supply Systems Analyst. He was online checking out the USA JOBS website and saw another GS- 07 position being advertised in the Human Resources field. He asked his Supervisor, “Is this a promotion?” What would you say as his Supervisor? 10

11 GS Mandatory Promotion Rule (2 Step Rule) When an employee moves from a lower GS grade to a higher GS grade, the employee is entitled to the lowest rate of the higher grade which exceeds the existing rate of basic pay by not less than two step increases of the grade from which promoted. 5 U.S.C. 5334(b)

12 GradeStep 1Step 2Step 3Step 4Step 5Step 6Step 7Step 8Step 9 Step ,32421,00321,67922,35123,02723,42424,09224,76624,79225, ,85123,39524,15124,79225,07125,80826,54627,28328,02128,758

FWS PROMOTIONS A promotion occurs when an employee: Moves from one grade of a prevailing rate schedule to a higher grade in the same schedule. Moves from a position under one prevailing rate schedule to a position under another, different prevailing rate schedule with a higher representative rate (e.g., WG to WL). Moves from a position not under a prevailing rate schedule to a position with a higher representative rate under the prevailing rate schedule (WG 5 to a WG 8). 13

FWS PROMOTIONS FWS MANDATORY PROMOTION RULE: Technician pay on promotion is set at the lowest scheduled rate of the grade to which promoted that exceeds his or her existing scheduled rate of pay by at least 4% of the representative rate (Step 2) of the grade from which promoted 14 5 CFR

FWS PAY CHART 15 WG WL-WSWG- RatesWL-RatesWS- RatesPay GRADE Level

16 Voluntary or Involuntary An action in which a technician moves from a GS/FWS position at one grade to a position at a lower GS/FWS grade. Can be known as a Demotion

17 Requested by an employee for their own convenience or benefit – such as a geographical move or career change Returns employee to their lower graded position following a temporary promotion

18 A detail is intended only for meeting temporary needs of the work program when necessary services cannot be obtained by other desirable or practical means. A detail may be for 120 days or less to a same or lower-graded position with known promotion potential. Detail of technicians who are bargaining unit employees are governed by the Labor Management Agreement.

19 Reassignments with promotion potential must be filled under competitive procedures. A temporary reassignment may be more appropriate than a detail or other personnel action when it is expected the services will be needed for more than 120 days. Applicants must meet the qualification standards and military requirements prescribed for the position. A temporary reassignment may be for one year or less; upon approval extension maybe extended for one additional year. An extension beyond two years must have prior National Guard Bureau approval.

P ay A dministration Module #9 2Lt Shannon Pingitore

FEDERAL PAY SYSTEMS General Schedule (GS): a nationwide system set by Congress. Federal Wage System (FWS): set by local wage surveys. 21

GS Within-Grade Increases Waiting Periods: Step calendar weeks Step calendar weeks Step calendar weeks 5 CFR

FWS Within-Grade Increases Waiting Periods: Step 226 Calendar Weeks Step 378 Calendar Weeks Step 4 and 5104 Calendar Weeks 5 CFR

Pay Incentives Recruitment Incentive Relocation Incentive Retention Incentive Advanced In-Hire Rates (Special Qualifications) 24

Recruitment Incentives Are paid to newly appointed technicians if the position is likely to be difficult to fill; document justification in writing amount and timing of payment, and service obligation period Are paid to GS positions Must be approved prior to selection and appointment of the candidate May be up to 25% of annual basic pay at the beginning of the service period 25

Relocation Incentives Are paid to currently employed technicians who must relocate to accept a position in a different geographic location (50+ miles) if the position is likely to be difficult to fill. Technician must relocate to receive Must document justification in writing, amount and timing of payment, service obligation period, and be approved prior to payment. May be up to 25% of annual basic pay at the beginning of the service period. 26

Retention Incentives Are paid to currently employed technicians if the unique qualifications or a special need of the agency makes it essential to retain the technician and it is likely the technician would leave the Federal service Must document justification in writing, amount and timing of payment, service obligation period, and be approved prior to payment May be up to 25% of annual basic pay at the beginning of the service period 27

Advanced In-Hire Rates States must consider using a Recruitment Incentive instead of, or in addition to, the Advanced Rates. Recruitment Incentive – Determinations made on a case-by-case basis – Must be approved in advance to the appointing of the personnel 28

29 An employee who is placed in a lower grade is entitled to retain the grade held immediately before the reduction for a period of 2 years *The member will receive 100% of the Annual increase

30 Mandatory: RIF Reclassification Optional: In anticipation of a RIF announced in writing

31 Termination of Grade Retention The employee has a break in service of 1 workday or more. The employee is reduced in grade for personal cause or at the employee's request.

Pay Retention 32

33 Mandatory Pay Retention is Authorized when: The expiration of the 2-year period of grade retention A reduction-in-force or reclassification action that places an employee in a lower-graded position when the employee does not meet the eligibility requirements for grade retention * Member will receive only 50% of the annual increase

34 May not be provided when a technician: Reduced in grade or pay for personal cause or at the employee's request Employed on a temporary or term basis immediately before the reduction in grade or pay

Special Pay 35

SPECIAL PAY OPTIONS Night Pay Holiday Pay Environmental Differential Pay (EDP) Hazard Duty Pay (HDP) 36

Special Pay GS Night Pay Differential Regularly scheduled work between Basic pay + 10% of basic pay. Paid only for regularly scheduled hours actually worked at night. Not used to calculate overtime or holiday pay CFR

Special Pay FWS Night Shift Differential Regularly scheduled non-overtime hours fall between hours 1500 – Paid for entire shift when the majority of hours fall within specified period above. Paid 7.5% of basic rate of pay if majority of work occurs between 1500 and Paid 10% of basic rate of pay if majority of work occurs between 2300 and 0800 is used to calculate overtime pay and holiday pay. 5 CFR /5 USC 5343 (f) 38

Special Pay Holiday Pay GS & FWS: Receive double-time not to exceed normal work shift. GS & FWS: Guaranteed 2 hours pay GS: Night shift = double-time + 10% FWS: Night shift = double time + normal night shift differential 5 CFR /5 CFR ,132 39

SPECIAL PAY Environmental Differential Pay (EDP) Applies to FWS only Duty characterized by unusual physical hardship or hazards CFR

SPECIAL PAY HAZARD DUTY PAY (HDP) Applies to GS only Duty characterized by unusual physical hardship or Hazards CFR 550 Subpart I

Questions? 42 1LT Shannon Pingitore/SGT Avis A. Sanchez Human Resources Specialist (518) /(518)