Recruitment and Placement and Pay Administrations

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

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

3. MERIT PROMOTION PLAN 690-4 • NGB RELATED TECHNICIAN PERSONNEL REGULATION • OPM GUIDELINES • FEDERAL TECHNICIAN HANDBOOK REGULATIONS

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

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. Employment Status Definitions

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. WHAT IS RECRUITMENT & PLACEMENT?

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

8. 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 NEW APPOINTMENTS

9. 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 GS PROMOTIONS

10. 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? Question???

11. Promotion 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. EXAMPLE

13. 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). FWS PROMOTIONS

14. 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 FWS PROMOTIONS 5 CFR 532.407

15. FWS PAY CHART

16. CHANGE TO LOWER GRADE 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. VOLUNTARY • 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. DETAILS 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. REASSIGNMENT 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.

20. PayAdministration Module #9 2Lt Shannon Pingitore

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

22. Waiting Periods: • Step 2-3-4 52 calendar weeks • Step 5-6-7 104 calendar weeks • Step 8-9-10 156 calendar weeks 5 CFR 531.405 GS Within-Grade Increases

23. Waiting Periods: • Step 2 26 Calendar Weeks • Step 3 78 Calendar Weeks • Step 4 and 5 104 Calendar Weeks 5 CFR 532.417 FWS Within-Grade Increases

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

25. Are paid to newlyappointed 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 Recruitment Incentives

26. 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. Relocation Incentives

27. 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 Retention Incentives

28. 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 Advanced In-Hire Rates

29. GRADE RETENTION 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. GRADE RETENTION • 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.

32. Pay Retention

33. PAY RETENTION • 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. PAY RETENTION • 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

35. Special Pay

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

37. GS Night Pay Differential • Regularly scheduled work between 1800-0600. • Basic pay + 10% of basic pay. • Paid only for regularly scheduled hours actually worked at night. • Not used to calculate overtime or holiday pay. Special Pay 5 CFR 550.121

38. FWS Night Shift Differential • Regularly scheduled non-overtime hours fall between hours 1500 – 0800. • 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 2400. • 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 532.505/5 USC 5343 (f) Special Pay

39. 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 532.507/5 CFR 550.131,132 Special Pay

40. SPECIAL PAY Environmental Differential Pay (EDP) • Applies to FWSonly • Duty characterized by unusual physical hardship or hazards. 5 CFR 532.511

41. SPECIAL PAY HAZARD DUTY PAY (HDP) • Applies to GS only • Duty characterized by unusual physical hardship or Hazards. 5 CFR 550 Subpart I

42. 1LT Shannon Pingitore/SGT Avis A. SanchezHuman Resources Specialistsanning.m.pingitore.mil@mail.mil/ avis.a.sanchez.mil@mail.mil(518) 786-4728/(518)786-4659 Questions?