32-PM R00 A10, Pay Adminisration - Farm Service Agency

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FFASHANDBOOKPay AdministrationTo access the transmittal page click on the short referenceFor FAS including Overseas, FSA includingCounty Office Employees, and RMASHORT REFERENCE32-PMUNITED STATES DEPARTMENT OF AGRICULTUREFarm Service AgencyWashington, DC 20250

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UNITED STATES DEPARTMENT OF AGRICULTUREFarm Service AgencyWashington, DC 20250Pay Administration32-PMAmendment 10Approved by: Deputy Administrator, ManagementAmendment TransmittalA Reason for AmendmentParagraph 91 has been amended to identify all applicable pay plans eligible for locality pay.Subparagraph 92 A has been amended to provide that SSR is basic pay when the employee isbeing promoted on the same SSR table.Subparagraph 93 B has been amended to update COLA rates.Subparagraph 140 C has been amended to clarify administratively controlled travel.Page Control ChartTCText5-1, 5-25-37-5, 7-65-17-07Exhibit1, pages 1, 2Page 1

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Table of ContentsPage No.Part 1123-15Part 216171819202122-40Part 34142434445-64Part 465666768697071-907-25-02Basic ProvisionsOverview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Responsibilities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .(Reserved)1-11-2Setting Pay LevelsWaiver of Salary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Pay Plans . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Establishing GS Salary Rates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Highest Previous Rate . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Computing Highest Previous Rate . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Setting FWS Pay . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .(Reserved)2-12-12-32-72-82-10Changes Between Pay SystemsMoving Employees Between GS and FWS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Moving Employees From USPS to GS or FWS . . . . . . . . . . . . . . . . . . . . . . . . . . .Moving Employees From DC Government to GS or FWS . . . . . . . . . . . . . . . . . . .Moving Employees From CO to GS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .(Reserved)3-13-33-43-5Within Grade Increases and Quality Step IncreasesWithin Grade Increases . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Waiting Period . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Equivalent Increase . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Acceptable Level of Competence . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Effective Date of Within Grade Increase . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Quality Step Increases . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .(Reserved)32-PM Amend. 64-14-24-54-64-84-8TC Page 1

Table of Contents (Continued)Page No.Part 5Locality Rates, SSR’s, and Nonforeign COLA’s91Locality Rates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .92SSR’s . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .93Nonforeign COLA’s . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .94-114 (Reserved)Part 6PMRS115Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .116Pay Administration for GM Employees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .117-137 (Reserved)Part 76-16-2Premium Pay and Overtime138Types of Premium Pay . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .139Overtime Categories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1405 U.S.C. Overtime . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .141FLSA Overtime . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .142Aggregate Pay Limitations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .143Earnings Limitation in an Emergency . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .144Approval Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .145Exclusions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .146-165 (Reserved)Part 85-15-25-27-17-37-47-77-107-117-117-12Special Bonuses and AllowancesSection 1 Recruitment and Relocation Bonuses166Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .167Recruitment Bonuses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .168Relocation Bonuses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .169Criteria for Recruitment and Relocation Bonus Payments . . . . . . . . . . . . . . . . . . . .170Signing AD-1074 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .171Repayment of Recruitment and Relocation Bonuses . . . . . . . . . . . . . . . . . . . . . . . .172Evaluation and Reporting Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .173-188 (Reserved)2-19-9932-PM Amend. 18-18-28-28-38-48-58-6TC Page 2

Table of Contents (Continued)Page No.Part 8Special Bonuses and Allowances (Continued)Section 2 Retention Allowances189Overview .190Retention Allowances to Individual Employees .191Retention Allowances for Groups or Categories of Employees .192Payment of Retention Allowance.193Notice of Reduction or Termination .194Using AD-1073 and AD-1074 as Documentation.195-200 (Reserved)8-418-428-438-448-458-45Section 2.5 Student Loan Repayment Program201General Provisions .202 Requesting Loan Repayments .203Payments and Service Agreements .204Responsibilities .205-210 (Reserved)8-558-568-598-62Section 3 Payment of Travel and Transportation Expenses for New Appointeesand Interviews211Overview .212Delegations of Authority.213-228 (Reserved)8-818-82Section 4 Additional Pay Options229Advances in Pay for New Hires.230-250 (Reserved)Part 98-121Grade and Pay RetentionSection 1 Grade Retention251Overview .252Terminating Grade Retention .253-268 (Reserved)7-1-0432-PM Amend. 89-19-2TC Page 3

Table of Contents (Continued)Page No.Part 9Grade and Pay Retention (Continued)Section 2 Pay Retention269Overview .270Computing Pay Retention .271Terminating Pay Retention .272-292 (Reserved)Part 10Backpay Claims293Appeal Options .294FLSA Complaint and Compliance Process.295Computations.296-316 (Reserved)Part 1134234310-110-210-3Severance Pay317Overview .318Computing Severance Pay.319Making Severance Payments .320Postponing Severance Pay.321-341 (Reserved)Part 129-419-419-4211-111-211-311-3Miscellaneous PayGarnishments .Waiver of Overpayment of Pay and Allowances .12-112-2Exhibits123-6787-1-04Reports, Forms, Abbreviations, and Redelegations of AuthorityDefinitions of Terms Used in This Handbook(Reserved)AD-2012, Recommendation and Approval Form for the Repayment of Student LoansAD-2013, Service Agreement for a Receipt of Repayment of Student Loans32-PM Amend. 8TC Page 4

Part 1 Basic Provisions1OverviewAHandbook PurposeBObjectivesCSources of AuthorityThis handbook provides policies and instructions on FFAS Federal pay administration.The objectives of this handbook are to provide a comprehensive working handbook to managers,supervisors, and employees that will explain the pay administration policies of the mission area inan easy-to-follow and self-explanatory manner.Pay administration is governed by the following laws, executive orders, and OPM andDepartmental guidelines:CCDRelated Handbooks2-19-995 U.S.C. 5307 and 5 U.S.C. 555 CFR Parts 530, 531, 532, 534, 535, 536, 550, and 551.Handbooks related to this handbook include the following:C115-FI for County Office expense system payroll and other administrative payments processC17-PM for leave administrationC27-PM for County Office classification, employment, and pay administration.32-PM Amend. 1Page 1-1

Par. ibilitiesCHRD and KCMO,PD ResponsibilitiesDPay AdministrationCoordinatorResponsibilitiesFAS, FSA, and RMA Administrators have delegated, to DAM, the overall authority andresponsibility for developing, implementing, and administering pay administration policy withinthe mission area.HRD shall:CCCimplement and administer pay administrationdetermine that pay administration objectives are being metdesignate an FFAS pay administration coordinator.HRD and KCMO, PD shall:Cdesignate a pay administration coordinatorChave ultimate responsibility for the pay administration process for serviced areas.Pay administration coordinators shall:CCCmonitor all aspects of pay administrationassist supervisors and employees in researching pay questionsmaintain records and data required for program administration.Continued on the next page2-19-9932-PM Amend. 1Page 1-2

Par. 22Responsibilities (Continued)ESupervisorResponsibilitiesSupervisors shall:Censure accurate and timely pay to employeesCeffectively link pay and performance by fully using all existing pay systems and provisionsCnot accept the benefit of a nonexempt employee’s work without compensating the employeefor that workCpay all employees premium pay for working unusual hours or under unusual workingconditions according to applicable laws and regulationsCmanage overtime and holiday work to ensure full benefit to the Government and fairtreatment of employeesCensure that travel is:CCFEmployeeResponsibilities3-152-19-99by the most expeditious means of transportationcommensurate with the nature and purpose of the traveler’s duties.All employees shall:CCCrequest overtime in advance of performing overtime dutieskeep accurate logs of overtimenever falsify pay documents.(Reserved)32-PM Amend. 1Page 1-3

Par. 16Part 2 Setting Pay Levels16 Waiver of SalaryAPolicyNo employee appointed to an FFAS position shall waive his or her ordinary right to compensationor accept something less. This is contrary to public policy, court decisions, and statutoryprovisions governing payments for personal services (57 Comp Gen. 423).17 Pay PlansABasic FactorsPosition classification determines the following:CCBGS EmployeesGS employees generally have 1 of the following identifiers:CCCCSenior Employeescorrect pay systemproper pay level or grade in that system.GSGMGW.Senior employees have the following pay plan indicators: ESSL.Continued on the next page2-19-9932-PM Amend. 1Page 2-1

Par. 1717 Pay Plans (Continued)DFWS EmployeesFWS employees have the following pay plan indicators: WGWSWL.EForeign ServiceEmployeesEmployees in the Foreign Service have a play plan indicator of FS. These employees aregoverned by the Foreign Service Act of 1980 and the Foreign Affairs Manual.FFSA COCEmployeesFSA COC employees have a pay plan indicator of CO. These employees are governed by therequirements in 115-FI and ratively determined employees have a pay plan indicator of AD. Their salaries areadministratively determined by the Secretary of Agriculture rather than by Executive Order. Anexample would be the FSA STC Chairperson or members.HOther Pay Systems2-19-99There are other pay plans that are occasionally used for very unique or specific situations, such asfor experts and consultants. Contact the servicing PD for information on these pay plans.32-PM Amend. 1Page 2-2

Par. 1818 Establishing GS Salary RatesAPolicyPay employees at the maximum rate permitted by law and regulation except for thefollowing cases:CCtemporary promotions where the higher grade was not held for 1 yeardemotions for cause.Base the maximum rate payable on an established tour of duty earned whileserving under an appointment not limited to 90 calendar days or less, or for acontinuous period of not less than 90 calendar days under 1 or more appointmentswithout a break in service. The maximum rate payable shall not exceed the topstep of the grade.BNewAppointmentsThe pay for newly appointed employees will be set at the minimum rate of theappropriate grade, or at the step 1 of SSR that covers the position.*--Note: For provisions governing CO employees moving to GS, seeparagraph 44.--*CReinstatementsIt is FFAS policy to provide the highest rate of pay allowable for the grade of theposition to which the person is being reinstated. The pay for employees beingreinstated will be set using the highest previous rate procedures in paragraph 20.Continued on the next page7-25-0232-PM Amend. 6Page 2-3

Par. 1818 Establishing GS Salary Rates (Continued)DTransfersEReassignmentsIt is FFAS policy to provide the highest rate of pay allowable for the grade of theposition when a person is being transferred or converted to an FFAS position.Using the highest previous rate is appropriate when an employee is beingtransferred or converted. See paragraph 20.FFAS policy is to make no change to an employee’s pay when being reassignedfrom 1 office or position to another.Exceptions:For a GM to GS reassignment, set the employee’s pay at the stepthat equals or, if between steps, at the next higher step.For an SSR to GS reassignment, SSR cannot be used as theemployee’s highest previous rate unless the reassignment is toanother position within the same Department. On reassignmentswithin the Department where the supervisor wants to retain SSR,supervisors shall:CCmake written justification for the basis to retain SSRacquire the approval of the Director, HRD.For a GS to SSR reassignment, set the employee’s pay at the samegrade and step of SSR as they held in GS.FPromotionsProvide the highest rate of pay allowable when an employee is promoted from oneGS position to another. Therefore, the employee gets the benefit of the rate foundby setting either of the following:Cpay at the lowest rate of the higher grade that exceeds the existing rate of basicpay by not less than 2 step increases of the grade from which the employee ispromotedNote: If the amount is between 2 steps of a grade, set the pay at the higherstep.Cpay based on the highest previous rate. For purposes of a promotion, thehighest previous rate includes SSR.Continued on the next page2-19-9932-PM Amend. 1Page 2-4

Par. 1818 Establishing GS Salary Rates (Continued)FPromotions(Continued)When an employee is promoted from one FWS job (WG, WL, or WS) to another,policy is to provide the highest rate of pay allowable. Therefore, the employeegets the benefit or the rate found by setting either of the following:Cpay at the lowest rate of the higher grade that exceeds the existing rate of basicpay by at least 4 percent of the representative rate (step 2 of a regular 5-ratewage schedule) of the grade from which the employee is being promotedCpay based on the highest previous rate. For FWS employees, the highestprevious rate does not include SSR.If an FWS promotion is from 1 wage area to another, it is processed as if therewere 2 actions, a promotion and a reassignment. They will be processed in theorder that gives the employees the maximum benefit.GChange to LowerGradeEstablish pay at the highest rate of the grade that is allowable under currentFederal regulations when an employee is changed to a lower grade at his or herrequest. Therefore, employees being changed to a lower-graded position at theirown request may be given the benefit of the highest previous rate.***Continued on the next page5-4-0032-PM Amend. 3Page 2-5

Par. 1818 Establishing GS Salary Rates (Continued)HSuperiorQualificationAppointmentsFEPCA authorizes FFAS to make appointments of superior candidates above theminimum rate at any GS or FWS grade. In addition, appointments above theminimum rate may be made to meet a special agency need.This authority is to be used to make competitive offers to high-quality candidatesentering the Federal civilian service for the first time or returning to Federalemployment after a break in service of 90 calendar days or more. In using thisauthority, managers and supervisors should consider the following: whether the use of the authority is necessary to entice the candidate to acceptthe position the relative merits of the case by comparison to other cases in which FFAS hasused either this authority or a recruitment bonus as authorized in Part 8 the impact of the decision on the advancement of USDA’s EEO objectives.The authority to approve an appointment above the minimum rate is delegated to*--the Chief, Domestic Operations Branch; Chief, Foreign Operations Branch; andChief, Kansas City, Human Resources Office for the areas they mentsJRecords9-15-04Offices needing to appoint candidates shall complete FSA-319. Offices servicedby KCAO shall refer FSA-319’s to KCAO, PD.*--A copy of all approved FSA-319’s should be forwarded to the DomesticOperations Branch. Servicing personnel offices shall keep FSA-319’s for at--*least 2 years. These actions are subject to outside review by either OHRM orO

implement and administer pay administration determine that pay administration objectives are being met designate an FFAS pay administration coordinator. C HRD and KCMO, PD Responsibilities. HRD and KCMO, PD shall: designate a pay administration coordinator have ultimate responsibility for the pay administration process for serviced areas. D Pay .

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