OPERATING MANUAL UPDATE The Guide to Processing - Office of ...

U.S. OFFICE OF PERSONNEL MANAGEMENT OPERATING MANUAL UPDATE The Guide to Processing Personnel ActionsUpdate 59Washington, DC 20415July 10, 2012*** NOTICE***This Guide and its Updates are available for viewing/printing on our web site(www.opm.gov/feddata/persdoc.htm). In lieu of contacting OPM, agency representativesresponsible for processing personnel actions should follow the instructions on the website if interested in signing up to automatically receive Updates electronically. Unless aneffective date is specified for a particular change within the table of the Summary ofChanges that begins on the next page, the effective date of guidance in this document isthe date shown at the top of this page.___________________________________________________________________Distribution: Operating Manual, THE GUIDE TO PROCESSING PERSONNELACTIONS

The Guide to Processing Personnel Actions (2)Summary of ChangesRemove Insert Explanation of ChangesPage Identification Page1-3 Various 1-3 1) Updates references throughoutthru thru Chapter 1 from “Central Personnel Data File1-9 1-9 (CPDF)” to “Enterprise Human ResourcesIntegration (EHRI)” and updates manualreference as “The Guide to CPDF ReportingRequirements” has been retitled “The Guideto Human Resource ReportingRequirements.”2) Corrects typographical errors onpage 1-9.4-9thru4-10Update 47December 27,20074-9thru4-10Updates reference from “Central PersonnelData File” to “Enterprise Human ResourcesIntegration.”4-19 Update 41 4-19 1) Updates manual reference in instructionsthru April 6, 2003 thru for block 2 as “The Guide to CPDF Reporting4-20 4-20 Requirements” has been retitled “The Guideto Human Resource ReportingRequirements.”2) Updates reference in instructions for block2 from “Central Personnel Data File” to“Enterprise Human Resources Integration.”4-61 Update 57 4-61 1) Adds new rule 7 to Table 4-D to documentthru March 11, 2012 thru an action subject to NDAA FY 20104-62 4-62 (annuitant indicator code K was previouslyestablished/effective as of October 1, 2010 asinstructed in The Guide to Personnel DataStandards); renumber remaining rules throughrule 16.2) Adds new rule 17 to Table 4-D todocument an action subject to NDAA FY2010 (annuitant indicator code 0 previouslyestablished/effective as of October 1, 2010 asinstructed in The Guide to Personnel DataStandards); renumber remaining rules inTable 4-D accordingly.

The Guide to Processing Personnel Actions (3)Summary of ChangesRemove Insert Explanation of ChangesPage Identification Page4-61 Update 57 4-61 3) Updates reference to rules numbers asthru March 11, 2012 thru reflected in the second column of rule 204-62 4-62 consistent with the renumbering of rules inTable 4-D.9-19 Update 51 9-19 1) Adds new rules 37 and 38 to Table 9-Cthru September 13, thru to document reinstatement following a9-20 2009 9-20 Recent Graduates appointment andestablish new legal authority LAB/Reg.362.306.2) Adds new rules 39 and 40 to Table 9-Cto document reinstatement following aPMF appointment and establish new legalauthority LAD/Reg. 362.407; renumberremaining rules in Table 9-C accordingly.3) Updates the reference in the secondcolumn of rules 41-44 in Table 9-C from“8-36” to newly reflect “Rules 8-40” as aresult of the renumbering of rules in thisTable.4) Adds new Note 3 to Table 9-C.9-31 Various 9-31 1) Deletes existing rules 8-11 in Table 9-Fthru thru and abolish legal authority9-40 9-40 ZJM/E.O. 12015.2) Adds new rules 8-11 to Table 9-F todocument conversion of Interns serving ona term appointment and establish new legalauthority LAE/Reg. 362.107(b) – Intern.3) Adds new rules 12 and 13 to Table 9-Fto document conversion of RecentGraduates serving on a term appointmentand establish new legal authorityLAG/Reg. 362.107(b) – RG.4) Adds new rules 14 and 15 to Table 9-Fto document conversion of a PMF servingon a term appointment and establish newlegal authority LAH/Reg. 362.107(b) –PMF.5) Add new Note 2 at the end of Table9-F.

The Guide to Processing Personnel Actions (4)Summary of ChangesRemove Insert Explanation of ChangesPage Identification Page9-31 Various 9-31 6) Deletes existing rules 26-29 of Tablethru thru 9-G which documented PMF appointments9-40 9-40 under Reg. 315.708 and abolish legalauthority L3M/Reg. 315.708.7) Rules 16-19 of Table 9-G are existingrules which have been renumbered.8) Adds new rules 20 and 21 to Table 9-Gto document noncompetitive careerappointment of certain military spousesand, accordingly, renumber remaining rulesthru rule 52.9) Adds new rules 53-56 to Table 9-G todocument appointments based on serviceunder the Internship Program and establishnew legal authority LAK/Reg.315.713(a)(1).10) Adds new rules 57 and 58 to Table9-G to document appointments based onservice under the Recent GraduatesProgram and establish new legal authorityLAL/Reg. 315.713(a)(2).11) Adds new rules 59 and 60 to Table9-G to document appointments based onservice under the PMF Program andestablish new legal authority LAP/Reg.315.713(a)(3).12) Adds new rules 61 and 62 to Table9-G to document appointments during6-month transition period based on serviceunder E.O. 13318 and establish new legalauthority LAR/Reg. 362.110 - Fellow.13) Adds reference within rules 63 and 64of Table 9-G to Note 5 and establish newlegal authorityLAS/Reg. 362.110 – SEEP/SCEP.14) Deletes existing rules 65 and 66 ofTable 9-G and renumber remaining rules inTable 9-G thru rule 68.

The Guide to Processing Personnel Actions (5)Summary of ChangesRemove Insert Explanation of C hangesPage Identification Page9-31 Various 9-31 15). Revises existing Note 3 at end ofthru thru Table 9-G by deleting reference to Sr.9-40 9-40 Fellow and adds new Notes 4 and 5.16) Inserts new page 9-40 and deletesreference that Page 9-40 is blank.9-55 Update 47 9-55 1) Inserts new page 9-56 reflecting newthru rules 75 and 76 in Table 9-I establishing9-56 new remark codes A40 and A41,respectively; and move Notes for Table 9-Ifrom page 9-55 to page 9-56.10-29 Various 10-29 1) Rules 20-39 of Table 10-E are existingthru thru rules which have been renumbered.10-32 10-32 2) Adds new rules 40 and 41 to Table 10-Eto document eligibility under Reg.362.107(a) and establish new legalauthority MAB/Reg. 362.107(a) – Intern.3) Adds new rule 42 to Table 10-E todocument eligibility under Reg. 362.107(a)and establish new legal authorityMAC/Reg.362.107(a) – RG.4) Adds new rules 43 to Table 10-E todocument eligibility under Reg. 362.107(a)and establish new legal authorityMAF/Reg. 362.107(a) – PMF.5) Rules 44 thru 45 of Table 10-E areexisting rules which have beenrenumbered. The text in column two ofrules 44 and 45 has been modified and newlegal authority MAG/E.O. 13562 isestablished.6) Adds new Notes 5, 6 and 7 at the end ofTable 10-E.11-1 Update 45August 6, 200611-1 1) Updates the page reference for Table11-B from “11-21” to “11-19”.2) Updates the Figue 11-1 reference from“Schedule A, B, and C” to “Schedule A, B,C, and D”.

The Guide to Processing Personnel Actions (6)Summary of ChangesRemove Insert Explanation of ChangesPage Identification Page11-9thru11-30Various 11-9thru11-301) Updates the “Go to Rules” page numberreferences in the Table Summary for Table11-A; and Updates the reference from“Schedule A, B, and C” to reference“Schedule A, B, C, and D” in the TableSummary.2) Deletes existing rules 14-33 of Table11-A which documented SCEP and STEPappointments under Sch B, and abolishaccompanying legal authority codes:Y1K/Sch B. 213.3202(a)-HS;Y2K/ Sch B. 213.3202(a)-Voc/Tech;Y3K/ Sch B. 213.3202(a)-AssocY4K/ Sch B. 213.3202(a)-BA/BSY5K/ Sch B. 213.3202(a)-Grad/ProfYBM/Sch B, 213.3202(b)-HSYGM/Sch B, 213.3202(b)-Voc/TechY3M/Sch B, 213.3202(b)-AssocY1M/Sch B, 213.3202(b)-BA/BSY2M/Sch B, 213.3202(b)-Grad/Prof3) Deletes existing rules 59-60 of Table11-A and abolish legal authorityX7M/E.O. 13318.4) Rules 5-36 of Table 11-A are existingrules which have been renumbered.5) Adds new rules 37-40 to Table11-A to document appointment as an Internunder the Pathways Program and establishnew legal authorityYEA/Sch D, 213.3402(a).6) Adds new rules 41-42 to Table11-A to document appointment as a RecentGraduate under the Pathways Program andestablish new legal authorityYEB/Sch D, 213.3402(b).7) Adds new rules 43 - 44 to Table11-A to document appointment as a PMFunder the Pathways Program and establishnew legal authorityYEC/Sch D, 213.3402(c).

The Guide to Processing Personnel Actions (8)Summary of ChangesRemove Insert Explanation of ChangesPage Identification Page11-9 Various 11-9 18) Adds new rule 4 to Table 11-C andthru thru establish new remark code A36 and,11-30 11-30 renumber remaining rules thru rule 20.19) Adds new rule 21 to Table 11-C andestablish new remark code A37.20) Adds new rule 22 to Table 11-C andestablish new remark code A38.21) Adds new rule 23 to Table 11-C andestablish new remark code A39; andinstructs that rules 24-26 are now reserved.11-39 Update 54 11-39 1) Updates references throughout Figurethru March 1, 2011 thru 11-1 from “Schedule A, B, and C” to11-42 11-41 reflect “Schedule A, B, C, and D”.2) Deletes legal authority X9M/Sch A,213.3102(ii) from Figure 11-1 and abolishcode.3) Deletes reference to legal authoritycodes Sch B, 213.3202(a) - Y1K; Y2K,Y3K, Y4K, and Y5K from Figure 11-1.4) Deletes reference to legal authoritycodes Sch B, 213.3202(b)- YBM, YGM,Y3M, Y1M, and Y2M from Figure 11-1.5) Adds reference in Figure 11-1 to newlegal authorities:YEA/Sch D, 213.3402(a);YEB/Sch D, 213.3402(b); andYEC/Sch D, 213.3402(c).14-5 Update 45 14-5 Updates reference in section 5a fromthru August 6, 2006 thru “Central Personnel Data File (CPDF)” to14-6 14-6 “Enterprise Human Resources Integration(EHRI).”14-13 Update 53 14-13 Updates references in Notes 3 and 4 fromthru September 12, thru “Central Personnel Data File (CPDF)” to14-14 2010 14-14 “Enterprise Human Resources Integration(EHRI).”21-3 Update 29 21-3 Updates reference in section 8 fromthru December 31, thru “Central Personnel Data File” to21-4 1998 21-4 “Enterprise Human Resources Integration(EHRI).”

The Guide to Processing Personnel Actions (9)Summary of ChangesRemove Insert Explanation of ChangesPage Identification Page28-3thru28-4Update 47December 23,200728-3thru28-4Updates reference in section 1b from“Central Personnel Data File ” to“Enterprise Human Resources Integration.”29-3 Update 46 29-3 Updates reference in section 1b fromthru January 7, 2007 thru “Central Personnel Data File (CPDF)” to29-4 29-4 “Enterprise Human Resources Integration(EHRI)” and updates manual reference as“The Guide to CPDF ReportingRequirements” has been retitled “TheGuide to Human Resource ReportingRequirements.”33-3 Update 36 33-3 Updates reference in section 3 fromthru December 31, thru “Central Personnel Data File (CPDF)” to33-4 2000 33-4 “Enterprise Human Resources Integration(EHRI).”34-1 Various 34-1 1) Adds two new references under topicthru thru entitled Appointments: “Pathways34-4 34-4 Programs (Interns, Recent Graduates, andPresidential Management Fellows)” and“Schedule D” and deletes reference to“Student Educational EmploymentProgram”.2) Deletes reference to topic entitled“Cooperative Education (CO-OP)Appointments”.3) Updates manual reference as “TheGuide to CPDF Reporting Requirements”has been retitled “The Guide to HumanResources Reporting Requirements.”

The Guide to Processing Personnel Actions (10)Summary of ChangesRemove Insert Explanation of ChangesPage Identification Page34-9thru34-12Various 34-9thru34-121) Updates manual reference as “TheGuide to CPDF Reporting Requirements”has been retitled “The Guide to HumanResources Reporting Requirements.”2) Deletes reference to topic entitled“Student Educational EmploymentProgram”

1-3Chapter 1. The Guide to Processing Personnel ActionsSubchapter 1. Introduction to this Guide1-1. Authority.The Office of Personnel Management'sauthority to prescribe reporting requirementscovering personnel actions is in section2951, title 5, United States Code. Section9.2, civil service rule IX, is based on thatstatute and extends this authority to all typesof appointments and personnel actions. Inaddition, Executive Order 12107 delegatesto the Office of Personnel Management theauthority to prescribe regulations relating tothe establishment, maintenance, and transferof official personnel folders.1-2. Coverage.“The Guide to Processing PersonnelActions” (Guide) contains the Office ofPersonnel Management’s instructions onhow to prepare personnel actions. Agenciesmay supplement the Guide with additionalinstructions and may require personnelaction documentation in addition to what iscalled for in the Guide. However, in nocase may an agency document derogatory ormedical information on a personnel action ifthe information is not authorized by thisGuide. As referenced throughout thisGuide, the term Official Personnel Folder(“OPF”) is inclusive of an approvedelectronic equivalent of the same (i.e.,eOPF).1-3. Documentation of Personnel Actions.a. Request for Personnel Action. Formost of the personnel actions you process,there will be a Request for Personnel Action,Standard Form 52, or a similar agency formapproved by the Office of PersonnelManagement as an exception to the StandardForm 52. The Standard Form 52 is usuallyinitiated by the office or supervisor whowants to take a personnel action, such as theappointment of an employee; occasionallythe personnel office initiates the form. Therequester completes one part of the StandardForm 52 and forwards it to others (such asthe budget office) whose approval isrequired by the agency. The form is thensent to the personnel office for review andclearance by classification, staffing, andother personnel specialists, and for signatureby the individual(s) to whom authority toapprove personnel actions (appointingauthority) has been delegated. Chapter 4, ofthis Guide, explains how to complete theStandard Form 52; if your agency has anexception to the Standard Form 52,approved by the Office of PersonnelManagement, the instructions in Chapter 4apply to it as well. After the Standard Form52 has been completed and the requestedaction has been approved, the form is sent tothe personnel clerk or assistant who uses itto process the action in the agency’sautomated personnel system.b. The Notification of Personnel ActionStandard Form 50, Standard Form 50-B, listform of notice, or an exception to one ofthese forms approved by the Office ofPersonnel Management, constitutes officialdocumentation of Federal employment.Chapter 4, of this Guide, explains how tocomplete the Standard Form 50 and list formof notice. If your agency has an exception tothe Standard Form 50 approved

1-4 THE GUIDE TO PROCESSING PERSONNEL ACTIONSby the Office of Personnel Management, theinstructions in Chapter 4 apply to it, as well.(1) The Notification of Personnel Actionmust be prepared for all accessions,conversions, and separations - nature ofaction codes beginning with 1, 5, or 3 - andfor all corrections and cancellations of theseactions. For these actions, the Notificationof Personnel Action is required both asofficial notification to the employee and asofficial documentation of the action. Theemployee must receive a Notification ofPersonnel Action for these actions. A copyof the Notification of Personnel Action mustbe filed on the right side of the OfficialPersonnel Folder. Accessions andseparations due to mass transfer may bedocumented by a list form rather than theStandard Form 50.(2) The Notification of Personnel Actionis not required for the following actions:1) Exception to Reduction in ForceRelease; 2) Realignment; 3) RecruitmentIncentive; 4) Relocation Incentive;5) Retention Incentive; 6) ReferralBonus; 7) Student Loan Repayment;8) “Individual” or “Group” Time OffAward; 9) Individual Cash Award (“RB”or “NRB”); 10) Group Award (“Ch 45”or “Other”); 11) Lump Sum PerformancePayment (“RB-ILPA”, “RB-NILPA”, or“NRB”); 12) “Individual” or “Group”Suggestion/Invention Award;13) Foreign Language Award; 14) TravelSavings Incentive; and 15) SeniorExecutive Service Performance Award.These actions are not documented on theright side of the Official Personnel Folder.At the agency’s option, they may bedocumented on the left side of the OfficialPersonnel Folder while the person isemployed in the agency. Agencies maychoose to use the Notification of PersonnelAction to notify employees of these actionsor they may choose other methods ofnotification. Other notification methodsmust meet the requirements in Chapter 4 ofthis Guide.(3) For all other actions, the Notificationof Personnel Action must be prepared andfiled on the right side of the OfficialPersonnel Folder. Agencies may choose tonotify employees of the action with a copyof the Notification of Personnel Action orwith another method that meets therequirements in Chapter 4 of this Guide.c. >Enterprise Human ResourcesIntegration.Enterprise Human ResourcesIntegration (EHRI),< a centralizedautomated information system that providesstatistics on Executive Branch employmentto the Congress, Office of PersonnelManagement, and other agencies. Thisinformation is used in a variety of ways toevaluate and formulate human resourcesystems and programs. Unless specificallyauthorized in the operating manual, >TheGuide to Human Resources ReportingRequirements,< all personnel actionsdescribed in this Guide are reported in>EHRI< dynamics submissions.1-4. Nature of Action (NOA), LegalAuthority, and Remarks.Each chapter on processing actionscontains instructions on how to select thenature of action, the legal authority(ies), andthe remarks for the action. A complete list

Chapter 1. The Guide to Processing Personnel Actins1-5of natures of action (both the full and theabbreviated versions), the legal authorities,the remarks, and their associated codes ispublished in The Guide to Personnel DataStandards.a. Nature of Action. (1) The nature ofaction (NOA) is the phrase that explains theaction that is occurring (such as“appointment” or “promotion”). Eachnature of action has a unique numerical codethat identifies, for statistical and dataprocessing purposes, that particular nature ofaction. Each time a table directs you to entera particular nature of action on a StandardForm 52 or Standard Form 50, you must alsoenter its code.(2) The first digit of the nature of actioncode indicates the type of action:100 series—appointments200 series—returns to duty from nonpaystatus300 series—separations400 series—placements in nonpay and/ornonduty status500 series—conversions to appointment600 series—(reserved for Office of PersonnelManagement use)700 series—position changes, extensions, andmiscellaneous changes800 series—pay changes andmiscellaneous changes900 series—(Reserved for use byagencies)The second and third digits of the nature ofaction code indicate the particular kind ofaction, for example, “promotion,”“resignation,” etc.(3) Nature of action codes 000-899 maybe used only as authorized by the Office ofPersonnel Management. Within the 000-899group of codes are ones used to recordactions involving particular groups ofemployees. If your agency is authorized touse any of these special codes, yourpersonnel office will have a list of them andinstructions on when and how they are to beused.(4) Codes 900-999 may be used byagencies to document personnel matters thatare of interest to the agency and for whichthe Office of Personnel Management doesnot require a Standard Form 50, forexample, a change in the employee'sposition number when no other changeoccurs, or a change in the appropriation fromwhich the employee is paid. In general, aStandard Form 50 documenting a 900 seriesaction may not be filed on the right side ofthe Official Personnel Folder (OPF). Theexception is when an agency uses theStandard Form 50 instead of an agency formto document something that is approved forlong-term Official Personnel Folderretention. An example is completion of thesupervisory or managerial probationaryperiod. Actions in the 900 series are notreported in >Enterprise Human ResourcesIntegration< dynamics submissions.b. Legal Authority. (1) The legalauthority is the law, Executive Order,regulation, agency directive, or theinstruction under which the personnel actionis taken. While the nature of action identifiesthe personnel action, the authority identifiesthe specific circumstances under which theaction is taken. Agencies and the Office ofPersonnel Management use this kind ofinformation to perform their personnelmanagement functions.

1-6 THE GUIDE TO PROCESSING PERSONNEL ACTIONS(2) Each authority has a unique alphabeticalor numerical code to identify it for statisticaland data processing purposes. Each time atable tells you to use a particular authority,you must also use the code. When morethan one authority and code is required, youmust enter them on the Standard Form 52and Standard Form 50 in the order in whichthey are listed in this Guide.(3) Legal authority codes beginning withan alpha character (meaning a letter), andthose beginning with the numbers “1” - “5,”are reserved for use by the Office ofPersonnel Management to identifyauthorities on actions that are reported to>Enterprise Human Resources Integration(EHRI).< An agency may create its ownlegal authority codes, using “6,” “7,” “8,” or“9” as the first character of the code, toidentify an authority unique to the agency.Such an authority may be cited on an actiononly when the action is one that is notreported to >EHRI< or when the authority isto be cited as the second one on an actionthat is reported to >EHRI.EHRI,< contact theManager, Records Management, Office ofthe Chief Information Officer by fax at 202-606-1719.c. Remarks. (1) Remarks are put on theStandard Form 50 to explain the action tothe employee, the payroll office, futureemployers, the Office of PersonnelManagement, and to other Federal agencies.For some actions, specific remarks arealways required; for others, the remarks willvary according to the employee's workhistory. Tables in the chapter that covers theaction will tell you how to select thenecessary remarks and list them. Theremarks used on documentation of personnelactions are standardized and agencies maynot change or alter a remark listed in thisGuide without the prior approval of theOffice of Personnel Management. Except asnoted below, agencies may supplement theremarks to explain actions.(a) When an employee whoseappointment does not afford appeal rightssubmits a resignation or retirement, or isseparated by the agency, no agency reasonsfor or explanation of the separation (“agencyfinding”) may be placed on the action.(b) When an employee whoseappointment does afford appeal rightssubmits a resignation or retirement beforereceiving written notice of a proposeddisciplinary or adverse action, no remarksregarding the proposal may be placed on theaction.(2) Remarks are identified in this Guideby codes for ease of reference. The firstcharacters of the remarks codes indicate thepurpose for which the remark is used; theother characters of the code have nosignificance.First CharacterABCEGRemarks ExplainsAppointment LimitationsBenefits and Leave EntitlementsCorrections and CancellationsEmployment ConditionsService Credit

Chapter 1. The Guide to Processing Personnel Actins1-7KMNPRSTXY-ZPosition Change ActionsMiscellaneous InformationPay In Addition To or Outsideof Salary to Relocate or to AcceptReassignmentRate of PayEmployee's Reason for Resignation,Retirement, Failure to Relocate oraccept ReassignmentAgency's Comments onEmployee's SeparationTenureRetained Grade and Pay(Reserved for internal use byagencies)1-5. Other Standard Form 50 Data.The Office of Personnel Management hasdeveloped standard codes to record otherdata on personnel action forms and to reportdata to >Enterprise Human ResourcesIntegration.< These codes and theirdefinitions are published in The Guide toPersonnel Data Standards. Only the codespublished in The Guide to Personnel DataStandards and in this Guide may be used todocument information in the followingblocks of the Standard Form (SF) 52, SF 50,and SF 50-B:SF52 SF 50/SF 50-BB-5-6 5-6B-8-13 8-13B-16-21 16-21B-23-24 23-24B-26-30 26-30B-32-35 32-35B-37-38 37-38B-45-51 47-481-6. Cancellations and RetroactivePersonnel Actions.When a personnel action is determined tobe in error, follow the instructions inChapter 32 of this Guide regarding properaction to take.1-7. Need for Accuracy and Use ofPersonnel Action Data.a. Personnel action data are used by bothemploying agencies and the Office ofPersonnel Management. They are used byagency personnelists and managers to makedecisions about employees, for example,whether a current employee is qualified forpromotion, is eligible for reinstatement, etc.Agencies and the Office of PersonnelManagement's Data Analysis office useemployee data, including nature of actionand authority, to generate statistics providinga wide variety of information on the Federalworkforce to the President, Congress, Officeof Personnel Management personnelprogram managers, agencies, and to thepublic. This information is used to makepolicy decisions on personnel programswhich affect current and future Federalemployees. The data reported to >EnterpriseHuman Resources Integration (EHRI)< arealso used by the National Personnel RecordsCenter to provide locator and generalreference service concerning Federalemployees.b. To protect the interests of both theemployee and the Government, it is criticalthat actions be documented correctly and

1-8 THE GUIDE TO PROCESSING PERSONNEL ACTIONSthat data on each action discussed in thisGuide be reported to the Office of PersonnelManagement’s >EHRI< accurately and on atimely basis. The operating manual, >TheGuide to Human Resources ReportingRequirements,< explains how and when tosubmit data to the Central Personnel DataFile. When personnel action data arereceived by the Office of PersonnelManagement, they are rigorously screenedand edited. Lists of errors found in thescreening process are sent back to thesubmitting agencies.1-8. Questions Regarding Unusual Cases.An agency’s Human Resources Officeshould direct questions to the Manager,Records Management, Office of the ChiefInformation Officer by fax at 202-606-1719.

Chapter 1. The Guide to Processing Personnel Actins1-9Subchapter 2. How to Use this Guide2-1. How the Guide is Organized.The first seven chapters of The Guide toProcessing Personnel Actions (Guide)contain general instructions for processingpersonnel actions, including how tocomplete the Standard Form 52, Request forPersonnel Action, and the Standard Form50, Notification of Personnel Action, andhow to determine creditable service andcalculate a service computation date.Chapters 9 through 32 contain instructionsfor specific types of actions. Chapter 34,Topic Index and Chapter 35, the Glossary,are readers’ aids for using this Guide. TheTopic Index helps identify the correctchapter where information >is< located andthe Glossary defines terms.Each specific type of action is covered ina separate chapter. Chapters 9 through 32contain:an introduction that explains thepersonnel actions covered by thechapter, and definitions of those actions;step-by-step instructions on how toprocess the action, (decisions to be madeand actions to be completed); andtables to help you select the correctinformation to put on the Standard Form52 and the Standard Form 50.Most of the instructions and tables for aparticular action are in the same chapter.There will be times, however, when you willhave to look elsewhere. For example,When a table in one chapter applies toseveral kinds of actions and the table hasnot been reprinted in other chapters, youwill be told to turn to it.Instructions regarding benefits arecomplicated and they are not reprinted.You are told >where< to find themelsewhere in Office of PersonnelManagement publications.When general instructions apply to morethan one kind of action, they have beencombined in the first 7 chapters.2-2. Identification of Changes to theGuide.When revised pages are issued, new orchanged material is indicated by a right-handarrow (>) at the beginning and a left-handarrow (

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Chapter 4. Requesting and Documenting Personnel Actions4-9b. Agency Issuances. For all otherpersonnel actions, the agency may chooseany method to notify employees as long as itmeets the following conditions:(1) The agency must send the notificationto the employee. The agency has theobligation to inform its employees when achange has occurred in their conditions ofemployment. The agency may not transferthis obligation to the employee by requiringemployees to ask whether or not a personnelaction has been effected. Agencies musttake an affirmative step to notify employeesof all personnel actions as defined in thisGuide.(2) The notification must be capable ofbeing printed. The notice may or may not bea paper document. If it is not, however, theemployee must have the option of printingthe notice.(3) The notice must contain:- the nature of action as defined in thisGuide. The nature of action code is notrequired. For example, the notice of a paychange must describe the action as a ―PayAdjustment‖ but the nature of action code―894‖ may or may not be included at theagency’s option.- the effective date.- the not-to-exceed date if the action istemporary or time-limited.- all remarks required by this Guide.- the old and new values for any datachanged by the action and normally shownon the Standard Form 50. For example, thenotice of a reassignment to a position with adifferent occupation code must identify boththe old (reassigned from) and new(reassigned to) occupation codes.- the employee’s full name.(4) The notice must be an officialissuance. It may be issued electronically orby paper document. Official notices may beagency forms, documents on agencyletterhead, or other electronic or paperissuances showing the name and title of anagency official authorized to informemployees of personnel actions. Forexample, an agency form such as a leave andearning statement could be used to notify anemployee of a within-grade increase.c. Summary of Options. Agencies mustuse the Standard Form 50 to notifyemployees of accessions, conversions,separations, and corrections andcancellations of those actions. For all otheractions, including corrections andcancellations of those actions, agencies mayuse any of the following methods to notifyemployees of personnel actions:- Standard Form 50, or- List form of notice, if the action is oneof those identified in section 6, or- A pay schedule or computer printoutdescribed in Chapter 17, if the action is apay adjustment affecting a large number ofemployees, or- An agency issuance that meets theconditions in b. above.8. Data Collected on Ethnicity and Raceand Identification of Disability.a. Need for data. Data on ethnicity andrace and disability are collected only for usein aggregate statistical reports (forexample, number of Hispanic employees

4-10 THE GUIDE TO PROCESSING PERSONNEL ACTIONShired, number of American Indianemployees serving in positions at certaingrades). This data is generally entered intoagency personnel systems when appointmentinformation is entered for preparation of theStandard Form 50. The information is neverentered on the Standard Form 50 or theStandard Form 52.b. Storing data. Keep ethnicity and raceand disability data in strictest confidence andlimit access to the data to only thosemembers of the agency staff who obtain thedata and report it to the agency’s personneldata system and to >Enterprise HumanResources Integration.< Destroy ethnicityand race identification forms used to collectthe data as soon as the data have beenentered into the agency’s system andverified/corrected. Until they are destroyed,keep the forms under the control of theEqual Employment Officer (or designee) andin a secure location (for example, locked in acabinet in a secured room). No otherhardcopy records containing individuallyidentifiable ethnicity and race data may bemaintained. Forms used to collectidentification of disability may be filed inthe Employee Medical Folder. NEVER fileforms identifying ethnicity and race ordisability in an Official Personnel Folder,and NEVER file in an Official PersonnelFolder any document on which employee’sethnicity and race or disability appear.

Chapter 4. Requesting and Documenting Personnel Actions4-19Job AidInstructions for Completing the Standard Form 50 and for Completing Part B (blocks 1-39) and Parts C, E, and F of the Standard Form 52, continuedBlock Number and Title When to Complete How to Complete2 Social SecurityNumber, continuedComplete on all actions.Personnel Management; then assign the foursequential digits, the following controls must bemaintained: (1) Uniqueness. Pseudo numbersmay be used for persons for whom no socialsecurity numbers will be recorded, or for personstemporarily having no social security number. Ineither case, the number that is assigned must beunique. It may not be used after the person hasleft the agency or has received a valid socialsecurity number. The employee's OfficialPersonnel Folder must always carry the validsocial security number and correspondence withthe National Personnel Records Center mustalways identify the employee by the validnumber.(2) Correction. When a valid social securitynumber is obtained to replace a pseudo numberthat has been assigned and submitted in a recordto the Office of Personnel Management (to>Enterprise Human Resources Integration(EHRI)),< a correction is required. Follow theinstructions in >The Guide to HumanResources Reporting Requirements< forpreparing corrections for >EHRI.< Note that for>EHRI,< a complete correction action is requiredfor each action processed with the pseudonumber.d. Multiple Appointments. If the employee holdstwo or more appointments in the same agency atthe same time, use the valid social securitynumber for each appointment. On each actionprocessed during a period of concurrentemployment, use Remark M36–―Concurrentemployment (identify position or agency unitwhere concurrently employed).‖e. To obtain a valid Social Security Number, theemployee must contact the nearest SocialSecurity Administration office to complete thenecessary application forms. He/she must presentevidence of identity, birth, and if foreign born, ofUnited States citizenship or current alien status.f. Corrections. See Chapter 32 for instructions.

4-20 THE GUIDE TO PROCESSING PERSONNEL ACTIONSJob AidInstructions for Completing the Standard Form 50 and for Completing Part B (blocks 1-39) and Parts C, E, and F of the Standard Form 52, continuedBlock Number and Title When to Complete How to Complete3 Date of Birth Complete on all actions. When the requesting office has enteredemployee's date of birth, check it against theOfficial Personnel Folder, application/resume, orStandard Form 75, Request for PreliminaryEmployment Data, to be sure it has been enteredcorrectly. When the requesting office has notentered employee's date of birth, enter it inmonth-day-year order, for example, ―01-03-40‖or ―01-03-1940.‖4 Effective Date Complete on all actions. Enter date in month-day-year order, for example,―10-01-98‖ or ―10-01-1998" (As a general rule,the effective date may not be earlier than the dateon which the appointing officer approved theaction. See Table 3-A for guidance on settingeffective dates and for information on situationswhen the effective date may be earlier than thedate on which the officer approved the action.)5-A Code Complete on all actions. Enter code required by the chapter that explainshow to process the action. When nature of actionis a correction, enter ―002;‖ when it is acancellation, enter ―001.‖5-B Nature of Action Enter the nature of action for the code shown inblock 5-A.5-C Code Complete on all actionsexcept 350/Death,355/Termination-Exp ofAppt, and 002/Correction.Enter primary authority code—the first one listedfor the action in the chapter that explains how toprocess the action. (Authority codes must alwaysbe entered in the order in which they are listed inthe chapter that covers the action.)5-D Legal Authority Enter primary authority code—the first one listedfor the action in the chapter that explains how toprocess the action. (Authority codes must alwaysbe entered in the order in which they are listed inthe chapter that covers the action.)5-E Code Complete only when a Enter code for the second authority.5-F Legal Authoritysecond authority is requiredfor the nature of actionshown in blocks 5-A and 5-B.Enter second authority.

Chapter 4. Requesting and Documenting Personnel Actions4-61RULETable 4-D. Annuitant StatusIf appointee is And AndThen enter in block 28 of the StandardForm 501 Retired under the CivilService RetirementSystem2will not be subject to a payreduction under 5 U.S.C. 8344Is also a retired Uniformed ServicesofficerIs also a retired Uniformed Servicesenlisted member7 Ret Off/CS-No Reduc8 Ret Enl/CS-No Reduc3 Is not a Uniformed Services retiree 6 CS-No Reduction4 will be subject to a payreduction under 5 U.S.C. 8344Is also a retired Uniformed Servicesofficer4 Ret Off/Reempl Ann-CS5 Is also a retired Uniformed Servicesenlisted member5 Ret Enl/Reempl Ann-CS6 Is not a Uniformed Services retiree 1 Reempl Ann-CS>7 annuity will continue butsalary will not be subject topay reduction under theNational DefenseAuthorization Act (NDAA FY2010)>8< Retired under theFederal EmployeesRetirement System>9< (FERS)>10

4-62 THE GUIDE TO PROCESSING PERSONNEL ACTIONSRULETable 4-D. Annuitant Status (Continued)If appointee is And AndThen enter in block 28 of the StandardForm 50>11< Retired under the annuity will continue but pay Is also a retired Uniformed Services H Ret Off/FE-No ReducFederal Employees will not be subject toofficer>12< Retirement System reduction under 5 U.S.C. 8468 Is also a retired Uniformed Services J Ret Enl/FE-No Reduc(FERS)enlisted member>13< Is not a Uniformed Services retiree G FE-No Reduction>14< annuity will continue and paywill be subject to reductionunder 5 U.S.C. 8468>1516< Is not a Uniformed Services retiree A Reempl Ann-FE>17 annuity will continue butsalary will not be subject topay reduction per the NationalDefense Authorization Act(NDAA FY 2010)K – NDAA FY 2010-FE18< A Uniformed ServicesretireeIs an officer who is notdescribed in rules 1, 4, 7, 10,or 132 Ret Officer>19< Is an enlisted member who isnot described in rules 2, 5, 8,11, or 14>20< Not described in rules>1-19

Chapter 9. Career and Career-Conditional Appointments9-19Table 9-C. Appointment Based only on the Person's Eligibility for Transfer or Reinstatement (continued)(including reinstatement from agency’s Reemployment Priority List)(Do not use this table for anyone selected from a Civil Service Certificate or under a Direct Hire Recruiting Authority)RULE If the Appointment Is And the PersonAnd theAppointment IsThenNOACIsNOA IsAuthCode Is27 Reinstatement when a Is not on the rolls of Career 140 Reins-Career KQM andposition in public or private your agencyZLM28 Career-Conditional 141 Reins-Careerenterpriseis taken over byCondthe Federal Government29 Reinstatement with priority Is not already on the Career 140 Reins-Career ABS Reg. 330.708selection from therolls of your agency30 Career-Conditional 141 Reins-Career-Interagency CareerCondTransition Assistance Plan31 Is already on the rollsof your agencyCareer 540 Conv to Reins-Career32 Career-Conditional 541 Conv to Reins-Career-Cond33 Reinstatement after priority Is not already on the Career 140 Reins-Career ABR Reg. 330.608selection from the Career rolls of your agency34 Career-Conditional 141 Reins-Career-Transition Assistance PlanCond(CTAP)35 Is on the rolls of youragencyCareer 540 Conv to Reins-Career36 Career-Conditional 541 Conv to Reins-Career-CondAuthority Is (See Note 1 ofthis table)Cite specific authority foraction (i.e., Reg. 315.401, oran agency specific authority)and (Cite specific authoritythat brought the position intothe competitive service)

9-20 THE GUIDE TO PROCESSING PERSONNEL ACTIONSTable 9-C. Appointment Based only on the Person's Eligibility for Transfer or Reinstatement (continued)(including reinstatement from agency’s Reemployment Priority List)(Do not use this table for anyone selected from a Civil Service Certificate or under a Direct Hire Recruiting Authority)RULE If the Appointment Is And the Person>37 Reinstatement from a Is already on the rollsRecent Graduatesof your agencyappointment (see Note 3)And the AppointmentIsThenNOACIsNOA IsCareer 540 Conv to Reins-Career38 Career-Conditional 541 Conv to Reins-Career Cond39 Reinstatement from a Is already on the rolls Career 540 Conv to Reins-Presidential Management of your agencyCareer40 Fellows appointment (seeCareer-Conditional 541 Conv to Reins-Note 3)Career CondAuth CodeIsLAB Reg. 362.306Authority Is (See Note 1 ofthis table)LAD Reg. 362.40741< Reinstatement under an In not already on the Career 140 Reins-Career ZLM (Cite Law, E.O., or Reg. thatauthority not covered under rolls of your agencyauthorizes reinstatement)>42< Career-Conditional 141 Reins-Career-Rules 8 - >4043< Is already on the rollsof your agencyCareer 540 Conv to Reins-Career>44< Career-Conditional 541 Conv to Reins-Career CondNOTES:1. ZLM: Other Citation (Law, E.O., or Reg) may be cited in addition to any other authority or authorities required by this table. Cite ZLM immediately after theauthority or authorities required by this table.2. When employee is on grade retention, compare the grade he or she is retaining with the grade of the position to which he or she is moving in order to determineif move is to a position at a higher or lower grade.>3. A Recent Graduate or Fellow who held a career conditional appointment immediately before entering the Program and fails to complete the Program forreasons not related to misconduct, performance, or suitability, may at the agency’s discretion be placed in a permanent competitive service position, as appropriate, inthe employing agency.

Chapter 9. Career and Career-Conditional Appointments9-31RULEIf the Selection is BasedOnTable 9-F. Appointment Based on Service in a Nonstatus Appointment in the Competitive ServiceAnd the PersonAnd theAppointment IsThenNOAC IsNOA IsAuth CodeIsAuthority Is(See Note below)1 Service under noncompetitiveIs already on the rolls of Career 500 Conv to Career Appt LPM Reg. 315.7022 special tenureappointment effectedunder 5 CFR 316.601(―rare bird‖ type)your agencyCareer-Conditional 501 Conv to Career-Cond Appt3 Completion, by a disabledCareer 500 Conv to Career Appt LBM Reg. 315.6044veteran, of a trainingcourse under chapter 31 oftitle 38, U.S.C.Career-Conditional 501 Conv to Career-Cond Appt5 Employee completing atleast three years ofcontinuous service underan indefinite appointment,or as a status quoemployeeCareer 500 Conv to Career Appt LWM Reg. 315.7046 Conversion of the7temporary appointment ofa disabled veteran who hasa compensableservice-connecteddisability of 30 percent ormoreCareer-Conditional501 Conv to Career-Cond ApptLZM Reg. 315.707

9-32 THE GUIDE TO PROCESSING PERSONNEL ACTIONSRULEIf the Selection is BasedOn>8 Conversion of an Internserving on a termappointment under Reg.362.107(a) – (See Note 2)Table 9-F. Appointment Based on Service in a Nonstatus Appointment in the Competitive Service (continued)And the PersonAnd theAppointment IsThenNOAC IsNOA IsAuth CodeIsAuthority Is(See Note below)Is not on agency rolls Career-Conditional 101 Career-Cond Appt LAE Reg. 362.107(b) -Intern9 Career 100 Career Appt10 Is already on the rolls ofyour agencyCareer-Conditional 501 Conv to Career-Cond Appt11 Career 500 Conv to Career Appt12 Conversion of a Recent Is already on the rolls of Career-Conditional 501 Career-Cond Appt LAG Reg. 362.107(b) - RG13 Graduate serving on aterm appointment underReg. 362.107(a) – (SeeNote 2)your agencyCareer 500 Career Appt14 Conversion of Fellow Is already on the rolls of Career-Conditional 501 Career-Cond Appt LAH Reg. 362.107(b) -15 serving on a termappointment under Reg.362.107(a) – (See Note 2)your agencyCareer 500 Career ApptPMF2. A Pathways Participant who is noncompetitively converted to a competitive service term appointment may be subsequently converted noncompetitively to apermanent competitive service position before the term appointment expires.

Chapter 9. Career and Career-Conditional Appointments9-33RULEIf the Appointment isBased OnTable 9-G. Appointment Based on Circumstances or Authorities Not Covered in Tables 9-A through 9-FAnd the PersonAnd theAppointment IsThen NOACIsNOA IsAuth Code IsAuthority Is(See Note 1 of thistable)1 Service in a position in Is appointed without a Career 100 Career Appt K4M Reg. 315.602the immediate Office of break in service from2 the President or Vice that position or Career-Conditional 101 Career-Cond ApptPresident or on the appointmentWhite House Staff3 Service in certainCareer 100 Career Appt V8L 39 U.S.C. 10064appointments in thePostal Service or PostalRate CommissionCareer-Conditional 101 Career-Cond Appt5 Possession of specialqualifications in aprofessional or scientificfield for a positionauthorized under 5U.S.C. 3104Is not on your agency'srolls6 Is already on the rollsof your agencyCareer 100 Career Appt VJM 5 U.S.C. 3325Career 500 Conv to CareerAppt7 Possession of special Is not on your agency's Career 100 Career Appt ZLM (Cite the law, E.O.,8qualifications in a rollsor Reg. thatprofessional or scientificCareer-Conditional 101 Career-Cond Apptauthorizes the9field for a positionappointment)authorized under anIs already on the rolls Career 500 Conv to Careerauthority other thanof your agencyAppt105 U.S.C. 3104Career-Conditional 501 Conv to Career-Cond Appt

9-34 THE GUIDE TO PROCESSING PERSONNEL ACTIONSRULEIf the Appointment isBased OnTable 9-G. Appointment Based on Circumstances or Authorities Not Covered in Tables 9-A through 9-F (continued)And the PersonAnd theAppointment IsThen NOACIsNOA IsAuth CodeIsAuthority Is(See Note 1 of thistable)11 Correction of an Is not on your agency's rolls Career 100 Career Appt ZGM E.O. 1082612 administrative error orCareer-Conditional 101 Career-Cond Apptoversight in not13 recommending an Is already on the rolls of Career 500 Conv to Careeremployee for benefits your agencyAppt14 under Executive Order10880, 10080, 10157,Career-Conditional 501 Conv to Career-Cond Apptor 1057715 Service under anexcepted appointmentas a Secret Serviceagent when theprovisions of ExecutiveOrder 11203 are metCareer 500 Conv to CareerApptZGY E.O. 11203>16< Service on a VeteransRecruitmentAppointmentHas completed two yearsunder the VRA programand, if the individual hasCareer 500 Conv to CareerAppt>17< less than 15 years ofeducation, has completed aprogram of education ortraining prescribed by theagencyCareer-Conditional 501 Conv to Career-Cond Appt>18< The authority tononcompetitivelyappoint certain militaryspousesIs not on your agency’srolls>19< Is already on the rolls ofyour agencyLYM Reg. 315.705Career-Conditional 101 Career-Cond Appt LAM Reg. 315.612501 Conv to Career-Cond Appt

Chapter 9. Career and Career-Conditional Appointments9-35RULETable 9-G. Appointment Based on Circumstances or Authorities Not Covered in Tables 9-A through 9-F (continued)If the Appointment isBased On>20 The authority tononcompetitivelyappoint certain militaryspousesAnd the PersonIs not on your agency’srolls21 Is already on the rolls ofyour agencyAnd theAppointment IsThen NOACIsNOA IsAuth CodeIsAuthority Is(See Note 1 of thistable)Career 100 Career Appt LAM Reg. 315.61222< Conversion of anappointment which wasmade under ScheduleA, Sec. 213.3102(u)Is already on the rolls ofyour agencyCareer 500 Conv to CareerAppt>23< Career-Conditional 501 Conv to Career-Cond ApptL1M Reg. 315.709>24< Service as a Foreign Is not on your agency's rolls Career 100 Career Appt LHM Reg. 315.606>2526< Is already on the rolls ofyour agencyCareer 500 Conv to CareerAppt>27< Career-Conditional 501 Conv to Career-Cond Appt

9-36 THE GUIDE TO PROCESSING PERSONNEL ACTIONSRULEIf the Appointment isBased OnTable 9-G. Appointment Based on Circumstances or Authorities Not Covered in Tables 9-A through 9-F (continued)And the PersonAnd theAppointment IsThen NOACIsNOA IsAuth CodeIsAuthority Is(See Note 1 of thistable)>28< Satisfactory completionof 36 months ofsubstantially continuousservice under Section7(a) of the Peace CorpsActIs not on your agency'srollsCareer 100 Career Appt LJM Reg. 315.607>29< Career-Conditional 101 Career-Cond Appt>30< Is already on the rolls ofyour agencyCareer 500 Conv to CareerAppt>31< Career-Conditional 501 Conv to Career-Cond Appt>32< Service as a Peace Is not on your agency's Career 100 Career Appt LEM Reg. 315.605>333435< Career-Conditional 501 Conv to Career-Cond Appt>36< Three years ofsatisfactory service on aSchedule A or Bappointment as aCriminal Investigator(Special Agent) with theDrug EnforcementAdministrationCareer 500 Conv to CareerApptZMM E.O. 12230

Chapter 9. Career and Career-Conditional Appointments9-37RULEIf the Appointment isBased On>37< Service overseas whilea family member of acivilian employee, anonappropriated fundemployee, or uniformedservice member who isserving overseasTable 9-G. Appointment Based on Circumstances or Authorities Not Covered in Tables 9-A through 9-F (continued)And the PersonIs not on your agency'srolls>38< Is already on the rolls ofyour agencyAnd theAppointment IsThen NOACIsNOA IsAuth CodeIsAuthority Is(See Note 1 of thistable)Career-Conditional 101 Career-Cond Appt ZJK E.O. 12721501 Conv to Career-Cond Appt>39< Service in U.S. Is not on your agency's rolls Career 100 Career Appt LKM Reg. 315.609positions of the Panama>40< Canal CommissionCareer-Conditional 101 Career-Cond Appt>41< Is already on the rolls ofyour agencyCareer 500 Conv to CareerAppt>42< Career-Conditional 501 Conv to Career-Cond Appt>43< Involuntary separation Is being appointed within Career 100 Career Appt LKP Reg. 315.610(other than removal for one year of separation>444546

9-38 THE GUIDE TO PROCESSING PERSONNEL ACTIONSRULEIf the Appointment isBased On>47< Service as a reader,interpreter, or personalassistant under Sch A,213.3102(ll)Table 9-G. Appointment Based on Circumstances or Authorities Not Covered in Tables 9-A through 9-F (continued)And the PersonIs already on the rolls ofyour agencyAnd theAppointment IsThen NOACIsNOA IsCareer 500 Conv to CareerAppt>48< Career-Conditional 501 Conv to Career-Cond Appt>49< Veterans EmploymentOpportunity Act of1998 as amended byP.L. 106-117Is not on your agency’srollsAuth CodeIsAuthority Is(See Note 1 of thistable)L2K Reg. 315.711Career 100 Career Appt ZBA P.L. 106-117, Sec.511>50< Career-Conditional 101 Career-Cond Appt>51< Is already on the rolls ofyour agencyCareer 500 Conv to CareerAppt>52< Career-Conditional 501 Conv to Career-Cond Appt>53 Service under theInternship ProgramIs already on the rolls ofyour agencyCareer 500 Conv to CareerAppt54 Career-Conditional 501 Conv to Career-Cond ApptLAKReg.315.713(a)(1)

Chapter 9. Career and Career-Conditional Appointments9-39RULETable 9-G. Appointment Based on Circumstances or Authorities Not Covered in Tables 9-A through 9-F (Continued)If the Appointment isBased onAnd the PersonAnd theAppointment IsThen NOACIsNOA IsAuth CodeIsAuthority is (SeeNote 1 of this table)>55 Service under the Is not on your agency’s rolls Career 100 Career Appt LAK Reg. 315.713(a)(1)Internship Program56 Is already on the rolls ofyour agencyCareer-Conditional 101 Conv to CareerAppt57 Service under theRecent GraduatesProgramIs already on the rolls ofyour agencyCareer 500 Conv to CareerApptLAL Reg. 315.713(a)(2)58 Career-Conditional 501 Conv to Career-Cond Appt59 Service under thePresidentialManagement FellowsProgramIs already on the rolls ofyour agencyCareer 500 Conv to CareerAppt60 Career-Conditional 501 Conv to Career-Cond Appt61 Service as a Fellowunder the PresidentialManagement FellowsProgram (E.O. 13318)(see notes 3 and 4 andTable 9-I, rule 75)>63< Service under theStudent CareerIs already on the rolls ofyour agencyCareer 500 Conv to CareerAppt62 Career-Conditional 501 Conv to Career-Cond ApptIs already on the rolls ofyour agencyCareer 500 Conv to CareerAppt>64< Experience Program ofthe Student EducationalEmployment Program(see note 5 and Table9-I, rule 76)Career-Conditional 501 Conv to Career-Cond ApptLAPReg. 315.713(a)(3)LAR Reg. 362.110 -FellowLAS Reg. 362.110 -SEEP/SCEP

9-40 THE GUIDE TO PROCESSING PERSONNEL ACTIONSTable 9-G. Appointment Based on Circumstances or Authorities Not Covered in Tables 9-A through 9-F (Continued)RULEIf the Appointment isBased onAnd the PersonAnd theAppointment IsThen NOACIsNOA IsAuth CodeIsAuthority is (See Note1 of this table)>65< Eligibility for a status Is not on your agency’s rolls Career 100 Career Appt ZLM (Cite Law, E.O., or>66< appointment under anCareer-Conditional 101 Career-Cond ApptReg. that authorizes>67< Executive Order and Is already on the rolls of your Career 500 Conv to Career Apptthe appointment or>68< the circumstance is notcovered by any of thepreceding rules of thistableagencyCareer-Conditional 501 Conv to Career-Cond Apptconversion) (see Note2 of this table)69 Circumstances or an Is not on your agency’s rolls Career 100 Career Appt70 authority not describedCareer-Conditional 101 Career-Cond Appt71 in Rules 1-68Is already on the rolls of your Career 500 Conv to Career Appt72 agencyCareer-Conditional 501 Conv to Career-Cond ApptNOTES:1. ZLM: Other Citation (Law, E.O., or Reg) may be cited in addition to any other authority or authorities required by this table. Cite ZLM immediately after theauthority or authorities required by this table.2. For appointees to senior level (pay plan SL) positions, cite as the authority ―5 U.S.C. 5376 and (agency certificate #).‖3. Upon successful completion of the Program, a Fellow *** initially appointed to a permanent position in an agency excepted from the competitive service may beappointed subsequently to a full-time permanent position in the competitive service without further competition one time only.>4. Use rules 61-62 if converting an existing PMF from class 2009, 2010, 2011, or 2012 to the competitive service under the provisions of E.O. 13562 and5 CFR 362.110.5. Use rules 63-64 if converting an existing SCEP employee to the competitive service under the provisions of E.O. 13562 and 5 CFR 362.110 during the Pathways transition period. Conversions under these authorities may only occur between July 10, 2012 and January 6, 2013.

Chapter 9. Career and Career-Conditional Appointments9-55Table 9-I. Remarks to be Shown on Standard Form 50 (Use as many remarks as are applicable) (Continued)RULEIfAnd72 Will be reemployed annuitant Salary will be reduced by the amountof the annuity because neither theOffice of Personnel Management northe agency has approved a waiverunder 5 CFR, part 55373 Employee receiving credit for non-Federalservice under Section 6303(e) of title 5,United States Code, that other wise wouldnot be creditable74 Employee receiving credit for active dutyuniformed service under Section 6303(e) oftitle 5, United States Code, that other wisewould not be creditableThen Remark CodeIsP10B73B74And Remark IsAnnuity at present is $ pa. (See Note 8 ofthis table)You are receiving (enter yrs. and mos., e.g.,2 yrs., 6 mos.) credit towards your SCD-Leave shown in Block 31 for the followingperiod(s) of non-Federal service: (list allapplicable ―from‖ and ―to‖ dates). Thistime is permanently creditable unless youfail to complete 1 full year of continuousservice with this agency.You are receiving (enter yrs. and mos., e.g.,2 yrs., 6 mos.) credit towards your SCD-Leave shown in Block 31 for the followingperiod(s) of active duty military service:(list all applicable ―from‖ and ―to‖ dates).This time is permanently creditable unlessyou fail to complete 1 full year ofcontinuous service with this agency.

9-56 THE GUIDE TO PROCESSING PERSONNEL ACTIONSRULETable 9-I. Remarks to be Shown on Standard Form 50 (Use as many remarks as are applicable) (Continued)>75 Action is a conversion to career or careerconditional appointment of a Fellow duringthe Pathways transition period76 Action is a conversion to career or careerconditional appointment of a SCEP duringthe Pathways transition periodIf And Then Remark CodeIsAnd Remark IsA40 Employee is a PMF from class 2009, 2010,2011, or 2012 eligible for conversion underthe provisions of E.O. 13562 and 5 CFR362.110.A41 Incumbent is a SCEP employee eligible forconversion under the provisions of E.O.13562 and 5 CFR 362.110.

Chapter 10. Nonstatus Appointments in the Competitive Service10-29Table 10-E. Term Appointment, continuedRULEIf the Appointment is And the Person Then Natureof ActionCode isNature of Action isAuthority CodeisAnd Authority is (SeeNotes 1 & 3 of thistable)18 Based on the person’s reemploymentrightsIs not an employee ofyour agency19 Is already employed inyour agency108 Term Appt NTE(date)508 Conv to Term ApptNTE (date)ZRM and (Citeauthority codefor appointmentheld prior toseparation uponwhichreemploymentis based)(Cite authority for thereemployment.) and(Cite authority forappointment held priorto separation uponwhich reemployment isbased)>20< Based on service overseas while afamily member of a civilian>21< employee, a nonappropriated fundsemployee, or uniformed servicemember who is serving overseas (5CFR 315.608)>22< Based on person's eligibility for acareer appointment after involuntaryseparation from National GuardTechnician serviceIs not an employee ofyour agencyIs already employed inyour agencyIs not an employee ofyour agency>2324< scientific field for a positionauthorized under 5 U.S.C. 3104Is already employed inyour agency>25< Of a temporary employee who waswithin reach previously for a termappointment, as described in 5 CFR316.302(b)(8)Is not an employee ofyour agency>26< Is already employed inyour agency>27< Based on service with the GeneralAccounting OfficeIs not an employee ofyour agency>28< Is already employed inyour agency108 Term Appt NTE(date)508 Conv to Term ApptNTE (date)108 Term Appt NTE(date)108 Term Appt NTE(date)508 Conv to Term ApptNTE (date)108 Term Appt NTE(date)508 Conv to Term ApptNTE (date)108 Term Appt NTE(date)508 Conv to Term ApptNTE (date)ZJK E.O. 12721ZTM P.L. 99-586VJM 5 U.S.C. 3325MLKReg. 316.302(b)(8)ZQM31 U.S.C. 732(g)

10-30 THE GUIDE TO PROCESSING PERSONNEL ACTIONSRULIf the Appointment isE>29< Based on exercise of restoration rightsafter uniformed service>30< Based on Merit Systems ProtectionBoard directive when employeeappeals agency failure to restore orimproper restoration after uniformedservice (see Note 2 of this table)Table 10-E. Term Appointment, continuedAnd the PersonExercises restorationrights under 38U.S.C. 4301 et. seq.>313233< Of a person selected from the Is not an employee ofagency’s Reemployment Priority List your agency>34< Is already employedin your agency>35< Of a person selected from the Is not an employee ofInteragency Career Transition your agency>36< Assistance PlanIs already employedin your agency>37< Retention of an employee who was Is already employedserving under an exceptedin your agencyappointment with a definite time limitlonger than 1 yearThen Natureof ActionCode isNature of Actionis108 Term Appt NTE(date)108 Term Appt NTE(date)508 Conv to TermAppt NTE (date)108 Term Appt NTE(date)508 Conv to TermAppt NTE (date)108 Term Appt NTE(date)508 Conv to TermAppt NTE (date)508 Conv to TermAppt NTE (date)Authority Code isQAK and (Citeauthority code forappointment heldprior toseparation uponwhich restorationis based)ALM and (Citeauth code forappt held prior toseparation uponwhich restorationis based)And Authority is (SeeNotes 1 & 3 of thistable)Reg. 353.207 and (Citeauthority forappointment held priorto separation uponwhich restoration isbased)MSPB Directive-USand (Cite authority forappointment held priorto separation uponwhich restoration isbased)ABR Reg. 330.608NUM Reg. 330.207ABS Reg. 330.708NMM Reg. 316.702

Chapter 10. Nonstatus Appointments in the Competitive Service10-31RTable 10-E. Term Appointment, continuedU Then Nature And Authority is (SeeLIf the Appointment is And the Person of Action Nature of Action is Authority Code is Notes 1 & 3 of thisCode istable)E>38< Based on current or formeremployment with theIs not an employee ofyour agency108 Term Appt NTE(date)ZTU 28 U.S.C. 602>39< Administrative Office of theU.S. Courts>40 Based on eligibility foremployment in the competitive41 service under Reg. 362.107(a)after successful completion ofthe Internship Program (seenote 6)42 Based on eligibility foremployment in the competitiveservice under Reg. 362.107(a)after successful completion ofthe Recent Graduates Program(see notes 5 and 6)43 Based on eligibility foremployment in the competitiveservice under Reg. 362.107(a)after successful completion ofthe Presidential ManagementFellows Program (see notes 5and 6)Is already employed inyour agencyIs not an employee ofyour agencyIs already employed inyour agencyIs already employed inyour agencyIs already employed inyour agency508 Conv to TermAppt NTE (date)108 Term Appt NTE(date)508 Conv to TermAppt NTE (date)508 Conv to TermAppt NTE (date)508 Conv to TermAppt NTE (date)MABMACMAFReg. 362.107(a) – InternReg. 362.107(a) –RGReg. 362.107(a) - PMF

10-32 THE GUIDE TO PROCESSING PERSONNEL ACTIONSTable 10-E. Term Appointment, continuedIf the Appointment is And the Person Then Nature Nature of Action is Authority And Authority is (SeeRULE of Action Code is Notes 1 and 3 of thisCode istable)>44< >Based on eligibility foremployment in the competitive>45< service and employee iscurrently serving on a SCEPappointment (seenote 7)MAG E.O. 135625. Recent Graduates or Presidential Management Fellows may be converted only within the employing agency. Agencies may not convert RecentGraduates or Presidential Management Fellows from other agencies.6. A Pathways Participant who is noncompetitively converted to a competitive service term appointment may be subsequently converted noncompetitivelyto a permanent competitive service position before the term appointment expires.7. Use this rule if converting existing SCEP appointments to a competitive service term appointment during the Pathways transition period. Conversionsunder this authority may only occur between July 10, 2012 and January 6, 2013.

11-1Chapter 11. Excepted Service Appointments(Natures of Action 130, 170, 171, 190, 570, 571, 590, 760)ContentsPage1. Coverage ........................................................................................... 11-32. Definitions......................................................................................... 11-33. Special Conditions ............................................................................ 11-3Job AidsTablesFigureInstructions for Processing Personnel Actions on Appointmentsin the Excepted Service..................................................................... 11-511-A. Excepted Appointments that are not Based on Exercise ofReemployment or Restoration Rights ................................... 11-1111-B. Excepted Appointments Based on Exercise ofReemployment or Restoration Rights……………………..>11-19and D

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Chapter 11. Excepted Service Appointments11-9Table Summary: Table 11-A. Excepted Service AppointmentsIf Appointment IsOn a provisional basis.......................................................................................................Under VRA authority........................................................................................................Based on a move from the SES.........................................................................................By the President ................................................................................................................Of an Expert or Consultant ...............................................................................................Of a foreign national overseas...........................................................................................Under the IPA ...................................................................................................................Not listed above• Under Schedule A, B, C >or D< authority............................................................• Under another authority ........................................................................................• Extension of an Exc Appt .....................................................................................Go toRules>5-67-1112-1516-2324-2728-313233-4748-5152

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Chapter 11. Excepted Service Appointments11-11RULEIf the personTable 11-A. Excepted Appointments that are not Based on Exercise of Reemployment or Restoration RightsAnd theappointmentAnd the personThenNOACisNOA isAuth code isAnd Authority is(See Notes 1-4 of this table)1 Is being employed Is without time Is not on your 170 Exc Appt (Cite code for (Cite authority under Scheduleunder a Schedule A, B, limitation agency’s rolls Schedule A, B, or C A, B, or C that authorizes theor C authority that is notauthority that appointment or conversion)2 specifically covered byIs already on 570 Conv to Exc authorizes thethe rules belowthe rolls of yourAppt appointment oragencyconversion)3 Is temporary Is not on youragency’s rolls171 Exc ApptNTE (date)4 Is already on 571 Conv to Excthe rolls of yourAppt NTEagency(date)>5< Is being appointed on atemporary basis to aIs not on youragency’s rolls190 ProvisionalAppt NTE(Cite code for theSch A, B, or C,continuing position (date) statutory, orregulatory authority>6

11-12 THE GUIDE TO PROCESSING PERSONNEL ACTIONSTable 11-A. Excepted Appointments that are not Based on Exercise of Reemployment or Restoration Rights (Continued)RU Then And Authority isL If the person And the appointment And the person NOAC NOA is Auth code is (See Notes 1-4 of thisE is table)>7< Is already employedunder the VeteransRecruitmentAppointment (VRA) in adifferent agencyIs to a VRA positionwithout a break inservice>8< Is being employed under Is not on your 170 Exc Apptthe Veterans Recruitmentagency’s rolls>910< Is being employed under Is not on your 171 Exc Apptthe Veterans Recruitment agency’s rolls NTE (date)Appointment (VRA) on>11< a temporaryappointment (see Note 6of this table)Is already on therolls of your agency130 Transfer J8M Pub. L. 107-288571 Conv to ExcAppt NTE(date)

Chapter 11. Excepted Service Appointments11-13Table 11-A. Excepted Appointments that are not Based on Exercise of Reemployment or Restoration Rights (Continued)RULEIf the person And the appointment And the personThenNOACisNOA isAuth code isAnd Authority is(See Notes 1-4 of thistable)>12< Is converted from anSES career appointmentunder which theindividual hadguaranteed placementrights to an appointment>1314< Is based on a reductionin force in the SES(Cite code forauthority underwhich conversion iseffected) and VCT(Cite the authority underwhich the conversion iseffected) and 5 U.S.C.3594(b)(2)>15< Is converted from anSES career appointmentunder which theindividual hadguaranteed placementrights to an appointmentin the excepted serviceIs based on failure to berecertified in the SES(Cite code forauthority underwhich conversion iseffected) and VCW(Cite the authority underwhich the conversion iseffected) and 5 U.S.C.3594(b)(3)

11-14 THE GUIDE TO PROCESSING PERSONNEL ACTIONSRULETable 11-A. Excepted Appointments that are not Based on Exercise of Reemployment or Restoration Rights (Continued)If the person And the appointment And the person>16< Is appointed by thePresident with the adviceand consent of the SenateIs without timelimitationIs not on youragency’s rolls>17< Is already on therolls of your agencyThenNOACisNOA isAuth code isAnd Authority is(See Notes 1-4 of thistable)170 Exc Appt ZNM (Enter Law, E.O., orReg. that authorizes thePresidential appointment570 Conv to ExcApptwith advice and consentof the Senate)>18< Is temporary Is not on youragency’s rolls>19< Is already on therolls of your agency>20< Is appointed by thePresident when adviceand consent of the Senateis not requiredIs without timelimitationIs not on youragency’s rolls>21< Is already on therolls of your agency>22< Is temporary Is not on youragency’s rolls>23< Is already on therolls of your agency171 Exc ApptNTE (date)571 Conv to ExcAppt NTE(date)170 Exc Appt ZKM (Enter Law, E.O., orReg. that authorizes the570 Conv to ExcAppt171 Exc ApptNTE (date)571 Conv to ExcAppt NTE(date)Presidentialappointment)>24< Is an expert or consultantappointed under theauthority of5 U.S.C. 3109 andagency’s appropriationact or other statuteIs without timelimitationIs not on youragency’s rolls170 Exc Appt H2L Reg. 304.103

Chapter 11. Excepted Service Appointments11-15RULETable 11-A. Excepted Appointments that are not Based on Exercise of Reemployment or Restoration Rights (Continued)If the person And the appointment And the person>25< Is an expert or consultantappointed under theauthority of5 U.S.C. 3109 andagency’s appropriationact or other statuteIs without timelimitationIs already on therolls of your agency>26< Is temporary Is not on youragency’s rolls>27< Is already on therolls of your agencyThenNOACisNOA is570 Conv to ExcAppt171 Exc ApptNTE (date)571 Conv to ExcAppt NTE(date)Auth code isAnd Authority is(See Notes 1-4 of thistable)H2L Reg. 304.103>28< Is a foreign nationalrecruited overseas for anoverseas positionIs without timelimitationIs not on youragency’s rolls>29< Is already on therolls of your agency>30< Is temporary Is not on youragency’s rolls>31< Is already on therolls of your agency170 Exc Appt BPM CS Rule 8.3570 Conv to ExcAppt171 Exc ApptNTE (date)571 Conv to ExcAppt NTE(date)>32< Is selected under theIntergovernmentalPersonnel Act (IPA)Is under the authority of5 U.S.C. 3374Is not on youragency’s rolls171 Exc ApptNTE (date)VPE 5 U.S.C. 3374

11-16 THE GUIDE TO PROCESSING PERSONNEL ACTIONSRULETable 11-A. Excepted Appointments that are not Based on Exercise of Reemployment or Restoration Rights (Continued)If the person And the appointment And the person>33< Is employed under theauthority of Sch A,213.3102(i) in a positionfor which a critical hiringneed existsIs temporaryIs not on youragency’s rolls>34< Is already on therolls of your agencyThenNOAC isNOA is171 Exc ApptNTE (date)571 Conv to ExcAppt NTE(date)W9PAuth code isAnd Authority is(See Notes 1-4 of thistable)Sch A, 213.3102(i)(2)>35< Is without time limitationon a less than full-timebasisIs not on youragency’s rolls>36< Is already on therolls of your agency>37 Is employed as an Intern Is under the InternshipProgram of the PathwaysProgramIs not on youragency’s rolls170 Exc Appt570 Conv to ExcAppt170 Exc Appt YEA Sch D, 213.3402(a)

Chapter 11. Excepted Service Appointments11-17Table 11-A. Excepted Appointments that are not Based on Exercise of Reemployment or Restoration Rights (Continued)RULIf the person And the appointment And the person ThenNOACEis>41 Is employed as a Recent Is under the Recent Is not on yourGraduateGraduates Program of agency’s rolls42 the Pathways Programs Is already on the rollsof your agency43 Is employed as a Presidential Is under theIs not on yourManagement FellowPresidentialagency’s rolls44 Management Fellows Is already on the rollsProgram of the of your agency45 Is currently serving on a SCEPappt which is being convertedto an appt under the InternshipProgram of the PathwaysPrograms (see Note 7 of thistable)46 Is currently serving on a STEPappt which is being convertedto an appt under the InternshipProgram of the PathwaysPrograms (see Note 7 of thistable)47 Is currently serving on a PMFappt (Reg. 213.3102(ii)) andappt is being converted to aPMF appt under Reg.213.3402(c)(see Note 7 of this table)Pathways ProgramIs without timelimitationIs temporaryIs without timelimitationIs already on the rollsof your agencyIs already on the rollsof your agencyIs already on the rollsof your agencyNOA is Auth code is And Authority is (See Notes1-4 of this table)170 Exc Appt YEB Sch D, 213.3402(b)570 Conv to Exc Appt170 Exc Appt YEC Sch D, 213.3402(c)570 Conv to Exc Appt570 Conv to Exc Appt YEF Reg. 362.110 – SCEP571 Conv to Exc ApptNTE (date)YEGReg. 362.110 – STEP570 Conv to Exc Appt YEH Reg. 362.110 – PMF

11-18 THE GUIDE TO PROCESSING PERSONNEL ACTIONSTable 11-A. Excepted Appointments that are not Based on Exercise of Reemployment or Restoration Rights (Continued)RU If the person And the appointment And the person Then NOA is Auth code is And Authority is (See NotesL NOAC 1-4 of this table)Eis>48< Is employed under theauthority of any other law,Is without time limitation Is not on youragency’s rolls>49< Executive Order or Reg. notIs already on yourcovered in the preceding rulesagency’s rolls>50< of this Table (including Is temporary Is not on your 171 Exc Appt NTEExperts and Consultants agency’s rolls (date)>51< employed under agency Is already on your 571 Conv to Exc Apptauthority similar to that of 5 agency’s rolls NTE (date)U.S.C. 3109)>52< Is serving on an Exc ApptNTEIs being extendedIs already on youragency’s rolls170 Ext Appt ZLM (Enter Law, E.O., or Reg.that authorizes the570 Conv to Exc Apptappointment or conversion)760 Ext of Appt NTE(date)(Enter sameauth code asfor the ExcAppt NTE)(Enter same authority as forthe Exc Appt NTE)NOTES:1. ZLM: Other Citation (Law, EO, or Reg) may be cited in addition to any other authority or authorities required by this Table. Cite ZLM immediately after the authorityor authorities required by this table. If a Standard Form 59, Request for Approval of Non-Competitive Action, was obtained from the Office of Personnel Managementfor the action, also include with the authorities ABM: SF 59 approved (date). Cite ABM as the last authority.2. If appointment was made using special section priority under the agency’s Career Transition Assistance Program (CTAP), cite ABR: Reg 330.608 following the authorities required by this Table and ZLM, if used.3. When appointee or employee was selected on the basis of bicultural/bilingual selective factors, show as the second authority (in blocks 5E-5F or 6E-6F of the StandardForm 50, Notification of Personnel Action), ABL: Bicultural/Bilingual Selective Factors.4. For information on Schedule A, B, C, >and D< see part 213 of title 5, Code of Federal Regulation. For authority codes for Schedules A, B, C, >and D< see Figure11-1, or The Guide to Personnel Data Standards.5. Individuals receiving Veterans Recruitment Appointments are placed in Tenure Group II of the Excepted Service.6. These instructions apply only when the Veterans Recruitment Appointment is to a position in an excepted service agency or organization. When a VeteransRecruitment Appointment is made on a temporary basis to a position in the competitive service, follow the instructions in Chapter 10.>7. Use rules 45-47 if converting existing STEP, SCEP, and PMF appointments to comparable SCH D appointments under the Pathways Programs. Conversions underthese authorities may only occur between July 10, 2012 and January 6, 2013.

Chapter 11. Excepted Service Appointments11-19RULEIf the person1 Is exercising statutoryrestoration rights upon returnfrom uniformed serviceTable 11-B. Excepted Appointments Based on Exercise of Reemployment or Restoration RightsAndAppointment held prior tothe separation upon whichrestoration is based waswithout time limitationThenNOACisNOA Is2 Appointment held prior to 171 Exc Appt NTEthe separation upon which(date)restoration is based wastemporaryAuth Code Is170 Exc Appt QAK and (Cite auth codefor the appointment heldprior to the separation uponwhich restoration is based)And Authority Is(See Notes 1-4 of this table)Reg. 353.207 and (Citeauthority for theappointment held prior tothe separation upon whichrestoration is based)3 Is ordered by MSPBdirective to be restored toduty when person appealsfailure to restore or improperrestoration after uniformed4 service (see Note 5 of thistable)Appointment held prior tothe separation upon whichrestoration is based waswithout time limitationAppointment held prior tothe separation upon whichrestoration is based wastemporary170 Exc Appt ALM and (Cite auth codefor the appointment heldprior to the separation uponwhich restoration is based)171 Exc Appt NTE(date)MSPB Directive—US and(Cite authority for theappointment held prior tothe separation upon whichrestoration is based)5 Is exercising statutoryrestoration rights upon fullrecovery from acompensable injury170 Exc Appt QBK and (Cite auth codefor the appointment heldprior to the separation uponwhich reemployment isbased)Reg. 353.301 and (Citeauthority for theappointment held prior tothe separation upon whichrestoration is based)6 Is appointed based on his orher partial recovery from acompensable injuryQCK and (Cite auth code forthe appointment held priorto the separation upon whichreemployment is based)Reg. 353.301(d) and (Citeauthority for theappointment held prior tothe separation upon whichreemployment is based)

11-20 THE GUIDE TO PROCESSING PERSONNEL ACTIONSRULETable 11-B. Excepted Appointments Based on Exercise of Reemployment or Restoration Rights (Continued)If the person7 Is ordered by MSPBDirective to be restored toduty after person appealsfailure to restore orimproper restoration uponrecovery from compensableinjury (see Note 5 of thistable)AndThenNOAC isNOA IsAuth Code Is170 Exc Appt AQM and (Cite auth codefor the appointment heldprior to the separation uponwhich restoration is based)And Authority Is(See Notes 1-4 of this table)MSPB Directive Inj and(Cite authority for theappointment held prior tothe separation upon whichrestoration is based)8 Exercises reemploymentrights after having movedbetween executive agenciesduring an emergencyPWM and (Cite auth codefor the appointment heldprior to the separation uponwhich reemployment isbased)Reg. 352.204 and (Citeauthority for theappointment held prior tothe separation upon whichreemployment is based)9 Exercises reemployment Is not on your agency’s rolls 170 Exc Appt P3M and (Cite auth code for Reg. 352.311 and (Citerights after havingtransferred to aninternational organizationthe appointment held priorto the separation uponwhich reemployment isbased)authority for theappointment held prior tothe separation upon whichreemployment is based)10 Exercises reinstatement P5M and (Cite auth code for Reg. 352.507 and (Cite11rights after serving in theAgency for InternationalDevelopment under sectionsIs already on the rolls ofyour agency570 Conv to ExcApptthe appointment held priorto the separation uponwhich reemployment isauthority for theappointment held prior tothe separation upon which233(d) and 625(b) of the based) reemployment is based)Foreign Assistance Act

Chapter 11. Excepted Service Appointments11-21RULETable 11-B. Excepted Appointments Based on Exercise of Reemployment or Restoration Rights (Continued)If the person12 Exercises reemploymentrights after service with theAmerican Institute inTaiwan13 Exercises reemploymentrights under circumstancesnot covered in Rules 1-12And14 Is already on the rolls ofyour agencyThenNOAC isNOA IsAuth Code IsIs not on your agency’s rolls 170 Exc Appt P7M Reg. 352.803570 Conv to ExcApptZRM and (Cite auth codefor the appointment heldprior to the separation uponwhich reemployment isbased)ZRM and (Cite auth codefor the appointment heldprior to the separation uponwhich reemployment isbased)And Authority Is(See Notes 1-4 of this table)(Cite authority for thereemployment) and (Citeauthority for theappointment held prior tothe separation upon whichreemployment is based)(Cite authority for thereemployment) and (Citeauthority for theappointment held prior tothe separation upon whichreemployment is based)NOTES:1. ZLM: Other Citation (Law, E.O., or Reg) may be cited in addition to any other authority or authorities required by this Table. Cite ZLM immediately after the authorityor authorities required by this table.2. If an SF 59 was obtained from OPM for the action, also include with the authorities ABM: SF 59 approved (date). Cite ABM as the last authority.3. For information on Schedule A, B, C, >and D< see part 213 of title 5, Code of Federal Regulations. For authority codes for Schedules A, B, C, >and D< see Figure11-1, or The Guide to Personnel Data Standards.4. On a restoration or reemployment action, cite as the second authority the one that was used for the last appointment or conversion to appointment that occurred beforethe employee left his or her agency. Use The Guide to Personnel Data Standards to identify the code for that legal authority.5. If MSPB determines restoration was improper, cancel it following instructions in Chapter 32 of this Guide.>Pages 11-22 thru 11-24 are blank.

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Chapter 11. Excepted Service Appointments11-25RULE1 Employee was required to completean appointment affidavit, SF 61.Table 11-C. Remarks to be Shown on SF 50 (See Note 1 of this table)If And Then Remark Code Is And Remark IsM01Appointment affidavit executed (date).2 Action is an appointment or aconversion to appointmentM39Creditable Military Service: (enter yrs andmos, e.g., ―6 yrs, 7 mos‖) [This remark isnot required for reemployed Civil Serviceannuitants. For other employees, wherethere is no prior military service, enter―none;‖ otherwise, follow the instructionsin Chapter 6 to calculate years and monthsof service.]3 M40 Previous Retirement Coverage: (enter―never covered‖ or ―previously covered‖)[―Previously covered‖ indicates thatemployee was previously covered by theCSRS or the FERS.]>4 Employee is an Intern, Recent Graduate, orFellow under the Pathways Programs>5< Appointment requires employee tocomplete a trial periodEmployee has not completed that trialperiodA36The duration of a Pathways appointmentunder Sch D is a trial period.6< Employee has already completed that trialperiodE03Trial period completed.>7< Employee is given exceptedappointment in an agency which usesan appointment system equivalent to>8< the career-conditional appointmentsystem in the competitive serviceEmployee has not completed the servicerequirement for Tenure Group IEmployee has completed the servicerequirement for Tenure Group IT09T08Service counting towards permanent tenurefrom (date).Service counting towards permanent tenurefrom (date) to (date).

11-26 THE GUIDE TO PROCESSING PERSONNEL ACTIONSRULE>9< Employee qualified for position under atraining agreement under which he or sheis placed directly into target occupationwithout first meeting qualificationstandardsIfTable 11-C. Remarks to be Shown on SF 50 (See Note 1 of this table) (Continued)AndThen RemarkCode IsE56And Remark IsQualified for this position only undertraining agreement. Not eligible for otherpositions in this series until satisfactorilycompletes prescribed training.>10< Employee is a seasonal employee, i.e.,one who is employed under conditionsrequiring a recurring period ofemployment of less than 2080 hours peryear in which he or she is placed innonpay status in accordance with preestablishedconditions of employmentA01Appointment is on a seasonal basis; theemployee is subject to release to nonpaystatus and recall to duty to meet workloadrequirements as a condition of employmentin accordance with the attached agreement.(see Note 3 of this table)>11< Appointment is indefinite, i.e.,nonpermanent without a definite timelimitation, and there is no plan (oremployee is not eligible under anyexisting plan) for movement into theagency's permanent workforce withoutnew examination of qualificationsE01Appointment is indefinite.>12< Employee is currently serving in tenuregroup ―0‖Has completed one year of currentcontinuous employmentT11Completed 1 year of current continuousservice. (see Note 4 of this table)

Chapter 11. Excepted Service Appointments11-27RULE>13< Action is a Provisional Appt NTE or aConversion to Provisional Appt NTEIfTable 11-C. Remarks to be Shown on SF 50 (See Note 1 of this table) (Continued)AndThenRemarkCode IsE58And Remark IsAppointment is on a provisional basis. You areeligible for retirement coverage and for healthbenefits and life insurance. If your performance issatisfactory, and you meet all legal, qualifications,and other applicable requirements, you may beconverted to a nontemporary appointment before thisappointment expires.>14< Employee is given a time-limitedappointment (NOA 171), or a timelimitedappointment is extendedM06Reason for temporary appointment: (state reason)>15< Appointment is made under ScheduleA, Sec. 213.3102(o)This is the employee's first appointment underthe authority during the service year (see Note 5of this table)A11Employment under this appointment must not exceed(number) working days a year.>16< Appointment authority limits thenumber of days employee may workduring a service yearEmployee is served in your agency underanother appointment under the same authoritywithin the past year (see Note 5 of this table)A12Employment under this and previous appointmentmust not exceed (number) working days a year.>17< Appointment authority limits thenumber of hours employee may workduring a service yearThis is the employee's first appointment underthis authority during the service year (see Note5 of this table)A07Employment under this appointment must not exceed(number) hours a year.>18< Appointment authority limits thenumber of hours employee may workduring a service yearEmployee has served in your agency underanother appointment under this authority withinthe past year (see Note 5 of this table)A08Employment under this and previous appointmentmust not exceed (number) hours a year.

11-28 THE GUIDE TO PROCESSING PERSONNEL ACTIONSRULE>19< Appointment is made under ScheduleA, Sec. 213.3102(e)>20< Employee is subject to the SL or STpay system>21 Appointment is made under thePathways Programs as a RecentGraduate or Fellow under Sch D,213.3402(b) or (c)(see Note 6 of this table)22 Appointment is made under thePathways Programs under Sch D,213.3402 as an Intern, RecentGraduate, or Presidential ManagementFellow (see Note 6 of this table)23 Appointment is made under thePathways Programs as an Intern underSch D, 213.3402(a)(see Note 6 of this table)IfTable 11-C. Remarks to be Shown on SF 50 (See Note 1 of this table) (Continued)AndThe rate of basic pay is equal to or abovethe specified limit that subjects an employeeto coverage by the post-employmentrestrictions under 18 U.S.C. 207(c) – (i.e.,86.5% of the rate for level II of theExecutive Schedule)The employee is currently employed under anontemporary appointment in thecompetitive serviceThenRemarkCode IsA22M97A37A38A39And Remark IsThis appointment cannot be renewed. Upon admissionto the Bar, you will be eligible for appointment asattorney in accordance with (agency) appointmentprocedures.Employee subject to post-employment restrictionsunder 18 U.S.C. 207(c)Appointment cannot exceed 2 years plus any agencyapproved extension of no more than 120 days. Uponsatisfactory completion of the program you may benoncompetitively converted to a permanentappointment. If your performance is not satisfactory orif you fail to satisfactorily complete this programemployment will be terminated.Employee informed in advance of the conditions ofappointment under the Pathways ProgramsThis appointment is intended to continue throughcompletion of education and work requirements. Anagency may noncompetitively appoint you to a careeror career-conditional appointment within 120 days aftersatisfactory completion of your educational programand satisfactory completion of at least 640 hours ofcareer-related work experience. The work experiencemust have been completed prior to or concurrently withthe completion of the requirements of your educationalprogram.

Chapter 11. Excepted Service Appointments11-29RULEIfTable 11-C. Remarks to be Shown on SF 50 (See Note 1 of this table) (Continued)AndThen RemarkCode IsAnd Remark Is24 Reserved25 Reserved26 Reserved27 Appointment is made under the VeteransRecruitment Appointment (VRA)-5 CFR,part 307(see Note 6 of this table)Appointment is to a competitive serviceagency and not to an excepted serviceagency or organizationA03This appointment is intended to continuefor 2 years. Upon satisfactory completionof 2-year trial period, you will benoncompetitively converted to careerconditionalor career appointment. Ifperformance is not satisfactory or you failto satisfactorily complete program,employment will be terminated.28 Employee is already on the rolls of youragencyWill serve on two (or more) appointmentsat the same timeM36Concurrent employment: (identify positionor agency unit where concurrentlyemployed)

11-30 THE GUIDE TO PROCESSING PERSONNEL ACTIONSRULE29 Action is a conversion to anotherappointment of an employee who is beingretained on the agency's rolls under atemporary exception to RIF releaseIfTable 11-C. Remarks to be Shown on SF 50 (See Note 1 of this table) (Continued)AndThe retention has been documented with a755/Exception to RIF Release actionThen RemarkCode IsK60And Remark IsAction is in lieu of RIF separation ofemployee retained under temporaryexception.30 Employee is on the rolls of anotheragency on a part-time or intermittentappointment (see Note 7 of this table)Will continue in that status afterappointment in your agencyM34On part-time or (intermittent) appointmentin (agency).31 Employee is on the rolls of anotheragency in a nonpay status (see Note 7 ofthis table)M33On nonpay status in (agency).32 Employee is moving between executiveagenciesHas reemployment rights in former agencyor officeM02You have reemployment rights for twoyears in (former agency) granted underReg. 352.204 and OPM letter of (date).33 Employee is a Special GovernmentEmployee as defined in sec. 202 of title18, U.S. CodeE21You are subject to regulations governingconduct and responsibilities of SpecialGovernment Employees.34 Employee is converted from an SESappointmentAction is because of employee's less thanfully successful performance in the SESposition or because of employee's failure tobe recertified in the SESM58No SES reinstatement rights.35 Employee declined conversion to an SESappointmentPosition to which employee is beingassigned is an SES positionM52Employee declined conversion to theSenior Executive Service and continuesunder (enter: type of appointment) with allassociated rights and benefits.

Chapter 11. Excepted Service Appointments11-39NOTES: (continued)6. Employees are placed in Tenure Group II.7. Send copy of appointment Standard Form 50 to employee’s servicing personnel office in the other agency (reference 5 U.S.C. 5533).8. Use this remark in addition to those required under Rules 45-48.9. Reserved.10. When the employee submits the notice of annuity adjustment, follow your agency’s procedures to forward it to the payroll office.11. To determine the annual (pa) rate, multiply by 12 the gross monthly annuity shown on the notice of annuity adjustment from the Office of Personnel Management.

11-40 THE GUIDE TO PROCESSING PERSONNEL ACTIONSFigure 11-1. Legal Authority Codes Used For Schedule A, B, C, >and D< AppointmentsFor appointments under:Use Legal Authority Code:Sch A, 213.3102(a) ....................................................................................WAM213.3102(c) ....................................................................................WCM213.3102(d) ....................................................................................WDM213.3102(e) ....................................................................................WEM213.3102(f).....................................................................................WFM213.3102(i)(1) ................................................................................W9N213.3102(i)(2) ................................................................................W9P213.3102(i)(3) ................................................................................W9R213.3102(j) .....................................................................................WJM213.3102(k) ....................................................................................WKM213.3102(l) .....................................................................................WLM213.3102(n) ....................................................................................WNM213.3102(o) ....................................................................................W6M213.3102(r).....................................................................................W9S213.3102(s).....................................................................................W9T213.3102(u) - Severe Physical Disabilities ..................................WUM- Mental Retardation................................................WTA- Psychiatric Disability ............................................WTB213.3102(x) ....................................................................................WXM

Chapter 11. Excepted Service Appointments11-41Figure 11-1. Legal Authority Codes Used For Schedule A, B, C, >and D< Appointments (continued)For appointments under:Use Legal Authority Code:Sch A, 213.3102(z) ....................................................................................WZM213.3102(aa)...................................................................................XAM213.3102(bb) ..................................................................................XBM213.3102(ff)....................................................................................XFM***213.3102(ll)....................................................................................XXM***213.31xx - Agency unique Sch A ..................................................XZMauthoritySch B, 213.3202(j)......................................................................................YJM213.3202(m) ...................................................................................YMM213.3202(n)* ..................................................................................YKB213.32xx. Agency-unique Schedule B authority...........................Y5MSch C, 213.33xx. Agency-unique Schedule C authority ...........................Y7M213.3302(a) Temp. transitional Sch C............................................Y9KAuthority other than Sch C, 213.33xx,(i.e., Law or E.O. which establishes a Sch C Position) .....................Y8M>Sch D, 213.3402(a) Intern Program……………………………………. YEA213.3402(b) Recent Graduates Program ...................................... YEB213.3402(c) Presidential Management Fellows Program ............ YEC

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Chapter 14. Promotions; Changes to Lower Grade, Level or Band; Reassignments; Position 14-5Changes; and Detailsretained grade is General Schedule 9 istemporarily assigned to a position at GeneralSchedule 6 or General Schedule 9, thenature of action is Position Change NTE.)h. Agency [as used in this Guide] is anydepartment or independent establishment ofthe Federal Government, including aGovernment-owned or -controlledcorporation, that has the authority to hireemployees in the competitive, excepted, andsenior executive services. Examples:Department of Transportation, SmallBusiness Administration, Federal TradeCommission. Note: The Departments ofArmy, Navy, and Air Force are consideredto be individual agencies for the purposes ofthis Guide; all other organizations withinthe Department of Defense that have agencycodes that begin with ―DD‖ (for example,DD04) are considered as one agency.3. Selection of Legal Authoritya. Meaning of “equivalent to CS Regs.”For some actions covered by this chapter,the legal authority you place on the actionwill depend upon whether the action is beingtaken under civil service laws or regulations,under agency procedures that are similar orequivalent to those required under civilservice laws or regulations, or under otherprocedures. The rule you follow to select thelegal authority will depend upon yourknowing what procedures are being used.For example, you may have to know if theaction is being taken under ―5 U.S.C. 75‖(chapter 75 of title of 5 of the U.S. Code,―Adverse Actions‖), under agencyprocedures that are equivalent to 5 U.S.C.chapter 75 (―5 U.S.C. 75 Eq‖), or underother procedures. There are some agenciesthat are not covered by the civil service lawsand regulations, and there are someemployees who are not covered because ofthe appointments on which they serve. Ifyour agency is not covered by civil serviceprocedures, or the employee who is thesubject of the action is not covered, youragency may have its own procedures tofollow--(ones that are similar to orequivalent to the civil service procedures) oryour agency may have followed otherprocedures that are different from thoserequired by the civil service laws orregulations. If you are not sure whether theemployee who is the subject of the action, iscovered by civil service proceduresapplicable to that particular action, or byequivalent agency procedures, ask thepersonnel specialist who approved theaction. You cannot determine the correctauthority without knowing the proceduresbeing used to effect the action.b. Actions for Which the Agency MustSelect the Authority. For some actionscovered by this chapter, you will be given alegal authority code and be told to cite theappropriate authority. To document one ofthese actions, you will have to learn from thepersonnel specialist who approved the actionhow that action was handled:(1) If a specific law, Executive Order, orregulation was the basis for the action, citethat law, Executive Order, or regulation inthe authority block on the Standard Form 50,along with the legal authority code shown inthe table.(2) If the agency has internal regulations,an agency manual, or an employee code ofconduct or ethics that provides penalties forviolations or misdeeds, cite the agencyregulation or the agency manual or code of

14-6 THE GUIDE TO PROCESSING PERSONNEL ACTIONSconduct reference in the authority block onthe Standard Form 50 along with the legalauthority code shown in the table.(3) For actions where a specific legalauthority is not cited in the table and wherethe action is not covered by paragraphs (1)and (2) above, show in the authority blockon the Standard Form 50 ―5 U.S.C. 302,‖along with the legal authority code shown inthe table. (5 U.S.C. 302 is the generalauthority for an agency head to delegateauthority to take actions necessary to carryout personnel actions.) Cite it only when noother authority is appropriate for the actionbeing processed; its use should be very rare.4. Use of Standard Form 52.For change to lower grade, level or bandactions that end temporary promotions ontheir not-to-exceed dates, use of theStandard Form 52 is optional; the StandardForm 50 may be prepared directly from thedata in the agency's personnel data system.For details, a Standard Form 52 is used todocument the request and approvals whenrequired by Table 14-A. For all other actionsdescribed in this chapter, a Standard Form52 is required to document the requestedaction and its approvals, and to prepare theStandard Form 50.5. Special Conditions.When effecting promotions;reassignments; changes to lower grade, levelor band; or position change actions, certainspecial conditions may impact thedocumentation of the personnel actions andrequire additional instructions.a. Employee is eligible for a withingradeincrease on the same date. When theemployee is eligible for a within-gradeincrease (WGI) on the same date as anotheraction (for example, a promotion), bothactions may be documented on the sameStandard Form 50. (Note that each one isreported separately to >Enterprise HumanResources Integration (EHRI)).< In thesecases, document the within-grade increaseaction first (in blocks 5A-5F) and thendocument the promotion action (in blocks6A-6F) of the Standard Form 50.b. Employee’s work schedule or thenumber of hours worked will also change.If the employee's work schedule, or thenumber of hours he or she works on a parttimebasis, will change as a result of theaction being processed, the newschedule/hours must be documented. Followthe instructions in Chapter 24 to select thenature of action, authority and remarks forthe change in work schedule or hours. If theother action and the change in workschedule or hours are being documented ona single Standard Form 50), enter the natureof action and authority for the change inwork schedule or hours in blocks 6A-6F; fora 782/Chg in Hours action, also enter thenew hours per pay period in block 33. Whena return to duty and another action (forexample, a promotion) are effective on thesame date as a change in work schedule orhours, and the return to duty and the otheraction are being reported on the sameStandard Form 50, document the new workschedule in block 32 and the new hours inblock 33; there is no need for a separateStandard Form 50 for each nature of action.

Chapter 14. Promotions; Changes to Lower Grade, Level or Band; Reassignments; Position Changes; and Details14-13RULE1 To State or local government, or other eligibleorganizations under the authority of theIntergovernmental Personnel Act (IPA)(See Note 3 of this table)2 To an international organization (See Note 4 of thistable)Table 14-A. Documentation of DetailsIf Detail is And ThenDocument with an SF 50: Legal Auth NYM/Reg. 334.101a) Nature of Action 730/Detail NTE(Date); orb) Nature of Action 731/Ext Detail NTE (Date); orc) Nature of Action 732/Term of Detail NTE (Date)Document with an SF 52 showing the organization andposition to which detailed, the effective date of the detail,and the not-to-exceed date.3 To a position that is identical to the employee's currentposition or is of the same grade, series, and basic dutiesas the employee's current position4 For more than 30 but less than 120 days to a differentposition (i.e., to one that is not described in rule 2 of thistable)Is to a higher grade position(See Note 4 of this table)a) Nature of Action 930/Detail NTE(Date); orb) Nature of Action 931/Ext Detail NTE (Date); orc) Nature of Action 932/Term of Detail NTE (Date)No documentation is required.Document with an SF 52 showing the organization andposition to which detailed, the effective date of the detail,and its not-to-exceed date. (See Note 1 of this table)a) Nature of Action 930/Detail NTE(Date); orb) Nature of Action 931/Ext Detail NTE (Date); orc) Nature of Action 932/Term of Detail NTE (Date)5 Is to a position with promotionpotential (See Note 4 of this table)6 Is to a position at the same or alower grade which does not havepromotion potentialNo documentation is required.

14-14 THE GUIDE TO PROCESSING PERSONNEL ACTIONSTable 14-A. Documentation of Details (Continued)RULEIf Detail is And Then7 For 120 days or more (See Note 4 of this table) Document with an SF 52 showing the organization andposition to which detailed, the effective date of the detail,and its not-to-exceed date. (See Note 2 of this table)a) Nature of Action 930/Detail NTE(Date); orb) Nature of Action 931/Ext Detail NTE (Date); orc) Nature of Action 932/Term of Detail NTE (Date)NOTES:1. If a detail that was originally made for 30 days or less (and thus was not documented with an SF 52) extends beyond 30 days, prepare an SF 52 showing asthe effective date the date on which the detail actually began.2. If a detail that was originally made for less than 120 days (and thus was not documented with an SF 52) extends to 120 days or more, prepare an SF 52 showing as theeffective date the date on which the detail actually began.3. File the SF-50 on the right side of the OPF. Submit this information in your agency’s >Enterprise Human Resources Integration (EHRI)< submission.4. Assign the appropriate 9xx code as reflected in column 4 of the rule. File the action on the right side of the OPF. Do not submit this information in your agency’s>EHRI< submission.

21-3Chapter 21. Realignment and Mass Transfer1. Coverage.a. This chapter covers the actions taken toeffect an agency realignment and the actionstaken by the gaining agency to effect a masstransfer. The chapter covers actions foremployees whose appointments aretemporary as well as those whoseappointments are non-temporary.b. This chapter does not cover:(1) Actions taken by the losing agency ina mass transfer (see Chapter 31);(2) Actions that change the appointmenton which the employee is serving (seeinstructions for appointments andconversions to appointment in Chapters 9-13);(3) Movement of employee andemployee's position to a new duty stationwhen the move is not the result of a transferof function or an organization change, e.g.,when move is a part of a rotation program orthe result of the agency moving to a differentbuilding in a different city in the samecommuting area (see Chapter 23); or(4) Assignment of a different agencymanagement or budget code to theemployee's organization, or changing thename of the organization to which theemployee is assigned, when no change in thefunction or in the employee's position, grade,salary, location, or agency code, occurs.These changes are not reported to the Officeof Personnel Management and can bedocumented with an agency nature of actionin the 900-series. (See job aid, SampleNotice that Name of Organization hasChanged, in this Chapter.)2. Definitions.a. A realignment is the movement of anemployee and employee's position when:— an organization change (such asreorganization or transfer of function)occurs,— the employee stays in the sameagency, and— there is no change in the employee'sposition, grade or pay. (Note: Forchanges in pay, including locality pay,see Chapter 17.)Information on transfer of function andreorganization is in 5 CFR part 351,subpart C.b. A mass transfer is the movement ofan employee with employee's position to adifferent agency when:— an organization change (such as atransfer of function) takes place, and— there is no change in the employee'sposition, grade, or pay. (Note: Forpurposes of this definition, a changein the amount of any locality paymentto which the employee is entitled isnot a change in pay.)3. Use of the List Form of Notice.When a large number of employees arebeing affected by the realignment or masstransfer, the agency may find it easier andmore economical to record the actions on alist form of notice rather than preparingindividual Standard Form 50s, Notificationof Personnel Action. Refer to Chapter 4 ofthis Guide for instructions on preparing thelist form.

21-4 THE GUIDE TO PROCESSING PERSONNEL ACTIONS4. Use of Agency Notices.Agencies may use any method that meetsthe conditions in Chapter 4, section 6, tonotify employees of realignment actions.This is an additional agency option in lieu ofthe individual Standard Form 50,Notification of Personnel Action, or the listform of notice.5. Use of the Standard Form 52.Although a Standard Form 52, Requestfor Personnel Action, is needed to processmany actions, its use for realignments andmass transfers is not required in all cases.When the Standard Form 50, Notification ofPersonnel Action, is used to document therealignment or mass transfer and it can beprepared directly from the information in theemployee’s Official Personnel Folder, youragency’s automated personnel system, ordirectly from an alternative approvingdocument, then a Standard Form 52 is notnecessary.Generally, a Standard Form 52 is usedonly when a few employees are affected bythe realignment or mass transfer, especiallywhen the requesting office is responsible forits preparation. If a list form of notice, or anagency issuance rather than the StandardForm 50, is to be used, an alternativeapproving document is generally usedinstead of a Standard Form 52.When the Standard Form 52 is used, andprepared in the Personnel Office, it is usedonly as a working document. No requestingofficial signatures are needed.6. Office that Issues the Standard Form50 or List Form.a. Realignment. When the employingoffice changes, the gaining office issues theStandard Form 50, list form, or agencyissuance.b. Mass Transfer. The gaining officeissues the Standard Form 50 or list form forMass Transfer. The losing agency issues theStandard Form 50 or list form forTermination—Appt in (agency) as requiredby Chapter 31.7. Filing.Documentation of realignment actions isnot authorized for long-term OfficialPersonnel Folder retention. Agencies mayfile realignment documentation amongtemporary documents on the left side of theOfficial Personnel Folder at their option. Ifthe agency uses a Standard Form 50 todocument the realignment, that form shouldnot be filed on the right side of the OfficialPersonnel Folder.8. Appointment Authority.The legal authority used to process amass transfer is the authority for changingthe agency. It does not affect the individualemployee’s appointment. The legalauthority for a mass transfer should not bereported to >Enterprise Human ResourcesIntegration (EHRI)< as the currentappointment authority.

28-3Chapter 28. Change in Data Element1. Coverage.a. This chapter covers use of nature ofactions:(1) 800/Chg in Data Element, under thecircumstances described in Table 28-A, tochange:Agency Code,Annuitant Indicator,Bargaining Unit Status,FLSA Category,Occupational Code,Pay Rate Determinant,Personnel Office ID, andPosition Occupied. (2) 803/Chg in Retirement Plan to changeretirement plan and make resulting changesin the retirement-related data.b. This chapter does not cover:changes to the >Enterprise HumanResources Integration (EHRI)< dataelements, such as organizational component,that are not documented in a designatedblock on the Standard Form 50. Follow youragency's instructions to document thesechanges.2. Use of Standard Form 52.The use of a Standard Form 52, Requestfor Personnel Action, is optional whenprocessing 800 and 803 actions. TheStandard Form 50 for these actions can beprepared directly from the information inyour agency's automated data system, or inthe employee's Official Personnel Folder,and any documents submitted by theemployee in support of the change. When aStandard Form 52 is used, it is prepared inthe personnel office and is used only as aworking document to prepare the StandardForm 50. No requesting official signaturesare needed.3. Instructions.a. Use Table 28-A to determine whetheran 800 or 803 action is required.(1) When the data element change is theresult of another action, just process theother action and put the new data element(s)in the appropriate block(s) on the StandardForm 50. For example, when an employee'sretirement code changes as a result of aconversion from an “Appointment NTE(date)” to a “Career-Cond Appt,” justprocess the conversion action and enter thenew retirement code in block 30 of theStandard Form 52/50.(2) When the data element change occurssimultaneously with another action, but isnot the result of that action, process aseparate action for the data element change.For example, an employee who is beingpromoted has just retired from the reserves,which necessitates a change to AnnuitantIndicator. Since the change to the AnnuitantIndicator is not the result of the promotion,both an “800/Chg in Data Element” and a“702/Promotion” action must be processed.b. When an action must be processed torecord the data element change, use Table28-A to select the nature of action andauthority to be entered in blocks 5A-5D ofthe Standard Form 50. See Table 28-B forthe remark codes and remarks to be enteredin block 45 of the Standard Form 50.If the action is being taken

28-4 THE GUIDE TO PROCESSING PERSONNEL ACTIONSunder an authority that is unique to yourdepartment or agency, cite that authority(along with the authority code approved bythe Office of Personnel Management)instead of the authority and code shown inthis chapter. Also enter in block 45 anyadditional remarks/remarks codes that arerequired by your agency or that are necessaryto explain the action.c. If the nature of action will be an803/Chg in Retirement Plan, check theCSRS and FERS Handbook for Personneland Payroll Offices to advise the employeeon designations of beneficiary.d. When a Standard Form 52 is used,follow the instructions in Chapter 4 tocomplete the form; follow the agency’sinstructions to obtain the approvalsignature.e. Follow the instructions in Chapter 4 tocomplete the Standard Form 50. Follow youragency’s instructions to have it signed orauthenticated.f. Check The Guide to PersonnelRecordkeeping to decide if any of thedocuments submitted with, or created inconnection with, the change should be filedon the right side of the employee’s OfficialPersonnel Folder. Follow your agency’sinstructions to dispose of documents notfiled in the folder.g. Follow your agency’s instructions todistribute documentation of the personnelactions.

29-3Chapter 29. Bonuses, Awards and Other Incentives1. Coverage.a. Actions covered. This chapter coversthe following time off and cash paymentactions that do not affect an employee’s rateof basic pay:815/Recruitment Incentive,816/Relocation Incentive,817/Student Loan Repayment,825/Separation Incentive,827/Retention Incentive,840/Individual Cash Award RB,841/Group Award – Ch 45,842/Individual Suggestion/InventionAward (only those recognized with cash),843/Group Suggestion/Invention Award (only those recognized with cash),844/Foreign Language Award (always given to individuals as cash; only approved for law enforcement positions),845/Travel Savings Incentive (always given to individuals as cash; onlyallowed for agencies that haveestablished travel savings incentive programs), 846/Individual Time Off Award,847/Group Time Off Award, 848/Referral Bonus,849/Individual Cash Award NRB878/Presidential Rank Award, 879/SES Performance Award.885/Lump Sum Performance Payment RB-ILPA886/Lump Sum Performance PaymentRB-NILPA887/Lump Sum Performance Payment NRB889/Group Award - Otherb. >Enterprise Human ResourcesIntegration.< All actions described in thischapter must be reported to >EnterpriseHuman Resources Integration (EHRI).< Usethe nature of action codes and, if required,legal authority codes in Table 29 to reportthese actions to >EHRI.< Refer to theoperating manual, >The Guide to HumanResources Reporting Requirements,< forspecific instructions.2. Separation Incentive.a. Effective Date. Separation Incentivesare payments authorized to encourageemployees to separate voluntarily to avoid orreduce the need for involuntary separations.These actions are effective on the same dateas the employee’s separation.b. Standard Form 52. Use of theStandard Form 52, Request for PersonnelAction, to process these actions is notrequired. Follow your agency’s instructions.c. Standard Form 50. These actionsmay be documented as the second nature ofaction on Standard Form 50, Notification ofPersonnel Action, documenting theseparation or may be documented as aseparate action. In either case, a StandardForm 50 documenting a SeparationIncentive should be prepared and a copyshould be filed on the right side of theOfficial Personnel Folder.3. Presidential Rank Awards.a. Standard Form 52. Use of theStandard Form 52 to process these actions isnot required. Follow your agency’sinstructions.b. Standard Form 50. A Standard Form50 should be prepared to documentPresidential Rank Awards. A copy of thisStandard Form 50 should be filed on theright side of the Official Personnel Folder.4. All Other Awards and Bonuses.a. Effective Date. The agency sets theeffective date of awards and bonuses.

29-4 THE GUIDE TO PROCESSING PERSONNEL ACTIONSb. Standard Form 52. Use of theStandard Form 52 to process these actions isnot required. Follow your agency’sinstructions.c. Standard Form 50. Use of theStandard Form 50 for all other awards andbonuses is not required. Documentation ofawards and bonuses other than SeparationIncentives, and Presidential Rank Awards isnot authorized for long-term OfficialPersonnel Folder retention. Agencies maynot file documentation of the followingaward and bonus actions on the right side ofthe Official Personnel Folder:Recruitment Incentive,Relocation Incentive,Retention Incentive,Student Loan Repayment,Individual Cash Award RBIndividual Cash Award NRBGroup Award – Ch 45,Group Award – Other,Individual Suggestion/Invention Award,Group Suggestion/Invention Award,Foreign Language Award,Travel Savings Incentive,Individual Time Off Award,Group Time Off Award,Referral Bonus,Senior Executive Service PerformanceAward,Lump Sum Performance Payment RB-ILPALump Sum Performance PaymentRB-NILPALump Sum Performance PaymentNRBd. Employee Notification. Agenciesmust notify employees of awards grantedthem. To do so, the agency may choose touse the Standard Form 50 or may choose anyother method that meets the requirements inChapter 4 of this Guide. As examples,agencies may choose to use earningsstatements or award certificates or agencyforms to notify employees of awards. Evenif an agency uses a Standard Form 50 tonotify employees of awards, no legalauthority code is required, and the SF-50may not be filed on the right side of theOfficial Personnel Folder.

33-3Chapter 33. Documentation of Volunteer Service1. Coverage.This chapter provides instructions fordocumenting service performed withoutcompensation by persons who do notreceive a Federal appointment.2. Definitions.a. Student volunteer service isservice performed under 5 U.S.C. 3111,with the permission of the institution atwhich the student is enrolled, as part ofan agency program established forproviding educational experience for thestudent.b. Other volunteer service underprograms for persons other than studentsis defined in the individual laws andregulations authorizing those programs.3. Documentation of VolunteerService.Volunteers do not receive Federalappointments, so their service is notreported to >Enterprise HumanResources Integration (EHRI)

33-4 THE GUIDE TO PROCESSING PERSONNEL ACTIONS4. Agency Agreements with OPM.All previously negotiated agreementswith individual agencies regarding theirvolunteer programs are void. Theseagreements are no longer necessary asagencies are responsible for determiningthe practice to be utilized. As such,agencies may opt to continue thepractices in those agreements or changethem as deemed appropriate.5. Responsibility for Responding torequests for Service Documentation.Agencies, not OPM nor the NationalPersonnel Records Center, areresponsible for responding to requestsfrom former volunteers fordocumentation of volunteer service.6. Official Personnel Records.Agencies are responsible fordetermining the method utilized for longterm filing/recordkeeping with respect todocuments used to record volunteerservice. Agencies can not use anOfficial Personnel Folder for thispurpose. Agencies will determine theirown disposition schedule with respect tothese documents. Notwithstanding thefiling system utilized, OPM’sGovernmentwide systems of recordsnotice for OPM/GOVT-1 will continueto cover volunteer service records forpurposes of the Privacy Act.

Topic Index 34-1TOPICREFERENCEChapter 34. Topic IndexAll references below are chapters in The Guide to Processing Personnel Actions, except where otherwiseindicated.TOPICREFERENCEABSENT - UNIFORMED SERVICE............................................................................ 15how to process action to place employee oneffect of Absent-Uniformed Service on service dates and benefits………………….. 15 and 16how to return employee to duty from Absent-Uniform Service……………………… 16ACADEMIC DISCIPLINE.......................................................................................... See Instructional ProgramADVERSE ACTIONS (how to document)reductions in grade (also called change to lower grade) ...........................................separations ................................................................................................................suspensions ...............................................................................................................AGENCY CODEwhen and how to record on Standard Form 52/Standard Form 50............................how to process a change in........................................................................................definitions of codes ...................................................................................................143115428The Guide to Personnel Data StandardsANNUITANT INDICATORwhen and how to record on Standard Form 52/Standard Form 50............................ 4definitions of codes ................................................................................................... The Guide to PersonnelData Standardshow to process a change in........................................................................................ 28APPOINTMENTS how to document on Standard Form 52/Standard Form 50Career........................................................................................................................ 9Career-conditional..................................................................................................... 9Critical hiring need.................................................................................................... 11Emergency ................................................................................................................ 10Excepted Service....................................................................................................... 11Indefinite................................................................................................................... 11Nonstatus in the competitive service......................................................................... 10NTE (not-to-exceed) ................................................................................................. 10, 11 and 13Overseas Limited ...................................................................................................... 10>Pathways Programs (Interns, Recent Graduates, and Presidential Management.....Fellows) ................................................................................................................ 11< Provisionalin the competitive service ..................................................................................... 10in the excepted service.......................................................................................... 11in the Senior Executive Service ............................................................................ 13Retirees ..................................................................................................................... 3***Temporary in the competitive service ....................................................................... 10Temporary in the excepted service............................................................................ 11

34-2 THE GUIDE TO PROCESSING PERSONNEL ACTIONSTOPICTerm..........................................................................................................................REFERENCE10APPOINTMENTS (continued)Schedule A................................................................................................................Schedule B ................................................................................................................Schedule C ................................................................................................................>Schedule D..............................................................................................................Senior Executive Service (SES)................................................................................Status Quo.................................................................................................................Veterans Recruitment Appointment (VRA) ..............................................................11111111

Topic Index 34-3TOPICREFERENCECHANGES TO or IN (continued)Step ...........................................................................................................................Tenure Group............................................................................................................Veterans' preference..................................................................................................Work schedule ..........................................................................................................CITIZENSHIPdefinitions of codes ...................................................................................................when and how to record on Standard Form 52..........................................................1726724The Guide to PersonnelData Standards4CODESexplanation of codes used for nature of action, legal authority, and remarks............definitions .................................................................................................................instructions for use in processing actions..................................................................CONCURRENT APPOINTMENTShow to document.......................................................................................................CONTINUANCE NTE (NOT-TO-EXCEED)............................................................1The Guide to PersonnelData StandardsSee chapter covering actionbeing processed.419CONVERSION (TO APPOINTMENT) ACTIONSCareer appointment...................................................................................................Career-conditional appointment................................................................................Nonstatus competitive service appointment..............................................................Excepted service appointment...................................................................................Temporary Appointment...........................................................................................Senior Executive Service (SES)................................................................................***99101110-1313CORRECTIONS...........................................................................................................CREDITABLE MILITARY SERVICEhow to compute.........................................................................................................how to document.......................................................................................................CREDITABLE SERVICEhow to determine for leaveaccrual ....................................................................................................................DATA ELEMENTSactions to record changes in or to..............................................................................when and how to record on Standard Form 52/Standard Form 50............................explanation of (definitions of) codes.........................................................................326286284The Guide to PersonnelData Standards

34-4 THE GUIDE TO PROCESSING PERSONNEL ACTIONSTOPICDATE OF BIRTHwhen and how to record on Standard Form 52/Standard Form 50/list offorms of notice......................................................................................................DEATHShow to document.......................................................................................................actions to take when employee dies ..........................................................................DECISION LOGIC TABLE (DLT) (how to use) .......................................................DEFINITIONSof terms used in this Guide and in processing personnel actions..............................of codes used in Standard Form 50 ...........................................................................REFERENCE43131135The Guide to PersonnelData StandardsDEMOTIONS (see ADVERSE ACTIONS, REDUCTION IN GRADE)DETAILSwhen to use a Standard Form 52 to document a detail..............................................14DISABILITY CODE (REPORTABLE DISABILITY)definitions of codes ...................................................................................................when and how to report to >Enterprise Human Resources Integration .....................DISABILITY, PROGRAMS FOR THE (see DIVERSITY PROGRAMS)The Guide to PersonnelData Standards>The Guide to HumanResources ReportingRequirements

Topic Index 34-9TOPICREFERENCEPAY RATE DETERMINANT (PRD) (continued)definitions of codes ...................................................................................................how to process a change in........................................................................................PERSONNEL OFFICE IDENTIFIER (POI)how to record on Standard Form 52/Standard Form 50 ............................................how to process a change in........................................................................................The Guide to PersonnelData Standards28428POSITION CHANGE ACTIONS ...............................................................................14POSITION OCCUPIEDwhen and how to record on Standard Form 52/Standard Form 50............................how to process a change in........................................................................................definitions of codes ...................................................................................................4284 and The Guide toPersonnel Data StandardsPOSITION TITLEwhen and how to record on Standard Form 52/Standard Form 50............................4PREFERENCE (see VETERANS' PREFERENCE)PROMOTIONS ............................................................................................................PREVIOUS RETIREMENT COVERAGEhow to document.......................................................................................................PROVISIONAL APPOINTMENTS ...........................................................................QUALITY (STEP) INCREASES ................................................................................142810, 11, and 1317RACE AND ETHNICITYwhen and how to report to >Enterprise Human Resources IntegrationThe Guide to HumanResources ReportingRequirements

34-10 THE GUIDE TO PROCESSING PERSONNEL ACTIONSTOPICREFERENCEREFERENCE MATERIALS NEEDED WITH THE GUIDE TOPROCESSING PERSONNEL ACTIONS .................................................................. 1REINSTATEMENTto Career appointment............................................................................................... 9to Career-conditional appointment............................................................................ 9to Temporary appointment based on eligibility......................................................... 10REMARKS ON STANDARD FORM 50agency findings ......................................................................................................... 30 and 31explanation of remarks codes.................................................................................... 1when and how to record on Standard Form 52/Standard Form 50 ............................ 4selection of remarks .................................................................................................. See chapter covering actionbeing processed.REMOVALS ................................................................................................................. 31REQUEST FOR PERSONNEL ACTION (Standard Form 52) ............................... 4REPLACEMENT ACTIONS(actions to replace the ones that have been canceled) ............................................... 3 and 32REPORTABLE HANDICAP (see HANDICAP CODE)RESIGNATIONS.......................................................................................................... 31RESTORATIONto Career appointment............................................................................................... 9to Career-conditional appointment............................................................................ 9to Emergency appointment........................................................................................ 10to Excepted service appointment. ............................................................................. 11to Overseas appointment. .......................................................................................... 10to Status Quo appointment. ....................................................................................... 10to Temporary Appointment Pending Establishment of Register (TAPER) ............... 10RETENTION INCENTIVE......................................................................................... 29RETIREES, ACTIONS WHEN APPOINTED .......................................................... 3RETIREMENThow to determine coverage for the Civil Service Retirement System (CSRS) andFederal Employees Retirement System (FERS)....................................................mandatory retirement, who is subject to.................................................................... 19actions when employee retires .................................................................................. 30actions when employee is separated by other than retirement................................... 31The CSRS and FERSHandbook, Chapter 10

Topic Index 34-11TOPICRETIREMENT (continued)when and how to record on Standard Form 52/Standard Form 50............................how to process change in .........................................................................................definitions of codes ...................................................................................................RETROACTIVE PERSONNEL ACTIONS - policy on processing .........................RETURN TO DUTY ACTIONS .................................................................................REFERENCE428The Guide to Personnel Data Standards316RIF ACTIONS (REDUCTION IN FORCE)exceptions to RIF release ..........................................................................................furloughs ...................................................................................................................position change actions .............................................................................................reassignments............................................................................................................changes to lower grade..............................................................................................resignations ...............................................................................................................retirements.................................................................................................................separations by RIF ....................................................................................................RNO (see RACE AND NATIONAL ORIGIN CODE)1815141414313031SABBATICALhow to record on Standard Form 52/Standard Form 50 ............................................definition...................................................................................................................SALARYwhen and how to record on Standard Form 52/Standard Form 50............................SEASONAL EMPLOYEEShow to document placement in nonpay status ...........................................................how to document placement in pay status .................................................................definition...................................................................................................................1515 and 354151615 and 35SELECTIVE PLACEMENT PROGRAMS (see DIVERSITY PROGRAMS)SENIOR EXECUTIVE SERVICE (SES) ...................................................................13SEPARATION ACTIONSby death.....................................................................................................................to move to another agency ........................................................................................by removal ................................................................................................................by retirement .............................................................................................................due to reduction in force (RIF) .................................................................................due to relocation of sponsor ......................................................................................to accept employment with a non-Federal entity.......................................................upon entry on duty with the uniformed services........................................................by termination ...........................................................................................................by termination during probation/trial period .............................................................31313130313131313131

34-12 THE GUIDE TO PROCESSING PERSONNEL ACTIONSTOPICSEPARATION INCENTIVE.......................................................................................REFERENCE29SERVICE COMPUTATION DATES (SCDs)when and how to record on Standard Form 50..........................................................how to compute.........................................................................................................effect on SCD of time in nonpay status.....................................................................how to process change in ..........................................................................................STANDARD FORM 50, NOTIFICATION OF PERSONNEL ACTION ...............STANDARD FORM 50 DATA ELEMENTS (see DATA ELEMENTS).................STANDARD FORM 52, REQUEST FOR PERSONNEL ACTION........................SIGNATURESon Standard Form 52.................................................................................................on Standard Form 50.................................................................................................electronic signatures..................................................................................................SOCIAL SECURITY NUMBER (SSN)how to establish a pseudo SSN .................................................................................when and how to record on Standard Form 52..........................................................STEPwhen and how to record on Standard Form 52/Standard Form 50............................when and how to process change in ..........................................................................STEP (PAY STEP) CHANGES...................................................................................466, 15 and 1664444434441717***SUPERVISORY DIFFERENTIAL.............................................................................17SUPERVISORY STATUSwhen and how to record on Standard Form 52..........................................................definitions of codes ...................................................................................................SUSPENSIONhow to document on Standard Form 50 ....................................................................definition...................................................................................................................TEMPORARY ACTIONScompetitive service appointments .............................................................................excepted service appointments..................................................................................exceptions to RIF release ..........................................................................................4The Guide to PersonnelData Standards1515 and 35101118