Vol Issue May CHRO Newsletter Civilian Human Resources Office

Vol. 3, Issue 2 May 1, 2006 CHRO Newsletter Civilian Human Resources Office PRIORITY PLACEMENT REGISTER “KOINOBORI” Carp streamers, known as "koinobori" in Japanese, decorate the landscape from April through early May, in honor of Children's Day on May 5. Story by US Employment/Classification Section Don’t miss it!! • Training Announcements See the back page CHRO has implemented a new Priority Placement Register for current federal employees on Leave Without Pay (LWOP) or former federal employees with reinstatement eligibility who have recently relocated to Okinawa. The program is IAW DoD Priority Placement (PPP) Operations Manual dtd July 1998 and “Public Law 99-145, DoD authorization Act of 1986, Section 806, Employment Opportunities for Military Spouses”. The intent of this law is to implement measures to increase employment opportunities for spouses of members of the Armed Forces. Those who are eligible for the Priority Placement Register must submit a one-time resume that will remain on file with the CHRO for employment. For additional information please contact CHRO at 645-2475. Who is Eligible? INSIDE Priority Placement Register (continued from page 1) Eligibility for FERS Eligibility for FERS and CSRS Eligibility for CSRS (continued from page 3) Revised Wage System Reduction of Weekly Work Hours Classification errors/ Inconsistencies CHRO Director Kudos Required Training Courses EEO Information 6 7 5 3 4 2 The following individuals are eligible to submit a resume for the Priority Placement Register: Military Spouse Preference or Family Member Preference eligible (s) on LWOP, Military Spouse /Family Member preference with reinstatement/transfer eligibility on PCS orders. MS P Military Spouse Preference Eligible (MSP): The spouse of an active duty military member of the US Armed Forces who accompanies their military sponsor on a permanent change of station (PCS) move. MSP applies when the spouse arrives in the overseas area and to a position in the commuting area of the military sponsor’s permanent duty station. MSP applies if ranked among the best qualified for the vacancy for which requesting consideration for a grade not to exceed highest grade previously held on a permanent basis. FMP Family Member Preference Eligible (FMP): The spouse of a US citizen civilian employee (sponsor), who accompanies their sponsor on a permanent change of station (PCS) move. FMP applies when the spouse arrives in the overseas area and to a position in the commuting area of the sponsor’s permanent duty station. FMP applies if ranked among the best qualified for the vacancy for which requesting consideration for a grade not to exceed highest grade previously held on a permanent basis. (Continued on page 2) U.S. Employment & Classification Section Page 2 CHRO Newsletter (Continued from page 1) PRIORITY PLACEMENT REGISTER Story by US Employment/Classification Section What needs to be submitted? ♣ ♣ ♣ ♣ ♣ ♣ ♣ Military and Family Member Preference Claim Form. PCS Orders, area clearance, or command sponsorship letter Resume/Application SF-50 verifying eligibility:(current federal employee on LWOP or reinstatement eligibility) OF-306 (Declaration of Federal Employment) Most recent performance appraisal Verification of SOFA Status When will Priority Placement Consideration Expire: An applicant is no longer eligible for spousal preference once the applicant is hired for a permanent continuing DoD position in ANY category of employment that does not have a not to exceed date (NTE), in either the appropriated, nonappropriated, or AAFES workforce, whether or not spouse preference was applied, the applicant must notify the CHRO; they are no longer entitled to spouse preference for the remainder tour in Okinawa. The applicant is also no longer eligible if they decline a valid job offer. All other candidates with no prior federal service eligible for MSP or FMP must apply for our open vacancy announcements for consideration. Applicants responsibility It is the applicant’s responsibility to keep their contact information current and accurate; failure to do so may result in removal from the Priority Placement Register. It is also the applicant’s responsibility to notify CHRO upon accepting or declining a valid permanentcontinuing DoD job offer. TO BETTER SERVE OUR CUSTOMERS In our continuing efforts to provide you quality service, we ask that you please call ahead to make an appointment or request needed forms. If you need a new ID card/Letter of Employment/No-Fee Passport, etc. please call 645-2475 to speak with Customer Service. The processing time is a minimum of at least two business days. Eligibility for Federal Retirement Benefits Story by U.S. Employment/Classification Section If you were born Before 1948 Your MRA is 55 55 and 2 months 55 and 4 months 55 and 6 months 55 and 8 months 55 and 10 months 56 56 and 2 months 56 and 4 months 56 and 6 months 56 and 8 months 56 and 10 months 57 Federal Employees Retirement System There are three categories of benefits in the Federal Employees Retirement System (FERS) Basic Benefit Plan: ♣ Immediate ♣ Early ♣ Deferred Eligibility is determined by your age and number of years of creditable service. In some cases, you must have reached the Minimum Retirement Age (MRA) to receive retirement benefits. Use the following chart to figure your Minimum Retirement Age. U.S. Employment & Classification Section/U.S. Employee & Labor Relations/ Benefits Section In 1948 In 1949 Immediate Early In 1950 In 1951 In 1952 In 1953 through 1964 In 1965 Deferred In 1966 In 1967 In 1968 In 1969 In 1970 and after Vol. 3, Issue 2 Page 3 Federal Employees Retirement System (FERS) Immediate Retirement An immediate retirement benefit is one that starts within 30 days from the date you stop working. If you meet one of the following sets of age and service requirements, you are entitled to an immediate retirement benefit: If you retire at the MRA with at least 10, but less than 30 years of service, your benefit will be reduced by 5 percent a year for each year you are under 62, unless you have 20 years of service and your benefit starts when you reach age 60 or later. Age 62 60 MRA MRA Years of Service 5 20 30 10 Early Retirement Refers to special eligibility rules as follows: The early retirement benefit is available in certain involuntary separation cases and in cases of voluntary separations during a major reorganization or reduction in force. To be eligible, you must meet the following requirements: Age 50 Any Age Years of Service 20 25 Deferred retirement Refers to delayed payment of benefit until criteria are met, as follows: If you leave Federal service before you meet the age and service requirements for an immediate retirement benefit, you may be eligible for deferred retirement benefits. To be eligible, you must have completed at least 5 years of creditable civilian service. You may receive benefits when you reach one of the following ages: Age 62 MRA MRA Years of Service 5 30 10 If you retire at the MRA with at least 10, but less than 30 years of service, your benefit will be reduced by 5 percent a year for each year you are under 62, unless you have 20 years of service and your benefit starts when you reach age 60 or later. Civil Service Retirement System (CSRS) There are five categories of benefits under the Civil Service Retirement System (CSRS). ♣ ♣ ♣ ♣ ♣ Optional Special Optional Early Optional Discontinued Service Disability If you leave Federal service before you meet the age and service requirements for an immediate retirement benefit, you may be eligible for deferred retirement benefits. To be eligible, you must have at least 5 years of creditable civilian service and be age 62. Optional Immediate Eligibility is based on your age and the number of years of creditable service and any other special requirements. In addition, you must have served in a position subject to CSRS coverage for one of the last two years before your retirement. If you meet one of the following sets of requirements, you may be eligible for an immediate retirement benefit. An immediate annuity is one that begins within 30 days after your separation. Special Immediate Optional Early Immediate Optional Discontinued Service Disability U.S. Employee & Labor Relations/Benefits Section Vol. 3, Issue 2 Page 4 (Continued from page 3) Civil Service Retirement System (CSRS) Story by U.S. Employment/Classification Section O ptional Im m ediate Age 62 60 55 Years of Service 5 20 30 50 Special Im m ediate Optional Age Years of Service 20 25 50 Early Im m ediate Optional Age Years of Service 20 25 Age Disability Years of Service 5 Any Age Any Age Any Age Special Requirements: You must be disabled for useful and efficient service in your current position and any other vacant position at the same grade or pay level within your commuting area and current agency for which you are qualified. The disability must have onset prior to retirement or within one year of separation. The one year requirement may be waived in cases of mental incompetence. Special Requirements: You must retire under special provisions for air traffic controllers or law enforcement and firefighter personnel. Air traffic controllers can also retire at any age with 25 years of service as an air traffic controller. Special Requirements: Your agency must be undergoing a major reorganization, reduction-in-force, or transfer of function determined by the Office of Personnel Management. Your annuity is reduced if you are under age 55. Discontinued S ervice Age 50 Any Age Years of Service 20 25 Special Requirements: Your separation is involuntary and not a removal for misconduct deliquency. Revised Wage System Story by JN Employment Unit Reduction of Weekly Work Hours Story by JN Employee/Labor Relations Unit ffective 1 April 2006, there has been a modification made to the provisions of the Master Labor Contract (MLC) and the Indirect Hire Agreement (IHA), which has significantly impacted the pay of the MLC/IHA employees There has been a substantial decrease in the amount of base pay for all MLC/IHA employees. However, employees will be receiving a saved amount until their actual base pay catches up to the saved amount. The saved amount will no longer be authorized if an employee voluntarily moves to a position in a lower grade. The longevity step increase dates have changed from four times a year to once a year. All step increase dates will be consolidated to 1 January of each year. For questions regarding the new wage system, please contact the JN Employment Unit at 6453370. U.S. Employee & Labor Relations/ Benefits Section, JN Labor Section The U.S. Forces Japan and the Defense Facilities Administration Agency have reached an agreement to reduce weekly work hours of MLC/IHA employees, whose schedule exceeds 40 hours, to a standard 40 hours to comply with the Japanese Labor Standards Law, with a condition that overtime may be worked if necessary. Accordingly, the provisions of the MLC and the IHA were modified effective 1 April 2006. Hours worked over 40 will be treated as overtime. Since this modification mostly affects MLC employees in the Fire Prevention Branch, Provost Marshal’s Office, and Consolidated Postal Branch, the CHRO worked out with these activities to make a smooth transition. Supervisors and managers should review actual workload requirements and eliminate any unnecessary overtime. Overtime should only be authorized to meet actual work requirements to accomplish a mission. In case supervisors and managers expect an increase in the total average amount of pay in comparison to the amount that was paid prior to the reduction in schedule weekly work hours, supervisors and managers are requested to notify the Comptroller. For further information, please contact JN Employee/Labor Relations Unit at 645-3921/3364. Vol. 3, Issue 2 Page 5 Classification Errors/Inconsistencies Story by JN Classification Unit A major disturbance in the process of classification action is that there are some classification errors or inconsistencies in previously classified MLC/IHA positions. Classification errors or inconsistencies mean that positions were not accurately classified in accordance with the MLC/IHA job definition manuals and incumbents are not working under the basic classification principle of “equal pay for substantially equal work.” The classification errors or inconsistencies will result in morale problems among the incumbents. In order to correct the classification errors or inconsistencies, the CHRO reviews the classification of vacated positions. The CHRO uses this approach to ensure classification is accurate and does not adversely impact incumbents. The CHRO will wait until a position becomes vacant before reclassifying that position, unless the management submits a request for a position review due to changes in the position’s duties. The CHRO will reclassify the position whether encumbered or unencumbered if managers or supervisors submit such a request. Furthermore, the CHRO has a sample audit program, which is to review the accuracy of current classification of randomly selected positions. If CHRO finds that the current classification is not accurate, the CHRO will advise management to assign appropriate duties that correspond to the current position classification. This means that there will be no change in grade or position title as a result of the sample audit. The purpose of the sample audit program is to check the accuracy of the position classification, not to adversely impact the incumbent. Thus, the management will be able to understand which positions should be reviewed or reclassified in the future. Unlike Managing to Payroll (MCBJO 12510.1B), CHRO has the classification authority for MLC and IHA positions. When the CHRO classifies and downgrades an encumbered position, the incumbent’s base pay will be retained. If downgrading one position affects classifications of other positions in the same organization, CHRO will recommend managers and supervisors submit reclassification actions for all those affected positions. Classification actions will become effective immediately after the CHRO makes a classification determination. Incumbents have an avenue to file a grievance or classification appeal in accordance with the MLC or the IHA if they believe that the downgrade of their positions is not appropriate. However, there are no MLC/IHA grievance or classification appeal procedures for managers or supervisors because these actions are initiated by the managers or supervisors themselves, which are considered as management directive actions. Downgrade of positions means that the management will be able to achieve the most economical and effective use of labor costs and eliminate inefficiencies through classification reviews. Supervisors and managers have a continuing responsibility for the efficient and cost-effective accomplishment of their missions in accordance with MARFORJO P12000.1. For any questions, assistance, or comments on MLC/IHA classification issues, please contact Ms. Saori Ago or Mr. Mike Nakamura at DSN 645-5407. CHRO Director Kudos CHRO Director Kudos Activity: MCCS For providing most Appropriated Fund employee incentive awards in FY 2nd Quarter JN Labor Section Page 6 CHRO Newsletter REQUIRED TRAINING COURSES Workforce Development & Diversity Section There are several required courses for civilian employees. The list below categorizes the courses by the target audience. Target Audience / Web Address All Employees Classroom Training All U. S. Employees (Annual Requirement every fiscal year) Https://ww1.mcbbutler.usmc.mil/chro/eeo.asp All U. S. Employees (Civilian & Military) Http://www.marinenet.usmc.mil/portal/ All U. S. Employees Http://constitutionday.cpms.osd.mil First-time supervisors serving a probationary period Classroom Training. Announced via “Oki News Today,” web site, and e-mail (Date to be determined) First-time supervisors serving a probationary period Classroom Training. Announced via “Oki News Today,” web site, and e-mail (Date to be determined) Course / Note New Empooyee Orientation Note: First Week of Every Even Months Prevention of Sexual Harassment Note: For those without capability to access the intranet, call 645-5022 Combating Trafficking inPersons Note: Need to register username & password on the web site. Please send a copy of your certificate of completion to CHRO. U. S. Constitution Training Note: Please send a copy of your certificate of completion to CHRO. Introduction to Supervision (Basic Supervision) Note: CHRO Training Web Site: https://ww1.mcbbutler. usmc.mil/chro/chrodata/training.asp Human Resources Management for Supervisors Note: CHRO Training Web Site: https://ww1.mcbbutler. usmc.mil/chro/chrodata/training.asp Some web sites may require you to establish your username and password. Please read the instructions on the web site carefully. Other courses may be required depending on your position. Please communicate with your supervisors for any unique training requirements related to your job. Any Questions? Call CHRO Training at 645-7689 or e-mail MCBBUTLERCHROTraining@usmc.mil Workforce Development & Diversity Section Vol. 3, Issue 2 Page 7 Annual POSH Training Have you taken the Prevention of Sexual Harassment (POSH) training this year? Annual POSH training is mandatory for all U.S. Civilian Marines (appropriated & non-appropriated fund employees). Complete your training online by visiting the MCB Butler website at: https://ww1.mcbbutler.usmc. mil/chro/training/posh/eeo%20posh.ppt. If you encounter any problems, please contact the EEO Office at 645-5422 or email: MCBBUTLEREEO@usmc.mil. r! de y in em ator R d an OSH M P EEO for Supervisor If you missed the opportunity to attend the annual mandatory EEO training for supervisor, the CHRO Workforce Development section will be providing you another opportunity during the month of June to complete your required This y the rainy ear s will set in eason earlier than usu al… 4th July Independence Day Workforce Development and Diversity/ EEO Section Training Development: 645-7689 EEO: 645-5422/7689 Workforce Development & Diversity Section CHRO Civilian Human Resources Office UNIT 35020 MCB Camp S. D. Butler FPO AP 96373-5020 Fax: 645-7115/7789 Commercial: 011-81-611-745-7115/7789 Email: chro@usmc.mil CONTACT INFO: U.S. Employment and Classification Section: 645-2475/7547 U.S. Employee & Labor Relations Section: 645-7548 Workforce Development & Diversity Section: Training: 645-7689 EEO: 645-5422 JN Labor Section: JN Employment: 645-3370 JN Classification: 645-5407 JN Employee/Labor Relations: 645-3364/3921 CHRO IWAKUNI Satellite Office W E ’ R E ON TH E W E B ! W W W . M C B B U T LE R . U SM C . M I L Interactive Customer Evaluation U.S. Section: 253-6828 JN Section: 253-5691 We value your comments! Please fill in our comment card: http://ice.disa.mil/index.cfm?fa=card&service_provider_id=10740&site_id=105&service_category_id=33 TRAINING COURSES JUNE: COMING UP Don’t miss it!! ***MCB Butler*** ♦ LAD (Language Allowance Degree ) Test — 19 Jun ♦ Prevention of sexual Harassment for JN employees — 22 Jun ♦ EEO for Managers Training — 26-23 Jun ♦ Briefing on the MLC/IHA — date to be determined ***MCAS Iwakuni training*** http://www.iwakuni.usmc.mil/HRO/default.htm CHRO UPDATE Farewell & Best Wishes √ Vickie Jolly, HR Spec (Empl Rel/ Empl Benefit), will PCS to the States in June 2006 Ruri Furukawa, Placement Tech, will PCS to the Status in May Welcome! √ Ms. Mutsumi Yamauchi-Buhler, Services Admin for JN Employee/ Labor Relation Sec, 1 Apr √