M 3000.1B Ch 2: Employment Section

This Directive was canceled January 8, 2004.

Order
Subject
FHWA Personnel Management Manual; Chapter 2: Employment Section 1: Summer Employment Program
Classification Code	Date
M3000.1B	June 28, 1996

Par.

Purpose
Scope
Objectives
Types of Summer Appointments
Stipulations
Equal Employment Opportunity
Guidelines for Implementing the Summer Program

PURPOSE. To establish guidelines, procedures and reporting requirements for the Federal Highway Administration (FHWA) Summer Employment Program.
SCOPE. This section applies to all FHWA organizational elements employing personnel under:
1. Schedule A, Section 316.402(a) and, if applicable, Section 213.3102(o), which applies to members of college or university faculty,
2. temporary appointments beginning on or after May 13 and terminating on or before September 30.
OBJECTIVES. The objectives of the Summer Employment Program include:
1. providing an opportunity for students to become acquainted with the challenges and opportunities in the FHWA,
2. developing a reservoir of potential recruits for occupations in short supply for subsequent career employment,
3. supplementing staffs with temporary help in order to ease the impact of the heavy concentration of vacation schedules during the summer period,
4. meeting seasonal demands, such as highway projects which can be accomplished more effectively during better weather conditions,
5. serving as a model employer in providing training and work opportunities to large numbers of economically and educationally disadvantaged youths, and
6. taking advantage of the availability of faculty members in engineering and research programs and in meeting other employment needs.
TYPES OF SUMMER APPOINTMENTS. Appointments may be made utilizing one of the following guidelines:
1. the temporary appointing authority [316.402(a)],
2. one of the student employment authorities [Schedule B 213.3202(a)],
3. non-competitive selection of an individual who has worked for the office during a previous summer [316.402 (a)/Summer Rehire],
4. Schedule A. 213.3102(o), if appropriate.
STIPULATIONS.
1. The minimum age for appointment is 16 years of age.
2. The restriction on the appointment of sons and daughters applies. See 5 CFR 338.202(b) and 213.3101(c).
3. Previous summer employees may be rehired non-competitively in the same kind of position, but only up to GS-4.
4. Appointments of previous summer employees at GS-5 and above or any new summer appointments must be competitive, and the area of consideration must be open.
5. Competitive summer vacancies must be listed on the Office of Personnel Management's Federal Job Opportunities Board. The procedures for advertising summer jobs are the same as for all other jobs.
6. The written examination for all summer employment will be waived.
EQUAL EMPLOYMENT OPPORTUNITY. FHWA officials and supervisors shall insure that all summer program activities are conducted in a manner that is consistent with the requirements of the FHWA's Equal Opportunity and Affirmative Action Programs. Summer staffing in each office should reflect a positive effort to hire minority, physically and mentally handicapped youth.
GUIDELINES FOR IMPLEMENTING THE SUMMER PROGRAM
1. Orientation. All summer employees should be given a thorough orientation covering the duties to which they will be assigned, the work performance expectations and mission of the agency and the functions of the office in which they will be working. It may be helpful to discuss the basic requirements for functioning in a work environment, depending upon the background and experience of the employees. The involvement of top level management in the orientation process is encouraged.
2. Safety. Offices utilizing summer employees shall assure that appropriate procedures are established to insure the safety of these employees. As a minimum the following steps should be taken:
  (1) a safety orientation must be provided for all summer employees. This may be conducted in connection with other orientation activities and should cover the following areas:
  
  (2) caution should be exercised in assigning summer employees to duties requiring that they climb structures, work at heights, or lift heavy loads. Employees assigned to such duties should be mentally and physically capable of performing them in a safe manner. Specific instructions and appropriate safety equipment should be given to those employees before each job assignment,
  
  (3) employees required to operate vehicles or power equipment should be given specific safety instructions and effective supervision, and
  
  (4) employees required to work outside should be given instructions on safeguards against sunburn, insect bites and other hazards.
  - (a) office policies and procedures,
    
    (b) procedures for reporting accidents and injuries, and
    
    (c) general safety precautions.
3. Placement and Utilization of Summer Employees. Summer employees should be assigned duties that are, whenever possible, closely related to their vocational interests and abilities. Many of these employees will have limited job experience and skills, and it may be desirable for each office to begin planning for the effective utilization of itssummer work force. Among the things that may be considered during this planning phase are:
  (1) Programmed Work Assignments. Work assignments may be arranged so that the employee develops the skills needed for the proper accomplishment of the work to be performed. Typists, for example, may be given rough drafts of increasing complexity as a means of developing their skills to the degree of competency required for the completion of work in final form.
  
  (2) Rotational Assignments. Employees who will be assigned to duties that are of a routine nature should be rotated, whenever possible, to duties that are more interesting and conducive to the development of skills.
4. Incentive Awards and Special Recognition. End of summer cash awards for outstanding summer employees have been an important part of the Summer Employment Program. Offices are encouraged, however, to exercise restraint in making these cash awards so as to insure that the emphasis is placed upon the quality of the recipient's performance rather than upon the quantity of awards granted. As a suggested guideline, cash awards should be limited to a maximum of 25 percent of summer employees assigned to regional or division offices. Other types of recognition, such as letters of commendation, are suggested for above average employees who may not fall within the exceptional category receiving the cash awards. Each regional office should establish its own merit procedures for granting incentive awards.
5. Identification Cards. Temporary employee identification cards must be issued to summer employees working in the Washington Headquarters building. Regions are encouraged to issue identification cards. The cards should expire no later than September 30 and should be subject to strict control procedures.
6. Personnel Security. Appointing officers must assure that summer employees meet the investigative requirements specified in DOT 1630.2, DOT Personnel Security Handbook, Chapter IV. For nonsensitive duties, appointing officers must obtain such lesser checks as needed to protect the interests of the Federal Government. For sensitive duties, normal investigative and personnel security requirements must be met. Unfavorable references or other significant unfavorable information concerning a summer employee or applicant should be brought to the attention of the personnel security officer.

Section 2: Student Educational Employment Program

This Directive was canceled June 8, 2004.

Order
Subject
FHWA Personnel Management Manual; Chapter 2: Employment Section 3: Part-Time Employment
Classification Code	Date
M3000.1B	June 28, 1996

Par.

Purpose
Scope
References
Part-time Career Employment
Procedures
Pay
Benefits
Hours of Work
Reporting Requirements

PURPOSE. To provide guidance on the administration of a part-time employment program in accordance with the Federal Employees Part-time Career Employment Act of 1978 within the Federal Highway Administration (FHWA).
SCOPE. This section applies to all FHWA organizational units employing personnel under the Federal Employees Part-time Career Employment Act of 1978.
REFERENCES.
1. Title 5, United States Code (U.S.C.), Chapter 34, Section 3401, which codifies P.L. 95-437 (Federal Employees Part-time Career Employment Act of 1978).
2. Title 5, Code of Federal Regulations (CFR), Part 340, Other Than Full-Time Career Employment, and Part 890, Administration and General Provisions.
3. Office of Management and Budget Circular A-64, Position Management and Employment Ceilings, dated July 30, 1980, and Transmittal Memorandum No. 1, dated July 29, 1983.
PART-TIME CAREER EMPLOYMENT
1. Part-time career employment is regularly scheduled work from 16 to 32 hours per week (or 32 to 64 hours during a biweekly pay period in the case of a flexible or compressed work schedule) performed by employees serving under competitive or excepted appointments, effective on or after April 8, 1979. The part-time program in the FHWA applies to employees through GS-15 and equivalent positions in other pay plans consistent with FHWA resources and mission requirements.
2. Excluded from coverage under the Federal Employees Part-time Career Employment Act (FEPCEA) of 1978 are student and summer aids, Schedule C, intermittent, and temporary employees. Also excluded are career employees who were working part-time on April 7, 1979 (for as long as they continue to work part-time without a break in part-time service). Part-time employees who are not covered by the FEPCEA, may work less than 16 and up to 39 hours per week as long as they remain in an excluded category of employment.
3. Part-time career employees will be charged against the "Other than Full-time Permanent Employment" ceiling. This ceiling is expressed in full-time equivalent terms, i.e., compensable work years. Compensable work years equal hours worked, or scheduled to be worked in a 12-month period, divided by 2,087.
PROCEDURES
1. Participation. Participation in part-time programs is voluntary. Employees in full-time positions cannot be required to accept part-time employment. An employee desiring a change in employment from full-time to part-time (or vice versa) should submit a formal written request to the first-level supervisor. The first-level supervisor will evaluate the request in terms ofworkload, potential benefits, retention of a valuable employee, and the best interest of the government, and make his/her recommendation to the second-level supervisor. The second-level supervisor approves or disapproves the employee's request, provided he/she has been delegated that authority, after evaluating organizational needs and employment ceilings. The servicing personnel office should be contacted to help make these determinations. The decision of the second-level supervisor is final. A decision should be made and the employee notified in writing within 15 workdays from the date of the formal written request.
  (1) Approved Requests. The employee's request, a Standard Form SF-52, Request for Personnel Action, and any related documents will be forwarded to the servicing personnel office (Office of Personnel and Training, Personnel Operations Division for Washington Headquarters employees and the Regional Personnel Office for field employees).
  
  (2) Denied Requests. The employee's request and any related documents will be forwarded to the servicing personnel office. These records will be retained for one year.
2. Reassignments. A part-time employee can be reassigned to a position with promotion potential no higher than his/her current position non-competitively, provided the employee meets the qualification requirements for the position.
3. Promotions. If the position being sought by a part-time employee requires a promotion or has promotion potential beyond that contained in the employee's current position, there must be competition in accordance with the merit promotion procedures outlined in the Personnel Management Manual (PMM), Chapter 3, Section 1, Merit Promotion Guidelines. Part-time experience will be credited on a pro-rated basis when evaluating specialized experience required for promotion to higher gradedpositions. Time-in-grade requirements for part-time employees are not pro-rated.
4. Newly Hired Employees. Part-time employment can also be used when hiring new employees. One of the primary purposes of this program is to provide new employment opportunities for those individuals unable to work a full 40 hour per week schedule (or 80 hour biweekly schedule for those on a flexible or compressed work schedule). Supervisors should review each vacant position to determine whether or not a part-time employee could be utilized for that position.
5. Service Credit. A part-time employee receives a full year of service credit for each calendar year worked, regardless of tour of duty, for the purpose of computing career tenure, service for retention, completion of probationary period, and leave accrual rates. Service credit for retirement is discussed in Section 7e below.
6. Job Sharing. Job sharing is a form of part-time employment in which the tours of duty of two or more employees are arranged in such a way as to cover a single full-time position. Job-sharers are considered to be individual part-time employees for purposes of appointment, tour of duty, pay, classification, leave, holidays, benefits, etc. Job sharers may work a variety of different scheduling arrangements provided the work is performed on a regularly scheduled basis and is otherwise consistent with the guidelines for part-time work.
7. Coordination. Personnel specialists from within the servicing personnel office for each region and Washington Headquarters will be available to provide advice and assistance to both management officials and employees regarding part-time employment program goals, purposes, and employee entitlement under the program.
PAY. The hourly pay rate is the same for full-time and part-time employees. Waiting periods for within-grade increases are not affected by part-time status, since they are based on calendar weeks of creditable service.
BENEFITS.
1. Leave
  (1) Annual leave is earned on a pro-rated basis as determined by years of service. For example, a part-time employee with less than 3 years of service earns 1 hour of leave for each 20 hours worked. For 3 to 14 years of service, the rate is 1 hour for each 13 hours worked. For 15 years or more, 1 hour of leave is earned for each 10 hours worked. Maximum carryover of annual leave at the end of the leave year is 240 hours, the same as for full-time employees.
  
  (2) Sick leave is earned at a rate of 1 hour for every 20 hours in pay status.
  
  (3) Other leave categories (e.g., absence without leave, leave without pay, court leave, excused absences) are not affected by part-time status.
2. Holidays. Holiday pay is received according to the number of hours scheduled to be worked on the day of the holiday. No holiday pay is received if the holiday falls on a regularly scheduled non-work day.
3. Health Benefits. Part-time career and career-conditional employees are entitled to enroll in the Federal Employees Health Benefits Program. However, instead of the full Government contribution received by full-time employees, the amount of the Government contribution for part-time employees will be an amount which is in direct proportion to the percentage of full-time servicethey regularly perform. This ratio is determined by dividing the average number of hours scheduled to be worked during the pay period by the average number of hours worked by a full-time employee (normally 80 hours per biweekly pay period). Part-time employees must pay the difference between the Health Plan Premium amount and the pro-rated Government contribution.
4. Life Insurance. Part-time career and career-conditional employees are entitled to coverage under the Federal Employees Group Life Insurance Program. The actual amount of insurance for which an employee is eligible is based on annual salary. For this purpose, a part-time employee's annual salary is computed on the basis of hours in the tour of duty times base pay rate.
5. Retirement Benefits.
  (1) FERS. Annuity benefits for employees under the Federal Employees Retirement System (FERS) will be computed by multiplying the "high-three" average salary rate by the length of service. The "high-three" will be based on the full-time salary rate the employee would have earned if he/she worked full-time. However, the length of service will be prorated (reduced) to reflect actual part-time service.
  
  (2) CSRS. Under the Civil Service Retirement System (CSRS), annuity benefits for part-time service will be the sum of two computations: a pre-April 7, 1986 basic annuity and a post-April 6, 1986 basic annuity. The post-April 6, 1986 computation reflects a provision to the CSRS enacted on April 7, 1986 which is intended to prevent the windfall benefit that a long-time, part-time employee could receive in annuity if the employee changed to full-time for the last 3 years of service, which are typically the "high-three" salary years. The pre-April 7,1986 "high-three" average salary rate will be reduced depending upon the number of hours worked. This figure is then multiplied by the length of service performed prior to that date to compute the annuity. The post-April 6, 1986 annuity will be figured using the same computation method listed under FERS, with the "high-three" multiplied by the length of service performed on or after April 7, 1986. The resulting annuity benefit will then be prorated (reduced) by a fraction, (e.g., 32 hours per week is equivalent to 4/5 of the normal 40-hour work week), which represents the actual part-time tour of duty.
HOURS OF WORK.
1. A regular tour of duty must be established for the employee in line with Office of Personnel Management (OPM) regulations, which is no less than 16 hours per week and no more than 32 hours per week. An increase in the tour of duty above 32 hours per week is not usually permitted for more than two consecutive pay periods. If an increase above 32 hours per week is necessary for more than two consecutive pay periods on a short term or permanent basis, the action must be documented on an SF-50.
2. Overtime provisions for part-time employees are the same as those for full-time employees.
3. Compensatory time may be earned at the discretion of the leave approving official.
REPORTING REQUIREMENTS. The FHWA will report its progress in meeting part-time employment goals as established by OPT to the Office of the Secretary (OST) by April 30 and October 30 of each year. The OST will then report the progress made in meeting the Department's part-time career opportunity goals to the OPM.

Section 3: Part-Time Employment

This Directive was canceled June 8, 2004.

Order
Subject
FHWA Personnel Management Manual; Chapter 2: Employment Section 3: Part-Time Employment
Classification Code	Date
M3000.1B	June 28, 1996

Par.

Purpose
Scope
References
Part-time Career Employment
Procedures
Pay
Benefits
Hours of Work
Reporting Requirements

PURPOSE. To provide guidance on the administration of a part-time employment program in accordance with the Federal Employees Part-time Career Employment Act of 1978 within the Federal Highway Administration (FHWA).
SCOPE. This section applies to all FHWA organizational units employing personnel under the Federal Employees Part-time Career Employment Act of 1978.
REFERENCES.
1. Title 5, United States Code (U.S.C.), Chapter 34, Section 3401, which codifies P.L. 95-437 (Federal Employees Part-time Career Employment Act of 1978).
2. Title 5, Code of Federal Regulations (CFR), Part 340, Other Than Full-Time Career Employment, and Part 890, Administration and General Provisions.
3. Office of Management and Budget Circular A-64, Position Management and Employment Ceilings, dated July 30, 1980, and Transmittal Memorandum No. 1, dated July 29, 1983.
PART-TIME CAREER EMPLOYMENT
1. Part-time career employment is regularly scheduled work from 16 to 32 hours per week (or 32 to 64 hours during a biweekly pay period in the case of a flexible or compressed work schedule) performed by employees serving under competitive or excepted appointments, effective on or after April 8, 1979. The part-time program in the FHWA applies to employees through GS-15 and equivalent positions in other pay plans consistent with FHWA resources and mission requirements.
2. Excluded from coverage under the Federal Employees Part-time Career Employment Act (FEPCEA) of 1978 are student and summer aids, Schedule C, intermittent, and temporary employees. Also excluded are career employees who were working part-time on April 7, 1979 (for as long as they continue to work part-time without a break in part-time service). Part-time employees who are not covered by the FEPCEA, may work less than 16 and up to 39 hours per week as long as they remain in an excluded category of employment.
3. Part-time career employees will be charged against the "Other than Full-time Permanent Employment" ceiling. This ceiling is expressed in full-time equivalent terms, i.e., compensable work years. Compensable work years equal hours worked, or scheduled to be worked in a 12-month period, divided by 2,087.
PROCEDURES
1. Participation. Participation in part-time programs is voluntary. Employees in full-time positions cannot be required to accept part-time employment. An employee desiring a change in employment from full-time to part-time (or vice versa) should submit a formal written request to the first-level supervisor. The first-level supervisor will evaluate the request in terms ofworkload, potential benefits, retention of a valuable employee, and the best interest of the government, and make his/her recommendation to the second-level supervisor. The second-level supervisor approves or disapproves the employee's request, provided he/she has been delegated that authority, after evaluating organizational needs and employment ceilings. The servicing personnel office should be contacted to help make these determinations. The decision of the second-level supervisor is final. A decision should be made and the employee notified in writing within 15 workdays from the date of the formal written request.
  (1) Approved Requests. The employee's request, a Standard Form SF-52, Request for Personnel Action, and any related documents will be forwarded to the servicing personnel office (Office of Personnel and Training, Personnel Operations Division for Washington Headquarters employees and the Regional Personnel Office for field employees).
  
  (2) Denied Requests. The employee's request and any related documents will be forwarded to the servicing personnel office. These records will be retained for one year.
2. Reassignments. A part-time employee can be reassigned to a position with promotion potential no higher than his/her current position non-competitively, provided the employee meets the qualification requirements for the position.
3. Promotions. If the position being sought by a part-time employee requires a promotion or has promotion potential beyond that contained in the employee's current position, there must be competition in accordance with the merit promotion procedures outlined in the Personnel Management Manual (PMM), Chapter 3, Section 1, Merit Promotion Guidelines. Part-time experience will be credited on a pro-rated basis when evaluating specialized experience required for promotion to higher gradedpositions. Time-in-grade requirements for part-time employees are not pro-rated.
4. Newly Hired Employees. Part-time employment can also be used when hiring new employees. One of the primary purposes of this program is to provide new employment opportunities for those individuals unable to work a full 40 hour per week schedule (or 80 hour biweekly schedule for those on a flexible or compressed work schedule). Supervisors should review each vacant position to determine whether or not a part-time employee could be utilized for that position.
5. Service Credit. A part-time employee receives a full year of service credit for each calendar year worked, regardless of tour of duty, for the purpose of computing career tenure, service for retention, completion of probationary period, and leave accrual rates. Service credit for retirement is discussed in Section 7e below.
6. Job Sharing. Job sharing is a form of part-time employment in which the tours of duty of two or more employees are arranged in such a way as to cover a single full-time position. Job-sharers are considered to be individual part-time employees for purposes of appointment, tour of duty, pay, classification, leave, holidays, benefits, etc. Job sharers may work a variety of different scheduling arrangements provided the work is performed on a regularly scheduled basis and is otherwise consistent with the guidelines for part-time work.
7. Coordination. Personnel specialists from within the servicing personnel office for each region and Washington Headquarters will be available to provide advice and assistance to both management officials and employees regarding part-time employment program goals, purposes, and employee entitlement under the program.
PAY. The hourly pay rate is the same for full-time and part-time employees. Waiting periods for within-grade increases are not affected by part-time status, since they are based on calendar weeks of creditable service.
BENEFITS.
1. Leave
  (1) Annual leave is earned on a pro-rated basis as determined by years of service. For example, a part-time employee with less than 3 years of service earns 1 hour of leave for each 20 hours worked. For 3 to 14 years of service, the rate is 1 hour for each 13 hours worked. For 15 years or more, 1 hour of leave is earned for each 10 hours worked. Maximum carryover of annual leave at the end of the leave year is 240 hours, the same as for full-time employees.
  
  (2) Sick leave is earned at a rate of 1 hour for every 20 hours in pay status.
  
  (3) Other leave categories (e.g., absence without leave, leave without pay, court leave, excused absences) are not affected by part-time status.
2. Holidays. Holiday pay is received according to the number of hours scheduled to be worked on the day of the holiday. No holiday pay is received if the holiday falls on a regularly scheduled non-work day.
3. Health Benefits. Part-time career and career-conditional employees are entitled to enroll in the Federal Employees Health Benefits Program. However, instead of the full Government contribution received by full-time employees, the amount of the Government contribution for part-time employees will be an amount which is in direct proportion to the percentage of full-time service they regularly perform. This ratio is determined by dividing the average number of hours scheduled to be worked during the pay period by the average number of hours worked by a full-time employee (normally 80 hours per biweekly pay period). Part-time employees must pay the difference between the Health Plan Premium amount and the pro-rated Government contribution.
4. Life Insurance. Part-time career and career-conditional employees are entitled to coverage under the Federal Employees Group Life Insurance Program. The actual amount of insurance for which an employee is eligible is based on annual salary. For this purpose, a part-time employee's annual salary is computed on the basis of hours in the tour of duty times base pay rate.
5. Retirement Benefits.
  (1) FERS. Annuity benefits for employees under the Federal Employees Retirement System (FERS) will be computed by multiplying the "high-three" average salary rate by the length of service. The "high-three" will be based on the full-time salary rate the employee would have earned if he/she worked full-time. However, the length of service will be prorated (reduced) to reflect actual part-time service.
  
  (2) CSRS. Under the Civil Service Retirement System (CSRS), annuity benefits for part-time service will be the sum of two computations: a pre-April 7, 1986 basic annuity and a post-April 6, 1986 basic annuity. The post-April 6, 1986 computation reflects a provision to the CSRS enacted on April 7, 1986 which is intended to prevent the windfall benefit that a long-time, part-time employee could receive in annuity if the employee changed to full-time for the last 3 years of service, which are typically the "high-three" salary years. The pre-April 7,1986 "high-three" average salary rate will be reduced depending upon the number of hours worked. This figure is then multiplied by the length of service performed prior to that date to compute the annuity. The post-April 6, 1986 annuity will be figured using the same computation method listed under FERS, with the "high-three" multiplied by the length of service performed on or after April 7, 1986. The resulting annuity benefit will then be prorated (reduced) by a fraction, (e.g., 32 hours per week is equivalent to 4/5 of the normal 40-hour work week), which represents the actual part-time tour of duty.
HOURS OF WORK.
1. A regular tour of duty must be established for the employee in line with Office of Personnel Management (OPM) regulations, which is no less than 16 hours per week and no more than 32 hours per week. An increase in the tour of duty above 32 hours per week is not usually permitted for more than two consecutive pay periods. If an increase above 32 hours per week is necessary for more than two consecutive pay periods on a short term or permanent basis, the action must be documented on an SF-50.
2. Overtime provisions for part-time employees are the same as those for full-time employees.
3. Compensatory time may be earned at the discretion of the leave approving official.
REPORTING REQUIREMENTS. The FHWA will report its progress in meeting part-time employment goals as established by OPT to the Office of the Secretary (OST) by April 30 and October 30 of each year. The OST will then report the progress made in meeting the Department's part-time career opportunity goals to the OPM.

Section 4: Affirmative Action Program for the Hiring Placement, and Advancement of Persons with Disabilities

This Directive was canceled June 8, 2004.

Order
Subject
FHWA Personnel Management Manual; Chapter 2: Employment Section 4: Part-Time Employment
Classification Code	Date
M3000.1B	June 28, 1996

Par.

Purpose
Scope
References
Part-time Career Employment
Procedures
Pay
Benefits
Hours of Work
Reporting Requirements

PURPOSE. To provide guidance on the administration of a part-time employment program in accordance with the Federal Employees Part-time Career Employment Act of 1978 within the Federal Highway Administration (FHWA).
SCOPE. This section applies to all FHWA organizational units employing personnel under the Federal Employees Part-time Career Employment Act of 1978.
REFERENCES.
1. Title 5, United States Code (U.S.C.), Chapter 34, Section 3401, which codifies P.L. 95-437 (Federal Employees Part-time Career Employment Act of 1978).
2. Title 5, Code of Federal Regulations (CFR), Part 340, Other Than Full-Time Career Employment, and Part 890, Administration and General Provisions.
3. Office of Management and Budget Circular A-64, Position Management and Employment Ceilings, dated July 30, 1980, and Transmittal Memorandum No. 1, dated July 29, 1983.
PART-TIME CAREER EMPLOYMENT
1. Part-time career employment is regularly scheduled work from 16 to 32 hours per week (or 32 to 64 hours during a biweekly pay period in the case of a flexible or compressed work schedule) performed by employees serving under competitive or excepted appointments, effective on or after April 8, 1979. The part-time program in the FHWA applies to employees through GS-15 and equivalent positions in other pay plans consistent with FHWA resources and mission requirements.
2. Excluded from coverage under the Federal Employees Part-time Career Employment Act (FEPCEA) of 1978 are student and summer aids, Schedule C, intermittent, and temporary employees. Also excluded are career employees who were working part-time on April 7, 1979 (for as long as they continue to work part-time without a break in part-time service). Part-time employees who are not covered by the FEPCEA, may work less than 16 and up to 39 hours per week as long as they remain in an excluded category of employment.
3. Part-time career employees will be charged against the "Other than Full-time Permanent Employment" ceiling. This ceiling is expressed in full-time equivalent terms, i.e., compensable work years. Compensable work years equal hours worked, or scheduled to be worked in a 12-month period, divided by 2,087.
PROCEDURES
1. Participation. Participation in part-time programs is voluntary. Employees in full-time positions cannot be required to accept part-time employment. An employee desiring a change in employment from full-time to part-time (or vice versa) should submit a formal written request to the first-level supervisor. The first-level supervisor will evaluate the request in terms of workload, potential benefits, retention of a valuable employee, and the best interest of the government, and make his/her recommendation to the second-level supervisor. The second-level supervisor approves or disapproves the employee's request, provided he/she has been delegated that authority, after evaluating organizational needs and employment ceilings. The servicing personnel office should be contacted to help make these determinations. The decision of the second-level supervisor is final. A decision should be made and the employee notified in writing within 15 workdays from the date of the formal written request.
  (1) Approved Requests. The employee's request, a Standard Form SF-52, Request for Personnel Action, and any related documents will be forwarded to the servicing personnel office (Office of Personnel and Training, Personnel Operations Division for Washington Headquarters employees and the Regional Personnel Office for field employees).
  
  (2) Denied Requests. The employee's request and any related documents will be forwarded to the servicing personnel office. These records will be retained for one year.
2. Reassignments. A part-time employee can be reassigned to a position with promotion potential no higher than his/her current position non-competitively, provided the employee meets the qualification requirements for the position.
3. Promotions. If the position being sought by a part-time employee requires a promotion or has promotion potential beyond that contained in the employee's current position, there must be competition in accordance with the merit promotion procedures outlined in the Personnel Management Manual (PMM), Chapter 3, Section 1, Merit Promotion Guidelines. Part-time experience will be credited on a pro-rated basis when evaluating specialized experience required for promotion to higher gradedpositions. Time-in-grade requirements for part-time employees are not pro-rated.
4. Newly Hired Employees. Part-time employment can also be used when hiring new employees. One of the primary purposes of this program is to provide new employment opportunities for those individuals unable to work a full 40 hour per week schedule (or 80 hour biweekly schedule for those on a flexible or compressed work schedule). Supervisors should review each vacant position to determine whether or not a part-time employee could be utilized for that position.
5. Service Credit. A part-time employee receives a full year of service credit for each calendar year worked, regardless of tour of duty, for the purpose of computing career tenure, service for retention, completion of probationary period, and leave accrual rates. Service credit for retirement is discussed in Section 7e below.
6. Job Sharing. Job sharing is a form of part-time employment in which the tours of duty of two or more employees are arranged in such a way as to cover a single full-time position. Job-sharers are considered to be individual part-time employees for purposes of appointment, tour of duty, pay, classification, leave, holidays, benefits, etc. Job sharers may work a variety of different scheduling arrangements provided the work is performed on a regularly scheduled basis and is otherwise consistent with the guidelines for part-time work.
7. Coordination. Personnel specialists from within the servicing personnel office for each region and Washington Headquarters will be available to provide advice and assistance to both management officials and employees regarding part-time employment program goals, purposes, and employee entitlement under the program.
PAY. The hourly pay rate is the same for full-time and part-time employees. Waiting periods for within-grade increases are not affected by part-time status, since they are based on calendar weeks of creditable service.
BENEFITS.
1. Leave
  (1) Annual leave is earned on a pro-rated basis as determined by years of service. For example, a part-time employee with less than 3 years of service earns 1 hour of leave for each 20 hours worked. For 3 to 14 years of service, the rate is 1 hour for each 13 hours worked. For 15 years or more, 1 hour of leave is earned for each 10 hours worked. Maximum carryover of annual leave at the end of the leave year is 240 hours, the same as for full-time employees.
  
  (2) Sick leave is earned at a rate of 1 hour for every 20 hours in pay status.
  
  (3) Other leave categories (e.g., absence without leave, leave without pay, court leave, excused absences) are not affected by part-time status.
2. Holidays. Holiday pay is received according to the number of hours scheduled to be worked on the day of the holiday. No holiday pay is received if the holiday falls on a regularly scheduled non-work day.
3. Health Benefits. Part-time career and career-conditional employees are entitled to enroll in the Federal Employees Health Benefits Program. However, instead of the full Government contribution received by full-time employees, the amount of the Government contribution for part-time employees will be an amount which is in direct proportion to the percentage of full-time servicethey regularly perform. This ratio is determined by dividing the average number of hours scheduled to be worked during the pay period by the average number of hours worked by a full-time employee (normally 80 hours per biweekly pay period). Part-time employees must pay the difference between the Health Plan Premium amount and the pro-rated Government contribution.
4. Life Insurance. Part-time career and career-conditional employees are entitled to coverage under the Federal Employees Group Life Insurance Program. The actual amount of insurance for which an employee is eligible is based on annual salary. For this purpose, a part-time employee's annual salary is computed on the basis of hours in the tour of duty times base pay rate.
5. Retirement Benefits.
  (1) FERS. Annuity benefits for employees under the Federal Employees Retirement System (FERS) will be computed by multiplying the "high-three" average salary rate by the length of service. The "high-three" will be based on the full-time salary rate the employee would have earned if he/she worked full-time. However, the length of service will be prorated (reduced) to reflect actual part-time service.
  
  (2) CSRS. Under the Civil Service Retirement System (CSRS), annuity benefits for part-time service will be the sum of two computations: a pre-April 7, 1986 basic annuity and a post-April 6, 1986 basic annuity. The post-April 6, 1986 computation reflects a provision to the CSRS enacted on April 7, 1986 which is intended to prevent the windfall benefit that a long-time, part-time employee could receive in annuity if the employee changed to full-time for the last 3 years of service, which are typically the "high-three" salary years. The pre-April 7,1986 "high-three" average salary rate will be reduced depending upon the number of hours worked. This figure is then multiplied by the length of service performed prior to that date to compute the annuity. The post-April 6, 1986 annuity will be figured using the same computation method listed under FERS, with the "high-three" multiplied by the length of service performed on or after April 7, 1986. The resulting annuity benefit will then be prorated (reduced) by a fraction, (e.g., 32 hours per week is equivalent to 4/5 of the normal 40-hour work week), which represents the actual part-time tour of duty.
HOURS OF WORK.
1. A regular tour of duty must be established for the employee in line with Office of Personnel Management (OPM) regulations, which is no less than 16 hours per week and no more than 32 hours per week. An increase in the tour of duty above 32 hours per week is not usually permitted for more than two consecutive pay periods. If an increase above 32 hours per week is necessary for more than two consecutive pay periods on a short term or permanent basis, the action must be documented on an SF-50.
2. Overtime provisions for part-time employees are the same as those for full-time employees.
3. Compensatory time may be earned at the discretion of the leave approving official.
REPORTING REQUIREMENTS. The FHWA will report its progress in meeting part-time employment goals as established by OPT to the Office of the Secretary (OST) by April 30 and October 30 of each year. The OST will then report the progress made in meeting the Department's part-time career opportunity goals to the OPM.

Section 5: Disabled Veterans Affirmative Action program (DVAAP)

This Directive was canceled July 22, 2004

Order
Subject
FHWA Personnel Management Manual; Chapter 2: Employment Section 5: Disabled Veterans Affirmative Action program (DVAAP)
Classification Code	Date
M3000.1B	June 28, 1996

Par.

Purpose
Scope
Background
References
Policy
Definitions
Responsibilities
Program Administration
Appointment Procedures
Accomplishment Report
Certification

PURPOSE. To establish the Federal Highway Administration's (FHWA) Disabled Veterans Affirmative Action Program (DVAAP) for the employment and advancement of disabled veterans.
SCOPE. This section applies to all FHWA organizational elements.
BACKGROUND. Section 403 of the Vietnam Era Veterans Readjustment Assistance Act of 1974, as amended, requires each agency to develop a plan to promote employment and job advancement opportunities within that agency for qualified disabled veterans.
REFERENCES
1. Vietnam Era Veterans Readjustment Act of 1974, as amended (38 U.S.C. 2014),
2. Title 5, Code of Federal Regulations (CFR), Part 720, Subpart C,
3. Title 5, United States Code, (U.S.C.), Section 2108,
4. Title 5, Code of Federal Regulations (CFR), Parts 307, 315, Subchapter B, and 316.
5. PMM Chapter 2, Section 4, Hiring, Placement, and Advancement of Persons with Disabilities.
POLICY. It is the policy of the FHWA to ensure that qualified disabled veterans are given full and fair treatment in recruitment, placement and advancement.
DEFINITIONS
1. Disabled Veteran
  (1) a veteran who is entitled to compensation under laws administered by the Veterans Administration, or
  
  (2) a person who was discharged or released from active duty because of a service-connected disability.
2. Veteran - a person who served in the active military, naval, or air service, and who was discharged or released therefrom under conditions other than dishonorable (Section 101(2) of Title 38, U.S.C).
RESPONSIBILITIES.
1. Director, Office of Personnel and Training (OPT). The Director has the primary responsibility for establishing and overseeing the FHWA's DVAAP, for designating a Coordinator for the DVAAP in the Washington Headquarters, and for ensuring that adequate resources are devoted to the program.
2. Regional Administrators and Federal Lands Highway Division Engineers. These officials are responsible for assimilating the DVAAP into their respective organizations to ensure FHWA-wide emphasis and program accomplishment. They are responsible for identifying a Coordinator for the DVAAP in their organizations and for ensuring that adequate resources are devoted to the program.
3. Coordinators for the DVAAP. Coordinators are responsible for assisting the Administrator, Regional Administrators, and Federal Lands Highway Division Engineers in the discharge of their responsibilities through continuing participation in and surveillance of program activities.
PROGRAM ADMINISTRATION
1. The OPT will:
  (1) develop an affirmative action plan containing specific action items and strategies covering both the Washington Headquarters and the field. The plan, which will be reviewed annually and revised as necessary, will cover the period October 1 to September 30 of each year;
  
  (2) ensure that adequate guidance and instructions are provided to Washington Headquarters and field operating elements, and that Washington Headquarters and field operating elements understand and are carrying out their program responsibilities;
  
  (3) review and consolidate annual accomplishment reports;
  
  (4) submit the annual accomplishment report and required certification to the Office of Personnel, Office of the Secretary of Transportation (OST); and
  
  (5) develop and collect the necessary statistical information for the annual accomplishment report and make this information available to Washington Headquarters and field operating elements for monitoring and verification purposes.
2. Coordinators for the DVAAP, in conjunction with their organizational heads and their servicing personnel officers, will:
  (1) implement appropriate actions contained in the FHWA-wide DVAAP plan within their organizations;
  
  (2) analyze work force data supplied annually by the Office of Personnel Management and any other data that are relevant (e.g., agency component work force data or veteran unemployment figures) in order to identify any problems or deficiencies in the employment and advancement of disabled veterans;
  
  (3) on a yearly basis, develop, revise and/or redirect strategies designed to address each noted problem or deficiency;
  
  (4) conduct a continuing program of affirmative action for disabled veterans, giving emphasis to those who are 30 percent or more disabled (affirmative action encompasses recruiting, hiring, and advancement, and personnel programs supporting these activities, e.g., training and career counseling); and
  
  (5) provide OPT with a report of their organization's activities twice each fiscal year, reflecting the implementation of the DVAAP plan. (See paragraph 10)
APPOINTMENT PROCEDURES. Regular competitive procedures should be used to employ disabled veterans. However, special appointment procedures are available for:
1. Disability of 30 Percent or More. A veteran who has been rated by either a military department or the Veterans Administration as having a compensable service-connected disability of 30 percent or more may be selected, without competitive examination, for a temporary limited or a term appointment to any position in the competitive service for which he or she is qualified. The veteran's disability may be documented by a notice of retirement or discharge from active military service with a disability rating of 30 percent or more, dated at any time, or by a notice of compensable disability rating of 30 percent or more from the Veterans Administration, dated within the preceding year. In addition, pursuant to 5 CFR Subchapter B, Subpart G, §315.707, an agency may convert the employment of a disabled veteran, who meets the conditions above, to career or career-conditional employment from a time-limited appointment of more than 60 days.
2. Vietnam Era Veterans. Disabled veterans may also be appointed under a Vietnam era veterans appointment. See 5 CFR Part 307. In addition, those disabled veterans meeting the requirements for a Veterans Readjustment Appointment are also eligible for non-competitive temporary limited and term appointments to comparable positions under the provisions of 5 CFR Part 316, Subpart C, §316.302. The conversion provisions to career-conditional appointment are the same as those mentioned in paragraph 9a above.
3. Employment of a Disabled Veteran who Completes Training Under Chapter 31, Title 38, U.S. Code. Under 5 CFR Part 315, §315.604, a disabled veteran who completes a course of on-the-job training in a Federal agency prescribed by the Veterans Administration under Chapter 31, Title 38, U.S. Code, may be appointed non-competitively to the position, or class of positions, for which trained, by any agency having a suitable vacancy.
ACCOMPLISHMENT REPORT. The FHWA will prepare semiannual reports during the fiscal year (RCS HPT-01-38) on the DVAAP. These reports will cover the preceding six month period. Regional and Federal Lands Division Offices will submit reports to the Personnel Operations Division by April 15 and October 15. The Personnel Operations Division will submit consolidated reports to OP, OST, by April 30 and October 30. Accomplishment reports must contain the following:
1. methods used to recruit and employ disabled veterans, especially those who are 30 percent or more disabled,
2. methods used to provide or improve internal advancement opportunities for disabled veterans,
3. a description of how the activities were monitored, reviewed, and evaluated, and
4. an explanation of the organization's progress in implementing its DVAAP plan during the fiscal year.
CERTIFICATION. The Director, OPT, must certify annually to the Office of Personnel Management, OST, that FHWA has an up-to-date DVAAP plan.

Section 6: Probationary Period for Newly Appointed Managers and Supervisors

This document was canceled November 1, 2005

Order
Subject
FHWA Personnel Management Manual; Chapter 2: Employment Section 6: Probationary Period for Newly Appointed Managers and Supervisors
Classification Code	Date
M3000.1B	June 28, 1996

Par.

Purpose
Authority
Scope
Definitions
Policy
Basic Requirement and Length of Probationary Period
Documentation
Applicability of the Probationary Period
Failure to Satisfactorily Complete the Probationary Period
Relationship to the Probationary Period for Competitive Appointment

PURPOSE. To provide broad statements of policy, basic requirements and guidance for administering the probationary period for supervisors and managers of the Federal Highway Administration (FHWA).
AUTHORITY.
1. Section 3321, Title 5, United States Code, as amended by Section 303 of the Civil Service Reform Act of 1978 (Public Law 95-454),
2. Title 5, Code of Federal Regulations (CFR), Parts 315.901-909,
3. Department of Transportation (DOT) Notice 3150.1, Probationary Periods for Supervisors and Managers, dated August 29, 1979, and
4. Department of Transportation Personnel Manual (DPM) Chapter 315-40, Subchapter 9, Probation on Initial Appointment to a Supervisory or Managerial Position, dated January 27, 1986.
SCOPE. The requirements and guidance in this directive apply to all FHWA employees initially assigned to a supervisory or managerial position in the competitive service (which includes General Schedule and Wage System positions) at the GS-15 level or below.
DEFINITIONS.
1. Managerial position - a position classified as "managerial" under the OPM General Schedule Supervisory Guide. The incumbent of such a position typically will direct an organization, be accountable for success of programs, monitor progress toward goals, and perform a full range of managerial duties.
2. Supervisory position - a position classified as "supervisory" under the Office of Personnel Management (OPM) General Schedule Supervisory Guide or, if under the wage system, the Job Grading Standard for supervisors. Such a position is usually classified with the title of "Supervisory," "Officer," or similar designation. The incumbent typically will assign, direct, and evaluate the work of his/her subordinates, recommend selections or promotions, as well as plan and coordinate work operations.
POLICY. It is FHWA policy to:
1. Maintain a high quality of performance by supervisors and managers through careful and effective use of the probationary period for newly appointed supervisors and managers.
2. Give new supervisors and managers adequate opportunity to prove themselves and encourage support of efforts to help them succeed.
3. Make every effort to adequately train new supervisors and managers to perform their supervisory and managerial duties.
BASIC REQUIREMENT AND LENGTH OF PROBATIONARY PERIOD. Upon initial appointment to a supervisory position, an employee is required to complete a one year probationary period. Upon initial appointment to a managerial position, an employee is also required to complete a separate one year probationary period for managers unless he or she has satisfactorily completed a probationary period for supervisors and has demonstrated competence in performing the managerial duties. The office requesting the personnel action to appoint an employee to a managerial position will recommend whether or not a separate managerial probationary period should be required. This recommendation will be based on specific criteria, using an analysis of the employee's experience and the managerial duties to be performed. If the employee's experience has not adequately demonstrated competence in performing the managerial duties of the position to which he or she is being assigned, a new probationary period should be recommended. The personnel office with delegated authority will review the recommendation, assure compliance with Department and FHWA regulations and procedures, and take appropriate action.
DOCUMENTATION. Satisfactory completion of the probationary period must be certified by the immediate supervisor and the second level supervisor. A certification form for this purpose is automatically generated four months before the end of the period for distribution through the servicing personnel office to the appropriate supervisor. The completed form must be filed on the right-hand side of the employee's Official Personnel File.
APPLICABILITY OF THE PROBATIONARY PERIOD. The probationary period applies to new supervisors and managers, except as provided in paragraph 6. A probationary period is required for the initial assignment of an employee from a supervisory position to a managerial position only when the employee's performance and experience as a supervisor have not adequately demonstrated competence in performing the duties of the position to which he or she is being assigned. An employee who has satisfactorily completed a probationary period in a supervisory or managerial position in FHWA or another Federal organization need not complete another comparable probation in FHWA.
FAILURE TO SATISFACTORILY COMPLETE THE PROBATIONARY PERIOD. The decision to return or reassign an employee to a non-supervisory or non-managerial position because of supervisory or managerial deficiencies which make him or her unsuited for continued employment in the position should be initiated by the employee's immediate supervisor. Because of the need to provide time for a fair period of evaluation of performance, such action may not be taken until the employee has completed at least 90 calendar days as a supervisor or manager (90 days after the effective date of appointment to a supervisory or managerial position). The 90-dayrequirement applies only to actions taken with regard to an employee's supervisory or managerial performance while serving a probationary period for supervisors/managers. The decision must be concurred in by the next higher official in the organization after consultation with and technical review by the servicing personnel office. This decision is not appealable under adverse action procedures and is not grievable. However, the employee may request a review by a higher level official (the third level supervisor, unless otherwise designated by the FHWA). The personnel office will insure proper documentation and notice of the decision to the employee in accordance with regulations. Within a reasonable time after notification, the employee will be returned to a position of no lower grade and pay than the one left to accept the supervisory or managerial position.
RELATIONSHIP TO THE PROBATIONARY PERIOD FOR COMPETITIVE APPOINTMENT. The probationary period for new supervisors and managers does not take the place of that which is required for competitive appointment (which generally applies to new Federal employees). However, if upon appointment an employee is required to serve a probationary period for both a supervisory/managerial position and for competitive appointment, the latter requirement takes precedence and completion of that probation fulfills the requirements of this section.

Last updated: Tuesday, November 1, 2005

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M 3000.1B Ch 2: Employment Section

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