Military Service Credit INDIANAPOLIS PAYROLL OFFICE Integrity - Service - Innovation

Military Service Credit Topics Estimated Earnings Military Service Deposit Law Leave 9/16/2018 Integrity - Service - Innovation

Integrity - Service - Innovation Estimated Earnings 9/16/2018 Integrity - Service - Innovation

Integrity - Service - Innovation Estimated Earnings What is Required? RI 20-97 Documentation supported what is requested on RI 20-97 Acceptable Documentation DD 214 Academic Record of Classes (Transcript) for the time in Military Academy Copies of Active Duty Orders / Annual Training Orders (must have name, SSN, and “From and To” dates) 9/16/2018 Integrity - Service - Innovation

Integrity - Service - Innovation Estimated Earnings Army and Air Force DFAS-Indianapolis Center Civilian Pay Operations ATTN: Estimated Earnings 8899 East 56th Street Indianapolis, IN 46249-0875 Phone 800-729-3277 Fax: 866-401-5849 Navy and Marine Corps DFAS-Cleveland Center ATTN: DFAS-CL/JFLA 1240 East 9th Street Cleveland, OH 44199-2005 Phone: 1-888-332-7411 Fax: (216) 367-3587 Email: CCL-CATCH-62@DFAS.MIL National Oceanic and Atmospheric Administration (NOAA) NOAA Commissioned Personnel Center 1315 East-West Highway Rm. 12100 Silver Spring, MD 20910-3282   Coast Guard Pay and Personnel Center 444 Southeast Quincy Street Topeka, KS 66683-3591 Phone: (785) 339-2200 Fax: (785) 339-3784 Public Health Service Division of Commissioned Personnel Compensation Branch Park lawn Building Rm. 4-50 5600 Fisher’s Lane Rockville, MD 20857 Phone: (301) 594-2963 Fax: (301) 443-0064 For more information visit http://www.dfas.mil/dfas/civilianemployees/militaryservice/militaryservicedeposits.html 9/16/2018 Integrity - Service - Innovation

Military Service Deposits Integrity - Service - Innovation 9/16/2018 Integrity - Service - Innovation

Military Service Deposit Topics Military Deposit Applications Required Forms Submitting Forms After the Military Service Deposit is set up in DCPS Payment Options MSD Transfers Paid in Full Letters 9/16/2018 Integrity - Service - Innovation

Military Service Deposit (MSD) Military Service Deposits are for currently employed employees who have served in the Military and want to buy back their Military time towards Civilian service. Military Service Deposits are Voluntary. Military Service Deposits are NOT debts. 9/16/2018 Integrity - Service - Innovation

Required Forms for MSD Application - FERS FERS employees – Federal Employees Retirement System SF3108 - Application to Make Service Credit Payment FERS employee completes SF3108 (Part A) Agency completes SF3108 (Part B) - Items 1, 2 and Signature Blocks Ensures we have the correct Interest Accrual Date (IAD) Not required per OPM SF3108A – Application to Pay Military Deposit For Military Service Performed After December 31, 1956 Employee completes Information about Military Service Employee adds signature, Email Address, Date Signed Agency Identifies/Adds Retirement System that applies to employee If USERRA applies to Period of Service Interest Accrual Date Agency Official Signature/Date 9/16/2018 Integrity - Service - Innovation

Required Forms for MSD Application - FERS Part A VERIFY NAME AND SSN Does it match the other documents? Does it match DCPS? Part A is completed by FERS employee Integrity - Service - Innovation

Required Forms for MSD Application - FERS PART B FERS Items 1 and 2 need to be completed. Part B is completed by Agency Integrity - Service - Innovation

Required Forms for MSD Application - FERS Must match SF-3108 SF-3108A FERS Blocks Must Be Completed by FERS Employee & Agency Employee also signs, dates & adds email/phone information MUST HAVE Agency SIGNATURE Integrity - Service - Innovation

Required Forms for MSD Application - CSRS CSRS employees – Civil Service Retirement Service SF2803 – Application to Make Deposit or Redeposit CSRS employee completes SF2803 (Part A) Agency completes SF2803 (Part B) - Items 1, 2 and Signature Blocks SF2803A – Application to Pay Military Deposit For Military Service Performed After December 31, 1956 Employee completes Information about Military Service Employee adds signature, Email Address, Date Signed Agency Identifies/Adds Retirement System that applies to employee If USERRA applies to Period of Service Interest Accrual Date Agency Official Signature/Date 9/16/2018 Integrity - Service - Innovation

Required Forms for MSD Application - CSRS VERIFY NAME AND SSN Does it match the other documents? Does it match DCPS? Part A is completed by CSRS employee Integrity - Service - Innovation

Required Forms for MSD Application - CSRS Part B CSRS Item 1 and 2 need to Be completed. Part B is completed by Agency Integrity - Service - Innovation

Required Forms for MSD Application - CSRS SF-2803A Must match SF-2803 CSRS Blocks Must Be Completed by CSRS Employee & Agency Employee also signs, dates & adds email/phone information MUST HAVE AGENCY SIGNATURE Integrity - Service - Innovation

Required Forms for MSD Application - USERRA If USERRA rules apply, one of the following is required Completed USERRA Military Service Deposit Report (MSDR), OR Completed Federal Retirements Benefits computing deposits and re- deposits report. RI 20-97 (Estimated Earnings worksheet) is not always needed when submitting MSD for USERRA time period. This only applies when the employee is choosing to use the Civilian earnings calculation for buying back time. Instructions for computing a USERRA are provided in the Office of Personnel Management Benefits and Administration Letter BAL 03-105. Uniformed Services Employment and Reemployment Rights Act of 1994 OK 9/16/2018 Integrity - Service - Innovation

Required Forms for MSD Application – RI 20-97 Completed Request for Estimated Earnings During Military Service RI 20-97 must accompany MSD Applications Request for estimated earnings should be sent to employee’s branch of service Military Pay Office. This should be the first action initiated by the employee/agency as it could take up to 180 days to obtain information from the military payroll office. (See attached Military Pay Office listing) An Estimate of Earnings Tool is available at: http://www.dfas.mil/civilianemployees/militaryservice/militaryservicedeposits.html. Estimator results provide approximate amounts to help an employee who is deciding to pursue buying back military time. Estimator results are unofficial and cannot be used to buy back military time. Exception applies when employee is choosing to buy back time during USERRA time period and chooses Civilian earnings for their MSD calculation. OK 9/16/2018 Integrity - Service - Innovation

Submitting MSD Applications If submitting multiple military service periods with different Interest Accrual Dates (IAD), only one IAD can be entered into DCPS at a time. If there is more than one Interest Accrual Date, a separate Remedy ticket must be submitted when it is time to start the next MSD period of service. Exception to this rule is if employee wants to pay one lump sum for all deposit amounts regardless of IAD When submitting applications with multiple IAD’s PRO does send the employee a payment due letter stating cost of the oldest IAD and the lump sum payment amount. 9/16/2018 Integrity - Service - Innovation

Submitting MSD Applications Encourage employees who want to buy back Military service time to make requests as soon as possible 30 business day customer expectation for MSD Applications PRO is not able to expedite these due to an employee’s approaching retirement date Recommend CSR/HR submit MSD for employee AT LEAST six months prior to separation PRO will send employee a letter when MSD is established to include periods of service total amount due payment options 9/16/2018 Integrity - Service - Innovation

Integrity - Service - Innovation MSD Payment Options Payroll Deductions can be any amount employee chooses but must be a minimum of $25.00 per pay period.  There must be a written request (no particular form) submitted to PRO that includes: Social Security Number Name Amount of deduction per pay period Date to start the deduction (future only) Signature Submitted request via Remedy using the ‘Military Deposit Payment’ title. 9/16/2018 Integrity - Service - Innovation

Integrity - Service - Innovation MSD Payment Options Lump Sum Payment checks must be made payable to ‘DFAS-Cleveland’ Write on the check 'Catch-62 Military Deposit' and Employee’s Social Security Number Include a coupon portion of the MSD letter Mail to the address provided on the information letter. The payment posting date will be the date DFAS Cleveland processes the payment not the date the employee dated the check or mailed the check. Any interest that accrues between the time the check is mailed and the processing date of the check is the responsibility of the employee. 9/16/2018 Integrity - Service - Innovation

Integrity - Service - Innovation MSD Payment Options Pay.Gov www.pay.gov Fast, convenient way to make an MSD payment Employee Identification number from MSD letter required Deposited into DFAS Cleveland’s disbursing account within 24-48 hours Military Service Deposit MUST be paid in full prior to retirement Affects retirement benefit Edit: Military Service Deposits must be paid prior to separation. Please reference title 5, Code of Federal Regulations, Section 831.2104 as well as title 5, Code of Federal Regulations, Section 842.307 (a) (3). (Delete “In some cases OPM will allow…”) 9/16/2018 Integrity - Service - Innovation

Integrity - Service - Innovation Pay.gov Search for Military Deposit in search bar. 9/16/2018 Integrity - Service - Innovation

Integrity - Service - Innovation Pay.gov Select the ‘DFAS Military Service Deposit Payment 8522’ form Should be your first option 9/16/2018 Integrity - Service - Innovation

Integrity - Service - Innovation Pay.gov This will start process and provide payment options Bank Account (ACH) PayPal account Debit or Credit Card Select ‘Continue to the Form’ 9/16/2018 Integrity - Service - Innovation

Integrity - Service - Innovation Pay.gov Pop stating to contact Civilian Payroll Office for identification number 9/16/2018 Integrity - Service - Innovation

Integrity - Service - Innovation Pay.gov Fill out all required information 9/16/2018 Integrity - Service - Innovation

Integrity - Service - Innovation Pay.gov This is where to find the employee identification number 9/16/2018 Integrity - Service - Innovation

Integrity - Service - Innovation Pay.gov Select continue after all information is input. Next screen will walkthrough employee on finalizing their payment. 9/16/2018 Integrity - Service - Innovation

Integrity - Service - Innovation Transfer Of MSD Following is the procedure if neither the Indianapolis PRO nor the Cleveland PRO have access to the prior database (i.e. Homeland Security, Postal Workers, CIA, IRS, and probably others) CSR/HR will need to contact employee’s prior PRO Request MSD Information to be accompanied by OPM 1514 Military Deposit Worksheet Appropriate supporting documentation should be attached such as Application Estimated Earnings Post 56 Forms 9/16/2018 Integrity - Service - Innovation

Integrity - Service - Innovation Paid in Full Letters For Lump Sum Payments, a Paid in Full letter is sent immediately upon a zero balance (Note: This does not include payroll deductions) CSR\HR must request a Paid in Full letter via Remedy using the Paid in Full Letter ticket title Employee will be mailed the Paid in Full letter upon request Paid in full letter is used by HR to estimate retirement OPM uses the Individual retirement record to calculate final retirement 9/16/2018 Integrity - Service - Innovation

Integrity - Service - Innovation Law Leave 9/16/2018 Integrity - Service - Innovation

Law Enforcement Leave (LEL) Basic Guidelines Effective November 24, 2003, civilian employees called to active duty in support of a contingency operation [as defined in 10 USC §101(a)(13)] are entitled to 22 additional days of military leave each calendar year. Employees are not authorized to retain both Civilian and Military payments for the additional 22 days (or 176 hours) of military leave. Section 1113 of the National Defense Authorization Act for Fiscal Year 2004, Public Law 108-136, modified 5 USC §6323. Effective November 24, 2003, civilian employees who are members of the Reserves or National Guard and who have been called to active duty in support of a contingency operation as defined in 10 USC §101(a)(13) are entitled to 22 additional days of military leave each calendar year. The individual will receive both military pay and civilian pay for the 22 days. Unlike the 120 hours of military leave for active duty under 5 USC §6323(a), the individual is not authorized to retain both payments for the additional 22 days of military leave. As outlined in 5 USC §5519, military pay received, other than travel, transportation or per diem, must be credited against the pay the individual received from his or her civilian position. 9/16/2018 Integrity - Service - Innovation

Law Enforcement Leave (LEL) Basic Guidelines As outlined in 5 USC §5519, military pay received, other than travel, transportation or per diem, must be credited against the pay the individual received from his or her civilian position. Credits should be taken in whole workdays and in continuous pay periods Holidays earned during timeframe are paid in addition to the Law Enforcement Leave Dates Section 1113 of the National Defense Authorization Act for Fiscal Year 2004, Public Law 108-136, modified 5 USC §6323. Effective November 24, 2003, civilian employees who are members of the Reserves or National Guard and who have been called to active duty in support of a contingency operation as defined in 10 USC §101(a)(13) are entitled to 22 additional days of military leave each calendar year. The individual will receive both military pay and civilian pay for the 22 days. Unlike the 120 hours of military leave for active duty under 5 USC §6323(a), the individual is not authorized to retain both payments for the additional 22 days of military leave. As outlined in 5 USC §5519, military pay received, other than travel, transportation or per diem, must be credited against the pay the individual received from his or her civilian position. 9/16/2018 Integrity - Service - Innovation

Employee Responsibilities Employees requesting Law Enforcement Leave must provide to their Customer Service Representative (CSR) Copy of Military Orders Copy of Military Leave and Earnings Statements Must cover the same pay periods where law leave is used Documentation for Entitlements that may include, but are not limited to Family Separation Imminent Danger pay 9/16/2018 Integrity - Service - Innovation

Customer Service Representative (CSR) Responsibilities Submit a Remedy Ticket indicating the year the employee is requesting Law Enforcement Leave that includes Dates of Law Enforcement Leave taken Cannot be future dates Must be for a current or prior pay period Completed Form (at bottom of Remedy ticket) showing computed amounts for Military Pay, including but not limited to Basic Allowance for Housing (BAH) Base Pay Basic Allowance for Subsistence (BAS) Entitlements 9/16/2018 Integrity - Service - Innovation

Customer Service Representative (CSR) Responsibilities When notified by PRO, the CSR is responsible for correcting online timecards from KG (Military Furlough) to LL (Law Leave) and LH (Leave Holiday) when applicable If offline, CSR will provide corrected certified timecards 9/16/2018 Integrity - Service - Innovation

State Active Duty Law Enforcement Leave Civilian employees activated for a state emergency on orders from the Governor of that state are also be entitled to the additional 22 days of leave from civilian duties each calendar year. When a Civilian employee is called to State Active Duty Timecard is initially coded LL so employee can be paid right away Employee on State Active Duty orders can wait a long time to receive the Military Pay Employee is not entitled to keep both Civilian Pay and Military Pay 9/16/2018 Integrity - Service - Innovation

State Active Duty Law Enforcement Leave CSR must submit a Remedy Ticket requesting collection of overpaid amount which is now a debt. Debt Team collects back the difference by establishing a debt in the Debt Module. 9/16/2018 Integrity - Service - Innovation

Integrity - Service - Innovation State Active Duty CSR submits a Remedy Ticket with required documents attached Military Pay Calculation Sheet Debt Acknowledgement Form signed by employee PRO creates a Debt based on Military Pay amount provided on Military Pay Calculation Sheet If the debt is for current year pay periods, PRO will process an adjustment to correct the employee’s Year to Date pay record PRO will collect the Debt in full on the same pay period per the signed Debt Acknowledgment Form 9/16/2018 Integrity - Service - Innovation

Signed Acknowledgement Form If an employee does not sign the Acknowledgement Form, T&A will be changed from LL to LA by the Timekeeper. [Per Par. 7 of ARNG SAD LEL Guidelines] No Action will be required by the PRO Incomplete Acknowledgement Forms will be returned for corrections Employee Signature Required 9/16/2018 Integrity - Service - Innovation

PRO - Processing Offline Law Enforcement Leave If Military Pay is greater than Civilian Pay, no entries are required If Civilian Pay is greater than Military Pay Manually pays the difference through the Manual Pay Adjustment Screen Debt team contacts Pay Processing to restore leave 9/16/2018 Integrity - Service - Innovation

Law Enforcement Leave for Firefighters Work Schedule Affects the way the Leave is requested Firefighter schedules do not qualify for paid holidays. Charged a day of leave against the 22-workdays on any holiday that they would have been scheduled to work. 9/16/2018 Integrity - Service - Innovation

Law Enforcement Leave for Firefighters Overtime Regularly scheduled overtime is included in the calculation of the difference between Military Pay and Civilian Pay Can use a combination of hours such as LL, LM, or LA in order to meet the minimum number of hours to qualify for overtime pay Not included in the Civilian Pay calculation if the total number of paid hours during the pay period is less than the minimum number of qualifying hours for overtime. Example: A 120 hour regularly scheduled FF only uses 24 hours of LEL and remains in KG (Leave without pay status) for the remainder of the pay period will not have his Overtime computed 9/16/2018 Integrity - Service - Innovation

Integrity - Service - Innovation FEHB Contingency If an employee that was on Title 10 Contingency Orders receives a debt letter for FEHB and the Agency should have been responsible for the payment Corrections need to be processed to employee’s payroll account by the Personnel Office Specific codes need to be interfaced to DCPS for proper accounting COA/COT For offline dates or assistance submit a Remedy ticket Use “FEHB-MILITARY” Title Attach copies of contingency orders or other documentation Attach SF-2809 for cancellation of policy 9/16/2018 Integrity - Service - Innovation

Integrity - Service - Innovation FEHB Contingency Processing technician will work with Debt technician to process corrections and invalidate debt PRO is unable to cancel the FEHB debt without this process 9/16/2018 Integrity - Service - Innovation

Integrity - Service - Innovation QUESTIONS? Integrity - Service - Innovation