5 C.F.R. Subpart B—Relocation Incentives
Title 5 - Administrative Personnel
Title 5: Administrative Personnel
PART 575—RECRUITMENT, RELOCATION, AND RETENTION INCENTIVES; SUPERVISORY DIFFERENTIALS; AND EXTENDED ASSIGNMENT INCENTIVES
Subpart B—Relocation Incentives
Source: 70 FR 25743, May 13, 2005, unless otherwise noted.
§ 575.201 Purpose.
This subpart contains regulations implementing 5 U.S.C. 5753, which authorizes payment of relocation incentives. An agency may pay a relocation incentive to a current employee who must relocate to accept a position in a different geographic area under the conditions specified in this subpart provided the agency determines that the position is likely to be difficult to fill in the absence of an incentive.
§ 575.202 Definitions.
In this subpart:
Agency means an executive agency or a legislative branch agency included in 5 U.S.C. 5102(a)(1).
Authorized agency official means the head of an agency or an official who is authorized to act for the head of the agency in the matter concerned.
Competencies means the knowledge, skills, abilities, behaviors, and other characteristics an employee needs to perform the duties of a position.
Employee has the meaning given that term in 5 U.S.C. 2105, except that the term also includes an employee described in 5 U.S.C. 2105(c).
Employee of the Federal Government means an employee (as that term is defined in 5 U.S.C. 2105, except that the term also includes an employee described 5 U.S.C. 2105(c) and (e)) of any part of the Government of the United States (which includes the United States Postal Service and the Postal Rate Commission).
Executive agency has the meaning given that term in 5 U.S.C. 105.
OPM means the Office of Personnel Management.
Rate of basic pay means the rate of pay fixed by law or administrative action for the position to which the employee is relocated before deductions and including any special rate under 5 CFR part 530, subpart C, or similar payment under other legal authority, and any locality-based comparability payment under 5 CFR part 531, subpart F, or similar payment under other legal authority, but excluding additional pay of any other kind. For example, a rate of basic pay does not include additional pay such as night shift differentials under 5 U.S.C. 5343(f) or environmental differentials under 5 U.S.C. 5343(c)(4).
Service agreement means a written agreement between an agency and an employee under which the employee agrees to a specified period of employment of not more than 4 years with the agency at the new duty station to which relocated in return for payment of a relocation incentive.
§ 575.203 Eligible categories of employees.
Except as provided in §575.204 of this part, an agency may pay a relocation incentive to an employee in the following categories of positions:
(a) A General Schedule position paid under 5 U.S.C. 5332 or 5305 (or similar special rate authority);
(b) A senior-level or scientific or professional position paid under 5 U.S.C. 5376;
(c) A Senior Executive Service position paid under 5 U.S.C. 5383 or a Federal Bureau of Investigation and Drug Enforcement Administration Senior Executive Service position paid under 5 U.S.C. 3151;
(d) A position as a law enforcement officer, as defined in 5 CFR 550.103;
(e) A position under the Executive Schedule paid under 5 U.S.C. 5311–5317 or a position the rate of pay for which is fixed by law at a rate equal to a rate for the Executive Schedule;
(f) A prevailing rate position, as defined in 5 U.S.C. 5342(a)(3); or
(g) Any other position in a category for which payment of relocation incentives has been approved by OPM at the request of the head of an executive agency.
§ 575.204 Ineligible categories of employees.
An agency may not pay a relocation incentive to an employee in—
(a) A position to which an individual is appointed by the President, by and with the advice and consent of the Senate;
(b) A position in the Senior Executive Service as a noncareer appointee (as defined in 5 U.S.C. 3132(a)(7));
(c) A position excepted from the competitive service by reason of its confidential, policy-determining, policy-making, or policy-advocating character; or
(d) A position not otherwise covered by the exclusions in paragraphs (a), (b), and (c) of this section—
(1) To which an individual is appointed by the President without the advice and consent of the Senate;
(2) Designated as the head of an agency, including an agency headed by a collegial body composed of two or more individual members; or
(3) In which the employee is expected to receive an appointment as the head of an agency.
§ 575.205 Applicability to employees.
(a) An agency may pay a relocation incentive under the conditions prescribed in this subpart to—
(1) An employee of the Federal Government who must relocate to a different geographic area without a break in service to accept a position listed in §575.203 in an agency when the position is likely to be difficult to fill as determined under §575.206; or
(2) An employee of an agency who must relocate to a different geographic area (permanently or temporarily) to accept a position listed in §575.203 when the position is likely to be difficult to fill as determined under §575.206.
(b) An agency may pay a relocation incentive under paragraph (a) of this section when an employee must relocate to accept a position or assignment in a different geographic area. A position is considered to be in a different geographic area if the worksite of the new position is 50 or more miles from the worksite of the position held immediately before the move. If the worksite of the new position is less than 50 miles from the worksite of the position held immediately before the move, but the employee must relocate (i.e., establish a new residence) to accept the position, an authorized agency official may waive the 50-mile requirement and pay the employee a relocation incentive subject to the requirements of this subpart. In all cases, the employee must establish a residence in the new geographic area before the agency may pay a relocation incentive to the employee.
(c) A relocation incentive may be paid only when the employee's rating of record (or an official performance appraisal or evaluation under a system not covered by 5 U.S.C. chapter 43 or 5 CFR part 430) for the position held immediately before the move is at least “Fully Successful” or equivalent.
§ 575.206 Authorizing a relocation incentive.
(a) Authority of authorized agency official. An authorized agency official retains sole and exclusive discretion, subject only to OPM review and oversight, to—
(1) Determine when a position is likely to be difficult to fill under paragraph (b) of this section;
(2) Approve a relocation incentive for an employee under §575.205;
(3) Establish the criteria for determining the amount of a relocation incentive and the length of a service period under §§575.209 and 575.210, respectively;
(4) Request a waiver from OPM of the limitation on the maximum amount of a relocation incentive under §575.209(c); and
(5) Establish the criteria for terminating a service agreement under §575.211.
(b) Factors for determining when a position is likely to be difficult to fill. An agency in its sole and exclusive discretion, subject only to OPM review and oversight, may determine that a position is likely to be difficult to fill if the agency is likely to have difficulty recruiting candidates with the competencies required for the position (or group of positions) in the absence of a relocation incentive. An agency must consider the following factors, as applicable to the case at hand, in determining whether a position (or group of positions) is likely to be difficult to fill in the absence of a relocation incentive and in documenting this determination as required by §575.208:
(1) The availability and quality of candidates possessing the competencies required for the position, including the success of recent efforts to recruit candidates for similar positions using indicators such as offer acceptance rates, the proportion of positions filled, and the length of time required to fill similar positions;
(2) The salaries typically paid outside the Federal Government for similar positions;
(3) Recent turnover in similar positions;
(4) Employment trends and labor-market factors that may affect the agency's ability to recruit candidates for similar positions;
(5) Special or unique competencies required for the position;
(6) Agency efforts to use non-pay authorities, such as special training and work scheduling flexibilities, to resolve difficulties alone or in combination with a relocation incentive;
(7) The desirability of the duties, work or organizational environment, or geographic location of the position; and
(8) Other supporting factors.
(c) An agency may determine that a position (or group of positions) is likely to be difficult to fill if OPM has approved the use of a direct-hire authority applicable to the position (or group of positions) under 5 CFR part 337, subpart B.
[70 FR 25743, May 13, 2005, as amended at 70 FR 74996, Dec. 19, 2005]
§ 575.207 Agency relocation incentive plan and approval levels.
(a) Before paying relocation incentives under this subpart, an agency must establish a relocation incentive plan. This plan must include the following elements:
(1) The designation of officials with authority to review and approve payment of relocation incentives, subject to paragraph (b) of this section, including;
(2) The categories of employees who are prohibited from receiving relocation incentives;
(3) Required documentation for determining that a position (or group of positions) is likely to be difficult to fill;
(4) Any requirements for determining the amount of a relocation incentive;
(5) The payment methods that may be authorized;
(6) Requirements governing service agreements which, at a minimum, must include—
(i) The criteria for determining the length of a service period under a service agreement;
(ii) The conditions for terminating a service agreement; and
(iii) The obligations of the agency and the employee, as applicable, if an agency terminates a service agreement; and
(7) Documentation and recordkeeping requirements sufficient to allow reconstruction of the action and fulfill the requirements of §§575.212 and 575.213.
(b)(1) Except as provided in paragraph (b)(2) of this section, an agency official who is at least one level higher than the employee's supervisor must review and approve each determination to pay a relocation incentive, unless there is no official at a higher level in the agency.
(2) The higher level approval required by paragraph (b)(1) of this section is not needed when approving coverage of individual employees under a previously approved relocation incentive authorization if the case-by-case approval requirement is waived under §575.208(b).
(c) Unless the head of the agency determines otherwise, an agency relocation incentive plan must apply uniformly across the agency.
§ 575.208 Approval criteria and written determination.
(a)(1) For each determination to pay a relocation incentive under this subpart, an agency must document in writing—
(i) The basis for determining that a position is likely to be difficult to fill as determined under §575.206;
(ii) The basis for authorizing a relocation incentive for an employee;
(iii) The basis for the amount and timing of the approved relocation incentive payments and the length of the required service period; and
(iv) That the worksite of the employee's new position is not in the same geographic area as the worksite of the position held immediately before the move (or that a waiver was approved under §575.205(b)) and that the employee established a residence in the new geographic area, as required by §575.205(b).
(2) Except as provided in paragraph (b) of this section, the agency must make each determination to pay a relocation incentive on a case-by-case basis for each employee.
(3) The agency must make the determination to pay a relocation incentive before the employee enters on duty in the position to which relocated.
(b)(1) An agency may waive the case-by-case approval requirement under paragraph (a) of this section when—
(i) The employee is a member of a group of employees subject to a mobility agreement and the agency determines that relocation incentives are necessary to retain employees subject to such an agreement to ensure continuation of operations; or
(ii) A major organizational unit of the agency is relocated to a new duty station and the agency determines that relocation incentives are necessary for a group of employees to ensure the continued operation of that unit without undue disruption of an activity or function that is deemed essential to the agency's mission or without undue disruption of service to the public.
(2) The written determination under paragraph (a) of this section must specify the group of employees covered by the case-by-case waiver, the conditions under which the waiver is approved, and the period of time for which the waiver may be applied.
§ 575.209 Payment of relocation incentives.
(a) An authorized agency official must establish the criteria for determining the amount of a relocation incentive. An agency may pay a relocation incentive—
(1) As an initial lump-sum payment at the commencement of the service period required by the service agreement;
(2) In installments throughout the service period required by the service agreement;
(3) As a final lump-sum payment upon the completion of the full service period required by the service agreement; or
(4) In a combination of these payment methods.
(b)(1) Except as provided in paragraph (c) of this section, the total amount of relocation incentive payments paid to an employee in a service period may not exceed 25 percent of the annual rate of basic pay of the employee at the beginning of the service period multiplied by the number of years (including fractions of a year) in the service period (not to exceed 4 years).
(2) For hourly rate employees who do not have a scheduled annual rate of basic pay, compute the annual rate required for paragraph (b)(1) of this section by multiplying the applicable hourly rate in effect at the beginning of the service period by 2,087 hours.
(3) For the purpose of determining the number of years in a service period under paragraph (b)(1) of this section, divide the total number of calendar days in the service period (as established under §575.208) by 365 and round the result to two decimal places. For example, a service period covering 39 biweekly pay periods equals 546 days, and 546 days divided by 365 days equals 1.50 years.
(c)(1) An authorized agency official may request that OPM waive the limitation in paragraph (b)(1) of this section for an employee based on a critical agency need. The authorized agency official must determine that the competencies required for the position are critical to the successful accomplishment of an important agency mission, project, or initiative (e.g., programs or projects related to a national emergency or implementing a new law or critical management initiative). Under such a waiver, the total amount of relocation incentive payments paid to an employee in a service period may not exceed 50 percent of the annual rate of basic pay of the employee at the beginning of the service period multiplied by the number of years (including fractions of a year) in the service period. However, in no event may a waiver provide total relocation incentive payments exceeding 100 percent of the employee's annual rate of basic pay at the beginning of the service period.
(2) Waiver requests must include—
(i) A description of the critical agency need the proposed relocation incentive would address;
(ii) The documentation required by §575.208;
(iii) The proposed relocation incentive payment amount and a justification for that amount;
(iv) The timing and method for making the relocation incentive payments;
(v) The period of service required; and
(vi) Any other information pertinent to the case at hand.
(d) A relocation incentive is not part of an employee's rate of basic pay for any purpose.
(e) Payment of a relocation incentive is subject to the aggregate limitation on pay under 5 CFR part 530, subpart B.
§ 575.210 Service agreement requirements.
(a) Before paying a relocation incentive, an agency must require the employee to sign a written service agreement to complete a specified period of employment with the agency (or successor agency in the event of a transfer of function) at the new duty station. An authorized agency official must establish the criteria for determining the length of a service period. The service period may not exceed 4 years.
(b)(1) The service agreement must include the commencement and termination dates of the required service period. Except as provided under paragraphs (b)(2) and (b)(3) of this section, the required service period must begin upon the commencement of service at the new duty station. The service period must terminate on the last day of a pay period.
(2) If service at the new duty station does not begin on the first day of a pay period, the agency must delay the service period commencement date so that a required service period begins on the first day of the first pay period beginning on or after the commencement of service at the new duty station.
(3) An agency may delay a service agreement commencement date until after the employee completes an initial period of formal training when continued employment in the position is contingent on successful completion of the formal training. The agency must make the determination to pay a relocation incentive before the employee enters on duty in the position, as required by §575.208(a)(3). However, the service agreement must specify that if an employee does not successfully complete the training before the service period commences, the agency is not obligated to pay any portion of the relocation incentive to the employee.
(c) The service agreement must specify the total amount of the incentive, the method of paying the incentive, and the timing and amount of each incentive payment, as established under §575.209.
(d) The service agreement must include the conditions under which the agency must terminate the service agreement (i.e., if an employee is demoted or separated for cause, receives a rating of record of less than “Fully Successful” or equivalent, or otherwise fails to fulfill the terms of the service agreement) and the conditions under which the employee must repay a relocation incentive under §575.211.
(e) The service agreement must include the conditions under which the agency may terminate the service agreement before the employee completes the agreed-upon service period. The service agreement must specify the effect of the termination under §575.211, including the conditions under which the agency will agree to pay an additional relocation incentive payment for partially completed service under §575.211(e) and (f).
(f) The service agreement may include any other terms or conditions that, if violated, will result in termination of the service agreement. For example, the service agreement may specify the employee's work schedule, type of position, and the duties he or she is expected to perform. In addition, the service agreement may address the extent to which periods of time on detail, in a nonpay status, or in a paid leave status are creditable towards the completion of the service period.
§ 575.211 Termination of a service agreement.
(a) An authorized agency official may unilaterally terminate a relocation incentive service agreement based solely on the management needs of the agency. For example, an agency may terminate a service agreement when the employee's position is affected by a reduction in force, when there are insufficient funds to continue the planned incentive payments, or when the agency assigns the employee to a different position (if the different position is not within the terms of the service agreement).
(b) An authorized agency official must terminate a relocation incentive service agreement if an employee is demoted or separated for cause (i.e., for unacceptable performance or conduct), if the employee receives a rating of record (or an official performance appraisal or evaluation under a system not covered by 5 U.S.C. chapter 43 or 5 CFR part 430) of less than “Fully Successful” or equivalent, or if the employee otherwise fails to fulfill the terms of the service agreement.
(c) The termination of a service agreement is not grievable or appealable.
(d) The agency must notify an employee in writing when it terminates a relocation incentive service agreement.
(e) If an authorized agency official terminates a service agreement under paragraph (a) of this section, the employee is entitled to all relocation incentive payments attributable to completed service and to retain any portion of a relocation incentive payment he or she received that is attributable to uncompleted service.
(f) If an authorized agency official terminates a service agreement under paragraph (b) of this section, the employee is entitled to retain relocation incentive payments previously paid by the agency that are attributable to the completed portion of the service period. If the employee received relocation incentive payments that are less than the amount that would be attributable to the completed portion of the service period, the agency is not obligated to pay the employee the amount attributable to completed service, unless the agency agreed to such payment under the terms of the relocation incentive service agreement. If the employee received relocation incentive payments in excess of the amount that would be attributable to the completed portion of the service period, he or she must repay the excess amount.
(g) If an employee fails to reimburse the paying agency for the full amount owed under paragraph (f) of this section, the amount outstanding must be recovered from the employee under the agency's regulations for collection by offset from an indebted Government employee under 5 U.S.C. 5514 and 5 CFR part 550, subpart K, or through the appropriate provisions governing Federal debt collection if the individual is no longer a Federal employee. However, the head of the agency may waive the debt under 5 U.S.C. 5584.
§ 575.212 Internal monitoring requirements and revocation or suspension of authority.
(a) Each agency must monitor the use of relocation incentives to ensure that the agency's relocation incentive plan and the payment of relocation incentives are consistent with the requirements and criteria established under 5 U.S.C. 5753 and this subpart.
(b) When OPM finds that an agency is not paying relocation incentives consistent with the agency's relocation incentive plan and the criteria established under this subpart or otherwise determines that the agency is not using this authority selectively and judiciously, OPM may—
(1) Direct the agency to revoke or suspend the authority granted to any organizational component in the agency and, with respect to any category or categories of employees, require that the component obtain approval from the agency's headquarters level before paying a relocation incentive to such employees; or
(2) Revoke or suspend the authority granted to the agency under this subpart for all or any part of the agency and, with respect to any category or categories of employees, require that the agency obtain OPM's approval before paying a relocation incentive to such employees.
§ 575.213 Records and reports.
(a) Each agency must keep a record of each determination to pay a relocation incentive and make such records available for review upon OPM's request.
(b) By March 31 in each of the years 2006 through 2010, each agency must submit a written report to OPM on the use of the relocation incentive authority within the agency during the previous calendar year for use in compiling an OPM report to Congress, as required by section 101(c) of Pubic Law 108–411. Each agency report must include—
(1) A description of how the authority to pay relocation incentives was used by the agency during the previous calendar year;
(2) The number and dollar amount of relocation incentives paid during the previous calendar year to individuals by occupational series and grade, pay level, or other pay classification; and
(3) Other information, records, reports, and data as OPM may require.
§ 575.214 Relocation bonus service agreements in effect before May 1, 2005.
This subpart does not apply to a relocation bonus service agreement that was authorized under 5 U.S.C. 5753 and 5 CFR part 575, subpart B, before May 1, 2005. Such service agreements remain in effect until their expiration, subject to regulations applicable to relocation bonuses before May 1, 2005. (See 5 CFR part 575 and part 530, subpart B, contained in the 5 CFR, parts 1 to 699, edition revised as of January 1, 2005.)
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