Part 6. Human Resources Management

Chapter 330. 0 Recruitment, Selection, and Placement

Section 1. Recruitment, Selection, and Placement

6.330.1 Recruitment, Selection, and Placement

6.330.1.1 (12-31-2009)

Overview

  1. This IRM provides policies for the IRS Career Transition Assistance Plan (CTAP); IRS Priority Placement Program (IRSPPP); Reassignment Preference Program (RPP); Reemployment Priority List (RPL); and Interagency Career Transition Assistance Plan (ICTAP).

6.330.1.1.1 (12-31-2009)

Overall Responsibilities

  1. Human Capital Office (HCO), Employment, Talent and Security Division (ETS), Policy and Programs Office:

    1. Develops policy and implementation guidance, and coordinates with Treasury, as necessary, on the placement programs detailed herein;

    2. Coordinates any Servicewide initiatives with the Human Capital Advisory Council (HCAC) or the Human Capital Board (HCB) and other parts of the IRS; and

    3. Approves all exceptions to the programs that are not otherwise governed by statute or regulation.

     

  2. IRS Servicewide Special Priority Programs Coordinator (SSPPC)– Employment Operations

    1. Serves as the primary point of contact for the HCO, ETS, Employment Offices (EOs) and receives and distributes special priority placement programs reports;

    2. Serves as liaison between employees, Human Resource Specialists from other Treasury Bureaus, and IRS to transmit and receive applications; and

    3. Receives and posts vacancy announcement information from other Treasury Bureaus;

    4. Updates the National Special Priority Placement Report and CTAP Listing and posts on the Special Placement Program Report Center on the HCO website; and

    5. Coordinates with the HCO, ETS, Policy and Programs Officer to obtain clarification on program information as needed.

     

  3. HCO, ETS, EO with Responsibilities for Processing Non-competitive Actions

    1. Coordinates with the HCO, ETS, EO, with responsibilities for processing non-competitive actions, to ensure non-competitive reassignments and/or change to lower grade actions have cleared the special priority programs prior to processing the action.

     

6.330.1.2 (12-31-2009)

Career Transition Assistance Plan (CTAP)

  1. Career Transition Assistance Plan (CTAP) guidance:

    1. 5 CFR Part 330, Subpart F

    2. Treasury HRIS Chapter 330 Transmittal No. TN-97-03 dated October 1, 1997

     

6.330.1.2.1 (12-31-2009)

Purpose

  1. It is the intent of the IRS to actively assist and empower its surplus and displaced bureau employees to find other employment, either within the Federal Government or in the private sector. The IRS CTAP establishes the policies and procedures required to ensure that all surplus and displaced employees are provided placement assistance as required by 5 CFR 330 Subpart F.

  2. Where appropriate, the IRS develops career transition policy in accordance with the Department of Treasury’s policy.

  3. CTAP must be used in conjunction with any current negotiated agreement on a case-by-case basis when bargaining unit employees are involved. (5 CFR § 330.601(d)).

  4. This plan applies to and provides for uniform and consistent treatment of all surplus and displaced IRS employees. The plan also provides policy for career transition assistance and special selection priority. The IRS will determine discretionary CTAP items at the time of realignment, reorganization or Reduction-in-Force (RIF). Due to the size of our bureau and diversity of our occupations, the IRS will apply the discretionary items for each RIF and will document those items in our RIF plan.

  5. A copy of the career transition policy will be forwarded to the Department of Treasury, Office of Human Capital Strategy Management, where it will be maintained for use in a career transition clearinghouse.

6.330.1.2.2 (12-31-2009)

Coverage

  1. Current career or career-conditional employees in tenure groups 1 or 2; grade levels GS-15 or equivalent and below; affected by downsizing or restructuring and; who have been identified as surplus or displaced are eligible for career transition services.

  2. At the discretion of the IRS, services may also be extended to:

    1. Employees serving on Schedule A or B excepted appointments without time limit, at grade levels GS-15 or equivalent and below and Senior Executive Service employees who have been identified as surplus; or

    2. Employees whose departure would create a local placement opportunity for a surplus employee can also be provided career transition services at the discretion of the IRS.

     

6.330.1.2.3 (12-31-2009)

Definitions

  1. For the purpose of this plan, the definitions in 5 CFR Part 330, Subpart F apply.

  2. For definitions of commuting areas refer to the Human Capital Office website at http://hco.web.irs.gov/worktran/workrestruct/transmgmtprog/rif.html .

6.330.1.2.4 (12-31-2009)

Treasury Components

  1. The Department of the Treasury (Treasury) components consist of the Alcohol and Tobacco Tax and Trade Bureau; the Bureau of Engraving and Printing; the Bureau of Public Debt; the Office of the Comptroller of the Currency; the Departmental Offices; the Financial Management Service; the Internal Revenue Service; the Legal Division; the Office of Inspector General; the Office of Thrift Supervision; the U.S. Mint; the Office of Chief Counsel; Treasury Inspector General for Tax Administration; Financial Crimes Enforcement Network, and any newly established bureaus.

6.330.1.2.5 (12-31-2009)

Career Transition Assistance

  1. The CTAP provides the necessary human resource tools to help employees obtain a permanent position either within or outside the Federal government. This includes career transition services and/or special selection priority.

  2. In accordance with the regulatory criteria contained in 5 CFR Part 330, Subpart F, the IRS will provide:

    1. Career transition services to all surplus and displaced bureau employees in the competitive service, including employees in the excepted service and the Senior Executive Service); and

    2. Special selection priority to well-qualified surplus and/or displaced bureau employees in the competitive service.

     

  3. Special selection priority for excepted service employees serving on an appointment without time limit, at grade levels GS-15 or equivalent and below, will be in accordance with 5 CFR § 330.604(c)(2) and 5 CFR § 330.604(i)(2) and (3) which provides selection priority if:

    1. Excepted service employees given non-competitive appointment eligibility and selection priority by statute for positions in the competitive service; and

    2. At the discretion of the IRS, Schedule A or B excepted service employees, if the position to which appointed has the same appointing authority, i.e., Schedule A or B, as the position from which being separated.

     

6.330.1.2.5.1 (12-31-2009)
Career Transition Assistance Eligibility

  1. Career transition services will be available to employees who have received any of the following:

    1. A Certificate of Expected Separation (CES);

    2. A notice of proposed removal for declining a directed reassignment or transfer of function outside the local commuting area;

    3. Other certification that identifies the employee as being in a surplus position from which he/she may be or is being separated; or

    4. A notice of RIF separation.

     

6.330.1.2.5.2 (12-31-2009)
Career Transition Services

  1. The IRS may provide the following career transition services to eligible employees:

    1. Training for eligible employees, managers, NTEU representatives, supervisors, on the use of these services;

    2. Briefings in the form of an orientation session for all displaced or surplus employees (sessions will include information on the use of career transition services and the eligibility requirements for IRS CTAP selection priority);

    3. Accessible services to eligible employees, including those in field offices and remote sites and those with disabilities; and

    4. Resource information on other forms of Federal, state, and local assistance to support career transition for eligible employees with disabilities.

     

  2. The above services could extend to other employees whose departure would create a local placement opportunity for a surplus employee at the discretion of the IRS.

6.330.1.2.5.3 (12-31-2009)
Special Selection Priority

  1. Unless excepted by 5 CFR § 330.606 or IRM 6.330.1.2.6, when filling a vacancy, an eligible employee must be afforded the special selection priorities and procedures identified below, unless doing so would cause another employee to be separated by RIF.

  2. A vacancy is defined as a competitive service position which is filled for a total of 121 days or more, including all extensions, which the agency is filling, regardless of whether the agency issues a specific vacancy announcement.

  3. Management must select an eligible employee before any other candidate from within or outside the Department of Treasury.

  4. Other eligible Treasury employees may receive selection priority if no eligible IRS employees apply.

  5. IRS employees are also prohibited from procuring temporary services under 5 CFR part 300, subpart E, in lieu of appointing a surplus or displaced employee as required.

  6. For special selection priority for excepted service positions see IRM 6.330.1.2.5(3).

6.330.1.2.6 (12-31-2009)

CTAP Exceptions

  1. CTAP exceptions can be found in 5 CFR § 330.606.

  2. The Office of Personnel Management (OPM) authorized a CTAP waiver for 180-day noncompetitive time limited promotions for positions in the GS-300 and GS-500 occupational groups and GS-962 series in campuses during the peak tax filing season October through March.

  3. While specific exceptions are listed in 5 CFR § 330.606, there are no exceptions that accommodate budget concerns. CTAP eligibles must be considered, even when staffing limitations preclude increasing the number of employees. Similarly, when the number of employees is not changing but the grade level of the work changed, competitive promotions must include consideration of CTAP eligibles.
    For example, an office has six GS-12 Revenue Agents and six GS-13 Revenue Agents. Because of workload demands, the office now needs eight GS-13 Revenue Agents and four GS-12 Revenue Agents. In this situation, the office would not be able to promote incumbents to the GS-13 because the two GS-13 positions are considered vacancies for purposes of CTAP.

  4. The same exceptions to CTAP for placing an employee into a position also applies to other special priority programs (IRSPPP, PC, RPP, and Hardship Reassignment).

  5. The Personnel Action Request (PAR) must be annotated by the HCO, ETS, EO to indicate the action is an exception to CTAP and reference the exception number as provided in 5 CFR § 330.606.

6.330.1.2.7 (12-31-2009)

Employee Eligibility Requirements

  1. An eligible employee is a surplus or displaced employee, still on the Treasury rolls, as defined in 5 CFR § 330.604 (c) and (i) who meets the following conditions:

    1. Has a current performance rating of record of at least fully successful or equivalent;

    2. Applies for a vacancy that is at or below the current grade/band level and does not have greater promotion potential than the position from which the employee may be or is being separated;

    3. Occupies a position in the same local commuting area as the vacancy;

    4. Files an application for a vacancy within the time period established by the IRS and provides proof of eligibility as required under 5 CFR § 330.608 (a)(2); and

    5. Is determined by the IRS to be well-qualified for the specific vacancy.

     

  2. Eligibility for special selection priority begins immediately upon receipt of:

    1. RIF separation notice;

    2. CES;

    3. Notice of proposed removal for declining a directed reassignment or transfer of function outside of the local commuting; or

    4. Other official IRS certification identifying the employee as surplus, whichever is earliest.

     

  3. Expiration of eligibility for special selection priority expires upon the earliest of the following:

    1. The RIF separation date, retirement, or the date of separation from the IRS (including adverse action procedures for declining a directed reassignment or transfer of function to another local commuting area;

    2. Cancellation of the RIF separation notice, CES, notice of proposed removal for declining a directed reassignment or transfer of function outside of the local commuting area, or other official IRS certification identifying the employee as surplus;

    3. Receipt of a career, career-conditional, or excepted appointment without time limit in the IRS or any other Federal agency at any grade level. The Service has determined this to mean upon selection and acceptance of a CTAP or other job offer. This is consistent with Treasury guidance which restated that CTAP is a selection priority and is not dependent on the effective date of the action; or

    4. At the discretion of the IRS, when an eligible employee declines a career, career-conditional, or excepted appointment without time limit, for which the employee has applied and been rated well qualified.

     

  4. Placement in temporary positions (announced as temporary may be extended or temporary may become permanent) will not terminate the employee’s CTAP eligibility. CTAP eligibles considering accepting a temporary promotion should be counseled to ensure they understand the impact on their RIF separation date and that unless a temporary promotion is made permanent, their RIF separation date will not change and they will be separated at their permanent grade.

6.330.1.2.8 (12-31-2009)

CTAP Selection Order

  1. The following lists the CTAP selection order for each category of employees when filling all vacancies within the IRS. This list only applies when CTAP eligibles exist. Exceptions to this order are described in 5 CFR § 330.606.

    1. IRS displaced employees within the local commuting area;

    2. IRS surplus employees within the local commuting area;

    3. IRSPPP within the local commuting area;

    4. PC within the local commuting area;

    5. Competitive/non-competitive movement of IRS employees within the local commuting area (exception identified in 5 CFR § 330.606(d)(24));

    6. Treasury displaced employees within the local commuting area;

    7. Treasury surplus employees within the local commuting area;

    8. IRS displaced employees outside the local commuting area;

    9. IRS surplus employees outside the local commuting area;

    10. Hardship reassignment;

    11. Competitive/non-competitive movement of IRS employees outside the local commuting area.

     

  2. At the discretion of the IRS, CTAP selection order may be grouped by work schedule. If more than two categories are grouped by work schedule, all work schedules existing in the competitive area must be addressed in selection order. Rationale for work schedule selection order determinations must be documented in writing.

  3. See IRM 6.335.1, Promotion and Internal Placement, for order of consideration after CTAP selection order is cleared.

6.330.1.2.9 (12-31-2009)

Treasury CTAP

  1. In accordance with the Treasury CTAP, below are three rules that must be applied when following the order described in the paragraph IRM 6.330.1.2.8(1)("a" through "k" ). They are:

    1. Candidates from lower employee categories cannot be selected if there are eligible candidates in a higher employee category;

    2. The Department of Treasury employees who are neither displaced nor surplus may be considered and selected ahead of employees in RPL or ICTAP; and

    3. Applicants from other Federal agencies who are neither displaced nor surplus or applicants from outside the government may be considered and selected after determining that there are no eligible employees in categories " a" thru "i," RPL, and ICTAP.

     

6.330.1.2.10 (12-31-2009)

Vacancy Announcements

  1. All competitive internal vacancies that last 121 days or more must be posted on the Career Opportunities Listing (COL) or other automated system unless:

    1. The vacancy is an exception to CTAP per 5 CFR § 330.606 or;

    2. The vacancy is covered by the OPM authorized CTAP waiver for 180 day non-competitive time limited promotions for positions in the GS-300 and GS-500 occupational groups and GS-962 series in campuses during the peak tax filing season October through March.

    3. There are no current CTAP eligibles listed on the Treasury Activity Report in the specific commuting area of the vacancy. If there are CTAP eligibles listed within the specific commuting area of the vacancy, the vacancy must be posted.

     

  2. Per 5 CFR § 330.607, vacancy announcements must contain information on how CTAP eligible employees can apply, what proof of eligibility is required, and the agency’s definition of well-qualified. Due to limited space on individual COL announcements, this information may be found on the instruction page of the COL. The automated system for internal vacancies will contain this information on each announcement.

  3. Appropriately developed selective placement factors can be used on CTAP vacancy announcements. However, this should only be done when selective placement factors have been used in the past for a similar vacancy or where it may be fully supported and documented through a job analysis.

  4. See Exhibit 6.330.1-3 for Comparison Chart on Clearing Special Priority Programs.

6.330.1.2.10.1 (12-31-2009)
Vacancies Announced as "Temporary May Be Made Permanent "

  1. Treasury has determined that 5 CFR Part 330, Subpart F does not require clearing CTAP before making a temporary "may be made permanent " position permanent if the following conditions are met:

    1. The initial vacancy announcement clearly stated that the position was temporary and may be made permanent without further competition;

    2. CTAP was cleared on the initial temporary "may be made permanent " promotion;

    3. The action, when processed, removes the temporary provision of the initial promotion; and

    4. The other special priority programs (i.e., IRSPPP, PC, RPP and Hardship) are cleared, as appropriate, before the temporary promotion is made permanent. However, with the exception of RPP, these programs do not require a vacancy announcement to be posted.

     

6.330.1.2.11 (12-31-2009)

Application

  1. To receive special selection priority for a vacancy within the IRS (within or outside the local commuting area), an eligible employee must:

    1. Apply for the specific vacancy within the prescribed time period;

    2. Attach proof of eligibility as defined in the plan; and

    3. Be determined well-qualified.

     

  2. CTAP eligible employees must submit the required forms to include:

    1. Automated application;

    2. Copy of current performance appraisal;

    3. Copy of employee’s letter establishing his or her CTAP eligibility (e.g., Certificate of Expected Separation (CES) Letter, RIF Separation Notice, Management Directed Reassignment Letter outside the commuting area as a result of a position abolishment); and

    4. Other forms may be requested as needed and specified in the vacancy announcement.

     

  3. CTAP eligible employees may also apply for special selection priority for vacancies in other Treasury Bureaus. However, special selection priority is limited to those vacancies in the same local commuting area as the position the employee currently occupies. For example, an IRS CTAP eligible applying for TIGTA or Treasury Office of Chief Counsel vacancies within the local commuting area will be considered as Treasury applicants (in either step " f " or "g" of the CTAP selection order as appropriate).

  4. The Treasury Bureau Job Announcement Listing is posted on the COL under the Quick Link tab and provides information to IRS CTAP eligibles. Information concerning how to access this listing through an automated system will be publicized when it is available.

6.330.1.2.12 (12-31-2009)

Well-Qualified

  1. Well-qualified is defined as an eligible employee who possesses the knowledge, skills, and other characteristics (KSAOs), which clearly exceed the minimum qualification requirements for the position.

  2. An eligible employee must meet the basic qualification standards and eligibility requirements for the position, including any medical qualifications, suitability and minimum educational and experience requirements.

    1. For positions that require accounting or bilingual skills, follow current practices used for competitive job announcements. If applicants are allowed to take an assessment, CTAP applicants should also be afforded the same opportunity.

    2. Selective placement factors are part of the minimum (basic) qualifications.

    3. CTAP eligibles are not required to take the Telephone Assessment Program (TAP). The TAP Letter of Understanding requires that the TAP be administered only to competitive applicants who make best qualified for internal vacancy announcements.

     

  3. The employee must meet one of the following well qualified requirements:

    1. Meets all selective factors where applicable. Meets appropriate quality ranking factor levels determined by the agency. In the absence of selective and quality factors, selecting officials will document job-related reason(s) the eligible employee is or is not considered to be well-qualified; or

    2. Is rated by the agency to be above minimally qualified in accordance with the agency’s specific rating and ranking process. Generally, this means that the individual may or may not meet the agency’s test for highly qualified, but would in fact, exceed the minimum qualifications for the position. This is the requirement that will be used for IRS vacancies.

     

  4. The employee must also meet the following conditions for referral to a selecting official:

    1. Is physically qualified, with reasonable accommodation where appropriate, to perform the essential duties of the position;

    2. Meets any special qualifying conditions(s) that OPM has approved for the position; and

    3. Is able to satisfactorily perform the duties of the position upon entry. The eligible employee must be able to successfully perform his/her duties with normal orientation only. This can usually be met within 90 days of entry into the position.

     

  5. The service is required to notify eligible employees in writing of the results of their application and whether or not they were found well-qualified.

6.330.1.2.12.1 (12-31-2009)
Well-Qualified Determinations

  1. For well-qualified determinations, the following rating and ranking criteria for internal non-bargaining unit positions applies:

    1. The simplified ranking method will be used by the HCO, ETS, EO, ranking panel or official as described in IRM 6.335.1, Promotion and Internal Placement, Exhibit 6.335.1-8, Instructions for Simplified Rating and Ranking Process. If ranking was conducted by an HR Specialist, the subject matter expert (SME) must review the ratings and indicate concurrence. If the SME does not concur with the ratings, remarks must be provided.

    2. A standard ranking sheet should list each KSAO or competency and the determination if the candidate meets the KSAO or competency by indicating " yes" or "no" . A "yes" should be indicated if the candidate meets the rating of 3 on a 5-point scale or 2 on a 4-point scale.

    3. An applicant must obtain a rating of 3 or more on a 5-point scale or 2 or more on a 4-point scale for each KSAO and/or competency to meet the well-qualified definition and be referred for selection.

    4. A score of 80 is required to meet the well-qualified definition for applicants rated and ranked in an automated system.

     

  2. For Management Selection Program positions to meet the well-qualified definition, all applicants must obtain a "Ready Now" rating on all four core responsibilities plus a rating of at least 3 (fully acceptable) on each technical competency. The HCO, ETS, EO or rating panel/official may rate/rank.

  3. For applicants referred by OPM or the Delegated Examining Unit (DEU) using the "rule of three," a transmuted score of 80 without veterans' preference is required to meet the well-qualified definition. For applicants referred by OPM or DEU using category rating, a score in Category B (where Category A is superior and Category C is qualified) is required to meet the well-qualified definition.

  4. See Exhibit 6.330.1-1 for more information on the CTAP well qualified determination process.

6.330.1.2.13 (12-31-2009)

Second Review

  1. A second level review must be conducted when eligible candidates do not meet the ranking criteria for internal bargaining unit positions and are rated "no." A second review is also required when the selecting official determines the employee is not well-qualified.

    1. Prior to selecting an applicant from another employee category, the documentation must be approved by an independent second reviewer.

    2. A second level review cannot be conducted by anyone involved in the original rating process.

    3. The selecting official will refer the request to his or her servicing Chief Employment Section.

    4. The servicing Chief Employment Section will review the application to determine if the employee is well qualified based on the original review.

    5. If a second review is required, the servicing Chief Employment Branch (CEB) will ensure that an independent second review is conducted by a subject matter expert (SME).

    6. As part of the second review process, the servicing HCO, ETS, EO should confirm whether or not the competitive level code of the applicant is the same as the vacancy. If the competitive level code of the applicant is the same as the vacancy as indicated on the position description, consult an SME to review the employee’s application. If the applicant is still found not to be well-qualified, the decision will be shared with the HCO, Workforce Restructuring and Operations Branch (WROB) RIF Team.

    7. The employee must be advised in writing of the second review results per 5 CFR § 330.609.

    8. If an employee is found well-qualified, and another well-qualified surplus or displaced candidate is selected, the employee must be notified in writing.

    9. Documentation of notification regarding the employee’s qualification eligibility and/or the results of a second review must be maintained in the vacancy announcement folder.

     

6.330.1.2.14 (12-31-2009)

Selection

  1. When a vacancy is announced and an eligible CTAP applicant applies and meets the requirements for referral, follow the CTAP Selection Order in IRM 6.330.1.2.8.

  2. For non-bargaining unit positions, all applicants will be referred without regard to their bargaining unit status or RIF Service Computation Date (SCD). Applicants will be referred in alphabetical order and the selecting official can select any of the applicants.

  3. If there are no CTAP applicants for a vacancy announcement or a CTAP applicant is not eligible or well-qualified, proceed in filling the positions in accordance with IRM 6.335.1, Promotion and Internal Placement or National Agreement, Article 13 procedures, as appropriate.

6.330.1.2.15 (12-31-2009)

CTAP Documentation

  1. When there are no IRS CTAP eligibles within the local commuting area, HCO, ETS, EOs are not required to post a CTAP announcement.

  2. For vacancies in the commuting area without any CTAP eligibles, the following documentation requirements must be followed:

    1. Each vacancy announcement package and personnel action request (PAR) must be documented to indicate that there are no CTAP eligibles in the commuting area as of the closing date of the announcement.

    2. For non-competitive reassignments or change to lower grade actions, the PAR must be documented to indicate there are no CTAP eligibles in the commuting area as of the effective date of the action.

     

  3. If a determination is made that there are CTAP eligibles within the commuting area, the following documentation requirements must be followed.

    1. The announcement package must be documented to indicate a required Notice was sent to notify Treasury CTAP eligibles.

    2. A copy of any notice sent to another Treasury Bureau must be filed with the vacancy announcement package.

     

6.330.1.2.16 (12-31-2009)

CTAP Activity Notice

  1. The CTAP Activity Notice is a format developed by Treasury to notify the IRS and other Treasury bureaus of present and future activity within the Department. The Notice lists CTAP activity in reverse chronological order.

  2. Treasury CTAP eligibles must be notified of vacancies in designated commuting areas as reflected on the Treasury CTAP Activity Notice.

    1. If there are Treasury CTAP eligibles, a copy of the vacancy announcement must be sent to the bureau point of contact for the appropriate commuting area on the Department of the Treasury CTAP Activity Notice. The IRS SSPPC serves as a liaison between employees and Human Resource Specialists from other Treasury bureaus; transmits and receives applications; and receives and posts vacancy announcements from other Treasury bureaus on the COL.

    2. The IRS SSPPC issues to the HCO, ETS, EOs on a weekly basis a Vacancy Notice for CTAP Eligibles. The HCO, ETS, EOs must document on the notice whether CTAP applicants were received, considered, and selected. HCO, ETS, EOs should retain a copy of this notice in their vacancy announcement packages. See Exhibit 6.330.1-2., Sample Vacancy Notice for CTAP Eligibles.

    3. The IRS SSPPC must retain in the case file all e-mail delivery receipts, fax confirmation receipts or other appropriate records to document that vacancy announcement information has been transmitted to the appropriate bureau contacts for future submission to Treasury upon request.

    4. Bureau points of contact should ensure that back-up systems are in place (e.g., when on leave, training, etc.) to inform CTAP eligibles of job opportunities in other bureaus.

     

6.330.1.3 (12-31-2009)

IRS Priority Placement Program (IRSPPP)

  1. IRS Priority Placement Program (IRSPPP) guidance:

    1. 5 CFR Part 536

    2. 5 CFR § 536.401

    3. IRM 6.536.1, Grade and Pay Retention

     

6.330.1.3.1 (12-31-2009)

Purpose

  1. The IRS Priority Placement Program (IRSPPP) was established in response to the requirements for grade and pay retention contained in the Civil Service Reform Act of 1978. Its purpose is to provide a formal process for mandatory priority placement consideration for employees who suffer the loss of grade/band or pay and who are entitled to the protection of retained grade/band or retained pay. IRS policy requires that every effort be made to avoid the demotion of an employee when it is without cause and not at the employee’s request. The primary purpose of the program is to place an employee in a position at his or her former grade/band or pay.

  2. In accordance with 5 CFR § 536.401, an employee granted optional or mandatory grade/band retention or pay retention must be in a planned program which provides priority placement referral for consideration of placement. The IRSPPP is the Service’s automatic referral program for employees who have been placed on grade/band or pay retention as a result of RIF or other transition efforts.

6.330.1.3.2 (12-31-2009)

Coverage

  1. All IRS career and career-conditional employees, regardless of work schedule, who have suffered a loss of grade or pay and meet eligibility requirements for grade/band or pay retention, are covered by and will automatically be enrolled in the IRSPPP (unless "specifically excluded" ).

  2. Employees covered by the program will receive priority placement referral for other positions at the same (or an intervening) grade/band or pay as the one from which demoted; be offered training in alternative occupational fields; and/or be provided with opportunities for developmental assignments.

  3. The IRSPPP provides coverage to:

    1. An employee who is placed in a lower grade/band and entitled to mandatory grade/band retention due to "involuntary" circumstances (e.g., RIF, reclassification, etc.), will remain enrolled in the IRSPPP beyond the 2-year period of mandatory grade/band retention if, at the completion of the 2-year period of grade retention, the employee’s payable rate of basic pay cannot be satisfied on the existing pay scale. Upon termination of mandatory grade/band retention, the employee will be placed on mandatory pay retention (see 5 CFR § 526.301(1)) and enrollment and participation in the IRSPPP will continue until the employee’s payable rate of basic pay has been met. Once the employee’s payable rate of basic pay has been met, participation in the IRSPPP will be terminated. See IRM 6.330.1.3.5(5).

    2. An employee who is placed in a lower grade/band and afforded optional pay retention as a result of "voluntary" circumstances (i.e., reorganization, realignment, competitive sourcing initiative) approved by the Human Capital Board under pre-RIF mitigation strategies is enrolled in IRSPPP during the 2-year period of optional grade/band retention only.

     

  4. Employees demoted from positions covered under the IRS Payband System determined eligible for any placement assistance program must be considered for IR payband positions in the former payband, as appropriate.

  5. Employees assigned to the Office of Chief Counsel are excluded from coverage by the provisions of IRSPPP and will not be referred for IRS positions. In addition, IRS employees will not receive priority placement referrals for Counsel positions.

  6. See IRM 6.330.1.3.8 for IRSPPP coverage for IR Payband employees.

6.330.1.3.2.1 (12-31-2009)
Automatic Enrollment

  1. Any employee who is placed on grade/band or pay retention in accordance with 5 CFR § 536.401, is automatically enrolled into the IRSPPP (at the same grade/band and series from which the employee was demoted) simultaneously as of the effective date of his or her personnel action.

6.330.1.3.2.2 (12-31-2009)
Termination of IRSPPP Participation

  1. An employee entitled to mandatory grade/band or mandatory pay retention will have his or her enrollment in the IRSPPP terminated when any of the following occurs:

    1. Demotion for cause;

    2. Demotion at employee's request;

    3. The employee moves to a position with a grade/band, equal to or higher than the retained grade/band or pay previously held;

    4. The employee declines a reasonable offer to a position with a grade/band equal to or higher than the retained grade/band previously held;

    5. The employee provides a written notice to the servicing HCO, ETS, EO requesting termination of the benefits of grade/band retention; or

    6. The employee provides a written notice to the servicing HCO, ETS, EO requesting termination of the benefits of pay retention.

     

  2. An employee entitled to optional grade/band retention will have his or her enrollment in the IRSPPP terminated when any of the following occurs:

    1. Demotion for cause;

    2. Demotion at employee's request;

    3. The employee moves to a position with a grade/band, equal to or higher than the retained grade/band or pay previously held;

    4. The employee declines a reasonable offer to a position with a grade/band equal to or higher than the retained grade/band previously held;

    5. The employee provides a written notice to the servicing HCO, ETS, EO requesting termination of the benefits of grade/band retention; or

    6. The employee provides a written notice to the servicing HCO, ETS, EO requesting termination of his or her enrollment in IRSPPP; this will result in the forfeiture of any entitlement to optional grade/band retention.

     

  3. In cases other than described in (2) above, a written notice from the employee to the servicing HCO, ETS, EO IRSPPP Coordinator requesting termination of enrollment in the IRSPPP may affect eligibility for grade/band or pay retention. See IRM 6.536.1, Grade and Pay Retention.

  4. OPM and the Comptroller General have determined that an employee who chooses to terminate his or her entitlement to grade/band or pay retention forfeits any entitlement to grade/band or pay retention previously held.

6.330.1.3.3 (12-31-2009)

Oversight Responsibilities

  1. Program oversight and overall administration of the IRSPPP Program is the responsibility of the HCO, ETS, Policy and Programs Office.

6.330.1.3.3.1 (12-31-2009)
Employment Office IRSPPP Coordinator – Roles and Responsibilities

  1. Each HCO, ETS, EO has an IRSPPP Coordinator with responsibilities to both management and affected employees. The HCO, ETS, EO IRSPPP Coordinator plays a major role in ensuring that employees are appropriately placed or removed from IRSPPP.

  2. The HCO, ETS, EO IRSPPP Coordinator must notify employees about the automatic program enrollment and the requirement to submit the following forms within ten (10) workdays from the date the paperwork is received by the employee:

    1. Form 6264, IRSPPP Employee Registration. Employees must complete Part 1 of this form. This form will be used by the HCO, ETS, EO IRSPPP Coordinator to document the positions for which the registrant qualifies; the counseling conducted; and all actions taken with regard to referral/removal from the program;

    2. An appropriate application can be used by managerial and non-managerial employees; or Form 13290, Management Selection Program Vacancy Application, which is used by managerial employees; or any other approved IRS application documents; and

    3. A copy of his or her current performance appraisal.

     

  3. Additional tasks performed by the HCO, ETS, EO IRSPPP Coordinators include:

    1. Providing the employee with the appropriate Grade/Band Retention Letter (Mandatory or Optional). See IRM 6.536.1, Grade and Pay Retention;

    2. Establishing and maintaining an IRSPPP Folder for employees who are placed on grade/band or pay retention as a result of a personnel action completed by an HR Specialist. (See Exhibit 6.330.1-4 "Checklist for Establishing and Maintaining IRSPPP Folder" );

    3. Conducting a complete qualification evaluation of each employee;

    4. Counseling employees concerning employment opportunities, available training and developmental assignments, and/or advising on other counseling services available;

    5. Maintaining a current list of employees registered in the program and positions for which these employees should be referred for priority placement;

    6. Ensuring employees are timely enrolled in IRSPPP; At a minimum, employees must be registered for the position, series, and grade/band from which they were demoted within one pay period. This can be accomplished by notifying the employee at the same time the PAR action is processed and immediately enrolling them into the IRSPPP for the position from which demoted;

    7. Confirming that registrants identified on the Special Priority Programs Report are correct and that all data and information is current. Information on employees placed into the IRSPPP can be viewed by those who have authorized access;

    8. Ensuring that the employee is notified regarding the outcome of any IRSPPP referrals;

    9. Maintaining statistics for program reporting and accountability; and

    10. Ensuring that updates pertaining to the IRSPPP are timely submitted for inclusion in the updated Special Priority Programs Report which is posted on Special Priority Programs Report Center on the HCO website by the IRS SSPPC.

     

  4. The HCO, ETS, EO counseling process is an information-sharing process. The employee should be advised of positions for which he/she is currently eligible, as well as positions for which he or she may be eligible after training.

  5. The HCO, ETS, EO IRSPPP Coordinator will enroll employees for all positions for which they are qualified within the commuting area. The primary objective of the IRSPPP is to place an employee in a position at his or her former grade/band or pay.

  6. The HCO, ETS, EO IRSPPP Coordinator will ensure that all non-selections are well documented by Business Operating Divisions (BODs).

    1. Management (i.e., the selecting official) is required to prepare written justification to support the non-selection of IRSPPP candidates and submit the justification to their servicing Employment Office.

    2. This documentation must clearly state the reason(s) for non-selection that led to a determination that the candidate could not satisfactorily perform the required duties of the position after a reasonable period of orientation.

    3. BODs may annotate non-selections on the referral certificate or on a separate document.

     

6.330.1.3.4 (12-31-2009)

Area of Consideration

  1. The area of consideration for referral of employees enrolled in the program is across all BODs within the commuting area as defined in the IRS Commuting Area Document, at: http://hco.web.irs.gov/worktran/workrestruct/transmgmtprog/rif.html .

  2. This includes all BODs located within the commuting area regardless of the location of the servicing HCO, ETS, EO. Both campus and non-campus positions are included within the commuting area.

  3. Offers may be made to positions outside the commuting area; however, declination of such offers are not considered a reasonable offer and cannot be used as a basis for terminating grade/band or pay retention or enrollment in the IRSPPP.

6.330.1.3.5 (12-31-2009)

Eligible Employees

  1. Any employee, unless specifically excluded, who has been demoted and who meets the conditions for eligibility for grade/band or mandatory pay retention, is eligible for participation in the IRSPPP.

  2. An employee is enrolled in the IRSPPP on the same PAR effective date that places the employee at the lower grade/band. The servicing HCO, ETS, EO provides official notice that the employee meets the eligibility requirements for grade/band or pay retention and enrollment in IRSPPP. (Exhibits 6.330.1-5, 6.330.1-6, 6.330.1-7, 6.330.1-8, and 6.330.1-9 provide examples of Letters to Employees Regarding IRSPPP Enrollment.)

  3. Participation in the IRSPPP will continue for as long as an employee meets eligibility requirements for grade/band or mandatory pay retention.

  4. Since the IRSPPP is designed to ensure that employees who are eligible for grade/band or pay retention receive ample placement opportunity during the grade/band retention period, every effort should be made to find placement within the two-year grade/band retention period or mandatory pay retention period.

  5. Employees who are granted mandatory grade/band or mandatory pay retention as a result of "involuntary" circumstances (e.g., RIF, reclassification to a lower grade, declination of a transfer outside the commuting area) are automatically enrolled in the IRSPPP for the 2 year period of grade/band retention. If at the termination of grade/band retention, the employee’s salary can be met on the current pay scale, enrollment in IRSPPP is terminated. However, if the salary cannot be met at the time grade/band retention expires, the employee will remain in the IRSPPP on pay retention until the salary can be met. If the employee does not meet the regulatory requirements for mandatory grade retention (e.g., employee does not have 52 consecutive weeks at the higher grade/band prior to accepting a lower grade), but meets the requirements for mandatory pay retention, the employee will remain in the IRSPPP for the period of mandatory pay retention until the employee's salary can be met at his or her current grade.

  6. Employees afforded optional grade retention as of a result of "voluntary" circumstances (e.g., reorganization, realignment or competitive sourcing initiative which was approved by the Human Capital Board (HCB) under pre-RIF mitigating strategies) are enrolled for the period of grade/band retention for only the 2 year period of optional grade/band retention.

  7. Employees afforded optional pay retention are not eligible for enrollment in the IRSPPP.

  8. The IRSPPP Coordinator will provide written notification to the employee at the time the period of grade/band retention is terminated. Exhibits 6.330.1-10 and 6.330.1-11 provide examples of Employee Notices of Termination of Grade/band Retention.

6.330.1.3.6 (12-31-2009)

Ineligible Employees

  1. Employees not eligible for IRSPPP participation are those:

    1. Afforded optional pay retention;

    2. Placed on optional pay retention as a result of mitigation strategies;

    3. Placed on pay retention due to placement at a lower grade/band in a formal employee development program (e.g., Upward Mobility, Apprenticeship, Career Intern Program, etc.);

    4. Afforded pay retention as a result of selection for a lower grade position with promotion potential back to the former or a higher grade under an IRS formal training plan;

    5. Placed on pay retention as a result of reduction or termination of a special salary rate or placement in a lower wage area or under a different (lower) wage schedule; or

    6. Determined ineligible for participation in the IRSPPP when granted pay retention as a result of management action that furthers the mission of the Service. Documentation for an ineligible determination under this provision must demonstrate that the "specific Service objective" toward which the pay retention action contributes could not otherwise be achieved.

     

  2. Program eligibility is terminated when the employee transfers to another agency, resigns, or receives a reasonable offer of a position which meets all requirements of a "reasonable offer" or any other reason for which grade/band retention or pay retention is terminated.

    1. Acceptance of a position at an intervening grade will not terminate an employee’s eligibility to continue in IRSPPP, unless the position is one with an established career ladder and a full performance level equal to or higher than the grade/band of the position from which the employee was demoted.

     

  3. An employee who elects to waive entitlement to grade/band or mandatory pay retention also waives entitlement for registration in and placement under the IRSPPP.

6.330.1.3.7 (12-31-2009)

Determining Appropriate Vacancies for Priority Placement Referral

  1. To meet the criteria for a "reasonable offer," an offer must be for a permanent position for which the employee meets established qualification requirements, and the position must be offered after formal determination and notification of entitlement to grade/band or pay retention. (5 CFR § 536.104)

  2. Employees enrolled in the IRSPPP will receive placement opportunities under this program as follows:

    1. Employees in the IRSPPP will receive priority placement referral for career ladder vacancies (within the area of consideration) for which they are qualified and which have a full performance level to the same or an intervening grade/band or pay as that from which the employee was demoted. Placement within the career ladder may be at the entry level or any grade/band level within the career ladder for which the employee is eligible, but should always be at the highest grade/band level for which an employee is qualified.

     

  3. Management-initiated lateral reassignments (directed reassignments due to abolishment of an employee’s position) whereby the reassignment (movement from one position to another within or outside the commuting area with no further promotion potential) of non-registrants may be processed without regard to the provisions of the IRSPPP.

6.330.1.3.8 (12-31-2009)

IR Payband Employees and IRSPPP

  1. Employees in positions covered under the IRS Payband System in the IRSPPP will retain the applicable grade/band of the system that covers the position to which the employee is reduced. The employee will be treated, for the 2 year retention period, as though the retained grade/band is the employee’s band/grade and placement referrals will be made in accordance with 5 CFR § 536.105.

  2. For employees in positions covered under the IRS Payband System, eligibility for grade/band retention will be determined using the criteria for grade and pay retention as provided for in 5 USC Chapter 53, Subchapter VI and 5 CFR Part 536, as modified by the OPM Criteria for IRS Broadbanding Systems.

6.330.1.3.8.1 (12-31-2009)
Referral of IR Payband Employees due to RIF

  1. An employee in a position covered under the IRS Payband System placed into another position in his/her same payband during RIF competition is not entitled to IRSPPP assistance.

  2. IRSPPP assistance is afforded to an employee in a position covered by the IRS Payband System who:

    1. Bumps/retreats to a lower IR payband, is ineligible for band retention, and is afforded pay retention – Since the employee remains in the IRS Payband System, placement opportunities are restricted to IR payband positions in the payband from which demoted.

    2. Accepts a RIF offer to an IR payband vacancy in a lower payband (band retention) – Since the employee remains in the IRS Payband System, placement opportunities are restricted to IR payband positions in the payband from which demoted.

    3. Accepts a RIF offer to a lower GS grade vacancy (grade retention) – IR payband employees downgraded as a result of RIF will be referred for GS and payband positions, including intervening grades/bands, for which they qualify. For referral back to the former payband immediately preceding the RIF effective date, the employee must have accepted a change to lower grade that entitles the employee to grade/band or mandatory pay retention and eligibility for IRSPPP.

       

      • Example 1: An IR-01 employee accepts a RIF offer to a GS-14 position and converts out to a GS-14. The action is determined a reassignment which does not afford the employee grade retention and eligibility for referral under IRSPPP.

      • Example 2: An IR employee accepts a RIF offer to a GS-14 position and converts out to a GS-15. The action is determined a change to lower grade which entitles the employee to grade retention and eligibility for referral under the IRSPPP. The employee can be referred to an IR-01, IR-03, and GS-15 position.

      • Example 3: An IR-01 employee converts out to a GS-14 and accepts a RIF offer to a GS-13, GS-12, or GS-11 position. The action is determined a change to lower grade which entitles the employee to grade retention and eligibility for referral under IRSPPP. The employee can be referred to an IR-01, intervening payband and GS positions, but cannot be referred to a GS-15.

       

       

    4. Bump/retreats to an IR payband with a lower maximum rate of basic pay than the former payband (band retention) – the employee remains in the IRS Payband system, placement opportunities are restricted to IR payband positions in the former payband from which demoted (OPM Broadbanding Criteria, Section V.F.2(d)).

    5. Bump/retreats to a lower GS position than the employee’s equivalent GS grade (grade retention)- Can be referred for GS and payband positions, including intervening grades/bands, for which they qualify. For referral back to the former payband immediately preceding the RIF effective date, the employee must have accepted a change to lower grade that entitles the employee to grade or pay retention and eligibility for IRSPPP. See examples in c above.

     

6.330.1.3.8.2 (12-31-2009)
Referral of IR Payband Employees due to Reclassification

  1. Employees in positions covered under the IRS Payband System reduced to a lower IR payband or GS position, as a result of reclassification, will be referred through the IRSPPP only for vacancies within the commuting area for which they are qualified, and are restricted to IR payband positions in the payband from which demoted. The vacancies need not be in the same classification series as the employee’s former position.

6.330.1.3.8.3 (12-31-2009)
Referral of IR Payband Employees due to Pre-RIF Mitigating Strategies

  1. Employees in positions covered under the IRS Payband System who are reduced to a lower IR payband or GS position as a result of a Pre-RIF mitigating strategy approved by the HCB (e.g., reorganization, realignment or competitive sourcing initiative) will be referred in the same manner as IR Payband employees under RIF. See IRM 6.330.1.3.8.1.

6.330.1.3.9 (12-31-2009)

Referral of Candidates for Priority Placement

  1. Once the obligation has been met to select employees eligible under the CTAP, employee(s) eligible for placement under the IRSPPP will then be referred.

  2. If an appropriate vacancy is identified, eligible registrants who meet all the qualification requirements for the position to be filled will be referred to the selecting official on a noncompetitive register or certificate prior to taking any other action to fill the vacancy. The HCO, ETS, EO with the vacancy must check the Special Priority Programs Report shared website for IRSPPP candidates for the specific vacancy being filled.

  3. If IRSPPP candidates are identified, the HCO, ETS, EO will refer to their IRSPPP Coordinator for action.

  4. The HCO, ETS, EO with the vacancy refers any/all IRSPPP candidates to the selecting official on Form 4537, or equivalent along with:

    1. IRSPPP Certificate Selection Instructions ( See Exhibit 6.330.1-12); and

    2. Appropriate application form(s): Form 13290 (MSP Vacancy Application); or other approved application forms; current performance appraisal(s)

     

  5. NBU IRSPPP participants who are referred for managerial positions will not be required to address technical competencies. However, management (i.e., the selecting official) with the Business Division has the option of requesting that candidates address technical competencies.

    1. If management requests that technical competencies are to be addressed, all eligible candidates should be given the same of amount of time to submit them.

    2. IRSPPP eligibles who are unable to complete technical competencies within the identified timeframe, (for example: due to travel status or leave, etc.) should be granted additional time, as appropriate, to submit their technical competencies. However, if the timeframe is missed, the employee will still be referred for the position.

     

  6. For NBU vacancies, if there is more than one referral for the same vacancy, candidates will be listed alphabetically.

  7. A record of the referral and the result must be maintained by the servicing HCO, ETS, EO and documented on the IRSPPP Employee Registration Form (6264).

6.330.1.3.10 (12-31-2009)

Selection/Non-Selection of IRSPPP Candidate

  1. The selecting official must make a selection determination based upon information relating to an employee’s ability to perform duties of the position using job-related selection criteria.

  2. If more than one employee is referred on a certificate for priority placement, the selecting official may select any of those referred.

  3. Non-selection of a priority placement eligible is rare and should take place only when based upon careful evaluation of the candidate in relation to the criteria, and a determination is made that the employee would be unable to satisfactorily perform the duties of a particular position after a reasonable period of orientation.

  4. Selecting Official completes IRSPPP Selection Notice or IRSPPP Non-Selection Notice, as appropriate (See Exhibits 6.330.1-13 and 6.330.1-14).

  5. In the event an IRSPPP candidate is not selected, the IRSPPP Coordinator for the office with the vacancy must obtain concurrence from the CEB on the non-selection memorandum prepared by the selecting official before issuing to the IRSPPP candidate.

  6. Employees who have been selected and accept a position that meets all the criteria for a "reasonable offer" will no longer participate in the IRSPPP. A "Termination of Grade/Pay Retention Memo Due to IRSPPP Selection" will be issued by the IRSPPP Coordinator and provided to the employee. ( See Exhibit 6.330.1-15.).

  7. Non-acceptance of a "reasonable offer" will serve to remove an employee from the IRSPPP. The IRSPPP Coordinator will issue a "Termination of Grade/Pay Retention Memo Due to IRSPPP Declination of a Reasonable Offer" to the employee (Exhibit 6.330.1-16).

  8. An employee whose grade and pay retention benefits are terminated based on the grounds that the employee declined a reasonable offer can appeal the termination to the OPM. (See 5 CFR § 536.402 and IRM 6.330.1.3.10(7).)

6.330.1.3.11 (12-31-2009)

Offers to Positions at Intervening Grades/Rates of Pay

  1. Offers to intervening grades/rates of pay are appropriate, but are not considered a reasonable offer and the employee’s refusal of such offers will not terminate grade/band or pay retention or enrollment in IRSPPP. When an offer is accepted by an employee to a position at an intervening grade/band or pay with no further promotion potential higher than position from which demoted, the employee remains in the IRSPPP and continues to receive active consideration for positions.

  2. When an offer is accepted for a position at an intervening grade/pay with potential back to the former grade/pay, the employee remains in the IRSPPP in an inactive status. The employee enrollment form remains on file with the coordinator, but the employee will not receive further consideration for positions. The IRSPPP Coordinator will appropriately document the file and update the IRSPPP database to reflect the employee has been moved to an " inactive" status. When the position potential is reached, the employee will be removed from the program.

6.330.1.3.12 (12-31-2009)

Monitoring Program

  1. The HCO, ETS, Policy and Programs Office is responsible for:

    1. Reviewing employee registration, referral and placement data to ensure the requirements of the IRSPPP are met; and

    2. Monitoring EOs to ensure that administration of the placement program fulfills both the primary objectives and the requirements of the IRSPPP.

     

  2. The HCO, ETS, EO is responsible for:

    1. Notifying impacted employee(s) concerning their IRSPPP eligibility simultaneously with the processing of the position change/change to lower grade action(s);

    2. Determining qualifications;

    3. Immediately registering employee(s) in the IRSPPP;

    4. Ensuring that processes are in place to properly clear IRSPPP listing;

    5. Ensuring that proper documentation is maintained on all IRSPPP employees. (Refer to Exhibit 6.330.1-4 "Checklist for Establishing and Maintaining IRSPPP Folder" which includes the various types of documentation required by the IRSPPP); and

    6. Ensuring that competitive selections are checked against the various databases to facilitate removal of IRSPPP eligibles as appropriate.

     

6.330.1.3.13 (12-31-2009)

IRSPPP Missed Registration and Referral Process

  1. This section provides guidance, outlines servicing HCO, ETS, EO responsibilities, and defines a step-by-step process for resolving cases in which missed IRSPPP registration and referral have occurred.

  2. Process for Resolving Missed IRSPPP Registration.

    Step 1: Servicing HCO, ETS, EO immediately enrolls the employee in the IRSPPP.
    Step 2: Servicing HCO, ETS, EO conducts an audit to determine whether the employee has missed any placement opportunities.
    Step 3: If the employee did not miss any referrals, no further action is needed. If the employee missed a referral, follow the process below for Resolving Missed IRSPPP Referrals, Steps 2 – 6 below.

     

  3. Process for Resolving Missed IRSPPP Referrals.

    Step 1: Servicing HCO, ETS, EO conducts an audit to determine whether the employee has missed any placement opportunities.
    Step 2: Servicing HCO, ETS, EO submits a chronology of events concerning the missed IRSPPP referral or registration. Information should contain, but is not limited to: effective date of the employee’s position change/change to lower band; date employee was placed on grade/band retention; date missed registration or referral was identified and by whom; date employee was ultimately registered in the IRSPPP; explanation of the reason(s) for the missed registration or referral; listing of missed placement opportunities, if applicable; current status of employee; and description of actions taken to prevent future occurrences of missed IRSPPP referrals.
    Step 3: Servicing HCO, ETS, EO provides case summary (chronology of events) to the HCO, ETS, Policy and Programs Officer of missed IRSPPP Registration/Referral.
    Step 5: IRS Servicewide IRSPPP Program Coordinator reviews the case summary to identify various remedy options.
    Step 4: The IRSPPP Program Coordinator notifies the servicing HCO, ETS, EO of decision.
    Step 5: Servicing HCO, ETS, EO will notify affected employee of final outcome and initiate appropriate remedy.

     

6.330.1.4 (12-31-2009)

Reassignment Preference Program (RPP)

  1. Reassignment Preference Program (RPP) guidance:

    1. 5 CFR Part 335

    2. 5 CFR Part 536

    3. 5 CFR Part 351

    4. IRM 6.335.1, Promotion and Internal Placement

     

6.330.1.4.1 (12-31-2009)

Purpose

  1. The RPP is a Servicewide mitigation strategy for reassignment preference that grants selection priority (i.e., preferential consideration for IRS vacancies) to employees directly impacted by:

    1. An approved planned management action (e.g., RIF, reorganization, or realignment);

    2. Directed reassignment outside the commuting area; or

    3. A competitive sourcing initiative to all impacted bargaining and non-bargaining unit employees, including managers and management officials.

     

6.330.1.4.1.1 (12-31-2009)
Mitigation Strategy

  1. This mitigation strategy can be used in combination with other mitigation strategies in order to minimize the impact of RIF or other reorganization.

6.330.1.4.1.2 (12-31-2009)
IRS Human Capital Board Approval

  1. The IRS HCB must approve the use of RPP for specific RIF, realignment, reorganization, or competitive sourcing initiatives and, though rarely used, for directed reassignments outside the commuting area. The process will remain in effect until:

    1. Directly impacted employees are placed into a continuing position; or

    2. Upon the issuance of an official CTAP notice, CES letter, RIF separation notice or any notice that provides selection priority; or

    3. Due to mitigation strategies, there are no longer employees in the competitive area who are directly impacted and a management initiated action will no longer be necessary.

     

6.330.1.4.2 (12-31-2009)

Coverage

  1. Directly impacted employees are those employees:

    1. Whose positions are identified by the BOD as affected by an approved realignment, reorganization (i.e., the position is being abolished or subject to downgrade, or the position is in the same grade and series as the position being abolished or downgraded in the competitive area);

    2. Whose positions are included in a competitive sourcing initiative or;

    3. Who, in rare circumstances, will be subject to a directed reassignment outside the commuting area.

     

  2. Directly impacted employees of a competitive sourcing initiative are those whose positions are included in the competitive sourcing study.

  3. RPP does not include employees in the competitive area that may be impacted by the RIF process in the future.

6.330.1.4.2.1 (12-31-2009)
RPP Notice

  1. An RPP Notice will be issued to directly impacted employees to document eligibility and for use when applying for vacancy announcements.

  2. RPP Notices can be issued to directly impacted employees after HCB approval and notification to NTEU under National Agreement Article 15 or 19, if applicable. See Exhibit 6.330.1-17, Reassignment Preference Eligibility Notification.

  3. For Rescission of Reassignment Preference Memorandum, See Exhibit 6.330.1-18, Rescission of Reassignment Preference Memorandum.

6.330.1.4.2.2 (12-31-2009)
Bargaining Status of Position

  1. The RPP is designed to facilitate voluntary placement into permanent bargaining unit and non-bargaining unit positions at or below the employee’s current grade. This policy covers all positions Servicewide. As with CTAP, selections under the RPP will be made without regard to bargaining unit status. Bargaining unit employees can be selected for non-bargaining unit positions and non-bargaining unit employees can be selected for bargaining unit positions.

6.330.1.4.2.3 (12-31-2009)
Temporary Position

  1. The RPP does not apply to positions announced as temporary " not to exceed" or temporary"may be made permanent." Prior approval is required from the BOD Head or Deputy Head, or other senior executive to whom this responsibility has been delegated from the BOD Head, to announce any permanent position as temporary "not to exceed" or temporary "may be made permanent" to ensure the availability of as many placement opportunities as possible.

6.330.1.4.3 (12-31-2009)

Vacancy Process

  1. A vacancy is defined as any bargaining unit or non-bargaining unit position that is being filled regardless of whether a vacancy announcement is issued unless one of the exceptions identified in 5 CFR § 330.606(d) applies. That is, the same exceptions applicable to filling vacancies under 5 CFR Part 330, Subpart F will be applicable to the RPP. Vacancies not exempt from RPP will be announced as long as there are directly impacted employees at or below the grade/band of the position to be filled.

  2. The RPP requires an employee to apply for announced vacancies at the same or lower grade/band and work schedule (e.g. permanent to permanent; seasonal to seasonal) as their current position, both within and outside the commuting area. The same or lower grade/band position is defined as a position having no greater promotion potential than that currently held by the employee on a permanent basis.

  3. RPP applicants must meet all qualification requirements for the announced vacancy and must have a fully successful or higher overall rating on their last annual performance appraisal. RPP consideration is based on the employee’s status as of the closing date of the vacancy announcement. See IRM 6.330.1.4.4.

  4. Vacancy announcements must indicate whether moving expenses will be authorized. Moving expenses will only be paid when indicated in the vacancy announcement.

  5. Remaining vacancies can be filled through other competitive/non-competitive sources if there are no available RPP candidates for the announced position

6.330.1.4.3.1 (12-31-2009)
Selection/Non-selection

  1. All RPP candidates who apply for an announced vacancy will be considered.

  2. If the selection certificate contains RPP candidate(s) who meet all the requirements, a selection of an RPP candidate is required, absent just cause.

  3. Management may select the RPP candidate with the earliest IRS EOD or competitively rank the RPP candidates before making a selection.

  4. Written approval by a BOD Commissioner or designee is required to:

    1. Non-select an RPP candidate; or

    2. Cancel an announced vacancy if there are RPP candidates available.

     

6.330.1.4.3.2 (12-31-2009)
RPP Selectee

  1. RPP candidates who are selected for a permanent position at the same or lower grade:

    1. Will have five (5) work days from the date of selection to accept or decline the offer within the commuting area;

    2. Will have seven (7) work days from the date of selection to accept or decline the offer outside the commuting area;

    3. Will have the reassignment/change to lower grade action effected, if within the commuting area, no later than the beginning of the next pay period following the selection or outside the commuting area no later than 60 days after selection; and

    4. May decline up to two offers from outside the commuting area that would require a move and decline one offer from within the commuting area. Any declination after that will result in loss of the RPP eligibility.

     

  2. RPP employees who voluntarily apply and are selected for a change to lower grade no lower than three grades or intervals than their current position will be offered optional grade retention or optional pay retention, provided regulatory criteria are met. The same or lower grade/band position is defined as a position having no greater promotion potential than the employee’s permanent position of record.

  3. RPP employees who voluntarily relocate to a different commuting area to accept a position with the IRS may be eligible to receive a voluntary relocation incentive.

6.330.1.4.4 (12-31-2009)

RPP Rescission

  1. Employees issued an RPP rescission notice after the closing date of a vacancy announcement for which they applied will retain reassignment preference for the life of the announcement. RPP consideration will terminate for a specific vacancy announcement when a rescission notice is issued before the closing date.

  2. Once any notice conferring CTAP selection priority is issued to any employee covered in the same initiative, all RPP Notices for the specific initiative will be rescinded. See Exhibit 6.330.1-18 Rescission of Reassignment Preference Memorandum.

6.330.1.4.5 (12-31-2009)

RPP Program Responsibilities

  1. This section describes the roles and responsibilities of the BOD, directly impacted employees and employment operations.

6.330.1.4.5.1 (12-31-2009)
Business Operating Division (BOD)

  1. The BOD will issue a Reassignment Preference Eligibility Notice ( See Exhibit 6.330.1-17.) to all identified directly impacted employees. The notice will outline their RPP eligibility, if selected for a lower graded position. In addition, the BOD is responsible for the following:

    1. Working with servicing HCO, ETS, EO to identify and track their directly impacted employees in order to confirm RPP entitlements.

    2. Rescinding RPP Notices when initiatives or positions are no longer directly impacted.

    3. Approving non-selection of an RPP candidate or cancellation of an announced vacancy when RPP candidates are available. See IRM 6.330.4.3.1.

    4. Providing approval documentation to support the non-selection or cancellation to the appropriate servicing HCO, ETS, EO.

     

6.330.1.4.5.2 (12-31-2009)
RPP Employee

  1. The directly impacted employee must apply for an announced vacancy. In order to receive consideration under this process, a copy of the RPP Notice must be attached to the employee’s application.

6.330.1.4.5.3 (12-31-2009)
Operating Procedures

  1. Applications will be accepted from all employees. Special priority programs must be cleared in accordance with NA, Article 13, Subsection 2D and IRM 6.335.1, Promotion and Internal Placement.

  2. Applications will be accepted from all employees. Special priority programs must be cleared in accordance with NA, Article 13, Subsection 2D and IRM 6.335.1, Promotion and Internal Placement.

    1. If the selecting official decides not to select the RPP candidate with the earliest IRS EOD, management will then rank RPP candidates using ranking procedures in accordance with the National Agreement, Article 13 or IRM 6.335.

    2. Once ranked, all RPP candidates will be referred in score order to the selecting official in accordance with the National Agreement, Article 13 or IRM 6.335. Tied scores will be broken by IRS EOD.

     

  3. The servicing HCO, ETS, EO is responsible for tracking non-selections and cancellations of announced vacancies and for providing reports of these activities, if requested.

6.330.1.5 (12-31-2009)

Reemployment Priority List (RPL)

  1. Reemployment Priority List (RPL) guidance::

    1. 5 CFR Part 330, Subpart B

    2. Chapter 330 TN-97-03, Treasury Career Transition Assistance Plan, dated October 1, 1997

    3. The OPM Restructuring Handbook under Career Transition Resources available at: http://www.opm.gov/rif/handbook/rih.asp

    4. OPM’s Delegated Examining Operations Handbook available at: http://www.opm.gov/deu/index.asp

    5. Treasury RPL website available at: http://hres.treas.gov/pages/about-rpl.cfm

     

6.330.1.5.1 (12-31-2009)

Purpose and Coverage

  1. The RPL is a positive placement program and agencies must give RPL registrants priority consideration over certain outside job applicants. HR Specialists recruiting externally must clear the RPL prior to making job offers to individuals outside the Department of Treasury.

  2. The RPL is used in filling Treasury Bureau’s external job vacancies.

  3. The Reemployment Priority List (RPL) establishes the policies necessary to maximize employment opportunities for current and former competitive service Treasury employees scheduled to be or separated by a RIF or fully recovered from a compensable injury after more than one year.

6.330.1.5.2 (12-31-2009)

Program Responsibilities

  1. Program oversight is the responsibility of the Treasury Human Capital Strategic Management Office.

  2. The IRS HCO, ETS, Policy and Programs Office is responsible for issuing policy and monitoring the effectiveness of the program.

6.330.1.5.3 (12-31-2009)

Eligibility Requirements

  1. To be eligible for the RPL as a result of RIF, individuals must meet all of the following conditions:

    1. Serving (or served) under an appointment in the competitive service in tenure group I or II;

    2. Have an annual performance rating above "unacceptable" as the last annual performance rating of record for RIF purposes;

    3. Have a specific RIF separation or Certificate of Expected Separation (CES) letter;

    4. Have not declined a transfer of function

    5. Be qualified for the position; and

    6. Have not declined an offer of a position with the same type of work schedule and with a representative rate at least as high as that of the position from which the employee was or will be separated.

     

  2. Individuals eligible for the RPL due to compensable injury must be former competitive service tenure group I or II employees who separate (or accept a lower graded position in lieu of a separation) because of a compensable injury or disability, and who have fully recovered more than one year after compensation began.

6.330.1.5.4 (12-31-2009)

Duration of Eligibility

  1. Tenure Group I employees retain eligibility for 2 years from the date the employee is entered on the RPL.

  2. Tenure Group II employees retain eligibility for 1 year from the date the employee is entered on the RPL.

6.330.1.5.5 (12-31-2009)

Termination of Eligibility

  1. An individual may be removed from the RPL before the period of eligibility expires when the individual:

    1. Requests removal;

    2. Receives a Career, Career-Conditional, or Excepted appointment without time limit in any agency; or

    3. Declines an offer or fails to respond to an inquiry of availability about a specific position that is the same as or equivalent to the position from which separated.

     

6.330.1.5.6 (12-31-2009)

Application Procedures

  1. Individuals eligible for the RPL must complete and submit Form 13591, Treasury Reemployment List Employee Application, to the IRS Servicewide Special Priority Programs Coordinator and must notify the Program Coordinator of any significant changes in the information provided on the form. Other required paperwork includes a copy of the notice documenting eligibility. Employees are also encouraged to submit other work history information (i.e., resume, Form 9686, etc.).

  2. Individuals receiving a RIF separation notice or CES letter will receive the RPL application form and submission instructions in their notice.

  3. Impacted employees may apply as soon as a CES or specific RIF separation notice is issued. The application must be submitted by the employee directly to the IRS Servicewide Special Priority Programs Coordinator, within 30 calendar days after the RIF separation date.

  4. An individual who is eligible for the RPL due to a compensable injury must request reemployment consideration within 30 days after the date compensation ceased; except that when an appeal for continuation of compensation is filed, the 30 calendar days begins after the resolution is reached.

  5. An individual who fails to submit a timely application (within 30 calendar days of the RIF separation date) is not entitled to be placed on the RPL.

  6. An eligible individual may be entered on the RPL only for the commuting area in which they separated and may not apply for the RPL in any other location except as provided in 5 CFR § 330.206(a)(4).

  7. Upon receipt of RPL application forms, the IRS Servicewide Special Priority Programs Coordinator will review application for date received, determine that all qualification requirements are met, and will add the names to Treasury’s RPL database, etc.

  8. Eligible individuals will receive notification that they have been registered for their current series and grade and will be provided the opportunity to request registration for additional series and grades. If the individual requests additional series and grades, the series and grades will be added to the database if the employee’s servicing HCO, ETS, EO determines that the employee meets the qualifications.

6.330.1.5.7 (12-31-2009)

Qualification Requirements

  1. An individual eligible for the RPL is qualified for a position if he or she:

    1. Meets OPM qualification standards and requirements for the position, including any minimum qualification requirements and any selective placement factors;

    2. Is physically qualified, with reasonable accommodation where appropriate, to perform the duties of the job; and

    3. Meets any other applicable requirements for appointment to the competitive service.

     

  2. Individuals must meet the OPM minimum qualification requirements, but do not have to be well-qualified (as defined under the CTAP/ICTAP regulations).

  3. Exceptions to the qualification requirements can be made under the conditions outlined in 5 CFR § 330.208.4(b). The CEBs (or equivalent) approves the exception under this provision.

6.330.1.5.8 (12-31-2009)

Referral Guidance and Procedures

  1. Individuals eligible for the RPL are given consideration as follows

    1. In the commuting area for which the applicant is qualified and available;

    2. For positions that are at no higher grade (or equivalent) and have no greater promotion potential than the position from which the individual was or will be separated; and

    3. For positions that have the same type work schedule from which the individual was or will be separated.

     

  2. The RPL list must be cleared at the grade level at which a position is filled (regardless of the full performance level). Similarly, if a position is advertised at multiple grade levels, the RPL must be cleared only at the grade level at which the position is ultimately filled.

  3. The series of the position being filled must be on the RPL for an individual before there is a match.

6.330.1.5.9 (12-31-2009)

Employment Restrictions

  1. Individuals eligible for the RPL must be considered for non-permanent, as well as permanent positions, when they have indicated interest in those positions on their RPL applications (5 CFR § 330.205(a)).

  2. When a qualified individual is available on the RPL, a commitment cannot be made to fill a competitive service permanent or temporary appointment unless it meets the exceptions in 5 CFR § 330.205(b).

6.330.1.5.10 (12-31-2009)

Selection Guidance and Procedures

  1. Treasury has determined that selections are made in retention standing order according to 5 CFR § 330.207 (b) as follows:

    1. Place qualified individuals in group and subgroup order in accordance with 5 CFR Part 351 (RIF regulations);

    2. In making a selection, an agency may not pass over an individual in group I to select from group II;

    3. Within a group, an agency may not pass over an individual in a higher subgroup (i.e., IIA) to select from a lower subgroup (i.e., IIB); and

    4. Within a subgroup, an agency may select an individual without regard to order of retention standing.

     

  2. If several individuals eligible for the RPL have the same retention standing order (even if there is just one vacancy), they must all be referred for consideration.

  3. After the RPL has been cleared and a final employment commitment is made to an individual, the later registration of another eligible individual on the RPL does not prevent the fulfillment of the original commitment, regardless of when the individual enters on duty.

6.330.1.5.11 (12-31-2009)

Notifications to RPL Registrants

  1. When a match is identified with a position and an individual who is eligible for the RPL, the following activities take place:

    1. The HCO, ETS, EO will obtain the individual’s RPL form and any application or other information submitted from the Treasury bureau point of contact;

    2. The HCO, ETS, EO will confirm that the individual is qualified for the position;

    3. If the individual is not qualified, the Treasury bureau contact should be notified and the vacancy announcement package documented accordingly; and

    4. If the individual is qualified, he/she should be contacted, in writing, to schedule an interview or to inquire if they are available for the position. The written correspondence to the individual must clearly state that failure to respond will result in removal from the RPL. The letter should be sent by certified mail and all postal receipts maintained in the vacancy announcement folder. The individual should be given up to 10 calendar days to respond. A sample letter is found in Exhibit 6.330.1-19.

     

6.330.1.5.12 (12-31-2009)

Appeals

  1. An individual has the right to appeal to the Merit Systems Protection Board when they believe that their reemployment priority rights have been violated. Detailed instructions and information concerning the appeal process are available at http://www.mspb.gov/howtoappeal.html .

6.330.1.6 (12-31-2009)

Interagency Career Transition Assistance Plan (ICTAP)

  1. Interagency Career Transition Assistance Plan (ICTAP) guidance:

    1. 5 CFR Part 330, Subpart G

    2. The OPM’s website at: http://www.usajobs.opm.gov/E132.asp

    3. OPM's Delegated Examining Operations Handbook (DEOH) available online at: http://www.opm.gov/deu/

     

6.330.1.6.1 (12-31-2009)

Purpose and Coverage

  1. ICTAP is an interagency career transition assistance program for displaced Federal employees who are seeking employment in other Federal agencies.

  2. ICTAP only applies when IRS is recruiting and selecting outside the Service. The program does not prevent IRS from making selections within the workforce.

  3. Employees of the Office of Chief Counsel are excluded from coverage by the provisions of ICTAP, and will not receive referral for IRS positions. Similarly, IRS employees will not receive priority consideration for Counsel positions.

6.330.1.6.2 (12-31-2009)

Program Responsibilities

  1. The HCO, ETS, Policy and Programs Office is responsible for the overall administration of the program; serves as Treasury liaison; issues policy updates; and responds to complex technical questions regarding the administration of the program received from EOs and/or BODs' embedded HR offices.

  2. The HCO, ETS, EO is responsible for identifying a program coordinator who will assist with the administration of ICTAP.

6.330.1.6.3 (12-31-2009)

Eligibility Requirements

  1. An individual eligible for ICTAP is a displaced employee who meets the following conditions:

    1. Has a current (or last) annual performance rating of at least fully successful or equivalent, except for individuals eligible due to compensable injury and disability retirement;

    2. Applies for a vacancy at or below the grade level from which the employee may be or is being separated, that does not have greater promotion potential than the position from which the employee may be or is being separated;

    3. Applies for a specific vacancy within the established timeframe and provides proof of eligibility that entitles the individual to special placement priority;

    4. Is determined to be well-qualified for the specific vacancy; and

    5. Occupies or was displaced from a position in the same local commuting area as the vacancy.

     

6.330.1.6.4 (12-31-2009)

Eligibility Begins

  1. Eligibility for ICTAP special selection priority begins on the date:

    1. Certification is made that an employee eligible under 5 CFR § 330.703(b)(3) (individual whose compensation has been terminated and whose former agency is unable to place them) cannot be placed;

    2. RIF separation notices are issued;

    3. Formal notice of proposed removal is issued for declining a reassignment or transfer of function outside of the commuting area; and

    4. An employee under 5 CFR § 330.703(b)(6) has retired under 5 USC § 8337(h) or 5 USC § 8456.

     

  2. ICTAP eligibility expires at various times depending upon the action that entitled the individual to receive special selection priority. Refer to 5 CFR § 330.704 (c) (1) through (7) for expiration time periods.

6.330.1.6.5 (12-31-2009)

Well-Qualified and Referral Guidance

  1. Refer to section IRM 6.330.1.2.12, Well-Qualified, of this IRM, as the same requirements apply to both CTAP and ICTAP.

    1. OPM or IRS Delegated Examining Unit (DEU) referrals under the " rule of three" must have a transmuted score of 80 (without verterans' preference) to meet the well-qualified definition.

    2. OPM or IRS DEU referrals under category rating must be in Category B (where Category A is superior and Category C is qualified) or higher to meet the well-qualified definition.

     

6.330.1.6.6 (12-31-2009)

Order of Selection

  1. Individuals on the Reemployment Priority List (RPL) have selection priority over ICTAP applicants.

6.330.1.6.7 (12-31-2009)

Exceptions

  1. There are a variety of actions not subject to the ICTAP process. These exceptions can be found in 5 CFR § 330.705.

6.330.1.6.8 (12-31-2009)

Reporting Vacancies to the Office of Personnel Management (OPM)

  1. The Service provides a quarterly report of all competitive service vacancies to OPM when accepting applications from outside the agency (including applications for temporary positions lasting 121 or more days), except when they elect to fill a position by the transfer or reassignment of an ICTAP eligible from another agency.

Exhibit 6.330.1-1 (12-31-2009)

CTAP Well-Qualified Determination Process

Non-Bargaining Unit Positions

The simplified ranking method is used for NBU positions. A " Yes" rating indicates that a candidate meets the rating of 3 on a 5-point scale or the rating of 2 on a 4-point scale on every knowledge, skill or ability and/or competency Only candidates that meet every KSA or competency identified for the vacancy are considered well qualified and referred for selection. Rating and ranking may be accomplished in the employment office or by a ranking panel or official.

The following example is for a NBU secretary position.

KSAs (or Competency) Applicant #1 Applicant #2
Ability to read and interpret material. Yes Yes
Ability to collect and compile information. Yes Yes
Ability to write non technical correspondence. Yes Yes
Ability to organize work. Yes Yes
Ability to operate office automation equipment and software. Yes No
Well qualified? Yes No

 

Note:

It is not appropriate to assign scores, compute a total, and then do an average.

 

Management Selection Program (MSP) Positions

To meet the well-qualified definition, applicants for MSP positions must obtain a "Ready Now" rating in all four-core responsibilities on the Form 13236, Evaluation of Managerial Potential (EMP) plus a rating of at least 3 (fully acceptable) on each technical competency. Rating and ranking may be accomplished in the employment office or by a ranking panel or official.

Ranking Items Applicant #1 Applicant #2 Applicant #3
EMP Form 13236 No EMP form submitted – applicant at same target level of vacancy and fully successful on current evaluation. Considered "ready now" in all 4 core areas. Received "ready now " in all 4 core areas. Received "ready now " in 3 out of 4 core areas.
Technical Competency #1 3 4 4
Technical Competency #2 4 2 4
Well-Qualified? Yes – received " ready now" in all 4 core areas on Form 13236. Received a 3 or higher on each technical competency. No – does not have a 3 or higher on each technical competency. It is not appropriate to average. No – did not receive "ready now" in all 4 core areas.
Exhibit 6.330.1-2 (12-31-2009)

Sample Vacancy Notice for CTAP Eligibles

VACANCY NOTICE FOR CTAP ELIGIBLES

    Date: ___________
Bureau Contact(s) to whom addressed:
  Name and/or title

___________________________
 
  E-mail address or facsimile number

____________________________
____________________________
The attached Career Opportunities Listing (or other notice) advises of one or more job opportunities in which the CTAP eligibles for which you are the contact may be interested. Please share this information with those CTAP eligibles.
Career Opportunities Listing issue date: _________________
Announcement Number: _____________________________
Other: ___________________________________________
Applicants must apply by the closing date(s) indicated in the attached announcement.
Applications or questions should be directed to:
  Name of issuing specialist: __________________
E-mail address: ________________________
Phone Number: ________________________
By no later than: ________________________
Exhibit 6.330.1-3 (12-31-2009)

Comparison Chart on Clearing Special Priority Programs

Special
Priority
Programs 		Clearing Special Priority Programs Clearing Special Priority Programs when Temporary may become Permanent Position made Permanent Clearing Special Priority Programs for Remain in POD Vacancy
Career Transition Assistance Plan All vacancies over 120 days must be announced internally to clear CTAP eligibles
• Not required if meets CTAP exception identified in 5 CFR § 330.606
• Not required if vacancy is covered by OPM authorized CTAP waiver for 180 day non-competitive time limited promotions to positions in the 300 and 500 occupational groups and GS-962 series in IRS campuses during peak tax filing season October through March of each year.		 CTAP does not need to be cleared if the following requirements are met:
• Ann. stated position was temporary and may become permanent action
• CTAP was cleared on initial temporary may be made permanent action
• Action when processed removes temporary provision of initial action		 Follow steps for Clearing CTAP
• CTAP eligibles are selected only for positions in their current POD
IRS Priority Placement Program Clear Special Placement Programs Report:
• Prior to announcing vacancy; absent higher priority referrals
• Prior to issuance of BQ certificate to selecting official		 Clear Special Placement Programs Report:
• Prior to making a temporary may become permanent position permanent		 Clear Special Placement Programs Report:
• Clear nationwide for all POD’s--
□ Prior to announcing the vacancy; absent higher priority referrals
□ Prior to issuance of BQ certificate to selecting official
• Refer only for current POD
• If making a temporary may become permanent position permanent, clear only for the POD of employee being made permanent since the POD is identified and it is no longer a remain in POD situation
Priority Consideration Clear Special Placement Programs Report:
• Prior to announcing a vacancy; absent higher priority referrals
• Bonafide consideration made prior to issuance of a BQ certificate to selecting official

Note:

Bonafide consideration as defined in case law means that PC eligibles can not be compared with other candidates and must be referred alone before other candidates.

 Clear Special Placement Programs Report:
• Prior to making a temporary may become permanent position permanent		 Clear Special Placement Programs Report:

• Clear nationwide for all PODs
• Prior to announcing vacancy; absent higher priority referrals
• Prior to issuance of BQ certificate to selecting official
• Refer only if the PC eligible has a current POD the same as the POD for which he or she received PC
• If making a temporary may become permanent position permanent, clear only for the POD of employee being made permanent since the POD is identified and it is no longer a remain in POD situation
Reassignment Preference Program Permanent vacancies must be announced internally to clear RPP
• Does not apply to positions announced as temporary not to exceed or temporary may be made permanent
• Not required if meets CTAP exception identified in 5 CFR § 330.606		 Clear Special Placement Programs Report:
• Prior to making a temporary may become permanent position permanent		 Clear Special Placement Programs Report:
• Hardship eligibles are not referred for remain in POD vacancies since the hardship program is a relocation program and a selection would not result in a relocation for them
• In rare cases if a hardship eligible is found for the same POD as the employee’s current POD, the request should be closely scrutinized since the hardship program is a relocation program
• If making a temporary may become permanent position permanent, clear only for the POD of employee being made permanent since the POD is identified and it is no longer a remain in POD situation
Hardship Clear Special Placement Programs Report:
• Prior to announcing the vacancy; absent higher priority referral
• Prior to issuance of BQ certificate to selecting official		 Clear Special Placement Programs Report :
• Prior to making a temporary may become permanent position permanent		 Clear Special Placement Programs Report:
• Hardship eligibles are not referred for remain in POD vacancies since the hardship program is a relocation program and a selection would not result in a relocation for them
• In rare cases if a hardship eligible is found for the same POD as the employee’s current POD, the request should be closely scrutinized since the hardship program is a relocation program
• If making a temporary may become permanent position permanent, clear only for the POD of employee being made permanent since the POD is identified and it is no longer a remain in POD situation
Exhibit 6.330.1-4 (12-31-2009)

Checklist for Establishing and Maintaining IRSPPP Folder

Name: ____________________________
SSN: __________________
Grade Retention Terminates : _________________________
Date/Initials Action Required
REGISTRATION, COUNSELING AND QUALIFICATION DETERMINATIONS - COPY OF ALL DOCUMENTS FILED IN EMPLOYEE'S IRSPPP FOLDER
  Initial counseling session conducted by IRSPPP Coordinator with impacted employee.
  Notification letter and Form 6264 provided to employee regarding program eligibility and registration procedures by the IRSPPP Coordinator. (Exhibits 6.330.1-5 to 6.330.1-9, as appropriate)
  Copy of PAR/SF-52 Action placing employee on grade or pay retention.
  TIMIS/HR Connect screen prints.
  Employee added to IRSPPP database for the position from which originally demoted.
  Completed IRSPPP Registration Form (Form 6264) is returned to IRSPPP Coordinator from employee.
  Qualification analysis completed by HR Specialist/IRSPPP Coordinator and Form 6264 updated.
  Second level review conducted for qualification determinations of employees in a 1-graded position qualifying for a 2-graded interval position; or
  Second level review conducted for qualification determinations for ALL employees covered under the IRS Payband System.
  Qualification analysis provided to employee.
  IRSPPP Database updated to include all positions employee qualifies for as a result of qualification analysis.
IRSPPP REFERRALS - Referrals must also be documented in Part 3 of Form 6264
  Employee’s paperwork provided to HR specialist for referral. Ensure that paperwork is current and up-to-date. Fax cover sheet or clearance form is included in the employee’s file.
Contact Name & Phone Number: __________
Employment Office: ___________________
Fax Number: ________________________
Follow-up: _____________________
  If selected, employee is notified by letter (Exhibit 6.330.1-13). Copy of certificate and letter filed in folder.
  If non-selected, employee is notified by letter (Exhibit 6.330.1-14); Justification, copy of certificate and letter filed in folder.
  Employee’s paperwork provided to HR specialist for referral. Ensure that paperwork is current and up-to-date. Fax cover sheet or clearance form is included in the employee’s file.
contact Name & Phone Number: _____________
Employment Office: _______________________
Fax Number: _____________
Follow-Up: _______________
  If selected, employee is notified by letter (Exhibit 6.330.1-13). Copy of certificate and letter filed in folder.
  If non-selected, employee is notified by letter (Exhibit 6.330.1-14); Justification, copy of certificate and letter filed in folder.
TERMINATION OF ENROLLMENT IN IRSPPP - completed by IRSPPP Coordinator
  Notified employee by letter (Exhibit 6.330.1-10) of termination of 2 year period. Copy of PAR and letter filed in folder.
  Notified employee by letter (Exhibit 6.330.1-15 or 6.330.1-16) when IRSPPP eligibility ceases. Copy filed in folder.
  Employee's record is archived in the IRSPPP database.
Exhibit 6.330.1-5 (12-31-2009)

Letter for Optional Grade/Band Retention

Employee
Street Address
City, State, ZIP Code
Dear Employee:
Recently, you accepted a position at a lower grade/band and you were afforded optional grade/band retention. In compliance with Federal regulations, the Internal Revenue Service Priority Placement Program (IRSPPP) was established to provide counseling and placement assistance leading to priority placement referral consideration for employees who have been demoted without cause.
As your participation in this program is mandatory in order for you to continue receiving optional grade/band retention simultaneously with the effective date of your personnel action, you have been automatically enrolled in the IRSPPP at the grade/band and series from which you were downgraded. You will remain in the IRSPPP for a period of two (2) years during the optional grade/band retention period. Upon completion of the optional grade/band retention period, your participation in the IRSPPP will be terminated. You will be referred for the positions for which you qualify by:
• Completing Part 1 of Form 6264, IRSPPP Employee Registration (copy enclosed); and
• Submitting a current application, or Form 13290, Management Selection Program Vacancy Application, as appropriate.
Completed forms are to be returned to your IRSPPP Coordinator within 10 workdays from the date of this letter.
As an IRSPPP participant, you will receive priority placement referral for vacancies within the established area of consideration (commuting area) for which you are qualified and which are at the same or an intervening grade/band or rate of pay as the position held prior to demotion. However, if you accept a lower-graded position that has non-competitive promotion potential back to your retained grade, you will not be referred for positions.
Your entitlement to optional grade/band retention and enrollment in the IRSPPP will terminate if any of the following occurs:
• A break in service of 1 workday or more;
• Demotion for cause;
• Demotion at your request;
• Declination of a reasonable offer to a position with a grade/band equal to or higher than your retained grade/band;
• Placement at or above your retained grade/band;
• A written notice from you advising that you wish to terminate the benefits of grade/band retention;
• A written notice from you advising that you do not wish to be enrolled in the IRSPPP.
 
Should you have any questions, please contact your immediate supervisor or your IRSPPP Coordinator, ( insert IRSPPP Coordinator’s name and telephone number).
  Sincerely,
  _________________
Chief, Employment Branch
Enclosure  
Exhibit 6.330.1-6 (12-31-2009)

Letter for Mandatory Grade/Band Retention as a Result of Reduction-in-Force (RIF)

Employee
Street Address
City, State, ZIP Code		  
Dear Employee:  
 
Recently, you accepted a position at a lower grade/band as a result of a reduction-in-force (RIF) which entitled you to mandatory grade/band retention based on Federal regulations provided under 5 CFR § 536.201, Mandatory Grade Retention. In compliance with these Federal regulations, the Internal Revenue Service Priority Placement Program (IRSPPP) was established to provide counseling and placement assistance leading to priority placement referral consideration for employees who have been demoted without cause.
Simultaneously with the effective date of your personnel action, you have been automatically enrolled in the IRSPPP at the grade/band and series from which you were downgraded. You will remain in the IRSPPP for a period of two (2) years during the mandatory grade/band retention period. Upon completion of the mandatory grade/band retention period, if your salary cannot be met at your current grade/band and step, you will be placed on pay retention and will remain enrolled in the IRSPPP until your salary is met. You will be referred for the positions for which you qualify by:
• Completing Part 1 of Form 6264, IRSPPP Employee Registration (copy enclosed); and
• Submitting a current application, or Form 13290, Management Selection Program Vacancy Application, as appropriate.
Completed forms are to be returned to your IRSPPP Coordinator within 10 workdays from the date of this letter.
As an IRSPPP participant, you will receive priority placement referral for vacancies within the established area of consideration (commuting area) for which you are qualified and which are at the same or an intervening grade/band or rate of pay as the position you held prior to demotion. However, if you accept a lower-graded position that has non-competitive promotion potential back to your retained grade, you will not be referred for positions.
Your entitlement to mandatory grade/band retention and enrollment in the IRSPPP will terminate if any of the following occurs:
• A break in service of 1 workday or more;
• Demotion for cause;
• Demotion at your request;
• Declination of a reasonable offer to a position with a grade/band equal to or higher than your retained grade/band;
• Placement at or above your retained grade/band;
• A written notice from you advising that you wish to terminate the benefits of grade/band retention.
 
Should you have any questions, please contact your immediate supervisor or your IRSPPP Coordinator, ( insert IRSPPP Coordinator’s name and telephone number).
  Sincerely,
  _________________
Chief, Employment Branch
Enclosure  
Exhibit 6.330.1-7 (12-31-2009)

Letter for Mandatory Grade/Band Retention as a Result of Reclassification

Employee
Street Address
City, State, ZIP Code		  
Dear Employee:  
 
Recently, you accepted a position at a lower grade/band as a result of reclassification, which entitled you to mandatory grade/band retention based on Federal regulations provided under 5 CFR § 536.201, Mandatory Grade Retention. In compliance with these Federal regulations, the Internal Revenue Service Priority Placement Program (IRSPPP) was established to provide counseling and placement assistance leading to priority placement referral consideration for employees who have been demoted without cause.
Simultaneously with the effective date of your personnel action, you have been automatically enrolled in the IRSPPP at the grade/band and series from which you were downgraded. You will remain in the IRSPPP for a period of two (2) years during the mandatory grade/band retention period. Upon completion of the mandatory grade/band retention period, if your salary cannot be met, you will be placed on pay retention and will remain enrolled in the IRSPPP until your salary is met. You will be referred for the positions for which you qualify by:
• Completing Part 1 of Form 6264, IRSPPP Employee Registration (copy enclosed); and
• Submitting a current application, or Form 13290, Management Selection Program Vacancy Application, as appropriate.
Completed forms are to be returned to your IRSPPP Coordinator within 10 workdays from the date of this letter.
As an IRSPPP participant, you will receive priority placement referral for vacancies within the established area of consideration (commuting area) for which you are qualified and which are at the same or an intervening grade/band or rate of pay as the position you held prior to demotion. However, if you accept a lower-graded position that has non-competitive promotion potential back to your retained grade, you will not be referred for positions.
Your entitlement to mandatory grade/band retention and enrollment in the IRSPPP will terminate if any of the following occurs:
• A break in service of 1 workday or more;
• Demotion for cause;
• Demotion at your request ;
• Declination of a reasonable offer to a position with a grade/band equal to or higher than your retained grade/band;
• Placement at or above your retained grade/band;
• A written notice from you advising that you wish to terminate the benefits of grade/band retention.
 
Should you have any questions, please contact your immediate supervisor or your IRSPPP Coordinator, ( insert IRSPPP Coordinator’s name and telephone number).
  Sincerely,
  _________________
Chief, Employment Branch
Enclosure  
Exhibit 6.330.1-8 (12-31-2009)

Letter for Mandatory Pay Retention as a Result of Reduction-in-Force

Employee
Street Address
City, State, ZIP Code		  
Dear Employee:  
Recently, you accepted a position at a lower grade/band as a result of reduction-in-force, which entitled you to mandatory pay retention based on Federal regulations provided under 5 CFR § 536.301, Mandatory Pay Retention. In compliance with these Federal regulations, the Internal Revenue Service Priority Placement Program (IRSPPP) was established to provide counseling and placement assistance leading to priority placement referral consideration for employees who have been demoted without cause.
Simultaneously with the effective date of your personnel action, you have been automatically enrolled in the IRSPPP at the grade/band and series from which you were downgraded. You will remain enrolled in the IRSPPP during the period of mandatory pay retention until your salary can be met. You will be referred for the positions for which you qualify by:
• Completing Part 1 of Form 6264, IRSPPP Employee Registration (copy enclosed); and
• Submitting a current application, or Form 13290, Management Selection Program Vacancy Application, as appropriate.
Completed forms are to be returned to your IRSPPP Coordinator within 10 workdays from the date of this letter.
As an IRSPPP participant, you will receive priority placement referral for vacancies within the established area of consideration (commuting area) for which you are qualified and which are at the same or an intervening grade/band or rate of pay as the position held prior to demotion. However, if you accept a lower-graded position that has non-competitive promotion potential back to your retained grade, you will not be referred for positions.
Your entitlement to mandatory pay retention and enrollment in the IRSPPP will terminate if any of the following occurs:
• A break in service of 1 workday or more;
• Demotion for cause;
• Demotion at your request;
• Declination of a reasonable offer to a position with a rate of basic pay equal to or higher than your retained rate;
• Placement at or above your retained pay;
• A written notice from you advising that you wish to terminate the benefits of pay retention.
 
Should you have any questions, please contact your immediate supervisor or your IRSPPP Coordinator, ( insert IRSPPP Coordinator’s name and telephone number).
  Sincerely,
  _________________
Chief, Employment Branch
Enclosure  
Exhibit 6.330.1-9 (12-31-2009)

Letter for Mandatory Pay Retention as a Result of Reclassification

Employee
Street Address
City, State, ZIP Code		  
Dear Employee:  
Recently, you accepted a position at a lower grade/band as a result of reclassification, which entitled you to mandatory pay retention based on Federal regulations provided under 5 CFR § 536.301, Mandatory Pay Retention. In compliance with these Federal regulations, the Internal Revenue Service Priority Placement Program (IRSPPP) was established to provide counseling and placement assistance leading to priority placement referral consideration for employees who have been demoted without cause.
Simultaneously with the effective date of your personnel action, you have been automatically enrolled in the IRSPPP at the grade/band and series from which you were downgraded. You will remain enrolled in the IRSPPP during the period of mandatory pay retention until your salary can be met. You will be referred for the positions for which you qualify by:
• Completing Part 1 of Form 6264, IRSPPP Employee Registration (copy enclosed); and
• Submitting a current application, or Form 13290, Management Selection Program Vacancy Application, as appropriate.
Completed forms are to be returned to your IRSPPP Coordinator within 10 workdays from the date of this letter.
As an IRSPPP participant, you will receive priority placement referral for vacancies within the established area of consideration (commuting area) for which you are qualified and which are at the same or an intervening grade/band or rate of pay as the position held prior to demotion. However, if you accept a lower-graded position that has non-competitive promotion potential back to your retained grade, you will not be referred for positions.
Your entitlement to mandatory pay retention and enrollment in the IRSPPP will terminate if any of the following occurs:
• A break in service of 1 workday or more;
• Demotion for cause;
• Demotion at your request ;
• Declination of a reasonable offer to a position with a rate of basic pay equal to or higher than your retained rate;
• Placement at or above your retained pay;
• A written notice from you advising that you wish to terminate the benefits of pay retention;
 
Should you have any questions, please contact your immediate supervisor or your IRSPPP Coordinator, ( insert IRSPPP Coordinator’s name and telephone number).
  Sincerely,
  _________________
Chief, Employment Branch
Enclosure  
Exhibit 6.330.1-10 (12-31-2009)

Employee Notice: Termination of Optional Grade/Band Retention Due to Ending of Two-Year Grade/Band Retention Period

Date: ________
Employee
Street Address
City, State, ZIP Code
Dear Employee:
Subject: Termination of Optional Grade/Band Retention and Removal from IRS Priority Placement Program (IRSPPP)
 
In correspondence previously sent to you on (date of IRSPPP memo), you were advised of your enrollment in the IRSPPP for a period of two (2) years. On (date), your two (2) year optional grade/band retention period ended and your participation in the IRSPPP was terminated.
You will soon be receiving a copy of the SF-50, Notification of Personnel Action, which reflects this termination of grade/band retention.
If you have any questions regarding this information, you may contact (Human Resources Specialist) at (phone number).
  Sincerely,
  _________________
Chief, Employment Branch
Exhibit 6.330.1-11 (12-31-2009)

Employee Notice: Termination of Mandatory Grade/Band Retention Letter Due to Expiration of Two-Year Grade/Band Retention Period

Date: ________
Employee
Street Address
City, State, ZIP Code
Dear Employee:
Subject: Termination of Mandatory Grade/Band Retention
 
In correspondence previously sent to you on (date of IRSPPP memo), you were advised of your enrollment in the IRSPPP. On (date), your two (2) year mandatory grade/band retention period ended.
However, upon completion of the mandatory grade/band retention period, if your salary exceeds step 10 of your new grade, you will be placed on mandatory pay retention and will remain enrolled in the IRSPPP until your salary can be met.
Your entitlement to mandatory pay retention and enrollment in the IRSPPP will terminate if any of the following occurs and your salary will be placed at step 10 of your new grade:
• A break in service of 1 workday or more;
• Demotion for cause;
• Demotion at your request;
• Declination of a reasonable offer to a position with a rate of basic pay equal to or higher than your retained rate;
• Placement at or above your retained pay;
• A written notice from you advising that you wish to terminate the benefits of pay retention
You will soon be receiving a copy of the SF-50, Notification of Personnel Action, which reflects this termination of mandatory grade/band retention.
If you have any questions regarding this information, you may contact (Human Resources Specialist) at (phone number).
 
  Sincerely,
  _________________
Chief, Employment Branch
Exhibit 6.330.1-12 (12-31-2009)

IRSPPP Certificate Selection Instructions for Selecting Official

IRSPPP Certificate Selection Instructions for Selecting Official
 
The applicants on the attached certificate are enrolled in the IRS Priority Placement Program (IRSPPP) and therefore entitled to priority selection placement for the referenced position. If the position is bargaining unit (BU), selection consideration is based on IRS EOD order (most senior employee) in accordance with our negotiated agreement. If the position is non-bargaining unit (NBU), selection should be based on the employee’s ability to perform the duties of the position based on job-related selection criteria.
The selecting official may non-select an IRSPPP candidate only when, based on a careful evaluation of the candidate in relation to the job-related criteria, a determination is made that the employee would be unable to satisfactorily perform the duties of the position after a reasonable period of orientation. The servicing Employment Office Branch Chief must approve non-selection.
If the employee declines an offer in writing, he/she may be removed from the IRSPPP and any grade/pay retention entitlements would be terminated.
When Selecting a Candidate
• Provide selectee with signed and dated selection memorandum (Exhibit 6.330.1-13) and a copy of the position description.
• Selectee must complete the memorandum and return to the selecting official within 5 workdays.
If Employee Accepts Position
• Document the selection by signing and dating the selection on the IRSPPP certificate.
• Return the IRSPPP certificate and attachments to the Servicing Employment Office .
If Employee Declines Position
• Consider any other IRSPPP candidates listed on the IRSPPP certificate.
• If another candidate is selected, repeat process used for first selection.
When Non-Selecting a Candidate
• Prepare a written explanation of the specific reason for non-selection that clearly articulates why the candidate(s) would be unable to perform the duties of the position after a reasonable orientation period, normally ___ days.
• Document, sign, and date the IRSPPP certificate.
• Attach the non-selection memorandum to the IRSPPP certificate and submit to the servicing Employment Office for concurrence.
 
Any questions regarding the IRS Priority Placement Program may be directed to the IRS Priority Placement Program Coordinator, _______________________at ________________.
Exhibit 6.330.1-13 (12-31-2009)

IRS Priority Placement Program (IRSPPP) Employee Selection Memorandum

(To be prepared by Selecting Official and issued to selectee with a copy provided to servicing Employment Office along with selection certificate)
 
Date:
MEMORANDUM FOR: Name of Selectee
FROM: Name and Title of Selecting Official
SUBJECT: Selection of IRS Priority Placement Program (IRSPPP) Referral
Vacancy Announcement Number ________________
 
I have selected you for the position of:
Title/Series/Grade:
Full Working Level:
Post of Duty:
Tour of Duty:
Work Schedule:
Business Operating Division, Section:
The position referenced above is considered a reasonable offer as outlined in the IRSPPP and 5 CFR § 536.104. Declination of a reasonable offer will terminate your entitlement to grade/band or pay retention as well as remove you from IRSPPP.

Note:

Insert the appropriate paragraph below:
As a non-bargaining unit employee, termination of benefits due to a declination of a reasonable offer entitles you to submit a written appeal to the Office of Personnel Management no later than 20 days from the date you receive this notice as provided in 5 CFR 536.402. The appeal must state the reasons why you believe that the offer of the above-referenced position was not a reasonable offer.
-or-
As a bargaining unit employee, termination of benefits due to a declination of a reasonable offer entitles you to file a grievance in accordance with the negotiated agreement between NTEU and IRS.
Please indicate below whether you accept or decline this position. You must return this form within five (5) workdays from the date of this notice. Please contact me at xxx-xxx-xxxx if you have any questions.
 
  __________________
Selecting Official
   
Attachment: PD #___________
   
( ) I accept the above position.
( ) I decline the above position and understand that this action may terminate my entitlement to grade/band or pay retention as well as remove me from the IRSPPP.
 
 
___________________
Employee Signature		 ____________________
Date
Exhibit 6.330.1-14 (12-31-2009)

IRS Priority Placement Program (IRSPPP) Employee Non-Selection Memorandum

Date:
MEMORANDUM FOR:
THRU: Employment Branch
FROM: Selecting Official and Title
Business Unit
SUBJECT: Non-Selection of IRS Priority Placement Program (IRSPPP) Referral
Vacancy Announcement Number ________________
 
Recently, you were referred for consideration for the position of:
Title/Series/Grade:
Full Working Level:
Post of Duty:
Tour of Duty:
Work Schedule:
Business Operating Division, Section:
You were considered for this position, but you were not selected because:
( ) Another IRSPPP referral was selected.
( ) After careful consideration, I have determined that you would be unable to satisfactorily perform the duties of this position within a reasonable period of orientation. Specific reasons:



 
 
_______________________
Selecting Official		 ____________
Date
Concur:

_______________________
Chief, Employment Branch		 ____________
Date
Exhibit 6.330.1-15 (12-31-2009)

Employee Notice: Termination of Grade/Band or Pay Retention Memo Due to Priority Placement Program (IRSPPP) Selection

Date:
MEMORANDUM FOR: (Employee)
FROM: Employment Branch Chief
(Operations Area XXX)
SUBJECT: Termination of Grade/Band or Pay Retention and Removal from IRS Priority Placement Program (IRSPPP)
 
On (date), your name was referred on an IRSPPP Certificate for the position of ( title, series, grade, location). You were subsequently selected for this position and you accepted this position with an effective date of (date).
In correspondence previously sent to you on (date of IRSPPP memo, date of selection memo), you were advised of the conditions under which you would lose grade/band or pay retention benefits and consideration under the IRSPPP. One of these conditions included the acceptable of a reasonable offer of a position at, or above, your retained grade/band or pay. Due to your acceptance of this position, and subsequent re-promotion to your retained grade/band or pay level effective as indicated above, you are no longer eligible to participate in the IRSPPP and all entitlements to grade/band or pay retention are terminated.
If you have any questions regarding this information, you may contact (Human Resources Specialist) at (phone number).
 
  Chief, Employment Branch
Exhibit 6.330.1-16 (12-31-2009)

Employee Notice: Termination of Grade/Band or Pay Retention Memo Due to IRS Priority Placement Program (IRSPPP) Declination of a Reasonable Offer

Date:
MEMORANDUM FOR: (Employee)
FROM: Employment Branch Chief
(Operations Area XXX)
SUBJECT: Termination of Grade/Band or Pay Retention and Removal from IRS Priority Placement Program (IRSPPP) Due to Declination of a Reasonable Offer
 
On (date), you were selected for and offered the position of (title, series, grade, location). On (date of declination), you subsequently declined this position.
In correspondence previously sent to you on (date of IRSPPP memo, date of selection memo), you were advised of the conditions under which you would lose grade/band or pay retention benefits and consideration under the IRSPPP. One of these conditions included the declination of a reasonable offer of a position at, or above, your retained grade/band or pay in your commuting area. The position referenced above was considered to be a reasonable offer under the criteria outlined in the IRSPPP and 5 CFR § 536.104. Due to your declination of this offer of a position, effective (date), you are no longer eligible to participate in the IRSPPP and all entitlements to grade/band or pay retention are terminated.

Note:

Insert the appropriate paragraph below:

As a non-bargaining unit employee, termination of benefits due to a declination of a reasonable offer entitles you to submit a written appeal to the Office of Personnel Management no later than 20 calendar days from the date you receive this notice as provided in 5 CFR 536.402. The appeal must state the reasons why you believe that the offer of the above-referenced position was not a reasonable offer.
- or -
As a bargaining unit employee, termination of benefits due to a declination of a reasonable offer entitles you to file a grievance in accordance with the negotiated agreement between NTEU and IRS.
If you have any questions regarding this information, you may contact (Human Resources Specialist) at (phone number).
Exhibit 6.330.1-17 (12-31-2009)

Reassignment Preference Eligibility Notice

MEMORANDUM FOR: (Employee's Name)
FROM: (No lower than official with delegated authority to approve reassignments/CLG – recommend an executive having jurisdiction over the impacted employees)
SUBJECT: Reassignment Preference Eligibility Notification
 
The Service has established a Reassignment Preference process for granting selection priority to employees directly impacted by an approved realignment, reorganization, competitive sourcing initiative or in rare circumstances, those subject to a directed reassignment outside the commuting area. This Reassignment Preference process provides directly impacted employees with preferential consideration for IRS permanent vacancies which are at or below the grade/band of the directly impacted employee’s current permanent position of record in an effort to mitigate the adverse impact of the realignment, reorganization, directed reassignment outside the commuting area, or competitive sourcing initiative. Your position has been identified as directly impacted; therefore, you are authorized Reassignment Preference in order to maximize your placement opportunities.
This process allows you to apply for announced vacancies at the same or lower grade/band as your current position both within and outside the commuting area. The same or lower grade/band position is defined as a position having no greater promotion potential than what you currently hold on a permanent basis. As a Reassignment Preference candidate, you will be considered for announced vacancies, prior to non-Reassignment Preference applicants.
Vacancy announcements must indicate whether moving expenses will be authorized. Moving expenses will only be paid when indicated in the vacancy announcement.
To receive this preference, you must meet all of the following requirements:
- apply for announced permanent vacancies which are at the same or lower grade as your current permanent position of record within or outside your commuting area;
- meet all the qualification requirements for the announced vacancy;
- have a fully successful or higher overall rating on your last annual appraisal;
- attach a copy of the Reassignment Preference letter with each application; and
- accept or decline an offer within your commuting area at the same or lower grade/band within five workdays of the selection date; or
- accept or decline an offer outside your commuting area at the same or lower grade within seven workdays of the selection date.
If you voluntarily accept a change to lower grade/band no lower than three grades or intervals than your current position, you will be granted optional grade retention for a period of two years, providing you meet regulatory and policy criteria. Additional guidance on optional grade retention and the Priority Placement Program will be provided to you upon selection and before you accept a position at a lower grade/band level. If you do not meet regulatory criteria for optional grade retention, you will be granted optional pay retention.
The preference received under this authority will terminate upon the effective date when you:
- are determined not to be directly impacted by the realignment, reorganization, directed reassignment outside the commuting area, or competitive sourcing initiative;
- are placed into a permanent position at the same grade/band within or outside your commuting area;
- accept a permanent position at the same or a lower grade/band within or outside your commuting area;
- accept employment in a continuing position outside the competitive areas subject to RIF or competitive sourcing initiative; or
- decline up to two offers from outside the commuting area that would require a move or decline one offer from within the commuting area. Any declination after that will result in rescission of the Reassignment Preference letter.
In addition, once any letter conferring Career Transition Assistance Plan (CTAP) selection priority is issued to any employee covered under your same initiative, all RPP letters for the specific initiative will be rescinded whether or not you receive a CTAP, Certificate Expected Separation (CES), or Reduction in Force (RIF) separation notice.
Your RPP consideration is based on your status as of the closing date of the vacancy announcement. If you are issued a RPP rescission notice after the closing date of a vacancy announcement for which you applied you will retain reassignment preference for the life of the announcement. Your RPP consideration will terminate for a specific vacancy announcement when you are issued a rescission notice before the closing date.
Should you have questions regarding this matter, please contact (M._________) (Business Operating Division Representative/Manager) at (phone number). We sincerely value the contributions you have made to the IRS. We wish to retain your knowledge and expertise with the IRS, and strongly encourage you to exercise this opportunity for reassignment or voluntary change to lower grade and to continue these contributions with us in the future.
 
 
_________________________
Employee Signature		 __________
Date
Exhibit 6.330.1-18 (12-31-2009)

Rescission of Reassignment Preference Memorandum

Date:
MEMORANDUM FOR: (Name of Impacted Employee)
FROM:
SUBJECT: Rescission of Reassignment Preference Memorandum
 
The purpose of this notice is to inform you that the Reassignment Preference Eligibility Notification Memorandum, which you received, dated ________, is officially rescinded for the reason(s) indicated below:
  _____ You did not respond to an offer within your commuting area at the same or lower grade/band within five workdays of the selection date.
  _____ You did not respond to an offer outside your commuting area at the same or lower grade/band within seven workdays of the selection date.
  _____ You declined more than two offers to positions at the same or lower grade/band from outside the commuting area that require a move and declined more than one offer to a position at the same or lower grade/band from within your commuting area.
  _____ Your position is no longer identified as directly impacted by the (name of realignment, reorganization or competitive sourcing initiative ).
  _____ You have been placed into a permanent position at the same grade/band as your impacted position, within or outside your commuting area.
  _____ You accepted a permanent position at the same or a lower grade/band within or outside your commuting area.
  _____ An official notice that gives special selection priority, such as Career Transition Assistance Plan (CTAP), Certificate of Expected Separation (CES), or Reduction in Force (RIF) separation notice has been issued for the (name of realignment, reorganization or competitive sourcing initiative ).
  _____ You do not have a fully successful or higher overall rating on your last annual appraisal.
  _____ You have accepted employment in a continuing position outside the competitive areas subject to RIF or competitive sourcing initiative.
Your Reassignment Preference Program (RPP) consideration is based on your status as of the closing date of the vacancy announcement. If you are issued a RPP rescission notice after the closing date of a vacancy announcement for which you applied, you will retain reassignment preference for the life of the announcement. Your RPP consideration will not be valid for any announcements closing after issuance of a rescission notice.
If you have any questions about this form you may contact ______________ on ___________.
Exhibit 6.330.1-19 (12-31-2009)

Sample Reemployment Priority List (RPL) Notification Letter

Date
RPL Individual's Name
Street Address
City, State, ZIP
Dear (Insert RPL Registrant's Name),
 
This letter is in reference to the Department of the Treasury Reemployment Priority List (RPL). We are contacting you regarding a vacancy at the Internal Revenue Service for (Insert vacancy information including commuting area).
Insert the appropriate paragraph(s):
 
Availability: Please contact me by (Insert Date 10 calendar days from the letter's date stamp) to discuss your availability for this position. (Insert any other information regarding when the position might start, as appropriate).
Interview: You are scheduled for a job interview for this position on (Insert Time, Date, Location) with (Insert Interviewer's Name and (Include any additional information – parking restrictions, security procedures to be followed, etc.). If the scheduled time is not convenient, please contact me immediately to reschedule the interview.
Job Offer: You are being offered this position with an effective date of (Insert Effective Date). (Include any other reporting instructions .) Please contact me by (Insert Date 10 calendar days from the letter's date stamp) to confirm your acceptance and availability for this position.
Please note that failure to respond concerning your availability, a scheduled interview, or a job offer by ( Insert Date 10 calendar days from the letter's date stamp) will result in your name being removed from the RPL. If your name is removed from the RPL, you will no longer receive consideration for vacancies through the RPL process.
Your immediate response to this letter is appreciated.
If you have any questions, you may phone (Insert HR contact name and telephone number ) of my staff Monday through Friday between the hours of (Insert office hours).
 
  Sincerely,
  ______________________
Chief, Employment Section

Human Capital Office
Employment, Talent and Security Division
 

Note:

Before using any of the above sample paragraphs, confirm that the position offered the individual meets the criteria for removal from the RPL. For individuals impacted by RIF, declination of non-permanent employment has no effect of RPL eligibility or continuation of RPL consideration per 5 CFR § 330.203 (e).