Chapter 6150 - Classification and Pay Administration

6150 Page 1 of 14

FOREST SERVICE MANUAL NATIONAL HEADQUARTERS (WO) WASHINGTON, DC

FSM 6100 - PERSONNEL MANAGEMENT

CHAPTER 6150 - CLASSIFICATION AND PAY ADMINISTRATION

Amendment No.: 6100-2007-2

Effective Date: February 22, 2007

Duration: This amendment is effective until superseded or removed.

Approved: JESSE KING Date Approved: 02/08/2007 Chief Financial Officer

Posting Instructions: Amendments are numbered consecutively by title and calendar year. Post by document; remove the entire document and replace it with this amendment. Retain this transmittal as the first page(s) of this document. The last amendment to this title was 6100-2007-1 to 6130.

New Document 6150 14 Pages

Superseded Document(s) by !6150 Contents 4 Pages Issuance Number and (Amendment 6100-97-7, 09/05/1997) Effective Date 6150-6153 9 Pages (Amendment 6100-96-3, 08/02/1996) 6152.1 Exhibits01-02 3 Pages (Amendment 6100-90-1, 06/01/1990) 6159 34 Pages (Amendment 6100-97-8, 09/05/1997) Digest:

6150 - Changes the chapter title from "Classification, Pay, Uniforms" to "Classification and Pay Administration" because the direction on uniforms is being removed. No other changes are made to the direction in the other sections of the chapter.

6159 - 6159.5 - Removes direction on uniforms in its entirety and recodes to FSH 6509.11k, section 48. WO AMENDMENT 6100-2007-2 6150 EFFECTIVE DATE: 02/22/2007 Page 2 of 14 DURATION: This amendment is effective until superseded or removed.

FSM 6100 - PERSONNEL MANAGEMENT CHAPTER 6150 - CLASSIFICATION AND PAY ADMINISTRATION

Table of Contents

6151 - POSITION CLASSIFICATION AND JOB EVALUATION...... 3 6151.01 - Authority...... 3 6151.03 - Policy...... 3 6151.04 - Responsibility...... 4 6151.1 - Administering the Position Classification Program...... 4 6151.2 - Minimum Standards for Delegating Classification Authority...... 4 6151.3 - Classification of Scientists...... 5 6151.31 - Cyclic Review...... 6 6152 - PAY ADMINISTRATION...... 6 6152.04 - Responsibility...... 6 6152.04a - Line Officers and Unit Managers...... 6 6152.04b - Forest Supervisors...... 7 6152.1 - Administering Pay Rates and Systems...... 7 6152.2 - Allotments and Assignment of Pay...... 11 6152.21 - Overpayments and Waivers...... 11 6152.22 - Backpay...... 11 6152.3 - Grade Retention...... 11 6152.4 - Pay Retention...... 12 6152.41 - Priority Placement Consideration...... 12 6152.42 - Records and Reports...... 12 6152.5 - Determining Pay Rate at Time of Appointment, Reinstatement, or Change to Lower Grade...... 12 6153 - PAY UNDER THE PERFORMANCE MANAGEMENT AND RECOGNITION SYSTEM (PMRS)...... 13 6153.02 - Objective...... 13 6153.04 - Responsibility...... 14 6153.1 - PMRS Processing Instructions...... 14 6153.2 - Multiple Performance Appraisals...... 14 6153.3 - Review of Performance Appraisals...... 14 6153.4 - PMRS Performance Awards...... 14 WO AMENDMENT 6100-2007-2 6150 EFFECTIVE DATE: 02/22/2007 Page 3 of 14 DURATION: This amendment is effective until superseded or removed.

6151 - POSITION CLASSIFICATION AND JOB EVALUATION

6151.01 - Authority

The Department Personnel Manual (FSH 6109.41 - DPM 511, subch. 4-5) sets forth the requirements for position classification reviews.

6151.03 - Policy

1. Regions, Stations, and the Area shall consult with the Washington Office, Human Capital Management Staff, Classification and Pay Branch, on proposed classification actions that would set a precedent, represent an extrapolation of standards, or would otherwise have a direct impact on grade levels of related, comparable positions.

2. Supervisors and personnel specialists shall use standard position descriptions, correction notices, and other position classification shortcuts as much as possible. Standard position descriptions are mandatory when an adequate description exists. Position descriptions are adequate when they describe 80 percent of the work, include all major duties and responsibilities, and have the proper title, series, and grade. Obtain electronic copies of standard position descriptions through the Standard Position Description - Information Center Service. (For instructions on use of this information center service, see FSH 6109.15, Position Classification Handbook, zero code and ch. 40.)

3. Personnel specialists shall classify positions as interdisciplinary among two or more series whenever possible within published classification guidance.

4. Any employee may appeal the classification of the position to which the employee is assigned at any time (FSH 6109.15, Position Classification Handbook, ch. 10.)

5. Line officers and unit managers shall review their units annually to ensure soundness of organizational structure and accuracy of position descriptions and to plan for timely accomplishment of needed adjustments.

Integrate this responsibility with the accomplishment of other managerial functions, including work planning and budgeting (FSM 1930), organization and position management reviews (FSM 1220), and work force management and planning (FSM 1311). Forest Service unit managers must meet requirements to review and ensure classification accuracy through:

a. A plan established to ensure that all positions are reviewed once within a 4-year cycle;

b. Desk audits of 10 percent of the positions reviewed annually; WO AMENDMENT 6100-2007-2 6150 EFFECTIVE DATE: 02/22/2007 Page 4 of 14 DURATION: This amendment is effective until superseded or removed.

c. Normal day-to-day operations; that is, those management and staff reviews and decisions made as positions are established and filled or vacant positions are refilled; and

d. Annual reviews (FSM 6151.04).

6151.04 - Responsibility

1. Line officers and unit managers are responsible for the effective and efficient management and direction of the position classification program. Line officers are responsible for the delegation of classification authority (FSM 6104.1, ex. 01, and 6151.2). When a position is found to be over-graded or under-graded, the line officer shall take the necessary steps to put the position into the proper grade.

2. Personnel officers at all levels are responsible for providing line officers and unit managers with professional advice and support in operating the classification system.

3. The Washington Office Human Capital Management Staff Director retains the authority to classify GS/GM-14 and GS/GM-15 level positions with the following exception: Station Directors are delegated authority and responsibility for panel evaluations and classification of positions of GS/GM-14 scientists using the Research Grade-Evaluation Guide or the Equipment Development Grade-Evaluation Guide.

4. Regional Foresters, Station Directors, and the Area Director are delegated the authority to classify positions through GS/GM-13 and all wage-grade positions, except for GM- 201-13 Personnel Officer positions and precedent positions that affect related positions.

5. Regional Foresters may delegate to Forest Supervisors the authority to classify positions through GS-12 and all wage-grade positions.

6151.1 - Administering the Position Classification Program

(FSH 6109.15, Position Classification Handbook).

6151.2 - Minimum Standards for Delegating Classification Authority

Paragraphs 1 through 3 set forth the Service-wide standards for delegating classification authority. Field units shall not modify these standards.

1. Before delegating classification authority, the Regional, Station, or Washington Office Personnel Officer must certify that the candidate has adequately demonstrated the appropriate skills, knowledge, and abilities to successfully exercise classification authority. In making this determination, the Personnel Officer should consider the following: WO AMENDMENT 6100-2007-2 6150 EFFECTIVE DATE: 02/22/2007 Page 5 of 14 DURATION: This amendment is effective until superseded or removed.

a. The employee must be a GS-9 or higher in a 2-grade-interval series.

b. The employee must have received training in:

(1) Forest Service programs, policies, and organization, and

(2) The principles, policies, and techniques of personnel management, position management, and position classification. This should include the Office of Personnel Management basic 2-weeks training course in position classification or equivalent.

c. The employee must have performed classification work (that is, preparing and documenting analysis of organizations and of individual positions) which provided experience in applying classification principles, policies, and standards to positions in a variety of occupations.

2. The work supervisor recommends that the employee be delegated classification authority when the supervisor is satisfied with the employee's training, development, and work performance.

3. The line officer delegates the authority when the line officer is satisfied that the individual possesses the appropriate technical and professional skills.

a. The delegation of authority must be in writing.

b. A copy must be filed in the employee's Official Personnel Folder.

4. Once an employee has qualified for delegation of classification authority and has satisfactorily exercised that authority, the employee shall not be required to requalify for the delegation of authority upon reassignment to another unit. However, there may be a period of post-review of the employee's work to ensure the individual understands the organization, programs, policies, and procedures of the new unit.

6151.3 - Classification of Scientists

Classification of scientists' positions must conform to the procedures of the Scientist Career Plan contained in FSH 6109.15, Position Classification Handbook, chapter 30. In determining a scientist's grade, consider the individual's scientific accomplishments and competence as well as traditional classification factors.

Classification that recognizes the impact of the qualifications, accomplishments, and stature of the individual on the scope, breadth, and complexity of the assignment may result in a scientist being placed in the same grade or higher grade than the work supervisor. WO AMENDMENT 6100-2007-2 6150 EFFECTIVE DATE: 02/22/2007 Page 6 of 14 DURATION: This amendment is effective until superseded or removed.

Reassignments and promotions above GS-11, including changes from scientist to Project Leader positions, may be noncompetitive when the grade level and/or potential for promotion are clearly based on the increased impact of the scientist's qualifications and contributions on the position (FSH 6109.15, sec. 31.3).

6151.31 - Cyclic Review

Conduct periodic panel reviews of all positions covered by the Scientist Career Plan to maintain classification accuracy.

Cyclic review of all such positions is mandatory:

1. Within 36 months of the scientists' being hired.

2. Within 48 months of the most recent previous panel for scientists at grades GS-11, GS-12, and GS-13.

3. Every 60 months for scientists at grade GS-14 or higher.

The Station Director may request reevaluation prior to the mandatory cyclic review when the provisions in FSH 6109.15, section 32.4, on reevaluation are met.

6152 - PAY ADMINISTRATION

6152.04a - Line Officers and Unit Managers

All line officers and unit managers shall:

1. Ensure accurate and timely pay to employees.

2. Effectively link pay and performance by fully utilizing all existing pay systems and provisions.

3. Determine pay rates at the time of appointment, reinstatement, or voluntary demotion in accordance with FSM 6152.5.

4. Not accept the benefits of a nonexempt employee's work without compensating the employee for that work. (See FSH 6109.11 for "suffer and permit.")

5. Pay all employees premium pay for working unusual hours or under unusual working conditions in accordance with applicable laws and regulations. WO AMENDMENT 6100-2007-2 6150 EFFECTIVE DATE: 02/22/2007 Page 7 of 14 DURATION: This amendment is effective until superseded or removed.

6. Manage overtime and holiday work to ensure full benefit to the Government and fair treatment of employees.

7. Identify duties, other than those described in Title 5, Code of Federal Regulations, section 550.904 that may warrant payment of hazard pay differential. When identified, submit an evaluation of the duty with justification to the Washington Office (FSH 6109.11, sections 12.92 and 12.93).

8. Identify categories of duties, other than those in FSH 6109.11, section 14, exhibit 02, which may warrant payment of environmental pay differential (FSH 6109.11, sec. 14.8).

9. Ensure that travel is by the most expeditious means of transportation and is commensurate with the nature and purpose of the traveler's duties. See FSH 6109.11 for additional detail, as well as FSH 6509.33, Federal Travel Regulations.

6152.04b - Forest Supervisors

Forest Supervisors shall:

1. Identify remote worksites where there are employees potentially eligible to receive an allowance. Prepare requests, where warranted, and submit requests for approval.

2. Administer the remote worksite commuting allowance program for designated worksites.

3. Review approved worksites at least annually for any changes in commuting conditions. Report those changes, which could affect the allowance rate. See FSH 6109.11, sec. 17.02, for the objectives of remote worksite allowances.

6152.1 - Administering Pay Rates and Systems

See exhibit 01 for a brief description of the pay rates used by the Forest Service. See FSH 6109.11, Pay Administration, Attendance and Leave Handbook, for a fuller discussion of the General Schedule and wage systems, and for details on the Fair Labor Standards Act. See exhibit 02 for a summary of compensation guidelines for overtime and other types of premium pay. Exhibit 02 is a summary only and must be used in context with the detailed guidance found in FSH 6109.11. WO AMENDMENT 6100-2007-2 6150 EFFECTIVE DATE: 02/22/2007 Page 8 of 14 DURATION: This amendment is effective until superseded or removed.

6152.1 - Exhibit 01

PAY SYSTEMS

System Description/Purpose Eligibility Conditions General To pay the majority of Forest Service Most professional, technical, May also be covered by provisions of Fair Schedule employees (often called administrative and clerical Labor Standards Act (FLSA) or (GS) classification Act employees) paid positions. Performance Management and Recognition under Title 5 U.S.C. System (PMRS) for GM employees. See FSH 6109.11 Wage System Pay employees on hourly basis Those who work in trades, skills, Generally covered by the Fair Labor (WG) (including Wage Grade (WG), Wage crafts, and manual labor. Standards Act unless position has (WL) Leader (WL), Wage Supervisor supervisory responsibilities. (WS) (WS)). Emergency To pay employees who are recruited Those fighting fires, on standby to See FSH 5109.34, Interagency Incident Firefighters for the sole purpose of dealing with fight fire, and to temporarily Business Management Handbook, sec. (AD) an immediate fire emergency or replace firefighters currently on 422.2. Do not use this pay plan to fill extreme fire potential. fires. Forest Service employees positions identified by fire control are specifically excluded. organization and financial plan. Senior Pay designated employees in policy- Those in Senior Executive Executive making positions. Service. (SES) WO AMENDMENT 6100-2007-2 6150 EFFECTIVE DATE: 02/22/2007 Page 9 of 14 DURATION: This amendment is effective until superseded or removed.

6152.1 - Exhibit 02

OVERTIME AND PREMIUM PAY

System Description/Purpose Eligibility Conditions Overtime Premium pay differential for hours All employees (except Emergency 1. Must be ordered or approved in writing. worked in excess of employee's Firefighters) who work in excess of 8 scheduled basic obligation. hours or 40-hour weeks under AWS, 1st 2. Use FS-6100-30. 40 tour, etc. 3. Employees covered by the Fair Labor Standards Act may be entitled to additional overtime benefits. See FSH 6109.11, section 13.

4. See FSH 6109.11 for detail. Compensatory Time off from work in lieu of overtime 1. All GM and exempt GS employees, 1. Cannot be granted in lieu of overtime pay Time pay for irregular or occasional hours. subject to approval. for regularly scheduled overtime. 2. Nonexempt GS employees and wage 2. Must be ordered and approved in writing. system employees in specified instances. 3. Employees whose rate of pay is below the GS-10 may not be required to earn compensatory time off in lieu of payment for overtime. 4. See FSH 6109.11, section 12.4, for details on other covered employees and conditions. Night Pay Premium differential for scheduled work GM and GS Employees who perform See FSH 6109.11, section 12.5, for specifics. between 6:00 p.m. and 6:00 a.m. scheduled work between 6:00 p.m. and 6:00 a.m. WO AMENDMENT 6100-2007-2 6150 EFFECTIVE DATE: 02/22/2007 Page 10 of 14 DURATION: This amendment is effective until superseded or removed.

6152.1 - Exhibit 02--Continued

OVERTIME AND PREMIUM PAY

System Description/Purpose Eligibility Conditions Shift Premium differential paid for shifts Wage System employees See FSH 6109.11, section 14.5 for percentage Differential worked between 3:00 p.m.--12 a.m. or rates and provisions. 11:00 p.m.--8:00 a.m. Sunday Premium differential paid for Sunday Full-time employees, both GS and Wage See FSH 6109.11. work. System Holiday Premium differential for work on See FSH 6109.11. See FSH 6109.11. established holidays. Hazard Pay Compensation for exposure to certain 1. Full-time part-time, intermittent GS See FSH 6109.11 for details on exposure to or Physical hazards or physical hardships. employee. hazards and hardship. Hardship 2. No one hired under pay plan for emergency firefighters. Environmental Compensation for exposure to certain Wage System employees. 1. See FSH 6109.11, section 14. Differential hazards, physical hardships, and unusual working conditions. WO AMENDMENT 6100-2007-2 6150 EFFECTIVE DATE: 02/22/2007 Page 11 of 14 DURATION: This amendment is effective until superseded or removed.

FSM 6100 - PERSONNEL MANAGEMENT CHAPTER 6150 – CLASSIFICATION AND PAY ADMINISTRATION

6152.2 - Allotments and Assignment of Pay

6152.21 - Overpayments and Waivers

1. Overpayments of $100 or More. Collections of overpayments of $100 or more are covered by the due process procedures of Public Law 97-365. Procedures to follow are in FSH 6109.11, sec. 16.22. Requirements include employee notification by the agency head, designee, or NFC and the opportunity for a review hearing using Department hearing procedures.

2. Waiver of Minimum Deduction. A waiver of the 15 percent of disposable pay deduction based on extreme hardship to the employee may be granted at the Deputy Regional Forester and Assistant Station Director levels.

3. Waiver of Overpayments. Claims against employees or former employees arising from erroneous payments or pay or allowances may be waived in whole or in part. Only the Comptroller General can waive claims of more than $1,500. Regional Foresters and Directors may submit waiver cases in excess of $1,500, which meet the requirements of section 16.5, FSH 6109.11 direct to the General Accounting Office (GAO). The authority to submit waivers direct to GAO may be re-delegated to Forest Supervisors. Approval of waivers for overpayments to casual employees requires the concurrence of the Director, Fiscal and Accounting Services Staff, prior to final decision.

6152.22 - Backpay

Regional Foresters, Station Directors, and the Area Director are delegated authority to approve backpay claims and cases. Cases which are in doubt or where no clear precedent or Comptroller General decision exists shall be sent to the Director, Human Capital Management Staff, Washington Office, for decision or for transmittal to the USDA Office of Personnel or the General Accounting Office (GAO).

6152.3 - Grade Retention

Grant mandatory grade retention when the eligibility requirements are met (FSH 6109.41, DPM 536, subchapter 3, and supplement 990-2, book 531, subpart 3). In addition, grant grade retention when the following conditions are met:

1. The move to a lower graded position occurs during a reorganization, a transfer of function, or reclassification.

2. Management notifies affected employees in writing of anticipated reorganization, transfer of function, or reclassification. WO AMENDMENT 6100-2007-2 6150 EFFECTIVE DATE: 02/22/2007 Page 12 of 14 DURATION: This amendment is effective until superseded or removed.

3. The notice identifies those employees directly affected by the reorganization, transfer of function, or reclassification.

4. In a reorganization, the employee is in the competitive level that is affected.

The move to a lower graded position may be initiated by the employee or by management. It may occur before the employee receives a specific reduction-in-force notice or management's written notice that the employee's position is being downgraded. Management decides on the appropriateness of the placement.

When an employee initiates a move to a lower grade, grade retention under this section is appropriate only if the move has a positive effect on another employee and/or such action will assist management in advancing its objectives and reduce or avoid adverse impacts on employees and the agency's functions.

6152.4 - Pay Retention

Grant pay retention under the provisions in FSM 6152.3 when the employee is not eligible for grade retention and the employee's rate of basic pay would be reduced as the result of a management action.

6152.41 - Priority Placement Consideration

Forest Service employees who are placed in a lower graded position through no fault of their own and covered by mandatory grade and/or pay retention are automatically placed on the priority placement consideration list. Management may place on the priority placement consideration list employees who are placed in lower graded positions through no fault of their own and covered by the grade and/or pay retention policy in FSM 6152.3 and FSM 6152.4.

6152.42 - Records and Reports

See FSH 6109.11 for required records and reports. Maintain sufficient records to demonstrate that requirements and conditions for each grade and pay retention application have been met. Use the National Finance Center's report, including the Position Organization Listing and the Roster of Employees, to show data about the employee's current grade and position, not the grade for which paid (retained grade).

6152.5 - Determining Pay Rate at Time of Appointment, Reinstatement, or Change to Lower Grade

Line officers and unit managers shall pay the minimum rate of the grade for appointment, reinstatement, and change to lower grade to a non-temporary position, unless a higher rate is justifiable (for example, when there is a reasonable relationship between the position on which the highest previous rate is based and the position for which selected, such as the same WO AMENDMENT 6100-2007-2 6150 EFFECTIVE DATE: 02/22/2007 Page 13 of 14 DURATION: This amendment is effective until superseded or removed.

occupational series or similar duties in the same occupational group.) When there is a reasonable relationship between the position on which the highest previous rate is based and the position for which selected, the employee may be paid at any rate for the grade, which does not exceed the employee's highest previous rate. A Forest Service employee's pay is protected to the highest previous rate when the employee accepts a voluntary demotion, except where there is known promotion potential.

Consider the following when determining the rate of pay:

1. Staffing needs.

2. Conditions affecting recruitment and retention of qualified employees.

3. Qualifications and service history of employee.

4. Salary rates of other employees in similar positions in the area.

5. Labor market conditions.

6. Availability of funds.

Document the basis for the pay rate decision if it is other than the minimum rate.

The highest previous rate, when applicable, shall be (1) granted only to non-temporary employees, (2) based on an established tour of duty, (3) based on a rate of pay held for a period of 90 days, and (4) shall not be based on a temporary promotion. The maximum rate cannot exceed the top step of the grade.

When an employee is demoted at his/her own request with the prospect of re-promotion as soon as possible under merit promotion rules (for example, career ladder promotion), select a rate at the lower grade, which upon re-promotion will place the employee at the rate in the higher grade that would have been attained through a direct promotion. Consideration will be given to any within grade increase that might have been attained had the employee remained in grade between the time of demotion and re-promotion. When an employee takes a demotion to enter a formal upward mobility program, this is not considered "at the employee's request" and therefore, the employee is entitled to the highest previous rate if the requirements in the preceding paragraph are met.

See FSH 6109.41, FPM 531-2-4a and DPM 531-2-4a for OPM and USDA requirements and guidance on highest previous rate. WO AMENDMENT 6100-2007-2 6150 EFFECTIVE DATE: 02/22/2007 Page 14 of 14 DURATION: This amendment is effective until superseded or removed.

6153 - PAY UNDER THE PERFORMANCE MANAGEMENT AND RECOGNITION SYSTEM (PMRS)

6153.02 - Objective

The PMRS system is designed to recognize and reward quality performance of supervisors and management officials in grades GM-13, GM-14, and GM-15.

Regional Foresters, Station Directors, Area Director, and Deputy Chiefs shall make coverage determinations within their jurisdictions and shall ensure the consistency of performance standards, completion of performance ratings, and the accuracy of data submitted to the National Finance Center (NFC) for payment.

6153.1 - PMRS Processing Instructions

(FSH 6109.41, FPM/DPM chapter 540.)

6153.2 - Multiple Performance Appraisals

See FSH 6109.13 and FSH 6109.41, FPM/DPM chapter 430 for instructions.

6153.3 - Review of Performance Appraisals

See FSH 6109.13 and FSH 6109.41, FPM/DPM chapter 430 for procedures.

6153.4 - PMRS Performance Awards

FSH 6109.41, DPM chapter 540 and FSH 6109.13 contain direction on administration of PMRS performance awards.