UNITED STATES COAST GUARD Rehire Recall from Retirement SPO User Manual Note: Also review "Actions to Take to Complete Re-hire" (page 12 of this guide) for tips from PSC-OPM-1 for ensuring orders and job data are correct. \ Prepared by Commandant (CG-631) U.S. Coast Guard 2703 Martin Luther King Jr. Ave SE Washington, DC 20593 1
Table of Contents Introduction... 3 Portal Navigation... 3 Rehire Recalled from Retirement Member... 4 Adding Rehire... 4 2 2
1 Introduction This guide documents the procedures that should be used for the Rehire of members who have retired from the U.S. Coast Guard as indicated by an approved Retirement Order and RWP/RWP job row on their most current active duty job row. These procedures are a predecessor to the Assignment Officer (AO) Make Assignment process. Retired members must be rehired before an AO issues Recall Orders in Direct Access. This applies to both Recalls with and without a break in service. SPO users must coordinate with CGPSC and PPC (RAS) when rehiring members for the purpose of recall from retirement. 2 Portal Navigation SPO users can access the Job Data component via the Portal Pagelet link indicated below. Make sure to select the correct Job row before editing any data. The Rehire should take place on the row with AD or RSV Reg Region. 3 3
3 Rehire Recalled from Retirement Member The predecessor process to rehiring a member is the retiree pay suspension process performed by PPC (RAS). Users should make sure to communicate with PPC (RAS) and CGPSC when rehiring members for the purpose of recalls from retirement. 3.1 Adding Rehire Users must be in Correct History Mode. The member s current job row should have an action/reason Retirement w Pay/Retirement w/pay. Before proceeding, click on the Job Information TAB and make note of the JOBCODE and EMPL CLASS for the member. Now click back to the Work Location TAB. 4 4
1. Click on the + to add a new row. The effective date defaults to the current date. Edit the date to the date of the Rehire. 2. Select the appropriate Action and Reason. a. Recall without a Break: Member recalled within 24 hours of retirement Action: Rehire Reason: Recall without a break b. Recall with a Break: Member recalled more than 24 hours after retirement Action: Rehire Reason: Recall with a break in service 3. Enter the Position Number. a. If the member is currently in a location near their new duty station and will not incur costs associated with travel, the member should be hired into the position noted on the official order letter from CGPSC. b. If the member is currently in a location where travel to the new duty station is required, the member should be hired into the Unbudgeted Position at the department nearest their current residence. After entering the position number the data associated with the position will display. 5 5
Currently, there are no Officer unbudgeted positions., only an AD and a RSV unbudgeted POSN for each department, both ENL. Users must use the Override Position Data button under the Position Number field to update the member s Reg Region, Business Unit, and Establishment ID as needed to retain the proper affiliation. Users will need to update this information for all instances when the position information that is defaulted does not match the member s current Business Unit and/or Reg Region. Instances where this information will need to be manually updated include: Hiring an Officer into any unbudgeted position Hiring an AD member into a Reserve unbudgeted position c. Update the Regulatory Region to AD or RSV according to the member s correct AD or RSV affiliation. For the example listed displayed above, the user would need to change the Reg Region from RSV to AD. d. Update the Business Unit according to the member s Officer or Enlisted affiliation. 4. Click the Job Information tab. a. Update the member s Job Code to the last job code held as displayed on the member s Retirement with Pay job row. In the example below, the member s Job Code (415096 Seaman) has defaulted to the Job Code associated with the Unbudgeted Position. The Job Code on the member s Retirement with Pay row is 424093 First Class Electronics Technician so this is what the user must enter on the Rehire job row. Once the Job Code is changed to the correct value, the user will get the message displayed below. Hit the cancel button. 6 6
b. In the Supervisor ID field enter the Employee ID for the SPO Supervisor that will be approving the Rehire. c. Update the member s Empl Class as needed. For this example, the member s Empl Class needs to be changed to AD. 5. Click on the Job Labor tab. a. Update the Labor Agreement to ENL or OFF as needed. The Labor Agreement Entry Dt will default to date of hire. b. If rehiring without a break in service, use the existing ADBD, DIEMS and PBD from previous Job Row. If rehiring with a break in service, use the Date of Enlistment Document or Date of Oath of Office. A Statement of Creditable Service (SOCS) request must be sent to PPC Customer Care. Any necessary adjustments will take place via the SOCS process (see Email ALSPOB/15). 7 7
05 June 2018 6. Click on the Payroll tab a. Make sure to change the member s Pay Group from AD_NO_PAY to USCG STG (USCG AD Staging Pay group. The Pay Group will update once the Rehire is approved. 8 8
7. Click on the Salary Plan tab. a. Grade: Defaults to Pay Grade based on the Job Code entered on the Job Information Tab. b. Grade Entry Date: Will default to date of ReHire, but see below. c. Step: Enter 1 and Tab, but see below. d. Step Entry Date: Will default to date of Rehire but see below. If rehiring without a break in service, Verify the member s Salary Admin Plan, Grade, Grade Entry Date, Step, and Step Entry Date on the new Rehire row matches the data on the member s Retirement with Pay row. If the data does not match, update the fields appropriately. If rehiring with a break in service, a Statement of Creditable Service (SOCS) request must be sent to PPC Customer Care. Any necessary adjustments will take place via the SOCS process (see Email ALSPO B/15). e. Click on Benefits Program Participation at the bottom of the page. f. Click the + sign to add a new row. g. Enter the Rehire date as the Effective Date and enter ACG as the Benefit Program. 9 9
8. Click the Job Data link. 9. Click Save at the bottom of the page. You will receive several Warning messages: Head Count Click the OK button. 10 10
Total FTE Click the OK button. Benefit System Click the OK button. 10. Once the page and changes have saved, follow current Accession Hire/Rehire procedures to approve the accession. 11 11
Actions to Take to Complete Re-hire: 1. Break in Active Service: Action: Recall orders, once approved by the SPO, will generate a re-hire row in DA, prompting the creation of the active duty account for P&A. Once the SPO has verified that the orders have been approved, check the CG Member Info Report, Under the Career Summary section, in DA to ensure the rehire row has been created for the correct date. a. Checking the orders in DA: Once in the orders, in the PCS Order tab, check the following information: - Action - REH - Reason Code - RH1 or RH2 depending on whether the member had a break in service or not - Project Code - AS11 - Program Element - AS. - Rotation date should be the last day of duty of the recall period, usually the last day of the month. b. Next, check the Travel Orders section further down that same page. You will see two rows created. Look at the Seq # s, you should see Seq 1- Depart and Seq 99 - Report. 12
c. In the actual date block for both sequences enter the first day of active duty, should be the first day of the month. Note: Both SEQ 1 and 99 should be approved for the first day of active duty. SEQ 99, once approved by the SPO, is what recalls the member to active duty and authorizes P&A. d. The position numbers for a member with a break in active service should be similar to what you see above. The departing positon should be the 003333 retired payroll position. The new position will be the position the member is filling on active duty. The report date should never change from the first day of active duty. P&A s are effective the date of reporting. e. Once the recall orders have been approved, notify OPM-1F (Separations Chief). PPC will need to be contacted to update the member s status to AD_PAY. The SPO can then restart the member s allowances. Note: Verify state tax is correct. A recall acts as a rehire and defaults to the state tax from the original accession into the service. f. OPM-1 will create the SEP AUTH in DA when the member resumes retirement. If a SEP AUTH has not been created, contact the Separations Chief in OPM. g. In the event that a recall period begin date changes, immediately contact PPC-RAS and MAS to make sure they are aware, so that retired pay stop dates can be adjusted accordingly. If timing is in your favor, pay dates can be amended to hopefully prevent overpayment or no payment. 2. No break in Active Service: Immediate recalls are a little easier to manage, however, there is a progression that must happen in DA. All orders should be processed in the order of progression, i.e. separation orders, then recall orders, etc. a. Approve and Finish the separation orders for the mandatory retirement. b. When the SPO approves the separation order, check the CG Member Info Report in DA and verify that there is an existing RWP (Retired w/ Pay) row for the correct effective retirement date. c. Checking the Rehire orders in DA: a. In the PCS Order tab, check the following information: o Action - REH o Reason Code - RH1 or RH2 depending on whether the member had a break in service or not o Project Code - AS11 o Program Element - AS. o Rotation date should be the last day of active duty. c. Next, check the Travel Orders section. You will see two rows created, just like a normal PCS order. 13
d. The position numbers should remain the same. If the member is changing positions, a set of regular PCS orders will be created. The actual dates for the recall order should never change from the first day of recall. A PCS order can be completed before or after the effective recall date. e. When the SPO approves the recall order it will generate a rehire row in DA. Once the recall orders have been approved verify the actions on the CG Member Info Report in DA. You should see an RWP row on the first day of the month with an effective sequence of 0 followed by a REH (Rehire) row on the first day of the month with an effective sequence of 1 (as shown below); this verifies no break in active service. **As of right now, once the recall orders have been approved by the SPO, DA is incorrectly creating an RWP row. You must notify Mrs. Pam Flewelling-Baum requesting to update the RWP row to an REH row.** f. Amending the Date w/ No Break in Service When a date needs to be amended and an RWP row already exists on the CG Member Info Report in DA for the old date, contact OPM-1 to cancel the existing separation authorization, the separation orders should cancel automatically, but if not the SPO will need to cancel the orders. Verify on the CG Member Info report that the RWP row is gone from the Career Summary section. If the row is gone, create a new SEP AUTH for the new date. Do not attempt to amend the previous SEP AUTH. If this does not work, contact PPC-ADV to manually remove the row. Ensure RAS/MAS are contacted in the event that the amended separation is within the same pay cut as the current separation effective date. g. Once the recall orders have been created in DA, they should follow the steps from Section 1.e g, above. 3. Closing out the Recall Order OPM-1 will issue a new SEP AUTH for the recall end date. If a SEP AUTH has not been created in DA, contact OPM-1. 14
**Known Issues** - BAH and other pay allowances will need to be restarted. - State taxes need to be verified. Rehire defaults to initial accession to military service location. This has been causing tax deductions in the past. - Leave has been selling regardless of whether the carry leave forward button is clicked or not. If this occurs, PPC will need to be contacted to correct. - Active period starts on the report date of recall order vice depart date - Recalls members are hired to an AD_No Pay status vice AD_Pay. PPC-ADV will need to be contacted to update as soon as the rehire has been completed. 15