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    DoD Directive On Phased Retirement

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    The Department of Defense has issued this directive authorizing the implementation of a phased retirement program.

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    DoD Directive On Phased Retirement

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    FedSmith Inc.
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    The Department of Defense has issued this directive authorizing the implementation of a phased retirement program.

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    DoD Directive on Phased Retirement

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    The Department of Defense has issued this directive authorizing the implementation of a phased retirement program.

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
    Download as pdf or txt
    5K views8 pages

    DoD Directive On Phased Retirement

    Uploaded by

    FedSmith Inc.
    The Department of Defense has issued this directive authorizing the implementation of a phased retirement program.

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
    Download as pdf or txt
    of 8

    UNDER SECRETARY OF DEFENSE

    4000 DEFENSE PENTAGON


    WASHINGTON, D.C. 20301-4000
    PERSONNEL AND
    READINESS

    PERSONNEL AND
    READINESS

    June 21, 2016


    MEMORANDUM FOR SECRETARIES OF THE MILITARY DEPARTMENTS
    CHAIRMAN OF THE JOINT CHIEFS OF STAFF
    UNDER SECRETARIES OF DEFENSE
    DEPUTY CHIEF MANAGEMENT OFFICER
    DIRECTOR, COST ASSESSMENT AND PROGRAM EVALUATION
    DIRECTOR, OPERATIONAL TEST AND EVALUATION
    GENERAL COUNSEL OF THE DEPARTMENT OF DEFENSE
    INSPECTOR GENERAL OF THE DEPARTMENT OF DEFENSE
    ASSISTANT SECRETARIES OF DEFENSE
    DEPARTMENT OF DEFENSE CHIEF INFORMATION OFFICER
    ASSISTANTS TO THE SECRETARY OF DEFENSE
    DIRECTOR, NET ASSESSMENT
    DIRECTORS OF THE DEFENSE AGENCIES
    DIRECTORS OF THE DoD FIELD ACTIVITIES
    SUBJECT:

    Directive-type Memorandum (DTM) 16-004 Phased Retirement

    References: (a) DoD Directive 5124.02, Under Secretary of Defense for Personnel and
    Readiness (USD(P&R)), June 23, 2008
    (b) Title 5, United States Code
    (c) Part 2635 of Title 5, Code of Federal Regulations
    Purpose. In accordance with the authority in DoD Directive 5124.02, (Reference (a)) and
    sections 8336a and 8412a of Title 5, United States Code (Reference (b)), this DTM:

    Establishes policy, assigns responsibilities, and provides procedures for the


    DoD Phased Retirement Program.

    Is effective June 21, 2016; it will be converted to a new DoD instruction. This
    DTM will expire effective June 21, 2017.

    Applicability. This DTM applies to OSD, the Military Departments, the Office of the
    Chairman of the Joint Chiefs of Staff and the Joint Staff, the Combatant Commands, the Office
    of the Inspector General of the Department of Defense, the Defense Agencies, the DoD Field
    Activities, and all other organizational entities within the DoD (referred to collectively in this
    DTM as the DoD Components).
    Definitions. See Glossary.
    Policy. It is DoD policy that:

    The Phased Retirement Program is a human resource tool that allows retirement

    DTM-16-004, June 21, 2016


    eligible full-time employees to request to work on a part-time basis and receive a
    portion of their retirement annuity.

    Phased retirement is designed to assist DoD Components with the transfer of


    knowledge and continuity of operations on a short-term basis.

    Participation in the Phased Retirement Program is voluntary and requires the


    mutual consent of both the employee and an authorized DoD Component official.
    DoD Components may limit the number of employees included in the Phased
    Retirement Program, as appropriate.

    Approvals of requests for phased retirement must be based on a sound business


    case and comply with Office of Personnel Management regulations. DoD
    Components must have written criteria in place that will be used to approve or
    deny applications for phased retirement before approving or denying such
    applications.

    Responsibilities. See Attachment 1.


    Procedures. See Attachment 2.
    Releasability. Cleared for public release. This DTM is available on the Internet from
    the DoD Issuances Website at http://www.dtic.mil/whs/directives.

    Attachments:
    As stated

    DTM-16-004, June 21, 2016


    ATTACHMENT 1
    RESPONSIBILITIES

    1. ASSISTANT SECRETARY OF DEFENSE FOR MANPOWER AND RESERVE AFFAIRS


    (ASD(M&RA)). Under the authority, direction, and control of the Under Secretary of Defense
    for Personnel and Readiness (USD(P&R)) and in accordance with Reference (a), the
    ASD(M&RA) has overall responsibility for the development of DoD civilian personnel policy
    covered by this DTM.

    2. DEPUTY ASSISTANT SECRETARY OF DEFENSE FOR CIVILIAN PERSONNEL


    POLICY (DASD(CPP)). Under the authority, direction, and control of the ASD(M&RA), the
    DASD(CPP) supports the development of civilian personnel policy covered by this DTM and
    monitors its execution by DoD Components, ensuring consistent implementation and continuous
    application throughout the DoD.

    3. DIRECTOR, DoD HUMAN RESOURCES ACTIVITY (DoDHRA). Under the authority,


    direction, and control of the USD(P&R) and in addition to the responsibilities in Section 4 of this
    attachment, the Director, DoDHRA, supports the DASD(CPP), as appropriate, in his or her
    execution of this DTM.

    4. DoD COMPONENT HEADS. DoD Component heads:


    a. May approve requests for phased retirement.
    b. Will ensure that the procedures in Attachment 2 of this DTM are followed by their
    respective Components.

    Attachment 1

    DTM-16-004, June 21, 2016


    ATTACHMENT 2
    PROCEDURES

    1. ELIGIBILITY
    a. A retirement-eligible employee is:
    (1) An employee eligible under the Civil Service Retirement System for an
    immediate retirement who has at least 30 years of service and is at least 55 years old, or who has
    at least 20 years of service and is at least 60 years old.
    (2) An employee eligible under the Federal Employees Retirement System for an
    immediate retirement who has at least 30 years of service and has reached his or her minimum
    retirement age (between ages 55 and 57, depending on his or her birth year), or who has at least
    20 years of service and is at least 60 years old.
    b. Retirement-eligible employees must have been employed on a full-time basis for at
    least a consecutive 3 year period ending on the effective date of entry into phased retirement
    status.
    c. Employees who qualify for retirement under the special retirement program for law
    enforcement officers, firefighters, nuclear materials couriers, or air traffic controllers are not
    eligible for the DoD Phased Retirement Program.

    2. WORKING PERCENTAGES AND ESTABLISHED HOURS


    a. Working Percentage. The phased retiree will work one-half the number of hours he or
    she worked as a full-time employee immediately before entering phased retirement. An
    authorized DoD Component official may approve a phased retiree working in excess of the 50
    percent working schedule only in rare and exceptional circumstances meeting all of the
    following conditions:
    (1) The work is necessary to respond to an emergency posing a significant,
    immediate, and direct threat to life or property.
    (2) An authorized DoD Component official determines that no other qualified
    employee is available to perform the required work.
    (3) The phased retiree is relieved from performing excess work as soon as
    reasonably possible (e.g., by management assignment of work to other employees).
    (4) When an emergency situation could have been anticipated in advance,
    management made advance plans to minimize any necessary excess work by the phased retiree.
    b. Established Hours. The phased retirees established work schedule is subject to any
    applicable agency policy and applicable collective bargaining agreement.
    4

    Attachment 2

    DTM-16-004, June 21, 2016

    3. MENTORING. Phased retirees will mentor other employees for at least 20 percent of their
    working hours. DoD Components will establish mentoring guidelines to best fit their needs.
    a. Mentoring is not limited to an employee who may assume the phased retirees duties
    upon the phased retirees final retirement.
    b. An authorized DoD Component official may waive the mentoring requirement in the
    event of an emergency or other unusual circumstances (e.g., the phased retiree being called up
    for active duty) that would make it impractical for the phased retiree to fulfill the mentoring
    requirement.

    4. APPLYING FOR PHASED RETIREMENT


    a. Employees meeting eligibility for phased retirement will complete and submit the
    Standard Form 3116, Phased Employment/Phased Retirement Status Elections, along with any
    appropriate documentation, to an authorized DoD Component official.
    b. An authorized DoD Component official must approve the application in writing and
    must establish a time limit for the period of phased retirement in accordance with Section 5 as a
    condition of approval, using DD Form 3018, Phased Retirement Request and Agreement.
    c. If approved for phased retirement, the employee must submit the appropriate
    documentation to his or her servicing human resources office to transition into a phased
    retirement status.
    d. An employee may withdraw his or her application at any time before the phased
    retirement becomes effective, but not after.

    5. TIME LIMITATION FOR PHASED RETIREMENT


    a. The DD Form 3018 will document the date the employees period of phased
    employment will end.
    b. The following information about the termination of the employees phased
    employment will be included in the DD Form 3018:
    (1) A statement that the employee may request permission from an authorized
    DoD Component official to return to regular employment status at any time and an explanation
    of how returning to regular employment status would affect the employee.
    (2) A statement that the employee may elect to fully retire at any time without
    DoD Component approval.
    (3) A statement that the employee may accept a new appointment at another
    agency, with or without the new agencys approval for phased retirement, at any time before the
    5

    Attachment 2

    DTM-16-004, June 21, 2016


    agreement expires, or within 3 days after it expires and a statement that the DoD Components
    agreement will terminate upon the employees acceptance of an appointment at an outside
    agency.
    (4) A statement that when the phased retirement time limit ends, the phased
    retiree will be separated from employment and that such separation will be considered voluntary.
    (5) A statement that if the employee is separated from phased employment and is
    not employed by another federal agency within 3 days (i.e., the employee has a break in service
    of greater than 3 days), the employee will be deemed to have elected full retirement.
    c. The authorized DoD Component official and the employee may mutually agree to
    rescind an existing agreement, or enter into a new agreement to extend or reduce the agreed upon
    term of phased employment, by entering into a new written agreement before the existing
    agreement expires.

    6. CRITERIA FOR APPROVAL OR DENIAL. Any decision to approve or deny a request for
    phased retirement is at the sole discretion of authorized DoD Component officials and will be
    based on a sound business case. Considerations will include, but are not limited to:
    a. Whether the employees current performance rating is at least Fully Successful or
    equivalent.
    b. Whether a part-time work schedule is appropriate for the employees position.
    c. Whether the employee is willing and able to meet the mentoring requirement.
    d. Whether management has identified appropriate mentoring activities for the employee
    to perform.
    e. How the employees change in work schedule will affect the work units ability to
    meet goals and objectives.
    f. Whether operational needs require the employee to work in excess of a 50 percent
    work schedule.
    g. Whether the employee holds a mission critical or emergency essential position.
    h. Whether the employee has knowledge that needs to be transferred.
    i. As applicable, whether funding is available for both a phased retiree and a newly-hired
    employee.

    7. OUTSIDE EMPLOYMENT WHILE ON PHASED RETIREMENT. While on phased


    retirement, an individual remains a DoD employee in accordance with part 2635 of Title 5, Code
    of Federal Regulations (Reference (c)). The employee is bound by ethics rules and any
    restrictions on outside employment.
    6

    Attachment 2

    DTM-16-004, June 21, 2016

    8. BARGAINING OBLIGATIONS. Before implementing the Phased Retirement Program for


    bargaining unit employees, organizations must fulfill their collective bargaining obligations.

    9. EMPLOYEE RIGHTS. Any complaint procedures, including any applicable administrative


    or collective bargaining grievance procedures that are available in regular employment, remain
    available to phased retirees. No new rights are provided.

    Attachment 2

    DTM-16-004, June 21, 2016


    GLOSSARY
    PART I. ABBREVIATIONS AND ACRONYMS
    ASD(M&RA)

    Assistant Secretary of Defense for Manpower and Reserve Affairs

    DASD(CPP)
    DoDHRA
    DTM

    Deputy Assistant Secretary of Defense for Civilian Personnel Policy


    Department of Defense Human Resource Activity
    Directive-type Memorandum

    USD(P&R)

    Under Secretary of Defense for Personnel and Readiness

    PART II. DEFINITIONS


    These terms and their definitions are for the purposes of this DTM.
    authorized DoD Component official. A DoD Component head or one or more officials delegated
    authority by that DoD Component head to approve requests for phased retirement.
    full-time. An officially established recurring work schedule of 80 hours per biweekly pay
    period.
    phased employment. Less than full-time employment of a phased retiree.
    phased retiree. Retirement-eligible employee who enters phased retirement status and who is not
    fully retired.

    Glossary

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