Appointment User Guide (CSD Branches)...Certificate #: For recruitment-related Appointments only,...

Last Updated: 06.29.2017

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UNDERSTANDING THE APPOINTMENT WORKFLOW

(CSD Branches)


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Contents

CONTENTS ..................................................................................................................................................................... 2

CREATING THE APPOINTMENT ACTION ...................................................................................................................... 3

ACTION DETAILS TAB ................................................................................................................................................... 6

COMMENTS AND ACTION STATUS CODES/DESCRIPTIONS ................................................................................................... 7

THE APPOINTMENT INFORMATION TAB: .................................................................................................................... 8

STARTING THE APPOINTMENT TAB THROUGH THE TENTATIVE JOB OFFER ............................................................................ 9 CSD DEU APPROVAL OF SELECTIONS FROM A DE ANNOUNCEMENT/CERTIFICATE ............................................................. 13 COMPLETING THE APPOINTMENT TAB ............................................................................................................................. 13 TRACKING PATHWAYS APPOINTMENTS ........................................................................................................................... 15

THE APPROVALS TAB: ............................................................................................................................................... 16

ROUTING THE APPOINTMENT ACTION TO THE CSD DEU .................................................................................................. 17

THE PAY TAB ............................................................................................................................................................... 19

FOR ADVANCED RATE OF PAY ACTIONS .......................................................................................................................... 19 FOR HIGHEST PREVIOUS RATE ACTIONS: ........................................................................................................................ 19

THE ORIENTATION TAB: ............................................................................................................................................. 20

THE FINAL PROCESSING TAB .................................................................................................................................... 21

BENEFITS ACTION CREATION ......................................................................................................................................... 23

APPENDIX A: REMINDER EMAILS ............................................................................................................................. 24

45-DAY NTE REMINDER EMAIL ..................................................................................................................................... 24 PATHWAYS ASSIGN A MENTOR EMAIL ............................................................................................................................. 25 PATHWAYS ESTABLISH AN INDIVIDUAL DEVELOPMENT PLAN (IDP) AND STRUCTURED TRAINING EMAIL .................................. 25 PATHWAYS PROGRAM ENDING EMAIL ............................................................................................................................. 25 DISABLED VETERANS LEAVE EMAIL ................................................................................................................................ 26 REEMPLOYED ANNUITANT EMAIL.................................................................................................................................... 27 PREPARE FOR NEW HIRE IC NOTIFICATION EMAIL ........................................................................................................... 28 ENTRANCE ON DUTY (EOD) DATE DEADLINE EMAIL......................................................................................................... 29 PROVIDE PERMANENT FEDERAL EMPLOYEE ID EMAIL ...................................................................................................... 31 CONFIRM PERMANENT FEDERAL EMPLOYEE ID EMAIL...................................................................................................... 31 RETRIEVE APPOINTMENT SF-50 FOR RECRUITMENT CASE FILE ........................................................................................ 32 SEND APPOINTMENT ACTION TO FINAL AUTHORIZER ........................................................................................................ 33 NEW EMPLOYEE WELCOME EMAIL ................................................................................................................................. 34 TITLE 38 PREMIUM PAY DESIGNATION IN ITAS EMAIL ...................................................................................................... 35

APPENDIX B: TRACKING SELECTIONS AND DECLINATIONS OR NON-HIRES ....................................................... 36

KEY DEFINITIONS ......................................................................................................................................................... 36 TRACKING SELECTIONS USING THE WITS APPOINTMENT FORM (1ST SELECTIONS AND ADDITIONAL SELECTIONS) ................... 37 TRACKING SELECTIONS USING THE WITS APPOINTMENT FORM (SHARED CERTIFICATES) .................................................... 38


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Creating the Appointment Action

The Appointment Workflow is used to track the processing of employee appointments. It can be initiated in one of

three ways. The gaining CSD Branch or IC is responsible for creating the action

From the Recruitment Workflow:

In some cases, the Appointment workflow can be initiated as a “subprocess” to the Recruitment workflow from

directly within the Recruitment action. From within the Recruitment form, the HR Specialist initiates an

Appointment action by choosing Initiate Appointment from the drop down routing menu at the top of the page.

The Appointment action will be initiated, sent to your WiTS worklist, and will be listed below the original

recruitment.

Note: You may make this selection multiple times for as many employees as are being hired from the

recruitment.

For more information about the Recruitment workflow, please see the Recruitment User Guide (CSD

Branches).

From the Unassigned Staffing Processes bizcove:

In other cases, the Appointment workflow is initiated from the Unassigned Staffing Processes bizcove on the

WiTS Work Area Page. Shortly (15 minutes) after a Capital HR Job Requisition is approved, an action is

automatically generated in WiTS and can be found in the Unassigned Staffing Processes bizcove for your

http://intrahr.od.nih.gov/hrsystems/staffing/wits/documents/recruituserguidecsdbrnchs.pdf



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Branch. Because WiTS does not know whether the incoming action is a Recruitment or an Appointment, it is

held in the unassigned staffing area until a CSD staff member retrieves it and assigns it as either a

Recruitment or an Appointment.

Assigning these actions and beginning work on them in a timely manner is critical. For this reason, a series of

reminder emails are sent when an action has not been assigned to an HR Specialist:

On the 3rd day – email to all Team Leaders in the branch

On the 5th day – email to Branch Chief

On the 7th day – email to Deputy Director that is assigned to the branch

To assign the action, the CSD staff member clicks on the checkbox next to the action and selects “Open

Selected Action”

When the CSD staff member opens the action, the Determine Staffing Process form displays the information

that was sent over from Capital HR.

The CSD staff member reviews this information and determines whether the action is a Recruitment or an

Appointment. This is necessary because IC staff may enter Capital HR Job Requisitions for Recruitments, but

may also enter them for Appointments where recruitment is not necessary (e.g., Shared Certificate selections,

Committee Members, Special Experts, certain non-competitive appointments, etc.). Whether the Capital HR

Job Requisition is used in this manner will vary from IC to IC.


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All of the fields on the Determine Staffing Process page contain information that was entered by the IC staff

member and cannot be edited, but can be after an Appointment or Recruitment action is created. Blank fields

indicate that the IC staff member did not enter the information into Capital HR.

Any comments the IC staff member entered into the Capital HR Job Requisition are listed in the Cap HR

Comments field; any attachments to the Capital HR Job Requisition are also contained in the WiTS action.

WiTS Tip: Branch HR Specialists can refer IC staff to the Capital HR User Guides Web Page for

more information on Capital HR.

Assigning a Determine Staffing Process action to an HR Specialist

1. The CSD staff member indicates whether the Global Recruitment Unit (GRU) will handle the action.

2. The CSD staff member assigns the action to the appropriate HR Specialist from dropdown menu.

3. The CSD staff member selects Initiate Appointment from the routing menu to route the action.

If it is determined that the action is a Recruitment, the CSD staff member selects Initiate Recruitment.

For more information on how to use the Recruitment workflow, please see the Recruitment User Guide

(CSD Branches). If the action was initiated in error, you can cancel the action. You may re-use the

Capital HR Job Requisition # if you cancel an action.

4. The Appointment action is sent to the worklist of the assigned CSD HR Specialist.

http://hr.od.nih.gov/hrsystems/staffing/caphr/userguides.htm




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As a Stand-Alone Appointment:

In cases where the Appointment is not associated with any recruitment activity (e.g., certain veterans,

disability, committee members, special experts, Title 42 appointments, etc.) and/or where the Appointment is

being processed as a result of a shared certificate/additional selection, the Appointment workflow can be

initiated from the WiTS Action Initiation bizcove as a “stand-alone” process.

Action Details Tab

WiTS#, Date Entered: System-generated.

Date Rec’d in HR: Enter the date that the initial Appointment package or request was received. For

Recruitment-initiated Appointments, this field will be autopopulated with the date the action was initiated

from the Recruitment action. You can change this date if you initiate the appointment action after the

request or appointment package was received.


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AO First Name, Last Name, Email address: The NED Lookup feature should be used to locate the

information for the Administrative Officer or other IC contact.

DSSEM: Auto-selected as “No”. Only select “Yes” if this is an Appointment being handled by DSSEM.

Global Recruitment?: Select “Yes” if this is a global recruitment. Otherwise, select “No.”

Administrative Code, Institute/Center, Organization Initials: Enter the Admin Code associated with

the Appointment. For Recruitment-initiated and Cap HR-initiated Appointments, this will be

autopopulated. Use the Admin Code that the employee/new hire is entering.

Proposed Effective Date: Enter the Proposed Effective Date of the appointment. Update this date if

the Proposed Effective Date changes during the appointment process.

CSD Branch Chief, CSD Team Leader, CSD HR Specialist, CSD HR Assistant, Final Authorizer:

Select the appropriate participants.

Is the Package Complete?: Indicate whether the initial appointment package submitted by the

IC/Program is complete (you have all required documents/information needed to process the

appointment). If the initial appointment package is not complete, select ‘No.’ Do NOT change this field

when the IC/Program area submits a complete package. Once you select, ‘No’, leave this field as ‘No.’

Date Complete Package Received?: Indicate the date you received all of the required documentation

to process the Appointment action. For Appointments related to a Recruitment action, enter the date

the Selecting Official returned the hiring decision to HR. This is a required field before sending an

action to the CSD DEU.

Comments and Action Status Codes/Descriptions

Comments, Action Status Code, Action Status, and the Action Status Description fields are visible to HR staff

and IC customers on a majority of WiTS reports. It is important that these fields are current and accurate.

Entries in the Comments section should include a timeline of the action’s progression. They should be listed in

reverse chronological order with the most recent entry at the top of the comments field, and they should be

updated as needed.


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The Appointment Information Tab:


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Starting the Appointment Tab through the Tentative Job Offer

NIH Employee?: Indicate whether the appointee is an NIH employee.

Appointee’s First name, MI, Last Name, Appointee Email address, Employee ID: If the appointee

is a current Federal NIH employee, use the Employee Lookup feature to auto-populate their

information. If not, manually enter all information (including personal email address).

Related Recruitment WiTS #: For Appointment actions initiated directly from Recruitments, this will be

auto-populated. For stand-alone Appointments, enter the related Recruitment, if applicable.

Announcement #: For recruitment-related Appointments, select the announcement number.

Certificate #: For recruitment-related Appointments only, select the certificate number.

Relationship to Recruitment Action: For recruitment-related Appointments only, indicate if the

appointment is the 1st Selection, Additional Selection, or from a Shared Certificate. View the Appendix

B: Tracking Selections and Declinations or Non-Hires for more information.

Certificate Type: For recruitment-related Appointments only, select the certificate type.

Cap HR Job Requisition#: This will be populated for actions created from the Unassigned Staffing

process. If not, manually enter the number.

Position Title, Pay Plan, Series, & Grade: Enter the information for the position that the employee is

entering. For Appointments that are related to recruitments, these fields will be auto-populated based

on the certificate that is selected.

Step, Full Performance Level, Pay Tier, Pay Band: Enter the information for the position that the

employee is entering.

Special Pay Indicator: Select the appropriate Special Pay Indicator Type from the dropdown. If the

series you entered does not contain occupations eligible for Title 38 Premium Pay, this field will be

defaulted to ‘Not Applicable’.

WiTS Tip:

If you enter an occupational series that may be entitled to Title 38 Premium Pay, you will receive a pop-

up notification reminding you to select the appropriate Special Pay Indicator Type. Eligibility for Title

38 premium pay is based on the occupation, not the series. Some series contain multiple occupations

but only certain occupations are eligible for Title 38 Premium Pay. Parenthetical and supervisory

position titles as allowed by OPM do not impact Title 38 Premium Pay eligibility. To learn more about

Title 38 Premium Pay or to view the list of occupational series currently entitled to receive Title 38

Premium Pay, please view the Title 38 Premium Pay SOP.

https://intrahr.od.nih.gov/policyguidance/sops/documents/pay/SOP-Title38PremiumPay.pdf


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Communication Point

After the Transaction Tab and the appointee’s basic information has been completed, the HRS can select

“Send Pkg Rec’d Email” from the routing menu to send an email notice to the AO or other IC contact advising

the action has been received in HR.

The HR Specialist then returns to the action and continues the completion of the Appointment form.

Job Code: Enter the job code associated with this appointment. The Job Code Lookup feature can be

used to identify appropriate Job Codes in Capital HR:


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Position Number: Enter the position number associated with this appointment. The Position

Number Lookup feature can be used to locate vacant position numbers from Capital HR that may

be used for the appointment.

Duty Location: Select the appointee’s duty location from the lookup.

Position’s Supervisor First Name, Last Name, Email address: The Employee Lookup feature should be

used to locate the information for the position’s Supervisor.

CAN: Enter the Common Accounting Number.

WiTS Tip:

After completing the above fields, if you determine that you need to create, activate, or modify a Job Code

and/or Position Number, you can do so by navigating to the routing menu and selecting “Initiate JC/PN”. This

will create a new Job Code/Position Number request for you, pulling over the HR Specialist, HR Assistant,

employee, and position specific-information. This action will appear in the assigned HR Specialist’s worklist.


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HR CARDS PD Used? Indicate whether an HR CARDS position description was used. “Used” is

defined as using an HR CARDS PD or the Evaluation Statement as the basis for the position

description that the appointee will be placed on.

HRC# (HR CARDS Number): If an HR CARDS PD was used, enter the HRC Number.

Legislative Initiative Supported: Indicate whether the position will be supporting a Legislative

Initiative.

Date Cert Sent to Selecting Official: For recruitment-related Appointments only, enter the date

that the certificate was sent to the Selecting Official.

Date of Hiring Decision: For recruitment-related Appointments only, enter the date that the

Selecting Official made the hiring decision.

Date Hiring Decision Received in HR: For recruitment-related Appointments only, enter the date

that OHR received the hiring decision and authorized the HR Specialist to make the tentative job

offer.

Date of Tentative Job Offer: Enter the date that you made the first attempt (e.g., called, left a

voice message, email, etc.), to contact the selectee to offer the job.

Tentative Job Offer Response Date: Enter the date the candidate responded to the tentative job

offer.

Job Offer Response: Select the candidate’s response from dropdown.

Additional Approval Required?: Indicate if any additional approvals (Student Loan Repayment,

Service Credit for Annual Leave, Ethics clearance, etc.) are required before making the Official Job

Offer. If “Yes”, enter the associated dates on the Approvals Information tab.

CSD DEU Approval of Selections from a DE Announcement/Certificate

The Branch HRS will select the DEU Selection Approver (the individual who will approve or disapprove of the

selection) from the ‘DEU Selection Approver’ drop-down menu.

Completing the Appointment Tab

Date Prepare for New Hire Sent to AO: Date stamp of when the Date Prepare for New Hire Email

was sent to the Administrative Officer or IC Contact.

Date of Official Job Offer: This is the date you communicated the final conditions of the offer (salary,

incentives, EOD Date, etc.) to the selectee.

Official Job Offer Response Date: Enter the date the candidate responded to the official job offer.

Date Security Investigation Initiated: This field is auto-populated with the Date Prepare for New Hire

Email is sent.


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Clearance Level Required for Position: Enter the security level required for the appointee’s position.

For recruitment-related appointments, this selection should match what was advertised in the USA

Staffing vacancy announcement.

OGE - 450 Filer?: Indicate whether the appointee will be subject to OGE-450 filing requirements. For

more information, please visit the NIH Ethics web page.

OGE - 278 Filer?: Indicate whether the appointee will be subject to OGE-278 (Public Financial

Disclosure) filing requirements.

Note: when ‘Yes’ is selected, the following informational email is automatically sent to the NIH Ethics

Office, the CSD Branch Chief, Team Leader and HR Specialist when the form is saved:

Type of Selection: Indicate whether the selection was competitive or non-competitive.

Appointment Type: Select the appointment type.

Nature of Action Code: Select the appropriate Nature of Action Code and associated Nature of Action.

Hiring Flexibility Used? Indicate whether or not a hiring flexibility was used for this appointment.

Hiring Flexibility Type: If a hiring flexibility was used, select the hiring flexibility type.

Other (Hiring Flex type): Use this field to manually enter the hiring flexibility, if applicable.

Priority Placement: Indicate whether this will be a priority placement.

Basic Pay: Enter the appointee’s Basic Pay.

Adjusted Basic Pay: Enter the appointee’s Adjusted Basic Pay.

Professional Designation: For Title 42 appointments, select the approved Professional Designation.

Category: For Title 42 appointments, select the approved Category.

Medical Specialty: Select the appointee’s medical specialty, if applicable.

EOD Date: Enter the appointee’s entrance on duty date, which is the date on which an appointee

completes the necessary paperwork and is sworn in as an employee.

WiTS Tip:

After the EOD Date and Tentative Job Offer Response Dates are complete, an automatic email is sent

to the Administrative Officer copying the Branch HR Specialist. This notification serves as a reminder

for the IC to prepare for the new hire. See the Prepare for New Hire IC Notification Email section of this

guide for more information.

https://ethics.od.nih.gov/topics/450-info.htm

http://ethics.od.nih.gov/topics/forms278.htm

http://ethics.od.nih.gov/topics/forms278.htm


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Board Certification: Enter the appointee’s board certification, if applicable.

Eligible for Benefits?: Indicate whether the appointee is eligible for benefits. Select ‘Yes’ even if the

appointee is only eligible for Federal Employees Health Benefits and not full benefits coverage.

Veterans Preference: Select the appointee’s Veteran Preference code.

First Appointment in the Federal Service?: If you indicated that the appointee is not an NIH

employee at the top of the page, this field will appear so that you may note whether or not this is their

first Federal appointment.

Is this person being reappointed?: If applicable, note whether the individual is being reappointed.

WiTS Tip:

Employees who are hired on or after November 5, 2016 who are Veterans with a 30% or greater service-connected disability may be eligible for Disabled Veterans Leave. The morning after the Official Job offer is noted as having been accepted, an email is sent to the Administrative Officer, Supervisor and HR Specialist advising that the appointee may meet this criteria. See the Disabled Veterans Leave Email section of this guide for information on the notification.

Reemployed Annuitant: If the appointee is a reemployed annuitant, indicate if they have been granted

a waiver of salary offset or not. This field triggers an email notification to the servicing WRD Benefits

Specialist. See the Reemployed Annuitant Email section of this guide for information on the

notification.

NTE Date: Enter the not-to-exceed When applicable, enter the date that all required educational

documents were received.

Tracking Pathways Appointments

When appointing an individual into a Pathways position there are specific fields that need to be completed.

This information is used to help NIH track Pathways appointments and send various reminder emails to ensure

compliance with regulations.

Pathways Agreement Completed?: Indicate that the Pathways Agreement was completed.

For Pathways Interns (Temporary and Indefinite), indicate if the new hire requires a work

permit. If a work permit is required, indicate the date it was received.

Date of Program Completion: Enter the appointee’s expected program completion date.

https://hr.od.nih.gov/benefits/leave/dvl.htm


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For Recent Graduates and Presidential Management Fellows, the ‘Pathways Agreement

Completed?’ and ‘Expected Date of Program Completion’ fields need to be completed.

For NIH Interns (Temporary and Indefinite), the ‘Pathways Agreement Completed?’ field

needs to be completed.

The Approvals Tab:

Release Date Requested: Indicate if a release date is required for this appointment.

Date Release Requested: Enter the date you contacted the losing agency or organization for a release

of their employee.

Approved Release Date: Enter the negotiated release date.

Date Pkg. Sent for Additional Approval: If applicable, enter the date that the approval package was

sent to the authorizing official(s). For cases where multiple approvals are required, enter the date of

the first approval package sent.

Date Approval Decision Rec’d in HR: If applicable, enter the date that HR received a decision (and

authorization to make the Official Job Offer) on all additional approvals.

FIC/DIS Approval Date: Enter the date the Fogarty International Center/Division of International

Services approved the visa, if applicable.

VISA/EAD Effective Date: Enter the date the visa or other Employment Authorization Document was

effective, if applicable.

VISA/EAD Type: Select the type of visa or other Employment Authorization Document, if applicable.


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VISA/EAD Expiration Date: Enter the date the visa or other Employment Authorization Document

expires, if applicable.

DEU Selection Approver: Select the individual in the CSD DEU who will approve of the DE selection.

This individual is typically the same person who issued the certificates (i.e., DE HR Specialist).

Routing the Appointment Action to the CSD DEU

The Branch HRS selects ‘Send to DEU (Sel Apprvl)’ from the routing menu to send the action to the CSD DEU:

WiTS sends an email to the Branch HRS and the DEU Selection Approver. This email notifies both parties that

the CSD DEU has received a request to review a selection for approval.

The DEU Selection Approver will complete the following fields. Only members of the CSD DEU can complete

these fields:

DEU Selection Decision

Date of DEU Selection Decision

Addt’l DEU Selection Info Needed

DEU Selection Decision Comments

CSD DEU Selection Review/Approval

After the DE Selection Approver has reviewed the selection, he or she will either:

Approve the selection o In this case, the Branch HRS will receive an email stating that the selection has been approved

by the DEU and the Branch is authorized to extend an official job offer.


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o WiTS will return the action to the Branch HRS with the ‘Date of DEU Selection Decision’ field completed.

Disapprove the selection o In this case, the Branch HRS will receive an email stating that the selection has not been

approved by the DEU. o WiTS will return the action back to the Branch HRS.

Mark the action as ‘More Information Needed’ o In this case, the Branch HRS will receive an email stating that the action is being returned to

them because additional information/documentation is needed. o WiTS will return the action back to the Branch HRS.

Once the Branch HRS receives the approved WiTS Appointment action back, he or she can make the

Official Job Offer and continue with the Appointment process.


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The Pay Tab

Note: This tab only needs to be completed if you are using an Advanced Rate of Pay or Highest

Previous Rate appointment.

Pay Type: Indicate whether or not the salary is based on the individual’s Highest Previous Rate (HPR)

or if the salary is being set as an Advanced Rate of Pay (ARP) appointment. Your selection of the Pay

Type will drive the fields that are displayed on this tab.

For Advanced Rate of Pay actions

Date ARP Sent for Approval: Enter the date the ARP was sent for approval.

Date ARP Approved: Enter the date the ARP was approved by HR.

ARP Justification: Select the justification for the ARP.

ARP Step Determination Based On: Select the basis for the step determination.

Step Assigned: Select the approved step for the ARP.

For Highest Previous Rate actions:

Date HPR Authorized by IC: Enter the date the IC approved the use of Highest Previous Rate.

Maximum Payable Rate: Enter the highest dollar amount the IC is allowed to offer the appointee under

the Maximum Payable Rate rule.

Step Assigned: Select the approved step under the use of Highest Previous Rate.


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The Orientation Tab:

Attending Orientation: Indicate if the appointee will be attending the full New Employee Orientation

(NEO), presentation only, or if they will not be attending. Select ‘Not Attending’ will lock down the other

orientation-specific fields.

Orientation Date: Enter the date that the appointee is scheduled to attend the New Employee

Orientation, if applicable.

Orientation Location: Select the location of the orientation session the appointee will be attending, if

applicable.

Appointee’s Email Address for Orientation Contact: Enter the appointee’s personal email address

that will be used to contact the appointee regarding orientation.

Hire Type: Select the hire type. Please note that this field is used for orientation tracking only.

Date Official Offer Letter Sent: Enter the date the official offer letter was sent to the appointee.

Servicing Team Leader: This field is only visible when ‘Global Recruitment?’ on the Transaction

Information tab is ‘Yes.’ This field is used by the Global Recruitment Unit to indicate the servicing

Team Leader in the Branch associated with the Appointment action. The New Employee Welcome

Email will be sent from the individual selected on this field rather than the HR Specialist.

At any time during this process, the HR Specialist or Assistant has the option to:

Send an email to the AO to advise them that the Appointment package is incomplete (missing either

documentation or information) by selecting “Send Pckg Incomplete Email” from the drop down routing

menu.


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Send the WiTS action to their HR Assistant for completion of the form by selecting “Send to HRA” from

the drop down menu. The action will be sent to the HR Assistant who is assigned on the Transaction

Information Tab.

After all of the tabs have been completed, the HR Specialist (or HR Assistant) selects “Send to Final

Authorizer” to send the action to the final authorizer for final processing.

The Final Processing Tab

The Final Authorizer reviews the information on all tabs and completes the fields on the Final

Processing/Authorization tab.


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Effective Date: The date on which the personnel action takes place and on which the employee's

official assignment begins.

Date Pro’d in Capital HR: The date on which the personnel action was processed in system of record.

Employee ID: For appointees who are not already NIH employees, enter the employee’s identification

number in Capital HR. This is an eight (8)-digit number.

Temporary Federal Employee ID Assigned: Indicate if the appointee was assigned a temporary

federal employee identification number. Employees who are assigned a temporary federal ID will

receive an email notification requesting that they submit a copy of their permanent ID (SSN) to Human

Resources. Additionally, the Final Authorizer will receive a notification to ensure that the correction

action was processed. See the Provide Permanent Federal Employee ID Email and the Confirm

Permanent Federal Employee ID Email section of this guide for more information on these notifications.

WiTS Tip: The Temporary Federal Employee ID Assigned field defaults to NO. If the new hire was

assigned a temporary federal identification number (also known as pseudo social security number), the Final

Authorizer should update this field to YES. When users update this field, they will receive the below message.

The Final Authorizer then selects “Action Complete” to move it to Archives.

The following email notice is sent to the AO, advising them that the Appointment action has been

processed by HR:


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Note: If the Appointment action was processed for an employee in a position in the ‘GP’ pay plan, the following

automated notification is also sent to the Compensation and Policy Division’s Title 38 Team at

[email protected]:

Benefits Action Creation

Immediately after the Appointment action is completed and if the Eligible for Benefits field = ‘Yes’ and the

Attending Orientation field is either ‘Full Orientation’ or ‘Presentation Only’, a new benefits action is created

and routed to the associated Benefits Assistant in BPLB.

WiTS Tip: It is important that Appointment actions are completed in real-time as this will affect the

processing of the associated Benefits action and various email notifications to the Program Area and the

employee.

mailto:[email protected]


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Appendix A: Reminder Emails

Throughout the appointment process, WiTS sends escalation and reminder emails to HR staff as well as to our

IC customers based on certain dates and data that is entered on the related forms. These emails are intended

to keep the processes moving in a timely fashion, to help ensure that we meet our mutual hiring reform goals,

and to provide HR/IC staff with helpful reminders. All of the emails listed below are sent at approximately

6:00am (ET) every morning (including weekends and holidays).

45-Day NTE Reminder Email

Forty-five (45) days before the expiration of a Detail, Extension of Detail, and Promotion NTE, an

email is sent to the CSD HR Specialist and the CSD Team Leader. If the CSD HR Specialist leaves the

Office of Human Resources, the email will be sent to the CSD Team Leader, if the CSD Team Leader

leaves the Office of Human Resources, the email will be sent the CSD Branch Chief.

Forty-five (45) days before the expiration of an Appointment, Conversion, or Extension of an

Appointment, an email is sent to all CSD Team Leaders currently in the Branch along with the current

CSD Branch Chief.


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Pathways Assign a Mentor Email

For Recent Graduates and Presidential Management Fellows, WiTS sends an email reminder to the

Administrative Officer and Supervisor with a copy to the HR Specialist reminding the program area to assign

the appointee a mentor. The email is sent 65 and 85 days after the effective date of the appointment action.

Note: If the CSD HR Specialist leaves the Office of Human Resources, the email will be sent to the CSD Team

Leader, if the CSD Team Leader leaves the Office of Human Resources, the email will be sent the CSD

Branch Chief.

Pathways Establish an Individual Development Plan (IDP) and Structured

Training Email


Administrative Officer and Supervisor with a copy to the HR Specialist reminding the program area to establish

the appointee’s IDP and to remind them of the structured training requirements. The email is sent 30 and 44

days after the effective date of the appointment action.

Note: If the CSD HR Specialist leaves the Office of Human Resources, the email will be sent to the CSD Team Leader, if the CSD Team Leader leaves the Office of Human Resources, the email will be sent the CSD

Branch Chief.

Pathways Program Ending Email


Supervisor, CSD HR Specialist, CSD Team Leader, CSD Branch Chief, Administrative Officer and Servicing

Team Lead 45 and 60 days before their program ends. This email is generated based on the Expected Date of

Conversion on the Appointment form.

Note: If the Servicing Team Lead leaves the Office of Human Resources, the email will be sent to the Servicing Branch Chief.


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Disabled Veterans Leave Email

The following notification will be sent to the Administrative Officer, Supervisor and HR Specialist (with a cc to

WRD) when the CSD HR Specialist indicates that the appointee:

Is a Veteran with a 30% or greater service-connected disability, AND

Is being initially appointed to the Federal service, or after a break in service to returning after military

service.

Email Notes:

WiTS will send the email notification the day after the Appointment form is updated indicating the

appointee has accepted the Official Job Offer.

The email will be sent from the CSD HR Specialist’s email box.


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Reemployed Annuitant Email

The following notification will be sent to the servicing WRD/Benefits Specialist when the appointee is a

reemployed annuitant. The body of the email and the instructions will differ if the new hire has a waiver or not.

Email Notes:

WiTS will send the email notification the day after the Appointment form is updated indicating the

appointee is a reemployed annuitant.

The email will be sent from the WiTS email box, but if the Benefits Specialist replies, the email will be

sent to the CSD HR Specialist.


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Prepare for New Hire IC Notification Email

The following notification will be sent to the Administrative Officer with a copy to the HR Specialist the day after

the Tentative Job Offer Response and EOD Date fields are completed.

Email Notes:

An email will not be sent for appointees who declined the tentative job offer.


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Entrance on Duty (EOD) Date Deadline Email

Unless a waiver has been granted by the Director, Client Services Division, individuals selected from a

certificate must EOD within 180 days from the Certificate Expiration Date. There are different emails and

calculations depending on if the EOD Date on the Appointment form is complete.

When EOD Date is entered, and the difference between the Certificate Expiration Date and the EOD

Date is:

Between 90 and 119 days, an email is sent to the Branch Chief with a cc to the Team Leader and HR

Specialist.

Between 120 and 149 days, an email is sent to the assigned Deputy Director with a cc to the Branch

Chief, Team Leader and HR Specialist.

150 days or more, an email is sent to the Director, CSD with a cc to the assigned Deputy Director,

Branch Chief, Team Leader and HR Specialist.

Email Exclusions:

If the Appointment action has been sent to the Final Authorizer.

If the Appointment action is cancelled or complete.

If the Appointment action is not related to a Recruitment action.

When EOD Date is blank, and the difference between the Certificate Expiration Date and Today’s is:

Between 90 and 119 days, an email is sent to the Branch Chief with a cc to the Team Leader and HR

Specialist.

Between 120 and 149 days, an email is sent to the assigned Deputy Director with a cc to the Branch

Chief, Team Leader and HR Specialist.


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150 days or more, an email is sent to the Director, CSD with a cc to the assigned Deputy Director,

Branch Chief, Team Leader and HR Specialist.

Email Exclusions:

If the Appointment action is cancelled or complete.

If the Appointment action is not related to a Recruitment action.


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Provide Permanent Federal Employee ID Email

WiTS sends the following notification to the appointee’s email address on the Appointment form, automatically,

10 days after the Effective Date for Appointment actions where a Temporary Federal Employee ID was

assigned. The HR Specialist, HR Assistant, Final Authorizer and Administrative Officer are blind copied on the

email. This serves as a reminder for the appointee to provide their permanent federal employee ID number.

Email Notes:

The email is sent from the HR Specialist.

Emails are only sent for completed actions.

Confirm Permanent Federal Employee ID Email

WiTS sends the following notification to the Final Authorizer with a copy to the HR Specialist, automatically, 30

days after the Effective Date for Appointment actions where a Temporary Federal Employee ID was assigned.

This serves as a reminder for the Final Authorizer to confirm that a correction action has processed for the

employee.

Email Notes:



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Retrieve Appointment SF-50 for Recruitment Case File

WiTS sends the following notification to the HR Specialist, with a copy to the HR Assistant, automatically, 14

days after the Effective Date for Appointment actions which were related to a Recruitment.

Email Notes:



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Send Appointment Action to Final Authorizer

All Appointment Actions, where the appointee is attending Full Orientation, must be routed to the Final

Authorizer no later than the Friday before their Entrance on Duty Date in order to allow the Final Authorizer

enough time to review and process the action. Therefore, WiTS sends the following notification(s) to remind

staff of this CSD process. This notification is sent the week before the new pay period on Monday,

Wednesday, and Friday.

On Monday (seven days before the usual Entrance on Duty Date, unless there is a federal holiday) o Email sent To: HR Assisstant and CC: HR Specialist

On Wednesday (five days before the usual Entrance on Duty Date, unless there is a federal holiday) o Email sent To: Team Leader and CC: HR Specialist and HR Assistant

On Friday (three days before the usual Entrance on Duty Date, unless there is a federal holiday) o Email sent To: Branch Chief and CC: Team Leader , HR Specialist and HR Assistant

Email Exclusions:

If the Appointment action is cancelled, complete, or sent to the Final Authorizer.

If the Appointee is not attending Orientation or is attending the Presentation Only.

The Entrance on Duty Date has not been entered on the Appointment form.


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New Employee Welcome Email

To give new employees a warm welcome, WiTS sends new employees who attend Orientation an email 30

days after their first day.

Email Notes:

WiTS will send the email 30 calendar days after the EOD Date.

WiTS will only send this email if the employee is attending Orientation (i.e., Full Orientation or

Presentation Only).

WiTS will send this email to the employee’s address that is entered on the Appointment form.

This email will be from the CSD HR Specialist listed on the Appointment form, except for Global

Recruitment Unit (GRU) actions. For GRU actions only, there will be a ‘Servicing Team Leader’ field on

the Orientation tab. Here, the GRU staff member will select the Team Leader who is responsible for

the organization that the new hire will be appointed to.

This email will not be sent for actions that are cancelled or that have not been completed (i.e., archived

by the Final Authorizer).

Note: Emails sent to new OHR employees will also include a link to the OHR Handbook.

http://intrahr.od.nih.gov/hrguidance/ohrhandbook/default.htm


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Title 38 Premium Pay Designation in ITAS Email

The following notification will be sent to the Administrative Officer the day after the action has been completed

by the Final Authorizer. This email reminds the Administrative Officer to update the employee’s ITAS record to

reflect they are entitled to receive Title 38 Premium Pay.

Email Notes:

Email is only sent when Special Pay Indicator dropdown selection is Pay Cap Exception; Sec.

Consultant; Spec. Pay Plan AD Employ; Title 38 Non Clin. Nurses; or Title 42-CC Float Pool Employee.

Email appears to be from the CSD HR Specialist associated with the Appointment action.


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Appendix B: Tracking Selections and Declinations or Non-Hires

This appendix provides additional guidance on how to track selections and declinations or non-hires in WiTS.

There is no requirement to create an Appointment action for each declination or non-hire in WiTS. However, if you begin the hiring process and

create an Appointment action, you should complete as much information on the Appointment form as possible and then cancel the action. The

information entered on the cancelled Appointment action can be referenced in Archives if needed in the future; however, once an action is

cancelled, it is removed from all reports and dashboards.

Key Definitions

Recruitment Effort: All vacancy announcement(s) and associated certificate(s) contained within one WiTS Recruitment action.

Declination: When a selected candidate does not accept or conditionally accept an offer for employment.

Non-Hire: When a selected candidate accepts an offer, but does not begin employment. For example, the candidate failed a security

clearance, the Selecting Official rescinded the offer, the candidate withdrew their consideration for the position after they accepted the

offer, etc.

Initiating Selecting Official: The Selecting Official who presented a hiring need and collaborated with OHR/CSD to post the vacancy

announcement(s).

Initiating Human Resources Specialist: The individual who posted the vacancy announcement(s) or who is responsible for the

Recruitment Effort.

Sharing Human Resources Specialist: The individual who obtains the certificate(s) from the Initiating Human Resources Specialist.

Sharing Selecting Official: The Selecting Official who reviews or makes a Hiring Decision from a certificate that is shared with them.


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Tracking Selections Using the WiTS Appointment Form (1st Selections and Additional Selections)

When the Selection/Appointment is Then the Relationship to Recruitment is

Then the Date Cert Sent to Selecting Official is

Then the Date of Hiring Decision is

Then the Date Hiring Decision Received in HR is

1.1

The Initiating Selecting Official’s first selection from a Recruitment effort (Example: The Initiating Selecting Official returns their first selection from a Recruitment Effort.) 1st Selection

On the Recruitment form, annotate the date the Initiating HR Specialist first sent the certificate that this selection was made from to the Initiating Selecting Official. This date comes from the Recruitment form and is populated on the Appointment form once ‘1st Selection’ is selected.

On the Recruitment form, annotate the date that the Initiating Selecting Official made the Hiring Decision for this selection. This date comes from the Recruitment form and is populated on the Appointment form once ‘1st Selection’ is selected.

On the Recruitment form, annotate the date that the Initiating Selecting Official returned this Hiring Decision to HR This date comes from the Recruitment form and is populated on the Appointment form once ‘1st Selection’ is selected.

1.3

The Initiating Selecting Official’s additional selection from a Recruitment Effort when recruiting for multiple vacancies* (Example: The Initiating Selecting Official initially recruits for two vacant positions. This is the second selection from this Recruitment Effort.) *If the Initiating Selecting Official makes more selections than they originally intended to, see row 1.4.

Additional Selection

On the Appointment form, annotate the date the Initiating HR Specialist first sent the certificate that this selection was made from to the Initiating Selecting Official.

On the Appointment form, annotate the date that the Initiating Selecting Official made the Hiring Decision for this selection.

On the Appointment form, annotate the date that the Initiating Selecting Official returned this Hiring Decision to HR.


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1.4

The Initiating Selecting Official’s additional selection from a Recruitment Effort when NOT recruiting for multiple vacancies (Example: The Initiating Selecting Official initially recruits for one vacant position. This is the second selection from this Recruitment Effort.)

Additional Selection

On the Appointment form, annotate the date that the Initiating Selecting Official decided to make an additional selection from this recruitment effort The Initiating HR Specialist may have to ask the Initiating Selecting Official for the date they made this decision. This date and the Date of Hiring Decision may be the same date.

On the Appointment form, annotate the date that the Initiating Selecting Official made the Hiring Decision for this selection.

On the Appointment form, annotate the date that the Initiating Selecting Official returned this Hiring Decision to HR.

Tracking Selections Using the WiTS Appointment Form (Shared Certificates)





2.1

An initial selection from a Shared Certificate (Example: The Sharing Selecting Official returns their initial selection.) Shared

Certificate

On the Appointment form, annotate the date the Sharing HR Specialist initially sent the certificate that this selection was made from to

On the Appointment form, annotate the date that the Sharing Selecting Official made the Hiring Decision for this selection.

On the Appointment form, annotate the date that the Sharing Selecting Official returned this Hiring Decision to HR.


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the Sharing Selecting Official.

2.2

A subsequent selection from a Shared Certificate because the Sharing Selecting Official’s initial selection declined the position or was not hired (Example: The Sharing Selecting Official’s initial selection declines the position. The Sharing HR Specialist informs the Sharing Selecting Official to make another selection. The Sharing Selecting Official then makes another selection from the same Recruitment Effort.)

Shared Certificate

On the Appointment form, annotate the date the Sharing HR Specialist informed the Sharing Selecting Official that the initial selection declined the position or was not hired. Do not use the date that the Sharing HR Specialist originally sent the certificate to the Sharing Selecting Official.

On the Appointment form, annotate the date that the Sharing Selecting Official made the Hiring Decision for this selection. Do not use the date that the Sharing Selecting Official made the Hiring Decision for the initial Selection.

On the Appointment form, annotate the date that the Sharing Selecting Official returned the Hiring Decision for this selection to HR. Do not use the date that the Sharing Selecting Official returned the Hiring Decision for the initial Selection.

2.3

A subsequent selection from a Shared Certificate because the Sharing Selecting Official originally intended on making multiple selections* (Example: The Sharing Selecting Official initially intends to fill two vacant positions. This is the second selection from this Recruitment Effort.) *If the Sharing Selecting Official makes more selections than they originally intended to, see row 2.4.

Shared Certificate

On the Appointment form, annotate the date that the Sharing HR Specialist initially sent the certificate that this selection was made from to

On the Appointment form, annotate the date that the Sharing Selecting Official made the Hiring Decision for this selection



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the Sharing Selecting Official

2.4

A subsequent selection from a Shared Certificate because the Sharing Selecting Official did NOT originally intend on making multiple selections (Example: The Sharing Selecting Official initially intends to fill one vacant position. This is the second selection from this Recruitment Effort.)

Shared Certificate

On the Appointment form, annotate the date that the Sharing Selecting Official made another selection from this recruitment. The Sharing HR Specialist may have to ask the Sharing Selecting Official for the date they made this decision. This date and the Date of Hiring Decision may be the same date.

On the Appointment form, annotate the date that the Sharing Selecting Official made the Hiring Decision for this selection


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