ML19141A340

Dirs - Regions Cos Improvement Process Recommendations

ML19141A340
Person / Time
Issue date:	09/18/2019
From:	Shawn Campbell NRC/NRR/DIRS/IRIB
To:
Campbell S, 415-3353, NRR/DIRS
References
Download: ML19141A340 (11)

Text

Recommendations to Improve COS Process

1. Improvement Area Org Recommendation Basis Benefit 1 Financial WG Explore the criteria to determine if Difficulty attracting Lessens increasing the relocation incentive to at staff to fill Resident financial burden least 25 percent for sites in undesirable Inspector vacancies on transferee.

(economically distressed, remote, or expensive, etc.) locations to attract potential inspectors is feasible.

2 Financial WG Modify the FEPCA charter to allow for FEPCA charter does Opens FEPCA convening on-demand or not include dialog for emergency FEPCA panels to discuss requirements for consideration adjusting the relocation bonus when on-demand FEPCA adjusting unexpected significant financial panel meetings when relocation bonus situations arise. financial decisions are levels to made and impact COS compensate for tranferee unexpected financial impacts due to fincial-related decisions.

3 Information accessibility WG Establish a process to notify the Some transferees Allows NRC staff tranferee individually and staff were unaware of to make agency-wide as soon as possible any Federal law changes informed forthgcoming significant changes to that placed an decisions COS regulations and laws. unexpected financial regarding career burden on transferee. changes that require COS.

4 Information Accessibility WG

• Establish a SP site containing Transferee receives Increased COS information. an e-mail with 22 transparency,

• Consider sending the SP link attachments related to and enhanced instead of the attachments. COS documents, document

• Use links to the database (e.g., which could be version control.

ADAMS, forms library) where overwhelming to the Reduces number the documents reside instead employee. Current of attachments in of sending them as an website has broken e-mail.

attachment links and outdated COS documents.

Recommendations to Improve COS Process

1. Improvement Area Org Recommendation Basis Benefit Travel Branch does not have this information on its SP site.

5 Process WG Develop procedures related to the Travel Branch has the Ensures COS process. COS process using consistency, desk guides. reduces variation within a given process. Clearly stating the purpose for the COS process helps gaining employee cooperation, or compliance, accountability, and it instills in employees a sense of direction and urgency.

6 Process WG Formalize the feedback of the COS Survey result indicates Ensures process that may include COS issues with continuous Customer Service Satisfaction Survey implementing COS improvement of and COS Process Performance process the COS Metrics. process.

7 Process R4 Better coordination between OCFO NRC staff using the Increases and the various divisions to ensure that COS process has efficiency and relocation packets/information is experienced delays. coordination promptly sent out when the 120-day letters are released.

8 Guidance R4 Improve the guidance on reimbursable Guidance is not clear. Increases items associated with home sales and Employee attempts to efficiency and purchases. gain reimbursement transparency

Recommendations to Improve COS Process

1. Improvement Area Org Recommendation Basis Benefit may or may not be successful. However, when disallowed, the proposed action is not discussed with the employee, who must then try to figure out why it was disallowed and see if there is a way to resubmit.

9 Guidance R3 Provide instructions and examples on The example sheet Provides clarity how to fill out ALL the paperwork provided in the on how to required for reimbursement. package is outdated. complete the It references Closing required Disclosures/HUDs paperwork and (which dont really thus increases exist anymore) and the efficiency of hence the language processing of doesnt match up with travel what one sees on their documents.

documentation.

10 Guidance R3 Provide better clarity on the Other Helps traveler with Efficiency incidental expenses category. allowed claims increase 11 Guidance R3 It is not clear on how one would claim Confusion over Helps with the Miscellaneous flat rate of $1300. claiming flat rate or clarifying when it itemizing will help the is most useful to traveler. just claim this amount vs.

itemizing 12 Guidance R3 Improve documentation what is Not clear when Best to know required for supplemental additional upfront so not to documentation. documentation from a have to go back lender, for example, is and try to find needed to supplement the needed documentation.

Recommendations to Improve COS Process

1. Improvement Area Org Recommendation Basis Benefit an itemized reimbursable expense.

13 Guidance R3 Clarify when to fill out the NRC Form The examples sent in Improves

64. the packet only show it efficiency for temp quarter arrangements and traveling for house hunting and final move. It does not show that it is also needed to go along with the NRC Form 264 or how to fill it out.

14 Guidance R3 Clarify and update COS handbook with The COS booklet Improves real-time information and the required (dated October 2018) efficiency regional approvals. says to send all the information to HQ. It should be clear that the information actually needs to be approved through the Regional contact first (the Form 64s specifically) and then it all travels to HQ together. Also, the Per Diem rates in that booklet are wrong.

15 Guidance R3 Provide upfront EXACTLY what Experience shows that Improves documentation needs to be submitted travelers had to send efficiency (i.e., provide a checklist and feedback in additional on receipt of the material) information to support their reimbursement claims because of two reasons: the

Recommendations to Improve COS Process

1. Improvement Area Org Recommendation Basis Benefit information is not clear on what can be reimbursed, and it is not clear what is needed.

16 Guidance R3 Provide clearer information provided It is quite alarming to Reduces stress, on the RIT process and how exactly see ones provides clarity, the process works (Biggest concern reimbursement with transferees). payments (all 10 plus pages) and see the final total one is given and not really knowing exactly what one will or wont get back because the booklet says that information will come later and so it doesnt do a good job of addressing it up front.

17 Guidance R3 Second paragraph of the first page It is confusing Provides clarity.

needs to clarify what temporary because there is little quarters is, when it can be used and if context.

the traveler even needs it.

18 Guidance R3 Provide a list that states each benefit Useful to have some Increases available during a move. For example, context on what each transparency.

the list may include but not limited to: benefit is so that

• Reimbursement for House travelers can use that Hunting Expenses to look into each one

• Movement of Household individually.

Goods

• Storage of Household Goods

Recommendations to Improve COS Process

1. Improvement Area Org Recommendation Basis Benefit

• Reimbursement for Travel to New Duty Station

• Temporary Quarters

• Reimbursement for Real Estate Expenses

• Reimbursement for Miscellaneous Expenses

• Home Sale Program

• Relocation Bonus 19 Guidance R3 Last paragraph states to reach out if Travelers are unclear Provides clarity there are questions: of the COS and provides requirements transferee with Make it standard protocol to schedule delineated in the letter. correct a phone call with knowledgeable staff information to in OCFO/DOC/FSOB to discuss the make an memo. informed decision.

20 Guidance R3 NRC Form 211: The form is particularly Improves stressful because: transparency

• Include in the discussion with and enables an OCFO/DOC/FSOB how to fill

• there is time understanding out NRC Form 211. pressure to get as to what is it completed required.

• Improve instructions for NRC necessary to Form 211 receive authorizations.

• the instructions are not helpful.

• Blocks 8-13 require you to make decisions that will affect the move when you are still

Recommendations to Improve COS Process

1. Improvement Area Org Recommendation Basis Benefit several months away from taking action

• Instructions for block 12 not clear.

21 Guidance R3 Provide an overview table of the COS Reading the guide Increases guide such as the following (include takes a lot of time and efficiency and page number): to determine what improves clarity.

benefits are provided, Benefit Purpose When its purpose and when you can the benefit can be use it used is difficult to House Reimbursement Distance determine Hunting for expenses to your Trip associated with new house duty hunting. Food, station Mileage, meets Lodging for a the 10 day, 9 night criteria trip 22 Guidance R3 Clarify and improve the guidance on The guidance appears Improves the differences between RTA and RITA to be geared toward transparency (this suggestion is applicable to all an audience that and increases forms). already understands understanding to the process and traveler.

provides information on how the new tax law affected the old process

Recommendations to Improve COS Process

1. Improvement Area Org Recommendation Basis Benefit 23 Process R3 On page 2, Questions concerning Difficulty contacting Increases your relocation allowances should be the travel service efficiency and addressed to Christina Malinowski at branch. maintains (301) 415-0700 continuity.

(Christina.Malinowski@nrc.gov). Providing a Required forms should be returned to backup and the Christina Malinowski at the following backups contact address: information allows the If there is another point of contact in processing to addition to Christina Malinowski, that continue without contact information should also be a loss of included and the emails should be sent information to both so in the absence of one of them the information isnt lost.

24 Guidance R3 On page 5, The distance to your new Distance requirements Increases duty station is at least 50 miles further between duty stations transparency from your current residence then the not clear.

old official station is from the same residence.

Example: If the old official station is 3 miles from your current residence, then the new official station must beat least 53 miles from the same residence to receive relocation expenses.

This statement should provide additional guidance as to how the distance is measured. Is it driving distance or straight-line distance?

25 Process Region Page 8 provides the mileage rate for Traveler needs to Improves 3 using a POV. Make sure that mileage know the amount transparency before using POV and

Recommendations to Improve COS Process

1. Improvement Area Org Recommendation Basis Benefit rate is updated to reflect the correct reimbursed at the reimbursement rate. allowable amount.

26 Guidance R2 It would be helpful to have an informal Travelers are unaware Providing information center about tax of the tax implications assistance with implications for relocations. for moving. Not explaining the

• Consider having a tax having this information tax implications professional familiar with may impose undue will allow the govt relocations present financial hardships. traveler to make smart strategies during the informed regional counterpart decisions. Helps meetings. transferee

• Include the fees for hiring a determine tax professional as a whether the miscellaneous expense. move is to their

• Provide a pre-relocation financial benefit.

educational pamphlet or something that a tax professional could create that covers the basics of relocation, the estimated COSts, the tax implications, how they gross up and withhold (i.e., you only get 80% of what you spend on hotel and food until you file your taxes and then do RITA).

• This would be available to anyone considering the RI program or an office move so that 1) they know it is not cheap nor beneficial to move for the agency and 2) can make more appropriate tax withholdings and

Recommendations to Improve COS Process

1. Improvement Area Org Recommendation Basis Benefit budget/planning well in advance of the move.

27 Guidance R2 Clarify requirements of eligibility for a Travelers are Improves home to be in the buyout program. uncertain what is transparency Conversely, provide detailed list of needed for eligibility in and enhances.

what property characteristics can the home buyout Gains prevent home buyout program program and what understanding of eligibility (property liens, excess issues the current the acreage, lead paint, etc.). This is residence may have requirements.

covered in feedback for FAQs. impact completing the home buyout process.

28 Information Accessibility R2 Add step in process to cc transferee Transferee is unaware Transferee is when email of submitted voucher is when payment is informed that sent to the treasury department. being processed. payment is being processed and will know whether to engage to find out what action(s) is (are) needed to process the payment.

29 Guidance R2 Include links to the appropriate Travelers are not Providing links section(s) of the FTR on the COS intimately improves access SharePoint/OneDrive site. knowledgeable about to the correct travel regulations travel requirements for the transferee.

30 Process R2 Provide details and/or create an appeal No process exists to Allows process (could be a simple e-mail to dispute a COS-related transferees an FSOB BC) if a relocating NRC issue that may be opportunity to employee disagree with a COS incorrect. challenge decision. This should be made improperly available to the employee to allow applied

Recommendations to Improve COS Process

1. Improvement Area Org Recommendation Basis Benefit them to understand what avenues are processes or available to the employee and regulations or expected timeframe. (i.e. a allows transferee reimbursement was denied because to gain an paperwork was lost or delayed) understanding of how process was implemented.

Also allows an avenue to clarify a process or make improvements.

31 Information Accessibility R2 Include a progress link or website to Transferee does not Allow transferee track where one might be in the know the status of to know status of change of station process and the next processing the travel transfer so they steps that are left to be completed documents can engage as appropriate.

32 Guidance R2 Provide a 24-hour questions and Currently, the Allowing a chat answers chat line where various transferee has to session persons may be able to help answer engage with improves the any immediate change of station OCFO/DOC/FSOB to speed at which questions. The chat line doesnt determine COS questions about necessarily have to be manned by an process. the process can individual but could be a computer that be answered.

is able to answer some basic FAQs.

The response should be done within 24 hours2.777778e-4 days <br />0.00667 hours <br />3.968254e-5 weeks <br />9.132e-6 months <br /> or before CoB next day.

33 Financial R2 Include a voucher or greater incentive New tax law Providing for moving and having to deal with the unknowingly imposed incentives and tax implications from the new tax law. a financial burden on compensations transferees will lessen the financial burden of transferees.