ML19141A340
| 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 Improvement Area Org Recommendation Basis Benefit 1
Financial WG Explore the criteria to determine if increasing the relocation incentive to at least 25 percent for sites in undesirable (economically distressed, remote, or expensive, etc.) locations to attract potential inspectors is feasible.
Difficulty attracting staff to fill Resident Inspector vacancies Lessens financial burden on transferee.
2 Financial WG Modify the FEPCA charter to allow for convening on-demand or emergency FEPCA panels to discuss adjusting the relocation bonus when unexpected significant financial situations arise.
FEPCA charter does not include requirements for on-demand FEPCA panel meetings when financial decisions are made and impact COS tranferee Opens FEPCA dialog for consideration adjusting relocation bonus levels to compensate for unexpected financial impacts due to fincial-related decisions.
3 Information accessibility WG Establish a process to notify the tranferee individually and staff agency-wide as soon as possible any forthgcoming significant changes to COS regulations and laws.
Some transferees were unaware of Federal law changes that placed an unexpected financial burden on transferee.
Allows NRC staff to make informed decisions regarding career changes that require COS.
4 Information Accessibility WG Establish a SP site containing COS information.
Consider sending the SP link instead of the attachments.
Use links to the database (e.g.,
ADAMS, forms library) where the documents reside instead of sending them as an attachment Transferee receives an e-mail with 22 attachments related to COS documents, which could be overwhelming to the employee. Current website has broken links and outdated COS documents.
Increased transparency, and enhanced document version control.
Reduces number of attachments in e-mail.
Recommendations to Improve COS Process 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 COS process.
Travel Branch has the COS process using desk guides.
Ensures consistency, 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 process that may include COS Customer Service Satisfaction Survey and COS Process Performance Metrics.
Survey result indicates issues with implementing COS process Ensures continuous improvement of the COS process.
7 Process R4 Better coordination between OCFO and the various divisions to ensure that relocation packets/information is promptly sent out when the 120-day letters are released.
NRC staff using the COS process has experienced delays.
Increases efficiency and coordination 8
Guidance R4 Improve the guidance on reimbursable items associated with home sales and purchases.
Guidance is not clear.
Employee attempts to gain reimbursement Increases efficiency and transparency
Recommendations to Improve COS Process 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 how to fill out ALL the paperwork required for reimbursement.
The example sheet provided in the package is outdated.
It references Closing Disclosures/HUDs (which dont really exist anymore) and hence the language doesnt match up with what one sees on their documentation.
Provides clarity on how to complete the required paperwork and thus increases the efficiency of processing of travel documents.
10 Guidance R3 Provide better clarity on the Other incidental expenses category.
Helps traveler with allowed claims Efficiency increase 11 Guidance R3 It is not clear on how one would claim the Miscellaneous flat rate of $1300.
Confusion over claiming flat rate or itemizing will help the traveler.
Helps with clarifying when it is most useful to just claim this amount vs.
itemizing 12 Guidance R3 Improve documentation what is required for supplemental documentation.
Not clear when additional documentation from a lender, for example, is needed to supplement Best to know upfront so not to have to go back and try to find the needed documentation.
Recommendations to Improve COS Process Improvement Area Org Recommendation Basis Benefit an itemized reimbursable expense.
13 Guidance R3 Clarify when to fill out the NRC Form
- 64.
The examples sent in the packet only show it 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.
Improves efficiency 14 Guidance R3 Clarify and update COS handbook with real-time information and the required regional approvals.
The COS booklet (dated October 2018) 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.
Improves efficiency 15 Guidance R3 Provide upfront EXACTLY what documentation needs to be submitted (i.e., provide a checklist and feedback on receipt of the material)
Experience shows that travelers had to send in additional information to support their reimbursement claims because of two reasons: the Improves efficiency
Recommendations to Improve COS Process 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 on the RIT process and how exactly the process works (Biggest concern with transferees).
It is quite alarming to see ones reimbursement 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.
Reduces stress, provides clarity, 17 Guidance R3 Second paragraph of the first page needs to clarify what temporary quarters is, when it can be used and if the traveler even needs it.
It is confusing because there is little context.
Provides clarity.
18 Guidance R3 Provide a list that states each benefit available during a move. For example, the list may include but not limited to:
Reimbursement for House Hunting Expenses Movement of Household Goods Storage of Household Goods Useful to have some context on what each benefit is so that travelers can use that to look into each one individually.
Increases transparency.
Recommendations to Improve COS Process 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 there are questions:
Make it standard protocol to schedule a phone call with knowledgeable staff in OCFO/DOC/FSOB to discuss the memo.
Travelers are unclear of the COS requirements delineated in the letter.
Provides clarity and provides transferee with correct information to make an informed decision.
20 Guidance R3 NRC Form 211:
Include in the discussion with OCFO/DOC/FSOB how to fill out NRC Form 211.
Improve instructions for NRC Form 211 The form is particularly stressful because:
there is time pressure to get it completed necessary to receive authorizations.
the instructions are not helpful.
Blocks 8-13 require you to make decisions that will affect the move when you are still Improves transparency and enables an understanding as to what is required.
Recommendations to Improve COS Process 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 guide such as the following (include page number):
Benefit Purpose When you can use it House Hunting Trip Reimbursement for expenses associated with house hunting. Food,
- Mileage, Lodging for a 10 day, 9 night trip Distance to your new duty station meets the criteria Reading the guide takes a lot of time and to determine what benefits are provided, its purpose and when the benefit can be used is difficult to determine Increases efficiency and improves clarity.
22 Guidance R3 Clarify and improve the guidance on the differences between RTA and RITA (this suggestion is applicable to all forms).
The guidance appears to be geared toward an audience that already understands the process and provides information on how the new tax law affected the old process Improves transparency and increases understanding to traveler.
Recommendations to Improve COS Process Improvement Area Org Recommendation Basis Benefit 23 Process R3 On page 2, Questions concerning your relocation allowances should be addressed to Christina Malinowski at (301) 415-0700 (Christina.Malinowski@nrc.gov).
Required forms should be returned to Christina Malinowski at the following address:
If there is another point of contact in addition to Christina Malinowski, that contact information should also be included and the emails should be sent to both so in the absence of one of them the information isnt lost.
Difficulty contacting the travel service branch.
Increases efficiency and maintains continuity.
Providing a backup and the backups contact information allows the processing to continue without a loss of information 24 Guidance R3 On page 5, The distance to your new duty station is at least 50 miles further from your current residence then the 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?
Distance requirements between duty stations not clear.
Increases transparency 25 Process Region 3
Page 8 provides the mileage rate for using a POV. Make sure that mileage Traveler needs to know the amount before using POV and Improves transparency
Recommendations to Improve COS Process Improvement Area Org Recommendation Basis Benefit rate is updated to reflect the correct reimbursement rate.
reimbursed at the allowable amount.
26 Guidance R2 It would be helpful to have an informal information center about tax implications for relocations.
Consider having a tax professional familiar with govt relocations present smart strategies during the regional counterpart meetings.
Include the fees for hiring a tax professional as a miscellaneous expense.
Provide a pre-relocation 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 Travelers are unaware of the tax implications for moving. Not having this information may impose undue financial hardships.
Providing assistance with explaining the tax implications will allow the traveler to make informed decisions. Helps transferee determine whether the move is to their financial benefit.
Recommendations to Improve COS Process Improvement Area Org Recommendation Basis Benefit budget/planning well in advance of the move.
27 Guidance R2 Clarify requirements of eligibility for a home to be in the buyout program.
Conversely, provide detailed list of what property characteristics can prevent home buyout program eligibility (property liens, excess acreage, lead paint, etc.). This is covered in feedback for FAQs.
Travelers are uncertain what is needed for eligibility in the home buyout program and what issues the current residence may have impact completing the home buyout process.
Improves transparency and enhances.
Gains understanding of the requirements.
28 Information Accessibility R2 Add step in process to cc transferee when email of submitted voucher is sent to the treasury department.
Transferee is unaware when payment is being processed.
Transferee is informed that 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 section(s) of the FTR on the COS SharePoint/OneDrive site.
Travelers are not intimately knowledgeable about travel regulations Providing links improves access to the correct travel requirements for the transferee.
30 Process R2 Provide details and/or create an appeal process (could be a simple e-mail to FSOB BC) if a relocating NRC employee disagree with a COS decision. This should be made available to the employee to allow No process exists to dispute a COS-related issue that may be incorrect.
Allows transferees an opportunity to challenge improperly applied
Recommendations to Improve COS Process Improvement Area Org Recommendation Basis Benefit them to understand what avenues are available to the employee and expected timeframe. (i.e. a reimbursement was denied because paperwork was lost or delayed) processes or regulations or allows transferee to gain an 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 track where one might be in the change of station process and the next steps that are left to be completed Transferee does not know the status of processing the travel documents Allow transferee to know status of transfer so they can engage as appropriate.
32 Guidance R2 Provide a 24-hour questions and answers chat line where various persons may be able to help answer any immediate change of station questions. The chat line doesnt necessarily have to be manned by an individual but could be a computer that 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.
Currently, the transferee has to engage with OCFO/DOC/FSOB to determine COS process.
Allowing a chat session improves the speed at which questions about the process can be answered.
33 Financial R2 Include a voucher or greater incentive for moving and having to deal with the tax implications from the new tax law.
New tax law unknowingly imposed a financial burden on transferees Providing incentives and compensations will lessen the financial burden of transferees.