UNCLASSIFIED (U)

3 FAM 2630

GENERAL SCHEDULE AND FEDERAL WAGE SYSTEM POSITION CLASSIFICATION

(CT:PER-946; 05-20-2019)
(Office of Origin: HR/CSHRM)

3 FAM 2631 PURPOSE

(CT:PER-946; 05-20-2019)
(State Only)
(Applies to General Schedule and Federal Wage System Employees Only)

This subchapter prescribes the authorities and responsibilities for administering a consistent position classification program within the Department for positions in the General Schedule (GS) and the Federal Wage System (FWS).

3 FAM 2632 EXCLUSIONS

(CT:PER-946; 05-20-2019)
(State Only)
(Applies to General Schedule and Federal Wage System Employees Only)

Positions excluded from coverage under 3 FAM 2630 are:

(1) Foreign Service and Senior Foreign Service;

(2) Senior Executive Service (SES);

(3) Senior Level (SL);

(4) Schedule C;

(5) Administratively Determined (AD);

(6) Consular Agent see 3 FAM 8900;

(7) Positions for overseas employees (as defined at 3 FAM 7000);

(8) Expert and Consultant positions appointed by authority of 5 CFR 304.103; and

(9) Other positions specifically excluded from GS classification by law, Executive Order, or regulation.

3 FAM 2633 AUTHORITIES

(CT:PER-946; 05-20-2019)
(State Only)
(Applies to General Schedule and Federal Wage System Employees Only)

3 FAM 2633.1 General Schedule Positions

(CT:PER-946; 05-20-2019)
(State Only)
(Applies to General Schedule Employees Only)

a. Title 5, United States Code (5 U.S.C) Chapters 51 and 53;

b. Title 5, Code of Federal Regulations (5 CFR) Part 511;

c. Title 29, Code of Federal Regulations (29 CFR) Part 541;

d. The Office of Personnel Management (OPM) published position classification standards and guides;

e. 5 CFR Part 551, Pay Administration Under the Fair Labor Standards Act (FLSA);

f. 1 FAM 014, Organizational Control, Policies, and Functional Statements;

g. 3 FAM 2610 Position Management; and

h. 3 FAM 2640 Position Classification Appeals.

3 FAM 2633.2 Federal Wage System Positions

(CT:PER-946; 05-20-2019)
(State Only)
(Applies to Federal Wage System Employees Only)

a. The Federal Wage System (FWS) is a uniform pay-setting system that covers blue-collar employees who are paid by the hour.  This pay system is typically applicable to work in recognized trades or crafts, or other skilled mechanical crafts, or in unskilled, semi-skilled, or skilled manual-labor occupations, and foreman and supervisory positions having trade, craft, or laboring experience and knowledge as the paramount requirement.

b. 5 CFR Part 532 (Federal Wage System);

c. 29 CFR Part 541;

d. Office of Personnel Management (OPM) published position classification standards and guides;

e. 5 CFR Part 551, Pay Administration Under the Fair Labor Standards Act (FLSA);

f. 1 FAM 014, Organizational Control, Policies, and Functional Statements;

g. 3 FAM 2610 Position Management;

h. 3 FAM 2640 Position Classification Appeals; and

i. Public Law 92-392 (1972), as amended; Subchapter IV of Chapter 53 of Title 5, U.S.C. (5 U.S.C. 5341, et seq.).

3 FAM 2634 POLICIES

(CT:PER-946; 05-20-2019)
(State Only)
(Applies to General Schedule and Federal Wage System Employees Only)

The Department is responsible for administering classification policies and programs for the GS and FWS.

3 FAM 2634.1 General Schedule and Federal Wage System Classification System

(CT:PER-946; 05-20-2019)
(State Only)
(Applies to General Schedule and Federal Wage System Employees Only)

The Department will classify all GS and FWS positions consistent with:

(1) OPM position classification standards and guides;

(2) Applicable Department internal guidelines;

(3) Sound position classification and position and organizational management principles;

(4) Linkages between the various Federal pay systems and sound compensation principles and practices; and

(5) Fair Labor Standard Act (FLSA) exemption designations pursuant to Title 29 U.S.C. 201-219, and Title 5, as well as 5 CFR Parts 550 and 551.

3 FAM 2635 GENERAL SCHEDULE AND FEDERAL WAGE SYSTEM CLASSIFICATION PROGRAM ADMINISTRATION

(CT:PER-946; 05-20-2019)
(State Only)
(Applies to General Schedule and Federal Wage System Employees Only)

a. The Department administers the classification system for GS and FWS positions in accordance with the Classification Act of 1949, which has been codified in Chapter 51 of Title 5, U.S.C.; 5 CFR Part 532 and 29 CFR Part 541.

b. The classification of GS and FWS positions must comply with OPM requirements. The Departments automated position classification tool, Automated Classification and Recruitment Solution (ACRS), must be used to process the following actions: search, create, recertify, pen and ink, and archive position descriptions. (See Department policy number 02-11, Automated Classification and Recruitment Solution)

(1) Official position titles authorized by OPMs published classification standards must be used on all official documents for personnel, budget, and fiscal purposes.

(2) Working titles are used to describe duties and responsibilities relating to specific Department organizations or programs. These titles may be appropriate and helpful for internal Department use only and cannot be used as the official title on official documents, including job opportunity announcements, position description cover sheets, or personnel actions.

(3) Where published standards do not prescribe official titles (e.g., occupational series 0130 Foreign Affairs Series and 0301 Miscellaneous Administration and Program Series), and when new titles are required, HR Specialists (Classification) and Human Resource Generalist, must in consultation with HR/CSHRM, establish titles that are consistent with OPM practices and department guidelines. (See Department policy number 05-12, Requesting new position titles and updates for Civil Service positions).

c. For some GS occupational series, OPM has prescribed certain parenthetical titles to be used, as appropriate, for positions in those series. In those designated series, no other parenthetical titles can be used. For positions in series for which OPM has not established parenthetical titles, the Human Resources Specialist (Classification) or Human Resources Generalist must request and receive approval from HR/CSHRM to establish parenthetical titles, before finalizing and using them in a classification.

d. All Fair Labor Standard Act (FLSA) designations of Exempt shall have a narrative justification supporting the determination in the comment section of the FLSA Worksheet. The comment section of the FLSA Worksheet must include the specific duties performed by the employee that justify the exemption. If there is not enough evidence of duties performed that substantiate exemption, the position shall be designated as Nonexempt.

e. To determine the proper national security and position sensitivity level, the Position Designation Automated Tool (PDT) is required for all GS and FWS position descriptions covered by this subchapter. This is in addition to those position descriptions that are required to use the PDT per 5 CFR 1400.201(b).

f. All position descriptions must include the signature of the immediate supervisor certifying or recertifying the accuracy of the duties and responsibilities and must have percentages of time assigned to all major duty areas totaling 100%.

g. All Human Resources Specialists who are responsible for classifying GS and FWS positions must have delegated position classification and certification signing authority in writing.

h. All position descriptions classified by the Factor Evaluation System (FES) must have a record of the classification judgments made. At a minimum, the point values for each factor, the total point values, and the GS grade must be attached to all copies of the position description. In addition, the benchmark(s) or factor level description(s) used in point rating should be brief but informative and must be shown on the evaluation form. Lengthy narrative evaluation reports/statements need only be used for FES evaluations when the classification judgments made could be questioned. Comprehensive evaluation reports generally are required when the classification of the position has been appealed (See OPM Classifiers Handbook dated August 1991).

i. All position descriptions classified in the Federal Wage System (FWS) must have a record of the classification judgements made. Documentation must include the key ranking job that serves as the basic peg point of the grade structure; the job grading standard that provides the criteria for determining the relative worth of the job in terms of grade; the grading method to assure consistency in the application of the job standard; and proper coding and titling trade and labor jobs.

j. Bureaus active position descriptions shall undergo a periodic maintenance review to:

(1) Determine their accuracy; and

(2) Verify the proper evaluation and classification of positions.

3 FAM 2635.1 Schedule B Position Descriptions

(CT:PER-946; 05-20-2019)
(State Only)
(Applies to General Schedule and Federal Wage Grade System Employees Only)

Position descriptions developed for persons being appointed under the Schedule B hiring authority, must be of a scientific, professional, or technical nature and be filled at grades GS-12 to GS-15. These positions must be filled by persons having special qualifications in foreign policy matters. These positions must be classified using the OPM Classification Occupational Standard that is appropriate for the duties and responsibilities described. Total employment under this authority may not exceed four years.

3 FAM 2635.2 Use of Contract Human Resources Specialists (Classification)

(CT:PER-946; 05-20-2019)
(State Only)
(Applies to General Schedule and Federal Wage Grade System Employees Only)

a. A Human Resources Service Provider (HRSP) may engage contract staff to perform classification and position management duties within the delegated authority. The use of contract services must not adversely impact the development of bureau HR Specialists (Classification) or HR Generalists toward full proficiency in position classification and position management skills.

b. Contract classifiers may not be used to train Department HR Specialists (Classification) and HR Generalists in position classification or position management.

c. The HRSP will bear all cost for hiring contract classifiers. The bureaus Executive HR Office is the only entity authorized to hire contract classifiers.

d. Contract classifiers may not revisit classification determinations previously issued or previously determined on appeal by HR/RMA or OPM.

3 FAM 2635.3 General Schedule and Federal Wage System Position Description Classification Reconsideration

(CT:PER-946; 05-20-2019)
(State Only)
(Applies to General Schedule and Federal Wage System Employees Only)

a. The supervisor of a position may request a classification review by the servicing HR office of the position descriptions existing classification determination when one or more of the following events occur:

(1) Additional information emerges that was not considered in the original classification; and/or

(2) The position has evolved based on changes to the organizations structure/function.

b. The review must be requested within 30 days of evidence of the event that precipitated the change.

c. A revised position description and a written explanation of why the supervisor is requesting a review should be submitted to the HRSP. The request must:

(1) Be made in writing to the HRSP;

(2) Be requested by the supervisor of the position;

(3) Clearly state the reason(s), by comparison to established position classification criteria, why the classification determination is erroneous;

(4) Specify the requested pay plan and title; and

(5) Provide relevant supporting materials, information and/or documentation.

3 FAM 2635.4 General Schedule and Federal Wage System Position Description Classification Desk Audits

(CT:PER-946; 05-20-2019)
(State Only)
(Applies to General Schedule and Federal Wage System Employees Only)

a. Requests for a desk audit may be submitted when permanent, logical, and substantive changes have gradually occurred in the duties and responsibilities of the position.  To establish that the new duties are regular and recurring, they must be performed for at least six months with evidence that the work will continue, e.g., work established by executive order; work that is department mandated; and work that comes about due to change in law passed by Congress.  The above criteria must be met before submitting the request to the servicing HRSP. 

(1) The supervisor of record must certify the duties and responsibilities prior to submitting the desk audit request.

(2) The employee must request a desk audit through their supervisor of record or higher level manager.

(3) The servicing HR Specialist (Classification) or HR Generalist with classification signing authority should conduct the desk audit.

b. Classification desk audits must be conducted when a position:

(1) Is proposed for upgrade based on accretion of duties;

(2) Is presently at the full performance level of a career ladder and is proposed for upgrade;

(3) Is a mixed series position, i.e., comprised of work classifiable in two or more occupational series;

(4) Is comprised of work for which there is no published classification standard (e.g., GS-0301);

(5) Is being reclassified into a new occupational series;

(6) Requires the application of a new classification standard; or

(7) Results from a specific request for review, or is part of a formal classification appeal.

3 FAM 2636 PRIMARY RESPONSIBILITIES FOR GENERAL SCHEDULE AND FEDERAL WAGE SYSTEM CLASSIFICATION

(CT:PER-946; 05-20-2019)
(State Only)
(Applies to General Schedule and Federal Wage System Employees Only)

3 FAM 2636.1 Office of Personnel Management (OPM)

(CT:PER-946; 05-20-2019)
(State Only)
(Applies to General Schedule and Federal Wage Grade System Employees Only)

a. Developing and issuing federal-wide GS and FWS classification policies, guidance, and standards and ensuring agencies properly exercise delegated classification authority for positions covered under Title 5 U.S.C.;

b. Monitoring agency classification programs;

c. Providing final decisions on classification appeals filed by agencies and Federal employees; and

d. Revoking and restoring agency classification authority.

3 FAM 2636.2 Bureau of Human Resources

(CT:PER-946; 05-20-2019)
(State Only)
(Applies to General Schedule and Federal Wage System Employees Only)

In accordance with Delegation of Authority No. 372, dated April 4, 2014, the Secretary of State and Under Secretary for Management (M) have delegated to the Director General of Human Resources (DGHR) authority to oversee and direct the formulation and implementation of human resources policies and programs governing the human resources management functions. DGHR has further delegated certain authorities, including Position Management and Position Classification, to the Office of Civil Service Human Resources (HR/CSHRM). DGHR also delegates HR authorities, including classification, when appropriate, through an official Memorandum of Understanding to Assistant Secretaries of bureaus that serve as a Human Resources Service Provider (HRSP).

3 FAM 2636.3 Assistant Secretaries with Delegated Classification Authority

(CT:PER-946; 05-20-2019)
(State Only)
(Applies to General Schedule and Federal Wage System Employees Only)

a. In accordance with the terms of the Memorandum of Understanding with DGHR, the Assistant Secretary carries out delegation of authority for all classification of GS positions at or below grade GS-15, and equivalent positions under the FWS, through the HRSP.

b. Each Assistant Secretary or designee must designate, in writing, the employee(s) accountable for executing signatory authority for GS and FWS position classification.

3 FAM 2636.4 Office of Civil Service Human Resource Management (HR/CSHRM)

(CT:PER-946; 05-20-2019)
(State Only)
(Applies to General Schedule and Federal Wage System Employees Only)

a. Manages the position classification program for GS and FWS positions, including policy and program guidance, and provides oversight and expert advice for delegated GS and FWS classification functions.

b. Provides oversight authority and evaluation for GS and FWS classification programs, including targeted GS and FWS HR policy compliance reviews and reviews of individual GS and FWS classification and FLSA designations.

c. Provides advisory services on GS and FWS classification and titling practices, including when new titles are established in existing organizations, and prior to the implementation of reorganizations, at the request of HRSPs.

d. Develops policies, operational procedures, and guidance for the classification of GS and FWS positions, and similarly administers excepted positions (e.g., the GG and AD).

e. Represents the Department in GS and FWS Classification Forums and Interagency working groups, which includes serving as a point of contact for any decisions or interpretations of GS and FWS position classification policies and guidelines issued by OPM and any other federal entity.

f. Establishes and administers policies and procedures for contracting for Civil Service position classification services.

g. Recommends delegation and the revocation/suspension of GS and FWS classification authority.

h. Develops GS and FWS classification accountability methods, procedures and instruments of rating to accompany an annual cycle of targeted accountability reviews.

i. Provides GS and FWS classification opinions based on formal requests from HRSPs.

3 FAM 2636.5 Office of Resource Management and Analysis (HR/RMA)

(CT:PER-946; 05-20-2019)
(State Only)
(Applies to General Schedule and Federal Wage Grade System Employees Only)

a. Manages the Departments worldwide position management program.  All policies outlined in 1 FAM 014 must be strictly adhered to when implementing the Departments position management program, including maintaining an efficient span of control, minimizing organizational layers, and preventing duplication of work functions. 

b. Establishes and administers policies and procedures for the conduct of organizational and workload studies. Conducts Department organizational and competency studies and reviews organizational proposals prior to final approval, consistent with 1 FAM 014 regulations, to determine potential impact on position management strategies and organizational functions and alignment.

c. Approves the establishment of all assistant, chief, deputy, and director positions at the Office-level and below.  See 1 FAM 014 and 3 FAM 2610 for further information on the establishment of these types of positions.

d. Adjudicates classification appeals for Civil Service and Federal Wage Grade employees (see 3 FAM 2640).

3 FAM 2636.6 Bureau Executive Offices

(CT:PER-946; 05-20-2019)
(State Only)
(Applies to General Schedule and Federal Wage Grade System Employees Only)

This section only applies to Executive Offices with delegated classification authority.

(1) Ensure that GS and FWS Position Classification activities are conducted in accordance with Federal law and regulation, applicable provisions of the FAM, HR/CSHRM and HR/RMA policies and guidelines, and the terms outlined in DGHRs Delegation of Authority Memorandum of Understanding.

(2) For unusual or precedent-setting GS and FWS position classification and/or position management actions, ensure that appropriate consultation is sought with HR/CSHRM prior to requesting final action or taking final action.

3 FAM 2636.7 Human Resources Service Providers (HRSP)

(CT:PER-946; 05-20-2019)
(State Only)
(Applies to General Schedule and Federal Wage System Employees Only)

a. Ensure that GS and FWS position classification actions and decisions are in accordance with applicable law and OPMs regulations, applicable provisions of the Departments 3 FAM and HR/CSHRM policies and guidelines, and the terms of the Delegation of Authority Memorandum of Understanding.

b. Ensure that employee(s) who are accountable for executing signatory authority for position classification are delegated such authority, in writing, for all GS positions at or below grade GS-15, and to equivalent positions under the Federal Wage System. A contractor serving as a classification specialist cannot commit government funds and therefore, must not be given signatory authority.

c. Ensure that employees designated as HR Specialist (Classification) or HR Generalist, are making technically sound decisions and that training is received to enhance their classification expertise.

d. Provide copies of new and updated position descriptions to the employees serviced and submit a copy to the Records Information Management Division within HR/EX/RIM for inclusion into their Electronic Official Personnel File (e-OPF).

e. Ensure that the Departments mandatory automated classification system is being used.

3 FAM 2636.8 Client Bureaus (CB)

(CT:PER-946; 05-20-2019)
(State Only)
(Applies to General Schedule and Federal Wage System Employees Only)

This section applies to bureaus without delegated Human Resources Management Authority.

(1) Provide advisory services to managers and supervisors to gather facts/data and applicable documentation associated with position classification actions consistent with the Client Bureau Liaison Classification Process guidelines.

(2) Assists managers in drafting and documenting duties.

(3) In collaboration with HRSP, provide support to the five-year recertification process for the GS and FWS position descriptions.

3 FAM 2636.9 Managers and Supervisors

(CT:PER-946; 05-20-2019)
(State Only)
(Applies to General Schedule and Federal Wage System Employees Only)

a. Ensure that GS and FWS position descriptions under their authority are certified every five years, ensuring the accuracy of the duties, including the FLSA determination, and necessity of the position for the performance of government work.

b. Review GS and FWS position descriptions to ensure that the duties and responsibilities are accurate and that the Position Description (PD) is compliant with the five year certification deadline when establishing work commitments; during mid-year reviews; and when filling a vacant position.

c. Draft and submit the proposed duties and responsibilities to the Classification Specialist or Generalist for positions under their authority.

d. Assume responsibility when approving the position description cover sheet (OF-8), ensuring that the job is properly described and is required by the organizational unit.

Note: Intentionally misrepresenting actual duties and responsibilities of a position may constitute fraud and misuse of the resources of the government and may result in discipline and/or legal action.

e. Remain aware of changes in position content and initiate re-description of duties when warranted, to ensure that all position descriptions are consistent with the work actually being performed by their subordinates in support of their organizational mission and functions and to sustain validation of FLSA designations.

f. Ensure that all duties and responsibilities outlined in an incumbents position description are performed on a regular and recurring basis. If there are any deviations of assignments they should be consistent with the employees title and grade.

g. Advise and consult with HR Specialists (Classification) and HR Generalists on all GS and FWS classification actions and any potential or impending programmatic, operational, or position changes that may affect their subordinates, to include requests for desk audits. This includes establishing and maintaining, within each supervisors specific area of responsibility, an effective position structure consistent with approved work-year allocations.

h. Ensure that duties contributing to the FLSA designation of Exempt are reflected in the performance plan and certified semi-annually and/or annually.

i. Ensure that all employees receive their position descriptions generally within thirty days of employment or when a significant change to the duties has occurred.

3 FAM 2636.10 Employees

(CT:PER-946; 05-20-2019)
(State Only)
(Applies to General Schedule and Federal Wage System Employees Only)

a. Read and understand their position description. Any discrepancies or concerns regarding the duties and responsibilities, title, or assigned series and grade, should be addressed directly to the immediate supervisor or higher level manager.

b. Employees have the right to:

(1) Request a desk audit from their service provider of their position through their supervisor or higher level manager.

(2) Appeal the classification of their official position description to which they are assigned to the Department (HR/RMA) or directly to OPM. The Departments appeals process is outlined in 3 FAM 2640, Position Classification Appeals.

Note: Filing an appeal directly to OPM will result in the employee losing the ability to appeal to the Department as OPMs final decision is binding and shall be applied to all similarly situated positions in the Department.

3 FAM 2637 DEFINITIONS FOR GENERAL SCHEDULE AND FEDERAL WAGE SYSTEM POSITION CLASSIFICATION

(CT:PER-946; 05-20-2019)
(State Only)
(Applies to General Schedule and Foreign Wage System Employees Only)

Audit: An interview with one or more employees, and/or supervisory personnel, to verify or gather information about a position that will provide a reliable basis for the accurate classification of the position. Frequently referred to as a Desk Audit, especially when conducted with the incumbent of the position being reviewed.

Career Ladder Position Description: A position description written for a position that has progressively higher level duties and responsibilities and each level is classified with a grade commensurate to the difficulty of the duties and responsibilities described.

Classification: For GS and FWS position descriptions, the assignment of a proper pay plan, position title, and occupation series, by application of authorized Office of Personnel Management Position Classification and Wage Grade System Standards. Also referred to as Position Classification.

Classification Appeal: An employees official request to the Department or to the Office of Personnel Management to review the classification of the position which she/he is assigned (see 3 FAM 2640).

Desk Audit (see Audit)

Factor Evaluation System (FES): The method most often used to assign grades to nonsupervisory positions under the General Schedule (GS).

Fair Labor Standards Act (FLSA) Designation: A status assigned to employees and positions that designates whether an employee/position is covered by the FLSA. The actual duties performed in the position drive the FLSA determination for the position.  The FLSA determination is documented on the Form DS-5105.

Federal Wage System (FWS): A uniform pay-setting system that covers blue-collar employees who are paid by the hour.  This pay system is typically applicable to work in recognized trades or crafts, or other skilled mechanical crafts, or in unskilled, semi-skilled, or skilled manual-labor occupations, and foreman and supervisory positions having trade, craft, or laboring experience and knowledge as the paramount requirement.

General Schedule (GS): The broadest subdivision of the classification system covered by Title 5. It includes a range of levels of difficulty and responsibility for covered positions for grades GS-1 to GS-15. It is designated by GS for supervisory and nonsupervisory positions at all of these grade levels. (Most positions above the grade GS-15 are included in the Senior Executive Service (SES), which is outside of the General Schedule.)

Maintenance Review: A review of position descriptions to ensure that position descriptions remain accurate; that all previous classification determinations remain valid; and that all positions on record for an organization are required to accomplish the mission of the organization.

Major Duties and Responsibilities: Those duties and responsibilities assigned to a position that:

(1) Are performed on a regular and recurring basis;

(2) Require a substantial portion of the employees time; and

(3) Determine the qualifications requirements for complete and successful performance of the duties of the position.

Position Classification: (See Classification).

Position Description (PD): The official written documentation of managements assignment of specific duties, responsibilities, and supervisory relationships to a position, as well as required knowledge and skills necessary to perform the assigned duties.

Position Management: The process of managing the way in which work-year allocations are utilized by an organization. This includes planning and implementing organizational structures comprised of the number, kinds and levels of positions required in an organization to accomplish mission objectives within the framework of authorized resource allocations.

Recertification: The process used to review and evaluate all classified GS and FWS position descriptions (PDs) on a five year basis, to ensure the accuracy and adequacy of the duties and responsibilities as related to the functions of the organization.

Reconsideration Request: A written request to the HRSP from a supervisor or manager to review an initial classification determination.

Senior Executive Service (SES): A personnel system for senior executives whose duties and responsibilities exceed the GS-15 level of the General Schedule (GS) pursuant to 5 U.S.C. 5108, or an equivalent position, which is not required to be filled by the President and with the advice and consent of the Senate. The SES system provides for a uniform, government-wide system for developing, selecting, rewarding, and managing an effective team of high-level executive management personnel.

Supervisory Certification: A statement signed by the first-level supervisor of the position, certifying that the duties, responsibilities, and organizational relationships described in the PD are complete and accurate, and that the position is necessary to carry out government functions for which the supervisor is responsible. This statement can be found on the OF-8 position description coversheet. This certification obligates payment of public funds at the classification level determined/signed by the classifier of the position description.

3 FAM 2638 through 2639 UNASSIGNED

UNCLASSIFIED (U)