Chapter 31: Separations by Other than Retirement
1
Chapter 31: Guide to Processing Personnel Actions
Chapter 31: Separations by Other than
Retirement
(Natures of Action 312, 317, 330, 350,
351, 352, 353, 355, 356, 357, 385, and
390)
Contents
1. Coverage .................................................................................. 2
2. Definitions ................................................................................. 2
3. Selection of Legal Authority ......................................................... 4
4. Documenting Reason(s) for Separations ........................................ 5
5. Effective Dates ........................................................................... 7
6. Instructions ............................................................................... 8
Actions When an Employee Separates ................................................ 10
Tables ............................................................................................. 11
Table 31-A. Documenting Resignations (See note 1 of this table) .......... 11
Table 31-B. Documenting Separations other than Resignations and
Retirements >Summary< ................................................................. 16
Table 31-C. Codes for Required Remarks (Important: More than One Rule
May Apply) ..................................................................................... 27
Table 31-D. Codes and Corresponding Remarks .................................. 34
New text changes and/or additions are distinguished in >dark red font
surrounded by angled brackets<. Deletion/removal of text is distinguished
with *** in green font.
Chapter 31: Separations by Other than Retirement
2
Chapter 31: Guide to Processing Personnel Actions
1. Coverage
a. Separations are actions that end employment with an agency.
This chapter covers separations by other than retirement.
Actions covered include: resignations; terminations; removals;
separations due to reduction in force; separations to enter the
uniformed services; and deaths. It includes those involuntary
separations under which the employee may be eligible for
discontinued service retirement, or MRA+10 retirements when
the employee chooses to postpone the MRA+10 annuity
commencing date beyond 31 days after separation. (See
Chapter 44 and 42, respectively, of HUThe CSRS and FERS
HandbookUH.)
b. This chapter does not cover: retirements (Chapter 30);
movements from one part of an agency to another (Chapter 14);
changes in the human resource system serving the employee
(not an official personnel action); or details to a State or local
government, to an institution of higher learning, to another
agency, or to an international organization (Chapter 14).
2. Definitions
a. Appeal Rights— An appeal right is an opportunity provided by
law, Executive Order, regulation, or agency procedures to
challenge a>n< *** action by presenting evidence and/or calling
witnesses before an *** official who has the authority to modify
or rescind the *** action. For purposes of this chapter, the right
to challenge an action through procedures designed to handle
>Equal Opportunity Commission (EEOC), or the Office of Special
Counsel (OSC)< complaints *** is not an “appeal right”.
b. Resignation—a separation initiated by an employee.
c. Resignation—ILIA (in lieu of involuntary action)—a separation
initiated by the employee under circumstances that meet the
definition of “involuntary separation” in Chapter 44 of The CSRS
and FERS Handbook.
d. Removal—a separation from Federal service initiated by the
agency, the Office of Personnel Management or the Merit
Systems Protection Board under parts 359, 432, 731, or 752 of
Chapter 31: Separations by Other than Retirement
3
Chapter 31: Guide to Processing Personnel Actions
title 5, Code of Federal Regulations; section 1201 of title 5, U.S.
Code; or comparable agency statutes or regulations. (Note: This
Chapter covers actions that remove an employee from the
agency. Most removals from the Senior Executive Service under
part 359 result in conversion to an appointment outside the
Senior Executive Service. These conversions are covered in
Chapters 9-11.)
e. Separation-Appt In (name of entity)-a separation when an
employee leaves a Federal agency to accept employment with a
non-Federal Government entity that takes over his or her
Federal functions AND the employee will continue to receive
Federal benefits.
f. Separation-US (uniformed services)—a separation action
initiated by the agency when the employee enters on duty with
the uniformed services. (Note: This action is not appropriate
when an employee fails to return and did not provide written
notice of intent not to return. In that case, he or she is subject
to the policy and disciplinary action the agency would normally
apply for a similar absence without approval.)
g. Separation-RIF—a separation from the agency under parts 351
or 359, title 5, Code of Federal Regulations, or as a consequence
of reduction in force.
h. Termination-Appt In (agency)—a separation action initiated
by either the employee or the agency when the employee (or a
group of employees) moves from one agency to another agency.
i. Termination during Prob/Trial Period—an agency-initiated
separation of an employee who is serving an initial appointment
probation or a trial period required by civil service or agency
regulations.
j. Termination-Exp of Appt—a separation action initiated by the
agency to end employment on the not-to-exceed date of a
temporary appointment.
k. Termination-Sponsor Relocating—an action to document the
separation of a Department of Defense employee who submits a
Chapter 31: Separations by Other than Retirement
4
Chapter 31: Guide to Processing Personnel Actions
resignation to accompany a military or civilian sponsor to a new
duty station.
3. Selection of Legal Authority
a. Meaning of “equivalent to CS Regs.” For some actions
covered by this Chapter, the legal authority will depend on
whether the action is being taken under civil service laws and
regulations, under agency procedures that are equivalent to
those required under civil service laws and regulations, or under
other procedures. To select the legal authority, you must know
what procedures were used. If you are not sure, ask the person
who approved the action. You cannot select the correct
authority without knowing the procedures used to effect the
action.
b. Agency-Unique Authorities. If the action is being taken under
an authority that is unique to your department or agency, cite
that authority instead of the authority and code shown in this
Chapter. The Office of Personnel Management must have issued
an authority code before an agency-unique authority can be
used instead of the authorities shown in this Chapter.
c. Actions for Which the Agency Must Select the Authority.
For some actions you will be given a legal authority code and
told to cite the appropriate authority.
i. If a specific law, Executive Order, regulation, or agency
directive was the basis for the action, cite it in the legal
authority block on the ***>SF-<52/50, along with the
legal authority code shown in the table.
ii. When the employee is serving on a temporary
appointment and no other law, Executive Order,
regulation, or agency directive applies to the action, cite
the appointment authority in the legal authority block on
the ***>SF-<52/50, along with the legal authority code
shown in the table.
iii. For situations not described in paragraphs (1) and (2), cite
“5 U.S.C. 302” in the legal authority block on the Standard
Form 52/50, along with the legal authority code shown in
Chapter 31: Separations by Other than Retirement
5
Chapter 31: Guide to Processing Personnel Actions
the table. 5 U.S.C. 302 is the general authority for an
agency head to delegate authority to take actions
necessary to carry out personnel actions. Cite it only in
those rare instances when no other authority is
appropriate for the action.
4. Documenting Reason(s) for Separations
a. Need for Remarks. Most of the actions in this Chapter require
remarks that document the reasons for the action. These
remarks are used to determine future employment eligibility and
eligibility for various benefits, including unemployment
compensation. When a former employee applies for
unemployment compensation, the State employment security
agency will use the nature of action and the remarks to
adjudicate the claim. Inadequate or incomplete information
about the separation may result in delays or errors in processing
such claims.
b. Employee's Reason for Resignation.
i. Each person who resigns should be asked to do so in
writing. Part E of the ***>SF-52< is one option for
submitting a written resignation. When the employee
resigns orally, try to obtain written confirmation. If this is
not possible, ask the person who received the oral
resignation to document it in a memorandum for the
record.
ii. In the remarks section of the***>SF-50<, quote in full the
employee's reason for resigning. If the employee’s reason
is so lengthy that it will not fit in the space available,
summarize it. The entire reason will remain a matter of
record because the resignation is a long-term Official
Personnel Folder document.
c. Agency Comments Regarding Employee's Reason for
Resignation—Agency Finding.
i. Employees without appeal rights. When the employee
is serving an initial appointment probation or a trial period
required by civil service or agency regulations, or when
Chapter 31: Separations by Other than Retirement
6
Chapter 31: Guide to Processing Personnel Actions
employee is serving under an appointment that does not
afford appeal rights, NO agency comments or findings
regarding the employee's resignation may be placed on the
***>SF-52<, ***>SF-50<, in the employee's Official
Personnel Folder, or in the Employee Performance Folder.
ii. Employees with appeal rights. Agency findings should
be documented on the resignation ***>SF-50<only when
the employee has appeal rights and has been notified in
writing of an agency action BEFORE the resignation was
submitted. Agency findings should be documented if the
employee was notified of:
1. a proposed or pending disciplinary or adverse action;
2. a proposed or pending position change due to failure
to complete a supervisory/managerial probationary
period successfully;
3. action to withhold a within-grade increase; or
4. proposed removal from the Senior Executive Service.
Unless the employee was notified in writing BEFORE
submitting the resignation, do NOT record any adverse
agency findings on the ***>SF-52<, ***>SF-50<, in the
Official Personnel Folder or the Employee Performance
Folder.
d. Agency-Initiated Separations
i. Employees without appeal rights. When an employee who
is serving on an appointment that does not afford appeal
rights is separated for conduct and/or performance
reasons, NO agency reasons for or comments regarding
the action may be placed on the ***>SF-52<, the
***>SF-50<, in the Official Personnel Folder or Employee
Performance Folder.
ii. Employees with appeal rights. When an employee serving
on an appointment that does afford appeal rights is
separated by the agency, the agency must summarize the
Chapter 31: Separations by Other than Retirement
7
Chapter 31: Guide to Processing Personnel Actions
reason(s) for the action in the ***>SF-50< remarks. The
reason(s) must be consistent with any written reason(s)
previously given the employee as the basis for his or her
separation.
e. Unemployment Compensation Claims. An agency may have
factual information that would impact on a former employee’s
unemployment compensation claim but is not documented on
the separation ***>SF-50<. In these cases, the agency may
retain that information in a “subject file” that is separate and
apart from the employee's personal records or any other records
that are filed by and retrieved by employee name or employee
identifier (such as an employee number, a payroll number, or
Social Security Number). These files are retained for two years
from the effective date of the separation.
5. Effective Dates
All separations are effective at the end of the day (midnight) unless an
earlier time is indicated on the ***>SF-50<.
a. Termination-Appointment In. When the separation is to
move to other Federal employment without a break in service,
the effective date should be the day immediately preceding the
day the employee entered on duty in the new employing agency.
Do not process the Termination-Appt In (agency) action before
receipt of evidence that the employee actually has been
appointed in the other agency. Accept as evidence of the
appointment only:
i. A copy of the ***>SF-50< or list form of notice by which
the other agency appointed the person; or
ii. a copy of the other agency's appointment ***>SF-52<
showing the appointment date and the appointing official's
signature.
b. Termination during probationary period. The initial
appointment probationary period ends at the end of the
employee's tour of duty on the last workday of the probationary
period. If management decides to terminate the employee
during the probationary period, the ***>SF-50< must be
Chapter 31: Separations by Other than Retirement
8
Chapter 31: Guide to Processing Personnel Actions
effective on a day prior to the last day of the probationary
period, or at a specific time of day before the end of the
employee’s workday on the last day of the probationary period.
c. Other separations. Resignations are effective on the date
specified by the employee. Other separations are effective on
the date set by the agency. When advance notice periods are
required by law or regulation (for example, under adverse action
procedures), the separation may not be effective prior to the last
day of any notice period.
d. Two actions proposed for the same date. When two actions,
such as a termination during probationary period and a
resignation, are proposed for the same date but one specifies an
earlier time, process the one with the earlier time. When two
actions are proposed for the same date and time, process the
one that was submitted first.
Example 1: On July 12
th
, a supervisor submits a request to
terminate a probationary employee, effective July 16
th
. On July
13
th
, the employee submits a resignation to be effective “at the
end of the workday on July 16
th
.” The agency’s action would be
effective at midnight since an earlier time was not specified.
Because the actions would be effective at different times, and
because the resignation would be effective first, the agency
processes the resignation instead of the termination.
Example 2: On April 10
th
, the agency notifies the employee of
its decision to remove him effective May 10
th
. On April 12
th
, the
employee submits a resignation which is also effective on May
10
th
. Because neither request specifies an earlier time, each
would be effective at midnight on May 10
th
. Since the removal
was submitted first, the agency processes the removal instead of
the resignation.
6. Instructions
a. Follow instructions in Chapter 4 to complete the ***>SF-52<
and ***>SF-50<.
b. Select the nature of action and >legal< authority from the
appropriate table:
Chapter 31: Separations by Other than Retirement
9
Chapter 31: Guide to Processing Personnel Actions
i. Use Table 31-A for resignations; and
ii. Use Table 31-B for separations other than resignations.
c. Use Table 31-C to select codes for remarks required for the
action. Use Table 31-D to translate remarks codes into the
remarks.
d. Also enter any additional remarks codes/remarks that are
required by your agency's instructions or that are necessary to
explain the action.
e. An employee may receive a within-grade increase (WGI) while in
nonpay status when the WGI becomes due during the period of
nonpay time that is creditable for that step. If the WGI was not
processed before the separation, show the step and salary to
which employee was entitled in blocks 19 and 20 of the
separation ***>SF-50<. Use remark P16 to explain that the
employee met requirements for the WGI.
f. Follow your agency’s instructions to process the action and
distribute the ***>SF-50<.
g. Check The Guide to Personnel Recordkeeping to decide what
documents submitted or created in connection with the action
should be filed in the employee's Official Personnel Folder.
Follow your agency's instructions to dispose of those not filed in
the Folder.
h. Follow instructions in The Guide to Personnel Recordkeeping to
transfer the Official Personnel Folder. After you dispatch it, if
you find any long-term (right>/permanent< side) records that
belong to the Folder, send them immediately to the address to
which the Folder was sent. Be sure employee's full name, social
security number, and date of birth are on each form or
document.
Chapter 31: Separations by Other than Retirement
10
Chapter 31: Guide to Processing Personnel Actions
Job Aid
Actions When an Employee Separates
Instructions: This list is intended as a reminder of actions that may be
required when an employee separates. Follow your agency procedures
to be sure that all required actions are taken.
If the Employee
Then
Separates for a reason other than death
On or before the separation date, give the
employee a completed Standard Form 8
showing the full address of the payroll office
maintaining the records.
Is enrolled in a health benefits plan
Follow instructions in the Federal
Employees’ Health Benefits Handbook for
Personnel and Payroll Offices.
Has Federal Employees’ Group Life
Insurance (FEGLI) coverage
Follow instructions in The Federal
Employees’ Group Life Insurance Program -
A Handbook for Employees, Annuitants,
Compensationers and Employing Offices.
Is covered by the Civil Service
Retirement System or the Federal
Employees’ Retirement System
Follow instructions in The CSRS and FERS
Handbook for Personnel and Payroll Offices.
Was receiving or was entitled to receive
severance pay based on a previous
separation
Send a copy of the separation ***>SF-50<
to the agency responsible for the severance
pay fund so they will know to begin or
resume any required payments.
May be entitled to severance pay based
on this separation
Follow agency procedures. (Refer to title 5,
Code of Federal Regulations, part 550.)
May be eligible for consideration under
the agency’s reemployment priority list,
agency career transition assistance
plan, or the interagency career
transition assistance plan
Follow agency procedures. (Refer to title 5,
Code of Federal Regulations, part 330.)
Was earning leave
Follow agency procedures for processing
lump sum payments and preparing the
Standard Form 1150, Record of Leave Data.
Chapter 31: Separations by Other than Retirement
11
Chapter 31: Guide to Processing Personnel Actions
Tables
Table 31-A. Documenting Resignations (See Note 1 of this table)
>Notes and Remarks columns have been added.<
Rule
And
Then
NOAC
is
NOA Is
Auth
Code
Is
Authority
Is
Notes
Remarks
1
317
Resignation
RUM
Reg.
715.202
Other
1. When employee is leaving your agency to
accept employment without a break in
service in another agency, follow the
instructions in Table 31-B to process the
action as a 352/Termination-Appt In
(agency). When the employee is moving
to another appointment in your agency
without a break in service, process the
action as a conversion to the new
appointment, not a resignation.
2. See Regulation 752.401(c) for a list of
the employees who are covered by Part
752 of the civil service regulations and,
therefore, have appeal rights. If the
employee is serving on an appointment
that is not listed in Regulation
752.401(c), such as on an Appt NTE in
the competitive service, then the
employee has no appeal rights.
3. The suffix “CAA” stands for “in lieu of
action proposed under Civil Service
adverse action procedures;” the suffix
“EAA” stands for “in lieu of action
proposed under agency procedures that
are equivalent to the Civil Service
adverse action procedures;” and the
suffix “OAA” stands for “in lieu of action
proposed under other adverse action
procedures.”
Jump to
listing of
Remarks
(Use as
many
remarks as
are
applicable)
2
3
4
After receiving notice
of proposed or
pending adverse
action based in whole
or in part on
employee's
misconduct or
delinquency
Action is proposed
under 5 U.S.C.,
chapter 75
RQM
Reg.
715.202 CAA
(See Note
3)
5
Action is proposed
under agency
procedures equivalent
to 5 U.S.C., chapter 75
RRM
Reg.
715.202 EAA
(See Note
3)
6
Action is proposed
under other
procedures not
described in Rules 1-5
RSM
Reg.
715.202 OAA
(See Note
3)
Table 31-A. Documenting Resignations, (See Note 1 of this table), Continued
12
Chapter 31: Guide to Processing Personnel Actions
Rule
And
Then
NOAC
is
NOA Is
Auth
Code
Is
Authority
Is
Notes
Remarks
7
317
Resignation
R6M
Reg.
715.202
Prob
1. When employee is leaving your agency to
accept employment without a break in
service in another agency, follow the
instructions in Table 31-B to process the
action as a 352/Termination-Appt In
(agency). When the employee is moving
to another appointment in your agency
without a break in service, process the
action as a conversion to the new
appointment, not a resignation.
Jump to
listing of
Remarks
(Use as
many
remarks as
are
applicable)
8
312
Resignation-ILIA
R6M
Reg.
715.202
Prob
9
***
***
10
R7M
Reg.
715.202 Perf
11
Action is proposed
under 5 CFR part 432
R7M
Reg.
715.202 Perf
Table 31-A. Documenting Resignations, (See Note 1 of this table), Continued
13
Chapter 31: Guide to Processing Personnel Actions
Rule
And
Then
NOAC
is
NOA Is
Auth
Code
Is
Authority
Is
Notes
Remarks
12
Action is proposed
under agency
procedures equivalent
to those under 5 CFR
part 432
312
Resignation-ILIA
R8M
Reg.
715.202 Eq
Perf
1. When employee is leaving your agency
to accept employment without a break
in service in another agency, follow the
instructions in Table 31-B to process the
action as a 352/Termination-Appt In
(agency). When the employee is moving
to another appointment in your agency
without a break in service, process the
action as a conversion to the new
appointment, not a resignation.
Jump to
listing of
Remarks
(Use as
many
remarks as
are
applicable)
13
Action is proposed
under procedures not
described in Rules 11-
12
RUM
Reg.
715.202
Other
14
RTR
Reg.
715.202 (A-
76)
15
When Rule 14 does not
apply
RTM
Reg.
715.202 RIF
Table 31-A. Documenting Resignations, (See Note 1 of this table), Continued
14
Chapter 31: Guide to Processing Personnel Actions
Rule
And
Then
NOAC
is
NOA Is
Auth
Code
Is
Authority
Is
Notes
Remarks
16
Assignment is out of
commuting area and
was not provided for at
time of appointment
312
Resignation-ILIA
RXM
Reg.
715.202 Relo
1. When employee is leaving your agency to
accept employment without a break in
service in another agency, follow the
instructions in Table 31-B to process the
action as a 352/Termination-Appt In
(agency). When the employee is moving
to another appointment in your agency
without a break in service, process the
action as a conversion to the new
appointment, not a resignation.
3. The suffix “CAA” stands for “in lieu of
action proposed under Civil Service
adverse action procedures;” the suffix
“EAA” stands for “in lieu of action
proposed under agency procedures that
are equivalent to the Civil Service
adverse action procedures;” and the
suffix “OAA” stands for “in lieu of action
proposed under other adverse action
procedures.”
4. If an employee declines a reassignment
and the agency issues a notice of
proposed separation that is then followed
by the employee's resignation, use Rules
20-22.
5. Use this rule only when the employee has
been notified in writing of the proposed
action.
Jump to
listing of
Remarks
(Use as
many
remarks as
are
applicable)
17
RPR
Reg.
715.202 (A-
76
Assignment)
18
New assignment is not
the result of
contracting out under
Office of Management
and Budget Circular A-
76
RWM
Reg.
715.202
Reas
19
Employee has received
written notice of the
proposed action
RPM
Reg.
715.202
20
Action is proposed
under 5 U.S.C.,
chapter 75
RQM
Reg.
715.202 CAA
(See note
3)
21
Action is proposed
under agency
procedures equivalent
to those under 5
U.S.C., chapter 75
RRM
Reg.
715.202 EAA
(See note
3)
Table 31-A. Documenting Resignations, (See Note 1 of this table), Continued
15
Chapter 31: Guide to Processing Personnel Actions
Rule
And
Then
NOAC
is
NOA Is
Auth
Code
Is
Authority
Is
Notes
Remarks
22
Action is proposed
under other
procedures not
described in Rules 1-
21
312
Resignation-ILIA
RSM
Reg.
715.202 OAA
(See note
3)
1. When employee is leaving your agency to
accept employment without a break in
service in another agency, follow the
instructions in Table 31-B to process the
action as a 352/Termination-Appt In
(agency). When the employee is moving
to another appointment in your agency
without a break in service, process the
action as a conversion to the new
appointment, not a resignation.
3. The suffix “CAA” stands for “in lieu of
action proposed under Civil Service
adverse action procedures;” the suffix
“EAA” stands for “in lieu of action
proposed under agency procedures that
are equivalent to the Civil Service
adverse action procedures;” and the
suffix “OAA” stands for “in lieu of action
proposed under other adverse action
procedures.”
5. Use this rule only when the employee has
been notified in writing of the proposed
action.
6. If a Department of Defense employee is
resigning to accompany a sponsor
overseas, use Table 31-B.
Jump to
listing of
Remarks
(Use as
many
remarks as
are
applicable)
23
317
Resignation
RPM
Reg.
715.202
Chapter 31: Separations by Other than Retirement
16
Chapter 31: Guide to Processing Personnel Actions
Table 31-B. Documenting Separations other than Resignations and Retirements >Summary<
If Action is based on
Go to Rules
Abandonment of position
61
Appointment in another agency
2-12
Conduct
35-40
Conduct and Performance
41-46
Contracting out of Employee's Position
17
Death
1
Death in the Line of Duty
64
Directed Reassignment, failure to accept
21-23
Expiration of Appointment
14
Failure to qualify for conversion
57-60
Function or activity moves, employee declines to accompany
24-26
Lack of work/funds when employee is on a temporary appointment
18-19
Merit Systems Protection Board instruction
53
National security, directed by head of agency
56
Office of Personnel Management instruction
54-55
Performance
27-34
Pre-appointment conditions
47-52
Reemployed annuitant, employee being a
62
Reduction in Force (RIF)
15-16
Relocation of a Department of Defense Sponsor
20
Uniformed Services, duty with
13
Circumstances not listed above
63-65
Chapter 31: Separations by Other than Retirement
17
Chapter 31: Guide to Processing Personnel Actions
Table 31-B. Documenting Separations Other than Resignations and Retirements, Continued
>Notes and Remarks columns have been added.<
Rule
If Separation Is
And
Then
NOAC Is
NOA Is
Auth
Code Is
Authority Is
Notes
Remarks
1
Because of death of
employee (See note
5)
350
Death
(No entry
required)
1. Although an employee may submit a
resignation in such cases, resignation
is not required. Do not document the
action as a resignation. When
employee is moving to the other
agency because of a reduction-in-force
separation, document the action as a
356/Separation-RIF following the
instructions in Rules 16 and 17.
2. When employee is on grade retention,
compare the grade being retained with
the grade of the position to which he
or she is moving to determine if the
move is to a position at a higher or
lower grade.
5. Unless the cause of death occurred
while in the line of duty, use rule 1 to
document the death of an employee.
Death in the line of duty results when
the deceased employee was a victim of
a criminal act, an act of terrorism, a
natural disaster, or other
circumstances as determined by the
President and is documented using rule
64. If at the time of processing the
action a determination of death in the
line of duty is pending confirmation,
document the action using rule 1 and
should the finding later confirm that
the cause of death occurred while in
the line of duty, process a
002/Correction action to reflect the
guidance in rule 64.
Jump to
listing of
Remarks (Use
as many
remarks as
are
applicable)
2
Because employee
moves without break
in service from one
Senior Executive
Service position to
another in a different
agency (See note 1)
352
Termination-
Appt In
(Agency)
VCR
5 U.S.C. 3395
3
When a Senior
Executive Service
(SES) appointee who
has guaranteed
placement rights is
being appointed to a
non-SES position in
another agency as a
result of action
initiated by the
appointing officer
Action is based on
unacceptable
performance during
the Senior Executive
Service probationary
period
VDJ
5 U.S.C.
3594(a)
4
Action is based on less
than fully successful
performance following
the Senior Executive
Service probationary
period
VCS
5 U.S.C.
3594(b)(1)
5
Action is based on
reduction in force
VCT
5 U.S.C.
3594(b)(2)
6
***
***
***
7
Because employee
has accepted a
position in another
Federal agency
without a break in
service under
circumstances not
covered in Rules 2
through 6 (See
notes 1 and 2)
Separation is because
function moves from
one agency to another
PDM
Reg. 351.302
Table 31-B. Documenting Separations Other than Resignations and Retirements, Continued
18
Chapter 31: Guide to Processing Personnel Actions
Rule
If Separation Is
And
Then
NOAC Is
NOA Is
Auth
Code Is
Authority Is
Notes
Remarks
8
Because employee
has accepted a
position in another
Federal agency
without a break in
service under
circumstances not
covered in Rules 2
through 6 (See
notes 1 and 2)
Employee accepts job
at a higher grade
352
Termination-
Appt In
(Agency)
DFM
Cite specific
authority for
action (i.e., 5
CFR part 715
Prom, or an
agency
specific
authority)
1. Although an employee may submit a
resignation in such cases, resignation
is not required. Do not document the
action as a resignation. When
employee is moving to the other
agency because of a reduction-in-force
separation, document the action as a
356/Separation-RIF following the
instructions in Rules 16 and 17.
2. When employee is on grade retention,
compare the grade being retained with
the grade of the position to which he
or she is moving to determine if the
move is to a position at a higher or
lower grade.
Jump to
listing of
Remarks (Use
as many
remarks as
are
applicable)
9
Because employee
has accepted a
position in another
Federal agency
without a break in
service under
circumstances not
covered in Rules 2
through 8 (See
notes 1 and 2)
Employee accepts a
job at a lower grade
job
352
Termination-
Appt In
(agency)
DKM
Cite specific
authority for
action (i.e., 5
CFR part 715
CLG, or an
agency
specific
authority)
10
Employee accepts a
job at the same grade
or in a different pay
system
DBM
Cite specific
authority for
action (i.e., 5
CFR part 715,
or an agency
specific
authority)
11
To transfer to an
international
organization
PZM
Reg. 352.308
12
To accept
appointment with the
American Institute in
Taiwan
ZPM
P.L. 96-8
13
Because employee is
entering on duty with
the uniformed
services
Employee has
provided written
notice of intent not to
return to a position of
employment with the
agency or elects to be
separated in lieu of
Leave Without Pay
353
Separation-
US
Q3K
5 CFR part
353
Table 31-B. Documenting Separations Other than Resignations and Retirements, Continued
19
Chapter 31: Guide to Processing Personnel Actions
Rule
If Separation Is
And
Then
NOAC Is
NOA Is
Auth
Code Is
Authority Is
Notes
Remarks
14
Effected on the Not-
to-Exceed date of a
temporary
appointment or when
employee has worked
the number of days
or hours to which the
appointment was
limited
355
Termination-
Exp of Appt
(No Entry
Required)
1. Although an employee may submit a
resignation in such cases, resignation
is not required. Do not document the
action as a resignation. When
employee is moving to the other
agency because of a reduction-in-force
separation, document the action as a
356/Separation-RIF following the
instructions in Rules 16 and 17.
Jump to
listing of
Remarks (Use
as many
remarks as
are
applicable)
15
Under reduction-in-
force (RIF)
procedures >(See
note 1)<
Employee is in the
Senior Executive
Service
356
Separation-
RIF
VDK
5 U.S.C. 3595
16
Employee is in the
competitive service or
the excepted service
PNM
Reg. 351.603
17
Due to contracting
out of functions
under Office of
Management and
Budget Circular A-76
>(See note 1)<
PNR
Reg. 351.603
(A-76)
18
Because of lack of
work, lack of funds,
or ceiling limitations
when employee is on
a competitive service
appointment limited
to one year or less
Action is not effected
under reduction-in-
force regulations
357
Termination
MUM
Reg. 316.401
19
Because of lack of
work, lack of funds,
or ceiling limitations
When employee is on
a temporary
appointment that is
not described in Rules
1-18
UYM
(Enter
authority
under which
employee
was
appointed)
Table 31-B. Documenting Separations Other than Resignations and Retirements, Continued
20
Chapter 31: Guide to Processing Personnel Actions
Rule
If Separation Is
And
Then
NOAC Is
NOA Is
Auth
Code Is
Authority Is
Notes
Remarks
20
The result of a
Department of
Defense (DoD)
employee submitting
a resignation to
accompany sponsor
military or civilian
sponsor to a new
duty station (See
note 3)
Sponsor is on active
duty in the military or
is a Department of
Defense civilian
employee who (1)
signed a mobility
agreement which
requires as a condition
of employment,
accepting an
assignment anywhere
in the world at
management's
request, or (2)
relocates to or from an
assignment at a duty
station outside the
continental United
States.
351
Termination-
Sponsor
Relocating
RPM
Reg. 715.202
3. The agency should review a copy of
the orders assigning the employee’s
sponsor to a new duty station before
using this code.
Jump to
listing of
Remarks (Use
as many
remarks as
are
applicable)
21
Because employee
declined to accept a
directed
reassignment,
outside the
commuting area,
which was not
provided for in
employee's position
description or
employment
agreement
Action is effected
under 5 U.S.C.,
chapter 75
330
Removal
V9A
5 U.S.C. 75
Reas
22
Action is effected
under agency
procedures, equivalent
to those under 5
U.S.C., chapter 75,
that afford employee
appeal rights
V9B
5 U.S.C. 75
Reas-Eq
23
Action is effected
under procedures that
do not afford
employee appeal
rights
357
Termination
USM
(Enter
Agency
Authority)
Table 31-B. Documenting Separations Other than Resignations and Retirements, Continued
21
Chapter 31: Guide to Processing Personnel Actions
Rule
If Separation Is
And
Then
NOAC Is
NOA Is
Auth
Code Is
Authority Is
Notes
Remarks
24
Because employee
declined to
accompany his or her
function or activity
when it was moved
outside of the
employee's
commuting area
Action is effected
under 5 U.S.C.,
chapter 75
330
Removal
VJJ
5 U.S.C. 75
Relo
Jump to
listing of
Remarks (Use
as many
remarks as
are
applicable)
25
Action is effected
under agency
procedures, equivalent
to those under 5
U.S.C., chapter 75,
that afford employee
appeal rights
V2J
5 U.S.C. 75
Relo-Eq
26
Action is effected
under procedures that
do not afford
employee appeal
rights
357
Termination
UTM
(Enter
Agency
Authority)
27
Based on
unacceptable or
unsatisfactory
performance (when
employee's conduct
is not a factor)
Is effected under Part
432, Civil Service
Regulations
330
Removal
QGM
Reg. 432.101
28
Based on
unacceptable or
unsatisfactory
performance (when
employee's conduct
is not a factor)
Is effected under
agency procedures,
equivalent to those
required under part
432, Civil Service
Regulations, that
afford employee
appeal rights
330
Removal
QHM
Reg. 432.101
Eq
29
Based on
unacceptable or
unsatisfactory
performance or other
factors unrelated to
misconduct or
delinquency
Action is processed
under part 752D, Civil
Service Regulations
330
Removal
VWP
5 U.S.C. 7513
30
Action is processed
under agency
regulations, equivalent
to those required
under part 752D, Civil
Service Regulations,
that afford employee
appeal rights
VWR
5 U.S.C. 7513
Eq
Table 31-B. Documenting Separations Other than Resignations and Retirements, Continued
22
Chapter 31: Guide to Processing Personnel Actions
Rule
If Separation Is
And
Then
NOAC Is
NOA Is
Auth
Code Is
Authority Is
Notes
Remarks
31
Based on
unacceptable or
unsatisfactory
performance or other
factors unrelated to
misconduct or
delinquency
Employee is serving
an initial probationary
period
385
Termination
during prob/
trial period
L2M
Reg. 315.804
Jump to
listing of
Remarks (Use
as many
remarks as
are
applicable)
32
Employee is serving a
trial period required
by civil service or
agency regulation
L4M
Reg. 315.804
Eq
33
Employee is currently
serving a probationary
period in the Senior
Executive Service
V2M
5 U.S.C. 3393
34
Employee is serving
on an appointment not
described in Rules 31-
33 that does not
afford appeal rights
357
Termination
ZLK
(Enter Law,
Executive
Order or
Regulation
that
authorizes
termination
because of
performance)
35
Based on employee's
conduct or
delinquency after
entrance on duty
(when work
performance is not a
factor, and the
separation is not
covered under Rules
27-34)
Is effected under 5
U.S.C., chapter 75
(under civil service
adverse action
procedures)
330
Removal
V6J
5 U.S.C. 75
Postappt
36
Is effected under an
agency authority,
following procedures
that are equivalent to
those required under 5
U.S.C., chapter 75,
that afford employee
appeal rights
V8J
5 U.S.C. 75
Postappt-Eq
37
Based on employee's
conduct or
delinquency after
entrance on duty
(when work
performance is not a
factor and the
separation is not
covered under Rules
27-34)
Is effected during an
initial appointment
probation
385
Termination
during prob/
trial period
L2M
Reg. 315.804
38
Is effected during a
trial period required
by civil service or
agency regulations
L4M
Reg. 315.804
Eq
39
Is effected during the
probationary period of
a Senior Executive
Service career
appointee
VYM
5 U.S.C. 3393
Postappt
Table 31-B. Documenting Separations Other than Resignations and Retirements, Continued
23
Chapter 31: Guide to Processing Personnel Actions
Rule
If Separation Is
And
Then
NOAC Is
NOA Is
Auth
Code Is
Authority Is
Notes
Remarks
40
Based on employee's
conduct or
delinquency after
entrance on duty
(when work
performance is not a
factor, and the
separation is not
covered under Rules
27-34)
Employee is serving
on an appointment
other than one
described in Rules 37-
39 that does not
afford appeal rights
357
Termination
ZLJ
(Enter Law,
Executive
Order or
Regulation
that
authorizes
termination
because of
misconduct)
Jump to
listing of
Remarks (Use
as many
remarks as
are
applicable)
41
Because of
employee's conduct
or delinquency after
entrance on duty and
because of
unacceptable
performance
Is effected under 5
U.S.C., chapter 75
(under civil service
adverse action
procedures)
330
Removal
VAJ
5 U.S.C. 75
42
Is effected under an
agency authority,
following procedures
equivalent to those
required under 5
U.S.C., chapter 75,
that affords employee
appeal rights
VHJ
5 U.S.C. 75
Eq
43
Is effected during an
initial appointment
probation
385
Termination
during
prob/trial
period
L5M
Reg. 315.804
Mix
44
Is effected during a
trial period required
by civil service or
agency regulations
LXM
Reg. 315.804
Eq Mix
45
Because of
employee's conduct
or delinquency after
entrance on duty and
because of
unacceptable
performance
Is effected during the
probationary period of
a Senior Executive
Service career
appointee
385
Termination
during
prob/trial
period
V2M
5 U.S.C. 3393
Table 31-B. Documenting Separations Other than Resignations and Retirements, Continued
24
Chapter 31: Guide to Processing Personnel Actions
Rule
If Separation Is
And
Then
NOAC Is
NOA Is
Auth
Code Is
Authority Is
Notes
Remarks
46
Because of
employee's conduct
or delinquency after
entrance on duty and
because of
unacceptable
performance
Employee is serving
on an appointment
other than one
described in Rules 43-
45 that does not
afford appeal rights
357
Termination
ZLL
(Enter Law,
Executive
Order, or
Regulation
that
authorizes
termination
because of
both
misconduct
and
performance)
Jump to
listing of
Remarks (Use
as many
remarks as
are
applicable)
47
Because of conditions
arising in whole or in
part before
employee's entrance
on duty, such as
making false
statements on
application/ resume
or failure to qualify in
investigation
Is effected under 5
U.S.C., chapter 75
(under civil service
adverse action
procedures)
330
Removal
V5J
5 U.S.C. 75
Preappt
48
Is effected under an
agency authority,
following procedures
equivalent to those
required under 5
U.S.C., chapter 75
V7J
5 U.S.C. 75
Preappt Eq
49
Is effected during an
initial appointment
probation
385
Termination
during
prob/trial
period
L6M
Reg. 315.805
50
Is effected during a
trial period required
by civil service or
agency regulations
L8M
Reg. 315.805
Eq
51
Is effected during the
probationary period of
a Senior Executive
Service career
appointee
VUM
5 U.S.C. 3393
Preappt
52
Employee is serving
on an appointment
other than one
described in Rules 49-
51 that does not
afford appeal rights
357
Termination
UXM
(Enter Law,
Executive
Order, or
Regulation
that
authorizes
the
termination)
Table 31-B. Documenting Separations Other than Resignations and Retirements, Continued
25
Chapter 31: Guide to Processing Personnel Actions
Rule
If Separation Is
And
Then
NOAC Is
NOA Is
Auth
Code Is
Authority Is
Notes
Remarks
53
Instructed by the
Merit Systems
Protection Board
357
Termination
VAA
5 U.S.C. 1204
4. If employee is later found, in fact, to
have resigned before the termination
was processed, the termination can be
corrected (following the procedures in
Chapter 32) to show a resignation.
Jump to
listing of
Remarks (Use
as many
remarks as
are
applicable)
54
Instructed by the
Office of Personnel
Management
Is based on suitability
reasons
330
Removal
RYM
Reg. 731.201
55
Instructed by the
Office of Personnel
Management
Is based on reasons
other than suitability
357
Termination
A3M
CS Rule V
56
Effected by agency
head in the interest
of national security
330
Removal
V4J and
ZEM
5 U.S.C. 7532
and E.O.
10450
57
Required because
employee failed,
because of
misconduct or
delinquency, to
qualify for conversion
under Regulation
315.704
Action is effected
under procedures of 5
U.S.C., chapter 75
LTM and
VAJ
Reg.
315.704(c)-
conduct and
5 U.S.C. 75
58
Action is not effected
under procedures of 5
U.S.C., chapter 75
357
Termination
LTM
Reg.
315.704(c)-
conduct
59
Because employee
failed to qualify for
conversion under
Regulation 315.704
for reasons other
than conduct or
delinquency, such as
for failure to pass an
examination
Action is effected
under 5 U.S.C.,
chapter 75
330
Removal
LUM
and VAJ
Reg.
315.704(c)
and 5 U.S.C.
75
60
Action is not effected
under 5 U.S.C.,
chapter 75
357
Termination
LUM
Reg.
315.704(c)
61
Because employee
abandoned his or her
position (See note
4)
Adverse action
removal procedures
are not followed
C7M
Reg.
715.202-
Abandonment
62
Of a reemployed
annuitant serving at
the will of the
appointing authority
The basis and
procedure for the
termination are not
covered in Rules 14-
61
VCM
5 U.S.C. 3323
63
For employee to
accept employment
with a non-Federal
Government entity
that takes over his or
her Federal functions
The employee will
continue to receive
Federal benefits
390
Separation-
Appt In
(name of
entity)
ZLM
(Cite specific
statute that
authorizes
the transfer
of function)
Table 31-B. Documenting Separations Other than Resignations and Retirements, Continued
26
Chapter 31: Guide to Processing Personnel Actions
Rule
If Separation Is
And
Then
NOAC Is
NOA Is
Auth
Code Is
Authority Is
Notes
Remarks
64
Because of death of
employee in the line
of duty (See note 5)
354
Death in the
Line of Duty
5. Unless the cause of death occurred
while in the line of duty, use rule 1 to
document the death of an employee.
Death in the line of duty results when
the deceased employee was a victim of
a criminal act, an act of terrorism, a
natural disaster, or other
circumstances as determined by the
President and is documented using rule
64. If at the time of processing the
action a determination of death in the
line of duty is pending confirmation,
document the action using rule 1 and
should the finding later confirm that
the cause of death occurred while in
the line of duty, process a
002/Correction action to reflect the
guidance in rule 64.
Jump to
listing of
Remarks (Use
as many
remarks as
are
applicable)
65
Under circumstances
not described
elsewhere in this
table
Employee is entitled to
appeal the separation
330
Removal
ZLM
(Enter Law,
Executive
Order or
Regulation
that
authorizes
the action)
66
Employee is not
entitled to appeal the
separation
357
Termination
Chapter 31: Separations by Other than Retirement
27
Chapter 31: Guide to Processing Personnel Actions
Table 31-C. Codes for Required Remarks (Important: More than One Rule May Apply)
Return to Table 31-A, 31-B
>Notes column has been added.<
Rule
If
And
And
Then Required
Remarks Codes
Are (See note 1)
Notes
1
Nature of action code is
not 350 or 354
M67
1. See Table 31 D to translate codes into actual remarks.
2. When employee is serving an initial appointment
probation, a trial period required by civil service or
agency regulations, or on an appointment which does
not afford appeal rights, NO agency findings regarding
employee's resignation or agency reasons for
termination may be placed on the Standard Form 50.
3. When employee's reason for resigning is work
connected, the employee may file a grievance. Check
with the personnel specialist who approved the action to
determine if the employee was so advised; if so, ask
which of these remarks applies.
2
Employee is resigning
Gave a reason for
resignation
R19
3
Gave no reason for
resigning
S68
4
Employee's reason for
resigning is work-
connected
Employee was advised of
the opportunity to file a
grievance (See notes 2
and 3)
Employee filed a
grievance
M26
5
Employee did not file a
grievance
M27
6
Senior Executive Service
Career Appointee is
resigning
Resigns after receiving
notice of removal or
placement out of the
Senior Executive Service
during probation
M58
7
Resigns after receiving
notice of placement out
of the Senior Executive
Service for less than
fully successful
performance following
completion of Senior
Executive Service
probation
M58 and S82
8
***
***
***
9
***
***
Table 31-C. Codes for Required Remarks (Important: More than One Rule May Apply), Continued
28
Chapter 31: Guide to Processing Personnel Actions
Rule
If
And
And
Then Required
Remarks Codes
Are (See note 1)
Notes
10
Employee resigns after
being given written
notice of adverse action
the Office of Personnel
Management or agency
proposes to take
Employee has been
serving on an
appointment which does
afford appeal rights (See
note 2)
The action proposed
was a separation action
S31
1. See Table 31-D to translate codes into actual remarks.
2. When employee is serving an initial appointment
probation, a trial period required by civil service or
agency regulations, or on an appointment which does
not afford appeal rights, NO agency findings regarding
employee's resignation or agency reasons for
termination may be placed on the Standard Form 50.
11
The action proposed
was a demotion
S32
12
The action proposed
was a suspension
S33
13
Employee resigns after
being given written
notice of adverse action
the Office of Personnel
Management or agency
has decided to take
The pending action was
a separation action
S28
14
The pending action was
a demotion
S29
15
The pending action was
a suspension
S30
16
Employee resigns after
receiving notice that
within-grade increase
will be denied but before
the 888/Denial of
Within-grade Inc action
is effected
S80
17
Employee resigns during
initial appointment
probation
S65
18
Employee resigns during
trial period
S66
19
Employee is serving a
probationary period for a
supervisory (or
managerial) position
Resigns after being
notified of proposed
position change for
failure to satisfactorily
complete that
probationary period
S74
20
Resigns after being
notified of decision on
position change as a
result of failure to
satisfactorily complete
that probationary period
S75
21
Employee received a
reduction-in-force notice
Was offered another job
Declined the offer
without giving a reason
S51, S54, and
S56
22
Gave reasons for
declining the offer
S51, S54, and
R55
23
Was not offered another
job
S51 and S58
Table 31-C. Codes for Required Remarks (Important: More than One Rule May Apply), Continued
29
Chapter 31: Guide to Processing Personnel Actions
Rule
If
And
And
Then Required
Remarks Codes
Are (See note 1)
Notes
24
Separation is based on
employee's declination
of relocation
R53
1. See Table 31 D to translate codes into actual remarks.
2. When employee is serving an initial appointment
probation, a trial period required by civil service or
agency regulations, or on an appointment which does
not afford appeal rights, NO agency findings regarding
employee's resignation or agency reasons for
termination may be placed on the Standard Form 50.
6. These instructions do not apply when action is
352/Termination Appt in (agency).
25
Separation is based on
employee's declination
of assignment
R52
26
Employee is terminated
after receiving a written
notice of adverse action
proposed by the Office of
Personnel Management
or agency (See note 6)
The termination was for
reasons other than the
proposed adverse action
(See note 2)
The action proposed
was a separation
S42
27
The action proposed
was a demotion
S41
28
The action proposed
was a suspension
S40
29
Employee is terminated
after receiving a written
notice of decision on an
adverse action proposed
by the Office of
Personnel Management
or agency (See note 6)
The termination was for
reasons other than the
pending adverse action
(See note 2)
The decision was a
separation
S45
30
The decision was a
demotion
S44
31
The decision was a
suspension
S43
32
Separation is ordered by
the Merit Systems
Protection Board
S73
33
Separation is ordered by
the Office of Personnel
Management
S46
34
Separation is NOT
ordered by the Office of
Personnel Management
or the Merit Systems
Protection Board
S47
35
Nature of Action is
355/Termination—Exp of
Appt
Employee refused
extension of
appointment
S57
36
Employee separates to
accompany a U.S.
Government military or
civilian sponsor overseas
(outside the United
States)
S78
Table 31-C. Codes for Required Remarks (Important: More than One Rule May Apply), Continued
30
Chapter 31: Guide to Processing Personnel Actions
Rule
If
And
And
Then Required
Remarks Codes
Are (See note 1)
Notes
37
Employee was entitled to
Sole Survivorship
veterans preference
Block 23 of the SF-50
reflects “7”
E59
1. See Table 31-D to translate codes into actual remarks.
4. Remarks on the separation Standard Form 50 for the
previous separation and on the Standard Form 50 for the
current appointment should show whether or not
employee was entitled to and/or received severance pay
based upon a previous separation.
5. See 5 CFR part 550, subpart G, to determine conditions
under which employee is entitled to severance pay,
severance pay will be recomputed or resumed, and
conditions under which severance pay entitlement is lost.
38
Employee's total salary
includes payment for
administratively
uncontrollable overtime
(AUO)
P82
39
Employee's total salary
includes a supervisory
differential
P80
40
Nature of action code is
350 or 354
Employee was in phased
retirement status at time
of death
M19
41
Employee's total salary
includes availability pay
P98
42
Pay in position from
which employee is
separating has been set
at a special rate under
5 U.S.C. 5305
P05
43
Employee was receiving
(or was entitled to
receive) severance pay
at the time of current
appointment based upon
a previous separation
(See note 4)
Severance pay is to be
resumed by agency
responsible for
severance pay fund (See
note 5)
N20
44
Employee lost
entitlement to severance
pay (See note 5)
N23
45
Severance pay is to be
recomputed by agency
responsible for
severance pay fund (See
note 5)
N21
46
Employee is entitled to
severance pay based
upon the separation
(See note 5)
N22 and N59
Table 31-C. Codes for Required Remarks (Important: More than One Rule May Apply), Continued
31
Chapter 31: Guide to Processing Personnel Actions
Rule
If
And
And
Then Required
Remarks Codes
Are (See note 1)
Notes
47
Employee's separation is
involuntary
Employee is not entitled
to severance pay
N23
1. See Table 31-D to translate codes into actual remarks
7. Follow instructions in Figure 6-4 to convert hours worked
to months and days of service credit. Standard Form 50
remarks are used as the basis for future service
computation date calculations. Therefore, if your agency
uses additional remarks to explain the time the
employee worked, those agency remarks must show the
intermittent service in terms of the credit to which the
employee is entitled, rather than in terms of elapsed
calendar time. Example: if employee worked on ten
different days for a total of 35 hours, show in your
agency remarks that the 35 hours equaled 6 days of
service credit.
48
Employee completed
requirements for a
within-grade increase on
or before separation
date
The within-grade
increase was not
effected
P16
49
Employee will receive
lump sum payment for
annual leave
The exact number of
hours of unused annual
leave is known
Retained rate will
terminate during period
of lump sum payment
N26 and P18
50
Retained rate will not
terminate during period
of lump sum payment
N26
51
Employee does not
have retained rate
52
The exact number of
hours of unused annual
leave is not yet available
Retained rate will
terminate during period
of lump sum payment
N27 and P18
53
Retained rate will not
terminate during period
of lump sum payment
N27
54
Employee does not
have retained rate
55
Employee has been in
nonpay status during
current calendar year
Total nonpay status
during current calendar
year exceeds 6 months
G31
56
Separation is from
intermittent employment
Employment has been
without compensation
(WC)
G29 (See note 7)
57
Employment has been
with pay
G30 (See note 7)
58
Employee may be barred
from annuity under 5
U.S.C. chapter 83,
subchapter II
Employee is eligible to
apply for an immediate
annuity
M61
59
Employee is not eligible
to apply for an
immediate annuity
M60
60
Separation results from
work-related
injury/disability (see 5
U.S.C. 8102)
Employee is eligible for
continuation of pay
N11 and N12
61
N10
Table 31-C. Codes for Required Remarks (Important: More than One Rule May Apply), Continued
32
Chapter 31: Guide to Processing Personnel Actions
Rule
If
And
And
Then Required
Remarks Codes
Are (See note 1)
Notes
62
Employee, who is
separating from Federal
service, has life
insurance coverage
Employee has made an
assignment of life
insurance coverage
B69
1. See Table 31-D to translate codes into actual remarks.
8. See The Employees Health Benefits Handbook for
information about determining whether an involuntary
separation is due to gross misconduct.
63
Employee has not made
an assignment of life
insurance coverage
B46
64
Is separating to enter on
active duty with the
uniformed services
B76
65
Employee, who is
separating from Federal
service, has health
benefits coverage
Separation is involuntary
due to gross misconduct
(See note 8)
Is not being placed on
the Office of Workers’
Compensation
Programs rolls
B47
66
Separation is not
described in Rule 65
B53
67
Employee has elected to
retain coverage under a
retirement system for
Non-appropriated Fund
employees
B63
68
Employee under the
Federal Employees
Retirement System is
separated after attaining
the minimum retirement
age (MRA) and
completing 10 years of
creditable service (see
The CSRS and FERS
Handbook, Chapter 42)
B62
69
Employee under the
Federal Employees
Retirement System is
separated after
completing 10 years of
creditable service (see
The CSRS and FERS
Handbook, Chapter 42)
B61
70
Employee is transferred
to an international
organization
M62
Table 31-C. Codes for Required Remarks (Important: More than One Rule May Apply), Continued
33
Chapter 31: Guide to Processing Personnel Actions
Rule
If
And
And
Then Required
Remarks Codes
Are (See note 1)
Notes
71
Employee separates to
go to the American
Institute in Taiwan under
P.L. 96-8
M04
1. See Table 31-D to translate codes into actual remarks.
2. When employee is serving an initial appointment
probation, a trial period required by civil service or
agency regulations, or on an appointment which does
not afford appeal rights, NO agency findings regarding
employee's resignation or agency reasons for
termination may be placed on the Standard Form 50.
72
Senior Executive Service
(SES) appointee who
has guaranteed
placement rights is being
appointed to a non-SES
position in another
agency
The action is based on
unacceptable
performance during
probation >or< less than
fully successful
performance following
probation.***
M58
73
Employee abandoned his
or her position
S20
74
Employee will have
reemployment rights
M64
75
Employee is separating
from an excepted service
appointment, a Senior
Executive Service
appointment, or a
temporary or term
appointment in the
competitive service
Is a nonveteran who
previously held a career-
conditional appointment
Current employment
occurred within 3 years
after separation from
that career-conditional
appointment
M83
76
Action is a
357/Termination
Reason for the action is
not described in Rules 1-
75 and employee was
serving on an
appointment that did
provide appeal rights
(See note 2)
S48
77
Action is a 330/Removal
S47
78
Employee is a senior
political appointee whose
position is subject to the
pay freeze for certain
senior political officials
P83
Chapter 31: Separations by Other than Retirement
34
Chapter 31: Guide to Processing Personnel Actions
Table 31-D. Codes and Corresponding Remarks
Return to Table 31-A, 31-B, 31-C
Rule
If
Code is
Then remark is
1
B46
SF 2819 was provided. Life insurance coverage is extended for 31 days during which you are eligible to convert to an individual policy (non-group
contract).
2
B47
Health benefits coverage is extended for 31 days during which you are eligible to convert to an individual policy (non-group contract).
3
B53
Health benefits coverage is extended for 31 days during which you are eligible to convert to an individual policy (non-group contract). You are also
eligible for temporary continuation of your FEHBP coverage for up to 18 months.
4
B61
You appear to be eligible for early deferred retirement benefits at age (enter eligibility age). If you have questions, contact your agency retirement
counselor.
5
B62
You appear to be eligible for immediate MRA + 10 retirement annuity. If you have questions, contact your agency retirement counselor.
6
B63
Elected to retain coverage under a retirement system for NAF employees.
7
B69
Employee has assigned ownership of the life insurance coverage. Assignment terminates 31 days after separation date unless employee is entitled to
continued coverage before that date.
8
B76
FEGLI coverage continues at no cost to you until your time in nonpay status totals 12 months. If you are in active-duty military status, you may elect to
continue FEGLI coverage for an additional 12 months by paying both the employee and agency premiums (Basic coverage) and by paying the entire cost
(Optional coverage). Per Section 1102 of Public Law 110-181, you must make the election before the end of your first 12 months in nonpay status.
Contact your servicing Human Resources Office or see the FEGLI Handbook at https://www.opm.gov/healthcare-insurance/life-insurance for detailed
information.
9
E59
When “7” is reflected in block 23 above, employee is entitled to No Points/Sole Survivorship Preference.
10
G29
Intermittent employment totaled (number) hours in work status from (date) to (date). [Note: When information on work status is not immediately
available, prepare Standard Form 50 without it. Process a 002/Correction action to add the information to the Standard Form 50 later.]
11
G30
Intermittent employment totaled (number) hours in work status from (date) to (date). [Note: When information on pay status is not immediately
available, prepare Standard Form 50 without it. Process a 002/Correction action to add the information to the Standard Form 50 late.]
12
G31
Nonpay time not previously recorded in calendar year (year) totaled (number) hours.
13
M04
Under P.L. 96-8, is entitled to continue FEGLI and health benefits. Has reemployment rights in (agency from which separated) or successor agency upon
separation from the Institute, subject to such time period and other conditions as the President may prescribe.
14
M19
Certify full time salary for FEGLI.
15
M26
Employee was advised of opportunity to file grievance and elected to do so.
16
M27
Employee was advised of opportunity to file grievance and elected not to do so.
17
M58
No SES reinstatement rights.
18
M60
Information on possible 5 U.S.C. chapter 83, subchapter. II, case may be obtained from (enter name & address). [Note: Enter this remark on payroll copy
only of Standard Form 50.]
19
M61
Possible 5 U.S.C. chapter 83, subchapter. II, case. [Note: Enter this on payroll copy only of ***>SF-50<.
20
M62
You have reemployment rights in (agency) under 5 U.S.C. 3582 provided separation is no later than (enter period) after the date of entry on duty in
(name of international organization) and you apply to this agency within 90 days from date of your separation.
21
M64
You have employment rights in (agency) for (how long) under (authority).
22
M67
Forwarding address:
Table 31-D. Codes and Corresponding Remarks, Continued
35
Chapter 31: Guide to Processing Personnel Actions
Rule
If
Code is
Then remark is
23
M83
The 3-year limitation eligibility for reinstatement is extended by the period you serve on excepted, SES, term, or temporary appointment.
24
N10
To (or expected to) be paid under 5 U.S.C. chapter 81.
25
N11
Employee is entitled to 45 calendar days of continuation of regular pay under 5 U.S.C., chapter 81, section 8118.
26
N12
Expected to be paid under 5 U.S.C. chapter 81 following 45 calendar days COP period.
27
N20
Severance pay to be resumed by (agency responsible for severance pay fund).
28
N21
Severance pay to be recomputed by (agency responsible for severance pay fund).
29
N22
Entitled to ($ ) severance pay fund to be paid at the rate of ($ ) per week over (number) of weeks beginning (date).
30
N23
Not entitled to severance pay.
31
N26
Lump-sum payment to cover (number) hours ending (date and hour).
32
N27
Lump sum payment to be made for any unused annual leave.
33
N59
OPF retained by (name & address of office).
34
P05
Special rate under 5 U.S.C. 5305.
35
P16
Met all requirements for WGI to (grade and step) on (date); due on (date).
36
P18
Retained rate period expires (date). Effective (date) pay will be (amount).
37
Reserved
38
P80
Salary in block 12 includes supervisory differential of $ .
39
P82
Salary in block 12 includes AUO of $ .
40
P83
*** >The employee occupies a position subject to the pay freeze for certain senior political officials. Notwithstanding otherwise applicable pay statutes
and regulations, pay may be set and adjusted only in accordance with applicable provisions of the pay freeze statute.<
41
P98
Salary in block 12 includes availability pay of $__________.
42
R19
Reason for resignation: (Enter reason given by employee. When reason is too lengthy to fit into block 45 of the Standard Form 50, it should be
summarized).
43
R52
Reason(s) for declination of assignment: (enter reason(s)).
44
R53
Reason(s) for declination of relocation: (enter reason(s)).
45
R55
Refused job offer because: (reasons given by employee).
46
S20
(State the conditions under which the employee abandoned the position.)
47
S28
Agency Finding: Resigned after receiving written notice on (date) of decision to separate for (reasons).
48
S29
Agency Finding: Resigned after receiving written notice on (date) of decision to demote for (reasons).
49
S30
Agency Finding: Resigned after receiving written notice on (date) of decision to suspend for (reasons).
50
S31
Agency Finding: Resigned after receiving written notice on (date) of proposal to separate for (reasons).
51
S32
Agency Finding: Resigned after receiving written notice on (date) of proposal to demote for (reasons).
Table 31-D. Codes and Corresponding Remarks, Continued
36
Chapter 31: Guide to Processing Personnel Actions
Rule
If
Code is
Then remark is
52
S33
Agency Finding: Resigned after receiving written notice on (date) of proposal to suspend for (reasons).
53
S40
Agency Finding: Terminated after receiving written notice on (date) of proposal to suspend for (reasons).
54
S41
Agency Finding: Terminated after receiving written notice on (date) of proposal to demote for (reasons).
55
S42
Agency Finding: Terminated after receiving written notice on (date) of proposal to separate for (reasons).
56
S43
Agency Finding: Terminated after receiving written notice on (date) of decision to suspend for (reasons).
57
S44
Agency Finding: Terminated after receiving written notice on (date) of decision to demote for (reasons).
58
S45
Agency Finding: Terminated after receiving written notice on (date) of decision to separate for (reasons).
59
S46
Separated by order of Office of Personnel Management dated (date) for violation of CS (enter proper rule or regulation).
60
S47
Reason(s) for removal: (state reason(s)).
61
S48
Reason(s) for termination: (state reason(s)).
62
S51
RIF notice dated (date).
63
S54
Offered job(s) of (position title, grade, salary, and geographical location).
64
S56
No reason given by employee for refusing job offer.
65
S57
Refused extension of appointment.
66
S58
No other work available.
67
S65
Resigned during initial appointment probationary period.
68
S66
Resigned during trial period.
69
S68
Employee gave no reason for resignation.
70
S73
Separated by order of Merit Systems Protection Board dated (date) for (enter briefly, but specifically, the reasons given by MSPB).
71
S74
Agency Finding: Resigned after receiving notice of proposed position change as a result of failure to satisfactorily complete probationary period for
supervisory (or managerial) position.
72
S75
Agency Finding: Resigned after receiving notice of decision on position change as a result of failure to satisfactorily complete probationary period for
supervisory (or managerial) position.
73
S78
Employee is accompanying a U.S. Government sponsor overseas.
74
S80
Agency Finding: Resigned after receiving notice that within-grade increase would be denied.
75
S82
Agency Finding: Resigned after receiving written notice on (date) of proposed placement out of the SES for (reason(s)).
76
S83
There is no annuity reduction based on age per 5 U.S.C. 8339(h).
77
S84
Eligible for an annuity supplement per 5 U.S.C. 8421(a)(2).