Audit of the U.S. Nuclear Regulatory Commission’s Voluntary Leave Transfer Program

Agency Response Dated June 26, 2024: The staff has updated the Office of the Chief Human Capital Officer (OCHCO) Leave Share webpage to provide comprehensive guidance on the VLTP as well as establish clear and well-defined roles and responsibilities, including continuous monitoring and accurate recordkeeping. To ensure the VLTP is run effectively, the Benefits and Worklife Programs Branch within OCHCO holds the primary responsibility for the VLTP and has designated a staff member to serve as the agency VLTP Program Coordinator. The NRC recommends closure of this recommendation.<br />
OIG Analysis: The OIG reviewed information provided in the agency’s response, and determined that the updated guidance and organizational changes meet the intent of this recommendation. This recommendation is now closed.

Status: Open: Resolved. The staff concurs with the recommendation. The staff is updating Management Directive (MD) 10.62, Leave Administration, and enhancing the Office of the Chief Human Capital Officer (OCHCO) Leave Share webpage to provide comprehensive guidance on the Voluntary Leave Transfer Program (VLTP) as well as establish clear and well-defined roles and responsibilities, including continuous monitoring and accurate recordkeeping. Regarding the MD 10.62 not specifying which unit or official is responsible for VLTP oversight and monitoring, we believe it is essential that the CHCO retains the discretion to designate, in writing, the responsible unit or official for the VLTP. This flexibility allows the NRC to adapt to changing circumstances and tailor the program structure as needed. Therefore, the revised MD 10.62 will not specify the responsible unit or official. However, the agency’s Leave Share webpage will include the name and contact information of the VLTP Program Coordinator. Target date for completion: May 31, 2024.

Status: Open: Resolved. The staff concurs with the recommendation. The staff is actively updating Management Directive (MD) 10.62, Leave Administration, and enhancing the Office of the Chief Human Capital Officer (OCHCO) Leave Share webpage to revise agency policies and procedures that will ensure consistency with current Federal regulations and agency processes and recordkeeping policy. Additionally, the OCHCO is updating its internal standard operating procedures (SOP) to reflect current practices and ensure the SOP is consistent with agency guidance. Target date for completion: May 31, 2024.

Status: Open: Resolved. The staff concurs with the recommendation. The staff will establish a process for conducting a thorough assessment of the case files of current leave recipients to verify their ongoing eligibility. To facilitate this process, the VLTP Program Coordinator has engaged with several recipients to determine the status of their medical emergency. Updated medical documentation and recertification using the OPM 630, Application to Become a Leave Recipient Under the Voluntary Leave Transfer Program has been requested from the current leave recipients. The process will ensure that in cases where it is determined that an employee is no longer eligible to be a leave recipient under the VLTP, the employee will be notified promptly of the agency’s determination and the date their participation in the program will be terminated. Target date for completion: December 31, 2023.

Status: Open: Resolved. The staff concurs with the recommendation. The staff has created an internal process aimed at improving our ability to capture VLTP leave recipient information, that documents the date that the employee enrolled in the VLTP, their expected and actual termination dates from the program, and the amount of and date donations are received from donors. Additionally, the staff maintains case files for each leave recipient that includes the VLTP application (OPM 630), medical certification, VLTP approval memorandum, Federal Personnel and Payroll System (FPPS) leave record, and any other pertinent documents relevant to each leave recipient’s case. The staff will develop procedures to ensure continuous monitoring. Target date for completion: May 31, 2024.