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Table of Contents 

Introduction .................................................... 1
 

Background ................................................ 1
 

Purpose .................................................. 2
 

Scope and Methodology ........................................ 2
 

Summation ................................................ 3
 

Part 1 Overall Benefits Program Management ................................. 4
 

I.	 Agency Management of Benefits Program .......................... 4
 

A.	 Benefits Officer Responsibilities ............................. 4
 

B.	 General Program Management .............................. 8
 

II.	 Human Resource Utilization and Other Resources Used ................. 12
 

A.	 Staffing ............................................ 12
 

B.	 Training ............................................ 13
 

C.	 Resources Used ....................................... 13
 

Part 2 Retirement .................................................... 17
 

I. Entrance on Duty .............................................. 17
 

A.	 Determine Eligibility Under CSRS or FERS ..................... 17
 

B.	 Provide Information, Orientation, and Counseling for New Employees
 

about Their Retirement Coverage, Benefits, and Entitlement under 

CSRS, CSRS Offset, or FERS .............................. 21
 

C.	 Provide FERS Election Opportunity to Eligible Employees ........... 23
 

D.	 Reemployed Annuitants .................................. 25
 

II. Ongoing Program Administration .................................. 26
 

A.	 Ongoing Communications with Employees ...................... 26
 

B.	 Special Communications with Employees ....................... 27
 

C.	 Designations of Beneficiary ................................ 28
 

D.	 Entitlement Issues ...................................... 30
 

E.	 Employee Health Issues .................................. 33
 

F.	 Pre-Retirement Counseling Program .......................... 35
 

G.	 Non-Retirement Separations ............................... 39
 

III. Make Appropriate Withholdings .................................. 40
 

A.	 Payroll Records ....................................... 40
 

B.	 Withholdings ......................................... 40
 

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IV. Maintain 2806's or 3100's .......................................... 42
 

A. Updating Records ........................................... 42
 

B. Ensuring Accuracy of Records ................................... 43
 

C. Controls Used .............................................. 44
 

V. Establish and Maintain Control Accounts ............................... 46
 

A. Prescribed Accounts .......................................... 46
 

B. Subsidiary Controls ........................................... 47
 

C. Closed Accounts ............................................. 47
 

VI. Transmit Monies to OPM ......................................... 48
 

A. Non-Check Transfers ......................................... 48
 

B. Check Transfers ............................................. 49
 

VII. Collect Military Service Credit Accounts and Collect from Reemployed Annuitants . 50
 

A. Collecting Military Service Credit Accounts ........................... 50
 

B. Collection from Reemployed Annuitants ............................. 51
 

VIII. Process Benefit Applications -- Death, Refund, Retirement, Service Credits ...... 52
 

A. Resources ................................................. 52
 

B. Personnel Processing .......................................... 53
 

C. Payroll Processing ........................................... 55
 

Part 3 Federal Employees Health Benefits (FEHB) Program ........................ 58
 

I. Determine Eligibility ............................................. 58
 

A. Functional Responsibility ....................................... 58
 

B. New Hires and Transfers ....................................... 60
 

C. Current Employees (Including Newly Eligible Employees) ................. 62
 

II. Obtain and Process Elections ....................................... 65
 

A. Obtaining Elections ........................................... 65
 

B. Processing Elections .......................................... 67
 

III. Make Appropriate Withholdings .................................... 68
 

A. Payroll Records ............................................. 68
 

B. Withholdings .............................................. 669
 

IV. Reconcile Enrollments ........................................... 72
 

A. Payroll Office .............................................. 72
 

B. Joint Payroll Office and Carrier Reconciliations ........................ 73
 

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V. Conduct Periodic Open Seasons ..................................... 75
 

A. General Notification and Preparation ................................ 75
 

B. Acceptance of Late Registrations .................................. 77
 

C. Special Processing Procedures .................................... 78
 

VI. Accept Enrollments or Changes in Coverage and Participate in Reconsideration
 

Requests .................................................... 79
 

A. Enrollments or Changes in Coverage ............................... 79
 

B. Participate in Reconsideration Requests .............................. 80
 

VII. Transmit Monies to OPM ........................................ 81
 

A. Non-Check Transfers ......................................... 81
 

B. Check Transfers ............................................. 83
 

VIII. Reconcile Withholdings ......................................... 84
 

A. Individual Earnings Records ..................................... 84
 

B. Control Register ............................................. 85
 

IX. Transfer Enrollments ............................................ 86
 

A. Employee Transfers .......................................... 86
 

B. Employee Retirements ......................................... 87
 

X. Temporary Continuation of Coverage (TCC) ............................ 88
 

A. Knowledge of the Program and Notification ........................... 88
 

B. Eligibility ................................................. 90
 

C. Registration, Cancellation and Termination ........................... 91
 

D. Premiums and Records ........................................ 92
 

XI. Former Spouses ............................................... 93
 

A. Knowledge of the Program and Eligibility ............................ 93
 

B. Registration, Cancellation and Termination ........................... 94
 

C. Records .................................................. 96
 

D. Premiums ................................................. 97
 

XII. Reemployed Annuitants .......................................... 98
 

A. Enrollment Issues ............................................ 98
 

Part 4 Federal Employees' Group Life Insurance (FEGLI) Program .................. 99
 

I. Determine Eligibility ............................................. 99
 

A. Functional Responsibility ....................................... 99
 

B. New Hires and Transfers ...................................... 102
 

C. Current Employees (Including Newly Eligible Employees) ................ 104
 

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II. Obtain and Process Elections ...................................... 1078
 

A. Obtaining Elections .......................................... 108
 

B. Processing Elections ......................................... 110
 

III. Make Appropriate Withholdings ................................... 111
 

A. Payroll Records ............................................ 111
 

B. Withholdings .............................................. 111
 

IV. Conduct Open Enrollment Periods .................................. 115
 

A. Open Enrollment Periods ...................................... 115
 

V. Transmit Monies to OPM ........................................ 116
 

A. Non-Check Transfers ........................................ 116
 

B. Check Transfers ............................................ 117
 

VI. Accept Enrollments or Changes in Coverage and Participate in 

Reconsideration Requests ..................................... 118
 

A. Acceptance of Enrollments or Changes in Coverage ..................... 118
 

B. Participation in Reconsideration Requests ........................... 119
 

VII. Establish/Maintain Control Accounts To Reconcile Withholdings ............. 120
 

A. Prescribed Accounts ......................................... 120
 

VIII. Prepare Agency Certification of Life Insurance Status Upon Death, Retirement, or
 

Loss of Group Coverage ........................................ 121
 

A. Death ................................................... 121
 

B. Retirement ............................................... 123
 

C. Compensation ............................................. 125
 

D. Other ................................................... 125
 

IX. Develop Entitlement to Benefits in Death Cases and Entitlement to 

Continuation of Coverage During Retirement or Receipt of OWCP Benefits ...... 126
 

A. Develop Entitlement to Benefits in Death Cases ....................... 126
 

B. Develop Entitlement to Continuation of Coverage During Retirement .......... 129
 

C. Develop Entitlement to Continuation of Coverage During Receipt of OWCP Benefits 132
 

X. Reemployed Annuitants .......................................... 136
 

A. Annuity Terminated ......................................... 136
 

B. Annuity Continued .......................................... 137
 

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XI. Assignments ................................................. 140
 

A. Notification ............................................... 140
 

B. Making an Assignment ....................................... 140
 

C. Effect of Assignment ......................................... 141
 

XII. Living Benefits .............................................. 142
 

A. Notification ............................................... 142
 

B. Electing a Living Benefit ...................................... 142
 

C. Agency Responsibilities ....................................... 143
 

D. After a Living Benefits Election .................................. 144
 

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Introduction 

The U.S. Office of Personnel Management's (OPM) Retirement and Insurance Service (RIS) has 

developed a series of checklists to assist other Federal agencies in their administration of the retirement, 

health, and life insurance programs for Federal employees. These checklists, identified collectively as 

the Self Evaluation Guide, are designed to help agencies identify processing problem areas in these 

important employee benefit programs and to assist in their early resolution. 

Background 

All Federal employees, unless specifically excluded by law or regulation, are eligible to participate in 

three of four fringe benefit programs: The Federal Employees Health Benefits (FEHB) Program; the 

Federal Employees' Group Life Insurance (FEGLI) Program; and either the Civil Service Retirement 

System (CSRS) or the Federal Employees' Retirement System (FERS). These programs are jointly 

financed by contributions from the Federal Government and Federal employee participants through fees 

established by law or regulation. Optional portions of FEGLI are financed entirely by employees. 

OPM has overall authority for administering the Federal employees' fringe benefit programs. OPM's 

authority for the programs is contained in title 5 of the United States Code. However, OPM has 

delegated responsibility for carrying out certain aspects of these programs to participating Federal 

agencies. These responsibilities include: the determination of coverage eligibility; the collection and 

remittance of employee withholdings and agency contributions; and the maintenance of individual 

employee records. Congress recognized the critical role agencies play in the administration of these 

benefit programs when it established retirement counselor positions at the agency level and provided for 

their continuing training at section 8350 of title 5, U.S.C. 

Funds are collected for these programs through a network of hundreds of Federal agency payroll offices. 

Employee withholdings and agency contributions are collected by individual payroll offices and 

ultimately transferred to OPM each pay period. OPM currently collects and invests over $70 billion 

each year for the programs and disburses approximately that same amount to pay retirement benefits to 

annuitants and premiums to insurance carriers on behalf of the individuals enrolled in the programs. 

The failure of Federal agencies to correctly and promptly collect and transmit the appropriate amount of 

funds for the benefit programs can result in the loss of income, increased costs to both employees and 

the Government, and litigation against the Government. 

Congress passed the Federal Managers' Financial Integrity Act of 1982 (FMFIA) to improve internal 

controls in Federal agencies and to assist in the elimination of fraud, waste, abuse, and mismanagement 

of Federal funds and resources. The Act required that each agency establish internal accounting and 

administrative controls in accordance with standards prescribed by the General Accounting Office to 

provide reasonable assurance that: 

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•	 Obligations and costs are in compliance with applicable law; 

•	 Funds, property, and other assets are safeguarded; and 

•	 Revenues and expenditures applicable to agency operations are properly recorded and accounted 

for. 

The FMFIA required agencies for the first time to establish a continuous process for evaluating, 

improving, and reporting on the internal control and accounting systems for which they were 

responsible. To assist in complying with the intent of the FMFIA and to further the goal of efficient 

administration of the employee fringe benefit programs, OPM has developed the Self Evaluation Guide 

for agency use. 

Purpose 

All agencies are encouraged to use the Self Evaluation Guide to periodically assist in evaluating their 

performance vis-a-vis the retirement, health, and life insurance programs offered their employees. The 

primary objectives of these self assessments are to: 

1.	 Determine if the health benefits, life insurance and retirement programs are administered in 

compliance with applicable laws, regulations, and instructions. 

2.	 Assess agency personnel and payroll operations to determine whether they have adequate internal, 

administrative, and accounting controls to ensure: 

a.	 Accurate health benefits, life insurance and retirement coverage determinations and 

deductions; 

b.	 Accurate information is being provided to employees; and 

c.	 Timely and accurate enrollment registration, records maintenance, and transmittal of 

applicable records, claims, and reports. 

3.	 Perform sufficient audit tests to provide reasonable assurance that employee withholdings, agency 

contributions, and offsets are properly recorded and accurately remitted to OPM. 

Scope and Methodology 

Agencies should periodically review their administration of these key employee benefit programs. 

These reviews should focus on the aspects of the programs which relate to enrollment eligibility, 

processing, remitting, and reporting employee withholdings and agency contributions, maintaining 

employee benefits records, and processing life insurance claims. 

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The Self Evaluation Guide is structured in such a way that agencies, either at the personnel or payroll 

office level, or at the headquarters or field installation level, can utilize specific portions of it or apply it 

by benefit program area. Agencies can decide how best to use the numerous checklists that make up the 

Guide and modify it to fit their own unique situations. There is some repetition of items among the 

checklists so that they can be used as stand-alone pieces. The checklists can even be used as a training 

tool for employees who have been newly assigned to benefits work as a guide to the way work should be 

performed. It is our intent that agencies retain the maximum level of discretion with regard to the 

frequency and scope of their self assessments. The results of the reviews do not have to be shared with 

OPM, although we would certainly be willing to serve in an advisory capacity if problems are 

discovered or questions arise. From time to time, we also may ask agencies for information about your 

findings from reviews so that this information can be used in improving the administration of the 

benefits programs. We also welcome suggestions for improvement to the Guide. 

Summation 

We recognize that agencies have a key role to play in the day-to-day administration of Federal employee 

benefit programs. Effective and efficient administration is the goal of everyone concerned. In these 

times of diminishing resources and budgetary constraints, we believe the Self Evaluation Guide can be 

an effective tool in helping all of us achieve our goals as they relate to the proper administration of these 

key employee benefit programs while balancing our fiscal priorities. The use of the Self Evaluation 

Guide should not entail substantial outlays of staff time or resources and could obviate the need for 

major systemic revisions if potential problem areas are discovered early. Your assistance in this 

endeavor to improve the administration of the retirement, health, and life insurance programs would be 

welcomed. 

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Part 1: Overall Benefits Program Management	 Self Evaluation Guide 

I. Agency Management of Benefits Program 

A. Benefits Officer Responsibilities 

1. Who are your agency's officially designated, as identified to OPM, headquarters level 

retirement counselor and insurance officer? Give title (personnel management specialist, 

etc.)? 

NOTE:	 The title "Benefits Officer" is used in this Guide to refer to headquarters level staff 

with responsibility for retirement or insurance. However, most of the questions in 

this section may also appropriately be asked about the management of benefits 

work at the bureau, regional, or major command level. 

a. Insurance 

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b. Retirement 

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2.	 a. Do these individuals have formal authority and resources to provide overall management 

of retirement and insurance program matters within your agency and direction to 

retirement and insurance activities in the personnel and payroll office? In answering this 

question, consider, among other things, responsibility for answering questions from 

agency staff, establishing or administering a reconsideration function, and providing or 

providing for, training on benefits, pre-retirement counseling programs, and 

implementation of policy changes such as a change in the law. 

Yes No 

b. If no, please describe how your agency is organized to provide overall program direction 

and support to staff. 

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Part 1: Overall Benefits Program Management (Cont.) 

3. Describe the method(s) used to assure that other staff at agency headquarters level and staff 

at regional/field locations know who the Benefits Officer is and how to seek assistance from 

him or her as needed. 

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4. Are the Benefits Officer's responsibilities documented and known to the respective staffs who 

handle retirement and insurance matters in the agency, including appropriate payroll 

personnel? 

Yes (Attach a copy of documentation) No 

5. What training in retirement and insurance has your Benefits Officer received? Describe (list 

formal training, on-the-job training, experience). 

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6.	 a. Does the Benefits Officer have sufficient technical expertise to assist staff with questions 

they are unable to answer themselves? 

Yes No 

b. If not, who fulfills this role? 

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c.	 Does the Benefits Officer use the agency liaison staff from OPM for assistance with 

questions when needed? 

Yes No 

d. Does the Benefits Officer seek written policy advisories from OPM when needed? 

Yes No 

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Part 1: Overall Benefits Program Management (Cont.) 

7. Agency Benefits Officers are responsible for serving as agency liaison with OPM and other 

agencies for benefits issues. 

a.	 Does the Benefits Officer attend meetings of the Interagency Advisory Group (IAG) 

Committee of Benefits Officers? 

Yes No 

b. Does he/she attend the annual OPM-sponsored Benefits Officers Conference, which 

counts as retirement training required annually under 5 U.S.C. 8350? 

Yes No 

c.	 Does the Benefits Officer prepare or coordinate agency comments on proposed policy 

changes, such as proposed regulations published by OPM? 

Yes No 

8. Does the Benefits Officer serve as a problem solver/facilitator as needed to discuss 

processing problems, issues, new developments, etc., with other agency components such as 

payroll, staffing, or a regional field? 

Yes No 

9.	 a. Does the Benefits Officer maintain or oversee the maintenance of a communications 

network of regional/field staff responsible for insurance and retirement matters in their 

respective locations? If your agency has no field structure, skip to item 10. 

Yes No Not applicable 

b. If not, how does the Benefits Officer ensure that information is getting to the people who 

are actually doing the work (and getting there on a timely basis)? 

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10.	 Does the Benefits Officer provide reports to agency managers such as the Director of Human 

Resources or Assistant Secretary for Administration, on the status of retirement and 

insurance activities within the agency--for example, processing time for submission of 

records to OPM, status of FEHB reconciliation activities, FEHB open season activities, etc.? 

Yes No 

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Part 1: Overall Benefits Program Management (Cont.) 

11.	 a. Are the Benefits Officer's duties reflected in his/her position descriptions? 

Yes No 

b. If not, why not? 

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12.	 a. Are the Benefits Officer's duties and responsibilities reflected in his/her performance 

standards? 

Yes No 

b. If not, why not? 

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13.	 Who is the designated back-up for the Benefits Officer?
 

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14.	 Have back-ups had sufficient experience in handling retirement and insurance issues to step 

in the absence of the primary people and satisfactorily fill in for them? 

Yes No 

15.	 When there is a change in the designated Benefits Officer, is OPM notified promptly in 

writing of the change so that Benefits Administration letters, IAG meeting announcements, 

etc., can be sent to the appropriate person? 

Yes No 

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Part 1: Overall Benefits Program Management (Cont.) 

B. General Program Management 

1. Does your agency have documented procedures concerning what information about benefits 

is to be provided to new employees (and employees who are newly eligible for benefits 

because of a change in appointment status) and how this information is to be provided? 

Yes (attach copy) No 

2. Does your agency have documented procedures in place to insure that employees periodically 

receive information by memorandum, employee letters, etc., about ongoing issues like 

making post-1956 military deposits, non-open season opportunities to make FEHB 

enrollment changes, etc.? 

Yes (attach copy) No 

3. Is there documentation covering FEHB open season processes? 

Yes (attach copy) No 

4. Is there documentation covering FEGLI open enrollment period processes? 

Yes (attach copy) No 

5.	 a. What is the agency policy about availability of pre-retirement counseling for employees 

who are, or soon will be, eligible to retire? How do you deal with employees in remote 

locations, shift workers, etc? (Attach a copy if published policy exists.) 

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b. Is there documentation of information to be provided in pre-retirement seminars? 

Yes No 

6. Are there documented procedures for the agency's retirement/refund application processing 

from point of contact with the retiring or separating employee through personnel through 

payroll or cross-servicing agency? 

Yes (attach copy) No 

7. Are there established time and quality standards for processing paperwork, along with a 

management information system (MIS) reporting methodology, to track and determine 

whether timeliness standards are being met for the following: 

a.	 For separations, including retirements, being sent to OPM? 

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Chapter 83
 

(attach copy) 

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Part 1: Overall Benefits Program Management (Cont.) 

b. For processing FEHB enrollments, changes, and terminations? 

Yes (attach copy) No 

c. For processing FEGLI enrollments, changes, and terminations? 

Yes (attach copy) No 

8.	 a. Does your agency do quality control reviews of benefits eligibility determinations, 

acceptability of designations of beneficiary, etc., to determine accuracy and acceptability? 

Yes No 

b. When problems are identified, are action plans prepared to correct problems and followup done to see that necessary action is taken? 

Yes No 

9. Does your agency use trail audits of completed retirement packages and insurance enrollment 

changes to determine whether quality and timeliness standards are being met when 

paperwork is ready to submit to OPM, FEHB plans, etc.? 

Yes No 

10.	 Are retirement processing objectives (e.g., ensuring that all retirement, death in service, and 

refund packages prepared by the agency are fully documented and are received by OPM 

within 30 days after the employee separates or dies in service) included in the organization's 

goals and objectives, the Benefits Officers' own performance standards, and managerial 

performance standards? 

Yes No 

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Part 1: Overall Benefits Program Management (Cont.) 

11.	 Does your agency have an established means of communicating information rapidly when 

necessary, such as a change in law that has an immediate impact on employees? 

a. For personnel and payroll staff. 

Yes (please describe) No 

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b. For employees. 

Yes (please describe) No 

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c.	 Is your agency upgrading its automation capability to assist field installations in keeping 

current in the benefits areas? 

Yes (please describe) No 

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12.	 a. Do payroll offices carry out their financial management and reporting requirements under 

the CSRS and FERS Handbook for Personnel and Payroll Offices, the Federal Employees 

Health Benefits Handbook for Personnel and Payroll Offices and Federal Employees 

Group Life Insurance Handbook for Personnel and Payroll Offices according to the 

guidelines in these Handbooks (formerly FPM Supplements 830-1, 870-1 and 890-1) and 

OPM Payroll Office Letters? 

Yes No 

b. Is there a formal system for keeping these references up-to-date? 

Yes No 

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Part 1: Overall Benefits Program Management (Cont.) 

13.	 Describe how the names, locations, and phone numbers of retirement and insurance staff 

who handle employee questions, pre-retirement counseling, etc., are publicized to 

employees. 

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14.	 Have managers and supervisors been informed about who to go to for assistance on benefits 

issues (for example, disability retirement requirements when a supervisor has an employee 

whose health has raised a question of eligibility for disability retirement)? 

Yes No 

15.	 Does the agency have an automated system to project the number of and identity of 

employees who are eligible to retire in a given year? 

Yes No 

16.	 a. Does the agency have historical trend databases which tabulate the number of retirement 

benefit applications processed during previous years? 

Yes No 

b. Is this information used to predict upcoming peak periods? 

Yes No 

c. If the agency is downsizing, how are workloads projected? 

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Part 1: Overall Benefits Program Management (Cont.) 

II. Human Resource Utilization and Other Resources Used 

A. Staffing 

1. Is staffing adequate to ensure that processing deadlines are met? (For example, are 

separations processed promptly so that a retiring employee's records are received by OPM 

within 30 days of the employee's separation? Are carriers notified promptly of 

disenrollments as well as enrollments in their plan?) 

Yes No 

2.	 a. Can you identify all agency staff members by category or job title if appropriate, who are 

responsible for some aspect of benefits administration (such as providing information on 

benefits to new employees, determining retirement system coverage for new employees, 

servicing senior officials, FEHB open season distribution of materials, preparing financial 

reports to OPM, and retirement application processing)? 

Yes No 

b. If yes, describe or list categories of employees. 

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c.	 If not, how do you insure that appropriate staff receive information and training necessary 

to do their jobs correctly? 

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3. Are reviews made of staffing levels and recommendations for changes made if appropriate? 

Yes No 

4. Do personnel and payroll offices have procedures for ensuring that they have sufficient staff 

coverage to continue processing paperwork during key periods (FEHB open season, end-ofyear retirements, etc.), and when key employees are absent? 

Yes No 

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Part 1: Overall Benefits Program Management (Cont.) 

5.	 a. Are other personnel and payroll office employees who are not normally responsible for 

retirement and insurance work cross-trained in these areas so that they can help in peak 

periods or when backups are needed? 

Yes No 

b. If yes, what is the level of complexity they are trained to handle? 

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B. Training 

1. Does your agency have a training plan that identifies the kind of training to be provided to all 

agency staff who handle any of the various aspects of retirement and insurance work in the 

personnel and payroll offices? 

Yes No 

2. Is there a procedure in place to insure that employees receive appropriate training (whether 

in-house training, OPM-sponsored training, training purchased from private companies, 

on-the-job training, etc.)? 

Yes No 

3. Is there a procedure in place to insure that employees receive continuing training as needed 

on changes in programs? 

Yes No 

C. Resources Used 

1.	 a. Do staff who need them have copies of the OPM CSRS and FERS Handbook for 

Personnel and Payroll Offices, Federal Employees Health Benefits Handbook for 

Personnel and Payroll Offices, Federal Employees Group Life Insurance Handbook for 

Personnel and Payroll Offices, Benefits Administration Letters, and Payroll Office 

Letters, as well as access to other needed materials such as The Guide to Processing 

Personnel Actions (formerly FPM Supplement 296-33)? 

Yes No 

Information in this chapter has not been updated since August 1996 

April, 1998	 CSRS and FERS Handbook 
 CSRS Self-Evaluation Guide for Agency Administration FERS 15 

of Employee Benefit Programs

 FEHB Chapter 83 FEGLI 

Part 1: Overall Benefits Program Management (Cont.) 

b. Do they receive updates on a timely basis? 

Yes No 

c.	 Are Handbook updates, Benefits Administration letters, and Payroll Office letters 

distributed promptly down through the agency to staff who need them, or accessible for 

downloading from OPM's Mainstreet computer bulletin board? 

Yes No 

d. Is there a formal system for keeping reference materials up-to-date? 

Yes No 

e.	 Does the agency periodically verify that these resource materials are getting to the people 

who need them on a timely basis? 

Yes (please describe) No 

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f.	 Does staff use OPM's hotlines for Retirement Benefits Officers and FEHB Open Season 

to find out about recent issuances or other items of interest? 

Yes No 

g. Does staff use the OPM Mainstreet computer bulletin board to access new publications 

and other new information? (Effective with the start of FY 1996, all OPM Payroll Office 

Letters will be distributed only on Mainstreet. Paper distribution will stop.) 

Yes No 

h. Does staff advise the Financial Management Division at OPM of payroll number, address 

and/or phone changes so that OPM's Payroll Office Master File is current? 

Yes No 

i.	 When an employee is newly assigned to work in insurance or retirement, does someone 

ensure that he/she receives the necessary resource materials? 

Yes No 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook	 April, 1998 
16 CSRS Self-Evaluation Guide for Agency Administration FERS 

of Employee Benefit Programs

 FEHB Chapter 83 FEGLI 

Part 1: Overall Benefits Program Management (Cont.) 

2.	 a. Does the agency supplement OPM instructional material with internal instructions? 

Yes No 

b. If yes, please describe and attach samples. Do the agency instructions add value or do 

they tend to simply duplicate material from OPM in an agency manual? 

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3.	 a. Does the agency use OPM publications for employees that are available through the 

"rider" system? (For example, the series of Retirement Fact pamphlets.) 

Yes No 

b. If no, why not? 

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c. Does the agency produce any of its own informational or training materials? 

Yes (attach copies or describe) No 

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d. Does the agency use any privately produced materials? 

Yes (attach copies or describe) No 

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e. If yes, have these materials been reviewed for technical accuracy? 

Yes No 

Information in this chapter has not been updated since August 1996 

April, 1998	 CSRS and FERS Handbook 
 CSRS Self-Evaluation Guide for Agency Administration FERS 17 

of Employee Benefit Programs

 FEHB Chapter 83 FEGLI 

Part 1: Overall Benefits Program Management (Cont.) 

4.	 a. Is there a system in place to insure that sufficient stocks of forms and informational 

materials for employees are kept on hand? 

Yes No 

b. Is there a procedure in place to provide for destruction of materials when they become 

obsolete? 

Yes No 

5.	 a. Does the agency use OPM-sponsored training courses? 

Yes No 

b. Does the agency use the OPM-produced Preretirement Counseling and Seminar Guides? 

Yes No 

c.	 Describe any training developed and presented by the agency. 

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d. Describe any privately sponsored training used by the agency. 

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e.	 Describe any alternatives to traditional classroom training used by the agency to provide 

training on a more timely and/or economical basis. 

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Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook	 April, 1998 
18 CSRS Self Evaluation Guide for Agency Administration	 FERS 

of Employee Benefit Programs 

Chapter 83 

Part 2: Retirement	 Self Evaluation Guide 

I. Entrance on Duty 

A. Determine Eligibility Under CSRS or FERS 

1. Identify the individual(s) in your operating personnel office(s) specifically designated to 

make retirement system coverage determinations for newly hired employees and employees 

who have been converted from appointments that do not convey retirement coverage to 

appointments that do convey retirement coverage. 

Name 

Title of position 

2.	 a. Does the individual referred to above have the background and training sufficient to carry 

out the responsibilities in question? 

Yes No 

b. Please describe the individual's training and experience in this area: 

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c. Did training include information on the adverse consequences of incorrect coverage 

determinations for employees and their families? 

Yes No 

3.	 a. Do the employee(s) who are responsible for making retirement coverage determinations 

have adequate time, given their other duties, to meet the responsibility of making correct 

determinations? 

Yes No 

b. How much time is set aside for this function? 

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Information in this chapter has not been updated since August 1996 

April, 1998	 CSRS and FERS Handbook 
 CSRS	 Self Evaluation Guide for Agency Administration FERS 19 

of Employee Benefit Programs 

Chapter 83 

Part 2: Retirement (Cont.) 

c. Are other personnel office employees cross-trained to help with coverage determinations 

when the regularly assigned personnel need assistance? 

Yes No 

4.	 a. Are there sufficient copies of The CSRS and FERS Handbook for Personnel and Payroll 

Offices (or at least the chapters relevant to coverage determinations) available in the 

offices where retirement coverage determinations are made? 

Yes No 

b.	 If yes, do the staff who make retirement coverage determinations know how to use it? 

Yes No 

c. If not, what do staff use, and has it been tested to assure that it produces results consistent 

with OPM instructions? 

Title__________________________________	 Yes No 

5. Is the instructional material related to retirement coverage determinations kept current? (For 

example, are Handbook updates available to field representatives who make determinations?) 

Yes No 

6.	 a. Have you developed, or do you use, any alternative or supplementary source of guidance for 

making retirement determinations? 

Yes No 

b. If yes, please attach a copy. 

7.	 a. Are initial determinations reviewed by someone else (or some other organizational unit)? 

Yes No 

b. If so, what categories of determinations and by whom or how? 

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Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook	 April, 1998 
20 CSRS Self Evaluation Guide for Agency Administration	 FERS 

of Employee Benefit Programs 

Chapter 83 

Part 2: Retirement (Cont.) 

8. Are initial retirement coverage determinations verified upon receipt of the OPF for each 

employee transferring in from another agency, or being rehired after a break in service of more 

than 3 days? 

Yes No 

9.	 a. Is there a written procedure for staff who make routine retirement determinations (at 

headquarters and in the field) to seek authoritative guidance when they encounter a situation 

they are uncertain how to handle correctly? 

Yes No 

b. Do they have the name and telephone number of the person to contact for assistance? 

Yes No 

10.	 a. Are employees notified of their retirement coverage by any means other than the SF 50's 

appointment action? 

Yes No 

b. If so, how? 

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11.	 a. When a coverage error is found and is being corrected, is there an established written 

requirement for supervisory review of the coverage changes? 

Yes No 

b. If not, is there another procedure to ensure that changes have been properly made? 

Yes No 

c. If yes, please describe: 

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Information in this chapter has not been updated since August 1996 

April, 1998	 CSRS and FERS Handbook 
 CSRS	 Self Evaluation Guide for Agency Administration FERS 21 

of Employee Benefit Programs 

Chapter 83 

Part 2: Retirement (Cont.) 

12.	 When a FERS employee has had a break in FERS-covered service of more than 30 days, does 

staff check with OPM to determine whether the employee received a refund for that service so 

that the correct retirement SCD is established? 

Yes No 

13.	 a. If an employee is reinstated after the cancellation of a prior separation, is OPM contacted to 

find out the amount due to the retirement fund for any refund or annuity paid? 

Yes No 

b.	 Is any available back pay offset by the amount due the retirement fund? 

Yes No 

14.	 If an employee is returned on an interim basis pending a decision by the Merit Systems 

Protection Board, is his or her previous retirement coverage resumed? 

Yes No 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook	 April, 1998 
22 CSRS Self Evaluation Guide for Agency Administration FERS 

of Employee Benefit Programs 

Chapter 83 

Part 2: Retirement (Cont.) 

B. Provide Information, Orientation, and Counseling for New Employees about Their 

Retirement Coverage, Benefits, and Entitlement under CSRS, CSRS Offset, or FERS 

NOTE: See also questions 1-5 in the preceding section concerning training of employees and 

resources available to them. See also the parallel checklists concerning information 

about FEHB and FEGLI for new employees. 

1. How is information about retirement provided to employees who are new to the agency (for 

example, in a briefing session as part of new employee orientation, brochures, etc.)? 

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a. Are "FERS" (RI 90-1) and "The Civil Service Retirement System" (RI 83-1) used? 

Yes No 

b. Is the video "Benefits....Get Serious" used? 

NOTE: Made available to agencies in July 1995. 

Yes No 

c. Are other materials used? Please describe or attach copies. 

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2. Are employees given basic information about eligibility requirements for voluntary, disability, 

death in service, discontinued service, and deferred benefits? 

Yes No 

3. Are employees informed about the retirement contributions that they must make, the 

government share, and automatic withholding from pay? 

Yes No 

Information in this chapter has not been updated since August 1996 

April, 1998 CSRS and FERS Handbook 
 CSRS	 Self Evaluation Guide for Agency Administration FERS 23 

of Employee Benefit Programs 

Chapter 83 

Part 2: Retirement (Cont.) 

4.	 a. Are employees informed that their retirement accounts are composed of their contributions 

and that, if an employee separates before retirement, he or she can keep the account intact 

or apply for a refund? 

Yes No 

b.	 Are FERS employees told that if they receive refunds, they forfeit credit for service 

covered by the refund? 

Yes No 

5. Are employees given information about making military deposits, including the interest rate and 

interest-free grace period? 

Yes No 

6. Are employees with post-1956 military service encouraged to obtain earnings information so 

that they can find out how much their military deposits would be? 

Yes No 

7. Are employees who are military retirees encouraged to document their elections of military 

survivor benefits so that, in the event of an employee's death, a survivor can be counseled 

promptly and accurately about benefits? 

Yes No 

8. Are eligible employees with prior civilian service given information about making deposits 

and/or redeposits? 

Yes No 

9. Are employees given information about the order of precedence, filing designations of 

beneficiary, and the need to keep any designation current upon changes such as changes in 

marital status, arrival of children, etc? 

Yes No 

10.	 Are employees encouraged to check their OPF's to make sure that all their prior service is 

properly documented? 

Yes No 

11.	 Are CSRS employees given information about making voluntary contributions? 

Yes No 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook	 April, 1998 
24 CSRS Self Evaluation Guide for Agency Administration	 FERS 

of Employee Benefit Programs 

Chapter 83 

Part 2: Retirement (Cont.) 

C. Provide FERS Election Opportunity to Eligible Employees 

1. Is the appropriate remark being made on appointment/conversion actions when the employee 

is eligible to elect FERS? ("Eligible to elect coverage under FERS within 6 months of the 

effective date of this personnel action. SF 3109 provided to the employee.") 

Yes No 

2.	 a. Does the personnel office provide employees eligible to elect FERS with an SF 3109 

(Election of Coverage) and the "FERS Transfer Handbook" in a timely manner? 

Yes No 

b.	 Is the employee's signature obtained on the receipt copy and is it filed on the left side of 

the OPF? 

Yes No 

c. If the employee does not respond, is a follow-up done before the 6-month election period 

ends? 

Yes No 

3.	 a. Does your agency provide any additional notice to those eligible to elect FERS of the 

opportunity to do so? 

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b.	 Please describe the notification procedure and attach a copy of the notice given the 

employees. 

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4. Are employees who are eligible to transfer to FERS given the name and telephone number of 

a knowledgeable person who can answer questions about transferring to FERS? 

Yes No 

5.	 a. Is there an adequate supply of the "FERS Transfer Handbook" and the SF 3109 (Election of 

Coverage) form in your operating personnel office(s)? 

Yes No 

Information in this chapter has not been updated since August 1996 

April, 1998	 CSRS and FERS Handbook 
 CSRS	 Self Evaluation Guide for Agency Administration FERS 25 

of Employee Benefit Programs 

Chapter 83 

Part 2: Retirement (Cont.) 

b.	 Is a specific individual responsible for maintaining an adequate supply of these materials? 

Yes No 

c. Is the FERS Transfer Disk available to employees (or information about availability of 

comparative benefits under CSRS and FERS)? 

Yes No 

6.	 a. Are other materials available to assist employees with transfer decisions? 

Yes No 

b.	 If yes, list them or attach copies. 

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7. If an employee has a former spouse who has a court order on file with OPM, is the former 

spouse's consent obtained before the employee's transfer to FERS is processed? 

Yes No 

8. Are employees who, upon transferring to FERS, have excess deductions notified of the 

opportunity to obtain a refund of the excess deductions? 

Yes No 

9.	 a. Are completed SF 3109's with elections to transfer to FERS or remain in CSRS, promptly 

filed on the right side of the OPF? 

Yes No 

b.	 When no affirmative election is made, is the receipt copy of the SF 3109 filed on the right 

side of the OPF to document that the employee was given a transfer opportunity? 

Yes No 

10.	 Is a transferring employee's sick leave balance recorded as of the effective date of the transfer? 

Yes No 

11.	 Are CSRS-covered employees who become senior officials given the opportunity to transfer to 

FERS (see CSRS and FERS Handbook, Chapter 101)? 

Yes No 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook	 April, 1998 
26 CSRS Self Evaluation Guide for Agency Administration	 FERS 

of Employee Benefit Programs 

Chapter 83 

Part 2: Retirement (Cont.) 

D. Reemployed Annuitants 

1. Is OPM notified promptly and provided with the information requested in Job Aid 5 of 

Chapter 100, Reemployed Annuitants, when an annuitant is reemployed? 

Yes No 

2. a. Are annuitants informed of the impact of reemployment on their annuities? 

Yes No 

b.	 Are they provided with the "Notice to Reemployed CSRS Annuitants" or the "Notice to 

Reemployed FERS Annuitants" (see Job Aids 1 and 2 in Chapter 100, Reemployed 

Annuitants or RI 83-18 and RI 90-18), or equivalent information from another source? 

Yes No 

c. Are CSRS annuitants who have a regular work schedule given the opportunity to elect to 

have retirement deductions withheld from their pay? 

Yes No 

d.	 Are CSRS annuitants who have been reemployed under a non-temporary appointment after 

a break of at least 3 days given the opportunity to transfer to FERS? 

Yes No 

3. If reemployment is under the FEPCA special authority (or an equivalent authority) permitting 

the employee to receive full pay and annuity, is he or she informed that the service is not 

creditable toward a supplemental or redetermined annuity? 

Yes No 

4. Are FERS employee deductions and agency contributions being made for all reemployed 

annuitants who are covered by FERS except for those serving on an intermittent basis, under 

the FEPCA special authority (or equivalent), as a judge (as defined by section 451 of title 28), 

as an employee subject to another retirement system for Federal employees, or as President? 

Yes No 

Information in this chapter has not been updated since August 1996 

April, 1998	 CSRS and FERS Handbook 
 CSRS	 Self Evaluation Guide for Agency Administration FERS 27 

of Employee Benefit Programs 

Chapter 83 

Part 2: Retirement (Cont.) 

II. Ongoing Program Administration 

A.	 Ongoing Communications with Employees 

1.	 a. Does the agency provide individual benefits statements to employees each year telling them 

what their estimated benefits would be if they were to resign, retire because of a disability, 

die in service, or continue working until retirement? 

Yes No 

b. Have these benefits statements been tested for accuracy? 

Yes No 

2. Does the agency provide periodic information to employees about topics such as -­

a. making civilian service credit deposits and redeposits? 

Yes No 

b.	 the rules for crediting military service, waiving military retired pay, and making deposits 

for post-1956 military service? 

Yes No 

c. the importance of keeping designations of beneficiary current? 

Yes No 

d.	 the effect of divorce decrees and separation agreements on retirement entitlements? 

Yes No 

e. making voluntary contributions? 

Yes No 

f.	 Are the "Retirement Facts" pamphlets published by OPM available to help answer 

employee's questions? 

Yes No 

If done through employee newsletters, attach copies of articles. 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook	 April, 1998 
28 CSRS Self Evaluation Guide for Agency Administration	 FERS 

of Employee Benefit Programs 

Chapter 83 

Part 2: Retirement (Cont.) 

B.	 Special Communications with Employees 

1. How are employees notified about changes in retirement law or regulation that affect eligibility 

or benefits (such as general elimination of the alternative form of annuity)? 

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2.	 a. What information is provided to employees who become eligible to retire under early out or 

discontinued service rules? 

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b.	 Are employees who are eligible to retire under more than one provision informed of the 

differences between the benefits and given the opportunity to elect the benefits they prefer? 

(For example, an employee who is eligible to retire whose position is being abolished may 

prefer that the separation be recorded as involuntary if he or she is interested in returning 

to Federal employment.) 

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c. Does the agency ensure that employees who could retire early (or who are eligible to retire 

voluntarily during a period when the agency is downsizing) are not coerced into deciding to 

retire? 

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Information in this chapter has not been updated since August 1996 

April, 1998	 CSRS and FERS Handbook 
 CSRS Self Evaluation Guide for Agency Administration FERS 29 

of Employee Benefit Programs 

Chapter 83 

Part 2: Retirement (Cont.) 

C. Designations of Beneficiary 

1. Who is responsible for accepting FERS designation of beneficiary forms (SF 3102)? 

Name_________________________ 

Title of Position_________________________________ 

2. Are SF 3102's from employees date-stamped upon receipt? 

Yes No 

3. Do personnel office staff know that designations from retirees and separated employees must 

be filed with OPM (not the former employing agency personnel office) before the individual's 

death in order to be valid? 

Yes No 

4. Do personnel office staff know that designations of beneficiary for employees under CSRS 

(SF 2808) must be filed with OPM (not the employing agency personnel office) before an 

insured's death in order to be valid? 

Yes No 

5. If a designation that should be filed with OPM is received by the agency, is the designation 

promptly returned to the individual with instructions that the designation must be filed with 

OPM and is not valid until that has occurred? 

Yes No 

6. Do staff responsible for accepting SF 3102's understand what constitutes a valid designation? 

Yes No 

7. Do staff responsible for accepting SF 3102's verify that the designation is signed in ink, shares 

total 100% and no witnesses are designated beneficiaries before signing the agency 

certification? 

Yes No 

8. Are beneficiaries listed by their full name and not by their spouse's name, as in "Mrs. Marsha 

Smith," not Mrs. John Smith?" 

Yes No 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook April, 1998 
30 CSRS Self Evaluation Guide for Agency Administration	 FERS 

of Employee Benefit Programs 

Chapter 83 

Part 2: Retirement (Cont.) 

9. Are designations with miscellaneous provisions that cannot be honored, such as "to Mary if she 

uses the money for college" or "for payment of just debts" returned to the individual for 

correction? 

Yes No 

10.	 Are questionable SF 3102's referred to the agency headquarters retirement counselor for 

guidance as to their acceptability? 

Yes No 

11.	 Are sufficient copies of SF 2808 and SF 3102 available for use by employees? 

Yes No 

12.	 Is the original of the SF 3102 filed on the right side of the OPF? 

Yes No 

13.	 Are all SF 3102's removed from the OPF and sent to OPM when an employee separates? 

Yes No 

Information in this chapter has not been updated since August 1996 

April, 1998	 CSRS and FERS Handbook 
 CSRS	 Self Evaluation Guide for Agency Administration FERS 31 

of Employee Benefit Programs 

Chapter 83 

Part 2: Retirement (Cont.) 

D.	 Entitlement Issues 

1.Does the agency conduct quality control reviews to detect potentially erroneous retirement 

coverage? 

Yes No 

If so, how frequently? 

2. When an apparent coverage error is detected, is it reviewed by a second person to confirm that 

an error does exist? 

Yes No 

3. If an error is detected within 12 months of an employee's reinstatement or conversion, is he or 

she given the opportunity to elect FERS if appropriate? 

Yes No 

4.	 a. If an employee who should have had an opportunity to elect FERS was given automatic 

FERS coverage, is he/she given the opportunity to be deemed to have elected FERS? 

Yes No 

b. Are the employee's records annotated to show that this notification was given? 

Yes No 

c. If the employee will be eligible to have a CSRS component in a future annuity, is the amount 

of sick leave to the employee's credit as of the beginning of FERS coverage being recorded? 

Yes No 

5. When employees have excess leave without pay or periods of intermittent service, are their 

retirement SCD's adjusted accordingly? 

Yes No 

6.	 a. Are employees who review positions for special coverage eligibility as law enforcement 

officers or firefighters properly trained? 

Yes No 

b.	 Do staff who review positions for special coverage eligibility have access to precedential 

decisions by the Merit Systems Protection Board on this subject? 

Yes No 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook	 April, 1998 
32 CSRS Self Evaluation Guide for Agency Administration	 FERS 

of Employee Benefit Programs 

Chapter 83 

Part 2: Retirement (Cont.) 

7. Are decisions to grant law enforcement or firefighter coverage reserved to the appropriate 

officials? 

Yes No 

8. Are decisions to award or deny coverage filed in an employee's OPF? 

Yes No 

9. After law enforcement or firefighter coverage is given to a position, is there a periodic review 

to ensure that the position continues to meet the requirements for coverage as a law enforcement 

or firefighter position? 

Yes No 

10.	 To the extent possible, does the agency verify all periods of service and pay rates before it 

forwards an employee's application to make service credit payments to OPM? 

Yes No 

11.	 If the employee only wants an estimate of the amount due, but does not intend to make any 

payment at that time, does the agency provide the employee with an estimate of the amount 

due? 

Yes No 

12.	 Before the agency establishes a post-56 military account for an employee, does it verify that the 

service was honorable active duty service? 

Yes No 

13.	 Are employees who must waive military retired pay in order for it to be included in an annuity 

informed about this before they begin paying a post-56 deposit? 

Yes No 

14.	 Is there a review to ensure that post-56 deposits are computed correctly? 

Yes No 

15.	 Does the agency have a process in place to ensure that all personnel actions that can lead to 

discontinued service retirements are independently approved by a different person who is not 

in the same line of authority as the person who initially approved the actions? 

Yes No 

Information in this chapter has not been updated since August 1996 

April, 1998	 CSRS and FERS Handbook 
 CSRS	 Self Evaluation Guide for Agency Administration FERS 33 

of Employee Benefit Programs 

Chapter 83 

Part 2: Retirement (Cont.) 

16.	 a. When employees are detailed or transferred to non-Federal entities where the employees are 

entitled to retain benefits (such as international organizations or employee organizations), are 

the employees given a timely opportunity to elect to retain their retirement coverage? 

Yes No 

b. Does information provided clearly inform employees of their status if they elect not to 

retain retirement coverage? 

Yes No 

17. Are employees able to receive annuity estimates upon request? 

Yes No 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook	 April, 1998 
34 CSRS Self Evaluation Guide for Agency Administration	 FERS 

of Employee Benefit Programs 

Chapter 83 

Part 2: Retirement (Cont.) 

E. Employee Health Issues 

1. When employees claim that a medical condition is causing a performance, conduct, or leave 

problem, 

a. Are employees given the opportunity to provide medical documentation to support their 

claims? 

Yes No 

b.	 Are medical resources available to adequately review and assess the information submitted? 

Yes No 

2. When it is determined that a medical condition is preventing an employee from doing his or her 

job successfully, are reasonable steps taken 

a. to attempt to accommodate the employee's needs? 

Yes No 

b. to reassign him or her to another position? 

Yes No 

c. to detail him or her to another position to determine if the employee can do that job before 

doing a formal reassignment? 

Yes No 

d. to use pay retention where appropriate? 

Yes No 

3. When an employee's medical condition prevents successful job performance (or continued 

successful performance without risk of sudden or subtle incapacitation) and the employee's 

condition cannot be reasonably accommodated, is counseling offered to explain potential 

disability retirement benefits and the application process? 

Yes No 

a. Is the employee provided with appropriate annuity estimates (for example, with and without 

payment of a redeposit)? 

Yes No 

Information in this chapter has not been updated since August 1996 

April, 1998	 CSRS and FERS Handbook 
 CSRS	 Self Evaluation Guide for Agency Administration FERS 35 

of Employee Benefit Programs 

Chapter 83 

Part 2: Retirement (Cont.) 

b.	 If the employee is under CSRS Offset or FERS, is he or she advised of the necessity to 

also apply for Social Security disability benefits? 

Yes No 

c. Is the application package reviewed for completeness (including completeness of medical 

documentation) before it is submitted to OPM? 

Yes No 

d.	 If the employee is eligible for another kind of retirement (such as voluntary retirement 

based on age and service), is he or she given information about the advantages and 

disadvantages of each benefit? 

Yes No 

e. If eligible for a non-disability annuity, are employees with life-threatening conditions 

informed of possible eligibility for the alternative form of annuity? 

Yes No 

4.	 a. Are employees who are being separated because they are receiving compensation from the 

Office of Workers Compensation informed of the 1-year time limit for filing a disability 

application and the advantages and disadvantages of having a disability application approved 

by OPM? (See CSRS and FERS Handbook Chapter 102, Relationship Between Retirement 

Annuity and Compensation for Work-Related Injuries and Diseases.) 

Yes No 

b.	 Are employees who are being separated from service under Chapter 75 or 43 and who 

claim that performance, conduct or attendance problems are due to a medical problem 

being given information about disability retirement if they have the requisite amount of 

service? 

Yes No 

c. In communications with employees, does the agency refrain from describing employees as 

"disabled", since only OPM has the authority to make disability retirement determinations, 

and from inferring that the employee only needs to submit an application to received a 

disability benefit? 

Yes No 

5. Does the agency flag disability applications from employees with serious medical conditions 

so that these cases can be processed expeditiously? 

Yes No 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook	 April, 1998 
36 CSRS Self Evaluation Guide for Agency Administration	 FERS 

of Employee Benefit Programs 

Chapter 83 

Part 2: Retirement (Cont.) 

F.	 Pre-Retirement Counseling Program 

1. Are agency employees aware that the agency is responsible for providing pre-retirement 

counseling? 

Yes No 

2.	 a. Do pre-retirement counselors use an automated system that identifies employees who are 

approaching eligibility to retire to proactively invite these employees to begin planning for 

retirement? 

Yes No 

b.	 Are employees invited to attend a pre-retirement seminar about 5 years before they will be 

eligible to retire and another seminar about 1 year before they actually plan to retire? 

Yes No 

c. Are there arrangements in place to assure that employees in remote locations, shift workers, 

etc., have adequate access to information? 

Yes No 

d.	 If the agency expects to be abolishing positions, using an early retirement authority, etc., 

are potentially affected employees who would be eligible for early retirement identified and 

invited to a pre-retirement seminar or given individual counseling? 

Yes No 

3. Does the agency offer individual pre-retirement counseling, including providing alternative 

annuity estimates, such as with and without payment of a deposit? 

Yes No 

4.	 a. Does the agency verify service and eligibility to continue insurance into retirement well in 

advance of an employee's expected retirement date? 

Yes No 

b.	 Are complicating factors such as military retired pay, workers compensation and former 

spouse benefits resolved early in the retirement planning process? 

Yes No 

5. Are employees informed of the importance of giving advance notice of their planned retirements 

to help assure smooth processing of their cases? 

Yes No 

Information in this chapter has not been updated since August 1996 

April, 1998	 CSRS and FERS Handbook 
 CSRS	 Self Evaluation Guide for Agency Administration FERS 37 

of Employee Benefit Programs 

Chapter 83 

Part 2: Retirement (Cont.) 

6. Does the agency take advantage of the following OPM products to assist in pre-retirement 

counseling? 

a. The Pre-Retirement Seminar Leaders' Guides. 

Yes No 

b.	 The guidance and sample checklists and employee information material in Chapter 40, 

Planning and Applying for Retirement. 

Yes No 

c. "Thinking about Retirement" (RI 83-11) and the Retirement Fact pamphlets. 

Yes No 

d. The video, "Stepping into Retirement." 

Yes No 

7. Does the pre-retirement counseling program -­

a. include providing "retirement kits" (pamphlets, handbooks, etc.) on subjects of interest to 

potential retirees? 

Yes No 

b.	 include conducting periodic seminars on topics of interest, such as financial planning, to 

those considering retirements? 

Yes No 

c. include participating in pre-retirement seminars sponsored by local Federal Executive Board? 

Yes No 

d.	 avoid inclusion of individuals or groups who are selling a specific product, such as 

insurance, which may cause a conflict of interest? 

Yes No 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook	 April, 1998 
38 CSRS Self Evaluation Guide for Agency Administration	 FERS 

of Employee Benefit Programs 

Chapter 83 

Part 2: Retirement (Cont.) 

8.	 a. Do the employees who conduct pre-retirement seminars provide individual counseling 

sessions, and do retirement estimates, have adequate background and training to do this work 

correctly? 

Yes No 

b.	 Do they have adequate access to resource materials (CSRS and FERS Handbook, 5 CFR, 

Benefits Administration Letters, etc.)? 

Yes No 

c. Do they receive ongoing information about changes? 

Yes No 

d. Are they able to keep up with changes? 

Yes No 

e. Is information provided to potential retirees adequately reviewed for accuracy and 

completeness? 

Yes No 

f.	 Do staff who do counseling know where to go for assistance when they encounter a 

situation they are uncertain about? 

Yes No 

g.	 Do staff who do estimates have access to an automated program for computing them? 

Yes No 

h.	 Has this program been tested for accuracy? 

Yes No 

i.	 Are there sufficient trained personnel to meet the demand for counseling and estimates 

during peak periods? 

Yes No 

Information in this chapter has not been updated since August 1996 

April, 1998	 CSRS and FERS Handbook 
 CSRS	 Self Evaluation Guide for Agency Administration FERS 39 

of Employee Benefit Programs 

Chapter 83 

Part 2: Retirement (Cont.) 

9. a. Is your pre-retirement counseling program publicized by letter to eligible employees? 

Yes No 

b. Notice to supervisors? 

Yes No 

c. Bulletin board postings? 

Yes No 

d. Employee information publications? 

Yes No 

e. Staff meeting announcements? 

Yes No 

10 a. Are the names and phone numbers of pre-retirement counselors available to all employees? 

Yes No 

b.	 Is the list kept current? 

Yes No 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook	 April, 1998 
40 CSRS Self Evaluation Guide for Agency Administration	 FERS 

of Employee Benefit Programs 

Chapter 83 

Part 2: Retirement (Cont.) 

G.	 Non-Retirement Separations 

1.	 a. Are separating employees who lack sufficient age and service for an immediate retirement 

benefit given OPM's pamphlet on information for separating employees (RI 83-13 or 

RI 90-11) or equivalent information describing options of receiving a refund or leaving 

money on account for a potential deferred annuity? 

Yes No 

b.	 Are separating FERS employees advised that refunded service cannot be recredited? 

Yes No 

c. Are FERS employees with at least 10 years of service told about the availability of early 

deferred benefits at their MRA? 

Yes No 

d.	 Are separating employees who want refunds advised that OPM cannot pay refunds if 

required spouse/former spouse notification has not occurred? 

Yes No 

2. In death in service cases, does the agency 

a. Contact individuals who are potentially eligible for survivor benefits and provide them with 

applications and instructions for filing the application? 

Yes No 

b. Provide a surviving spouse with appropriate annuity estimates? 

Yes No 

c. In FERS cases, provide a surviving spouse or qualified former spouse with payment options 

for the death benefit, including rollover information? 

Yes No 

d.	 Ensure that all necessary documentation (proof of marriage, birth certificates, proof of 

school enrollment, etc.) accompanies the application package? 

Yes No 

Information in this chapter has not been updated since August 1996 

April, 1998	 CSRS and FERS Handbook 
 CSRS Self Evaluation Guide for Agency Administration FERS 41 

of Employee Benefit Programs 

Chapter 83 

Part 2: Retirement (Cont.) 

III. Make Appropriate Withholdings 

A. Payroll Records 

1. Is there an SF 50 to support each retirement record/account that is established? 

Yes No 

2. Are the appropriate retirement control and reciprocal accounts set up and maintained for CSRS, 

FERS and Military Deposits? 

Yes No 

3. Are there Individual Retirement Records (IRR's), e.g., SF 2806's and SF 3100's for each 

employee who is covered by retirement? 

Yes No 

B. Withholdings 

1. What code scheme is the payroll activity using--Central Personnel Data File [the CPDF codes 

published in The Guide to Processing Personnel Actions (formerly FPM Supp. 296-33) and in 

The Guide to Personnel Data Standards (formerly FPM Supp. 292-1)] and/or a local code 

scheme (explain) to determine appropriate withholding and contributions rates? 

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2. Are procedures followed that allow payroll activity to monitor amounts withheld and payroll 

contributions as a percentage of salary? 

Yes No 

3. Are controls in place that will ensure that CSRS Offset deductions are made at the proper rate 

(7%, 7.5%, or 8% minus the applicable Social Security OASDI rate) until basic pay reaches 

the OASDI earnings limit for the calendar year and that full CSRS deductions then begin? 

Yes No 

4. Are there procedures in place to ensure that employees are properly classified by the correct 

CPDF code on the Supplemental Semi-Annual Headcount Report (OPM Form 1523)? 

Yes No 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook April, 1998 
42 CSRS Self Evaluation Guide for Agency Administration	 FERS 

of Employee Benefit Programs 

Chapter 83 

Part 2: Retirement (Cont.) 

5. In the preparation of the Headcount Report, is the aggregate base salary, withholdings and 

contributions correctly reflected for each retirement category? 

Yes No 

6. For fiscal years 1995 through 1998, Executive agencies are required under P.L.103-226 to 

remit to OPM for deposit into the Civil Service Retirement and Disability Fund an $80 per 

capita payment for each employee covered by CSRS or FERS. Does the number of employees 

calculated for the purposes of this per capita payment represent the number enrolled as of 

March 31 for each fiscal year? 

Yes No 

7. Are CSRS Offset and FERS withholding and contribution rates changed when OASDI rates or 

the FERS normal cost for retirement change? 

Yes No 

8. Are reemployed annuitants' salaries offset by the appropriate amount of their annuities when 

applicable? 

Yes No 

9. Is the correct rate and the full salary used to withhold reemployed annuitants' deductions? 

Yes No 

10.	 Are military service credit deposit accounts established in accordance with instructions issued 

by OPM? 

Yes No 

Information in this chapter has not been updated since August 1996 

April, 1998	 CSRS and FERS Handbook 
 CSRS	 Self Evaluation Guide for Agency Administration FERS 43 

of Employee Benefit Programs 

Chapter 83 

Part 2: Retirement (Cont.) 

IV. Maintain 2806's or 3100's 

A.	 Updating Records 

1. Are all Individual Retirement Records updated at least once a year? 

Yes No 

2.	 a. Are Individual Retirement Records kept up to date by an automated database? 

Yes No 

b.	 If yes, please describe how the system works: 

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3.	 a. If not, and Individual Retirement Records are kept up to date by a manual system, please 

describe how that system works: 

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b.	 If a manual system is used, do the employee(s) who are responsible for maintaining 

Individual Retirement Records have adequate time, given their other duties, to meet the 

responsibility of maintaining correct records? 

Yes No 

c. How much time is set aside for this function? 

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4.	 a. Is there a written procedure or internal policy for updating the Individual Retirement 

Records? 

Yes No 

b.	 If yes, please describe: 

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Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook	 April, 1998 
44 CSRS Self Evaluation Guide for Agency Administration	 FERS 

of Employee Benefit Programs 

Chapter 83 

Part 2: Retirement (Cont.) 

B. Ensuring Accuracy of Records 

1. Does your agency use instructions in Chapter 81 of the CSRS and FERS Handbook to 

document "special category" retirement accounting such as military service deposits, 

reemployed annuitants' retirement withholding, additional pay status, and premium pay 

withholding? 

Yes No 

2. Do you compare data on the Individual Retirement Records to the SF 50's personnel actions 

to ensure that the former are complete and accurate? 

Yes No 

3.	 a. Do you periodically verify the accuracy of the retirement contributions data against the 

payroll data that is subject to retirement coverage? 

Yes No 

b. How frequently is this done? 

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4. Are the payroll and personnel records verified against the inventory of Individual 

Retirement Records to make sure there is a record for each active employee and no records 

on separated employees? 

Yes No 

Information in this chapter has not been updated since August 1996 

April, 1998	 CSRS and FERS Handbook 
 CSRS	 Self Evaluation Guide for Agency Administration FERS 45 

of Employee Benefit Programs 

Chapter 83 

Part 2: Retirement (Cont.) 

C.	 Controls Used 

1. What controls are in place to: 

a. Limit access to the number of people who can make adjustments or corrections to the 

Individual Retirement Records? 

Please describe: 

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b.	 Ensure separation of duties of people who make and authorize corrections of records? 

Please describe: 

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c. Ensure validity of data being put in the system?
 

Please describe:
 

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d.	 Prevent the fraudulent use of blank Individual Retirement Records? 

Please describe: 

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2. How frequently does your agency conduct quality control reviews to detect potentially 

erroneous Individual Retirement Records? 

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Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook	 April, 1998 
46 CSRS Self Evaluation Guide for Agency Administration FERS 

of Employee Benefit Programs 

Chapter 83 

Part 2: Retirement (Cont.) 

3. Do you periodically cross-check records on registers of separations against SF 5O's to 

determine whether there was a separation for each record on the register? 

Yes No 

4. Is there a procedure in place to insure that the number of hours actually worked by a parttime employee (not to exceed full-time credit) is recorded? (Applies to CSRS service 

performed on or after April 7, 1986, and any service credited under FERS rules.) 

Yes No 

5. Does the payroll system record the total number of days worked by intermittent employees? 

(For retirement purposes, intermittent employees receive a day's credit for each day in 

which some work--as little as an hour--is performed.) 

Yes No 

Information in this chapter has not been updated since August 1996 

April, 1998 CSRS and FERS Handbook 
 CSRS	 Self Evaluation Guide for Agency Administration FERS 47 

of Employee Benefit Programs 

Chapter 83 

Part 2: Retirement (Cont.) 

V. Establish and Maintain Control Accounts 

A.	 Prescribed Accounts 

Are the following general ledger control accounts used to record the amounts of deductions 

from employees' salaries for retirement? 

1. Reciprocal Account--Office of Personnel Management 

a. Is there one account for CSRS, and one for FERS? 

Yes No 

b.	 Do the accounts include the aggregate of the amounts entered on the current calendar 

year individual earnings record and on the Individual Retirement Record, SF 2806 or 

SF 3100, of the agency's employees covered by CSRS and FERS? 

Yes No 

c. Are the balances of these accounts equal to the sum of the balances in accounts 

Retirement Deductions--Prior Periods and Retirement Deductions--Current Calendar 

Year? 

Yes No 

2. Retirement Deductions--Prior Periods 

a. Is there an account for CSRS, and one for FERS? 

Yes No 

b.	 Do the accounts include the cumulative total retirement deductions to the credit of 

employees, as recorded on SF 2806's and SF 3100's in the agency's custody? 

Yes No 

3. Retirement Deductions--Current Calendar Year 

a. Is there an account for CSRS, and one for FERS? 

Yes No 

b.	 Do the accounts include the amount of retirement deductions that are entered on the 

individual earning records during the current calendar year? 

Yes No 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook	 April, 1998 
48 CSRS Self Evaluation Guide for Agency Administration	 FERS 

of Employee Benefit Programs 

Chapter 83 

Part 2: Retirement (Cont.) 

c. Are the retirement deductions accumulated on the individual earning records totaled 

quarterly and reconciled with the balances shown in these accounts? 

Yes No 

d.	 Are the quarterly totals of retirement deductions credited to these accounts reconciled 

with the total withholdings for retirement reported to OPM for the same period? 

Yes No 

B.	 Subsidiary Controls 

1. Are individual retirement records, SF 2806's and SF 3100's, arranged in the same sequence 

as individual earnings records, with subcontrols corresponding to the payroll blocks? 

Yes No 

2. Are the subsidiary or block controls used to identify any differences between balances 

reflected in the subcontrols and the aggregate amount of the balances shown on the 

individual retirement records for CSRS and FERS? 

Yes No 

C.	 Closed Accounts 

1. Is there a process in place to ensure that the register of separations represents actual 

employees and is not subject to fraud or abuse internally? 

Yes No 

2. Is the date used on the Register of Separations the date that the Register was actually sent to 

OPM? 

Yes No 

Information in this chapter has not been updated since August 1996 

April, 1998	 CSRS and FERS Handbook 
 CSRS	 Self Evaluation Guide for Agency Administration FERS 49 

of Employee Benefit Programs 

Chapter 83 

Part 2: Retirement (Cont.) 

VI. Transmit Monies to OPM 

A.	 Non-Check Transfers 

1.	 a. Is your agency capable of accessing the Department of the Treasury's Government OnLine Accounting Link System (GOALS)? 

Yes No 

b.	 If so, are withholdings and contributions for retirement being transmitted via the 

Retirement and Insurance Transfer System (RITS) on or before the payroll paid date? 

Yes No 

2. If your agency is not using RITS, are withholdings and contributions for retirement 

submitted with an SF 2812 (Report of Withholdings and Contributions for Health Benefits, 

Life Insurance, and Retirement)? 

Yes No 

a. Is the method of payment and vouchering in accordance with instructions issued in the 

Treasury Fiscal Manual, Volume I, Part 3-3000? 

Yes No 

b.	 Is the SF 2812 properly filled out, e.g., agency and payroll office name, address, 

telephone number, payroll office number, report number, pay period from and to dates, 

and payroll paid date? 

Yes No 

c. Do the employees' withholdings and agency's contributions equal the total retirement 

reported on the SF 2812? 

Yes No 

d.	 Do the totals for life insurance, health benefits, and retirement equal the grand total on 

the SF 2812, and is that amount equal to the amount of the check? 

Yes No 

e. Is the original SF 2812 mailed to the Office of Personnel Management, Funds Control 

Branch, P. O. Box 582, Washington, DC 20044 on or before the payroll paid date? 

Yes No 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook	 April, 1998 
50 CSRS Self Evaluation Guide for Agency Administration	 FERS 

of Employee Benefit Programs 

Chapter 83 

Part 2: Retirement (Cont.) 

B.	 Check Transfers 

1. If your agency is using checks to submit withholdings and contributions for retirement, is 

the check accompanied by an SF 2812L? 

Yes No 

a. Is the SF 2812L properly filled out, e.g., agency and payroll office name, address, 

telephone number, payroll office number, report number, pay period from and to dates, 

and payroll paid date? 

Yes No 

b.	 Do the employees' withholdings and agency's contributions equal the total retirement 

reported on the SF 2812L? 

Yes No 

c. Are the totals for life insurance, health benefits, and retirement equal to the grand total of 

the SF 2812L, and is that amount equal to the amount of the check? 

Yes No 

d.	 Is the original SF 2812L and the accompanying check mailed to the Office of Personnel 

Management, P. O. Box 953359, St. Louis, Missouri 63195-3359 on or before the payroll 

paid date? 

Yes No 

Information in this chapter has not been updated since August 1996 

April, 1998	 CSRS and FERS Handbook 
 CSRS Self Evaluation Guide for Agency Administration FERS 51 

of Employee Benefit Programs 

Chapter 83 

Part 2: Retirement (Cont.) 

VII. Collect Military Service Credit Accounts and Collect from Reemployed Annuitants 

A. Collecting Military Service Credit Accounts 

1. Are Military Service Credit Accounts established for employees who have post-1956 military 

service, apply to receive retirement credit for that service, and provide documentation necessary 

to compute the amount due? 

Yes No 

2. Is the principal for CSRS and FERS military service credit based on 7% and 3% of the military 

pay, respectively? 

Yes No 

3. Is interest on the unpaid balance, on the day prior to the interest accrual date (IAD), accrued 

and compounded annually? 

Yes No 

4. Are OPM's annual Payroll Office Letters (on Mainstreet) announcing new interest rates used 

to compute the amount of interest to be charged? 

Yes No 

5. Is interest posted to the accounts on the anniversary of the interest accrual date (IAD)? 

Yes No 

6. Are the amounts collected posted to the individual's account card (Military Service Credit 

Deposit SF 2806 or SF 3100)? 

Yes No 

7. Are the amounts collected for military service credit reported to OPM on the line titled 

"Military and Civilian Service Credit" for CSRS and "Military Deposit" for FERS, via RITS 

or the SF 2812? 

Yes No 

8. Are account cards for paid accounts retained by the agency until the employee separates or 

transfers to another servicing payroll office? 

Yes No 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook April, 1998 
52 CSRS Self Evaluation Guide for Agency Administration	 FERS 

of Employee Benefit Programs 

Chapter 83 

Part 2: Retirement (Cont.) 

B. Collection from Reemployed Annuitants 

1. Are reemployed annuitants' salaries offset by the amount of their annuities, excluding those 

annuitants reemployed under Section 108 of the Federal Employees Pay Compatibility Act of 

1990 (or another authority that permits employees to receive both pay and annuity)? 

Yes No 

2. Is the offset amount (the monthly annuity) obtained from OPM or the individual and 

proportionally allocated over the pay period? 

Yes No 

3. Are the offset amounts reported to OPM for CSRS shown under CSRS on the line titled "Salary 

Offset-Reemployed Annuitants" on RITS or the SF 2812? 

Yes No 

4. Are the offset amounts reported to OPM for FERS shown under FERS on the line titled "Salary 

Offset-Reemployed Annuitant" on RITS or the SF 2812? 

Yes No 

5. For a FERS reemployed annuitant, is .8% withheld from salary and 11.4% contributed by the 

agency for retirement and reported to OPM on RITS or the SF 2812 under FERS on the line 

titled "Regular"? 

NOTE:	 Does not apply to annuitant serving: under the FEPCA authority allowing full pay 

and annuity (or an equivalent authority); on an intermittent basis; in a position as 

a justice or a judge (as defined by section 451 of title 28); as an employee subject 

to another retirement system for Government employees; or as President. 

Yes No 

6. For a FERS annuitant who is reemployed in a law enforcement, firefighter, or air traffic 

controller position, are the appropriate withholdings and contributions being made and reported 

to OPM on the applicable lines under the FERS category on RITS or the SF 2812? 

Yes No 

7. For a CSRS annuitant who is reemployed in a law enforcement or firefighter position and has 

elected to have deductions withheld, are withholdings being made at 7.5%? 

Yes No 

Information in this chapter has not been updated since August 1996 

April, 1998	 CSRS and FERS Handbook 
 CSRS	 Self Evaluation Guide for Agency Administration FERS 53 

of Employee Benefit Programs 

Chapter 83 

Part 2: Retirement (Cont.) 

VIII. Process Benefit Applications -- Death, Refund, Retirement, Service Credits 

A. Resources 

1. Does your agency maintain a central list of retirement processors in the personnel and payroll 

offices and ensure that the list is kept current? 

Yes No 

2. Do personnel and payroll offices have an automated system to project the number of employees 

who are eligible to retire in a given year and identify them? 

Yes No 

3. a. Do personnel and payroll offices have historical trend databases that tabulate the number of 

retirement benefit applications processed during previous years? 

Yes No 

b. Is this information used to predict upcoming peak periods? 

Yes No 

4.	 a. Is there an inventory system in place to insure that there are adequate supplies on hand of 

the various forms and pamphlets? 

Yes No 

b.	 Is there a control in place to insure that obsolete forms and pamphlets are destroyed? 

Yes No 

c. Does the agency utilize any automated forms package to allow applications to be processed 

more efficiently? 

Yes No 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook	 April, 1998 
54 CSRS Self Evaluation Guide for Agency Administration	 FERS 

of Employee Benefit Programs 

Chapter 83 

Part 2: Retirement (Cont.) 

B.	 Personnel Processing 

1.	 a. Do personnel offices have documented procedures for processing applications for retirement 

benefits and for ensuring efficient handling and prompt transmittal of all required 

documentation to payroll? 

Yes No 

b.	 Do personnel offices use systematic checklists, developed by OPM or internally, to verify 

the completeness of the documentation of applications for retirement benefits? 

Yes No 

2.	 What steps are taken by the retirement processing staff in personnel to ensure the completeness and 

accuracy of the documents submitted to the payroll office? 

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3.	 Are there requirements for supervisory review of the work of retirement processors in personnel 

and payroll offices? 

Yes No 

4.	 Are employees informed of the importance of giving advance notice of their planned retirement to 

ensure the smooth processing of their cases? Please note that the OPM pamphlet "Thinking About 

Retirement?" is specifically designed to make this point to retiring employees. 

Yes No 

5.	 Are line supervisors instructed to prepare and submit the SF 52 to the personnel office promptly 

upon receiving notice of an employee's intention to retire? 

Yes No 

6.	 Do personnel offices take action to resolve complicating factors (e.g., military retired pay, 

workers' compensation, former spouses, service credit deposits and redeposits, etc.) early on in 

the retirement process? 

Yes No 

Information in this chapter has not been updated since August 1996 

April, 1998	 CSRS and FERS Handbook 
 CSRS	 Self Evaluation Guide for Agency Administration FERS 55 

of Employee Benefit Programs 

Chapter 83 

Part 2: Retirement (Cont.) 

7.	 a. Is there a timeliness standard for forwarding the application for retirement benefits and all 

supporting documentation from personnel to payroll? 

Yes No 

b. How many calendar days are allowed for processing in the personnel office after the SF 52 and 

application for retirement benefits are received? 

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8.	 a. Do personnel offices retain the Official Personnel Folders of employees who retire or die in 

service for a specific length of time? 

Yes No 

b. How long? 

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9.	 a. Does either the personnel or payroll office keep a duplicate copy of the application for 

retirement benefits documentation to assist the agency in resolving questions posed by OPM 

in the process of adjudicating applications for retirement benefits? (Ordinarily only one office 

would keep a copy to prevent wasteful duplication.) 

Yes No 

b. If so, how long is it retained? 

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Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook	 April, 1998 
56 CSRS Self Evaluation Guide for Agency Administration	 FERS 

of Employee Benefit Programs 

Chapter 83 

Part 2: Retirement (Cont.) 

C.	 Payroll Processing 

1.	 a. Do payroll offices review Individual Retirement Records for completeness and accuracy? 

Yes No 

b.	 Do payroll offices review applications for retirement benefits and supporting documentation 

to make certain that all required forms and documents are received from personnel offices 

and submitted to OPM? 

Yes No 

2. a. Do all final CSRS Individual Retirement Records and FERS records with CSRS components 

note unused sick leave? 

Yes No 

b. Excess leave without pay (LWOP) or other non-duty/non-pay time? 

Yes No 

c. Premium Pay/Additional Pay status? 

Yes No 

d.	 Tours of duty, equivalent full-time tour of duty, and hours worked if other than full-time 

service? (Note: See section IV, item 12.) 

Yes No 

e. Last day in pay status? 

Yes No 

f.	 Service Computation Date? 

Yes No 

3.	 Is your agency properly annotating (citing the legal authority) the "service history" section on the 

Individual Retirement Records (SF 2806) and the "remarks section" of the CSRS Register of 

Separations and Transfers (SF 2807) for all early optional retirements with voluntary separation 

incentives? OPM relies on agencies to correctly annotate retirement documents in order to identify 

the retirees to be included in the 9% billing for agency contributions due to voluntary separation 

payments. 

Yes No 

Information in this chapter has not been updated since August 1996 

April, 1998	 CSRS and FERS Handbook 
 CSRS	 Self Evaluation Guide for Agency Administration FERS 57 

of Employee Benefit Programs 

Chapter 83 

Part 2: Retirement (Cont.) 

4.	 Do payroll offices use systematic checklists developed internally or by OPM to verify that all 

required supporting documentation (including the EFT election form) is submitted with the 

application for benefits? 

Yes No 

5.	 If checklists are not used, how do payroll offices verify the completeness and accuracy of benefit 

applications and supporting documentation? 

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6.	 a. After closing out payroll records, do payroll offices send Individual Retirement Records, 

Register of Separations, and benefit applications with supporting documentation directly to 

OPM? 

Yes No 

b. If not, where do they send them and how much extra processing time is added at this 

intermediate location? 

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7.	 What is the average amount of time, after receipt of SF 50's and applications for retirement, before 

payroll can send Individual Retirement Records and the Register of Separations to OPM? 

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8.	 Are employees notified of the date their records were sent to OPM and provided the Register of 

Separations number? 

Yes No 

9.	 When the agency wants OPM to collect a debt owed to the agency by offset of retirement monies, 

does it: 

a.	 Request that repayment of the debt be made and provide the debtor with the due process 

required by 4 CFR 101.1 et seq.? 

Yes No 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook	 April, 1998 
58 CSRS Self Evaluation Guide for Agency Administration	 FERS 

of Employee Benefit Programs 

Chapter 83 

Part 2: Retirement (Cont.) 

b. Collect what it can from money payable to the debtor by the agency? 

Yes No 

c.	 If collection must be made in installments from the debtor's monthly annuity, specify the dollar 

amount or percentage amount of the installment deduction? 

Yes No 

d. If the debt does not involve fraud or misrepresentation, forward the employee's records and the 

agency's claim or notice of the debt due to OPM within the prescribed time limits? (See 

Chapter 4 of the CSRS and FERS Handbook.) 

Yes No 

e.	 If the debt does involve fraud or misrepresentation, follow the procedures in Chapter 4 of the 

CSRS and FERS Handbook for fraud claims? 

Yes No 

Information in this chapter has not been updated since August 1996 

April, 1998	 CSRS and FERS Handbook 
 FEHB Self Evaluation Guide for Agency Administration 59 

of Employee Benefit Programs 

Chapter 83 

Part 3: Federal Employees Health Benefits (FEHB) Program Self Evaluation Guide 

I. Determine Eligibility 

A. Functional Responsibility 

a.	 Who in your operating personnel office(s) usually determines whether an employee is eligible 

to enroll in the FEHB Program? Give title (personnel assistant, etc.). 

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b. How is this information conveyed to employees? 

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2.	 a. Have the personnel who make FEHB eligibility determinations received training or instruction 

in making such determinations? 

Yes No 

b. If yes, please describe the training and indicate who conducts it. 

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3.	 a. Are copies of 5 U.S.C. 89, 5 CFR 890, The FEGLI Handbook for Personnel and Payroll 

Offices (formerly FPM Supplement 870-1), The FEHB Handbook and Benefits Administration 

Letters (formerly Insurance Officer Bulletins) pertaining to health insurance immediately 

available to the person(s) identified in item #1? 

Yes No 

b. How are updates received and implemented? 

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4.	 a. Do you have the name and phone number of your agency's headquarters Insurance Officer? 

Yes No 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook	 April, 1998 
60 FEHB Self Evaluation Guide for Agency Administration 

of Employee Benefit Programs 

Chapter 83 

Part 3: Federal Employees Health Benefits (FEHB) Program (Cont.) 

b.	 Do personnel office employees know who their point of contact is within their agency for 

questions that cannot be answered within the personnel office? 

Yes No 

5.	 a. Do you routinely receive copies of Benefits Administration Letters (formerly Insurance 

Officer Bulletins) that are sent to headquarters Insurance Officers? 

Yes No 

b.	 Do you distribute these to all personnel offices under your jurisdiction? 

Yes No 

6.	 a. Have you developed, or do you use, any alternative or supplementary source of guidance for 

making FEHB eligibility determinations? 

Yes No 

b.	 If yes, please attach a copy. 

7.	 a. Are other personnel office employees, not directly responsible for FEHB coverage, crosstrained in FEHB eligibility matters to help during peak periods and periods when the regular 

personnel employees are not available?

 Yes No 

b.	 If yes, what is the complexity of the work they are trained to do? 

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c. Who reviews this work? 

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d.	 How do they coordinate with the primary person identified in #1? 

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Information in this chapter has not been updated since August 1996 

April, 1998	 CSRS and FERS Handbook 
 FEHB Self Evaluation Guide for Agency Administration 61 

of Employee Benefit Programs 

Chapter 83 

Part 3: Federal Employees Health Benefits (FEHB) Program (Cont.) 

B. New Hires and Transfers 

I.	 Are all eligible new employees given a Standard Form 2809? 

Yes No 

1. Are all eligible new employees given a copy of the appropriate FEHB Guide? 

Yes No 

2. Are all eligible new employees told where to obtain copies of plan brochures to review before 

selecting a health plan? 

Yes No 

3.	 a. Are new employees given sufficient information during orientation to understand their 

eligibility for FEHB coverage? 

Yes No 

b. How have you determined that the information is sufficient? 

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4. What procedures are in place to inform new employees who elect not to enroll that they cannot 

later enroll until an event occurs that permits enrollment or until the next Open Season? 

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5. What procedures are in place to ensure that all SF 2809's from new employees are timestamped upon receipt in order to verify that employees are eligible to enroll in the FEHB 

Program within the specified time allowed? 

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6. Does someone in the personnel office make sure that child-parent relationships for self and 

family enrollments meet the requirements outlined in 5 CFR 890.302? 

Yes No 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook	 April, 1998 
62 FEHB Self Evaluation Guide for Agency Administration 

of Employee Benefit Programs 

Chapter 83 

Part 3: Federal Employees Health Benefits (FEHB) Program (Cont.) 

8. What procedures are in place to determine eligibility for dependents over age 22 who are 

incapable of self-support? 

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9. A properly executed SF 2809 electing not to enroll is transferred if an employee transfers to 

another employing office without a break in service of more than 3 calendar days. The affected 

employee may not enroll as a new employee of the gaining agency. (The SF 2809 should be 

in the Official Personnel Folder or its equivalent, so it will routinely go to the next agency.) 

What procedures are in place to verify that the health benefits registration for transferring 

employees is handled correctly? 

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April, 1998 CSRS and FERS Handbook 
 FEHB Self Evaluation Guide for Agency Administration 63 

of Employee Benefit Programs 

Chapter 83 

Part 3: Federal Employees Health Benefits (FEHB) Program (Cont.) 

C. Current Employees (Including Newly Eligible Employees) 

1. a. Does the personnel office maintain sufficient supplies of SF 2809? 

Yes No 

b. Who orders the SF 2809? 

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c. Is there a system to remind the office of dwindling supplies of the form? 

Yes No 

2. Are copies of SF 2809 readily available to employees eligible to change their FEHB 

enrollment? 

Yes No 

3. What procedures are in place to ensure that a current employee is eligible to enroll or change 

enrollment under FEHB? 

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4. Are newly eligible employees (such as those being converted from excluded positions or 

temporary employees after serving 1 year) given a copy of the SF 2809 and the appropriate 

FEHB Guide, and reminded of the time period during which they are eligible to elect coverage? 

Yes No 

5. Are newly eligible employees told where to obtain copies of plan brochures to review before 

selecting a health plan? 

Yes No 

6. Do personnel office staff who handle employee questions know about the FEHB Program and 

the enrollment form in sufficient detail to answer general questions from current employees 

wishing to change their FEHB enrollment? 

Yes No 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook April, 1998 
64 FEHB Self Evaluation Guide for Agency Administration 

of Employee Benefit Programs 

Chapter 83 

Part 3: Federal Employees Health Benefits (FEHB) Program (Cont.) 

7. What procedures are in place to ensure that all SF 2809's from current employees are timestamped upon receipt in order to verify that employees are eligible to enroll in the FEHB 

Program within the specified time allowed? 

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8. Outside of Open Season, does someone in the personnel office routinely verify eligibility of 

current employees wishing to enroll in the FEHB by verifying the event that permits a change 

of FEHB enrollment status (see numbers 3 and 4 of Part C of the form) before an "authorized 

agency official" certifies the SF 2809's? 

NOTE:	 A "Table of Permissible Changes in Enrollment of Employees" appears on the tearoff portion of the form. Title 5 CFR 890.301 provides the most current 

information. Any changes are communicated to agencies in a Benefits 

Administration Letter. 

Yes No 

9. Does someone in the personnel office make sure that child-parent relationships for self and 

family enrollments meet the requirements outlined in 5 CFR 890.302? 

Yes No 

10.	 What procedures are in place to determine eligibility for dependents over age 22 who are 

incapable of self-support? 

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11.	 Are current employees periodically reminded (through memos, articles in the agency newsletter, 

etc.) of the permissible opportunities to enroll or change enrollment in the FEHB outside of 

Open Season? 

Yes No 

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April, 1998	 CSRS and FERS Handbook 
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of Employee Benefit Programs 

Chapter 83 

Part 3: Federal Employees Health Benefits (FEHB) Program (Cont.) 

12.	 FEHB enrollment is continued while the employee is in a non-pay status for up to 12 months. 

The 12 months may be continuous or may be broken by periods of up to 4 months in a pay 

status. The employee is still responsible for paying the employee share of the premium. 

a. What procedures are in place to monitor employees on LWOP to ensure that the FEHB 

enrollment is terminated promptly upon expiration of the 12 months? 

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b.	 What procedures are in place to notify current employees of the termination of their FEHB 

enrollment? 

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c. Are employees counselled that if they do not pay premiums while on LWOP they are 

incurring a debt that will be recovered from their salary when they return to work or through 

another recovery process, e.g., from a retirement refund, if they do not return to work? 

Yes No 

d.	 If employees going on LWOP do not sign a written statement indicating that they are aware 

they are incurring a debt if they continue their health insurance and do not pay 

concurrently, is their FEHB coverage terminated? 

Yes No 

e. What procedures are in place to provide a method for the employee to make payments of 

premiums directly to the agency or to be recovered as an indebtedness due the United States? 

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13.	 Does your agency conduct quality control reviews to detect potentially erroneous FEHB 

coverage? 

Yes No 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook	 April, 1998 
66 FEHB Self Evaluation Guide for Agency Administration 

of Employee Benefit Programs 

Chapter 83 

Part 3: Federal Employees Health Benefits (FEHB) Program (Cont.) 

II. Obtain and Process Elections 

A.	 Obtaining Elections 

1. Are all SF 2809's time-stamped upon receipt? 

Yes No 

2. Is eligibility determined before an "authorized agency official" certifies the SF 2809's? (See 

also Section I, Determining Eligibility.) 

Yes No 

3.	 a. Does someone in the personnel office routinely contact new employees who have not 

enrolled and remind them to return the SF 2809 before the expiration of the 31 days during 

which they are eligible to enroll? 

Yes No 

b.	 If an eligible new employee declines to file an SF 2809, does someone in the personnel 

office complete an SF 2809 declining the health insurance, and note in the "Remarks" 

section "employee contacted on ___________________ (date) -- failed to enroll"? 

Yes No 

c. When the employee is contacted, is the 5-year rule (or first opportunity to enroll) explained 

to him/her? 

Yes No 

4.	 a. What procedures are in place to determine whether an employee was unable to enroll in the 

FEHB Program due to "cause beyond control?" 

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b.	 How is this noted? 

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April, 1998	 CSRS and FERS Handbook 
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of Employee Benefit Programs 

Chapter 83 

Part 3: Federal Employees Health Benefits (FEHB) Program (Cont.) 

c. Do you have working definitions or examples of situations which represent "beyond his or 

her control"? 

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d. Who has the authority to make this determination? 

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5. If the personnel office accepts a late election, is a memorandum indicating the reason for 

acceptance attached to the file copy of the SF 2809? 

Yes No 

6. If the personnel office accepts a late election, is the SF 2809 documented with the date and 

determination that this is a valid late election? 

Yes No 

7. Are procedures in place to allow a representative of an employee to register for him or her if 

the representative has written authorization to do so? 

Yes No 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook April, 1998 
68 FEHB Self Evaluation Guide for Agency Administration 

of Employee Benefit Programs 

Chapter 83 

Part 3: Federal Employees Health Benefits (FEHB) Program (Cont.) 

B.	 Processing Elections 

1. Are procedures in place to ensure that the OPF copy of the SF 2809 is filed in the employee's 

OPF in a timely manner? 

Yes No 

2. Are procedures in place to verify that the proper effective dates are indicated on the SF 2809? 

Yes No 

3. Are procedures in place to verify that employees receive the officially certified Part 5 of the 

SF 2809? 

Yes No 

4. Are procedures in place to verify that the officially certified Part 1 of the SF 2809 is placed in 

the permanent side of an employee's official personnel folder? 

Yes No 

5.	 a. If the personnel office accepts a late registration, are procedures in place to ensure that the 

late registration becomes effective prospectively, rather than retroactively? 

Yes No 

b.	 Do automated systems for processing personnel actions have an edit in place to ensure that 

these late elections are effected prospectively? 

Yes No 

6. Are the other copies of the multi-part SF 2809 properly distributed to the losing and gaining 

carriers, payroll, etc., on a timely basis? 

Yes No 

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April, 1998	 CSRS and FERS Handbook 
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of Employee Benefit Programs 

Chapter 83 

Part 3: Federal Employees Health Benefits (FEHB) Program (Cont.) 

III. Make Appropriate Withholdings 

A. Payroll Records 

1. Are the employees' individual pay records noted whenever there is: 

a. An election to enroll? 

Yes No 

b. An election not to enroll? 

Yes No 

c. An election to cancel enrollment? 

Yes No 

d. An ineligible enrollment? 

Yes No 

e. A change in enrollment? 

Yes No 

2. Are controls in place to assure the accuracy of the employee withholdings and the agency 

contributions by each enrollment code? 

Yes No 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook April, 1998 
70 FEHB Self Evaluation Guide for Agency Administration 

of Employee Benefit Programs 

Chapter 83 

Part 3: Federal Employees Health Benefits (FEHB) Program (Cont.) 

B.	 Withholdings 

1. Is the payroll activity using the current year Schedule of Subscription Charges to verify that 

enrollment codes and withholdings and contributions rates are valid and accurate? 

Yes No 

2. Are full withholdings and contributions applicable to the pay period and health benefits 

enrollment code being made for each pay period, if the insured employee's pay is sufficient to 

cover the withholdings? 

Yes No 

3. a. Are health benefits premiums properly allocated between the employee and employer? 

Yes No 

b. Are adjustments properly made for part-time employees? 

Yes No 

4. If the amount of pay for a pay period is not sufficient to cover the full withholding for 

insurance, is the order of precedence for withholdings being followed as outlined in the 

Treasury Fiscal Manual? 

Yes No 

5.	 a. If an employee is on Leave Without Pay for an entire pay period, are withholdings from 

future pay or direct remittance from the employee being made? 

Yes No 

b.	 Have employees been provided with a method for paying premiums directly to the agency? 

Yes No 

c. If employees do not pay off the amount due by the direct payment method, are past due 

premiums collected as an indebtedness due to the United States? 

Yes No 

d.	 Is the agency contribution being paid for every pay period that enrollment continues while 

employees are on Leave Without Pay? 

Yes No 

Information in this chapter has not been updated since August 1996 

April, 1998	 CSRS and FERS Handbook 
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of Employee Benefit Programs 

Chapter 83 

Part 3: Federal Employees Health Benefits (FEHB) Program (Cont.) 

6. If an employee is retroactively restored to duty with pay after an erroneous separation, 

suspension or removal, is the employee given the opportunity to make an election to have the 

enrollment retroactively reinstated or to enroll in the plan and option of his or her choice, the 

same as a new employee? 

Yes No 

7. If an employee is retroactively restored to duty with pay after an erroneous separation, 

suspension or removal, and elects to have the enrollment retroactively reinstated, are 

withholdings from the retroactive pay adjustment for the period of separation, suspension or 

removal being made? 

Yes No 

8. a. If an employee's enrollment is terminated or canceled, is the effective date the last day of a 

pay period? 

Yes No 

b. Is the withholding for the full pay period? 

Yes No 

9. What procedures are in place to recover an employee's withholding from salary off-set or 

retirement setoff when the employee separates and is indebted for health benefits premiums? 

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10.	 a. When an employee transfers to another agency or employment office within a payroll period, 

or moves to another payroll within the same payroll office without a break in service of more 

than 3 days, are withholdings and contributions for the final pay in the losing office and for 

the initial pay in the gaining office prorated on the basis of the effective date of transfer for 

each office? 

Yes No 

b.	 If the number of days between transfer date and preceding or next pay period is from zero 

to 3 days, is the withholding rate zero? 

Yes No 

c. If the number of days between transfer date and preceding or next pay period is from 4 to 

10 days, is the withholding rate based on a weekly basis? 

Yes No 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook	 April, 1998 
72 FEHB Self Evaluation Guide for Agency Administration 

of Employee Benefit Programs 

Chapter 83 

Part 3: Federal Employees Health Benefits (FEHB) Program (Cont.) 

d.	 If the number of days between transfer date and preceding or next pay period is from 11 

to 14 days, is the withholding rate based on a biweekly basis? 

Yes No 

11.	 Are withholdings and contributions being appropriately withheld from the salary of temporary 

employees who are eligible to enroll in health benefits? 

Yes No 

12.	 a. Is there a method for collecting health benefits premiums from former spouses and separated 

employees who are subject to the spouse equity and temporary continuation of coverage of 

health benefits laws? 

Yes No 

b.	 Are former spouses being billed for the full amount of the premium (withholdings and 

contributions) on a pay period basis? 

Yes No 

c. Are separated employees or their former spouses or children being billed for the full amount 

of the premium (withholdings, contributions and a 2% administrative charge) on a pay period 

basis for the full term of coverage (up to 18 months for the separated employee and up to 36 

months for former spouses and children)? 

Yes No 

Information in this chapter has not been updated since August 1996 

April, 1998	 CSRS and FERS Handbook 
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of Employee Benefit Programs 

Chapter 83 

Part 3: Federal Employees Health Benefits (FEHB) Program (Cont.) 

IV. Reconcile Enrollments 

A. Payroll Office 

1. Are reconciliations between SF 2809's and SF 2810's conducted monthly or more frequently? 

Yes No 

2. Do the reconciliations take into account SF 2809's and SF 2810's transmitted before or after 

withholding actions or differences in the pay periods? 

Yes No 

3. Are the reconciliations documented and maintained for inspection by audit groups, such as the 

Inspector General of the agency, GAO, and OPM? 

Yes No 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook April, 1998 
74 FEHB Self Evaluation Guide for Agency Administration 

of Employee Benefit Programs 

Chapter 83 

Part 3: Federal Employees Health Benefits (FEHB) Program (Cont.) 

B. Joint Payroll Office and Carrier Reconciliations 

1. a. Are the names and number of employees enrolled in a particular plan reconciled with the 

carrier's records? 

Yes No 

b. Are reconciliations performed at least annually? 

Yes No 

c. Are the SF 2809's for drops as well as adds sent to the carriers promptly? 

Yes No 

d. How often? 

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e. Are discrepancies between the payroll office records and the carrier's records resolved within 

30 days or less? 

Yes No 

f.	 Is health enrollment data made available to carriers so that payroll and carrier records can 

be verified? 

Yes No 

g.	 Is health insurance enrollment data compiled for validation purposes? 

Yes No 

h.	 Is a report generated that accounts for health benefits deductions not taken (e.g. LWOP)? 

Yes No 

Information in this chapter has not been updated since August 1996 

April, 1998	 CSRS and FERS Handbook 
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of Employee Benefit Programs 

Chapter 83 

Part 3: Federal Employees Health Benefits (FEHB) Program (Cont.) 

2.	 a. Is quarterly headcount information provided to "prepaid" carriers? 

Yes No 

b.	 Are the name, enrollment code number, amount of the premium withheld and contributed, 

and the employment status of employees being mailed to each "prepaid" carrier? 

Yes No 

c. Are the quarterly reports for the last pay period paid during the 1st through the 15th of 

March, June, September, and December? 

Yes No 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook	 April, 1998 
76 FEHB Self Evaluation Guide for Agency Administration 

of Employee Benefit Programs 

Chapter 83 

Part 3: Federal Employees Health Benefits (FEHB) Program (Cont.) 

V. Conduct Periodic Open Seasons 

A. General Notification and Preparation 

1.	 a. Who receives the Open Season Benefits Administration Letters (formerly Insurance Officer 

Bulletins)? These Letters contain ordering and distributing material, plan terminations, 

service area reductions, mergers and name changes, and carrier contacts. 

Name ))))))))))))))))))))))))))))))))))))))))))))) 

Title of Position ))))))))))))))))))))))))))))))))))))))) 

b. Are these letters distributed to all field offices in a timely manner? 

Yes No 

2. If the health benefits official at the local installation needs additional open season information 

or assistance, does he/she know who the proper point of contact is for questions that cannot be 

answered within his/her office? 

Yes No 

3. Are personnel at local installations instructed not to schedule health fairs before the start of 

Open Season? 

Yes No 

4. Are procedures in place to make sure that new enrollments and enrollment changes for reasons 

other than Open Season that are submitted during Open Season are not treated as Open Season 

changes and are made effective on the proper dates? 

Yes No 

5. a. Is information on Open Season communicated to all employees in a timely manner? 

Yes No 

b. How is this accomplished? 

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April, 1998	 CSRS and FERS Handbook 
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of Employee Benefit Programs 

Chapter 83 

Part 3: Federal Employees Health Benefits (FEHB) Program (Cont.) 

6.	 a. Are copies of the annual FEHB Guide available to all interested employees in advance of 

Open Season? 

Yes No 

b. How is this accomplished? 

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7. Are employees notified where they may obtain copies of an SF 2809 and are sufficient copies 

available to accommodate Open Season changes? 

Yes No 

8. a. What internal procedure do you follow to obtain plan brochures from the HMO's/CMP's? 

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b. How is the number of brochures needed calculated? 

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CSRS and FERS Handbook	 April, 1998 
78 FEHB Self Evaluation Guide for Agency Administration 

of Employee Benefit Programs 

Chapter 83 

Part 3: Federal Employees Health Benefits (FEHB) Program (Cont.) 

B.	 Acceptance of Late Registrations 

1.	 a. Who has the authority to accept a late Open Season registration?
 

Name )))))))))))))))))))))))))))))))))))))))))))))) 

Title of Position ))))))))))))))))))))))))))))))))))))))) 

b. Is there a standard to judge when a reason is "beyond his or her control?" 

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c. If a late registration is accepted, is "belated Open Season enrollment/change" written in the 

Remarks section of the SF 2809? 

Yes No 

d.	 Is a statement attached to copy 1 of the SF 2809 indicating why the employee was unable 

to register on time? 

Yes No 

e. If the employing office does not accept a late registration, does someone notify the employee 

in writing and inform him/her that he/she has a right to a reconsideration? 

Yes No 

2. Are the correct effective dates used when processing Open Season changes? 

Yes No 

An Open Season change from not enrolled to enrolled is effective on the first pay period 

beginning on or after January 1 that follows a pay period during any part of which the employee 

is in a pay status. 

An Open Season change in a current enrollment is effective on the first pay period beginning 

on or after January 1, regardless of pay status.
 

An accepted late registration is effective at the same time as that of a timely filed change.
 

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April, 1998	 CSRS and FERS Handbook 
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of Employee Benefit Programs 

Chapter 83 

Part 3: Federal Employees Health Benefits (FEHB) Program (Cont.) 

C. Special Processing Procedures 

NOTE:	 Also see the processing questions raised in Section II, Obtaining and Processing 

Elections. 

1. Is there a process in place to handle Open Season changes from employees who you know will 

be transferring or retiring before the effective date of the Open Season change? 

Yes No 

2. Is there a process in place to handle Open Season changes from employees who transfer, retire, 

separate, or die before the effective date of the Open Season change, but after the change has 

been processed? 

Yes No 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook	 April, 1998 
80 FEHB Self Evaluation Guide for Agency Administration 

of Employee Benefit Programs 

Chapter 83 

Part 3: Federal Employees Health Benefits (FEHB) Program (Cont.) 

VI.	 Accept Enrollments or Changes in Coverage and Participate in Reconsideration 

Requests 

A. Enrollments or Changes in Coverage 

NOTE:	 Also see questions in Part 3, I, Determine Eligibility and Part 3, II, Obtain and Process 

Elections. 

1. Are new enrollments or changes in current enrollments accepted only upon the occurrence of 

a qualifying event? 

Yes No 

2. Is appropriate documentation reviewed to establish the occurrence of a qualifying event (e.g., 

marriage certificate, birth certificate, proof of loss of spouse's non-FEHB coverage, proof of 

loss of Medicaid, etc., as appropriate)? 

Yes No 

3. Is the number of the applicable qualifying event indicated accurately in Part C of the SF 2809? 

Yes No 

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April, 1998	 CSRS and FERS Handbook 
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of Employee Benefit Programs 

Chapter 83 

Part 3: Federal Employees Health Benefits (FEHB) Program (Cont.) 

B. Participate in Reconsideration Requests 

1. When personnel office staff make an official decision concerning FEHB Program enrollment 

that is unfavorable toward an employee, is that decision made in writing, with a copy given to 

the employee and a copy placed in the employee's Official Personnel File? 

Yes No 

2. Does the written decision inform the employee of his/her right to reconsideration and provide 

the proper address for reconsideration requests? 

Yes No 

3. Does the written decision inform the employee that he/she must enclose a copy of the agency's 

initial decision in his/her request for reconsideration? 

Yes No 

4. Does the written decision inform the employee that he/she must request reconsideration within 

30 calendar days from the date of the initial written decision from the agency unless he/she can 

demonstrate that he/she was prevented by circumstances beyond his/her control from making 

the request within the time limit? 

Yes No 

5. Does the written decision contain sufficient information (preferably the phone number, agency 

contact and mailing address) so that the agency's reconsiderations staff can contact the 

employing office concerning the request, if necessary? 

Yes No 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook April, 1998 
82 FEHB Self Evaluation Guide for Agency Administration 

of Employee Benefit Programs 

Chapter 83 

Part 3: Federal Employees Health Benefits (FEHB) Program (Cont.) 

VII. Transmit Monies to OPM 

A.	 Non-Check Transfers 

1.	 a. Is your agency capable of accessing the Department of the Treasury's Government On-Line 

Accounting Link System (GOALS)? 

Yes No 

b.	 If yes, are withholdings and contributions being transmitted via Retirement and Insurance 

Transfer System (RITS) on or before the payroll paid date? 

Yes No 

2.	 a. If your agency is not using RITS, are withholdings and contributions submitted with an 

SF 2812 (Report of Withholdings and Contributions for Health Benefits, Life Insurance, and 

Retirement)? 

Yes No 

b.	 Is the method of payment and vouchering in accordance with instructions issued in the 

Treasury Fiscal Manual, Volume I, Part 3-3000? 

Yes No 

c. Is the SF 2812 properly filled out, e.g., agency and payroll office name, address, telephone 

number, payroll office number, report number, pay period from and to dates, and payroll 

paid date? 

Yes No 

d.	 (1) Does the amount reported on the "Temporary Continuation of Coverage (P.L. 

100-654)" line under the withholdings column represent the full amount of the 

premium paid by individuals covered by P.L. 100-654, and the amount under the 

withholdings column, of the same line, represent the 2% administrative charge? 

Yes No 

(2) Is the 2% administrative charge shown as a credit? 

Yes No 

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April, 1998	 CSRS and FERS Handbook 
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of Employee Benefit Programs 

Chapter 83 

Part 3: Federal Employees Health Benefits (FEHB) Program (Cont.) 

e. Do the withholdings and contribution equal the total health benefits reported on the SF 2812? 

Yes No 

f. Do the totals for life insurance, health benefits, and retirement equal the grand total on the 

SF 2812, and is that amount equal to the amount of the check? 

Yes No 

g. Is the original SF 2812 mailed to the Office of Personnel Management, Funds Management 

Branch, P. O. Box 582, Washington, DC 20044 on or before the payroll paid date? 

Yes No 

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CSRS and FERS Handbook April, 1998 
84 FEHB Self Evaluation Guide for Agency Administration 

of Employee Benefit Programs 

Chapter 83 

Part 3: Federal Employees Health Benefits (FEHB) Program (Cont.) 

B.	 Check Transfers 

1.	 a. If your agency is using checks to submit withholdings and contributions, is the check 

accompanied by an SF 2812L? 

Yes No 

b.	 Is the SF 2812L properly filled out, e.g., agency and payroll office name, address, 

telephone number, payroll office number, report number, pay period from and to dates, 

and payroll paid date? 

Yes No 

c. (1) Does the amount reported on the "Temporary Continuation of Coverage (P.L. 100-654)" 

line under the withholdings column represent the full amount of the premium paid by 

individuals covered by P.L. 100-654, and the amount under the withholdings column, 

of the same line, represent the 2% administrative charge? 

Yes No 

(2) Is the 2% administrative charge shown as a credit? 

Yes No 

d.	 Do withholdings and contributions equal the total health benefits reported on the 

SF 2812L? 

Yes No 

e. Do the totals for life insurance, health benefits, and retirement equal the grand total on the 

SF 2812L, and is that amount equal to the amount of the check? 

Yes No 

f.	 Are the original SF 2812L and the accompanying check mailed to the Office of Personnel 

Management, P. O. Box 953359, St. Louis, MO 63195-3359 on or before the payroll paid 

date? 

Yes No 

Information in this chapter has not been updated since August 1996 

April, 1998	 CSRS and FERS Handbook 
 FEHB Self Evaluation Guide for Agency Administration 85 

of Employee Benefit Programs 

Chapter 83 

Part 3: Federal Employees Health Benefits (FEHB) Program (Cont.) 

VIII. Reconcile Withholdings 

A. Individual Earnings Records 

1. Are individual earnings records noted to show the employee's status in the Federal Employees 

Health Benefits Program? 

Yes No 

2. Are the enrollment code number and applicable employee withholding rate shown? 

Yes No 

3. a. Is the numeral 1 used to denote that an election not to enroll was made? 

Yes No 

b. Is the numeral 2 used to show that an election to cancel enrollment was made? 

Yes No 

c. Is the numeral 3 used to show that the employee is ineligible to enroll? 

Yes No 

4. Are changes in enrollment reflected to show the new enrollment number and applicable 

withholding rate? 

Yes No 

5. Are the effective dates of enrollment and the agency contribution rate shown on the earnings 

record? 

Yes No 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook April, 1998 
86 FEHB Self Evaluation Guide for Agency Administration 

of Employee Benefit Programs 

Chapter 83 

Part 3: Federal Employees Health Benefits (FEHB) Program (Cont.) 

B. Control Register 

1. Are control registers used to assure the accuracy of withholdings and contributions by each 

enrollment code number? 

Yes No 

2. Are control registers used as the basis for reporting withholdings and contributions to OPM? 

Yes No 

Information in this chapter has not been updated since August 1996 

April, 1998 CSRS and FERS Handbook 
 FEHB Self Evaluation Guide for Agency Administration 87 

of Employee Benefit Programs 

Chapter 83 

Part 3: Federal Employees Health Benefits (FEHB) Program (Cont.) 

IX. Transfer Enrollments 

A. Employee Transfers 

1. Before a transferring employee enters on duty, is a record check done on SF 75? 

Yes No 

2. a. When the employee enters on duty, is an SF 2810 completed to accept the enrollment as a 

transfer-in? 

Yes No 

b. Are copies of the SF 2810 distributed appropriately and in a timely manner? 

Yes No 

3. When 25 or more employees enrolled in the same FEHB Program plan are to be transferred on 

the same day from one payroll office to another payroll office, is only one transfer-in SF 2810 

prepared with a list of the involved employees? 

Yes No 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook April, 1998 
88 FEHB Self Evaluation Guide for Agency Administration 

of Employee Benefit Programs 

Chapter 83 

Part 3: Federal Employees Health Benefits (FEHB) Program (Cont.) 

B.	 Employee Retirements 

1.	 a. Who in your office has the delegated authority to tentatively determine an employee's 

eligibility for continued enrollment in the FEHB Program upon retirement? 

Name ))))))))))))))))))))))))))))))))))))))))))))) 

Title of Position )))))))))))))))))))))))))))))))))))))) 

b.	 Has this employee received sufficient training to understand the requirements to continue 

enrollment into retirement? 

Yes No 

c. Are employees notified of the authority OPM has to waive the 5-year participation rule and 

the criteria for waiver? (See Insurance Officers Information Bulletins No. 260 and 296 and 

Benefits Administration Letter 94-201.) 

Yes No 

d.	 If it is tentatively determined that an employee does not qualify to continue enrollment, is 

the employee notified of this determination in sufficient time to request a waiver of the 5­

year rule by OPM? 

Yes No 

2. Are non-disability and disability retirement cases handled differently? 

Yes No 

3.	 a. If an employee appears to be not eligible to continue enrollment, is the enrollment terminated 

on the SF 2810? 

Yes No 

b.	 Are all health benefits documents, including the SF 2810, transmitted to the appropriate 

retirement system? 

Yes No 

c. Does someone in the personnel office note that the employee appears not eligible and include 

the reason in the Remarks section of the SF 2806 or SF 3100? 

Yes No 

Information in this chapter has not been updated since August 1996 

April, 1998	 CSRS and FERS Handbook 
 FEHB Self Evaluation Guide for Agency Administration 89 

of Employee Benefit Programs 

Chapter 83 

Part 3: Federal Employees Health Benefits (FEHB) Program (Cont.) 

X. Temporary Continuation of Coverage (TCC) 

A.	 Knowledge of the Program and Notification 

1. a. Who in the personnel office is responsible for administering TCC? 

Name )))))))))))))))))))))))))))))))))))))))))))) 

Title of Position )))))))))))))))))))))))))))))))))))) 

Has this employee(s) received sufficient information and training to understand and 

administer the program? 

Yes No 

b.	 Do personnel office employees have ready access to a copy of FPM Letter 890-40, which 

discusses FEHB Program temporary continuation of coverage (TCC)? 

Yes No 

c. Do personnel office employees know that TCC only applies to employees and family 

members who lose their coverage because they lose their status as family members on or 

after January 1, 1990? 

Yes No 

d.	 (1) Do personnel office employees know that TCC enrollees must pay the full cost 

(enrollee share plus Government share) of the premium plus a 2 percent 

administrative charge? 

Yes No 

(2) Is this information communicated to TCC eligibles? 

Yes No 

2.	 a. Are former employees notified at the time they leave the agency or immediately thereafter 

about their eligibility to elect TCC but no later than 30 days after their coverage would 

otherwise end (including the 31 day temporary extension of coverage)? 

Yes No 

b.	 Does this notification include information on how many days they have in which to apply 

for TCC and how long their TCC will last? 

Yes No 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook	 April, 1998 
90 FEHB Self Evaluation Guide for Agency Administration 

of Employee Benefit Programs 

Chapter 83 

Part 3: Federal Employees Health Benefits (FEHB) Program (Cont.) 

3.	 a. Are employees periodically reminded (through memos, employee letters, etc.) of the 

availability of TCC for children reaching age 22 or marrying? 

Yes No 

b.	 Do these periodic reminders include information on the number of days children have in 

which to apply and how long the TCC will last? 

Yes No 

4.	 a. Are former spouses who are ineligible for coverage under Benefits for Former Spouses or 

whose Former Spouse coverage terminates notified of their eligibility for TCC? 

Yes No 

b.	 Does this notification include information on how many days they have in which to apply 

for TCC and how long their TCC will last? 

Yes No 

5. Are children and former spouses notified of their right to elect TCC within 14 days after the 

employing office receives notice from the child, employee or former spouse of his/her change 

in status? 

Yes No 

6. Are TCC enrollees provided the same information and assistance concerning Open Season as 

are regular employees? 

Yes No 

7. Are all eligibles informed that premiums for TCC coverage begin immediately after the 31-day 

temporary extension of coverage ends, and that premiums will be retroactive to that date 

regardless of when the actual enrollment is effectuated? 

Yes No 

8. Are TCC eligibles notified that there is an additional 31-day temporary extension of benefits 

at the end of their TCC coverage in order to allow conversion to a non-group (individual) plan? 

Yes No 

Information in this chapter has not been updated since August 1996 

April, 1998	 CSRS and FERS Handbook 
 FEHB Self Evaluation Guide for Agency Administration 91 

of Employee Benefit Programs 

Chapter 83 

Part 3: Federal Employees Health Benefits (FEHB) Program (Cont.) 

B.	 Eligibility 

1.	 a. Does someone in the personnel office verify eligibility of former employees, children and 

former spouses? 

Yes No 

b.	 If it is not clear from the election whether the applicant is eligible, does someone in the 

personnel office obtain appropriate documentation to clarify eligibility status? 

Yes No 

2.	 a. Are procedures in place to determine whether an employee was involuntarily separated due 

to gross misconduct? 

Yes No 

b.	 If it is determined that an employee was separated due to gross misconduct, are procedures 

in place to make sure the employee is not enrolled in TCC? 

Yes No 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook	 April, 1998 
92 FEHB Self Evaluation Guide for Agency Administration 

of Employee Benefit Programs 

Chapter 83 

Part 3: Federal Employees Health Benefits (FEHB) Program (Cont.) 

C. Registration, Cancellation and Termination 

1. Are procedures in place to make sure that elections are accepted only within applicable time 

limits? 

Yes No 

2.	 a. Who has the authority to determine that a former employee, child or former spouse was 

unable, due to cause beyond his/her control, to elect TCC within the applicable time limits? 

Name ))))))))))))))))))))))))))))))))))))))))))))))) 

Title of Position ))))))))))))))))))))))))))))))))))))))) 

b.	 Is the employee, child or former spouse promptly notified of the agency's determination? 

Yes No 

3. Are changes to a TCC enrollment accepted only on the occurrence of a qualifying event? See 

section L of FPM Letter 890-40. 

Yes No 

4. Are TCC enrollees advised that once they cancel their enrollment they are not entitled to a 

temporary extension of coverage and may not convert to an individual contract for health 

benefits? 

Yes No 

5. Are procedures in place to terminate TCC enrollments after the expiration of the period of 

temporary continuation of coverage? 

Yes No 

6. Are TCC enrollees given a copy of an SF 2810 as soon as possible after agency termination 

of their enrollment and advised of their conversion rights? 

Yes No 

7. Are procedures in place to coordinate TCC enrollments with the spouse equity provisions? 

Yes No 

8. Are procedures in place to coordinate TCC enrollments with the Office of Workers' 

Compensation Programs (OWCP)? 

Yes No 

Information in this chapter has not been updated since August 1996 

April, 1998	 CSRS and FERS Handbook 
 FEHB Self Evaluation Guide for Agency Administration 93 

of Employee Benefit Programs 

Chapter 83 

Part 3: Federal Employees Health Benefits (FEHB) Program (Cont.) 

D.	 Premiums and Records 

NOTE:	 This section applies only if your agency is responsible for collecting and disbursing 

premiums and maintaining records for TCC enrollees. 

1. Are procedures in place for the collection and submission of premiums to OPM? 

Yes No 

2. Are the health benefits files for TCC enrollees kept separate from the personnel records of the 

employee or former employee? 

Yes No 

3.	 a. Are both the employee and Government shares of the premium and a 2 percent 

administrative charge collected from TCC enrollees? 

Yes No 

b.	 Are premiums properly prorated to account for beginning and ending dates of the TCC 

enrollment that may not coincide with beginning and ending dates of a pay period? 

Yes No 

4.	 a. Are procedures in place to notify TCC enrollees in the event of nonpayment of premium? 

Yes No 

b.	 If a TCC enrollee requests reinstatement of his/her enrollment that was terminated due to 

nonpayment of premium, are procedures in place to determine whether the cause of 

nonpayment of premium was due to circumstances beyond the TCC enrollee's control? 

Yes No 

c. If the determination is positive, is the coverage reinstated retroactively to the date of 

termination? 

Yes No 

d.	 If the determination is negative, is the TCC enrollee notified of his/her right to 

reconsideration? 

Yes No 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook	 April, 1998 
94 FEHB Self Evaluation Guide for Agency Administration 

of Employee Benefit Programs 

Chapter 83 

Part 3: Federal Employees Health Benefits (FEHB) Program (Cont.) 

XI. Former Spouses 

A.	 Knowledge of the Program and Eligibility 

1. a. Who in the personnel office is responsible for administering the spouse equity program? 

Name )))))))))))))))))))))))))))))))))))))))))))))) 

Title of Position ))))))))))))))))))))))))))))))))))))))) 

b.	 Has this(ese) employee(s) received sufficient information and training to understand and 

administer the program? 

Yes No 

2.	 a. Are procedures in place to make sure that a request for FEHB enrollment by a former spouse 

is not accepted by the agency if the former spouse (1) is receiving an annuity payment, (2) 

divorced after the employee retired, or (3) was married to a compensationer? 

Yes No 

b.	 Is the former spouse informed that these requests must be sent directly to the applicable 

retirement system? 

Yes No 

3. After a request has been accepted, are procedures in place to verify eligibility for coverage? 

See S17-5 of the FEHB Handbook for Personnel and Payroll Offices (and any subsequent 

Benefits Administration letters). 

Yes No 

4. Are former spouses informed that a self and family enrollment covers only the former spouse 

and any unmarried dependent natural or adopted child(ren) of both the former spouse and the 

employee, former employee or employee annuitant? 

Yes No 

5. Are procedures in place to make sure that applications from former spouses are denied if not 

received within applicable time limits? See S17-3 of the FEHB Handbook for Personnel and 

Payroll Offices (and any subsequent Benefits Administration letters). 

Yes No 

Information in this chapter has not been updated since August 1996 

April, 1998	 CSRS and FERS Handbook 
 FEHB Self Evaluation Guide for Agency Administration 95 

of Employee Benefit Programs 

Chapter 83 

Part 3: Federal Employees Health Benefits (FEHB) Program (Cont.) 

B.	 Registration, Cancellation and Termination 

1.	 a. Are registrations from former spouses accepted on an SF 2809? 

Yes No 

b.	 If a former spouse requests enrollment via a letter, is he/she sent an SF 2809 to submit? 

Yes No 

c. Are the name and date of birth of the employee or former employee entered in the Remarks 

section of the SF 2809? 

Yes No 

d. Is event "21" entered in part C of the SF 2821? 

Yes No 

2.	 a. Is certification obtained from the former spouse that he or she will notify the employing 

office within 31 days of an event that would terminate eligibility? 

Yes No 

b.	 How is the former spouse notified of which events will terminate his or her eligibility for 

FEHB coverage as a former spouse? 

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))))))))))))))))))))))))))))) 

))))))))))))))))))))))))))))) 

c. Are enrollments effective on the first day of the first pay period beginning more than 30 days 

after the employing office receives an SF 2809 or appropriate substitute and satisfactory 

proof of eligibility? 

Yes No 

3. Are changes to a former spouse's enrollment accepted only with proof of a qualifying event? 

Yes No 

4. Are former spouses advised that once they cancel their enrollment, they may not later re-enroll, 

even during an Open Season? 

Yes No 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook	 April, 1998 
96 FEHB Self Evaluation Guide for Agency Administration 

of Employee Benefit Programs 

Chapter 83 

Part 3: Federal Employees Health Benefits (FEHB) Program (Cont.) 

5. Are former spouses advised that once they cancel their enrollment they are not entitled to a 

temporary extension of coverage and may not convert to an individual contract for health 

benefits? 

Yes No 

6. Are procedures in place to make sure that a former spouse's enrollment is terminated at 

midnight of the last day of the pay period in which the earliest qualifying event occurs? 

Yes No 

7. Are former spouses given a copy of an SF 2810 as soon as possible after agency termination 

of their enrollment and advised of their conversion rights? 

Yes No 

8. Are former spouses whose enrollment terminates before 36 months following the divorce or 

annulment notified of their eligibility for temporary continuation of coverage (TCC)? 

Yes No 

9. Are retirement records properly annotated and enrollments properly transferred when a former 

spouse also qualifies for FEHB enrollment as an employee? 

Yes No 

Information in this chapter has not been updated since August 1996 

April, 1998 CSRS and FERS Handbook 
 FEHB Self Evaluation Guide for Agency Administration 97 

of Employee Benefit Programs 

Chapter 83 

Part 3: Federal Employees Health Benefits (FEHB) Program (Cont.) 

C. Records 

NOTE:	 This applies only if your agency is responsible for maintaining records for former spouse 

enrollments. 

1. Are files established and maintained for each enrolled former spouse and kept separate from the 

personnel records of the employee or former employee? 

Yes No 

2. Are required documents kept within the files of the former spouses? 

Yes No 

3.	 a. Are the former spouse files kept in the employing office for as long as the enrollments are 

maintained? 

Yes No 

b. Are files transferred to OPM at appropriate times? 

Yes No 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook	 April, 1998 
98 FEHB Self Evaluation Guide for Agency Administration 

of Employee Benefit Programs 

Chapter 83 

Part 3: Federal Employees Health Benefits (FEHB) Program (Cont.) 

D.	 Premiums 

NOTE:	 This applies only if your agency is responsible for collecting and disbursing premiums 

for former spouse enrollments. 

1.	 a. Are both the employee and Government shares of the premium collected from former 

spouses? 

Yes No 

b.	 Are premium payments from former spouses submitted to OPM along with regular health 

benefits payments? 

Yes No 

2.	 a. Are procedures in place to notify former spouses in the event of nonpayment of premium? 

Yes No 

b.	 If a former spouse requests reinstatement of his/her enrollment that was terminated due to 

nonpayment of premium, are procedures in place to determine whether the cause of 

nonpayment of premium was due to circumstances beyond the former spouse's control? 

Yes No 

c. If the determination is positive, is the coverage reinstated retroactively to the date of 

termination? 

Yes No 

d.	 If the determination is negative, is the former spouse notified of his/her right to 

reconsideration? 

Yes No 

Information in this chapter has not been updated since August 1996 

April, 1998	 CSRS and FERS Handbook 
 FEHB Self Evaluation Guide for Agency Administration 99 

of Employee Benefit Programs 

Chapter 83 

Part 3: Federal Employees Health Benefits (FEHB) Program (Cont.) 

XII. Reemployed Annuitants 

A. Enrollment Issues 

1. Are registrations from reemployed annuitants who are not enrolled in the FEHB Program and 

who are reemployed under conditions that do not exclude them from coverage accepted the 

same as for any other new employee? 

Yes No 

2. If an annuitant is enrolled in the FEHB Program and annuity either terminates or is suspended, 

are procedures in place to notify the retirement system of the reemployment and to ask the 

retirement system to transfer the enrollment to the employing office? 

Yes No 

3. If an annuitant is enrolled in the FEHB Program and if title to annuity does not terminate, do 

personnel office employees understand that no action is needed on the agency's part and that 

the annuitant's FEHB enrollment will continue without interruption during the period of 

reemployment? 

Yes No 

4. Are health benefits enrollments for employees who retire but are immediately reemployed 

without a break in service transferred to the retirement system? 

Yes No 

5. Are reemployed annuitants whose FEHB enrollment is maintained by the agency afforded the 

same opportunities to change coverage and given the same enrollment information during Open 

Season as are regular employees? 

Yes No 

6. Are reemployed annuitants whose FEHB enrollment is maintained by their retirement system 

told that they will receive Open Season information and instructions from their retirement 

system? 

Yes No 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook April, 1998 
100	 Self Evaluation Guide for Agency Administration FEGLI 

of Employee Benefit Programs 

Chapter 83 

Part 4: Federal Employees Group Life Insurance (FEGLI) Program Self Evaluation Guide 

I. Determine Eligibility 

A. Functional Responsibility 

1.	 a. Who in your operating personnel office(s) usually determines whether an employee is eligible 

to elect FEGLI coverage? Give title (personnel assistant, etc.) 

Name ))))))))))))))))))))))))))))))))))))))))))))) 

Title of position ))))))))))))))))))))))))))))))))))))))) 

b. How is this information conveyed to employees? 

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)))))))))))))))))))))))))))))
 

)))))))))))))))))))))))))))))
 

2.	 a. Have the personnel who make FEGLI eligibility determinations received training or 

instruction in making such determinations? 

Yes No 

b. Please describe the training and indicate who conducts it. 

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)))))))))))))))))))))))))))))
 

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3.	 a. Are copies of 5 U.S.C. Chapter 87, 5 CFR Part 870, the FEGLI Handbook for Personnel 

and Payroll Offices (formerly FPM Supplement 870-1), and Benefits Administration Letters 

(formerly Insurance Officer Bulletins) pertaining to life insurance immediately available to 

the person(s) identified in item #1? 

Yes No 

b. How are updates received and implemented? 

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Information in this chapter has not been updated since August 1996 

April, 1998	 CSRS and FERS Handbook 
Self Evaluation Guide for Agency Administration FEGLI 101 

of Employee Benefit Programs 

Chapter 83 

Part 4: Federal Employees Group Life Insurance (FEGLI) Program (Cont.) 

4.	 a. Do you have the name and phone number of your agency's headquarters Insurance Officer? 

Yes No 

b.	 Do personnel office employees know who their point of contact is within their agency for 

questions that cannot be answered within the personnel office? 

Yes No 

5.	 a. Do you routinely receive copies of Benefits Administration Letters (formerly Insurance 

Officer Bulletins) that are sent to headquarters Insurance Officers? 

Yes No 

b.	 Do you distribute these to all personnel offices under your jurisdiction? 

Yes No 

6. a. Do you have access to OPM Mainstreet? 

Yes No 

b. Are you able to download material from OPM Mainstreet? 

Yes No 

c. Do personnel office employees know that they should direct their questions to their 

headquarters Insurance Officer, not OPM? 

Yes No 

7. Have you developed, or do you use, any alternative or supplementary source of guidance for 

making FEGLI eligibility determinations? Please attach a copy. 

Yes No 

8.	 a. Are other personnel office employees, not directly responsible for FEGLI coverage, crosstrained in FEGLI eligibility matters to help when the regularly assigned personnel need extra 

assistance? 

Yes No 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook	 April, 1998 
102 Self Evaluation Guide for Agency Administration FEGLI 

of Employee Benefit Programs 

Chapter 83 

Part 4: Federal Employees Group Life Insurance (FEGLI) Program (Cont.) 

b. If so, what is the complexity of the work they are trained to do? 

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))))))))))))))))))))))))))))) 

c. Who reviews this work? 

Name ))))))))))))))))))))))))))))))))))))))))))))) 

Title of position ))))))))))))))))))))))))))))))))))))))) 

d. How do they coordinate with the primary person identified in #1? 

))))))))))))))))))))))))))))) 

))))))))))))))))))))))))))))) 

))))))))))))))))))))))))))))) 

9. a. Do personnel office employees keep adequate supplies of all FEGLI forms on hand? 

Yes No 

b. Are out-of-date forms destroyed when revised editions become available? 

Yes No 

Information in this chapter has not been updated since August 1996 

April, 1998 CSRS and FERS Handbook 
Self Evaluation Guide for Agency Administration FEGLI 103 

of Employee Benefit Programs 

Chapter 83 

Part 4: Federal Employees Group Life Insurance (FEGLI) Program (Cont.) 

B. New Hires and Transfers 

1. Are all eligible new employees given a Standard Form 2817? 

Yes No 

2. Are all eligible new employees given a copy of the FEGLI Booklet (RI 76-21, formerly 

SF 2817-A)? 

Yes No 

3.	 a. Are all eligible new employees given sufficient information during orientation to understand 

their eligibility for FEGLI coverage? 

Yes No 

b. How have you determined that the information is sufficient? 

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4. Is there a follow-up system to make sure employees know that Basic is automatic (unless 

waived) but the options are voluntary? 

Yes No 

5. What procedures are in place to ensure that all SF 2817's from new employees are timestamped upon receipt in order to verify that employees are eligible to elect certain coverage 

within the specified time allowed? 

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6. Employees must be enrolled in Basic in order to enroll in any optional insurance. Do personnel 

office employees routinely verify that when a new employee elects optional insurance (Options 

A, B or C), he/she also has not waived Basic insurance? 

Yes No 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook	 April, 1998 
104	 Self Evaluation Guide for Agency Administration FEGLI 

of Employee Benefit Programs 

Chapter 83 

Part 4: Federal Employees Group Life Insurance (FEGLI) Program (Cont.) 

7. All eligible employees are automatically enrolled in FEGLI Basic insurance unless they 

affirmatively waive the coverage. What procedures are in place to make sure that only eligible 

employees who have not waived coverage are automatically enrolled? 

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8. A properly executed waiver of basic insurance or declination of optional insurance remains in 

effect until canceled even though the employee may transfer to another agency or be 

reappointed after a break in service of less than 180 days. (A previous waiver of Basic is 

automatically canceled when an employee is reinstated after a break in service of 180 days or 

more. A previous declination of optional insurance is similarly canceled when an employee is 

reinstated after a break in service of 180 days or more and affirmatively elects optional 

coverage(s) on the SF 2817's.) What procedures are in place to verify whether transferring 

employees or those with a break in service over 3 days (a) have an unexpired waiver on file, 

or (b) are eligible for Basic and optional insurance? 

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9. A properly executed irrevocable assignment of life insurance remains in effect even though the 

employee may transfer to another agency or be reappointed after a break in service of less than 

32 days. (A previous assignment is automatically canceled when an employee is reinstated after 

a break in service of 32 days or more.) What procedures are in place to verify whether 

transferring employees or those with a break in service between 3 and 32 days have an 

irrevocable assignment on file? 

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Information in this chapter has not been updated since August 1996 

April, 1998	 CSRS and FERS Handbook 
Self Evaluation Guide for Agency Administration FEGLI 105 

of Employee Benefit Programs 

Chapter 83 

Part 4: Federal Employees Group Life Insurance (FEGLI) Program (Cont.) 

C. Current Employees (Including Newly Eligible Employees) 

1. a. Does the personnel office maintain sufficient supplies of SF 2817's? 

Yes No 

b. Who orders the SF 2817's? 

Name ))))))))))))))))))))))))))))))))))))))))))))) 

Title of position ))))))))))))))))))))))))))))))))))))))) 

c. Is there a system to remind the office of dwindling supplies of the form? 

Yes No 

2. Are copies of SF 2817's readily available to employees wishing to change their FEGLI 

enrollment? 

Yes No 

3. What procedures are in place to ensure that a current employee is eligible to enroll or change 

enrollment under FEGLI? 

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)))))))))))))))))))))))))))))) 

)))))))))))))))))))))))))))))) 

4. Are newly eligible employees (such as those being converted from excluded positions) given 

a copy of the FEGLI Booklet and an SF 2817 and reminded of the time period during which 

they are eligible to elect optional coverage? 

Yes No 

5.	 a. Do personnel office staff who handle employee questions know about FEGLI and the forms 

in sufficient detail to answer general questions from current employees wishing to change 

their FEGLI election? 

Yes No 

b. If not, to whom are the questions referred? 

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Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook	 April, 1998 
106	 Self Evaluation Guide for Agency Administration FEGLI 

of Employee Benefit Programs 

Chapter 83 

Part 4: Federal Employees Group Life Insurance (FEGLI) Program (Cont.) 

6. What procedures are in place to ensure that all SF 2817's from current employees are timestamped upon receipt in order to verify that employees are eligible to elect certain coverage 

within the specified time allowed? 

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7. Are the official personnel files (the Official Personnel Folders for most agencies) of current 

employees checked for unexpired waivers of insurance before the "authorized agency official" 

certifies the SF 2817's? 

Yes No 

8. Are current employees periodically reminded (through memos, articles in the agency newsletter, 

etc.) of the qualifying events that permit them to change their FEGLI enrollment status? 

Yes No 

9. Employees must be enrolled in Basic in order to enroll in any optional insurance. 

a. Do personnel office employees routinely verify that when a current employee elects optional 

insurance (Options A, B or C), he/she also elects (or is currently enrolled in) Basic? 

Yes No 

b.	 Do automated systems for processing personnel actions have edits to reject an election of 

options without an enrollment in (or current election of) Basic? 

Yes No 

10.	 Does someone in the personnel office routinely verify the event that permits a change of 

enrollment status before an "authorized agency official" certifies the S 2817's?F 

Yes No 

Information in this chapter has not been updated since August 1996 

April, 1998	 CSRS and FERS Handbook 
Self Evaluation Guide for Agency Administration FEGLI 107 

of Employee Benefit Programs 

Chapter 83 

Part 4: Federal Employees Group Life Insurance (FEGLI) Program (Cont.) 

11.	 Are staff aware that, outside of an Open Season, the only permissible events are: 

Basic -- Employees may only cancel a valid waiver after 1 year has passed since the date of that 

waiver and after receiving approval from OFEGLI on the SF 2822. 

Yes No 

Option A -- The same as Basic 

Yes No 

Option B -- The same as Basic plus -- Employees may cancel a valid waiver (or add additional 

multiples up to a maximum of 5) within 60 days following marriage, divorce, a spouse's death, 

or acquisition of an eligible child. 

Yes No 

Option C -- Employees may only cancel a valid waiver no later than 60 days following 

marriage, divorce, a spouse's death, or acquisition of an eligible child. Results of a physical 

are not relevant. Proof of the marriage, divorce, spouse's death or the acquisition of an 

eligible child, in such form as the employing office may require, must be submitted by the 

employee. 

Yes No 

NOTE:	 The effective date of new coverage after canceling a waiver of Basic, Option A 

and Option B is the first day in pay and duty status on or after the SF 2817 is 

received by the agency. However, the effective date of new coverage after 

canceling a waiver of Option C is the first day on or after the SF 2817 is received 

by the agency and Basic Life is in force and the event has occurred. The employee 

need not be in a pay and duty status and may submit the SF 2817 before and in 

anticipation of the qualifying event. 

12.	 In the event of an employee's canceling a declination of Option C where the opportunity to 

cancel the declination is based solely on the acquisition of a child over age 21 -- are procedures 

in place to obtain a certificate from a physician that the child is incapable of self-support 

because of a physical or mental disability which existed before the child became 22 years of 

age, and which can be expected to continue for more than 1 year? 

Yes No 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook	 April, 1998 
108	 Self Evaluation Guide for Agency Administration FEGLI 

of Employee Benefit Programs 

Chapter 83 

Part 4: Federal Employees Group Life Insurance (FEGLI) Program (Cont.) 

13.	 FEGLI coverage is continued without cost to the employee while the employee is in a non-pay 

status for up to 12 months (the 12 months may be continuous or may be broken by periods of 

up to 4 months in a pay status). 

a. What procedures are in place to monitor employees in a non-pay status to ensure that all life 

insurance coverage is terminated promptly upon expiration of the 12 months? 

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b.	 What procedures, in addition to processing the SF 50's for changing FEGLI, are in place 

to notify current employees of the termination of their FEGLI insurance? 

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c. What procedures are in place to ensure that a Notice of Conversion Privilege (SF 2819) and 

Agency Certification of Insurance Status (SF 2821) are completed promptly upon termination 

of life insurance coverage after expiration of 12 months in a non-pay status? 

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d.	 What procedures are in place to audit records in order to issue the forms (SF 2819 and 

SF 2821) that were not issued in a timely manner? 

NOTE:	 As long as the employee (or former employee) has not died, he/she is still entitled 

to convert his/her life insurance within 31 days from the date of receiving the 

notice, even if the notice is not issued promptly after the event that terminated the 

life insurance. 

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14.	 Does your agency conduct quality control reviews to detect potentially erroneous FEGLI 

coverage? 

Yes No 

Information in this chapter has not been updated since August 1996 

April, 1998	 CSRS and FERS Handbook 
Self Evaluation Guide for Agency Administration 

of Employee Benefit Programs 

Chapter 83 

FEGLI 109 

Part 4: Federal Employees Group Life Insurance (FEGLI) Program (Cont.) 

II. Obtain and Process Elections 

A. Obtaining Elections 

1. Are all SF 2817's time-stamped upon receipt? 

Yes No 

2. Is eligibility determined before an "authorized agency official" certifies the SF 2817's (see also 

"Determine Eligibility")? 

Yes No 

3. Are eligible new employees reminded that Basic coverage is automatic and that if they do not 

want this coverage they must affirmatively waive this coverage? 

Yes No 

4. Are eligible new employees reminded that they must affirmatively elect optional coverage? 

Yes No 

5.	 a. If an eligible employee declines to file an SF 2817, does someone in the employing office, 

if possible, contact him or her before the 31 days expire and remind him or her of the 31-day 

election period? 

Yes No 

b.	 If an eligible new employee declines to file an SF 2817, does someone in the personnel 

office complete an SF 2817 declining the optional insurance, and note in the space provided 

for signature "employee contacted on _______ (date) -- failed to elect optional insurance?" 

Yes No 

c. When the employee is contacted, is the 5-year rule (or first opportunity to enroll) explained 

to him/her? 

Yes No 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook	 April, 1998 
110	 Self Evaluation Guide for Agency Administration FEGLI 

of Employee Benefit Programs 

Chapter 83 

Part 4: Federal Employees Group Life Insurance (FEGLI) Program (Cont.) 

6.	 a. What procedures are in place to determine whether, within 6 months after an employee 

becomes eligible, an employee was unable, for cause beyond his or her control, to complete 

an SF 2817 to elect the optional insurance coverage within the prescribed time limits? 

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b. How is this noted? 

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c. Do you have working definitions or examples of situations which represent "beyond his or 

her control"? 

Yes No 

d. Who has the authority to make this determination? 

Name )))))))))))))))))))))))))))))))))))))))))))))))) 

Title of position ))))))))))))))))))))))))))))))))))))))))) 

7. If the personnel office accepts a late election, is a memorandum indicating the reason for 

acceptance attached to the office copy of the SF 2817? 

Yes No 

8. If the personnel office accepts a late election, is the SF 2817 documented with the date and 

determination that this is a valid late election? 

Yes No 

9. Do personnel office employees know that only an eligible employee may complete an SF 2817 

to enroll in FEGLI? Unlike in the FEHB Program, in the FEGLI Program an authorized 

representative may not enroll on behalf of an employee. An employee must sign the election 

form by him/herself. 

Yes No 

Information in this chapter has not been updated since August 1996 

April, 1998	 CSRS and FERS Handbook 
Self Evaluation Guide for Agency Administration FEGLI 111 

of Employee Benefit Programs 

Chapter 83 

Part 4: Federal Employees Group Life Insurance (FEGLI) Program (Cont.) 

B.	 Processing Elections 

1. Are procedures in place to update the SF 50's to reflect the actual life insurance 

elections/cancellations? 

Yes No 

2. Are procedures in place to verify that the proper effective dates, as shown in the FEGLI 

Booklet, are indicated on the SF 2817's? 

Yes No 

3. Are procedures in place to verify that employees receive the officially certified Part 3 of the 

SF 2817? 

Yes No 

4. Are procedures in place to verify that the officially certified Part 1 of the SF 2817 is placed in 

the right side (long-term records) of an employee's Official Personnel Folder? 

Yes No 

5.	 a. If the personnel office accepts a late election, are procedures in place to ensure that the late 

election becomes effective retroactively, rather than prospectively? 

Yes No 

b.	 Do automated systems for processing personnel actions have an edit in place to ensure that 

these late elections are effected retroactively? 

Yes No 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook	 April, 1998 
112 Self Evaluation Guide for Agency Administration FEGLI 

of Employee Benefit Programs 

Chapter 83 

Part 4: Federal Employees Group Life Insurance (FEGLI) Program (Cont.) 

III. Make Appropriate Withholdings 

A. Payroll Records 

1. Are all SF 2817's accompanied by a personnel action, e.g. SF 50? 

Yes No 

2. Are the employees' individual pay records noted whenever basic insurance is waived or optional 

insurance declined? 

Yes No 

3. Are the types of insurance coverage, i.e., basic, standard optional, additional optional, and 

family optional, elected by employees noted on pay records? 

Yes No 

B. Withholdings 

1. Is the payroll activity using the latest edition of the Schedules of Withholdings? 

Yes No 

2. Are full withholdings applicable to the pay period and amount of insurance being made for each 

pay period, if the insured employee's pay is sufficient to cover the withholdings? 

Yes No 

3. Is the amount to be withheld for insurance always based on the amount of insurance last in 

force during the pay period and as determined by the Schedules of Withholdings? 

Yes No 

4. a. Is the cost for basic life insurance properly allocated between the employee and employer? 

Yes No 

b. Is the employee share two-thirds of the cost? 

Yes No 

c. Is the employer share one-third of the cost? 

Yes No 

Information in this chapter has not been updated since August 1996 

April, 1998 CSRS and FERS Handbook 
Self Evaluation Guide for Agency Administration FEGLI 113 

of Employee Benefit Programs 

Chapter 83 

Part 4: Federal Employees Group Life Insurance (FEGLI) Program (Cont.) 

d.	 (1) Are withholdings and Government contributions for Basic insurance stopped at the 

end of the pay period in which an employee elects a full Living Benefit (the date on 

the FE-8C)? 

Yes No 

(2) Is this change made retroactive if necessary? 

Yes No 

e. (1) Are withholdings and Government contributions for Basic reduced at the end of the pay 

period in which an employee elects a partial Living Benefit, based on the post-election 

BIA (amount and date on the FE-8C)? 

Yes No 

(2)	 Is this change made retroactive if necessary? 

Yes No 

f.	 Are deductions for optional insurance, if applicable, continued without change following 

such a termination or reduction in withholdings for Basic insurance? 

Yes No 

5.	 a. Is the cost for the three forms of optional insurance correctly calculated? 

Yes No 

b.	 Are the proper age groupings used for determining the amount of optional insurance 

withholdings? 

Yes No 

c. Is the entire cost for optional insurance coverage being paid by the employee? 

Yes No 

6. If an employee's annual pay is paid during a period shorter than 52 workweeks, is the amount 

withheld computed by converting the bi-weekly withholding rate to an annual rate, and 

prorating the annual rate over the number of pay periods regularly paid during the year? 

Yes No 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook	 April, 1998 
114	 Self Evaluation Guide for Agency Administration FEGLI 

of Employee Benefit Programs 

Chapter 83 

Part 4: Federal Employees Group Life Insurance (FEGLI) Program (Cont.) 

7. Are procedures in place to automatically increase the amount of withholding for standard 

optional insurance when the enrollee's salary exceeds that of Level II of the Executive 

Schedule? In those cases, the amount of standard optional insurance coverage should equal the 

difference between the maximum basic insurance amount and the enrollee's salary, rounded to 

the next $1,000. Withholdings for amounts of standard optional insurance in excess of $10,000 

should be prorated. 

Yes No 

8.	 a. If the amount of pay for a pay period is not sufficient to cover the full withholding for 

insurance, is the order of precedence for withholdings being followed as outlined in the 

Treasury Fiscal Manual? 

Yes No 

b.	 After the required deductions are made, is the balance of pay earned applied first to basic 

insurance, then to the optional insurance? 

Yes No 

c. Is the optional insurance coverage administratively terminated (or in the case of additional 

optional insurance, reduced) at the end of the pay period, when it is determined that periodic 

pay, after all other deductions, will be insufficient to cover the total required withholdings 

for at least 50 percent of the pay periods? 

Yes No 

9. If death or accidental dismemberment occurs during the period between the employee's 

separation, suspension or removal, and the finding that the agency action was erroneous, are 

insurance premiums paid from the back pay awarded for the period of separation, suspension 

or removal? 

Yes No 

10.	 a. When an employee transfers to another agency or employing office within a payroll period, 

or moves to another payroll within the same payroll office without a break in service of more 

than 3 days, are withholdings and contributions for the final pay in the losing office and for 

the initial pay in the gaining office prorated on the basis of the effective date of transfer for 

each office? 

Yes No 

Information in this chapter has not been updated since August 1996 

April, 1998	 CSRS and FERS Handbook 
Self Evaluation Guide for Agency Administration FEGLI 115 

of Employee Benefit Programs 

Chapter 83 

Part 4: Federal Employees Group Life Insurance (FEGLI) Program (Cont.) 

b.	 If the number of days between transfer date and preceding or next pay period is from zero 

to 3 days, is the withholding rate zero? 

Yes No 

c. If the number of days between transfer date and preceding or next pay period is from 4 to 

10 days, is the withholding rate based on a weekly basis? 

Yes No 

d.	 If the number of days between transfer date and preceding or next pay period is from 11 

to 14 days, is the withholding rate based on a biweekly basis? 

Yes No 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook	 April, 1998 
116	 Self Evaluation Guide for Agency Administration FEGLI 

of Employee Benefit Programs 

Chapter 83 

Part 4: Federal Employees Group Life Insurance (FEGLI) Program (Cont.) 

IV. Conduct Open Enrollment Periods 

A.	 Open Enrollment Periods 

1.	 a. Are employees made aware that FEGLI Open Enrollment Periods are rare and they should not 

count on one occurring during the duration of their employment? 

Yes No 

b. How is this accomplished? 

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2.	 If/when an Open Enrollment Period is announced by OPM, are procedures in place to distribute 

information on the Open Enrollment Period to all field offices in a timely manner? 

Yes No 

3.	 a. If/when an Open Enrollment Period is announced by OPM, are procedures in place to 

communicate the appropriate information to all employees in a timely manner? 

Yes No 

b. How is this accomplished? 

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4.	 If/when an Open Enrollment Period is announced by OPM, are procedures in place to make sure 

that new enrollments and enrollment changes for reasons other than the Open Enrollment Period 

that may be submitted during an Open Enrollment Period are not treated as Open Enrollment 

Period changes and are made effective on the proper dates? 

Yes No 

Information in this chapter has not been updated since August 1996 

April, 1998	 CSRS and FERS Handbook 
Self Evaluation Guide for Agency Administration FEGLI 117 

of Employee Benefit Programs 

Chapter 83 

Part 4: Federal Employees Group Life Insurance (FEGLI) Program (Cont.) 

V. Transmit Monies to OPM 

A.	 Non-Check Transfers 

1.	 a. Is your agency capable of accessing the Department of the Treasury's Government On-Line 

Accounting Link System (GOALS)? 

Yes No 

b.	 If so, are withholdings and contributions being transmitted via Retirement and Insurance 

Transfer System (RITS) on or before the payroll paid date? 

Yes No 

2.	 a. If your agency is not using RITS, are withholdings and contributions submitted with an 

SF 2812 (Report of Withholdings and Contributions for Health Benefits, Life Insurance, and 

Retirement)? 

Yes No 

b.	 Is the method of payment and vouchering in accordance with instructions issued in the 

Treasury Fiscal Manual, Volume I, Part 3-3000? 

Yes No 

c. Is the SF 2812 properly filled out, e.g., agency and payroll office name, address, telephone 

number, payroll office number, report number, pay period from and to dates, and payroll 

paid date? 

Yes No 

d.	 Do the employees' withholdings for basic life, standard, additional, family, and agency's 

contribution for basic life equal the total life insurance reported on the SF 2812? 

Yes No 

e. Do the totals for life insurance, health benefits, and retirement equal the grand total on the 

SF 2812, and is that amount equal to the amount of the check? 

Yes No 

f.	 Is the original SF 2812 mailed to the Office of Personnel Management, Funds Control 

Branch, P. O. Box 582, Washington, DC 20044 on or before the payroll paid date? 

Yes No 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook	 April, 1998 
118	 Self Evaluation Guide for Agency Administration FEGLI 

of Employee Benefit Programs 

Chapter 83 

Part 4: Federal Employees Group Life Insurance (FEGLI) Program (Cont.) 

B.	 Check Transfers 

1.	 a. If your agency is using checks to submit withholdings and contributions, is the check 

accompanied by an SF 2812L? 

Yes No 

b.	 Is the SF 2812L properly filled out, e.g., agency and payroll office name, address, 

telephone number, payroll office number, report number, pay period from and to dates, 

and payroll paid date? 

Yes No 

c. Do the employees' withholdings for basic life, standard, additional, family, and agency's 

contribution for basic life equal the total life insurance reported on the SF 2812L? 

Yes No 

d.	 Do the totals for life insurance, health benefits, and retirement equal the grand total of the 

SF 2812L, and is that amount equal to the amount of the check? 

Yes No 

e. Is the original SF 2812L and the accompanying check mailed to the Office of Personnel 

Management, P. O. Box 953359, St. Louis, MO 63195-3359 on or before the payroll paid 

date? 

Yes No 

Information in this chapter has not been updated since August 1996 

April, 1998	 CSRS and FERS Handbook 
Self Evaluation Guide for Agency Administration FEGLI 119 

of Employee Benefit Programs 

Chapter 83 

Part 4: Federal Employees Group Life Insurance (FEGLI) Program (Cont.) 

VI. Accept Enrollments or Changes in Coverage and Participate in 

Reconsideration Requests 

A. Acceptance of Enrollments or Changes in Coverage 

NOTE: Also see questions in sections B and C of Checklist I, Determine Eligibility. 

1. Are new and newly eligible employees automatically enrolled in Basic unless they waive 

coverage by filing a completed SF 2817 before the end of the first pay period after becoming 

eligible or unless such a waiver is in effect as a result of prior Federal employment? 

Yes No 

2. Are enrollments for optional insurance from new or newly eligible employees only accepted 

within 31 days of their eligibility date (in the absence of any other qualifying event and unless 

an SF 2817 declining optional insurance remains in effect from earlier employment)? 

Yes No 

3. Are cancellations of existing waivers or declinations from current employees only accepted 

when qualifying conditions are met? 

Yes No 

4. Do personnel office employees review appropriate documentation to support the existence of 

a qualifying condition (such as marriage certificate, birth certificate, death certificate, divorce 

decree, adoption papers, etc.)? 

Yes No 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook	 April, 1998 
120	 Self Evaluation Guide for Agency Administration FEGLI 

of Employee Benefit Programs 

Chapter 83 

Part 4: Federal Employees Group Life Insurance (FEGLI) Program (Cont.) 

B.	 Participation in Reconsideration Requests 

1.	 a. When personnel office staff make an official decision concerning FEGLI Program enrollment 

that is unfavorable toward an employee, is that decision made in writing, with a copy given 

to the employee and a copy placed in the employee's Official Personnel File? 

Yes No 

b.	 Does the written decision inform the employee of his/her right to reconsideration and 

provide the proper address within the agency for reconsideration requests? 

Yes No 

c. Does the written decision inform the employee that he/she must enclose a copy of the 

agency's initial decision in his/her request for reconsideration? 

Yes No 

d.	 Does the written decision inform the employee that he/she must request reconsideration 

within 30 calendar days from the date of the initial written decision from the agency unless 

he/she can demonstrate that he/she was prevented by circumstances beyond his/her control 

from making the request within the time limit? 

Yes No 

e. Does the written decision contain sufficient information (preferably the phone number, 

agency contact and mailing address) so that agency reconsideration staff is able to contact the 

employing office concerning the request? 

Yes No 

2.	 Have agency personnel staff been informed that reconsiderations are no longer performed by 

OPM? 

Yes No 

Information in this chapter has not been updated since August 1996 

April, 1998	 CSRS and FERS Handbook 
Self Evaluation Guide for Agency Administration FEGLI 121 

of Employee Benefit Programs 

Chapter 83 

Part 4: Federal Employees Group Life Insurance (FEGLI) Program (Cont.) 

VII. Establish/Maintain Control Accounts To Reconcile Withholdings 

A. Prescribed Accounts 

1.	 a. Are general ledger control accounts used to record the amounts of deductions from employees' 

salaries for basic life insurance and the optional insurance? 

Yes No 

b. Are the balances of these accounts equal to the sum of the balances in accounts for basic life, 

standard optional, additional optional, and family optional? 

Yes No 

c.	 Do the accounts include the amount of deductions which are entered on the individual earning 

records during the current calendar year? 

Yes No 

d. Are the deductions accumulated on the individual earning records and reconciled with the 

balances shown in these accounts? 

Yes No 

e.	 Are the total deductions credited to these accounts reconciled with the total withholdings 

reported to OPM for the same period? 

Yes No 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook	 April, 1998 
122 Self Evaluation Guide for Agency Administration FEGLI 

of Employee Benefit Programs 

Chapter 83 

Part 4: Federal Employees Group Life Insurance (FEGLI) Program (Cont.) 

VIII. Prepare Agency Certification of Life Insurance Status Upon Death, Retirement, or 

Loss of Group Coverage 

A. Death 

1. Is an SF 2821 completed promptly upon receiving notice that an employee has died? 

Yes No 

2. If an employee had more than $10,000 in Option A coverage due to his/her salary exceeding 

Level II of the Executive Schedule, is the dollar amount of Option A coverage indicated in Item 

12B of the SF 2821? 

Yes No 

3. If the employee had Option C coverage, is Item 9 completed with the date the Notice of 

Conversion Privilege (SF 2819) was completed and sent to the deceased's family? 

Yes No 

4. a. Do appropriate officials verify that the employee's personnel and payroll records are 

consistent with the information reported on the form? 

Yes No 

b. Are the certifications in items 15 and 16 made by two different individuals? 

Yes No 

c. Are there procedures to identify the certifying officials to OFEGLI? 

Yes No 

d. Are changes in the names of certifying officials communicated to OFEGLI? 

Yes No 

5. Is the duplicate (Part 2) of the SF 2821 sent to OFEGLI? 

Yes No 

6. Is the original of the SF 2821 kept in the employee's Official Personnel Folder until it is 

attached to a claim for death benefits, if one is received, and sent to OFEGLI? 

Yes No 

Information in this chapter has not been updated since August 1996 

April, 1998 CSRS and FERS Handbook 
Self Evaluation Guide for Agency Administration FEGLI 123 

of Employee Benefit Programs 

Chapter 83 

Part 4: Federal Employees Group Life Insurance (FEGLI) Program (Cont.) 

7.	 a. If a claim for death benefits is not received, is the original SF 2821 sent to OFEGLI upon 

request? 

Yes No 

b.	 If any designations of beneficiary or assignments are on file, are they attached to the 

original SF 2821 when it is sent to OFEGLI? 

Yes No 

8. Is the file copy (Part 3) of the SF 2821 put in the employee's Official Personnel Folder? 

Yes No 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook	 April, 1998 
124	 Self Evaluation Guide for Agency Administration FEGLI 

of Employee Benefit Programs 

Chapter 83 

Part 4: Federal Employees Group Life Insurance (FEGLI) Program (Cont.) 

B. Retirement 

1. Is an SF 2821 reflecting the retiring employee's insurance status at the time of separation for 

retirement completed promptly upon receiving notice that an employee will be retiring? 

Yes No 

2. If the retiring employee has more than $10,000 in Option A coverage due to his/her salary 

exceeding Level II of the Executive Schedule, is the dollar amount of Option A coverage 

indicated in Item 12B of the SF 2821? 

Yes No 

3. a. Do appropriate officials verify that the retiring employee's personnel and payroll records are 

consistent with the information reported on the form? 

Yes No 

b. Are the certifications in items 15 and 16 made by two different individuals? 

Yes No 

4. If the retiring employee is not eligible to continue life insurance coverage into retirement and/or 

he/she or the assignee(s), if applicable, wishes to convert both Basic Life and all optional 

insurance, is he/she or the assignee(s), if applicable, given both the original and duplicate (Part 

2) of the SF 2821, along with an original of a completed SF 2819? 

Yes No 

5.	 a. If the retiring employee is eligible to continue life insurance, is the original of the SF 2821 

attached to the Application for Retirement and is the duplicate (Part 2) of the SF 2821, along 

with a completed SF 2819, given to the retiring employee or assignee(s), if applicable? 

Yes No 

b.	 If any designations of beneficiary or assignments are on file, are they attached to the 

original SF 2821 when it is sent with the Application for Retirement to OPM? 

Yes No 

Information in this chapter has not been updated since August 1996 

April, 1998	 CSRS and FERS Handbook 
Self Evaluation Guide for Agency Administration FEGLI 125 

of Employee Benefit Programs 

Chapter 83 

Part 4: Federal Employees Group Life Insurance (FEGLI) Program (Cont.) 

c. Is the retiring employee required to complete an SF 2817 declining those options he/she 

chooses not to continue into retirement (even though he/she is eligible to continue them into 

retirement), unless he/she has assigned the insurance? 

Yes No 

(1)	 Is the original of this SF 2817 attached to the Application for Retirement? 

Yes No 

(2)	 If the effective date of the change in coverage falls after the date of separation for 

retirement, are both the original and Part 2 of the SF 2817 attached to the SF 2821? 

Yes No 

6. Is the file copy (Part 3) of the SF 2821 put in the employee's Official Personnel File? 

Yes No 

7. Is a retiring employee informed of the cost of the FEGLI coverage he/she is choosing to 

continue during retirement? 

Yes No 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook	 April, 1998 
126 Self Evaluation Guide for Agency Administration FEGLI 

of Employee Benefit Programs 

Chapter 83 

Part 4: Federal Employees Group Life Insurance (FEGLI) Program (Cont.) 

C. Compensation 

1. Does someone in the personnel office contact the district Office of Workers' Compensation 

Programs, if necessary, to confirm whether the employee still has any of the optional 

insurance? 

Yes No 

2. Are all other procedures followed in the same manner as for retired employees? 

Yes No 

D. Other 

1. Is an SF 2821 completed promptly following termination of an employee's FEGLI coverage, 

e.g., due to resignation, expiration of 12 months in a non-pay status, etc.? 

Yes No 

2. Are the original and duplicate of the SF 2821 given to the employee or assignee(s) if applicable, 

along with a completed SF 2819? 

Yes No 

Information in this chapter has not been updated since August 1996 

April, 1998 CSRS and FERS Handbook 
Self Evaluation Guide for Agency Administration FEGLI 127 

of Employee Benefit Programs 

Chapter 83 

Part 4: Federal Employees Group Life Insurance (FEGLI) Program (Cont.) 

IX. Develop Entitlement to Benefits in Death Cases and Entitlement to Continuation of 

Coverage During Retirement or Receipt of OWCP Benefits 

A. Develop Entitlement to Benefits in Death Cases 

1.	 a. Who is responsible for accepting designation of beneficiary forms (SF 2823) from 

employees? 

Name ))))))))))))))))))))))))))))))))))))))))))))) 

Title of position ))))))))))))))))))))))))))))))))))))))) 

b.	 Are designation of beneficiary forms (SF 2823) from employees date-stamped upon 

receipt? 

Yes No 

c. Do personnel office staff know that designations of beneficiary from retirees and separated 

employees receiving compensation must be received by the applicable retirement office (NOT 

the employing agency personnel office) before an insured's death in order to be valid? 

Yes No 

d.	 If a designation that should be filed with OPM is received by the agency, is the designation 

promptly returned to the retiree with instructions that the designation must be filed with 

OPM and is not valid until that has occurred? 

Yes No 

2.	 a. Do personnel office staff responsible for accepting designations of beneficiary understand 

what constitutes a valid designation? 

Yes No 

b.	 Do personnel office staff understand that if an employee has assigned his/her insurance, 

only the assignee(s) can designate a beneficiary? 

Yes No 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook	 April, 1998 
128	 Self Evaluation Guide for Agency Administration FEGLI 

of Employee Benefit Programs 

Chapter 83 

Part 4: Federal Employees Group Life Insurance (FEGLI) Program (Cont.) 

3.	 a. Do personnel office staff responsible for accepting designations of beneficiary verify the 

form before signing the bottom of the form? 

Yes No 

b.	 Does he/she verify that the form is signed by two witnesses, neither of whom is named as 

a beneficiary? 

Yes No 

c. If more than one beneficiary is named, are the shares to be paid percentages that add up to 

100 percent and not dollar amounts? 

Yes No 

d.	 Are the beneficiaries listed by their full name and not by their spouse's name, as in "Mrs. 

Marsha Smith", not "Mrs. John Smith"? 

Yes No 

e. Are miscellaneous designations, such as "payment of just debts" or "to Mary if she uses the 

money for college" recognized as invalid? 

Yes No 

f. Do designations to trusts follow appropriate guidelines? 

Yes No 

g.	 Are questionable designations referred to OFEGLI for guidance as to their acceptability? 

Yes No 

4. Do personnel office staff know that designations of beneficiary were automatically canceled on 

the day the individual transferred employment to another Federal agency (except by mass 

transfer) prior to November 17, 1986? 

Yes No 

5. Do personnel office staff inform employees that their designation of beneficiary is automatically 

canceled 31 days after the employee stops being insured and that if the employee returns to 

service after a break of more than 31 days, he/she would need to complete a new designation 

of benefits if he/she did not want death benefits paid according to the order of precedence? 

Yes No 

Information in this chapter has not been updated since August 1996 

April, 1998	 CSRS and FERS Handbook 
Self Evaluation Guide for Agency Administration FEGLI 129 

of Employee Benefit Programs 

Chapter 83 

Part 4: Federal Employees Group Life Insurance (FEGLI) Program (Cont.) 

6. Are sufficient copies of FE-6 and FE-6DEP forms available in the personnel office for use by 

employees and their beneficiaries? 

Yes No 

7. Does someone in the personnel office offer assistance to employees' families in completing the 

death claim form (FE-6) upon learning that employees have died? 

Yes No 

8. Does someone in the personnel office offer assistance to employees in completing the dependent 

death claim form (FE-6DEP) upon learning that employees' eligible dependents have died? 

Yes No 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook April, 1998 
130	 Self Evaluation Guide for Agency Administration FEGLI 

of Employee Benefit Programs 

Chapter 83 

Part 4: Federal Employees Group Life Insurance (FEGLI) Program (Cont.) 

B. Develop Entitlement to Continuation of Coverage During Retirement 

1. Do personnel office employees know what eligibility requirements must be met in order for an 

employee to retain Basic and optional life insurance (not accidental death and dismemberment) 

into retirement? 

Yes No 

2. a. Are employees periodically reminded of these eligibility requirements? 

Yes No 

b.	 How is this accomplished? 

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c. Are employees informed that there are no waivers of the "5-year requirement" for life 

insurance? 

Yes No 

3. Information Given to Retiring Employees 

a. Are retiring employees told that, in order to retain Basic coverage, they must 1) retire on an 

immediate annuity, 2) have been enrolled in Basic life for the entire period (s) during which 

the coverage was available (if less than 5 years) or for the last 5 years of service immediately 

before the commencing date of their annuities, and 3) not convert to an individual policy? 

Yes No 

b.	 Are retiring employees told that the full cost of optional coverage and the cost of the Basic 

coverage the employee chooses to carry into retirement will be withheld from annuity until 

they reach age 65? 

Yes No 

Information in this chapter has not been updated since August 1996 

April, 1998	 CSRS and FERS Handbook 
Self Evaluation Guide for Agency Administration FEGLI 131 

of Employee Benefit Programs 

Chapter 83 

Part 4: Federal Employees Group Life Insurance (FEGLI) Program (Cont.) 

c. Are retiring employees told that they have the right to continue their optional life insurance 

coverage(s) (but not Accidental Death and Dismemberment) into retirement if they are 

eligible to continue Basic insurance (or elected a full Living Benefit) and if the optional 

insurance coverage(s) were in force for no less than -­

(1)	 the 5 years of service immediately preceding the date of retirement 

(2)	 or the full period(s) of service during which the optional insurance coverage(s) were 

available to them, if less than 5 years? 

Yes No 

d.	 If an employee decides to (and is eligible to) continue life insurance coverage as a retiree, 

is an SF 2821 completed and forwarded to OPM, together with any designations of 

beneficiary and assignments and all previous elections necessary to document the 

employee's right to continue coverage? 

Yes No 

e. (1) Is the employee told that he/she must complete an SF 2818 to indicate his/her choice of 

reduction in Basic insurance coverage after attaining age 65 and that if he/she does not 

make an election, it will be assumed he/she wants the 75% reduction? 

Yes No 

(2)	 Is the employee told that he/she must elect No Reduction if he/she elected a partial 

Living Benefit? 

Yes No 

f.	 Is the employee told that if he/she is eligible, optional insurance will continue 

automatically, unless he/she or the assignee(s), if applicable, waives or converts it? 

Yes No 

g.	 Is the employee (or assignee, if applicable) told that, after retirement, any designation of 

beneficiary must be filed with OPM rather than the former employing agency? 

Yes No 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook	 April, 1998 
132	 Self Evaluation Guide for Agency Administration FEGLI 

of Employee Benefit Programs 

Chapter 83 

Part 4: Federal Employees Group Life Insurance (FEGLI) Program (Cont.) 

4.	 a. Is the insurance of FERS employees who separate with eligibility for an MRA+10 annuity 

but who postpone receipt of the annuity terminated on their last day on the roll of the 

agency, subject to a 31 day extension of coverage? 

Yes No 

b. Are these employees notified of their opportunity to convert their coverage? 

Yes No 

c. Are these employees notified of their right to have their insurance resumed on the 

commencing date of their annuity or on the date the application for annuity is received by 

OPM, whichever is later, provided they meet the 5 year participation rule and have not 

converted their coverage? 

Yes No 

Information in this chapter has not been updated since August 1996 

April, 1998	 CSRS and FERS Handbook 
Self Evaluation Guide for Agency Administration FEGLI 133 

of Employee Benefit Programs 

Chapter 83 

Part 4: Federal Employees Group Life Insurance (FEGLI) Program (Cont.) 

C. Develop Entitlement to Continuation of Coverage During Receipt of OWCP Benefits 

1. Coordination with OWCP 

a. Do personnel office employees know what eligibility requirements must be met in order for 

an employee to retain Basic and optional life insurance (not accidental death and 

dismemberment) into receipt of OWCP benefits? 

Yes No 

b.	 Are employees informed that there are no waivers of the 5-year requirement for life 

insurance? 

Yes No 

c. Once an employee begins to draw compensation for work injury, 

(1)	 does the employing office continue life insurance as an employee during the first 

12 months of non-pay status? 

Yes No 

(2)	 does the employing office notify the OWCP on its form CA-7 indicating that the 

employee has life insurance, the date of birth of the employee and the beginning 

and ending dates of the pay period in which pay ceased? 

Yes No 

d.	 (1) Does the employing office know that a compensationer wishing to cancel insurance 

must send the SF 2817 to the OWCP so that deductions can be stopped? 

Yes No 

(2)	 If the nonpay status has been less than 12 months, the OWCP will return the 

SF 2817 to the agency; otherwise OWCP will send the form to OPM. 

Yes No 

e. (1) When an employee receiving compensation returns to duty, does the employing agency 

complete OWCP Form CA-7 indicating the beginning and ending dates of the pay period 

in which the employee returned to duty? 

Yes No 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook	 April, 1998 
134	 Self Evaluation Guide for Agency Administration FEGLI 

of Employee Benefit Programs 

Chapter 83 

Part 4: Federal Employees Group Life Insurance (FEGLI) Program (Cont.) 

(2)	 Until the employing agency receives certification back from the OWCP concerning 

the employee's insurance status, does someone ask the employee about his or her 

optional insurance status, in the same way as for an employee transferring from 

another agency? 

Yes No 

2. Information Given to Employees 

a. Were employees who began to receive their OWCP benefits on or before December 31, 

1989, told that they are eligible to have their Basic life insurance continued without cost 

while in receipt of compensation and unable to return to duty only if -­

(1)	 They do not convert to an individual policy 

Yes No 

(2)	 and they have been insured under the FEGLI Program for the 5 years of service 

immediately preceding the date they become entitled to OWCP benefits or for the 

full period(s) of service since their first opportunity to be insured, if less than 

5 years? 

Yes No 

b.	 Are employees who begin to receive their OWCP benefits after December 31, 1989, told 

that they are eligible to have their Basic life insurance continued while in receipt of 

compensation and unable to return to duty by paying premiums at the same rate as other 

employees if -­

(1)	 They do not convert to an individual policy 

Yes No 

(2)	 and they have been insured under the FEGLI Program for the 5 years of service 

immediately preceding the date they become entitled to OWCP benefits or for the 

full period(s) of service since their first opportunity to be insured, if less than 

5 years? 

Yes No 

Information in this chapter has not been updated since August 1996 

April, 1998	 CSRS and FERS Handbook 
Self Evaluation Guide for Agency Administration FEGLI 135 

of Employee Benefit Programs 

Chapter 83 

Part 4: Federal Employees Group Life Insurance (FEGLI) Program (Cont.) 

c. Are employees told that they have the right to have their optional life insurance (but not 

AD&D) continued while in receipt of OWCP benefits if they are eligible to continue Basic 

insurance and if the optional insurance coverage(s) were in force for no less than -­

(1)	 the 5 years of service immediately preceding the date they became entitled to 

compensation benefits 

Yes No 

(2)	 or the full period(s) of service during which the optional insurance coverage(s) were 

available to them, if less than 5 years? 

Yes No 

d.	 Are employees told that they will be informed by OPM as to whether they are eligible to 

continue life insurance into retirement/OWCP status? 

Yes No 

e. Are employees told that the full cost of optional insurance (and the employee's share of 

Basic insurance for those who start to receive compensation benefits after December 31, 

1989) that is continued into receipt of OWCP benefits will be withheld from their 

compensation for any period before the first of the month following their 65th birthday? 

Yes No 

f.	 Are employees told that their insurance will cease (with a right to convert to an individual 

policy) if their periodic compensation, after all other deductions, is insufficient to cover 

the full cost of the insurance? 

Yes No 

g.	 (1) Are employees who qualify for compensation benefits reminded that they remain 

insured as an employee until such coverage terminates because of separation or 

completion of 12 months' nonpay status? 

Yes No 

(2)	 Are they also reminded that their FEGLI insurance as an employee will terminate 

when they are separated to go on the OWCP roles and that they must meet the 

5 year participation rule to continue their FEGLI coverage into compensation 

status? 

Yes No 

h.	 When an employee's insurance terminates, is an SF 2819 furnished to the employee? 

Yes No 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook	 April, 1998 
136 Self Evaluation Guide for Agency Administration FEGLI 

of Employee Benefit Programs 

Chapter 83 

Part 4: Federal Employees Group Life Insurance (FEGLI) Program (Cont.) 

i. If an employee decides to (and is eligible to) continue life insurance coverage as a 

compensationer, is an SF 2821 showing the compensation claim number completed and 

forwarded to OPM, together with any designations of beneficiary and assignments and all 

previous elections necessary to document the employee's right to continue coverage? 

Yes No 

j. Is the employee told that OPM will verify his/her compensation status with the Department 

of Labor and that the employee will be informed by OPM as to whether he/she remains 

insured? 

Yes No 

k. (1) Is the employee told that he/she must complete an SF 2818 to indicate his/her 

choice of reduction in Basic insurance coverage after attaining age 65 and that if 

he/she does not make an election, it will be assumed he/she wants the 75% 

reduction? 

Yes No 

(2) Is the employee told that he/she must elect No Reduction if he/she elected a partial 

Living Benefit? 

Yes No 

l. Is the employee or assignee reminded that once the employee continues insurance as a 

compensationer, Designation of Beneficiary forms must be submitted to OPM (not to the 

Department of Labor or to the former employing agency)? 

Yes No 

m. Is the employee told that if he/she is eligible, optional insurance will continue 

automatically, unless he/she or the assignee(s), if applicable, waives or converts it? 

Yes No 

Information in this chapter has not been updated since August 1996 

April, 1998 CSRS and FERS Handbook 
Self Evaluation Guide for Agency Administration FEGLI 137 

of Employee Benefit Programs 

Chapter 83 

Part 4: Federal Employees Group Life Insurance (FEGLI) Program (Cont.) 

X. Reemployed Annuitants 

A. Annuity Terminated 

1. If an insured annuitant is reemployed under conditions that terminate title to the annuity, is 

he/she reminded that his/her FEGLI coverage as a retired employee is also terminated? 

Yes No 

2. If an insured annuitant is reemployed under conditions that terminate title to the annuity, is 

he/she reminded that he/she may acquire insurance in the new position (provided the position 

is not excluded from coverage)? 

Yes No 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook April, 1998 
138	 Self Evaluation Guide for Agency Administration FEGLI 

of Employee Benefit Programs 

Chapter 83 

Part 4: Federal Employees Group Life Insurance (FEGLI) Program (Cont.) 

B. Annuity Continued 

1.	 a. Do personnel office staff explain to retired employees that if they are reemployed under 

conditions that do not terminate title to their annuity, they automatically acquire Basic, and 

eligibility for Option A and Option C as an employee (unless the position is excluded from 

coverage) on the first day in a pay and duty status unless a waiver or declination is filed or 

an unrevoked waiver or declination was filed during prior employment? 

Yes No 

b.	 Do personnel office staff explain to reemployed annuitants that their annuitant coverage for 

Basic, Option A and Option C is automatically suspended during the period of 

reemployment? 

Yes No 

c. Do personnel office staff explain to reemployed annuitants that if they file a declination or 

waiver (SF 2817), it generally applies not only to their insurance as an employee but also to 

the (suspended) insurance they have as an annuitant (with the exception of Option B which 

is explained below)? 

Yes No 

2.	 a. Are reemployed annuitants who have Option B as an annuitant and are not excluded from 

FEGLI coverage in their reemployed position given an opportunity within 31 days of 

reemployment to elect between the two forms of coverage, as explained below? 

Yes No 

b.	 If the reemployed annuitant wants to continue the annuitant coverage, does the personnel 

office realize that no action is required on their part? 

Yes No 

c. (1) If the reemployed annuitant wants to suspend the annuitant coverage and acquire Option 

B as an employee, is he/she instructed to complete an SF 2817 within 31 days after 

reemployment reconfirming his or her present coverage? 

Yes No 

(2)	 If this is the case, is the appropriate retirement system notified of the effective date 

the withholdings began? 

Yes No 

Information in this chapter has not been updated since August 1996 

April, 1998	 CSRS and FERS Handbook 
Self Evaluation Guide for Agency Administration FEGLI 139 

of Employee Benefit Programs 

Chapter 83 

Part 4: Federal Employees Group Life Insurance (FEGLI) Program (Cont.) 

(3)	 If the reemployed annuitant subsequently cancels the Option B elected as an 

employee, is the appropriate retirement system notified so that it can reinstate 

annuity withholdings for Option B? 

Yes No 

(a)	 If it is the reemployed annuitant's intent to cancel not only the 

reemployment-acquired Option B but also the annuitant Option B coverage, 

is he/she instructed to indicate this intention in writing? 

Yes No 

d.	 Are the words "Reemployed Annuitant" and the appropriate retirement claim number 

indicated on all SF 2817's filed during reemployment? 

Yes No 

e. Are photocopies of all SF 2817's filed during reemployment sent to the appropriate 

retirement system? 

Yes No 

3.	 a. Are reemployed annuitants told that they may designate a beneficiary or change or cancel a 

current designation by submitting an SF 2823 to the employing office, unless they have 

assigned their insurance? 

Yes No 

b.	 Are reemployed annuitants told that any designation covers all insurance (i.e., that retained 

as an annuitant and that acquired as an employee) under the group policy? 

Yes No 

c. Are the words "Reemployed Annuitant" and the appropriate retirement claim number typed 

on all designation forms from reemployed annuitants or their assignees? 

Yes No 

d.	 Is the duplicate receipted copy returned to the employee or assignee? 

Yes No 

e. Are the originals of receipted designation forms then forwarded to OPM for central filing 

with other retired-employee designations? 

Yes No 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook	 April, 1998 
140	 Self Evaluation Guide for Agency Administration FEGLI 

of Employee Benefit Programs 

Chapter 83 

Part 4: Federal Employees Group Life Insurance (FEGLI) Program (Cont.) 

4. Are reemployed annuitants told about the conditions that must be present in order for them to 

retain reemployment-acquired insurance? 

Yes No 

5. If reemployment-acquired insurance is not retained and an annuitant does not have any 

annuitant-suspended insurance, is the reemployed annuitant or assignee, if applicable, given a 

Notice of Conversion Privilege and informed of his/her conversion rights? 

Yes No 

6. If an insured reemployed annuitant dies during reemployment — 

a. Is the claim for death benefits filed through OPM rather than directly with OFEGLI? 

Yes No 

b.	 Are the words "Reemployed Annuitant" and the applicable retirement claim number 

entered under the name of the deceased on the SF 2812? 

Yes No 

7. If a claim for accidental dismemberment benefits from an insured reemployed annuitant is 

received, is it sent directly to OFEGLI rather than to OPM? 

Yes No 

Information in this chapter has not been updated since August 1996 

April, 1998	 CSRS and FERS Handbook 
Self Evaluation Guide for Agency Administration 

of Employee Benefit Programs 

Chapter 83 

FEGLI 141 

Part 4: Federal Employees Group Life Insurance (FEGLI) Program (Cont.) 

XI. Assignments 

A. Notification 

1. By what means were employees given information on assignment? 

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2. Do you have an adequate supply of RI 76-10 (Assignment Form)? 

Yes No 

3. Do personnel office staff keep a copy of RI 76-10 in the employee's Official Personnel Folder 

and send it to OPM along with other required documents when the employee retires? 

Yes No 

B. Making an Assignment 

1. Do personnel office staff inform an employee wishing to make an assignment that the decision 

must be voluntary and that it is irrevocable? 

Yes No 

2. Do personnel office staff inform an employee making an assignment of the effective date of the 

assignment? 

Yes No 

3. Do personnel office staff inform an employee making an assignment that the assignment 

terminates 31 days after the employee stops being insured? 

Yes No 

4. Do personnel office staff inform an employee making an assignment that he/she must assign all 

insurance, except Option C, which cannot be assigned? 

Yes No 

5. Do personnel office staff inform an employee making an assignment that, although he/she is 

relinquishing ownership of his/her life insurance, the employee still makes the premium 

payments, through payroll withholdings? 

Yes No 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook April, 1998 
142 Self Evaluation Guide for Agency Administration FEGLI 

of Employee Benefit Programs 

Chapter 83 

Part 4: Federal Employees Group Life Insurance (FEGLI) Program (Cont.) 

C. Effect of Assignment 

1. Do personnel office staff inform an employee making an assignment that the assignment cancels 

any previous designation of beneficiary and that the employee will no longer have the right to 

make a designation of beneficiary? 

Yes No 

2. Do personnel office staff inform an employee making an assignment that he/she is giving up 

his/her right to cancel, reduce, or convert his/her life insurance? 

Yes No 

3. Do personnel office staff inform an employee making an assignment that he/she may still 

increase or add insurance but that this additional insurance, except for Option C, is subject to 

the same assignment as the previous insurance? 

Yes No 

4. Do personnel office staff inform an employee that he\she may assign the remaining balance of 

basic plus options A & B if a partial living benefit was elected, and options A & B if a full 

living benefit was elected? 

Yes No 

5. Do personnel office staff inform an employee making an assignment that he/she will not be 

eligible to elect a Living Benefit? 

Yes No 

6. Do personnel office staff inform an employee making an assignment that if he/she is eligible 

to continue life insurance into retirement, he/she may make a post-65 election if the assignee(s) 

do(es) not convert the insurance; however, if he/she elects a 50% reduction or no reduction, 

the assignee(s) may change that to a 75% reduction? 

Yes No 

7. Do personnel office staff inform employees making an assignment that their assignees must 

keep the employing office informed of their current addresses? 

Yes No 

Information in this chapter has not been updated since August 1996 

April, 1998 CSRS and FERS Handbook 
Self Evaluation Guide for Agency Administration FEGLI 143 

of Employee Benefit Programs 

Chapter 83 

Part 4: Federal Employees Group Life Insurance (FEGLI) Program (Cont.) 

XII. Living Benefits 

A. Notification 

1. By what means were employees notified of the availability of Living Benefits? 

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2. Have employees been told to contact the Office of Federal Employees' Group Life Insurance 

(OFEGLI) if they wanted to apply for Living Benefits, rather than to contact their agency 

personnel office? 

Yes No 

B. Electing a Living Benefit 

1. Have employees been informed that to elect a Living Benefit they must be terminally ill with 

a life expectancy of 9 months or less and that their physician must certify to this? 

Yes No 

2. Have employees been informed that only Basic life insurance is available as a Living Benefit? 

Yes No 

3. Have employees been informed that they may elect a Living Benefit only once? 

Yes No 

4. Have employees been informed that there are no restrictions on what they may use the Living 

Benefit payment for? 

Yes No 

5. Have employees been informed that if they elect a Living Benefit: 

a. While they are employed, they may elect either a full Living Benefit (all of their Basic 

insurance) or a partial Living Benefit (a portion of their Basic insurance, in a multiple of 

$1,000)? 

Yes No 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook April, 1998 
144 Self Evaluation Guide for Agency Administration FEGLI 

of Employee Benefit Programs 

Chapter 83 

Part 4: Federal Employees Group Life Insurance (FEGLI) Program (Cont.) 

b. After they retire or are receiving compensation, they may elect only a full Living Benefit? 

Yes No 

6. Have employees been informed that they may change their mind about electing a Living Benefit 

up until the time they cash or deposit the check? 

Yes No 

C. Agency Responsibilities 

1. When OFEGLI sends you the FE-8A (Certification for FEGLI Living Benefits for Employee), 

do personnel office staff promptly certify that the employee has Basic insurance, has not 

assigned his/her insurance, and the employee's annual salary? 

Yes No 

2. After personnel office staff completes its certification, do the staff fax the FE-8A to your 

payroll office and mail the original to OFEGLI? 

Yes No 

3. Do payroll office staff promptly complete its certification, fax the FE-8A to OFEGLI and mail 

the original to OFEGLI? 

Yes No 

4. When personnel office staff receives the FE-8C (Explanation of Benefits) from OFEGLI 

documenting that an employee has elected a Living Benefit, do the staff prepare an SF 50 

noting the effective date of the election of a full or partial Living Benefit, the amount of the 

post-election Basic Insurance Amount (BIA), that the employee is not eligible to assign his/her 

life insurance, and -- when a partial Living Benefit has been elected -- that the employee must 

elect No Reduction of post-65 benefits when retiring? 

Yes No 

5. When payroll office staff receives the FE-8C and/or the SF 50, do the staff terminate or reduce 

the withholdings and contributions for Basic insurance effective -- retroactively, if necessary -­

at the end of the pay period in which the Living Benefit election is effective? 

Yes No 

6. Do personnel office staff keep the FE-8C in the employee's Official Personnel Folder and 

forward it to OPM along with other required documentation at the time the employee retires? 

Yes No 

Information in this chapter has not been updated since August 1996 

April, 1998 CSRS and FERS Handbook 
Self Evaluation Guide for Agency Administration FEGLI 145 

of Employee Benefit Programs 

Chapter 83 

Part 4: Federal Employees Group Life Insurance (FEGLI) Program (Cont.) 

D. After a Living Benefits Election 

1. Have employees been informed that a Living Benefits election has no effect on optional 

insurance, if any? 

Yes No 

2. Have personnel office staff been informed that in cases of a partial Living Benefit, OFEGLI, 

rather than the agency, computes the amount of the post-election BIA? 

Yes No 

3. Have employees been informed that if they elect a partial Living Benefit, the amount of the 

post-election BIA never changes, even if their age and/or salary changes? 

Yes No 

4. Have employees been informed that if they elect a partial Living Benefit, they must elect No 

Reduction when they make their post-65 election at retirement? 

Yes No 

5. Are employees who elect a Living Benefit advised to review their designations of beneficiary, 

if any, to make sure that they accurately reflect the employee's intention concerning the postelection BIA, if any, and optional insurance, if any. 

Yes No 

6. Are employees who elect a Living Benefit informed that they cannot subsequently assign any 

remaining insurance? 

Yes No 

7. Are employees who elect a Living Benefit informed that if their prognosis is wrong and they 

live longer than the expected 9 months, they do not have to pay back the Living Benefit 

payment? 

Yes No 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook April, 1998