CSRS Individual Retirement Records and FERS i 

Registers of Separations and Transfers
 

Chapter 81
 

Table of Contents
 

Subchapter 81A CSRS and FERS 

Part 81A1 General Information 

Section 81A1.1-1 Overview .......................................... 1
 

A. Introduction .................................................. 1
 

B. Topics Covered ................................................ 2
 

C. Organization of Subchapter ........................................ 2
 

D. Forms ...................................................... 3
 

E. Statement of Authority ........................................... 3
 

Part 81A2 Individual Retirement Records 

Section 81A2.1-1 Purpose and Background of the Individual Retirement Record (IRR)
 

(SF 2806/SF 3100) .............................................. 4
 

A. General ..................................................... 4
 

B. Manual/Automated SF 2806 ........................................ 4
 

Section 81A2.1-2 General Guidelines ................................... 5
 

A. General ..................................................... 5
 

B. Guidelines ................................................... 5
 

Section 81A2.2-1 Preparation of the SF 2806 or the SF 3100 ................... 6
 

A. Level at Which Maintained ......................................... 6
 

B. Preparation ................................................... 6
 

C. Agency Responsibility for Part-Time Postings of SF 2806/SF 3100 ............... 6
 

Section 81A2.2-2 Maintaining the SF 2806/SF 3100 ......................... 7
 

A. General ..................................................... 7
 

B. Information To Be Included in All Records .............................. 7
 

C. Information for Law Enforcement Officers, Firefighters, and FERS Air Traffic 

Controllers ................................................... 9
 

D. Information for Those Leaving a Federal Agency for Employment With a Non-Federal 

Government Entity That Assumes That Agency's Functions (for example, an Indian Tribal
 

Organization Under Public Law 93-638) ................................ 10
 

E. Information Needed on IRR for Customs Officers .......................... 11
 

F. Information for Foreign Nationals .................................... 12
 

G. Military Deposit Information ....................................... 13
 

Information in this chapter has not been updated since August 1996 

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Chapter 81
 

Section 81A2.2-3 Frozen SF 2806's and Redesignating the SF 2806 ............... 14
 

A. General Rule .................................................. 14
 

B. Procedures for "Frozen" SF 2806 .................................... 15
 

C. Procedures for Redesignating SF 2806 ................................. 15
 

D. Automatic Redesignations ......................................... 17
 

Section 81A2.2-4 Disposition of Individual Retirement Records (SF 2806 and SF 3100) . 18
 

A. General ..................................................... 18
 

B. Separation for Death ............................................. 18
 

C. Separation for Transfer ........................................... 18
 

D. Employee's Indebtedness .......................................... 18
 

Section 81A2.3-1 Closing Out Procedures--Nondisability Separations ............. 20
 

A. General ..................................................... 20
 

B. Special Annotations for Early Optional Retirements ......................... 20
 

C. Service Computation Date ......................................... 20
 

D. Health Benefits ................................................ 21
 

E. Notification To OPM of Health Benefits for an Eligible Former Spouse ............ 21
 

F. Life Insurance ................................................. 21
 

Section 81A2.3-2 Closing Out Procedures--Disability Separations ................ 22
 

A. General ..................................................... 22
 

B. Preliminary SF 2806/SF 3100 ....................................... 22
 

C. Entries To Be Made on the Preliminary SF 2806/SF 3100 ..................... 22
 

D. Final SF 2806/SF 3100 ........................................... 24
 

E. Closing Out the Final SF 2806/SF 3100 ................................ 24
 

Section 81A2.3-3 Procedures for Correction of Individual Retirement Record After 

Transmittal to OPM ............................................ 25
 

A. General ..................................................... 25
 

B. Errors in Service History Data ...................................... 25
 

C. Understatement of Deductions ....................................... 25
 

D. Overstatement of Deductions ....................................... 25
 

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Chapter 81
 

Part 81A3 Registers of Separations and Transfers 

Section 81A3.1-1 Purpose of the Register of Separations and Transfers (SF 2807) ..... 26
 

A. Purpose ..................................................... 26
 

B. Use by Agency ................................................ 26
 

Section 81A3.1-2 Preparation and Maintenance of the SF 2807 and the SF 3103 ...... 27
 

A. Preparation and Number of Copies .................................... 27
 

B. Series Designations ............................................. 27
 

C. Sequence Numbers .............................................. 27
 

Section 81A3.1-3 Disposition of the SF 2806 or SF 2806-1 ..................... 28
 

A. Accompanies SF 2806 or 2806-1 ..................................... 28
 

B. Use of Copies ................................................. 28
 

Section 81A3.1-4 Disposition of the SF 3100 or SF 3103
 

A. SF 3103 Accompanies SF 3100 or SF 3101 .............................. 29
 

B. Examples .................................................... 29
 

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Chapter 81
 

Subchapter 81B Examples of Individual Retirement Records and Registers of Separations

 and Transfers ..................................................... 31
 

Example 1 Initial Preparation of SF 2806/SF 3100 .......................... 33
 

Example 2 Maintenance of SF 2806/SF 3100, Regular Postings of Employees Service
 

History and Retirement Deductions ............................. 34
 

Example 3 Retirement--Voluntary on SF 2806 (Separations for Reasons Other Than
 

Disability Retirement) ..................................... 35
 

Example 4 Closing Out SF 2806/SF 3100, Separations for Reasons Other Than Disability
 

Retirement, Separation Transfer ............................... 37
 

Example 7 Death in Service, Correction of Administrative Error When Retirement
 

Deductions Were Not Withheld ............................... 41
 

Example 8 Preparation and Maintenance of SF 2806 for a Law Enforcement Officer or
 

Firefighter ............................................ 43
 

Example 9 Preparation of SF 3100 Where Law Enforcement Officers and Firefighters Are
 

Involved .............................................. 44
 

Example 10 Closing Out SF 2806/SF 3100, for Federal Employees Leaving Federal Service
 

to Serve With an Indian Tribal Organization Under the Indian SelfDetermination Act ....................................... 45
 

Example 11 Opening SF 2806/SF 3100 For Individual Retaining Federal Retirement Benefits
 

While Serving in Indian Tribal Organization Under the Indian SelfDetermination Act ....................................... 46
 

Example 12 Preparation and Closing Out of Preliminary SF 2806 to Accompany Application
 

for Disability Retirement ................................... 47
 

Example 20 Additional Pay Status (APS), Night Shift Pay (NSP), or Hazard Premium Pay
 

Example 5 Closing Out SF 2806, Retirement--Voluntary Under Public Law 103-66 ..... 38
 

Example 6 Closing Out SF 2806 for Removal, Part-Time and Full-Time Work Schedules . 39
 

Example 13 Preparation and Closing Out of Final SF 2806 for Disability Retirement ..... 48
 

Example 14 Preparation and Closing Out of Final SF 3100 for Disability Retirement ..... 49
 

Example 15 Correction as Result of Understatement of Retirement Deductions ......... 50
 

Example 16 Frozen SF 2806 ......................................... 51
 

Example 17 FERS Card After Freezing SF 2806 ............................ 52
 

Example 18 Redesignated SF 2806 to FERS ............................... 53
 

Example 19 FERS Card After Redesignating SF 2806 ......................... 54
 

(HPP) at Multiple Pay Rates ................................. 55
 

Example 21 Notification of Former Spouse Health Benefits Enrollment .............. 56
 

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Chapter 81
 

Example 22 Standard Form 2807 Illustrating Preparation and Disposition of Form ...... 57
 

Example 23 Standard Form 3103 Illustrating Preparation and Disposition of
 

Standard Form 3103, Register of Separations and Transfers ............. 58
 

Example 24 Standard Form 2806-1, Illustrating Notice of Correction of Individual
 

Retirement Record ....................................... 59
 

Example 25 Notice of Correction of Individual Retirement Record, SF 3101 (Notification of
 

Former Spouse Health Benefits Enrollment When SF 3100 Has Been Forwarded 

to OPM) .............................................. 60
 

Example 26 Notice of Correction of Individual Retirement Record, SF 3101 .......... 61
 

Information in this chapter has not been updated since August 1996 

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Chapter 81 

Subchapter 81A CSRS and FERS 

Part 81A1 General Information 

Section 81A1.1-1 Overview 

A. Introduction	 This subchapter describes the preparation, maintenance, and disposition of 

the Individual Retirement Record (SF 2806 and SF 3100) and the Register 

of Separations and Transfers (SF 2807 and SF 3103) under the Civil 

Service Retirement System (CSRS) and the Federal Employees Retirement 

System (FERS). 

NOTE:	 OPM is in the process of developing the FERS Automated 

Processing System (commonly known as FAPS). Under FAPS, 

agencies will electronically transmit data to OPM each pay 

period. This will allow the creation of an automated data base, 

built over the course of employees' careers. This data base will 

then allow OPM to adjudicate claims and maintain annuitants' 

accounts more efficiently. While FAPS is being designed to 

handle benefits for FERS employees, agencies also will be asked 

to report data on CSRS employees via FAPS. 

While FAPS will make much of the information in this chapter 

obsolete, we are issuing it in this form at this time to facilitate the 

conversion process. There is a substantial degree of disparity 

among agencies in how items of information are recorded on hard 

copy records. Publication of the instructions in this chapter 

should facilitate more uniform reporting, which in turn will 

facilitate the conversion process. 

The Retirement and Insurance Service will provide instructions at 

a later date about the records conversion process and transmitting 

FAPS data. 

Information in this chapter has not been updated since August 1996 

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Chapter 81
 

Section 81A1.1-1 Overview (Cont.) 

B.	 Topics Covered This subchapter covers: 

•	 Preparing and maintaining the Individual Retirement Record (SF 2806 

and SF 3100); 

•	 The disposition of SF 2806 and SF 3100 for retirements, separations, 

and transfers; 

•	 Preparing and submitting the Register of Separations and Transfers 

(SF 2807 and SF 3103); and 

•	 Correction of errors on reports to OPM (SF 2806-1 and SF 3101). 

C. Organization of The CSRS/FERS subchapter has three parts. 

Subchapter 

Part Name of Part Page 

81A1 General Information 1 

81A2 Individual Retirement Record 4 

81A3 Register of Separations and 

Transfers 26 

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Chapter 81
 

Section 81A1.1-1 Overview (Cont.) 

D.	 Forms The following CSRS and FERS forms will be referenced in this subchapter. 

•	 SF 2806 for CSRS and 

SF 3100 for FERS: Individual Retirement Record 

•	 SF 2806-1 and SF 3101: Notice of Correction of Individual 

Retirement Record 

•	 SF 2807 and SF 3103: Register of Separations and Transfers 

E. Statement of 

Authority 

This subchapter and its contents are based on the laws and regulations cited 

below. 

• United States Code: 5 U.S.C. chapter 83; 5 U.S.C. 8410 and 8412 

• Code of Federal Regulations: 5 CFR part 831, 841, 842, and 846 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook	 April, 1998 
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Chapter 81
 

Part 81A2 Individual Retirement Records 

Section 81A2.1-1 Purpose and Background of the Individual Retirement Record (IRR) 

(SF 2806/SF 3100) 

A.	 General The Individual Retirement Record (SF 2806/SF 3100) is maintained by the 

agency for each employee subject to CSRS or FERS. The Individual 

Retirement Record (IRR) is used by OPM as the basic record for 

determining the retirement benefits payable to a separated employee or his 

or her survivors. It is, therefore, important that each SF 2806 and 

SF 3100 be correct, complete, clear in every detail, and properly certified 

so that when the record is received in OPM, claims may be processed 

expeditiously. 

The IRR also serves as a subsidiary reporting record for an agency's 

retirement control accounts. Therefore, the SF 2806/SF 3100 should be 

maintained on a current basis, using methods and procedures that insure 

timely and accurate recording of entries that must be made on the form. 

Current maintenance expedites closing out the SF 2806/SF 3100 when an 

employee is separated and also under FERS when another payroll office 

assumes responsibility for the records. 

B.	 Manual/ 

Automated 

SF 2806 

Agencies may use either a manual (hard copy) or automated version of 

SF 2806 for CSRS or the SF 3100 for FERS retirement record cards. 

The Individual Retirement Record card for use on automated equipment is a 

continuous strip form and is in the same format as the SF 2806 and the 

SF 3100 in the examples. The data that is required on the Individual 

Retirement Record is maintained in the automated system and is printed out 

on the SF 2806/SF 3100 at the time the employee leaves the agency 

reporting unit. 

Information in this chapter has not been updated since August 1996 

April, 1998	 CSRS and FERS Handbook 
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Chapter 81
 

Section 81A2.1-2 General Guidelines 

A.	 General Several general rules must be observed when completing either the manual 

or automated SF 2806/SF 3100. These rules are explained below. 

B. Guidelines	 1. No Entries in Margins 

Keep all entries within the ruled lines of the SF 2806 or the SF 3100. 

If necessary, use a second line rather than the margin to complete an 

entry. 

2. Changes and Erasures 

Any change on the SF 2806 or the SF 3100 must be made by lining 

through the old data. Do not make changes by erasure or whiteout, 

line through instead. Changes must be noted and initialed by the 

certifying officer (or other responsible person) who has the authority to 

certify the form. Notations, preferably by rubber stamp, are made as 

near as possible to the corrected item and worked along the following 

line: 

"Date changed to 5-4-92 (initials)," 

"Amt. changed to $26,036 (initials)," 

"Sep. changed to RIF (initials)." 

3. Standard Abbreviations and Remarks 

Record changes in service history using the standard abbreviations and 

remarks shown in The Guide to Personnel Data Standards (formerly 

FPM Supplement 292-1) which can be downloaded from Mainstreet, 

(202) 606-4800. 

4. Certification 

Upon separation, the employee's SF 2806/SF 3100 is certified by the 

officer designated for that purpose by the agency. 

To certify the record, enter "DEDUCTIONS AND SERVICE 

CERTIFIED CORRECT" on the line following the last entry on the 

Fiscal Record. Below this entry, the designated officer must sign 

(include position title) and date the form. 

NOTE:	 A certification by facsimile signature also may be used; 

however, initialing the facsimile signature is no longer 

required. 

Information in this chapter has not been updated since August 1996 

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Chapter 81
 

Section 81A2.2-1 Preparation of the SF 2806 or the SF 3100 

A. Level at Which	 The SF 2806 or the SF 3100 should be prepared and maintained by the 

Maintained	 servicing payroll office. Arrange the forms in the same sequence as the 

corresponding individual earnings records. 

B.	 Preparation At the time of appointment, an SF 2806 or an SF 3100 is prepared for each 

new employee covered by CSRS or FERS, including FERS reemployed 

annuitants (FERS annuitants have no choice, deductions are automatically 

withheld, if applicable) and for CSRS reemployed annuitants who choose to 

have CSRS deductions withheld. Prior service in the same agency that is 

not subject to retirement coverage also is recorded on the SF 2806/SF 3100. 

(See Example 1 for an illustration of how the initial SF 2806/SF 3100 

should be prepared.) 

NOTE 1:	 For reemployed CSRS annuitants who did not have deductions 

withheld but who qualify for a supplemental or redetermined 

annuity, an SF 2806 (showing service history only) is prepared 

at the time of separation. 

NOTE 2:	 When a CSRS employee elects to become subject to FERS 

coverage, the agency must "freeze" or "redesignate" the SF 2806 

to the SF 3100. (See section 81A2.2-3.) 

C.	 Agency For each CSRS employee whose service includes part-time service on or 

Responsibility for after April 7, 1986, or FERS employees with part-time service, the agency 

Part-Time must indicate the following information on Standard Form 2806/3100: 

Postings of 

SF 2806/SF 3100 1. Column 4, "Remarks": 

•	 The employee's part-time tour of duty (for example, 20 hours per 

week, 32 hours per week); and 

•	 The hours equal to a full-time tour of duty for the employee. 

(Normally, 40 hours per week.); or 

2.	 Under Column 8, "Remarks," show the hours actually worked, not to 

exceed full-time credit, for each calendar year. 

NOTE:	 A change in work schedule action is not required if the 

change in work schedule is for no more than one pay period. 

A change in hours action is not required if the change will be 

effective for no more than two pay periods. See The Guide 

to Processing Personnel Actions (formerly FPM Supplement 

296-33) for information on processing SF 50's (also, see 

Example 6). 

Information in this chapter has not been updated since August 1996 

April, 1998	 CSRS and FERS Handbook 
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Chapter 81
 

Section 81A2.2-2 Maintaining the SF 2806/SF 3100 

A.	 General Certain information is to be recorded on all Individual Retirement Record 

(IRR). Additional information is required for law enforcement officers, 

firefighters, foreign nationals, and customs officers. Information for any 

employee with active duty military service must also be included. 

B.	 Information To In general, the SF 2806/SF 3100 is maintained by regularly posting the 

Be Included in All employee's service history and retirement deductions. Example 2 shows in 

Records detail how to maintain the retirement record card by showing how the 

service history and retirement deductions are posted. 

In addition to the service history and the retirement deduction, enter the 

following on the SF 2806 under REMARKS in column 4 or 8 whenever 

applicable. 

1.	 Hours of leave (including furlough and suspension) without pay. 

2.	 Periods of LWOP in excess of 3 calendar days for a reemployed 

annuitant eligible for a supplemental annuity or who dies after 

completing 1 year or more of continuous full-time service (or the parttime equivalent of at least 1 year of continuous full-time service). 

3.	 Basic pay, including any premium pay that is basic pay for retirement 

purposes (see Example 5). 

4.	 For employees serving on a part-time basis with a regular tour of duty 

determined in advance, the tour of duty (such as 4 hours a day, 5 days 

a week). In addition, if the number of part-time hours that an 

employee worked exceeds his or her official tour of duty, provide the 

total number of non-overtime hours (see Example 6). 

5.	 For employees serving on an intermittent basis: 

•	 The number of days in a pay status (any day an employee reported 

for duty and received pay even if only for 1 hour of duty) during 

each calendar year; or 

•	 If paid at an hourly rate and the number of days on which work was 

performed cannot be determined, the number of hours in a pay 

status during each calendar year in which the employee received 

some pay; and 

Information in this chapter has not been updated since August 1996 

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Chapter 81
 

Section 81A2.2-2 Maintaining the SF 2806/SF 3100 (Cont.) 

B.	 Information To • The established work year, if other than 260 days. 

Be Included in All 

Records (Cont.) 6. For piecework employees, the aggregate earnings and number of days 

or hours of LWOP, if any, during each calendar year. 

7.	 For employees who have a regular schedule at multiple rates, an 

irregular schedule at multiple rates, or a dual assignment (more than 

one assignment with an agency) and multiple rates: 

•	 Enter in column 3 (BASE PAY), under SERVICE HISTORY, only 

the basic pay for the position occupied (in dual assignment, enter 

only the basic pay of the lowest paid position the employee may 

occupy). 

•	 In column 4 (REMARKS), enter the title of the lowest paid position 

the employee may occupy when dual assignments are involved. 

•	 Place an asterisk (*) after BASE PAY in column 3 and also after 

title of position in column 4. 

•	 Asterisk (*) column 6 (CALENDAR YEAR SALARY 

DEDUCTIONS) under FISCAL RECORD and enter combined 

withholdings for all different rates of pay that are involved in the 

calendar year. Footnote the asterisk and clarify in footnote the 

reason for the amount of deductions withheld such as APS 

(additional pay status) or NSP (night shift pay) at multiple pay rates. 

(See Example 20.) 

•	 In column 8, report all periods of LWOP for each year and rates of 

pay involved for each period of LWOP.

 8.	 If separation is for retirement, the last date on which employee was in a 

pay status and, for CSRS employees and FERS employees whose 

annuity will have a CSRS component, the amount of unused sick leave, 

as applicable.

 9.	 If the FISCAL RECORD space on one side of a manually maintained 

SF 2806/SF 3100 becomes filled and postings are made on the other 

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April, 1998	 CSRS and FERS Handbook 
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Chapter 81
 

Section 81A2.2-2 Maintaining the SF 2806/SF 3100 (Cont.) 

B.	 Information To side, the amount carried forward is noted on the new side. When this 

Be Included in All occurs on the automated record, the amount carried forward is noted on 

Records a new SF 2806/SF 3100. 

(Cont.) 

10. For employees who transfer to an international organization, certain 

employees who are detailed to State governments, or other qualifying 

organizations, and employees who enter on approved LWOP to serve 

in an employee organization, the employee deductions are reported by 

years if such employees elect to retain retirement coverage. (See 

Chapter 12, Special Coverage Rules, for additional information about 

these employees.) 

11. The record and account of voluntary contributions are maintained by 

OPM and not by the employing agency. Agencies must not, under any 

circumstances, enter a reference to voluntary contributions on the 

employee's SF 2806, Individual Retirement Record. 

> 12. Enter the retirement service computation date in the "Remarks" column 

8 on the SF 2806 and SF 3100 as follows: SCD (mm/dd/yy). 

NOTE:	 Compute the SCD excluding any service that is not creditable 

for retirement purposes, (e.g., unpaid Post-56 military 

service, Post-1988 non-deduction service for FERS, refunded 

FERS service, etc...) < 

C.	 Information for For employees serving as law enforcement officers, firefighters, and FERS 

Law Enforcement air traffic controllers, include the following notations on SF 2806/3100.

Officers, 

Firefighters, and 1. Beginning with the first pay period after December 31, 1974, show 

FERS Air Traffic whenever retirement withholdings are made at the 7.5% rate for CSRS 

Controllers employees. For CSRS Offset employees, show whenever deductions 

are made at 1.80%, 1.44%, and 1.30%. For FERS employees, show 

whenever retirement withholdings are made at the FERS rates of 

1.80%, 1.44%, and 1.30%. Enter the effective date and percentage 

changes in retirement deduction rates in column 2 (ACTION) under 

SERVICE HISTORY.

 2.	 For FERS air traffic controllers, beginning with the first pay period in 

1987, show deductions at the FERS rates of 1.80%, 1.44%, and 

1.30%.

 3.	 Show the percentage of employee retirement deductions in column 8 

(REMARKS) under FISCAL RECORD.

 4.	 For the premium pay of a law enforcement officer or firefighter: 

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CSRS and FERS Handbook	 April, 1998 
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Chapter 81 

Section 81A2.2-2 Maintaining the SF 2806/SF 3100 (Cont.) 

C.	 Information for 

Law Enforcement 

Officers, 

Firefighters, and 

FERS Air Traffic 

Controllers 

(Cont.) 

D.	 Information for 

Those Leaving a 

Federal Agency 

for Employment 

With a NonFederal 

Government 

Entity That 

Assumes That 

Agency's 

Functions (for 

example, an 

Indian Tribal 

Organization 

Under Public Law 

93-638) 

•	 Include the premium pay in column 3 (BASE PAY) under
 

SERVICE HISTORY.
 

•	 Include the grade and step in the DO NOT USE column when the 

employee is in receipt of premium pay. 

•	 Note in column 4 (REMARKS) the percentage of premium pay 

included. 

NOTE:	 The amount of premium pay must not exceed the appropriate 

percentage of basic pay for GS-10, Step 1. Effective in October 

of 1990, the cap for premium pay was lifted for certain 

positions.

 5.	 When an employee who meets the requirements for the special law 

enforcement officer/firefighter computation formula retires or dies, 

note in column 2 (ACTION) that the retirement is under 5 U.S.C. 

8335(g) or 8336(c), as appropriate for CSRS employees (see 

Example 8) and 5 U.S.C. 8412(d) or 8425(b), as appropriate for FERS 

employees (see Example 9). 

When an individual resigns from his/her Federal employment to accept 

employment with a Tribe/Tribal Organization under Public Law 96-135, the 

individual will be eligible to elect to retain Federal benefits by completing 

RI 38-130, Retirement, Life Insurance, and Health Benefits Under the 

Indian Self-Determination and Educational Assistance Act--Public Law 93­

638. On the IRR closing out employment with the losing agency, the 

nature of action code is 390/Separation-Appt In (name of entity). The 

statement under remarks on the SF 2806/SF 3100 is "Reason: to accept 

employment without a break in service under P.L. 93-638 with (name of 

tribe/tribal organization)" and "Retirement Retained: Sick Leave Balance 

(hours)" if applicable. (See Example 10.) 

When the employee leaves Federal employment for employment in a tribal 

organization, and the employee and the tribal organization elect to retain the 

employee's coverage under the civil service retirement system, either CSRS 

or FERS, the tribal organization must send the losing agency the employee 

deductions and tribal payment for the agency contributions. The losing 

agency establishes a new IRR card on which all actions taken 

Information in this chapter has not been updated since August 1996 

April, 1998	 CSRS and FERS Handbook 
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Chapter 81 

Section 81A2.2-2 Maintaining the SF 2806/SF 3100 (Cont.) 

D.	 Information for 

Those Leaving a 

Federal Agency 

for Employment 

With a NonFederal 

Government 

Entity That 

Assumes That 

Agency's 

Functions (for 

example, an 

Indian Tribal 

Organization 

Under Public Law 

93-638) (Cont.) 

during the employee's tenure with the non-Federal agency are posted. The 

words "Indian Self-Determination Act Contribution" or similar wording to 

identify the employing entity are used on the IRR to identify the special 

purpose individual retirement record card maintained by the losing Federal 

agency. (See Example 11.) 

See Chapter 12 for a full explanation of contracts between organizations 

formerly run by the Federal government that are taken over by 

organizations that are eligible to offer the Federal employee a contract that 

allows the employee to retain Federal benefits. 

NOTE:	 A 390 action can be used for any move to a non-Federal activity 

when the employee keeps benefits. Use is not restricted to the 

Bureau of Indian Affairs (BIA) and the Public Health Service 

(PHS). 

E.	 Information Information needed on the SF 2806/SF 3100 for Customs Officers: 

Needed on IRR 

for Customs 1. To distinguish deductions that include allowable overtime, mark each 

Officers line that includes deductions on allowable overtime with an exclamation 

point (!), in the left-most space in the fiscal record (Column 8) remarks 

column (don't let the exclamation point fall on a vertical line). In 

addition to the symbol, annotate the individual retirement record with 

the remark, "Deductions include allowable overtime under Public Law 

103-66." On any SF 2806 that includes any deductions based on 

allowable overtime, certify the final salary in the service history 

(column 4) remarks column of the individual retirement record. (See 

Example 5.) 

2.	 The agency is responsible for calculating the final salary amount of 

overtime pay that the employee would have received during the 52­

week workyear, if that overtime were paid at two or three times the 

employee's hourly rate (regular general schedule pay rate plus locality 

pay) at the time of separation. 

NOTE:	 OPM computes Customs Service cases using deductions to 

determine the average salary. The final salary is used for life 

insurance purposes. 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook	 April, 1998 
12 CSRS Individual Retirement Records and	 FERS 

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Chapter 81
 

Section 81A2.2-2 Maintaining the SF 2806/SF 3100 (Cont.) 

F. Information for 

Foreign Nationals	 

The following instructions apply only to CSRS. Since foreign nationals 

employed by the U.S. Government overseas cannot be covered under Social 

Security, they are excluded from FERS coverage. Foreign nationals 

appointed after December 31, 1986, are also excluded from CSRS 

coverage. 

For foreign nationals who are paid in local currency, include the following 

notations on SF 2806:

 1.	 State retirement deductions in United States dollars. (Where there are 

local currency fluctuations, retirement deductions need to be converted 

to United States dollars on the pay records at the close of each pay 

period for transfer in total to the SF 2806 at the end of the calendar 

year and at time of separation.)

 2.	 Provide the number of days (or hours) of LWOP for each calendar year 

(indicate "No LWOP" for each year where there is no LWOP).

 3.	 Indicate in the unruled space at the bottom of the SF 2806 that the 

employee was paid in local currency.

 4.	 The basic rate of pay need not be shown on the SF 2806 for periods 

during which retirement deductions are withheld, but date and type of 

appointment and date and nature of separation should continue to be 

recorded. 

5.	 In some cases, due to fluctuations in the value of foreign currencies, 

using the calendar year deductions to derive the highest 3 consecutive 

years of service will not produce an employee's true high-3. To the 

extent possible, the payroll office should determine if a period other 

than the calendar years would provide a larger benefit to the employee, 

and if so, annotate for OPM on the SF 2806 the amount of deductions 

for each year of 3 years during the period that represents the 

employee's highest 3 years of pay in United States dollars. In addition 

to the information previously described, the payroll office should report 

in the unruled space at the bottom of the SF 2806 that there is a special 

high-3 period. The payroll office should then record the exact dates 

and corresponding annual deductions that they believe represent a 

retiring or separating employee's highest 3 consecutive years of 

service. For example, if the highest 3 consecutive years began with 

Information in this chapter has not been updated since August 1996 

April, 1998	 CSRS and FERS Handbook 
 CSRS Individual Retirement Records and FERS 13 

Registers of Separations and Transfers
 

Chapter 81
 

Section 81A2.2-2 Maintaining the SF 2806/SF 3100 (Cont.) 

F. Information for 

Foreign Nationals 

(Cont.) 

service in pay period 16 of 1991 and ended with service in pay period 

15 of 1994, the payroll office would report the sum total of deductions 

(in U.S. dollars) that correspond to pay period 16 of 1991 through pay 

period 15 of 1992, pay period 16 of 1992 through pay period 15 of 

1993, and so forth. 

OPM will only accept information certified by the payroll office of the 

employing agency on the SF 2806 as evidence for determining an 

employee's high-3 average salary period. 

NOTE: Annotate payment in local currency in the blank space at 

bottom of the IRR. 

G. Military Deposit 

Information 

The procedures for preparing an SF 2806/SF 3100 for employees making 

post-1956 military deposits are covered in Chapter 23, Service Credit 

Payments for Post-1956 Military Service. Retain IRR's for military 

deposits until the employee transfers, separates, or dies in service -- even 

when the deposit is paid in full. 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook April, 1998 
14 CSRS Individual Retirement Records and	 FERS 

Registers of Separations and Transfers
 

Chapter 81
 

Section 81A2.2-3 Frozen SF 2806's and Redesignating the SF 2806

 A. General Rule	 When a CSRS employee elects to become covered by FERS, the SF 2806 

must be "frozen" or "redesignated." Whether the SF 2806 is "frozen" or 

"redesignated" depends on whether the employee had enough prior service 

to have a CSRS component in a future annuity. 

Use the following table to determine the appropriate action. 

IF AT TIME OF TRANSFER TO FERS: 

The employee has a total of at least 5 years of potentially creditable non-offset civilian service under 

CSRS rules. 

Information in this chapter has not been updated since August 1996 

April, 1998	 CSRS and FERS Handbook 
 CSRS	 Individual Retirement Records and FERS 15 

Registers of Separations and Transfers 

Chapter 81 

THEN THE AGENCY:

Freezes the SF 2806 for just the CSRS non-offset covered years (see paragraph B below) and initiates an 

SF 3100. 

IF AT TIME OF 

TRANSFER TO 

FERS: 

THEN THE AGENCY: 

The employee has 

less than 5 years of 

potentially creditable 

non-offset civilian 

service under CSRS 

rules. 

Transfers all information from the previous 

SF 2806 to a redesignated SF 3100. In some 

cases, this may result in employees' eligibility for 

a refund of excess retirement contributions. (See 

paragraph C below and Chapter 33, Return of 

Excess Contributions.) 

NOTE:	 If the employee entered service for the first time on or after 

1-1-84, but before 1-1-87, he or she was automatically 

transferred to FERS without any voluntary action. The SF 2806 

was redesignated as an SF 3100 effective January 1, 1987. 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook	 April, 1998 
16 CSRS Individual Retirement Records and	 FERS 

Registers of Separations and Transfers
 

Chapter 81
 

Section 81A2.2-3 Frozen SF 2806's and Redesignating the SF 2806 (Cont.) 

B. Procedures for General Rule -­

"Frozen" SF 2806 

The "frozen" SF 2806 is used for employees who transfer to FERS with 

5 or more years of creditable civilian service other than CSRS Interim or 

CSRS Offset Plans as of the effective date of the election to transfer to 

FERS. A frozen record does not impart FERS credit. 

The table below outlines the procedures an agency must follow to "freeze" 

the SF 2806. 

STEP ACTION

 1	 Stop posting the SF 2806 at the end of the pay period in which the 

election to transfer to FERS is made. Post the effective date of the 

transfer, the final balance of the employee's retirement withholdings, 

and the employee's sick leave balance to the frozen SF 2806.

 2	 Start a new SF 3100 that begins with the first pay period after receipt 

of the election to transfer to FERS. The 3100 should be notated with 

the effective date of conversion.

 3	 Enter "FROZEN RETIREMENT RECORD" on the "Do Not Use" 

portion of the SF 2806.

 4	 Transfer the applicable SF 2806's from the CSRS withholding control 

account to the FERS withholding control account. 

NOTE:	 Examples 16 and 17 illustrate the SF 2806 and SF 3100 in the 

case of frozen service. 

C.	 Procedures for 

Redesignating 

SF 2806 

Agencies must redesignate the SF 2806 as an SF 3100 when an employee 

transfers to FERS with less than 5 years of creditable non-offset CSRS 

service. (This usually applies to certain CSRS Offset employees who elect 

to transfer to FERS.) In such cases, all prior CSRS service covered by the 

record becomes subject to FERS rules and the employee may request a 

refund of excess contributions, if there are excess contributions. 

Information in this chapter has not been updated since August 1996 

April, 1998	 CSRS and FERS Handbook 
 CSRS Individual Retirement Records and FERS 17 

Registers of Separations and Transfers
 

Chapter 81
 

Section 81A2.2-3 Frozen SF 2806's and Redesignating the SF 2806 (Cont.) 

C. Procedures for 

Redesignating 

SF 2806 (Cont.) 

The table below outlines the procedures an agency must follow to 

redesignate the SF 2806 as an SF 3100. 

STEP ACTION

 1 Stop posting the SF 2806 at the end of the pay period in which the 

election to FERS is received by the agency. Agencies maintaining 

hard copy SF 2806's should strike a total on the actual record as of 

the end of the pay period in which the election was received.

 2 Initiate a new FERS Individual Retirement Record on an SF 3100 

for the transferring employee. Total the accumulated salary 

deductions through the election period and redesignate the SF 2806 

as an SF 3100.

 3 Annotate the redesignated CSRS record in the REMARKS column 

(4) as follows: "Elected FERS Effective, (date)." Enter in the "Do 

Not Use" portion of the SF 2806 the following: "FERS 

RETIREMENT RECORD."

 4 Indicate the effective date of transfer to FERS on both the 

redesignated SF 2806 and the new SF 3100.

 5 Transfer the redesignated CSRS Individual Retirement Record 

account balance to the agency's FERS control account. 

NOTE: Examples 18 and 19 illustrate an SF 2806 redesignated as an 

SF 3100. 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook April, 1998 
18 CSRS Individual Retirement Records and	 FERS 

Registers of Separations and Transfers
 

Chapter 81
 

Section 81A2.2-3 Frozen SF 2806's and Redesignating the SF 2806 (Cont.) 

D.	 Automatic Automatic redesignations were required for employees --

Redesignations 

•	 Who first entered Federal service on or after January 1, 1984, but 

before January 1, 1987; or 

•	 Who were covered by CSRS Interim rules and who had less than 

5 years of creditable civilian service by January 1, 1987. 

•	 For the history on the FERS open season see the appendix of 

Chapter 11, Elections of FERS Coverage. For special rules and 

election opportunities that applied to certain high level officials, see 

Chapter 101, Special Retirement Provisions for Senior Officials. 

Information in this chapter has not been updated since August 1996 

April, 1998	 CSRS and FERS Handbook 
 CSRS Individual Retirement Records and FERS 19 

Registers of Separations and Transfers 

Chapter 81 

Section 81A2.2-4 Disposition of Individual Retirement Records (SF 2806 and SF 3100) 

A.	 General Except as noted in paragraph D below, the SF 2806/SF 3100 must be 

closed out and sent to OPM no later than 30 calendar days after separation. 

For retiring employees, the application package and the SF 2806/SF 3100 

should always be sent to OPM at the same time. 

Delays in forwarding the SF 2806/SF 3100 may delay claim settlement, and 

often result in hardship or inconvenience to the separated employee. 

NOTE:	 A number of agencies currently simultaneously furnish OPM 

with both the SF 2806's\SF 3100's of separating employees and 

a magnetic tape with retirement application-related information. 

OPM is equipped to process interim pay for retiring nondisability employees via this magnetic tape data transfer. While 

interim pay is generally authorized within 8 to 10 days after 

OPM receives the paper retirement package from the retiring 

employee's payroll office, interim pay is authorized from the 

magnetic tape within 1 day of OPM's receipt of the tape. 

If your agency does not currently provide tape submissions and 

would like to provide this enhanced level of service to your 

retiring employees, please call the Retirement and Insurance 

Service's Office of Retirement Programs, Operations Support 

Division on 202-606-3764 for information on how to participate. 

B.	 Separation for 

Death 

C.	 Separation for 

Transfer 

When separation is on account of death, do not delay closing out the 

SF 2806/SF 3100 pending settlement of the employee's final salary and 

accrued leave payment. Retirement deductions and matching agency 

contributions involved in the final pay are treated as explained in 

Chapter 80, Payroll Office Reporting of Withholdings and Contributions. 

When separation is by transfer to another agency, the SF 2806/SF 3100 is 

always closed out and submitted to OPM. (Important, see note below 

regarding reassignments.) If an SF 2806 or an SF 3100 was forwarded in 

error to the gaining agency, it is returned to the losing agency for 

transmittal to OPM. Under no circumstances is the SF 2806/SF 3100 to be 

taken up in the accounts of the gaining agency. 

NOTE:	 The reassignment of a FERS employee to a different servicing 

payroll office within the same agency requires the employee's 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook	 April, 1998 
20 CSRS Individual Retirement Records and FERS 

Registers of Separations and Transfers 

Chapter 81 

Section 81A2.2-4 Disposition of Individual Retirement Records (SF 2806 and SF 3100) (Cont.) 

C. Separation for	 SF 3100 to be closed out and forwarded to OPM. However, 

when CSRS employees are reassigned within the same agency, 

the SF 2806 is forwarded to the gaining payroll office. 

Transfer (Cont.)	 

D. Employee's 

Indebtedness 

When a separating or transferring employee is indebted to the agency or 

U.S. Government, the losing agency should not retain the debtor's 

SF 2806/SF 3100 pending resolution of the overpayment. Instead, the 

losing agency should forward the SF 2806/SF 3100 to OPM within 60 days 

of the debtor's separation or transfer to a position not covered by the 

retirement system. 

The agency may notify OPM of the debt by making a notation in column 8 

(REMARKS) under the FISCAL RECORD, or if the SF 2806/SF 3100 is 

not in its possession, by submitting a separate document identifying the 

debtor by name, giving his or her date of birth, Social Security number, 

and date of separation, if known. If the agency wants OPM to offset the 

debt from any retirement payments due the employee, the agency must 

submit a properly completed SF 2805, Request for Recovery of Debt Due 

the United States, to OPM. (See Chapter 4, Debt Collection, for further 

information about debt collection procedures.) 

Information in this chapter has not been updated since August 1996 

April, 1998	 CSRS and FERS Handbook 
 CSRS Individual Retirement Records and FERS 21 

Registers of Separations and Transfers 

Chapter 81 

Section 81A2.3-1 Closing Out Procedures--Nondisability Separations 

A.	 General When separation is for a reason other than disability retirement, close out 

and certify the SF 2806/SF 3100 as shown in Example 3. The SF 2806 or 

SF 3100 is sent, together with SF 2807/SF 3103, Register of Separations 

and Transfers, to: 

Office of Personnel Management 

Retirement Operations Center 

Post Office Box 45 

Boyers, PA 16017-0045 

If an application for benefits (refund, annuity, or death) has been filed, send 

the application with the SF 2806 and SF 2807 or the SF 3100 and SF 3103 

for FERS. 

NOTE:	 The closing out of the Individual Retirement Record in 

nondisability and disability separations are the same under CSRS 

and FERS, with one exception. Unused sick leave balances are 

only reflected on SF 3100's when the employee transferred to 

FERS by election and has a CSRS annuity component. 

B.	 Special 

Annotations for 

Early Optional 

Retirements 

For voluntary early retirement applications with Voluntary Separation 

Incentive (VSI), provided by Public Law 103-226 or any other authority, 

OPM requires that in addition to providing the nature of action (825), 

agencies annotate the Individual Retirement Record cards in the remarks 

column under the SERVICE HISTORY section with "Separation Incentive" 

and cite the legal authority for the incentive separation. Most non-Defense 

agencies will annotate the SF 2806's and SF 3100's with "Separation 

Incentive, Auth. 5 U.S.C. 5597." In addition to annotating the SF 2806, 

the remarks section of the CSRS Register of Separations and Transfers 

(SF 2807) should be annotated with "VSI PAID." Please note that no such 

annotation should be shown on the SF 3103, FERS Register of 

Separations and Transfers. 

C.	 Service 

Computation 

Date 

When separation is for death or retirement, enter the retirement service 

computation date (shown of SF 50 effecting separation) in the "Remarks" 

column on SF 2806 and SF 3100 as follows: 

"SCD (month, day, year)." 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook	 April, 1998 
22 CSRS Individual Retirement Records and	 FERS 

Registers of Separations and Transfers
 

Chapter 81
 

Section 81A2.3-1 Closing Out Procedures--Nondisability Separations (Cont.) 

D.	 Health Benefits See instructions, and documentation required on the SF 2806/SF 3100, in 

The Federal Employees Health Benefits Handbook for Personnel and 

Payroll Offices, (formerly FPM Supplement 890-1) governing health 

benefits notations to be made on SF 2806/3100 when an employee is 

separated. If the requirements for continued health benefits enrollment 

appear to be met, attach all SF 2809's and 2810's with the application for 

retirement or death benefits. 

E. Notification To 

OPM of Health 

Benefits for an 

Eligible Former 

Spouse 

When a Federal employee with a former spouse who has health benefits 

coverage through the employee's former agency, and who transfers to 

another agency, retires, leaves Federal service, or dies, the employing 

office must include on the SF 2806/SF 3100 the former spouse's name, date 

of birth, social security number, and the name and address of the office 

maintaining the health benefits file. 

If the SF 2806/SF 3100 has already been forwarded to OPM, the agency 

should use the SF 2806-1 or SF 3101 to notify OPM of a former spouse's 

enrollment, cancellation, or termination of enrollment. 

If an SF 2806/SF 3100 indicates that a former spouse is eligible for health 

benefits coverage, the retirement system will notify the employing office at 

the address shown on the form when a lump-sum benefit or annuity 

becomes payable. 

When OPM advises the employing office that a refund is being made to a 

former employee, or the employee or former employee has died and no 

survivor annuity is payable to the former spouse, the employing office will 

terminate the former spouse's enrollment and forward the health benefits 

file to OPM. The file should reference the name and date of birth of the 

former employee. If any annuity benefit is payable to the former spouse, 

the employing office will transfer the health benefits enrollment and the 

former spouse's records to OPM. 

F. Life Insurance See instructions in The Federal Employees Group Life Insurance Handbook 

for Personnel and Payroll Offices (formerly FPM Supplement 870-1) 

governing attachment of SF 2821, Agency Certification of Insurance Status, 

when an insured employee separates for retirement on immediate annuity 

and appears to meet the requirements for continued life insurance coverage. 

Information in this chapter has not been updated since August 1996 

April, 1998	 CSRS and FERS Handbook 
 CSRS Individual Retirement Records and FERS 23 

Registers of Separations and Transfers 

Chapter 81 

Section 81A2.3-2 Closing Out Procedures--Disability Separations 

A.	 General Disability cases require different close out procedures due to the approval 

or denial of the applications submitted by the employee for disability 

retirement. Thus, agencies must execute a preliminary and final 

SF 2806/SF 3100. 

B. Preliminary 

SF 2806/SF 3100 

An application for disability retirement is accompanied by a 

PRELIMINARY SF 2806/SF 3100, closed out and certified as shown in 

Example 12 and a completed SF 2807/SF 3103, Register of Separations 

and Transfers. 

The preliminary SF 2806/SF 3100 is the record being maintained currently 

by the agency with the words "PRELIMINARY Disability Retirement" 

added at the top center of the form. Submission of the preliminary 

SF 2806/SF 3100 permits OPM to adjudicate the retirement claim before 

the employee's separation has been effected by the agency. This record 

enables OPM to place a disabled employee in interim pay status as promptly 

as possible following approval of disability retirement. 

C. Entries To Be 

Made on the 

Preliminary 

SF 2806/SF 3100 

Include the following entries on the preliminary SF 2806/SF 3100: 

1. Since annuity payments cannot begin until pay as an employee stops, 

show the employee's pay status on the preliminary SF 2806/SF 3100 

immediately after the action entry "Appl for Dis Ret Exec (date)," in 

one of the following ways, as applicable: 

ENTRY: "Pay ceased (date)" 

PURPOSE: Used when the employee is already in an LWOP status 

at the time the preliminary SF 2806/SF 3100 is certified. When this 

notation appears on the preliminary record, OPM can authorize 

interim annuity payments to an applicant immediately upon approval 

of disability retirement. 

ENTRY: "Pay will cease on (date)" 

PURPOSE: Used when the employee's pay status (paid leave 

and/orduty status) will cease on a known future date. When this 

notation appears on the preliminary record, OPM can authorize 

annuity payments to an applicant immediately upon attainment of the 

"Pay Cease" date or upon approval of disability retirement, whichever 

is later. 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook	 April, 1998 
24 CSRS Individual Retirement Records and FERS 

Registers of Separations and Transfers
 

Chapter 81
 

Section 81A2.3-2 Closing Out Procedures--Disability Separations (Cont.) 

C. Entries To Be 

Made on the 

Preliminary 

SF 2806/SF 3100 

(Cont.) 

ENTRY: "Remains in duty status" 

PURPOSE: Used only when the employee will continue in a paid 

duty status until approval of disability retirement. When this notation 

appears on the preliminary record, OPM proceeds with the 

determination of disability and other aspects of adjudication such as 

development of unverified service, but does not authorize annuity 

payments until the last day of pay is furnished by the agency after it 

receives OPM's Notice of Approval of Disability Retirement 

Application. 

2. • Show sick leave on the preliminary SF 2806/SF 3100 in one of the 

following ways, as applicable: "No unused sick leave;" "Will use 

all sick leave;" or "Unused sick leave--(number) hours as of (date 

pay ceased or will cease)." 

• Show sick leave on the preliminary SF 3100 only if there is a CSRS 

component. 

It is extremely important that final pay and sick leave information be 

clear and accurate. Incomplete or unclear information is one of the 

most common reasons why OPM is unable to authorize interim pay in 

approved disability cases. 

3. To ensure proper health and life insurance coverage to retiring 

employees and to adjust interim annuity payments for necessary 

insurance withholdings, include information regarding health and life 

insurance on the preliminary SF 2806/SF 3100. See The Federal 

Employees Health Benefits Handbook for Personnel and Payroll 

Offices and The Federal Employees Group Life Insurance Handbook 

for Personnel and Payroll Offices (formerly FPM Supplements 890-1 

and 870-1, respectively) for additional information. 

4. Provide the service computation date on the preliminary 

SF 2806/SF 3100. OPM uses this date as a check to insure that it has 

a complete record of the applicant's Federal service. OPM may 

initiate the development of service if the SCD given does not match 

the SCD in other official records. 

Information in this chapter has not been updated since August 1996 

April, 1998 CSRS and FERS Handbook 
 CSRS	 Individual Retirement Records and FERS 25 

Registers of Separations and Transfers
 

Chapter 81
 

Section 81A2.3-2 Closing Out Procedures--Disability Separations (Cont.) 

D.	 Final 

SF 2806/SF 3100	 

Before forwarding the preliminary SF 2806/SF 3100 to OPM, the agency 

prepares a new SF 2806/SF 3100 for the employee with the word "Final" 

added at the top (see Example 14 for final SF 3100 and Example 13 for 

final SF 2806). The final SF 2806/SF 3100 is kept by the agency and 

maintained in the same manner as the original. 

E.	 Closing Out the 

Final 

SF 2806/SF 3100 

1. If the employee's claim for disability retirement is approved, OPM 

notifies the agency, which then separates the employee and closes out 

and forwards the final SF 2806/SF 3100 as in other separation cases, 

accompanied by SF 2807/SF 3103, Register of Separations and 

Transfers. 

NOTE:	 The service history must be updated to show any pay changes 

and deductions since the preliminary SF 2806/SF 3100, the last 

day of pay, and, if applicable, unused sick leave balance. 

2.	 If the employee is on LWOP when the approval notice is received, 

separate the employee, close out the final SF 2806/SF 3100, and send 

it to OPM. The Last Day of Pay (LDOP) must be recorded on the 

final disability retirement record card. See Examples 13 and 14. 

3.	 If the employee is in a pay status, send the final SF 2806/SF 3100 

within 30 days of separation. Forward any required health benefits or 

group life insurance documents with the final SF 2806/SF 3100. 

4.	 If the employee's claim is denied, the final SF 2806/SF 3100 

continues to be used for recording the employee's subsequent service 

history and fiscal data. OPM does not return the preliminary 

SF 2806/SF 3100 to the agency. 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook	 April, 1998 
26 CSRS Individual Retirement Records and FERS 

Registers of Separations and Transfers 

Chapter 81 

Section 81A2.3-3 Procedures for Correction of Individual Retirement Record After Transmittal 

to OPM 

A.	 General The correction of errors made on Individual Retirement Records transmitted 

to OPM for separated employees is generally made on SF 2806-1, Notice of 

Correction of Individual Retirement Record for CSRS, and on SF 3101, 

Notice of Correction of Individual Retirement Record for FERS, and 

forwarded to OPM as soon as possible. Typical errors include: 

•	 Error in service history data (such as salary rates, sick leave); 

•	 Understatement of retirement fund deductions; 

•	 Overstatement of retirement fund deductions. 

The following paragraphs describe the procedures to correct the common 

errors listed above. Chapter 84, Correction of Retirement Records, 

provides additional procedures for the correction of other types of errors. 

B.	 Errors in Service 

History Data 

Make a correction by completing SF 2806-1 for CSRS and SF 3101 for 

FERS. Forward it to: 

Office of Personnel Management 

Retirement Operations Center 

Post Office Box 45 

Boyers, PA 16017-0045 

C. Understatement 

of Deductions 

Make a correction by completing a "SUPPLEMENTAL" SF 2806 or 

SF 3100 and forward it to OPM with SF 2807/SF 3103, Register of 

Separations and Transfers. See Example 15. 

D. Overstatement 

of Deductions 

Make a correction by completing SF 2806-1/SF 3101 as shown in Example 

25 and forward it to OPM with SF 2807/SF 3103, Register of Separations 

and Transfers. 

Information in this chapter has not been updated since August 1996 

April, 1998	 CSRS and FERS Handbook 
 CSRS Individual Retirement Records and FERS 27 

Registers of Separations and Transfers 

Chapter 81 

Part 81A3 Registers of Separations and Transfers 

Section 81A3.1-1 Purpose of the Register of Separations and Transfers (SF 2807/SF 3103) 

A.	 Purpose The SF 2807/SF 3103, Register of Separations and Transfers, serves to 

authenticate the SF 2806/SF 3100 (Individual Retirement Record) for 

transmittal to OPM. Together with other fiscal and accounting data 

available to OPM, the SF 2807/SF 3103 is an essential document 

controlling retirement monies. 

B.	 Use by Agency A copy of the SF 2807/SF 3103 is used by an agency to retain summarized 

fiscal data when an SF 2806/SF 3100 is sent to: 

•	 Central Agency payroll office (Cross-servicing agencies act as 

centralized record keeping); 

•	 OPM, upon the separation of an employee (separation could mean 

resignation, retirement, or death); or 

•	 Another reporting office in the same agency, upon an intra-agency 

transfer. 

The current year and cumulative total retirement deductions are on the 

SF 2807/SF 3103. 

It is preferable that as many individual records as possible be summarized 

on one SF 2807/SF 3103. However, while an agency should not delay 

release of one (or a few) SF 2806's/SF 3100's awaiting other separations or 

transfers, or delay a group of individual records because of the inability to 

complete and transmit one or more records, agencies should not forward the 

SF 2806's/SF 3100's of retiring employees in advance of the retirement 

application. 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook	 April, 1998 
28 CSRS Individual Retirement Records and FERS 

Registers of Separations and Transfers 

Chapter 81 

Section 81A3.1-2 Preparation and Maintenance of the SF 2807 and the SF 3103 

A.	 Preparation and 

Number of 

Copies 

Prepare SF 2807 as shown in Example 23. Prepare SF 3103 as shown in 

Example 24. 

1.	 If maintenance is decentralized, prepare SF 2807/SF 3103 in 

triplicate. 

2.	 If maintenance of SF 2806/SF 3100 is centralized, prepare a duplicate 

SF 2807/SF 3103. 

B.	 Series 1. Agencies that keep SF 2806/SF 3100 on a decentralized basis must 

Designations maintain two series of SF 2807/SF 3103: 

• One series, denoted "OPM," to cover SF 2806's/SF 3100's released 

to OPM when an employee is separated; and 

• The other series, denoted "IA," to cover SF 2806's released when 

employees move to another office in the same agency. 

NOTE: Under FERS, there is no "IA" series. 

2.	 Agencies that maintain records on a centralized basis and have only 

one reporting office need only the "OPM" series. 

C. Sequence 

Numbers 

Each SF 2807/SF 3103, at the time it is released, is assigned the next 

consecutive number in its sequence numbered series. The assigned number 

is preceded by the number of the current calendar year, for example, 

OPM 95-1, OPM 95-2. On the first business day of each calendar year, a 

new sequence of numbers, beginning with 1, is started for both the OPM 

and IA series. The current calendar year series is discontinued at the close 

of business December 31. Date the register as of the date it is sent to 

OPM. 

The calendar year in which the SF 2807/SF 3103 is released determines the 

calendar year number used on the SF 2807/SF 3103, regardless of the date 

of separation. 

Information in this chapter has not been updated since August 1996 

April, 1998	 CSRS and FERS Handbook 
 CSRS Individual Retirement Records and FERS 29 

Registers of Separations and Transfers 

Chapter 81 

Section 81A3.1-3 Disposition of the SF 2806 or SF 2806-1 

A.	 Accompanies 

SF 2806 or 2806­

1 

Every SF 2806 or SF 2806-1 (Notice of Correction of Individual 

Retirement Record), see Example 15, which corrects FISCAL (not 

SERVICE HISTORY) data released by an agency or reporting office, is 

listed on and accompanied by an SF 2807. Neither document is accepted by 

OPM without the other nor should the gaining office, in the case of an 

intra-agency transfer, accept one document without the other. 

B.	 Use of Copies 1. In agencies that have decentralized retirement record-keeping, the 

reporting offices forward the duplicate to the agency retirement officer 

(or other central reporting point designated) and retain the triplicate. 

2.	 Agencies that keep centralized retirement records retain the duplicate 

SF 2807. 

The retained copies are used as a medium for posting to the retirement for 

control accounts. 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook	 April, 1998 
30 CSRS Individual Retirement Records and	 FERS 

Registers of Separations and Transfers
 

Chapter 81
 

Section 81A3.1-4 Disposition of the SF 3100 or SF 3103 

A. SF 3103 

Accompanies 

SF 3100 or 

SF 3101 

All types of FERS employee transfers--including transfers to different 

servicing payroll offices within the same agency--require the employee's 

SF 3100 to be closed out and forwarded to OPM. The SF 3100 is listed on 

and accompanies the SF 3101. 

B.	 Examples Example 21 illustrates the notations to be made on the SF 3100 to reference 

former spouse enrollment in FEHB. 

Example 25 shows how to notify OPM of former spouse FEHB enrollment 

when the SF 3100 has already been sent to OPM. 

Information in this chapter has not been updated since August 1996 

April, 1998	 CSRS and FERS Handbook 
 CSRS	 Individual Retirement Records and FERS 31 

Registers of Separations and Transfers
 

Chapter 81
 

Subchapter 81B 

Examples of Individual Retirement Records and Registers of
 

Separations and Transfers
 

NOTE:	 Some records have been collapsed to illustrate a certain type of action and the example may 

not contain the complete service history or fiscal recordings. 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook	 April, 1998 
 

Chapter 81, Individual Retirement Records and Registers of Separations and Transfers 32 

Example 1 Initial Preparation of SF 2806/SF 3100

 Last Name First Name Middle Name 

±1 1. Finover Roberta C 

2. 

3. 

(Record Each Name Change - Strike Out Previous Name) 

Date of Birth Soc. Sec. No. Agency Payroll

Office 

Location Payroll

Office No. ±2 Mo Day Yr 

±3 

123 

45 6789 2 7 42 

±4 XYZ ±5 Central ±6 Washington, DC ±7 24 00 

0001 

SERVICE HISTORY FISCAL RECORD 

Effective Date 

(1) 

Action 

(2) 

Base Pay 

(3) 

Do 

Not 

Use 

Remarks 

(4) 

Year 

(5) 

Calendar 

Year 

Salary

Deductions 

(6) 

Accumulativ 

e 

Total Salary

Deductions 

(7) 

Remarks 

(8) 

±8 6-11-79 ±9 Temp Appt NTE 7-7-79 ±10 8,366 ±11 GS-3 ±12 (Base pay 6-11-79 to 6-30-79 $482.40) 

Typist

 7-1-79 Conv to Career 8,366 ±13 Ded began 7-1-79 

Cond Appt

 SF 2806 Individual Retirement Record U.S. Office of Personnel Management 

±1 Enter employee's name as it appears on the payroll.

±2 Month, day, and year of birth.

±3 Enter employee's social security number.

±4 Enter name of department or agency.

±5 Enter name of payroll office where SF 2806/SF 3100 is

maintained. 

±6 Enter location of payroll office where SF 2806/SF 3100 is

maintained. 

±7 Enter payroll office number.

±8 Effective date of original action even though not subject to

retirement at the time of appointment. 

±9 Type of action.

±10 Base pay including allowances which, by law or regulation, are 

part of basic salary. 

±11 Title of position and remarks if desired. 

±12 Enter total basic salary earned and period covered for recorded 

service prior to the time when employee became subject to 

Retirement Act. 

±13 Enter date when retirement deductions began in Remarks column. 
 CSRS Individual Retirement Records and 

Registers of Separations and Transfers 

Chapter 81 

FERS 33 

CSRS and FERS Handbook April 1998 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook April, 1998 
34 Chapter 81, Individual Retirement Records and Registers of Separations and Transfers 

Example 2 Maintenance of SF 2806/SF 3100, Regular Postings of Employees Service History and Retirement Deductions

 Last Name First Name Middle Name 

±1

 1. Finover Roberta C.

 2. Johnson Roberta Finover 

3. 

(Record Each Name Change 

- Strike Out Previous Name) 

Date of Birth Soc.Sec.No. Agency Payroll Office Location Payroll Office 

No.

 Mo Day Yr 

2 7 42 123 45 6789

 XYZ Central Washington, DC 24 00 0001 

SERVICE HISTORY FISCAL RECORD 

Effective 

Date 

(1) 

Action 

(2) 

Base Pay 

(3) 

Do 

Not 

Use 

Remarks 

(4) 

Year 

(5) 

Calendar Year 

Salary 

Deductions 

(6) 

Accumulative 

Total Salary 

Deductions 

(7) 

Remarks 

(8) 

6-11-79 Temp Appt NTE 7-7-79 8,336 GS-3 Typist (Base pay 6-11-79 to 6-30-79--$482.40) 

7-1-79 Conv to Career 8,336 ±3 1979 ±4 301.36 ±5 301.36 Ded Began 7-1-79 

Cond Appt 1980 649.31 950.67 

±2 10-14-79 Pay Adj (EO 12165) 8,952 1981 181.43 1,132.10 

6-29-80 WGI 9,250 ±6 DEDUCTIONS AND SERVICE CERTIFIED CORRECT 

10-12-80 Pay Adj (EO 12248) 10,092 (Signature and Title) (Date) 

4-5-81 Prom 10,963 GS-4 Clerk 

SF 2806/SF 3100 Individual Retirement Record U.S. Office of Personnel Management 

±1 Indicate name changes. 

±2 Effective date and new salary rate whenever changed (columns 1, 2, 3). 

±3 Enter in column 5 calendar year in which retirement deductions are made. 

±4 Enter in column 6 total retirement deductions made during calendar year. 

±5 Enter in column 7 accumulative totals of all retirement deductions. 

±6 Do not leave space between last posting of salary deductions and 

certification. 

NOTE: If the FISCAL RECORD space on one side of a manually maintained 

SF 2806 becomes filled and postings are made on the other side, the amount 

carried forward is noted on the new side. 

Note A: Service history data is available from payroll office copy of SF 50, 

Notification of Personnel Action and SF 1126, Payroll change slip. This posting will 

be made at least annually and at time of separation in manually operated systems, and 

at time of separation only in automated systems. 

Note B: Fiscal data is available from the individual earnings record which will be 

used as the posting medium. This posting will be made at the close of each calendar 

year and at the time of separation in manually operated systems, and at the time of 

separation only in automated systems. 

Note C: Post total time in a nonduty/nonpay status (LWOP, furlough, suspension), 

number of days in pay status for WAE employees, aggregate earnings and LWOP for 

piece workers, service computation date, health benefits data, etc. in column 4 or 8. 
 CSRS Individual Retirement Records and 

Registers of Separations and Transfers 

Chapter 81 

FERS 35 

August , 1996 CSRS and FERS Handbook 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook April, 1998 
 

Chapter 81, Individual Retirement Records and Registers of Separations and Transfers 36 

Example 3 Retirement--Voluntary on SF 2806 (Separations for Reasons Other Than Disability Retirement)

 Last Name First Name Middle Name

 1. Finover Roberta C.

 2. Johnson Roberta Finover 

3. 

(Record Each Name Change 

- Strike Out Previous Name) 

Date of Birth Soc.Sec.No. Agency Payroll Office Location Payroll Office No. 

Mo Day Yr 

2 7 32 123 45 6789

 XYZ Central Washington, DC 24 00 0001 

SERVICE HISTORY FISCAL RECORD 

Effective

 Date 

(1) 

Action 

(2) 

Base Pay 

(3) 

Do 

Not 

Use 

Remarks 

(4) 

Year 

(5) 

Calendar Year 

Salary 

Deductions 

(6) 

Accumulative 

Total Salary 

Deductions 

(7) 

Remarks 

(8)

 1-1-84 Pay Adj 17,064 GS-5 Typist 4,231.45 Bal Forward

 5-20-84 Prom 18,082 GS-6 1983 1,154.66 5,386.11 7.00% Ded

 NTE 9-17-84 1984 1,215.56 6,601.67 \

 9-18-84 *CLG 17,144 GS-5 1985 1,236.35 7,838.02 \

 1-13-85 Pay Adj (EO 12496) 17,750 GS-5 1986 1,294.19 9,132.21

 2-23-86 Prom 18,715 GS-6 Clerk 1987 1,368.09 10,500.30

 1-11-87 Pay Adj (EO 12578) 19,276 -------­ ----------­ ----------­

SF 2806 Individual Retirement Record U.S. Office of Personnel Management 

*(Note: CLG is Change to Lower Grade.) 

(Example 3 continued on next page.) 

CSRS and FERS Handbook August , 1996 
 

37 Chapter 81, Individual Retirement Records and Registers of Separations and Transfers 

Example 3 (Cont.) Retirement--Voluntary on SF 2806 (Separations for Reasons Other Than Disability Retirement)

 Last Name First Name Middle Name

 1. Finover Roberta C.

 2. Johnson Roberta Finover 

3. 

(Record Each Name Change 

- Strike Out Previous Name) 

Date of Birth Soc.Sec.No. Agency Payroll Office Location Payroll Office No. 

Mo Day Yr 

2 7 32 123 45 6789

 XYZ Central Washington, DC 24 00 0001 

SERVICE HISTORY FISCAL RECORD 

Effective 

Date 

(1) 

Action 

(2) 

Base Pay 

(3) 

Do 

Not 

Use 

Remarks 

(4) 

Year 

(5) 

Calendar Year 

Salary

Deductions (6) 

Accumulative 

Total Salary

Deductions (7) 

Remarks 

(8)

 10,500.30 Bal Forward

 1-3-88 Pay Adj (EO 12622) 19,661 GS-6 Typist 1988 1,402.20 11,902.50 7.00% Ded

 2-28-88 WGI 20,223 GS-6 1989 ±3 54.26 ±4 11,956.76 7.00% Ded 

±1 12-31-88 ±2 Ret-Vol 20,223 GS-6 ±5 Deductions and Service Certified Correct 

(Signature and Title) (Date)

 Bal Remaining Unused Sick

 Leave 1530 Hours

 H.B. Enrollment Code 105 

No Post-1956 Military Service Credit FEGLI Opt B with 5 multiples 

Deposit Made With This Agency. SCD 6-11-79 

SF 2806 Individual Retirement Record U.S. Office of Personnel Management 

±1 Enter date of separation. ±4 Post accumulative totals of all retirement deductions. 

±2 Enter nature of separation action. ±5 Certify the record by certification on the next line following last entry on 

±3 Post current calendar year retirement deductions to date of separation. fiscal record. 

August , 1996 CSRS and FERS Handbook 
 

 

 

Chapter 81, Individual Retirement Records and Registers of Separations and Transfers 38 

Example 4 Closing Out SF 2806/SF 3100, Separations for Reasons Other Than Disability Retirement

 Last Name First Name Middle Name

 1. Likely Anna C.

 2. Ardmore Anna L. 

3. 

(Record Each Name Change 

- Strike Out Previous Name) 

Date of Birth Soc.Sec.No. Agency Payroll Office Location Payroll Office No. 

Mo Day Yr 

2 7 42 123 45 6789

 XYZ Central Washington, DC 24 00 0001 

SERVICE HISTORY FISCAL RECORD 

Effective 

Date 

(1) 

Action 

(2) 

Base Pay 

(3) 

Do 

Not 

Use 

Remarks 

(4) 

Year 

(5) 

Calendar Year 

Salary 

Deductions 

(6) 

Accumulative 

Total Salary 

Deductions 

(7) 

Remarks 

(8) 

6-11-79 Temp Appt NTE 7-7-79 8,336 GS-3 Typist (Base pay 6-11-79 to 6-30-79 --$482.40) 

7-1-79 Conv to Career 8,336 1979 301.36 301.36 Ded Began 7-1-79 

Cond Appt 1980 649.31 950.67 

10-14-79 Pay Adj (EO 12165) 8,952 1981 ±4 240.56 ±5 1132.10 

6-29-80 WGI 9,250 ±6 DEDUCTIONS AND SERVICE CERTIFIED CORRECT 

10-12-80 Pay Adj (EO 12248) 10,092 (Signature and Title) (Date) 

4-5-81 Prom 10,963 GS-4 Clerk 

±1 5-3-81 ±2 Sep - Appt in 

±3 ABC Agency, NY 

SF 2806 Individual Retirement Record U.S. Office of Personnel Management 

±1 Enter date of separation. ±5 Post accumulative totals of all retirement deductions. 

±2 Enter nature of separation action. ±6 Certify the record by certification on the next line following last entry on 

±3 Enter agency, bureau or reporting unit to which transferred. fiscal record. 

±4 Post current calendar year retirement deductions to date of separation.

CSRS and FERS Handbook April 1998 
 

 

 

 

39 Chapter 81, Individual Retirement Records and Registers of Separations and Transfers
 

Example 5 Closing Out SF 2806, Retirement--Voluntary Under Public Law 103-66 (Special Provision for Customs Officers)

 Last Name First Name Middle Name

 1. Beanbag, Jack M. 2. 

3. 

(Record Each Name Change

- Strike Out Previous Name) 

Date of Birth Soc.Sec.No. Agency

 USDA 

Payroll Office 

NFC 

AF-2885 

Location 

No. LA 

Payroll Office No. 

12-40-0001 

12-40-0020 

Mo Day Yr 

000 99 0000 8 11 35 

SERVICE HISTORY FISCAL RECORD 

Effective 

Date 

(1) 

Action 

(2) 

Base Pay 

(3) 

Do 

Not 

Use 

Remark 

s 

(4) 

Year 

(5) 

Calendar Year 

Salary

Deductions 

(6) 

Accumulative 

Total Salary

Deductions 

(7) 

Remarks 

(8)

 4-19-92 Conv USDA Sys 49,221.00 GS-12 1992 2,244.85 2,244.85 ±7 Ded. began

 1-10-93 Pay Adj (EO 12816) 51,042.00 GS-12 1993 3,551.62 5,796.47 4-19-92

 1-9-94 Locality Adj 53,574.00 GS-12 1994 4,800.00 10,596.47 ! Deductions 

4-3-94 WGI 54,983.00 GS-12 1995 ±5 3,200.00 ±6 13,796.47 ! include 

±1 5-31-95 ±2 Ret-Vol under 56,362.00 GS-12 ±8 DEDUCTIONS AND SERVICE CERTIFIED CORRECT allowable overtime

 P.L. 103-66 (Signature and Title) (Date) under P.L. 103-66 

±3 Final Salary $59,983.53 

Int GEO Pay Adj PL 101-509 

FEHB Carrier # 000-99-0000 

Basic Life elected 75% RED 

±4 No Military Post-56 Deposit Optional Ins. (B&C) 4-5-81 (A) Declined 5 U.S.C. Ch 63 

SCD 7-9-57 Pay ceased 5-31-95 Sick Lv Bal 774.00 

SF 2806 Individual Retirement Record U.S. Office of Personnel Management 
40 CSRS Individual Retirement Records and FERS 

Registers of Separations and Transfers 

Chapter 81 

±1 Enter date of separation. ±5 Post current calendar year retirement deductions to date of separation. ±2 Enter nature of separation action. ±6 Post accumulative totals of all retirement deductions. 

±3 Enter final salary, Health and Life Insurance information, SCD, Sick Leave 

balance in column 4. 

±7 Use ! to flag allowable overtime under P.L. 103-66 included with basic pay. ±8 Certify the record on the next line following last entry on fiscal record. ±4 Post status of military deposit.

Information in this chapter has not been updated since August 1996 

April, 1998 CSRS and FERS Handbook 
 

Chapter 81, Individual Retirement Records and Registers of Separations and Transfers 41 

Example 6 Closing Out SF 2806 for Removal, Part-Time and Full-Time Work Schedules

 Last Name First Name Middle Name

 1. Hunter C. Tab 

2. 

3. 

(Record Each Name Change 

- Strike Out Previous Name) 

Date of Birth Soc.Sec.No. Agency

 USDA 

Payroll Office

 NFC 

Location

 N.O. LAN DC 

Payroll Office No.

 24 00 0001

 Mo Day Yr 

7 22 60 123 45 6789

 97-3236 

SERVICE HISTORY FISCAL RECORD 

Effective 

Date 

Action Base Pay Do 

Not 

Use 

Remarks Year Calendar Year 

Salary 

Deductions 

Accumulative 

Total Salary 

Deductions 

Remarks

 11-18-91 Career-Cond Apt 16973.00 GS-5 Typist 1991 ±4 10.40 10.40 ±3 Ded Began 11/18/91 

±1 12-29-91 Chg Work-Schedule 1992 30.60 41.00 ±2 LWOP 156 Hrs 

Pay Adj to P/T 1993 45.80 86.80 Lv Yr 93 

39 Hr BIWK Tour 1994 49.95 ±5 136.75 P/T Act Wkd Yr 93

 1-12-92 Chg in Hrs 20 Hr BIWK Tour 17,686.00 ------------­ -----------------------­

- -------------- Hrs 816.00

 2-26-92 Chg in Hrs 52 Hr BIWK Tour 17,686.00 GS-5 ------------­ -----------------------­

- -------------­ F/T Projection

 3-8-92 Chg in Hrs 40 Hr BIWK Tour 17,686.00 GS-5 ------------­ -----------------------­

- -------------- Hrs 1520.00

 4-17-92 Placement in Non-pay Status 17,686.00 GS-5 ------------­ -----------------------­

- -------------- Yr 94 Includes:

 1-9-93 Chg in SCD 17,868.00 GS-5 ------------­ -----------------------­

- -------------- Int GEO Pay

 1-10-93 Pay Adj EO 12826 18,340.00 GS-5 ------------­ -----------------------­

- -------------- Adj PL 101-509 

SF 2806 Individual Retirement Record U.S. Office of Personnel Management 

(Example 6 continued on next page.) 
42 CSRS Individual Retirement Records and FERS 

Registers of Separations and Transfers
 

Chapter 81
 

Information in this chapter has not been updated since August 1996 

April, 1998 CSRS and FERS Handbook 
 

43 Chapter 81, Individual Retirement Records and Registers of Separations and Transfers 

Example 6 (Cont.) Closing Out SF 2806, Removal, Part-Time and Full-Time Work Schedules

 Last Name First Name Middle Name

 1. Hunter C. Tab 

2. 

3. 

(Record Each Name Change 

- Strike Out Previous Name) 

Date of Birth Soc.Sec.No. Agency Payroll Office Location Payroll Office No. 

Mo Day Yr 

7 22 60 123 45 6789

 USDA NFC N.O.LAN DC 24 00 0001 

SERVICE HISTORY FISCAL RECORD 

Effective 

Date 

(1) 

Action 

(2) 

Base Pay 

(3) 

Do 

Not 

Use 

Remarks 

(4) 

Year 

(5) 

Calendar Year 

Salary 

Deductions 

(6) 

Accumulative 

Total Salary 

Deductions 

(7) 

Remarks 

(8) 

±7 136.75 Bal Forward P/T Act Wkd Yr 94

 2-22-93 Placement in pay status 18,340.00 GS-5 ±8 DEDUCTIONS AND SERVICE CERTIFIED CORRECT F/T Projection 

1-9-94 CLG 17,206.00 GS-4 (Signature and Title) (Date) Hrs 1200.

 11-18-94 Removal 17,206.00 GS-4 Indebted in Amt of 

$310.59 for FEHB 

OPM 1522 Will 

Be Fwd 

±6 1991 Part-Time Paid Hours xxxx When All Req Met

 1992 Part-Time Paid Hours xxxx SCD 2/2/92 

SF 2806 Individual Retirement Record U.S. Office of Personnel Management 

±1 Enter dates of changes in tour of duty. (See 81A2.2-1C.)

±2 Enter statements clarifying actions under Remarks. Include documentation of

LWOP including year taken. 

±3
 Enter date when retirement deductions began.

±4
 Post current calendar year retirement deductions to date of separation.

±5
 Post accumulative totals of all retirement deductions.

±6
 In lower right-hand space show total part-time hours paid in each year.

±7 If the FISCAL RECORD space on one side of a manually maintained SF

2806 becomes filled and postings are made on the other side of he card, the 

amount carried forward is noted on the new side in column 7. 

±8
 Certify the record by certification on the line next following last entry on

fiscal record.
 

NOTE: Prepare an SF 50 for each change of work schedule. 
44 CSRS Individual Retirement Records and 

Registers of Separations and Transfers 

Chapter 81 

FERS 

April 1998 CSRS and FERS Handbook 

Information in this chapter has not been updated since August 1996 

April, 1998 CSRS and FERS Handbook 
 

Chapter 81, Individual Retirement Records and Registers of Separations and Transfers 45 

Example 7 Death in Service, Correction of Administrative Error When Retirement Deductions Were Not Withheld

 Last Name First Name Middle Name

 1. English, Morris C. 

2. 

3. 

(Record Each Name Change 

- Strike Out Previous Name) 

Date of Birth Soc.Sec.No. Agency Payroll Office Location Payroll Office No.

 Mo Day Yr 

6 7 43 123 45 6789

 XYZ Central Washington, DC 24 00 0001 

SERVICE HISTORY FISCAL RECORD 

Effective 

Date 

(1) 

Action 

(2) 

Base Pay 

(3) 

Do 

Not 

Use 

Remarks 

(4) 

Year 

(5) 

Calendar Year 

Salary 

Deductions 

(6) 

Accumulative 

Total Salary 

Deductions 

(7) 

Remarks 

(8)

 10-19-62 to 10-22-65 Career Cond Appt 1967 342.24 342.24 6.5% Ded

 10-23-65 ±1 Temp Appt 2.58 ph 1968 375.63 717.87 6.5% Ded

 1-13-67 (PL 89-504) 2.64 ph 1984 1,215.56 6,601.67 7.00% Ded

 2-10-68 Conv to Career Appt 2.99 ph Clk 1985 1,236.35 7,838.02 \ 

\ \ \ 1986 1,294.19 9,132.21

 1-13-85 Pay Adj 17,750 GS-5 1986 1,368.09 10,500.30

 2-23-86 Prom 18,715 GS-6 Clerk 1987 1,413.59 11,913.89

 1-11-87 Pay Adj 19,276 1988 1,458.49 13,372.38

 1-10-88 Pay Adj 20,000 1989 1,512.44 14,884.82 

±1 *This appt falls under the purview of the C.S. Retirement Act. Through administrative error retirement deductions were not withheld for the period 10-23-65 through 1-13-67 - 100% base pay earned $5,483.65.

Service Credit Application filed 2-8-67 for the purchase of service 10-25-65 through 1-13-67. 

SF 2806 Individual Retirement Record U.S. Office of Personnel Management 

(Example 7 continued on next page.) 
 

46 Chapter 81, Individual Retirement Records and Registers of Separations and Transfers 

Example 7 (Cont.) Death in Service; Administrative Error When Retirement Deductions Were Not Withheld

 Last Name First Name Middle Name

 1. English Morris C. 

2. 

3. 

(Record Each Name Change 

- Strike Out Previous Name) 

Date of Birth Soc.Sec.No. Agency Payroll Office Location Payroll Office No.

 Mo Day Yr 

6 7 43 123 45 6789

 XYZ Central Washington, DC 24 00 0001 

SERVICE HISTORY FISCAL RECORD 

Effective

 Date 

(1) 

Action 

(2) 

Base Pay 

(3) 

Do 

Not 

Use 

Remarks 

(4) 

Year 

(5) 

Calendar Year 

Salary 

Deductions 

(6) 

Accumulative 

Total Salary 

Deductions 

(7) 

Remarks 

(8)

 14,884.82 Bal Forward

 1-3-90 Pay Adj 25,000 1990 1,750.00 16,634.82 7% Ded

 11-16-91 Pay Adj 31,034 1991 1,921.51 18,556.33 \ 

±2 2-2-92 ±3 Death 31,034 1992 ±4 181.03 ±5 18,737.36 

±6 Deductions and Service Certified Correct 

(Signature and Title) (Date) 

Bal Remaining Unused Sick 

Leave 2273 Hours 

H.B. Enrollment Code 105 

No Post-1956 Military Service Credit Deposit Made With This Agency. FEGLI Opt B with 5 multiples 

SCD 10-19-62 

SF 2806 Individual Retirement Record U.S. Office of Personnel Management 

±1 Enter explanation of administrative error to be corrected and date corrective 

application was filed. 

±5 Post accumulative totals of all retirement deductions. 

±6 Certify the record by certification on the next line following last entry on 

±2 Enter date of separation. fiscal record. 

±3 Enter nature of separation action. 

±4 Post current calendar year retirement deductions to date of separation. 
 CSRS Individual Retirement Records and 

Registers of Separations and Transfers 

Chapter 81 

FERS 47 

April 1998 CSRS and FERS Handbook 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook April, 1998 
 

Chapter 81, Individual Retirement Records and Registers of Separations and Transfers 48 

Example 8 Preparation and Maintenance of SF 2806 for a Law Enforcement Officer or Firefighter 

Last Name First Name Middle Name

 1. Cable Charles C. 

2. 

3. 

(Record Each Name Change 

- Strike Out Previous Name) 

Date of Birth Soc.Sec.No. Agency Payroll Office Location Payroll Office No.

 Mo Day Yr 

2 7 31 123 45 6789

 XYZ Central Washington, DC 24 00 0001 

SERVICE HISTORY FISCAL RECORD 

Effective 

Date 

(1) 

Action 

(2) 

Base Pay 

(3) 

Do 

Not 

Use 

Remarks 

(4) 

Year 

(5) 

Calendar Year 

Salary 

Deductions 

(6) 

Accumulative 

Total Salary 

Deductions 

(7) 

Remarks 

(8)

 7-1-79 A. Transfer ±1 7.5% Ded began 7-1-79 23,087 GS-12 Law Enf. Off. Ded began 7-1-79

 10-14-79 Pay Adj (EO 12165) 24,703 1979 891.01 891.01 ±5 7.5% Ded

 1-6-80 Pay Adj ±2 

28,232

 GS-12/1 Incl. 25%

Prem. Pay

 1980 2,209.37 3,100.38 \

 6-30-80 WGI 29,055 ±3 GS-12/2 Incl. 25%

Prem. Pay 1981 1,197.83 4,298.21 \

 10-12-80 Pay Adj (EO 12248) 32,966 GS-12/2 Incl. ±4 25%

 Prem. Pay

 1981 186.95 4,485.16 7% Ded

 1-4-81 Pay Adj (Prem) 31,942 GS-12/2 Incl. 20%

Prem. Pay

 DEDUCTIONS AND SERVICE CERTIFIED CORRECT

 7-1-81 Promotion 32,048 GS-13 Technical Asst (Signature and Title) (Date)

 7-1-81 Ret Ded Rate Chg (7%) 32,048

 7-30-81 ±6 or ±7 Ret 5 USC 8336(c) 

SF 2806 Individual Retirement Record U.S. Office of Personnel Management 

±1
 Beginning with the first pay period after December 31, 1974, show whenever retirement

withholdings are made at the 7.5 percent rate. Enter the effective date and percentage
 

changes in retirement deduction rates in column 2 (ACTION) under SERVICE
 

HISTORY.
 

±2 Include the premium pay in column 3 (BASE PAY) under SERVICE HISTORY.

±3 Post grade and step in DO NOT USE column only when employee is in receipt of

premium pay. 

±4 Note in column 4 (REMARKS) the percentage of premium pay included.

CSRS and FERS Handbook 

±5 Show the percentage of retirement deductions in column 8 (REMARKS) under FISCAL

RECORD. 

±6
 When an employee who meets the requirements for the special law enforcement

officer/firefighter computation formula retires or dies, note in column 2 (ACTION) that
 

the retirement is under 5 U.S.C. 8336 (c), as appropriate.
 

±7
 When an employee who meets the requirements for the special law enforcement

officer/firefighter computation is being separated mandatorily, note in column 2
 

(ACTION) that the retirement is MANDATORY under 5 U.S.C. 8335(g) or 8336(c), as
 

appropriate.
 

April 1998 
 

49 Chapter 81, Individual Retirement Records and Registers of Separations and Transfers 

Example 9 Preparation of SF 3100 Where Law Enforcement Officers and Firefighters Are Involved

 Last Name First Name Middle Name 

1. Finn Leo NMN 

2. 

3. 

(Record Each Name Change 

- Strike Out Previous Name) 

Date of Birth Soc.Sec.No. Agency Payroll 

Office 

Location Payroll 

Office No.

 Mo Day Yr

 999 99 9999

 1 5 35

 XYZ Central Washington, DC 24000001 

SERVICE HISTORY FISCAL RECORD 

Effective 

Date 

(1) 

Action 

(2) 

Base Pay 

(3) 

Remarks 

(4) 

Year 

(5) 

Calendar Year 

Salary 

Deductions 

(6) 

Accumulative 

Total Salary 

Deductions 

(7) 

Remarks 

(8) 

±1 1-10-93 Pay Adj ±2 

66,843.70 ±3 GS-12/10 Inc ±4 15.0%

 1991 739.84 2,618.34 ±5 1.30% Ded

 4-18-93 Ret Under 5 USC 72,920.40 GS-12/10 Inc 20.0% 1992 861.87 3,480.21 \ 

8412(d) Prem 1993 948.50 4,428.71 \ 

SF 3100 Individual Retirement Record U.S. Office of Personnel Management 

±1
 Enter effective date and percentage changes in retirement deduction rates.

±2
 Include premium pay.

±3
 Post grade and step in this column only when premium pay is in effect.

±4
 Enter percent of premium pay.

±5
 Post percent of retirement deductions.
50 CSRS Individual Retirement Records and 

Registers of Separations and Transfers 

Chapter 81 

FERS 

April 1998 CSRS and FERS Handbook 

Information in this chapter has not been updated since August 1996 

April, 1998 CSRS and FERS Handbook 
 

Chapter 81, Individual Retirement Records and Registers of Separations and Transfers 51 

Example 10 Closing Out SF 2806/SF 3100, for Federal Employees Leaving Federal Service to Serve With an Indian Tribal 

Organization Under the Indian Self-Determination Act

 Last Name First Name Middle Name

 1. Harris R. George 

2. 

3. 

(Record Each Name Change 

- Strike Out Previous Name) 

Date of Birth Soc.Sec.No. Agency Payroll Office Location Payroll Office No. 

Mo Day Yr 

2 7 42 123 45 6789

 XYZ Central Washington, DC 24 00 0001 

SERVICE HISTORY FISCAL RECORD 

Effective 

Date 

(1) 

Action 

(2) 

Base Pay 

(3) 

Do 

Not 

Use 

Remarks 

(4) 

Year 

(5) 

Calendar Year 

Salary 

Deductions 

(6) 

Accumulative 

Total Salary 

Deductions 

(7) 

Remarks 

(8)

 2-22-93 Prom 18,340.00 GS-5 136.75 Bal Forward ±3 Reason: to 

accept 

12-12-93 --------­ 18,340.00 GS-5 ±4 xxx ±5 xxx employment without

 1-9-94 --------­ 17,206.00 GS-4 ±6 DEDUCTIONS AND SERVICE CERTIFIED CORRECT break in service 

±1 11-18-94 ±2 S - Appt in 17,206.00 GS-4 (Signature and Title) (Date) under P.L. 93-638 with 

(name of entity) (name of tribe/

 tribal organization) Code 390. 

Retirement retained: 

SL bal (hours) if applicable. 

SCD 2-2-85 

SF 2806 Individual Retirement Record U.S. Office of Personnel Management 

±1 Enter date of separation. 

±2 Enter nature of separation action. 

±3 Enter Tribal Organization and Contract agreed upon. 

±4 Post current calendar year retirement deductions to date of 

separation. 

±5 Post accumulative totals of all retirement deductions. 

±6 Certify the record by certification on the next line following last 

entry on fiscal record. 

CSRS and FERS Handbook April 1998 
 

52 Chapter 81, Individual Retirement Records and Registers of Separations and Transfers 

Example 11 Opening SF 2806/SF 3100 For Individual Retaining Federal Retirement Benefits While Serving in Indian Tribal 

Organization Under the Indian Self-Determination Act

 Last Name First Name Middle Name

 1. Harris R. George 

2. 

3. 

(Record Each Name Change 

- Strike Out Previous Name) 

Date of Birth Soc.Sec.No. Agency Payroll Office Location Payroll Office No. 

Mo Day Yr 

2 7 42 123 45 6789

 XYZ Central Washington, DC 24 00 0001 

SERVICE HISTORY FISCAL RECORD 

Effective 

Date 

(1) 

Action 

(2) 

Base Pay 

(3) 

Do 

Not 

Use 

Remarks 

(4) 

Year 

(5) 

Calendar Year 

Salary 

Deductions 

(6) 

Accumulative 

Total Salary 

Deductions 

(7) 

Remarks 

(8) 

±1 11-19-94 ±2 Appt in Tribal 18,340.00 1994 ±4 120.25 ±5 120.25 ±3 Name of Tribal 

Organization Organization 

(name of entity) 

SF 2806 Individual Retirement Record U.S. Office of Personnel Management 

±1 Enter date of Appointment in Tribal Organization. ±4 Begin posting calendar year retirement contributions. 

±2 Enter nature of action. ±5 Post accumulative totals of all retirement deductions. 

±3 Enter name of tribal organization; the tribal organization is 

responsible for withholding the employee's share and 

contributing the employer's share of contributions. 

April 1998 CSRS and FERS Handbook 
Chapter 81, Individual Retirement Record and Register of Separations and Transfers 53 

Example 12 Preparation and Closing Out of Preliminary SF 2806 to accompany application for Disability Retirement 

±1 PRELIMINARY DISABILITY RETIREMENT

 Last Name First Name Middle Name 

1. Trudo Warren Andrew 

2. 

3. 

(Record Each Name Change

- Strike Out Previous Name) 

Date of Birth Soc.Sec.No. Agency Payroll

Office 

Location Payroll Office

No. 

Mo Day Yr

 999 99 9999 2 9 46

 XYZ Central Washington, DC 24000001 

SERVICE HISTORY FISCAL RECORD 

Effective 

Date 

(1) 

Action 

(2) 

Base Pay 

(3) 

Do 

Not 

Use 

Remarks 

(4) 

Year 

(5) 

Calendar Year 

Salary

Deductions (6) 

Accumulative 

Total Salary

Deductions (7) 

Remarks 

(8) 

Prior Service: 3-1-66 to 2-28-68 U.S. Army 1971 448.74 448.74 

12-23-68 Temp Appt NTE (date) 2.95 ph Carrier 1972 611.33 1060.07 

2-6-71 Conv to Career Appt 3.74 ph 1973 650.06 1710.13 

4-16-71 ADP Conversion 3.74 ph 1974 726.71 2436.84 

8-31-77 WGI 14,567 1975 784.76 3221.60 

\ \ \ 1976 618.63 3840.23 

7-19-85 Pay Adj 30,016 \ \ \ 

±2 10-25-85 Appl for Dis Ret 30,016 \ \ \ 

Exec 10-25-85 ±4 H.B. Code YV2 1982 982.56 8,283.24 

±3 Remains in Duty Status FEGLI Basic Elected 75% Red; 1983 1,613.81 9,897.05 

Standard Opt.Ins. Declined;

Add'l Opt.Ins. with 5 multiples elected 4-1-81; 

1984 1,683.94 11,580.99 

Family Opt. Ins. Declined 1985 ±7 1,932.69 ±8 13,513.68 

±5 SCD 1-27-67 ±9 DEDUCTIONS AND SERVICE CERTIFIED CORRECT 

±6 Sick Leave Hrs 998 (Signature and Title) (Date) 

SF 2806 Individual Retirement Record U.S. Office of Personnel Management 

±1 Enter word "PRELIMINARY" above date of birth. ±6 Enter unused sick leave. 

±2 Enter date application for disability retirement (SF 2801) was executed. ±3 Enter pay status of employee at time SF 2806 is certified. ±4 Enter health benefits status of employee. (See The Federal Employees Health Benefits Handbook for Personnel and Payroll Offices for appropriate 

notation.) Note: Show status of all FEGLI Options. ±5 Enter service computation date. 

±7 Post retirement deductions to close of previous calendar year or to later 

date if this can be done without delay. ±8 Post accumulative totals of all retirement deductions. 

±9 Certify the record by entering "DEDUCTIONS AND 

SERVICECERTIFIED CORRECT" on the line immediately following the 

last entry on the Fiscal 
54 CSRS Individual Retirement Records and FERS 

Registers of Separations and Transfers 

Chapter 81 

Record. There should not be any lines left vacant between the last entry on the 

Fiscal Record and the entry "DEDUCTIONS AND SERVICE CERTIFIED 

CORRECT." Below this entry, the designated officer must sign (include position 

title) and date the form. 

Information in this chapter has not been updated since August 1996 

April, 1998 CSRS and FERS Handbook 
55 Chapter 81, Individual Retirement Records and Registers of Separations and Transfers 

Example 13 Preparation and Closing Out of Final SF 2806 for Disability Retirement 

±1 FINAL DISABILITY RETIREMENT

 Last Name First Name Middle Name 

1. Trudo Warren Andrew 

2. 

3. 

(Record Each Name Change 

- Strike Out Previous Name) 

Date of Birth Soc.Sec.No. Agency Payroll 

Office 

Location Payroll 

Office No. 

Mo Day Yr

2 9 46 999 99 9999

 6 XYZ Central Washington, 

DC 

24000001 

±6 Report of Ded Thru CY 1985 submitted with SF 2807 

OPM 059-007 Dated 11-2-86 

SERVICE HISTORY FISCAL RECORD 

Effective 

Date 

(1) 

Action 

(2) 

Base Pay 

(3) 

Do 

Not 

Use 

Remarks 

(4) 

Year 

(5) 

Calendar Year 

Salary 

Deductions 

(6) 

Accumulative 

Total Salary 

Deductions 

(7) 

Remarks 

(8) 

10-25-86 ±2 Ret Disab Appl 30,016 E 14 08 1986 2067.29 2067.29 

11-22-86 WGI 30,902 E 14 08 1987 832.00 ±7 2899.29 

5-1-87 ±3 Ret Disab 30,902 ±8 DEDUCTIONS AND SERVICE CERTIFIED CORRECT

 (Signature and Title) (Date) 

FEHB Code YV2 Basic Life elected 75% RED ±4 Pay Ceased: 5-1-87 

Opt B with 5 multiples ±5 Unused Sick Leave: None 

SF 2806 Individual Retirement Record U.S. Office of Personnel Management 

±1 Enter word "FINAL" above date of birth. ±5 Enter unused sick leave. 

±2 Enter date application for disability retirement, SF 2801, was executed. ±6 Enter reference to preliminary SF 2806 on which prior deductions reported. 

±3 Complete service history to show date of separation for disability retirement. ±7 Enter all deductions made subsequent to total previously reported on 

±4 Enter date pay ceased. preliminary SF 2806. If none were made, so certify. 
 

±8 Certify the record by certification on the next line following entry on fiscal

record. 

Chapter 81, Individual Retirement Records and Registers of Separations and Transfers 56 

Example 14 Preparation and Closing Out of Final SF 3100 for Disability Retirement 

±1 FINAL DISABILITY RETIREMENT

 Last Name First Name Middle Name 

1. Fink Richard Q 

2. 

3. 

(Record Each Name Change 

- Strike Out Previous Name) 

Date of Birth Soc.Sec.No. Agency Payroll 

Office 

Location Payroll 

Office No. 

Mo Day Yr

9 29 58 099 99 9999

 ABC Central Washington, DC 24000001 

Report of Ded Thru CY 1985 submitted with 

SF 2807 OPM 059-007 Dated 11-2-86 

SERVICE HISTORY FISCAL RECORD 

Effective 

Date 

(1) 

Action 

(2) 

Base

 Pay 

(3) 

Remarks 

(4) 

Year 

(5) 

Calendar Year 

Salary 

Deductions 

(6) 

Accumulative 

Total Salary 

Deductions 

(7) 

Remarks 

(8) 

±2 5-23-94 Ret Disab Appl 30,902 GS 11 - 3 ±6 Retirement Deductions through Calendar Year 1994

 Submitted with SF 3103 FERS 94-040 dated 5-23-94 $1,051.23 

±3 07-08-94 Ret Disab 37,217 GS 11-3 ±7 1994 69.18 69.18 

±8 DEDUCTIONS AND SERVICE CERTIFIED CORRECT

 (Signature and Title) (Date) 

±4 Pay Ceased: 2-27-94 

±5 Unused Sick Leave from CSRS Component: None 

SF 3100 Individual Retirement Record U.S. Office of Personnel Management 

±1 Enter word "FINAL' above date of birth.

±2 Enter date application for disability retirement, SF 3105, was executed. ±7 Enter all deductions made subsequent to total previously reported on 

±3 Complete service history to show date of separation for disability retirement. preliminary SF 3100. If none were made, so certify. 

±4 Enter date pay ceased. ±8 Certify the record by certification on the line next following entry on fiscal 

±5 Enter unused sick leave. record. 

±6 Enter reference to preliminary SF 3100 on which prior deductions reported.
 CSRS Individual Retirement Records and FERS 57 

Registers of Separations and Transfers
 

Chapter 81
 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook April, 1998 
58 Chapter 81, Individual Retirement Records and Registers of Separations and Transfers 

Example 15 Correction as Result of Understatement of Retirement Deductions 

±1 "SUPPLEMENTAL"

 Last Name First Name Middle Name 

1. Finover, Roberta C. ±2 

2. 

3. 

(Record Each Name Change ­

Strike Out Previous Name) 

Date of Birth Soc.Sec.No. Agency Payroll 

Office 

Location Payroll 

Office No. 

Mo Day Yr

01 03 30 123 45 6789

 XYZ Central Washington, 

DC 

24000001 

SERVICE HISTORY FISCAL RECORD 

Effective 

Date 

(1) 

Action 

(2) 

Base Pay 

(3) 

Do 

Not 

Use 

Remarks 

(4) 

Year 

(5) 

Calendar Year 

Salary 

Deductions 

(6) 

Accumulative 

Total Salary 

Deductions 

(7) 

Remarks 

(8) 

±3 1994 ±4 5.80 5.80 

±5 DEDUCTIONS AND SERVICE CERTIFIED CORRECT 

(Signature and Title) (Date) 

±6 Deductions for 1994 understated 

for pay period 20. 

SF 2806 Forwarded 4-24-81 with 

Reg. No. OPM 94-20 understated deductions 

in amount indicated. 

SF 2806 Individual Retirement Record U.S. Office of Personnel Management 

±1 Clearly identify as "SUPPLEMENTAL." ±5 Certify record on line next following entry of underpayment. 

±2 Fill in heading completely. ±6 Complete explanation of reason for correction. 

±3 Year in which error occurred. 

±4 Amount by which deductions were understated. 
 CSRS Individual Retirement Records and 

Registers of Separations and Transfers 

Chapter 81 

FERS 59 

August , 1996 CSRS and FERS Handbook 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook April, 1998 
 

Chapter 81, Individual Retirement Records and Registers of Separations and Transfers 60 

Example 16 Frozen SF 2806

 Last Name First Name Middle Name

 1. Jones John M 

2. 

3. 

(Record Each Name Change

- Strike Out Previous Name) 

Date of Birth Soc.Sec.No. Agency Payroll Office Location Payroll Office No. 

Mo Day Yr 

222 20 2222 2 9 53 

±1 FROZEN 

RETIREMENT 

RECORD 

ABC Central Washington, DC 66 00 0001 

SERVICE HISTORY FISCAL RECORD 

Effective 

Date 

(1) 

Action 

(2) 

Base Pay 

(3) 

Do 

Not 

Use 

Remarks 

(4) 

Year 

(5) 

Calendar Year 

Salary

Deductions (6) 

Accumulative 

Total Salary

Deductions (7) 

Remarks 

(8)

 1-1-82 Career Cond Appt 14,000 GS 5 1982 980.00 980.00 ±7 7% Ded 

1-1-83 Conv to Career Appt 14,560 Technician 1983 1,020.00 2,000.00 \

 15,142 1984 1,060.00 3,060.00 \

 15,747 1985 1,102.00 4,162.00 \

 16,377 ±4 Elected 

FERS

 1986 1,146.00 5,308.00 \ 

±3 7-18-87 Elected FERS 17,031 Eff 7-19-87 1987 596.00 ±6 5,904.00 \ 

±8 DEDUCTIONS AND SERVICE CERTIFIED CORRECT 

(Signature and Title) (Date) 

±5 Sick Leave Balance as of 

7-18-87 416 hours 

SF 2806 Individual Retirement Record U.S. Office of Personnel Management ±2 Frozen service; employee has more than 5 years of CSRS creditable civilian service as of the effective date of transfer. 

±1 Designate as "FROZEN SF 2806" employee. ±2 Annotate record to indicate Frozen service. Employee has more than 5 

years of CSRS creditable civilian service as of the effective date of 

transfer. 

±3 Date election is made. 

±4 Effective date of FERS coverage. ±5 Post sick leave balance as of the final day of CSRS coverage. 

NOTE: Agencies will retain the frozen record until the separation of the 
 Last Name First Name Middle Name Date of Birth Soc.Sec.No. Agency Payroll Office Location Payroll Office No. 

1. Jones John M Mo Day Yr

222 20 2222

2. 

3. 2 9 53 

(Record Each Name Change 

- Strike Out Previous Name) ABC Central Washington, DC 66 00 0001

SERVICE HISTORY FISCAL RECORD 

Effective 

Date 

Action Base Pay Remarks Year Calendar Year 

Salary 

Deductions 

Accumulative 

Total Salary 

Deductions 

Remarks 

(1) (2) (3) (4) (5) (6) (7) (8) 

±1 7-19-87 FERS effective date 17,032 ±1 Elected FERS 1987 110.00 ±2 110.00 ±3 See service on

 Effective 7-19-87 Frozen SF 2806 

±4 Sick leave balance

as of last day under 

CSRS -- 416 hrs. 

Submit with Register of Separations and Transfers, SF 3103 

±6 Deductions through pay period ending 7-18-87; last day under CSRS

coverage. ±7 In the remarks column (8) show the deduction percentage under CSRS. ±8 Enter "Deductions and Service Certified Correct and the signature, title

and date of certification on the line next following entry on fiscal record. 

Do not leave a line between the certification and the last deductions 

entered. NOTE:Card on manual SF 2806 systems should be certified when 

frozen. Card on automated SF 2806 systems should be certified when the 

card is produced. 

61 Chapter 81, Individual Retirement Records and Registers of Separations and Transfers 

Example 17 FERS Card After Freezing SF 2806

SF 3100 Individual Retirement Record U.S. Office of Personnel Management 

±1
 Effective date of FERS coverage. Annotate to reflect election to FERS.

±2
 Begin posting FERS deductions through employee separation.

±3
 Reference Frozen SF 2806.

±4
 Sick leave balance as of last day in CSRS.
 

August , 1996 CSRS and FERS Handbook 

Chapter 81, Individual Retirement Records and Registers of Separations and Transfers 62 

Example 18 ±1 Redesignated SF 2806 to FERS

 Last Name First Name Middle Name 

1. Smith Mary J 

2. 

3. 

(Record Each Name Change 

- Strike Out Previous Name) 

Date of Birth Soc.Sec.No. Agency Payroll 

Office 

Location Payroll Office 

No. 

Mo Day Yr 

1 1 59 333 33 3330

±2 FERS RETIREMENT

 RECORD 

XYZ Central Washington, 

DC 

88 00 0001 

SERVICE HISTORY FISCAL RECORD 

Effective 

Date 

(1) 

Action 

(2) 

Base Pay 

(3) 

Do 

Not

Use 

Remarks 

(4) 

Year 

(5) 

Calendar Year Salary Deductions (6) 

Accumulative Total Salary Deductions (7) 

Remarks 

(8)

 12-5-83 Career Cond Appt 14,000 GS-5 Technician 1983 82.00 82.00

 12-7-83 Con to Career Appt 14,000 1984 980.00 1,062.00 

--------­ --------­ 14,560 1985 1,019.00 2,081.00 

--------­ --------­ 15,142 ±3 Elected 

FERS

 1986 1,060.00 3,141.00

 9-12-87 Elected FERS 15,747 Effective 9-13-87 1987 735.00 ±4 3,876.00 7% Coverage 

±5 DEDUCTIONS AND SERVICE CERTIFIED CORRECT

 (Signature and Title) (Date) 

SF 2806 Individual Retirement Record U.S. Office of Personnel Management 

±2 Employee has less than 5 years CSRS creditable civilian service as of the effective date of the transfer. 
 CSRS Individual Retirement Records and FERS 63 

Registers of Separations and Transfers 

Chapter 81 

±1 Redesignated SF 2806 to FERS Title of Card. 

±2 Annotation to reflect redesignation of retirement record to FERS. 

Employee with less than 5 years CSRS non-offset creditable civilian service 

as of the effective date of the transfer. 

±3 Annotation to reflect date FERS election became effective. 

±4 Total redesignated and transferred to FERS control account. 

±5 Certify the record by certification on the next line following entry on fiscal 

record. 

CSRS and FERS Handbook April 1998 

Information in this chapter has not been updated since August 1996 

CSRS and FERS Handbook April, 1998 
 

64 Chapter 81, Individual Retirement Records and Registers of Separations and Transfers 

Example 19 ±1 FERS Card After Redesignating SF 2806

 Last Name First Name Middle Name 

1. Smith Mary J 

2. 

3. 

(Record Each Name Change 

- Strike Out Previous Name) 

Date of Birth Soc.Sec.No. Agency Payroll 

Office 

Location Payroll Office 

No. 

Mo Day Yr 

1 1 59 333 33 3330

±2 FERS RETIREMENT

 RECORD 

XYZ Central Washington, 

DC 

88 00 0001 

SERVICE HISTORY FISCAL RECORD 

Effective

Date 

(1) 

Action 

(2) 

Base Pay 

(3) 

Remarks 

(4) 

Year 

(5) 

Calendar Year Salary Deductions (6) 

Accumulative Total Salary Deductions(7) 

Remarks 

(8) 

±1 9-13-87 Career Appt 15,747 ±2 Elected FERS 1987 60.00 ±3 60.00

 Effective 9-13-87 

SF 3100 Individual Retirement Record U.S. Office of Personnel Management 

±1 FERS card after redesignating SF 2806, FERS effective date. NOTE: Annotation on FERS Retirement Record to indicate employee 

has less than 5 years of CSRS non-offset creditable civilian 

service as of the effective date of the transfer. 

±2 Annotation to reflect election to FERS. 

±3 Begin posting FERS deductions through employee separation. 

April 1998 CSRS and FERS Handbook 
 

 

Chapter 81, Individual Retirement Records and Registers of Separations and Transfers
 65 

Example 20 Additional Pay Status (APS), Night Shift Pay (NSP), or Hazard Premium Pay (HPP) at Multiple Pay Rates*

 Last Name First Name Middle Name 

1. Farr Jamie NMN 

2. 

3. 

(Record Each Name Change 

- Strike Out Previous Name) 

Date of Birth Soc.Sec.No. Agency Payroll Office Location Payroll Office No.

 Mo Day Yr

2 17 34 999 99 9999

 XYZ Central Washington DC 24 00 0001 

SERVICE HISTORY FISCAL RECORD 

Effective 

Date 

(1) 

Action 

(2) 

Base Pay 

(3) 

Remarks 

(4) 

Year 

(5) 

Calendar Year 

Salary 

Deductions 

(6) 

Accumulative 

Total Salary 

Deductions 

(7) 

Remarks 

(8)

 6-21-90 Pay Adj ±1 8.06 PH*±3 ±2 Clerk*±3 1991 ±4 157.00* 1100.00 ±5 80 Hrs LWOP

 at 8.06 PH

 in 1991 

SF 3100 

*APS or NSP at multiple rates - irregular schedule 

Individual Retirement Record U.S. Office of Personnel Management 

*APS or NSP at Multiple Pay Rates for employees who sometimes are paid at two or more pay rates (irregular schedules) while serving in the same position. This is shown on 

the SF 2806/SF 3100 by the different rates being posted with abbreviations such as NSP, APS, or HPP. 

±1 In column 3 (BASE PAY), only the basic pay of the lowest position 

occupied. 

±4 Asterisk (*) column 6 (CALENDAR YEAR SALARY DEDUCTIONS) 

under FISCAL RECORD and enter combined withholdings for all different 

rates of pay that are involved in the calendar year. Footnote the asterisk 

and clarify in footnote the reason for the amount of deductions withheld 

such as APS (additional pay status) or NSP (night shift pay). 

±2 Enter only title of lowest position he may occupy. 

±3 Enter combined withholdings for all different rates of pay. Place an 

asterisk (*) after BASE PAY in column 3 and also after title of position in 

column 4. ±5 In column 8, report all periods of LWOP for each year and rates of pay 

involved for each period of LWOP. 
66 CSRS Individual Retirement Records and 

Registers of Separations and Transfers 

Chapter 81 

FERS 

CSRS and FERS Handbook April 1998 

Information in this chapter has not been updated since August 1996 

April, 1998 CSRS and FERS Handbook 
67 Chapter 81, Individual Retirement Records and Registers of Separations and Transfers 

Example 21 Notification of Former Spouse Health Benefits Enrollment

 Last Name First Name Middle Name 

1. Fellow, Justin R. 

2. 

3. 

(Record Each Name Change 

- Strike Out Previous Name) 

Date of Birth Soc.Sec.No. Agency Payroll 

Office 

Location Payroll 

Office No. 

Mo Day Yr

 999 99 9999 8 11 49

 USDA NFC No.LA 12-40-0001 

SERVICE HISTORY FISCAL RECORD 

Effective 

Date 

(1) 

Action 

(2) 

Base Pay 

(3) 

Remarks 

(4) 

Year 

(5) 

Calendar Year 

Salary Deductions 

(6) 

Accumulative 

Total Salary 

Deductions 

(7) 

Remarks 

(8) 

1.a. Alice C. Fellow 

1.b. 11-2-50 

1.c. 000-99-9999 

SF 3100 Individual Retirement Record U.S. Office of Personnel Management 

Instructions ­

1.	 In addition to all the information otherwise required when a former spouse is entitled to FEHB coverage, include the following information in column 

4 (REMARKS): 

a.	 The former spouse's name 

b.	 The former spouse's date of birth 

c.	 The former spouses Social Security number 

d.	 The name and address of the office maintaining the health benefits folder (if the health benefits folder is maintained by an office other than the 

preparer of the SF 2806 or SF 3100). 

April 1998	 CSRS and FERS Handbook 
68 CSRS Individual Retirement Records and FERS 

Registers of Separations and Transfers
 

Chapter 81
 

Information in this chapter has not been updated since August 1996 

April, 1998 CSRS and FERS Handbook 
Individual Retirement Records and
 69 

Registers of Separations and Transfers
 

Chapter 81
 

Example 22 Standard Form 2807 Illustrating Preparation and Disposition of Form 

STANDARD FORM NO. 2807 Register of Separations 

July 1980 and Transfers 

Civil Service Retirement system 

Agency 

±1 XYZ 

Date 

±3 April 10, 1991 

Page No. 

±5 OPM 91-16 

Bureau or Reporting Unit 

±2 Central Office Location ±4 Washington, DC 

Payroll Office No.* 

±6 24 00 0001 

NAME AND DATE OF BIRTH 

(1) 

CURRENT YEAR 

RETIREMENT DEDUCTIONS 

(for agency use only) 

(2) 

TOTAL RETIREMENT 

DEDUCTIONS TO CREDIT 

OF EMPLOYEES 

(3) 

DATE OF SEPARATION 

AND REMARKS, IF ANY 

(4) 

±7 Fortney, Elsie J. 2-14-52

 SS#: 000-00-0000

 Gruman, John F. 8-19-69

 SS#: 000-00-0000

 Hagan, Thomas P. 1-2-58

 SS#: 000-00-0000

 Johnson, Wanda J. 4-9-61

 SS#: 000-00-0000

 Jones, Mary A. 5-4-39

 SS#: 000-00-0000

 O'Brien, John J. 1-19-58

 SS#: 000-00-0000 

±8 220.63

 330.72

 230.01

 189.30

 --­

306.54 

±9 408.52

 2,780.56

 230.01

 524.59

 10.00

 1,207.53 

±10 Resign 3-27-91

 Death 3-11-91

Final SF 2806

Ret Disab 3-27-91

 S Trans 3-27-91 to

 ABC Agency, NY, NY

 Supplemental SF 2806

See Reg # OPM 91-8 

Resign 3-20-91 

±11 Page Totals 1,277.20 5,161.21 

Totals Brought Forward from Page_15 _ ±12 17,504.52 80,676.52 

Accumulated Totals to Date 18,781.72 85,837.73 

INSTRUCTIONS: One copy of this register must accompany 2806's transmitted to the Office of Personnel Management and one copy sent to agency retirement officer by bureau or reporting

unit. 

*Give payroll office number os SUBMITTING office. 

±1 Enter name of agency. 

±2 Enter bureau or reporting unit of agency. 

±3 Enter date of preparation of SF 2807. 

±4 Enter location of bureau or reporting unit. 

±5 Indicate register series (OPM or IA) calendar 

year and page number (see text for 

instructions). 

±6 Enter payroll office number. 

±7 Enter name and DOB of separated employee 

from SF 2806. 

±8 Enter current calendar year deductions to date 

of separation from column 6 of SF 2806. 

±9 Enter total deductions to credit of employee as 

shown in last entry in column 7 of SF 2806. 

±10	 Enter date of and reason for separation from 

SF 2806 and any remarks of a pertinent 

nature. 

±11	 Enter totals for each page. 

±12	 Add the accumulated totals brought forward 

from the preceding page. The sum equals the 

amounts involved in separations to date in the 

current calendar year. 

NOTE: (A) Standard Forms 2806's not 

accompanied by register of separations and transfers 

will not be accepted by the Office of Personnel

 Management. 

CSRS and FERS Handbook	 August,1996 
 

 

70 Individual Retirement Records and
 

Registers of Separations and Transfers
 

Chapter 81
 

Example 23 Standard Form 3103 Illustrating Preparation and Disposition of 

Standard Form 3103, Register of Separations and Transfers 

1. Agency 

±1 XYZ 

2. Telephone Number 

444-555-1515 

3. Date 

±2 8-8-94 

4. Page No. 

±3 OPM-94-5 

±4 5. Bureau or Reporting Unit

 Central Office 

±5 6. Location

 Washington, DC 

±6 7. Payroll Office No.*

 24 00 0001 

8. Name, Date of Birth and 

Social Security No. 

(1) 

9. Current Year 

Retirement 

Deductions (for 

agency use only) 

(2) 

10. Total 

Retirement 

Deductions to 

Credit of 

Employees 

(3) 

11. Date of 

Separation and 

Remarks, if any 

(4) 

±7 Fink, Richard Q. 9-29-58

 SS#: 999-99-9999 

±8 69.18 ±9 1,051.23 ±10 Ret Disab 7-8-94

 (Pay Ceased: 2-27-94 

±11 Page Totals 69.18 1,051.23 

±12 Totals Brought Forward from Page xx 

250.00 5,000.00 

Accumulated Totals to Date 319.18 6,051.23 

INSTRUCTIONS: One copy of this register MUST accompany FERS Retirement Records, SF 3100's transmitted to the Office of Personnel Management at FERS, P.O. Box 200, Boyers, 

PA 16017. DO NOT USE this form to cover CSRS SF 2806's; instead use form SF 2807. Use the payroll office number of SUBMITTING office. 

Office of Personnel Management NSN 7540­

±1 Enter name of agency.

±2 Enter date of preparation of SF 3100.

±3
 Indicate register series (OPM or IA) calendar

year and page number (see text for
 

instructions).
 

±4 Enter bureau or reporting unit of agency.

±5 Enter location of bureau or reporting unit.

±6 Enter payroll office number.

±7
 In COLUMN 1, enter the name (Last name,

First name, Middle initial) and DOB (month,
 

day, year) of separated employee from 

SF 3100.
 

±8
 In COLUMN 2, enter current calendar year

deductions to date of separation from column 

6 (YEAR) of SF 3100.
 

±9 In COLUMN 3, enter total deductions to credit

of employee as shown in last entry in column 7 

(ACCUMULATIVE TOTAL SALARY 

DEDUCTIONS) of SF 3100. 

Standard Form 3103 

January 1987 

±10 In COLUMN 4, enter date of and reason for 

separation from SF 3100 and any pertinent 

remarks. 

±11 Total all entries in COLUMN 2 and COLUMN 

3 and enter amounts in line designated PAGE 

TOTALS. 

±12 In the line TOTALS BROUGHT FORWARD 

FROM PAGE ______, enter the following 

information from the previous SF 3103: 

a. In COLUMN 1, the series number; 

b. In COLUMN 2, the accumulated 

CURRENT YEAR RETIREMENT 

DEDUCTIONS; and 

c. In COLUMN 3, the accumulated 

TOTAL RETIREMENT DEDUCTIONS 

TO CREDIT OF EMPLOYEES. 

NOTE: (A) Standard Forms 3100's not 

accompanied by register of separations and transfers 

will not be accepted by the Office of Personnel 

Management. 

August, 1996	 CSRS and FERS Handbook 
Individual Retirement Records and
 71 

Registers of Separations and Transfers
 

Chapter 81
 

Example 24 Standard Form 2806-1, Illustrating Notice of Correction of Individual 

Retirement Record 

Standard Form 2806-1 

Rev February 1980 

Office of Personnel Management 

NOTICE OF CORRECTION OF INDIVIDUAL 

RETIREMENT RECORD 

CIVIL SERVICE RETIREMENT SYSTEM 

Office of Personnel Management
 

Retirement and Insurance Service
 

Washington, DC 20415
 

Please correct the Standard Form 2806 for the former employee named below as indicated: 

±1 NAME OF EMPLOYEE 

Edward M. Brown 

DATE OF BIRTH 

11/26/48 

SOCIAL SECURITY NUMBER 

198 76 5432 

AGENCY 

XYZ 

PAYROLL OFFICE NO. 

24 00 0001 

LOCATION (Incl. ZIP code) 

Washington, DC 20415 

REASON FOR CORRECTION

 To correct service history data. 

FISCAL DATA 

CURRENT YEAR TOTAL CUMULATIVE DEDUCTIONS 

DATA SHOWN ON STANDARD FORM 2806 

CORRECTED DATA 

AMOUNT OF OVERSTATEMENT OF TOTAL DEDUCTIONS 

SERVICE HISTORY DATA 

(Name, date of birth, appointment, separation, promotion, etc.--specify which) 

DATA SHOWN ON STANDARD FORM 2806 CORRECTED DATA 

±2 RET 12/30/85 ±3 S Trans 12/31/85

±4 STANDARD FORM 2806 FORWARDED TO OPM ON REGISTER CSC 85-54

DATED January 12, 1986 

CERTIFICATION

I certify that the corrections shown above are correct. 

±5 SIGNATURE

DATE February 3, 1986 TITLE For Chief, Budget and Finance Division 

±1 Name of employee, date of birth, social security 

number, name of agency, payroll office number 

and location. 

±4 Register number and date SF 2806 was 

forwarded to Office of Personnel Management. 

±5 Certify as to correctness of data reported.

±2 Service history data reported on SF 2806.

±3 Corrected service history data.

CSRS and FERS Handbook August,1996 
72 Individual Retirement Records and
 

Registers of Separations and Transfers
 

Chapter 81
 

Example 25 Notice of Correction of Individual Retirement Record, SF 3101 

(Notification of Former Spouse Health Benefits Enrollment When SF 3100 

Has Been Forwarded to OPM) 

FERS 

Notice of Correction of 

Individual Retirement Record 

Federal Employees Retirement System 

U.S. Office of Personnel Management 

Retirement Operations Center 

P.O. Box 200 

Boyers, PA 16017 

Please correct the FERS Retirement Record, Standard Form 3100, for the former employee named below: 

Name of Employee 

±1 Justin R. Fellow 

Date of Birth (Mo,Day,Yr) 

8-11-49 

Social Security No. 

999-99-9999 

Agency

 USDA 

Payroll Office No.

 12 40 0001 

Location (Include ZIP Code) 

Washington, DC 20400 

Reason for Correction: Identifying former spouse eligible for Health Benefits. 

FISCAL DATA 

Data Shown on Standard Form 3100 

Current Year Total Cumulative Deductions 

Corrected data

 Correction reported on SF 2812 Number Dated 

SERVICE HISTORY DATA (Name, date of birth, appointment, separation, promotion, etc.--Specify which) 

Data Shown on Standard Form 3100 Corrected Data

 n/a ±2 Alice C. Fellow 

HB Enrollment Code 105 

SS#: 990-90-9990 

Standard Form 3100 forwarded to OPM on Register: USDA 94-16 Dated: 11-30-94 

CERTIFICATION

 I certify that the corrections shown above are correct. 

±4 Signature 

SIGNATURE 

Title Telephone Number Date 

Standard Form 3101 

February 1987 

Instructions ­

1. In header, enter information to identify employee/agency. 

a. Employee's name 

b. Employee's date of birth (month, day, year) 

c. Employee's Social Security number 

d. Name of agency 

e. Payroll office number 

f. Location of agency (City, State, and Zip Code). 

2. In the second column under SERVICE HISTORY DATA, 

include the following information: 

a. The former spouse's name 

b. The former spouse is enrolled in FEHB in accordance 

with the Spouse Equity Act (Public Law 98-615) 

c. The former spouse's Social Security number. 

3. Enter the Register number and date the SF 2806 or 

SF 3100 was forwarded to OPM. 

4. Certify the correctness of changes reported. 

August, 1996 CSRS and FERS Handbook 
Individual Retirement Records and
 73 

Registers of Separations and Transfers
 

Chapter 81
 

Example 26 Notice of Correction of Individual Retirement Record, SF 3101 

FERS 

Notice of Correction of 

Individual Retirement Record 

Federal Employees Retirement System 

U.S. Office of Personnel Management 

Retirement Operations Center 

P.O. Box 200 

Boyers, PA 16017 

Please correct the FERS Retirement Record, Standard Form 3100, for the former employee named below: 

Name of Employee

 Robert E. Johnson 

Date of Birth (Mo,Day,Yr)

 2-8-33 

Social Security No.

 123-45-6699 

Agency

 XYZ 

Payroll Office No.

 24 00 0001 

Location (Include ZIP Code) 

Washington, DC 20400 

Reason for Correction: ±1 Error in posting deductions to original SF 3100. 

FISCAL DATA 

Data Shown on Standard Form 3100 

Current Year Total Cumulative Deductions 

±2 1988 ±3 747.77 

Corrected data 1988 ±4 361.10 

Amount of overstatement of total deductions ±5 386.67 

±6 Correction reported on SF 2812 Number 88-54 Dated 12/12/88 

SERVICE HISTORY DATA (Name, date of birth, appointment, separation, promotion, etc.--Specify which) 

Data Shown on Standard Form 3100 Corrected Data 

Standard Form 3100 forwarded to OPM on Register: Dated: 

CERTIFICATION

 I certify that the corrections shown above are correct. 

±7 Signature

 SIGNATURE 

Title Telephone Number Date 

Standard Form 3101 

February 1987 

±1 Reason deductions were overstated. 

±2 Year in which error occurred. 

±3 Total deductions shown on SF 3100. 

±4 Corrected total deductions. 

±5 Difference between fiscal data on SF 3100 and corrected 

fiscal data. 

±6 Register number and date SF 3100 was forwarded to OPM. 

±7 Certify as to correctness of changes reported. 

CSRS and FERS Handbook August,1996