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National Geospatial-Intelligence Agency

INSTRUCTION

NUMBER 1402.2

27 June 2018

HD

SUBJECT: Incentives and Annual Leave Service Credit

References: See Enclosure 1.

1. PURPOSE. This Instruction establishes policy, assigns responsibilities, and provides

procedures for the use of incentives (i.e., recruitment, relocation, retention (3R), student 

loan repayment (SLR)) and annual leave service credit, in accordance with (IAW) 

References (a) through (o).

2. APPLICABILITY. This Instruction applies to all NGA civilian employees.

3. DEFINITIONS. See Glossary.

4. POLICY. It is NGA policy to:

a. Offer incentives to attract, recruit, and retain employees if it is determined that the

employee’s position is likely to be difficult to fill or if it is essential to retain the employee. 

(References (c) and (d))

b. Ensure incentive decisions are made based on mission need and are offered to

individuals based on merit systems principles, without regard to race, color, religion, 

national origin, sex (to include gender identity), age, sexual orientation, disability, 

genetic information, or reprisal. (References (e), (f), (k), and (l))

5. RESPONSIBILITIES. See Enclosure 2.

6. PROCEDURES. See Enclosures 3 through 7.

7. EFFECTIVE DATE. This Instruction is effective on the date of signature.
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Enclosures

1. References

2. Responsibilities

3. Recruitment Incentives 

4. Relocation Incentives 

5. Retention Incentives 

6. Student Loan Repayment

7. Annual Leave Service Credit

Appendices

 1. Factors Used to Authorize Incentives

 2. Continuing Service Agreements

Glossary
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TABLE OF CONTENTS

CHANGE LOG ................................................................................................................ 4

ENCLOSURE 1: REFERENCES..................................................................................... 5

ENCLOSURE 2: RESPONSIBILITIES ............................................................................ 6

Director, NGA..................................................................................................................6

Director, Human Development ........................................................................................6

Director, Human Development Workforce & Management Services ................................6

Director, Human Development Talent Acquisition ...........................................................6

Chief Financial Executive ................................................................................................6

Career Service Head.......................................................................................................6

Recruitment, Relocation, Retention and Student Loan Repayment Program Manager....7

Employees ......................................................................................................................7

ENCLOSURE 3: RECRUITMENT INCENTIVES ........................................................... 8

ENCLOSURE 4: RELOCATION INCENTIVES ............................................................... 9

ENCLOSURE 5: RETENTION INCENTIVES ............................................................... 10

ENCLOSURE 6: STUDENT LOAN REPAYMENT ........................................................ 11

ENCLOSURE 7: ANNUAL LEAVE SERVICE CREDIT................................................. 13

APPENDIX 1: FACTORS USED TO AUTHORIZE INCENTIVES................................. 14

APPENDIX 2: CONTINUING SERVICE AGREEMENTS.............................................. 16

GLOSSARY .................................................................................................................. 19
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CHANGE LOG

Change 

Type

Change 

Date

Revised 

By

Pages 

Affected Change Description
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ENCLOSURE 1

REFERENCES

(a) Title 20 United States Code (USC), “Higher Education Act of 1965” 

(b) Title 5, Code of Federal Regulations (CFR), Part 537, “Repayment of Student 

Loans” 

(c) Title 5, CFR, Part 575, “Recruitment, Relocation, and Retention Incentives”

(d) DoD Instruction (DoDI) 1400.25, Volume 631, “DoD Civilian Personnel Management 

System: Credit for Prior Non-Federal Work Experience and Certain Military Service 

for Determining Leave Accrual Rate,” 31 August 2009

(e) DoDI 1400.25, Volume 2001, “DoD Civilian Personnel Management System: 

Defense Civilian Intelligence Personnel System (DCIPS) Introduction,” 29 December 

2008

(f) DoDI 1400.25, Volume 2005, “DoD Civilian Personnel Management System 

(DCIPS): Employment and Placement,” 03 March 2012

(g) DoDI 1400.25, Volume 2006, “DoD Civilian Personnel Management System: 

Defense Civilian Intelligence Personnel System (DCIPS), Volume 2006, 

“Compensation Administration,” 03 March 2012

(h) DoD 7000.14-R, Department of Defense Financial Management Regulation, Volume 

8, “Civilian Pay Policy” November 2017

(i) DoD Memorandum, Office of the Under Secretary of Defense Civilian Personnel 

Policy, “Student Loan Repayment Program,” 30 September 2004

(j) NGA Directive (NGAD) 1402, “Leave and Other Absences,” 03 September 2013

(k) NGA Instruction (NGAI) 1020.3, “Equal Opportunity Employment and Affirmative 

Employment,” 05 November 2015

(l) NGAI 1100.1, “Protecting Whistleblowers with Access to Classified Information,” 29 

July 2014

(m)NGAI 5425.1, “NGA Corporate Policy Program,” 25 July 2016

(n) NGAI 7250.1, “Civilian Permanent Change of Station (PCS) Relocation Allowances,” 

17 March 2016

(o) NGAI 8040.2, “Records and Information Life Cycle Management, Appendix 6: 600 

Series – Human Resources Files,” 30 March 2016
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ENCLOSURE 2

RESPONSIBILITIES

1. Director, NGA (D/NGA), designates the Director, Human Development (D/HD), to 

oversee the incentives and annual leave service credit program. (References (b), (c) 

and (d))

2. D/HD.

a. Oversees incentives and annual leave service credit program IAW References (a) 

through (o).

b. Designates the Director, Workforce & Management Services (D/HDC), to approve

3R and SLR incentive programs consistent with applicable laws and regulations IAW 

References (b), (c), and (g).

c. Designates the Director, Human Development Talent Acquisition (D/HDR), to

approve an annual leave service credit for a new hire IAW Reference (d).

3. D/HDC.

a. Assigns a 3R and SLR program manager.

b.Collaborates with the career service head (CSH) to annually review incentive 

program funding availability, the need for incentives, and incentive types and amounts. 

c.Considers and approves 3R and SLR requests, as appropriate, which are 

contingent on mission need, budgetary constraints, and other factors used to authorize 

incentives (see Appendix 1) IAW References (b), (c), and (g).

4. D/HDR approves or disapproves the amount of an annual leave service credit IAW 

Reference (d). 

5. Chief Financial Executive (CFE).

a.Verifies that adequate funds are available in the budget to support the 3R and SLR 

requests.

b.Processes 3R and SLR incentives for payment IAW Reference (h).

6. CSH.

a. Collaborates with D/HDC to conduct an annual review of the incentives programs. 
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b. Assesses the need to offer incentives and submits 3R and SLR request packages

for consideration to D/HDC IAW References (b), (c), and (d).

7. 3R and SLR Program Manager.

a. Establishes procedures and executes the program IAW References (a) through 

(c) and (i). 

b. Establishes, issues, and maintains continuing service agreements (CSA) for 

employee signature IAW References (c) and (o). 

c. Maintains 3R and SLR documentation IAW References (b), (d), and (o).

8. Employees. 

a. Meet eligibility requirements to be considered for an incentive.

b. Sign the CSA under which he or she agrees to a specified period of employment 

with NGA IAW References (b) and (c).
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ENCLOSURE 3

RECRUITMENT INCENTIVES

NGA may pay a recruitment incentive to a newly appointed employee if NGA has 

determined that the position is likely to be difficult to fill in the absence of an incentive. 

1. Eligibility.

(1) Newly appointed to Federal service, (Reference (c)); or

(2) Appointed following a break in service of at least 90 days from a previous 

appointment as a Federal employee, (Reference (c)); and

(3) Free of any existing service requirements related to incentives. (Reference 

(c))

2. Submission Request.

a. Individual or group recruitment incentive requests may be submitted by CSH for 

consideration to D/HDC IAW Reference (c).

b. Submitted incentive packages that address the factors used to authorize 

incentives (see Appendix 1) are reviewed and a decision is rendered by D/HDC.

c. If a submission request is approved, the 3R and SLR program manager prepares

a CSA and obtains the employee’s signature.

 

3. Disbursement of Payment. 

 a. After an employee begins work and signs the CSA, the recruitment incentive is 

disbursed for payment IAW References (c) and (h).

 b. Recruitment incentives may be paid as an initial lump sum at the start of the 

service period or in installments throughout the service period IAW Reference (c). 

 c. Recruitment incentive payments may not exceed 25 percent of the employee’s 

annual rate of basic pay in effect at the beginning of the service period multiplied by the 

number of years in the service period, not to exceed 4 years IAW References (c) and 

(h).
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ENCLOSURE 4

RELOCATION INCENTIVES

When a major organizational unit relocates to a new duty station, or if NGA mission 

requires that a new NGA site be established, relocation incentives may be offered to 

groups of employees to ensure continued operations without disruption of functions 

deemed essential to NGA.

1. Eligibility.

a. The worksite of the new position is located 50 miles or more from the position 

held immediately before the move (Reference (c)); and

b. The employee has a current rating record of “successful” or above (Reference 

(c)); and

c. The employee is not currently serving under a recruitment incentive agreement

(Reference (c)); and

d. The employee maintains all eligibility criteria specified in the CSA. (Reference (c))

2. Submission Request. 

a. Individual or group incentive requests are submitted by CSH to D/HDC for 

consideration IAW Reference (c). 

b. Submitted incentive packages that address the factors used to authorize 

incentives (see Appendix 1) are reviewed and a decision is rendered if approval is 

obtained.

c. If a submitted request is approved, the 3R and SLR program manager prepares a

CSA and obtains the employee’s signature.

3. Disbursement of Payment.

a. After an employee establishes a residence in the new geographic area and signs 

the CSA, the relocation incentive is disbursed for payment IAW References (c) and (h).

b. Lump sum payments will not be paid before the beginning, or beyond the end of,

the period covered by the CSA IAW Reference (c).

c. Relocation incentive payments may not exceed 25 percent of the employee’s 

annual rate of basic pay in effect at the beginning of the service period multiplied by the 

number of years in the service period, not to exceed 4 years IAW Reference (c) and (h).
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ENCLOSURE 5

RETENTION INCENTIVES

NGA may pay a retention incentive to an individual employee or a group of employees 

when it determines that employees have unusually high or unique qualifications, or that 

the employees’ services makes retention essential, and when there is evidence that the 

employee, or a group of employees, will leave the Federal service in the absence of a 

retention incentive.

1. Eligibility.

a. Each employee must have a rating of at least “successful” or the equivalent rating

for the last performance period. (Reference (c))

b. Employees are not eligible for a retention incentive if they are currently completing 

a recruitment or relocation incentive CSA. (Reference (c))

2. Submission Request.

a. Individual or group incentive requests are submitted by CSH to D/HDC for 

consideration IAW Reference (c). 

b. Submitted incentive packages that address the factors used to authorize

incentives (see Appendix 1) are reviewed and a decision is rendered by D/HDC.

c. If a submitted request is approved, the 3R and SLR program manager will 

prepare a CSA and obtain the employee’s signature.

3. Disbursement of Payment.

a. Funds are disbursed after the completion of the service period or in installments 

after a specified period of service is complete as outlined in the CSA IAW Reference 

(h).

b. Retention incentive payments may not exceed 25 percent of the employee’s 

annual rate of basic pay in effect at the beginning of the service period multiplied by the 

number of years in the service period, not to exceed 4 years IAW Reference (c) and (h). 
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ENCLOSURE 6

STUDENT LOAN REPAYMENT (SLR)

NGA may pay SLR incentives to facilitate the recruitment or retention of highly skilled or 

uniquely qualified employees. There must be a high risk that an employee would leave 

Federal service in the absence of SLR. (References (b) and (i))

1. Eligibility.

a. Student loan is insured or guaranteed. (References (a) and (b))

b. Outstanding student loan must not be in default. (References (a) and (b))

2. Recruitment-Related SLR. 

a. Requests to offer SLR incentives to recruit highly qualified individuals should 

address the difficulty of filling the position with a highly qualified individual and the 

impact to NGA’s mission. (Reference (c))

b. Determinations for recruitment purposes must be made before the new employee 

begins work in the position for which he or she was recruited.

c. NGA may not use SLR benefits to recruit current Federal employees.

3. Retention-Related SLR. Requests to offer incentives to retain highly qualified civilian 

employees must address the employee’s unique qualifications. Requests include a 

written assessment verifying that the absence of an SLR means the employee would 

likely leave Federal service and their departure would hinder the essential functions of 

NGA’s mission. (Reference (i))

4. Submission Request.

a. SLR request packages are submitted by CSH for consideration to D/HDC IAW 

Reference (b).

b. Submitted packages that address the factors used to authorize incentives are 

reviewed and a decision is rendered.

c. If the submitted request is approved, the 3R and SLR program manager prepares 

a CSA and obtains the employee’s signature.

5. Disbursement of Payment. 

a. After a highly qualified civilian employee signs the CSA, enters on duty, and 

begins serving in the position, funds are disbursed to the loan holder on behalf of the 

employee of the student loan, IAW Reference (b). 
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b. Payments to the holder of the employee’s student loan are prorated in biweekly 

payments over the applicable year of service, starting with the effective date of the 

employee’s service agreement. Appropriate tax withholdings will be deducted or applied 

at the time any payment is made (i.e., Federal income tax, state and local income 

taxes). (Reference (i))
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ENCLOSURE 7

ANNUAL LEAVE SERVICE CREDIT

Annual leave service credit for prior non-Federal work experience or active duty 

honorable uniformed service that otherwise would not be creditable may be approved 

as a recruitment tool, provided the related criteria and eligibility requirements are met. 

Credit must be approved and documented in writing before the entry on duty date. This 

credit does not apply to creditable service a veteran is entitled to by the law or DoD 

policy. (References (d) and (j))

1. Eligibility.

a. A first appointment as a Federal civilian employee, including retired members of 

the uniformed services who were discharged under honorable conditions regardless of 

tenure (Reference (d)); or

b. A reappointment following a break in service of at least 90 calendar days after the 

employee’s last period of civilian Federal employment (Reference (d)); and

c. Skills and experience of the employee are necessary to achieve an important 

agency mission or performance goal. (Reference (d))

2. Submission Request.

a. Annual leave service credit request packages are submitted for consideration IAW 

Reference (d).

b. Submitted packages that meet the criteria used to authorize annual leave service 

credit are reviewed and a decision is rendered.

c. If approved, credit for prior work experience or active duty uniformed service is 

granted to the applicant upon the effective date of the employee’s initial appointment 

with NGA IAW Reference (d). There are no provisions for retroactive determinations on 

the annual leave accrual rate after the employee enters onto duty with NGA. 

3. Amount of Service Credit. The amount of service credited may not exceed the actual 

amount of service during which the employee performed the duties directly related to 

the position to which he or she is being appointed. The minimum amount of service that 

may be credited is one year. (Reference (d))

4. Permanent Credit. An employee’s annual leave service credit will remain creditable 

unless the employee fails to complete one full year of continuous service within the DoD

IAW Reference (d). Service credit is not creditable for retirement. A CSA is not required.

(Reference (d))
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APPENDIX 1

FACTORS USED TO AUTHORIZE INCENTIVES

1. Incentive Factors. Incentive request packages must address each of the factors listed 

below IAW Reference (c):

a. Availability of funds to support an incentive program;

b. Availability and quality of applicants possessing the competencies required for the 

position, including the success of recent efforts to recruit for similar positions using 

indicators such as offer acceptance rates, the proportion of positions filled, and the 

length of time required to fill similar positions;

c. Salaries typically paid outside the Federal government for similar positions;

d. Recent turnover in similar positions;

e. Employment trends and labor-market factors that may affect NGA’s ability to 

recruit applicants for similar positions; 

f. Special or unique competencies required for the position;

g. Efforts to use non-pay authorities, such as special training and work scheduling 

flexibilities, to resolve difficulties singularly or in combination with an incentive;

h. Desirability of the duties, work, or organizational environment or geographic 

location of the position;

i. Group of covered employees;

j. Conditions that require a group incentive;

k. Period of time that authorization is valid;

l. Other supporting factors (e.g., mission criticality, investment area, geographic 

area, etc.)

2. NGA determines appropriate percentage of salary awarded as a 3R incentive and 

SLR repayment amounts IAW Reference (c), (b), and (i). 

3. Exceptions.

a. An employee may not be paid a relocation incentive while fulfilling a recruitment 

incentive service agreement. However, if an employee is fulfilling a recruitment incentive 

service agreement at the time a relocation incentive is proposed, NGA may terminate 
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that agreement, collect pro-rated repayment of the recruitment incentive from the 

employee if any is due, and then initiate a relocation incentive. (Reference (c))

b. An employee may receive a relocation incentive while fulfilling a retention 

incentive service commitment, (or while receiving a retention incentive if it is paid biweekly) when the retention incentive payments have already started at the time the 

relocation incentive is approved. However, the employee’s position must continue to 

meet the criteria for retention incentives. (Reference (c))
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APPENDIX 2

CONTINUING SERVICE AGREEMENTS

1. CSA Content. CSAs contain the following details, IAW References (b) and (c):

a. Name, position title, pay band, and organization;

b. Required period of service (in months and years) and the total amount authorized 

for payment, and the beginning and ending dates of the service period:

(1) 3R incentives. Service periods must begin on the first day of a pay period and 

end on the last day of a pay period (Reference (c));

(2) SLR. Service periods begin on the date specified in the service agreement, 

which may not be earlier than the date it is signed or the date the employee begins to 

serve in the position (Reference (b));

c. The method of payment;

d. The employee is free of any existing service requirements related to incentives;

e. The terms or conditions under which the approving official may terminate the 

continuing service agreement;

f. Extended Absences:

(1) 3R. The CSA will address the extent to which periods of time on a detail, in a 

nonpay status, or in a paid leave status are creditable towards the completion of the 

service period. A maximum of 80 hours of leave without pay (LWOP) per year is 

creditable toward completion of the agreement. LWOP in excess of 80 hours per year 

does not count towards the completion of a 3R incentive CSA. (Reference c);

(2) SLR. Periods of leave without pay, or other periods during which the 

employee is not in a pay status, do not count toward completion of the required service 

period IAW Reference (b). Service periods will be extended IAW Reference (b).

Absence caused by uniformed service or compensable injury is considered creditable 

toward the required service period upon reemployment. (References (b) and (i));

g. The monetary impact of both voluntary and management decisions to terminate 

CSAs (i.e., conditions under which the employee must repay any portion of the benefit) 

before the end of the service period;

h. The requirement to maintain an annual rating of record of at least “successful” or 

equivalent rating;
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i. A statement that the decision to terminate a CSA may not be grieved or appealed, 

and;

j. A statement that the CSA in no way constitutes a right, promise, or entitlement for 

continued employment, or continuation of the benefit beyond the terms of the signed 

agreement.

2. Termination or Modification of CSA.

a. NGA may terminate or modify a CSA at any time IAW References (b) and (c). 

b. IAW References (b) and (c), NGA must terminate a service agreement if:

 (1) An employee is demoted or separated for cause (i.e., for unacceptable 

performance or conduct);

 (2) An employee receives an annual rating of less than “successful;” 

 (3) An employee fails to fulfill the terms of the CSA. 

 

 c. IAW References (b) and (c), an employee must repay monetary incentives if:

 (1) The employee is separated as a result of false or inaccurate statements; or

 (2) There is deception or fraud in the appointment; or

 (3) The employee fails to meet employment qualifications; or

(4) The employee fails to complete the agreement; or

(5) The employee received incentive payments in excess of the amount that 

would be attributable to the completed portion of the service period.

d. IAW Reference (c), an employee is not required to repay monetary incentive 

payments if: 

 (1) It is previously paid by NGA and attributable to the completed portion of the 

service period; or

 (2) It is less than the amount that would be attributable to the completed portion of 

the service period. 

d. NGA is not obligated to pay the employee the amount attributable to completed 

service, unless the Agency agreed to such payment under the terms of the CSA IAW 

Reference c. 
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3. Record Retention. A copy of the CSA is placed in the employee’s official personnel 

file and all documentation is maintained IAW References (b), (c), and (o). 
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GLOSSARY

Continuing 

Service 

Agreement

(CSA)

A written agreement between an agency and an employee (or 

selected applicant) under which the person agrees to a specified 

period of employment with the agency of not less than six months or 

more than 4 years in return for payment of an incentive. (Reference 

(c))

Group 

Relocation 

Incentives

Incentives approved for members of a group of employees who are 

subject to a mobility agreement and the agency determines that the 

relocations are necessary to retain employees and to ensure 

continuation of operations. Group relocation incentives may also be 

approved if a major organizational unit of the agency is relocated to 

a new duty station and the agency determines that relocation 

incentives are necessary to ensure continued operation without 

undue disruption of an activity or function that is essential to NGA’s 

mission. (Reference (c))

Recruitment 

Incentive

Relocation 

Incentive

Retention 

Incentive

Student Loan 

Repayment

(SLR)

An incentive that may be paid to a highly skilled applicant or group 

of applicants with unique qualifications if recent efforts to fill the 

positions have been unsuccessful. The determination to offer a 

recruitment incentive must be made before the position is 

announced and the terms of the incentive finalized before an 

applicant enters on duty in the position for which the applicant was 

recruited. (Reference (c))

An incentive that may be paid to employees who must relocate to 

accept a position in a different geographic area and when it has 

been determined that the position would be difficult to fill in the 

absence of the incentive. (Reference (c))

An incentive that may be paid to a uniquely qualified employee or 

specified group of employees if it is essential to retain their services 

and the ability to carry out mission- essential functions would be 

affected by the employee’s departure. There must be a high risk 

that an employee would leave Federal service in the absence of a 

retention incentive. (Reference (c)) 

A benefit provided to an employee in which an agency repays (by 

direct payment on behalf of the employee) a qualifying student loan 

previously taken out by the employee. (Reference (b))