B-40735, APRIL 1, 1944, 23 COMP. GEN. 743

B-40735: Apr 1, 1944

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PAY ROLLS - EVIDENCE REQUIREMENTS FOR ADDITIONAL IDENTICAL POSITIONS WHERE AN ORIGINAL POSITION HAS BEEN PREVIOUSLY ALLOCATED BY THE PERSONNEL CLASSIFICATION DIVISION OF THE CIVIL SERVICE COMMISSION AND AN ADDITIONAL IDENTICAL POSITION IS CREATED ADMINISTRATIVELY. THE CREATION OF ADDITIONAL POSITIONS HAVING DUTIES AND RESPONSIBILITIES IDENTICAL WITH THOSE OF AN EXISTING POSITION OR POSITIONS PREVIOUSLY FINALLY ALLOCATED IN THE GRADE AND CLASS WITHIN THE SAME BUREAU OR OFFICE IS A MATTER FOR ADMINISTRATIVE CONSIDERATION AND DOES NOT REQUIRE THE APPROVAL OF THE PERSONNEL CLASSIFICATION DIVISION OF THE CIVIL SERVICE COMMISSION BEFORE AN EMPLOYEE MAY BE APPOINTED. 1944: I HAVE YOUR LETTER OF MARCH 14.

B-40735, APRIL 1, 1944, 23 COMP. GEN. 743

PAY ROLLS - EVIDENCE REQUIREMENTS FOR ADDITIONAL IDENTICAL POSITIONS WHERE AN ORIGINAL POSITION HAS BEEN PREVIOUSLY ALLOCATED BY THE PERSONNEL CLASSIFICATION DIVISION OF THE CIVIL SERVICE COMMISSION AND AN ADDITIONAL IDENTICAL POSITION IS CREATED ADMINISTRATIVELY, THE IDENTIFICATION ON THE PAY ROLL OF THE ORIGINAL POSITION MAY BE MADE BY USE OF A CIVIL SERVICE COMMISSION NUMBER IN LIEU OF THE PRESENT PROCEDURE WHICH REQUIRES A REFERENCE TO THE ORIGINAL POSITION BY THE NAME OF THE INCUMBENT OCCUPYING SUCH POSITION. 9 COMP. GEN. 261, MODIFIED. THE CREATION OF ADDITIONAL POSITIONS HAVING DUTIES AND RESPONSIBILITIES IDENTICAL WITH THOSE OF AN EXISTING POSITION OR POSITIONS PREVIOUSLY FINALLY ALLOCATED IN THE GRADE AND CLASS WITHIN THE SAME BUREAU OR OFFICE IS A MATTER FOR ADMINISTRATIVE CONSIDERATION AND DOES NOT REQUIRE THE APPROVAL OF THE PERSONNEL CLASSIFICATION DIVISION OF THE CIVIL SERVICE COMMISSION BEFORE AN EMPLOYEE MAY BE APPOINTED, PROMOTED, OR TRANSFERRED TO SUCH ADDITIONAL POSITION AND PAID THE SALARY THEREOF.

COMPTROLLER GENERAL WARREN TO THE PRESIDENT, UNITED STATES CIVIL SERVICE COMMISSION, APRIL 1, 1944:

I HAVE YOUR LETTER OF MARCH 14, 1944, AS FOLLOWS:

YOUR APPROVAL IS REQUESTED FOR A CHANGE OF EXPLANATION GIVEN IN THE " REMARKS" COLUMN OF THE COMMISSION'S PAYROLL FOR PERSONAL SERVICES. IT IS BELIEVED THAT PAPER WORK MAY BE SIMPLIFIED AND CERTAIN OVERLAPPING RECORDS MAY BE ABOLISHED IN OUR OWN PERSONNEL DIVISION IF COMPTROLLER GENERAL'S DECISION A-39340 (9CG261) WERE MODIFIED IN RESPECT TO REPORTING APPOINTMENT TO IDENTICAL ADDITIONAL POSITIONS.

THE ITEM IN QUESTION COMES UNDER (2) OF THE ABOVE-MENTIONED DECISION WHICH READS IN PART,

"WHERE THE POSITION IS "ADDITIONAL" THERE SHOULD APPEAR IN THE REMARKS COLUMN OF THE PAYROLL SUFFICIENT INFORMATION TO SHOW (1) THE DATE OF CREATION AND PLACEMENT IN A PARTICULAR GRADE AND CLASS BY THE ADMINISTRATIVE OFFICE, AND (2) REFERENCE TO THE POSITION BY NAME OF THE INCUMBENT HAVING IDENTICAL DUTIES AND RESPONSIBILITIES PREVIOUSLY ALLOCATED BY THE PERSONNEL CLASSIFICATION BOARD IN THE SAME GRADE AND CLASS AND UNDER THE SAME BUREAU, OFFICE OR OTHER APPROPRIATION UNIT; ALSO DATE OF APPOINTMENT, OFFICIAL TITLE OF THE APPOINTING OFFICER, DATE OF ENTRANCE ON DUTY AND DATE OF OATH.'

IT IS PROPOSED THAT REFERENCE TO IDENTICAL ADDITIONAL POSITIONS BE PERMITTED BY USE OF CIVIL SERVICE COMMISSION NUMBER RATHER THAN BY NAME OF THE INCUMBENT OF THE MODEL POSITION. FOR EXAMPLE, INSTEAD OF

"POSITION IDENTICAL AND ADDITIONAL TO POSITION OCCUPIED BY RICHARD ROE.' THE PAYROLL NOTE WOULD SHOW,

"POSITION IDENTICAL AND ADDITIONAL TO CSC NO. ....... .'

IDENTIFICATION OF DUTIES, SERVICE, GRADE, ALLOCATION DATE, ETC. OF THE MODEL POSITION (PREVIOUSLY ALLOCATED BY THE CIVIL SERVICE COMMISSION) WOULD BE ACCOMPLISHED BY REFERRING TO POSITION NUMBER RATHER THAN TO THE NAME OF THE PERSON WHO OCCUPIES THE MODEL POSITION. EACH CIVIL SERVICE COMMISSION NUMBER REFERS TO A JOB DESCRIPTION ON FILE WITH THE CIVIL SERVICE COMMISSION AND THEREFORE PROVIDES ABSOLUTE IDENTIFICATION OF THE POSITION AND PROVIDES DATA FOR A COMPLETE AUDIT IF DESIRED.

WILL YOU PLEASE ADVISE US WHETHER THE PROPOSED MODIFICATION IS PERMISSIBLE.

THE CREATION OF ADDITIONAL POSITIONS IS A MATTER FOR ADMINISTRATIVE CONSIDERATION AND DOES NOT REQUIRE THE APPROVAL OF THE PERSONNEL CLASSIFICATION DIVISION OF THE CIVIL SERVICE COMMISSION BEFORE AN EMPLOYEE MAY BE APPOINTED, PROMOTED, OR TRANSFERRED TO SUCH ADDITIONAL POSITION AND PAID THE SALARY THEREOF. 9 COMP. GEN. 101. CONSEQUENTLY, UNDER PRESENT AUDIT PROCEDURE IT IS REQUIRED THAT A REFERENCE TO THE ORIGINAL POSITION BY THE NAME OF THE INCUMBENT OCCUPYING SUCH POSITION BE SHOWN ON THE PAY ROLL. THIS REFERENCE PERMITS A DETERMINATION THAT THE POSITION HAS BEEN PREVIOUSLY ALLOCATED AND OBVIATES THE NECESSITY OF AGAIN SHOWING ON THE PAY ROLL THE DATE OF RECEIPT IN THE ADMINISTRATIVE OFFICE OF THE ORIGINAL ALLOCATION OF THE POSITION.

SINCE THE POSITION PREVIOUSLY ALLOCATED, TO WHICH AN ADDITIONAL IDENTICAL POSITION IS CREATED ADMINISTRATIVELY WILL BE IDENTIFIED BY NUMBER, RATHER THAN THE NAME OF THE INCUMBENT OF THE FORMER POSITION, THE PROPOSED MODIFICATION WILL MEET THE REQUIREMENTS OF THE AUDIT BY THIS OFFICE AND, ACCORDINGLY, IS APPROVED.