DOJ 1200.1

Chapter 5-2, Payment of Expenses for Credentials, Accreditation, Licenses, Certification, and Examinations   (March 26, 2004)

A.   References.

B.  Policy.

1. This chapter is the Department's policy for the payment of expenses for credentials, licenses, certification, examinations and related expenses as allowed by 5 U.S.C. 5757.
   
   
2. Consistent with law, this order, and the availability of funds for such purpose, components may pay expenses for employees not excluded from eligibility in paragraph B. 3. to obtain and renew professional credentials, including expenses for professional accreditation, State-imposed and professional licenses, and professional certification, and for examinations to obtain such credentials. Payment may include, at the component's discretion, such additional expenses as fees for preparation for examinations, examinations, registration fees, and travel and per diem costs. Costs of payments authorized by this chapter will be borne by components, unless provided for elsewhere in the Department's budget.
   
   
3. Exclusions. This authority may NOT be exercised on behalf of any employee occupying or seeking to qualify for appointment to:
   
   
   1. Any position that is excepted from the competitive service because of the confidential, policy-determining, policy-making, or policy-advocating character of the position, or
      
      
   2. Any attorney position.
      
      
4. Approving Officials.
   
   
   1. GS and Prevailing Rate (Wage) Employees. Except for employees excluded by paragraph B.3., Component Heads may approve full or partial payment for credentials, licenses, certification, examinations and related expenses of GS and prevailing rate employees, consistent with this chapter, after developing a written plan for implementation as required by paragraph B.5. This authority may be redelegated.
      
      
   2. SES and Equivalent Employees. The DAG or his or her designee approves full or partial payment for credentials, licenses, certification, examinations and related expenses of SES and equivalent employees.
      
      
5. Written Plans.
   
   
   1. Components implementing this authority shall develop a written component plan for use of this authority. The plan must be developed for the FY during which the authority is implemented and reviewed and revised, if appropriate, at the beginning of every FY thereafter. The plan must ensure that the criteria for payment of expenses are consistent with Merit Principles set forth in 5 U.S.C. 2301, and it must be consistent with any collective bargaining obligations. In addition, the plan shall address:
      
      
      1. How this authority will benefit the systematic development and enhanced job performance of employees in support of organizational objectives or how this authority will be used to enhance recruitment and retention of employees;
         
         
      2. How positions have been identified for using this authority;
         
         
      3. The types of expenses that will be paid;
         
         
      4. Internal DOJ training and credentialing sources and why an external source is required to meet the need;
         
         
      5. Annual costs estimates for each FY detailing expenses that will be paid;
         
         
      6. Procedures for protecting the Government's interest when an employee fails to pass an examination, or leaves the component;
         
         
      7. Procedures for applying for payment; and
         
         
      8. Procedures for approving payments.
         
         
   2. Component plans must be available for review by JMD.
      
      

Recordkeeping. Payments for all fees must be appropriately identified in existing component training record systems and financial management systems. Components must be able to identify and track payments made under this authority.

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