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«U.S. DEPARTMENT OF HEALTH AND HUMAN SERVICES Program Support Center Human Resources Service Division of Commissioned Personnel 5600 Fishers Lane, ...»

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Up to 5 days per year of administrative leave may be granted to attend professional meetings, take licensure or certification exams, etc. (The activity must be of interest to both HHS and the officer.) Up to 3 days administrative leave can be granted upon departure and arrival on a Permanent Change of Station. Administrative leave cannot be granted upon separation or retirement.

Leave without pay is not granted to officers except for very specific detail assignments approved by DCP to States or nonprofit organizations.


An officer will be considered AWOL when absent from his/her duty station for any period of time, including partial days, unless the period of absence is approved by his/her leave granting authority as annual, sick, station, administrative, or court leave, as applicable. An officer receives no pay or benefits while in AWOL status. The officer's commission can be summarily terminated if he/she is AWOL for 30 consecutive days.

DCP must be notified immediately by telegram or by Fax that an officer is in AWOL status. An AWOL order will be issued. DCP must be notified immediately when the officer returns to duty. The DCP Fax number is (301) 594-2711.

Reference: INSTRUCTION 5, Subchapter CC29.1, CCPM, “Absence Without Authorized Leave”

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CCPM Citation:

Subchapter CC22, CCPM, “Pay and Allowance Administration”


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A commissioned corps officer's pay is comprised of two basic parts -- pay and allowances. Pay and allowances are paid by the Compensation Branch (CB), DCP. Basic pay and allowances are paid on the basis of an officer's personnel orders, issued by DCP, which define his/her rank and duty station.

Additional pay affecting dependents, special pays, etc., are dependent upon the officer's completing appropriate forms and submitting the required information. Requests for special pays must be submitted through OPDIV administrative channels for approval. Information regarding other pay is sent directly to CB, including periodic updates as requested. An officer should also contact CB/DCP

directly regarding any questions or problems concerning pay and allowances at:

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1. Basic Allowance for Subsistence (BAS) is a non-taxable allowance paid to all active-duty officers. The rate of this allowance is the same for all officers regardless of their grade or years of service. No action needs to be taken by the officer to receive this allowance.

2. Basic Allowance for Housing (BAH) is a non-taxable allowance. The rate an officer receives depends on whether or not the officer occupies government quarters, the officer's grade, duty station, and whether the officer has dependents. The officer must submit only one of the

following forms:

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1. SERVICEMEMBER'S GROUP LIFE INSURANCE (SGLI) fees will automatically be deducted to insure the officer for $200,000 term life insurance unless the officer prefers a greater or lesser amount or does not want to be insured. To decline the insurance, the officer must submit form SGLV-8286 on or before his/her first day of active duty. For officers who do not decline, $17.00 will be deducted from their first pay check. The monthly deduction is

as follows:

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$200,000 $17.00 $100,000 $8.50 190,000 16.15 90,000 7.65 180,000 15.30 80,000 6.80 170,000 14.45 70,000 5.95 160,000 13.60 60,000 5.10 150,000 12.75 50,000 4.25 140,000 11.90 40,000 3.40 130,000 11.05 30,000 2.55 120,000 10.20 20,000 1.70 110,000 9.35 10,000 0.85

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2. VETERANS EDUCATIONAL ASSISTANCE PROGRAM (VEAP) is explained in the officer's CAD packet. If the officer elects to participate in this program, he/she must complete form PHS-6273, “Montgomery GI Bill Election and Statement of Understanding,” and forward it to the Personnel Services Branch (PSB), DCP.

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An officer must designate a single address for receipt of payroll documents. It should be the same address used to receive other types of mail. Experience has shown that officers who use their duty organization address as the address to receive their earning statement and other payroll documents usually do not receive these documents as soon as those who do not.

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Using the format in Exhibit C, the officer should provide us with the address at which he/she wants to receive mail.

Electronic Transfer of Funds (EFT) All pay and allowances are paid by EFT. Officers must complete a form SF-1199-A, “Direct Deposit Sign-up Form,” to establish the account to which pay and allowances will be deposited on a monthly basis. If CB does not receive a completed form SF-1199A, pay will be held until direct deposit is established.


Each month a statement of earnings will be received at approximately the same time pay is directly deposited. Each portion of pay, all allotments, deductions, and withholdings will be itemized to show the current rates and the cumulative yearly total. An officer should check to ensure that he/she is receiving all allowances and other pays to which he/she is entitled, that all necessary tax and other deductions are made, and that all allotments are correct. The officer is responsible for knowing the correct figures, and should not rely on timekeepers or administrative personnel to pick up errors that might occur.


Many officers find that purchasing U.S. Savings Bonds from their salary is a convenient and reliable way to systematically save money. The CAD packet contains form SBD-2003, "Authorization for Purchase and Request for Change, U.S. Series EE Savings Bonds," which allows an allotment to be withheld from an officer's salary toward the purchase of savings bonds. The EE series bonds are purchased for half their face value and may not be cashed for 6 months from the date of issue.


1. New Address. Designations must be made by the officer. If an officer changes assignments, his/her payroll documents will not automatically be sent to the new station. He/she must notify CB in writing of the new address. Any address changes received by the middle of the month will be processed in the current payroll cycle. Since officer's salary checks are directly deposited, officers should keep their old account until their salary check is actually received by the new bank account. This will insure that any changes have been received and processed.

An example of a change of address memo is provided in Exhibit C.

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2. All other payroll changes needed by an officer to correct an error in his/her pay or to change an allotment or deduction must be made through CB. Again, if forms are received by the middle of the month, the change will usually be effective that month.

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Commissioned officers are paid once a month and payday is the 1st day of the month. When the first day of the month falls on a Saturday, Sunday, or a legal holiday, payment is authorized on the preceding workday, but not more than 3 days before the lst day of the month. Payday for the month of December is the last workday in December.


A PHS commissioned officer should maintain copies of all documents, forms, contracts, and other materials. Keeping a complete and accurate set of personnel/payroll records will greatly reduce the problems encountered by officers, and will provide all the information needed to facilitate the resolution of problems.

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CCPM Citations:

CCPM Subchapter CC23.8, “Retirement” CCPM Pamphlet No. 24, "Information on Commissioned Officers Retirement" CCPM Pamphlet No. 32, "Information on Separation"

-------------------------------------------------------------------------------------------------------A. INTRODUCTION Officers benefit from a non-contributory retirement system. Retirement is structured on the basis of a 30-year career, at which time an officer will have earned maximum retirement benefits. Officers have the option of requesting permissive retirement if the officer has at least 20, but less than 30 years of active service. The request must be reviewed by the retirement board and approved by the Surgeon General. If an officer retires with less than 30 years of creditable service, he/she will receive reduced retirement benefits. Other retirement authorities are explained below.

There are three authorities for computing retired pay which vary based on the date the officer first entered a Uniformed Service.

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Officers wishing to request separation from active duty must complete form PHS-1373, “Separation of a Commissioned Officer.” Any terminal leave requested must be approved and entered on form PHSprior to submission. Any approved terminal leave not taken, except for emergencies, will be charged. The top sheet of form PHS-1373 must be submitted directly to DCP and must arrive at least 30 days prior to the last day physically at the duty station. It must not be given to anyone else. Travel or shipment of household goods prior to issuance of personnel orders is not authorized. The remaining copies should be given to supervisors for signature and forwarded through appropriate channels to DCP. Form PHS-31, “Officers’Leave Record,” must be certified and attached to these copies. When an officer decides to separate from active duty, he/she needs to be aware that under some circumstances travel entitlements and payment for travel of, and use of unused annual leave may be denied. Form PHS-1867, “Statement of Service,” can only be issued by DCP.

References: See Section H regarding "Divestment of Travel Entitlements and Unused Leave."

See CCPM Pamphlet No. 32, “Information on Separation,” for specific instructions for separation procedures.

Inter-Service Transfer - INSTRUCTION 5, Subchapter CC23.3, CCPM, should be reviewed and followed when requesting approval for an inter-service transfer.

Inactivation - An officer retains an inactive commission on release from active duty.

Termination - An officer has no further affiliation with the PHS Commissioned Corps on separation from active duty.

C. 20-YEAR RETIREMENT An officer may request retirement after completing 20 years or more (but less than 30 years) of active service. Twenty-year retirement is subject to review and recommendation by a retirement board and approval by the Surgeon General. To be eligible for consideration, an officer must have at least 10 years of active commissioned service in PHS. In addition, the program to which an officer is assigned must be agreeable to the early retirement, and document the fact that such retirement would not adversely affect the operation of the program.


The PHS Commissioned Corps is established as a 30-year career system for officers at the O-6 grade and below, and 33 and 36 years for officers at the O-7 and O-8 grades, respectively. All officers irrespective of grade, category, or group, are subject to review. Commissioned officers who have 25 years of active service will be informed by their OPDIV of their prospects upon completing a 30-year career (e.g., retirement, conversion to civil service, requested extension on active duty).

Each OPDIV is required to develop a rigorous written review mechanism to assess which officers possess unique skills and responsibilities that are critical to the mission of the OPDIV. Beginning in 2000, only regular corps officers will be considered for retention beyond 30 years of active duty.

The total number of officers retained on active duty beyond 30 years of service is limited to 1.5 percent of the active duty strength (exclusive of short terms of duty) of the PHS Commissioned Corps.

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