15A00018R00000040REPOST - Amendment 1 - Points and Payment Schedule v20210819.docx

ATF, Personnel Security Division Points and Payment Schedule

Investigations are paid on a point basis; the value of each point is $45.00. A Letter of Instruction (LOI) will provide details as to the particular number and type of in-person leads to be conducted.

Enhanced Subject Interview (ESI)

Rate: 6 points

1. Each investigation will require an in-depth ESI with the Subject. If tasked, this interview should be the first thing accomplished in the case. Prior to the ESI, a Special Investigator (SI) must familiarize themselves with the background history and what issues are to be discussed in greater detail. SIs should ensure that:

a. The Subject’s identity is properly verified. The Subject must identify him/herself by presenting a government issued identification card, such as a state issued driver’s license or other Federal or state issued identification card. The type of identification card and its official number must be recorded and reported;

b. At the time of interview, the Subject must provide an original raised seal birth certificate, current U.S. passport or passport card to verify date and place of birth. The Subject’s original naturalization certificate should be viewed if the Subject was born and/or previously a citizen of another country. Remember a driver’s license does not verify this information and is used for identity verification only. However, verification of birth is usually not required when conducting a periodic reinvestigation and/or some contractor investigations, unless specifically scoped.

c. The Subject must be advised of the Privacy Act of 1974; and

d. The ESI should be conducted at the Subject’s place of employment or other appropriate business location, such as an ATF office or library. ESIs are not permitted in the Subject’s residence without prior approval from the Personnel Security Division (PSD).

The ESI point rate takes into consideration the following items:

1. Preparation time before the interview (30 minutes to 1 hour);

2. The actual conduct of the interview (normally 1 to 2 hours);

3. Organization and development of your notes in preparation for typing the ESI (30 to 45 minutes); and

4. Typing and reporting of ESI (1 to 2 hours).

Personal Identity Verification (PIV) Only Check

Rate: 1 point each The PSD may request a PIV only check in order to review two forms of identification on the Subject of Investigation to verify their identity. When assigned a PIV only check, an SI must review the approved documents and complete and submit the PIV form upon completion.

Public Record Verifications

Rate: 1 point each The PSD will request copies of court records for verification of items such as divorce, marriage, naturalization, bankruptcy, and other public records; only if required for the particular case. The only time SIs should initiate a court record search is when information is uncovered that the Subject was involved in criminal or civil litigation. Please contact the PSD prior to obtaining the court record.

SIs will be compensated at the rate of 1 point per court record reviewed. Ideally, copies should be made to assist in drafting the ROI, but a certified copy is not required unless requested. Documents that may provide proof of financial resolution, must be submitted along with the ROI.

Examples of required record reviews/verifications are:

1. Divorce decrees;

2. Bankruptcy; and/or

3. Civil or criminal court records, etc.

Education Verification

Rate: Possible total of 5 points Review and obtain a copy of the Subject’s transcript. Determine if there is a non-academic disciplinary or campus police/security file. (Basic requirements should take only 1 to 1 ½ hours to complete if appointments are made).

SIs should attempt to interview academic sources only when instructed to do so by the PSD.

When directed by the PSD, all three of the below offices must be contacted for each education verification at the college level. For high school, verification of attendance through office records will suffice.

Transcript: 1 point Review the Subject’s transcript to ensure that information provided on the investigative questionnaire is accurate. Be sure to take good notes, the information must be summarized under the education caption (dates of attendance, cumulative GPA, major, degree granted and date, etc.).

Campus Police/Security Record: 1 point Check with the campus police/security office for any record.

Disciplinary Record: 1 point If specifically scoped, ask the registrar if there is any record of disciplinary action or academic hold on the record. The Dean of Students office would normally maintain such records.

Some schools maintain a Student Affairs or Student Services Office for disciplinary actions that do not affect the release of the transcript. Go to the appropriate office to determine if there is a disciplinary file.

Sources: 1 point each If specifically scoped to obtain education sources, this will be reflected on the LOI and the investigative questionnaire. No more than 2 sources will ever be assigned.

Employment/Self-Employment/Military Record Rate: 1 point each Review of personnel/employment record to determine length of employment, job title, and salary plus review of evaluations (if any). If a record of reprimand exists, take good notes, or ask to make a copy and include details in the ROI. A military record review should also include the name of the service, dates of active and/or reserve duty, type of discharge, rank at discharge and whether or not the file contained any disciplinary actions.

If employment cannot be verified via a personnel file, then corroborate it through the Subject’s records (e.g., earnings statements or W-2) or attempt to corroborate through a source. Contact the PSD for additional guidance.

Note: If self-employment is verified by Subject’s records during the ESI, no additional points will be awarded.

Employment/Self-Employment/Military Sources

Rate: 1 point each For each employment that requires personal source interviews, the Subject’s supervisor and/or one co-worker must be interviewed and collectively cover the entire time period within scope. Arrange an appointment prior to arriving at the place of employment. If possible, review the files and interview employment sources on the same visit.

If derogatory information is developed at any stage in the investigation (related to that employment) and an SI returns to an employment to obtain additional sources covering the derogatory period, 1 point can be claimed for each additional source. However, the PSD must be contacted with regard to the derogatory information prior to interviewing additional sources.

Co-workers can be used under the employment caption or as developed sources if they have social knowledge of the Subject. Do not list them twice (once under each caption). Determine where their statements are needed most.

Unofficial Supervisor File Reviews

Rate: 1 point each When interviewing a supervisor, SIs must ask the supervisor if they retain an unofficial personnel or administrative file. If the supervisor confirms that such a file exists, the SI must ask the supervisor if the file contains any derogatory or other information that may be pertinent to the investigation. If the supervisor answers in the affirmative, the SI must then request access to review the file or the relevant information.

Internal Affairs (IA)/Office of Inspector General (OIG)

Rate: 1 point each When conducting employment checks at a law enforcement agency or Federal employment, any IA, OIG files/records must be reviewed, if they exist.

Security/Background Investigation File/Records

Rate: 1 point each When conducting an employment check at a state or local law enforcement agency, the SI must ask the employer if they retain a security or other type of background investigation file/record and review the file/record if it exists. If the employment is another Federal agency, the SI must check with PSD before reviewing the background investigation file to determine if that particular lead has already been satisfied by other investigative means.

Listed and Developed Sources

Rate: 1 point each SIs will be tasked to interview listed developed sources. Both listed and developed sources should have social knowledge of the Subject and collectively cover the scope of the investigation.

If additional sources are needed to cover derogatory information, claim 1 point per reference. Once again, contact the PSD regarding derogatory information prior to conducting additional source interviews. Keep in mind that developed sources can be substituted for listed sources, if necessary.

Residence Source

Rate: 1 point per source Residence sources are based on case type and time residing at the location. A point will be awarded for each required residence source interviewed. Please review the specific residence requirement under the case type for the actual number. If an SI is unsuccessful in locating a source after reasonable and exhaustive efforts have been made, then the residence verification can be corroborated through other sources (i.e., listed neighborhood verifier). The ROI must contain justification and explanation of all attempts for un-obtained sources.

Police Records

Rate: 1 point each Police checks are required in all locations where the Subject has lived, worked, or gone to school in accordance with the Federal Investigative Standards. Police checks are also required for any jurisdiction that the Subject lists an arrest or conviction on the case papers within the total coverage period.

Police/Court/Other Records/Other Official ATF Investigations

Rate: 1 point each In some instances, SIs will be tasked to cover additional records, such as U.S. Bankruptcy Court, state or local criminal or civil courts, etc. If tasked to conduct any portion of an official ATF investigation, 1 point can be claimed for any record check, file review, etc.

Medical Record

Rate: 1 point each When an SI is tasked with interviewing a medical health professional or obtaining a medical record for review:

1. Always attempt to obtain the interview/record without mention of reimbursement to the mental health professional;

2. If the mental health professional requires reimbursement, inquire what that cost will be and what material/information will be provided to the SI; and

3. Contact the Investigations Branch at (888) 594-8776 for guidance.

There is no avenue for ATF to pay a mental health professional for an interview or a record review; therefore, the SI will be requested to pay for the services, obtain and submit a receipt when claiming the cost on the Request for Payment.

Special/Emergency Circumstances and Reimbursement

Telephone Interviews

Rate: ½ point each Although the PSD discourages telephone interviews, due to scheduling conflicts and other circumstances, they may be necessary from time to time. All interviews conducted by telephone will be compensated at a ½ point each.

Note: In rare circumstances and with prior approval from the PSD, some telephonic interviews may be compensated at a full point.

The ESI cannot be conducted by telephone.

Virtual Interviews

Rate: 1 point each

There are unique circumstances when interviews cannot be conducted in person. In these instances, and when approved by the PSD, SIs may conduct virtual interviews; including ESIs.

Subject Re-contact

As directed by the PSD, SIs may be required to re-contact a Subject. Reimbursement rates will be determined by the PSD.

If the location of the file is outside of an SIs coverage area, the SI must provide the PSD with all pertinent information as soon as possible so the file review can be re-assigned to the appropriate SI. Notifications must be sent via email to SIAdministration@atf.gov or by calling (888) 594-8776.

There are instances when a source or record provider may provide coverage for multiple components. PSD reserves the right to determine reimbursement rates based on individual case circumstances.

Mileage

Rate: Standard government rate as established by the General Services Administration or by the discretion of the PSD.

Each mile driven will be reimbursed in accordance with the established rate Mileage Premium – additional reimbursement will be provided for each mile driven at a rate determined by PSD. Rate effective January 2018 - $0.86/mile. This will be atomically calculated on the SI’s authorization for payment by the PSD.

SI’s are expected to zone their investigative assignments to ensure as few trips as possible to the same location/area. If it appears that an assignment may require multiple trips, the SI must contact the PSD to discuss the best travel options, to include the possibility of a TDY. SIs must ensure they are following all applicable policies in accordance with Federal waste, fraud and abuse guidelines and regulations.

Priority Cases

Rate: 1 to 17 Points The LOI will identify a “Response Type” of either routine or priority. Due dates for routine cases are 7 or 25 days, depending upon the type of assigned leads. Due dates for priority cases are 7 or 14 days. The response type is determined by the PSD and based on the need to expedite the particular investigation. In order to qualify for additional priority points, the case must be submitted on time and error free. SIs must open assignment emails upon receipt and begin the investigation immediately upon assignment to meet due date deadlines. Failure to comply could result in nonpayment of priority points. Priority points are awarded based on the total number of investigative points earned during the investigation, not including inordinate travel and/or administrative points. Cases designated as a priority will be compensated based on the following scale:

Failure to submit assignments on time may result in reduced or non-payment for that particular assignment.

Administrative Points

Rate: 1 to 5.5 points Administrative points will be determined and paid by the PSD for all assignments greater than 3 points. Administrative points are defined as additional points paid for time lost and other delays caused by uncontrollable circumstances. Administrative points are assigned after a review of the completed ROI, LOI, and Request for Payment. Administrative points are awarded based on the total investigative points earned during the investigation, not including priority points. In order to receive administrative points, the ROI must be submitted by the due date. Administrative points are compensated as follows:

Failure to submit assignments on time may result in reduced or non-payment for that particular assignment.

Training

New Investigator Training Rate: 7 points

Compensation will be provided for the three phases of the PSD New Investigator training.

Bureau Mandatory Training Rate: No compensation All other mandatory training courses are requirements of the BOA terms and the time associated with these courses will not be reimbursed.

PIV Card

Initial PIV Card Setup

Rate: 1 point, plus mileage

SIs will be reimbursed for the initial PIV card step-up. If the mileage to the PIV card enrollment/activation center is more than 200 miles round trip, you must contact PSD prior to travel.

PIV Personal Identification Number (PIN) Reset

Rate: No Compensation

If at any time, an SI must have their PIV Card PIN reset, reimbursement will not be provided for the time or travel associated with having the PIN reset.

PIV Card 3-Year Re-Certifications

Rate: Mileage/Expenses

SIs will be responsible for having the PIV card re-certified and updated at their own expense.

5-Year PIV Card Renewal

Rate: 1 point, plus mileage

SIs will be reimbursed for the 5-Year PIV card renewal. If the mileage to the PIV card enrollment/activation center is more than 200 miles round trip, you must contact PSD prior to travel.

ATF Laptop/Technology Issues

Initial Setup

Rate: 1 point

An SI will be compensated for the initial setup. SIs will complete a Request for Reimbursement of Onboarding Expenses and send via email to SIAdministration@atf.gov. If unforeseen technical issues occur during the initial setup, the SI must document their issues and time associated with resolution of the issue. The PSD will review the documentation and may provide additional compensation.

Technical Issues

Rate: 1 point for the first 3 hours, 1 point for each additional hour, plus mileage In the event that an SI must travel to an ATF field office to diagnose and/or resolve technical issues related to the ATF laptop, the SI must first notify the PSD and receive approval before traveling. The PSD reserves the right to deny compensation if the SI fails to notify the PSD prior to traveling to the field office.

Negligence/Improper Use

Rate: No Compensation If the damage or technical issues are incurred due to improper use or negligence of the SI, the SI will not be compensated for their time or travel related to issue resolution. The SI may be held personally liable to replacement of equipment if the property is lost, stolen or damaged due to negligence.

Travel Duty Status (TDY)

When travel beyond the SI’s standard coverage area is necessary, and when specifically authorized in order to complete an assignment, ATF will provide reimbursement. All travel outside of the SI’s coverage area must be pre-approved by the PSD in order to be compensated. The SI must keep and submit all receipts and submit them along with the Request for Payment in order to receive compensation.

Note: When an SI is scheduled to go on TDY or is travelling, but available for assignments, he/she must add update their “My TDY” dates of travel on his/her dashboard in AIME.

ATF will reimburse for the following:

· Government per diem rates and expenses for travel (airfares must be coach or business class, whichever is less);

· Government per diem rates and expenses for lodging accommodations;

· Mileage expenses to and from transportation carrier (e.g., airport, train station, etc.);

· Meals and incidentals: per diem rates; 75% for first and last day of travel and 100% for full day on travel;

· Rental car and fuel charges;

· Taxi fares;

· Half (½) point per hour while in transit to and from destination; and

· Miscellaneous expenses and fees: baggage fees, lodging taxes, internet connection, etc.

The SI may request but must receive approval to use their personal automobile to travel to the destination.

ATF will not reimburse for the following:

· Time spent waiting at transportation carrier (e.g., airport, train station, etc.), including layovers; and

· Travel time to and from transportation carrier (e.g., airport, train station, etc.).

If unforeseen circumstances or unexpected expenses occur, that are not documented above, the SI must keep all receipts and document the information in the Request for Payment. The PSD will review the documentation and determine if reimbursement is applicable.

Per diem rates must correspond with current Federal rates. The SI must review the General Services Administration website for the current per diem rates for the travel locality. SIs must make every effort to obtain the government rate for lodging. If unable to secure the government rate, the SI must contact the PSD and request approval to exceed the local per diem rate. SIs must utilize which ever mode of transportation is in the best interest of the government.

Travel arrangements are the responsibility of the SI and under no circumstances, will monetary advances be made by ATF for anticipated or scheduled travel.

General and Business Expenses

SIs will be reimbursed for reasonable and ordinary expenses incurred in the performance of their assignments, such as tolls, parking fees, and fees for obtaining court documents, etc.

SIs will not be reimbursed for business expenses such as office space, office materials (paper, pens, printer toner). SIs are also responsible for purchase of all equipment as required in the Statement of Work (printers, scanners, facsimile machine, etc.). These items must be purchased by the SI and considered business expenses.

If an SI has any questions related to approved and non-approved expenses, they should contact the PSD for guidance.

Updated: 8/12/2021