Appendix C - Long-Term Training (LTT) Guide
LTT includes, but is not limited to, Academic Degree Training (ADT); Senior Service College (SSC); and Defense Senior Leader Development Program (DSLDP). General guidance is provided; always check with the Civilian Personnel Advisory Center (CPAC), the Joint Travel Regulation (JTR), and other regulatory requirements for clarification on local procedures.
The Functional Chief Representative (FCR) for each Career Program (CP) is the approval authority for all HQDA centrally funded ComPetitive Professional Developmental (CPD) training. CPD candidates should follow FCR guidance when requesting approval for LTT.
|Salary and Benefits||
All employees participating in LTT will remain on the rolls of the nominating command. The nominating command is responsible for payment of salaries and benefits and will continue to provide personnel management and financial/accounting support for the LTT student.
Senior Service College (SSC) attendees ONLY: A SSC graduate will be removed from the rolls of the nominating command when the graduate is transferred to another organization via the SSC Government Placement Program (GPP).
Locality pay adjustments depend on the official duty station of the LTT student's position of record with the nominating command. Since the official duty station does not change, locality pay is not affected by the LTT location. See 5 CFR 531.603(a) for exceptions.
ACTEDS funding may be used for ADT.
HQDA, G-37/TRV centrally manages funding for LTT except for Army Acquisition Corps (AAC) students attending Industrial College of the Armed Forces (ICAF). All costs associated with supporting AAC students at ICAF will be borne by the Office of the Assistant Secretary of the Army for Acquisition, Logistics, and Technology.
Funding for DSLDP is managed by DoD Civilian Personnel Management System (CPMS). For additional information on the DSLDP program, go to http://www.cpms.osd.mil/lpdd/DSLDP/DSLDP_Program.aspx
|Government Travel Card||
Students are required to use the Government Travel Card for LTT expenses. Refer to DODFMR, Volume 9, Chapter 3 for specific guidance on use of the Government Travel Card. If an exemption is granted for the mandatory use of the travel card, personal funds, including cash or charge card, may be used or travel advances maybe requested. Students must request travel advances in accordance with DFAS travel pay procedures. A travel advance request form and specific instructions are located at http://www.dfas.mil/. Travel orders for students requesting an advance must state "travel advance is authorized and traveler does not have a government charge card." Travel advances are issued to the student only via electronic funds transfer to their checking or savings account.
LTT students are advised to arrange for their Government Travel Card limit to be increased to $5000 to cover costs associated with LTT; this is done through the nominating command's Government Charge Card (GOVCC) Agency Program Coordinator.
to include Academic Degree Training (ADT)
Academic Degree Training (ADT)
See ADT Announcement , and ADT Checklist
|Training Within the Commuting Area||Functional Chief Representatives (FCR) may elect to pay local mileage costs for ComPetitive Professional Development (CPD) training opportunities. Mileage may be reimbursed IAW the JTR for each day students travel to the training site. Mileage reimbursement is restricted to the number of miles that exceed the normal commuting distance. Parking fees and tolls may also be reimbursed.|
|Training Outside the Commuting Area||
Travel orders will be created by the student in Defense Travel System (DTS) prior to the start of LTT. HQDA, G-37/TRV will provide the line of accounting for all CPD training centrally funded by HQDA. Students will continue to use their current DTS routing chain for processing DTS authorizations for all FCR approved training.
DSLDP attendees will use DTS under a DOD account, working directly with the Leader and Professional Development Division POC at 703-696-9612.
ACC students funded by the Acquisitions Corps will adhere to acquisition guidance.
Students must schedule partial payments for LTT. DTS calculates average expenses for each month of the training period and automatically makes payments to the student. Partial payments will be reconciled once the student files a final settlement voucher at the end of the training period.
Travel orders should be issued approximately 45 calendar days prior to the LTT start date. Signed travel orders are not required for students to make housing arrangements; however, housing arrangements must not be made before the student receives official confirmation of acceptance to the LTT program. Students are authorized to report to the training site no more than 5 days prior to the start of training.
Travel and per diem is authorized for one round trip to/from the training site. Additional trips to/from the training site are not authorized. If students elect to drive a privately owned vehicle (POV), reimbursement for mileage and per diem is restricted to constructive cost of common carrier transportation and related per diem allowance as determined in the JTR. Reimbursement for in/around use of POV at the training site is not authorized.
A rental car is authorized for students arriving by air for the purpose of getting to the training location from the airport and returning to the airport upon completion of training. Use of rental car in/around the training location is not authorized.
Students have five days of "in transit" time to leave the duty station and get to the LLT site. Students are authorized full per diem during this time. Students may be allowed to utilize post housing; check with the local housing office for eligibility. Ultimately, students are responsible for making housing arrangements. House hunting trips are not authorized.
Students are authorized to ship 350 lbs. of "Unaccompanied Baggage" through the local Travel Management Office (TMO). The items shipped are limited to necessities while in a TDY status. Reimbursement for U-Hauls is not authorized. Questions about shipping Unaccompanied Baggage should be directed to the TMO; this process varies somewhat at different locations.
Full per diem for LTT is authorized. JTR Per Diem rates include a maximum amount for lodging expenses; reimbursement may not exceed actual lodging costs or the JTR maximum rate whichever is less. Receipts for lodging are required.
Non-Authorized Expenses. Neither ACTEDS or G-37/TRV funding is authorized for:
Any other reimbursable expenses authorized by the JTR will not be centrally funded by G-37/TRV or ACTEDS. Other expenses may be authorized and paid for by the sponsoring command. STUDENTS MUST OBTAIN APPROVAL AND FUNDING FROM THEIR NOMINATING COMMAND PRIOR TO INCURRING OR CLAIMING ANY EXPENSES NOT CENTRALLY FUNDED.
Tax Liability - students may incur a tax liability for travel expenses paid by the government, especially if the travel time exceeds one year (Reference JTR, Para C4455E). Students should consult the IRS or a tax accountant for further clarification.
|Preparing Travel Orders||
For the duration of the training period, the participant will be authorized FULL Per Diem based on authorized expenses not to exceed the rate established in the JTR for the training site. Reimbursement for local travel while on per diem is not authorized. DTS automatically determines the maximum lodging and Meals and Incidental Expenses (M&IE) rate for the training location. To prevent overpayment, students should calculate and enter a daily lodging rate based on the amount paid not to exceed the JTR MAXIMUM lodging rate. Receipts are required for all lodging expenses.
If a lease does not include utilities, those expenses must be added separately as a non-mileage expense.
To manually look-up lodging and M&IE rates for training locations, go to: http://www.defensetravel.dod.mil/perdiem/pdrates.html. Select the appropriate state and location for each school from the list below:
Itemized authorized expenses which include: connection and disconnection costs of utilities which include electricity, natural gas, water, sewage/garbage, and fuel Oil must be included on the travel order. Receipts for all authorized expenses are required.
Itemized authorized expenses DO NOT INCLUDE: cable or phone.
|Army War College Field Trips||
Full per diem is authorized for school directed field trips while attending LTT at the Army War College.
|Per Diem During Leave Status||
For all LTT:
The SF 182 must be processed prior to starting LTT.
Most items on the SF-182 are completed the same way as for other training requests. The exceptions to LTT requests are:
|Time Off and Leave||
Supervisors from the nominating command will be the approval authority for any requests for leave.
Developmental assignment. Students are expected to be at the place of duty 8 hrs/day, Mon-Fri, except holidays, unless the agency hosting the LTT has agreed to a different work schedule that still equals 80 hrs per pay period OR the supervisor at the hosting agency and the supervisor at the nominating organization have approved annual, sick, or administrative leave.
College/university/SSC training. CPD candidates enrolled as a full-time students will be counted as being in training 8 hrs/day, 40 hours/week, except on weekdays when the school is closed. Students must provide their nominating command supervisor with a school schedule that identifies recess periods and other dates when school is closed. When the school is closed on a regular workday, students must either :
A plan for expending "use or lose" annual leave, should be made prior to the end of the leave year. Use of annual leave must never interfere with academic performance.
Overtime/compensatory time is not appropriate for employees in LTT.
If the time spent in training impacts a service obligation, it is essential that accurate records be maintained regarding the time spent in training versus annual leave, sick leave, return to duty, holiday leave, etc. Regardless of the organization's timekeeping system, students, supervisors, and timekeepers should maintain this information. Immediately after completion of LTT, it is the student's responsibility to have the timekeeper generate a memorandum for record that accurately summarizes any leave or return to duty during the LTT. A copy of this memo should be furnished to the CPAC. Failure to do so may result in greater service obligations due to improper documentation of annual leave, sick leave, holiday leave, or return to duty days which are counted as training days. Every day of training equates to three days of service obligation.
|Continued Service Agreement||
Civilian employees selected for non-Government training in excess of 80 hours or LTT and developmental programs in excess of 120 calendar days (Government or non-Government) must complete an "Agreement to Continue in Service (LTT)" form before assignment to the training. Managers/supervisors must ensure that the selected employee is informed, in advance, of the continued service obligation.
Employees are obligated to remain with the DOD for a period of three times the length of the training. A one-year training assignment equates to three years of obligated service.
The obligated service time must be computed and entered on the "Agreement to Continue in Service (LTT)." A signed copy of the agreement will be maintained in the organizational case file. To determine service obligation time:
If multiple SF-182 forms are being processed for two or more semesters of training, multiple "Agreement to Continue in Service (LTT)" forms may be required. The obligated workdays are cumulative with the service time beginning after completion of the entire training assignment. For example:
|Career Referral /Promotion /RIF (Reduction in Force)||
Students will still be considered for other job opportunities (promotions, laterals, etc.) while on LTT.
Students are responsible for maintaining and updating career referral records through the career program central referral office. Completion of LTT assignment is NEVER a guarantee of promotion.
Participation in LTT does not protect students against RIF action; RIF protection is the same as the student's job of record.
|Performance Plans Required for LTT||
Students under General Schedule System Positions: Supervisors will give SSC selectees a close-out appraisal before they report to SSC. The Academic Evaluation issued by the SSC institution will be the basis for a performance appraisal upon completion of SSC.
Students under other personnel systems (DCIPS, Demo, etc.): Check with the Human Resource Specialist for your organization.
Long-term college or university training: Performance plan should be based on the course curriculum.
Long-term developmental assignments: Performance plan should be based on the work assignment. Extending rating periods or entering presumptive fully successful ratings should be a rare occurrence.
|Additional Information||More information is available in Chapter 2 and Chapter 3 of this catalog.|
The ACTEDS Training Catalog