The ACTEDS Training Catalog


Appendix C - Long-Term Training (LTT) Guide

General Information
   General Information:
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.

Funding

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.

ComPetitive Professional Development Training (CPD)
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:

  1. Rental car at the training site
  2. Limousines
  3. Excess baggage
  4. In-and-around mileage at the TDY site
  5. Additional round trips between the duty station and LTT location
  6. Cable or satellite services
  7. Phone services
  8. Transportation for family members
  9. Movement of household goods to and from the training location
  10. Per diem for family members
  11. House hunting trips
  12. Temporary quarters subsistence expenses
  13. Non-temporary storage
  14. Real estate or unexpired lease expenses
  15. Shipment of POV
  16. Miscellaneous expenses
Authorized Expenses. Covered expenses include:
  1. Rental of hotel space, apartment, house, townhouse, or condominium
  2. Connections, use and disconnection costs of utilities including:
    • Electricity
    • Natural gas
    • Water
    • Sewage/garbage
    • Fuel Oil

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:

  • For Army War College, chose Pennsylvania, then choose Carlisle, PA
  • For Air War College, choose Alabama for state, then choose Maxwell AFB, AL
  • For College of Naval Warfare, choose Newport, Rhode Island
  • For National Defense University (National War College/Industrial College of the Armed Forces), choose Washington, DC , then choose Fort McNair

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.

  • Dual lodging is authorized per JTR, Ch4, Part L, par C4555F.
  • While on dual lodging, M&IE on the original LTT authorization must be changed to ZERO dollars for the days TDY due to field trips. (You cannot get M&IE from both sets of orders/both locations.)
Per Diem During Leave Status

For all LTT:

  • Per diem is NOT authorized while in a leave status per JTR, Ch4, Part L, par C4555G.
  • Per diem is authorized if on leave for only part of a day, per JTR, Ch4, Part L, par C4563C.
  • Per diem is authorized for non-workdays (federal gov't holidays, weekends, or other scheduled non-workdays) EXCEPT when the student returns to the PDS or place of abode, per JTR Ch4, Part L, par C4563C.
  • Adjust the per diem entitlements to zero for the days students are in a leave status.


SF 182

The SF 182 must be processed prior to starting LTT.
The form is available here

Most items on the SF-182 are completed the same way as for other training requests. The exceptions to LTT requests are:

  • Section B, Item 2a, Course Title. Insert "Long Term University Training" or "Long Term Developmental Assignment"
  • Section B, Item 18, Training Objectives. Insert "DA approved LTT" then list the course number, title and semester or quarter hours for each course to be taken.
  • Section B, Item 5, Training Duty (Course) Hours. Employees in LTT are counted as being in training 8 hrs per day/40 hrs per week. Therefore, all time must be reported as duty hours and should approximate the number of work hours during this time frame, i.e., a 15-week semester would be 600 hours, 16-week semester 640 hours.
  • Items 3&4, Training Start Date/Training Stop Date. Check with the resource management office to determine how funds are being distributed. This will determine whether you prepare one form for each semester, showing only the semester dates, OR one form for the entire training period, showing inclusive dates. This also applies to Section C, Item 1, Direct Costs.
  • Section C, Item 1a, Tuition cost. Show authorized tuition & fees for the training period covered - based on training start and stop dates.
  • Section C, Item 1b, Books and Materials Costs. Show authorized books cost. You may only include books required by your instructor. You may NOT use ACTEDS resources to purchase books not required by the instructor, computers, calculators, sweatshirts, backpacks, or similar items. If special equipment is needed, make arrangements to borrow the equipment from an activity on hand receipt. Any questions about charges should be addressed to your Civilian Personnel Advisory Center (CPAC).
  • Section C, Item 1, Appropriation Fund. Check with the FCR for CPD procedures.
  • Section C, Item 6, Billing Instructions. Use the official mailing address of the office which receives and processes invoices for training of civilian employees.
  • Continued Service Agreement, page 5. Use the "Agreement to Continue in Service (LTT)" form from this catalog rather than the agreement in the SF-182. To access the form, go to: http://cpol.army.mil/library/train/catalog/acs_form.pdf
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 :

  • Request annual leave
    OR
  • Request permission to return to duty (RTD). RTD is at the supervisor's discretion; DA funds may NOT be used for any RTD travel expense.
    OR
  • If appropriate, request supervisor's approval to use time for training related study or research. A written outline of the research or study requirements must be provided to the supervisor. The supervisor determines if the requested time is appropriate.

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.


[Agreement]

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:

  1. Multiply the number of hours (from Item 21 of SF-182) by 3, then divide by 8 to get the number of workdays you are obligated to stay with DOD.
  2. The obligated service begins the first workday after completion of the entire training program.
  3. In the period of obligated service box, insert the date of the first workday after training completion in "From".
  4. Using the calculation from step 1 above, count off the number of workdays to determine the completion or the "TO" date. There are 260 workdays in a normal calendar year. Be sure to only count workdays, not calendar days, when figuring the dates of obligated service.

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:

  1. An employee approved for LTT in the Fall, Spring and Summer should submit the first SF-182 for processing for the Fall Semester. Assuming it is a 16 week semester, the service obligation is 240 workdays (16 wks x 40 hrs/wk = 640 hrs for the semester x 3 = 1920 hrs divided by 8 = 240 workdays). The Period of obligated service should read "240 workdays, beginning after completion of LTT program".
  2. A second SF-182 is processed for Spring Semester and shows the addition of another 240 workdays (start and end dates indicate a 17 week semester, less one week for Spring break = 16 weeks). The Period of obligated service in the second agreement will read "480 workdays (240 for this semester, plus 240 from the previous semester), all to begin after completion of the LTT program".
  3. A third SF-182 is processed for the Summer Semester. Summer Semesters may vary in length. In this example, the Summer Semester is 10 weeks long. The service obligation would be an additional 150 workdays (10 wks x 40 hrs/wk = 400 hrs x 3 = 1200 hrs divided by 8 = 150 workdays). The Period of obligated service in the third agreement should read "630 workdays (150 for this semester, plus 480 from previous semesters), all to begin after completion of the LTT program".
  4. Projected obligation dates: August 23, 2009 - January 23, 2012. The dates are derived as follows: 630 workdays, minus 260 workdays from August 23, 2009 to August 22, 2010, minus 260 workdays from August 23, 2009 to August 22, 2011, minus 110 workdays from August 23, 2011 to January 23, 2012.
  5. If you fail to complete the obligated service period, action will be taken to recover the training costs. You may request a waiver of repayment of training dollars. Submit your waiver request through your chain of command to:
    FOR DSLDP/DLAMP:

    Department of Army
    Training Management Division
    Ms. Elizabeth Brown-Pettit (DSLDP/DLAMP)
    2461 Eisenhower Avenue
    Hoffman Building I - Room 476
    Alexandria, VA 22331-0300

    FOR HQDA CENTRALLY FUNDED TRAINING:

    HQDA, DCS G-3/5/7
    ATTN: DAMO-TRV
    450 Army Pentagon
    Washington, D.C. 20310
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.