SUBJECT: OPM requests concerning
credit for military service
1. Purpose. This memorandum contains instructions for answering requests from the Compensation Group of the Office of Personnel Management. This office was formerly known as the Bureau of Retirement and Insurance, U.S. Civilian Service Commission. Requests seek information needed to determine eligibility for, and/or the amount of, monetary benefits due Federal civilian employees, under the Civil Service Retirement Act. Credits for military service are allowable under the Act.
2. Cancellation. NPRC 1865.46A is canceled.
3. Reason for revision. NPRC 1865.46A is revised to reflect the changes in Agency names caused by the Civil Service Reform Act of 1978. Instructions are updated on the use of the request forms currently being received at NPRC.
4. Applicability. This memorandum is applicable to all employees in the correspondence/WIF sections of military reference branches and the Records Reconstruction Branch.
5. Forms. This memorandum provides for the use of the following forms:
Regional Form R6-7043, Inquiry Return
(with SF 180)
GSA Form 7093, Reply to Inquiry (NCP)
Standard Form 180, Request Pertaining
to Military Records
CSC Form BRI 46-143, Verification
of U. S. Military Service
DAVID L. PETREE
Director
OPM REQUESTS CONCERNING CREDIT FOR MILITARY SERVICE
1. Request form. The Compensation Group of the Office of Personnel Management (formerly the Bureau of Retirement and Insurance, U. S. Civil Service Commission) still uses the old Civil Service Commission Form BRI 46-143, Verification of U. S. Military Service. See fig. 1. This is normally submitted in the original and one copy. The left side is the request portion, containing the identifying information and the service claimed. The NPRC reply is made by placing check marks or writing in information to the right of the dark vertical line.
2. Instructions for completing replies. Fig. 1 is a sample request form, as completed by NPRC.
a. General. The entire NPRC reply is usually made on the request form. (See subpar. 2d for exceptions.) The information provided by NPRC results in the determination of eligibility for, and/or the amount of, a substantial monetary benefit. The importance of providing correct information, therefore, cannot be overstressed.
Be sure to verify each item carefully before placing a check mark. It is also important to complete the case quickly. A delayed case can delay the first retirement check, or may make necessary a complete recomputation of a person's retirement annuity.
b. Name and social security number or service number. Verify these items with the record. For each correct item, place a check mark in the block provided. If an item is incorrect, enter the correct information in the space to the right.
c. Branch(es) and dates of active Federal service. If the branch(es) of military service and the "from" and "to" dates shown on the left are correct, place a check mark in the block provided. If any of the information on the left is incorrect, enter the correct information in the "reply" column(s). If the record shows additional active HONORABLE service (including (ACDUTRA), enter the dates in the reply column(s), as shown below:
d. Active duty for training. ACDUTRA is creditable for retirement purposes. Any ACDUTRA not included in the request portion must be shown in the reply. Show "Training Duty" in the Type-of-Separation column for this. NOTE: Numerous periods of Navy ACDUTRA may be reported by furnishing copies of such records as the retirement eligibility and credit cards, in lieu of transcribing the dates to the Form 143. This method should be limited to cases where the periods of ACDUTRA to be reported are sufficient to warrant it. Also, copies should be furnished only when it is clear that the OPM will be able to make out the ACDUTRA dates. CIRCLE IN RED THOSE PORTIONS SHOWING ACDUTRA.
e. Separation. Show the type of separation of each period of active military service entered on the form.
f. Time lost. Furnish all time lost, unless service was other than honorable. Always check the "None" block, if applicable. Show time lost either in total number of days, or in "From - to" dates, depending on how it is shown in the record.
g. Additional information requested. If any of the three blocks in the lower part of the request portion are checked, provide the requested information in the space to the right or under "remarks."
h. Requests involving multiple enlistments for which all separation documents cannot be obtained. In these cases--which usually involve fire-related records--it is sometimes possible to verify the total amount of prior active service from the available documents, even though the exact DATES of such service are not known. OPM has agreed that this type verification can be made by writing "HONORABLE ACTIVE FEDERAL SERVICE PRIOR TO PERIOD(S) SHOWN ABOVE: ______ years _______ months ______ days" immediately after the period(s) for which inclusive dates are available. This arrangement is based on an understanding that the "Prior service" entries on separation documents reflect only active Federal service for pay and longevity purposes. It is EXTREMELY IMPORTANT that care be taken to pick up only the prior ACTIVE service. The "TOTAL SERVICE FOR PAY PURPOSES" entry may include INACTIVE service, so this figure should never be used without careful examination of the other entries. Following is an illustration of a typical response of this type.
i. Authentication and disposition of request forms. The person who completes the reply enters the NPRC correspondence code immediately above the words "RECORDS OFFICE OFFICIAL SIGNATURE" in the lower right corner, and signs as in fig. 1. Enter the current date, as shown. The duplicate copy of the completed form is filed in the record.
3. Special instructions on requests showing service in more than one branch of service. OPM submits only one request for verification of service, even though service was performed in more than one branch of military service. Such requests are answered in the NPRC branch responsible for the records of the last period served. Information regarding the earlier period(s) is obtained under the procedures outlined in NPRC 1865.2B, app. A , par. 5.
4. Negative replies. If records are not found, based on the information provided in the original request, use a Regional Form R6-7043, Inquiry Return, to transmit a Standard Form 180, Request Pertaining to Military Records. If a record cannot be found after the SF 180 is returned, compose a negative response on GSA Form 7093, Reply to Inquiry (NCP).