Department of General Services (DGS) has delegated authority by California Department of Human Resources (CalHR) to hire Retired Annuitants (RA), after the RA has been retired for a period of 180 calendar days, into the temporary blanket fund (serial code 915), to perform duties that have been deemed by the appointing department to be critical to the department’s core mission.

CalHR policy states RAs are to be temporary in nature; therefore, the appointment of an RA will be for a maximum term of 12-months with the possibility of extension, if the criteria are met.

DEFINITIONS
Retired Annuitants
According to CalHR, are “persons retired from a state agency who are appointed to perform mission critical work that is temporary in nature.”

Critical Need
As defined by CalHR, is an immediate need for a particular skill-set that only the RA can provide to complete a function for the department that meets one of the requirements outlined below and cannot be met by a current State employee:

  • Legislative Mandate
  • Court Ordered Mandate
  • Health and Safety Emergencies
  • Fiscal Impact – Loss of Funding
  • Any Disruption in Normal Business that may Result in Failure of Business Operations

Proper Use of RA
The proper use of a RA, as defined by CalHR, is as follows: 

  • To mentor new employees
  • To transfer knowledge
  • To provide expertise to other employees 
  • To complete a time-limited project

RAs are to be temporary in nature.

DURATION
DGS policy states the RA appointment will be for a maximum term of 12-months with the possibility of extension, if the criteria are met.

CalHR policy states the RA appointment shall not exceed a maximum of 960 hours in any fiscal year (July 1 - June 30) without reinstatement, loss or interruption of benefits.

ELIGIBILITY
RA employment with the State department is limited to retirees who have civil service eligibility from previous State department employment or who qualify for appointment under an applicable civil service employment list.

Procedures for Requesting Retired Annuitants

The table below provides the steps and action required to process the recruitment for a RA.

STEP ACTION 
1

Employee Resource Liaison (ERL)

  1. Submits the following documents to the RA Coordinator inbox at OHRSpecialRequests@dgs.ca.gov:
2

RA Coordinator

  1. Reviews the RA documents and schedules a collaborative meeting with the ERL, if necessary.
  2. Creates the RPA in ABMS and Tracker for the recruitment.
  3. Writes an analysis and recommendation.
  4. Submits the analysis and recommendation to the OHR Chief for review and approval.                
    • In the OHR Chief’s absence, the analysis and recommendation will be sent to the Personnel Officer for review and approval.
3

OHR Chief

  1. Reviews the analysis and recommendation.
  2. Submits the analysis and recommendation to the Deputy Director, Administration Division copying the RA Coordinator on the correspondence.
    • In the Deputy Director’s absence, the Deputy Director will designate authority to make a determination.
4

Deputy Director, Administration Division

  1. Reviews the analysis and recommendation.
  2. Makes a determination and replies to the OHR Chief and the RA Coordinator with the decision.
5

RA Coordinator

  1. Records the information into the RA Log to track the approval and assignment dates.
  2. Informs the ERL of the outcome;
    • if denied, cancels RPA.
    • If approved, route the RPA to Cert Unit via status “Approved-Submit for Advertising (OHR)” in Tracker for advertisement on CalCareer website.
6

Exams Unit

  1. Cert Unit posts the advertisement on CalCareer website.
  2. Route the RPA to Program via status “Hiring Phase (Program)”
7

Program/ERL

  1. Submits the completed eSheet, application, and proof of retirement to the RA Coordinator to determine transfer eligibility for candidate(s).
8

RA Coordinator

  1. Determines transfer eligibility and RA appointment eligibility for candidate(s).
  2. Informs the Program/ERL of the eligibility and permission to extend a tentative offer pending medical and/or background or a final offer if the conditions of employment are met.
9

Program/ERL

  1. Informs the candidate of selection and completes the medical and/or background, if necessary.
  2. Once the medical and/or background approvals are received, then the program selects an effective date and informs the RA Coordinator.
10

RA Coordinator

  1. Records the effective date and the end date. The end date is based on the RA Request Form for the duration of the assignment (i.e. 6 months or 12 months). The duration of a RA assignment can be no longer than 12 months from the effective date.
  2. Updates the RPA in ABMS including the C&P tab comments, ABMS Position History, and RPA Status Report: “Filled with EE name, as transfer Retired Annuitant, effective date.”
  3. Ensures all pertinent documents listed below are attached in ABMS:                
    • RA Request Form (DGS OHR 65)
    • Duty Statement – Proposed
    • Organizational Chart – Current and Proposed
    • Budget Approval Form (DGS OHR 37)
    • Management Approval Email(s)
    • Application
    • Medical/Background Approval Email(s)
    • Proof of Retirement

The table below provides the steps and action required to process the appointment for a RA, if the selected candidate is known.

STEP  ACTION
1

Employee Resource Liaison (ERL)

  1. Submits the following documents to the RA Coordinator inbox at OHRSpecialRequests@dgs.ca.gov:
    • RA Request Form (DGS OHR 65)
    • Duty Statement – Proposed
    • Organizational Chart – Current and Proposed
    • Budget Approval Form (DGS OHR 37)
    • Application
    • Proof of Retirement
2

RA Coordinator

  1. Reviews the RA documents and schedules a collaboration meeting with the ERL, if necessary.
  2. Determines transfer eligibility and RA appointment eligibility for candidate.
  3. Creates the RPA in ABMS and Tracker for the recruitment.
  4. Writes an analysis, and recommendation for review and approval.
  5. Submits the analysis and recommendation to the OHR Chief.
    • In the OHR Chief’s absence, the analysis and recommendation will be sent to the Personnel Officer for review and approval.
3

OHR Chief

  1. Reviews the analysis and recommendation.
  2. Submits the analysis and recommendation to the Deputy Director, Administration Division copying the RA Coordinator on the correspondence.
    • In the Deputy Director’s absence, the OHR Chief has designated authority to make a determination.
4

Deputy Director, Administration Division

  1. Reviews the analysis and recommendation.
  2. Makes a determination and replies to the OHR Chief and the RA Coordinator with the decision.
5

RA Coordinator

  1. Records the information into the RA Log to track the approval and assignment dates.
  2. Informs the ERL of the outcome;                                
    • If denied, cancels RPA.
    • If approved, if medical and/or background are required, then the ERL and candidate complete the process and the RA assignment is pending clearance
  3. Informs the Program/ERL of the eligibility and permission to extend a tentative offer pending medical and/or background or a final offer if the conditions of employment are met.
  4. Records the effective date and the end date. The end date is based on the RA Request Form for the duration of the assignment (i.e. 6 months or 12 months). The duration of an RA assignment can be no longer than 12 months from the effective date.
  5. Updates the RPA in ABMS including the C&P tab comments, ABMS Position History, and RPA Status Report: “Filled with EE name, as transfer Retired Annuitant, effective date.”
  6. Ensures all pertinent documents listed below are attached in ABMS:                
    • RA Request Form (DGS OHR 65)
    • Duty Statement – Proposed
    • Organizational Chart – Current and Proposed
    • Budget Approval Form (DGS OHR 37)
    • Management Approval Email
    • Application
    • Medical/Background Approval Email(s)
    • Proof of Retirement

The table below provides the steps and action required to process the extension request for a RA.

STEP  ACTION
1

Employee Resource Liaison (ERL)

  1. Submits the following documents to the RA Coordinator inbox at OHRSpecialRequests@dgs.ca.gov:
2

RA Coordinator

  1. Reviews the RA documents and schedules a collaboration meeting with the ERL, if necessary.
    • Writes an analysis, and recommendation for review and approval.
    • Submits the analysis and recommendation to the OHR Chief.                
      • In the OHR Chief’s absence, the analysis and recommendation will be sent to the Personnel Officer for review and approval.
3

OHR Chief

  1. Reviews the analysis and recommendation.
  2. Submits the analysis and recommendation to the Deputy Director, Administration Division copying the RA Coordinator on the correspondence.
    • In the Deputy Director’s absence, the OHR Chief has designated authority to make a determination.
4

Deputy Director, Administration Division

  1. Reviews the analysis and recommendation.
  2. Makes a determination and replies to the OHR Chief and the RA Coordinator with the decision.
5

RA Coordinator

  1. Records the information into the RA Log to track the approval and assignment dates.
  2. Informs the ERL of the outcome.
  3. Records the effective date and the end date. The end date is based on the RA Request Form for the duration of the assignment (i.e. 6 months or 12 months). The duration of an RA assignment can be no longer than 12 months from the effective date.
  4. Ensures all pertinent documents listed below are attached in ABMS to the initial RPA request:                
    • RA Request Form (DGS OHR 65)
    • Duty Statement – Proposed
    • Management Approval Email

Resources

Responsible Control Agency

Laws and Regulations

  • Government Code section 18529, 18552, 19058, 19144, 21224, 7522.56(f), 19100.5 - 19101

Other Resource Materials

Contact

Retired Annuitant Coordinator

Department of General Services
Office of Human Resources

707 3rd Street, 7th Floor
West Sacramento, CA 95605
Email: OHRSpecialRequests@dgs.ca.gov