R 281430Z JUN 22
MARADMIN 325/22
MSGID/GENADMIN/CMC WASHINGTON DC DMCS//
SUBJ/SUPPLEMENTAL MANAGE TO PAYROLL (MTP) COMPLIANCE AND FORCE STRUCTURE POLICIES AS A RESULT OF CIVILIAN PERSONNEL DIVESTMENTS//
REF/A/DOC/DON/24FEB20//
REF/B/DOC/DON/03MAR18//
NARR/REF A IS THE CMC BRIEF POM-23 STRATEGIC CHOICES. REF B IS THE MCO 12510.2D MANAGE TO PAYROLL.//
POC/CYNTHIA CHEEK/GS-15/DEP DIR, TOTAL FORCE STRUCTURE DIVISION (TFSD)/TEL: 703-784-6077//
POC/GARY ROTSCH/COL/DIR, BUDGET AND EXECUTION BRANCH/TEL: 703-614-3413//
POC/MISTY POE/GS-14/CIV PERS RESOURCE MANAGEMENT/TEL: 703-571-7147//
POC/MICHELLE DELMEDICO/GS-14/DEPUTY DIRECTOR CIVILIAN HUMAN RESOURCES/TEL: 703-784-9379//
GENTEXT/REMARKS/1.  Purpose.  This is a DC CDI, DC MRA and DC PR coordinated message.  This MARADMIN provides supplemental manage to payroll (MTP) compliance and force structure policies necessary to fully implement directed civilian personnel divestments.  
2.  Background.  Per reference (a), CMC directed a 15 percent manpower reduction from headquarters and supporting establishment staffs.  All military reductions (total of 744) were implemented in total force structure management system (TFSMS) in the appropriate designated year and promulgated through the authorized strength report (ASR).  Reductions to civilian personnel dollars totaled 645 million and were programmed in program budget information system (PBIS) database across the future years defense program (FYDP) during program objective memorandum 2023 (POM-23) to be complete by fiscal year 2027 (FY27).  All divestment decisions as recorded as part of PBR-23 deliberations are final and are to be implemented.  In order to ensure successful execution of this initiative, the following supplemental manage to payroll compliance and force structure policies are effective immediately:
2.a.  A comprehensive re-baselining of civilian manpower requirements contained on current approved tables of organization will be conducted during the next 45 days.  During this period, commands will identify all billet identification codes (BICs) that have been unencumbered and unfunded prior to 1 June 2021.  These BICs will be deleted from the table of organization (T/O) in order to bring the requirements closer to manage to payroll (MTP) budgeted controls.  In the future, any BIC that remains unencumbered for a period of more than two years will be removed by DC CDI.  DC CDI will monitor encumbered BICs through reports from Oracle Time and Labor (OTL) and Defense Civilian Personnel Data System (DCPDS).  Commands will also reconcile their published T/O to ensure all grades, series and billet descriptions are aligned to the most current form OF-8 (position description) and aligns with the information in DCPDS and OTL system.  Any civilian position that is currently double-encumbered (more than one person permanently attributed to a single BIC) will be annotated so unique BICs may be created. These actions are required to ensure proper accounting of all civilian requirements.
2.b.  For each command with civilian manpower structure, a current approved T/O for FY22 in excel format will be available at https:(slash)(slash)usmc.sharepoint-mil.us/sites/dccdi/15civilianreduximplementation/forms/allitems.aspx.  Commands will download the exported T/O and conduct their reconciliation.  The export will include a column where commands will indicate the following for all civilian BICs:  the name of the encumbered individual, the request for personnel action (RPA) number for vacant BICs that have active ongoing hiring actions, the marking of ‘delete’ for unfunded and unencumbered BICs since on or before 1 June 2021.  Commands are encouraged to retain the current classified position descriptions (PD) for BICs that are marked as delete for future use.  Any necessary changes to the grade, series or billet description will be indicated in red font and a copy of the form OF-8 from the current classified PD validating those changes must be provided.  For BICs that are double-encumbered, commands will add the appropriate data elements, indicate the name of the incumbent and provide a copy of the current classified PD so a unique BIC may be created.
2.c.  The target date for the data pull is 29 June 2022.  On that date, all affected unit identification codes (UICs) will be frozen and all table of organization and equipment change request (TOECR) processing suspended until TFSD is in receipt of the reconciled spreadsheet.  All commands must complete their reconciliation by 1 August 2022.  Failure to submit the reconciliation will result in the command being placed in a hiring freeze and all RPAs will be rejected.  Submissions must be endorsed through their chain of command by commander or deputy commandant.  Detailed submission instructions can be found on the sharepoint site.
2.d.  All new TOECRs that propose the establishment of new civilian BICs within the programmed budgetary controls will require compensatory billet/resource reductions.  The grade levels or dollar value of the BICs identified as compensation must be of the same or higher grade/dollar value than the proposed new BICs in order to ensure that the transaction is fiscally neutral.
2.e.  All TOECRs previously received by TFSD creating new billets that have been held, will be returned with no action so commands can follow the policies put in place by this MARADMIN. 
2.f.  In order to achieve the POM-23 civilian personnel divestment reductions, requests for increased civilian personnel resources, dollars or full-time equivalents (FTEs) above the CIV-Y program budget controls in PBIS, will not be approved until the enterprise has achieved the divestment goal, projected FY27.  Exceptions to policy may be submitted by 3-star authorities for new and emerging enterprise-level civilian requirements which require increased civilian personnel resources, dollars or FTEs above the CIV-Y program budget controls.  The request must include a classified position description that clearly outlines the BIC-level specificity of the request, and forecasts the resource requirement to fund the request.  The request must qualify and quantify the analysis completed to prompt the request and characterize risk-to-force and risk-to-mission, both organizationally and institutionally.  Upon receipt of the request, DC CDI and DC PR will adjudicate within established planning, programming, budgeting and execution (PPBE) processes.
2.g.  In accordance with ref b, DC PR civilian personnel resource management will monitor civilian labor execution to ensure compliance to programmed controls and distribute reports to commands identifying projected variances on a monthly basis.  On a quarterly basis, DC PR will provide a report to the Director, Marine Corps Staff (DMCS), DC CDI and DC MRA, of all major commands that have executed greater than two percent (2 percent) for the past three (3) consecutive months.
2.h.  Commands identified as executing greater than two percent (2 percent) over their current civilian personnel payroll controls for three (3) consecutive months will be placed in an automatic hiring freeze in order to reduce non-labor risk and facilitate achievement of POM-23 divestments that have been reallocated towards equipment and training modernization and force design priorities.  Commands identified with consistent under execution greater than two percent (2 percent) will be evaluated for current year realignment and potential future year reprogramming.
2.i.  For commands placed in a HQMC directed hiring freeze, DC MRA (Director, Civilian Human Resources) will direct human resource offices (HROs) to reject all new hiring actions until the subject command(s) has/have successfully demonstrated execution within two (2 percent) of controls for three (3) consecutive months.
2.j.  Prior to RPAs submission to HROs, command comptrollers (G-8) will document funding approval attesting that the command is within CIV-Y MTP controls (CIV-N funding will not be used).  Comptroller MTP funding approval is required for all RPAs.  Requests for exemptions for commands that are placed in a hiring freeze will be considered on a case-by-case basis.  Requests must include the PD, BIC, justification regarding the critical need to fill the position, and the impact on mission if left vacant.  All requests for exemptions require command endorsement at the 3-star level and will be approved by the Director, Marine Corps Staff.  RPAs generated as a result of an approved exemption request must contain the signed approval letter and electronic copies of the narrative justification.  Copies of the approval letter for exemption must also be provided to the servicing HRO, DC PR and DC, MRA.
2.k.  DC PR will provide status updates to DMCS, DC MRA, DC CDI and the individual commands once they have achieved execution within the two percent (2 percent) variance range and are able to resume hiring.
2.l.  Manage to payroll controls are systemically tracked as CIV equal “Y” funding in the Department of the Navy’s PBIS.  All questions related to current controls should be addressed through your comptroller or G-8 organizations.
3.  As the Marine Corps continues to modernize the force, greater focus and effort is required to prioritize changes in mission requirements.  Commands are encouraged to conduct strategic workforce planning utilizing all available force shaping tools, to include, but not limited to, voluntary early retirement authority and voluntary separation incentive payment (VERA/VSIP), local hiring freezes, management directed realignments, and internal reorganizations in order to achieve divestment goals across the future years defense program.
4.  This MARADMIN is applicable to the Marine Corps total Force.
5.  Release authorized by General Eric M. Smith, Assistant Commandant of the Marine Corps.//