The Office of the City Administrator (OCA) issued City Administrator's (CA) Order No. 2016-1, Restriction on Certain Personnel Actions; Travel and Training Reporting (Order). While the Order was previously sent to agencies, this instruction is being circulated by way of the DPM issuance system to provide added guidance on the restrictions contained in the Order. 

Restrictions

1. Along with providing details on how to address travel and training requests, the Order outlines the restrictions for specific types of personnel actions. As a result, subordinate agencies should refer to the guidance below prior to initiating an action to determine if a limitation applies. Personnel action  restrictions:

   Personnel Actions
   Action…	This restriction...
   Promotions	Applies to all promotions unless it is for (1) a temporary promotion for a period of one hundred and twenty (120) days or less; or (2) a career ladder promotion. In addition, for purposes of the CA’s Order, a promotion that results from a competitive selection process is not considered a promotion that is subject to this restriction.
   Reclassifications	Applies to all position reclassifications that would result in a promotion to a higher grade/salary.
   Pay raises and other salary adjustments	Applies to all pay raises and other salary adjustments except step increases or cost-of-living adjustments required by law, regulation, court order, or a collective bargaining agreement.
   Additional income allowances (AIA)	Is an authorized amount or rate of additional compensation paid to an employee who occupies a position determined by the Director, D.C. Department of Human Resources, to have a significant recruitment or retention problem.
   Bonuses and agency awards	Applies to all bonuses and agency awards, unless funded by private grants or donations.
   Payments and reimbursements of expenses incurred by prospective employees for pre-employment interviews Payments and reimbursement of relocation expenses of new employees	Applies to payments of travel and relocation expenses for a potential employee.

Waiver

1. The City Administrator, may, at his or her discretion, waive any of the above restrictions if it is concluded that it is:
   1. Necessary for the public safety or health; 
   2. Necessary to ensure compliance with a law, regulation, collective bargaining agreement, or court order; or
   3. Necessary to carry out the functions of government.
2. Requests for waivers must be sent to the OCA for review and approval. Each request should be submitted through the Quickbase application.

1. The D.C. Department of Human Resources (DCHR) is required to submit a report to the OCA detailing hiring activities (for the prior month) in subordinate agencies. The report, which is due by the 15th of each month, is to include a chart depicting the following information on new hires: name, position title, grade/step, hire date, service (i.e. Career Service, MSS, etc.), and employing agency. 
2. The OCA will routinely assess hiring activities of subordinate agencies. Upon review of the report, if a determination is made that an agency has inadequate controls over its hiring of new employees, the requirement for the agency to obtain prior approval (of new hires) by the City Administrator may be reinstated, in accordance with Mayor's Order 2014-230, dated October 2, 2014.

Agency Report

1. Subordinate agencies are now required to submit monthly travel and training expense reports to the OCA. The report is due by the 15th of each month, and must include a chart that provides the following information:
   1. Name(s) of the traveler(s)/trainee(s);
   2. Position title(s) of the traveler(s)/trainee(s);
   3. Date(s) of the travel or training;
   4. Location of the travel or training;
   5. Purpose of the travel or training; and 
   6. Total expenditures for the travel or training.
2. Copies of each training and travel authorization form (signed by the agency head (or designee)) must also be included as an addendum to the report.

Exclusions

1. Expenses for the following travel are not required to be included on the travel and training expense report:
   1. Travel within the District or within fifty (50) miles of the U.S. Capitol;
   2. Travel that is paid for or reimbursed in full by a source other than local or special purpose (0-type) funding;
   3. Expenses associated with training, seminars, or conferences conducted by District government employees at District government facilities, and
   4. Training, seminars, or conferences that are paid for or reimbursed in full by a source other than local or 0-type funding.
2. In the event an agency fails to submit the reports in the timeframe required by this section, or if the City Administrator determines that an agency has inadequate controls over travel or training expenditures, the City Administrator may require an agency to obtain prior approval by the OCA of the agency's travel and training expenditures.
3. All donations of international travel or international travel expenses must continue to be reviewed and approved by the Mayor's Chief of Staff in accordance with Mayor's Memorandum 2015-001, issued August 21, 2015.
4. The procedures and standards for obtaining approval are those outlined in Mayor's Order 2014-230, issued October 2, 2014.

The provisions of this DPM instruction and the OCA Order shall not apply to the Executive Office of the Mayor (EOM) or to offices or agencies that report to the EOM. 

No officer or employee of a District government subordinate agency may make or authorize an expenditure, obligation, or personnel action that is inconsistent with the provisions of this City Administrator’s Order No. 2016-1 or DPM instruction. In the event an officer or employee violates these provisions, he or she will be subject to appropriate administrative discipline, including suspension from duty without pay or removal. 

• City Administrator ’s Order No. 2016-1, Restriction on Certain Personnel Actions; Travel and Training Reporting Requirement, dated July 15, 2016
• D.C. Law 21-36, effective October 22, 2015; and D.C. Law 21-160, effective October 8, 2016
• Mayor’s Order 2014-230, dated October 2, 2014; and Mayor’s Memorandum 2015- 001, dated August 21, 2015 

Inquiries concerning the provisions of this DPM instruction can be directed to your agency’s OCA Analyst or to DCHR’s HR Solutions Administration (formerly the Administration for Recruitment and Classification) by calling (202) 442-9700.