District of Columbia Administrative Code

2900 ERRONEOUS PAYMENTS TO EMPLOYEES 2900.1 The Mayor is authorized to determine that an employee or former employee is indebted to the District of Columbia government ("government") because of an erroneous payment made to or in behalf of an employee. 2900.2 Upon making the emplo…

2901 COLLECTION OF ERRONEOUS PAYMENT 2901.1 If no waiver of claim is filed or if the waiver is denied in whole or in part in accordance with the provisions of § 2902.4, collection shall be effected in accordance with the provisions of §§ 2901.2 and 2904. 2901.2 If an employee is …

2902 WAIVER OF CLAIMS 2902.1 The Mayor may waive in whole or in part any claim of the government in any amount arising out of erroneous payment to or on behalf of an employee whenever both of the following are true: (a) Written application for waiver is received by the Mayor with…

2903 EMPLOYEE DEBTS TO THE GOVERNMENT 2903.1 Whenever an employee or former employee is indebted to the government for other than an erroneous payment, and the debt has either been acknowledged by the employee or former employee in writing or reduced to judgment, the Director of …

2904 COLLECTION OF INDEBTEDNESS 2904.1 Any indebtedness to the government by an employee or former employee, as provided in § 2900 or 2903, may be collected in monthly installments or at officially established regular pay intervals, by deduction in reasonable amounts as provided …

2999 DEFINITIONS 2999.1 When used in this chapter, the terms listed below have the meanings ascribed: Agency - the meaning given to this term by D.C. Code § 1 603.1 (1981). Debt - an amount of money owed to the government which has been reduced to judgment or acknowledged in writ…

POLICY AND APPLICABILITY The Government of the District of Columbia (“District government”) prioritizes the hiring of District residents into District government jobs to bolster the District’s economy and to facilitate a shared interest in the optimal functioning of the District …

JOBS REQUIRING RESIDENCY 301.1 The following categories of District government employees are required to reside in the District within one hundred and eighty (180) after the employee’s first day of work with the District government and to remain a resident of the District during …

302 RESIDENCY PREFERENCE POINTS FOR COMPETITIVE JOBS 302.1 Personnel authorities shall use a one hundred (100) point scale for all competitive hiring decisions for jobs in the Career, Educational, Legal, and Management Supervisory Services. 302.2 An applicant for employment in th…

303 PROOF OF RESIDENCY PRIOR TO APPOINTMENT 303.1 Personnel authorities shall verify District residency for those employees subject to the District residency requirement under § 302.4 no later than the employee’s first day of work. 303.2 Personnel authorities shall verify Distric…

304 HARDSHIP WAIVER 304.1 When an employee suffers an extraordinary hardship and must relocate to another state (or remain in another state, in the case of an individual subject to the residency requirement under §§ 301.2 and 302.4) due to exceptional circumstances beyond the emp…

305 PERIODIC VERIFICATIONS 305.1 The Director shall annually verify employees’ compliance with the residency requirements established in §§ 301 and 302 at both subordinate agencies and independent agencies. (a) Residency shall be verified electronically with data from the DMV and…

306 FORFEITURE OF EMPLOYMENT 306.1 Except for employees who have been issued a hardship waiver pursuant to § 304 or issued prior to May 23, 2019, an employee who is subject to and fails to meet the residency requirements of §§ 301 and 302 forfeits his or her District employment, …

307 [RESERVED] SOURCE: Final Rulemaking published at 37 DCR 851 (January 26, 1990); as amended by Final Rulemaking published at 50 DCR 6993 (August 22, 2003); as amended by Final Rulemaking published at 51 DCR 9309 (October 1, 2004); as amended by Final Rulemaking published at 55…

308 [RESERVED] SOURCE: Final Rulemaking published at 50 DCR 6993 (August 22, 2003); as amended by Final Rulemaking published at 52 DCR 2069 (March 4, 2005); as amended by Final Rulemaking published at 62 DCR 11889 (August 28, 2015); as amended by Final Rulemaking published at 67 …

REPORTING 309.1 No later than November 30 of each year, the Director shall submit a report through the Mayor to the Council covering the previous fiscal year. The report shall, for each agency: (a) Identify each employee newly hired by the agency, providing each employee’s agency…

399 DEFINITIONStc \l1 "399 DEFINITIONS 399.1 For the purposes of this chapter, the following meanings apply: Agency– any unit of the District of Columbia government required by law, by the Mayor of the District of Columbia, or by the Council of the District to administer any law,…

3100 POLICY All official personnel records of the District Government shall be established, maintained, and disposed of in a manner designed to ensure the greatest degree of applicant or employee privacy while providing adequate, necessary, and complete information for the Distri…

3101 COOPERATION WITH THE U.S. OFFICE OF PERSONNEL MANAGEMENT 3101.1 Because of the statutory and administrative relationships in personnel administration between the District and Federal Government jurisdictions, these regulations are, to the extent practicable, consistent with …

3102 DISCLOSURE OF OFFICIAL INFORMATION TO PERSONNEL AND LAW ENFORCEMENT AUTHORITIES 3102.1 It shall be the policy of the District Government to make personnel information in its possession or under its control available upon request to appropriate personnel and law enforcement a…

3103 BASIC POLICIES FOR MAINTENANCE OF PERSONNEL RECORDS 3103.1 Authority to maintain personnel records does not constitute authority to maintain information in the record merely because it may be useful; both government-wide and internal agency personnel records shall contain on…

3104 COLLECTION OF INFORMATION 3104.1 Any information in personnel records (whether or not those records are in a system of records) used in whole or in part in making a determination about an individual's rights, benefits, or privileges under personnel programs should, to the gr…

3105 SAFEGUARDING INFORMATION ABOUT INDIVIDUALS 3105.1 Controls shall be established in accordance with the following: (a) The purpose of the controls is to ensure the integrity, security, and confidentiality of personnel records, regardless of form. (b) The Office of Personnel a…

3106 RULES OF CONDUCT 3106.1 These rules of conduct shall apply to all District Government employees responsible for the creation, development, maintenance, processing, use, dissemination, and safeguarding of personnel records. The Office of Personnel and each Independent Personn…

3107 OFFICIAL PERSONNEL FOLDER 3107.1 Each personnel authority shall establish an Official Personnel Folder for each employee. 3107.2 The Official Personnel Folder (OPF) of each employee subject to these regulations shall be under the jurisdiction and control of, and part of the …

3108 AVAILABILITY OFOFFICIAL PERSONNEL INFORMATION 3108.1 This section sets forth basic policies in regard to the availability of information in the possession of or controlled by the Office of Personnel or any Independent Personnel Authority. These policies are governed by-- (a)…

3109 PLACES WHERE INFORMATION MAY BE OBTAINED 3109.1 A request for information which the requester believes is located in the Office of Personnel should be addressed to the File Room, D.C. Office of Personnel, 613 "G" Street, N.W., Washington, D.C. 20001, or directly to the Clust…

3110 PROCEDURES FOR OBTAINING INFORMATION 3110.1 A request for information under the District of Columbia Government Freedom of InformationRegulations may be made by letter or in person during business hours on a regular business day. 3110.2 Each request for information under the…

3111 PROCEDURE FOR DISCLOSURE OF INFORMATION 3111.1 When the Office of Personnel or an Independent Personnel Authority receives requests for information under the Freedom of Information Regulations of the District of Columbia, it shall provide or disclose the requested informatio…

3112 LIMITATIONS ON DISCLOSURE FROM SPECIFIC PERSONNEL RECORDS 3112.1 Medical information about an applicant, employee, orannuitant shall not be made available to the public by the Office of Personnel or an Independent Personnel Authority. 3112.2 Medical information about an appl…

3113 DISCLOSURE OF INFORMATION 3113.1 The following information about most present and former government employees shall be available to the public: (a) Name. (b) Present and past position titles. (c) Present and past grades. (d) Present and past salaries. (e) Present and past du…

3114 EMPLOYEE ACCESS TO AND AMENDMENT OF OFFICIAL PERSONNEL RECORDS 3114.1 The official personnel records of a District employee shall be disclosed to the employee or a representative of his or her choice. 3114.2 The disclosure shall be made in the presence of a representative of…

3115 IDENTIFICATION REQUIREMENTS FOR INQUIRIES AND REQUESTS FOR ACCESS 3115.1 Unless the information sought is required to be released under the Freedom of Information Act or other statute, the Office of Personnel or agency shall require proof of identity from a requester, and re…

3116 REQUESTS FOR ACCESS 3116.1 A data subject shall be granted access to the data subject's own records upon request, except where denial is authorized under sections 3112 and 3113 of this chapter. To request access, the individual should contact the D.C. Office of Personnel or …

3117 METHODS OF ACCESS 3117.1 The following shall be methods for allowing access to records when such access has been granted by a custodian of the personnel records or his or her designee: (a) Inspection in person may be made in the office designated by the custodian of personne…

3118 RESPONSE TO ACCESS REQUEST 3118.1 The D.C. Office of Personnel, or the Independent Personnel Authority having custody of the records, shall respond within ten (10) working days after receipt by the system manager or his or her designee to each specific inquiry for access. 31…

3119 REQUEST FOR AMENDMENT OF RECORD 3119.1 Data subjects may request the amendment of their records in writing or in person by contacting the custodian of the personnel record or his or her designee. Requests by mail may be expedited if the words "PERSONNEL RECORD AMENDMENT REQU…

3120 BASIS FOR DENIAL OF REQUEST FOR AMENDMENT 3120.1 The following criteria shall be considered by the custodian of the personnel records or his or her designee in reviewing initial requests for amendment of records: (a) The sufficiency of the evidence submitted by the data subj…

3121 ADMINISTRATIVE REVIEW OF DENIAL OF ACCESS OR AMENDMENT 3121.1 An employee or other person authorized to request access to or amendment of personnel records under sections 3104 through 3120 above, whose request has been denied, may request administrative review of the denial.…

3122 APPEALS 3122.1 All appeals of decisions by a Federal official regarding disclosure, access, or amendment of Federal records shall be made in accordance with the appeals provisions of Federal regulations. 3122.2 Appeals of decisions made in response to a request for informati…

3123 TRANSFER OF OFFICIAL PERSONNEL FOLDER 3123.1 When the Office of Personnel or an Independent Personnel Authority hires a person who has served in a District position subject to this chapter, it shall request the transfer of the Official Personnel Folder pertaining to the pers…

3124 DISPOSITION OF FOLDERS OF FORMER EMPLOYEES 3124.1 The Official Personnel Folders of temporary employees who are typically re-employed after a period of seasonal separation may be retained indefinitely by the employing authority. 3124.2 Folders of persons separated from emplo…

3125 EXCHANGE OF OFFCIAL PERSONNEL INFORMATION The Mayor, pursuant to the provisions of Sections 2801 and 3102 of Title XXXI of the Act, is required by Section 3108 of the Act to enter into an agreement with the United States Office of Personnel Management for the exchange of off…

3200 PURPOSE 3200.1 This chapter sets forth the procedures by which a subordinate agency head, through his or her sub-delegated personnel authority, may designate a Human Resources Authority (HR Authority) and an Alternate Human Resources Authority (Alternate HR Authority). SOURC…

3201 DESIGNATIONS OF HUMAN RESOURCES AUTHORITIES AND ALTERNATE HUMAN RESOURCES AUTHORITIES 3201.1 When designating an individual to serve as a HR Authority or an Alternate HR Authority pursuant to these rules, an agency head shall consider the following criteria with respect to e…

3202 APPROVAL OF DESIGNATIONS OF HUMAN RESOURCES AUTHORITIES AND ALTERNATE HUMAN RESOURCES AUTHORITIES 3202.1 The Director of DCHR shall consider whether any individual designated by a subordinate agency as an HR Authority or Alternate HR Authority has the qualifications and know…

3203 RESPONSIBILITIES OF HUMAN RESOURCES AUTHORITIES AND ALTERNATE HUMAN RESOURCES AUTHORITIES 3203.1 An HR Authority and an Alternate HR Authority shall not be delegated or presumed any greater authority than the personnel authority or the agency head making the designations. 32…

3204 TERMINATIONS AND MODIFICATIONS OF DESIGNATIONS 3204.1 The Director of DCHR or an agency head may at any time terminate or limit a sub-delegation of personnel authority or the responsibilities of an agency’s designated HR Authority or Alternate HR Authority as warranted or re…

3205 RECORDS OF SUB-DELEGATIONS 3205.1 The Director of DCHR and the agency head shall each maintain a record of the confirmed designees and any modifications or terminations of the designated HR Authority’s or Alternate HR Authority’s functions specific to those agencies which ar…

3206 STANDARDS OF CONDUCT 3206.1 The Director of DCHR shall ensure that each designated HR Authority and Alternate HR Authority affirms that they have knowledge of and will abide by: Conflict of interest and other employee conduct regulations of Chapter 18 of Subtitle B of Title …