Detail Process

A detail is when a person in one agency goes to work at another agency on a temporary, time-specific, and limited basis.

Definitions

  • A Detail: The temporary assignment of an employee to another person, within or outside GSA, for a specified time period.
  • An Assignee: someone coming into 18F that does not require an MOA (USDS)
  • Servicing Agency: Agency who is providing the employee
  • Receiving Agency: Agency who is gaining the employee/where employee is being detailed to
  • Non-reimbursable detail: An agreement whereby one organization temporarily loans an employee/detailee to another organization without requiring repayment for the costs of the services rendered
  • Reimbursable detail: An agreement whereby one organization temporarily loans an employee/detailee to another organization who is subsequently required to provide repayment for the costs of the services rendered

What you should know about Details

  • The Assistant Commissioner of your office must approve every detail request. Once The detail is approved it is the supervisor’s responsibility to notify Talent and Finance of the request; Talent will get Front Office approval
  • All details of GSA employees to other Federal agencies or departments should be reimbursable. Details within GSA may be reimbursable or non-reimbursable.
  • Non reimbursable details to external agencies are done on a case by case basis and must be reviewed by GSA’s Office of General Counsel for legal sufficiency.
  • Most agencies use the 7600A and 7600B forms, but some do not and require a memorandum of understanding (MOU) only. If an agency chooses not to use the forms, then the MOU will need to contain the information in the 7600A and B forms.
  • The Servicing Agency initiates the paperwork.
  • The agreement is between agencies, not between staff and the receiving agency.
  • Employees can refer to GSA Order HRM 9334.2 Detail of Employees dated July 8, 2016.
  • Talent will keep the Supervisor, including the potential detailee, apprised of the status of action on an ongoing basis .
  • Detail agreements come in increments of 120 days or less and can be extended up to one time for a total period of no more than 240 days. All details must be approved by the assistant commissioner of the requesting organization.

Security Verification

All Federal employees working at GSA must have a security clearance. For those employees detailing into TTS from outside of GSA, their security status must be verified with the GSA Security Office.

It is the responsibility of the TTS employee supervising the detailee to ensure this is complete. TTS Talent provides step-by-step instructions on how to complete the security process. This process should be completed at the same time as the detail agreement process. For more information, visit the TTS security verification steps form.

Detailing within TTS/GSA

  1. In order for Talent to process the request, the employee’s Supervisor must have approvals from the AC of their office and the AC/Head of the office the employee will be detailed to

  2. Then reach outto TTS-Talentteam@gsa.gov to obtain Front Office approval

  3. Once approvals are granted, Supervisor contacts TTS-TalentTeam@gsa.gov with the request and cc: Biz Ops (Jackie Xu) for awareness. Email must contain following information:
    • Employee Name
    • Office Symbol Employee is being detailed to
    • Reimbursable or Non-reimbursable
    • Detail Supervisor
    • Detail PD or “Unclassified Set of Duties”
    • Effective Date
  4. Talent submits personnel action to HR and the employee may begin their detail on the effective date

  5. The detail can only be submitted for a time period of no more than 120 days. The detail can then be extended for another 120 days If the HM and the employee’s supervisor agree to extend.

Detailing to Another Agency

Time frames below are all averages and sometimes process takes much longer, or shorter depending on complications and Servicing Agency’s speed

ACTION OWNER TIME
Employee informs supervisor Employee 1 business day
Supervisor & AC approve request Supervisor 1 business day
Supervisor notifies Talent of request Supervisor 1 business day
Talent obtains Front Office approval Talent 5 business days
Employee connects Talent PoC to Agency PoC Employee 1 business day
Agency PoC sends Talent PoC forms (completed on their end) for Talent to complete Agency PoC 3 weeks
Talent PoC completes forms Talent 1.5 weeks
Edits sent back to agency. Agency returns updated forms Agency 2 weeks
Documents sent to GSA HR for approval; HR completes Review GSA HR 5 business days
Documents sent to GSA OGC for review; OGC completes Review GSA OGC 5 business days
External Agency reviews edits/makes changes; OGC reviews edits/changes Agency & GSA OGC 3.5 weeks
Talent gathers GSA signatures Talent 7 business days
Agency gathers signatures Agency PoC 7 business days
Detailee granted security access at agency Employee 5 business days
Detailee able to onboard Employee As soon as all of the necessary approvals are obtained the detailee can begin working.

Average time to process detail: 2.5-3 months

Requesting Details outside of GSA

ACTION OWNER TIME
AC approves request Supervisor 1 business day
Supervisor notifies Talent & Finance of request Supervisor 1 business day
Talent obtains Front Office approval Talent 5 business days
Supervisor connects talent to Agency PoC Supervisor 1 business day
Talent reaches out to Servicing Agency PoC Talent 2 business days
Agency completes documents and returns to Talent PoC Agency PoC 3 weeks
Talent completes Documents Talent 3 business days
Documents sent to GSA HR for approval; HR completes Review GSA HR 5 business days
Documents sent to GSA OGC for review; OGC completes Review GSA OGC 5 business days
Documents sent to GSA Finance for Review GSA Finance 3 business days
Agency reviews edits/makes changes; OGC reviews edits/changes Agency PoC 3 weeks
Talent gathers GSA signatures Talent 7 business days
Agency gathers signatures Agency PoC 7 business days
Detailee granted security access Detail 3 business days
Detail able to onboard Talent Onboarding Lead As soon as all of the necessary approvals are obtained the detailee can begin working

Average time to process detail: 2.5-3 months

Applying to Detail opportunities within GSA

  • To view and apply to detail opportunities within GSA go here
    • Interested employees should ask their supervisor for approval prior to submitting an application. Employees who are interested in full-time detail opportunities should also review eligibility requirements to participate.
  • To be notified of new detail opportunities as they are posted, join the GSA Project Network Chatter group
  • Details are typically 120 days (or less) with the option to extend for an additional 120 days if both parties agree
  • Before accepting a detail the supervisor must obtain approval from the Assistant Commissioner (AC) of your office
  • Then reach out to TTS-Talentteam@gsa.gov to obtain Front Office approval

Posting a Detail Opportunity within GSA

  • If you are considering posting a detail opportunity you should first get approval from your supervisor and the Assistant Commissioner (AC) of your office
  • Then reach out to the tts-talentteam@gsa.gov to get Front Office approval
  • To post a detail opportunity, available to all of GSA, you will have to complete this google form
    • If the detail opportunity has a PD (series-title-grade) associated with it, then only applicants who are at or above that grade level are eligible to apply (Project network does not allow for details to a higher grade)
    • If the opportunity does not have a PD then you will need to create and post a list of “unclassified set of duties”. Employees at any GS level will be able to apply
    • Project Network reviews all applicants for program criteria, such as supervisory permission to apply, grade level if your position is posted to specific grade, and location criteria, they do not screen applicants, that is the responsibility of the Hiring Manager
  • Once the form is complete, HR will review the information within 3 days
  • Once approved, the detail is posted immediately.
    • You will receive applications as they are received
    • The announcement is posted until you request to have it removed
  • Once this selection is made, the HM and the employee’s supervisor need to have a discussion to discuss the employee’s availability and whether the detail will be reimbursable or non-reimbursable
  • Details must not exceed 120 days. HMs can extend the detail for an additional 120 days, but must seek approval for the AC of their office and the employee’s supervisor

Learn more/contact Project Network

Posting a Detail Opportunity within TTS

The Hiring Manager is responsible for running the entire process (collecting statements of interest, interviews, etc). Once the selection is made Talent steps into process the request.

  • First get approval from the Assistant Commissioner (AC) of your office
  • Then reach out to the TTS-talentteam@gsa.gov to get Front Office approval
  • HM sends an email to TTS regarding detail opportunity
    • The email should contain the Position Description (PD) the employee is being detailed to or a list of “unclassified set of duties”
      • If the detail has a PD then the applicant must hold the same grade level as the PD or have at least one year of specialized experience at the next grade below (if they are at the grade below, They will need to provide an updated resume and HR will need to qualify them
        • If there is a PD you may want to add a performance profile (job description and key objectives) attachment to the email announcement
      • If there is a list of unclassified set of duties (these are duties the detailee will perform on the job) any GS level can apply, unless the HM specifies which GS levels they are accepting.
  • The HM (or PoC) is responsible for:
    • sending out the email to TTS
    • collecting resumes and statements of interest (if either or both are required) and sending
      • finding an interview panel
      • scheduling interviews
  • Once interviews are complete the HM should notify TTS-TalentTeam@gsa.gov on who was selected and the effective date of the detail. Talent will then submit a personnel action to HR to make the detail official
    • The HM should confirm with the employee’s supervisor that they are OK with this person being detailed to this position
    • The action can only be submitted for a time period of no more than 120 days. The detail can then be extended for another 120 days If the HM and the employee’s supervisor agree to extend.

Example of email advertising detail opportunity within TTS


Still have questions?

Please ping: Talent