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Attachment 1

Standard Form (SF)-113 Data Submission Schedules
Guidance for Fiscal Year 2009

I. 113 Excel Report Requirements

Beginning October 1, 2006, Federal agencies were asked to submit their SF-113A and SF-113G data to the Office of Personnel Management (OPM) in a Microsoft Excel format. Sample copies of the SF-113A and SF-113G Excel reports are found in the Standard Form (SF) 113 Summary Data Operating Manual at www.opm.gov in section 4.13 and section 6.5.

113 Excel reports must be emailed to OPM113Reports@OPM.GOV as file attachments. Before attaching the file, please make sure the file name of the Excel spreadsheet includes the Federal agency’s most recognizable acronym and the type of 113 form (A or G) being submitted. The file name must also identify whether the submission is an agency’s “Department Summary” or a submission for a “bureau/sub-element” within an agency. Finally, the file name must provide the report month and year.

Here are examples of acceptable 113 Excel file names:

• USDA113gDepartmentSummaryFeb06.xls [This is the Department of Agriculture’s 113-G submission, for the entire department, for the February 2006 report period.]
• USDA113aFSFeb06.xls
  [This is the Department of Agriculture’s 113-A submission, for the Forest Service, for the February 2006 report period.]
• NSF113gDepartmentSummaryMar06.xls
  [This is the National Science Foundation’s 113-G submission, for the entire department, for the March 2006 report period.]
• JMF113aDepartmentSummaryMar06.xls
  [This is the James Madison Memorial Fellowship Foundation’s 113-A submission, for the entire department, for the March 2006 report period.]
• DOI113gNPSApr06.xls
  [This is the Department of Interior’s 113-G submission, for the National Park Service, for the April 2006 report period.]

Sample SF-113A and SF-113G Excel spreadsheets are found in the Standard Form (SF) 113 Operating Manual (see sections 4.13 and 6.5). Agencies must adhere to the following formatting requirements to create both spreadsheets.

• The Excel spreadsheet must not have merged fields.
• The comma must be excluded from numbers equal to, and greater than, one thousand. For example, display “136739” instead of “136,739.”
• Do not insert blank rows in the Excel spreadsheet. Every row must display information.
• Do not hide columns in the Excel spreadsheet because hidden columns, containing formulas or data, can cause problems with the spreadsheet.
• The header section at the top of the Excel spreadsheet must display the following information: 1) “department/agency name” (e.g., Agriculture); 2) OPM “agency code” (e.g., AG00); 3) “agency sub organization” (e.g., Forest Service); 4) OPM sub organization “agency code” (AG11); 5) and the 113 “report period” dates (e.g., 07/23/2006 to 08/19/2006).

The above requirements are also found in sections 2.4 and 2.5 in the Standard Form (SF) 113 Summary Data Operating Manual. OPM “agency codes” are listed in the “Appendix” of the 113 operating manual and the 113 “report period” dates are found below in Attachments 2 and 3.

II. SF-113A Submission Information

Federal agencies may submit SF-113A data on a “monthly” or “pay period” basis. Attachment 2 displays the SF-113A submission schedule for agencies who will report data to OPM on a monthly basis. Agencies who submit 113 data on a “pay period” basis must use the report period schedule found in Attachment 3.

113 data must be consistently submitted on a “monthly” schedule or “pay period” schedule during the entire fiscal year.

Federal agencies that submit SF-113A data on a pay-period basis must report total employment "as of" September 30th for their September 2009 submission.

Finally, SF-113A payroll data should reflect lump sum payments, wages, and salaries earned during the reporting period. Likewise, turnover data should reflect accessions and separations when their effective date occurs during the period covered.

II. SF-113G Submission Information

Attachment 3 also displays the SF-113G submission schedule. Agency total work-year usage must be reported on line 9b, column 4 (Grand Total Work-Years) for the current fiscal year (FY). The percent of an agency’s work-year usage is calculated by dividing the value reported on line 9b column 4 by the total work-years as estimated in the President's Budget.

Note: FY 2007 data on the Work Years and Personnel Costs reports (OPM Forms 1351A and 1351B) will reflect data covering October 1, 2007 through September 30, 2008. Since the Work Years and Personnel Costs report and SF-113G report cover total employment, work-years should be benchmarked against the SF-113G summary report. Any large differences between the two should be explained.

• 9/29/2008 Memo
• Attachment 1: Standard Form (SF)-113 Data Submission Schedules Guidance for Fiscal Year 2009
• Attachment 2: SF-113A Federal Civilian Employment
• Attachment 3: SF-113A and 113G Pay Period Reporting Schedule