Annotations

Employees generally need to be included in the plan where their manager works or the selection decision was made. Here is the relevant section of the regulation:

CFR 60-2.1(d)

(1) Employees who work at establishments other than that of the manager to whom they report, must be included in the affirmative action program of their manager.

and

(3) Employees for whom selection decisions are made at a higher level establishment within the organization must be included in the affirmative action program of the establishment where the selection decision is made.

You should be aware that if the work establishment of the employees has less than 50 people, there are other options.

CFR 60-2.1(d)(2) states:

Employees who work at an establishment where the contractor employs fewer than 50 employees, may be included under any of the following three options: In an affirmative action program which covers just that establishment; in the affirmative action program which covers the location of the personnel function which supports the establishment; or, in the affirmative action program which covers the location of the official to whom they report.

How is "supporting the personnel function" defined? Factors to consider include:

1. From what location are their payroll, vacation, benefit records kept?

2. From where do the personnel policies and procedures for their facility come?

So remember the general rule that employees are included in the plan with their manager always applies or the selection decision is made, but if the location where the employees work has less than 50 persons, there are a couple other options.

By regulation, employees must be “included in the affirmative action program of their manager.” In addition “the organizational profile and job group analysis of the affirmative action program in which the employees are included must be annotated to identify the actual location of such employees. If the establishment at which the employees actually are located maintains an affirmative action program, the organizational profile and job group analysis of that program must be annotated to identify the program in which the employees are included.”

The Complete AAP will automatically create annotations if each employee has a valid supervisor ID included on their record. From this information, the Complete AAP can determine where an employee works and where they report. The actual annotation created will look something like this: Reports to/hired by South Service Center and works at Central Office. The annotation uses the name from the location code assigned to the employee to identify the works at location, and the supervisor’s location code to identify the reports to/hired by location. If you choose to edit or overwrite the automatically generated annotation, the annotation field background is green and will no longer automatically update. To restore automatic updating, delete all the text in the annotation field.

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