For Official Use Only – Not for Public Release
Dear Public Health Service Officers,
As our nation continues to combat the community spread of COVID-19, it is imperative we remain vigilant in our duties.
During this time, Commissioned Corps Headquarters (CCHQ) will continue to update you on important policies and guidance for officers and supervisors. Many of you have asked questions related to documenting your practice hours. Specifically, officers have inquired on whether the June 1, 2020 deadline will be extended for the submission of proof of practice hours for those whose Incentive Pay (IP)/Retention Bonus (RB) anniversary date(s) are before June 1, 2020.
We have determined due to the COVID-19 emergency response, for officers with IP/RB agreements due on June 1 2020, proof of hours will be extended to September 1, 2020 or their anniversary date, whichever is later. Please be mindful that if you apply practice hours in 2020 before September 1, 2020 for your 2019 proof of hours, you will need to use practice hours performed after September 1, 2020 or your anniversary date, whichever is later, for your proof of 2020 practice hours.
Officers submitting proof of 2019 practice hours for primary deployment role will be extended to September 1, 2020. Please be mindful that if you use practice hours in 2020 before September 1, 2020 for your 2019 proof of hours, you will only have practice hours performed after September 1, 2020 for your proof of 2020 practice hours, which is due on December 31st 2020.
We are also excited to announce an automated submission system for practice hours. This system will improve customer service for Public Health Service officers by decreasing processing time and streamlining submission of your proof of practice hours. Key features of the system include:
- Online submission of proof of practice hours
- Electronic signature from your practice site supervisor
- Electronic signature from your OPDIV/STAFFDIV/NON-HHS Supervisor
To prepare for electronic submission, please be sure to have the correct contact information for your practice site supervisor, especially a functional e-mail address. If your practice hours were obtained during deployment, please list your team commander as your supervisor.
Submission of proof of practice hours using the PHS 7047 form will no longer be accepted to the phspracticehours@hhs.gov email address after June 1, 2020. The billet addendum, PHS 7085 can be directly uploaded into e-DocU under “PHS7085 Billet/Position Addendum.”
For officers who are serving in a clinical role deployed to support the COVID-19 missions, CCHQ will count their deployment hours toward the practice hours requirement. Please submit the PHS-7047 to the automated submission system when live and indicate on the form the dates of your deployment once demobilized. Once submitted, CCHQ will verify the clinical role. Please refer to the Practice Hours FAQs for further details.
As a reminder, the webinar, “POM 821.77 Certification of Practice Hours Requirements” has been posted on the Commissioned Corps Learning Management System (CCLMS), and a new webinar entitled, “How to Submit Practice Hours in CCMIS,” is also available for your viewing. These webinars are required for all officers who are required to submit certification of their practice hours. Please complete the training by June 30, 2020.
If you have any questions after watching the webinar, reading the FAQs, the POM, and the revised policy, please email phspracticehours@hhs.gov
Thank you, and please stay safe during these challenging times.
Respectfully,
Susan M. Orsega
RADM, USPHS
Director, Commissioned Corps Headquarters
For Official Use Only Not for Public Release