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Fiscal Year 2025 Continuing Education Program for Public Health Veterinarians and Veterinary Medical Officers

FSIS Notice 37-24
Issue Date Sep 26, 2024
Expiration Date Oct 01, 2025
Full Notice
FSIS Notice 37-24
  1. PURPOSE
    This notice announces the Fiscal Year 2025 (FY25) FSIS Continuing Education Program (CEP) for Public Health Veterinarians (PHVs) and Veterinary Medical Officers (VMOs) in the Food Safety and Inspection Service (FSIS). Veterinarians in all positions across FSIS are eligible to participate in the FY25 PHV CEP. Reimbursement is offered for training in veterinary medicine (VM) and food safety related fields of study. The training requirements are detailed in Section III C. The FY25 PHV CEP is effective October 1, 2024 through September 30, 2025, and eligible employees may qualify for training reimbursement completed during this time. The deadline for submitting FY25 applications is October 7, 2025.
  2. BACKGROUND
    1. This program was launched in 2018 as a retention tool for PHVs and supports the Agency's goal of maintaining a well-trained and engaged workforce. Under the FY25 PHV CEP, eligible veterinarians may qualify for up to $1000 per FY maximum reimbursement for training registration costs.
    2. The FY25 PHV CEP is not a licensure, certification, or degree program and does not require participants to have or to earn active licenses, certifications, or degrees. The program may be used to:
      1. Help support current licensure requirements;
      2. Help complete a board certification, or certificate program; or
      3. Support current job functions.
  3. REQUIREMENTS FOR THE FY25 PHV CEP
    1. The employee is to pay out-of-pocket for the training and will be reimbursed up to a maximum of $1000 per FY toward training registration costs only. Travel will not be compensated.
    2. Employee eligibility requirements for participation in the FY25 PHV CEP:
      1. Participants are to be veterinarians (completed a doctorate degree in veterinary medicine) in FSIS;
      2. Participants need to be full-time permanent employees in good standing, (i.e., rated Fully Successful, have worked a minimum of one year of service with FSIS);
      3. Supervisory signature is required on application and approval form; and
      4. Supervisory notification and approval are required if training interferes with tour of duty.
    3. Training requirements for participation in the FY25 PHV CEP:
      1. Training includes professional meetings, conferences, webinars, and short courses related to one of these core fields of study:
        1. Veterinary Medicine (VM);
        2. Food safety;
        3. Food science;
        4. Animal science;
        5. Meat science; or
        6. Supervision/ Management/ Leadership
      2. Although participants are not required to possess or earn licenses or certifications in VM, preparation courses for licenses will be reimbursed;
      3. CE credits in VM are to be earned from approved programs and providers of continuing education; and,
      4. Participants are to submit proof of successful completion of training along with a PHV CEP Application Form so the training can be recorded in the employee's AgLearn record.
  4. HOW TO APPLY FOR FY25 PHV CEP TRAINING REIMBURSEMENT
    1. After the training is completed, to be reimbursed, the employee is to provide to the CEP Manager in the Office of Employee Experience and Development (OEED) the following documentation:
      1. PHV CEP Application and Approval Form (FSIS Form 4410-26);
      2. A completed Optional Form 1164 (OF-1164), Claim for Reimbursement for Expenditures on Official Business;
      3. Proper Receipt;
      4. Proof of successful completion of training:
        1. CE earned in VM - provide documentation of CE units earned;
        2. Certificate earned - provide certificate showing successful completion;
        3. Preparation courses for veterinary license examinations - registration statement, course description, and proof of completion (if available);
      5. Employees can obtain the PHV CEP Application and Approval Form (e-form) and the OF 1164 in the following ways:
        1. Request by email at PHVCEP@usda.gov;
        2. Download from IPP Help https://fsishelp.fsis.usda.gov/ipphelp/cep/phvcep/phvcep.htm; or
        3. Request from CEP Manager at (202) 836-0434.
        NOTE: To edit and sign the application and OF 1164, download or save to your computer and open in Adobe Reader.
    2. The employee is to digitally sign the PHV CEP Application with his/ her LincPass and submit as an e-form.
    3. OF-1164 are to be submitted as an e-form and include:
      1. Training name;
      2. Start and end dates of the training;
      3. Cost of training registration;
      4. Amount to be reimbursed (not to exceed $1000 per FY);
      5. An e-signature (digitally sign with LincPass);
      6. Proof of payment with a proper receipt which is to include:
        1. Participant name;
        2. Method of payment;
        3. Amount paid; and
        4. Training name.
    4. The Office of the chief Financial Officer (OCFO) requires supplemental documentation if the receipt does not list training name.

      Example: an email confirming training registration that lists training name.
    5. The employee is to email all required documentation (outlined above) to the CEP Manager at: PHVCEP@usda.gov;
    6. The CEP Manager will process applications and reimbursement paperwork. Upon approval, the CEP Manager will submit an employee's OF 1164 directly to OCFO.
    7. The CEP Manager is to submit an estimate to OCFO for any remaining applications that will be reviewed through the end of the fiscal year. The estimate is to be submitted by the due date for accruals posted in the Yearend Closing instructions.
    8. Deadlines for submitting FY25 applications for reimbursement:
      1. Applications for reimbursement for trainings completed during FY25 will not be accepted after October 7, 2025.
      2. Participants are encouraged to submit requests for reimbursement throughout FY25 as training is completed.
  5. TIME AND ATTENDANCE RECORD FOR ATTENDING CEP-APPROVED TRAINING OR MEETINGS
    1. Attending a CEP-approved training or meeting during normal duty hours is considered an excused absence for which PHVs will be allowed to record administrative leave (Code 66) up to 3 days at 8 hours per day (maximum of 24 hours) excluding travel time. Employees are to request excused absence through their supervisory chain.
    2. Travel time to and from a training will not be compensated even if it occurs during regular work hours.
    3. If training occurs outside of the normal tour of duty, employees may request a schedule change from their immediate supervisor.
    4. PHVs are to contact their supervisor or district Resource Manager for additional guidance on T&A completion.
  6. QUESTIONS
    Refer questions to the CEP Manager at PHVCEP@usda.gov or (202) 836-0434. Questions may also be referred to the OEED/TTDLS at 1-833-275-6333. PHV CEP Applications, OF 1164 Reimbursement Forms, and other program information can be found at: https://fsishelp.fsis.usda.gov/ipphelp/cep/phvcep/phvcep.htm.