Fill Out Your Va 3918 Form

What is the purpose of VA Form 3918?

VA Form 3918 is used for intra-agency transfer requests within the Department of Veterans Affairs (VA). This form facilitates the transfer of employees between different stations or offices, ensuring that both the receiving and releasing stations follow a standardized procedure. It captures essential details, including the employee's information, travel requests, and signatures from officials, streamlining the transition for all parties involved.

How do I complete the VA Form 3918?

The completion of the VA Form 3918 is a collaborative effort between the receiving and releasing stations. Initially, the receiving station fills out Part I, which includes personal details about the employee, current job information, and proposed transfer details. After they forward the form to the releasing station, the releasing station must complete Parts II and III. Part II includes details needed from the employee, particularly if travel is involved, while Part III requires signatures from officials at the releasing station. Each section must be filled out accurately to ensure a smooth transfer process.

What happens after I submit the VA Form 3918?

Once submitted, the receiving station will process the form and coordinate the necessary arrangements for your transfer. They may initiate travel plans and ensure that all required approvals are obtained. The releasing station will also complete their sections to finalize any obligations before you move. Communication between both stations is crucial during this phase to resolve any issues that might arise and to confirm your effective transfer date.

What should I do if I have questions while filling out the form?

If questions arise while completing the VA Form 3918, it is advisable to consult your supervisor or human resources representative. They can provide guidance on specific sections and clarify any procedures related to the transfer process. It's essential to ensure accuracy in every detail, as any mistakes could lead to delays or complications in your transfer.

Are there any obligations I need to be aware of upon transferring?

Yes, upon transferring, you agree to remain in government service for twelve months unless you are separated for valid reasons recognized by the VA. These reasons may include a serious illness or unexpected personal circumstances. Should you fail to complete the agreement without an acceptable justification, you may be required to reimburse the government for any travel expenses incurred on your behalf. Be sure to understand this agreement fully and ask for clarifications if needed, as it also outlines financial responsibilities tied to the transfer.

When filling out the VA Form 3918 for an intra-agency transfer, individuals often make several common mistakes that can lead to delays or complications in the approval process. One of the primary errors occurs with the completion of personal information. Entering details such as the name, birth date, and social security number incorrectly can result in mismatches with official records. It's crucial that all information is written clearly and accurately, particularly in capital letters as specified in the instructions.

Another frequent mistake is related to the appointment type. Applicants sometimes overlook this section or fail to select the correct option. Identifying the right type of appointment ensures that the receiving station has all necessary information for the processing of the transfer. Incorrect selections here can lead to confusion and may delay the approval process while additional clarifications are sought.

Travel plans often introduce complexity into the application. In section 18, where travel is requested, individuals may forget to include accompanying dependents or may misunderstand the mode of travel options. For example, choosing 'air' without specifying the airline can lead to unnecessary complications. Providing complete and clear information about travel needs is vital to ensure a smooth transition.

Section 30, which captures the home address, is another area prone to errors. Sometimes, individuals mistakenly provide an old address or omit important details such as the state or ZIP code. An inaccurate address can impede communication and create challenges in processing your application. Ensuring up-to-date and precise information is essential for effective correspondence with the involved agencies.

Finally, forgetting to sign and date the form is a straightforward but impactful mistake. The form cannot be processed without the necessary signatures. Additionally, ensuring that all parties involved complete their respective sections as needed is critical. Each signature confirms consent and acknowledgment of the information provided, which is necessary for the transfer process to move forward.

The VA Form 3918 is an important document used in the process of intra-agency transfers within the Department of Veterans Affairs. Along with this form, several other documents may be necessary to facilitate the transfer and ensure all aspects, such as expenses and approvals, are covered. Below is a list of related forms and documents that often accompany the VA Form 3918.

• VA Form 5-3918-1: This form serves as an agreement for the employee to remain in government service for a specified period following the transfer. It outlines the terms regarding repayment for expenses if the employee does not fulfill the agreement.
• Travel Orders: Issued by the approving official, these documents authorize the employee's travel to the new duty station. They specify the terms, conditions, and allowances for travel, ensuring clarity on what is reimbursable.
• Request for Transportation of Household Goods: This document outlines the details and logistics for moving an employee's household goods to the new location. It includes necessary endorsements and may require estimates of weight and expenses.
• Housing Assistance Form: To assist employees in finding housing at the new duty station, this form requests necessary information about available accommodations and potential expenses related to securing housing.
• Dependent Travel Request: If part of a family is relocating separately, this request details the logistics and arrangements for dependent travel, allowing for the appropriate authorizations to be processed.
• Expense Reimbursement Form: Employees often need this form to request reimbursement for any out-of-pocket expenses incurred during the transfer process. It requires documentation of actual costs incurred.
• Leave Request Form: In some cases, employees may need to request leave time associated with their transfer. This form allows them to formally submit the dates for leave, ensuring proper handling of time-off during the transition.

Each of these documents plays a vital role in ensuring the transfer process is smooth and well-documented. Employees should familiarize themselves with these forms to navigate the transfer effectively and meet all necessary requirements.

• SF-50, Notification of Personnel Action: This form is used to document changes in employee status, including transfers, promotions, and separations. Like the VA Form 3918, it requires basic personal and employment information.
• VA Form 10-5345, Request for and Authorization to Release Health Information: This document allows for the release of a veteran’s health information. It, similar to the transfer request, requires the participant's details and authorization.
• SF-144, Statement of Prior Federal Service: Used by federal employees to declare their previous employment history. Like the VA 3918, it collects essential information for processing transfers within federal agencies.
• VA Form 22-1990, Application for VA Education Benefits: This form assists veterans in accessing educational benefits. It requires personal information similar to the information requested in the VA 3918 transfer form.
• Standard Form 129, Advertisement for Bids: This document is used in procurement but requires similar identifying information related to the responsible entity, like the VA 3918 requires information about the transferring employee.
• VA Form 22-1995, Request for Change of Program or Place of Training: Used by veterans wishing to change their training programs. It includes personal details much like those required for processing transfers on the VA 3918.
• VA Form 21-526EZ, Application for Disability Compensation and Related Compensation Benefits: This form requires similar demographic information and is used to apply for veteran benefits, pairing well with the transfer process.
• Highway Use Tax Exemption Certificate (Form 2290): Required for federal agencies to claim a tax exemption. It collects information on agency vehicles similar to how the VA 3918 gathers employment details.
• VA Form 21-4138, Statement in Support of Claim: This document assists veterans in supporting their claims with necessary details, akin to the personal and employment information collected on the VA 3918.
• SF-86, Questionnaire for National Security Positions: This form is essential for background checks for federal employment. It requires comprehensive information about an individual, much like the VA 3918 does for transfers.

Filling out the VA Form 3918 requires careful attention to detail. Understanding what to do and what to avoid can simplify the process significantly.

• Do complete all sections accurately, ensuring that information such as your name, social security number, and employment details are correct.
• Do use capital letters when filling out your name to ensure clarity.
• Do check the “Travel and Transportation Authorized” box if applicable, as it impacts your entitlement to moving expenses.
• Do include any dependents traveling with you, specifying their names and ages where necessary.
• Don't leave any sections blank, as missing information can delay the processing of your request.
• Don't forge signatures. Each required signature must be authentic, as this could result in serious complications.

Adhering to these guidelines can facilitate a smoother transfer process within the Department of Veterans Affairs. Attention to detail is paramount in ensuring that your application is processed without unnecessary delays or complications.

There are several misconceptions about the VA Form 3918, which is used for intra-agency transfer requests within the Department of Veterans Affairs. Understanding these misconceptions can help clarify the process. Below is a list of common misunderstandings:

• The form is only for new employees. The VA Form 3918 is specifically designed for current employees transferring between positions, not for new hires.
• Travel reimbursement is automatic. Completing the form does not guarantee reimbursement for travel expenses. Specific orders must be issued to authorize travel.
• The receiving station submits the entire form. Only Part I is completed by the receiving station, while Parts II and III are completed by the employee and releasing station respectively.
• Dependents must always travel with the employee. The form allows for separate travel arrangements for dependents, depending on circumstances.
• The transfer process is immediate. The effective date of the transfer must be proposed and approved, and the process takes time.
• Health benefits are not affected by transfers. Transfers may affect health benefits, especially if the carrier changes; employees should verify their coverage.
• There are no penalties for not completing the transfer. If an employee does not fulfill the transfer agreement, they may be responsible for reimbursing the government for travel costs.
• There is no need for employee input once the form is submitted. Employees should be prepared to provide additional information and ensure that their travel arrangements fit within the policies outlined in the form.
• The form is the last step in the transfer process. The VA Form 3918 is just one part of a larger process that may require additional documentation and approvals.

By addressing these misconceptions, employees can better navigate the transfer process and understand their rights and responsibilities.

Here are some key takeaways regarding the VA Form 3918:

• Understand the purpose of the VA Form 3918, which is designed for intra-agency transfer requests within the Department of Veterans Affairs.
• Completion of the form involves cooperation between the receiving and releasing stations; ensure all sections are filled out accurately to avoid delays.
• When filling out Part I, the receiving station collects essential employee information, including name, birth date, and salary code.
• Part II requires the employee's input, especially regarding travel arrangements for relocating and may involve additional documentation.
• This form also outlines a commitment from the employee to remain in federal service for at least twelve months after the transfer, barring certain exceptions.
• Employees should be aware that failure to fulfill this obligation could result in the requirement to repay travel and transportation costs incurred during the transfer.
• Finally, when all sections are completed and signed, the completed VA Form 3918 should be returned to the receiving station to finalize the transfer process.