5 C.F.R. § 178.102

(a) Content of claims. Except as provided in paragraph (b) of this section, a claim must be submitted by the claimant or the claimant's representative and must be signed (in a verifiable manner, e.g., wet or digital signature) by the claimant or by the claimant's representative. The request should describe the basis for the claim and state the amount sought. The claim should also include:

(1) The name, address, telephone number, and email address of the claimant;

(2) The name, address, telephone number, and email address of the agency employee who denied the claim;

(3) A copy of the denial of the claim; and

(4) Any other information which the claimant believes OPM should consider.

(b) Agency submissions of claims. At the discretion of the agency, the agency may submit the claim to OPM on the claimant's behalf. The claimant is responsible for ensuring that OPM receives all the information requested in paragraph (a) of this section.

(c) Administrative report. At OPM's discretion, OPM may request the agency to provide an administrative report. This report should include:

(1) The agency's factual findings;

(2) The agency's conclusions of law with relevant citations;

(3) The agency's recommendation for disposition of the claim;

(4) A complete copy of any regulation, instruction, memorandum, or policy relied upon by the agency in making its determination;

(5) A statement that the claimant is or is not a member of a collective bargaining unit, and if so, a statement that the claim is or is not covered by a negotiated grievance procedure that specifically excludes the claim from coverage; and

(6) Any other information that the agency believes OPM should consider.

(d) Canceled checks for veterans' benefits. Claims for the proceeds of canceled checks for veterans' benefits payable to deceased beneficiaries must be accompanied by evidence that the claimant is the duly appointed representative of the decedent's estate and that the estate will not escheat.

(e) Filing a claim. An individual, or his or her authorized representative, seeking to file a claim under this part must use the electronic filing system available at https://opmefile.opm.gov/hc/en-us. Absent an exemption under paragraph (e)(2) of this section, OPM will not accept the filing of a claim, evidence, or other supporting documents via electronic mail or postal mail.

(1) Electronic filing (eFile) procedures. (i) All parties and their representatives to a claim must register as instructed by OPM on its website using a unique email address.

(ii) Registration as an eFiler constitutes consent to accept electronic service of all documents, records, notices, decisions filed by the agency, claimant, or issued by OPM. No party may electronically file any document with OPM or access a claim unless registered as an eFiler.

(iii) All notices, decisions, and other documents issued by OPM, as well as all documents filed by parties, will be made available for viewing and downloading at OPM's electronic filing system. Access to documents is limited to the parties and their representatives who are registered eFilers in the cases in which they were filed.

(iv) All parties and their representatives must follow the instructions on OPM's website for properly filing all claims, evidence, and other documents. OPM may strike a document where an eFiler repeatedly fails to follow these instructions subsequent to a show cause order.

(v) Each eFiler must promptly update their profile in OPM's electronic filing system. The electronic filing system will alert OPM, and other parties of any change made to their address, telephone number, or email address in each pending case with which they are associated. eFilers are also responsible for monitoring case activity regularly in OPM's electronic filing system to ensure that they have received all case-related documents and updates.

(vi) A party or representative may withdraw their registration as an eFiler pursuant to the requirements posted on OPM's website. Withdrawing registration in OPM's electronic filing system means that, effective upon OPM's processing of a proper withdrawal, all filings, evidence, orders, and other documents filed by a party or party's representative and OPM will no longer be made available to that person electronically and that person will no longer have electronic access to their case records through OPM's electronic filing system. OPM may still process a claim after a party or a party's representative withdraws as an eFiler. Withdrawal as a party or party's representative will not be considered good cause for staying a case.

(vii) Documents filed in OPM's electronic filing system are deemed received on the date of the electronic submission. The party submitting the claim or any documents will receive acknowledgement of receipt of the claim and submission of any documents to support the claim.

(2) OPM, in its sole and exclusive discretion, may exempt a party or representative from registering as an eFiler. A party or representative must promptly contact OPM as instructed on OPM's website to request an exemption from the eFiling requirements in this Part. OPM will not find good cause for failing to file a claim timely if the party or representative fails to contact OPM to request an exemption before any deadline to file.

(3) Submit FLSA claims as provided in subpart G of part 551 of this chapter.