United States
Environmental Protection
Agency
Office of Administration
And Resource Management
(3641)
EPA210-B-97-001
June 1997
vvEPA
Intergovernmental
Personnel Act
Policy and Procedures Manual
(IPA)
IN PARTNERSHIP WITH
THE ENVIRONMENTAL COMMUNITY
OFFICE OF HUMAN RESOURCES
AND ORGANIZATIONAL SERVICES
Internet Address (URL) • http://www.epa.gov
Recycled/Recyclable • Pnnted with Vegetable Oil Based Inks on Recycled Paper (20% Postconsumer)
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&EPA
Classification No.:
Approval Date:
3141 1997 edition
06/30/97
Addressee
DELEGATIONS MANUAL
1. PURPOSE. This Transmittal issues the revised edition of the Intergovernmental
Personnel Agreement (IPA) Policy and Procedures Manual.
2. EXPLANATION. This replacement is a direct result of program changes and in
partial response to the Office of Inspector General's March 30,1995, Audit Report, EPA's
Administration of Intergovernmental Personnel Act Assignments.
3. SUPERSESSION. IPA Policy and Procedures Manual, dated January 1989.
3. FILING INSTRUCTIONS. File this manual in a three-ring binder established for the
EPA Directives System.
I Mei Chan, Central Directives Officer
Organization and Management Consulting Services
U.S. Environmental Protection Agency
OT"5>Uto
//.West Jackson Boulevard 12th Floor
Chicago, Jl 60604-3590
Originator
EPAFofm 1315-12(5-86)
Organization and Management Consulting Services
Office of Administration and Resources Management
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IPA POLICY AND PROCEDURES MANUAL 3141
TABLE OF CONTENTS Rev. 6/97
TABLE OF CONTENTS
CHAPTER 1 1-1
INTRODUCTION 1-1
1. BACKGROUND 1-1
2. PURPOSE 1-1
3. AUTHORITY 1-2
4. WHAT IS AN IPA? 1-3
5. ARRANGING AN ASSIGNMENT 1-3
6. POLICY 1-4
CHAPTER 2 2-1
GENERAL PROVISIONS 2-1
1. COVERAGE 2-1
A. Federal Government 2-1
B. State and/or Local Governments,
Institutions of Higher Learning, and
Other Organizations 2-1
C. Indian Tribal Governments 2-3
D. Foreign Nationals 2-3
2. RESPONSIBILITIES 2-3
A. Agency Responsibilities 2-3
(1) Director, Office of Human Resources
and Organizational Services . . 2-3
(2) EPA Managers and Supervisors . . 2-4
(3) Senior Program Officers and
Headquarters, Regional/Field
Human Resources Officers ... 2-6
(4) Chief of Staff/Deputy Chief of
Staff, Assistant Administrators,
Inspector General, General Counsel,
and Regional Administrators . . 2-7
(5) Headquarters Budget Division . . 2-7
(6) Finance Offices 2-8
(7) Agency IPA Coordinator 2-8
(8) Employees 2-9
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IPA POLICY AND PROCEDURES MANUAL 3141
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B. State and/or Local Government
Responsibility 2-10
C. Mutual Responsibilities 2-10
3. EXCLUSIONS FROM IPA PARTICIPATION .... 2-11
A. Federal Government 2-11
B. State and/or Local Governments .... 2-11
C. Institutions of Higher Learning . . . 2-11
D. Indian Tribal Governments 2-12
E. Foreign Nationals 2-12
F. Other Organizations 2-12
4. LENGTH OF THE ASSIGNMENT 2-12
5. FURLOUGHS 2-13
6. FINANCING AN IPA ASSIGNMENT 2-14
A. General 2-14
(1) EPA Employees on Detail .... 2-14
(2) EPA Employees Placed on
Leave-Without-Pay 2-14
(3) State and/or Local Government
Employees on Detail 2-14
(4) State and/or Local Government
Employees on an Appointment . . 2-15
B. Grant Funds 2-15
C. Cost Analysis 2-15
7. REIMBURSEMENT FOR ASSIGNMENTS 2-16
A. General 2-16
B. Funding for IPA Assignments 2-16
C. Establish Reimbursable Budget Authority 2-16
D. Request Advance Payments or Prepayments
for IPAs 2-17
E. Bill for Advances or Reimbursements . 2-18
F. Recognize Budgetary Resources .... 2-18
G. Billing 2-18
H. Other Costs 2-18
I. Supplemental Pay 2-19
8. LIABILITY STATUTES APPLICABLE 2-20
9. TRAVEL AND TRANSPORTATION EXPENSES .... 2-20
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10. CONFLICT-OF-INTEREST AND EMPLOYEE CONDUCT 2-23
A. Federal Government 2-23
B. State and/or Local Government .... 2-23
C. EPA Program Managers and Supervisors . 2-25
D. Indian Tribal Governments 2-26
11. TRAINING 2-26
12. AWARDS 2-27
A. Agency Awards 2-27
B. State and/or Local Government Awards . 2-27
C. Quality Step Increase 2-28
13. REPORTS REQUIRED 2-28
A. Progress Report 2-28
B. Final Assignment Evaluations 2-28
C. Annual Written Review 2-28
14. TERMINATION OF AGREEMENT 2-29
15. WORKERS' COMPENSATION 2-29
16. FREEDOM OF INFORMATION ACT AND PRIVACY ACT
PROVISIONS 2-29
CHAPTER 3 3-1
ASSIGNMENT OF EPA EMPLOYEES TO STATE OR LOCAL
GOVERNMENTS, INSTITUTIONS OF HIGHER LEARNING,
INDIAN TRIBAL GOVERNMENTS OR OTHER ORGANIZATIONS . . 3-1
1. GENERAL 3-1
A. Performance Agreements 3-1
B. Promotions While on Assignment .... 3-3
C. Reduction-in-Force 3-3
2. PAY POLICIES 3-3
A. Cost-of-Living-Allowance 3-3
B. Non-Foreign Area Cost-of-Living
Allowance 3-4
C. Locality Pay 3-5
(1) Details 3-5
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(2) Temporary Assignments Exceeding
Two Years Duration 3-6
(3) Relationship Between Non-Foreign
Area Cost-of-Living-Allowance
and Locality Pay 3-6
D. Federal Income Tax Liability for
Details Exceeding One Year 3-6
3. STATUS OF AN EPA EMPLOYEE 3-7
A. While on Detail to an IPA Assignment . 3-7
(1) Pay and Benefits 3-7
(2) Retirement, Group Life Insurance,
and Health Benefits 3-7
(3) Leave 3-7
(4) Workweek, Hours of Duty, and
Holidays 3-7
(5) Supplemental Pay 3-8
B. While on Leave-Without-Pay in an IPA
Assignment 3-8
(1) Pay and Benefits 3-8
(2) Retirement, Group Life Insurance,
and Health Benefits 3-8
(3) Leave 3-10
(4) Workweek, Hours of Duty, and
Holidays 3-11
(5) Supplemental Pay 3-11
(6) Agency Responsibility 3-11
(7) Coverage 3-11
(8) Service Credit 3-12
(9) Promotion 3-12
C. Blanket Assignment Agreement 3-12
D. Status and Utilization of Returning
Employees 3-13
CHAPTER 4 4-1
ASSIGNMENT OF EMPLOYEES FROM STATE OR LOCAL
GOVERNMENTS, INSTITUTIONS OF HIGHER LEARNING, INDIAN
TRIBAL GOVERNMENTS OR OTHER ORGANIZATIONS 4-1
1. GENERAL 4-1
IV
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2. STATUS OF A STATE OR LOCAL GOVERNMENT
EMPLOYEE ON DETAIL 4-1
A. Pay 4-1
B. Hours of Duty 4-2
C. Holidays 4-2
D. Leave 4-2
E. Health Benefits 4-2
F. Retirement and Life Insurance Coverage 4-2
3. STATUS OF A STATE OR LOCAL GOVERNMENT
EMPLOYEE RECEIVING A FEDERAL APPOINTMENT . 4-2
A. Pay 4-3
B. Hours of Duty 4-3
C. Holidays 4-3
D. Leave 4-3
E. Health Benefits 4-4
F. Retirement and Life Insurance Coverage 4-4
G. Failure of Employer to Pay Contributions 4-4
CHAPTER 5 5-1
PROCESSING ASSIGNMENT AGREEMENTS AND REQUIRED FORMS 5-1
1. GENERAL 5-1
2. HOW TO COMPLETE ASSIGNMENT AGREEMENT
(OF69 Rev. 9/79) (EPA Version [06-97]) . . 5-1
3. REIMBURSABLE ACCOUNTING PROCESS AND
PROCEDURES FOR SUBMITTING THE OF69 .... 5-8
A. Standard OF69 5-8
B. Blanket Agreements 5-11
4. REQUIRED FORMS 5-12
Figure 5-1 Cost/Benefits Justification Form,
EPA Form 3140-36 (9/96) 5-13
Figure 5-2 Cost/Benefits Justification . . . 5-14
Figure 5-3 Employment Status Certification
Statement, EPA Form 3140-34 (8/96) 5-16
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Figure 5-4 Sample Letter to EPA for
Certification of Eligibility Into
the IPA Program for Non-Profit
Organizations 5-17
Figure 5-5 Performance Agreement, Appraisal,
and Certification, EPA Form 3115-24
(Rev. 8-87) 5-18
Figure 5-6 Performance Agreement, Appraisal
and Certification for Supervisors,
Managers and Executives, EPA Form
3140-32 (9-92) 5-23
Figure 5-7 Program's Certification of Employee
Status, EPA Form 3140-35 (06/97) . 5-28
Figure 5-8 Assignee's Evaluation of Mobility
Assignments, EPA Form 3140-18
(Rev. 06/97) 5-29
Figure 5-9 Supervisor's Evaluation of EPA's
IPA Personnel Exchange Program,
EPA Form 3140-20 (Rev. 06/97) . . 5-31
Figure 5-10 Assignment Agreement, OF69 Rev.
9/79 (EPA Version [06-97]) (EPA
Employee on Detail) and Supplemental
Pay for Federal and Non-Federal
IPA Detailees, EPA Form 3155-3
(Rev. 9-96) 5-33
Figure 5-11 Assignment Agreement, OF69 Rev.
9/79 (EPA Version [06-97]) (EPA
Employee on LWOP) 5-38
Figure 5-12 Assignment Agreement, OF69 Rev.
9/79 (EPA Version [06-97]) (Blanket
IPA Assignment) and Addendum to
Blanket IPA Assignment Agreement,
EPA Form 3140-37 (06/97) 5-42
VI
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Figure 5-13 Assignment Agreement, OF69 Rev.
9/79 (EPA Version [06-97]) (Non-
Federal Employee on Detail into
EPA) 5-47
Figure 5-14 Assignment Agreement, OF69 Rev.
9/79 (EPA Version [06-97])
(Appointment to EPA) 5-52
Figure 5-15 Request for Approval of
Noncompetitive Action, SF-59
(Rev. 1/79) 5-56
Figure 5-16 Sample Letter Requesting the
Services of an Employee 5-58
Figure 5-17 Sample Justification for the
Extension of an IPA Assignment . . 5-60
Figure 5-18 Checklist of Documents Required
for an IPA Assignment 5-63
Figure 5-19 IPA Sub Object Class Codes .... 5-64
Figure 5-20 Request for Personnel Action,
SF-52 (Rev. 7/91) 5-68
ADDENDUM
Acronyms ADDENDUM-1
Figures ADDENDUM-4
References ADDENDUM-6
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CONTENTS OF CHAPTER
CHAPTER 1 1-1
INTRODUCTION 1-1
1. BACKGROUND 1-1
2. PURPOSE 1-1
3. AUTHORITY 1-2
4. WHAT IS AN IPA? 1-3
5. ARRANGING AN ASSIGNMENT 1-3
6. POLICY 1-4
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CHAPTER 1
INTRODUCTION
1. BACKGROUND
The U.S. Environmental Protection Agency (EPA), since 1971,
has been one of the leaders in implementing the mobility
provisions of Title IV of the Intergovernmental Personnel Act
(IPA) of 1970, as amended (Public Law 91-648.) Temporary
assignments governed by the Intergovernmental Personnel Act allow
for the interchange of employees between the federal and non-
federal sectors. Temporary assignments between federal agencies
are addressed in Interagency Agreements. Assignments under the
Intergovernmental Personnel Act are commonly referred to as
"intergovernmental mobility assignments," "IPA mobility
assignments," or simply "IPA assignments" and will be referred
to, as such, throughout this manual.
In 1995, the Agency's "IPA Program" was audited by the
Office of Inspector General (OIG). As a result, the Office of
Human Resources and Organizational Services (OHROS) revised
the Agency's IPA Policy and Procedures Manual to improve upon
internal administrative controls and provide managers with a
better understanding of the program. This manual replaces
previous guidance provided in the EPA IPA Policy and Procedures
Manual, approved April 3, 1989, and in the abolished Federal
Personnel Manual (FPM), Chapter 334, dated December 1, 1983.
2. PURPOSE
The purpose of Title IV of the IPA of 1970, as amended, is
to facilitate intergovernmental cooperation to improve the
exchange of personnel and the quality and effectiveness of
personnel resources; allow employees to perform assignments
mutually beneficial to the organizations involved; and allow
employees to gain valuable experience in working at various
levels of government. Under the mobility provisions of the Act,
employees may be assigned between federal, state and/or local
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governments,1 institutions of higher learning, Indian tribal
governments and "other organizations"2 approved by the Office of
Personnel Management (0PM) or the Agency.
The objective of the Act is clear: to make it feasible and
simple to assign people to other organizations for short periods
of time when the assignment can serve a sound public purpose.
Work assignments which provide experience and understanding of
operations at a different level of government, thus, improving
the employee's effectiveness in his/her regular assignment, are
fully within the scope of the law. With continued cooperation by
managers and personnel at all levels, participants and their
organizations can benefit considerably from IPA assignments.
The Act is focused on employee interchange as a means of
solving common problems and sharing hard-to-find expertise. It
provides the legal means to temporarily move skilled people
between appropriate organizations whenever there is sufficient
need and a common interest.
3. AUTHORITY
Section 3376 of Title 5, United States Code (USC),
authorizes the President to prescribe regulations necessary to
carry out the provisions governing the IPA program. By Executive
Order 11589 of April 1, 1971, the President delegated to the
Civil Service Commission (now the Office of Personnel Management)
the authority to issue guidance necessary to administer these
provisions. 0PM's authority to implement regulations is found in
Title 5 Code of Federal Regulations (CFR) Part 334.
1 For the sake of convenience, the term "state and/or local governments", as
used in this manual, will also include public or private institutions of
higher education, Indian tribal governments, and other organizations as
approved by the Office of Personnel Management.
2 Other organization means a national, regional, statewide, area-wide, or
metropolitan organization representing member state or local governments; an
association of state or local public officials; a non-profit organization
which has as one of its principal functions the offering of professional
advisory, research, educational, or developmental services, or related
services to governments or universities concerned with public management; or a
federally-funded research and development center.
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IPA POLICY AND PROCEDURES MANUAL 3141
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4. WHAT IS AN IPA?
An "IPA assignment" is a personnel assignment authorized
under the IPA of 1970. As an integral part of EPA's outreach
program to states and/or local governments, IPA assignments serve
the Agency in three principal ways: (1) as a means of acquiring
hard-to-find expertise and skills for the solution of common
problems, (2) by providing a training ground where EPA employees
can experience first-hand application of environmental programs
and regulations at the grass roots level, and (3) by enabling EPA
and the environmental community to communicate environmental
concerns and information in a uniquely flexible way.
An IPA assignment occurs when a federal or non-federal
employee leaves his/her "home organization" to work for a
"hosting organization" on a temporary basis. In accordance with
the Act, EPA approves assignments which clearly demonstrate a
mutual benefit to EPA and its counterpart in the non-federal
sector.
Employees may be placed in an IPA assignment on a detail or
by appointment. Employees on detail remain employees of their
permanent agencies for all purposes except work and supervision.
Employees on appointment are on leave-without-pay status in their
"home organizations" and are given appointments into the "hosting
organization" in accordance with the terms of the written
Assignment Agreement and the personnel policies of the "hosting
organization". The manual distinguishes between the two cases
when the IPA guidelines differ for assignees on detail and on
appointment.
Personal contact or official correspondence between EPA
managers and their non-federal counterparts is the most common
way for IPA assignments to be proposed.
5. ARRANGING AN ASSIGNMENT
An assignment under the IPA must be implemented by a written
Assignment Agreement (OF69 Rev. 9/79, EPA Version [06-97]). The
primary purpose of the Assignment Agreement is to officially
document the temporary assignment of an employee under the IPA.
The Assignment Agreement also establishes the basis for personnel
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and financial transactions which facilitates these temporary
assignments. In addition, the Assignment Agreement provides
statistical data on mobility program activities which may be
furnished, without personal identification, to other federal
agencies, Congress, or other interested parties or individuals
under the Freedom of Information (FOI) Act. The specific
contents of the agreement will vary according to the assignment.
The assignment procedures discussed in this manual apply equally,
unless otherwise specified, to the assignment of an employee from
EPA to a state and/or local government, or vice versa. The
assignment may involve one or more persons. It may be drawn up
in conjunction with reciprocal agreements, or it may be a one-way
agreement regarding a detail or an appointment.
IPA assignments are management-initiated actions which may
be proposed by either a state and/or local government or EPA.
Only management representatives and personnel officers are
involved in the initiation and negotiation of assignments.
Individual employees can not become involved in initiating or
proposing their own assignment to a state and/or local
government, nor should EPA officials deal directly with
individual state and/or local employees who personally seek
assignments to EPA. Assignments arranged to meet the personal
interests of employees or solely to meet workforce ceilings are
contrary to the spirit and intent of the IPA. The assignment is
voluntary and must be agreed to by the employee.
The overriding factors which must be taken into account by
officials when negotiating an IPA assignment are the benefits
which will accrue to the participating organizations and the
impact on the effective delivery of public services.
6. POLICY
It is Agency policy to utilize the IPA program to the
maximum extent possible consistent with the provisions of the
Act. Both technical and administrative personnel can be utilized
to cover a wide variety of assignment types. Where costs are
involved, maximum flexibility is allowed to determine the share
to be borne by the parties to the agreement. However, the
organization benefiting the most from an IPA assignment is
expected to bear the greater share of the costs. Agency policy
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IPA POLICY AND PROCEDURES MANUAL 3141
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requires that a "Cost/Benefits Justification Form," EPA Form
3140-36 (9/96), (Figure 5-1), be submitted to the Agency IPA
Coordinator for all IPA assignments to substantiate specific
tangible and intangible benefits. A sample "Cost/Benefits
Justification" is shown in Figure 5-2.
It is important that the right people be assigned to state
and local governments--people who are fully qualified for the
given assignment and who will be able to work effectively with
state and local personnel. When employees from state and local
governments are selected for assignment to EPA under this
program, they should also be carefully chosen and EPA should make
the most of the opportunity to utilize their talents. Under the
IPA, participating organizations must ensure fair treatment in
selecting employees for intergovernmental assignments, without
regard to political affiliation, race, color, national origin,
age, sex, sexual orientation, religious creed, or physical
handicap.
The Agency IPA Coordinator will refer Headquarters
Assignment Agreements to the Office of General Counsel (OGC) for
a determination if there is a question of possible conflict-of-
interest in the assignment prior to granting final approval or
concurrence. Human Resources Officers (HRO) in the regions and
the field (EPA Labs/Centers) are responsible for submitting all
legal questions regarding Assignment Agreements to their Regional
Counsel, senior regional legal enforcement manager(s), or his/her
designee for review for possible conflict-of-interest prior to
approval of the Assignment Agreements.
In keeping with the spirit of the Act, which provides the
legal means to temporarily assign skilled people between
appropriate organizations whenever there is sufficient need and a
common interest, an IPA assignment will not be used to gain
permanent employment with the mobility employer or to secure
temporary employment in a geographic area to which the employee
anticipates moving or retiring at the conclusion of his/her
career.
Employers are not to convert employees to a different
employment status for the sole purpose of the employee becoming
eligible to participate in the program. An "Employment Status
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Certification Statement," EPA Form 3140-34 (8/96), (Figure 5-3),
must be completed to certify participant eligibility prior to
approval of an IPA assignment.
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CONTENTS OF CHAPTER
CHAPTER 2 2-1
GENERAL PROVISIONS 2-1
1. COVERAGE 2-1
A. Federal Government 2-1
B. State and/or Local Governments,
Institutions of Higher Learning, and
Other Organizations 2-1
C. Indian Tribal Governments 2-3
D. Foreign Nationals 2-3
2. RESPONSIBILITIES 2-3
A. Agency Responsibilities 2-3
(1) Director, Office of Human Resources
and Organizational Services . . 2-3
(2) EPA Managers and Supervisors . . 2-4
(3) Senior Program Officers and
Headquarters, Regional/Field
Human Resources Officers ... 2-6
(4) Chief of Staff/Deputy Chief of
Staff, Assistant Administrators,
Inspector General, General Counsel,
and Regional Administrators . . 2-7
(5) Headquarters Budget Division . . 2-7
(6) Finance Offices 2-8
(7) Agency IPA Coordinator 2-8
(8) Employees 2-9
B. State and/or Local Government
Responsibility 2-10
C. Mutual Responsibilities 2-10
3. EXCLUSIONS FROM IPA PARTICIPATION .... 2-11
A. Federal Government 2-11
B. State and/or Local Governments .... 2-11
C. Institutions of Higher Learning . . . 2-11
D. Indian Tribal Governments 2-12
E. Foreign Nationals 2-12
F. Other Organizations 2-12
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4. LENGTH OF THE ASSIGNMENT 2-12
5. FURLOUGHS 2-13
6. FINANCING AN IPA ASSIGNMENT 2-14
A. General 2-14
(1) EPA Employees on Detail .... 2-14
(2) EPA Employees Placed on
Leave-Without-Pay 2-14
(3) State and/or Local Government
Employees on Detail 2-14
(4) State and/or Local Government
Employees on an Appointment . . 2-15
B. Grant Funds 2-15
C. Cost Analysis 2-15
7. REIMBURSEMENT FOR ASSIGNMENTS 2-16
A. General 2-16
B. Funding for IPA Assignments 2-16
C. Establish Reimbursable Budget Authority 2-16
D. Request Advance Payments or Prepayments
for IPAs 2-17
E. Bill for Advances or Reimbursements . 2-18
F. Recognize Budgetary Resources .... 2-18
G. Billing 2-18
H. Other Costs 2-18
I. Supplemental Pay 2-19
8. LIABILITY STATUTES APPLICABLE 2-20
9. TRAVEL AND TRANSPORTATION EXPENSES .... 2-20
10. CONFLICT-OF-INTEREST AND EMPLOYEE CONDUCT 2-23
A. Federal Government 2-23
B. State and/or Local Government .... 2-23
C. EPA Program Managers and Supervisors . 2-25
D. Indian Tribal Governments 2-26
11. TRAINING 2-26
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12. AWARDS 2-27
A. Agency Awards 2-27
B. State and/or Local Government Awards . 2-27
C. Quality Step Increase 2-28
13. REPORTS REQUIRED 2-28
A. Progress Report 2-28
B. Final Assignment Evaluations 2-28
C. Annual Written Review 2-28
14. TERMINATION OF AGREEMENT 2-29
15. WORKERS' COMPENSATION 2-29
16. FREEDOM OF INFORMATION ACT AND PRIVACY ACT
PROVISIONS 2-29
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CHAPTER 2
GENERAL PROVISIONS
1. COVERAGE
The following employees and jurisdictions ARE eligible for
IPA participation.
A. Federal Government. Any part-time or full-time federal
employee with a career or career conditional appointment (not
otherwise excluded) in the competitive service, including career
appointments in the Senior Executive Service (SES), and attorneys
in the excepted service, from any of the following jurisdictions:
• Federal Executive Agencies
• Administrative Office of the United States Courts
• Library of Congress
• General Accounting Office
• Botanical Gardens
• Government Printing Office
• Congressional Budget Office
• United States Postal Service
• Postal Rate Commission
• Office of the Architect of the Capitol
B. State and/or Local Governments. Institutions of Higher
Learning, and Other Organizations. Any permanent (career)
employee from one of the following jurisdictions who has been
employed for at least 90 days prior to entering into a mobility
assignment with a federal agency:
• An agency of a state or local government
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• An instrumentality of a state or local government,
provided that the organization within which it is
located is either:
(1) government created or controlled;
(2) public or non-profit in nature (e.g.,primary
and/or secondary institutions covered under
local school districts); or
(3) has some governmental function delegated to
it, with the intent that it functions as an
instrumentality.
• A multi-state or intra-state authority
• The District of Columbia
• The Commonwealth of Puerto Rico
• A territory or possession of the United States
• A junior college
• A private, public and/or technical four year
college and/or university
• A federally funded research and development center
(which formally had to apply for certification),
defined as amended by the National Defense
Authorization Act for FY95, Public Law 103-337
• Another (0PM or agency-certified) non-profit
organization (which has as one of its principal
functions the offering of professional advisory,
research, educational or developmental services,
or related services, to governments or
universities concerned with public management).
If an organization is interested in becoming agency-
certified as an eligible participant of the IPA
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program, a request should be mailed to:
Agency IPA Coordinator (3641)
U.S. Environmental Protection Agency
401 M Street, SW
Washington, DC 20460
The certification request must include a copy of the
organization's articles of incorporation, by-laws,
Internal Revenue Service (IRS) non-profit statement,
and any information describing the organization's
public management activities. A sample letter from a
non-profit organization requesting certification of
eligibility for the IPA program is shown in Figure 5-4.
Interested organizations should contact the Agency IPA
Coordinator for a list of current eligible
organizations previously approved by 0PM (5 CFR Part
334, section 334.103 was changed to require the non-
profit status of "other organizations" to be determined
by agencies, not 0PM).
C. Indian Tribal Governments. Any member of the governing
body of any Indian tribe, band, nation, or other organized group
or community; and/or any Alaska native village as defined in the
Alaska Native Claims Settlement Act (85 Stat. 688).
D. Foreign Nationals. A foreign national may participate
only if such participation is consistent with EPA appropriations
and if the individual is an eligible employee of an institute of
higher learning or a state or local government within the United
States.
2. RESPONSIBILITIES
A. Agency Responsibilities.
(1) Director. Office of Human Resources and
Organizational Services is responsible for developing policy and
procedural guidelines and directing assignments of employees
under the Act. This authority is re-delegated from the Assistant
Administrator for Administration and Resource Management, through
the Director, OHROS and the Director, Human Resource Staff for
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OA/OIA and SES, to the Agency IPA Coordinator as authorized by
Delegation 1-9, titled "Intergovernmental Personnel Act (IPA)
Program."
(2) EPA Managers and Supervisors are responsible for:
(a) maintaining an awareness of the objectives and
requirements of mobility assignments under the IPA; ensuring that
their staffs are familiar with IPA provisions and that program
officials are responsive to requests from state and local
governments;
(b) utilizing IPA assignments as an effective
management tool for accomplishing program objectives; ensuring
that all recommended assignments are mutually beneficial to both
parties involved, as well as the employees;
(c) initiating and negotiating Assignment
Agreements. The most common way that IPA assignments are
proposed is through personal contacts or official correspondence
between EPA managers and their non-federal counterparts. Only
management representatives and personnel officers are authorized
in the initiation and negotiation of assignments. Individual
employees are not authorized to initiate these discussions.
Managers should discuss the purposes and benefits of the
assignment, cost-sharing arrangements, length of time involved
for the proposed assignment, and skills required with their
counterpart organizations;
(d) ensuring that funds obligated against
reimbursable authorities established for IPA assignments
requiring advanced payment are limited to the amount of the
advance received from the non-federal organization;
(e) utilizing the IPA program to render local
assistance and carry out environmentally related programs in
which EPA has a vested interest;
(f) ensuring that necessary leave records and
progress reports associated with the IPA assignment are
maintained;
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(g) developing performance agreements for any EPA
employee with three months or more of service on an IPA
assignment during any given rating year.3 A rating is required
from the EPA supervisor of record and must be provided to the
employee. The agreement must be on "Performance Agreement,
Appraisal and Certification," EPA Form 3115-24 (Rev. 8-87),
(Figure 5-5),4 and signed by the EPA supervisor of record, if a
General Schedule (GS) employee is involved; or "Performance
Agreement, Appraisal and Certification for Supervisors, Managers
and Executives," EPA Form 3140-32 (9-92), (Figure 5-6), if
supervisors, managers or executives are involved;
(h) ensuring that applicable federal, state, and
local government conflict-of-interest laws have been reviewed
with individuals proposed for IPA assignments to ensure that
conflict-of-interest situations do not inadvertently occur during
the course of an assignment;
(i) certifying (in the "Employment Status
Certification Statement," EPA Form 3140-34 (8/96), (Figure 5-3),
that it is not their intent to recruit and/or hire an IPA
assignee to a "like position" while he/she is on a temporary
assignment to the Agency; and
(j) meeting obligations to employees returning to
their "home organizations". Upon completion of the assignment,
managers must certify in the "Program's Certification of Employee
Status," EPA Form 3140-35 (6/97), (Figure 5-7), that their
employee has returned to the "home organization" and there is no
liability to the U.S. Government for expenses incurred during the
IPA assignment. Certification of the above will ensure tighter
internal management controls of the mobility program, reduce the
3A new performance management system is being developed. When
implemented, the performance management program in effect in the employee's
EPA office may have a different minimum rating period than the Agency
standard. If the lengths of these two periods differ, the requirements of the
employee's EPA office apply.
4The performance management program in effect in the employee's EPA
office may require the use of a different form. If these forms differ, the
requirements of the employee's EPA office apply.
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likelihood of individual financial liability to the federal
government, and clarify programmatic uncertainties.
(3) Senior Program Officers (SPO) and Headquarters.
Regional/Field Human Resources Officers are responsible for:
(a) participating in the negotiation of IPA
assignments and advising and assisting managers and employees in
the preparation of necessary documentation for IPA assignments;
(b) ensuring that necessary personnel documents
are submitted to the Agency IPA Coordinator for concurrence or
approval;
(c) recommending approval or disapproval of
proposed IPA assignments of EPA employees to state or local
governments within their respective regions;
(d) making all changes recommended by the Agency
IPA Coordinator and returning the corrected or amended Assignment
Agreements to the Agency IPA Coordinator within 10 working days;
(e) assuring that the assignee does not begin an
IPA assignment or incur any expenses under the IPA agreement
until all appropriate signatures have been obtained and the
assignment approved by the Agency IPA Coordinator;
(f) assisting managers in returning EPA employees
to duty in appropriate positions at the expiration of IPA
assignments, in accordance with governing personnel regulations;
and
(g) sending to the assignee and his/her
supervisor, in accordance with the provisions of the Assignment
Agreement or prior to the expiration of the assignment,
"Assignee's Evaluation of Mobility Assignments," EPA Form 3140-18
(Rev. 06/97), (Figure 5-8), and "Supervisor's Evaluation of EPA's
IPA Personnel Exchange Program," EPA Form 3140-20 (Rev. 06/97),
(Figure 5-9), for completion. The completed forms are to be
forwarded to the Agency IPA Coordinator at the address shown on
the forms.
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(4) Chief of Staff/Deputy Chief of Staff 5. Assistant
Administrators. Inspector General. General Counsel, and Regional
Administrators are responsible for:
(a) approving IPA assignments of employees under
their jurisdiction when the costs to EPA do not exceed 30 percent
of salary costs or whenever extensions are requested and
forwarding those Assignment Agreements to the Agency IPA
Coordinator for concurrence (the Director, OHROS has delegated
approval of any cost exceeding 30 percent of salary to the Agency
IPA Coordinator); and
(b) signing and submitting to the Agency IPA
Coordinator, an annual written assessment of program
administration and sponsorship for their particular offices. The
continued submission of these written assessments will assist the
Agency IPA Coordinator in responding to Congressional, Office of
Management and Budget (OMB), OPM, and FOI requests. (See
paragraph 13-C, Annual Written Review).
(5) Headquarters Budget Division is responsible for:
(a) ensuring that IPA assignments are included in
Agency estimates of reimbursement at the beginning of each fiscal
year;
(b) ensuring that reimbursable budget authority is
issued to Allowance Holders for IPA assignments when advances or
reimbursements are received; and
(c) ensuring that the Finance Office is notified
of the issuance of reimbursable authority for an IPA and
activating the reimbursable account number(s) for Allowance
Holders.
5 Approval of all IPA assignments originating in the Immediate Office of the
Administrator, the Associate Administrator's Offices, or one of the Staff
Offices reporting directly to the Administrator is re-delegated to the Chief
of Staff/Deputy Chief of Staff.
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(6) Finance Offices are responsible for:
(a) ensuring that they follow appropriate
accounting procedures for IPA reimbursements provided by the
Headquarters Financial Management Division, Office of the
Comptroller;
(b) billing the non-federal entities for the
amount specified in the Assignment Agreements in accordance with
the Policy Announcement (PA), No. 97-104, dated March 3, 1997,
issued by the Office of the Comptroller pertaining to funding for
reimbursable IPA agreements;
(c) recording advances of funds for reimbursable
work as an unearned revenue;
(d) establishing a liability and reducing the
liability by accrued costs;
(e) tracking the advance throughout the life of
the IPA agreement. As such, reconciling actual cost against paid
advances bi-weekly (or when appropriate); billing the non-federal
entity as soon as possible if actual costs are more than the
advance provided; preparing final reconciliation upon completion
of assignment to determine if any refunds are due the non-federal
entity, and sending refunds (if applicable) as soon as possible;
and
(f) activating account number(s) after receiving
notification from the Budget Division that the reimbursable
authority has been issued against an IPA.
(7) Agency IPA Coordinator is responsible for:
(a) program oversight, taking corrective
administrative actions as necessary to resolve problems and
correct errors;
(b) reviewing all Assignment Agreements for
regulatory compliance and ensuring that necessary concurrences
and approvals have been obtained from the appropriate officials;
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(c) advising Headquarters managers and employees
regarding the goals and provisions of the IPA program and
assisting in the preparation of necessary documentation;
(d) approving the Assignment Agreement if the
agreement calls for the Agency to pay more than 30 percent of
salary and concurring if the agreement calls for the Agency to
pay 30 percent or less;
(e) notifying the appropriate HRO or SPO of such
approval or concurrence;
(f) approving extensions, in accordance with the
rules governing the maximum length of an IPA Assignment, when the
extension is fully justified and of mutual benefit to the
organizations concerned;
(g) advertising open requests throughout the
Agency and notifying officials in the state and local governments
of opportunities under the IPA program;
(h) maintaining a complete file of all IPA
Assignment Agreements and confidential IPA evaluation forms while
the assignment is in progress and for a period of two years
following the termination of the assignment;
(i) forwarding copies of all completed Assignment
Agreements to the appropriate programs utilizing the program; and
(j) approving/rejecting certification of non-
profit organizations for participation in the IPA mobility
program.
(8) Employees are responsible for:
(a) agreeing to return to the federal government
(as a condition of accepting an IPA assignment) and, upon return,
serving for a period of time equal to the length of the
assignment. If the employee fails to carry out this agreement,
he/she must reimburse EPA for its share of the costs of the
assignment (excluding salary and benefits) ;
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(b) ensuring that the IPA Assignment Agreement
accurately documents duties and responsibilities that they are
expected to perform and any job-related training they will
receive, while on assignment;
(c) while on assignment, completing and submitting
progress reports to the Agency IPA Coordinator no later than 10
work days following the close of each fiscal year (September 30).
In addition, "Assignee's Evaluation of Mobility Assignments," EPA
Form 3140-18 (Rev. 06/97), (Figure 5-8), must be submitted to the
Agency IPA Coordinator within 10 work days following the end of
the assignment; and
(d) working with the EPA supervisor of record to
ensure appropriate documentation of performance agreements and
appraisals are in place.
B. State and/or Local Government Responsibility. When an
assignment involves the detail or appointment of a state and/or
local government employee to EPA, specific provisions must be
made in the Assignment Agreement. Some of the provisions are
that the employee involved will return to the original agency, to
the position occupied prior to the assignment or to one of "like"
grade and pay, and that all rights and benefits of the employee
will be fully protected while on the IPA assignment.
Within 10 working days of the end of the assignment, the
supervisor at the "hosting organization" must complete and submit
"Supervisor's Evaluation of EPA's IPA Personnel Exchange
Program," EPA Form 3140-20 (Rev. 06-97), (Figure 5-9), to the
Agency IPA Coordinator.
C. Mutual Responsibilities. Before the Agency makes a
decision on an IPA assignment, the employee must be informed of
the impact on his/her rights and benefits. For example, an
employee should understand not only the conditions under which
leave is earned, but also recognize the extent to which an
assignment may affect accrued leave. In negotiating an
assignment, all parties should keep in mind the effect of
assignments upon the rights of an employee resulting from
collective bargaining agreements or established relationships
under either state and/or local laws or regulations of Executive
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Order 11491, as amended. Executive Order 11491 states ". . .each
employee of the Executive Branch of the federal government has
the right, freely and without fear of penalty or reprisal, to
form, join, and assist a labor organization or to refrain from
any such activity and each employee shall be protected in the
exercise of this right." Therefore, an executive agency should
consider the possible effects of assigning an employee to a
position in a state and/or local agency which requires membership
in a union, and in some cases, the payment of the equivalent of
union dues under an agency-shop agreement as a condition of
employment.
Responsible offices should negotiate with non-federal
entities to make advance payments or prepayments to EPA before
the effective date of the IPA assignment. Prepayment keeps EPA
from using its direct appropriation for funding IPA assignments,
thereby having more funds free for other expenditures. When non-
federal entities are not able to provide an advance or
prepayment, managers, supervisors, SPOs, HROs, and the Agency IPA
Coordinator must ensure that this is documented in the Assignment
Agreement so that finance offices can promptly bill the non-
federal entities for actual cost(s).
3. EXCLUSIONS FROM IPA PARTICIPATION
The following ARE NOT eligible for IPA participation:
A. Federal Government. Employees of federal agencies
holding time-limited, temporary or term appointments; non-career
or limited SES appointments; Schedule C and Administratively
Determined (AD) appointees; Armed Forces personnel; or
Commissioned Corps Officers of the Public Health Service and/or
the National Oceanographic and Atmospheric Administration.
B. State and/or Local Governments. Elected state and local
officials.
C. Institutions of Higher Learning. Graduate students,
research assistants, or visiting professors/associates, who are
not considered permanent employees of the institutions.
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D. Indian Tribal Governments. There are no exclusions as
long as they meet 1-C of this chapter.
E. Foreign Nationals. Assignments with universities of
foreign countries are not permitted under the IPA regulations.
Assignments directly to foreign countries are not permitted.
F. Other Organizations. Employees who are not permanent
career employees for at least 90 days prior to entering into a
mobility assignment.
4. LENGTH OF THE ASSIGNMENT
A. The mobility provisions are for temporary assignments of
two years or less. Assignments should be kept to the minimum
time period necessary to complete the objective and assigned
tasks. Assignments can be made on a full-time, part-time or
intermittent basis. The Agency IPA Coordinator may approve an
extension of a two-year assignment for up to an additional two
years when the extension is fully "justified and of mutual benefit
to the organizations concerned. However, extensions of
assignments that exceed a total of four consecutive years,
whether the assignment is full-time, part-time or intermittent,
will not be granted.
Successive agreements (e.g., employees going from one
assignment to another) without a break of at least 60 calendar
days will be regarded as continuous service under the mobility
program and are not allowed under the IPA authority. IPA
assignments will not be extended without assignee performance
evaluations being current and in the Agency's IPA reporting
system. Before an extension is made, the EPA supervisor of
record should consider very carefully the impact of lengthy
assignments on the operations of EPA organizations.
B. An employee completing a mobility assignment or
combination of assignments totaling four years must return to the
original employer for at least 12 months before he/she can be
considered for another mobility assignment. Even then, multiple
mobility assignments for one individual should be approved only
after the Agency has determined that the employee in question is
the only person available and capable of fulfilling the new
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assignment. Such an assignment can only be approved for an
additional two years and may not be extended again. The maximum
limit for IPA assignments is six years during an employee's
career regardless of whether or not that employee is a federal
employee or a non-federal employee.
C. When assignments of EPA employees are extended beyond
two years, the Chief of Staff/Deputy Chief of Staff, Assistant
Administrator, Inspector General, General Counsel or Regional
Administrator must submit to the Agency IPA Coordinator a written
justification for the extension. The justification should be
submitted along with the "Mutually Agreed Upon Extension
Assignment Agreement."
D. For state and/or local government employees on
assignments to EPA who are extended beyond two years, the
extension justification statement must clearly state that the
assignment's impact has been fully discussed with the outside
organization.
5. FURLOUGHS
The specific authority for furloughing persons who are
working under an IPA mobility agreement, either inside the
federal government or with other organizations, will depend upon
the nature of individual agreements, the status of the
appointment, and/or the funding arrangements for the specific
assignment. As a general rule, the following principles are
applicable in determining whether to furlough personnel on IPA
mobility assignments:
• Personnel from non-federal organizations on
appointment to the federal government are subject
to furlough in the same manner as other employees.
• Personnel on detail to federal agencies from
non-federal organizations which share part of the
cost of the detail may continue to work if the
federal portion of the cost was obligated from
prior year appropriation, at the time the IPA
mobility agreement was executed. In the event
that a furlough takes place during the second year
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of an agreement, at which time no funds are
appropriated, the assignment will be terminated.
• Personnel on detail to federal agencies from
non-federal organizations which do not pay or
share the cost of the detail are subject to
furlough in the same manner as all EPA employees.
Employees on a reimbursable detail from the Agency will not
be subject to furlough, due to lack of funds, if full
reimbursement continues. However, if reimbursement is reduced or
eliminated, the employee will be subject to furlough. Agencies
may prorate the required furlough time for employees being paid
by the outside organization during only part of the furlough
period. Federal employees assigned to non-federal organizations
who are on LWOP from their federal positions may continue
working.
6. FINANCING AN IPA ASSIGNMENT
A. General. The financial arrangements governing a
mobility assignment are negotiable between the participating
agencies. Financial aspects covered include pay, fringe
benefits, relocation costs, and travel and per diem expenses.
The financial arrangements have an impact on the employment
ceiling in an individual's office as follows:
(1) EPA employees on detail to state and/or local
governments are not counted against the ceiling if the
organization to which an assignment is made reimburses the Agency
for at least 51 percent of an assigned employee's salary cost
during the assignment. If the Agency is responsible for more
than 49 percent of the employee's salary, the employee is counted
against ceiling.
(2) EPA employees placed on leave-without-pay (LWQP)
while on appointment(s) to state and/or local governments are not
counted against ceiling.
(3) State and/or local government employees on detail
into EPA are not counted against ceiling regardless of the
reimbursement.
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(4) State and/or local government employees on an
appointment to EPA under 5 USC 3374 (a)(5) are counted against
ceiling.
Under no circumstances are mobility assignments to be made
solely to comply with workforce ceilings.
B. Grant Funds. Under the IPA, there is no prohibition
against using grant funds to support, in whole or in part, an IPA
assignment for an EPA employee. In such cases, the concurrence
of the funding agency should be obtained. However, grant funds
may not be used for state employees on IPA assignments into EPA.
Job duties and responsibilities must be clearly defined when
grant funds are involved in an IPA agreement. Functions
performed by an EPA employee working for a state agency pursuant
to an IPA that are exclusively EPA functions are not appropriate
activities for an IPA funded by a federal grant. To the extent
that the EPA employee performs an activity that is a function of
both the state and EPA, he/she may carry out that responsibility
during the IPA assignment, so long as the principal purpose of
the grant is to support state functions. However, under no
circumstance should employees serving as Project Officers be
allowed to participate in IPA assignments funded by grants that
they oversee and monitor.
C. Cost Analysis. A cost analysis will be required for all
IPA assignments that involve the Agency funding either per diem
or relocation expenses.
In addition to the cost analysis, the submission of a
"Cost/Benefits Justification Form," EPA Form 3140-36 (9/96),
(Figure 5-1), with specific tangible and intangible criteria to
be addressed, will also be required for all IPA Assignments. The
criteria is required in response to item #26, Federal Agency
Obligations, in the IPA Assignment Agreement, regardless of
whether or not the Agency pays more than 49 percent of salary
costs for a period of time exceeding six months.
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7. REIMBURSEMENT FOR ASSIGNMENTS
A. General. EPA and the state or local government
concerned may agree to establish the assignment on a wholly or
partially reimbursable or non-reimbursable basis, including
travel and transportation expenses, allowable relocation costs,
pay, supplemental pay, and fringe benefits. Chapter 5 provides
additional guidance on the procedures for reimbursable agreements
and submission of the OF69.
In the past, Agency practice has been to exclude anticipated
reimbursements resulting from IPA assignments when requesting
reimbursable authority from OMB. EPA employees on IPA
assignments to non-federal entities were paid from EPA's direct
appropriation. The direct appropriation was then refunded
through subsequent billing of and payment from the non-federal
entities. However, the expenditure was not reclassified into a
reimbursable expenditure.
B. Funding for IPA Assignments. Beginning Fiscal Year
1997, the Budget Division has included reimbursements for IPAs in
its request for reimbursable authority from OMB. According to
OMB Circular A-34, budgetary resources available for obligation
for reimbursable work given to non-federal entities are limited
to the amount of the advance or payments received from the non-
federal entities.
For policy and procedural guidance on proper accounting and
reporting of budgetary resources for reimbursable IPA agreements,
refer to the IPA-related Policy Announcements issued by the
Office of the Comptroller under the Office of the Chief Financial
Officer.
C. Establish Reimbursable Budget Authority.
(1) IPA assignments approved or extended on or after
the date of issuance of the Policy Announcement will be funded by
reimbursable authority. The Budget Division will ensure that
anticipated reimbursements from non-federal entities resulting
from IPA assignments are included in its estimates of
reimbursements at the beginning of each fiscal year and that
reimbursable budget authority is issued for IPA assignments when
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advances or reimbursements are received. In addition, allowance
holders may obligate funds against the reimbursable authority
only up to the amount of payments actually received from the non-
federal entity.
(2) Reimbursable account numbers will be established
and activated by the Cincinnati Financial Management Center
(CFMC) once the Headquarters Budget Division has informed CFMC
that authority has been issued for reimbursable IPA agreements.
These reimbursable agreements will be processed under existing
Agency requirements for reimbursable activities. This means that
EPA employees' accounts funded under a regular appropriation will
be amended partially or wholly to a reimbursable account when
their IPA assignments become effective.
D. Request Advance Payments or Prepayments for IPAs.
(1) Responsible offices should negotiate with non-
federal entities to make advance payments or prepayments to EPA
before the employee's effective date of assignment.
(2) Advance payments may be made for the full amount
(duration of the IPA agreement) when the agreement is signed or
may be made in installments before the services are performed.
If payment is made in installments, the value of each installment
should not be less than the amount required to fund one fiscal
quarter of the assignment. This means that the IPA assignment
will be funded initially for at least three months. However, if
the non-federal entity agrees to prepay or to provide funds for
the duration of the IPA agreement, then EPA must accept. IPA
agreements will include the terms of the advance or prepayment.
(3) The advance will be deposited to the reimbursable
account within the appropriation that will be used to pay the
salaries and expenses of EPA employees who are on IPA
assignments. If the terms of the IPA agreement stipulate full
reimbursement, IPA employees will be transferred from a fixed
account number to a reimbursable account number. If the terms of
the agreement stipulate partial reimbursement, IPA employees will
have a fixed account number and a reimbursable account number.
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E. Bill for Advances or Reimbursements.
(1) When non-federal entities agree to pay in advance,
finance offices must bill in advance. Bills must be sent to
ensure collections are received at least 10 working days before
the employee's effective date of the assignment.
(2) When non-federal entities are not able to provide
an advance or prepayment, that fact must be justified and
appropriately documented in the Assignment Agreement. The IPA
assignment can then be effected. Finance offices must promptly
bill the non-federal entities for actual cost. When payments are
received, finance offices will notify the program office that
payment has been received and they should ensure that the direct
appropriation is adjusted and the reimbursable account properly
charged for expenditures.
F. Recognize Budgetary Resources. Budgetary resources for
anticipated advances and reimbursements must be recognized when
actual payments are received. This means that program offices
may not obligate or spend against the anticipated advances or
reimbursements until actual payment is received.
G. Billing. In order to ensure appropriate lead time for
advance billing, program offices must submit all IPA agreements
that involve prepayments to the Agency IPA Coordinator not later
than 60 days prior to the proposed effective date of the
assignment. Program offices must inform prospective IPA
participants that they can not begin their assignment(s) prior to
receiving written or verbal approval from the Agency IPA
Coordinator.
H. Other Costs. Federal agencies are precluded from
reimbursing state or local governments for any overhead costs
associated with negotiating an Assignment Agreement, preparing
and/or maintaining payroll records or developing any reports on
the mobility assignment, tuition credits, office space,
furnishings, supplies, staff support, and computer time. Real
estate or house hunting trips cannot be reimbursed because of the
temporary nature of an IPA assignment.
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I. Supplemental Pay. Managers have flexibility when
negotiating the reimbursement of supplemental pay. Supplemental
pay may vary during the assignment depending on the employee's
entitlement to promotions, within-grade increases, pay plan
revisions, or comparable changes in pay from state or local
government organizations. IPA organizations may agree to
reimburse all, some, or none of the supplemental pay. The
determination of whether an employee is entitled to supplemental
pay is made by the Agency official authorized to sign the written
Assignment Agreement. Employees must, however, be informed of
supplemental pay decisions prior to being assigned to an IPA
position.
(1) A federal, state or local government employee,
assigned by appointment or detail to a classified position into
an eligible IPA organization is entitled to supplemental pay only
under the following conditions:
(a) Federal Employee:
(i) if the basic rate of pay received from the
non-federal organization is less than the appropriate rate of pay
the employee would have received had he/she remained in his/her
federal position of record. Therefore, EPA must supplement the
difference between the federal and non-federal salaries. An EPA
employee will be paid no less than he/she would receive in
his/her EPA position; or
(ii) when, in certain limited circumstances,
the basic rate of pay received from the non-federal organization
is higher than the appropriate rate of pay the employee would
have received had he/she remained in his/her federal position of
record. The non-federal organization must provide documentation
to support paying a federal employee the higher salary; and
certify that the non-federal salary is an established salary
"commensurate" to that which would be paid to other non-federal
employees for performing the same (or similar) duties assigned
under the IPA agreement.
In the event supplemental pay is authorized for a
federal employee, EPA will agree to pay the employee for the
supplemental pay along with his/her rate of basic pay and will
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negotiate reimbursement from the non-federal organization. This
will allow EPA to maintain tighter management control of the
salaries that EPA employees are receiving under IPA assignments
and will assist with maintaining accurate financial data for FOI
requests.
(b) State or Local Government Employee:
if the basic rate of pay received from the
non-federal organization is less than the appropriate rate of the
federal government position to which the non-federal employee
will be assigned. Supplemental pay for state or local government
employees can only be authorized at the minimum rate of the
federal grade at which the employee is assigned.
(2) A supplemental pay form must be completed and
submitted with the IPA agreement 30 days before the initial
payment is scheduled to be made. See "Supplemental Pay for
Federal and Non-Federal IPA Detailees," EPA Form 3155-3
(Rev. 9-96) attached to OF69, Figure 5-10. Whenever there is a
change in supplemental pay due to a cost-of-living-allowance
(COLA) increase or other salary change, a new supplemental pay
form must be submitted to the Agency IPA Coordinator two weeks
prior to the effective date.
8. LIABILITY STATUTES APPLICABLE
The federal tort claims statute and any other federal tort
liability statutes continue to apply to a federal employee
whether he/she is detailed or on LWOP. These statutes also apply
to a state and/or local government employee on assignment to EPA.
9. TRAVEL AND TRANSPORTATION EXPENSES
EPA may, at its discretion, use its appropriations to pay or
reimburse a state or local government employee on assignment for
expenses authorized under subchapter 1 of Chapter 57 of Title 5,
USC, and Chapters 3 and 6 of the Resource Management Directives
System (RMDS) Travel Manual, 255OB, CHG 20, November 14, 1995.
When an EPA, state, or local government employee is on
assignment, the Agency may pay for either relocation expenses to
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and from the assignment location or a per diem allowance at the
assignment location during the period of assignment. EPA may
select either one of these approaches to relocation and living
expenses, but not both. The cost to the government should be one
of the major factors taken into account when making a
determination on which type of travel expenses will be
reimbursed.
If the EPA, state, or local government employee on assign-
ment is to receive relocation expenses, EPA may reimburse the
employee and his/her immediate family for:
A. transportation and movement of household goods and
personal effects to and from the assignment location. In the
event that the "home organization" does not return an employee to
a "like" position at his/her original duty station, he/she may be
relocated to another duty station providing it is cost effective
to the government and it does not exceed the original cost
estimated in the initial cost analysis prepared by the program
office;
B. en route per diem allowances for the employee and
his/her immediate family members for travel to and from the
assignment location;
C. subsistence while occupying temporary quarters (up to 60
days) at the assignment location and on return to his/her former
duty post;
D. non-temporary storage of household goods and personal
effects in connection with assignment at an isolated location.
(This is subject to Federal Travel Regulations [FTR], and the
RMDS Travel Manual.);
E. temporary storage of household goods (up to 60 days);
F. Relocation Income Tax Allowance; and
G. miscellaneous expenses if movement and storage of
household goods are involved.
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Expenses which can be paid if per diem is authorized instead
of relocation expenses include:
A. travel for the employee only, including a per diem
allowance, to and from the assignment location (Note: travel
expenses for members of the immediate family are only authorized
if the assignee is paid relocation expenses);
B. a reduced per diem allowance at the assignment location
during the period of the assignment after the first 30 days or
upon immediate occupancy in permanent housing, (whichever comes
first); and
C. travel, including a per diem allowance, while traveling
on official business away from the designated post of duty during
the assignment, when EPA considers the travel in the interest of
the Agency.
A per diem allowance at the assignment location is intended
for short term assignments of less than one year. However, if
per diem is approved by the Assistant Administrator or Regional
Administrator (or his/her designee) for assignments beyond one
year, employees should be informed of new tax laws and possible
additional tax liability for both cases: relocation and extended
temporary duty. The justification for approval MUST BE COST
EFFECTIVE TO THE GOVERNMENT. In addition to the "Cost/Benefits
Justification Form," a cost analysis prepared by the originating
office must be submitted along with the IPA agreement prior to
the effective date of the assignment. In the event per diem is
approved, the employee may receive 100 percent of the maximum
allowable rate up to 30 days. Thereafter, the rate will be
reduced and the employee will receive 55 percent of the maximum
allowable rate.
Reimbursement of the travel expenses of a federal, state or
local employee may be allowed only if the employee agrees, as
part of the written agreement, to serve the entire period of the
assignment or one year, whichever is shorter, unless the
assignment is terminated for reasons beyond the employee's
control that are acceptable to the Agency. If the assignment is
not completed by the federal, state or local government employee,
these expenses are recoverable from the employee as a debt due
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the United States Government. In the case of a federal employee,
salary and fringe benefits are excluded from the reimbursement.
The Director, OHROS is delegated the authority to waive the
right of recovery of relocation expenses for a federal employee
failing to complete his/her assignment or failing to remain in
government service for a time equal to the length of the
assignment; and for a state or local government employee assigned
to EPA if in the Director's judgment, a waiver is justified.
(0PM, in the past, has advised EPA that there are no specific
criteria established for waiver of expenses; however, we are
informed that agencies generally waive repayment if a federal
employee remains with an agency for at least one year. In cases
where federal employees serve less than one year, repayment is
usually waived if the employee leaves because of retirement,
disability, involuntary separation, or resignation, in lieu of
reduction-in-force [RIF]. Similar justifications for state or
local government employees would be considered as a basis for
granting a waiver.)
All questions regarding transportation and per diem should
be referred to the appropriate servicing finance office (SFO).
10. CONFLICT-OF-INTEREST AND EMPLOYEE CONDUCT
A. Federal Government. The IPA does not exempt a federal
employee, whether on detail or on LWOP, from federal conflict-of-
interest statutes when assigned to a state or local government.
However, where an EPA employee is assigned under the IPA to work
on enumerated matters for which EPA and the states have joint
responsibility, he/she may generally deal with EPA and other
federal agencies on matters of joint concern. (See EPA Ethics
Advisory 87-2, March 16, 1987).
B. State and/or Local Government. State and/or local
government employees on assignment to EPA, whether on a detail or
an appointment, are subject to a number of provisions of law
governing the ethical and professional conduct of federal
employees. Briefly, these employees are subject to the following
provisions of Title 18, USC:
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Section 203 (receiving compensation for claims,
contracts, etc.);
Section 205 (communicating with the government on
behalf of another with intent to influence); in
particular, employees on IPA assignments are
subject to the 18 USC section 205 restrictions
against communicating with federal agencies with
the intent to influence on behalf of outside
parties (including organizations to which they are
detailed) regarding any "particular matter";
Section 207 (former employees communicating with
the government as agent or attorney concerning
particular matters involving specific parties
[grants, contracts, etc.] in which they
participated in the course of government review--
disqualification of partners);
Section 208 (acting or participating in any matter
in which the employee, his/her immediate family,
his/her partner, or an organization with which
he/she is connected or is negotiating or has an
arrangement regarding prospective employment or
has a financial interest);
Section 209 (receiving salaries or contributions
from other than government sources for government
services);
Section 602 (solicitation of political
contributions generally);
Section 603 (solicitation of political
contributions in federal buildings);
Section 606 (intimidation to secure political
contributions);
Section 607 (making political contributions);
Section 643 (failure to account for public money);
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• Section 654 (wrongfully covering property of
another);
• Section 1905 (disclosure of confidential
information); and
• Section 1913 (lobbying with appropriated funds).
These employees are covered by section 1343 of Title 31,
USC, which prohibits the misuse of government vehicles. For more
complete information on these sections see FPM Chapter 735,
Appendix A. These employees are also subject to Executive Order
12674, Principles of Ethical Conduct; 5 CFR Part 2635, Employee
Responsibilities and Conduct; and EPA Supplemental Regulations at
5 CFR Chapter LIV.
For details of more than six months, the Designated Agency
Ethics Official may grant a written exemption from the gift
restrictions at 5 CFR Part 2635, Subpart B, if the entity to
which the employee is assigned has adopted appropriate written
ethical standards governing gifts.
When EPA officials believe a conflict-of-interest situation
might exist with a proposed mobility assignment or when an
individual already on an assignment undertakes new duties which
might create a conflict-of-interest situation, they should
contact the Alternate Designated Agency Ethics Official or
his/her Deputy in the OGC for advice.
State and local government employees on assignment are
subject to the provisions of Chapter 73 of Title 5, USC
(suitability, security, and conduct, including restrictions on
political activity), and any applicable state or local
prohibitions.
C. EPA Program Managers and Supervisors. Must inform an
employee of the provisions of the foregoing statutes and
regulations or must provide copies of the information to the
employee before he/she consents to the assignment. The employee
must acknowledge receipt in writing on the Assignment Agreement
of this information or documentation.
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D. Indian Tribal Governments. Federal employees on assign-
ment to an Indian tribal government are exempt from conflict-of-
interest provisions concerning representational capacities,
provided they meet certain notification requirements. Employees
assigned to Indian tribes may act as agents or attorneys for or
appear on behalf of such tribes in connection with any matter
pending before any department, agency, court, or commission.
This includes any matter in which the United States is a party or
has a direct and substantial interest provided that the employee
advises, in writing, the head of the department, agency, court or
commission of any personal and substantial involvement he/she may
have had as an officer or employee of the United States in
connection with the matter involved.
11. TRAINING
Assignments solely for training are not allowable under this
authority. Employees MAY NOT use the IPA program to earn a
degree of any kind. However, persons on IPA assignment may be
assigned to training if that training is in the interest of the
government and provisions for the training are included in the
Assignment Agreement. Assignments made for career developmental
purposes under the Executive Development Program, and/or any
other Agency-approved developmental program (e.g., the Greater
Leadership Opportunities [GLO] Program, Goalsetters Reaching for
Opportunities [GRO] Program, Women's Executive Leadership [WEL]
Program, etc.) are permissible.
A state or local government employee given an appointment in
a federal agency under the authority of § 3374(b) of Title 5 of
the USC, is deemed an employee of the federal agency. The agency
may provide training for the state or local government employee
as it does for other agency employees.
A state or local government employee on detail to a federal
agency under the authority of § 3374(c) of Title 5 of the USC, is
not deemed an employee of the federal agency. However, the
detailed state or local government employee may be admitted to
training programs the agency has established for federal
personnel and may be trained in the rules, practices, procedures
and/or systems pertaining to the federal government.
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12. AWARDS
A. Agency Awards. EPA employees are eligible to receive
cash awards for performance and payment for suggestions as well
as honor awards and time off awards for their work while on a
mobility assignment.
In deciding whether an EPA employee on an IPA assignment
should receive a cash award, Agency officials should be
particularly mindful of the relationship between the
accomplishments of the assignment and the mission of the Agency.
There must be a substantial benefit accruing to the federal
agency's programs and activities for EPA to make a cash award.
The cost of a cash award for a mobility assignee should be shared
between participating governments, if the benefits accrue to
each.
State and/or local government employees given temporary
appointments to the Agency under the IPA are eligible to receive
cash awards for suggestions or contributions. If EPA plans to
recommend an award for a state or local employee on a mobility
assignment, EPA should obtain the concurrence of the permanent
employer.
State and/or local government employees on assignment to
EPA, whether on detail or appointment, can receive honor awards
(e.g., plaques, commendations).
A time off award may be granted to any employee on an IPA
assignment to recognize a superior accomplishment or other
personal effort that contributes to increased quality and
effectiveness of EPA programs. These awards may not exceed 80
hours in one leave year.
B. State and/or Local Government Awards. If a state or
local government wishes to grant an award to an EPA employee on a
mobility assignment, the Agency IPA Coordinator and local HRO
must be informed of the award, the reasons for it, and must
concur in this action. Such state and local awards may be either
a cash or honor award.
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C. Quality Step Increase. Employees on IPA assignments are
not eligible to receive Quality Step Increases (QSIs) during the
assignment period. QSIs are not appropriate because of the
temporary nature of the work assignment and thus the inability of
a supervisor to certify that this level of performance will
continue.
13. REPORTS REQUIRED
A. Progress Report. An annual progress report is required
from the assignee and must be forwarded to the Agency IPA
Coordinator within 10 work days following the close of each
fiscal year (September 30). At a minimum, the report must
contain an assessment of the assignment, accomplishments, and
mutual benefits achieved or expected upon completion of the
assignment. IPA assignments will not be extended unless progress
reports have been received by the Agency IPA Coordinator.
Failure to comply will lead to termination of the assignment.
B. Final Assignment Evaluations. Final evaluations of the
IPA assignment by the assignee's IPA supervisor and the assignee
must be submitted to the Agency IPA Coordinator and his/her EPA
supervisor within 10 work days following the end of the
assignment. "Assignee's Evaluation of Mobility Assignments," EPA
Form 3140-18 (Rev. 06/97), (Figure 5-8) and "Supervisor's
Evaluation of EPA's IPA Personnel Exchange Program," EPA Form
3140-20 (Rev. 06/97), (Figure 5-9), must be used.
C. Annual Written Review. The Chief of Staff/Deputy Chief
of Staff, Assistant Administrators, Inspector General, General
Counsel and Regional Administrators will submit to the Agency IPA
Coordinator an annual written review/assessment of program
administration and sponsorship for their particular offices, due
within 10 work days after the end of each calendar year. Points
to be addressed should include:
(1) a comprehensive financial analysis for each
assignee including salary, fringe benefits, travel
expenditures, and cumulative totals. This
information should be reported in the order
listed;
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(2) successes of individual assignees; and
(3) consistency of assignment with IPA objectives.
14. TERMINATION OF AGREEMENT
An assignment may be terminated at any time at the option of
EPA or the state and/or local government. Termination of the
agreement shall be consistent with the terms of the Assignment
Agreement. An assignment will be terminated if an assignee fails
to comply with required reporting and evaluation requirements.
When a mobility assignment is terminated prior to the
original completion date, the agency requesting the termination
must inform the other agency, and the employee, of the reasons
for early termination. Unless the assignment is terminated
because of failure to comply with Agency reporting and evaluation
requirements, a 30-day written notice must be given by the office
requesting the termination.
All assignments are automatically terminated whenever the
participating employee is no longer employed by his/her original
employer.
0PM has the authority to direct federal agencies to
terminate assignments or to take other corrective actions when
assignments are found to have been made in violation of the
requirements of the IPA.
15. WORKERS' COMPENSATION
All EPA assignees on detail or LWOP are covered under the
Federal Employees' Compensation Act. All state/local/university
and "other organization" assignees on detail or appointment to
EPA are covered under their individual state and/or local
government Compensation Act.
16. FREEDOM OF INFORMATION ACT AND PRIVACY ACT PROVISIONS
Assignment Agreements and other information pertaining to
mobility assignments are Agency records within the meaning of the
FOI Act. Thus, they are subject to requests for access under
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that statute, either by the participant or by third parties.
When the request is made by the participant, access shall be
granted to the same extent as if the request was made under the
Privacy Act. Third party requests must be handled through the
Agency's FOI Office.
The law requires that where access is not totally provided,
then reasonable portions of the record must be furnished. Thus,
if the records sought contain individual identifiable data, the
removal of this information may be appropriate, but other
portions of the records should be disclosed. Each agency must
decide when an exemption under the Act exists and whether it
chooses to claim it. Generally, the most appropriate exemption
pertains to a clearly unwanted invasion of personal privacy,
cited in 5 USC 552 (B)(6).
0PM regulations provide for an appeal of an agency's FOI
denial of access to 0PM controlled records under certain
circumstances described in 5 CFR 294.108. Statistical data,
information on agency participation in the mobility program, and
other general information concerning the program are available to
the public.
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CONTENTS OF CHAPTER
CHAPTER 3 3-1
ASSIGNMENT OF EPA EMPLOYEES TO STATE OR LOCAL
GOVERNMENTS, INSTITUTIONS OF HIGHER LEARNING,
INDIAN TRIBAL GOVERNMENTS OR OTHER ORGANIZATIONS ... 3-1
1. GENERAL 3-1
A. Performance Agreements 3-1
B. Promotions While on Assignment 3-3
C. Reduction-in-Force 3-3
2. PAY POLICIES 3-3
A. Cost-of-Living-Allowance 3-3
B. Non-Foreign Area Cost-of-Living
Allowance 3-4
C. Locality Pay 3-5
(1) Details 3-5
(2) Temporary Assignments Exceeding
Two Years Duration 3-6
(3) Relationship Between Non-Foreign
Area Cost-of-Living-Allowance
and Locality Pay 3-6
D. Federal Income Tax Liability for
Details Exceeding One Year 3-6
3. STATUS OF AN EPA EMPLOYEE 3-7
A. While on Detail to an IPA Assignment . . 3-7
(1) Pay and Benefits 3-7
(2) Retirement, Group Life Insurance,
and Health Benefits 3-7
(3) Leave 3-7
(4) Workweek, Hours of Duty, and
Holidays 3-7
(5) Supplemental Pay 3-8
B. While on Leave-Without-Pay in an IPA
Assignment 3-8
(1) Pay and Benefits 3-8
(2) Retirement, Group Life Insurance,
and Health Benefits 3-8
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(3) Leave 3-10
(4) Workweek, Hours of Duty, and
Holidays 3-11
(5) Supplemental Pay 3-11
(6) Agency Responsibility 3-11
(7) Coverage 3-11
(8) Service Credit 3-12
(9) Promotion 3-12
C. Blanket Assignment Agreement 3-12
D. Status and Utilization of Returning
Employees 3-13
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CHAPTER 3
ASSIGNMENT OF EPA EMPLOYEES TO
STATE OR LOCAL GOVERNMENTS. INSTITUTIONS OF
HIGHER LEARNING. INDIAN TRIBAL GOVERNMENTS OR
OTHER ORGANIZATIONS
1. GENERAL
Under the Act, an EPA employee, with his/her consent, may be
assigned to a state or local government on either a detail or
LWOP basis. In either case, the employee remains in an official
employment status with EPA and retains the benefits attached to
that status.
The choice of the most appropriate type of assignment,
detail or LWOP, will be influenced by various factors, including
the decisions by the EPA originating office concerning payment of
expenses and the position and duties assigned to the employee.
Managers and/or supervisors in the originating program office may
decide whether or not to place an employee on LWOP when
assignments require the employee to exercise legal or fiscal
authority or to carry out supervisory responsibilities providing
no conflict-of-interest or other regulatory ramifications exist.
EPA employees can be detailed long-term, short-term, or on
an intermittent basis. Those employees detailed for long or
short term should follow set procedures outlined in Chapter 5.
A. Performance Agreements. EPA employees on IPA
assignments may receive a rating of record based on a combination
of their IPA and EPA service or solely on the basis of their IPA
performance if they did not work at EPA during the appraisal
year, provided that certain conditions are met. If all of the
following conditions are met by the end of the appraisal period,
the IPA assignee must be rated at the end of 90 days under an
approved agreement:6
6The performance management program in effect in the employee's EPA
office may have different minimum criteria than the Agency standard. The
criteria must be sufficient to ensure a fair appraisal. If the criteria
differs, the requirements of the employee's EPA office apply.
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(1) Critical Job Elements (CJE) and performance
standards for the IPA assignment were approved by the EPA
supervisor of record and the appropriate EPA approving official;
(2) the employee had an opportunity to perform under
the approved performance agreement for at least 90 calendar days
during the appraisal period;7
(3) the IPA supervisor provides a list of
accomplishments or performance highlights to the EPA supervisor
of record, but does not assign a numerical/adjectival value to
any standard or an overall value for the performance. This
information must be considered by the EPA supervisor of record in
arriving at a recommended rating. Therefore, the EPA supervisor
of record evaluates the performance information, assigns a value
to each performance standard, and recommends an overall adjective
rating of record, which is reviewed and approved by the
appropriate EPA officials; and
(4) the agreement must be on the "Performance
Agreement, Appraisal and Certification," EPA Form 3115-24 (Rev.
8-87), (Figure 5-5),8 or on the "Performance Agreement, Appraisal
and Certification for Supervisors, Managers and Executives," EPA
Form 3140-32 (9-92), (Figure 5-6), and signed by the EPA
supervisor of record.
IPA assignees who do not have EPA performance agreements in
place for at least 90 days prior to the end of the rating period
will be unratable. They will carry over the previous year's
rating; or, in the event their last appraisal is more than a year
old, they will receive a presumed "Fully Successful" rating.
7The performance management program in effect in the employee's EPA
office may have a different minimum rating period than the Agency standard.
The minimum period of performance must be of sufficient length to ensure a
fair appraisal. If the lengths of these two periods differ, the requirements
of the employee's EPA office apply.
8The performance management program in effect in the employee's EPA
office may require the use of a different form. If these forms differ, the
requirements of the employee's EPA office apply.
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It is extremely important to determine the employment status
of the employee before determining which performance management
guidance to apply. Therefore, each case must be evaluated
individually.
B. Promotions While on Assignment. Regardless of the type
of assignment, an EPA employee on an IPA assignment must be
considered for all career ladder promotions and/or be allowed to
apply for positions for which he/she would otherwise be eligible
for had he/she physically remained in his/her EPA position of
record.
C. Reduction-in-Force (RIF). RIF provisions are applicable
to employees on an IPA assignment. In certain situations, either
a temporary continuing exception to the order of release, not to
exceed 90 days, or a continuing exception can be justified in
order to avoid undue interruption or a disruptive, premature
termination of a mobility assignment. However, the mere fact
that an employee is serving on an IPA is not sufficient
justification for such an exception.
Approval requirements for temporary or continuing exceptions
are found in the EPA Order on RIF and in RIF requirements
published by OPM. If the determination is made to approve a
temporary continuing exception to the order of release to retain
an employee for 90 days or less in his/her IPA assignment,
documentation and notice to other employees as required in the
EPA Order on RIF will be completed. At the end of the temporary
exception period, the employee will be released from his/her
competitive level and separated or placed in another position in
accordance with his/her retention standing.
2. PAY POLICIES
A. Cost-of-Living-Allowance (COLA). A COLA may be paid to
an employee required to relocate to Hawaii, Alaska, Puerto Rico,
or other designated non-foreign COLA areas, on an IPA assignment,
if the following two criteria are met:
(1) the employee is paid a relocation allowance; and
(2) a per diem travel allowance is not authorized, or
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is terminated upon authorization of a travel allowance in lieu of
travel per diem.
A per diem travel allowance is:
(1) required for details of one year duration or less;
(2) conditional, depending upon cost analysis, for
details and temporary assignments of more than one and less than
two years duration; and
(3) precluded for temporary reassignments of more than
two years duration.
A relocation allowance is:
(1) precluded for details of one year duration or less;
(2) conditional, depending upon cost analysis, for
details and temporary assignments of more than one and less than
two years duration; and
(3) required for temporary reassignments of more than
two years duration.
B. Non-Foreign Area Cost-of-Living Allowance.
Authorization of a non-foreign area COLA for IPA mobility
assignees who are paid a relocation allowance is a policy
determination of EPA pursuant to regulatory authority in section
591.210 (Payment of Allowances and Differentials) of Title 5 of
the CFR which holds that:
• Allowances and differentials under this subpart are
payable to an employee whose permanent duty station is
in a non-foreign area for which an allowance or
differential is authorized.
Although, by statute, IPA mobility assignments are details,
and not permanent assignments, recognition of current IRS rulings
pertaining to taxation of travel allowances received for details
and temporary assignments exceeding one year moves EPA to
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authorize a non-foreign area COLA in conjunction with payment of
a-relocation allowance:
• IPA mobility assignees receiving a per diem travel
allowance will be paid a locality pay rate derived from
the location of the employee's position of record. IPA
mobility assignees receiving the non-foreign area COLA
will be paid the appropriate pay rate under the General
Pay Schedule for their grade, step, and other
contributing basic-rate-of-pay circumstances.
C. Locality Pay. The following prescribes EPA's policy for
determining an employee's rate of locality pay under the
circumstances described:
(1) Details
(a) Details Specifically of a Duration Not to
Exceed One Year. Employees detailed to a temporary duty location
for periods of one year or less will be paid a locality rate of
pay that derives from the location of their permanent position.
Employees detailed for one year or less will be paid the per diem
rate relative to their travel status.
(b) Details and Temporary Assignments Beyond One
Year. But Not Exceeding Two Years Duration. Employees detailed
for more than one and up to two years will be paid a locality
rate determined by whether they will receive per diem travel
rate, or be paid for relocation to their temporary duty site.
The determination of whether per diem or relocation is paid will
derive from the Agency's calculation of the most advantageous
cost benefit on a case-by-case basis. Therefore, one of the
following two possibilities will pertain:
(i) if the Agency determines that it is less
expensive to pay to relocate the employee for the duration of the
temporary assignment or detail, the employee will be paid a
locality rate of pay applicable at the area of the temporary
assignment; or
(ii) if the Agency determines that it is less
expensive to pay the per diem rate to the employee, the employee
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will continue to receive the locality rate of pay applicable to
his or her position of record at the area from which detailed.
(2) Temporary Assignments Exceeding Two Years Duration.
All employees assigned to temporary duty stations for periods
that exceed two years will be paid relocation costs and receive
the locality rate of pay applicable at their temporary duty
location.
For employees receiving per diem and position of record
locality rates of pay on temporary duty assignments that become
extended beyond two years, their per diem travel pay will be
terminated, relocation allowance will be applied for the extended
period, and their locality rate of pay will be converted to that
which is applicable at their temporary duty location.
For temporary assignments that were intended for more than
two years, or for which cost comparison dictated payment of
relocation allowances, that subsequently experience a premature
termination short of one year, a determination must be made on
whether the termination is in the best interest of the government
or of the employee to ascertain the appropriateness of collection
of the relocation costs.
(3) Relationship Between Non-Foreign Area Cost-of-
Living-Allowance and Locality Pay. For employees sent to non-
foreign COLA areas, such as Alaska or Hawaii, receipt of the COLA
and locality pay are mutually exclusive; an employee cannot
receive both. Therefore, if an employee is sent to a non-foreign
COLA area and is paid a relocation allowance, their locality pay
will terminate and they will be paid the non-foreign area COLA.
If they continue to receive a travel per diem rate, their
locality rate will continue and they will be ineligible for the
non-foreign area COLA.
D. Federal Income Tax Liability for Details Exceeding One
Year. An IRS Rule mandates that per diem travel expenses for
details exceeding one year are liable to taxation as income.
Therefore, employees on details of more than one year should be
advised by their program offices of the tax liability of per diem
travel pay while in this status.
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3. STATUS OF AN EPA EMPLOYEE
A. While on Detail to an IPA Assignment. Employees on
detail to an IPA assignment (Assignment Agreement, OF69 Rev.
9/79, EPA Version [06-97], Figure 5-10) rather than in a LWOP
status, remain EPA employees for all purposes except work
supervision.
(1) Pay and Benefits. The detailed employee's pay,
allowances, privileges, rights, seniority, and other benefits are
preserved and remain in effect while on the assignment. The
employee continues to receive pay, allowances, and benefits from
funds available to EPA, even though these may be reimbursed to
EPA in whole or in part by the state or local government.
(2) Retirement. Group Life Insurance, and Health
Benefits. An EPA employee's contributions for retirement, life
insurance, and health benefits are withheld from his/her pay. If
the detail is on a reimbursable basis, the written agreement must
define specifically what portion of the EPA contribution to these
benefits each of the two parties involved agrees to pay.
(3) Leave. An EPA employee continues to earn leave
under the federal leave system and all approved absence from duty
with the state or local government will be charged against that
leave. Except for SES employees, the 240-hour annual leave
accrual limit remains in effect for employees on an IPA
assignment. In order for employees not to forfeit annual leave
in excess of the 240-hour leave accrual limit, employees on IPA
assignments MUST schedule annual leave before the beginning of
the third bi-weekly pay period at the end of each leave year.
This will allow for subsequent forfeited leave to be restorable.
All leave used, as well as hours worked, must be certified by the
state or local government to the EPA supervisor of record. Other
leave provisions or other types of absences from duty should be
coordinated by the state or local government with the assignee's
EPA supervisor of record. The responsibility for documenting
leave-crediting and leave-charging for detailed employees should
be specified in the Assignment Agreement.
(4) Workweek. Hours of Duty, and Holidays. An EPA
employee's workweek schedule and hours of duty will be determined
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by the state or local government but must be at least 40 hours
per week if the assignee is a full-time employee. An EPA
employee will either be excused from duty without charge to leave
on all federal holidays not recognized by the state or local
government or he/she will receive holiday pay for work performed
on a federal holiday. If the employee is required to work more
than eight hours on a federal holiday then pay for hours worked
in excess of the normal scheduled work hours will be paid at the
employee's normal hourly rate of pay.
(5) Supplemental Pay. As stated in Chapter 2 of this
manual, a supplemental salary payment must be made by EPA when
the rate of basic pay of the state or local government position
to which the EPA employee is appointed is less than the rate of
basic pay the employee would have received had he/she remained in
his/her federal position. See "Supplemental Pay for Federal and
Non-Federal IPA Detailees," EPA Form 3155-3 (Rev. 9-96) attached
to OF69, Figure 5-10.
B. While on Leave-Without-Pay in an IPA Assignment. An
EPA employee assigned to a state or local government on LWOP is
given an appointment in accordance with the terms of the written
agreement (Assignment Agreement, OF69 Rev. 9/79, EPA Version
[06-97], Figure 5-11) and the host's accepted personnel policies.
(1) Pay and Benefits. An EPA employee on LWOP is paid
by the state or local government to which he/she is temporarily
assigned, and in certain limited circumstances, his/her salary
may be at a rate in excess of the employee's current federal
salary. In this event, supplemental pay may be granted by the
IPA approving authority.
(2) Retirement. Group Life Insurance, and Health
Benefits.
(a) Retirement Coverage:
(i) an EPA employee is entitled to receive
full service credit for the LWOP period while on assignment if
he/she pays currently into the Federal Retirement and Disability
Fund (or other federal retirement systems) the employee's
percentage of retirement contributions. EPA will, at the time
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the employee makes payment, match the contribution. If the
employee elects to retain full retirement credit under the
Federal Retirement System, the Assignment Agreement should
specify (if the state or local government laws permit such an
arrangement) that he/she is exempt from making retirement
contributions to any mandatory state or local retirement system;
(ii) if the EPA employee elects not to pay
the current contributions as indicated above, he/she will
receive, if subject to the Federal Retirement System, full-
service credit for up to six months of LWOP in a calendar year;
(iii) an EPA employee who elects not to pay
contributions to the Federal Retirement System while on a
mobility assignment cannot retroactively pay back any
contributions;
(iv) an EPA employee who is injured or
disabled on LWOP may not receive both federal disability
retirement and state or local government compensation or other
benefits for injury or disability covering the same period of
time. This provision does not bar the right of the employee to
elect the benefit paying the greater amount or his/her right
to a federal retirement annuity on account of his/her service
(i.e., a non-disability annuity);
(v) if the EPA employee or survivor elects to
receive any benefit based on contributions made to a state or
local government's retirement system during the employee's IPA
assignment, and OPM determines that the system is similar to the
employee's Federal Retirement System, no federal retirement
credit may be allowed for the period of time the employee was on
the assignment. If the state salary for the employee on LWOP is
greater than the basic pay of the employee's federal position,
the basic pay of his federal position constitutes the maximum
amount of salary which may be considered for federal retirement
purposes; and
(vi) EPA employees in LWOP status are not
covered by social security unless they had social security
coverage in their federal employment.
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(b) Group Life Insurance and Health Benefits
Coverage:
(i) an EPA employee on LWOP is entitled to
continuation of his/her life insurance and health benefits
coverage for the duration of his/her assignment, even if the LWOP
exceeds one year. In order to continue coverage, the employee
must pay currently (i.e., while on assignment) his/her share of
the premiums through the Agency and the Agency will pay its
share. An employee assigned to a state or local government is
covered so long as the premiums are paid. There is no period of
"free" coverage;
(ii) if the EPA employee elects to be covered
under a state or local government's life insurance or health
benefits program, which 0PM determines is similar to the programs
for federal employees, the assigned employee is not entitled to
continue his/her coverage under the federal programs. Requests
for such a determination should be addressed to:
Director
Bureau of Retirement, Insurance, and
Occupational Health
Office of Personnel Management
Washington, DC 20415
(iii) at the completion of a mobility
assignment, an EPA employee's federal health benefits and life
insurance coverage are to be restored so as to provide for
continuous coverage. There is no waiting time for the individual
to be enrolled in either the health or life insurance program.
(3) Leave. An EPA employee, while on LWOP from his/her
EPA position for assignment to a state or local government, is
entitled to earned annual and sick leave to the same extent as if
he/she had continued in the regular EPA position. To facilitate
record keeping, annual and sick leave balances are transferrable
both to and from these assignments, subject to the limitation
prescribed for annual leave carryover by section 6304 of Title 5,
USC. The Assignment Agreement will specify whether the state or
local government or EPA will bear responsibility for the cost of
leave, whether earned or used.
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The Assignment Agreement should provide for the state or
local government to maintain leave records for the EPA employee
on LWOP.
The entire assignment period of LWOP is creditable in
determining the rate of accrual for annual leave.
(4) Workweek. Hours of Duty, and Holidays. The state
or local government, in accordance with its regulations and
policies, will determine the employee's workweek and hours of
duty, and the holidays to which he/she is entitled.
(5) Supplemental Pay. As stated in Chapter 2 of this
manual, a supplemental salary payment must be made by EPA when
the rate of basic pay of the state or local government position
to which the EPA employee is appointed is less than the rate of
basic pay the employee would have received had he/she remained in
his/her federal position. See "Supplemental Pay for Federal and
Non-Federal IPA Detailees," EPA Form 3155-3 (Rev. 9-96) attached
to OF69, Figure 5-10.
(6) Agency Responsibility. For retirement and group
life insurance purposes, EPA is responsible for determining the
applicable rate of basic pay (not to exceed federal salary) in
accordance with the provisions of section 3373 of Title 5, USC.
The Agency is also responsible for collecting, accounting for,
and depositing into the respective program office account, all
retirement, group life insurance, and health benefit payments
required to protect the rights of the employee on LWOP; and
accounting for and depositing into the respective program office
account, all Agency contributions. As part of the written
Assignment Agreement, the Agency must furnish the employee with
specific information about how, when, and where payments are to
be submitted. The Agency must also keep the employee informed of
all developments which affect rates, coverage, and enrollment
under the retirement, life insurance, and health benefits
programs.
(7) Coverage. Employee payments are currently
deposited if received by the Agency before, during, or within
three months after the end of the pay period for which the
payments were due. The employee's failure to submit the payments
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in these timeframes will terminate full retirement credit and/or
coverage under the group life insurance and/or health benefits
programs on the last day of the pay period for which payments
were currently deposited, subject to a 31-day extension of group
life insurance and health benefits as provided by Parts 870 and
890 of Title 5, USC. Coverage so terminated may not start again
until and unless the employee actually enters on duty in a pay
status in a position which is not excluded from coverage.
However, full retirement credit and group life insurance and
health benefit coverage may be reinstated retroactively when, in
the judgment of 0PM, the failure to make the required current
payment(s) was due to administrative error or other circumstances
beyond the control of the employee and the required payments were
submitted at the first reasonable opportunity available to the
employee.
(8) Service Credit.
(a) service on a LWOP assignment is creditable in
full for federal salary purposes including within-grade
increases, retention, and leave accrual purposes;
(b) determination of an acceptable level of
competence for within-grade increases, retention, and leave
accrual purposes under 5 CFR 531.410 is waived for the period of
service under an assignment to a state or local government.
(9) Promotion. An employee on LWOP is still a federal
employee and is to be considered for career ladder promotions on
an equal basis with other EPA employees as if he/she were still
serving in the Agency. EPA will document this consideration
during the period of LWOP.
C. Blanket Assignment Agreement. In order to streamline
the agreement approval process and provide assistance to state,
local, and non-profit organizations, EPA's Region 9 implemented
the "Blanket IPA Program" in 1989. Blanket agreements
(Assignment Agreement, OF69 Rev. 9/79, EPA Version [06-97],
Figure 5-12), are used as a vehicle to allow EPA personnel to be
detailed to a non-federal organization on an intermittent basis
throughout the year. The work to be performed can be done by one
or several EPA employees. Rather than executing a new agreement
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each time an EPA employee is assigned to the same non-federal
organization, one blanket agreement is approved/concurred with
and executed by the Agency IPA Coordinator, setting forth the
general agreement between EPA and the recipient organization. By
utilizing the addendum to the blanket agreement ("Addendum to
Blanket," EPA Form 3140-37 [06/97] attached to Figure 5-12),
specific individuals and duties can be identified. The addendum
to the agreement must be agreed upon by all parties.
Regions have been the primary users of blanket agreements,
with Region 9 being the heaviest user. However, use of these
agreements is not restricted to regions. To avoid legal
ramifications, it is imperative that conflict-of-interest
requirements for each individual assignee are met and that the
individual assignee signs both a copy of the blanket agreement
and the addendum. The employee must agree to the provisions of
the blanket IPA assignment prior to the assignment being
effected.
D. Status and Utilization of Returning Employees. EPA
should return an employee, after detail or LWOP, to the same
position he/she occupied at the time the mobility assignment was
executed unless the employee was promoted while on assignment.
If EPA assigns the individual to another position, it must be of
"like" grade and pay.
EPA officials must plan for the appropriate utilization of
employees returning from IPA assignments. Since assignees have
had an opportunity to view their organization, the federal
government, and the intergovernmental system from a different
perspective, EPA should benefit to the maximum extent possible
from these assignment experiences. Therefore, supervisors and
managers must make a special effort to utilize returning
employees in order to benefit from the experience and insights
gained in special assignments.
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CONTENTS OF CHAPTER
CHAPTER 4 4-1
ASSIGNMENT OF EMPLOYEES FROM STATE OR LOCAL
GOVERNMENTS, INSTITUTIONS OF HIGHER LEARNING, INDIAN
TRIBAL GOVERNMENTS OR OTHER ORGANIZATIONS 4-1
1. GENERAL 4-1
2. STATUS OF A STATE OR LOCAL GOVERNMENT
EMPLOYEE ON DETAIL 4-1
A. Pay 4-1
B. Hours of Duty 4-2
C. Holidays 4-2
D. Leave 4-2
E. Health Benefits 4-2
F. Retirement and Life Insurance Coverage . 4-2
3. STATUS OF A STATE OR LOCAL GOVERNMENT
EMPLOYEE RECEIVING A FEDERAL APPOINTMENT . . 4-2
A. Pay 4-3
B. Hours of Duty 4-3
C. Holidays 4-3
D. Leave 4-3
E. Health Benefits 4-4
F. Retirement and Life Insurance Coverage . 4-4
G. Failure of Employer to Pay Contributions 4-4
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CHAPTER 4
ASSIGNMENT OF EMPLOYEES
FROM STATE OR LOCAL GOVERNMENTS. INSTITUTIONS OF
HIGHER LEARNING. INDIAN TRIBAL GOVERNMENTS
OR OTHER ORGANIZATIONS
1. GENERAL
A state or local government employee assigned under the IPA
program may be given a temporary excepted appointment or a detail
into EPA. These employees, whether on appointment or detail, may
exercise supervision over EPA employees. However, they may not
be assigned as Project Officers over Agency contracts nor can
they be Work Assignment Managers (WAM). State and/or local
employees must be made aware of applicable federal laws prior to
the effective date of their appointment. These laws should be
reviewed with the employee by the appropriate SPO or HRO. In the
event questions arise concerning conflict-of-interest the local
General Counsel or Regional Counsel's Offices should be
contacted.
2. STATUS OF A STATE OR LOCAL GOVERNMENT EMPLOYEE ON DETAIL
State or local government employees detailed into EPA
(Assignment Agreement, OF69 Rev. 9/79, EPA Version [06-97],
Figure 5-13), remain state or local government employees for
most purposes. They are not entitled to federal pay nor are
they eligible to enroll in the Federal Employees Health Benefits
Program (FEHBP) (except as indicated in paragraph 3E below),
group life insurance program, or the Federal Retirement System;
but are considered federal employees for the purposes of
applicable conflict-of-interest laws and standards of conduct
provisions.
A. Pay. Pay includes both salary and fringe benefits.
State or local government employees on detail into EPA are not
eligible to receive federal comparability increases and other
federal pay differentials. They must be paid at their basic rate
of pay (not to exceed the federal executive level salary) with
the state or local government. University employees who earned
consultant fees during the year prior to their IPA assignment
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may, upon proof of such income, include such fees in determining
their rate of basic pay.
B. Hours of Duty. Employees will have the same workweek
and hours of duty as EPA employees in the organization to which
they are assigned. If the detailee's organization has a
compressed workweek or flexiplace schedule, it will be at the
discretion of the assignee's EPA supervisor of record for the
assignee's participation in such.
C. Holidays. State holidays will be observed by detailees
in accordance with state or local laws and regulations. If there
is a federal holiday which is not observed by the specific
locality, the employee should be excused from duty for that
day by the EPA supervisor.
D. Leave. Detailees are covered under their permanent
employer's leave system. The Assignment Agreement will specify
how the permanent employer will be notified of leave taken and
how the use of leave will be requested and approved.
E. Health Benefits. A state or local government employee
on detail is not eligible to enroll in the FEHBP.
F. Retirement and Life Insurance Coverage. A state or
local government employee on detail to EPA is not covered by the
Federal Retirement System or by the Federal Employee Group Life
Insurance Program.
3. STATUS OF A STATE OR LOCAL GOVERNMENT EMPLOYEE RECEIVING
A FEDERAL APPOINTMENT
By statute, a state or local government employee may be
given a temporary excepted appointment (Assignment Agreement,
OF69 Rev. 9/79, EPA Version [06-97], Figure 5-14), for a two-year
period without regard to the provisions governing appointment in
the competitive service. This appointment, as indicated in 5 USC
3374, may be extended for no more than an additional two-year
period. A written justification for extending the appointment
must accompany the Assignment Agreement. (See Length of the
Assignment in Chapter 2.)
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Normally, an appointment is made at the minimum rate of
the grade at which the employee is hired. If a proposal is
made to pay an employee hired at GS-11 through GS-15 above the
minimum rate of a grade, a request for a superior qualification
appointment must be approved by the appropriate EPA HRO before
the employee enters on duty.
In requesting a superior qualification appointment, EPA
officials must submit a "Request for Approval of Noncompetitive
Action," SF-59 (Rev. 1/79), (Figure 5-15), along with
justification which is consistent with the Agency delegation
agreement if the proposed rate of pay exceeds 20 percent of the
candidate's existing pay.
An appointment under 5 USC 3374 to a position at the SES
level may not be made without prior approval of the Director,
OHROS. Questions concerning SES level positions must be directed
to the Headquarters Human Resources Staff Director for the
Administrator's Office/Office of International Activities
(AO/OIA), Senior Executive Services and Special Resources Staff,
OHROS.
A. Pay. A state or local government employee given an
appointment whose assignment extends beyond 12 months is eligible
for within-grade increases. State or local government employees
given an IPA appointment in EPA are federal employees for pay
purposes and, therefore, are entitled to comparability increases
and differentials.
B. Hours of Duty. Appointees will have the same workweek
and hours of duty as EPA employees in the organization to which
they are assigned. If the appointee's organization has a
compressed workweek or flexiplace schedule, it will be at the
discretion of the EPA supervisor of record for his/her
participation in such.
C. Holidays. Appointees will be excused from duty for
holidays recognized by the federal government.
D. Leave. Appointees will earn and accrue leave on the
same basis as federal employees.
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E. Health Benefits. A state or local government employee
on appointment is not eligible to enroll in the FEHBP unless
his/her federal appointment results in the loss of coverage under
a state or local government health benefits system; the premium
of which has been paid in whole or in part by a state or local
government contribution. In such case, the employee should be
given the right to enroll in the FEHBP.
F. Retirement and Life Insurance Coverage. A state or
local government employee given a federal appointment is not
covered by the Federal Retirement System or by the Federal
Employee Group Life Insurance Program.
G. Failure of Employer to Pay Contributions. If a state
or local government fails to continue the employer's contribution
to the state or local government retirement, life insurance, or
health benefits plan for the employee, EPA may pay the employer's
contributions for the employee's period of appointment. EPA will
transmit any such contributions directly to the state or local
government system. The employee must continue to make his/her
contributions to the applicable benefit program as covered in
the Assignment Agreement.
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CONTENTS OF CHAPTER
CHAPTER 5 5-1
PROCESSING ASSIGNMENT AGREEMENTS AND REQUIRED FORMS 5-1
1. GENERAL 5-1
2. HOW TO COMPLETE ASSIGNMENT AGREEMENT
(OF69 Rev. 9/79) (EPA Version [06-97]) . . 5-1
3. REIMBURSABLE ACCOUNTING PROCESS AND
PROCEDURES FOR SUBMITTING THE OF69 .... 5-8
A. Standard OF69 5-8
B. Blanket Agreements . 5-11
4. REQUIRED FORMS 5-12
Figure 5-1 Cost/Benefits Justification Form,
EPA Form 3140-36 (9/96) 5-13
Figure 5-2 Cost/Benefits Justification . . . 5-14
Figure 5-3 Employment Status Certification
Statement, EPA Form 3140-34 (8/96) 5-16
Figure 5-4 Sample Letter to EPA for
Certification of Eligibility Into
the IPA Program for Non-Profit
Organizations 5-17
Figure 5-5 Performance Agreement, Appraisal,
and Certification, EPA Form 3115-24
(Rev. 8-87) 5-18
Figure 5-6 Performance Agreement, Appraisal
and Certification for Supervisors,
Managers and Executives, EPA Form
3140-32 (9-92) 5-23
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Figure 5-7 Program's Certification of Employee
Status, EPA Form 3140-35 (06/97) . 5-28
Figure 5-8 Assignee's Evaluation of Mobility
Assignments, EPA Form 3140-18
(Rev. 06/97) 5-29
Figure 5-9 Supervisor's Evaluation of EPA's
IPA Personnel Exchange Program,
EPA Form 3140-20 (Rev. 06/97) . . 5-31
Figure 5-10 Assignment Agreement, OF69 Rev.
9/79 (EPA Version [06-97]) (EPA
Employee on Detail) and Supplemental
Pay for Federal and Non-Federal
IPA Detailees, EPA Form 3155-3
(Rev. 9-96) 5-33
Figure 5-11 Assignment Agreement, OF69 Rev.
9/79 (EPA Version [06-97]) (EPA
Employee on LWOP) 5-38
Figure 5-12 Assignment Agreement, OF69 Rev.
9/79 (EPA Version [06-97]) (Blanket
IPA Assignment) and Addendum to
Blanket IPA Assignment Agreement,
EPA Form 3140-37 (06/97) 5-42
Figure 5-13 Assignment Agreement, OF69 Rev.
9/75 (EPA Version [06-97]) (Non-
Federal Employee on Detail into
EPA) 5-47
Figure 5-14 Assignment Agreement, OF69 Rev.
9/79 (EPA Version [06-97])
(Appointment to EPA) 5-52
Figure 5-15 Request for Approval of
Noncompetitive Action, SF-59
(Rev. 1/79) 5-56
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Figure 5-16 Sample Letter Requesting the
Services of an Employee . . . .
Figure 5-17 Sample Justification for the
Extension of an IPA Assignment .
Figure 5-18 Checklist of Documents Required
for an IPA Assignment
Figure 5-19 IPA Sub Object Class Codes .
Figure 5-20 Request for Personnel Action,
SF-52 (Rev. 7/91)
ADDENDUM
Acronyms
Figures
5-58
5-60
5-63
5-64
5-68
References
ADDENDUM-1
ADDENDUM-4
ADDENDUM-6
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CHAPTER 5
PROCESSING ASSIGNMENT AGREEMENTS AND REQUIRED FORMS
1. GENERAL
This chapter provides managers and supervisors a
comprehensive view of the completed IPA package. Optional Form
69 (OF69) Rev. 9/79 (EPA Version [06-97]) is used to document the
mutual agreement between EPA and the non-federal organization.
Assignment Agreements will vary according to the specific
assignment.
To ensure that managers have all of the necessary forms,
justifications, and guidance, this chapter includes:
• Directions on how to complete the OF69;
• Reimbursable accounting process and procedures for
submitting the OF69;
• Examples of each type of OF69;
• Examples of the required forms;
• A sample letter requesting the services of an employee
(Figure 5-16) ;
• A sample justification for the extension of an IPA
assignment (Figure 5-17); and
• A checklist of documents required for an IPA assignment
(Figure 5-18) .
2. HOW TO COMPLETE ASSIGNMENT AGREEMENT (OF69 Rev. 9/79)
(EPA Version [06-971)
Part 1 Nature of the Assignment Agreement
Item 1. Check the appropriate box. If the assignment is
both an extension and a modification, both boxes
are checked.
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Part 2
Information on Particinat-i ncr Emolovee
Items 2 to 4. Name, social security number, and current
home address. The employee must notify the Agency
IPA Coordinator of any change in home address in
the event relocation is approved for the
assignment.
Items 5a and b. Check appropriate boxes as necessary, and
show actual dates of previous IPA assignments.
Part 3
Parties to the Aareement
Item 6. Fully identify the EPA organization, and include
the Mail Code.
Item 7. Fully identify the state and/or local government,
including appropriate mail code (if applicable).
Item 8. Answer as appropriate.
Part 4 Position Data
Item 9. Employee's current employing office. Be sure to
include the full address and zip code.
Item 10. The employee's current position title.
Item 11. The employee's current office phone number
(include the area code).
Item 12. The employee's permanent supervisor's name and
title.
Item 13. Federal employee must indicate career status and
provide current grade level.
Item 14. State employee must provide current annual salary
and the original date of employment with the state
and/or local government. Non-federal employees
must be permanent career employees of their
organization for at least 90 days prior to
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entering into an IPA assignment with EPA or the
Assignment Agreement will immediately become null
and void.
Item 15. Identify fully the agency to which the employee
will be assigned.
Item 16. Self explanatory.
Item 17. Self explanatory.
Item 18. The employee's immediate IPA supervisor's name and
title while on the assignment.
Part 5 Type of Assignment
Item 19. Check appropriate box.
Item 20. Indicate the actual dates of assignment (does not
include allowable travel time).
Part 6 Reason for Mobility Assignment
Item 21. State the purpose and goals of the assignment and
a brief statement of how the goals are to be
achieved. Discuss how the assignment will benefit
the participating agencies. Include a statement
as to how the employee's skills and abilities
gained through the assignment will be utilized at
the completion of the assignment. The requirement
for annual progress reports should be included
under this item.
Part 7 Position Description
Item 22. For employees on detail, list the major duties
and responsibilities. For employees on a
temporary appointment a position description MUST
be attached.
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Part 8
Employee Benefits
Item 23. Rate of Basic Pay. Provide the annual basic rate
of pay, plus any other payments for which the
employee will be compensated, (i.e., supplemental
pay, consultant fees, etc.). State and/or local
government employees will not be compensated in
excess of the imposed federal executive level
salary limits.
Item 24. Special Pay Conditions. Include any proposed or
anticipated increase that the employee will
receive from his/her original employer during the
period of the assignment, such as annual cost-of-
living expenses, career ladder promotions, or
merit pay provisions.
Item 25. Leave provisions. Indicate the number of hours or
days of annual and sick leave earned. Non-federal
employees on detail into EPA can not earn federal
leave. However, non-federal employees on
appointment into EPA may earn leave and that leave
must be recorded, as appropriate. Include
procedures for requesting, reporting, and
recording leave.
Specify if a state and/or local government
employee on LWOP to EPA earns less leave in a
federal position than he/she would have received
in his/her permanent agency. The state and/or
local government must indicate whether it will pay
him/her for the additional leave or make the
balance available to him/her upon return to the
permanent agency.
Part 9 Fiscal Obligations
Items 26 & 27. Clearly spell out EPA's and the state's
fiscal obligations. Include the "Cost/Benefits
Justification Form," EPA Form 3140-36 (9-96),
(Figure 5-1), as an attachment. Indicate the
amount of cost-sharing between the two agencies
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IPA POLICY AND PROCEDURES MANUAL 3141
CHAPTER 5 Rev. 6/97
(the number of hours, percent of salary and fringe
benefits to be paid by each agency). Include the
appropriation information: account numbers, object
class codes, and Document Control Numbers (DCN).
The sub-object class codes to be used for an IPA
assignment are:
11.12 Permanent. Full-Time. Civilian. Other than
Wage Board Permanent Full-Time (PFT). Permanent
refers to positions occupied without regard to
type of appointment and are positions established
or occupied for a period of one year or more.
11.34 Temporary Civilian (Other Than Permanent
Full-Time TOPFTl). Regular pay for civilian and
wage board employees in positions where tenure is
classified as temporary and work schedule is
classified as full-time, intermittent (When
Actually Employed [WAE]), and part-time. Excludes
experts and consultants.
11.82 Intergovernmental Personnel Act. Refunds
for applicable personal charges of employee's on
IPA assignment. (Reimbursement from a non-federal
agency.)
11.83 Payment of Less Than 50 Percent. THIS IS
A PROPOSED OBJECT CLASS CODE for IPA non-ceiling
salary paid to an EPA employee on an IPA
assignment where EPA pays less than 50 percent of
the employee's salary and the full-time equivalent
(FTE) position is not counted against ceiling.
However, Figure 5-19 provides additional sub-
object class codes that can be used at the
Financial Management Officer's (FMO's) discretion
in accordance with Financial Management Division's
(FMD's) policies and procedures. Be sure to
include the addresses where bills, payments, and
time and attendance records are to be sent.
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IPA POLICY AND PROCEDURES MANUAL
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Part 10 Conflicts-of-Interest and Employee Conduct
Items 28 & 29. Before the employee checks Items 28 & 29,
the participating agencies must ensure that the
employee reviews the conflict-of-interest and
employee conduct laws and regulations. Rules,
regulations, and policies on employee conduct and
standards of conduct of the state and/or local
jurisdiction and the Agency apply.
Part 11 Options
Items 30 & 31. Federal Employees. The agreement documents
the choices the federal employee makes
(specifically those on LWOP) in regard to
retirement, group life insurance, and health
benefits. Before the employee consents to the
agreement, EPA must notify the employee of his/her
rights to receive full retirement credit under the
retirement system and to retain full coverage
under the group life insurance and health benefits
programs. If the employee elects to continue to
receive full benefits under these programs, the
agreement will obligate the employee to continue
making his/her share of the payments and will
spell out the arrangements for making the
payments.
State and/or Local Government Employees. The
agreement must document for the employee on an
appointment to EPA, the entitlement, if
applicable, to coverage under the Federal Employee
Health Benefits Program. A state or local
government employee is not eligible to enroll in
the Federal Employees Health Benefits Program
unless his or her federal appointment results in
loss of coverage under a state and/or local health
benefits program. The benefits (as well as
salary) retained by the state employee must be
itemized, showing the amount of each benefit
claimed, and verified by the state and/or local
government's fiscal or contract officer. This
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IPA POLICY AND PROCEDURES MANUAL
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information may be placed on a separate sheet of
paper and attached to the OF69.
Item 32. Other Benefits. Include the entitlements for
compensation for injury or death, within-grade
increases, federal pay increases, and any other
benefits the employee normally receives.
Part 12 Travel and Transportation Expenses and Allowances
Item 33. Indicate whether the federal or state agency will
pay for travel and transportation to and from the
assignment and which relocation expenses will be
included. This is a negotiable item and may be
shared by both the participating agencies or paid
by either.
Part 13 Applicability of Rules. Regulations and Policies
Item 34. The state employee MUST read and check Items A, B,
C, and D before completing and signing Part 14 of
the agreement. Federal employees MUST read and
check all the items under Part 13, particularly
Item E, which states that the employee must, upon
completion of the assignment, agree to serve in
the federal government for an equal amount of time
as that of the assignment. If he/she does not
comply with this regulation, the employee is
liable to the federal government for its share of
all expenses (exclusive of salary and benefits) of
the assignment.
Part 14 Certification of Assigned Employee
Items 35 to 38. After agreeing to the above, the employee
signs and dates Items 37 and 38.
Part 15 Certification of Approving Officials
When signing the Assignment Agreement, the approving
officials are certifying that:
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IPA POLICY AND PROCEDURES MANUAL 3141
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• the employee's description of duties and
responsibilities are current and fully and
accurately described;
• the assignment is sound and of mutual benefit to
the participating agencies and not for the
employee's benefit; and
• at the completion of the assignment, the employee
will be returned to the position he or she
occupied at the time the agreement was entered
into, or to a position of "like" seniority,
status, and pay.
As a reminder, attach the "Cost/Benefits Justification
Form," EPA Form 3140-36 (9/96), (Figure 5-1); the
"Employment Status Certification Statement," EPA Form 3140-
34 (8/96), (Figure 5-3); the "Supplemental Pay for Federal
and Non-Federal IPA Detailees," EPA Form 3155-3 (Rev. 9-96),
(attachment to Figure 5-10), and any other supporting
documentation.
3. REIMBURSABLE ACCOUNTING PROCESS AND PROCEDURES FOR
SUBMITTING THE OF69
Additional procedures and accounting entries to implement
the changes cited in the Office of the Comptroller's Policy
Announcement will be issued as a Comptroller Transmittal Notice.
However, the following will be treated as an interim to that
issuance.
A. Standard OF69. The Assignment Agreement (OF69)
outlining specific and individualized provisions of the IPA
assignment, is completed in its entirety by the program office
initiating the agreement.
• Appropriate signatures must be obtained from the
IPA assignee, the non-federal approving official,
and the EPA approving official.
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IPA POLICY AND PROCEDURES MANUAL 3141
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The completed IPA agreement and supporting
documents are to be routed through the appropriate
Senior Budget Officer (SBO), or Regional
Comptroller Office and the SPO or HRO with a
Standard Form-52 (SF-52, Request for Personnel
Action [Rev. 7/91], Figure 5-20) to the Agency IPA
Coordinator for approval/disapproval.
When non-federal entities can provide documented
justification for not being able to provide an
advance or prepayment, an IPA assignment may be
effected prior to collection of reimbursements.
Appropriate EPA finance offices must promptly bill
the non-federal entities for actual costs. When
payments are received, the finance office(s) will
notify the program office that payment has been
received. The direct appropriation will be
adjusted and the reimbursable account properly
charged for expenditures.
Since all expenditures will eventually have to be
charged to the reimbursable account, program
offices must include the allowance
holder/responsibility center (normally, two-digits
and an alpha character) on all IPA agreements.
This will also ensure that reimbursable account
numbers can be assigned appropriately. If
negotiated, program offices will include the terms
of the advance or prepayment in the agreement.
The following are examples of language that may be
included under item 27 of the IPA agreement:
"The University of Virginia (UV) will be
responsible for 51 percent of employee's
salary or a total of $40,000 per year. The
UV will reimburse EPA in advance on a
quarterly basis. The first advance of
$10,000 must be paid 10 days before the
effective date of the employee's assignment."
"The University of Virginia (UV) will be
responsible for 51 percent of employee's
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IPA POLICY AND PROCEDURES MANUAL 3141
CHAPTER 5 Rev. 6/97
salary or a total of $40,000 per year. The
UV will reimburse EPA in advance on an annual
basis. The first annual advance must be paid
10 days before the effective date of the
employee's assignment."
The Agency IPA Coordinator will review and process
IPA agreements in accordance with the provisions
of the Act and will request reimbursable account
numbers from the CFMC. Copies of all approved
agreements will be forwarded to the Headquarters
Budget Division and appropriate finance offices.
Upon receipt of the approved IPA Agreement, if
advance payments or prepayments are involved, the
appropriate finance office must bill the non-
federal entity in advance. Bills must be sent in
a timely manner to ensure that collections are
received at least 10 working days prior to the
effective date of the assignment.
The appropriate finance office will follow-up with
the non-federal entity to ensure that advances are
received prior to the effective date of the
employee's assignment or to ensure that the IPA
employee continues with the service.
Upon receipt of the advance, the appropriate
finance office will notify the Agency IPA
Coordinator and the Budget Division. When the
Budget Division receives notification that the
advance has been received, the Budget Division
will contact the appropriate Headquarters or
regional program office to input a reprogramming
document into the Integrated Financial Management
System (IFMS). Once reprogramming has been
approved, the Headquarters Budget Division will
issue reimbursable authority limited to the amount
of the advance and notify the CFMC that the
reimbursable account code can be activated. Once
this step is completed, the allowance holder
should change the employee's fixed account number
to reflect the reimbursable account code for the
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IPA POLICY AND PROCEDURES MANUAL 3141
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percentage stated in the IPA agreement. This will
assure that the obligation to pay the employee
will be charged to the reimbursable account code.
If there is a percent remaining, it will be
charged to the employee's normal fixed account
number.
• The Agency IPA Coordinator will direct the program
office (s) to notify the IPA employee(s) to report
to their respective IPA assignments, as scheduled,
or continue with the extension of their
assignment.
B. Blanket Agreements. Blanket agreements (utilizing
Assignment Agreement, OF69s) outlining general provisions of the
IPA assignment, are signed by appropriate parties and submitted
to the Agency IPA Coordinator for approval. Part 13
(Applicability of Rules, Regulations and Policies) and Part 14
(Certification of Assigned Employee) of the OF69 should remain
blank.
• Prior to an individual detail, the initiating
program office will instruct the assignee to
complete the full blanket IPA agreement (including
"Addendum to Blanket," EPA Form 3140-37 (06/97),
(attached to Figure 5-12), which is then routed
with an SF-52 to the FMO, and if appropriate, SPO
or HRO for review and approval/disapproval.
Further, the assignee MUST be instructed not to
begin the individual detail or incur expenses
under the blanket IPA agreement until all
appropriate signatures have been obtained.
• The SPO or HRO will fax/mail the full blanket IPA
agreement and the addendum form, which has
specific information concerning travel costs,
salary and benefits costs, duties and
responsibilities, length of assignment, and the
assignee's signature agreeing to the IPA
provisions, to the receiving organization.
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IPA POLICY AND PROCEDURES MANUAL 3141
CHAPTER 5 Rev . 6/97
• The receiving organization will review the
agreement and addendum, and approve the individual
detail by signing the addendum form and
faxing/mailing the entire package back to the
originator.
• The SPO or HRO may fax, but must mail, the hard
copy of the entire IPA file to the Agency IPA
Coordinator for approval/disapproval per
established IPA policy and procedures.
If reimbursements occur with a blanket agreement, the
procedures outlined in 3A of this chapter, for the "Standard"
OF69, should be followed.
4. REQUIRED FORMS
Examples of the forms and documents required to arrange an
IPA assignment can be found on the following pages.
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IPA POLICY AND PROCEDURES MANUAL 3141
CHAPTER 5 Rev. 6/97
A COST/BENEFITS JUSTIFICATION FORM
Please specify the rationale for the cost-sharing decision by answering the following questions:
1. How does the assignment support EPA's mission, or government-wide initiatives?
2. How will the assignment strengthen relations with institutions important to the overall environmental mission and
"network"?
3. List the specific products derived from this assignment that will be utilized by EPA and/or the federal government.
4. What are the specific factors that will be applied hi evaluating the progress of this assignment and the evaluation of
cost/benefits achieved?
EPA Form 3140-36 (09/96)
5-13
Figure 5-1
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IPA POLICY AND PROCEDURES MANUAL 3141
CHAPTER 5 Rev. 6/97
SAMPLE
COST/BENEFITS JUSTIFICATION
PLEASE SPECIFY THE RATIONALE FOR THE COST-SHARING DECISION
BY ANSWERING THE FOLLOWING:
1. How does the assignment support EPA's mission, or government-wide initiatives?
Region 7's Strategic Directions development, in March 1996, lists three items
which would be addressed by this agreement:
-Lead/Manage EPA/State Partnership to achieve mutual environmental goals to
promote environmental and economic health in communities.
-Enhance partnership with states to focus on environmental/public health issues
presenting the greatest risk by building state capacity with training and technical
support, consistent with state interests and capability.
-Balance the need for enforcement/compliance assistance to achieve responsible
environmental management to assist small business to achieve compliance.
The rapid development in the Branson-Table Rock Lake area results in substantial
environmental burdens on the water quality of the groundwater as well as Table Rock
Lake~an important environmental and economic resource.
2. How will the assignment strengthen relations with institutions important to the
overall environmental mission and "network"?
Ms. Smith has quite a bit of experience in working with federal, state and local
officials and industry in the environmental area. This experience has enabled her to
establish contacts with state and local agencies, industries and environmental
organizations in the southwestern part of Missouri. Ms. Smith has worked with
federal, state and local organizations in the following areas:
-Safe Drinking Water Act program
-Decision-Making Process workshops (Risk Assessment/Management/
Communication)
-Environmental manager for an Army installation
-Strategic Planning Program Manager
-Emergency Planning and Community Right-to-Know program
-Risk Management Program (Clean Air Act-112(r)) rule development workgroup
Her experience and involvement in southwestern Missouri will contribute to better
relations in that area.
5-14
Figure 5-2 (1 of 2)
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IPA POLICY AND PROCEDURES MANUAL 3141
CHAPTER 5 Rev. 6/97
3. List the specific products derived from this agreement that will be utilized by EPA
and/or the federal government.
Develop a model plan for community-based environmental projects to incorporate
the following:
-Establish rural water districts which will improve the quality of public drinking
water supplies.
-Work with local/county agencies to establish improved sewage collection and
treatment programs, thus improving the groundwater and surface water quality.
-Encourage industries to adopt pollution prevention measures which reduce the
hazardous chemicals discharged to the sewage treatment plants or surface waters.
-Encourage industries to construct facilities to minimize the water pollution
resulting from stormwater run-off or accidental releases.
-Improve coordination between businesses and state/local governments in
establishing emergency response programs for hazardous chemicals.
4. What are the specific factors that will be applied in evaluating the progress of this
assignment and the evaluation of cost/benefits achieved?
-Improved coordination between EPA, Missouri Department of Natural Resources
(MDNR) and local organizations/businesses.
-Transfer of information to other communities for development of water protection
programs.
-Reduced degradation of the groundwater and surface waters.
-Submission of periodic progress reports to the Agency IPA Coordinator and
the "home organization" to substantiate the cost/benefits achieved during the
assignment.
5-15
Figure 5-2 (2 of 2)
-------
^ EMPLOYMENT STATUS
4>EPA CERTIFICATION STATEMENT
Authorizing Official for Home Organization
I hereby certify that (Assignee's name) has permanent
status in (Assignee's home office) pursuant to the IPA manual, Chapter 1,
Section 6. I further certify that he/she was not converted to a different employment authority in the past 180 days
for the sole purpose of becoming an eligible participant of the IPA program. Further, our organization intends to
return this employee to a permanent position upon completion of the IPA assignment. It is not the intent of the
Program to hire the assignee to a "like" position while on temporary assignment to the Agency.
Pursuant to Chapter 2, Section 9,1 further certify that all applicable federal, state, and local conflict-of-
interest and employee conduct laws have been reviewed with this employee.
Signature Title Date
Federal IPA Assignee
Upon completion of my IPA assignment, I agree to return to my permanent position of record (or some
"like" position). Should I fail to serve the required time (Chapter 2, Section 8), I have been informed that I may be
liable to the federal government for all expenses incurred (excluding salary and benefits).
Signature Date
Non-Federal IPA Assignee
If I fail to complete my assignment (Chapter 2, Section 8), and/or fail to return to my previous employer for
the required time, I may be liable for all expenses incurred (excluding salary and benefits).
Signature Date
EPA Form 3140-34 (08/96) 5-16
Figure 5-3
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IPA POLICY AND PROCEDURES MANUAL 3141
CHAPTER 5 Rev. 6/97
SAMPLE
LETTER TO EPA FOR CERTIFICATION
OF ELIGIBILITY INTO THE IPA PROGRAM
FOR NON-PROFIT ORGANIZATIONS
(Date of Letter)
Agency IPA Coordinator (3641)
U.S. Environmental Protection Agency
401 M Street, SW
Washington, DC 20460
Dear (Agency IPA Coordinator):
Please accept this letter as a reguest to participate
in the Intergovernmental Personnel Act (IPA) Mobility
Program. Enclosed are the reguired documents to support
certification:
1. IRS (non-profit certification) letter that
is dated
2. Articles of Incorporation
3. By-laws
4. Description of Activities (e.g., brochures,
list[s] of Officers, Committee Directory, etc.)
5. Public management related activities
If you have any guestions, please do not hesitate to
contact me on f ) .
Sincerely,
(Name, Organization and
Mailing Address)
Enclosures
5-17
Figure 5-4
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IPA POLICY AND PROCEDURES MANUAL 3141
CHAPTER 5 Rev. 6/97
Performance Agreement, Appraisal, and Certification
Instructions: Use Sections A, B, C, and D of this form for all performance agreements beginning
October 1, 1987. You need not retype all existing performance standards in the new format, Section
E. Instead, you can continue to use the existing format for standards that will remain the same. Use
the new format, Section E, when new standards are developed or significant changes are made in
existing standards.
This form is available in automated format. Contact your Servicing Personnel Office for more informa-
tion.
Do Not Remove This Cover Sheet Until the Entire Form Is Placed in the Employee
Performance File in the Servicing Personnel Office.
Security Provisions: Personal information entered on this form, such as performance high-
lights, ratings on individual performance standards, and the overall performance appraisal,
is protected by the Privacy Act. Protected records maintained in office files, on floppy disks,
or in any other manner, must be secured in accordance with the safeguards specified for
performance records (See 49 FR 36930).
EPA Form 3115-24 (Rev. 8-87) Previous editions are obsolete. (E~Forms)
5-18
Figure 5-5 (1 of 5)
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IPA POLICY AND PROCEDURES MANUAL
CHAPTER 5
3141
Rev. 6/97
US Environmental Protection Agency
4%, ^" pk A Washington, DC 20460
j&r t r ^\ Performance Agreement
Appraisal and Certification
Title, Pay Plan, Series, Grade, Step
Organization (AA, Ofc, Div,
Employee's Name
(Last, First, Ml)
Br)
Performance Period
From To
Privacy Act Statement
Authority: The information on this form is collected under the Authority of the Civil Service Reform Act of 1978, 5 U.S.C. Sec. 1101 et. seq., and
Executive Order 12107. Collection of your Social Security Number is authorized by Executive Order 9397.
Effects of Not Providing the Information Requested:
will provide the information without input form you.
Your disclosure of the information is voluntary, but your failure to do so means that management
Purposes and Routine Uses: This information is used to define the critical job elements, performance standards and measures directly related to your
job. It will be used to document your midyear review and final performance appraisal. The information may also be used in connection with selection
for and publicizing of cash and honor awards; other personnel actions based on performance, such as reduction-in-force actions; training decisions; the
hiring or retention of an individual or issuance of other benefits; relevant judicial or administrative proceedings or law enforcement purposes; personnel
research of survey purposes; and negotiated grievance procedures. Disclosures may also be made to the MSPB, EEOC, and other Federal agencies
for purposes authorized by law; to a Congressional office at your request; and to officials of labor organizations when relevant and necessary to their
duties of exclusive representation of Federal employees. This is a summary of the routine uses for these records. For a full description of the routine
uses, see 49 FR 36958 (1984).
Confidentiality: Certifications, critical job elements, performance standards, performance measures and similar position specific information may be
made available under the Freedom of Information Act. Performance highlights, ratings on standards, the rating of records, personnel decisions and
other personal information are protected by the Privacy Act. This information will be available only to your immediate and higher level supervisors and
to other Agency officials in the exercise of their official duties, for a routine use as set forth in this statement of as otherwise authorized by the Privacy
Act.
Security Provisions
Personal information entered on this form, such as performance highlights, ratings on individual performance standards, and the overall performance
appraisal, is protected by the Privacy Act. Protected records maintained in office files, on floppy disks, or in any other manner, must be secured in
accordance with the safeguards specified for performance records (See 49 FR 36930).
Section A.
Performance Agreement and Midyear Review Certifications
Sign and date the appropriate block below to certify completion of the events.
1. Discussion and/or
approval of the
performance agreement
II. Midyear performance
review and career
development
discussion
Employee
Signature
Date
Signature
Date
Supervisor
Signature
Date
Signature
Date
Approving Official
Signature
Date
Section B. Overall Performance Appraisal and Certification
I. Supervisor I have appraised this employee's performance and prepared a recommended rating.
Name and Title (type or print)
if. Reviewing Official (SES and PMRS Only) The recomm
employee's
Name and Title (type or print)
Signature
Date
ended rating reflects my assessment of the
jerformance
Signature
Date
in. Approving Official (All Employees) | approve the rating of record and related personnel
decisions for this employee.
Name and Title (type or print)
IV. Rating of Record
Signature
Outstanding f— |xceeds f-uiiy
| Expectations Successful
Date
D SatiSry D Unsatisfact0ry
v. Employee My supervisor and 1 have discussed my performance for this period in relation to my performance
standards and measures, and my supervisor has informed me of my rating of record.
Signature
Date
Comments Attached? Social Security Number
1 Yes 1 ' 1 No
EPA Form 3115-24 (Rev. 8-87) Previous editions are obsolete. (E~Forms)
5-19
Figure 5-5 (2 of 5)
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IPA POLICY AND PROCEDURES MANUAL
CHAPTER 5
3141
Rev. 6/97
section c Appraisal
Employee's Name
Title, Pay Plan, Grade
Worksheet
Organization
Performance Period
From
To
Instructions to Supervisors
1. Calculate a value for each standard by multiplying its weight by the recommended rating."
2. Add the values for each performance standard to get a total value.
3. Use the table below to convert the total value to a recommended rating of record.
4. Sign the Appraisal form in Section B, Overall Performance Appraisal and Certification. Send the recommendation on for
higher level review and approval.
5. After review and approval by higher level management, conduct the appraisal discussion with the employee.
*lf the rating on any standard is "1" (Unsatisfactory), use the columns on the right hand side of the Worksheet to calculate
the overall rating for the CJE to which the standard belongs. To do this, add the values of the standards in the CJE, and
divide by the sum of the weights of the standards for that CJE. If the resulting CJE rating is below 2.0, overall performance
must be "Unsatisfactory" regardless of the total value for all performance standards. Following approval of an
Unsatisfactory rating, supervisors should put a Performance Improvement Plan in place within 15 working days from the
date the rating is communicated to the employee.
Instructions to Reviewing and Approving Officials
1. Review the recommended rating and the performance agreement on which it is based.
2. If you do not agree with the rating for a standard, adjust the rating and value on the individual performance standard and
on the Appraisal Worksheet and recalculate the total value of all of the standards. Change the adjective rating on the
Worksheet if necessary.
3. Sign in the appropriate block in Section B, Overall Performance Appraisal and Certification.
4. Approving officials assign the rating of record by checking the appropriate adjective rating in Section B.IV.
5. Approving officials are also the final authority on other personnel decisions related to the rating. (For PMRS employees,
rating and other personnel decisions (except for performance awards) may be delegated to Office Directors. Performance
award decisions remain with the AA, RA, IG, or GC and are certified by them through the PMRS ADP Support System.)
CJE No.
Standard No.
Weight
Rating
Value
Required Only When Rating on a Standard is 1
CJE Values / CJE Weights = CJE Rating
Total Value
Conversion of Total Value to Recommended Rating of Record
Range of Total Values
100-199
200 -299
300 - 399
400- 449
450 - 500
Recommended Rating of Records ('X' one)
Unsatisfactory
Minimally Satisfactory
Fully Successful
Exceeds Expectations
Outstanding
Compensation Decisions
Other Personnel Decisions
EPA Form 3115-24 (Rev. 8-87)
Previous editions are obsolete. (E~F< 5-20
Figure 5-5 (3 of 5)
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IPA POLICY AND PROCEDURES MANUAL
3141
CHAPTER 5
Rev. 6/97
Section D
Performance Agreement Summary
Employee's Name
; Pay PlanTGrade
Organization
Performance Period
From
To
Summary of Critical Job Elements, Performance Objectives, and Weights
List 4-7 critical job elements and the performance objectives/standards related to each element. There should be no more
than 10 performance objectives or standards in the entire performance agreement. Weight each objective according to its
relative importance. The sum as the weights must be 100.
Example
Weights
20
10
CJE1. Develop policies and programs to implement the Performance Management System.
OBJ 1. Revise performance management plans
OBJ 2. Issue guidance on Performance Standards Review Boards
Weights
Critical Job Elements and Performance Objectives/Standards
EPA Form 3115-24 (Rev. 8-87) Previous editions are obsolete. (E~Forms)
Continue on Plain Bond if Necessary.
5-21
Figure 5-5 (4 of 5)
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IPA POLICY AND PROCEDURES MANUAL
3141
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Rev. 6/97
Section E
Performance Standard
Fill in the performance objective for the standard and the weight assigned to the standardTAdd assumptions ifexternal
factors should be considered in the final appraisal. Performance measures may include quality, quantity, timeliness,
and manner of performance.
Employee's Name
Critical Job
Element No.
Standard No.
Weight
>
Rating
( =
Value
Rating System for Quality, Quantity, Timeliness, and Manner of Performance fuse whole numbers only):
Outstanding =5; Exceeds Expectations = 4; Fully Successful =3; Minimally Satisfactory =2; Unsatisfactory =1
Objective
Assumptions
Performance Measures
Outstanding
Fully Successful
Unsatisfactory
Performance Highlights
EPA Form 3115-24 (Rev. 8-87) Previous editions are obsolete. (E~Forms)
5-22
Figure 5-5 (5 of 5)
-------
United State* Environmental Protection Agency
Washington. DC 20460
Performance Agreement, Appraisal and
f\ r*nA erormance greemen, pprasa an
JJf tMr\ Certification for Supervisors, Managers and Executives
Instructions
Use Sections A, B, C and O of this form for all employees who are covered by the Performance Management end Recognition System.
You need not retype all existing performance standards in the new format. Instead, you may continue to use the existing format for
standards that will remain the same. Use the new format. Section C, when new standards are developed or significant changes are made
in existing standards.
Performance Agreements
•must be established within 30 calendar days of appointment or other position change
"must include three critical job elements or work objectives that reflect management effectiveness criteria, and
"may contain no less than three and no more than seven critical job elements (CJE's) or work objectives.
Individual Development Plan (IDP's)
•must be established within 30 calendar days of appointment or other position change
•are established at the Midyear Performance Review and cover one full year. Therefore, the effective dates
should be May 1 through April 30.
Performance Appraisals:
•must include written narrative for each CJE or work objective that is rated Outstanding, Minimally Satisfied
or Unsatisfactory.
Do Not Remove This Cover Sheet Until the Entire Form is Placed in
the Employee Performance File in the Servicing Personnel Office.
Privacy Act Statement
Authority: The information on this form is collected under the Authority of the Civil Service Reform Act of 1978, 5 U.S.C. Sec. 11 01 et.
seq., and Executive Order 12107. Collection of your Social Security Number is authorized by Executive Order 9397.
Effects of Not Providing the Information Requested: Your disclosure of the information is voluntary, but your failure to do so means that
management will provide the information without input from you.
Purposes and Routine Uses: This information is used to define the critical job elements, work objectives, performance standards and
measures directly related to your job. It will be used to document your midyear review, including development and completion of individual
development plans, and final performance appraisal. The information may also be used in connection with selection for and publicizing of
cash and honor awards; other personnel actions based on performance, such as reduction-in-force actions; training decisions, the hiring or
retention of an individual or issuance or other benefits; relevant judicial or administrative proceeding or law enforcement purposes;
personnel research or survey purposes; and negotiated grievance procedures. Disclosures may also be made to the MSPB, EEOC, and
other Federal agencies for purposes authorized by law; to a Congressional office at your request; and to officials of labor organization*
when relevant and necessary to their duties of exclusive representation of Federal employees. This is a summary of the routine uses for
these records. For a full description of the routine uses, see 49 FR 36958 (1984).
Confidentiality: Certifications, critical job elements, work objectives, performance standards, performance measures and similar position
specific information may be made available under the Freedom of Information Act. Performance narratives, ratings on standards, the rating
of record, personnel decisions and other personnel information are protected by the Privacy Act. This information will be available only to
your immediate and higher level supervisors to other Agency officials in the exercise of their official duties, for a routine use as set forth in
this statement or as otherwise authorized by the Privacy Act.
Personal information entered on this form such as performance narratives, ratings on individual performance standards, and the overall
performance appraisal, is protecte'd by the Privacy Act. Protected records maintained in office files, on floppy disks, or in any other
manner, must be secured in accordance with the safeguards specified for performance records (See 49 FR 36930).
EPA Form 3140-32 (9-92)
5-23
Figure 5-6 (1 of 5)
-------
Employee's Name (Last, first. Ml)
Title, Pay Plan, Series, Grade, Step
Performance Period
From
Organization
To
(AA, Ofc, Div.Br)
vvEPA
U.S. Environmental Protection Agency
Washington. DC 20460
Performance Agreement, Appraisal and
Certification for Supervisors, Managers and Executives
Section A.
Performance Agreement and Midyear Review Certifications
Pl»»*e tign ant! data the appropriate block below to certify completion of tf>« •want*.
1 . Discussion and/or
approval of the
performance
agreement
2. Midyear
performance
review and career
development
discussion
Employ**
Signature
Date
Yes / No
Supervisor
Signature
Date
Approving Official
Signature
Dat*
Was standard for recertification discussed? (SES members only)
Was previous IDP completed? (Participated in 40 hours of development activities)
Has new IDP been Established? (Date )
Comments Attached
Signature • Employee Date
Signature - Supervisor
Date
Section B.
Overall Performance Appraisal and Certification
Summary Performance Rating: (Definition* apply to GM employ*** only)
J Outstanding - One-half or more CJE's are rated Outstanding, none lower than Exceeds Expectations.
I Exceeds Expectations - One-half or more CJE's are rated Exceeds Expectations or higher, none lower than Fully Successful.
I Fully Successful - Majority of CJE's are rated Fully Successful, none lower than Fully Successful.
J Minimally Satisfactory - One or more CJE's are rated Minimally Satisfactory, none are Unsatisfactory.
| Unsatisfactory - One or more CJE's are rated Unsatisfactory.
Typ* of Summary Rating:
| | End of annual cycle | ) Employe* Reassigned
| I Employee Leaving Agency
D
Other (Specify/_
I. Supervisor: I have appraised this employee's performance and prepared a recommended rating.
Name and Title {type or print)
Signature
Date
II. Reviewing Official: (SES and PMRS Only) The recommended rating reflects my assessment of the employee's performance.
Name and Title (type or print)
Signature
Date
III. Approving Official: (All Employees) I approve the rating of record and related personnel decisions for this employee.
Name and Title (type or print!
Signature
Data
Privacy Act Statement: Disclosure of your Social Security Number on this form is voluntary. The number is /inked with your name in the
official personnel records system to ensure unique identification of your records. The Social Security Number will be used soley to ensure
accurate entry of your performance rating into the automated record system.
IV. Employee: My Supervisor and I have discussed my performance for this period in relation to my performance standards
and measures, and my supervisor has informed me of my rating of record.
Signature
EPA Form 3140-32 (9-92) f igu
Date
5-24
Comments Attached?
Yes O No [J
re o-t> ( z or t> ;
Social Security Number
-------
Additional copies of this page may be xeroxed if necessary.
Section C IPIease Type Information)
Performance Standard
Employee Name
Title, Pay Plan, Grade
Organization
Performance Period
From
To
CJE/Work Objective (Assumptions Optional)
Fully Successful Performance Measure:
Performance Narrative IRaquired for Outstanding, Minimally Satisfactory and Unsatisfactory Ratings)
ating:
Outstanding
Exceeds Expectations
Fully Successful
5-25
Minimally Unsatisfactory
Unsatisfactory
EPA Form 3140-32 (9-92)
figure 5-0 (3 or 5)
-------
EPA Form 3140-32
Section D
Name:
Environmental Protection Agency
Individual Development Plan
— Effective Dates:
Long-Term Goal:
o
H)
U)
-------
EPA Form 3140-32
Section D- 1-12
n
o>
Ul
N)
Development Objectives
\*'tV :V,^ <>^1^*V^vr^ ,** * - ^ -
Employee Signature Date
Manager Signature Date
Specific Development Activities
Description
Others, as appropriate:
Assistant/Regional Administrator Date
Executive Resources Board Date
Time Frame
3* IT^
% S
^1 O
» f
H
Ln O
D PROCEDUR]
ES MANUAL
(D
(Ti OJ
S H
•v] t-1
EPA Form 3140-32 (Rev. 9/92)
Mentor
Date
-------
IPA POLICY AND PROCEDURES MANUAL 3141
c Rev. 6/97
vvEPA
PROGRAM'S CERTIFICATION
OF EMPLOYEE STATUS
I hereby certify that (Assignee's Name) has
returned to his/her permanent position of record (or position of "like" pay and grade).
In addition, I certify that there is no liability to the U.S. Government for non-salary
expenses incurred during the assignment.
Signature Title Date
I hereby certify that (Assignee's Name) has not
returned to his/her permanent position of record as originally anticipated. Therefore, I
will send a request for waiver of the expenses incurred within the next 30 calendar days.
Further, I understand and agree that in the event the waiver is denied, I will inform the
employee of the Agency's decision to recoup non-salary expenses.
Signature Title Date
EPA Form 3140-35 (06/97)
5-28
Figure 5-7
-------
U. S. Environmental Protection Agency
Assignee's Evaluation of Mobility Assignments
(Title IV of the Intergovernmental Personnel Act of 1990)
This questionnaire is confidential and will be used only in the Agency's annual report to the U.S. Office of Personnel Management.
Send the completed form to the Agency IPA Coordinator, U.S. Environmental Protection Agency, Executive Resources and Special
Programs, 401 M Street, SW, Washington, DC 20460.
GENERAL INFORMATION
Assignee's Name
Period of Assignment
Position to Which Assigned
Office and Location of Assignment
How was the assignment initiated?
EVALUATION
Explain the goals and objectives of the assignment.
To what degree were the stated goals and objectives of the assignment achieved?
What problems did you encounter and how can they be eliminated from future assignments?
EPA Form 3140-18 (Rev. 06-97)
5-29
figure 5-8 (1 of 2}
-------
rfow can the quality of assignments and the mobility of Personnel under the IPA be improved?
What additional assignments are needed to further the program of the State/University/EPA?
Did you received necessary help and support from your supervisor, human resources staffs and other individuals when initiating your
assignment?
In what way did EPA benefit from your IPA assignment?
Comments:
Assignee's Signature
EPA Form 3140-18 (Rev. 06-97)
Figure
5-30
5-8 (2
Date (Month/Day/Year)
Of 2)
-------
U. S. Environmental Protection Agency
Supervisor's Evaluation of EPA's IPA Personnel Exchange Program
(Title IV of the Intergovernmental Personnel Act of 1990)
This questionnaire is confidential and will be used only in the Agency's annual report to the U.S. Office of Personnel Management.
Send the completed form to the Agency IPA Coordinator, U.S. Environmental Protection Agency, Executive Resources and Special
Programs, 401 M Street, SW, Washington, DC 20460.
GENERAL INFORMATION
Assignee's Name
Period of Assignment
Supervisor's Name and Title
Office and Location of Assignment
EVALUATION
Were the goals and objectives of the assignment completed?
What contribution did the assignee make while on assignment?
Did the participant face any significant limitations or barriers on this agreement? (Comment)
EPA Form 3140-20 (Rev. 06-97)
5-31
Figure 5-9 (1 of 2)
-------
w
as
illtl
sign
le work performed on this assignment be continued after the
ee has returned to his/her original employer?
Yes | I No
Based on your present experience with EPA's Mobility
Program, would you like to have more participation?
LJ Yes 1 1 No
Were there any activities that should have been completed or achieved that were not? (Comment)
Do you have any suggestion for improving EPA's Mobility Program? (If so, specify)
Did the assignment give you a better understanding of EPA programs and policies? (Explain)
How did the participant perform while on the assignment?
Other comments:
Supervisor's Signature
Date (Month/Day/Year)
EPA Form 3140-20 (Rev. 06-97)
5-32
Figure 5-9 (2 of 2)
-------
OF69-Rev 9/79
Office of Personnel Management
FPM Chapter 334
EPA Version (06-97)
SAMPLE
ASSIGNMENT AGREEMENT
Title IV of the
Intergovernmental Personnel Act of 1970
(5 U.S.C. 3371 • 3376)
EPA EMPLOYEE ON DETAIL
INSTRUCTIONS
This agreement constitutes the written record of the obligations
and responsibilities of the parties to a temporary assignment
arranged under the provisions of the Intergovernmental Personnel
Act of'1970.
The term "State or local government," when appearing on this
form, also refers to an institution of higher education, an Indian
tribal government, and any other eligible organization.
Copies of the completed and signed agreement should be retained
by each signatory.
Within 15 days of the effective date of the assignment, two copies
of this form must be sent to:
Faculty Fellows and Personnel Mobility Division
Office of Intergovernmental Personnel Programs
Office of Personnel Management
P.O. Box 14184
Washington, DC 20044
Procedural questions on completing the assignment agreement
form or on other aspects relating to the mobility program should
be addressed to either mobility program coordinators in each
Federal agency or to the staff in the Intergovernmental Personnel
Programs Division in Office of Personnel Management's regional
office.
PART 1-NATURE OF THE ASSIGNMENT AGREEMENT
1.
I yl New Agreement
I I Modification
n
Extension
PART 2-INFORMATION ON PARTICIPATING EMPLOYEE
2. Name (Latt. Pint. Middle)
DOE, JOHN I.
4. Home Address (Street, City, State, ZIP Code)
4527 Fawn Avenue
Clinton, MD 20785
3. Social Security Number
123-34-5555
5. - A. Have you ever bean on a mobility assignment?
~~l YES fifl NO
S. - B. If "YES", date of each assignment (Month and Year)
FROM: TO:
PART 3-PARTIES TO THE AGREEMENT
6. Federal Agency (Lilt office, bureau or organizational unit which
it party to the agreement)
U.S. Environmental Protection Agency
Office of Solid Waste (5101)
7. State or Local Government (Identify the governmental agency)
State of Oregon
Department of Environmental Quality
8. Is assignment being made through a faculty fellows program?
If yes, give name of program.
| YES
NO
PART 4-POSITION DATA
A-Porition Currently Held
9. Employment Office Name and Address (Building, Street, City,
State and ZIP code)
U.S. Environmental Protection Agency
Immediate Office of Solid Waste
401 M Street, SW (5101)
Washington, DC 20460
1A jPmninyfteVPfttitiQn Title 1 1 • Office Phone No. (Aros
Protection Specialist (703) 308-8622
Code)
Vi2f JrornadiMe Susfryoor (Name and Title)
Permits and State Programs Division
B—Type of Currant Appointment
13. Federal Employees (Check appropriate box.)
B Career Competitive
Other (Specify)
Indicate GS Level
GS-14
14. State and Local Employees
State or Local Annual Salary
N/A
Original Date Employed by the
State or Local Government
C-Poaition To Which Aarignment Will Be Made
15. Employment Office Name and Address (Building, Street, City,
State and ZIP code)
Oregon Department of Environmental Quality
Hazardous Waste Section
811 SW 8th Street
Portland, OR 97204
1 6. Assignee's Position Title
Environmental Specialist
17. Office Phone No. (Area Code)
(503) 754-4799
18. Immediate Supervisor (Name and Title)
Raymond Browner, Manager - Hazardous Waste Section
D»rtroy Previous Editions
5069-104
5-33
Figure 5-10 (1 of 5)
-------
IPA POLICY AND PROCEDURES MANUAL
3141
CHAPTER 5
Rev. 6/97 (2)
PART 5-TYPE OF ASSIGNMENT
19. Check Appropriate Box
On detail from a Federal agency
On leave without pay from a Federal agency
On detail to • Federal agency
On appointment in a Federal agency
20. Period of Assignment (Uontfi. Diy, Yuri
FROM: TO:
9-27-95 9-26-97
PAR T 6-REASON FOR MOBILITY ASSIGNMENT
21. indicate the reaeoni for this mobility assignment and discus* how the work will benefit the participating governments. In addition,
indicate how the employ** wi" be utilized et the completion of this assignment.
This mobility assignment will benefit both the Office of Solid Waste and the State of Oregon's Department of
Environmental Quality (ODEQ). The experience the assignee will gain in working in a state hazardous waste
program will enhance EPA's ability to ensure that state needs and perspectives are adequately represented in the
development of national hazardous waste policies and regulations; and will assist in furthering the Agency's
commitment to building partnerships with states as "co-regulators and implemented" of the national hazardous
waste management program under the Resource Conservation and Recovery Act (RCRA). The expertise
provided by the assignee in the areas of corrective action and permitting of hazardous waste management
facilities will be of great benefit to the State of Oregon. Also, the assignee's reputation as a national expert in
this area will be instrumental in communications with the regulated community, at national meetings and
conferences of state hazardous waste officials, etc. Upon completion of the assignment, the assignee will be
returned to a position of "like grade and pay".
PART 7-POSITION DESCRIPTION
22. List the major duties and responsibilities to be performed while on the mobility assignment. Attach an accurate current description of
the position being filled through the IPA assignment.
Major duties and responsibilities include:
— serving as the focal point for corrective action authorization and capability building issues, including
but not limited to, developing program procedures, analyzing differences and developing consistent
approaches to cleanups between RCRA corrective action and the state cleanup program;
— assisting ODEQ staff on implementation of Land Disposal Restriction program issues;
— tracking development of national policies and regulations affecting the state RCRA program, and
other state remedial programs.
PART 8-EMPLOYEE BENEFITS
23. Rate o< Basic Pay
$60,612 per annum
24. Special Pay Conditions llndictntny condition! rn«f could
incrtttt tht tuigntd tmploytt'l comptntttion during tht
tttignmtnt period)
Assignee is eligible for career ladder promotions, within-
grade increases, annual cost of living increases, etc.
25. Leave Provisions (Indiate tht tnnutl »nd licit Ittvt otntfitt for which tht fttigntd ttrtploytt ii tligiblt. SptcJfy tht proctdurtt for
nporting, rtquttting tnd recording tuch Ittvt)
Employee will be governed by the provisions of the EPA annual and sick leave policy. Employee will request
leave from his immediate supervisor at ODEQ. Approved leave will be forwarded to EPA. At the time of this
certification, the employee earns eight hours of annual leave and four hours of sick leave per pay period. Leave
will be reported as leave is taken or on a bi-weekly basis to: Elaine Smith (or current timekeeper), Office of
Solid Waste (5101), U.S. Environmental Protection Agency, 401 M Street, SW, Washington, DC 20460.
5-34
Figure 5-10 (2 of 5)
-------
IPA POLICY AND PROCEDURES MANUAL
3141
CHAPTER 5
Rev. 6/97
(3)
PART g-FISCAt OBLIGATIONS
Identify, where appropriate, the office to which invoices and time and attendance records should be sent.
26. Federal Agency Obligation! II f paying more than SO percent of
t Federal employee'! talary beyond a 6-month period, tpecify
rationale for cott-tharing decition.)
EPA will continue to pay the assignee's salary and
employer's share of contributions and allowable benefits.
Costs for this assignment will be accumulated and billed on a
quarterly basis from EPA Salary and Expenses appropriation
to the current year of the RCRA grant #L99 4040 01 as "in-
kind" services based on the actual hours worked by Mr. Doe
as shown on bi-weekly payroll distribution timesheets.
Estimated salary, supplemental pay, benefits, and relocation:
$94,373 (not including relocation to ODEQ).
Salary $39,012 per annum
Supp. Pay $21,600 per annum
Benefits $14,547 per annum
Relocation $19,214 (from ODEQ)
EPA will pay supplemental pay directly to employee.
Budget organization: (11 A)
27. State or Local Government Agency Obligations
Oregon's DEQ will reimburse EPA, Office of Solid
Waste, for 100% of salary and benefits through
grant #L99 4040 01 as "in-kind" service. The
State of Oregon will reimburse EPA for relocation
expenses and travel costs to the assignment not to
exceed $20,000.
PART 10-CONFLICTS OF INTEREST AND EMPLOYEE CONDUCT
m28. Applicable Federal, State or local conflict-of-interest laws have been reviewed with the employee to assure that conflict of-interest
situations do not inadvertently arise during this assignment.
E29. The employee has been notified of laws, rules and regulations, and policies on employee conduct which apply to him/her while on
this assignment.
PART 11-OPTIONS
30. Indicate coverage or "N.A." if not applicable
A. Federal Employees Group Life Insurance
|Y] Covered ( | N.A.
B. Federal Civil Service Retirement
("X~| Covered | [ N.A.
C. Federal Employee Health Benefits
[X~| Covered | ] N.A.
3 1 . State or Local Agency Benefits I Indicate all State employee
benefitt thtt will be retained by the Sute or local agency
employee being auigned to e Federal agency. Alto include a
statement certifying coverage in all State and local employee
benefit program* that are elected by the Federal employee on
leave without pay from the Federal agency to a State or local
agency.)
32. Other Benefits (Indicate any other employee benefit* to be made pen of this agreement!
Employee (or beneficiary) is entitled to compensation for injury (or death) and consideration for any and all
benefits normally accrued to federal employees with permanent career status.
PART 12-TRAVEL AND TRANSPORTATION EXPENSES AND ALLOWANCES
33. Indicate- (1) Whether the Federal agency or State or local agency will pay travel and transportation expenses to. from, and during the
assignment as specified in Chapter 334, of the Federal Personnel Manual, and (2) which travel and relocation expenses will be included.
All travel and training directed by Oregon's DEQ will be paid by Oregon. All travel and IPA related training directed by
EPA will be paid by EPA. ODEQ will be responsible for relocation expenses to the assignment including change of station
allowance for travel and transportation of the employee's immediate family, household goods, and personal effects to the
assignment location; a per diem allowance for employee to the assignment location; subsistence expenses for the employee
and his immediate family while occupying temporary quarters (up to 30 days) at the assignment location; temporary storage
of household goods (up to 60 days) in connection with the assignment. EPA agrees to the same, upon return of the assignee
to EPA. The employee will have access and privileges to a U.S. Government credit card (currently American Express) to
facilitate reimbursement for EPA travel. 5-35
Figure 5-10 (3 of 5)
-------
IPA POLICY AND PROCEDURES MANUAL
3141
CHAPTER 5
Rev. 6/97
(4)
PART 13-APPLICABILITY OF RULES. REGULATIONS AND POLICIES
34. Check Appropriate Boxes
rxi
YES
Yes, with exceptions attached
A. The rules and policies governing the internal operation and management of the agency to
which my assignment is made under this agreement will be observed by me.
B. I have been informed that my assignment may be terminated at any time at the option of the Federal agency or the State or local
government.
[ X I C. I have been informed that any travel and transportation expenses covered from Federal agency appropriations may be recoverable as
a debt due the United States, if I do not serve until the completion of my assignment (unless terminated earlier by either employer)
or one year, whichever is shorter.
[y~j D. I have been informed of applicable provisions should my position with my permanent employer become subject to a taductton-in-
force procedure.
HE. I agree to serve in the Civil Service upon the completion of my assignment for a period equal to that of my assignment. Should I fail to
serve the required time, I have been informed that I will be liable to the United States for all expenses (except salary and benefits) of my
assignment. (For Federa/ employ*** only)
PART 14-CERTIFICATtON OF ASSIGNED EMPLOYEE
In signing this agreement, I certify that I understand the terms of this agreement and agree to the rules, regulations and policies as indicated
in Part 13 above.
35. Location of Assignment INtme of Orgtntiition)
Oregon Department of Environmental Quality
37. Signature of Assigned Employee
36. Outt (Month, L
From:
9/27/95
)»y. Y*r)
To:
9/26/97
38. Date of Signature < Month. Dty, Yetr)
PART 15-CERTIFICATION OF APPROVING OFFICIALS
In signing this agreement, we certify that:
- the description of duties and responsibilities is current and fully and accurately describes those of the assigned employee;
- this assignment is being entered into to serve a sound, mutual public purpose and not solely for the employee's benefit;
- at the completion of the assignment, the participating employee will be returned to the position he or she occupied at the time this
agreement was entered into or a position of like seniority, status and pay.
Signature of Authorizing Officer
State or
Local
Government
Agency
Federal
Agency
Headquarters
Concurring
Official
39.
42.
45.
Typed Name and Title
40.
William T. Cooper, Director Oregon
Department of Environmental Quality
43.
Elliott P. Laws, Assistant Administrator fc
Office of Solid Waste & Emergency Respo
46.
Cynthia D. Jones-Jackson
Agency IPA Coordinator
Date of Signature
(Month, Our, Y*r)
41.
44.
r
ise
~4t.
PRIVACY ACT STATEMENT
Sections 3373 and 3374, Assignment of Employees To or From State or Local Governments, of Title 5, U.S. Code, author-
izes collection of this information. The data will be used primarily to formally document and record your temporary as-
signment to or from a State or local government, institution of higher education, Indian tribal government, or other eligible
organization. This information may also be used as the legal basis for personnel and financial transactions, to identify you
when requesting information about you, e.g., from prior employers, educational institutions, or law enforcement agencies,
or by State, local, or Federal income taxing agencies.
Solicitation of your Social Security Number (SSN) is authorized by Executive Order 9397, which permitted use of the
SSN as an identifier of individual records maintained by Federal agencies. Furnishing your SSN or any other data requested
is voluntary. However, failure to provide any of the requested information may result in your being ineligible for participa-
tion in the Intergovernmental Assignment Program.
5-36
Figure 5-10 (4 of 5)
-------
^^^^ United States
yyE^/\ Environmental Protection Agency
Washington, DC 20460
SUPPLEMENTAL PAY FOR FEDERAL AND NON-FEDERAL IPA DETAILEES
INSTRUCTIONS
This form and the OF-69 must be submittea
of the IPA assignment.
to the IPA Coordinator at least 1 5 workdays before the effective date
The individual named below is detailed to EPA under the provisions of the Intergovernmental Personal Act (IPA) and will receive
supplemental pay from EPA (see OF-69 attched).
NAME
John I. Doe
SOCIAL SECURITY NUMBER
123-34-5555
ADDRESS
4527 Fawn Avenue, Clinton, MD 20785
EFFECTIVE DATE September 27, 1995
DEDUCTIONS (Check appropriate boxes and name City and State.)
O FICA
LU FEDERAL TAX
R] STATE TAX Maryland
Q CITY TAX
Q OTHER
WILL BE PAID ON (Check appropriate box)
E) MONTHLY \~] QUARTERLY
SAMI
SUPPLEMENTAL SALARY
$21,600 per annum ($1,800 per month)
GRADE LEVEL (first step only)
GS-14
DESIGNATED AGENT
DA-8362
TERMINATED DATE „ . _, ,„„„
September 26, 1997
JUSTIFICATION FOR SUPPLEMENTAL PAY
This supplemental pay will compensate the
employee for the difference in pay between
the Oregon Department of Environmental
Quality's IPA position and that of his
position of record with the U.S.
Environmental Protection Agency.
3LE
0 BI-WEEKLY
Questions concerning the above may be directed to: Shelly Hall
(202) 260-9403
, or the IPA Coordinator
(Administrative Officer)
/Telephone number)
Financial and Accounting Data
« OCN
3 (Max 6)
1
2 :
3 '•<
Budgtt/FY« Appropriation Coda Budgat Org/Coda Program Bamant Objact Clasi
(Max 4) (Max 6) (Max 7) (Max 91 (Max 4) SFO
%
••' :;,-; };.y
'..:'< ••&;
:.*;• •$ 'M /Maw t\
Site/Ptojtct
Amount (Dollars) (Canu) (Max 8)
1 I
2
1
3 I
APPROVED: (Program Official)
EPA Form 3155-3 (Rev. 9-96) PREVIOUS EDITION IS OBS(
„..;
•{:.
';::;;-
AP
5-37
Figure 5-10 (5
3LETE
Co»t Org/Cod* Funding Approp. (%)
(Max 7) (Max 71
PROVED: (IPA Coordinator)
W<1" CC/PY 1 - ORIGINAL - FINANCIAL MANAGEMENT DIVISION
* US GPO 1996-514-263/85251
-------
OF68 - Rev 9/79
Office of Personnel Management
FPM Chapter 334
EPA Version (06-97)
SAMPLE
ASSIGNMENT AGREEMENT
Title IV of the
I ntergovemmental Personnel Act of 1970
(5 U.S.C. 3371 • 3376)
EPA EMPLOYEE ON LWQP
INSTRUCTIONS
This agreement constitutes the written record of the obligations
and responsibilities of the parties to a temporary assignment
arranged under the provisions of the Intergovernmental Personnel
Act of 1970.
The term "State or local government," when appearing on this
form, also refers to an institution of higher education, an Indian
tribal government, and any other eligible organization.
Copies of the completed and signed agreement should be retained
by each signatory.
Within 15 days of the effective date of the assignment, two copies
of this form must be sent to.
Faculty Fellows and Personnel Mobility Division
Office of Intergovernmental Personnel Programs
Office of Personnel Management
P.O. Box 14184
Washington, DC 20044
Procedural questions on completing the assignment agreement
form or on other aspects relating to the mobility program should
be addressed to either mobility program coordinators in each
Federal agency or to the staff in the Intergovernmental Personnel
Programs Division in Office of Personnel Management's regional
office.
PART 1-NATURE OF THE ASSIGNMENT AGREEMENT
1.
J
( New Agreement | | Modification | | Extension
PART 2-INFORMATION ON PARTICIPATING EMPLOYEE
2. Name (La*t, Pint. Middle) 3. Social Security Number
DOE, JOrtN I. 123-34-5555
4. Home Address (Street City, State. ZIP Code)
4527 Fawn Avenue
Clinton, MD 20785
5. - A. Have you ever been on a mobility assignment?
1 YES IT! NO
5. - B. If "YES", date of each assignment (Month and Year)
FROM: TO:
PART 3-PARTIES TO THE AGREEMENT
6. Federal Agency (Lilt office, bureau or organizational unit which
it party to the agreement!
U.S. Environmental Protection Agency
Office of Solid Waste (5101)
7. State or Local Government (Identify the governmental agency)
State of Oregon
Department of Environmental Quality
8. Is assignment being made through a faculty fellows program?
If yes, give name of program.
] YES
NO
PART 4-POSITION DATA
A-Potition Currently Held
9. Employment Office Name and Address {Building, Street, City,
State and ZIP code)
U.S. Environmental Protection Agency
Immediate Office of Solid Waste
401 M Street, SW (5101)
Washington, DC 20460
JO. Employee's Position Title
Environmental
Protection Specialist
1 1 . Office Phone No. (Area Code)
(703) 308-8622
M^SSKHSSSSf '"""•"" ™"
Permits and State Programs Division
B—Type of Current Appointment
13. Federal Employees (Check appropriate box.)
B Career Competitive
Other (Specify)
Indicate GS Level
GS-14
14. State end Local Employees
State or Local Annual Salary
N/A
Original Date Employed by the
State or Local Government
N/A
15. Employment Office Name and Address
Oregon Department of Environmental
Hazardous Waste Section
811 SW 8th Street
Portland, OR 97204
(Building. Street. City,
State and ZIP code)
Quality
16. Assignee's Position Title
Environmental Specialist
17. Office Phone No. (Area Code)
(503) 754-4799
18. Immediate Supervisor (Name and Title)
Raymond Browner, Manager - Hazardous Waste Section
Destroy Previous Edition*
5069-104
5-38
Figure 5-11 (1 of 4)
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IPA POLICY AND PROCEDURES MANUAL
3141
CHAPTER 5
Rev. 6/97 (2)
PART S-TYPE OF ASSIGNMENT
19.
Check Appropriate Box
On detail from a Federal agency
On leave without pay from a Federal agency
On detail to a Federal agency
On appointment in a Federal agency
20. Period of Assignment (Montti. Dty. Yteri
FROM : TO:
9-27-95 9-26-97
PART 6-REASON FOR MOBILITY ASSIGNMENT
21. indicate the reeaoni for this mobility as»ignmem and discuss how the work will benefit the participating governments. In addition,
indicate how the employee will be utilized at the completion of this assignment.
This mobility assignment will benefit both the Office of Solid Waste and the State of Oregon's Department of
Environmental Quality (ODEQ). The experience the assignee will gain in working in a state hazardous waste
program will enhance EPA's ability to ensure that state needs and perspectives are adequately represented in the
development of national hazardous waste policies and regulations; and will assist in furthering the Agency's
commitment to building partnerships with states as "co-regulators and implementers" of the national hazardous
waste management program under the Resource Conservation and Recovery Act (RCRA). The expertise
provided by the assignee in the areas of corrective action and permitting of hazardous waste management
facilities will be of great benefit to the State of Oregon. Also, the assignee's reputation as a national expert in
this area will be instrumental in communications with the regulated community, at national meetings and
conferences of state hazardous waste officials, etc. Upon completion of the assignment, the assignee will be
returned to a position of "like grade and pay".
PART 7-POSITION DESCRIPTION
22. List the major duties and responsibilities to be performed while on the mobility assignment. Attach an accurate current description of
the position being filled through the IPA assignment.
Major duties and responsibilities include:
— serving as the focal point for corrective action authorization and capability building issues, including
but not limited to, developing program procedures, analyzing differences and developing consistent
approaches to cleanups between RCRA corrective action and the state cleanup program;
— assisting ODEQ staff on implementation of Land Disposal Restriction program issues;
— tracking development of national policies and regulations affecting the state RCRA program, and
other state remedial programs.
PART 8-EMPLOYEE BENEFITS
23. Rate of Basic Pay
$60,612 per annum
24. Special Pay Conditions llndicttt tny condition! thtt could
incntett the euigntd employee't eomptntttion during tht
tstignmtnt period)
Assignee is eligible for career ladder promotions, with-
grade increases, annual cost of living increases, etc.
25. Leave Provisions (Indiote tht tnnutl and tick leeve btntfitt for which tht titigntd trnploytt it eligible. Specify tht procedunt for
reporting, renuttting »nd recording such letvel
The employee, while on LWOP from his EPA position for assignment to a non-federal organization (ODEQ), is
entitled to earn annual and sick leave to the same extent as if he had continued in his regular EPA position. To
facilitate record keeping, annual and sick leave balances are transferrable both to and from the assignment.
Therefore, ODEQ has agreed to allow the transfer of 340 hours of sick leave and 150 hours of annual leave for
the employee. Leave will still be subject to the limitation prescribed for annual leave carryover by Section 6304
of Title 5, USC. ODEQ has also agreed to maintain leave records that will be transferred back to EPA upon
completion of the assignment. The employee is currently earning eight hours of annual leave and four hours of
sick leave and will continue to do so for the entire period of his assignment to ODEQ.
5-39
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1 fA ^Jf^T T~ f*^J A XTT^ 'D^Jf^^'f T^TT^ITPO IVaTlk IkTTT^ T*
±JrA fvjijit,! ANL> FKUCJiDURES MANUAL 3141
CHAPTER 5 Rev fi/Q7
(3)
PART 9-FISCAL OBLIGATIONS
Identify, where appropriate, the office to which invoices and time and attendance records should be sent.
26. Federal Agency Obligations (If paying more than SO percent of
* Federal employee'* talary beyond a 6-month period, *pecify
rationale for cott-tharing decition.i
EPA agrees to allow the employee to go into a
LWOP status.
27. State or Local Government Agency Obligation*
Oregon agrees to pay employee for 100% of salary
and benefits. The State of Oregon will reimburse
EPA for relocation expenses and travel costs to the
assignment not to exceed $20,000. ODEQ has
agreed to bear the cost of leave, whether earned or
used. Provisions found under part 8, section 25.
PART 10-CONFLICTS OF INTEREST AND EMPLOYEE CONDUCT
28. Applicable Federal, State or local conflict-of-interest laws have been reviewed with the employee to assure that conflict-of-interest
situation* do not inadvertently arise during this assignment.
29. The employee ha* been notified of laws, rule* and regulations, and policies on employee conduct which apply to him/her while on
this assignment.
Must be filled in after the employee reviews cnnflirt-nf-intpT»»ct mW anr) regulations
PART 11-OPTIONS
n
30.
A.
IT
1 A
B.
HP
c.
r*i
Indicate coverage or "N.A." if not applicable
Federal Employees Group Life Insurance
Covered f""1 N.A.
Federal Civil Service Retirement
Covered ( | N.A.
Federal Employee Health Benefits
Covered | | N.A.
3 1 . State or Local Agency Benefits (Indicate all State employee
benefit* that will be retained by the State or local agency
employee being attignad to a Federal agency. Alto include a
ttatement certifying coverage in all State and local employee
benefit program* that are elected by the Federal employee on
leave without pay from the Federal agency to a State or local
agency.)
32. Other Benefits (Indicate any other employee benefit* to be made pan of (hit agreement)
Employee elects to retain full retirement credit under the Federal Retirement System. Employee must agree to
pay his share of contributions for health benefits, life insurance, and retirement, or otherwise jeopardize loss of
benefits and interruption of full service credit for retirement purposes. Employee (or beneficiary) is entitled to
compensation for injury (or death) and consideration of all benefits that would normally accrue to employees of
EPA.
PART 12-TRAVEL AND TRANSPORTATION EXPENSES AND ALLOWANCES
33. Indicate: (1) Whether the Federal agency or State or local agency will pay travel and transportation expenses to, from, and during the
assignment as specified in Chapter 334. of the Federal Personnel Manual, and (2) which travel and relocation expenses will be included.
ODEQ agrees to pay for travel and relocation expenses of employee and his dependents to the assignment.
Movement of household effects will be paid in accordance with state travel regulations. EPA agrees to pay for
expenses associated with relocating the employee and his dependents for the assignment.
(This is a negotiable item.)
5-40
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IPA POLICY AND PROCEDURES MANUAL
3141
CHAPTER 5
6/97
14)
PART 13-APPLICABILITY OF RULES, REGULATIONS AND POLICIES
34. Check Appropriate Boxes
YES
Yes, with exceptions attached
A. The rules and policies governing the internal operation and management of the agency to
which my assignment is made under this agreement'will be observed by me.
B. I have been informed that my assignment may be terminated at any time at the option of the Federal agency or the State or local
government.
[~X] C. I have been informed that any travel and transportation expenses covered from Federal agency appropriations may be recoverable at
a debt due the United States, if I do not serve until the completion of my assignment (unless terminated earlier by either employer)
or one year, whichever is shorter.
j'y | O. I have been informed of applicable provisions should my position with my permanent employer become subject to a iBductton-in-
force procedure.
HE. I agree to serve in the Civil Service upon the completion of my assignment for a period equal to that of my assignment. Should I fail to
serve the required time, I have been informed that I will be liable to the United States for all expenses (except salary and benefits) of my
assignment. (For Federa/ emp/oye** only)
PART 14-CERTIFICATION OF ASSIGNED EMPLOYEE
In signing this agreement, I certify that I understand the terms of this agreement and agree to the rule*, regulations and policies as indicated
in Part 13 above.
35. Location of Assignment (Nume of Orguniiition)
Oregon Department of Environmental Quality
37. Signature of Assigned Employee
36. D»te (Month, L
From:
9/27/95
toy. YMT)
To:
9/26/97
38. Date of Signature (Month, Day, Y»»r)
PART 15-CERTIFICATION OF APPROVING OFFICIALS
In signing this agreement, we certify that:
— the description of duties and responsibilities is current and fully and accurately describes those of the assigned employee;
- this assignment is being entered into to serve a sound, mutual public purpose and not solely for the employee's benefit;
- at the completion of the assignment, the participating employee will be returned to the position he or the occupied at the time this
agreement was entered into or a position of like seniority, status and pay.
Signature of Authorizing Officer
State or
Local
Government
Agency
Federal
Agency
Headquarters
Concurring
Official
39.
42.
45.
Typed Name and Title
40.
William T. Cooper, Director Oregon
Department of Environmental Quality
43.
Elliott P. Laws, Assistant Administrator
for Office of Solid Waste & Emergency
46.
Cynthia D. Jones-Jackson
Agency IPA Coordinator
Date of Signature
(Month, Dty, Yttrt
41.
44.
Response
47.
PRIVACY ACT STATEMENT
Sections 3373 and 3374, Assignment of Employees To or From State or Local Governments, of Title 5, U.S. Code, author-
izes collection of this information. The data will be used primarily to formally document and record your temporary as-
signment to or from a State or local government, institution of higher education, Indian tribal government, or other eligible
organization. This information may also be used as the legal basis for personnel and financial transactions, to identify you
when requesting information about you, e.g., from prior employers, educational institutions, or law enforcement agencies,
or by State, local, or Federal income taxing agencies.
Solicitation of your Social Security Number (SSN) is authorized by Executive Order 9397, which permitted use of the
SSN as an identifier of individual records maintained by Federal agencies. Furnishing your SSN or any other data requested
is voluntary. However, failure to provide any of the requested information may result in your being ineligible for participa-
tion in the Intergovernmental Assignment Program.
5-41
Figure 5-11 (4 of 4)
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OF69 - Rev 9/79
Office of Personnel Management
FPM Chapter 334
EPA Version (06-97)
SAMPLE
ASSIGNMENT AGREEMENT
Title IV of the
Intergovernmental Personnel Act of 1970
(5 U.S.C. 3371 - 3376)
BLANKET IPA ASSIGNMENT
INSTRUCTIONS
This agreement constitutes the written record of the obligations
and responsibilities of the parties to a temporary assignment
arranged under the provisions of the Intergovernmental Personnel
Act of 1970.
The term "State or local government," when appearing on this
form, also refers to an institution of higher education, an Indian
tribal government, and any other eligible organization.
Copies of the completed and signed agreement should be retained
by each signatory.
Within 15 days of the effective date of the assignment, two copies
of this form must be sent to.
Faculty Fellows and Personnel Mobility Division
Office of Intergovernmental Personnel Programs
Office of Personnel Management
P.O. Box 14184
Washington, DC 20044
Procedural questions on completing the assignment agreement
form or on other aspects relating to the mobility program should
be addressed to either mobility program coordinators in each
Federal agency or to the staff in the Intergovernmental Personnel
Programs Division in Office of Personnel Management's regional
office.
PART 1-NATURE OF THE ASSIGNMENT AGREEMENT
1.
[ y | New Agreement
| | Modification
n
Extension
PART 2-INFORMATION ON PARTICIPATING EMPLOYEE
2. Name (Lett, Fiat, Middle)
4. Home Address (Street, City, State, ZIP Code)
3. Social Security Number
5. - A. Have you ever been on a mobility assignment?
~~l YES fxl NO
5. - B. If "YES", date of each assignment (Month and Year)
FROM: TO:
PART 3-PARTIES TO THE AGREEMENT
6. Federal Agency (Litt office, bureau or organizational unit which
it party to the agreement!
U.S. Environmental Protection Agency
Region 9
7. State or Local Government (Identify the governmental agency)
Arizona Department of Environmental Quality (ADEQ)
8. Is assignment being made through a faculty fellows program?
If yes, give name of program.
| YES
(JUNO
PART 4-POSITION DATA
A-Position Currently Held
9. Employment Office Name and Address (Building, Street, City,
State and ZIP code)
U.S. Environmental Protection Agency
Region 9
75 Hawthorne Street (W-3)
San Francisco, CA 94105
10. Employee's Position Title
1 1 . Office Phone No. (Area Code)
12. Immediate Supervisor (Name and Title!
B—Type of Currant Appointment
13. Federal Employees (Check appropriate box.)
H Career Competitive
Other (Specify)
Indicate GS Level
14. State and Local Employees
State or Local Annual Salary
Original Date Employed by the
State or Local Government
C-Position To Which Assignment Will Be Made
15. Employment Office Name and Address (Building, Street, City,
State and ZIP code)
Arizona Department of Environmental Quality
Division of Water
3033 North Central Avenue
Phoenix, AZ 85012
16. Assignee's Position Title 17. Office Phone No.
(Area Code)
18. Immediate Supervisor (Name and Title)
Don Shroyer, Manager - Nonpoint Source Unit
Dmtroy Prcvioui Editions
5069-104
5-42
Figure 5-12 (1 of 5)
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IPA POLICY AND PROCEDURES MANUAL
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CHAPTER 5
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PART 5-TYPE OF ASSIGNMENT
19. Check Appropriate Box
On detail from • Federal agtncy
On IMV« without pev from a Federal agency
On detail to • Federal agency
On appointment in e Federal agency
20. Period of Assignment (Month. D»y. Yttrl
FROM : TO:
1-15-96
9-30-97
PAR T 6-REASON FOR MOBILITY ASSIGNMENT .
21. Indicate the reasons tor thi» mobility alignment tnd diicun how the work will benefit the participating gowernmena. In addition,
indicate how the employee will be utilized at the completion of this assignment.
The purpose of this mobility assignment is to support the State of Arizona in implementing the Nonpoint Source
Management Program. This assignment will contribute to EPA's and the state's mission of protecting and
restoring the environment. The knowledge and experience gained from this assignment will develop the
participating employees skills and abilities consistent with the needs of EPA. The detailee will return to his/her
former position upon completion of the assignment.
PART 7-POSITION DESCRIPTION
22. Lift the major duties and responsibilities to be performed while on the mobility assignment. Attach an accurate current description of
the position being filled through the IPA assignment.
This is a blanket IPA agreement. An addendum for each individual employee will be attached to this general
agreement. It will be signed by the EPA employee and will include specific duties, salary and benefits. Duties
will vary with each assignment but will generally include:
— assisting ADEQ in facilitating the Nonpoint Source Management Zones and Upper Gila Interstate
watershed project;
~ providing guidance and technical assistance on the Nonpoint Source Program.
PART 8-EMPLOYEE BENEFITS
23. Rate of Basic Pay
24. Special Pay Conditions (Indicttt tny condition! tfttt could
incrtttt tht tuigntd tmploytt'l comptnution during tht
tstignmtnt period)
Within grade increase, career ladder promotions, and salary
increases provided hy F.T<™tiye_f>iirlfir _nr
25. Leave Provisions (Indicttt tht tnnutl tnd tick Ittvt btntfitt for which tht tttigntd tmploytt it tligitlt. Sptcify tht proctdurtt for
reporting, rtquttting tnd recording tuch Ittvtl
Earns hours of annual leave and hours of sick leave bi-weekly. Procedures for reporting, requesting, and
recording leave will remain the same as current EPA practices.
hours of annual leave
hours of sick leave
5-43
Figure 5-12 (2 of 5)
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IPA POLICY AND PROCEDURES MANUAL 3141
CHAPTER 5 Rev. 6/97
<3>
PART 9-FISCAL OBLIGATIONS
Identify, where appropriate, the office to which invoices and time and attendance records should be sent.
26. Federal Agency Obligations f/f ptying more thin SO percent of
i Federal employee'* salary beyond t 6-month period, specify
rationale for cost-sharing decision.)
EPA will continue to pay employee's salary and
employee's share of the contributions and allowable
benefits. Costs will be billed as "in-kind" services
to EPA grant #C9-999140-94.
27. State or Local Government Agency Obligations
Arizona's Department of Environmental Quality
will reimburse EPA for travel and per diem cost
associated with this agreement through Grant #C-
999140-94.
The amount of this IPA contract is: $
NTE $7,526 estimated travel and per diem.
Travel $
Per Diem $
Total $
PART 10-CONFLICTS OF INTEREST AND EMPLOYEE CONDUCT
I—I 28. Applicable Federal, State or local conflict-of-interest laws have been reviewed with the employee to assure that conflict-of-interest
n
situations do not inadvertently arise during this assignment.
29. The employee has been notified of laws, rules and regulations, and policies on employee conduct which apply to him/her while on
this assignment.
PART 11-OPT IONS
30. Indicate coverage or "N.A." if not applicable
A. Federal Employees Group Life Insurance
| | Covered [ | N.A.
8. Federal Civil Service Retirement
( j Covered | | N.A.
C. Federal Employee Health Benefits
j | Covered | | NA.
31 . State or Local Agency Benefits (Indicate til State employee
benefits tfitt wilt be reainedby the Sate or tool agency
employee being assigned to a Federal egency. Alto include a
statement certifying coverage in all State and local employee
benefit programs that are elected by the Federal employee on
leave without pay from the Federal agency to a State or local
agency.!
32. Other Benefits (Indicate any other employee benefits to be made pan of this agreement)
Employee (or beneficiary) is entitled to compensation for injury (or death) and consideration for within-grade
increase, federal pay increase, and other benefits that normally accrue to the employees of EPA.
PART 12-TRAVEL ANO TRANSPORTATION EXPENSES AND ALLOWANCES
_ _____
33 Indicate (1) Whether the Federal agency or State or local agency will pay travel and transportation expanses to, from, and during the
assignment as specified in Chapter 334, of the Federal Personnel Manual, and (2) which travel and relocation expenses will be mcluded.
Employee will be reimbursed for travel and expenses to and from the Arizona Department of Environmental
Quality and per diem expenses during the assignment in accordance with applicable current federal regulations.
5-44
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IPA POLICY AND PROCEDURES MANUAL
3141
CHAPTER 5
Rev. 6/97
(4)
PART 13-APPLICABILITY OF RULES, REGULATIONS AND POLICIES
34. Check Appropriate Boxes
YES
Yes, with exceptions attached
A. The rules and policies governing the internal operation and management of the agency to
which my assignment is made under this agreement will be observed by me.
B. I have been informed that my assignment may be terminated at any time at the option of the Federal agency or the State or local
government.
{ [ C. I have been informed that any travel and transportation expenses covered from Federal agency appropriations may be recoverable as
a debt due the United States, if I do not serve until the completion of my assignment (unless terminated earlier by either employer)
or one year, whichever is shorter.
I D. I have been informed of applicable provisions should my position with my permanent employer become subject to a rjductton-in-
force procedure.
I I E. I agree to serve in the Civil Service upon the completion of my assignment for a period equal to that of my assignment. Should I fail to
1—' serve the required time, I have been informed that I will be liable to the United States for all expenses (except salary and benefits) of my
assignment. (For fectera/ «/np/oye«s only)
PART 14-CERTIFICATION OF ASSIGNED EMPLOYEE
In signing this agreement, I certify that I understand the terms of this agreement and agree to the rules, regulations and policies as indicated
in Part 13 above.
35. Location of Assignment INtme of OrgtnUttion)
Arizona Department of Environmental Quality
Phoenix, AZ
37. Signature of Assigned Employee
36. Otto (Month, t
From:
>•?, YMT)
To:
38. Date of Signature (Month. Diy,
Yg»r)
PART 15-CERTIFICATION OF APPROVING OFFICIALS
In signing this agreement, we certify that:
- the description of duties and responsibilities is current and fully and accurately describes those of the assigned employee;
- this assignment is being entered into to serve a sound, mutual public purpose and not solely for tht employee'! benefit;
- at the completion of the assignment, the participating employee will be returned to the position he or she occupied at the time this
agreement was entered into or a position of like seniority, status and pay.
Signature of Authorizing Officer
State or
Local
Government
Agency
Federal
Agency
Headquarters
Concurring
Official
39.
42.
45.
Typed Name and Title
40. Russell F. Rhoades
Director
*3- Felicia A. Marcus
Regional Administrator
^ Cynthia D. Jones-Jackson
Agency IPA Coordinator
Date of Signature
(Month, Dty, Y*r)
41.
44.
47.
PRIVACY ACT STATEMENT
Sections 3373 and 3374, Assignment of Employees To or From State or Local Governments, of Title 5, US. Code, author-
izes collection of this information. The data will be used primarily to formally document and record your temporary as-
signment to or from a State or local government, institution of higher education, Indian tribal government, or other eligible
organization. This information may also be used as the legal basis for personnel and financial transactions, to identify you
when requesting information about you, e.g., from prior employers, educational institutions, or law enforcement agencies,
or by State, local, or Federal income taxing agencies.
Solicitation of your Social Security Number (SSN) is authorized by Executive Order 9397, which permitted use of the
SSN as an identifier of individual records maintained by Federal agencies. Furnishing your SSN or any other data requested
is voluntary. However, failure to provide any of the requested information may result in your being ineligible for participa-
tion in the Intergovernmental Assignment Program.
5-45
Figure 5-12 (4 of 5)
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IPA POLICY AND PROCEDURES MANUAL
CHAPTER 5
3141
Rev. 6/97
SAMPLE
vvEPA
ADDENDUM TO BLANKET
IPA ASSIGNMENT AGREEMENT
IPA#
PARTICIPATING EMPLOYEE
Name:
Social Security Number:
Branch/Office:
Section:
From:
PERIOD OF ASSIGNMENT
To:
FINANCIAL
TRAVEL
Per Diem $_
Air Fare $_
Ground
Transportation $_
Total Travel $
SALARY & BENEFITS
Salary
Benefits
$
$
Total S&B $.
GRANT # (if applicable)
POSITION DESCRIPTION
The duties of this position will be performed for the State of Arizona . The state
will receive the major benefit of this assignment. The duties include:
This is a blanket IPA agreement. An addendum will be completed for each individual assignment. Duties
will vary with each assignment but will generally include: Assist ADEQ in facilitating the Nonpoint
Management Zones and Upper Gila Interstate watershed project; and provide guidance and technical
assistance on the Nonpoint Source Program. Attend Verde Watershed Conference in Prescott, AZ and
interagency meeting to discuss alternative designs for agricultural diversions in the Verde River. Provide
technical/policy assistance.
CERTIFICATIONS
Employee Signature
State Signature
Agency IPA Coordinator
Date
Date
Date
EPA Form 3140-37 (06/97)
5-46
Figure 5-12 (5 of 5)
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OF69 - Rev 9/79
Office of Personnel Management
FPM Chapter 334
EPA Version (06-97)
SAMPLE
ASSIGNMENT AGREEMENT
Title IV of the
Intergovernmental Personnel Act of 1970
(5 U.S.C. 3371 • 3376)
NON-FEDERAL EMPLOYEE
ON DETAIL INTO EPA
INSTRUCTIONS
This agreement constitutes the written record of the obligations
and responsibilities of the parties to a temporary assignment
arranged under the provisions of the Intergovernmental Personnel
Act of 1970.
The term "State or local government," when appearing on this
form, also refers to an Institution of higher education, an Indian
tribal government, and any other eligible organization.
Copies of the completed and signed agreement should be retained
by each signatory.
Within 15 days of the effective date of the assignment, two copies
of this form must be sent to:
Faculty Fellows and Personnel Mobility Division
Office of Intergovernmental Personnel Programs
Office of Personnel Management
P.O. Box 14184
Washington, DC 20044
Procedural questions on completing the assignment agreement
form or on other aspects relating to the mobility program should
be addressed to either mobility program coordinators in each
Federal agency or to the staff in the Intergovernmental Personnel
Programs Division in Office of Personnel Management's regional
office.
PART 1-NATURE OF THE ASSIGNMENT AGREEMENT
1.
New Agreement
[ | Modification
n
Extension
PART 2-INFORMATION ON PARTICIPATING EMPLOYEE
2. Name (Latt, Pint, Middle) 3. Social Security -Number
virrT T T A » jTC* T»TT/VE jr A c T^jf'j 'K. VtyfOi
WILLIAMS, THOMAS 233-36-o4sl
4. Home Address (Street, City, State. ZIP Code)
23 2nd Avenue, SW
Marysville, WA 98271
PART 3-PARTIES TO THE AGREEMENT
5. - A. Have you ever been on a mobility assignment?
~~1 YES |~Xl NO
5. - B. If "YES", date of each assignment (Month and Year)
FROM: TO:
6. Federal Agency (Litt office, bureau or organizational unit which
it party to the agreement)
U.S. Environmental Protection Agency
7. State or Local Government (Identify the governmental agency)
Tulalip Tribe
8. Is assignment being made through a faculty fellows program?
If ves, give name of program.
j YES
TxJ
NO
PART 4-POSITION DATA
A-Potition Currently Held
9. Employment Office Name and Address (Building, Street, City,
State and ZIP code)
Tulalip Tribe
Natural Resources Department
67 Totem Bay Watch Road
Marysville, WA 98272
1 fc^8Bfivlefefr^8P Title 1 1 ' off ice
Fisheries & Natural Resourc :s (206)
Phone No. (Ana Code)
356-5485
1 2. Immediate Supervisor (Name and Title)
Frank Henry, CEO
B—Type of Currant Appointment
13. Federal Employees (Check appropriate box.)
H Career Competitive
Other (Specify)
Indicate GS Level
14. State and Local Employees
State or Local Annual Salary
$60,612
Original Date Employed by the
State or Local Government
12/08/81
15. Employment Office Name and Address (Building. Street, City.
State and ZIP code)
U.S. Environmental Protection Agency
Office of the Assistant Administrator for Water
401 M Street, SW
Washington, DC 20460
16. Assignee's Position Title
American Indian Environment
Office of Water
17. Office Phone No. (Area Code)
(503) 754-4799
18. Immediate Supervisor (Name and Title)
Robert Perciasepe, Assistant Administrator for Water
D«ttroy Pr»viou» Edition!
5069-104
5-47
Figure 5-13 (1 of 5)
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IPA POLICY AND PROCEDURES MANUAL
3141
CHAPTER 5
Rev. 6/Q7
• I Trc Or ASallinlmcNT
19. Check Appropriate Box
On detail from a Federal agency
On l«av« without pay from a Federal agency
On detail to a Federal agency
On appointment in a Federal agency
20. Period of Ataignment (Month. Ouy, Yuri
FROM : TO:
9-22-94
9-21-96
PAR T 6-REASON FOR MOBILITY ASSIGNMENT
21. indicate the reaeoni for thii mobility anignment and diacuta how the work will benefit the participating government*. In addition,
indicate how the employee will be utilized at the completion of thii assignment.
The U.S. EPA's Administrator has committed to strengthening the Agency's tribal operation. As a part of this
commitment, the National Office of Indian Affairs (NOIA) will be established; and will serve to enhance the
government-to-government relationship between EPA and the Tribes. To the Tribes, the establishment of this
office is a strong indicator of the Agency's commitment to protect human health and the environment in Indian
country; and affirms that the Indian program is a high priority for the Agency. The goals of the EPA and the
Tulalip Tribe are compatible, therefore, the Tribe has agreed to provide an "Executive" to direct the newly
established NOIA. This person will utilize his technical and managerial expertise to ensure that environmental
protection is "happening" in Indian country through the building for tribal capacity and, where necessary and
appropriate, plan, coordinate, and direct federal implementation. At the conclusion of the assignment the
employee will return to his position as Executive Director of Fisheries and Natural Resources, Tulalip Tribe.
PART 7-POSITION DESCRIPTION
22. List the major duties and responsibilities to be performed while on the mobility aitignment. Attach an accurate current description of
the position being filled through the IPA assignment.
Initially, the incumbent will be responsible for assisting the EPA Administrator and Assistant Administrator
(AA) for Water in establishing and/or setting-up the NOIA. As such, the employee will be responsible for
providing technical advice to the Administrator and the AA in establishing the office, including but not limited
to, approving required staffing and organizational patterns, mission and/or functional statements and as required,
negotiating on labor relations/management issues, etc. Upon formal approval of the organization, the employee
will perform the duties and responsibilities of the director of NOIA. As Director, employee: provides
leadership and direction for all administrative, scientific, and technical matters; directs the coordination of
Agency Indian Programs to ensure appropriate communication and consistency among the Regions and other
EPA programs; promotes cross-media integration of the tribal operations; chairs the National Indian
Workgroup; serves as the National Program Manager for the General Assistance Program; and manages the
coordination of education and awareness training.
PART 8-EMPLOYEE BENEFITS
23. Rate of Basic Pay
$60,612 per annum
24. Special Pay Conditions llndicttt tny condition! rfnt could
incrguu thf ittigntd tmploytt't comptnution during (hi
fttianmtnt period!
$55,571 in supplemental pay to compensate the employee
for the difference between tribal and EPA SES pay.
25. Leave Provisions (Indicate tht tnnutl ind tick leivt btntfits for which tht tttigntd fmp/oyn it tligiob. Specify eft* proctdurti for
reporting, nqutfTirtg and recording such lotvt)
The employee's leave will be accrued according to the current Tribe policies and/or provisions. Leave will be requested
from and approved by the assignee's EPA supervisor; and reported to the Tribe timekeeper. Time and attendance
records will be sent to:
Wilbur Dave
Tulalip Natural Resources
76 Totem Bay Watch Road
Marysville, WA 98272
5-48
Figure 5-13 (2 of 5)
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IPA POLICY AND PROCEDURES MANUAL
3141
CHAPTER 5
Rev. 6/97
(3)
PART 9-FISCAL OBLIGATIONS
Identify, where appropriate, the office to which invoices and time and attendance records should be sent.
26. Federal Agency Obligations IIf plying man than SO percent of
i Federal employee'* telery beyond a 6-month period, specify
rationale for cott-thering dfciiion.)
EPA.will repay the Tulalip Tribe for 100% of the
employee's salary and the Tribe's share of the
assignee's retirement fund. The Agency's financial
obligations will exclude medical and dental costs.
EPA will reimburse the Tribe upon receipt of
billing. EPA will pay a supplemental salary
directly to the assignee. Bills will be send to:
EPA, Accounting Operations Office, Mail Stop
002, 26 West Martin Luther King Drive,
Cincinnati, OH 45268.
(See attachment for accounting information)
27. State or Local Government Agency Obligations
The Tulalip Tribe will continue to pay assignee's
salary and fringe benefits (including medical and
dental); and will bill EPA monthly for 100% of the
salary costs and the Tribe's share of the assignee's
retirement fund.
PART 10-CONFLICTS OF INTEREST AND EMPLOYEE CONDUCT
m28. Applicable Federal, State or local conflict-of -interest laws have been reviewed with the employee to assure that conflict-of-interest
situations do not inadvertently arise during this assignment.
S29. The employee has been notified of laws, rules and regulations, and policies on employee conduct which apply to him/her while on
this assignment.
PART 11-OPTIONS
30. Indicate coverage or "N.A." if not applicable
A. Federal Employees Group Life Insurance
| | Covered |~y] N.A.
B. Federal Civil Service Retirement
PI Covered fifl N>.
C. Federal Employee Health Benefits
| | Covered [~xl NlA-
31 . State or Local Agency Benefits < Indicate »ll State employee
benefit* thtt will be retained by the State or /oca/ agency
employee being attigned to » Federal tgency. Alto include a
ttatement certifying coverage in all State and local employee
benefit program* thtt are elected by the Federal employee on
leave without pay from the Federal agency to a State or local
agency.)
All Tulalip Tribe employee benefits will be retained
during the period of this assignment in accordance
with tribal policies.
32. Other Benefits (Indicate any other employee benefit* to be made part of thit agreement)
Assignee will receive a supplemental salary directly from EPA. This supplemental pay will be the difference
between what the assignee is currently paid as a Tribe employee and what would normally be paid to a federal
employee performing the duties at the ES-5 SES level.
PART 12-TRAVEL AND TRANSPORTATION EXPENSES AND ALLOWANCES
33. Indicate: (1) Whether the Federal agency or State or local agency will pay travel and transportation expenses to, from, and during the
assignment as specified in Chapter 334, of the Federal Personnel Manual, and (2) which travel and relocation expenses will be included.
EPA agrees to pay travel and transportation expenses incurred via the use of common carrier to and from the
assignment; relocation of the assignee's tribal office effects (which will ultimately benefit EPA); and no more
than 300 pounds of excess baggage.
Any travel directly related to the IPA assignment, on behalf of EPA, will be paid by EPA; any travel initiated
by the Tulalip Tribe on behalf of their tribal affairs will be paid by the Tribe.
5-49
Figure 5-13 (3 of 5)
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IPA POLICY AND PROCEDURES MANUAL 3141
CHAPTER 5 Rev. 6/97
PART 9 - FISCAL OBLIGATIONS (continued)
Item 26. Federal Agency Obligations
Account #: 4A3D11AOOO and DCN: AR0003 should be used for the initial portion of this assignment
(September 22, 23, 27, and 28; October 4, 5, 11, 12, 13, and 20, 1994, including official travel
expenditures for trips to and from Alaska and Arizona —attachment B). Thereafter, an Office of Water
(OW) account number and DCN will be provided upon the establishment of the NOIA, and should be
used for the duration of the assignment. Rebecca Fredericks (202) 260-2470 and/or Lynn Pennington
(202) 260-2271 should be contacted for further budget information.
Assignee will initially work (full days) on a part-time basis as follows: September 22, 23, 27, and 28;
October 4, 5, 11, 12, 13, and 20, 1994, in EPA Region 10, Seattle Washington Office. Thereafter,
starting on October 24, 1994, the assignee will work on a full-time basis in EPA Headquarters
(Washington, DC area) until the completion of the assignment. It is anticipated that the assignment
will last for at least 18 months, starting from October 24, 1994, unless the Tribe request the return of
their employee after a 12-month period of time. In the event that happens, EPA requests (in advance) a
30-day notice prior to the termination date to ensure that a smooth transition might occur in finding a
suitable replacement.
SPECIAL REQUIREMENTS:
Upon entering on duty, the assignee should meet with the Agency's Designated Ethics
Official to arrange for a written and agreed upon waiver to take part in or "direct"
the general activities which will impact the home Tribe and the Northwest Indian
Fisheries Commission, in addition to other Indian organizations. This would apply
specifically to the setting of directions for granting activities and overall Indian
policies. As such, he will be able to manage and lead the office, even though
subordinate parts of the office will be engaged in activities with his home tribe
or the Northwest Indian Fisheries Commission in specific matters.
5-50
Figure 5-13 (4 of 5)
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IPA POLICY AND PROCEDURES MANUAL
3141
CHAPTER 5
Rev. 6/97
(4)
PART 13-APPLICABILITY OF RULES, REGULATIONS AND POLICIES
34. Check Appropriate Boxes
YES
Yej, with exceptions attached
A. The rules and policies governing the internal operation and management of the agency to
which my assignment is made under this agreement will be observed by me.
B. I have been informed that my assignment may be terminated at any time at the option of the Federal agency or the State or local
government.
[ C. I have been informed that any travel and transportation expenses covered from Federal agency appropriations may be recoverable as
a debt due the United States, if I do not serve until the completion of my assignment (unless terminated earlier by either employer)
or one year, whichever is shorter.
0. I have been informed of applicable provisions should my position with my permanent employer become subject to a reduction-in-
force procedure.
E. I agree to serve in the Civil Service upon the completion of my assignment for a period equal to that of my assignment. Should I fail to
serve the required time, I have been informed that I will be liable to the United States for all expenses (except salary and benefits) of my
assignment. (ForFodvnl emp/oyaes only)
PART 14-CERTIFICATION OF ASSIGNED EMPLOYEE
In signing this agreement, I certify that I understand the terms of this agreement and agree to the rules, regulations and policies a* indicated
in Part 13 above.
D
35. Location of Assignment INtmg of OrgtnUttionl
Washington, DC
37. Signature of Assigned Employee
36. Date (Month. I
From:
9/22/94
toy, YMT)
To:
9/21/96
38. Date of Signature (Month, D»y, Yt»r)
PART 15-CERTIFICATION OF APPROVING OFFICIALS
In signing this agreement, we certify that:
- the description of duties and responsibilities is current and fully and accurately describes those of the assigned employee;
- this assignment is being entered into to serve a sound, mutual public purpose and not solely for the employee's benefit;
- at the completion of the assignment, the participating employee will be returned to the position he or she occupied at the time this
agreement was entered into or a position of like seniority, status and pay.
Signature of Authorizing Officer
State or
Local
Government
Agency
Federal
Agency
Headquarters
Concurring
Official
39.
42.
45.
Typed Name and Title
40.
James Jones, Chairman
Board of Directors Tulalip Tribe
43.
Robert Perciasepe
Assistant Administrator/Office of Water
46.
Cynthia D. Jones- Jackson
Agency IPA Coordinator
Date of Signature
(Month, Day, Yttr)
41.
44.
47.
PRIVACY ACT STATEMENT
Sections 3373 and 3374, Assignment of Employees To or From State or Local Governments, of Title 5, US. Code, author-
izes collection of this information. The data will be used primarily to formally document and record your temporary as-
signment to or from a State or local government, institution of higher education, Indian tribal government, or other eligible
organization. This information may also be used as the legal basis for personnel and financial transactions, to identify you
when requesting information about you, e.g., from prior employers, educational institutions, or law enforcement agencies,
or by State, local, or Federal income taxing agencies.
Solicitation of your Social Security Number (SSN) is authorized by Executive Order 9397, which permitted use of the
SSN as an identifier of individual records maintained by Federal agencies. Furnishing your SSN or any other data requested
is voluntary. However, failure to provide any of the requested information may result in your being ineligible for participa-
tion in the Intergovernmental Assignment Program.
5-51
Figure 5-13 (5 of 5)
-------
OF69 - Rev. 9/79
Office of Personnel Management
FPM Chapter 334
EPA Version (06-97)
SAMPLE
ASSIGNMENT AGREEMENT
Title IV of the
Intergovernmental Personnel Act of 1970
(5 U.S.C. 3371 • 3376)
APPOINTMENT TO EPA
INSTRUCTIONS
This agreement constitutes the written record of the obligations
and responsibilities of the parties to a temporary assignment
arranged under the provisions of the Intergovernmental Personnel
Act of 1970.
The term "State or local government," when appearing on this
form, also refers to an Institution of higher education, an Indian
tribal government, and any other eligible organization.
Copies of the completed and signed agreement should be retained
by each signatory.
Within 15 days of the effective date Of the assignment, two copies
of this form must be sent to:
Faculty Fellows and Personnel Mobility Division
Office of Intergovernmental Personnel Programs
Office of Personnel Management
P.O. Box 14184
Washington, DC 20044
Procedural questions on completing the assignment agreement
form or on other aspects relating to the mobility program should
be addressed to either mobility program coordinators in each
Federal agency or to the staff in the Intergovernmental Personnel
Programs Division in Office of Personnel Management's regional
office.
PART 1 -NATURE OF THE ASSIGNMENT AGREEMENT
1.
X
New Agreement
] Modification
Extension
PART 2-INFORMATION ON PARTICIPATING EMPLOYEE
VA8w%7^rfft%
aAINdUbZ,, IwUlo H.
4. Home Address (Street, City, Sate, ZIP Code)
9th St. M-28
Valparaiso
Bayamon, Puerto Rico 00619
3- i^&imr11*'
5. - A. Have you ever been on a mobility assignment?
~i YES nn NO
5. - B. If "YES", date of each assignment (Month and Year)
FROM: TO:
PART 3-PARTIES TO THE AGREEMENT
6. Federal Agency (Lilt office, bureau or organizational unit which
it party to the agreement)
U.S. Environmental Protection Agency
Region 2
7. State or Local Government (Identify the governmental agency)
Puerto Rico Environmental Quality Board (EQB)
8. Is assignment being made through a faculty fellows program?
If yes, give name of program.
( YES
NO
PART 4-POSITION DATA
A-PoaHion Currently HeM
9. Employment Office Name and
Puerto Rico Environmental <
P. O. Box 11488
Santurce, Puerto Rico 0091
Address (Building, Street. City.
State and ZIP code)
Duality Board
0
10. Employee's Position Title
Assistant Director
1 1 . Office Phone No. (Area
fano\ a^i AO
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IPA POLICY AND PROCEDURES MANUAL
3141
CHAPTER 5
PART &-TYPE OF ASSIGNMENT
Rev. 6/97 (2)
19. Check Appropriate Box
On detail from a Federal agency
On leave without pay from a Federal agency
On detail to a Federal agency
On appointment in a Federal agency
20. Period of Assignment IMontfi. Dty. Yttrl
FROM : TO:
11-25-95
11-22-96
PART 6-REASON FOR MOBILITY ASSIGNMENT
21. Indicate the reasons for this mobility assignment and discuss how the work will benefit the participating governments. In addition,
indicate how the employee will be utilized at The completion of this assignment.
Employee will conduct investigations, oversee remedial activities, and provide technical support for enforcement
actions related to implementation of the Superfund program in Puerto Rico. The assignment will provide EPA
with the services of a qualified scientist who will provide on-scene professional support to scientific studies and
remedial activities at hazardous waste sites in Puerto Rico and the Virgin Islands. The employee will also be
able to contribute a knowledge of local conditions to the implementation of the Superfund program in the
Caribbean. At the conclusion of the assignment the employee will return to EQB with an enhanced knowledge
of federal procedures and the requirements of the Superfund program.
PART 7-POSITION DESCRIPTION
22. List the ma/or duties and responsibilities to be performed while on the mobility assignment. Attach an accurate current description of
the position being filled through the IPA assignment.
See attached position description.
PART 8--EMPLOYEE BENEFITS
23. Rate of Basic Pay
GS-9, Step 1
$30,658 plus 7.5% COLA
24. Special Pay Conditions tIndian tny conditiont thtt could
incnttt tht tuigntd tmploytt'l compensation during tht
titignment period!
General salary increases granted federal employees;
COLA subject to adjustment up or down.
25. Leave Provisions (Indiate tht tnnutl »nd tick letvt otntfiti for which tht Mtigntd tmpioytt it tiigiolt. Specify tht proctdures for
reporting, requesting tnd recording tuch Ittvt)
The assignee is entitled to accumulate and use leave to the same extent as other federal employees. (Leave
accrual is four hours of annual and four hours of sick leave per pay period.) All leave taken must be approved
in advance by the employee's Federal supervisor. Leave balances are not transferable to and from the
assignment.
5-53
Figure 5-14 (2 of 4)
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IPA POLICY AND PROCEDURES MANUAL
3141
CHAPTER 5
Rev. 6/97
(3)
PART 9-FISCAL OBLIGATIONS
Identify, where appropriate, the office to which invoice! and time and attendant* record* should be turn.
26. Federal Agency Obligation* (If paying more than SO percent of
a Federal employee's salary beyond a 6-month period, specify
rationale for cost-snaring decision.)
EPA will pay the full cost of the employee's salary
during the assignment, since the employee will be
occupying an established position and performing
the work of a regular federal employee. In
addition, EPA will reimburse EQB for its
contribution to the local government health benefits
program and retirement system. EPA will make
payroll deductions to continue employee's social
security coverage.
INCLUDE: Account number, DCN, and
applicable object class codes.
27. State or Local Government Agency Obligations
The EQB will continue contributions to employee's
health benefit plan and retirement system subject to
reimbursement from EPA for employer's share and
payment from employee for his share of enrollment
costs. Retirement contributions will be based on
employee's local (EQB) salary rate. The EQB will bill
reimbursable costs on a quarterly or annual basis to:
EPA Region 2
Financial Management Branch
26 Federal Plaza]
New York, NY 10278
PART 10-CONFUCTS Of INTEREST AND EMPLOYEE CONDUCT
28. Applicable Federal. State or local conflict-of-interest laws have been reviewed with the employee to assure that conflict-of-interest
situations do not inadvertently arise during this assignment.
29. The employee has been notified of laws, rules and regulations, and policies on employee conduct which apply to him/her while on
this assignment.
PART 1 1 -O PTIONS —
30. Indicate coverage or "N.A." i« not applicable
A. Federal Employees Group Life Insurance
| | Covered [~Xl NlA-
B. Federal Civil Service Retirement
| | Covered f)(| N.A.
C. Federal Employee Health Benefits
| | Covered Hfl N>A-
31 State or Local Agency Benefits (Indicete e/i State employee
benefits thtt will be retained by the State or local agency
employee being assigned to a Federal agency. Also include »
statement certifying coverage in all Sate end local employee
benefit programs that are elected by the Federal employee on
leave without pay from the Federal agency to a State or local
ffftocyj Employee will continue enrollment in EQB
health benefits plan and retirement system provided he
transmits payment for his share of enrollment costs
directly to EQB on a quarterly basis. The employee
will also continue social security coverage as a
fnmmnrmimlth otnnlnvftA
32. Other Benefits (Indicate any other employee benefits to be irmde pert of this agreement)
The assignee is eligible for cash awards for performance or suggestions under EPA Awards program.
relocation expenses
PART 12-TRAVEL AND TRANSPORTATION EXPENSES AND ALLOWANCES
33. indicate: <1> Whether The Federa, agency or State or ,oca. agency win pay travel and
assignment as specified in Chapter 334, of the Federal Personnel Manual, and (2) whi
EPA will pay travel and transportation expenses incurred in the course of official duty in accord with Federal
Travel Regulations.
! included.
No relocation costs are involved.
5-54
Figure 5-14 (3 of 4)
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IPA POLICY AND PROCEDURES MANUAL
3141
CHAPTER 5
Rev. 6/97
(4)
PART 13-APPLICABILITY OF RULES. REGULATIONS AND POLICIES
34. Check Appropriate Boxes
YES
Yes, with exceptions attached
A. The rules and policies governing the internal operation and management of the agency to
which my assignment is made under this agreement will be observed by me.
B. I have bean informed that my assignment may be terminated at any time at the option of the Federal agency or the State or local
government.
fxl C. I have been informed that any travel and transportation expenses covered from Federal agency appropriations may be recoverable as
a debt due the United States, if I do not serve until the completion of my assignment (unless terminated earlier by either employer)
or one year, whichever is shorter.
|j(] D. I have been informed of applicable provisions should my position with my permanent employer become subject to a rjduction-in-
fbrce procedure.
DE. I agree to serve in the Civil Service upon the completion of my assignment for a period equal to that of my assignment. Should I fail to
serve the required time, I have been informed that I will be liable to the United States for all expenses (except salary and benefits) of my
assignment. (For FMeraY empfoyv** only)
PART 14-CERTIFICATION OF ASSIGNED EMPLOYEE
In signing this agreement. I certify that I understand the terms of this agreement and agree to the rules, regulations and policies as indicated
in Part 13 above.
36. Location of Assignment INtme of Orgtnizttion)
U.S. Environmental Protection Agency
Region 2, Caribbean Field Office
37. Signature of Assigned Employee
36. Date (Month. I
From:
11/25/95
1»y, Yttr)
To:
11/22/96
38. Date of Signature (Month, D»y, Yuri
PART 15-CERTIFICATION OF APPROVING OFFICIALS
In signing this agreement, we certify that:
- the description of duties and responsibilities is current and fully and accurately describes those of the assigned employee;
- this assignment is being entered into to serve a sound, mutual public purpose and not solely for the employee's benefit;
- at the completion of the assignment, the participating employee will be returned to the position he or she occupied at the time this
agreement was entered into or a position of like seniority, status and pay.
Signature of Authorizing Officer
State or
Local
Government
Agency
Federal
Agency
Headquarters
Concurring
Official
39.
42.
45.
Typed Name and Title
40.
Pedro Gelabert, Chairman
Environmental Quality Board
43.
Jeanne M. Fox
Regional Administrator
46.
Cynthia D. Jones-Jackson
Agency IPA Coordinator
Data of Signature
(Month. Oty. Y»»)
41.
44.
47.
PRIVACY ACT STATEMENT
Sections 3373 and 3374, Assignment of Employees To or From State or Local Governments, of Title 5, US. Code, author-
izes collection of this information. The data will be used primarily to formally document and record your temporary as-
signment to or from a State or local government, institution of higher education, Indian tribal government, or other eligible
organization. This information may also be used as the legal basis for personnel and financial transactions, to identify you
when requesting information about you, e.g., from prior employers, educational institutions, or law enforcement agencies,
or by State, local, or Federal income taxing agencies.
Solicitation of your Social Security Number (SSN) is authorized by Executive Order 9397, which permitted use of the
SSN as an identifier of individual records maintained by Federal agencies. Furnishing your SSN or any other data requested
is voluntary. However, failure to provide any of the requested information may result in your being ineligible for participa-
ion in the Intergovernmental Assignment Program.
5-55
Figure 5-14 (4 of 4)
-------
REQUEST FOR APPROVAL OF NONCOMPETmvE ACTION
OMceefl
rFm MHBNVHewl «T*— *l
IMTVniMiei. 4VV •WHIWWHIB Ml IWimW* M1Q OOOMO
(friar ATM*, ^*V0t, and ZIP Co* of 0PM Offia)
\ Office of Pononnol Management 1
ATTENTION:
4.mn»(Utt, Knt, M.I.)
8. Horn* Aaaraee-CompMM * em
9.
A. Ponton Tifle
Pay Plan
Occupattonal Code
Grade and Salary
8. Bureau otOMe*
C. Duty Sta»on
10. n4wv fVQuwfMfitB OVMF vMn v
Wye* • to take «*«en MM. (Numttr. Strut, City, Suit, and ZIP Ctdtl
FROM
i woeiwpwra S4 and 8%
1. Typed* Acton
I TraneMr F~l Cor«*f«l»» » C«e»
— l_J orCanier
TO
ow tar *Hf* prtor approval ia requaaMd been mutt (W out n AU. ceaee)
| | Yet p~~| NO (l/"N*."ixplai*inlltm II. ktlau.l
11. EnMr (or aMcri) any ««pa«naiMMmantiM«iradby mMnicMonaon Vm tonnor« FPM SuppMmant2M-3l, Appandn A.
Anacn (Miuipaon ol dMMa of prapOMO poiaan (nnpi wMni MM «in»cnpt»« o« tn« dulM*. tueh a* lypnt
-------
INSTRUCTIONS
NUMBtR OF COPIES TO BE SUBMITTED
Submit this form in duplicate.
OFFICE TO WHICH REQUEST IS SUBMITTED
Submit this request to the office which has recruiting jurisdiction over the position involved, except where instructions applicable to the case
(sec Subchaplcrs S4 and S5, Appendix A, FPM Supplement 296-31) require submission to the OPM's central office (for example, all requests
for career appointment based on service in the legislative or judicial branch under section 2(b) or (c) of the Ramspeck Act arc submitted to the
Staffing Systems and Services Gronp, Office of Personnel Management, Washington, DC 20415).
SUPPORTING DOCUMENTS AND STATEMENTS
Attach.to all request a completed copy of Standard Form 171 (or 173), Personal Qualifications Statement: except that Standard Form 172,
Amendment to Personal Qualifications Statement, may be used with requests which involve qualification requirements only. (Standard Form
172 may be omitted when the administration of a written test is the only action involved.) Attach any additional documents and include in Item
11 (or attach) any statements required by applicable instructions in Subchapter S4 or S5, Appendix A. FPM Supplement 296-31.
REQUEST INVOLVING SEPARATION FOR CAUSE
State whether the nominee's Official Personnel Folder is in the agency's possession, or has been requested by it.
OPM ACTION
T>» ecfron propoeed on ihe revere* aide of m» form * | | Approved | | DieejproveO (Stt tun hl»u
Th* requirements which are checked below were reviewed m making thi* decision
n
td
requirements only
Si*ut>iity
Reinstatement ekgiMrly determination
Other (Sptet/y undtr "Rtmirlu")
Note: The agency muet determine whether the MMduei meet* ell other requirement* tor the action propoeed.
Remert*
OFFICE OF PERSONNEL MANAGEMENT
Authorized Signature
Date (Month. Day. Year)
5-57
Figure 5-15 (2 of 2)
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IPA POLICY AND PROCEDURES MANUAL 3141
CHAPTER 5 Rev. 6/97
SAMPLE
REQUESTING AGENCY LETTERHEAD
(Date)
MEMORANDUM
Subject: Request to Initiate Intergovernmental Personnel Act
From:
To:
Managers from the Technical Assistance Program (TAP), the Water Pollution Control
Program (WPCP), the Public Drinking Water Program, and the Southwest Regional Office
(SWRO) recently met to discuss the general nature of the assignment of (name of assignee) to
SWRO. The meeting resulted in the following understanding:
• Table Rock Lake/James River Basin - There is momentum underway by several
organizations to identify sources of pollution entering this major ecosystem. Suspected
sources lie both within Missouri and Arkansas. John I. Doe would be working to identify,
compile and catalog existing water quality information, and assist in the development of a
repository for this data within the SWRO and the WPCP. He would attend meetings and
conferences of the organizations and act as the departmental liaison. Mr. Doe would become
the focus of technical information on this watershed and provide input to department decision
makers and members of the local James River Partnership. The objective is to reverse the
trend in water quality degradation in the Table Rock Lake system. Approximate time
allocation: 40%
• Water and Sewer Districts - The southwest Missouri area continues to experience rapid
growth, creating demands for safe drinking water, and the need for wastewater equipment.
Several areas consist of clusters of small communities, each with independent, often problem
systems. The goal would be for Mr. Doe to promote the formation of drinking water and
wastewater districts in these areas. Assistance may also be provided in special problem cases,
such as near state or federal superfimd sites. Mr. Doe would coordinate his efforts with the
department's TAP. The recent approval by the federal government to fund a State Revolving
5-58
Figure 5-16 (1 of 2)
-------
IPA POLICY AND PROCEDURES MANUAL 3141
CHAPTER 5 Rev. 6/97
Fund (SRF) program for drinking water will complement an already existing SRF for sewer,
and, may give him additional tools to accomplish this effort. The objective is to protect water
quality, both surface and groundwater and to provide safe drinking water to the public.
Approximate tune allocation: 40%
• Chemical Emergency Planning and Prevention - In coordination with the regional
emergency response personnel, Mr. John I. Doe will continue to be a valuable resource to the
communities of southwest Missouri. His participation in workshops, speaking opportunities,
and other related activities are anticipated. Approximate time allocation: 20%
I would ask that you initiate the formal procedures necessary to complete a successful
Intergovernmental Personnel Agreement (IPA) between the department and the U.S.
Environmental Protection Agency (EPA). Alternately, I would ask for the assistance of your
staff in completing any necessary paperwork to accomplish this task. My understanding is
that EPA will pay all of Mr. Doe's salary and benefits. The SWRO has agreed to provide
office space and utilities, equipment, use of state vehicle pool for official travel, and eligible
expense account reimbursements, as with all of it's employees. Should you have need for
further information, please contact me directly.
5-59
Figure 5-16 (2 of 2)
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IPA POLICY AND PROCEDURES MANUAM^ 3141
CHAPTER 5 M ^T* Rev. 6/97
University of Southern California
School of Public Administration
Washington Public Affairs Center
512 Tenth Street, N.W., Washington, D.C. 20004-1401
(202)638-4949 FAX (202) 347-3410
June 19, 1996
SAMPLE LETTER
Lynn R. Goldman, M.D.
Assistant Administrator
Office of Prevention, Pesticides,
and Toxic Substances
U.S. Environmental Protection Agency
401 M Street, SW (7101)
Washington, DC 20460
Dear Dr. Goldman:
The Washington Public Affairs Center of the University of Southern California's
School of Public Administration would like to request a one year extension of the assignment
of John I. Doe as Distinguished Practitioner in Residence. He is currently completing an
initial assignment in the capacity under the provisions of the Intergovernmental Personnel
Act. Extending this agreement will allow Mr. Doe to continue his research and teaching
activities, and help the Center in its current effort to expand its Masters level programs.
Mr. Doe's activities for the next academic year will include:
1. Teaching and research related to two courses including decision making within
regulatory agencies and policy formulation and implementation;
2. The development of a symposium with the Woodrow Wilson School at
Princeton University on the decision-making process in regulatory agencies
concerned with the protection of the nation's public health and environments;
3. Evaluating the continuing efforts to implement performance-based management
systems under the Government Performance and Results Act;
4. Linking with the practitioner community to promote the vitality of the Center
as a forum for the discussion of critical public policy issues; and
5-60
Figure 5-17 (l of 3)
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IPA POLICY AND PROCEDURES MANUAL 3141
CHAPTER 5 Rev. 6/97
Lynn R. Goldman, M.D. 2
5. Mentoring students in our newly developed Masters level program.
As you know from previous communications, we have been very pleased with the
contribution Mr. Doe has made to our program since joining the faculty. We also believe
he has acquired a great deal of specialized knowledge about the academic field of public
administration which should be of value to the future management of regulatory agencies.
Because of the broad benefits associated with these continuing activities, we ask that
the existing agreement under the Intergovernmental Personnel Act be extended through the
end of July 1997. We recognize that it would not be possible to extend this detail beyond
that time; however, I believe the requested added time would allow for the completion of a
number of important ongoing tasks.
We hope that EPA will grant our request and we look forward to working with your
office to complete the necessary arrangements.
Thank you again for your cooperation and continued support.
Yours truly,
Judith Broida, Ph.D.
Associate Dean and Director
5-61
Figure 5-17 (2 of 3)
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UNITED STATES ENVIRONMENTAL PROTECTION AGENCY
WASHINGTON, D.C. 20460
July 2, 1996
SAMPLE
—————— PREVENTION, PESTICIDES AND
TOXIC SUBSTANCES
MEMORANDUM
SUBJECT: Extension of IPA Assignment
FROM: Lyna R. Goldman, M.D.
Assistant Administrator
TO: (Agency IPA Coordinator - 3641)
The University of Southern California, School of Public Administration, Washington
Public Affairs Center has requested an extension of John I. Doe's IPA assignment as
Distinguished Practitioner in Residence. I concur with this request for an extension, through
the end of July 1997, to allow Mr. Doe to complete work in progress as outlined in the
attached letter from the University. Please take whatever action is necessary to effect this
extension.
Attachment
5-62 OO Recycled/Recyclable
Figure 5-17 (3 Of 3) Q_^3 Prirtad **" Soy/Canola Ink on paper that
contains at toast 50% recycled fiber
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IPA POLICY AND PROCEDURES MANUAL 3141
CHAPTER 5 Rev. 6/97
CHECKLIST OF DOCUMENTS REQUIRED
FOR AN IPA ASSIGNMENT
LETTER REQUESTING SERVICES OF EMPLOYEE
IPA ASSIGNMENT AGREEMENT FORM (Include salary, fringe
benefits, per diem, relocation expenses, travel,
arrangements for reimbursement, etc.)
EMPLOYMENT STATUS CERTIFICATION FORM
COST/BENEFITS JUSTIFICATION FORM
COST ANALYSIS (Per Diem VS. Relocation.)
LIST OF OFFICIALS (including telephone numbers) INVOLVED
IN NEGOTIATIONS FOR THE IPA ASSIGNMENT
SUPPLEMENTAL PAY FORM (If applicable.)
SF-52 (If Headquarters Employee, submit to IPA Coordinator;
if Regional Employee, submit to HRO.)
CONCURRENCE (WITH OGC if Conflict-of-interest issues
exist); (WITH FMD if finance or travel issues exist.)
JUSTIFICATION FOR EXTENSION (If applicable.)
PROGRESS REPORT (Due from assignee within 10 work days
following the close of each fiscal year [September 30].)
FINAL ASSIGNMENT EVALUATIONS (Due from the assignee's
IPA supervisor and the assignee within 10 work days
following the end of the assignment.)
ANNUAL WRITTEN REVIEW (Due within 10 work days after
the end of each calendar year from the Chief of
Staff/Deputy Chief of Staff, Assistant Administrators,
Inspector General, General Counsel or Regional
Administrators.)
5-63
Figure 5-18
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IPA POLICY AND PROCEDURES MANUAL 3141
CHAPTER 5 Rev. 6/97
IPA SUB OBJECT CLASS CODES
11.00 PERSONNEL COMPENSATION;
11.12 - Permanent, Full-Time, Civilian - Other than Wage Board
Permanent Full-Time (PF1M . Permanent refers to
positions occupied without regard to type of
appointment and are positions established or occupied
for a period of one (1) year or more.
11.34 - Temporary Civilian (Other Than Permanent Full-Time
[OPFT]). Regular pay for civilian and wage board
employees in positions where tenure is classified as
temporary and work schedule is classified as full-time,
intermittent (When Actually Employed [WAE]) and part-
time. Excludes experts and consultants.
11.51 - Overtime Pay r (PFT). Payment for services in excess of
the 40-hour week or 8-hour day for permanent full-time
employees. (See object class code 11.12.)
11.53 - Overtime Pay (OPFT). Payment for services in excess of
the 40-hour week or 8-hour day for other than permanent
full-time employees. (See object class codes 11.34.)
11.56 - Sunday Pay. Pay above the basic rate of 8 hours or
less of regularly scheduled work on Sundays.
11.57 - Holiday Pay. Payment for services performed on a legal
holiday.
11.62 - Performance Awards. Senior Executive Service Members.
Payment to members of the Senior Executive Service
(SES) of not more than 20% of their basic rate of pay,
that do not become part of the basic pay of the
employee.
11.63 - Meritorious Executive Awards (of rank). Payment
to members of the SES of $10,000 that do not become
part of the basic pay of the employee.
11.64 - Distinguished Executive Awards (of rank). Payments to
members of the SES of $20,000 that do not become part
of the basic pay of the employee.
11.65 - Other Personnel Compensation. Payments of cash awards,
incentive awards, that do not become part of the basic
pay of the employee.
5-64
Figure 5-19 (1 of 4)
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IPA POLICY AND PROCEDURES MANUAL 3141
CHAPTER 5 Rev. 6/97
11.82 - Intergovernmental Personnel Act. Refund for applicable
personal charges of employee's on IPA assignment.
(Reimbursement from a non-federal agency.)
11.83 - Payment of Less Than 50 Percent. THIS IS A PROPOSED
OBJECT CLASS CODE. IPA non-ceiling salary paid to an
EPA employee on an IPA assignment where EPA pays less
than 50% of the employee's salary and the full-time
equivalent position is not counted against ceiling.
12.00 PERSONNEL BENEFITS:
12.10 - FICA Contributions. Civilian (PFT). Employer's
portion of FICA taxes.
12.11 - Retirement Contributions (PFTl. Employer's
contribution to the employee's retirement fund.
12.12 - Federal Employees Group Life Insurance (FEGLI)
Contributions (PFT). Employer's share of FEGLI.
12.13 - Health Benefits Contributions (PFTK Employer's share
of the employee's Health Benefit Plan Costs.
12.15 - Non-foreign Allowances,. Civilian, (COLAHPFT). Payment
above the basic rate for services rendered to
compensate for a higher cost-of-living in Alaska,
Hawaii, Puerto Rico and the Virgin Islands.
12.30 - FICA Contributions, Civilian (OPFT). Employer's
portion of FICA taxes.
12.31 - Retirement Contributions (OPFT). Employer's
contribution to the employee's retirement fund.
12.32 - FEGLI Contributions fOPFTK Employer's share of
FEGLI.
12.33 - Health Benefits Contributions fOPFT). Employer's
share of the employee's Health Benefit Plan Costs.
12.35 - Non-foreign Allowances. Civilian,. (COLA) (OPFT).
Payment above the basic rate for services rendered
to compensate for a higher cost-of-living in Alaska,
Hawaii, Puerto Rico and the Virgin Islands.
12.49 — Federal Employees Retirement System (FERS^
Contributions. Civilian (PFT). Employer's
contribution to the Thrift Savings Plan (TSP)
on behalf of employees.
5-65
Figure 5-19 (2 of 4)
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IPA POLICY AND PROCEDURES MANUAL 3141
CHAPTER 5 Rev. 6/97
12.50 - Federal Employees Retirement System fFERSI
Contributionsf Civilian (OPFT). Employer's
contribution to the TSP on behalf of employees.
21.00 TRAVEL AND TRANSPORTATION OF PERSONS;
21.11 - Per Diem and Subsistence. Includes all charges for
lodging, meals (excluding alcoholic beverages and
entertainment expenses, and any expense incurred for
other persons) and incidental expenses.
21.13 - Commercial Carrier. Includes all commercial
transportation by train, steamer, aircraft, and bus.
21.14 - Privately-owned Vehicle (POVK Includes the use of
privately-owned automobiles, motorcycle, and airplane
for mileage only. Includes POV mileage to and from
airport.
21.17 - Incidental Costs. Includes taxicabs, limousine,
baggage handling charges, public transportation, and
other intracity transportation incurred outside of the
local travel area. For additional inclusions refer to
the Resource Management Directives, 2590 - Part IV.
21.91 - Local Travel. Includes local travel and transportation
of persons in and around (50-mile area) the official
duty station when claimed on a SF-1164. It may
include... privately-owned vehicle milage and other
intra-city transportation. For additional inclusions
refer to the Resource Management Directives, 2590 -
Part IV.
THESE SUB OBJECT CLASS CODES ARE FOR SITE RELATED TRAVEL
UNDER SUCH ACTS AS SUPERFUND and LUST:
21.00 TRAVEL AND TRANSPORTATION OF PERSONS:
21.21 - Per Diem and Subsistence. See the definition of object
class code 21.11.
21.23 - Commercial Carrier. See the definition of object class
code 21.13.
21.24 - Privatelv-owned Vehicle fPOV). See the definition of
object class code 21.14.
21.27 - Incidental Costs. See the definition of object class
code 21.17.
5-66
Figure 5-19 (3 of 4)
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IPA POLICY AND PROCEDURES MANUAL 3141
CHAPTER 5 Rev. 6/97
21.92 - Local Travel. See the definition of object class
code 21.91.
22.00 TRANSPORTATION OF THINGS:
22.23 - Administrative - Permanent Change of Station (PCS)
Transfer of Effects. Transportation of household goods
and effects related to an official change of station
(For storage see object class code 25.62).
22.24 - Programmatic - Transportation of Things.
Transportation of mission-related packages and/or
parcels.
25.00 OTHER CONTRACTUAL SERVICES:
25.01 - Administrative - Training. Contracts with other
federal agencies, universities, private firms, hotels,
etc., for administrative training, tuition, and room
rental, if necessary.
25.02 - Programmatic - Training. Contracts with other federal
agencies, universities, private firms, hotels, etc.,
for programmatic training, tuition, and room rental, if
necessary.
25.03 - Administrative - Rotational and Developmental Training.
Cost of necessary expenses associated with rotational
and developmental training assignments. These costs
may include tuition, books, reimbursement to employees
for training, charges for meals and/or lodging.
25.62 - Administrative - Storage of Household Goods. Cost for
storage of household goods for a limited period of time
at origin, destination, or en route in connection with
transportation to, from, or between official stations
or posts of duty.
5-67
Figure 5-19 (4 of 4)
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IPA POLICY AND PROCEDURES MANUAL
CHAPTER 5
3141
Rev. 6/97
SF52 (E-Forms)
Rev 7/91
U S Office of Personnel Management
FPM Supp 296-33, Subch 3
REQUEST FOR PERSONNEL ACTION
fcstsestst;
„
2. Request Number
4* -
3. For Additional Information Call (Name ana telephone Number)
4. Proposed Effective Dat<
5. Action Requested By (TypeoName, Tine, Signature, and Request Date;
6. Action Authorized By (Typed Name, line, signature, ana {Concurrence Date)
i.Name
^WjmfWfS^Mfr' "• 'ff^sw*^ *™"£t fi*wwa&' %>! r'f»yrm, ^-. ^« ««"^EI;\ , ; *> T & .iws^jti v*' iVW
. soclaTSecuritv Number 3. Date of Birth 14. Effective D
jFHISTA^iBplvv ^ „,„,
5-A Code 5-B Nature of Action
5-C. Code
6-C. Code
i
Nature of Action
6-D. Legal Authority
5-D. Legal Authority
5-E. Code
6-E. Code
6-F. Legal Authority
5-F. Legal Authority
7. FROM: Position Title and Number
15. TO: Position Title and Number
16 Pay Plan
GS
17 Occ Code 118 Grade or Leveli
19 Step or
Rate
GO Total Salary/Award
21 PayB,
PA
3 Pay Plan
GS
9 Occ Code 110. Grade or Leveli
step or
Rate
12 Total Salary
13 Pay Basis
PA
20A Basic Pay
!OB Locality Ad)
20C Ad) Basic Pay
!OD Other Pay
12A Basic Pay
12B Locality Ad)
12C Ad) Basic Pay
14 Name and Location of Position's organization
12D Other May
14. Name and Location or Position s Organization
eterans Preferenc
rence
1 - None 3 - 10-Pomt/Disability 5 - 10-Poinl/Other
2-5-Point 4 - 10-Point/Compensable 6- 10-Point/Compensable/30%
0 - None 2 - Conditional
1 - Permanent 3 - Indefinite
Annuitant indicatoi
33. Part Time Hours Pe
32. Work Schedule
II. service uomp. Date
teave)
30. Retirement Plan
osition Occupied
1 - Competitive Service
2 - Excepted Service
3 - SES General
4 - SES Career Reserved
38. Duty Station Code
o. veterans status 151. Supervisory status
47. Academic Discipline
8. Functional Class
43. Year Degree Attained
45. Educational Level
PART
1. Office/Function
Initials/Signature
Date
Office/Function
Initials/Signature
Date
A.
D.
B.
E.
C.
F.
Signature
Approval Datt
2. Approval: I certify that the information entered on this form is accurate and trial tne
proposed action is in compliance with statutory and regulatory requirements.
CONTINUED UN REVERSE SIDE
NSN 7540-01-333-62
5-68
Figure 5-20 (1 of 2)
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IPA POLICY AND PROCEDURES MANUAL
CHAPTER 5
3141
Rev. 6^97
:TI^ ,. ,,^™ .«1M^»™-^.. -
vlote to Supervisors: Do you know of additional or conflicting reasons for the employee s resig
If "YES", please state these facts on a separate sheet and attach to SF 52.)
Vou are requested to furnish a specific reason for your resignation or retirement
and a forwarding address. Your reason may be considered in any future
decision regarding your re-employment in the Federal service and may also be
used to determine your eligibility for unemployment compensation benefits.
/our forwarding address will be used primarily to mail you copies of any
documents you should have or any pay or compensation to which you are
entitled.
This information is requested under authority of sections 301, 3301, and 8506 of
:itle 5, U.S. Code. Sections 301 and 3301 authorize OPM and
agencies to issue regulations with regard to employment of individuals in the
Federal service and their records, while section 8506 requires agencies to
furnish the specific reason for termination of Federal service to the Secretary
of Labor or a State agency in connection with administration of unemployment
compensation programs.
The furnishing of this information is voluntary; however, failure to provide it
may result in your not receiving: (1) your copies of those documents you
should have; (2) pay or other compensation due you; and (3) any
unemployment compensation benefits to which you may be entitled.
Your reasons are used in determining possible unemployment benefits. Please be specific and avoid
Your resignation/retirement is effective at the end of the day - midnight - unless you specify otherwise.)
. Reasons for Resignation/Retirement (NOTE:
generalizations.
2. Effective Date 3. Your Signature
5. Forwarding Addres^wmoer, sweet, city, State, ZIP Code;
5-69
Figure 5-20 (2 of 2)
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IPA POLICY AND PROCEDURES MANUAL 3141
CHAPTER 5 Rev. 6/97
PAGE INTENTIONALLY LEFT BLANK
5-70
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IPA POLICY AND PROCEDURES MANUAL
ADDENDUM
3141
Rev. 6/97
ACRONYMS
AA Assistant Administrator
AD Administratively Determined
ADEQ Arizona Department of Environmental Quality
AO/OIA Administrator's Office/Office of International
Activities
CFMC Cincinnati Financial Management Center
CFR Code of Federal Regulations
CJE Critical Job Elements
COLA Cost-of-Living-Allowance
DCN Document Control Number
EPA U.S. Environmental Protection Agency
EQB Environmental Quality Board
FEGLI Federal Employees Group Life Insurance
FEHBP Federal Employees Health Benefits Program
FERS Federal Employees Retirement System
FMD Financial Management Division
FMO Financial Management Officer
FOI Freedom of Information
FPM Federal Personnel Manual
FTE Full-time Equivalent
FTR Federal Travel Regulations
GLO Greater Leadership Opportunities
GRO Goalsetters Reaching for Opportunities
GS General Schedule
ADDENDUM-1
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IPA POLICY AND PROCEDURES MANUAL
ADDENDUM
3141
Rev. 6/97
ACRONYMS
(continued)
HRO Human Resources Officers
IFMS Integrated Financial Management System
IPA Intergovernmental Personnel Act
IRS Internal Revenue Service
LWOP Leave-Without-Pay
MDNR Missouri Department of Natural Resources
NOIA National Office of Indian Affairs
ODEQ Oregon's Department of Environmental Quality
OF Optional Form
OGC Office of General Counsel
OHROS Office of Human Resources and Organizational Services
OIG Office of Inspector General
OMB Office of Management and Budget
OPFT Other Than Permanent Full-Time
OPM Office of Personnel Management
OW Office of Water
PA Policy Announcement
PCS Permanent Change of Station
PFT Permanent Full-Time
POV Privately-owned Vehicle
QSI Quality Step Increase
RCRA Resource Conservation and Recovery Act
RIF Reduction-in-Force
ADDENDUM-2
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IPA POLICY AND PROCEDURES MANUAL 3141
ADDENDUM Rev. 6/97
ACRONYMS
(continued)
RMDS Resource Management Directives System
SBO Senior Budget Officer
SES Senior Executive Service
SF Standard Form
SFO Servicing Finance Office
SPO Senior Program Officer
SRF State Revolving Fund
SWRO Southwest Regional Office
TAP Technical Assistance Program
TSP Thrift Savings Plan
USC United States Code
WAE When Actually Employed
WAM Work Assignment Managers
WEL Women's Executive Leadership
WPCP Water Pollution Control Program
ADDENDUM-3
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IPA POLICY AND PROCEDURES MANUAL
ADDENDUM
3141
Rev. 6/97
FIGURES
Figure 5-1
Figure 5-2
Figure 5-3
Figure 5-4
Figure 5-5
Figure 5-6
Figure 5-7
Figure 5-8
Figure 5-9
Figure 5-10
Figure 5-11
Figure 5-12
Figure 5-13
Cost/Benefits Justification Form,
EPA Form 3140-36 (9/96)
Cost/Benefits Justification
Employment Status Certification Statement,
EPA Form 3140-34 (8/96)
Sample Letter to EPA for Certification of
Eligibility Into the IPA Program for
Non-Profit Organizations
Performance Agreement, Appraisal, and
Certification, EPA Form 3115-24 (Rev. 8-87)
Performance Agreement, Appraisal and
Certification for Supervisors, Managers
and Executives, EPA Form 3140-32 (9-92)
Program's Certification of Employee Status,
EPA Form 3140-35 (06/97)
Assignee's Evaluation of Mobility Assignments,
EPA Form 3140-18 (Rev. 06/97)
Supervisor's Evaluation of EPA's IPA Personnel
Exchange Program, EPA Form 3140-20 (Rev. 06/97)
Assignment Agreement - OF69 Rev. 9/79 (EPA
Version [06-97]) (EPA Employee on Detail) and
Supplemental Pay for Federal and Non-Federal
IPA Detailees, EPA Form 3155-3 (Rev. 9-96),
(Page 5 of 5)
Assignment Agreement - OF69 Rev. 9/79 (EPA
Version [06-97]) (EPA Employee on LWOP)
Assignment Agreement - OF69 Rev. 9/79 (EPA
Version [06-97]) (Blanket IPA Assignment) and
Addendum to Blanket IPA Assignment Agreement,
EPA Form 3140-37 (06/97), (Page 5 of 5)
Assignment Agreement - OF69 Rev. 9/79 (EPA
Version [06-97]) (Non-Federal Employee on
Detail into EPA)
ADDENDUM-4
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IPA POLICY AND PROCEDURES MANUAL
ADDENDUM
3141
Rev. 6/97
Figure 5-14
Figure 5-15
Figure 5-16
Figure 5-17
Figure 5-18
Figure 5-19
Figure 5-20
FIGURES
(continued)
Assignment Agreement - OF69 Rev. 9/79 (EPA
Version [06-97]) (Appointment to EPA)
Request for Approval of Noncompetitive Action,
SF-59 (Rev. 1/79)
Sample Letter Requesting the Services of an
Employee
Sample Justification for the Extension of an
IPA Assignment
Checklist of Documents Required for an IPA
Assignment
IPA Sub Object Class Codes
Request for Personnel Action, SF-52 (Rev. 7/91)
ADDENDUM-5
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IPA POLICY AND PROCEDURES MANUAL 3141
ADDENDUM Rev. 6/97
REFERENCES
1. Title IV of the IPA of 1970, as amended (Public Law 91-648)
2. Section 3376 of Title 5, USC
3. Executive Order 11589 of April 1, 1971
4. Title 5 CFR Part 334 - Temporary Assignment of Employees
Between Executive Agencies and States, Local Governments
and Institutions of Higher Education and Other Eligible
Organizations
5. National Defense Authorization Act for FY95, Public Law
103-337
6. 5 CFR Part 334, Section 334.103
7. Alaska Native Claims Settlement Act (85 Stat. 688)
8. Delegations Manual, 1200, April 11, 1991, Chapter 1-9
9. Office of the Comptroller Policy Announcement, No. 97-104,
dated March 3, 1997
10. Executive Order 11491, as amended
11. 5 USC 3374 (a)(5)
12. OMB Circular A-34
13. Subchapter 1 of Chapter 57 of Title 5, USC
14. Chapters 3 and 6 of the Resource Management Directives
System Travel Manual, 2550B, CHG 20, November 14, 1995
15. Federal Travel Regulations
16. EPA Ethics Advisory 87-2, (March 16, 1987)
17. Title 18, USC: Section 203, Section 205, Section
207, Section 208, Section 209, Section 602, Section
603, Section 606, Section 607, Section 643, Section
654, Section 1905 and Section 1913
18. Section 1343 of Title 31, USC
19. FPM Chapter 735, Appendix A
ADDENDUM-6
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IPA POLICY AND PROCEDURES MANUAL 3141
ADDENDUM Rev. 6/97
REFERENCES
(continued)
20. Executive Order 12674, Principles of Ethical
Conduct
21. 5 CFR Part 2635, Employee Responsibilities and Conduct
22. EPA Supplemental Regulations at 5 CFR Chapter LIV
23. 5 CFR Part 2635, Subpart B
24. Chapter 73 of Title 5, USC
25. § 3374(b) Of Title 5, USC
26. § 3374(c) Of Title 5, USC
27. 5 USC 552 (B)(6)
28. 5 CFR 294.108
29. Section 591.210 (Payment of Allowances and Differentials)
of Title 5 of the CFR,
30. Section 6304 of Title 5, USC
31. Section 3373 of Title 5, USC
32. Parts 870 and 890 of Title 5, USC
33. 5 CFR 531.410
34. 5 USC 3374
35. Resource Management Directives, 2590-Part IV
36. Alaska Native Claims Settlement Act, Public Law 92-203
37. Intergovernmental Personnel Act, Public Law 91-648,
as amended, 5 USC § 3371 et seq
38. As amended, Indian Self-Determination and Education
Assistance Act, Public Law 93-638
39. Civil Service Reform Act of 1978, Public Law 95-454
40. EPA Order 3120.1 - Conduct and Discipline
41. EPA Performance Management System Manual 3151
ADDENDUM-7
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IPA POLICY AND PROCEDURES MANUAL 3141
ADDENDUM Rev. 6/97
PAGE INTENTIONALLY LEFT BLANK
ADDENDUM-8
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