United States
Environmental Protection
Agency
i of Administration
and Resources
Management
August 1(
x>EPA Headquarters
Employee
Handbook
) PI,
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PRESENTED BY THE
OFFICE OF HUMAN RESOURCES MANAGEMENT
HEADQUARTERS OPERATIONS AND
CLIENT SERVICES DIVISION
HUMAN RESOURCES MANAGEMENT BRANCH
NOTE: The material contained in this Handbook is to be used
informational purposes only. It is not intended to replace
supersede official regulations or negotiated agreements where the/
exist.
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TABLE OF CONTENTS
FOREWORD 1
HISTORY 3
EPA - How It All Began 3
ORGANIZATION 5
MAJOR EPA PROGRAMS 7
Research and Development 7
Air and Radiation 7
Solid Waste and Emergency Response 8
Water 9
Pesticides and Toxic Substances 10
Enforcement 11
Management and Administration 12
International Activities 12
LEAVE ENTITLEMENTS AND REGULATIONS 13
Annual Leave 13
Sick Leave 13
Leave Without Pay (LWOP) 14
Voluntary Leave Bank 14
BENEFITS 17
Federal Employees'Health Benefits 17
Federal Employees'Group Life Insurance 18
Retirement 19
Medicare 21
Survivor Benefits 21
Natural Order of Precedence 22
Unemployment insurance 22
Holidays 23
Membership in Employee Organizations 24
inspector General Hotline 24
Employee Counseling and Assistance Program (ECAP) 24
Privacy of Personal Data 25
Freedom of Information Act 26
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Equal Employment Opportunity 26
Grievances 27
Performance Management 27
HEALTH AND SAFETY 29
Employee Rights and Responsibilities 29
Occupational Injuries or Illness 30
How to Report Injuries 30
Temporary and Total Disability 31
On Travel Status 31
EMPLOYMENT POLICIES AND PRACTICES 33
General Information 33
Kinds of Appointments
Career-Conditional and Career Appointments . . .
Temporary Limited Appointments 34
Excepted Appointments 35
Senior Executive Service 35
Probationary or Trial Period 35
Changing Jobs in the Agency 35
Reassignment 35
Promotion 36
INCENTIVE AWARDS PROGRAM 37
Monetary Awards 37
PMRS Performance Award 37
Excellence in Management Award 37
Sustained Superior Performance Award (SSP) ... 38
Quality Step Increase 38
Special Act or Service Award 38
Honor Awards 39
Gold Medal for Exceptional Service 39
Silver Medal for Superior Service 39
Bronze Medal for Commendable Service 39
Administrator's Award for Excellence 40
Trudy A. Speciner Award 40
Distinguished Career Award 4n
A. James Barnes Award
Career Service Recognition *,,
Suggestion Awards 41
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STANDARDS OF CONDUCT 43
General Standards of Conduct 43
Accepting Gifts 43
Second Job Employment Outside EPA 44
Post Employment Restrictions 45
Political Activity for Federal Employees 45
EMPLOYEE DEVELOPMENT 49
EPA Institute 49
E-CATS 50
Secretarial Development 50
Presidential Management Intern Program . 50
Greater Leadership Opportunities (GLO) Program ... 51
Executive Development Program 51
Management Development 52
EPA Management Internship Program 52
Mid-Level Development Program 52
Rotational Program 53
Career Development Program 53
TIME AND PAY 55
Hours of Work 55
Paydays 55
Payroll Deductions 55
Salary Increases 56
Lost Government Checks 56
SERVICES 57
Health Units 57
Credit Union 57
Stress Lab 57
EPA Employee Recreation Association 57
Parking Facilities and Carpool Information 58
Blood Donor Program 58
Human Resources Service Center 58
Early Environments Child Development Center .... 59
Electronic Mail (E-MAIL) 59
Payroll-Customer Assistance 59
Imprest Fund 60
INDEX 61
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FOREWORD
The Employee Handbook is designed as a reference guide to provide
general information about the U. S. Environmental Protection Agency
and to acquaint you with policies and regulations associated with
Federal employment. To you who are new at the EPA, I extend a
hearty welcome. You are joining an agency with many important
missions, as EPA is responsible for implementing the Federal laws
designed to protect the environment. We are constantly working to
become the employer of choice for those professionals pursuing
environmental careers. In the months ahead, you will become
increasingly aware of the wide range of EPA's programs.
Whatever your assignment, you will have an excellent opportunity to
contribute to significant work and to enable EPA to continue its
environmental protection achievements.
I extend my best wishes for a rewarding experience here at EPA.
Michael A. Hamlin, Director
Headquarters Operations and
Client Services Division
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HISTORY
EPA - How It All Began
It all began with Earth Day 1970. This event broadened the cross
section of Americans vocally critical of Government performance.
Where belching smokestacks of steel mills seemed a by-product of
prosperity, a more socially aware generation of Americans was
declaring that modern technology could provide both prosperity and
a clean environment. EPA was created in 1970 by consolidating
fifteen different programs from several Federal agencies, and for the
t time brought together under one roof a variety of environmental
ograms. This consolidation gave a better focus to environmental
problems as a whole, and created a more effective tool with which to
deal with them: an effective regulatory Agency to serve as an
advocate for Americans, present and future, for a liveable
environment.
The Environmental Protection Agency is a Federal agency based in
Washington, D.C., which with its ten Regional offices and numerous
research labs is responsible for maintaining and improving the
environmental quality of our land, air, and water resources. National
environmental laws give the Agency the power to deal with problems
such as air and water pollution, safe drinking water, solid and
hazardous waste management, radiation, toxic substances and
pesticides, by implementing effective programs to control, alleviate,
or eliminate these problems, Policies and regulations are developed
at Headquarters in Washington, D.C. (at Waterside Mall, the Fairchild
Building and at Crystal City in Virginia). The Regional offices
participate in their development and then implement the policies and
regulations in the field ensuring that they are responsive to the unique
needs of each Region. The Agency also cooperates with local,
regional and state agencies in the administration of their own
environmental programs offering both money and expertise to
research and solve problems and to create and enforce standards of
ironmental control.
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ORGANIZATION
Organizationally, EPA is headed by an Administrator, who is
supported by a Deputy Administrator; three Associate
Administrators, one for Regional Operations, one for Congressional
and Legislative Affairs, and one for Communications and Public
Affairs; and nine Assistant Administrators. The Assistant
Administrators are nominated by the President and require Senate
confirmation. They are responsible for Administration and Resources
Management; Enforcement; Policy, Planning and Evaluation; Water;
Solid Waste and Emergency Response; Air and Radiation;
Pesticides and Toxic Substances; International Activities; and
esearch and Development. In addition, there are separate offices
including Administrative Law Judges, Civil Rights, Small and
Disadvantaged Business Utilization and the Science Advisory Board.
To ensure that EPA is truly responsive to the American people, it has
established a strong field organization with regional offices in ten
major cities: Boston, New York, Philadelphia, Atlanta, Chicago,
Dallas, Kansas City, Denver, San Francisco, and Seattle, These
regional offices are the cutting-edge for the major EPA programs.
The Agency's research and development programs are centered at
four environmental research centers in Las Vegas, Nevada;
Research Triangle Park, North Carolina; Cincinnati, Ohio; and
Corvallis, Oregon. Each center is the location of one or more major
research laboratories. In addition, the Agency operates a number of
smaller research laboratories throughout the country. The Agency's
Headquarters is in Washington, D.C. It is the nerve center of EPA
and exercises management control over the regional offices,
research laboratories, and other field components of the Agency.
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MAJOR EPA PROGRAMS
Research and Development
In order to effectively establish and enforce environmental standards,
a sound scientific base is required. Information is necessary
regarding the impact of pollutants on ecosystems and on human
health, as well as on the transport and control of pollutants. One of
EPA's principal functions, therefore, is research and development.
There are twelve Environmental Research Laboratories and five field
installations located across the country which are responsible for
nducting the majority of EPA's research and development
ograms. These laboratories conduct research which concentrates
on the following areas: health effects research, ecological effects
research, environmental processes and fate research,
environmental monitoring research, risk assessment research,
and risk reduction research.
Air and Radiation
Under the authority of the Clean Air Act, EPA has made tremendous
strides in the control of air pollution. Our air is appreciably cleaner
than it was at EPA's inception in 1970, with attendant benefits to the
public health and welfare.
EPA established national ambient air quality standards specifying the
maximum tolerable levels for the six principal air pollutants: carbon
monoxide, nitrogen oxides, ozone, lead, sulfur oxides, and
particulates. These standards are based on medical and scientific
evidence of a pollutant's health and environmental effects. The
Agency has also established and enforces standards for
exceptionally hazardous pollutants (such as beryllium and mercury),
for new sources of pollutants, and for emissions from stationary and
mobile sources. EP also regulates the manufacture and sale of
els and fuel aau-tives that counteract the effectiveness of
llution-control devices. Our air quality management approach is
centered around State planning, regulation, permitting and
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enforcement and is directed at the attainment and maintenance of
national air quality standards.
Additionally, EPA bears responsibility for regulation, control, and
assessment of airborne radioactive emissions. Throughout history,
man has been exposed to cosmic and other naturally-occurring
radiation. Exposure, however, has increased with the introduction of
man-made, low-level radiation sources, including x-rays, radioactive
materials, and electronic devices.
Health effects which may result from exposure to relatively large
doses of ionizing radiation are well known and include leukemia and
other types of cancer, reduction in fertility, cataracts and other types
of eye damage, acceleration of the aging process, and damage *
the reproductive cells. Long-range effects from repeated exposu
to radiation at low levels are yet to be fully determined. EPA offers'
technical assistance to States and agencies having radiation
protection programs and a national surveillance and inspection
program for measuring radiation levels in the environment. Now well
into our second decade of concerted Clean Air Act initiatives and
having, in our first decade, made substantial inroads in pollution
abatement and control, we find ourselves on the threshold of a new
era. Today's challenge, as well as tomorrow's, is that of developing
improved control technology and keener risk assessment as we
continue to discover new hazardous and toxic pollutants as the
products of our advanced technological society.
Solid Waste and Emergency Response
The United States generates an estimated 150 million metric tons of
hazardous industrial wastes annually, while its citizens and
businesses produce another 130 million tons of non-hazardous
waste. These waste streams pose a variety of environmental
problems from scenic blight caused by litter to public health hazards
caused by toxic contamination of groundwater. The hazardous waste
management issue is particularly important, and has emerged as one
of the leading environmental concerns of the 1980's.
Today, EPA is committed to protecting public health and the
environment from the dangers of hazardous wastes. The Agency
addresses the issue from two approaches: regulating the
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management of current and future hazardous waste streams, and
responding to environmental contamination caused by past
mismanagement of hazardous wastes.
Under its regulatory program, EPA has developed cradle-to-grave
rules designed to manage hazardous wastes from the points where
they are generated to those where they are ultimately disposed. Key
elements of the program include the issuance of permits for
hazardous waste management facilities and the enforcement of rules
and permits as they apply to those who generate, transport, store,
treat and dispose of regulated wastes.
The Agency's emergency and remedial response programs are
imed at identifying sites where hazardous wastes pose threats to
blic health and the environment, and taking steps to eliminate
those threats. The program consists of two main components:
removal actions designed to stabilize dangerous.sites and minimize
immediate risks; and remedial actions to design and implement
long-term solutions for those sites deemed to pose the greatest
threats to public health and the environment.
Water
The battle to prevent pollution of our fresh water resources is being
fought on many fronts. Our streams, lakes, bays, and estuaries are
swallowing bacteria-laden human wastes, and toxic pesticides in
increasing quantities. These wastes may be composed of a variety
of pollutants, including toxics such as polychlorinated biphenyls
(PCBs), and nutrients such as phosphorous. The impact of these
wastes on our environment is dependent on the volume and toxicity
of the pollutant discharged.
EPA's mission is to reduce the volume of pollutants discharged Into
our Nation's waters so that public health and aquatic life are
protected. This involves a wide range of Agency responsibilities
including developing water quality criteria, setting discharge
Stations for municipalities and industries, assisting the States in
veloping a technically sound approach toward pollution control,
and providing funding assistance to States and localities to ensure
that control activities are adequately funded. The Safe Drinking
Water Act of 1974 gave EPA the responsibility for ensuring that the
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Nation's drinking waters are free from contamination which may pose
threats to public health, and protecting underground sources of
drinking water from contamination due to underground injection
practices. Reviews of the existing requirements are mandated and
revisions, as warranted, are made.
In order to assure safe drinking water for the Nation now and in the
future, much needs to be done. More research is needed to shed
light on health effects on man of bacteria, viruses, or chemicals in
drinking water. New injection technologies need to be evaluated, the
States and water supply operators and injection well operators need
more training and technical assistance, and we need to raise the
public consciousness regarding our Nation's sources and supplies
of drinking water.
Pesticides and Toxic Substances
The goal of EPA's Pesticides Program is to provide health and
environmental protection while screening and evaluating the
entrance and use of pesticides in the marketplace. EPA is charged
with this responsibility under the Federal Insecticide, Fungicide, and
Rodenticide Act and portions of the Federal Food, Drug, and
Cosmetic Act. The Agency's pesticide regulation strategy focuses on
four broad program areas:
registration of new products;
review and reregistration of existing products;
enforcement of pesticide use rules; and
research and development to support and improve EPA's ability
to evaluate the risks and benefits of pesticides.
The tolerance program makes careful reviews and evaluations of
residue chemistry and toxicology data to ensure that the maximum
residue levels likely to be found in foods are safe for human
consumption. The special registration program issues permits to
allow experimentation with new products or uses and emergent
exemptions for uses of pesticides not previously approved, whe
benefits exceed the risk.
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Enactment of the Toxic Substances Control Act (TSCA) of 1976 gave
EPA the responsibility to protect human health and the environment
by requiring testing and, when necessary, use restrictions on
chemical substances. This mandate under TSCA establishes
Agency jurisdiction over some 60,000 chemicals currently in
commerce while also requiring review of all new chemicals before
entry into the marketplace.
The Agency undertakes risk management actions on numerous
chemicals, including asbestos and polychlorinated biphenyls
(PCBs), currently in one of several stages of regulatory development.
EPA is also initiating a program for coverage of commercial uses of
genetically engineered materials. Both FIFRA, TSCA, and other
tatutes regulated and enforced in this program area provide the
gency a unique multi-media pollution prevention focus. These
programs are not oriented solely on the end-of-the-pipe controls, but
incorporate a pro-active role in banning and restricting toxics as well
as improving and encouraging safer, alternative technologies at the
source.
In an effort to further understand and more accurately estimate the
risks posed from exposure to new and existing chemicals, EPA is
developing exposure monitoring methods and quality assurance
techniques to generate reliable data. Similarly, we are beginning
research to assess areas where epidemiology data can be applied
to measure health effects from chemical exposure, and new research
programs will develop methods to evaluate the risks associated with
bioengineered organisms.
Enforcement
EPA has regulatory responsibility for establishing and enforcing
environmental standards in a wide range of areas affecting the quality
of life. Its programs encompass the prevention and cleanup of
pollution in air and water through the regulation of pesticides, waste,
toxic substances and radiation. Enforcement aimed at achieving
ompliance with the Agency's standard-setting activity for each
edia is a vital facet of EPA's operations. The toxic substances
enforcement program inspects and develops cases for the PCB and
asbestos-in-schools rules.
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EPA's enforcement philosophy is to encourage voluntary compliance
by communities and private industry and, as mandated by Federal
laws, to oversee direct enforcement activities performed by State and
local governments to meet environmental standards. The Agency
initiates enforcement actions to protect the public health if State and
local agencies fail to produce effective plans, or if they do not enforce
the programs they do develop.
A national criminal investigations unit has been formed to crackdown
on the illegal discharge of wastes into waterways, midnight dumping
of toxic substances, and the deliberate destruction or falsification of
vital environmental reports. This unit will speed up the resolution of
potential criminal cases and make better use of criminal sanctions
when they are warranted. Willful violators may be subject
imprisonment and personally liable for fines.
Management and Administration
The management program is responsible for the overall
administrative and planning activities of the Agency. It develops,
initiates, monitors and evaluates EPA program operations and
objectives; coordinates program plans; and administers the Agency's
resources and administrative support functions. The program
exercises functional management with respect to all phases of
administration of EPA as a Federal agency, including finance,
program planning, human resources, contracts, computerized data
processing, general support services, public affairs, Congressional
relations, civil rights and general counsel.
International Activities
The Office of International Activities develops policies and
procedures for the direction of the Agency's international programs
and activities, subject to U. S. foreign policy. They assure that
adequate program, scientific, and legal inputs are provided and have
the primary role in developing and maintaining a sophisticated
understanding of the international political climate that will influer
domestic and international consideration of environmental problems.
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LEAVE ENTITLEMENTS AND
REGULATIONS
Annual Leave
Annual leave is an approved absence with pay from official duties.
All employees who have appointments that last more than 90 days
(except intermittent) earn leave. It is generally used for vacation time;
however, it can also be used to allow periods of time off for personal
and emergency purposes. Annual leave may be used as soon as it
is accrued, when properly requested and approved. Except in
mergencies, supervisors and employees should plan for use of
leave to insure the continuity of work without loss of efficiency. In
emergency situations, employees must notify their supervisor as
soon as possible after the scheduled time to report for work (normally
not more than one hour) to request approval for the absence. EPA's
leave is charged in hourly increments and the minimum leave charge
is one hour. Accrual rates for full time employees are as follows:
Years of Service Leave Accrual
0 - 3 years 4 hrs. per pay period
3-15 years 6 hrs. per pay period
Over 15 years 8 hrs. per pay period
Sick Leave
Sick leave is a period of approved absence with pay from official duty.
Full time employees accrue 4 hours of sick leave each pay period.
Part-time employees earn leave on apro-rated basis. Sick leave may
be authorized only:
when an employee is unfit for duty because of sickness, injury,
or incapacitation.
1 for personal medical, dental, or optical examination or treatment
including treatment or rehabilitation for alcohol or drug abuse.
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Supervisors have the authority to approve sick leave and they are
responsible for determining the acceptability of evidence of
incapacitation for duty. For absences of more than 3 workdays,
employees should submit a medical certificate completed by a
physician. If you need to be absent due to illness, your supervisor
should be notified no later than the second hour of your normal duty
time.
For additional information concerning leave, consult the EPA Leave
Handbook or the EPA Leave Manual.
Leave Without Pay (LWOP)
Leave without pay is an approved temporary absence from duty in
non-pay status and is requested by an employee. Extended leave
without pay is a period exceeding 30 days. Granting leave without
pay is always a matter of administrative discretion and may not be
demanded by an employee, except in situations where a disabled
veteran needs time off for medical treatment or reservists or National
Guard members need time off to perform military training duties.
Leave without pay for 30 days or less can be approved by the
leave-approving supervisor. Extended leave without pay procedures
are more involved and require that the absence and later return to
duty be recorded in an employee's Official Personnel Folder. The
approving office must submit an SF-52, Request for Personnel
Action, and supporting documentation to the appropriate servicing
human resources office.
The maximum initial period for which leave without pay may be
approved is 12 months. Requests for extensions of leave without pay
are reviewed more carefully than original requests. Leave without
pay exceeding 24 months must be approved by the Administrator.
Voluntary Leave Bank
The principal goal of the leave bank program is to provide incom
protection to employees whose leave has been exhausted due to a
medical emergency affecting them or a family member. Under the
leave bank program, employees may enroll as Bank members with
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a minimum contribution of one pay period's accrual of leave (i.e., 4,
6, or 8 hours). The objective is to build up a large reserve of annual
leave hours in the bank that can be granted to members who qualify
as leave recipients.
All full time and part-time employees except those excluded by law
(e.g., Presidential appointees, intermittent employees, PHS
Commissioned Officers) are eligible. Generally, anyone with an
annual leave account under the civil service leave law is covered.
This includes IPA employees appointed to EPA and consultants and
experts.
For more detailed information concerning the Leave Bank Program,
please contact the Headquarters Operations and Client Services
ivision on 382-3266 or refer to the Leave Bank Handbook.
is
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BENEFITS
FEDERAL EMPLOYEES1 HEALTH BENEFITS
PROGRAM
Under the Federal Employees' Health Benefits Program (FEHB),
there are several group health insurance plans available to
government employees in the Washington Metropolitan area. They
are as follows:
Government-wide plans
Employee organization plans, sponsored by employee
organizations
Comprehensive medical plans, available only in certain
geographic areas
Participation is entirely voluntary, and no medical examination is
required. Eligible employees who chose to enroll in a health
insurance plan must do so within 31 days of eligibility; i.e., date of
appointment, marriage, birth of a child, etc., otherwise the employee
must wait until an Open Season.
The Office of Personnel Management will provide an open season
every year during which any employee who is eligible to participate
in the program may enroll or change enrollment. Once enrolled, you
have the right to cancel your enrollment at any time or to change from
a family to a self- only policy at any time.
Part of the total cost of your health insurance is paid by the
government; the rest is deducted from your salary. If you resign from
the Federal service, your coverage will continue for 31 days at no
cost to you, during which time you have the option of converting to a
private plan. Federal employees and certain eligible family members
may also choose to continue their federal coverage for up to 18
nths after their separation instead of converting to a nongroup
contract. To continue coverage, you must pay the full amount of the
premium (both the employee and Government shares) plus a 2
percent administrative charge. Detailed information will be provided
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to eligible employees upon separation or becoming eligible to
participate.
Regular Federal employees, while in a non-pay status, must pay the
employee share of the health insurance premium when they continue
enrollment in the FEHB Program.
Brochures describing the various plans, the benefits provided, and
the costs, are available in the Human Resources Service Center,
Room 3906M.
FEDERAL EMPLOYEES' GROUP LIFE
INSURANCE PROGRAM
The Federal Employees' Group Life Insurance Program is available
to eligible employees at a reasonable cost. No medical examination
is required. The amount of basic insurance you may carry is based
on your annual rate of pay (rounded to the next thousand) plus
$2,000.
You are automatically covered by a basic policy from your first day
of employment unless you indicate that you do not want the
insurance, if you elect the basic life insurance, you are also eligible
to elect optional insurance as well:
Option A: $10,000
Option B: 1 to 5 times your annual
salary
Option C: Coverage on spouse and/or
children
You must elect these optional coverages within the first 30 days of
your employment. If you do not want life insurance coverage and sign
a waiver to this effect, you must wait one year from the date of the
waiver, and complete a medical examination at your own expense.
The Office of Federal Employees' Group Life Insurance (OFEGLI)
will review the results of your medical examination and send awrittc^
certification that will allow you to begin participating.
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For more information concerning life insurance benefits, please call
(475-9686) or visit the Human Resources Service Center, in Room
3906M.
RETIREMENT
The majority of employees at EPA are covered by a retirement
system when they begin work. If you are eligible, deductions will
automatically be made from your biweekly salary. Retirement
annuities depend on your length of federal service and your highest
average salary for three consecutive years.
he federal government has two retirement systems: Civil Service
SRS) and Federal Employees (FERS) and now unlike the past,
employees play a large role in choosing options associated with their
retirement plan,
Employees now need to take a closer look at retirement options and
begin planning as soon as possible. Options such as:
D Choosing retirement plans (if eligible); CSRS or FERS.
D Participating in the Thrift Savings Plan (TSP); and, how much you
want to contribute.
G Making plans to retire early without working a full career.
There are three types of retirement available to Federal employees
(optional, disability, discontinued service) regardless of what
retirement system you are covered by. Optional retirement is one that
an employee uses when they wish to retire and have met the full age
and length of service requirements. Disability retirement is one that
an employee would use if they become disabled for work prior to
reaching optional retirement eligibility. Discontinued service
retirement is one that an employee could use if they were faced with
an involuntary separation (except for misconduct) and do not meet
tional retirement eligibility.
Specifically the age and length of service requirements are listed in
the charts on the following page.
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Type
Age
GSRS
Minimum Years
Service
Special Requirements
Optional
62
60
55
5
20
30
Discontinued Service* Any
Disability Any
25
Separation must be involuntary
(RIF.etc.)
Must be disabled for useful and
efficient service because of
disease or injury
If you retire before age 55, a two percent reduction for each year you are under age 55 will be applied.
Type
Age
FERS
Minimum Years
Service
Special Requirements
Immediate
Early
62
60
MRA*
MRA
50
Any
5
20
30
"10
20
25
Early retirement is available in
certain involuntary separation
Disability Any
Deferred 62
60
MRA
MRA
Minimum Retirement Age (MRA)
If you MWW bom Your MRA l»
18 months
5
20
30
"10
cases and some voluntary
separations during a major
reorganization or reduction in force.
If you leave Federal service and
have at least five years of
creditable civilian service, you may
receive retirement benefits in the
future.
Before 1948
In 1948
In 1949
In 1950
In 1951
In 1952
In 1953 1964
55
55 and 2 months
55 and 4 months
55 and 6 months
55 and 8 months
55 and 10 months
56
In 1965
In 1966
In 1967
In 1968
In 1969
In 1970 and after
Your MM It
56 and 2 months
56 and 4 months
56 and 6 months
56 and 8 months
56 and 10 months
57
May have a reduced benefit if less than 30 years of service and under age 62.
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Trained retirement counselors are located in the Human Resources
Service Center, Room 3906M. If you need specific information as It
relates to your personal situation, please call a counselor on
475-9686 or visit one in the Human Resources Service Center.
Medicare
Effective January 1, 1983, all Federal employees began paying a
1.45 percent Medicare tax on their annual salaries up to the Social
Security wage base ($51,300 in 1990). Payment of this tax will entitle
Federal employees to hospital insurance under Medicare when
reaching eligibility. Employees under the Federal Employees'
Detirement System or the Civil Service Offset Program pay full Social
curity.
Survivor Benefits
During your government employment, you will establish and build up
valuable monetary benefits, the disposition of which, in the event of
your death, can be controlled by the execution of certain beneficiary
forms. These items may involve considerable amounts of money;
and, accordingly you should clearly understand the effect of the
execution of the various beneficiary forms.
Potential survivor benefits include:
Money owed to you in the form of unpaid compensation, such as
accrued annual leave and unpaid salary and expense vouchers;
Money you have contributed to the Civil Service Retirement Fund
or the Federal Employees Retirement System;
Money payable through coverage under the Federal Employees
Group Life Insurance Program.
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Natural Order of Precedence
Any of the above benefits due your survivors will be paid in the
following order of precedence, if there is no designation of beneficiary
on file.
To your widow or widower;
If no widow or widower, to your child or children in equal shares,
with the share of any deceased child distributed among the
descendants of that child;
If none of the above, to your parents in equal shares, or the
entire amount to the surviving parent;
If none of the above, to the executor or administrator of your
estate; or
If none of the above, to the next of kin as determined under the
laws of the State in which you were living.
A specific designation of beneficiary is not necessary if the order of
precedence for payment of death benefits is satisfactory to you. A
designation must be made, however, if you wish to name as
beneficiary some person, firm, corporation, or other legal entity not
stipulated in the order of precedence, or if you wish a different order.
Also, a designation is advisable when evidence of a valid marriage
is not readily available.
Designation of Beneficiary forms may be obtained from the Human
Resources Service Center, Room 3906M (475-9686). If you need
additional information regarding specific benefits, please call or visit
the Human Resources Service Center.
Unemployment Insurance
If you should be separated from your job or if you are placed i
non-pay status, you may be entitled to unemployment insurant
benefits similar to those of workers in private industry. If you need to
file a claim, you should go to the nearest State Employment Service
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Office or Unemployment Insurance Claims Office to register for work
and file for unemployment insurance benefits. You will need your
Standard Form 8, your Standard Form 50, and your Social Security
Card. Your local Unemployment Office will let you know if you qualify
for benefits.
The weekly benefit you may be entitled to and the number of weeks
you are allowed to receive it are determined by State law based on
your prior earnings. Some states increase the weekly amount by
allowances for dependents. Most states pay a maximum of 26 weeks.
Holidays
en days each year are observed as legal holidays by the Federal
government. Except for those deliberately scheduled to fall on a
Monday, holidays falling on Saturday are observed on the preceding
Friday, and those falling on Sunday are observed on the following
Monday. The ten holidays are as follows:
New Years Day January 1
Martin Luther King's Birthday Third Monday in January
President's Day Third Monday in February
Memorial Day Last Monday in May
Independence Day July 4
Labor Day First Monday in September
Columbus Day Second Monday in October
Veteran's Day November 11
Thanksgiving Day Fourth Thursday in November
Christmas December 25
V
In addition, in the metropolitan area of the District of Columbia,
Presidential Inauguration Day is a legal holiday for Federal
employees, except those in a travel status performing official duties
away from the area.
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Membership in Employee Organizations
Recognized employee organizations (Unions) provide
representation for employees in dealing with management on
matters pertaining to negotiable personnel policies, new programs
and working conditions. Employees are free to join or to refrain from
joining employee organizations.
The American Federation of Government Employees (AFGE) has
exclusive recognition for all non-supervisory, non-professional
General Schedule and Wage Grade employees in EPA
Headquarters.
The National Federation of Federal Employees (NFFE) has exclusi
recognition for those individuals employed with EPA Headquarter^
performing functions classified as professional under the Civil
Service Reform Act of 1978.
For specific information concerning these agreements, or for a copy
of one, please contact the Headquarters Operations and Client
Services Division on 382-3266.
Inspector General Hotline
All personnel should be aware of the Inspector General HOTLINE
for reporting actual or suspected fraud, waste, abuse or other illegal
acts committed by EPA personnel or its contractors. Although not
absolutely required, the callers name and phone number should be
given in case more details are needed. All names will be held in
confidence. The Whistleblower Hotline phone number for
Headquarters employees is 382-4977. Reports may also be made in
writing. For more information concerning the HOTLINE, call the
Office of the Inspector General on 382-3137.
Employee Counseling and Assistance Program
(ECAP)
The Employee Counseling and Assistance Program is a confidential
counseling program designed to assist EPA employees who are
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experiencing personal or work-related problems including alcohol
and substance abuse which may affect their work performance and
personal effectiveness. Asking for assistance is difficult for many, but
ignoring or concealing a problem will not make it go away. It takes a
lot of courage to confront our problems, to take a step to help
ourselves, and to begin to change our lives. The help you may need
is available through the ECAP office.
Supervisory referral is also available. At times, supervisors will refer
an employee to the program if they feel that poor job performance
may be related to some personal problem. It is to the employee's
advantage to consider this referral an opportunity for independent
evaluation of a personal situation. Employees should be assured that
the counselor will be impartial in approaching the many sides of the
ituation and will fully explore with the employee the nature of the
problem and possible solutions. Your visits and the reason for your
visits will be kept in strict confidence. ECAP counselors are bound
by professional and legal standards of confidentiality. No information
about an employee's use of the program may be released without
prior written consent from the employee involved.
Appointments can be made in person at Waterside Mall in Room
2117M between 8:30 a.m. and 5:00 p.m. or by phone on 382-4420.
Privacy of Personal Data
The Privacy Act of 1974 established the right to privacy of personal
data. Federal agencies may collect only personal information about
its employees that is relevant and necessary to accomplish a lawful
purpose. As a Federal employee, your rights with respect to the
privacy of personal data that is collected include the following:
D When requested to furnish personal information about yourself,
you must be advised as to the authority for solicitation of the data,
the purpose and uses for which the information is needed,
whether it is mandatory or optional that the data be furnished,
and the consequences of not furnishing it.
D Your approval must be obtained prior to release of personal
information to others, except in routine cases.
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D You have the right to inspect records maintained on you; to copy
the records or be furnished with a copy; and to request correction
of information you consider to be in error.
Questions concerning personal privacy may be directed to the Office
of the Administrator, Privacy Act Coordinator, 382-4048.
Freedom of Information Act
The Freedom of Information Act (FOIA) (5 U.S.C. 552) states that
any person has the right of access to public records, that any person
may go to court to enforce this right of access, and that the burden
of proof will be upon the Government to prove that withholding access
is necessary.
All requests for EPA records made under the FOIA must be in writing
and forwarded to the Freedom of Information Act Office, 382-4048.
That office serves as the releasing authority and focal point for the
FOIA Program at EPA.
Equal Employment Opportunity
It is the policy of the EPA to provide equal opportunity for employment
and advancement to all employees and applicants regardless of race,
color, religion, sex, age, national origin, or physical or mental
handicap.
This policy covers all Agency employment practices, including; but
not limited to recruitment, hiring, promotion, transfer, reassignment,
training, benefits and separation.
The Agency has a comprehensive Affirmative Action Program to
identify and address underrepresentation of women, minorities and
handicapped individuals in our workforce. This is accomplished in
accordance with directives from the Equal Employment Opportunity
Commission (EEOC).
Copies of the Affirmative Action Program are available from the
Office of Civil Rights, Room W206. The phone number for that office
is 382-4575.
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Grievances
EPA has established informal and formal procedures by which
employees may seek personal relief in matters of personal concern
or dissatisfaction relating to their EPA employment. Problems should
be resolved at the lowest possible level. If informal procedures have
been exhausted and satisfaction is still not reached, then it is
appropriate to proceed through formal procedures.
For further information on filing or processing grievances, contact the
Employee Relations Branch of the Headquarters Operations and
Client Services Division, Room 3624M, 382-3273.
Performance Management
As an employee of the Federal Government, you will be periodically
appraised on your performance and assigned an annual written
performance rating under the appropriate performance appraisal
system.
Performance planning, evaluation and reinforcement are the three
major stages of the performance management process.
Performance planning is conducted at the beginning of the
performance appraisal period. At that time, a performance
agreement is developed that describes performance expectations for
the employee's position. During the year, the employee and
supervisor discuss the employee's performance in relation to the
performance standards outlined in the performance agreement.
Annually, an official performance appraisal is conducted and the
employee is given a performance rating. This normally occurs in
October at the end of the appraisal period. Performance is reinforced
through feedback discussions, performance improvement plans,
assignment of a performance rating, pay and other personnel
decisions which are based on the performance rating.
The agency has three performance management systems. The
performance management process is generally the same for each
system, but guidelines and requirements vary. Coverage under a
particular system is based on inclusion in one of the following
categories:
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D (SES) Senior Executive Service members
D (PMRS) employees in grades 13, 14, or 15 with supervisory or
management responsibilities.
D (PMS) General Schedule or Prevailing Rate employees.
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HEALTH AND SAFETY
Your knowledge of health and safety policies and procedures will
help protect you from injury and illness. It will decrease your chances
of becoming the victim of an accident or being exposed to toxic
substances. Should such an event occur, you will know what action
to take to minimize the consequences.
Your knowledge of safe procedures will help you identify unsafe
conditions and will reduce the chance of your causing an accident
that could injure fellow employees or members of the public. Your
attention to health and safety will encourage others to participate.
hould a fellow employee become injured, your knowledge of what
do may save a life.
Employee Rights and Responsibilities
As an employee, you have both rights and responsibilities under your
local Health & Safety program.
You are entitled to:
Work under safe and healthful conditions, free of recognized
hazards.
Have basic and when necessary, specific health and safety
training.
Wear and use personal protective clothing and equipment.
Request postponement of an unsafe investigation or inspection
until conditions are safe.
Report hazardous working conditions to your supervisor and the
Health and Safety staff without penalty.
Participate in the occupational medical monitoring program if
your field or lab work exposes you to hazards.
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You are responsible for:
Complying with the Agency's health and safety standards and
regulations.
Reporting to work able to perform assigned duties.
Using the safety clothing and equipment provided.
Observing all rules, signs, and instructions relating to personal
safety.
Having a baseline medical examination that includes
confirmation of your fitness for duty (if your job requires it).
Reporting unsafe conditions and unhealthful working conditions.
Reporting accidents, injuries, and property damage.
For more information concerning the Health and Safety Program at
EPA, consult your supervisor or the Occupational Health and Safety
Staff on 382-3640.
Occupational Injuries or Illness
The Federal Employee's Compensation Act is a law providing
employees full medical care and compensation for disability and/or
death incurred from injuries suffered in the performance of their
duties. All work-incurred injuries and diseases are covered, but no
benefits maybe paid if the injury or death is caused by an employee's
willful misconduct, by an employee's intention to bring about the
injury or death of himself or another, or by an employee's intoxication.
Severe penalties apply to anyone making a false statement in any
claim.
How to Report Injuries
D Every job-related injury should be reported immediately to your
supervisor. Injury also means any illness or disease that is
caused or aggravated by your employment as well as damage to
medical braces, artificial limbs, and other prosthetic devices.
D You should complete your portion of Form CA-1, Federal
Employee's Notice of Traumatic Injury and Claim for Continuation
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of Pay/Compensation, (no matter how minor the injury) and see
that your supervisor fills in the back. This form is then forwarded
to the Human Resources Service Center, Room 3906 M, for
processing. Form CA-2, Federal Employee's Notice of Occupa-
tional Disease and Claim for Compensation, should be used if
disability results from an occupational disease.
D A Receipt of Notice of Injury is attached to each Form CA-1 and
Form CA-2. Your supervisor should complete the receipt and
return it to you for your personal records.
Temporary and Total Disability
if you are disabled and your disability is due to a traumatic injury, you
may use leave, or request Continuation of Pay (COP) not to exceed
45 calendar days. If not traumatic, or if you are still disabled after 45
days, you may use leave or apply for compensation. If the latter is
chosen, you will be placed in a leave without pay status and
compensation will be paid by the Office of Workers' Compensation
Programs, U. S. Department ofLabor. The rate of compensation is
75% of your current salary for employees with dependents and 66
2/3% for single employees.
On Travel Status
Employees are covered by compensation laws on a 24-hour basis
while in travel status. Private physicians and hospital treatments may
be used if Government medical facilities are not available, or when
the emergency requires immediate treatment. Employees must
obtain a receipt for all medical treatment. The receipt, and other
papers where necessary, should contain information concerning the
treatment furnished and the costs. Receipts and a duplicate of the
travel orders are then submitted to the Compensation Specialist in
the Human Resources Service Center, Room 3906M, upon return
from travel.
The employee or a representative should complete a written notice
if injury on Form CA-1 as soon as possible. All documentation,
including witnesses1 statements and addresses should be obtained
and forwarded to the Compensation Specialist in the Human
Resources Service Center.
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Anyone having questions concerning compensation should contact
the Compensation Specialist in the Human Resources Service
Center, Room 3906M. The purpose is to inform the employee
concerning the required forms and benefits and rights under the law.
Employees must obey the rules to assure full protection to
themselves and their families following an injury.
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EMPLOYMENT POLICIES AND
PRACTICES
General Information
It is the policy of the Environmental Protection Agency to staff its
positions with the best qualified individuals available to accomplish
the mission of the Agency. We will do this by adhering to merit
systems principles and equal employment and affirmative action
requirements.
he minimum qualifications for most jobs in the Federal service are
fixed by the Office of Personnel Management (OPM). However, the
method of filling jobs and rating qualified candidates may vary from
one agency to another. Most agencies fill job vacancies by using
either of two methods: outside hiring or internal placement. The rating
method is different for each method.
The principal outside hiring source is the Office of Personnel
Management. This is the office that prepares and issues Certificates
of Eligibles from which selections can be made. In EPA, we have a
special unit that acts as an examining arm of OPM. We call it the
Delegated Examining Unit. This Unit has been delegated the
authority (by OPM) to examine and issue Certificates of Eligibles for
certain occupational disciplines for which EPA may be recruiting. A
list of these disciplines is available from your Personnel Servicing
Team.
Internal placement is another means of filling positions. Most
agencies accomplish this through what is known as internal merit
promotion programs. These are programs which allow agencies, at
their option, to promote or reassign employees; to consider other
current or former Federal employees; and to consider people who
have never worked for the Federal government before. You may
btain a copy of EPA's Merit Promotion Program from your Personnel
ervicing Team or the Office of Human Resources Management.
EPA has a number of special employment programs geared toward
developing, attracting and retaining quality applicants. These
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include: Upward Mobility; Cooperative Education; Secretarial
Development; Veterans' Readjustment; Federal Junior Fellowship;
Stay-in-School; Student Volunteer Service; Cooperative Education;
Handicapped Employment; and Part-time Employment.
Kinds of Appointments
Career-Conditional and Career Appointments
Individuals who compete successfully in an open, competitive civil
service examination and are being appointed to their first permanent
position are given what is known as a career-conditional
appointment.
Career-conditional employees may take other jobs in the competitive
service without having to compete on another civil service
examination. However, if a career-conditional employee leaves
Federal service prior to obtaining career status and fails to obtain
re-employment in a competitive position within three years of leaving,
he/she may have to compete on another civil service examination.
This does not apply to veterans who served at least one day on a
career-conditional appointment.
Individuals who successfully complete three years of continuous
Federal civilian service in a competitive position as a
career-conditional employee are converted to career appointments.
Career employees enjoy indefinite reinstatement rights and are given
the highest retention standing in reductions-in-force.
Temporary Limited Appointments
These appointments are usually made when there are short-term
projects that require additional employees for a year or less. They
apply to employees at the G$-15 grade level and below and may be
made in one-year increments not to exceed a total of four years.
Extensions beyond the four year total must be approved by the 0PM.
These appointments may be terminated at any time during the leng
of the appointment.
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Excepted Appointments
Some appointments are excepted from the requirements of the
competitive service. For example; attorneys, consultants, experts,
Intergovernmental Personnel Act appointees, student trainees,
confidential, handicapped, and Presidential appointees are not In the
competitive service. Administratively determined exempt positions
are also considered to be in the excepted service.
Senior Executive Service
A Senior Executive Service (SES) position is any position in an
agency which is in the GS-16,17, or 18 of the General Schedule or
in Level I through VI of the Executive Schedule, or an equivalent
sition. There are several kinds of SES appointees: career; limited
term; limited emergency; noncareer; career reserved; and general.
Probationary or Trial Period
Most career-conditional employees and employees on indefinite
appointments in the excepted service serve a one-year probationary
or trial period. This is considered to be the final step of the
examining/selection process during which the employee's
competence and suitablility or permanent employment are
evaluated.
Probationary employees may be separated simply by giving them a
written notice. New supervisors and managers also have to serve a
probationary period. If they are not successful, they have a right to
return to their old job or a similar one.
Changing Jobs in the Agency
Reassignment
Three months after your first competitive service appointment, you
come eligible to be reassigned to another job at your existing grade
level and salary provided you are qualified by experience and
education for the position. Sometimes employees are requested or
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required to go on rotational assignment or to accept a new position,
either locally or in another geographic location. In most cases of this
nature, the job change is by mutual agreement and expenses (e.g.,
travel and transportation) are borne by the Agency.
Promotions
Most jobs have a fixed career ladder; that is, a highest grade level to
which most people in the job can expect to be promoted. If your first
appointment is not at the highest level permitted for your job, you may
be considered for promotion to the next highest level as you assume
and satisfactorily perform increasingly difficult duties. However, a
minimum of time (usually one year) must be spent at your current
grade level before promotion to the next grade level. As previouslv
mentioned, you may also be promoted by applying for position
announced under the Agency's Merit Promotion Program. In
recruiting to fill these jobs, a vacancy announcement is posted on
bulletin boards located in the East and West Towers, and North and
South East Malls. Announcements are open for a specified period of
time, after which the qualifications of all applicants are evaluated. A
selection is made from among the best qualified candidates.
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INCENTIVE AWARDS PROGRAM
The objective of the EPA Awards program is to improve the efficiency
and effectiveness of operations by encouraging full use of employee
skills and ideas. As an employee, you can reap benefits from the
program by receiving rewards and recognition, if you are a
supervisor, you have a special stake and special responsibilities in
the program. By making proper use of the many and varied awards
described in this handbook, you can motivate your workgroup to
greater productivity and demonstrate your effectiveness as an
improvement-minded and cost-conscious leader.
onetary Awards
Monetary Awards can be in the form of lump-sum cash or an increase
in basic per annum salary (e.g., Quality Step Increase).
PMRS Performance Awards
A PMRS (Performance Management and Recognition System)
award is a performance based cash award granted for significant
accomplishments related to an employee's performance agreement.
PMRS awards are granted in the October-December timeframe in
concert with annual performance appraisals. Only employees
covered by the PMRS system, (i.e. GM's) are eligible for PMRS
awards. They can be granted an award of up to 10% of base salary.
Excellence In Management Award
The Excellence in Management (E.M.) award is granted annually on
a very selective basis to certain PMRS employees. To be eligible for
consideration, a PMRS employee must have received an overall
performance rating of outstanding and have the highest award
percentage for their grade level at the Office Director/Regional
dministrator pool level. E.M. award nominations are reviewed by
Agency Awards Board and approved by the Administrator. It is
possible for an E.M. awardee to receive a combined total (PMRS +
E.M. Award) of as much as 20% of base pay.
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Sustained Superior Performance Award (SSP)
An SSP award is for General Schedule (GS) employees. It is a
lump-sum cash award given to recognize high quality performance.
The amount of the award is determined according to a percentage
of basic per annum salary. SSP's are granted during the
October-December timeframe in conjunction with annual
performance appraisals, but they can also be granted at other times
during the year. The sum of all SSP awards granted and any
within-grade and/or quality step increase received by the employee
during the previous 12 months can not exceed 20% of base pay.
Quality Step Increase
A QSI may be granted to a permanent General Schedule employ
It is an additional within-grade increase given for sustained high
quality performance which is expected to continue in the future. An
employee may receive only one QSI in any 52 week period. To be
eligible for a QSI, current performance must be at an overall level of
outstanding. Like the other performance awards, QSI's are usually
recommended for employees immediately following their annual
performance appraisal in the Fall, but they can also be recommended
at other times during the year (e.g., mid-year review). An employee
does not start a new waiting period to meet requirements fora regular
within- grade increase, but if the QSI puts an employee in the fourth
or seventh step, the waiting period is extended by 52 weeks because
of the longer waiting periods required by the pay schedule.
Special Act or Service Award
The Special Act or Service Award is somewhat different. Its primary
purpose is to reward employees for special one-time achievements
of a non-recurring nature...tasks that are beyond or outside the scope
of their normal duties. The award is based on the tangible and/or
intangible benefits accruing from the special act or service. It can also
be granted to a group of employees. Individuals or groups can be
nominated for an SA award at any time during the year. Both PMRS
and General Schedule employees may receive Special Act
Service awards.
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Honor Awards
An EPA Honor Award represents the highest form of employee
recognition and should only be granted for service or
accomplishments of major significance to the Agency's mission. Any
EPA employee may be nominated for an Agency honor award.
Nominations for the Gold Medal, Silver Medal, Administrator's Award
for Excellence and the Trudy A. Speciner Award are solicited once
a year, usually in September. Nominations are reviewed by the
Agency Awards Board and approved by the Administrator. The
Administrator presents these awards at the EPA Annual Ceremony
in December. Nominations for the Distinguished Career Award may
submitted at any time during the year. This award is also approved
the Administrator. The Agency Bronze Medal can be granted by
the Deputy Administrator, Assistant or Associate Administrators, the
General Counsel, Regional Administrators or the Inspector General.
Bronze Medals may also be awarded at any time during the year.
Gold Medal for Exceptional Service
This is EPA's highest honor award and can be granted to an
individual or a group. It is given on a highly selective basis for
distinguished service of major significance to environmental
improvements and to public service. Recipients should have
demonstrated outstanding abilities in devising and implementing
major Agency programs or shown special skills and achievements in
managerial excellence.
Sliver Medal for Superior Service
This award ranks second among EPA's honor awards and can be
used to recognize an individual or a group for highly meritorious
service to the mission of environmental protection or for excellence
in supervision and leadership.
Bronze Medal for Commendable Service
This is the third highest honor award given by the Agency. It can be
granted to an individual or group for significant service or
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achievements in support of the Agency's mission or for
demonstration of outstanding accomplishments in supervision and
leadership.
Administrator's Award for Excellence
This award is used to honor an employee in a clerical, administrative
or technical support position (usually GS-1 through GS-10) who has
made an exceptional or outstanding contribution that deserves
Agency-wide recognition.
Trudy A. Speciner Award
This award is designed to honor a non-supervisory professio
employee at the GS/GM-13 level or below for outstandi
contributions showing unusual analytical ability, creativity and
judg ment. Achievements must have sig nif icantly advanced the cause
of environmental protection.
Distinguished Career Award
This is a special gold medal award to recognize the cumulative
achievements of an employee who has demonstrated exceptionally
distinguished service throughout their employment in EPA and the
Federal service. The employee's accomplishments should have had
significant impact on a major organizational segment or a major
program area of EPA. It is usually presented to an employee upon
retirement or separation from EPA.
A. James Barnes Award for Exemplary Leadership in
Human Resources Management
This is a special plaque presented at the EPA Annual Honor Awards
Ceremony to recognize an individual whose efforts and examples
have significantly advanced human resource management in the
Agency. It was established in 1986 and is named in honor of Deputy
Administrator Jim Barnes. His leadership, commitment a
dedication to the conviction that the people of EPA are its great
resource were instrumental in establishing an exemplary human
resource program throughout the Agency. Receiving an Agency
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Honor Award does not preclude the nomination of an employee for
a non-Agency award or the granting of a cash award based on the
same contribution.
Career Service Recognition
Length of Service and Retirement Certificates are available for
employees to recognize significant milestones in their careers with
the Federal Government. Length of Service awards are based on
total Federal service, including civilian and all active honorable
military service. Lapel pins and certificates are available from human
resources offices for presentation at the completion of ten, twenty,
thirty or forty years of service. An EPA plaque is also available to
onor completion of thirty or forty years of service.
Suggestion Awards
The EPA Suggestion program is an organized system for soliciting
constructive ideas that will benefit the Agency and reward the
suggestor. It provides a means for employees to demonstrate
initiative and creativity beyond normal job requirements and to
receive cash awards for doing so. All employees are eligible to
participate in the suggestion program, The program is administered
by designated award coordinators in human resources offices.
Individuals, groups, former employees or the estate of a deceased
employee are eligible to receive a suggestion award provided the
suggestion was submitted while the person was a Government
employee.
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STANDARDS OF CONDUCT
As officers and employees of the Federal Government, we must all
conform to high standards of ethical conduct. We are judged not only
by our official actions and conduct, but also by our personal activities
when they relate to our work for the Government.
Standards of conduct and conflict of interest laws apply to all
Government officers and employees including special Government
employees such as experts, consultants, and most advisory
committee members. All employees are responsible for knowing
these laws and regulations as well as the specific policies and
rocedures at EPA.
Employees, supervisors and management officials all share the
responsibility for ensuring that high standards of ethical conduct are
maintained at EPA. Some of the more important points are
highlighted in the following text, but all employees are required to
become familiar with the standards of conduct regulations and
exercise judgment to avoid any action that might result in a violation
of the regulations.
General Standards of Conduct
Employees must avoid any action that might result in or create the
appearance of using public office for private gain; giving preferential
treatment to anyone; impeding Government efficiency or economy;
losing independence or impartiality; making a Government decision
outside official channels; or adversely affecting public confidence in
the integrity of the Government or of EPA. Employees must be careful
that private interests and activities do not conflict with their public
duties.
Accepting Gifts
You may not solicit or accept anything of value, including
entertainment and meals from anyone who has or is seeking to obtain
EPA contracts or assistance agreements; is attempting to influence
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your official action; has interests which your duties may affect or
conducts operations regulated by EPA. You may not solicit a
contribution from another employee for a gift to an official superior or
make a donation to a superior. Also, you may not accept a gift from
an employee receiving less pay than you. There is an exception for
small voluntary gifts on special occasions such as marriage, illness,
death, or retirement.
Second Job Employment Outside EPA
You can engage in outside employment, with or without
compensation, but only if it will not adversely affect or conflict with
your official duties. Such work can include civic, charitable, religiou
and community service. You may not have outside employme
which violates the conflict of interest laws or standards of conduct;
may reasonably be construed as implying official EPA endorsement
of any statement, activity, product or service; takes your time or
attention during official working hours; impairs your mental or
physical capacity to perform EPA duties; involves use of EPA
facilities; involves work on an EPA contract or assistance agreement
unless the Designated Agency Ethics Official has approved it in
writing.
The following outside employment requires the advance written
approval of your Deputy Ethics Official (you will need to send a memo
to your Deputy Ethics Official through your supervisor) for:
regular self employment
consulting services
holding state or local public office
employment or other activity involving an EPA contractor or
sub-contractor or holder of an EPA assistance agreement or
subagreement
employment by a firm which is regulated by the program office in
which you serve
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Post Employment Restrictions
You are permanently barred from acting as agent or attorney
(communicating with intent to influence on behalf of another) before
the Federal Government regarding a matter involving specific parties
(such as a contract or permit) in which you ever participated
personally and substantially as a Government employee. If such a
matter was under your official responsibility during your final year of
Government service, you are barred from acting as agent or attorney
regarding the matter for two years. This restriction applies even
though you had nothing to do with the matter personally.
Former confirmed Presidential appointees and a few designated
enior employees (see 5 C.F.R. Section 737.33) are subject to an
additional general one-year bar against communicating with EPA
with intent to influence.
EPA contract regulations generally prohibit sole source awards to or
involving former employees for one year after they leave EPA. This
may be waived where there is no appearance of bias or favoritism
and the award would be in the best interest of EPA.
Political Activity for Federal Employees
In 1939, Congress approved landmark legislation, known as the
Hatch Act, which limits the political activities of most Federal
employees. With very few exceptions, employees in the executive
branch of the Federal government, including part-time and
temporaries, are subject to the political activity provisions of the Act.
In passing the Hatch Act, Congress determined that partisan political
activity by Federal employees must be limited for government
institutions to function fairly and effectively. Various challenges over
the years have reaffirmed this basic premise of the Act.
Employees may:
~ Register and vote as they choose
Assist in voter registration drives.
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Express opinions about candidates and issues.
Participate in campaigns where none of the candidates represent
a political party.
Contribute money to political organizations or attend political
fund-raising functions.
Wear or display political badges, buttons, or stickers.
Attend political rallies and meetings.
Join political clubs or parties.
Sign nominating petitions.
Campaign for or against referendum questions, constitutional
amendments, and municipal ordinances.
Employees may not:
Be candidates for public office in partisan elections.
Campaign for or against a candidate or slate of candidates in
partisan elections.
Make campaign speeches or engage in other campaign activities
to elect partisan candidates.
Collect contributions or sell tickets to political fund-raising
functions.
Distribute campaign material in partisan elections.
Organize or manage political rallies or meetings.
Hold office in political clubs or parties.
* Circulate nominating petitions.
Work to register voters for one party only.
Employees may obtain an advisory opinion concerning the Act, or
report possible violations of the Act to the Office of Special Counsel
by calling (202) 653-7143 or by writing to the Office of the Special
Counsel, U. S. Merit Systems Protection Board, 1120 Vermon
Avenue, N.W., Suite 1100, Washington, D.C. 20005.
This information is not a complete discussion of the conflict of interest
regulations and EPA ethical standards. Employees are expected to
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refer to the statutes (18 U.S.C. Sections 202-209) and EPA
regulations at 40 C.F.R. Part 3. Employees are encouraged to seek
advice from Deputy Ethics Officials when questions arise.
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EMPLOYEE DEVELOPMENT
EPA employees are encouraged to plan a program of self
development to improve their performance, enhance their abilities
and thus increase their chances for advancement. Job-related
courses are often recommended by the supervisor, or they may be
requested by the employee. In either case, information and individual
counseling are available in the EPA Institute, Room 3241M
concerning the various types of educational opportunities that are
available. The programs generally sponsored by EPA are described
briefly below. Most of the classes are offered regularly, although, in
ome cases, classes are formed only when sufficient interest makes
actical to do so.
EPA Institute
The EPA Institute was established in 1985. EPA's highly educated
and skilled workforce has been offering in-house training, running the
gamut from environmental science and technology to enforcement
to personal and professional development. Both the Agency and the
individuals involved in the program benefit from the shared
Knowledge of our own experts.
The EPA Institute concept has been expanded to encompass all
training activities available to all EPA employees. The Institute
provides a single source of information about training and
development opportunities through its Training Catalogue, which is
also available electronically on E-CATS, EPA's automated training
information system.
EPA's Institute is the focal point of the training network linking training
programs in Headquarters, Regions, program offices, labs, states,
and the larger environmental community and provides the following
services:
- Clearinghouse for training information
Trainer of trainers
Consultant to course designers
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Registrar for all Institute-sponsored courses
E-CATS
E-CATS is an Electronic Course Catalogue System which houses
the schedule of training events. E-CATS is available for your use if
you have an E-Mail identification number. For additional information,
contact the EPA Institute on 475-6678.
Secretarial Development
EPA has a comprehensive Secretarial Development Program. The
program components include modules on attracting high qu
secretaries; developing specific training courses by secretariat le
and retaining them once they become employees of EPA.
For more information on this program contact the EPA Institute on
475-6678.
Presidential Management Intern Program
The Presidential Management Intern Program (PMIP) was
established by Executive Order in 1977. The program is designed to
attract to the Federal Service outstanding men and women from a
variety of academic disciplines who have a clear interest in, and
commitment to, a career in the analysis and management of public
policies and programs.
The PMIP represents an innovative approach to meet the
government's need for competent administrators, a need that
continues to grow as the responsibilities of government become
more complex and specialized. This program gives the Federal
government the opportunity to attract top public management talent.
Interns represent the highest caliber students at their schools, and
are expected to possess a personal commitment to excellence
strong leadership qualities, exceptional ability evidenced
outstanding achievements, and a demonstrated interest in a pu
service management career.
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The Office of Personnel Management (OPM) administers the
Program. Each year it offers up to 400 recipients of graduate degrees
in general management with a public sector focus a unique means
of entry into the Federal Service. Following a comprehensive and
rigorous selection process, finalists are referred to Federal
departments and agencies for placement.
Interns are generally hired at the GS-9 level, and internships last for
two years. After the internship is completed, interns are eligible for
conversion to career or career-conditional civil service appointments
without further competition. For additional information, please
contact the EPA PMI Coordinator, PM-224, Room 3241M.
ater Leadership Opportunities (GLO)
rogram
The GLO Program offers primarily women and minorities in EPA an
opportunity to gain exposure and visibility, to develop skills essential
for senior staff and management careers, and to promote
professional and personal growth.
Program requirements include formal and informal training and
developmental experiences that require participants to be away from
their position of record. The program or sponsoring office and
supervisor should be aware of the financial and time commitments
incurred by nominating an employee for the Program. For additional
information, contact the National GLO Program Manager, PM-224,
Room 3241 M.
Executive Development Program
The Executive Development Program is designed to ensure that the
Senior Executive Service (SES) workforce is continually replenished
and consistently trained to perform the Agency's state-of-the-art
mission in an ever changing environment. The program provides
al core training and development for entrants to the SES; provides
tinued training and development for incumbent SES members;
and prepares high potential managers for entry into the SES.
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Developmental opportunities include courses and classes given by
universities and institutions, rotational assignments, career
counseling, and many other activities that allow the workforce to gain
broad-based experience.
For additional information, contact the Executive Development
Program Manager, Room 3910M, 382-3328.
Management Development
EPA's approach to management development is aimed at selecting,
developing and promoting Agency managers at all levels. It focuses
on supervisors, managers, and executives. The program offers co
courses for new supervisors and managers as well as seminars
special briefings to targeted audiences. Further information on this
program can be found in Guide to Management Development in EPA
or contact the Management Development Program Coordinator
located in Room 3910M. The phone number is 382-3328.
EPA Management Internship Program
EPA's Management Internship Program attracts the very best and
brightest from colleges and universities throughout the country.
Modeled after the Presidential Management Internship Program, this
program places a greater emphasis on candidates with both science
and management education. Applicants are attracted to the program
because of their commitment to the environment and the many
opportunities afforded them through the 2 year program. For more
information about this program, contact the EPA Instituet on
475-6678.
Mid-Level Development Program
EPA's Mid-Level Development Program is for employees at the
GS/M12-15 grade level. It is for supervisors and former supervisor*
in grades 12-15 who are interested in stepplng-up into the rank
upper management. The Mid-Level Development Program is an
extremely competitive program offering those selected for
participation formal training and developmental rotations designed to
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provide the graduates with a competitive edge for upper
management positions. For more information about this program,
contact the EPA Institute on 475-6678.
Rotational Program
EPA has a formal Rotation Program. The purpose of the rotation
program is to broaden the knowledge and experience of EPA
employees so as to provide a better understanding of the different,
but related programs of our Agency and the needs of the public for
which we serve. For more information, contact the EPA Institute on
475-6678.
areer Development Program
The EPA Headquarters Career Development Program offers the
following:
Career Counseling to assist employees in identifying personal
and work skills, interests, values; information on how to make a
job change; available options on career changes; and information
on qualification requirements for different EPA positions.
Instruments for self-assessment of career interests, skills,
values, e.g., a software package for career assessment which
can be accessed by personal computer; self-assessment
handbooks where an employee can work at his or her own pace.
Catalogs for local colleges and universities; resource file of
brochures for available training courses.
. Clearinghouse of EPA Developmental Opportunities (special
programs mentioned above).
EDVENT - Database of approximately 200,000 training courses
which can be accessed by personal computer.
Career Development Workshops - employees are shown how to
identify values, skills, abilities, interests, obstacles to career
development; get realistic assessments of their abilities; do goal
setting and identify career movement options.
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If you need more detailed information on career development topics
that is not covered here, please call the Human Resources Service
Center on 475-9686.
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TIME AND PAY
Hours of Work
EPA participates in the Flexitime Program as well as the Compressed
Workweek Program. For specific information on how these programs
operate In your office, contact your immediate supervisor or
Administrative Officer. They can let you know if you are eligible to
participate.
Paydays
Your time, leave and pay are computed on a two-week pay cycle,
which runs from Sunday of one week through Saturday of the
following week. Payday is the second Tuesday following the end of
a two-week pay period.
You may, and it is highly recommended, that you have your pay
directly deposited to your account at a financial institution. Otherwise,
it will be mailed to a non-work address. A statement showing your
earnings, payroll deductions and leave will be distributed to you by
your timekeeper every payday.
payroll Deductions
Each pay period there are certain standard deductions made from
your gross earnings for: Federal Income Tax, State Income Tax,
Retirement and/or Social Security and Medicare. Optional
deductions will be made for: Health Insurance, Life Insurance, Thrift
Savings Plan, U. S. Savings Bonds, Combined Federal Campaign,
and allotments designated by you.
Forms for authorizing Health Insurance, Life Insurance, and Thrift
yings Plan must be submitted to the Human Resources Service
ter, Room 3906M. Forms authorizing all other optional
deductions must be completed and forwarded to the Payroll Office,
Room 3407M.
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Salary Increases
Within-Grade Increases (General Schedule Positions)
A within-grade salary increase (called a step increase) is a periodic
increase in the rate of basic pay for employees occupying General
Schedule positions. This increase is granted provided the
employee's current performance is fully successful or better and the
supervisor certifies that the employee has performed at an
acceptable level of competence during the appropriate waiting
period. A General Schedule employee may earn as many as nine
within-grade pay raises before reaching the tenth step and the
maximum salary for his or her grade. The waiting period for the
various steps are as follows:
Steps 2,3, and 4 1 year
Steps 5,6, and 7 2 years
Steps 8,9, and 10 3 years
The waiting period begins again with:
A new appointment in the Federal service.
The return to a pay status after a break in service or after a nonpay
status in excess of 52 calendar weeks.
A within-grade salary increase or an equivalent increase that may
have resulted from a grade promotion or a change in pay system.
Excess leave without pay (more than 6 months in a calendar
year).
Lost Government Checks
If you lose a government check, notify your designated agent (person
authorized to pick up checks). Then prepare a memo addressed to
the Financial Management Division, Customer Assistance Office,
explaining the circumstances surrounding the loss of your che
They will indicate when you can expect to receive a replaceme
The Customer Assistance Office is located in Room 3407M.
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SERVICES
Health Units
The EPA Health Unit at Waterside Mall is located in Room 3228. Its
regular operating hours are 8:00 a.m. to 4:30 p.m. The Health Unit
is available for use on a purely voluntary basis. Other units are
available at Crystal Mall #3 (Room C33) and the Fairchild Building
(Fifth Floor). Nurses are available during normal duty hours and
doctors are available on a regular part-time basis. Allergy shots are
given, but you must adhere to the timeframes established by the
Ith unit.
Credit Union
A Bureau of Engraving and Printing Federal Credit Union is available
to you for membership. There are no dues for membership; however,
Federal Law requires you to pay an entrance fee of $5.00 plus the
purchase of at least $100.00 share-savings which represents your
part ownership in the Credit Union. Application for membership to
this Credit Union may be obtained from the Credit Union Office in the
Waterside Mall Complex in Room 3309M.
Stress Lab
The Stress Lab located at Waterside Mall (Room 2912M) is
maintained for the purpose of encouraging physical fitness En Agency
employees, Any Agency employee who meets the physical
examination requirements established by the Agency may attend.
Stress Lab hours are from 6:00 a.m. to 6:00 p.m., Monday through
Friday. Employees may use the Stress Lab before and after work
and during lunch breaks.
A Employee Recreation Association
The Employee Recreation Association is an organization of Federal
employees formed for the purpose of supporting athletic and other
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activities such as the EPA Band and Chorus. The Association sells
postage stamps, EPA logo items, personal and unusual gift items,
etc. It also carries membership cards and information for major
attractions such as Wild World, Kings Dominion, etc. Membership
dues are $3.50 per year and entitle the member to a 10% discount
on items for sale in the store. The Recreation Association Office is
located at Waterside Mall in Room 3130M. The Recreation
Association is open from 9:30 a.m. to 2:45 p.m. daily.
Parking Facilities and Carpool Information
Parking permit applications for carpools are available from the
Transportation Management Section of the Facilities Managemen
and Services Division. There is a monthly fee for carpool park
permits. Parking spaces are located in the Garage of the Watersio
Mall Complex. Carpool assistance is available at the Transportation
Management Office, Room B030, NE Mall. If you would like to join a
carpool or are interested in forming one yourself, please complete a
ridesharing information form. Computerized listings of EPA
employees in your zip code area are also available.
Blood Donor Program
The American Red Cross and the Office of Human Resources
Management sponsor a blood drive at EPA four times per year. We
would like to encourage you to participate in the Blood Donor
Program. Your participation helps meet the needs of hospital
patients, accident victims, our family members, and ourselves. For
information on the dates and location of the next blood drive, please
contact the Employee Relations Branch of the Headquarters
Operations and Client Services Division. The phone number is
382-3273.
Human Resources Service Center
The Human Resources Service Center located in Waterside M
(Room 3906M) is a one-stop service center for Headquarter^
employees. The staff can assist employees with questions about
workers' compensation, retirement, health benefits, life insurance,
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career counseling, training and Headquarters position vacancies,
etc. The Center also stocks forms associated with the various
programs mentioned above.
Early Environments Child Development Center
EPA has a day care center which is located on the first floor of the
West Tower. It was created under the auspices of the EPA, which
believes that its employees are essential to the performance of its
programs.
It is a non-profit child development center designed primarily for
ildren of EPA employees. The center is committed to providing
ential child care to children outside the home for a major portion
of the day and is designed to meet the individual needs of children
and to develop and strengthen their social, physical, emotional and
intellectual growth. Children between the ages of 18 months and 5
years old are accepted for enrollment. Operating hours are from 7:00
a.m. to 6:00 p.m., Monday through Friday (closed on Federal
holidays). For further information, call 475-7290 or visit the center.
Electronic Mail (E-MAIL)
E-Mail is a computer based message system. E-Mail is similar to a
central post office with postal boxes for subscribing patrons. The only
difference is that you don't have go to the post office to check your
mailbox. The key is your user ID and password, which allows you
access to your mail anytime you want. The system is open all the
time, so checking and sending mail is always possible.
Check with your supervisor if you thinkyou are acandidate for E-Mail.
For additional information, contact the Washington Information
Center (WIC), located in the MALL
payroll-Customer Assistance
The Customer Assistance Office of the Financial Management
Division provides EPA employees and vendors with accurate and
prompt information on payroll, leave, travel and commercial payment
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inquiries. They also provide information on Direct Deposit and
allotments, bonds, redistribution of payroll checks, and the Diners
Club Credit Card Program (government travel charge card). These
services can be obtained on a walk-in basis or by calling 382-5116.
For quicker service when calling about a pay issue, please have the
appropriate Social Security Number and pay period number
available. When calling about travel issues, please have Social
Security Number, travel authorization number, document control
number and the allowance holder number available.
The Customer Assistance Office is located in Room 3407M. Hours
of operation are are Monday through Friday from 8:00 a.m. - 5:00
p.m. (they are closed on Thursdays from 9:00 to 10:00 a.m.).
Imprest Fund
The Customer Assistance Office reviews and approves emergency
cash travel advances which are paid by our imprest fund. The imprest
fund also disburses emergency cash advances for small purchases
and services, local travel expenses, small out-of-pocket purchases,
and On-the-Spot Cash awards. The imprest fund is located in the
3400 corridor of the Mall (next to Customer Assistance). The hours
of operation are Monday through Friday, from 10:00 a.m. -12:00 p.m.
and 1:00 p.m. - 3:00 p.m. On paydays, they are also open from 8:00
a.m. - 9:15 a.m. for the distribution of supplemental pay checks and
award checks.
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INDEX
AIR AND RADIATION See Program Offices
APPOINTMENTS 34
Career Conditional/Career 34
Excepted 35
Senior Executive Service 35
Temporary 34
ARDS 37
A. James Barnes for Exemplary Leadership 40
Administrator's Award for Excellence 40
Bronze Medal for Commendable Service 39
CareerService 41
Distinguished Career 40
Excellence in Management 37
Gold Medal for Exceptional Service 39
PMRS Performance 37
Quality Step Increase 38
Silver Medal for Superior Service 39
Special Act or Service 38
Suggestion 41
Sustained Superior Performance 38
Trudy A. Speciner 40
BENEFITS 17
Employee Counseling and Assistance Program 24
Employee Organizations, Membership 24
Equal Employment Opportunity 26
Freedom of Information Act 26
Grievances 27
Health Benefits, Federal Employee Program . . . 17
Holidays 23
Inspector General Hotline 24
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Life Insurance, Federal Employee's Program 18
Medicare 21
Performance Management 27
Privacy Act of 1974 25
Retirement 19
Survivor Benefits 21
Unemployment Insurance 22
CARPOOL INFORMATION 58
CHILD CARE
CREDIT UNION 57
E-CATS 50
EMPLOYEE COUNSELING &
ASSISTANCE PROGRAM See Benefits
EMPLOYEE DEVELOPMENT 49
Career Development Program 53
Executive Development Program 51
Greater Leadership Opportunities Program 51
Management Development 52
Management Internship Program 52
Mid-Level Development Program 52
Presidential Management Intern Program 50
Rotational Program 53
Secretarial Development 50
EMPLOYEE ORGANIZATIONS,
Membership See Benefits
EMPLOYMENT POLICIES
Probationary/Trial Period
Promotions 36
Reassignments 35
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ENFORCEMENT See Program Offices
EPA INSTITUTE 49
EQUAL EMPLOYMENT OPPORTUNITY See Benefits
FREEDOM OF INFORMATION ACT See Benefits
i
GIFTS, ACCEPTING See Standards of Conduct
GRIEVANCES See Benefits
HEALTH AND SAFETY 29
Employee Rights and Responsibilities 29
Occupational Injuries or Illness 30
Temporary/Total Disability 31
HEALTH BENEFITS See Benefits
HEALTH UNIT 57
HISTORY 3
HOLIDAYS See Benefits
HUMAN RESOURCES SERVICE CENTER 58
I!)
IMPREST FUND 60
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INSPECTOR GENERAL HOTLINE See Benefits
INTERNATIONAL ACTIVITIES See Program Off ices
LEAVE 13
Annual Leave 13
Leave Bank, Voluntary 14
Leave Without Pay 14
Sick Leave 13
LIFE INSURANCE See Ben
MANAGEMENT AND ADMINISTRATION See Program Off ices
MEDICARE See Benefits
OCCUPATIONAL INJURIES/ILLNESS See Health and Safety
ORGANIZATION 5
PARKING FACILITIES 58
PAYROLL
Checks, Lost Government 56
Customer Assistance 59
Paydays 55
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Payroll Deductions 55
Salary Increases 56
PERFORMANCE MANAGEMENT See Benefits
PESTICIDES AND TOXIC SUBSTANCES See Program Off ices
POLITICAL ACTIVITY See Standards of Conduct
PRIVACY ACT OF 1974 See Benefits
PROGRAM OFFICES 7
Air and Radiation 7
Enforcement 11
International Activities 12
Management and Administration 12
Pesticides and Toxic Substances 10
Research and Development 7
Solid Waste and Emergency Response 8
Water 9
PROMOTIONS See Employment Policies
REASSIGNMENT See Employment Policies
RECREATION ASSOCIATION 57
RESEARCH AND DEVELOPMENT See Program Offices
RETIREMENT See Benefits
SERVICES 57
Blood Donor Program 58
Child Care 59
Credit Union 57
Customer Assistance-Payroll 59
Electronic Mail- E-MAIL 59
Health Unit 57
Human Resources Service Center 58
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Imprest Fund 60
Parking/Carpool Information 58
Recreation Association 57
Stress Lab 57
SOLID WASTE & EMERGENCY
RESPONSE See Program Offices
STANDARDS OF CONDUCT 43
Employment Outside of EPA 44
Gifts 43
Political Activity 45
Post Employment Restrictions 45
STRESS LAB 57
SURVIVOR BENEFITS See Ben
TIME AND PAY 55
Hours of Work 55
UNEMPLOYMENT INSURANCE See Benefits
WATER, OFFICE OF See Program Off ices
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