Managing HIV/AIDS
in the Workplace
A resource for EPA managers
and supervisors
September 15,1994
950R94027
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SEPA MANAGING HIV/AIDS IN
THE WORKPLACE
September 15,1994
j~It. Printed on Recycled Paper
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Managing HIV/AIDS In the Workplace
A Resource for EPA Managers and Supervisors
8«ptamb*r 15, 1994
HIV/AIDS in the Workplace
A Resource for EPA Managers and Supervisors
This resource provides basic facts and guidance to answer the following questions
about HTV/AIDS in the EPA workplace.
¦ Can HTV be transmitted in normal working situations?
¦ Can HTV be transmitted through blood spills at work?
¦ Can persons with HTV/AIDS continue to work at EPA?
¦ Should persons with HIV/AIDS be treated differently from other employees with
a serious illness or disability?
¦ Who needs to know when an employee has HIV/AIDS?
¦ Is information about an employee's HIV/AIDS status private or confidential?
¦ How can discrimination against persons with HIV/AIDS be avoided?
¦ How can an employee's schedule or work space be modified to accommodate
disabilities from HIV/AID?
¦ How does having HTV/AIDS affect an employee's benefits?
¦ How can a person with advanced HTV/AIDS apply for disability/retirement?
¦ Where can managers, supervisors, or staff go to get information on HTV/AIDS?
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ACKNOWLEDGEMENTS
This document was produced under EPA contract 68-D3-0011 with Westat, Inc., in Rockvilie,
MD. The Westat Project Manager for this resource was Mark Matulef, Ph.D. The EPA Project
Manager was Cindy Stroup, Chief of the Technical Programs Branch, Chemical Management
Division. While Dr. Matulef was the principal author and editor for the manuscript, other authors
and contributors include Cindy Stroup and Sineta Wooten of EPA, and Jeanne Flavin, Lisa Puhl,
Suzanne O'Meara, Patricia Thayer, Peggy Houston, and Marsha Leizman of Westat.
This document could not have been produced without the substantial technical review and
input of Juelee Street, Chief of the Personnel Services Management Branch in EPA's Office of
Human Resources Management, and Sharon Ellis, also of OHRM. In addition, , the authors
gratefully acknowledge the close collaboration of Frank Finamore, EPA's HTV/AIDS Coordinator,
to ensure consistency with overall Agency policy. The document was reviewed also by OPPT
supervisors and managers and by other Federal agencies including officials at the White House,
Department of Defense, National Institutes of Health, and the Equal Employment Opportunity
Commission.
Cindy Stroup conceived and directed this project as part of her 1993-94 training with the
Council for Excellence in Government. She would like to acknowledge the support of her fellow
Council members, especially Ken Morse (Equal Employment Opportunity Commission), Naomi
Verdugo (Department of the Army), Larry Mangin (Defense Intelligence Agency), Larry DeWitt
(Social Security Administration), Paul Lader (Department of State), and Nell Ahl (Animal and
Plant Health Inspection Service). They were resources for both substantive input and ongoing
encouragement.
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Managing HIV/AIDS In the Workplace
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September 15,1994
IN MEMORIAM
This resource was inspired by the life of Gary Forrest Grindstaff.
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TABLE OF CONTENTS
Chapter £g£S
1 INTRODUCTION 1-1
1.1 Why Read this Resource 1-1
12 HTV/AIDS Education in the Federal Workplace 1-1
13 Overview of the Managers and Supervisors Resource 1-2
1.4 Privacy and Disclosure 1-4
2 BACKGROUND ON HIV/AIDS AND WORKPLACE ISSUES 2-1
2.1 Workplace Problems and Challenges: How Managers and
Supervisors Learn About HTV/AIDS 2-2
22 Overview of HIV, HTV Infection, and AIDS 2-3
2^.1 HTV 2-3
222, The Stages of HTV Infection and Progression Into AIDS 2-3
23 HTV Transmission 2-5
2.4 Prevention of HTV Infection 2-6
25 HTV-Related Testing 2-8
2.5.1 HTV Antibody Tests 2-8
252 Tests for HTV 2-8
2.53 Who Should Be Tested 2-8
2.5.4 Other HTV/AIDS Related Tests 2-10
2.6 HTV/AIDS in the Workplace 2-10
2.6.1 HTV/AIDS in the Office 2-10
2.6.2 HTV/AIDS in Other Worksites 2-12
2.7 Legal Background on Employer Responsibility 2-13
2.7.1 Antidiscrimination and Employment Opportunities 2-14
2.7.2 Reasonable Accommodations 2-16
2.73 Antidiscrimination in Health Insurance 2-18
2.7.4 Complaints and Grievances 2-19
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TABLE OF CONTENTS
(continued)
Chapter
2.8 Privacy, Confidentiality, and Disclosure . 2-20
2.8.1 Definition of "Record" 2-21
2.8.2 Employee Disclosure 2-21
2.8 J Supervisor Disclosure 2-22
2.9 Safe and Productive Workplaces 2-23
2.9.1 Employer's (and Manager's) Responsibility to Provide
a Safe and Productive Workplace 2-23
2.92 Employee's Responsibility in a Safe and Productive Workplace . 2-24
2.10 Benefits and Disability 2-25
2.10.1 Benefits 2-25
2.10.2 Leave and Schedule Modification 2-26
2.10 J Disability Retirement 2-27
2.11 Employee Reactions to HTV/AIDS 2-28
2.11.1 Concerns of the Employee with HTV/AIDS 2-28
2.11.2 Addressing Coworker Concerns 2-29
2.12 Final Note 2-32
3 POLICY STATEMENTS ON HTV/AIDS IN THE WORKPLACE 3-1
White House Memorandum 3-2
OPM Federal Personnel Manual Letter 3-4
EPA Policy 3-13
4 QUESTIONS MANAGERS ARE LIKELY TO FACE 4-1
4.1 Basic Information on HTV/AIDS 4-2
42 HTV/AIDS Transmission in the Workplace 4-4
43 HTV-Antibody Testing and Counseling 4-6
4.4 Disclosure of HTV/AIDS Status 4-8
4 J Reasonable Accommodations for Employees with HTV/AIDS 4-10
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TABLE OF CONTENTS
(continued)
Chapter EafiS
4.6 Concerns of the Employee with HTV/AIDS 4-11
4.7 Coworker Concerns 4-12
4.8 Where to Go for More Information 4-13
5 PROCEDURES AND SAMPLE FORMS 5-1
5.1 General Information and Referrals 5-3
5.1.1 Beneficiary Designation 5-4
5.1.2 Enrollment in Federal Employee Group Life Insurance 5-22
5.13 Credit Union 5-27
5.1.4 Social Security Administration 5-27
5.1.5 Health Insurance Options 5-30
5.1.6 Leave Bank Sign-Up 5-40
5.1.7 Direct Deposit 5-44
5.1.8 Personal Counseling Services 5-47
5.1.9 Quiet Room 5-50
5.2 Information for Employees Who Need Accommodations 5-53
5.2.1 Special Equipment or Other Physical Accommodations 5-55
522 Compressed Workweek Program 5-56
523 Flexiplace 5-57
5.2.4 Flexitime 5-58
52.5 Change in Work Assignments 5-60
5.2.6 Job Reassignment 5-62
53 Leave, Disability, Retirement, and Survivors 5-65
53.1 Use of Leave: Accrued, Administrative Advanced, Leave
Without Pay 5-67
532 Leave Bank Withdrawals 5-72
533 Applying for Disability Retirement 5-79
53.4 Applying for Early Release of Thrift Savings Plan 5-125
53 J Continuation of or Increase in Group Life Insurance 5-126
53.6 Survivors' Benefits 5-131
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TABLE OF CONTENTS
(continued)
Chapter EagS
6 OTHER RESOURCES AVAILABLE TO MANAGERS 6-1
6.1 Organizations 6-1
6.2 References Used in This Resource Guide 6-7
63 Other Written Materials 6-8
7 INSTRUCTIONAL VIDEOS AND BROCHURES 7-1
7.1 Summaries of Four Instructional Videos on HIV/AIDS 7-1
7.1.1 America at Work: Living with HIV 7-1
7.1.2 Epidemic of Fear. AIDS in the Workplace 7-2
7.13 One of Our Own 7-3
7.1.4 The Next Step: HIV in the 90's 7-4
12 Summaries of Six Brochures on HIV/AIDS 7-5
7.2.1 AIDS in the Workplace: Labor's Concern 7-5
12.2 A Guide to Social Security and SSI Disability
Benefits for People with HIV Infection 7-6
123 Preventing HTV and AIDS 7-7
12.4 Surgeon General's Report to the American Public
on HIV Infection and AIDS 7-8
12JS Voluntary HTV Counseling and Testing 7-9
7.2.6 Your Job and HIV 7-10
8 EVALUATION QUESTIONNAIRE 8-1
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TABLE OF CONTENTS
(continued)
List of Appendices
Appendix Page
A COMPRESSED WORKWEEK PROGRAM A-l
B FLEXIPLACE B-l
C FLEXITIME C-l
D UNIVERSAL PRECAUTIONS D-l
E GLOSSARY E-l
F INDEX F-l
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1. INTRODUCTION
1J Why Read this Resource
Why should I read this guidebook? HIV/AIDS has become a growing concern in the
workplace. Managers and supervisors are likely to face difficult questions from their employees
concerning Agency policies, basic facts, and the fear of HTV transmission in the workplace. This
resource will help managers and supervisors become better prepared to respond to their employee's
concerns. Also, managers and supervisors will use this resource in a training program on
HTV/AIDS in the workplace. It is one part of a government wide effort to educate the people who
manage the Federal workforce about HTV/AIDS, to answer questions, to help alleviate fears, and
to ensure that employees with HIV/AIDS are treated fairly. Attending the training is a manager
and supervisor responsibility. This resource emphasizes two other manager and supervisor
responsibilities: maintaining a safe and productive workplace and ensuring that employees with
HIV/AIDS receive the same benefits, performance assessments, advancement opportunities, and
respect as other employees.
Beyond the requirement to read this guidebook are many other good reasons for reading
it and consulting it in the future:
1. Managers and supervisors are curious about HIV/AIDS and want to learn more;
2. Employees are asking questions about HTV/AIDS and about the related Federal
workplace policies;
3. Managers and supervisors want a comprehensive first reference to HTV/AIDS policies
and procedures concerning leave, benefit programs, and disability retirement for
employees with a serious illness; or
4. Managers and supervisors want to become better prepared in the event an employee
has disclosed that he or she has HTV/AIDS; or
5. There is an employee with HTV/AIDS in the manager's or supervisor's work unit.
12. HTV/AIDS Education in the Federal Workplace
On September 30, 1993, President Clinton signed a memorandum instructing all Federal
executive departments and agencies to provide comprehensive HTV/AIDS in the workplace training
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for their employees. "Sadly," President Clinton wrote, "if you do not know someone with
HIV/AIDS, you soon will." The memorandum mandated that all initial HIV/AIDS training be
either carried out or scheduled by World AIDS Day, December 1, 1994. In addition to providing
HIV/AIDS prevention information, all Federal employees must receive information on workplace
policies and procedures related to persons living with HIV and other chronic illnesses. Human
resources staff are required to review workplace policies and procedures to ensure that the Federal
workplace encourages people with any chronic illness, including those living with HIV/AIDS, to
continue productive employment as long as their health permits. The White House directed all
agencies to establish a written policy to guide internal activities related to HTV/AIDS. The U.S.
Environmental Protection Agency is complying with the White House memorandum by establishing
an HTV/AIDS policy and employee education program.
The Office of the National AIDS Policy (ONAP) followed President Clinton's memorandum
with guidance to Federal agencies on the content and objectives of HTV/AIDS in the workplace
awareness training. In the transmittal letter to department and agency directors, Policy Coordinator
Kris tine Gebbie wrote that "Federal employees, supervisors, relatives, and friends are being affected,
and more tragically, infected. The need for compassion and education is critical. We can ill-afford
the economic and emotional damage that HTV/AIDS has upon our employees." Also, ONAP
provided the following commentary:
The" President has committed his Administration to a leading role in the fight to end
the HIV/AIDS epidemic. Until there is a cure, educating people on assessing their
own risk and taking appropriate steps to protect themselves from infection with HTV
is the best way to stop the epidemic. As the epidemic matures and medical
advances proceed, more and more people living with HTV/AIDS will be in the
workforce. Since HIV cannot normally be transmitted in a workplace setting, people
living with HTV/AIDS should be encouraged to continue working so long as their
health allows them to be productive employees.
13 Overview of the Managers and Supervisors Resource
To support its policy and educational efforts, EPA has developed this resource for managers
and supervisors. It contains basic information about HTV/AIDS in the workplace, including how
HTV is transmitted, how transmission is prevented, what is expected of employees' immediate
supervisors, what types of questions managers and supervisors are likely to face from employees,
and how to help employees with HTV/AIDS apply for the accommodations and benefits they are
entitled to receive. The resource is organized into eight Chapters:
¦ Chapter 1 — this introduction;
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¦ Chapter 2 - background information on HIV/AIDS and related workplace issues,
including definitions of key terms, methods of preventing HIV transmission, and an
introduction to Federal laws and regulations that govern the workplace;
m Chapter 3 — documents which provide a policy context, including EPA's HIV/AIDS
polity,
m Chapter 4 - answers to commonly asked questions;
¦ Chapter 5 — guidance on obtaining counseling, applying for benefits, designating
beneficiaries, approving leave, and applying for disability retirement;
¦ Chapter 6 — references to other resources including written materials and outside
organizations;
¦ Chapter 7 - a description of several instructional videos and brochures; and
¦ Chapter 8 - an evaluation form.
Also included are an appendix with guidance for Flexiplace or Compressed Workweek options, an
index to major topics, and a glossary of important terms.
This resource is intended primarily for managers and supervisors, but contains valuable
information for anyone in the EPA workplace. The information in this resource does not apply only
to situations involving employees with HIV/AIDS. Although prepared as part of the Agency's
response to the President's call for action on HTV/AIDS, this resource contains information that
is directly relevant to other disabling or life-threatening conditions. Most of the issues confronting
an employee with deteriorating health are the same, no matter what the illness. What makes
HTV/AIDS different is that many Americans do not know the facts about the disease or realize that
persons with HTV can continue to work for years with minor or no changes in job responsibilities,
hours, or productivity.
While this resource contains the most current information available at the time of its
preparation, the ever-changing nature of Federal employee benefits policies and procedures makes
it necessary to contact the EPA Office of Human Resource Management (OHRM) Employee
Outreach and Counseling Center (EOCC) (202/260-9686 for Headquarters personnel) for the latest
information and forms. Chapter 6 contains a list of human resources contacts in EPA offices across
the country. This resource is in no way intended to replace employee or supervisor contact with
EOCC, rather it is a roadmap or overview of the many issues and benefits relevant to disabling or
life-threatening conditions such as HTV/AIDS. There are many publications that provide detailed
information on each aspect covered in this guidebook. Some are available from EPA, some from
the Office of Personnel Management, and some from other Federal agencies such as the Social
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Security Administration. Most of these publications and the most current forms and advice are
available through Human Resources.
1A Privacy and Disclosure
One issue that is frequently addressed throughout this document is that of privacy and
disclosure. As in any case involving an employee with a disability, the supervisor's role is largely
determined by the employee's actions. There is no obligation for the employee to disclose any
health or other personal information until the point at which he or she is no longer able to carry
out regular duties and assignments. At any point, an employee may disclose the illness to a
supervisor or contact any of several Agency resources (see Chapter 5) to obtain information on
benefits, make financial arrangements, obtain counseling, or learn how he or she can stay on the
job for as long as possible, even with a disability or serious illness. Preliminary discussions about
disability retirement and related topics may or may not include the employee's supervisor; it is up
to the employee. In many circumstances, however, the employee will be comfortable discussing his
or her condition with a supervisor. For example, the employee may ask the supervisor for an
accommodation to his or her disability in order to keep working. Reasonable accommodations
include changes in assignments, schedules, or location. The concept of a reasonable accommodation
is discussed in Chapter 2.
Supervisors cannot disclose an employee's confidential information unless the employee has
given his or her written consent; or the sharing of information is required in order to make a
management decision. This stipulation is discussed in greater detail in Section 2.83.
Once an employee has disclosed his or her condition, the supervisor is bound by the rules
of the Privacy Act of 1974 and required to properly follow all appropriate policies and procedures.
This is particularly important with HIV/AIDS due to the unique social stigma often associated with
HTV, its transmission and its symptoms. Supervisors are responsible for protecting information
entrusted to them by their employees, and for acting responsibly and appropriately. EPA has
prepared a brochure, The Privacy Act, Your Rights and Responsibilities, which provides guidance on
keeping certain employee information and records secure. Also, EPA has a Privacy Act Manual
available from the Information Management and Services Division. (Headquarters staff may reach
IMSD at 202/260-5914. Field and laboratory personnel may call their local office.)
This resource is intended to provide you, an EPA manager or supervisor, with basic
information and a starting point for helping your employees with HIV/AIDS. It is designed also
to help prepare you in the event one of your employees acquires HTV/AIDS or any other serious
illness, such as HIV/AIDS. It is a reference that can be read cover-to-cover or consulted on
particular topics. By no means is this manual the only resource available to you on HlV/AIDS-
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related issues. Many other resources are available, a number of which are referenced in Chapter
6. Yet no information is useful if it is not consulted. Read this manual. Orient yourself to the
outline and contents. And look forward to the day when all information on HIV/AIDS is rendered
obsolete.
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2. BACKGROUND ON HIV/AIDS AND WORKPLACE ISSUES
This chapter provides general information about HTV/AIDS and the workplace; it does not
provide explicit advice on particular situations. Whenever an employee has or develops a serious
illness or disability, certain protections and procedures come into play. Despite the application of
similar requirements, every situation has its unique features. The purpose of this resource is to
better equip managers and supervisors for workplace issues concerning HIV/AIDS.
The purpose of this chapter is to make managers and supervisors aware of a wide range of
issues concerning HTV/AIDS. Hopefully, this chapter will answer managers' and supervisors'
questions about HTV/AIDS, including legal issues such as workers' rights and management
responsibilities. This chapter introduces many technical terms and concepts related to public health
and personnel management. The first term to define is HIV/AIDS. Hie term has evolved to
encompass the full spectrum of HTV-related conditions, illness, disability, needs, rights, and
responsibilities. (Other terms are defined and discussed in Section 22 and in the glossary/Appendix
E.) For the most part, this managers' resource does not distinguish between HIV infection, HTV-
related symptoms, or the class of conditions labeled AIDS by the U.S. Centers for Disease Control
and Prevention (CDC). Managers and supervisors are not responsible for recognizing the
symptoms of HIV infection or for making medical diagnoses. They do have, nevertheless, two
general responsibilities:
1. To ensure that individuals with HIV/AIDS receive all entitled benefits,
accommodations, and considerations, and
2. To maintain a productive workplace.
It is the goal of this resource guide that managers who read it will come to view these
responsibilities as complementary, not contradictory.
Chapter 2 covers a wide range of information on HTV/AIDS and workplace issues: how
managers and supervisors learn about HTV/AIDS (Section 2.1), definitions of HIV and AIDS
(Section 22), how HTV is transmitted (Section 23), how infection is prevented (Section 2.4), HTV-
related testing (Section 2.5), HTV/AIDS in the workplace issues (Section 2.6), legal responsibilities
for employers and supervisors (Section 2.7), privacy, confidentiality and disclosure (Section 2.8),
maintaining a safe and productive workplace (Section 2.9), benefits and disability (Section 2.10), and
employee reactions to HTV/AIDS (Section 2.11).
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The issue of disclosure of a person's HTV status is addressed in Section 2.8, but it is raised
in sections throughout Chapter 2. Because disclosure is such an important subject, a few simple
rules for managers and supervisors are presented below:
¦ No manager or supervisor can require an employee to disclose his or her HTV status;
¦ An employee may keep his or her HIV status private, but if he or she decides to
disclose the status, the manager or supervisor must keep the information confidential
unless the employee specifies otherwise;
¦ A manager or supervisor must keep an employee's HIV status in strict confidence and
can only disseminate the information to the persons or offices specified by the
employee - preferably in writing; and
• Managers and supervisors do not need medical documentation or other confidential
information to approve an employee's request for short periods (three days or less) of
annual leave, sick leave, or leave without pay (LWOP); and
¦ The extent of disclosure depends on the management decision and who is making it;
disclosure may be required to obtain a reasonable accommodation (See Section 2.72)
in schedule, physical work area, or job assignment; in general, disclosure of medical
information should be limited to the employee's first and second line supervisors and
professionals who provide technical guidance for designing an accommodation or for
medical review.
2.1 Workplace Problems and Challenges: How Managers and Supervisors Learn About
HTV/AIDS
All managers and supervisors face a challenge from HTV/AIDS, regardless of whether or
not they have an employee with HTV/AIDS. Managers are responsible for helping implement
policies and procedures related to employees with HTV/AIDS and their coworkers. It is likely that
supervisors have been confronted already with issues and fears surrounding HIV/AIDS. A
supervisor's awareness of HTV/AIDS probably will not begin in a training session or by consulting
this resource.
Managers and supervisors learn about HTV/AIDS in many ways. Some managers may have
obtained information about HTV/AIDS from the Employee Counseling and Assistance Program
(ECAP) in EPA headquarters, an employee assistance program is an EPA field office, or a source
outside of the Agency. Some learn about HIV/AIDS from civic organizations, friends, or public
education campaigns. Some managers become aware of HTV/AIDS issues through their
supervisees. Concerned or curious employees may ask questions about the risk of getting infected
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with HIV at work. Some supervisors may have supervisees who have disclosed that they are HIV-
positive.
This guide addresses how the Agency expects its managers and supervisors to respond to
questions and requests for help from employees.
For more information on answering questions about HIV/AIDS, see Chapter 4 of this
resource guide. Employees oho may be referred to other resources for information about
HIV/AIDS. See Chapters 5 and 6
22 Overview of HIV, HTV Infection, and AIDS
22.1 HIV
The Human Immunodeficiency Virus (HTV) is the virus that causes AIDS. HTV attacks the
T-cells and other cells of the immune system, and may infect certain cells in the brain. HIV is
classified as a retrovirus, meaning that the HIV genetic material is incorporated into the healthy
genetic material of the blood cells and reproduces, destroying T-cells as it goes. As a result, HIV
is very resistant to treatment Because the HTV genetic material is reproduced, infected individuals
remain carriers for the rest of their lives.
222 The Stages of HIV Infection and Progression Into AIDS
Because HIV/AIDS is a progressive illness, persons recently infected with HTV or in the
early stages of the disease often look and feel healthy. HTV/AIDS is also episodic, that is,
employees with HTV/AIDS may experience periods of relatively good health followed by spans of
poor health, and vice versa.
Supervisors and managers should be aware of the various stages of HTV infection (as
defined by CDC) so that they may better meet the needs of employees with HTV/AIDS. These
stages are listed below:
CDC I. One to four weeks after exposure to HTV, the symptoms of acute infection may
appear, including fever, swollen glands, fatigue, other mononudeosislike symptoms, and
occasionally a rash or headaches and inflammation of the brain tissue (encephalitis). These
symptoms disappear within a few weeks.
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CDC II. After the initial infection period, most infected persons evince no symptoms
whatsoever for varying lengths of time (a state referred to as asymptomatic infection). A
person who is HTV positive, even without symptoms, is capable of transmitting the virus to
others.
CDC HI. During the symptomatic stage of HTV infection, a person may exhibit a variety and
spectrum of symptoms. A person may develop swelling of the lymph nodes, or develop any
number of non-life-threatening infections. This stage was formerly referred to as AIDS-
Related Condition (ARC).
CDC IV. This is the final stage of HIV infection and is marked by certain opportunistic
infections, cancers neurological disease, and wasting syndrome. At present, this stage is
considered to be fatal. Acquired Immunodeficiency Syndrome or AIDS is a term used by the
U.S. Centers for Disease Control and Prevention (CDC) to encompass a range of illnesses
among persons in this stage of symptomatic HTV infection. Once the immune system is
compromised, a person is susceptible to one or more specific bacterial, fungal, or viral
infections or rare cancers, known as opportunistic infections, which become life threatening.
For a person to be diagnosed as having AIDS, one or more of these specific diseases must
be present.
Opportunistic infections include Pneumocystis carinii pneumonia (PCP) and Kaposi's sarcoma (KS),
a form of skin cancer. In addition to these, women may experience recurring vaginal yeast
infections.
HIV/AIDS is not a disease of any one gender, race, or sexual orientation. Although most
reported AIDS cases continue to be among men who have had sex with men and among injecting
drug users, AIDS is becoming more prominent in the young and in heterosexual men and women.
In 1993, the U.S. Surgeon General reported the following facts about the spread of AIDS in the
United States:
AIDS is now one of the three main causes of death for women and men 25 to 44 years
old in this country.
It is among the top 10 causes of death for children 1 to 4 years old.
From 1990 to 1992, the number of reported AIDS cases in women attributable to
heterosexual contact increased nearly 42 percent.
Racial and ethnic minority populations have been most disproportionately affected.
Although Blacks and Hispanics comprise only 21 percent of the total U.S. population,
they represent 47 percent of all reported AIDS cases.
About 1 of 5 of reported cases of AIDS are among persons infected with HIV while
they were teenagers.
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23 HIV Transmission
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There are four body fluids which can transmit HIV: blood (and blood clotting factors),
semen, vaginal and cervical secretions, and breast milk. Other bodjy fluids, such as vomit, urine,
and saliva, cannot transmit HIV because the virus is not present in a high enough concentration.
Vomit, urine, and saliva are not considered infectious unless they contain visible traces of blood.
There are four main routes by which the body fluids can transmit HTV. These are through intimate
sexual contact, injections, perinatally/neonatally, and through blood to blood contact.
HIV infection during sexual activity (vaginal, oral, or anal intercourse) involves exposure
from blood, semen, or vaginal fluids. The risk of getting HIV from oral sex is not as high as from
anal or vaginal sex, but there remains a risk. Deep or Trench* kissing seems to have little risk for
transmitting HTV because of the low concentration levels of HIV found in saliva.
HIV can also be transmitted through the sharing of needles, syringes, and other injection
equipment, such as the cooker, cotton, or rinse water. In addition to transmission through the
sharing of equipment used to inject illicit drugs, HTV may also be transmitted through the sharing
equipment used for body piercing, tattooing, and steroid injection or popping.
Because the mother and fetus share the mother's blood supply, an unborn child may be
infected in utero or through the birthing process. About one of every three or four babies born to
women with HIV or AIDS will be born infected with HTV. There are also a few reported cases in
which infected mothers have transmitted HTV through breast milk.
Since 1985, blood donations have been screened for HTV. Blood that tests positive for HIV
antibodies is safely discarded and not used for transfusion. Today, there is almost no chance of
getting HTV from a blood transfusion, and essentially no risk of getting HTV from donating blood
to a reputable organization (such as the American Red Cross) that uses a new, sterile needle for
each blood donation.
Similarly, the Public Health Service and the American Association of Tissue Banks have
recommended that no organs or tissues be accepted from donors at high risk for HIV, all organ
donors be tested for HIV, and organs and tissues from donors testing positive for HTV not be used.
Thus, there is very little chance of getting HTV from a transplant. Sperm banks vary in their
procedures but sperm banks are requested to test sperm donors for HTV at the time of the
donation, freeze and quarantine the sperm, and re-test the donor 6 months later. If both tests are
negative, the sperm can then be thawed and used. Individuals considering artificial insemination
should find out the procedures used to ensure protection against HTV infection.
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As of 1993, nearly 350,000 cases of AIDS had been reported in the United States alone.
About 55 percent of persons with AIDS contracted HTV via male to male sexual contact; 30 percent
contracted HIV via injection drug use; seven percent via heterosexual contact; and seven percent
via other exposures, such as blood transfusions and other exposures to contaminated blood products.
2.4 Prevention of HIV Infection
Outside of the office, there are many ways that a person can prevent or reduce the risk of
HIV infection. Abstinence is the most effective method of preventing the spread of HTV through
sexual activity. Another way to protect against HTV infection is to have sex only with one steady,
uninfected partner. The U.S. Surgeon General's Office recommends that individuals and their
partners wait to have sex until they are committed to a relationship. For example, persons might
not have sex until they are comfortable asking about their partner's sexual history and raising the
issue of condom use. Persons who are sexually active should use latex condoms, dental dams, or
other barriers, during sexual intercourse (vaginal, oral, or anal). They should consider non-insertive
sexual activity, such as masturbation or massage. Condom users face a much lower risk of HTV
infection than nonusers. Data drawn from 10 studies of HTV transmission suggest that condom
users faced a risk of becoming infected with HTV about forty percent less than that of nonusers.
Condoms also protect against HIV infection by blocking sexually transmitted diseases (STD)s.
People with STDs, particularly those that cause genital ulcers, are two to seven times more likely
to become infected with HTV than people who have not had STDs. Condoms can be highly
effective protection against infection. Evidence suggests that when infection occurs it is usually the
result of either inconsistent use or incorrect use of condoms. Studies have reported condom
breakage rates ranging from less than 1 to 12 per 100 during vaginal intercourse, with similar rates
for anal intercourse.
Persons who use drugs illegally should abstain from injecting. If injection drugs are used
(including the use of legal drugs such as insulin), persons should not share injection equipment and
should properly dispose of needles and syringes after each use or disinfect injection equipment with
a solution of bleach and water.
There are three general ways to prevent HTV infection in the workplace: do not have sex,
do not share injection equipment, and ensure that universal precautions are observed. Universal
precautions are designed to prevent the spread of many infectious agents, not just HTV. Taking
universal precautions does not mean an eight-hour day in goggles and rubber gloves for most
employees; it does mean being prepared for rare occurrences, such as medical emergencies or
accidents that result in large amounts of spilled blood. In the case of any medical emergency or
other circumstance involving a blood spill, EPA personnel should call the nearest Health Unit, 911,
or other emergency response service. Also, building maintenance could be called to clean up blood
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spills According to draft training materials prepared for the U.S. Department of Health and
Human Services, there are several universal precautions which can be taken to reduce the risk of
HTV infection in the workplace. Each of the precautions necessitates the use of specific materials.
Managers and supervisors should ensure that employees know how to call in a person trained to
respond to emergency situations. The following list identifies some situations in which there may
be exposure to blood and appropriate responses to these situations:
¦ Mouth-tomouth resuscitation:
Use bags and pocket masks for all mouth-to-mouth resuscitation.
¦ Blood or body fluid spills:
Isolate the spill area.
Use one-time use only latest gloves.
Sponge up the surface.
Disinfect the area with a disinfectant, germicide, or a solution of bleach and
water.
Safely label and dispose of waste (proper disposal as biomedical waste).
m Handling and disposal of sharp objects:
Always use mechanical means such as tongs, forceps, or a brush and dust pan to
pick up contaminated broken glassware; never pick up with hands, even if gloves
are worn. Use extreme caution when handling sharp objects, such as broken
glass or metal shards.
For referrals to other information sources on a safe workplace and universal precautions,
see Chapter 6.
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23 HTV-Related Testing
25.1 HIV Antibody Tests
There are two commonly administered tests for detecting HIV antibodies (ELISA and
Western blot). When used together, they are correct more than 99.9 percent of the time. When
a person becomes infected with HTV, his or her body makes substances called antibodies.
Antibodies are protein molecules within the immune system that have been transformed in reaction
to the presence of a virus. They serve as a warning system for infection. These HTV antibodies
usually show up in the blood within 3 months after infection, and almost all people who are infected
will show antibodies in their blood within 6 months. The period of time it takes from infection until
the point in time when antibodies to HTV can be detected with an ELISA test is called the window
period. If a person's HTV antibody test is negative, it means no antibodies were found and the
person is probably not infected with HIV. The ELISA test may not be able to detect the presence
of HIV antibodies within 3 to 6 months after an event which could lead to infection (e.g.,
unprotected sex, shared needle use, accidental exposure to contaminated sharps). Because of the
window period, however, if a person engages in any risky behavior less than 6 months before taking
an antibody test, he or she needs to be tested again later. If an ELISA test is positive, the results
are typically confirmed with the more sensitive antibody test, the Western blot.
232 Tests for HIV
Some tests measure the amount of HIV directly. The p24 antigen test has been in use for
several years. However, most HIV-infected people test negative for the p24 antigen because p24
antibodies bind up levels of p24 antigen, rendering levels immeasurable. Another test, the
polymerase chain reaction or PCR, amplifies the DNA or RNA in infected cells to detectable levels.
However, this test is considered to be experimental and has not been approved by the FDA for
diagnostic purposes. It requires highly sophisticated equipment and procedures, and has a high
incidence of false positive results. To date, PCR is used only in research settings.
233 Who Should be Tested
A consensus has emerged concerning who should take a test to detect the possible presence
of HTV. Persons who have engaged in high-risk behaviors associated with HIV transmission should
be tested. High-risk behaviors include the exchange of semen, blood, or vaginal fluids during sexual
intercourse (vaginal, oral, or anal) with a person who falls into one of the categories below. Other
high-risk behaviors include the exchange of blood clotting factor, blood transfusion (prior to 1985),
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receipt of blood products (prior to 1985), or sharing injection drug equipment. A person should
consider getting tested if he or she can answer "yes" to any of the following questions:
¦ Have you ever had unprotected sex (anal, vaginal, or oral) with a man or woman who:
you know was infected with HTV?
injects or has injected drugs?
shared injection equipment with someone who was infected?
had sex with someone who shared injection-equipment?
had multiple sex partners?
you normally wouldn't have sex with?
n Have you ever used injection equipment that was used by anyone before you?
i Have you ever given or received sex for drujs or money?
¦ Did you or any of your sex partners:
receive treatment for hemophilia between 1978 through 1985?
have a blood transfusion or organ transplant between 1978 through 1985?
The Centers for Disease Control and Prevention recommends HTV testing for persons in categories
like these. Under no circumstance can a supervisor compel an employee to be tesLed.
If a person contemplates taking the HTV antibody test, he or she should go to a physician,
clinic, health department, or other program that provides pre-test and post-test counseling. During
pretest counseling, an individual will discuss the need for testing with a counselor, learn about the
test and the need for retesting, and schedule an appointment for post-test counseling. It is possible
that a person who has received a test result wiii not be in the best frame of mind to absorb any
information provided in post-test counseling - even if the result is negative. Persons who test
negative should learn about the ways to prevent HTV infection and the need for future testing at
three-month intervals. Persons who are diagnosed as HTV positive need information on a healthy
lifestyle, ways to prevent future exposure to HIV, how to avoid transmitting HTV during post-test
counseling, and about the availability of services and emotional support.
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ZSA Other HIV/AIDS Related Tests
After being diagnosed as HIV positive through the HIV antibody test, there are a number
of blood tests to which a person with HTV/AIDS may be subjected. It is not necessary (nor
particularly desirable) that a manager or supervisor be familiar with the details of these tests.
However, a manager should appreciate that an employee may require additional time off from work
to undergo testing and, on occasion, to recover emotionally and physically from the experience.
Various tests serve a variety of functions. Because indications of illness often show up in
these tests long before symptoms appear, lab tests make it possible to estimate how far HIV has
progressed, and to prevent some serious infections. Tests can be used to monitor the side-effects
of medication. Individuals who are in a drug treatment protocol typically are subjected to frequent
testing. Even within a particular function, there may be a number of tests available. For example,
there are a number of tests of immune health, the most well-known of which is the T-cell test which
measures the level of T4 helper cells in the immune system. However, the p24 antigen, p24
antibody, and the beta-2 test are also used to monitor HIV progression.
In addition to taking different tests, employees with HIV/AIDS may vary in the frequency
with which they undergo testing. For example, it is recommended that a complete blood count
(CBC) be conducted twice a year for asymptomatic HIV positive individuals, and every three
months for symptomatic individuals. Liver function tests include 5-6 individual tests and collectively
help determine the status of one's liver. Monitoring liver enzymes may take place over a period
of a few weeks to a few months.
More information on HIV-rtlmed tests is available through Project INFORM, listed in the resource
directory at the end of this document.
2.6 HIV/AIDS in the Workplace
2.6.1 HTV/AIDS In the Office
Managers and supervisors should inform their employees that there is no known risk of HTV
infection through routine activities in the office workplace. It has been demonstrated that HIV
cannot be transmitted by:
¦ Using the same telephone, facsimile machine, typewriter, computer, or office furniture
as a person with HIV/AIDS;
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¦ Using the same sink, toilet, or shower as a person with HIV/AIDS;
¦ Getting sneezed on by a person with HTV/AIDS;
¦ Sharing towels, cups, straws, dishes, or eating utensils with a person with HTV/AIDS;
¦ Sharing food or beverages with a person with HTV/AIDS;
¦ Coming into casual contact with a person with HTV/AIDS, such as shaking hands or
hugging;
¦ Car pooling with a person with HIV/AIDS;
¦ Working in small offices or sharing the same air space as a person with HIV/AIDS;
or
¦ Participating in sports with a person with HIV/AIDS, even if there are large amounts
of perspiration or extensive physical contact.
There are no documented cases of HIV being spread by pets, in swimming pools, or by
coming into contact with tears. A person cannot get HIV from a doorknob or an insect bite.
Support for the notion that the risk of HIV transmission through routine office contact with a
person with HTV is virtually non-existent is found in studies of household contacts of persons with
HIV infections. In 1993, CDC published a report on a 19-year old male hemophiliac who was found
to be infected with a strain of HTV nearly identical to that in his previously infected older brother.
Although the epidemiologic investigation was unable to determine precisely how the younger
brother became infected with HTV, the author(s) reported that "transmission most likely occurred
during [a] reported blood contact (Le., [an] episode of razor-sharing) or other blood contact that
went unrecognized or unreported." The report also summarized the findings of seventeen previous
studies in the United States and Europe which rqiort that none of the 1,167 nonsexual,
nonneedlesharing household contacts of persons with HTV infection resulted in HTV transmission.
Given that the risk of transmission through casual contact has not been documented in households
between people in closer contact with one another (e.g., siblings, parent and child) than most co-
workers, it is clear that the risk of HTV transmission through routine workplace activity essentially
is non-existent.
HTV is a bloodbome pathogen. It is not spread through the air like the influenza virus. HTV
is not transmitted through heating or air conditioning systems. Infection can occur if a person's
blood (circulatory system) or mucous membranes (such as the eyes) are exposed to an infected
person's blood, vaginal/cervical secretions, or semen. The virus itself is fragile. It cannot survive
for more than a few minutes in the open air. When infection occurs, it is almost always because
of an invasive action, such as sexual intercourse, needle injection, or transfusion. As long as
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coworkers do not engage in sex or inject drugs, there should be no fear of HIV transmission in the
workplace. Transmission through commonplace behaviors or casual contact in the workplace is
nearly impossible. There may be rare occurrences such as medical emergencies, blood or body fluid
or the handling of sharp objects that require the use of universal precautions. These measures
are discussed in Section 2.4.
EPA will continue to use the universal precautions outlined in the Occupational Safety and
Health Administration's Bloodborne Pathogens Rule (29 CFR Part 1910.30, Appendix A) as its
guidance on avoiding HIV transmission in the workplace. The precautions will be codified in the
chapter on biosafety in the EPA Health & Safety Manual Additionally, an exposure control plan
will be written for each facility, as required, to describe local plans to control exposure to all
bloodborne pathogens, including HIV.
While there is no known risk of HIV transmission through routine activities in the office
workplace, workplace hygiene is especially important when one of the office workers has HTV/AIDS
or any other serious health condition. Because they may have a compromised immune system,
people with HIV/AIDS may be more susceptible to common bacterial and viral infections than
people without HIV. Good workplace hygiene and habits contribute to a safe and healthy work
environment for all workers, and demonstrate concern for those with a serious health condition.
2.62 HIV/AIDS in Other Worksites
Supervisors can calm their employees' fears through information about how HTV is spread.
Information on how HTV is transmitted and not transmitted is crucial to getting employees to
comply with policies, procedures, or job performance expectations concerning HIV/AIDS.
There have been documented cases of infection through needle or other sharp object sticks,
as well as injuries involved in the handling of hazardous, HJV-contaminated materials. It is unlikely
that any EPA laboratory or maintenance worker will be handling HTV-contaminated materials. Yet
these workers may be concerned that they run the risk of exposure to HTV in the case of on-the-job
accidents involving coworkers with HTV. Managers and supervisors can address their employees'
fears through education and training on universal precautions and control plans specific to their
worksites.
In work situations which normally involve the handling of blood, especially blood
contaminated by HTV or hepatitis B virus, managers and supervisors should ensure strict adherence
to the universal precautions and other safe workplace practices described in 29 CFR Part J 9] 0.1030
Bloodborne Pathogens. Workplace situations which routinely involve the handling of blood or
contaminated sharps, such as needles or broken glass, also require a special awareness of workplace
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safety practices. Universal precautions should be followed in the case of any blood spill. Cleanup
should be conducted under the presumption that any spilled blood could contain harmful pathogens.
Universal precautions include the use of one-time use, disposable gloves, access to handwashing
facilities, and immediate disposal of used needles. Also, the CDC has published HIV in the
workplace guidelines for food service and health care workers.
All exposure incidents should be reported immediately. Exposure incidents occur in
circumstances of any specific eye, mouth, other mucous membrane, non-intact skin, or parenteral
contact with blood or other potentially infectious materials. Exposure incidents can lead to infection
with hepatitis B virus (HBV) or HIV. Reporting an exposure incident without delay permits
immediate medical follow-up. It can forestall the development of HBV or enable the affected
worker to track potential HTV infection. It can help prevent spreading the infection to others, and
help the employer prevent future exposures. Employees who have an exposure incident should
follow the guidelines delineated in the OSHA fact sheet, "Bloodborne Facts: Reporting Exposure
Incidents."
Workers in the health care industry may run some risk of HTV infection. According to a
1993 CDC HIV/AIDS Surveillance Report, since 1978 there have been 39 documented cases of
occupational transmission among health care-workers. Of these, IS involved clinical laboratory
technicians and 13 involved nurses. Such workers include physicians, nurses, laboratory technicians,
hospital-based maintenance and housekeeping staff, dentists, dental hygienists, blood-bank
technicians, paramedics, and morticians. Exposure to such workers can occur if an infected needle
pierces the skin (although it is much more likely that a deep muscle stick would result in infection).
Also, if a person has infected blood on his or her hand, there is a risk of infection if he or she
touches the eyes or an open wound.
2.7 Legal Background on Employer Responsibility
It is important for managers and supervisors to know their legal obligations to their
employees with a serious illness, including HTV/AIDS. The following section covers legal
information, as apposed to legal advice. It does not offer guidance on how to respond to particular
situations. Instead, this section summarizes some of the applicable legal sources which affect the
responsibilities of the Federal government as an employer. The legal environment of the Federal
workplace is guided by a few key pieces of legislation, by case law, and by the agencies'
interpretation of laws, regulations, and court decisions. This section does not interpret laws and
regulations, or apply legal principles to particular situations. Supervisors should take the same
approach when answering employees' questions: provide information, but do not offer legal advice.
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In general, Federal managers and supervisors are responsible for:
¦ Treating employees fairly;
¦ Providing reasonable accommodations for their employees' known disabilities;
¦ Helping employees obtain and retain employer-provided benefits;
¦ Keeping medical information confidential; and
¦ Ensuring that all employees under their charge obtain HIV/AIDS in the workplace
training.
The first three points are discussed in this section. The fourth point, confidentiality of medical
information, is discussed in Section 2.8. The fifth point is related to the government wide mandate
that all Federal employees receive HIV/AIDS related training. This section addresses the following
topics: antidiscrimination (Section 2.7.1), reasonable accommodations (Section 2.7.2), insurance
(Section 2.73), and complaints and grievances (Section 2.7.4).
Beyond the legal requirements, managers and supervisors may take responsibility for
establishing an atmosphere that allows discussion and cooperation among coworkers. Managers and
supervisors can encourage their employees to address their fears surrounding HIV/AIDS, and can
encourage informal support systems for employees with HIV/AIDS.
Bach situation concerning an employee with HIV/AIDS will be unique. There is no cookie-
cutter approach to ensuring that an employee's rights and benefits are preserved while maintaining
a productive workplace. There may be common procedures for investigating grievances or obtaining
benefits (see Chapter 5), but each individual's condition, needs, and attitude are likely to be
different.
2.7.1 Antidiscrimination and Employment Opportunities
Section 504 of the Federal Rehabilitation Act of 1973 prohibits discrimination on the basis
of a handicap against an otherwise qualified individual in any program or activity that receives
Federal funding. Section 504 applies to Federal agencies, Federal contractors, and other entities
that receive Federal assistance.
No otherwise qualified handicapped individual in the United States... shall solely
by reason of his handicap, be occluded from the participation in, be denied the
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benefits of, or be subjected to discrimination under any program or activity receiving
Federal financial assistance or under any program or activity conducted by any
Executive agency or by the United States Postal Services.
The law pertains to persons seeking employment and to those already employed by a Federal
agency or entity receiving Federal funds. The Act defines individual with handicaps as "any person
who (i) has a physical or mental impairment which substantially limits one or more of such person's
major life activities, (ii) has a record of such an impairment, or (iii) is regarded as having such an
impairment." Excluded from the definition are alcoholics and substance abusers.
Federal employers and managers must look to case law to determine how the Rehabilitation
Act governs employment and workplace practices. The U.S. Supreme Court confirmed that persons
with HIV/AIDS are a protected class (School Board of Nassau County v. Ariine, 480 U.S. 283
(1987)). The case involved Gene Ariine, a Florida school teacher who was fired after a recurrence
of a tuberculosis-related problem. The U.S. Court of Appeals ruled that Ariine had been
discriminated against on the basis of handicap under Section 504. The Supreme Court ruled also
in Arline's favor, calling the contagious disease a handicap under Section 504. Although it did not
result in an explicit definition of HTV/AIDS as a handicap under Section 504, the Ariine case
established the implication that persons with HTV/AIDS would be protected as handicapped
persons.
In 1988 the Rehabilitation Act was amended to protect HIV-positive persons from being
discriminated against as employees or job applicants on the basis of actual or perceived HTV
infection, provided the individual could perform his or her job responsibilities. The Act does permit
employers to consider workplace safety and the financial burden of employing handicapped persons
in determining whether to hire a handicapped person. Employees may not pose a threat to others'
safety or health.
The Americans with Disabilities Act of1990 (ADA) applies to private sector employment and
some aspects of the Federal workplace. The ADA requires that public facilities and transportation
systems be accessible to persons with disabilities. As operators of public facilities, such as office
buildings, Federal agencies must make reasonable efforts to accommodate the physical disabilities
of persons who use these facilities, including their employees. All employee protections under the
ADA are provided to Federal employees under the Rehabilitation Act. A discussion of reasonable
accommodations follows in Section 2.72.
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2.12 Reasonable Accommodations
In addition to prohibiting discrimination, the Rehabilitation Act (Sections 503(a) and 504)
authorizes and requires a range of affirmative activities to enhance services, research and training
programs, and employment opportunities for persons with handicaps. It does not address
HTV/AIDS explicitly, but the courts have established that persons with HIV/AIDS are to be
considered handicapped under the Act.
The Act requires employers to provide "reasonable accommodations" for the known
disabilities of their employees. Reasonable accommodations may include flexible work hours,
changing work from full- to part-time, job transfers, work at home, job sharing, extended leave, and
the provision of physical equipment to facilitate work. The Rehabilitation Act leaves it to the
employer and employee to work out a solution that both find acceptable, as long as the
accommodation does not cause undue hardship to the employer.
... [employers must] make reasonable accommodations to the known physical or
mental limitations of a qualified handicapped applicant or employee unless the
agency can demonstrate that the accommodations would impose an undue hardship
on the operation of its programs.
... [reasonable accommodations] may include ... (1) making facilities readily
accessible to and usable by handicapped persons, and (2) job restructuring, part-time
or modified work schedules, acquisition or modification of equipment or devices,
appropriate adjustment or modification of examinations, the provision of readers
and interpreters, and other similar actions.
Because EPA is obligated to make reasonable accommodations to an employee's known disabilities,
some level of disclosure is needed. For example, the employee should expect to provide a health
care provider's certification that a serious illness or condition exists that warrants a reasonable
accommodation, such as a physical, schedule, or job modification. (See Section 2.8.) Medical
information provided to the Agency by the employee is used to determine if the employee qualifies
as being disabled. The Safety, Health, and Environmental Management Division (SHEMD) can
provide a Board Certified Occupational Medical Physician to review medical documents, make
recommendations on certifications of a disability, and provide a list of potential accommodations.
SHEMD can be reached at (202/260-7188.
EPA does not maintain a definitive list of reasonable accommodations. Accommodations
are provided on a case-by-case basis. Also, different offices within EPA have different policies and
may offer a different set of accommodations. For example, the Flexiplace and the Compressed
Workweek Programs are not offered in all work units.
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EPA supervisors have the authority to provide certain accommodations for their supervisees
with serious health conditions. Supervisors may be able to order special equipment for any
employee, such as wrist pads and anti-glare screens for computers, foot rests, desk lamps, and
telephone head sets to make office work less strenuous. Supervisors can approve leave to
accommodate any employee's appointments for medical check-ups or treatment or mental health
services. To provide simple accommodations, supervisors do not need to know whether an
employee has HTV or any other serious health condition. Some actions, such as granting leave,
require no disclosure of an employee's medical information. The general practice at EPA is that
supervisors have discretion to approve the use of annual or sick leave, and may request some
documentation of the need for sick leave that exceeds three days. This documentation can take the
form of a health provider's note, stating that time off from work is warranted by the employee's
health needs. Detailed medical documentation is not required.
Most accommodations can be granted on the authorization of an employee's supervisor. For
example, schedule changes, reductions in work hours, work at home, and the granting of certain
types of leave such as administrative leave and leave without pay (LWOP) can be authorized by an
employee's first or second line supervisor. A few benefits require forms to be completed by the
supervisor, the physician, and the employee and filed with Human Resources or other offices. In
these few cases, the authority to approve benefits or accommodations may rest beyond the
supervisor especially if the employee and supervisor cannot agree on the accommodation or require
technical input. For example, applying for disability retirement involves a supervisor's statement
and higher level authorization. More extensive physical accommodations, such as widening
doorways or installing ramps for employees with wheelchairs or walkers, may require the approval
of senior management and, in some cases, the building owner. In summary, a supervisor may
require medical or other health related information in order to respond to an employee's request
for an accommodation. The type of information required should be appropriate to the
accommodation requested.
If the supervisor and employee disagree on the proposed course of action, or the supervisor
needs help developing an accommodation, there are several resources available within the EPA to
develop a mutually agreeable accommodation. The Safety, Health, and Environmental Management
Division (SHEMD), Health Unit, Employee Counseling and Assistance Division, and outside
physicians (made available through an arrangement with the Department of Labor) can provide
advisory services to all parties. SHEMD may be reached at 202/260-7188. SHEMD can provide
a Board Certified Occupational Medicine Physician to review medical documentation and make a
recommendation on accommodations. If conflicts cannot be resolved through informal means, the
employee can make a formal challenge to a decision on accommodations through Equal
Employment Opportunity, the employee's union, or outside legal channels.
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One of the accommodations addressed in Chapter 5 is job reassignment. The UJS. Equal
Employment Opportunity Commission published & rule in 1992 which defined terms under which
Federal employees with a handicap or disability could be reassigned. The rule requires agencies
to reassign persons only when their disabilities render them unable to perform their current duties,
and requires agencies to reassign employees to the highest available vacancy below the employees'
current grade, when no vacancy exists at the current grade.
For more information on leave administration, see section 5.3.
2.7.3 Antidiscrimination In Health Insurance
The Federal Employee Health Benefits (FEHB) program Temporary Continuation of
Coverage (TCC) was authorized by P.L. 100-654, Title II, and is governed by the Federal Personnel
Manual, FPM Letter 890-40 (September 27, 1989). This OPM guidance explains that eligible
Federal employees who would lose FEHB coverage upon separation from Federal employment may
continue to participate in their FEHB plan for up to 18 months by paying 102 percent of the full
premium. To qualify, an employee may not have been on LWOP status for 365 days, and may not
have separated for gross misconduct
Also relevant to continuation of health insurance coverage is the Consolidated Omnibus
Budget Reconciliation Act of 1985 (COBRA). COBRA does not apply to Federal employment, but
it may be of concern to Federal employees with spouses, partners, or other family members who
have a serious illness and are likely to terminate employment. COBRA was enacted to allow an
employee to continue his or her health insurance coverage after terminating from a job. Employees
who are terminated from their jobs (other than for gross misconduct) are entitled to continue their
group health plan for at least 18 months. The employee cannot be charged more than 102 percent
of the applicable insurance premium. Even if the employer changes health care plans, the employee
can continue to buy the coverage. Coverage may extend to the employee, current spouse, divorced
or legally separated spouse, or dependents.
Far more information, consult the Office of Personnel Management document FEHB,
Federal Employees Health Benefits Program, InfomxaOon for Federal Civilian Employees
and US. Postal Service Employees (FPM. Supplement 890-1, SF 2809A).
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2.1 A Complaints and Grievances
Federal sector equal employment opportunity is governed in part by regulations promulgated
by the U.S. Equal Employment Opportunity Commission {Final Ride, 24 CFR Part 1634):
This rule revises the way that Federal agencies and EEOC will process
administrative complaints and appeals of employment discrimination filed by Federal
employees and applicants for Federal employment. The new regulation will enable
quicker, more efficient processing of complaints and promote impartial, fair, and
early resolution of complaints.
The EEOC has taken the position that, under certain circumstances, an agency is
required by Section 501 of the Rehabilitation Act... to reassign an employee as a
reasonable accommodation.... Congress intended the Federal government to be a
mode] employer of the handicapped and EEOC believes that reassignment of
employees with disabilities who can no longer perform their positions because of a
disability is a necessary component of that responsibility.
The regulation applies to the enforcement of the Federal RehabilitationActofl973 and other
statutes. The rule describes the steps that Federal government employees (or Federal job
applicants) must follow in order to take an employment complaint to the Equal Employment
Opportunity Commission (EEOC). Also, the rule describes the processes that Federal agencies
must have in place. The regulation does not address HIV/AIDS directly.
Section 501 of the Rehabilitation Act refers to affirmative action obligations, rather than to
antidiscrimination obligations. In accord with the Rehabilitation Act, the regulation requires
agencies to make reasonable accommodations to the known physical or mental limitations of
applicants or employees who are qualified (unless the agency can demonstrate an undue hardship).
Reasonable accommodations include (but are not limited to) making facilities readily accessible to
and usable by individuals with handicaps and job restructuring (part-time or modified work
schedules, acquiring or modifying equipment or devices, adjusting or modifying examinations, and
providing readers and interpreters).
Federal employees may seek redress from alleged acts of workplace discrimination and
failure to provide reasonable accommodations. Employees who believe they have been
discriminated against may consult EPA Office of Civil Rights for more information.
Any Federal employee seeking to file a complaint with the EEOC must file a complaint first
with his or her agency. If the employee is not satisfied with informal efforts to resolve the matter,
he or she may file a formal complaint in writing. The agency assembles a "complete and impartial
factual record" and provides the complainant with a copy of the investigative file. The employee
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may request a hearing before an administrative law judge or a final decision by the agency on the
merits of the case. A complainant may file an appeal with the EEOC of an agency's final decision,
or an agency's decision to dismiss all or a portion of the complaint. EEOC's Office of Federal
Operations issues a written decision based on the preponderance of the evidence. If it contains £
finding of discrimination, the EEOC's decision will include remedies. Failure to implement ordered
relief is subject to judicial enforcement.
Claimants alleging a violation of the Rehabilitation Act may file a civil action in U.S.
District Court if an appeal has not been filed, or if there has been no final decision. The rule
makes claimants choose how they will pursue a grievance or allegedly discriminatory action. In
general, persons may pursue a matter through a negotiated grievance procedure (or civil action in
a U.S. District Court) or a procedure described under the rule, but not both.
For more information on legal responsibilities, complaints, and grievances, managers or
supervisors may consult the EPA Office of General Counsel and employees may consult
the EPA Office of Civil Rights. See Chapter 5 of this guide.
Z& Privacy, Confidentiality, and Disclosure
Although there is no explicit right to privacy in the U.S. Constitution, the U.S. Supreme
Court has recognized privacy as a right. Confidentiality and privacy considerations are especially
important where issues of HIV/AIDS are concerned, given the potentially serious and negative
consequences of disclosure. The Privacy Act governs dissemination of information from an
employee's medical and other records.
Employee rights to privacy and confidentiality are linked inextricably with employee rights
to reasonable accommodations, though at times these rights may seem to conflict. On one hand,
employees with HIV/AIDS have a right to keep their medical condition confidential and should be
protected against the publicizing of knowledge or suspicion of their HTV/AIDS status. On the other
hand, employees with HTV/AIDS may be required to make some disclosure about their medical
condition so that an accommodation (such as a change from full-time to part-time work status) can
be arranged. Managers and immediate supervisors must confine the knowledge of an employee's
HTV/AIDS status and any related documentation to those who need to know in order to make a
management decision. The fact is that very few persons need to know another person's medical
condition. An employee's coworkers do not need to know if he or she has HTV/AIDS to carry out
normal workplace activities.
For more information, consult EPA's brochure on the Privacy Act and Privacy Act
Manual
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2&1 Definition of "Record"
The U.S. Office of Personnel Management's (OPM's) statement on HTV/AIDS in the
workplace contains the following guidance on privacy and confidentiality:
Any medical documentation or other information relating to an employee's health
must be treated as a "record" under the Privacy Act. Such records may be disclosed
only to persons who need to know the information for "an appropriate management
purpose." Any manager or supervisor who gains access to this information is
required to strictly observe any privacy and confidentiality requirements.
It is important to note that the definition of "record" is not limited to medical records but includes
any record containing information related to an employee's health.
2JL2 Employee Disclosure
Disclosure of HIV/AIDS status is a matter of choice left to the individual employee. If an
HIV-positive employee has yet to demonstrate any symptoms of infection, there may be no
compelling reason for him or her to disclose his or her health status. Moreover, there is no public
health reason or legal justification for requiring disclosure from an HIV-positive employee. Like
other employees, persons with HIV should take precautions against the rare opportunities for HTV
transmission - for example, when handling broken glass or other sharps. However, disclosure is
not a required part of universal precautions to prevent the spread of HIV.
While disclosure is not required of employees with HTV/AIDS or other serious medical
conditions, such persons should expect to make some disclosure in order to obtain
accommodations, such as a change in work duties or reassignment. Disclosure is necessary because
the Federal Rehabilitation Act requires EPA to provide reasonable accommodations for the known
disabilities of our employees. It is necessary, therefore, to first determine if the employee is
disabled. It is the employee's responsibility to provide medical documentation for the EPA to make
the determination of a disability. When an employee's health and stamina decline, he or she may
need to notify his or her supervisor of the need for regular medical visits or treatment and that any
increase in absences from work or decrease in productivity is justified. If a manager or supervisor
observes a decline in an employee's health, he or she can contact the Office of Health and Safety
for guidance on a response to a particular situation. Health and Safety can offer advice on how
supervisors can approach their employees whose health may pose a concern - for example, a
persistant cough or rapid weight loss. Some behaviors, like persistent coughing, could pose a risk
of exposure to infectious disease (not HTV, which has never been reported as spread by a cough).
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A supervisor has the right to ask for documentation from the employee's health care
provider that periodic or extensive time off from work is needed for treatment or if workplace
accommodations are needed. It may be sufficient for the employee to provide certification from
a health care provider that time off from work or another type of accommodation is needed. The
supervisor should think carefully about whether a specific diagnosis is needed to make a leave or
other management decision. The information disclosed should be germane to the specific
accommodation requested.
2A3 Supervisor Disclosure
Once an employee with HIV/AIDS has disclosed medical information to his or her
supervisor, the supervisor cannot share this information unless (1) the employee has given his or
her written consent; (2) the sharing of information is required in order to make a management
decision - for example, to process an application for disability retirement, or (3) otherwise
authorized by law, such as a medical emergency. Individuals who disclose knowledge or suspicion
of a person's HTV/AIDS status without the person's consent may be liable for violations of the
Privacy Act. Furthermore, beyond medical facts and disclosed confidential information, managers
and supervisors are proscribed from sharing any perceptions of an employee-'s HTV status.
Some Federal agencies use a standardized consent form to allow the sharing of medical
information between the employee's supervisor and other agency personnel who need to know the
information in order to make an appropriate management decision that relies on this information.
For example, agency personnel who process requests for reasonable accommodations may need
access to an employee's medical records or other confidential information. Each agency provides
guidance on privacy and confidentiality. EPA managers and supervisors should consult the
personnel regulations for guidance on their responsibilities for preserving employee privacy and
confidentiality.
Managers and supervisors in need of further guidance in assessing whether disclosure of
a person's HIV/AIDS status is appropriate are encouraged to consult the EPA brochure
The Privacy Act: Your Rights and Responsibilities, EPA i Privacy Act Manual, or a
representative of the Office of the General Council or OHRM.
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23 Safe and Productive Workplaces
EPA has a wide variety of workplaces. It is not just an agency of office workers. EPA
employees work in laboratories, loading docks, and other locations in which employees may
encounter sharp objects or involve physical labor. EPA inspectors encounter an infinite variety of
work settings. EPA follows universal precautions outlined in OSHA's Bloodborae Pathogens Rule
(29 CFR 1910.1030) as a basis for its guidance on avoiding HTV transmission in the workplace.
For the most part, EPA employees are not going to encounter situations with a possibility
for HTV exposure. As stated in Section 2.6.1, employees cannot be exposed to HTV via office
equipment, casual contact, sneezes, sharing air space, bathrooms, kitchens, or food and drink. In
the event of a medical emergency or accident in the workplace, should there be any bleeding,
universal safety precautions should be followed regardless of whether or not the employees involved
have HTV. An employee certified in first aid or CPR should take charge of the situation, use
available protections such as one-time use vinyl gloves (pocket masks, or mouth protectors) if there
is a need for mouth-to-mouth resuscitation), and clean up any blood spills with a disinfectant,
germicide, or bleach and water solution. Whoever provides CPR or cleans up a blood spill should
presume that the blood contains harmful pathogens.
As required in OSHA's Bloodborne Pathogen Rule, EPA's Office of Safety, Health and
Environmental Management will provide a written Exposure Control Plan for those EPA facilities
that have a probable or likely exposure to a bloodborne pathogen. This exposure control plan
describes location-specific plans and procedures to minimize and control potential exposure to a
bloodborne pathogen.
This section of the managers' resource covers several topics concerning the employer's
obligations for a safe and productive workplace. It offers general guidance on employer and
manager responsibilities to employees with (or suspected of having) HTV/AIDS and their
coworkers. It also addresses employee responsibilities in this area.
2.9.1 Employer's (and Manager's) Responsibility to Provide a Safe and Productive Workplace
Employers have a duty to make reasonable efforts to provide a safe workplace. To comply
with this duty, employers should consult OSHA and CDC guidelines. Employers are authorized to
remove employees who pose a direct threat to the health and safety of other workers. In general,
persons with HTV/AIDS do not pose a direct threat to their coworkers. Having HTV/A TPS alone
is not a proper justification for removal. Because of HTV/AIDS and other bloodborne pathogens,
however, employers must be more diligent in providing a safe work environment. The CDC
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guidelines apply, for the most part, to health care, laboratoiy, and food service workplaces. CDC
does not specify safety protocols for general office situations.
Managers and supervisors are responsible also for maintaining a productive workplace.
Therefore, they need to respond to situations that threaten to interfere with the mission of a
workgroup, including declining performance, work disruptions, and rumors about whether coworkers
have HTV/AIDS. Managers and supervisors are responsible for responding to employee concerns
for their health and safety, such as the concern that they may be exposed to HTV. A variety of tools
is available to managers who seek to respond to problems concerning the productivity of an
employee with a serious illness or the employee's coworkers. These tools include information (see
Chapter 6 of this resource guide), counseling referral, and disciplinary action.
232 Employees' Responsibility in a Safe and Productive Workplace
The OPM statement on HTV/AIDS contains guidance on employee responsibility. (See
Chapter 3.) According to OPM, it is the employee's responsibility to provide "sufficient
documentation to allow management to make an informed decision about the extent of the
employee's capabilities if an employee requests an accommodation." If an employee cannot provide
sufficient documentation, the agency may refuse the request for an accommodation, ask for
additional documentation, or provide a review of existing medical examination. To obtain an
accommodation under the Rehabilitation Act, the employee's medical condition must be "sufficiently
disabling." Employees are responsible also for their conduct and for maintaining an acceptable level
of job performance.
In general, employers cannot require employees to take an HTV antibody test without cause,
such as the threat of imminent risk to other employees. In most work situations, there is no
imminent risk of HTV exposure. Federal agencies may not require their employees to take an HTV
test under any circumstance. Should an employer have knowledge of an employee's HIV/AIDS
status, that information cannot be used as a factor in retention or advancement decisions.
OPM's guidance acknowledges that supervisors may encounter situations in which employees
with HTV/AIDS have performance or conduct problems, or in which coworkers disrupt work, refuse
to work, or threaten employees with (or suspected of having) HIV/AIDS. In response to these
performance problems, OPM recommends that managers refer the disruptive individuals to
counseling or informational resources. If problems persist, managers may take remedial or
disciplinary action. If it appears that an employee's behavior poses a health risk to other
employees, then the local Health and Safety Manager should be consulted.
An HIV-positive finding of itself cannot be used as a reason not to hire, retain, or promote
an individual. Employers cannot use the results of a medical examination to refuse to hire, refuse
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paying 102 percent of the health insurance premium. Employees have 60 days to elect continued
coverage after separation or notice that insurance plan enrollment is terminating. TCC applies to
life insurance coverage also.
Persons with HTV/ADDS or other serious illnesses should review their benefits as soon as
possible after diagnosis. They should ask about the availability of care in alternative settings, such
as home or hospice. They should find out if their plans offer case management to coordinate
services from multiple providers. Also, they should determine whether health care plans cover
experimental drugs as treatments. Finally, employees who go on disability retirement (or return
from disability retirement to less than full employment or a short-term period of full time
employment) may be eligible for Medicare or Medicaid. Information on Medicare and Medicaid
is available from any local Social Security office or by calling 1^800-772-1213.
For more information on benefits, see Chapter 5. In particular, see Section 5.1.3,
5.1.5, and 5.3.6 on insurance programs and Temporary Continuation of Coverage.
2 JO2 Leave and Schedule Modification
Supervisors can expect their employees with HIV/AIDS or other disabilities to take time
off from work. EPA will grant leave in the same manner for all medical conditions. EPA
employees benefit from several available Jeave %nd schedule programs, including:
¦ Annual and sick leave,
¦ Advance annual and sick leave,
¦ Absence (leave) without pay (LWOP),
¦ Compressed Workweek (not available in all Assistant Administratorships), and
¦ Flexitime (modified pay period schedule).
Employees may also be eligible to participate in the Agency's leave transfer and bank
programs to care for themselves or a "family member." Family member for the purposes of these
programs are defined in 5 CFR 630.902 as the following relatives of the employee:
a) Spouse, and parents thereof;
b) Children, including adopted children, and spouses thereof;
c) Parents;
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d) Brothers and sisters, and spouses thereof; and
e) Any individual related by blood or affinity whose dose association with the employee
is the equivalent of a family relationship.
Chapter 5 provides an introduction to the policies and procedures concerning these leave and
schedule modification programs.
Employees may not need to provide medical information for a supervisor to improve short
periods of annual or sick leave, or leave without pay. However, if the leave period exceeds three
consecutive days, supervisors may request some medical or other health related disclosure.
Likewise, if requests for leave become regular (e.g., to accommodate a treatment schedule) some
medical information can be required of the employee. Enough information must be provided to
educate the supervisor's decision. Disclosure of the nature of the need for absence may not be
needed (e.g., diagnosis). It may be sufficient to get a caregiver's note that time off from work or
a schedule adjustment is needed to accommodate a prescribed course of treatment or recuperation.
With respect to leave or schedule changes, medical information may need to be disclosed beyond
the employee's first or second line supervisors.
Even if an employee is absent for work for an extended period of time, his or her job rights
are protected. Employees are ensured of a position at their current grade. If management elects
to put a new person in the absent employee's position, then another position at the same grade with
comparable work must be found for the employee when he or she returns to work, at the
2.10 J Disability Retirement
The Department of Justice's training guide "AIDS in the Workplace: The Manager's Role
and Responsibility" contains the following passage on disability retirement.
Disability retirement should be considered once there is evidence that an employee's
medical condition is such that he or she can no longer perform the duties of his or
her position, and only after all reasonable attempts have been made to keep the
employee in a productive capacity .... Because the guaranteed minimum pay under
disability retirement is usually not enough to provide for a normal standard of living,
employees will probably avoid applying for disability until no other choice is
available. However, once an employee's sick and annual leave have been exhausted,
and the employee faces the prospect of a greatly reduced workweek or extended
leave without pay, or the illness has reached a stage where the employee can no
longer perform the duties of his or her position, disability retirement may be the
only answer because it gives the employee a steady source of income.
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The decision to apply for disability retirement is entirely up to the employee. Employees'
reasons for applying for disability may vary. For example, an employee may be too ill or disabled
to work, may want to quit work to pursue other interests or may want to eliminate work-related
stress from his or her life. Even if an employee appears to be too ill or disabled to work, a
supervisor cannot force the employee to apply for disability retirement. There are different rules
for disability retirement depending on the employee's retirement system. The Civil Service
Retirement System (CSRS) and the Federal Employee Retirement System (FERS) operate under
different rules and procedures.
Chapter 5 of this resource provides guidance on applying for CSRS and FERS disability
retirement, as well as designated beneficiaries under either system. Also, Chapter 5
includes guidance on applying for Social Security disability income.
2.11 Employee Reactions to HIV/AIDS
2.11.1 Concerns of the Employee with HIV/AIDS
There are broad psychosocial and emotional implications of HIV diagnosis and illness. The
emotional response to being diagnosed as having HTV will vary across individuals, time, and health
status. People with HIV/AIDS may experience periods marked by anger, depression, frustration,
and exhaustion, as well as hope, optimism, equanimity, and acceptance. Individuals who are coping
"successfully" with their diagnosis may find themselves at a later point combatting depression. Fear
and feelings of loss also are natural responses to living with HTV/AIDS. It is normal for persons
with HTV/AIDS to be sensitive to changes in their health status, such as fluctuations in weight,
appetite, respiratory capacity, energy level, and blood test results. Positive changes (such as weight
gain or a positive response to a new treatment) may be the source of joy while other changes,
particularly those which signal a gradual loss of independence (such as memory or vision loss), may
be mourned.
Typically, life-threatening conditions such as HTV/AIDS also bring about changes in
relationships with others. Diagnosis of HTV/AIDS brings some people closer to their families and
friends; others find that their relationships become increasingly estranged. Many people with
HTV/AIDS find themselves facing the deaths of friends with HTV/AIDS as they contemplate their
own life and mortality.
It is important to many people with HTV/AIDS that they retain a sense of themselves as
important and productive members of their families, friendship networks, and workplaces. While
managers and supervisors are limited in their ability to support an employee with HTV/AIDS with
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some of the more personal aspects of HIV/AIDS, they can and should address those issues that
jiffprt the workplace. The most obvious and straightforward way in which supervisors and managers
can help an employee cope with HTV/AIDS simply is to be a good manager (e.g., respond to
requests far reasonable accommodations, sign and process paperwork in a timely fashion, meet and
enforce confidentiality requirements, etc.). Senior managers can provide an element of authority
by communicating policies of antidiscrimination. As discussed in the following section, supervisors
and managers should also take steps to deal with coworker concerns.
It is not possible to address the full range of emotional issues related to HIV/AIDS in
this resource. Managers and supervisors who are concerned about HIV/AIDS'
emotional impact on their employees can seek guidance from any of several texts
identified in Section 6.2 (Kubler-Rass, MarteUi, Nuland, O'Brien, Pohl and Kay).
2.113. Addressing Coworker Concerns
Education is the most effective means of addressing coworker concerns and fear in the
workplace. A comprehensive HTV/AIDS education program not only increases the likelihood of
a caring response to news that a coworker has HTV/AIDS but also alleviates many employee
anxieties. Ideally, a training program should be implemented before a workgroup is known lo
include someone with HTV, and should involve every employee.
Educational programs must address coworker behavior and attitudes towards working with
persons who are infected with HTV - not just increase employees' knowledge of HTV/AIDS.
Employees may know intellectually that HTV cannot be transmitted by sharing a coffee mug.
However, this knowledge may be discarded in favor of "being on the safe side" once a coworker has
disclosed he or she has HTV/AIDS. This can result in situations where clean office mugs are rinsed
before using, or people begin to use personal mugs that they keep at their desk. To preclude these
subtle forms of discrimination, the Office of National AIDS Policy recommends that education
programs strive to make participants fed more comfortable, more supportive, and less judgmental
and fearful of employees who are chronically ill, including those living or perceived to be living with
HIV/AIDS.
Managers and supervisors should expect coworkers of persons with HTV/AIDS to be
affected, and to exhibit a variety of responses. Witnessing the changes in health of their colleagues
may trigger feelings of anger, anxiety, and sadness, thoughts of their own vulnerability and mortality,
or memories of other losses. The grief process may begin - not with the death of a colleague -
but with indications of a colleague's declining health. Coworkers may require their own
accommodations, such as time off from work or a sympathetic ear, to deal with some of these
emotional issues.
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Although the experience of working with someone with HIV/AIDS or any other life-
threatening condition may be saddening, it also creates opportunities for ongoing education, social
support, and contributions to the community. Employers can organize blood drives to support blood
banks and demonstrate the safety of blood donations. Having an employee or coworker with
HTV/AIDS creates the opportunity to reiterate basic information on HTV/AIDS, and reinforce
policies on how persons with a serious illness must be treated. Employees should be encouraged
to offer the same kinds of support to the individual who has disclosed his or her HTV/AIDS status
(and his or her family and friends) that would be extended to anyone else with a life-threatening
condition. This support could be expressed in a number of ways, including invitations to lunch or
coffee, and offers to run simple errands. Hospitalized or homebound coworkers can be kept abreast
of office news and events through regular phone calls or notes.
Managers and supervisors also should recognize that employees may have friends, significant
others, or family members who are infected with HIV. Support should be extended also to these
individuals. If an employee seems to be having difficulty in dealing with feelings of grief and loss,
it is not inappropriate to provide him or her with information about counseling that may be
available to the employee through an outside organization such as Parents, Families and Friends
of Lesbians and Gays (P-FLAG), or the employee assistance program in headquarters (EGAP) or
in the employee's field office.
Ideally, all coworkers will be a source of support for each other. However some coworkers
may be a source of tension, conflict, confusion, or fear. Even well-intended coworkers can create
problems by being too inquisitive of employees who wish to preserve their privacy. Some employees
may believe that they have a right to know if a co-worker is HIV positive, citing concerns of
workplace safety. Regardless of the circumstance, disclosure of one's health or medical status is a
decision that belongs solely to the person with HTV/AIDS. Managers and supervisors can prevent
problems by clearly articulating and reiterating and enforcing the Agency policy on disclosure,
privacy, and confidentiality.
In addition, coworkers may have a variety of other concerns: Some coworkers may worry
about inadvertently passing common infections on to employees with HTV/AIDS. Some may fear
becoming infected with HIV themselves. Some may be concerned about how a colleague's absences
will affect their workload. Coworkers also may be uncomfortable with the possibility that someone
they work with may be gay or has injected drugs. These concerns may prompt some employees to
request the removal of a coworker with HTV/AIDS from the workgroup. Others may request that
they themselves be Transferred to avoid contact with the person with HIV/AIDS. Supervisors can
keep employees focused on the mission of the work unit by demonstrating an understanding of their
concerns, while at the same time emphasizing that employees are not at risk of HTV infection from
normal contact in the workplace or sharing the same workspace with a person with HTV/AIDS.
In order to maintain a productive workplace, managers must ensure that persons with and without
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HIV/AIDS continue to work together. Managers and supervisors should make it clear that
discomfort alone is not sufficient justification for arranging an employee transfer. Supervisors and
managers should be prepared to enforce workplace policies through disciplinary action if necessary.
Again, the best approach is to educate employees about HTV/AIDS before it becomes known that
a workgroup includes a person with HTV/AIDS.
Supervisors should address coworker concerns, provide referrals to educational resources,
and seek an end to disruptive or unfair behavior before it becomes discriminatory behavior or
harassment. Workplace discrimination may take many forms, including but not limited to:
¦ Negative comments about a person with (or suspected of having) HTV/AIDS;
¦ Giving someone an undeservedly low performance rating; and
¦ Failing to recommend a person for a commendation, raise, or promotion.
Other actions which tend to isolate the employee with HTV/AIDS and disrupt work may be
more subtle, such as:
a Excluding persons from meetings;
a Failing to include persons from informal activities, such as lunch;
¦ Refusing to attend meetings; and
¦ Failing to share work equipment with or handle the paperwork of persons with
MV/AIDS.
Stigmatizing, isolating, and disruptive behavior dearly are unacceptable. However, managers
and supervisors must be alert to any such behavior within their work groups. Such behavior could
be considered discriminatory or disruptive. If they become aware of any such actions, managers and
supervisors should intervene as soon as possible. The best and most straightforward measure all
managers and supervisors can take toward nurturing a supportive environment for their employees
is also the most simple; managers and supervisors should model exemplar behavior in their
treatment of all employees, including those with HTV/AIDS and other life-threatening conditions.
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2.12 Final Note
This chapter was intended as an overview to HTV/AIDS issues in the Federal workplace.
Additional guidance on responding to HIV/AIDS related situations is provided in Chapter A
(answers to commonly asked questions) and Chapter 5 (guidance on EPA benefits,
accommodations, and disability policies and procedures). Also, references to outside information
resources are provided in Chapters 6 and 7.
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3. POLICY STATEMENTS ON fflV/ATOS IN THE WORKPLACE
¦ White House Memorandum
¦ OPM Federal Personnel Manual Letter
¦ EPA Polity
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White House Memorandum
THE WHITE HOUSE
WASH IN CT ON
September 30# 1993
kekoranduk for tee herds of executive departments and agencies
SUBJECT: AIDS at RorJC
Baiting the spread of HIV/AIDS and caring for those already
touched by the disease is our common responsibility. Sadly,
if you do not know someone vith HIV/AIDS, you soon will. Every
17 minutes an American dies of AIDS; one of tvtry five Americans
knows someone vfao has died of AIDS; over one Billion Americens
are already infected vith HIV.
HIV/AIDS affects everyone in this Nation. Preventing the
spread of HTV/azds and its associated toman and economic costs
is crucial to the success of health care reform. Likevise,
enlightened, nondiscriminatory vorJcplace policies are essential
to both our efforts at reinventing government and at lowering
health costs. This Administration and this Nation must do all
vithin our power to prevent discrimination against those
infected vith HIV. x aa committed to facing the difficult
issues raised by HTV/AIDS.
nils is an Admi nistration of action and leadership by example.
Today's cabinet meeting discussion of HIV/AIDS is the beginning.
All of you are asked to develop and fully implement comprehen-
sive HTV/AIDS workplace policies and employee education and
prevention progress by world AIDS Day, 1994, beginning vith
your Senior Staff.
To begin this process:
* Each Cabinet Secretary shall designate a feember of his/her
Senior Staff to implement ongoing HIV/AIDS education and
prevention programs and to develop nondiscriminatory
workplace policies for -employee* with HIV/AIDS.
* These designees, with the Office of the National AIDS
Policy Coordinator (ONAPC), shall form a working group to
implement this directive.
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White House Memorandum (continued)
2
* The Office of Personnel Management (OPM) shall review its
current EHV/AIDS workplace guidelines and assict in the
development of workplace policies in the departments and
agencies, as directed fey OHAFC. OPH should pay particular
attention to ensuring that the administrative burden an the
departments and agencies is ainiaisad.
* The National AIDS Policy coordinator shall report to ae
quarterly on the progress of each department and agency,
beginning January 1, 1994.
* The White Bouse Staff and the Staff of the executive
office of the President (SOP) vill participate in HTV/AIDS
education and prevention training prior to World AIDS Day,
December l, 1993.
HIV/AIDS is the health crisis of this century; it cannot be
allowed to extend into the next. Only through education and
prevention can we stop its spread, only through aggressive
and coordinated efforts at medical research can we find a cure.
Join ae on World AIDS Day, 1993, to remember the hundreds of
thousands at American dead and the Billions of Americans
infected or suffering because of this disease; help ae to
vividly deaonstrate this Administration's coaaitaent to end
the HIV/AIDS epideaic.
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Managing HIV/AIDS in the Workplace
A Resource for EPA Manager* and Supervisor*
September 15,19M
OPM Federal Personnel Manual Letter
OFFICE OF PERSONNEL MANAGEMENT
WA3HM0TOH cc imis
One* ot tf» Dnaor
March 21, 198B
MEMORANDUM FOR BEADS 07 DSPARTHE AGENCIES
FROM:
CONSTANCE HORNER
DIRECTOR
SUBJECT:
AIDS in the Workplace
The workplace has not escaped the realities of the AIDS
epidemic -- fears, confusion, loss of friends and co-worker6
and the possibility of discrimination, however unintended.
The Federal government, as an enlightened and compassionate
employer concerned with the health and welfare of its employees,
has an obligation to show the way in addressing these realities
in a positive, nan-discriuinatory fashion.
Today, I am asking you to join with me in implementing a
government-wide policy supportive of the President's AIDS
awareness* and prevention efforts. He have a two-fold
responsibility with respect to AIDS in the workplace. First,
to provide timely and useful information to employees
about AIDS; and second, to handle personnel situations properly
where AIDS is a factor. Educating employees about AIDS and
fostering a climate of open coramurncations will contribute to
their own health and well-being a£ well as their understanding
of this killer disease's impact on its victims. Effectively
handling AlDS-related personnel matters will help prevent
disputes, Lose of productivity and unfair treatment of affecLed
employees.
With these goals in mind the Office of Personnel Management
(OPM] has issued the attached policy guidance on "AIDS in the
Workplace." The notorial offers information and advice on
effective AIDS education programs and provides guidance on
applying Federal personnel policy to various workplace situ-
ations which involve AIDS.
I urge you to develop an agency policy and program consistent
with this guidance to increase the awareness, understanding
and effectiveness of your managers, supervisors and employees
in dealing with AIDS. OPM will provide information, training
and guidance to help in this effort.
Thank you for your support in establishing effective AIDS
education programs and personnel policies.
Attachment
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Managing HIV/AIDS in the Workplace
A Resource lor EPA Managers and Supervisors
SeptemM? IS, 1904
OPM Federal Personnel Manual Letter (continued)
Oflice of Penonnel Management
fPM Bulletin 7)2-42
Federal Personnel Manual System
FPM Bulletin
Bullfi:n S(. 792-42
Washington, D C 20415
March 24, 1986
ACQUIRED BMfNE DOIClP^Cr SfNOHOHS t*IDS) W JW£ HmtlKE
Heabi oi Department and Independent Establishments
J. Zn support of the Aiteii lustration's AIDS awareness initiatives, on encourages agencies
to provide educational information to nderal employees to increase their understanding of
AIDS and to facilitate the proper handling of personnel situations where AIDS is a factor.
2. Increased awareness and understanding of AIDS will help allay unfounded fears and
facilitate eensible approaches to AiDS-related issues which arise in the workplace. Further,
a policy of open coneunication which provides AIDS information to eoplopees will help them
Maintain their awn health and well-being.
3. The attaetnent to this bulletin is intended to assist agencies in their edicational
efforts and to provide information and guidance to managers, supervisors, and eeployees
concerning UDS-reiated workplace issues. Tne material in the aetactaent tas developed
with the assistance of the Office of the AIDS coordinator of the Public Health Service.
4- cm intends to establish a clearinghouse for KIDS policy atatments and associated
TUdance in the Federal sector, lb assist in this effort, we ask that agencies send copies
of their policies to:
diet, Bnployee Relations Division
Office of Drployee and Labor Relations
U.S. Office of Personnel Management
1900 E Street, N.M., Room 7635
Washington, D.C. 20415
Constance Horner
Director
tttldlRllt
Inquiries office or cirpl^ee and Labor Relations, Personnel Systems and Oversitfit CrouD,
Co(Jt. (202/mi 653-6551
792, Federal Efloloyees Health and Counseling Programs
Piitrto-Jtion Basic fpm
Basic FPM
Bulletin Eiporv
April 20, 1969
ewwMiw
Ml
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Managing HIV/AIDS In ihe Workplace
A Resource for EPA Managers and Supervisors
Scpttmbw 16,1994
OPM Federal Personnel Manual Letter (continued)
Atuetnent to Fir Eulletir
ACMIBB) ItWHE DETICIEWCY SWEftOE IMPS} IN THF W»KPUCE
GUIDELINES TOR AIDS lHFOWwntN AND EDUCATION
AND FOR PERSONNEL HMKGBUNT ISSUES
Office of Personnel wnageraen:
Office of Enployee and Labor Relation*
March 1986
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A Resource for EPA Managers and Supervisors
September 15,1994
OPM Federal Personnel Manual Letter (continued)
Attachment to FPU Bulletin 792-42 (1)
AIDS IN THE WORKPLACE
Introduction
Tins information and euidance Is desianed to assist Federal agencies in establishing effective
AIDS education programs and In fairly and effectively handling AIBS-related personnel situations
in the workplace. in this ^jidBnce, the tern AIDS is used to refer either to the general AIDS
phenownon or to clinically diagnosed AIDS as a medical condition. HIV Ihuaan unmodeficiencv
virus) is used when the discussion is referring to the range of «edieal conditions which HIV-
infected persons might have (i.e., iwunological and/or neurological impairment in early HIV
infection to clinically diagnosed AIDS).
General Policy
Guidelines issued by the Public Health Service's Centers for Disease oontrol (CDC) dealing with
AIDS in the workplace state that the kind of nonsexual pecson-to-person contact that generally
occurs amona workers and clients or consumers in the terkplace does not pose a risk for trans-
mission of Iaids)-" Therefore, HIV-infected employees should be allowed to continue working as
long as they are able to tamtam acceptable performance and do not pose a safety or health
threat to themselves or others in the workplace. If performance or safety problems arise,
agencies are encouraged to address them By applying existing Federal and agency personnel
policies and practices. (See also paragraph I on page 5 which discusses the Public Health
Service's guidelines for health-care workers.)
HIV infection can result in medical conditions which inpair the enployee's health and ability to
perform safely and effectively. In these cases, agencies should treat HIV-infected employees in
the sane Banner as employees who suffer from other serious illnesses. This means, for exasple,
that enployees nay be granted sick leave or leave without pay when they are incapable of
performing their duties or when they have medical appointments, in this regard, agencies are
encouraged to consider acconnodation of esployees' AI US-related conditions in the sane miner as
they would other medical conditions which warrant such consideration.
Also, there is no medical basis for enplqyees refusing to work with such fellow eaployees or
agency clients who are HIV-infected. Nevertheless, the concerns of these oployees should be
taken seriously and should be addressed with appropriate information and counseling. In
addition, enplcyees, such as health care personnel, who may cone into direct contact with the
body fluids of persons having the AIDS virus, should be provided appropriate inforiution and
equipment to minimize the risks of such contact. (See also paragraph I pn page 5.)
OPM encourages agencies to consider the following guidelines when establishing AIDS education
programs and in carrying out their personnel management responsibilities.
1. AIDS INFORMATION AMD EDUCATION PB0QW6
There ore several lnoortant considerations in establishing effective AIDS information and
education programs. The following guidance is intended to help agencies develop methods for
establishing successful programs.
Timing and^ Scope of AIDS Information and Education Efforts
AIDS information and edication programs are most effective if they begin before a problem
situation arises relative to AIDS and employee concerns. Experience in the private sector has
demonstrated that enployees' level of receptivity to accurate information will be higher when
management has a policy of open comnunications and when educational efforts are initiated
before a problem situation occurs. Education and information should be of an ongoing nature.
This approach will reassure esployees of management's commitment to open ccmunications and
employees will receive uodated information about AIDS. By providing AIDS information to all
employees, agencies will enhance enployees' understanding about the nature and transmission
of disease.
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A Resource for EPA Managers and Supervisors
September 15,1904
OPM Federal Personnel Manual Letter (continued)
Attachment to FW Bulletin 792-42 (2)
B. Educational Vehicles
Education and infenmticr efforts nay be earned out ir. a variety of ways. Agency news
bulletins, personnel mMgcnent directives, meetings with employees, expert speakers and
counselors, question and answer sessions, flint and video-tapes, oqplcyee newsletters,
union publications, factsheets, posphleu, and brochures are likely to be effective wans
of providing information to employees about AIDS.
C. BiPlQMee Assistance Troorare
rot employees who have personal concerns about AIBS, agency esplcyee assistance programs
(CAPs) can be an excellent source of information and counseling, and' can provide referrals,
as racuested, to conwnity testing, treatment, and other resources. CAPS can also provide
counseling to eoployecs who have apprehensions regarding the ccmmicablilty of the disease
or other related concerns. Because eaps are in a unique position to offer information and
assistance, agencies are encouraged to establish AIDS Information, counseling, and referral
capabilities in their EAPs and to Bake eroloyees and supervisors aware of available services.
In addition, EAPs can be a good source of aanagerlal/supervisary training on AIDS in the work-
place. As with other services provided by the EAF, strict adherence to applicable privacy and
confidentiality requirements fust be observed when advising enplcyees with AIBS-related concerns.
In addition to services provided ty the ZAP, the agency's occupational health program, health
unit, or medical staff should be prepared to assist eaployees seeking Intonation and counseling
on AICS.
0. Training and outdance for Hanaoers and Supervisors
Supervisors and managers should be prepared to deal with enployee concerns and other issues
related to AIDS in the workplace. Agencies should consider, therefore, conducting ongoing
training and education programs on AIDS for their onagers and supervisors an the medical and
personnel management dimensions of AIDS. Ibese programs can be used to educate onagers am)
supervisors cn'the latest research on AIDS in the workplace, to provide advice on how to
recognize and handle situations which arise In their oraanizatlons, and to convey the
lnportance of maintaining the confidentiality of any medical and other information about
employees' health status. In addition, managers and supervisors should be given a point of
contact within the agency where they can call to obtain further information or to discuss
situations which arise in their work units. Agencies should attempt to initiate training and
guidance activities before problems occur.
E. Sources of Information and Educational Materials
A great deal of information about AIDS is available to Federal agencies. OPM encourages
agencies to explore various sources of information and to keep abreast of the latest research
on AIDS in the workplace, the U.S. Public Health Service 4FHS) has developed a great deal of
material on the medical and other asoects of AIDS, information about AIDS can be obtained
requesting it fran MS offices or from the AIDS Clearinghouse (America Responds to AIDS,
P.O. Box 6003, Rockville, Mryland 20850; telephone (800) 342-7514). PHS offices are located
throughout the country and can be contacted for information relating to AIDS. (See section
III for a listing of PHS regional office locations.) in addition, the American Red cross has
developed an extensive assortment of educational materials on AIDS, information about the
materials available through PHS and other sources is contained in section III.
II. PPSONHS. WWCEHSOT ISSUES AND CONSIDERATIONS
ttien AIDS becomes a matter of concern in the workplace, a variety of personnel issues nay arise.
Basically, these issues should oe addressed within the framework of existing procedures, guid-
ance, statutes, case law, and reflation. Following is a brief discussion of AIDS-related
issues which could arise in various personnel management areas, along with some basic guidance
on hew to approach and resolve sucn issues. Agencies are cautioned that, as with any complex
pe-tonne1 management ratter, the resolution of a specific problem Bust be based on a thorough
assessment of that problem and tiou it is affected by contemporary inforiMtion and guidance
abait AIDS, current law and regulation bearing on the involved issue, and the agency's own
policies arU needs.
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A Resource tor EPA Managers and Supervisors
Saptambf 15,199*
OPM Federal Personnel Manual Letter (continued)
At taut went to FW Bulletin "792—42 (3)
A. mir.'rwees' 'h^trv to work
. . BV develop a variety of swlieal conditions. Ttitse eondltiais can
ianoTall t^e w»y iron imaunological and/or neurological lirpairment in early stages of HIV
irtHtien to clinically diagnosed AIDS. At acne point, a concern may arise «*«»« such an
mvw his or herledical condition, can perform the duties of the position in a.aafe
and reliable mnner. ttus concern will typically ariae at a point when the HIV-infected
enoleyee suffers health probleee which affect his or her ability to report tor Aity or perform.
Also, in some situations the concern ny stem from the results of a nedical examination required
by the enpleyee's position. Under OW's regulations in 5 C.r.R. Bart 339, Medical tetena nation
Related to rnployability, it is primarily the enployee's responsibility to produce »?leal
documentation reaarding the extent to which a Medical condition is affecting availability for
duty or job performance. However, when the enploywe does not produce sufficient docuaentation
to allot agency sanagement to Make an informed decision about the extent of the eeployee's
capabilities, the ageney ny offer, and in some eases order, the eaployee to undergo a medical
examination. Accurate and timely nedical information will allcv the agency to consider altern-
atives to keeping the enployee in his or her position If there are aerious questions about safe
and reliable performnoe. It will also help determine whether the HIV-infected employee's
medical condition is sufficiently disabling to entitle the employee to be considered for
reasonable accumulation under the Rehabilitation Act of 1973 (29 U.S.C. { 794).
B. Privacy and Confidentiality
Because of the nature of the disease, HIV-infected enployees will have understandable concerns
over confidentiality and privacy in connection with medical docunentatlon and other information
relating to their condition. Agencies should be aware that any nedical documentation submitted
to an agency for the purposes of an esployment decision and made part of the file pertaining to
that decision Becomes a "record" covered by the Privacy Act. The Privacy Act generally forbids
agencies to disclose a record which the Act covers without the consent of the subject of the
record. However, these records are available to agency officials who have a need to know the
information for an appropriate management purpose. Officials who have access to such informa-
tion are required to maintain the confidentiality of that information. In addition, supervisors,
managers, and otners included in making and implementing personnel management decisions involving
employees with AIDS should strictly observe applicable privacy and confidentiality requirements.
C. Leave Admnistration
HIV-infected employees my request sick or annual leave or leave without pay to pursue medical
care or to recuperate from the ill effects of his or her nedical condition. In these situations
the agency should soke its determination on whether to grant leave in the im manner as it
would for other enployees with medical conditions.
D. Changes in work Assignment
Agencies considering changes such as job restructuring, detail, reassignment, or flexible
schedjling for HIV-infected employees should do so in the sane manner as they would for other
eroloyees whose nedical conditions affect the employee's ability to perform in a safe and
reliable manner. In considering changes in »crk assignments, agencies should observe
establisied policies governing qualification requirements, internal placoaent, and other
staffing requirements.
E. Diployee Conduct
There ney be situations where fella* employees express reluctance or threaten refusal to work
witn HIV-infected employees. such reluctance is often based on misinformation or lack of
information abait the transnission of HIV. TTiere is, however, no known risk of transmission of
Hiv through normal wsrkplace contacts, according to leading medical research. Nevertheless,
OW recognizes that the presence of sucti fears, If unaddressed in an appropriate and timely
ms-we:, be disruptive to an organization. Usually an agency will be able to deal effectively
wit-, sucr. Situations thrajgh information, counseling, and other means. However, in situations
where such neasures do not solve the problem and where management determines that an employee's
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Managing HIV/AIOS In the Workplace
A Resource for EPA Managers and Supervisors
September 15, IBM
OPM Federal Personnel Manual Letter (continued)
jl:isomer, to TPH Bulletin 792-41 H)
tr.rw: Bt refusal is won with art BXV-iriested ¦?!»« is- tmeiiig 01 ii»ru*ira
the crcwuiatiBJi's ku, i: should consider apfrope lite corrective e: disciplinary action
aoainst the threatenina or disruptive enployeefsJ. In ocner situations, tamgetrcnt nay tie taces
wlti an HIV-infected enployee who is having performance or conduct problems. Management shojld
deal wit1-, these problere through appropriate counseling, remedial, and, if necessary, discipli-
nary wasures. In pursuing appropriate action in these situations, Manage mi it should be sensitive
to the possible contribution of anxiety over the illness to work behavior and to the requirements
of existing federal and agency personnel pottcrar. incitating any obligations cfee agency may hove to
consider reasonable accomodation of the HIV-infected eeployee.
F. Insurance
HIV-infected teplcyees can continue their oowraaes under the f9deral tuployees Health Benefits
(FOB) Proa rem and/or the Federal Employees' croup Life insurance (n&LI) Program in the saae
miner as other enplcyees. Ihelr continued participation in either or both of these programs
would not be jeopardized solely because of their sedical condition. The health benefits plans
cannot exclude cover**? for Medically necessary health care services based on an individual's
health status or a pre-existing condition, siailariy, the death benefits peyable under the
FEGLI Program are not cancelable solely because of the individual's current health status.
Hcwever, ar£ enployee who is in a leave-wlthout-pey (MOP) status for 12 continuous worths
faces the statutory loss of rCBB and nCLI coverage but has the privilege of conversion to a
private policy without having to undergo a physical examination, tnployees who are Seeking to
cancel previous Oeclin&tlans and/or obtain adtfl ritual levels of ftGLJ coverage nist prove to
the satisfaction of the Office of federal b^loyees croup Life insurance that they are in
reasonably good health. Any enployee exhibiting sysptons of any serious and life-threatening
illness would necessarily be denied the request for additional Coverage.
C. Disability Ketirment
HIV-infected employees my be eligible for disability retirement if their feedical condition
warrants and If they have the requisite ye*rs of federal service to qualify, om considers
applications lot disability retirement frofti employees with MBS in the sagr* Banner as for other
eaployees, focusing or the extent of the employee's incapacitation and ability to perform his or
her assigned duties, om makes every effort to expedite any applications vhere the employee's
illness is in an advanced stage and is lif* threatening.
K. Lflbor-Hanaoment delations
AIDS In f» workplace be sn appropriate area for cooperative lUor-HWiient of the Depart-
rnent o! Labor have initiated a program to ensure compliance with safety and health guidelines
end standards designed to protect health-care workers from blood-borne diseases, Including AIDS.
See Department of Labor/Department of Health and Human services — Joint Advisory Notice:
Protection Aoainst Occupational Exposure to Hepatitis B Virus (HBVI and Human limurwdeficiencv
V..us lb!5? fed. fesg. 4182B (October 3D, »* CK And OSHVHHS guidance is intended
to increase the availability and use of educational information and personal protective equipment
and to mprove workplace practices bearing on the transmission of Mas and other blood-borne
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A Resource lor EPA Managers and Supervisors
September 15, 1994
OPM Federal Personnel Manual Letter (continued)
Attachment to m Bulletin 792-42 (St
diseases. om strongly encoursoes agencies, especially those with enployees occupying health-
care and related positions, to establish health and safety practices consistent with this
guidanoo. Sources are available in OSHA to discuss the published guidelines.
J. Blood Donations
one area of personnel ¦wagewnt which agencies ny overlook when considering AIDS policies and
practiots la e^tloyee blood donations, am joins ttnr American Red oroes In urging agencies to
encourage employees to consider donating blood. Under guidelines established by the American
Red Cross, there is no risk of contracting AIDS from giving blood. However, fears associated
with Alts have contributed to a situation where nany of the nation's blood banks are in short
supply. This situation threatens the health status of the American public.
As part of its effort to e&cate the public so as to overcome these fears, the Aaerican Red
Cross has produced three ptAllcations which address blood donations where AIDS is an issue.
These publications are: "you Ofl't Set AIDS from Giving Blood, But Fear Can Km as Dry," "What
You Hist tno* Before Giving Blood," and "A2SS and the Safety at the Nation's Blood Supply."
These publications are available through your local Red Cross chapter or by contacting the Red
Cross National Headquarters AIDS Public Education Program (by writing to 1730 "D" Street, N.W.,
NUhingtan, D.c. 20006 or By calling (202) 639-1223).
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A Resource for EPA Managers and Supervisors
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EPA Policy
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Managing HIV/AIDS In the Workplace
A Resource lor EPA Managers and Supervisors
September IS, 1M4
4. QUESTIONS MANAGERS ARE LIKELY TO FACE
With one in every 250 Americans living with HTV, the likelihood that you as a manager or
supervisor will be faced with questions or situations concerning HIV/AIDS in the workplace is now
greater than ever. This chapter contains questions commonly asked by managers and other
employees. Read and become familiar with the responses to help prepare yourself when a question
or situation arises. The responses given here are designed to help inform you and your staff; they
do not provide all the detail that may be necessary to answer certain questions. The responses in
this chapter have been cross-referenced with the rest of this resource guide. The references, shown
in parentheses, indicate where further information on each of the topics can be found.
In the event that you are asked a question for which you do not have an answer, do not be
afraid to say, "I don't know, but 1 will work with you to find the correct answer." This may require
some telephoning and legwork on your part. Your efforts should begin with the EPA's Employee
Counseling and Assistance Program (ECAP) (for headquarters staff) or employee assistance
program located in a field office. They will be able to provide you with an answer or refer you to
the appropriate external source. In any case, try to remain involved in the resolution. Your
continued involvement will not only aid the individual, but will also increase your knowledge and
understanding of HIV/AIDS issues.
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Scptwntw 13,19M
4.1 Basic Information on HIV/AIDS
What is the difference between HIV and AIDS?
The Human Immunodeficiency Virus (HTV) and the Acquired Immune Deficiency
Syndrome (AIDS) are closely linked to one another. HIV is a virus that progressively
destroys the body's immune system, a system which normally fights off infections and
diseases. A person can tell if he or she has been infected with HTV through an HTV-
antibody test. A positive HTV antibody test does not mean that a person has AIDS. It may
take years before an HIV positive person exhibits anyadverse physical effects. AIDS is
caused by HTV and represents the last stage in the HTV illness spectrum. Persons with
AIDS have one or more of several particular diseases (sometimes referred to as
"opportunistic infections"), such as severe pneumonia and cancers. At the present time,
AIDS is thought to be fatal.
(For additional information, see Sections 22.1 and 222)
Can HIV or AIDS be treated or cured?
At this time, there is no vaccine or cure for HTV infection or AIDS. Nevertheless, some
therapies have resulted in persons with HTV/AIDS living longer. In addition to obtaining
appropriate pharmaceutical drug treatment, persons with HIV/AIDS should be encouraged
to do all of the things that promote general health maintenance, including meeting
nutritional needs, getting adequate rest, avoiding alcohol, smoking, drugs and stress, and
getting exercise and fresh air. Persons with HTV/AIDS are advised to contact the Project
Inform treatment hotline to obtain information on early diagnosis, immune health
monitoring, and treatment. See the listing in Chapter 6.
(For additional information, see Section 2.6.)
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How is HIV transmitted?
Intimate sexual contact; HIV is most commonly passed through sexual contact via exposure
to infected blood, semen, or vaginal/cervical secretions. The transmission can occur during
vaginal, oral, or anal sex.
Sharing injection equipment: HTV also can be passed when injection equipment (including
needles, syringes, cotton, cooker, or rinse water) is shared during the injection of drugs. In
addition, HTV may be transmitted through sharing equipment used far body piercing,
tattooing, and steroid injection or popping.
Mother to baby: Because the mother and fetus share the mother's blood supply, an unborn
child may be infected in utero or through the birthing process. There are also a few
reported cases in which infected mothers have transmitted HIV through breast milk.
Exposure to contaminated blood products: HIV can be transmitted through the transfusion
of HTV contaminated blood or blood products, the transplant of tissues or organs, or
through insemination with infected semen. All blood donations are now screened to identify
and eliminate HIV contaminated blood before it enters the blood supply. Tissue banks and
sperm banks vary in their procedures, but the Public Health Service has recommended that
organs, tissues, an 6 sperm be tested. Some health care, laboratory, or other workers still
may come into contact with blood samples drawn from persons with HTV.
(For additional information, see Section 23.)
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Soptambar 15,10M
4.2 HIV/AIDS Transmission In the Workplace
Can HIV be transmitted at work?
There is no known risk of HTV infection through routine workplace activities. HIV is not
spread through casual contact. It is very fragile outside the human body and is killed by
soap and water, bleach, or direct sunlight Therefore, HTV cannot be passed through the
air by sneezing, breathing, crying, or coughing. Touching or shaking hands does not spread
HTV. Interactions that take place in a typical work environment, such as sharing telephones,
computers, office supplies, car pools, or the same air space do not transmit the virus.
Universal precautions should be followed in the event of rare occurrences such as medical
emergencies, or accidents involving blood or body fluid spills.
(For additional information, see Sections Z3, 2.4, and ZdJ
Is it important to know if there are any HIV positive persons in the work group in anticipation of a
blood spi!i at work?
No. In the case of a blood spill, you should always assume that there is the presence of a
bloodborne pathogen (such as HIV or hepatitis B) and take universal precautions.
(For additional information, see Sections 2.4 and 2.8.)
Can I get infected with HIV from donating blood or participating in the blood drives at work?
No. According to the Red Cross, there is virtually no risk of HTV infection in donating
blood in the United States. During the donation, blood is drawn with a sterile, throw-away
needle that is used only once. Nothing enters the donor's body that can do any harm.
There is no opportunity for HIV to enter the donor's bloodstream when donating blood.
(For additional information, see Section Z3.)
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How can I protect myself against HIV infection at work?
HIV infection is preventable. HIV is not easily spread in most work situations, especially
an office setting. Risk of exposure outside the workplace is more likely. Nonetheless, when
an employee encounters a blood spill or emergency involving a loss of blood, he or she
should contact the closest Health Unit or Health and Safety Division, or call 911 or other
emergency service. Specialty trained persons should handle spills. ]n general, a set of
universal precautions for the workplace has been developed:
¦ Do not engage in sex or injection drug use in the workplace.
¦ If resuscitation of a person is required, use resuscitation bags and pocket masks
for afl mouth-to-mouth resuscitation.
¦ In the event of blood or body fluid spills, isolate the spill area, use one-time use
latex gloves, sponge up the surface, disinfect area with a mild disinfectant,
germicide, or bleach and water solution, and safely dispose of waste.
¦ Use extreme caution when handling sharp objects (e.g_, glass, metal) and dispose
of carefully. Medical sharps (e.g., syringes, lancets) should be disposed of in
pundure-proal hard plastic containers that can'i be seen through, or metal
containers with lids reinforced with tape.
(For additional information, see Sections 14 and 2.6.)
Since the transmission of HIV in the workplace is unlikely, why do I as a manager/supervisor need to
be concerned?
The CDC currently estimates that over 1 million Americans are infected with HTV. This
means that 1 in every 250 Americans is living with HTV. Additionally, in 1992, the CDC
reported that over two-thirds of large workplaces (more than 2^00 employers) already have
employees with HTV infection or AIDS. The rate of HTV infection is increasing, and so the
likelihood that you will have an employee with HTV/AIDS is growing. Courts consider
persons who are HIV-positive and have AIDS to be covered by discrimination laws.
Therefore, as a manager, you need to be aware of the human, legal, and financial issues
associated with HTV/AIDS to help you maintain the rights of your employees and avoid
discriminating against them. Managers and supervisors also are responsible for maintaining
a safe and productive workplace for their employees.
(For additional information, see Sections 27 and 2.9.)
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Managing HIV/AIDS In the Workplace
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September 15,1M4
4J HIY-Antlbody Testing and Counseling
What is the HTV-antibody test?
There are two separate tests for detecting HIV antibodies (ELJSA and Western blot).
When used together, they are correct more than 99.9 percent of the time. When a person
becomes infected with HIV, his or her body makes substances called antibodies. These HTV
antibodies usually show up in the blood within 3 months after infection, and almost all
people who are infected will show antibodies in their blood within 6 months. If a person's
HTV antibody test is negative, it means no antibodies were found and the person is probably
not infected with HIV. If an ELISA test is positive, the results are typically confirmed with
the more sensitive antibody test, the Western blot Because of the window period, however,
if a person engages in risky behavior less than 6 months before taking an antibody test, he
or she needs to be tested again later.
(For additional information, see Sections 2.5.1 and ZZ2.)
Who should be tested?
The Centers for Disease Control and Prevention recommends that a person should consider
getting tested if he or she can answer "yes" to any of the following questions:
¦ Have you ever had unprotected sex (anal, vaginal, or oral) with a man or woman who:
you know was infected with HIV?
injects or has injected drugs?
shared injection equipment with someone who was infected?
had sex with someone who shared injection equipment?
had multiple sex partners?
you normally wouldn't have sex with?
¦ Have you ever used injection equipment that was used by anyone before you?
¦ Have you ever given or received sex for drugs or money?
¦ Did you or any of your sex partners:
receive treatment for hemophilia between 1978 through 1985?
have a blood transfusion or organ transplant between 1978 through 1985?
(For additional information, see Section 25.3.)
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Where ami go to get HIV antibody testing and counseling?
The availability of counseling and testing varies by area. Testing may be available through
HTV-antibody testing centers, community health clinics, sexually transmissible disease clinic,
hospital clinics, and doctors' offices. Individuals who have difficulty identifying a testing site
should contact the local public health department, AIDS service organization. Red Cross
chapter, or their doctor. People can also call the National HTV/AIDS Hotline (800/342-
AIDS) to get information on testing sites in their area.
Counseling is important for anyone who takes the test. The test should be done through
a testing site with qualified health professionals that provide pre-test and post-test
counseling services. These professionals should be familiar with the test and should provide
information on HTV and the meaning of test results before administering the test.
(For additional information, see Section 25.4.)
Can I require that an applicant or employee be tested for HIV antibodies?
No. Employee or applicant testing, whether voluntary or mandatory, is not part of EPA's
HTV'/AIDS policy for three reasons: (1) HTV/AIDS is not considered a health hazard in
the ordinary workplace; (2) a positive (or negative) test result of itself is not a proper basis
for personnel action; and (3) testing employees or applicants for employment could be
viewed as discriminatory under current law.
(For additional information, see Sections 25.3, 26, 27J, 2&2 29.1, and 2.92.)
Can FEHB plans require new employees to undergo HIV antibody tests before enrolling them in its
health insurance plan?
No. FEHB insurance plans do not require medical reports for new employees who decide
to join an ongoing health plan. Medical reports may be required if an employee first
decides not to join the plan, and later changes his or her mind.
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Managing HIV/AIDS in the Workplace
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4A Disclosure or HIV/AIDS Status
What should I do if I suspect one of my staff members has HIV/AIDS?
You should not ask the employee if he or she has HIV/AIDS or even imply it in any way.
Doing so is an invasion of their privacy rights. Employees are not required to tell their
supervisors if they have HIV/AIDS. You can do nothing on behalf of the individual
employee until he or she tells you "I have HTV" or 1 have AIDS," or provides you with
other documentation that he or she has a serious health condition that requires an
accommodation.
(For additional information, see Section 17.)
What should 1 do if an employee asks if a coworker has AIDS?
Regardless of whether or not you know if someone has HIV/AIDS, you must keep all
knowledge of the person's medical information confidential You may not confirm or deny
whether anyone has HIV/AIDS without permission, preferably in writing, from the person
in question. You should respond that you are not permitted to disclose any medical
information about another employee without their consent Also, explain that HIV is not
spread by the type of contact that usually occurs in the workplace, so there is do need to
fear or avoid any staff member who has or is suspected of having HIV/AIDS. Emphasize
that the spreading of rumors will not be tolerated and will be handled as an employee
conduct problem.
(For additional information, see introduction to Section Z and Z8.)
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Managing HIV/AIDS In the Workplace
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What should I do if a staff member tells me that he or she is HIV positive or has AIDS?
First, understand that a staff member with HTV/ATDS may have the followihg concerns, in
addition to the more basic questions about their health:
¦ Will I lose my job?
¦ Will I be forced to quit?
¦ Will I be isolated from my coworkers?
¦ Where do I go from here?
Explain that EPA treats employees with HIV/AIDS the same as any other employee with
a life-threatening illness. Also explain that HTV cannot be transmitted in normal working
situations. As long as the employee feels well enough to work, he or she is welcome and
encouraged to continue working. HIV/AIDS is considered a disability. Under Federal law,
it is illegal to fire people because of their physical or mental disability. In addition, EPA
will not discriminate against the employee in any way. Also, explain that the disclosure will
be kept confidential.
There is no reason to Isolate the person from his or her coworkers. Explain that the
employee's duties will remain the same until he or she can no longer perform them.
Ask the employee if there is anything he or she needs you to do for them in terms of
accommodations. If a request is made that you are unsure about, you may consult with an
employee assistance counselor (ECAP at headquarters) or the Human Resources Office
(EOCC at headquarters). Remember to treat the employee with the understanding and
respect you would give to anyone else who has a life-threatening illness. Moreover, treat
the individual the way you would like to be treated.
(For additional information, see Sections 2.8.2 and ZIJ.)
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What should 1 advise a staff member with HIV/AIDS about disclosing his or her condition?
The ultimate decision is up to the employee. You cannot tell him or her what to do.
Express your support for whatever decision the employee decides to make. Strongly
recommend that the employee consult with a trained counselor in ECAP (for headquarters
staff) or the field office's employee assistance program. They will discuss the advantages
and disadvantages of disclosing to coworkers. Also, remind the employee that at some
point, he or she may have to release medical information to obtain certain benefits or
extensive accommodations. However, this information will be kept confidential and given
only to persons who have a management decision to make that requires medical or other
health-related information.
(For additional information, see Section 2.8.)
4.5 Reasonable Accommodations for Employees with HIV/AIDS
Should people with HIV/AIDS be allowed to continue working?
Yes. Thousands of people who have HIV/AIDS continue to be successfully employed. As
long as people with HIV/AIDS feel well enough to work, they are able to work at no risk
to themselves, coworkers, or the public. This disease can be treated like any other life-
threatening illness, such as cancer or heart disease. Under Federal law, it is illegal to fire
people because of their mental or physical disability. The Agency is also required to make
reasonable accommodations for the disabled individual.
(For additional information, see Section Z7.)
Does the Americans with Disabilities Act (ADA) apply to the Federal workplace?
ADA does not, in its entirety, apply to the Federal government workplace. However, the
Rehabilitation Act of 1973, the Employee Retirement Income Security Act, the Occupational
Safety and Health Act (OSHA), the National Labor Relations Act, the Temporary Continuation
of Coverage Act, and the Privacy Act do apply. Moreover, all of the provisions of the ADA
are covered by the provisions of the Rehabilitation Act.
{For additional information, see Section 2.7.J
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What does the term "reasonable accommodations* mean?
Reasonable accommodations are measures taken by employers to allow people with
disabilities to apply for work, become new employees, or remain at work as long as
reasonably possible. Reasonable accommodations may include, but are not limited to the
following: providing flexible hours, changing from full-time to part-time work status,
allowing employees to work at home (if necessary and practical), job sharing, providing
physical apparatus to help physically handicapped employees, allowing extended absences
and tardiness, and transferring persons to different jobs. Job transfers may be made only
to accommodate a person's disability.
(For additional information, see Sections 2.72 and 52.1.)
What kind of reasonable accommodations should be made for a person with HIV/AIDS?
The type of reasonable accommodations that are available to persons with HIV/AIDS
should be no different than the type and level of accommodations made for any other
person with a life-threatening illness. Decisions about the specific types of accommodations
are made on a case-by-case basis.
(For additional infcmiarion, see Sections 2.72 and 52.2.)
4.6 Concerns of the Employee with HIV/AIDS
What happens if an employee becomes ill from HIV/AIDS and needs time off?
A variety of paid leave options are available. The prioritized list below shows the order in
which different types of leave should be used.
1.
Sick leave
2.
Vacation
3.
Leave bank
4.
Disability
5.
Early retirement
(For additional information, see Sections 110, 5.1.4, 5.1.6, and 5.3.1.)
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Will an employee with HJV/AJDS lose his or her current health or life insurance benefits?
No. Federal employees cannot be terminated from their current health or life insurance
plans due to HTV/AIDS.
(For additional information, see Sections 5.1.2 and 5.IS)
4.7 Coworker Concerns
How should I handle staff members who are fearful or refuse to work with a fellow staff member who
has HIV/AIDS?
Meet with the staff members and explain that HIV is not spread through the air by
sneezing, breathing, crying, coughing, touching, or shaking hands. This means that
interactions that take place in a typical work environment, such as sharing telephones,
computers, pencils, or the same air space does not transmit the virus. If employees are
fearful of accidents involving blood or other body fluids, explain that universal precautions
should be used for protection against many infections or diseases, including HTV. Offer to
make available informative brochures, videos, or a counselor from ECAP (headquarters) or
the field office's employee assistance program to address the concerns raised by the
employee.
Also explain to the individual that when and how employees work together will not change.
If necessary, add that inappropriate behaviors or discussions at work regarding this issue will
not be tolerated and will be handled as employee conduct problems.
(For additional information, see Section 2.11.)
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Managing HIV/AIDS In the Workplace
A Resource lor EPA Managers and Supervisors
topttmbw 15, IBM
4.8 Where to Go for More Information
Where can I get more information about HIV/AIDS?
The CDC National AIDS Hotline at 1-800-342-AIDS is staffed with specialists who can offer
a wide variety of written materials or answer questions about HIV infection and AIDS. In
addition, your doctor or your employee's doctor, a state or local health department,
HTV/AIDS service organizations, or local Red Cross chapters can provide general and
specific information, such as testing and counseling services. Specific information regarding
the EPA and the Federal government's policies and procedures can be obtained through the
Office of Human Resource Management (EOCC, for headquarters staffc or field Human
Resources Office) or an employee assistance program (ECAP, for headquarters staff, or
field office employee assistance program). Additional sources of information for resources,
testing and counseling are available outside of the Agency.
(See Chapter 7 of this guide for a firt of the sources.}
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5. PROCEDURES AND SAMPLE FORMS
While this resource guide contains the best information available at the time of its
preparation, the ever-changing nature of Federal employee benefits policies and procedures will
require supervisors and employees to obtain the most current forms and instruction from EPA
OHRM Employee Outreach and Counseling Center (EOCC). For Headquarters staff, the best
source of current information is a counselor in EPA EOCC. EOCC can be reached at 202/260-
9686 to make an appointment. Field office and laboratory personnel should consult their local
Human Resources Office. This guide is in no way intended to replace employee or supervisor
contact with the EPA EOCC. Rather it is designed to provide an overview of the many issues and
benefits relevant to disabling or life-threatening conditions such as HIV/AIDS. There are many
publications that provide detailed information on each aspect covered in this manual. Some are
available from the EPA EOCC, some from the Office of Personnel Management, and some from
other Federal agencies such as the Social Security Administration.
This chapter of the guide is organized into three parts. Section 5.1 provides general
information on personal financial management preparations that any employee should undertake,
regardless of whether the individual has a serious illness or not. Section 52 provides information
on obtaining schedule and workplace accommodations. Section 53 outlines procedures related to
disability retirement. As will be shown in this chapter, many benefits and procedures run on parallel
tracks. The two different retirement systems at EPA are: the Federal Employee Retirement
System (FERS) and the Civil Service Retirement System (CSRS). (PHS employees detailed to EPA
operate under a different retirement system altogether through the Department of Health and
Human Services.) This chapter includes separate guidance for FERS and CSRS.
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Managing HIV/AIDS In the Workplace l5( 1M4
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Managing HIV/AIDS In the Workplace s^mnw is, i»«
A Resource for EPA Managers and Supervisors
5.1 General Information and Referrals
Contents
5.1.1 Beneficiary Designation
5.1.2 Federal Employee Group Life Insurance
5.13 Credit Union
5.1.4 Social Security Administration
5.1.5 Health Insurance Options
5.1.6 Leave Bank Sign-Up
5.1.7 Direct Deposit
5.1.8 Personal Counseling Services
5.1.9 Quiet Room
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Managing HIV/AIDS in the Workplace
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5.1.1 Beneficiary Designation
Supervisors have no responsibility for their employees with respect to designating
beneficiaries. However, if an employee asks for assistance, the supervisor may be able to help by
providing the proper blank forms and information, or by directing the employee to the EPA
Employee Outreach and Counseling Center (EOCC) for information and guidance. (EOCC serves
headquarters staff. Field staff should consult the Human Resources Office in their field office.)
Moreover, beneficiary designation is an important subject for the supervisor to be familiar with in
general, to assist all employees, as well as for the supervisor's own personal matters.
It is important for everyone, whether he or she has a seribus illness or not, to complete and
ratify forms that designate beneficiaries for a variety of funds including retirement, life insurance
policies, individual retirement accounts (IRAs), and Thrift Savings Plan, as well as non-salary
payments such as accrued unused leave. If an employee believes he or she has a potentially life-
threatening condition, it may be especially important to take care of these arrangements while still
healthy. This could prevent the employee's beneficiary designation decisions from being challenged
by others if his or her health deteriorates. Also, taking care of beneficiary designation while a
person is in relatively good health will relieve the stress of handling these administrative matters
in times of ill health.
It is important to use the proper form for designating beneficiaries for each purpose. Each
program that provides a retirement, disability, or survivor benefit requires that the employee
complete a separate form. Four programs' forms are provided in this section. FERS and CSRS
have distinct forms for beneficiary designation for retirement accounts. The Thrift Savings Plan
(TSP), Federal Employees Group Life Insurance (FEGLI), and other programs have their own
forms also. The most current version of each form is available from the EPA EOCC or field
Human Resources Office. In general, once forms have been completed, received by the appropriate
program, and witnessed, the beneficiary designation is effective.
Another form for beneficiary designation is SF 1152, "Designation of Beneficiary, Unpaid
Compensation of Diseased Civilian Employee." The form is used by an employee to designate one
or more persons to receive the value of any annual leave, salary balance, travel or other
reimbursement, or other monetary awards from EPA in the event of the employee's death. The
employee can allocate shares of the remaining balances among multiple beneficiaries. A copy of
the form can be found at the end of this section. The most current version may be obtained and
filed with Human Resources.
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Saptwnbar 15,ISM
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Managing HIV/AIDS In the Workplace
A Resource lor EPA Managers and Supervisors
S«pfmBf 15, 1M4
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Managing HIV/AIDS tn the Workplace
A Resource lor EPA Managers and Supervisors
September 15, I9M
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you mi, ntn ro me« ensnqtt m oenonj'T"
5-7
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Managing HIV/AIDS In the Workplace September is, ism
A Resource tor EPA Managers and Supervisors
5-8
-------
Managing HIV/AIDS in the Workplace
A Resource for EPA Managers and Supervisors
&0f itar 15,199*
"FERS, SF3102,'"Designation of Beneficiary"
DESIGNATION OF BBSFICMRY
rum mil -- — — *
MPORTANT
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5-9
-------
Managing HIV/AIDS In the Workplace
A Resource for EPA Managers and Supervisors
SaptMbw 15,19M
PTOWkCY ACT STATEMENT
5-10
-------
Managing HIV/AIDS In the Workplace
A Resource for EPA Managers and Supervisors
S*pfmb«r 15,1904
•tayMi
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EXAMPLES OF DESIGNATIONS
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5-11
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Managing HIV/AIDS in the Workplace September 15, ism
A Resource for EPA Managers and Supervisors
5-12
-------
Managing HFV/AIDS tn Workplace
A Resource lor EPA Managers and Supervisors
S«ptamb*r 15,19S4
CSRS SF2802, "Designation of Beneficiary"
5-13
-------
Managing HIV/AIDS In the Workplace
A Resource for EPA Managers and Supervisors
September 15,1W4
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5-14
-------
Managing HIV/AIDS in the Workplace
A Resource for EPA Managers and Supervisors
September 15,1994
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5-15
-------
Managing Hrv/AIDS in the Workplace Scptwntw is, i»m
A Resource for EPA Managers and Supervisors
5-16
-------
Managing HIV/AIDS in the Workplace
A Resource for EPA Managers and Supervisors
September 15,1994
Form TSP-3, "Thrift Savings Plan, Designation of Beneficiary"
fe THRIFT SAVINGS PLAN
DESIGNATION OF BENEFICIARY
TSP-3
INFORMATION
ABOUT YOU
1..
2..
3..
II.
OESIONATINC
TOUR
BENEFICIARIES
I it¦ ¦ ii"***tna oanateiaryiiatl nanMmmwtoimm uiiiuunii(rum my Ttwift SawiQlPlw®eeoi*rt
oiuniiauaanapmtMitnrmyaMin iunomruaiUmmimaPaa^n»ttonclP»w«(ici»ry wnniwyB
nonw ana as ualuiau m Sacuon M33 (g) cf Tm» 5. (JSC. CmiM> M It ooa» noi altaci aim' B"
may apply to my fimmwwni wih i mo immM (hi tw» Dwjnuiaii of tentatj «*" jjjii*-. m
aflact until I wnmi Of imm il m writmp a ammd m tna accompanying mstructsom Tna aignao
Daugnauon ot Banatioaiy eincaia any ptwnpw Twttt Sayings Pan Damnation of Banattciary
1.
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0 Cnack nan it aodinonai papal ata uaaO to oaaignata banaticsanai All pagaa luoounaa mutt oa
comptataa. aignaa or you ano antnauad Tnn n paga numoar _____ ot _
i unoarwana tnai tna anar* ot«ny oanaiioary «t»o om baton i aw mil oa ewn&utto aouaiiy among tne
surmmg Danatcunai or antifwy to tna tunning oanatteury Tlus DaiI«nation of Banaticiary mil oa rote il
nona ot tna oaaignatoo oanalieianai a aim at ma lima ot my aaatn Thu Daugnauon ot Banatioary will noi
Oa «aiid it it eontami any araauras or aitaration*
I na«a tna ngm to caneat or manga any oaugnation el my Tnrtff Samtgi Pun oanatieiarv ai any tm
wimout tna «no«naog« or conaani ot tna oanatioaryiiaal
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WITNESSES
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W9"IM> O* *¦*»»
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USE ONLY
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official personnel folder-original
una
5-17
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Managing HIV/AIDS in the Workplace
A Resource tor EPA Managers and Supervisors
September 15,1094
EXAMPLES OF DESIGNATION OF BENEFICIARY
HSIOMATMG
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C«ml mot JmwmIwi
5-18
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Managing HIV/AIOS In the Workplace
A Resource lor EPA Managers and Supervisors
S«pttmbw IS. 19M
SF1152, "Designation of Beneficiary, Unpaid Compensation of Deceased Civilian Employee"
MMtHnkUt
Hot. U-#l)
ntoiuoiM
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DESH3UTI0H OF BNBICUK7
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I, On cmnloym mwd atont awliv«i|r ami alt f
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fimnmnl mm IJtulltcr amdrmam! Ikot iAif Omfmatwm & Bm
ctunfd or tmnkti by tmt tm mmanc. (tj i rmw^tr tt> nrt«r
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rtirw dowudav
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lunumwi cuwtimm: tig Boancurt oi
/ fcewfey dims tinlm athmmjr tudimlrti above, lh*' ^«
curry uto may prrritwof nw sftfl/1 bt tfutntaud «gitaii|r a
that (Au DMi^MAon qT fimtfinffrv tkali be votd if wtme qf U
/ A«rv6y tpecifvcaUy merve tkt wngtu to camatI ar i*iiu» a
presented fry tMe CbmptmUer C*miui of tke UnUd ftflrw mm
t u fflwxd, Ifc* tiurv/br My Jwairi 6mu>cAtf nmnwrr / ir»iri
-------
Managing HIV/AIDS In the Workplace s#Pt*rnb#f 15-1W4
A Resource lor EPA Managers and Supervisors
IMPORTANT NOTICE—Order of Precedence
If (hoc k no ilnimml Irnmrmy tmnt ugr nopald csBpaaatton whkli becoaaa atom the Mh ef an
Mililiijn will be payable to the Dm penan or |wm» Haad tatar who en alivv on the date tiUe to ItopyHBHta
1 lb the widow or wldwier
2 If neither of the above, to the child or children tn •qui ahana, wtth the dm tt mm daeeaaad (MM dtattmed
eatonf the deacendama of thai child
3 B none of the above, «o the peienu m equal ahan* or the ndn amount to the annMae penal.
4 If there are none of the above, to the duly eppotnted legal tepteaemanve of the —ate of the danooad i. or
If theie be none, to the penon or peraona determined to be eatttlad thereto under the iewa tt the diMirUn of the dacaaaed
H is not hi i iwi for any eiup>o>ee to rtfgmre a btadkaqr unlaaa he wiahea to aaae awe pmm or paaau i
tnduded above, or tn a different aider
INSTRUCTIONS
k DmmgmtkMi of BeneAetey mim be
> valid. Iht ihi|Jn Bin will be noted
It to nflcMd itet the duplicate
] The nam pin printed on the back or the fim pace of this Com may be helpful to <
Beneficiary a
2 A1J entnc* on the term, except signatures. il
uons of a benefloary or beneftoanea ahoutd be
form 11&2. and must be a^ned and witamtd *
3 Complete the form tn duplicate and Ate wtth the
ictcivcd by the employing agency prior to the death of the &
and returned to the employee ai evidence that the original haa been Reel
be fUed wtth the employees unponant paper*.
4 Cancellation of a prior Designation of Beneficiary may be effected wrtJttfcc the ——'"f of a wtow beneficiary b>
executing a new Designation of Benefloary, Standard Form H52. and inserting m the space iiwMad Cor name of bene-
ficiary the word*. "Cancel pnor designauoru." The effect of this action will requue irtji't"! to be mm&e tn the enter of
precedence nated above
5 A deaignation will remain valid until expressly changed or revoked, until the employee outei to another agency
or until reemployed by the same or another department or agency of the Government. In oae of aepa ration and
reempioytnent. or tranafer to another agency, a new Desgnauon of Beneficiary ahould be tr (be order of prece-
dence established by the act u noi acceptable It is not necessary to file a new desgnauon who the Mae or addiea of
the employee or the benefiaaiy o charged
6 A designation free of erasures or alteration* should be filed In order to avoid a comaat after death
7 In the absence of the prescribed form any designation, change or cancellation of bendlaery wtweaed end filed m
accordance with the general reqiuremenu of theae insmictions shall be acceptable
5-20
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Managing HIV/AIDS in the Workplace Saptambar is, 1994
A Resource for EPA Managers and Supervisors
5-21
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Managing HIV/AIDS in the Workplace
A Resource for EPA Managers and Supervisors
September 15,1tM
5.1.2 Enrollment in Federal Employee Group Life Insurance
All employees are eligible to be insured through the FEGI plan. They may elect coverage
at a hasp; level or opt for additional coverage, generally in relation to their annual salary. Hie
premiums are deducted from the employee's paycheck every two weeks and coverage continues until
the employee elects to cancel his or her policy. Enrollment or increases in insurance coverage may
occur at any of three types of events:
1. New employee enrollment in the plan;
2. Existing employee open season enrollment or application for increase (open season for
life insurance does not occur annually); or
3. Change in an employee's health or family status, such as:
a. Health status change (that must be documented by a medical examination by an
employee's health care provider or the Agency's Health Unit, at the employee's
expense);
b. Marriage (coverage up to Ix employee's salary for spouse);
c. Divorce; or
d. Birth or adoption of children (coverage up to lx employee's salary per
dependent).
While an employee may elect to be covered by FEGL1 at any time, irrespective of health
status, once a policy is cancelled there is a one-year waiting period before life insurance coverage
may be resumed. It is important for everyone, regardless of present or expected health, to consider
whether or not they need or want life insurance and to complete the proper election form as well
as the Designation of Beneficiary form. Current forms are available from EPA EOCC or field
Human Resources Office.
On the next page is an example of the form for enrolling in the Federal Employee Group
Life Insurance (FEGLI) program, for changing status under the program, or for increasing
coverage. The time to process an application and to activate the enrollment depends on the
circumstances. For example, a new employee can expect the process to take one day. For a current
employee to increase coverage with the addition of dependents, the time needed to make the
increase active depends on the time FEGLI needs to assemble the package.
5-22
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Managing HIV/AIDS in the Workplace
A Resource tor EPA Managers and Supervisors
Saptambar 15,1994
FEGLI, life Insurance Election"
—• It
Ure INSURANCE ELECTION
In >mt) Aet
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fartanl hnporW l* tnuanaa Pngnm
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Copy caratuay
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Option C rawOy
i am mo Sanovfl HO.OOO optional wn mmmaMktaonaicpoonaiaauranoari
¦no* l aumont* oacucoont to pay tna tuli I mmttgiaet my anraal Maceay inb-
orn | cat* mow l auoona oaoucoena to pay
| tnatutteaat wamanoa no. may amci my annual, mr utnataot a» a ma-
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C
-------
Managing HIV/AIDS in the Workplace
A Resource for EPA Managers and Supervisors
September 15,1994
v UFB MSUfUKCE ELECTION
Fwni Oivutwm' Qrnjp Life mm
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MSUMNCE CODE
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5-24
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Managing HIV/AIDS in the Workplace
A Resource (or EPA Managers and Supervisors
September 15, IBM
mstructions to employees
el (Seaeed Fgm ei7A «r B)
¦ MkMOMJ) You- copy o( to «oe»on
ky )0W tmMfK e»«e »#¦!•' *• 1
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otaa loo «ai «I—Il»l» Mae Be*e LMa tnymM* Mnao.
Bene Man wi *1 |mtr linn1 Inn yew kit My •» • <*<
«Kt) aad e>r mm oMeee m» Mi —11— kr al^MB *
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¦Mm inu agn am 3 mb «¦ o> m a> la oaat* •> am « el an
tom,nm»THBilc>t«n«)i^f«»»—iHMi
-PLEASE K AHHWE TH*T WXI *RE S01ELV RESP0NS8LE
ran ensumno th»t your bf sit b cowiect-..
T»UT THE ELECTIONS MU)E ACCURATELY REFLECT VOUN
WTEWT70HS
ufwm mom on or
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you MID torn he ene B you cwauilj fa e «¦!» i ol
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you am aunmr >i| —w your ruriioi mi on ammm ons m
ITonananl • myott SF aiTAerB
Nw to Vofly Haas Ye«a IoHl))liiy
He«aoC>n>m« md Hn>i Yoor tlaillwi Patau
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comoMM ana aonoa The Blawm iwmii Mutt Map you
" »ai Ma««a Mm a, you Mataaii fiax LM hsuranct You
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o* aeaoar en SF 60
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CnaoM $7 Trta 5 US Com Foaani Eirwuian Sieve L*
'i eoiat taiamaua v aooai tecum? MmnM epemot k>
Mamma and owe ooiMfiu unoer mm laugint or Ma oomeiiaiii
ay a
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W«o mm 3 lYeu cam aaao an aMon want you i
¦ *Ta»aHaarf>»p.«aacOaannB XJlaanil.youtwoaaalto
*•» nanoa ona et He 4 eom B tnoar «o»loany nwataat Of
Olaaawa a»a«m ia» hiMn OoarBTO7(Hu.aiiilj»i 12 IMS)
•mnm uao el *» Sooal taoaay Numoar • aunguan you and
ueuueaMi iiiioi nomet FiaweigyewSeeMSieewy WumMrit
m> at wm otm eaa • mwmiy out Wn n 0o io awv wa m
vnj^na
5-25
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Managing HIV/AIDS in the Workplace
A Resource for EPA Managers and Supervisors
September is, 1M4
MSTRUCT10NS TO GUPLOVMO AffiNCES
n bdSF St> ¦ an (to
m nM an atpaa Mt taw tf M17A m B) Tta iuiii *
tiiMMMnnZ
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nam to amaaiw fit Pan i •> anpaiaai aaamni toUr
DwiurPaniaaiiaaiwMniiaa —
5-26
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Managing HIV/AIDS in the Workplace
A Resource for EPA Managers and Supervisors
September 15,19M
5.1.3 Credit Union
The EPA Credit Union serving headquarters staff is part of the Engraving and Printing
Federal Credit Union network. (Field staff may belong to other credit unions.) When an employee
becomes ill, there are a number of issues that may arise relevant to his or her credit union account,
such as salary allotments, loan payments, and disbursement of funds from savings accounts. Again,
these issues are relevant to supervisors only to the extent that employees ask for assistance from
their supervisors. Pertinent forms and information can be obtained by calling the Credit Union on
202/488-3201 or visiting the Credit Union in Waterside Mall, Room 3309 between 10:00 a.m. and
3:30 p.m., Monday through Friday.
5.1.4 Social Security Administration
The Social Security Administration (SSA) has prepared information concerning financial
assistance for persons with disabilities that stem from HTV/AIDS. A brief summary of this
information is provided below. For more information, a brochure has been included in this
resource guide summarizing the type of financial assistance available, eligibility requirements, and
application procedures. (See Chapter 7.) Also, SSA has produced a booklet. Disability (SSA
Publication No. 05-10029).
Benefits Programs and Eligibility
SSA operates two disability benefits programs: Social Security Disability Insurance (SSDI)
and Supplemental Security Income (SSI). The medical requirements to participate in the programs
are the same. SSA will work through a state-level Disability Determination Service (DDS) to assess
whether a person's impairments would interfere with his or her ability to work. Under SSDI or SSI,
a person is considered disabled if he or she is unable to do any kind of substantial work (generally
defined as work which results in monthly earnings of $500 or more).
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Managing HIV/AIDS in the Workplace
A Resource for EPA Managers and Supervisors
September 15, ISM
A person with HIV/AIDS is not automatically eligible for SSDI or SSI. SSA has developed
guidelines for evaluating disability claims of persons with HIV/AIDS, including special guidelines
ior women and children. The DDS will evaluate all available medical information to determine a
person's ability to work. The DDS's assigned disability specialist will look for documentation of
signs, symptoms, and laboratory findings caused by HTV - for example:
Signs
¦ Evidence of opportunistic infection,
¦ Documented weight loss, and
¦ Abnormal skin conditions
Symptoms
¦ Low energy, easy fatigability, generalized weakness,
¦ Persistent cough, and
m Persistent diarrhea
Laboratory findings
¦ Positive HTV antibody test,
¦ Depressed T-cell count, and
¦ Other indicators of compromised immune status
In addition to medical evidence, the DDS specialist may evaluate a claimant's ability to perform
physical tasks (e.g., walking, standing, reaching) or mental tasks (e.g., understanding or remembering
instructions).
Non-medical eligibility requirements for the two programs differ. To be eligible for SSDI,
a person must: (1) be a disabled person with a history of paying Social Security taxes, (2) be a
disabled widow or widower age 50 or older whose spouse had a history of paying Social Security
taxes, (3) be a disabled child age 18 or older of a parent with a history of paying Social Security
taxes, or (4) be a disabled child under age 18 of a parent with a history of paying Social Security
taxes. Persons with HTV should check with a local Social Security office to ensure that SSA's
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Managing HIV/AIDS In the Workplace
A Resource for EPA Managers and Supervisors
September 15,1W4
records on salary or wages and Social Security tax payments are correct. SSA has a form for
requesting a statement that contains a record of earnings and an estimate of benefits. To be eligible
for SSI, a person must be age 65 or older, blind, or disabled with a low income and limited assets.
Por an individual, the asset limit is $2,000 (excluding a person's home, car, and personal belongings).
For couples, the asset limit is $3,000. SSA offers a booklet on SSI eligibility, SSI (Publication No.
05-11000).
In most states, persons who receive SSI are eligible also for Medicaid health care insurance
coverage. Persons who get SSDI benefits qualify for Medicare health insurance coverage 24 months
after the month the person became entitled to receive SSDI benefits. For more information on
Medicare, SSA has a booklet. Medicare (Publication No. 05-10043).
Applying for SSI or SSDI
To make an application, a person can call or visit any Social Security office. The addresses
and phone numbers can be found in the blue pages of most local phone books listed under United
States Government. All information provided to SSA will be kept strictly confidential. Certain
documentation is required: a Social Security number, birth certificate, and a copy of the person's
most recent IRS W-2 form (or tax return if the applicant is self-employed). The application process
may be initiated without having all documentation in hand. To apply for SSI, the applicant will
need to provide documentation that his or her income and assets are below the program's limits.
Examples of such documentation include bank statements, rent receipts, and car registrations. For
both programs, the applicant will have to provide information on how his or her medical condition
has affected daily activities, including the names and addresses of physicians who provided
treatment and a summary of the applicant's work over the past 15 years. It will be helpful to
provide medical evidence such as blood tests and laboratory reports as supporting documentation.
Returning to Work
Social Security disability benefits do not necessarily end if a person returns to work. Under
SSDI, a recipient may return to work for a nine-month trial work period, which will not affect
benefits payments — as long as the individual's earnings do not exceed a maximum level (generally,
$500 per month). Under SSI, a person returning to work will continue to be eligible for Medicaid.
Other work incentives are described in an SSA publication, Working While Disabled... How Social
Security Can Help (Publication No. 05-10095), which can be requested from a local Social Security
Office.
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Managing HIV/AIDS In the Workplace
A Resource tor EPA Manager* and Supervisors
S*pt*mb*f 15, 1M4
5X5 Health Insurance Options
The Office of Personnel Management (OPM) provides a variety of health care insurance
coverage choices for Federal employees. Once a year, typically in November and December, a brief
open season period allows employees the opportunity to change plans for the following year.
Usually supervisors receive information on these plans and are expected to make it available to all
employees to allow them to evaluate the various options. Health insurance coverage can be
changed throughout the year in special circumstances. For example, if an employee gets married,
he or she may switch from a "self-only" to "family" plan even though it is not open season.
Otherwise, to change health insurance coverage, a completed Standard Form 2809, available from
the EPA EOCC or field Human Resources Office, must be turned in to the Human Resources
Management Division (HRMD) during the open season period for health insurance. The
employee's new plan takes effect on January 1. The following pages contain a sample Health
Benefits Registration From and instructions for'completing it.
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Managing HIV/AIDS in Hie Workplace
A Resource for EPA Managers and Supervisors
Saptsmbw is, 1W4
FEHB, SF2809 "Health Benefits Registration Form*
CMOMn«*FBHBm»ntittmS»IOnifie8Mme
Fanny anomtrom yourer*»«msun or o«cn to anotnat
pan or ooaon nacairsa P an **am
TaaM on pf 6. or
Clung* rout FEHB •motmon from Sa« and
&#B Only, or
• Concal row FEHB aruuluifnl
Who Uay Um SF 9809
SF
1 EmMoyam atgtta to •moll m or cunamry anrollad n tha
FEHB Program nauomg umsowy aainuyai *hgtM
UWtSUSC >906*
Z Amiasm lamt tntn CSRS^ERS trmwunai
to moll m or curiam, anrouaa «i trw FEHB Program
aicludaig mamduaii morthty ootnoanaaton
trom in* Oltca ot Wornais Conwaninen ^ rug rami
Nota: CSRSTERS annunami Do nei in* nil* tomt
1 o sewn tn* upropiatt term mi to
Oftca Df Parsonnal I4inaa*m*rr
(nsuranea Sarvcas Brancf
P O Bo. 1*173
Wasnmgton 0C 200U
3 Format icouMi ««o>« 10 anro in or curiam»r anroaad
i in* FEHB Piogram unoar ina Soouv* Eouoy
inruur siauoas
Inowouatt to' lamoorary oonnnuuon el
unoar ma FEHB Program kium;
• Formal *moiovMitanoMDa>(t*dttomtanca)
¦am 31
ana iMwi ot CSRSfERS
• Mi torn. To
naamnnmrnSs
tnttucflcns n 2
feaffl 3
Wlwn4
Fif) v"5
. Y\\ •""«
Errar four SocaJ Sacunry NumMi (So* Prwacy
Act SdMnam on Pop* S.)
Saw your tea ol fcoift. unqp immi id mo* b»
month, day and yw
bWICUTMrMM Mm imMq
Ptaoa on TT m Da KPwmit Om
Ptosa an *X* tfi Vu box mat a^niiai your curiam
hum uo I" you on (OMnMS out no)
OwofEod. you aia aMt mamadl
Cm* your taiapnona nunttar a«*r*-yeu eon Oa
loaeMd Curing normal Duvmi noun Ba aura *>
aictuda ID* I'M 000*
PJkFT ft Cornoiat* nus oan to anroli or cnartgt your araoii
mam tha FEHB Program /II po»> bib ensngmg rev'
aruotinant. also oomsmm PART C >
Mm t Emtr m* plan nama and asorootiaia *mo*man
cooa Irom ma Ironi cov*r C tn* Brocnur* it in*
Wan you want to arnoll m or citanga to (In*
amoamam coo* snows tna olan ano onion you art
meting ano wn*m*i you aia «nroano idi Sail Oni»
or Sao and Famay l D you art urn cnangmg irorr
on* goton to ansmar anoar (rom S*f Oniv to Saff
and Fam«iy or rrom San anti Famny id San Oni*
•nur ma nama ot your pnsant pun ano ma Mm
anroli mam coat
* n<« Stan you aram is a Drroac oian (CWPttMO)
oa suia you «v» n tna oun s anoonam ara< Its
an amooM* organuainn oian Ba &ur» yo^ mit
~flo- to *nro.i »n ma oian you must oa or oaajmi
a rnamoar c tna Bun l toontormg orgamiaieri
¥ou+ a^natu** m Pan F autnomas oaouewns worn
you' Mary annuiy or eomoansaton to cov*r your
oost 0> tn* anroinwni you MO in ins a*m uraasi
you aia •aowtaa to mau oaact oaymanis to tnt
ammomng on«
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Managing HIV/AIDS In the Workplace
A Resource for EPA Managers and Supervisors
Sfrtntow 15,19M
tana s» tmugh 9
r. mil IMM Wis only 1 your allotment ¦ tor
StC and f tmty f you need ewra mmat tar
' manHiau kn tnam en a <
)
bam 21
torn 2a. Mom the *n> name and mddH nul tf <
tamSb
Mm 2c.
Ham 2d
tonii
PmMOe me ZIP code It I a dfcerenl bom Ibe
•nokM'i ZIP cab* «< Pat A. Mm 4
Qm your dauanoanfa Ma 0| brth, imQ ntfttoen
to MOW ma mom*. day and )Wi. {tg. 0MM1)
Mau M tor mat* or F tor tomaM
«• «tg«» taiM)'mfflMr »>su
Near taur aiiwtoyg Ofcr tsar Mot w
OmmI frtoiamw en oapa 3) on pwr no.
aamuniJ oacan about tanwy motw eaefran
MMfMl
0« MM 0*) ape 2? arotoar
bb> « you completed
bam 3a. PtaaeanTatmai
¦ri 1 ot ff>( part * you 1
aam»3aMbu#>3b
3. Uniiiaii»JdepsnaerucMdi»ifl«ra9e22
frttudngenaocotodcMd)
3 SHpetiu ton*rMg«riacosnaodMd
4. Unnamed MMM cMtf Ml age 22
dMunai
Hum prowda Soaa) Seamy Number* tor
dependant it available II not available laaveMMt.
benolu will nb! be wflttfiaB (Saa Prwa^^aL Y
Suumem on pipe 5 I J
FotnHyMembera Eligible tor Coverage
¦ IMms you ara a tormar lpouse ttmay members
etg*ae lor coverage unoai your Sail and Famty
annua nam a*Sjo» your nets* and tour tm-
mamadoaoanoanicMdraniinoaraoaS Etvttta
cMdran eichda you' lagmma* or arwjran
chddren and recognaeo cMoren bom oui el
¦arlUii stebOtadten or lostac cMenn I may to*
¦ran you #* m raguiar param-cMe raJanonshp A
leuuyiiueu ems 00m oui 01 ¦adinm ano may ba
amused it a (uboal oatarmnnon ol support Ml
baan obunad 01 you snow thai you pronpe
tagttar and uonamiai swxwt lor dm dak)
Otnar reumai a e . your oararui ara not atgtMa
tor covaraga even mougrt lriay aw* wan you and
ara oaoanoani uson you
• It you ara • formar socusa lamay iwmien
algftie tor ematapa unoar your Salt and f em»r
anroltman! ara tna unmamao oaoanoam natural or
aooorao etuaran unoar ana 22 el eon you and
your lormar soousa
• CMDran wtiose marriage anot baton they raacn
aga 22 bacoma a«M tor cover agt unoar your
Salt and Famtfy anroamam tram tna en* tna
marnaoa arm imn may raaen aoa 22
• kieomecases anunrnameaaaabiedcnaowhop
22 yaan CM c ami a aqsa tor sovaraga unoar
ymr Sal and Famny anrwiiam t you navt
aoaauatt rnaocai ctrMcaion d t mantai or
envicii nanocs nsi anuad batara IM or ha'
22no ornnoay ano ranoan tna cruxj rcacabia 0>
nutrc. YMAtuBCD
aniaamant.
5C
1 ooiaupa tor you
•mi: b*f«i| ei
Ma 'A', i you
Mam Pan A. MiJiw Honul Inauanoa andnr
Man "B". ¦ you nana Pan B Mac ma Swwa-
mmnufy IMoI tauranoa Intra* *A and B" d
younfcrabatn
1 pan I you «» diatpng yaur
nama & Via Han m aMi you an
kam4
Enar your paaaant anrabmant coda
Efaar na numbar el Ida avam mm bamus your
cftanga trom tna Tatxa on papa 6 (Laamuauni
torn n you ara tnanpng horn Sat and Famdy to
Sad Only . I
Usnp numbar* attar tha OMa of ma avant mat
pantos your croav* For Opan Saaaon cftanpas
araar tna oaa on wtacti ma Opan Saasan bayaa
(Laa»a tn> «am Hank > you ara Otanpng tram Sat
and FamSy to Sal Omy)
PART B Plaoa an "X* *> ma bn prowoai) onv * you am an
aiiipfayaa wno aoa* net mn to anroU in rh» FEHB Program
fa aura a mad tna mtormauon about atoeimg net loaraoti
an papa 4.)
PARTE Plaoa anTntm ben prorated it you «nm 10 ctncal
your FEHB anrotmani Also antar your breaani anroitmant cooa
¦imataasapRmdad (Ba aura to road Ihe tntormation about
cancelling your anroHmetn on papa 4.)
PART F You must oomotata tu ban
tam 1 S?n your nama Do net (mnj
(am 2 Emar ttw data you aqn using numbart to thow ma
momn oayanoyaii
Laaira PART O and REMARKS saaon btarA Ttiay wa tor
tl You «t» Ragtnrrtng tor Somaone eiw
It you ara ragsianne tor an amptoiiai or an annuurn undar a
wrwien sutnonzron trotn nw o* twi lo do to tiQn youf nafM
Perl f and cuc*m« *utnotnmon
5-32
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Managing HIV/AIDS in the Workplace
A Resource for EPA Manager* and Supervisors
Saptembw 15, IBM
I you •» ngwwig tor ¦
uMir fioouM Efluty or iv m idMni
gpn youJ hum vi Pan F nd tttft
at your coun-
Qmmimatmatlon
1>M >Mmw«u immm Hill ltn fTtffi °nDn~ rr* 1" ft-"""*1
id you by, or may M eeumad fcwn. tout amweting cftoa (Ha
FEHB pan Broatum wftcft mw QamaC attormaten about
HwtwiWiKiiwcaimaiamwWttnliimi^i
re MB Program Monnson lor Faoaral Cwin EmpOyaai. and
U.S Paul Sarvna Eii'iook—i |SF 2tOM) «fhsh aipiMtl
feurngn M Ugsnra iniMrtM Pragwn
FEHB EnWmaw tmiwioii Guda end Ptoi Caroansor.
GMn wnOi eoflaaii wiiBUmin. plan and m wtumuum. ai
litm
RITtM Federal Ematty—«(Mmi fatal)
RI7D-2 PoastEfnptoyeet
Rl 70-7 tinB)»ii m Powbw OuMa tha Cenmamal
U.S Uncudno Aiatu. Haaoii. Guam and Puarto
Rasi
Taitumaiy Emanyaas Ekgtta tor FEHB
UnoarSUSC 8906a
Vauallp tmparad Emmoimt
RI704
BITO-tO
Anruntama
FEHB Enrottnam Intormaten Guo* a»id Plan Companion
Chin «mcn conara amottnaffl plan ana ma motmuon tar
Amuaann m rataamani synare ami tnan CSRSTERS rRI
7(M)
Mdwiouats >awng companuisn tiwn ma Otlca C woman
Compantaion Program* (Rl 70-6)
Fomiar Speuaaa (Spouaa Equity)
FEUS Enrohmani taitormaicn Guea ano Plan Companion
Cnan wfnen csm«tn» anrottmant pun ano rata mtormsion to-
tormar uouui (Rl 70-S)
tndnrtauala EUplbla tor Tamporary Continuaianaf Cewaga
FEHB EnroAmant Mormaion Guoa and Plan Companion
Chan articn coraaau awiuiimaiB pun and rata ailormaien to-
tormar ampuraai eatm and terma' ipoumi ai^oa tv
tamporary dnnwiuA eovaraga
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Managing HIV/AIDS In the Workplace
A Resource tor EPA Managers and Supervisors
Saptambar 15,1BM
MowT: Ifouamamviyrurai*uliim*tunSalandFa*d)r
IB Sat O*»o ¦¦ yout apoum on ana! tor Sat Oifr. 1*>
rautr eocoatma ma *«acw» «w» a> /mrmatma* m**nanr
mUi*»aHaeamdmct/oiranBlmaiaeimpa»m^0MffmK
Wott: Tampgarr aJpft* IdrFEHB awr 5 C/J5 C
MM* - Vow (Mason net » »m «r 0 canert tow a«o«
mnr ail net aKaa jeur Wort aipjb* eenonut FSHB
Nom i- » you a« eaneafcy your anmlmaM and aaanrf *> to
nwiiirrmimrrrff inr —
yor jflouti eooraMa •» adaesaa «ta ef jnsr canoatson «#i
r ¦
jeanWf mamoeO * a nun uiioa/m» Piepem Jbr
lhata*y*atiel aarwca nwnad«a toi; unwiMH |m you Fadaw earaar]
B a station unoa> men yoj art »IQCM to araol unoar
uundaora inai garni a Gmikhh contmMDn low am m»
I
i you 60 not anion a] you' tini ooconunny or a yoi> cancai youi
aiuuiniant nu may war anro» o* raanioti only unoar ma
eocumatancat aiMuiac m tn« low o" 0*9* ( Soma
amaioyaat daiay ina>r •nronmtnl o- raanronmoni umu trma n
euaay 10' FEHB covaraga at a rai«aa NMmr man n
awari ma nu inji inay «va>y*a' taQuMamafti lor cemmutnj
FEHB oovataoa into rat"tme- Ptaaw CMj»Tiaic mil wnyr
you aiaci ftfi to anre O' vow anromnani you ara
voluniaray actaptmg lim nu a- nwutwt would oa t:
artrc" m 0' enanop t; r im- ce* a J- >3 tnji ,ou rnaat mt
wcu»»-na->- tr co--.I f FEHB anrotimant (Re
ntrtmim
Annuttartts Who Cancel TMr Emoltmam
Vou cannot laarvroll as an amutam unltu you ara eonhnu-
ouatr BBWWd a> a lanwy iiwmeai unatr cnetnar eamani
¦aoliiiaiu «•» FEHB Poprvn «umg tM eanM ummfi
your lawlann and waiannmant Saa tna Taoia on eapa 6
kHawMttmaalowakpfewinnuunii Bwn*
Fmrnar Spown (Spouse Efluay) Who Cmetl llwtr
EnmliiDUil
I you canoal your •moHmant at Via PEHB Program, you cannot
narwotl as *-tonn«i (oouu Nwmi rt you sop aw
waoiiiKiil ttacaiiaa you acquaa euiar FEHB ooviagt. yam
ngK to FEHB oti araga undar teouaa aouay cmttmua* Vou
Coat «nar< ma Ww FEHB
at a tondy anmimul, ma oiwrad ctutSnn may ba
manga t MaeMsnn am naoawatg a
bnao en Ow aamot o) Ma othar oawnt and
My eoxang* « «» wna «t oaam In
tiLUHHaw. you MfouU eontao tna omar teM'i
I aynam P>oncity lo hava ma chaoran anmltao as
auwmoi annuaanu Tha Jatdtan nun anoa tor FEHB
miwm)a a> turmnr ananna tXhm 31 Oay* afiar your
Tamponry Communion ot Covarage Enrolkaai Who
Canst! Tnair Ertroamam
> you onoal yout TCC anttimiir. you eimon raamol: Your
lamriy m«mO«r» atu loaa coirarc^a b»CJuxa d your canoata-
Dot eamoi araoll toi TCC m nwr otm ngW nor can I hay
oorwan to a nongioup potc^ Hootw. tanu> mamoar* wno
ara Fadatu antmoyaai or annustrai may amoll m tna FEHB
Program wnan you cancal your covaiaga d may ara «lq£ta tor
FEHB covtriQf in man own ngni
Mota T- ¦ jrou daesm* oowad toy a rapular anrenmam n ato
FEHB Ptoftam man»r in yxxtr o*m ngni or imot' mt *mll
mant cJ sonaona atia row TCC anroflmaflr if stnotfiemd
Vou wa naad n avno ooomamtton ot m# naw trmtmtm to
fta arnpjcying c'"-*ri ns naming your TCC anto'imam so rnil
thay can two tna TCC an/oAmant tt your naw FEHB cowarapa
•tool ottora tnr TCZ an/D/mani wouitf Mva axptta mt TCC
amotmant an ot mntutad lor ma ramanott o> tot cngnat
•iyrfctoy oanoa 118 mon-n j io* taaaraias amoavaas I
Not* ! Forme soouic .ssoutf aauit, > an: itmoottiy
commuBf#- v e&vtrtg* tnrvhtts mrfto t*. rc Pit met/
tnvnatm% wf*rf wri'iH hi» ttjmat ara coaaioarao to naw
vo^jruarnf canctbte tno<* tnmttmant
5-34
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Managing HIV/AIDS In the Workplace s^tMnbw is. ism
A Resource lor EPA Managers and Supervisors
Da ntamiBBn yeu enxxM on DM torm a naaaal n dDCumarB
n four twcata fw numunad Or your ampaymp other your
wMnnre * m» Faoaral Emwoyaai HaaMi Banata Pagnm
unoar Chapiar N. «n S. U S Cote Tha wMnmaii b»
tftmo wnfi V>
otntr CMmmrt mrttt mm n*/ no noM a caan tor
paymara el Oanaha Tha vdonnaon may oa daoaaad B cow
Fadtial yuan or Csngratamai odoa a*icft may haw a
ma » mow s m eonnaeuon «mh you iimum lor a pt>.
keanu. grarn or oaiar Oanaln 6 may ate 0* Wand art b
Mwanatemii. wiMPr aiailiHU. mada.orq«cBgiHfta
mm ol tuiipun' aiaBrtnp prqgrnu. vitnnaenal atu.ua a
on* aim** a aoaai aacuny aumnmawi auaiajaa to
damnwa md rngtm oanataj undar mm uo^nnu in addaon.
em* aaant tnaadormaaori nlcaw potattamoonofeni
or cnmnal lav, a may oa anarw and wtad, a* tetad abM.
¦nh an aguaoim Faaanl Eau er tool *» anurcamar:
Wa atu noun! tnai )®u mwda your Social Saomy Mumoar
ao that a may ea taae as your iwummi mmw m tna raoaral
Cinptiyaai Haatn Banatei Program EnaM Oroar 8397
daad lluiaimn 25 tH3
Sosol Eanrry Numoar aa an mdMdub oaitaar « oawgiai*
ti tna aama or smaar namai
Whla tha law doaa rat raowra you lo ttcPV as ma taemmn
ranuano on fro term, Dorg ao mCD nmt n Vw orermi
procaaunp ol your anndmam
r man Aa Oftoa «S Panoimal Mmapawair may
ha*» tumar muona uaa* tor dadotura el Motmasn twm trvr
tasart* aysami wi when thay taa eoou ot tm lorn liu«
I you aN» arty aucftuaa* amen ar»
• * B» ema may m you B aamptaM M torn
Public Bmdan SulamoiD
WaBWffntormtaMaanam^ia ol45mtaaai Buaiimaia
aidudaie tna tana tor wwawig ramcton. pamg tn» naaoae
data, and laii'aaaq) Ma caiiplalatl torn Sane owmnam
ragwtla^ t»» aawiala or any owar aipaa o>tt« arm
amaimrn lor aoucnj uuniUani'i tma. B tha Onca ot
Ml^aiiiaru and Bocgai. Paoaraon nadirfri Praiaa,
O2Q6-01 BO). WctfmjBm. D C 30S03
:^V
5-35
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Managing HIV/AIDS in the Workplace
A Resource for EPA Managers and Supervisor*
September 15,1M4
TABLE OF FERUB9BLE CHANGES W ENROLLMENT
EnrodnwiD May B« Canoe lad or Changed From Famity «j Sett Only cl Any Tune
Emu Dial Pannti bvoamani Cmpa
Sanpatani
ttad
Ma
laanl
Pawn M
ImM
•a
MOM*
«a
N—*
ftaHw
It
ItaMqCMVliMltMWn
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Managing HIV/AIDS in the Workplace
A Resource for EPA Managers and Supervisors
StptmMr IS, 19M
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5-37
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Managing HIV/AIDS In the Workplace
A Resource lor EPA Managers and Supervisors
September 15,1«M
5-38
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Managing HIV/AIDS In the Workplace
A Resource tor EPA Maugsrt and Supervisors
Saptambw 15,1M4
HEALTH BENEFITS REGISTRATIONFORM
^tealEnvtoTBtt HetUi Bcaefia Piog^t
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Con I -OFFICIAL PERSONNEL FOLDER
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Managing HIV/AIDS In the Workplace
A Resource for EPA Managers and Supervisors
September 15,1994
SJ.6 Leave Bank Sign-Up
EPA has a Leave Bank which is open to all employees. As a supervisor, your role may only
be to inform all of your employees about the Bank and encourage them to join. If you have an
employee that needs to use leave from the bank, you will have to work with the timekeeper to
ensure proper recording of the leave on the time-cards. There is an annual EPA Leave Bank open
season, usually in the fall In order to join, an employee must fill out Standard Form 3160-6 and
pledge one pay period's worth of annual leave per year. Participation in the Leave Bank becomes
active in the next pay period. Membership in the Leave Bank entitles members to apply for leave
in times of need, which are usually associated with personal illness. To apply for leave from the
Leave Bank, an employee sends a memorandum to the Leave Bank stating the basis of need, an
estimate of the total amount of leave that will be needed, and an estimated return to duty date.
A copy of EPA Form 3160-6 follows, as well as a sample memorandum requesting leave from the
bank.
Related to the Leave Bank is the ability of EPA staff to donate unused leave to employees
who have exhausted their own leave. OHRM in headquarters or field Human Resources Offices
can provide information on leave donations.
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Managing HIV/AIDS in the Workplace
A Resource lor EPA Managers and Supervisors
S»ptmbf 15, IBM
"EPA Form 3160-6, Application to Contribute to EPA Leave Bank"
APPLICATION TO CONTRIBUTE TO EPA LEAVE BANK
NOTICE TO EMPLOYEE; Before completing this form. pleasercad the in^cuons far Scoioni /
andD an the back. Return the completed form to your Hunan Resources Office. DO NOT REMOVE
YOUR COPY. The Human Rcmnrces Office will return it to von
INFORMATION
ABOUT
YOU
Name
Organization and Address
SSN
Wit. Phone Date
IL TYPE OF
CONTRIBUTION
*¦ ~
Check all boxef that apply with an "X"
I hereby apply for membership in the EPA Leave Bank. 1 authorize E?A to deduct
one pay period's accrual (or such other amount as the Agency Leave Bank Board
has csuoiulied fortius enrollment penod) of annual Jeave from my account for
deposit into the EPA Leave Bank.
Ln adebnon to anvamoum contributed in Boa A above, 1 wish to donate extra
hours of annual leave to the EPA Lea^BaoL (NOTE: A wtiver may be required
to do this. See instructions on back
C.
~
Of the total hours shown i
leave to the qualified teal
immediate supcrvuor"
> designate hours of annual
f below. I certify that tins employee ts not mv
Signature,
k Jiave Reament Information
Name
[SSN
Organization ana Address
Work Phone No.
111. HUMAN
RESOURCES OFFICE
CERTIFICATION fSw
statement on back or
form)
Typed Name and Title of Human Resources Official
ISON
1
Signature
I Date
Effective Date of This Action | U-a
i
i
M-fe
IV. WAIVER
Typed Name and Title of Authorizing Official
If applicable, waiver for
ll-Babovtis
authorized.
Signature
Date
PRIVACY ACT SOTlCt w, t1T •vrnovurt id imtii im if wh«ihi SL SC AlAland Ptfilir 100-y* Fkwm Ofdrr V)91 HtMran m
mat* tor«ow( Nortel acrvtin It* i«iiwm«iM» tfw Kocr»t Voumar* \ im Bank hwmn TV
mitwwB'Oi d luoorvM'm mm* wvvMian onaincn o< nautca *rrn«cd crmimi kiw to in< F PA i/pt iMm >owr Norui ikcrvrm Nvwoer
(SSNi witi nt mo to imhit IM1 «*wr OftM'oart ¦«¦«•*> ainftttcmOlremint ranrnRN wtmiii Addnorui d^x»sn*orf wUOnneiioa auvbc
etovifca io *tprm fwnmttii winmiir* »n im Oil** Of PtnoiMcl Maufrwfii nmremtaj rut Um hail Pfovnrw
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Managing HIV/AIDS in Ihe Workplace
A Resource for EPA Managers and Supervisors
September IS, 1994
GENERAL INSTRUCTIONS AND INFORMATION ABOUT THE
LEAVE BANK PROGRAM
Hm fonn a -/ *
lieateWM
i the Leave Bank u one oav period's accrual of
ive Bank Board for a
: central Bank They
Cheek any botes that apply "Boi A' a used to indicate thai you was) to enrol) at a member of Ihe EPA Leave
Bjuik Tee membership ice' Jot one year's membership m the Leave Bank u one pav period's accrual of
annual leave (ix, 4.6, or 8 hours) or an amotmi lower or lugher as set by Ibe Agency Leave Bank Board for a
particular enrollment penod All basic membership contnbuuov will he deposited m the i
may not be designated to a rrnptmt
U« *Boi B" io contribute extra hours beyond your batuc imuibeiihip lee You may make Ihu type of
contribution at any tunc during Ihe year
Check 'Box C if vou want lo desgaalc all or a portaoo of ihe cara hours you show in "Box B' to a particular
EPA employee whom you know isa qualified recipient under the Leave Bank program You may donate leave
io any qualified recipient, other than your immediate supervisor
Stga ob tbt hat pautMtd nd ten (Ml ton to to yooT "—— Rcmrm Oflirr. Do not scad It dlrntlr lo
the Agency Payroll OfDeL
CERTIFICATION FOR SECTION 111
The Human Resources Oflioal whose signature appears m this section certifies Ihe following
(1) That if ihe applicant has checked Bos A under Section II be or the has submitted this term to ihe Human
Resource* Office within the mahlishfri time limitb of enncr an Agency open enrollment period or an
individual enrollment period
P) That if Ihe applicant has checked Bm Bunder Section II, the number of houn contributed either does not
exceed the regulatory limitations or (if d docs exceed the lunnauons) a waiver ha* been obutned
(3) That if ihe applicant has checked Boa C under Sea ion n. the employee designated to receive ihe leave u a
currently qualified leave recipient under the EPA Leave Bank Program
INSTRUCTIONS for SECTION IV
This section is completed by the Agency Official authorized to grant any waiver thai may be required in order
lo process this application
EPA Fora 31(0-6 (II -19) Revcnt
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Managing HIV/AIDS in the Workplace
A Resource for EPA Managers and Supervisors
September 15,1994
¦Sample Memorandum Requesting Leave from EPA Leave Bank"
Date
Mwnpxwrnm
SUBJECT: Application to Receive Lnve fron Luve Bonk
FROM:
TO:
Rita Jonas
Leave Bank fPH-212)
Site purpose of this aeeo is to request leave fro the EPA
Leave Bank. I u i as&ber of the Leave Bank and out of the
office on prolonged personal illness. Z have exhausted ell ay
sick and annual leave.
Due to the prolonged illnees, I have ill sail an unusual
anount of tiae tin work recently, Boring pay periods -
I have used hours of leave. Ny absence fro work vill
extend into the foreseeable future. The physician's statement is
attached.
If you have any questions about any of this, you can e»T» ae
-
cc: Supervisor
Tiaekeeper
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Managing HIV/AIDS In the Workplace
A Resource for EPA Managers and Supervisors
Sapfmbf 15,1994
5.1.7 Direct Deposit
Direct deposit sign-up is not an area in which supervisors generally get involved. Any EPA
employee may take advantage of the direct deposit of all or part of his or her Federal paycheck.
It is accomplished by completing a Standard Form 1199A. Once the employee completes the top
part of the form, it must be signed by the bank or other financial institution which is to receive the
allotment or paycheck, and returned to the EPA Financial Management Division for processing.
Blank forms are available from the EPA Financial Management Customer Assistance Office in
Waterside Mall Room 3407. Direct deposit of paychecks begins with the next pay period. For
additional information, the EPA Financial Management Customer Assistance Office's telephone
number is 202/260-5116, and the mail code is 3303.
The reason direct deposit is included in this resource guide is that, in the case of retirement,
it will be necessary for the retiring employee to complete a new Standard Form 1199A for
disposition of his or her retirement annuity which, under retirement, will be disbursed by the Office
of Personnel Management (OPM) rather than the EPA Financial Management Division.
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Managing HIV/AIDS In the Workplace
A Resource (or EPA Manager* and Supervisors
siptmiaw is, tw«
SF1199A, Direct Deposit Sign-Dp Font'
SICN-UP FORM
directions
• To ugn up lor Dnati Dnw trw payaa tt to ma tna mo e> ou
torn tna til m ma mtormation mrniW m Oacuoni 1 and i Tiw
ttu v mill tnn torn* to ine tmancai miilunen Tna ftnancw «~
tinmen «nii wnty im mtomuiion m Section l MrtO 2. «na wui com-
Mala Bactton 3 Tna comotatad lorni will ea mumao to tna Goaani
mant afancr NMntitiad ea*ow
• A hdviiM lem mult M comsMua tor aacn typt 01 paymara to Da
••nt tv Owtct Ottotn
SECTION 1 no BE COMPLETED BY PA YEE)
> Trw a*** numm and tyot or eeymmi in onm#o on ficifw
ct«cM (SttttiaufnpiveAtefcontnaMCfteitftfstorrrilnisinronr*
ion « «tto tiataa on fntf»rwud*wi mmvo aw
Cpcwntnt twm tm Quw"'i»ni agency
• fipaai mutt *ot© ffl* Ocveiwrwii aptwey mfofmeo et an* aooreu
fMispt* m oroor to racawa anponant tfitownauon aooui oanttna ario
to ramam ouabhad tor paymantt
A namI Of pa V| t fit ft fvtt muOiit xKimli
D TVPK OP DIPOtlTOA ACCOUNT
~<
~'
ADDRitSfmrei remtt FO 6ai AfO.'FTO)
: QtPQStrom ACCOUNT ww«*
F TVPf OP PAVMIMT fCftff* 0*/V COW
DlMlUlMlMV ~ M
~lyBfWMWl toiKtlv latiw U Mil Aew
3 Aanraed ftewwwi O Mil
~ C~li ftcrwc* UMiNMfn I0PMI ~ Mil 1
~ Oim
i oafttr in* 4 am eniniM to itw otymtfii aentrtao idm ind tnai I
r>M mad *w unoersiood the uc* of cms torn in tiprune mis form l
autnonei my to be Mnt 10 mo taiafleu-i wstuuwri mamad
emow to 09 iMpMiiio io me oatJpnaiao Account
i canity mat i nra road and mksidoq Hit Me* of t
mt SPECIAL N0T(C£ TO JOMT ACCOUNT HOLDERS
SlQMATUAE
DATE
SECTION 2 (TO BE COMPLETED BY PAYEE OH FINANCIAL INSTITUTION)
OOVfAftMCNT ACCNCV AODftfSS
SECTION 2 (TO BE COMPLETED BY FINANCIAL INSTITUTION!
NAM! ANO AOOHIKS of PihANClAL INSTITUTION
routing *ui*8ea
CHECK
DIQIT
~~~~~~~~ ~
OCPOSITOA ACCOUNT TITLE
< COfiti^rn tnc «3eflt'fv of aoo>w njm»o oai*M(f
lily |A»T ine hnanciai mstiluiion ipr*tt 10 («c«n
FWANCUL INSTTTVTION CERTIFICATON
and (n« accoum number trie hit* Aireorese«WwFe6M^s0ov»-«smedlifiaACi»*wsnivfion icer
• «no Oeeosn the payment toent>i«eo *do*« «n «eeoroanc« w
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Managing HIV/AIDS in the Workplace
A Resource for EPA Managers and Supervisors
Stptwnbar 15,1994
BUKDJN ESTIMATE STATEMENT
The estimated average burden m«uwI with this collection of iimxmation is 10 minutes per resoonoent or lecoro
keeper depending on individual circumstances Comments concerning the accuracy oi this buroen estimate anc
suggestions tor reducing this burden should be directed to the Financial Management Service. Facilities Manaftemw
Division. Property & Suppli Section, B-101 3700 Usl-West Highway. Hvattsville. MO 20762 or the Onice oi
Management and Budget. Paperwork Reduction Protect (1510-0007). Wtohinjnon, D C 20303
PLEASE READ THIS CAREFULLY
All information on this torm. including the individual claim number, is required under 31 USC
3322.31 CFR 209 and/or 210 The inlormation is confidential and is needed to prove entitlement to
payments The inlormaiion will be used to process payment data from the Federal agency 10 the linan
cial institution andfor its agent Failure to provide tne requested information may affect (he process-
ing of this torm and may delay or prevent the receipt oi payments through the Direct DeoosiUElec
ironic Funds Transfer Prop ram
INFORMATION FOUND ON CHECKS
Most of the information needed lo complete
boxes A C and F in Section 1 is printed on your
government check
(A) Be sure tnat oaves s name is written oxaefmas/Ip-,
pears crtnecneck Be sure current aaarasvB/tafnj
(C) Claim numoers ano suttues ire printed here on
cnecus beneath trve date tor lite type ot payment
snown nere Check me Green Book tor the location
ol wellies and sulfites tor oilier types ot payments.
Tyoe ot Barmen: is onmed lolhe left ot iheamounl
SPEC/AL NOTICE TO JOINT ACCOUNT HOLDERS
Joint account holders should immediately advise both the Government agency and the finan
cial institution of the death ot a beneficiary Funds deposited atter the date ot death or ineligibility,
except for salary payments, are to be returned to the Government agency The Government agency
wili then make a determination regarding survivor rights, calculate survivor benefit payments. If any.
and begin payments
CANCELLATION
The agreement represented by this authorization remains in efled until cancelled by the reci-
pient by notice to the Federal agency or by the death or Jegal incapacity of the recipient Upon cancella-
tion by the recipient t»>e recipient should notify the receiving financial institution tnat he/she is
doing so
The agreement represented by this authorization may be cancelled by the financial institution
by providing tne recipient a written notice 30 days in advance ol the cancellation date The recipient
must immeoiaieiy advise tne Feoerai agency if the authorization is cancelled by the financial institu-
tion Tne financial institution cannot cancel the authorization by advice to the Government agency
CHANGING RECEIVING FINANCIAL INSTITUTIONS
The payees Direct Deposit will continue to be received by the selected linanciai institution until
the Government agency ts notilied by the payee tnat the payee wisnes to change the financial in
stitution receiving tne Direct Deposit To effect this change the payee will complete a new SF 1199A
at ihe newly selected financial institution II is recommended that ine payee maintain accounts ai
both financial institutions until tne transition is complete ii alter the new financial institution receives
the payees Oirecl Deposit payment
FALSE STATEMENTS OF FRAUDULENT CLAIMS
Feoeiai law oroviaes a fine of noi more than 110 000 or imprisonment tor not more than live (5)
years or octn 101 cementing a (alse statement or making a traucmem ciam
546
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Managing HIV/AIDS in the Workplace
A Resource for EPA Managers and Supervisors
September 15,1994
5.1.8 Persona] Counseling Services
The Agency offers a variety of personal counseling resources for both employees and
supervisors. These resources include strictly confidential counseling and advice on personal issues,
health issues, as well as the full range of employee benefits policies and procedures. Also, there
is an office within the Agency for employees to contact if they feel they are being discriminated
against on the job (the Office of Civil Rights). All records are protected by Federal laws and
regulations of the Privacy Act which safeguard the rights of employees to privacy.
Employee Counseling and Assistance Program (ECAP)
EPA's Employee Counseling and Assistance Program (ECAP), serving headquarters staff,
provides a completely confidential professional counseling and referral service to deal with a variety
of needs and problems including job performance and emotional, health-related, financial, and stress
management. A supervisor can refer an employee to the program if he or she feels that the
employee has a job performance problem which may be related to a personal problem. Counselors
are impartial and are bound by professional and legal standards of confidentiality. Headquarters
employees can make an appointment in person at Waterside Mall, in Room SWG-2, between 8:30
a.m. and 5:00 p.m., or by phone at 202/260-4420 or 202/260*4421, Monday through Friday. Field
office and laboratory personnel should consult the employee assistance program in their area.
Assignment of a counselor is virtually immediate upon request, but the employee may have to wait
for an appointment.
Employee Outreach and Counseling Center (EOCC)
The Employee Outreach and Counseling Center (EOCC), housed in Waterside Ma11 Room
3906 (202/260-9686), is the best source of the most current information on all employee benefits,
for both employees and supervisors. There are Benefits Counselors who can answer questions and
direct employees to the proper forms and procedures. EOCC Counselors can also advise employees
on the best ways to apply for and obtain benefits. All conversations are held in the strictest
confidence. Field staff should consult the Human Resources Office serving their particular field
office.
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Managing HIV/AIDS In the Workplace
A Resource for EPA Managers and Supervisors
September IS, 1994
HIV/AIDS Coordinator
In response to the White House directive (see Chapter 1), EPA has appointed an
HIV/AIDS Coordinator. Mr. Frank Finamore is organizing the Agency's HIV/AIDS program
which includes development of a comprehensive HTV/AIDS policy, establishment of an Agency-wide
network of persons knowledgeable about related issues, and the preparation and delivery of training
for all EPA employees, starting with supervisors. Mr. Finamore may be available, on a limited
basis, to provide assistance to individuals with specific questions about their own situation.
Questions about the EPA's HIV/AIDS program should be directed to Mr. Finamore at 202/260-
9292. Also, employees interested in participating in the development of EPA's program may contact
Mr. Finamore.
Office of Civil Rights
The Equal Employment Opportunity (EEO) Specialists in the EPA Office of Civil Rights
are available to help all employees with questions or concerns about on-the-job discrimination
issues. This may be an issue for employees with HIV/AIDS who feel they are being discriminated
against. Also, the EEO Specialists may be of assistance to supervisors who are trying to make
reasonable accommodations for an employee with a disabling condition. An EEO Specialist can
be reached at 202/260-4575. For headquarters staff, EEO is located in EPA Waterside Mall, West
Tower, Room 206 (mail code 1205). Field staff may consult with EEO counselors assigned to their
particular field offices.
Employee Unions
There are multiple unions that represent EPA employees and have representatives available
to discuss employment problems. So-called "non-professional" employees (administrative, clerical
and Environmental Protection Specialists) are represented by the American Federation of
Government Employees (AFGE) Local #3331 (for headquarters staff). Headquarters personnel
can reach an AFGE representative at 202/260-3120. Field office and laboratory personnel should
consult their local union representative. AFGE maintains an office in EPA Waterside Mall, Room
3611 (mail code TS-798). "Professional" and "non-professional" employees are represented by the
National Federation of Federal Employees (NFFE) Local #2050 (for headquarters staff). A NFFE
representative can be reached at 202/260-2383. NFFE maintains an office in EPA Waterside Mall,
Northeast, Room 302 (mail code UN-200). Field staff may be represented by other locals or unions.
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Managing HIV/AIDS in the Workplace s«ptwntMf 15,1004
A Resource (or EPA Managers and Supervisors
5-49
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Managing HIV/AIDS In the Workplace
A Resource lor EPA Managers and Supervisors
Stpmnbtf ts, 1M4
5.1J9 Quiet Room
EPA's Quiet Room opened in August 1993. It is located in Waterside Mail Room 2117-M
near the stairway closest to Radio Shack and the Jamaican Bakery. The quiet room is a resource
available to all EPA employees as a quiet place to think, relax, meditate, pray, gather one's
thoughts, or to be stflL It is a softly lit room with comfortable chairs and without any
ornamentation which could be a distraction. The following pages provide a sample Quiet Room
information flyer.
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Managing HIV/AIDS in the Workplace
A Resource lor EPA Manager* and Supervisors
s»pfr«ift«r 15, iee«
Quiet Room Flyer
August 1993 (93-1)
EPA s Quiet Room Opens
OPEN HOUSE HELD ON AUGUST 11 & 12. EPA employees got their
first look at the new Quiet Room on Wednesday and Thursday, August 11 &
12, from 11 a.m. to 1 p.m. Approximately 100 people, from several different
Headquarters locations, came to see this latest addition to EPA's Quality of
Worklife programs.
WHAT IS A QUIET ROOM? A quiet, peaceful room, without the symbols
of any religion, to which employees may go and be still from time to time. A
room "dedicated to silence in the outer se^^and stillness in the inner
sense...a room where only thoughts shoukJJocalQv'
Rooms similar to EPA's Quiet Rcujnfrara^most hospitals and many airports.
Some public buildings have J^era^so; for example, the United Nations
Headquarters, The United SWfSp' Capitol, and the Pentagon. They arc
variously called meditation rooms, prayer rooms, chapels, or quiet rooms.
WHAT IS IT LIKE AND WHERE IS IT? It is a softly lit room with
comfortable chairs, a few tables with lamps, plants, pictures of nature scenes,
and some informational materials in the foyer. It is room 2117-M (Waterside
Mall) near the stairway closest to Radio Shack and the Jamaican Bakery.
WHO CAN USE IT? EPA employees, contractors and visitors are welcome.
We invite you to visit the Quiet Room soon.
WHY WOULD ONE GO TO THE QUIET ROOM? To think, relax,
meditate, pray, gather one *s fhoughts...to be slill
WHAT ARE THE RULES FOR ITS USE? The Quiet Room is a place of
silence. It is noi a work area, meeting room or social lounge. Please respect
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Managing HIV/AIDS in the Workplace
A Resource for EPA Managers and Supervisors
S*pt*mb*f 15, 1994
the rights of others and refrain from talking, eating, drinking, smoking, or
engaging in any distracting behavior. Since some people are chemically
sensitive, please help maintain an odor-free environment.
WHEN IS IT OPEN? From 6:30 a.m. to 6:30 pjn. on workdays.
WHAT IS THE CURRENT STATUS OF THE QUIET ROOM? The room
has begun operation in a pilot phase so that people can try it out and make
suggestions/ comments about possible improvements.
HOW CAN I MAKE COMMENTS OR SUGGESTIONS? There are forms
for that purpose in the Quiet Room. Jus^ fill one out and place it in the
Comments box or fold it so the address myfoj and drop it in the interoffice
mail. Since the pilot phase will onlfrJay^i few months, we need your
comments now so thev can be conyyjMrn implementing the final design-
Also, please sign the log (name oai^m^io help document usage.
So far the comments have b^^^rwhelmingly favorable. We will keep you
informed
WHERE DID THE IDEA FOR A QUIET ROOM COME FROM AND
HOW DID WE GET IT HERE AT EPA HEADQUARTERS? Over three
years ago an EPA employee suggested the idea to the New Headquarters
Office (at thai time we thought we would have a new Headquarters building
by 1992) As time passed and it became doubtful that we would move any
time soon, a group of employees, the Quiet Room Survey Committee,
conducted a survey to find out if employees at EPA Headquarters wanted a
Quiet Room. The results were affirmative. Several months later, the Quiet
Room Committee was formed. That committee presented a proposal for the
Quiet Room to Adminisirator Browner and she approved it in June 1993. The
Facilities Division and the Quiet Room Committee, working together,
designed the Quiet Room.
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S«pt*mt»r 15,1994
52 Information for Employees Who Need Accommodations
Contents
52.1
Special Equipment or Other Physical Accommodations
522
Compressed Workweek Program
523
Flexiplace
S2.4
Flexitime
525
Change in Work Assignments
52.6
Job Reassignment
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Managing HIV/AIDS in the Workplace
A Resource lor EPA Managers and Supervisors
S»pt»mbT IS, 1994
52.1 Special Equipment or Other Physical Accommodations
Employees with physical disabilities may require modifications to their physical work space
in order to continue to be productive. Supervisors can request the acquisition of special equipment,
without the employee having to disclose the nature of his or her physical limitation. A physician's
certification of the need for special equipment or adaptations maybe required. In general, the cost
of the physical accommodation is borne by the Agency.
The extent to which an employee or supervisor must disclose medical or other confidential
information depends on the accommodation requested. Some disclosure to the supervisor should
be inspected, because the request for an accommodation must be approved by the supervisor.
Disclosure to second line supervisors or more senior managers may need to be made if the
supervisor needs input on how to accommodate the employee's disability. Supervisors can seek
technical guidance from several EPA resources: Health and Safety Division, Health Unit, Agency
attorneys, and outside physicians made available through an agreement with the Department of
Labor.
Special equipment can be as simple as foot rests, wrist pads (for computer use), and desk
lamps to improve lighting. Accommodating furnishings include orthopedic chair inserts and more
supportive desk chairs. More elaborate adaptations, such as walk ramps, wheel-chair accessible
bathroom stalls, or wider doorways may be considered reasonable accommodations under the
Rehabilitation Act and the American with Disabilities Act. Such reasonable accommodations are
made on a case by case basis, balancing the needs of the employee with the need to achieve the
Agency's mission. Legally, the Agency is required to provide "reasonable" accommodations,
meaning accommodations that do not pose undue hardship or harm to the effectiveness of achieving
its mission. For example, taking up carpeting or widening a doorway has been done at EPA, but
making physical modifications to an entire building wing may not be considered reasonable. In
general, this means that the Agency must be able to afford the accommodation (although there is
no set dollar limit).
There is no "standard" list of reasonable accommodations. However, other physical
accommodations approved at EPA include acquisition of PCs with large screen monitors; motorized
scooters; illuminated magnifying glasses to assist the visually impaired at reading; and special
telephones for the hearing impaired. Accommodations have also included scheduling meetings close
to an employee's work area, removing carpet, and widening doors for wheelchairs. Jt is the
responsibility of the immediate supervisor to negotiate an accommodation. An accommodation
cannot be deemed unreasonable merely because it has not been used before. The supervisor should
consider the type of work that is being performed, known physical or mental limitations of the
employee, and possible options.
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Saptamtor IS, 1994
If a reasonable accommodation cannot be made within the immediate section or unit, an
accommodation should be considered within the region, laboratory, or other larger work unit. If
an accommodation cannot be made within these larger units, it is likely that it may not be
considered "reasonable." The goal is for the Agency management and the employee to mutually
agree on an accommodation. Supervisors may consult the EPA EOCC (for headquarters staff) or
the Human Resources Office (for field staff), and EPA's HIV/AIDS policy (see Chapter 3), for
guidance on reasonable accommodations.
522 Compressed Workweek Program
EPA has had a highly successful Compressed Workweek Program in effect since 1988. It
is a powerful tool to accommodate an employee's disabling condition. Implementing a compressed
schedule can reduce that employee's commuting time and expenses. A compressed schedule can
offer greater flexibility in meeting personal responsibilities (such as going to doctor appointments)
without having to deplete sick leave. Managing accrued leave becomes increasingly important to
someone with HTV/AIDS as his or her physical abilities wane.
While the "normal" compressed work schedule is eight 9-hour days and one 8-hour day per
pay period, other variations, such as eight 10-hour days per pay period, are allowable with special
permission. Each EPA Assistant Administratorship has different policies and procedures for
applying and obtaining approval for a compressed work schedule. For example, the OPPT (Office
of Pollution, Pesticides, and Toxics) policy stresses maximum flexibility in switching days off in any
pay period, which is an obvious advantage to any employee with a disabling illness like HIV/AIDS,
when his or her health fluctuates from day-to-day.
In general, the approval for Compressed Workweek is up to the employee's immediate
supervisor, subject to the approval of the second line supervisor. Once forms are completed and
signed, the employee can proceed with a compressed schedule.
The application form for a compressed work schedule currently being used by OPPT should
be available from OPPT timekeepers and supervisors. The employee Gils out the form and turns
it in to his or her immediate supervisor who approves (or disapproves) the proposed schedule. If
approved, the form is sent to the second level supervisor for concurrence, and forwarded to the
employee's timekeeper for the file. A copy of the OPPT Compressed Workweek Program policy
and application form are contained in Appendix A.
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Q«pfffih«l IS, 1904
5-23 Flexiplace
Another powerful accommodation tool at the disposal of the supervisor is the Flexiplace.
(At the time of writing, the Agency had implemented a Pilot Flexible Workplace Project.) This
program allows an employee to work at home, according to a pre-determined schedule. In the case
of an employee with Htminiching energy levels due to HIV/AIDS, work at home might greatly
improve his or her overall productivity and significantly increase the length of time the employee
can make valuable contributions and postpone disability retirement. Sometimes the ability to
continue active, productive employment, even on a part time basis, can actually prolong the life of
a person with HIV/AIDS.
Flexiplace was not designed, however, as a long term work at home program. In general,
it is available for employees who would benefit from working 1 or 2 days at a different site.
Flexiplace approval is made at the first line supervisor level When a supervisor approves an
employee's participation, the request goes to the Flexiplace coordinator in the Assistant
Administratorship. The coordinator submits the paperwork to Human Resources, which arranges
a Flexiplace training.
A description of the Agency's pilot program is contained in Appendix B and includes
Program Guidance and the Work Agreement. While supervisors are strongly encouraged to take
advantage of this accommodation tool for employees with disabling conditions such as HIV/AIDS,
it is important to note that not all EPA offices are participating in the pilot program. It is
important to first verify that your Assistant Administratorship is participating, and then to read all
the requirements and guidelines before deciding to implement a Flexiplace Agreement with an
employee.
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SaptMntMTlS, 18B4
S2A Flexitime
Flexitime is different from Compressed Workweek. Under the program, an employee sets
a regular two-week (pay period) work schedule for his or her supervisor. In general, Flexitime
allows the employee to select regular work hours that are different from the standard 8:30 a.m. to
5:00 p.m. workday. Work hours can be different on different days. The point is to set a schedule
which is mutually beneficial to the employee and the work unit A Flexitime schedule must be
approved by the employee's first and second line supervisors. Once a schedule is set, it becomes
effective immediately. A copy of a Flexitime pay period schedule is included.
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A Resource lor EPA Managers and Superviaore
Septwrtbw 15.1994
"Employee's Pay Period Flexitime Report"
EMPLOYEE'S PAY PERIOD FLEXTIME REPORT
EQB
ARRIVE
DEPART
TOTAL HRS.
WORKED
AL
| SL
OTHER
Su
M
T
o
W
I
34/\jfr
Th
f
F
! i
Sa
Su
M
T
W
Th
F
Sa
TOTAL
Signature of Employee
* Hours worked beyond normal tours of duty must be approved
in advance for overtime compensation/credit for compensatory
time.
EPA Hq Form 2560-19 (11-76)
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A Resource tor EPA Managers and Supervisors
September 15,1M4
5.2.5 Change Jn Work Assignments
Supervisors have a responsibility to discuss performance and provide feedback and guidance
to employees. When an employee's illness interferes with his or her ability to do the job, the
supervisor must address the situation with the employee. A serious illness not only affects the
employee, but also his or her coworkers.
An obvious aocommodation that any supervisor can make for an employee is to change work
assignments. For example, perhaps an employee with declining energy (due to a disabling health
condition) cannot be expected to continue managing a project that requires that he or she travel
30 percent of the time. That employee might be better able to handle similar assignments that do
not require travel. As a reasonable accommodation, supervisors are asked to examine alternative
assignments that have fewer physical demands for persons with HTV/AIDS or other disabling
illnesses. Appropriate and reasonable changes in work assignments, when coupled with Flexiplace
and Flexitime, can significantly improve the quality of life for a person with HIV/AIDS and result
in a more productive employee.
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A Resource lor EPA Managers and Supervisors
September IS, 1904
52.6 Job Reassignment
In some cases, the supervisor may determine that the best accommodation for an employee
is reassignment to another position that is less demanding. This would generally be considered as
a last resort and would best be done in close consultation with ECAP (for headquarters staff) or
a field office employee assistance program, or EOCC (for headquarters) or a field Human
Resources Office, to ensure the employee is not adversely affected. Technical assistance is available
also from the Health and Safety Division, Health Unit, Agency attorneys, and outside physicians
available under agreement with the Department of Labor. Furthermore, reassignment will not be
made if it poses an undue hardshq> on the Agency. Generally speaking, employees prefer to stay
with the groups they have been working in, and don't wish to be relocated or isolated, especially
when their overall health and emotional state is poor or deteriorating. Supervisors should exercise
extreme caution and sensitivity when suggesting reassignment to someone with HIV/AIDS, so they
do not feel discriminated against nor isolated. Any reassignment must be made in consultation with
the employee, supervisor, program manager, and OHRM.
There are several legitimate reasons for reassignment, including: changing jobs to
accommodate a person's physical limitations, returning a person to work after a period of disability,
or relocating a person to a work area that provides needed physical accommodations (such as space
to maneuver a wheelchair or walker). Job reassignment can be recommended to an employee or
requested by an employee.
Authority for job reassignment rests in the management unit. Management has the right
to reassign employees at any time, as long as the employee is maintained at his or her grade. If an
employee requests reassignment as an accommodation to a disability, then the employee must
provide some medical or other health documentation of the need for reassignment. Enough
information must be disclosed for management to make a decision. Reassignment is primarily a
supervisor's and manager's decision. Human Resources must be notified; a review of the paperwork
is required, primarily to ensure that the candidate's grade level is maintained and that he or she
has the requisite qualifications for the new position. Medical information does not need to be
disclosed to Human Resources.
A Standard Form 52, "Request for Personnel Action," must be completed for job
reassignment. (A copy is included.) It is a simple form used also for Leave Without Pay (LWOP)
requests.
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Managing HIV/AIDS In the Workplace is. iqm
A Resource lor EPA Managers and Supervisors
SF 52, "Request for Personnel Action"
n*>
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Managing HIV/AIDS
A Resource for EPA
In the Workplace
Managers and Supervisors
Gfrtambr IS, IBM
PART D - Remarks by foquMting O(He* ^
(NOM 10 Sumoim Do vou im tt aaaunai a oonnemg mm tor tn* «noom • nngimmumwa'' —' *ES i_J NO
if YES wm iu» ttmt ttea an M mem snM m met 10 SF SJ.I
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uwo pnmaw tow you cow*** oxwems yoti enomo hmm or tfyttrv T>* A*n*»*drB90«d»'"»rlM
eomnntaien to w*Cft mi ve emaed m yeurnoi ««eeMng (i> wa* owe** nMOKuwni vou snould neve Bl pey
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2 Eiucm Om ' 3 *ou> j 1 Oaw S^nec | * ^t»w>ewq Aomu Mm* &eer C#p Aw //P Coo*
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PART F - Remarks lor SF 90
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Managing HIV/AIDS in the Workplace
A Resource for EPA Managers and Supervisors
September is, 1994
S3 Leave, Disability, Retirement, and Survivors
Contents
5.3.1 Use of Leave: Accrued, Advanced, Leave Without Pay
532 Leave Bank Withdrawals
5.3.3 Applying for Disability Retirement
5.3.4 Applying for Early Release of Thrift Savings Plan
5.3.5 Continuation of Life Insurance
53.6 Survivors' Benefits
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Managing HIV/AIDS In the Workplace Smptmbmr is, in*
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Managing HIV/AIDS In the Workplace
A Resource for EPA Managers and Supervisors
September IS, 1S94
53.1 Use of Leave: Accrued, Administrative, Advanced, Leave Without Pay
As with any person who is ill, persons with HTV/AIDS are free to use their accrued sick and
annual leave as they wish, according to the policies of their office and supervisor's practices. If sick
leave extends beyond three days, the supervisor may request documentation that sick leave is
needed. Once the employee has run out of accrued leave, the employee's supervisor can approve
up to 240 hours of advanced side leave (annually) and can approve advanced annual leave up to the
number of hours that would accrue during the remainder of the leave year. Headquarters personnel
can obtain most current EPA policies and procedures on leave from the EPA EOCC. Field office
and laboratory personnel must contact their local Human Resources Office.
Supervisors have discretion for granting administrative leave. In general, administrative
leave is reserved for very short-term durations, such as a half day or snow days.
Leave Without Pay
After the maximum allowable advanced leave has been granted, if he or she needs time off
from work, an employee must go on Leave Without Pay (LWOP). The maximum initial period for
which LWOP may be authorized is 12 months. LWOP will be granted for recovery from illness or
disability not of a permanent nature. Extensions beyond 12 months can be granted but are very
unusual. Once an employee has reached the point at which a 12 month extension is no longer
sufficient, he or she is usually ready for disability retirement. Specific information on the Agency's
policies and procedures on LWOP can be obtained from a counselor in the EPA EOCC (for
headquarters staff) or the field Human Resources Office.
The employee's request for LWOP approval is made with the first line supervisor. A
maximum number of days is specified. The supervisor should consider the LWOP request the same
way as any leave request, and may require some documentation if the request is for more than 3
days. If LWOP is requested as an accommodation, the employee can expect to make some
disclosure of medical information or provide a health professional's certification that there is a
medical need for time off from work. Disclosure of the nature of the illness or other condition is
not necessarily required. The level of disclosure is determined on a case by case basis.
In general, there are three types of LWOP: (1) consecutive days, perhaps blocks of 30-day
periods, (2) a few days, not necessarily planned in advance, and (3) intermittent LWOP - regular
recurring LWOP. Intermittent LWOP should not be approved lightly. The supervisor should
consider the mission of his or her work group, the perception of fairness by the employee's
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Managing HIV/AIDS in the Workplace
A Resource for EPA Manager* and Supervisor!
toptnibw 15,1M4
coworkers, and whether intermittent LWOP is actually conferring full-time status for part-time
work. For short amounts of LWOP not planned in advance, the employee should complete an
Standard Form 71, the form used for annual and side leave. For planned leave, especially LWOP
exceeding 30 days, or Standard Form 52, "Request for Personnel Action" should be completed. The
SF 52 goes to Human Resources, but all supporting information, including any written requests or
medical information from the employee, is maintained by the supervisor. By signing the Standard
Form 52, the supervisor certifies that the necessary information was provided to support the
decision.
Employees and supervisors should be aware that taking LWOP could affect eligibility for
in-grade advancement, career tenure, retirement benefits, Temporary Continuation of [health and
life insurance] Coverage, and other advancement. Different amounts of LWOP taken have different
implications for benefits and advancement. Human Relations offices can provide additional
guidance on the use and impact of LWOP.
If an employee applies for disability retirement (see section 533), once the application
package has been received by EOCC or the local Human Resources Office and is complete, he or
she cannot take advanced leave. At this point, if the employee takes advanced leave, he or she
must reimburse the Agency, including the balance of advanced Leave previously approved. Once
disability retirement is approved, the employee may continue to work through the current pay
period and can remain active until his or her accrued side leave balance has rim out. (The
employee's retirement disability payment may not be as high as his or her salary.) At termination,
the employee receives a lump-sum payment of any accrued annual leave.
Unpaid Leave
Title I of the Family and Medical Leave Act requires that employers provide 12 weeks of
leave for childbirth, newborn care, adoption, or child, spousal, or parental care in the event of a
serious health condition. Also, the 12 weeks can apply to the employee's own serious health
conditions. Serious health condition is defined as an illness, injury, impairment, or physical or
mental condition that involves inpatient care in a hospital, hospice, or residential medical care
facility, or continuing treatment by a health care provider.
Unpaid leave is permitted. To care for a child's, parent's, or the employee's own serious
health conditions, the employee may elect (or the employer may require) the substitution of any
accrued vacation, personal, or sick leave for any part of the 12-week period The employer and
employee may work out an intermittent leave arrangement or a reduced leave schedule, which is
an reduction in regular hours worked per week or day.
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Managing HIV/AIDS fn Ifie Workplace
A Resource for EPA Managers and Supervisor*
September 15,1M4
SF 52, "Request for Personnel Action"
Bmm Pcbn B
' REQUEST FOR PERSONNEL ACTION
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PAfTT D - nimiu bf nniwl>a Otaem _
inch is Sacanwn Oo iou no* ot amcra v tenooni imm to tM m—r" • mgMnwnanwxf D YES Ll **0
n -TES . paw m* in«M acta on * inm 0»m and earn ® Sf &2.J
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PART E - Dnptuy fl««lginlion/T>»lti»n»rrt
<»iwinmMn»Wn»iLiLnimbiiiiiinija»ini>miMi'>lii n>«wi —» »»nt iniiii|iiiiiii«mia^Mj»«» r«w wwini
iijiwigmil **lm r—pnfti>e»p—e»wor m>waww«pim mam «nn arum ca koum vm i
aevanen " v» F«arai seme* ana iw«Mi«oi»aiwiMnu nmwiiffiii 8«g—nrflu
niiiiBcuwmiiifwiiiiiiiM Yetf >m—my ana—a — tie tm —r> auwnaum uneroop—nt ccwfc»
rt 0 f«u «r« «nea«0
a 3D' ana S3&1 macro q»m jb w ¦
i "liaaoni to* EweyunwfcTwa'tmt m fHOTE V«ur rwws we ie»d r •Hemwng fl
»0fc" iiu;mmm a afl«elae « vw and pi tn* da? - -
PART P- Wirwuhi tarSP SO
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Managing HIV/AIDS In the Workplace
A Resource lor EPA Managers and Supervisors
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532 Leave Bank Withdrawals
As discussed earlier, employees who are members of EPA's Leave Bank may apply for leave
when their accrued leave has run out. This is done by writing a transmittal memorandum such as
the one on the following page. Also, there is a standard form that needs to be completed (page 5-
35). Approvals are usually provided in incremental amounts, and it is often necessary to reapply
for additional coverage. Application for Leave Bank leave is the employee's responsibility, although
the employee may request assistance from the supervisor if he or she is out of the office for an
extended period of time. Supervisors should know how to submit the application on behalf of the
employee to avoid leave without pay in a period that medical bills could be escalating for the
employee. Information on the EPA Leave Bank is available from a counselor in the EPA EOCC
or local Human Resources Office.
As with the case of unused accrued sick leave, an employee going on disability retirement
may remain active to run out any remaining Leave Bank leave balance. Employees should consult
EOCC or local Human Resources Office to determine whether gifts of leave from other employees
can keep an employee active and on Ml salary.
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Transmittal of Application to Leave Bank"
DATE
MEH0RAHPCT1
SUBJECT: Transmittal of Application "to
Receive Leave fron the EPA Leave Bank
FROM:
TO: Rita Jones
Leave Bank (PM-212)
The purpose of this memo is to transmit to you
application to receive leave from the EPA Leave
Bank. Attached is a memo fron requesting leave.
He/She meets all the criteria for approval: (i) he/she is a
member of the leave hank (2) he has attached a doctor's statement
indicating incapacitating personal illness for a prolonged period
of time (over 80 hours), and (3) he has exhausted all of his sick
and annual leave (time cards and pay stub are attached).
It is difficult to predict at this point when will
return to the office. He are advancing him/her leave as he/she
needs it and would like to request expedited handling of this
request, if at all possible.
I/We are helping will this paperwork in his/her
absence arid am enclosing his/her original EPA Leave Bank
application package and one photocopy in case you need it. I/He
thank you very much for your assistance on this action. Please
feel free to call me anytime on . or
on . ~
cc: Supervisor
sample
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Managing HIV/AIDS in the Workplace s*ptamb«r is, 1994
A Resource for EPA Managers and Supervisors
5-74
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Managing HIV/AIDS In the Workplace
A Resource for EPA Managers and Supervisors
Stptamtor 15,1M4
EPA Form 3160-7, "EPA Leave Recipient Action Form"
EPA LEAVE RECIPIENT ACTION FORM
1. HOW THIS
FORM IS
USED
This form is used by the Human Resources Office to notify the Agency Pavroll Office
to transfer leave from the EPA Leave Bank tnio an improved recipient's annual leave
account It is ii«n used to notify the Payroll Office that a recipient s medical
emergency bas or will be terminated and that anv leave in his/her escrow accounts is
10 be transferred into their regular annual sick leave accounts
II. LEAVE
RECIPIENT
INFORMATION
Name
Organization and Address
SSN
Work Phone
~
III. ACTION
REQUESTED
(Check Box and
Complete Pan
That Applies)
NOTE; Ifwar»tr
is required.
complete Part V.
below
~
ACTION
EGIN LEAVE BANK CONTRIBUTIONS
The empk
entitled to
termination of the emen
This is Q An Employee Emergency
| | A Family Member Emergency
kt£en M^joved as a Leave Recipient and u
7 tojSJbc EPA Leave Bank until the
Please transfer
recipient's leave accourt
Effective Date of Eligibility
hours of leave from the EPA Leave Bank to the
Pavroll Verification
ACTION TO TERMINATE USE OF DONATED LEAVE
The medical emergency for the employee named above is terminated or
will terminate on (end of pay period)
Anv unused leave remaining in the employee's donated leave account or
the above date is to be returned to the EPA Leave Bank
Any annual or stck leave accrued (maximum' 40 hours each) tn the
employee's escrow account while in donated leave status it 10 be
transferred tnio the employee's regular account and is available for use
after the temunauon date (above) of the medical emergency
IV. AUTHORIZATION Pw1 Naree of HRO
V. WAIVER
Signature
Date
SON
Waiver granted to exceed limit on amouni of leave shai can be transferred inio
employee's leave account at this time
Typed Name of Authorizing Officii) I Signature
Date
SEE LEAVE RECIPIENT INSTRUCTIONS ON REVERSE SIDE
EPA For*3160-7
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Managing HIV/AIDS In the Workplace
A Resource lor EPA Managers and Supervisor*
Ooptwnbr 15,1994
INSTRUCTIONS TO LEAVE RECIPIENT
Tbe action form on the reverie is being forwarded to the EPA Payroll Office to transfer
leave into vour annual leave account A copv of the form will also be forwarded to Pavroll
to terminate vour use of donated leave upon completion of your emergency penod. This
will be »tertiary 10 place you back in ¦ leave earning turns and lo emit your account
with any escrowleavt you nuy have accrued.
You wilt oeed to submit leave flips to your supervisor to approve this leave lust as if vou
had normally accrued u Mike surr your timekeeper is informed that this is donated leave
so it can be reflected property on year bmreartl.
You are responsible /or ntformm? the tuthonzmg eSieai whose aame apptwi on the
reverse of this form as soon as possible ifrwhen your emergency no longer exisu
Your etnersency automatically terminates (and donated leave may no longer be used)
• EPA determines thai you no longer have a medical emergency
Donated leave mav not b: included in am lump-tuur payment for annua) Jeaee or
recrediied upon reenqjlnymeni
EPAForaiJlU-7 (II Rmtic
when
5-76
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Managing HIV/AIDS In the Workplace
A Resource for EPA Managers and Supervisors
Saptambof IS, 1904
SF 71, "Application for Leave"
APPLICATION Kt tEAVE
OFFICIAL ACTION ON AFTUCAItON
J
~
1
D
MfWM 'Aammml Itmt atfmm
mrwttMr hr mm 4*
1
1-
!!
WN
to —Oct Mw trntmlttiatSTTl
PtIVACY ACT STATIMENT
Section 6311 of Tiue 5 to the U.S. Code luthoii— collection
M by managtmenl and jour payroll office to approve and
information may be To the Department of Labor when
ronnecied uuury or {linear to a State unemployment
Inwirmnce or Haalth Benefit* camera regarding a dam; to
your agency bauumae aware of a violation or poanbie
mnrtnrtirg an inveeugation on you for employment or
of thia informal ma. The primary use of thu infonnatMo
record your uae of Uare. Additional dncloauraa of the
pmaaung a claim for compenaation regarding a job
¦npmaataon office tagardmg a claim; to Federal Life
a Federal. Slate, or local law enforcement agency when
of enril or criminal law, to a Federal agency when
to the Office of Personnel Management or
5-77
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Managing HIV/AIDS In the Workplace
A Resource for EPA Managers and Supervisors
Saptambar 15,1M4
Reverse of SF 71, "Application for Leave"
WHOm-OKk U» a
ymt •aew mr pncin«Rfr t
iitmarw acnon witiudiwy
fertm ihna l-4» tl y*
t U* Onitouan weiwn
i tor mek tam If jwr n+mrm ma wtita
V «f litoniim in Um* fSftM M lam a
CttTlFICATtON OF fHYSIOAW Ot ftACTITIOWit
SMMf
Cm ilmdicmtt Memth. Dm* Ym"
l*«
I certify that thrrmpioyw named wae under my firofaaaionil oytfarlht pnri iad>cwd a»wa, and that Ih»#mptoy**»co*ditim4urmf ibapmed
¦edawporiiag leeerfc taadnaafefc
»iMamth. Dm *
General Accounting Office when the information u required for evaluation of leave administration. and to tfar
General Services Adninmrmtion in connection with ill miminiliililiM for mjuidi management.
Where the employer identification number a your Social Security Number, collection of this information n
authorised by Executive Order 9397. Fumahiny the information an thv form, including your Social Security
Number, i* voluntary, but failure to do ao may result in disapproval of thn requatt.
IT your agency uaea the inforaatton furnohed on thn form for purpoaea other than thaw ladnM above, it may
provide you with an additional statement reflecting thoae |
5-78
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Managing HIV/AIDS In the Workplace
A Resource tor EPA Managers and Supervisors
September 15,1M4
5 J J Applying for Disability Retirement
It is strictly the employee's decision when to apply for disability retirement. It is not the
supervisor's responsibility to influence the employee's decision in this regard. When an employee
has decided to apply for disability retirement, the supervisor prepares a Supervisor's Statement
(standard form) which pertains to how the disabling condition has adversely affected the employee's
ability to continue performing his or her job responsibilities. It asks about the employee's
attendance record, the period of time over which problems have existed, and what reasonable
accommodations were made by the supervisor. The supervisor can be of great assistance to the
employee by accurately and promptly completing the portions of the form that are his or her
responsibility, and returning them, along with all pertinent documentation, to the employee. The
EPA EOCC or field Human Resources Office counselor will assist the supervisor and employee in
completing the disability application package, ensure that all the proper and current forms are filled
out, and submit the package to OPM in an expedited fashion.
Once the decision to apply for disability retirement is made, there are certain procedures
that should be followed. It is extremely important that the employee and supervisor talk to an EPA
EOCC or field Human Resources Office counselor about the process. For instance, an employee
who has been on extended advanced sick leave and applies for disability retirement, and does not
return to work at all, will have all advanced leave forgiven. However, if he or she returns to work,
the employee will be liable to EPA for all the advanced leave used to date. Other information
concerning the frequently changing policies and procedures related to disability retirement can only
be learned from the EPA EOCC or field Human Resources Office counselors. Thus, it is
imperative that both supervisors and employees stay in touch with the counselors and follow their
direction on all aspects of processing these actions.
Generally, to initiate the application process, the employee will place a call to EOCC or
local Human Resources Office. A counselor will remind the employee that, under FERS he or she
must have 18 months of service to qualify for disability retirement, and an employee under CSRS
must have five years of service. If the threshold is met, the FERS employee must submit a Social
Security application. CSRS and FERS employees must review all beneficiary forms in their OPF.
The FERS employee must file a Social Security application for disability and provide a receipt to
the Agency along with the disability application to be filed with OPM. The receipt is not used to
show approval or disapproval, but to demonstrate that the employee has filed.
Disability retirement application forms must be completed by the employee, his or her
supervisor, and the attending physician. The purpose of each form is to provide a comprehensive
understanding of the medical condition, the employee's own statement of limitations, and the
5-79
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Managing HIV/AIDS in the Workplace
A Resource for EPA Managers and Supervisors
CiptMilm 15, IBM
supervisor's assessment of job performance and leave history. After all application forms are
completed, a representative from EOCC or the local Human Resources Office must certify that the
Agency is unable to place the employee in a suitable position or provide other accommodation to
keep the individual active and productive. The Agency representative will review all submitted
documentation and determine if the medical condition can be accommodated and if the Agency has
any position available in which to place the employee. If no accommodation is possible, the case
is documented and forwarded to the Payroll office.
EOCC or the local Human Resources Office forwards the medical application and
documentation in a sealed envelope to payroll. The individual retirement record is generated by
payroll, attached to the package, and forwarded to OPM where it is assigned a claim number and
an examiner. OPM reviews the package and makes an assessment regarding the employee's ability
to work and/or how continuing to work may affect the employee. Generally, there must be a service
deficiency documented by past performance or leave records. In some cases, however, there may
be a situation such as job-related stress that could contribute significantly to the employee's health.
In this case, there may not be a service deficiency, although disability may be approved in certain
instances. This approval is granted on a case by case basis.
If OPM approves the application, the Agency and the employee are notified. If the
employee b in a non-pay status, then they are separated from service on the day that notification
is given to the Agency. If, however, an employee has sick leave remaining, the employee is
counseled to use all sick leave and an estimated separation date is determined based on the sick
leave remaining. This allows the employee full use of accrued sick leave.
When a separation date has been determined, OPM is notified, and the employee is put in
an estimated annuity receipt status. OPM will then finalize the case, make the necessary adjustment
to the employee's annuity, and make any deductions for health and life insurance premiums.
Estimated pay is usually about 75 percent of the Agency's estimated annuity computation. OPM
should have most cases finalized within four months after the employee separates from the Agency
rolls.
As with other benefits, there are separate disability retirement forms for FERS and CSRS
applicants. Samples of the FERS and CSRS forms follow, as well as a sample transmittal memo
to accompany the FERS application. The current forms are available from EOCC at Headquarters
and other Human Resources offices in the field.
5-80
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Managing HIV/AIDS In the Workplace
A Resource tor EPA Managers and Supervisors
tfrpWrnbr 15,1M4
Transmittal of Application for Immediate Disability Retirement*
Date
MEMORANDUM
SUBJECT: Transmittal of Application for
Immediate Disability Retirement
FROM:
TO: Juelee B. Street
OHRM (FH-212), 3906
The purpose of this memo is to transmit to you
application for ¦timwrtixte disability retirement. He have used
the DISABILITY RETIREMENT APPLICATION CHECKLIST Standard Form
2824E and have attached all required documentation.
Z understand there is expedited processing for persons with
AIDS and we request you place a priority on getting this approved
a6 quickly as possible.
would like to withdraw his balance from his/her
Thrift Savings Plan account immediately and needs the forms
necessary to do that. If you would please send then to ne (
), I'll get them to him/her right away. Are there any
instructions on when he/she can execute the withdrawal? If
there'e someone else I should call about Thrift Savings Plan
withdrawals, please let me know.
wants his/her retirement paychecks to be
direct deposited into his/her account at Bank. This is
where his/her paychecks are currently going. Since he/she wishes
no change in the direct deposit process or destination when
his/her disability retirement takes effect, he/she did not
include a new standard Fora I199A, Direct Deposit Sign-up Form in
this package, if you need it, please let me know.
I am helping with the paperwork in his/her
absence from work. If there's anything else you need, please
feel free to call me on or on .
Thank you very much for your help on thiB.
cc: Supervisor
SAMPLE
5-81
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Managing HIV/AIDS In the Workplace ScptamMr 15, ism
A Resource for EPA Managers and Supervisors
5-82
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Managing HIV/AIDS In the Workplace
A Resource lor EPA Managers and Supervisors
IS, 1994
FERS, SF 3105, "Documentation in Support oT Disability Retirement"
fers ri.
Documentation in
Support of Disability
Retirement Application
dokidK MDmittORi
tnsttusBont. sno
Mast NtemaMmry Ferns
it am m %mmmm i
turn.*
Man
tirMOtaitfl
I mmm m en
3 *va
I A<
« DiMmmi
5-83
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Managing HIV/AIDS in the Workplace
A Resource for EPA Managers and Supervisors
SaptamlMf 15, ISM
5-84
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Managing HIV/AIDS in the Workplace S*pt>mb«r 15, 1»«
A Resource for EPA Managers and Supervisors
FERS, SF3105A, "Applicant's Statement of Disability"
FEES
APPLICANTS STATEMENT OF MSABUJTV
Lto«l|A#».ai 1*4
i *"
""
« cmmimu iwhwwMi
•ninfv
wp»nni|
?oci to pMMM memn
ma. «r eondua
(i*. Mm or ¦***> r
fllfW
fA
F four Mfcry IP M'M"> four pop w yw tgmvf
w m» o» wy trwum
pondbM »r
M"H ® una
naao ipMrf «nd OPW oftaan
WARMING
Any weeneJ Me memm ¦> m MIMM a MM
imm}
pumm or • Im «i m «oro Owt naoao or morw
more 01 m mar* Mn & *on or an (tiU-£C 1001)
Qmm
I
1
I
I
!
PRIVACY ACT STATEMENT
_ ... H«m pregmiu aoeeamiMiuaLjUM nocttMry uMorttmpraQram or id*
wnHi»—hi AaeM9>S{CiMW4 oo»s.u.S Cooe) Tr»wunwuwiypM wwn>*pr ipjiimhumi 0m*r m$o o» vmm)m»m>amormnmu m
tvr—umboimeio*f**ri9euiuapupmti maccmmo^hrwrmum* cm m*nm$r *• "nmgaiwigo wonaon or powmiMMonel am•
¦on ttcwimumiiimiMBninnnmri 100—imiii onoMia vmmn or enmmei M CiobmOroor8397 INowrer 22
" "M mm— MioiPwwttWtawQMertawftti^ncMwiMiprTOM It* «M6ootl&oe«nry Nunaor Furww^M6oc«lS«umyNwwei «•
•nuimiiutm«rMMi«)tftrinuuwj ttam ncnoroawr cnaruasuorao- uomtohi ¦vttnvy MtMitoftaemyflMeronMRi
01—ttMftamw^cw»nEnc«wwao*«>Mwiwm p>rnmuHQ>rth»t m yn* murium
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Managing HIV/AIDS in the Workplace SaptMibar is, lew
A Resource for EPA Managers and Supervisors
5-86
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Managing HIV/AIDS in the Workplace September is, 1M4
A Resource for EPA Managers and Supervisors
FERS, SF3105B, "Supervisor's Statement"
SUPERVISOR'S STATEMENT
a mtuiiMBnu Atan fcmpiorn'*
IS— Snwwf-i OaMiwai Mctr;
nmflumwuumtwj
Y« » ConOM CM M7
Mo ~ OoibSww C
•-Mm a
~~I Y« Da»«a
IAM&.II
»aro»eta«n
mmommmr
itfotoemrt
N«r 6 CFR 631 40M)?
J*-
amteweeneeidli
I partem NBeM***p«r«Bfi ¦
i or pwnnn a
sam p I?
lAttndmi
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Managing HIV/AIDS In the Workplace
A Resource lor EPA Managers and Supervisors
ScptMDbsr 15,10M
SUPERVISOR'S GUIDELINES
GENERAL MFORMATION M5TRUOT0NS
¦ mMamoKMlviMitamHnntauMolM-
mm or o»iry n mo iwmim'i Man pawwi. an* mo am-
Poyao nat not MOnad an amr at • warn radon «i I
iwn i in rininnmnp —» nrr i
MOMtnlMnUMIIIilM
erw—MiW Wyfcrdmbilii'i wni ThaapMcmM
inaanWymiacwroaMiomonraumotaooicmoprp-
m >auniiamna«aaacu>n«i»nanMOBWfl Veum»*
nilfi«iiii«i"tiiilli»iwarn>
iMMMnMmMimawWtMMiaalM
i«—w imnw pcattonwrmo aamyapor-
ton* at mi mm), ma i
BO MX*
or oonoua. a,nM —una atany actual una
en, a —J»wg mil — moawol ccndcjeri m nmmmMi aim
mom uaatut oarwco or nwnimi r mo entafBt} j. Ma
Z A nudKii Oondpjor. oticn ¦ iM»d •» naa^iiwrnafl M *fly '
nwonp tm i Mn ar mfury. wuittj jppyw /f MlJB
» A lOlofttHOhm ftnnnn Bio oorvico rt»faiHL> and tho wdH ' / i"t
ol an onpioya* «ncti C
tnoi. or mo tgMM ImI tor • pmn not unoor Pan
4X> of OPMr> nguam
o nu uwni a on »mgp>—'« wo
atauffiooraa
^ «*«
donoi ot amixtfiraoo hdmn> m My bo
ma graea lanat at *a onv
lismaan atacfi
or tango* » Mob mo fob »
4 TtoduntnncttiomadicaJeondltxn. Both pas and oipoa-
Qd.anBaMwujBIBiotundlBm nrimttSllv.MBon.
M tor a loan a yaar tnom mo dan mo amptorao Bacanio
S THo«Bt*ewi'»«i«MlrHBwnawf»utanaoflioonnon(iBi
wo n— »¦ phimhom mm amng unaor two fwaaral ton-
6 Tho —t«BT«nw"**^wni ogo»«.i cnoaa loaaanaBta ae-
mmiouomn ia mo onmmi«i a moai condition
7 Tho aponcyamia»lBi«Bow«> Bio onn.au n»a tonm^imini
loon) «i—tjnpotffttnwiif ¦mm»mqrM ¦ auo**Ma
conduct tar «rm an oi>
oaoounooua conduct to mo
M owrmauo. or Botiowcn
¦ a mraai to aw Kto nooBi oetoty. er eoeeome
.CTMUMc)
¦ ¦ naaorabta aaguomom mado io
a let and/or wen ownmiwwaru mai onolHoi mo arnatujaa p
ponom in* ouom or mat i
flUOO Md^MQAOl
¦uaumg m» toe. aaumg at tnodByaiQ aouoman or oomot
fMHiii or pononoi Mwinn an)
o*
• 5 CFB Ui 4M((Q PRmooo tor a «mmt a tho raqunmant*
tariHiimiimniiiotonoimioim'oioKoietootBpownooinooi
ib»u oooo alio tno at mtu»oa—»«i fluty auua tar to— man
•0 Soys during mo S2 oaMnear MOU Boloro o Mitwvgrado
wooooa ooxdaaauo Sot FPm Cnastar mi . Guectiapiar 4
MmOHDmnQana camtfrq V— term anaastMcfmnQ Bm ae-
liiirai anaiani. raiancumaiunipiaun^ianomaon>
pom CIto you poroonnai enna (oexnang to aaaructana «nj
pracson m yaur agancy m aoiar com A COTT MIST ¦£
WEN TO THE EMPLOYEE Plow DO HOT oond mo torm
Oncttr* •" Faaam Enoofaoo' Hosomoni Smom union OPM
•OoabcoMy laouoot* you 10 ao to m a pamcular cw
» noooooiy. you may tto coniooou pymo Faaofl EmaaiyooJ'
nowomoni Simowi tor aaaworioi mormoiion Of oontman
5-88
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Managing HIV/AIDS
A Resource for EPA
in the Workplace
Managers and Supervisors
September 15,1M4
FERS, SF3105C, "Physician's Statement"
PHYSICIAN'S STATEMENT
Sactlan A—Identifying Mmim
iflon and Conaanl (To » amp
aatf ftp apptasno
r—
novAcr act statembtt
MttQM 10 WMOfl
£
ft'et»
MsmucnoNs
The atdmduel oemfead aoone a leoueoang meaoal docuntsrv
ta»nmataMlBee«aiueMd.alonpartmnerwneaceldocuniema-
Den •» aeecnood mar "Genera) Hamnn" en me Back, ei
eonraeoon moi Im of fief vplcitti Iv tteoBitty iSOTfnoni i^v
oef dn Federal Bisioimi RHnratt Synni R my iko be
used m dotorvMneiQ vie enpiwe i ekpiMMy tof MHQnniin
lospaeaentneiiie or m a tnadBanysBlelD pertain A copy
o< me mdmduel'spasaonasacnpoan a attached tor your mar.
lor enreooa round noonnec-
2. CkMl Inknai Oom M m
cka*ng any o» on totoeang aMch lane Been i
¦ at ennaoa ecoranaon. «¦>«§ el l
• The spelean a
wkm curiam ruurnieujii tram your t
II you cen prt>
"MEDICAL DOCUMENTATION REQUAEMENTS* on your M-
mnnmiiaum, ft a enportant diet you teepend tt evevy
ed end prone your raaoonse H en earn a not eocUcmo lo
the epetcent'e meoeel eondtoon. emer-Net AsekceMe " m-
dufle «i your imeiiiu me ntia«i Prauepofl Pnwia " Send a to me ed-
dret* etaen n Geenon A. earn 4 Vou may N yeu aaeh. gne
n daecny is me esoaeam lor daknary to me empwyng olhoa
»eonteiomaa«ioMioiin»miaia«
MEDICAL DOCUMENTATION REQUIREMENTS
vou MUST movne the foixowmo mtormation
1 T>>* nmor' f th» «pedhc merkcal oondanKi) emidng
r»Hi iiiai lo Endwgi trorn ptewmo oaerniouoni. uaaxiinl
and reaponaee lo seeanem
oHhoeapotied dew el M or penal ieoo»er;
6 AnaaplmlanelllieKieacteimeniedceleendleenenMa
aeuwuei aem en and on me joe
7 Aeaoaamem ol ¦» degree lo often the medcaJoondnon Ms
or has mx Become Banc or anil etaBtfoed end an eipiane-
Bon el me medical oaxs lor me condueon
8 T»ie kksNnood mat me eidmduslalt sutler suddsn or sums
naanimn eswrisn wen me madaal coram Emm
me medcal Bass tor your common
t The proceaaty mil ma ramouei lufler tniury or harm tt
neersneenoifasmaederaeeonwnodsMd Emaoimemed-
nal Basa tor your oondunon
10 The modest Beaa lor your decatoniofooomnend or not lo
rsconuneria leeUKumi thai prolatn the ndmouei Irom at-
landeig anrk esaeemer or penomMig epedhc Ounea ol me
peaaam H«oune<*>npaaeo erryBoni-reaiedrBamcxonsor
recommended eooomtneoeaon aaptanmemerspeuocornsii-
aMpang name o) me teeircnota wauai or no you new
SEE REVERSE
5-89
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Managing HIV/AIDS in the Workplace
A Resource for EPA Managers and Supervisors
S«ptocnl>f 15,1M4
PHYSICIAN'S STATEMENT
GENERAL INFORMATION
FERS rvQuttoons (5 CfR SMI A Mnp of intmnaot to daa-
tottfly (Mwiiini oanafits s MMonty wtian Pw ntonniwii) utv
mmao wtm ma appucawn anows mat an ampioi >¦ a untw a
render ueefut and efhoant inm mcum of omw or mpry
m me employee® currant poacoon, and mai ma employee nas
not narhnan an ooar nt reiimnmeni in ¦ »f mi nfitmn ai ma
aame apency and commutmg area ai tna aame great or Day lev-
el and tanura tor wtweft tna employee 0 ouabfaed UaefadendeJ*
hofuamw mttnituttyauccataim performance of me enseal
of tastntm —rrnnu of ma powuoii (or ma atttary to/VNprm ai
mat tavaO. and eamiarinry oonouct and
Molt Tna Ofhee of Panonnai Management
tor doaofttyrenremeniunoe'FERS to etao apply tor
rnyOaneta Tneretore. you may a»o be aaked to promoe
cat tfttormaoon to ma Social Secunry Admmarraoon tor as uaa
tn making a aooat aacunty otsaMfty oatarmmaoon
The daibitoy retirement appfecanon muat contain docvmanta&on
mas apeataalty oemonatrates
i A daiuomy a> aarvce mta\ reaoeq to partoimajca. canauo
or anemiam*. or. m ma aoaanot of any actual eervce def*»
owncy. a tfwaig mat ma medca) tandmon a wtcnipaum
wtm emr iaafi< it>m or ratanrmn ai ma peamen
A medcai oondnon muAt m tfefawu a» a neettft enpatmoni
faauangmmadaaaeeornpury naudngptycftetncaeoeat
ca< condoan auefi mat ma iiMcai condnon nas cauaad mt
Tha durtnon of ma mpdcal condwon. 00m oasi and aiwci
ad.andaanowngmeiTheoendaen maftprooaMffy.enaeorv
tmwe tor at lean a year trom me date me employee pecame
7 Tha
10 any
mumo araa. at ma
amefadaytorew
me employee waaeennngunoer me Federal Em-
Gystam
OQoney 10 ma** reeaona&e ac
employee a fnadaii oondnort
QfMinipioiaitorrMttQnnioni
5-90
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Managing HIV/AIDS in the Workplace September 15, tw
A Resource for EPA Managers and Supervisors
FERS, SF3105D, "Agency Certification or Reassignment and Accommodation Efforts"
FERS AGENCY CERTIFICATION OF REASSMNMEHT_AWD ACCOMHQOATIOH EFFQHTS
Tom
IWMllCll
uz
Or-
fioapntylMMltteMil
nor* •flora *ro mac*
aERnmBATm rr cootonato* nm muni—wt or tic nw ¦miii knvotwpi
' Ctmw> mm —a mmwan • w> » ¦» c—1 or my to—nagn «no nm
•mmm
' n 11
• dm
«¦mm*
MMuriwini
!i
1
5.91
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Managing HIV/AIDS in the Workplace
A Resource for EPA Managers and Supervisors
Saptambar 15,1994
GUJDELWES FOR COORDINATOR FOR EMPLOYMENT OF THE HANDICAPPED
OENERAL MFOM1ATKM
_„r IWMW—
* Ttoownnr>*«»MBticMm«M»aHtanooKi rrrrr r m mrr mrnnm nf-n niimq ¦. turn* ¦¦¦¦ mm
•8.snosvoMnpM3QDnsmv amqtbcbom n vour cqmcv In dbut mm A CO^Y MUST K
ana to tw wiom oonot M n*«m
5 Tmam infti—i pwoowaonMHwwi — m—i a—fwatrtiCnautm»'W—i—t——OWM
¦ ¦M*mne«m*rtn**«MaiEf*- irHiMii I feu B oc «o n naCM*
IKE AOncrt OKJMTKM TO OOMIWUE TtJ TTY TO
Msmm iMotnovKEOon NCTOAie wrm tme rl-
HOWBCBHWMTW ta>Mn«MgccnMMI
IWHW) im HI OEM i own an ¦»» —ciubi
«*r •• «M br oi* fmttnl Emma
Bmwn tor tcauamt ¦uunman or umtuw
5-92
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Managing HIV/AIDS in the Workplace
A Resource lor EPA Managers and Supervisors
Scptwnbar 15,1994
FERS, SF3105E, "Disability Retirement Application Checklist"
FERS
DISABILITY RETIREMENT APPLICATION CHECKLIST
To Cuiiiiu by unptoywg onto
U Pi
wt Qury Im«?
JIT*
p V«D flM>
Him ritw-
¦ I
tar-rt^ mo)
a. SF MQtMHMnri I
t> 5f HOfifi
SAMPLE
¦» Aagamno boo*« a imn Uh
e V SlOSO Ogwrj CMhcaoon K I
0 S' 3T06C
a Agin.) nwiniiplPua—li
fife
• On Sigpwpfa soawQ (Sf 3rOH^ a lacm C a»m «, arwsvw) M»«"
Hue
I vm AMeftBMe
nfiactoiB.Mmfr mui a
• K«mMaan«avviiiian
taceon a rawrn «v «pi
i VP Cam
n — on> yun on 8F 9107
rt s mmmi «raar mmh, dp
«M ID set on *• oi hpr i
tor hm or Mr (MMe
> #i «m 7 cotM or o*w •
Agancy Cavitation
I W 3107 .
{ llalail
h«o i
MMhortEaopiiH
• I CERTIFY Ml A* a
Hi
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Managing HIV/AIDS in the Workplace
A Resource for EPA Managers and Supervisors
5-94
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Managing HIV/AIDS In the Workplace
A Resource for EPA Managers and Supervisors
September 15,1M4
CSRS, SF2801, "Application for Immediate Retirement"
CWII (
MtMnmnt System
Application for immediate
Retirement Under the
Civil Service Retirement System
Includes information. Instructions,
anti Most Necessary Forms
4| 5F280I «—¦ ""—i' rieiaemeni bwowh
ano tywd oy me •ttemp anmuiei
5) SF 2801-2 Seoiaei Content to Survivor Enew 1 f*
BBKiBwa trr me ratamp a mean a me"*1 omeni l°°u"
ana ¦ mury puenc tor eaier penen avaiM to
arm ei cuti *me»e a mamea «et»ee etea» «« »»" "¦*
fnamim aurvwor annuay lot ma noiM
6) SF JS013 Emsst el Former Soouaa Sunraor Annua* e
Combaianon Ctfitrtftrnwr Scout* Amawy to be eemewter
ay tne rewatp mil »a * he or «ne nwi a n»v ft ereww* Ir
a termer apouae
7) SewoduiA.B and C. IB Ba luuManit y me rotate troww
tf near ana naa 111 aenre duty maaanraenm erQinaaevr
Introduction
# you an a current Federal or petal • motor it covered By the Cwii
Samca Oelimimil Syaiem and you «nh to apply lor fitaemeni amh
anmeeote mwuey lanmny curintiencing wimjji one iiuntn altar B»
oaia el awnini en aatacn taie to annuay a Baiert) Has oar*ape o
tor you1 in you are co»aia9 by tne Feaeral tnmmeei netteineni
Synem. you mutt uaa SF 3107 lo apply lor an imiiama annuoy)
Oo not u» ma ptefeape ermtloma iconun to tppy lor MM rmr
anmay 0 you want to apply tor a oelarrad anmay tpeneraJTy
oeomnng ai ape 62) you ifsuH reoueit an imiliraira tiom tne
Once ol Renonnei Manaptment Ori Samca tenement Symm
Employee Sarvee and Raiuidi Carnal. Doyara pa 18017
lite vrtormaion and tsnnt *i On earnaoe era cunem a* el January
1990 Worniaien aooua any cnanpea MtOi may na»a noma amce
mat tana mould Be added to ms paotape by your apency
Kaao Itia adormalon aectnn ot txa BootUei tor haure reterenoe
Where to Obtain Additional Intormailon
Tim package patam Bate reuemani aifcamaniii aooui maneti
atteewig moat remng employeei II you haw ouanena about Cml
Servce tenement. aan your employs) lor aaamanoe
General Information
Thn pacxaca content me totaamc
A aummary ol i
raieemani
lor Cml Sannca
2) bnt/uctom tor me comeieten ano aurnmn el tne SF 2S0I
SF 2801 2 and SF 2801-3 taae aemi 4 S and 6 mom
3 Addamial eilormaiaan atom reieemeni eiciuOng
Famy your innaratwn paoe 6
What naooans after you lie jnur retaemewi apofacaran
oaoe 8
What to no a your aaoreai cnangei betore precauttg n
Mow to nave yoii annuay payment earn to a Bam or
inancai uittamamu papa V
Coil ol avetg noaaan. papa 9
Payment ano accrual el amufeai, pape 9
Compuwon ol amauei. papa 9
Irom the Daosvnem el Waiarani Allan twmeny tne VaMrant
Aomnsttmmt *> aeu Ol inaaary lataad pay o< Ol nas vw
taton oanata tiom tne Once el Womeis
Companumn Ptupiinu. U5. Dauaiinem cI ljbdi
CarUad Summary el Feaanl Sanca B Ot
empioyn? ^aney ano aqnad Of ine apeacani
I el HaiiailMa nauaiiwnl Pracadum B Ot
by the aiiiuuyeip apancy. and a ma anan eotsMt
laiwad by We raannp am—iaa.BHaBaaaoauiriMaianan
mo miaanau et ma mmiimmi
Ellglbllliy tor Rettrement
GENERAL REOUnEMEHTS
A nrntmum et 5 yean et ovMn aarvce a raeuaed (n auuu
•meet lor lotaeniaiii beraiiaa ol teaoaay an ampwaea muai nam
Been auOfaa » ma rawemam law lor ai iaa»t 1 out ol me tan 2 yaau
Batare ma lapaniwt on aataen tataamani ta Baaed
AOOmOMAL REOUIBEMEflTS
1 Optional retirement Baaed on ape and aatvlot Anenmediait
annuay npayaeie pan anwujaa icon aapaiawn d neor ana
ftaj at laasi
la) Syaataol ci»*in aannoa and ha« reached age 62 e>
lb) 20yoar*elaarvseandhasiaasiedape60 or
(c) 30 yean ol aerwea and haa leacnad apa 55
2 nalbawnl baaed on *weftiina«y aapaialkai. An imnedaat
annuay a tjetalae to an ampunaa upon aiaoiiiniBry aauaiami
noltorcauaa a na or ana Ml ai laaat
ID 20 yeani ot aannca and haa reacned apa SO or
(0) 25 yean el aervna lapanNeii ol ape
Emoovaai who otcane a raitonm* oltar ot anstnei miar
a>e not eagibie tor tewemani oaaeo on enomnuiy aapaiaicr
Canaraur a "reaionaoie eittr" n a emnan oner ol anomei
eoionnmai n no mora than me eourvattm Ol rwc oraoti or Pay
levers eattw your currant grace or pay level ler am you err
ouaMao n your aoency inctuang any apancy to am your
luncton n trantte'rtdt ano'erthm your oommuiatg araa tunlaii
you are unoer a paogrsvtc moMay aptaamanti
3 Earty optional retvemanl baaad on me|er RfF autnerttanon
An aameoaie annuay a peyaSM to an aumuiaa uoon oeoonai
aaoaraton dunng a aoacaiad parod ot bma from um» in
aoaeae peograsnc tscatam occuoahens anew orparazanont
d tne Oltne ol Panennel Manageniaiii (OPM) i
» aeency a unootpoeq a matoi tMuenon-evaan
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Managing HIV/AIDS In the Workplace
A Resource tor EPA Managers and Supervisors
Stptambtr 15,1M4
raorpani^aiDn or major wanster o' fjndon T¦>* amploires must
ria«e ai Kin
It; ?o yaars dI creditable servce, and have reached age 50. or
lb) 25 years ot service. regardless ol age
OPM win eporove an egency 5 reauest to' voluntary early
tenement authority only it a major raeigarnzatan. ied»et»n m
tores or trtnsler ol lunetcn wtl raautl tn a igmtcam number ot
«mp4oy»«l being separated or mmediatehr reduced n pay
4 Retirement beaed on law antarcamant or tirellgtlltng
•ervtca. An employee
• wtxna duns are primarily the nvesnganon. apprehension
or detenten ol tndiwduah nitpaaad or convicted ot
ottenses cnoer Federal cmrnul laws. or
whose pnmary dunes mvotva the control and emnguish.
mani ol tires or me mairaananca and use ot lialfltuing
equpmeni or apparatus, ot
* who s transferred to a quaMymg supervisory or admmstra-
tive posncn. Irom a posron wnosa duties war# pnmarty
law anloicamatn or freighting duties as deserted above,
may receive an enmadiale annuity t ha or tfiiMkH least 20
years ol audi law enforcement or luelBHtii^,aliwBi has
reached eg* 50 and meets certain other r
obtain addmonal mluiinatan concerning ilm I
hum your employing agency
5 Relliement baaed en eenrtce as a Member ef Congress*
congressional employee, Alt Traffic OontroUei, under
provisions ol the Panama Canat Treaty, or under other
special provisions These types ot let ire merit nvolve special
requnmems tntormahon should be requested Irom your
employing agency
E Retirement beeed on disability An ertmedwie annuity is
payable to an anipOyee who has et Was' 5 yaars ol ewiken
service and who wtee enipliyoa subbed to (he ratremem
eystenn has becoma disabled, because ot disease or vqury. tor
useful and atloern service ri ha or her ooaten and any vacant
posaon withm tha agency end commuting area at the same
grade oi pay level lor which he or she a qualified lor reassgn-
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Managing HIV/AIDS in the Workplace
A Resource for EPA Managers and Supervisors
September 15,1994
n you war* Ml arnptoysil m • position aubfact to ctvll
earvtcarataamsnl MM Octooar 1, W82
II you do not man* ma onovt and you ara atgtte tor
Sooai Sseuray oanata ai aga 62 your anmwy an* ba
raoonipuMO IB aga 62) to •mimim credit lor in* posi-IBSB
mMary sarra in you are ao« 62 or ovar wnan you r««
and an tor Socal 5«cunry eanetss no credit lor
pesi-1956 mmtff —nnco wtt) M iFqmci m ttw eomoutften
ot your mnudy tmttsi you p*f tfw Oaoosit ba*or« you
NPIffll )
tt you wars tnt snploysd In • position subfoct to cfcrtl
saracs retirement on or altar OctoMr 1.1882
You will not receive any mnrntnt credit lor your post-
1956 mtfoary aamca d you do not man* the oeooiil tor I
balora you aaesrair
* you Its** ouestnm concerning ma uadang o> your
post-1 SS6 (Misery Monc* and now to maM^nttoaposi!
ooraaa your a agency Aoo see
Ara Comouted" ohcftbagm on oapa 8
tarn 5 II you are racawaig. or hava apckad Mr any torm
retaad pay anow usnswi or oomjaruatan hem tna
Department ol Vatarans Allan (DOVA) nMiiot matary
rawed pay amwar "yes" to Ram 5 van eomptata and
anadi Schedule B • Ittury Hatred Pey (Important- Mttaiy
retted pey ndudes doeMiy pey end reeen* relsmr pay)
This mtorrnaton a needed to atsurt ixwiact cradl lor
military earvca necaei ol mMary roved pay or paraon or
cpmcaniateB trom ma Department of veterms Mian n
keu ol miliary rataed pay may atlact Via noroutaaon ol
your annuay ists You cannot raosus tenement eredi to*
meaary aannoa tf you reoeare misery raned pey unlets you
were eweroed tna ranrao pay Ml dua to a dsataMy anmad
m combat mii an enemy ol ma Unead States or cauaad by
an msmimantetoy ol war and monad k tna tow ol duly
during a par an ol war or (b) unoar ma pravnains ol
Cluaar67 Mia 10 USC iponaeung to retirement trom a
reserve mmmiioiil el tna Armad Fore**)
II you art wamrg mMary ronred pay tor eml tarvc*
rtmmtnl purposes. your agency can nets you praoara
your raouast tor waiver AnacRtng a copy ol your arawar
raouasi ano a copy el tna hnance comet edwowteogmem
(it avadablel to your apohcaipn may halp us to precast
your Claim mora ouckly (Evan c you nave already w»«d
your rrmajry" mad pay to receive beneMi Iron tna
Department of Vatarans Aflan you also nsad to Me a
waiver ol your mtury rented Day lor ewl eefnce rawomont
putooms I
SECTION C - MARITAL MFORMATK9N
ham I todcaia vrtiatner or no* you ara mamad now 8 you ara
marriad also cjomptala hams I a-l wnn mtormatcn aooui
yom ci*iam rnimagt Mormann about your mamil sutut
and youi soousa n nseassaiy to auut* mat you gal tne
aurvwor H«on that you want and 10 wfneft you ara anttlad
Oy law
Ham tl H you wara mamad by a dargyman or luttca of ma paact
cnacN inai boi 11 nol cnack tna bo> manad "dinar" and
•*0*a,n now or by aaiom vou wa«a mamao
¦am 2 fou mual eontptaia IMa Mam Mm. mhtmt or nol you
hawa a lo* mar soousa liom «rom yog wai oworcad on or
altar May 7 1065 and to witurii a coun oroai gwas a
survnmr annwy
II ynu answar vas anaefi a ramao oop» V tn» eou-
WBarWwoica dacraa m as antaaiv and anv anacnmann e
¦manomantt Fallura to uiinpMit twa lam will oatay ln»
ptncaasmg el your application
SECTION D - ANNUITY ELECTION
Road "Mnoerum Mormanon Aaout Annuay Eiaann • oao* a oatorr
maluig your aaaeton
Boi 1 B you auttai aanar Boi la or Boi lb your w<» or husoan:
«nl iseawe ¦ surwor annuay «eon your oaath Tna amour:
of tna survwor annuay and tna amount ot ma raomen *
your armury to orovoa tna bsncht will oaoano on wncft
ataeoen you npal For aMunnaiw on ma ailaet ol court
orOarc on your soousa i at^oaay to racawa amwor
Oanatn iaa tnweiwnl tmormamn About Armuay
Ewxon-
Bot taD you raa) Boi la. your DOUMimmwor armuay ioon«oui
oaatn wt ea 55% el ALL el youi annuay Your annuay anli
by 2-1/2% ol tna hn! U.600 and to-- ot m*
el your annual anuoy to pnwea ttas banald
r«h
Box lb. your soousa a survwor annuay ueenyom
53% el ins annual amount you tpaoty ai tna
iwncn rmol oa lass than tna tut amount oI
your mual annMyi Your armuty anil ba raauead by
2-1/2% 01 ma last 13.600 and 10% ol any adMenai amount
you spacyy
It you mil Bet lb ycu mot uaiamw and aoaen SF
2S01-Z Spouts s Coram o Sumor Emcton to four
«'¦— Tha law isauaai eonsant ot tna soomt n a
mamaO parson Men Wis than ma maxanum surmo<
Box 2 H you aiaal Boi 2 you wifl lacawa an anmay payabta owy
(dunng your Manna antnout monnny aurvwor annuay tor
your soousa AM ratmng amtMayaas mamad and unrnarmd
may ehoosa tha typa ot annuay Howsvar you should
man caraluVy al aaormaton pimnosd bstore nutong your
otaann
It you an mama at raw smart l and cftoosa Ms qrp* of
annuay you must also compiara ana atueti to nut
anrHralPTi SF imi-2 Spouwrs Consanr fo Sumtor
Emcoon Tna law rtouaaa tnat your soousa eonsant it feu
ewa lass man manmum sunmor banatn
Bos3 H you awal Box 3. you must comolaia and attach SF 7801 3
Elacten of Formar Soousa Sunmor Annuay or Combnaten
Curram/fpnnrr Soousa Anminy to your aoptacaton Aaad
tna ntormanon at tna bottom ol SF 2S01-3 baiora mautg
youi aiaamn 0 you tn mamma and Mia/ Soi 3 yeu must
alto comowr* and anaen SF 2801 r Soouttt Cantata k>
Survivor Encion id your epticefton
It you niial Box 3 attci youi Osatn tna parsonis/ nu aisci
w<> racan* tna patcamage ot ma annuity you saiact Youi
annuay will o* raoucaa by 2-1 IP, ol tna tirsl S3 600 and
10*.. el tna ramaaiear as you (paoty
Boj * It you naial Boj t a parson aaiaetad by you wno has an
insuraDIa miaiasi vi you wtl iscswa 3 survnnr armudy upon
.our oaath msurabw miarasi ansis ft ii>a parson namad
may raasonaUy sipaci to darwa Imanetal banal* trom your
contmwad Ua isucn as a lormar soousa or a dosa ratatna)
To cnoosa tms lypa ol annuay you must promoa maacal
oocumaraaivn snownng mat you ar» vi^^ood nsaitri You
ara lasoorncaa lor ananpng and payaig tha coils ot tha
Pagal
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Managing HIV/AIDS In the Workplace
A Resource for EPA Managers and Supervisors
September 15,10M
medcai Bomm*-' T-c madrrit res"" •* ">* mameiawn
mould M attained 10 roof rewemen* aetMatiO" Vou »il
m iwtfwd * additonat enoence a reouaed NOTE fi yc.
are tetmng on me Dan: ol oiubdgy you are not abgaie II
cnoou inn typa el annuay
Vou may alee ins ravattt eiteretl aurvwor annuay n
addson to a regular tunnvct annuay lor a currant or tormar
toouu Hornn' H tna oerton you atitct to recei»e tha
atturaMe mimi urwoi anrujcy a your anient sdum
you muii ooin warv# me current nouu arwwity by
eomflwnng and coaching 5F 2601-2 to your apobcatatn
(your current toouu cannot receive bom a regular aurvrvor
annuay and an mturaMe aaerett survwor atwumy I H you
elect me insurable mmi annuay tor a eurrani nouu
because a ooun order awards tor you ftav* elected) tn#
regular turvivoi annuay to a torrnar nouu ma atauratta
eaerett a laden tor yourainan tnoma can be convened to
a eurrani nouu armuiy it tna lormr soous* loaai
enwetiianl to me regular annuay tnrough saam or ramar-
naga pnor to raactiaig age 55 Tha IMA
teoaromaw taae Mm c. Mow) does net aoe^p «
marasi enmraas [ j .
D you cnoou to provide an atwrable tuere*
amnuy, tha amount 01 tna taouenen in your annuay aril*
deoend uoon tha diHweme between your age and tha age
o> tna paiaon namad at tunmor ermuearit at inp«m m tna
table below Tha aunmor a raw wit be 55% ol your reduced
annuay
Age ol Person Named m Heat on
to thai of Retiring Employee
nauuciBH at Annuay
of Ftetmng Employee
Older tame age
10%
or leas than S year* younger
S but lest than 10 years younger
15%
10 but lest than 1S yecra younger
2m.
15 but leu than 20 yaara younger
35%
20 bin less than 2S years younger
30%
25 out »n man 30 yaara younger
35%
30 or more years younger
40%
Important Information About Annuity Election
a Mamad Employees B you an mamad ai rervemera and do not
tndeate your annuay ataaon or your tootorn ooai not comani
to an aiactui ol lest man tna manmum aurvwor annuay your
asoteaicm will m oroceauo on ma ban ot manmum survivor
oenetnt for yournouu (Seeaemb MHowi
0 Spousal Conaanl nequ* anient
vutiaing bo> ta ol ma apotcatam you must anaen a
completed SF 2601-2 Spouus Consent to Survivor
Eleann Tha a reouaed even d a twmar spout* will ba
awarded a sutvnflr annuay eoun order See oaarw unoe*
Nam a
(2) OPM may waive lha asouial content reou»ement <1 you
anew thai yoin amines wherenoms cannot oa oeier
mnad A raauatl tor wawar on n» baata must ba aeeomoa
mad by
A ludoal dataimaiam» that your wouaa >
omwcMuit cannol ba daiariranad OR
Attnavas by you and two otnai onn r *«i" vn* r
mm n not mmte to you anaiir*: to m* .<
loema m* oirram toouu ana turn; tn* trv\ maae
B locata tna toouu Vou mutt boo o latumt laae uoaraiav or
iimimmi iimni anata*> not oayabia
¦tar ma ctMd man «a 22.)
Court-Ortaiad Former Bpouaa Aiwuttlaa It your annuay
eagau on or «tar May 7 1965 and a euaMyng eoun orear
9WB* laararda or raquaaa you to erewdal a aummr annuay n j
tormai nouu tiem mem you vara enwoad on or ahar thai
data. OPM muat honor tha tarma oI tha eoun ordar antei at
dBcuiaart batow Vbur annuay arts ba laduead n erewoa th»
aurvaor annuay tor tha tormar toouu * na or tha it afegMa tor
thabanahl Hoanwar. a tormar toouu cannot raeawa a aurvwo>
annuay by ooun ordar untaat
i) Ha or tna wa< marmo to you lor al least 9 rnorttn
21 You ba»a at taac 18 montht ot unnce tubtact to rawamaw
deouctmt and
3) Kta oi tha ftu not ramamed batora raaefttng aoa S5
1 you are mamad and a eoun hat awaroad a turvnor armuty to
a tormai nouu. aaa ant g below artach aan«u now you can
EMU act your currant apouu a lutwa aurvwor annuay ngms
Etactlng a Sunrtvor Annuity For a Former BpouM or a
Combination ol Survivor A nnu It lea For Cumnt and Former
(11 To make a tormar toouu annuay ateeton you mutt nava
bean mamad to me peraon tor a totr ol ai leatl ft months
and you mutt nave at least 18 months ot urvce mat was
tubiect to rewemem aeoucraro A tormar toouse «mo
mamas agrnn bator* raamng ape SS is not extaaa tor a
tormar nouu survivor annuay
(21 Vou may awn to promae » survivor armuiy tor mora man
one termer toouse whether or not you are mamed # you
are marrM you may elect a turvaror annuity lo' your
current aoona as wratt as a survivor annuay tor one of mora
tormar nouses However the total ol the aurvwor amtanas
may not aicead 5S% ol your unreoucad annuay Alto * you
at* mamad you must hava your toouu t content * you do
not elect the mannum currant nouu tunnvor annuay
Pajc *
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Managing HIV/AIDS in the Workplace
A Resource for EPA Managers and Supervisors
September 15,1994
(3) loatoa a reduced annuay to orovide a turvwor annuay to a
tormar nuu or a csmomiicn of twiw annum] lev
currenl and forma' «Cou»»(l) compiele and amaen SF
2801-3 Elaenjn ot Former Soousa 5urvivor Annuay or
Cununamn Cunent/former Scout* tmruat
g Elactng a Survivor Annuity for a Current Spouae Whan a
Court Oroar (Uvea a Suryhror Annuity to a Former Speuaa
til Ha eoun order has 9«>en a tunmor armu«y to a tormai
rouse. you must mane your tiiciajn concerning a aunwot
annuty tor your eunam House at d mora arara no eoun-
ordered tormar toousa rnnrtuny By aMawg *>e manmum
survivor oenalas lor your currant toousa at reiaemeni you
can uoieo your toousa • ngntt m case your format toouse
loses enwiament n mo future leacauM Bi remarriage
eatora age 55 or oaatni You on os tra oecausa «>no»
OPM mutt nonor ma larms of tna eoun oroar. vou ara not
reouaed to ELECT a tunmor artnuiy tor the tomwt tsouta
(Note The aHLiun you mau now lagantmg a aurvwor
annuity tor your currant spouse cam mi da
as nolanad m *Aimudy Etacuon Cnange*
man!') The loaoanng paragraphs eotaaiinmort Oat]
your anewn cl tna mim el retaement can
currant tooutet (mure rgWs if the court has gnwn a
tunmor amuty n a tomwr toouw
Bl II a eoun oroar gwes a aurviwr annuay to a tormer toousa
your annuay «nd be reduced to promoe d It you ataa a tun
or pamal turvwor annuty tor yeur current toousa tor
anomar former spousal. your annuay wffl ba reduced no
mora man ¦ aaould ba to pronda a tunmor annuay aouti to
55% « your unreduced annuay
(3) If you dw bafora your cumra and tormar tsouta the nal
amount ot the tunmor ennuewa pad carmoi aieaad 55% ol
your annuity and OPM mun honor ma tarmf ot tna eoun
oroar bafora a can honor your tlannn Tha tormar anaa
llawtg tna coun-oreered aunmor beneta would racaira an
crtnuoy aceordng to tna terms of tna eoun order
(4| It ma court oroar gwes tha mmmim turvwor annoy to ma
tormar noun, your andowttr) saouti tacorvt no tumvor
annuay uwtd ttw termer toouaa torn tntalament Than your
wuowteri waM racawa a tunmor anmmy acccioeng to
your afacian
(51 If tha court oroar prvai leu than tha mamtum aurvwor
annuay to tna tormar toouaa your muuwiar) wouto racama
an annuay no greater than tha dttorence baiwaan tna
ooun-orderod tunmtor annuty and 55% ol your annusy
Hoaanat a ttw tomwr bouh tola* antwamaw to ttia
tunmor annuity (through remarriage bafora ape 55 or
oaam) your wowlerl i turmer annuay would ba m-
eraasad to tna amourn you ataoad
For eaamota a thara is a coun^idered tormr toous*
aurvwor annuty that equals 40% ol your annuay you atact
tna maaanum tunmor annuay tor your currant toouaa. and
vou dw batara tna tomwr ioouw t emawrnerii to a survivor
annuay ends tha tormar noma wouta racatva a tunmor
annuay aqua! to 40% ol your annuay and your wtoowtar)
«oulfl racawa * aurvwor anruty aguml to I5M ol your
annuay IIoiiiii a tha tormar aoouaa latvr etas antaia
mant o tha ttavwor annuay rtuougn lamarnaga bafora apt
55 or aaaih) your weowtar) would Own rarawa a ttavwor
rmuay aoual to 55% ol your amuty
•61 Fadaril Emotoyaas Haaih Banalts cooara9* tor your
wioowiari can comnua on»|r d (w or »iw racawat a turvivor
annuity thai B tarpa anougn to cover tr» wahhetoiim
Tnaratara a a coun-onwrad tormar asouaa ttmwoi amu
wa pramni youi anoowiarl Mom racamno any tunmo
annuay or a aurvwor armory tana enougn to. ear*' <—
naaan banatas waiaiuMmgs you mav want to esntwr-
aiacnng an anmbw aaaran annuay K» your cwrant
h EMdlnp An muraMa MafMI Annuity Fora Currant Seouw
(1) II a tormar aooutas oowl-orbafao uavwor annutv w-
pravant your currant acoux Mm recerwig a ««w
anruwy mat a tutlnent to nwat ha or fwr amcoawo rwaoi
Indutrg Fadaral Cinptoyaat Haath Banalti eovarapai
you may want to ataa an anuraHa aiteras anmiiy tor you'
currant tpousr
Q) H you alaa an aauratta aaaratl turvrvor annuay tor your
currant tooun you and your curant aoouaa muai bath
araiva tha raguiar tumtor annuay Tharafora
(a) aabal and oomotota boi 4 m Sactsn D ol tha SF 280t
namaq your curant asouM
cl SF 2C0I-2 and cnack oo» b
and 3 of SF 2801-2 oraoaity wnctonB
M Jf aaJb) eompiaMPart 1 ef SFS
/ Vl Ptf 2 ¦Bd 3 *
» / / I luLgaaai conaant
^MMragulaf aurvwor annuay)
13) V you ewct an aouraWa aaaran urvmr annuay tor your
currant toouee and your tomwr toousa aaa* enuiameni
baton you Aa. you may raouatt that tha neuoix at your
annuay to pronda tha anuraMa aaaran annuay ba
conratled to the ragular toouaa turvrwr annuay (Saa
'Annuay EMan Chan^ar Altar Aataamanf 1 Your cwiam
anuaa amid than ba anttlad to tha ragutar tunmor
annuay m addton. »yow tomwr tpouaa Bias amuamani
atwr you dw. yeur andoavtar) can aubantwa tlx raguaar
aurvwor annuay tor tha embattle aaaran turwwi annuay
<4) * tor any raaton OPM canmM akoar your muiaMt marasi
atoaon tor four cunant toousa. your currant toousa art ba
conulered alaaad tor a mazvmmi raguar aunmor amity
unlatt your currant soousa tqm another SF 2B0I-!
conaanang b ton man a maa imum raguar tunmor annuty
Vowntary ContrtbuUorti And Survtvor Anruitty Election
The toUuawq aauiiiiaww appkas only to tmpOnaa srho Mva
made volumary contrtouona to purchaaa addaonal annuay taaa
aam 10 on page 101 or who ara utmg aicats ftutmeni
daductsns (laa tarn 3 on page 9) aa vohmary eontrtunnt
(t) Sunwor annuty that a purcmtad by volurtary mntnbutim
nncaattoiactlolhatpauaalcorwaniiaouaemaiudBcusaad
on papa 4 nor is a tutted to cowl oroan aaraiuaig turvwer
benem to tomwr toousai Ttwratora ragardtott of yout
manul ttatus at tetvomeni or the type of tumvor alarum
you make tor your regular amuty
(a) Vou may atact NOT to pnmda a tumvor mnuoy bated
on the mtonaty eontrtoutnm. or
(bl You may name any »x»rv*!ual you want to racawa tha
muraary cormtounons tunmor annuay Thai a tha
¦tdwwuai you name to recewe the voluntary mriiraju
tail wvvor annuay does not need to be tha tarn*
parson you nama as survivor annutam under tha
ragiatr tunmor aaactpn maoa ai aam 0 ol SF 2801
(2) II you ara marned and elect to anile a regular tunmor
annuty tor your toousa (by Owe*rig Boi It Btn lb oi
Bai 3 ol kem 0 on the SF 2801} your voluntary conartai
aom annuay automallcatry be raducad to provtoa an
5-99
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Managing HIV/AIDS in the Workplace
A Resource for EPA Managers and Supervisors
September 15, ISM
addaenai tumwor anmnly W W taaat K*» TP"
guten a s^neo statement to your aprnainn lor .^lament
m atteh la) rou fill* that y»i oo not want to oromoe a
m^mif amity mun on me mwmv oorratturons Of (b)
you nam* another peison to lacaim thn pertain at
nH»n«l w <41 batwr
(31 B you are angto aid elea an mwty uo»tt»t ontr durng
your Mm or H you ere memed an* «th your tsouu'i
consent ftci tn tnmjly oeyaba orty dunng your Hum*
toy cneOing Cx» 2 ol aem D ot •» SF 2801) your add>-
tonai ennutly puehated by tnunarir eoimuaans aili not
pa reduced to prowoe a tumor annoy. unless you eteet
|4| It you warn to petqnate an ndMdual to racem » tunnwr
Minuey Pasad en your «oiunu>y ennmuuuiv you rrtur
auomd a Mjnta wimni artsch narn«s me ww who a
to raoMv* trie wkinaty lunuuiniu navMir annuay
(Only ona parton may M named ) Tna signed tuwmeni
mutt be anarted lo your an<< airw tor mraffla«L # you
era ilining a twwor nuy tor a person cv*r*th«la
currant apouaa. the sUMment MUST mctuda fJVw1
hill name Battel Mm. Soo»iSaaitBynuimwM*jM|9
xlomi fin tha manoa, you must am prawoe praol
m* oanoni data el bbttt tuen as a uaftfd Mtti
n at your armuTV ta prtmoe a tumwr annuty
I on yon votamary contreueons ilaiitiri uw Pie
Utterance MHurn your apt and tna age el the patson
named id taoewa pa aunrworamayaisnoanntht table
on Dag* * The wrmora raa a WV el your addtona!
anfluiy «B«r • o raducad to prove* • cunmer benatt.
UPORTANT lha reduorm made n your amity to
»wAirtery contnoutora aurvwoi tommy nr~ tt- r*nt nnitum enmrtt- nfcmnal n
Armutty Election Changes Alter Retirement
a. You mar nam* a nam aurmor or cftange |C1T eai la I t
net Mar than 30 days attar tha data et your tm regutji
month* payment. you Ma a neweteQoi mwmng B tha
person you named to racem a aunmor amuty das or your
current mamape andt m death dnm-a or annuimom. you
enoutd wrne WM Cmfciat Sannoa and ftauordi Center
Bonn PA 16017 eienadonV 4 you want» efiange you
anncn INote H your manage to tna t~" you had ai
¦atramant oonunuat. you mun hava ha or har awn to
any ataeton that doas not promda tha mm mum current
asouaa »w*wor amuty)
Your tnt ragiMr monthly payment n lha hm amuny check
DayaMe en a racumtp bain father man an ettmatad
payment or an adualiiieni cnaOi) alter OPM has mialiy
aduacatadthe rapulff me el annuay oayMa undar CSRS
and hat paO the annuay accrued met ma tana ol
not to iiurte a lunmor
When lha 3May panod *Lt baw
IMtren on the ateati mu« M pe paid ) Such tn aaov
II Kiwat tor t
toouaa* Iby ooun order or iiicihiii antftnaawamtaaut*
cannoi eioead 55* ol your annuty
The raduewn n your annjty n omnoe a warn tonm,
(or your cunani houm ttaot il wir manage ane"
t——el death dnorct or annuanam llowaif wju
anar Ma. OTOnn 2 yaam after tna mamapa ends tr
oortnue lha reduaon to proarte a totmer aoouie turww
annuty lor mat panpn tutxea to tha iannaon> r
peiatfitph ^ I you many aomeene mam Patoie you you haaa net cnwuii) made an
atactnn tagantng a amant apsiaa when you mamad anyi
mninanl [Of» your aimen iagaid«\ a currant teoute at
awtementwaaPaaadona—ct uouim) mn—rtl mu
may aittan 2 yean alter tha tormer tpou** • lentanaga
bator* age SS or death, elacl a reduced amwfy lo prevoe a
aunmor amuay tor Ml oaten tpoute Tha aiinnn a
tubieel to Hie it ilirinni gm'tn m paragrae*> I
I I you «¦)» unmarried at lettomoiu. you may a*ea Mhrn
•eo yatn attar a poM^atramam manage a raduead
annuay to pwwde a manwrn or le»-than-maHnu>n
aurwtor annury tor your toout*. tubfd Io ine tmarBont
gmn tt paragr«h |
g I you vara married tt lamamtni thai marriage andt. and
you marry again, you may eteci a reduced annuty to
prowde e maxanum ot Ieta4han-ma>gnum tunmor anruay
tor your n*« tooutt. subject to me restnchom gwen m
paragraph i MoMver. it you remarry me tame person you
were tnamad B ai retwemem ana mai parson had pren-
out>r aewsenred to yow electen ot no svrmcr anrwey you
may not atta to pttmde a surmnr annuty lor mat person
•men )«u rtmarry
h II a) telaanieiu you tacawad Iby etaoion o< coun order) a
reduced annuay » provide a turvwor annuay tor a tormer
tpnise ano you aiaaad to pfonoa an mwjtM ntrni
tu*w»r annuay tor your current aooute you may Chang*
the rnuraSM tnarati alacun to a raguur curreni tpout*
aurmor annuay watun ? yejrs attar your tomar apousa
loses ent«i»meni ibecause ol remariiaga bttore agt 5S
dettn or Ihe tarmt m the eoun oraei i tuotect to rettrctant
(11 and 12) gen m paragraoh i
Tha radudbon m your annuay to prowd* an enuraWa
eieresi annuty ends t the pet son you named lo tacetM aw
maunWa lerett amuty das or «nen me person you
namad n your eurrani mouse and you change yout tlacto 11
as aiftaama r> paragraph t> The neuoon also ends t
>>¦»»«
5-100
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Managing HIV/AIDS in the Workplace
A Resource for EPA Managers and Supervisors
SaptMnbar 15, IBM
attar you ram you marry ma nsuraeia atarast banatoary
and atad » cn«e< a ragutar aunrw amuar tor thai
eanon » you m«rry lawem omar man me iwm
nrnii bwilwy sJtar you ratra and aiaet » pronaa a
i«guiarsi*¥i«o»an»»y tor yout nawtaousa. you mwatoet
PMMlmiwni iumvc atounm ara suCfae to tha
(1) Thay cannot ba lionoiad to tha aslant that may eonftd
Mh ma tatms e* a ousttymg eout orO*r ma) wqum
youtoprondaaiimawannusytoratonnarKBUsa
(2) Thay cmnoi taa honorad if ma
airrani and tormar apousa wvm annua** to aioaad
55 V cl yoin unmduoad anmny. and
(31
B dump any pared
not raouead
survwor araiuty. i
Fund an amount
altar you rabrsd, your annuay was
a cunant or tonnar tsouaa
mot pay Into ma Hainan win
to ma amount your annuity
radusad duratg thai parlod plus
you w, t*tT~ *> eonnru* your nassn and Ma mwanrt owjo>
a> a irw lw«m * you Aaaw «nr oiwswns aoouiwur #«**".
«i>niow>iij>«tilleHania»|w|>'l*>n","f
SECTION F • OTHER CLAM WFOfWUrtlON
tan 1 ftyouhmappaadtor. oriaeawad workats agmoanawo*
horn tha Ottca ot W0M11 Compansawi Program-
(OWCP) US Oauamwam et Laoc' bacausa si a n
mwad ftnau or r**y. CMCK ma >«' 001 ano eompaata
SdadutoC
In sdwMa C you should pramda ma toltowwg «orm«non
I) > you ara wcaiwnq 101 hawanar lacaimrti cnmuann
torr. antar four compensate Ciarn mnDtnii m*
Oagwg and anteg data* el cacti oared tor whcti
oomoansatan was part and wiwtnai ma banatas www
a acnaOutad Hurt or *uMy eomoansabon
21 I you tow apokad lor. bus ara not racaiwng Mnatas
rid CM whatlvar your dean a panda ij or has eaan
-Sf\Mp
e% annual Marul
Insurable atarasi sleiilBnj an
mnnani
SECTION E •MSUUNCE MFOMOTON
II you want to comma your Fadatal Cmptuyaaj HaaSh Banata
IFEHB) arevor Faoaral Cmpto>asi" Ofoup Ua Irawtrct IfBHJ)
uueiajas as a aataae. you mud maat tn* tottowaig hot raoum-
•nares You must Pa rwtwng on an anmadJda annusy and you mud
nava bean anroliad m tha program tor tha twa yaara of Fadatal
aervna anmadiataty paacpdstg yout amuay comrnsneaig da* or d
ewoUad nil than hv* yaan tor tha tun pandit) of serves dumg
wnch oarataga wb wtltw FEW coverage a* a tamty mambar
I ano cwerag* wear CHAMPUS) counts toward tha fcwywtr
touuaamanl tar haath banaHi
II you do not maat tha anrctmant laaurameitt tor cormwng yout
FSKB S0¥«ra9a as 1 ratraa you may Pa atpttl* tor lamntiry
tanmoaon « eovaraga as a aaoaraiad amployM Your amoloying
ottc* will prevaa mtormauon about amathar you can tamporar^
ootmnua your haafth banatas covarapa and how to amofl tor a
Tha FEQLI CnHuioi ot Cnroanant Baoklat (SF 2S17A) hat mora
rdormcmn about atg**y to oontnua your ^(U.1 co»aiaga as a
ratwaa and tna eon ot eauanga I you ara a^ttt to comma your
FEGU baue eowaopa you MUST cnnwuia an SF 2818. Cantnut
ton of Ua tnsunnc* Comrapa Any optimal FEGU nuaiaga you
cwrraftty km and ara afcgOa to ratam as a rawaa wiN aunmtncady
ba oomnuad uniais you nuka Bflw ctungt You may also wan to
If a FEGU datenaton of Oanataary toim (SF 28Z3)
» you ara unor apa 65 tanra on or *m Jsnumy t 1990 mrWatact
to cDnmua Base Ua Imuranca uxarat>a no lauaniaiu you must
psy ma aama pranwim as asm amptoyaas unrt you raaen a^a 65
A you atact whir tha 50% or No Aaductm soiaouta (tor cowaiapt
aflar raaaung apa BSI on llw SF 2B16 you must not only pay tha
"W" atammtem pramum, but also tha addaonal pramum laqumd
to tn* a«i» ocnaraga you aril ham mtmt aga C5 Praiwums tor tha
Bftomnal cooarapaaftar apa 65 comma tor M* or torn tongas you
maauam tha aitn cowaraga
• you apoaar a6gtole to esntnua your FEHB oowaga. your agancy
wj auamatgaWy tranBar your anro*m»m to 0PM Youoonotnaad
10 do anythaig mni you am to man* soma changa m your
axurapt
Basad on tha Oocumamaflon your anwuy»^ agancy o raouaad 10
»uomn arnn your rawamara appkeaton. 0PM •otunia'y eomrtoutam pay
mams you may nana mad*
SECTION C • INFORMATION ABOUT CHILDREN
Muiinanon about tnur cMdian ai your annuny dam laa may halo to
•*Bad«a ma prooassng d daans tor survnor Panafas m ma avaro 01
your daath Tharatora you may t you wish comoMtt Sacton G oy
prwndmg tha names and tha dafas ol bath of your unmamad
dauanuaid chadran undar tha aga ot 16 Also m any chad owar tna
aga ot 16 and atcapabaa 01 satl-sivpofl bacausa of a mamai or
5-101
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Managing HIV/AIDS In the Workplace
A Resource for EPA Managers and Supervisors
Sdptd mbf 15,1M4
rammanl (CSAl Mn maitoai emaei W" tonntr pawr
otto* Your termar qawol odea oan «d»a you i your aeoac*
•on end reeotoi *«ara «a«io OPM iMwaMMniam
UttdH pnnt* OPM w*n in* oeynxi oltea numotr and m*
nurrVMi m) dm ef (tegmar of bgnrai and Tramiari
dn»nrnyouna«eeniarepaaupaar«iaeni Itaiwiitta
esfi pmwde ynuadffi M iwmnm.1 DO HOT CONTACT OPw
unless your hetoeient package has been sem
ID OS
>ttn
enmemenl 10 anrury B M «t ttw tart OPU ant aidnonte
—wn annuay yayiiianu He* wenm perrwm we usaem-
toanr than your actual anrury raa ana an ¦ »hh«bii»ii
a® undue toayioal Jiartrfir aiMa a» |»oeat» your epoaeanw
You an* racerr* a n» axptaaang you aaanm paymarn oatui
Uarnattaa Annuity (Lon* Bun Ratund)
R you am atQMto to «aa an "aimuM" may lung «urr
ivtund ol four lauawaw uauilMont «*h a iMusaa montwy
oerwtlj, OPM ado aand you Hoofae adontianon aDoui ttu
aaaan dump Ma pnontrg ol four ¦»* ali»t liouat
mini har»ii» e> a darttty. or N you na«a a tanr nu>
anWad by oawi ertt r id Canada. you Ml not ba alpM a> aha
i imKr
el rammer* ae ¦
taianly
For duMty lauemarm, your apancy «Ut tannrd yow
apnmun, waang vow dam oi ooabiey "M
fnknamy mttra* t> CPM tor daaMHy wamnam MM 6b
renew otdddiniedcdi and lanmedcalMtoenee tnteren annifty
daymanta can be aumoraad orty * aty) attar ma doabldy
been apnrman and your lac day r * pay nana a Known to
OPM For law aatorcamaril and IrttyMer in amain yotj<
agency wfll lu«—u ewoenca mmjenaig your MUmni to n*i
apaesl promon kaamn anmay oarrnernt can da aundnm
ortty if and ett%r OPM ha* awamarl your entnamem to dm
anneal daabery ****** detora me aga ol 18 Caart tn» boi
iiaamrl "dsawad" of ma name ol aecn cftM u> mem ¦*» adoaas
Canttaan el Sae»" G « asmnu me pnxawtg ol your amuiy
.M ifHti not da delayed or omanoa aliased < you do ncl
tlm,Mii « cmo*11 » M Hu an»fcy»y aonw «MI
Oocumamiuii and amm a naeanary i you cn j|il;iim/I
OMtaty ranamanl)
MPORTANT YOtl AMD YOUR EMPL0YWG AGENCY
ARE JONRY RESPONSOLE FOR TM£ COMPLETE-
NESS AND CORRECTNESS OF THE CERTIFIED
SUMMARY OF FEDERAL SERVICE YOU SHOULD
REVEW fT CAREFULLY BEFORE SIGNING r IF YOU
HAVE ALREADY SIGNED A SUMMARY (£0R EXAMPLE.
DURING PRE-RETBlElffiMT COUNSEUHG) ASK VQUR
AGENCY TO LET YOU REVIEW ft AOAM ANY ER
RORS OMISSIONS OR OSCREPANCIES WILL DELAY
THE PROCESSING Of YOUR APPLICATION. AND MAY
RESULT IN INCOMPLETE CREDIT FOU SERVICE IM
THE INITIAL ADJUDICATION OF YOUR A»>PLJCAT10N
What Happens Attar You File Your Rettremem
Application
1 Your Employing Olttaa
Your afnotoymg ^hs» raeawma you' aooteamn itw o«c« ol
Partofwal Managan»w ml aand-you an aamowMdgmani Th»
aoneoiaoyiiMiii wli piv* you your clam numoar wnrn anti
bagm wtti ma lanart "CSA " Thtj fKEnoer w* Q* vary irrtponafii
te you as an armutam daeauw you an* na*« to nt,r n „ arty
tana you wna or ca> n n eonnaann «Oi ycwr annuty
IMPORTANT OPM camor dag** W* Prooatang tri yoir
ntcaim lor rauaiwii unbi num y>n Ind
mnmam hcmi liom your aganey t you naad lo soraaci
OPM aogui your mkeiEnv and you Itan nsi ncami) your
Pap»a
e. Altar Your Appuealton la Piwiaiaad
IMia»a« Iron prooesaaqyou HI*¦mi an a*b tand you i
noraaga tmaam;
1| YouranraiayauMmtn,
21 Abooldrootuaanggananl*itonivat0naooulyaurannuty
and
31 K you an nn«>J tor Imatti timtgiti, ¦ m/m gmg
uiluinialun about tha Fadaral Emoioyea* Haafm Banahti
What le t)e If Vow Address Changes Before Proc-
essing is Completed
Tna acknoartaogmara wt und you >¦* mduda a cntnga ol addraii
lorm It your atdrni cflangas baler* you maun raur aamewi
aogmani tnr oonlaa your agancy to hnd out 4 your aooteaton nai
Oaan tonwiiad to OPM # ydur agancy rial alraady tormatdad you>
aoototon n us you ant naad to ana in. Qwatg your nanw. Seoii
Saeuray nunttar daia ol dflh lha daw ol rahramani and ma agancy
yeurweed Iron- II ynr lw»t racaaiad your aonuwiaugimii1
•amaneai c r^ai to youi Oani numbai in addum. you alodd
netay your ionnar Pos Oltca ol your tonordng addrau
5-102
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Managing HIV/AIDS in the Workplace
A Resource for EPA Managers and Supervisors
September 15,1994
How to Have Your Annuity Payments Sent to a Bank
or Financial Orpanttatton
Htvmg your anrnay payments tarn oaactly to youi bin* o(Inaneal
orgamzaton s Bern eonnnwni and tale It alto atsum (nai
payments am oeooued and evadawe lor row m evenwnen yoj
art atnf iron noma OPM mxIi enrmnue to land emer ansrmanon 10
your maitng address
7e nave your payments tan to a financial aitmiton. you may ock up
an SF 1199A Daacl Deposit Sgn-Up Form Horn your Bar* Both
vounndyout bam mutt comowe this toim II you tand me torm amh
mi opobcanon you mayemn your retirement clean nwttoer-a art be
tiked m Ot OPM Bui «w>
Oaobar 1, 1962 Oumg amen no canamani oaouaon
nm awtiiiotu and tor amen you neve net ome a otooxr
Wat aa«woa «r* not ba iDiumiad n compunng your armm>
taicawtoroomwangyourh^h-3eveiapicoy I I you nave
audi eemee. you art be given an epponunay to pay ma
2 Determination of amount ol liiriaati and
Cost-d-kveig eoeases ara eHecuve en
peyable n tna January annuay payment They ara
by ma petcaraage reran* n tna average Consumer Pnea
tnoai tor ma "base ouaner* ot tna year at wtacft they ara
aflaatva ovar the "base ouaner" ot ma preceding year The
"basa ouaner" s July August and Saptamaar Tna tail
coB-ol king atcraaaa you raoawe tnll be piorataJ to redact the
number ol monmt you are on the leueiiieiu rotts baton tna
increase is effective
Payment and Accrual of Annuity
All aminei ere payable nmortMyewaftnefes on the ImtDusmess
say ol the month toUomng the one tor wtach the emuay has accrued
All ennunea ara adfused to the next lower dollar
Tna oawmenejit) data et moo amuaies a the tow day et the month
attar pay eeasas and aU ether laqiaraments tor ttla to amuay are
mat There ara three exeepoons. Itpwevar {UdMMtypnnwMs, B)
annuiias bated on ewotuntaiy aeparaionv and 0) anmMies baaed
on yohmary ratramant ot employees aiho ara ai pay auus tor three
Otys or lass ai the month el retaemenl In these three etsunees
•nnu*«t wwwrwno no lawr tfisn tht dvy ator pay cmmi and mO
otr*#r tor ttlo to «nrtu«y srv mm
How Annuities are Computed
1 Basic Annuity Compulation - The amount el your annuay
dooends pnmenly on your tagh 3" avaraga pay and length ot
wnm
• Hlgh-J Avaraga Pay -The Ugh T amag* pay s the
ivgnatt pay mnatie by antiagaig ma rates o* base pay
*> atlea dunng any 3 contecutM years ot aervce wan each
r«a waqniad by me tane ¦ was *> enaa
® ®**lc ^hnutty Formula - For amoioyeei generally la)
uke 1-1/2% ol m» ltgh-r average pay and mutely m*
result by S years el aarvne (OiaOd 1-3(4% ol the "hgh 3"
average piy mulcted by yaars ol aervce baiwtan S mte
10 and (CI add 2% ot me "hQh*3a average oey mutated
.i.., (i ^ are * aaimj ovar 20 yean (Intannaeon
apaotl eemeuueont audi «t time tor oeiw
rrs. (onyatsgnal amptoi^aat. rataamoni under
tha Panama Canal Traay. ale. may ba ettaatad
from your employwig agency)
3 IMmtton on Baalc Annutty-Tha ba«c artnuty may net bt
mere man U% ol the amptoreet l^h-3* anaiagt pay
nawnWiu ofoucDDns vmn nir mt monin pw bqi*
kmtaujn a laaenea ara. at aeoeranon. aet BSJdv as
tredfl- Ai rameiiieiu this apeaal crada a apskad » any i
daposa or raoeoosit Any baiwat, or tna emaa meal end* «
no oaponi or taoaposa a due. a refundable balore annuay has
been grarted or may ba utad as vofcmaiy eemttouons to
purtnete addtanal annuay at axplaaied at tam 10 In the
mem el wmen elenim by the ampiuiiti. anachad to me
awituiuui.lhaiatuno«nBbeauu»iiaiKliyauihBrBad
l Outnnlaad Minimum DtoabOly AimuOy-An amptoyet
retnng batata age 60 on aocount ol tout daabeiy a guaianiaad
a meanum bate annuay wheh amount to the LESSER ol it)
40% et the "tagh-3" avaitgt pay er fl» the sum eume by
usatg the tormuta m aam 1 above but aicreasaig the length el
aouai earwee by me penod between me date ol the — y*TTt i
aeparatsn tor tenement end the data age 60 a reeched
h the base •earned" annuay computed in eem i above a greater
tnan the guarameta mtnmtum this basic 'earned" armuiy u
usedatsteed Persons racemng mMary rawed pey or penson or
uunueiitaiui tiom ma Oapartmant et Veterans Attaas n tau ol
matary rataad pay ara generally net atpMe tor the Quntrateil
maamum annuay esnwuuton
> Reduction tor Early ReUremonMMeii renenieiii n en
acoouffl et <*s«6a»y or under the tpacal provosn tor lew
ertorcemem or trefcgtaer peraormel the annudy ol an eufpyee
who retaes belore age 3& wM be reduced by 1« d 1% (2% a
year) lor each tun month 4 any. uioer age SS
Page*
5-103
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Managing HIV/AIDS in the Workplace
A Resource for EPA Managers and Supervisors
September 15,1994
jUdin mm tor aaemathf* Artnulty-An employe* who alieii
^.Mwuavbenem nil racewe a tump turn payment
^5 0I Mr unratunOM retirement ccmtrousons mktfng
pe«-ttS6 mkttry depouj. and a reduced monmty araway
nom Deeosw mo nMnn thm are *oeemef pod are net
—ii pan ol the tump (um paymartt'The amount ol the
nducnon in anrujay a baaed oo me employee » ape at rowe-
mem and amount ol ret»emenieoni*u«on» bnatoyest (etemp
en dnWy or who ham a former ipouse amo a nMM
court near to reeewo a portcn or me eino*»ea« mm or «
¦iirnvor anmaty cannot elect an akemstaw emuty Mamed
aiiii*i»oa i mini nniin tr»T nrrm nrtirtr i r—-—
nuhaavaklatactsfl
naduellor tor Hen-Deduction Service Pat tunned Sain*
October 1. 1982 - An ainooM' "tic oaitormad credutti
cw*an eervee balefa October 1 1932, Oumg wfaeh no
tetaemem deducted] were withheld tram uury and tor wlart
no eeoosl M> oaan made antl han ha or tm annual amuay
reduoad by 1014 ci Itia amount Cue a> damn The oooostt
coram ol the amount wtndi would hove Man wihheld ai
rtermaon on pajwp tha
nai attaa to mo
sekpfetetorand
at
depost snould anaeft a m»J
tor latiaiin Hon a
anatarnanre annuay. tha
tor
uiiana— hk» enact » ha or ina become* anw ten IOC.
aeamyoenstn at ape 62
Tha depot* o 7% ol tne maaanr HK pay recewed lot iup
Samoa. oka nml at a vanaew rata oatem-ieo hi"»US
Department ol Traatwy Hnwvei no aiman n tnatped a tn»
daponau pad beloae October 1. 1986 o»*rtneimreeyaat»r
aw date me arrmorn (til became tuned » ma cm aanm
teuemam taw ' taar "The 0apo» must oa pan to ma emgor
aq agency be*>r» taoaran Feaure » pay me oeooM *> m»
apancy voats any twiner ngt* to pay a at a tataf Ma
Thoee ampluiatj "ho were M amemyad on or attar Cfcrao*'
t. 19S2. mat pay tna deposit tor pptt-1956 mum aanca m
ertar is retain ereda lor mat eervee ai ttia comouuron c<
annuay Thai a uMm aw deposit b oax! ne cnor to
post-IBM mdnty aarvca ml be aii»U tepafdmt M wheirw
tna amueam a e» "*l Uaam atgett lor net*)
Reduction lor 8ui ilrof Ajuailty -Tha leJufloi
under •WSTRUCTIONS FOR COMPLETING APPUCA'
FOR MMEDIATE nmREIiENr. Seeaon D - AniMy Beetsn
neOueUoo tor Unpaid PoaMHB MVary Danrtoa Pia»omly.
"han nnlury aemee ra u*ad m tna compuwan or annuiy at
the tme ot lawamant tna annuay woutd ba reduced ai ega 62 to
eaduda the mttury aerva penoriiiad on or anar January 1,
1857. I ne anmoam ww atg^a or mould ba afeptta icon
to weama Sooal Sacuny oo-ap* benatai W ma
armuaant ana age 62 or oimr at the Oma ol rauemanl and "u
algtta. or anuld ba akgtM won apn* «ir»i to teeawe SoaaJ
Seeunty etd ape banatti. ma rntaary aervn nt not aidudad •>
thaoomputanonot thaanraay)Mow empeyeee "ho were hnt
employed *> a oosann aubtact to the aim eennco rMaemeni tew
balora Octebar 1 1832. may pey a daooaH lor mlaary aatMca
paitormad attar 1936 n uuar id a*oa) tha raduoan thai oouH
I you parloimaO tnitary eeinaje after I9S6, atA yet* eerewng
agency M" the aboae nuiaont elteci me amounts mtiumkl bom aaary ties maoa
tewaary cm m pu i uhi io tha Aeaeofnom fund ani bt Mtf ^
addaon ® the feguhr enmity. *7.00 par year plui CO20 lor
lull year ma atdiwdualB oaar apa 55 ttauamani. lot a«B
ner »p>imaty comrtutans acsoura B with
oonmxcom. an employee etact* a aunnxor
tonal annuay purchased «* be reduced beaed
bamain Iheannuurn »ap> and the au»w»cr»
ape a> mown ti tna taa on papa 4 Tha mrwwn addtonii
annuay «ifl ba 50% ol the anaaoyaei addnmai wducad
annuair Nota Tha addaonal enrojay putchaMd by waununr
n aiiipluy— amo reiaea win any umed
«jc* tarn* and han ma number ol wuimj oaya nueieiaeO t»
tuch leave added 10 the yean ol eervce lor tha purpoae o<
computing tha annuay Addronai ennoay aamad lharaoy «•# not
be meet lo ma 80% tmunn on bate annuay Day* o<
unused M* am may not be need ai iwamwri) airerepe.pey
or lanpth ol eanrce tor amuay et^May
Wnqr Act SBtammt
Sateaaton ol tha Mormaen a eifthoreed W the Cwi Semce Rewement lew the Federal Empioyen QraupUe Inuranca law ano
["Wyili HMffh Danitu IM (CiitfMQ 83 ft? wd 89 C* tna $ II S COM! Tim MOfmitsn you lurrroh anUtMiisw to
wwyrworts Drop**¦tsocvwdonm yourspoeceBntor FeasrilbMta <>ajuna, msda. ormrogghm* u»»of cnnmuief prpymii wrm nat^rwi atstt ipcsi or oiiwr cruniaM
ottoaMi waireywwevew# ^anoti m to fftmm* bmtt % unO»r Dio^ams to ottam atformaten nacana^y to*
or contmtion fitnafti unoar tha 0109mm Of to rtgeti neema lor tai purpoifi h may also ba ihatM and wartoo as
r««ad aowja wflti law •rttHwimii aptncai whan may orp Mv«sii9«tnp a vOlton e1 omaftiiai noiaicn e) th* crvri or cnmrul law
fatacu*^ Qrdar CM7 thoy may hovo to Oonalis
5-104
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Managing HIV/AIDS in the Workplace
A Resource for EPA Managers and Supervisors
September 15, ISM
- /"*_
APPLICATION FOR IMMEDIATE RETIREMENT
CSRS
CIVIL SERVICE RETIREMENT SYSTEM
•fttffwm S**f'
Section A - Mentifymg tnfonwiion
i umi mw w <" &" /""Co*.
> Mniio«MlnNSang»«a>
-j'"
0«WICW|WW«flW>w?
1 v«t • (A3MjnurmmM>i*nQ etocmaoeui j
"jwe eweneumpiwf vBumusrsuemfli 1
Section B • Federal Service
¦cm you in iiwry tnouonp ftwino Osw «»«u»W^Ca*
to icxf wngibo iifvui r> w Amid frcvees o* tttm* uMpp iwi
Ovevncan^ta
NO
o* Vmnni AMn fipffnwty i
HfVOvMnar
yaumw«neM|fOPW
Vti-
Ne
Scwdu» fl ew enicft
to thatom)
Section C • Mamal m format Km
1 A—TCUW«W0«0»»f* flrMW»rui
| V«i ^ ODM0IM MRU la If BMDari
"1 No
u SaouM • nam* mux tnt mo9*t
»i my vmt
ie %mim i Sooi No
•o Aftcaei mamao* ionr tmn
t* Om»o* uuw mm f—r)
CNrgywri w Juiteeei ww Peeoa
Otm wtoiamt
? Dp wdu a taow«H»>HwwCH»Tomw* (WMUiUoworH*»»r 7 1M5
aid e wnom e eou»i ero*f ywi • eiawo# ewwr1
tn a>aa—loanpro—mogupwauw wmwa)
No
Section P - Annuity Election
Unt voir Maon oy nratnp the en en«t tn« iytM M muiy inv
want to raeawe and gwa any omar mormnon raouastaO Read ma
rtonraton pagas ot ttw tnuutiurn and ma ateianaisns batow and
conMar your atacnon carafuty No exsnga mil Da pamwiad attar
vout anmny b gtaniad mn as ami mad n ma mrtuctons > you
an mamao at lauamaro ma law piovnas an annoy wan lull
tumnr (wwii tor your sooum man your iooum awaiu »
your ancton not to pio»m mammum tumor banafts You mini
attach SF 2801-2 to nn torni t you aMct iasl injn tna maimum
•unmor anruay lor yowioow
I CHOOSE A REDUCED ANNUITY WITH MAXIMUM
survivor annuity ran my spouse (Equal
TO 55*~ Of MY BASK! ANNUtFY.) I you n
mamao at rataamant. you wil auomatcaty raoawa -OR*
ttw fyoa oi tflnury untos your cooum consent to
youi alacion not to prom munun aunmor
toenails
ID
imms
I CHOOSE A REDUCED ANNUITY WITH A PARTIAL
SURVIVOR ANNUITY FOR MY SPOUSE EQUAL
TO 55% OF t A YEAR " « you
cftooM the colon you mini attach SF 2801-2
Vun^ your toouie « content
"The amount nou tanci mu» bm Itii man your Matty annum
I CHOOSE AN ANNUITY PAYABLE ONLY DURING MY LIFETIME (t you are mamaa ano elect ins attach SF 2601 2 inowoq youi
jHUlALa
tonne t content I I you are mamad at retaement you cannot cnoote ma tyoa ol may wmout your iooum t consent No
tiavwoi amwty aril Da pta) to yout sooute anar yout oaain t ha or tna consents to mo etecnm
I CHOOSE A REDUCED ANNUITY TO PROVIDE A FORMER SPOUSE OR COMBINATION CURRENT/FORMER SPOUSE SURVIVOR
ANNUITY The«na0ta05F28Ol-3gwnmra«cion « you arroumaoanoaiacima option you mm also attach SF 2801-2
tnomng your onuia tconsent
I CHOOSE A REDUCED ANNUITY WITH SURVIVOR ANNUITY FOR THE PERSON NAMED BELOW WHO HAS AN MSURABLE
WTERESTMME. You musl De nealm* ino w*ng to onwet meocai evwnca d your cnoosa iiw ryoe oi «nnu«> (Orutrttr
anmuams are net etgsie to cnooselhs lyneol anmny ) I you aia mamao ano name youi toouse you must attach SF 2801-2
sho«mg your scoute » consent (See m« Kownatan oaoa in ma irmruoorn i
jMU4LS.
NaT* ot o»*ton«nnM
nwimwoBTBh
boom
• ^Q0D«>47W
5-105
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Managing HIV/AIDS in the Workplace
A Resource for EPA Managers and Supervisors
S«ptmbT 15,1094
Sm ma Ttmmiinr n ma instniaons ISacnon E. (tag* 7) aoout ma laquramanu lor eomnu*
c^nifmpmms Gnus L*a Imumnea n a rawae . _
9 Faflaral fcmcn
1 An you atgo tDCOfCnua Faoaral Lmoto>aai Haatt» Banato awaraja as a rataaa^
Vtl
Na
2 <>»a youaigBia a comnua EaOaral Cmpeyaat' tone L*a ImiCTnca miaiqja aa a latiaa''
¥ai
No
l Arayouracawng naiMyouawaraeaMaa.ornwatnuanadlO'wyHan gomaama-
ton hum tha Dacanman ol LaBor oacauM el a pooraaiad anan or a*ury''
-<
In fComoMaSonaouaCanoanaenomaionn
No
2 Haw you mwxw Maa any aiwai iwoar aia Cart Satwca RauamaW Syaam
Oermnmmtn mtuna otoouormoroou cr yomrttrr mmuomp
Vas (Cmymn tttnt 2* antiootm >
No
2a Irvmammmn I Banannt OaDoucrAaoapesi
M natural VaunoryCanmumi
20 Ciantntmoanti
1 Daoanoant child • ttama 1 2. Oaia ol boih
tfm mm mn | am *r r1
3 OnabM
'V '
I.OfoandtmcMji ruma
(tm mmm mi
2 Data el (ann
A* ar r t
3 Disaewd
c
M fl
A r»» t
'/i/l
'i pi p
Section M - Applicants Certification
WARMHG
wraawH—>i—wnam—c—wa
¦* «« puwiM &» • fen* ot not mon Mn
SiO 000 or wf w*i»ni m not nan ran ft inart
o*idti «iau5 c toon
1 ftaraoy oarttfy (tin timtman maaa « ma mn jiuh ara cua to aw aac ol my anoaiaopi wo
Mai 1 rtava fMO end unoarsand «u ot (ha ffttovmnoa orovnad rt ma rarvaens to m>» apoaooon
&9naa#tdJo«»w
Ow
Applicant'* ctMcfciist
This crwckm » proviM to imp you M canam you nava anacnao aD wcanary oaamutttm and to hato rout •mpKTyng otic* e»
eanam it tomaidi all of your tatnmant ctocumaniatjen to tit* Oflca el Panomwl Mana9am.n1 IMPORTANT Tha final procaaamg
ol your application lor ratiremont may ba doiayad II you Ian to auttntt any lonna or echedulaa wit ten apply to you
• cr oawr e*ft«ca» ot acta* mttary tanct1
HyauBimi>J>«|-BSacaonB «ama cfeayoucaacttStfaMiA'
ti you oooomtd Scnadua A as mu aaacti • espy o< mur ooaiarga cai
» you i—no 'ft'» Sauuii fl ivn$ ooyeuanacnSdwMeB1
Hreueomwtd ScrmXf B and «Hmd >*«' id mm a Myw anan a copy «• your raouatt lor w»v*r and a copy of N
*•*» o*«o • •CMiiuniiu^iiaiii o* appwi) ot tout umi tar wawar <# ¦ ia
Utima(Ekvoxm 21 adyouafistft SF 2B0I 2 Sonwx» Camwa Stfwcr EtaoorP
Hywmnu a tamm toomaor mnnwim euiiWfcjHim bmumarimatrou "V™"6 ** ^ •*a,a m «•»*¦*• «WU www amuny (Ewewr <> to* your toouu «i»»m el a matwvm or
porta* wwor vwvmy 0O you men SF 2001 2 Spouta I Consant lo Survivor EMwi^
II you enwered y*i~» SacaonE Ham 2 OOyou attach SP 7818 Cowfciuaaun at ma >niuf*nc» Cowiw^
•**»• *»s*c*°" racfl Sowu C iiiwwb^w,™,,
W,I1L*1 •>*oawta nmwmitoOWCPanoanyowMwoffyiMWiracaixd trpmOWCP ttavw&fr'
Yes
No
~
~
~
~
~
~
~
~
~
~
~
~
~
~
~
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~
~
5-106
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Managing HIV/AIDS in the Workplace
A Resource tor EPA Managers and Supervisors
September 15,1994
SF 2801 - Scfcteufeft A. B M C
3 too*1 fecvM
|i iiyoun»¥®Dtrtofmtoactiveftorwao*Mtvcemi*o ArmodH*c»* o»omoi wwormoosoiwcts wuwjubotw. Cwnu^if
| beiow ano allien a copy oi youi aiscnvgo coftrfcoto or other coflrfcaie of aaw mttoary mfvco #*otfat#ej
a fVaW8»S»w
I e Diwi o>
5
*<•«« Om
lO'M) fff rr
a testOfoor
ieM*Q*
rt>» Co • •
.
t anyctvouifnauty wwcaooDTTMonoianai J«uary \ 1957 nan you Dana fluoaiB youi apafcy
kwnaa*nc»'> (You mat nay ta woota B you aoanev oatoa aaoaiaien VoucmmoayOPMaAat <
yoo rata* I Saa 5aeran 6 el ma njnuctctn tor ma a#ao on your atmuay i ma oaoon s nm oaU
|Y««
"lte
1 Not Aooi**»f
SciiMtuie B • Miiiury Retired Pay « ¦
1' 1) you art racannng or nava aooaad lor monarv ranMfl"5haifnitr H/ lAhJboQl^iHlueKM Mr) Ulinpma Mm la la Mm*
a tm you raoanmg or hay* you mi noted tor notary £_)*•!
WiM nay or ratamar Day"'
n no
|ft JiMTirmiA>nai»i ^
D Have you waned (H or oart ot your mdaary retaad oi | | Vat
raunar oay m omar o racawi oanten or comparaa-
eon horn ma Daoanrnam ol Vay aanca tor C«n<
Samoa ranaweni banatts*7 i» >as* m a cat* aI
rot* mum cr ane a capr V ¦* Manor
Mean am tr anm « rw anati «r
c Was your muary rrratf or rataawr pay aaoiBat) tor <—'
msarwa taivca unoar Chanar 67 tola 1C if yti-
men i acrr an* not* ot man) Imwi f~~l No
Schedule C ¦ Federal Employes Compensation tutormaiton
> Anr you raornmg ornnt you no lycmao ooraart com
CamsanwnnPToqramtlOWCPl Daoanmaniol Labor bai
wnMOon torn ra 0«C» of Wwihii
auMOlllDMlaMftwtioriwy)
Yti (Cimnoww ctnt ts icomo**-
No (Go » outston ft
« CemevnunnCiiwmw-
6 RNMN
C If— 0«P—fct
at* c
-
Scheduled Awsro
Tow or oomal ttMtattwcomoontotnn
Smvdubui»fa
NOT rec#Fvmo mmMs ct*Ot r*ison «no otv» w)d»»»wjoj> naumtd
• OiWiy OWCP flKIUOB
b CtwTidsnvtf
Comwrmw CigwNumor
C wnwi—m Caw* >mwq»
Dm
iQwiOmm
3 Evovof tot o#nods ot seheeijfd ODmptnsoon MrarOs workers oomtwiuren end Cwd S«rac> wiimtni benefas fcennoi bo o*k) tor tf»
same ofp<3 ot twip P»w www oto comow mo imormipn bhw noiroiiq your carm Tht» —gjon mmtb» compftod
< Do youogvee ©notify OPMerompty 9trie ttttusof j«u» wortior* comoensoron 0avn enanges7 1 I v#s
ii
No
c Bymys^naiuraDaew Icanly mai i unoamtndtlul i may not lagaay racaws earn rammani amuay and Comoenstten tucaoi N» •
i
Ue*
cn thoao tctwoutos ar« tru* to th«
eest o» tw knowieeoe tna OH*!
5-107
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Managing HIV/AIDS in the Workplace
A Resource for EPA Managers and Supervisors
September 15, IBM
Election of Former Spouse Survivor Annuity
or Combination Current/Former Spouse Annuity
Part f - Mentlficjiion el the Applicant
H your tofiMfipouwivuiMfMi nmrtvor annuity by conn oacia# or ordtr.
your annuity will M raduead to pravMa tMt MnaftL
Vou tfe not iwad (Met a aunrhnr anmrity tar Mai tsrmar jpoum
Part 2 • Elect ion
10ttcta raoucao artmrty to prgww a aurvwor anriuay or •urmot iwiiimi tor my currenllonner SOouttlD at Wttw
SAl
uZ
DwfMn
Sunmor arnniay aoual
o/\l
wPLF
to V
ol my tnmrty
ana M»wi o> toimm momm
Ommmmi >u
Sunmnr amuty aoua)
Ovetvr
ftaoai wort lunar
eltny anmi*y
OMOfimgi
OMMPra
Svrvwor armuty aqual
to %
Of my«nmtfy
Dm of am
Total {camw anoad 55* ol your unraduoaO amuity)
%
b«naftve
Dm
' 11 annul spow* •nttr "Not Applicable'
Hitormatton You may atod a faducad armory to prowda a MJ (55* ol your aniway) or partial 0a*» man 35* of your armuurl wrvmr
annurtY h" • termar ipoum* 4 you ware mamad w tntt oanon tor al laafl 9 montM and you hava al laast 1B mofflhi ol Fadaral aarvca mil
«ai lubtaa to cml aarmca ratranant daduaens A termar noma who mamai batora aga 55 a not ahgeta lor a aurvMor anmny
It you ara mamad and atact to provida a oartal survivor annuity lor a lormar ssouia
You may also alaet to novo* a oanial turwvor annuity tor your currant soouta tnOror tormar soouaais) Nowavar tlw urn ol all
lurwof cnnutMs cannoi naid 55% ol your unraoucad arutuny
Your currant spout* mini conMffl 10 any •XOcn thai ooai not pfovtfa htm or h#r with a lull turvivor innuoy
n you art net marnafl you may alact oanial survivor innuMl lor ona or mora tcnn»r spoutas Htwravat ma lum ol atl survivor annuaat
cannoi aicaad 55% ol your unraducad annuity
Toalaa a tormar spouta annuity maial Bo> 3 m Saaen D ol tha SF 2801 Then comoMtt and anacti this lorm when alon you to alaci I
oanaH tor a lom>»i iooumor to dwida tht oanalu Oatwaan your currant ipoust and lormar loouitli)
Document i you mutt attacft
i Anacn ami of dworea oaeraai lor aD former tcouias tor wnorr you alact to provae a survivor annuity
? II you a>* man«o you mull alto anacn a command SF 2801 2 Soouta t Cornent to Survwor Etacton
t* * rk«« ir Mjhmmmvb
••VtoiMMir Imiilli I*W0' T
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Managing HIV/AIDS in the Workplace
A Resource for EPA Managers and Supervisors
Soptombar 15,1994
CSRS, SF2824, "Documentation In Support of Disability Retirement Application"
CSRS *—
Documentation in
Support of Disability
Retirement Application
c Mormabon. tnstwcstons.
and Most Necessary Forms
uwatf qui ton— nuiin SfHi Vou ¦
—I—, t—I Vou mue tm MRCUBT mm
rnnminatiilM'BMMmMMKU
Tm
DaaaogiainMMIa
tmriFamlOU'NBCMil
SunufdFam IONS-Sum
fcrodfamMW-NHwnl
aansad tarn 20MO • ««Mcy (
Special tnatructtora
Bhd 0«poni»d
TnanSl Dayi
vd* Binpwysv* who nwv
from Ftdstil Oflivuc tor More
e mpi Tm imiuhii «m torn an eunara a» rt Jmimr
1M1 I vou are win or M f«o«r»l [iw»ini riwiimi
Svaoffl. mu must aw tiww tam 310S IB aoe* tor n«n*i
tmroctuctton
Vou muu ukuw appjmp to UUi*> iMmnu oxw ¦
am nomad you
aoonmutv el «aur
•inia« at miimn
cmeflry ttnupft
rteemmoBSVC
Bvwv*«m«9i
ISF 2S01
a coraM* and i
Daaatojou
Tha pureooa ef tha oaotapa s m ttfnah mu ano your aoaney wan
—uwiiawi and torn naaoad id uumw ¦ you MaM*r o»a
¦» •BBamfnoMMn w—¦^nwimi ate.) vner*
nova BMn wnenof m sprngtormy wmmam a vou
hmo awra adDnwon, anao M mnonrm coca m your
s*opu
n&aaar
It l^iMMn i
y IkajdmUMK
Bl 4**r, fcjyoca. Pwaioyiaama 1»17. Au four tomm
•no uiw^i ^ancy » comma* SF 2tHB SF
28240 and SF 204E ono mowot mhi to vou to aond deacw to
OW * wwtwaiwiirtiwnn— ma nnniniaMrmaraapa wtnii
aand 0PM trw cbwbhiiJ SF 2S01 SF 264A and ma maocai
KMvmi m% SF 2B24C aong van ma nam*
ona numoar el tfto parwxi) vou tm* mod to
promoa fou w«ft mo rnnormg tonra
MM Tha ono iw — awn ipr tor ifolwwi wwawirii n
ey ew w awmr el me erne ena • penwad ONLV *
amouM* tor puaroan at eim* wihub oonyi can
or oft* was mawaty avompoiani id la* warwi n»
ma Faaura id toaow nnasm or umanwanry
Tha Ulflli (i M pHMpa,
mor oaoooy oo on taa cm
aoowi «*i km aoaouma *i a
ton tor ma OWi ci Pmm
Eligibility
Vow out maai oa of ma toning <
1 Vou mm oa aonmg «i a ooaaon subpao to ma M Sm
Hawaiaaia Byaw (CSRS)
2 Vou mm naw* oomomad at
aunoarCSRS
adrn
3 Vou
-------
Managing HIV/AIDS in the Workplace s*pt«nb« is, 1W4
A Resource for EPA Managers and Supervisors
4 — HowDi*t>OftyRpttwnwniAppCcatwn*
2j2jnJnjoa]Dn n na ana agency s ate aem gnoa or Bay
Ml im aama mnaig ana tor am iwi •» •¦WWHWiwwmW""'""'
U_ji. mini I I I ii IT-'" 8F» tnaMUgto—MMA^CD end
* tora^yaur »o>«omi»Mb^
j TlwoMMymMBmalnMiMiWitioumiD'
£ You. or vovr puaiaan or ouiai n**M«d nation, *w JWr ^ ^ ^ am sonsMms your atoo) —uw anc
Mva vouf www ttom n»a of «*"» n B mmmmu MaMat oaaras ©* noma to
imnanii 1>» ' "M "» hmhh W OPM —i wni iii Hi ¦¦¦!¦¦ il n-mnn nr
NiwaMM«lMiann 1nw"«"m ttTi , _ i r In in mi ¦¦nun r'~- rri
m mmmo m oana* wimi wwwwg w&W**cr-1*** mmm - l_L,_ M ,,nn » —^ M
. - _ - _¦ _— - mo auMMMBn mw mm mncr ® •Penc> ¦ w
ror ww iwon. — wwu wbubbhi www
_ . nm Mrvri n mm lor mmg w vour wmiw o
Than 31 Dm en saga 11 iMmwMMMa -ioamJ Mniam »tff»~a,
Maw »l • «olt ar» < Maxxial Guard Tacmam Mt ¦¦iiarwirt Wno H>«« Bean 6eoamed»emFeeeaJ fcareeelor Mora Than n
tram«ii wwramai ol a wai am ai^ana yeuwrri Deai'cnaapal
aaia«ii» n M nnunii fiuam or Hem luiwg >w «¦¦¦?
pr»oa weaea H» wur anwanaem. wai uwiaii *
b mu Cenae yaw amrwi»»y agency lor •»
Mm (2 tyouiaMoni
Manama mrmy ana uno atan eeymera M four mmmm
CBCTM«ni,|wf»WWTliruar^«aiimii iwaanmi *ny——apOPMMUHiatarfcwuraaawaiaaaai
TlwftaW) and tonal Cw—nnDn«nn. OEM. «iiww ¦needed ana ob»» you mow
TO 1 1 1 ¦ ¦1 11
t Of 1 ^
_ . you mm tutor «* * —mg * wm
mvwhqml Suqi a ioowos anMMBNMd # • • momm
OPM MM fOUt wcnn • WMd OR OHM WW RM
Man eaearawo Mm jour apancy Aao J you taa a nnn nwi
2 A maocai oafldton. artatfi a oaimad aa a d*aaaa or ajury wwww wmb—hwhOPIIb awy 1
u or.«the eaanea a eiy e
a pomiq M 9m mobu omen o
«a*#i ae»ve» or mwean m eia eoam
3 A
4 TbaansendViamaacaiantfiBn.eomooflManaaad
— n-^-—rrnfimn rairimiiiiiii Mcma
W OPM wo aop oraomng you* MDMy cum ano
oanaa wu v Mrty your aaam.
¦ vw nkcBon ¦ vnnad. you ompnyaig
OPMiwrtmoiwremamieaDms ti»ni«Miei
iNnraunBarMCwriSeno „
•» taa tout pot nwo nanm mwmwu ara aoanoad to md
5 ~ am 11 1 -| -r mill I I - aearaii panaonu on aa aumM OML* ana' ate auMy
na* oaan aamoe ano you agency r»» notxad OPM b<
v pty Wiiau Manm oann»m ara Mamad id rwo
mu hnarriM| OPM can mmiun ina anini amoura 0 you'
—ir
fifw ol your caaa ean oa 1
6 T>» nabay at 9m amoerwig ^awc> to hnm
¦ to xrm wnc»i aanofn
¦9 ana opmnuonp «u at v» am praoa or poy 0aonwaa«a0br OPM
OiasbllHy Afmutty Computation
Nb« Veu HMinataAOanet pRMnqmai mi mat aia aaaotry —.—
a^oaynewamaio tnamara OPMaMnmeaytwaiyaMaai .7^ . »an-»anw—m K> Wna.,, torn,,
• ¦a Riaramaaa anamunamiayiBOTBaaaaiaae
5-110
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Managing HIV/AIDS In the Workplace
A Resource for EPA Managers and Supervisors
StptamtMf 15,1994
5-111
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Managing HIV/AIDS in the Workplace
A Resource for EPA Managers and Supervisors
September IS, 1994
5-112
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Managing HIV/AIDS in the Workplace S#pt*mb#f 15,1994
A Resource tor EPA Managers and Supervisors
•an OWCP Vour
immnw — b»——dDyCW*"*""
_____
¦ pKMpiBCMLDONCrrKMXNTTNMaDnBeTlTTOIKE
ticnMtTDu—thot!*»»¦¦ ¦¦«¦!i»m»—¦ >wnOw««^ iiwihii11uriiini ii11ii iiiui niiTnimm
mow tan 91 Mfi, boo '
wmrn—mnUm
, i f«l# »• «*9»ie tor » ewl ewe» wvimy end OWCP
poyMa te* txtf or aono) anbiqr, you mf ••a aMtfi cf *»
wd DMla you «¦*» © mom Mr w—
tooMta or vnwf *nu momw* ¦ tifeoa 0 ooonan tx 9* Otto
rtnurwl Mwip siiiii or n# Ottea «• ¥*o—n'
*no*bm
tnstnjcttom *"m ** or^rwiftl ton won fou are ihmmq or
_ y* ¦mbbu • Smmmmre (Sf a^Cl
1 W «r# ii imMtd ad «bmm torn ta« Ob mar Th« *o*a ® wn M OPM 1
tm«ue»on| otiouid too wm
, ond misnwa to join
i^nuooneobiam
1,1
•V Mb aoi onmi jour lui
»0*«*IOlVOu
1MB
5-113
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Managing HIV/AIDS in the Workplace
A Resource for EPA Managers and Supervisors
Saptambar 15.1994
5-114
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Managing HIV/AIDS in the Workplace
A Resource lor EPA Manager* and Supervisors
September 15,19M
CSRS, SF2824A, "Applicant's Statement of Disability"
csra
APPLICANTS STATEMENT Of PSAB1UTY
m fr-—trwn pton Ikaaaiy ftjtawwfliU— I1 fl—w«<
MMatananiwiL nt¦
2.0m of*
rprf It I
wf M0*m*
IWfWMdMMDfWfBDMFIMIMBpaiUM
Vi>u«~ mmmm er
t DiaiwrniiM'wmwu'iwa
3%p
)MW«MUHl
n* r>- ~~
OwtfltlllliWIh
tlSFSMC)
i-i Applicant's Conaenl
and Certification
lent
•wr •
Mor
ItV met «U sttw«em» meae aeaw er» m
¦inif inri lof th® iMnN of iRtpnnstlon
Mprn)unf)toaiMiorMa9Mey«dOI
wtiofi pfovMidintti MntfUons Mttt
MlfttMM
Mutfty
PMometMa
IMtlECUOl
«i Of ft*
Ibam
V
ndmaania
WdMlMM
>M*( tgm
itfUMKlMii.
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WAR
WHC
ItOOOOvMMvTCMtfanaiMi
•n&f«
n.«rmv fUUAX tfioi)
Dm
*
MMACT tfT AMDMUC mOOtSTAIBOns
o.0M&.ai fiwi iwwwewwuwi^m
^¦n
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Managing HIV/AIDS In the Workplace Scptambw ts. ism
A Resource for EPA Managers and Supervisors
5-116
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Managing HIV/AIDS in the Workplace
A Resource for EPA Managers and Supervisors
September IS, 1M4
CSRS, SF2824B, "Supervisor's Statement"
GSRS
s»ainn a . Apotieim wewiiaatton
SUPERVISOR'S STATEMENT
m Common Wm OiMWer R««n»nl UnOat th* Cfiril Swvb* Rtwwntrt
1 Oa cu—— w^m-r
|*o » tton lacse^C
5
6 NHWwuiWO
fMomiCfRUi w
qr—
Dwiem u—u mntn womm m mm* mm mm
Zi »•< n»
qrs Gudttnes on oaotij
r ' "W-V
itaavimmaMOMBOMHW
|~1
No QoDtevO
Mn» i««OP
DfTVR LSAVt
NMSUSCD | j J
S»cllon D • momniton About Employee Conduct (Set Supatvsors GuOatmes on oacki
H
No —» Oe b imam £
Section E • Accomrnodstlon tnd Rtstalqumeffi (See Supervisor's Gurtetmes en ogefc;
CoeiowF
or—iw nwi mmon*
Ca«Mis«tt4
Nd - ^ Qopfceoon*
Suction f • Supervisors Certification
m* tviteiwf lomyiw
TEST
ftimwriMIIM
OinMAL-Te OMTtraug* Affinoy C
5-117
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Managing HIV/AIDS In the Workplace
A Resource for EPA Managers and Supervisors
September 15,1M4
SUPERVISOR'S GUIDELINES
OEHEMLMFOraMDOM
Dtubany ratramtm Mttrmmcani era m «i naigim with
cm! eamee n a) tM aama
grada or pay level and teniae and ei tM aama commuting araa to
determne if tM employee meats IM mranum quablcalBn
aianoaidi Tm purpoee ot Bus law a B encomge tM letemnn of
disabled employees m posaons lot wheh they are duafted B
conmue praductnre employment
MsmucnoHs
TM a minor ae eentrfad on tM omsr arte has nocatad Dial m c
aM mands la apply lor daibday rewemem Tm apneares
a^nature on tM •Appaeant's Statement' aunornes you B promot
tM aHuimtuon and documanaten requested You are asaec tc
piOffde etormatcr aoout tM appucant foe pertomancs
aaandance, andoendua
8 you need mora nape m any aaaan. antch a aaoaim meet anc
mocau thai an attaftnment a pnvBae
Tm loliowmg dafnasns apply B tM Mims uaed m tM Swnnaor s
Statement
• teas than tuay r—partonwanoa* means tienuainj> ot
an employe omen Uitt b meat eiiahasned oartonnanca
nandaMa m one or mora cncal elamanii of tM an«iaim» >
poaoon or tM aouwaiani level lor a poaaen net under Pan 413
MlOPMiiegiMim
/— !———**• **¦—•—¦¦I"' -
f an aUMlp nmunca that performing below tM mnmum
amgpi estaaned by managemant rawjaas remedui aasr
auOi anMkal ol aMhovgrade acraaaa. and may ba tM baaa
Br ia»CTg ma grade Baal or leiimsy tM aaiployai
• "UnaaoaplaDie aaenoanca' means aBaum tram an* amcti e
Bo treouera. anpradoabla. or lengthy to alow CM po to ba
dOM
• "Unaaoslaaory cenauer moans conduct kx «mcfi an emwoiiai
may M lamoned or disupUned lor cause undar aovarse acnon
prooaduras (For axampia dooounaous amouct B tM pubis
beftwer wftch darupis tM womplare. or be haver when posai
a thraa! B die Ue Math uiety. or wan beng o* Co womers
aubndnatas. or tM pubic)
• 'Acocmmodatnn' means an adiuttment made tc ¦ nb anoxn
wont en»uonmeiu that enablot a oualifiad handcapoed oarsoi
a padonn tM duties ot that poaanrr Raaaanabla aooommoda
bon may mdude mod*yaig tM worHHa eOwnmg tM wen
acMdula rasmnumg ma lob aoounngor mod»y»ig eqwpmeni
Of devces piwalaig raarBreten readers oi perionil as
amares. and reaaaigning ot leuerag employees
• S CFW S3t 409(d) promdes lor a wawerof IM nouremems lof
dawrmnaum ot an employee t level ol competence « cenam
cases wnera tM employee was n duly status lot less man 60
days dunng tM S2 calendar weeas betora a wahm^rade
momaaa would M due See FPM Chapter S31. Subcnaptai 4
Alter eompietmg end oamlyaig tha form and anaenmg IM aoorcpit
aia oocumsmaion, reium tM ongmal to tM emuBvoe or to yoi/r
patsomel oftce ecuuiUaig to wstructions and praaces m yoin
apency m atMr case A COPY MUST BE GIVEN TO THE
EMPLOYEE Please DO NOT send me Brm erectly to OPM unless
OPM soaatcaayraaimtsyoutooosointhacasa
Alt eecliona ot tM lorm fnuat ba eompiaMd property Fallurato
Oo ao wtu delay nw prooaaalng e) tM dlaablilty appUcatien at
om » necessary, you may be comacttd by OPM for addionsi
adonttamn or aaraeaten
k>M>>a)axiita»
taonauvngi
5-118
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Managing HIV/AIDS In the Workplace s#pt*m»r is, i»«
A Resource for EPA Managers and Supervisors
CSRS, SF2824C, "Physician's Statement"
fnConmcDoM
PHYSICIAN'S STATEMENT
lOmMiyo»i«omtnHfnir«r rrrtit Flit r-—
t »¦" • tmm mu mi taaati
2 Dm oi 1^1 rmm ma *omt rwehttwp BP Cemi * rout iwmuj "ig Mini
Appuccnt'a Cormm
toRMOtlMtCil
miuRiiiiion
B^nsftr* too nor pnm;
On
mdffublte Burflan 8anwnn
tCmLm MrMttfrnmtmmtrs a w amtfM cm v cm* w HmnOip
iJb|h#/ gBTt p#im m i»w iwt»
ffrniOTSfMUMNMpWI «t«M*mvuain
¦VI «
'win nS7!r7rkiiZr"iM7iirn?niTii rraia^iii nr tmn
Paction B • Medical Pocwilt WUon m> 09 a(WW try pnytoan)
MSfflUCIMNS
Ihe rImui roenttad Oh ¦ reoueeBng medcel oocumenu
ton mai wO be evaluated. torg wim raotMnedcal oocumena-
ton u uomOoU under -General Mamauon' en tit* bee*. n
omiauun arfcti Nior tar apple tlwn tor daeMty iwimm
unoer the Cml S*nr*» ntmiwm Syetem Tha occumenunor
may Mo M u*ed n mtenianun) tl» wiwoyees etettty toi
feataqnment to a tetm dial t» tn t*m a irniirrty a&ie to
perform A copy of tha mdfinouala pouon uiimmin n
aoacned tor your rtormum
Tlx aupttam a wtwmMt tor any ana wcunad n
oomeewn wth pnwrtwg ma documentaaon
Pleaae promde Dm medcal ddcumatuinn reouniad under
"MEDICAL DOCUMENTATION REQUIREMENTS- en four
MMffleed aaaonery ft a nmunani ttw you win to
every tern hated Emer ttia earn number el Ota vriarmaBen
requeued and previa* your i—pcmi H en tarn a net
1»1 f— 10 ew appteani • medM mnmm enter "Not
ApptcaMe * Include m your atetemenl ma aenlfrwy
¦rtomwon n Seem A. aarna t mnugti 3. «m< Fakn
to ungual! ma Pnyactan s Statement properly wit way
ma (rnaui| ol your psama daatrtty lewameni
MEDtCAl DOCUMENTATION REQUIREMENTS
You Mutt Piovrta Via raHuawj Momuran
A eomerattmwe notsry of n» patent medcel eon
dttorvi) Tha nun ¦ mean* haialtad Inter me Uun ragantmg
ttia tjniiptonu and Imory pu end currant pmracai
tMH||i mini ol laboratory tluMi and tnetapy el ttm
umduailtl Piutme a dncunuon ol panem CDmobanca wan
therapy. ranoriM to therapy and pun* tor tutur* therapy
Alee. preaoa copal a pettnent tauaautetion tummanet
Endaaa your report and eny aaamiieiui n a aeates
¦rwrelopa malted DaaMtty ¦ Pmaaged - Private - Sand 1
to the addreaa ehown in Secbon A. earn 4 You may. i you
«"M>. P"» « daaepy to m* euMmn tor oetovry B ir»
antptoyaiB agency
Pleaee cornpioie tta ewemem artlm } aeelu e* aura lo
a^n eia tapen tnctuda your edoraai ano waqnorw
Cams el laeom e) aa apctcua dapnowc Uoomcry tain
lefl hetmiotPBi. cnemstry aiecticpnumjui. tadaegc
nuoeer medinn ate I In die eau o1 payctnatrc daooan
prMioa the raxrttol memal tutu* aemnatoni, panona
By an an ol eoenawa luncton educamnal aniiaen
naunpeycMatnc lata, au
Ckagneaa ol ttia peaanti oondlornt] Pralara&ty eacn
dngnuia tnould ba teund m the curiam
tnamatenal Clatt'cenen ef Oiaaatet' In uia cata ol
paycrumc daordan wagnone tnat end oodat irom tnt
DSM (II (Rt ahould ba uaad
An eaaetamant or tha degree to Mien nx maaeal con
d*on|» hat oi na» noi oacoma tunc ano an eettmeie ef
in ol kit « partial
Ptaeaa etata arnal lltay era why may Have been anpeaad
and hoir long ^u aiped tneaa to be n eNeci
t read tbe Oenaul titianinuii on me t
I et IMa etumanl
5-119
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Managing HIV/AIDS in the Workplace s«pt«in>« is. iw
A Resource for EPA Managers and Supervisors
PHYSICIAN'S STATEMENT
GENERAL INFORMATION
Dtubtbry rttnfiM gMnnMm at* mad* m aoooidanet with eml wvw wunwm taguMans A tndng ol
mtitvntm to duMny mranxni irnMi a mad* on* «m*n tn* rtotmaaon uomatad anth tn* anpfcramn mm
mat an «mao>«i a unattt id pattotm utahri and attorn ww ma* 01 data« or mwy (1) «i n» «mp*o»»i »
currant potion or (2) Mtwi a vacant potion, tn ma in* apmcr and commuting araa at tn* aama grada or say
mil and Mnvra. tor onsn in* niwoyta a auaMad tor isasegnmam Utah* ana maun wn muns tuu>
tuooatilul ptrtormane* otth* crtcal or wawwai aiannma tf ma poaaan (ortn* aWtyto partorm attnai MMliane
uaitcary conduct and ananoanc*
Th*daaM>r rainnwn apptrraon imfttmyjixwaoaalcatir aauiuimaia*
1 A aahoancy n aannc* anm msaaa uwiupff wMp atufiflraba. or. m ma abunea si any aoual
a*rvca daloancy. a anomg mat m» madcal condiranti mjufmauljWWm Miwr ua«tul aarvc* of, laranhon
m* potaon
2 A madsaJ oandncn. whch a dtfm*d a* a IWIIM or r^ury
3 A rataurahv bamaan tn* **t»c* daltaanty and tha madcal condaan well mat th* wadcil aondlun ha*
4 Th* duraasn of th* nwdaal oondtan, both pan and atpaoad and a ataamg maim* condaan. nail prebaMty,
*nu oontmua to b* daabfcng tor al laan ona p*ax
5 Th* svnn'i matebtr to Mdm uxlul and aftoara mto araa* «M* tn* amptoim wn wvrg unotr tn*
Cmi Samoi Ratraman Syntm
t Th*w*b*«iretit»*a«iiploinivapanof to mali*i»atcnafai»aoBommodaaonBm*aniplOM*» madcal cwrtaan
7 Th* asaanca ol anothar avwtaa potion. •Won Hi* amptoymg ae*ncy and commang ana al th* aam* g»d*
or pay **w*l and i*nur*. to when ih* tmploy a wl<*d tor tMUQnimm.
to" MN C (Back)
5-120
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Managing HIV/AIDS in the Workplace Stptrnntm is,
A Resource for EPA Managers and Supervisors
CSRS, SF2824D, "Agency Certification of Reassignment and Accommodation Efforts"
PcDQ AGENCY CERTIFICATION OF REASSIGNMENT AND ACCOMMODATION EFFORTS
1" JK J inConmcteti With Dually n*mm«iiu«io»r cm Curt SwvcaRraranwntSra*"1
To be eefflixnta ey CoonSinator tor Employment of U» Handlcappea or other authortMd «J*ncy ottieui
S«n ranuaenscnaacx ettorm
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Managing HIV/AIDS in the Workplace
A Resource for EPA Manager* and Supervisors
SaptMitwr 15, ISM
GUIDELINES FOR COORDINATOR FOR EMPLOYMENT OF THE HANDICAPPED
GENERAL INFORMATION
DaaMty lauiaiiiain dawnronauons maoa i
cwii moi ratramarr rapmaron A Indatg ol •ftttwiwnl to
doaMny rataamani banatos o mad* only wnan in* monnann
autmnad waft in* toodeaeo shorn rnu an rnjxw— ¦ urate to
perform usalul and attoam imn Pact ma et mum or irfty (1)
m lna ampoyaa ¦ coram possnn or (21 mum a vacant poaann ri
tna aama apancy and commuing araa at ma aama pnoa or Day
¦aval and laran. tor when in* ampioyaa a guabhad lor raaaavn-
mam. UuW aw atfoam Samoa maana tut* uiocmlul oarlofm-
anca ol tna cnucal or asaanni atamana of na posoen (or ma
aMty to uartomi ai thai laval) and aatalaaety oonaie and
cauaad ma
Tim daatehy rnramam appocalon must
tnat soactcaDy damonstraiai
1 A daloancy m aaivea with rasoact to uartmmanca attancanea'
or conducL oi. n tha afcaanca ol any actual aarmca Oaloancy.
a liwwa mat ma madcal eondtnn a ncomoatana with afhar
uaafm mwa or ratanton «i tna poaaan
2 Amad«alconditBn.wnchisdalmadaaadaaaaaorai|uiy
3 A lataianslap Baiwaan tna aannca datajaiay and tna i
uundaan aucn thai tna madcal mourn nai
aarvca flatoancy
4 Tha ornmon ot tna maiirai eondaan, bath i
ana a voaing mai tna condion n a> praoaMay. otU c
is ba daabftng tor ai laasi ena yaar bom tha nea«it ot tna
asekcauon by 0PM
5 Tha appfaoanl a nabrtay to partonn utatul and aflaaam
anaa wnua ma ampcraa wu aamng undar tna Can I
Batuainant Syttam
£ Tha ataMay ol tha anxMoymg aganoy «s mmm
acoommodainn to tha ampioyaa s madcal oondacn
7 Tha abaanca ol anomar avartatta pouen. wahin Ih*
ng apancy ano eofflmutmg araa ai lha aama grua di i
and lafujra to
Samoa
raau^nmanl
Tna law raoura that wnara an amotoyaa who otharwna would ba
abgtta tor duaMay latnmarn miuatai an aeedcaten. tna apancy
mm rawaar all vacont Dounni undar t> mnadaon ai ma aama
graoa or pay laval and lanura and ir> tna aama commuting araa to
oaiarmna d tna efnoovea maati tna matanum ouaMcaten
standards Tha tajroosa ot tha taw a to ancourapa ma ralaracn ol
oaabiad amotoyaas rn posuons lor wticfi may ara guaUM 10
oonauM pmauetna a moo mam
MSTRUCIIONS
Tha Countoaor lor CnnHuyinaw ot tha Hand—pood should i»w»
tna Apptam'a Suunwnt tna Sueanaaor > Sutamair tna
Phyanan a Statamara and any otnai latanant dooumanaMn o*
0a to dannmn H raasona&a aeoommooanon anil anaoaa ma
ans)k)>aa to partoini tuVy waaillul aaraoa « m or nar eunani
pounn or wnatnat a meant somen a a«uaM in ma apancy «•
tna aama prada or pay laval n ma aama eommutaip araa. to> wmcn
tha amptoyaa • ouaUad tor raaaaignmani Taiaofiona nmnaan to'
ma applsn. ma auoanaor. and tna oftrucan mar pa buv on
m« mpacuv* atatamaras. ahotid a ba naeaaaary to eomaa tnam
tor turtnar Rtormaton
. ITEMS MUST BE COMPLETED. M AOOmON. FOR ITIM5
; YOU CHECK A BOX THAT REOUIRES ADD).
ATION, MAKE SURE VOU HAVE PROVIDED
riON AMD/OR THE ATTACHMENT FAILURE TO
FORM PROPERLY WILL DELAV THE PRO-
: DtSABQJTY APPLICATION AT OW
Aaeommodatton - Gudanoa tor datanmng toaaonaMa aooom
mooaaora may ba tound ti tna totownp pubacnani
FadartlParaomMManual Chaptar306
Handbook on HaoonatHa t
|(PMS730A|
• Handbook ol Job Anatiran toi flaainnahta Aeooximodamm
(PMS73oe>
Th*daeumaMatant>«pomngyourra*Eon*atoa*m4entha 01 rta-
uda mat mdud* an aaaaaamant ol tha luncnonai end anwronman
u! tacnn maiad to tna amotoyaa'a matoaay to Bartorm at ma tut*
wootuhil laval urHama mara war* no madcal mtnaoii
naaiatgnmanl • GuaSanoa laiatad to Maiatpnmani ol an apcucani
tor daaMny rainmam ¦ pubhahad n
• Fadaial Parunnal Manual Suootamant (30-1 CSRS ano
FERS Handoook to' Paraonnai and Payioa Oft cat Cnmai
80. DaaMoy Ratiramara
Altar oomptaimp and oanrfying this tomj and anachaig ma appiocwt
ata ooewnaraaton you thouio raturn ma onpmai to ma amonyaa
or to your parunnal ottca according to matrueieni and oraavai w
yow apancy In aimar cur A COPY MUST BE GIVEN TO THE
EMPLOYEE Plaasa DO NOT aand tna form mraetiy fa OPU untmt
OPM aoaetfcaiiy raauaatad you to do so m thn cm
THE AQENCVS OBUGATTOM TO CONTINUE TO TRY TO
ACCOMMODATE OR REASSIGN THE EMPLOYEE DOES NOT
CEASE WITH THE FILING OF THIS CERTIFICATION You.
••tons mould eoranwa untd your apancy laoawas OPM s daawn
on ma appacatnri It tna aooommooaion of latuqnmam tauaten
cnanpas attar tha onpmal hhng ol tha camtcamn you irnin noitfy
OPM ot tha eftanQat
I nacauaiy. you may ba oontaoad by OPM tor addrnvisi mlonns
ton or oantcaisn
alanillNDIhtai
5-122
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Managing HIV/AIDS in the Workplace
A Resource for EPA Managers and Supervisors
SaptwnbM 15,19M
CSRS, SF2824E, "Disability Retirement Application Checklist"
=SgS 01SAB1UTY RETIREMENT APPLICATION CHECKLIST
""m In Cemncosn Wflh DiMWiy Rmamanl Uno*r nw Cut Seme* OMawntxt S|«B
(to6toom>m»46r«wr*vwncr>
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11 MMwminHiHvnyMciMaMniDMnMMBionii
5-123
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Managing HIV/AIDS in the Workplace saptmtm is, 1094
A Resource for EPA Managers and Supervisors
5-124
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Managing HIV/AIDS In the Workplace
A Resource tor EPA Managers and Supervisors
September 15,1W4
S3 A Applying for Early Release oT Thrift Savings Plan
Disability retirees may apply for early release of Thrift Savings Plan funds. This may be
especially important for persons with HIV/AIDS facing mounting medical bills and a potentially
shortened life expectancy. Early release of funds may take 3 to 5 months. In general, however,
applications from persons with diseases such as HTV/AIDS are accelerated. The procedure for
expediting the release of these funds can be obtained from a counselor in the EPA EOCC or local
Human Resources Office.
5-125
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Managing HIV/AIDS in the Workplace
A Resource lor EPA Managers and Supervisors
September 15,19M
S3S Continuation of or Increase in Group Life Insurance
On the next page is a copy of a form for employees to file if they want to continue in the
group life insurance plan upon leaving EPA. At separation, EPA informs employees of the ability
to convert the FEGLi policy into an individual direct-pay policy. Under Temporary Continuation
of Coverage, employees may elect to continue life insurance coverage by assuming payments after
separation from service. A copy of the Notice of Conversion Privilege and election form are
provided on the following pages. TCC begins on the 32nd day after an employee terminates from
the Agency.
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Managing HIV/AIDS In the Workplace 8«p*nu>.r is, i»«
A Resource for EPA Manager* and Supervisor*
FEGLI, 'Continuation oTlife Insurance*
NOTICE OF CONVERSION PRIVILEGE
Federal DwmuinW Oraup I* tnturanet frognm
PART A—Inatmcttona to Employing Agancy
Comewa Pan * el Die Wm wiwww an eepe
eragetnmnaiasouaioaaoaratnn ras^naaon
otl2momnsmnonosysuaa Onnedaiansu
by newer) gna ms nova to wary >mownl a
ffm • mnn eov*
nnwimt dun ortttc
rtnet wmmm inem
mi io im ttfWyo* aaen
iiai aan aiiimias am ill irie rwtai r rinie) rniamn Also upon
•eouesl, (*• on neece to pw laiwy ol an eageae emooyee wno oon
not ooraan ha or rier Opnon C—Famey nsuranca Place e copy of trus
notce in an iitduiaa » OWosi Peixmei Fcaor
Eniployea Mentllication
i mm el bumM
1 am el am ns. atr r ¦
jlCHMMO
Hnvtanpn
* Mu employee msurao tor Opoon C-fuwy tn
t.
1
fi
i
s
i
~ Yes
1
O
Aovney Ccrtltiouor I cvrttty (hat tne to
ove mtormation has Dee
n obtained from and correctly
ratti
cts oftioa
J pcrsonrwt recoms
ft 'liwai *C«K| pew
Ra a
• MaeMOMaeMMiaaeao
r lp0NM»tt««m««9MTO*BI' 11 yu J 1
nPl cr
1 l«
1 TBNNM^rf
10 Oaio> 1m mok« mo at? r<
PART D Contortion Inlonnatwn tar Emptoyaa and Family Members Who An Losing FEQJ Coverage
II you are eligible and you untn to cany Federal Employees' Group
Litg insurance (FE6UI cwrmge mto leuieiiiein. 00 no) apptv lor eon-
neiaion Employees and Ihetr tamdy members who am losing FEGLI
coverage may ee eligiMe to comen tneir co»orage tD an individual
oirect-oay policy
EMPLOYEES—Vou are ermiea to connen to an mdmeual dmcM>ay
policy unless «Rthm 3 calender days attar tna oaia your insurance
term mate* you ratum to Government eemce m a poatbon m when
you trubpm to reaeoure Federal Employees' Oigup L*e Insurance
vou may purenaaa an individual policy m an amount eoual to or leas
¦nan your Banc tits mjuimct piua any opiional coverage you may
nave
FAMILY MEMBERS—Option C—Family irauranca m ma amount c'
IS 000 lor o eoouee ano S2 500 let Men eligible cftdd may be con-
vened oy ma ctMrad family memoedi) re an mdnnaual doect-oey
policy upon oeatn of tna twaiw employee or upon aaparanon ol a
covereo employee wno does not convert tna Opt on G—Family m-
aurance Eligible larniiy memoets ara ma employee's spouse ana un-
mamao oaoanoant cmatan unoar aga 221 nauomg aooptao cMOran
aiapenaoran wno kM0 witn tna ampioyaa m a ragulai paiwraoukl ma-
lonanip ana recognixea natural endaran) a no unmamed oepenoeni
children ovor age 72 wno ara incapable ol aall-aupport oecause of a
mania! o» pnyacal oaapdity when amtafl before may leecned aga 22
THE TIME IN WHICH YOU MAY CONVERT IS LIMITED—You mutt
man you' reouest lor information regartfcng conversion withm 3) oay>
ot tna dale in nam 3 aoove or witrnn 31 day* ol tna data you receive
tms notice wmcnener grves you mora time It you Ian to reouest eon-
version information witnm ma 3l-Oiy time hmn oua to cause beyond
your control you may oa allowed to conven your Ma mauranea within
an mom rn after me daw m mm 3. prowled you anacn a lull expiana
ton ot ine cauaa oeyono your control mat prevented you from mak
mg a timely raouaai
NOTE. Unoar certain orcumsiances. Ma msurance « payable 1deem
ocajn witnm 31 days altar tna group We ataurance wnrcnam regarp-
leu oi whether eonveruon has Dean reouestad Homki extension
ot me converson pnveege beyond 3i eays does not extend ooverage
unoar any crtumsiances II oeatn occurs wmm me 31-osyoenod tur-
ner ntormanon concerning poaaible benefits may pe ebtanad Horn tne
agency named m item 6 eoove
GENERAL INFORMATION ABOUT CONVERSION
• No medical enttnmaaon ¦ moused ,
• You must pay me omnium sppH iwe to me type ol polcy you
sail ci and your aga and daaa e) ns*
• The gamrnmeiii will not pay any part ot the premium cast ol your
ntmttul policy
• Your oMmdual polcy may be oaued by en maurance company you
eeleci from the feat ol olyma umwaiaas amen you anil mceme H
ireu apply lor corwnan
• Your atdmdual polcy may bam anytatmcustomartyosuaaby •»
atsuranee company, except term enurance. urmetaal Me inauranca
or any mner torn of ate mauranea wan an atawarminaia premium
and mthout nwaWity or accidental death ana oumaimtennani
MOW TO CONVERT
1 Complete me appropriate etagtofcty statement on the reverse
2 OKam a compiatad SF 2B21 Agency CamAcanon ol intmna
Suaa lengmai and oupfacata) from your amptoymg agency
3 Anacntneongmal(Part t) Agency Certifteaten of tnsuranoe Status
to tta term and mad tnem to tna Ofhce ol Federal Employees
Cnup Lite Insuranca fOFEGU) 4 East 24lh Street New York NY
10010 (Note netmng employees «no ate cormnumg Basic Ma in-
surance out man to conven one or more ot the options mould
auomit mrnr oupiicaie |Part 2/ tt the SF 2821 witn this form to
OFEGLI and their ongmal (Part 1) with their leiaowont applcaian)
OFEOLI anil mm you dauaad atlaniialioii on now to apply lor con-
vemon togemei win e feat 01 msurance companies eugible to oon-
van your msurance
4 H you ere uatng tms torn to con»en aome ol your Me insuranca
coverage Dul not Oooon C haw your employing ollice prepare
another SF 2BI9 to* your ttmily mempen
5 Ftmty mempors lot a oeceaaed employee who had Ophon C oov-
arage or ot an emplo»oo wno da noi conven Opuon C) may apply
lor cornel mn ot their Option C—funity msurance loan wdwndual
dveci-pay polcy by aenotng a completed SF 2B1S (tha torrn) to
OFEGLI I Note Famey members do not need to obtain an SF 2S21)
5-127
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Managing HIV/AIDS in the Workplace
A Resource lor EPA Mansgefs and Supervisors
S*pt*mMr 15, tm
PART C Ogfcttty 8MWWW
I CMC* tM comcl
f-) mmi»m«w>"*"M»cii»wiiiini —dtimwcnmimy D I
¦nw®«n»ew>cu«i pc*** pimh mna caaaotm cimiihw
~
iiMiwtfnaMitKnnod Tn»>«*o»ng Ujii> immoch ¦ i ctijMi W
D Opasn « Smmra Optten p «aoiuon«i muc
m—iunlOwwC—FnMymwreneatoBsneMit
$ C*t Sum b» ceai
Sample
! ¦
i «
PART D—Information About Individual PoUctea
TYPES OF POLICIES
The fype e# mdmeiiff potey you wieci should be dtWTTWd »y me
purpose which tM poi^y d to un« taking orto eccotn1. youi etnar
ftnanoai otant and resources There are mree uaate fon» ot perma-
nerrjwrnas nowwcr anopmertte insurance poooei on pnmanh'
comoinations or moditiceioris of these inroe TnetntN base
are
• An OrOtnafy LHa policy aao known at a Wftofta Ufa Doucy or a
Sntigm itiapoocy prowoaa Mwmie pmecponaiirom tor wanuum
payments throughout your emee bte The pofacy buues a CASH
VALUE a tier one two or tnrae yaara You may withdrew tfos cash
rt you oecioe to stoopaytng premiums Also, you may borrow upon
it ai any lime for any purpose
• A Limited Peywwnt Ut* pofcey omen from Ordinary Ufa m three
ways Ftnt whie n enoprowoeshteiime protectwn premiums are
pea over a specie number oi years—usually 10 20 or 30 or until
a cerum «ge suen as 65 Secondly me company must charge a
higher annual premium ounng meee years Finally because
prernturns are nqner. me potscy i CASH VALUE increases taster
• Endowment policies emphasize sevmgs They pay you a sum of
money at a future date named m me policy—men as at the end
of 20 years or at age 65 II you do not Owe until mat data trus aum
ot money 4 putt upon your oeam to b oeneticiary named by you
BotPi premiums and CASH VALUE are rugnar than tor ihe oiher
types- oi ponces
COST OF MBfVTDUAL POUCY
L* reumtcepdeea an esued en a ptfMeawfl or norwpardeeetHO
east
Preribums lor parueoannQ pohewtara rognor than thosa enprped tor
nofwacamgnwes The pan ore parncaoawg ccucy i panum
when is lound not to be neeoao to tumoh protection o retunoed m
tnelormdan annual dnnoend to the ppbeynoyer The hrat Ofwoanc
s uauaUy evadatfe alter premiums have been paiC tor one two or
meyecrs ToottafflmenrtconeJapsrtcaatmppotacy.youanouto
deduct meee yoarty dwmenda trom me premiums
For non-oamawtmg poboes. premiums are set as ctoae as poantar
to the actual oosi of insurance protecuoct The premium a me
guaranteed tost to ma poucynotoer NodmoendsarepaidtfWertnese
pohoes
The teflowng are appmitmaie prefruum ratea on me pamcettHig basis
for Ordinary Ule ine Tweniy-payment Life and Twenty^ear Endow
mem potioes The rates are anown tor apes 20 to 65 ai inre mi a^e
intervals Premium rates lor non-penicipating poiciei are somewnai
tower eno no dmoend wtii be Data under these portent The retes
shewn be tew ere esemptee only and are net rates lor any one
company
sakfle annual pfmuuai rates pct *1 ooo of wsufUHce
ACE 0«
1 INSURED «1
' ISSUn 1
L« L(F£ j
1
»YC*B
FNOOWUEIVT
AGE Ot 1
INSURED |
ISSUANCE
OfrdJC !
ORDINARY
UF£
I0-P*rH£NT
tffE
TO-TEAB
CN0OWMCN?
!
MRTICI*«TM0 MStHUHCE UNr DnnDCMM »HB WtU REDUCE THESE COSTS)
» 1
us oo
[ U00C [
*19 00
45 I
339 00
150 00
15700
IS 1
*21 00
: £33 00 1
SS0 DO
so !
3M? 00
IttQO
U2 00
: 30 i
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SSI DO
ss
358 00
165 00
tesoo
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126 00
wooo
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S33 00
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594 00
J 95 00
196 00
'¦"•Mf Aci Siannwm—Tme 5 Lirweo Sutes Cooe Cn*pi«' 07 Lite i*
mmnc* tutnonm ictcniten or ma mtonfiaucn T*e oata you lurrum wti
De usee ot m« Ottveo* Feoeul tmceyeei Group Lita irt&uwiee n otter
mow etftbdrty hji corrwmon of Optnn C—P-amoy *• murine* coverage
Tn«cmofmeiciirnafoetneiMwTmnBtDn» suit tocsi v other cnamatHt
or aoov aecwiry a0iiM«vsiweepane»s Doawrmna anoMy* D«neta» Mar
man orogrtmg or um •nioreamant aQencwi whan trwy sr* inwaiiiQiia»fl a
woiauon oi peceniw nooion cri in» cmc oi emmai te»
* u* oos<>«gnTwnmcwa ma- «M»(eni
5-128
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Managing HIV/AIDS In the Workplace
A Resource for EPA Managers and Supervisors
tS, 19M
AGENCY CERTIFICATION OF INSURANCE STATUS
FwWit Emptor—*' Group l*« limmno Procr*"'
Jo Agency: S*e Revert* tor IntormgHpn tna instruction*
l wm* « emperee
i 0>» s) brti fma. a*r, ft}
3 GoatfSacurayHuRiMr
Earn nqumg c*fttjc*cor
Snaitan tmduou nugnucn)
Dwa n«n Tiptop
Hia«mpB)i—ttwMW'H"" tarftufmntrK
(SF 2601 or 5F 1107)w«iOPM1
Qh. ~>..
D«d u a rMtnaoyrt tnmmuii
End oM 2 mentha non-pay ataau
Oto+r (Seeotyt
6 ktt»eJ*MAtoiicKM)nd»m4M
bnptoytii 1Ratranmu Syatam
| csns/FEns
TV A
i Oooouaan cH Daa^naaons ol &anat«jai>
fSfh* Sf 2823)
Nona on Ha «nff> tu» «Q*ncy
CnHnnfflflJcijaatQftff**Ptwwiai
FoWar
OC P0ho»&F*ft'PutfecSc*oo!T«acn«n
7 DftltOtSF 2819 N9D&olGormr*tonPm*99* -ISSUANCE IS MANDATOR
r*muv9 Sf n 19 tar aacn faaaap aranpaat
TEoui
0 AmulBuKPi||iio:«ucniurine»«Miiiiionuiiiii)aih6
rCorrtnTrtajj* imcnii i. < a» tt nwtf naj
g LaacMoi
|ff MI'ttlH-iai
0aampaayaafta«aQpapf>C'fc*w>yt>wracaof>oaiamaatT»6^~
10a OoamptoyaattavaOpMnA .Stansafdi*tttfanoaonQaa»
a
YU.
10b £ft Cnacavaa
j*ot«a
cscn
12c Nymbar ol muttplai on oa» n a*m 6
120 Loarati nunsar or munoas
Amng latl$ywn
i canity nai ma aoove mtormtbon wu ott^nsd Irom no ecrracfly fttiacu ofcoalparaonnai raoortj and thai ew amployas «ras eovarad by Ftoarti
Eg^toyaat Group Lrfe hnuranca o* ff»a Oite #> tttm 6
13a SifrMngaq>^ nw^ifcarnaanoaooratsel apaney (*ncu*onp7/PCoos/
13b Tyoaa uma oi Aunonzad Ao*fcy OrtoaJ
13c True
iao Data
131 Tawpr^n* luimMi {bictit&ng A/»« CoOei
14 Payroll Haoort* CarUNcaUon f7hieto#ieisrf/incfb#»ceapi»tf wfow4#iai#*J»wti##eatieA.j
*camv D%*t I fxavt ccmoarad pta tmuaJ base err wow-i n mm 6 a&ova wwi ounani payroc r«eorOt and tha hgurot aprae
•P-ayroao»gctctcm o*r B m* e> aMutd MvaOMn n^da < r» fmn oyaa lua Man near iii1^ ler r* Kducooa —
1 na Minoa oaoa vid 5F H aounaitno d dies n n»i« e
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1*0 1 ypaa name of Carotyng Ottoai
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PART 1*Crifltnal
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INSTRUCTIONS TO EMPLOYING AGENCIES
CompMonafCwtffletUon
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prompey SaaFPWSi«ptomara 870-1
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A Resource for EPA Managers and Supervisors
SaptftmtMT IS, 1994
5.3.6 Survivors' Benefits
The EPA EOCC can supply a copy of EPA's "Survivor Benefits: A Handbook for EPA
Headquarters Employees" (Fall 1990), which contains useful information, not only for survivors, but
also for EPA employees who are trying to put their financial house in order, whether they are ill
or just want to make arrangements. The handbook contains information regarding decisions on
planning for financial security and retirement, savings, insurance, unpaid compensation, and how
to accommodate changes in the employee's personal situation.
The level and type of survivors' benefits can differ between FERS and CSRC. FERS will
not pay a lump sum survivor's payment if the employee had not started disability retirement. CRSC
is not affected in this way. Both plans make regular payments to beneficiaries.
Survivors' benefits tend to be paid out at different times, depending on the program. For
example, the pay out of an accrued leave may occur within three weeks of submitting a Survivor
Application for Benefits. Pension funds may take five to six months. Life insurance benefits may
begin within four to six weeks after filing an application.
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6. OTHER RESOURCES AVAILABLE TO MANAGERS
This chapter is designed to provide managers and supervisors with a list of resources with
information on HIV/AIDS in the workplace. Supervisors may refer their employees to these
resources. Resources include other organizations (Section 6.1), references consulted in the
preparation of this guide (Section 62), and additional materials (Section 63).
6.1 Organizations
The National AIDS Clearinghouse warrants special note given the breadth and depth of
services it provides. The Clearinghouse is a comprehensive information service for state and local
AIDS program managers, public health officials, and others responsible for educating the public
about HIV infection and AIDS. The Clearinghouse can provide information on HTV/AIDS-related
publications, training, educational materials, and agencies both nationally and locally. Any quest
for any information should begin with a call to the Clearinghouse.
National AIDS Clearinghouse
Business Response to AIDS Resource Service
P.O. Box 6003
Rockville, MD 20849-6003
(800) 458-5231 (English)
(800) 243-7012 (TDD/Deaf Access)
(800) 874-2572 (Clinical Trials)
Agency for HIV/AIDS
D.C. Commission of Public Health
717 14th Street, NW
Suite 600
Washington, DC 20005
(202) 727-2500
AIDS Action Committee
131 Clarendon Street
Boston, MA 02116
(617) 437-6200
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AIDS Action Council
1875 Connecticut Avenue, NW
Suite 700
Washington, DC 20009
(202) 986-1300
American Bar Association (ABA)
AIDS Coordinating Committee
1800 M Street, NW
Washington, DC 20036
(202) 331-2248
American Civil Liberties Union (ACLU) AIDS Project
132 West 43rd Street, 2nd floor
New York, NY 10036
(212) 944-9800
American Civil Liberties Union (ACLU)
122 Maryland Avenue, NE
Washington, DC 20002
(202) 544-1681
American Federation of State, Cbunty, and Municipal Employees
1625 L Street, NW
Washington, DC 20036
(202) 429-1240
American Foundation for AIDS Research (AmFAR)
733 3rd Avenue
New York, NY 10017
(212) 682-7400
American Foundation for AIDS Research (AmFAR)
Public Policy Office
1828 L St., NW
Washington, DC 20036
(202) 331-8600
AFL-CIO Department of Occupational Safety and Health
AIDS in the Workplace Project
815 16th Street, NW
Washington, DC 20006
(202) 637-5331
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American Red Cross
Office of HIV/AIDS Education
43118th Street, NW
Washington, DC 20006
(202) 973-6000 (Headquarters)
(202) 728-6471 (DC Chapter)
(301) 588-2515 (MD Chapter)
(703) 527-3010 (VA Chapter)
(703) 549-8300 (Alexandria, VA Chapter)
Department of Labor
Occupational Safety and Health Administration
200 Constitution Avenue, N3718
Washington, DC 20210
(202) 219-8148
Equal Employment Opportunity Commission (EEOC)
1801 L Street, NW
Washington, DC 20507
(202) 663-4264
Food and Friends
P.O. Box 70601
Washington, DC 20024
(202) 488-8278
Gay Men's Health Crisis
Development Office
129 W. 20th Street
New York, NY 10011
(212) 807-6664
Health Education Resource Organization (HERO)
101 West Read St., Room 825
Baltimore, MD 21201
(410) 685-1180
Hispanic AIDS Forum
121 6th Avenue, Rm. 505
New York, NY 10013
(212) 966-6336
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Managing HIV/AIDS In the Workplace
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SapiMiibar 15,1M4
Hospice Council of Metropolitan Washington
1377 K St., NW
Washington, D.C. 20005
(202) 828-7777
Names Project Headquarters
310 Townsend Street, Suite 310
San Francisco, CA 94107
(415) 882-5500
Names Project of the National Capitol Area
1613 K Street, NW
Washington, D.C. 20006
(202) 296-2637
National Association of Counties (NACo)
County Health Policy Project
440 First Street, NW
8th floor
Washington, DC 20001
(202) 393-6226
National Association of People with AIDS
1413 K Street, NW
Suite 10
Washington, DC 20005
(202) 898-0414
The National Coalition of Hispanic Health and Human Services Organizations
(COSSMHO)
1501 16th Street, NW
Washington, DC 20036
(202) 387-5000
National Gay and Lesbian Task Force
1734 14th Street, NW
Washington, DC 20009-4039
(202) 332-6483
(202) 332-6219 TDD
The National Leadership Coalition on AIDS
1730 M Street, NW, Suite 905
Washington, DC 20036
(202) 429-0930
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A Resource for EPA Manager* and Supervisor*
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National Minority AIDS Council (NMAC)
3001 Street, NE
Suite 400
Washington, DC 20002-4389
(202) 544-1076
Office of National AIDS Policy
Executive Office of the President
750 17th Street, NW
Suite 1060
Washington, DC 20503
(202) 632-1090
Parents and Friends of Lesbians and Gays (PFLAG)
1012 14th Street, NW
Suite 700
Washington, DC 20005
(202) 628-4200
Planned Parenthood of Metropolitan Washington
Attn: AIDS Coordinator
1108 16th Street, NW
Washington, DC 20036
(202) 347-8500
Project Inform Treatment Hotline
1965 Market Street
San Francisco, CA 94103
(800) 822-7422
The San Francisco AIDS Foundation
Impact AIDS, Inc.
3692 18th Street
San Francisco, CA 94110
(415) 863-2437
Service Employees International Union
AFL-CIO, CLC
Health and Safety Department
1313 L Street NW
Washington, DC 20005
(202) 898-3443
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Managing HIV/AIDS In the Workplace
A Resource (or EPA Manager* and Supervisor*
Scptombw 15, IBM
U.S. Department of Health and Human Services
Public Health Service
Centers for Disease Control (CDC)
National AIDS Hotline
(800) 342-AIDS (English)
(800) 342-7432 (Spanish)
(800) 243-7889 (TDD/Deaf Access)
Whitman-Walker Clinic
AIDS Education Services
1407 S Street, NW
Washington, DC 20009
(202) 797-3560
(202) 332-EXAM (DC HIV Antibody Testing and Counseling Info. Line)
VS. Department of Health and Human Services
Region I
Regional AIDS Coordinator
U.S. Public Health Service
Boston, MA 02203
(617) 565-4825
Region IV
Regional AIDS Coordinator
U.S. Public Health Service
101 Marietta Tower, Suite 1104
Atlanta, GA 30323
(404) 331-2316
Region II
Regional AIDS Coordinator
U.S. Public Health Service
New York, NY 10278
(212) 264-2535
Region V
Regional AIDS Coordinator
U.S. Public Health Service
105 West Adams Street, 17th Floor
Chicago, IL 60603
(312) 353-3832
Region ID
Regional AIDS Coordinator
U.S. Public Health Service
Gateway Building # 1
3521-35 Market Street
Philadelphia, PA 19101
(215) 596-0488
Region VI
Regional AIDS Coordinator
U.S. Public Health Service
1200 Main Tower Building
Room 2360
Dallas, TX 75202
(214) 767-3871
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Managing HIV/AIDS In the Workplace
A Resource tor EPA Managers and Supervisors
September 15, 1994
Region VH
Regional AIDS Coordinator
U.S. Public Health Service
601 East 12th Street
Room 501
Kansas City, MO 64106
(816) 426-3291
Region Vm
Regional AIDS Coordinator
U.S. Public Health Service
118S Federal Building
1961 Stout Street
Denver, CO 80294
(303)844-6163
U.S. Public Health Service
SO United Nations Plaza
San Francisco, CA 94102
(415) 556-1138
Region DC
Regional AIDS Coordinator
Region X
Regional AIDS Coordinator
U.S. Public Health Service
2201 Sixth Avenue, M.S. RX-20
Seattle, WA 98121
(206) 553-0430
62 References Used in This Resource Guide
American Bar Association, ADDS Coordinating Committee, AIDS: The Legal Issues,
American Bar Association, Washington, DC, August 1988.
American Red Cross, Workplace HIV/AIDS Instructor's Manual, 1992.
Business Leadership Task Force of the Bay Area, "AIDS in the Workplace" (symposium
participants resource materials), San Francisco AIDS Foundation, 1989.
Emery, Alan, The Next Step: HIV in the 90's, A Management Guide to AIDS in the
Workplace, San Francisco AIDS Foundation, 1989.
Elizabeth Kubler-Ross. 1993[1969]. On Death and Dying. New York: Collier Books.
Hi-Tech International, Inc., HIV/AIDS at Work: A Training Workshop for Federal Workplace
Supervisors (draft participant's manual), for the U.S. Department of Health and Human
Services, Center for Substance Abuse Treatment, March 1994.
Hospice Council Metro Washington brochures: When a Co-Worker is III or Dies, When a Co-
worker Suffers a Loss, A Guide to Grief, and j4 Guide for Managers.
Leonard Martelli and others. 1993. When Someone You Know has AIDS.
Melvin Pohl and Deniston Kay. 1993. Staying Sane: When You Care for Someone with a
Chronic IUness
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MUiuging HIV/AIDS In tin Workplace
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OUrien, Mary Elizabeth. 1992. Living with HIV: An Experiment in Courage. New York:
Auburn House.
Seligsan, M. Ross and Peterson, Karen E., eds., AIDS Prevention and Treatment: Hope,
Humor, and Healing, Hemisphere Publishing Corporation, Washington, DC, 1992.
Sherman Nuland. 1994. How We Die: Reflections on Life's Final Chapter. New York: AA.
Knopf.
Terl, Allan H„AJDS and the Law: A Baric Guide for the Nonlawyer, Hemisphere Publishing
Corporation, Washington, DC.
U.S. Centers for Disease Control and Prevention, Public Health Service, Department of
Health and Human Services, Business Response to AIDS (Manager's Kit), HIV/NAIEP/9-
92/026, March 1992.
U.S. Department of Justice, Justice Management Division, Personnel Staff - Career
Management Group, AIDS in the Workplace: The Manager's Role and Responsibility
(Training material), US GPO:1992-312-344:60322, 1992.
U.S. General Accounting Office, Coping with AIDS in the CAO Workplace, the Task Force
Report, December 1987.
63 Other Written Materials
Managers and supervisors may want to consult these additional resources which provide
more detailed background information cm HIV/AIDS in the Workplace.
Agency for HTV/AIDS, Directory of HIV/AIDS-Related Services, 3rd edL, Commission of
Public Health, Washington, DC, 1993.
AIDS Business and Community Partnership, Understanding AIDS: An Employer's Guide,
United Way Services, Richmond, Virginia, 1991.
AIDS Policy and Law (bi-weekly loose leaf reporter), Buraff Publications, Washington, DC.
Albert, Paul, Eisenberg, Ruth, Hansell, David, and Marcus, Jody, AIDS Practice Manual, 3rd
ed, The National Lawyers Guild AIDS Network, New York, 1992.
Banta, William, AIDS in the Workplace: Legal Questions and Practical Answers, Lexington
Books, New York, 1993.
Burris, Scott, AIDS Law Today: A New Guide for the Public, Yale University Press, New
Haven, CT, 1993.
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Managing HIV/AIDS In the Workplace
A Resource for EPA Manager* and Supervisor*
Saptambar 15,1994
Centers for Disease Control and Prevention (CDC). Acquired Immunodeficiency Syndrome
(AIDS): Precautions for fflnital and Laboratory Stalls. Mortality and Morbidity Weekly
Report (MMWR). 1982;31:577-580.
CDC. Recommendations for Preventing Transmission of Infection with Human T-
Lymphotropic Virus Type in/Lymphadenopathy-Associated Virus in the Workplace.
(MMWR). 1985;34:681-6,691-5.
CDC. Public Health Service (PHS) Guidelines for Counseling and Antibody Testing to
Prevent HTV Infection and AIDS. (MMWR). 1987;3:509-515.
CDC. HIV Infection in the United States: A Review of Current Knowledge, (MMWR)
(Supplement). 36, S-6. Dec. 18,1987.
Environmental Protection Agency. EPA Guide for Infectious Waste Management.
Washington, DC: US EPA. May 1986. Pub. # EPA/530-SW-86-014.
Faison, Brenda S. The AIDS Handbook, A Complete Guide to Education and Awareness,
Loila Maustafav, ed., Designbase Publishing, Durham, North Carolina, 1991.
Hunter, Nan D. and Rubenstein, William BAIDS Agenda: Emerging Issues in Civil Rights,
New Press, New York, 1992.
Koch, Jennifer Jo, "Employee Assistance: Wells Fargo's and IBM's HTV Policies Help
Protect Employees' Rights," Personnel Journal, April 69: 40-48, 1990.
Los Angeles United Way, Inc., AIDS in the Workplace: A Resource Guide, United Way, Inc.,
Los Angeles, CA, 1992.
Malinowsky, H. Robert and Peny, Gerald J., AIDS Information Sourcebook, 3d ed, Oryx
Press, Phoenix, AZ, 1991-1992.
Office of Training and Development, U.S. Office of Personnel Management (OPM), AIDS
in the Workplace: A Module for Supervisors and Managers, February 1989.
The National Judicial College, AIDS Benchbook, The National Judicial College, Reno,
Nevada, 1991. (The 1994 AIDS Benchbook Supplement will be available in the summer of
1994.)
Service Employees International Union, AFL-CIO, CLC, The HIV/AIDS Book: Information
for Workers, SEIU, Washington, DC, 1991.
Social Security Administration, A Guide to Social Security and SSI Disability Benefits for
People with HIV Infection, SSA Publication NO. 05-10020, September, 1993.
United States Conference of Mayors, Local AIDS Services: The National Directory
Washington, DC, USCM 1990.
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Managing HfV/AlOS in the Workplace
A Resource lor EPA Manager* and Supervisors
S«pfmhf 15, ism
U.S. Department of Health and Human Services, Public Health Service, Centers for Disease
Control, National AIDS Information and Education Program, AIDS and the Workplace:
Resources for Workers, Managers, and Employers, 1990.
Key Legislation and Regulations
The Americans wiih Disabilities Act (ADA). Pub. L. 101*336, 104 Stat. 327, codified as 42
U.S.CS. 12101. (1990).
Civil Rights Restoration Act Pub. L. 100-259, 102 StaL 28. (1988).
Equal Employment Opportunity Commission and Federal Sector Employment Opportunity.
24 CFR 1614, 1992,
Family and Medical Leave Act. Pub. L. 1033, 29 USC 2601. (1993).
Federal Rehabilitation Act. Pub. L. 102-569, codified as 29 U.S.C. 794. (1973).
Office of Personnel Management Medical Qualifications Determinations. S CFR 339.
Occupational Safety and Health Administration Standard. 29 CFR 1910-1030.
Privacy Act (year). Codified as 5 CFR Part 339.
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7. INSTRUCTIONAL VIDEOS AND BROCHURES
To supplement this resource, managers and supervisors may consult any of several
instructional videos or brochures. Consulting outside sources may equip managers and supervisors
with more information about how HTV is transmitted, how transmission is prevented, and how
testing for HTV works. In the following two sections, discretions of four videos and six brochures
are presented. Also presented is information on obtaining copies of the brochures or videos.
7.1 Summaries of Four Instructional Videos on HIV/AIDS
The following section includes summaries of four instructional videos on HIV/AIDS- related
topics. Each covers a different set of issues, but the primary focus is on HTV/AIDS in the
workplace. In each summary is a description of contents, presentation techniques, and problems.
Problems can include the use of antiquated terms out of date information, or content or images that
might be considered graphic or offensive by some persons.
7.1.1 America at Work: Living with HIV
VHS video cassette (20 minutes)
Available as part of manager training
The American Red Cross
Nations Capital Chapter
2025 E Street, NW
Washington, D.C. 2006-5099
Contents. Narrated by actor James Earl Jones, this video presents information on a wide
range of HIV/AIDS in the workplace issues. The video uses a variety of techniques, including
profiles of two employees with HTV/AIDS. The focus of the video's content is on HTV
transmission, prevention of HTV transmission, and working with persons with HTV/A IDS The
video is effective in describing how HTV/AIDS is transmitted and how it is not. The profiles
feature a Latino male who works for a child advocacy organization (Cid Randal) and a white
(Mediterranean) woman who is an administrator of an after school program (Pat Migliori). The
individuals are presented as vigorous, in apparent good health, intelligent, articulate, and hard
working. Their supervisors and coworkers give testimony to Cid's and Pat's value and their own
willingness to make accommodations and provide emotional support. In sum, the profiles show how
workers can continue to contribute without being subject to stigma or isolation. There is a relatively
extensive discussion of condom use. The endorsement of condoms (and spermicides) is mentioned
several times.
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Managing HIV/AIDS In the Workplace
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Presentation. A variety of video techniques is used, including testimonials by persons with
HIV/AIDS and their coworkers, narration over a montage of footage of persons at work, and
statements by HIV/AIDS professionals. One statement is offered by the Rev. Joseph Lowry,
Director of the Southern Christian Leadership Conference. A wide variety of workpiace situations
is presented - white collar, pink collar, and blue collar (perhaps with an emphasis on blue collar).
Ala), a diverse group of speakers and workers is shown - different genders, ages, race/ethnic
groups, sexual orientations. One advantage of the video is that much of it was recorded in the
Washington, D.C., area. EPA managers and supervisors in the Washington headquarters may
recognize Metro, Montgomery Mall, and local businesses, such as Lamda Rising in Dupont Circle.
Problems. There is not much discussion of employee rights, reasonable accommodations,
or formal workplace policies. Managers are shown, but the decision making process around
accommodations or workplace policies is not shown. There is a brief reference to the Americans
with Disabilities Act without any details. Two types of persons may feel uncomfortable with the
video. First, Gays and Lesbians may feel excluded from the video, because the two featured
employees with HTV/AIDS appear to be heterosexual (The woman is unambiguously heterosexual
and contracted HTV from her husband. The man is shown lifting weights, is Hispanic, and there
is no discussion of his sexual orientation.) Second, political conservatives may be offended because
the video does not present abstinence or monogamy as preventive behaviors.
7.12 Epidemic of Fear. AIDS in the Workplace
Video cassette (23 minutes), $150
Impact AIDS, Inc. (distributor)
3692 18th Street
San Francisco, CA 94110
(415) 621-3951
San Francisco AIDS Foundation (producer)
333 Valencia Street, Fourth Floor
P.O. Box 6182
Sac Francisco, CA 9410J-6182
(415) 861-3397
Contents. The video contains information related to HTV /AIDS awareness; transmission
and prevention; and workplace situations and policies. It combines brief comments by health care
and personnel management professionals, as well as vignettes on five persons with HTV/AIDS.
Presentation. Produced in 1988, the video features a variety of images and means of
presenting information. It uses a number of visual and audio techniques, including testimonials,
professional talking heads, and exterior and workplace scenes with voice overs. Scenes change
quickly, but not chaotically. The individuals featured are articulate and sympathetic, and they reflect
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an effort to attain gender and racial diversity. There are frequent subheadings to break up the text.
Each section is introduced with a written quotation. The questions and answers section is the
longest and covers 24 inquiries that could be directed to managers, supervisors, educators, or
trainers.
Problems. There are no fatal flaws in the video; however, there are some limitations. The
workplace situations reflect, largely, the private sector and there are references to an outdated term,
ARC (AIDS related complex).
7.13 One of Our Own
VHS video cassette dramatization (20 minutes)
Cost: $560 per unit
Dartnell Corporation
4660 Ravenswood
Chicago, 11 60640
(800) 621-5463
(312) 561-4031
Contents. The video is a dramatization about an advertising executive with AIDS. The
employee, Tom Bramson, is a with male, apparently in his late 30's to early 40's. In his position,
Tom has to work closely with other employees. A variety of workplace situations are covered,
including:
a Disclosure to a supervisor;
n Development of a company policy on employees with AIDS;
n Legal obligation to non-discrimination against handicapped/disabled employees as long
as the firm holds federal contracts;
a Disability and continuation of insurance coverage;
n HTV/AIDS education;
a Non-transmission of HTV in normal workplace situations;
n Disclosure to coworkers;
a Difficulties with coworkers and disruption of work; and
b Ability of persons with HTV/AIDS to perform valuable work.
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Managing HIV/AIDS In the Workplace
A Resource for EPA Manager! and Supervisor*
S*frtwnbar 15, tBM
One of Ow Own has high emotionaJ contact. Most viewers are visibly moved. Perhaps the greatest
attribute of this video is Tom's supervisor's supportive attitude, which comes about gradually as his
HTV/AIDS awareness develops and Tom demonstrates his continued value to the company. The
story depicts the learning process. Because of the high emotional content, viewers are likely to want'
to discuss the video.
Presentation. Virtually all of the video is presented in a narrative (story) format. There
is, however, a small amount of basic information on HTV/AIDS transmission and prevention
presented as a voice over. In general, the acting is good. A broad range of reactions to a coworker
with AIDS is delivered welL
Problems. Produced in the late 1980's, the video does contain some out-of-date terms, such
as ARC. The term HTV is not used at all There is little basic information on how HIV is
transmitted and on how to prevent transmission. The video does not address a broad range of
workplace situations or subjects about which employees may have questions, such as whether HIV
is airborne and infectious in enclosed spaces. The video has a few shortcomings. Principally, nearly
all of the employees of the fictional small firm are white. All mangers are white males. The few
blacks and Hispanics shown appear in the background of various scenes. Furthermore, in its
attempt to show that HIV/AIDS is not the exclusive domain of homosexuals or injection drug users
("AIDS is not a Gay or junkie disease"), the actors use jarring terms. Another issue may give
managers pause. As part of HTV/AIDS education, the company holds a disclosure meeting. The
video seems to endorse this practice, even though the reaction of Tom's coworkers is generally
negative. Widespread disclosure may not fit the style of all organizations.
7.1 .4 The Nest Step: HIV in the 90rs
Impact AIDS, Inc. (distributor)
3692 18th Street
San Francisco, CA 94110
(415) 861-3397
The San Francisco AIDS Foundation (produoer)
333 Valencia Street, Fourth Floor
P.O. Box 6182
San Francisco, CA 94101-6182
(415) 861-3397
Contents. The video features many corporate managers, health professionals, and persons
with HJV/AIDS who provide testimonials. The video is oriented to use by organizational leaders
and managers.
Presentation. This is a highly watchable video. The production techniques are varied. The
subjects are sympathetic, personable, and credible. The pace is quick, but not hectic. There is an
attempt to present a mix of genders and races.
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Managing HIV/AIDS In the Workplace
A Resource for EPA Managers and Supervisors
Saptamtm 1S, 1994
Problems. This materia] is designed for viewers who have a basic understanding of
HIV/AIDS and personnel issues. The three firms profiled (Syntex, DEC, and Modine) are depicted
as making positive, proactive efforts and as willing to struggle through the policy development and
implementation process. The firms depicted tend to be suburban. Although some of the
presentations are prescriptive, the tone is not pedantic. The persons featured reflect gender, age,
and racial diversity.
12 Summaries of Six Brochures on HIV/AIDS
In this section, the potential uses of six educational brochures on HTV/AID-related topics,
are discussed. Also discussed are the brochures' relative strengths and weaknesses. In addition to
the weaknesses discussed there are a few inaccuracies in the brochures; also some out-of-date
terms are used. These inaccuracies and antiquated terms are identified along with aspects of the
brochures that may be considered offensive or inconsiderate by various population groups. Also,
identified is the use of sexually explicit or other graphic language.
72.1 AIDS in the Workplace: Labor's Concern
American Federation of Labor and
Congress of Industrial Organizations
815 16th Street, N.W.
Washington, D.C. 20006
202/637-5000
Publication No. R-197-0292-50
Charge for 1-99 copies: $*50/each
Charge for 100+ copies: $35/each
Call 202/637-5041
Potential uses. The brochure begins with a case study of employees concerned about a
coworker who has HTV/AIDS. The employees seek to educate themselves about the illness. The
brochure proceeds with basic information about how HTV is transmitted, and how transmission is
prevented, and about employees rights. The brochure could augment the Managers and Supervisors
Resource by discussing the progression of HTV illness. It contains information that is applicable
to all employees, particularly those who belong to collective bargaining units and those who work
in settings where there is a risk of exposure to blood.
Strengths. The brochure effectively reinforces basic information about HTV infection,
vectors (routes) of transmission, and transmission prevention methods. It identifies professions in
which there is a risk of an employee coming into contact with blood - for example, law
enforcement, health care, and laboratory work. The discussion of prevention techniques is brief but
straightforward.
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Managing HIV/AJDS In the Workplace
A Resource lor EPA Manager* and Supervisor*
G«ptxnbT 15, ISM
Weaknesses. The brochure tends to emphasize those relatively few work situations in which
there is a risk of infection from bloodborne pathogens. Because of its emphasis on occupations with
a risk of exposure to blood, the brochure could be viewed as alarmist. Also, there are deficiencies
with respect to the timeline on the progression of HTV illness: (1) it does not contain the most
recent information that 50 percent of persons with HTV will develop AIDS within eight to 10 years
after infection, and (2) it fails to take advantage of the opportunity to identify the window period
during which HIV antibodies multiply to the point at which they can be effectively detected.
Consumer guidance. The timeline presented on pages 10 and 11 does not reflect the most
current information available. It indicates that persons with HTV will develop opportunistic
infections within five to six years. The most current information (at the time this report was
prepared) is that about 50 percent of persons with HTV will develop illnesses that categorize them
as having AIDS within eight to 10 years of infection. The brochure uses the word "rubber" for
condom (page 7). Although it identifies professions in which there is a risk of exposure to blood,
the brochure does not inform employees how to minimize the occupational risk of exposure to
bloodborne pathogens. The reader will have to consult the Managers and Supervisors Resource for
information on universal precautions and safe clean up of blood spills.
122 A Guide to Social Security and SSI Disability Benefits for
People with HIV Infection
U.S. Department of Health and Human Services
Social Security Administration
(800) 772-1213
SSA Publication No. 05-10020
September 1993
ICN 454650
1-99 copies may be obtained at no cost through local Social Security offices
Potential uses. The brochure can provide an effective supplement to the Managers and
Supervisors Resource on the subject of eligibility for Supplemental Security Income and Social
Security Disability Income. It outlines the types of records to be kept and information necessary
to make a claim. It identifies other informational materials and provides a general telephone
number for the Social Security Administration (SSA).
Strengths. The brochure begins with a table of contents for easy reference. The text is
organized around a question-and-answer format. The print is easy to read and the text is relatively
easy to follow.
Weaknesses. The brochure may oversimplify the process, despite SSA's claim of its intent
to expedite claim processing for persons with HIV-related disability or illness. Furthermore, the
brochure does not clarify to whom in the application process the individual must disclose medical
information. For example, does SSA require individuals to disclose HTV status to telephone
operators or intake clerks? Another weakness of the brochure is that it requires cover-to-cover
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Managing HIV/AIDS In the Workplace
A Resource tor EPA Manager* and Supervisor*
S«pt»mbf 15,1M*
reading to give a full view of eligibility and application requirements. Finally, the brochure does
not provide the reader with information on how to order publications.
Consumer guidance. Readers should be aware that the brochure tends to oversimplify the
application process, especially the procedures for determining and verifying eligibility. Furthermore,
the brochure tends to minimize the role of State-level agents who make the determination of
eligibility. The brochure does not describe the appeals avenue availability in the event that the
pJaini is denied. Although it mentions the availability of Medicaid reimbursement for health-related
services, the brochure does not say much about Medicaid eligibility, the extent of coverage, or the
availability of Medicaid waivers to obtain health-related services in a residential setting. Finally, the
brochure does not provide any statistics on the length of time it takes to apply for or receive
benefits. Nor does it provide any statistics on claim approval or disapproval, or reasons for
disapproval
123 Preventing HIV and AIDS
America Responds to AIDS
U.S. Department of Health and Human Services
Public Health Services
January 1992
HIV/NAIEP/1-92/013
Available through the National AIDS Clearinghouse at (800)458-5231.
Charge for 50 copies: $6.50
Charge for 100 copies: $725
Potential uses. This brochure can be used for HIV/AIDS awareness. It encourages
community service and action, and provides some ideas for individuals or groups to get involved in
organizing or providing services to persons with HTV/AIDS.
Strengths. The brochure has an attractive appearance and is printed on card stock with a
contemporary, subtle background pattern. It uses screened images, simple text and lists, and graphic
accents. It is organized by topical questions. The brochure introduces a range of outlets for
individuals to channel their frustrations, energies, and concerns about HIV/AIDS.
Weaknesses. The brochure provides little detail on how individuals can organize to realize
the services or actions identified. The only informational resources it identifies are the Centers for
Disease Control and Prevention HTV/AIDS Clearinghouse and Hotline.
Consumer guidance. In the first place, the title suggests that prevention of HTV and AIDS
are separate issues. The text separates the words "HTV" and "AIDS" also. While it is true that
preventing the transmission of HTV also prevents the development of AIDS, there is currently no
sure way to prevent AIDS from developing once a person is infected with HIV (although there may
be ways to prolong the period between HTV infection and the development of opportunistic
infections). The un explicit term "risky behavior" is used (page 4). The reader will have to consult
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Managing HIV/AIDS in the Workplace
A Resource for EPA Managers and Supervisor*
C«p—»b«c IS, 1BM
other brochures or the Managers and Supervisors Resource for an outline of behaviors that put
persons at risk of exposure to bloodborne pathogens like HTV. In one section of the brochure, one
of the ideas designed to increase community awareness is to organize a "rap" song contest. It is not
likely that the authors of the brochure intended to restrict song contests to rap music, but some
persons may feel excluded when they read the idea (page 6). Rap is, nevertheless, a popular form
of music.
12A Surgeon General's Report to the American Public on
HIV Infection and AIDS
Centers for Disease Control and Prevention (CDC)
Health Resources and Services Administration
National Institutes of Health
June 1993
U.S. Government Printing Office: 1993-534-369
Available through the National AIDS Clearinghouse at (800)458-5231.
Charge for 50 copies: $6.50
Charge for 100 copies: $7.25
Potential uses. This brochure contains basic information about HIV/AIDS, supplementing
the Managers and Supervisors Resource. It provides a comprehensive overview of information on
HTV transmission - including issues concerning transmission through transfusion, organ and tissue
transplant, and artificial insemination; self-assessment of whether an individual is at risk of HIV
infection; protection from HIV transmission; and recent epidemiological data on newly reported
cases of AIDS.
Strengths. The brochure provides a comprehensive treatment of general HIV/AIDS issues.
The text is presented in an attractive format interspersed with photographs and charts. The
brochure covers issues not covered in most other brochures (e.g., organ transplants, seroprevalence
trends, HIV infection among women). In addition to addressing prevention, the brochure discusses
living with HTV. It provides some health advice for persons with HTV.
Weaknesses. The brochure's discussion of HTV antibody testing does not address the
importance of pre- and post-test counseling.
Consumer guidance. The reader will have to get a more detailed medical definition of HTV
from another source. Likewise, other materials discuss HIV testing and counseling services in
greater detail. The brochure contains frank language about sex. Although there is some text
recommending "sex with a steady, uninfected partner" and abstinence as means of preventing HIV
transmission, the brochure provides a longer and more detailed section on the use of condoms and
spermacides. The brochure includes photographs of condoms and the new female condom.
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Managing HIV/AIDS In the Workplace
A Resource for EPA Managers and Supervisors
f a ^. it,«. 4c < M|
MpWVOVr I9| IW
12£ Voiuntary HIV Counseling and Testing
America Responds to AIDS
Centers for Disease Control
U.S. Public Health Service
NAIEP 5/93 D545
Available through the National AIDS Clearinghouse at (800) 458-5231. Charge for 100
copies: $7.25; however, limited to 100 per customer until new supply is received.
Potential uses. This brochure provides an effective supplement to the Managers and
Supervisors Resource on the subject of HIV testing and counseling. It can be used by persons to
assess whether they should seek HTV testing and counseling. Also, it provides consumer
information on the types of services that testing centers should offer. The brochure can help
prepare individuals for the experience of HTV testing - including waiting for test results.
Strengths. The brochure contains an effective summary of advice and consumer information
on HTV testing and counseling services. The text is interspersed with photographs which provide
a diverse set of images (gender, age, race/ethnicity, and sexual orientation). It makes a strong case
for obtaining counseling prior to and after HIV testing. Also, the brochure makes a clear
distinction between confidential and anonymous testing. The text ends with a question-and-answer
format that addresses a wide range of issues not covered earlier in the brochure.
Weaknesses. The brochure is over 30 pages long and begins with a table of contents, but
there are no page numbers. There is a confusing graphic on the ninth page without a caption or
title (or reference to it in the text). The text does not directly address the "window period" for
detecting HTV antibodies, and its implications for the effectiveness of testing. The material on
transmission by needle sticks gives the impression thai needle sticks would always be accidental.
Consumer guidance. The brochure mentions that some services charge a fee for testing,
while others do not. Yet the reader will have to consult other sources for information about
insurance coverage for testing and actual costs. The brochure does not provide a range of costs that
individuals can expect to pay for testing. The reader will have to consult other sources for a
description of the actual test procedures (sample taking and laboratory analysis). There is text that
states that there is a "small chance" that individuals who receive a negative test result will actually
be HTV positive. Hie reader will have to consult other sources to learn what this "small chance"
is and to learn about what types of circumstances might cause an HIV-positive person to test
negative.
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Managing HIV/AIDS in the Workplace
A Resource for EPA Managers and Supervisors
September 15,1994
72jS Your Job and HIV
American Red Cross
202/728-6608 (or your local chapter)
ISBN 0-86536-123-1
Stock No. 329502
Rev. March 1992
Charge for 50 copies: $2.80
Potential uses. This brochure provides a general introduction to basic issues concerning
HIV/AIDS in the workplace. It could be read by all employees, not just managers and supervisors.
Strengths. The text is contained in an attractive, fold-out brochure that can fit into a pocket.
It emphasizes the need for compassionate and respectful treatment of persons with HTV/AIDS or
any life-threatening medical condition. It mentions the importance of preserving the confidentiality
of medical information. The brochure offers a fairly comprehensive discussion of practices to
prevent the transmission of HIV in workplace situations and during the administration of first aid
or rescue breathing.
Weaknesses. The brochure mentions a variety of workplace issues, but does not explore any
of them in detail (e.g., accommodations, confidential information).
Consumer guidance. Readers may perceive the brochure's depiction of as patronizing
employees with HTV/AIDS. The text may suggest that persons with HTV/AIDS should be allowed
to continue to work for reasons related to sympathy and the employee's sense of self-worth rather
than as a matter of employee rights.
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c
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Managing HIV/AIDS In the Workplace is, ibw
A Resource tor EPA Managers and Supervisors
8. EVALUATION QUESTIONNAIRE
8-1
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U.S. Environmental Protection Agency
Office of Pollution, Pesticides, and Toxics
MANAGING HIV/AIDS IN THE WORKPLACE - A RESOURCE GUIDE
EVALUATION QUESTIONNAIRE
We would like to know your opinion of the "Managing HIV/AIDS in the Workplace A
Resource for EPA Managers and Supervisors." Please indicate the extent to which you agree
or disagree with the following statements about the Resource by circling the appropriate
number on the, scale.
Strongly
Disagree
Strongly
Agree
1 The Resource will be useful to me as a manager or
supervisor.
2. The accompanying brochures were useful to me as a
manager or supervisor.
3. The Resource was easy to understand.
4. The Resource taught me a great deal.
5. The Resource was free of technical errors.
6 The Resource had a professional appearance.
7 The Resource was well organized.
8 The Resource was interesting to read.
9. The Resource presented accurate information.
10. All of my questions about HTV/AIDS in the workplace
were covered in the Resource.
11. The Resource made me less fearful about managing i
or supervising persons with HIV/AIDS.
12 The Resource did not require too much prior knowledge
of basic HTV/AIDS information.
13. The Resource did not require too much prior legal
knowledge.
14. The Resource did not require too much prior
knowledge of EPA procedures on leave, reasonable
accommodations, etc.
2
2
2
2
2
2
2
2
2
2
2
3
3
3
3
3
3
3
3
5
5
5
5
5
5
5
5
5
5
5
5
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Strongly
Disagree
15. I am likely to seek more information from the sources
listed in Chapter 6.
16. The Resource meets my expectations.
17. Overall, I am very satisfied with the Resource.
2
2
2
3
3
3
4
4
4
Strongly
Agree
5
5
5
18. How long have you been in a managerial or supervisory capacity at EPA? (CHECK ONE)
Less than 1 year..
1 to 3 years
4 to 6 years
6 or more years...
19. How many persons do you currently supervise?
Number of Persons
20. Are you male or female?
Male
~»
Female Q2
21. What is your age?
18 to 30
31 to 40
41 to 50
51 to 60
61 and over
Di
~ 3
~<
22. What is your race/ethnicity?
African American
Asian/Pacific Islander
Hispanic
Native American or Alaskan Native.
White, not of Hispanic origin
Other
Please specify (
PLEASE RETURN THIS QUESTIONNAIRE TO FRANK FINAMORE, TOE EPA
HIV/AIDS COORDINATOR. THANK YOU FOR YOUR INPUT AND COOPERATION.
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3 >
fu tmm
5/5 s
CA ~
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Managing HIV/AIDS In the Workplace
A Resource lor EPA Managers and Supervisors
September 15,1994
APPENDIX A
COMPRESSED WORKWEEK PROGRAM
A-l
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w
*A>
UNITED STATES ENVIRONMENTAL PROTECTION AGENCY
WASHINGTON. O.C. 20460
¦V »BO't
APR I 6 (950
orrice of
PESTICIDE* ANO TOXIC IUIITANCH
MEMORANDUM
SUBJECT: Compressed Workweek Program
FROM
Charles L. Elkins
Director
Office of Toxic Substances
TO:
OTS Managers
The Compressed Workweek Program has been in effect for over
a year now, and I have been thinking about its impact on our
programs. For many OTS employees it has reduced commuting time
and expense, and offered greater flexibility in meeting personal
or family responsibilities.
On the other hand, there are times when people in OTS can't
attend meetings that are important for them to attend because the
meetings are scheduled on their compressed day. Since a matrix
organization such as OTS requires meetings to get its work done,
and since we have too much work to do to allow us to go to a 3
day week for meetings, I believe we need to take advantage of the
flexibility allowed in the OPTS Compressed Workweek Procedures to
adjust to our workload. I think we need to begin interpretating
this program in a much more liberal way.
The procedures (attached) offer all supervisors the
opportunity for flexible staff scheduling in order to ensure full
operation during the ten work days of each pay period. See
especially page 2 {2nd and last paragraphs). I therefore
encourage you to begin a more flexible implementation of the
program in two ways when they are consistent with efficient
operations and the wishes of your employees: (1) approve and have
your managers approve compressed days other than Monday or Friday
on a permanent basis, and (2) make approval by the supervisor to
switch days in any pay period as easy as possible
administratively.
Attachment
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*r-i
UNITED STATES ENVIRONMENTAL PROTECTION AGENCY
WASHINGTON. D.C. 20460
JAN J 3 Q89
MEMORANDUM
SUBJECT: Compressed Workweek Program
FROM: CqI Victor J. Kimm §U30n t.
^ Acting Assistant Administrator^
for Pesticides and Toxic Sub^t is
TO: All OPTS Employees
omcc or
I am pleased to announce that we have received approval
to implement a Compressed Workweek Schedule (CWS) Program
within OPTS. A copy of the OPTS Workweek Program Procedures
are available from your Administrative .Officer-
Included in the package is the Compressed Workweek
Scheduling Request (form) which you should complete and return
to your supervisors for their approval. All employees, even
those who do net wish to go on the CWS, are asked to complete
the form so that supervisors are knowledgeable of all their
employees desired schedules and can then approve schedules
that will ensure adequate office coverage. 'Please return
your request to your supervisor NLT January 19, 1989.
Provided you have approval, you may start working under
the CWS Program on January 29, 1989.
If you have any questions regarding the CWS, you should
discuss them with your supervisor.. Any policy questions
concerning the OPTS Compressed Workweek Program can be
directed to Joyce Hay, 382-7759.
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OPTS COMPRESSED WORKWEEK PROGRAM
PROCEDURES
INTRODUCTION
This document describes an optional compressed workweek
program for OPTS employees, compressed workweeks will allow
employees to work longer daily schedules and get an extra day
off every pay period. OPTS plans to implement the 5-4/9
Compressed Workweek schedule Program that compresses 80 hours
of work into nine days each pay period. Under this program,
employees will work one five-day week and one four-day week
in each pay period. They will work a total of eight nine-hour
days, one eight-hour day, and have one day off per pay period.
Any compressed workweek schedule other than the 5-4/9
program may be considered on a individual case-by-case basis
where rare, unusual, or extenuating circumstances exist.
Such situations will require the approval of the Assistant
Administrator for Pesticides and Toxic Substances.
COVERAGE
All OPTS full-time and part-time employees, managers,
and supervisors are eligible to participate in the compressed
workweek program. Participation is voluntary.
RESPONSIBILITIES
Supervise:: s
1. Timely approval or disapproval of the employee's
request to participate in the CWS program. Approval or
disapproval will be based on considerations of work needs and
employee's personal needs. Supervisors should discuss any
problems related to employees request and work for a schedule
satisfactory to both.
2. Providing Timekeepers with copies of all approved
requests and ensuring that accurate time and attendance
records are maintained tor every employee.
3. Ensure that there is adequate office coverage each
day.
4. Providing the employee with a copy of the approved
CWS request form or a written statement of the grounds for
disapproval.
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Emplovees
Adhering to the compressed workweek schedule as approved
by their supervisor. Once approved, the schedule will remain
in effect until changes are requested by the employee and
approved by the supervisor. Changes to on-file schedules are
accomplished by submitting a new schedule for supervisory
approval at least one pay period in advance of the proposed
change.
Under special or unusual circumstances employees and
supervisors may agree to a temporary change to another day off
within the same pay period. Denial of such a request should
not be arbitrary or capricious.
GENERAL PROVISIONS
Work Hours
The Agency's public service hours are from 8:00 a.m. to
4:30 p.m.. These hours constitute that portion of the day
when we guarantee a full range of services to the public.
The compressed workweek schedule offers an advantage of
increased availability to the public. Offices will be open
five days a week, Monday through Friday. NFFE bargaining
unit employees may request daily work schedules between the
hours of 6:00 a.m. and 6:00 p.m. AFGE bargaining unit and
all other OPTS employees may request daily work schedules
between the hours of 7:00 a.m. and 6:00 p.m. Earlier or
later daily schedules may be considered with supervisory
approval. Office Directors may limit beginning and ending
work hours for their organization or any portions of their
organi zati on.
Lunch Period
The normal lunch period will continue to be 30 minutes
with the lunch period not counting in the number of daily
work hours.
CQTOoressed Dav Off
Employees may request that their day off, subject to
supervisory approval, be any Monday or Friday during the
bi-weekly pay period. Alternate "day off" schedules may be
considered on an individual case by case basis by supprvisnrc.
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Compressed "Short" Dav
It is suggested that the one 8-hour day be scheduled on
the opposite Monday or Friday of the approved "day off".
However, this is based on mutual consent between the employee
and supervisor.
Holidays
When a holiday falls on an" employee's regularly scheduled
workday, the employee will be credited with the appropriate
nunber of hours he/she was scheduled to work on that day.
when a holiday falls on a full-time employee's "day off",
the employee is given an "in lieu of" holiday on either the
day preceding or following the scheduled day off. The
following applies:
1. If the holiday falls on the Friday that is the
employee's scheduled day off then the "in lieu of" holiday
is the preceding Thursday.
2. If the holiday falls on the Monday that is the
employee's scheduled day off - then the "in lieu of" holiday
is the following Tuesday.
Part-time employee's do not get an "in lieu of" holiday
when a holiday falls on any of their non-work days. (Per
5 CFR 1 610.406 )
Absence and Leave
Time off during an employee's approved work schedule is
charged to the appropriate leave category (i.e. 9-hour workday,
9-hours' leave, 8-hour workday, B-hours' leave, etc.). Hours
worked and/or charged to leave, comp time, or excused absences
(late arrival/early departures due to weather conditions, etc.)
must total 80 hours for full-time employees and 64 hours or
less for part-time employees each pay period.
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overtime
Overtime work may still be ordered and approved subject
to applicable overtime regulations. Under the compressed
workweek schedule, overtime for 5-4/9 employees is defined as
time in excess of 9 hoars in a 9-hour day or 6 hours in an
8-hour day or more than 80 hours in a pay period that is
authorized in accordance with existing statutes, regulations,
and EPA policies. An employee may request compensatory tine
off in-lieu-of overtime pay as provided in law, regulation,
and EPA policies. Any ordered and approved comp time earned
as a result of working on the scheduled *Day Off" should be
used within the following two pay periods.
Modification of Compressed Workweek Schedules
When an employee who is on a compressed workweek schedule
is required to travel, participate in a training course, take
military or court leave, or serve where the hours of work are
different from the approved schedule, the employee and the
supervisor may find it necessary to make adjustments to the
bi-weekly schedule. In these kinds of situations, the supervisor
will decide on a case by case basis what-adjustment,-~if-'any,'
are necessary and notify the"employee and the timekeeper.
IMPLEMENTATION
Ail employees must indicate their interest in particip-
ating in the compressed workweek program by completing the
attached form. Employees will acknowledge in their request
that they have read and will comply with the OPTS Plan.
Supervisors will discuss with employees any problems concern-
ing their request and, working for a schedule satisfactory to
both, will approve or disapprove the compressed workweek
schedules. If the supervisor and employee can not reach a
work schedule agreement, the employee may appeal to the next
higher level supervisor.
Again, participation in the compressed workweek schedule
is voluntary. Any employee who wishes to withdraw from the
compressed workweek schedule may do so in writing at least
one pay period in advance of returning to the standard 8-hour
workday schedule.
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CONTINUANCE OF PROGRAM
Every OPTS employee, manager, and supervisor is encouraged
to participate. The success of the compressed workweek program
requires mutual cooperation on the part of all supervisors and
employees-
If, after a trial period, it appears that the efficiency,
level of service, or productivity of any organizational work
unit is impaired, the supervisor may determine that his/her
organization or any subunit should be excluded from the program
If this occurs, the supervisor should make the showing, in
writing, to the Assistant Administrator and request that the
organization or subunit be e*e7npt from the program and that
the employees be returned to the standard 8-hour workday
schedule.
#In addition, a supervisor may, at his/her option, cancel
an employee's participation in the compressed workweek program,
if the individual displays cpnduct which warrants closer and
more hands-on supervision which could not be accomplished under
the compressed workweek program. Onder these circumstances,
the employee would revert to the standard 8-hour workday schedule.
EXPERIMENTAL PERIOD
This compressed workweek plan will be implemented at the
earliest practicable date once appropriate Agency and Union
.approvals are received. The experimental period will run for
one full year from the date the program is implemented. An
evaluation of the success of this program will determine if
the program should te extended, cancelled, or implementec: as
a permanent program within OPTS.
APPROVED:
Victor J. Jumri
Acting Assistant
for Pesticides
Substances
Administrator
and Toxic
AS AMENDED ON
jaw f 3 Hey
~This action must be negotiated by the Agency if the employee
is in the NFFE Union bargaining unit.
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COMPRESSED WORKWEEK SCHEDULING REQUEST
NAME:
ORGANIZATION:
DATE CWS WILL BEGIN:
/ / 1. I have read the OPPT Compressed Workweek Schedule Plan
and I wish to participate in the program. I request
the following pay period schedule.
Mon.
Tues.
Wed.
Thurs.
Fri .
a.m.
a.m.
a.m.
a.m.
a.m.
week 1 of PP
p • in •
p • ni •
p.m.
p.m.
p.m.
3 * in»
a.m.
a.m.
a.m.
a.m.
Week 2 of PP
p.m.
P * ID <
p.m.
p« m *
p.m.
Enter beginning and ending times of each work day. (Indicate the
total hours for each day to include lunch period.) Enter "OFF"
on desired Monday or Friday to be your "Compressed Day Off".
/ 2. I have read the OPPT Compressed Workweek Schedule Plan
and I do not wish to participate in the program.
Employee signature* Date
•Signature signifies employee will comply with OPPT CWS Plan.
Approved / /
Supervisor's Signature Date
Disapproved / /
Approving/Reviewing Official
(This form will be retained by the employee's Timekeeper.)
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Managing HIV/AIDS in the Workplace
A Resource for EPA Managers and Supervisors
Ssptrnnbar 15, 1904
APPENDIX B
FLEXIPLACE
Program Guidance
Work Agreement
Questions and Answers Guide
B-l
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4^
%
EPA Headquarters
The Federal Flexible Workplace
Project
FLEXIPLACE
&
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EPA HEADQUARTERS
PILOT FLEXIBLE WORKPLACE PROJECT
PROGRAM GUIDANCE
L BACKGROUND
The Pilot Flexible Workplace Project (Flexiplace) is an innovative management program thai
provides employees the opportunity to perform their duties at alternative doty stations (e.g., satellite
locations, employee's residences) during an agreed upon portion of their work week. Flexiplace, also known
as flexible workplace, work-at-home, telecommuting and teleworking refers to paid employment away from
the organization's primary traditional worksite.
1L PURPOSE
It is the policy of EPA to schedule and deploy our workforce in the conduct of the publics business
and the Agency's mission to achieve optimal productivity, to enhance the spirit, morale, and welfare of
employees, and to provide leadership in promoting environmental quality.
EPA must constantly strive to achieve high levels of performance and productivity in conducting the
Agency's mission with the limited budgetary resources that are available. The creative application of new
technology, new organizational configurations, human resources development and Total Quality Management
are factors in evolving working arrangements that will contribute to higher productivity.
The employees that EPA-Headquarters attracts, trains, retains and rewards ate essential to ihc,<
productive conduct of our work. EPA-Headquarten human resources development program is pursued m
enhance the spirit, morale and welfare of alt employees.
EPA is expected to be a leader in promoting new methods to reduce risk and prevent pollution
Commute-based traffic congestion and associated air pollution emissions can be reduced by apply rv.:
alternative work scheduling and worker deployment techniques. EPA-Headquarten can be a leader m
demonstrating the air quality benefits that accrue from work scheduling QcribilJty.
In each of these areas - productivity, employee welfare and environmental leadership •• ihc
scheduling of the times of work and the deployment of employees to the place of work can measuuMv
improve the conduct of the public's business and Agency's mission.
To this end. EPA-Headquarters will sponsor a one-year pilot project ip Flexiplace pursuant to itic
guidelines set forth by the President's Council on Management Improveoeat (PQfl).
The Flexiplace project sponsored by PCMI, is designed to test alternatives to the traditional
environment which may afford opportunities to assist the Federal sector in attracting and retaining qiMim
employees. Specifically, Flexiplace will be evaluated for iu potential cost reductions and Improved
operations by measuring increased employee productivity and positive changes in employee monk,
motivation, job satisfaction and reductions in absenteeism. Measurements may also reflect realized saving
in lowered requirements for office space, utilities, equipment and parking and gains to the environment k
reducing commuting to a centralized workplace.
This guidance will serve as the foundation for establishing a successful pilot program that will hou •«
EPA-Headquarters and its employees. Consequently, dunng this pilot, some refinement and adjustment «•«
occur as the various phases of the project proceed.
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1IL BBNEFTTS
Tie flexible workplace environment provides a means of responding to rapidly changing fectors thai
are impacting today1! workforce - demographic, societal and technological - and has proven effective in
reducing employee turnover and absenteeism, improving management techniques, and responding to
sociological and environmental issues. Work-at-home programs already exist in both the public and private
sectors and are showing positive results.
flexible workplace arrangements an help put injured employees back to work and take them off
the compensation roles. Organizations may be able to find work that such employees can perform at home
or may be able to 'restructure* existing work so that some of it may be performed at home.
IV. SCOPE
This guidance will apply to all organizations at EPA-Headquarters which agree to participate in the
Pilot Flexible Workplace Project and whose employees and supervisor! complete all required
V. kH-fcC'UVE DATE
The EPA-Headquarten Pilot Flexiplace Project will commence on February 11, 1991, and will
continue lor the duration of the pilot; which is expected to be a one-year period.
VL POLICY
Participation in the Flexiplace Pilot is voluntary by EPA-Headquarten supexvisotv Generally, any
occupation/job involving portable work can be considered for Inclusion in the Flexlplaoe project.
Management wfQ decide wbetber a patftfon meets (be criteria, inducting additional am to (he orpatatkm.
Supervisors and employees participating in the pilot project may withdraw from the program for several
reasons - no longer able to fulfill the agreement, no longer benefits the organization, performance of work
assignments, transfer to a different position, etc Withdrawal bom the pilot can occur after providing
sufficient advance notice to ensure management and employees adequate time to plan for reversions back
to a regular work environment and schedule.
A Flexiplace work agreement will be required for all participants and evaluation questionnaires must
be completed by the supervisor and the employee at implementation, after the Brst six months, and-at the
end of the pilot program. All participants oust attend scheduled focus group meetings throughout the pilot
program and attend a oneway mandatory training session for employees and their supervisors. Each
organization will provide all equipment within the parameters of governing laws, rules and regulations
deemed necessary by the supervisor for work assignments. Participants' assignments may include either work
requinng telecommunications capabilities or work that can be performed without technological support.
VH. RESPONSIBILITIES
A. APPROVING OFFICES will authorize all participation in the pilot within their
organizations and will evaluate the impact of the program on the efficiency and effectiveness of work
operations within their organizations- Approving Officials are the Heads of the Organizations (e.g« Assistant
Administrators, Associate Administrators) or their designees.
& SUPERVISORS wilt (1) select the employees to participate in the pilot bom ifw»«
individuals within the program areas authorized by the Approving Official; (2) develop or amend
performance standards and measurements as needed for work performed away torn the official duty station.
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(3) assign appropriate work to be perforated at the alternate duty station; and (4) maintain productivity
records and information to evaluate the pilot project Supervisor must complete the "Supervisor-Employee
Checkout List" (attachment to work agreement) and discuss the items covered on this list with the emplovce
prior to initiating a Pilot Flexible Workplace Project Agreement.
c EMPLOYEES participating will: (1) complete work agreements; (2) observe agreed-upon
hours of work in accordance with established EPA-Headquarters policies; (3) observe policies of requesting
leave when leave is to be taken; and (4) use Government equipment only for official purposes. Employees
must complete the "Employee Self-Certification of Time and Attendance Report* (attachment to work
agreement) and return it to their supervisor on a bi-weekly basis. Employees must also complete the
"Employee Self-Certification Safety Checklist" (attachment to work agreement), which identifies significant
safety standards that should be met and return it to their supervisor prior to a Pilot Flexible Workplace
Project Agreement being entered into. Employees who work at home must be willing to give the public and
other government/agencies staff their home phone number. They must he immediately accessible.
D. HEADQUARTERS PROJECT COORDINATOR duties will include, but are not limned
to: (1) ensuring that all participating supervtson and employees are aware of their responsibilities to
accurately measure/report performance and time and attendance, and provide safeguards that the equipment
provided is maintained properly and used only for official government use; (2) providing evaluation materials
to the participating individuals; and (3) ensuring that evaluation materials are returned to the Oflice of
Personnel Management (OPM) for analysts.
VnLGUTOELINES
A. EMPLOYEE PARTICIPATION. The pilot program is primarily targeted to current
employees whose positions could lend themselves to being performed away from the official duty station.
Participation is voluntary, with supervisory approval and control.
B. SELECTION CRITERIA. Selection of participants for this pilot program is a key activity
from both individual and organizational standpoints. The criteria used to select participants will depend
upon a number of interrelating issues namely:
L Identifying Pmptoygg
a. The employee's most recent performance appraisal rating of record muM
be a fully successful or better;
b. the employee has clearly defined performance standards and measurement.
c. the employee has received supervisory approval for participation;
d. the employee is wilting to sign and abide by a written work agreement whuh
requires participation in training, focus groups, and evaluations;
e. the employee must be able to provide an adequate alternative work I«k;ih.«h
with sufficient space and to a telephone, and without undue interference which could imp.nr
productivity;
I the employee has demonstrated self-starter rhanfirristla — can work
independently and has demonstrated dependability;
g. the employee is highly motivated;
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h. the employee cut deal with isolation; and
L the employee has good time management «mi«
2. HendMny ihe M»T"
a. Hie manager must volunteer and be a proponent of the project;
b. managers likely to be more supportive of the program will be those who
have connected reasons for using Flexiplace with specific work situations;
c the manager should be progressive and supportive of the concept and willing
to work through any*problems or obstacles that may occur,
d. the manager should be comfortable with evaluating work performance in
a manner compatible with Ftariplace conditions — measuring performance by results and without direct
observation; and
e. the manager must be an effective communicator and must be able to clearly
define tasks and expectations.
C APPROPRIATE TELECOMMUTABLE POSITIONS are those with the following
characteristics; work activities are portable and can be performed as effectively outside of the office; Job
tasks are easily quantifiable or primarily project-oriented; essential component of responsibility consists of
reading/processing tasks - e.g^ reading proposals and reviews; making hading decisions; conducting research;
contact with other employees and serviced clientele is predictable; most work handled is not classified; the
technology needed to perform the job is currently available; cyclical work does not present a problem; and
security of data including sensitive, non-classified, privacy act concerns, etc. can be adequately assured.
For example, the following types of positions could be tdecomnratable: investigator, auditor,
attorney, analyst, computer programmer, personnel staffing specialist, engineer, scientist, clerk-typist, etc
D. WORK AGttWPMPNTS. Each employee must sign a work agreement that coven the terms
and conditions of the Pilot Flexible Workplace Project. The work agreement constitutes an agreement hv
the employee and supervisor to adhere to applicable guidelines and policies. The work agreement .covers
items such as: the voluntary nature of the arrangement; length of Flexiplace assignment; hours and day?
of duty for each duty station; responsibilities for timekeeping, leave approval and requests for overtime and
compensatory time; performance requirements; proper use and safeguards of government property and
records; standards of conduct; completion of required pilot evaluation materials, etc
E, WORK SCHEDULES. Work away from the office will vary depending upon the indiviilujl
arrangements between employees and .their supervisors. However, each work agreement should provide inr
a minimum number of days at the official duty station. This will ensure that the employee is available in
the office during the week for face-to-bee meetings, access to facilities, etc Flexiplace work schedules must
identify the days and timet the employee will work in each work setting. Work schedules can parallel thi^c
in the office or be structured to meet the needs of participating employees and their supervisors. Several
types of Flexiplace scheduling could be available:
L Regular To minimize isolation and problems and facilitate
integration of the employees with those in the office, the Flexiplace employee will be regularly scheduled
to work an established number of days per week outside of the office.
4
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2. Ettatic. Recognizing that special projects may be amenable to being performed
at home, rather than In aa office setting, Flexiplace will be available on an ad hoc or episodic basis for short
durations of time to complete all or discrete portions of projects.
* Episodic Flexiplace is significantly different from Regular Flexiplace. The criteria
tor aipbUity are based primarily apoa the nature at the work to be performed, rather than the
characteristics of the employees. To participate in Flexiplace on an episodic basis, the work of the employee
must be:
— a project, or discrete portion of a project,
which is of short duration, with measurable
work products
- of an infrequent or occasional nature (as
opposed to regular and recurring)
Eligibility will be determined on a case-by-case basis by the employee's immediate
supervisor.
3. EPA-Headquanen has enabled certain employees with serious medical
disability and/or life-threatening conditions to work at home on a full or part-time basis. Medical conditions
may include, but are not limited to, recovery from serious injury or surgery, recovery from cancer treatments,
communicable disease, and AIDS-related situations. EPA-Headquanerc management will continue to provide
Flexiplace options to enable employees to remain active and productive while in a bona-fide medical
condition.
4. Flettine and Compressed Work Scheduler fc.«. S-4-91 will continue to be available to
employees, where they are currently available, in those organizations who are participating in the Flexiplace
program.
P. POSITION AND PERFORMANCE ISSUES
L Position Descriptions. Changes to position descriptions should not be required,
unless the Flexiplace arrangement changes the actual position duties. Minor modifications may be made to
re (lea the supervisory controls or work environment factors.
2. fg^^yuanoe^StandajtfL Critical elements and performance standards must have
clearly defined performance requirements that are measurable and results-oriented. The standards must
provide a reasonable basis for measuring performance. Although not required, performance standards wnh
quantitative or qualitative measures are recommended. Explicit and objective "norms' for work output
should be based on experience with those required and sustained in the office and monitored through
scheduled and required progress reports.
a TIME AND ATTENDANCE fSSUES
L Hoon of Dntr. Employees may work standards schedules or foDow alternative work
schedules depending upon the agreement between the employee and the supervteor. The work at the
alternate duty station day(s) is selected by the supervisor and the employee. Normally, It is recommended
that no mow three work-at-home days be allowed per week. Exceptions to this policy may tic
appropriate in certain instances which provide managers needed fledbOlty. For cample, allowing an
individual who for physical reasons, can not work in an office setting tor 8 boon a day, working 4 houn
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per day to ike office and 4 houn per day at an alternate approved location, 5 days per week <-«
unstructured arrangements where employees work at home at wilL are not penning tv. . m^letc!y
which may be established ate: nt tours of du|y
•. Regular - five 8-hour days, Monday through Friday, on one of the standard
shifts, pins a 30-mJautc non-paid liinch period.
b. Flatime - five 8-hour days, Monday through Friday, with a fixed beginnme
and ending time. Each workday must include a non-paid lunch penod of 30 minutes.
e. Compressed - eight 9-hour days and one 8-hour day, excluding Saturdays
and Sundays (unless the employee's current assigned tour of duty includes these days), in a single two-week
pay period, with established starting and ending times. Each work day must have a pre-determined non-
paid lunch period of«30 minutes.
Within established EPA-Headquarten policy, and supervisory approval,organtzations
may establish "core" hours that the employee is to be available during the work-at-home day(s). Typically,
the core time is from 9M> a.m. to 3:00 p.m. (with one-half hour for a non-paid lunch period). Within ihu
schedule, the employee could vary both starting and ending times, as long as the employee is available during
the core houn.
2. Leave. The policies for requesting annual leave, lich leave, or leave without pay
remain unchanged. Employees are responsible for requesting leave in advance from the supervisor and
keeping the timekeeper informed of leave usage.
1 Certification and Control of Time and (T*«v
4. ^ Dhmtaah. FiwerynieY Hnriiw Although a variety-<'1
circumstances may affect individual situations, the principles governing administrative leave, dismissals, and
dosing remain unchanged. The ability to conduct work (and the nature of the Impediments), whether .it
home or at the office, determines when an employee may be excused from duly.
H. FAIR LABOR STANDARDS ACT fFLSAV. TUe existing rules in Title 5, U.S.C and in
the Fair Labor Standards Act governing overtime also apply to Flexible Workplace arrangements. Overtime
is time worked at official duties in excess of the scheduled tour of duty that is ordered and approved, li
is the responsibility of the supervisor to regulate and control the use of overtime. Employees :nc
responsible for requesting in advance, approval to work in excess of their normal hours of duty. Tim
particularly important when employees are working at home without direct supervisory oversight An\
employee who works overtime without advance supervisory approval should.be immediately removed from
the Ftariplace pilot.
I WORKERS' COMPENSATION. Fleriplace employees are covered by the Fcdcui
Employees Compensation Act (FECA) and can qualify for continuation of pay or workers' compensan.-n
for on-the-job injury or occupational illness, if injured in the course of actually performing official duuo
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at the official or alternate doty station. Supervisors most ensure tht claims of this type are brought to the
attention of the Headquarters Human Resources Management Office. Any accident or injury occurring at
the alternate duty tubon must be brought to the immediate attention of the supervisor. Because an
employment-related accident sustained by aa employee participating in the Pflot Flexible Workplace Protect
could occur outside of the premise* or the official duty station, the supervisor must investigate all reports
immediately foUowinj^notiflcation. Employees most complete the "Employee Self-Certification Safety
Checklist* (attachment to work agreement), which identifies significant safety standards that should be met
and return U to their supervisor prior to a Pflot Flexible Workplace Project Agreement being entered into.
J. FAY ISSUES
1> Duty Station. For pay purposes, the "official duty station' is the employee's Federal
office.
2. Special Sab*y The employee's official duty station serves as the basis for
determining special salary rates.
3. Premium Pay. The normal rules apply lor night differentials, and Sunday and
holiday pay whether work is accomplished at the conventional or alternate duty station. Official work
schedules determine the entitlement to premium pay.
K. FACILmBS ISSUES
L Home Office Space. Employees participating in the Ftafble Workplace Project
should have a designated work space or work station for performance of their work-at-home duties.
Requirements will vary depending on the nature of the work and the equipment needed to perform the
wort At a "'"'"m", an employee should be able to easily communicate by telephone with their supervisor
and organization during the work-at-home day.
2. Home Utility Expenses. Home utility costs associated with working at home are
not paid by the Agency. Potential savings to the employee resulting from reduoed commuting, meals, etc.
may ofbet any incidental increase in utility expenses. Exceptions apply only where the personal expense
directly benefits the Government (e.£, business-related long distance calb on the employee's personal
phone).
L. JFT praMfrft IVTCATIONS AND EQUIPMENT
1. Telephones. Federal agencies are permitted to use appropriated fends to pay fur
telephone installation and basic service in private residences. (Public Law 101509 allows Federal agencies
participating in the Flexiplace pilot study to allocate fends for the installation of phones lines into employees
homes, provided adequate safeguards against misuse exist)
2. Cftrcipnteq. Qowerament-owned Equipment. eg» Goverameat-owned property
including computers and other telecommunications equipment may be removed from the Agency and
used by employed in their private residences provided the equipment is used only for official business.
Strict adherence to regulations concerning the safeguarding and removal of aQ equipment is essential. Prior
approval must be obtained before any property is removed from the Agcacy.
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M. OTHER tSCTIf»S
J- SqHjthe or a«tffied ftata. Decisions regarding the proper use and
handling of classified and sensitive data, as well as records subject to the Privacy Act, are delegated to
individual supervisors who permit (heir employees to work-at-home. Off-site access to classifiedor sensitive
data may be permitted provided ADP/Security officials certify the adequacy of the security of such access
Z ysbffill. Advice awl assistance regarding offidal matten involving legal claims or
liabilities should be referred to the Office of General Counsel. Generally, Flexiplace employees are covered
and may file claims under the Federal Employees Compensation Act the Military Personnel and Civilian
Employees Claims Act, and the Federal Ton Claims Act for peisonal injury, property loss/damage, or
Federal employee negligence issues. No additional liability for loss/damage of government
property/equipment will be placed upon'employees under this program beyond existing requirements.
3. Tax Benefits. Generally, no expenses are allowed for home office or work space
unless used exclusively on a regular basts as a principle place of business. Employees who believe they
may be entitled to tax deductions based on home office or work space, depreciation of employee-owned
personal computers and related equipment, etc.. should consult their tax advisor or the Internal Revenue
Service for information on tax laws and interpretations.
N. TRAINING AND EVALUATION
L Traifiiny Specific training has been developed for employees and supervisors
participating in the Flexible Workplace Pilot Training will cover Flexiplace policies and guidelines, as
well as personal and occupational aspects of Flexiplace arrangements.
a. Employee Topics May lodode - expecdons on personal responsibility,
accountability, time management and self-discipline; communicating with supervisor*, progress reporting,
deadlines, contra as and meetings with co-workers, and support personnel; and ways to avoid isolation, farnilt
issues, finding the best home and office work schedule, image and self-esteem.
b. Supervisory Topics May Iodide - «MMg
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Whenever such transfers or positioa changes occur, Ute following actions should be taken:
L If the. change results in a new supervisor for the Flatiplace employee and the
employee is continuing Fledplace participation - the new supervisor should be provided orientation/iraming,
scheduled for tocos group attendance, and given any relevant information/materials associated with progress
of the project; and Ute Agency Coordinator should be notified.
2. If the change results in participation termination (or one or more Flenpiace
employees, termination procedures, discussed in the previous section, should be followed for each employee
affected.
All parties to »h« agreement will receive copies of changes made as a result of job position changes
(transfers).
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EPA Headquarters
The Federal Flexible Workplace
Project
FLEXIPLACE
%
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EPA HEADQUARTERS
PILOT FLEXIBLE WORKPLACE PROJECT
WORK AGREEMENT
1. Employee participate* In the one year experimental pilot waring phase of the project tad ipta to
adhere to the applicable guidelines and poUdee. Agency coocnn with employee participation tad igrcta
to adhere to the applicable guidelines and polidea.
Z Employee agrees to participate in the project Cor • period beginning. and ending
3. Employee's official tour of duty and location. an as listed below.
Pay Period
Work Week
Day
Hosts
Doty Station
From
To
Alternate
#1
Tueadav
Wednesday
Thursday
Friday
#2
Monday
Tuetfay
Wednesday
Tbonday
Friday
(including a ooe*haif hoar non-paid loach period)
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5. Employee*! timekeeper wfll have a copy of tbe employee's Pilot Flerfble Workplace Protect schedule
Employee s time and attendance will be recorded as performing official duties at tbe officii aurv
Empl^ Mpet^^ ceniiy b<~eeitf time and attendance for touts worked Employlmmm
MMSnUtaUo. Tim. ul Anadoo fepxr (Attachment «
their supervisor on t bl weekly basis.
d. Employee most obtain supervisory approval before takinj leave la accordance with published office
procedures. By sifwnf this agreement employee agrees to follow established procedures for requesting and
obtaining approval of lean*.
7. Employee will continue to work in pay sum while working at htaiber alternate duty station. An
employee who works, overtime, which has been ordered and approved in advance, will be compensated in
accordance with applicable laws, regulations and F?M guidance. By signing this agreement employee agrees
to obtain proper approval lor overtime work. Failure to adhere to proper approval for overtime work may
result in tbe employee's removal from tbe Pilot Flexible Workplace Project or other appropriate action
(e.g., disciplinary, etc.).
8. An employee who borrows Government equipment, will protea tbe Government equipment In
accordance with tbe procedures established in FIRMR Bulletin JO dated October 13, 1989. Oovenuneai-
owned equipment wUl be installed, serviced and maintained by the Oowemincnt An employee who provides
his/her own equipment is responsible for installing, servicing and iL No additional liability tor
loss/damage of government property/equipment will be placed upoa employees under this program beyond
existing requirement!.
9. Provided the employee is given at least 24 ho on advance notice, the employee agrees to permit perJo#i
home inspections by the Government of the alternate duty station daring tbe employee's normal working
hours to ensure projxr maintenance of Government-owned equipment and duty station conformance with
safety standard*.
10. The Government is not liable for damages to an employee*! personal or real property daring the course
of performance of official duties or while using Government equipment in tbe employee's alternate duty
station, except to tbe extent the Government is liable under tbe Federal Ton Claims Act or under the
Military Personnel and Civilian Employees Claim* Act.
11. The Government a not responsible for operating costs, borne maintenance or any other incidental costs
(e.g.. utilities) whatsoever associated with the use of the employee's alternate duty station (e.g„ home
residence). The Government can pay for installation, monthly or local use charges for telephone 'iervice.
The Government will provide all necessary office supplies (such as paper, pens, printer ribbons, diskettes,
envelopes, tape, staples, etc). By participating in tbe Pilot Flexible Workplace Project, the employee does
not relinquish any entitlement to reimbursement for authorized expenses incurred while conducting business
for the Government, as provided for by statute and implementing regulations. This Includes pre-approved
long distance business>related telephone calls.
11 Employee is corned ""*** the Federal Employee's Compensation Act If injured in the course of
actually performing official duties at the a (Octal or alternate duty station.
Any accident or injury occurring at the alternate duty station must be brought to the immediate
attention of the supervisor. Because an employment-related accident sustained by an employee participating
in the Pilot Flexible Workplace Project could occur outside of the premises of the official duty station, the
supervisor must investigate all reports immediately following notification.
Employees must complete the "Employee Self-Ceniflcation Safety Checklist* (Attachment 2). which
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Identifies siplflcaat wfcqr standards that sboatd be m and man it to their ttpovlior ottor n ¦ nitaet(c+, beghulatot pQot, 6-ooatb iatervtl
and end d pttot), the tupiwhor aad the employee will complete surveys which
summarizo the Impact of the Pflot Fiedbte Workplace Project ae the office. the employee, the supervisor
and other organizational components.
18. To participate la the Pflot Flexible Workplace Project, aa employee's ant tecent performance rating
or record mot be tally mrnrqful or better. Thh does tot apply id cmptoycei who are statitorty exempt
tea performance ntiogt fej, AdutntoMhm La* Judge*)-
19. To prttdpect fa (he PQot Ftedbto Worhplac* Fjoyeo. a empkgma1)- eancw patoraunce i
mm oatitBiia performance tiandardi aad meajuiea arming woefc completed El fee oPrtal dvty ttatieyas
well as wortc completed ar the tltcrout doty fiUta.
20. Employee agrees to ue approved safeguards to protect Oowemmeat records from uaauthortsed
disclosure or damafb aad to comply with the reqaitemeaa set forth la the Privacy Art of 1974, as amended.
5 U.S.C 552a.
21. Employee aad supervisor agree to complete aad submit POm Ftadble Workplace Project evaluation
maceriaic and (o attend periodic (&£, monthly, W-tnonUiiy) focus poop uwirilnp as required by the project
guidance. Arrangements wlIT be made to acronmodata any employee with a handicapping condition to
panfctpaie ia the Itinii' |»np laaailap (a j othanocattaa, leteptinaa eoafeceace, etc).
22. EopSoyee m$f. terminate pmfcfrntaa to tH* Pftx Fks&ie Workplace frofea at uj time.
Managemeat taaa tte tight id remote the employee from ths Project if the employee's performance declines
or it the ProJattWLto meet the needs of the orjaoizatioa, as deSaed by the supervisor.
23. Employee.afM to perform his/her officially assifaed duties tt either the affldal duty station or ibe
aiteraatc i)otf mtfc* Fattoa to comply with this provision may result ia charge of leave, toss of pay,
termiaaiktt of pantdpettoa la the Project, or disciplinary actfoa, aa wanaated, based on the sltoauon.
24, Employee afreaa not to conduct uauthonaed personal boUaeaa while ia official doty status at the
official or alternate doty station (e.£. rhflrtrare, eUercare, home repairs, real estate, etc).
3
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25. Supervisor must complete the "Supervisor-Employee Checkout List* (Attachment 3) sad discuss the
items covered oa this list with the employee prior to initiating a Pilot Flexible Workplace Project agreement.
Employee
Date
Supervisor
Date
Approving Official
Date
Headquarters Project Coordinator Date
Please ream a copy of this agreement to:
(1) Headquarters Flexible Workplace Project Coordinator
Attention: Rmanna Tucker (PM-212)
401 M Street, S.W. (Room 3906M)
Washington, D.G 20460
(2) Your Personnel Service Manager
4
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m o&DginutrsBf
Attachment (l)
BltOtS
BMZWZ1M
JMSOL
TO
WOW
X3l
JZL
CT/
i ~ • J i
MPMPXT
-
ATURDAY
IQflBAX.
mnuiiUL
UB2JL
XfiHS;
nr
ATUBDAT
•*»^v •
—rrT *
BIQMXTtoM OF UTLOYBl
szoxxrama ov •uvurrxso*
(auvssfZfOB hbiz xonzi thooohout pxlot)
RDOLUIS
-------
I
¦mi-
Att«chm«nt (2)
¦ •- • v. •
nnoginitssu oookozatoh
¦*r* i%_' r *
VtrtielpuA ' "
aosvctt __
ADDUfllt - ¦
BUIZmi TlllglQMH
U'
Daar Pilot riazlMa workplaea
Xha following ehaokliat iia'daaig&ad.to "aaiaaa' tfea orarall
•afaty of tk« altaatt* itatiei« Jifll fhrfcietyut ahau14 ru4"v
and eeaplata tfca atZf-cartifieatleti Mftty: AMkllit. Qpet' -
eoaplatioa tb« QHoUlat should b» "ilga«4- aaC dttad .br tk« —
participating apIejM nd iaiadiitc nptfTiaor*^ ..
tfed altanata duty. atatioa. ia:
- • "^= ",.T5.
Daaoriba tha daal^utad wrk-itat; la ttt ilteniti tatf attti <
^ ^ " *»- • '•*» —¦».!¦ - « t J.
1.
2.
Is tha apaca . f r^Jofaai^tbccont^injng'~ ^Yaa-
matarials? .. i-*-
If aabaatoa containing aatarial la praaant, v—
ia it undaaagad andin good, condition? -t- - ~
* Ofay ch^if^appUcaM^'
No.
No.
>
5.
6.
7.
«l4eftfra# "of nolaa hfrxarda (ia
&£ ir dacibala) 1- - *r_:-
Yaa_
a potabla (drinkabla) vatar supply? Yaa
Iaadaquata. vantilation praaant for tha
daairad occupancy?
.• *«
• - » »-
Ara lavoratoriaa availabla with hot and
cold running: vatar? .
Yaa_
Yaa_
No.
No.
No.
-------
2-
8. Are all ataira with 4 or more atepa yM Nn
aquipped with handrails?
9. Ara all circuit breakers and/or fusaa in Yea No
tha electrical panel labeled aa to intended
sarvica?
10. Do circuit breakers claarly indicata if Yea Ho
thay ara in the open or cloaad position?
11. Is all electrical equipment fraa of Yu n0
recognized hazards that would causa
physical harm (frayad viraa, bara
conductors, loosa viraa, flexible,viras
running through walls, axposad viraa fixed
to tha calling)?
12. Hill tha building's alactrical systam Yaa No.
parait tha grounding of alactrical
equipment?
13. Ara aialea, doorways and cornars fraa of Yaa No.
obstructions to parait visibility and
movement?
14. Ara film eabinet* and storage closets Yea No_
arrangad so drawara and doors do not opan
into walkways?
15. Do chairs have any looaa castara (vhaala)? Yaa No.
Are tha rungs and lags of chairs aturdy? Yaa No.
16. Is tha office overly furnished? Yes No.
17. Are tha phone lines, electrical cords, and Yes No.
extension vires secured under a daak or
alongside a baseboard?
IB. Is the office space neat, clean and free of Yes No.
excessive amounts of combuatibles?
19. Are floor surfaces clean, dry, level and Yes_._ No.
free of worn or frayad seams?
-------
20. AraToKpata wall aacurad to tha floor and Ym Ho.
tzM of friyad or worn •«¦¦?
taployca signatur* .
IntdiAfct. *aparri»orfa fignatora- £"¦ oat*. ~ _
(approrad/dlaapprovad);
-- * ._j- * -» * / • . ¦ " » . " *
» f . . —- * B , • --» - s. - — _ . «S T
•wcxiu, sots* mmacwxMotmass ncbtiiMSD to compuct ai om-«itb
zssvbctzov roft.isrnivLOYii coccxa mi o* koks .
MO num. tXVLPTBSt Ml ISlfOWXALB VOft ZVTOIXIia - -
Tax* lurarxso* or tun uiomncun cn*as. . .. -"S™1
- ^ . _ _ S " • -
Plaaaa raturn a oopy of tfcia font toi - -
V" (l) Haadquartara Tlaxibla Workplace Project. Coordlndtor :^ ^"/'
Attention?-Boaanne-Taticer (VK-212Y - -.
.1; .;. i" 40X K Street, S.W, (Roc* 390«K)^ v"
- *aehington,D.C. 20440.V
(2)v your Personnel Scrviet Manager.
-------
t
% I * -- Attachment (3)
¦ • m nu)QoiiTni
' VXX0V 71UXSLS lOUPXACB PSOJSCV
•UfUVIMB-nmom CDC800T LXSY
The following oheefcliet is dssignedto ensuro that your Pilot
ttesible Workplaoo frojeet aployn is properly oriented to tho
polioiesin* procsdurosof the frojOuestion* 4# ~ and 4 m*.
not bt.. i^lioabU to.. yoar . PilotT riezible¦- Workplace Vcojeot
employee. it tbio is the euti simply itstt aot-applieable or ¦/*.
HIM* or 1XL0* VLUOBLI VOIOSACX ftOTSCS KKTLOYIII
nun or zmudxass «nrutvzooKf
^«
» A
1.- Employee hu rood PCMZ and EPA. project guidance
outlining policies and. procedure* of the pilot. _
program.-- . -- :
2. Employee ha* boon..provido4-vitfi .a schedule. of
duty hours and- location..to bo "conductedir -c^-
V-"' * ;rv^r^ vf "¦•Ai~
3. Employee has boojr is«tiod/hiao^no1r'boonr~issuod
equipment. _ '
4. Equipment. issuod by tho agency is documented.
proeoduros for earo of equipment
ipa-irfi^by tho agency havo boon explained and
arej&ljtrly understood.
€. Polieiem~ and proeoduros covering classified,
secure or privacy act data have been
discussed, and are clearly understood.
7. Requirements for an adquate and safe alternate
duty station have been discussed, and the
employee certifies those requirements are set.
8. Performance expectations have been discussed
are are clearly understood.
-------
-2-
9. Employ** understands that the supervisor may
terminate employee participation at any time,
in accordance with established administrative
procedures and union negotiated agreements.
10. Employs* has participated in the OPM training.
Employee signature Date
Immediate supervisor Signature Oats
Pleas* return a copy of this form tot
(1) Headquarters Plexitis Workplace Project Coordinator
Attention: Rosanna Tucker (FM-212)
401 M Strset, S.W. (Room J906M)
Washington, D.C. 20460
(2) Your personnel Service Manager
-------
%
EFA Headquarters
The Federal Flexible Workplace
Project
FLEXIPLACE
%
5=^
6AA
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EPA HEADQUARTERS
THE FEDERAL FLEXIBLE WORKPLACE PROJECT
FLEXIPLACE
QUESTIONS AND ANSWERS
TABLE OF CONTENTS
TOPIC PAGE
2. Explanation of Flexiplace 2
2 Benefits 4
3. Participation in the Mot Program 6
4. Identification of Job ToskstEmployccs 9
5. Cost Factory 10
d Supervisory Responsibilities 12
7. Information Security/Privacy Act Requirements 16
8. Performance Management and Position Descriptions 17
9. Tune and Attendance 18
10. Liability and Workers' Compensation 21
11. Facilities 22
11 Telecommunications and Equipment 25
13: Childcare and Taxes 28
14. Foots Croups 29
15. Pitfalls to Avoid 31
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EXPLANATION OF FLEXIPLACE
J. WHAT IS FLEXIBLE WORKPLACE?
Flexible workplace means working somewhere other than in the traditional office, often
using a computer and a modem to transmit data or information electronically. Flexiplace may
include die following:
* Home-based - working in a space specifically set aside
as an office and/or an area at the employee's residence
* Satellite facility - working from an office not at the
official worksite, such as another government agency,
contractor, etc.
2 WHAT TYPES OF JOBS ARE ADAPTABLE TO A FLEXIBLE WORKPLACE
PROGRAM?
* Easily quantifiable tasks (data/word processing)
* Project-oriented tasks (those that primarily require
one to dunk or write)
* Reading/processing tasks (reading proposals and reviews,
making funding decisions, conducting research)
9 Specific examples include - Management and Program
Analyst, Compute Programmer, Personnel Specialist,
Claims Examiner, Clerk-typist, Engineer, Scientist,
Environmental Protection Specialist, etc.
3. WHAT IF AN EMPLOYEE NEEDS TO WORK AT HOME ONLY ONCE IN A
WHILE, DOES THE FLEXIBLE WORKPLACE PILOT PROGRAM ALLOW FOR
mis?
Yes. Short-term infrequent periods of work at home can currently be approved under
existutg supervisory authorities. Some situations where temporary flexiplace arrangements may
work well include the following:
* During the convalescence of a short term injury or
ilbtess.
1
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When the work office itself is not useable, e#.,
during office renovation.
Maternity or paternity reasons.
Special projects of short duration or of an infrequent
or occasional nature.
4. WHAT ABOUT THE FLEXIBLE WORKPLACE PROJECT AS A MEANS TV
ATTRACT DISABLED PERSONS?
The flexible workplace program a an excellent way to attract individuals who are
mobility-limited. Technological advances enable us to support die disabled person with
equipment that accommodates the individual's impairment.
5. WHY SHOULD EPA HEADQUARTERS TRY FLEXIPLACE?
Reasons include, but are not limited to: increased ability to attract and main
employees in critical occupations and positions; targeting labor markets such as handicapped
individuals; reducing space and associated costs; or enabling offices to more efficiently conduct
their work by allowing increased flexibility in the location of the work site; and, most important
to show a continuing suppon of one of our most significant programs - the reduction of air
pollution.
Flenplace is designed to solve problems. As the nature of this program requires
voluntary participation of EPA -Headquarters employees, from senior managers through
individual workers, there has to be a driving reason for establishing the program in an
organization.
& WILL EPA-HEADQUARTERS RESOURCES BE MADE AVAILABLE FOR THE
PROGRAM OFFICES?
EPA -Headquarters is unable to provide additional funding, therefore, either program
office resources or those already owned by the employee (such as computers) must be used.
Identify tools the employee wiB need while working at the alternative workplace. Ensure that
the employee has access to necessary reference sources and other materials.
7. IF 1 WORK AT HOME CAN I PROVIDE ALL OF MY OWN CHILD CARE OR
ELDER CARE SERVICES?
Probably not Flexiplace arrangements can provide valuable assistance in the
management of work/family schedules, but it is not a substitute for child/elder care. Based on
2
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experience in both the private and public sector, the care of young children is likely to disrupt
work. Flesdplace employees must have appropriate child/elder care available.
& ARE WERE ANY LOCAL GOVERNMENT CONCERNS THAT MIGHT AFFECT
TELECOMMUTERS?
Zoning regulations are administered locally by the city, county or other political entity.
Restrictions vary widely. Zoning restrictions in most ares should not pose an obstacle to
Fkxiplace arrangements. Typical provisions in zoning ordinances are:
® work at home is allowed under most ordinances;
° zoning ordinances are aimed at jobs that affect the
character of neighborhoods with noise, odors, extra
traffic, extra demands on municipal services, signs;
° zoning authorities are generally unconcerned with work
at home until neighbors complain, whereupon authorities
may act against the home office workers; and
9 the newness of die work at home trend has caught maty
local planning officials unprepared. Then is
considerable confusion over whether telecommuting is
regulated "home occupation * Some persons engaged in
"home occupations" must have license, pay a fee, and
are subject to specific restrictions. Flexipiace
employees are obligated to review local ordinances
through their community association, landlord, or local
authorities.
9. IS THERE A DOCUMENT THAT CLARIFIES EMPLOYEE AND MANAGEMENT
ROLES AND RESPONSIBILITIES IN FLEXIPLACET
Flexipiace managers and employees wiB sign work agreements to ensure they fully
comprehend what a expected.
3
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BENEFITS
1. SPECIFICALLY, WHAT ARE THE BENEFITS OF A FLEXIBLE WORKPLACE
PROGRAM:
Marty benefits have been identified from flexible workplace programs. Typical benefits
found in the private sector are:
Management Benefits
* Improvements in employee effectiveness and morale.
* Reduction in office space, parking facilities and
transportation costs.
* Improvement of communications between supervisor and
employee.
* Attraction and retention of skilled employees and
reduction in employee turnover rates.
* Expands labor pool, provides access to disabled.
* Decline of absenteeism.
* Accommodation of trained employees with health problems
while they are still able and want to work.
* Carry over of benefits of management-by-results to
other parts of the organization.
* Provides forward-looking corporate image.
Employee Benefits
* Reduced commuting time.
* Increased flexibility to coordinate work schedules with
personal and family priorities.
* Ability of employees to capitalize on peak productivity
periods.
4
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* More employee control over his/her Ufe.
* Reduction in costs for transportation, food and clothing.
° Improvement of communications between supervisor and
employee.
Societal Benefits
® Reduction in commute trips and traffic congestion.
* Reduction in at pollution and conservation of
transportation fuels (energy conservation).
* Improved employment opportunities for the disabled and
mobility-restricted.
* Reduction in problems associated with elder care and
"latch-kef children.
2 WONT PRODUCTIVITY GO DOWN IF AN INDIVIDUAL IS NOT BEING
OBSERVED AT WORK?
Private industry has found that productivity is often increased when an individual works
off site, partly because of fewer interruptions and partly because the individual typically has
a strong incentive to prove the benefits to the employer of off-site work.
5
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PARTICIPATION IN THE PILOT
I. WHY WOULD MANAGERS WANT TV PARTICIPATE?
Flenplace is a management program that may increase productivity, improve morale,
and that provides greater flexibility as well as a mention tool
2 WHY WOULD EMPLOYEES WANT TO PARTICIPATE?
If empkyees commute two hours one-way, they may be interested in the possible
reduction in car insurance and the ability to be more in control of their Jives. If there is too
little space in the office, with many distractions, flevplacf may enable the employee to be more
productive. The employee may find family and home management a facilitated
3. DOES AN EMPLOYEE HAVE A RIGHT TO WORK AT HOME?
No. Participation in the flexible workplace project is not a rigfiL Management is
responsible for deciding if the position is one that is appropriate for off-site work and for
examining both the content of the work and the performance of the employee. Particpation
in the program is not expected to be routine. Because this is a management work option, there
is no automatic right of the employee to continue participation.
4. CAN A SUPERVISOR REQUIRE AN EMPLOYEE TO WORK AT HOME?
No. Participation in the flexible workplace program is entirely voluntary on the pari of
the employee.
5. CAN EMPLOYEES VOLUNTARILY WORK EXCLUSIVELY AT HOME?
This is discouraged. However, it is not prohibited. Successful programs have shown
that employees need to spend at least part of the week in the office to minimize isolation and
communication problems, facilitate integration of the employee with those in the office, and
to ease supervisors' adjustment Flexiplace employees should be scheduled to work no ritore
than one to three days per week outside of the office. This mil allow for face-to-face meetings,
provide access to facilities not available at the alternative workplace, and, equally important
will counter feelings of isolation.
6 DOES WORK AT HOME MEAN EMPLOYEES CAN SET THEIR OWN
SCHEDULE?
Yes and no. The process of establishing work schedules permits periodic adjustments,
as needed, to achieve an optimal schedule suiting employee and organizational requirements.
Developing fixed times during the day for supervisor/employee telephone conversations may be
6
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helpful to unsure optimum communication.
7. MUST EMPLOYEE BE COMPUTER LITERATE TO PARTICIPATE?
No. This is not a computer-based program. The selection criteria.are broad
enough to include employees who do not work with computers.
& ARE THERE WAYS TO REDUCE EMPLOYEE ISOLATION?
The telecommuter win be an employee whom a supervisor considers worthy of trust.
These workers should be made to fed they are a part of the team. They need to be aware of
what's going on in the office while they're off-site; staff meetings shouldbe held on days when
they are scheduled to be in the office and these employees should be considered equally with
other non-participants in selection, performance, or any other employee/employer matters.
9. CAN A SUPERVISOR PARTICIPATE IN THE FLEXIBLE WORKPLACE
PROGRAM?
Possibfy. Generally, the nature of supervisory positions makes use of the program by
supervisors impractical if more than one work day at home is scheduled.
10. WHO CAN PARTICIPATE?
Management will identify participants from among employees in their organization.
Supervisory agreement and concurrence is a must, as is support from higher management:
11. WHY CANT EVERYBODY PARTICIPATE?
As with any new endeavor it is wise to start slowly with a small contingent of employees
at the test locations. There may be pressures to grow larger earfy within the program as non-
participants begin to see how the program is working. Managers interested in participating in
the program after the test period begins need to contact the Headquarters Program Coordinator.
12 THE EPA-HEADQUARTERS POLICY STATEMENT SETS NO SPECIFIC LIMITS
FOR THE FREQUENCY OF WORK AT HOME, THE PERFORMANCE LEVEL
OF EMPLOYEE, OR THE LENGTH OF TIME THE INDIVIDUAL HAS BEEN
EMPLOYED. ARE THERE GUIDELINES IN THESE AREAS?
Management has decided that there is enough diversity in the Agency that these
decisions should be left to individual managers. For example, a disabled individual might be
hired specifically to work at home, and might not have worked on site at EPA at all.
However, we can offer some guidance based on private sector experience for more typical
situations.
7
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Lenfth of Service. Work at home is probably best undertaken by an individual
who "know? the Agency in the sense of understanding its rules and regulations
and its culture - the way it functions m addition to formal rules and regulations.
For example, it is probabfy better to allow a current employee to work off site
than someone who has never been at the Agency.
Frequency of Work at Nome. Private sector experience indicates that full-time
work at home is generally not a good idea over an extended period of time. The
employee and employer lose contact with each other m both formal and informal
ways. Typical frequencies found in the private sector art one or two days per
week.
Performance Level of the Individual Almost all studies of off-site work suggest
that individuals who are successful at such work are highly motivated and self-
starters. Their guidance and standards for accomplishment come as much from
within as from their supervisors. Such 'individuals tend to be above-average
employees, and a fuBy successful performance rating is required
8
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IDENTIFICATION OF JOB TASKS/EMPLOYEES
I. WHAT TYPES OF JOBS ARE ADAPTABLE TO A FLEXIBLE WORKPLACE
PROGRAM?
° EasQy quantifiable tasks - data processing,
word processing.
° Project oriented tasks - &£, reading proposals and
reviews, making funding decisions, conducting research
* Specific aamples include - Management and Prugmm
Analyst; Computer Programmer; Pasonnal Staffing
Specialist; Technical Writer; Attorney, etc.
Z WHAT ABOUT FLEXIBLE WORKPLACE PROGRAMS AS A MEANS TO
ATTRACT AND RETAIN QUALIFIED DISABLED PERSONS?
The flexible workplace program is an excellent way to attract individuals 'who are
mobility-limited. Technological advances enable managers to support the disabled person with
equipment that accommodates the individual's impairment Federal Information Resource
Management Bulletin (FIRMR) Bulletin 56 establishes guidelines for the acquisition of
automatic data processing equipment that provides electronic equipment accessibility for
disabled Federal employees and access to public information resources.
3. CAN EMPLOYEES WORKING AT HOME PROVIDE ALL OF WEIR OWN
CHILD OR ELDER CARE SERVICES?
Probably not. Flexiplace arrangments can provide valuable assistance in the
management of work/family schedules, but it is not a substitute for child/elder care. Based on
experience in both the private and public sector, the care of young children is likely to disrupt
work. Flexiplace employees must have appropriate child/elder care available.
4. IS THERE A DOCUMENT THAT CLARIFIES EMPLOYEE AND MANAGEMENT
ROLES AND RESPONSIBILITIES IN FLEXIPLACE?
Flexiplace supervisors and employees will sign work agreements to ensure they fully
comprehend what is expected.
9
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COST FACTORS
1. WHAT ARE THE COST FACTORS FOR SETTING UFA FLEXIPLACE
ARRANGEMENT?
For some employees the up-front coats can be minimal or nonexistent More
commonly, the employee »viH need access to a variety of equipment andfor will use the
telephone extensively on flexiplace days. The following types of up-front and ongoing expenses
may be incurred by the agency.
Long distance charges
Telephone installation and usage charges (other than long distance)
Computer or typewriter assigned to the employee's home
Computer software-
Modem and possible additional computer usage charges
Modifications to the central computer to allow employees
to dial in
Equipment maintenance and repair charges
Remote technical assistance
Replacement of damaged or lost equipment
Fax machine
The costs to establish and maintain a satellite facility are similar to those for any field
office: remodeling, rent, telecommunications lines and equipment, utilities, computer
equipment, photocopier and other office machines, furniture, and so forth.
2 WILL THE EMPLOYEE BE REIMBURSED FOR UTILITY AND OTHER
EXPENSES ASSOCIATED WTIH OFF-SITE WORK!
Generally, no. The Government assumes no responsibility for participating employee's
expenses related to hearing, electricity, water, and space usage. The rationale is that the
benefits of working at home offset incidental increases in utility expenses. The exception is for
m
10
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the use cf the employee's personal phone for business-related long-distance phone calls.
Current CSA FPM regulation (CFR 41,101-Ti) allows for local travel reimbursement for pre-
approved long distance telephone calls.
3. CAN 7HE EMPLOYEE BE REIMBURSED FOR TELEPHONE INSTALLATION
COSTS?
Yes, Public Law 101509 allows Federal agencies participating in the Flesphtce pilot
study to allocate.,funds for the installation ofphone Una into empkyees' homes,provided that
adequate safeguards against misuse east. Specifically:
"Notwithstanding any provisions of this Act or any other Act, during the fiscal year ending
September 30, 1991, any department, division, bureau, or office participating in the Federal
Flexiplace Project may use funds appropriated in this or any other Act to install telephone
lines, necessary equipment, and pay monthly charges, in any private residence or private
apartment, provided that the head of the department, division, bureau, or office certifies that
adequate safeguards against private misuse exist, and that the service is necessary for direct
support of the agency's mission
11
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SUPERVISORY RESPONSIBILITIES
I. HOW DO I SCREEN POTENTIAL EMPLOYEES FOR CONSIDERATION FOR
THE PILOT PROGRAM?
Employees who would be considered successful candidates for fleaplace generally have
a number of work-related characteristics in common, including such qualities as:
• A history of reliable and responsible discharge of work
• A full understanding of the operations of the organization
• TYust of his/her supervisor
• Ability to establish priorities and manage his/her own
time
• A proven track record of personal motivation which is
reflected in past performance ratings
Z ASA MANAGER, WHAT DO I NEED TO CONSIDER BEFORE AGREEING TO
A WORK AT HOME ARRANGEMENT!
Before a manager can consider a flexiplace request seriously, the manager and worker
must examine the job requirements. While some jobs can be performed almost 100% off-site,
most jobs require a certain amount of rime at the main office. For example, one component
of a "fleaplace" job may be processing of information. Does a worker's job require the
researching, processing, and dispensing of information? If a job has a large information
component to it, chances are that a certain percentage of the job can be done off-site.
Obviously, jobs that require the worker to perform a hands-on service for others, such
as supervision, mail room service, supplies delivery, reproduction/printing, etc., are not adaptable
to fleaplace.
After deciding that a certain job has fleaplace possibilities, other criteria must be
explored
• Knowledge Requirements: Does the employee have all the
knowledge needed to work at home? Does the employee
need close supervision or input from others that is only
available at the office?
12
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* Contact Requirements: What percentage of the job is devoted to face-to-face"
contact with other employees or agencies, the public or internal agency staff?
Can contact be readjusted to allow for telephone communications or can such
contact be conducted when the employee is at the conventional office?
* Reference Materials Requirements: What percentage of the job requires resources
located in the main office? Can these resources be eaafy removed and taken
home for a day or two? Are these resources available through other - means
such as a computer-accessible Ubrwy sendee?
* Special Equipment Requirements: What percentage of the job relies upon access
to photocopiers, telefax machines,or other specialized equipment? Can access
needs be grouped and scheduled for days when the employee is in the
conventional office?
* Travel Requirements: Does the job involve field work? Can trips begin or end
at the home office rather than the main office? Can paperwork be done at
home?
* Information Security Requirements: Can tasks which are completed at home
(Le., which don't violate security procedures) be grouped and scheduled for
flexiplace days?
3. HOW CAN 1 MONITOR WORK WHEN THE INDIVIDUAL IS SOT PHYSICALLY
PRESENT AT EPA-HEADQUARTERS?
With quantifiable tasks, it is a fairly simple matter to measure output, and this should
be done, both as to quantity and quality, as it is now being done in the office. For non-
quantifiable or project-oriented tasks, measurement is less direct, but no different firm their
measurement now. Normally, this would involve:
* Establishing the nature and objective of the task.
* Setting a deadline or due date
* Setting status reponfmeeting periods (e&, weekly).
Measuring the employee's output with his/her prior on-site work history and/or similar
tasks that are being done by on-site workers should enable the supervisor to judge the
productivity of a participant in the flexible workplace program. A flexible workplace program
needs both good planning and good management to be effective.
13
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4 WHATABOUTTHE IMPACT ON THE OFFICE WHEN SOME EMPLOYEES ARE
WORKING OFF SITE?
Before an employee begins to work off-site, certain guidelines must be established to
minimize adverse impact on other staff members. The overall interests of the office must take
precedence over waking off-site. A supervisor may require an employee to be on-site on a
regular off-site day if the needs cf the office require this. In addition, one person's off-site work
should not adversely affect die performance of other employees. Flexiplace should not put a
burden on staff remaining in the office Not anfy should an equitable distribution of workload
be maintained, but methods should be instituted to ensure that office employes do not have
to handle the employee's work
5. WHAT IS THE EMPLOYEE'S OFFICIAL DUTY STATION, SINCE PART OF
THEIR WORK WEEK WILL BE IN ANOTHER LOCATION?
The official duty station for purposes of die flapplace plot program is the traditional
office. All pay, special salary rates, leave, travel entitlements are based on the official duty
station.
6. WHAT IF A MANAGER BELIEVES THE ARRANGEMENT WITH AN
EMPLOYEE IS NOT WORKING OUT?
Management has the right to end participation of an employee in the program. Flexible
workplace arrangements are not a right or condition of employment. Because this is a
management work option, there is no automatic right of the employee to continue participation.
Management may end an employee's participation in the program when the employee's
performance declines or if the project fails to benefit organizational needs. Whenever feasible,
the agency should provide sufficient notice prior to the cancellation of the program.
Cancellation of an employee's participation for cause may be immediate and does not
require any advance written notice. The employee may also request to end participation,
without cause, at anytime. In this situation, management will make arrangements for'die
employee to begin working at the main office as quickly as possible.
7. DOES AN EMPLOYEE HAVE A RIGHT TO WORK AT HOME?
No. Participation in the flexible workplace program is not a right. The manager is
responsible for deciding if the position is one that is appropriate for off-site work, examining
both the content of the work and the performance of the employee. Participation in the
program is not expected to be routine.
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& CAN A SUPERVISOR REQUIRE AN EMPLOYEE TO WORK AT HOME*
No Participation in the flexible workplace program b entirety voluntary on the part of
the employee.
9. WHAT ABOUT THE FLEXIBLE WORKPLACE PROGRAM ASA MEANS TO
ATTRACT DISABLED PERSONS TO EPAT
The flexible workplace program is an excellent avenue for attracting individuate who are
mobility limited. Technological advances enable sis to support the disabled person with
equipment that accommodates the individual's impairment. FIRMR Bulletin 56 establishes
guidelines for the acquisition of automatic data processing equipment that provides electronic
equipment accessibility for disabled Federal employees and access to pubSc information
resources. OHRM wit be happy to assist managers who may want to examine prospects for
employing disabled individuals to work at home.
ia WONT PRODUCTIVITY DECLINE IF AN INDIVIDUAL IS NOT BEING
SUPERVISED ON-SITE?
Private industry has found that productivity is often increased when an individual works
off-site, partly because of fewer interruptions, distractions, and partly because the individual
typically has a strong incentive to prove the benefits to the employer of off-site work.
11. SHOULD A SPECIFIC SCHEDULE BE SET FOR THE OFF-SITE WORK?
Yes. All work schedules are discretionary and require management approval Any work
schedule (e.g., flextime, 5-4-9, etc.) may be approved for a flexiplace employee. The work
schedule must be consistent with requirements of the employee's work group and provisions of
the employee's collective bargaining agreement A fixed and preset schedule of off-site work
hours must be established by the supervisor prior to the employee working off-site. During off-
site hours, the employee muse perform work at a predetermined and agency-approved site (eg.,
home, satellite facility). Absences from the off-site work site (e&, visits on official business
to attend meetings) must be coordinated with the supervisor at the eariiest time practicable.
Temporary flexiplace assignments or changes in work schedules may be made at
management's discretion to meet management needs or to accommodate an employee's
request.
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INFORMATION SECURITY AND PRIVACY ACT REQUIREMENTS
1. AXE THERE SOME RECORDS THAT CANT BE TAKEN HOME?
Yes. Official, unreplaceable documents and permanent records wUi not be taken home.
Since these records exist mainJy in hard copy, they an typically inaccessible through elearonic
means, and should be xeroxed if appropriate for wok at heme. No classified records may be
removed from the official worksite and maintained at the Flexiplace work station.
Z WHAT ARE THE PRIVACY ACT CONSIDERATIONS?
Can must be taken to ensure that records subject to the Privacy Act and sensitive non-
classified daux art not disclosed to anyone accept to those who are authorized access to such
information in order to perform their duties. Organizations allowing employees to access
records subject to the Privacy Act from e remote work site must maintain appropriate
administrative, technical, and physical safeguards to ensure the security and confidentiality of
the records. When records subject to the Privacy Act are maintained or used by employees
wo/king at home or at other remote locations, installations should revise the appropriate record
system notices to indicate thai the off-site system location is authorized.
16
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PERFORMANCE MANAGEMENT AND POSITION DESCRIPTIONS
1. IS MANAGING A TELECOMMUTER DIFFERENT THAN AN OFFICE-BOUND
WORKER!
Yes, in some ways. The performance plan should be similar to the current one.
Managers of telecommuters must be able to communicate well with their employees and
measure performance by results (not just observation). Managers must compensate for the
lack of daily face-to-face assessment and feedback by clearly defining tasks and expectations.
Actual work performance should be measurable against quantity or quality norms in older that
managers may certify time and attendance records.
Managers who are not comfortable managing by results, and who need to observe
actual emjtioyee performance, should not participate.
Management has the right to remove individual employees from the program when
performance declines or the program no longer benefits organizational needs.
2 DO PERFORMANCE ELEMENTS AND STANDARDS NEED TO BE
REWRITTEN?
Normally not Critical elements and performance standards should generally mirror
those already in place, with adjustments for unique circumstances. Generally, measures of
work output for hexiplace employees should be based on experience in the traditional office.
If this is not possible, establish measures in terms of quantity and quality norms developed
jointly by the, supervisor and the employee and monitored through scheduled and required
progress reporting.
3 DO POSITION DESCRIPTIONS NEED TO BE REWRITTEN?
Probably not Bask duties should not change, however the factors of supervisory
controls or work environment may change.
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TIME ANP ATTENDANCE
1. ARE FLEXITIME SCHEDULES PERMISSABLE UNDER FLEXIPLACE?
Yes. A regular schedules nukes it easier to stay in touch with colleagues and to be
available to clients. Care must be taken not to approve any schedule thai is inconsistent with
currently available work schedules. Employees working under such schedules can, depending
on the degree of flexibility permitted by their supervisors, tailor their work hours within the
parameters permitted by the organization. However, completely unstructured arrangements are
unacceptable. Supervisors must approve flexitime schedules in advance to ensure that
employees' time end attendance can be properly certified and to preclude any liability for
premium or overtime pay.
2 SHOULD A SPECIFIC SCHEDULE BE SET FOR THE OFF-SITE WORK?
Yes. All work schedules are discretionary and require management approval Any work
schedule (e.g., flexitime, 5-4-9, etc) may be approved for a flexiplace employee. The work
schedule must be consistent with requirements of the employee's work group and provisions of
the employee's collective bargaining agreement A fixed and preset schedule $ off-site work
hours must be established by the supervisor prior to the employee working off-site. During off-
site hours, the employee must perform work at a pre-determined and agency-approved site (e.g.,
home, satellite facility). Absences from the alternative worksite (eg., visits on official business
to attend meetings) must be coordinated with the supervisor at the earliest time practicable.
3 ARE THERE ANY FAIR LABOR STANDARDS ACT (FLSA) CONSIDERATIONS
UNIQUE TO TELECOMMUTERS?
No. FLSA entitlements are the same whether at home or at work. Managers should
avoid the potential liability for "suffered or permitted" overtime under FLSA. Scheduling work
to avoid unnecessary overtime is a long standing public policy.
4. WHAT IS MANAGEMENTS RESPONSIBILITY IN FLSA ADMINISTRATION?
Management must ensure that only the work for which it intends to make payment is
performed. Since the supervisor is not on the scene, FLSA overtime (or potential liability for
FLSA overtime) could be hard to control if clear directions are not provided to participating
employees. Supervisors must communicate work rules and monitor work activity. Non-exempt
Flexiplace employees who work in excess of the hours approved by management to receive
compensation should be removed from the program.
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5. CAN AN EMPLOYEE EXTEND WORK HOURS TO ACCRUE RELIGIOUS
COMPENSATORY TIME?
Yes, if the employee requests supervisory approval first and the work schedule is
appropriate given the nature of the work being performed and the level of interaction with the
office that is required. Employees must also futpH aM of the requirements for eligibility for
religious compensatory time identified in FPM Chapter 550.
6. WHAT IS THE EMPLOYEE'S OFFICIAL DUTY STATION, SINCE PART OF
THE WORK WEEK WILL BE IN ANOTHER LOCATION?
The official duty station for purposes of the flexiplace pBot program is the traditional
office AH pay, special salary rates, leave, travel entitlements are based on the official duty
station.
7. WHAT HAPPENS TO THE TELECOMMUTER IN AN EMERGENCY SITUATION
THAT NORMALLY WOULD RESULT IN THE AGENCY CLOSING?
If the employee is working at home, and the main office closes, normally the Flexiplace
employee will continue working at home. However, if for example, the employee's electricity
fails while working at home, the supervisor may gram administrative leave. When an employee
knows in advance of a situation that would preclude working at home, either time in the office
or leave should be scheduled.
& SINCE AN EMPLOYEE IS ALREADY AT HOME, DO THEY STILL NEED TO
APPLY FOR LEAVE IN THE SAME MANNER?
Yes. The rules and procedures for leave administration apply the same regardless of the
work site.
9 IS REPORTING TIME AND ATTENDANCE HANDLED ANY DIFFERENTLY?
No. The only requirement is that employees complete the "Self-Certification of Time
and Attendance? form on a bi-weekly basis and turn it into their supervisor.
10. WHAT HAPPENS IF THE EMPLOYEE IS UNABLE TO PERFORM IN THE
OFF-SUE LOCATION?
The Flexiplace arrangement should be terminated.
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11. HOW CAN SUPERVISORS BE ASSURED THAT THE EMPLOYEE IS WORKING
AT HOME?
(Htm do supervisors know the employee is working m the office?) The employee's
completed work product is the indicator that he/she is working. AB supervisors evaluate work
based on results. This judgement wont change with Flexiplace. FJexiplace employees are
dependable, self-motivated, and highly productive. Thou considerations are the basis for
employee participation in the pilot, none caBs can ensure that employees are actually on
duty when scheduled to work. Written agreements should specify times employees must be
available. If home visits are called for, they should be done in accordance with the written
agreement and in a manner that preserves trust and respect.
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LIABILITY AND WORKERS' COMPENSATION
1. WHAT ABOUT LIABILITY FOR INJURIES AT HOME? HOW CAN A
SUPERVISOR CERTIFY AN EMPLOYEE'S CLAIM FOR INJURY?
The Govcmmtntis self-insured. Any Government exposure to liability would be covered
under the Federal Tort Claims Act or the Federal Employees Compensation Act (workers'
compensation). The Supervisor^ signature on the request for compensation attests only to what
the supervisor can reasonably know, whether the event occurred at a conventional work site
or at an alternative work site (e^ home) during official duty. Under normal circumstances,
supervisors are often not present when an employe* sustains an injury. Employees, in all
situations, bear responsibility for informing their immediate supervisor of an injury at the
earliest tone possible. They must also provide details so die Department of Labor when filing
a claim. The Federal equivalent of workers' compensation limits recovery by an employee
injured while on duty to reasonable amounts.
It is also essential for a supervisor to require the employee to designate one area in the
home as the official work station. The government's potential exposure to liability would then
be restricted to that one ana.
2 CAN FLEXIPLACEBE USED TV HELP PUT INJURED EMPLOYEES RACK TO
WORK?
Yes. Flexible workplace arrangements can help to put injured employees back to work
and off the compensation roles. Organizations may wish to determine which employees
currently on the compensation rolls might be able to perform some portion of their work at
home. Accommodations of special equipment or restructuring assignments may enable an
employee to resume work and terminate workers' compensation.
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FArnJTTFM
1. HOW DO SUPERVISORS ENSURE THAT THE ALTERNATE WORK AT HOME
ARRANGEMENT IS SAFE?
Each participating employee should sign a "Self-Certification Safety Checklist that
proclaims the home safe. Employees are responsible for ensure that their homes comply with
these health and safety requirements. Home offices must be clean and free of obstructions.
The home must be in compliance with all building coda and free of hazardous materials. A
supervisor may deny an employee the opportunity to participate or may rescind a flexiplace
agreement based on safety problems in the home or suspected hazardous materials in the
home. The supervisor may also have the home office inspected for compliance with safety
requirements when deemed appropriate. Inspections will be by appointment only.
If an employee is injured while working at home, workers' compensation law and rules
apply. Employees must notify their supervisors immediately and complete all necessary
documents regarding the injury. Because an injury or illness sustained by a flexiplace
employee will be outside the conventional work site, the supervisor must investigate, to die
extent consistent with current practice, all reports immediately following notification.
2 WILL PROGRAM OFFICE RESOURCES BE MADE AVAILABLE FOR THE
PROGRAM?
Decisions on this issue must be made by each participating organization depending on
budget constraints. Components must identify tools the employee will need while working at
the alternative workplace and ensure that the participating employee has access to the necessary
reference sources and other materials.
3. WILL THE EMPLOYEE BE REIMBURSED FOR UTIUTY AND OTHER
EXPENSES ASSOCIATED WITH OFF-SITE WORK?
Generally no. The government assumes no responsibility for participating employees'
expenses related to heating, electricity, water, and space usage. The rationale is that the
benefits of working at home offset incidental increases in utility expenses. The agency can pay
for long distance telephone calls made in the course of official business and approved by an
appropriate agency official
4. DOES THE HOME WORK STATION NEED TO BE INSPECTED?
Not necessarily. Offices in the home require adequate work space, light, telephone
service, power, and climate. Requirements vary depending on the nature of the work and
equipment needed to perform that work. All flexiplace arrangements should require employees
22
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to have a specific room or area which is adequate for the performance of official duties, hi
addition, telecommuters must have a telephone to facilitate communication with their
supervisor and organizations.
5. DO EMPLOYEES NEED TO NOTIFY THEIR LANDLORDS THAT THEY WILL
ME WORKING AT HOMET
y
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TP/ rmmrimCATTONS AND EQUIPMENT
1. WHAT ARE THE COST FACTORS FOR SETTING UP A FLEXIPLACE
ARRANGEMENT?
For some employees the up-front costs will be minimal or non-existent. More
commonly, the employee wOi need access to a variety of equipment and/or win use the
telephone extensively on flexiplace days. The following types of up-front and ongoing expenses
may be incurred by the agency.:
Long distance charges
Telephone usage charges (other than long distance)
Computer or typewriter assigned to the employee's home
Computer software
Modem and possible additional computer usage charges
Modifications to the central computer to allow
employees to dial in
Equipment maintenance and repair charges
Remote technical assistance
Replacement of damaged or lost equipment
Fax machine
2 WHAT EQUIPMENT WILL THE EMPLOYEE NEED?
Some employees may do their work at home or in the office with pen and paper. Other
employees may require computers, modems, or dedicated terminals to communicate with people
and access the information needed to do their jobs. An important consideration is
compatibility of equipment used at home with that of central office equipment. Compatible
equipment facilitates a more efficient work at home arrangement, typewriters, modems,
telephones, or specialized office equipment may also be necessary.
3. CAN ORGANIZATIONS PROVIDE COMPUTERS FOR EMPLOYEES' USE
OFF-SUE?
Each program office must establish its own policy on purchase and/or installation of
equipment. Some program offices may agree to purchase or install equipment, while others,
due to budget constraints or other management reasons, may choose not to. Program offices
may choose to make this decision on a case-by-case basis considering such factors as the
nature of the work, availability of existing equipment, etc. In some instances, participation in
the program may be contingent on equipment costs.
m
m
m
24
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The Government may place computer* and other ADP and telecommunications
equipment in die homes of employees while retaining ownership and control of hardware,
software avid data. In these situations, the Government is responsible for maintenance, repair
and replacement of such equipment. It a important that employees understand that any
Government-owned equipment used at home only be used for official purposes. Employees
on flexiplece must adhere to all rules, reflations, and procedures relating to security and
confidenmiBty for work that b sensitive or covered by the Privacy Act, and any other
information handled m the course of work.
4. WHO 15 RESPONSIBLE FOR TRANSPORTING EQUIPMENT (E.&, COMPUTER,
MODEMS, PRINTERS, ETC.) TO AND FROM OFF-SIZE LOCATIONS?
Transfer of computers, printers, modems and other data processing equipment to and
from the office to the home residence a determined by the pivpuin office.. Normally,
orgardxmums wiB make b the responsibility of the buHvidual.
5. HOW DO I ARRANGE FOR EQUIPMENT REPAIR!
Maintenance, repair, and replacement of GovemmenHmned equipment issued to tfte
employees is the responsibility of the agency. The employee mutt notify^ his/her supervisor
immediately, following a malfunction to EP5t>owned equipment If repairs are extensive, the
employee may be asked to report to the main office mtS equipment is usable.
Employees are responsible for repair and maintenance of personally-owned equipment.
d ARE THERE ANT OTHER COMPUTER-RELATED CONCERNS?
EPA-may place computers and telecommunications equipment in employees' homes
whUe retaining ownenhipand contrgt of htmbvar^ssftwart,^^data^AIl EPA-provided
private purposa. EPAis responsible for nuHrBa&ting and repairing such equipment
7. IS REM0& ELECTRONIC ACCESSIBILITY ACCEPTABLE?
FTcripta&jpnployees may need frequent access to records, regulations, handbooks,
manuals, and files normally maintained at the office site. While it may not always be possible
to duplicate paper records or maintain a library in the home or satellite office, personal
computers with modems wiB allow employees to communicate with the office pom any
location and access records stored electronically.
Electronic records are in many forms: operating data bses, on-line research data bases,
files on personal computers, etc. Sortie examples are payroll and personnel data bases. For
25
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Privacy Act and security reasons, such data bases are not accessible though dial (off-site)
lines. It may be possible, However, to transfer some data to disc and subsequently use the data
off-site.
& ARE THERE SOME RECORDS THAT CAN NOT BE TAKEN HOME?
Yes. Official, unreplaceable documents and permanent records will not be taken home.
Correspondence files and historical records are Skefy to be one-of-a-kind and may not be taken
home. Since these records cast mainly in herd copy, they are typically inaccessible through
electronic means. Only unclassified records wiB be maintained at the Flrriplacf workstation.
9. WHAT ARE THE PRIVACY ACT CONSIDERATIONS?
Care must be taken to ensure that records subject to the Privacy Act and sensitive
unclassified data ate not disclosed to anyone except to those who are authorized access to
information in order to perform their duties. Organizations allowing employees to access
records subject to the Privacy Act from a remote work site must maintain appropriate
administrative, technical, and physical safeguards to ensure the security and confidentiality of
dte records. When records subject to the Privacy Act are maintained or used by employees
working at home or other remote locations, organizations should revise the appropriate record
system notices to indicate that the off-site system location is authorized.
10. CAN FLEXJPLACE ACCOMMODATE HANDICAPPED EMPLOYEES?
Yes. Current employment efforts which focus on accommodating handicapped
employees in the regular office environment wW continue, but such efforts can be supplemented
by Flexiplace. Some severely disabled individuals can not commute to work or work for long
periods without rest. Special computer technology and telecommunications can enable them
to be valuable home workers.
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CHJLDCARE AND TAXES
1. WILL THE FLEXIBLE WORKPLACE PROGRAM REDUCE CHEJKARE
COSTS?
Generally, no. Studies show that work at home and chUdcore art generuGy not
compatible. Young children create too many distractions for the parent working at horn:.
Flenplace vs not intended to serve as a suhttifute for child can. However, flexipiace may
reduce chSd care costs by reducing the number of hours of can necessary due to time saved
commuting. In some cases, it could dimmate the need for before and after school daycare.
The opportunity to participate pi the propam is offend oniy with the understanding that
it is the responsibility of the employee to ensure , that a proper work environment is maintained
(e&, dependent can arrangements an made so as to not interfen with the work, personal
disruptions suck or non-busmexs telephone caSs end visitors at kept to a minimum, etc.).
The employee and his/her fartufy should understand that the home office is just thai, a space
set aside for die employee to wort. Family responsibilities must not inierfen wUh work time
at home.
2 DOES AN EMPLOYEE WHO USES A PORTION OF HIS OR HER . HOME
QUALIFY FOR ANYFEDERAL TAX DEDUCTIONS!
Generally, no. However,employees should consub their tax advisor or the Intemat
Revenue Service for Information- m tax lam and interpretations that address their specific
circumstances.
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FOCUS GROUPS
1. WHAT AXE FOCUS GROUPS AND WHAT BENEFIT DO THEY SERVE?
Flaiplace focus groups consist of 5 to 15 participants (employees and supervisors may
wish to meet in separate groups) to discuss and short their experience with Flexiplace.
Experience has sham that these meeting wiB help ease participants through adjustment
difficulties; provide information, ideas, and techniques for future Flexiplace program planning;
and enhance work-related personal contacts. They also provide a source of spontaneous
evaluation information on the Flaiplace program.
2 WHAT IS THE ROLE OF A FACILITATOR?
The Flaiplace Coordinator should arrange for facilitators andfacilities forfoots groups.
A facilitator should give participants time to describe experiences and problems. The facilitator
should encourage constructive solutions. The facilitators should 1 J-Muals with training,
teaching, discussion-leader, or related experience, who v 'iding group
discussions, are interested in facilitating these groups, and ha- It is
recommended that participating employees or supervisors not "Hon.
Immediately upon completion of each focus group meeting, the faalu_ 'heir
notes and prepare a brief summary which should be forwarded to the Ftexiptace %~v*;jmator.
3. WHAT TOPICS SHOULD BE ADDRESSED AT FOCUS GROUP MEETINGS?
The following topics should be included:
• notable incidents/experiences
• successes, positive aspects encountered
• surprises/problems encountered
• solutions tried/results
• group's recommendations
• actions plannedltaken
• ways to improve the usefulness of focus groups
4. WHAT IS REQUIRED IN THE MEETING REPORT?
The report format should be as follows:
• facilitator name, organization name
• meeting date and length
• attendance
• summary/overview of any highlights
• specific discussion points as related to topic outline
• other pointsffacilitator comments
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PpTALLS TO AVOID
Mary pftke common pitfalls and traps that new fladplace employees and their
supervisors may encounter have already been identified. Fortunatefyj ways to avoid these
situations have also been developed Much afjhe training for employees and their supervisors
addresses how to get started correctly and how to deal with problem situations as they arise.
The following are examples of some cf the common pitfaEs and traps to avoid:
* Managers plan important meetings during scheduled work at home days.
Alternative: Set up a conference celL
* Co-workers doni know when the employee wSI be bi the office. There is a
general sense that the employee i^never around."
Alternative: Past a schedule what each employee is in the office and when they
are out (either at home or on approved leave).
* Managers and employees do not have a clear understanding of work
expectations.
Alternative: Define work expectations m advance to avoid misunderstanding.
* Co-workers are not able to contact the employee (and are sometimes actively
discouraged). Clerical staff are unclear on how or when to contact the
employee There is a reluctance to call employees at home on their
fladplace days.
Abemattvei Provide naff vdih fladplacephone number* Encourage staff to call
employee ori ftoiptmx days, Supervisors should se^anausmple by ca&ng
employees on dtewnome-work days and insisting that others continue to transact
business with employees working at home.
* 'Employees are reluctant to leave the phone on their flexiplace days, even to use
dterestroom or take a break, because someone who called might think they are
notworking.
Alternative: Use an answering machine to take messages during your absences.
Follow up with people immediately upon your return.
° Employees run into technical problems with their computers and no one is
available to assist them.
29
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Alternative: Establish procedures for call-in trouble shooting.
• Flexiplace is joked about as "goofing off." Flexiplace days are referred to by co-
workers as days off.!
Alternative: Explain or distribute benefits of flexiplace to other staff members.
Make visible the work products that the flanplace employee produces while
working at home.
• Employee feeb a sense of isolation and loss of interaction with co-workers.
Alternative: Establish arrangements where the employee reports to the office a
minimum of two days a week.
Encourage active communication via e-mail, voice maSt,
and telephone between telecommuters and the office staff.
• Home/work boundaries art blurred.
Alternative: Keep your office separate from your living area by placing it in a
separate room as far removed from the Eving area as passible. Keep a definite
schedule of work tune and personal time and stick to iL
• The organization incurs additional expenses associated with the provision of
equipment and services such as telephone charges for computer connections and
long-distance calls.
Alternative: Weigh additional costs against current and projected organizational
needs. Factor in office space savings, potential recruitment savings, savings in
training funds, and ether "bottom line? saving? to the organization.
30
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NN >
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Managing HIV/AIDS in the Workplace
A Resource for EPA Managers and Supervisors
September 15,1994
APPENDIX C
FLEXITIME
C-l
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Managing HIV/AIDS in the Workplace s«pt*mb«r 15, iw«
A Resource for EPA Managers and Supervisors
C-2
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Environmental
Protection NOTICE
Agency
August 27, 1976
HrADDOARTERS FLSHTTMr PROGRAM
On July 19, 1978, Agency management concurred in the recommendation
of the Headquarters Flexitime Commie tee to adopt Flexitime on a
permanent basis for all of Headquarters. This adoption comes after a
successful experiment in the alternative work pattern. We
implemented the Headquarters Flexitime Program in November 1976 with
a pledge of periodic program evaluation, and the Program has met with
favorable managerial and employee reception. Many EPA field
facilities and other Federal agencies experimenting with work hours
have used our program as a role model. Prior to this permanent
adoption, che Headquarters Flexitime Committee, composed of
representatives of the various administrative functions and a
representative of the local union, conducted two evaluations—one In
June of 1977 and one in late ttarch of 197B. Your responses to both
of these inquiries were overwhelmingly podtive. On the basis of
these evaluations and the subsequent recommendations of Che
headquarters Flexitime Committee, the Agency has made its decision to
aaopt Flexitime permanently in Headquarters.
7o summarize che results of the latest survey, to which almost half of
tieaaauarters employees responded, 91.3 percent of che employees favored
continuation of the program; 4.6 percent opposed it; and 4.1 percent were
unaeciaed. Of the supervisors responding, over four-fifths felt Flexi-
time has had a positive effect on the overall operation of the
headquarters facility, with 44.9 percent indicating a decrease m over-
time expenses ano over half indicating an increase in productivity.
Employees also cited significant reductions in annual and sick, leave
usage as well a6 commuting time, along with increases in Job satisfaction,
Individual productivity, and additional time for recreationaJ., educational,
family, aud other acclvlties.
Io reiterate the basics of the Flexitime Program, all full-time
employees must work or otherwise account for eight hours per day plus
the lunch time. Our core period, which is che period of time during
which all full-time employees muse be on the Job, consists of the
hours 9:30 a.m. - 3:30 p.m. Our flexible bands, which are chose
periods of time during which employees may request their times of
arrival and departure, are 7:00 - 9:30 a.m. and 3:30 - 6:00 p.m. Our
Dist All Headquarters Employees
13ii-n n-rj)
initiated by'
PM-212
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customer band, vhieh is the portion of the day during which we
guarantee a full range of services, is 8:00 a»m. - 4:30 p.m.
Employees desiring new Flexitime schedules must complete EPA Form
3160-3, Request for Flexible Hours, and submit it to their supervisor
for approval. Schedules are to be compatible with the employing
organization's seeds and must not interfere with the efficiency or
effectiveness of job -performance.
For additional Program details, see "Flexitime in EPA: A Handbook for
Supervisors and Employees," issued at the Program's inception in October
1976. This Handbook remains as the basis for the Headquarters Flexitime
Program, virh che exception of the provisions for time accounting,
detailed on pages four and five. As revised in 1977, the Headquarters
Flexitime Program oo longer imposes such extra reporting requirements.
Managers electing to impose the extra requirement must impose the time
accounting requirement on a uniform basis, with all employees in their
organizations subject to it. This authority—to require additional
reporting or not—lies vich individual staff office heads and division
directors and may not be reassigned.
Additional copies of the Headquarters Flexitime Handbook are available ill
Roots 3910, Waterside Hall. Address questions on the program to Ageney
Flexitime Coordinator (Ms. Laurie May) on 755-2620.
V
Acting Deputy Assistant
Administrator for Administration
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UNITED STATES ENVIRONMENTAL PROTECTION AGENCY
SUBJECT: Flexitime ir EPA Headquarters
date OCT 2 2 19/5
Alvin L. Aim
FROM: Assistant Administrator
far Planning and Management
All Headquarters Employees
1 am pleased to announce that Flexitime will be adopted
in EPA Headquarters for a one year test period beginning
November 15, 19*76. The program will begin upon your
office's implementation of the Flexitime procedures. If
you are not ready to implement the program by November 15,
it will then commence at a subsequent pay period.
To provide Headquarters personnel with a reference on
the Flexitime program, we have developed the attached
"Flexitime in EPA: A Handbook for Supervisors and
Employees." Employees meetings will be held on Flexitime
in late October and early November. Also, Personnel
Management Division staff can be reached on 755-2630 to
answer any questions on Flexitime. 1'our suoorvisor should
also serve as a source of Flexitime guidance to you as you
plan a schedule compatible with your organization's needs.
We want to emphasize the importance of your full cooperation
in making Flexitime work in EPA. You should have a thorough
understanding of how the program operates and realize that
the use of Flexitime cannot in any way interfere with the
efficiency and effectiveness of your iob performance.
Attachment
EPi. Fan, 133U4 IB,,. 4.77)
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FLEXITIME IK EPA
A HANDBOOK FOR
SUPERVISORS AND EMPLOYEES
s%
iSl!
\ PR0^0
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PURPOSE
rwir. *an3took has three major objectives:
1. To acquaint all EPA-aeadquarters aployees with the oanoES* of flexible
work hours (Flexitime; and its benefits.
2, Ho ^ the EPA-aa model - the degree of flexibility possible and
tte ianitations.
3 To provide supervisors and aplpyees «Ltfa a quick and authoritative
reference, which will provide infontatian and answer questions on all
ma^or aspects of tbE work environment vbirh xaigfat be affected By the
introduction of Flexitime.
THE COM^PT
What is Flexitime? Tie «"!¦' is sisple. Faxed times of arrival and
i-.prvBT—irrp ara replaced by a working day oenposed of tvro different types
of" tines: core tame and flexible time.
Oore tiroe is the pcn-ina of hours designated during which all eiplcyees must
oe on the 30$. Flexible tine is all the tine designated as part ctf the
schedule of vork hours within which. anployees nay choose times of arrival
and departure rrm the affloe. Cs two requirerents of Flepcitme an EPA-HQ
are, tnerefore: (1) that each full-time ejplqyee must be on the job during
core time and (2) each full-time employee must wotrX or otherwise account
for B hours plus limch each, tey of tfre live-day worX week.
Because of specific job regujrenents in sane offices the same degree of
personal choice may not he possible for all eiplqyees. As a result, there
will be variations in the degree of flexibility possible fran office-to-
cffice.
Why ifrolgnent Flexitime? It is hoped that the introduction of Flexitime win
nave Benefits for CA-HQ as a whole as well as for individual employees.
Flexitime is being unplenerrted with three najor objectives in mind:
1- 1t> jjrorove the quality of life fcr croloyees. Flexible work hours will
give an employee a new measure of freedom and aontrol over his or her
personal and working life. The cFparturuty to select and to vary
starting and departure tune, within limits, should utprewe the lives
of employees in many ways. Personal pace setting will allow an erployee
to choose the hours vfuch best suit his/her particular situation. Flexi-
time will all®* some employees to travel to and fran war* at other than
peak rush periods. For others, it may mean the opportunity to enroll in
courses which could not be accomodated under our fixed work schedule.
Finally, employees shculd en^oy a greater opportunity to participate in
ocnmumty, family, and leisure activities.
^Tp imoxu^e pilaIuj-Livity. Factors which my contribute to increases in
v*jrx quality and/or quantity in EPA-tC include: the elimination of
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rardu«ss by providing BDSt aployees witn the flerihi lig to select a
personal starting one; quieter hewrsjdiich Stter^an
Schewinrung or the end of the day; and an ureasean job *»ther than
uuc-arientation as tame becomes an eloncnt which each individual can
control.
-i fo increase service- The warking hours of other Federal agencies in ^
tne Washington area are already staggered and therefore eertaanageneies
are operating at tunes when ffifc-HD is not. Headquarters, located in
the Eastern tine zone, has previously been closed for busmen (4:30 p.m.)
when the time on toe West Coast is only 1:30 pja. Bierefore, aooss the
country, as well as id our own WashingUai area, seCTioe nay be increased.
Likewise, Flexitime should result in increased service to the public.
HE EPA PROGRAM
The epa-K? Flexitime experiment wall run for one year, with periodic evalua-
tions scheduled to assure that the piuu-aw is supportive of the Jigency mission,
and vail be continued if decxned successful. The B>A-Headquarters Flexitime
program will consist of U operation hours with a six hour core time. All
full-time employees must work or otherwise account far 6 hours each day plus
the lunch period. The following diagram illustrates the flexible and custooer
Kanric: and the core times established for fffc-HQ.
Flexible
Core Time
Flexible
Band
Band
7:00 a.n.
9:30 a.m. 3:30 p.m.
Customer Band
B:00 a.m.
6:00 p.m.
4:30 p.m.
Cur core period —that period of time during which all etployees must be
on the job — will consist of the hours 9:30 a.m. - 3:30 p.m.
Our flexible bands — those periods during which enplqyees may select tuies
of arrival and departure — are 7:00 - 9:30 a.m. and 3:30 - 6:00 p.m.
(^ur custaner band that portion of the day during which we guarantee a
full range of services to the public — will ronam 8:00 - 4:30.
Qnployees will, via written application, request of their supervisors approval
of their preferred vork schedule. Hie approved schedule must be firm and
uniform, i.e. the sane starting and departure time daily, with the following
exceptions:
Individuals whose supervisors acrree raav wish to schedule
their arrivals for different tunes on the various days of
the week, e.g. regular Monday arrival at 9:00 a.m. and
regular Tuesday through "Friday arrival at 7:00 a.m.
Single incidents of pre-approved change will be allowed e a for **
- 2 -
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r ,-nrrcr tjiii be allowed to deviate can either side of their approved.
' hy up to 15 minutes as long as they work their full eight
hours-
Each asDlovee must take the normally scheduled half-hour lunch period
during care tune. IMll-trae employees narking an ^^-hourd^ v,^
^Seir workday % tears after arrival « the off^Asupei^
may not schedule an employee's lunch period during the fir^hour
(9:30 ajn. - 10:30 a.m.) or the last hour f2:30 pjn. - 3:30 p.m.) o.
the rare period.
With hours beginning at 7:00 a.m. and ending at 6:00 p-m., the
earliest, departure will occur at 3:30 pja- for these etployees
arriving at 7:00 a.m. For those selecting the latest possible arrival
at 9:30 a.m., canpletion of the 8-hour work day will be at 6:00 p.m.
(Night shift differential pay would be required far GS snployees on duty
after 6:00 p.m.)
PARTICIPATION
Although it is the intent of this plan to allow flexible hours to the
extent consistent with effective completion of the Agency mission, it is
important that all eiployees understand that there are a number of unique
situations wrvere use of flexible hours may Tiot be practical or where they
may not be to obtain the precise arrival and departure times of their
croioe. For exanple:
- Flexible hours may not be usable in offices where there are
rotating shifts or for certain "production line" or "team"
positions where the total work of a group depends on the
presence of all msnbers of the group.
- Flexitime nay not be appropriate during a period of adjtistsnent
for new erolcyees, or far employees participating m particular
training programs.
~ Because of the need to coordinate hours to assure office coverage,
supervisors may not always be able to allow individual eiployees
tne flexible schedules of their choice.
fl.1 EPA--KQ enplcyees will he allowed to flex except those reccrmended by
Division Directors and equivalents and designated by AAJs, DAA's and Staff
Office Heads as key designees. Key designees are those eiplcvees wtose
auties require responsiveness at particular hours of the day to other EPA
employees, to other Federal officials, or to the public. Ettplcyees so
designated will have individually determined schedules allowing the maxinumi
practical anount of flexibility consistent with the duties of their positions.
Key designations, to be made in writing by an authorized official, will be
kept to an roimnnm.
It is important that all participants understand that the flecible hours
p,la-'1? a tight given to etplcyees; rather, it is a privileae arant«3
ZSZZfSSZ* "MM—11 — - —t»»*S22^S2
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ftn
General
* for Tieaxae in SH5 Kill include!
o Kitten xmr*m. ly the tte «yenrig»r far spproml of
Fleadtne, via EPA Farm 3160-3 tAttnclnent No. A> •
o Supervisory review and of "fTft schedules* with
Division Director get equivalent, del t*i iinnntinn of overall «™*m»
Flesd-tuue plan.
o & iwgative be made either st the initial
visory level or at the Division Director or equivalent level, the
responsible for the dwisirm must provide thrmxyh channels
a written statsnent describing the reason to the revi&r level.
o review level is as DAA or Staff Offi hp Bead far
minttjcns ™iA> the division cr equivalent level* ftsviAS of
decisions nade at ViSg^**r tmjmriTwHnna') levels rinilri be made, by
"^f-irnwic at the next echelon of management. When an autlnrirptl
review authority concurs in the ***** muiitwt-iwn that use of flexible
hours would impair- the ability of a unit to function properly, the
use of flexible hours nay be dpnird to appropriate individuals or
grcups. Any significant reduction in the ability of a group or an
individual to imifanri required duties, resulting fras the use of
flexible hours, will be sufficient season for the suspension or
sanation of fleicihle hours. However, full understanding of the
far not using flexible hours is desirable, and exueirt. in anergency
situations, the ran sons should be made known in writing to the affected
individuals or groups.
Oaiaes
Employees may change their schedule by following the initial procedure out—
3 inpri above. Die procedure for requesting a change is thus to suksnit a new
EPA Fonri 3160-3 to your imnedi&te supervisor. Single incidents of pr^ approved
changes will be allcwad without of *-h-ic epa Forai. The is
rtquired only where an enployee wishes to change a weekly sctedule, i.e. a
change caiprising more than a single incident- Employees are ixst
to abuse this rescheduling option through overuse.
Time Accounting
Floahle scheduling of wrk requires that eaplpyees aid supervisors <-¦¦¦-
more acutely avare of arrival and departure tones and of total hours worked.
Such being the case, toe alternative methods of tine usmtim
wthon epmq for meeting this increased respcnsihmST^SiStohe^
may select one of the methods detailed or a combination ttereof s
1) Honor Systm. Enplcyees maintain their own daily of tin
of axnval and departure and of total hours worked on a standardized
- 4 «
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Farm #2560-15- Thsy sutxmt. on e biweekly basis, this signec sirmar-
(^aetoent No. 2) to their timekeeper. Such a report would it. no
way replace current ikgencywioe timekeeping procedures or respon-
sibilities, i.e. tanecards, etc.
51 Sim ln/Siem Out Sheets. These may be used independently or in
conjunction with the honor systaa, as defined above- Neither
nethad replaces current Agencyvdde timekeeping procedures or
fn^nwci M1 -i -htcc . i.e. TTTHPTHTdS, etC.
General Services
Par the convenience an3 ready reference of EPA-HQ enplcyees who nay, under
Flexitime, be working either earlier or later than at present, the following
information has been gathered.
»iriium nns Mrinaqgnent
- The Ccnrnunications Center will be staffed to service Headquarters
offices fran 7:30 a.m. to 5:30 p.m. Teleticketing, facsimile, and
teletypewriting services will be available.
- The Telephone Installation and Modification Service will be staffed
for your convenience iron 7:00 a.xa. to 4:30 p.m.
- The Telephone Locator Service will be staffed to serve you fran 8:00
a.m. to 4:30 p.m.
Asmnistrative Operations
- Tns Mail and Messenger Unit will be staffed fran 8:00 a.m. to 4:30 p.m.
Outgoing official mail may be deposited m the mail drop at door 3712
K5M after 4:30 p.m.
- The Parking and Transportation Office will be staffed fran 8:00 a.m.
to 4:30 p.m. Employees seeking assistance in the formation of new
carpools or in altering existing ones, call 755-2820.
~ Ths Office Services Unit, handling job order wsrk, such as the moving
cf partitions or wall painting, and laboring service, will be staffed
fran 8:00 a.m. to 4:30 p.m.
~ Trouble Desk will be staffed fran E:00 a.m. to 4:30 p.m. A
Coae-a-pjTone has beer installed to accept any routine trouble calls
outside these hours. BnerQency calls involving damage to Government
property, life, or limb will be advised to call the Security Guard
naiiber. The Trouble Desk number is 755-2794.
Lighting
Brployees are asked to help minimize oar electrical usage during Flexitime
by turning out their lights upon leaving their offices.
- 5 -
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liont-ino and Pooling
Services will be provided far office farilit.ire throughout the 7:00 ajn.
to B:00 p.m. day.
All WSM and Crystal Mall *2 Building Bitrances and Seits will open at
6:30 a.m. and close at 6:30 p.m. so that eiplcyees an Flexitime will be
fully *' Access will be linntpri but available during surround-
ing tine periods, when signing in and out will be required.
Bnplqyees at our Beltsville facility have unlimited building access- Wh
eiployees at the South Agriculture building will be required to sign in
if" arriving prior to 7:00 bj&.
Garacie-Waterside fall
Parking attendants will be on duty fron 6:30 a.m. to 7:00 p-m. Bqslqyees
desiring guard escort service to their cars during non-peak departure hours
may call 753-1164. This service is available until 10:30 pun.
Supervisors or employees requiring clarification of any feature
of the Flexitime program may call the Personnel lianagement Division's
FLDJTIME HOTLINE, 753-2630 ror rurtner mrorrmii-|nTi.
Attachments
- 6 -
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Attachment. No. -
HT-prrt-rgT FOR FLEX I HI E HOURS
To: Supervisor
I request that under Flexitime the following work hours be established
far me daily. Include arrival and departure times.
Qnployee Signature
Approved
Disapproved
Immediate Supervisor
If Disapproved:
Concurred
Nonconcurred
DAA, Staff Office Head, or Higher Level Official
Copies of caTpleted requests are to be returned to initiating employees,
with timekeepers receiving copies of all approved scnedules.
EPA Form 3160-3 (draft)
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Attadznezit No. 2
rMPTnvTT? .5 PAY PERIOD FLDOIME HEPQKT*
TOTAL HRS.
SL
OTHQt
Su
M
T
W
TO
F
Sa
Su
M
T
W
Th
F
Sa
TOTAL
Signature of Biplcyee
•Hours worked beyond normal tours of duty must be approved in advance for
overture ccnpensation/medit for oanpensatory tine.
CA Form 2560-19 (draft)
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<
n it*
*1 i
V> T3
» T3
re
hg a
S °*
8 ST
o
s
VI
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Managing HIV/AIDS in the Workplace
A Resource for EPA Managers and Supervisors
September 15,1994
APPENDIX D
UNIVERSAL PRECAUTIONS
Occupational Exposure to Blood borne
Pathogens; Final Rule
D-l
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Friday
December 6, 1991
Part II (Excerpts)
Pages 64175 thru 64182
Department of Labor
Occupational Safety and Health
Administration
29 CFR Part 1910.1030
Occupational Exposure to Bioodborne
Pathogens; Final Rule
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Federal Register / Vol. 56. No. 235 / Friday. December 6. 1991 / Rules and Regulations 64175
XI. The Standard
General Industry-
Part 1910 of title 29 of the Code of
Federal Regulations is amended as
follows
PART 1910-J AMENDED)
Subpart Z—I Amended ]
1. The general authority citation for
subpart Z of 29 CFR part 1910 continues
lo read as follows and a new citation for
S 1910.1030 is added:
Authonty: Sect. 6 and B. Occupational
Safety and Health Act. 29 U.S.C 655.657.
Secretary of Labor s Orders Nos. 12-71 (36 FR
87541. *-76 (41 FR 250591. or 9-83 ( 4fl FR
35736), ai applicable, and 29 CFR part 1B11
• * « • •
Section 1B101030 alio issued under 29
U S.C. 653
• • • • •
2. Section 1910.1030 is added to read
as follows'
S 1910.1030 Bloodbome Pathogens.
(a) Scope and Application. This
section applies to all occupational
exposure to blood or other potentially
infectious materials as defined by
paragraph (b) of this section.
(b) Definitions. For purposes of this
section, the following shall apply
Assistant Secretary means the
Assistant Secretary of Labor for
Occupational Safety and Health, or
designated representative
Blood means human blood, human
blood components, and products made
from human blood.
Bbodbome Pathogens means
pathogenic microorganisms that are
present in human blood and can cause
disease in humans These pathogens
include but are not limited lo. hepatitis
B virus (HBV) and human
immunodeficiency virus (HIV)
Clinical Laboratory means a
workplace where diagnostic or other
screening procedures are performed on
blood or other potentially infectious
materials
Contaminated means the presence or
the reasonably anticipated presence of
blood or other potentially infectious
materials on an item or surface
Contaminated Laundry means
laundry which has been soiled with
blood or other potentially infectious
materials or may contain sharps
Contaminated Sharps means any
contaminated object that can penetrate
the skin including, but not limited to.
needles, scalpels, broken glass, broken
capillar)' tubes, and exposed ends of
dental wires
Decontamination means the use of
physical or chemical means to remove.
inactivate, or destroy bloodbome
pathogens on a surface or item to the
point where they are no longer capable
of transmitting infectious particles and
the surface or Hem is rendered safe for
handling, use. or disposal.
Director means the Director of the
National Institute for Occupational
Safety and Health. U.S. Department of
Health and Human Services, or
designated representative.
Engineering Controls means controls
(e.g. sharps disposal containers, self-
sheathing needles) that isolate or
remove the bloodbome pathogens
hazard from the workplace.
Exposure Incident means a specific
eye. mouth, other mucous membrane,
non-intact skin, or parenteral contact
with blood or other potentially
infectious materials that results from-the
performance of an employee's duties.
Handwashing Facilities means a
facility providing an adequate supply of
running potable water, soap end single
use towels or hot air drying machines.
Licensed Healthcare Professional is a
person whose legally permitted scope of
practice allows him or her to
independently perform the activities
required by paragraph (f) Hepatitis B
Vaccination and Post-exposure
Evaluation and Follow-up.
HBV means hepatitis B virus.
HIV means human immunodeficiency
virus.
Occupational Exposure means
reasonably anticipated Bkin. eye.
mucous membrane, or parenteral
contact with blood or other potentially
infectious matenals that may result from
the performance of an employee's
duties
Other Potentially infectious Materials
means
(1] The following human body fluids:
semen, vaginal secretions, cerebrospinal
fluid, synovial fluid, pleural fluid,
pericardial fluid, peritoneal fluid,
amniotic fluid, saliva in denial
procedures, any body fluid that is
visibly contaminated with blood, and all
body fluids in situations where it is
difficult or impossible lo differentiate
between body fluids:
(2) Any unfixed tissue or organ (other
than intact skin) from a human (living or
dead), and
{3) HIV-containing cell or tissue
cultures, organ cultures, and HIV- or
HBV-containing culture medium or other
solutions, and blood, organs, or other
tissues from experimental animals
infected with HIV or HBV.
Parenteral means piercing mucous
membranes or the skin barrier through
such events as needlesticks. human
biles, cuts, and abrasions.
Personal Protective Equipment is
specialized clothing or equipment worn
by an employee for protection against a
hazard. General work clothes (e.g .
uniforms, pants, shirts or blouses) not
intended to function as protection
against a hazard are not considered to
be personal protective equipment
Production Facility means a facility
engaged in industrial-scale, large-
volume or high concentration production
of HIV or HBV
Regulated Waste means liquid or
semi-liquid blood or other potentially
infectious matenals: contaminated items
that would release blood or other
potentially infectious matenals in a
liquid or semi-liquid state if compressed:
items that are caked with dried blood or
other potentially infectious matenals
and are capable of releasing these
matenals dunng handling: contaminated
sharps; and pathologtcal and
microbiological wastes containing blood
or other potentially infectious malenals.
Research Laboratory means a
laboratory producing or using research-
laboratory-scale amounts of HIV or
HBV. Research laboralones may
produce high concentrations of HIV or
HBV but not in the volume found in
production facilities.
Source Individual means any
individual, living or dead, whose blood
or other potentially infectious matenals
may be a source of occupational
exposure to the employee. Examples
include, but are not limited to. hospital
and clinic patients: clients in institutions
for the developmentallv disabled,
trauma victims: clients of drug and
alcohol treatment facilities, residents of
hospices and nursing homes: human
remains: and individuals who donate or
sell blood or blood components
Sterilize means the use of a physical
or chemical procedure to destroy all
microbial life including highly resistant
bactenal endospores
Universal Precautions is an approach
to infection control. According to the
concept of Universal Precautions, all
human blood and certain human body
fluids are treated as if known to be
infectious for HIV. HBV. and other
bloodbome pathogens
Work Practice Controls means
controls that reduce the likelihood of
exposure by altenng the manner in
which a task is performed (e.g..
prohibiting recapping of needles by a
two-handed technique)
(c) Exposure control—(1) Exposure
Control Plan, (i) Each employer having
an employee(s) with occupational
exposure as defined by paragraph (b) of
this section shall establish a wnlten
Exposure Control Plan designed to
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Federal Register / Vol. 58. No. 235 / Friday. December 6. 1991 / Rules and Regufations
eliminate or minimize employee
exposure
(ii) The Exposure Control Plan shall
contain al least the following elements:
(A) The expooure determination
required by paragraph(c)(2).
fB) The schedule and method of
implementation for paragraphs (d)
Methods of Compliance, (e) HIV and
HBV Research Laboratories and
Production Facilities, (f) Hepatitis B
Vaccination and Post-Exposure
Evaluation and Follow-up. (g)
Communication of Hazards to
Employees, and (h) Recordkeeping, of
this standard, and
fC) The procedure for the evaluation
of circumstances surrounding exposure
incidents as required by paragraph
(f)(3)(i) of this standard.
(iii) Each employer shall ensure that a
copy of the Exposure Control Plan is
accessible to employees in accordance
with 20 CFR 191020(e).
(iv) The Expooure Control Plan shall
be reviewed and updated at least
annually and whenever necessary to
reflect new or modified tasks and
procedures which affect occupational
exposure and to reflect new or revised
employee positions with occupational
exposure.
(v) The Exposure Control Plan shall
be made available to the Assistant
Secretary and the Director upon request
for examination and copying.
(2j Exposure determination, ff J Each
employer who has on employee(s) with
occupational exposure as defined by
paragraph (b) of this section shall
prepare an exposure determination. This
exposure determination shall contain
the following
(A) A list of all |ob classifications in
which all employees in those job
classifications have occupational
exposure.
(B) A list of job classifications in
which some employees have
occupational exposure, and
(C) A list of all tanks and procedures
or groups of closely related task and
procedures in which occupational
exposure occurs and that are performed
by employees in job classifications
listed in accordance with the provisions
of paragraph (c)(2)(i)fB) of this standard.
(ii) This exposure determination shall
be made without regard to the use of
personal protective equipment.
(d) Methods of compliance—(])
General— Universal precautions shall be
observed to prevent contact with blood
or other potentially infectious materials.
Under circumstances ui which
differentiation between body fluid types
is difficult or impossible, all body fluids
shall be considered potentially
nfectious materials.
(21 Engineering and work practice
controls, (i) Engineering and work
practice controls shall be used to
eliminate or minimize employee
exposure. Where occupational exposure
remains after institution of these
controls, personal protective equipment
shall also be used.
(ii) Engineering controls shall be
examined and maintained or replaced
on a regular schedule to ensure their
effectiveness.
(iii) Employers shall provide
handwashing facilities which are readily
accessible to employees.
(iv) When provision of handwashing
facilities is not feasible, the employer
shall provide either an appropriate
antiseptic hand cleanser in conjunction
with clean doth/paper towels or
antiseptic towelettes. When antiseptic-
hand cleansers or towelettes are used,
hands shall be washed with soap and
running water as soon as feasible.
(v) Employers shall ensure that
employees wash their hands
immediately or as soon as feasible after
removal of gloves or other personal
protective equipment.
(vi) Employers shall ensure that
employees wash hands and any other
skin with soap and water, or flush
mucous membranes with water
immediately or as soon as feasible
following contact of such body areas
with blood or other potentially
infectious materials.
(vii) Contaminated needles and other
contaminated sharps shall not be bent,
recapped, or removed except as noted in
paragraphs (d)(2)(vii)(A) and
(d)(2)(vii)(B) below. Shearing or
breaking of contaminated needles is
prohibited.
(A) Contaminated needles and other
contaminated sharps shall not be
recapped or removed unless the
employer can demonstrate that no
alternative is feasible or that such
action is required by a specific medical
procedure.
(B) Such recapping or needle removal
must be accomplished through the use of
a mechanical device or a one-handed
technique.
(viii) Immediately or as soon as
possible after use. contaminated
reusable sharps shall be placed in
appropriate containers until properly
reprocessed. These containers shall be:
(A) Puncture resistant:
(B) Labeled or color-coded in
accordance with this standard:
(C) Leakproof on the sides and
bottom: and
(D) In accordance with the
requirements set forth in paragraph
(d)(4)(ii)(E) for reusable sharps.
(ix) Eating, drinking, smoking,
applying cosmetics or lip balm, and
handling contact lenses are prohibited in
work areas where there is a reasonable
likelihood of occupational exposure.
(x) Food and drink shall not be kept in
refrigerators, freezers, shelves, cabinets
or on countertops or benchtops where
blood or other potentially infectious
materials are present.
(xi) All procedures involving blood or
other potentially infectious materials
shall be performed in such a manner as
to minimize splashing, spraying,
spattering, and generation of droplets of
these substances.
(xii) Mouth pipetting/suctioning of
blood or other potentially infectious
materials is prohibited.
(xiii) Specimens of blood or other
potentially infectious materials shall be
placed in a container which prevents
leakage during collection, handling,
processing, storage, transport, or
shipping.
(A) The container for storage,
transport, or shipping shall be labeled or
color-coded according to paragraph
(g](l)(i] and closed prior to being atored.
transported, or shipped. When a facility
utilizes Universal Precautions in the
handling of all specimens, the labeling/
color-coding of specimens is not
necessary provided containers are
recognizable as containing specimens.
This exemption only applies while such
specimens/containers remain within the
facility. Labeling or color-coding in
accordance with paragraph (g)(l)[i) is
required when such specimens/
containers leave the facility.
(B) If outside contamination of the
primary container occurs, the primary
container shall be placed within a
second container which prevents
leakage during handling, processing,
storage, transport, or shipping and is
labeled or color-coded according to the
requirements of this standard.
(C) If the specimen could puncture the
primary container, the primary container
shall be placed within a secondary
container which is puncture-resistanl in
addition to the above characteristics.
(xiv) Equipment which may become
contaminated with blood or other
potentially infectious materials shall be
examined prior to servicing or shipping
and shall be decontaminated as
necessary, unless the employer can
demonstrate that decontamination of
such equipment or portions of such
equipment is not feasible.
(A| A readily observable label in
accordance with paragraph (g)(l)(i)(H)
shall be attached to the equipment
stating which portions remain
contaminated.
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Federal Register / Vol. 56. No. 235 / Friday. December 6. 1991 / Rules and Regulations 64177
(B) The employer shall ensure that
this information ii conveyed to all
affected employees, the servicing
representative, and/or the manufacturer
as appropriate, prior to handling,
servicing, or (hipping ao that
appropriate precautions will be taken.
(3) Personal protective equipment—(i)
Provision. When there is occupational
exposure, the employer shall provide, at
no cost to the employee, appropriate
personal protective equipment such as.
but not limited to. gloves, gowns,
laboratory coats, face shields or masks
and eye protection, and mouthpieces,
resuscitation bags, pocket masks, or
other ventilation devices. Personal
protective equipment will be considered
"appropriate" only if it does not permit
blood or other potentially infectious
materials to pass through to or reach the
employee's work clothes, street clothes,
undergarments, skin. eyes, mouth, or
other mucous membranes under normal
conditions of use and for the duration of
tune which the protective equipment
will be used.
(ii) Use. The employer shall ensure
that the employee uses appropriate
personal protective equipment unless
the employer shows that the employee
temporarily and briefly declined to use
personal protective equipment when,
under rare and extraordinary
circumstances, it was the employee's
professional judgment that in the
specific instance its use would have
prevented the delivery of health care or
public safety services or would have
posed an increased hazard to the safety
of the worker or co-worker. When the
employee makes this judgement the
circumstances shall be investigated and
documented in order to determine
whether changes can be instituted to
prevent such occurences in the future.
(hi) Accessibility. The employer shall
ensure that appropriate personal
protective equipment in the appropriate
sizes is readily accessible at the
worksite or is issued to employees.
Hypoaliergenic gloves, glove liners,
powderless gloves, or other similar
alternatives shall be readily accessible
to those employees who are allergic to
the gloves normally provided
(iv) Cleaning. Laundering, and
Disposal The employer shall clean,
launder, and dispose of personal
protective equipment required by
paragraphs (d) and (e) of this standard,
at no cost to the employee.
|v) Repair and Replacement. The
employer shall repair or replace
personal protective equipment as
needed to maintain its effectiveness, at
no cost to the employee.
I vi) If a garment|s) is penetrated by
blood or other potentially infectious
materials, the garment(s) shall be
removed immediately or as soon as
feasible.
(vii) All personal protective
equipment shall be removed pnor to
leaving the work area.
(viii) When personal protective
equipment is removed it shall be placed
in an appropriately designated area or
container for storage, washing,
decontamination or disposal.
(ix) Cloves. Gloves shall be worn
when it can be reasonably anticipated
that the employee may have hand
contact with blood, other potentially
infectious materials, mucous
membranes, and non-intact skis; when
performing vascular access procedures
except as specified in paragraph
(d](3](ix)(D): and when handling or
touching contaminated items or
surfaces.
(A) Disposable (single use) gloves
such as surgical or examination gloves,
shall be replaced as soon as practical
when contaminated or as soon as
feasible if they are torn, punctured, or
when their ability to function as a
barrier is compromised.
(B) Disposable (single use) gloves
shall not be washed or decontaminated
for re-use.
(O Utility gloves may be
decontaminated for re-use if the
integrity of the glove is not
compromised. However, they must be
discarded if they are cracked peeling,
torn, punctured, or exhibit other signs of
deterioration or when their ability to
function as a bamer is compromised.
(D) If an employer in a volunteer
blood donation center judges that
routine gloving for all phlebotomies is
not necessary then the employer shall'
(1) Periodically reevaluate this policy;
(2) Make gloves available to all
employees who wish to use them for
phlebotomy:
(J) Not discourage the use of gloves
for phlebotomy, and
(4) Require that gloves be used for
phlebotomy in the following
circumstances:
(/) When the employee has cuts,
scratches, or other breaks in his or her
skin:
(/V) When the employee judges that
hand contamination with blood may
occur, for example, when performing
phlebotomy on an uncooperative source
individual; and
[iii] When the employee is receiving
training in phlebotomy.
(x) Masks. Eye Protection, and Face
Shields. Masks in combination with eye
protection devices, such as goggles or
glasses with solid side shields, or chin-
length face shields, shall be worn
whenever splashes, spray, spatter, or
droplets of blood or other potentially
infectious materials may be generated
and eye. nose, or mouth contamination
can be reasonably anticipated
|xi) Gowns. Aprons, and Other
Protective Body Clothing. Appropriate
protective clothing such as. but not
limited to. gowns, aprons, lab coats,
dime jackets, or similar outer garments
shall be wom in occupational exposure
situations. The type and characteristics
will depend upon the task and degree of
exposure anticipated.
fxii) Surgical caps or hoods and/or
shoe covers or boots shall be wom in
instances when gross contamination can
reasonably be anticipated (e.g..
autopsies, orthopaedic surgery).
(4) Housekeeping, (i) General
Employers shall ensure that the worksite
is maintained in a clean and sanitary
condition. The employer shall determine
and implement an appropriate written
schedule for cleaning and method of
decontamination based upon the
location within the facility, type of
aurface to be cleaned, type of soil
present and tasks or procedures being
performed in the area.
(ii) All equipment and environmental
and working surfaces shall be cleaned
and decontaminated after contact with
blood or other potentially infectious
materials.
(A) Contaminated work surfaces shall
be decontaminated with an appropriate
diamfectant after completion of
procedures: immediately or as soon as
feasible when surfaces are overtly
contaminated or after any spill of blood
or other potentially infectious materials:
and at the end of the work shift if the
surface may have become contaminated
since the last cleaning
(B) Protective coverings, such as
plastic wrap, aluminum foiL or
imperviously-backed absorbent paper
used to cover equipment and
environmental surfaces, shall be
removed and replaced as soon as
feasible when they become overtly
contaminated or at the end of the
workshift if they may have become
contaminated during the shift.
(C) All bins, pails, cans, and similar
receptacles intended for reuse which
have a reasonable likelihood for
becoming contaminated with blood or
other potentially infectious materials
shall be inspected and decontaminated
on a regularly scheduled basis and
cleaned and decontaminated
immediately or as soon as feasible upon
visible contamination.
(D) Broken glassware which may be
contaminated shall not be picked up
directly with the hands. It shall be
cleaned up using mechanical means.
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641TB Federal Register / Vol. 56. No. 235 / Friday. December 6. 1991 / Rules and Regulations
auch as a brush and dust pan. tongs, or
forceps.
(E) Reusable sharps that are
contaminated with blood or other
potentially infectious materials shall not
be stored or processed in a manner that
requires employees to reach by hand
into the containers where these sharps
have been placed.
(lit) Regulated Waste.
(A) Contaminated Sharps Discarding
and Containment. (J) Contaminated
sharps shall be discarded immediately
or as soon as feasible in containers that
are:
(0 Closable:
(
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Federal Register / Vol. 56. No. 235 / Friday. December S. 1991 f Rules and Regulations 64179
(IJ Vacuum lines shall be protected
with liquid disinfectant traps and high-
efficiency particulate air (HEPA) Alter:
or filters of equivalent or superior
efficiency and which are checked
routinely and maintained or replaced as
necessary
0) Hypodermic needles and syringes
shall be used only far parenteral
iniection and aspiration of fluids from
laboratory animals and diaphragm
bottles. Only needle-locking syringes or
disposable synnge-needle units I i.e.. the
needle is integral to the syringe) shall be
used for the miction or aspiration of
other potentially infectious materials.
Extreme caution shall be used when
handling needles and syringes. A needle
sha'll not be bent sheared, replaced in
the sheath or guard, or removed from the
syringe following use. The needle and
syringe shall be promptly placed in a
puncture-resistant container and
autoclaved or decontaminated before
reuse or disposal.
(K) All spills shall be immediately
contained and cleaned up by
appropriate professional staff or others
properly trained and equipped to work
with potentially concentrated infectious
materials
(L) A spill or accident that results in
an exposure incident shall be
immediately reported to the laboratory
director or other responsible person.
(M) A biosafety manual shall be
prepared or adopted and periodically
reviewed and updated at least annually
or more often if necessary. Personnel
shall be advised of potential hazards,
shall be required to read instructions on
practices and procedures, and shall be
required to follow them
(in) Containment equipment. (A)
Certified biological safety cabinets
[Class I. II. or 111) or other appropriate
combinations of personal protection or
physical containment devices, such as
special protective clothing, respirators,
centrifuge safety cups. Bealed centrifuge
rotors, and containment caging for
animals, shall be used for all activities
with other potentially infectious
materials that pose a threat of exposure
to dropleis. splashes, spills, or aerosols.
IB) Biological safety cabinets shall be
certified when installed, whenever ihey
are moved and at least annually.
(3) HIV end HBV research
laboratories shall meet the following
criteria
(i) Each laboratory shall contain a
factltly for hand washing and an eye
wash facility which is readily available
within the work area.
(n) An autoclave for decontamination
of regulated waste shall be available.
(4) HIV and HBV production facilities
shall meet the following criteria:
(ij The work areas shall be separated
from areas that are open to unrestricted
traffic flow within the building. Passage
through two sets of doors shall be the
basic requirement for entry into the
work area from access comdors or other
contiguous areas. Physical separation of
the high-containment work ares from
access corridors or other areas or
activities may also be provided by a
double-doorad clothes-change room
(showers may be included), airlock, or
other access facility that requires
passing through two sets of doors before
entering the work area.
(ii| The surfaces of doors, walls, floors
and ceilings in the work area shall be
water resistant so that they can be
easily cleaned. Penetrations in these
surfaces shall be sealed or capable of
being sealed to facilitate
decontamination.
(iii) Each work area shall contain a
sink for washing hands and a readily
available eye wash fadlity. The sink
shall be foot, elbow, or automatically
operated and shall be located near the
exit door of the work area.
fivj Access doors to the work area or
containment module shall be self-
closing.
(v) An autoclave for decontamination
of regulated waste shall be available
within or as near as possible to the work
area.
(vi) A ducted exhaust-air ventilation
system shall be provided. This system
shall create directional airflow that
draws air into the work area through the
entry area. The exhaust air shall not be
recirculated to any other area of the
building, shall be discharged to the
outside, and shall be dispersed away
from occupied areas and air intakes
The proper direction of the airflow shall
be verified (i.e.. into the work area).
(5) Training Requirements. Additional
training requirements for employees in
HIV and HBV research laboratories and
KTV and HBV production facilities are
specified in paragraph [g)[2)(ix).
(f) Hepatitis B vaccination and post-
exposure evaluation and fallow-up—(1)
General, (i) The employer shall make
available the hepatitis B vaccine and
vaccination series to all employees who
have occupational exposure, and post-
exposure evaluation and follow-up to all
employees who have had an exposure
incident.
fiij The employer shall ensure that all
medical evaluations and procedures
including the hepatitis B vaccine and
vaccination series and postexposure
evaluation and follow-up. including
prophylaxis, are:
(A) Made available at no cost to the
employee;
(B) Made available to the employee at
a reasonable lime and place.
(C) Performed by or under the
supervision of a licensed physician or
by or under the supervision of another
licensed healthcare professional, and
(D) Provided according to
recommendations of the U-S. Public
Health Service current at the time these
evaluations and procedures take place,
except as specified by this paragraph (0
(iii) The employer shall ensure that all
laboratory tests are conducted by an
accredited laboratory at no cost to the
employee.
(2) Hepatitis B Vaccination, (i)
Hepatitis B vaccination shall be made
available after the employee has
received the training required in
paragraph (g)(2J{vii)(f) and within 10
working days of initial assignment to all
employees who have occupational
exposure unless the employee has
previously received the complete
hepatitis B vaccination series, antibody
testing has revealed that the employee is
immune, or the vaccine is
contra indicated for medical reasons.
(11) The employer shall not make
participation in a prescreening program
a prerequisite for receiving hepatitis B
vaccination.
(iii) If the employee initially declines
hepatitis B vaccination but at a later
date while still covered under the
standard decides to accept the
vaconation, the employer shall make
available hepatitis B vaccination at that
time.
(ivj The employer shall assure that
employees who decline to accept
hepatitis B vaccination offered by the
employer sign the statement in appendix
A.
(v) If a routine booster dose|s) of
hepatitis B vaccine is recommended by
the US. Public Health Service at a
future dale, such booster dose(s) shall
be made available in accordance with
section (f)(l|(iij.
(3) Postexposure Evaluation and
Follow-up. Following a report of an
exposure incident, the employer shall
make immediately available to the
exposed employee a confidential
medical evaluation and follow-up.
including at least the fallowing
elements:
(I) Documentation of the roule(s) of
exposure, and the circumstances under
which the exposure incident occurred;
(ii) Identification and documentation
of the source individual, unless the
employer can establish that
identification is infeasible or prohibited
by state or local law;
(A) The source individual's blood
shall be tested as soon as feasible and
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Federal Regular / Vol. S6. No. 235 / Friday. December 6, 1991 / Rules and Regulations
after consent is obtained in order to
determine HBV and HIV infectivity. If
consent is not obtained, the employer
¦hall establish that legally required
consent cannot be obtained. When the
source individual's consent is not
required by law, the source individual's
blood, if available, shall be tested and
the results documented.
(B) When the source individual is
already known to be infected with HBV
or HIV. testing for the source
individual's known HBV or HTV status
need not be repeated.
(C) Results of the source individual's
testing shall be made available to the
exposed employee, and the employee
shall be informed of applicable laws and
regulations concerning disclosure of the
identity and infectious status of the
source individual.
(iii) Collection and testing of blood for
HBV and HIV serological status:
(A) The exposed employee's blood
shall be collected as soon as feasible
and tested after consent is obtained.
fB) If the employee consents to
baseline blood collection, but does not
give consent at that time for HIV
serologic testing, the sample shall be
preserved for at least 90 days. If. within
90 days of the exposure incident the
employee elects to have the baseline
sample tested, such testing shall be done
as soon as feasible.
fiv) Post-exposure prophylaxis, when
medically indicated, bs recommended
by the U.S. Public Health Service:
(v) Counseling: and
(vi) Evaluation of reported illnesses.
(4) Information Provided to the
Healthcare Professional, (i) The
employer shall ensure that the
healthcare professional responsible for
the employee s Hepatitis B vaccination
is provided a copy of this regulation
(ii) The employer shall ensure that the
healthcare professional evaluating an
employee after an exposure incident is
provided the following information:
(A) A copy of this regulation.
fB) A description of the exposed
employee s duties us they relate to the
exposure incident.
(C) Documentation of the route(s) of
exposure and circumstances under
which exposure occurred:
fD) Results of the source individual's
blood testing, if available, and
IE) All medical records relevant to the
appropriate treatment of the employee
including vaccination status which are
the employer s responsibility to
maintain
(5) Healthcare Professional's Written
Opinion The employer shall obtain and
provide the employee with b copy of the
evaluating healthcare professional's
written opinion within IS days of the
completion of the evaluation.
(i) The healthcare professional's
written opinion for Hepatitis B
vaccination shall be limited to whether
Hepatitis B vaccination is indicated for
an employee, and if the employee has
received such vaccination.
(ii) The healthcare professional's
written opinion for post-exposure
evaluation and follow-up shall be
limited to the following information:
(A) That the employee has been
informed of the results of the evaluation;
and
(B] That the employee has been told
about any medical conditions resulting
from exposure to blood or other
potentially infectious materials which
require further evaluation or treatment
(iii) All other findings or diagnoses shall
remain confidential and shall not be
included in the written report
(6) Medical recordkeeping. Medical
records required by this standard shall
be maintained in accordance with
paragraph (h)(1) of this section.
(g) Communication of hazards to
employees— (l) Labels and signs. (I)
Labels. (A) Warning labels shall be
afTixed to containers of regulated waste,
refrigerators and freezers containing
blood or other potentially infectious
material: and other containers used to
store, transport or ship blood or other
potentially infectious materials, except
as provided in paragraph (g)(l)li)(E). (F)
and (G)
fB) Labels required by this section
shall include the following legend:
&
BHHUIUUJ
BIOHAZARD
(C) These labels shall be fluorescenl
orange or orange-red or predominantly
so. with lettering or symbols in a
contrasting color.
fD) Labels required by affixed as
close as feasible to the container by
string, wire, adhesive, or other method
that prevents their loss or unintentional
removal
(E) Red bags or red containers may be
aubstituted for labels.
(F) Containers of blood, blood
components, or blood products that are
labeled as to their contents and have
been released for transfusion or other
clinical use are exempted from the
labeling requirements of paragraph (g)
(C) Individual containers of blood or
other potentially infectious materials
that are placed in b labeled container
during storage, transport, shipment or
disposal are exempted from the labeling
requirement.
(H) Labels required for contaminated
equipment shall be in accordance with
this paragraph and shall also state
which portions of the equipment remain
contaminated.
P) Regulated waste that has been
decontaminated need not be labeled or
color-coded
(ii) Signs. (A) The employer shall post
signs at the entrance to work areas
¦pedfied in paragraph (e). HIV and HBV
Research Laboratory and Production
Facilities, which shall bear the following
legend:
BZOmZAXD
BIOHAZARD
(Name of the Infectious Agent]
(Special requirements for entering the area]
(Name, telephone number of the laboratory
director or other responsible person.)
(B) These signs shall be fluorescent
orange-red or predominantly so. with
lettering or symbols in a contrasting
color.
(2) Information and Training. (I)
Employers shall ensure that all
employees with occupational exposure
participate in a training program which
must be provided at no cost to the
employee and dunng working hours.
(ii) Training shall be provided as
follows:
(A) At the time of initial assignment to
tasks where occupational exposure may
take place:
(B) Within 90 days after the effective
date of the standard, and
(C) At least annually thereafter
(iii) For employees who have received
training on bloodbome pathogens in the
year preceding the effective date of the
standard, only training with respect to
the provisions of the standard which
were not included need be provided.
(iv) Annual training for all employees
shall be provided within one year of
their previous training.
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Federal Register / Vol. 56. No 235 / Friday. December 6. 1991 / Rules and Regulations M181
(v) Employers shall provide additional
training when changes such as
modification of tasks or procedures or
institution of new tasks or procedures
affect the employee's occupational
exposure. The additional training may
be limited to addressing the new
exposures created
fvij Material appropriate in content
and vocabulary to educational level,
literacy, and language of employees
shall be used.
(viij The training program shall
contain at a minimum the following
elements:
(A) Anaccessible copy of the
regulatory text of this standard and an
explanation of its contents:
(B) A general explanation of the
eptdemiology and symptoms of
bloodbome diseases:
(C) An explanation of the modes of
transmission of bloodborne pathogens:
(D) An explanation of the employer's
exposure control plan and the means by
which the employee can obtain a copy
of the written plan:
(E) An explanation of the appropriate
methods for recognizing tasks and other
activities that may involve exposure to
blood and other potentially infectious
materials:
(F) An explanation of the use and
limitations of methods that will prevent
or reduce exposure including
appropriate engineering controls, work
practices, and personal protective
equipment.
(G) Information on the types, proper
use. location, removal, handling,
decontamination and disposal of
personal protective equipment:
(H) An explanation of the basis for
selection of personal protective
equipment.
(I) Information on the hepatitis B
vaccine, including information on its
efficacy, safety, method of
administration, the benefits of being
vaccinated, and that the vaccine and
vaccination will be offered free of
charge.
()) Information on the appropriate
actions to take and persons to contact in
an emergency involving blood or other
potentially infectious matenals:
(K) An explanation of the procedure
to follow if an exposure incident occurs,
including the method of reporting the
incident and the medical follow-up that
will be made available:
(L) Information on the post-exposure
evaluation and follow-up that the
employer is required to provide for the
employee following an exposure
incident:
(M) An explanation of the signs and
labels and/or color coding required by
paragraph (g)(1): and
(N) An opportunity for interactive
questions and answers with the person
conducting the training session.
(viii] The person conducting the
training shall be knowledgeable tn the
subject matter covered by the elements
contained in the training program as it
relates to the workplace that the training
will address
(tx) Additional Initial Training for
Employees in HIV and HBV
Laboratories and Production Facilities.
Employees in HIV or HBV research
laboratories and HIV or HBV production
facilities shall receive the following
initial training in addition to the above
training requirements.
(A) The employer shall assure that
employees demonstrate proficiency in
standard microbiological practices and
techniques and in the practices and
operations specific to the facility before'
being allowed to work with HIV or HBV.
(B) The employer shall assure that
employees have prior experience in the
handling of human pathogens or tissue
cultures before working with HIV or
HBV.
(C) The employer shall provide a
training program to employees who have
no pnor experience in handling human
pathogens. Initial work activities shall
not include the handling of infectious
agents. A progression of work activities
shall be assigned as techniques are
learned and proficiency is developed.
The employer shall assure that
employees participate in work activities
involving infectious agents only after
proficiency has been demonstrated
(h) Recordkeeping—{!) Medical
Records, (i) The employer shall establish
end maintain an accurate record for
each employee with occupational
exposure, in accordance with 29 CFR
1910.20.
(ii) This record shall include:
(A) The name and social security
number cf the employee:
(B) A copy of the employee's hepatitis
B vaccination status including the dales
of all the hepatitis B vaccinations and
any medical records relative to the
employee's ability to receive
vaccination as required by paragraph
(012):
(C) A copy of all results of
examinations, medical testing, and
follow-up procedures as required by
paragraph (f)(3);
(D) The employer's copy of the
healthcare professional's written
opinion as required by paragraph (f)(5):
and
(E) A copy of the information
provided to the healthcare professional
as required by paragraphs (f)(4)(ii)[BKC)
and (D)
(iii) Confidentiality The employer
shall ensure that employee medical
records required by paragraph (h)(1) are
(A) Kept confidential, and
(B) Are not disclosed or reported
without the employee's express written
consent to any person within or outside
the workplace except as required by this
section or as may be required by law
(iv) The employer shall maintain the
records required by paragraph (h) for at
least the duration of employment plus 30
years in accordance with 29 CFR
191020.
(2) Training Records, (if Training
records shall include the following
9information.
(A) The dates of the training sessions:
(B) The contents or a summary of the
training sessions:
(C) The names and qualifications of
persons conducting the training: and
(D) The names and job titles of all
persons attending the training sessions.
(ii) Training records shall be
maintained for 3 years from the date on
which the training occurred.
(3) Availability. (1) The employer
shall ensure that all records required to
be maintained by this section shall be
made available upon request to the
Assistant Secretary and the Director for
examination and copying.
(ii) Employee training records
required by this paragraph shall be
provided upon request for examination
and copying to employees, to employee
representatives, to the Director, and to
the Assistant Secretary ui accordance
with 29 CFR 1910.20
(iii) Employee medical records
required by this paragraph shall be
provided upon request for examination
and copying to the sublet employee, to
anyone having written consent of the
sub|ect employee, to the Director, and to
the Assistant Secretary in accordance
with 29 CFR 1910.20.
(4) Transfer of Records (i) The
employer shall comply with the
requirements involving transfer of
records set forth in 29 CFR 1910.20(h).
(ii) If the employer ceases to do
business and there is no successor
employer to receive and retain the
records for the prescribed penod. the
employer shall notify the Director, al
least three months pnor to their disposal
and transmit them to the Director, if
required by the Director to do so. within
that three month penod.
(1) Dates—(J) Effective Dote. The
standard shall become effective on
March ft 1892.
(2) The Exposure Control Plan
required by paragraph (c](2) of this
section shall be completed on or before
May 5.1992.
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341 «2 Federal Register / Vol. 56. No. 235 / Friday. December 6. 1991 / Rules and Regulations
(3) Paragraph (b)(2) information and
Training and (h) Recordkeeping shall
take effect on or before |une 4.1992.
(4) Paragraphs (d)(2) Engineering and
Work Practice Controls, (d)(3) Personal
Protective Equipment, (d)(4)
Housekeeping, (e) HIV and HBV
Research Laboratories and Production
Facilities. (f) Hepatitis B Vaccination
and Post-Exposure Evaluation and
Follow-up. and (g) (l) Labels and Signs,
shall take effect July & 1992.
Appodu A to Section IIIOJOW—Hepatitis
B Vaccina Owlmshon (Mandatory)
1 understand that due to my occupational
exposure to blood ctr other potentially
infectious materials 1 nay be at nsk of
acquiring hepatitis B vmis (HBV) infection. I
have been given the opportunity to be
vaccinated with hepstius B vaccine, at no
charge to myself. However. I decline hepatitis
B vaccination at this lime 1 understand thai
by declining this vaccine. 1 continue 10 be si
nsk of acquiring hepatitis B a serious
disease. If in the future 1 continue to have
occupational exposure to blood or other
potentially infectious materials snd I want to
be vaccinated with hepatitis B vaccine. 1 can
receive the vaccination senes at no charge to
me
|FR Doc. 91-28886 Filed 12-2-01. 845 am]
ftttUMQ COM "II Iff It M
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Managing HIV/AIDS In the Workplace
A Resource for EPA Managers and Supervisors
SaptamMT 15,1M4
APPENDIX E
GLOSSARY
E-l
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Managing HIV/AIDS in the Workplace
A Resource for EPA Managers and Supervisors
September 15, IBM
GLOSSARY
Acquired Immnne Deficiency Syndrome (AIDS): AIDS is caused by the Human Immunodeficiency
Virus (HTV), and actually represents the final stage in a continuum of infection resulting from HIV.
A person must have specific diseases to be diagnosed officially as having AIDS and to be reported
to the Centers for Disease Control (CDC). These diseases generally include unusual forms of
bacterial, fungal, and viral infections, as well as rare cancers. At this time, AIDS is believed to be
- universally fatal
Americans with Disabilities Act (ADA): Landmark legislation enacted in July 1990 which extends
federal civil rights protections to persons with disabilities, including those who have (or are
perceived to have) HTV infection.
Anonymous testing: At anonymous testing sites, names are not used to track test results. The
individual being tested is the only one who can identify his or her own test result. Anonymous
testing is not available in all states.
Antibody: A special protein developed by the body's immune system in response to exposure to
specific foreign agents (or antigens). A given antibody matches a specific antigen that causes an
infection, much like a key matches a lock; the antibody then helps to destroy the infectious agent.
Antibody positive: A term used to describe the result of a test or series of tests that detect the
presence of antibodies in the blood. Positive results mean that antibodies are present and therefore
the individual has been exposed to a specific foreign agent or antigen.
Antigen: A substance that, as a result of coming into contact with appropriate tissues of an animal
body, induces sensitivity, resistance to infection or to a topic substance. Antigens include viruses
such as HTV, influenza, allergens such as ragweed and pollen, blood groups such as A, B, O, and
Rh.
Antiviral drug: A drug that can interfere with the life cycle of a virus. AZT, ddl, ddC, are
examples of drugs designed to fight HIV.
Asymptomatic HTV infection: A state or condition where a person is infected with HTV but has no
subjective or objective signs of illness.
Azidothymidine (AZT): The first FDA-approved drug used to treat AIDS, it acts by preventing
formation of some of the proteins HIV needs to reproduce.
Bloodborne pathogens: Pathogenic microorganisms that are present in human blood and can cause
disease in humans. These pathogens include, but are not limited to hepatitis B virus and HIV.
Body fluids: Fluids that the body makes; i.e. saliva, semen, blood, vaginal secretions, and breast
milk.
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Managing HIV/AIDS in the Workplace
A Resource for EPA Managers and Supervisors
September 15,19B4
Casual contact. Close, but nonsexual interaction, such as handshakes, hugging or kissing; sharing
a workspace, or kitchen or bathroom facilities; sharing towels, eating or drinking utensils; and
exposure to sneezing or coughing.
Category I Exposure: Tasks that involve exposure to blood, body fluids, or tissues.
Category n Exposure: Tasks that involve no exposure to blood, body fluids, or tissues, but in which
exposure or potential exposure may be required as a condition of employment.
Centers for Disease Control and Prevention (CDC): A federal health agency that is a branch of
the U.S. Department of Health and Human Services. The CDC provides national health and safety
guidelines and statistical data on immunization, AIDS, and other diseases such as polio, and
influenza.
Condom: Sheath or cover for the penis, for the use in the prevention of pregnancy or infection.
Confidential testing: The confidential testing site links each test result to the name of the person
being tested. The record will not be disclosed to anybody other than the person being tested and
medical personnel. In some states, the test result will be released to the state health department.
Dental dam: A square of latex originally used by dentists to isolate a tooth during surgery. Dental
dams also can be used during oral sex to prevent the transmission of HTV.
Disclosure: The report of confidential information, including that related to medical conditions
such as HTV/AIDS. The disclosure of HIV/AIDS status is a matter of choice left entirely to the
person with HIV/AIDS. There is no health or legal justification for requiring disclosure from an
HIV-positive employee.
ECAP (Employee Counseling and Assistance Program): As the name suggests, this program
provides a number of support services that may be helpful to people with HIV/AIDS and their
families, including counseling and referrals. An employee need not have HTV /A IDS to avail
himself/herself of the services available through the EPA ECAP, which serves headquarters staff.
Field offices may be served by other employee assistance programs.
EOCC (Employee Outreach and Counseling Center): At EPA headquarters, EOCC provides
information and guidance on employee benefits and reasonable accommodations. Part of the Office
of Human Resources Management, EOCC can assist employees and their supervisors or managers.
Office of Human Resources Counselors perform the same functions in EPA field offices.
ELISA (Enzyme Linked Immunoabsorbent Assay): A simple, rapid, sensitive blood test that
measures antibodies to foreign antigens (including HIV). As a blood screening test, the ELISA is
highly sensitive and produces a small number of "false positive" and "false negative" test results.
Because false positives are produced, and the virus is thought to have a long incubation period,
ELISAs are usually repeated if the first test is positive. If the individual tests positive a second
time, then a more specific test, such as the Western Blot, is performed to confirm the results.
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Managing HIV/AIDS In the Workplace
A Resource for EPA Managers and Supervisors
Saptwnbw is, IBM
Equal Employment Opportunity Commission (EEOC): The federal agency set up to process
administrative complaints and appeals of employment discrimination filed by Federal employees and
applicants for Federal employment. EEOC regulations apply to the enforcement of the Federal
Rehabilitation Act (See "Federal Rehabilitation Act of1973".)
Exposure: The act or condition of coming in contact with, but not necessarily being infected by, a
disease-causing agent.
False negative: Incorrect test result indicating that no antibody to a specific antigen is present when
it actually exists.
False positive: Incorrect test result indicating that an antibody to a specific antigen is present when
it actually is not.
Family and Medical Leave Act of 1993: This Act does not extend coverage to federal government
employees. It allows other employees to take reasonable leave for medical reasons, including the
care of a child, spouse, or parent who has a leave for medical reasons, including the care of a child,
spouse, or parent who has a serious health condition. The Act requires that employers provide 12
weeks of leave for child, spousal, or parental care in the event of a serious health condition. The
12 weeks also can apply to the employee's own serious health conditions.
Federal Rehabilitation Act or 1973: This act prohibits discrimination on the basis of a handicap
against an otherwise qualified individual in any program or activity that received Federal funding.
Hepatitis B (HBV): An inflammation of the liver caused by a specific virus, in this case, HBV. The
effects of the disease on the liver can range from mild, even inapparent, to severe or fatal. It is
transmitted by infected blood and blood products, contaminated injection equipment, and sexual
contact.
High-risk behavior: A term that describes certain activities that increase the risk of disease or
injury to oneself or others. In the case of HIV transmission, these activities include unprotected
sexual intercourse, and sharing injection equipment.
HIV/AIDS: A term which has evolved to encompass the hill spectrum of HTV-related conditions,
illness, disability, needs rights and responsibilities. This term does not distinguish between
symptomatic and asymptomatic HTV infection, HTV-related symptoms, or the class of conditions
labeled AIDS by the U.S. Centers for Disease Control and Prevention.
Human immunodeficiency virus (HTV): The virus that causes AIDS. This specific retrovirus has
been identified as destroying the body's immune system, making it susceptible to life-threatening
opportunistic infections or rare cancers. HTV is particularly resistant to treatment, as the HIV
genetic material is incorporated into the healthy genetic material of the blood cells and is
reproduced. Because the HTV genetic material is reproduced, individuals who are infected with the
virus remain carriers for the rest of their lives. The virus has a long incubation period; thus, it may
be a long time between the point when a person is infected and when the antibodies can be
detected (anywhere from two weeks to six months or longer). It may also take up to five years or
more before the disease becomes apparent and is diagnosed.
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Managing HIV/AIDS In the Workplace
A Resourco tor EPA Managers and Supervisors
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HIV antibody positive: A test result indicating that HIV antibodies are found
HIV antibody screening test: A blood test that reveals the presence of antibodies to HIV. The
ELISA test is used for screening for HIV.
HTV disease: Hie term used to describe the spectrum of HTV infection, chronologically described
as a progression from asymptomatic seropositive to AIDS.
HIV infection: Infection with the human immunodeficiency virus. HTV infection is determined by
a test for the antibody to HIV and/or other clinical diagnostic procedures.
HTV-related illness: Any clinical illness that may result from or be associated with HTV infection.
mv-reiated Information: Any information that is likely to identify, directly or indirectly, someone
as having been tested for or actually having HTV infection, antibodies to HIV, AIDS, or related
infections or illnesses, or someone suspected of having HIV as a result of high risk activities. All
HTV-related information is confidential
HTV-related test: Any laboratoiy test or series of tests for any virus, antibody, antigen or etiologic
agent whatsoever thought to indicate the presence of HIV.
Immune status: The state of the body's immune system. Factors affecting immune status include
heredity, age, diet, physical and mental health, and exposure to certain antigens or foreign agents.
Immune system: A complex network of organs, cells, and proteins such as immunoglobulins that
allows the body to defend itself against infections and substances which are foreign to the body.
Incubation period: The time period between infection and appearance of disease symptoms or
clinical signs. Based on current data, the incubation period for HTV is estimated to range up to five
or ten years. (See also "latency period".)
Infection: A condition or state of the body in which a disease-causing agent has entered it.
Infectious disease: An illness that results from the entry, development or multiplication of a
disease-causing organism. Not all infectious diseases are highly contagious or easily communicable
to other people. Although HIV is infectious, it is not easily or casually transmitted.
Informed consent: When it is documented that a person has been counseled by trained counselors
about the positive as well as negative implications of undergoing a procedure and the patient agrees,
in writing or verbally, to undergo that procedure.
Injection equipment: Materials used during the injection of drugs, including the syringe, needle,
rinse water, cooker, and cotton.
Latency period: The time period of apparent inactivity between the time the stimulus appears and
when the body responds with symptoms or ill effects. (See also "asymptomatic HTV infection".)
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Managing HIV/AIDS In the Workplace
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Medical record: Any medical documentation or other information relating to an employee's health.
Such information may be disclosed only to persons who need to know the information for an
appropriate management purpose. Managers or supervisors with access to this information must
strictly observe any privacy and confidentiality requirements.
Modes of HIV transmission: Circumstances that permit HIV to enter the body through mucous
membranes or non-intact skin and involve direct contact with significant risk body substances pose
a significant risk for infection. These circumstances include unprotected anal, vaginal, and oral
sexual intercourse; the sharing of needles, syringes, or other injection equipment; the gestation,
birthing or breast feeding of an infant; transfusion, transplantation, or insemination of blood, organs,
or other tissues or fluids; contact of blood with mucous membranes or non-intact skin.
Need to know: A term used to describe the situation of individuals who require confidential
information in order to make a management decision — for example, to process an application for
disability retirement.
Opportunistic infection: A type of infection that is usually warded off by a healthy immune system.
If the immune system is not strong and effective, this type of infection "takes the opportunity" to
harm the body.
PCR (Polymerase chain reaction) test: A test that measures the amount of HIV directly by
amplifying the DNA or RNA in infected cells to detectable levels. This test is considered to be
experimental and has not been approved by the FDA for diagnostic purposes.
Perinatal: Happening during or pertaining to the periods before, during, or after the time of birth,
specifically from the 28th week of gestation/pregnancy through the first seven (7) days after
delivety.
Person with AIDS (PWA): A term for a person diagnosed with AIDS.
Prevalence: The number of people in a given population who have a disease, usually measured at
a specific point in time.
Reasonable accommodations: Measure taken by employers to allow people with disabilities to apply
for work, become new employees, or remain at work as long as reasonably possible. Reasonable
accommodation may include, but are not limited to the following: providing flexible hours, changing
from full-time to part-time status, allowing employees to work at home.
Risk factors: Any personal characteristic or behavior that increases the likelihood that a person
will be affected by a given condition. Among the risk factors believed to increase the chances of
transmitting HIV include engaging in intimate sexual contact (in particular, vaginal or anal
intercourse) without a condom, sharing needles, and other activities which involve the exchange of
infected body fluids. Co-factors are additional characteristics or other conditions that work with
other risk factors to increase the chances of getting a disease. For instance, having a diagnosed
sexually transmissible disease or already weakened immune system are believed to be co-factors or
increase the chances of being infected with HIV or progressing to AIDS.
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Managing HIV/AIDS In the Workplace
A Resource for EPA Managers and Supervisors
September 15,1904
Safer sex: Sexual practices that involve no exchange of blood, semen, or vaginal secretion. (See
"condom" and "dental dam".)
Seroconvert: When the status of a person's blood changes from being seronegative to seropositive.
Because it may take from two weeks to six months for HTV antibodies to appear, and thus for a
person to seroconvert, it may be necessary to retest some people whose behaviors place them at
high risk for HTV infection who originally test negative after this period of time.
Seropositive: A condition in which the blood/serum contains antibodies of a specific type. A
positive reaction to a blood test. The presence of antibodies indicates that a person has been
exposed to the agent.
Seronegative: Hie status of a person's blood when it is tested abd the results cannot confirm that
antibodies to a disease-causing agent are present. Generally, a person is considered to be
seronegative for HIV if: (1) the initial ELISA is negative; (2) the initial ELISA is positive and the
repeat ELISA is negative; or (3) both ELISAs are positive and the Western blot is negative.
Seroprevalence: The relative frequency or number of individuals in a given population or
community whose blood tests positive for an infection, in this case for HTV infection.
Sexually transmissible disease (STD): A term used to describe any disease acquired primarily
through sexual contact. These can be caused by bacteria, viruses, tiny insects or parasites. Among
the most common STDs are chlamydia, gonorrhea, genital warts, genital herpes, syphilis, scabies,
and fflV/AEDS.
Sharps: Sharps include needles, syringes, lancets, and other sharp health care objects. They are
considered medical waste and if not properly discarded, may spread disease (including TB, hepatitis,
and HIV). Sharps should be disposed of in puncture-proof, hard plastic containers that can't be
seen through (such as plastic laundry detergent bottles), or metal containers with lids reinforced
with tape (e.g., coffee cans). Lids that screw on tightly are best. Sharps and the containers used
to hold them should never be recycled. They should always be placed with trash, preferably marked
with a "Do Not Recycle" sticker.
Significant risk exposure: Any activity , circumstance, or situation which places an individual in
jeopardy of contracting or transmitting any type of infection, including influenza, HTV, or other
contagious diseases.
Significant risk body substances: Not all body substances pose the same degree of risk of HTV
transmission, or any risk at all. Blood and semen are the most infectious body fluids followed by
vaginal secretions and breast milk are the only body substances epidemiologically linked to HTV
transmission. The internal body fluids that surround the heart, lungs, abdominal cavity, brain, joints
and a fetus are known to contain significant amounts of HIV (in an HTV positive person) and are
therefore regarded as significant risk body substances.
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Managing HIV/AJDS in the Workplace
A Resource lor EPA Managers and Supervisors
September 15, IBM
Symptomatic HIV infection: Formerly referred to as AIDS-related Complex (ARC), during this
stage, individuals have various riinirai signs, including chronically swollen lymph nodes, weight loss,
fever, diarrhea, thrush, general malaise, skin tumors and other conditions. In women, other
symptoms and infections may signal HTV, such as the presence of sexually transmissible diseases
(STDs), chronic vaginitis, vaginal warts, cancers in the cervix, vagina, vulva adjacent areas, and
abnormal pap smears. In children, there also may be unusual pulmonary infections which signal
HIV; however, vague, general symptoms are more likely, including failure to thrive, developmental
delays or loss of previous developmental achievements, diarrhea, and recurrent bacterial infections.
Syndrome: A collection of signs and symptoms that occur together.
T-cell: Also called a CD4 cell, a T-celJ is a type of white blood cell that is vital to the proper
functioning of the immune system. T-cells are the target of HIV. The virus encodes itself into he
genetic information of the T-cell and later can use the machinery of the cell to create new viral
particles. Because HTV tends to reduce the number of T-cells, decreasing T-cell counts are one
indicator of the progression of HTV infection.
Transmission: The way in which a disease can be transferred from one person to another or the
way in which a person is exposed to the disease.
Universal Precautions: Universal precautions, by definition, are precautions which are implemented
regardless of the known or perceived risk that the source person carries HIV or any other infectious
disease. (Refer to Universal Precautions in Appendix D, OSHA's Occupational Exposure to
Bloodbome Pathogens; Final Rule.)
Virus: A microorganism that causes infectious diseases. It can reproduce only in living cells, which
it invades and then destroys as it multiplies.
Western Blot: A highly sensitive blood test that is able to identify and measure most, if not all, of
the HIV antibodies in a blood sample. This test, which is more expensive than the ELISA, uses
viral proteins separated by size that attach to the HIV antibodies in the person's serum. It is used
to confirm previously positive ELISAs; when persons test positive on the Western Blot, it is
assumed that they have HTV antibodies. However, there is no guarantee that the virus can actually
be isolated from the blood and, therefore, it is not always clear how infectious an antibody positive
person actually is or if he or she will progress to AIDS. In addition, laboratories using different
chemical compounds or less stringent criteria when performing the Western Blot may produce more
false-positive results.
Window period: The time period during which the HTV-antibody test becomes effective is
estimated to be two to six months after exposure to the virus. It is recommended that persons
interested in HTV testing refrain from behaviors associated with HTV exposure for at least two to
six months before testing. In general, a window period is the time period of apparent inactivity
between the time of exposure and the time when the body responds. In the case of HTV, the
estimated time is two weeks to six months or longer for the body to respond with antibodies to the
virus that can be detected with an HTV-antibody test. (See also "latency period".)
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Managing HIV/AIDS in the Wortcplace
A Resource for EPA Managers and Supervisors
September 15,1W4
APPENDIX F
INDEX
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Managing HIV/AIDS in the Workplace
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September 15,1094
INDEX
B
AIDS, 1-2, 2-1, 2-3, 2-4
AIDS Awareness Day, 1-1 H
defined, 2-1, 2-4, E-2
polity, 1-2,3-1 to 3-11
prevalence; facts about, 2-4
Americans with Disabilities Act, 2-IS,
4-10, 5-55, 6-10
Beneficiary designation, 5-4
Bloodbome pathogens, 2-11, 2-12,
2-23, 4-4, See Appendix D
Compressed workweek, 1-3,2-16,2-26,
5-56, 5-58, See Appendix A
Coworkers, 2-2, 2-12, 2-14, 2-20, 2-23,
2-24, 2-29, 2-30, 4-9, 4-10, 5-60,
5-68
Direct deposit, 5-44, 5-45
Disability retirement, 2-17, 2-22, 2-25
to 2-28, 5-1, 5-57, 5-67, 5-68,
5-72, 5-79 to 5-81, 5-83, 5-93,
5-109, 5-123, 5-131
disability leave, 4-11
Disclosure, 1-4,2-1, 2-2, 2-16, 2-17,
2-20 to 2-22, 2-27, 2-30, 4-8, 4-9,
5-55, 5-67 See also Privacy and
confidentiality M
Discrimination, 2-14 to 2-16, 2-18 to
2-20, 2-29,
education about, 2-29 P
EEO assistance, 5-48
forms of, 2-31
questions about, 4-5
Famity and Medical Leave Act, 2-16,
5-68, 6-10
Flexiplace, 2-26, 5-57, 5-60, See
Appendix C
Flexitime, 5-58, 5-59, 5-60, See
Appendix B
Health insurance,
COBRA (continued coverage), 2-18,
2-26
FEHB plans, 4-7
Medicaid, 5-29
options/choices, 5-30
temporary continuation of
coverage, 2-18
HTV infection and transmission, 1-2 to
1-4, 2-1, 2-3 to 2-8, 2-13, 2-15,
2-21, 2-23, 2-30, 4-3 to 4-5, 4-12,
4-13, 6-1, 6-9, 7-2, 7-3
Leave bank, 4-11, 5-40, 5-41,5-43,
5-72,5-73
Leave without pay, 2-2, 2-17,
2-18, 2-26, 2-27, 5-62, 5-63, 5-67,
5-68, 5-72
Life insurance, 2-25, 2-26, 5-4, 5-22,
5-23, 5-126, 5-127, 5-131
continuation of or increase in
coverage, 5-68
temporary continuation of, 5-80
termination of, 4-12
Medical records, 2-21, 2-22
Prevention, 1-2, 2-1, 2-6, 2-9, 6-8, 6-9,
7-2
Center for Disease Control &
Prevention, 2-4, 2-9
Privacy and confidentiality, 1-4, 2-20,
2-21, 2-22, 4-8, 4-10, See also
Disclosure
employee counseling, 5-47
Privacy Act, 2-21, 2-22, 4-8, 4-10,
5-47, 6-10, See also Disclosure
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Managing HIV/AIDS In the Workplace
A Resource for EPA Managers and Supervisors
September 15, ISM
Reasonable accommodations, 1-4,2-14
to 2-16, 2-19, 2-29, 5-48, 5-56,
5-79, See also Americans With
Disabilities Act
Rehabilitation Act, 2-14 to 2-16,2-20
to 2-22, 6-10
Testing for HIV, 2-1, 2-5, 2-8 to 2-10,
4-6, 4-7, 4-13, 6-9
hotline, 6-9
Universal precautions, 2-6, 2-7, 2-12,
2-13, 2-21, 2-23, 4-4, 4-15, 4-12,
See Appendix D
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