NAO 202-299: Clearance of Employee Accountability

Issued 05/05/94; Effective 04/22/94

NAO 202-299: Clearance of Employee Accountability PDF


SECTION 1. PURPOSE.

.01 This order establishes policy and supplemental instructions regarding employee accountability for property, records, funds, and, other matters before separating or transferring from any National Oceanic and Atmospheric Administration (NOAA) organizational element.

.02 This Order shall be used in conjunction with Department Administrative Order (DAO) 202-299, Clearance of Employee Accountability.

.03 This Order shall alert employees to post-employment restrictions on activities and guide employees and the Clearance officials through the clearance process in order that departing employees may complete the entire process and clear all debts due to the Government before final clearance can be granted.

SECTION 2. POLICY.

.01 All NOAA employees who separate from the Federal service, transfer to another Federal agency, or are permanently promoted or reassigned to another geographic location of NOAA or operating unit of the Department of Commerce (DOC) shall follow the provisions of this order in order that Government funds, property, and records be adequately protected.

.02 Supervisors shall be the primary focus for initiating the clearance process.

.03 Employees leaving NOAA must repay all money owed to the Government and return or account for all Government information and property. In addition, employees leaving Federal service by resignation, retirement, or termination must repay all advanced leave owed to the Government. Unliquidated, unearned, or advanced annual and sick leave shall not constitute a valid indebtedness in the event that the employee is separated by death, retire under disability, or when the employee is unable to return to duty because of a disability evidenced by an acceptable medical certificate.

.04 A separating employee's monetary indebtedness accruing to the Government shall be withheld from the employee's final pay check or other monies due in accordance with applicable regulations in the absence of a payment agreement approved by the DOC.

.05 Employees leaving NOAA may keep or discard non-record official materials which they have accumulated with certain exceptions. See DAO 205-3, Removal of Records and Other Documents.

.06 All ADP systems access shall be terminated.

SECTION 3. REFERENCE.

This Section shall serve as a ready reference of forms required to clear an employee leaving NOAA.

.01 For an employee leaving by retirement, resignation, death, or termination:

.02 For an employee transferring to an agency outside the DOC:

.03 For an employee transferring within the DOC:

.04 If an employee wants final monies sent to any address other than where pay is currently being sent, the employee shall complete Form AD-349, Declaration Sheet (input) and attach it to the Form CD-126, Separation Clearance Certificate.

.05 The supervisor should begin to initiate clearance procedures as soon as practicable and preferably at least two weeks prior to separation. To obtain Form CD-126, Separation Clearance Certificate, a request for it may be faxed to (202)273-3344, or sent to the address listed below using Form CD-52OLF, Request for CD Forms and Office of the Secretary Stationery/Envelopes:

U.S. Department of Commerce

Executive Services Division, (H2858)

Washington, DC 20230

See the Attachment to this Order for a sample of Forms CD-126, and CD-52OLF.

SECTION 4. RESPONSIBILITIES/PROCEDURES.

01. The Director, Human Resources Management Office (OA2) has the overall responsibility for accountability procedures and guidelines and ensuring that they are in place and operating properly.

02. The Chief, Human Resource Services Division, Human Resources Management office, and the Chiefs, Human Resources Divisions, Administrative Support Centers (ASCs), Office of Administration, are responsible for implementing DOC and NOAA procedures and guidelines pertaining to accountability in their areas of jurisdiction and must:

03. An employee leaving NOAA or transferring to a different geographic area must:

If the employee's home duty station is different from their current local duty station, the employee shall clear through the local administrative officer or administrative personnel liaison who shall call the various clearance officials and receive clearances telephonically. Items collected such as credit cards and official identification shall be mailed to the home duty station supervisor or the home duty station supervisor may make arrangements for someone else to receive these items. Based on a telephone call from the administrative officer or administrative personnel liaison, the local supervisor may sign the clearance blocks. The package must still reach the servicing human resources office by the separation date. See Section 4.04c. of this Order.

.04 The supervisor must:

.05 In the event that an employee has not adequately accounted for an item(s) on the Form CD-126, the supervisor or clearance official responsible for the item(s) shall sign the form and:

The supervisor or clearance official shall not personally accept the repayment of any debt. The Finance Services Division (FSD) and servicing ASC/Finance Divisions shall accept repayment only after reviewing the Form CD-126 and other finance records.

.06 The Finance Services Division and the Servicing ASC Finance Divisions shall:

03. The National Finance Center (NFC), for the types of debts it is responsible for through its payroll section, shall:

SECTION 5. EFFECT ON OTHER ISSUANCES.

This Order supersedes NOAA Administrative Order (NAO) 202-299, Clearance of Employee Accountability, dated March 8, 1990.

SIGNED,

Director, Office of Administration

Attachment: Form CD 126 - Use the current form CD-126 available at the DOC Forms Website NOAA Supplement to the CD-126 [page 1; page 2] Form CD 520LF - Use the current form CD-520LF available at the DOC Forms Website.

Office of Primary Interest:
Office of Administration
Human Resources Management Office
Human Resource Programs and Organization Analysis Division (OA22)