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CHAPTER 600 – MISSION SUPPORT70 – Personnel70.3 Employee Exit Clearance Procedures70.3.1 Introduction. This section establishes the procedures and responsibilities for processing the resignation, retirement, removal, death, or transfer of Treasury Inspector General for Tax Administration (TIGTA) employees, contractors, and student volunteers.70.3.2 Authorities. Office of Management and Budget (OMB) Circular A-123, Management Responsibility for Internal Controls. 70.3.3 Employee Responsibilities. Employees who are resigning, retiring, or transferring to other Federal agencies will:Promptly notify manager upon making a decision to separate from TIGTA, preferably at least two (2) weeks in advance of the scheduled separation date. Initiate a separation Personnel Action Request (PAR) in HR Connect. Contact BFS/ARC Customer Support at 304-480-8000, Option 4, if assistance is needed or refer to the HR Connect User Guide. Satisfy all financial obligations. Any financial obligations that are not resolved may result in the separating employee’s final pay and/or lump sum leave payment being delayed, or a bill generated to the employee for the amount owed. Financial obligations are all monies owed to TIGTA, including pay, advanced leave, outstanding travel advances, or debts resulting from unreturned property and equipment. HYPERLINK "" \l "Collection" See Chapter (700)-100.6 Collection Of Debts Owed the United States for additional information. Return all government property, equipment, documents and materials, and all computer-related media to your manager. See Chapter (600)-100.6 Inventory Responsibilities and Processes for additional guidance on unreturned property or equipment. For retiring employees, contact a Benefits Specialist at the Bureau of the Fiscal Services via Benefits@fiscal. or (304-480-8275) to obtain all necessary retirement application forms. These forms are to be returned to the BFS/ARC representative as soon as possible. Contact a BFS/ARC representative to obtain information concerning other benefits including leave balances, health and life insurance, reemployment rights, etc.Cancel all subscriptions to news alerts, publications, etc. that are received using the TIGTA issued e-mail plete all registered training and/or cancel all training scheduled for after separation date. Cancel Public Transportation Subsidy Program benefits through the DOT TRAN Serve web application before separation date. Review the statutes and regulations that govern certain post-employment restrictions regarding employment and representation, disclosure restrictions under the Internal Revenue Code § 6103, as well as disclosure restrictions on any classified, confidential, or sensitive information gained during employment with TIGTA. See Chapter (700)-30.5 Post-Government Employment for additional guidance. If the employee holds a security clearance, the employee must schedule a Security Debriefing with the Personnel Security Officer before departure. After the debriefing, the Personnel Security Officer will obtain the separating employee’s signature on SF-312, Classified Information Nondisclosure Agreement. This form will be maintained by personnel security.SES Employees: In addition to the bulleted items above, all SES employees are required to contact the Office of Chief Counsel via the *TIGTA Counsel Office mailbox to receive post-employment restriction counseling before terminating from their position. SES employees must file a termination OGE Form 278e in Integrity.The termination form must be filed no later than 30 days after the employee terminates the position (unless within 30 days, the individual assumes another position with an OGE Form 278e filing requirement).The Exit Clearance Form may be completed only after the employee’s manager verifies with the Office of Chief Counsel that the employee has received post-employment counseling and notification of his/her requirement to file an OGE Form 278e termination form no later than 30 days after the employee’s termination. SES employees are encouraged to complete the OPM survey at the following link, Departure of Employee Without Prior Notice. If an employee departs without prior notice, the manager must immediately complete the Employee Responsibilities listed above. The manager must also obtain certifications from Authorized Approving Officials to document completion of the process. Any actions the manager is unable to complete must be documented on the exit clearance with the reason. This may be necessary in the following situations:?Death,Illness,Personal emergency,Termination, orResignation with little or no notice.70.3.4 Manager Responsibilities. Upon notification of an employee’s intended separation, managers will:Confirm that a Personnel Action Request (PAR) has been initiated in HR Connect for the separating employee. Contact TIGTAOMSTravelServices@tigta. to determine if the employee has any outstanding travel advances, or other travel-related obligations. Submit a Service Desk ticket to the Information Technology (IT) staff stating the departing employee’s name and his or her last day of employment.Note: It is critical that IT receives the Service Desk ticket prior to the employee’s separation date in order to secure the network from unauthorized users and to ensure sensitive systems and information are not accessed improperly once an employee has rm employee of his or her responsibility to resolve all financial obligations before his or her separation date. If obligations are not resolved, his or her final salary and/or lump sum leave payment may be delayed or reduced by the amount plete the Employee Exit Clearance Form. The is located in the Personnel section of the TIGTA intranet webpage. Secure and destroy the Small Purchase Card and all unused convenience checks issued to the separating employee, if applicable. Forward the Convenience Check Log to BFS/ARC Accounting Services Division at TGT@fiscal.. A hardcopy of the log may also be sent to the following address: Bureau of the Fiscal ServiceAccounting Services Branch – TGTAvery Street A3-GP.O. Box 1328Parkersburg, WV 26106-1328Secure and destroy the Government Travel Card issued to the separating employee, if applicable.E-mail omscallingcards@tigta. to confirm if employee has a teleconference account. Notify timekeeper of employee’s separation date and ensure that the WebTA timesheet is coded as final. If the employee had access to the Internal Revenue Service’s (IRS) Integrated Data Retrieval System (IDRS), contact the employee’s Unit Security Representative (USR) to terminate the employee’s access. A list of USR’s can be found in the IRS System Access Guide (see TIGTA IDRS Groups and Unit Security Representatives).If the employee had access to any IRS systems, ensure that the necessary personnel action(s) are completed timely by TIGTA’s servicing personnel office, (BFS). When completed, an electronic notification is sent to the IRS that causes any IRS system access to be terminated. Discuss the employee’s responsibility to repay any discontinued coverage of Professional Liability Insurance (PLI) reimbursements. See Chapter (600)-70.18 Reimbursement for Professional Liability Insurance. Discuss the employee’s responsibility to repay any applicable professional credential fees reimbursements. See Chapter (600)-70.25 Reimbursement of Professional Credential Fees.Discuss the employee’s responsibility to complete all registered training and/or cancel all training scheduled for after the employee’s separation date. Ensure that employees who receive PTSP subsidies cancel their subsidy benefit through the DOT TRAN Serve web application before their separation date.Send a request to the OMS Personnel Security Office (*TIGTA Personnel Security Office) to determine if the separating employee holds a Confidential, Secret, or Top Secret National Security Clearance (interim or final), and ensure a debriefing in scheduled by the departing employee.Ensure that all official employee records, whether paper or electronic, are appropriately archived and/or disposed of and ensure completion of Exhibit (600)-70.4 TD F 80-05.5, Department of the Treasury, Removal of Information. This form must be submitted to TIGTARecordsManagement@tigta. for signature by the TIGTA records officer. See Chapter (600)-110 Records Management for additional guidance. Complete and submit a BFS/ARC Access Form requesting the employee be deleted from all applicable BFS/ARC applications, (e.g., WebTA, Travel Services applications, etc.). The BFS/ARC Access Form is located on the BFS/ARC website under the Application Launchpad section. The completed form must be forwarded to BFS/ARC as instructed on the form. Contact the Personal Property Program Management (PPPM) mailbox to obtain a list of property and equipment assigned to the separating employee. Use this list, along with the Employee Exit Clearance Form to secure all property and equipment assigned to the separating employee. All property and equipment must be returned before the employee’s separation date. See Chapter (600)-100.6 Inventory Responsibilities and Processes for additional guidance.Managers of GS-1811’s and ES-1811’s – Contact the Assistant Special Agent in Charge, Technical and Firearms Support Division – Investigative Support, to obtain a list of all investigative equipment assigned to departing GS-1811’s and ES-1811’s. All assigned investigative equipment must be returned before the employee’s separation date. Refer to Chapter (400)-130.18.2 for additional information on the return of assigned handgun, body armor, and other officer safety equipment.Once equipment and property is secured from the employee, the manager is responsible for forwarding the property and equipment to the appropriate inventory coordinators (OI, OMS, Facilities, OIT). Items that must be mailed to other TIGTA offices should be sent using at a minimum the 2-day delivery service, (e.g., United Parcel Service).As stated in Section 70.3.4, the manager will submit an IT Service Desk ticket to the TIGTA IT Customer Service mailbox at ITCustomerSupport@tigta. to ensure all computer equipment and Specific Function equipment (cell phone, tablet, etc.) assigned to the employee is secured and returned. Once the ticket is received, the manager will receive a checklist from the customer service desk outlining all equipment that must be returned to:TIGTA OIT Service Desk1401 H Street, NW Suite 469Washington, DC 20005Badges, Credentials, Passports, and Other Items are returned to:TIGTA Facilities Management 1401 H Street, NWSuite 469Washington, DC 20005TIGTA and Other Government Photo ID BadgesTIGTA Auditor/Special Agent or Other Government CredentialsSpecial Agent shields (both Law Enforcement and RAID)TIGTA HQ Interior Perimeter Access CardTIGTA HQ Exterior (Street-level) Access Card Any Other Special Access Cards (Treasury, IRS, COOP, etc.)TIGTA HQ Office Door Key or special access keysOfficial Government Passport1401 H Street Emergency Shelter in Place Kit with flashlight( if issued)Note: Refer to Chapter (500)-150.4 for additional information on badges and credentials. Local building passes should be returned to the appropriate issuing office. See Chapter (500)-150.3.2 for additional information on building passes.70.3.5 Manager Retention of Equipment. The manager will retain the following equipment for reassignment: Desk and office keys;Parking passes;TIGTA-purchased telecommuting equipment (e.g., filing cabinets, except telecommuting routers and printers, which should be returned to the OIT Service Desk at the address stated above);Government fleet credit card (or should stay with the vehicle to which it is assigned, locked in glove compartment); andGPS navigation unit.In addition to the above actions, the manager should:Notify the appropriate functional inventory coordinator that a cell phone or satellite phone has been secured from a separating employee; the functional coordinator may provide additional instructions for the manager to follow. Unused Public Transportation Subsidy Media should be returned as outlined in Chapter (600)-40.10.1.Encourage employees that are voluntarily leaving TIGTA to complete the Exit Survey. Hold final performance appraisal discussion with employee and issue an interim rating. Maintain the departing employee’s EPF and Drop File as described in (600)-70.21.6.70.3.6 Personnel Specialist Responsibilities. Review all documents and requests submitted by managers for compliance and accuracy. Follow up with the manager, if necessary.Process separation requests.Provide assistance and guidance to managers and employees in the completion of the separation process, if necessary.70.3.7 Death of an Employee. The Manager will notify the benefits@fiscal. mailbox and the Director Human Capital & Personnel Security (HC&PS) immediately upon learning of an employee’s death. The BFS/ARC personnel specialists will work to properly close the employee’s payroll account and the Director HC&PS will work with the managers to ensure internal systems and processing are completed. The Director HC&PS and the BFS liaison will ensure managers wait a reasonable amount of time before approaching the employee’s Emergency Contact listed in HRConnect to obtain any property and equipment assigned to the employee not located in the office. This contact generally does not occur until BFS verifies they have made contact with the employee’s designated contact. 70.3.8 Retirements. 70.3.8.1 Employee Retirements. The retiring employee’s manager will receive an e-mail from *TIGTALEORetirementEvaluation providing the employee’s retirement information (e.g., retirement date, total years of service, eligibility for a Gallatin Award, etc.) and a list of actions that must be taken to complete the employee’s separation from TIGTA. 70.3.8.1.1 Special Agent (GS-1811) Employee Retirements. For retiring Special Agents, the e-mail from *TIGTALEORetirementEvaluation will include a partially completed TIGTA LEO Firearms Certification Form. The TIGTA LEO Firearms Certification Form is used to document and certify the retiring agent’s eligibility to obtain retired LEO credentials upon retirement. It is very important for the manager to review and sign this form and forward to *TIGTALEORetirementEvaluation as soon as possible.70.3.8.1.2 Retirement Recognition. Several forms of memorabilia and recognition are available to retiring employees. Managers wishing to provide any of the following types of recognition must take the actions identified below.70.3.8.2 Retirement Letters. Before a retirement letter to be signed by any official can be requested, the requesting manager/functional office must first determine if the employee is retiring in good standing. This determination will be accomplished by requesting a retirement clearance letter from *TIGTA LEO Retirement Evaluation.70.3.8.2.1 Routing chain for retirement letters. Once retirement letters are routed through the proper functional routing chain within each office, the letters will be sent to the Senior Advisor to the Inspector General (or designated personnel), and finally to the Inspector General (IG).70.3.8.2.2 Retirement Letters Signed by the Inspector General. Once retirement clearance is obtained, the manager will prepare a retirement letter and send it through the functional routing chain for the IG signature. Suggested items to include in the letter:Years of service Any military service (if so, what branch, number of years, any special medals) Years with IRS Inspection/TIGTA (if significant) Career highlights (locations worked, positions held, any special accomplishment the employee is known for) Any noteworthy accomplishment possibly recognized by the media, the IRS Commissioner, the Secretary of the Treasury, etc. Exhibit (600)-70.17 contains an example of a retirement letter for the Inspector General’s signature.70.3.8.2.3 Retirement Letters Signed by the Secretary of the Treasury. Retirement letters are sent through the Office of the Executive Secretary for appropriate processing and delivery. There are three parts of a retirement letter package:Action Memoranda: The action memorandum to the Secretary should follow the guidelines provided in Exhibit (600)-70.18 and contain a brief narrative about the retiree, including the date of retirement, the year he/she were hired at Treasury and TIGTA, the number of years worked at Treasury, and a summary of major accomplishments or awards received. Draft Letter: The draft retirement letter should follow the preset language provided in Exhibit (600)-70.18. The letter should also incorporate information supplied in the action memo, including the retiree’s full name, home address, and the number of years he/she worked at Treasury. The letter must be in Times New Roman, 12 pt., and not contain the TIGTA letterhead; it must simply be the text to be contained in the letter.Clearance Sheet: The clearance sheet should include the name and phone number of the drafter, name of approving official and detailed delivery instructions for the letter. The clearance sheet should also include a deadline. An example is provided in Exhibit (600)-70.18.70.3.8.2.4 Transmittal to the Office of the Executive Secretary. Upon completion of the approval process within TIGTA, the package (including the action memorandum, draft letter, and clearance sheet) should be sent to the Office of the Executive Secretary in two formats: hardcopy and electronic copy (“softcopy”). The hardcopy should be delivered to the ExecSecProcessUnit (MT-3413) at main Treasury and an identical softcopy should be sent via e-mail to ES-RETIREMENT@. Both copies are required for processing.Approval – Once both copies of the retirement letter package have been received, materials will be reviewed. If the package is incomplete, it will be disapproved and sent back to the original draft office for corrections. Other reasons for disapproval are:the action memo is pre-approved;a hardcopy and softcopy were not received;the number of years are incorrect;lack of deadline on the clearance sheet; andno delivery instructions provided.When the package is approved, the final retirement letter will be forwarded for the Secretary’s signature. Delivery – The delivery of the final letter must be noted on the clearance sheet. The three options for delivery are:mailed to the drafting office;mailed directly to the retiree; orpicked up from the ExecSecCorrespondenceUnit (MT-1010).For mail delivery, the clearance sheet must include the exact name and address of the recipient. For pick-up from the ExecSecCorrespondenceUnit, the clearance sheet must include the name and phone number of the individual retrieving the letter. The individual will be notified when the final letter has been signed and to schedule a convenient pick up time. 70.3.8.2.5 Retirement Letters and Photos from the White House. Request for photos or letters signed by the President can be requested through the offices all U.S. Representatives and Senators. For details, either contact their offices or refer to the “Constituent Services” section of their websites.Requests may be submitted through the "Constituent Services" function of one of the U.S. Senators or U.S. Representatives from the recipient’s state.Requests can also be mailed, at least six weeks in advance of the event to: White House, 1600 Pennsylvania Avenue, Washington, D.C. 20500.Request can also be submitted through Contact the White House.Required information: Please include the following in your request:Name and home address of honoree(s)Form of address (Mr., Ms., Mrs., Dr., Miss, etc.)Exact date of occasion (month, day, year)Your (the requestor's) name and daytime phone numberAny specific mailing instructions if other than to honoree's addressTypically, signed greeting cards should arrive within six?weeks after being requested. The White House Office requires that requests be made at least six weeks before the date of the event to be commemorated. However, actual delivery times can vary greatly and requests should always be submitted as far in advance as possible.70.3.8.2.6 Gallatin Awards. Retiring employees with 20 or more years of Treasury Department service are eligible for the Albert Gallatin Award. The BFS/ARC will automatically initiate the required records check and process this award for retiring employees. The formal Gallatin Awards are produced by the Departmental Offices.If a mock Gallatin Award is desired to present to the employee before the employee’s retirement, managers must notify the BFS/ARC retirement specialist of this desire as soon as the manager becomes aware of the employee’s retirement date. This notification will allow BFS/ARC the opportunity to prepare a mock Gallatin Award to be presented to the employee. 70.3.8.2.7 Other Retirement Memorabilia. As part of a TIGTA employee incentive award program, TIGTA senior executives may approve the purchase of a shadow box, plaque, or Lucite badge for an employee upon retirement. Only one item may be purchased using appropriated funds. If you wish to present the retiree with more than one retirement memorabilia item, private contributions must be used to pay for the additional items. The Office of Mission Support (OMS) will fund and process all requests for shadow boxes, plaques, or Lucite badges. See Retirement Memorabilia Request Form in Exhibit (600)-70.20. See below for additional information on the types of memorabilia. 70.3.8.2.7.1 Shadow Boxes. Employees With TIGTA-Issued Credentials – TIGTA credentials will be disabled with the word “Retired” prior to being mounted in a shadow box along with the TIGTA seal. If credentials are used in the shadow box, the brass plate may have up to three lines of engraving.Shadow boxes for retiring/separating Special Agents may contain the agent’s assigned TIGTA enforcement/raid badges along with the agent’s assigned credentials.Employees Without Issued Credentials – All other retiring/separating employees may choose the TIGTA seal to be mounted in a shadow box with a brass plate that will hold up to six lines of engraving. 70.3.8.2.7.2 Plaques. An 8 by 10-inch marble plaque with an imbedded wreath is available for purchase for retiring employees. The wreath surrounds either a 2-inch TIGTA badge-shaped medal disk, which contains a blue and gold brass back plate (for Special Agents), or a round TIGTA seal which contains a black and gold brass back plate (for all other employees). The plaque may contain up to seven lines of engraving. The inscription for the brass plate should be submitted with the requesting memorandum and attached order form. If the memento is to be presented prior to retirement or leaving the agency, the approved memorandum must be submitted no later than one month prior to the date needed.70.3.8.2.7.3 Retirement Badge – Special Agents Only. Upon retirement, Special Agents also have the option to request a TIGTA “retirement” badge using private funds. The badge is a replica of the enforcement badge except the title “Retired” appears in the space normally occupied by the serial number. To order the items above, complete the Order Form in Exhibit (600)-70.20 and forward it to Human Capital & Personnel Security for processing.Offices may use up to $50 of appropriated funds per retiree to pay for invitations/postage as it relates to the retirement award ceremony. These expenses should be charged to the appropriate office’s budget and budget object class code.Generally, when an employee departs TIGTA in a capacity other than retirement, a shadow box can be obtained with private funds. These requests must be approved by a TIGTA senior executive. Employees separating as a result of, or in connection with, disciplinary action (including voluntary separation in lieu of proposed action) are not entitled to receive badges or credentials. An exception to this policy may be made for employees who separate, or are removed, as a result of an on-the-job injury.Refer to Chapter (500)-150.4. Badges and Credentials for authorization to issue TIGTA badges and credentials upon retirement or separation from TIGTA.70.3.9 Separation of Contractors and/or Student Volunteers. The TIGTA manager who worked with either the contractor or the student volunteer is responsible for the following actions: Contact the Personal Property Program Management (PPPM) mailbox to obtain a list of property and equipment assigned to the separating contractor/volunteer. Use this list, along with the Employee Exit Clearance Form to secure all property and equipment assigned to the separating employee. All property and equipment must be returned before the employee’s separation date. Contact the appropriate functional inventory coordinator to obtain a list of property and equipment (including IT equipment) assigned to the separating contractor/volunteer. Facilities Management @ &TIGTA OMS Facilities Management 61012Office of Information Technology @ ITCustomerSupport@tigta.Office of Mission Support &TIGTAOMSPersonnelSecurity68020@tigta.Encourage the contractor/volunteer to cancel all electronic subscriptions for which he/she has subscribed (e.g., news alerts, publications, etc.). Submit a Service Desk ticket to the IT staff stating the departing contractor/volunteer’s name and his/her last day of employment. It is critical that OIT receives the Service Desk ticket prior to the contractor/volunteer’s departure in order to secure the network from unauthorized users and to ensure sensitive systems and information are not accessed improperly once a contractor/volunteer has departed.If the contractor/volunteer had access to the Internal Revenue Service’s (IRS) IDRS, contact the employee’s Unit Security Representative (USR) to terminate the employee’s access. A list of USR’s can be found in the IRS System Access Guide (see TIGTA IDRS Groups and Unit Security Representatives).If the contractor/volunteer had access to any IRS systems, ensure that the necessary personnel action(s) are completed timely by, the servicing personnel office (BFS). When completed, HR Connect will send an electronic notification to the IRS that causes any IRS system access to be terminated. Contact the TIGTA Personnel Security Office (*TIGTA Personnel Security Office) to determine if the contractor/volunteer holds a security clearance issued by TIGTA. If so, the contractor/volunteer must schedule a Security Debriefing with the Personnel Security Officer before he/she departs. After the debriefing, the Personnel Security Officer will obtain the separating contractor’s/volunteer’s signature on SF-312, Classified Information Nondisclosure Agreement. This form will be maintained in the separating contractor’s/volunteer’s Personnel Security Folder.Ensure that all official employee records, whether paper or electronic, are appropriately archived and/or disposed of and ensure completion of Exhibit (600)-70.4 TD F 80-05.5, Department of the Treasury, Removal of Information. The manager must submit this form to TIGTARecordsManagement@tigta. for signature by the TIGTA records officer. See Chapter (600)-110 Records Management for additional guidance. ................
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