EMPLOYEE CLEARANCE PROCESS
This website issues guidance for the clearance process when an employee serviced by WRC changes duty stations or separates from the Department of Commerce (DoC). Supervisors (or designated administrative contacts) are the primary focus for initiating the clearance process, working with the separating employee to ensure there are no unresolved issues of accountability or indebtedness when the employee separates. NOTE: if you normally route your clearance forms through a regional administrative office, please continue to do so.
Guest workers, contract employees and other non-federal employees must also complete the clearance process.
For a ready reference of accountable items required to clear an employee select one of the following:
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What to do when an employee separates |
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What to do when an employee transfers |
For employees leaving the Government (retirement, resignation, death or termination):
In order to receive payment of final salary and lump sum leave, employees must:
a. Inform their supervisor of the departure date;
b. Repay all money owed to the Government and return all Government property and information prior to leaving;
c. Work with their supervisor to ensure all accountable items such as credit cards, official identification, and personal property (ie; laptop), are collected.
NOTE: failure to complete the clearance will result in withholding of final salary and lump sum leave payment (if applicable).
As soon as possible after notification is given, the supervisor must submit to WFMO an SF-52, Request for Personnel Action (PDF Apr 2003), a CD-529, Lump Sum Leave Payment (PDF Apr 2003) (if applicable), and a CD-527,Leave Audit (PDF apr 2003) (if applicable). The supervisor must also submit a CD-126,Separation Clearance Certificate (PDF Apr 2003), with Section I completed. The supervisor will also identify items in Sections II and III of form CD-126 which require clearance, adding on any other clearances required . Sections II and III of the clearance form are to be completed by the clearance officials, i.e; the issuing official or property custodian responsible for that item. For example, the Western Region Security Office will sign as the clearance official for all WRC-issued key cards and identification cards.
Working with the employee, the supervisor must collect all items which require clearance, including the following:
1. ID cards are returned (either personally or via interoffice mail) to the Western Region Security Office.
2. WRC parking permits are returned to the Western Region Security Office.
3. Key cards for WRC are returned to Western Region Security Office.
4. WRC-issued Government Purchase cards should be destroyed and a Government Purchase Maintenance form (CB002) sent to Acquisition and Grants Office, WC33, Attn: Paul Spizzirri, to close out the account. For a copy of the form, please visit the Commerce BankCard Center or contact Paul at (206) 526-6494 or e-mail, paul.f.spizzirri@noaa.gov
5. The supervisor will retrieve the Travel Card from the employee and return it to the agency/organization program coordinator (AOPC) for cancellation.
NOTE: recent travel regulations allow agencies to collect delinquent travel charge card payments from an employee's salary, including lump sum annual leave payment, final pay or by any other monies due.
6. WRC-issued phone calling cards should be retrieved by the requesting office and OCIO Systems Division notified to terminate service, using the FTS2001 FedCard Request Form.
7. Employee must clear through their imprest fund cashier to ensure any outstanding debts/transactions are settled.
8. Employees who have a security clearance must make an appointment with the Western Region Security Office at (206) 526-4543.
9. All other accountable items must be returned/cleared with the appropriate property custodian or issuing official.
For employees transferring to another Federal Agency or a different bureau/line office or geographic site within DoC
In order to receive payment of final salary, employees must::
a. Inform their supervisor of the departure date;
b. Repay all money owed to the Government and return all Government property and information prior to leaving;
c. Work with their supervisor to ensure all accountable items such as credit cards , official identification, and personal property are collected.
NOTE: failure to complete the clearance will result in withholding of final salary .
As soon as possible after notification is given, the Supervisor must submit to Workforce Management Office an SF-52, Request for Personnel Action (PDF Apr 2003) and a CD-126, Separation Clearance Certificate (PDF Apr 2003), with Section I completed. The supervisor will also identify items in Sections II and III of form CD-126 which require clearance, adding on any other clearances required . Sections II and III of the clearance form are to be completed by the clearance officials, i.e; the issuing official or property custodian responsible for that item. For example, the Western Region Security Office will sign as the clearance official for all WRC-issued key cards and identification cards.
Working with the employee, the supervisor must collect all items which require clearance, including the following:
1. ID cards are returned (either personally or via interoffice mail) to the Western Region Security Office - or - destroyed, followed by a photocopy of the evidence faxed to the Western Region Security Office at (206) 526-4543.
2. WRC parking permits are returned to the Western Region Security Office.
3. Key cards for WRC are returned to Western Region Security Office.
4. WRC-issued Government Purchase cards should be destroyed and send a Government Purchase Maintenance form (CB002) to the Acquisition and Grants Office, WC33, Attn: Paul Spizzirri, to close out the account. For a copy of the form, visit the Commerce BankCard Center, or contact Paul at (206) 526-6494 or e-mail, paul.f.spizzirri@noaa.gov
5. The supervisor will notify the agency/organization program coordinator (AOPC) when an employee is transferring within DoC.
NOTE: recent travel regulations allow agencies to collect delinquent travel charge card payments from an employee's salary, including lump sum annual leave payment, final pay or by any other monies due.
6. WRC-issued phone calling cards should be retrieved by the requesting office and OCIO Systems Division notified to terminate service.
7. Employee must clear through imprest fund cashier to ensure any outstanding debts/transactions are settled.
8. Employees who have a security clearance must make an appointment with the Western Region Security Office at (206) 526-4543.
9. All other accountable items must be returned/cleared with the appropriate property custodian or issuing official.
Department Administrative Order 202-299, available from your Workforce Management Advisor , sets forth policy and instructions regarding employee accountability for property, records, funds and other matters before separating or transferring. NOAA Administrative Order 202-299, specific to NOAA employees, can be viewed at www.rdc.noaa.gov/~nao/202-299.html
