NATIONAL ASIAN PACIFIC CENTER ON AGING
AGRICULTURE CONSERVATION EXPERIENCED SERVICES PROGRAM
ENROLLEE HANDBOOK
This Enrollee Handbook is intended to provide guidance and information concerning the
Agriculture Conservation Experienced Services (ACES) Program policies and procedures to
all ACES Enrollees. It also serves as a source of reference to the staff of participating Natural
Resources Conservation Services (NRCS) offices.
The ACES Enrollee Handbook is not intended to create a contract, either expressed or
implied. It is not all inclusive and is only a set of guidelines; it does not guarantee
employment for any definite period of time; it supersedes any previous handbook or
unwritten policies; this handbook does not alter the “at-will” relationship between NAPCA
and the Enrollee; this handbook can only be changed in writing by the NAPCA National
ACES Director or the NAPCA CEO.
Both NRCS staff and ACES Enrollees are encouraged to become familiar with this handbook
and to bring to the attention of the NAPCA-ACES Project Director for your region or the
NAPCA National ACES Director any questions or suggestions regarding these policies.
Rev. 10/08 NAPCA
PREFACE
The Agriculture Conservations Services (ACES) program was established in 2008 by the Food,
Conservation and Energy Act of 2008 (PL 110-234). The ACES program draws upon the vast
pool of talent, experience, and skills possessed by individuals 55 years and older. The purposes
of the ACES program are:

To give workers age 55 and over an opportunity to use their skills in creative and
meaningful assignments.

To recognize the tremendous wealth of productive, talented older workers among
public and private employers.

To supplement NRCS staff who are on the federal payroll with technical services
in support of conservation-related programs.
The NRCS awards agreements for the ACES program to national aging organizations through a
grant process. The grantee recruits, secures the services of, and pays salaries to the older workers
under the ACES program. ACES workers are not federal employees, nor are they employees of
the grantee organizations, rather they are "Enrollees" in the ACES Program. The grantee
organization works with the requesting NRCS office to develop appropriate assignments for
placement in a designated NRCS office. The grantee is responsible for recruiting and screening
candidates. On-site, an NRCS employee (called a Monitor) directs the ACES Enrollee in daily
activities. Monitoring of ACES Enrollees by the grantee organization occurs on a regular basis.
The work being performed by ACES Enrollees provides vital support to the overall goal of the
NRCS pertaining to conservation related programs. Currently, ACES Enrollees work in various
NRCS offices around the country. ACES Enrollees work in part-time or full-time assignments,
depending on their interests and the particular needs of the requesting NRCS office.
Assignments are technical in nature. The only requirements for participation in the program
is that the applicant be at least 55 years old and legally entitled to work in the United
States.
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TABLE OF CONTENTS
PREFACE
................... ............................................................................................................ i
TABLE OF CONTENTS ............................................................................................................... ii
100
GENERAL RESPONSIBILITIES .......................................................................................1
101
Enrollee Responsibilities ........................................................................................1
200
ENROLLMENT...................................................................................................................1
201
Eligibility .................................................................................................................1
202
Employment at Will .................................................................................................2
203
Equal Employment Opportunity/Affirmative Action ..............................................2
204
Sexual & Other Forms of Harassment .....................................................................2
205
Citizenship ...............................................................................................................2
206
Disabilities ...............................................................................................................2
300
ENROLLEE BENEFITS AND LEAVE POLICIES............................................................3
301
Paid Holidays ...........................................................................................................4
302
Vacation Leave ........................................................................................................4
303
Sick Leave ................................................................................................................4
304
Absence Due to Work Injury or Illness ....................................................................5
305
Jury Duty Leave .......................................................................................................5
306
Family & Medical Leave (FMLA) ...........................................................................6
307
Leave of Absence-----Leave Without Pay................................................................6
400
WORK HOURS, TRAINING, AND ABSENTEEISM.......................................................8
401
Authorized Work Hours ...........................................................................................8
402
Overtime Hours & Overtime Pay. ............................................................................8
403
Compressed Assignments & Schedules ...................................................................8
404
Training…………………………………………………………..………………………............. 8
405
Absence From Work……….................................................. …….……………………………9
500
RENEWALS.. ......................................................................................................................9
501
Purpose of Renewals & Pay Increases .....................................................................9
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600
GUIDELINES FOR CORRECTIVE ACTIONS ...............................................................10
601
Policy..... ................................................................................................................10
602
Termination ............................................................................................................10
A.
Good Reason ..............................................................................................11
B.
Reduction in Force .....................................................................................11
603
Grievance/Appeal Procedures ................................................................................11
700
ENROLLEE HEALTH AND SAFETY ............................................................................11
701
Policy .....................................................................................................................11
702
Responsibilities of Enrollees..................................................................................11
703
Responsibilities of NRCS Monitor ........................................................................12
704
Reporting Work Related Injuries and Illnesses ......................................................12
800
RULES OF CONDUCT.....................................................................................................13
801
Policy..... ................................................................................................................13
802
Workplace Violence Policy……………………………………… .......................13
803
Lobbying Activities ................................................................................................13
900
TIME AND ATTENDANCE REPORTING .....................................................................13
901
Time and Attendance Report .................................................................................13
902
Procedure ...............................................................................................................14
903
Explanation of Codes .............................................................................................14
904
Check Availability .................................................................................................14
905
Reimbursement RequestHealth Care, Travel .....................................................14
1000 TRAVEL ............................................................................................................................15
1001 General..... ..............................................................................................................15
1002 Local Travel ...........................................................................................................15
1003 Out-of-town Travel ................................................................................................16
A.
Prior Approval ...........................................................................................16
B.
Advances ....................................................................................................17
C.
Travel Expense Reports .............................................................................17
D.
Calculating Assignment Hours ..................................................................18
E.
Weekend Travel .........................................................................................18
F.
Rental Cars .................................................................................................18
G.
Day Trip .....................................................................................................18
1100 ENROLLEE EXPENSES ..................................................................................................19
1101 Non-Travel Expenses .............................................................................................19
1102 Telephone Calls .....................................................................................................19
FORMS
ALL NAPCA FORMS ARE AVAILABLE FROM YOUR NAPCA-ACES PROJECT
DIRECTOR
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100
GENERAL RESPONSIBILITIES
101
Enrollee Responsibilities
NAPCA-ACES Program Enrollees are participants in the Agriculture Conservation Experienced
Services Program. They are not federal employees. Their worksites are in federal or state
agencies.
Enrollees will perform their assignments in a safe and responsible manner at all times. Attire
shall be appropriate for the assignment.
Enrollees will take responsibility for prompt and accurate submission of Time and Attendance
Reports. Any falsification of information on these timesheets may result in disciplinary
action, including removal, and may result in a fine of not more than $10,000 or
imprisonment of not more than 5 years or both (18 U.S.C. 1001). The same applies to any
required written activity reports.
Requests for reimbursement for travel or supplies must be made with proper documentation and
authorization within thirty days of expenditure.
Due to the nature of the assignment (which is based upon an approved Assignment Description),
Enrollees may be requested to:
A.
B.
C.
D.
E.
Hold a valid driver's license.
Travel frequently.
Be away from home one or more nights.
Participate in air travel.
Have medical monitoring.
Assignment-related issues or difficulties shall be discussed with the NRCS Monitor and/or
the appropriate NAPCA-ACES Project Director.
200
ENROLLMENT
201
Eligibility
Applicants selected for enrollment must have attained 55 years of age at date of hire. Candidates
must have appropriate work experience and/or education to meet the assignment requirements.
202
Employment at Will
NAPCA is an “at-will” company and operates under the provision that Enrollees have the right to
resign their position at any time, with or without notice and with or without cause. NAPCA has
Rev. 1/09 NAPCA
1
similar rights to terminate the enrollment relationship with or without notice and with or without
cause.
203
Equal Employment Opportunity/Affirmative Action
It is the policy of the NAPCA-ACES Program to promote equal opportunity and nondiscriminatory practices in all facets of its operations. NAPCA-ACES Program practices shall
insure all persons equal opportunity to work and advance within the ACES Program on the basis
of merit, fitness, and ability, regardless of race, religious faith, political affiliation, sexual orientation, ethnic background, nationality, past military status, or any other classification protected by
law. Participants in this program must be 55 years of age or older as required by Public Law
(PL) 110-234.
204
Sexual & Other Forms of Harassment
Sexual and other forms of office place harassment based upon age, race, religious faith, political
affiliation, sexual orientation, ethnic background, nationality, past military status, or any other
classification protected by the law will not be tolerated by the NAPCA-ACES Program. All
complaints made will be investigated promptly, fairly, and thoroughly. The NAPCA-ACES
Program is responsible for investigating claims made by Enrollees as well as claims made against
Enrollees. Harassment is a form of discrimination and is an unlawful office-place practice as
interpreted by the courts from Title VII of the Civil Rights Act.
205
Citizenship
The Immigration Reform and Control Act of 1986 subjects employers to penalties if they
knowingly hire illegal aliens or if they discriminate against employees or prospective employees
because of their "citizenship status."
The NAPCA-ACES Program requires all Enrollees to complete Immigration Form I-9 and
provide documents to establish both identity and employment authorization.
206
Disabilities
It is the stated policy of the NAPCA-ACES Program that any disabled person who can perform
the essential functions of the assignment in question with reasonable accommodation(s) shall be
considered. NAPCA will comply with all requirements of the federal Americans with
Disabilities Act (ADA).
300
ENROLLEE BENEFITS AND LEAVE POLICIES
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301
Paid Holidays
There are ten paid holidays per calendar year, which is consistent with the federal holiday
schedule. The authorized holidays are as follows:
New Year's Day
President's Day
Independence Day
Columbus Day
Thanksgiving Day
Martin Luther King, Jr. Day
Memorial Day
Labor Day
Veterans Day
Christmas Day
Holidays are pro-rated for Enrollees with assignment hours less than 80 hours per pay period.
Divide biweekly authorized hours by 10 and round up if .50 or over, and down if under .50 to the
next hour. ACES chart for approximate hours:
Authorized Hours Per Pay Period
80
70
64
60
48
40
36
32
16
Holiday Hours
8.0
7.0
6.5
6.0
5.0
4.0
4.0
3.0
2.0
If the approved schedule is ten hours per day, four days per week, code the “other hours” column
with eight hours holiday and two hours vacation leave on the Time and Attendance Report to be
paid for ten hours. (NAPCA pays a maximum of 8 hours for a holiday.)
Enrollees may not work or initiate travel on designated holidays, and Enrollees must be in active
status before or after a holiday to be paid for the holiday. Enrollees on a part-time schedule may,
with their Monitor’s approval, rotate their work days during the same week to be paid for their
holidays.
If confusion arises regarding proper accounting of paid holidays, contact your NAPCA-ACES
Project Director before submitting your time sheet.
Time and Attendance Reports will be marked “H” for holiday leave.
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302
Vacation Leave
All Enrollees are entitled to vacation leave which accumulates at the rate of approximately 4.6
hours per pay period for Enrollees who work 40 hours per week. For part-time Enrollees, the
rate is proportionate to hours worked. Enrollees may carry up to 80 hours of vacation beyond
December 31 of each year. Any vacation accrued in excess of 80 hours and not taken by
midnight on December 31st will be lost to the Enrollee. (ACES Project Director must be
contacted regarding any exceptions to this policy.) Leave must be accumulated prior to the pay
period being used.
Vacation time may be taken after four weeks of enrollment, with the approval of the NRCS
Monitor and NAPCA-ACES Project Director. Normally, an NRCS Monitor and NAPCA-ACES
Project Director shall be given at least two weeks notice of planned vacations by the Enrollee
submitting an Enrollee Leave Request Form.
Enrollees must use or be reimbursed for earned vacation upon their termination or grant/contract
termination, since benefits earned during a funding period may not be paid outside of that
funding period.
Time and Attendance Reports must be marked “VL” for vacation leave.
303
Sick Leave
Sick leave is accumulated at the rate of approximately 3.69 hours per pay period for enrollees
who work a 40-hour week. For part-time Enrollees, the rate is proportionate to hours worked.
Enrollees are entitled to sick leave with pay after four weeks of enrollment.
Sick leave with pay is allowed in case of injury, illness, or medical, dental, optical or professional
appointments of a similar nature. Sick leave also covers absences due to sickness, or medical or
dental appointments of an Enrollee's dependent, when the Enrollee's attendance is required or
recommended by a health care professional.
To receive sick leave pay, Enrollees must satisfy the following requirements:
A. Absence due to illness or injury must be reported within two hours of normal starting
time to your monitor.
B. Call each day of absence. When absent for three or more consecutive days without
calling in, termination procedures may be initiated.
C. A doctor's statement to permit an Enrollee's Work Resumption after illness and injury
shall be required after an absence of five business days. This statement is to be provided
to the NRCS Monitor and the NAPCA-ACES Project Director before the Enrollee may
return to work, and be included with the leave slip when the next time record is due.
D. Refer to Section 308 for information on Family Medial Leave Act (FMLA).
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Claims for sick leave are limited to the actual amount of time lost due to illness or disability
rounded to the nearest half-hour and cannot exceed sick leave accumulation.
Accumulated sick leave will not be paid to Enrollees at the end of their enrollment and cannot be
used for vacation.
Enrollees may carry over up to sixty-five (65) days of sick leave beyond December 31 of each
year. For part-time Enrollees, the carry-over rate is proportionate to the percentage of full-time
hours worked. Any sick leave accrued in excess of 65 days, or their part-time equivalent, will be
lost to the Enrollee at midnight on December 31.
304
Absence Due to Assignment-Related Injury or Illness
Enrollees, for whom an Enrollee's Report of Injury has been filed and who are unable to perform
their duties because of the work-related injury or illness, may become eligible to receive income
benefits under Worker's Compensation. In every state, there is a statutory "Waiting Period"
before income benefits are payable under Worker's Compensation. Specific information is
available at your state’s Department of Labor and Industry.
In all states, the waiting period begins the day after the date of injury or illness. During the
"Waiting Period", Enrollees should be granted sick leave (Section 704). Beginning the day after
the waiting period expires, the Enrollee becomes eligible to receive income benefits under
Worker's Compensation, if they are still unable to perform their duties. No further sick leave
shall be granted during the time the Enrollee is receiving Worker's Compensation. During the
time period the Enrollee is on Worker's Compensation, the Enrollee will be considered on
inactive status by NAPCA.
The Enrollee is responsible for notifying the NAPCA-ACES Project Director immediately
anytime an accident occurs on the job. The Enrollee is also responsible for seeing that all the
necessary forms for the state pertaining to Worker’s Compensation Claims are properly filled out
and submitted. (Your physician has these forms in their office.)
305
Jury Duty Leave
A. If the Enrollee requires leave for jury duty, the Enrollee must immediately provide written
notice of having been called for jury duty to both the NAPCA-ACES Project Director and
NRCS Monitor.
B. The Enrollee shall request the court not to pay them for the number of jury hours
normally scheduled for that day if payment for those hours will be made by the NAPCAACES Program. If the Enrollee receives payment from the court, the moneys should be
given to the NAPCA-ACES program for payment for the full day. The Enrollee,
however, is entitled to any reimbursement from the court for out-of-pocket expenses such
as travel.
Rev. 1/09 NAPCA
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C. If an Enrollee is excused as a juror or a witness by the court on any day falling within a
normal assignment schedule, the Enrollee must notify the NRCS Monitor and, if directed,
report for the balance of the normal assignment schedule.
The Enrollee shall enter a "J" along with the actual hours normally worked for those days on the
Time and Attendance Report and shall also submit written evidence of having served during the
"J" time shown.
306 Family and Medical Leave of Absence (FMLA)
The federal Family and Medical Leave Act (FMLA) became effective on August 5, 1993. The
FMLA provides up to a maximum 12 weeks off in any 12-month period of time to care for a
family member or for an individual’s medical leave purposes. The 12 weeks includes any
accrued sick and vacation time.
NAPCA’s Family and Medical Leave Policy (FMLP) will follow the Federal FMLA policy. If an
Enrollee is working in a state that has a more liberal Family and Medical Leave Act, NAPCA
will follow those rules. Under the Federal FMLA:
A. You must have been enrolled in the NAPCA ACES Program for a minimum of one year
and have worked at least 1250 hours during the 12-month period immediately preceding
the request for leave.
B. NAPCA will require the use of all available leave first, both sick and vacation.
C. If you are covered under the NAPCA-ACES Program Enrollee Medical Insurance, your
coverage will continue to be paid by the NAPCA-ACES Program for the 12-week period.
D. If you are paying for Dental Coverage, you must arrange for payment while you are on
FMLA with your NAPCA-ACES Project Director.
E. An Enrollee wishing to use the FMLA should submit the request to their Monitor and the
NAPCA-ACES Project Director. It must include the reasons for taking the planned leave.
NAPCA has the necessary forms available for the Enrollee to submit.
307 Leave of Absence - Leave Without Pay
This type of leave is designated for absence from work not covered by other authorized leave
policy as stated in this section. This leave is designed for humanitarian purposes (i.e., emergency
support to family members or relatives) and is to be considered on a case-by-case basis. Request
for such leave must be submitted in writing by the Enrollee to his/her immediate NRCS Monitor
stating:
A.
The reason for the leave;
B.
The expected duration of the leave; and
C.
The estimated date of return to pay status.
The NRCS Monitor shall forward a copy of the request for leave with a recommendation for
approval or denial to the appropriate NAPCA-ACES Project Director for action. Approval or
denial of Leave Without Pay (LWP) resides with NAPCA.
Time and Attendance Reports will be marked (“LWP”) for Leave Without Pay
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400
WORK HOURS, TRAINING, AND ABSENTEEISM
401
Authorized Work Hours
The work schedule for each Enrollee shall be agreed upon between the NRCS Monitor and the
Enrollee and approved by the NAPCA-ACES Project Director.
An Enrollee may not volunteer to work extra hours at his/her regularly scheduled assignment
without prior approval from the NAPCA-ACES Project Director.
402
Overtime Hours and Overtime Pay
Enrollees are requested not to work over 40 hours in a one-week period. If there is an exception
to this and overtime is required and approved by NRCS, NAPCA is responsible for monitoring
and controlling ACES Enrollee overtime within the NRCS offices.
In accordance with the provisions of the Fair Labor Standards Act, NAPCA provides pay at a rate
of time-and-a-half for tasks performed in excess of 40 hours per week. It is understood that
any assignment hours in excess of 40 Hours per week must be approved in writing and
authorized by the appropriate NRCS officials, i.e. the Monitor and NRCS ACES
Coordinator and the NAPCA-ACES Project Director.
403
Compressed Assignment Schedule
The NAPCA-ACES Program, in cooperation with the various NRCS Divisions and Offices, has
agreed to allow ACES Enrollees to be assigned pre-approved compressed schedules which can
consist of no more than 40 hours per week and must be approved by the NRCS Monitor and
the NAPCA-ACES Project Director.
404
Training
All training requires prior approval by the NAPCA-ACES Project Director. Training costs are
charged to the agreement that covers the Enrollee.
Any training and associated travel requires prior approval of the Enrollee’s NRCS Monitor.
Written confirmation of this approval must be submitted by the NRCS Monitor to the NAPCAACES Project Director.
An original Training Request Form is to be completed by the Enrollee and submitted 30 days in
advance of training, except in special cases, such as when the training or conference becomes
available unexpectedly. Attach all documentation of training, registration forms, brochures, etc.
Faxed copies will begin the process but originals must be submitted for final payment.
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If out of town travel is required, the Travel Request Form should be submitted with the Training
Request. These will be returned to the Enrollee upon approval by NAPCA. The forms should
then be attached to the Travel Expense Report to NAPCA upon completion of training and travel.
405
Absence from Work
Absence from work due to illness, emergency, and/or other reasons must be reported to the
NRCS Monitor no later than two hours following scheduled starting time.
An Enrollee shall call on each day of absence, unless other arrangements have been made with
the NRCS Monitor. Failure to report an absence within the stated time may be considered
justification for disallowing hours on the Time and Attendance Report for that day. Failure to
provide notification may be reason for dismissal.
Assignment abandonment may be considered as a cause for termination of enrollment if an
Enrollee arbitrarily leaves the assignment for three working days without explanation or
contacting the NRCS Monitor or the NAPCA-ACES Project Director.
If an Enrollee misses three consecutive workdays for any reason including but not limited to
illness or accident, the NRCS Monitor must notify the NAPCA-ACES Project Director.
Absence from the assignment after five workdays due to medical reasons will require a doctor's
statement to permit an Enrollee's work resumption after illness and injury. This statement must
be furnished to the NAPCA-ACES Project Director, who will notify the NRCS Monitor before the
Enrollee may resume work. A Leave Request Form must be filled out for five or more missed
workdays.
500
RENEWALS
501
Enrollee Renewals
Enrollee performance criteria are addressed at the end of each Task Agreement by the Monitor,
the Enrollee, and the NAPCA-ACES Project Director. Renewals are authorized by the NRCS
Monitor. The Program allows a fifty-cent per hour increase on the yearly anniversary of the
enrollees acceptance into the program.
This policy was established by the NRCS-ACES program office and is adhered to by NAPCA.
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600
GUIDELINES FOR CORRECTIVE ACTIONS
601
Policy
NAPCA provides a fair and equitable means for NRCS Monitors to guide and improve work
performance of Enrollees, monitor Enrollees, and correct problems of communication that may
adversely affect assignment performance. A procedure that provides a means of correcting
unsatisfactory work performance, improving unsatisfactory attendance, and resolving attitudinal
problems is an effective and legal method of enhancing Enrollee production and assignment
satisfaction. Please contact your NAPCA-ACES Project Director for guidelines and procedures
for Corrective Actions.
The Enrollee and the Monitor are to always keep the NAPCA-ACES Project Director informed
if there are any concerns regarding the Enrollee’s position performance.
602
Termination
Only NAPCA-ACES Project Directors have authority to terminate. NRCS Monitors may
recommend termination for good reason at any time during enrollment based on documentation
and proper procedures.
A. Reasons for discharge or immediate termination of an Enrollee for “good cause” may include,
but are not limited to, the following:
1. Conviction of a felony or misdemeanor.
2. Disobeying an NRCS Monitor's instructions relating to the assignment.
3. Drinking alcohol or using intoxicating/illegal drugs while on the assignment where it
produces behavior which is injurious to persons, property, or equipment, is disruptive, or
where the person is a hazard to himself/herself.
4. Reporting to work under the influence of alcohol or intoxicating/illegal drugs.
5. Using physical violence, disorderly conduct, or disruptive behavior.
6. Theft of NRCS property, NAPCA-ACES Program property, or personal property of coworkers or others.
7. Falsifying records such as, but not limited to, Time and Attendance records, travel
records, etc.
8. Negligence in the performance of duty, which results in the ineffective operation or
financial loss to NAPCA-ACES Program and/or which brings any type of harm to others.
9. Continued non-compliance or non-observance of the policies and procedures of NAPCA.
10. Intentional violation or negligence in complying with established NAPCA-ACES
Program and/or NRCS policies, procedures, laws, regulations, and agreements.
11. Assignment abandonment may be considered as a cause for termination of enrollment if
an Enrollee arbitrarily leaves the assignment for three working days without excuse or
contacting the NRCS Monitor or the NAPCA-ACES Project Director.
12. A pattern of infractions relating to assignment hours or unexcused absence from work for
three or more days or repeated tardiness.
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13. Misuse of any personal, sick, or other leave.
14. False statements on the application for enrollment and/or resume.
15. Repeated violations of established safety rules and practices.
16. Intentionally misrepresenting fact, either orally or in writing.
17. Intentional destruction, abuse, and defacement of property.
18. Any actions to discredit, including libel, slander, or bribery.
19. Any other anti-social, uncooperative, unprofessional behavior or conduct which are
considered by the NRCS Monitor and/or the NAPCA-ACES Program, to have a harmful
effect upon NRCS, NAPCA-ACES Program, or other personnel or property.
Circumstances of this nature will result in immediate dismissal.
20. Any falsification of proof of United States citizenship or authorization for employment in
the United States.
21. Sexual harassment of another employee or enrollee.
22. Incompetence or uncorrected deficiency in performance of assignment responsibilities.
23. Inappropriate usage of E-mail and Web searching while on NRCS premises.
B. Reduction in Force
An Enrollee may be terminated administratively, without prejudice, if the position is abolished
due to budgetary considerations or reorganization. An Enrollee in such a circumstance should
receive as much advance notice as possible. No less than two weeks notice with pay will be
provided Enrollees under reduction in force circumstances.
603
Grievance/Appeal Procedures
Detailed procedures are available from your NAPCA-ACES Project Director for NRCS Monitors
and NAPCA-ACES Enrollees.
700
ENROLLEE HEALTH AND SAFETY
701
Policy
The NAPCA-ACES Program holds in high regard the safety, welfare, and health of its staff and
Enrollees. No task is so urgent that ample time cannot be taken to do it safely. In accordance
with this principle, Enrollees are, in general, responsible for the exercising of maximum care and
good judgment in preventing accidents.
702
Responsibilities of Enrollees
More specifically, all Enrollees are required to:
A. Follow every precaution and safety rule to protect themselves and their fellow Enrollees from
injury and illness, and abide by program and NRCS office rules and regulations.
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B. Report immediately any accident they witness or are involved in to the NRCS Monitor and
NAPCA-ACES Project Director, and seek first-aid for all injuries however minor they may
seem.
C. Report as soon as possible any unsafe condition, equipment, or practice observed on the
assignment.
D. Use any and all personal protective equipment required by the task they are performing.
E. Enrollees are responsible for performing only those tasks which are consistent with the
assignment description, that are assigned by the NRCS Monitor, and in accordance with any
work restriction imposed by a physician.
703
Responsibilities of NRCS Monitor
A. The NRCS Monitor shall be responsible for the quality of the work environment to which an
Enrollee is assigned and for insuring that such environment is not hazardous to the health and
safety of assigned Enrollees.
B. The NRCS Monitor shall be responsible for determining if Medical Monitoring is necessary
and appropriate for the safety of the Enrollee and for the duties being preformed.
704
Reporting Work Related Injuries and Illnesses
NAPCA provides Worker’s Compensation benefits in the event of a work related injury,
occupational illness, or death which occurs while you are assigned to NRCS facilities or
authorized activities conducted on behalf of NRCS in accordance with the provisions of
Worker’s Compensation guidelines.
ALL ACCIDENTS/ INJURIES MUST BE REPORTED WITHIN 24 HOURS TO NAPCA.
You are to notify your Monitor and your NAPCA-ACES Project Director immediately. Call
your local NAPCA office immediately for directions on obtaining medical care. It is essential
that all information surrounding an injury or occupational illness be noted to enable the NAPCAACES Project Director to report the incident accurately and to give you any assistance that you
may need in order to follow procedures.
The Enrollee is responsible for contacting the physician and having the correct Worker’s
Comprehensive forms filled out by the physician’s office. (The physician’s office is the only
place where these forms are located and can be filled out.)
The NRCS Monitor will conduct an investigation of the circumstances of any assignment-related
accident or illness to an Enrollee in their department. The NAPCA-ACES Project Director will
provide a Monitor’s Accident Investigation Report to the NRCS Monitor, and the NRCS Monitor
will use this form to record the details of his/her investigation. The completed form will be
returned to the NAPCA-ACES Project Director with one copy being retained by the NRCS
Monitor.
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800
RULES OF CONDUCT
801
Policy
Although Enrollees are not NRCS employees, they are associated with the agency, therefore,
Enrollee's actions and oral representations could reflect upon NRCS. Enrollees are to avoid any
action which may result in or create the appearance of using the association with NRCS for
private gain or undermining public confidence in the integrity of NRCS programs.
802
Workplace Violence Prevention
NAPCA has a policy of zero tolerance for violence. If you engage in any violence in the
workplace, or threaten violence in the workplace, your enrollment will be terminated
immediately for cause. No talk of violence or joking about violence will be tolerated.
“Violence” includes physically harming another, shoving, pushing, harassing, intimidating,
coercing, brandishing weapons, and threatening or talking of engaging in those activities. It is
the intent of this policy to ensure that everyone associated with this organization never feels
threatened by an Enrollee’s or NRCS personnel’s actions or conduct.
803
Lobbying Activities
Very strict federal regulations apply to the use of federal funds for lobbying and political
activities by contractors and organizations performing under a cooperative agreement with a
federal agency. Federal law prohibits lobbying and certain political activities of any person paid
by federal funds. Staff and Enrollees of the Agriculture Conservation Experienced Services
Program must comply the ruling from the Solicitor of the Department of Labor. (A reference
copy is on file with NAPCA)
900
TIME AND ATTENDANCE REPORTING
901
Time and Attendance Report
This report serves as the documentation of hours worked. Enrollees will not be paid until a
properly prepared, accurate Time and Attendance Report is received by the NAPCA-ACES
Program Payroll Office. It is the responsibility of the Enrollee to insure timely submission of
Time and Attendance reports. Time and Attendance reports are due on the last day of the payroll
period; the Time and Attendance report may be faxed to NAPCA for timely processing.
However, an original Time and Attendance report, along with any necessary Leave Request
Forms must also be submitted to ensure proper bookkeeping procedures. Time and Attendance
reports received late will not be processed for payment until the next payroll period.
It is also the Enrollee’s responsibility to make sure that the Monitor is given a copy of their
time sheet at time of signature for the Monitor’s records.
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902
Procedure
The Enrollee should enter the proper number of work hours (no less than 1/4-hour increments) in
the corresponding report to the NRCS Monitor or designee for review. If the NRCS Monitor
concurs with the entries, the report is signed and dated by the NRCS Monitor and
forwarded without delay to the NAPCA-ACES Program's Payroll Office.
All entries and signatures must be completed in ink or ballpoint pen. No white outs will be
allowed. If there is a change, draw a line through the mistake and enter the correct
information. Both you and your Monitor must initial and date each correction.
903
Explanation of Codes
W:
VL:
H:
SL:
J:
LWP:
I:
904
Regular work hours
Vacation
Holiday
Sick Leave
Jury Duty Leave.
Approved Leave without Pay
Inactive but still enrolled. Only the appropriate NAPCA-ACES Project Director
can authorize the use of this code or place an Enrollee in an inactive status.
Check Availability
Paychecks will be mailed or direct deposited no later than the Friday following the end of the
payroll period.
905
Reimbursement Request – Travel, Expenses
Any request for reimbursements must be received in the NAPCA office five (5) days or more
before the end of the payroll period, to ensure the issuance of a reimbursement check by the pay
date for that period.
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1000 TRAVEL
1001 General
For Enrollees who must travel in the regular performance of their assignments, established
NAPCA policies will apply. The traveler is responsible for using the most economical means of
transportation available.
NRCS will allow enrollees to operate (after valid state diver’s license has been verified) NRCS
owned or leased vehicles only if used for official purposes of the NRCS. Enrollees may drive the
government vehicle or ride as a passenger. The Federal Tort Claims Act (FTCA) places liability
on the government for claims arising from automotive accidents involving government owned or
leased vehicles being used on official government business.
Reasonable and necessary expenses incurred by the Enrollee will be reimbursed according to the
allowable federal per diem and eligible costs. (Check with your Monitor for federal per diem
rates.)
When access to a privately owned vehicle is required for the assignment, the Enrollee must carry
a valid driver’s license and maintain insurance which covers business use of the car. Insurance
coverage must meet or exceed the state-established minimum for liability and property damage,
as required by the state in which the Enrollee resides. A copy of this certification needs to be
kept current and on file in the NAPCA-ACES office.
The following policies are based on excerpts from the federal regulations governing travel under
federally funded grants.
1002 Local Travel
Local travel authorization should be reflected in the position description and must be approved
by the Monitor. Enrollees shall be reimbursed for use of the Enrollee's personal car for
NRCS/ACES work if a NRCS car is not available for the enrollee’s use. Mileage allowance
shall be at the rate consistent with federal agency policies.
The use of buses, limousines, taxis, subways, and privately owned vehicles is permissible with
prior authorization by the NRCS Monitor. Rental cars may not be used for local travel unless
authorized by the NAPCA-ACES Project Director.
Claims for reimbursement must be submitted at least monthly on the NAPCA “Travel Expense
Form". Only privately owned vehicle (POV) mileage, bus fares, taxi fares, tolls, and parking
may be included. No travel between home and your local NRCS office may be submitted for
reimbursement.
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1003 Out-of-town Travel
A. Prior Approval
Enrollees required to travel out-of-town should consult with NAPCA to assist with travel
arrangements. Also, a "Travel Request and Approval Form" must be approved by the Enrollee's
NRCS Monitor and submitted to the NAPCA-ACES Program two weeks in advance of any outof-town travel. This should also include the purpose of the trip. It is NAPCA’s policy to utilize
the most cost-effective method of conveying travelers from point to point.
Enrollees may book their own tickets, and should always get the cheapest rate available for
travel.
Ground Transportation: Enrollees are always required to use airport shuttles or buses rather than
a rental car or taxis when the cost is less.
Hotel arrangements: Will be made by the Enrollee. If hotel expenses for a planned trip exceed
the maximum lodging amount as prescribed by the per diem schedule, justification is necessary.
Enrollees may exceed the lodging per diem rate by 50% if they cannot get a government rate.
Car Rental: Enrollees can only rent cars in concert with commercial transportation. When
rental cars are necessary and pre-authorized, the Enrollee is expected to make advance
reservations for an economy model automobile and to obtain the most economical package.
(You may use the travel agent for this.) Enrollees are not to represent themselves at any time as
government employees to obtain discounts, must rent from a nationally recognized rental agency,
and are to accept both the rental agency’s Collision Damage Waiver and the additional liability
coverage which covers injury or damage to the other party in case of an accident. No other
additional insurance charges will be reimbursable.
In general, NAPCA will pay mileage at the established mileage rate for privately owned vehicle
(POV) travel up to, but not exceeding, the cost of tourist class airfare between the traveler's point
of departure and his/her destination.
If a POV is used but the expected cost of mileage exceeds the cost of round trip airfare, such
travel must be requested and approved in advance by the NRCS Monitor and the NAPCA-ACES
Project Director (copies of this approval must be submitted with the "Travel Request and
Approval Form").
B. Advances
The NRCS Monitor must initiate the Travel Advance form to be approved by NAPCA. If
approval is given, the NRCS Monitor will receive a copy of the approved form. The Enrollee
will submit thirty (30) days prior to any travel (whenever possible) an Advance Request form
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with the Travel Request and Approval form. If approved, the advance check will be issued and
sent directly to the home of the Enrollee within ten (10) days of travel. The Travel Request and
Approval form as well as the Advance Request form are to be turned in with the Expense Report
form which is to be completed and submitted to NAPCA within fifteen (15) days after the end of
travel.
C. Travel Expense Reports
After travel, Enrollees must complete a Travel Expense Report and submit it to the NRCS
Monitor and NAPCA-ACES Project Director for approval.
1. The per diem rate is the maximum up to which you can be reimbursed for lodging, and a
fixed amount for meals & incidental expenses (M&IE).
2. Expenses must be itemized and accompanied by receipts for airline, train, hotel, car
rental, gas, and taxi fares. Non-business-related activities will not be reimbursed.
NAPCA reimburses up to $5.00 per night away for personal phone calls. Attach receipts
to the expense report form. Reimbursement will be delayed until all receipts are
received.
Original receipts for the following must be submitted with the Travel Expense Report:
Airline or Train tickets and Boarding Passes; Travel Agency Invoice; Hotel receipts; Car
Rental and Gasoline receipts; Miscellaneous Expenses; Transportation Single Items over
$15.00.
3. If an Enrollee's expense for a day is more than the prescribed daily maximum for hotel
and M&IE or over the 150% exception, reimbursement will be only for the approved
daily maximum.
4. For all travel, the "four quarters rule" will be used to calculate per diem. The four quarters
of a day are midnight to 6:00 a.m., 6:00 a.m. to noon, noon to 6:00 p.m., and 6:00 p.m. to
midnight. The total per diem will be computed by the number of quarters in a day that an
Enrollee is "on travel", multiplied by the quarterly dollar amount.
5. Under no circumstances may mileage expense be submitted for travel between home and
work, except in the case of work-related travel to and from the airport which is covered
up to a prescribed amount, with prior NAPCA approval. Time traveling to and from
home to the airport is not considered to be work time.
6. If a receipt is unavailable an Affidavit of Lost Receipt must be submitted with the
expense report. A receipt must be provided for all expenses over $15.00.
D. Calculating Assignment Hours During Travel
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Travel time during normal assignment hours counts as paid time. Time spent in travel status
before or after normal assignment hours does not count as paid time.
Enrollees who travel during assignment hours on a weekend must be paid overtime if they are on
business duty over 40 hours for that week. Another option is to adjust the schedule during the
same week to give the Enrollee time off instead of the overtime. The Enrollee pay period starts
at 12:01a.m. on Sunday morning and ends at midnight on the following Saturday night.
E. Weekend Travel
Normally, weekend travel is not encouraged. However, when travel over a weekend is practical,
prior approval by the NAPCA-ACES Project Director is required. It must be understood that
weekend travel is voluntary and only for the convenience of the traveler; the traveler is not in pay
status on Saturday or Sunday (unless prior authorization is granted by the NAPCA-ACES Project
Director) or evenings. The Enrollee's "Travel Request and Approval Form" must include the
following statement:
I understand that I am not in pay status during weekend travel and that
no work is to be performed.
The Enrollee must sign this statement. Additionally, the Enrollee and NRCS Monitor must sign
a Weekend Travel Approval Form. If weekend stay over is necessitated by work, but no official
work is required, per diem will be authorized.
Another way to avoid any overtime is to grant the Enrollee time off later or earlier in the week,
so that they do not exceed the 40 hour maximum per week.
F. Rental Cars
Car rentals are not permitted except under special conditions, such as when the assignment
requires traveling longer distances that are outside of local jurisdictions. When car rentals are
necessary and authorized, the Enrollee should contact NAPCA to make further arrangements.
Travelers should always accept full coverage insurance when renting vehicles, if they are not
already covered.
G. Day Trips
For day trips which do not require lodging, but are of ten hours or more in duration and are
outside of a 50-mile radius, the Enrollee is required to claim one meal. A "Travel Request and
Approval Form" is required for such a trip.
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1100 ENROLLEE EXPENSES
1101 Non-Travel Expenses
When authorized by the NAPCA-ACES Project Director to purchase expendable supplies such
as film, film processing, postage, etc., the Enrollee must request reimbursement using the
"Miscellaneous Expenses" form. Original, dated receipts are required. This form must be
signed, dated, and submitted within thirty days after the purchase is made. The NRCS Monitor
or his/her designated alternate must also sign this form.
NOTE: Any individual item over $100.00 must be requested in advance and in writing to the
NAPCA-ACES Project Director. A copy of the approval must be submitted with this form.
1102 Telephone Calls
Those business calls directly related to the conduct of NRCS business and phone costs incurred
by the Enrollee will be reimbursed. Personal calls may be reimbursed up to a maximum rate of
$5.00 for each overnight stay. The "Miscellaneous Expenses" form must be completed and
included with a copy of the telephone bill to request reimbursement for telephone calls.
If your phone calls are on your hotel bill, include them under the miscellaneous section of your
expense report.
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