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FOREST SERVICE MANUAL
NORTHERN RESEARCH STATION (NRS)
NEWTOWN SQUARE, PA
FSM 6100 – PERSONNEL MANAGEMENT
CHAPTER 40 – PERFORMANCE, TRAINING, AWARDS
Supplement No.: NRS-6100-2008-3
Effective Date: March 28, 2008
Duration: Effective until superseded or removed.
Approved: MICHAEL T. RAINS
Station Director
Date Approved: 03/28/2008
Posting Instructions: Supplements are numbered consecutively by Title and calendar year.
Post by document name. Remove entire document and replace with this supplement. Retain this
transmittal as the first page of this document. The last supplement to this title was
NRS-6100-2008-2.
New Document(s):
6145
8 Pages
Superseded Document(s):
6145
7 Pages
(Last supplement was
NRS-6100-2008-2 dated 2/11/2008))
NRS SUPPLEMENT 6100-2008-3
EFFECTIVE DATE: 03/28/2008
DURATION: Effective until superseded or removed.
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FSM 6100 – PERSONNEL MANAGEMENT
CHAPTER 40 – PERFORMANCE, TRAINING, AWARDS
Digest:
6145.3
Authorizes the use of up to three (3) hours of excused absence
(administrative leave) per week for participating in an approved fitness
and wellness program.
Clarifies that when administrative leave (transaction code 66) is used, it
cannot be added to an employee’s core work hours to earn credit hours.
Employee will submit form FS-6500-229, “Request for Reimbursement”
form to the Albuquerque Service Center (ASC) Budget and Finance
Office.
States the types of reimbursements requests accepted by ASC.
Prohibits the pre-payment of a yearly health club fee prior to the use of
the facility. For example, if an employee prepays from April 2007
through March 2008, the reimbursement request cannot be processed
until the period is over which would be in March 2008.
However, if an employee pays for the health club fee monthly, the
reimbursement can be submitted and processed after the month has
ended. For example, ASC can process March 2008 fees in April 2008.
ASC will also accept reimbursement requests for quarterly fees.
For example, ASC will reimburse an employee for January 2008 through
March 2008 fees in April 2008.
NRS SUPPLEMENT 6100-2008-3
EFFECTIVE DATE: 03/28/2008
DURATION: Effective until superseded or removed.
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FSM 6100 – PERSONNEL MANAGEMENT
CHAPTER 40 – PERFORMANCE, TRAINING, AWARDS
6145.01 - AUTHORITY
Title 5 United States Code 7901(5 U.S.C. 7901), and Title 5 Code of Federal Regulations, Part
792 (5 CFR Part 792) provide authority to establish prevention programs related to health.
Authorized activities related to wellness include health services, health education, specific
disease screening, health maintenance encouragement, and the establishment and operation of
physical fitness programs. Related authorities cover issues of alcohol and drug abuse, employee
assistance programs, and occupational health and safety.
6145.02 – OBJECTIVES
It is Forest Service policy to encourage employee wellness programs, where appropriate, to
enhance employee ability to lead a satisfying and productive life and to reduce Forest Service
costs through increased productivity and reduction of illness and injury.
The objective of this program is to improve individual employee fitness as appropriate (i.e.
weight loss, flexibility, muscle tone, aerobic capacity, stress reduction, etc.), and encourage
personal health maintenance including physical exercise. It is required that participants in
approved exercise activities adhere to all recommended safety practices and approved
equipment.
Participation in any program under this wellness plan is voluntary. Time schedules and
coordination with work activities need to be agreed upon between the employee and their current
supervisor. A supervisor may deny an individual from participation in a requested activity if it
interferes with a specific work project.
6145.2 – PHYSICAL FITNESS PROGRAMS
Fitness and Wellness Program
There are two components of the Fitness and Wellness program: the Fitness Center
Reimbursment and the Excused Absence. Employees may choose to participate in one or both
components of the program.
In order to participate in the NRS Fitness and Wellness program, the attached employee’s
Personal Fitness Plan (PFP) Contract (form number NRS-6100-2) must be completed. This
contract is the document authorizing the employee to participate in approved activities in the
Personal Fitness and Wellness Program. The contract must be properly completed and signed
prior to the start of any fitness activities. The PFP Contract is an agreement between the
employee and supervisor regarding participation in the program and should be strictly followed.
NRS SUPPLEMENT 6100-2008-3
EFFECTIVE DATE: 03/28/2008
DURATION: Effective until superseded or removed.
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A new contract is required at the start of each fiscal year and when there is a change in the
employee’s supervisor.
As part of the employee’s PFP Contract, certification by a physician is required. The
certification is used to indicate whether it is appropriate for the employee to participate in an
unsupervised exercise program. This includes only the approved activities listed on the
employee’s PFP Contract. Expenses resulting from the screening & certification with a
physician are not covered under this plan.
Component 1 – Fitness Center Reimbursement
Once the PFP Contract is signed by the employee, physician, and the supervisor, the Forest
Service will pay up to 75% for any participation in the Employee Wellness Program per fiscal
year at any health club that is authorized on the employee PFP. Reimbursement is not to exceed
$150.00 per year.
6145.3 – EXPENDITURE OF FUNDS
Expenditure of appropriated funds (for example, for supplies or equipment) must be supported
by, and consistent with, the unit's plan that identifies goals, benefits to the Forest Service, how
and where equipment will be used, and risk factors considered to minimize the potential for
injury and liability.
PROCEDURE/ADMINISTRATION AND RECORD KEEPING
In accordance with USDA's strategy for the elimination of convenience checks, all employee
reimbursement checks, including wellness reimbursements, employees will submit payment
requests to the Albuquerque Service Center (ASC) Budget and Finance (B&F) Office.
Information on how to submit payment requests to the ASC B&F is provided on the ASC B&F
Miscellaneous Payments website at: http://fsweb.r3.fs.fed.us/asc/bfm/programs/financialoperations/payments/miscellaneous/Procedures-QuickGuides.php.
Appropriation law prohibits the pre-payment of a yearly health club fee prior to the use of the
facility. For example, if an employee prepays from April 2007 through March 2008, the
reimbursement request cannot be processed until the period is over which would be in March
2008.
However, if an employee pays for the health club fee monthly, the reimbursement can be
submitted and processed after the month has ended. For example, ASC can process March 2008
fees in April 2008. ASC will also accept reimbursement requests for quarterly fees. For
example, ASC will reimburse an employee for January 2008 through March 2008 fees in April
2008.
NRS SUPPLEMENT 6100-2008-3
EFFECTIVE DATE: 03/28/2008
DURATION: Effective until superseded or removed.
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Employees submitting requests for reimbursement must ensure that a copy of the signed PFP
Contract and Form FS-6500-229 (Request for Reimbursement) are sent to the NRS Safety and
Occupational Health Manager in Newtown Square, PA.
The Safety and Occupational Health Manager will provide an annual report to the Executive
Team with the following information:
1.
2.
3.
4.
Number of participating employees.
The duty location.
Dollar amounts.
Total cost of fitness center membership.
Names of individuals will not be reported beyond the Safety & Occupational Health Manager,
except as required by law for audits.
Component 2 - Excused Absence
If approved in the PFP Contract the employee may use up to 3 hours of administrative leave
(transaction code 66) each week to participate in approved wellness activities. No administrative
leave for a workout on any single day will be less than 15 minutes or more than 1 hour. The
intent is to encourage multiple workouts over several days. Administrative leave used must be
mutually agreed upon between the employee and the supervisor. Excused absence is not allowed
on weekends unless it is a scheduled workday within the employee’s normal tour of duty.
When administrative leave (TC66) is used for the fitness and wellness program, it cannot
be added to an employee’s core work hours to earn credit hours. The fitness and wellness
program is a voluntary program and it is not intended to extend an employee’s normal working
hours for the day or for the pay period. It will only be used if the employee can be spared from
their normal work activities. The employee’s supervisor will determine how they wish to have
this workout time tracked.
It is the employee’s responsibility to ensure that they are exercising during the period for which
they are claiming for fitness activities. The employee’s signature on their Time & Attendance
certifies that the employee participated in fitness activities during the time administrative leave
was charged. Employees must clearly identify on the PFP Contract the day, time, and duration
of the scheduled activities. Conflicts due to work assignments, travel, and sick/annual leave
cannot be rescheduled.
APPROVED ACTIVITIES
Forest Service Manual 6145.2 requires employees to identify fitness activities by considering the
potential for injuries and the image such activities present to the public. When reviewing
NRS SUPPLEMENT 6100-2008-3
EFFECTIVE DATE: 03/28/2008
DURATION: Effective until superseded or removed.
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activities for inclusion into or exclusion from the wellness policy, three major factors were
considered:
1. How the public would view the appropriateness of a particular activity were they aware
that Government money was supporting the activity(s).
2. The potential for injury or illness in the various activities in order to assess the risks
associated with potential worker's compensation claims.
3. An overall assessment of whether the particular activity fits into the wellness plan's goals
of motivating employees rather than just providing recreation.
The following is a list of approved activities under the NRS Fitness and Wellness Program.
These activities should be performed moderately rather than in a strenuous manner. Only
approved activities are allowed under the NRS Fitness and Wellness Program.
Approved Activities
Aerobics
Bicycling (road)
Elliptical trainer
Free Weights
Jogging
Pilates
Racquet Ball
Rowing Machine
Ski Machine
Skipping Rope
Stair/Step Machine
Stationary Bicycle
Stretching/Yoga
Swimming (in a pool)
Tai Chi
Tennis
Treadmill
Walking
Weight Machines
X-Country Skiing
Squash
Liability
Employees injured while participating in an agency approved physical fitness activity, even
outside duty hours, may be eligible for worker's compensation benefits under the Federal
Employees Compensation Action, 5 U.S.C. 8108, et seq. es. Approved programs must be
documented and safeguards incorporated to limit the potential for injury or illness.
NRS SUPPLEMENT 6100-2008-3
EFFECTIVE DATE: 03/28/2008
DURATION: Effective until superseded or removed.
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FSM 6100 – PERSONNEL MANAGEMENT
CHAPTER 40 – PERFORMANCE, TRAINING, AWARDS
USDA Forest Service
NRS-6100-2 (02/2008)
NRS Fitness and Wellness Program
Personal Fitness Plan (PFP) Contract
Page 1
To be completed by the employee:
The employee selects the component of the NRS Fitness and Wellness Program in which
they wish to participate:
Fitness Center Reimbursement (not to exceed $150.00) and/or
Excused Absence
I,
voluntarily agree to participate in the
NRS Fitness and Wellness Program. I have read and understand the NRS Fitness and Wellness Policy and
agree to abide by all the requirements. I also understand that participation in the program is limited to only
the approved activities as stated below:
My specific activity(s) will be ():
Aerobics
Bicycling (road)
Elliptical trainer
Free Weights
Jogging
Pilates
Racquet Ball
Rowing Machine
Ski Machine
Skipping Rope
Stair/Step Machine
Stationary Bicycle
Stretching/Yoga
Swimming (in a pool)
Tai Chi
Tennis
Treadmill
Walking
Weight Machines
X-Country Skiing
Squash
My specific schedule of participation will be:
Day of the Week
Example: Monday
Time Period
12:00-12:30 PM
Duration
0.5 hrs
Total
Employee’s Signature
Date
Employee’s Duty Location
Phone Number
NRS SUPPLEMENT 6100-2008-3
EFFECTIVE DATE: 03/28/2008
DURATION: Effective until superseded or removed.
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FSM 6100 – PERSONNEL MANAGEMENT
CHAPTER 40 – PERFORMANCE, TRAINING, AWARDS
USDA Forest Service
NRS-6100-2 (02/2008)
NRS Fitness and Wellness Program
Personal Fitness Plan (PFP) Contract
Page 2
Only to be completed by the employee’s physician:
To be filled out by physician:
(PATIENT)
is capable of participating in an unsupervised exercise program offered through the U.S. Forest Service as
outlined in page 1 of this employee’s PFP contract.
Physician’s Name (printed)
Phone Number
Physician’s Signature
Date
To be completed by the employee’s supervisor:
APPROVED
DISAPPROVED
(If disapproved, state reason(s) below)
Supervisor’s Name (printed)
Phone Number
Supervisor’s Signature
Date
The supervisor must approve any deviations from this contract in advance. If the employee
terminates participation in the NRS Fitness and Wellness Program, they will notify their
supervisor in writing.
The supervisor must maintain the original document in the employee’s Employment Folder.
PRIVACY ACT NOTICE
The information collected on this form is used to authorize the employee to participate in the NRS Fitness and
Wellness Program, that participation will not place the employee unduly at risk due to inadequate physical fitness
and health. Collection and use are covered under Privacy Act System of Records OPM/Govt-10 (Employee
Medical File System Records) and are consistent with the provisions of 5 USC 552a (Privacy Act of 1974).