Final Salary Clearance of Employees and Contractors Leaving the Bureau of Land Management (BLM) and Employee Exit Questionnaire

United States Department of the Interior

BUREAU OF LAND MANAGEMENT

Arizona State Office

One North Central Avenue, Suite 800

Phoenix, Arizona  85004-4427

 

January 16, 2007

In Reply Refer To:

1400-295 (AZ-953) P

 

EMS TRANSMISSION 1/18/07

Instruction Memorandum No. AZ-2007-017

Expires:  When Superseded or Canceled     EXPIRED

 

 

Purpose:  The purpose of this Instruction Memorandum (IM) is to make managers, supervisors and employees aware of clearance procedures for employees and contractors leaving or transferring between BLM offices.  The clearance requirements are listed on Form AZ-1340-2, Final Salary Clearance Report (Attachment 1).  These procedures are critical to ensure the security and management of BLM’s network, application systems, financial and personnel databases, government property, and other information.  The Employee Exit Questionnaire (Attachment 2) is optional and may be used by separating employees and contractors. 

 

Policy/Action:  Managers and supervisors are responsible for notifying the Human Resources (HR) Office and ensuring all separating employees or contractors complete a Final Salary Clearance Report, 72 hours prior to separating from BLM.  Key components of the clearance form are HR (AZ-953), Financial Management (AZ-914), Administrative Services (AZ-951), and Information Resources Management (AZ-954) also known as Information Technology (IT).  All components must be completed.  Several sections require additional steps in order to have the sections marked as completed.

 

Supervisors will be held accountable for failure to comply under their Employee Performance Appraisal Plan (EPAP) critical performance element for managerial and supervisory or management excellence element.

 

The HR Office will assist supervisors, employees and contractors in completing the exit process.  It is strongly encouraged that all separating employees and contactors complete the Employee Exit Questionnaire (Attachment 2).  The HR Office will provide the questionnaire to separating employees and contractors via Lotus Notes.  The information on the exit interview questionnaire will help BLM target recruitment, organizational development, and workforce planning needs.  Once completed, the questionnaire should be placed in a blue confidential envelope and returned directly to the Equal Employment Opportunity (EEO) Office (AZ-910).

 

Employees and/or contractors are to turn in all government property, including but not limited to keys, identification cards, charge cards, parking permits, and other items requested, to the property managers.  They should work with finance personnel to review all credit card statements, travel and other debts, to ensure the employee is leaving with a zero balance.  Following these procedures will ensure timely issuance of final salary and lump sum payments.  Separating employees and contractors must have the appropriate person, from each area, initial for the accountable property.  They must also have the Administrative Officer sign in the area that reads “Admin Support Officer”.

 

All employees and contractors are to be removed from all electronic systems upon leaving.  The Information Resources Management or IT section of the clearance form must be initialed by the IT staff and signed by the IT Security Officer.

 

The HR Office should be the last office contacted for signature.  The HR Office will verify that the form has all the required initials and signatures.  Those employees who fail to comply with these procedures risk impacting payment of their final salary or lump sum payment.  Outstanding bills and unreturned property or credit cards will initiate a recovery action as provided for in the Debt Collection Act and the Debt Collection Improvement Act of 1996.

 

Timeframe:  This policy is effective immediately.

 

Background:  For three consecutive years, BLM has received the Department’s Notice of Findings and Recommendations evaluation for failing to close departing employee user accounts in a timely manner.  As a result of the need to clarify procedures taken when an employee or contractor separates from the BLM, the Final Salary Clearance Report (Attachment 1) was created.  This form is meant to help complete the separating employee or contractor’s final personnel action by ensuring they account for and return all government property, clear all financial accounts, and have cleared all access to Information Technology (IT) services.

 

Manual/Handbook Sections Affected:  This IM supersedes IM AZ-99-006, Revised Final Salary Clearance Report and Employee Exit Questionnaire.

 

Contact:  For assistance, clarification and guidance in the policy, please contact Irene Silva, Human Resources Specialist, at 602-417-9333.

 

 

2 Attachments:

1 - Final Salary Clearance Report Form AZ‑1340-2 (2 pp)

2 - Employee Exit Questionnaire (2 pp)