U.S.
DEPARTMENT OF AGRICULTURE
WASHINGTON,
D.C. 20250
DEPARTMENTAL REGULATION |
Number: 4060-001 |
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SUBJECT: Professional Liability Insurance Partial Premium
Reimbursement Program |
DATE: February
7, 2002 |
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OPI: |
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1 PURPOSE
This regulation describes Department policy on
reimbursing employees for the cost of professional liability insurance and
provides the guidelines within which Mission Areas will authorize reimbursement
to employees for payment of the cost of professional liability insurance.
2 SPECIAL
INSTRUCTIONS
This Departmental Regulation replaces
Departmental Regulation 4060-1 dated May 30, 1997. It concerns employee benefits and budget planning.
3 AUTHORITY
This regulation is issued pursuant to Section
636 of the Treasury, Postal Service and General Appropriations Act, 1996,
contained in Pub. L. No. 104-208 and Pub. L. No. 106-58, Title IV, Section
642(a).
4 COVERAGE
This regulation covers the following categories
of employees:
a Law
enforcement officers as defined in 5 U.S.C. 8331(20) or 8401(17) and
22 U.S.C. 4823.
b Supervisors
or management officials as defined in 5 U.S.C. 7103(a)(10) and (11).
5 GENERAL
ADMINISTRATION
Mission Areas shall offer reimbursement to all
employees occupying positions which the Mission Area identifies as meeting the
above definition(s).
At a minimum, Mission Areas must be consistent in
the administration of the Program, provide for communication with eligible
employees and their managers and supervisors, and take into consideration the
following elements:
a Responsible
official(s). Mission Areas will
identify the officials responsible for implementation and operation of the
Program.
b Eligible
employees. Mission Areas shall
identify the employees covered by the Program as set out in the applicable
statutory provisions. Employees who
separate from an agency, or the Federal government, are not eligible for
reimbursement after they leave employment.
c Reimbursement. Reimbursement will be 50 percent of the
annual cost of
professional liability insurance, the limitation
imposed by Section 636 of Pub. L. No. 104-208.
Beginning January 1, 2002, employees must submit requests for
reimbursement as soon as possible after completing payment, but no later than
the end of the calendar year following the year in which the cost for
professional liability insurance was incurred.
d Retroactive
reimbursement. Employees who have
not submitted claims for reimbursement since October 1, 1996, the effective
date of the legislation, must do so no later than March 31, 2002. Employees who submit claims after March 31,
2002, for reimbursement of insurance purchased more than 2 years prior to that
date will not be eligible for reimbursement.
e Notification
of availability. Mission Areas
shall notify eligible employees of the availability of the reimbursement.
f Obtaining
reimbursement. Mission Areas will
inform employees of the procedures for obtaining reimbursement, including any
documentation required as proof of coverage by professional liability
insurance.
g Appeals. Mission Areas will establish procedures
whereby an employee may appeal a denial of reimbursement. Mission areas may use established grievance
procedures as the mechanism for appealing the denial of reimbursement.
h. Effective
date. The changes in this amendment
to the Departmental Regulation on Professional Liability Insurance Partial
Premium Reimbursement Program are effective upon the issuance of this amendment
and are prospective only, not retroactive.
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