Download  

Department of the Interior

Effective Date: 7/16/82

Series: Financial Management

Part 334: Uniform Allowances

Chapter 2: Payment of Uniform Allowances

Originating Office: Office of Financial Management

2.1 Purpose. The purpose of this Chapter is to prescribe the manner in which payments for uniform allowances are made to eligible employees and to the vendors who furnish uniforms.

2.2 Determination of Total Amounts to be Allowed. The maximum uniform allowance is $125 per employee, per annum for all bureaus and offices with the exception of the National Park Service and the Fish and Wildlife Service. These organizations have obtained special legislative authority for a maximum allowance of $400. Listings of each item of clothing constituting the uniform should be compared with price lists of representative suppliers to determine employee uniform allowances.

A. Review of Prices. The prices of representative suppliers on which uniform cost estimates are based will be reviewed annually by a designated official and the total uniform allowance adjusted accordingly.

B. Adjustment of Allowances. Uniform allowances, subject to the maximum allowance of $125 per employee, per annum, are as follows:

(1) If the maximum uniform allowance was $100 or more on April 1, 1966, such allowance was increased by 25 per centum.

(2) If the maximum uniform allowance was $75 or more but less than $100 on April 1, 1966, such allowance was increased by 30 per centum.

(3) If the maximum uniform allowance was $50 or more but less than $75 on April 1, 1966, such allowance was increased by 35 per centum.

(4) If the maximum uniform allowance was less than $50 on April 1, 1966, such allowance was increased by 40 per centum.

Maximum uniform allowances in effect on April 1, 1966, as increased above may not be reduced.

2.3 Payment of Allowances for Uniforms. No uniform allowance may be paid an employee required to wear a uniform as a condition of his employment unless provision has been made therefor in the applicable appropriation act. Payments must be made at regular fixed intervals. Procedures must be established which will assure that, in adjusting payments to coincide with regular payment dates, employees will receive neither more nor less than the total annual amount to which they are entitled.

A. Payment to Employees.

(1) Initial Allowance. Payment of the initial annual uniform allowance may be made as follows:

(a) In advance for the total annual amount;

(b) In advance, periodically, prorated over a shorter period of time until the total annual amount has been paid;

(c) At the end of a period of service (biweekly, monthly, etc.), as established by the head of the bureau or office; and

(d) As reimbursement, up to the allowable maximum, to the employee for purchase of authorized components upon submission of appropriate evidence of expenditure such as receipts or invoices.

(2) Replacement Allowances. Payment for replacement allowances may be made as follows:

(a) In advance for the total annual uniform allowance (authorized only when the employee is expected to remain for the year in a job subject to the same uniform requirements);

(b) In advance, quarterly, or at more frequent regular intervals;

(c) At the end of an administratively established period of service; or

(d) At any time for the actual cost of uniform articles purchased on a cash or credit basis, as evidenced by receipts or invoices submitted by the employee, but not in excess of the annual uniform replacement allowance.

(3) Period Covered by Allowance.

(a) Adjustment of Allowance. The uniform allowance payment must cover the period of service where the wearing of a uniform is required in accordance with approved bureau or office standards. Reduced requirements must be considered in adjusting allowance payments as follows:

(i) Limited period of employment, such as for seasonal employees.

(ii) Extended absences in non-pay status such as for military furlough and educational purposes.

(b) Payment Upon Transfer or Furlough. Employees must be paid for fractional parts of allowance periods when:

(i) Uniform allowance are payable at the end of administratively established periods of service;

(ii) Employees are separated;

(iii) Employees are furloughed for military or educational purposes;

(iv) Employees are in other non-duty status for extended periods or are transferred to positions not requiring the wearing of a uniform.

(4) Refunds. No employee will be required to make a refund of an advanced initial allowance payment, provided the payment was properly made and the employee complied with the conditions under which the allowance was granted. However, a refund will be required when the entire annual replacement allowance is paid in advance and the employee ceases to be entitled to a uniform allowance due to a change in position, transfer, resignation, retirement, etc. In such cases, the employee is entitled to one-fourth of the annual allowance for each quarter or portion thereof in which he remained eligible for a uniform allowance. The remainder of the allowance must be recovered by refund from the employee or deduction from salary or other amounts due to the employee.

B. Payment to Vendors. Payments are made to vendors upon presentation of appropriate evidence by the vendor and the eligible employee of purchase or rental and subsequent receipt of the uniforms. As specified in OMB Circular No. A-30, payments to vendors may be reduced by 4 per centum to defray the Government=s costs of reimbursement.

C. Employees Allowance Account. The full amount of clothing purchased as represented by receipts and vendors invoicing must be posted to the employee=s allowance account.

*

7/16/82 #3412

Replaces 7/16/82 #2420