PM_05-01_-_PBGC_Entrance_on_Duty_and_Seperation_Procedures_for_Federal_and_Contract_Employees.pdf

Order

Subject: P B G C Entrance on Duty and Separation Procedures for Federal and Contract Employees

Directive Number: PM 05-1

Effective Date: 10/19/10 Originator:

Vincent Snowbarger Acting Chief Management Officer

1. PURPOSE. The Pension Benefit Guaranty Corporation (PBGC) requires that all Federal and Contract Employees complete a formal "Entrance on Duty (EOD)" and "Separation Clearance" process. This Order details the policy, describes the procedures, and defines the roles and corresponding responsibilities of federal and contract personnel who initiate, authorize, and execute these processes.

2. C A N C E L L A T I O N . This Order revises Directive PM 05-1, "Entrance on Duty and Separation Procedures for Federal and Contractor Employees" dated 01/07/2009. The following revisions were made: (1) improved and expanded definitions (2) enhanced and added roles and responsibilities and procedures to address program implementation and use of OPM's automated background investigations form submission process eQuip (3) revision of an internal control.

3. SCOPE. The provisions of this Order apply to all PBGC Federal employees and contractors. The Collective Bargaining Agreement (CBA) and any agreements made pursuant to the CBA, shall take precedence over any conflicting provision in this directive for bargaining unit employees only.

4. A U T H O R I T I E S . Statutes, regulations, executive orders and other authorities that govern PBGC programs and functions.

Pension Benefit Guaranty Corporation

Protecting America's Pensions

a. Homeland Security Presidential Directive Policy for a Common Identification Standard for Federal Employees and Contractors

b. Federal Information Processing Standard Personal Identity for Federal Employees and Contractors

c. OMB Circular

5. B A C K G R O U N D . This Order serves as policy for "Entrance on Duty (EOD)" and "Separation Clearance" procedures for all PBGC Federal employees and contractors. Utilizing the regulations and standards listed in the Authorities section of this Order, the Facilities and Services Department (FASD) have developed procedures, processes, roles and responsibilities in this Order to ensure the Pension Benefit Guaranty Corporation comply with all federal and standards, establishing a robust personnel and physical security program that protects the integrity and safety of all PBGC personnel, data and property.

6. P O L I C Y . This Order contains the procedures, roles and responsibilities assigned to both PBGC Federal employees and Contractors to ensure the proper compliance with all Entrance on Duty and Separation Clearance requirements.

These requirements have been developed based upon security industry best practices, Federal regulations and in coordination with the agency's Chief Security Officer.

7. DEFINITIONS.

a. Adjudicator. Federal employee delegated the duty to review and adjudicate all Federal employee and Contractor background investigations completed by

OPM.

b. Contract Manager. Contract Company's onsite project manager.

c. Contractor Non-federal employee that has access to PBGC data and/or property and may be located onsite at a PBGC site or off-site, at a non-PBGC location.

d. C O T R . Contracting Officer's Technical Representative, to be referred to as "COTR" in this document.

e. CSR. Contract Security Representative, designated by the Contract Manager, to be referred to as "CSR" in this document.

f. Enrollment. The process of entering Personal Identification Information, electronically capturing finger prints and taking the photo of each Federal employee or Contractor for download into the GSA's USAccess system. GSA may then produce a PBGC Smart card to be used for physical access to PBGC occupied space.

g. Electronic Questionnaire Investigation Processing System.

Replaced the Electronic Personnel Security Questionnaire (EPSQ) as the automated request for personnel security investigations and clearances submitted by a Federal agency to the Office of Personnel Management for the purpose of completing background investigations on the agency's Federal employees and Contractors. Additionally, the eQIP System provides all

Federal agencies the opportunity to enhance their e-Government Scorecard rating as they are complying with the "e-Government Act 2002."

h. eQIP Application. An electronic application (i.e. the SF-85P, "Questionnaire for Public Trust Positions") used to collect required personal information in order to conduct a background investigation.

i . eQIP Welcome Letter. Issued to each user of the eQIP system prior to their j . EOD. Entrance on Duty, to be referred to as "EOD" in this document.

k. FASD. Facilities and Services Department, to be referred to as "FASD" in this document.

1. Federal Manager. Department Director, Division Manager, Supervisor or their designated

m. FOD/AD. Financial Operations Division, to be referred to as "FOD/AD" in this

n. FOD Administrative Officer. Provides final separation clearance for the

Federal employee and maintains original Form

o. Human Resources Department, to be referred to as "HRD" in this document.

p. Homeland Security Presidential Directive 12 is the directive that was issued for "Policy for a Common Identification Standard for Federal Employees and Contractors." HSPD-12 calls for all federal employees and contractors to use a standard "smart" credential to verify their identity for secure access to federal buildings and information systems.

q. National Archives and Records Administration (NARA). The nation's record keeper of all documents and materials created in the course of business conducted by the United States Federal government, only l%-3% are so important for legal or historical reasons that they are kept by NARA forever.

r. Non-record Materials. U.S. Government owned documentary materials that do not satisfy the definition of a "record" as defined by 44U.S.C. Non-records include extra copies of documents kept only for convenience or reference, stocks of publications and of processed documents, and library or museum material intended solely for reference or exhibition. Reading files, drafts, informal notes, and routing slips are examples of non-records.

s. Official Federal Record. According to 44 U.S.C. 3301, the term includes "all books, papers, maps, photographs, machine-readable materials, or other documentary materials regardless of physical form or characteristics, made or received by an agency o f the United States Government under Federal law or in connection with the transaction of public business preserved or appropriate for preservation by the agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the Government or because the information value of data in them.

Library or museum material made or acquired and preserved solely for reference or exhibition purposes, extra copies of documents preserved only for convenience of reference and stocks of publications and of processed documents are not included.

t. Office of Information Technology, to be referred to as in this document.

u. P B G C Ethics Official PBGC Federal employee, designated as the agency's Ethics Official (see Form for a complete list of current contact names, extensions and room

v. P B G C Safeguard Officer. PBGC Federal employee, responsible the coordination of all activities related to safeguarding federal tax

w. PD. Procurement Department, to be referred to as "PD" in this

x. Personal Identity Information Personal information, i.e., social security number, date of birth, or personal address, that can be used to identify an individual.

y. Personal Identity Verification A higher level of identity verification requirement established in Homeland Security Presidential Directive (HSPD-12) and Federal Information Processing Standards 201

z. PIV Credential. Personal Identity Verification credential that is used by Federal employees and Contractors as standardized form of identification that is secure, reliable and interoperable among Federal agencies.

aa. Personal Materials. Documentary materials belonging to an individual not used to conduct agency business. They relate solely to an individual's personal and private affairs or are used exclusively for that individual's convenience. Materials related to family matters, professional activities, and volunteer and community services are examples of personal materials.

bb. Personnel Security Officer. A federal employee, located in FASD, responsible for the security processing for all new federal and contract employees.

Personnel Security Team (PST). Located within the Facilities and Services Department, the Personnel Security Team is responsible for the day-to-day administration of the agency's Personnel and Physical Security Program.

dd. Records Management. The field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use, storage, and disposition of records in hardcopy or electronic format.

ee. Records Management Officer. Representative of the agency in all issues of responsibility for records management policies, procedures, and compliance.

ff. Registrar. The (PIV) Registrar is an official responsible for identity proofing of the Applicant and ensuring the successful completion of the background checks. The PIV Registrar provides the final approval for the issuance of a PIV credential to the Applicant.

gg. Sponsor. A Sponsor is an official representative from PBGC who substantiates the need for a PBGC Smart Card or temporary identification badge and attests to the validity of the Applicant requiring a PBGC Smart Card. The Sponsor initiates the enrollment process in the USAccess system.

hh. TPOC. Technical Point of Contact. PBGC Federal employee designated to manage a Delivery Order, Purchase Order and/or GSA Task Order that has contractor personnel onsite or offsite. For the purposes of this Order the TPOC wil l have the same Entrance on Duty responsibilities for contractor i i . USAccess System. The USAccess system is owned and operated by the U.S.

General Services Administration. This system enables U.S. federal government agencies to credential employees, contractors, and affiliates.

8. F E D E R A L C L E A R A N C E R O L E S

R E S P O N S I B I L I T I E S AND P R O C E D U R E S .

a. Federal Manager. Responsible and accountable for the initiation, approval and execution of all PBGC Federal employees EOD and Separation Clearance policies, procedures and processes set forth in this Order. The Federal manager wil l :

(1) Entrance on Duty.

(a) Notify the department timekeeper of the EOD date.

(b) Initiate, complete and approve Forms PBGC-569, "Building

Security and Access Request," PBGC-245, "Staff Identification and Credential Request" and PBGC-473, "ELAN Access Request."

(c) Submit Forms PBGC-569, "Building Security and Access Request", and PBGC-245, "Staff Identification and Credential Request" to FASD no later than 24 hours prior to the employees EOD.

(2) Separation Clearance.

(a) Notify departmental timekeeper of the separation date.

(b) Initiate Form SF-52, "Request for Personnel Action" and submit to HRD.

(c) Obtain Form "Separation Clearance for Federal

Employees" and provide to separating employee.

(d) Review all official Federal record files (electronic mail messages, attachments or electronic files deemed an official record) with the separating employee. The Federal Manager wi l l determine the disposition of these records prior to the final separation of the employee.

(e) Ensure return of all PBGC assets (i.e. IT hardware such as blackberry, token, laptop, departmental purchase card, manuals and software) are returned to the OIT Service Desk.

(f) In the case where an employee is terminated and immediately removed from PBGC premises, it is the of the employee's Federal Manager to complete A L L separation clearance procedures, on the employee's behalf.

Federal Employee. The Federal employee wi l l :

(1) Entrance on Duty.

(a) Complete all required forms listed in Section this Order and submit to the appropriate officials within the timeframes outlined in Section

(b) Present two (2) valid forms of government-issued identification (at least one of which contains a current photo). Refer to the Form "Employment Eligibility Verification," for a list of acceptable forms of Identification (ID). Complete the required enrollment process.

(2) Separation Clearance. Failure to obtain separation clearance may result in the delay of issuance of the Federal employee's last paycheck.

Form should be received in FOD no later than the employee's last

(a) Notify Federal manager and timekeeper of separation date as soon as possible.

(b) Initiate and complete Form This wil l hand-carrying the form to required officials. Information about contact points for clearance officials is on the Form PBGC- 169.

(c) Complete the appropriate sections of the Form SF-52 and hand carry it to HRD.

(d) Review all official Federal record files (electronic mail messages, attachments or electronic files deemed an official record) with the Federal Manager.

(e) Return all PBGC IT hardware to the OIT Service Desk.

(f) A l l employees separating from the PBGC must be clear of all obligations for Government funds, records (paper and/or electronic), documents, supplies, equipment and credentials.

(g) As a final step, submit the fully completed Form PBGC-169 to the FOD Payroll/Travel Office.

P B G C Ethics Official. During the Separation Clearance process, the separating Federal employee must contact an agency ethics official (see Form PBGC for a list of contact names and extensions). The PBGC Ethics Official wi l l :

(1) Counsel the separating employee on post-employment restrictions and provide a copy of "Guide for Former PBGC Employees."

(2) Form PBGC-169.

P B G C Safeguard Officer._ During the Separation Clearance process, any separating employee who has been authorized access to tax return information disclosed to PBGC by the Internal Revenue Service and/or the Social Security Administration, must obtain Form PBGC 273, "Debriefing for Safeguard Information," complete it and hand-carry the form to the Safeguard Room.

The Safeguard Officer wi l l :

(1) Counsel the employee on the "Guidelines on Safeguarding Policies and Regulations."

(2) PBGC-273.

e. HRD. The Human Resources Department administers the New Employee Orientation Program. HRD wi l l :

(1) Entrance on Duty.

(a) Submit the completed "Declaration for Federal

Employment" and the completed "eQIP Welcome Letter" for each Federal appointee/employee to the PST no later than 24 hours from EOD.

(b) Direct new Federal employee(s) to reporting location for New Employee

(c) Escort new Federal employee(s) to FASD for EOD and Security Processing.

(d) Facilitate the completion of all required EOD and Security Processing forms identified in Section

(2) Separation Clearance.

(a) Receive, review and process Form SF-52, "Request for

Personnel Action."

(b) Provide Benefits/Leave Counseling to separating employee.

(c) Receive, review and sign form

f. Office of Information Technology (OIT). Administers the network access process. OIT personnel wi l l :

(1) Entrance on Duty.

(a) Initiate new employee ELAN Request Process receipt of properly signed Form PBGC 473, "ELAN Access Request."

(b) Provide ELAN access user ID and temporary one-time use password in a sealed envelope for the new employee.

Employee MUST present their PBGC ID badge before receiving their ELAN user ID and temporary password envelope.

(c) Facilitate the delivery of web-based IT security training.

(2) Separation Clearance.

(a) Receive, review and process Form PBGC to include suspending access.

(b) Provide technical assistance in purging or saving record files.

(Note: Federal employees may seek assistance in identifying official Federal record and non-record material the agency's Records Management Officer).

(c) Notify system and L A N administrators responsible for systems the separating employee had access to and close and delete accounts.

(d) Retrieve all IT equipment assigned to the separating employee and send to PC Repair or report missing equipment to the OIT Property Manager before separating employee leaves the OIT Service Desk.

g. FASD. Has oversight responsibility for the EOD and Separation Clearance processing of Federal employees. FASD wi l l :

(1) Entrance on Duty.

(a) Ensure the completion and secure the federal employee's personnel security the original Forms PBGC-245, PBGC- 569, and all required Security Processing forms as identified in Section

(b) Sponsor new employee within the USAccess system so they may complete their HSPD-12 Enrollment appointment.

(c) Initiate new employee's eQIP application upon receipt of the completed eQIP Welcome Letter (included in New Employee package provided by HRD.)

(d) Registrar shall complete enrollment processing, which includes validation of the employee's two forms of government-issued identification, capturing employee's finger prints electronically and taking the employees photograph.

(e) Process the federal employee's forms within 24 hours of receipt.

(f) Issue a PBGC Interim ID Card to the federal employee upon receipt of completed Form PBGC-245 and all additional required forms identified in Section

(g) Issue a PBGC Interim Security Access Card to the federal employee upon receipt of completed Form PBGC-569 and all required Security Processing forms identified in Section

(h) Issue the Smart Card once enrollment have been fulfilled and the card is received from the USAccess processing center.

(2) Separation Clearance.

(a) Review Form for separating employee to ensure it has been completed in its entirety. Incomplete forms wil l not be processed. The separating federal employee w i l l be directed to provide any missing information and/or secure all necessary signatures.

(b) Retain a copy of the Form for all separating federal employees.

(c) Obtain all items listed on Form from separating federal employee and disposes of items as deemed appropriate.

(d) Immediately disable employee's facility access, remove them from Emergency Event Notification system, and enter employee separation date into security database.

h. FOD/Administrative Division. FOD/Administrative Division wi l l :

(1) Provide final certification that all known Outstanding Travel

Advances, Travel Documents, Transit Benefits, Government-issued credit cards (if applicable) and Advanced Leave and/or Over-Payment of salary have been satisfied..

(2) Maintain the original Form

(3) Verify that the federal employee has completed clearance through all designated departments identified on Form

(4) Final sign-off authority for clearing the federal employee of all known obligations to the Corporation.

(5) Authorize the issuance the federal employee's last paycheck.

(6) Initiate any actions deemed necessary to satisfy outstanding obligations which may surface after the federal employee has separated.

C O N T R A C T O R C L E A R A N C E R O L E S , AND P R O C E D U R E S .

a. Contracting Officer's Technical Representative (COTR)/Technical Point of Contact (TPOC). A Federal employee responsible for implementing the policies and following the procedures and processes set forth in this directive.

The wi l l :

(1) Entrance on Duty.

(a) Ensure that the Contract Manager designates a Contract

Security Representative (CSR).

(b) Convey the correct suitability risk level of the contract employee to the Personnel Security Team (PST) located in

FASD.

(c) Maintain a current list of all contract employees working onsite/offsite for PBGC that have access to PBGC data

[including Information System (IS) privileges] and/or property.

A copy of this list is provided to FASD on a monthly

(d) that all Contractors complete and submit the required forms with the required timeframe as set forth in Section

(2) Separation Clearance.

(a) Ensure all Contractor separation clearance procedures are followed.

(b) Review all official Federal record files (electronic mail messages, attachments or electronic files deemed an official record) with the separating Contractor. The will determine the disposition of these records prior to the final separation of the Contractor.

(c) Obtain, initiate, and approve Form and provide to Contractor upon notification of separation date.

may designate this function to the Contract Manager or CSR.

Primary responsibility and accountability shall remain with the

(d) Retrieve all IT equipment assigned to the separating Contractor and send to PC Repair or report missing equipment to OIT property manager before the separating employee leaves the OIT Service Desk.

(e) In the case that a Contractor is removed from PBGC premises, it is the responsibility of the to complete A L L separation clearance procedures on behalf of the contractor.

(f) Ensure the Monthly Staff Listing report is completed and submitted to the PST no later than the last business day of each month.

b. Contractor. The Contractor wil l :

(1) Entrance on Duty.

(a) Complete all required forms listed in Section this Order and submit to the appropriate officials within the outlined in Section

(b) Present two (2) valid forms of government-issued identification during the enrollment process. Please refer to the Form "Employment Eligibility Verification" for a list of acceptable forms of ID. At least one form of ID must contain a current photo.

(c) Complete security training prior to PBGC information systems.

(2) Separation Clearance. A l l Contractors separating from the PBGC must be clear of all obligations for Government records (paper and/or electronic), documents, supplies, equipment and credentials.

(a) Notify Contract Manager of separation date as soon as possible.

(b) Initiate and complete Form This wi l l likely require hand-carrying the form to required officials.

Information about contact points for clearance officials is on the Form

(c) Return all PBGC Equipment to the CSR.

(d) As a final step, submit the fully completed Form to FASD.

(e) Failure to obtain separation clearance by the Contractor can result in financial obligations charged to the contracting company and/or may reflect negatively in past performance evaluations.

c. Contract Manager. A Contractor, also known as the "Project Manager."

Responsible for facilitating compliance with all EOD and Separation Clearance procedures and policies as required by the and set forth within this Order, The Contract Manager wi l l :

(1) Entrance on Duty Responsibilities.

(a) Ensure that a Contractor Security Representative (CSR) is designated to assist with all EOD and Separation Clearance procedures and processing requirements.

(b) Notify the and CSR of approved Contractor start date.

(c) Ensure that all EOD Procedures are followed, as directed by

(d) Obtain all PBGC required forms (see Section and provide them to the CSR for EOD procedures processing.

(e) Submit the completed "Declaration for Federal Employment" and the "eQIP Welcome Letter" to the PST no later than 24 hours prior to the Contractor's EOD.

(f) Complete the monthly Contractor Staff Listing Report for submission to no later than the last business day of each month. COTR/TPOCs may obtain a template for this report from FASD. OIT provide their contractor staff listing via the OIT "Onboard Staffing Report."

(2) Separation Clearance.

(a) Provide notification o f Contractor separation date to as soon as possible.

(b) Obtain Form and provide to CSR for initiation of Contractor Separation Clearance procedures processing.

d. Contractor Security Representative (CSR). A Contractor designated by the Contract Manager to facilitate the EOD and Separation Clearance Procedures process. CSR wi l l :

(1) Entrance on Duty.

(a) Ensure that all Contractors comply with all EOD Procedures and complete all required forms identified in Section

(b) Greet all new Contractors in the lobby of the PBGC

Headquarters building located at K Street on the Entrance on Duty date and escort to FASD for enrollment processing.

(c) Submit all required "DAY 1" forms and complete any additional, required forms as identified in Section

(d) For offsite Contractors, including all Field Benefit Administration office all "DAY 1" EOD required forms identified in Section and forward to the for completion.

(e) Provide all Security Processing forms identified in Section to the Contractor for completion.

Forward completed Security Processing forms directly to

FASD in a sealed envelope. These forms must be kept confidential and may not be reviewed by anyone other than the Contractor or a member of the Personnel Security Team, without prior authorization from the contract employee.

(2) Separation Clearance.

(a) Ensure that all Contractors comply with all Separation

Clearance Procedures and complete all required forms identified in Section

(b) Escort separating Contractor on separation date to obtain required signatures for form and bring Contract employee to FASD to complete processing o f Form PBGC- 169C.

(c) Ensure that Contractor turns in all items identified in Box 4 of Form

(d) Retrieve all IT equipment assigned to the separating Contractor and send to or report missing equipment to the and OIT Property Manager before the separating contract employee leaves PBGC.

(e) Escort separating Contractor from the building once Separation Clearance processing is

e. P B G C Safeguard Officer. During the Separation Clearance process, any separating Contractor who has been authorized access to tax return information disclosed to PBGC by the Internal Revenue Service and/or the Social Security Administration, must obtain Form PBGC 273, "Debriefing for Safeguard Information," complete it and hand-carry the form to the Safeguard Room. The Safeguard Officer wi l l :

(1) Counsel the separating Contractor on the "Guidelines on Safeguarding Policies and Regulations."

(2) Review and sign Form PBGC-273.

f. Office of Information Technology (OIT). Administers the network access process. OIT personnel w i l l :

(1) Entrance on Duty.

(a) Initiate new Contractor's ELAN Request Process following receipt of properly signed Form PBGC 473, "ELAN Access Request."

(b) Provide ELAN access user ID and temporary one-time use password in a sealed envelope for the new contract employee.

Contractor MUST present their PBGC Interim ID card to the Service Desk representative before releasing their ELAN user ID and temporary one-time use password.

(2) Separation Clearance.

(a) Receive, review and process Form PBGC to include suspending access.

(b) Provide technical assistance in purging or saving record files.

(Note: Contractors may seek assistance in identifying official Federal record and non-record material from the agency's Records Management Officer).

(c) Notify system and L A N administrators responsible for systems the separating Contractor had access to and close and delete accounts.

(d) Retrieve all IT equipment assigned to the separating Contractor and send to PC Repair or report missing equipment to the and OIT Property Manager before separating employee leaves the PBGC.

g. FASD. Has oversight responsibility for the EOD and Separation Clearance processing of Contractors. FASD wil l :

(1) Entrance on Duty.

(a) Ensure the completion and securing of Contractor's personnel security file, the original Forms PBGC-245, PBGC-569, and all required Security Processing forms as identified in Section

(b) Upon receipt from COTR or CSR/Contract Manager, Sponsor new Contractor within the USAccess system so they may complete their HSPD-12 Enrollment appointment.

(c) Upon receipt of eQIP Welcome Letter from COTR or manager, initiate new Contractor's application for electronic submission of their background investigation.

(d) Issue a PBGC Interim ID Card to the Contractor upon receipt of completed Form PBGC-245 and all additional required forms identified in Section

(e) Issue a PBGC Security Access Card to the Contractor upon receipt of completed Form PBGC-569 and all required Security forms identified in Section

(f) Process the Contractors' forms within 24 hours of receipt.

(2) Separation Clearance.

(a) Review Form for separating Contractor to ensure it has been completed in its entirety. Incomplete forms wil l not be processed. The separating Contractor wil l be directed to provide any missing information and/or secure all necessary signatures.

(b) Immediately disable Contractor's security access card, destroy PBGC Smart card ( i f applicable) and enter employee separation date into PI Manager database.

(c) Retain the original Form for all separating Contracts.

(d) Obtain all items listed on Form from separating Contractor and dispose of items as deemed appropriate.

IMPORTANT N O T I C E R E G A R D I N G DISPOSITION O F E L E C T R O N I C

F I L E S UPON SEPARATION.

Federal employees and Contractors are responsible for reviewing their electronic files and e-mails on all of their drives to determine i f the fdes are personal, non-record material, or an official Federal Record.

A l l personal electronic files, e-mails, attachments and any non-record materials are to be deleted by the Federal employees or Contractors all local and network drives assigned to the separating employee. To finalize the deletion of these files the employees wi l l need to empty the electronic wastebaskets on the desktop and the electronic e-mail account.

Electronic mail messages, attachments or electronic files deemed an official Federal record must be saved as required by PBGC Directives (Electronic Record Keeping) and (Records Management) and the Federal Records

Act. These official Federal record files wi l l be transferred to an individual designated by the Federal Manager or for final review and prior to final separation of the Federal employees or Contractors.

the Federal Manager or does not designate an individual to receive the records, the records wil l be transferred to the Federal Manager or

The Service Desk wi l l provide technical assistance in purging or saving record files. Federal employees or contractors may seek assistance in identifying official Federal record and non-record material from the agency's Records Management Officer.

11. R E Q U I R E D F O R M S . The tables below list all forms to comply with this Order, and the time frames in which they must be submitted. Al l PBGC forms are available in JetForm. A l l Security Processing forms can be obtained from FASD in Suite 460, K St NW, Washington DC.

E N T R A N C E ON D U T Y

Required Form Due Date Authorizing Official Submit To

PBGC Form 245, Staff Identification and Credential Request

D A Y 1 EOD PBGC Manager or

FASD, Suite

PBGC Form 569, Building Security and Access Request

Up to 7 days prior to EOD PBGC Manager or

FASD, Suite 460

PBGC Form 473, E L A N Access Request

Up to 7 days prior t o EOD PBGC Manager or

OIT Service Desk, RM

S E C U R I T Y P R O C E S S I N G Required Form Due Date Authorizing Official Submit To

Declaration for

Federal Employment

No less than 24 hours prior to EOD

N / A FASD, Suite 460

Fair Credit Reporting Act of as amended

D A Y 1 EOD N / A FASD, Suite 460 eQIP Welcome Letter No less than 24 hours prior to EOD

FASD, Suite 460

Employment Eligibility Verification

D A Y 1 EOD HRD/FASD Copy to FASD, Suite 460

Two of government-issued ID

(see List A , B, & C on I -

9)

D A Y 1 EOD HRD /FASD FASD, Suite 460

Personal Resume D A Y 14 N / A FASD, Suite 460

S E P A R A T I O N C L E A R A N C E Form Due Date Authorizing Official Submit To

PBGC Form 169, Clearance for

Federal Employees

Separation Date PBGC Manager to initiate. Each section must be signed by identified PBGC Official.

FOD Payroll/Travel Office Window, Suite 625

PBGC Form 169C, Separation Clearance for Contractors

Separation Date to initiate. Each section must be signed by identified PBGC Official.

FASD, Suite 460

PBGC Form 273, Debriefing for Safeguard Information

Separation Date PBGC Safeguard Officer, or designated personnel

PBGC Safeguard Officer, or designated personnel

12. I N T E R N A L C O N T R O L S . The roles, responsibilities and procedures listed below have been developed to ensure contract personnel can effectively be tracked and ensure the adherence to the formal Entrance on Duty and Separation Clearance procedures stated within this Order.

a. Procurement Department (PD). The Procurement Department shall:

(1) Provide a list of all current COTRs and TPOCs to FASD by the 1 s t day of each month.

(2) Ensure each COTR Designation Letter includes duties relating to EOD and Separation Clearance duties and include a signature line for the COTR and the COTR Manager/Supervisor.

(3) Provide notification to all TPOC who have Contractors covered by this Order at the time of award/modification advising them of the requirements within this order and to take the FASD Security Requirements course. Notifications wi l l be included in all simplified acquisitions (under in the section identifying the TPOC.

(4) Ensure all current and future contracts contain a Local Clause advising Contractors of this Order, to include EOD and Separation Clearance Procedures.

b. Facilities and Services Department (FASD) shall:

(1) Review and revise, as appropriate, PBGC Order

(2) Offer the training course COTR Security Requirement: Entrance

Duty and Separation Clearance Procedures, based upon PM-05-1, at least four times per fiscal year to all

(3) Update their list at least monthly

(4) E-mail all of record a monthly reminder to

Contractor Staff Listing report to FASD

(5) Identify that are not meeting the monthly Contractor

Staff listing reporting requirement and notify the Manager and PD.

c. Human Resources Department (HRD) shall. Assist the Procurement Department (PD) with incorporating a performance standard and corresponding metric in their performance plan that addresses the roles and responsibilities related to EOD and Separation Clearance.