United States Department of Agriculture
Research, Education and Economics
ARS * CSREES * ERS * NASS
|Title:||Reimbursement for Professional Liability Insurance|
|Date:||March 30, 1998|
|Originating Office:||Human Resources Division, Policy, Innovation, and Employee Development Branch, AFM/ARS|
|Distribution:||REE Offices in Headquarters, Areas, and Field Locations|
|This bulletin provides guidance regarding eligibility for and reimbursement of Professional Liability Insurance.|
Loss of Eligibility
3. Reimbursement Procedures
4. Summary of Responsibilities
Departmental Regulation 4060-1, dated May 30, 1997, states that it is Departmental policy for mission areas to offer partial reimbursement to eligible employees who purchase professional liability insurance. The provisions of this regulation took effect on September 30, 1996, and apply thereafter. This P&P contains implementation instructions for the REE Mission Area.
This type of insurance provides liability and legal defense insurance for Federal
employees who are acting within the scope of their employment. One-half of annual premium
expenses incurred by eligible employees for professional liability insurance are
reimbursable to the employee. Only professional liability insurance expenses
as defined in P.L. 104-208 which are incurred in conjunction with an individual's
employment with the Research, Education, and Economics mission area are reimbursable.
Any mission area employee who is a law enforcement officer as defined in 5 U.S.C. 8331(20):
An employee, the duties of whose position are
primarily the investigation, apprehension, or detention of individuals suspected or
convicted of offenses against the criminal laws of the United States, including an
employee engaged in this activity who is transferred to a supervisory or administrative
An employee, the duties of whose position (i) are
primarily (I) the investigation, apprehension or detention of individuals suspected or
convicted of offenses against the criminal laws of the United States, or (II) the
protection of officials of the United States against threats to personal safety; and (ii)
are sufficiently rigorous that employment opportunities should be limited to young and
physically vigorous individuals, as determined by the Director considering the
recommendations of the employing agency...
And supervisors or management officials as defined in 5 U.S.C. 7103(a)(10):
'supervisory' means an individual employed by
an agency having authority in the interest of the agency to hire, direct, assign, promote,
reward, transfer, furlough, layoff, recall, suspend, discipline, or remove employees, to
adjust their grievances, or to effectively recommend such action, if the exercise of the
authority is not merely routine or clerical in nature but requires the consistent exercise
of independent judgment, except that, with respect to any unit which includes firefighters
or nurses, the term 'supervisor' includes only those individuals who devote a
preponderance of their employment time to exercising such authority;
And 5 U.S.C. 7103(a)(11):
Management official means an individual
employed by an agency in a position the duties and responsibilities of which require or
authorize the individual to formulate, determine, or influence the policies of the
These employees should be identified by the number 2, 4 or 5 in Field 7, Supervisory Code, of the master record in the Position Management system. The code for each employee can be found on the Position Organization Listing. Personnel offices should carefully review the supervisory designations of positions so that accurate eligibility determinations can be made. Employees should be advised that only those meeting the above criteria will be reimbursed. Employees who are unsure of their supervisory/managerial designation, should consult with their servicing personnel office to determine their eligibility before submitting a claim for reimbursement. Positions such as Team Leaders not designated as supervisory or managerial will be ineligible for reimbursement.
Loss of Eligibility.
Employees occupying eligible positions will lose their eligibility for subsequent
reimbursement if they move to an ineligible position. Loss of eligibility will be
effective the same date as the personnel action moving them from the eligible position. In
this situation, no repayment of previously reimbursed amounts will be required. Also,
employees moving into eligible positions will become eligible for reimbursement on the
effective date of the personnel action moving them into the position.
To claim reimbursement for the premiums, REE employees must complete form SF-1164, Claim for Reimbursement for Expenditures on Official Business, and provide proof that they paid the full insurance premium. The proof of payment must include: A copy of the insurance premium billing statement and either an original paid receipt, a copy of a canceled personal check (front and back), or a copy of an itemized personal credit card statement, showing the name of the insurer and the date of payment.
Reimbursement Amount. Eligible
employees will be reimbursed 50 percent of the annual cost of the premium for professional
Repayment. An employee who receives a refund of premiums for a policy canceled after receiving reimbursement, will be expected to repay 50 percent of the refunded amount to their agency.
Appeals. Employees who believe they have erroneously been denied reimbursement may use established administrative grievance procedures to question the denial.
Payment Process. The check writing capability and procedures of the Government commercial purchase card will be used to reimburse employees. Locations without check writing capability will reimburse employees by use of the Treasury check payment method by sending approved forms SF-1164 to the National Finance Center, Reporting Section Number 4, at either of the following addresses:
|Mailing Address||Federal Express Address|
|NFC, ARB, Reporting Section #4
P.O. Box 53326
New Orleans, LA 70153
|NFC, ARB, Reporting Section #4
13800 Old Gentilly Road
2nd Floor, Post V-45
New Orleans, LA 70129
State Statisticians, Location Administrative Officer/Technician (LAO/T) at the Location level, and the Area Budget and Fiscal Officer (ABFO) at the Area Office level, and the Headquarters Staff of Division administrative designees are responsible for reviewing the forms SF-1164 to ensure:
W. G. HORNER
Administrative and Financial Management
INSTRUCTIONS FOR COMPLETING FORM SF-1164:
|1. DEPARTMENT||Enter USDA, and your agency|
|2. VOUCHER NUMBER||Enter any meaningful number for location funds control purposes.|
|3. SCHEDULE NUMBER||Leave blank|
|4. CLAIMANT||Enter the employee's:
(b) social security number
(c) mailing address
(d) office telephone number
|5. PAID BY||Leave blank|
|6. EXPENDITURES||(a) Enter the date of the insurance
premium reimbursement request.
(b) Enter the letter C for Other Expenses.
(c)(d) Enter statements Reimbursement for 50% of personal liability insurance premium. See attached proof of payment documentation and This insurance premium reimbursement application has been reviewed. Proper proof of payment documentation is attached. The amount claimed is 50% of the total insurance premium. Obtain the signature of the State Statistician, LAO/T, ABFO, or headquarters' designated reviewing official and request that they record the date reviewed.
(e) (f) (g) (h) Leave blank
(i) Enter 50% (dollar amount) of the insurance premium on the first line, and on TOTALS line at bottom. If 50% of the premium is an odd amount, round to the benefit of the employee (i.e., $260.49 premium X .50 = $130.25 employee reimbursement).
|7. AMOUNT OF CLAIM||Enter the amount from Block 6 (i).|
|8. APPROVING SIGNATURE||Obtain the signature of the fundholder or OFFICIAL designee.|
|9. CERTIFYING OFFICER SIGNATURE||Leave blank|
|10. CLAIMANT SIGNATURE||Obtain the signature of the employee applying for the insurance premium reimbursement.|
|11. PAYEE||If payment is made using the check
SIGNATURE writing capability of the Government commercial purchase card, (a) obtain the
applicant's signature and require that they record the (b) date, and (c) amount of
If payment is made by Treasury check by submitting form SF-1164 to NFC, leave this block blank.
|12. PAYMENT MADE BY CHECK NUMBER||If the payment is made by the check
writing capability of the Government commercial purchase card, record the check number.
If payment is made by Treasury check, through submission of the form SF-1164 to NFC, leave blank.
|ACCOUNTING CLASSIFICATION||Enter the applicable accounting code(s) and CRIS subaccount number(s) of the fundholder to be charged for the insurance premium reimbursement.|