U.S. Geological Survey Manual

1. Purpose. This chapter implements the procedures for clearing USGS and contract employees upon separation from employment with the USGS and provides instructions for completing and processing the automated Form 9-090, Employee Clearance Report (9-090).

2. Policy. It is USGS policy that upon termination of employment, USGS employees must turn in all Government personal property and other "official" items they are responsible for, such as their Government charge card, office keys, Government ID, Government-issued passport, etc., and must liquidate all outstanding debts owed to the Federal Government and to the Government charge card contractor. When all property items are satisfactorily accounted for and all debts owed by the employee are liquidated, clearance shall be given to the employee. The USGS may withhold final salary payment until the 9-090 has been processed and cleared and will initiate action to offset in full all debts owed to the Government by the employee against final payments due to the employee, including the employee's final salary check, annual leave payment, and retirement. The USGS will also initiate action in accordance with the Travel and Transportation Reform Act (TTRA) and Department of the Interior policies to offset debts owed to the charge card contractor by the employee.

It is also USGS policy to "clear" employees prior to their separation or contract termination date. Therefore, employees are to initiate the 9-090 immediately upon intent to separate from the USGS.

3. Authority. Requirements for clearance of all Government property in the custody of an individual upon his/her separation or transfer are contained in 41 CFR 114?60.705. Authority for collecting debts owed to the Government is provided for in PL 104-134, Debt Collection Improvement Act of 1996, and the TTRA.

4. USGS Form 9-090, Employee Clearance Report. The 9-090 is an automated, web-based form designed to eliminate processing paper forms and to expedite the processing of clearances prior to an employee's separation date. The 9-090 is to be used by all employees prior to leaving the USGS to record clearance of all debts and accountability for Government property.

5. Responsibilities.

A. "Initiator" (Employee). It is the responsibility of the employee to initiate and complete Part A of the 9-090 immediately upon intent to separate from the USGS. The employee must: 1) ensure appropriate documentation is prepared to clear any property for which the employee is responsible; 2) repay or clear any indebtedness prior to termination, including all outstanding travel advances, payroll debts, library loans, etc; 3) turn in all other items such as office keys, passports, Government ID, parking pass, Government charge card, etc.; and 4) liquidate any balance on the employee=s Government charge card. Notice regarding offset in full of debts owed by the employee upon termination is stated in item #2 above.

The employee's supervisor or AO may also initiate the 9-090 in the employee's absence or on his/her behalf.

B. "Authorizer" (Supervisor or AO). It is the responsibility of the Authorizer to complete Part B of the 9-090 prior to the employee's separation date. The Authorizer must: (1) ensure that the employee=s 9-090 has been initiated upon notification of his/her intent to separate from the USGS, (2) ensure that preparation of an SF 52 has been initiated and that all other applicable items in Part B have been initiated and/or completed, and (3) electronically sign the form when completed. The Authorizer is also responsible for verifying the employee=s balance on his/her Government charge card account through EAGLS or an Agency Program Coordinator and for ensuring that the balance of the employee's account upon separation is entered in the appropriate block.

C. Administrative groups. The groups listed below are identified on the 9-090 as responsible for clearing employees through their respective areas and electronically signing the form before the separation date, if possible. These administrative groups are responsible for ensuring that an employee's 9-090 is completed and initiating action when items are not cleared. The Office of Financial Management (OFM) is also responsible for initiating collection actions through Payroll to offset debts owed by an employee against payments due the employee.

• Records Management
• USGS Library
• Property Management Branch
• Office of Acquisition and Grants
• Office of Financial Management.

6. Instructions for Completing the Form 9-090. The automated form is divided into areas of administrative responsibility with approval required by each area. When the Initiator electronically "signs" the form, the form is simultaneously forwarded via e-mail to the Authorizer and each administrative group to be processed and approved by a member of that particular group. Each group is to process and electronically sign the form prior to the separation date. If a group is unable to clear the form before the separation date, then information should be included in the respective 'Comment' field as reference.

A. Part A. To be initiated, completed, and signed by the employee, or by the employee's supervisor or AO (or equivalent) in place of the employee.

1. Use either Netscape or Internet Explorer to go to https://gsvaresa01.er.usgs.gov/welcome.nsf [suggestion: Bookmark this site];
2. At the Login screen, type your Lotus ID and password when asked and click Login;
3. At the USGS Business Applications Web site, click on Go to Forms;
4. On the USGS Business Process, click on Create on the 9-090 Clearance Report line;
5. On the 9-090 form, click on the Select Separating Employee button.
   • After entering the employee's name (or the first letter of the employee's last name) in the 'Last name starts with' field, click the Find button and click on the name of the separating employee from the drop-down list of names;
   • Click the Assign button to initiate the form for that employee;
   • Some information pertaining to the employee will automatically fill in some blanks with information from the USGS address file. The Separation Reason field is to be filled in via the drop-down screen.
   • The Authorizer is assigned by clicking the Select Supervisor/AO button and selecting the appropriate name, similar to procedure for selecting the separating employee's name;
   • The Separation Date and the employee's e-mail and mailing address must be manually entered in the specified format
6. When the information is complete, the Initiator will click on the Submit button and if there are no errors, the 9-090 is initiated. If an error is detected, an error message will be displayed. Upon correcting the error(s), click the Submit button and the form is initiated. The form is sent via e-mail to the supervisor/AO selected in Part A and to all administrative clearing groups simultaneously.

B. Part B. Authorizers and administrative groups will receive an e-mail notification that a 9-090 has been initiated and indicating the location of the 9-090. Authorizers and administrative groups will complete 9-090's as follows:

1. Click on the web site location indicated in the e-mail notification you receive;
2. Authorizers are to 'check' the items as indicated in Part B, and include the amount of the employee's charge card balance (Charge Card Balance field). Charge card balances can be obtained from accessing EAGLS. The administrative groups are to 'check' the items in their respective sections of the form.
3. If the employee has turned in all appropriate items in the respective part of the form, the Authorizer or administrative group signs off on the 9-090 by clicking the appropriate 'Sign Off' button;
4. If all required fields are not 'checked', an electronic signature will not be allowed. The Authorizer or administrative group should indicate any problems with clearing the 9-090 in the respective "Comment" box

C. Part C - OFM Final Approval. Part C is to be completed and electronically signed by OFM if all groups have completed their portion of the 9-090 and there are no debts owed by the employee. If all groups completed the 9-090 and there are outstanding debts or other outstanding items, the 9-090 will not be cleared. OFM will complete the 9-090 and initiate collection action to collect debts and/or resolve items not cleared as indicated on the 9-090.

7. Final Disposition of the 9-090. Once completed and cleared by all groups, the 9-090 record is maintained in an electronic 'historical' file.

Questions pertaining to this chapter or 9-090 procedures should be directed to the Office of Financial Management, on 703-648-7604. Questions or problems with the automated form should be directed to the USGS Help Desk on 703-648-7300.

/s/Carol F. Aten, Chief
Office of Administrative Policy and Services