Employee Resources : USDA ARS

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Employee Resources

General Employee Information:
• Axon (Intranet) • Benefits • Directories • Emergency • GOV-Fuel • Government Property • Health & Safety • Manuscripts / Projects • Pay & Leave • Policies • Purchasing • Training • Travel / Relocation • SharePoint • Visitors(Citizen/Non-Citizen)

Miscellaneous Information:
• Calendars • FAQ's • Images • Libraries • Property

Standard Operating Procedures for administrative procedures can be found at P:\Admin\SOPs

General Employee Information:

Benefits: Insurance and Retirement Programs
- Employee Personal Page (EPP)
  - Self-Service Fact Sheet (PDF; 29KB)
- Employee Handbook - everything you need to know about your federal pay and benefits
- Federal Employees Group Life Insurance (FEGLI)
  - FEGLI Calculator- Calculate the premiums for the various combinations of coverage and more!
  - FEGLI Forms
- Federal Employees Health (FEHB) Benefit Program
  - Insurance Plan Search - You can create a comparison by zip code, plan name or plan code.
  - Insurance Form SF 2809 Employees can enroll, change, or cancel their enrollment. (18 pgs, PDF) (Also see Axon electronic forms)
- Office of Personnel Management (OPM)
  - Retirement and Insurance Forms
  - Retirement Calculator (OPM's Federal Ballpark Estimate)
  - Retirement Information and Services
- Thrift Savings Plan (TSP)
- WAEPA - a non-government web site detailing a life insurance option for government employees and their families.

Employee Information
- Axon (ARS Intranet) is a central place where ARS employees can find, access, and share information and resources needed to perform their jobs more effectively. Use the same username and password as your e-mail, typically usda\first.lastname.
- Electronic Official Personnel Folder (eOPF) Access - use this self-service tool that enables you to electronically view and print your OPF documents, and to update your vital Emergency Data.
  Web address: https://eopf.opm.gov/usdalanding/
- OPM Q&A -Electronic Official Personnel Folder (eOPF)- Frequently Asked Questions (PDF)
- New Employee Onboarding Portal (USDA Departmental Management)
Employees and ARS Social Media
- Check out the new ARS Facebook page! After almost 11 years of providing content to USDA, ARS was granted authority to have their own channel. Like ARS on Facebook, stay connected, learn, and share how ARS science touches the lives of people around the world.
- Follow updates on ARS on these Social Media Platforms:
  - USDA ARS' Tellus
  - Facebook
  - Instragram
  - LinkedIn
  - Twitter
  - You-Tube
  - Science in Your Shopping Cart - (Axon)

Get the latest news and updates on ARS. Follow us on:

Directories
- Directories and other contact information throughout ARS can be found at Plains Area Council of Office Professionals (PACOP) via Axon.
- NPARL Office Extensions (PDF; 13KB)
Emergency
- Federal Emergency Management Agency (FEMA)
- NPARL Office Dismissal or Closure Procedures (PDF; 56 KB)
Health and Safety
- ARS Emergency Readiness (on Axon)
- Employee Assistance Program (EAP) 1-800-222-0364
- Reporting Employee Health-related Absences (PDF; 35 KB)
- Federal Occupational Health
- NPARL Safety Information
- Requests for repairs or maintenance (PDF; 240 KB)

Manuscript Information
- Research Manuscripts
  - Helpful Hints for submitting NPARL author (PDF; 42 KB)
  - Authorship of Research and Technical Reports and Publications - P&P 152.2 (Axon)
  - ARIS Manuscript Entry Form ARS-115 (Word Doc, 182 KB)
  - Non-ARS Author Permission Form (PDF; 189 KB)
  - ARS Peer Review Form ARS-533 (PDF; 26 KB; also see Axon electronic forms)
  - ORCID - connect with your professional information
  - VIVO - This USDA Science Network was retired by the National Agricultural Library (NAL) in January 2021. A new discovery site for USDA researchers and projects is scheduled to be launched in 2021.
Other Scientist Info:
- Office of Scientific Quality Review - OSQR
- Research Position Evaluation System - RPES
- Preparing Your RPES Case (Axon-Manual 431.3-ARS)
Projects and Funding Information
Project Forms
- More about Grants & Agreements on Axon. More information can be accessed by your local ARIS entry person.
- Tips for Incoming Funds Record/Research-click here (Feb. 2015)
- Incoming Funds Record-Research to apply for and use funds from outside sources, including participating in a collaborative role with no funds to ARS-SY must receive ARS approval before submitting a proposal. (Prefer 30 days day prior to due date)
  (Incoming Funds Record 425 Template; 1209 KB, Oct 2014)
- Projects (non-funded or funded greater than or equal to $25,000
     (Incoming Funds Record 425 Template; 1209 KB, Oct 2014)
     (SCA process; PDF; 30 KB, Oct 2008)
     (416-417/NFCA Fillable Template PDF; 91 KB, Dec 2008)
- Plains Area Program Management-Axon
- Grants and Agreements Info is available on Axon and templates are also available in Chapter 16 of the ARIS manual.

Pay and Leave

Time Sheet| EOP| EPP| Leave Transfer Program | Comp Time

Where is my time sheet?
Employees can now access their timesheets online through NFC's WebTA at https://wta.nfc.usda.gov/usda/. Partial hours are recorded in 15 minute increments. See SOP (PDF; 20 KB, dated July 2013) for more information in PDF format.
- Your regular scheduled work hours must be accounted for each day. Time can be recorded using different transaction codes; either 01-regular hours worked, 61-annual leave (vacation), 62-sick leave, 62-62-family sick leave, 29- or 50-credit, 32 or 64-compensatory, 32-78/64-78-travel compensatory or other (66-federal holiday, 71-LWOP).
- See the Administrative Officer if you need to change the number of hours you are scheduled to work.
Pay and Leave Resources (AFM) - (ARS employees see Axon)
- P&P 402.1 - Flexible Work Schedule
- P&P 402.3v.4 - Premium Pay
- P&P 402.6.v2 - Common Types of Leave
- Excused Absence/Administration Leave - Department Directive
Salary Tables - OPM (Scroll to Locality Pay Area: "Rest of United States")

Electronic Official Personnel Folder (eOPF) Access - use MS Internet Explorer to access this self-service tool that enables you to electronically view and print your OPF documents, and to update your vital Emergency Data.
Web address: https://eopf.opm.gov/usda

Electronic Official Personnel Folder (eOPF) - Frequently Asked Question (PDF)
Employee Personal Page (EPP) - to access your payroll information.
Leave Transfer Program
- This program is available for employees to apply as a recipient or donate annual leave, click here to learn more about OPM's program. These forms are typically done through WebTA Leave Donations tab.
  - Recipient Personal Application (REE-3A; Word 71 KB)
  - Recipient Family Application (REE-3B; 84 KB)
  - Donor Application (REE-4; 41 KB)
- Outside of ARS - Leave Transfer Program Donor (OPM630-B)
- See Axon electronic forms
Telework Program - what is it? Read about the program on Axon.
- AD-3018 Telework Form
What is Comp Travel time?
- How do I record extra time that I work?
  1. Credit time is accrued when you choose to work more than your scheduled hours with supervisor permission and the maximum balance.
  2. Comp time is when your supervisor requires you to work over your regular scheduled hours. (Click here for more information.)
- Basic Question and Answer Sheet - HQ email dated 2/1/2005 (PDF; 29 KB)
- Overview Chart of Comp Travel (PDF; 28 KB)
- Visual Chart of Comp Travel (PDF; 77 KB)
- Figuring Your Comp Travel Hours Worksheet (PDF; 297 KB)
Policies
- Policies, Procedures and Manuals
- Bulletins (Bulletins outline revised policy and procedures)
- Frequently Asked Questions - Office of Personnel Management

Priority Sources for Supplies
- Acquisition Tool Kit
- Forms
  - Purchase Request AD-700 (See Axon electronic forms)
  - Reimbursement Claim SF-1164
  - (also see Axon electronic forms)
- Integrated Acquisition System (IAS) - See Acquisition Systems on Axon
- REE Purchase Card Program 213.3 Manual
- USDA Use of Purchase Guide (DR 5013-6) and other related alternative payment methods.
- USDA Purchase Card Program Guide
- USDA Charge Card Service Center (CCSC)
- Supply Vendors (Please utilize this specified order)
  1. Activity Inventory (On-Hand Stock/Cupboard Stock)
  2. Federal Excess Personal Property (GSA Xcess)
  3. UNICOR (Federal Prison Industries)
  4. Committee for Purchase from People Who Are Blind or Severely Disabled
       JWOD aka as AbilityOne (includes NIB, NISH, Skillcraft brand)
       bscsource.com
       SourceAmerica
  5. Wholesale Supply Sources
    GSA Federal Acquisition Service
    (GSA Advantage| GSA Global Supply| GSA Excess)
  6. Mandatory Federal Supply Schedules (FSS)
    See the GSA e-Library for a Complete Federal Supply Schedule Listing.
    GSA e-Buy! designed for online procurement
  7. Optional Use Federal Strategic Schedules (FSS) - [When an executive agency is not specified as a mandatory user it becomes optional] (requires AD-3110)
  8. Open-Market Commercial Sources
    (such as Amazon for Business, Overstock.com and Fisher Scientific) requires an AD-3110. Also check NDAA Section 889 certification before the transaction is completed.
Priority Sources for Services
- AbilityOne
- Mandatory FSS
- Non-Mandatory, Optional Use FSS
- Open-Market Commercial Sources (requires AD-3110)

Training
- Ag-Learn -USDA
- Plains Area Ethics Page
- USDA Ethics Page
- Employee Training and Development P&P 440.1
- Employee Individual Development Plan - Located on Axon
- USALearning (formerly GoLearn) - OPM
- SF-182: How to fill out a Training Request (SOP) - Located on Axon, Feb 2020
- Training Resources - Located on Axon
- USDA e-Authentication
Travel

Travel Steps| Travel Card| Contributed or Foreign | Relocation

NPARL Travel Procedures

Step 1, Authorization:
- Request Area approval for essential travel (PDF; 69 KB)
  (minimum of 3 days before travel is anticipated)
- Travel Request (PDF; 351 KB)
  (as soon as dates are known before travel begins)
  - Limited Open Travel Request is used for frequent travel for field work purposes.
  - Request Actual Subsistence
    (MS Word; 2 KB) (authorized before travel and when per diem allowances will exceed limits)
  - USDA Travel Ethics
Step 2, Reservations:
- IMPORTANT NOTE: Government employees traveling on official business should have lodging reserved though Concur or BCD Travel when possible. Travelers shall not use third-party vendors to book airfare, lodging, or rental cars for official travel. If mandatory use of USDA contracted Travel Management System (TMS) or Travel Management Center, reservations can be obtained through Fedrooms or directly with the hotel. Email the confirmation information to the travel arranger.
- Fedrooms
  (1-800-226-1741 or email hotels@fedrooms.com)
- FEMA Certified Hotel Listing
- MyGovTrip - search for GSA contracted city pairs and commercial flights
Step 3, Other Information:
- GSA Travel Resources
- Federal Travel Regulation
- Agricultural Travel Regulation
- Agricultural Travel FAQs
- Per Diem Rates (Domestic)
- Per Diem Rates (Foreign)
- Hotel Taxes - State Tax Exempt Forms Library - (Exempt Forms for California, Delaware, DC, Florida, Louisiana, Nevada, Oklahoma, Pennsylvania, Tennessee, and Virginia)
Step 4, Reimbursement:
- Reimbursement Cover Sheet (PDF; 96 KB)
  (Complete within 5 days after returning home)
- Figuring Comp Travel (mostly FSLA Exempt employees)
- Reimbursement Claim SF-1164 (For expenses not related to travel, form in Axon)
GOV/POV
- Personal Owned Vehicle (POV) Mileage Rates
- GOV Alternative Fuel Locations
- Roadside Service Program: For roadside assistance, call 1-866-329-3471. WEX offers roadside assistance through the National Auto Club.
Travel Card (For those traveling at least once a year, the first 3 forms must be completed, signed and returned to the front office. Click on highlighted text below for PDF's)
- Application for SP3 Card - See administrative personnel
- Travel Card Acknowledgement Form (Axon: 2 pages; PDF; 17 KB)
- AgLearn Training Certificate: “USDA Travel Charge Card Training (2019 Assignment)”
- Travel Card Payment - (Access Online)
Foreign Travel
Submit the information form to your unit secretary to enter into FTIS. It can then be tracked for its authorization level.
- See Axon: Foreign Travel for guidance.
- Information for Secretary Office Foreign Travel Report (PDF; 17 KB)
- APHIS -International Travel Information for Agricultural Travelers
- U.S. Department of State - International Travel Resources
Contributed Funds
(Non-federal source, greater than $250 and must be authorized by Area Director. Submit the Invitation Letter, the Through-Letter Request and the original signed Official Duty Approval to your travel coordinator)
- Invitation Letter
- Conflict of Interest AD-1101 Form
  (Employee completes pages 1-2 and signs page 2; Area office authorizes; PDF; 201 KB)
- Acceptance Letter is provided by the travel coordinator
- SEB-104 form (only for waived registration fees; submit with invitation email or letter).

Relocation Reimbursement
- Travel Reimbursement Cover Sheet (PDF; 96 KB)
- Expense Record for Temporary Quarters AD-569
  (PDF; 177KB; or see Axon electronic forms)
- Relocation Guide
- Travel Safety Information
What do I do if I am expecting a foreign visitor (non-citizen)?
- Contact the Location Coordinator and Administrative Officer regarding any non-citizen visitor coming into NPARL and/or using federal equipment. Individual situations will be handled on a case-by-case basis and a background check may be required before entering the facilities.
- Authorized non-citizen visitors must sign in/out with each entry/exit and are allowed on ARS property only between the hours of 6:00 am and 6:00 pm, Mon-Fri.
- Notify the administrative team with any changes or if the visitor cancels the trip.

Miscellaneous Information

Calendars

USDA ARS Events Calendar
Frequently Asked Questions for New Employees
- What are the office hours?
  Core office hours are 7:30 AM to 4:30 PM, although employees are allowed a flexible schedule with supervisor permission.
- How many people are employed here?
  There are presently 36 permanent employees at NPARL and numbers increase vary throughout the year according to research projects and budgets.
- What to do if I am expecting a visitor (U.S. citizen)?
  All visitors must sign in at the front desk and receive a visitors badge.
- How often do I get paid?
  Paychecks are issued bi-weekly and you will receive your first pay check 3 weeks after you begin duty.
- How do I access the Sidney, MT SharePoint site? (use MS Internet Explorer only)
  Go to https://e.arsnet.usda.gov/sites/PA/npa/sidney and sign on using your email ID and password.
- How do I access the ARS Intranet? Click on Axon, to access you will use either your lincpass or e-auth login.

Can I use work computers or other government property for personal use?
Please read P&P 253.4. More information is at USDA Ethics Training and also see Plains Area Ethics page.
What do I do if I need to remove government owned items off location?
A Property Pass (Form AD-873) must be on file. Please check with the property management officer or administrative officer for further questions .
How do I get repair or maintenance done in my office or lab?
Fill out a work order (PDF; 240 KB) or email the maintenance department.
What to do if I am expecting a visitor (U.S. citizen)?
All visitors must sign in at the front desk, receive a visitors badge, and be escorted by a permanent federal employee.
Where can I look for a permanent federal job?

Images
- NPARL Photo Gallery
- ARS Image Gallery
Libraries
- AgNIC
- Digitop
- National Agricultural Library
- SCINet Scientific Computing
- A list of publications and books available at NPARL - inquire with admin
- VIVO - This USDA Science Network was retired by the National Agricultural Library (NAL) in January 2021. A new discovery site for USDA researchers and projects is scheduled to be launched in 2021.

U.S. DEPARTMENT OF AGRICULTURE

Northern Plains Agricultural Research Laboratory: Sidney, MT

Employee Resources