14 FAM 440
UNIFORMS, personal PROTECTIVE equipment and clothing
worldwide
(CT:LOG-252; 09-26-2018)
(Office of Origin: A/LM)
14 FAM 441 SCOPE, AUTHORITY and
applicability
14 FAM 441.1 Scope
(CT:LOG-222; 04-20-2017)
(State/USAID/Commerce/Agriculture)
a. This subchapter prescribes the policy applicable for
the effective management of the Department of State uniform and personal
protective equipment and clothing (PPE&C) program worldwide.
b. This policy covers, in part, U.S. Department of
State uniform allowances and issuance of PPE&C that applies to U.S.
Government civilian Federal employees, locally employed staff (LE staff)
direct-hire, and personnel hired under a personal services agreement (PSA).
c. Agencies must implement a policy to administer a
uniform allowance program. The Department's officials responsible for this
policy include the chief of mission (COM) at overseas posts, and bureau
executive directors and managing directors domestically. At a minimum, the
policy should:
(1) Identify the category of employees required to
wear uniforms;
(2) Establish requirements for determining the annual
uniform allowance;
(3) Require employees to provide evidence acceptable
to the agency of the employee's purchase of one or more uniforms (e.g.,
receipts); and
(4) Require employees to obtain uniforms that meet
standards acceptable to the agency.
d. State only: Personal protective
equipment is accountable property regardless of cost per 14 FAM 411.4,
Accountable property, subparagraph (1)(i). See 14 FAM 444.1
for accountability procedures.
e. The heading "State/USAID" applies to USAID
at foreign locations only and Department of State worldwide, both domestic and
foreign. If marked as "State only," it does not apply to USAID and
applies to State both domestic and foreign locations.
14 FAM 441.2 Authorities
(CT:LOG-222; 04-20-2017)
(State/USAID/Commerce/Agriculture)
Authorities include:
(1) 5 U.S.C. 5901, which provides each U.S. Government
agency the authority to furnish a uniform or pay an allowance to a U.S.
Government employee, not to exceed the maximum amount established by the Office
of Personnel Management (OPM);
(2) 22 U.S.C. 2669, which provides authority for the
Department of State to purchase uniforms;
(3) 29 U.S.C. 668, which requires the head of Federal
agencies to establish and maintain an effective and comprehensive occupational
safety and health program;
(4) Executive Order 12196, Occupational Safety and
Health Program for Federal Employees, as amended;
(5) 5 CFR 591.103, which contains OPM's regulations on
establishing and administering the uniform allowance program;
(6) Basic Program Elements for Federal Employee
Occupational Safety and Health Programs (29 CFR 1960);
(7) Occupational Safety and Health Standards (29 CFR
1910 and 29 CFR 1926); and
(8) National Fire Protection Association (NFPA) Codes
and Standards.
14 FAM 441.3 Applicability
(CT:LOG-252; 09-26-2018)
(State/USAID/Commerce/Agriculture)
a. U.S. Government civilian Federal employees and
locally employed staff (LE staff) direct-hire, and personnel hired under a
personal services agreement to whom uniforms and PPE&C may be furnished
under the authorities cited in 14 FAM 441.2,
are those whose official duties are determined to necessitate the wearing of
uniforms or PPE&C. Contractors (other than personal services contractors)
are not eligible for uniforms or PPE&C items. The following are
illustrative, but not all inclusive, of the categories of personnel to be
considered: medical staff, chauffeurs, guards, bodyguards, and certain
warehouse and facility maintenance employees who may be required to wear
uniforms or PPE&C.
b. Furnishing uniforms to the following categories of
employees is not authorized by the authorities cited in 14 FAM 441.2:
(1) Employees whose official duties may require the
wearing of protective clothing, as distinguished from uniforms (see 14 FAM 443); and
(2) ORE (official residence expense) staff at the
official residence of the chief of mission, deputy chief of mission, principal
officer or USAID director (see 3 FAM 3251 for
additional information).
c. This policy does not apply to contractor employees,
and does not apply to the U.S. Government-owned personal property held by a
contractor, including uniforms and PPE&C. See the terms and conditions in
each specific contract.
d. Requests for interpretation of these policies or to
seek deviations from the policies should be submitted in writing to:
(1) 15 FAM 800, the Fire Protection Program. Any
questions or comments on fire protection PPE and clothing should be directed to
the Office of Fire Protection, Directorate for Operations, Bureau of Overseas
Buildings Operations (OBO/OPS/FIRE);
(2) 15 FAM 900, the Safety, Health, and Environmental
Management Program: Any questions or comments on safety, health, and
environmental regulations overseas should be directed to the Office of Safety,
Health, and Environmental Management (SHEM), Directorate for Operations, Bureau
of Overseas Buildings Operations (OBO/OPS/SHEM);
(3) The Domestic Environmental and Safety Program:
Any questions or comments on domestic safety, health or environmental matters
should be directed to the Domestic Environmental and Safety Division
(A/OPR/FMS/DESD). The DESD Intranet site contains the Domestic Environment and
Safety Guide on the domestic PPE&C Program;
(4) 12 FAH-7, Local Guard Program: Any questions or
comments on uniforms and PPE&C in relation to guards and bodyguards
supporting security programs overseas should be directed to the regional
security officer (RSO) and Office of Overseas Protective Operations
(DS/IP/OPO);
(5) Logistics Policy (A/LM/PMP/PMA/POL) via
LogisticsPolicyQuery@state.gov on uniforms and the personal property aspects of
this subchapter along with the Property Management Division (A/LM/PMP/PM) on
operational requirements for personal property control, inventory and
disposition, including ILMS;
(6) USAID/Washington: Bureau for Management,
Management Services Office, Overseas Management Division (USAID/W - M/MS/OMD);
(7) Commerce: International Trade Administration,
U.S. and Foreign Commercial Services, Office of International Operations,
Overseas Property Manager; and
(8) Agriculture: Foreign Agricultural Service; Office
of Foreign Service Operations; International Services Division.
14 FAM 442 Responsibilities
(CT:LOG-222; 04-20-2017)
(State only)
a. Missions abroad that are subject to control of a
chief of mission (COM) under section 207 of the Foreign Service Act of 1980
(Public Law 96-465) must ensure that a uniform and PPE&C policy is
implemented for those employees whose official duties require the wearing of
uniforms or PPE&C.
b. The Director of the Office of Safety, Health and
Environmental Management in the Directorate for Operations, Bureau of Overseas
Operations (OBO/OPS/SHEM) is responsible for developing and managing the
Department's overseas safety and health program. SHEM program requirements and
policies, including those related to PPE&C are contained in 15 FAM 900.
c. The Director of the Domestic Environmental and
Safety Division (A/OPR/FMS/DESD) is responsible for developing the Departments
Domestic Personal Protective Equipment (PPE&C) Program. DESD is also
responsible for providing technical assistance to bureaus, executive directors,
managing directors, and workplace supervisors who are involved with the
selection and use of PPE&C. The DESD Intranet site contains the Domestic
Environment and Safety Guide to assist with PPE&C program implementation
including selection, use, and employee training.
d. Bureaus, offices, and posts are responsible for
funding and providing uniforms and PPE&C as necessary to protect employees
and to meet Department of State or Federal standards (see 15 FAM 900, which
addresses funding of safety and health programs including PPE&C) overseas.
14 FAM 443 Subchapter Definitions
(CT:LOG-222; 04-20-2017)
(State/USAID/Commerce/Agriculture)
Agency: An executive agency,
as defined in 5 U.S.C. 105.
Category of employee: Any
group of employees designated by an agency that has the same basic uniform
requirements.
Head of agency: The head of an
agency or an official who has been delegated the authority to act for the head
of the agency.
Personal Protective Equipment/Clothing
(PPE&C): Protective equipment for eyes, face, skin, head and
extremities, protective clothing, respirators, ear protectors, protective
shields and barriers as a minimum; these items are essential for effective
protection of workers potentially exposed to hazardous conditions in the work
environment (see 29 CFR 1910 and 29 CFR 1926).
Uniform: Specified article or
articles of clothing that may include, but are not limited to such items as
shoes, boots, hats, shirts, slacks, skirts, or outerwear an employee is
required to wear.
14 FAM 444 FURNISHING UNIFORMS
(CT:LOG-222; 04-20-2017)
(State/USAID/Commerce/Agriculture)
This section is the Department's implementation of the OPM
Government-wide regulations 5 U.S.C. 105 and 5 CFR 591.103.
14 FAM 444.1 Determination of
Requirement to Wear Uniform
(CT:LOG-222; 04-20-2017)
(State/USAID/Commerce/Agriculture)
a. The determination that the duties of an employee
(medical employees excluded) require the wearing of a uniform are made by the
property management officer (PMO), bureau executive director, managing director
or workplace supervisor, RSO, and heads of agencies (USAID, Commerce, or
Agriculture) abroad, or their designees, on the basis of the following
criteria:
(1) The duties of the employee involve performing
services for, or obtaining services from, the local government, business firms,
or the public; and
(2) It is necessary for employees to appear in
uniforms to facilitate identification with the U.S. Government, or by reason of
local custom.
b. Determination with respect to the wearing of
uniforms by medical personnel is made by the Office of Medical Services (MED).
14 FAM 444.2 Composition of
Uniforms
(CT:LOG-222; 04-20-2017)
(State/USAID/Commerce/Agriculture)
Uniforms consist of articles of clothing that may include
but are not limited to shoes, boots, hats, shirts, slacks, skirts, or
outerwear, and of which may include appropriate insignia. The style, material,
and color of the uniform (except for those furnished to medical personnel)
should be determined by the PMO, bureau executive director, managing director,
or workplace supervisor, RSO, and heads of agencies or their designees.
14 FAM 444.3 Maximum Uniform
Allowance
(CT:LOG-222; 04-20-2017)
(State/USAID/Commerce/Agriculture)
a. The maximum amount allowable for uniforms for
employees who are required to wear a uniform in the performance of their duties
is $800 per year.
b. Although agencies have the authority to pay an
annual uniform allowance rate up to a maximum rate of $800 a year, it is not
required that every employee who must wear a uniform will receive the maximum
rate of $800 per year.
c. Within this limitation, the PMO, bureau executive
director, managing director, workplace supervisor and RSO, should establish a
list of items to be furnished consistent with the employees duties and with
factors of cleanliness, climatic conditions, local customs, and any other
specialized uniform requirements, if appropriate. Such determinations should
include initial supply levels and the conditions and frequency of replacements.
d. Due diligence must be exercised when purchasing such
uniforms. Many uniforms are available under GSA Federal Supply Schedules at
reasonable prices. The PMO, bureau executive director, managing director, or
workplace supervisor, RSO, and heads of agencies or their designees, must
ensure that reasonably priced sources are used for such uniforms.
14 FAM 445 personal PROTECTIVE
equipment and CLOTHING
14 FAM 445.1 Furnishing Personal
Protective Equipment and Clothing
(CT:LOG-222; 04-20-2017)
(State/USAID/Commerce/Agriculture)
a. Furnishing PPE&C such as respirators, gloves,
safety shoes, eye and head protection and outer clothing is an integral part
of the Department of State's safety and health strategy (see 15 FAM 900) for
protecting employees engaged in hazardous activities and in accordance with
various Occupational Safety and Health Administration (OSHA) standards (see 15 FAM 957.6
for additional guidance on PPE).
b. Furnishing PPE&C, where required, to guards and
bodyguards is an integral part of the security operation protecting U.S.
missions overseas (see 12 FAH-7).
14 FAM 445.2 Determination of
Requirement to Wear Personal Protective Equipment and Clothing
(CT:LOG-222; 04-20-2017)
(State/USAID/Commerce/Agriculture)
a. For State's policy and requirements for implementing
overseas safety and health programs including those involving PPE&C, see 15
FAM 900.
b. For the requirements for a local guard program
overseas, including the acquisition of PPE&C, see 12 FAH-7.
c. State's regulations for implementing a domestic
PPE&C program are available in the Domestic Environment and Safety Guide
(PPE Program, Policy and Procedures for Conducting Workplace Hazard Assessments
and Using PPE) contained on the Domestic Environmental and Safety Division (A/OPR/FMS/DESD)
Intranet site.
14 FAM 446 CONTROL, CUSTODY,
MAINTENANCE AND REPLACEMENT OF UNIFORMS, personal protective equipment and
clothing
14 FAM 446.1 Control of Uniforms
and Personal Protective Equipment and Clothing
(CT:LOG-222; 04-20-2017)
(State/USAID/Commerce/Agriculture)
All uniforms and PPE&C issued to employees remain the
property of the U.S. Government. They must only be used in connection with the
employees' official duties and must be accounted for using the Integrated
Logistics Management System (ILMS) as follows:
(1) Personal protective equipment is accountable
property regardless of cost per 14 FAM 411.4,
paragraph i, and must be accounted for and controlled using the Integrated
Logistics Management System (ILMS) loanable property (LP) module and issued to
employees utilizing Form DS-584, Property Transaction. PPE should not be
accounted for in the ILMS asset management (AM) module; and
(2) Uniforms are expendable items and will be
accounted for and controlled using ILMS expendables module and issued to
employees utilizing Form DS-583, Expendable Supply Issue/Turn-In Request.
14 FAM 446.2 Custody of Uniforms
and Personal Protective Equipment and Clothing
(CT:LOG-222; 04-20-2017)
(State/USAID/Commerce/Agriculture)
a. Upon separation or transfer to duties not requiring
uniforms, all such items must be turned in to the property management
office--typically the accountable property officer (APO), or custodial officer
(CO) by the employee to whom they were issued within 2 days of the separation
or transfer. All such items must be clean and in good repair when turned in
except as otherwise required by OSHA standards.
b. When seasonal uniforms are furnished, the APO,
workplace supervisor or designee should determine whether such uniforms are to
be returned to storage during off-seasons or are to be retained and stored by
the employee. As a general rule, seasonal uniforms should be turned in to
storage during off-seasons in order to assure proper storage and
accountability. However, when local circumstances warrant, employees may be
permitted to retain the items for storage until the next season.
14 FAM 446.3 Maintenance of
Uniforms and Personal Protective Equipment and Clothing
(CT:LOG-222; 04-20-2017)
(State/USAID)
a. Employees to whom uniforms or reusable PPE&C are
issued must assure that they are kept clean and in good repair at all times.
If practicable, the uniform is worn only while the employee is at work.
However, bureaus, offices, and posts may authorize employees to wear the uniform
to and from home if necessary.
b. The cost of cleaning, repairing or replacing
uniforms and PPE&C when damage results from other than normal wear and
tear, is a personal expense of the employee to whom issued except as otherwise
required by OSHA standards.
c. The APO or CO should arrange for storage of cleaned
and repaired uniforms and reusable PPE&C turned in by the employee to whom
the items were issued. Any article of uniform or PPE&C considered unusable
through normal wear and tear or damage, should be reported for disposition
using Form DS-132, Property Disposal Authorization and Survey Report, submitted
to the property disposal officer for appropriate disposition in accordance with
14 FAH-1 H-700.
14 FAM 446.4 Replacement and
Disposal of Uniforms and Personal Protective Equipment and Clothing
(CT:LOG-222; 04-20-2017)
(State/USAID)
a. Replacement or disposal of any item of uniform or
reusable PPE&C is authorized only after the APO or workplace supervisor is
assured through physical inspection that it is so worn or damaged as to be
deemed unusable or ineffective. Generally, no uniform replacements should be
required during the first year following the initial furnishing.
b. The articles of uniform or PPE&C for replacement
or disposal are to be turned in to the property management office, typically
the APO, or the CO for reporting for disposition action by the property
disposal officer or except as otherwise required by OSHA standards. All such
clothing items that need replacement, or are no longer needed and have been
identified for disposition, must be documented by completing Form DS-132,
Property Disposal Authorization and Survey Report, for State or Form AID-534-1,
Personal Property Disposal Authorization and Report, for USAID. The APO should
ensure complete descriptive information is provided and that the personal
property is not needed by the bureau, office, or post prior to signing Form DS-132
and submission to the property disposal officer to implement procedures for
disposition of personal property as required by 14 FAH-1 H-700.
c. Damaged or missing uniforms or PPE&C will be
processed in accordance with 14 FAM 416.5
to determine whether an employee is personally liable financially for damaged
or missing U.S. Government personal property.
14 FAM 447 THROUGH 449 UNASSIGNED