NIST ADMINISTRATIVE BULLETIN - No. 08-02

End-of-the-Year Reminders and Instructions:
A.  Leave
B.  Holiday Activities
C.  Gifts

This bulletin is issued to summarize Presidential, Departmental, and NIST policies and regulations concerning the end-of-the-year.

A.  LEAVE

General Policy - Supervisors may grant annual leave or leave without pay on a liberal basis to all employees whose services can be spared during the holiday period, November 25, 2007 - January 5, 2008.

Leave Credit for Category 6 Employees (3-15 years) - Full-time employees in leave category 6 will earn 10 hours annual leave instead of the normal 6 hours for pay period #25, December 9 - December 22, 2007.

Adjustment of Carryover of Annual Leave Balance - Time and attendance records for pay period #1, January 6 - January 19, 2008, should show the adjusted annual leave balances in the "Balance Forward" column. Except as may be provided for in 5 V.S.C. 6304, no balance in excess of 240 hours may be carried over with the exception of those employees who, at the beginning of the present leave year, had authorized annual leave balances in excess of 240 hours.  LWOP balances at the end of pay period #26 are dropped and not brought forward to pay period #1. There are 26 pay periods in the 2006 leave year, which ends
January 5, 2008, and any excess annual leave must be taken by that date.  (Sick leave may be accumulated without restriction.)

For the leave policy on the Senior Executive Service (SES) refer to the DOC Handbook on Hours of Duty and Leave Administration.

B.  HOLIDAY ACTIVITIES

Holiday Parties - One hour of work time may be utilized before December 25, for the observance of traditional amenities in each organizational unit.  This hour may be combined with the regular 30-minute lunch period if desired.  Any and all activities relating to the observance of the holidays on premises occupied by NIST must be carried out during the above-mentioned period.

No activities may be carried out on NIST premises after working hours without the specific approval of the NIST Deputy Director.

No alcoholic beverages may be served at functions held on NIST premises without prior approval of the NIST Director in accordance with Departmental regulations (see Administrative Manual Subchapter 7.07, Appendix A).

Conduct - The head of each organizational unit is requested to advise all officials and employees under their supervision that while they are on NIST premises, regardless of whether they are on duty or off duty, their conduct must be of such a nature that no reasonable criticism can be directed towards NIST.

Use of Decorations

Safety -To ensure a safe holiday period, holiday decorations may be installed in NIST buildings only after a permit has been sent to the NIST Fire Protection Group.  The Administrative Calendar for November 26, 2007 - November 30, 2007, and December 3, 2007 - December 7, 2007, will include permit forms which should be completed and sent to the NIST Fire Protection Group, Mail Stop 1912.  Permit forms are also available at: http://www-i.nist.gov/admin/fsd/fire/xmas.htm and will be accepted through December 21, 2007.   Any questions should be directed to the Fire Protection Group (ext. 6190).

Lighting - Indoor and outdoor decorative lighting may be used after a permit has been sent to the NIST Fire Protection Group.  The Administrative Calendar for November 26, 2007 - November 30, 2007, and December 3, 2007 - December 7, 2007, will include permit forms which should be completed and sent to the NIST Fire Protection Group, Mail Stop 1912.  Permit forms are also available at: http://www-i.nist.gov/admin/fsd/fire/xmas.htm and will be accepted through December 21, 2006.   Any questions should be directed to the Fire Protection Group (ext. 6190).

Payment for Decorations - The staff is reminded that appropriated funds may not be used for trees, ornaments, and other decorations.

C.  GIFTS

The spirit of the season brings to many the desire to express in some tangible way feelings of friendship and good will toward associates and official business contacts.  However, the special position of trust of those who conduct the public business calls for special vigilance on the part of government officials and employees to avoid any appearance of impropriety in conduct.

Government employees are forbidden by law and regulations to give presents to official superiors or accept them from employees receiving lower salaries than themselves.  In addition, government employees are forbidden to accept any favors or gifts, the acceptance of which might be construed as contrary to the public interest.  General exceptions to these requirements include gifts of minimal value (i.e., $10 or less), items of food which are shared among office employees, or items of personal hospitality provided at a residence.

The expression of good wishes through appropriate personal greetings rather than gifts of material value will maintain the holiday spirit without the risk of misunderstanding.  It will also best maintain those ethical standards which the public properly expects of all those in governrnent.

The Standards of Ethical Conduct for Employees of the Executive Branch, 5 CFR Part 2635, provides detailed guidance on the acceptance of gifts, entertainment, and favors.

In case of doubt as to the propriety of acceptance of a gift, entertainment, or a favor, contact the DoC Office of the Assistant General Counsel for Administration on (202) 482-5384.

Return of Gifts - Any improper gift or gratuity which may be tendered must be returned to the sender, with a letter expressing thanks and explaining the government's policy on the matter.

Strict compliance with this requirement is extremely important in protecting NIST from public embarrassment and criticism.
 

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