EXIT PROCESSING FOR SEPARATION OR EXTENDED LEAVE

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP82-00357R000200020026-4
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 18
• Document Creation Date: November 17, 2016
• Document Release Date: June 6, 2000
• Sequence Number: 26
• Content Type: REGULATION

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c, " ~-- q 0) S
EXIT PROCESSING FOR SEPARATION
OR EXTENDED LEAVE
DISTRIBUTION:
Revised:
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CONTENTS
CONTENTS
Paragraph
1. GENERAL . . . . . . .
2. PROCEDURES. . . .
a. STAFF EMPLOYEES, TYPE I CONTRACT EMPLOYEES, AND
DETAILED CIVILIAN PERSONNEL . . . . . . . . . . .
b. STAFF EMPLOYEES, TYPE I CONTRACT EMPLOYEES, AND
DETAILED CIVILIAN PERSONNEL MIEN CLEARANCE MUST
BE OBTAINED IN ABSENTIA . . . . . . . . .
c. DETAILED MILITARY PERSONNEL .
. . . . . . . . . .
d. STAFF AGENTS. . .
. . . . . . . . . . . . . . . . .
3. POSTSEPARATION PROBLEMS . . . .
. . . . . . . . . . .
Figure No.
1. Form 21, FINAL CLEARANCE RECORD
Revised:
Page
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1 GENERAL
a. The purpose of exit clearance processing is to ensure that the
Agency's obligations to the departing individual and the individual's
obligations to the Agency are properly discharged. Before indivi-
duals separate from the Agency or depart on extended leave of 60
calendar days or more, they are required to return or account for
Government property issued to them and Agency or other Government
records which are in their possession; arrange for settlement of
any indebtedness to the Agency; be informed of any benefits (hospi-
talization, life insurance, accrued annual leave, etc.) to which
entitled; and be briefed regarding cover, security, and special
clearances held. In order that these obligations may be discharged
in a timely and uniform manner, individuals must give notice of
their intended separation or obtain approval for extended leave as
soon as practical, but at least two weeks in advance of their last
workday. Failure to give adequate notice may delay final settlement
of pay, leave, and retirement accounts for an extended period of
time after departure.
b. This handbook applies to staff personnel, Type I contract employees,
and civilian and military personnel detailed to the Agency whose
exit processing is handled in headquarters.
2.()PROCEDURES
a. STAFF EMPLOYEES, TYPE I CONTRACT EMPLOYEES, AND DETAILED CIVILIAN
PERSONNEL
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PERSONNEL 25X1 A
(1)
Office of Personnel for GS-07's and above and the Clerical'
The administrative officer of the component to which the
individual is assigned will:
(a) Notify the Personal Affairs Branch, Benefits and Services
Division, Office of Personnel at least two weeks before
the last day of duty, or imn diately if the individual
fails to give two weeks advance notice, and give the
following information:
(1) Full name and any other true names (not pseudonyms)
which the individual has used in the Agency.
(2) Serial number.
(3) Project number (formerly FAN account).
(4) Grade.
(5) Funds from which paid (vouchered or confidential).
(6) Reason s for separatio o e tended leave'-
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(b) Schedule a preexit interview for staff employees with the
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and below; a preexit interview is not required for
employees departing on extended leave.
(c) Prepare Form 1152, Request for Personnel Action, for staff
employees and detailed civilian employees, as required by
in sufficient time to reach the Personal Affairs
Branch before the employee's last workday.
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(d) Notify the Audit and Certification Division, Office
of Finance if, according to the records of the component,
the employee has received, used, or been a custodian of
Agency funds within six months preceding the date of
separation.
(e) Notify the Central Cover Staff of the employee's pending
departure, obtain instructions regarding the maintenance
of cover legend as appropriate, and schedule an appoint-
ment for an interview.
(f) Have the employee take Form 642, Central Emergency and
Locator Record, to the Personal Affairs Branch on the
last workday.
(g) Provide guidance and assistance to the employee in the
preparation of a written summary of Agency employment.
The administrative officer will submit the draft summary
to the following for review and approval: the employee's
Career Service; Central Cover Staff, if the employee has
ever served under cover; and the Office of Security.
After final approval of the summary, the administrative
officer will give the employee a separately typed copy of
the text of the approved summary and send the original
with the approval signatures to the Office of Personnel
for retention in the Official Personnel Folder.
(h) Notify Contract Personnel Division, Office of Personnel
of the termination of an employee's contract.
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(2) The Personal Affairs Branch will:
(a) notify all clearing components by "Weekly Advance Notice
of Separations" of the pending separation or extended
leave;
(b) conduct the individual's final exit processing;
(c) obtain from all clearing components positive verification
or certification that the employee has satisfied personal
obligations to the Agency or has made satisfactory arrange-
ments to discharge them. If appropriate, indicate on
Form 21, Final Clearance Record (figure 1), those components
from which the employee must obtain clearance in person
on the last workday;
(d) instruct an employee who is going on extended leave to
notify the Staff Personnel Division 30 days prior to
return to duty for reporting instructions. This can be
handled by either calling extension 3404 or furnishing
the information by mail, addressing all correspondence to
the Office of Personnel, CIA, Washington, D.C. 20505;
(e) give the employee any necessary forms, such as Standard
Form 55, Notice of Conversion Privilege, Federal Employee's
Group Life Insurance Act; Standard Form 8, Notice to
Federal Employee about Unemployment Compensation; and
Standard Form 2802, Application for Refund of Retirement
Deductions;
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(f) if the employee must report in person to any components
on the last workday, provide Form 21, Final Clearance
Record, and request that the individual report to those
offices and return to the Personal Affairs Branch with
the completed form;
(g) review the completed Form 21 to ensure that all required
clearances have been properly verified or certified, com-
plete the certification in the space provided at the
botton of Form 21, and forward the form, and when appro-
priate, Standard Form 2802, to the Office of Finance for
retention;
(h) forward the Form 642, Personnel Emergency and Locator
Record, amended if necessary, to the Transactions and
Records Branch, Control Division, Office of Personnel
where the information is coded and sent to the Office of
Data Processing.
(3) The Professional Placement Branch will, upon receipt of notifi-
cation from the administrative officer, schedule and conduct
the preexit interview for an employee in grade GS-07 and above.
(4) The Clerical Staffing Branch will, when warranted by circum-
stances, schedule and conduct the preexit interview for an
employee in grade GS-06 and below.
(5) The Office of Finance will arrange to pay the individual any
moneys due and arrange for repayment if money is owed the
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(6) The Office of Security will
(a) obtain Agency badges from departing personnel or determine
that all badges.have been properly accounted for;
(b) conduct the security
(7)
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(c) Lain all classified and uncla sifie documents and.
(a) in collaboration with the component to which the individual
is assigned, determine whether any previously established
cover will be maintained. If so, instructions will be
given regarding the cover legend to be used.
material remaining in the individual's possession, custody,
or control that are the property of CIA or the custodial
responsibility of CIA;
(d) recover badges and, if requested, other documentation
issued by or for the Agency if not surrendered on the last
workday by the employee.
The Central Cover Staff will
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. Division, Office of Finance within two
weeks following the date of separation, or as soon as
possible thereafter,
(8) The employee will
(a) prepare a written suiariary of Agency employment for appro-
priate review and approval as delineated in paragraph
2a(1) (g) above;
(b) report to the Staff Personnel Division for the scheduled
preexit interview;
(c) on the last workday turn in his or her regular badge to
the Office of Security receptionist, obtain ,a temporary
"No Escort" badge, and report to the Personal Affairs
Branch with Form 642, Personnel Emergency and Locator
Record, for final exist processing;
(d) report to Central Cover Staff for an interview as instructed;
(e) report to the External Activities-Branch, Security Support
Division, Office of Security for an interview as instructed
on the last workday;
(f) report to other components for clearances and return the
completed Form 21 to the Personal Affairs Branch before
departing the Agency.
b. STAFF EMPLOYEES, TYPE I CONTRACT EMPLOYEES, AND DETAILED CIVILIAN
PERSONNEL WHE CLEARANCE MUST BE OBTAINED IN ABSENTIA
(1) The administrative officer of the component to which the
individual is assigned will
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(a) notify the Personal Affairs Branch as soon as possible of
the separation or extended leave following procedures
specificed in paragraphs 2a(1) (a), Cc), and (d) above;
(b) obtain from Central Cover Staff and forward to the employee
instructions regarding the maintenance or elimination of
cover legends as appropriate;
(c) ensure that the employee receives required documents, such
as Standard Form 56, Agency Certification of Insurance
Status; and Standard Form 2802, Application for Refund
of Retirement Deductions, coordinating this action with
the Personal Affairs Branch.
(2) The Personal Affairs Branch, in cooperation with all clearing
components, will ensure that clearance processing is completed.
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satisfactory arrangements to discharge them. have been
made;
(d) schedule the military detallee'five days before the last
workday for a security interview with the External
Activities Branch, Office of Security;
(e) prepare Form 1152, Request for Personnel Action, in
accordance with 25X1 A
(f) review the completed Form 21 on the last workday to
ensure that all required clearances have been properly
verified or certified, complete the certification in the
space provided at the bottom of Form 21, and file the
form in the military detailee's Agency file;
(g) conduct the final exit interview and obtain the Agency
badge (to be forwarded to External Activities Branch,
Office of Security);
(h) in the event it becomes necessary to obtain clearances
on a military detailee in absentia, ensure that the
clearance processing is completed.
(2) The administrative officer of the component to which the
military detailee is assigned will
(a) notify the Audit and Certification Division, Office of
Finance, and the Central Cover Staff and any Agency
components which issued a special clearance still held
by the military detailee;
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(3)
(b) ensure that the military' detalee has satisfied personal
obligations to the component to which assigned or has
made satisfactory arrangements to discharge them;
(c) obtain all internal clearances required.
The Office of Finance will arrange to pay the military detailee
any moneys due, and if money is owed to the Agency, arrange for
repayment.
(4) The Office of Security will
(a)
CO obtain all classified and unclassified documents and
(5)
issued by or at the request of the Agency unless such documenta-
tion has been surrendered to another Agency component.
(6) The military detailee will report to the component to which
assigned and to other components of the Agency for clearances
and return completed Form 21 to Military Personnel Branch on
the last workday.
conduct the security interviewed'"'"
material remaining in the individual's possession, custody,
or control that are the property of CIA or the custodial
responsibility of CIA;
(c) receive from Military Personnel Branch, Agency badges
turned in by military detailees who have cleared the
Agency in person and determine that all badges have been
properly accounted for.
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as required by in sufficient time to
reach the Contract Personnel Division before the
individual's last working day;
notify the Audit and Certification Division, Office
(4~ not , Central Cover Staff of the pending separation,
obtain instructions regarding the maintenance of the
individual's cover legend as appropriate, and schedule
an appointment for an interview;
(5 if appropriate, request direct refund of retirement
deductions b obtaining the concurrence
of Central Cover Staff and the Office of Personnel.
(b) The Contract Personnel Division will
(1) obtain from all clearing components the positive
verificatipn or certification that the individual
has satisfied personal obligations to the Agency or
has made satisfactory arrangements to discharge them;
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d. STAFF AGENTS
(1) Separation
(a) The administrative officer of the component to which the
individual is assigned will
() notify the Contract Personnel Division as far in
advance as possible of the separation;
(2) prepare Form 1152, Request for Personnel Action,
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(2) ensure that the individual receives necessary forms,
such as Standard Form 2802, Application for Refund
of Retirement Deductions;
(3) if the individual must report in person to any
25X1 A component (see egarding approval for staff
agents to enter overt CIA buildings), provide the
individual with Form 21, Final Clearance Record,
and request that he or she report to those offices
indicated and return to Contract Personnel Division
with the completed form;
(4) forward completed Form 21 and, when appropriate,
Standard Form 2802 to the Office of Finance.
(c) The Office of Finance will arrange to pay the individual
any moneys due and, if money is owed to the Agency, arrange
for repayment.
(d)
The Office of Security will
(1) conduct the security interview
(2) demand and receive from the individual all classified
()
and unclassified documents and material in the
individual's possession, custody, or control that
are the property of CIA or the custodial responsibility
of CIA;
obtain badges, and, if requested, other documentation
issued by or for the Agency, if not surrendered on
the last workday.
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(e) The Central. Cover Staff will
() in collaboration with the component to which the
individual is assigned, determine whether any
previously established cover will be maintained; if
so, give the separating individual instructions re-
garding the cover legend to be used;
and furnish this information to the4Office of Finance
within two weeks following the date of separation,.
or as soon as possible thereafter.
(2) Conversion to Staff Employee
(a) The administrative officer will
(1) notify the Contract Personnel Division as far in
advance as practical of the conversion to staff
employee;
L2) prepare resignation action d excepted
appointment action on Form 1152, Request for Personnel
Action, in true name, A request for assignment of
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cover should be made in. Section .18 of Form 1152
when conversion is to vouchered funds;
ensure that the individual changes his or her Credit
Union account and Agency insurance records to true
name;
(4) notify the Office of Finance and the Central Cover
(3)
Staff of the conversion to staff employee status.
(b) The Contract Personnel Division will
request security approval to convert the individual
to staff employee status;
(2) request the issuance of a staff employee badge.
Separation in Absentia
The administrative officer of the component to which the
individual is assigned will
notify the Contract Personnel Division as soon as
possible of the separation, following procedures
specified in paragraph d(1) (a) above;
(k ensure that the individual receives required documents,
such as Standard Form 2802, Application for Refund of
Retirement Deductions;
c ,o obtain from the Central Cover Staff and forward to
the individual instructions regarding the maintenance
n or elimination of cover legends as appropriate;
(X/ k'J in cooperation with the Contract Personnel Division
ensure that clearance processing is completed;
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forward completed Forms 21 and, when appropriate,
Standard Form 2802 to the Office of Finance.
e--of --Security -wi l-1--Tecove r - aLl ,document-atthn
4 e y gency _.(1iciuding-badges) .
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3 (i OSTSEPARATION PROBLEMS
Any Operating Official or Head of Independent Office who encounters a
postseparation problem concerning a former employee may refer the problem
to the Director of Personnel, who will review the case with the official
or officials involved; devise, in consultation with those officials, a
course of action for settling the problem; and prepare and coordinate
official correspondence regarding the case. This does not prevent
Operating Officials or Heads of Independent Offices from corresponding
directly with separated employees concerning problems relating to their
specific areas of concern provided such correspondence is coordinated
with the Central Cover Staff. To avoid possible conflict of information,
copies of correspondence will be maintained in the former employee's
Official Personnel Folder.
FOR THE DIRECTOR OF CENTRAL INTELLIGENCE
JOHN F. BLAKE
Deputy Director
for
Administration
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