INSTRUCTION SHEET

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP82-00357R000200020006-6
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 22
• Document Creation Date: November 17, 2016
• Document Release Date: June 6, 2000
• Sequence Number: 6
• Content Type: REGULATION

s li ~. - ~; '1' 25X1A
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INSTRUCTION SHEET
25X1A Destro and replace with the attached, revision dated
'I71is handbook is revised as follows:
1.. Extending application to certain types of career
associates.
2. Designation of component personnel. officers as action
officers.
3. Noting in paragraph 2a(1)(6) that the Special Activities
Branch, Office of Personnel, is responsible for situations not,
within the purview of this handbook.
4. Exclusion of individuals who are not resigning voluntarily.
5. In paragraph 2a(2)(d), providing revised and expanded
instructions concerning return after extended leave.
6. Addition of paragraph 2a(2) (i) to address tax matters that
concern -ea:ree-r-as-soea=tes-and- contract employees.
7. Addition of paragraph 2a(3)(b) to cover security considera-
tions attendant to resignation while on LWOP.
8. In paragraph 2a(6)(b) and elsewhere, as appropriate,
noting that Secrecy Agreement Reminders will be executed.
9. In paragraphs 2a (7)(a), deletion of income tax returns as
a matter included in cover instructions.
10. Assignment of new responsibilities to component personnel
or administrative officers set forth by addition of paragraphs
2b (1) (d) , (e), and (f).
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INSTRUC'T'ION SI IIi 'F (Cont.)
11. Expansion of paragraph 2d(3) to cover tax documents.
"Of Qrwin-1-0
12. Addition of/Form 3917, Request for FLSA Designation,
as pertinent to the conversion process.
13. Updating of organization titles and minor editorial
changes.
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25X1A Rescission: dated. 16 November 1972
Ew,
'T'his handbook sets forth the procedures for exit clearance
processing to ensure that the Agency's obligations to the departing
individual and the individual's obligations to the Agency are properly
discharged.
JOIJ F. BIAU
Deputy Director
for
Administration
DISTRIBUTION: AB
25X1A
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CON11;NTS
25X1A
Paragraph
1. GENERAL . . . . . . . . . . . . . . . . . .. . . .
2. PROCEDURES . . . . . . . . . . . . . . . . . . . .
a. STAFF EMPLOYEES, TYPE I CONTRACT EMPLOYEES,
CERTAIN CAREER. ASSOCIATES, AND DETAILED
CIVILIAN PERSONNEL . . . . . . . . . . . . .
b. STAFF EMPLOYEES, TYPE I CONTRACT E PLOYEES,
CERTAIN CAREER ASSOCIATES, AND DETAILED
CIVILIAN PERSONNEL WHEN CLEARANCE MUST
BE OBTAINED IN ABSENTIA . . . . . . . . . . .
c. DETAILED MILITARY PERSONNEL . . . . . . . . . .
d. STAFF AGENTS . . . . . . . . . . . . . . . . . .
3. POSTSEPARATION PROBLEMS . . . . . . . . . . . . . . .
Figure No.
1. Form 21, FINAL CLEARANCE RECORD
Page
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1. (C) 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( 60
calendar days or morel,they are required to return or account for
re turn
Government property issued to them; and---for/.Agency or other Government
(10;urrents ^utoy ,_:
-ecords?which are in their osses on; arrange for settlement of
any indebtedness to the Agency; be informed of any benefits
(hospitalization, life insurance, accrued annual leave, etc.) to
which they are 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 is 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,
certain career associates, and. those civilian and military personnel
detailed to the Agency whose exit processing is handled in or con-
trolled by headquarters.
2. (S) . PROCEDURES
a. STAFF EMPLOYEES, TYPE I CONTRACT EMPLOYEES, CERTAIN CAREER ASSOCIATES,
AND DETAILED CIVILIAN PERSONNEL
- ah_i_ch career assor:i_ tes?
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(1)
The personnel or administrative officer of the component to
which the individual is assigned will:
(a) Notify the Personal Affairs Branch, Bonefits and Services
Division, Office of Personnel, at least two weeks before
the last day of duty, or inunediately if the individual
fails to give two weeks advance notice, and give the
following information:
(1) Full name and any other true names (not pseudon)ms)
used in the Agency.
(2) Serial niunber.
(3) Project nwnber (formerly IAN account).
(4) Grade.
(5) Funds from which paid (vouchered or confidential).
(6) Reason for separation or extended leave (except
special cases handled by the Special Activities Staff,
Office of Personnel).
(b) Schedule an exit interview for staff entl)loyees who are
resigning voluntarily,with
(c)
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the Professional Placement Branch,
Staff Personnel Division, Office of Personnel,GS-07's
and above end with the Clerical Staffing Branch, Staff
in the case of
Personnel Division,/fer GS-06's and below; exit interviews
are not required for employees departing on extended leave.
Prepare Porn 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,
id)al
the,-employee has received, used, or been a custodian of
Agency fluids within six months preceding the (late of
or do.,a.vi-ure on loavc:'i
- separation --- .~..
(e) Notify the Central Cover Staff of the emlpl.oyee's pending
departure, obtain instructions regarding the. maintenance
of cover -eg< as appropriate, and schedule in interview.
(f) Have the lerrlrl-ogee take Form 642, Central f ergency and
Locator Record, to the Personal Affairs Branch on the
last workday.
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m ems loyf. c o v.ho re Iirin i_r rec i
(g) Provide guidance and assistance to rthe --end-loyee-- in the
preparation of a written stmmnary of Agency employment.
Me personnel or administrative officer will submit the
draft summary I for review and approval Ito the following:
the employee's Career Service; the Central Cover Staff, if
the employee has ever served. under cover; and the Office
of Security. After final approval of the simmtary, the
personnel or administrative officer will give the employee
a separately typed copy of the text of the approved stniunaary
and send the original with the approval signatures to the
Office of Personnel for retention in the employee's
Official Personnel Folder.
(h) If appropriate, notify the Contract Personnel Division, Office
of Personnel, of the termination of an employee's contract.
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PERSONN1 I..
(2) The Personal Affairs Branch will:
(a) Notify all clearing components by "Weekly Advance Notice
of Separations" of the pending separation or extended
leave. of head(%Liarters personnel.
(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 (SPD) 30 days prior to
return to duty for reporting instructions. This can be
accomplished by the component personnel or administrative
officer, by calling SPD on extension 3404, or by furnishing
the information by mail, addressing all correspondence to
the Office of Persoiunel, 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
}imployec about Unemployment Compensation; and Standard Form
2802, Application for Refund of Retirement Deductions.
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individual
(f) If the/-c -hype must -I.0-port. in person to any components
on the last workday, provide Form 21, Final Clearance
Record, and direct that the individual report to those
offices and return the completed form to the Personal
Affairs Branch.
(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
bottom of Form 21, and forward the form and, when appro-
priate, Standard Form 2802 to the Office of Finance for
retention.
(h) Forward -te--Form 642, Central 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.
(i) For certain career associates, part-time contract employees,
and any contract employees under nonofficial cover,
obtain the address to which the final tax doctmnent (Form
W-2, Wage and Tax Statement, or Form 1099, Miscellaneous
Income),-is to be mailed. This address should be forwarded
to the Compensation Division, Office of Finance.
(3) The Professional Placement Branch will:
(a) Upon receipt of notification from the personnel or
administrative officer, schedule and conduct the exit
interview for staff employees grade (CS-07 and above who
or
etirin
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(b) Ucon notification of an employee's plan to,fT-eave while
in LWVOP status, submit Form 377a, Request for Security
Clearance, to the Office of Security and schedule security
interviews, it necessary.
(4) The Clerical. Staffing Branch will, upon notification from the
personnel. or administrative officer, schedule and conduct the
exit interview for staff employees in grade GS-06 and below
or re-t;-i.r5_rif~ ?
who are resigning voluntarily,:
(5) T e Office of Finance will arrange to pay the individual any
moneys due and arrange for repayment if money is owed the Agency.
(6) "17ie 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 briefing and have departing personnel
execute the appropriate Secrecy Agreement Reminders.
(c) Obtain all classified and unclassified documents and
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 doctuienta Lion
issued by or for the Agency if not surrendered on the last
workday by the employee.
(7) The Central Cover Staff will:
(a) In collaboration with the component to which the individual
is assigned, determine whether any previously established
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cover will be maintained. If so, inst.rl.uctions will be
given regarding the cover legend to be used.
25X1 C
and furnish this information to the Compensation 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 swnmary of Agency employment for appro-
priate review and approval as delineated in paragraph
2a(l) (g) above.
(b) Report to the Staff Personnel Division for the scheduled
exit interview.
(c) On the last workday turn in the Agency badge to the Office
of Security receptionist, obtain a temporary "No Escort"
badge, and report to the Personal Affairs Branch with
Form 642, Central Emergency and Locator Record, for final
exit processing.
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(d) Report to the Central. Cover Stiff f for an interview as
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instructed.
(e) Report to the External Activities Branch, 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, Final Clearance Record, to the Personal
Affairs Branch before departing the Agency.
b. STAFF I IPLOYEES, TYPE I CONTRACT IMPLOYEIS, CERTAIN CAREER ASSOCIATES,
AND DETAILED CIVILIAN PERSONNEL WHEN EXIT CLEARANCE MUST BE OBTAINED
(1) The personnel or administrative officer of the component to
which the individual is assigned will:
(a) Notify the Personal Affairs Branch as soon as possible of
the separation or extended leave following procedures
specified in paragraphs 2a(l)(a), (c), and (d) above.
f urni sh
(b) Obtain from the Central Cover Staff and,':?arwa-r-d_to- the
turra_i.n a ..:i f>n
employee instructions regarding the maintenance oriel4mina-T
t-ion of cover -1-egends- as appropriate.
-(e 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.
IN ABSENTIA
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~(d) Retrieve . W id forward to External. Activities' Branch,
Office of Security, all-documentation (including credentials
and badges) issued by the Agency;and have appropriate
Secrecy Agreement Reminders executed. The Office of
Security will attempt to retrieve such documentation when
the personnel or administrative officer is unable to do so.
r(e)_. Notify the Professional Placement Branch (PPB) of
voluntary resignation in absentia of staff employees in
grade GS-12 and above, providing the reason for resignation,
plans of the employee if known, and determination of
reemployability. PPB will include this information in a
quarterly report to the Deputy Director for Administration.
For certain career associates, part-time contract employees,
and any contract employees under nonofficial. cover, obtain
the address to which the final tax document (Form ICI-2,
Wage and Tax Statement, or Farm 1099, Miscellaneous Income)
is to be mailed. This address should be forwarded to the
Compensation Division, Office of Finance.
(2) The Personal Affairs Branch, in cooperation with all clearing
components, will ensure that clearance processing is conppleted.
C. DETAILED MILITARY PERSONNEL
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(1)
The Military Personnel Branch, Staff Personnel Division,
Office of Personnel will:
(a) Notify the personnel or administrative officer of the com-
ponent to which the military detailce is assigned of the
effective date of separation.
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(b) Conduct the exit interview.
(c)
Prepare Form 21, Final Clearance Record, and obtain from
appropriate components of the Agency positive verification
or certification that obligations to the Agency have been
satisfied or satisfactory arrangements to discharge thorn
have been made.
(d) Schedule the military detailee five clays before the last
(e)
(f)
workday for a security interview with the External Activities
Branch, Office of Security.
Prepare Form 1152, Request for Personnel Action, in
accordance with 25X1 A
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, obtain the Agency badge,
and. forward the badge to the 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) I'he personnel or administrative officer of the component to
which the military detailee is assigned will:
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(a) Notify the Audit and Certification Division, Office of
Finance; the Central Cover Staff; and any Agency com-
ponents that issued a special clearance still held by the
military detailee.
(b) Ensure that the military detailee has satisfied personal
obligations to the component to which assigned or has
made satisfactory arrangements to discharge them.
(c) Obtain all internal clearances required.
(3) 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) Conduct the security interview and have departing personnel
execute the appropriate Secrecy Agreement Reminders.
(b) Obtain all classified and unclassified documents and
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. Branchy Agency badges
turned. in by military detailees who have cleared the Agency
in person and determine that all badges have been properly
accounted for.
(5) 25X1 C
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issued by or at the request of the Agency unless such
documentation 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., Final Clearance Record, to
Military Personnel Branch on the last workday.
d. STAFF AGENTS
(1.) Separation
25X1 C
(a) The personnel or administrative officer of the component
to which the individual. is assigned will:
(1) Notify the Contract Personnel Division as far in
advance as possible of the separation.
(2) Prepare Form. 1152, Request for Personnel Action, as
25X1A
required by in sufficient time to reach
the Contract Personnel Division before the individual's
last working day.
(3) Notify the Audit and Certification Division, Office
of Finance, of the pending separation 1 obtain the
address to which the final tax doctmnent (Form W-2,
Wage and Tax Statement, or Form 1099, Miscellaneous
ind f (or T?;ar d
Income) is to be mailed P}tis address should-be
-forwarded to the Compensation Division, Office of
Finance.
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(4) Notify the Central. Cover Staff of the pending separa-
tion, obtain instructions regarding -the--maintenance
of the individual's cover 1egei4d as appropriate, and
schedule an appointment for an interview.
(5) If appropriate, request direct refund of retirement
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deductions obtaining the concurrence
of the Central Cover Staff and the Office of Personnel.
(b) The Contract Personnel. Division will:
(1) Obtain from all clearing components the positive
verification or certification. that the individual
has satisfied personal obligations to the Agency or
has made satisfactory arrangements to discharge them.
(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 component
25X1A (Sec- regarding approval for staff agents to
enter overt CIA buildings), provide the individual with
Form 21, Final Clearance Record., and direct that he
or she report to the offices indicated and return the
completed form to the Contract Personnel Division.
(4) Forward completed Form 21 and, when appropriate,
Standard Form 2802, Application for Refund of Retirement
Deductions, to the Office of Finance.
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(c) 1he 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 and have departing
personnel execute the appropriate Secrecy Agreement
Reminders.
(2) Obtain 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 responsiblity of CIA.
(3) Obtain badges and, if requested, other documentation
issued by or for the Agency if not surrendered on the
last workday.
(e) The Central Cover Staff will:
(1)
In collaboration with the component to which the
individual is assigned, determine whether any previously
established cover will he maintained. If so, give
the a. Ing.individual instructions regarding the
cover 1e-gef 1. to be used.
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to---tlhe--Compensation-PTivisign; Off .ce--of --Fi:nanco-;
with in-two--weeks---fo11otawing---the--date- of-- separation-,
o as---soon---a-s--possibie--thereafter
(2) Conversion to Staff Employee
(a) The personnel or administrative officer will:
(1.)
Notify the Contract Personnel Division as far in
advance as practical of the conversion to staff
employee.
the
(2) Prepare/resignation action nd excepted
appointment action on Form 1152, Request for Personnel
Action, and Form 3917, Request for FLSA Designation,
in true name. A request for assignment of cover
should be made in Section 18 of Form 1152 when
conversion is to vouchered funds.
the
(3) Ensure tha ndividual j change7Tredit Union accounts
and Agency insurance records to true name.
(4) Notify the Office of Finance and the Central Cover
Staff of the conversion to staff employee status.
(b) The Contract Personnel Division will:
(1) Request security approval to convert the individual
to staff employee status.
(2) Request the issuance of a staff employee badge.
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(3) Separation in Absentia
The personnel or administrative officer of the component to
which the individual is assigned will:
(a)
Notify the Contract Personnel Division as soon as
possible of the separation, following procedures
specified in paragraph d(l)(a) above.
(b) Ensure that the individual receives required documents,
such as Standard Form 2802, Application for Refund of
Retirement Deductions.
(c) Obtain from the Central. Cover Staff and forward to the
individual instructions regarding the maintenance or
termi.na tion
4d-)? In cooperation with the Contract Personnel Division ensure
that clearance processing is completed.
F&F Retrieve and forward. to the External Activities Branch,
Office of Security, all documentation (including credentials
and badges) issued by the Agencyland have appropriate
/ -i-imination of cover gels as appropriate.
Secrecy Agreement Reminders executed. The Office of Security
when appropriate, standard Form 2802, Application for
Refund of Retirement DDuctions, to the Office of Finance.
will attempt to retrieve such documentation when the
personnel or administrative officer is unable to do so.
Forward completed Form 21/ Final Clearance Record, and,
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3. (C) POSTSI PA,KA'I'ION PROBLEMS
Any Operating Official or Head of Independent Office who encounters a
postsepa.ration problem concerning a forayer employee may refer the
problem to the Director of Personnel, who will review the case with the
official or officials involved, devise a course of action for settling
the problem in consultation with those officials, 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 area of concern, provided such correspondence
is coordinated with the Central Cover Staff. To avoid possible conflict
or duplication, copies of such correspondence will be maintained in the
former employee's Official Personnel Folder.
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