Microsoft Word - END SOP Manual _READ ONLY_.docOctober 30, 2003
Table of Contents
· Reporting Accidents and Injuries, TR-193 (added 7/26/03)
· Policy on the Definition of Exhibition (added 3/10/03)
· Policy on Media Contacts, TR-167 (revised 7/9/03), (added 3/26/03)
· Policy Regarding Information Sharing and Confidentiality (added 5/9/03)
· Policy Regarding Confidentiality and Document Disposal (added 5/12/03)
· Policy on Work/Rest Periods, TRP-113 (added 6/13/03)
· Policy on Overtime (added 5/14/03)
· Accessing the SOP Manual on the Network Shared Drive
· Changing the SOPs, TR-165 (revised 7/9/03)
· SOP Change Request Form
· Ordering Supplies, TR-75 (added 5/23/03), TR-157 (revised 6/13/03)
· Reporting Dead Birds, TR-108 (added 4/15/03), (revised 5/8/03)
· Accessing EMRS, TR-175 (added 7/9/03)
· Shutting Down An Incident Command Post, TR-57 (added 5/16/03), TR-155 (revised 6/13/03), TR-188 (revised 7/23/03)
II. FINANCE
· Processing Indemnity Claims, TR-176 (added 8/4/03)
· Budget Reconciliation, TR-177 (added 7/29/03)
· AT&T Cell Phone Payments, TR-178 (added 7/29/03)
· Processing Waste Management Invoices, TR-179 (added 7/29/03)
· Special Budget Projects, TR-180 (added 7/29/03)
III. MOBILIZATION AND DEMOBILIZATION
· SOP Acknowledgment and Form, TR-109 (added 5/8/03), TR-129 (revised 6/13/03)
· Request for Extension of Appointment (Veterinary Students), TR-114 (added 6/5/03)
· Demobilization Plan, TR-211 (revised 7/27/03, 4/8/03), TR-107 (added 5/8/03)
· Demobilization – Performance Evaluation for Permanent Personnel (added 3/3/03)
· Demobilization – Performance Evaluation for Temporary and Seasonal Personnel (added 3/2/03)
· Demobilization – Surveying Demobilizing Personnel (revised 3/23/03) (added 2/24/03)
· END Task Force Questionnaire (revised 3/30/03)
· Demobilization – What to Do if You Have Birds at Home (added 2/22/03)
IV. PERSONNEL, CONDUCT, AND INTERACTING WITH THE PUBLIC
· Ombudsman Referral, TR-130 (added 6/13/03), TR-186 (7/23/03)
· Memorandum on Personnel Performance and Conflict Issues for Federal Supervisors (added 2/3/03)
END SOP Manual - i -Table of Contents
· Communicating with the Public (added 1/4/03)
· Interacting with Non-Cooperative Owners (added 1/4/03)
· Computer Use (added 1/4/03)
· Proper Use of Fuel Cards at Incident Command Areas (added 5/2/03)
· Handling Calls or Contacts from the Media, Public Officials, Attorneys, or Others with Legal Inquiries, TR-168 (revised 7/9/03), (added 3/29/03)
· HUMAN HEALTH
· Testing Task Force Members for Conjunctivitis, TR-244 (revised 9/02/03), TR-194 (revised 7/25/03), (added 3/31/03)
VI. PET BIRD PROTOCOLS
· Diagnostic Response to Sick Bird/Dead Bird Calls from Premises with Only Indoor Pet Birds, TR-132 (added 6/30/03)
· Policies on the Conditional Exemption from Depopulation of Avian Species (added 4/11/03)
· Conditional Exemption from Depopulation of Avian Species (added 4/17/03), (HAS REPLACED Pet and Exotic Caged Birds)
· Guidelines for Infected Premises or Dangerous Contacts Depopulation Agreement
VII. BIOSECURITY AND SAFETY
· Logistics Staff Responsibilities, TR-196 (revised 7/25/03)
· Safety Officer Responsibilities, TR-197 (revised 7/25/03)
· Biosecurity Officer Responsibilities, TR-78 (revised 5/6/03), (added 3/31/03)
· Mixing Virkon S Disinfectant, TR-199 (revised 7/27/03)
· Virkon S Mixing Guidelines, TR-125 (added 6/5/03)
· Biosecurity for Personnel Entering Infected Premises
· Foot Baths
· Guidance for Local Government Employees, TR-169 (revised 7/16/03), (added 3/31/03)
· Guidance for Public Utility Employees, TR-170 (revised 7/9/03), (added 5/23/03)
· END Field Staff Personal Safety, TR-171 (revised 7/9/03). (added 4/14/03)
· Veterinary Clinics, TR-6 (added 5/5/03)
· Veterinary Clinic Self-Evaluation
· Checklist for Evaluating Veterinary Clinics
VIII. ANIMAL CONTROL
IX. NONCOMMERCIAL SITE SURVEILLANCE
· Surveillance Team Contact, TR-154 (revised 7/22/03)
· COMMERCIAL SITE SURVEILLANCE
· Commercial Mortality Surveillance Biosecurity (revised 5/1/03, 3/22/03), (added 1/14/03)
· Commercial Dead Bird Handling and Pickup
END SOP Manual - ii -Table of Contents
• Commercial Mortality Surveillance – Small Commercial Flock Swab Submissions, TR-135 (added 7/16/03)
XI. EPIDEMIOLOGY
· Epidemiological Terms and Definitions, TR-159 (revised 6/7/03), [HAS REPLACED Epidemiological Terms and Definitions (revised 5/6/03, 4/8/03), TR-111 (revised 5/14/03) and Designating a Commercial Premises as Infected (added 01/16/03)]
XII. DIAGNOSTICS
XIII. QUARANTINE
· Quarantine Appeals
· Entering Quarantine Zone to Obtain Veterinary Care, TRP-230 (added 8/20/03)
XIV. REGULATORY ENFORCEMENT & QUARANTINE
· Tracking Warrants, TR-227 (revised 7/30/03), TR-122 (added 6/12/03)
· Roles and Responsibilities of California Highway Patrol in Vehicle Enforcement Program (added 4/16/03)
· Roles and Responsibilities of CDFA/USDA and the END Task Force in the Vehicle Enforcement Program (added 4/16/03)
· Commercial Conveyance Inspection Equipment (added 4/16/03)
· Identifying Commercial Conveyances for Inspection (added 4/16/03)
· Inspection of Commercial Conveyances at the Castaic Inspection Facility (added 4/16/03)
· Reporting Commercial Conveyances not in Compliance with the Quarantine, TR-173 (revised 7/9/03), (added 4/16/03)
· Decontamination of Commercial Conveyances (added 4/16/03)
· Decontamination Sites (added 4/16/03)
· Disposal Sites (added 4/16/03)
· Instructions for Completing Appraisal and Indemnity Claim Form
· Voluntary Depopulation of Birds
XVII. EUTHANASIA Euthanasia of Backyard Premises, TR-160 (revised 7/16/03, 4/9/03, 3/29/03), (added 3/25/03)
· Criteria for Voluntary Depopulations, TRP-183 (added 8/18/03)
· Euthanasia of Commercial Premises
· Compressed Gas (CO2) Cylinder Storage and Handling
XVIII. DISPOSAL
· Movement and/or Disposal of Manure in a Quarantine Zone
XIX. CLEANING AND DISINFECTION
· Cleaning and Disinfection of Backyard Poultry Operations, TR-120 (added 6/9/03)
· Backyard C & D Equipment List, TR-124 (revised 6/5/03, 5/27/03)
· Pre & Post C & D of Commercial Premises, TR-110 (added 5/20/03)
XX. NONCOMMERCIAL MOVEMENT AND PERMITTING
· Policy on the Movement of Pet Birds from USDA Approved Quarantine Facilities (added 5/9/03)
· Policy on the Movement of Commercial Pet Birds, TRP-147 (revised 7/16/03), (added 5/9/03)
· Policy on Intrastate Movement of Commercial Pet Birds, TRP-233 (revised 8/22/03), TRP-147 (revised 7/16/03), (added 5/9/03)
· Policy on Intrastate Movement of Noncommercial Pet Birds, TRP-234 (revised 8/22/03), TRP-151 (revised 7/14/03), (added 5/3/03)
· Policy on Birds Shipped through Post Offices (added 3/10/03)
· Policy on the Movement of Noncommercial Pet Birds (Owned 90 Days or Fewer), TRP-152 (revised 7/16/03), (added 5/3/03)
· Policy on the Movement of Noncommercial Pet Birds (Owned 90 Days or More), TRP-151 (revised 7/14/03), (added 5/3/03)
· Issuing Permits
XXI. INDEMNITY
• Policy on Indemnity Payments to Commercial Poultry Producers (added 2/23/03)
XXII. SENTINEL BIRDS
• Sentinel Bird Program
XXIII. AREA QUARANTINE RELEASE
· Surveillance Standards for Release of the Federal Area Quarantine for END in the Surveillance Zone in Southern California in 2003, TR-190 (revised 7/24/03), TR-127 (added 6/4/03)
· Surveillance Standards for Release of the Federal Area Quarantine for END in the Infected Area in Southern California in 2003, TR-131 (revised 6/26/03), TR-127 (added 6/4/03)
END SOP Manual - iv -Table of Contents
XXIV. COMMERCIAL POULTRY PLANNING
· Protocols for Commercial Planning Liaisons, TR-203 (added 10/27/03)
· Protocol for Quarantined Commercial Premises, TR-205 (added 10/27/03)
· Commercial Infected Premises Post Cleaning and Disinfection Environmental Sample Collection and Laboratory Submission, TR-225 (revised 7/28/03), (added 7/16/03)
· Policy on Permitting Commercial Poultry in Quarantine Zone, TR-221 (added 8/25/03)
· Protocol for Permitting Commercial Poultry Movements, TR-222 (added 8/25/03)
· Policy on Movement of Manure from Premises Not Known to be Infected to Areas Outside of the Quarantine Zone, TRP-150 (revised 7/16/03) (added 4/11/03)
· Protocol for Permitting Manure and Compost Movements from Commercial Premises, TR-223 (added 10/30/03)
· Policy on Movement of Composted Manure and Litter from Infected Premises to Areas Outside of the Quarantine Zone, TRP-148 (revised 7/16/03), (added 4/101/03)
· Policy on Movement of Manure or Litter from Infected Premises Inside of the Quarantine Zone, (added 4/10/03)
· Policy on Movement of Manure or Litter from Premises Not Known to be Infected to Areas Within the Quarantine Zone (added 4/10/03)
· Policy on Movement of Conveyances and Equipment From Quarantine Areas, (added 3/10/03)
· Policy on Movement of Ratites from State Quarantine Zone to Approved Slaughter Facilities Inside of the Quarantine Zone, TRP 142 (revised 6/12/03), (added 5/23/03)
· Policy on Movement of Ratites from State Quarantine Zone to Approved Slaughter Facilities Outside of the Quarantine Zone, TRP-121 (added 5/23/030
· Policy on the Movement of Table Eggs, TRP-163 (added 8/22/03)
· Movement of Hatching Eggs, TRP-164 (added 8/25/03)
· Commercial Poultry Movements, TR-219 (added 8/25/03)
· Protocol for On-Site Commercial Biosecurity Visits, TR-202 (added 10/30/03)
· Implementing Biosecurity on Commercial Poultry Premises, TR-213 (added 8/25/03)
· Protocol for Biosecurity Audits and Reports, TR-208 (added 10/30/03)
· Protocol for Commercial Egg Processing Plant Biosecurity Audits, TR-220 (added 10/30/03)
· Repopulation of Commercial Poultry Facilities, TR-231 (revised 10/30/03), TR-216 (revised 7/28/03), TR-139 (added 7/16/03)
· Implementation of Commercial Premises Repopulation, TR-217 (added 9/02/03)
XXV. COMPLIANCE AGREEMENTS
· Compliance Agreement for Expedited Indemnity Payments (added 2/23/03)
· Commercial Egg Processing Compliance Agreement, TR-91 (added 6/23/03)
· Voluntary Monitoring (Squab) Compliance Agreement (added 6/24/03)
· Commercial Egg Producer Compliance Agreement with Addendum (added 7/1/03)
· Newly Hatched and Immature Poultry (Feed Stores) Compliance Agreement TRC-232 (revised 8/22/03), (revised 7/1/03)
· Custom Slaughter Plant Compliance Agreement (added 7/2/03)
· Ratite Processing Facility Located Inside of the Quarantine Area Compliance Agreement, TRC-134, (added 6/20/03)
END SOP Manual - v -Table of Contents
• Commercial Ratite Premises Compliance Agreement for Movement to Slaughter TRC-140,
(added 7/7/03)
· Ratite Slaughter Facility Located Outside of the Quarantine Area Compliance Agreement TRC-141, (added 7/7/03)
· Ratite Slaughter Facility Located Inside of the Quarantine Area Compliance Agreement, TRC-162, (added 7/7/03)
· Authorization Agreement for the Sale & Movement of Pet Birds Within the Quarantine Zone for TX &NM (Except El Paso County), TRC-97 (added 7/8/03)
· Authorization Agreement for the Sale and Movement of Pet Birds Within El Paso County, Texas, TRC-98 (added 7/8/03)
· Commercial Poultry Compliance Agreement (Texas & New Mexico), TRC-99 (added 7/8/03)
· Live Poultry Sales Intended for Consumption, TRC-153 (added 7/16/03)
· Commercial Poultry (Meat Bird) Compliance Agreement (with Addendum), TRC-92 (added 7/22/03)
· Racing Pigeon Owner Compliance Agreement for Racing or Training Pigeons, TRC-166 (added 7/30/03)
· Pigeon Transporter Compliance Agreement, TRC-191 (added 7/30/03)
END SOP Manual - vi -Table of Contents
I. GENERAL POLICIES & PROTOCOLS
Protocol for Vehicle Use
TR-192 (Added 7/26/03)
Task Force personnel who are provided Task Force vehicles are solely responsible for the safe operation of their vehicles. They are also solely responsible for the condition of their vehicles. Task Force personnel will exercise the utmost care and vigilance while vehicles are under their responsibility.
1. Only Task Force personnel with a valid driver’s license will be issued vehicles.
2. All Task Force personnel who operate Task Force vehicles are required to take, or have recently taken, the government defensive driving course.
3. Ground Support personnel will thoroughly inspect the interior and exterior of all Task Force vehicles both before their issuance and at the time of return.
4. When operating vehicles, personnel should ensure that they have their driver’s license on their person. They should also ensure the their vehicle’s registration is in the vehicle.
5. Task Force vehicles will only be used for government business and for basic personnel (or personal) needs (driving to and from hotels, meals, grocery store, etc.). Vehicles will not be used for personal recreation.
6. Task Force personnel will not consume alcohol, carry alcohol, or smoke.
7. Cell phones should not be used by drivers of Task Force vehicles while the vehicles is in motions.
8. Task Force personnel will obey all traffic laws, including speed limits. Speeding and other unsafe use of Task Force vehicles will not be tolerated.
9. Task Force personnel should avoid damaging vehicles in any way. Damage to vehicles and/or accidents (no matter how minor) will be immediately reported to Ground Support. Task Force personnel should also report accidents to their supervisors and to the Task Force Safety Officer (see SOP entitled “Reporting accidents and Injuries”).
10. To report damage to vehicles that is not the result of an accident, Federal employees should obtain AD Form 91, “Report of Unserviceable, Lost, Stolen, Damaged, or Destroyed Property” from the Finance Unit.
11. Task Force personnel may be held personally responsible for damage to their vehicles.
12. Disciplinary action may be initiated against personnel who violate this protocol.
Protocol for Reporting Accidents and Injuries
TR-193 (Added 7/26/03)
Personal Injuries and Accidents
1 Task Force personnel should immediately report all accidents or injuries to their supervisors and to the Task Force Safety Officer.
2 If necessary, Task Force personnel should seek medical assistance for accidents or injuries. A current list of area medical facilities is available in the Task Force orientation packet. The list is also available on information tables around the Incident Command Post.
3 In case of serious injury, Task Force personnel should be accompanied to the hospital by another member of the Task Force.
4 Supervisors will immediately initiate an investigation of the accident or injury and develop recommendations for remediation. Supervisors should consult with the Incident Commanders as appropriate.
5 For personal injuries, permanent Task Force personnel can obtain Worker’s Compensation Forms from the Finance Unit. Temporary employees should see their employment agency representative for Worker’s Compensation Forms.
Vehicle Accidents
1 Task Force personnel who have a vehicle accident should follow all of the above procedures.
2 Personnel should call the California Highway Patrol (CHP) when any vehicle accident occurs on any road.
3 Should Task Force personnel hit a parked vehicle, they should contact the owner of that vehicle and exchange information. If possible, they should take pictures of the accident. For accidents involving parked vehicles, it is not necessary to call the CHP.
4 Federal personnel should obtain Standard Form 91, “Motor Vehicle Accident Report,” from the Finance Unit or Ground Support.
5 State personnel should obtain STD 270, “Vehicle Accident Report,” from the Finance Unit or Ground Support.
6 Vehicle accidents caused by recklessness or negligence will not be tolerated. Task Force personnel may be held personally responsible for damage to their vehicles.
FOR ANY SERIOUS ACCIDENT OR EMERGENCY CALL 911
Policy on the Definition of Exhibition
(Added 3/10/03)
Exotic Newcastle disease (END) is a highly contagious, viral disease of birds that is often fatal. END may cause respiratory, digestive, and nervous signs. Some pet bird species show few clinical signs but shed the virus and can spread the disease to other susceptible birds. There is no treatment for the disease and vaccination is of limited value.
Southern California, Arizona, and Nevada are currently experiencing an outbreak of END. Disease eradication efforts include surveillance for affected birds and depopulation of all birds on premises either confirmed positive for END or in dangerous contact with positive birds. The following is the Task Force’s definition of a bird or poultry exhibition:
An exhibition is an assembly of birds (including but not limited to poultry) brought to the assembly location for purposes that include public display for any duration. For example, exhibitions include, but are not limited to, auctions, shows, swap meets, pet marts, fair exhibits, pigeon races, cock fights, pet stores, and petting zoos. Public zoos are not included in this definition.
/s/ /s/
Annette Whiteford Jack Shere CDFA Incident Commander USDA Incident Commander
For Immediate Release: Wednesday, March 19, 2003 Release Number: CDFA03-019
POULTRY EXHIBIT BAN NOW STATEWIDE
GARDEN GROVE - The Exotic Newcastle Disease Task Force has announced that a California state quarantine banning public exhibits of all poultry species has been expanded to the entire state of California. The action will result in a ban on sales of all poultry at swap meets, bird marts, feed stores, and other activity in which groups of birds are publicly displayed.
California State Veterinarian Dr. Richard Breitmeyer says the action is required to minimize the danger of exposing non-infected birds to the disease. Exposure can make other birds victims or carriers of the virus. This restriction includes the following poultry species: chickens, turkeys, ducks, geese, partridges, pheasants, quail, guinea fowl, pea fowl, doves, pigeons, grouse, swans and ratites.
Until now, public exhibits of birds were banned only inside the existing quarantine zone in Southern California. Most fairs and exhibitions in the state have already agreed to stop bird exhibitions to help minimize the risk of spreading the virus.
The Exotic Newcastle Disease virus can spread to any susceptible bird. Poultry that are infected usually die quickly. The disease is transmitted when the virus is shed from an infected bird or another bird exposed to the virus. Birds can be exposed to the virus by direct contact with other exposed birds, by contaminated bedding, by humans who have been exposed to the virus, or by vehicles that have driven on a contaminated property.
The best defense against the disease includes minimizing the movement of birds, quarantining properties where birds have been infected, euthanizing all birds exposed, and sanitizing the infection site. The virus has been found to remain active in moist soil for many days.
Exotic Newcastle Disease poses no risk to human health. Poultry and egg products are safe to consume.
If you have questions or suspect your birds may have the disease, call the END hotline immediately at 1-800-491-1899. For more information about Exotic Newcastle Disease visit the California Department of Food and Agriculture web site at www.cdfa.ca.gov or www.aphis.usda.gov.
For more information: Larry Cooper
(714) 372-7738
TR-167, (Revised 7/9/03) (Added 3/26/03)
Providing the public with accurate and consistent information about END and efforts by State and Federal agencies to eradicate the disease through the news media is essential to the success of the Task Force.
It is the policy of the END Task Force that the media desk in the Joint Information Center serve as the contact point for all media inquiries regarding the disease and Task Force activities. Such inquiries should be directed to 916-654-0462. If necessary, public information staff assigned to the Southern California Incident Command Post will be dispatched to the field to liaison with media who arrive at a site where Task Force members are conducting surveillance, depopulation, cleaning and disinfection or other operations.
/s/ /s/
Annette Whiteford Jack Shere CDFA Incident Commander USDA Incident Commander
END SOP Manual -6 -I – General Policies & Protocols
Policy Regarding Information Sharing and Confidentiality
(Added 5/9/03)
Personnel must understand that information regarding any aspect of the END operation could carry political, legal, and social implications. Task Force operations are in the national and world spotlight. Special interest groups and media are focused on the operation, and it is vital that sensitive information remain confidential.
Cooperating Federal, State, and local authorities need appropriate access to END-related materials; however, those parties must manage sensitive information prudently. The attached confidentiality agreement must be signed by any party the Task Force determines needs access to confidential information.
/s/ /s/
Annette Whiteford Jack Shere CDFA Incident Commander USDA Incident Commander
END SOP Manual -8 -I – General Policies & Protocols
AGREEMENT FOR THE SHARING OF
CONFIDENTIAL INFORMATION BETWEEN
and ____________________________________
(Added to SOP on 5/9/03)
1. General Purpose of Agreement.
The Task Force, as authorized by the United States Secretary of Agriculture and in cooperation with the California Department of Food and Agriculture, the Governor’s Office of Emergency Services, and several other Federal and State agencies, is working to eradicate an outbreak of Exotic Newcastle Disease (END), a fatal disease that affects most species of birds, in several counties located in Southern California. The Task Force is conducting its activities in these counties pursuant to its State and Federal quarantine authority to act to protect animals from illness.
In order to effectively carry out this eradication effort, the Task Force must share confidential information with the Federal government, State agencies and local government, including special districts. Accordingly, the Task Force agrees, pursuant to the terms and conditions of this agreement, to share confidential information with these entities as required to eradicate END in California.
2. Use of Information.
The Task Force is releasing information to the recipient solely for the purpose of enabling the Task Force and the recipient to coordinate their efforts to eradicate END. The Task Force’s release of information to recipient is not intended as a waiver of any exemption to public disclosure under State and Federal law. The recipient shall not use any confidential information received from the Task Force for any purpose, including enforcement action, criminal prosecution or civil action, without the prior written consent of the Task Force or upon compulsory legal process. Confidential information is defined to include all documents expressly marked or otherwise expressly identified by the Task Force as being confidential, and any information contained in such documents.
3. Confidentiality.
Recipient shall maintain any information received confidentially. Accordingly, recipient may only share information internally with those individuals who are involved in the END eradication effort. Recipient shall not release any information to the general public, without the express written consent of the Task Force.
If recipient receives a subpoena, court order or other compulsory request for information received pursuant to this agreement, it shall immediately inform the Task Force of the receipt of the notice to obtain the information, and initially undertake appropriate legal measures to resist disclosure, so as to allow and preserve the Task Force's opportunity to intervene and object to the disclosure, unless immediate disclosure is requested with no right of judicial or administrative review.
CDFA Incident Commander Date Title
USDA Incident Commander Date Title
Page 2 of Confidentiality Agreement between Task Force and ____________________
Policy Regarding Confidentiality and Document Disposal
(Added 5/12/03)
Personnel must understand that information regarding any aspect of the END operation could carry political, legal, and social implications. Task Force operations are in the national and world spotlight. Special interest groups and media are focused on the operation, and it is vital that sensitive information remain confidential.
In order to prevent the possible dissemination of sensitive information, including documents containing personal and personnel information, personnel must clear their desks each evening. Safely file all papers that you need.
Shred all documents you wish to dispose of, or place them in one of the large, locked recycling bins located throughout some of the incident sites. Do not dispose of any Task Force-related documents that may contain any sensitive information in your regular garbage. If you have questions about what documents are considered sensitive, ask you supervisor.
/s/ /s/
Annette Whiteford Jack Shere CDFA Incident Commander USDA Incident Commander
Policy on Work/Rest Periods
TRP-113 (Added 6/13/03) (Approved by Incident Command)
To maintain a safe and productive work environment for all employees, incident management personnel must appropriately manage work and rest periods, assignment duration and length of shifts.
Indicators of the need for a day off include long shifts, but equally important is the actual observation of the physical and mental condition of the employee. It is a critical responsibility of every manager and supervisor to ensure that employees are given the proper amount of time off for rest.
For employees assigned on a continuous rotational basis (21 days), a minimum of one unpaid day off is mandatory midway through the TDY assignment.
If an employee is assigned for 30 days or more, a minimum of two unpaid days shall be taken each 30-day period.
Locally hired temporary employees assigned to the Task Force long term are required to take one
Supervisors have the discretionary authority to require an individual to take more unpaid days off if needed or to order work to be done on the individual’s scheduled day off if the workload warrants it.
These are minimum guidelines that can be adjusted with the approval of the Incident Commander.
END SOP Manual - 12 -I – General Policies & Protocols
Policy on Overtime
(Added 5/14/03)
Supervisors will minimize the amount of overtime used by clerical staff they supervise. To ensure full office coverage, use shifts that include Saturdays as part of a 40-hour tour, and eliminate non-critical work on weekends.
Supervisors will ensure that other office staff limit workdays to 12 hours.
Under most circumstances and with advance notice, supervisors shall approve overtime in excess of 4 hours per day during the week and 12 hours per weekend day for field personnel performing such mission-critical work as conducting surveillance or diagnostic work and depopulating premises.
/s/ /s/
Annette Whiteford Jack Shere CDFA Incident Commander USDA Incident Commander
Protocol for Accessing the SOP Manual on the Network Shared Drive
The SOP manual has been converted into a .PDF file in order to make it easier to access and navigate. Users can view the new manual with Adobe Acrobat. Bookmarks for each protocol have been added; these bookmarks will take readers to each protocol that they wish to read without their having to search through the entire document. The .PDF manual has been placed on the shared network. The new .PDF version is read only (users can read on screen and print). If Task Force personnel want to make additions or revisions to the SOPS, they should continue to follow the protocol (found in the manual) for revising the SOPs. If users have any difficulties accessing or using the manual, they should contact the Situation Unit Leader in Incident Command.
Procedures for Accessing the SOP Manual
1 Open your Adobe Acrobat Reader.
2 Click File, Open.
3 Select the shared network drive (S drive for most users).
4 Open the folder entitled “Manuals.”
5 Open the folder entitled “END SOP Manual.”
6 Double click on the .PDF file entitled “END SOP Manual NEW.”
7 The END SOP Manual should now be open. NOTE: ONLY OPEN THE SOP MANUAL IN ADOBE ACROBAT (DO NOT USE WORD).
Procedures for Navigating the Manual
1 To navigate the manual, you can scroll through as usual. However, convenient bookmarks have been added to take you to every protocol.
2 You will see gray tabs on the left side of the screen. Click on the tab called “Bookmarks.” Alternatively, hit the F5 key on your keyboard.
3 By clicking on any of the titles that appear in the bookmarks section, you will go directly to that title. For example, clicking on Table of Contents will take you directly to the table of contents.
4 You can scroll through the bookmarks to find any SOP.
5 You can expand or collapse the bookmarks as needed.
END SOP Manual -13 -I – General Policies & Protocols
Changing the Standard Operating Procedures (SOPs)
TR-165 (Revised 7/9/03)
Procedures for Requesting Changes to the SOPs:
1 Task Force personnel requesting additions, deletions, or revisions to the SOPs must receive approval from their supervisor prior to submitting requests to the Deputy Incident Commander. (Note: when the END incident covered multiple Incident Command Posts, Area Command oversaw the SOP Manual).
2 Personnel requesting changes will prepare an electronic document for submission. If you are adding or deleting Protocols or Procedures to the SOPs, your document should indicate the Section, Protocol, and Procedure under consideration. If you are revising a section(s) of the SOPs, you should create your document using the “Track Changes” option in the “Tools” menu in MS Word.
3 Personnel requesting changes must fill out a copy of the “SOP Change Request Form.” A copy of this form can be found at the end of this Protocol or on the CDFA-Newcastle Shared Drive under “Manuals”. Copies may also be obtained from the IC Support Staff.
4 Once you have filled out the “SOP Change Request Form,” give the form and an electronic copy of the changes you are requesting to the Deputy IC. The Deputy IC will process and forward your request for review and approval.
5 The Incident Commanders and their designees have the authority to approve or deny requests for changes to the SOPs (Note: when the END incident covered multiple Incident Command Posts, the Area Commanders approved all requests for changes to the SOP). Prior to approving a request, the Incident Commanders or their designees may require additional information or determine that a requested change requires modification. In such instances, the Requester may be contacted to provide additional information or to amend the document(s) that he or she submitted for approval. If a requested change is denied, the Requester will be notified that his or her request was not approved.
6 If a request is approved, the SOPs will be updated and a copy of the new or revised section will be posted on the CDFA-Newcastle Shared Drive under “Manuals”, in the “Recent Changes to END SOP Manual” folder.
Procedures for Making Changes to the SOPs:
1 The IC Support Staff is responsible for tracking requests for changes to the SOPs and updating the SOPs.
2 When the IC Support Staff receives a completed request form and an electronic copy of the changes requested by a member of the Task Force, he or she will log and track the status of the request on the “SOP Change Request Tracking Form.” After he or she logs the request on the tracking form, the IC Support Staff will submit the request form, a hard copy of the requested changes, and a copy of the current section(s) under consideration to the Deputy
END SOP Manual -14 -I - General Policies & Protocols
Incident Commander for review. The Deputy Incident Commander will then forward the documents to the Incident Commander for approval.
1 If a requested change is denied by the Incident Commanders or their designee, the IC Support Staff will log the request as declined on the “SOP Change Request Tracking Form” and notify the Requester that the changes were not approved.
2 If the Incident Commanders or their designee approves a request, the IC Support Staff is responsible for updating the SOPs to incorporate the approved changes. The SOPs are accessible to Task Force personnel as a “read only” document on the CDFA-Newcastle Shared Drive under “Manuals”. The complete SOPs can be found in the folder entitled, “END SOP Manual”. Only the IC Support Staff and other authorized personnel will receive instructions on how to obtain write-access to the SOPs.
3 Once the IC Support Staff has incorporated the approved changes into the SOPs, he or she will format and proofread the revised section(s) and make any necessary typesetting or editorial corrections. After the section(s) is proofread and correctly formatted, the IC Support Staff will create a copy of the revised section(s) in the “Recent Changes to END SOP Manual” folder. This document must be labeled with the heading of the revised section and the date that the section was revised. If more than one section is revised in a given request, separate files should be created for each of those documents. The IC Support Staff will then protect and save the complete SOPs and the section(s) located in the “Recent Changes to END SOP Manual” folder.
4 The Deputy IC is responsible for sending an e-mail to all section chiefs to notify them that the SOPs have been updated. The revised section(s) should be sent as an attachment to this e-mail message.
5 The IC Support Staff will delete documents in the “Recent Changes to END SOP Manual” folder after two months.
END SOP Manual -15 - I - General Policies & Protocols
Date: Name: Position:Incident: Phone #: E-mail:
__________________________________ FORMTEXT FORMTEXT FORMTEXT
Change Requested:
Section Heading where changes occur: FORMTEXT
Protocol Heading where changes occur: FORMTEXT
Procedure Heading where changes occur: FORMTEXT
Page Number: FORMTEXT
Ordering New Personnel
TR-187 (Revised 7/23/03)
The Task Force’s purpose is to efficiently and cost-effectively manage the Exotic Newcastle Disease control activities within the framework of pertinent laws, agency policies, and direction. A daily priority is to evaluate organizational staffing levels in each function and adjust as appropriate to return staff to reduce the impacts to participating agencies and minimize unnecessary expense. To ensure that only the personnel required to meet our primary mission are employed, we are instituting the following protocol.
Incidents:
Replacement Personnel: Requests to order personnel to replace existing positions will require the approval of the Section Chief and Deputy Incident Commander.
New Positions: Requests to order additional personnel will require the approval of the Incident Commanders.
Incident Management Teams: Requests to order a replacement or new team will require the approval of the Incident Commanders.
Ordering offices must have written documentation of compliance with this protocol before requests are forwarded to Expanded Dispatch.
END SOP Manual -17 - I -General Policies & Protocols
Protocol for Ordering Supplies
TR-75 (Added 5/23/03) TR-157 (Revised 6/13/03) TR-185 (Revised 7/23/03) (Approved by Incident Command)
The following guidelines are established for purchasing supplies and establishing approval authority within the END Task Force.
Effective immediately, purchasing authority will be delegated based on the amount of the purchase. The following guidelines will be established for single purchase limits:
· Approval by Incident Commander: greater than $5,000.00
· Approval by Section Chiefs: under $5,000.00
There is no approval authority below the Section Chiefs.
The following process will be adhered to when placing an order:
· An ICS Form 213 will be completed documenting the item requested and its justification. If it is a special request item, provide as much information as possible (i.e., projected use and any specification required). If the item is vendor specific, provide justification why another vendor is not sufficient.
· Route the request thru the Section Chief for approval signature as outlined above.
· Once approved, the request will be delivered to the ordering section. The ordering section will validate the request and research vendor information. Once a vendor is established, an S-number will be assigned for tracking purposes.
· THE ORDERING SECTION CANNOT MAKE ANY COMMITMENT OF FUNDS. The ordering section will deliver the request to finance personnel.
· Procurement personnel will validate the request and ensure all procurement guidelines are met. If a Purchase Order (PO) is in place, the procurement personnel will review the PO for available funds and determine if the item is covered under the PO.
· The finance section (ordering personnel) will also coordinate with the Veterinary Services Warehouse in Kansas City to determine availability of each item requested prior to using a specific vendor. See below for procedures for ordering from the Veterinary Services Warehouse. Procurement files will be documented when alternate vendors are used.
· Once a purchase is made, the ICS Form 213 is returned to the ordering section with a projected delivery date.
· Once the item is received by Receiving and Distribution, it is inspected for compliance to specifications and checked for damage. The item is delivered to the appropriate individual and the invoice is signed and forwarded to the Finance Department for reconciliation.
· The Finance Chief will be the designated Accountable Property Officer and maintain an inventory of any item greater than $2,500.00.
Coordination and communication with all areas concerned is important to prevent disruption in services to any one area. The Logistics Chief must work closely with the Finance Chief to insure this process works smoothly and within the guidelines set forth by USDA/CDFA regulations.
Ordering from the Veterinary Services Warehouse in Kansas City
This protocol establishes the mandatory use of the Veterinary Services Warehouse in Kansas City to order routine supplies for use at the END Task Force. All excess field supplies and additional items that have been ordered have been sent to the warehouse.
To place an order at the warehouse, complete the END Supply Order Form (see attached). That form is a list of all supplies that are available from the warehouse. To complete the form, indicate a quantity of the supply you require in the “Quantity Ordered” column. Fax your completed form to (816) 823-4360.
Warehouse points of contact are:
· Rick Paterson, Property Administrator: (816)926-1629;
· Melody Allison, Supply Technician: (816)926-5163;
· Craig King, Purchasing Agent: (816)926-1365
The warehouse is located at the following address: 1510 East Bannister Road Building 1 Kansas City, MO 64131
Protocol for Reporting Dead Birds
(Revised May 8, 2003) TR-108, (Approved by Incident Command)
Locating and testing dead birds is important for END surveillance and control. Follow these procedures to ensure dead birds are reported to the correct officials.
In order to follow up on dead bird calls, the Task Force needs GPS coordinates for each dead bird you find. Be sure to record those coordinates and inform the personnel who take your call. If you do not have a GPS unit, record the address of the dead bird.
If a member of the public informs you of a dead bird, please record the address, and determine how long the bird has been dead. If the bird has been dead less than 24 hours, ask the caller to bag and refrigerate the dead bird until the appropriate officials can come and claim the bird. If the bird has been dead for more than 24 hours, ask the caller to bag the bird and place it in the trash.
Call the California Department of Food and Agriculture Exotic Newcastle Disease hotline at 1-800-491-1899 for all dead:
· Poultry –chickens, ducks, geese, turkeys, grouse, partridges, pheasants, quail, Guinea fowl, pea fowl, doves, pigeons, and swans.
· Ratites – such as ostriches, emus and rheas.
Call the California Department of Food and Agriculture Exotic Newcastle Disease hotline at 1-800-491-1899 or the Department of Health Services West Nile Hotline at 1-877-9682473 for all dead:
• Raptors – For hawks, eagles, owls and falcons.
Call the Department of Health Services West Nile Hotline at 1-877-968-2473 for all dead:
• Wild Birds – For crows, ravens, jays, magpies, hawks, sparrows, finches and blackbirds.
For a large die-off of wild birds, call the California Department of Fish and Game at 916445-0411.
Emergency Management Response System (EMRS)
TR-175
The Emergency Management Response System (EMRS) will be used to manage the END outbreak. EMRS modules include detailed investigation tracking, general task tracking, and administrative functions. These modules are linked together with lookup and help modules.
Task force personnel must request access to the EMRS.
1) If you are a current USDA:APHIS employee, you must first set up an Internet Password in Lotus Notes. Once you have set up an Internet Password, you will be able to access EMRS. Contact the “IT” department should you have any questions or concerns.
2) If you are not a current USDA:APHIS employee you will need to complete an EMRS registration form at the following web site: web01.aphis.usda.gov/reg.nsf. If you do not receive a user ID and password via EMAIL, within a reasonable amount of time, please contact the EMRS Registration Approvers@aphis.usda.gov.
3) Launch Internet Explorer Browser:
· Click on the “E” icon on the desktop or on the tool bar. The EMRS Login Page will be displayed.
· Under the title “Field Server”, click on “CA END-Garden Groveemrsfs11.
· The Server Login page will be displayed; type in your Username and Password and click on “Login” or press Enter.
· “Welcome Registered Users of the USDA Emergency Management Response System” page will be displayed. From this point you may access Administration, Search, Investigations, etc.
Protocol for Shutting Down An Incident Command Post (ICP)
TR-57 (Added 5/16/03) TR-155 (Revised 6/13/03) TR-188 (Revised 7/23/03) (Approved by Incident Command)
Procedure for Shutting Down an Incident:
1 Incident Commanders: Will be responsible for the overall shutdown of the ICP. Incident Commanders will ensure that each Section Chief coordinates with their respective areas to determine needs and time frame to complete the shutdown
2 Operations/Planning Chiefs: Determines the number of personnel required to ensure all objectives can be met in the time frame specified by the Incident Commander. Works closely with the Logistics Chief to determine other resources required (that is, movement of files, breakdown of furniture, trucks to haul material, etc.). Ensures all files pertaining to incident are placed in boxes for archive and an inventory of each box is generated. Works with Logistics Chief and Finance Chief to ensure all equipment transfers have an AD-107 (transfer of accountable equipment) completed and on file with the Logistics Chief. Determines the number of personnel required to maintain surveillance and identifies resources these personnel will need to complete their assignments. Ensures orders for personnel that are no longer needed are cancelled through the appropriate dispatch office.
3 Logistics Chief: Coordinates with the Section Chiefs on all aspects of the shutdown. Determines what resources are required to complete shutdown. Coordinates with the Logistics Chiefs at ICPs still in operation to determine the need for transferring resources. Ensures that all archived files have been inventoried and shipped to the Incident Commanders. The following items need to be coordinated with the Financial Chief:
Contact the Realty Specialist to negotiate the termination or reduction of space based on the lease terms and conditions. Work with the building manager to secure the building and cancel all utilities associated with the building. Do a thorough exit tour with the building manager noting any damage to the building for which the Task Force would be liable.
Ensure all rental cars are returned to Enterprise Car Rental and all accident reports, if any, have been properly completed and forwarded to Minneapolis.
Inventory all equipment and arrange shipment to a warehouse designated by APHIS for storage or to an ICP still in operation.
Coordinates with IT to determine disposition of all computer equipment. Determines if transferring to other ICPs still in operation or other government agencies is feasible or whether to donate to another organization.
Develop final action report for review by the Incident Commanders, forward to the Incident Commanders outlining the disposition of all accountable material.
4. Financial Chief: Reviews all Purchase Orders (POs) and Contracts to determine what outstanding invoices need to be paid by NFC or other appropriate agency. Makes sure all POs and Contracts are cancelled once payment is complete. Ensures all Visa, general services, and gas card purchases have been reconciled by the personnel making the purchases and returned to Finance or other appropriate department (Departmental Services). Submits a final budget report to the Incident Commanders outlining all obligations and actual expenditures. Works closely with the Logistics Chief as outlined above. Coordinates with all other Section chiefs regarding any funds to be obligated before shutdown. Completes all necessary SF-52’s or SO-8’s to terminate permanent/temporary hires on board and ensure their time sheets are accurate for final payment (for CDFA personnel final payment must be provided within 72 hours). Reviews all temp hires to determine if there are any existing pay issues which need to be resolved. Coordinates with CDFA Financial Chief to determine any outstanding costs associated with cooperative agreements and any other related financial issues. Places all files in boxes to be archived and inventories the contents of each box. Informs Minneapolis contracting office of the intended shutdown. Ensures all departing personnel submit their travel vouchers promptly so that all money is captured on the final budget report.
Procedures for Downsizing IT Equipment
1. All IT equipment (including computers, printers, fax machines, etc.) that becomes excess because of an ICP closure will be disseminated in the following ways:
· Equipment needed at open ICPs will be deployed to those locations;
· Equipment needed to fulfill State and Federal cooperative agreements will be provided to appropriate agencies by completing an AD Form 107, “Report of Transfer or Other Disposition or Construction of Property”;
· All other IT equipment will be sent to USDA’s Western Region Emergency IT Coordinator in Fort Collins for safe storage. The Emergency IT Coordinator will store an appropriate amount of equipment for future emergencies based on storage capacity and technology shelf-life;
· Equipment not maintained for future emergencies will be distributed to the APHIS work force through a steering committee that will be formed at the Western Regional Office in Fort Collins.
1 Excess IT equipment will be packaged in its original shipping container when possible. The equipment should be packaged by IT specialists to ensure that it is protected during shipping. If there are no IT specialists available, the Emergency IT Coordinator will dispatch one as needed. If a site only has a few pieces of equipment and has available personnel to package and ship the equipment, an IT specialist will not be dispatched.
2 Each ICP has an IT equipment inventory that is maintained by the site’s IT coordinator and the Emergency IT Coordinator. All equipment moved between sites must be documented using an AD Form 107, so that each affected inventory may be modified.
Procedures for Downsizing IT Personnel
1. The Emergency IT Coordinator schedules IT support personnel for each ICP. The Task Force currently uses Federal, State, and contract personnel for IT support. Larger ICPs have a lead IT Coordinator position that is staffed by a USDA IT specialist on a three week rotational. IT support for each ICP will decrease as each site down-sizes. For sites with more than one assigned IT support person, staffing will be cut in the following order as sites down-size:
· State and Federal temporary employees;
· Contract employees;
· Federal (USDA) employees.
2. If possible, at least one IT specialist should be on site to oversee the packaging and shipping of IT equipment when an ICP closes.
II. FINANCE
TR-143 (Added 7/29/03)
1 43 POs are paid by completing Form AD-838B. COMPLETE ONE AD-838B FOR EACH INVOICE.
2 When an invoice for a 43 PO arrives, pull the corresponding file from the 43 PO file cabinet. Review the invoice for accuracy. Ensure that the goods/services described in the invoice are covered by purchase order. Then verify in the file that the amount has not previously been paid. Do not work from faxes, photocopies, or statements; use only the original invoice.
3 If the PO has multiple line items, ensure that the appropriate line item is being paid.
4 Access Microsoft Excel. Open the AD-838B for the corresponding purchase order located on the I Drive, under Finance Shared Files.
5 Complete Block 1 with the correct PO number which is located in the appropriate file.
6 Complete Block 2 with the type of shipment, either partial or complete.
· Partial shipments are shipments for which payments have been made and there are still monies available on the PO (the form stapled on the inside of the folder should have the balance on the PO listed).
· Complete shipments are shipments for which payments have been made and there is no further money available on the PO
Make sure there is enough money available on the PO to pay the invoices. If not, the PO must be amended to increase the dollar amount available.
7. Complete Block 3 with the date on which the goods/services were received. Most often, it is the date of the invoice, unless otherwise specified.
8. Complete Block 4 with the date on which the invoice was received. Most often, invoices are stamped with a received date. If not, use the date on which you received the invoice.
9. Complete Block 5 with the invoice number, which is located on the company’s invoice form. If there is no invoice number, enter “NONE”.
10. Complete Block 6 with the name of the company and the vendor code from the PO.
11. Complete Block 7 with the corresponding line item listed on the PO. The original PO should be found in the folder, most often stapled to the back. Multiple line items can be listed.
12. Complete Block 8 with a description of the goods/services.
13. Complete Block 9 with the quantity and the unit of issue. If the unit of issue is different that the PO, covert the quantity received to the unit of issue.
14. Complete Block 10 with the dollar amount to be paid.
15. Blocks 11 through 18 are not applicable (N/A).
16. The spreadsheet will automatically fill in Block 19.
17. Complete Block 20 with any comments or explanations of any receipt discrepancies. Comments and explanations should be brief and descriptive.
18. Block 21 is already completed.
19. Complete Block 22 with your signature.
20. Complete Block 23 with the current date.
21. Make two copies of the AD-838B and of the invoice. One copy will be included in the file; one will be forwarded to the budget team.
22. Forward the original AD-838B and invoice by FEDEX, to the National Finance Center at the following address:
National Finance Center 13800 Old Gentilly Road New Orleans, LA 70129
(504) 255-5370
23. Record the information from the AD-838B on the form stapled to the front of the folder and update the outstanding balance.
24. Place copies in the folder and re-file the folder.
Protocol for Processing 45 Purchase Orders (POs)
TR-144 (Added 7/21/03)
1. 45 POs (blanket POs) are paid by completing Form AD-838D.
2. When an invoice for a 45 PO arrives, pull the corresponding file from the 45 PO file cabinet. Review the invoice for accuracy. Ensure that the goods/services described in the invoice are covered by purchase order. Then verify in the file that the amount has not previously been paid. Do not work from faxes, photocopies, or statements; use only the original invoice.
3. Access Microsoft Excel. Open the AD-838D for the corresponding purchase order located on the network shared drive, under Finance Shared Files.
4. Complete Block 1 with the correct PO number which is located in the appropriate file.
5. Complete Block 2 with the vendor identification number, located on the PO.
6. Complete Block 3 with the date on which the goods/services were received. Most often, it is the date of the invoice, unless otherwise specified.
7. Complete Block 4 with the date on which the invoice was received. Most often, invoices are stamped with a received date. If not, use the date on which you received the invoice.
8. Complete Block 5 with the invoice number, located on the company’s invoice form.
9. Complete Block 6 with the name and address of the company.
10. Block 7 is not applicable (N/A).
11. Complete Block 8 with the corresponding line item number. Multiple line items can be listed.
12. Complete Block 11 with the Budget Object Code, most often located on the actual PO, which is located in the pulled file.
13. Complete Block 13 with the correct accounting classification number.
14. Complete Block 14 with the dollar amount, located on the company’s invoice form.
15. The spreadsheet will automatically fill in Block 15.
16. Complete Block 16 with your signature.
17. Complete Block 17 with the current date.
18. Complete Block 18 with the telephone number of the work location.
19. Make two copies of the AD-838D and of the invoice. One copy will be included in the file; one will be forwarded to the budget team.
20. Forward the original AD-838D and invoice by FEDEX, to the National Finance Center (NFC) at the following address:
National Finance Center 13800 Old Gentilly Road New Orleans, LA 70129
(504) 255-5370
21. Record the information from the AD-838D on the form stapled to the front of the folder and update the outstanding balance.
22. Place copies in the folder, and re-file the folder.
NOTE: You can view more specific instructions with sample pages at the NFC web site at: http://dab.nfc.usda.gov/pubs/docs/prch/prch.pdf
Protocol for Processing Indemnity Claims
TR-176
Procedures for Finance Officer Receiving Indemnity Claim Forms
1 The Finance Unit will receive VS Form 1-23 (Appraisal and Indemnity Claim Form) along with an Appraisal Transfer Form Coversheet from the Appraisal Unit. The Appraisal Transfer Form Coversheet is a form that the Appraisal Unit produces to list all the VS Form 1-23’s that are included in each packet being forwarded to USDA, Finance for payment processing. NOTE: If any Appraisal Forms waiting for Cleaning and Disinfection completion are on your desk for more than two weeks, immediately bring them to the attention of the Appraisal Unit.
2 The Finance Officer responsible for processing indemnity claims should initial and date the Appraisal Transfer Form Coversheet in the sections marked “Received F/A Name” to indicate that VS Form 1-23 was received from the Appraisal Unit.
3 Open EMRS. At the top of the page there will be a search button. Enter the NCA number in the Premise ID box. Click on the search button. A blue search status bar will appear on the bottom, right side of the screen. When the search is complete this box will disappear. EMRS can sometimes be slow; be patient. Scroll down through the entire NCA (premises ID) number summary. If a Cleaning and Disinfection Summary Form is not shown for that NCA number (premises ID) at all, pending, assigned or complete, then you can process that indemnity right away. In the section on the VS Form 1-23 where you would normally put the Cleaning and Disinfection Summary Form completion date put N/A. If a Cleaning and Disinfection Summary Form is shown follow the directions under line 4 of this Procedure Instructions. Any VS Form 1-23 with “0” under the total appraisal amount should be processed as soon as possible. (These claims will never come up in the system for Cleaning and Disinfection. They are therefore processed immediately so that the Premises Summary can be closed. These claims are processed in the same way as other VS Forms 1-23, except that “NA” should be written in Box 2 and Box 5).
4 Once each day, check all the Indemnities pending in your files by accessing EMRS to check whether Cleaning and Disinfection has been completed. When it shows “COMPLETED” and there is a date next to it, transfer that date to Box 5 on the corresponding VS Form 1-23.
5 Check the VS Form 1-23 for the correct information in the following boxes:
Box 2: Enter the correct accounting code (Southern California is 3119773488);
Box 5: Enter the correct amount being transferred for the correct Cleaning and Disinfection date from EMRS;
Box 8: Enter a Social Security Number (if claimant does not have a Social Security Number, enter a number from some other form of official, government-issued identification, such as a driver’s license, state identification card, green card, etc.);
END SOP Manual -33 - II - Finance
Box 15: This box must indicate the correct types of birds and the correct prices for those birds;
Box 16: This box must correctly reflect that birds were valued within the limits set in “Bird Price List” (check all accounting for total number of animals and correct dollar amounts);
Box 26: This box must have the signature of the appraiser;
Box 30: This box must have the signature of the owner/claimant;
The Box labeled “Owner-Claimant Mortgage Certification” must have an initial. Moreover, in this box, a circle should indicate whether birds are/are not mortgaged;
Box 42: Enter the total dollar amount to be paid (once this amount has been verified).
1 Give VS Form 1-23 to the Operations Chief for approval.
2 Once you get VS Form 1-23 back from the Operations Chief, enter the date that it was approved (signed) by the Operations Chief on the Appraisal Transfer Form.
3 Now complete the indemnity coversheet. The coversheet is an Excel spreadsheet located on the I Drive at I:/LBeen-Finance/Indemnity/Indemnity Coversheet South Coast. Each field in the coversheet is labeled and data entry cell comments will appear as you go from column to column. Below is a breakdown of the fields.
This coversheet requires information similar to the information on VS Form 1-23. Enter the following:
NCA number;
Claim date (the date that VS Form 1-23 was approved/signed by the Operations Chief);
Name of claimant;
Social Security Number of claimant (the identification number entered on the coversheet should be the same as that which appears on VS Form 1-23);
Amount of claim (remember that some claims have an amount of “0”);
The date claims are being sent to Minneapolis;
Accounting code;
The control number of the indemnity coversheet (only claims that are receiving payment have control numbers).
9. Make two copies of the coversheet. One copy will be sent to Minneapolis together with VS Form 1-23 (see next step). The remaining copy of the coversheet is filed in the top drawer file cabinet labeled “USDA Indemnity” in the USDA Finance Office in the file name: Appraisals & Indemnity.
END SOP Manual -34 - II - Finance
10. Send the top copy of the completed and signed VS Form 1-23 together with a copy of the coversheet by overnight FEDEX to the following address:
USDA, APHIS Attn: Kim Olson Butler Square 100 North 6th Street, Suite 510 Minneapolis, MN 55403
11. Remove the carbons from the three remaining copies of VS Form 1-23 and staple those copies together. Give these copies to the File Management Officer in the USDA Finance Office.
12. Once all VS Forms 1-23 have been completed on the Appraisal Transfer Form make a copy of the Appraisal Transfer Form for the Finance Unit and send the original back to the Appraisal Unit. File the Finance Unit’s copy of the Appraisal Transfer Form in the top drawer of the file cabinet labeled “USDA Indemnity” in the USDA Finance Office under the file labeled: Appraisals and Indemnity.
13. Open the spreadsheet located on the I Drive at I:/LBeen-Finance/Indemnity/Offical Indemnity log. Enter the appropriate data in this spreadsheet. After this information in verified, it will be used for the weekly report sent to Riverdale with the Detailed Transaction Report. Please note that some depopulations are not given indemnity. For example, if an individual offers their birds for diagnostic purposes, no indemnity is paid.
NCA number;
Claim date (the date that VS Form 1-23 was approved/signed by the Operations Chief);
Name of claimant;
Social Security Number of claimant (the identification number entered on the coversheet should be the same as that which appears on VS Form 1-23);
Amount of Non-Commercial Claim (remember that some claims have an amount of “0”);
The date the claim is sent by FEDEX to Kim Olson, FSO, Minnesota;
Charged To Account (the accounting code the claim will be charged against. At this time, Finance processes only Southern California claims but this could change).
The control number assigned to the claim on the indemnity coversheet (only claims that are receiving payment have control numbers).
Do not enter anything in fields F, G, or H.
14. Print a copy of the Official Indemnity Spreadsheet and give it to the Appraisal Unit.
END SOP Manual -35 - II - Finance
Protocol for Budget Reconciliation
TR-177 (Added 7/29/03)
1 Every Friday a Detailed Transaction Report (DTR) is received from the Budget office in Riverdale, Maryland for the previous week (for example, the DTR for the week of May 2630, 2003, would be received on May 30, etc.).
2 When you receive the DTR, look at the first column (Program) to get the correct accounting code.
3 Access Microsoft Excel and open the file located on the I Drive called Colton CA ICP Reconciliation 9770.
4 There are several tabs included in this Excel spreadsheet:
· Purchase orders (POs);
· ICP Work counts; and
· Miscellaneous. Each tab will be used for this reconciliation process.
Procedure for Reconciling POs
1. Look at the Vendor Name. If it is a company, then use the PO tab. The PO tab includes the following columns:
· PO number (purchase order number);
· Date (date of invoice);
· DTR Document Date (“Doc Date” on the DTR); and
· Obligated Amount (actual amount listed on the DTR).
2. The information in the first five columns will have already been filled in when you have completed the 43 or 45 PO process (see SOPs for processing 43 or 45 POs).
3. Locate the company’s name using the drop down arrow in the Vendor column.
4. Locate dollar amount using the drop down arrow in the Initial Obligation Amount column.
5. Once you have found the correct dollar amount, fill in the DTR document date located on the DTR under the Doc Date column.
6. Fill in the Obligated Amount located on the DTR Expended Amount column.
7. Highlight the entry on the DTR.
8. Review each line on the DTR until the DTR is complete.
Procedure for Reconciling PCMS
1. The PCMS tab represents Visa charges made by individuals. The PCMS tab includes the following columns:
· Cardholder (purchaser’s name);
· Date (date of invoice);
· DTR Document Date (“Doc Date” on the DTR); and
· Expended Amount (actual amount listed on the DTR)
1 The information in the first five columns will have already been completed.
2 Locate the individual’s name located in the Reference Info column on the DTR using the drop down arrow in the Cardholder column.
3 Locate the vendor using the drop down arrow under the Vendor column.
4 Locate the dollar amount using the drop down arrow under the Initial Obligation Amount column.
5 Once the correct record has been located, fill in the DTR Document Date located on the DTR in the Doc Date column of the DTR.
6 Fill in the Expended Amount located on the DTR under Expended Amount
7 Highlight the entry on the DTR.
8 Review each line on the DTR until the DTR is complete.
Procedure for Reconciling Com and Non-Com Indemnity
1. The indemnity tabs represent reimbursements to individuals and companies for destroyed birds. The Com and Non-Com indemnity tabs include the following columns:
• Claim Number;
• Claim Date;
• Obligated Amount
1 The information in the first five columns will have already been completed.
2 For the Non-Commercial charges, starting with the first Vendor Name, locate the individuals name in the Name column using the drop down arrow.
3 Locate the dollar amount using the drop down arrow under the Non-Commercial Claim Amount.
4 Once the correct record has been located, fill in the DTR Document Date located on the DTR in the Doc Date column of the DTR.
5 Fill in the Expended Amount located on the DTR under Expended Amount.
6 Highlight the entry on the DTR.
7 Review each line on the DTR until the DTR is complete.
Protocol for AT&T Cell Phone Payments
TR-178 (Added 7/29/03)
1. When the AT&T bills come in, the Finance Unit must review them before payments can be made.
2. There is a spreadsheet in Excel on the J Drive at J:\Area Command Finance\ACDW\Phones\Cell Number List [date will be date of last update]. This spreadsheet must be updated monthly to match bills. Maintaining this spreadsheet will help determine how many phones and which types of plans the Task Force is being billed for.
3. As you review invoices, you will be checking for mistakes made by AT&T, such as cancellation charges (the Task Force should not be charged cancellation fees) and charges for phones that were suspended or canceled. Also, check for misuse (look for calls of more than 30 minutes or many calls to the same number).
4. The Communications Section has a list of phones that have been suspended or canceled. If charges appear on bills for a phone that has been canceled, inform the Communication Section so that they can correct the problem with AT&T.
5. If you find any charges that should not be on the invoice such as cancellation fees contact Joanne Mann at 612-336-3224 or by e-mail so that she can contact AT&T to get the charges credited back.
6. If you find what might be misuse, copy the phone bill, highlight what seems to be misuse, and use EMRS to find out who had the phone during the period in question.
7. After you log onto EMRS, click on “Administration.” Use the drop down menu to select employee and assigned property. Search the database for the cell number. Using the find option under the edit menu is the quickest way to search. There are many pages in the database; use the find option on each page.
8. After you find the cell phone number and timeframe in question, print the employee information connected to the cell phone, attach it to the copy of the bill, and give it to the Incident Command Finance Chief.
9. After you review the invoices, prepare an AD 838-B to be submitted to NFC with the front page of the AT&T invoice. The AD 838-B form can be found on the I Drive under I:\Area Command Finance\AC-DW\AD838s. Ensure that you are paying under the correct purchase order and line item. Keep a copy of the AD 838-B with the invoice and file in the official files. Make a copy of the 838B and the first page of the invoice. Give these copies to the budget team.
NOTE: Do not pay the total amount due. Pay only “current monthly charges”.
10. If a line item on the purchase order is running out of funds, notify the Incident Command Finance Chief.
Protocol for Processing Waste Management Invoices
TR-179 (Added 7/29/03)
1 The Logistics Unit must review and approve all waste management invoices before USDA Finance can make payment. Contact the Logistics Unit Chief to have invoices reviewed for payment approval. A current list of waste management sites is located in the purchase order folder. Note that these sites will change periodically depending on the requirements of the field operations.
2 Once invoices are approved by the Logistics Unit, prepare a Form AD 838-B and FEDEX it to NFC for payment. Include the original invoice (not the accompanying documents) with the AD 838-B. You will find the AD 838-B on the I Drive at I:\informs\forms\ad838b.wpf.
3 Make a copy of the AD 838-B and the invoice for the PRP files. Also maintain the service orders from waste management companies (if there are any attached to the invoices) in the PRP files. Do not send copies of those to NFC.
4 Make a copy of the AD 838-B and the invoice and submit it to the USDA budget team.
5 Enter the invoice information in the purchase order spreadsheet that you will find on the I Drive at I:\cdfa-newcastle\Invoices_PO. There is an individual folder for each vendor with which the Task Force conducts business.
6 After you have entered the invoices in the spreadsheet, file them in the PRP files.
END SOP Manual - 40 - II – Finance
Protocol for Special Budget Projects
TR-180 (Added 7/29/03)
1 Finance Officers engaging in Special Budget Projects are expected, under the direction of the Finance Unit Leader, to provide general assistance to the Finance Unit.
2 Duties may include, but are not limited to:
Researching files;
Data entry;
Budget reconciliation;
Photo copying;
TR-210 (Revised 7/25/03)
All incoming Task Force personnel will attend the general orientation training, biosecurity and disinfection training, and safety training, and obtain an orientation packet. This will normally occur on the date of check-in and before reporting for work assignments. If a person checks in at a time other than the scheduled morning session, they must report to the Training Section to be scheduled for orientation, Driver Training (if necessary) and to obtain a copy of the current Standard Operating Procedures.
END SOP Manual - 43 -III - Mobilization & Demobilization
Standard Operating Procedure (SOP) Acknowledgment
TR-109, (Added May 8, 2003) (Approved by Incident Command)
All Task Force personnel, including those returning to the Task Force for a new tour, must read and understand general SOPs and those SOPs that are specific to the job they are performing.
1 Training staff will provide every Task Force member a copy of all general and job-specific SOPs during orientation.
2 Task Force personnel must attest to their promise to read and understand assigned SOPs by signing the attached SOP Acknowledgment when they receive the SOPs. Interpreters will be made available to read the SOPs to personnel who do not read English.
3 The check-in clerk will enter all signed SOP Acknowledgments into the EMRS.
4 Weekly, the Training division will generate a report of all current END Task Force members who have not signed an SOP Acknowledgment. Training will forward this list to the appropriate Incident Commanders so that they can obtain compliance from personnel.
SOP Acknowledgment
(TR-109, Added 5/8/03) (TR-129, Revised 6/13/03) (Approved by Incident Command)
For personnel assigned to the South Coast Incident Command Post:
As part of my orientation, I will read the Standard Operating Procedures (SOPs) required by the department to which I am assigned. If I have questions or I do not understand what I have read, I will ask my supervisor for help.
For personnel assigned to all other locations:
NAME: ____________________________________________ DATE: ___________________
Within 48 hours of signing this form, I will read the Standard Operating Procedures (SOPs) required by the department to which I am assigned. If I have questions or I do not understand what I have read, I will ask my supervisor for help. FORMTEXT FORMTEXT
LAST NAME, FIRST NAME
SIGNATURE: _____________________________ Task Force Assignment:_________________
Please return signed form to the Training Section and place in the tray provided
Thank You
To: Veterinary Student
Your current appointment cannot exceed 30 days. If you would like to extend your appointment for an additional 30 days, please complete this form on the 25th day of your assignment. Your supervisor’s signature is required, and your supervisor is responsible for returning this form to the Finance/Administrative Section.
State:___________________________________________ (the State that processed your paperwork) FORMTEXT
Name: ___________________________________________
I would like to extend my appointment for an additional 30 days. FORMTEXT FORMTEXT
Signature Date
To: ASA/AO
Please process a personnel action (SF-52) to extend the appointment of the student listed above for an additional 30 days. An amended travel authorization (AD 202) will also need to be processed. FORMTEXT
Supervisor’s Signature Date
Office Use: Area Office Fax Number: _________________________ FORMTEXT Date faxed to Area Office:_________________________ FORMTEXT
END SOP Manual -46 -III – Mobilization & Demobilization
Area Office Fax Numbers
(360) 753-9585 (916) 857-6196 Arizona New Jersey
(480) 491-1895 (609) 259-2477 Arkansas New Mexico
(501) 225-5823 (505) 761-3176 California New York
(916) 857-6196 (518) 453-0213 Colorado North Carolina
(303) 231-5390 (919)716-5957 Florida North Dakota
(352) 333-6849 (701) 250-4471 Georgia Ohio
(770) 483-9000 (614) 866-1086 Hawaii Oklahoma
(360) 753-9585 (405) 427-9451 Idaho Oregon
(208) 378-5637 (503) 399-5607 Illinois Pennsylvania
(217) 241-6695 (717) 782-4098 Indiana Puerto Rico
(317) 290-3311 (787) 766-5159 Iowa South Carolina
(515)284-4156 (803) 788-2102 Kansas South Dakota
(785) 235-1464 (605) 224-8451 Kentucky Tennessee
(502) 223-7121 (615) 781-5309 Louisiana Texas
(225) 389-0524 (512) 916-5197 Maryland Utah
(301) 261-8113 (801) 524-6898 Massachusetts Virginia
(508) 865-9317 (804) 771-2030 Michigan Washington
(517) 324-5289 (360) 753-9585 Minnesota West Virginia
(651) 228-0654 (614) 866-1086 Mississippi Wisconsin
(601) 965-5535 (608) 270-4001 Missouri Wyoming
(573) 636-4384 (307) 772-2592 Montana
(406) 449-5439
Demobilization Plan
TR-211 (Revised 7/25/03), (Revised 4/8/03), TR-107 (Revised 5/8/03)
At the end of the tour of duty, all Task Force personnel will fill out and sign the Demobilization Form. The form must be signed by the Section Supervisor and initialed by the person in charge of demobilization. All equipment (cell phones, cars, GPS units, coveralls, goggles, boots, etc.) must be returned and checked off. All personnel must also complete the “Exotic Newcastle Disease Task Force Questionnaire,” which is located in the orientation packet. Details on this procedure are described below. All employees demobilizing need to avoid contact with birds for 72 hours (three days) after leaving the END task force. The travel day is considered part of this 72-hour period. If contact with birds is unavoidable, please see the protocol entitled, “Demobilization . What to Do If You Have Birds At Home.”
I. General Information
The Demobilization process will be identical for all active Incident Command Posts. Equipment and personnel will leave the incident only when authorized to do so. EVERYONE will go through the demobilization process including those people who are scheduled to return for another rotation.
Task Force members who are demobilizing will need to avoid contact with birds for 72 hours after leaving the Task Force. The travel day is considered part of the 72 hour period.
II. Objectives
1 To demobilize all resources from the END Task Force Incident in an orderly manner.
2 To return all personnel to their Official Duty Station, or reassign them to another incident safely and with minimal delay.
3 To minimize costs, by implementing coordinated procedures.
General Guidelines for Demobilization will include:
Release priorities for critical resources only will be coordinated through the Incident Command. Non-critical resources will be coordinated with the servicing expanded dispatch center.
Personnel must meet travel/rest requirements of their home agency.
Releases will take place between the hours of 0700 and 1800, unless personnel can reach their final destination in line with agency requirements, or specifically approved by the IC.
Personnel will be briefed prior to leaving the incident. The briefing will include methods of travel, destinations, estimated times of arrival and transportation arrangements. This information will be documented on the ICS 221.
All personnel flying commercial airlines are required to shower and dress in clean clothes, have a picture ID, and be at the airport two hours prior to scheduled departure time.
Logistics (Ground Support) will be notified of transportation needs by the Demobilization Unit. Ground Support will confirm all transportation for released units.
Personnel should allow approximately one hour to attain necessary signatures for the Demobilization form (ICS 221 modified). Releases of local temporary hires will be handled through the Incident Command Post Demobilization Unit without notifying the Incident Command Expanded Dispatch.
The following release priorities have been established:
Personnel who are scheduled to return for another rotation from out-of-state destinations.
Personnel who are scheduled to work for another rotation from in-state destinations, outside the quarantine areas.
Personnel who are scheduled to work for another rotation for another in-state destinations within quarantine areas.
Temporary workers.
Section Chiefs
Identify excess resources, prioritize releases and submit information on Tentative Release forms to the Demobilization Unit Leader 24 hours in advance of desired release time.
When completing the Tentative Release Forms, specifically address:
Description of the item or name of personnel to be released.
Desired date and time of release
Home base where people are to be released.
Tentative Release Forms should be submitted to the Incident Demobilization Unit to facilitate and give final approval during the release procedures.
B. Operational Planning Branch - Demobilization Unit
Complete the demob plan and review with the Finance, Logistics, and Planning Section Chiefs. The Incident Commanders will provide final approval.
Compile a list of tentative releases and coordinate with servicing expanded dispatch center to set priorities for release.
Temporary employees will be released at the Incident Command Post without contacting the Incident Command Expanded Dispatch
Coordinate all releases with Logistics. Complete the Demobilization Check-out form (ICS 221 modified). Transportation and tentative schedules are arranged between Incident Demobilization and the servicing expanded dispatch center.
Make notification to incident personnel of tentative and confirmed releases by posting in prominent location at the Incident Demobilization Unit.
Provide expanded dispatch with departure time and ETA’s of all resources leaving the incident base.
Assure all signatures are obtained on the ICS 221; all necessary documentation is complete for the incident documentation package.
C. Logistics Section - Supply Unit
Check in any non-expendable supply items issued during the incident. This will include all accountable items. EMRS computer program will be updated for Supply Unit items. Notify Finance of property loss and/or damage to supply items.
D. Logistics Section - Communication Unit
All cellular telephones, GPS units and other accountable electronic equipment will be inspected and turned in. EMRS computer program will be updated for Communication Support items. Notify Finance of property loss and/or damage to support items.
E. Logistics Section - Information Technology Unit (IT)
All laptop computers that were configured for the incident will be reconfigured so it is ready for the individual to take back to their duty station.
Work station computers will be inspected, if applicable.
EMRS computer program will be updated for IT Unit items. Notify Finance of property loss and/or damage.
F. Logistics Section - Ground Support Unit
All rental vehicles will be inspected and turned in. All equipment checked out must be either turned in or reassigned to the person responsible for the equipment.
EMRS computer program will be updated for Ground Support items. Provide transportation to personnel who need transportation to hotels or airports. Maps may be needed. Airport Shuttle services will be identified and requested.
Notify Finance of property loss and/or damage.
G. Finance Section – Time Recorder Complete time and equipment records. Ensure that deductions have been made for property loss or damage when appropriate. Update EMRS appropriately.
H. Expanded Dispatch
Compare resources on tentative release list with outstanding requests from other ICP’s.
If re-assignment is possible, the new order, request, position and required date and time is communicated to the ICP’s Demobilization Unit.
For those needing travel arrangements, arrange and or confirm air travel destination at the earliest opportunity.
Expanded dispatch will forward the demob information to the appropriate site based on the agency that sent the person:
A) Operations Center at Fort Collins, Colorado B) California State OES C) CDFA D) Southern CA Operations Center E) Other
Incident Command Post’s Demobilization Unit will be notified of confirmed demobilized individuals as soon as processed.
V. Release Procedures
A. Functional Command and General Staff will identify surpluses on the tentative release sheet and submit to the Planning Section 24 hours in advance.
B. Demobilization unit will identify surplus resources (any resource with time remaining on their 14/21 day rotation) by category, prepare tentative release lists cards will be moved to the tentative release column on the resource rack.
C. The personnel being demobilized will take the ICS 221 to the following sections in the following order:
1. Logistics Section
2. Finance Section
1. Notify employee of new assignment. If not re-assigned then:
. Find the name of the resource on the ICS 221 and fill in the time and date in the column headed “released”. Record release date and time, record final destination and ETA, record and rest overnight (RON) information.
. END identification tags will be collected from all employees by the Incident Demob Unit.
. Pull resource status cards form the resource rack and fill in release time and date in appropriate places, and place in the release category.
. Enter Demobilization information in the EMRS system.
. Collect performance evaluations and place in the final documentation file. Ensure that people receive their copy of the performance rating.
Demobilization — Performance Evaluation for Permanent Personnel
(Added 3/3/03)
(Temporary and Seasonal employees are evaluated with a separate form)
Personnel Evaluation Policy:
Evaluating the performance of personnel is a priority. In order to document exceptional work or deficiencies, supervisors will evaluate the performance of all personnel before those personnel demobilize.
Procedures for Evaluating Permanent Personnel:
1 All permanent personnel reporting for Task Force duty will receive the attached evaluation form in their orientation packets. During orientation, the instructor will advise personnel that their supervisor will evaluate their performance prior to their demobilizing.
2 Supervisors, upon receiving assigned personnel, must reiterate that they will be evaluating each employee’s performance within 48 hours of demobilization.
3 The attached evaluation form will be used for evaluating performance of permanent personnel. (Note: there are separate forms for permanent State/Federal employees and temporary/seasonal employees, and supervisors need to ensure they are using the correct evaluation form). Please print and copy forms from the folder labeled Evaluation/Survey Forms in the Protocols file on the shared network drive.
4 Supervisors will provide copies of both the completed performance evaluation to both the employee and the Demobilization Unit. As specified in the Demobilization plan, Demobilization personnel will place the evaluation in the final documentation file.
5 So that new supervis