FAA1.A Background and Introduction : 07 Handling Special Cases - Overview : B Handling Special Cases – Contractors, Volunteers or Temporary Employees
B Handling Special Cases – Contractors, Volunteers or Temporary Employees
 
(01/01/18 - 01/31/18)
When an employee, contractor, volunteer or temporary employee is an active or past participant in an FAA program, the employee, contractor, volunteer or temporary employee must report this to their Supervisor as a conflict of interest. (See Conflict of Interest Employee, Contractor, Volunteer or Temporary Employee Reporting Responsibility)
 
Contractors, volunteers or temporary employees must complete the application process for their own case and cases in which they are a representative during non-work time. The following non-work time may be used:
 
Before and after scheduled work hours
During lunch hour
Weekends
Time pre‑approved by their Supervisor or Manager which includes the following:
Annual leave
Leave without pay
Flex time
Sick time when hospitalized
 
EXCEPTION
Designated break time is considered state work time. The only activity allowed during a designated break time is taking documents to the FAA office manager (LOM) or direct Supervisor to be uploaded.
NOTE It is not a conflict of interest for the LOM or direct Supervisor to upload verification. Additionally, when using State owned equipment, professionalism is a requirement.
 
WARNING
A contractor’s, volunteer’s or temporary employee’s case must NOT be maintained by anyone in the FAA office where the contractor, volunteer or temporary employee is stationed.
 
Lock the case files of employees, contractors, volunteers or temporary employees who are or have ever been FAA participants.
 
Contractors, volunteers or temporary employees must not have any case involvement(g) with their own case or the cases with which have a conflict of interest. This includes, BUT IS NOT LIMITED TO, the following:
 
Accessing and viewing or making changes to the case file
Determining eligibility of benefits
Registering applications
Case specific discussion with another FAA employee about the employee’s, contractor’s, volunteer’s or temporary employee’s case
Issuing EBT cards on these cases
Submitting verification on behalf of an individual with whom you have a conflict of interest
 
WARNING
All AZTECS, HEAplus and OnBase(g) inquiries are recorded and monitored. Actions that display on a case in which there may be a conflict of interest may be considered suspicious or potentially fraudulent activity.
 
Contractors, volunteers or temporary employees must not request information from co-workers about their case or any other cases with which a conflict of interest exists. When information is needed on these cases, a contractor, volunteer or temporary employee may consider one of the following actions outside of work hours:
 
Accessing their personal MyFamilyBenefits account
Accessing their HEAplus account using the customer portal
Contacting the FAA office that is maintaining the case
 
WARNING
Contractors, volunteers or temporary employees must NOT be given special privileges and must be treated as any other participant. Do NOT use State email.
 
Contractors, volunteers, and temporary employees are allowed to use the same office resources that a participant or an employee is allowed to use in order to discuss or provide information for their case. Their direct supervisor or LOM must grant permission. This includes, but is not limited to, the following:
 
Interoffice mail
Office FAX machines
State telephones
The FAA office lobby
 
WARNING
Professionalism is expected when government owned equipment is utilized to communicate changes and or other information.