This Chapter correlates to DOE 3790.1B, Federal Employee Occupational Medical Program, Chapter VIII, FEDERAL EMPLOYEE OCCUPATIONAL MEDICAL PROGRAM, dated January 7, 1993, by assigning responsibility and accountability and providing administrative guidance to ORO and Office of Scientific and Technical Information (OSTI). Nothing in this issuance changes any requirements contained in any DOE Order.

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The provisions of this Chapter apply to all DOE-ORO employees, including those located in Oak Ridge and outlying localities to include the Portsmouth Site, Paducah Site, Thomas Jefferson National Accelerator Facility, and the Weldon Spring Site Offices. OSTI employees are not covered by the ORO Employee Fitness Program at this time, although employees of the DOE Office of Inspector General's Office in Oak Ridge are eligible to participate in the program.

• a. Manager
  1. Approves an ORO Wellness Committee within the ORO and ensures program conformance with referenced orders and guidance.
  2. Encourages maximum participation in individual fitness programs.
  3. Encourages maximum participation in office-sponsored health awareness programs.

• b. Assistant Manager for Financial Management
  1. Ensures that adequate funds are provided in the annual budget submission for the Employee Fitness Program.
  2. Reimburses employees semiannually based on approved listing supplied by ORO Wellness Committee.
  3. Advises DOE Headquarters (HQ) Payroll on a quarterly basis of employee reimbursements for the Employee Fitness Program.

• c. Office of Chief Counsel
  1. provides legal assistance to the ORO Wellness Committee, as necessary.

• d. ORO Wellness Committee
  1. Develops, implements, and maintains the ORO Employee Fitness Program policies and procedures and acts as the final arbiter of any employee dispute.
  2. Recommends health club/fitness center approval status (see attachment 2) and provides assistance, information, and/or guidance to employees concerning local health clubs/fitness centers.
  3. Conducts program audits and provides an annual report to the ORO Manager on the status of the program.
  4. Develops procedures for the timely reimbursement of qualified employee expenses.

• e. Union
  1. appoints sixty (60) percent of the Wellness Committee from bargaining unit members.

• a. Program elements.
  1. Individual Fitness. The establishment and maintenance of individual fitness programs have been shown to reduce the incidence of high blood pressure, heart disease, stress, and absenteeism in employee populations. These programs have also been shown to increase employee retention, recruitment, morale, and productivity within offices providing such benefits. The ORO Employee Wellness Committee will encourage the establishment and maintenance of employee fitness and exercise programs through the utilization of private health club/fitness centers.
  2. The implementation date of this program will be on or about 15 November 1999.

• b. Employee Responsibilities.
  1. Each ORO employee is eligible for the fitness program and is responsible for obtaining his/her own membership in an approved health club/fitness center. Applications for participation will be accepted at anytime throughout the year, and reimbursement will cover the entire participation period. However, initial reimbursement will be made following the first full usage period (i.e., an employee joining in June will be reimbursed for 11 months the following May). Usage periods are defined as May 1 through October 31 and November 1 through April 30. See Attachment 3 for Application for Participation Form.
  2. Because the government is providing a reimbursement, the employee must submit proof of payment with his/her submitted vouchers to the ORO Wellness Committee in order to receive reimbursement for initiation and/or membership fees up to $200 per year. The amount of $200 is a maximum amount payable for reimbursement of one year membership in a fitness program at an approved facility and payment will be made at six month intervals. The Government will only reimburse for the costs of the employee's fitness program. If the employee elects to obtain a family membership, the fitness center must provide documentation regarding how much of the total cost or fee for the family represents the employee's membership portion. See Attachment 4 for the Voucher form.
  3. The start date for the first usage period is November 1, 1999. The ORO Wellness Committee will review submitted vouchers at the end of the first and each subsequent six-month usage period. Upon verification of satisfactory proof of usage, the Wellness Committee will submit a report to the proper ORO office, and the Government will then reimburse the employee for half of the total annual stipend.
  4. Reimbursement is contingent on evidence that the employee utilized the health club/fitness center facilities an average of at least once a week (i.e., minimum 26 times during a usage period). The Wellness Committee will establish guidelines for usage exceptions due to travel, vacation, and/or illness. See Attachment 5 for an example Attendance Form which may be used.
  5. Groups of ORO employees who wish to join the same health club/fitness center may consider inquiring about group/corporate rates or discounts for Federal employees.
  6. In the event that, due to unforeseen circumstances, the employee is not able to utilize his/her membership for the prescribed number of times in a year, he/she should notify the ORO Wellness Committee for evaluation of the situation. Employees should consider including an "escape clause" in the contract they sign. Such a clause allows for termination of the contract if the employee can no longer participate because of medical reasons or transfer to another location.
  7. If for any reason it becomes necessary for a member to stop utilizing the health club/fitness center, the ORO Wellness Committee should be notified.
  8. An employee terminating employment forfeits his/her participation and any reimbursement for the usage period in which the termination occurs.
  9. Employees will submit request for reimbursements at the end of each six month usage period during reimbursement periods of May 1-15 and November 1-15 of each year.

• c. Program Review. The ORO Wellness Committee will review, approve, and submit to Oak Ridge Financial Service Center (ORFSC) for payment, timely submitted reimbursement requests no later than ten (10) workdays after the close of reimbursement period. The ORO Wellness Committee will establish procedures to allow participation by all DOE/ORO employees in the review and update process.

• a. Comptroller General - Decision B-240371, January 18, 1991, "Defense Medical System Support Center - Health and Fitness Program."
• b. 5 U.S.C., Section 7901.

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• a. Attachment 1 - ORO Employee Fitness Plan, Rev. 1, April 2000.
• b. Attachment 2 - Private Vendor Approval Criteria.
• c. Attachment 3 - Application for Participation form.
• d. Attachment 4 - Reimbursement Voucher form.
• e. Attachment 5 - Attendance form.
• f. Attachment 6 - Termination of Participation in the ORO Fitness Program.