EEOICPA BULLETIN NO.03-05

Issue Date: October 11, 2002

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Effective Date: September 27, 2002

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Expiration Date: October 11, 2003

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Subject: Subcontractor Code

Background: DEEOIC cases in which the employee worked for one or multiple subcontractors present unique employment issues for the Claims Examiner (CE) during the adjudication process. In order to flag a DOE case as one in which the claimant has indicated that s/he worked for a subcontractor at a DOE facility, a new code (S) has been added to the DOE Y/N list box in Energy Case Management System (ECMS) Employment Classifications Field, Case Screen.

Reference: ECMS v.1.4.11.14 Release Notes, dated September 27, 2002.

Purpose: To address when and how subcontractor information will be captured in ECMS effective September 27, 2002.

Applicability: All staff.

Actions:

1. When the EE-1 or EE-2 claim is received in the DO and the claimant has checked either Box 10 (on the EE-1) or Box 16 (on the EE-2) to indicate that employment was through a DOE facility, the Case Create Clerk (CCC) selects Y from the DOE list box (Employment Classifications Field, Case Screen).

Y Employee worked at a DOE facility as a federal employee, contractor or subcontractor

2. If the EE-3 form (Employment History for Claim) or another type of employment documentation (e.g. affidavit) shows that the employee worked for a private employer at a DOE facility (e.g. Joe’s Electric Company at Hanford), and the CE determines that there is a reasonable link between the employer (a subcontractor) and a DOE facility, the CE flags the case as one in which a subcontractor has been identified. To do this, the CE selects S from the DOE list box in the Employment Classifications Field, Case Screen. The S code permanently replaces the Y code.

S A subcontractor at a DOE facility has been identified

3. After entering the S code, the CE continues to develop the employment aspect of the claim in order to ascertain whether employment can be verified with a DOE subcontractor.

4. If the CE determines that the employee did not work for a verified subcontractor at a DOE facility, the S code remains in the DOE list box (Employment Classifications Field, Case Screen). It is not necessary that employment with a subcontractor at a DOE facility be confirmed in order for the S code to be used.

5. The CE only enters the S code once regardless of whether the employee worked for one or multiple DOE subcontractors.

6. Effective September 27, 2002 the District Offices enter the S code on all cases in which a subcontractor at a DOE facility has been identified.

7. The National Office (NO) will not do backfill on cases where a subcontractor has been identified. The District Office, at its own discretion, may do backfill. File documentation must exist to confirm the proper use of the S code.

Disposition: Retain until incorporated in the Federal (EEOICPA) Procedure Manual

PETER M. TURCIC

Director, Division of Energy Employees Occupational

Illness Compensation

Distribution List No. 1: (Claims Examiners, Supervisory Claims Examiners, Technical Assistants, Customer Service Representatives, Fiscal Officers, FAB District Managers, Operation Chiefs, Hearing Representatives, District Office Mail & File Sections.)