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Employee Activities Association (EAA) Use of Funds

    Title:

    Employee Activities Association (EAA) Use of Funds

    Publication date:

    9/4/2013

    Effective date:

    1/2/2012

    BRIEF

    Policy Summary

    This policy describes the use of funds designated for Laboratory Employee Activities Association (EAA) activities. The EAA promotes employee morale and supports recreational, cultural, educational, and social activities for the benefit of all employees. In accordance with Contract 31, Appendix A, EAA funding may be provided to support a variety of activities that enhances employee morale such as athletic, cultural, and family activities if the purpose is reasonable, appropriate, and allowable. EAA funds may also include support for Laboratory-approved EAA clubs. Limited financial support and reasonable use of Laboratory facilities for meetings and appropriate activities are provided by Laboratory management.

    Who Should Read This Policy

    Berkeley Lab management and staff who use EAA funds

    To Read the Full Policy, Go To:

    The POLICY tab on this wiki page

    Contact Information

    Laboratory Directorate Analyst, ext. 5314

    Title:

    Employee Activities Association (EAA) Use of Funds

    Publication date:

    9/4/2013

    Effective date:

    1/2/2012

    POLICY

    A. Purpose

    This policy describes the use of funds designated for Laboratory Employee Activities Association (EAA) activities.

    B. Persons Affected

    Berkeley Lab management and staff who use EAA funds

    C. Exceptions

    None

    D. Policy Statement

    D.1 General

    1. In accordance with Contract 31, Appendix A, DOE funds are allocated annually to support the Berkeley Lab employee morale program, which includes the Laboratory Employee Activities Association (EAA). The EAA was established to promote employee morale and support recreational, cultural, educational, and social activities for the benefit of all Berkeley Lab employees.
    2. Expenditures under this program require the approval of the Laboratory Director or Laboratory Director's designee. Participant fees may be collected to partially offset the cost of some or all of these activities. Laboratory support may include administrative oversight and staff support. Appropriate facilities, utilities, and maintenance may be provided by the Laboratory.
    3. Spending of EAA funds must comply with the Laboratory's EAA Spending Guidelines, which are posted on the EAA Web site: http://www.lbl.gov/Workplace/EAA/spending_guides.html. The many restricted items (non-essential for Laboratory business) listed on the Procurement & Property Management Department Web site cannot be purchased with EAA funds. See the Procurement & Property Department Web site and/or the Cost Allowability policy for specifics on unallowable and restricted items.
    4. Divisions/clubs will not be reimbursed for any unallowable items. Individuals who purchase unallowable items will be personally responsible for any costs incurred. If a division/club purchases unallowable or restricted items, it may impact the distribution of current and future funding allocations.

    D.2 Division EAA Budget

    1. Each division receives an annual EAA budget for division-wide employee morale activities, based on the annual employee head count.
    2. All division EAA activity costs must be limited to the annual authorized budget established by the Laboratory Directorate in collaboration with the Laboratory Directorate Analyst.
    3. Prior approval of the Laboratory Directorate Analyst is required for all EAA activities.
    4. If annual costs exceed the authorized budget or the approved expenditure request, the overage must be reimbursed by the Division using private funds via a check submitted to the service provider or the UC Regents.
    5. If annual EAA activity costs are below the authorized budget, the remaining funds will be returned to the EAA fund. Remaining EAA funds may not be transferred to another project ID or used for future EAA activities.

    D.3 EAA-Sponsored Clubs

    1. Funding requests for a Laboratory-approved EAA club must include a justification that ensures the EAA activities support the purpose and mission of that club.
    2. Laboratory-approved EAA clubs must submit a request for an annual allocation by July 31 for the upcoming fiscal year using the Activity Club Annual Operating Statement and Budget Request form.
    3. At least 30 days prior to the expenditure of funds, all activities, purchases, and internal charges must be approved by the Laboratory Directorate Analyst.

    D.4 Use of Laboratory Resources for EAA Activities

    1. All EAA activities must be conducted outside of normal working hours. Exceptions must be approved by the Laboratory Director or designee. Representatives of EAA-supported activities and groups may have conditional and limited access to the following Laboratory resources with written approval of the Laboratory Directorate Analyst or designee: 
      1. Meeting rooms
      2. Internal mail system
      3. E-mail system
      4. Local phone system
      5. Department copy machines
      6. Berkeley Lab Events Calendar
      7. Open bulletin boards
      8. Official bulletin boards (when space is available) 
    2. Use of the above Berkeley Lab resources is granted specifically for the purpose of announcing meetings and events of EAA-supported activities, and may not be used for other non-work-related purposes.   Violations of the above provisions may result in revocation of an EAA activity's supported status.
    3. Although EAA club participants may include family members and guests, DOE funding through EAA may only be used to for current Berkeley Lab employees and retirees.

    E. Roles and Responsibilities

    Role

    Responsibility

    Laboratory Directorate Analyst

    Approves all requests for expenditures of EAA funds and provides administrative guidance to groups requesting program support for requesting, distributing, and accounting of such funds 

    Division

    Ensures EAA activities and spending are conducted according to Berkeley Lab policy and EAA Spending Guidelines

    F. Definitions/Acronyms

    Term

    Definition

    EAA

    Employee Activities Association

    Restricted item

    An item prohibited for purchase per contract with DOE. These items require additional justification and are only authorized through the Procurement & Property Management Department.

    G. Recordkeeping Requirements

    None

    H. Implementing Documents

    Document number

    Title

    Type

    n/a

    EAA Spending Guidelines

    Guidance Doc

    n/a

    Activity Club Annual Operating Statement and Budget Request

    Form

    I. Contact Information

    Laboratory Directorate Analyst, ext. 5314

    J. Revision History

    Date

    Revision

    By whom

    Revision Description

    Section(s) affected

    Change Type

    1/2/2012

    0

    M. Bello

    Brief only

    All

    N/A

    9/4/2013

    1

    L. McDonald

    Capture spending, funding policy elements from EAA website

    All

    Minor

    DOCUMENT INFORMATION

    Title:

    Employee Activities Association (EAA) Use of Funds

    Document number

    02.02.011.000

    Revision number

    1

    Publication date:

    9/4/2013

    Effective date:

    1/2/2012

    Next review date:

    9/4/2014

    Policy Area:

    Work Environment

    RPM Section (home)

    Human Resources

    RPM Section (cross-reference)

    Finance/Events

    Functional Division

    Lab Directorate

    Prior reference information (optional)

    Old RPM 5.04, EAA website

    Source Requirements Documents

    Implementing Documents

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