**BONNEVILLE POWER ADMINISTRATION**

**HUMAN CAPITAL MANAGEMENT**

**PORTLAND, OREGON**

**PERSONNEL LETTER: 792-4 DATE: November 1, 2006**

**SUBJECT: BPA Physical Fitness Program**

**PURPOSE**[]{#__RefHeading___Toc150069754 .anchor}

This Personnel Letter -

-   Describes policy and procedures for the provision of employee
    physical fitness services.

-   Updates policy and procedures for staff whose duty stations are at
    BPA's Vancouver Mall offices.

-   Reflects organizational changes in Human Resources.

-   Clarifies responsibilities of all parties.

-   Incorporates the standard operating procedures for bicyclists using
    Fitness Center lockers and showers.

-   This Personnel Letter supersedes Personnel Letter No. 792-4, dated
    December 7, 2001.

**POLICY SUMMARY**[]{#__RefHeading___Toc150069755 .anchor}

-   The Bonneville Power Administration (BPA) will assist employees in
    achieving and maintaining good health by providing access to
    physical fitness activities through on-site and off-site facilities.
    Promoting employee fitness supports the mission of BPA by: (1)
    attracting and retaining a high quality workforce, (2) reducing
    costs related to absenteeism, injury, and illness; and (3) providing
    a major component to the broad base of BPA family friendly and
    wellness initiatives.

-   BPA Sponsorship. BPA will provide physical fitness services based
    upon specific employee needs, consistent with prudent financial
    management. The cost of services will be shared between the users
    and BPA. BPA will provide on-site aerobic and strength training
    facilities or partial funding for approved access to off-site
    facilities (but not both). BPA is not authorized to sponsor
    recreational activities or fund equipment that is considered
    recreational (e.g., basketball, baseball, football, etc.). Such
    activities and equipment must be purchased and paid for by
    employees.

-   Approved Time For Exercise. Use of on-site or off-site fitness
    facilities during an employee's scheduled tour of duty (other than
    non-compensable lunch periods) may occur only with a
    manager-approved absence charged against annual leave, leave without
    pay, compensatory time off, or credit hours. No official duty time
    is authorized for physical exercise.

-   Liability. BPA expressly limits its liability for injuries sustained
    by participants in any of the fitness services it sponsors.

[PURPOSE 1](#__RefHeading___Toc150069754)

[POLICY SUMMARY 1](#__RefHeading___Toc150069755)

[I. DEFINITIONS 3](#__RefHeading___Toc150069756)

[*Aerobic Activities* 3](#__RefHeading___Toc150069757)

[*Individual Fitness Plan (IFP)* 3](#__RefHeading___Toc150069758)

[*Medically Certified Need* 3](#__RefHeading___Toc150069759)

[*Recreational Activities* 3](#__RefHeading___Toc150069760)

[II. RESPONSIBILITIES 3](#__RefHeading___Toc150069761)

[*Managers* 3](#__RefHeading___Toc150069764)

[*Disbursement Operations (Payroll)* 4](#__RefHeading___Toc150069765)

[*Employees* 4](#__RefHeading___Toc150069766)

[III. PROVISIONS 4](#__RefHeading___Toc150069767)

[*BPA Headquarters and Ross Complex Fitness Centers*
4](#__RefHeading___Toc150069768)

[*Off-Site Services* 6](#__RefHeading___Toc150069769)

[IV. SUPPORT SERVICES AND STANDARD OPERATING PROCEDURES FOR BICYCLE
COMMUTERS 9](#__RefHeading___Toc150069770)

[V. REFERENCES 10](#__RefHeading___Toc150069771)

I.  **DEFINITIONS**[]{#__RefHeading___Toc150069756 .anchor}

> **Aerobic Activities:** []{#__RefHeading___Toc150069757 .anchor}
>
> Aerobic exercise conditions the body by improving the cardiovascular
> system, enabling the heart to use oxygen more efficiently, increasing
> energy, and toning skeletal muscles. Exercises that maintain an age
> appropriate Target Heart Range (the safest range of heartbeats per
> minute during exercise) for at least 20 minutes during exercise, at
> least three times per week, are acceptable aerobic activities for
> BPA-sponsored fitness programs.
>
> **Individual Fitness Plan (IFP):**[]{#__RefHeading___Toc150069758
> .anchor}
>
> A written plan completed by the employee and signed/approved by the
> employee's manager prior to using BPA-reimbursed off-site fitness
> activities and claiming reimbursable fitness expenses. The IFP is
> documented on form BPA F 3792.04e, Individual Fitness Plan. When
> followed, the IFP aerobic and strength training structure achieves
> progressive health maintenance and preventive care results without
> formally evaluating an employee's physical condition. By signing the
> IFP, the manager indicates that the employee has selected and will
> carry out the aerobic or strength-training activities that can be
> legally reimbursed. The IFP is required for BPA to authorize
> reimbursable payments to the employee.
>
> **Medically Certified Need:** []{#__RefHeading___Toc150069759 .anchor}
>
> A medical need that requires an employee to use swimming facilities
> due to a physical condition that precludes the employee from safely
> participating in BPA on-site aerobic activities (e.g., classes,
> equipment). The medical need is not limited to temporary
> rehabilitation or physical therapy. Medical documentation must be
> provided by the employee to the satisfaction and approval of BPA
> management as part of the individual fitness plan approval process.
>
> **Recreational Activities:**[]{#__RefHeading___Toc150069760 .anchor}
>
> Recreational activities are defined as play, a means of getting
> diversion, or entertainment. Activities that appear to be recreational
> in nature may be reimbursable by BPA if they meet the definition of
> aerobic activities (paragraph V.A.). Refer to paragraph VIII.C or the
> IFP form for guidance on distinguishing reimbursable activities.
> Recreational activities will not be reimbursed under this policy.

II. **RESPONSIBILITIES**[]{#__RefHeading___Toc150069761 .anchor}

    A.  **Managers** are responsible for**:**
        []{#__RefHeading___Toc150069764 .anchor}

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1.  Ensuring that funding is available for off-site services.

2.  Ensuring that employees who participate through off-site facilities
    complete a current Individual Fitness Plan and maintaining a file of
    all such plans for their workgroup.

3.  Verifying employee conformance with the Individual Fitness Plan and
    validity of off-site expenses.

4.  Submitting reimbursement claims to Payroll for processing; and

5.  Concurring with an employee's choice of BPA-approved off-site
    Individual Fitness Plan activities that will yield aerobic or
    strength training benefits and approving/signing the IFP form.

    A.  **Disbursement Operations (Payroll)** is responsible for:
        []{#__RefHeading___Toc150069765 .anchor}

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1.  Withholding Headquarters and Ross membership fees.

2.  Making off-site fitness reimbursements to employees; and

3.  Establishing procedures for on-site and off-site fitness
    transactions.

    A.  **Employees** are responsible
        for*:*[]{#__RefHeading___Toc150069766 .anchor}

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1.  Determining their physical capability to safely engage in BPA
    fitness activities. A physician or health professional consultation
    may be needed.

2.  Honoring financial obligations for use of BPA fitness services.

3.  Upholding common sense hygienic standards and courtesy that help
    sustain a satisfying locker room atmosphere.

4.  Cooperating with Fitness Center staff in their efforts to maintain
    efficient use of lockers and a clean locker room.

5.  Maintaining a current Individual Fitness plan when participating in
    BPA off site fitness.

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III. **PROVISIONS**[]{#__RefHeading___Toc150069767 .anchor}

     A.  **BPA Headquarters and Ross Complex Fitness Centers** (Refer to
         Off-Site Services for policy and procedures that apply to
         employees stationed at the BPA Vancouver Mall offices):
         []{#__RefHeading___Toc150069768 .anchor}

> []{.mark}

1.  **Enrollment Eligibility:** Enrollment is open to permanent,
    temporary, and part time federal employees and their non-employee
    family members (minimum age 18), federal student appointment
    employees, federal retirees of participating agencies, on-site
    contractor employees, and on-site concession personnel (i.e.,
    cafeteria and credit union). Federal and non-federal employees of
    agencies located in the Eastside Federal Building Complex and the
    1201 Lloyd building have BPA-equivalent enrollment privileges at the
    Headquarters facility.

> []{.mark}
>
> (Note: Except as noted under Off-Site Services, Headquarters and Ross
> employees are not eligible for off-site, user-fee reimbursement
> because on-site facilities are available.)
>
> []{.mark}

2.  **Enrollment Procedure:** All members must complete form BPA
    3792.01, Fitness Center Membership Application Payroll Deduction
    Authorization/Cancellation, signed by the Fitness Center staff. The
    form authorizes the start (or stop, if the membership is being
    terminated) of user fee payroll deductions for federal employees and
    their non-federal family members. (The Fitness Center operator will
    collect user fees of all other members.) Enrollment forms are
    stocked in the Fitness Centers only.

3.  **User Funding:** User fees shall offset 75 per cent of the annual
    staffing cost. A one-time initiation fee per person shall be charged
    to offset equipment expenses. Fees for Federal employees will be
    based on the 75-25 cost-sharing formula and will be adjusted as
    needed to sustain the appropriate cost-sharing ratio. Fees for other
    participants are noted below:

-   Non-Federal employees will be charged the equivalent of the federal
    employee membership rate plus the federal agency subsidy, if any.

-   Retired Federal employee user fees will be equivalent to the current
    federal employee rate.

-   Family member user fees are equivalent to federal employee fees.
    Fees of family members who are not federal employees will be
    payroll-deducted from the employee's pay. Family members (i.e.,
    spouses) who are also Federal employees will be enrolled as
    employees, not as family members.

-   Federal student appointee's user fees are equivalent to the current
    Federal employee rate. However, student appointees may delay their
    initiation fee payment, in part or entirely, until conversion to a
    career or career-conditional appointment, at which time the full
    initiation fee amount becomes due.

4.  **Membership Reinstatement:** The one-time initiation fee
    requirement is normally fulfilled for the duration of employment
    with BPA. However, if an employee voluntarily terminates his/her
    membership for personal reasons and later re-enrolls, another
    initiation fee must be paid. Headquarters and Ross employees, who
    permanently change duty stations outside their respective localities
    and later return to Headquarters or Ross in a permanent duty status,
    may re-enroll without paying the initiation fee (this also applies
    to Vancouver Mall employees who are members of the Headquarters or
    Ross facilities). Employees on temporary duty that precludes their
    access to the on-site facilities for over 60 days may request
    temporary stoppage of their monthly dues (bi-weekly payroll
    deduction). In medically prescribed cases where the employee is
    recuperating from injury, illness, or medical treatment that
    precludes use of the fitness centers, the monthly dues may be
    temporarily stopped for periods exceeding 60 days.

5.  **Exercise Equipment:** Fitness center equipment shall, at a
    minimum, provide appropriate aerobic and strength training
    capabilities that will improve and maintain a person's physical
    condition according to generally accepted fitness standards. The
    equipment shall be the property of BPA and inventoried accordingly.
    Equipment acquisition is the responsibility of the Human Capital
    Management office.

> []{.mark}

6.  **Program Activities:** The core fitness activities shall consist of
    a variety of aerobic fitness activities and strength training
    instruction that, when performed regularly, will improve and
    maintain a person's physical condition. Activities shall be of
    sufficient variety to benefit the greatest number of users during
    Fitness Center peak usage times.

7.  **Inter-agency Role:** In accordance with General Services
    Administration (GSA) policy regarding central facilities and
    services in multiple-tenant buildings, BPA will take the lead in
    arranging, with other tenants of the Eastside Federal Building
    Complex, the co-operative use of the Headquarters Fitness Center.

8.  **Fitness Center Space:** BPA and other federal tenants of the
    Eastside Federal Building Complex will provide the building space
    for the fitness facility. Space includes utilities, building
    maintenance, and janitorial services.

9.  **Locker Room Administration:** The Fitness Center will strive to
    maintain a clean locker room environment and efficient use of the
    storage lockers that is beneficial to all users. Unassigned storage
    lockers in the 905 and 911 buildings will be available to Fitness
    Center members on a day-use basis. Regular bicycle commuters may
    register with the Fitness Center for assigned storage lockers as may
    be available in the 905 building.

10. **Travel Status:** On-site fitness members may be reimbursed by BPA
    for a portion of off-site facility expenses incurred while in travel
    status. The IFP requirement is waived for on-site members in travel
    status. Employees must claim fitness expenses on BPA 3792.05e, not
    on their travel vouchers.

> []{.mark}

A.  **Off-Site Services:**[]{#__RefHeading___Toc150069769 .anchor}

> []{.mark}

1.  **Eligibility:** Employees may use off-site fitness services only if
    on-site facilities are not available. Therefore, BPA field employees
    (i.e., employees not duty-stationed at Headquarters or Ross) and
    employees stationed at the BPA Vancouver Mall offices may be
    reimbursed by BPA the partial cost of off-site fitness facilities.
    (Note: If Vancouver Mall employees choose to enroll in either BPA
    on-site fitness center at Ross or Headquarters, they are not
    eligible for the off-site reimbursement option.)

2.  Headquarters and Ross employees are generally not eligible for
    reimbursable off-site fitness activities (unless in travel status);
    however, they may use off-site facilities in lieu of the Portland
    and Ross on-site facilities (cannot use both options), in the
    following circumstances:

> []{.mark}

-   The employee provides current, management-approved, documentation
    from a medical practitioner indicating swimming would improve
    his/her physical condition. The employee's manager at his/her
    discretion may require subsequent medical documentation. Swimming
    may be prescribed as the employee's primary aerobic exercise
    activity.

-   The employee is in a continuous travel status (e.g., construction)
    and his/her work schedule precludes reasonable access to the on-site
    fitness centers.

-   The employee is in a position that requires regular work on
    rotating, evening, or extended shifts and the work schedule
    precludes reasonable access to the on-site fitness centers.

> []{.mark}

3.  **Approved Facilities and Activities:** Off-site fitness activities
    may be obtained from commercial health clubs, schools, community
    centers, and park/recreation programs. Activities that meet the
    definition of aerobic activities are: aerobic classes (includes
    martial arts), bicycling, calisthenics, swimming,
    racquetball/handball, rowing, running/jogging, stair climbing,
    tennis, and walking. Approved strength training activities include
    weight lifting and variable-resistance strength training machines.

4.  **Reimbursable Fees:** BPA will reimburse the employee for the
    partial cost of off site fitness activities paid for and used by the
    employee. Services paid for in yearly blocks become reimbursable as
    the services are used. Reimbursable health club fees are based on a
    single-person rate. Reimbursements are considered wages, and income
    taxes will be withheld. Sales tax, accessory fees (e.g., locker
    rental, towels, childcare, parking, beverages, etc.), and family
    member fees are not reimbursable. (Note: Two or more employee family
    members enrolled in a family membership plan may claim reimbursable
    expenses -- see paragraph on Family Membership Plans).

5.  **Reimbursable fee percentages and amounts are as follows:**

> []{.mark}

-   **Monthly Dues:** BPA will reimburse 50 percent of the monthly
    fitness facility membership dues or non-membership user fees paid by
    the employee, not to exceed \$25 per month. Fees claimed while in
    travel status will be included in the \$25 limit.

-   **Initiation Fees:** BPA will reimburse, one time only, 50 percent
    of a fitness facility initiation fee or other start-up fee paid by
    the employee, not to exceed \$75. If the employee enrolls in a new
    facility as a result of a change in duty station to another
    geographical area, the one time restriction is waived. If the
    employee changes fitness facilities for any other reason, they are
    not eligible to receive an additional reimbursement.

> []{.mark}

6.  **Family Membership Plans:** Employees enrolled in fitness facility
    membership plans for families are reimbursed at the single-person
    membership rate up to the \$25 monthly limit. If more than one
    employee claims the reimbursable cost for the same family
    membership, the total amount paid is divided by the number of
    employees claiming reimbursement (two, in most cases). The
    reimbursement is the lesser of 1/2 of that amount or 1/2 the rate
    for a single person, up to the \$25 monthly limit.

7.  **School Programs:** BPA-approved fitness activities may be accessed
    through community schools and institutions of higher learning (i.e.,
    community colleges). A class taken for one school term only is
    reimbursable, within the authorized limits, if the activity supports
    the Individual Fitness Plan. An employee may also enroll in the same
    class repeatedly to achieve the IFP goal.

> []{.mark}

-   **Academic Credit:** Cost reimbursement for activities taken for
    academic credit will only cover the basic cost of the class, not any
    supplemental tuition or certification charges.

-   **Financial Assistance:** IFP activities are not reimbursable if the
    employee is a student receiving other sources of financial support
    (e.g., tuition assistance, internships, etc.) for the
    class/activity.

> []{.mark}

8.  **Enrollment Procedure:** Employees must complete an Individual
    Fitness Plan (BPA F3792.04e), signed by the employee's current
    manager, indicating the preferred aerobic and strength training
    activities reimbursable by BPA. The IFP is kept on file with the
    manager to validate reimbursable payments. An IFP will be
    renewed (1) when the employee or manager changes his/her permanent
    position terminating the supervisory relationship; or (2) the
    employee's manager requests new/updated documentation of a medically
    certified need for swimming.

9.  **Reimbursement Procedure:** The employee initiates the
    reimbursement process by submitting a BPA 3792.05e, Application for
    Reimbursement of Physical Fitness Program Fees, to the appropriate
    manager with original vendor receipts describing the services paid,
    and a copy of the employee's Individual Fitness Plan. The manager
    verifies that (1) the employee's IFP is signed by the current
    manager, (2) the claim complies with the employee's IFP, and, (3)
    claimed expenses are valid, accurate, and within monthly limits. The
    manager then forwards the claim to Payroll where the after-tax
    amount is added to the employee's next paycheck. Employees may
    submit reimbursable claims monthly, quarterly, or at other
    management-determined intervals after the services have been used.
    Fitness claims may not be submitted on travel vouchers.

10. **Travel Status**: Employees with approved Individual Fitness Plans
    may use off site fitness facilities while in travel status and be
    reimbursed as referenced under Reimbursable Fees and Amounts -- NTE
    \$25 total per month, including membership reimbursement fees. Field
    employees in travel status may access the Headquarters and Ross
    fitness facilities, without user fees, by contacting the
    Headquarters Fitness Center. Traveling employees should first use
    the fitness facilities at their place of lodging or BPA on-site
    fitness centers before seeking reimbursement for other facilities.
    Reimbursable fitness fees are claimed on BPA 3792.05e, not on travel
    vouchers. Travelers accessing off-site fitness services may use
    Government vehicles in accordance with BPA Property Manual, Vol.4;
    paragraph 1.10 D. (2)(e).

> []{.mark}
>
> []{.mark}

IV. **SUPPORT SERVICES AND STANDARD OPERATING PROCEDURES FOR BICYCLE
    COMMUTERS**[]{#__RefHeading___Toc150069770 .anchor}

[]{.mark}

A.  **Eligibility:** BPA employees and on-site contractors who bicycle
    as their regular mode of commuting to work may use the 905 building
    Fitness Center shower facilities and designated lockers without
    charge. Fitness Center membership is not required. Assigned storage
    lockers are available upon request of the Fitness Center.
    Participating commuters must be responsible for:

-   signing up at the Fitness Center to obtain locker room access;

-   registering for an assigned storage locker, annually;

-   following Fitness Center locker usage guidelines;

-   upholding common sense hygienic standards and courtesy that help
    sustain a satisfying locker room atmosphere; and

-   cooperating with Fitness Center staff in their efforts to maintain
    efficient use of the lockers and a clean locker room.

> []{.mark}
>
> (Note: Storage lockers for bicycle commuters, separate from the
> Fitness Center, are provided in support of the BPA Transportation
> Program at the west end of level B-2 in the 905 building garage.)
>
> []{.mark}

A.  **Locker Room Access:** The Fitness Center will arrange access to
    the 905 building locker rooms for bicycle commuters upon request.
    Commuters will need to register with the Fitness Center.

B.  **Locker Registration:** Storage lockers will be assigned by the
    Fitness Center as available in the 905 building for up to one-year
    intervals that begins each January. When the registered commuter
    does not use the locker for a period exceeding 30 days during the
    course of the year, the commuter should inform the Fitness Center
    and remove all contents from their assigned locker until such time
    that the registered commuter uses the locker again.

C.  **Locker Cleaning:** The Fitness Center will notify commuters having
    assigned lockers of dates for locker cleaning and sanitizing, at
    least 2 weeks in advance. Users will be requested to remove their
    belongings from their lockers by the end of the day before the
    cleaning. Normally, cleaning will be scheduled on a Friday evening
    and the lockers will be available again the next workday.

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V.  **REFERENCES**[]{#__RefHeading___Toc150069771 .anchor}

> Title 5, U.S. Code, Part III, Subpart F, Chapter 79, Section 7901
> (Employees, Labor Management and Employee Relations, Services to
> Employees, Health Services Programs)

Kimberly Leathley

Acting Chief Human Capital Officer