United States Department of Agriculture

Agricultural Marketing Service

Federal Grain Inspection Service

Directive 4735.2 3-29-2021

Distribution: FGIS Originating Office: FMD PPMAB

The U.S. Department of Agriculture (USDA) prohibits discrimination in its programs on the basis of race, color, 

national origin, sex, religion, age, disability, political beliefs, and marital or familial status. (Not all prohibited 

bases apply to all programs.) Persons with disabilities who require alternate means for communication of program 

information (Braille, large print, audiotape, etc.) should contact USDA’s TARGET Center at (202) 720-2600 (voice and 

TDD).

To file a complaint, write to the USDA, Office of Civil Rights, Room 326-W, 1400 Independence Avenue, SW, 

Washington, DC 20250-9410, or call (202) 720-5964 (voice and TDD). USDA is an equal employment opportunity 

employer.

UNIFORM AND IDENTITY APPAREL AND DRESS CODE POLICY

Contents

UNIFORM AND IDENTITY APPAREL AND DRESS CODE POLICY ��������������������������������1

1. PURPOSE���������������������������������������������������������������������������������������������������������������������������

2. REPLACEMENT HIGHLIGHTS�������������������������������������������������������������������������������������������

3. BACKGROUND�������������������������������������������������������������������������������������������������������������������

4. POLICY �������������������������������������������������������������������������������������������������������������������������������

5. FURTHER INFORMATION ��������������������������������������������������������������������������������������������������
FGIS Directive 4735.2 3-29-2021

Page 2

1. PURPOSE

This directive establishes a standard dress code policy and a uniform and identity 

apparel program for Federal Grain Inspection Service (FGIS), Field Management 

Division (FMD) personnel

2. REPLACEMENT HIGHLIGHTS

This directive is updated to specify that Appropriated funds cannot be used to purchase 

apparel. Notification to the supervisor is required when uniforms are no longer needed. 

Employees may be requested to return all uniform apparel when uniform entitlement 

ceases. This directive supersedes FGIS Directive 4735.2, dated 12-19-20

3. BACKGROUND

The Federal Grain Inspection Service has a longstanding employee clothing program.

Prior to the establishment of FGIS, the Grain Division of the Agricultural Marketing 

Service provided coveralls to agricultural commodity graders who performed export 

stowage examinations to ensure their safety and provide ready identification as Federal 

inspectors. In response to requests from inspection personnel and to increase the 

professional appearance of FMD personnel, FMD in cooperation with the National 

Council of Federal Grain Inspection Locals, established a 1-year pilot clothing program 

in the New Orleans area that provided expanded clothing choices to employees. 

The pilot was designed to determine employee interest and obtain experience in 

implementing a voluntary clothing program. The pilot proved so successful that it was 

expanded to all Field Offices. Subsequently, the policy was revised to address specific 

spending limits for eligible employees and requirements for type of clothing to be worn 

by employees

FGIS management believes that the safety and professionalism of its employees are of 

paramount importance. To this end, FGIS issued this directive to establish a mandatory

uniform and identity apparel program that enhances the professional appearance and 

safety of FMD field personnel.

4. POLICY

It is FGIS policy that all FMD field employees who have regular contact with our 

customers and the public must always present a professional appearance in the 

performance of their duties. A standard mandatory dress policy benefits our customers 

by ensuring that official services are provided by readily identified FGIS inspectors.

The current FMD uniform program provides an annual allowance for eligible and 

participating employees to purchase specified uniform items from an FGIS contracted 

vendor. Employees eligible to participate in the uniform program include all permanent

full-time (including seasonal) inspection personnel and all part-time and intermittent 

agricultural commodity aids and technicians who have worked for FMD for at least 1,280 

hours within the last 2 years. All eligible employees and all intermittent employees 

that have been provided the uniform by the Field Offices required to follow the uniform 

dress code policy in performance of their duties. The uniform required is provided in the 

clothing catalog: polo or oxford style shirts, T-shirts, and coveralls. 
FGIS Directive 4735.2 3-29-2021

Page 3

T-shirts with the USDA logo that are provided in the clothing catalog may only be worn 

during stowage exams and manual sampling performed outdoors (e.g., probing, Ellis 

cup, and pelican sampling; there will be no exceptions). Embroidered shirts that are 

provided through the clothing program are the only acceptable shirts. Shirts must

be purchased through the clothing program with the USDA logo on them to identify 

employees. Employees are encouraged to continue to dress in the navy or khaki

slacks, although this is not required. Dark blue jeans with no holes, no writing, and no 

excessive wear are acceptable. 

Under the directive, an allotment of $200.00 is granted to all eligible field employees 

after the beginning of each fiscal year (FY) (approximately November 1) for purchasing 

uniforms from an approved catalog that is available on the Agency’s internal website. 

Appropriated funds cannot be used to purchase apparel. All clothing must be

purchased through the clothing website before August 1st of each FY. Unused 

allotments are not carried over to the next FY and are not reimbursable to the 

employee. Clothing that meets the new uniform requirements that was purchased in 

prior year’s clothing program is acceptable.

Steel toe workboots are not included in the uniform program. However, FGIS provides 

up to an additional $100 for steel toe work boots every 2 years at a maximum. 

Employees must purchase the boots and present a sales receipt and accompanying 

SF-1164 to the Field Office manager for reimbursement of the cost of the boots or $100, 

whichever is lower. Boots must be purchased and reimbursements submitted before 

August 1st of each FY. Intermittent employees who perform service in export elevators 

are eligible for reimbursement under the current steel toe boots policy

On or after November 1 of each FY (provided adequate funding is available for 

the uniform program), eligible employees will have internet access to the Agencydesignated supplier’s catalog of approved clothing and the custom order form. Eligible

employees who receive their $200 annual allotment for approved purchases are 

responsible for placing their own orders, making exchanges, or returning incorrect 

orders directly with the Agency-designated supplier. Eligible employees are also 

responsible for providing the packing slips within five working days upon receipt to the 

Field Office uniform coordinators. The FGIS approved uniform catalog can be viewed 

on the Agency’s internal website at www.usda-fgisuniform.com (FGIS Uniform Catalog) 

after the employee has established an account. Employee ordering ceases at the end

of July to allow for the FY ending accounting process. 

Participating employees are responsible for repair and cleaning of their uniforms

Agency supplied mandatory uniforms are required to be worn only while performing 

official duties, including appropriate meal periods, commuting between work locations, 

etc. Notify supervisor when uniforms are no longer needed (i.e, retirement, new job, 

separation, and transfer). Employees may be requested to return all uniform apparel 

when uniform entitlement ceases.

The Field Office manager will order, on a yearly basis, additional shirts to outfit new 

hires and part time and intermittent employees who otherwise are not eligible to 
FGIS Directive 4735.2 3-29-2021

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participate in the program but are required to follow the uniform dress code policy. 

Employees covered under the mandatory clothing/uniform program are required to 

participate and must adhere to requirements as specified in the directive. Failure to 

follow these instructions will reflect in performance appraisals. 

Examples of Clothing That Will Not Be Permitted

• Excessively worn clothing of any kind

• Holes in clothing 

• Athletic clothing such as sweat pants, gym pants, yoga pants, leggings, or gym shorts

• Camouflage clothing 

• Open toed shoes or sandals

• Overly revealing or provocative attire

• Tank tops, cut off shirts, shorts, cut off pants

• T-shirts (with the exception stated under POLICY on page two of this directive)

Departures from this policy are not permitted. Employees reporting for work in 

unacceptable attire will be required to change their clothing before performing assigned 

work. If the employee is unable to change without disrupting the flow of work, the 

employee may be sent home without pay or placed in leave status until the employee 

can return to work wearing proper attire. Repeated occurrences of reporting to work in 

nonconforming attire will result in disciplinary action. 

Return Policy and Instructions

FMD employees must follow the return policy and guidelines outlined by the clothing 

vendor. Generally, unaltered, unworn, and unlaundered items that do not meet 

expectations of quality or performance may be returned to the vendor within 30 days of 

receipt. Employees may make one return/exchange per fiscal year at FGIS expense.

Additional returns will be at the employee’s expense. The Field Office may have sizing 

examples available of several embroidered items that employees can try on prior to 

placing an order

5. FURTHER INFORMATION

Direct any questions concerning this directive to 

AMS - FGIS Policies Procedures and Market Anaysis Branch