United States Department of Agriculture

Animal and Plant Health Inspection Service

Wildlife Services Directive 

WS 4.185

3/27/2023 

WS UNIFORM POLICY

1. PURPOSE

In accordance with Marketing and Regulatory Programs (MRP) policy on uniforms, this 

Directive sets requirements for establishing uniform allowances and wearing guidelines 

for Wildlife Services’ (WS) personnel. 

2. REPLACEMENT HIGHLIGHTS

This Directive replaces WS Directive 4.185, Uniform Standards and Guidelines, dated, 

December 11, 2012. 

3. AUTHORITY

Authorities regulating uniform allowances and the payment of such allowances: 

a. 5 U.S.C. 5901-5902, as amended, The Federal Employees Uniform Allowance Act 

b. 5 C.F.R. 591, Subpart A - Uniform Allowances

c. USDA Procurement Advisory No. 101B

d. MRP Directive 4591.1, Uniform Policy

Uniform allowances are dependent upon the approval of the annual Appropriations Bill,

or a continuing resolution as enacted by Congress or cooperative funding. 

4. BACKGROUND

The determination of using federal funds to purchase wearing apparel is based on the 

principle that every government employee is required to present themselves for official 

duty in proper attire according to the requirements of their position. Wearing apparel is 

the personal responsibility of the employee, but there are certain items, required by the 

nature of the job, which the government should furnish. If, under these limited 

circumstances, a clothing item is required, then an exception is allowed for items 

designated as uniforms or protective clothing, provided these items meet certain specific 

and strict requirements. The three basic types of wearing apparel are: ordinary wearing 

apparel/normal business work attire; protective clothing and equipment; and uniforms 

(MRP Directive 4591.1). 

5. POLICY

a. When uniforms are required for the performance of official duties WS will provide 

allowances for personnel to buy or replace uniforms. 
Wildlife Services Directive 4.185 2 

b. Supervisors must determine which positions require uniforms and define the uniform 

component types and quantity allowed for that position. 

c. WS personnel who may be required to wear uniforms to perform official duties 

include those: 

(1.) Involved in wildlife management field work;

(2.) Involved in emergency deployments or projects; and 

(3.) As determined by supervisors, who are in contact with the public and require 

identification via a uniform while performing official duties. 

d. Supervisors must determine the annual uniform allowance amount before establishing 

the open timeframe to order uniforms. 

e. Uniform allowance must not exceed the current USDA authorizing amount of $800

per fiscal year, per employee. It is not anticipated or required that every employee 

who must wear a uniform will receive the maximum program or Department rate.

(With Congressional approval, the annual uniform allowance can change, updates 

will appear under 5 C.F.R. 591 Subpart A.) 

f. The annual uniform allowance period is by fiscal year. Any unused uniform 

allowance balance must not carry over from one fiscal year to the next. 

g. Personnel who may require uniform items for occasional outreach, stakeholder 

interactions, site visits, and other special projects, are not entitled to an annual

uniform allowance. 

h. Personnel must notify their supervisor of circumstances potentially requiring changes 

to uniform allowances. 

i. Uniform annual allowances must be tracked by their respective program and/or 

employee.

j. WS must use the established Departmentwide contract with the approved vendor for 

all uniform purchases. WS programs must use the established vendor website to 

complete transactions using government purchase cards (GPC). 

k. WS must not: 

(1.) Establish separate contracts for uniform purchases; 

(2.) Provide reimbursement (i.e., SF-1164 process) of uniform expenses; 

(3.) Purchase ordinary wearing apparel/normal business work attire; or 

(4.) Provide footwear as a uniform component. 
Wildlife Services Directive 4.185 3 

6. WAIVER PROCESS

a. Any actions that deviate from uniform allowances or use of the approved vendor must 

submit a waiver to the WS Uniform Committee. Any employee deviations without a 

waiver can result in sanctions. 

b. Individual waivers are an option when: 

(1.) Employee’s size isn’t offered by the approved vendor; 

(2.) Employee experiences qualifying events (e.g., maternity); and

(3.) Personnel are working with other agencies or programs that have additional 

uniform requirements (i.e., personnel on TDY on military installations overseas, 

emergency response deployments, etc.). 

c. Uniform waiver request forms can be obtained from the WS Uniform Committee. 

Waiver requests must be approved by the employee’s supervisor and WS Uniform 

Committee. The Uniform Committee will have up to 14 days to review the request. 

Upon Committee approval the employee or program may purchase the requested 

items from the proposed alternative vendor using a GPC. 

d. All items purchased through a waiver process must be similar in style to uniform 

items in the current uniform offering. Tops and/or outerwear must follow the 

Department’s Visual Standards Guide, including the proper display of the USDA 

symbol. If applicable, uniform items will be sent to the approved uniform vendor for 

application of the USDA symbol. 

e. A copy of the receipt must be sent to the Committee in order to update the vendor’s 

employee uniform allowance. 

7. WEARING GUIDELINES

a. Personnel must only wear uniforms while on official duty.

b. Personnel must pay for uniforms to be altered, laundered, dry cleaned, and repaired. 

c. Personnel must wear a uniform shirt when uniforms are considered mandatory. 

Unless specifically required by their supervisor, other uniform items (i.e., pants, hats, 

belts, etc.) may be offered but are considered optional. 

d. Outerwear with an official USDA symbol must be approved uniform outerwear. 

Outerwear that is considered PPE (cold weather gear, rain gear, flame retardant, highvisibility vests/jackets, etc.) is not considered uniform components and can be 

purchased following PPE guidelines and worn without an official USDA symbol. If 

an official USDA symbol is desired on PPE outerwear, items will be sent to the 

approved uniform vendor for application. 

e. To maintain the professional image of WS, personnel are responsible to ensure that 

uniforms are properly worn and replaced as necessary. 
Wildlife Services Directive 4.185 4 

f. Supervisors will determine if shorts are an allowable uniform component. Walking 

shorts may be altered not more than 2 inches above the knee.

g. Uniforms and ordinary wearing apparel must be neat, clean, and in good repair at the 

start of duty.

h. Personnel must notify their supervisor when uniforms are no longer needed (i.e., 

retirement, new job, separation, and/or transfer). Supervisors may request all uniform 

apparel to return. The supervisor must deactivate the uniform account and ensure 

proper retention and disposal of uniforms. During the employee’s off-boarding 

process, returned uniforms will be documented on the APHIS Form 40, Employee 

Exit Inventory. 

i. Personnel who fail to follow uniform guidelines, use uniform items improperly, or 

misuse uniform allowances, will be verbally counseled by their supervisor and may 

be subject to additional disciplinary actions. 

j. This Directive does not prohibit employees from wearing appropriate non-uniform 

components (ordinary wearing apparel, normal business attire, PPE, etc.).

8. DEFINITIONS

a. Ordinary Wearing Apparel/Normal Business Work Attire: Normal business or work 

attire purchased at the discretion of the employee which may include clothing, attire, 

inner and outer garments, or garb. Agencies cannot use government funds to purchase 

apparel.

b. Protective Clothing and Equipment: Clothing or equipment required for employee 

safety and is considered either special clothing and equipment (SC&E) or personal 

protective equipment (PPE). This may include items to protect eyes, face, head, and 

extremities, protective clothing, respiratory devices, and protective shields and barrier 

between the individuals and a hazard that could result in an injury or occupational 

illness. Items of PPE must only be authorized after a “job hazard analysis” (JHA) has 

been completed specifically identifying the items as required mitigation to address a 

workplace hazard. To be authorized as SC&E, three conditions must be met:

(1.) The item must be “special” and not part of the ordinary and usual furnishings an 

employee may reasonably be expected to provide for themselves;

(2.) The item must be for the benefit of the Government; that is, essential to the safe 

and successful accomplishment of the work, and not solely for the protection of 

the employee; and

(3.) The item has been recommended as PPE or SC&E after a job hazard analysis has 

been completed, identifying potential hazards.

An appropriate JHA can be developed or obtained either from a supervisor, the 

WS Safety and Health Manager, or from the cooperator which requires specific 

PPE to be worn by those who work on their site. Several JHAs have already been 
Wildlife Services Directive 4.185 5 

developed by the WS Safety and Health Manager and can be found on the WS 

Intranet.

c. Uniform: A specified article or articles of clothing an employee is required by the 

Mission Area to wear to provide a distinctive and easily identifiable appearance in 

performing his/her job. A “uniform” does not include protective equipment required 

for the employee’s safety under 5 U.S.C. 7903, or normal business or work attire 

purchased at the discretion of the employee. To be considered a uniform, three 

conditions must be met:

(1.) The clothing item(s) must be specified;

(2.) Employees must be required to wear the uniform (not optional); and

(3.) The sole purpose of the apparel is to provide employees a distinctive and easily 

identifiable appearance.

10. SCOPE

This Directive is applicable to all WS personnel, official volunteers, contractors, and 

collaborators utilizing uniforms. This Directive does not apply to PPE or other safety 

items. 

11. INQUIRIES

Contact: 

WS Uniform Committee SharePoint or 

APHISWSUniformCommittee@usda.gov 

Janet L. Bucknall 

Deputy Administrator