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U.S. Department of Labor Office of Workers’ Compensation Programs 

Division of Energy Employees Occupational 

Illness Compensation 

Washington, DC 20210

RELEASE – TRANSMISSION OF FEDERAL (EEOICPA) PROCEDURE 

MANUAL VERSION 5.0: 

EEOICPA TRANSMITTAL NO. 21-01 April 2, 2021

EXPLANATION OF MATERIAL TRANSMITTED:

The Division of Energy Employees Occupational Illness Compensation (DEEOIC) is issuing this 

transmittal to notify staff of the publication of Federal (EEOICPA) Procedure Manual (PM)

Version 5.0 (v5.0) which replaces v4.3, effective the date of publication of this transmittal.

Following are the content edits that make up PM v5.0: 

• Chapter 12 – Representative Services

o Exhibit 12-1 has been edited to include language that complies with 29 CFR Part 71.2

regarding requests being signed as an unsworn declaration under penalty of perjury.

o Ch. 12.2c has been edited to clarify the process by which Authorized Representative 

(AR) and/or Power of Attorney (POA) information is validated within the Energy 

Compensation System (ECS). The language in v4.3 previously read:

c. Authorization in Writing. Any representative appointment must be in writing. 

The information that is necessary for a claimant to appoint a representative is the 

representative’s name, mailing address, and telephone number. The claimant is 

to date and sign the request. The claimant may appoint a representative by filling 

out the “Authorization for Representation/Privacy Act Waiver” (Exhibit 12-1), 

but use of this is not required. If the appointing document does not contain the 

representative’s full name, telephone number and address, the CE obtains that 

information. Upon receipt of an AR notification, the CE or FAB staff person must 

enter the AR’s information into the ECS. 

It has been updated in v5.0 to:

c. Authorization in Writing. Any representative appointment must be submitted in 

writing. The information that is necessary for a claimant to appoint a 

representative is the representative’s name, mailing address, and telephone 

number. The claimant is to date and sign the request. The claimant may appoint 

a representative by filling out the “Authorization for Representation/Privacy Act 

Waiver” (Exhibit 12-1), but use of this form is not required. If the appointing 

document does not contain the representative’s full name, telephone number and 
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address, the CE or FAB staff person obtains that information. The CE or FAB 

staff person is to determine within ECS whether DEEOIC has the AR registered 

with known contact information that the CE or FAB staff person can assign to the 

case file record or that a new AR entry is necessary. After inputting new AR 

contact information, a DO or FAB manager will validate the entry.

o Chapter 12.5 has been edited to refer to the fact that a POA is to be registered in ECS

with a cross-reference to the Document ID of the Solicitor’s response within the OWCP 

Imaging System (OIS). The language in v4.3 previously read:

5. Authority of an Attorney-in-Fact or Legal Conservator/Guardian. A person with 

POA to act in the name of the claimant is an “attorney-in-fact.” There are also other 

types of legal designations that may exist such as a conservator or guardian. In any of 

these situations, a written instrument has to exist that grants legal authority for someone 

to act on behalf of another. The written instrument will include language that describes 

the specific authorities granted for one person to act on behalf of another, and can be 

different from one situation to another. A general POA authorizes one person to have 

complete authority to act on someone’s behalf on all matters, including signing 

documents and forms. In a special or limited POA, the authority to act may be limited to 

particular topics. Therefore, if an individual claims to have POA or some other legal 

authority to act on behalf of a claimant, the CE or FAB staff person must obtain a copy of 

the document conferring such authority. He or she must carefully examine the document 

to determine the scope of the legal authority granted. The CE or FAB staff person is to 

recognize any POA or other legal appointment, if the document upon which that 

appointment is made, conveys broad powers for the appointee to act on behalf of the 

claimant. Once the CE or FAB staff person receives documentation supporting the 

claimant has a POA, they will then update ECS with the new POA information. In those 

situations where the CE or FAB staff person determines that the legal authority of a 

person to act on behalf of a claimant is limited to a particular function that does not 

allow for engagement on the DEEOIC claim, he or she sends a letter to the claimant. 

The letter is to communicate what the concern(s) are regarding the appointment and is to 

specify what communication between the DEEOIC and the attorney-in-fact (or courtappointed representative) will and/or will not occur. In those situations where the CE or 

FAB staff person is unsure of the authority granted to a person to serve on behalf of a 

claimant or of the legal sufficiency of a document, he or she may consult with the Policy 

Branch for guidance.

a. Form EN-20. In any situation where a person other than the specified 

payee is signing Form EN-20, the CE must submit the documents 

purporting to grant such power for review by the SOL to ensure that they 

are valid under the applicable state law. 

When preparing documents for review by the SOL, the referring CE or 

staff person is to include as part of the referral package, a routine or 

terminal memo for review by the SOL (Exhibit 12-2). The referring CE or 

staff person uploads the memo to OIS and also sends a notification via 
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OIS to the designated NO staff person. Upon receiving the notification in 

OIS, the NO staff person verifies the information and refers a printed copy 

of the POA package to SOL. Once SOL processes the POA and returns 

the copy to the NO staff person, the NO staff person bronzes the Solicitor’s 

response into OIS, indexing the document(s) as Category “Adjudication 

Documents.” The Subject is “SOL opinion.” The Description is “POA 

review memo from SOL for (payee name).” The document is to be left in 

an Unreviewed status in OIS for identification by the assigned CE.

It has been updated in v5.0 to:

5. Authority of an Attorney-in-Fact or Legal Conservator/Guardian. A person with 

POA to act in the name of the claimant is an “attorney-in-fact.” There are also other 

types of legal designations that may exist such as a conservator or guardian. In any of 

these situations, a written instrument must exist that grants legal authority for someone to 

act on behalf of another. The written instrument will include language that describes the 

specific authorities granted for one person to act on behalf of another, and can be 

different from one situation to another. A general POA authorizes one person to have 

complete authority to act on someone’s behalf on all matters, including signing 

documents and forms. In a special or limited POA, the authority to act may be limited to 

particular topics. Therefore, if an individual claims to have POA or some other legal 

authority to act on behalf of a claimant, the CE or FAB staff person must obtain a copy of 

the document conferring such authority. He or she must carefully examine the document 

to determine the scope of the legal authority granted. The CE or FAB staff person is to 

recognize any POA or other legal appointment, if the document upon which that 

appointment is made, conveys broad powers for the appointee to act on behalf of the 

claimant. 

Once the CE or FAB staff person receives a legal document for a person to act on behalf 

of a claimant, he or she will determine if that person is already registered in ECS as an 

attorney-in-fact, conservator or guardian and, if found in the registry, assign that person

to the case record. If the CE or FAB staff person determines that a legal instrument

designates an unregistered person to act on behalf of the claimant, they are to input into 

ECS the contact information for that individual. ECS requires a manager to validate the 

accuracy of any new attorney-in-fact, conservator or guardian added to ECS.

In those situations where the CE or FAB staff person determines that the legal authority 

of a person to act on behalf of a claimant is limited to a particular function that does not 

allow for engagement on the DEEOIC claim, he or she sends a letter to the claimant. 

The letter is to communicate what the concern(s) are regarding the appointment and is to 

specify what communication between the DEEOIC and the attorney-in-fact (or courtappointed representative) will and/or will not occur. In those situations where the CE or 

FAB staff person is unsure of the authority granted to a person to serve on behalf of a 

claimant or of the legal sufficiency of a document, he or she may consult with the Policy 

Branch for guidance.
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a. Form EN-20. In any situation where a person other than the specified 

payee is signing Form EN-20, the CE must submit the documents 

purporting to grant such power for review by the SOL to ensure that they 

are valid under the applicable state law. 

When preparing documents for review by the SOL, the referring CE or 

staff person is to include as part of the referral package, a routine or 

terminal memo for review by the SOL (Exhibit 12-2). The referring CE or 

staff person uploads the memo to OIS and also sends a notification via 

OIS to the designated NO staff person. Upon receiving the notification in 

OIS, the NO staff person verifies the information and refers a printed copy 

of the POA package to SOL. Once SOL processes the POA and returns 

the copy to the NO staff person, the NO staff person bronzes the Solicitor’s 

response into OIS, indexing the document(s) as Category “Adjudication 

Documents.” The Subject is “SOL opinion.” The Description is “POA 

review memo from SOL for (payee name).” The document is to be left in 

an Unreviewed status in OIS for identification by the assigned CE. The 

CE will also update ECS with the OIS Document Identification Number of 

the Solicitor’s response verifying that someone is permitted to sign the 

EN-20 on behalf of a claimant.

• Chapter 14 – Establishing Special Exposure Cohort Status

o Ch. 14.4a(2)(a) has been edited to add clarity about the scope of Special Exposure Cohort

class coverage at the Oak Ridge K-25 plant. The language in the final paragraph of Ch. 

14.4a(2)(a) within v4.3 previously read:

Documentation shows the presence or active processing of materials that emitted 

radiation at the sites for these dates. 2/1/1992 represents the date that DOE implemented 

uniform radiation protection practices consistent with current industry practices and 

regulations. The 12/1987 date referenced for the Oak Ridge K-25 plant corresponds to 

the cessation of uranium processing operations.

It has been updated in v5.0 to:

Documentation shows the presence or active processing of materials that emitted 

radiation at the sites for these dates. 2/1/1992 represents the date that DOE 

implemented uniform radiation protection practices consistent with current 

industry practices and regulations. The 12/1987 date referenced for the Oak 

Ridge K-25 plant corresponds to the cessation of uranium processing operations. 

From 12/1987 through 02/1/1992, SEC class coverage for a K-25 employee must 

either document his or her radiation monitoring with a dosimetry badge or 

establish that the employee had exposures comparable to a job that was 

monitored through the use of a dosimetry badge. During this period at K-25, the 

CE cannot assume that the employee had exposures to radiation comparable to a 

job that was monitored with a dosimetry badge.
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o Exhibit 14-1 has been updated to comply with the above.

• Chapter 15 – Establishing Toxic Substance Exposure and Causation

o Bulletin 20-08, which updated presumption language for Asthma and Parkinsonism

within Exhibit 15-4: Exposure and Causation Presumptions with Development Guidance 

for Certain Conditions, has been incorporated. 

o Bulletin 21-01, which added additional labor categories with significant exposure to 

asbestos based on their job tasks, and modified exposure criteria for the presumptive 

standard for non-Hodgkin’s lymphoma linked to lindane (1,2,3,4,5,6-

Hexachlorocyclohexane) within Exhibit 15-4: Exposure and Causation Presumptions 

with Development Guidance for Certain Conditions, has been incorporated. 

• Chapter 16 – Developing and Weighing Medical Evidence

o Chapter 16.5a(1) has been edited to remove reference to a Contract Medical 

Consultant (CMC). The language in v4.3 previously read:

(1) Establishment of a diagnosis requires that a physician interpret available clinical 

and diagnostic evidence to identify a disease or disorder. Alternatively, signs and 

symptoms are abnormalities that a physician may use to form a judgment of 

medical diagnosis. A claimed illness filed by a claimant that medical evidence 

establishes as a finding, sign or symptom is not necessarily a diagnosed 

condition. In those instances where unclear evidence exists whether the CE 

should categorize the claimed condition as a medical diagnosis or not, the CE is 

to seek clarification from the claimant’s physician or a CMC. 

It has been updated in v5.0 to:

(1) Establishment of a diagnosis requires that a physician interpret available clinical 

and diagnostic evidence to identify a disease or disorder. Alternatively, signs and 

symptoms are abnormalities that a physician may use to form a judgment of 

medical diagnosis. A claimed illness filed by a claimant that medical evidence 

establishes as a finding, sign or symptom is not necessarily a diagnosed 

condition. In those instances where unclear evidence exists whether the CE 

should categorize the claimed condition as a medical diagnosis or not, the CE is 

to seek clarification from the claimant’s physician.

• Chapter 19 – Eligibility Requirements For Certain Uranium Workers

o Ch. 19.8a has been edited to address an incorrect Procedure Manual reference. The 

language in v4.3 previously read: 

a. Covered employment under Part E extends to RECA Section 5 workers as 

delineated in 2.b(1)-(3) of this chapter. When assessing a claim involving RECA 
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Section 5 coverage, the CE applies the following to his or her analysis of the 

evidence:

It has been updated in v5.0 to:

a. Covered employment under Part E extends to RECA Section 5 workers as 

delineated in 2.a(1)-(4) of this chapter. When assessing a claim involving RECA 

Section 5 coverage, the CE applies the following to his or her analysis of the 

evidence:

• Chapter 21 – Impairment Ratings

o Ch. 21.4d(2) has been updated to reflect the credentialing change for impairment rating 

physicians. The American Academy of Disability Evaluating Physicians (AADEP) no 

longer exists. The language in v4.3 previously read:

(2) Rating Physician Qualification. A physician who performs an impairment 

evaluation must satisfy certain criteria. In order for a CE to accept an 

impairment rating, the rating physician must hold a valid medical license and 

Board certification/eligibility in his/her field of expertise (e.g., toxicology, 

pulmonary, neurology, occupational medicine, etc.). In addition, the physician 

must meet at least one of the following criteria: certified by the American Board 

of Independent Medical Examiners (ABIME); certified by the American Academy 

of Disability Evaluating Physicians (AADEP); possess knowledge and experience 

in using the AMA’s Guides; or possess the requisite professional background and 

work experience to conduct such ratings. 

(a) A CE may determine the qualifications of the physician upon receipt of a 

letter or a resume demonstrating that the physician has a medical license 

and meets the requisite program requirements. There is no need to submit 

copies of his/her medical license or other certification. 

(b) If a physician does not possess ABIME or AADEP certification, the 

physician must submit a statement certifying and explaining his/her 

familiarity and years of experience in using the AMA’s Guides. 

It has been updated in v5.0 to:

(2) Rating Physician Qualification. A physician who performs an impairment 

evaluation must satisfy certain criteria. In order for a CE to accept an 

impairment rating, the rating physician must hold a valid medical license and 

Board certification/eligibility in his/her field of expertise (e.g., toxicology, 

pulmonary, neurology, occupational medicine, etc.). In addition, the physician 

must meet at least one of the following criteria: certified by the American Board 

of Independent Medical Examiners (ABIME); possess knowledge and experience 

in using the AMA’s Guides; or possess the requisite professional background and 
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work experience to conduct such ratings. 

(a) A CE may determine the qualifications of the physician upon receipt of a 

letter or a resume demonstrating that the physician has a medical license 

and meets the requisite program requirements. There is no need to submit 

copies of his/her medical license or other certification. 

(b) If a physician does not possess ABIME certification, the physician must 

submit a statement certifying and explaining his/her familiarity and years 

of experience in using the AMA’s Guides. 

o Exhibit 21-2 has been updated to comply with the above change.

o Exhibit 21-4, Page 3, regarding Chronic Obstructive Pulmonary Disease (COPD) 

[Emphysema and Chronic Bronchitis] Asbestosis, and Other Chronic Respiratory 

Conditions, has been updated to conform with language in Bulletin 19-02 that 

communicates exception options. The language in v4.3 previously read:

Chronic Obstructive Pulmonary Disease (COPD) [Emphysema and Chronic Bronchitis] 

Asbestosis, and Other Chronic Respiratory Conditions must have the following reported 

within the past twelve months before impairment rating can take place:

It has been updated in v5.0 to:

Chronic Obstructive Pulmonary Disease (COPD) [Emphysema and Chronic Bronchitis] 

Asbestosis, and Other Chronic Respiratory Conditions must have the following reported 

within the past twelve months (except in limited circumstances due to the medical 

inability of a patient to perform the test or the unavailability of recent test results due to 

the death of the employee) before impairment rating can take place:

• Chapter 25 – FAB Review Process

o Ch. 25.7a-d(4) has been revised in its entirety to provide information about a new FAB 

process for scheduling hearings. The language in v4.3 previously read: 

7. Hearing Requests. An oral hearing permits the claimant, his or her AR, and any 

witnesses to voice objections to a HR.

a. Initial Handling of Hearing Requests. When a timely request for an oral 

hearing is received in the DO, action is immediately taken to forward the 

request to the FAB-NO. The referring office makes note of any special 

requests or needs of the claimant. The hearing scheduler tracks incoming 

requests for oral hearings and assigns the hearing to an HR in one of the 

five FAB offices. 
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b. Acknowledgement. Following the assignment of a hearing request to a 

FAB hearing scheduler, the hearing scheduler sends an acknowledgement 

letter to the claimant and any AR confirming receipt of the hearing 

request. Each claimant party to the FD is to be sent an acknowledgment. 

The acknowledgement must be sent 30 days prior to the date of the 

hearing and includes the following notifications: 

(1) The hearing will be conducted within 200 miles roundtrip of the 

claimant’s residence, absent compelling reasons to the contrary. 

(2) All sworn testimony offered during the hearing will be transcribed 

for inclusion into the case file. 

(3) The FAB, at its discretion, may schedule a telephone or video 

conference hearing. See paragraph d(2) below. 

(4) If the claim involves multiple claimants, each is allowed to 

participate in the hearing. 

c. Hearing Assignments. The hearing scheduler may assign a hearing to an 

HR from any one of the five FAB offices. The hearing scheduler sends a 

hearing acknowledgment letter, schedules a date and time for the hearing, 

reserves the physical space for the proceedings, arranges for a court 

reporter to record the proceedings, and transmits the entire case file to the 

assigned HR. All pertinent information relating to the hearing and related 

correspondence is captured in ECS. 

d. Scheduling. Each claimant is provided written notice of the hearing at 

least 30 days prior to the scheduled date (unless waived by the claimant); 

advised that a one week notice must be provided to the FAB should he or 

she desire a person(s) other than himself or herself and his or her AR to 

attend the hearing; and advised that no independent video or audio 

recording of the hearing is allowed. See Exhibit 25-1 and Exhibit 25-2 for 

Sample Hearing Notice letters. 

(1) Travel to Hearing. While the FAB will try to set the hearing within 

a reasonable distance of the claimant, the claimant may be 

required to travel up to 200 miles roundtrip to attend the hearing. 

There is no reimbursement to the claimant for the expense of this 

travel. However, if an unusual circumstance causes the FAB to 

schedule a hearing that requires the claimant to travel more than 

200 miles roundtrip, OWCP will reimburse him or her for 

reasonable and necessary travel expenses as outlined in 20 C.F.R 

30.314(2). 
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In instances when multiple claimants request a hearing, the 

hearing is scheduled nearest the first claimant who requested a 

hearing. The remaining claimants are given the option to attend 

the hearing in person or participate via telephone. 

(2) Telephonic and Video Conference Hearings. A hearing may be 

conducted by telephone or video conference at the FAB’s 

discretion, or by claimant request. Only the hearing scheduler can 

schedule such a hearing, which will include all the aspects of an 

in-person hearing. 

(3) Scheduling Changes. The FAB will entertain any reasonable 

request for scheduling the time and place of a hearing, but such 

requests should be made when the hearing is requested. The 

hearing scheduler will make every effort to accommodate the 

scheduling request of the claimant. An in-person hearing may be 

changed to a telephone hearing if a claimant or AR so requests. 

This change must be coordinated through the hearing scheduler. 

Once the hearing has been scheduled and written notice has been 

mailed, it cannot be postponed at the claimant’s request for any 

reason except as indicated in paragraph 4 below. However, the 

hearing scheduler may accommodate minor scheduling changes 

requested by a claimant or AR. 

HRs may not independently make changes to the scheduled 

hearing time or place without supervisory approval. The change 

request must be made to the HRs supervisor and the supervisor 

will contact the hearing scheduling unit supervisor. 

The HR contacts the claimant(s) by telephone prior to the hearing 

to confirm they are planning to attend the hearing at the arranged 

date, time and location. 

(4) Postponing a Hearing. The FAB may grant a postponement of a 

hearing when the claimant or his or her AR has a medical reason 

that prevents attendance or when the death of the claimant’s 

parent, spouse or child prevents attendance. The claimant or AR 

should provide at least a 24 hour notice. The FAB will make every 

effort to accommodate timely requests to postpone a hearing. 

In such cases, a new hearing will be set for the next hearing trip. 

Hearing scheduling unit supervisor approval is needed to postpone 

a hearing.

It has been updated in v5.0 to:
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7. Hearing Requests. An oral hearing permits the claimant, his or her AR, and any 

witnesses to voice objections to a HR.

a. Initial Handling of Hearing Requests. FAB management is responsible 

for coordinating the assignment of a case file record to an HR once a DO 

has issued a RD. Upon upload into OIS of a timely written request for an 

oral hearing in response to the issuance of a recommendation of the DO, 

the assigned HR becomes responsible for coordinating the scheduling of 

the hearing. If for whatever reason the case file requires transfer to a 

different HR, or if for whatever reason the case is not assigned to an HR 

at the time a hearing request is received, FAB management is responsible 

for coordinating the assignment of the case file record to an HR, who shall 

then be responsible for scheduling the hearing.

 

b. Acknowledgement. Once the timely written request is uploaded into OIS, 

the HR assigned to the case telephones the claimant, or AR, to 

acknowledge receipt of the hearing request. The HR is to engage with the 

claimant, or AR, to settle on a mutually acceptable date and time for the 

hearing. As part of the communication with the claimant, the HR is to 

reach agreement on the hearing format (telephone, video, or in-person). 

If the claimant chooses to pursue an in-person hearing, the HR will 

discuss options available for locations for such a hearing. The HR is to 

record any arraignments in an ECS telephone call note. If the HR is 

unable to contact the claimant, or the claimant’s AR, the HR is to record 

at least two attempted calls in the ECS telephone log. The attempted calls 

should occur on two different days, at different times of day. In the event 

that the HR is unable to make verbal arrangements for the hearing, the 

HR proceeds with scheduling the hearing absent input of the claimant or 

their AR. In the event that multiple claimants in a case request a hearing, 

the HR contacts the claimant who made the request first, and coordinates 

the date, time, and location with that claimant.

c. Hearing Notification. Once the HR has arranged a hearing, the HR 

completes an internal referral document and forwards it to a Hearing 

Scheduler. Once the Hearing Scheduler receives the referral document 

from the HR, the Hearing Scheduler undertakes actions necessary to 

facilitate the hearing, arranging for a court reporter to record the 

proceedings, reserving physical space for the hearing if in-person or via 

video conferencing, or, for telephonic hearings, obtaining a single-use 

conference calling number. The Hearing Scheduler then prepares and 

mails a Notice of Hearing to the claimant and AR, updating ECS with the 

pertinent information relating to the scheduled hearing. The Hearing 

Scheduler then completes the referral document(s) received from the HR 

and emails a copy to the assigned HR. The Hearing Scheduler also 

attaches a copy of the finalized Notice of Hearing to the email. The 
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Hearing Scheduler is to upload all finalized documents, including the 

completed referral document from the HR, into the OIS. 

If the Hearing Scheduler cannot accommodate the requested hearing date 

for whatever reason, the Hearing Scheduler is to contact the HR and 

explain the need for a new date for the hearing. Under this circumstance, 

it may be necessary for the HR to contact the claimant to ascertain a new 

hearing date. Once the new hearing date is determined, the HR will 

contact the Hearing Scheduler to notify the HR of the new hearing date. 

The HR will then complete an updated referral document. 

(1) Within the hearing notice, FAB will provide each claimant written 

notice of the scheduled hearing including instructions for the 

hearing logistics (in-person, video, or telephone). The notice 

provides other important information about the hearing including 

the claimant’s rights to have other participants present. See 

Exhibit 25-1 and Exhibit 25-2 for a Sample Hearing Notice. 

d. Changes to the Scheduled Hearing. The assigned HR may consider a 

reasonable request to postpone a scheduled time and place of a hearing. 

The assigned HR may accommodate a scheduled hearing change; 

however, the claimant must document a convincing or compelling basis 

for any hearing postponement including the death of a close family 

member, documented illness, or some other justifiable explanation. The 

HR must receive clearance from a FAB management official to postpone a 

hearing. 

• Chapter 27 – Reopening Process

o Ch. 27.3c(5) has been updated to replace “permanent partial impairment” with “whole 

person impairment.” The language in v4.3 previously read: 

(5) New Medical Evidence. New medical records or documentation is submitted, 

which clearly establishes a diagnosis of a medical condition or the existence of a 

percentage of permanent partial impairment, previously denied in a FD due to 

insufficient medical evidence.

It has been updated in v5.0 to:

(5) New Medical Evidence. New medical records or documentation is submitted, 

which clearly establishes a diagnosis of a medical condition or the existence of a 

percentage of whole person impairment, previously denied in a FD due to 

insufficient medical evidence.
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• Chapter 33 – Compensation Payments

o Ch. 33.3b, regarding retention policy for EN-20s, has been deleted. As such, the 

remaining subsections of Ch. 33.3 have been renumbered accordingly.

o Ch. 33.8c has been updated to conform with DOLs document retention schedule. The 

language in v4.3 previously read:

c. Retention of Documents. Upon completion of any payment, both DO and NO staff 

will retain the original payment documents (excepting the EN-20) in accordance 

with the document retention schedule for OIS documents. (EN-20 forms will be 

retained by the FO, for a period of 3 years, as previously specified in 3a.)

It has been updated in v5.0 to:

c. Retention of Documents. Upon completion of any payment, both DO and NO staff 

will retain the original payment documents in accordance with the document 

retention schedule for OIS documents. 

• Chapter 35 – Overpayment Process

o Bulletin 19-05, which updated the address to which claimants submit payments, has been 

incorporated into the following exhibits:

 Exhibit 35-2: Sample Initial Overpayment Notification Letter - Without Fault

 Exhibit 35-3: Sample Initial Overpayment Notification Letter – At Fault

 Exhibit 35-4: Sample Letter to Non-Claimant Regarding Federal Debt

 Exhibit 35-8: Sample Overpayment Final Decision – Preliminary At Fault 

Determination Correct

 Exhibit 35-9: Sample Overpayment Final Decision – Without Fault – Waiver Denied

 Exhibit 35-11: Sample Overpayment Final Decision – Waiver Granted (Full or 

Partial) Based on Violate Equity and Good Conscience

• Chapter 36 – Debt Liquidation

o Bulletin 19-05, which updated the address to which claimants submit payments, has been 

incorporated into the following exhibits:

 Exhibit 36-1: Sample Second Demand Letter

 Exhibit 36-2: Sample Third Demand Letter
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 Exhibit 36-4: Sample Repayment Agreement

RACHEL D. POND

Director, Division of 

Energy Employees Occupational Illness Compensation