GENERAL SERVICES ADMINISTRATION
Washington, DC 20405
HRM 9700.4
January 15, 2020
GSA ORDER
SUBJECT: Employee Assistance Program (EAP)
1. Introduction. The General Services Administration’s (GSA) Employee Assistance Program (EAP) is provided by Federal Occupational Health, a non-appropriated agency within the U.S. Public Health Service, a part of the U.S. Department of Health and Human Services. The program offers assistance for a variety of situations such as grief, job stress, drug addition, alcohol dependency, and mental health, emotional well-being, family matters, legal and financial problems. The EAP helps employees -- and their families when feasible -- with problems that may affect their well-being and their ability to do their jobs. Licensed or credentialed professional counselors provide no-cost face-to-face, short-term counseling to employees and family members. Counselors also provide referrals to community resources based on client needs, health insurance coverage, and financial resources.
2. Policy. Participation in EAP is voluntary and will not jeopardize the employee’s job security or promotional opportunities. Participation in EAP does not limit management’s right to proceed with any contemplated corrective action for failure to meet acceptable standards of work performance, attendance, or conduct. Furthermore, participation in EAP does not shield an employee from corrective action or from prosecution for criminal activities.
3. Cancellation. This Order cancels and supersedes GSA Order, OAD P 9700.4, Employee Assistance Program.
4. Scope and Applicability. The provisions of this Order apply to all GSA employees and their family members.
5. Referrals. There are two main types of referrals to EAP services:
a. Management-Initiated Referrals. Management-initiated referrals occur when a supervisor formally or informally suggests that an employee seek assistance from EAP. This may occur due to an employee’s disclosure of personal challenges or because of some deficiency in the employee’s job performance, productivity, conduct, or reliability.
(1) The Informal Referral. Informal referrals occur when a supervisor discusses his or her concerns with the employee and provides the EAP phone number, EAP website address, and/or brochure.
(2) The Formal Written Referral. Formal referrals occur when a supervisor makes a formal, written referral to the EAP as part of their effort to deal with employee job performance or conduct issues that seem to arise from personal problems.
b. Self-initiated Referrals. Self-initiated referrals occur when an employee requests assistance directly from the EAP, generally without consulting his or her supervisor. Self-initiated referrals may occur as a result of encouragement by a family member, a physician, a union official, or a co-worker.
6. Management Coaching Sessions. Counselors are available to provide guidance and consultation to help supervisors and managers identify, interact, discuss with, and refer employees with performance or conduct issues to the program.
7. Contact Information. Employees can call 800-222-0364 or 888-262-7848 (TTY) from anywhere in the United States and employees assigned overseas can call collect 314-387-4701 to receive immediate assistance, 24 hours a day, 365 days a year. Access to educational materials, self-assessment tools and specific information on available EAP services is online at http://foh4you.com/.
8. Confidentiality. The EAP is confidential in accordance with both state and federal laws, including the Privacy Act of 1974 and applicable Confidentiality Regulations (42 CFR 1A2). However, when clients disclose life-threatening situations, such as child or elder abuse, or threats of serious harm to themselves or others, counselors must report these disclosures as required by law. These situations are carefully outlined to employees during their first EAP session.
9. Disclosing Information. Under certain conditions, the EAP counselor may notify a supervisor that an employee kept an appointment with the EAP. The EAP counselor will not discuss any other personal information with an employee’s supervisor. If the employee signs a Release of Information or Authorization to Use or Disclose Protected Health Information (AUD) form, the supervisor may be informed about follow through with appointments, the dates of the appointments, and whether the employee has complied with the EAP counselor’s recommendations.
10. Maintenance of Records.
a. Records on employees who are referred by a supervisor for counseling must be kept in a secure room, or in a locked file cabinet, safe or electronic filing system, when not in use by the EAP counselor.
b. Official personnel folders should not include information concerning an employee's particular problems, alcohol or drug abuse issues, or efforts to rehabilitate him or her, except as it applies to specific disciplinary or adverse actions.
11. Disclosure of Illegal Activities. GSA does not condone illegal activity by employees that is contrary to Federal law and regulations. Any employee who observes or suspects illegal activity on Federal property, should immediately report this information to the Office of the Inspector General or the Federal Protective Service.
12. Relationship to Corrective Action.
a. The goal of the EAP as it relates to corrective action is to assist employees with issues that may be affecting their performance or conduct before formal action becomes necessary. While referral to EAP is recommended when an employee has performance or conduct issues, it is not required.
b. An employee’s participation in or referral to the EAP does not prohibit nor delay management from taking corrective action.
13. Implementing Actions. Implementation of this Order with respect to employees represented by a labor organization is contingent upon completion of appropriate labor relations obligations. Implementation of this Order must be carried out in accordance with applicable laws and regulations.
14. Responsible Office. EAP is an agency work-life program that is managed in GSA by the Office of Human Resources Management (OHRM). OHRM will provide guidance and information to employees on how to access EAP services.
15. Signature.
/S/_________________________________
ANTONIA T. HARRIS
Chief Human Capital Officer
Office of Human Resources Management
U.S. General Services Administration