EP 1130-2-500
27 Dec 96
10-7. Forms.
a. Optional Form 301, Volunteer Application for Natural Resources Agencies. This form
should be provided to all people who request information about the volunteer program. It is
designed to gather pertinent information on a potential volunteer's background and areas of
interest and skills. It can be used to screen applicants, to develop a file of potential volunteers or
to refer volunteers to other areas or agencies. Optional Form 301 can be obtained locally from
GSA sources.
b. ENG Form 4880-R, Agreement for Individual/Group Voluntary Services. This form is
the official document that legally enrolls an individual in the program and provides him or her with
federal protection in case of injury or tort claim. It must be completed and signed prior to
commencement of work by both the volunteer or organized group representative and the
accepting official for all volunteers, even for work projects of only a few hours duration. This
form is to be used when dealing with individual volunteers or sponsored groups. A list,
containing the name, address and signature of each group member who will be participating must
be attached. Also a complete, detailed description of the duties, conditions, and responsibilities
should be attached to this form. This is important in case questions arise on whether the
volunteer was acting within the scope of his/her assigned responsibilities. The document can be
modified at any time by mutual consent, but it must accurately reflect the duties of the volunteers
at all times. The acceptance/termination line at the bottom of the form serves two purposes. It
provides the accepting official with a means of officially terminating an agreement, if appropriate,
and it provides a legal record of when an agreement was terminated in case of a law suit or injury
claim. A copy of the agreement along with any revisions or amendments should be given to the
volunteer for his/her records. The original should be retained by the accepting official for a three-
year period. The inactive file is to protect against possible law suit or injury claim.
c. ENG Form 4881-R, Parental Approval. This form must be completed, signed, and
attached to the volunteer agreement of all volunteers under the age of eighteen years. This
requirement also applies to volunteers of organized groups. However, if the group leader has
already obtained a signed parental release, this can be used in place of ENG Form 4881-R.
d. ENG Form 4882-R, Volunteer Service Record. This form may be used to record
information regarding the service of individual volunteers.
e. ENG Form 4883-R, Certificate of Appreciation. This form may be used to recognize
the efforts of volunteers. Locally designed certificates may also be used.
f. Standard Form 1164, Claim for Reimbursement for Expenditures on Official Business.
Claims for reimbursement of a volunteer's incidental expenses should be submitted on Standard
Form 1164, and, when practicable, paid from imprest funds. Claims for travel expenses such as
per diem, lodging or air fare should be submitted on DD Form 1351-2, Travel Voucher or
Subvoucher.
g. Appendix R contains illustrations of the ENG Forms prescribed by this guidance.
Procedures for the use of these forms will be found in the Volunteer Coordinator's Handbook, EP
1130-2-429. Reproducible copies of ENG Forms 4880-R, 4881-R, 4882-R and 4883-R may be
obtained through the local forms management officer (FMO).
10-5
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