Budget and Finance
BUDGET AND ADMINISTRATION
REGION 6
DELEGATION OF AUTHORITY MANUAL
ABBREVIATIONS (for this Manual)
- Hours of Work (Tour of Duty)
- Overtime Duty (FWS Form 3-136)
- Time and Attendance (T&A) Report (DI-502G)
- Leave (SF-71)
- Excused Absences (includes Voting)
- Annual Leave
- Annual Leave Subject to Forfeiture
- Sick Leave
- Family and Medical Leave (FMLA)
- Leave Without Pay (LWOP)
- Court Leave
- Military Leave
- Funeral Leave
- Request for Personnel Action (SF-52)
- Notification of Personnel Action (SF-50)
- Training (SF-182)
- Acceptance of Volunteer Services
- Disciplinary Actions
- Travel
- Trip-by-Trip Authorizations (DI-1020)
- Limited Open Authorizations (DI-1020)
- Travel Advances (SF-1038)
- Travel Vouchers (SF-1012)
- Travel for Pre-Employment Interviews
- Volunteer Travel
- Miscellaneous Travel Needs (includes Waivers)
- Use of Non-Contract Air Carriers
- Actual Subsistence
- Permanent Change of Station (PCS)
- Reduced Per Diem for Temporary Duty and Training Travel
- Travel Payment from Non-Federal Sources
- Foreign Travel
- Imprest Fund (SF-1164)
- Waiver of Claims for Erroneous Payment Made to Employees
C. Correspondence, Signatures, and Solicitor and Congressional Office Contacts
- Mail to/from RD/Region
- Recurring Mail and Reports
- Real Estate Transfers and Manuals
- Organization Charts
- Contact with Regional Solicitor’s Office
- Congressional Office Contacts
E. Providing Expert Testimony/Representing Official FWS Opinion/Position
F. Awards and Recognition Program
G. Report of Survey for Property (DI-103)
H. Agreements and Acquisitions
- Reimbursable Agreements
- Transfer of Funds
- No Funds Involved (MOA or MOU)
- Challenge Cost Share Agreements
- Simplified Acquisitions (FWS Form 3-2109)
I. Professional Meetings Attendance
- International Meetings Involving Foreign Travel (DI-1175)
- External and Internal Meetings/Conferences Held in the U.S.
- Meetings of Professional Societies
- Formal Dedications and Ceremonies
- Design and Construction
- Project Identification
- Corps of Engineers 404 Permit Applications for Projects
- Cost Estimating
- Project Design
- Inspection and Administration
- Dams
- Dam Safety
- Operation of Dams and Appurtenances
- Energy Conservation
- Aviation Training
- OMB Circular A-126
- Risk Assessment, Risk Management
- Aircraft Preaccident Plan and Hazard Maps
N. Information Resources Management
ATTACHMENT
Telephone Index of Budget and Administration by Subject
ABBREVIATIONS (for this Manual)
| ABA | ARD for Budget and Administration |
| ARD | Assistant Regional Director |
| BA | Budget and Administration |
| CO/KS/NE/UT | Geographic area of Colorado, Kansas, Nebraska, and Utah |
| D/DD | FWS Director/Deputy Director |
| EA | External Affairs (formerly PA--Public Affairs) |
| ES | Ecological Services |
| FA | Federal Aid |
| FR | Fisheries Resources |
| FWS | Fish and Wildlife Service |
| GEO-ARD | Geographic Assistant Regional Director |
| HR | Human Resources |
| LE | Law Enforcement |
| MT/WY | Geographic area of Montana and Wyoming |
| ND/SD | Geographic area of North Dakota and South Dakota |
| PL | Project Leader |
| RD/DRD | Regional Director/Deputy RD |
| RO | Regional Office--Denver |
| RW | Refuges and Wildlife |
| SRA | Senior Resident Agent (LE) |
| WO | FWS Washington Office |
1. Field Station: includes Refuges, Hatcheries, Wetland Management Districts, RW and FR Field Offices (e.g., Realty, Assistance, etc.), LE Field Offices, and ES Coordinators and ES Field Supervisor Offices. Heads of these Field Stations will be called Project Leaders (PLs) in this Manual.
2. Regional Office (RO): includes ARD/GEO-ARD and DARD--Listed in order of authority for each activity, these people will be called RO Supervisors in this Manual, with top level of ARD/GEO-ARD shown as ARD or GEO-ARD. Activity support staff (administrative officers, technical services, support staff, etc.) will be called RO Administrative Office in this Manual.
3. Regional Director (RD) includes Deputy Regional Director (DRD) as Acting RD.
4. Lines of Authority (called line channels in this Manual):
ND/SD--RW Geographic/Program Area:
- RW/FR Field Offices: RW and FR PLs to RW, and FR State Supervisors to DARD/GEO-ARD.
- Missouri River Coordinator & Habitat and Population Evaluation Team: PLs to DARD/GEO-ARD.
- ES Offices: ES PLs to DARD/GEO-ARD.
- Wetland Acquisition Offices: PLs to Chief, Realty to DARD/GEO-ARD.
- Regional Office: Migratory Bird Coordinator, Education and Visitor Services Chief, Realty Chief, North American Waterfowl Management Plan Coordinator, ES Specialist to DARD/GEO-ARD. Program and Budget Support Chief to GEO-ARD/DARD.
- FR/RW Field Offices: FR/RW PLs to FR/RW RO Supervisor, respectively, to GEO-ARD.
- ES Offices: ES PLs to DARD to GEO-ARD.
- Regional Office: RO ES Staff to DARD to GEO-ARD.
- Utah: RW/ES/FR PLs to RO Utah Operations Manager to GEO-ARD.
- Colorado: RW/ES/FR PLs to RO Colorado Operations Manager to GEO-ARD.
- Kansas and Nebraska: RW/ES/FR PLs to RO Kansas/Nebraska Operations Manager to GEO-ARD.
- Regional Office: CO/KS/NE/UT RO Staff to DARD to GEO-ARD.
Federal Aid:RO staff to respective Branch Chiefs to ARD-FA.
5. Signature Authority: Unless otherwise noted, ONLY an ARD/GEO-ARD can sign as Acting RD. In the absence of the ARD/GEO-ARD, the signature authority reverts back to the RD/DRD for anything signed by ARD/GEO-ARD as Acting RD.
A. Personnel Management
1. Hours of Work (Tour of Duty)
Responsibility Levels: All offices, including Field Stations, will be open for business Monday to Friday (holidays excepted), between the hours of 7:30 am and 4 pm (local time). With the approval of the ARD/GEO-ARD, the following work schedules are available:
- Regional Office and Field Stations:
- regular tour (Five 8-hour days with no flexibility)
- compressed (5-4/9; Eight 9-hour days, 1 8-hour day, and 1 day off in a pay period)
- 8-hour flexible (between 6:30 am-5:30 pm; M-F)
- 4-10s (Four 10-hour days, 1 day off each week)
- Field Stations:
- regular tour (Five 8-hour days with no flexibility established between 6:30am-5:30pm)
- compressed (5-4/9; Eight 9-hour days, 1 8-hour day, and 1 day off in a pay period)
- 8-hour flexible (between 6:30 am-5:30 pm; M-F)
- 4-10s (Four 10-hour days, 1 day off each week)
Remarks: Each ARD/GEO-ARD has authority to approve any authorized schedules and may further delegate this authority to subordinate supervisors. All work schedules other than the regular work week must be submitted through FPPS as a change in hours. Additional RD approval is required for any other unusual tour of duty outside the permissible alternatives specified above.
References: 226 FW 1; Regional Memoranda dated November 22, 1995, and June 13, 1996.
2. Overtime Duty (FWS Form 3-136) -- Regularly Scheduled, Occasional, Intermittent, and Emergency
Responsibility Levels: PLs and RO Supervisors may approve overtime for their staffs. However, PLs and RO Supervisors do not have the authority to approve overtime for themselves. Overtime requests for PLs and RO Supervisors are to be forwarded to the next level of RO Supervisor for concurrence, then approved by ARD/GEO-ARD.
Remarks: Authority is not redelegable. All regularly scheduled overtime is to be approved in advance on a FWS Form 3-136. Exception: PLs may approve emergency overtime for themselves. In such cases, a demonstrated need must be documented on Form 3-136, and submitted through line channels for appropriate approval. If an employee is not exempt from the Fair Labor Standards Act (FLSA), his/her overtime/compensatory time is paid in accordance with that Act (contact Personnel Office for clarification). If an employee is exempt from FLSA, then overtime/compensatory time is paid in accordance with Title 5; respectively, management may direct an employee whose rate of basic pay exceeds a GS-10/step 10 be paid for irregular or occasional overtime work with an equivalent amount of compensatory time off in lieu of overtime.
References: 225 FW 7; 5 CFR 550 and 551.
3. Time and Attendance (T&A) Report (DI-502G)
Responsibility Levels: Electronic T&As are completed by the timekeeper and certified ONLY by the immediate supervisor, or their officially designated alternate. The immediate supervisor (certifier) will electronically forward T&As for all field station employees directly to RO Payroll. PL T&As are electronically forwarded to the appropriate RO Supervisor. RO Supervisors will certify and electronically forward the approved T&A to RO Payroll. Timekeepers are not to compute their own electronic T&A; that will be maintained by the alternate timekeeper.
Remarks: Organizational code and cost accounting structure should be checked by timekeepers for each employee each pay period to ensure accuracy of data. RO Payroll needs to be informed of individuals identified as timekeepers, certifiers, and alternates to be entered into FPPS.
Unofficial time and attendance recordkeeping (aka: cuff records) are not permitted and if used, appropriate disciplinary action will be considered.
- Excused Absences -- Absences Not Chargeable to Leave (Administrative Leave)
Responsibility Levels: Approved by immediate supervisor.
Remarks: Applies to events beyond the control of management or employees (e.g., fire, flood, weather conditions, etc.). Includes activities such as medical treatment of an injury sustained in the performance of duty, employee counseling service, donation of blood to the American Red Cross, physical examination to enter the Armed Services, etc. Granting of administrative leave for attendance at conferences, conventions, or workshops requires RD/DRD approval, as does snow/weather early closing for the RO. When possible, PLs are to notify RO Supervisors before exercising their authority to temporarily close a field station due to weather or other emergencies. All field stations should establish an emergency closing plan to include notification procedures to be followed in an event of an office closure. The plan is to identify emergency essential employees who remain or are required to report for work in the case of an emergency.
Voting: Where the polls are not open at least 3 hours either before or after an employee’s regular hours of work, an employee may be granted an amount of excused absence which will permit him/her to report to work 3 hours after the polls open or leave work 3 hours before the polls close, whichever requires the lesser amount of time off. An employee may be excused for additional time as may be needed to vote, but not in excess of 1 day.
Reference: 226 FW 2.17A.
- Annual Leave
Responsibility Levels: PLs approve annual leave for staff members that does not exceed 15 consecutive work days. Appropriate RO Supervisor approves annual leave for PLs. RO Supervisors approve all annual leave for RO staff members, but ARD/GEO-ARD approves annual leave for RO Supervisors and leave exceeding 15 workdays for all employees. Advance of annual leave (maximum not to exceed the amount of annual leave that will be earned during the current leave year) requires ARD/GEO-ARD approval.
Remarks: ARD/GEO-ARD is to be notified in advance of annual leave taken by RO Supervisors. PLs will notify RO Supervisors, according to appropriate line channels. Annual leave greater than 3 days must be approved in advance, and shall be documented on SF-71, Application for Leave. Supervisors can require an SF-71 on all leave taken if they so desire.
The taking of annual leave is a right of the employee, subject to the right of the supervisor to fix the time at which the leave may be taken. The taking of leave is based on cooperative arrangements between supervisors and employees. The personal wishes of employees are granted when consistent with FWS’s interests. Operational requirements make it advisable that granting annual leave during periods of peak workloads be restricted to cases of urgent personal emergencies. Except in emergency situations, employees are required to obtain prior approval for annual leave.
Reference: 226 FW 2.9.
- Annual Leave Subject to Forfeiture (“Use or Lose”)
Responsibility Levels: Annual leave subject to forfeiture is approved by the immediate supervisor. Restoration of forfeited annual leave is approved by the WO Division of Personnel Management via the servicing RO Personnel Office.
Remarks: Employees who have annual leave subject to forfeiture must request in writing the scheduling of that leave at least 3 pay periods prior to the end of the leave year. Failure to request leave in a timely manner does not relieve the supervisor of responsibility to monitor employee’s annual leave and make the employee aware of the regulatory requirement for scheduling annual leave subject to forfeiture. In the event an employee fails to request annual leave subject to forfeiture, the supervisor will document the reason(s) leave was not or could not be scheduled.
An employee may have annual leave restored only under one of the following conditions: 1) an administrative error caused the loss of annual leave accruing after June 30, 1960; 2) an unjustified or unwarranted personnel action caused the loss of annual leave; 3) sickness of the employee when the annual leave was scheduled and approved in writing and the period of absence due to sickness occurred too late in the leave year or was of such duration that the annual leave could not be rescheduled; and 4) an exigency of the public service occurred and the annual leave was requested in writing by the employee and approved at least 3 pay periods before the end of the leave year. Determination of exigencies of the public business that may require the cancellation of an employee’s leave must be approved by the D/DD before the leave is canceled. Request for restoration of forfeited annual leave based on an approved exigency determination may not be approved if sufficient time was available to reschedule and use the canceled leave during the remainder of the leave year. Request for restoration of annual leave must be initiated on Form DI 4727-8, Request for Restoration of Forfeited Annual Leave, after the end of the leave year by the employee or by an appropriate supervisor and submitted to the Personnel Office. Request is forwarded to the WO Division of Personnel Management no later than February 15. Request must include copies of the leave request/approval documents for all periods of scheduled leave and the employee’s T&A Reports for the last period of the old leave year and the first pay period of the new leave year (contact Personnel Office for additional clarification).
Reference: 226 FW 2.91.
- Sick Leave
Responsibility Levels: PLs and RO Supervisors approve all sick leave for staff members, and may approve sick leave of 3 consecutive working days or less for themselves. Sick leave in excess of 15 days is approved by the next appropriate level of authority for PLs or RO Supervisors.
Remarks: Sick leave is for use when an employee is physically incapacitated to do his/her job or for related reasons such as exposure to a contagious disease, doctor appointments, and up to 13 days of sick leave each year to care for family members as a result of physical or mental illness, injury, pregnancy, childbirth, to accompany family members to medical, dental or optical examinations or treatments, or to make arrangements for or to attend the funeral of a family member. Full-time employees are guaranteed a minimum of 40 hours of sick leave each year for family care or bereavement purposes. Full-time employees who maintain a balance of at least 80 hours may use an additional 64 hours of sick leave per year for family care or bereavement purposes. Part-time employees or employees with an uncommon tour of duty would be able to use the number of hours of sick leave normally accrued during a leave year. The employee who becomes ill is responsible for notifying his/her supervisor near the time the employee is to report for duty or within the first hour of the scheduled tour of duty. Employees should notify supervisors on the second and subsequent days(s) of illness as to when they reasonably expect to return to duty. Sick leave for prearranged dental, optical, or medical examination or treatment is to be applied for in advance. A medical certificate or other appropriate written evidence, such as an SF-71, must support sick leave in excess of 3 consecutive working days, and is to be retained by the employee’s timekeeper. Supervisors have the authority to require documentation of all leave, including absences of 3 days or less, when in the supervisor’s considered judgment the individual’s leave record justifies such a requirement. However, if this is to be an ongoing requirement, the employee will be given advance written notification. Advance of sick leave (maximum of 240 hours) requires ARD/GEO-ARD approval.
Reference: 226 FW 2.10 (cross reference FMLA).
- Family and Medical Leave (FMLA)
Responsibility Levels: If use of FMLA is foreseeable, the employee shall provide notice of intention to take FML to the immediate supervisor not less than 30 days before the date the leave is to begin. If the need for FML is not foreseeable, such as an emergency, the employee shall provide notice within a reasonable period of time appropriate to the circumstances involved. An employee may invoke entitlement by giving notice of intention to take FML in person, in writing, or by telephone, facsimile (fax), telegraph, or other electronic means. In an emergency situation, notice from an employee’s spouse, domestic partner, family member, or other responsible party would suffice until the employee is able to contact the supervisor. An employee invoking FML must complete an Application for Leave, SF-71, and submit it to his/her supervisor for approval. In Item 5, the block “Other” should be marked and it should specify “Family Leave under FMLA” or “Medical Leave under FMLA.” The supervisor must note the beginning and end of the FML period. The original SF-71 and other pertinent documentation should be retained by the timekeeper, and a copy of the SF-71 forwarded to Personnel Office for retention.
Remarks: Under the Family and Medical Leave Act of 1993, an employee who has been employed for a period of at least 12 months in Federal service is entitled to a total of 12 administrative workweeks of unpaid leave during any 12-month period for one or more of the following reasons: 1) the birth of a child of the employee and the care of such son or daughter; 2) the placement of a son or daughter with the employee for adoption or foster care; 3) the care of a spouse, son, daughter, or parent of the employee if such relative has a serious health condition; or 4) a serious health condition of the employee that makes the employee unable to perform the essential functions of his/her position. The FMLA defines a serious health condition as "an illness, injury, impairment, or physical or mental condition that involves A) inpatient care in hospital, hospice, or residential medical care facility; or B) continuing treatment by a health care provider." To be eligible, the serious health condition must require an absence from work, school, or other regular daily activities of more than 3 calendar days. An employee may elect to substitute paid time off; i.e., annual leave, sick leave, or compensatory time off, for unpaid leave under the FMLA, when consistent with applicable laws and regulations. If an employee has chosen to substitute paid leave for unpaid leave when invoking his/her entitlement under the FMLA, that paid leave time counts towards his/her 12-week annual entitlement. Employee should enter "FMLA" in the remarks section of the Application for Leave (SF-71) when invoking leave under the FMLA.
Former section on Parental Leave/Family Responsibility is now covered under FMLA and sick leave. Questions relative to the use of sick leave in lieu of annual leave for care of family members should be directed to the Personnel Office.
In accordance with the Pregnancy Disability Amendment (P.L. 95-552), Title VII of the Civil Rights Act, pregnancy must be treated in the same manner as any short-term disability, and supervisors may not set an arbitrary date for the period of incapacitation for delivery and recuperation. If the employee’s duties require activity that may be injurious to her health, an effort should be made to modify her assignment or reassign her temporarily to other work for which she is qualified. Periods of recuperation will vary due to the physical condition of the mother, the physician’s instructions, and the type of delivery.
Reference: 226 FW 2.
- Leave Without Pay (LWOP) (for other than FMLA)
Responsibility Levels: Employee submits application through line channels, to ARD/GEO-ARD for LWOP as follows: 1) LWOP up to 10 days approved by PL or appropriate RO Supervisor; 2) LWOP 10 days to 1 year approved by ARD/GEO-ARD, signing as Acting RD; and 3) LWOP for 1 year or more concurred in by ARD/GEO-ARD and RD, and approved by D. Coordination with Payroll is required for each instance, after final approval.
Remarks: Applications for LWOP must be in writing, submitted in advance, and for a specified period of time. All LWOP of more than 30 days must be documented with an electronic SF-52, Request for Personnel Action. The request must fully outline the purpose of such leave.
Reference: 226 FW 2.18.
- Court Leave
Responsibility Levels: Authorized to an employee summoned for jury duty, or by the court to appear as a witness in a judicial proceeding on behalf of a Federal, State or local Government. Jury duty is approved by next appropriate supervisor. Supporting documentation should accompany the SF-71.
Remarks: Court leave does not apply if the employee “volunteers” as a witness, or when service is on behalf of a private party, unless the private party in the proceeding is the United States, District of Columbia, State, or local Government. Court leave for jury duty is granted to permanent and temporary employees, both full-time and part-time, except for those employed on an intermittent or when-actually-employed basis. For requests for testimony or service as a witness in an official capacity, refer to Section E.
Reference: 226 FW 2.16.
- Military Leave
Responsibility Levels: The application, to include identification of Armed Services reserve unit, is to be submitted by employee in advance. Leave is approved by appropriate supervisor.
Remarks: Limited by law to 30 calendar days in a fiscal year. Employee must be serving under a permanent, term, or temporary indefinite appointment (appointment is for 1 year or longer) to accumulate military leave. A full-time employee accrues 15 days of military leave each fiscal year. Military leave may be used during one or more periods of military duty during the fiscal year. Employees on part-time career appointments accrue a percentage of the prescribed rate of full-time employees. The full 15 days of military leave may be taken immediately at the beginning of a fiscal year, even if up to a maximum of 30 days had been taken during the prior fiscal year and even if the military duty is continuous. There is no requirement for an employee to return from military duty to a civilian position before additional military leave, earned during a new fiscal year, may be used. Employee reservists have the potential for using up to a maximum of 45 days of military leave during an extended period of military duty that crosses fiscal years. Upon applying for military leave, the employee must indicate the Armed Forces reserve organization of which he/she is a member. Upon returning to duty station, the employee must furnish a copy of the orders, certified accurate by an appropriate military officer, indicating the days on which the employee was on active military duty.
Reference: 226 FW 2.15.
- Funeral Leave
Responsibility Levels: Employee submits written request for approval by the immediate supervisor.
Remarks: An employee may be excused up to 3 work days to make arrangements for or to attend a funeral or memorial services only for an immediate relative who died as a result of wounds, disease, or injury incurred as a member of the Armed Forces while serving in a combat zone. All other leave to attend funerals must be charged to annual leave, sick leave, or LWOP.
Reference: 226 FW 2.14.
5. Request for Personnel Action (SF-52)
Responsibility Levels: Electronic SF-52 is initiated by PL or RO Supervisor, and submitted through line channels to ARD/GEO-ARD who submits to Personnel Office for processing. For all positions, the ARD/GEO-ARD (only) approves recruit actions and is responsible for coordination of EEO outreach and compliance with HR and Personnel Offices. Upon completion of recruitment, RD/DRD approves only GS-11 and above positions for professional, administrative, technical, and all IPA positions. All other positions are approved by ARD/GEO-ARD or the DARD as Acting ARD/GEO-ARD.
Remarks: Each activity’s Administrative Office will provide supporting justification for all positions requiring RD/DRD approval. Input into the Federal Personnel/Payroll System (FPPS) is required to initiate action. Personnel Office will review and process action through FPPS. Final electronic approval of electronic SF-52’s will be processed in accordance with established procedures and approval levels. In addition to the electronic SF-52, a hard copy SF-52 must be initiated for resignations and retirements, with the employee’s signature.
References: 223 FW 2 and 6.
6. Notification of Personnel Action (SF-50)
Responsibility Levels: This activity is processed by the Personnel Office through access of the FPPS and sent to the appropriate PL or RO Supervisor through the Administrative Office involved.
Remarks: Official notification of each action will be accomplished by the Personnel Office.
References: 223 FW 2 and 6.
Responsibility Levels: Long-term training (training of a full-time nature extending longer than 120 days) must be approved by the ARD/GEO-ARD. Enrollment in college courses must be coordinated with and approved by the Personnel Office. All other training may be approved by the PL or RO Supervisor.
Remarks: Training Form (SF-182) is prepared at the originating office and processed through the appropriate line channels to the appropriate RO Administrative Office. Out-of-Region training can be approved for subordinate staff at the PL level. Training for PLs and RO Supervisors should be forwarded to the next level of RO Supervisor. Determination of training needs is the responsibility of the employee and supervisor, and will be conditioned upon available resources.
Reference: 231 FW 1.
8. Acceptance of Volunteer Services
Responsibility Levels: All volunteers must have a signed agreement on file. Agreements must be signed by PL or RO Supervisor.
Remarks: Parental approval is necessary for volunteers under the age of 18. No FWS employee shall supervisor an immediate family member who is a volunteer.
References: 150 FW 1.1; FWS Volunteer Handbook.
Responsibility Levels: Each ARD/GEO-ARD is responsible for coordinating any disciplinary action with the Personnel Office. The RD’s office will be notified before final action is taken by either the Personnel Office or the cognizant supervisor. Examples of actions requiring RD notification include: PIPs, Warning Letters, Reprimand Letters, Suspensions, Changes to Lower Grade, and Removals.
Remarks: ARDs/GEO-ARDs should ensure that their subordinate supervisors are aware of the requirement to accomplish coordination through the appropriate channels.
Reference: 227 FW 2.
DELEGATION OF AUTHORITY - TRAVEL AUTHORIZATION APPROVAL: The following table provides a quick review of delegated authority for approving various travel authorizations.
| UNLIMITED OPEN | LIMITED OPEN | TRIP-BY-TRIP | FOREIGN TRAVEL | |
| DIRECTOR | X | X | X | X |
| REGIONAL DIRECTOR/ASSISTANT DIRECTOR | X | X (1) | X (2) | |
| ASSISTANT REGIONAL DIRECTOR | X (3) | X | ||
| AREA MANAGERS/PROJECT LEADERS | X (4) |
- Only RDs have the authority to approve travel for nongovernment employees, extended travel (consecutive travel of 30+ days), Intergovernmental Personnel Act travel, award ceremonies, and pre-employment interviews (FWSM 265 FW 8).
- RDs have the authority to approve foreign travel to Canada and Mexico that is routine in nature. All other foreign travel requires the concurrence of the RD, but is then forwarded to WO for D’s final approval.
- ARDs/GEO-ARDs have the authority to approve LOs, but only in the “Acting RD” capacity.
- Area Managers and PLs have the authority to approve trip-by-trip within Region 6 for their subordinates, including volunteers and students.
References: 265 FW 1.1-2; FTR 301-1.102.
c. Travel Advances (SF-1038)
Responsibility Levels: A travel advance may be requested using the Advance of Funds Application and Account (Form SF-1038) for meals, lodging, and incidental expenses for employees who are infrequent travelers (less than twice a year), seasonal or temporary employees, international travelers who require large advances, and Permanent Change of Station travelers. Otherwise, travel advances are obtained through the Automated Teller Machine (ATM) option of the Government charge card.
Remarks: Any employee who has been offered the opportunity to participate in the Government charge card program is limited to an 80% advance of M&IE and other authorized miscellaneous expenses (tolls, parking, etc.) when traveling to an area where the card is accepted. Advances under these circumstances will not include car rental, hotel, airfare, or other expenses that normally would be covered by the card. Employees not offered the charge card or traveling in areas where it is not accepted, are limited to 80% of the minimum estimated expenses expected to be incurred. All advances must be repaid at the conclusion of each trip. Advances are tracked upon processing of Treasury check or receipt from imprest. Advances must be returned though voucher processing or repayment within a maximum of 60 days for trip-by-trip activity; Permanent Change of Station (PCS) advances within 90 days. No additional advance will be given if an outstanding advance remains from prior travel.
The ATM is another travel advance opportunity for travelers. Limits involve obtaining ATM cash no sooner than 3 days before start of travel. Repayment of an ATM advance must be completed within 60 days of receipt of the advance. Limit of total advance is based on GSA, Department and FWS travel advance regulations. Limits on advances are as follows: Maximum of $250.00 within a 24-hour period; limit of $500.00 in a 7-day period; access charge of 2.75%.
References: 265 FW 3; FTR 301-10.3.
d. Travel Vouchers (SF-1012)
Responsibility Levels: Submitted by employee and approved by immediate supervisor.
Remarks: Vouchers are to be submitted within 5 working days of completed trip for temporary duty (TDY) travel, and 10 working days after completion of individual segment involving Permanent Change of Station (e.g., house hunting, per diem and mileage, temporary quarters, etc.). In accordance with Regional policy, participation in electronic travel reimbursement is mandatory. Request for waiver of electronic deposit is to be forwarded to ABA (Attention: Chief, Division of Budget and Analysis) for review and referral to RD for final approval/disapproval.
References: 265 FW 10; FTR 301-11; Memorandum “Mandatory Use of Electronic Deposit of Travel Voucher Reimbursement,” April 1996.
e. Travel for Pre-Employment Interviews
Responsibility Levels: Arrangements and reimbursement of travel costs for candidates selected for final interviews are at the discretion of each interviewing official. Travel authorizations will be prepared at the RO level with final approval by the RD or Acting RD. Each activity will maintain records of payments made for interviewee travel for reporting purposes to the Department.
Remarks: Activities may pay expenses for an individual being considered for employment for purposes of travel to and from a pre-employment interview. Region 6 policy is to limit interview travel to final selection candidates.
References: 225 FW 9.9; FTR 301-1.200.
f. Volunteer Travel
Responsibility Levels: Volunteer are considered employees of the Federal Government when applying the Federal Travel Regulations. All Federal, Department and FWS policies involving travel apply to volunteers as they do Government employees. Volunteers who are paid a subsistence must have the following conditions met to receive subsistence payment: 1. A volunteer must travel minimally 50 miles (one-way) from the volunteer’s permanent residence. Any volunteer who travels less than 50 miles (one-way) is not entitled to subsistence. 2. A volunteer must be away from his/her permanent residence a minimum of 12 hours to be granted subsistence. 3. A travel authorization must be prepared for any individual receiving subsistence/travel reimbursement. 4. Travel/subsistence must be claimed on a travel voucher and processed in the same manner as a FWS employee. Subsistence cannot be paid by imprest or the SF-1164 method. 5. Payment of subsistence must be reduced in accordance to the “Extended Assignment” policy. Reference FWS Manual 265 FW 7. The reduced rate will be applied as follows: Lodging/Per diem rate for location x 55%. This reduced rate will start day 1 of the volunteer’s report for duty rate. Remarks: Volunteers can continue to be paid for out-of-pocket expenses that they incur as a result of working for the Government. With the exception of mileage for travel conducted during work assignments, out-of-pocket expenses must be supported by a receipt. Reimbursement can be made by imprest by completing an SF-1164. Itemized nontravel related claims (too large, for example, to be paid from the imprest fund) should be submitted to the Denver Finance Center on an approved SF-1164 accompanied by the Volunteer Agreement and any required receipts. Rule of thumb: Volunteers are reimbursed in the same manner as Government employees for out-of-pocket expenses.
References: 265 FW 5 and 7.6; FTR 301.
2. Miscellaneous Travel Needs
Responsibility Levels: Use of non-contract carriers is to be approved by ABA. The traveler and/or FWS, at the time reservations are made or travel is performed (whichever comes first), shall demonstrate that the contract carrier did not offer the same fare cited in the cost comparisons. Justification for using the non-contract carrier shall be shown by attaching Form DI-1898, Justification for the Use of Non-Contract Carrier.
Remarks: Travel authorization must authorize the use on the non-contract carrier. The use of non-carrier service may be authorized or approved only when justified as follows:
Responsibility Levels: When it is anticipated that meals and/or lodging will be higher than the prescribed rates, a higher actual subsistence method of reimbursement may be authorized. The authority to approve payment of actual subsistence expenses in lieu of per diem is carried out by the RD with concurrence from ABA.
Remarks: Actual lodging cost is not to exceed 150% of the published lodging rate, and/or the published M&IE rate. If actual subsistence is limited to lodging only, the traveler does not need to itemize meals. Regional policy is to approve a request when a minimum of 15% of the M&IE is used to cover the excess lodging costs. Anything under 15% will be declined. Request for actual subsistence is to be made in memorandum form. The following facts are to be presented to justify the requests:
References: 265 FW 5.9; FTR 301-8.
Responsibility Levels: A handbook entitled “Employees on the Move” is provided to each employee by the Personnel Office after final selection of a position is established and approved. Employees are to follow the handbook guidance and forward completed and signed documentation provided in the handbook to ABA for travel authorization and completion. Approval of PCS travel authorization is tasked to ABA or his/her acting.
Remarks: Amendments to the PCS TA can only be approved by the RD/DRD, ABA, or his/her acting. The handbook identifies specific entitlements associated with PCS moves, and is updated regularly to reflect changes in Government regulations, entitlements, and per diem rates.
References: 266 FW 1; FTR 302; FWS Handbook, “Employees on the Move.”
Responsibility Levels: Travel exceeding 30 or more days while in TDY status requires the reduction of per diem rates.
Remarks: When travel assignments involve extended periods at TDY or training locations, the per diem rate will be reduced to 55% of the full per diem rates (lodging plus M&IE) specified in the Federal Travel Regulations for the location, unless a different rate is fully justified. Under unusual situations, the reduced rate may be increased or decreased depending on the conditions and necessary costs that must be incurred by the traveler. The reduced rate should be established based on the conditions that exist when the travel is performed; thus, if a traveler is forced to incur unusual lodging and/or meal costs due to the assignment, the rate should be based on cost data provided. A flat per diem rate may not be established to provide:
When a TDY assignment that was expected to last less than 30 days is determined to require temporary duty in excess of 30 days, a flat rate should be established for the remaining days of the assignment.
When an employee on extended TDY is required to go to another TDY location for a short period and return to the former extended TDY location, dual lodging may be authorized to defray lodging expenses incurred at both locations.
Policy involving payment of travel during leave is applicable during extended stay.
References: Departmental Memo #94-037; 265 FW 7; FTR 301-7.12 and 301-7.15.
3. Travel Payment from Non-Federal Sources
Responsibility Levels: TA, DI-2000 (Report of Payment Accepted from a Non-Federal Source), and a cover memorandum (justification) are to be submitted through the appropriate ARD/GEO-ARD, and forwarded to the Regional Ethics Counselor and RD for approval.
Remarks: Under authority of 31 U.S.C. 1353, three advance determinations must be made before an agency can accept payment for an employee’s travel: 1) the employee will attend a meeting or similar function; 2) the travel relates to an employee’s official duties; and 3) the payment is proposed by a qualified non-Federal source. The Regional Ethics Counselor is required to report twice each year on payments accepted under non-Federal sources.
References: 212 FW 3; 31 U.S.C. 1353.
Responsibility Levels: Foreign travel requests must be received by the Director’s Office 30 days in advance of the proposed travel date.
Remarks: Form DI-1175 (revised August 1994) is prepared at the originating office and processed through appropriate line channels. An original and 7 copies are required (Surname, FW, TIA, DPM, IA (2), and FC). All foreign travel is to be completed on a trip-by-trip TA with the exception of travel to Canada and Mexico, which is considered routine. There should be no LO travel to Mexico and judicious use of LO travel to Canada. Foreign travel requires WO approval, via RD approval. A Foreign Travel Certification Form (DI-1175) must accompany the TA. Due to the time required to process the approval of foreign travel, a minimum of 4 weeks (before trip departure) is needed for approval processing.
References: 33 FW 15.5; FTR 301-1.102; DD’s August 22, 1994, memo on Foreign Travel Approval.
5. Imprest Fund (SF-1164)
Responsibility Levels: Imprest reimbursement approved by PL, RO Supervisor, ARD/GEO-ARD, or RD/DRD, as appropriate. Changes in designation or fund status approved by Chief, Division of Budget and Analysis, and forwarded to Washington for final processing.
Remarks: Location and amount of imprest funds and designation of cashiers should be concurred by appropriate ARD/GEO-ARD and approved by Chief, Budget and Analysis. Changes in imprest cashier activity requires form completion by the Division of Budget and Analysis. Changes in funding, principal, and alternate cashiers are to be made in writing to the Division of Budget and Analysis. Yearly audits are to be conducted for accounts $2,500.00 and under. Accounts exceeding $2,500.00 require audits every 6 months. Original audits are to be forwarded to ABA for national tracking.
Reference: 262 FW 1-3.
6. Waiver of Claims for Erroneous Payments Made to Employees (Excluding Travel)
Responsibility Levels: RD has authority to waive up to, but not more than, $1,500.00 in debt or deny applications for waiver of claims in any amount.
Remarks: The RD has the authority to waive erroneous payments in an amount not aggregating more than $1,500.00 of pay and allowances to an employee as a result of an erroneous payment of pay and allowances other than travel. The RD can deny applications for waiver of claims in any amount (paid under Federal funds), and advise the employee of his/her right to appeal the denial to the Comptroller General when the amount denied aggregates more than $500.00. All applications are to be forwarded to ABA for collection oversight. Any waiver requests involving travel/transportation must be forwarded to WO via ABA.
C. Correspondence, Signatures, and Solicitor and Congressional Office Contacts
- Mail to/from RD/Region
Responsibility Levels: Noncontroversial incoming mail (including general endangered species issues) and fax mail receiving a control card will be the responsibility of the ARD/GEO-ARD most closely associated with the work requirement.
Remarks: ARD/GEO-ARD will brief RD if necessary, but will sign correspondence. Exception would be drafts of response to petitions and letter writing campaigns. Care should be exercised in overuse of standard responses.
- Recurring Mail and Reports
Responsibility Levels: Reports that are submitted on a regular basis to the WO are delegated to the appropriate ARD/GEO-ARD who is responsible for preparing the reports.
Remarks: ARD/GEO-ARD will brief RD if necessary, but will sign correspondence.
- Real Estate Transfers and Manuals
Responsibility Levels: GEO-ARDs are delegated responsibility for approving routine real estate transfers (e.g., GDU mitigation), and research studies on refuges/hatcheries (per Manual).
Remarks: For transfers, Realty is responsible for document preparation, GEO-ARD signs as GEO-ARD when addressed to counterpart in other agency. If addressee is RD or State Director level, GEO-ARD signs as Acting RD. For Manual changes, GEO-ARD signs as Acting RD.
- Organization Charts
Responsibility Levels: Organizational charts for Field Stations are prepared by PLs and approved by GEO-ARD. Organizational charts for RO are prepared by ARD/GEO-ARD and approved by RD.
Remarks: Official position title, series, and full performance grade level will be shown for all permanent employees, including approved vacant positions.
- Contacts with Regional Solicitor’s Office
Responsibility Levels: Regional and Field employees as necessary, and ARD/GEO-ARDs, and DRD/RD. Routine matters or contacts with the Regional Solicitor’s Office initiated by the PLs are to be coordinated with and/or reported to the respective ARD/GEO-ARDs. Requests of Solicitor’s Office for review of proposed contracts, grants, and agreements shall be conducted on a continual and ongoing basis pursuant to FWS/DOI policy. Requests for written Solicitor’s Opinions are to be signed by the DRD/RD or ARD/GEO-ARD as Acting RD.
Remarks: Contacts with the Solicitor’s Office shall be to seek advice on general interpretations of law, procedural questions related to the Administrative Procedures Act, rulemaking, etc. Issues related to the development and implementation of FWS policy and procedures shall be directed to the appropriate ARD/GEO-ARD first. The ARD/GEO-ARD will determine if and when the Solicitor’s Office involvement is required when dealing with FWS policy and procedures.
Reference: 305 FW.
- Congressional Office Contacts
Responsibility Levels: RD/DRD, ARD/GEO-ARDs, PLs, and FWS employees, as called upon.
Remarks: There is a need to keep the Office of External Affairs informed of the contacts that are made with Congressional offices, Governor’s offices, and State legislatures. This will help EA’s Legislative Liaison Specialist be aware of the level and types of contacts being made, as well as the issues that involve those offices. It will also be useful to the Legislative Liaison Specialist for communicating with WO counterparts information about the Region’s political outreach and contacts.
After a meeting, send a short note (email is best) to the Legislative Liaison Specialist in EA, with a copy to the appropriate ARD/GEO-ARD and supervisor, describing the meeting with Congressional members or their staff, Governor’s offices, and State legislature members. These would be contacts such as an annual coordination meeting, specific contacts on a particular issue (e.g., weed control on WPAs), courtesy visit to a field station by Congressional members or their staff, a station tour by the Congressional staff or Legislative committee, courtesy visit with the Governor’s office, etc. It would NOT include routine procedural meetings, such as a land acquisition tract presented for Governor’s approval as required by law or procedure.
Responsibility Levels: Determinations made with regard to the availability of official records for inspection or copying are made by PL or ARD/GEO-ARD, as appropriate. Upon receipt, all FOIA requests are to be coordinated with the ARD/GEO-ARD or his/her designated FOIA contact. PLs and ARD/GEO-ARDs may sign non-denial responses. Denial authority (authority to withhold information) is not delegated below the RD/DRD. The RD/DRD will make determinations on waiver of fees. Immediately after responding to a FOIA request, the appropriate office must complete the FOIA Request form and submit it to ABA’s Regional FOIA Clerk.
Remarks: Determinations must be made only in strict adherence to the guidelines contained in 43 CFR 2.11-2.19 and FW 1.1-2.6. Only the FOIA Officer (ABA) and the RD/DRD are authorized to deny (withhold information) FOIA requests after consultation with the Regional Solicitor’s Office. Such responses must be signed by the RD/DRD.
References: 43 CFR part 2; 203 FW; 383 DM 15; November 20, 1996, memorandum from the DRD.
E. Providing Expert Testimony/Representing Official FWS Opinion/Position
Responsibility Levels: RD/DRD, ARD/GEO-ARDs, PLs and FWS employees, as called upon. The appropriate ARD/GEO-ARD will determine if he/she may authorize presentations in writing or if RD approval must be obtained in writing. If appearing before a Congressional committee (field hearing), Legislative Services in WO is to be notified, and if necessary, remarks (public hearing testimony) are to be reviewed and approved by the appropriate Washington program office. Expert witness appearances in legal proceedings in which the U. S. Government is a party must be coordinated with the Regional/Washington Solicitor and/or DOJ Attorney; WO clearance (D’s written approval) is required.
Remarks: RO personnel may be required to represent and present official FWS opinion concerning various aspects of FWS work, issues, studies, etc., at public meetings, interagency negotiating sessions, governing boards, administrative hearings, etc. All efforts should be made to keep the RD and WO notified of administrative hearing presentations. All expert witness testimony in court hearings will be coordinated through the appropriate ARD/GEO-ARDs, Solicitors, WO, and DOJ Attorneys. An employee who testifies in an official capacity or on behalf of the U.S. Government is considered to be in an official duty status and is not charged court leave. Witness fees are not accepted for service in an official capacity. At times the terms “expert witness” and “government witness” are interchangeable. At all times requests for witness appearances require careful review of the forum and type of testimony requested to determine the appropriate coordination and, if necessary, approvals.
References: 43 CFR 2.82; 6 AM 3 (to be posted in 404 FW).
F. Awards and Recognition Program
Responsibility Levels: Any employee aware of an achievement(s) he/she believes deserves recognition may recommend an award. These include STAR, On-the-Spot, Time Off, PEER, Non-monetary of Significant Value, and Honor Awards. QSI (quality step increase) awards, however, are only submitted by the supervisor or rating official, and are the only awards directly linked to performance. All other accomplishments deserving an award should be recognized immediately following the achievement (or shortly thereafter). Use Form DI-451, Award Certification, to recommend an award. Awards are submitted to the recipient’s supervisor. Supervisors transmit award nominations through their supervisory channels to the appropriate ARD/GEO-ARD for final approval. In the case of Honor Awards or cash awards that result in an award that exceeds $2,500.00, the nominations must be approved by the RD/DRD before submission to the WO. Any employee may also submit a Continuous Improvement Incentive Award (replaces the old Suggestion Program Award). Employees submit a narrative description of their idea and its benefits through supervisory channels to the Personnel Office, which will in turn forward to the office of implementing authority.
Remarks: All awards must be processed through the Regional Personnel Office. The Personnel Office will ensure that all monetary awards are processed for payment after review for regulatory requirements and appropriate signature levels are verified. Awards should not be presented until the Personnel Office has ensured compliance. The PL and ARD/GEO-ARD have authority to approve On-the-Spot awards up to $500.00 (net). The RD/DRD will approval individual awards of $501.00 to $2,500.00, and group awards up to $10,000.00, if no group member receives more than $2,500.00. STAR awards are given in gross amounts of $925.00 or more. On-the-Spot awards have a net value between $50.00 and $500.00. PEER awards have a limit of $75.00 net. Time Off awards are a minimum of 8 hours, with no limit on the maximum. Non-monetary awards (key chains, mugs, belt buckles, etc.) are items that have a base value of $26.00 to $250.00. Continuous Improvement Incentive Award value is determined by the cost savings or benefit to the Government. Complete details of the Awards and Recognition Program are available in the Departmental Handbook on the implementation of the awards program.
Reference: Memorandum, “DOI Awards and Recognition Program,” dated February 2, 1996.
G. Report of Survey for Property (DI-103)
Responsibility Levels: Loss, theft, damage, destruction, or donation of Government property should be reported by the Property Custodial Officer (PCO) through line channels to the Regional Property Office in RO-CGS, as soon as it is discovered or within 30 calendar days thereof. The PCO submits a Report of Survey (DI-103) or Certificate of Unserviceable Property (DI-103A), detailing the item and circumstances, and for theft, a copy of the investigative report.
Remarks: Changes in accountable property are reflected on the PCO’s record only through survey procedures outlined in DM 114-60 and 310 FW 7. Upon receipt of the DI-103 in RO-CGS, it will be reviewed and sent to the Board of Survey to determine if any employee negligence was involved.
The Certificate of Unserviceable Property (DI-103A) is used to remove from accountability records those items that are worn out through fair wear and tear.
References: DM 114-60; 23 AM 9.11; 310 FW 7.
H. Agreements and Acquisitions
- Reimbursable Agreements
Responsibility Levels: Negotiated by PL or Field Supervisor, forwarded through line channels for concurrence, to RO Administrative Office for processing. ARD/GEO-ARD signs as Acting RD.
- Transfer of Funds -- Cooperative, Interagency, and Intra-agency Agreements
Responsibility Levels: All agreements (i.e., cooperative, interagency, and intra-agency) involving the commitment and direct expenditure of funds appropriated to FWS must be signed by both RO-CGS and ARD/GEO-ARD as Acting RD within 10 working days of RO receipt. Only major, precedent-setting agreements, referred to in later documents, need RD signature. Requests for CGS to issue agreements are submitted through the appropriate ARD/GEO-ARD for approval using an FWS Form 3-2109. The Chief, CGS, should be contacted as early as possible for assistance and guidance in drafting agreements.
Reference: FAR Subpart 17.5 (Interagency Acquisitions Under the Economy Act).
- No Funds Involved (MOA or MOU) -- Memorandum of Agreement or Understanding
Responsibility Levels: MOAs set forth an agreement between agencies, but do not involve funding. The terms MOA and MOU are synonymous; they serve the same purpose and follow the same procedural guidance. MOAs proposed at the field station level are submitted in draft through line channels to the GEO-ARD for review and concurrence. Final MOAs may be signed by PLs only if the agreements are also signed by other Federal Agencies at the same PL/Field Supervisor level. Otherwise, the same level of signature will apply (i.e., ARD or RD, as appropriate).
Reference: FAR Subpart 17.5 (Interagency Acquisitions Under the Economy Act).
- Challenge Cost Share Agreements (CCSA)
Responsibility Levels: Document Control Numbers (DCNs) are assigned by the field station for CGS agreements and submitted to the Regional Partnerships Coordinator for review, then reviewed for contract sufficiency and assignment of CCSA number by CGS prior to signature by appropriate GEO-ARD.
- Simplified Acquisitions (FWS Form 3-2109)
Responsibility Levels: Field personnel with Level I (exception $10,000.00) warrant authority may not procure any items or services identified as Restricted. All Restricted and over-$10,000.00 items or services must be procured by RO-CGS. All procurement requests must be prepared in accordance with 23 AM 1 using FWS Form 3-2109. Procurement requests (FWS Form 3-2109) must be approved first by appropriate RO Administrative Office/ARD/GEO-ARD, before submission to RO-CGS for procurement action.
References: 23 AM 1-2; 301 FW.
I. Professional Meetings Attendance
- International Meetings Involving Foreign Travel (DI-1175)
Responsibility Levels: PL or RO Supervisor submits attendance nominations through line channels to ARD/GEO-ARD to RD, for concurrence and submission to D (Attention: International Affairs) for approval.
Remarks: The request consists of a completed Foreign Travel Certification Form (DI-1175) and formatted memorandum of justification as provided in DD’s memorandum of August 22, 1994. The request must reach International Affairs minimally 30 working days in advance of travel departure date. The travel authorization (TA) may be signed by the PL or ARD/GEO-ARD, as appropriate, upon receipt of an approved DI-1175. A signed DI-1175 must be attached to the TA.
Reference: DD’s August 22, 1994, memorandum on Foreign Travel (see page 14 of this document for further detail on Foreign Travel).
- External and Internal Meetings/Conferences Held in the U.S.
Responsibility Levels: PL or RO Supervisor submits nominations through line channels to ARD/GEO-ARD to RD. For internal meetings/conferences where total FWS attendance is less than 30 people, the RD may approve, following coordination with other Regions, if necessary. Internal and external meetings/conferences with FWS attendance of 30 or more people must be approved by Assistant Secretary for Fish and Wildlife and Parks (AS-FWP). In such cases, review of nominations will be conducted by the D/DD before forwarding for final AS-FWP approval. ARDs/GEO-ARDs should be sensitive to level of agency participation, using discretion and flexibility in scheduling official business to coincide with such meetings/conferences.
Remarks: The Region in which the meeting/conference is to occur will coordinate attendance with appropriate Regional and Assistant Directors. If meeting/conference is held in the Washington, DC area, the Assistant Director with subject matter responsibility will coordinate attendance with appropriate Regional and Assistant Directors. Recommendations for attendance must be submitted in writing, well in advance. The TA may be approved by the PL, RO Supervisor, ARD/GEO-ARD, or DRD/RD, as appropriate, and must include a copy of the signed memo authorizing the list of attendees (if over 30 individuals are to attend). PLs and RO Supervisors may issue trip-by-trip TAs covering attendance at meetings, conferences, and training, provided such attendance has been approved, in writing if necessary, by appropriate authority (via memorandum or approved training form (see Section B.1.)).
Reference: Director’s Order No. 81, “Delegation of Authority to Sponsor, Select Sites for, and Travel to Conferences,” October 5, 1994.
- Meetings of Professional Societies (including Technical/Scientific Meetings and Workshops)
Responsibility Levels: PLs and RO Supervisor submits nominations to attend local chapter annual meetings of professional societies through line channels for concurrence by ARD/GEO-ARD signing as Acting RD. Approval to attend the following national conferences is retained by the D:
- International Association of Fish and Wildlife Agencies
- North American Wildlife and Natural Resources Conference
- American Fisheries Society
- The Wildlife Society
If estimated FWS attendance exceeds 30 or more individuals, follow the procedure outlined in Section I.2. above.
Remarks: Recommendations must be submitted in advance and in writing. If more than a single Region is involved, the Region in which the meeting occurs will coordinate attendance.
Reference: Director’s Order No. 81, “Delegation of Authority to Sponsor, Select Sites for, and Travel to Conferences,” October 5, 1994.
- Formal Dedications and Ceremonies
NOTICE: The Assistant Director for External Affairs has announced pending revisions to this section. Until such time as new responsibilities are identified and delineated, the following will apply.
Responsibility Levels: Plans for official dedication or field ceremonies and/or functions at Regional facilities are to be forwarded through the supervisory chain of command so that the ARD/GEO-ARD and RD/DRD know of the anticipated event. Tentative date(s) along with information explaining the rationale for the event will be provided at that time. The ARD/GEO-ARD will keep inform the ARD-EA about the planned ceremony and solicit assistance from EA if necessary.
Remarks: Written notification to the ARD/GEO-ARD should be submitted within 90 days of the anticipated ceremony with the following details: Full name, titles and addresses of persons participating in the ceremony as speakers; names, party affiliation and local staff contacts of Congressional members in the district where the facility is located; names and complete addresses of ceremony attendees; and date, time and location of ceremony.
Reference: AM 3, 7-14.
J. Uniforms -- Wearing of FWS Uniforms
FWS employees will own and wear the appropriate uniform in accordance with 3 AM 3.7A. Exception: RO employees are not required to wear uniforms. ES field personnel are included in the uniform program; however, uniforms are not mandatory. The appropriate uniform (Class B) shall be worn by such personnel when engaged in official business away from their duty station and in the office when dealing with the public, constituents, cooperative agencies, or anyone outside FWS.
Responsibility Levels: PLs are responsible for ensuring compliance with FWS uniform policy and for regulating the wearing of uniforms. Supervisors permitting employees to wear the uniform contrary to FWS policy will be considered negligent in their duties and responsibilities (3 AM 3.6A). It is stressed that volunteers cannot wear the FWS uniform.
Remarks: The following classes of uniforms will be properly worn while on official duty. (Note: The wearing of the uniform or any identifiable part while in nonduty status, except when going to and from work, is prohibited (3 AM 3.7B).)
- Class A--Dress Uniform: Allowed but not required.
- Class B--Standard Uniform: The basic attire for field management when performing general office work, light field duty, or when presenting programs to the public, constituents, cooperating agencies, and non-FWS personnel. Clerical staff (except on refuges and hatcheries) may be excluded from wearing the uniform.
- Class C--Uniform: The principal attire for personnel involved in maintenance and field activities, particularly when frequently exposed to hazards such as tearing, soiling, and staining. This class of uniform is not to be worn under conditions specified for the Class B uniform. Exceptions to the wearing of a uniform are contained in 3 AM 3.7A(1) and 3 AM 3.7B.
Reference: 3 AM 3.
All engineering services will be provided by RO-Engineering. Specific services that may be required from a Consulting Engineer, other Agencies, or the Service Engineering Center will be coordinated with and through RO-Engineering. Field Station coordination with other FWS personnel (e.g., RW, FR, FA, Realty, ES, etc.) will be a routine part of any project that requires Engineering’s services.
- Design and Construction
- Project Identification
Responsibility Levels: PLs and RO Supervisors.
Remarks: PLs identify the projects requiring Engineering assistance and submit Construction Project Worksheet (CPW) forms for projects that are to be funded via construction appropriations, and Request for Engineering Services (RES) forms for projects that are to be funded via MMS. The CPW and/or RES describes the project to the RO Supervisor. Projects are then prioritized by RO Supervisors. CPWs are reviewed for inclusion in the next Regional Construction Budget Request.
- Corps of Engineers 404 Permit Applications for Projects
Responsibility Levels: PLs with assistance from RO-Engineering when required.
- Cost Estimating
Responsibility Levels: Division of Engineering.
Remarks: Preliminary estimates made by field personnel on CPWs or any other documents for budgeting purposes must be verified by Engineering.
- Project Design
Responsibility Levels: Division of Engineering.
Remarks: Coordination of designs with field personnel and RO Supervisors will be a routine part of the designs.
- Inspection and Administration
Responsibility Levels: Division of Engineering.
Remarks: PLs and other field personnel generally are requested to provide assistance to Engineering for onsite inspections of small construction projects.
- Project Identification
- Dams
- Dam Safety
Responsibility Levels: Division of Engineering.
Remarks: PLs will contact the Regional Dam Safety Officer in Engineering during dam emergency situations, in accordance with the Emergency Action Plans prepared for all high and significant hazard dams.
- Operation of Dams and Appurtenances
Responsibility Levels: PLs.
Remarks: Operations will conform to procedures established in the Operating Plan and Standing Operating Procedures prepared for high and significant hazard dams.
- Dam Safety
- Energy Conservation--Management of the Regional Energy Program
Responsibility Levels: Division of Engineering.
Remarks: PLs assist Engineering by providing their energy uses to the Regional Energy Coordinator on an annual basis.
Responsibility Levels: Division of Water Resources for work and signature of correspondence or permit application by Division Chief, with copy to GEO-ARD. Exception: RD, or GEO-ARD as Acting RD, signs for sensitive or controversial water rights issues.
Remarks: PLs assist Water Resources by providing data on station water use and management, and by advising when existing or proposed water uses by others may jeopardize field station water rights.
Responsibility Levels: All Regional aviation operations will be coordinated through the Regional Aviation Manager (RAM) located at Madison WMD, Madison, SD. Contacts with other Federal, State, county, city, or other agencies dealing with aviation matters will be documented and copied to the RAM. Contacts with Interior’s Office of Aircraft Services (OAS) will be coordinated through the RAM.
References: 112 DM; 350-352 DM; 330-334 FW.
- Aviation Training
Responsibility Levels: RD, ARDs/GEO-ARDs, all supervisors, PLs, SRAs, and FWS employees.
Remarks: RO and line supervisors are required to maintain currency in Aviation Overview Training (M-2) provided by OAS. Field Supervisors of staff flying aviation missions are required to maintain currency in Aviation Supervisor Training (M-3). (Note: Supervisor training (M-3) meets requirements for M-2).
FWS employees actually flying are required by Regional policy to obtain and maintain currency in Aviation Safety Training (B, with B-1, B-2 or B-3 as appropriate for helicopter, fixed wing or combination), prior to flying other than scheduled airlines. Whenever possible, training will be obtained from FWS aviation safety trainers.
References: 352 DM 2.2B and 2.5; Regional Memorandum dated October 25, 1991.
- OMB Circular A-126
Responsibility Levels: RD, ARDs/GEO-ARDs, all supervisors, PLs, SRAs.
Remarks: OMB Circular A-126 requirements will be met on all aviation activities requiring employee transportation for point-to-point travel. (Exception: Travel via scheduled air carrier is excluded from this requirement.) This requirement includes fleet aircraft, charter aircraft, and rental aircraft when used for point-to-point employee transportation. The organization initiating travel is responsible for completing Form OAS-110 and obtaining required approving official signatures prior to each flight. A copy of each completed Form OAS-110 will be forwarded to the RAM.
Reference: OMB Circular A-126.
- Risk Assessment, Risk Management
Responsibility Levels: PLs, supervisors, FWS employees.
Remarks: Risk Assessment/Risk Management will be accomplished during the initial flight planning process prior to each flight. Missions categorized as “special use” will be reviewed and approved by PLs or supervisors prior to each flight.
References: 352 DM 2.2A and 2.2C.
- Aircraft Preaccident Plan and Hazard Maps
Responsibility Levels: PLs, supervisors, FWS employees.
Remarks: Aircraft preaccident plans (OAS Information Bulletin 91-1) and aerial hazard maps will be developed and reviewed/updated annually or whenever significant information changes occur. Administrative and management staff on stations that utilize aircraft must be familiar with and know the location of aircraft preaccident plans. Updates to the aviation hazard map will be accomplished at any time a new aerial hazard is noted. Hazard maps should be compared to current Sectional or World Aeronautical Chart (WAC) aviation charts from Department of Commerce, National Ocean Service (NOS) annually. Order charts directly from 1-800-638-8972 or through Regional Aviation Manager (RAM).
Reference: 352 DM 2.
Responsibility Levels: Each ARD/GEO-ARD is delegated the authority to approve computer, network and software purchases up to the amount of $100,000.00 for any items on the list of standard ADP equipment and software designated in the remarks section, as long as the program/geographic-designated ADP Coordinator has reviewed and acknowledged. The ADP Coordinator must sign the appropriate acquisition documents, regardless of whether the acquisition is for the RO or a field station, and the ADP Coordinator must keep a copy of the acquisition document for audit records. There is no longer a requirement to do a justification on any of the equipment or software designated on the standard list.
Remarks: A program/geographic authority to approve procurement of computer software and equipment can be revoked on the failure of an ADP audit. If authority is revoked, approval authority will revert to the Regional Chief of IRM. A list of standard equipment will be published and maintained on the Region’s private IRM website; contact your program/geographic ADP coordinator.
