Supersedes 371 FW 6,
FWM 259, 06/28/96
Part 371: Quarters
Division Contracting and Facilities Management
is the purpose of this chapter? This
chapter explains what controls the Service has in place to ensure the
efficient and effective management of our quarters program.
practices ensure good management of quarters and how does the Service achieve
them? Table 6-1
lists the practices we focus on to ensure good management and how we
Table 6-1: Management Practices and Controls
(how we implement the practices)
Implement the correct rents on time
(1) Tenants and Project
Leaders/supervisors must send updated inventory and tenant data and
deduction documentation to the Regional Quarters Officer before annual rent
changes. The National Quarters Officer (NQO) asks for these updates in a
letter sent out to the Regions every December. The NQO checks deduction
documentation when reviewing Regional submissions.
(2) The National Business Center
gives the Regional Quarters Officers updated rent program and installation
instructions with adequate time to implement rent changes in March.
(3) The NQO must:
for Regional certification that tenants were given 30-days notice of change
the Regional Quarters Officers for copies of their Quarters Management
Information System (QMIS) databases after making changes.
bi-weekly payroll deductions supplied by the Finance Center after rent
changes are made to ensure they are accurate.
the Regional Quarters Officers reports of bi-weekly payroll deductions so
the Regions can also check for accuracy.
quarters revenues for quarters operations and maintenance only
(1) Screen monthly quarters
expenditure files to ensure that budget object class codes are appropriate for
quarters operations and maintenance.
(2) Ask Regions about any
questionable obligations so they can be corrected if necessary.
(3) Give Program offices and Regions
monthly reports showing quarters collections, obligations, and balances.
Acquire only needed quarters
(1) The Regional Program offices, the
Regional Quarters Officers, and the NQO must screen quarters justifications
before recommending that the Assistant Director – Business Management and
Operations approves them.
(2) When reviewing Regional
justifications, the NQO must check quarters justifications on file against
new quarters to ensure proper approvals and documentation are in place.
Dispose of chronically vacant quarters
(1) Screen the QMIS database during
Regional reviews to identify quarters that have been vacant for more than 3
(2) Ask the Regional Quarters
Officers and Project Leaders/supervisors to find ways to use chronically
vacant quarters for other purposes or dispose of them. Once we use quarters
for some other purpose, if the Project Leader/supervisor wants to use them
as quarters again, he/she must rejustify that use.
For information on the
content of this chapter, contact the Division of Contracting and Facilities
Management. For more information about this Web site, contact Krista Holloway in the Division of
Policy and Directives Management.
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