Memorandum
To: Director (or supervising Directorate member, if allowed)
Through: Assistant Director – Management and Administration
From: Supervising Directorate Member (i.e., Assistant Directors, Regional Directors), or Project Leader/Supervisor, if allowed
Subject: Reimbursable Agreement for [State, Local, Tribal, or Foreign Governments] without Advance Payment
In accordance with U.S. Fish and Wildlife Service Manual chapter 264 FW 2, I request your approval to incur obligations and expenditures in advance of receiving payments from [name of State, local, Tribal, or foreign government or agency] for reimbursable work.
Consistency with the Service’s Mission
The [name of State, local, Tribal, or foreign government or agency] requested that the Service’s [Region/field station/program] perform the following work:
Summary of services or product that we will provide and estimated reimbursement.
We estimate that completion of this work will help to [benefits to be achieved], consistent with the Service’s mission.
Need to Undertake Reimbursable Work without Advance Payment
The [name of State, local, Tribal, or foreign government or agency] is unable to advance funds to the Service because [explain].
Reasons may include State, local, Tribal, or foreign government constitutional prohibitions or statutes or regulations and Federal grant requirements.
Credit Worthiness of Organization
The [name of State, local, Tribal, or foreign government or agency] has demonstrated prompt payments on recent reimbursable agreements with the Service.
Include history of timely payment by the vendor demonstrating credit worthiness.
– or –
The [name of State, local, Tribal, or foreign government or agency] is a financially stable organization as reported by Dun and Bradstreet (or other financial reporting organization).
Include evidence of financial stability of the organization.
Assurance of Payment
The [name of State, local, Tribal, or foreign government or agency authorizing official] has the authority to commit the organization to payments in the agreement without qualification. We have included this assurance in the agreement.
Attachment(s)
_____Approved
____________________________________________________
_____Not Approved Director, U.S. Fish and Wildlife Service/Date (or supervising Directorate member, if allowed)
Comments: