Title: Fish and wildlife service logo - Description: fish and wildlife service logo

Exhibit 2, 264 FW 2
Sample Memorandum for Approval to Waive Advance Payment

Supersedes Exhibit 2, 264 FW 2, 9/24/2015

Date: 01/02/2018

Series: Finance

Part 264: Cost Recovery and Reimbursable Agreements

Originating Office: Division of Financial Management

PDF Version

 

Memorandum

 

To:                   Director (or supervising Directorate member, if allowed)

 

Through:          Assistant Director – Business Management and Operations

 

From:               Supervising Directorate Member (e.g., Assistant Director, Regional Director) (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:

 

 

For more information about this exhibit, contact the Division of Financial Management. For more information about this website, contact Krista Bibb in the Division of Policy, Performance, and Management Programs.

 

 

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