Exhibit 2,

264 FW 2
Sample Memorandum for Approval to Waive Advance Payment

Supersedes Exhibit 2, 264 FW 2, October 9, 2009

Date: September 24, 2015

Series: Finance

Part 264: Cost Recovery and Reimbursable Agreements

Originating Office: Division of Financial Management



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Microsoft Word Version



To:                   Director


Through:          Assistant Director - Business Management and Operations


From:               Supervising Directorate Member


Subject:            Reimbursable Agreement for [State, Local, or Tribal Governments] without Advance Payment


In accordance with Service Manual Part 264, chapter 2, I request your approval to incur obligations and expenditures in advance of receiving payments from [name of State, local, or tribal government or agency] for reimbursable work.


Consistency with the Service's Mission

The [name of State, local, or tribal government or agency] requested that the Service's [Region/field office] 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, or tribal government or agency] is unable to advance funds to the Service because [explain].

Reasons may include State, local, and tribal government constitutional prohibitions or statutes or regulations and Federal grant requirements.


Credit Worthiness of Organization

The [name of State, local, or tribal government or agency] has demonstrated prompt payments on recent reimbursable agreements with the Service.

Include history of timely payment by the recipient demonstrating credit worthiness.



The [name of State, local, or tribal 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 Payments

The [title of State, local, or tribal 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.







                        _____ Approved
                                                            _________________________________       ________
                       _____ Not Approved        Director, U.S. Fish and Wildlife Service           Date







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



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