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

Exhibit 3, 264 FW 2
Sample Memorandum for Approval of Agreement with a Private Entity

Supersedes Exhibit 3, 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




To:                   Director (or supervising Directorate Member (e.g., Assistant Director, Regional Director, if allowed)


Through:          Assistant Director – Business Management and Operations (or, if the supervising Directorate Member is the approving authority, provide a copy of the memorandum to the AD-BMO after it has been signed).


From:               Supervising Directorate Member (or Deputy/Assistant Regional Director, if allowed)


Subject:           Request for Reimbursable Authority with [name of private entity]


In accordance with U.S. Fish and Wildlife Service Manual chapter 264 FW 2, I request your approval to enter into an agreement with [name of private entity] for reimbursable work.


Consistency with the Service’s Mission

The [name of private entity] 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.


[Name of private entity] is requesting the Service’s expertise because [Provide a summary of scope of work and cost of agreement].


[Name of private entity] is not prohibited as defined in section 2.19, 264 FW 2.


After both parties accept this agreement, [name of private entity] agrees to make an advance payment to the U.S. Fish and Wildlife Service in the amount of $[dollar amount].






_____Not Approved                Director, U.S. Fish and Wildlife Service/Date

(or supervising Directorate Member, if allowed) (see sections 2.5, 2.12, and 2.18 of 264 FW 2 for conditions of approval)




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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