Inter-Intra Agency Agreement Handbook

U.S. Department of the Interior

Office of Financial Management

Inter-Intra Agency Agreement Handbook

September 21, 2015

U.S. Department of the Interior

Inter/Intra-Agency Agreement Handbook

Table of Contents

CHAPTER 1: INTRODUCTION ................................................................................................ 1 1. Preface.................................................................................................................................. 1 2. Purpose and Scope ............................................................................................................... 1 3. Policy ................................................................................................................................... 2 4. Determining Appropriate Legal Instrument for Executing Agreement ............................... 3

CHAPTER 2: DEFINITIONS ..................................................................................................... 5 1. Approving Official............................................................................................................... 5 2. Business Rules for Intragovernmental Transactions............................................................ 5 3. DOI Bureau or Office .......................................................................................................... 5 4. DUNS Number..................................................................................................................... 5 5. Federal Acquisition Regulation (FAR) ................................................................................ 5 6. Federal Agency Registration................................................................................................ 6 Government-wide Acquisition Contract (GWAC) ................................................................. 6 8. Imputed Inter-Departmental Costs....................................................................................... 6 9. Imputed Intra-Departmental Costs....................................................................................... 6 10. Indirect Rate ..................................................................................................................... 6 11. In-Kind Contributions ...................................................................................................... 6 12. Inter-Agency Agreement.................................................................................................. 6 13. Intra-Agency Agreement.................................................................................................. 7 14. Intragovernmental Payment and Collection System (IPAC) ........................................... 7 15. Memorandum of Agreement/Understanding (MOA/MOU) ............................................ 7 16. Office of the Solicitor ..................................................................................................... 7 17. Program/Project Officer ................................................................................................... 7 18. Requesting Agency .......................................................................................................... 7 19. System for Award Management (SAM) .......................................................................... 7 20. Servicing Agency ............................................................................................................. 7 21. Service-Level Agreement (SLA) ..................................................................................... 7 22. Treasury Account Symbol/Business Event Type Code (TAS/BETC)............................. 7 23. Trading Partner................................................................................................................. 8 24. User Charges .................................................................................................................... 8

CHAPTER 3: LEGAL AUTHORITIES...................................................................................... 9

U.S. Department of the Interior

Inter/Intra-Agency Agreement Handbook

1. Authorities for an IAA ......................................................................................................... 9 A. The Economy Act of 1932............................................................................................ 9 B. Clinger-Cohen Act (40 U.S.C. Subtitle III)................................................................ 11 C. Service First Authority ............................................................................................... 11

2. Choosing the Correct Authority......................................................................................... 13 CHAPTER 4: ............................................................................................................................... 14 DEVELOPING AND PROCESSING AGREEMENTS .......................................................... 14

1. Preparing an IAA ? Buyer (Requesting Agency) .............................................................. 14 2. Completing the IAA - Seller (Servicing Agency).............................................................. 16 3. Information Required in an IAA........................................................................................ 17 CHAPTER 5: ............................................................................................................................... 18 AGREEMENT PROVISIONS AND FORMAT........................................................................ 18 1. Required Information in an IAA........................................................................................ 18

A. Requirements .............................................................................................................. 18 Identification of All Parties ............................................................................................ 18

C. Funding Information................................................................................................... 18 D. Purpose and Objective ................................................................................................ 19 E. Responsibilities of Each Party.................................................................................... 19 F. Signatures ................................................................................................................... 19 G. Agency Order Data Elements ..................................................................................... 19 H. Document Control Number ........................................................................................ 19 I. Legal Authority .............................................................................................................. 19 J. Period of Performance.................................................................................................... 19 K. Estimated Costs .......................................................................................................... 19 L. Project or Proposal Title ............................................................................................. 20 M. Other Required Information ....................................................................................... 20 2. Recommended Information in an IAA .............................................................................. 20 3. Additional Buyer Information............................................................................................ 20 A. Authorizing Statute..................................................................................................... 20 B. Full Cost Recovery Statement .................................................................................... 20 C. Service Disclosure Statement ..................................................................................... 20 D. Method for Settlement of Disputes............................................................................. 20 E. Termination/Cancellation Clause ............................................................................... 20 F. Future Modifications or Amendments........................................................................ 20

U.S. Department of the Interior

Inter/Intra-Agency Agreement Handbook

G. Performance Standards and Review Procedures ........................................................ 21 H. Expiration Date for Obligation of Funds .................................................................... 21 I. Notification of Completed Work.................................................................................... 21 4. Other Provisions................................................................................................................. 21 5. Format and Construction of an IAA .................................................................................. 23 6. Use of Budget Object Class on IAAs ................................................................................ 23 CHAPTER 6: ............................................................................................................................... 26 RESPONSIBILITIES.................................................................................................................. 26 1. The Assistant Secretary ? Policy, Management and Budget (ASPMB) and Chief Financial Officer ....................................................................................................................................... 26 2. The Deputy Assistant Secretary ? Budget, Finance, Performance and Acquisition (DASBFPA) ....................................................................................................................................... 26 3. The Director, Office of Financial Management (PFM) ..................................................... 26 4. SOL ? Division of General Law ........................................................................................ 26 5. Head of DOI Bureau/Office............................................................................................... 27 6. Specific DOI Bureau/Office Responsibilities .................................................................... 27 A. Approval Functions .................................................................................................... 27 B. Budget, Finance, Acquisition and Accounting Administrative Functions ................. 27 C. Contracting Functions................................................................................................. 29 D. Coordinating/Liaison Functions ................................................................................. 29 E. Program/Project Functions (Buyer)............................................................................ 30 F. Program/Project Functions (Seller) ............................................................................ 31 CHAPTER 7: ............................................................................................................................... 33 OTHER INFORMATION AND ADMINISTRATIVE REQUIREMENTS.............................. 33 1. The Economy Act (31 U.S.C. ? 1535)............................................................................... 33 2. Advances............................................................................................................................ 33 3. Appropriations ................................................................................................................... 33 4. Anti-Deficiency Act........................................................................................................... 33 5. Purpose Statute................................................................................................................... 33 6. Augmentation..................................................................................................................... 34 7. Bona Fide Needs Rule ....................................................................................................... 34 8. Conflicts of Interest............................................................................................................ 34 9. Multiple Award Schedule Contracts .................................................................................. 34 10. Travel ............................................................................................................................. 34 11. DOI Bureau/Office Procedures ...................................................................................... 35

U.S. Department of the Interior

Inter/Intra-Agency Agreement Handbook

12. Indirect Rate ................................................................................................................... 36 CHAPTER 8: ............................................................................................................................... 37 RECORDKEEPING ................................................................................................................... 37

1. Official Agreement File ..................................................................................................... 37 APPENDIX 1:................................................................................................................................ 1 INTER/INTRA-AGENCY AGREEMENT FORM...................................................................... 1 APPENDIX 2:................................................................................................................................ 1 INTRAGOVERNMENTAL AGREEMENT COMPLETION REPORT ................................... 1 APPENDIX 3:................................................................................................................................ 1 INTER/INTRA-AGENCY TRAVEL AGREEMENT FORM ..................................................... 1 ......................................................................................................................................................... 1 ......................................................................................................................................................... 2 APPENDIX 4:................................................................................................................................ 1 DOI INTRAGOVERNMENTAL DISPUTE RESOLUTION POLICY ..................................... 1

1. Background .......................................................................................................................... 1 2. Roles and Responsibilities ................................................................................................... 1

A. DOI Bureaus/Offices .................................................................................................... 1 B. Office of Financial Management .................................................................................. 1 C. DOI Chief Financial Officer......................................................................................... 2 3. Dispute Resolution............................................................................................................... 2 A. Accounting Treatment .................................................................................................. 2 B. Accounting Treatment Difference Issue Paper............................................................. 3 C. Time Limitations .......................................................................................................... 3 APPENDIX 5:................................................................................................................................ 1 ACRONYMS ................................................................................................................................. 1

U.S. Department of the Interior

Inter/Intra-Agency Agreement Handbook

CHAPTER 1: INTRODUCTION

1. Preface

A. The Department of the Interior's (DOI) mission is to protect and manage the Nation's natural resources and cultural heritage; provide scientific and other information about those resources; and honor trust responsibilities or special commitments to American Indians, Alaska Natives, and affiliated island communities. In advancing its programs, DOI may engage with other Federal agencies that have complementary missions or require exchange of information or services with DOI Bureaus/Departmental Offices (Offices) to fulfill their respective missions.

B. To optimize the benefits from the efforts of the Federal agencies, DOI must use formal processes to create agreements for exchanging information, request necessary products or services, or coordinate programs.

C. An Inter/Intra-Agency Agreement (IAA) is a written agreement between entities of different Federal agencies (inter) or within the same Federal agency (intra). An IAA is also referred to as a reimbursable support agreement (RSA).

Note: In this Handbook, the acronym "IAA" will be used collectively for both inter- and intraagency agreements. In instances where a distinction is required between the two forms, the agreements will be specifically identified as either "inter" or "intra".

D. The DOI Bureaus/Offices may use a Memorandum of Agreement (MOA) or Memorandum of Understanding (MOU) to document an agreement to exchange information or coordinate programs between Federal Agencies. The MOAs or MOUs are useful to optimize the benefits of efforts. Under these documents, each party is responsible for contributing its own efforts and resources (sometimes classified as "inkind-contributions"), but neither party exchanges funds, personnel, property, services, or makes any kind of financial commitment or obligation. Transactions that involve a financial commitment or obligation must be recorded with an IAA, rather than an MOA or MOU.

E. While giving consideration to different individual program requirements and procedures, this Handbook will promote a standard, uniform implementation of IAAs throughout DOI.

2. Purpose and Scope

A. This Handbook applies only to IAAs and is for internal use by DOI personnel. The content identifies authorities and responsibilities and establishes general policies and procedures for preparing, reviewing, approving, monitoring, and closing IAAs.

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