R 150730Z JUN 06
FM CMC WASHINGTON DC(UC)
TO AL MARADMIN(UC)
UNCLASSIFIED/
MARADMIN 276/06
MSGID/GENADMIN/CMC WASHINGTON DC PR RFA//
SUBJ/GUIDANCE ON ISSUING REQUESTS FOR REIMBURSABLE WORK//
REF/A/MSGID:DOC/DOD FMR VOL 11A//
REF/B/MSGID:DOC/DON ASN(FM C)/YMD:20060504//
REF/C/MSGID:DOC/CMC LB PR/-/20050406//
REF/D/MSGID:DOC/DOD DRAFT IG D2005-D000FH-0288.000/YMD:20060313//
REF/E/MSGID:DOC/MCO P7300.21/YMD:20010329//
NARR/REF A IS THE DOD FINANCIAL MANAGEMENT REGULATION WHICH PROVIDES
GUIDANCE ON ISSUING AND ACCEPTING REIMBURSABLE ORDERS FOR WORK AND
SERVICES. REF B IS ASSISTANT SECRETARY OF THE NAVY (FINANCIAL
MANAGEMENT AND COMPTROLLER) MEMO TITLED PROPER USE OF NON-DOD
CONTRACTS WHICH PROVIDES GUIDANCE ON REQUIRED CERTIFICATION
STATEMENTS ON NON-DOD REIMBURSABLE ORDER REQUESTS. REF C IS CMC LTR
TITLED PROPER USE OF NON-DOD CONTRACTS AND OTHER MATTERS WHICH
AMPLIFIES THE NEED FOR PROPER REVIEW AND PROCEDURES BY COMMANDS, TO
INCLUDE CONTRACTING OFFICE APPROVAL, PRIOR TO ISSUING REIMBURSABLE
FUNDING DOCUMENTS TO NON-DOD ACTIVITIES. REF D IS DOD IG DRAFT
AUDIT
REPORT ON MARINE CORPS GOVERNMENTAL PURCHASES WHICH CITED THE
REQUIREMENT FOR IMPROVED AND UPDATED GUIDANCE TO MC COMMANDS ON
ISSUING REIMBURSABLE ORDERS. REF E IS MARINE CORPS FINANCIAL
EXECUTION STANDARD OPERATING PROCEDURE MANUAL//
POC/J. CHADWICK/LTCOL/RFA/-/TEL:703-614-4988//
GENTEXT/REMARKS
/1. BACKGROUND. A REIMBURSABLE ORDER FOR WORK OR SERVICES IS A
WRITTEN AGREEMENT THAT AUTHORIZES A LATERAL TRANSFER OF FUNDS
BETWEEN TWO FEDERAL AGENCIES OR DOD COMPONENTS WHEREIN WORK OR
SERVICES ARE PROVIDED BY ONE AGENCY/COMPONENT (TERMED THE SELLER) TO
THE REQUESTING FEDERAL AGENCY/COMPONENT (TERMED THE BUYER). WORK IS
DEFINED AS THE COST OF LABOR, MATERIAL, AND OVERHEAD THAT RESULTS IN
A TANGIBLE OUTPUT, SUCH AS REPAIR AND MAINTENANCE OF EQUIPMENT AND
WEAPON SYSTEMS. SERVICES ARE THE COST OF LABOR, MATERIAL, AND
OVERHEAD THAT RESULT IN A SUPPORT BENEFIT TO THE COMPONENT
REQUESTING
THE SERVICE. SERVICES INCLUDE GROUNDS MAINTENANCE, BEQ SUPPORT,
RANGE SUPPORT, UTILITIES, GUARD SERVICES, ETC. PROVIDED TO THE
BUYING
COMPONENT.
2. MISSION. PROVIDE REQUIRED PROCESSES AND PROCEDURES THAT MUST BE
ACCOMPLISHED PRIOR TO A COMMAND AUTHORIZING A REIMBURSABLE ORDER
FOR WORK OR SERVICES TO ANOTHER DOD COMPONENT OR FEDERAL AGENCY.
THIS GUIDANCE APPLIES WHEN THE MARINE CORPS IS THE BUYER OF WORK
OR SERVICES.
3. EXECUTION. PRIOR TO OFFICIAL ISSUANCE OF REIMBURSABLE ORDERS
FOR WORK OR SERVICES, THE FOLLOWING STEPS MUST BE ACCOMPLISHED AT
EACH COMMAND:
3.A. SECTION/OFFICE/PROGRAM MANAGER REQUIRING THE REIMBURSABLE
SUPPORT WILL:
1. CONTACT THE COMPONENT/AGENCY TO ENSURE THEY CAN PROVIDE THE
SUPPORT,
2. OBTAIN THEIR TRADING PARTNER INFORMATION,
3. IDENTIFY SPECIFIC REQUIREMENTS OF SUPPORT AND COST,
4. ENSURE SUFFICENT FUNDING IS AVAILABLE FOR THE ORDER,
5. CREATE REIMBURSABLE WORK REQUEST DD FORM 448 MILITARY
INTERDEPARTMENTAL PURCHASE REQUEST (MIPR)(IF NAVY ACTIVITY IS THE
SELLER, PREPARE A NAVCOMPT FORM 2275),
6. FORWARD REQUEST TO COMPTROLLER OFFICE.
3.B. COMPTROLLER OFFICE WILL: 1. REVIEW VALIDITY OF APPROPRIATION
AND LINE OF ACCOUNTING INFORMATION, 2. REVIEW REIMBURSABLE WORK
SCOPE TO ENSURE IT MATCHES APPROPRIATION PURPOSE, 3. REVIEW IF
ORDER IS BEING PROPERLY ISSUED AS AN ECONOMY ACT OR PROJECT ORDER.
3.B.1 IF WORK WILL BE PERFORMED BY ANOTHER FEDERAL AGENCY VICE A
DOD COMPONENT OR ACTIVITY ENSURE THE FOLLOWING STATEMENT(S) ARE
ANNOTATED IN THE REMARKS/SERVICE DESCRIPTION SECTION OF THE REQUEST:
3.B.1.A. SERVICE REQUEST REQUIRED STATEMENT (ECONOMY ACT
ORDERS)
- THESE FUNDS ARE AVAILABLE FOR SERVICES FOR A PERIOD NOT TO
EXCEED ONE YEAR FROM THE DATE OF ACCEPTANCE OF THIS ORDER. ALL
UNOBLIGATED FUNDS SHALL BE RETURNED TO THE ORDERING ACTIVITY NO
LATER
THAN ONE YEAR AFTER THE ACCEPTANCE OF THE ORDER OR UPON COMPLETION
OF
THE ORDER, WHICH EVER IS EARLIER.
3.B.1.B. WORK REQUEST REQUIRED STATEMENT (PROJECT ORDERS) - I
CERTIFY THAT THE GOODS ACQUIRED UNDER THIS AGREEMENT ARE
LEGITIMATE, SPECIFIC REQUIREMENTS REPRESENTING A BONA FIDE NEED
OF THE FISCAL YEAR IN WHICH THIS ORDER IS PLACED.
3.B.2. ONCE COMPTROLLER REVIEW IS COMPLETED, FORWARD REQUEST TO
CONTRACTING OFFICER.
3.C. CONTRACTING OFFICER WILL REVIEW REQUIREMENTS AND PREPARE A
DETERMINATIONS AND FINDINGS (D&F) TO ENSURE THE REIMBURSABLE
ORDER IS MOST EFFICENT/ECONOMICAL FOR THE GOVERNMENT. APPROVED
REIMBURSABLE ORDER REQUESTS WILL BE FORWARDED TO THE COMMANDING
OFFICER FOR SIGNATURE AND RELEASE OF REQUEST TO THE SELLING
ACTIVITY FOR ACCEPTANCE. COPIES OF SIGNED ORDER ARE RETURNED TO
COMPTROLLER, CONTRACTING OFFICER, AND SECTION/OFFICE/PROGRAM
MANAGER.
3.D. SECTION/OFFICE/PROGRAM MANAGER THAT INITIATED THE REQUEST
WILL COMMIT THE DOCUMENT AND FUNDS IN SABRS ONCE REQUEST IS
APPROVED BY COMMANDING OFFICER. ONCE ACCEPTANCE OF ORDER IS
RECEIVED FROM SELLING COMMAND (SIGNED ACCEPTANCE ON NAVCOMPT
FORM 2275 OR SIGNED MIPR ACCEPTANCE DD 448-2), AN OBLIGATION
WILL BE ENTERED INTO SABRS. DOCUMENT RECORDS AND MONITORING
WILL BE COMPLETED BY THE SECTION/OFFICE/PROGRAM MANAGER IN
ACCORDANCE WITH MCO P7300.21.
3.E. FOR RECURRING ANNUAL SERVICE SUPPORT FOR DETACHMENTS OR
TRAINING WITH ANOTHER DOD COMPONENT, AN INTERSERVICE SUPPORT
AGREEMENT (ISA DD FORM 1144) SHOULD BE CREATED SPECIFYING THE
SERVICES AND COST FOR SUPPORT. IF AN ISA IS IN PLACE AND NO
MATERIAL CHANGES HAVE OCCURRED FROM THE PREVIOUS YEAR, THE
REQUIREMENT FOR A CONTRACTING D&F IS NOT REQUIRED. A D&F
PREPARED AT THE TIME AN ISA IS CREATED/ NEGOTIATED IS GOOD
UNTIL THE ISA IS RENEGOTIATED. THE ISA NUMBER WILL BE CITED
IN THE REQUESTED SERVICES/DESCRIPTION SECTION OF THE DD FORM
448 OR NAVCOMPT FORM 2275.
3.F. TWO ADDITIONAL APPROVAL STEPS ARE REQUIRED IF THE
REIMBURSABLE REQUEST IS FOR ONE MILLION DOLLARS OR GREATER.
FIRST APPROVAL IS FROM THE AREA LEGAL OFFICE. ONCE LEGAL
APPROVES THE REQUEST, IT MUST BE FORWARDED TO DC IL
(CONTRACTS) FOR FINAL APPROVAL PRIOR TO RELEASE OF THE
REQUEST TO THE SELLING ACTIVITY.
4. COMMAND AND CONTROL. EFFECTIVE WITH THE PUBLICATION OF
THIS MARADMIN, COMMANDS WILL FOLLOW THE PROCEDURES OUTLINED
HEREIN WHEN ISSUING REIMBURSABLE ORDERS. THESE PROCEDURES
WILL BE INCORPORATED INTO THE UPCOMING CHANGE TO REFERENCE E.
5. POC ON THIS ISSUE IS LTCOL JOHN CHADWICK, DSN 224-4988,
COMM 703-614-4988, EMAIL JOHN.CHADWICK1@HQMC.MIL.//