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FOREST SERVICE MANUAL
MARK TWAIN NF (REGION 9)
ROLLA, MO
FSM 1500 – EXTERNAL RELATIONS
CHAPTER 80 – GRANTS. COOPERATIVE AGREEMENTS, AND OTHER
AGREEMENTS HANDBOOK
Supplement No.: R9 Mark Twain 1580-2003-2
Effective Date: May 23, 2003
Duration: This supplement is effective until superseded or removed.
Approved: RONNIE RAUM
Forest Supervisor
Date Approved: 05/23/2003
Posting Instructions: Supplements are numbered consecutively by Handbook number and
calendar year. Post by document; remove the entire document and replace it with this
supplement. Retain this transmittal as the first page(s) of this document. The last supplement to
this Handbook was R9 Mark Twain 1500-2003-1.
New Document
Superseded Document(s)
R9 Mark Twain 1580-2003-2
MTNF SUPP 2 (10/86)
10 Pages
1 Pages
Digest: In order by code, summarize the main additions, revisions, or removal of direction
incorporated in this supplement.
1580.3 – Implements a forest procedure for grants and agreements.
9 MARK TWAIN SUPPLEMENT
EFFECTIVE DATE: May 23, 2003
DURATION: Effective until superseded or removed
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FSM 1500 – EXTERNAL RELATIONS
CHAPTER 1580 - GRANTS. COOPERATIVE AGREEMENTS, AND OTHER AGREEMENTS
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1580 – GRANTS, COOPERATIVE AGREEMENTS, AND OTHER AGREEMENTS
HANDBOOK
1580.3 POLICY
1.
Most Agreements can now be prepared on the Grants and Agreements website.
Prior to going on-line, you must prepare the Agreements Worksheet (Exhibit 1).
If you are not sure what type of agreement to process on-line, send the
Agreements Worksheet to Budget and Finance (B&F). A determination will be
made here on what type of agreement needs to be prepared. If you are sure of the
agreement type you may proceed completing the on-line form. In any case, the
agreements worksheet should be completed prior to beginning the on-line form.
This form will become part of the official file. All agreements, regardless of type
must be sent to B&F.
2.
All Payment Agreements must include a comprehensive financial plan, which
clearly spell out the roles of all partners involved and funding to be paid. Job
codes and ALTERNATE JOB CODE numbers must be included for all payments
to be made by The Mark Twain National Forest. Any line item not included in an
approved work plan must be accompanied by the appropriate Program Manager’s
request to add a specific project to a work plan. All Payment Agreements MUST
include a signature line for the B&F Officer as certifying official.
3.
All draft agreements WILL BE routed to the appropriate S.O. Program Manager
and Staff Officer for review. (See Checklist – Exhibit 02)
4.
Upon Program area review, ALL agreements will be routed to Budget and
Finance for fund certification, format and burden rate review. If waiving burden,
a justification must be included with the agreement. This can be just a typed
statement documenting your conversation with the cooperator and the reason for
waiver. Although the waiver must be mailed with the agreement, it does not
actually become a part of the agreement. B&F will set up in the INFRA
Database. The B&F Officer will approve and forward to the Grants and
Agreements Specialist, Western Operations Center (WOC).
5.
The Grants and Agreements Specialist, WOC will review, assign an agreement
number and return an electronic version to B&F, who will prepare the originals as
needed.
6.
B&F to prepare award letter and mail agreements to partners for signatures.
Letter will include instructions to sign & return all originals back to Accounting
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EFFECTIVE DATE: May 23, 2003
DURATION: Effective until superseded or removed
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FSM 1500 – EXTERNAL RELATIONS
CHAPTER 1580 - GRANTS. COOPERATIVE AGREEMENTS, AND OTHER AGREEMENTS
HANDBOOK
Tech, B&F, to obtain Forest Supervisor signature. Note that the Forest
Supervisor will not sign an agreement that does not have the approval of the
Budget & Finance Officer. Upon obtaining Forest Supervisor’s signature, FS
Staff Assistant will forward signed copies back to B&F.
7.
B&F to distribute as follows:
a. One original to partner(s) with cover letter
b. One original to official file maintained in the B&F section
c. One original to Grants and Agreements Specialist, WOC
d. One field copy to the appropriate program manager (See Exhibit 03 – Roles
& Responsibilities for more information)
8.
B&F to perform the following:
a. Set up Official File (TO BE MAINTAINED IN FISCAL SHOP)
b. Update INFRA as needed
c. Set up appropriate collection job codes in MJOB
d. Enter appropriate obligations in FFIS
e. Enter required agreements in PCAS
f. Monitor and post balances monthly to internet site
g. Perform final audit and prepare closeout letter to partner upon completion,
and update INFRA
SPECIAL NOTES:
1.
Extensions must be completed and signed PRIOR to the original agreement
expiring.
2.
For multi-year agreements, a new financial plan must be completed for each
subsequent year, along with the modification. These “modifications” must follow
the same steps as the original agreement. Modifications can also be found on the
Grants and Agreements website.
3.
No expenses may be incurred prior to receipt of funds from the cooperator. If
expenses are incurred prior to the signed agreement being in place, appropriated
project dollars will pay for the expense.
4.
The Grants and Agreements website has all the necessary forms for completing
the agreement, including the financial plan, and modification forms.
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EFFECTIVE DATE: May 23, 2003
DURATION: Effective until superseded or removed
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FSM 1500 – EXTERNAL RELATIONS
CHAPTER 1580 - GRANTS. COOPERATIVE AGREEMENTS, AND OTHER AGREEMENTS
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EFFECTIVE IMMEDIATELY THE FOLLOWING PARAGRAH MUST BE INCLUDED
IN ALL NEW GRANTS/AGREEMENTS (Per CFO Bulletin 2003-6):
“Trading partners are required to provide accrual information to the designated billing office
specified in this agreement. This information may be documented on an invoice, in the
remarks section of a financial progress report, in a fax, or email. The information required
should be in the following format:
Under grant/agreement number ___________________, as of the end of this month [or
quarter], [name of trading partner] has incurred the following total cumulative costs for the
project: $______________________. Of this amount, $____________has been invoiced,
and $_____________has not been invoiced.”
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EFFECTIVE DATE: May 23, 2003
DURATION: Effective until superseded or removed
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CHAPTER 1580 - GRANTS. COOPERATIVE AGREEMENTS, AND OTHER AGREEMENTS
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80.3 – Exhibit 01
AGREEMENTS WORKSHEET
NOTE: THIS WORKSHEET MUST BE FORWARDED TO THE S.O. FOR THE
OFFICIAL FILE.
The following is information that is needed in order to put an agreement together. You need to
know your partners and what their mission is.
1. Describe your project/purpose:
2. Who are your partners (names of partners) – are they Federal entities, state, private, nonprofit, etc. This needs to be identified. Include name, address and phone number of your
partners principal contact for the agreement.
3. What is the mission of your partners organization?
4. What is the benefit of this project to your partners?
5. What is the benefit of this project to the forest service? We need to show mutual benefit to
both parties in order to have an agreement.
6. Forest Service principal contact for the agreement – name, address and phone number.
7. Describe each parties’ responsibilities to the project:
The Forest Service Shall:
The Cooperator Shall:
8. Discuss with collection agreement partners, the requirement of burden rate. The result of that
discussion should be documented here.
9. What is the budget and breakdown of the contributions ($$ and in-kind) of all parties
involved? This information goes on the financial plan. Remember for challenge cost share
agreement, the Forest Service share should be 50% or less of the total agreement.
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EFFECTIVE DATE: May 23, 2003
DURATION: Effective until superseded or removed
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10. List the Forest Service job code to be used if FS dollars are to be expended. Also list the
alternate job code from the appropriate work plan. If dollars will be collected, a CWFS account
will need to be established through B&F. If “In-kind” service is to be performed, identify the
work plan. Work plans should specifically state if a particular piece of that work plan is to cover
in-kind work toward an agreement.
11. Completion date of project.
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EFFECTIVE DATE: May 23, 2003
DURATION: Effective until superseded or removed
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80.3 – Exhibit 02
CHECKLIST
Project Leader’s Responsibilities (please initial by each item)
______
1. Obtain agreements worksheet and checklist
______
2. Complete worksheet. If you are sure of what type of agreement to use, you
may proceed to the website. http://fsweb.wo.fs.fed.us/aqm/ganda/
If unsure of agreement type, forward to Accounting Technician, B&F.
______
3. Once agreement is put together, route to appropriate staff officer for review.
The agreement should be mailed electronically; other documentation should be
mailed hardcopy. Staff officer should sign below.
__________________________________
Staff Officer Signature
______
4. Forward the agreement, together with worksheet, (including request for
commitment worksheet) and checklist to B&F for review. As stated in item 3
above, the worksheet, checklist, and waiver, if applicable must be mailed
hardcopy. The agreement, itself must be mailed electronically. This allows us to
move the agreement through the process more timely.
B&F Responsibilities
______
5. Review for proper format, burden rates or waiver justification.
______
6. Certify funding availability and set up commitment (RQ, etc.). B&F Officer
should sign below for funding certification.
______________________________
Budget & Finance Officer Signature
______
7. Insert electronic signature of the B&F Officer on the agreement.
______
8. Forward the agreement to Agreements Specialist, WOC.
______
9. Upon receipt of approved agreement from the WOC, prepare appropriate
number of “originals” and prepare award letter for mailing.
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EFFECTIVE DATE: May 23, 2003
DURATION: Effective until superseded or removed
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80.3 – Exhibit 02 – Continued
CHECKLIST
B&F Responsibilities – Continued
______
10. Upon receipt of signed documents from cooperators, forward to FS Staff
Assistant, for Forest Supervisor signature.
______
11. Upon receipt of signed documents from Forest Supervisor, distribute to
cooperators, WOC, program leaders & official files.
______
12. Set up Official File
______
13. Set up job code in MJOB
______
14. Enter Obligations, if appropriate, in FFIS
______
15. Obtain accrual information from program leader and post RC’s or SV’s in
FFIS. Maintain log in each agreement file, updating quarterly. See CFO bulletin
2003-06.
______
16. Update information in INFRA
______
17. Enter required agreements in PCAS
Per CFO bulletin #2002-021, all external reimbursable and advance customer
deposit agreements must be entered in PCAS with the following exceptions:
a. Complex agreements in which the terms of the agreement frequently
changes.
b. Regional map sale programs
c. SCSEP program
d. Small dollar agreements ($1,000 or less)
e. Billings for standard set or fixed training costs involving multiple
individuals or agencies.
f. Reimbursable fire billings
g. Collections already recognized as revenue at the time of collection, such
as fee demo, timber sale road maintenance, GBGB, RIRI.
Any agreement not meeting the named exception criteria must have
documentation on file, citing why the agreement is not in PCAS.
9 MARK TWAIN SUPPLEMENT
EFFECTIVE DATE: May 23, 2003
DURATION: Effective until superseded or removed
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80.3 – Exhibit 03
ROLES AND RESPONSIBILITIES
PROJECT LEADER:

Identify projects or opportunities that implement the mission of the Forest Service, the
Natural Resource agenda, or other WO or Regional direction, and the Mark Twain National
Forest land and Resource and Management Plan;

Enlist input or assistance of the Partnership Coordinator or Forest Grants and Agreements
Coordinator.

Provide draft agreement information to the Grants and Agreements Specialist, through
the Accounting Technician, B&F.

Include the project/opportunity in the annual and out-year program of work planning &
budgeting.

Ensure NEPA is completed prior to project initiation.

Communicate with Budget and Finance throughout the project to ensure proper
accounting and appropriate use of funds.

Communicate with partners regarding project progress, deadlines and project budget

Initiate agreement amendments, as needed

Alert Budget and Finance when terms and conditions of the agreement are met

It is the responsibility of the project leader to ensure that all of the terms of the agreement
are being met. This includes gathering data for required written reports or summaries. All
project reporting documents should be mailed to the appropriate program manager in the
S.O., who will review and submit to the partner. The B&F section MUST receive a file copy
of all reports submitted.
PROGRAM MANAGER & STAFF OFFICER:

Provides agreement oversight for their staff area

Reviews all agreements and signs checklist prior to B&F receiving
BUDGET AND FINANCE:

Review agreements prior to them going to WOC

Generate necessary bills to cooperators

Process quarterly accruals

Monitor financial statements

INFRA

PCAS

Close out financial portion of agreement when notified by the project leader

Perform final financial audit and refund cooperator of unused funds, if necessary.