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U.S. Geological Survey Manual

U.S. Geological Survey Instructional Memorandum

No:   IM OA 2018-02

Issuance Date: October 30, 2017

Subject: Administrative Guidance on Travel, Overtime, and Base 8 Salary for Volunteering to FEMA Surge Capacity Force

1. Purpose.  U.S. Geological Survey (USGS) offices and employees have been involved in emergency assistance and response activities related to Hurricanes Harvey, Irma, and Maria. USGS Cost Centers are currently receiving Mission Assignments (MAs) from the Federal Emergency Management Agency (FEMA) to support a variety of activities needed for response and recovery efforts. It is extremely important that USGS maintain accurate and easily accessible documentation to support reimbursement by FEMA.  

2. Background.  On September 11, 2017, the Acting Deputy Director issued a memorandum asking for USGS volunteers to assist with FEMA mission assignments related to these hurricanes.

3. Policy.  Cost Centers who have employees that support these volunteer efforts will receive reimbursement for overtime, travel, and per diem from FEMA. Employees must utilize the cost structure identified below for proper reporting and reimbursement of expenses:

FY 2017 overtime, travel, and per diem = GR.17.AE03.FEM20.00

FY 2018 overtime, travel, and per diem = GR.18.AE03.FEM20.00

A volunteer’s Base 8 salary will be covered by their Cost Center for the duration of the deployment. To ensure accurate and complete financial reporting on these efforts, each Cost Center will establish Emergency Response projects as identified in Financial Operating Procedures (FOP) Chapter 10.5 to track salary costs. Titles for the account elements must contain “FEMA Surge Capacity Force.”

The WBS Element numbering scheme is as follows:

GX.FY.FFFF.08000.00 = Emergency Response Event #1

GX.FY.FFFF.08100.00 = Emergency Response Event #2

GX.FY.FFFF.08200.00 = Emergency Response Event #3

Example: GX.YY.FFFF.08x00.00 = FEMA Surge Capacity Force

KEY: YY = Fiscal Year when volunteering has occurred, FFFF = Fund Center, x = where the volunteer’s Cost Center is currently on the emergency response numbering scheme. Any purchases required by government charge card must be in accordance with bureau charge card program policy.

Additional administrative questions for the related activities can be directed to Tom Krispinsky at 703-648-7214 or

/s/Roseann Gonzales                                                        October 30, 2017       
_____________________________________________         _______________
Roseann Gonzales                                                                        Date
Associate Director for Administration

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