U.S. Geological Survey Manual
U.S. Geological Survey Instructional Memorandum
No.: IM OA 2014-07
Issuance Date: May 13, 2014
Expiration Date: Retain Until SupersededSubject: Instructional Memorandum Series for the Hurricane Sandy Supplemental and Department of the Interior and Bureau Governance and Reporting Policy and Guidelines, Update to Round 1 and Round 2 Obligations and Expenditure Timelines.
1. Purpose. This Instructional Memorandum (IM) updates guidance given in IM AEI 2013-05 and IM AEI 2014-02 regarding the timeline for obligations and expenditures for the first and second rounds of Disaster Relief Appropriations Act funding.
2. Background. Public Law 113-2, Disaster Relief Appropriations Act, 2013, signed into law by the President on January 29, 2013, appropriated to the Department of the Interior (DOI), Departmental Operations account, $360 million for activities to restore and rebuild national parks, national wildlife refuges, and other Federal public assets; and to increase the resiliency and capacity of coastal habitat and infrastructure to withstand storms and reduce the amount of damage caused by such storms.
3. Timeline for Obligations and Expenditures.
A. Round 1 Projects: $18.8 million was transferred to the U.S. Geological Survey (USGS) in May 2013, to support 15 project proposals. Obligations against Round 1 funding need to be in place by May 2015 and fully invoiced and expended by May 2016. Expenditures on USGS personnel and general operating expenses related to DRA funds can continue for the full 3-year period (May 2016).
B. Round 2 Projects: $22.4 million was transferred to USGS in October 2013 to support nine project proposals. Obligations against Round 2 funding need to be in place by November 2015 and fully invoiced and expended by November 2016. Expenditures on USGS personnel and general operating expenses related to DRA funds can continue for the full 3-year period (November 2016).
C. To meet DOI goals for obligating most DRA funds by the first year, projects should obligate a majority of the funds within 1 year (by May 2014 for Round 1 funds and by November 2014 for Round 2 funds), unless otherwise arranged with the USGS Sandy Coordination Team Lead and the USGS representative to the DOI Regional Team.
D. Requests for extensions to obligate beyond the 2-year periods in 3A. and 3B. require DOI approval. Extension requests will be coordinated through the USGS Office of Budget, Planning and Integration and considered on a case-by-case basis. Approvals of extension requests are neither automatic nor guaranteed and must detail the compelling legal, policy, or operational challenges, and must also identify the date by when the specified portion of funds will be obligated and expended. Inability to meet the timelines set above may result in loss of funds.
E. Legislative expenditure requirements mandate that any obligation for grants unexpended by grantees within a 24-month period following the agency’s obligation of funds for the grant must be returned by the vendor. This requirement should be kept in mind as you work with vendors in the course of fulfilling project goals. A waiver to extend this deadline may be granted by OMB, but bureaus and award recipients are cautioned that such waivers may not be approved. Requests for waivers must detail the compelling legal, policy, or operational challenges, and must also identify the date by when the specified portion of funds will be expended. Funds remaining in a recipient’s Treasury Automated Standard Payment System account at the time of its expenditure deadline will be recaptured by DOI and/or the awarding bureau.
/s/ Karen D. Baker May 13, 2014
Karen D. Baker Date
Acting Associate Director for Administration and Human Capital
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