P 221942Z FEB 13

ALCGFINANCE 008/13
SUBJ: INTERAGENCY SERVICE LEVEL AGREEMENT VALIDITY CHECK
A. Treasury Financial Manual, Bulletin No. 2007-03
B. Financial Resources Management Manual (FRMM), COMDTINST M7100.3
(series)
1. Purpose: to provide guidance on closing interagency agreements
when there is no response from the other government agency (OGA).
2. Interagency agreements (Doc Type (DT) 28) comprise one third of
the 29 million dollar obligated balance validated as Complete or In
Closeout. Many agreements have had no financial system activity since
2010 and Program Element Managers (PEMs) report no response from the
OGA when attempting to confirm the status of the agreement.
3. IAW ref (a), agreements that have shown no activity for more than
180 days shall be researched and a determination made for the lack of
activity. If the CG determines that an agreement has been filled and
the OGA provides no justification as to why it should remain open,
the CG shall deobligate the residual balances within 30 days. To
facilitate this process, an Interagency Agreement Validation Review
Form was created to be used to reconcile the records between the CG
and OGA. This will serve as formal and final notice of the CGs intent
to close the agreement.
4. Action:
    A. Resource Management Offices (RMOs) will receive a list of
agreements and the Interagency Agreement Validation Review Form from
the CG-831 UDO team.
    B. RMOs shall work with units under their financial
administrative
control to identify those agreements in which normal close-out
procedures have been exhausted, then complete and send the form to
the OGA by 15 Mar.
    C. If the form is returned to the CG, units shall take action per
block 11 within 30 days. If the form is not returned within 45 days,
units shall begin working with their respective contracting office to
close the agreement and deobligate residual balances.
    D. IAW ref (b), PEMs are responsible for reviewing and validating
open obligations, and taking action to deobligate obligations no
longer needed for their original purpose. The PEM is responsible for
reconciling Coast Guard balances with OGA balances and providing the
reconciliation and any other supporting documentation to the
contracting officer. The PEM shall ensure the contracting officer has
all support needed to close the agreement.
    E. A central mailbox managed by the CG-831 UDO team will be used
to track the progress of validity checks, validitycheck(AT)uscg.mil.
Units shall ensure this e-mail address is on the copy line when both
sending and receiving the form. Progress of our close-out efforts
will be briefed to the Internal Control and Audit Readiness Board.
5. POC: For questions concerning the validation form and close-out
process, contact the CG-831 UDO Team Lead, Mr. Ed Eng, (757)
579-6136, Edward.N.Eng(AT)uscg.mil.
6. CAPT S. R. Murtagh, Chief, Office of Resource Management, sends.
7. Internet release authorized.