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This chapter describes policies for operation and management of the U.S. Geological Survey (USGS) Working Capital Fund.
OPR: : Office of Primary Responsibility: Office of Budget and Performance and Office of Administrative Policy and Services.
Instruction: This revises Chapter 335.6, dated May 31, 2005, and rescinds IM No. APS 2004-12, Working Capital Fund, Fee for Service Component – Cash Management, dated June 24, 2004. Significant changes include: Incorporating policies on all WCF component activities as appendixes to this chapter; realigning the General Services Buildings Delegation into a separate component; adding a new component for Enterprise Services; adding a formula for calculating operational readiness allowances; adding a requirement that approving officials must annually review and validate the Schedule of Open Orders and Accumulated Balances; revising the policy to allow payment of shipping charges on the acquisition of equipment; revising the policy to include the requirement that all investment plans be written on a 5- or 10-year cycle, clarifying when a Working Capital Fund fee-for-service component may retain fees from non-USGS customers; and updating position titles.
1. Purpose. This chapter describes policies for operation and management of the U.S. Geological Survey (USGS) Working Capital Fund (WCF).
2. Authority. The USGS WCF was established by Public Law (P.L.) 101-512 (November 5, 1990), as codified in 43 U.S.C. 50a. Treasury Department appropriation symbol 14X4556 has been assigned to this fund.
3. Background. In fiscal year 1989, Congress expanded the existing Telecommunications Amortization Fund through establishment of a USGS WCF. The fund was originally established to support the Washington Administrative Service Center and to support the replacement of the USGS mainframe computer, telecommunications equipment, and related automated data-processing equipment. Additional Congressional authority was added in fiscal year 1995 enabling USGS to use the WCF to fund laboratory modernization and operation, facilities improvements, publications, scientific equipment, and other types of equipment replacement.
A. Investments. A key purpose of the WCF investments component is to plan for long-term investments and accumulate the required funds over several fiscal years. The USGS is authorized to use the WCF to invest funds from appropriations and/or reimbursable agreements, without fiscal year limitations, for materials, supplies, telecommunications, and other equipment and facilities renovations in support of USGS programs and other Federal agencies (OFA). Normal operating expenses may not be funded through the WCF. However, WCF investment funds can be used to pay for equipment freight and shipping expenses as part of the total purchase of equipment.
All investments and expenditures from a WCF investment component must be documented in an approved, multiyear Investment Plan (IP). Investments must occur, at a minimum, in two fiscal years before acquisition can occur, and are expected to be evenly balanced over the time period defined in the IP. Prior year contributions may not be withdrawn from the WCF under any circumstances; however, they may be redirected within the WCF. All investments must be expended from the WCF for an approved investment. In the event the accumulated investments are not sufficient to fund the expense of the investment or the investment needs to be made sooner than planned, and there are other funds available (appropriated, reimbursable, etc.), the acquisition may be funded using multiple funding sources. Current year contributions may be withdrawn, subject to appropriate approvals.
USGS investment components include:
(1) Telecommunications Investment. This investment is used for telecommunication hardware, software, facilities, and services. Examples include replacement or expansion of automatic exchange systems and computerized network equipment such as switches, routers, and monitoring systems. (See Appendix A.)
(2) Equipment Investment. This investment is used for the acquisition, replacement, and expansion of equipment for USGS programs. Equipment may include, but is not limited to, hydrologic, geologic, and cartographic instruments; laboratory equipment; and computer hardware and software. (See Appendix B.)
(3) Facilities Investment. This investment supports facility and space management expenses for USGS real property, including owned and leased space. Authorized investment expenses include nonrecurring and emergency repair, relocation of a facility, and facility modernization. This investment does not include annual expenses such as rent, day-to-day operating expenses, recurring maintenance, or utilities. The facilities investment can be used to fund construction of buildings. (See Appendix C.)
(4) Publications Investment. This investment is used for the preparation and production of technical publications reporting on the results of scientific data and research. Research projects typically are 3 to 5 years in duration, and planning the medium in which to report results occurs over the life of the project. The publications investment provides a mechanism for establishing an efficient, effective, and economical means of funding publications costs over the duration of the research. (See Appendix D.)
B. Fee-for-Service. WCF fee-for-service components operate in a businesslike manner, recovering fees for services performed based on a fee schedule that is established through a rate-setting process. WCF fee-for-service components shall operate in compliance with Office of Management and Budget (OMB) Circular A-25, User Charges, and recover the full cost of goods, services, and resources provided to their customers. For each component, an annual budget and pricing schedule are required. User charges shall be reviewed no less than biennially.
The USGS must have statutory authority to retain fees from non-USGS customers in a WCF fee-for-service component. Absent such authority, the user charges or recovered fees must be credited to the general fund of the Treasury as miscellaneous receipts, as required by 31 U.S.C. 3302. The USGS administrative control of funds policy applies to all activities of the WCF (see Survey Manual (SM) Chapter 327.1). (See Appendix E.)
(1) USGS fee-for-service components include:
(a) National Water Quality Laboratory (NWQL) Fee-for-Service. The NWQL conducts, on a fee-for-service basis, chemical and biological analyses of water, sediments, and aquatic tissue for all USGS science centers and other customers, including other USGS disciplines, other Interior Bureaus, and non-USGS customers. NWQL analysis services are provided on a reimbursable basis, with the price of services calculated to cover direct and indirect costs. (See Appendix F.)
(b) USGS Hydrologic Instrumentation Facility (HIF) Fee-for-Service. The HIF provides hydrologic instrumentation on a fee-for-service basis. The facility provides its customers with hydrologic instruments that can be rented or purchased, maintains a technical expertise on instrumentation, and tests and evaluates instruments as they become available in the marketplace. (See Appendix G.)
(c) Bureau Laboratories Fee-for-Service. Eastern Region Water Research has three laboratories that perform gaseous dissolved chlorofluorocarbon measurements, environmental microbiology analyses and isotope-ratio measurements of water, sediments, rocks, and gases for all USGS disciplines and for USGS customers, including those from other Federal, State and local agencies; private entities; and international agencies, on a fee-for-service basis. (See Appendix H.)
(d) National Training Center Fee-for-Service. The National Training Center conducts USGS training programs on a fee-for-service basis. These programs include, but are not limited to, specialized training for USGS employees, cooperators, and international participants in many facets of earth science as well as computer applications, management and leadership seminars, and various workshops. (See Appendix I.)
(e) Drilling Fee-for-Service. The drilling fee-for-service program provides services to conduct exploratory drilling for obtaining geologic samples and cores in difficult hydrogeologic environments and the emplacement of sampling devices and sub-surface sensors for hydrologic investigations. (See Appendix J.)
(i) Central Region Research Drilling Project (CRRDP). The CRRDP, based in Lakewood, Colorado, provides quality drilling services to the USGS and OFAs.
(ii) Western Research Drilling Operation (WRDO). The WRDO is based in Henderson, Nevada, and offers research drilling and geophysical services to all USGS and OFAs.
C. General Services Administration (GSA) Buildings Delegation. The GSA buildings delegation component is used to manage funds received under the delegated authority for the J.W. Powell Building and Advanced Systems Center in Reston, VA, as provided by 40 U.S.C. 121 (d) and (e) (formerly subsections 205 (d) and (e) of the Federal Property and Administrative Services Act of 1949, as amended, and 40 U.S.C. 486 (d) and (e), respectively). Delegated functions include building operations, maintenance, cleaning, overseeing fire and life safety, maintaining high voltage switchgear and fire alarms, recurring repairs, minor alterations, historic preservation, concessions, and energy management. Because of the size of the Reston buildings and the need to expend the facility funds in a manner corresponding to GSA's no-year funding (Federal Buildings Fund) mechanisms and the GSA National Capital Region long-range capital improvement plan, no-year funding is a prerequisite to administering the delegation. Public Law 104–208, Section 611, provides that, for the fiscal year ending September 30, 1997, and thereafter, any department or agency that has delegated authority shall retain that portion of the GSA rental payment available for operation, maintenance, and repair of the building and the funds shall remain available until expended. This WCF component was established to provide USGS with this no-year flexibility. (See Appendix K.)
D. Enterprise Services. The Enterprise Services component operates in a businesslike manner, recovering fees for various consolidated services provided to USGS disciplines and other Federal agencies. By leveraging these services through a unified effort, USGS achieves cost and business efficiencies that would otherwise be lost.
The Enterprise Services component currently includes the Enterprise Publishing Network (EPN).The EPN provides a mechanism for reimbursing the costs of publishing services performed for the USGS disciplines and other Federal agencies. (See Appendix L.)
5. Responsibilities and Delegations. SM 205.10, Appendix A, section P, establishes the delegations for the USGS WCF.
A. Chief Financial Officer (Associate Director for Administrative Policy and Services).
(1) Makes final decisions and exercises oversight with regard to WCF management and operations.
(2) Approves the addition or deletion of any WCF component, including any implementation of proposed legislative changes, in coordination with the Office of Budget and Performance. (See Appendix M.)
(3) Approves guidelines, Bureau regulations, and implementation policies and procedures for the WCF.
(4) Approves fourth-quarter unplanned contributions in excess of 25 percent of the year’s total contribution per IP, or $5,000, whichever is greater. This approval includes revisions and/or new fourth-quarter IPs.
B. Deputy Chief Financial Officers (Chief, Office of Accounting and Financial Management, and the Director, Office of Budget and Performance.
(1) Exercise oversight with regard to WCF management and operations.
(2) Advise the Chief Financial Officer on the approval of the addition and deletion of any WCF component, including any implementation of proposed legislative changes.
(3) Prepare guidelines, Bureau regulations, and policies for the WCF.
C. Director, Office of Budget and Performance.
(1) Advises the Chief Financial Officer and USGS organizations on WCF budgetary issues.
(2) Provides WCF oversight through budget execution reviews of reimbursements, investment contributions, and outlays.
(3) Establishes WCF budgetary funding control levels and approvals in the official financial system.
(4) Prepares guidance and coordinates WCF budgetary reports for the Department of the Interior, Office of Management and Budget, and Congress.
D. Chief, Office of Accounting and Financial Management (OAFM).
(1) Advises the Bureau’s organizations on the accounting and reporting policies, procedures, and systems used in the WCF to accumulate, distribute, and recover costs.
(2) Develops financial reports to satisfy informational requirements of the Bureau as a whole and the WCF users and managers specifically.
(3) Coordinates official financial system enhancement requests to meet requirements of the WCF and its users.
(4) Establishes and maintains reference codes for recording WCF transactions in the official financial system.
(5) Prepares external and internal reports documenting WCF transactions and fund status.
E. Chief, Office of Internal Control and Reporting.
(2) Establishes, evaluates, monitors, and recommends improvements of the WCF internal controls.
(3) Recommends guidelines, Bureau regulations, and policies for the WCF, in coordination with the Office of Budget and Performance.
(4) Establishes carryover balances and prior year recoveries and makes upward/downward adjustments.
F. Branches of Fiscal Services on behalf of the Director, Deputy Director, Associate Directors, Regional Directors, and Regional Executives.
(1) Provide cost center oversight, monitor contribution schedules, and process contributions in the official financial system.
(2) Consolidate and submit to the Office of Budget and Performance the WCF Annual Out-Year Plan for headquarters and field cost centers and organizations. Ensure complete response and review input provided.
(3) Consolidate and submit to the Office of Budget and Performance the Schedule of Open Orders and Accumulated Balances (fee-for-service only) for the budget process.
(4) Ensure accurate coding and recording of WCF agreements, contributions, and expenditures in the official financial system. Work with the cost centers to resolve negative balances or other abnormalities.
G. Director/Deputy Director, Associate Directors, and Regional Directors, for their cost centers and organizations.
(1) Review estimated WCF current fiscal year contributions and expenditures on the WCF Annual Operating Plan in accordance with SM 327.1, Funds Control, prior to submission to the Office of Budget and Performance.
(2) Review the WCF Annual Out-Year Plan and Schedule of Open Orders and Accumulated Balances (fee-for-service only) for the budget process, prior to submission to the Office of Budget and Performance.
(3) Approve withdrawals of current fiscal year contributions for revised IPs, in coordination with the servicing Branch of Fiscal Services.
(4) Approve redirection of prior year contributions or unobligated balances included in revised IPs, in coordination with the servicing Branch of Fiscal Services and the Office of Budget and Performance.
(5) Prepare request for establishment of new WCF components.
H. Approving Officials—SES Managers.
(1) With the exception of certain fourth-quarter unplanned IP contributions (see SM Chapter 205.10 Financial Administration Delegations, Appendix A, section P, Working Capital Fund), approve initial IPs and expenditure plans and subsequent revisions from requesting officials, only when IPs show a stated level of planning and accumulation of funds over a reasonable period of time or have a documented reason why a variation was necessary in a specific situation.
(2) Maintain records on information used to establish fees and investment contributions and specific methods used to determine them. Copies will be forwarded to the servicing Branch of Fiscal Services.
(3) Ensure that contributions and expenditures are made in accordance with IPs.
(4) Ensure that billings are made in accordance with customer agreements, for fee-for-service organizations.
(5) Ensure appropriate use of the WCF for their cost centers and organizations.
(6) Review annual budgets and pricing schedules for fee-for-service components per OMB Circular A-25, which requires agencies to review user charges biennially.
(7) Annual review and validation of the Schedule of Open Orders and Accumulated Balances (see Appendix E).
I. Requesting Officials—Managers at Headquarters and Field Cost Centers.
(1) Identify planned acquisitions for their organizations in the investment components of the WCF.
(2) Prepare and submit IPs and expenditure plans to the appropriate official for approval.
(3) Approve funds for WCF investment component expenditures.
(4) Establish unique account(s) in accordance with Bureau policy.
(5) Prepare estimated WCF current fiscal year contributions and expenditures on the WCF Annual Operating Plan in accordance with SM Chapter 327.1, Funds Control, prior to submission to the next level of review.
(6) For fee-for-service components, prepare annual budgets and pricing schedules per OMB Circular A-25, which requires agencies to review user charges biennially.
6. Operations of Fund Components. Activities of the WCF include operating entities referred to as components. Fund components will be classified as: Investment, Fee-for-Service, General Services Administration Buildings Delegation, or Enterprise Services.
A. Investment Component. The USGS is authorized to use the WCF to invest funds for materials, supplies, telecommunications, and other equipment and facilities renovations in support of USGS programs and other agencies of the Federal Government. The source of funds may be from appropriations and/or reimbursements. Normal operating expenses are never to be supported by an investment component in the WCF. The WCF may be used for building construction and for above-standard costs required by GSA in building construction or for the renovation of existing space.
(1) While investments to the WCF are without fiscal year limitation, two separate investment plan timeframes have been established. All facilities and telecommunication investment plans must be written on a 10-year cycle. All publications and equipment investment plans are to be written on a 5-year cycle, with the following exception: If investments are being made for vehicles, Federal Supply Group (FSG) 23, which will exceed $150,000.00 each, e.g., drilling rigs, the plan can be written for a 10-year cycle, and investments for scientific and laboratory equipment (FSG 66) purchases which will exceed $150,000.00 can be written for a 10-year cycle. Each investment plan must include the following information:
(a) Program to which the purchase is related.
(b) Brief description of program.
(c) Explanation of why there is a need for item/investment and why the investment is needed to accomplish the mission of the program.
(d) Description of how cost estimate was derived, i.e., historical knowledge, vendor quote, etc.
(e) Itemized cost estimate.
(f) Statement that current means will not cover the purchase.
(g) Match total investment amount, total contribution amount, and total expenditure amount.
(2) IPs in the equipment fund (4556E) should also include:
(a) Type of equipment to be purchased, including as many specifics as possible.
(b) How many items will be purchased/replaced each year.
(c) If more than one purchase is planned, include listing with specifics for each item.
(d) Where/how new equipment will be used.
(e) Estimated cost for each purchase.
(f) Useful life of equipment to be replaced.
(g) Condition of equipment to be replaced.
(h) Description of efficiencies achieved with new purchase.
Note: The various WCF program (FSG) and fund codes can be found in the USGS Financial Operating Procedures Handbook.
(2) IPs. Use of a WCF investment component requires the preparation of an IP. An IP can be prepared at any level within the USGS. The IP can be used for requirements at any level in the organization, e.g., for telecommunications, there could be an IP at the Bureau, region, geographic area, science center, cost center, and/or office level. Since a key purpose of the WCF is to plan for long-term investments and accumulate the required funds over several years, development of, and adherence to, an investment schedule is crucial. The IP must describe the purpose of the plan.
(a) Contribution Schedule. Managers are required to prepare multiyear IPs for WCF investments. The normal expectation for the IPs is a balanced contribution over the time period defined in the IPs. Exceptions to this norm are allowed but are strongly discouraged. Any exception must be subject to adequate management controls within the Bureau WCF planning process to ensure that it is justified.
(b) Fourth Quarter Contributions. Fourth quarter contributions are monitored by the Bureau to ensure that the total unplanned contributions do not exceed 25 percent of the year’s total contributions per IP or $5,000, whichever is greater. This includes revisions and/or new fourth quarter IP(s).
(c) Limitations. The contribution of funds to the WCF for all investment components must be made, at a minimum, in two fiscal years before acquisition can occur. Acquisition may occur during the second fiscal year that contributions are made. The minimum IP will be $10,000, with a minimum contribution requirement of at least $5,000 per year for the first 2 years.
(d) Revisions to IPs. Revisions to the IP, which either increase or decrease contributions, may occur at any time during the fiscal year. A revised IP shall be prepared for all changes, which must be documented and fully explained on the revised IP, and reapproved by the Approving Official.
B. Fee-for-Service Component. Fee-for-service components are businesslike activities that operate within the WCF, providing a continuous cycle of client services for fees established in a rate-setting process. The primary source of funds is the fees charged for the services provided. However, in some cases, components are partially funded by appropriations. (If fee-for-service activities are partially funded by appropriations, the purpose for the appropriated funds use must be identified and tracked separately.) Under this concept, all fees received are the basis for funding and expenditures.
(1) OMB Circular A-25, User Charges, requires that user charges should be sufficient to recover the full cost of goods, services, and resources provided by the Federal Government. WCF fee-for-service components should recover depreciation expenses through user charges.
(2) Full costs are the costs of resources incurred by the component that directly or indirectly contribute to the outputs.
(a) Direct costs are costs that can be specifically identified with an output such as salaries and benefits.
(b) Indirect costs are costs of resources that are jointly or commonly used to produce two or more outputs but are not specifically identifiable with any particular output.
(3) The costs of producing outputs for fee-for-service components will be monitored and compared to amounts collected from customers.
(4) Timing of Payment for Services. To ensure appropriate funding in the fee-for-service components of the WCF, service orders may be paid at the time orders are placed. An order for service may be paid from appropriated funds at the time it is placed provided that the order meets a legitimate or bona fide need arising in the current fiscal year. Orders may be placed no earlier than is necessary to accomplish the work within the desired/customary period of time. Year-end unobligated balances must be supported by a Schedule of Open Orders and Accumulated Balances (see Figure 6-1). This schedule must accompany the WCF Out-Year Plan and support the final ending unobligated balance for the immediate past program year.
(5) Fee-for-service components that reserve funds for equipment replacement and/or facilities must document the amount to be used for such activities. The fee-setting schedule must clearly establish that portion of the fee that is for equipment replacement or facilities.
(a) Equipment replacement or facilities investment funds that will accumulate balances in excess of $10,000 over two fiscal years, with a minimum annual contribution of $5,000, must establish an IP in the appropriate WCF investment component and make regular contributions in accordance with the procedures established for that component.
(b) Accumulated equipment replacement and facilities balances that will not exceed $10,000 over two fiscal years will be maintained by the cost center in the WCF fee-for-service component and must be documented locally. Documentation must substantiate the balances maintained and will be subject to the annual financial audit. Equipment replacement and facilities funds that remain in the fee-for-service component and are part of the year-end carryover balance must be identified in the Schedule of Open Orders and Accumulated Balances.
(6) Operational Readiness Allowance. The WCF fee-for-service components may carry a reasonable balance as an allowance to maintain operational readiness in the event of emergency situations, unusual maintenance needs, or a temporary reduction in revenues due to a period of continuous lower workload. The test of reasonableness will be measured in terms of the individual fee-for-service component’s normal business needs. The following formula is to be used to calculate your operational readiness allowance:
The allowance cannot exceed more than the requirements to operate for a 90-day period, which equates to 25 percent of your annual business requirements. Example: If your normal business costs for the most recently closed fiscal year was $500K, you would multiply this figure by 25% = an Operational Readiness Allowance of $125K.
Documentation to substantiate the balance will be maintained by the fee-for-service component and will be subject to the annual financial audit. The operational readiness allowance must be disclosed in the Schedule of Open Orders and Accumulated Balances.
(7) Redirecting Equipment Replacement and Facilities Funds in a WCF Fee-for-Service Component to a WCF Investment Component.
(a) A key purpose of the WCF is to plan for long-term capital investments and accumulate the required funds over several fiscal years. Many of the fees established for the WCF fee-for-service components include a factor for equipment replacement or facilities operations. The accumulation of these funds in a WCF fee-for-service component may give the appearance of excess funding for that component. The WCF investment components, e.g., equipment and facilities investments) were established to accumulate long-term capital investment funds. Therefore, all accumulations of equipment replacement and facilities funds that meet the requirements to establish an IP within a WCF investment component, i.e., annual deposits will exceed $5,000 per year over two or more fiscal years, must be redirected to an IP. These redirections will be accomplished by the Office of Accounting and Financial Management's Accounting Operations Branch (AOB) using a cash receipt document to charge the WCF fee-for-service component and credit the WCF investment component.
(b) New IPs and redirection requests from WCF fee-for-service components must be submitted through the servicing Branch of Fiscal Services office to AOB with a copy to the Office of Budget and Performance. Subsequent redirections will be made in accordance with the schedules established in the IP. The initial redirection of funds from the WCF fee-for-service component to an investment component will be immediately available for obligation even though they are to be placed into a new IP. Subsequent redirections will be subject to all operating guidelines as is appropriate for the respective WCF investment component.
(8) The WCF will retain ownership of equipment purchased by fee-for-service components. The proceeds from the sale of WCF equipment will remain in the component and be designated for new or replacement equipment. Refer to 41 CFR, Part 102–39, Replacement of Personal Property Pursuant to the Exchange/Sale Authority.
C. General Services Administration Buildings Delegation. The USGS has delegated authority for the J.W. Powell Building and the Advanced Systems Center as provided by 40 U.S.C. 121 (d) and (e) (formerly subsections 205 (d) and (e) of the Federal Property and Administrative Services Act of 1949, as amended, and 40 U.S.C. 486 (d) and (e), respectively). With this delegation, the USGS has the authority to operate and manage day-to-day operations of the buildings. GSA has revised the procedures for delegations of operation and maintenance authority for Federally owned properties. These revised procedures apply to Federal space where a tenant agency has been delegated responsibility for securing services such as cleaning, maintenance, and utilities. Because of the need to expend the facility funds in a manner corresponding to GSA’s no-year funding (Federal Building Funds) mechanisms and GSA National Capital Region long-range capital improvement plan, no-year funding is a prerequisite to administering the delegation.
D. Enterprise Services. The Enterprise Services component operates in a business-like nature which provides various services to USGS and other Federal agencies. Because Enterprise Services benefit not only the users of the service but also benefit the Bureau as a whole, the component is similar to the fee-for-service component and charges customers based on a preset fee schedule depending on the product. Internally to the USGS, funding for the services are mixed, with a portion provided directly by the program activities and the other portion based on services requested by the cost centers.
(1) Both appropriated and reimbursable funding is received for these services and covers the cost to operate the activity.
(2) Internal billings are generated to collect funding from within the USGS community for requested services that have been completed. A tiered fee schedule is established annually, based on the actual cost to operate the activity and the amount received from the Bureau Shared Program Costs.
(3) Appropriated funding is collected from the program activities based on the yearly Bureau Shared Program Costs allocation.
(4) Reimbursable agreements with other Federal agencies are produced when services are requested by customers outside the USGS.
(5) The Enterprise Service components may carry over a reasonable balance due to the workload fluctuations.
7. Withdrawals/Redirections. Current year contributions to the WCF may be removed from the WCF with the approval of the Director/Deputy Director, Associate Directors, or Regional Directors, in coordination with the Bureau Office of Budget and Performance. Prior year contributions may not be withdrawn from the WCF under any circumstances; however, they may be redirected, with the approval of the Director/Deputy Director, Associate Directors, or Regional Directors, in coordination with the Office of Budget and Performance, to other approved IPs. Withdrawals and redirections will require a revised and approved IP showing adjusted contribution and expenditure schedules. If the redirection results in an entirely new IP not yet approved, the new IP must adhere to the IP rules provided in section 6.A (1) (a), (b), (c) and (d).
If the redirection is due to organizational changes, the new IP must adhere to the rules provided in section 6.A (1) (a), (b), and (d).
After signature by the appropriate approving official, the documents must be forwarded to the appropriate BFS office for processing. BFS personnel will prepare a written request to OAFM, Receivables Management Section, to transfer the prior year funds as a cash receipt to the agreement receiving the contribution.
8. Acquisition. In order to maintain the integrity of the WCF, investments and expenditures will be obligated and paid for from the WCF. In the event the accumulated investments are not sufficient to fund the expense of the investment or the investment needs to be made sooner than planned, and there are other funds available (appropriated, reimbursable, etc.), the acquisition may be funded using multiple funding sources.
9. Establishing New Components. The establishment (or deletion) of any WCF component must be approved by the Chief Financial Officer and coordinated with the Office of Budget and Performance. Office Chiefs reporting to the Director/Deputy Director, Associate Directors, or Regional Directors should prepare a memorandum to the Chief Financial Officer requesting approval for a new component. (See the USGS Financial Operating Procedures Handbook, Chapter 19, for information to be included in the memorandum).
10. Planning and Budgeting. Regional Directors, Associate Directors, and Office Chiefs reporting to the Director/Deputy Director, are responsible for ensuring that their cost centers and organizations provide the following two planning documents to the Office of Budget and Performance: the WCF Annual Operating Plan and the WCF Annual Out-Year Plan.
A. The WCF Annual Operating Plan is an aggregate of WCF activity for each fee-for-service and investment component. The Office of Budget and Performance will issue a data call and submission date for the WCF Annual Operating Plan.
B. The WCF Annual Out-Year Plan is a forecasting tool for WCF activity. The Out-Year Plan includes information for each component reflecting the starting and ending balances, planned contributions, projected obligations by fiscal year and budget object class, and the remaining unobligated balance to be carried over to the next fiscal year. The Out-Year Plan should be consistent with the Operating Plan, and both plans should be submitted to the Office of Budget and Performance. The Office of Budget and Performance will issue a data call and submission date for the WCF Annual Out-Year Plan.
(1) The Schedule of Open Orders and Accumulated Balances support the fee-for-service components year-end unobligated balances. This schedule must accompany the Annual Out-Year Plan and support the final ending unobligated balance for the immediate past program year. The Office of Budget and Performance will issue a data call and submission date for the Schedule of Open Orders and Accumulated Balances.
11. WCF Accounting. Official financial system reference tables.
A. Official Financial System Fund Codes. Separate official financial system fund codes will be established for each approved component to record WCF transactions.
B. Official Financial System Program Codes. Official financial system program codes will be used to facilitate identification and reporting of investment component activities.
C. Account Structure. The Bureau will establish unique account numbers in the WCF to record all contributions and expenditures. These account numbers cannot be used in more than one official financial system fund code.
A. External reporting requirements for the WCF are the same as for any other Bureau fund.
B. Standard official financial system reports produced monthly for individual official financial system fund codes will be available for each WCF component.
14. Procedures. Detailed procedures and responsibilities for investing funds in the WCF are contained in the USGS Financial Operating Procedures Handbook (internal link removed).
/s/ Karen D. Baker July 9, 2009
Karen D. Baker DateAssociate Director for Administrative Policy and Services
Appendix A - Telecommunications InvestmentsAppendix B - Equipment InvestmentsAppendix C - Facilities InvestmentsAppendix D - Publications Investments Appendix E - Fee-for-serviceAppendix F - National Water Quality Laboratory (NWQL) Fee-for-service Appendix G - Hydrologic Instrumentation Facility (HIF) fee-for-serviceAppendix H - Bureau Laboratories Fee-for-serviceAppendix I - Training Center (NTC) Fee-for-service Appendix J - Bureau Drilling Fee-for-serviceAppendix K - Services Administration (GSA) Buildings DelegationAppendix L - Enterprise Publishing Network (EPN) ServicesAppendix M - Addition/Deletion of a WCF ComponentFigure 6-1 - Schedule of Open Orders and Accumulated Balances