U.S. Geological Survey Manual
335.4 – Agent Claims for Agreement of Official Business Expenditures
OPR: Office of Administration, Appointment of Accounting and Banking Management
Instructions: For purposes of this chapter, advisers includes volunteers. (See SM 500.23, Acceptance of Volunteer Service.)
1. Purpose and Scope. This affiliate provides action and procedures for the agreement of USGS advisers for accustomed expenditures fabricated in and about the official assignment base (50-mile radius). A active OF-1164, Affirmation for Agreement for Expenditures on Official Business, is acclimated to affirmation reimbursement.
A. Authorized Uses. USGS advisers may be reimbursed for the afterward banknote expenditures: (1) Mileage reimbursement, tolls, and parking fees for use of a endemic agent for official business. Breadth agreement is for bounded biking alone and is based on the breadth from the assignment base to the abode of official business and return. An agent allegation abstract the accustomed circadian drive if abandonment from or abiding to their residence. This answer should be acutely notated on the OF-1164. Volunteers are alone accustomed agreement at a bulk of $0.14 per mile. (2) Local biking costs such as Taxicab, bus, subway, and added agnate busline casework for official business. (3) Training and tuition. The afterward abstracts are appropriate for agreement for training and tuition:
(4) Official calls in the bounded area. Employees are accepted to use Government telephones or Federal Calling Cards for official business calls in the bounded area. Employee should access above-mentioned approval for use of claimed devices. If the agent has a alternating allegation for wireless service, the appointment should accede the cost-benefit of accepting a Government-owned accessory to be assigned to advisers as-needed. Any official alarm actuality claimed on the OF-1164 allegation be accurate by a archetype of the buzz bill with official accuse acutely highlighted. Alone the bulk of the account differentiated, and itemized as an added bulk absolutely incurred by the employee, may be claimed for reimbursement. (5) Professional accountability insurance. Reimbursement is for any able agent up to 50 percent of the bulk of the able accountability insurance. See SM 335.7 for added guidance.
B. Prohibited Uses. OF-1164 shall not be acclimated to affirmation agreement for the following: (1) Any official Government purchase, such as food or equipment, fabricated by an agent who has not been appointed with acquirement authority. Any micro acquirement fabricated in the bounded breadth should be answerable to the Government allegation agenda by an agent with acquirement ascendancy only. In an emergency or attenuate situation, agreement may be accustomed by the Appointment of Acquisition and Grants. See the Banking Operating Procedures Handbook Affiliate 16-7 Attachment C for added capacity on the approval process. (2) Personal casework of temporary, seasonal, laborer or architect personnel. (3) Purchase of controlled acreage or equipment. (4) Utility bills (including wireless unless contrarily accustomed by IM OA 2014-06).
3. Procedures. The afterward are procedures for the alertness and acquiescence of a affirmation for reimbursement:
A. The OF-1164 can be able by application the anatomy amid on the USGS Web accoutrement and Applications site. See the Banking Operating Procedures Handbook Affiliate 16-7 Attachment C for procedures on the OF-1164. The OF-1164 anatomy should acutely accompaniment the purpose of the claim, accommodate dates, and be active and anachronous by the appellant and the aboriginal band supervisor, accurate by any appropriate receipts. The OF-1164 should be presented to an accounts payable artisan to be candy in the banking system. If the appointment does not accept an accounts payable technician, the OF-1164 can be forwarded to the Appointment of Accounting and Banking Management for processing.
/s/ Jose R. Aragon March 10, 2017 ___________________________________ _________________ Jose R. Aragon Date Associate Director for Administration
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