Skip to site content

Indian Health Service The Federal Health Program for American Indians and Alaska Natives


     Indian Health Manual
Share This Page:

Special General Memorandum 2005-01


Department of Health and Human Services USA logo
DEPARTMENT OF HEALTH AND HUMAN SERVICES Public Health Service
     Indian Health Service
 Rockville MD 20852

SGM 2005-01

APR 06, 2005

TO: All Headquarters Staff

FROM: Director

SUBJECT: Processing Inter-Agency or Intra-Agency Agreements, Memorandums of Agreement, and Memorandum of Understanding

The purpose of this memorandum is to reaffirm the task of processing inter-agency or intra-agency agreements (IAA), memorandums of agreement (MOA), and memorandums of understanding (MOU), in the Office of Resource Access and Partnerships (ORAP).  The Director, ORAP, is responsible for ensuring the agreements are in the correct format, receive the proper clearances, and receive final approvals and for providing a signed copy to each participating agency/organization.  The ORAP will continue to use the current IAA tracking system to number, log, and track agreements.

The Director, Office of Finance and Accounting, remains responsible for the clearance of all fiscal data contained in the agreements.

The IHS organizational components initiating or sponsoring an agreement must ensure that:

  1. each Agency agreement transmittal package contains four original copies;

  2. the new IAA Approval Transmittal slip (attached) accompanies all agreements received in the ORAP;

  3. all IHS agreements are documented in writing to reflect the contents and format, to the extent practicable, as outlined in compliance with the format cited in the General Administrative Manual, Chapter 8-77 (attached);

  4. the agreement is executed by an official who has been delegated the necessary authority (see Administrative Delegation of Authority, No. 36, “Agency Agreements”);

  5. all IAA, MOA, and MOU documents are fully signed by all parties, prior to executing any aspect of the agreement; and

  6. the agreement will not be used for:

    1. routine assignments of Indian Health Service (IHS) personnel (both Public Health Service Commissioned Corps and Civil Service) to other duties within the IHS;

    2. making any formal external awards outside the Federal Government, such as pay for services from States, colleges, universities, or contractors; or

    3. circumventing full and open competition in contracting or the “Buy-Indian” policy.

This SGM supersedes, the “Interim Guidelines for Processing Inter-agency, Intra-agency Agreements, Memorandum of Agreements and Memorandums of Understandings - Information,” memorandum signed by the Acting Director, ORAP, dated December 9,2004.  For further information, please contact Ms. Ann French on 301-443-1547 or e-mail her at: AFrench@hqe.ihs.gov

/Charles W. Grim, D.D.S./
Charles W. Grim, D.D.S., M.H.S.A.
Assistant Surgeon General

Attachments



Attachment

IAA APPROVAL TRANSMITTAL SLIP         DATE

TO:  IAA APPROVING OFFICIALS Initials Date
1. IAA Project officer ____________________________ ____________________________
2. Office Director ____________________________ ____________________________
3. ORAP ____________________________ ____________________________
4. OFA ____________________________ ____________________________
5. ORAP ____________________________ ____________________________
6. OD ____________________________ ____________________________

IAA INFO

1)  IAA NO:________   INCOMING $________    OUTGOING $________

2)  Name of Participating Agency/Organization

3)  Number of FTEs if applicable?

4)  Purpose:  Brief Description

FROM: (Name, org. symbol, Agency/Post)

Room No. Bldg.
Phone No.

IHS Exhibit 8-77-A
General Administration Manual
IHS Transmittal 96.01 (02/07/96)

INDIAN HEALTH SERVICE AGENCY AGREEMENT FORMAT

IHS: 1-HP-96-0030-01

INTERAGENCY/INTRA-AGENCY AGREEMENT BETWEEN
SPONSORING AGENCY AND SUPPORTING AGENCY/AGENCIES

  1. PURPOSE

      Indicate the purpose for which the agreement is established.  Briefly justify the reasons for entering into the agreement.

  2. AUTHORITY

    Provide the legislative authority under which this agreement is entered into, and any constraints or limitations upon the authority.  The Economy Act (31 USC 1535) of 1932, as amended, is often cited in most inter/intra-agency agreements.

  3. BACKGROUND

    Describe the antecedent circumstances or events that determined why the agencies enter into an agreement.

  4. SCOPE OF WORK

    State what agency/program will be providing the services and the responsibilities of each agency under the agreement.  Indicate the category and specific kinds of services to be provided.

  5. DURATION OF AGREEMENT

    The effective and ending dates should be entered, only when the proposed effective date can receive proper review and approval.  If the parties entering into the agreement cannot agree on an effective date, the statement "upon approval' should be entered.  Specify provisions for modifications and/or cancellation.

  6. LIAISON/PROJECT OFFICERS

    Provide the name, title, address, and telephone number of the persons from each participating agency who can obtain information concerning the provisions or administrative management of the agreement.

  7. FINANCE, ACCOUNTING, AND BILLING INFORMATION

    All agreements that require the transfer of funds between participating agencies must include this information.

    IHS
    (OTHER AGENCY)
    Appropriation Number ____________________________ ____________________________
    Common Accounting Number ____________________________ ____________________________
    Agency Location Code ____________________________ ____________________________
    Object Calssification Code ____________________________ ____________________________

  8. AUTHORIZING SIGNATURES AND DATES

    APPROVED AND ACCEPTED BY
    INDIAN HEALTH SERVICE
    APPROVED AND ACCEPTED BY
    (OTHER AGECNY)
    Name and Title of Signatory
    Date: ____________________________
    Name and Title of Signatory
    Date: ____________________________


Back To Top  |  Previous Page
CPU: 32ms Clock: 0s