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Special General Memorandum 89-2


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DEPARTMENT OF HEALTH AND HUMAN SERVICES Public Health Service
     Memorandum

SGM 89-2

Date:  JUL 10, 1989

From: Director

Subject: Special General Memorandum 89-2

To: All Area Directors

The Indian Health Service (IHS) is implementing an operating procedure for the review and processing of travel vouchers for selected IHS personnel.  Effective July 1, 1989, and pertaining to all travel performed on or after that date and until further notice, IHS will require a central office review of travel vouchers for key staff of each Area Office.

To comply with the recommendations of the Office of the Inspector General of the Department of Health and Human Services, a central office pre payment audit of all travel vouchers for each Area Director will be required.  In addition, a post payment audit will be performed for travel vouchers submitted by the Deputy Area Director, the Area Executive Officer, and the Area Chief Medical Officer.

Instructions

Area Directors

To obtain reimbursement for official travel, after completion of a trip the Area Director must submit his/her complete original travel voucher together with all necessary documentation to the Division of Resources Management in Rockville, Maryland, addressed to the attention of Ione Parkinson.  The voucher will be verified against the travel plan for that Director, which was previously approved by the Director, IHS.  If the trip is on the plan, and all documentation is attached to support the claim, the voucher will be forwarded to the Division of Fiscal Services, Travel Section (DFS/TS), Health Resources and Services Administration for processing.  If the trip is not part of an approved plan, Ms. Parkinson will forward it to the Director, IHS for review prior to referral to DFS/TS.  If the trip is not approved, the voucher will be returned to the Area Office for collection of monies owed.  The DFS/TS will audit the vouchers for approved trips and issue a check for monies owed to the traveler within 72 hours of receipt. If for any reason the DFS/TS disallows any portion of the claim, an explanation will accompany the check with the name of the individual to contact if there is a question. On a monthly basis, the DFS/TS will bill each Area Office for all payments issued.

Area Director's Staff

On a monthly basis, the Financial Management Officers for each Area Office will batch all paid vouchers for key personnel indicated above and forward them to the attention of Ione Parkinson in the IHS, Division of Resources Management, with all supporting documentation.  These will be logged and forwarded to the DFS/TS for a post payment audit.  If this audit results in a claim disallowance, the respective Area Financial Management Officer will be notified and will take the necessary action to collect the disputed claim.

The vouchers for both the Area Director and the Area Director’s staff should be sent as follows:

Indian Health Service
Division of Resources Management, 5A-38
5600 Fishers Lane
Rockville, Maryland 20857
Attention: Ione Parkinson

If you have any questions concerning this issuance you should contact Mr. James Dunnick, Director, Division of Resources Management, Rockville.

/Everett R. Rhoades, M.D./
Everett R. Rhoades, M.D.
Assistant Surgeon General

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