Special General Memorandums (SGMs)

DEPARTMENT OF HEALTH AND HUMAN SERVICES

Public Health Service

MAR 9, 1994

The purpose of this Special General Memorandum is to eliminate the requirement to obtain approval from the Director of Headquarters Operations (DHO) for Small Purchase Requests (HHS-393) and Travel Orders (HHS-1).

Small Purchase Requests

Effective immediately, small purchase requirements will be approved by Associate Directors for their respective Offices according to IHS acquisition policies and regulations.

A memorandum was issued by the Associate Director, Office of Administration and Management (OAM), on November 30, 1993 (see Attachment A) emphasizing that the Office Services Section is the central processing and approval location for all Headquarters HHS-393 Purchase/Service/Stock Requisition.  The memorandum also established the requirement that the DHO approve all HHS 393's.  The information contained in the November 30 memorandum remains in effect except for the approval by the DHO.

A memorandum dated October 15, 1993, issued to all Executive Staff, from the Acting Director of Headquarters Operations, remains in effect until further notice (see Attachment B).  This memorandum is in reference to the control of expenditures for the Office of the Director's Budget (CANS 2000-2005, 2600).

Travel Orders

The Associate Directors will approve travel for their respective offices.  The DHO approves travel for all Headquarters East Associate Directors.  Attachment C is the Delegation of Authority concerning 1) Travel; 2) Administrative Resolution of Cash Fund Irregularities; and 3) Designation of Certifying Officers.

/Bill Pearson/
Bill F. Pearson, P.E., DEE
Assistant Surgeon General

Attachments

DEPARTMENT OF HEALTH AND HUMAN SERVICES

Public Health Service

NOV 30, 1993

This is a reminder that the OFFICE SERVICES SECTION is the central processing and APPROVAL location for all Headquarters HHS-393.  “Purchase/Service/Stock Requisition” (excluding all ADP hardware/software and telecommunications equipment ).

The Administrative Services Center (ASC), General Acquisition Branch (GSB) has been asked to not process and return all Indian Health Service HHS-393 that do not contain the APPROVAL BY the Chief Office Services Section (OSS).

In addition, all HHS-393 (including all ADP hardware/software and telecommunications equipment) must all have an additional approval by the Director of Headquarters Operations.  This approval can be included in the “Description” portion of the HHS-393.

Attached is a revised sample, DAS/YB/ll-93, from the Yellow Book-An Administrative Reference Guide, DAS/YB/8-92, page 40.  If you have any additional questions, please telephone Ms. Jeanelle Raybon, Chief, OSS at 443-1095.

/Margo Kerrigan for/
George Buzzard

Attachment

SMALL PURCHASING SERVICES

Services:  Requirements under $25,000 to be obtained on the open services market and GSA schedule acquisitions are processed through small purchase Procedures.

The ADP and telecommunications purchases are conducted by the ADP Acquisition Branch, and all other purchases are performed by the General Acquisition Branch.

Types of purchase transactions include individual call-ins, orders, blanket, purchase agreement(BPA) imprest fund transactions, rubber stamp purchases, book and subscription orders, Fed strip orders, GSA schedule acquisitions, and repair orders.

Procedure:  Each requesting office is responsible for preparing their own HHS-393,"Purchase/Service/Stock Requisition".

The HHS-393 must be signed by the "Requested by" Official; "Recommend Approval" by the appropriate Associate Director, and "Funds Available" by a member of the Division of Resources Management staff.

If the purchase is under $25,000, it will be "Approved By" the Chief, Office Services Section.

If the request exceeds $25,000 it will be "Approved By" the Director of Headquarters Operations.

To obtain purchasing services, the Office Service Section processes a properly funded, signed, and approved Form HHS-393, "Purchase/Service/Stock Requisition, to the Division of Acquisition Management, ASC.

SMALL PURCHASING SERVICES (Continued)

Office Services is the IHS central receiving point for HHS-393's.  The OSS will process most HHS-393s within 2 working days of receipt and hand-carry approved HHS-393s to the Division of Acquisition Management, General Acquisition Branch ASC.  All HHS-393's must have applicable approvals and clearances before they can be processed.

Please refer to the following examples of the most frequently utilized HHS-393s:

• Supplies (Exhibit A)

• Subscriptions (Exhibit B)

• Temporary Services (Exhibit C)

• Equipment/Furniture (Exhibit D)

• Name Plates (Exhibit E)

• Rubber Stamps (Exhibit F)

Services:  The Office Services Section is the Central receiving point for all items ordered by the Division of Acquisition Management, General Acquisition Branch, ASC, for delivery to IHS customers, with the exception of all ADP hardware and equipment, which is received by OIRM.

If items ordered have not been received by the delivery date specified on the purchase order (but only after that date), customers may inquire about the delivery at the following number.

Location:  4B-26

Telephone:  443-1095

DEPARTMENT OF
HEALTH AND HUMAN SERVICES

PURCHASE/SERVICE/STOCK REQUISITION HHS 393

EXHIBIT C-2 Attachment to Requisition Number_______________for Temporary Help Services

Justification:
_______________________________________________________________________________________
_______________________________________________________________________________________
_______________________________________________________________________________________

Position
____________________________________________________

Approximate dates services are required:  from___________ to___________

Hours:  from:________ to:________

Contact Person:  ______________________________________________

Phone Number:_______________________________________________

Bldg./Rm. #:_________________________________________________

Check duties to be performed, list equipment to be used, and approximate percentage of time performing each task.

For a copy of the sample requisition please contact your Area Directives, Delegations and Control Officer of the Management Policy and Internal Control Staff at 301-443-2650

DEPARTMENT OF HEALTH AND HUMAN SERVICES

Public Health Service

I am asking your assistance in maintaining the fiscal year 1994 commitment register for the Office of the Director.  Please send all purchase orders, requisitions, travel orders, vouchers, personnel actions, and training authorizations for CANs 2000 - 2005,2600, and any other expenditures expected to be paid from the Office of the Director's budget to Mrs. Olivia Buckley to record on the commitment register prior to sending the documents to the Division of Resources Management.

Mrs. Buckley is located in room 6-05 and may be reached on 443-1083.

 
/Bill Pearson/
Bill F. Pearson, P.E., DEE
Assistant Surgeon General

SUBJECT:  TRAVEL AND ADMINISTRATIVE RESOLUTION OF CASH FUND IRREGULARITIES

Pursuant to the authority vested in the Director, Indian Health Service, by the Reorganization Order of January 4, 1988, (52 FR 47053) which elevated the Indian Health Service to a PHS Agency, and in accordance with the authority delegated to all PHS Agency Heads by the Director, Office of Management, PHS, on May 21, 1984, I hereby delegate the following authorities as indicated below:

1. The authority for:
   1. Domestic Travel (D)

      To authoritize or approve travel, domestic travel, as defined in the HHS Travel Manual, Section 1-20.  This authority includes (1) temporary duty travel of employees; and (2)travel of consultants, advisory council members, advisory committee members, private persons, etc.

   2. Foreign Travel (F)

      To authorize or approve foreign travel, as defined in the HHS Travel Manual, Section 1-20.  This authority includes the types of travel described in the HHS Travel Manual, Chapter 7-00, as well as (1) home travel leave, (2) travel pf dependents returning to the United States for education purposes, and (3) evacuation travel.

   3. Permanent Change of Station - Civilian Employees (CS)

      To authorize domestic and foreign travel and transportation of civilian employees in connection with (1) permanent change of duty station, (2) travel of new appointees to first duty station, and (3) travel from a duty station outside continental United States to place of residence for employees leaving Government services at the conclusion of an overseas tour of duty described in the HHS Travel manual Chapter 6-00.

   4. Advance of Funds (AF)

      To approve advance of funds in connection with authorized official travel and transportation as described in the HHS Travel Manual Chapter 3-30.

   5. Actual and Necessary Travel and Subsistence Expenses (AN)
      1. Subspecification "AN-1." The authority to authorize or approve travel and subsistence expenses on and actual necessary expense basis for members of national advisory councils and advisory committees, and certain applications for Federal employment, as provided in HHS Travel Manual Chapter 5-30.

      2. Subspecification "AN-2." The authority to authorize or approve travel on an actual subsistence expense basis for IHS civilian employees, private persons serving without compensation, part-time consultants and experts (WAE) for the IHS.

   6. Missing Persons (MP)

      To authorize or approve travel of dependent, and shipment of household goods, personal effects, and private vehicle of employees who are officially reported as captured, injures, dead, missing, or interned in a neutral country as a result of military or naval operations.  (See GSA Bulletin FPMR A-40, Chapter 2, Part 2.)

   7. Deceased and Injured Employees, Deceased Dependents (DR)

      To authorize or approve (1) preparation and transportation of the remains of an employee who dies while in travel status within or outside the United States (see the HHS Travel Manual, Chapter 8-10 and 8-20; (2) transportation of the remains of the dependents of an employee who is assigned to a permanent duty station outside the United States, if death occurred outside the United States (see the HHS Travel Manual, Chapter 8-30); and (3) transportation of an employee to a medical facility for treatment of injuries incurred in the performance of official duties (see the HHS Travel Manual, Chapter 8-40).

   8. The Use of Noncontract Air Carriers (AC)

      To authorize or approve the use of noncontract air carriers when the exceptions specified by GSA are met and certified on the travel order.  (See GSA Temp. Reg. A-20.)

   9. The Use of Cash to Purchase Emergency Domestic Passenger Transportation in Excess of $100 (DT)

      To authorize or approve the use of cash to purchase emergency domestic passenger transportation in excess of $100.  Travel vouchers shall be maintained in the fiscal office serving the individual traveler and must be available for site audit by GSA auditors.  Attached to each voucher will be written approval for the use of cash signed by the delegated approving official.  (See HHS Travel Manual Chapter 4-10.)

AUTHORITY TO REDELEGATE

The authority to authorize and approve domestic travel (D) and advance of funds (AF) may be redelegated by Area Directors to no lower than one organizational segment below the Office of the Area Director, except that Service Unit Directors may redelegate this authority on organizational segment below the Office of the Service Unit Director.

Headquarters Associate Directors and Area Directors shall ensure that (1) travel allocation plans exist for their respective office and those organization segments to which this authority is delegated and all travel orders have a stamped or written certification by the financial management office that funds are available in accordance with the organization segment's approved travel plan.

Headquarters Associate Directors are delegated authority to authorize an approve travel and will sign as authorizing official on the travel order.

Headquarters Division Directors are authorized to recommend travel and may sign as Recommending Official on travel order.

All authorized travel shall be approved in accordance with Federal Travel Regulations and an established travel plan to ensure travel does not exceed travel allocation ceilings.

The authorities listed by specifications F, AN-2, MP, DI, and AC may not be redelegated.

RESTRICTION AND LIMITATIONS

An official to whom authority is delegated may exercise such authority within his specified area, when applicable, to the designated official himself.

Authorizing officials must have their own travel authorized or approved by either (a) an authorizing official occupying a higher organizational level of authority; or (b) by the operating agency chief administrative officer.  IHS Area Directors must have their travel approved by the Deputy Director, IHS, or Associate Director, Office of Administration and Management, Indian Health Service.  No IHS official may authorize his/her own travel.

This authority to resolve by appropriate administrative action, cash and fund loss irregularities amounting to less than $750 arising from a single incident or a series of similar incidents occurring about the same time is delegated to the Associate Director, Office of Administration and Management, without authority to redelegate.

This delegation excludes the authority for Commissioned Corps travel.

REFERENCES

Indian Health Service 83.6 - Travel Approval for Area Directors as amended.

INFORMATION AND GUIDANCE

Requirements and instructions for exercising these authorities are contained in the HHS Travel Manual and PHS or IHS Supplements thereto, the HHS Standards of Conduct Regulations, and any other applicable regulations.

All reimbursement vouchers should be approved by an official who generally supervises the traveler, and who has knowledge that the travel assignment was performed and authorized.  The following statement should be typed on the travel voucher (Section 12), dated, and signed by the immediate supervisor:

"Travel has been performed as directed and authorized."

When a traveler takes leave of absence of any kind when in a travel status the exact hour of departure from the return to duty must be shown on the travel voucher.  The traveler also must certify on the voucher that leave taken has been recorded on the Time and Attendance Record (Form HHS-402).  The following statement should appear next to the date(s) shown as leave of absence:

"I certify that this leave of absence has been recorded on my Time and Attendance Record for the pay period ending ____________."

Requirements and instructions for exercising these authorities are contained in the HHS Voucher Examination Manual, and Title 7, Section 28.14, of the GAO Policy and Procedures Manual.

RETENTION OF AUTHORITY

The authority to authorize or approve the acceptance of payment in cash or in kind, from non-Federal agencies, organizations, and individuals, for travel and subsistence expenses as described in the HHS Travel Manual Chapter 1-80, was delegated to the Director, IHS, without authority to redelegate.

SUPERSESSION

This delegation supersedes Exhibit 1-5.2J-3, Subject:  Travel and Administrative Resolution of Cash Fund Irregularities, Indian Health Manual, Part 1, Chapter 5, Delegation of Authority, Transmittal Notice 86.14, dated September 22, 1986.

EFFECTIVE DATE

This delegation is effective upon date of signature.

Date:  11/23/88

"
/S/ Everett R. Rhoades               
Director
Indian Health Service