Temporary Work Authority (revised excerpt from Chapter 10 Cost-Reimbursable Activity of the NOAA Finance Handbook)

 

Temporary work authority (TWA) enables NOAA to respond quickly and without interruption to the needs of other federal government agencies. TWA permits NOAA to accept new reimbursable work or continue existing reimbursable work for other federal agencies based on a commitment of funds by the sponsoring agency. A valid commitment of funds is a written document from a responsible official with budget authority in another federal agency of that agency's intent to enter into a, or modify an existing, cost-reimbursable agreement with NOAA. There is inherent risk for NOAA in beginning work before an approved written agreement is in hand, as it is possible that negotiations will fail resulting in no agreement. Costs charged to any TWA where negotiations fail will be transferred to related appropriated funds.

 

In the event that TWA is necessary, it shall only be valid for three months. An exception may be granted for an additional three month period if sufficient need is demonstrated.  Cost-reimbursable projects operating on expired TWAs will be suspended until a signed cost-reimbursable agreement is received by the Finance Office/Receivables Branch (FO/RB). The NOAA Chief Financial Officer (CFO) must approve all TWAs (original and exception) prior to any reimbursable work being performed or continuation of work after the three month period has expired.

 

Under normal conditions, every attempt should be made to get the approved written agreement in place in advance of performing work. That is, TWA should be the exception to the rule and generally used for emergencies and legal mandates.

 

The following TWA policies are designed to minimize the financial risks to NOAA:

 

  • New and continuing cost-reimbursable projects may be authorized prior to the receipt of an official agreement on the basis of a written valid commitment (e.g., letter of intent, email from the sponsor, or email transmitting the unsigned agreement to the NOAA OGC for review) after approval by the LO CFO or SO Office Director and the NOAA CFO.

 

  • TWA requests must include:
    • a written valid commitment
    • a summary of the scope of work,
    • TWA tracking number, and
    • Reimbursable TWA Allotment Request Form

 

  • If available, please include the following information:
    • the period of performance,
  • accounting information, and
  • continuing resolution number and/or law/statute

 

  • For both new and continuing projects, the following policies apply:
    • TWA requests must come from LO CFO or SO Office Director;
    • A project cannot be authorized for more than 25 percent of the estimated amount;
    • Projects beginning with a new fiscal year, will only be authorized for the first quarter of the new fiscal year and will terminate at the end of the first quarter (December 31) unless a 3-month extension is approved by the NOAA CFO; and
    • For projects beginning mid-year, the TWA is granted for 3 months with a possible 3 month extension, except that a TWA cannot be obtained after June 30. The only exception would be for disasters/emergencies where NOAA is directed to assist.  This exception must be justified in a memo to NOAA CFO for approval.

 

  • Financial responsibility for costs incurred under valid commitments rests with the LO/SO. In the event that an agreement is not forthcoming to cover costs incurred under a valid commitment, those costs will be charged to NOAA appropriated funds by way of a summary level transfer (SLT). The SLT is required as soon as it is discovered that an agreement is not forthcoming.