6 FAH-5 H-200
ICASS governance
6 FAH-5 H-210
BASIC ICASS DOCUMENTS
(CT:ICASS-65; 11-17-2017)
(Office of Origin: CGFS/ICASS)
6 FAH-5 H-211 REIMBURSaBLE AGREEMENTS
(CT:ICASS-39; 09-17-2013)
(Applies to participating ICASS agencies)
a. The International Cooperative Administrative Support
Services (ICASS) system is the mechanism agencies have chosen to manage and pay
for shared administrative services at U.S. embassies and consulates abroad.
The State Departments Basic Authorities Act, in 22 U.S.C .2695, authorizes the
Secretary of State and other agencies to enter into agreements with other
Federal agencies for the purposes of consolidating shared administrative
services.
b. The Office of Management and Budget has authorized
the Department of State to use its Working Capital Fund authorities as outlined
in 22 U.S.C. 2684 to manage the operation of its ICASS resources.
c. A Memorandum of Understanding (MOU) is signed
annually by each customer agency at post and the service provider(s). The MOU
template is found in 6 FAH-5 Exhibit
H-211, ICASS Memorandum of Understanding.
d. Agencies are invoiced at the headquarters level
several times a year (see 6 FAH-5
H-211.5).
6 FAH-5 H-211.1 What Is Included in
the Post Memorandum of Understanding (MOU)?
(CT:ICASS-39; 09-17-2013)
(Applies to participating ICASS agencies)
The Memorandum of Understanding (MOU) establishes the terms
and conditions of the agreement between service provider(s) and each of the
customer agencies. It includes:
(1) The MOU agreement itself containing a
reference/link to a list of all services offered at post and their respective
service standards and performance measures. The information maintained on the
reference/link is not signed by the customer agency, but it documents all
services that are available and the terms and conditions under which they are
offered (see 6
FAH-5 Exhibit H-211, Memorandum of Understanding);
(2) A list of services (cost centers) subscribed to by
an agency and the level of subscription (see 6 FAH-5
Exhibit H-211.1(1), Sample Subscription of Services (Standard), and 6 FAH-5
Exhibit H-211.1(2), Sample Subscription of Services (Lite); and
(3) A report showing agency workload counts and modifications
(see 6
FAH-5 Exhibit H-211.1(3), Sample Workload Count Report, approved and signed
by July 1 of each year.
6 FAH-5 H-211.2 Annual Memorandum
of Understanding (MOU)
(CT:ICASS-39; 09-17-2013)
(Applies to participating ICASS agencies)
a. Each agency should review its Memorandum of
Understanding (MOU) as early as possible in the third quarter of each fiscal
year and each MOU should be signed by the customer agency and the service
provider by July 1. Agencies may, through an addendum to their MOU, subscribe
to additional services by mutual agreement with the service provider at any
time during the fiscal year.
b. ICASS services may also be provided to U.S.
Government agencies or entities not physically present at a mission abroad as
outlined in 6
FAH-5 H-393 when an MOU is signed by the customer agency and service
provider. Such entities will be subject to the same policies and regulations
as applied to all other ICASS customer agencies.
c. ICASS services may be provided to U.S. Government
agencies or entities not under COM authority as outlined in 6 FAH-5 H-394
when an MOU is signed by the customer agency and the service provider, with the
understanding that such entities will be subject to the same policies and
regulations as applied to all other ICASS customer agencies.
6 FAH-5 H-211.3 Who Prepares the
Memorandum of Understanding (MOU)?
(CT:ICASS-39; 09-17-2013)
(Applies to participating ICASS agencies)
The Memorandum of Understanding (MOU) is prepared by the
service provider in consultation with each customer agency to include the
services to which the agency subscribes, including workload counts and
appropriate modification levels if any.
6 FAH-5 H-211.4 Who Signs the
Memorandum of Understanding (MOU)?
(CT:ICASS-39; 09-17-2013)
(Applies to participating ICASS agencies)
a. The Memorandum of Understanding (MOU) should be
signed annually by an authorized representative of each service provider and
each customer agency at post. This constitutes agreement to all
elements in the MOU; however, an agency signature does not constitute approval
of the budget.
b. Agencies arriving after the performance period has
begun should sign the MOU with the service provider(s) upon arrival at post.
Reference 6
FAH-5 H-390 Supplemental ICASS Funding (partial-year invoice).
c. Official travelers on temporary duty (TDY) to post
who require services, but do not have a permanent presence at post, may sign an
MOU with the service provider to receive services. Reference 6 FAH-5 H-360
- Official Visits and Temporary Duty (TDY).
6 FAH-5 H-211.5 ICASS Invoice at
the Headquarters Level
(CT:ICASS-65; 11-17-2017)
(Applies to participating ICASS agencies)
a. The information herein outlines Department of State
procedures for invoicing customer agencies (see 6 FAH-5 Exhibit
H-211.5, Form DS-1605, Reimbursement Agreement (For Services Rendered or
Joint Activities Funded by U.S. Department of State Appropriations) [With
Supporting Documentation]). Each year the ICASS service center (ISC) sends a
minimum of three invoices to customer agencies at the headquarters level (for
more detailed information, refer to 6 FAH-5 H-440,
Bill Payments).
b. Recapitalization invoice:
In order to maintain adequate funding of the service providers working capital
fund, the customer agency acknowledges and accepts that it will be billed at
the headquarters level at a rate that is normally equal to 70 percent of its
prior year ICASS invoice early in the first quarter of the fiscal year. In the
case of a continuing resolution, this recapitalization invoice will be
calculated using an appropriate pro rata formula.
c. Initial invoice: The ISC
will provide an initial informational invoice to the customer agency based on
the workload counts contained in the customer agencys signed MOU from post plus
additional Washington-level costs related to various Department of
State-managed programs; reference 6 FAH-5 H-430 Forward Planning Process. The ISC will
calculate each agencys share of these established Washington-level costs. The
ISC will add these costs to each agencys aggregated worldwide post invoices to
create a consolidated agency invoice. The ISC will provide this consolidated
informational initial invoice to each headquarters agency to facilitate the
obligation of funds. Reference 6 FAH-5 Exhibit
H-211.5, Form DS-1605, Reimbursement Agreement (For Services Rendered or
Joint Activities Funded by the U.S. Department of State Appropriations) [With
Supporting Documentation].
d. Final invoice: The third
and final invoice will be provided to agency headquarters in June of the fiscal
year. This final invoice, less the amount paid in the recapitalization
invoice(s), will be the total amount due for the fiscal year.
e. TDY invoices (if applicable):
TDY invoices received from posts throughout the year are totaled and invoiced
to the appropriate agencies in September.
f. Partial-year invoices (PYI) (if
applicable): Partial-year invoices received from post are totaled and
invoiced to the appropriate agencies in September.
g. Alternate service provider agencies will establish
their own similar process and timelines.
6 FAH-5 H-212 through H-219 unassigned
6 FAH-5 Exhibit H-211
ICASS Memorandum of Understanding (MOU)
(CT:ICASS-65; 11-17-2017)
(Applies to participating ICASS agencies)
Date: ________
Customer Agency: _____________________________
ICASS Agency Code: __________
Attached to this cover page is the ICASS MOU for your
signature. This agreement includes an ICASS report detailing your agencys May
1, 2___ workload counts and any approved cost center modifications.
By signing this MOU you are agreeing to
the accuracy of your agencys ICASS subscription of service, modifications
and/or workload counts which will be the basis for the calculation of your
agencys post ICASS invoice in FY__.
Upon receipt of this agreement and workload count report,
you have 30 calendar days from the above date to review your agencys workload
counts and discuss and resolve any workload count and/or modification questions
with the service provider. You signify agreement with your workload counts by
signing and returning this agreement to the service provider.
If you do not agree with these workload counts or
modifications and you are unable to resolve the issue with the service
provider, you must file a formal dispute. Please contact the financial
management office or refer to 6 FAH-5
H-462.1 for more details on the dispute process.
Between Service Provider:________ Agency provider and post
name _________
and Customer:______ ICASS Agency Code/Agency Name
__________________
for: FY ____ (October 1, ____ - September 30, ____)
I. Purpose
a. This Memorandum of Understanding (MOU) establishes
the terms and conditions of the agreement between the Management Section of
___agency provider name at post name___, hereinafter identified as the Service
Provider, and ___customer agency name___, hereinafter identified as Customer
Agency, for the provision of administrative support services in accordance with
the established uniform service standards (see para. III.a)and any additional
standards governing post-specific services.
b. This MOU also outlines the responsibilities of the
Washington, DC ICASS Service Center for the invoicing of services and of the
Customer Agency for the prompt payment of services received at the post level.
c. Nothing in this agreement shall be construed to
supersede existing law or regulation.
d. The primary reference document for all ICASS policy
and procedures is the Department of State Foreign Affairs Handbook, 6 FAH-5,
and further supported by the applicable provisions of the Department of State
Foreign Affairs Manual.
II. Authority and Reference
a. 22 U.S.C. 2695 authorizes the Secretary of State and
the heads of other agencies (subject to the approval of the Director of the
Office of Management and Budget), to enter into agreements which provide for
the consolidation of administrative services for the benefit of all agencies
concerned. These agreements shall provide for reimbursement or advances of
funds from the agency receiving the service to the agency performing the
service.
b. 6 FAH-5: The ICASS Handbook outlines the policies
and procedures governing the implementation of ICASS.
III. Scope
a. ICASS services shall be provided to the Customer
Agency in accordance with the provisions set forth in this MOU, including the
subscription of services agreement and workload count report. A description of
the available services and related uniform service standards are available at:
[The post must provide a link here to the services and USS on post or
central website].
b. These provisions apply to U.S. Government agencies
or entities not under COM authority that request ICASS services, with the
requirement that such entities agree to abide by the same policies and
regulations as applied to all other ICASS customer agencies (see 6 FAH-5 H-394).
c. This MOU shall be the basis for all funding
commitments and transactions incidental to the services provided by the Service
Provider to the Customer Agency.
IV. Billing and Payment
a. Each year the Washington, DC ICASS Service Center
(ISC) will send, on behalf of the Service Provider, a minimum of three invoices
to the customer agencys headquarters. The invoices will include costs for all
locations overseas at which the Customer agency is a party to an MOU for ICASS
services.
1. Recapitalization Invoice: In order to maintain
adequate funding for the Service Provider, the Customer Agency acknowledges and
accepts that it will be billed at the headquarters level at a rate normally
equal to 70 percent of its prior year ICASS invoice early in the first quarter
of the fiscal year. In the case of a continuing resolution, this
recapitalization invoice will be calculated using an appropriate pro rata
formula.
2. Initial Invoice: By the end of the first quarter
of the fiscal year, Customer Agencies at post will receive an initial (informational)
invoice based on the workload counts contained in the Customer Agencys signed
MOU. In the second quarter of the fiscal year, the ISC will provide a
consolidated initial informational invoice to the Headquarters Customer Agency
that aggregates all post invoices where it has a presence plus additional
Washington level costs related to various Department of State- managed programs
(see 6 FAH-5
H-430). The ISC calculates the Customer agencys share of these
established Washington level costs. The ISC will provide this consolidated
informational initial invoice to each headquarters agency to facilitate the
obligation of funds.
3. Final Invoice: The third and final invoice will
be provided to the Customer agencys headquarters in June of each year. This
final invoice, less the amount paid in the recapitalization invoice(s), will be
the total amount due for the fiscal year, payable within 90 days after receipt.
4. TDY Invoice (if applicable): TDY invoices received
from posts throughout the year are totaled and invoiced to the headquarters
customer agency in September.
5. Partial Year Invoice (PYI) (if applicable):
Partial Year Invoices received from post are totaled and invoiced to the
appropriate headquarters customer agencies in September.
b. ICASS costs are billed centrally, whether an agency
has a presence at one post or many posts (See 6 FAH-5
H-211.5). Some ICASS services in support of post operations are managed
centrally (e.g., Central Medical Office costs, Grants for Overseas Schools,
etc.) and the costs for these services do not appear on post level
invoices. However, subscription to ICASS services at the post level may
result in access to or consumption of these centrally-managed services.
Agencies will receive the charges for centrally-managed services on their
Washington level invoice. Signing the post level MOU commits the agency
to pay for all services delivered, both at post and centrally.
c. The Customer Agency agrees that funds will be made
available to carry out the Service Providers responsibilities, based on the
initial informational invoice and updated by the final invoice.
d. The Customer Agency accepts that the final invoice
may either increase or decrease from the initial invoice, depending on ICASS
program requirements, post conditions or other factors. The Service Provider
will keep the Customer Agency informed of all potential changes.
V. Termination or Changes
This agreement may be terminated or changed, in whole or
in part, as follows:
1. The Service Provider agrees to give Customer
Agencies one year advance notice in writing of intent to terminate or reduce
the level of any service, coinciding with the beginning of a fiscal year. The
Service Provider will assist the ICASS Council in the orderly transition to a
new service provider and/or the reassessment and realignment of resources, as
needed.
2. The Customer Agency agrees to provide six months
advance notice in writing to the Service Provider of its intent to withdraw
from any service subscribed to under this MOU. Such notice must be received by
April 1 for withdrawals to be effective at the start of the upcoming fiscal
year, or by October 1 for withdrawals to be effective as of April 1 of the same
fiscal year.
3. Subsequent changes to the MOU, including the
subscription of services as agreed to by both parties, will be documented,
signed by both parties and attached to this MOU as a permanent addendum.
VI. Roles and Responsibilities
a. The Service Provider and the Customer Agency pledge
to maintain the effective operation of the ICASS platform, providing
appropriate leadership and oversight of the program.
b. The Service Provider agrees to provide the Customer
agency with the same quality of services provided to all subscribing agencies,
using established procedures set forth in 6 FAH-5.
c. Both parties agree to participate in and support
the established ICASS governance structure and fulfill their respective duties
as outlined in the ICASS Handbook (6 FAH-5 H-020,
6 FAH-5 H-030,
and 6 FAH-5
H-222).
d. The Service provider agrees to maintain sufficient
staffing and logistical resources to provide customer agencies with the
specified services.
VII. Effective Date and Signatures
a. The signature of the Customer Agency on this MOU
denotes acceptance of the terms and conditions of the MOU with the Service
Provider.
b. The signature of the Customer Agency on this MOU
denotes acceptance of the attached subscription of services, modifications
and/or workload counts shown which will form the basis of the Customer agencys
final invoice for the upcoming fiscal year.
c. The MOU is reviewed and signed annually and is
effective upon the date of signing by both parties and shall remain in effect
for the fiscal year noted, subject to the availability of services and funds,
or until the termination of the agreement.
Service Provider (signature) ______________________
Date:________
(typed name) ___________________
Customer Agency (signature) ______________________
Date:_______
(typed name) ____________________
6 FAH-5 Exhibit H-211.1(1)
Sample Subscription of Services (Standard)
(CT:ICASS-39; 09-17-2013)
(Applies to participating ICASS agencies)
This is a SAMPLE Subscription of Services Agreement for
Standard posts that use this step in the MOU process. Post should complete the
This Year columns indicating which services each agency subscribed to and the
modification level granted. The customer agency would then complete the Next
Year columns to indicate the services to which they plan to subscribe and the
modification level. A copy of the form is available on the ICASS website.
6 FAH-5 Exhibit H-211.1(2)
Sample Subscription of Services (Lite)
(CT:ICASS-39; 09-17-2013)
(Applies to participating ICASS agencies)
This is a SAMPLE Subscription of Services Agreement for Lite
posts that use this step in the MOU process. Post should complete the This
Year columns indicating which services each agency subscribed to and the
modification level granted. The customer agency would then complete the Next
Year columns to indicate the services to which they plan to subscribe and the
modification level. A copy of the form is available on the ICASS website.
6 FAH-5 Exhibit H-211.1(3)
Sample Workload Count Report
(CT:ICASS-39; 09-17-2013)
(Applies to participating ICASS agencies)
This report is to be used for recording/signing annual
workload counts. This report, when agreed to and signed off on by customer
agencies by July 1 each year, becomes an addendum to the signed MOU. These
workload counts may be changed in accordance with 6 FAH-5
H-333.3 Changing Workload Counts.
6 FAH-5 Exhibit H-211.5
Form DS-1605, Reimbursement Agreement
(For Services Rendered or Joint Activities Funded by U.S. Department of State
Appropriations) [With Supporting Documentation]
(CT:ICASS-39; 09-17-2013)
(Applies to participating ICASS agencies)
FY20XX ICASS Invoice for U.S. Department of State
International Cooperative Administrative Support Services (ICASS) provided
under Department of State Basic Legislative Authorities, 22 USC 2695 and 22 USC
2684. Provision of these services is not subject to interagency acquisition
regulations per Federal Acquisition Regulation (FAR) Subpart 17.500 paragraph
(c)(1).
The ICASS reports accompanying this agreement identify the
location(s) of service delivery and document the specific service(s) provided
to the customer agency identified above.
PERIOD OF PERFORMANCE: October 1, 20XX September 30,
20XX.
REFERENCE: [prior ICASS invoices, XX/XX/20XX]
MAILING PROCEDURES: Enter all Customer Data Element
information requested on the 2nd page of the DS-1605 form, scan the signed
copy, and email to [mailbox name]. If you are paying using a MIPR or MORD,
please scan and attach a copy of that document to your email as well.
This invoice must be paid within 30 days of the agreement
date shown above. Department of Treasury Business Rules for Intragovernmental
Transactions (Bulletin No. 2007-03 dated October 31, 2007) requires that the
information requested on the second page of the Form DS-1605 be fully and
correctly completed. Any omission or incomplete reference will necessitate a
return of this form to the authorizing individual. This action could delay or
jeopardize contracted services, particularly under the ICASS program.
Collection will be made through the Treasury Department's
Intra-governmental Payment and Collection (IPAC) system. The Department of
State will initiate collection. Agencies that do not participate in the IPAC
Program should contact Bob McFadden (202-261-8663; mcfaddenra@state.gov) at the
ICASS Service Center (ISC) for payment instructions.
Individuals authorizing payment are required to provide
their disbursing offices with a copy of this form and all supporting
documentation to facilitate the IPAC review process, and to decrease the
likelihood of charge-backs and delays in service.
Trading partners shall not charge back or reject
transactions that comply with the Department of Treasury intragovernmental
business rules. Disputable transactions are addressed in the new business rules
under Attachment 1 - Section VII.
Questions regarding the collection process may be directed
to GFSCARChief@state.gov (1-.800-521-2116) of the Global Financial Services,
Accounts Receivable Branch, Bureau of the Comptroller and Global Financial
Services (CGFS). Questions regarding this billing may be directed to Bob
McFadden at the ISC.
The Invoice By Agency World report rolls up the post invoice
totals worldwide for all cost centers. Attached are samples from both Standard
and Lite posts. 
This Invoice by Agency By Post report shows the total cost
of the Charleston Financial Service Center operations worldwide.
The Summary Invoice by Agency report shows the breakdown of
the customer agency consolidated post invoices by Department of State regional
bureau and the HQ-centrally managed costs.
