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FHWA Order M1100.1A

Order
Subject
FHWA Delegations and Organization Manual: Chapter 7
Classification Code Date  
M1100.1A, Chg. 45 November 29, 2005 PART I, CH. 7

SUBJECT PARA.

  1. ACCOUNTING AND ADMINISTRATIVE CONTROL SYSTEMS
  2. REVIEW, APPROVAL, AND PAYMENT OF CLAIMS
  3. RECEPTION AND REPRESENTATION EXPENSES
  4. COLLECTION AND WAIVER OF DEBTS
  5. COLLECTION AND WAIVER OF CLAIMS FOR ERRONEOUS PAYMENTS
  6. DESIGNATION OF CERTIFYING OFFICERS AND APPROPRIATION
    1. TRANSFER AUTHORIZATION
  7. REVIEW OF INDIRECT COST ALLOCATION PLANS AND PROPOSALS, NEGOTIATION OF INDIRECT COST RATES, AND APPROVAL OF INDIRECT COST NEGOTIATION AGREEMENTS
  8. TORT CLAIMS
  9. REIMBURSABLE AGREEMENTS
  10. TRAVEL (GENERAL)
  11. INTERNATIONAL TRAVEL
  12. INVITATIONAL TRAVEL (NON-FEDERAL EMPLOYEES) (5 U.S.C. 5703)
  13. TRAVEL OF BOARD OF COUNTY ENGINEER ADVISORS
  14. PAYMENT FROM A NON-FEDERAL SOURCE FOR TRAVEL EXPENSES
  15. TRAVEL EXPENSES AND TRAVEL AND TRANSPORTATION ASSOCIATED WITH TRAINING
  16. RELOCATION ALLOWANCES IN CONNECTION WITH A CHANGE OF STATION
  17. TOUR OF DUTY COMPLETION
  18. SHIPMENT OF REMAINS OF DECEASED EMPLOYEES
________________________________________________________________________

PART I. DELEGATIONS OF AUTHORITY

CHAPTER 7. FINANCIAL MANAGEMENT 1

  1. ACCOUNTING AND ADMINISTRATIVE CONTROL SYSTEMS. Within policies prescribed by the Department of Transportation, the Chief Financial Officer is delegated the authority to: (a) prescribe accounting systems, procedures, and techniques, and (b) prescribe and maintain a system of administrative control over all funds available to FHWA. This authority may not be redelegated.

  2. REVIEW, APPROVAL, AND PAYMENT OF CLAIMS.

    1. The Chief Financial Officer is delegated the authority to:
      1. (1) make final fiscal review of and approve all claims as the term claim is used in 49 CFR Part 89, and

      2. (2) approve or render final decisions on doubtful claims of $25 or less which cannot be certified due to questions of law or fact (except in cases that are required by statute, regulation, or Comptroller General decision to be settled outside of FHWA). Decisions shall be in writing and must be attached to the payment documents.

    2. The Chief Financial Officer is delegated the authority to make payment of all claims.
  3. RECEPTION AND REPRESENTATION EXPENSES. The Deputy Administrator, or his/her designee, is delegated the authority to approve for payment vouchers covering reimbursement for allowable expenditures from the Reception and Representation Fund.

  4. COLLECTION AND WAIVER OF DEBTS.

    1. Collection. The Chief Financial Officer is delegated the authority to initiate collections of debts determined to be due the United States arising as a result of the activities of FHWA, including the authority to effect a compromise, in accordance with 31 U.S.C. 3711, 31 CFR Parts 900-904 and CFR, Part 89. Collection actions include those debts that are determined to be due as a result of illegal, improper, or incorrect payments shown in General Accountability Office (GAO) Notices of Exception; however, the authority to compromise this class of claims is expressly reserved to the GAO. Further, the Chief Financial Officer will cooperate and assist in the collection of debts known to be due the United States arising out of the activities of other agencies.

    2. Waiver. The Chief Financial Officer is the only official delegated the authority to waive, terminate, or suspend a collection action.

      1. Note: Exercise of these authorities is subject to prior clearance with the Chief Counsel and/or his/her staff in the field.

  5. COLLECTION AND WAIVER OF CLAIMS FOR ERRONEOUS PAYMENTS.

    1. Collection. The Chief Financial Officer is delegated the authority to make determinations regarding the existence and amount of indebtedness and the method of collecting repayments from employees within their respective jurisdictions and collect repayments accordingly pursuant to 5 U.S.C. 5514 and DOT Order 2730.1E, Collection and Waiver of Claims for Erroneous Payments.

    2. Waiver. The Chief Financial Officer is delegated the authority to waive, in whole or in part, a claim of the United States, without regard to any repayment, against any person arising out of an erroneous payment of pay and allowances to or on behalf of an employee. Under this same authority, refunds may be made of monies repaid to the United States in connection with a claim that is later waived. Also, requests for waiver of claims may be denied regardless of amount. Exercise of this authority must be in accordance with the conditions and limitations set out in DOT Order 2730.1E, dated June 19, 1992.

  6. DESIGNATION OF CERTIFYING OFFICERS AND APPROPRIATION TRANSFER AUTHORIZATION. The Chief Financial Officer is delegated the authority to:

    1. designate certifying officers to certify vouchers, and

    2. approve appropriation transfer authorization SF-1151, Non-expenditure Transfer Authorization.

  7. REVIEW OF INDIRECT COST ALLOCATION PLANS AND PROPOSALS, NEGOTIATION OF INDIRECT COST RATES, AND APPROVAL OF INDIRECT COST NEGOTIATION AGREEMENTS. The Chief Financial Officer is delegated the authority to review cost allocation plans, review indirect cost rate proposals, negotiate indirect cost rates, and approve indirect cost negotiation agreements in accordance with the Office of Management and Budget (OMB) Circular A-87, Cost Principles for State and Local Governments, and DOT Order 4600.17, Grant Management Requirements. The Chief Financial Officer may redelegate to Division Administrators this authority with regard to State DOTs and their sub recipients (local governments and metropolitan planning organizations (MPOs)).

  8. TORT CLAIMS. The Chief Financial Officer is delegated the authority to approve or disapprove the payment of tort claims involving personnel in Headquarters and field organizations, respectively, within the limits fixed for administrative settlements. Exercise of this authority is subject to the prior review of the Chief Counsel or his/her authorized representative for legal sufficiency.

    Note: FLH Division Engineers are delegated authority to approve claims of $500 or less and will furnish an annual report to the Chief Financial Officer reflecting the status of these claims.

  9. REIMBURSABLE AGREEMENTS. The Chief Financial Officer is delegated the authority to approve and execute special one-time reimbursable transactions for such items as special assessments for sharing the costs of special projects initiated by the Office of the Secretary of Transportation, Flexible Funding Projects, and multi-Agency grants.

  10. TRAVEL (GENERAL).

    1. Authorization and Approval of Travel.

      1. (1) Associate Administrators, Chief Counsel, Chief Financial Officer,Directors of Field Services, Resource Center Director, Division Administrators, and FLH Division Engineers are delegated the authority to authorize or approve travel, including travel to meetings and for training, for all employees under their respective supervision to points throughout the 50 United States (U.S.), the District of Columbia, Puerto Rico, Guam, the Virgin Islands, the Canal Zone, American Samoa, and the Northern Mariana Islands, except as limited elsewhere in this Section. This authority should be redelegated to the lowest supervisory level practicable.

      2. (2) The Deputy Administrator, Executive Director, Associate Administrators, Chief Counsel, Chief Financial Officer, Directors of Field Services, Resource Center Director, Division Administrators, and FLH Division Engineers are delegated the authority to authorize their own travel. This authority may be successively redelegated down to the level of Division Chief, Team Leader, or other operational equivalent in Headquarters. This authority may not be further delegated.

    2. Approval of Travel Claims. Except as provided in paragraph c of this section, Travel Authorizing Officials are delegated the authority to approve Standard Form 1012 Travel Voucher claims either manually or electronically.

    3. Special Travel Approvals. 2

      1. (1) The Chief Financial Officer is delegated the authority to approve the use of cash to pay for common carrier transportation and the use of reduced fares for group or charter arrangements. This authority may not be redelegated.

      2. (2) The Deputy Administrator, Executive Director, Associate Administrators, Chief Counsel, Chief Financial Officer, Directors of Field Services, Resource Center Director, Division Administrators, and FLH Division Engineers are delegated the authority to authorize and/or approve reimbursement of the actual and necessary subsistence expenses for lodging and/or meals when such expenses are unusually high due to special or unusual circumstances. This authority may be redelegated to Office Directors, Division Chiefs, Team Leaders, or other operational equivalents. This authority may not be further delegated.

      3. (3) The Deputy Administrator, Executive Director, Associate Administrators, Chief Counsel, Chief Financial Officer, Directors of Field Services, Resource Center Director, Division Administrators, and FLH Division Engineers are delegated the authority to authorize the use of a foreign flag carrier. This authority may not be further delegated.

        1. Note: Policy, procedures, and guidance are provided in the Federal Travel Regulation (FTR), DOT Order 1500.11, Department of Transportation Guiding Principles, and FHWA Order 1500.8, Supplement 1, FHWA Travel Policy Supplement.

  11. INTERNATIONAL TRAVEL. 3 Associate Administrators, Chief Counsel, Chief Financial Officer, Directors of Field Services, Resource Center Director, Division Administrators, and FLH Division Engineers are delegated the authority to authorize or approve ROUTINE international travel. This authority may not be further delegated.

    Note: Policy, procedures, guidelines, and coordination requirements are contained in FHWA Order 1500.8, Supplement 1, FHWA Travel Policy Supplement.

  12. INVITATIONAL TRAVEL (NON-FEDERAL EMPLOYEES) (5 U.S.C. 5703). Associate Administrators, Chief Counsel, Chief Financial Officer, Directors of Field Services, Resource Center Director, Division Administrators, and FLH Division Engineers are delegated the authority to authorize invitational travel throughout the 50 States (U.S.), the District of Columbia, Puerto Rico, Guam, the Virgin Islands, the Canal Zone, American Samoa, and the Northern Mariana Islands for individuals who are not employed by the Federal Government, but who are providing a direct service to the FHWA (see GAO Red Book Vol. I at 4-47 to 4-50). This authority may not be further delegated.

    Note: All invitational travel is considered non-routine. 4

  13. TRAVEL OF BOARD OF COUNTY ENGINEER ADVISORS.

    1. The Associate Administrator for Infrastructure is delegated the authority to authorize or approve travel of Board of County Engineer Advisors: (1) to Washington, D.C., and other locations, and (2) for the purpose of attending national American Association of State Highway Transportation Officials (AASHTO) meetings and FHWA meetings in connection with AASHTO meetings.

    2. The Directors of Field Services, Resource Center Director, Division Administrators, and FLH Division Engineers are delegated the authority to authorize or approve travel of Board of County Engineer Advisors: (1) within their respective States or adjoining States, and (2) for the purpose of attending FHWA meetings when such attendance has been directed by the Federal Highway Administrator.

      Note: The foregoing authority is subject to the requirements of 31 U.S.C. 1345.

  14. PAYMENT FROM A NON-FEDERAL SOURCE FOR TRAVEL EXPENSES.

    1. Offers of Payment for Travel Within the 50 States (U.S.) and to Non-Foreign Areas. The Deputy Administrator, Executive Director, Associate Administrators, Chief Counsel, Chief Financial Officer, Directors of Field Services, Resource Center Director, Division Administrators, and FLH Division Engineers are delegated the authority to accept payments from a non-Federal source, after appropriate legal review, for travel within the 50 States (U.S.), the District of Columbia, Puerto Rico, Guam, the Virgin Islands, the Canal Zone, American Samoa, and the Northern Mariana Islands. This authority may not be further delegated.

    2. Offers of Payment for International Travel 5 Associate Administrators, Chief Counsel, Chief Financial Officer, Directors of Field Services, Resource Center Director, Division Administrators, and FLH Division Engineers are delegated the authority to accept payments from a non- Federal source, after appropriate legal review, for ROUTINE operational foreign travel involving fewer than seven (7) employees. This authority may not be further delegated.

      Note: Policy, procedures, and conflict of interest requirements are provided in the FTR, DOT Order 1500.11, and FHWA Order 1500.8, Supplement 1, FHWA Travel Policy Supplement.

  15. TRAVEL EXPENSES AND TRAVEL AND TRANSPORTATION ASSOCIATED WITH TRAINING.

    1. The Chief Financial Officer, Directors of Field Services, Resource Center Director, Division Administrators, and FLH Division Engineers are delegated the authority to authorize or approve travel and transportation not delegated to officials in other paragraphs of this section, including but not limited to travel for employees approved for full-time graduate study to the location of the out-service training.

    2. Associate Administrators, Chief Counsel, Chief Financial Officer, Directors of Field Services, Resource Center Director, Division Administrators, and FLH Division Engineers are delegated the authority to authorize or approve transportation and related services in connection with employee travel for the purposes of training, when the costs of such services are less than the estimated aggregate per diem payments for the period of training (5 U.S.C. 4109).

  16. RELOCATION ALLOWANCES IN CONNECTION WITH A CHANGE OF STATION.

    1. First Duty Station Appointments. The Chief Financial Officer is delegated the authority to authorize applicable relocation allowances to new hires as follows:

      1. (1) shipment and temporary storage of household goods,

      2. (2) travel and transportation expenses for the employee, and

      3. (3) transportation expenses for dependents.

    2. Permanent Change of Station Appointments. The Chief Financial Officer is delegated the authority to authorize applicable relocation allowances in connection with a change of official station within and between the 50 States (U.S.), the District of Columbia, and Puerto Rico, as follows:

      1. (1) shipment and temporary storage of household goods,

      2. (2) transportation of a mobile home (in lieu of shipment and storage of household goods),

      3. (3) travel and transportation expenses for employee and dependents,

      4. (4) house hunting trip,

      5. (5) temporary quarters subsistence expenses,

      6. (6) miscellaneous expense allowance,

      7. (7) allowance for expenses incurred in connection with residence transactions, and

      8. (8) relocation income tax allowance.

    3. Shipment of an Automobile. The Chief Financial Officer is delegated the authority to authorize shipment and/or storage of a privately owned vehicle:

      1. (1) between duty stations within the continental United States (CONUS),

      2. (2) to all foreign and non-foreign posts of duty, and

      3. (3) where emergency conditions exist as defined in the FTR.

        Note: Policy, procedures, and guidelines are contained in the FTR and FHWA Order 1500.9, FHWA Relocation Policy Supplement.

  17. TOUR OF DUTY COMPLETION (5 U.S.C. 5722, 5723, 5728, and 5729).

    1. With respect to overseas posts, including Alaska, Hawaii, Puerto Rico, Guam, the Virgin Islands, the Canal Zone, American Samoa, and the Northern Mariana Islands, Division Administrators and FLH Division Engineers are delegated the authority to authorize tour renewal travel and home leave for employees hired at, or below, GS-12. This authority may not be redelegated.

    2. The Director, Office of Human Resources, is delegated the authority to authorize tour renewal travel and home leave for employees hired at, or above, GS-13.

    Note: Policy, procedures, and guidelines are contained in the FTR; FHWA Order 1500.8, Supplement 1; and various policy clarification memorandums.

  18. SHIPMENT OF REMAINS OF DECEASED EMPLOYEES. The authority to authorize allowances in connection with the preparation and shipment of remains of an employee who expires while on official travel or while stationed outside CONUS is delegated to the Deputy Administrator, Executive Director, Associate Administrators, Chief Counsel, Directors of Field Services, Resource Center Director, Division Administrators, and FLH Division Engineers, in cooperation with the Chief Financial Officer. This authority may be redelegated to Office Directors in Headquarters. No further delegation is authorized.

    Note: Policy, procedures, and guidance are contained in the FTR and FHWA Order 1500.8, Supplement 1.


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