UNCLASSIFIED (U)

6 FAH-5 H-200
ICASS governance

6 FAH-5 H-210
BASIC ICASS DOCUMENTS

(CT:ICASS-113;   01-17-2023)
(Office of Origin:  CGFS/ICASS)

6 FAH-5 H-211  REIMBURSaBLE AGREEMENTS

(CT:ICASS-113;   01-17-2023)
(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.  Section 23 of the State Department Basic Authorities Act (22 U.S.C. 2695), authorizes the Secretary of State and other agencies to enter into agreements with other heads of 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 section 13 of the State Department Basic Authorities Act (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.

d.  An agency ICASS workload approval form is signed annually by each customer agency (see 6 FAH-5 Exhibit H-211.5 (A)).

e. The ICASS Service Center (ISC) invoices agencies at the headquarters level several times a year (see 6 FAH-5 Exhibits H-211.6 (A) and (B)).

6 FAH-5 H-211.1  What Is Included in the Post Memorandum of Understanding (MOU)?

(CT:ICASS-113;   01-17-2023)
(Applies to participating ICASS agencies)

The MOU establishes the terms and conditions of the agreement between the service provider and each customer agency.  It includes:

(1)  A reference/link to a list of all services offered at post.  The information maintained in 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); and

(2)  The subscription of services (SOS), which details the services (cost centers) subscribed to by an agency in the current fiscal year (see 6 FAH-5 Exhibit H-211.1).

6 FAH-5 H-211.2  Annual Memorandum of Understanding (MOU)

(CT:ICASS-113;   01-17-2023)
(Applies to participating ICASS agencies)

Each agency must review and sign its MOU each fiscal year.  As early as possible in the second quarter of each fiscal year, the service provider prepares the MOU for the upcoming fiscal year, and it must be signed by the customer agency and the service provider by April 1.  Agencies new to post must sign the MOU as soon as possible after arrival at post.

The SOS is an attachment to the MOU.  It shows the current fiscal year list of services and the level of subscription (modifications) for reference.  Agencies review the current fiscal year data and include any requested changes for the upcoming fiscal year on this document. 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.

c.  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.

d. ICASS services may be provided to U.S. Government agencies or entities not under COM authority as outlined in 6 FAH-5 H-394.

6 FAH-5 H-211.3  Who Prepares the Memorandum of Understanding (MOU)?

(CT:ICASS-113;   01-17-2023)
(Applies to participating ICASS agencies)

The service provider prepares and provides an MOU and SOS to each customer agency for their review and approval.

6 FAH-5 H-211.4  Who Signs the Memorandum of Understanding (MOU)?

(CT:ICASS-113;   01-17-2023)
(Applies to participating ICASS agencies)

a. The authorized customer agency representative signs the MOU.  The signed MOU represents the agency’s agreement to all elements in the MOU; however, an agency signature does not represent approval of the budget.

b. Official travelers on temporary duty (TDY) to post who require services, but do not have a permanent presence at post, must 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  Annual ICASS Agency Workload Approval

(CT:ICASS-113;   01-17-2023)
(Applies to participating ICASS agencies)

The service provider prepares an annual ICASS Agency Workload Approval form for each customer agency representative in June.  The customer agency representative must sign the form annually.  The signed form constitutes agreement to the workload and modifications and is the basis for an agency’s post ICASS invoice in the upcoming year. See 6 FAH-5 Exhibit H-211.5 (A).

An attachment to the form, Report #4 Workload Detail, lists by agency the cost center workload by distribution factor and any modifications granted.  This document is the basis for the agency’s post ICASS invoice. See 6 FAH-5 Exhibit H-211.5 (B).

6 FAH-5 H-211.6  ICASS Invoice at the Headquarters Level

(CT:ICASS-113;   01-17-2023)
(Applies to participating ICASS agencies)

a. The information herein outlines Department of State procedures for invoicing customer agencies (see 6 FAH-5 Exhibits H-211.6 (A) and (B)).  Each year, the ISC sends a minimum of three invoices to each customer agency’s headquarters.  For more detailed information, refer to 6 FAH-5 H-440, Bill Payments.  The invoices include costs for all locations overseas at which the customer agency is a party to an MOU for ICASS services.

b. Recapitalization invoice:  By law, the Department of State can require an advance payment, usually referred to as the “recapitalization invoice.”  This invoice amount is calculated at 70% of an agency’s prior year final invoice amount. When full-year federal funding is in place by October 1, the ISC releases the full 70% ICASS recapitalization invoice. However, when the USG is operating under a continuing resolution (CR), the ISC issues one (or more) recapitalization invoice(s) pro-rated for the CR period(s). This means customer agencies may receive numerous ICASS recapitalization invoices. Once the full-year funding is provided, the ISC releases the recapitalization balance due invoice for the balance of the 70% amount due.

c.  Initial (informational only) invoice:  The ISC emails the initial (informational only) invoice to customers for budgetary programming and financial planning only; no payment is required. This invoice reflects estimated current fiscal year embassy costs based on workload counts contained in each customer agency’s signed MOU at posts where the agency has a presence, as well as the “Costs not included in Post Invoices” (shared Washington-level costs). Agencies should use this invoice as a good estimated total cost for current fiscal year obligation purposes. The ISC releases the initial (informational only) invoices after all posts submit initial budgets.

d. Final invoice:  The ISC provides the final invoice to customer agency headquarters after posts submit final budgets. The final invoice represents an agency’s total ICASS requirement for the fiscal year. This final invoice, less the amount paid in the recapitalization invoice(s), is the total amount due for the fiscal year, payable within 90 days after receipt.

NOTE 1:  The ISC includes TDY and partial year (PYI) invoices received from posts in the customer agency’s final invoice.

NOTE 2:  Alternate service provider (ASP) agencies establish their own similar processes and timelines.

NOTE 3:  The U.S. Agency for International Development (USAID) does not issue recapitalization invoices for the posts/customers it serves as an ASP; USAID invoices customer agencies only once, at the final invoice period. The ASP MOU is a modified version of the ICASS MOU included in 6 FAH-5 Exhibit H-211 and is embedded in the ICASS software for official use at posts.

6 FAH-5 H-212  through H-219 unassigned


6 FAH-5 Exhibit H-211
ICASS Memorandum of Understanding (MOU)

Memorandum of Understanding Cover Sheet
U.S. Embassy XXXXXXXXX
ICASS Memorandum of Understanding
for FY____
(October 1, 2___ - September 30, 2___)

(CT:ICASS-113;   01-17-2023)
(Applies to participating ICASS agencies)

 

Date: ________

 

Customer Agency: _____________________________

 

ICASS Agency Code: __________

Attached to this cover page is the ICASS MOU for your signature. Also included is your agency’s ICASS Subscription of Services (SOS) agreement. Update the Next Year columns to indicate the cost centers you will subscribe to in the coming year and any cost center modifications (see 6 FAH-5 H-332.1).

By signing this MOU, you are agreeing to the accuracy of your agency’s ICASS SOS and modifications.

Upon receipt of this agreement, you have 30 calendar days from the above date to review your agency’s SOS and discuss and resolve any modification questions with the service provider. You signify agreement by signing and returning this form to the service provider.

If you do not agree with these 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.


 

Memorandum of Understanding (MOU)

 

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 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 policies and procedures is the Department of State Foreign Affairs Handbook, 6 FAH-5, 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 SOS 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 Uniform Service Standards 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 related to the services provided by the service provider to the customer agency.

IV.    Billing and Payment

a. Each fiscal year the Washington, ICASS Service Center (ISC) sends a minimum of three invoices to each customer agency headquarters.  The invoices include costs for all locations overseas at which the customer agency is a party to an MOU for ICASS services.

1.   Recapitalization invoice:  By law, the Department of State can require an advance payment, usually referred to as the “Recapitalization Invoice.”  This invoice amount is calculated at 70% of an agency’s prior year final invoice amount. When full-year federal funding is in place by October 1, the ISC releases the full 70% ICASS recapitalization invoice. However, when the USG is operating under a continuing resolution (CR), the ISC issues one (or more) recapitalization invoice(s) pro-rated for the CR period(s). This means customer agencies may receive numerous ICASS recapitalization invoices. Once full-year funding is provided, the ISC releases the recapitalization balance due invoice for the balance of the 70% amount due.

2.   Initial (information only) invoice:  The ISC emails the initial (informational only) invoice to customers for budgetary programming and financial planning only; no payment is required. This invoice reflects estimated current fiscal year embassy costs based on workload counts contained in each customer agency’s signed MOU at posts where the agency has a presence, as well as the “Costs not included in Post Invoices” (shared Washington-level costs). Agencies should use this invoice as a good estimated total cost for current fiscal year obligation purposes.  The ISC releases initial (informational only) invoices after all posts submit initial budgets.

3.   Final invoice:  The ISC provides the final invoice to customer agency headquarters after posts submit final budgets.  The final invoice represents the agency’s total requirement for the fiscal year. This final invoice, less the amount paid in the recapitalization invoice(s), is the total amount due for the fiscal year, payable within 90 days after receipt.

 

NOTE:  The ISC includes TDY and partial year (PYI) invoices received from posts in the customer agency’s final invoice.

 

b. The ISC consolidates an agency’s post costs and adds centrally managed costs to the agency’s invoice.  This is because centrally managed costs do not appear on post invoices.  Examples of centrally managed costs include central medical office costs, grants for overseas schools, diplomatic pouch and mail, etc.  Signing the post level MOU commits the agency to pay for all services delivered, both at post and centrally.

c.  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 keeps 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 assists 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 SOS as agreed to by both parties, are 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-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 customer agency representative’s signature on the MOU denotes acceptance of the terms and conditions of the MOU with the service provider.

b. The customer agency representative’s signature on the MOU denotes acceptance of the attached subscription of services and any modifications as reflected in the subscription of services document.  The modifications form the basis of the customer agency’s initial and final invoices 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.

If post has a TDYer whose agency is not present at post, the service provider must prepare an MOU for the TDYer’s agency.  The duration of the TDY must be noted in the MOU.

        Service Provider (signature) ______________________ Date: ________

                        (Print name) ___________________

Customer Agency (signature) ______________________ Date: _______

                        (Print name) ____________________

       

Attachments:

Subscription of Services (SOS)


6 FAH-5 Exhibit H-211.1
Sample Subscription of Services (SOS)

List of Services

(CT:ICASS-113;   01-17-2023)
(Applies to participating ICASS agencies)

Table

Description automatically generated

This is a sample subscription of services (SOS) agreement that is included with the MOU and generated in the ICASS software.  The “Current Year” columns indicate which services the agency is subscribed to, and any modification levels granted in the current year.  This information is copied into the “Next Year” columns.  The customer agency representative would then make changes to the data in the “Next Year” columns to indicate any changes to the services subscribed to and the modification level for the upcoming year.


6 FAH-5 Exhibit H-211.5 (A)
Sample Agency ICASS Workload

Approval Form

(CT:ICASS-113;   01-17-2023)
(Applies to participating ICASS agencies)

       Graphical user interface, text

Description automatically generated 

The Agency ICASS workload approval form is signed annually by an authorized representative for each customer agency at post.  This form, when agreed to and signed by an authorized customer agency representative at post by July 1 of each year, becomes an addendum to the signed MOU.  There are several attachments to the approval form including Report #4 Workload by Agency (see 6 FAH-5 Exhibit H-211.5 (A)).

6 FAH-5 Exhibit H-211.5 (B)
Sample Workload Detail by Agency

(CT:ICASS-113;   01-17-2023)
(Applies to participating ICASS agencies)

Table

Description automatically generated

 

Report #4 Workload Detail is generated for each customer agency at post.  It displays the modified workload by cost center and distribution factor.  This report is distributed with the agency ICASS workload approval form appearing in 6 FAH-5 Exhibit H-211.5.  These workload counts may be changed in accordance with 6 FAH-5 H-333.3 Changing Workload Counts.

 


6 FAH-5 Exhibit H-211.6 (A)
Form DS-1605, Reimbursement Agreement
(For Services Rendered or Joint Activities Funded by U.S. Department of State Appropriations) [With Supporting Documentation]

(CT:ICASS-113;   01-17-2023)
(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.

Subscription of and provision of ICASS shared administrative support services between federal agencies on a reimbursable basis is not a procurement action, and is not subject to Federal Acquisition Regulation (FAR) interagency acquisition documentation per FAR Subpart 17.500 paragraph (c)(1).

PERIOD OF PERFORMANCE:  October 1, 20XX – September 30, 20XX.

This invoice must be paid within 30 days of the agreement date shown above.  The Department of Treasury Business Rules for intra-governmental Transactions (Bulletin No. 2007-03 dated October 31, 2007) require that the information requested on this form be fully and correctly completed.  Any omission or incomplete reference will result in return of this form to the authorizing individual.

SUBMISSION PROCEDURES:  Enter all Customer Data Element information requested on page 2 of this form, complete and sign the Customer Agency Acceptance block at the bottom, scan the signed copy, and email to the email address provided.

DOD DOCUMENTATION:  If you are paying using a MIPR or MORD, please scan and attach a copy of that document to your email.  If you require a MIPR Acceptance (DD448-2) please provide a completed Acceptance form marked as ‘All Items Will Be Provided Thru Reimbursement (Category1)’ and with Blocks 8A-D and Block 11 completed for State signature.  The DD448-2 is a DOD form to which the ICASS Service Center (ISC) does not have access.

COLLECTIONS:  Collection will be made through the Treasury Department's Intra-governmental Payment and Collection (IPAC) system.  The Department of State will initiate collection from the customer-provided fund source(s) on page two of this DS-1605 form.

The authorizing individual is required to provide his/her disbursing office with a copy of this form and all supporting documentation.  This action will facilitate the IPAC review process and decrease the likelihood for chargebacks and delays in service.

Trading partners shall not charge back or reject transactions that comply with the Department of Treasury business rules.  Disputable transactions are addressed in the Department of Treasury Business Rules for Intra-governmental Transactions under Attachment 1 - Section VII.

Questions regarding the collection process may be directed to GFSCICChief@state.gov of the Global Financial Services, Accounts Receivable Branch, Bureau of the Comptroller and Global Financial Services (CGFS).  For questions regarding this billing contact the ISC.


 

6 FAH-5 Exhibit H-211.6 (B)

ICASS Recapitalization Cover Memo and Attachments

(CT:ICASS-113;   01-17-2023)
(Applies to participating ICASS agencies)

Graphical user interface, text, application, email

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Recapitization cover memo to advise ICASS Customer Agencies of the amount due for the 70% Recapitalization.  Attachments to this memo are displayed in the following pages.

 Graphical user interface, text, application

Description automatically generated

Page 1 of the DS Form 1605, Reimbursement Agreement between the State Department for ICASS services rendered.

Graphical user interface

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Page 2 of the DS Form 1605, Department of State Reimbursement Agreement, is completed by customer agencies for payment of services.

UNCLASSIFIED (U)