TREASURY DIRECTIVE: 84-02
DATE:
SUBJECT: Establishment of Executive Agents
1. PURPOSE. This directive sets forth the procedures and delineates responsibilities for the establishment of an Executive Agent (EA) within the Department of the Treasury (Treasury). The EA is an organization providing a Treasury-wide program or service operating outside the Departmental Offices organization that is funded through the Treasury Working Capital Fund (WCF).
2. SCOPE. This directive applies to all bureaus, entities, offices, and organizations in Treasury. The authority of the Inspectors General is set forth in Section 3 of the Inspector General Act and the Internal Revenue Service Restructuring and Reform Act, and defined in Treasury Order 114-01 (OIG), and Treasury Order 115-01 (TIGTA), or successor orders. The provisions of this directive shall not be construed to interfere with that authority or the authority of any other Treasury organization.
3. POLICY. The Assistant Secretary for Management and Chief Financial Officer may designate a bureau, entity, office, or organization as an EA to manage, operate, and provide programs or services on behalf of Treasury. The programs or services must be required by more than one organizational component of Treasury and there must be compelling evidence that economies of scale, such as non-duplication of personnel and activities, and improved services will accrue as a result of the designation. New functions may be funded only in accordance with the policies and procedures set forth in Treasury Directive 31-04.
4. DEFINITIONS.
a. Bureau – the term used in this document to represent any Treasury entity, office, or organization that operates independently from the Departmental Offices reporting entity.
b. Certified reimbursement package – a document in which the EA seeks reimbursement from the WCF for products and services provided to Treasury bureaus. This document is certified by the Chief Financial Officer of the designated EA and submitted to the Office of Financial Management in the Departmental Offices for payment.
c. Financial plan – the total funding requirements for providing a WCF service to customers for each fiscal year. The Office of Financial Management produces a consolidated financial plan which lists all WCF programs by customer for each fiscal year.
d. Program manager – a person assigned the responsibility for carrying out the day-to-day operations necessary to accomplish the goals and objectives of a specific program.
e. Program – series of activities established to accomplish goals or objectives.
f. Service – a business activity provided to accomplish goals or objectives.
g. Working Capital Fund (WCF) – a revolving, no-year fund without dollar limitation which provides centralized administrative services that are used by more than one customer. To cover the cost of operations, the WCF is financed by advance payments or reimbursements from customers.
h. Departmental Offices oversight organization – the organization that has Treasury-wide responsibility for a program or service. This organization would provide oversight and direction to the EA program manager; provide advice and guidance to the Assistant Secretary for Management and Chief Financial Officer; and monitor adherence to CPIC requirements, when appropriate.
5. RESPONSIBILITIES.
a. The Assistant Secretary for Management and Chief Financial Officer (ASM/CFO):
(1) directs and oversees the establishment of policies and procedures for EA programs and services;
(2) determines the need to establish an EA;
(3) designates, with the agreement of Bureau Heads, a Treasury bureau as an EA for specific programs or services;
(4) notifies all Treasury bureaus of the designation of an EA to ensure consistent and effective use of the program or service; and
(5) identifies the appropriate ASM/CFO organization responsible for overseeing a specific EA program.
b. The
Deputy Chief Financial Officer:
(1) establishes policies and procedures for all EA programs and services;
(2) oversees the creation of the EA Reimbursable Agreement and/or the Memorandum of Understanding (MOU) between the Departmental Offices oversight organization and the designated EA bureau; and
c. The Office of Financial Management (OFM) in the Office of the Deputy Assistant Secretary for Headquarter Operations:
(1) processes the Reimbursable Agreement and/or the MOU between the ASM/CFO oversight organization and the designated EA bureau;
(2) provides financial, accounting, and reporting in compliance with the WCF policies and procedures manual and Treasury Directive 31-04;
(3) reimburses the EA based on a certified reimbursement package from the Chief Financial Officer of the designated EA bureau; and
(4) coordinates, consults, and assists the EA on financial operations, procedures, asset depreciation, and property management matters.
d. The Departmental Offices oversight organization, when applicable:
(1) works with the designated EA bureau to create the Reimbursable Agreement and/or the MOU;
(2) oversees the activities of EA programs and services to ensure they are in accordance with Treasury direction, directives, policies, and procedures; and
(3) ensures EA programs and services are conducted in compliance with the Treasury Capital Planning and Investment Control process and the Office of Management and Budget Circular A-11.
e. The Bureau Heads and Inspectors General, as it relates to their respective bureaus:
(1) consults, recommends, and suggests to the ASM/CFO the most cost efficient and effective method to meet Treasury-wide requirements, goals, and objectives; and
(2) ensures their organizations use the EA programs and services where use is feasible.
f. The bureau designated as an EA:
(1) devotes staff and other resources to the EA functions, as appropriate;
(2) obtains approval and funding for the EA program consistent with an agreed on pricing and cost distribution methodology;
(3) appoints a program manager to direct and coordinate program activities to ensure compliance with Treasury direction, directives, policies, procedures, and oversight requirements; and
(4) coordinates, plans, executes, and certifies financial documents to ensure compliance with Treasury, government-wide, and federal financial practices, policies, and procedures.
g. The EA program manager:
(1) works with the Departmental Offices oversight organization to create the Reimbursable Agreement and/or MOU by defining the EA programs and services, and developing language to be included in the MOU;
(2) establishes, operates, and maintains the EA program on behalf of Treasury;
(3) ensures the EA program meets Treasury and government-wide requirements, goals, and objectives;
(4) operates the EA program or service in accordance with the WCF policies and procedures manual and assures that the EA program office performs all activities as outlined in the Reimbursable Agreement and/or MOU;
(5) creates, processes, and maintains appropriate financial and procurement documents related to the execution of the EA program;
(6) creates, coordinates, and/or consolidates all appropriate information related to the EA program as needed for Treasury strategic, management, security, and congressional reports and plans;
(7) reports to the Treasury Chief Financial Officers’ Council, WCF Governance Board, and other Councils (e.g., Chief Information Officers’ Council, Human Resources Advisory Council, etc.) as appropriate, on the progress, use, maintenance, and growth of the EA program or service;
(8) ensures that systems, operations, and equipment provided under the EA program meet user requirements; that requirements are consistent with those approved by the ASM/CFO and Bureau Heads; and operations are conducted in accordance with approved financial plans;
(9) serves as the single point of contact for the EA program for Treasury and external customers or stakeholders;
(10) complies with Treasury direction, policies, and procedures;
(11) produces a reimbursement package, ensuring it is consistent with approved financial plans; obtains the CFO certification of the designated EA, and forwards the certified reimbursement package to OFM for payment;
(12) provides financial information as required, including data on assets, depreciation, and property management;
(13) monitors the execution of financial plans to ensure consistent operation of systems, services, and equipment that meets Treasury needs; and
(14) coordinates communications between the EA and Treasury, including financial information.
h. The Chief Financial Officer of a bureau designated as an EA:
(1) provides advice, assistance, and information regarding financial operations and procedures to the EA program manager and OFM; and
(2) certifies the EA program managers’ reimbursement package to ensure that all charges are proper, correct, appropriate, and in accordance with approved financial plans.
6. PROCESS
7. AUTHORITIES.
a. Public Law 91-614 (1970), amended by section 442 of Public Law 98-369 (1984), codified at 31 U.S.C. §322, which creates the Department of the Treasury Working Capital Fund
b. Treasury Order 101-05, "Reporting Relationships and Supervision of Officials, Offices and Bureaus, Delegation of Certain Authority, and Order of Succession in the Department of the Treasury"
c. Treasury Directive 31-04, “Working Capital Fund”
8. CANCELLATION. TD 84-02, "Establishment of Executive
Agents," dated
9. REFERENCE. TD 31-04, "Working Capital Fund"
10. OFFICE OF PRIMARY INTEREST. Office of the Assistant Secretary for Management and Chief Financial Officer
/S/
Wesley T. Foster
Acting Assistant Secretary for Management