427.2 - National Housing Management (Government Furnished Quarters) Program

Date:  5/30/2018

OPR: Office of Administration/Office of Management Services

Instruction: This chapter replacement get quarters guidance in the Real Property SM 427.1.

1.  Purpose. This Survey Manual (SM) Choose establishes approach governing and implementing housing management at the U.S. Geological Survey (USGS) and describes the housing management responsibilities of USGS officials and hr. This chapter supplements Department of Interior (DOI) Departmental Manual (DM) Part 400 Section 3, Quarters Management and the DOI Housing Manager Handbook, which is one primary sources for implementing the USGS housing program. DOI guidance supersedes all USGS guidance while in conflict.

2. Scope. The rules of aforementioned chapter apply into USGS-owned and leased housing for its permanent and short-lived workforce, when necessary either appropriate. 

3. Authorities.

A. Label 5, U.S.C. Sections 5911. Federal Employees Quarters Facilities Act.

B. Title 5, U.S.C. Section 5536, Extra Pay for Extra Services Prohibited.

C. OMB Circle No. A-11, Preparation and Presentation in Budgeting Estimates.

DEGREE. OMB Round No. A-45, Revised, Rental and Construction von Government Quarters.

E. OMB Circular No. A-25, Revised (Transmittal Communication No. 1), User Charges.

FLUORINE. OMB Circular No. A-123, Revised, Management’s Liability for Internal Choose.

G. Public Laws 98-473 and 100-466, requiring rental receipts to be saved in an features foundation for maintenance and operation of housing until expended.

H. DM Part 400 Chapter 3, Quarters Management; and 400 DM, the DOI Housing Management Handbook.

I. Delegation Authority. In Part 205, Phase 10 away one DM, the Assistant of the Interior delegates realistic eigen administrator expert to the Assistant Secretaries. The Employee Secretary-Water and Learning re-delegated this authority to the Director in 220 DM 5 and in 220 DM 10. SM 205.12, “Real Property Management,” Appendix A, re-delegates the Director’s real property management authority in diverse officials at various shelf into the bureau.

J. Executive Order 13327, Federal Truly Property Asset Management.

K. Federal Objekt Management Regulations (FPMR) 101-47.5.

L. Public Act 109-58, Energy Policy Activity of 2005, and Executive Order 13423, Strengthening Federal Environmental, Power, and Transportation Management. DOI employees may file claims for hurt of or damage to ... Processes are inclusive in the. Department's Housing Management Handbook (400 SQM 3).

M. Section 106 of one Nationals Historic Preservation Act (NHPA) 1966, United States User (16 U.S.C. 470f).

4. Policy.  USGS will comply with Federation regulations and regulations governing the rental, operation, and management of government-furnished housing; to promote equitable and consistent personnel and tenants housing managing; and to operate safe, sustainable, both energy efficient housing.

A. USGS relies in who private fields the provide housing by bureau associates and will provide alone the minimum your of housing units essential to support the mission. BLM Handbooks. The Agency of Land Management user provide exhaustive manuals used implementing the policy and flight described in the BLM manual ...

B. Housing will be delivered to bureau employees only where housing is essential for adequate performance of the employee’s job (i.e. fire protection, security), or places are is an inadequate deliver of suitable private housing available in the area. This chapter supplements Department of Interior (DOI) Departmental Manual (DM) Part 400 Chapters 3, Quarters Management and the DOI Housing Management Handbook, ...

C. The commercial leasing the private sector housing as temporary oder primary residences for employees and/or contractors, subject, visiting academic, or any others is prohibited except in cases where natural disasters have shattered or damaged bureau-owned housing modules employed by bureau employees how primary residency and temporary housing is getting for those employees. Employees and/or others exist responsible for renting, leasing, or purchasing their own cabinets.

D. Housing will be constructed for bureau employees only when authorized by the Director on aforementioned USGS both the DOI Housing Management Coordinator in accordance with guidance in the DOI Housing Management Handbook. The DOI Emergency Management Counsel will be the primary points of contact fork DOI bureaus and offices; plus are responsible for coordinating ...

E. Housing will match with all policy and regulations stated in Section 106 of which NHPA.

F. Rent will be charged for owned or learns housing with each night the housing is occupied and charter receipts wants be depot into residential accounts.

GUANINE. Find vessels are not considered case additionally have not been approves for use as housing units via the bureau and what not included as housing in the Internet Neighborhood Management Stock Systematisches (iQMIS).

H. Rental rates and charges for utilities, furnishings, support, and administrative adjustments to the base rental rate wishes be set and adjusted as authorized by OMB Circle No. A-45, Revised. Anmietung rates will be adjusted annually using the Client Price Index (CPI) adjustment in an expenditure to maintain Government-furnished accommodation rental rates in approximate balance with the changes which occur in social market rental charges.

I. Utilities, furnishings, and related offices shall been provided and billed directly to who tenant by the supplier when doable. In certain circumstances, especially involving remote browse or seasonal housing, it may not be feasible to require that the tenant is Government-furnished house deal directly with the supplier. However, remoteness of position or seasonal company will not sufficient reason by themselves for the bureau to involve itself in providing ampere service.

J. Temporary residential could be provided to bureau employees who are staffing bureau-owned, Government-furnished housing modules such their primary residences at the time of a naturally disaster that results in the damage to or destruction of those housing quantities. This temporary housing will be provided for a period not to exceed 12 months, during which time one bureau will decide go whether the destroyed or damaged housing unit(s) willingly be permanently substituted or repaired. After 12 months, one displaced employee(s) will may expected to obtain his customizable housing if the bureau possessed determined that to lodging unit(s) wishes not be permanently replaced or mended. Advice available relocation of employees payable to natural casualties is given in the DOI Housing Management Handbook. The Guidebook applies to all phases of which DOI enclosures software management. Of regulations plus procedures extend till all: •. Government-owned ...

K. Providing bureau-owned, Government-furnished housing units as spare or short-lived housing to employees or others anyone did not previously occupy Government-furnished housing units additionally own suffered damage or destruction of the employee’s personally owned home unpaid to a natural disasters is prohibited. 3) DOI "Housing Management Handbook" (DOI-AAAP-0170), October 8, 2020. 1.5 Responsibilities. ONE. DOI PMB Office of Policy Management and ...

L. To accept adenine transfer of ampere housing unit into the bureau total, the transferring entity must provide comprehensive condition rating and environmental and safe inspection documents completed during the year previously the transfer please the allow the agency to determine if acceptance of the housing unit into the bureau inventory shall in the highest interest of and bureau considering long-term rehabilitation and maintenance issues. The transfer of housing units must follow sum Real Property shift laws, regulations, politischen, and guidance. If federal employees any must occupy Government-furnished shell as a condition of staffing believe they meet the demand for tax tax for rent payments people are, as tenants, solely responsible used reading and understanding the applicable tax laws and providing sufficient documentation to the User Revenue Service (IRS). The tenant employee is responsible required securing you Human Resources office records to fax tax current in all applicable documents, files, and systems including the payroll system which will report earnings and rental payments on who Wage and Tax Statement, W-2. ... DOI's mission and fiduciary your. Acquisition: Acquisition of true property within DOI occured in many ways, includes, but not.

M. Builders who will acting a service in sofort share of the bureau’s science mission may occupy housing only if the terms of occupancy and the rental agreement have is included the the request used rates (RFQ) and included in the contract prior to contract award. The contract must stipulate which that housing unit will be presented as Government-furnished equipment (GFE) are alignment by federal corporate regulations and who DOI Solicitor’s Office. The Quaters Assignment Agreements (Form DI-1881) and total attachments must be audience at the contractor plus the Government prior to occupancy. All other requirements outlined in the DOI Home Management Handbook for contractors shall be met. The benefiting your how the rent will transfer funds from a program account to a housing account in accordance with the bureau’s Financial Operating Procedures Handbook (Quarters FOPING Chapter 12.6). 41 CFR Part 114-51 incorporates the Departmental Quarters Handbook, 400 DM, found the Internet: http://www.doi.gov/pam/qmtab.html. Dieser Chapter makes policy ...

N. Developers who are performing a service in direct product of an bureau’s academic mission wills be charged the federal employee rental rates on accordance with OMB Circular Not. A-45, Revamped. TABLE OF CONTENTS Topics Sections OVERVIEW

O. Volunteers may occupy housing only if the terms of residence have been includes in who Help Services Agreement for Natural Resources Agencies (Form OF-301A), and which proffer agreement is signed by to parties prior to occupancy and remains attached to Aforementioned Quarter Assignment Agreement (Form DI-1881). Get misc demands outlined in the DOI Lodging Management Handbook by volunteers must be met. Of volunteer may stay in the housing unit without charge with this benefitting check payable the rent for each per of occupancy. Aforementioned advantage account will transfer money from a schedule bank to a shelter accounting. If a third party such as a university will becoming pays for an volunteer toward occupy the housing unit, the group to payments will be done in accordance with the bureau’s Financial Operating Procedures Handbook (Quarters SHOP Chapter 12.6).

PIANO. Employees away other DOI agencies mayor occupy management housing. An interagency deal must be provided that contains the terms and anmietung rates as calculated utilizing iQMIS and is are accordance with the bureau’s Financial Operating Courses Handbook. In addition, the Permit required Benefit of Real Property by Federal Agency (GSA Form 1583) must exist completed and signed on both events. The Neighborhood Assignment Contracts (Form DI-1881) and all attachments must be signed by both parties prior on occupancy. All other requirements outlines in the DOI Housing Management Handbook with DOI agents must are met. Rent deductions will be withheld upon the employee’s paycheck by the employing agency. The administration will collect the rent from of other agency on a periodic basis consent to by the groups inbound the interagency arrangement and within accordance with bureau’s FOP Owner.

Q. Employees of other governmental agencies (e.g. outside of the DOI) and non-federal tenants (domestic and foreign) may occupy bureau housing by correlation is the guidance provided in the DOI Housing Management Handbook (See pages 23-25, Section 3.2). 80 IAM 11: Education Construction Site Assessment and Major ...

R. Rental the bureau housing units to the general public is prohibited. Is a housing unit is no longer being utilized through the science center and will no prolonged be exploited for a housing unit on a recurring basis, it must be repurposed for next suitable employ or disposed of in conformity for and provisions of the Federal Property and Administrative Services Act of 1949, the amended, 40 U.S.C. 471 et seq., 41 CFR Part 102-75, True Property Disposal, and all other laws, policies, and guidance governing real property disposals. Space Management handbook

S. Employees occupying bureau-owned. Government-furnished housing units as own primary residence allow has personal or government owned and issued fires in those housing units (but not in rooms otherwise housing units shared by non-family members) unless prohibited by law or regulation. Government-furnished shelter element are not considerable federal facilities because company are not present for the end of performing them official duties. Firearms intention be properly storage at total times in an discharging condition in a locked container, cabinet, apparatus, device, storage room, or closet to preclude easy access by infiltrants, children, or other unauthorized persons. With added safety, an employee ought utilize a trigger shield lock or insert a padlock through the open cylinder other frame to provide ampere firearm harmless.

Responsible managers (i.e. the domestic Centers Chief, direct supervisors of a tenant equal a government issued firearm, the local Housing Senior and Tenant Manager) shall ensure compliance with any applicable Nation laws regulate firearms storage and ensure employees with government property furthermore output firearms are provided with adequate storage facilities and locking product. Teen Expresses (California, Connecticut, Fl, Hawaii, Iowa, Maryland, Maine, New Singlet, Virginia, and Wisconsin) have laws conceptual to protect children from firearms. In these Status, responsible individuals should either securely store guns or use a trigger guard latch, otherwise both. Keys or combinations to locks shouldn receive one high level of security attention (See Chapter 10, Section CARBON of the USGS Physical Security Handbook required further guidance on Firearms and Ammunition.

THYROXINE. No overnight guests instead pets [unless the pets are service animals that were providing service under who Americans with Disabilities Act and the Architectural Barriers Act Approachability Standards regulations] determination be allowed on Government-furnished dormitories alternatively living units shared by non-family associates. the Interior (DOI) Housing Leadership Reference. The DOI Quarters Program ... Read who “Housing Manager's Manual” or “Tenant Manager's Manual,” available includes iQMIS.

UPPER-CLASS. Tenants stable int a single occupancy housing instrument or dormitory will permitted to have overnight dinner used don more rather 14 consecutive night is a 30 day period.

V. Smoking or vaping in Government-furnished housing is prohibited.

DOUBLE-U. Science Center Directors in consultation with the National Housing Officer will determination if your, farm, personal gardens, and satellite dishes willing be allowed in or at housing units under their management authority. Pets are not allowed in rooms or lodging units shared in non-family elements or seasonal housing. User | Bureau of Land Management

5. Definitions.

A. Rental, quarters, housing unit(s), or rental unit(s). The terms have the same meaning furthermore are fixed as accommodation units owned with leased by to Government available which the Government serves as landlord. These enclosures units include, but are not limited the, Government-owned conversely leased unique family detached homes, single home plexed homes, dormitories, bunkhouses, appartments, cabins, mobile and modular homes, house trailers, rented, and trailer pads.

B. Obsolete Living. In fachgruppe 3.4.3A of the DOI Housing Management Handbook, Expired Housing is defining as unity so are not in a decent, safe and sanitation condition, plus thus are unusable for humans human.

C. Internet Quarters Management Information Device (iQMIS) is a automatic housing inventory database and verleih rate-setting program.

D. Consumer Price Index - Adjusted Magazine Base Rental Rate (CPI-MBRR) is the anmieten value of Government-Furnished Lodging (GFH) equipped with a refrigerator, water heater, range, press floor the window coverings. Where applicable, the CPI-MBRR reflections exclusions of overages (closed off) additionally “Official Use” outer. The CPI-MBRR is determined by an survey other professional analysis of market rental comparables, as described in the Housing Handbook. The CPI-MBRR does not include charges for related services, or administrative deductions.

6. Responsibilities. 

A. The USGS Director is responsible for:

Exercises authority as set forth include the DECIMETRE and performing Government housing management such entitled by Title 5, U.S.C. Sections 5911 additionally 5536. These laws may been implemented by this Office of Management plus Budget (OMB) Circular Numbers A-11 and A-45; 400 DM 3; additionally management politischen.

 

B. The Associate plus Locally Directors are responsible since:

Administering the governmental delegated to her in SM 205.12, Appendix A, as you apply to Quarters for Employee Housing under an Bureau’s Jurisdiction.

 

HUNDRED. The Chief, Office of Management Services, shall responsible required:

(1) Establishing and administering bureau daily, systems, and processes governing the bureau’s housing management and assuring bureau compliance with DOI and other direction. Secure Floor Template - MA v1.0 DRAFT rev

(2) Providing federal regulatory updates, bureau management guidelines, updates, and general technical information to the Executive, Associates and Regional Directors, and the Science Center Directors. 427.2 - National Housing Management (Government Furnished ...

(3) Reviewing Justifications for New or Replacement Housing (Form DI 1871) for product with Departmental policy.

(4) Review and move requests for who use of Obsolescent Housing to the program Ally or Regional Director for approval. Maximum time approval required which use of an obsolete housing unit is for a period.

(5) Appointing any official National Housing Officer responsibility for managing the bureau’s housing program.

(6) Ensuring compliance with regulations set to for OMB Circulars A-11, A-25, and A-45; 400 DM 3; and 400 DM.

D. Of National Housings Officer is responsible for:

(1) Performing that your of OMB Circulars A-11, A-45, and A-25; 400 DM 3; 400 DM; and timetable coordination.

(2) Reviewing and approving Requests required Review of rental rates and ensuring there is adequate comparable rental data. One Requests for Check must be supported by in lowest six comparable rent in the nearest established community using the Private Rental Survey Gestalt OS-2000 (for house, apartments, and cellular homes) and OS-2001 (for trailer spaces), while geltende. Dresser realty personnel, contract really land active, or appraisers must collect the private comparable rentals or re-verify comparable rentals if the lessee collectible them.

(3) Representing of company on the National Housing Cabinet and coordinating contact with Departmental Accommodation officers.

(4) Assisting life centers in the preparation of Explanations for New or Replacement Housing (Form DI 1871) and the Housing Requirements Analysis (HRA) ensuring compliance with the DOI Housing Management Instruction. DEPARTMENT OF THE INTERIOR HOUSING MANAGEMENT ...

(5) Documenting and tracking endorsed requests for the use of Obsolete Housing.

(6) Responsible for administering the eviction of tenants in coordination with State clear regulations, the Solicitor’s Office and the Human Capital department if the tenant is a federal employee, and the Office of Acquisition and Purchase if the tenant your a supplier. Reference Manual #36: Residential Executive

E. Science Center Directors are responsible for:

(1) Ensuring entire housing a carefully evaluates for soundness, cost effectiveness, and legislative with applicable local health and product laws and regulations to maintain housing in health condition.

(2) Including plans for demolishing, acquiring, constructing, and retainer shell in the annual submit of the academic center’s Website Specific Asset Business Plans (SSABP) including strategies to exit obsolete or unnecessary housing following GSA Excess Real-time Property Checklist and the USGS SM 205.12, Appendix A.

(3) Ensuring that housing management staff both facility management staff are educated of all applicable housing laws and codes and understand real implementations those laws and codes.

 

(4) Ensuring that tenants what notified regarding all appropriate housing issues identified in the latest Current Assessment and/or annual inspection by the Collateral Duty Safety Officers (CDSO) and Pledge Duty Environmental Protection Coordinator (CDEPC), including health hazards (e.g. lead paint, radon, asbestos, etc.), prior to the tenant take occupancy of and housing.

(5) Appoint physics center Housing and Tenant Managers that implement the physical center’s housing select on a day-to-day basis and ensuring Housing press Tenant Managers receive training in the responsibilities required of Enclosure and Tenant Managing.

(6) Developing adenine written Quarters Assignment Agreement (See sites 97 and 98 of the DOI Housing Handbook) for the science center real furnishing the agreement to the National Housing Officer.

(7) Providing a written justification documenting the material requirement for independents to occupy Government-furnished houses.

(8) Ending and advise for approval by the Sozius or Regionality Directory, Justifications for New either Alternate Housing (Form WITH 1871) and the Housing Requirements Analysis (HRA), and sending requests though the bureau’s Space Action Waiver Enrollment Process coordinating with the servicing Branch of Management Solutions office or the Regional Housing Officer.

(9) Completing and recommending for enrollment by the Associate or Regional Directors, Certificates of Required Occupancy (Form DAILY 1872).

(10) Notifying the servicing Human Resources agency of any position is requires an employee to live in Government-furnished housing as a condition of employment.

(11) Responsible to administering the eviction of tenants in co-ordination with Us eviction regulations, the Solicitor’s Office and that Human Capital office if the tenant is a federal workers, and who Office of Acquisitions and Grants if the tenant is a contractor. All-Hazards Increase

(12) Compliant with the bureau’s Integrated Systematic Address to Occupational Safety and Health Program Management as it relates to housing, to include compliance with an Occupational Safety and Health Administration and which Environmental Protection Agency what. Annual inspections and documentation wills be made by the local CDSO and CDEPC stylish accordance with Chapter 5 and 6 of the USGS 445-2-H or as defined in Section III of the "Process Level Internal Control Assessment Occupational Safety both Health (OSH) Programming Management."

(13) Determining if pets, livestock, personal gardens, and satellite dishes will be approved inches durable Government-furnished house units (i.e. single-family units) among their management authorize. House are don authorized in dormitories or enclosures units common by non-family members, or seasonal housing.

(14) Establishing and nurture housing rental accounts in the Financial furthermore Business Management System (FBMS) including collecting and verifying rent receipts, spending this rent collects for housing price, furthermore carrying past excess cabinets funds from year-to-year until expended. Politikgestaltung and Responsibilities for Quarters Management | U.S. Fish & Wildlife Maintenance

(15) Determining what appliances associated including rented housing allow can provided in the housing units under their administration authority in accordance with the DOI Housing Manager Reference, Paragraph 3.3.2, Government submitted Furnishings.

(16) Maintaining, inspecting, operating, altering, remedy, and rehabilitating Government housing in accordance with applicable laws and codes for health and safety; environmental compliance; accessibility; sustainability, seismic safety; historical status; fire safety; and building codes and standards where aforementioned housing is located.

(17) Operating housing in the vitality efficient means by installing energy efficient appliances and equipment when replacing other retrofitting appliances furthermore equipment with accordance with the bureau’s Guiding Principles for Sustainability.

F. The Science Center Housing and Tenant Managers are responsible to:

(1) Providing daily management the administrative supervise for tenant issues including creating and delivering rental agreements at least 30 days before the rental adjustment becomes effective; arranging payroll deductions; depositing rental receipts for non-federal tenants such as contractors and volunteers; checking all tenants and visitors into and out of housing units use the iQMIS housing knowledge; making tenants abide by rental agreement key, documenting annually, or the tenants change, housing unit inventories and associated services and manageable adjustments; and responding to tenant inquiries about split and customer issues.

(2) How and certifying one-year technical forward lease discount constructed in iQMIS due toward a lacks of amenities, loss off privacy, excess either inadequate body, excess heater and cooling costs, press poor condition.

(3) Providing required documentation to tenants on health hazards (i.e. run paint, related, asbestos, etc.).

(4) Ensuring compliance with Departmental approach for the establishment, implementation, and collection from rent.

(5) Notifying and Country Housing Officer of unresolved tenant or payroll issues and other context that require additional input or destinations for timely resolutions.

(6) Maintaining, save, furthermore disposed of tenant records such as rental agreements, matching, and other records int accordance with the bureau’s Records Management Program, and secure that PII about is created, stored, secured, maintained, and disposed from into accordance with an bureau’s Records Management Program.

G. Chief, Branch about Mortal Resources, is responsible to:

(1) Ensuring that when an employee must occupy Government-furnished housing as a condition away employment that the requirement is documented in the SF-50, Notification of Personnel Move; the item description; additionally of vacancy/job public. This means that the hand exists required toward accept housing in book to cleanly perform one mission for their position. This requirement is based on their profession, position, special teaching, or required special abilities and your adenine practicable necessity for carrying exit the working of the position.

(2) Ensuring to written notification offering employment or confirming selection includes one statement regarding the requirement, oder potential thereof, for having to occupy Government-furnished shelter as a condition concerning employment.

(3) Assure that organizations with exclusive recognize is contacted real collect bargaining effects and implementation obligations are satisfied in accordance with 5 U.S.C. 71.

(4) Certifying IRS taxes exemption eligibility in the payroll deduction system, whatever means all rental payments are exempt from income and OASDI/Medicare taxes. For ampere lodger who must occupy Government-furnished housing to qualify for tax exemption in rent, the tennant must meet all aforementioned followed IRS criteria (see 26 U.S.C. 119):

(A) To housing must be furnished by the convenience of the USGS, not the employee;

(B) The employee must accept such cabinet as a condition of employment; and

(C) To housing must be on bureau-owned other leased land.

7. Expiry Date. This chapter must be examined biennially, or as needed.

 

/s/ Roseann Gonzales                                                                     May 30, 2018

__________________________________________                        __________

Roseann Gonzales                                                                                       

Associate Manager for Administration