APPENDIX B

APPOINTMENT OF DFI DIVISION LEVEL AND FIELD PAYING AGENTS

GENERAL

Coalition personnel assigned to Finance Battalions may be appointed to the position of Division Level Agent (DLA). From a security standpoint, it is undesirable to allow excessive numbers of individuals to have access to funds. CPA and coalition commanders shall take appropriate steps to ensure that only the minimum numbers of accountable positions are authorized at activities under their jurisdictions. Accountable positions as agents of the CPA shall be established and approved locally by the DFI Account Manager (AM). The individuals shall be appointed in writing as explained in the following paragraphs. In all cases, the letter of appointment shall include the specific duties and limitations, effective date, duration of the appointment and the name of the individual being relieved, if any. The appointment individual shall acknowledge appointment and acceptance of the position on the original and on all copies of the letter of appointment and shall include the statement, “I acknowledge I may be held liable for all funds under my control and any misuse of funds may subject me to disciplinary or criminal action.” Letters of appointment shall be maintained in a permanent file at the activity to show the successive holders of each position and shall be retained for a period of no less than 6 months after the individual ceases to serve in the position. Appointments are effective only while the DFI AM continues to serve in that position. Appointments may be revoked by the appointing officer at any time. The revocation shall be in writing and shall include the effective date of the revocation. Appointment and revocation letters will be maintained in a permanent file until such time as the DFI account is reconciled and turned over to Iraqi officials. Except as provided herein, individuals appointed as DLAs are not authorized to serve concurrently in any other accountable position and shall not be charged with the handling or custody of any other funds.

A. Division Level Agents

1. Duties and Responsibilities. A DLA is an agent to the DFI AM who has not been appointed as an agent to any other coalition or CPA entity. A DLA prepares a DFI 1081 – Statement of Agent’s Account as an agent of the DFI AM. All DFI 1081s and vouchers become part of the DFI AM’s overall accountability. A DLA advances funds to Field Paying Agents.

2. Establishment of Position. DLA positions are established in writing by the DFI AM.

3. Appointments to Position. DLA appointments shall be coordinated with the commander of the coalition unit to which the individual is assigned. The DFI AM shall make a written appointment of the individual who will fill the established DLA position. The letter of appointment shall contain the name and rank or grade of the agent, office where duties are to be performed, description of duties (or job description) to be performed, and effective date of the appointment. It also shall include an acknowledgement of acceptance of the appointment, the statement, “I acknowledge that I may be held liable for all funds under my control and any misuse may subject me to disciplinary or criminal actions” and a statement that “the individual has been counseled as to potential liability and the possibility of disciplinary or criminal action for misuse of funds, and has been given written operating instructions.” The letter of appointment shall be issued to the appointee. A copy of the letter shall be provided to the coalition commander and to the DFI AM. The DFI AM will maintain a permanent file of all DLA appointment letters until the DFI account is reconciled and turned over to Iraqi officials.


B. Field Paying Agents

1. Restriction on Appointment. Field Paying Agents (FPAs), in the grade of E-6 or above (or the equivalent for coalition forces), shall be appointed by the coalition commander of the area in which the FPAs will disburse funds.

2. Appointment. FPAs shall be appointed in writing by the coalition commander of the area in which the FPAs will disburse funds. The appointment letter shall contain the FPA’s name, military rank, personal identification number (e.g., Social Security Number) coalition unit identification number; the name, military rank and location of the coalition forces for whom the paying agent will act, the duties and responsibilities of the agent; a description of the type of payments to be made by the paying agent; the maximum amount of funds to be advanced to the agent; the period of time the appointment covers; and the agent’s acknowledgement of acceptance of the appointment and the statement “I acknowledge that I may be held liable for all funds under my control and that misuse of funds may subject me to disciplinary or criminal action” and a statement that the individual has been counseled as to the potential liability and the possibility of disciplinary or criminal action for misuse of funds, and has been given written operating instructions. Appointments may be for a specific transaction, for a definite period of time, or for an indefinite period of time. For an indefinite period, the FPA’s designation shall continue until transferred or relieved of such duty by the appointing officer or until the commander is transferred or relieved from duty. In all cases, the FPA shall clear his or her account with the DLA upon the transfer of the DLA. The letter of appointment shall be issued to the appointee. A copy of the letter shall be provided to the coalition commander and to the DFI AM. The DFI AM will maintain a permanent file of all DLA appointment letters until the DFI account is reconciled and turned over to Iraqi officials.