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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.
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