Tracking Tasks and Time Associated with Processing Cost Recoverable Solid Leasable Minerals Projects

3425 (922) PDecember 9, 2014EMS TRANSMISSION: 12/12/2014Instruction Memorandum No. WY-2015-016Expires: 9/30/2016To: District ManagersFrom: Deputy State Director, Minerals and LandsSubject: Tracking Tasks and Time Associated with Processing Cost Recoverable SolidLeasable Minerals ProjectsProgram Area: Coal and Other Solid Leasable Mineral ActionsPurpose: The purpose of this Instructional Memorandum (IM) is to summarize how tasks andtime associated with cost recoverable Solid Leasable Minerals projects will be tracked.Policy/Action: Competitive coal leasing, coal lease modifications, formation of logical miningunits, and royalty rate reductions require a cost recovery assessment to the applicant. The samecost recovery requirement applies to processing non-coal solid leasable minerals. The objectiveof this policy is to ensure consistency, efficiency, and thoroughness in tracking costs associatedwith processing certain types of coal applications. By doing this, the BLM will be able toprovide an accurate accounting of monies spent and/or tasks completed to the applicant. Thisalso will allow accountability should internal or external program audits be conducted.The BLM Wyoming State, District, and Field Offices responsible for processing coal and othersolid leasable minerals actions subject to cost recovery will be required to track actions and timespent on individual project on the attached worksheet titled “Cost Recovery Log” Consistentwith Bureau policy, hours should be shown in 15 minute increments.It will be the Project Manager’s responsibility to get copies of these logs from anyInterdisciplinary Team Member who completed project tasks at the end of each calendar yearquarter (i.e., March 31, June 30, September 30, and December 31). The Project Manager shouldgather the logs and send them electronically to the attention of Jackie Madson, Land LawExaminer, Solid Leasable Minerals, at jmadson@blm.gov.In FY 2016, the BLM Wyoming State Office Branch of Solid Minerals will review the trackingprocess to determine if it is meeting the objectives for accurate accountability of time and taskfor projects using cost recovery funds.Timeframe: This IM is effective upon receipt and will remain in effect until further notice.Budget Impact: NoneBackground: The BLM Washington Office (WO) Instruction Memorandum No. 2006-106, wasissued on March 13, 2006, to provide guidance on the newly established case-by-case fees tocover costs of processing Solid Mineral Program applications. BLM prepares a cost estimateassociated with document/application processing. Actual processing costs include both the directand indirect costs. A direct cost, according to WO IM 2006-106, includes labor, equipment,travel, contractual services, and printing costs. A written fee estimate is sent to the applicant,which must be accepted by the applicant prior to processing. Also, WO IM No. 2006-106emphasized that BLM personnel working on solid minerals applications must keep track of allcosts when processing a document/application subject to a case-by-case fee. This policyrecommended maintaining working files with this information.As BLM has completed many of the original cost recovery projects, we understand theimportance of accounting for actions taken on discrete applications and the need to track theseactions to ensure accurate accountability of proponent’s monies.Manual/Handbook Sections Affected: None.Coordination: This process was developed in coordination with the BLM Wyoming StateOffice Coal Staff, the BLM Wyoming High Plains District Office Staff/Buffalo Field OfficeStaff, and the High Desert District Office/Rock Springs Field Office Staff.Contact: All questions regarding this memorandum should be directed to Brenda VosikaNeuman, Chief, Branch of Solid Minerals at 307-775-6179 or Jackie Madson, Land LawExaminer at 307-775-6258, both at the BLM Wyoming State Office.Signed by: Larry Claypool Deputy State Director, Minerals and LandsAuthenticated by: Sherry Dixon, Support Services Assistant1 Attachment:1 - Cost Recovery Worksheet (1p)DistributionDirector (100), Room 5660, MIB 1 (w/o atchs)Field Managers 1 (w/atchs)CF 2 (w/atchs)