CHAPTER 8 - POLLUTION REMOVAL FUNDING 

AUTHORIZATIONS (PRFAs) 

A. General. The Pollution Removal Funding Authorization (PRFA) is a tool available to FOSCs to 

quickly obtain needed services and assistance from other government agencies: federal, state, or 

local, as well as recognized Indian Tribes in oil spill and hazardous materials response actions. 

There are two types of PRFA forms, one for Federal agencies and one for non-federal agencies. 

B. 	 Financial Obligation Document. The PRFA commits the OSLTF to payment, by 

reimbursement, of costs incurred in pollution response activities undertaken by another 

government agency working for the FOSC. 

C. Agency Reimbursement. Under the terms of a PRFA, an FOSC may agree to reimburse another 

government agency for costs incurred in providing any agreed upon removal services and 

assistance to the FOSC, consistent with the NCP. Some of the costs which are reimbursable 

under a PRFA include, but are not necessarily limited to: 

1. Personnel salary costs, including overtime; 

2. Travel and per diem expenses; 

3. 	 Appropriate charges for the utilization of other government agency owned equipment or 

facilities; and 

4. 	 Actual expenses for contractor or vendor supplied goods and services obtained by the other 

government agency, through its own purchasing process, to provide agreed upon assistance 

and support to the FOSC. 

D. 	 Clear Agreement as to Support Provided. The FOSC and the other government agency must 

agree upon and document: 

1. The specific goods and services to be provided; and 

2. 	 A good faith estimate of the total anticipated costs, with a line item breakdown of the 

principal expense categories. This need not be more than a single page, and can be made an 

attachment to the PRFA. 

E. Amendment. The PRFA may be amended, at the FOSC‘s discretion, to increase the 

authorized maximum reimbursement ceiling, if additional assistance and support is desired, or 

if costs incurred for services provided exceed the original estimate. In essence, the PRFA 

creates a ceiling and makes funding available to the other government agency. 

F.	 Other Agency Cost Tracking and Documentation. The other government agency (OGA) 

receiving a PRFA must track its costs and provide documentation to support reimbursement 

and federal cost recovery actions against RPs, as appropriate. Cost documentation must follow 

the guidance stated in Chapter 2 of this manual or equivalent agency documentation. All 

alternative documentation schemes must be pre-approved by the NPFC prior to use. 

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 1. NOAA. The NOAA Scientific Support Coordinators (SSC) and their associated services 

are the most frequently called other government agency resources which participate in 

Coast Guard pollution responses. Unless NOAA specifically declines the need for a 

PRFA, the FOSC must prepare a PRFA each time the SSC is called for incident specific 

response support. Based on input from the SSC for each prospective PRFA, NOAA’s 

Office of Ocean Resources Conservation and Assessment (ORCA) in Seattle, Washington 

will provide the FOSC with a spreadsheet showing the estimated costs for the PRFA. The 

FOSC shall attach the spreadsheet to the PRFA using it to support the maximum funding 

authorized by the PRFA. 

2. 	 If the level of services provided by NOAA changes, e.g., either by shortening or 

lengthening the response, changing the nature of NOAA support, NOAA will issue a new 

estimate which becomes part of the PRFA package. If the funding authorization increases, 

a PRFA amendment must be issued to show the increase in the authorized funding 

(decreases do not need to have a amendment issued). Following the completion of a 

response, NOAA will issue a final cost spreadsheet to the FOSC. Under an agreement with 

the NPFC, this document will serve as NOAA’s resource and cost documentation for 

inclusion with the FOSC’s Financial Summary Report to the NPFC. NOAA has agreed to 

provide NPFC with a more detailed report upon request to support cost recovery action. 

G.	 Accounting Data for PRFA. PRFAs are a Type “34” document. Construct the Document 

Control Number on all authorizations using the format found in “Accounting Information,” 

Chapter 3 of the NPFC's User Reference Guide (URG). Contact the NPFC if assistance is needed. 

H. Authorizing Officer: Signature of FOSC or authorized representative. 

I. Invoicing. Reimbursements against a PRFA are invoiced to the NPFC, through the FOSC, on 

Standard Federal Form 1080/1081. The NPFC will not approve payment of charges against a 

PRFA for: 

1. 	 Costs of goods and services which fall outside of those which the FOSC authorized and 

requested, as to either amount or kind; and 

2. Costs which are not adequately documented. 

J. FOSC Certification. In certifying an invoice for reimbursement against a PRFA, the FOSC is 

not verifying the various cost categories, but is attesting that the goods and services are 

consistent with those agreed upon and authorized. An example that can be used is: 

I certify that this agency performed removal activities in accordance with the issued Pollution 

Removal Funding Authorization and reimbursement of costs is authorized, unless otherwise 

indicated. 

______________________________________ 

FOSC’s Signature and Date 

K. 	 Limitations on use of PRFAs. The PRFA may not be used by the FOSC to obtain goods or 

services directly from private individuals, groups, or companies. It should also not be used to 

obligate funds for the initiation of Natural Resources Damage Assessments (NRDA), further 

assessment actions, or payment of damages. 

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Chapter 3 3-172 Change 6 
 
Federal Agency
 

Pollution Removal Funding Authorization 
 

Recipient Agency: ______________________________________ 

Address: ______________________________________ 

______________________________________ 

______________________________________ 

1. Purpose 

This document authorizes reimbursement to the Recipient Agency from the Oil Spill 

Liability Trust Fund or CERCLA funds for certain removal costs incurred in response to 

the following pollution incident, __________________________________, Federal 

Project Number/CERCLA Project Number, __________. This funding authorization is 

expressly contingent on the Recipient's compliance with all requirements contained 

herein. 

2. Approved Functions and Reimbursement Limit 

Costs will be reimbursed only for actions that are directed or approved in advance by the 

FOSC. Approval may be verbal or written. Assessment, restoration, rehabilitation or 

replacement of natural resources damaged by the spill are not covered. 

Maximum limit of authorization: $__________. 

3. Conditions 

See attached page(s) for scope of work, special conditions, date of performance, 

directions or approvals. 

4. Period of Authorization 

This authorization shall remain in effect until the completion date specified by the FOSC 

(which normally corresponds to the date of final removal activities). 

5. Reimbursement Procedure 

Upon completion of removal activities, the Recipient Agency will submit a SF-1080/1081 

to the FOSC with detailed records of expenditures and activities for which reimbursement 

is sought. The agency may elect to use its own records providing an equivalent amount 

of documentation which has NPFC approval, or the agency may elect to use NPFC's 

Resource Cost Documentation package. The agency must submit the final request for 

reimbursement, supported by the required documentation, within 90 days following the 

completion date. If OMB Circular A-87 cost rates apply, cost certifications must be 

included. If at the end of the 90 days from final removal activities, there are any costs for 

which reimbursement has not been requested, written notice will be sent to the agency 

and 30 days later any balance remaining in the account will be deobligated. 

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6. Accounting Data 

Document Control Number: ___________________________ 

Accounting String: ___________________________ 

7. Points of Contact 

A. _________________________ 

____ 

FOSC 

Telephone: _______________________ 

FAX: _______________________ 

E-Mail: _______________________ 

B. _________________________ 

____ 

Recipient Agency 

Representative 

Telephone: _______________________ 

FAX: _______________________ 

E-Mail: _______________________ 

C. _________________________ 

____ 

NPFC Case Officer 

Telephone: _______________________ 

FAX: _______________________ 

E-Mail: _______________________ 

8. Authorizing Official 

Signature:_________________________ 
 

Title: Federal On Scene Coordinator Date: _________ 
 

Attachments: (1) Scope of Work 

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Non-Federal Agency
 

Pollution Removal Funding Authorization
 

Recipient Agency: ______________________________________ 

Recipient:	 ___________________________________________ 

______________________________________ 

______________________________________ 

1. Purpose 

This document authorizes reimbursement to the Recipient Agency from the Oil Spill Liability Trust 

Fund or CERCLA funds for certain removal costs incurred in response to the following pollution 

incident, __________________________________, Federal Project Number/CERCLA Project 

Number, __________. This funding authorization is expressly contingent on the Recipient's 

compliance with all requirements contained herein. 

2. Approved Functions and Reimbursement Limit 

Costs will be reimbursed only for actions that are directed or approved in advance by the Federal 

On-Scene Coordinator (FOSC). Approval may be verbal or written. Assessment, restoration, 

rehabilitation or replacement of natural resources damaged by the spill are not covered. 

Maximum limit of authorization: $__________. 

3. Conditions 

See attached page(s) for scope of work, special conditions, date of performance, directions or 

approvals. 

4. Period of Authorization 

This authorization shall remain in effect until the completion date specified by the FOSC (which 

normally corresponds to the date of final removal activities). 

5. Reimbursement Procedure 

Upon completion of removal activities, the Recipient Agency will submit a SF-1080/1081 to the 

FOSC with detailed records of expenditures and activities for which reimbursement is sought. The 

agency may elect to use its own records providing an equivalent amount of documentation which 

has NPFC approval, or the agency may elect to use NPFC's Resource Cost Documentation 

package. The agency must submit the final request for reimbursement, supported by the required 

documentation, within 90 days following the completion date. If OMB Circular A-87 cost rates 

apply, cost certifications must be included. If at the end of the 90 days from final removal 

activities, there are any costs for which reimbursement has not been requested, written notice will 

be sent to the agency and 30 days later any balance remaining in the account will be deobligated. 

6. Hold Harmless and Indemnify 

By performing any action or seeking any reimbursement under this funding authorization, the 

Recipient Agency agrees that the United States of America and all of its departments and 

agencies, including, but not limited to, the U.S. Coast Guard and the Oil Spill Liability Trust Fund 

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6. (cont) ("United States"), shall not be liable to any party for damage, injury or loss to persons or 

property resulting from the acts or omissions of Recipient Agency, its employees, agents or 

contractors, related to the Recipient Agency’s performance of this Agreement. 

The Recipient agency agrees to indemnify and hold harmless the United States from all actions, 

claims or suits for damage, injury or loss to persons or property resulting from the acts or 

omissions of Recipient Agency, its employees, agents or contractors related to Recipient Agency’s 

performance of this Agreement. This agreement to hold harmless and indemnify the United States 

is subject to the availability of Recipient Agency funds. The Recipient agrees in good faith to use 

available Agency funds and to undertake all reasonable effort to acquire such funds if not 

otherwise available. 

7. No Agency 

Nothing in this funding authorization is intended to create an agency relationship between the 

Recipient Agency and the United States of America (or any of its departments, agencies, or 

employees). Nor shall anything in this funding authorization be construed as creating an agency 

relationship. By performing any action or seeking any reimbursement under this funding 

authorization, the Recipient Agency agrees that it has not been authorized to act as an agent of 

the United States, and shall not act in any such capacity. 

8. Accounting Data 

Document Control Number: ___________________________ 

Accounting String: ___________________________ 

9. Points of Contact 

D. _____________________________ 

FOSC 

Telephone: _______________________ 

FAX: _______________________ 

E-Mail: _______________________ 

E. _____________________________ 

Recipient Agency Representative 

Telephone: _______________________ 

FAX: _______________________ 

E-Mail: _______________________ 

F. _____________________________ 

NPFC Case Officer 

Telephone: _______________________ 

FAX: _______________________ 

E-Mail: _______________________ 

10. Authorizing Official 

Signature:_________________________ 
 

Title: Federal On Scene Coordinator Date: _________ 
 

Attachments: (1) Scope of Work 

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Chapter 3 Change 6 3-177

AMENDMENT TO 

POLLUTION REMOVAL FUNDING AUTHORIZATION 

Issued To (Recipient Agency): __________________________________________________ 

By (FOSC): __________________________________________________________________ 

Date of Original Authorization: _________________________________________________ 

Document Number of original Authorization: _____________________________________ 

The Authorization cited above is amended as follows:

_____________________________________________________________________________ 

_____________________________________________________________________________ 

_____________________________________________________________________________ 

_____________________________________________________________________________ 

Document Control Number of this amendment: ____________________________________ 

Authorizing Official

Signature: _________________________________________________ 

Title: Federal On Scene Coordinator Date: ________________