[Federal Register Volume 59, Number 195 (Tuesday, October 11, 1994)]
[Unknown Section]
[Page 0]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 94-24931]


[[Page Unknown]]

[Federal Register: October 11, 1994]


=======================================================================
-----------------------------------------------------------------------


FEDERAL COMMUNICATIONS COMMISSION
DEPARTMENT OF DEFENSE

GENERAL SERVICES ADMINISTRATION

NATIONAL AERONAUTICS AND SPACE ADMINISTRATION

48 CFR Parts 22, 31, and 42

[FAR Case 93-5]

 

Federal Acquisition Regulation; Employee Compensation Costs

AGENCIES: Department of Defense (DOD), General Services Administration 
(GSA), and National Aeronautics and Space Administration (NASA).

ACTION: Proposed rule.

-----------------------------------------------------------------------

SUMMARY: The Civilian Agency Acquisition Council (CAAC) and the Defense 
Acquisition Regulations Council (DARC) are considering changes to the 
Federal Acquisition Regulation to clarify the regulations concerning 
the allowability of personal services compensation costs. This 
regulatory action was subject to Office of Management and Budget (OMB) 
review pursuant to Executive Order No. 12866 dated September 30, 1993.

DATES: Comments should be submitted on or before December 12, 1994 to 
be considered in the formulation of a final rule.

ADDRESSES: Interested parties should submit written comments to: 
General Services Administration, FAR Secretariat (VRS), 18th & F 
Streets, NW, Room 4037, Washington, DC 20405.
    Please cite FAR case 93-5 in all correspondence related to this 
case.

FOR FURTHER INFORMATION CONTACT:
Jeremy F. Olson at (202) 501-3221 in reference to this FAR case. For 
general information, contact the FAR Secretariat, Room 4037, GS 
Building, Washington, DC 20405; telephone: (202) 501-4755. Please cite 
FAR case 93-5.

SUPPLEMENTARY INFORMATION:

 A. Background

    The Federal Acquisition Regulation (FAR) currently requires 
contracting officers to evaluate the compensation systems of a 
contractor and to make a determination as to the allowability of 
personal services compensation costs claimed by the contractor (FAR 
31.205-6 and 42.302(a)(1)). The Defense Contract Audit Agency has 
raised concerns that the language in FAR 31.205-6(b) may be susceptible 
to differing interpretations and that the FAR does not provide adequate 
guidance with regard to contractor compensation systems. Some have 
misinterpreted the current cost principle to place equal weight on all 
factors affecting the reasonableness of compensation. Others have held 
that all the factors affecting reasonableness are stated in the cost 
principle.
    This proposed rule is intended to make it clear that the Government 
requires contractors to maintain sound compensation systems that 
consistently provide employee compensation costs that are reasonable, 
complaint with laws and regulations, and subject to applicable 
financial controls. The proposed rule does not require a contractor to 
change its compensation practices or its compensation system. The basic 
requirement that the contractor demonstrate the reasonableness of its 
compensation costs for personal services still exist. An adequate 
system requires documented compliance with the cost principle, enforced 
by internal reviews. An inadequate system does not automatically mean 
that the compensation claimed is unreasonable. However, an inadequate 
system may be a factor in the contracting officer's evaluation of 
whether the compensation claimed is reasonable. An inadequate system 
generally indicates that a contractor lacks sufficient documentation to 
support the reasonableness of its compensation costs and/or lacks 
adequate controls to ensure that its established policies are properly 
enforced.
    This proposed rule clarifies existing language at FAR 22.101-2; 
adds definitions at FAR 31.001; adds a new paragraph FAR 31.205-6(a)(6) 
addressing contractor compensation systems and referencing a new FAR 
subpart 42.13; clarifies the standard for reasonableness of labor-
management compensation agreements at FAR 31.205-6 (b) and (c); removes 
the examples from FAR 31.205-6(b); revises FAR 31.205-6(b)(2) to 
clarify what special circumstances are covered, provide guidance to 
contracting officers confronted with those situations, remove 
references to the Internal Revenue Code, and make unallowable or place 
limitations on certain high-risk type of payments; revises FAR 31.205-
6(i) to remove the current series of allowable examples and substitute 
a general allowability rule to preclude the need to add further 
examples to paragraph (i); clarifies FAR 42.302(a)(1); and establishes 
a new FAR subpart 42.13 which contains policies, procedures, and 
minimum standards applicable to contractor compensation system and 
reviews of such systems.
    This proposed rule also makes editorial changes, corrects 
administrative errors, and adds clarifying language throughout FAR 
31.205-6. Most notable of these changes is the redesignation of FAR 
31.205-6(f)(2) to a restructured and renamed FAR 31.205-6(d) to improve 
the flow of the cost principle and provide a more logical placement of 
the language.

B. Regulatory Flexibility Act

    This proposed rule clarifies a condition of cost allowability for 
contractors who wish to be reimbursed under Government contracts 
subject to FAR 31.2. The Regulatory Flexibility Act, 5 U.S.C. 601, et 
seq., applies, but the rule is not expected to have a significant 
economic impact on a substantial number of small entities because most 
contracts awarded to small entities are awarded on a competitive, 
fixed-price basis and the cost principles do not apply. An Initial 
Regulatory Flexibility Analysis has, therefore, not been performed. 
Comments from small entities concerning the affected FAR subpart will 
be considered in accordance with Section 610 of the Act. Such comments 
must be submitted separately and cite FAR Case 93-5 in correspondence.

C. Paperwork Reduction Act

    The Paperwork Reduction Act (Pub. L. 96-511) does not apply because 
the proposed rule does not impose recordkeeping requirements or 
information collection requirements or collection of information from 
offerors, contractors, or members of the public which require the 
approval of the Office of Management and Budget under 44 U.S.C. 3501, 
et seq.

List of Subjects in 48 CFR Parts 22, 31, and 42

    Government procurement.

    Dated: October 3, 1994.
Albert A. Vicchiolla,
Director, Office of Federal Acquisition Policy.

    Therefore, it is proposed that 48 CFR parts 22, 31, and 42 be 
amended as set forth below:
    1. The authority citation for 48 CFR parts 22, 31, and 42 continues 
to read as follows:

    Authority: 40 U.S.C. 486(c); 10 U.S.C. chapter 137; and 42 
U.S.C. 2473(c).

PART 22--APPLICATION OF LABOR LAWS TO GOVERNMENT ACQUISITIONS

    2. Section 22.101-2 is amended by revising paragraph (a) to read as 
follows:


22.101-2  Contract pricing and administration.

    (a) Contractor labor policies and compensation practices, whether 
or not included in labor-management agreements, are not acceptable 
bases for allowing costs in cost reimbursement contracts or for 
recognition of costs in pricing fixed-price contracts if they result in 
unreasonable or unallowable costs to the Government. For a discussion 
of cost reasonableness, as it affects the allowability of costs 
resulting from labor-management agreements, see 31.205-6(c).
* * * * *

PART 31--CONTRACT COST PRINCIPLES AND PROCEDURES

    3. Section 31.001 is amended by adding in alphabetical order the 
definitions ``Compensation system'', ``Job'', ``Job class of 
employees'', and ``Labor market'' to read as follows:


Sec. 31.001  Definitions.

* * * * *
    Compensation system, as used in this part, means the contractor's 
system(s) for planning, administering, and controlling all remuneration 
paid currently or accrued, in whatever form and whether paid 
immediately or deferred, for services rendered by employees of a 
contractor during contract performance.
* * * * *
    Job, as used in this part, means a homogeneous cluster of work 
tasks, the completion of which serves an enduring purpose for the 
organization. Taken as a whole, the collection of tasks, duties, and 
responsibilities constitutes the assignment for one or more individuals 
whose work is of the same nature and is performed at the same skill/
responsibility level--as opposed to a position, which is a collection 
of tasks assigned to a specific individual. Within a job, there may be 
pay categories which are dependent on the degree of supervision 
required by the employee while performing assigned tasks which are 
performed by all persons with the same job.
    Job class of employees, as used in this part, means employees 
performing in positions within the same job.
* * * * *
    Labor market, as used in this part, means an arena where 
individuals exchange their labor for compensation. Labor markets are 
identified and defined by some complex combination of the following 
factors: (1) geography, (2) education and/or technical background 
required, (3) experience required by the job, (4) licensing or 
certification requirements, (5) occupational membership, and (6) 
industry.
* * * * *
    4. Section 31.205-6 is amended by revising paragraph (a), (b), (c), 
(d), (f), and (i), to read as follows:


31.205-6  Compensation for personal services.

    (b) General. Compensation for personal services includes all 
remuneration paid currently or accrued, in whatever form and whether 
paid immediately or deferred, for services rendered by employees to the 
contractor during the period of contract performance (except as 
otherwise provided for in other paragraphs of this subsection). It 
includes, but is not limited to, salaries; wages; director's and 
executive committee members' fees; bonuses (including stock bonuses); 
incentive awards; employee stock options and stock appreciation rights; 
employee stock ownership plans; employee insurance; fringe benefits; 
contributions to pension, other post-retirement benefits, annuity, and 
employee incentive compensation plans; and allowances for off-site pay, 
incentive pay, location allowances, hardship pay, severance pay, and 
cost of living differential. Compensation for person services is 
allowable subject to the following general criteria and additional 
requirements contained in other parts of this cost principle:
    (1) Compensation for personal services must be for work performed 
by the employee in the current year and must not represent a 
retroactive adjustment of prior years' salaries or wages (but see 
31.205-6(g), (h), (j), (k), (m), and (o) of this subsection). Each 
element of compensation has a net present value for the current year 
which expresses the cash value of the compensation paid to employees in 
the year that it is earned.
    (2) Compensation in total must be reasonable for the work 
performed; however, specific restrictions on individual compensation 
elements must be observed where they are prescribed.
    (3) Each element of compensation must be based upon and conform to 
the terms and conditions of the contractor's written compensation plan 
that is followed consistently.
    (4) No presumption of allowability will exist where the contractor 
introduces major revisions to existing compensation plans or systems or 
introduces new plans or systems (see 31.201-3). Advance agreements on 
the allowability of increased costs are recommended (see 31.109).
    (5) Costs that are otherwise unallowable under Subpart 31.2 shall 
not be allowable under this subsection 31.205-6 solely on the basis 
that they constitute compensation for personal services.
    (6) Contractor compensation systems must have adequate internal and 
administrative controls to ensure the integrity of the system and its 
data (see 42.1304(b) for minimum standards).
    (b) Reasonableness. The compensation for personal services paid or 
accrued to each employee must be reasonable for the work performed. 
Compensation will be considered reasonable if each of the allowable 
elements making up the employee's compensation package is reasonable. 
This paragraph addresses the reasonableness of compensation except when 
the compensation is set by provisions of a labor-management agreement 
under terms of the National Labor Relations Act or similar state 
statues. The tests for reasonableness of labor-management agreements 
are set forth in paragraph (c) of this subsection. In addition to the 
provisions of 31.201-3, in testing the reasonableness of individual 
elements for particular employees or job classes of employees, 
consideration should be given to factors determined to be relevant by 
the contracting officer.
    (1) Among others, factors which may be relevant include the 
adequacy of the contractor's compensation system (see subpart 42.13), 
general conformity with the compensation paid by other firms of the 
same size, the compensation paid by other firms in the same industry, 
the compensation paid by firms in the same geographic area, the 
compensation paid by firms engaged in predominantly non-Government 
work, and the cost of comparable service obtainable from from outside 
sources.
    In addition to the adequacy of the compensation system, the 
relative significance of other factors in evaluating the reasonableness 
of compensation depends on the degree to which the factors are 
representative of the labor market for the job being evaluated. In 
administering this principle, it is recognized that not every 
compensation case need be subjected in detail to the tests described in 
this cost principle. The tests need be applied only when a general 
review reveals amounts or types of compensation that appear 
unreasonable or unjustified. Based on initial review of the facts, 
contracting officers or their representatives may challenge the 
reasonableness of any individual element or the sum of the individual 
elements of compensation paid or accrued to particular employees or job 
classes of employees. In such cases, there is no presumption of 
reasonableness and, upon challenge, the contractor must demonstrate the 
reasonableness of the compensation item in question. In doing so, the 
contractor may introduce, and the contracting officer will consider, 
not only any circumstances surrounding the compensation item 
challenged, but also the magnitude of other compensation elements which 
may be lower than would be considered reasonable in themselves. 
However, the contractor's right to introduce offsetting compensation 
elements into consideration is subject to the following limitations:
    (i) Offsets will be considered only between the allowable elements 
of an employee's (or a job class of employees') compensation package or 
between the compensation packages of employees in jobs within the same 
job grade or level.
    (ii) Offsets will be considered only between the allowable portion 
of the compensation elements of employees or job classes of employees. 
However, any of the compensation elements or portions thereof, whose 
amount is not measurable, shall not be introduced or considered as an 
offset item. Compensation elements include:
    (A) Wages and salaries.
    (B) Incentive bonuses.
    (C) Deferred compensation.
    (D) Pension and savings plan benefits.
    (E) Health insurance benefits.
    (F) Life insurance benefits.
    (G) Compensated personal absence benefits.
    (iii) In considering offsets, the magnitude of the compensation 
elements in question must be taken into account. In determining the 
magnitude of compensation elements, the timing of receipt by the 
employee must be considered.
    (2) Compensation costs under certain conditions give rise to the 
need for special consideration. Among such conditions are the 
following:
    (i) Compensation to sole proprietors, partners or persons who are 
contractually entitled to acquire a partnership interest in a 
contractor enterprise, persons who own 10 percent or more of an 
incorporated contractor's stock, persons who are contractually entitled 
to acquire at least 10 percent of an incorporated contractor's stock, 
persons who are officers or directors of an incorporated contractor, or 
persons who otherwise have a substantial financial interest in the 
contractor's enterprise. To be allowable, compensation of each such 
person or member of their family must be reasonable for the personal 
services rendered. Such employees are assumed to have influence over 
their own compensation and the compensation of their family members.
    (A) The reasonableness of the compensation of each such employee or 
family member must be separately supported for the cost to be 
allowable. The determination of reasonableness for each such individual 
will be based on the application of the provisions of this cost 
principle to the individual with no offsets allowed from any other 
employee, job class of employees, or other jobs within a job grade.
    (B) If a contractor seeks to justify compensation for such 
individuals in excess of the average compensation paid by comparable 
firms (the reasonable compensation for the services rendered), it must 
be based upon superior performance demonstrated by quantifiable 
performance measurements which use comparisons with firms of similar 
size and industry, consistently applied from year to year.
    (C) Severance payments (see 31.205-6(g)) paid to such individuals 
or to members of their families are not allowable in excess of the 
payments otherwise allowable and paid in accordance with the provisions 
of the contractor's severance policy in effect for the majority of the 
contractor's employees for the three year period prior to the 
individual's dismissal. However, severance payments are not allowable 
if paid to sole proprietors, partners (or persons contractually 
entitled to acquire a partnership interest in the contractor), or 
persons who hold (or are contractually entitled to acquire) at least 10 
percent of a corporate contractor's stock.
    (D) Early retirement incentive payments (see 31.205-6(j)(7)) paid 
to such individuals or to members of their families are not allowable 
unless the payments are otherwise allowable, paid in accordance with 
the provisions of a contractor early retirement incentive plan made 
available to all other employees with similar eligibility. If the total 
paid to all such individuals and members of their families exceeds 10 
percent of the plan's cost, the excess over the 10 percent is not 
allowable cost. However, early retirement incentive payments are not 
allowable if paid to sold proprietors, partners (or persons 
contractually entitled to acquire a partnership interest in the 
contractor), or persons who hold (or are contractually entitled to 
acquire) at least 10 percent of a corporate contractor's stock.
    (E) Payment in lieu of salary for services rendered by partners and 
sole proprietors is allowable as compensation to the extent that it 
would otherwise be allowable and reasonable as compensation for the 
same personal services if those services had been rendered by an 
employee of the contractor.
    (ii) Substantially increased compensation resulting from a change 
in a contractor's compensation policy or system, particularly when it 
is concurrent with an increase in the ratio of Government contracts to 
other business, or any change in the treatment of allowability of 
specific types of compensation related to changes in Government policy. 
Contracting officers or their representatives should question such 
increased costs unless the contractor presents supporting data to show 
to the contracting officer's satisfaction that the changed compensation 
plan or system produces reasonable costs to the Government (see also 
31.201-3 and 31.205-6(a)(4)).
    (iii) The contractor's business is such that its compensation 
levels are not subject to the restraints that normally occur in the 
conduct of competitive business.
    (c) Labor-management agreements. If costs of compensation 
established under ``arm's length'' negotiated labor-management 
agreements are otherwise allowable, the costs are reasonable if, as 
applied to work in performing Government contracts, they are not 
determined to be unwarranted by the character and circumstances of the 
work or discriminatory against the Government. The application of the 
provisions of a labor-management agreement designed to apply to a given 
set of circumstances and conditions of employment (e.g., work involving 
extremely hazardous activities or work not requiring recurrent use of 
overtime) is unwarranted when applied to a Government contract 
involving significantly different circumstances and conditions of 
employment (e.g., work involving less hazardous activities or work 
continually requiring use of overtime). It is discriminatory against 
the Government if it results in employee compensation (in whatever form 
or name) in excess of that being paid for similar non-Government work 
under comparable circumstances. Disallowance of costs will not be made 
under this paragraph (c) unless--
    (1) The contractor has been permitted an opportunity to justify the 
costs; and
    (2) Due consideration has been given to whether unusual conditions 
pertain to Government contract work, imposing burdens, hardships, or 
hazards on the contractor's employees, for which compensation that 
might otherwise appear unreasonable is required to attract and hold 
necessary personnel.
    (d) Form of payment. (1) Compensation for current services includes 
compensation paid (or to be paid in the future) to employees in the 
form of cash, corporate securities, such as stocks, bonds, and other 
financial instruments (see subparagraph (d)(2) of this subsection 
regarding valuation), or other assets, products, or services valued at 
fair market value.
    (2) When compensation is paid with securities of the contractor or 
of an affiliate, the following additional restrictions apply--
    (i) Valuation placed on the securities shall be the fair market 
value on the measurement date (e.g., the first date the number of 
shares awarded is known) determined upon the most objective basis 
available; and
    (ii) Accruals for the cost of the securities before issuing the 
securities to the employees shall be subject to adjustment according to 
the possibilities that the employees will not receive the securities 
and that their interest in the accruals will be forfeited.
* * * * *
    (f) Bonuses and incentive compensation. (1) Incentive compensation 
for management employees, cash bonuses, suggestion awards, safety 
awards, and incentive compensation based on production, cost reduction, 
or efficient performance are allowable provided the awards are paid or 
accrued under a written plan established before the services are 
rendered and the basis for the award is supported in writing according 
to the criteria in the plan (see also 31.205-6(a)(3)).
    (2) When the bonus and incentive compensation payments are 
deferred, the costs are subject to the requirements of subparagraph 
(f)(1) and paragraph (k) of this subsection.
* * * * *
    (i) Compensation based on changes in the prices of corporate 
securities or corporate security ownership.
    (1) Any compensation which is calculated, or valued, based on 
change in the price of corporate securities is unallowable.
    (2) Any compensation represented by dividend payments or which is 
calculated based on dividend payments is unallowable.
    (3) If a contractor pays an employee in lieu of the employee 
receiving or exercising a right, option, or benefit which would have 
been unallowable under this paragraph (i), such payments are also 
unallowable.
    (4) See subparagraph (d)(2) of this subsection for valuation of 
corporate securities provided as compensation and subparagraph (j)(8) 
of this subsection for valuation of contributions to employee stock 
ownership plans.
* * * * *

PART 42--CONTRACT ADMINISTRATION

    5. Section 42.302(a)(1) is revised to read as follows:


Sec. 42.302  Contract administration functions.

    (a) * * *
    (1) Review the contractor's compensation system(s), as set forth in 
Subpart 42.13.
* * * * *
    6. Subpart 42.13 and the Table of Contents, consisting of sections 
42.1300 through 42.1306, are added to read as follows:
Sec.
42.1300  Scope of subpart
42.1301  Definitions
42.1302  Policy
42.1303  Applicability
42.1304  General
42.1305  Responsibilities
42.1306  Procedures

SUBPART 42.13--CONTRACTOR COMPENSATION SYSTEMS


Sec. 42.1300  Scope of subpart.

    This subpart prescribes policies, procedures, and standards for 
evaluating contractor compensation systems.


42.1301  Definitions.

    Compensation system has the same meaning as in 31.001.
    Job has the same meaning as in 31.001.
    Job analysis, as used in this subpart, means a systematic process 
of collecting and evaluating relevant information about jobs to be used 
in job evaluation processes.
    Job evaluation, as used in this subpart, means a systematic process 
of establishing the relative value of jobs within an organization based 
on job analysis data and assigning jobs to a hierarchical order such as 
job grades so that pay rates can be established.
    Labor market has the same meaning as in 31.001.


42.1302  Policy.

    All contractors subject to 42.1303 must have compensation systems 
that consistently provide employee compensation costs that are 
reasonable under 31.205-6, compliant with Government laws and 
regulations, and subject to applicable financial control systems.


42.1303  Applicability.

    (a) The specific requirements of this subpart apply to the extent 
specified by the agency responsible for contract administration.
    (b) This subpart applies to the total contractor organization or a 
separate entity of it such as an affiliate, division, or subdivision 
that performs its own compensation system administration.
    (c) This subpart does not apply to small businesses; those portions 
of contractor compensation systems that cover employees whose 
compensation is subject to collective bargaining agreements; or 
educational institutions and nonprofit organizations, unless the Office 
of Management and Budget has authorized such entities to use the 
commercial cost principles in Subpart 31.2.
    (d) All contractors who receive prime contracts or subcontracts 
must have a compensation system which conforms to the standards at 
42.1304, except when all contracts and subcontracts are--
    (1) Awarded under the set-aside, or section 8(a), procedures of 
Part 19;
    (2) Less than the small purchase threshold set forth in 13.000; or
    (3) Other than cost type contracts or fixed-price contracts covered 
by 31.102.


42.1304  General.

    (a) Compensation system reviews are conducted to ensure that 
contractor compensation systems comply with the policies in 42.1302.
    (b) Compensation systems may be appropriately tailored, as 
determined by the contracting officer, based on the size of the 
contractor. As a minimum, such systems should--
    (1) Adequately describe the policies, procedures, and operating 
instructions regarding--
    (i) Design and operation of job analysis and job evaluation 
processes, wage and salary pay structure(s), and performance appraisal 
and merit pay systems;
    (ii) Pay policies, bases, and methods used to formulate pay 
increases and starting rates;
    (iii) Approval levels, guidelines, and supporting documentation for 
all compensation actions; and
    (iv) Compliance with laws, regulations, and contract requirements.
    (2) Have jobs which--
    (i) Are defined with valid, up-to-date documentation;
    (ii) Have accurate job evaluation documentation;
    (iii) Are accurately assigned to a job grade or level as determined 
by job evaluation results; and
    (iv) Assure that pay rates are competitive with comparable external 
labor market average pay rates (i.e., are based on relevant labor 
market survey data obtained, analyzed, and compared with the 
contractor's benchmark jobs, including the five jobs with the highest 
aggregate cost impact on the contractor).
    (3) Not exceed the average of benchmark job pay rates within job 
grades or levels by more than 10 percent of the average of relevant 
labor market data without justification that there is no material harm 
to the Government;
    (4) Require periodic internal reviews of policy compliance, 
administrative process measures, adequacy of documentation, and reports 
to management on the results of reviews and recommendations for 
improvements, and require corrective action plans to be developed, 
implemented, and tested; and
    (5) Provide audit trails and maintain records necessary to evaluate 
and to verify through testing that the system is operating as desired.


42.1305  Responsibilities.

    (a) The administrative contracting officer (ACO) will neither 
approve nor disapprove a contractor's compensation system, but only 
determine whether it adequately conforms to the standards set forth in 
42.1304.
    (b) The cognizant auditor will advise and assist the ACO in 
evaluating both the contractor's compensation system and the 
contractor's correction of any deficiencies. Auditors shall assess the 
significance of contractor deficiencies and provide the ACO an estimate 
of any adverse material impact to the Government resulting from such 
deficiencies.
    (c) If the contractor notifies the Government that disclosed 
information relative to its compensation system contains employee, 
commercial, or financial information which it regards as privileged and 
confidential, such information shall be protected. Such information 
shall not be released outside the Government except in accordance with 
established agency procedures.


42.1306  Procedures.

    (a) System evaluation. Cognizant audit and contract administration 
activities will jointly establish and manage programs for evaluating 
contractor compensation systems. Evaluations will be based on the 
information provided by the contractor. Evaluations and reports shall 
be accomplished as a contract audit and contract administration office 
team effort. The ACO shall appoint a team leader and ensure 
representation of appropriate functional specialties. Evaluations shall 
be tailored to take full advantage of the day-to-day work done as an 
integral part of both the contract audit and contract administration 
activities. A system evaluation shall be conducted at least every three 
years, except where the ACO, in consultation with the auditor, 
determines that past experience and a current vulnerability assessment 
of the contractor discloses low risk. If the ACO determines that the 
Government is subject to high risk, compensation system evaluations 
should be done more frequently. To the extent possible, the evaluation 
team leader should inform the contractor and the ACO of significant 
findings during the conduct of the evaluation. The team leader should 
apprise the contractor during an exit conference of any significant 
findings.
    (b) Disposition of evaluation team findings--(1) Reporting on 
findings. The report shall address the evaluation team findings and 
recommendations. If there are significant compensation system 
deficiencies, the report shall provide an estimate of any adverse 
material impact to the Government resulting from those deficiencies and 
a recommendation as to the acceptability of the contractor's corrective 
action plan.
    (2) Field pricing reports. When the report of an evaluation 
indicates that there is a significant compensation system deficiency, 
all field pricing reports for that contractor will contain a 
recommendation relating to proposed cost and pricing data adjustments 
necessary to protect the interest of the Government, until the 
deficiency(ies) is (are) corrected.
    (3) Initial notification to contractor. Upon receipt of the system 
evaluation report, the ACO shall provide a copy to the contractor and 
allow 30 days, or a reasonable extension thereto, for submission of its 
written response. If no significant deficiencies are identified, the 
ACO will notify the contractor in a timely manner.
    (i) Contractor agreement. If the contractor agrees with the report 
findings and recommendations, the contractor should be provided 60 days 
from the original notification date to correct any identified 
deficiencies or submit a corrective action plan showing milestones and 
actions to eliminate the deficiencies.
    (ii) Contractor disagreement. If the contractor disagrees with the 
report findings and recommendations, the contractor's response should 
contain the rationale for each area of disagreement.
    (4) Evaluation of contractor's response. The ACO, in consultation 
with the auditor, will evaluate the contractor's written response and 
determine whether--
    (i) The compensation system contains deficiencies which need 
correction;
    (ii) Any deficiencies are significant enough to result in the 
disallowance of costs or suspension of payments under public vouchers; 
and
    (iii) Proposed corrective actions are adequate to correct the 
deficiencies.
    (5) Contracting officer responsibility. (i) When the ACO determines 
that there is a significant compensation system deficiency, the ACO may 
disallow, or suspend payment of, costs claimed on public vouchers in 
accordance with 42.803. The disallowance or suspension of payment shall 
remain in effect until the ACO determines that the contractor's 
corrective action plan is adequate.
    (ii) When a compensation system report indicates that there is a 
significant deficiency, the ACO should ensure that the effect or the 
deficiency(ies) is (are) considered in the review of the contractor's 
estimating system pursuant to 15.811.
    (6) Notification of determination. The ACO shall notify the 
contractor and the auditor of the determination and any decision to 
disallow costs or suspend payments under public vouchers. The notice 
shall identify the deficiencies requiring correction and indicate 
acceptance or rejection of the contractor's corrective action plan.
    (7) Monitoring contractor's corrective action. The auditor and ACO 
will monitor the contractor's progress toward correction of 
deficiencies. If the contractor fails to make adequate progress toward 
corrective action, the ACO shall take further appropriate action to 
ensure that the contractor corrects the deficiency(ies). Actions which 
should be considered by the ACO include, but are not limited to, 
bringing the issue to the attention of higher level management, 
disapproval of the contractor's cost estimating system, and/or 
recommendations concerning award of future contracts.

[FR Doc. 94-24931 Filed 10-7-94; 8:45 am]
BILLING CODE 6820-34-M