Fillable Form SD 834

What is Form SD-834?

Form SD-834 is a document used within the U.S. federal contracting framework to address and resolve incidents of unauthorized commitments. An unauthorized commitment occurs when an individual lacking proper contracting authority obligates government funds or resources without the required approvals. This form provides a formal process to evaluate, document, and potentially ratify such commitments in compliance with federal regulations.

The completion and submission of Form SD-834 are essential steps in addressing unauthorized commitments. Once the form is completed, it is typically submitted via mail to the appropriate department or agency. This formal request initiates the evaluation process, where the committed actions and associated issues are thoroughly reviewed. If necessary, the form provides a mechanism for the filing of any required documentation, ensuring that all relevant information is properly documented and considered in the resolution of the unauthorized commitment.

How do I fill out Form SD-84?

A fillable template for SD Form 834 can be accessed here. Attach all relevant documents to this form as asked for in each section.

Individual

Attach a signed statement that provides the details asked for. Then, enter the following details about the concerned individual in the spaces provided:

• Signature
• Telephone Number
• Name
• Email
• Title
• Date

Supervisor

Have the supervisor mark the relevant box to indicate if the statement is or is not accurate, and attach an endorsement to the individual that also addresses the things asked for. Then, mark the relevant box that applies to whether the supervisor concurs or not. Enter the following details about the supervisor in the spaces provided:

• Signature
• Telephone Number
• Name
• Email
• Title
• Date

WHS Financial Management Directorate

Mark the relevant box to indicate whether funds were or were not available at the time of the unauthorized commitment, and whether or not funds are currently available. Then, enter the following information about the directorate in the spaces provided:

• Signature
• Telephone Number
• Name
• Email
• Title
• Date

WHS Acquisition Directorate Contracting Officer

Mark the relevant box to indicate if the price is or is not reasonable, if the resulting contract would or would not have been proper, and if the officer does or does not recommend the ratification of this commitment. Then, enter the following information about the contracting officer in the spaces provided:

• Signature
• Telephone Number
• Name
• Email
• Title
• Date

Office of the General Counsel, WHS and PFPA

Mark the relevant box to indicate if the office of general counsel concurs or does not concur with the recommendation of the contracting officer. Then, enter the following information about the officer of the general counsel in the spaces provided:

• Signature
• Telephone Number
• Name
• Email
• Title
• Date

Director, WHS AD

Mark the relevant box to indicate if the director approves or does not approve of the ratification of this statement. Then, enter the following information about the director in the spaces provided:

• Signature
• Title
• Name
• Date

Frequently Asked Questions (FAQs)

What is an unauthorized commitment?

An unauthorized commitment is an agreement made on behalf of the government by someone who lacks the authority to enter into contracts or obligate funds.

Who typically completes Form SD-834?

It is usually completed by the individual who made the unauthorized commitment or their supervisor, with input from contracting officials.

What role does the contracting officer play in the process?

The contracting officer reviews the form, determines whether the commitment can be ratified, and provides recommendations for corrective action.

Can all unauthorized commitments be ratified?

No, only those that meet certain criteria outlined in the FAR and agency-specific regulations can be ratified.

What happens if an unauthorized commitment cannot be ratified?

The individual responsible may face disciplinary action, and the government may decline payment or seek alternative remedies.

What regulations govern the use of Form SD-834?

The Federal Acquisition Regulation (FAR) and agency-specific policies provide the legal framework.

What are common reasons for unauthorized commitments?

Lack of training, failure to follow procedures, or urgency in operations can lead to unauthorized commitments.

What is the ratification process?

Ratification involves reviewing and approving the unauthorized commitment to make it legally binding and valid.

How does Form SD-834 support compliance?

By documenting incidents, it ensures alignment with regulatory requirements and promotes transparency.

What documentation is attached to Form SD-834?

Invoices, correspondence, and any other evidence related to the unauthorized action.

Who determines the final disposition of an unauthorized commitment?

A contracting officer or higher-level approving authority within the agency.

What are potential consequences for individuals who make unauthorized commitments?

They may face disciplinary actions, including reprimand or loss of authority.

Is there a deadline for submitting Form SD-834?

Deadlines are typically agency-specific and should be adhered to promptly after the discovery of an unauthorized commitment.

How does Form SD-834 help prevent future unauthorized commitments?

By identifying root causes and recommending training or policy changes.

What are the financial implications of unauthorized commitments?

They can lead to budget overruns, disputes, and unauthorized expenditures.

Are contractors involved in the Form SD-834 process?

Contractors may provide supporting documentation or clarify details but are not directly responsible for completing the form.

What training can help reduce unauthorized commitments?

Procurement and contracting training for government employees reduces the likelihood of unauthorized actions.

Is Form SD-834 used across all government agencies?

It is common, but some agencies may use different forms or processes.