u.s. department of the interior – office of self govenance office of self gov and bureau of indian...

U.S. DEPARTMENT OF THE INTERIOR – OFFICE OF SELF GOVENANCE

Office of Self Gov and Bureau of Indian Affairs – PARTNERS IN ACTION

June 24, 2015

Baraboo, WI

FEDERAL AND TRIBAL FUNDING

PROCESS OVERVIEW

RUFINA VILLICAÑA, FINANCIAL SPECIALIST – OFFICE OF SELF GOVERNANCE

o TRANSFER DOCUMENTATION - FED [FBMS ENTRY DOCUMENT]

o FINANCIAL COMMITMENT - PR [PURCHASE REQUISITION]

o FUNDING OBLIGATION – MODIFICATIONS/ GRANT AWARDS CREATED AND RELEASED

o TRIBAL PAYMENT - ASAP [AUTOMATED STANDARD APPLICATION FOR PAYMENTS]

o OBLIGATION DOCUMENTATION

FUNDING PROCESS[Bureau and Tribal Responsibilities]

Funding ProcessBeginning to End

Things that will impact process:

•5 OSG personnel incl. add’l Central and Regional personnel

•Will an amendment be required?

•Type of funding

•Is Tribal data current?

Funding ProcessBureau Function

• FED is the most important piece of the process – ensure that V.0 and V.1 are correct [Tribal Fund Centers /Functional Areas].

• Include all necessary documentation, i.e. WBS’s; project info. and work orders

• Ensure funding is available.

• Send a copy of award letters to OSG.

• Become familiar with the SG Tribes within the Region

Funding ProcessOSG Function

• Purchase Requisitions [PR] commit funding – funds are not obligated to Tribes until a Mod./Award is created and released.

• Transfer errors will delay – Fund Center errors, erroneous Functional Areas [Programs] cited

• Fund types may delay obligations – reimbursables, construction/facilities

Funding ProcessOSG Function

• Function of the Grant Specialist

• Erroneous accounting information cited

• Function of the Awarding Official

• Most issues that arise are resolved within the same day

Funding ProcessTribal Function

• Tribal data must be current, i.e SAM [System for Award Mgmt.] registration and ASAP [Automated Standard Application for Payments] Funds Requestor

• Payments can be requested without an ATO [Authority to Obligate] in hand. Payments are also requested in total.

ASAP vs. SGDB

ASAP Account IDSGDB ATO [Authority to Obligate]

FBMS[ Financial and Business Management System]

Steps to View Obligations:

•Core Financials

•Purchasing

•Display PO by Number

•Icon by Purchasing Doc.

•Drop down Arrow by Vendor box

•DUNS #

FBMS[ Financial and Business Management System]

Obligation Overview:

•Grant Award/Vendor Code

•Tribal Name

•Program Title/Desc.

•Still to be Invoiced – payment not requested

Funding ProcessOSG Function

• Obligations are completed in tandem with the Release of the Modification/Grant Award

• Current obligations can be viewed in the New Obligations Next ATO report

• Completed ATO’s can be re- printed

Funding ProcessATO [Authority to Obligate]

Noted Items:

•Award No.

•DUNS #

•“Roll Up” accounts and Funded Programs

•Description of obligation

SGDB

Tabs will appear when logged on

o ACCESS – GRANTED TO AUTHORIZED INDIVIDUALS THAT THE TRIBE HAS IDENTIFIED – TRIBAL SG COORDINATORS, CFO’S, TRIBAL ADMINISTRATORS, ETC.

o A USER ID IS NOT REQUIRED FOR THE FRONT PAGE OF THE DATABASE. THE HEADLINE NEWS CAN BE VIEWED AND THE FILE LIBRARY IS ACCESSIBLE.

o REPORTS – VARIOUS REPORTS ARE AVAILABLE IN THE SYSTEM, I.E. FUND STATUS [INCL. FOOTNOTES]; CUMULATIVE OBLIGATIONS AND OUTSTANDING FUNDS.

o SGDB WEBSITE: HHTP://64.58.34.34/OSG/

SGDB[ Self Governance Database]

SGDBOutstanding Funds Report

Items to Consider:

•Not all Funds noted are guaranteed - Footnotes need to be reviewed on RP [Reprogramming] Request

•Current “Clean-Up” project on-going

•Funds older than FY 2014/2015 are no longer valid

Funding ProcessNoteworthy Items

Tribes – Any questions on the SGDB funded amounts, contact OSG and not the Program.

FBMS FY Opening •FY 2013 10/24/2012•FY 2014 10/17/2013•FY 2015 10/20/2014

o DANNY.SANTIAGO@BIA.GOV – FINANCE MANAGER PH: 202-219-0245

o RUFINA.VILLICANA@BIA.GOV – FINANCE SPECIALIST PH: 202-208-5073

o CELESTE.ENGLES@BIA.GOV – FINANCE SPECIALIST PH: 202-208-5955

o LANCE.FISHER@BIA.GOV – FINANCE SPECIALIST PH: 202-513-7707

o OSG-FINANCE@BIA.GOV

OFFICE OF SELF GOVERNANCE FINANCE

Contacts: