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Reimbursement Packet Training
October 31, 2007
Presented by Arizona HIDTA and
Arizona Criminal Justice Commission
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HIDTA’s Mission
“The mission of the HIDTA Program is to disrupt the market for illegal drugs in the United States by assisting federal, state, and local law enforcement entities participating in the HIDTA Program to dismantle and disrupt drug trafficking organizations, with particular emphasis on drug trafficking regions that have harmful effects on other parts of the United States.”
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Who Are We?
Amanda Zibell, ACJC Interim Financial Manager
Jane Humphries, AZ HIDTA Financial Assistant
Tiffany Ashworth, ACJC
Susan Steger, ACJC
Clair Bice, Pima County
Linda House, Pima County
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Overview
Program policy & budget guidance
Packet requirements
How to put a packet together
Common packet issues
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Program Policy & Budget Guidance Overview Supplanting of funds
Performance period
Restrictions on HIDTA funds: Overtime Vehicles
Prohibited uses of HIDTA funds
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Program Policy & Budget Guidance Overview (cont) Reprogramming
Forfeiture Proceeds
Confidential Payments
Financial Reporting
Chart of Accounts
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Supplanting of funds
HIDTA funds must supplement not supplant existing funds. Examples of Supplanting:
Items already budgeted in other funds
Positions funded through another source and not re-hiring the position
Paying for items the agency normally purchases
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Performance period
Initial grant period - 2 years (HIDTA 17 on) Grant period federal fiscal year-FFY (10/1 – 9/30)
State and Local agencies: Can request 1 year extensions up to 5 years Must be approved by ONDCP Not guaranteed
Federal agencies: Grant ends at end of initial grant period
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Restrictions on HIDTA fundsOvertime
Eligibility for overtime: State and local law enforcement officers Uniformed federal agents Non-law enforcement – must be exclusively
HIDTA related
Authorized uses: Parent agency must allow overtime Support HIDTA case or activity
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Restrictions on HIDTA fundsOvertime (cont.)
Overtime not authorized for the following: Training attendance Financial management Drug treatment Drug demand reduction or prevention Non-investigative – Admin work
OCDETF Overtime: Use OCEDTF funds first
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Restrictions on HIDTA fundsOvertime (cont.)
Maximum overtime amounts: Shall not exceed the lower of:
Parent agencies policies and procedures 25% of the federal GS-12 step 1
Law enforcement officer uses:Federal Law Enforcement Officers (“Rest of US”)
scaleNon-law enforcement officer uses:
General Schedule (“Rest of US”) scaleAgency selects 12 month period (keep consistent)
Calculating HIDTA-funded overtime: Gross hourly overtime rate X Hours worked
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Restrictions on HIDTA fundsOvertime (cont.)
Responsibilities for compliance Parent agency or Initiative commander
Eligibility of expenditures NO duplicate reimbursement for overtime Must provide tracking sheet with reimbursement
request
Non-compliance Repayment by parent agency if:
Exceeds overtime limit Overtime not HIDTA related
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Restrictions on HIDTA fundsVehicles
Vehicle eligibility: State and local law enforcement officer
Assigned fulltime to HIDTA initiative – on 24 hr recall status
Parent agency does not provide vehicle
Non-law enforcement officer: Needs ONDCP approval
Vehicle usage: Must be used for HIDTA-related business
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Restrictions on HIDTA fundsVehicles (cont)
HIDTA funds may be used to: Purchase a special purpose vehicle
Example surveillance van, for participating agency
Vehicle allowance: Lease or purchase vehicle:
Use of privately-owned vehicles
Inventory:Vehicles purchased must be in Inventory systemOwnership
Federal Agency Prohibition: Not eligible for vehicle costs or purchase
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Prohibited uses of HIDTA funds
Clothing or clothing allowances
Food and beverage items, including coffee makers
Personal hygiene or medication items
Professional association or bar dues
Promotional or representational items (e.g., hats, pins, T-shirts, or other memorabilia)
Gifts
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Prohibited uses of HIDTA funds
Real property
Travel that does not benefit the HIDTA program
Weapons and holsters
Ammunition
Standard issue departmental-type raid/tactical gear
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Reprogramming
Level A: Requires ONDCP Approval Moving funds from one RR to another Grant under $100,000
Amount equal to or greater than 35% current budget Grant over $100,000
Amount equal to or greater than 20% current budget
Level B: Requires HIDTA Director Approval Moving funds between budget categories
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Reprogramming
Deadlines: From federal agency to federal agency
Submitted to ONDCP by June 30 of FFY following appropriation of funds.
Between federal agency to state or local agency Submitted to ONDCP by July 31 of FFY for which the
funds were appropriated.
Between state and local agencies Submitted to ONDCP by July 31 of FFY for which the
funds were appropriated.
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Reprogramming
Important things to remember:
Should be the exact dollar amount (do not round)
Signed by Resource Recipient (RR) and Initiative Commander
Always verify budget before sending in reimbursement packet
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Forfeiture Proceeds
RICO/Forfeiture money:
NOT considered program income
ONDCP encourages the money to be used to supplement HIDTA-funded activities
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Confidential Payments (P/E P/I)
Purchase of Services (P/S) Purchase of Evidence (P/E) Purchase of Specific Information (P/I)
Must have: Written procedures
Reimbursement requests must meet ONDCP guidelines
Documentation
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Financial Reporting
ACJC Financial Report: HIDTA FY 2006 – Cycle 16 and 17
Pima County Financial Report: HIDTA FY 2005 – Cycle 15 and earlier
SF269 – Federal Financial Report: All federal agencies must file quarterly
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Chart of Accounts
Quick Reference Sheet
Detailed Expenditure Sheet
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Packet Requirements
Personnel Financial Statement (highlighted) Timesheets
Must be legible With appropriate signatures
Fringe Financial Statement (highlighted) Timesheets (If not already provided)
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Packet Requirements
Overtime (OT) Financial Statement (highlighted) Timesheets (If not already provided) Authorization sheets – if agency requires OT tracking sheet
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Packet Requirements
Travel Financial Statement (highlighted) Travel Claim forms – not Advances
Appropriate back-up documentationHotel receiptsRental car receiptsOther travel related receipts
Conference Registration fees (go in Services)
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Packet Requirements
Facilities Financial Statement (highlighted) Invoices
All required back-up information for paymentPacking slips, quotes, etc.
Services Financial Statement (highlighted) Invoices
All required back-up information for paymentPacking slips, quotes, etc.
Conference Registration fees (go here)
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Packet Requirements
Equipment Financial Statement (highlighted) Invoices
All required back-up information for payment Packing slips, quotes, etc.
Inventory Over $500 logged on Monthly Financial Report (ACJC) Need to be logged into agency and HIDTA inventory
system Ownership of Equipment – Fiduciary
FY 2005 – HIDTA 15 grant and earlier – Pima County FY 2006 – HIDTA 16 grant and later – ACJC
Equipment disposal – Steve Pferdeort
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Packet Requirements
Supplies Financial Statement (highlighted) Invoices
All required back-up information for payment Packing slips, quotes, etc.
Other Costs Financial Statement (highlighted) Invoices
All required back-up information for payment Packing slips, quotes, etc.
Confidential Payments Receipt of services provided
P/E P/I
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How to put a packet together (cont)
1 copy of Monthly Financial Report (MFR)
1 copy of MFR for each budget category requesting reimbursement
Need to be exact figures – NO rounding
Financial reports for each budget category
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How to put a packet together
Invoices and back-up documentation for each budget category (see packet requirements)
Highlight or circle amounts requesting reimbursement
Run calculator tape on highlighted items
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Common Packet Issues
Disallowable costs Late fees Uniform allowances
Expenditures in wrong budget categories Registration fees for conference – Service Postage - Services
Travel Claims Advance without final/closeout travel claim form Back-up invoices/receipts not provided
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Common Packet Issues (cont)
Paying past due charges
Not including: Finance reports Timesheets (legible) Overtime verification sheets
Staples on packet
2-sided copies
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Wrap-up
Program policy & budget guidance
Packet requirements
How to put a packet together
Common packet issues
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Questions