Reimbursement Packet Training

October 31, 2007

Presented by Arizona HIDTA and

Arizona Criminal Justice Commission

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.”

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

Overview

Program policy & budget guidance

Packet requirements

How to put a packet together

Common packet issues

Program Policy & Budget Guidance Overview Supplanting of funds

Performance period

Restrictions on HIDTA funds: Overtime Vehicles

Prohibited uses of HIDTA funds

Program Policy & Budget Guidance Overview (cont) Reprogramming

Forfeiture Proceeds

Confidential Payments

Financial Reporting

Chart of Accounts

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

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

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

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

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

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

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

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

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

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

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

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.

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

Forfeiture Proceeds

RICO/Forfeiture money:

NOT considered program income

ONDCP encourages the money to be used to supplement HIDTA-funded activities

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

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

Chart of Accounts

Quick Reference Sheet

Detailed Expenditure Sheet

Packet Requirements

Personnel Financial Statement (highlighted) Timesheets

Must be legible With appropriate signatures

Fringe Financial Statement (highlighted) Timesheets (If not already provided)

Packet Requirements

Overtime (OT) Financial Statement (highlighted) Timesheets (If not already provided) Authorization sheets – if agency requires OT tracking sheet

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)

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)

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

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

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

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

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

Common Packet Issues (cont)

Paying past due charges

Not including: Finance reports Timesheets (legible) Overtime verification sheets

Staples on packet

2-sided copies

Wrap-up

Program policy & budget guidance

Packet requirements

How to put a packet together

Common packet issues

Questions