u.s. department of the interior – office of self govenance office of self gov and bureau of indian...
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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 [email protected] – FINANCE MANAGER PH: 202-219-0245
o [email protected] – FINANCE SPECIALIST PH: 202-208-5073
o [email protected] – FINANCE SPECIALIST PH: 202-208-5955
o [email protected] – FINANCE SPECIALIST PH: 202-513-7707
OFFICE OF SELF GOVERNANCE FINANCE
Contacts: