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Understanding Contract Support Cost Shortfall Report

Understanding Contract Support Cost Shortfall Report. Judy Mitchell Email: judy.mitchell@bia.gov Bureau of Indian Affairs Office of Indian Services. Contract Support Cost (CSC). Bureau-wide. Apportionments. Congressional Increases or Decreases in Percentage FY 2009 - 00.00%

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Understanding Contract Support Cost Shortfall Report

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  1. UnderstandingContract Support Cost Shortfall Report Judy Mitchell Email: judy.mitchell@bia.gov Bureau of Indian Affairs Office of Indian Services

  2. Contract Support Cost (CSC) Bureau-wide Apportionments Congressional Increases or Decreases in Percentage FY 2009 - 00.00% FY 2010 - 12.70% FY 2011 - 32.27% FY 2012 - (00.16%) FY 2013 - (05.23%) FY 2014 - 29.32% (CR #1) CSC Needs were Funded at: FY 2009 - 72.60% FY 2010 - 75.16% FY 2011 - 97.46% FY 2012 - 94.86% FY 2013 - not available

  3. Uncontrollable Variables for Meeting 100% of CSC Needs • IDC Rates may change from year to year, increasing or decreasing the amount of CSC need for each Tribe/Tribal Organization. • Tribes/Tribal Organizations can increase or decrease the number of ISD contracts. • Inflation. • Amount Appropriated by Congress.

  4. What is Contract Support Cost Shortfall Report? PL 93-638 106(c) Annual Reports (25 USC § 450j-1) “Not later than May 15 of each year, the Secretary shall prepare and submit to Congress an annual report on the implementation of this subchapter. Such report shall include— (1) an accounting of the total amounts of funds provided for each program and the budget activity for direct program costs and contract support costs of tribal organizations under self-determination; (2) an accounting of any deficiency in funds needed to provide required contract support costs to all contractors for the fiscal year for which the report is being submitted;

  5. What is Contract Support Cost Shortfall Report? (continued) PL 93-638 106(c) Annual Reports (25 USC § 450j-1) (3) the indirect cost rate and type of rate for each tribal organization that has been negotiated with the appropriate Secretary; (4) the direct cost base and type of base from which the indirect cost rate is determined for each tribal organization; (5) the indirect cost pool amounts and the types of costs included in the indirect cost pool;”

  6. In short: The Bureau is mandated to prepare and submit to Congress an annual report of contract support funds negotiated and awarded to the P.L. 93-638 contracted/ compacted Tribes/Tribal Organizations. The Contract Support Cost Shortfall Report is an accounting of difference between the total CSC requirement and the total CSC allocated to the awardees.

  7. CSC Shortfall Report Categories Requirements for reporting and documenting amounts of CSC available, needed and requested. Regions and OSG shall maintain a historical record of funds negotiated and awarded in each of the categories listed below. • Direct Program Funds • Start-up Costs • Direct Contract Support Funds • Indirect Cost Funding • Indirect-Type Cost Funding  • Indirect Cost Rates • Types of Bases • Pass-Through/Exclusions • Total IDC Base (Direct Cost Base) • Direct CSC Requirements (including the unduplicated DCSC requirement associated with sub-awards) • Indirect CSC Requirements (including the unduplicated IDC requirement associated with sub-awards)

  8. FY 2012 (show in excel format) • Guidance and Interpretation for Report Categories • CSC Shortfall Report

  9. Example of a CSC Shortfall Report

  10. CSC Shortfall Report Due Dates November 15th • The Regions and OSG shall provide a report to Central Office for the previous fiscal year ended September 30. • The report shall be certified as accurate by the Regional Finance Management Officer, Regional Director, and OSG, respectively. • “For awardee validation”: a copy of the Region’s data and OSG’s data shall be provided to the awardees within that Region and within OSG. December 15th • Any corrections or changes resulting from awardee review shall be certified by the Regional Finance Office and by OSG, respectively, and submitted to the Central Office.

  11. CSC Shortfall Report Due Dates(continued) February 1st • Central Office shall consolidate all reports; finalize the BIA CSC Shortfall Report and forward to Assistant Secretary for Indian Affairs for approval. May 15th • After the BIA CSC Shortfall Report is approved by the Assistant Secretary for Indian Affairs, the Office of Indian Services shall provide copies to OSG and to each Region. Each Region shall be responsible for providing a copy of the report to all awardees contracting within that Region; and OSG shall be responsible for providing a copy of the report to the awardees compacting with OSG. Consistent with Section 106(c) of the ISDEAA Act, the Assistant Secretary shall also forward the Report to Congress.

  12. Drawdown on your CSC funds. Let it earn interest in your bank

  13. Information • FY 2012 CSC Shortfall Report can be found at: http://bia.gov/WhoWeAre/BIA/OIS/index.htm scroll down and select “2012 Contract Support Cost Short Fall Report - Download PDF Copy Here -  41 mb” • Alaska Self-Determination Officials: Dee Ayotte (Awarding Official) 907.271.4086 Norma Jean Dunne (Specialist) 907.271.4170 Ben Lopez (Specialist) 907.271.1712 James Atti (Assistant) 907.271.1706

  14. Questions?

  15. for attending this session!

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