ASC-B&F, Incident Finance

1. ASC-B&F, Incident Finance March 2010

2. Objectives • Incident Finance Branch Who’s Who • Incident Finance 2009 Accomplishments • Role of Incident Finance Branch • 2009 Observations • What COs and PULs can do to help • What FSCs can do to help • Points to Remember • Questions and Answers and Feedback

3. Who’s Who in Incident Finance • MaryleaLockard, Branch Chief, Incident Finance, Albuquerque Service Center-Budget &Finance • John Getchell, Program Manager Cooperative Fire Protection Agreements, International Agreements, Casual Pay, National Response Plan Billings and Payments (including first contact for FEMA Job Codes) • Patricia Weinbrecht, Program Manager Contracts (Aviation and non-aviation), EERAs/I-BPAs, BPAs, Incident Accruals and Incident Job Codes

4. Who’s Who in Incident Finance? • Patsy Michel, Operations Manager EERAs, National Non-Aviation Contracts, Incident Job Codes, AMD Aviation billings, NWS (IMET) billings, MAFFS. • Joe Vieth, Operations Manager for Aviation Contracts, Full Service and Mobile Retardant Contracts and Incident Accruals. • Carol Robinson, (Detail) Operations Manager for Cooperative Fire Protection Agreements, International Agreements and National Response Plan Payments and Billings. • Theresa Voss, Operations Manager for Casual Pay, Mail and Technical Center.

5. 2009 Accomplishments • Number of EERA/Contract payments 14,477 • Total cost of payments $117,745,785 • Prompt payment interest $32,936 • Number of Aviation payments 3,753 • Total cost of payments $289,848,020 • Prompt payment interest $20,914 • Number of Casual firefighter payments 5,494 • Total cost of firefighter payments $27,254,030 • Payments to State Cooperators $157,839,117 • Bills to State Cooperators and FEMA $43,914,690 • Customer service calls received 2,230 • Job codes created 11,261 • Active Cooperative Fire Agreements 942

6. IF’s Role • ASC B&F – IF provides support and feedback to: • FSCs, PROCs and COST positions on IMTs • Regional Incident Administrative Coordinators • National AQM • Contracting Officers to: • Update CCR/EFT in collaboration with NFC • Respond to payment inquiries • Process Payment Disputes adjudicated by Contracting Officers

7. Fire Season 2009 Observations • Contracting Officers • Equipment utilized not covered under contracts/agreements. • Equipment listed on contracts/agreements did not include unique identifier such as type, VIN, serial number, etc. • Vendor DUNS invalid or expired.

8. Fire Season 2009 Observations • Incident Management Teams • I-Suite OF-286 not matching attached hard copy contract/agreement. • Rate paid and/or equipment utilized is not covered on contract/agreement. • Equipment re-assigned to a new incident, but not closed out on the old incident. • Original invoices found in boxes after de-mobilization causing $33K interest penalties.

9. Fire Season 2009 Observations • Invoices • Emergency Equipment Use Invoices, OF-286, are audited against contract/agreement, therefore all charges must be authorized within the contract/agreement, i.e. special and/or double shift rates and additional operators/crews. • Lump summing daily total of equipment (mobile offices, tents, port-a-potties, hand washing stations, etc.) requires additional contact with IMT and/or IAC prior to payment. • Commercial Invoices – common omissions: • Date/signature/title of receiving official • Job code • Contract/agreement number • Resource order number • Duplication of original invoices - possible when using fax machine; attach fax to original when submitting to ASC

10. Points to Remember • Prior to contract/agreement being awarded – confirm Vendor is registered and current in CCR. Inform Vendor that the Name and TIN in CCR must match verbatim their IRS registration record. • Document payment decisions at the incident. • Ensure Incident Only acquisition instruments are complete and valid with agreement number, dates, and signatures. • Vendor Code Information Worksheet, FS-6500-231, should be completed for all new vendors and submitted to ASC Incident Finance with the invoice and agreement.

11. Questions? ASC_IPC@fs.fed.us