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Incident Business Update

Incident Business Update . Miscellaneous Information. Items of Interest. Incident Job Codes for Upcoming Season Incident Management Team Configuration EERA’s OTC Drugs How to Use IBA’s Operating Guidelines – Suppression & FEMA Regional Payments Shuttle Audit Agreements Base 8.

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Incident Business Update

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  1. Incident Business Update Miscellaneous Information

  2. Items of Interest • Incident Job Codes for Upcoming Season • Incident Management Team Configuration • EERA’s • OTC Drugs • How to Use IBA’s • Operating Guidelines – Suppression & FEMA • Regional Payments • Shuttle Audit • Agreements • Base 8

  3. Incident Job Codes Forest Service • Letter coming out SOON from Washington Office • Once Fiscal in your region migrates to ASC, FEMA codes will be set up at NIFC • August 22, 2005 for Region 8

  4. Incident Mgmt Team Configuration • Letter of Direction from National MAC • December 17, 2004 • Type 1 & Type 2 teams have grown significantly in size, mobilized up to 110 people • Approved team size and configuration: • Short team (C&GS) 10 positions • Long team – additional 17 positions • Trainees – maximum of 6 positions • TOTAL # OF POSITIONS – MAXIMUM OF 33

  5. IMT’S cont • Decision applies to national moblization • Regional mobilization of regional teams are not under these guidelines • For national mobilization additional positions or other needs to be negotiated with AA once team arrives, not over the phone • Name requests through ROSS will NOT be accepted. • Decision will promote cost containment and make more personnel available for assignment opportunities.

  6. EERA’s • EERA’s are under scrutiny • For 2005 we will continue to use them as we have in the past • “They” are looking at ways to “shore them up” so they meet Federal Acq. Standards

  7. EERA’s • Emergency use only!! • Not be to used for prescribed fire • Nor on stand-by in case the prescribed fire escapes

  8. OTC Drugs & Vitamins • IBPWT requested a standardized list from H&SWT. • Not enough information at this time • Defer recommendations until research complete • Procurement authorities also being researched

  9. How to Use an IBA • Type 3 Incident - Home Unit • You’re swamped, order type 2 through dispatch system on P Code • Agreements • Payment Packages • Cost Concerns • Claims • Guidelines • Handbook Issues (work/rest, length of assignment, AD’s)

  10. Operating GuidelinesSouthern Area • Suppression – IBA works for AA • Has Forest Contact Information • Costs are validated against WFSA • Final Incident Package to Host Forest • FEMA – IBA works for Regional IBA • Costs are validated against MA’s • Final Incident Package to Region FAM

  11. Regional Payments • After completing checklist to ensure all documentation required is enclosed, payments are to be sent directly to the payment center in Ogden, UT.

  12. Shuttle Audit • OIG – DHS/FEMA Audited mission assignment funds awarded to FS • Objective to determine if FS accounted for and expended FEMA funds according to fed regs and FEMA guidelines • Four mission assignments • $151.9 Million • $105.7 Million – actual billings from FS • Concerned w/FS history of severe weaknesses in accounting and financial reporting • Required a review of “source documentation”

  13. Shuttle AuditFindings • Weak Financial Mgmt System • Three areas • Budget Object Code Classification • Miscoded items • Budget Categorization • Expenses not properly categorized in billings • Filing and Reporting Techniques • Source documents hard to find, if at all • Strong point • Contract mgmt & payment process very well organized and documented.

  14. Shuttle Costs – Findings Unsupported Costs • Grants & Agreements • State billing - $412,380 • Credit Card Purchases - $580,120 • Contractual Services - $119,514

  15. Shuttle AuditIneligible Costs • Credit Card Purchases • Medical Expenses - $811,205 • Accountable Property - $106,543 • Cell phones - $47,542 • Award costs - $3,615 • Fees to unlock & tow vehicles - $2,502 • Grants & Agreements • Back fill positions $53,307 • OT & Premium Pay • Night differentials - $47,638

  16. Shuttle AuditDuplicate Payments • Contractual Services • Commissary - $916,818

  17. Shuttle Audit Wasteful Costs • Lodging cancellation fees - $24,326 • Equipment rental return fees - $18,290 Overcharged Vehicle Costs • Incorrect mileage reading - $27,940

  18. Shuttle AuditRecommendations • Disallow $3,415,340 of questionable costs • Require FS to validate & provide documentation to support billings • Develop & implement effective property mgmt procedures

  19. Shuttle AuditSuggestions • Request USDA – OIG audit APMC program • Improve accuracy & effectiveness of financial reporting by • Including resource order number & camp location on its bills????? • Require accurate use of BOC • Implement standard documentation package • Establish & enforce effective property mgmt internal controls • Improve consistency in applying financial guidelines (cell phones, commissary, demob costs) through more effective training • Lower costs by eliminating wasteful practices

  20. Agreements

  21. Base 8 Forest Service • All fire prepardness employess (WFPR) will charge to WFSU (P Code) upon dispatch, INCLUDING BASE 8.

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