U.S. DEPARTMENT OF THE INTERIOR – OFFICE OF SELF GOVENANCE OFFICE OF SELF GOVERNANCE FINANCIAL ADVANTAGES OF SELF GOVERNANCE COMPACT FUNDING RUFINA VILLICAÑA, FINANCIAL SPECIALIST – OFFICE OF SELF GOVERNANCE U.S. DEPARTMENT OF THE INTERIOR – OFFICE OF SELF GOVENANCE INTRO TO SELF GOVERNANCE FINANCE Ferndale, WA

OFFICE OF SELF GOVERNANCE FINANCIAL OVERVIEW FUNDING ADVANTAGES CONTRACTING V. COMPACTING SELF GOVERNANCE DATABASE [SGDB] SGDB REPORTS Authority to Obligate [ATO’s], ASAP & PAYMENT REQUESTS

Funding Advantages CONTRACTING COMPACTING Eliminates paperwork – Mods. Progressive payments Scheduled program reporting Unavailable access to Financial information COMPACTING One time processing – FA (Funding Agreements) Obligation is processed and available in total No reoccurring Financial reporting Access to SGDB (Self Governance Database)

Self Governance Database [SGDB] http://64.58.34.34/OSG/ No User ID Needed Headline News One Login per Tribe – Tribal SG Coordinators, CFO’s, Tribal Administrators Reports – Fund Status, Cumulative Obligations and Outstanding Funds Prior Year Info. Available – i.e. Negotiation Guidance, ATOs Authority to Obligate)

SGDB Report

Cumulative Obligation Tabs available for Overview

Outstanding 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need to be reviewed on RP [Reprogramming] Request Current “Clean-Up” project on-going Funds older than FY 2015/2016 are no longer valid

Reprogramming Request

Reprogramming Request

Reprogramming Request

Reprogramming Request

Authority to Obligate [ATO] Fiscal Year Award No. - corresponds with ASAP Acct. ID DUNS No. Detailed description of obligation “Roll Up” accts. & funded Programs

Automated Standard Application for Payments [ASAP]

TRIBAL PRIORITY ALLOCATIONS [TPA] BASE FUNDS

Flow of Self Governance Base Funds CONGRESS - Appropriates Bureau of Indian Affairs (BIA) Funds. OMB - Apportions funds to Indian Affairs-Office of Budget Management (IA-OBM).

BUREAU OF INDIAN AFFAIRS (BIA) Flow of Funds [cont’d] BUREAU OF INDIAN AFFAIRS (BIA) - BIA-OBM prepares sub-allotment document (FED) to transfer the base funds to the Office of Self Governance (OSG) according to the President’s Budget Request (if no changes occurred through the Congressional Appropriation).

GREENBOOK SG TPA TABLES

Federal Finance System [FFS] to Financial and Business Management System [FBMS] Bureau Fiscal Services encoded obligations SG had 2 major roll-up accounts to reconcile Program Codes were 5 character alpha/numeric FBMS OSG has the responsibility to encode all obligations Bureau Program match – reconcile up to 100 accts. 15 character Functional Area/Program Code

SELF GOVERNANCE FINANCIAL SYSTEMS Fbms Funding process Asap Udo reports Fast act transportation funding Funding stream project

FBMS Overview Obligation Overview

FUNDING PROCESS [Bureau and Tribal Responsibilities] Transfer documentation - FED [FBMS Entry Document] Financial commitment - PR [Purchase Requisition] Funding Obligation – Modifications/Grant Awards created and released Tribal Payment - ASAP [Automated Standard Application for Payments] Obligation documentation

Funding Process Beginning 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 Process Bureau 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 Process OSG 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 Process OSG 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 Process Tribal 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.

Funding Process OSG Function Try to complete obligations 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

ASAP [ Automated Standard Application for Payments] Access Pending payment request(s) Issues Sam.gov Access is provided to those tribal individuals that have been authorized to either, request or review payment information. As an ASAP Account Maintainer, various reports and information is accessed in order to provide as much assistance as possible. It is important that if the Tribe’s Payment Requestor is planning on leaving to contact the Bureau’s ASAP Liaison for assistance. New forms and authorization must be completed in order to grant access. But, please come through OSG for specific payment information. Also, it is imperative the tribe’s SAM.GOV account is maintained and updated in a timely manner. This is an annual process and letting this lapse tends to cause extended delays in receipt of funding.

ASAP Bureau ASAP POC: joann.metcalfe@bia.gov ASAP website and log on. Treasury will send the User ID and default password. Bureau ASAP POC: joann.metcalfe@bia.gov

ASAP OVERVIEW Tabs available for Overview These are the tabs that are available for use by the Account Maintainer.

ASAP vs. SGDB SGDB ATO [Authority to Obligate] ASAP Account ID How to decipher the account information in ASAP. We have included the Award Nos. on the ATOs. These are currently available from 2012 thru 2014. Once, we have created all Grant Awards for 2016, we will upload these numbers in the SGDB. The ASAP Acct. ID numbers identify the Grant Award that is associated with that payment. Now the 4 digit (0013) does not identify the ATO. Since ATOs can contain multiple obligations and ASAP reflects each and every modification, this would have to be determined by funding amounts.

UDO REPORT [Undelivered Orders] Overview Issues Quarterly Certifications KPMG Review UDOs reflect the obligations that have not been closed out for any given year. This report is required to be validated and reported on quarterly.

UDO REPORT This reflects a snippet of the UDO report that required research and comments.

Areas of Concern Days Elasped UDO reflects change (cents) The circled items are areas that are of particular interest to the Bureau’s Financial Mgmt. We receive a report prior to the UDO report that is particular to obligations less than $100. Change that was left on the table made up ¾ of this report. Although, our SGDB does not reflect cents at this time, it is noted in the Description area of the ATO. Also, KPMG is now tracking the UDOs so it is imperative to have payments processed as soon as possible.

TTP [ Tribal Transportation Program] Full funding currently available Addendums/Amendments Issues Distributions/POOs [Point of Obligation] In the past, we have had multiple issues regarding the tribe’s intentions regarding the method of distribution, i.e. Compact, contract, G2G, or Federal Highway. The Bureau Transportation will either hold funding or transfer the funds and when the tribe switches methods, transfers or requests have to be made which delays funding. When funding is delayed, Bureau Transportation will create a POO for the obligation which will create a hold on funding so it will not be returned to Federal Highway for re-distribution. The POOs are then released when the Carryover funds are released. This takes time.

Streamlining Process Special Project for funds distribution Central/Regional Offices, 638 Contracting and OSG Participation OSG Flowchart There is a Streamling Process project in place to try and identify the delays in distribution. POCs for every facet of funding was identified and contacted. OSG created a flowchart to provide an overview of the funding process from our prospective. The attached flowchart reflects the final submission to the Bureau Project Manager.

Flowchart

OFFICE OF SELF GOVERNANCE FINANCE Contacts: Danny.santiago@bia.gov – finance manager ph: 202-219-0245 Rufina.villicana@bia.gov – finance specialist ph: 202-208-5073 Celeste.engles@bia.gov – finance specialist ph: 202-208-5955 Lance.fisher@bia.gov – Finance specialist ph: 202-513-7707 FIONA.TELLER@BIA.GOV – Finance Specialist Ph: 202-513-7709 Osg-finance@bia.gov In the past, we have had multiple issues regarding the tribe’s intentions regarding the method of distribution, i.e. Compact, contract, G2G, or Federal Highway. The Bureau Transportation will either hold funding or transfer the funds and when the tribe switches methods, transfers or requests have to be made which delays funding. When funding is delayed, Bureau Transportation will create a POO for the obligation which will create a hold on funding so it will not be returned to Federal Highway for re-distribution. The POOs are then released when the Carryover funds are released. This takes time.