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

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 Once Fiscal in your region migrates to ASC, FEMA codes will be set up at NIFC August 22, 2005 for Region 8 August 22, 2005 for Region 8

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 Type 1 & Type 2 teams have grown significantly in size, mobilized up to 110 people Approved team size and configuration: Approved team size and configuration: Short team (C&GS) 10 positions Short team (C&GS) 10 positions Long team – additional 17 positions Long team – additional 17 positions Trainees – maximum of 6 positions Trainees – maximum of 6 positions TOTAL # OF POSITIONS – MAXIMUM OF 33

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. Decision will promote cost containment and make more personnel available for assignment opportunities.

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

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

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

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

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

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.

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 $151.9 Million $105.7 Million – actual billings from FS $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” Required a review of “source documentation”

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

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

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

Shuttle Audit Duplicate Payments Contractual Services Commissary - $916,818

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

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

Shuttle Audit Suggestions Request USDA – OIG audit APMC program Improve accuracy & effectiveness of financial reporting by Including resource order number & camp location on its bills????? Including resource order number & camp location on its bills????? Require accurate use of BOC Require accurate use of BOC Implement standard documentation package 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

Agreements

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