U.S. DEPARTMENT OF THE INTERIOR – OFFICE OF SELF GOVENANCE Office of Self Gov and Bureau of Indian Affairs – PARTNERS IN ACTION June 24, 2015 Baraboo, WI FEDERAL AND TRIBAL FUNDING PROCESS OVERVIEW RUFINA VILLICAÑA, FINANCIAL SPECIALIST – OFFICE OF SELF GOVERNANCE

o TRANSFER DOCUMENTATION - FED [FBMS ENTRY DOCUMENT] o FINANCIAL COMMITMENT - PR [PURCHASE REQUISITION] o FUNDING OBLIGATION – MODIFICATIONS/ GRANT AWARDS CREATED AND RELEASED o TRIBAL PAYMENT - ASAP [AUTOMATED STANDARD APPLICATION FOR PAYMENTS] o OBLIGATION DOCUMENTATION FUNDING PROCESS [Bureau and Tribal Responsibilities]

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.

ASAP vs. SGDB ASAP Account ID SGDB ATO [Authority to Obligate]

FBMS [ Financial and Business Management System] Steps to View Obligations: Core Financials Purchasing Display PO by Number Icon by Purchasing Doc. Drop down Arrow by Vendor box DUNS #

FBMS [ Financial and Business Management System] Obligation Overview: Grant Award/Vendor Code Tribal Name Program Title/Desc. Still to be Invoiced – payment not requested

Funding Process OSG Function Obligations are completed 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

Funding Process ATO [Authority to Obligate] Noted Items: Award No. DUNS # “Roll Up” accounts and Funded Programs Description of obligation

SGDB Tabs will appear when logged on

o ACCESS – GRANTED TO AUTHORIZED INDIVIDUALS THAT THE TRIBE HAS IDENTIFIED – TRIBAL SG COORDINATORS, CFO’S, TRIBAL ADMINISTRATORS, ETC. o A USER ID IS NOT REQUIRED FOR THE FRONT PAGE OF THE DATABASE. THE HEADLINE NEWS CAN BE VIEWED AND THE FILE LIBRARY IS ACCESSIBLE. o REPORTS – VARIOUS REPORTS ARE AVAILABLE IN THE SYSTEM, I.E. FUND STATUS [INCL. FOOTNOTES]; CUMULATIVE OBLIGATIONS AND OUTSTANDING FUNDS. o SGDB WEBSITE: HHTP:// /OSG/ SGDB [ Self Governance Database]

SGDB 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 2014/2015 are no longer valid

Funding Process Noteworthy Items Tribes – Any questions on the SGDB funded amounts, contact OSG and not the Program. FBMS FY Opening FY /24/2012 FY /17/2013 FY /20/2014

o – FINANCE MANAGER PH: o – FINANCE SPECIALIST PH: o – FINANCE SPECIALIST PH: o – FINANCE SPECIALIST PH: o OFFICE OF SELF GOVERNANCE FINANCE Contacts: