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Reimbursement Packet Training October 31, 2007 Presented by Arizona HIDTA and Arizona Criminal Justice Commission.

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Presentation on theme: "Reimbursement Packet Training October 31, 2007 Presented by Arizona HIDTA and Arizona Criminal Justice Commission."— Presentation transcript:

1 Reimbursement Packet Training October 31, 2007 Presented by Arizona HIDTA and Arizona Criminal Justice Commission

2 HIDTA’s Mission “The mission of the HIDTA Program is to disrupt the market for illegal drugs in the United States by assisting federal, state, and local law enforcement entities participating in the HIDTA Program to dismantle and disrupt drug trafficking organizations, with particular emphasis on drug trafficking regions that have harmful effects on other parts of the United States.”

3 Who Are We?  Amanda Zibell, ACJC Interim Financial Manager  Jane Humphries, AZ HIDTA Financial Assistant  Tiffany Ashworth, ACJC  Susan Steger, ACJC  Clair Bice, Pima County  Linda House, Pima County

4 Overview  Program policy & budget guidance  Packet requirements  How to put a packet together  Common packet issues

5 Program Policy & Budget Guidance Overview  Supplanting of funds  Performance period  Restrictions on HIDTA funds:  Overtime  Vehicles  Prohibited uses of HIDTA funds

6 Program Policy & Budget Guidance Overview (cont)  Reprogramming  Forfeiture Proceeds  Confidential Payments  Financial Reporting  Chart of Accounts

7 Supplanting of funds  HIDTA funds must supplement not supplant existing funds.  Examples of Supplanting:  Items already budgeted in other funds  Positions funded through another source and not re- hiring the position  Paying for items the agency normally purchases

8 Performance period  Initial grant period - 2 years (HIDTA 17 on)  Grant period federal fiscal year-FFY (10/1 – 9/30)  State and Local agencies:  Can request 1 year extensions up to 5 years  Must be approved by ONDCP  Not guaranteed  Federal agencies:  Grant ends at end of initial grant period

9 Restrictions on HIDTA funds Overtime  Eligibility for overtime:  State and local law enforcement officers  Uniformed federal agents  Non-law enforcement – must be exclusively HIDTA related  Authorized uses:  Parent agency must allow overtime  Support HIDTA case or activity

10 Restrictions on HIDTA funds Overtime (cont.)  Overtime not authorized for the following:  Training attendance  Financial management  Drug treatment  Drug demand reduction or prevention  Non-investigative – Admin work  OCDETF Overtime:  Use OCEDTF funds first

11 Restrictions on HIDTA funds Overtime (cont.)  Maximum overtime amounts:  Shall not exceed the lower of:  Parent agencies policies and procedures  25% of the federal GS-12 step 1  Law enforcement officer uses:  Federal Law Enforcement Officers (“Rest of US”) scale  Non-law enforcement officer uses:  General Schedule (“Rest of US”) scale  Agency selects 12 month period (keep consistent)  Calculating HIDTA-funded overtime:  Gross hourly overtime rate X Hours worked

12 Restrictions on HIDTA funds Overtime (cont.)  Responsibilities for compliance  Parent agency or Initiative commander  Eligibility of expenditures  NO duplicate reimbursement for overtime  Must provide tracking sheet with reimbursement request  Non-compliance  Repayment by parent agency if:  Exceeds overtime limit  Overtime not HIDTA related

13 Restrictions on HIDTA funds Vehicles  Vehicle eligibility:  State and local law enforcement officer  Assigned fulltime to HIDTA initiative – on 24 hr recall status  Parent agency does not provide vehicle  Non-law enforcement officer:  Needs ONDCP approval  Vehicle usage:  Must be used for HIDTA-related business

14 Restrictions on HIDTA funds Vehicles (cont)  HIDTA funds may be used to:  Purchase a special purpose vehicle  Example surveillance van, for participating agency  Vehicle allowance:  Lease or purchase vehicle:  Use of privately-owned vehicles  Inventory:  Vehicles purchased must be in Inventory system  Ownership  Federal Agency Prohibition:  Not eligible for vehicle costs or purchase

15 Prohibited uses of HIDTA funds  Clothing or clothing allowances  Food and beverage items, including coffee makers  Personal hygiene or medication items  Professional association or bar dues  Promotional or representational items (e.g., hats, pins, T-shirts, or other memorabilia)  Gifts

16 Prohibited uses of HIDTA funds  Real property  Travel that does not benefit the HIDTA program  Weapons and holsters  Ammunition  Standard issue departmental-type raid/tactical gear

17 Reprogramming  Level A:  Requires ONDCP Approval  Moving funds from one RR to another  Grant under $100,000  Amount equal to or greater than 35% current budget  Grant over $100,000  Amount equal to or greater than 20% current budget  Level B:  Requires HIDTA Director Approval  Moving funds between budget categories

18 Reprogramming  Deadlines:  From federal agency to federal agency  Submitted to ONDCP by June 30 of FFY following appropriation of funds.  Between federal agency to state or local agency  Submitted to ONDCP by July 31 of FFY for which the funds were appropriated.  Between state and local agencies  Submitted to ONDCP by July 31 of FFY for which the funds were appropriated.

19 Reprogramming  Important things to remember:  Should be the exact dollar amount (do not round)  Signed by Resource Recipient (RR) and Initiative Commander  Always verify budget before sending in reimbursement packet

20 Forfeiture Proceeds  RICO/Forfeiture money:  NOT considered program income  ONDCP encourages the money to be used to supplement HIDTA-funded activities

21 Confidential Payments (P/E P/I)  Purchase of Services (P/S)  Purchase of Evidence (P/E)  Purchase of Specific Information (P/I)  Must have:  Written procedures  Reimbursement requests must meet ONDCP guidelines  Documentation

22 Financial Reporting  ACJC Financial Report:  HIDTA FY 2006 – Cycle 16 and 17  Pima County Financial Report:  HIDTA FY 2005 – Cycle 15 and earlier  SF269 – Federal Financial Report:  All federal agencies must file quarterly

23 Chart of Accounts  Quick Reference Sheet  Detailed Expenditure Sheet

24 Packet Requirements  Personnel  Financial Statement (highlighted)  Timesheets  Must be legible  With appropriate signatures  Fringe  Financial Statement (highlighted)  Timesheets (If not already provided)

25 Packet Requirements  Overtime (OT)  Financial Statement (highlighted)  Timesheets (If not already provided)  Authorization sheets – if agency requires  OT tracking sheet

26 Packet Requirements  Travel  Financial Statement (highlighted)  Travel Claim forms – not Advances  Appropriate back-up documentation  Hotel receipts  Rental car receipts  Other travel related receipts  Conference Registration fees (go in Services)

27 Packet Requirements  Facilities  Financial Statement (highlighted)  Invoices  All required back-up information for payment  Packing slips, quotes, etc.  Services  Financial Statement (highlighted)  Invoices  All required back-up information for payment  Packing slips, quotes, etc.  Conference Registration fees (go here)

28 Packet Requirements  Equipment  Financial Statement (highlighted)  Invoices  All required back-up information for payment  Packing slips, quotes, etc.  Inventory  Over $500 logged on Monthly Financial Report (ACJC)  Need to be logged into agency and HIDTA inventory system  Ownership of Equipment – Fiduciary  FY 2005 – HIDTA 15 grant and earlier – Pima County  FY 2006 – HIDTA 16 grant and later – ACJC  Equipment disposal – Steve Pferdeort

29 Packet Requirements  Supplies  Financial Statement (highlighted)  Invoices  All required back-up information for payment  Packing slips, quotes, etc.  Other Costs  Financial Statement (highlighted)  Invoices  All required back-up information for payment  Packing slips, quotes, etc.  Confidential Payments  Receipt of services provided  P/E P/I

30 How to put a packet together (cont)  1 copy of Monthly Financial Report (MFR)  1 copy of MFR for each budget category requesting reimbursement  Need to be exact figures – NO rounding  Financial reports for each budget category

31 How to put a packet together  Invoices and back-up documentation for each budget category (see packet requirements)  Highlight or circle amounts requesting reimbursement  Run calculator tape on highlighted items

32 Common Packet Issues  Disallowable costs  Late fees  Uniform allowances  Expenditures in wrong budget categories  Registration fees for conference – Service  Postage - Services  Travel Claims  Advance without final/closeout travel claim form  Back-up invoices/receipts not provided

33 Common Packet Issues (cont)  Paying past due charges  Not including:  Finance reports  Timesheets (legible)  Overtime verification sheets  Staples on packet  2-sided copies

34 Wrap-up  Program policy & budget guidance  Packet requirements  How to put a packet together  Common packet issues

35 Questions


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