1. 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

2. 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

3. 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)

4. 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)

5. SGDB Report

6. Cumulative Obligation
Tabs available for Overview

7. 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Funds older than FY 2015/2016 are no longer valid

8. Reprogramming Request

9. Reprogramming Request

10. Reprogramming Request

11. Reprogramming Request

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

13. Automated Standard Application for Payments [ASAP]

14. TRIBAL PRIORITY ALLOCATIONS [TPA] BASE FUNDS

15. 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).

16. 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).

17. GREENBOOK SG TPA TABLES

18. 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

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

20. FBMS
Overview
Obligation Overview

21. 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

22. 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?

23. 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

24. 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

25. 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

26. 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.

27. 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

28. 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.

29. 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:

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

31. 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 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.

32. 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.

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

34. 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.

35. 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.

36. 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.

37. Flowchart

38. OFFICE OF SELF GOVERNANCE FINANCE Contacts:
– finance manager ph:
– finance specialist ph:
– finance specialist ph:
– Finance specialist ph:
– Finance Specialist
Ph:
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.