U S DEPARTMENT OF THE INTERIOR OFFICE

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

FUNDING PROCESS [Bureau and Tribal Responsibilities] 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 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 • Function of the Awarding Official • Erroneous accounting information cited • 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 reprinted

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

SGDB [ Self Governance Database] 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: //64. 58. 34/OSG/

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 2013 10/24/2012 • FY 2014 10/17/2013 • FY 2015 10/20/2014

OFFICE OF SELF GOVERNANCE FINANCE Contacts: o DANNY. SANTIAGO@BIA. GOV – FINANCE MANAGER PH: 202 -219 -0245 o RUFINA. VILLICANA@BIA. GOV – FINANCE SPECIALIST PH: 202 -208 -5073 o CELESTE. ENGLES@BIA. GOV – FINANCE SPECIALIST PH: 202 -208 -5955 o LANCE. FISHER@BIA. GOV – FINANCE SPECIALIST PH: 202 -513 -7707 o OSG-FINANCE@BIA. GOV