# Presentation: 533425

## 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
- 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
- Approved team size and configuration:
- Short team (C&GS) 10 positions
- Long team – additional 17 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.

## 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
- 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
- Agreements
- Payment Packages
- Cost Concerns
- Claims
- Guidelines
- Handbook Issues (work/rest, length of assignment, AD’s)

## Operating GuidelinesSouthern Area

- Suppression – IBA works for AA
- Has Forest Contact Information
- Costs are validated against WFSA
- Final Incident Package to Host Forest
- FEMA – IBA works for Regional IBA
- Costs are validated against MA’s
- 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
- $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”

## Shuttle AuditFindings

- Weak Financial Mgmt System
- Three areas
- Budget Object Code Classification
- Miscoded items
- Budget Categorization
- Expenses not properly categorized in billings
- Filing and Reporting Techniques
- Source documents hard to find, if at all
- Strong point
- 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
- Accountable Property - $106,543
- Cell phones - $47,542
- Award costs - $3,615
- 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?????
- Require accurate use of BOC
- 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.