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2005 EMERGENCY INCIDENT BPA (BLANKET PURCHASE AGREEMENT) PAYMENT PROCEDURES (NOT PAID BY GOV’T CREDIT CARD)
INCIDENT UNIT RESPONSIBILITY:
. Submit all original receipting documents (cash register receipts, delivery invoices, etc.) to the Incident Payment Center (IPC), Ogden, Utah. Ensure that proper documentation is included and completed (signatures, P-Code, region/unit override) for each receipting document as follows:
a. Original Commercial Invoice(s) and/or Cash Register Receipt with costs broken down by P-Codes and signature receipting for goods and/or services (signature, title, and date), b. Copy of Resource Order(s), and c. Other pertinent documentation; i.e., applicable logs, general messages, etc.
. Mail documents to USDA-Forest Service, Incident Payment Center, 324 25th Street, Ogden, Utah 84401.
. Keep copy of all documentation forwarded to the Ogden IPC for the Incident Unit’s records.
. Designate a forest contact for questions related to processing the payments and notify payment center of contact person(s) and phone number.
. Refer calls from BPA vendors to the IPC at 801-625-5544.
PAYMENT CENTER RESPONSIBILITES:
. Receive original commercial invoice/statement in accordance with the BPA.
. Track all BPA documents received and process properly completed payments within 7 days of receipt, post all receipt and payment activity to the IPC website, at http://fsweb.r4.fed.us/fas/eera/ipc_index.html.
. Match up Vendor’s original commercial invoice/statement assuring the billing statement is accurate and in accordance with terms and conditions of the BPA.
. All payments will be processed using Region 15, Unit 02 (1502) utilizing the automatic document numbering of 4IPC5. The accounting will reference the incident Region and Unit code, unless the jurisdiction is that of another agency; in
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which case the Region and Unit code will be 1502. Accruals (RC documents) will be referenced on all payments if previously established. 2005 EMERGENCY INCIDENT BPA (BLANKET PURCHASE AGREEMENT) PAYMENT PROCEDURES (NOT PAID BY GOV’T CREDIT CARD)
PAYMENT CENTER RESPONSIBILITES (Continued)
. Follow-up with incident unit on any incomplete documentation.
. Mail a letter to the vendor outlining details of the original invoice amount by incident and order number, reason and amount of changes that were made to the invoice at the IPC and answer questions from vendors regarding payment status.
. Retain all original BPA paid documents to record retention standards.
. Coordinate payment issues with the incident unit Region IAC and Acquisitions Management Director.
. When necessary, issue any bill for collections to vendors as necessary.
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2005 INCIDENT COOPERATIVE AGREEMENTS PROCESSING PROCEDURES
Incident Financial Services in Camino, CA will be responsible for accounting process for all emergency incident cooperative agreements except for Idaho agreements which will be processed by the Boise National Forest in Boise, Idaho and Utah agreements which will be processed by the Incident Payment Center in Ogden, UT (see Receivables and Advance Collection Agreements group direction on non-emergency incident or presuppression activities).
The direction below has been developed in order to meet the varied requirements for payments/collections related to cooperative agreements for the 2005 incident year.
INCIDENT UNIT REPONSIBILITIES:
Payments-Cooperative agreements by incident (including Cost Share) Receive invoices from cooperators. Verify appropriate costs, sign and date for services received (continue to use the current verification process). Forward the package to the proper Payment Center. If the agreement/operating plan have not been provided to the center previously, include it as part of the supporting documentation. Follow direction for Fiscal year-end reporting requirements.
Billing-Cooperative agreements by incident (including Cost Share) Notify the identified Payment Center via e-mail when cost share incidents occur. Provide copy of cost share agreement when finalized. Review billing packages provided by the Payment Center staff. Upon completion of the review, units will return the package with documentation of any changes to the proper payment center for preparation of the final billing. Disputes by cooperators will be negotiated directly with the incident region/unit following direction in the cooperative agreement/operating plan. Upon settlement of a dispute, transmit documentation of the results to the Payment Center and a revised bill will be prepared if necessary.
Billing and Payment-Cooperative agreements annual process Notify the identified Payment Center of all incidents to be included in annual bill or payment. Send listing via e-mail to the identified Payment Center. Review the financial package provided by the Payment Center, and return the package with documentation of any changes (including offsets if stipulated in the cooperative agreement) to the proper Payment Center for final billing or payment.
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2005 INCIDENT COOPERATIVE AGREEMENTS PROCESSING PROCEDURES
INCIDENT UNIT REPONSIBILITIES (Continued):
If a payment is indicated, an invoice from the cooperator with FS signature and date for “services received” is required. Resolution of any disputes by cooperators will be negotiated directly with the incident region/unit as prescribed in the cooperative agreement. Upon settlement of a dispute, transmit documentation of the results to the Payment Center and a revised bill will be prepared if necessary.
PAYMENT CENTER RESPONSIBILITES:
Identify billable incidents utilizing the Firecode system. Run transaction registers, audit expenses against the agreement/operating plan, prepare a summary and send a package to the unit for cost review and/or negotiation with cooperator. Upon return of the package prepare/process bill for collection. Submit requests for WFEX authority to appropriate Regional Budget Staff Establish R-codes and processing accounting adjustments Track, audit and process payments Follow direction in Fiscal year-end instructions Coordinate with units to resolve issues. Cooperative agreements-annual process: Payment Center staff will run cost reports for identified incidents, prepare a summary by incident and send a complete package to the unit for cost review and/or negotiation with cooperators.
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2005 FIXED-WING AND RETARDANT ACCRUAL PROCEDURES
For 2005, the process will remain streamlined by having the Ogden Incident Payment Center (IPC) record accruals for all activity (regardless of the size class) related to all Forest Service contracted fixed-wing aircraft and full service retardant costs utilized on emergency incidents. INCIDENT UNIT RESPONSIBILITIES: (Incident Unit is defined as Forest HQ, Region HQ, Aerial Fire Depots, Staging Areas, Air Bases, Dispatch, NIFC, etc.): . Exclusive Use Fixed-Wing Aircraft: Administrative Base submits FS-6500-122 forms electronically (preferred method) to [email protected] or fax to (801) 625-5678 to the IPC for all Forest Service contracted fixed-wing aircraft utilized on emergency incidents, regardless of size class or jurisdiction. . Call-When-Needed (CWN) Fixed-Wing Aircraft: Using Base submits FS- 6500-122 forms electronically (preferred method) to [email protected] or fax to (801) 625-5678 to the IPC for all Forest Service contracted fixed-wing aircraft utilized on emergency incidents, regardless of size class or jurisdiction. . Full Service Retardant: Tanker bases submit daily summary cost information for Full Service Retardant services with summarized cost information by emergency incident job code(s) electronically to [email protected] or fax to (801) 625-5678. NOTE: Summary information, such as the Incident Fixed-Wing Base Daily Use and Cost Summary (Form ATB-9), is acceptable for the above purposes. However, the documentation must, at a minimum, contain aircraft registration number (FAA identification number), contract number, job code, and daily aircraft use or retardant expense. INCIDENT PAYMENT CENTER RESPONSIBILITIES: . Receive and accrue Forest Service contracted costs submitted from Incident Units, as outlined above, on a daily basis. . Receive and accrue DOI, Aviation Management (DOI-AM, formerly known as OAS) costs on a daily basis from DOI-AM (includes all DOI-AM aircraft and other DOI-AM contracted resources such as pilots, etc.). . Reference applicable accrual and/or obligation information on DOI-AM accounting summary information prior to submitting IPAC billing to the National Finance Center. . Serve as a Liaison between the National Finance Center and the DOI-AM for IPAC reconciliation. . Service as Audit Liaison for DOI-AM IPAC billings.
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