Common S8/G8 Funding Execution Methods - PowerPoint Presentation

Slide1

Common S8/G8 Funding Execution Methods

Terminal Learning Objective

ACTION

:

Identify Common S8/G8 Funding Execution Methods

CONDITIONS:

FM Leaders in a classroom environment

using

doctrinal and administrative publications, self-study exercises, personal experiences, practical exercises, handouts, and

discussion

STANDARD

:

With at least

80%

accuracy, students must demonstrate proficiency during the

following learning activities:

Understand common funding execution methods to include: GCSS-A; Fuel; Class VIII Medical; Field Ordering Officer/Paying Agent FOO/PA; Transportation Account Code; Defense Travel System; Government Travel Charge Card; Contracts; Military Interdepartmental Purchase Request; Government Purchase Card; Exercises; Acquisition Cross Servicing Agreement, Emergency Leave

Is it Authorized?

Apply for ONS

Unit Develops Requirements and cost estimate

Unit Determines if it is authorized by MTOE/CTA/ONS/AR/FM

No

Yes

Standard NSN Item

Non- NSN

<

$3.5k

Services <2.5k

IT Related

$0-$25K

Service Contract

$2.5k-$249k

Non- NSN

$3.5k-$25k

Is it Funded?

No

Yes

Apply for Funding

(UFR)

Non-NSN

$25-100k

Commercial off the Shelf Product >$5k

Non-NSN

100K-249k

Non-NSN

>250K

Service Contract

>$250k

GCSS-A

GPC

GSA

GPC

Yes

MIPR

No

Yes

DARB

No

DARB

CARB

DARB

IT Related

>$25K

DARB

CARB

DARB

CARB

MIPR

MICC

DARB

CARB

DARB

Cost Dependent

(See Non-NSN)

Approved By S4/XO

ITAS Waiver

ITAS Waiver

DARB/CARB packets are

s

ent to the S4 Shop for

r

outing to DIV G4

G3 confirms requirement meets capability gap

G4 confirms requirement is authorized

DARB/ CARB / ERIS

G8 confirms fund availability

How do I Buy ____?

G3 FORCEMOD helps develop and submit ONS

GCSS-A: Global Combat Support System - Army

What is it?:

An Enterprise Resource Planning (ERP) tool to integrate the ordering and payment of supply across various classes. Who in my formation work with it?: S4, SPO, Maintenance Warrants, S8, CO XOsWhy should I care about it?: This is the most efficient way for a unit to show demand and procure necessary items. However, it is also the easiest way to burn through a BDE Budget without proper oversight! How can I leverage it?: Put in place best practices to prioritize spending, getting the right part for the right mission and enhance my unit’s overall readiness.What can I do to best utilize ZPARK:Educate all users, Commanders, and decision makersCreate a unit SOP for approval, ordering, and purchasingReview the ESR against the ZPARK on a daily basisPersonally Engage

As of 07 FEB 2017

Prepared by CPT Brent Wadas, (910) 908-7985, brent.a.wadas.mil@mail.mil

REQUIREMENT

REQUISITION

Fuel

BN S4 role:

Manages BN’s fuel programSigns for fuel keys from Fort Bragg LRC Fuel sectionMaintains accountability of fuel keysVerifies fuel usage reports to ensure auditabilityBDE S8 role:Facilitates maintenance of financial accounts that are linked to the fuel keysObtains/prepares financial reports that show class III usageSUST BDE role:Consolidates Divisional reports on a monthly basis

Provides fuel/support guidance to subordinate units

As of 10 FEB 2017

Prepared by CPT Vitaliy Plokhovskyy (VP), (910) 90-3330, Vitaliy.Plokhovskyy1.mil@mail.mil

How to Obtain Fuel Keys

Class VIII – Medical

BDE S8 role:

Funds medical ordering accountHelps BDE MEDOPS in generating annual class VIII budgetPrepares financial reports that show class VIII spendingEstablishes a financial account for class VIII spending Typically done during the 1st fiscal month of the yearBDE MEDOPS Role:Prepares annual budget for class VIIIExecutes class VIII portion of the budget Establishes an ordering account with US Army Medical Materiel Agency (USAMMA)

As of 10 FEB 2017

Prepared by CPT Vitaliy Plokhovskyy (VP), (910) 90-3330, Vitaliy.Plokhovskyy1.mil@mail.mil

How to Order Class VIII

Field Ordering Officer / Paying Agent

Field Ordering Officer (FOO): Responsible for executing micro-purchases. Trained by the MICC. Uses SF-44’s (Booklet issued by MICC)

Pay Agent: Carries cash and pays vendors according to FOO’s SF-44. Trained by Disbursing Agent (FMSU) and is issued cash by FMSU.Recommend 3 of each per Battalion. High risk to rely on 1 PAX to carry all of the cash.Ensure that FOO/PA are trained and packets are submitted to FMSU prior to alertsInclude FOO/PA inspections during SAV’s.Ensure GRB+1 units front load FOO/PA during alerts to allow issuance of SF-44 / Cash.

Bottom Line:

Without trained and certified FOO’s / PA’s; the deploying unit’s commander loses a valuable asset for sustained contingency operations.

Supporting Document:

FOO/PA

Smartbook

(Double click icon)

Transportation Account Code Request Process

What is it?:

TAC are used in the shipping and transportation process to link movement authority, funding approval, and accounting data for shipments of cargo and personal property in the Defense Transportation System (DTS). DTR, Part II, Appendix V, and the Appendix V attachments. This guidance and direction applies to the Military Departments and Services, the Joint Chiefs of Staff (JCS), and Defense Agencies. Who in my formation work with it?: S8, S4Why should I care about it?: TACs are the primary means of paying for transportation of cargo and equipment.How can I leverage it?: Plan early, the sooner the request gets to G4 DTO the cheaper your trans bill; if you request last minute you will pay doubleAs of 07 FEB 2017

Prepared by MAJ Michael Wallet, (910) 432-9682, Michael.c.wallet.mil@mail.mil

Required Documents

References

:

DTR, Part II, Appendix V, and the Appendix V attachments

Defense Travel System (

DTS)

What is it?: Fully integrated, automated, end-to-end travel management system that enables DoD travelers to create authorizations (TDY travel orders), prepare reservations, receive approvals, generate travel vouchers, and receive a split reimbursement between their bank accounts and the Government Travel Charge Card (GTCC) vendorWho in my formation works with it?: All Military and DoD Civilians are required to use DTS for all official travel with the exceptions of PCS and TCS travelWhy should I care about it?: Only authorized source to book and be reimbursed for Official TravelHow can I leverage it?: The Division Travel Office located in Gavin Hall will provide assistance and training to BDE and BN representatives as required. Utilize the recommended 3 reviewers and 2 approvers per BN to alleviate the wait time for approvals POCs:DTS Helpdesk, DIV G8, S8’s, S4’s

As of 15 FEB 2017

Prepared by DTS Help Desk (910) 432-8973, william.s.derma.mil@mail.mil

TRAVELER CREATES AUTHORIZATION

FUNIDNG SET ASIDE FOR TRAVELER IN ACCOUNTING SYSTEM

www.defensetravel.osd.mil

http

://

www.defensetravel.dod.mil

CTO RESERVES TRANSPORTATION, LODGING AND RENTAL CAR AS REQUIRED

ROUTING LIST OFFICIAL APPROVES AUTHORIZATION

PAYMENT(S) MADE TO TRAVELER AND GTCC AS APPROPRIATE

ACCOUNTING SYSTEM OBLIGATES FUNDS

ROUTING LIST OFFICIAL APPROVES VOUCHER

TRAVELER ATTENDS AND RETURNS FROM TRAVEL

TRAVELER CREATES VOUCHER WITHIN 5 DAYS OF TRIP RETURN

GOVERNMENT TRAVEL CREDIT CARD (GTCC)

What is it?:

The Government Travel Charge Card Program (GTCC) provides travelers with a safe, effective, convenient, and commercially available method to pay for expenses associated with official travel Who in my formation work with it?: Use of the travel card is mandated for all Service Members and DoD Civilians by the Travel And Transportation Reform act of 1998. Why should I care about it?: Only authorized source to book and be reimbursed for Official TravelHow can I leverage it?: The BDE and BN AOPC’s will be able to better assist the travelers and command teams with ensuring each traveler’s card is turned on for the period required, in the correct status and ensuring the command teams receive periodic reports of the individuals that are not paying the GTCC in a timely manner

TRAVELER ENSURES “SPLIT DISBURSMENT” OCCURS WHEN SELTTELING DTS SO GTCC IS PAID OFF AFTER TRAVEL COMPLETE

AOPC TURNS OFF TRAVELERS CARD UNTIL NEXT REQUIRED USE

http

://

www.defensetravel.dod.mil/site/govtravelcard.cfm

Link to GTCC Information/

Travel And Transportation Reform act of 1998.

https

://www.defensetravel.dod.mil/Passport/bin/Passport.html?CFID=77235430&CFTOKEN=9e1c9f1cea50e5af-DD7F1365-A5D6-7582-72C2C051B4B0799E

#

GTCC Training:

TRAVELER UTILIZED GTCC FOR OFFICIAL EXPENSES WHILE ON OFFICIAL TRAVEL

A/OPC ENSURES CARD IN ACTIVATED BEFORE TRAVEL

TRAVELER AND ODTA ADD GTCC NUMBER INTO DTS

TRAVELER AND AOPC COMPLETE APPLICATION TO RECEIVE GTCC

Government Travel Charge Card Program (GTCC)

Contracting Officer (KO)

Does:

- Serves as the only party responsible to obligate funds on behalf of the US Government- Advises and educates the Command Team on business and contracting matters (Business Advisor)- Accepts requirement packages from units to source through the proper channels- Advises units how to properly prepare and optimize the package for contracting action- Follows laws and regulations that if broken, can end careers and send the KO to jail- Sources what the unit needs, not necessarily what it wants, to accomplish the mission- Competes requirements to get the best price for the Government based on unit needs- Works with the Contracting Officer’s Representative (COR) to ensure contract performance standards

Does not:

- Develop or write requirements for units

- Create contracts for items that are sourced through the Army system

- Oversee or have visibility on contracts written by higher level agencies

- Supervise the Contractor or their employees

- Supervise the COR

- Award contracts to the Contractor of choice (Sole Source) unless thoroughly (legally) justified

- Pay the Contractor

- Bend or break rules on behalf of the CMD due to urgency, lack of planning or desire- Cut corners in the requirement package

- “Make it happen” or “Make it go away”

Bottom Line:

The

KO is a Tenant

U

nit Contracting Office assigned to the Installation. Creates contracts based on unit requirements. Falls under a Contracting Support Brigade and MICC.

Military Intradepartmental Purchase Order (MIPR) thru

DLA Troop Support Program

What is it?: A DLA program, which serves as alternate procurement vehicle for variety of purchases (tents, commo equipment, weapon racks, fork lifts, parachute liners, ECUs, etc.). Funded through GFEBS.Who in my formation works with it?: BN/BDE S4s have ordering accounts and BDE S8 serves as FOPOC (Finance Office Point of Contract).Why should I care about it?: Gives ability to procure items not available through Army’s usual supply channelsStreamlines contracting, which is easy to fund and executeNSNs items often available faster than through GCSS-ArmyHow can I leverage it?:Another way to execute funding and support the mission

As of 10 FEB 2017

Prepared by CPT Vitaliy Plokhovskyy (VP), (910) 90-3330, Vitaliy.Plokhovskyy1.mil@mail.mil

* Tents and related equipment does not require bidding by all 6 vendors. MIPR may be funded and sent to DLA based on a quote obtained directly from one of the vendors.

SOECustomerRegistration@dla.mil

SOEOrders@dla.mil

1 day 2-3 weeks 1 day 1-2 days 1-2 weeks 1-6 months

S4 DLA Unit S8 DLA DLA/Unit

Government Purchase Card (GPC)

- Requires training for a Cardholder, Billing Official and Alternate Billing Official (All three must be involved and appointed, or GPC is suspended)

- Monthly certification by Cardholder and Billing Official required to authorize payments online after billing cycle ends on the 20th of each month - Cardholders within three (3) business days - Billing Officials within five (5) business days- Cardholder is the only person authorized to order, obligate funds and/or use the GPC- GPC requires funding prior to use, certified by RM- Used as the form of payment on some contracts- No repetitive purchases; if recurring, must contract- No split purchases- Unauthorized Commitment (UAC) if rules violated- Subject to audits and reviews to stay current

- WHEN IN DOUBT, CALL THE GPC OFFICE FIRST

- $3,500 purchase limit for supplies

- $2,500 purchase limit for services

- $2,000 purchase limit for construction

- $25,000 purchase limit for supplies if sourced from a GSA vendor with GPC office authorization

- No service incidental to the supply allowed,

such as installation, maintenance, etc.

- Must use mandatory sources first- All GPC purchases are Tax Exempt

Training Card for Non-Governmental Training- $25,000 purchase limit for commercial off the shelf (COTS) training for military members only

- No military specific training (SHARP, EO, etc.)

Bottom Line:

The GPC is a credit card to allow micro-purchases for mission essential items by appointed and trained personnel on behalf of a unit.

FORSCOM FUNDED EXERCISES

What is it?:

These events are centrally funded by FORSCOM (CTC Rotations, WARFIGHTER or FORSCOM Directed EDRE)Who in my formation work with it?: Command teams at BDE and BN, Plans & Ops at DIV, BDE and BN levels. Why should I care about it?: Commanders and Planners better understand process of funding for exercisesHow can I leverage it?: The Field Budget Estimate is the driving force behind funding. Being as detailed as possible for all participants in exercise will ensure no funding short fallAs of 15 FEB 2017

Prepared by MAJ Michael Wallet, (910) 432-9682, Michael.c.wallet.mil@mail.mil

Requestors submit requirements(Contracts, GPC, TDY, Trans) to G8 for funding

Planners at DIV and BDE prepare detailed Field Budget Estimate, is Funding Adequate?

Submit to G8

Division receives funding based on Prepared Unit listing

G8 ensures requirements are funded in timely manner

Planners Submit FBE to FC G3 showing shortfall/G8 submit ERIS requesting additional funding

WHAT IS NOT

FUNDED?

NO

YES

WHAT IS FUNDED?

-

BUS TRANS FOR ALL NOT TLE PARTICIPANTS (OC & OPFOR INCLUDED) WITHIN 18HRS DRIVING (FC 37-1-1

)

- TRANS OF EQUIPMENT TO AND FROM EXERCISE FOR ALL NON TLE

UNITS

- LIFE SUPPORT AT

EXERCISE

- LTP FOR EXERCISE (INCLUDING DTS)

Acquisition Cross Service Agreement

What is it?:

Legal authority for you to provide or receive logistical service/support from a foreign country.Who in my formation works with it?: BN/BDE S4s and S3s (planners – interop) only used for exercisesWhy should I care about it?: US law prohibits buying, selling, giving, and loaning support to another country without legal authority, ACSA statute provides authority IAW 10 U.S.C. Sections 2341 through 2350How can I leverage it?: Reduce costs to you or allies by utilizing logistics already established instead of shipping logistics, or paying for new logisticsAs of 10 FEB 2017

ACSA – ‘The Roots’:

“Agreement.” International agreement between the US DoD and foreign military or defense establishment, facilitating the exchange of Logistics Support, Supplies and Services (LSSS) between the “Parties.”

Implementing

Arrangement (IA

): - ‘The Branches’

supplemental

international agreement negotiated to specify implementation of an ACSA for special situations. Previously, a general document that accompanied older MLSA’s & ACSAs.

ACSA Order/ Mutual Logistics Support (MLS) Order – ‘The Leaves’:

When signed by authorized POCs of both parties, it obligates the exchange of LSSS for cash, Replacement-In-Kind (RIK), or Equal Value Exchange (EVE).

AGATRS creates this SF1-3a Order Form.

Prepared by MAJ Michael Wallet, (910) 432-9682, Michael.c.wallet.mil@mail.mil

ACSA One Stop Shop

The Process:

Emergency Leave

What is it?:

OCONUS Soldier’s Emergency Leave is funded with Brigade FundingWho in my formation works with it?: BN/BDE S1s and S8s Why should I care about it?: Emergency Leave is a time sensitive funding action and can constitute a significant portion of a Brigade’s BudgetHow can I leverage it?: Control the program carefully by briefing S1 personnel on their roles and responsibilities to prevent unobligated disbursements to commercial flight carriers G8/S8 G8/S8 Unit S1

Red Cross Unit Staff Duty Commander BDE/BN S1 Travel Office Commercial Carrier S8

Line of Accounting Creation and Preparation

Practical Exercise

Create a Miscellaneous Obligation Non-PPA FMZ1

GFEBS TED: https://trgdelep.gfebs-erp.army.mil/ Utilize the “Create a Misc. Obligation Non-PPA FMZ1” in GFEBS Job Aids to complete this transaction

Reference GFEBS Battle Drill #08

Check

on Learning

39

Q1:

This entity s

ources

what the unit

needs to

accomplish the mission

A1

: Contracting Officer

True/FalseQ2:

Split purchases can be made using a GPC.

A2: False

Summary

26

Questions?

41

Terminal Learning Objective

ACTION

:

Identify Common S8/G8 Funding Execution Methods

CONDITIONS:

FM Leaders in a classroom environment

using

doctrinal and administrative publications, self-study exercises, personal experiences, practical exercises, handouts, and

discussion

STANDARD

:

With at least

80%

accuracy, students must demonstrate proficiency during the

following learning activities:

Understand common funding execution methods to include: GCSS-A; Fuel; Class VIII Medical; Field Ordering Officer/Paying Agent FOO/PA; Transportation Account Code; Defense Travel System; Government Travel Charge Card; Contracts; Military Interdepartmental Purchase Request; Government Purchase Card; Exercises; Acquisition Cross Servicing Agreement, Emergency Leave