Work Example - Funding Business Rules

Division

Funding Business Rules

WHAT MONEY IS AVAILABLE? All funds are budgeted and require continual management to ensure we do not overspend and they are used for their intended purpose Purpose – To perform routine maintenance and resupply of units based at home station, not in support of any operation or exercise in which other funding is available (e.g GWOT, CTC, FHP) Purpose – Provides funding to support 100% of costs incurred by units conducting training at a CTC (CMTC, JRTC, NTC, WFX, MRX) Typical Uses – All classes of supplies, equipment, temporary duty, transportation and services Typical Uses – Transportation (equipment and personnel); contract support, civilian labor costs, reimbursement of costs incurred by the CTC Purpose – Provides funding to support 100% of costs incurred by units supporting the OIF or OEF operations Purpose – Provides funding to support high costs of aviation repair parts and fuel Typical Uses – All classes of supplies, equipment, temporary duty, transportation and services Typical Uses – Class IX aviation repair parts, JP8 aviation fuel, equipment and services for aircraft Home Station Training GWOT Funding CTC Funding Flying Hour Program

WHEN CAN I USE IT? Availability – Available at home station to support all costs related to the training, maintenance or operations of the unit while at their home station. - Example: Gunnery, lanes training, maintenance of vehicles, TDY costs. Availability – Available at homes station and training center to pay for costs associated with the preparation, training, execution and recovery from a training center exercise. - Example: TDY costs associated with NTC; POL purchases at home station to support NTC rotation, all costs incurred at JRTC. Availability – Available at home station and in theater to support all costs related to pre-deployment, deployment and recovery from an OIF or an OEF deployment. Deployment windows normally associated with when funding is available - Example: Availability – Available at home station to support all costs related to the operation and maintenance of aircraft. Only provided to the Air Cavalry Brigade Example: Aircraft Class IX parts and fuel. M J J A S O N D J F M A Home Station GWOT / In Theater GWOT Ready Force 90-Days Home Station Training GWOT Funding CTC Funding Flying Hour Program

When to use – Cost Between $1 and $3,000. Item is not available in the supply system. Item is not on restricted items list. Requires billing official approval When to use – Follows standard approval process. Funding is sent to another DoD organization with an existing contract of the requirement. The agency processes the order on behalf of the requestor. When to use – Costs greater than $3,000. Item is not available in the supply system. Follows standard approval processes HOW DO I GET IT? Stock Fund requisitions are processed through the Standard Army Retail Supply System (SARSS) – Project codes and fund codes link the requisition to the correct pot of money for the unit Procurement Tools Communicate the purpose of all non-stock purchases, regardless of procurement tool used, to your budget officer to ensure the costs are applied correctly MIPR ~~~ ~~~~~~~ ~~~~~~~~ ~~~~~~~~ ~~~ GWOT Guidance - Use project code 9GQ and fund code QR for requisitioning CL IX and fund code QS for all other classes of supply related to reset of equipment; if not used in SAMS-E & PBUSE the Army Supply System will charge your HST account Units must ensure they process requisitions under the correct DoDAAC and utilize the correct project and fund codes in SARSS to ensure costs are applied to the correct pot of money The Supply System Commercial Purchases CTC HST GWOT Stock Fund (SARSS) GPC Non- Stock Fund (COTS) CTC HST GWOT

WHAT ARE THE LIMITS? (Non-Stock) CARB = CORP Acquisition Review Board ONS = Operational Needs Statement Goal 1 Waiver = Department of the Army IT requirement Note: All CARB packets must be staffed through the DIV CoS prior to submission

CORPS Acquisition Review Board (CARB)

Purpose - to ensure all expenditures are bona-fide needs and reflect the best value to the United States to accomplish the mission and achieve required standards.

Responsibilities - The CARB reviews all mission funded requirements for service contracts, temporary hires, and term hires, regardless of source of funds. Additionally, the CARB reviews requests for contingency operations (GWOT) funded ADP (regardless of cost) and all GWOT funded equipment costing $200,000.00 or more.

Documentation Required

Personnel Service Submittal Form (as applicable)

Performance Work Statement (as applicable)

Equipment Submittal Form (as applicable)

Equipment Specifications (as applicable)

Commanders Endorsement memo

Tip: Provide a good action officer email to remain apprised of status and be available to answer board questions CARB ~~~~ ~~~~~~~ ~~~

Acquiline Routing

BCT/BN/CO – inputs requirement into Acquiline. Must have Acquiline access and Wide Area Workflow (WAWF) access

BCT S4 / Budget office – validates requirement and captures costs against BCT Budget

Accountability/Receiving office – Installation property book office (IPBO) or receiving (IRMC)

“ Other routing as required” – ADAP must be routed through DOIM IT; >$100k must be routed through CAV G4 for CoS approval

CAV RM – applies appropriate funding to requirement based on units stated purpose

PD2 – contracting office negotiates and awards contract, schedules delivery to unit

* Note: Prior to routing in Acquiline obtain required approval for the requirement (e.g. CARB, FORSCOM) and attach in Acquiline

Standard Fiscal Law Restrictions…

No…

Meals of any kind (B,L,D). Light refreshments and snacks may be provided at official meetings

Personal Services / Expenses of any kind, like spurs, Stetsons, unit parties, etc.

Gifts of any kind, like cup & flower funds, unit t-shirts, belts/belt buckles, Leatherman knives. (Unit Commanders Medallions and reenlistment propaganda are exceptions)

On post construction or maintenance of facilities …all requirements for on post construction, maintenance or purchase of facilities, roads, barracks, motor pools, training areas should be routed to IMCOM

MONEY RULES OF ENGAGEMENT (Rules for Standard HST Spending)

FAQs Q: Acquiline Training? – Acquiline provides access for units to request commercial purchases using their budget. S4’s should have a trained Acquiline administrator to complete requisitions. Contracting provides training the POC is Ms. Alison Frank, [email_address] DSN 737-5676. Q: Can I buy GWOT equipment when I am not in the 90-day window? Normally No. Exception are for bona fide purchases in which the lead time to receive the item would prevent the unit from receiving such item prior to the required delivery date. Q: What happens if we exceed our budget? Units may not exceed their funding distribution without the concurrence of the Division comptroller and approval of the Chief of Staff. Non-Stock requests will not be processed by the division G8 until the unit has an approved revised budget to support their requirements. Q: What is WAWF? WAWF = Wide area work flow. It is used by units to verify receipt/inspection of goods and/or services which ensures the vendor will be paid for providing them. The CORPS G4 COMET team is the proponent for WAWF training. See POC listing for contact information.