COSTS/OBLIGATIONS



2020 IMPORTANT COST ITEMS

Correct data input into the Cost Database is very important for not only Accruals but for Agency Billings and Cost Share Agreements. It is important that you enter all of the information correctly and review/update on a daily basis. Do not just rely on the databases to populate your COST. Please use incident cost coding matrix to assist you with this coding.

To be successful on entering cost/accrual data you must work closely with all parties involved with the e-ISUITE programs. The input of information by your Computer Technical Specialist (CTSP), Resource/Status Check-in (RESOURCES), Time Unit Leader (TIME), Procurement Unit Leader (PROC), Personnel/Equipment Timekeepers (PTRC/EQTR) is critical to ensuring accurate data. The Unit Identifier, Jurisdictional Agency, Payment Agency, and Accounting Codes, if input wrong can affect your data and how your reports come out which affects Agency Billings and Reimbursements.

Incident agency need the daily cost summaries and may request a copy of the accruals. The Incident home unit will be required to continue with accruals “until the incident is complete” for the US Forest Service so you need to be prepared to have some type of hand off to the host unit on your e-ISUITE database as well as a back-up of the data. You may want them to send someone up to the incident to work with you on the last day. NOTE: You must complete a US Forest Service ACCURAL download daily no matter what the jurisdictional agency may be, you most likely will have federal hired resources that need accrual (out of state, state resources, national contracts, caterers, and Forest Service hired AD)

For Federal Incidents use Chapter 80 of the Interagency Incident Management Handbook (current year) to obtain the costs for items. NOTE: Rates for agency equipment/personnel may fluctuate between regional area. Review standard rates loaded into e-ISUITE to ensure no drastic cost estimate overage/underage.

ITEMS TO REMEMBER TO ADD IF NOT ACCOUNTED FOR ELSEWHERE (buying team spreadsheet, EERA, etc.)

1. Aircraft – If an aircraft is OAS you will get that from your Air Ops (don’t forget IR Flights and Drones!)

2. NERV/Rental vehicles

3. Investigation Costs (charges stop when it is found to be human caused)

4. Security

5. Dump Fees

6. Dumpsters

7. State Kitchen and Crew – Two lines should be added, one that has the daily kitchen cost and the for food.1

8. Contract Kitchen (Get use from FDUL)

9. Office/Yurts Rental

10. Phones (Always remember to look at the costs of installing phones to incident. Communications can usually help you. )

11. Potable Water (the water itself not the truck)

12. Shuttles / Drivers

13. Sewer Charges (Grey water fees)

14. Mob In/Out – Most drive less than 3 hours estimate $400 round trip calculated on the day they arrive. 1

• If individuals are flying in create a separate line and add average one-way flight cost of $500-$1,000 X2.

15. Cache - $60 per day per person not including contractors (if cost share will adjust as needed at adjudication) 1

16. STATE Specific Items –

a. For Oregon state equipment use an average of $60 per day for each piece of equipment.

b. For Washington state equipment use the Washington State Wage and Equipment Rate Guide.

17. Toilets follow contract/agreements

18. Utilities, Hookup

19. Traffic Signs (ODOT/WDOT)

20. Supplies - Buying Team purchases – Past practice has been to post total buying team costs adding incremental change each day.

21. Laundry Service

22. Inmate Crews (Will be tracked with the Crew Supervisor (C-Number)). Actual hours will be entered into TIME, the amount per hour will need to be adjusted. Check STATE rate guides for inmate hourly rate, (X) crew, (X) actual hours worked.

23. Expanded Dispatch / Host Dispatch / Buying Team (unless being charged to another code)

24. National Guard/Costs to the State

Daily Routines:

1. Import IROC every two to four hours (check with Plans to ensure the ITSS is completing this).

2. Use Cost Coding Matrix

3. Check account code (verify information is correct agency), agency code (should have none showing FED)

4. Check contract agency.

5. Re-check equipment and supply resource orders

6. Check costs for reasonableness.

7. Check for missing costs (i.e. a day in the middle of the week.)

8. Update transportation and supplies for numbers of people from 209.

9. Enter actual caterer, shower and aircraft costs.

10. Provide Daily Cost reports to Host Agency(s) and Finance Chief.

11. Send accruals to USFS regardless of HOST jurisdiction.

1 Refer to 209 for daily adjustment of resources.

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