Cost Source Documents. Cost source documents will not be required unless summary items are disputed or needed to fulfill audit requirements. If individual source documents are requested, each agency that is party to this agreement will agree that those source documents will be provided upon request. For litigated and FEMA incidents, additional cost source documentation may be required to validate costs or facilitate the identification of costs incurred during the FEMA declaration period. To establish confidence levels in interagency bills, a cooperator agency may request source documents for up to 25% of fires billed for the year. Billing Estimates / Time Frames: On fires where costs are incurred pursuant to the terms of this agreement, the billing agency shall submit a xxxx or estimate for reimbursement as soon as possible, but not later than 180 working days after a fire is controlled. If the total cost is not known at the time of initial billing, a partial xxxx, so identified, may be submitted. A final xxxx, so identified, will be issued within 12 months, 360 working days, after control of a fire. It is understood that federal and state agencies must wait for bills from other cooperative agencies to be paid before they can xxxx each other for reimbursable and cost shared fires, but all efforts will be made to ensure expedient xxxxxxxx under this AOP. Billing deadlines set forth herein are intended merely to encourage prompt billing, and failure to meet billing deadlines shall not be construed as a release or waiver of claims for reimbursement against the other party. Fire Numbers: Agencies will share their respective individual fire numbers for cross- referencing purposes. Severity: Costs incurred on severity assignments will be billed individually to the ordering agency. Severity assignments are reimbursable under the Reciprocal Fire Protection Act. Unpaid Obligations Report: Upon request, the BLM will submit a report to the SDWF summarizing unpaid obligations for the previous state fiscal year by June 1st of each year. Upon request, the SDWF will submit a report summarizing unpaid obligations to BLM for the previous federal fiscal year by September 1st of each year. Disputed Xxxxxxxx: Written notice that a xxxx is contested will be mailed to the billing agency within 45 days of issuance of the final xxxx and will fully explain the area of dispute. Contested items will be resolved no later than 45 days following receipt of written notice. The uncontested portion of the xxxx ...
Cost Source Documents. Cost source documents will not be required unless summary items are disputed, or the information is needed to fulfill audit requirements. If individual source documents are requested, each agency that is party to this agreement agrees that source documents will be provided upon request. For litigated and FEMA incidents, additional cost source documentation may be required to validate costs or facilitate the identification of costs incurred during the FEMA declaration period. To establish confidence levels in interagency bills, a cooperator agency may request source documents for up to 25% of fires billed for the year. To establish review consistency, upon mutual agreement of the agencies involved, the following review standard will be invoked from large fires that produce numerous accounting records. The agencies will agree upon a sample size based on the number of records, as well as the method for selection samples, to apply to Government Accounting Office (GAO/PCIE) financial standard of 90% confidence level. This standard has a tolerance rate of 5%. See table taken from 450-3 and 45-4 of the GAO/PCIE Financial Audit Manual dated July 2008. For personnel salary, travel and procurements, a record is an individual employee (all accounting times for each employee’s base, benefit, overtime, hazard pay, etc., will be considered one record), a travel voucher, or any procurement. For aviation, a record is the flight use document.
