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Incident Finance Branch Who’s Who
Incident Finance 2009 Accomplishments
Role of Incident Finance Branch
2009 Observations
What COs and PULs can do to help
What FSCs can do to help
Points to Remember
Questions and Answers and Feedback

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Marylea Lockard, Branch Chief, Incident Finance,
Albuquerque Service Center-Budget &Finance
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John Getchell, Program Manager Cooperative Fire Protection
Agreements, International Agreements, Casual Pay, National
Response Plan Billings and Payments (including first contact for FEMA Job Codes)
Patricia Weinbrecht, Program Manager Contracts (Aviation and non-aviation), EERAs/I-BPAs, BPAs, Incident Accruals and Incident Job Codes

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Patsy Michel, Operations Manager EERAs, National
Non-Aviation Contracts, Incident Job Codes, AMD
Aviation billings, NWS (IMET) billings, MAFFS.
Joe Vieth, Operations Manager for Aviation
Contracts, Full Service and Mobile Retardant
Contracts and Incident Accruals.
Carol Robinson, (Detail) Operations Manager for
Cooperative Fire Protection Agreements,
International Agreements and National Response
Plan Payments and Billings.
Theresa Voss, Operations Manager for Casual Pay,
Mail and Technical Center.

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Number of EERA/Contract payments 14,477
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Total cost of payments $117,745,785
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Prompt payment interest
Number of Aviation payments
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Total cost of payments
Prompt payment interest
3,753
$32,936
$289,848,020
$20,914
Number of Casual firefighter payments
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Total cost of firefighter payments
5,494
$27,254,030
Payments to State Cooperators $157,839,117
Bills to State Cooperators and FEMA $43,914,690
Customer service calls received
Job codes created
Active Cooperative Fire Agreements 942
2,230
11,261

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FSCs, PROCs and COST positions on IMTs
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Regional Incident Administrative Coordinators
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National AQM
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Contracting Officers to:
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Update CCR/EFT in collaboration with NFC
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Respond to payment inquiries
Process Payment Disputes adjudicated by Contracting Officers

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Equipment utilized not covered under contracts/agreements.
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Equipment listed on contracts/agreements did not include unique identifier such as type, VIN, serial number, etc.
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Vendor DUNS invalid or expired.

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I-Suite OF-286 not matching attached hard copy contract/agreement.
Rate paid and/or equipment utilized is not covered on contract/agreement.
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Equipment re-assigned to a new incident, but not closed out on the old incident.
Original invoices found in boxes after demobilization causing $33K interest penalties.

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Invoices
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Emergency Equipment Use Invoices, OF-286, are audited against contract/agreement, therefore all charges must be authorized within the contract/agreement, i.e. special and/or double shift rates and additional operators/crews.
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Lump summing daily total of equipment (mobile offices, tents, porta-potties, hand washing stations, etc.) requires additional contact with
IMT and/or IAC prior to payment.
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Commercial Invoices – common omissions:
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Date/signature/title of receiving official
Job code
Contract/agreement number
Resource order number
Duplication of original invoices - possible when using fax machine; attach fax to original when submitting to ASC

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Prior to contract/agreement being awarded – confirm
Vendor is registered and current in CCR. Inform
Vendor that the Name and TIN in CCR must match verbatim their IRS registration record.
Document payment decisions at the incident.
Ensure Incident Only acquisition instruments are complete and valid with agreement number, dates, and signatures.
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Vendor Code Information Worksheet, FS-6500-231, should be completed for all new vendors and submitted to ASC
Incident Finance with the invoice and agreement.

ASC_IPC@fs.fed.us