Bureau of Indian Affairs Contract Support Cost Workgroup

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Bureau of Indian Affairs Contract Support Cost Workgroup TIBC Meeting May 20 -21, 2015

Bureau of Indian Affairs Contract Support Cost Workgroup TIBC Meeting May 20 -21, 2015

Contract Support Costs Funding • Funding and Shortfall Report (SFR) 2007: $143, 628, 000

Contract Support Costs Funding • Funding and Shortfall Report (SFR) 2007: $143, 628, 000 2008: $149, 066, 000 2009: $147, 294, 000 (72. 60%) 2010: $166, 000 (75. 16%) 2011: $219, 200, 000 (97. 46%) 2012: $219, 200, 000 (94. 86%) 2013: $207, 743, 000 (92. 09%) 2014: $242, 000 (100%) 2015: $246, 000 (100%) 2016: $277, 000 (100%) 2017: Mandatory Appropriations

Contract Support Costs Appropriation FY 2014 & FY 2015 CSC Appropriation Language SHORT TERM--Full

Contract Support Costs Appropriation FY 2014 & FY 2015 CSC Appropriation Language SHORT TERM--Full Funding for 2 years • No CSC Line item: Agency to find the funds within its budget • Untenable position: Mandatory CSC requirement vs Discretionary Funding LONG TERM--Consultation to address solutions for the long run • Consider a standardized, streamlined approach keeping in mind that IDC rates change annually

Contract Support Costs Workgroup Recommendations Sept. 2014: • • • Full CSC Funding -

Contract Support Costs Workgroup Recommendations Sept. 2014: • • • Full CSC Funding - NO Program Cuts Mandatory indefinite appropriation No change in ISDEAA CSC Provisions Simplify IDC Negotiation – Over two-thirds of Tribes do NOT have current rates Workgroup work with IBC & OMB to determine if: • IDC Rates can be deemed approved if no correspondence received from IBC after 90 days • Fixed multi-year rates are allowable

Contract Support Costs Workgroup Recommendations Sept. 2014, continued • • • DCSC - change

Contract Support Costs Workgroup Recommendations Sept. 2014, continued • • • DCSC - change amount allowed from 15% to 18% of salaries Timely distribution of Funds Budget CSC with all program increases Training on policy and Short Fall Report (SFR) Overpayments - fair, predictable consistent resolution • Adequate notice with appeal rights • Options • Repay CSC in current year • Off-set in the following year

Contract Support Costs Workgroup Recommendations Sept. 2014, continued Office of Self-Governance (OSG) 1. OSG-CSC

Contract Support Costs Workgroup Recommendations Sept. 2014, continued Office of Self-Governance (OSG) 1. OSG-CSC Calculation Form (BIA-CSC calculation Form) Recommendation: To develop submission form that captures all data elements necessary to complete the CSC calculation and seek OMB approval for future years. 2. Timely distribution of funds Recommendation: a) Deadline should be established for all programs; b) Review of distribution/obligation process to reduce backlog; c) Tribes provide required documentation as soon as possible; d) Disseminate information on any funding increases or decreases as soon as possible; and e) Hiring of a budget analyst.

CSC Distribution from OSG • Balance need for full CSC Funding to Tribes with

CSC Distribution from OSG • Balance need for full CSC Funding to Tribes with the need to avoid overpayments by the Agency in this full Funding Environment • Transition years 2014/2015 OSG Payment Procedure = Payment of 90% of Prior Year Funding (CRs apply) when Budget approved with remaining 10% later in the year • Annual CSC Information Request is Key to Accurate CSC Funding - Old Form can be used (exclusions and updated rates) • Process for FY 2016 Distribution Options: • Pay 90% upon Federal Allocation then 10% later in year as in 2014/2015 • Pay 85% upon Federal Allocation then 15% later in year in 2016 • Pay as you go

2 CFR Part 200 – OMB Super Circular Exclusions – the portion of each

2 CFR Part 200 – OMB Super Circular Exclusions – the portion of each subaward or subcontract in excess of $25, 00. This also includes equipment costs over $5, 000 and capital expenditures. Pass-through funds – funds that are received from a non-Federal entity that provides a subaward to a subrecipient to carry out part of a Federal program.

How do I know if I am receiving 100% CSC Funding? TRIBE: (B) 45.

How do I know if I am receiving 100% CSC Funding? TRIBE: (B) 45. 53% (I) 'Applicable IDC Rate (J) Year Rate was Established CY 2014 A B C D E F TOTAL CONTRACT or GRANT'S AWARDED AMOUNT LESS (-) OTHER DIRECT EXCLUSIONS & PASS-THROUGH PROGRAM SALARIES CONTRACT NUMBER CONTRACT TERM PROGRAM TITLE 1/1 -12/31/14 G CTGP H TOTAL DCSC NEED AT 100% FCF (K) Type of IDC Rate TDC LESS PT (L) Basis of IDC Rate I On-going Awards TOTAL IDC NEED AT Adjusted (Subtotal) 100% J K 100% IDENTIFIED TOTAL CSC NEED SHORTFALL AMOUNT (Overpaid) (F x 15%) (D + E + G) (IDC Rate x H) (G + I) (J – Amount CSC Awarded) $214, 608 -$23, 723 $101, 010 $15, 152 $206, 037 $93, 808 $108, 960 ($40) $9, 660 $0 $2, 221 $333 $9, 993 $4, 550 $4, 883 $0 $26, 545 Road Maintenance Forestry Youth Initiative -$26, 545 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $250, 813 -$50, 268 $103, 231 $15, 485 $216, 030 $98, 358 CSC Awarded CTGP Roads Maintenance Forestry Youth Initiative $109, 000 $0 $113, 843

President’s Budget Solution – Mandatory Appropriations • Primary Goal: FULLY FUND CSC WITHOUT REDUCING

President’s Budget Solution – Mandatory Appropriations • Primary Goal: FULLY FUND CSC WITHOUT REDUCING PROGRAM FUNDING • Proposal in FY 2016 Appropriations to implement in FY 2017 (Time for Consultation and Planning) • Move CSC to 3 year mandatory appropriation separated from discretionary Program Funding • Allow no-year funds to carry over fiscal years • Update funding levels with reauthorization • FY 2017 FY 2018 FY 2019 $307 mil. $322 mil. $338 mil. * • *Up to 2% can be used for Administration of CSC

Mandatory CSC Comments • Implementation Timeline: Can the proposal be implemented in 2016 rather

Mandatory CSC Comments • Implementation Timeline: Can the proposal be implemented in 2016 rather than 2017? • Timeframe: Rather than three year appropriation, can the funding be of unlimited duration? • Identified Amounts and CBO Score: Are the amounts necessary for passage or can it be “amounts as needed? ” • 2% Set-Aside: Can this amount be reduced? • Full Support for the Proposal: As-is or with Changes

Contract Support Costs: What’s Next? • Recommendations approved • Workgroup meeting to be scheduled

Contract Support Costs: What’s Next? • Recommendations approved • Workgroup meeting to be scheduled • Update CSC Policy • Workgroup input critical • Advocacy for Mandatory Appropriations Proposal

Workgroup Members Primary Tribal Representatives: Tribe (BIA Region) Phone Email Amy Fredeen Cook Inlet

Workgroup Members Primary Tribal Representatives: Tribe (BIA Region) Phone Email Amy Fredeen Cook Inlet (Alaska) 907 -793 -3431 [email protected] com Patty Le. Blanc Chitimacha (Eastern) 337 -923 -4973 [email protected] gov Vickie Hanvey Cherokee (Eastern Oklahoma) [email protected] org Lisa D. Drum Omaha (Great Plains) 918 -931 -0745 402 -837 -5391 x 108 218 -679 -1800 annette. [email protected] org 928 -871 -6033 [email protected] navajo-nsn. gov [email protected] com Cordell Shortey Red Lake Band of Chippewa Indians (Midwest) Navajo (Navajo) Greg Anderson Port Gamble (Northwest) 360 -297 -2646 [email protected] nsn. us Jim Mackay (Co-Chair) 530 -260 -3240 [email protected] net 307 -332 -3532 darwin. [email protected] com Rhonda Butcher Susanville (Pacific) Chairman, Eastern Shoshone (Rocky Mt. ) Potawatomi (Southern Plains) [email protected] org Linda Austin Ysleta del Sur Pueblo (Southwest) 405 -275 -3121 915 -859 -7913 x 7725 Annette Johnson Darwin St. Clair, Jr. Valerie Barr Gary Hayes Olivia Grass Ft. Mc. Dermott Paiute Shoshone Tribe 775 -532 -8259 (Western) Chairman, Ute Mountain Ute Tribe 970 -564 -5600 (TIBC) Oglala Sioux (TIBC) 605 -867 -8441 [email protected] gov valerie. [email protected] org [email protected] org [email protected] org

Workgroup Members Alternate Tribal Representatives: James Angaiak De. Makus Staton Edward Mouss Tribe (BIA

Workgroup Members Alternate Tribal Representatives: James Angaiak De. Makus Staton Edward Mouss Tribe (BIA Region) Nunapitchuk (Alaska) Eastern Band of Cherokee (Eastern) Thlopthilocco Tribal Town (Eastern Oklahoma) Phone Email 907 -527 -5665 angaika. [email protected] com 828 -497 -7032 [email protected] com 918 -560 -6198 [email protected] org Jeremy Gone Omaha Tribe (Great Plains) 402 -837 -5391 [email protected] com Carrie Carlson Little Traverse Bay Band of Odawa Indians (Midwest) 216 -838 -6850 [email protected] gov Rachael Arviso Navajo (Navajo) 928 -871 -60336041 [email protected] navajo-nsn. gov Renee Veregge Port Gamble (Northwest) 360 -297 -6236 [email protected] nsn. us Elizabeth Hansen Redwood Valley Rancheria (Pacific) 707 -485 -0361 lizstyle [email protected] com Need Representative (Rocky Mt. ) Need Representative (Southern Plains) Peggy L Vigil Mescalero Tribe (Southwest) 575 -464 -9328 [email protected] net Terry Rambler San Carlos Apache Tribe (Western) 928 -475 -2361 x 5 [email protected] net

Workgroup Members Federal Members: BIA Region Phone Email Terry Parks (Co-Chair) OIS - DSD

Workgroup Members Federal Members: BIA Region Phone Email Terry Parks (Co-Chair) OIS - DSD 202 -513 -7625 terrence. [email protected] gov Hankie Ortiz Deputy Director, OIS 202 -208 -2874 hankie. [email protected] gov Judy Mitchell OIS - DSD 202 -208 -4506 judy. [email protected] gov Debra Peebles Central Office West - DSD 505 -563 -3677 debra. [email protected] gov Kirk G Meyer Eastern 615 -564 -6962 kirk. [email protected] gov Yvonne La. Rocque Great Plains 605 -226 -7426 yvonne. [email protected] gov Michelle Mc. Cormick Midwest 612 -725 -4588 michelle. [email protected] gov Sunshine Jordan OIS - DSD 202 -513 -7616 sunshine. [email protected] gov Stella Corbin Rocky Mt. 406 -247 -7984 stella. [email protected] gov Kelly Moore Southern Plains 405 -247 -1574 kelly. [email protected] gov Nick Longley Office of Self Governance 360 -699 -1010 nickolas. [email protected] gov Tom Gubatayao Office of Self Governance 360 -699 -1010 thomas. [email protected] gov