Oct 30-31, 2001FY02 Fund Management Training, O&M,MC 1 CONTROL OF EXERCISE FUNDS Fund Management Training, O&M,MC 2d Marine Aircraft Wing MCAS Cherry Point,

Oct 30-31, 2001 FY02 Fund Management Training, O&M,MC

1

CONTROL OF EXERCISE FUNDS

Fund Management Training, O&M,MC

2d Marine Aircraft Wing

MCAS Cherry Point, North Carolina


2

DISCUSSION TOPICS

• Fund Flow

• Reports

• CAX

• Vehicles

• TOT/TOP & PH/IT


3

FUND FLOW

• MEF level and higher exercise funds are centralized by II MEF Comptroller

• Exercise funding is the incremental cost between daily expenditures in garrison and daily cost during the exercise.

• Funding for Group/Squadron exercises should be funded with assigned operating budget.


4

OFFICER CONDUCTING EXERCISE (OCE)• The OCE has overall funding

responsibility for execution of an exercise.

• All requirements must be submitted to the OCE for prior approval.

• The OCE is responsible for publishing an LOI including funding procedures.


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EXERCISE COST ESTIMATES• Groups tasked to support an exercise are

required to submit a cost estimate.• Cost estimate is due to Wing Comptroller

NLT 30 days prior to the exercise.• The cost estimate will be used to establish

budget ceilings for that exercise.• Failure to submit a cost estimate can result

in inadequate reimbursement.


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COST ESTIMATE FORMATExercise Name: __________________ Command: ________________ Location: _______________________ Dates: __________________

SIC: “___” O&M,MC: ---------------------------------------------------------------------- Pre-Exercise - SAG OC/SOC CAC PE COST RA COST Total Pre-Exercise: $______ $______

Exercise - SAG OC/SOC CAC PE COST RA COST Total Exercise: $______ $______

Post Exercise - SAG OC/SOC CAC PE COST RA COST Total Post-Exercise: $______ $______ ---------------------------------------------------------------------- RECAP: PE RA PH/IT OTHER PRE - $______ $______ $_______ $______ DURING - $______ $______ $_______ $______ POST - $______ $______ $_______ $______


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DURING EXERCISE

• Capture all costs in SABRS using appropriate Special Interest Code (SIC).

• Save copies of TAD orders, LTIs, credit card receipts, and any other financial documents.

• MIPR requests should be forwarded to Wing Comptroller 30 days in advance.


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FISCAL AFTER ACTION REPORT (FAAR)• Use same report format as Cost Estimate.• Submit to Wing Comptroller NLT 30 days

following ENDEX.• Amount reported on FAAR should match

amount charged to appropriate SIC in SABRS, if not, explain why.

• No FAAR needed for Group/Squadron directed exercises.


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EXERCISE BUDGET SUBMISSION• Annual report, typically due to Wing Comptroller

in July or August.• Your chance to notify Wing Comptroller of

shortfalls.• Report any new exercises or changes in the scope

of existing exercises.• Identify all the costs that you would normally be

reimbursed for: meals, billeting, vehicles, fuel, repair costs, MIPRs, ect…


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STAFFING THE EXERCISE BUDGET SUBMISSION• Coordination with other staff section is critical.• Check with the S-3, there may be exercise in the

early planning stages that have not yet made it on the TEEP.

• Check with S-4 for logistical support requirements.

• Don’t assume that, “if its on the TEEP, it will get funded”.


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FORMATFY02 EXERCISE OVERVIEW WORKSHEET

Command: 2D MAW

POC/PHONE: CAPT BRIAN HARDY / DSN 582-4803 COST ESTIMATES

(in thousands)

PRIORITY EXERCISE SIC/BRC SPONSOR LOCATION DATES QTR # PERS SAG 70 SAG 71 SAG 72 SAG 73 SAG 74 SAG 77 SAG 78 TOP TOT STRAT LIFT TOTAL EST

1 CAX 3/4 A5 HQMC 29 PALMS, CA JAN-FEB 2 150 20 43 31 14 6 37 1 0 0 0 152

2 CAX 9/10 A8 HQMC 29 PALMS, CA JUL-SEPT 4 150 18 20 44 0 4 77 26 0 0 0 189

3 WTI 1-02 11 II MEF YUMA SEPT-OCT 1 201 20 0 140 0 0 80 0 237 237 0 714

4 WTI 2-02 14 II MEF YUMA MAR-APR 2 200 25 0 60 0 0 40 0 112 139 0 376

5 WTI 1-03 11 II MEF YUMA SEPT-OCT 4 206 60 0 180 0 0 0 0 316 316 0 872

6 MIL CHALLENGE JCS 3 6 0 0 1103 0 0 0 0 0 0 0 1103

7 BATTLE GRIFFIN 02 JCS 2 6 0 64 54 0 0 8 0 0 0 0 126

8 DYNAMIC NIX DM II MEF SPAIN MAY-JUN 3 202 210 9.6 217 33 0 178 0 0 0 0 647.6

9 BLUE FLAG BARKSDALE, LA 1 0 0 0 50 0 0 0 0 10 0 0 60

10 ROVING SANDS RS BARKSDALE, LA 2 2 10 10 60 0 0 20 0 0 0 0 100

11 RED FLAG 2 0 20 0 60 0 0 40 0 10 0 0 130

12 NEW HORIZONS II MEF JAMAICA FEB-MAY 2,3 0 0 9.1 34 0 0 39.2 0 0 0 0 82.3

13 NEW HORIZONS II MEF PERU MAY-AUG 3,4 2 0 0 112.1 0 0 8.5 0 0 0 0 120.6

14 NEW HORIZONS II MEF DOMINICA JUL-OCT 4,1 0 0 8 11 0 0 13.5 0 0 0 0 32.5

15 UNI ENDEAVER UE II MEF MCCS CLNC MAR 2 22 0 0 11.5 0 0 0 0 0 0 0 11.5

16 JEFX HULBURT, FL 4 0 0 3 0 0 0 0 0 0 0 3

17 JNC2C HULBURT, FL 7 0 0 3.6 0 0 0 0 0 0 0 3.6

18 JSSC HULBURT, FL 3 0 0 2 0 0 0 0 0 0 0 2

19 TBMCS BEAUFORT,SC JUN 3 1 0 0 0.2 0 0 0 0 0 0 0 0.2

20 JWFC SUFFOLK, VA OCT 1 2 0 0 0.3 0 0 0 0 0 0 0 0.3

21 NATO EX IPC NORWAY NORWAY 3 1 0 0 3 0 0 0 0 0 0 0 3

24 JFACC HULBURT, FL PENDING JAN-FEB 1 1 0 0 3.3 0 0 0 0 0 0 0 3.3

25 TAVB LOADEX TA HQMC BALTIMORE APR-MAY 3 100 50 50 200 0 0 100 0 0 0 0 400

TOTALS 1266 433 213.7 2383 47 10 641.2 27 685 692 0 5131.9


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CAX

• All costs must be pre-approved by the OCE.• Division is the OCE or the MAGTF and the

MAGTF S-4 must approve all costs.• Make sure to get a copy of the CAX LOI and

read it thoroughly.• In FY01, 2d MAW units spent $50,000+ on CAX

that was never provided to the MAGTF for approval.


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CAX LOI ADMINA. ADMIN (1) ALL TAD REQUESTS IN SUPPORT OF CAX 9/10-01 WILL BE SUBMITTED TO THE MAGTF-2 SUPO VIA ACE S-4. MAGTF-2 SUPO WILL APPROVE/DISAPPROVE REQUESTED TAD. IF APPROVED, MAGTF-2 SUPO WILL GENERATE TAD ORDERS AND ROUTE THEM TO UNITS VIA THE ACE S-1. (2) APPROVAL OF ALL TAD REQUESTS USING CENTRALIZED CAX FUNDS RESTS WITH THE MAGTF-2 CO. IF THE MAGTF-2 CO DOES NOT APPROVE THE REQUIREMENT, THE PARENT CMD WILL BE REQUIRED TO ABSORB COSTS FROM THEIR ORGANIC BUDGET. (3) THE BUDGET REPORTING CODE (BRC) "A8" HAS BEEN ASSIGNED FOR CAX 9/10-01. ALL MAINT AND SUPPLY SOURCE DOCUMENTS PREPARED TO SUPPORT CAX 9/10-01 WILL INCLUDE BRC "A8" IN THE APPROPRIATION DATA. THIS BRC WILL ASSIST IN TRACKING/REPORTING CAX 9/10-01 COSTS IN SABRS. (4) ACE (S-4) MUST MAINTAIN COPIES OF ALL SOURCE DOCUMENTS AND ENSURE RECEIPTS ARE SUBMITTED TO THE MAGTF-2 S-4 FOR APPROVAL. MAGTF-2 S-4 WILL USE SOURCE DOCUMENTS AND RECEIPTS TO VERIFY/APPROVE ACE EXPENDITURES. IF SOURCE DOCUMENTS AND RECEIPTS ARE NOT PROVIDED TO THE MAGTF-2 S-4, REIMBURSEMENT OF ACE CAX PAGE 10 RUCKFCA0010 UNCLAS COSTS WILL NOT BE APPROVED AND FUNDED. SOURCE DOCUMENTS AND RECEIPTS MUST BE MAINTAINED FOR ALL SERVMART, FUEL FARM, OPEN-PURCHASES, LAUNDRY, GMED, BILLETING AND CONTRACTS ISSUED DURING CAX. (5) UPON COMPLETION OF CAX 9/10-01, COSTS SHOULD BE REPORTED TO THE MAGTF-2 S-4 VIA THE ACE S-4 FOR INCLUSION IN THE ACE CMDR'S FINANCIAL AFTER ACTION REPORT. (6) GENERAL ADMIN SPT WILL BE THE RESPONSIBILITY OF THE PARENT UNIT WHILE AT CAX TO INCLUDE END OF ORDERS, PAY, MEAL CARDS AND ROUTINE ADMIN MATTERS. (7) THOSE UNITS PROVIDING AUGMENT PERS TO THE ACE WILL SEND, AT A MINIMUM, CURR COPIES OF LES, BIR, BTR, RED AND SGLI. UNITS WILL ENSURE THAT WILLS AND POWERS OF ATTORNEY ARE UPDATED ON ALL PERS. (8) UNITS ARE RESPONSIBLE FOR FORWARDING MAIL TO 29 PALMS AS WELL AS DAILY PICKUP OF MAIL FROM THE FIELD POST OFFICE. CG 2D FSSG WILL PUBLISH SEPARATE POSTAL LOI. (9) UPON ARRIVAL AT CAMP WILSON, UNITS WILL SUBMIT DAILY PERS STRENGTH (MORNING REPORT), AS WELL AS UPDATED PERS ROSTERS, TO THE ACE S-1.


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CAX LOI FISCALG. FISCAL (1) O&M, MC CAX EXERCISE FUNDING/REIMBURSEMENT IS CONTROLLED AND APPROVED BY THE MAGTF-2 CO. FUNDING IS PROVIDED ON A REIMBURSEMENT BASIS. ACCORDINGLY, ALL ACE UNITS FUNDING REQUIREMENTS MUST BE FORWARDED AND APPROVED BY THE MAGTF-2 S-4, PAGE 09 RUCKFCA0012 UNCLAS VIA THE ACE S-4. IF THE MAGTF-2 S-4 DOES NOT APPROVE A MAINT, SUPPLY OR TAD REQUIREMENT, THERE WILL BE NO CENTRALIZED CAX FUNDING REIMBURSEMENT AUTHORIZED FROM THE 2D MAR DIV COMPTROLLER. THE PARENT 2D MAW UNIT COMMAND WILL BE REQUIRED TO ABSORB THE REQUIREMENTS. SPECIAL CONSIDERATION WILL BE GIVEN IN UNUSUAL CASES ONLY AND THESE MUST BE BROUGHT TO THE ATTENTION OF THE ACE S-4. ALL O&M, MC COSTS (MAINT, SUPPLY AND TAD) MUST BE COORDINATED/REVIEWED BY THE ACE S-4 PRIOR TO SUBMISSION TO MAGTF-2 S-4. (2) ALL O&M, MC COSTS (MAINT AND SUPPLY) MUST BE COORDINATED/REVIEWED BY THE ACE S-4 PRIOR TO SUBMISSION TO MAGTF-2 S-4. ACE (S-4) MUST MAINTAIN COPIES OF ALL SOURCE DOCUMENTS AND RECEIPTS FOR MAINT AND SUPPLY REQUIREMENTS SUBMITTED TO MAGTF-2 S- 4 (CAPT JACKSON) FOR APPROVAL. MAGTF-2 S-4 WILL USE SOURCE DOCUMENTS AND RECEIPTS TO VERIFY/APPROVE ACE EXPENDITURES. IF SOURCE DOCUMENTS AND RECEIPTS ARE NOT PROVIDED TO THE MAGTF-2 S-4, REIMBURSEMENT OF ACE CAX COSTS WILL NOT BE APPROVED NOR FUNDED. SOURCE DOCUMENTS AND RECEIPTS MUST BE MAINTAINED FOR ALL SERVMART, FUEL FARM, OPEN-PURCHASES, LAUNDRY, GMED, BILLETING AND CONTRACTS ISSUED DURING CAX. PAGE 10 RUCKFCA0012 UNCLAS (3) O&M, N. FHP COSTS FOR 2D MAW AIRCRAFT WILL BE THE RESPONSIBILITY OF THE MARINE AIRCRAFT GROUPS WITHIN THE ESTABLISHED FY-00 CEILINGS. (4) O&M, N AND O&M, MC (TOT/TOP AND STRATEGIC LIFT). TRANS COSTS INCURRED IN CONNECTION WITH MOVEMENT OF ACE PERS AND MATERIAL WILL BE THE RESPONSIBILITY OF 2D MAR DIV WHICH IS THE OFFICER CONDUCTING THE EXERCISE (OCE). (5) PARTICIPATION IN THE CAX 9/10-01 EXERCISE CONSTITUTES FIELD DUTY. EXCEPTIONS TO FIELD DUTY WILL BE COORDINATED WITH ACE S-4 AND APPROVED BY THE MAGTF-2 S-4. IF IT IS NOT APPROVED BY THE MAGTF-2 S-4, COSTS OF TAD WILL BE PAID BY THE PARENT 2D MAW UNIT. (6) A CONSOLIDATED FINANCIAL AFTER ACTION REPORT WILL BE PREPARED BY THE ACE IAW FMFLANTO P7040.1C AND SUBMITTED TO THE OCE NLT 15 NOV 01 PER REF B. INFO COPY OF THE FINANCIAL AFTER ACTION REPORT WILL BE FORWARDED TO THE CG, 2D MAW (COMPT). (7) WING FISCAL OFFICERS FOR UNITS THAT WILL PARTICIPATE IN CAX WILL FORWARD CAX 9/10-01 EXERCISE DATA SHEETS (EDS) IDENTIFYING, PRE, DURING AND POST CAX EXERCISE COSTS WITHIN 20 DAYS AFTER COMPLETION OF CAX 9/10-01 TO THE 2D MAR DIV COMPTROLLER, INFO 2D MAW COMPTROLLER. MSGID/GENADMIN/CG SECOND MAW/G-3// SUBJ/SECOND MAW LOI FOR CAX 9-01 AND CAX 10-01// (8) 2D MAR DIV (AC/S COMPTROLLER) WILL PUBLISH VIA SEPCOR A FISCAL LOI DURING APR 00 PROVIDING DETAILED FISCAL GUIDANCE FOR THE CONDUCT OF CAX 9/10-01. THE ACE S-4 MUST ENSURE 2D MAW UNITS ARE REIMBURSED FOR VALIDATED CAX COSTS.


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VEHICLES

• In general, vehicles are chargeable to Green $.• Rental vehicles for aircrew are chargeable to

Blue $.• Start planning for use of vehicles long before

start of exercise, last minute planning can be very costly.

• Explore all options, find best price that meets needs of exercise.

• CAX vehicles are funded by 2d MAW, the ACE is responsible for coordinating.


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TOT/TOP & PH/IT

• TOT/TOP funding is used to support transportation requirements for exercises and daily operations.

• Do not use the TOP/TOP line of accounting. All TOT/TOP requests should be forwarded to Wing G-4 Embark.

• Commercial Ticketing Program (CTP). For certain exercises, II MEF will authorize use of these funds and provide a line of accounting. Put both LOAs on TAD orders. Coordinate via Wing Comptroller.

• Port Handling / Inland Transportation (PH/IT). Used for JCS exercises to fund transportation to and from Aerial/Sea port of embarkation/debarkation. Coordinate via Wing Comptroller.


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QUESTIONS?


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Documents

Oct 30-31, 2001FY02 Fund Management Training, O&M,MC 1 CONTROL OF EXERCISE FUNDS Fund Management Training, O&M,MC 2d Marine Aircraft Wing MCAS Cherry Point,