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The RA is responsible for budget execution and cost management of the agreement. Cost should accrue based off the milestones in the EPR; work cannot begin until funds have been received. Ensure costs are posting to the appropriate Reimbursable WBS for work performed in accordance with the agreement. Only work directly related to the responsibilities of the agreement should be costed against the reimbursable WBS for the partner.
Funds cannot be obligated after the expiration of agreement or the Federal Partner’s Appropriation expiration – unless specific documentation detailing when the costs were incurred is supported.
Advance Payments or Funding Orders posted based on the EPR (labor, travel, procurement).
If not fully funded, the Agreements Integration Office will request how you want the funding allocated between FullCost Categories:
Confirm distributions with the TPOC once payments are received.
Can’t exceed the original amounts by cost element on the EPR without a realignment.
Any contingency amount will be held in AllObjects pending documented need.
Notify TPOC that work can begin and provide:
The Reimbursable WBS to be used in WebTADS.
The WBS to be used for travel only in support of the agreement.
Identify contracts where the work will be performed and the funding needed based on the EPR, Task Order, etc.
Prepare PR using the Reimbursable WBS specific to the Agreement.
Tasks that are Firm Fixed Price must be fully obligated up front.
Ensure sufficient funding is available for forecasted work.
Work funding issues with TPOC and Reimbursable Accountant
Insufficient funding received - TPOC or SAA Manager can request payment from customer if it does not exceed the agreement amount.
Insufficient funding in the correct cost element –work with Reimbursable Accountant on realignment EPR.
Work exceeds estimated value - a stop work order must be issued and an amendment will need to be completed.
Amendment
An amendment provides for the modification of an agreement, an umbrella, or an annex. An amendment that changes the estimated full cost or the price to the partner requires an EPR/ECR for the amount of the amendment. An amended EPR/ECR has the same vetting and approval requirements as the initial document.
Can be processed for any agreement types.
Realignment
Any change in value between FullCost Category (labor, travel, and procurement) requires a re-alignment. Realignment cannot exceed the original EPR value.
Work with Reimbursable Accountant on a realignment is the EPR has insufficient funding in the correct cost element.
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