Welcome to FRO Training

1
Welcome to FRO Training
Module 3 Family Readiness Funds Administration
Updated April 2007
2
FROs Funds Administration Roles and
Responsibilities

• Family Readiness budget processes
• FRO responsible for developing and maintaining
  all budget requirements and expenditure records
• Requirements submitted in accordance with unit
  procedures, and the command reviews and
  prioritizes requirements before they are put
  through the appropriate fiscal process
• Family Readiness budget must be discussed with
  the CO to establish the COs funding priorities.
• FRO must submit reimbursement requests in a
  timely manner and proactively track them until
  paid

3
FROs Funds Administration Roles and
Responsibilities

• Appropriated Funds (APF) and Non-appropriated
  Funds (NAF)
• APF
• Controlled by the Marine Forces
• Used to fund 100 of the costs of authorized
  programs

4
FROs Funds Administration Roles and
Responsibilities

• Appropriated Funds (APF) and Non-appropriated
  Funds (NAF)
• NAF
• Controlled by the Installations
• Used to supplement APF budget
• MCCS NAF Instrumentality (NAFI) belongs to the
  Installation commander
• No standard amount for any MCFTB program
• Determined at each Installation by program
  requirements and funding availability
• NAF for local operations are provided entirely
  from local funding
• Installation commander determines amount given to
  each unit, however, the unit may also request
  additional NAF funding from MCCS

5
Knowledge Check

• Used to supplement the APF budget
• Controlled by the Marine Forces
• Controlled by the Installations
• Used to fund 100 of authorized programs

NAF
APF
NAF
APF
APF
NAF
OR
?
6
Typical Family Readiness Budget

• The typical Family Readiness budget includes
• Funding for Family Readiness events
• KV reimbursements
• Family Readiness Meeting expenses
• Volunteer appreciation
• Child care expenses

7
Knowledge Check

• Which of the following items need to be included
  in your Family Readiness budget?
• KV bonuses
• Family Readiness meeting expenses
• KV reimbursements
• Child care expenses for Family Readiness events

8
Knowledge Check

• The Family Readiness budget must be discussed
  with the _____. The _____assures that
  reimbursement claims are submitted promptly and
  are proactively tracked until paid.
• CO KVC
• KVA CO
• CO FRO
• KVC CO

9
Knowledge Check

• Which of these describe NAF?
• Determined at each installation based on program
  requirements and funding availability
• No standard amount for any MCFTB program
• Controlled by Marine Forces
• Controlled by the Installations
• Used to fund 100 of the cost of authorized
  programs

10
APF Authorized Expenditures

• Authorized APF expenditures include direct and
  overhead expenses, such as
• Office, meeting and storage spaces
• Office supplies and equipment
• Volunteer reimbursement
• Use of government transportation per DoD
  regulations
• Volunteer recognition

11
APF Prohibited Uses

• Prohibited APF uses include
• Food or beverages
• Mementos given to individuals as transfer/PCS
  gifts
• Items intended for individuals to keep for
  personal use
• Utilitarian items given as awards
• In case of doubt, the final arbiter is the local
  Comptroller

12
Knowledge Check

• Which of the following are authorized APF, and
  which are prohibited APF?
• Food or beverages
• Office, meeting or
  storage spaces
• Mementos given as
  transfer/PCS gifts
• Volunteer
  reimbursement
• Use of government
  transportation, per DoD regulations
• Items intended for
  individuals to keep for personal use
• For awards, limited
  to those that recognize the accomplishments of
  the person being
  awarded
• Utilitarian items
  given as awards
• Office supplies and
  equipment

PROHIBITED
AUTHORIZED
PROHIBITED
AUTHORIZED
AUTHORIZED
PROHIBITED
AUTHORIZED
PROHIBITED
AUTHORIZED
13
NAF Authorized Expenditures

• Authorized NAF expenditures include
• Direct and overhead expenses for which APF are
  not available
• Light refreshments for Family Readiness events
• Awards and child care (when APF are not
  available) when they are incident to the receipt
  of voluntary services by the government
• Authorized expenses of a program as determined by
  the AC/S, MCCS or Director, MCCS
• Volunteer reimbursement (when APF are not
  available)

14
NAF Prohibited Uses

• Prohibited NAF uses include
• Purchase of military proficiency prizes and
  awards for performance of regularly assigned
  duties
• Payment of meal charges for government personnel
  on APF per diem, or enlisted members in APF
  dining facilities
• Donations to any relief, charitable or commercial
  organization or individual
• Purchase of food supplies or equipment for APF
  dining facilities except for holiday and special
  occasions when all members of the command may
  purchase food
• Support of projects involving improvement,
  rehabilitation, or construction of religious
  facilities

15
NAF Prohibited Uses

• Prohibited NAF uses include
• Purchase, printing or engraving of Christmas or
  personal greeting cards
• Construction, alteration, renovation, or
  furnishing of any facility not used primarily as
  part of the MCCS MWR activities
• Support of functions held to primarily accomplish
  public affairs objectives
• Purchase of incentive awards not related to
  operating MCCS MWR activities
• Protocol or command representation functions
  where official representation funds (ORF) are
  authorized, or commanders personal entertainment
  obligations, or retirement receptions

16
NAF Prohibited Uses

• Prohibited NAF uses include
• Social affairs in honor of a particular
  individual or for the purchase of anything for a
  specific individual (e.g., going away parties)
• Lease of grounds, facilities, or relocatable
  buildings without prior approval from HQMC
• Expenses other than expendable goods and services

17
Knowledge Check

• Which of the following are authorized NAF, and
  which are prohibited NAF?
• Improvement,
  rehab, or construction of religious facilities
• Payment of
  meal charges for government personnel on APF per
  diem
• Purchase of
  military proficiency prizes and awards for
  performance of
  regularly assigned duties
• Light
  refreshments for Family Readiness events
• Donations to
  any relief, charitable or commercial organization
  or
  individual
• Direct and
  overhead expenses for which APF are not available
• Awards and
  child care (when APF are not available) when they
  are incident to the receipt
  of voluntary services by the government
• Authorized
  expenses of a program as determined by the AC/S,
  MCCS or Director, MCCS
• Volunteer
  reimbursement (when APF are not available)

PROHIBITED
PROHIBITED
PROHIBITED
AUTHORIZED
PROHIBITED
AUTHORIZED
AUTHORIZED
AUTHORIZED
AUTHORIZED
18
Knowledge Check

• Which of the following are authorized APF, and
  which are prohibited APF?
• Invitational travel
  expenses
• Jewelry
• Telephones with DSN
  access
• Clothing
• Child care expenses
• Mementos (going away
  gifts)
• Software
• Uniform items

AUTHORIZED
PROHIBITED
AUTHORIZED
PROHIBITED
AUTHORIZED
PROHIBITED
AUTHORIZED
PROHIBITED
19
Fundraising Event Guidelines

• Rules
• Authorized only for MCCS MWR activities
• Limited to authorized users of the activity
• Must be for the benefit of the activity and its
  authorized users
• MUST be conducted aboard a Marine Corps
  installation
• MUST be pre-authorized by unit CO, MCCS Director
  and Installation Commander
• Funds raised MUST be housed, managed and
  maintained by MCCS (cannot be held by the unit)

20
Fundraising Event Guidelines

• Ideas
• Car wash
• Bake sale
• Community yard sale
• Remember, on USMC installations only

21
Fundraising Event Guidelines

• Prohibited
• Gambling activities are strictly prohibited
• Gambling activities include
• Lottery
• Pool
• Games of chance for money or property

22
Knowledge Check

• Select the item that is NOT true for fundraisers.
• Must be for the benefit of the activity and its
  authorized users.
• Authorized only for MCCS MWR activities.
• Limited to authorized users of the activity.
• Gambling activities are allowed.

23
Unsolicited Donations

• Guidelines
• It is expressly forbidden to solicit for
  donations or support in any way
• Procedures for acceptance of unsolicited
  donations depend upon the value of the gift.
  Your local MCCS Director will establish
  procedures for acceptance.

24
Knowledge Check

• Before accepting an unsolicited gift, contact the
  ___________ to request authorization and for the
  appropriate procedures to follow.
• Family Readiness Treasurer
• KVC
• AC/S, MCCS or Director, MCCS
• Comptroller

25
Reimbursable Expenses

• Reimbursable expenses include
• Mileage at the prevailing government rate
• Parking and tolls when receipts are presented
• Phone calls not made on the command phones or
  using command-provided phone cards, when the bill
  is presented
• Basic administrative expenses, as a last resort
• Child care expenses as long as they do not exceed
  the installations hourly care rate
• Expenses incurred while on Invitational Travel
  Orders

26
Knowledge Check

• Which of the following are NOT reimbursable
  expenses?
• Parking and tolls, when receipts are presented
• Food and beverages
• Child care expenses not in excess of the
  installation hourly care rate
• Expenses incurred while on Invitational Travel
  Orders

27
Knowledge Check

• Which of these are reimbursable expenses?
• Mileage, at the prevailing government rate
• New computer for the KVCs personal use
• Parking and tolls, when receipts are presented
• Expenses incurred while on Invitational Travel
  Orders

28
Reimbursement Procedures

• APF
• Volunteer completes SF1164 and EFT form, and
  delivers to FRO for processing
• FRO follows locally mandated procedures for
  submission, and tracks proactively until paid
• NAF
• Local procedures
• FRO tracks proactively until paid

29
DD 2793
30
EFT Form
31
SF 1164