MD.250.9.5, FNM – Second Quarter Financial Audit Review Program Certification in ROOT

Maryland Bulletin: 250-9-5
Subject: FNM – Second Quarter Financial Audit Review Program Certification in ROOT
Date: March 19, 2009

Purpose. To instruct field offices on the process to Review and Certify 2nd Quarter MG documents in the ROOT.

Expiration Date. April 30, 2009

Action Required No Later Than:  March 27, 2009

Explanation.

Field offices can immediately begin the 2nd quarter review and certification of ProTracts (MG) obligations for “Required” obligations in the Review of Open Obligations Tool (ROOT). The review process is completed after a Program Concurrence certifies that all questions have been answered correctly and any actions needed to validate the open obligation are completed or will be completed.

Field offices will need to have the following actions completed on or before March 27, 2009:

Under Checklist Tab

• Checklist Complete: All "Required" MG Documents will have the checklist complete and marked in Checklist tab in the ROOT.
• All Required Actions Except as Noted…: This will be checked after all actions identified in the checklist are completed.

Under the Open Obligation Determination Tab

Check the appropriate box(es) and enter any amounts as required. If necessary, enter comments to support your determination.

Certification of Obligation

Program Concurrence: All obligation review documents must be certified under a Program Concurrence. This will be the final review certifying that all actions are completed or explained as needed. Program concurrence will be done only after all actions are completed and documented in the file. Someone other than the person completing the Checklist and Obligation Determination must be the Program reviewer. The Program reviewer will verify all actions are completed. Again this will need to be completed no later than March 27.

You may identify contracts that should have been cancelled, terminated and/or all or part of the obligation de-obligated. If any of these actions have not been completed, email Mark Rose, ASTC-P the contract number and the action that was to be completed. Please provide a brief explanation of what action(s) you have taken to de-obligate funds or cancel/terminate a contract. There have been some problems associated with getting funds to de-obligate from FFIS. We also may be processing any recent cancellations/terminations which may still show as an obligation in the tool.

Included with this bulletin are two attachments prepared by NHQ. Review and understand these attachments prior to completing and certifying your checklist. A state teleconference will be held Monday at 9:00 AM to review actions required and answer any questions. Call in information and an Outlook appointment will be emailed to designated conservationists.

/s/

JON F. HALL
State Conservationist

Attachment: see email dated 03/19/2009

DIST: AE

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