2015 domestic marijuana eradication program sub-recipient training office of agricultural law...
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2015 DOMESTIC MARIJUANA ERADICATION PROGRAMSUB-RECIPIENT TRAINING
OFFICE OF AGRICULTURAL LAW ENFORCEMENT
OALE STAFF
• Major Daniel Williamson – DME Program Manager
• Captain Keith Klopfer – DME Training Coordinator
• Summer Williams – DME Program Assistant • Sue Rantuccio – Fiscal Liaison / Grant
Coordinator• Linda Harless – Budget Liaison / Contract
Manager
OALE’S ROLE• OALE has entered into an agreement with the U.S.
Department of Justice, Drug Enforcement Administration (DEA) to administer the 2015 DME Program within Florida.
• We have received $375,000 to defray costs relating to the eradication and suppression of cannabis for Calendar Year 2015.
• OALE will conduct marijuana indoor-grow training beginning in July 2015.
• We will also pass through funds to local agencies to defray costs related to the eradication and suppression of cannabis.
• Since the reimbursement is to defray costs, there is no guarantee that all submissions will be processed at 100% cost reimbursement.
DME PROGRAM FUNDING
• DME funding is not a grant. The Federal Assets Forfeiture Fund funds the DME Program.• However, uses and accounting of the funds used must meet the same legal requirements as a Federal Grant.• The Letter Of Agreement (LOA) is a Cost Reimbursement Agreement.
LOCAL LAW ENFORCEMENT PARTICIPATION
In order to participate in the DME Program, local law enforcement must:•Incur costs related to the investigation and eradication of cannabis within the State and within the Calendar Year.•Enter into a LOA / Sub-Recipient Agreement with OALE.•Submit a completed Certifications Regarding Lobbying; Debarment, Suspension And Other Responsibility Matters: And Drug Free Workplace Requirements (OJP Form 4061/6).•A signed LOA and Lobbying Certification should be submitted with an agency’s first request for reimbursement or request for approval to purchase equipment.•Submit a DME Field Summary Form (Form # FDACS-16075) for every case involving marijuana eradication. The deadline to submit 2015 stats is January 10, 2016.•Obtain audits in accordance with the Single Audit Act of 1984.
• Requests must be made using the Domestic Marijuana Eradication Program Disbursement Request Form (FDACS-16076).
• Only qualifying categories, as defined on this form, are eligible for reimbursement.
• The Overtime table included on the form must be completed when requesting reimbursement for overtime.
• The accuracy of the request must be certified by signing and completing the agency identifying information.
• The form must be submitted with supporting receipts to [email protected].
• Receipts, case files and other supporting documentation must be maintained by the agency for a minimum of three years and are subject to OALE or DEA audits.
How To Request Reimbursement for Qualifying
Expenditures
DOMESTIC MARIJUANA ERADICATIONDISBURSEMENT REQUEST FORM
The top portion of the form identifies basic information related to the Agency and DME incident:
Agency Name ________________________________________________________________
Date of DME Eradication ________________ Case Number (if applicable) __________________
Number of Plants Eradicated _____________ Total Expenditures $_________________
Disbursement Request $____________
DISBURSEMENT REQUEST FORMCATEGORY DESCRIPTION TABLE - EXAMPLE
Category Description Amount
Aircraft Expenses
Rental of aircraft for other than travel status. Includes fuel and lubricants. In order to be eligible for disbursements for aircraft expenses ($750 per hour), the aircraft support information forms must be on file with the Office of Agricultural Law Enforcement (OALE), OALE must have received prior notification of the aerial mission and disbursement requests must be filed with OALE within 10 days after the last date of the mission
$1,500.00
Clothing & Protective Gear
Safety equipment, protective clothing (i.e. BDU’s, boots, gloves).
Container / Space Rental
Rental of storage containers and training facilities.
Equipment Includes All Terrain Vehicles (ATV’s), gyro binoculars, zodiac boats, Thermal Imagers, Geophysical Positioning Devices (GPS), surveillance cameras, motion detection systems, camcorders, eradication equipment and other equipment. (Equipment purchases must receive prior approval in order to qualify for reimbursement.)
DISBURSEMENT REQUEST FORM CONTINUEDCATEGORY DESCRIPTION TABLE
Category Description Amount
Overtime Overtime paid to State and Local officers for eradication operations. (O/T Rate cannot include retirement, FICA and other state, local and federal taxes).
$318.90
Supplies Carabineers, harnesses, batteries, tools, machetes, ropes and lines, etc.
Training Training directly related to eradication to help improve performance.
Travel / Per Diem Travel expenses and per diem for performance of DCE/SP operations or managerial activities. Included are items for mileage, airfare and miscellaneous travel expenses.
Vehicular Specific short-term special use vehicle rentals.
TOTAL REQUEST $1818.90
The Total Request amount must match the Disbursement Request Amount at the top of the form.
DISBURSEMENT REQUEST FORMOVERTIME TABLE
When requesting reimbursement for overtime, the overtime block must be completed – example below:
Officer / Investigator Name
Regular Hours
Worked
O/T Hours Worked
Regular Hourly Rate
O/T Rate (Reg. rate x
1.5)
O/T Paid
Officer John Smith 8.00 2.00 $15.00 $22.50 $45.00
Investigator Jane Doe
23.5 6.00 25.10 $37.65 $225.90
Officer Jim Jones 8.00 2.00 $16.00 $24.00 $48.00
0.00 0.00 $0.00 $0.00 $0.00
Total O/T Request $318.90
DISBURSEMENT REQUEST FORMCERTIFICATION
By signing this report, I certify to the best of my knowledge and belief that the report is true, complete, and accurate, and that the expenditures, disbursements and cash receipts are for the purposes and intent set forth in the award documents. I am aware that any false, fictitious or fraudulent information, or the omission of any material fact, may subject me to criminal, civil or administrative penalties for fraud, false statements, false claims or otherwise. (U.S. Code, Title 18, Section 1001 and Title 31, Sections 3729-3733 and 3801-3812. All supporting documentation will be maintained in accordance with Florida Statute 119.041 and available for review by the Office of Agricultural Law Enforcement or the Drug Enforcement Administration.
Agency Remittance Address: _____________________________________________________
Agency Federal Tax I.D. Number: _____________________________________________________
Printed Name of AgencyRepresentative: _____________________________________________________
Signature of AgencyRepresentative: (Authorized Financial Officer) Date: __________
Telephone Number: __________________________
E-Mail Address: __________________________
DME Mission Number: __________________________
DISBURSEMENT REQUEST FORM
The completed form and related receipts must be e-mailed to OALE at the address below:
PLEASE E-MAIL COMPLETED FORM WITH
SUPPORTING DOCUMENTATION TO:
REIMBURSEMENT FOR EQUIPMENT
• All purchases of equipment must receive prior approval in order to be eligible for reimbursement.
• OALE is limited to spending 10% of the award on equipment.• The maximum allowable for 2015 is $37,500 statewide.• Requests must be submitted using the Domestic Marijuana
Eradication Program Equipment Approval Form (FDACS-02005).• Requests for approval must be submitted by September 15, 2015.• If approval is granted, it may be for only a portion of the actual
cost of the equipment.• Once approval is received, the local agency may purchase the
equipment.• After purchase, the Agency must request reimbursement using the
Domestic Marijuana Eradication Program Disbursement Request Form.
• All applicable receipts must be submitted with that form.
DOMESTIC MARIJUANA ERADICATION PROGRAM
EQUIPMENT APPROVAL FORMThe top portion of this form identifies the specific equipment the agency would like to purchase and the cost / quantity of each item:
Agency Name _____________________________________________________
Equipment Price $__________________
All purchases of equipment must receive prior approval in order to be eligible for reimbursement through the Domestic Marijuana Eradication Program. Approvals must be made using this form and must be submitted through the Office of Agricultural Law Enforcement. No requests for approval will be considered after September 15th of each calendar year.
Item Manufacturer Specifications Price per Item
Quantity
Total
$ $
$ $
$ $
TOTAL $
EQUIPMENT APPROVAL FORM CONTINUED
Agency
Representative ___________________________
Signature of Agency
Representative ___________________________ Date: _____________
Telephone #: ___________________________
E-Mail Address ___________________________
The agency identifying information and signature must be completed and submitted to the DME e-mail account: [email protected]
By signing below, you are certifying that the items listed above will be used to further your agency's efforts to eradicate marijuana.
EQUIPMENT APPROVAL FORM CONTINUED
Approved purchases must be made within the current Calendar Year and will be reimbursed once the DME Disbursement Request Form is submitted to the Office of Agricultural Law Enforcement with the applicable receipts.
• Equipment purchases require both OALE and DEA signature approval.• Approval will be communicated via e-mail to the address reflected on
this form.
Office of Agricultural Law Enforcement – signature indicates that equipment requests are within 10% of award:
Signature _____________________________________ Date: ____________
Name and Title _____________________________________
Drug Enforcement Administration / DCE/SP Headquarter Approval - signature indicates approval to purchase the equipment noted above.
Signature _____________________________________ Date: ____________
Name and Title _____________________________________
EQUIPMENT APPROVAL
• Once the Domestic Marijuana Eradication Program Equipment Approval Form is returned to the Agency – signed by both OALE and the DEA – the Agency may proceed with the purchase.
• Approval will be communicated via e-mail to the address reflected on this form.
• Likewise, non-approval will also be communicated via e-mail to the address reflected on this form.
AUDIT REQUIREMENTS
• Sub-recipients are responsible for obtaining audits in accordance with the Single Audit Act of 1984 and federal agency implementing regulations.
• An independent auditor, in accordance with generally accepted government auditing standards covering financial and compliance audits, shall make the audits.
• The Agency is asked to enter the fiscal year, the name and address of the cognizant agency, and a contact person in case questions arise concerning an audit.
• OALE will be monitoring a number of agencies each quarter.• You may receive a letter requesting a copy of case reports for which you
received reimbursement. We will also require that you provide copies of timesheets, receipts and other audits.
PROBLEMS THAT HAVE OCCURRED IN THE PAST
• DME Forms are not submitted through the Agency Financial Officer.
• Inconsistent remittance addresses are provided.• Overtime calculations are not accurate.
Office of Agricultural Law Enforcement
2005 Apalachee Parkway, Tallahassee, FL 32301
Telephone: 850-245-1300Toll Free: 800-342-5869
E-mail: [email protected]
Contact Information