Unit 10 – Manage Allocations and Obligations Overview Part 1: Allocation Task 1A: Create Allocation and Submit to HMO Task 1B: Submit Allocation to Emergency Support (ES) Task 1C: Dispose of Allocation Work Packet Part 2: Obligation Task 2A: Create Obligation and Submit to HMO Task 2B: Submit Obligation to Emergency Support (ES) Task 2C: Verify Obligation Task 2D: Notify Grantee of Obligation Part 3: Deobligation Task 3A: Create Deobligation and Submit to HMO Task 3B: Submit Deobligation to Emergency Support (ES) Part 4: Deallocation Overview The NEMIS-MT Manage Allocations and Obligations process allows FEMA Regional and Headquarters staff members to: * Allocate funds for approved HMGP projects * Obligate HMGP funds for approved HMGP projects Table 10-1 provides an overview of the Manage Allocations and Obligations process. Table 10-1: Manage Allocations and Obligations DESCRIPTION Purpose: Allocate and obligate funds for approved HMGP project applications When does it start? After project applications have been approved by FEMA staff in the Eligibility Determination process Who does it? FEMA Regional Mitigation Staff Mitigation Analyst (MA) Role Hazard Mitigation Officer (HMO) Role Division Chief Role CAUTION: The same user may not perform both the MA and HMO tasks. How is it done? Part 1: Allocation Task 1A: Create Allocation and Submit to HMO Task 1B: Submit Allocation to Emergency Support (ES) Task 1C: Dispose of Allocation Work Packet Part 2: Obligation Task 2A: Create Obligation and Submit to HMO Task 2B: Submit Obligation to Emergency Support (ES) Task 2C: Verify Obligation Task 2D: Notify Grantee of Obligation Part 3: Deobligation Execute only in the following situations: Project has a cost under-run Grantee withdraws a project after funds have been obligated Audit results determine that certain project costs are not allowed or were miscalculated previously. Task 3A: Create Deobligation and Submit to HMO Task 3B: Submit Deobligation to Emergency Support (ES) Part 4: Deallocation Execute only if deobligation will be processed in the current fiscal year. Deobligations from previous fiscal years will be automatically deallocated but it will be necessary to dispose of the deallocation work packet as described in Part 1, Task 1C. Part 1: Allocation An allocation does not have to be created in the system for each individual project. Multiple projects can be part of one “Batch” allocation. After the allocation is processed, an obligation for each individual project MUST be created in the system. Another allocation cannot be processed until all projects are obligated. Task 1A: Create Allocation and Submit to HMO 1. On the NEMIS menu bar, click the Mitigation icon. If prompted, select Group ID and Disaster. On the MITIGATION menu, click Funding -- Allocations -- New. 2. The Create Allocation dialog box is displayed with a system-generated Allocation Nr. 3. Click the OK button. Five tabs with Allocation information are displayed. The Worksheet tab is displayed by default. 4. On the bottom part of the tab, check that your current role is MA. 5. Click the ADD PROJECT button. The Allocations Project List is displayed . 6. Scroll to the right to see the other Allocations Project List data fields. NOTE: The list displays the approved projects associated with the current disaster number. The list may also include projects for which funds have already been partially allocated. 7. Table 10-2 describes the Allocations Project List data fields. Table 10-2: Allocations Project List Data DATA FIELD INFORMATION TO BE REVIEWED/ENTERED Project Type (Select) Desired Type of Projects to be Listed. Select one of the following: All, Regular, Initiative, Management Costs Project Number assigned by the system to the project application during the Eligibility Determination process; also referred to as FEMA Project Number Aplcn System-generated Grantee Application ID number for the project Amend System-generated number of the amendment (0 is assigned to the initial project application submission, 1 to the first amendment, and so on) Project Type Funding Type for the project. Possible values are: Regular Initiative Management Costs Project Planning Grantee Name of grantee Subgrantee Name of subgrantee Project Title Name given to the project during the application development process Approval Date the project application was approved by FEMA Total Aprvd Total Cost approved during the Cost Review in the Eligibility Determination process Federal Share Portion of the total project cost that will be funded by FEMA 8. Select the project you wish to add to the Allocation. Either double click or click the OK button. 9. The Worksheet tab is displayed with the following data fields auto-filled by the system (Figure 10-7). Project Total Federal Share Max Fed Share Available 10. If applicable, note the dollar amount in the Proj Fed Share Prev Allocated data field. 11. In the Federal Share To Be Allocated data field, enter the amount to be allocated. The amount entered must be less than, or equal to, the Max Fed Share Available. Be sure to account for the leading zero in the field. It must be deleted or made part of your allocation amount. 12. Press the Tab key to move to the next field, and the Admin Est and Total Allocation dollar amounts will auto-fill. HINT: For projects covering State Management Costs (projects with an M suffix), enter Grantee and Subgrantee administrative costs as $0. 13. When allocating project funds as well as Grantee and Subgrantee Administrative funds, always use the sliding scale radio button to ensure the Grantee and Subgrantee Administrative funds are calculated correctly by the system and included in the Total Allocation field along with the Project Amount to be allocated. NOTE: When encountering the “Project Allocation Amount – You cannot allocate an amount exceeding the current maximum available for this allocation” information message, it will be necessary to adjust the fed share to be allocated in a manner that brings the allocated total for the project down to a level equal to or less than the amount approved for the project. 14. If necessary to override the Grantee or Subgrantee Administrative amounts generated by the system the user will be prompted to acknowledge the continuation of the override. 15. Selecting No will return the amount overridden to the previous amount calculated by the system. Selecting Yes, will prompt a second acknowledgement confirmation. 16. Once again, selecting No will return the amount overridden to the previous amount calculated by the system. Selecting Yes, will automatically open the Comment Editor which require that a comment be entered justifying the calculation override. This will allow the override and the user will be able to continue with the allocation. 17. Close the Comment Editor after entering your comment. 18. To add more projects to the Allocation request, maximize the Allocations Project List window. Repeat Steps 5-11. 19. Click the Details tab. The cumulative Allocations requested thus far are displayed. 20. Click the Comments tab. 21. Click the ADD button. A new row for adding comments is displayed. The system auto-fills the User Name, the Date, and the Time of the entry. 22. Double-click inside the Comment field. The Comment Editor is displayed. 23. In the Comment Editor text area, enter the justification for allocating this project or any additional comments that may help the reviewers and approvers. 24. Click the OK button. The comments you entered are now displayed in the Comments tab. 25. Click the Authorization tab. 26. Click the SUBMIT FOR HMO APPROVAL button. The Forward Work Packet to HMO dialog box is displayed. 27. Click the YES button. The Work Packet Forwarded to HMO message is displayed. 28. Click the OK button. The Authorization tab now displays the Preparer Name and Preparation Date. 29. On the bottom right part of the tab, click the CLOSE button. Task 1B: Submit Allocation to Emergency Support (ES) 1. On the MITIGATION menu, click on Funding -- Allocations. 2. The Select Allocation list is displayed. Highlight the desired allocation and click OK. The selected allocation is displayed. You should not be the same User who completed Task 1A: Create Allocation and Submit to HMO. 3. Table 10-3 describes the Allocation Work Packet List data fields. Table 10-3: Allocation Work Packet List Data Fields DATA FIELD INFORMATION DISPLAYED Allocation Nr Number assigned by the system when the Allocation request was created Total Allocated Amt Total of all project amounts and administrative estimates Preparer Name NEMIS-MT User Name of the person who created the allocation Prepared Dt Date the allocation was created or the most recent date it was edited HMO Auth. Name NEMIS-MT User Name of the person who authorized the allocation HMO Auth. Dt Date the allocation was authorized by the HMO Status System-generated indicator of the status of the workflow in the ES Review. At MA = awaiting transmittal to HMO; At HMO = awaiting transmittal to ES module; At ES = awaiting approval in ES module; Accept = accepted by IFMIS; Void = Allocation was voided FY Fiscal year for this allocation 4. The Allocation work packet is ready for HMO approval if it displays the following information: Status is At HMO 5. Highlight the work packet. Click the OK button. 6. Five tabs with Allocation information are displayed. The Worksheet tab is displayed by default (Figure 10-23B). 7. Review the read-only information in the Worksheet, Details, and Comments tabs. 8. Click the Authorization tab. 9. In the bottom half of the tab, the HMO Approval section is displayed. a. Click the VOID ALLOCATION button to void the allocation request. b. Click the REWORK TO PREPARER button to send the allocation request back to the Mitigation Analyst for rework. c. Return to the Comments tab to make any desired comments. If no comments are required proceed to item d. below. d. Click the SUBMIT TO ES button if you wish to continue processing the allocation request. 10. If you clicked the SUBMIT TO ES button, the Forward Work Packet dialog box is displayed. 11. Click the YES button. The Request for Allocation Advice Worksheet (RAAWS) is displayed with nine tabs. The Salaries tab is displayed by default . 12. At the top of the worksheet, in the Program/Office section, check that the MT radio button is selected. 13. Note that User Role has changed to PO (Project Officer). 14. Click the Grants tab. 15. Scroll to the bottom of the tab. In the Object Class 4173 - Hazard Mitigation Grant row, under the This Action column, verify that the dollar amount is equal to the Allocation amount requested. 16. On the far right column of the Object Class 4173 – Hazard Mitigation Grant row, click inside the checkbox. The Allocation Comments window is displayed. 17. Click the MT DETAILS button. The Mitigation Details window displays the projects to be allocated. 18. Click the DONE button. The Allocation Comments window is displayed again. 19. On the Allocation Comments window, enter your comments indicating approval. HINT: Include the Disaster Number, projects and allocation amount in the text. Add the text "Approved by DC." 20. Click the DONE button. The Grants tab is displayed. The checkbox on the far right column of the Object Class 4173 – Hazard Mitigation Grant row now has an "X" to indicate that Comments are attached. 21. At the bottom of the Grants worksheet, click the ACCEPT button. 22. The Print Worksheet dialog box is displayed . 23. Click the YES button. CAUTION: Allocation Worksheets should be printed and placed in project files. This is useful for any future audits of the project. 24. The Print Completed message is displayed. Click the OK button. 25. The Worksheet Forwarded to the COMP Queue message is displayed. 26. Click the OK button. Processing the Allocation Request The COMP referred to in Step 25 above is the Comptroller. After the Comptroller, the allocation request goes through the following approval levels. Disaster Recovery Manager (DRM) Financial Policy Division (FPD) Office of Financial Management Planning and Analysis (OFMPA) After the request is approved by OFMPA, the allocation is entered automatically into the Integrated Financial Management Information System (IFMIS). The allocation request can be rejected at any time during the approval process. If the request is rejected at the HQ Level, it will be rejected back to the Comptroller, who will reject it back to the MT DC. The MT DC then deletes the Allocation work packet and rejects it back to the HMO. The HMO disposes of the Allocation work packet (Task 1C: Dispose of Allocation Work Packet). The work packet will then display a "REJECT" status in Mitigation -- Projects -- Management. Task 1C: Dispose of Allocation Work Packet After an Allocation request has been approved or rejected in the system, the HMO must dispose of the Allocation work packet. Make sure you are logged in with the HMO Group ID. 1. On the MITIGATION menu, click on Funding -- Allocations. Select allocation from list. 2. The allocation work packet is ready to be disposed if Status is “ACCEPT.” 3. If Status is “At ES,” highlight the allocation, click OK, and go to the Approval Status tab. If IFMIS shows as “ACCEPTED” go back to the Select Allocation list, double click on the allocation, and that will change the Status to “ACCEPT” on the Select Allocation screen. HINT: If after selecting and double clicking the allocation the approval Status remains At ES on the Approval Status tab, the allocation is still under ES review. NOTE: If the IFMIS Status is "REJECT,” discuss the circumstances with the ES staff Point of Contact. After resolving any issues, continue with Steps 4 -8. Resubmit a new allocation as described in Task 1A: Create Allocation and Submit to HMO. Be sure to incorporate the changes recommended by the ES staff. 4. Once the allocation shows “ACCEPT” on the Select Allocation screen, you are ready to dispose of the allocation. 5. Disposing of the allocation is accomplished by double clicking on the allocation that was accepted by IFMIS. 6. On the bottom right part of the screen, click the CLOSE button. The funds are now available for the Obligation process. Part 2: Obligation Unlike the allocation process, in which several projects can be grouped together in one allocation request, a single obligation for each individual project MUST be created in the system. All projects must be obligated before another allocation can be processed. Task 2A: Create Obligation and Submit to HMO 1. On the MITIGATION menu, click Funding -- Obligations -- New. 2. The Project List for Obligation is displayed. NOTE: The list displays projects that have allocated funds and are associated with the current disaster number. The list also includes projects that have been obligated previously. Obligations are initially sorted by prepare date starting with the most recent. Each Data Field can be sorted from highest to lowest or vice versa. Disaster Number is now displayed on the blue banner. 3. Table 10-4 describes the Project List for Obligation data fields. Table 10-4: Project List for Obligation Data Fields DATA FIELD INFORMATION DISPLAYED Aplcn ID- System-generated Grantee Application ID number for the project FEMA Project Nr- Number assigned to the project application during the Eligibility Determination process. Also referred to as FEMA Project number Total Previous Allocation- Project amount Amount does not include administrative costs that were included in the total amount of the allocation submitted and approved by ES Total Previous Obligation- Amount previously obligated Total Pending Obligation- Amount that has been obligated but not yet approved by ES Available Obligation- Amount that has yet to be obligated for the project 4. Highlight the project for which you wish to obligate funds. 5. On the bottom right part of the Project List, click the NEW button. Three tabs with Obligation information are displayed. The Worksheet tab is displayed by default . 6. In the top right part of the Title Bar, note the Action Nr. This is a system-generated sequential number assigned to this obligation unique to the project being obligated. 7. The system auto-fills the Total Obligation dollar amount. 8. Click the Comments tab. 9. Click the ADD button. A new row for adding comments is displayed. The system auto-fills the User Name, the Date, and the Time of the entry. 10. Double-click inside the Comment box. The Comment Editor is displayed. 11. In the Comment Editor text area, enter the justification for obligating this project or any comments that may help the reviewers and approvers. 12. Click the OK button. The comments you entered are now displayed on the Comments tab. 13. Click the Authorization tab. 14. Click the SUBMIT FOR HMO APPROVAL button. The Forward Work Packet dialog box is displayed. 15. Click the YES button. The “Obligation Submitted Successfully to HMO” message is displayed. 16. Click the OK button. The Authorization tab now displays the Preparer Name and Preparation Date. These data fields are auto-filled by the system. 17. On the bottom right part of the Authorization tab, click the CLOSE button. 18. If during the process you wish to delete the obligation without submitting to the HMO, select the Delete button on the Worksheet tab. Task 2B: Submit Obligation to Emergency Support (ES) 1. On the MITIGATION menu, click on Funding -- Obligations. 2. The list of Obligations for the disaster is displayed. Check that you are logged in with the HMO Group ID. You should not be the same User who completed Task 2A: Create Obligation and Submit to HMO. 3. Table 10-5 describes the Obligation Work Packet List data fields. Table 10-5: Obligation Work Screen List Data DATA FIELD INFORMATION DISPLAYED Aplcn ID- System-generated Grantee Application ID number for the project Amend Nr- System-generated number of the amendment (0 is assigned to the initial project application submission, 1 to the first amendment, and so on) Action Nr- System generated obligation number assigned sequentially and unique to the project being obligated FEMA Proj #- Number assigned to the project application during the Eligibility Determination process; also referred to as FEMA Project number Total Obligated Amt- Total amount of project funds + grantee and sub-grantee amount Suppl Nr- System generated supplement number for tracking purposes Preparer- NEMIS-MT User Name of the person who created the obligation Prepare Date- Date the obligation was created or the most recent date it was edited Status- System-generated indicator of the status of the workflow in the ES Review, At MA = awaiting transmittal to HMO: At HMO = awaiting transmittal to ES module; At ES – awaiting approval in ES Module: Accept = accepted by IFMIS: Void = Obligation was voided. Fiscal Yr- Fiscal year for this obligation 4. The Obligation work packet is ready for HMO approval if it displays the following information: Status is At HMO 5. Highlight the appropriate obligation. Click the OK button. 6. Three tabs with Obligation information are displayed. The Worksheet tab is displayed by default. 7. Review the read-only information in the Worksheet and Comments tabs. 8. Click the Authorization tab. Click the SUBMIT TO ES button. HINT: If you created the Obligation request and you are now submitting the request to ES, the following system error message will be displayed (Figure 10-50). Click the OK button on the error message and exit out of NEMIS. Another user with the HMO role will need to log in and submit the Obligation request to ES. 9. The Forward Work Packet to ES dialog box is displayed. 10. Click the OK button. 11. The "Obligation Submitted to IFMIS Successfully" message is displayed. CAUTION: Do not submit more than one obligation at a time. Wait until the first obligation is processed before submitting another obligation. This process will take approximately one hour but could take longer. 12. Click the OK button. On the Authorization tab, note that the system auto-filled the HMO Approval data fields with your User Name and the current date. 13. On the bottom right part of the tab, click the VIEW STATUS OF OBLIGATION IN ES button. The ES Status table is displayed. Note that the Comments column displays "Sent to IFMIS for Approval". 14. On the bottom left part of the ES Status screen, click the WORKFLOW button. The NEMIS Obligation Workflow diagram is displayed. 15. Notify HQ-Office of Financial Management (OFM) via e-mail that an obligation has been submitted in the system and is awaiting approval. NOTE: Although Step 16 is executed outside of NEMIS-MT, it is included as the final step in this task so that the Obligation process can continue with minimum delay. Task 2C: Verify Obligation Obligations submitted in Task 2B are normally processed once an hour. An hour after submission, the MA or the HMO should verify that the obligation was processed. If the obligation is still not processed at the end of a reasonable amount of time a help desk ticket should be submitted to the FEMA Enterprise Service Desk at FEMA-Enterprise-Service-Desk@DHS.GOV. This task provides steps on how to verify the obligation in the following NEMIS-MT functional areas: Obligations Project Management Funding Estimate 1. To verify that the obligation has been approved in Obligations, complete Steps 1a - 1h. a. On the MITIGATION menu, click on Funding -- Obligations. 2. The Obligation Project List is displayed. c. Table 10-6 describes the information displayed in the Obligation Project List. Table 10-6: Obligation Project List Data Fields DATA FIELD INFORMATION DISPLAYED Aplcn ID- System-generated Grantee Application ID number for the project Amend Nr- System-generated number of the amendment (0 is assigned to the initial project application submission, 1 to the first amendment, and so on) Action Nr- System-generated obligation number assigned sequentially FEMA Proj #- Number assigned to the project application during the Eligibility Determination process; also referred to as FEMA Project number Total Obligated Amt- Total amount of project funds + grantee and sub-grantee amount Suppl Nr- System-generated supplement number for tracking purposes Preparer- NEMIS-MT User Name of the person who created the obligation Prepare Date- Date the obligation was created or the most recent date it was edited Status- System-generated indicator of the status of the workflow in the ES Review, At MA = awaiting transmittal to HMO: At HMO = awaiting transmittal to ES module; At ES – awaiting approval in ES Module: Accept = accepted by IFMIS: Void = Obligation was voided Fiscal Yr- Fiscal year for this obligation d. Highlight the row of the obligation you wish to verify. e. If the IFMIS Status for that project is "ACCEPT,” the obligation has been approved. f. Click the OK button. Three tabs with Obligation information are displayed. The Worksheet tab is displayed by default. g. Click the Authorization tab. h. On the bottom right of the tab, click the VIEW STATUS OF OBLIGATION IN ES button. Notice that the Status says "ACCEPTED". NOTE: If the IFMIS status is "REJECT,” discuss the circumstances with the ES staff. After resolving any issues, submit a new obligation as described in Task 2A: Create Obligation and Submit to HMO. Be sure to incorporate the changes recommended by the ES staff. 3. To verify that the obligation has been approved in Project Management, complete steps 2a - 2e. a. On the MITIGATION menu, click on Projects -- Management. b. The Project Management Project List is displayed. c. Select the Project whose obligation you wish to verify. If the project has several rows, select the row with the highest amendment number. Click the OK button. d. Two tabs with Project Management information are displayed. The HMGP Project Management tab is displayed by default. e. Click the Funding Activity tab. On the bottom right part of the tab, note the Total Obligated Amount. 4. To verify the obligation in Funding Estimate, complete Steps 3a - 3e. a. On the MITIGATION menu, click on Funding -- Estimate. b. The HMGP Financial Activity tab is displayed by default. c. At the top left part of the tab, select the Grantee from the drop-down list. d. The tab displays five columns of data for various funding amounts: Projected A Total Allocated in NEMIS B Available C (A-B) Total Obligated in NEMIS D Available E (amount obligated minus the current estimate or A - D) e. Note the Obligated dollar amount in Column D. Task 2D: Notify Grantee of Obligation NOTE: This task is executed outside of NEMIS-MT. It is included in this User Manual because it completes the Manage Allocations and Obligations process. Send a letter to the Governor’s Authorized Representative (GAR) indicating that the funds are available and have been transferred to the Smartlink account, if applicable. A copy of this form letter is provided in the References Section of this unit (Page 10-61). Regions may use a Regional specific format, as long as all necessary information is included. Enter the project-specific information in the form letter. HINT: Save the letter using the Save As feature, giving the letter a different file name. Part 3: Deobligation Execute the Deobligation process in NEMIS-MT if any of the following conditions are true: A project has a cost under-run during Project Closeout Grantee chooses to withdraw a project after funds have been obligated The Deobligation process is almost exactly the reverse of the Obligation process. Task 3A: Create Deobligation and Submit to HMO 1. On the MITIGATION menu, click on Funding -- Obligations. 2. The Select Obligation List is displayed. Click the NEW button. 3. The New Obligation list is displayed. Highlight the project for which you wish to de-obligate funds. Click the NEW button. 4. Table 10-7 describes the information in the Obligation Project List. Table 10-7: Obligation Project List Data Fields DATA FIELD INFORMATION DISPLAYED Aplcn ID- System-generated Grantee Application ID number for the project FEMA Project Nr- Number assigned to the project application during the Eligibility Determination process. Also referred to as FEMA Project number. Total Previous Allocation- Project amount allocated NOTE: Amount does not include administrative costs that were included in the total amount of the allocation submitted and approved by ES. Total Previous Obligation- Amount previously obligated Total Pending Obligation- Amount that has been obligated but not yet approved by ES Available Obligation- Amount that has yet to be obligated for the project 5. The Deobligate Funds dialog box is displayed. Click the YES button to continue. 6. Three tabs with Obligation information are displayed. On the right side of the Obligation title bar, note that Action Nr is now "2,” referring to the deobligation request. The original obligation created in Task 2A was Action Nr "1.” 7. The Worksheet tab is displayed by default. 8. In the Project Amount to Be Obligated field, enter the minus sign "-" followed by the dollar amount to be deobligated 9. Press the Tab key. The amount is displayed in the Total Obligation field. Notice the minus sign before the amount and the red font. 10. When deobligating project funds as well as Grantee and Subgrantee Administrative funds, always use the sliding scale radio button to ensure the Grantee and Subgrantee Administrative funds are calculated correctly by the system and included in the Total Obligation field along with the Project Amount to be deobligated. 11. If necessary to override the Grantee or Subgrantee Administrative amounts generated by the system the user will be prompted to acknowledge the continuation of the override. 12. Selecting No will return the amount overridden to the previous amount calculated by the system. Selecting Yes will prompt a second acknowledgement confirmation. 13. Once again, selecting No will return the amount overridden to the previous amount calculated by the system. Selecting Yes will open the Comment Editor which will require that a comment be entered justifying the calculation override. This will allow the override and the user will be able to continue with the Obligation/Deobligation process. 14. Click the Comments tab. 15. On the bottom right part of the tab, click the ADD button. A new row for adding comments is displayed. The system auto-fills the Date and the Time of the entry and the User ID. 16. Double-click inside the Comment field to access the Comment Editor. 17. In the Comment Editor text area, enter a justification for the deobligation request. 18. Click the OK button. The comments are now displayed on the Comments tab. 19. Click the Authorization tab. 20. Click the SUBMIT FOR HMO APPROVAL button. The Forward Work Packet dialog box is displayed. 21. Click the YES button. The Deobligation Submitted Successfully to HMO message is displayed. HINT: If the system message indicates that the deobligation will be for the current fiscal year, you are required to execute Task 4: Deallocation. 22. Click the OK button. The Authorization tab now displays the Preparer Name and Preparation Date. 23. On the bottom right part of the Authorization tab, click the CLOSE button. HINT: The system will check IFMIS for availability of funds by Fiscal Year, beginning from the oldest Fiscal Year in which funds were obligated for this disaster. The system will keep checking until it finds a Fiscal Year with sufficient funds to deobligate. If there are not sufficient funds, the user will receive a message outlining the totals available in different fiscal years. See the mocked up screen shot below as an example of the message outlining the totals available in different years. It may be necessary to create more than one deobligation if there are insufficient funds in any one fiscal year. If this is the case, delete the deobligation on the Worksheet tab and start over. Task 3B: Submit Deobligation to Emergency Support (ES) 1. On the MITIGATION menu, click on Funding -- Obligations. 2. The Select Obligation List is displayed. Check that you are logged in with the HMO Group ID. You should not be the same User who completed Task 3A: Create Deobligation and Submit to HMO. 3. Double-click on the obligation. Three tabs with Obligation information are displayed. The Worksheet tab is displayed by default. 4. Review the read-only information in the Worksheet and Comments tabs. 5. Click the Authorization tab. On the bottom part of the tab, click the SUBMIT TO ES button. 6. The Forward Work Packet to ES dialog box is displayed. 7. Click the OK button. 8. The "Obligation Submitted to IFMIS Successfully" is displayed . CAUTION: Do not submit more than one deobligation at a time. Wait about an hour or until the first deobligation is processed, before submitting another deobligation. If it is the first obligation or negative obligation (deobligation) of the new FY, wait until the obligation has been accepted by IFMIS before submitting another transaction. 9. Click the OK button. The Authorization tab now displays the HMO Authorization Name and Date. 10. On the bottom left part of the tab, click the VIEW STATUS OF OBLIGATION IN ES button. The ES Status table is displayed. Check that the Comments column displays "Sent to IFMIS for Approval". 11. Repeat Task 2C: Verify Obligation, but this time, verify the deobligation. 12. Repeat Task 2D: Notify Grantee of Obligation, but this time notify Grantee of the deobligation. Part 4: Deallocation NOTE: If the system displays the message below while you are creating the deobligation, this means that the deobligation will be processed in the current fiscal year and therefore a Deallocation is required. The Deallocation tasks are the same as the Allocation tasks described earlier in this Unit. When you enter the deallocation dollar amount, be sure to enter the minus sign "-" before the dollar amount.