PRO550A

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DATE: November 15, 1995
CANCELS: PRO 550A, December 15, 1993
SEE ALSO: POL 500A, April 17, 1991
COST RECOVERY [PROCEDURE]
APPROVED BY:____________
PROCEDURE PRO 550A COST RECOVERY OF STATE TCP EXPENDITURES

Action by:               Action:

Site Manager, working    1. Documents all necessary cost recovery stipulations in

with an Assistant        consent decrees and orders with these cost recovery

Attorney General         provisions: payment schedule (generally quarterly); clear

                         name and address for billings; specifics of payment

                         agreement (if several PLPs); whether past costs are

                         included or excluded, if excluded, then start date.

                         2. If other than standard cost recovery language is used,

                         submits draft decree/order to the TCP Cost Recovery

                         Coordinator for review and advice.

TCP Cost Recovery        3. Completes review within the timeframe requested

Coordinator              (generally five days).  Discusses comments with Site

                         Manager.

                         4. Elevates any major issues unresolved, after discussion

                         with the Site Manager and Section Manager involved.

Site Manager             5. When decree/order is final, summarizes cost recovery

                         information on a Final Document Form (Attachment A).

                         6. Sends two copies of the final consent decree/order and

                         one copy of the Final Document Cover Form

                         (Attachment A) through the Section Head to the Negotiation

                         Review Team Coordinator.

TCP Cost Recovery        7. Transmits a copy of the final decree/order and the

Coordinator              Final Document Cover Form to the Fiscal Cost Recovery                                                        Unit with a signed memorandum requesting the Fiscal office

                         to begin cost recovery.

Fiscal Cost              8. Prepares the billing package, which includes:

Recovery Unit

                         a. a cover memo with signature block for the Site Manager

                         to approve costs;

                         b. an invoice which includes staff charges; other direct

                         charges, and interest charges (when appropriate);

                         c. copies of time accounting reports for the site for the

                         billing period which include hourly charge-out rates

                         for employees who direct charge;

                         d. copies of the Statewide Accounting Information and

                         Retrieval System (STAIRS) or Agency Financial Reporting

                         System (AFRS) reports for the billing period, and a memo

                         explaining any anomalies;

                         e. other documentation appropriate for the specific

                         invoice or required by the decree/order.

                         9. Transmits billing package for each eligible site to the

                         TCP Cost Recovery Coordinator on the schedule established

                         with the first invoice.  The first invoice may also  include a

                         "Uniform Chart of Accounts" or other explanatory

                         information.

TCP Cost Recovery        10. Reviews billing packages for reasonableness.

Coordinator

                         11A. Transmits billing packages to appropriate Site

                         Managers (Billing package may be faxed to regional office

                         for faster turn around, with original hard copies to

                         follow), or:

                         11B. Notifies Fiscal and/or other appropriate staff of

                         problems with the documentation within three days of

                         identification of a problem.

Site Manager             12A. Reviews billing package for reasonableness, signs

                         and transmits to the TCP Cost Recovery Coordinator,

or:

                         12B. If errors or questions are noted, discuss problem

                         with TCP Cost Recovery Coordinator immediately, and returns

                         cover letter (Note: Cover letter may be signed and conditioned

                         by changes) invoice, documentation, and memo or notes

                         explaining problem.

TCP Cost Recovery        13A. Transmits signed invoices to Fiscal Cost Recovery Unit,

Coordinator              or:

                         13B. Prepares Memo to Fiscal Cost Recovery Unit explaining

                         necessary corrections (and Fiscal approved correction form

                         if changes involve charges by a program other than TCP).

Fiscal Cost              14. Prepares final invoice and sends to the party identified

Recovery Unit            on the approved invoice.  Notifies the Site Manager before

                         sending any documentation to the PLP that is different from what

                         the Site Manager has already seen.

                         (NOTE: When a current invoice exceeds $100,000, the

                         invoice is sent "return receipt registered" mail.)

                         15. If changes have been made, prepares corrected invoice

                         and,  if necessary for signature approval,  returns to Step Number 9.

TCP Cost Recovery        16. Periodically, but not less frequently than quarterly,

 Coordinator             reports invocies sent, payments received, and, delinquency

                         notices sent, to TCP Management Team

                         17. Tracks cost recovery revenue of individual sites

                         through AFRS reports or other appropriate fiscal

                         documentation.

PERIODICALLY, AND WHEN INVOICE PAYMENTS ARE DELINQUENT:

Fiscal Cost              18. Sends report of delinquent invoices to TCP Cost

Recovery Unit            Recovery Coordinator

TCP Cost Recovery        19. Discusses PLPs scheduled for delinquency notices

Coordinator              with Site Managers in Regions and Site Cleanup Section.

                         20. Notes PLPs who should be exempted from delinquency notices

                         and returns to Fiscal Cost Recovery Unit.

Fiscal Cost              21. Sends delinquency notices to PLPs who have not

Recovery Unit            been excluded.

PERIODICALLY, WHEN REPEAT DELINQUENCY NOTICES HAVE BEEN SENT:

TCP Cost Recovery        22. Reviews list with Site Managers and makes

Coordinator              Recommendations to TCP Management Team

                         regarding sending accounts to a collection agency and/or

                         referral to the Attorney General for legal court action,

                         considering the following:

                         a. Amount of debt

                         b. Age of debt (the statutory limitation for treble

                         damages is two years past the completion of the work)

                         c. Ability of PLP to pay if legal action was successful.

                         d. Complexity of cleanup

                         e. Stage of cleanup

                         (or considering the guidelines as issued by the AG's office)

                         23. Requests the Fiscal Cost Recovery Unit to send

                         accounts to collection based on TCP Management

                         team direction.

Attachment A

Final Document
Cover Form

Date__________

TO: Pat Melone, Cost Recovery Coordinator
FROM:__________________, Site Manager

SUBJECT: Final Document

DATE: _____________

SITE NAME:_______________ SIS NUMBER:_______________
SITE MANAGER: ____________________ SCAN#_________________
OFFICE LOC:_______________ SITE PIC(s):_____________ PROJECT NO._________

                                              (cost Rec. Coord.provides)

Type of Document:

Agreed Order (AO)         [ ]     Ch. 90.48 RCW Order (WQ)             [ ]

Cleanup Action Plan (CAP) [ ]     Ch. 70.105 RCW Order (HW)            [ ]

Emergency Order (EEO)     [ ]     Record of Decision (ROD)             [ ]

Enforcement Order (E0)    [ ]     State Memorandum of Agreement (SMOA) [ ]

Consent Decree (CD)       [ ]     Other                                [ ]

DOCUMENT #______________EFFECTIVE DATE OF DOCUMENT: ______________

ASSISTANT ATTORNEY GENERAL _________________

IS PLP ADDRESS SHOWN IN DOCUMENT: YES NO
(IF NO, PUT ADDRESS HERE:)___________________________________
__________________________________________________________
__________________________________________________________
Are past costs included? YES NO
(If YES, for what time period)___________________________________
___________________________________________________________

Are there any billing restrictions? YES NO (If YES, describe:__________________________________________
_______________________________________________________

FISCAL OFFICE USE ONLY

_________________________________________________________________

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