Welcome to the Incident Procurement website serving our interagency partners and current or potential vendors. Please click on one of the tab links provided above so we can help you find what you are looking for.
Find information about working with the Forest Service. If you're already a current Forest Service vendor, get information about the tools you need to use to manage your contracts.
Questions are grouped in the following categories to aid you in finding an answer quickly:
What level of e-authentication access do I need to work with IBS? All users require only USDA e-authentication level 1 access; Forest Service employees who have a USDA e-authentication profile are automatically granted level 2 access; if you don't have a profile, be sure to create an USDA employee account.
Requesting a USDA e-authentication profile takes just a few minutes; registering with IBS takes only minutes, but activation of the account can take up to two days.
The IBS helpdesk can be reached at 1-866-224-7677 or firstname.lastname@example.org. The helpdesk can answer IBS application or functionality questions. If the question is business related it will be elevated to a business area Subject Matter Expert.
I'm with BLM and I can't get access to the IBS application.
BLM at the national level is aware of the issue and working on a solution. Some BLM employees working with their IT departments and the Bureau Networking Division have successfully gained access.
Your eAuth accounts automatically disables itself if you do not log into it at least once within 13 months. This criteria will change to probably 6 months, but no information on an implementation date of when this will happen has been provided.
If the eAuth account is disabled due to inactivity, the User simply has to e-mail the aAuth Help Desk to have it activated again. The eAuth website is as follows: https://www.eauth.usda.gov/mainPages/index.aspx
In IBS, there is a field where you can enter a partial contract number ... in this field, enter the LAST 4 digits of the contract number, and the system will pull all contracts that have that same last four digits (this should be a pretty short list). This is much faster than if you click on the "Get Contracts" button. NOTE: If you enter the first digits of the contract number (like "AG-84M8-C...") your system will likely freeze up.
IBS requires a valid Forest Service job code in order for data to be submitted. The majority of calls to the helpdesk involve job code questions. Users can check out valid incident job codes at: https://www.fs.usda.gov/managing-land/fire/ibp/accounting look under firecode logs. Forest Service users can access job code data on the intranet ASC site at: https://www.fs.usda.gov/managing-land/fire/ibp/accounting".
Project WFSU codes may be on the annual incident job code list; also on this site is a list of override codes for all Forest Service units: http://www.fs.fed.us/fire/ibp/incident_payments/incident_payments.html
If the code it is not on this list, you may need to check with the project manager to ensure you have the proper code.
When someone (COR, inspector, helicopter manager, dispatcher, etc) enters the data for the 122s into IBS, their name is appears in the "Government representative" block. It is helpful to also put a phone number in the "Remarks" field -- this gives the COR, vendor, and/or ASC someone to contact if they have a question regarding a particular 122.
You will have access within two business days.
The user name is not case sensitive, but the password is case sensitive.
Vendors, Contracting Officers (CO) and Contracting Officer Representatives (COR's). A PIN is NOT required for Data Entry of FS-6500-122 information.
Yes. If the part of the contract number you are entering contains dashes, the dashes must also be entered. For example, the contract number, AB-0123-4-56, could be partially entered by the first or last four digits, but must also include the dashes. For example: 3-4-56.
Yes. Each leg within the main body of the 122 is created individually by selecting the "Add Leg" button then entering the details for that leg in the "Add a Flight Leg" window. Note: Miscellaneous charges that are shown in boxes 25-31 of the 122 can be added by selecting "Additional Charge" or "Add Tax Information."
Once the invoice has been created for the item number and date of unavailability, select "Add Leg." Enter the details for the unavailability, including the pay code "NA." Select "Clock" for meter type; enter the time the aircraft was unavailable; then select "Calculate." The unavailability for that time period will be calculated and will show as a deduction on the 122. Note: The "Full Availability Flag" may be selected if the contractor is entitled to full availability.
From the IBS home page, select View/Modify Invoice. Enter the date or date range and the partial or full contract number. Select, "Get Contract." Once the screen has refreshed and shows the complete contract number, select the appropriate item number from the drop down menu. Select "Next." The next screen that appears shows a list of invoices within the specified date/date range. Note: Once an invoice has been packaged, it no longer appears under the "View/Modify Invoice" heading.
The date the flight was taken.
The data should be entered and the invoice completed ("Submit" button) each day that there are costs incurred for the aircraft. The time of day that it is completed is not critical but it should be submitted every 24 hours. There may be occasions when that is not possible but the invoices must be completed as often as possible in order to report fire costs, accruals and to make payments to contractors.
Contract information, such as pay codes, must be entered by the Contracting Officer (CO). Contact the appropriate CO or COR for the contract.
The Contracting Officer (CO) is responsible for updating contract terms, such as flight rates. Contact the appropriate CO or COR for the contract.
Type the description of the origin or destination location into the appropriate fields even though it is not part of the list. After the user saves the leg, IBS will designate this information as "Other" and store it along with the leg information.
Overnight charges can be added to an invoice by selecting "Overnight (ON)" from the drop down menu under "Additional Charge." Once selected, click "Add." The "Add Overnight Charge" window displays. Enter all appropriate data, select "Calculate," then, "Add Charge". The overnight charge now appears in the Additional Charge section below Current Flight Legs.
When a location is selected from the PerDiem Lookup list, the Max PerDiem amount includes both lodging and meals for that location. A future update to the program will separate the per diem and M&IE into two fields.
Call the IBS Helpdesk at 1-866-224-7677 or on the web at email@example.com.
You should enter the last flight leg in IBS and leave your name, phone number and e-mail address in the Remarks section of the last leg and/or the Additional Charge function so that if a question arises from either the in-coming manager or the COR, those individuals have ready access to answers to their questions. In addition, the payment folks can trace the person who entered the data into IBS.
These charges should be entered as "Other Charges" in the Additional Charge portion of the invoice.
Change the printer orientation to "Landscape."
Review each flight leg to confirm that a job code has been entered for each leg, and if an additional charge has been included, the correct job code has been assigned.
All excise or segment taxes are included in the Total All Charges (Field 32), however IBS does not include those tax entries into the Accounting Summary until the Submit Invoice button is clicked. The fixed-wing manager (data entry) will not see the tax entry. The COR, when approving the invoices, will see the tax entries.
If your accounting total is correct, check to be sure you entered a budget org (over-ride) in the accounting for any "project" job codes.
Check to be sure the Pop up blocker on your computer is switched to the OFF position and try it again. If you need help, contact the IBS Helpdesk.
Users should create two separate standby legs. When entering the pilot's standby don't include the fuel truck driver in the Other Crew field. When entering the driver's standby in another leg, remove the pilot's name from the Pilot Name field and enter "1" in the Other Crew field. If the pilot's name is not removed, the pilot will receive standby twice for that invoice.