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Precisely on running finances and resources while working in the High-
Intensity Drug Trafficking Areas (HIDTA) program, it is vital. The system called
the Financial Management System or FMS of the National HIDTA Assistance
Center or NHAC centers on the sound financial responsibility and compliance
with programmed standards of the law enforcement agencies. However,
getting to learn how this system is going to work can be quite daunting,
especially for initial starters.

Here in the agency blog, we will demystify the FMS system to assist our clients
in grasping the system to make their agency run like a well-oiled machine.

The Complexity of the FMS System

FMS system is an efficient tool for the management of HIDTA funds; however,
most of the users will testify that this system can be complex.

Lack of Clarity: Prospective or inexperienced users will find the user interface
and how to input or even handle the submission of financial documents challenging.

Errors in Reporting: Typical data-entry mistakes, including the wrong project codes or failed verification of some expenses, can cause delays in reimbursements.

Compliance Challenges: There are tight fiscal policies which if not well understood by agencies, they may find themselves on the wrong side of the law during an audit.

Limited Training: Some of the team members do not know how to use the FMS system to the optimum and this has led to mistakes being made sometimes.

How to Navigate the FMS System Effectively

The good news is, however, if applied properly the FMS system is a blessing in disguise which allows the tracking, managing, and reporting of the agency’s financials. Shown below are the overviews, steps and tips that can assist you in mastering it.

Step 1: and learn what the System is all about

However, in order to better understand the essence of this article, it could be useful to overview the main tasks of the FMS system. Here are the main components:

Financial Reporting: Enables agencies to report on expenses and file expenditures documenting the use of the HIDTA funds.

Reimbursement Requests: Employed in the transmission of expenses that are eligible for reimbursement under the HIDTA program.

Audit Compliance: Used to store all documentation regarding financial audits in order to verify that the agency follows the requirements of the program.

It takes time to read through the training documents available or watch a brief presentation on FMS. There should also be either webinars offered by NHAC or other support materials that would explain it to you step by step.

Step 2: Establish Social Processes Inside the Company

To facilitate appropriate integration of FMS, agencies should have measures of providing financial reports. This includes:

Assigning Responsibilities: Ensure the proper people are coded to enter all financial data, submit all reports and most importantly, check that all entered data is correct.

Maintaining Records: Always retain an electronic and paper record of any transaction receipt, bills, invoices, and payrolls. These records should correspond with the FMS submissions that you make.

Periodic Reviews: This helps you as sometimes you find that the figures that appeared on FMS budget submission do not tally with those on your organization’s internal accounts.

The system of HIDTA receiving and issuing of funds for audits doesn’t have to
be a tangled mess of red tape. With some basic attention to a few
fundamental rules, agencies may guarantee that they follow all the necessary requirements and do not face troubles during audits while improving the reimbursement process. Here’s a breakdown of the process:

1. HIDTA SHOULD BE AWARE OF ITS FINANCIAL POLICIES

Admittedly, the key to understanding how to pass through the audit and reimbursement process successfully is to learn as many rules of HIDTA financial guidelines as possible. These guidelines indicate on how a particular fund can be utilised and what paperwork must be observed in order to meet this standards.

Eligible Expenses: With regards to the expenditures, the HIDTA funding means that the personnel cost, equipment, operation and training can all be provided. We need to be clear on what is allowed to prevent perceptions of exploitation.

Documentation Requirements: Make sure that all else on the expense side is kept concise, specific and easy to locate. This comprises of all the purchase came, bills, payrolls and all other documentations having a hint of proving the purchase of items used in HIDTA funded projects.

2. Use Full Perpetual Inventory Accounting System

Audits really rely on paperwork, so it is especially important to keep very comprehensive records. Some best practices include:

Organized Filing: Use an orderly manner when storing all financial documents that would greatly facilitate the search process during an audit.

Track Expenses in Real-Time: Do not store your record waiting for the completion of the fiscal year. They needed a system that would track all HIDTA related transactions in real time.

Regular Internal Reviews: Monitor these things internally every so often and be able to spot any problems that may be surfacing and be able to see all things conform to HIDTA standards.

3. Please fill out the following Reimbursement Request

Thereafter, any costs which have been expended have to be repaid to HIDTA through a reimbursement form. This is very important and some extra effort should be exercised in order to avoid mistakes. Here’s how:

Use the Correct Forms: When applying for reimbursement, HIDTA expect certain forms to be completed. Ensure that you are using a current form of these forms.

Attach All Supporting Documentation: For each reimbursement escalating a detailed supporting financial documentation is required. This might include:

Receipts for purchases made

Receipts for the services provided

For personnel expense, Payroll records or time sheet.

Submit Requests Promptly: One way of minimizing the possibility of a reimbursement delay is to file your reimbursement request as soon as can afford to.

4. Prepare for Audits

HIDTA said to perform regular audits in order to make sure that the funds are being spent correctly. To prepare for an audit:

Organize Documentation: Any records that have been generated with respect to HIDTA funding should be well archived and well arranged.

Be Transparent: If there are some errors them it is better to explain them without waiting for the auditors to discover them themselves.

Review Past Audits: If your agency has been audited before, look at the advice that was given and ensure the irregularities noted have been addressed.

5. Track Reimbursement Timelines

When you are placing your reimbursement request, remain alert on how long it takes for you to be funded. If there are any delays, consult HIDTA representatives to check output is on the right pace.

6. Another of avoiding and dealing with politics in organizations is to stay up to date on any policy changes.

This social media policy is designed to reflect the guidelines and policies of HIDTA as followed currently. To ensure compliance, for any updates regarding the reimbursement or audit process people can simply check the HIDTA website or sign up to receive alerts for any updates with the process.

Conclusion: Mastering HIDTA’s Financial Process

It is therefore imperative for the law enforcement agencies interested in receiving the HIDTA audit and reimbursement to grasp all the procedures. Therefore, agencies’ effective organizational procedures to keep all the record and legal documents updated and their proper reimbursement requests will help them to remain financial compliance and prevent any hindrance.

In the end, having a firm grip on this process empowers your agency to focus on its core mission: tackling the drug crisis. By applying sound financial management solutions, you will be able to run more effectively and meet the requirements of the HIDTA program.

The high intensity drug trafficking areas program is an essential program that
helps local state and federal agencies in their fight against the drug trafficking
problem. An important aspect of HIDTA’s operating is the
audit/reimbursement which guarantees that the funds are being spent
correctly and on the aim they are supposed to serve. For anyone that is
affiliated with an agency that is looking for HIDTA funding it is critical to have
knowledge of the steps highlighted here. In this post, we’ll explain how the
HIDTA audit and reimbursement works to help make it easily understandable.

Financial Mismanagement Risks

As with any resources, law enforcement agencies can face some difficulties
while receiving and using the funds from HIDTA. Any funds used in the HIDTA
must therefore be utilised in such a way that the program to be executed
achieves its intended goal and purpose and more importantly observing set
legal provisions. However, many agencies may struggle with:

Lack of Clarity on the Process: It is believed that to some extent, many football teams may not have a clear perception of the routine relating to the audit and reimbursement, which in turn leads to a confusion when it comes to managing the funds.

Risk of Non-Compliance: Lack of proper guidance may lead to some agencies embezzling a lot of money, and this can be complicated during auditing.

Delayed Reimbursements: The agencies may be filled with delayed reimbursements, which may hamper the agency’s performance or take extra pressure the drain money.

Consequently, in the absence of clear knowledge of the process, agencies may fail audits or experience severe reimbursement issues, thus impeding their action against drug trafficking.

The Consequences of Getting It Wrong

Suppose you are already in the explicit flow of certain operations employing HIDTA resources in your agency. However, due to missteps in financial reporting and documentation, your agency faces serious consequences, such as:

Failed Audits: Auditing failures may lead to investigation, loss of future funds, and agency reputational damage.

Delayed Reimbursements: Failure to adequately address reimbursement can cause payments to be made much later than expected, and leaves the agency paying for costs out of pocket in the meantime.

Resource Strain: Mismanagement of the HIDTA funds may put a great deal of pressure on human and resource capital since staff members will be forced to spend extra time addressing the concerns.

Reduced Efficiency in Drug Enforcement Operations: If travel funds are not quickly reimbursed or, assessments demonstrate that some money has been misappropriated, then procedures may stall and weaken your fight against drug trafficking.

That is why getting a firm handle on the HIDTA audit and reimbursement process is absolutely critical for any agency involved.

”This is what the National HIDTA Assistance Center provides; the following is a
list of courses through which http://training.hidta.org the officials and other
law enforcement personnel can be trained about combating drug trafficking.” Here’s how you can access these programs:

1. Visit the NHAC Website

The first thing that should be done in order to enter the training programs is to go to the official web-site of the National HIDTA Assistance Center. Training programs, Web site Webinars, and other supplementary materials are available on the Web site and may be helpful for the personnel in their work.

Link: HIDTA National Support Center

2. Explore Training Options

Once the user gets on the website, go to the Training tab.

Online Courses: These self paced courses enable the participant to study at their own pace. The topics include financial management, drug enforcement strategies such and many others.

Webinars: This has coverage through live sessions is a strict business of giving lectures about various burning issues in the area of drug trafficking.

Workshops: Sometimes the workshops can be conducted face-to-face, but more often, such activities are organized online.

Subsequently determine the compatible training programs within the available options.

3. Register for a Course

Select a Course: Enter the WebMO system, locate the desired training program by clicking it and please read the course description.

Create an Account: If necessary, you may be asked to register on the NHAC portal using your personal email address. This mainly calls for entry of the simplest details of an individual as well as an identification check as a legal enforcement agent or a related staff.

Complete Registration: Once you’ve created an account, you will be asked to proceed with enrollment for the selected course.

4. Participate in Training

Here’s what to expect:

Interactive Content: A notable aspect of numerous courses is the use of videos, readings and quizzes so as to help improve on your knowledge about the subject matter.

Discussion Forums: Use of discussion forums in order to interact with instructors and other participants. That is very useful when you wish to share some ideas and discuss the remaining ones that might be unclear for the other team members.

Completion Certificates: On completion of a course, you can be awarded a certificate that certifies your presence hence the recognition for professional enhancement.

5. Stay Updated

In addition, monitor the NHAC website for relevent new courses and training regularly offering. The study of drug enforcement countermeasures is a constantly changing field, so you’ll be the up to date best weapons to use.

The HIDTA program is actually a very important strategy that is used when
dealing with the issue of drug trafficking all over the United States of America.
Of the ways by which HIDTA sets out to achieve the aforementioned goals, is
through the National HIDTA Assistance Center (NHAC) which is involved in
offering a range of training. About these programs: offer police, other
employees and other interest groups the essential competencies and
understanding and prevent drug trafficking. This blog post will therefore help
you to learn how you can access National HIDTA training programs from the
internet.

Lack of Accessible Training Resources

Law enforcement agencies struggle in the war on drug trafficking because of
inadequate training resources. Employee knowledge management is another
area of concern, where many agencies fail to ensure their people remain informed regarding the most effective approaches and trends in the application of legal trends and tools. This can lead to several issues:

Limited Knowledge: The officers and staff may be poorly trained to offset the complicated incidences in the way which is required.

Inefficient Operations: Some of them include: With unproper training given to the agencies, then they would have no efficient ways to apply the equipment’s available which in turn leads to a lot time and efforts being consumed.

Poor Communication: Inexperienced officers may fail to relay messages well to their colleagues hence operational mishaps are bound to happen.

Lack of proper training now poses a scenario where the police LEA’s are far from coming to par in combating drug related matters.

The Impact of Insufficient Training

Just consider a state police department in a particular area facing a new surge in drug-related offenses. Police officers are on the frontline, and many of them are ignorant on the best strategies and methodologies in the fight against drug menace. As a result, they may miss critical information, leading to:

Increased Crime Rates: Some of the ineffective strategies may increase levels of drug trafficking as well as related crimes in societies.

Resource Wastage: This is because, resources used in conducting these methods could, instead, be utilized in creating new strategies that fit existing paradigms.

Frustration Among Staff: According to the study, officers may feel pressured and unprepared in handling the various issues arising from the acts of drug trafficking with the least preparation.

These problems highlight the importance of further training and effective professional development available to personnel in the ATO.

The training enables one to have aeliberate appreciation of the federal regulations and grant management rules governing the use of HIDTA funds. At the end of the training, participants are well aware of the major deadlines, regulatory demands, and grant provisions. This makes certain that offices within HIDTA are always in compliance with federal requirements for purpose of agreeing with federal directives; penalties, or reduction of funding.

2. HIDTA Financial Management Systems—to achieve mastery of and sustain excellence in HIDTA’s Financial Management Systems.

It helps to improve the knowledge of staff in order to work with the automated financial management systems. These systems ensure that tracking and reporting is automatic no more manual work and that the data being reported on is uniform. Trainees learn how to:

Reduce your expenses and make sure to code them under the right line of service.

Prepare reports that will provide a picture of expenditure and the budget.

Ensure federal grant regulations are met through the use of the above automation.

Through these systems, the staff is able to minimize their activities in relation to the accounts and generally enhance the efficiency of undertaking financial activities.

3. But the problem that causes some turbulence is the fifth step which involves efficient budgeting and forecasting.

Budgeting remains an essential part of the financial management since the organization has two sources of its funding. TRAINING EMPHASIZES THE NEED FOR HIDTA STAFF TO BE ABLE TO ANTICIPATE SPENDING REQUIREMENT AND CONTROL BUDGETS. Participants learn how to:

Draw up and operate reasonable forecasts of expenditure from historical records fronted marketing expenditures.

Use funds appropriately aim at not stretching them or underspending them.

It is important to make certain that expenditures are consistent with the object of the program and federal regulation.

It is crucial to know how to create good working budgets, and this training aims at preparing participants on how they can do it better and avoid the common pitfall of spending too much or not spending at all.

4. Improving Financial Reporting

Another key concept under discussion in the training is the financial reporting. Facilitated by the NHAC, the Financial Management System Training introduces the staff to techniques for creating sound financial reports. That assists in increasing the level of transparency, and HIDTA managers can forward lacking documents to federal authorities and other stakeholders.

This subject will teach you how to create various financial reports inclusive of the monthly, quarterly, and annual ones.

Get to know how to clear accounts and right balance them.

Keep the accounts as clean as possible in a way that no audit will be a problem and all requirements fulfilled.

These enhanced reporting processes help to decrease the amount of time spent on administrative work, but provide sound, current financial data.

5. Best Practices for Internal Controls

The training also seeks to drill the message of internal control as a means of financial sanity. HIDTA offices can learn how to establish strong internal controls, including:

Segregation of duties: Please make sure no single person handles every single financial responsibility so as to avoid frau or mistakes.

Regular audits: Examining own client records to check and reverse any inaccurate entries made in preparation for external audits.

Documentation: Evidently maintaining records which imply all financial dealings to be as much clearer and transparent as possible.

They assist the HIDTA programs to operate under considerable accountability and avoid cases of fraud within the financial transactions.

Being in charge of a government-funded program means paying strict attention to the amounts,
figuring the finances down to the penny, and adhering to various notions of law.
The High Intensity Drug Trafficking Areas (HIDTA) program which is aimed at promising drug trafficking and its impacts in the
USA uses effective systems of structural-financial management.
Whereas these systems facilitate the effective operation of the affairs of the programs’ funds without compromising on public money accountability.
The National HIDTA Assistance Center (NHAC) provides staff with essential Financial Management System Training for effective stewardship of HIDTA’s financial assets.

Complex Financial Regulations and Systems

For featured respondents, the primary threats stem from six areas of risk management: program management,
federal grants, internal controls, financial reporting, regional HIDTA offices, and fraud prevention.
The HIDTA program receives its funds through federal grants therefore it must adhere to strict finance policies and procedures.
Some of the key challenges include:

Complex Grant Management: Funding from HIDTA is governed by federal grant guidelines by this it is mandatory to demonstrate high levels of compliance in budgeting, reporting and expenses.

Multiple Funding Streams: Quite frequently, HIDTA programs implement multiple source of funding which means multiple set of requirements for tracking and reporting.

Manual and Disorganized Processes: The problem is that if not well trained, managing finances can be extremely manual, uncoordinated and riddled with a lot of mistakes.

Accountability Pressure: As public money is being used, the pressure on HIDTA managers to be as creditable and accurate as possible is immense knowing that each dollar should reach the desired area.

Such problems put at risk the very effective achievement of HIDTA’s goals and objectives through non-compliance, misused funds or indeed penalties.

The Risk of Poor Financial Management

Supposes you are an employee of a regional HIDTA office which provides tracking and management of multi-faceted funding
but offers little advisement on the systems that support finances.
Lack of proper finance management skills will prompt the team to misuse the available capital sometimes
spending lots of money or else using little money in many areas.
Even petty mistakes accumulate over a period and compiling the financial data accurate becomes almost impossible,
budgeting and even accountability becomes a challenge.

For instance:

Basically, failure to meet SHS objectives may lead to missing some deadlines for grant reports that leads to the non-renewal of funding.

It means that wrong records could keep recording more expenses on particular things and fail to recognize others,
which is not good when it comes to accounting.

There is no training in the management of the financial system, whereby it is hard to know how money is spent or audited.

Inadequate communication between the groups involved in handling of finances and program owners
could even escalate the problems experienced in budgeting and forecasting levels by contributing to frustration in the working process.

These are cumbersome issues that cause time barriers within HIDTA’s work and hinder the fight against drug-trafficking as its mission.

Ohio, where recreational marijuana is legal, raked in $11 million in the first five days, complicating Kentucky’s medical marijuana plans.
Kentucky has previously allowed residents with at least one of 21 conditions, such as muscular dystrophy and cancer,
to legally use medical cannabis if they meet the conditions. You must purchase it in a state where cannabis is regulated in the U.S.,
you can’t possess more than 8 ounces at a time, and you must have a medical certificate stating that you suffer from one or more of the 21 diseases.
Those who meet all of these requirements can legally purchase cannabis in another state and bring it into Kentucky.
Even with this clear medical marijuana program in place, some people have been buying recreational marijuana in Ohio and bringing it into Kentucky, which is strictly illegal.

HHS Devises Alternative Test for Medical Marijuana

Recent scientific research has prompted HHS to devise an alternative test for medical use that is more empirical.
As a result, more than 30,000 healthcare providers have already recommended marijuana to their patients,
demonstrating its medical use, and it has been argued that marijuana should be rescheduled.

Loopholes in HHS’s Alternative Testing

However, opponents of this alternative test argue that other psychedelics do not have the same clinical experience and are unlikely to be rescheduled because they do not have the same level of public support as marijuana.
To address this issue, instead of creating a new medical use test, the agency should consider all three characteristics of a drug when determining its schedule and not place it in Schedule 1 simply because it has no medical use.

The Drug Enforcement Agency has announced that it is moving marijuana from Schedule 1 to Schedule 3 under the Controlled Substances Act.
Marijuana advocates see this decision as an attempt to loosen controls on hallucinogens like LSD and MDMA. However,
the decision to reschedule marijuana will not make it impossible for other drugs to be removed from Schedule 1,
and the rescheduling of marijuana will not cause other drugs to be rescheduled.

Drug classification under the Controlled Substances Act

The Controlled Substances Act creates five schedules,
with drugs in Schedule 1 having the most stringent restrictions and drugs in Schedule 5 having looser restrictions.
The Drug Enforcement Agency will look at three characteristics to determine scheduling: medical use, dependence liability,
and abuse potential. However, the Drug Enforcement Agency has argued that drugs with no medical use should be placed in Schedule 1 regardless of other characteristics.

Clinical trials must be completed to reclassify a drug schedule

Furthermore, proving a drug’s medical use requires the completion of controlled trials that show it is effective in treating medical conditions,
which is very difficult for drugs that are placed in Schedule 1 and are subject to severe restrictions.

Among all head and neck cancer cases,
we found a diagnosis of cannabis use disorder in 116,000 cases and found that people with a cannabis use disorder
were 2.5 times more likely to have oral cancer and 5 times more likely to have oropharyngeal cancer.
These findings were the same across all age groups,
and experts pointed to the smoke from smoking tobacco and cannabis as increasing the risk of cancer,
and warned that the combination of alcohol increases the risk. 

The way cannabis is smoked is linked to cancer

They also noted that the way cannabis is smoked, with deep inhalation and lingering smoke in the throat,
and the cannabinoids present in cannabis have been linked to cancer. With the recent legalization of marijuana,
the expert said that marijuana use is likely to increase, which could lead to an increase in head and neck cancer diagnoses in the future. 

Consistently communicate the dangers of cannabis use

To prevent this, people should continue to be informed of the risks of cannabis use and further research should be conducted to determine the link between cancer incidence and cannabis use.