AVIANO AIR BASE, Italy-- -- Tucked away down long, florescent-lit hallways, cubicles and back offices full of civilians and service members alike hurry to meet the deadline before the clock runs out.
From the jet fuel that makes our jets fly to the office chair you're sitting in and everything in between, to get the mission done, we have to spend money. It is all made possible by the hard work of our 31st Contracting Squadron (CONS) and our 31st Comptroller Squadrons (CPTS) budget team as they finalize last minute purchases and contracts for the Wing, both big and small.
The fiscal year runs on a different timeline than the calendar year, starting on October 1 and ending on September 30. It is the timeline in which money flows through congress and then trickles down through the DOD to eventually make its way down to the 31st Fighter Wing where it is then dispersed to each squadron.
Now, with only two days left in the fiscal year, they are in a race against time. Squadrons are pushing to get the last of their allotted money put on to contracts or swiped on a card before the clock strikes midnight on September 30.
During the final months of the fiscal year, our contracting and finance personnel strive to spend all the money that was allocated to the Wing before it goes away on September 30, the official end of fiscal year. During this process, they execute any last-minute contract actions and get money spent on behalf of our squadrons so that they can get what they need in time to make their part in the mission happen.
“It's definitely a little bit like New Year's around here. Although a little bit more paperwork and less fireworks,” said 2d Lt. Stephanie Richey, 31st Contracting Squadron, Contracts Manager. “During this last week, there's some last-minute actions happening. Essentially, it's the same work getting done that we do year-round, just scrunched up into any last-minute things we can take care of.”
During this busy time, the 31st CONS and 31st CPTS budget team both work hand in hand with every Squadron around base to ensure everyone gets their purchasing needs met before the time runs out.
“I personally work mostly with the Civil Engineering squadron,” said Richey. “The 31st Civil Engineering Squadron manages all the property around base so that is a pretty vast array of equipment. Additionally, the [31st] Maintenance Group, they procure a lot of items through us. As well as 31st Security Forces has a lot of specific equipment that they purchase through us as well. So it's pretty cool to be able to see around the base and see the bigger picture of the impact and what we procured, because we're usually behind purchasing it.”
Because of Aviano AB’s strategic location and specific mission sets, the tempo is higher paced. The base also supports multiple squadrons, whereas some stateside bases may not have the same extent of mission set and tempo. This all results in an increased workload for the contracting and comptroller teams.
“We have a pretty small squadron of about 50 personnel here, with less than half being military,” said Richey. “Together we support 778 figures a year in contract actions. We strive to work at the pace at which the rest of base works.
The financial analysis flight, comprised of mostly local nationals who are the glue that keeps the information and local process together, keeps vital continuity while conducting the budget analysis process for every purchase request. Not only does the 31st CONS and the 31st CPTS budget team support the 31st FW’s procurement they also support of our approximately 13 GSUs throughout Europe.
“I would say timelines and coordination are definitely the most challenging aspect of this time of year,” said Richey. “It's a lot of back and forth and a lot to work through for everyone involved, but it's definitely great to see everyone kind of grind through to the end together to get it done.”
Generally, the process starts when mission partners identify mission requirements. That request then goes to the Resource Advisors (RAs) who work with everybody across the Wing to compile the requirements. Then they are passed along to budgeting where they ensure the requirements meet the correct timelines, and that the purpose and the amount is correct. Lastly, the requests make their way to contracting.
“Getting these requirements out the door and getting our mission partners what they need to get the job done is really satisfying and the most rewarding,” said Richey. “When we award a contract or get something paid for and delivered, just seeing that through and then seeing it in action around base is always just super satisfying to see.”
In fiscal year (FY) 2021 the 31st FW executed $110 million in funds and in FY22, as it currently stands, the 31st FW executed $160.5 million in funds, which is a significant increase in allocated funding from Congress.
“Every year we come together with our resource management and Contracting teams to ensure we are good stewards of taxpayers’ dollars and spend every penny before we switch focus to FY23” said Paula Greene, 31st Comptroller Squadron, Deputy Budget Officer. “It’s a delicate balance to fund our mission while taking care of our Airmen’s quality of life.”
This fiscal year’s allocated funding was used for many vital missions and mission related products and services. However, some of the more notable uses of the funding was $31 million executed for Eastern European response, $3.9 million executed for various ACE operations and even some funds were executed for Wing improvement such as a new ground base radar system.
“It’s a really nice experience because every single one of us start communicating even more to ensure all the pieces fall in the correct place,” said Francesca Morossi, 31st Comptroller Squadron Budget Analyst. “Everybody has their role into making sure the job gets done because at the end of the day, we have to balance and everything. The team building during the end of the fiscal year is a great experience, it brings out the best of everyone.”