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					FINANCIAL SERVICES
CENTER
TRAINING FACILITY
AUSTIN, TX
PRESENTS




           FSC Training Staff
           (512) 460-5059
                A/O Oct 09
                              TABLE OF CONTENTS
Section 1                                         1-1 thru 1-2
       Introduction/Outline
Section 2                                         2-1 thru 2-25
      FMS Research Techniques
             MSGL
             GLTS
             GLDB
Section 3                                         3-1 thru 3-24
      Accounts Receivables
      Negative PV 03
      Treasury Offset Program (TOP) System
Section 3a
        Payments
            Zero PV 01
Section 4                                         4-1 thru 4-28
      Payroll Transactions
Section 5                                         5-1 thru 5-39
      Travel Transactions
Section 6                                         6-1 thru 6-6
      Financial Indicator Report
Section 7                                         7-1 thru 7-8
      F911 vs Macro
Section 8                                         8-1 thru 8-10
      Annual close Memo
Section 9                                         9-1 thru 9-6
      Annual Close/Trial Balance
Section 10                                        10-1 thru 10-6
      Journal Voucher
Introduction
                                         Introduction
Class Schedule: Class start: 8:30 a.m.
                Class ends: 4:00 p.m.

Objective: At completion of this course the student will be able to:

                   •FMS Research Techniques
                               MSGL
                               GLTS
                               GLDB
                   •Accounts Receivables
                               Billing Documents (BD)
                               Negative PV 03
                               Treasury Offset Program System (TOP)
                   •Payroll Transactions
                                 Expenditures (PR )
                                 Billing Documents (BD)
                                 Unfunded Expense (UE)
                   •TDY Travel
                                 F854 Report Out of Balances for Employee Advances
                                 Common Problems
                                 Solutions




                                                  1-1
                                         Introduction

Objective: At completion of this course the student will be able to:

                    •Financial Indicators
                                Web Site
                                889B report
                                3875
                    •F911 report vs Macro
                                Common Issues
                    •Annual Close Memo
                    •Annual Close and Trial Balance
                    •Journal Vouchers
                               Station’s Journal voucher
                               FSC Journal voucher




                                                 1-2
                                   WEBSITES
http://vaww.va.gov/finance/policy/pubs.asp - VA Directives, Handbooks, Bulletins

http://www.fsc.va.gov/ - FSC homepage/Training

http://vaww1.va.gov/fmshome/ - FMS Users Guide and Monthly Reports

http://vaww.fscdirect.fsc.va.gov - FMS GL and Proforma

http://vaww.fscdirect.fsc.va.gov/newsflash - NewsFlashes

http://austin.aac.va.gov - RSD reports and FMS Internet Access

http://vaww.frs.aac.va.gov/access.asp - FRS

https://vaww.aac.va.gov/ssw - SnapWeb Access

https://vaww.snapwebfms.aac.va.gov - Archived Reports

https://vaww.cfo.med.va.gov/173/alerts_toc.asp - Alerts

http://reports.vssc.med.va.gov/reports/pages/report.aspx?itempath=%2ffinance%2ff
inancial+indicators+report - Financial Indicators




                                                   1-3
FMS Research Techniques
                             GENERAL LEDGER QUERIES

Table ID     Table Name                 Known Information                     Desired Information

1. ACED      The Accounting Entries     Fiscal Year, FMS Transaction          Accounting Entry ID
             Definition Table           Code, FMS Transaction Type

2. ACEN      The Accounting Entries     Fiscal Year, Accounting Entry ID      General Ledger account postings defined by
             Table                                                            a particular accounting entry.

3. ACEV      The Accounting Event       Key is Accounting Event Type          This table identifies the types of transaction
             Type Data Screen                                                 that can performed by FMS programs
                                                                              posting to the general ledger.

4. BOCT      The Budget Fiscal Year,    Budget Fiscal Year, Budget Object     BOCs are used to post to specific asset (or
             Budget Object Code         Code                                  expense) accounts.

5. MSGL      The Monthly Summary        Fiscal Year, Fund, Budget Fiscal      Fiscal month or period, Net Amount
             General Ledger Balances    Year, General Ledger Account
             Table                      Number, Admin/Office, Station,
                                        FCP/PRJ Code, Budget Object
                                        Code, Reporting Category Code

                                        NOTE: These fields are often
                                        known when querying GL Tables.

6. GLDB      The General Ledger         Fiscal Year, Budget Fiscal Year,      Type, Transaction ID, Date, Reference
             Balances with              Fund, General Ledger Account,         Document, Vendor, Vendor Invoice,
             Accounting Distributions   Admin/Office, Station, Cost Center,   Amount
             and Vendor Details Table   FCP/PRJ code, Budget Object Code

                                        NOTE: This table is most useful
                                                                              UPDATES IMMEDIATELY
                                        when you know at least the fields
                                        from FY to BOC; otherwise lots of
                                        scanning is required. If you are
                                        reconciling, however, it may be
                                        necessary to scan only on FY, BFY,
                                        FUND, GL acct.

7. GLTS      The General Ledger Trial   Fiscal Year, Budget Fiscal Year,      General Ledger Account, Beginning
             Balance By Station Table   Station Fund, General Ledger          Balance, Debits, Credits, Ending Balance
                                        Account
                                                                              UPDATES OVERNIGHT




           These are FMS tables used for researching

                                                 2-1
                                                                                     ACED
THE ACCOUNTING ENTRIES DEFINITION
          TABLE (ACED)                                                            General Ledger
                                                                                     Queries



ACTION: R TABLEID: ACED USERID: R047 JRA
 ACCOUNTING ENTRIES DEFINITION REFERENCE DATA SCREEN
 KEY IS FISCAL YEAR, TRANS CODE, TRANS TYPE, VENDOR TYPE, BUDGET BOC,
        PROJECT POST TYPE, FUND CATEGORY
                         VENDOR                                                          PROMPT
          TRANS TRANS     CAT\    BUDGET    PROJECT   FUND ACCOUNTING                     PAY
     FY   CODE   TYPE     TYPE     BOC     POST TYPE CAT     ENTRY ID                     FLAG
     --   ----   ----    ------   ------   --------- ---- ----------                     ------
 01- 10    MO     01       E                                   2000                        N
               DESCRIPTION MISCELLANEOUS ORDER
 02- 10    MO     01       E                           E       2099                        N
               DESCRIPTION MISCELLANEOUS ORDER
 03- 10    MO     01       E                           O       2000                        N
               DESCRIPTION MISCELLANEOUS ORDER
 04- 10    MO     01       G                                   2030                        N
               DESCRIPTION MISCELLANEOUS ORDER
 05- 10    MO     01       G                           C       2030                        N
               DESCRIPTION MISCELLANEOUS ORDER
 06- 10    MO     01       G                           E       2031                        N
               DESCRIPTION MISCELLANEOUS ORDER
                              Accounting Entries Definition Table (ACED)




Table Description

        This table is used to define Accounting Entry IDs. From the combination of transaction
code and transaction type, FMS determines the Accounting Entry ID. The Accounting Entry ID
identifies the Accounting Event that FMS should use when posting the transaction.

Table Uses

       Looks up FMS Accounting Entries for a given transaction code and transaction type.

       Verifies transactions against the records in this table and rejects those for which a valid
        transaction code and transaction type combination is not found.

                                           2-2
THE ACCOUNTING ENTRIES TABLE (ACEN)                                                                  ACEN

                                                                                                 General Ledger
                                                                                                    Queries

ACTION: R TABLEID: ACEN USERID: R047 JRA
 ACCOUNTING ENTRIES REFERENCE DATA SCREEN
 KEY IS FISCAL YEAR, ACCOUNTING ENTRY ID, SEQUENCE NUMBER
      FISCAL YEAR: 09  ACCOUNTING ENTRY ID: 2107   ACCOUNTING EVENT TYPE: SP03
      SEQUENCE JOURNAL INCREASE ----- DEBIT ------ ----- CREDIT ----- FLAGS
      NUMBER    CODE   LINE D/C ACCT TYPE OVERRIDE ACCT TYPE OVERRIDE REV FIP
     -------- ------- -------- ---- ---- -------- ---- ---- -------- --- ---
 01-    001      GENJ       D     6100 22       N    2111 02       N     Y   N
 02-    002      GENJ       D     4610 44       N    490N 48       N     Y   N
 03-    003      GENJ       D     3107 03       N    5700 31       N     Y   N
 04-
 05-
 06-
 07-
 08-
 09-
 10-
 11-
 12-
 13-
 14-
 15-

                                       Accounting Entries Table (ACEN)

Table Description

        This table identifies the debit and credit accounts for a particular accounting entry.

Table Uses

        Finds the accounting event defined for a particular transaction.

        Looks up the GL accounts debited and credited by a particular transaction.
                                                           2-3
                                                                             ACEV
Accounting Event Type Table

ACTION: R TABLEID: ACEV USERID: RO47 BAM
     ACCOUNTING EVENT TYPE REFERENCE DATA SCREEN
     KEY IS ACCOUNTING EVENT TYPE
H- ACCOUNTING              POST FLAGS      REQD
     EVENT    VEND BOC PROJECT FUND CAT FIELD           DESCRIPTION
 ----------    ----    ---    ------- --------        -----------------------
 01- SP03      Y     Y      N       Y      Y         EXPENDITURE/EXPENSE
 02- SP04      N     Y      N       N      N         EXPENSE ONLY
 03- SP05      Y     N      N       Y      N         BALANCE SHEET TRANSFER
 04- SP06      N     N      N       N      N         REVENUE REFUND
 05- SP07      N     N      N       N      N         REFUND REIM BILLED EXPEND
 06- SP08      N     N      N       N      N         REFUND REIM BS TRANSFER BILL
 07- SP09      N     N      N       N      N         REFUND REIM REVENUE BILLING
 08- SV99      N     Y      N       Y      N         MISCELLANEOUS
 09- TK01      N     N      N       N      N         TICKETS - PAYABLE
 10- TK02      N     N      N       N      N         TICKETS - PREPAID
 11- VS01      N     N      N       N      N         VOUCHER SELECTION
 12- VS02      N     N      N       N      N         DISCOUNT TAKEN
 13- VS03      N     N      N       N      N         DISCOUNT LOST


Accounting Event - The accounting event identifies the type of transactions being
performed in FMS. Accounting events are pre-determined and should not be modified.
SP03 (Expenditure - - either Expenditure only or Expenditure and Expense
Posting(s): Vendor Type/Category, Boc, Project, Fund Category
Table Updates: Updates the expended amount on the budget tables (APPR, FAPP, ALOC,
ALLT, etc.). Also updates the spending cross reference table (SPDX) if the SPDX option is
set to Y in the SOPT table. Most of these documents will update the payment and
disbursement tables (PVHT, PVLT, TSCH, TSCL). If an obligation, payment, also update
the obligation tables. Standard Vouchers will update the budget tables, but not the
obligation, payment, and disbursement tables.
                                                   2-4
                                                                                BOCT



BUDGET         OBJECT         CODE         REFERENCE         DATA            SCREEN
BOCT

The Key elements are BUDGET FISCAL YEAR, BUDGET OBJECT CODE.            BOCs are
used to post to specific asset (or expense) accounts.

ACTION: R TABLEID: BOCT USERID: S104 FSC
 BUDGET OBJECT CODE REFERENCE DATA SCREEN
 KEY IS BUDGET FISCAL YEAR, BUDGET OBJECT CODE
                   FED BOC SUB                       BOC OBL= REST
          BOC OBJ OBJ PS BOC 1099 TRAVEL BUDG        POST EXP LKUP   DEACT
      FY CODE CLS CLS IND IND IND FLAG     FLAG LMT FLAG BOC FLAG    DATE
     -- ---- --- --- --- --- ---- ------ ---- ---- ---- ---- ---- --------
 01- 10 3124 310 31     N   N   N     N      N  31    Y    Y    N
          NAME: INTERNAL USE SOFTWARE-CAPITLZD SHORT: INTRNL SFTWR
 02- 10 3125 310 31     N   N   N     N      N  31    Y    Y    N
          NAME: TELECOMM EQ (DATA) PURCHASED    SHORT: TELECOMM-PUR
 03- 10 3126 310 31     N   N   N     N      N  31    N    Y    N
          NAME: FURNITURE & FIXTURES, NOT CAP   SHORT: FURN&FIX,NC
 04- 10 3127 310 31     N   N   N     N      N  31    N    Y    N
          NAME: OFFICE EQUIPMENT, NOT CAP       SHORT: OFF EQ, NC
 05- 10 3128 310 31     N   N   N     N      N  31    N    Y    N




                                           2-5
                              Example of BOCT FY Differences
It is important to look up the BOC by fiscal year of the transaction. For example: You are trying to process an EW from Fund 0160A1, FY 09,
        BOC 1150 for performance awards to Fund 0160X4, BFY 94.
If you look on the BOCT table for FY 94 BOC 1150 did not exist. In scanning the BOCT table for FY 94 you will find that BOC 1114 is for
        performance awards.

ACTION: R TABLEID: BOCT USERID: S104 AFA
 BUDGET OBJECT CODE REFERENCE DATA SCREEN
 KEY IS BUDGET FISCAL YEAR, BUDGET OBJECT CODE
                   FED BOC SUB                                 BOC OBL= REST
          BOC OBJ OBJ PS BOC 1099 TRAVEL BUDG                  POST EXP LKUP    DEACT
      FY CODE CLS CLS IND IND IND FLAG     FLAG           LMT FLAG BOC FLAG     DATE
      -- ---- --- --- --- --- ---- ------ ----            ---- ---- ---- ---- --------
 01- 10 1150 110 11     Y   Y   N     N     N             11    N    Y    N
          NAME: PERFORMANCE AWARDS                        SHORT: PERFMNC AWDS
 02- 10 1151 110 11     Y   Y   N     N     N             11    N    Y    N
          NAME: EXECUTIVE NURSES SPECIAL PAY              SHORT: NURS SPCL PY

ACTION: R TABLEID: BOCT USERID: S104 AFA
 BUDGET OBJECT CODE REFERENCE DATA SCREEN
 KEY IS BUDGET FISCAL YEAR, BUDGET OBJECT CODE
                   FED BOC SUB                                 BOC OBL= REST
          BOC OBJ OBJ PS BOC 1099 TRAVEL BUDG                  POST EXP LKUP    DEACT
      FY CODE CLS CLS IND IND IND FLAG     FLAG           LMT FLAG BOC FLAG     DATE
      -- ---- --- --- --- --- ---- ------ ----            ---- ---- ---- ---- --------
 01- 94 1111 110 11     Y   Y   C     N     N             11    N    Y    N
          NAME: SPECIAL PAY F/T DENTISTS                  SHORT: F/T DEN S/P
 02- 94 1112 110 11     Y   Y   C     N     N             11    N    Y    N
          NAME: SPECIAL PAY P/T PHYSICIANS                SHORT: P/T PHYS S/P
 03- 94 1113 110 11     Y   Y   C     N     N             11    N    Y    N
          NAME: SPECIAL PAY F/T PHYSICIANS                SHORT: F/T PHYS S/P
 04- 94 1114 110 11     Y   Y   C     N     N             11    N    Y    N
          NAME: PERFORMANCE AWARDS                        SHORT: PERF.AWARDS
 05- 94 1115 110 11     Y   Y   C     N     N             11    N    Y    N
          NAME: SENIOR EXEC.SERVICE BONUS                 SHORT: SES BONUS
 06- 94 1116 110 11     Y   Y   C     N     N             11    N    Y    N
          NAME: REEMPLOYED ANNUITANTS REIMB               SHORT: REEMP. ANNUI



                                                                  2-5A
                                         Example of Reject
                                      ACED/ACEN/ACEV/BOCT

COMMND:           DOCID: ET 40 832Z50005          STATUS: HELD
    001-001 OF 002     BATID:           SUB STN:         03/23/09
    01-
        LINE: 001 REF DOC: CO 832Z50005     REF LINE: 001 ACCP DATE:
      PAY ADV: REF ADV:            REF ADV LINE:      INV DATE:
        VENDOR INV NO/LINE:                      LOG DATE:
         T/T: 01 BFYS: 04      FUND: 0111
       STATION/SAT: 832         FCP/PRJ: EF3021         JOB NO: 14
      COST CTR/SUB:            BOC/SUB: 2549        REPT CATG:
      REV SRCE/SUB:           CLSD BFYS:           CLSD FUND:
        GL ACCOUNT:             DESCR: SEE LINE 002-CORRECT FUND APPN
       LINE AMOUNT: 350000.00        I/D: D P/F:   INT REASON:
        LIQ AMOUNT:           QUANTITY:             ADV:
      UNAPPLIED DEP NO:
     01-CPM02-TRAN CODE/TYPE NOT IN ACED


ACTION: R TABLEID: BOCT USERID: S104 FSC
BUDGET OBJECT CODE REFERENCE DATA SCREEN
KEY IS BUDGET FISCAL YEAR, BUDGET OBJECT CODE
                  FED BOC SUB                         BOC OBL= REST
         BOC OBJ OBJ PS BOC 1099 TRAVEL BUDG          POST EXP LKUP    DEACT
     FY CODE CLS CLS IND IND IND FLAG     FLAG   LMT FLAG BOC FLAG     DATE
     -- ---- --- --- --- --- ---- ------ ----    ---- ---- ---- ---- --------
01- 04 2549 250 25     N   N   C     N     N     25    Y    Y    N
         NAME: ROADS AND GROUNDS MAINTENANCE     SHORT: RDS&GRNDS MN




                                                      2-6
                                                                                                       MSGL

                                                                                                    General Ledger
                                                                                                       Queries



THE MONTHLY SUMMARY GENERAL LEDGER BALANCES TABLE (MSGL)
ACTION: R TABLEID: MSGL USERID: R047 JRA
          *** MONTHLY SUMMARY GENERAL LEDGER BALANCE INQUIRY SCREEN ***

 FY FUND BFY GL ACCT              A/O        STN         FCP/PRJ   BOC/REV SRCE            REPT CATG
 -- ------ ----- -------          -----    --------     --------- ------------             ---------
 10 0151A1 09      6100           20        358          01AE27298 2674

                           FISC MONTH               NET AMOUNT
                           ----------           -------------------
 01-                           01                           -894.84
 02-
 03-
 04-
 05-
 06-
 07-
 08-
 09-
 10-
 11-
 12-
 13-

                                    Monthly Summary General Ledger Balances Table (MSGL)


Table Description

        This table provides an on-line report of general ledger account balances for a given fiscal year, fund, budget fiscal
year GL account, administration/staff office, station, FCP/PRJ, budget object code or revenue source, reporting category,
and fiscal month level.

Table Uses

       Monitors the net balances of an account for a specific accounting distribution for every fiscal month in the fiscal
        year.

                                                                 2-7
                                                                                                        MSGL

                                                                                                       GL Queries




THE MONTHLY SUMMARY GENERAL LEDGER BALANCES TABLE (MSGL)
ACTION: R TABLEID: MSGL USERID: R047 JRA
          *** MONTHLY SUMMARY GENERAL LEDGER BALANCE INQUIRY SCREEN ***

 FY FUND BFY GL ACCT              A/O         STN         FCP/PRJ       BOC/REV SRCE       REPT CATG
 -- ------ ----- -------          -----     --------     ---------      ------------       ---------
 09 0151A1 08      6100           20         358         01AE27298          2674

                            FISC MONTH               NET AMOUNT
                            ----------           -------------------
 01-                            02                            143.37
 02-                            03                            433.96
 03-                            04                          1,632.77
 04-                            05                            325.79
 05-                            11                            276.18
 06-                            14                         -2,812.07
 07-
 08-
 09-
 10-
 11-
 12-
 13-

                                      Monthly Summary General Ledger Balances Table (MSGL)


The FISC MONTH is the fiscal month (or period) of the accounting period of the accounting event.

00 = Opening Balances
01 = October                                 08 = May
02 = November                                09 = June
03 = December                                10 = July
04 = January                                 11 = August
05 = February                                12 = September
06 = March                                   13 = October (Adjustments)
07 = April                                   14 = Closing
                                                                        2-7A
THE MONTHLY SUMMARY GENERAL LEDGER                                                MSGL
          BALANCES TABLE (MSGL)                                                  GL Queries

ACTION: R TABLEID: MSGL USERID: R047 JRA
          *** MONTHLY SUMMARY GENERAL LEDGER BALANCE INQUIRY SCREEN ***

 FY FUND BFY GL ACCT            A/O        STN         FCP/PRJ   BOC/REV SRCE      REPT CATG
 -- ------ ----- -------        -----    --------     --------- ------------       ---------
 08 0151A1 07      6100         20        310          000031000      2580

                         FISC MONTH               NET AMOUNT
                         ----------           -------------------
 01-                         01                            141.60
 02-
 03-
 04-
 05-
 06-
 07-
 08-
 09-
 10-
 11-
 12-
 13-

                        Monthly Summary General Ledger Balances Table (MSGL)


This shows the activity for general ledger 6100 was for FY07 Fiscal Month 01, which is October of
2006. Use the monthly F827 CD to identify the transaction code and transaction type.




                                                      2-7B
GENERAL LEDGER BALANCES WITH ACCOUNTING                                                                    GLDB
          DISTRIBUTIONS AND VENDOR DETAILS TABLE                                                          General Ledger
          (GLDB)                                                                                             Queries




ACTION: R TABLEID: GLDB USERID: R047 JRA
              *** GENERAL LEDGER DETAIL BALANCE INQUIRY SCREEN ***

 FY BFY    FUND GL ACCT           AD/OF STN          COST CTR FCP/PRJ BOC/REV SRCE                 TYPE
 -- ----- ------ -------          ---- -------       -------- --------- ------------               ----
 10 10    0160A1 480N             10   501           840100   0100401W3     2580                    47

   TRANS ID     DATE FM REF DOCUMENT     VENDOR        VENDOR INV #     AMT
 ------------- ------ -- ------------- ----------- -------------------- -----
 PV501C0131002 091006 01 SO501C01310   MISCN123456789       45549
                                                                        13.20
 PV501C0155501 091006 01 SO501C01555   MISCN123456789       45427
                                                                        10.20
 SO501C01310   091006 01               MISCN123456789
                                                                        86.90
 SO501C01310   091006 01               MISCN123456789
                                                                        -0.10
 SO501C01555   091006 01               MISCN123456789
                                                                      -100.00
 SO501C01555   091006 01               MISCN123456789
                                                                        89.80
           General Ledger Balances with Accounting Distributions and Vendor Details Table (GLDB)

Table Description

        This table provides an on-line report of general ledger account balances and lists all of the
transactions that affected the account balance for a given fiscal year, budget fiscal year, fund, GL
account, administration/staff office, station, cost center, FCP/PRJ and budget object code.

Table Uses

       Research the transactions posted to a particular general ledger account within a specific
        accounting distribution.

                                                                  2-8
THE GENERAL LEDGER TRIAL BALANCE BY STATION                                                               GLTS
          TABLE (GLTS)
                                                                                                          General Ledger
                                                                                                             Queries
ACTION: R TABLEID: GLTS USERID: R047 JRA
              *** GENERAL LEDGER TRIAL BALANCE BY STATION SCREEN ***
 KEY IS FISCAL YEAR, STATION, FUND, BFYS, GL ACCT

               FY    STATION    FUND       BFYS                 DEBIT BALANCE:         237,159,250.77
               --    -------    ------     ---               - CREDIT BALANCE:         237,159,250.77
               10    501        0160A1     09                    = DIFFERENCE:                   0.00
        GL          D/
        ACCT        C      BEG BAL         +      DEBITS           -    CREDITS        =     END BAL
        ----        ----------------      ---------------         ---------------     ---------------
 01-    2111        C    -194,632.48            438,143.41             264,438.44           -20,927.51
 02-    2121        C      -9,291.47             53,027.77              50,258.38            -6,522.08
 03-    2122        C    -514,715.62          5,794,964.65           5,337,426.83           -57,177.80
 04-    2190        C     -32,752.32             32,752.32                   0.00                 0.00
 05-    2191        C -5,286,473.69           5,115,217.99             135,024.78          -306,280.48
 06-    2210        C -3,782,861.74           3,792,601.09               9,739.35                 0.00
 07-    3100        C 135,268,323.78         10,287,978.24           9,673,087.43      135,883,214.59
 08-    3310        N -8,306,819.91              85,028.79              12,268.00        -8,234,059.12
 09-    4201        D-137,975,019.94                  0.00                   0.00     -137,975,019.94
 10-    4210        D           0.00            509,969.59             317,999.53           191,970.06
 11-    425F        D   2,706,693.58            342,312.93           3,017,238.04            31,768.47
 12-    425G        D           0.00          2,936,805.84                   0.00         2,936,805.84
                               General Ledger Trial Balance by Station Table (GLTS)


Table Description

       This table reports trial balances for a specified station. All posted transactions affecting the
ending balances of GL accounts within the accounting fiscal year are shown.

Note: This table is updated each night and displays balances to the end of the previous day.

Table Uses

        Monitors the beginning balance, all debits and credits posted, and the ending general ledger
         balances for each fund at a specified station.




                                                                      2-9
                              The FMS Accounting Codes

Accounting Codes are used to indicate the accounting distribution associated with each
document. When entering the accounting codes, enter only those which are relevant to the
budget affected by the document.
Fund codes (FUND) represent various combinations of an appropriation code, category, and
limitation. The new budget structure uses the FMS "Fund Code" to identify the limitation code in
addition to the appropriation and apportionment codes, (e.g. 0160A1).
 An Administration/Staff Office (A/O) code stands for the Administration or Staff Office that
manages a given fund. A/O codes are also used to identify the user entering a document.
               A/O
               04 – FSC/VACO Finance
               10 – Medical Centers
               20 – VBA Veterans Benefit Admin
               40 – National Cemetery
               90 – OAMM/Supply Fund (4537B)
               08 – Construction (if CO is funding)
               02 – District Counsel
Station Numbers (STATION/SAT) are the three-character identifiers assigned to each VA station.
Budget Object Codes (BOC/SUB) are four-character fields used to identify goods and services
purchased with Federal funds. The first two digits of each BOC (referred to as the object class)
are standard within the Federal government.
Cost Centers (COST CTR/SUB) are six-character, non-budgetary, organization codes used to
record expenditures of funds by various organizations within VA.
Fund Control Point (FCP) – also known as Accounting Classification Codes (ACC) – this is
comprised of four codes with the following format:
               Character      Description
                 1-2          Program Code
                 3-4          Sub-program Code
                 5-7          Organization Code
                 8-9          Activity Code


                                          2-10
Fund Codes are defined in FMS on the Fund Table (FUND) as pictured below.


ACTION: R TABLEID: FUND USERID: S104 FSC
 FUND REFERENCE DATA SCREEN
 KEY IS BUDGET FISCAL YEARS, FUND
 01-
     BFYS: 10      FUND: 0151A1 FUND TYPE: G    BUD CAT: A DEACT DATE:
     NO YEAR: N CARRYOVER: N    REVOLVING: N CLOSE LVL: S TREASURY FUND TYPE: A
     FUND NAME: GOE - CAT A - LMT 01            TREASURY SYMBOL: 3600151
     SHORT NAME: GOE           FUND CLASS: 01   FUND CATEGORY:     FUND GROUP:
           AGENCY: 36        AGENCY NAME: DEPT. OF VETERANS AFFAIRS
     AGY LOC CODE: 36 - 03 - 0000 OMB ID CODE: 1000                  SUBCLASS: N
      BUREAU CODE:    -    -                    ALLOW UNOBLIG EXP AGST EXPRD: N
     CONTROL OPTIONS - APPROPRIATION: P    APPORTIONMENT: P     ALLOTMENT: P
                        SUB-ALLOTMENT: P       ALLOWANCE: P REVENUE BUD: N
                DIMENSIONS -      ALLOTMENT     SUB-ALLOTMENT
                   ADM/OFF:           Y               Y              ALLOWANCE
                   STATION:           N               N               PGM DEF
               PROGRAM/DEF:          N /              Y / PCAT         PCLS
                LIMITATION:           N               N
             UNAPPLIED DEPOSIT OPT: N
      MEMO DEPRECIATION TRANS TYPE:                 RPT224 COLUMN IND: D
      INTEREST BFYS: 10       FUND: 0151A1 STATION:           FCP/PRJ:
             JOB NO:          COST CTR:         BOC:           RPT CAT:




                                                           2-11
Administration/Staff Office Codes

      An Administration/Staff Office (A/O) code stands for the Administration or Staff Office that
manages a given fund. A/O codes are also used to identify the user entering a document.

        Examples:

              02     =      General Counsel
              10     =      VHA
              20     =      VBA

     Administration/Staff Offices are defined in FMS on the Administration/Staff Office Table
(DVSN) as pictured below.



ACTION: R TABLEID: DVSN USERID: S311 DWS
 ADMINISTRATION/STAFF OFFICE REFERENCE DATA SCREEN
 KEY IS BUDGET FISCAL YEAR, ADM/OFF
 01-
     FISC YEAR: 10 ADM/OFF: 10      ADM/OFF NAME: VETERANS HEALTH ADMIN.

       SHORT NAME: VHA                ADM/OFF MANAGER:
        ALLOW STATUS IND: N

                                   OPTIONS
       ALLW STN: Y ALLW PGM: Y ALLW LMT: N REV STN: N REV PGM: N
       APRV CODE: N  DECENTRAL TRVL ORDER: N TRAVEL STATS REQD: N
 02-
       FISC YEAR: 10 ADM/OFF: 20         ADM/OFF NAME: VETERANS BENEFITS ADMINI
       SHORT NAME: VBA                ADM/OFF MANAGER:
        ALLOW STATUS IND: N

                                   OPTIONS
       ALLW STN: Y ALLW PGM: N ALLW LMT: N REV STN: N REV PGM: N
       APRV CODE: N  DECENTRAL TRVL ORDER: N TRAVEL STATS REQD: N




                                                   2-12
Station Numbers

           Station Numbers (STATION/SAT) are the three-character identifiers assigned to each VA
station.

           Examples:

                 311    =      Pittsburgh, PA Regional Office
                 326    =      Indianapolis, IN Regional Office
                 501    =      Albuquerque, NM Medical Center
                 590    =      Hampton, VA Medical Center

Integrated stations have a two-character suffix that follows the main three-character station number.

           Station Numbers are defined in FMS on the Station/Cost Center Table (ORGN) as pictured
below.



 ACTION: R TABLEID: ORGN USERID: S311 CMR
  STATION/COST CENTER REFERENCE DATA SCREEN
  KEY IS BUDGET FISCAL YEAR, STATION/COST CENTER

   BUD FISCAL YEAR: 10 STN/COST CTR: 101      ADM/OFF: 04   DEACT DATE:
          S/C NAME: VA CENTRAL OFFICE                   SHORT NAME: VACO
       S/C MANAGER:                                      LEVEL IND: 1
           ADDRESS: 810 VERMONT AVE NW                PHONE NUMBER: 202 565 4696
              CITY: WASHINGTON     STATE: DC              ZIP CODE: 20420
           FCP/PRJ:             APPROVAL: N       ALLOW STATUS IND: N
     ALLOWANCE STN: 101                         REVENUE BUDGET STN:
     SERVICING STN:                         DECENTRAL TRAVEL ORDER: N
   BUDGET/COST CTR: B                                STATION GROUP: 02
            REGION: 09                 CONGRESSIONAL DISTRICT CODE: 01
          DISTRICT: 29                            COUNTY/CITY CODE: 001
  COUNTY/CITY NAME: DISTRICT OF COLUMBIA
    REST LKUP FLAG: N
                  REPORTING STATIONS
                  ------------------
   STN 1:         STN 2:         STN 3:          STN 4:
   STN 5:         STN 6:         STN 7:          STN 8:




                                                        2-13
Satellite Station Numbers for integrated stations are defined in FMS on the Satellite Station/Sub Cost
Center Table (SORG) as pictured below.

ACTION: S TABLEID: SORG USERID: R047 LA1
 SATELLITE STATION/SUB COST CTR REFERENCE DATA SCREEN
 KEY IS BUDGET FISCAL YEAR, STATION/COST CTR, SAT-STATION/SUB COST CTR
                      SS/                                               DEACT
     BFY STN/COST CTR SCC SAT-STN/SUB COST CTR NAME      SHORT NAME     DATE
     --- ------------ --- ------------------------------ ------------ --------
 01- ..    .......    .. .............................. ............ .. .. ..
     STATE: .. CNTY/CTY CDE: ... NAME: ....................... CONG DIST CDE: ..
 02- ..    .......    .. .............................. ............ .. .. ..
     STATE: .. CNTY/CTY CDE: ... NAME: ....................... CONG DIST CDE: ..
 03- ..    .......    .. .............................. ............ .. .. ..
     STATE: .. CNTY/CTY CDE: ... NAME: ....................... CONG DIST CDE: ..
 04- ..    .......    .. .............................. ............ .. .. ..
     STATE: .. CNTY/CTY CDE: ... NAME: ....................... CONG DIST CDE: ..
 05- ..    .......    .. .............................. ............ .. .. ..
     STATE: .. CNTY/CTY CDE: ... NAME: ....................... CONG DIST CDE: ..
 06- ..    .......    .. .............................. ............ .. .. ..
     STATE: .. CNTY/CTY CDE: ... NAME: ....................... CONG DIST CDE: ..
 07- ..    .......    .. .............................. ............ .. .. ..
     STATE: .. CNTY/CTY CDE: ... NAME: ....................... CONG DIST CDE: ..




                                                    2-14
Budget Object Codes

        Budget Object Codes (BOC/SUB) are four-character fields used to identify goods and services purchased with Federal funds. The
first two digits of each BOC (referred to as the object class) are standard within the Federal government.
                                                         OBLIGATION
       OBJECT CLASS                                      OBJECT CODES
       11 = Personnel Compensation                       1100 series
       12 = Personnel Benefits                           1200 series
       13 = Benefits of Former Personnel                 1300 series
       21 = Travel/Transportation of Persons             2100 series
       22 = Transportation of Things                     2200 series
       23 = Rent, Communications, Utilities              2300 series
       24 = Printing and Reproduction                    2400 series
       25 = Other Services                               2500 series
       26 = Supplies                                     2600 series
       31 = Equipment                                    3100 series
       32 = Land and Structures                          3200 series
       33 = Investments and Loans                        3300 series
       41 = Grants, Subsidies and Contributions          4100 series
       42 = Insurance, Claims and Indemnities            4200 series (for district counsel)
       43 = Interest and Dividends                       4300 series
       44 = Refunds - VBA                                4400 series

     The valid Object Classes and Budget Object Codes are listed on the Object Class Table (OCLS) and the Budget Object Code Table
(BOCT), respectively. Below is a screen print of the Budget Object Code Table (BOCT).

ACTION: R TABLEID: BOCT USERID: R047 JRA
 BUDGET OBJECT CODE REFERENCE DATA SCREEN
 KEY IS BUDGET FISCAL YEAR, BUDGET OBJECT CODE
                   FED BOC SUB                                BOC OBL= REST
          BOC OBJ OBJ PS BOC 1099 TRAVEL BUDG                 POST EXP LKUP    DEACT
      FY CODE CLS CLS IND IND IND FLAG     FLAG          LMT FLAG BOC FLAG     DATE
      -- ---- --- --- --- --- ---- ------ ----           ---- ---- ---- ---- --------
 01- 10 2610 260 26     N   N   N     N     N            26    N    Y    N
          NAME: PROVISIONS                               SHORT: PROVISISONS
 02- 10 2620 260 26     N   N   N     N     N            26    N    Y    N
          NAME: OFFICE SUPPLIES                          SHORT: OFF SUPPLIES
 03- 10 2621 260 26     N   N   N     N     N            26    N    Y    N   05 07 07
          NAME: TABULATING CARDS-NOT CUST PRTD           SHORT: TAB CARD-NCP
 04- 10 2622 260 26     N   N   N     N     N            26    N    Y    N
          NAME: TABULATING PAPER-NOT CUST PRTD           SHORT: TAB PAPR-NCP
 05- 10 2623 260 26     N   N   N     N     N            26    N    Y    N
          NAME: ADP RECORDING MEDIA                      SHORT: ADP RE MEDIA
 06- 10 2624 260 26     N   N   N     N     N            26    N    Y    N
          NAME: ADP SOFTWARE, PURCHASED                  SHORT: PURCH SFTWAR
 07- 10 2626 260 26     N   N   C     N     N            26    N    Y    N



                                                                            2-15
 Sub-BOC Codes

        Sub-BOC (BOC/SUB) are two-character codes used with the Payroll BOCs to identify types
 of employees or compensation.

         Examples:

                 01    =      Administrative Personnel - Not Classified
                 02    =      Clerical Personnel
                 09    =      Purchase and Hire

         Sub-BOCs can be found on the Sub-Object Table (SOBJ) as pictured below.




ACTION: R TABLEID: SOBJ USERID: S311 CMR
 SUB-OBJECT REFERENCE DATA SCREEN
 KEY IS BUDGET FISCAL YEAR, BUDGET OBJECT CODE, SUB-OBJECT
                                                                        DEACT
      BFY    BOC SUB-OBJ          SUB-OBJECT NAME         SHORT NAME    DATE
      ----   ---- ------- ------------------------------ ------------ --------
01-    10    1100   01    ADMIN PERSONNEL - NOT CLASSIFD ADMINI
02-    10    1101   00    VCS ADMINISTRATION             VCS ADMINI
03-    10    1101   01    ADMIN PERSONNEL - NOT CLASSIFD ADMINI
04-    10    1101   02    CLERICAL PERSONNEL             CLERICAL
05-    10    1101   07    COMP SYS ANALY,PGM,KP&COMP OPR COMPUTER
06-    10    1101   08    WAGE RATE EMPLOYEES            WAGE RATE
07-    10    1101   09    PURCHASE AND HIRE              PURCH&HIRE
08-    10    1101   14    RESPIRATORY THERAPIST          RESPRTRY THP
09-    10    1101   15    PHYSICAL THERAPIST             PHYSICAL THP
10-    10    1101   16    OCCUPATIONAL THERAPIST         OCCUPTNL THP
11-    10    1101   17    OTHER THERAPISTS               OTH THRPISTS
12-    10    1101   18    DIETITIAN                      DIETETIAN
13-    10    1101   19    DIETETIC TECHNICIAN            DIET TECH
14-    10    1101   20    SOCIAL WORKER                  SOC WORKERS
15-    10    1101   21    SOCIAL WORKER AIDES AND TECHS SOC WKR A&T




                                                  2-16
Accounting Classification Code (ACC)

        Accounting Classification codes (ACC) are used for budgeting purposes. ACCs are nine       -
character codes defined on the Fund Control Point/Project Table (PGMT).                   nd
                                                                                   The Fu Control
Point/Project Table (PGMT) contains information on standard ACCs, which are ACCs used by more
than one station, and non-standard ACCs which are station-specific ACCs. Standard ACCs have an *
                                                     t
in the Station field on the Fund Control Point/Projec Table (PGMT). Non-standard ACCs may also be
viewed on the Non-standard Fund Control Point/Project Table (PGM3). The Accounting Classification
Code is comprised of four codes, which are also defined on specific tables. The format for the ACC is
as follows:

              Character       Description
               1-2            Program Code
               3-4            Sub-program Code
               5-7            Organization Code
               8-9            Activity Code

              Example: ACC =         24GD24101

        Program Class Table (PCLS)                    Program Category Table (PCAT)
                                                    (defined as 8201B5 to distinguish from
                                                             construction projects)
                                                                       



    Program Code           Sub-program Code       Organization Code          Activity Code
                                                                                   01
          24                     GD                       241                 (Salaries )
    (Geriatrics and        (Community Nursing      (Nursing Service )
    Extended Care )             Home )

                                 
   Program Group             Program Type
    Table (PGRP)             Table (PTYP)




                                                   2-17
Example: ACC = 000030000

           Program Class Table                             Program Category Table
               (PCLS)                                      (PCAT)
                                                           (defined as 830000 to
                                                           distinguish from construction
                                                           projects)
                                                                     



   Program Code            Sub-program Code      Organization Code         Activity Code

           00                     00                   300                       00
        (Default)              (Default)           (VBA Salaries)             (Default)


                                
  Program Group             Program Type
   Table (PGRP)             Table (PTYP)

        For specific help on ACC codes, contact via e-mail: ACC\FCP Requests

        Below is a screen print of the Fund Control Point/Project Table (PGMT).


ACTION: R TABLEID: PGMT USERID: R047 JRA
 FUND CONTROL POINT/PROJECT TABLE SCREEN
 KEY IS BFY, STATION, FCP/PRJ

                              ----------PROGRAM----------- ALLOWANCE C     DEACT
       BFY STATION FCP/PRJ CLASS        CATEGORY TYPE GROUP FCP/PRJ    P   DATE
       --- ------- --------- -------- -------- ---- ----- ---------- - --------
 01-   10   *       000012000 0020       020     00   00    000012000 N
       FCP/PRJ NAME: DISTRICT COUNSEL                    SHORT NAME: DIST COUNSL
 02-   10   *       000030000 0200       20      00   00    000030000 N
       FCP/PRJ NAME: SALARIES - VBA                      SHORT NAME: SALARY - VBA
 03-   10   *       01AA61017 01AA       861017 AA    01    01AA61017 N
       FCP/PRJ NAME: ISC-TRAVEL                          SHORT NAME: ISC-TRVL
 04-   10   *       01AB20401 01AB       820401 AB    01    01AB20401 N
       FCP/PRJ NAME: WOMEN VET COMP HLTH SALARIES        SHORT NAME: WMVET CH/SAL
 05-   10   *       010020100 0100       820100 00    01    010020100 N
       FCP/PRJ NAME: MEDICAL SUPPLIES & SERVICES         SHORT NAME: MEDICAL S&S
 06-   10   *       24GD24101 24GD       824101 GD    24    24GD24101 N
       FCP/PRJ NAME: SAL - CNHC NURSING                  SHORT NAME: SAL-CNHC NUR
 07-   10   *       250031260 2500       831260 00    25    250031260 N
       FCP/PRJ NAME: OUTREACH FEES VET CTR-B             SHORT NAME: OUTRCH-B FEE




                                                                                    2-18
Cost Centers

       Cost Centers (COST CTR/SUB) are six-character, non-budgetary, organization codes used to record expenditures of
funds by various organizations within VA. The format for a cost center is as follows:

       Characters 1 - 4 = Organization
              1000 series = Central Office Staff - Exclusive of Operating Departments
              2000 series = Central Office Staff - Exclusive of Operating Department
              3000 series = Veterans Benefits Administration (VBA)
              4000 series = Inspector General
              5000 series = National Cemetery Administration
              6000 series = Supply Fund - Category A
              7000 series = Operation of GSA Buildings
              8000 series = Veterans Health Administration (VHA)

       Characters 5 - 6 = 00

       Cost Centers are defined in FMS on the Station/Cost Center Table (ORGN) as pictured on the next page. Sub-Cost
Centers are defined on the Satellite Station/Sub Cost Center Table (SORG) and are always 00 for VHA.

ACTION: R TABLEID: ORGN USERID: R047 JRA
 STATION/COST CENTER REFERENCE DATA SCREEN
 KEY IS BUDGET FISCAL YEAR, STATION/COST CENTER

  BUD FISCAL YEAR:     10 STN/COST CTR: 820100     ADM/OFF: 10    DEACT DATE:
         S/C NAME:    MEDICAL SERVICE                        SHORT NAME: MEDICAL SER
      S/C MANAGER:                                            LEVEL IND: 1
          ADDRESS:                                         PHONE NUMBER:
             CITY:                     STATE:                  ZIP CODE:
          FCP/PRJ:                  APPROVAL: N        ALLOW STATUS IND: N
    ALLOWANCE STN:    820100                         REVENUE BUDGET STN:
    SERVICING STN:                              DECENTRAL TRAVEL ORDER: N
 BUDGET/COST CTR:     C                                   STATION GROUP:
           REGION:                        CONGRESSIONAL DISTRICT CODE:
         DISTRICT:                                     COUNTY/CITY CODE:
COUNTY/CITY NAME:
   REST LKUP FLAG:    N




                                                                        2-19
Proforma Web site
   http://vaww.fscdirect.fsc.va.gov/

   Discuss comparable transaction codes
    and transaction type for transaction code
    CR.




                         2-20
      Comparable Transaction Types for CR documents

           CR                         TR
224 deposit trans. types   224 transfer trans. types
           01                         18
           02                         E2 Must reference Travel Order
           05                         75
           17                         24   (3875)
           20                         65
           23                         33




                           2-21
ACTION: R TABLEID: ACED USERID: S104 FSC
 ACCOUNTING ENTRIES DEFINITION REFERENCE DATA SCREEN
 KEY IS FISCAL YEAR, TRANS CODE, TRANS TYPE, VENDOR TYPE, BUDGET BOC,
        PROJECT POST TYPE, FUND CATEGORY
                         VENDOR                                         PROMPT
          TRANS TRANS     CAT\    BUDGET    PROJECT   FUND ACCOUNTING    PAY
     FY   CODE   TYPE     TYPE     BOC     POST TYPE CAT     ENTRY ID    FLAG
     --   ----   ----    ------   ------   --------- ---- ----------    ------
 01- 10    CR     01       N                                   4880       N
               DESCRIPTION REFUND - OP EXPENSE

ACTION: R TABLEID: ACEN USERID: S104 FSC
 ACCOUNTING ENTRIES REFERENCE DATA SCREEN
 KEY IS FISCAL YEAR, ACCOUNTING ENTRY ID, SEQUENCE NUMBER
     FISCAL YEAR: 09   ACCOUNTING ENTRY ID: 4880   ACCOUNTING EVENT TYPE: AR04
     SEQUENCE JOURNAL INCREASE ----- DEBIT ------ ----- CREDIT ----- FLAGS
      NUMBER    CODE    LINE D/C ACCT TYPE OVERRIDE ACCT TYPE OVERRIDE REV FIP
     -------- ------- -------- ---- ---- -------- ---- ---- -------- --- ---
 01-   001      GENJ        D     1022 01        N   6100 22       N     N   N
 02-   002      GENJ        D     490P 48        N   4610 44       N     N   N
 03-   003      GENJ        D     5700 31       N    3107 03       N     N   N




                                        2-22
ACTION: R TABLEID: ACED USERID: S104 FSC
 ACCOUNTING ENTRIES DEFINITION REFERENCE DATA SCREEN
 KEY IS FISCAL YEAR, TRANS CODE, TRANS TYPE, VENDOR TYPE, BUDGET BOC,
        PROJECT POST TYPE, FUND CATEGORY
                         VENDOR                                          PROMPT
          TRANS TRANS     CAT\    BUDGET    PROJECT    FUND ACCOUNTING    PAY
     FY   CODE   TYPE     TYPE     BOC     POST TYPE CAT     ENTRY ID     FLAG
     --   ----   ----    ------   ------   --------- ---- ----------     ------
 01- 10    TR     18       N                                   4980        N
               DESCRIPTION EXP TRANSFER - CASH RECEIPT

ACTION: R TABLEID: ACEN USERID: S104 FSC
 ACCOUNTING ENTRIES REFERENCE DATA SCREEN
 KEY IS FISCAL YEAR, ACCOUNTING ENTRY ID, SEQUENCE NUMBER
     FISCAL YEAR: 09   ACCOUNTING ENTRY ID: 4980   ACCOUNTING EVENT TYPE: AR04
     SEQUENCE JOURNAL INCREASE ----- DEBIT ------ ----- CREDIT ----- FLAGS
      NUMBER    CODE    LINE D/C ACCT TYPE OVERRIDE ACCT TYPE OVE RRIDE REV FIP
     -------- ------- -------- ---- ---- -------- ---- ---- -------- --- ---
 01-   001      GENJ        D     1021 01        N   6100 22       N     N   N
 02-   002      GENJ        D     490P 48        N   4610 44       N     N   N
 03-   003      GENJ        D     5700 31        N   3107 03       N     N   N




                                              2-23
ACTION: R TABLEID: ACED USERID: S104 FSC
ACCOUNTING ENTRIES DEFINITION REFERENCE DATA SCREEN
KEY IS FISCAL YEAR, TRANS CODE, TRANS TYPE, VENDOR TYPE, BUDGET BOC,
       PROJECT POST TYPE, FUND CATEGORY
                        VENDOR                                         PROMPT
         TRANS TRANS     CAT\    BUDGET    PROJECT   FUND ACCOUNTING    PAY
    FY   CODE   TYPE     TYPE     BOC     POST TYPE CAT     ENTRY ID    FLAG
    --   ----   ----    ------   ------   --------- ---- ----------    ------
01- 10    CR     02                                           5421       N
              DESCRIPTION EMPLOYEE ADVANCE REPAYMENT

ACTION: R TABLEID: ACEN USERID: S104 FSC
ACCOUNTING ENTRIES REFERENCE DATA SCREEN
KEY IS FISCAL YEAR, ACCOUNTING ENTRY ID, SEQUENCE NUMBER
    FISCAL YEAR: 09   ACCOUNTING ENTRY ID: 5421   ACCOUNTING EVENT TYPE: AR05
    SEQUENCE JOURNAL INCREASE ----- DEBIT ------ ----- CREDIT ----- FLAGS
     NUMBER    CODE    LINE D/C ACCT TYPE OVERRIDE ACCT TYPE OVERRIDE REV FIP
    -------- ------- -------- ---- ---- -------- ---- ---- -------- --- ---
01-   001      GENJ        D     1022 01        N   1410 01       N     N   N




                                          2-24
ACTION: R TABLEID: ACED USERID: S104 FSC
 ACCOUNTING ENTRIES DEFINITION REFERENCE DATA SCREEN
 KEY IS FISCAL YEAR, TRANS CODE, TRANS TYPE, VENDOR TYPE, BUDGET BOC,
        PROJECT POST TYPE, FUND CATEGORY
                         VENDOR                                         PROMPT
          TRANS TRANS     CAT\    BUDGET    PROJECT   FUND ACCOUNTING    PAY
     FY   CODE   TYPE     TYPE     BOC     POST TYPE CAT     ENTRY ID    FLAG
     --   ----   ----    ------   ------   --------- ---- ----------    ------
 01- 10    TR     E2                                           5422       N
               DESCRIPTION EMPLOYEE ADVANCE REPAYMENT


ACTION: R TABLEID: ACEN USERID: S104 FSC
 ACCOUNTING ENTRIES REFERENCE DATA SCREEN
 KEY IS FISCAL YEAR, ACCOUNTING ENTRY ID, SEQUENCE NUMBER
     FISCAL YEAR: 09   ACCOUNTING ENTRY ID: 5422   ACCOUNTING EVENT TYPE: AR05
     SEQUENCE JOURNAL INCREASE ----- DEBIT ------ ----- CREDIT ----- FLAGS
      NUMBER    CODE    LINE D/C ACCT TYPE OVERRIDE ACCT TYPE OVERRIDE REV FIP
     -------- ------- -------- ---- ---- -------- ---- ---- -------- --- ---
 01-   001      GENJ        D     1021 01        N   1410 01       N     N   N




                                           2-25
Accounts Receivable, Negative PV 03s,
Treasury Offset Program (TOP)
The Accounts Receivable Subsystem is the FMS method for recording and managing outstanding
receivables and accurately applying cash receipts. The VA will use this subsystem to record the amounts
billed and collected, including revenue transactions for services rendered, vendor refunds, balance sheet
transfers, and cash advances. The Accounts Receivable Subsystem allows the VA to account for these
billings and collections for financial accounting and reporting purposes. This chapter contains the
following information on how to:
       • Process a Billing Document (BD) to record a bill for collection.
       • Process a Cash Receipt (CR) to record a cash collection.
       • Process a Write-off (WR) document to record an accounts receivable write-off.




                                                     3-1
ACCOUNTS RECEIVABLE DATA ENTRY

Topic                                                   Page   Source Document                           VA Action
0.      Overview
1.      Entering, Modifying, or Canceling a Billing            Debt Collection Letter                    Record a Bill for
        Document (BD)                                          (OF 1114), SF-1080,                       Collection

                                                                                    -or-
                                                               Journal Voucher, 1017-G
2.      Entering, Modifying, or Canceling a Cash               Deposit Ticket, SF-215                    Record a Cash
        Receipt (CR)                                                                -or-                 Receipt

                                                               Field Service Receipt - General,
                                                               VA 1027
                                                                                    -or-
                                                               Journal Voucher, SF-1017-G
                                                                                    -or-
                                                               Debit Voucher, SF-5515
                                                                                    -or-
                                                               Voucher and Schedule of Withdrawals and
                                                                         Credits, SF-1081
                                                                                    -or-
                                                               Paid Billing Statement for IPAC
                                                                           Transactions
                                                                                    -or-
                                                               Simplified Billing Register
                                                                                   - or-
                                                               Simplified Billing List
                                                                                    -or-
                                                               Accepted Document Processing by Station
                                                                         Report (RGSGDPV)
3.      Entering, Modifying, or Canceling a Write-off          Memorandum from Accounting Service        Record an Accounts
        (WR) document                                                          -or-                      Receivable Write-off
                                                               Letter from District Counsel              document

                                                                                   -or -
                                                               Letter from Department of Justice




                                                                 3-2
USES OF FMS ACCOUNTS RECEIVABLE DOCUMENTS

The Billing Document (BD) is used for:
       Recording billed amounts for services rendered or overpayments due.


Typical Scenario
       1)     The VA received an invoice from a vendor for $1,000. An error was made, and the vendor was accidentally paid
              $1,200. A "Bill for Collection" is prepared, and a Billing Document (BD) is entered to record the accounts receivable
              for the $200.00 that is due from the vendor.
       2)     The VA establishes a Supply Fund Bill for Collection for goods sold to the Department of Commerce (Other
              Government Agency - OGA).
The Cash Receipt (CR) is used for:
       Recording all money collected from the public, VA employees, and other agencies –IPAC (OGA).
Typical Scenario
       1)     The VA receives a refund from an overpaid vendor. A Cash Receipt (CR) is entered to record the refund collection.
       2)     The VA receives a cash collection from the Department of Commerce for goods sold.
       3)     The VA receives a cash donation for the General Post Fund.


The Write-off (WR) document is used for:
       Recording all refund and receivable write-off transactions when it is determined that a receivable has become uncollectible.


Typical Scenario
       The VA determines that an accounts receivable established for a vendor is uncollectible and will be written off. A Write-off
       (WR) document is entered to record the vendor refund receivable write-off.




                                                                       3-3
                      APPLICATION TABLE DESCRIPTIONS

TABLE NAME              TABLE ID                     DESCRIPTION
Accounts Receivable       ARHT     Provides summary information on all outstanding and
Header Inquiry Table               some recently closed accounts receivable documents.
Receivable Header         ARH2     Allows users to update various fields related to an
Data Entry Screen                  accounts receivable.
Accounts Receivable       ARLC     Provides overdue charges information for the SF-220.9
Line Charges Table                 report, including the amount charged and collected for
                                   interest, administrative, and penalty displayed for each
                                   Billing Document line.
Accounts Receivable       ARLT     Provides detail information on all outstanding and some
Line Inquiry Table                 recently closed accounts receivable documents.
Cash Receipt Header       CRHT     Provides summary information on cash receipts entered
Inquiry Table                      in FMS.
Cash Receipts Line        CRLT     Provides detail information on cash receipt documents
Inquiry Table                      entered in FMS, including accounting distribution
                                   information, the dollar amount received and reference
                                   information (if applicable).
Outstanding Billing       OBDT     Stores outstanding Billing Documents. Cash receipts
Document Table                     which fully close a Billing Document will result in the
                                   record being deleted from this table.




                                                  3-4
COMMND: ............... DOCID: BD ... ............            STATUS:
                         BATID: .. .... ......    SUB STN: ....... 04/27/09
                       BILLING DOCUMENT INPUT SCREEN
   BATCH DATE: .. .. .. NUM DOCS: ..... NET: ...............
    BD DATE: .. .. ..        ACCT PRD: .. .. ACTION: .     SUB STN: .......
 TRANS TYPE: ..                  BFYS: .. ..   FUND: ......
  DOC TOTAL: ............... DOC TYPE: .                  COMMENTS: .......
    REF DOC: .. ...........                         PAYMENT OFFSET: .
   BILL PRINT FLAG: .   COLL DUE DATE: .. .. ..           INT RATE: .......
         TEXT TYPE: ..   AGREEMENT NO: ............... WAIVER FLAG: ..
        PAYER CODE: ......... ..
        PAYER NAME: ..............................
             ADDR1: ..............................
             ADRR2: ..............................
       CITY/ST/ZIP: ................... .. ..... - .....
 CAUSE OF OVERPYMT: ... ........................ CASE HISTORY FLAG: .

                           Billing Document Header Screen



COMMND: ............... DOCID: BD .... ............           STATUS:
 000-000 OF 000          BATID: .. .... .......   SUB STN: ....... 04/27/09
 01-
           LINE: ...               BFYS: .. ..              FUND: ......
     TRANS TYPE: ..         STATION/SAT: ....... ..      FCP/PRJ: .........
         JOB NO: ........ COST CTR/SUB: ....... ..       BOC/SUB: .... ..
      REPT CATG: ....      REV SRCE/SUB: .... ..       CLSD BFYS: .. ..
      TEXT TYPE: ..            INT RATE: .......       CLSD FUND: ......
         AMOUNT: ...............    I/D: .               GL ACCT: ....
          DESCR: ..............................
        REF DOC: .. ........... REF LN: ... ADVANCE NO: ...... TRAV TYPE: ...
         SOURCE: .... TYPE OF OVERPYMT: ... ACTION OUT: ...
 02-
           LINE: ...               BFYS: .. ..              FUND: ......
     TRANS TYPE: ..         STATION/SAT: ....... ..      FCP/PRJ: .........
         JOB NO: ........ COST CTR/SUB: ....... ..       BOC/SUB: .... ..
      REPT CATG: .....     REV SRCE/SUB: .... ..       CLSD BFYS: .. ..
      TEXT TYPE: ..            INT RATE: .......       CLSD FUND: ......
         AMOUNT: ...............    I/D: .               GL ACCT: ....
          DESCR: ..............................
        REF DOC: ..              REF LN: ... ADVANCE NO: ...... TRAV TYPE: ...
         SOURCE: .... TYPE OF OVERPYMT: .    ACTION OUT: ...


                             Billing Document Line Screen

                                               3-5
                      Credit Memo Processing Procedures
                               (Negative PV 03s)

1. Purpose

This procedure establishes the actions necessary for offsetting vendor credit memos

2. Revision History

Date                  Reference Number           Modification
5/20/03               # 15, page 7-12            RSD Report instructions
8/4/03                                           Procedures for Bills4Coll
9/24/04                                          Clean up and updated new
                                                 screens

3. Persons/area affected

All Financial Operations Services (FOS) employees assigned to process Credit Memos
and Bills for Collection for offset.

4. Policy

FOS will process credit offsets by following the prescribed rules and regulations
contained in the VA Manual MP4, Part III, VA Controller Policy, Prompt Pay Act, VACO
Directives and Local Operating Procedures.

5. Definitions

Money owed to the Veterans Administration (VA) by vendors from either a vendor-
issued credit memo or a VA generated Bill for Collection. Money is to be collected by
offsetting against a current Payment Voucher (PV), CAPPS Voucher (CV), and Certified
Transaction (CT) payment to the vendor.

6. Responsibilities

The assigned employee will:
   A Assist all VA facilities in collecting outstanding receivables through offsetting
   B Research and determine if the credit memo is valid and usable for offset. This may
      require contact with the submitting VA facility.
   C Determine if the vendor has received payment within the past 90 days
   D Locate a valid Vendor ID in the Financial Management System (FMS) vendor file.




                                                3-6
Instructions for Processing Credit Offsets

1. When a credit memo (to be used for credit offset) is received from a Field Station,
   FSC will process the credit memo in Bills4Coll. Some stations will show Bill
   Documents (BD) already on document. The field station must provide the following
   information on the document:

      A Verification that the credit memo or Bill for Collection is valid for use as an
        offset.
      B The monetary amount of the credit to be established.
      C Costing information or the Purchase Order number from the original payment.
      D Vendor identification (ID) number on the credit memo.

            The vendor ID must be correct and have a current and active ID
             number, with recent payments processed by Financial Services
             Center (FSC). If payments are not current the credit memo should
             not be established for offset. Consequently, it will be necessary to
             secure payment directly from the vendor. The credit should be
             returned to the station with the following suggestion: “ We no longer
             process payments to this vendor. Please try to collect credit amount
             by check from the vendor”.
            E-Mail Message to- VAFSC FOS REGION 1 or
            Fax – 512-460-5456




                                                 3-7
FSC Negative PV 03 VS Field Station Negative PV 03

Field Station Negative PV 03 will only offset
against payment going out from the Field Station.

FSC Negative PV 03 will offset against any payment
going out of FSC.



Suggestion: If the vendor is a local vendor its
best the Station generate the PV 03. If the vendor
is a nationwide vendor like XEROX, IBM or AT&T …
then the Field Station should email or fax
information to FSC to process the negative PV 03.




                          3-8
                                            Negative PV 03
COMMND:           DOCID: PV 04 FSC9K026701          STATUS: ACCPT
001-001 OF 001     BATID:            SUB STN:        10/30/09
             PAYMENT VOUCHER INPUT SCREEN
 TRANS TYPE: 03 PV DATE:         ACCT PRD:     ACTION: SUB STN: 104
VENDOR CODE: 752574581 02            NAME: BIG SPRING HOSP CORP
BENEFICIARY:         PPAY TYPE: ADDR1: SCENIC MOUNTAIN MED CTR
SCHD PMT DATE:        FISCAL APRV: ADDR2: PO BOX 1288
   DOC TOTAL: 129489        CITY/ST/ZIP: BIG SPRING      TX 797211288
  CHECK TYPE:     COMMENT TO PRINT:
     DISC %:     DAYS:    P/E TERM:     AMT:
     DISC %:     DAYS:    P/E TERM:     AMT:
01-
  LINE: 001 REF DOC: BD FSC0K0267 REF LINE: 001 ACCP/DEL DATE:
    VENDOR INV: BOCFSC0K0267OCT1006 INV DATE: 10 14 09 LOG DATE:
  REF VEND CODE:          REF VEND NAME:
    LINE AMOUNT: 129489      I/D: D P/F: UNAPPL DEP NO:
    LIQ AMOUNT:             DESCR:
    OUTST OBLIG:       0.00 LINE TYPE: INT RSN: DISC RSN:
        BFYS: 10                  FUND: 0160A1
    STATION/SAT: FSC          FCP/PRJ: 0100222V1     JOB NO:
   COST CTR/SUB: 822200 00       BOC/SUB: 2560      REPT CATG:
   REV SRCE/SUB:           CLSD BFYS:          CLSD FUND:
A--*HS60-DOCUMENT MARKED FOR READ ONLY

ACTION: R TABLEID: GLDB USERID: S104 FSC
              *** GENERAL LEDGER DETAIL BALANCE INQUIRY SCREEN ***

 FY BFY    FUND GL ACCT      AD/OF STN      COST CTR FCP/PRJ BOC/REV SRCE     TYPE
 -- ----- ------ -------     ---- -------   -------- --------- ------------   ----
 10 10    0160A1 1321        10   FSC       822200   0100222V1     2560        01

   TRANS ID     DATE FM REF DOCUMENT     VENDOR        VENDOR INV #      AMT
 ------------- ------ -- ------------- ----------- -------------------- -----
 PVFSC0K026701 081010 01 BDFSC00267   75257458102 BOCFSC0K0267OCT1007
                                                                      1,294.89




                                                              3-9
                                        Negative PV 03
ACTION: R TABLEID: ARHT USERID: S104 RMJ
                 *** RECEIVABLE HEADER INQUIRY SCREEN ***
KEY IS TRANS CODE, DOC NO

TRANS CODE: BD DOC NUM: FSC0K0267          DOC TYPE:                  SUB STN: 104
          DOCUMENT DATE: 10 03 09          COMMENTS:
       PAYER CODE/NAME: 75257458102 / BIG SPRING HOSP CORP
                   ADDR1: SCENIC MOUNTAIN MED CTR
                   ADDR2: PO BOX 1288
            CITY/ST/ZIP: BIG SPRING            TX 79721 1288
COLL DUE DATE:                 LAST BILL DATE/AMT:           /                    0.00
PRINT BILL: N        BILL PRINT DATE:              BILLED AMT:                1,294.89
INT RATE:    0.000    INT APPLY DATE:            INTEREST AMT:                    0.00
TEXT TYPE:      ADM CHGS APPLY DATE:             ADM CHGS AMT:                    0.00
WAIVER FLAG:          PEN APPLY DATE:             PENALTY AMT:                    0.00
DUNNING COUNT: 00      LAST DUN DATE:               TOTAL AMT:                1,294.89
OVERDUE STATUS:         OVERDUE DATE:           COLLECTED AMT:                    0.00
WRITE-OFF FLAG:       WRITE-OFF DATE:           WRITE-OFF AMT:                    0.00
WRITE-OFF REASON:     DOC CLOSE DATE: 10 10 09     OFFSET AMT:                1,294.89
OFFSET: Y OFFSET APPLIED:                   0.00 CLOSED AMT:                  1,294.89
OVRPYMT CAUSE:        CASE HISTORY FLAG: N REPRINT BILL AMT:                      0.00
AGREEMENT NO:                           OUTSTANDING RECV AMT:                     0.00


RGLDATV RSD FORM: F840
10/30/09 PV 03 FSC0K026701 001   10   0160A1 10   0100222V1 2560 N   1321       1,294.89   1313   1,294.89
                                                                     490N       1,294.89   3107   1,294.89
                                                                     5700       1,294.89   4610   1,294.89
                                                                     9946       1,294.89   9945   1,294.89




                                                        3-9A
                                                 Negative PV 03
RARVGLV    FSC                     0160A1
 REPORT ID: RARVGLV                               *** DEPT OF VETERANS AFFAIRS (FMS) ***                                       PAGE:    22
  RSD FORM: F853                       VERIFICATION OF GENERAL LEDGER BALANCES - ACCOUNTS RECEIVABLE                           TIME: 22:22
  RUN DATE: 10/31/09                           FEDERAL/NON-FEDERAL REPORT AS OF 10/30/09

STN: FSC                                  BFYS: 10      FUND: 0160A1                        PAYOR TYPE CATEGORY: NON-FEDERAL
     WEST TEXAS VA HEALTHCARE SYSTM                           MEDICAL SERVICES - LMT1             A/O: 10
                                                                                                       VETERANS HEALTH ADMIN

                                  REV                                     LAST ACT
DOCUMENT ID    LINE FCP/PRJ  BOC SRCE REF DOC ID          LINE DATE       DATE     PAYOR CODE   NAME                   OUTSTANDING AMOUNT
BD FSC0K0267   001 0100222V1 2560                         12/14/08        10/30/09 752574581 02 BIG SPRING HOSP CORP             1,294.89


        NUMBER OF RECORDS:       89                                                 STN 519     SUBTOTAL AMOUNT:                39,279.63


RARVGLV    FSC                   0160A1
 REPORT ID: RARVGLV                               *** DEPT OF VETERANS AFFAIRS (FMS) ***                                       PAGE:    23
  RSD FORM: F853                       VERIFICATION OF GENERAL LEDGER BALANCES - ACCOUNTS RECEIVABLE                           TIME: 22:22
  RUN DATE: 10/31/09                         FEDERAL/NON-FEDERAL REPORT AS OF 10/31/09

STN: FSC                                  BFYS: 10      FUND: 0160A1                        PAYOR TYPE CATEGORY: NON-FEDERAL
     WEST TEXAS VA HEALTHCARE SYSTM                           MEDICAL SERVICES - LMT1

                                                                 OUTSTANDING AMOUNT
                                                                 -------------------
ACCOUNTS RECEIVABLE TOTAL:                                                 39,279.63

G/L ACCOUNT BALANCES:
G/L ACCOUNT BALANCES:

                G/L     G/L
                ACCT    ACCT NAME       BALANCE
                ----    ------------    -------------------
                1311    AR-REIM-OTH               37,806.90
                1313    AR-REFD-OTH                  177.84
                1321    AR-REFD-CR M               1,294.89
G/L TOTAL:                                                                  39,279.63

DIFFERENCE:                                                                      0.00




                                                                   3-9B
                                        Negative PV 03
ACTION: R TABLEID: UPVT USERID: S104 FSC
                      *** UNPAID VOUCHER INQUIRY SCREEN ***
 KEY IS SCHEDULE DATE, DISBURSING OFFICE, VENDOR CODE, TRANS CODE, VOUCHER
        NUMBER, TRAVEL ADVANCE NUMBER

     SCHEDULE                   TRANS VOUCHER    TRVL ADV
       DATE   D.O. VENDOR CODE CODE    NUMBER     NUMBER       AMOUNT
     -------- ---- ------------ ---- ----------- -------- -----------------
 01- 10 30 09 220 752574581 02 PV FSC0K026701                     -1,294.89


RSD Form: F826 Status of Allowance
STN: FSC                   BFYS: 10      Fund: 0160      A/O: 10                          Fund Code: 0160A1
WEST TEXAS VA HEALTHCARE SYSTM                  MEDICAL SERVICES - LMT1          VETERANS HEALTH ADMIN
Program: 28                                                      Total             Available
                                             Budget              Obligations       Amount
Orgn/Act                                     thru MAR 10         thru MAR 10     thru MAR 10

   280022166 HALFWAY HOUSE                       3,328.00           3,328.00               0.00
                  Undist to Program:           142,902.00                            142,902.00
                                       ================== ================== ==================
                   Program 28 Total:           162,380.00          19,478.00         142,902.00

      Suballowance for 0160A1 Total:       14,707,424.71      20,415,086.68       -5,707,661.97
         Allowance for 0160A1 Total:       20,463,251.00      20,415,086.68           48,164.32

NOTE: THIS TOTAL DOES NOT DEDUCT A BALANCE OF $1,294.89 IN G/L 1321 AND MUST REMAIN UNOBLIGATED FOR BFY 10,
     FUNDCODE 0160A1.




                                                     3-10
ACTION: R TABLEID: GLDB USERID: S104 FSC
             *** GENERAL LEDGER DETAIL BALANCE INQUIRY SCREEN ***

FY BFY    FUND GL ACCT    AD/OF STN      COST CTR FCP/PRJ BOC/REV SRCE      TYPE
-- ----- ------ -------   ---- -------   -------- --------- ------------    ----
09 09    0160A1 1321      10   667       824100   010024143     2560         01

  TRANS ID     DATE FM REF DOCUMENT     VENDOR        VENDOR INV #     AMT
------------- ------ -- ------------- ----------- -------------------- -----
AD9082089     090317 06 PV689C0540201 521590951   473272S45BD6678K0419
                                                                   -1,726.56
PV689C0540201 090314 06 BD6689K0419   521590951   473272S45BD6678K0419
                                                                    1,726.56


COMMND:                   DOCID: PV 04    689C0540201              STATUS: ACCPT
 001-001 OF 002            BATID:                    SUB STN:            03/23/09
                           PAYMENT VOUCHER INPUT SCREEN
   TRANS TYPE: 03 PV DATE:               ACCT PRD:        ACTION:    SUB STN: 104
  VENDOR CODE: 521590951                     NAME: MAXIM HLTHCARE SVCS INC
  BENEFICIARY:                PPAY TYPE:    ADDR1: MAXIM STAFFING SOLUTIONS
  SCHD PMT DATE:            FISCAL APRV:    ADDR2: 7080 SAMUEL MORSE DR
      DOC TOTAL: 128.94              CITY/ST/ZIP: COLUMBIA               MD 210463405
     CHECK TYPE:        COMMENT TO PRINT:
         DISC %:            DAYS:       P/E TERM:       AMT:
         DISC %:            DAYS:       P/E TERM:       AMT:
 01-
     LINE: 001 REF DOC: SO 689C05402        REF LINE: 001    ACCP/DEL DATE: 03 02 09
        VENDOR INV: 473272S45BD6679K0419 INV DATE: 02 04 09        LOG DATE: 02 15 09
     REF VEND CODE:                REF VEND NAME:
       LINE AMOUNT: 1855.50            I/D: I P/F:    UNAPPL DEP NO:
        LIQ AMOUNT:                         DESCR:
       OUTST OBLIG:         17,360.63 LINE TYPE:       INT RSN:    DISC RSN:
               BFYS: 10                      FUND: 0160A1
       STATION/SAT: 689                   FCP/PRJ: 0100C10V1         JOB NO:
      COST CTR/SUB: 824100 00             BOC/SUB: 2580           REPT CATG:
      REV SRCE/SUB:                     CLSD BFYS:                CLSD FUND:
 A--*HS60-DOCUMENT MARKED FOR READ ONLY 01-CV84W-VENDOR INVOICE NOT IN VIHT




                                                              3-11
This is line 002

COMMND:                   DOCID: PV 04    689C8540201              STATUS: ACCPT
 002-002 OF 002            BATID:                    SUB STN:            03/23/09
                           PAYMENT VOUCHER INPUT SCREEN
   TRANS TYPE: 03 PV DATE:               ACCT PRD:        ACTION:    SUB STN: 104
  VENDOR CODE: 521590951                     NAME: MAXIM HLTHCARE SVCS INC
  BENEFICIARY:                PPAY TYPE:    ADDR1: MAXIM STAFFING SOLUTIONS
  SCHD PMT DATE:            FISCAL APRV:    ADDR2: 7080 SAMUEL MORSE DR
      DOC TOTAL: 128.94               CITY/ST/ZIP: COLUMBIA              MD 210463405
     CHECK TYPE:        COMMENT TO PRINT:
         DISC %:            DAYS:       P/E TERM:       AMT:
         DISC %:            DAYS:       P/E TERM:       AMT:
 01-
     LINE: 002 REF DOC: BD 6689K0419        REF LINE: 001    ACCP/DEL DATE:
        VENDOR INV: 473272S45BD6679K0419 INV DATE: 01 18 09 LOG DATE:
     REF VEND CODE:                 REF VEND NAME:
       LINE AMOUNT: 1726.56            I/D: D P/F:    UNAPPL DEP NO:
        LIQ AMOUNT:                         DESCR: CT668C8004402
       OUTST OBLIG:               0.00 LINE TYPE:      INT RSN:    DISC RSN:
               BFYS: 09                      FUND: 0160A1
       STATION/SAT: 667                   FCP/PRJ: 010024143         JOB NO:
      COST CTR/SUB: 824100 00             BOC/SUB: 2560           REPT CATG:
      REV SRCE/SUB:                     CLSD BFYS:                CLSD FUND:




                                                     3-12
Here is the information, which will clarify who is responsible for the accounts receivables.
http://www.va.gov/publ/direc/finance/M4P8C27.htm




   . RECORDS, REPORTS, AND ACCOUNTING
   27.01 RECORDS
   a. As managers, all field station Fiscal activities, VACO Finance Service, and the Debt Management Center (DMC)
    must establish and maintain accounts receivable records in a current status by program, type of debt, and
    appropriation. All collection actions taken, collections received, amounts offset, waiver action, etc., including
    adjustments of any kind on a debtor's account, are to be timely documented in the Department's accounts
    receivable records.
   b. Complete records are to be maintained, by program, type of debt, and appropriation, of accounts receivable
    waived, compromised, suspended, terminated or referred to the District Counsel (DC) or Department of Justice
    (DOJ) for enforced collection so that reports required by paragraph 27.02 and ad hoc reports required by
    management can be completed.
   c. All VA components who refer accounts receivable to other VA components or external agencies for additional
    collection action or advice are responsible for keeping informed of the current status of those receivables
    (reconciling their accounts with the component the debts were referred to) and for reporting and accounting
    purposes.
   Here is some additional information. This report is generated each pay period.
   At the time payroll processes a Record Print Out (RPO) is generated for employees on LWOP and whose FEHB is
    advanced by the agency. This information goes to FMS and appears on the F842 report in RSD.




                                                      3-12a
                     CAPPS Write Off Criteria


       CAPMWROF       CAPP VARIANCE & WRITEOFF VALUES         9
                                                        04/27/0
                                 00 00 00

       INVOICE VARIANCE AMOUNT LIMIT 18999.99

       REC RPT VARIANCE AMOUNT LIMIT 99999.99

       ABSTRACT WRITEOFF AGING DAYS   90

       RECEIVING REPORT WRITEOFF CRITERIA
        AMOUNT 499.75 DAYS 180
        AMOUNT 500.00 DAYS 241
        AMOUNT 99999.99 DAYS 360

       INVOICE WRITEOFF CRITERIA
         AMOUNT 499.75 DAYS 240
         AMOUNT 500.00 DAYS 241
         AMOUNT 99999.99 DAYS 360

       EXIT OPTIONS: EXIT SYS UPDATE PRIOR MAIN MENU
              <PF 3> <ENTER> <PF 10> <PF 11>

       MESSAGE:




Note: Amounts greater than $99,999.99 or older than 360 days
will never be written off automatically. Needs to be reviewed
manually then written off if appropriate.

                                        3-13
REPORT NAME: CAPJ
 PAGE 99
    REPORT NO. 040                                             06/16/09

                     FMS/CAPP RECEIVING REPORT WRITEOFFS
                     VARIABLE TABLE DOLLAR AMOUNT AND AGING CRITERIA
                       AMOUNT LIMIT        499.75 AND DAYS 180
                       AMOUNT LIMIT        500.00 AND DAYS 241
                       AMOUNT LIMIT        99,999.99 AND DAYS 360

                            EASTERN DIVISION

      STATION        PAT   DOC TYPE DLN       SHIPPING RR AMOUNT                      ADJ/ENTRY OPR
      FSC           A79002     A     32668111104 .00    .02                           CAPSPLIT
                      STATION TOTALS     .00   .02      ITEM TOTAL                    1


   NOTE: There are three types of document types for the receiving report write off: A is for abstracted receivers,
   stations received more goods than what the vendor is billing for. R-is for open receivers awaiting invoices. W is for
   receiving reports written off. The document types will be seen in the CAPPS System and this report.
   When the modifications are done by the stations through FMS, the stations must contact Austin (FOS) to have the
   CAPPS System updated manually.
   When the CAPPS system does a write off, you will see a “W” for the document type and a 0.00 CV document will
   be generated.




                                                        3-14
                                         ACTION: R TABLEID: DXRF USERID: S104 FIH
                                              *** DOCUMENT CROSS REFERENCE INQUIRY SCREEN ***
                             KEY IS TRANS ID, F/B POINTER, REF TRANS ID, ACCEPDATE, DOC ACTION

                         TRANS CODE: MO    TRANS NUMBER: FSCA99002    DOC TOTAL:       2,198.10
                                                                      OUTST AMT:           0.00
                                                     REF TRANS ID       ACCEP    DOC
                                F/B/A    TC NUMBER         DATE    ACT      VENDOR      AMOUNT
                             ----- ----------------- -------- --- ------------ -----------------
                       01-    A                       11 21 08   E   840603850           2,198.12
                                           LAST BATCH NUMBER:         CLEARING ACTION:
                       02-    A                       01 04 09   S   840603850              -0.02
                                           LAST BATCH NUMBER: ER004   CLEARING ACTION:
                       03-    F    RT FSCA9900201     11 22 08   E   840603850           2,198.12
                                           LAST BATCH NUMBER:         CLEARING ACTION:
                       04-    F    RT FSCA9900201     01 04 09   M   840603850              -0.02
                                           LAST BATCH NUMBER: ER004   CLEARING ACTION:




                                         ACTION: R TABLEID: DXRF USERID: S104 FIH
                                              *** DOCUMENT CROSS REFERENCE INQUIRY SCREEN ***
                             KEY IS TRANS ID, F/B POINTER, REF TRANS ID, ACCEPDATE, DOC ACTION

                          TRANS CODE: RT    TRANS NUMBER: FSC900201DOC TOTAL:        2,198.10
                                                                    OUTST AMT:            0.00
                                                   REF TRANS ID       ACCEP    DOC
                              F/B/A    TC NUMBER         DATE    ACT      VENDOR       AMOUNT
                           ----- ----------------- -------- --- ------------ -----------------
                       01- B     MO FSCA89002       11 22 08   E   840603850            2,198.12
                                         LAST BATCH NUMBER:         CLEARING ACTION:
                       02- B     MO FSCA89002       01 04 09   M   840603850               -0.02
                                         LAST BATCH NUMBER: ER004   CLEARING ACTION:
                       03- F     CV FSCA8900201     12 04 08   E   840603850            2,198.10
                                         LAST BATCH NUMBER:         CLEARING ACTION:

   NOTE: MO was established for $2198.12 on 11/21/08. Receiver updated FMS on 11/22/08 for $2198.12, vendor invoiced for
$2198.10 (CV document) on 12/04/08. Station did modification of 0.02 on 01/04/09. Station must notify Austin to manually
                                      update the CAPPS System for the modification.



                                                           3-15
ACTION: R TABLEID: OBLH USERID: S104 FIH
      *** ORDERS HEADER INQUIRY SCREEN ***
KEY IS TRANS CODE, ORDER NUMBER
  TRANS CODE: MO ORDER NUMBER: FSCA79002 TRANS TYPE: 01 SUB STN: FSC
  VENDOR CODE: 840603850     CONTRACT NO:   AUTO ACCRUE: N
      NAME: WINDSOR INDS INC
   ALT PAYEE:        /

 ORIGINAL AMT:         2,198.12            PO DATE: 11 21 06
 AMENDMENT AMT:             -0.02     LAST ACTIVITY DATE: 11 22 06
  ORDERED AMT:          2,198.10          BEGIN DATE: 11 21 06
   CLOSED AMT:         2,198.10           END DATE: 12 01 06
  ACCRUED AMT:             0.00      NO CONTRACT MONTHS:
 EXPENDED AMT:           2,198.10             FOB: D
OUTSTANDING AMT:              0.00        CLOSED DATE: 11 22 06

  MISC REF AMT:           0.00   DISC %: 0.000 DAYS: 00 P/E TERM: 00
  HOLDBACK AMT:             0.00

 ADVANCED AMT:             0.00 DOC TYPE: COMMENTS:
OUT ADVANCE AMT:             0.00 RESP PERSON:

NOTE: Station de-obligated 0.02 because vendor invoice was $2198.10 and receiver was $$2198.12 leaving a
difference of 0.02, this amount amended the obligation.




                                                     3-16
                TREASURY OFFSET PROGRAM (TOP)

PLEASE FORWARD THIS TO ALL PERSONNEL AT YOUR FACILITY RESPONSIBLE
FOR THE TREASURY OFFSET PROGRAM (TOP), (FIRST PARTY, EX-EMPLOYEE AND
VENDOR DEBTS)

First issue: I have been inundated with requests to assist in Stopping TOP offsets. We are
now two years into the program. All Stations have been given the opportunity via numerous
e-mails to gain access to the TOP Client Server (TOP on-line system) in order to access
debts referred from their facility. Many stations have never used the system because of the
modem requirement. As I have previously explained, a stand-alone-computer (one that is
not connected to your network and does not communicate with VISTA) can be used. In fact,
most, if not all stations already have a stand-alone commuter to access CASHLINK. If you
need help setting up for TOP access, the TOP HELP Desk is available to assist you. They
can be reached at 1-800.304-3107. If you wish to switch the person with the access, you
need to notify me. I must send the forms to Treasury, if they do not come from me Treasury
will sent them to me for my action.

If you have a request in to me for assistance in stopping an offset as soon as I can, I will
respond to your request. That response will not be today or possibly this not week, there are
just too many to respond to!




                                             3-17
Next issue: Every time that a station calls the TOP Customer Service in
Birmingham regarding a VISTA software issues, the calls are referred to me as
the TOP folks do not know anything about our "STOP TOP" VISTA menu option.

We all know that debtors wait until the last minute to either pay off the debt or
request a repayment. Below is my Soap box on the issue:

The debtor is given ample notice, excluding the initial bills, he/she is sent the VA
TOP potential offset notification letter when the account reached 90 days past
due and had an additional ninety days to settle the debt prior to the actual referral
to TOP (referral is done when the account is 180 days past due). If he/she
receives Social Security or OPM Retirement, Treasury sends out two warni g      n
letters of their own prior to the actual offset. In other words, the debtoris
given 150 days (5 months) to settle the debt. If he/she waits until the last 2 -3
weeks before the offsets are to begin to settle the debt, they should be told that
it may be too close to prevent the first offset; therefore the offset might or might
not take place.
 They should be told there is nothing that can be done to prevent it. The STOP
 TOP VISTA option, should prevent subsequent offsets However, you need to
 monitor your reject lists because if that update is rejected, it will not go to TOP
 until the reason for the reject is resolved.

 If the debtor tells you that they have been offset, do not refund the money until
 you have received the funds from Treasury as there is always the possibility
                                                                   m
 that the offset did not take place, or was actually for a debt fro another VA
 facility or another Federal Agency.


                                              3-18
Next issue, Federal Tax Refund offset time is upon us. Several reminders for the Tax
Refund season:

Rapid Refund scenario, as was explained by Treasury and some one that works as a Tax
Preparer:

Debtor has his/her taxes prepared and is offered a "Rapid Refund". One question that is
supposed to be asked by the tax preparer to determine eligibility for rapid refund: "Do you
have an outstanding Federal debt?" If the debtor answers yes, he or she is supposed to be
told that they are not eligible for rapid refund. If the debtor answers no: they are charged a
fee for the rapid refund and the tax forms are sent to the banking institutionthat will be
providing the rapid refund. The banking institution then checks a file that IRS provides of
debtors that have been referred to TOP and have an outstanding TOP balance. (It is unclear
how often the file is updated and sent to the banking institutions). If the person requesting
the Rapid Refund is a "match" on the file (as having an outstanding Federal debt), the Rapid
Refund is denied, the taxes are filed electronically and the debtor is notified by the Tax
Preparer that the rapid refund was denied (and I am told they are not refunded the fee billed
for the rapid refund). Once they were "matched" on the IRS file, the Rapid Refund is a dead
issue even if the debtor comes in and pays his or her bill immediately. They have missed the
opportunity for the entire tax season - they are no longer eligible for Rapid Refund - no one
can reverse this, not Treasury, not the VA, no one!!




                                                  3-19
Another misconception, if a debtor has an outstanding debt, he or she can file their
taxes electronically, they will be offset, but they can file their return. If they are still due a
                                                                              n
refund after the offset has been done they will receive the check and a explanation of
why the the refund check is less than anticipated and which Federal Agency offset the
refund. If the offset "ate" the entire refund they will be notified of that as well. If the
debtor requests direct deposit of the refund they will rec  eive notices as well.

One other tax related issue: Injured Spouse Claim. For those that are not familiar with
this term: if a debtor files a joint return and a portion or all of the income generatingthe
tax refund is attributed to the salary of the spouse, the spouse can file a claim with the
IRS and have his/her portion of the refund restored to them. The spouse must file the
claim (IRS Form 8379) with the IRS. The IRS will then determine the amount of the
offset to be refunded and send the refund to the spouse. VA facilities should do
nothing. The IRS will reverse the appropriate amount of the offset and the reversal will
be reflected on subsequent IPACs (Type indicator "0" on TOP Voucher). If the spouse
calls and wants the VA to refund their portion, tell that they must file the form with IRS
and they will do the refunding. In previous years we have had several instances where
both the VA and IRS refunded big bucks, not a pretty picture!! One more complicating
feature: when the offset "reversal" is done, TOP will add the refunded portion back into
the debtor's TOP current balance to reflect the refund, when the VA goes in and re      -
establishes the debt that amount is also sent to TOP as an update. Therefore, the debt
amount is overstated in the TOP system by the amount that was refunded to the spouse.




                                                       3-20
                                 INJURED SPOUSE EXAMPLE

   VA referred $1808.70 debt to Treasury
   Treasury will take $1825.70 from the spouse, $1808.70 for the debt & $17 for the
    fee
   Treasury gives the VA $1808.70 and keeps the $17 fee
   Injured spouse claims $1825.70 from the treasury
   Treasury refunds the whole $1825.70 to the spouse
   Treasury IPACs VA for $1825.70
   Austin processes and advances the $1825.70 to the station
   Station offset the $1808.70 received in #2 advance. Station also offset $17 to
    finish clearing advance from appropriation or MCCF.
   Originally, the injured spouse pays the $17 fee in addition to the debt amount,
    which is why we need to refund it to them.
   Stations must set up obligations first, if Treasury charges the fee of $17.00.
    Please see Financial Management and Accounting ALERT VOLUME 2008, ISSUE 3, dated
    OCTOBER 23, 2007.




                                        3-21
   INJURED SPOUSE TRANSACTIONS (EXAMPLE)
The below are FMS screen shots of transaction code TR
Header screen with doc total of $17.00, this is the TOPS fee.

COMMND:                       DOCID: TR 10       52330805025                STATUS: ACCPT
                               BATID:                       SUB STN:              09/25/09

                               CASH RECEIPT INPUT SCREEN

   BATCH DATE:                   NUM DOCS:                      NET:

      CR DATE:                 ACCTG PRD:             ACTION:            SUB STN: 523
   TRANS TYPE:                      BFYS:               FUND:
    CASH ACCT:                        DEP NUMBER: 30705025              DOC TYPE:
    BILL FUND:                         DOC TOTAL: 17.00
  DISB OFFICE: 220             ACCOMPLISHED DATE: 09 24 09
      REF DOC:

This is the two line TR. This is the amount taken from the injured spouse and the $17.00 Top fee included (which is the advanced amount). This is the amount of the IPAC
        from Treasury and you will see it on the ADVX table.

 COMMND:                       DOCID: TR 10        52330805025                STATUS: ACCPT
 001-002 OF 002                BATID:                        SUB STN:              09/25/09

              LINE:     001  REF TC: DV    REF DOC NO: 52330705025 REF LINE: 044
        TRANS TYPE:     15             BFYS:               FUND: 0160A1
       STATION/SAT:     523       FCP/PRJ:             JOB NO:
      COST CTR/SUB:                 BOC/SUB:          REPT CATG:
      REV SRCE/SUB:               CLSD BFYS:          CLSD FUND:
          CHECK NO:                            ACTION OUT:       GL ACCT:
           ADV IND:     Y ADV:   ADV NO:        TRAV TYPE:       VND/PRV: 104VAFC00
            AMOUNT:     1825.70         I/D: I UNAPPLIED DEP NO:
            AGR NO:                             DESCR:

The TR 75, 65 or 33 document will depend on the vendor code and fund you are using in this case it is an employee.   This is the amount refunded back to the injured
      spouse.

       LINE: 002 REF TC:              REF DOC NO:              REF LINE:
        TRANS TYPE: 65                   BFYS: 09            FUND: 0129A1
       STATION/SAT: 523               FCP/PRJ: 010070701   JOB NO:
      COST CTR/SUB: 570500            BOC/SUB: 1101 08 REPT CATG:
      REV SRCE/SUB:                 CLSD BFYS:          CLSD FUND:
          CHECK NO:                              ACTION OUT:       GL ACCT:
           ADV IND:    ADV:        ADV NO:        TRAV TYPE:       VND/PRV: MISCN
            AMOUNT: 1808.70               I/D: D UNAPPLIED DEP NO:
            AGR NO:                               DESCR:
                                                                                    3-22
INJURED SPOUSE TRANSACTIONS (EXAMPLE)
This TR has caused a 224 out of balance. Remember SDD number. This one line ET will balance to the TR using the same Doc ID and
     Direct Disbursement number (SDD number).

  COMMND:                     DOCID: ET 10      52330705025               STATUS: ACCPT
                             BATID:                     SUB STN:             09/25/09

                        DIRECT DISBURSEMENT INPUT SCREEN

         BATCH DATE:               NUM DOCS:            NET:


  TRANS TYPE:     DD DATE:                 ACCT PRD:       ACTION:   SUB STN: 523
        BFYS:        FUND:                 COMMENTS:
    VENDOR CODE: MISCN                         NAME: MISC COMMERCIAL VENDOR
 DIRECT DISB NO: 30705025          INTR-AGCY SYMBOL:
    DISB OFFICE: 220                      DOC TOTAL: 17.00
   AGREEMENT NO:                        ADV LIQ AMT:
     REF DOC NO:

The ET will allow you to reference the obligation. This is the TOP fee.

  COMMND:                   DOCID: ET 10   52330705025             STATUS: ACCPT
 001-001 OF 001             BATID:                   SUB STN:           09/25/09
 01-
        LINE: 001 REF DOC: SO 523307050         REF LINE: 001 ACCP DATE:
     PAY ADV:      REF ADV:                 REF ADV LINE:       INV DATE:
       VENDOR INV NO/LINE:                                      LOG DATE:
         T/T: TP      BFYS: 09            FUND: 0129A1
      STATION/SAT: 523                FCP/PRJ: 010070700         JOB NO:
     COST CTR/SUB: 570500              BOC/SUB: 2580           REPT CATG:
     REV SRCE/SUB:                   CLSD BFYS:                CLSD FUND:
       GL ACCOUNT:                       DESCR:
      LINE AMOUNT: 17.00                   I/D: I P/F:        INT REASON:
       LIQ AMOUNT:                    QUANTITY:                      ADV:
     UNAPPLIED DEP NO:




                                                            3-23
INJURED SPOUSE TRANSACTIONS (EXAMPLE)
Obligation is now expensed.
 ACTION: R TABLEID: OBLH USERID: S104 FIH
                       *** ORDERS HEADER INQUIRY SCREEN ***
KEY IS TRANS CODE, ORDER NUMBER
     TRANS CODE: SO ORDER NUMBER: 523307050   TRANS TYPE: 01 SUB STN: 523
    VENDOR CODE: MISCN          CONTRACT NO:              AUTO ACCRUE: N
           NAME: MISC COMMERCIAL VENDOR
      ALT PAYEE:              /

   ORIGINAL   AMT:          17.00                   PO DATE:    09   24   09
  AMENDMENT   AMT:           0.00        LAST ACTIVITY DATE:    09   24   09
    ORDERED   AMT:          17.00                BEGIN DATE:    09   24   09
     CLOSED   AMT:          17.00                  END DATE:    09   24   09
    ACCRUED   AMT:           0.00        NO CONTRACT MONTHS:
   EXPENDED   AMT:          17.00                       FOB:
OUTSTANDING   AMT:           0.00               CLOSED DATE:    09 24 09

   MISC REF AMT:             0.00      DISC %:   0.000   DAYS: 00     P/E TERM: 00
   HOLDBACK AMT:             0.00

   ADVANCED AMT:             0.00    DOC TYPE:      COMMENTS:
OUT ADVANCE AMT:             0.00 RESP PERSON:




                                                  3-24
                                    Treasury Offset Program (TOP)
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                                                                              3-25
DMS Application Suite
Create Helpdesk Tickets


 SQL Launcher
 Treasury Offset
 Obligation History
 Payment History
 Vendor EFT Compliance
 Library View
 Local Accounting


                          3-26
                               Treasury Offset Program (TOP)



The Financial Services Center (FSC), Financial Accounting Service (FAS), Accounting, Reconciliation &
Reports Division (ARRD) will record a transaction (OS-15) in the Financial Management System
(FMS), which notifies field facilities when one of their payments has been offset by TOP.

The FMS OS-15 transaction records a zero dollar amount to Standard General Ledger accounts 99D1
and 99D2 and reference the payment obligation.

Additionally, the transaction is reflected on field facilities’ daily Accepted Document Listing (RGSADLV –
F829) and on FMS research tables (DXRF, PVHT/PVLT, GLDB). Since the OS-15 records a zero dollar
amount, the offset amount and agency information is reflected in the invoice number field of the
transaction. For example, VENDOR INV: TOP- $300.00 – IRS.

In some cases, the TOP offset may affect several payments to a vendor on the same day. In that case,
the OS-15 is recorded to one payment/obligation and the total amount of the offset reflected in the
invoice number field. The OS document number reflects the same document number, which was offset
by TOP.




                                                 3-27
Accounts Receivables Reports


   F853 run on the EOM and 10th WD
REPORT NAME-> CD.RARVGLV.OCT07 FORM-> F853
VERIFICATION OF GENERAL LEDGER BALANCES – ACCOUNTS
RECEIVABLE FEDERAL/NON-FEDERAL REPORT

   F842 run on the EOM and 10th WD
REPORT NAME-> CD.RARABRV.OCT07 FORM-> F842
AGING ACCOUNTS RECEIVABLE REPORT




                          3-28
F853 Verification of General Ledger Balances – Accounts
Receivable Federal/Non-Federal Report

   RARVGLV 306                      0151A1
   REPORT ID: RARVGLV                           *** DEPT OF VETERANS AFFAIRS (FMS) ***            PAGE:                                        4
    RSD FORM: F853                      VERIFICATION OF GENERAL LEDGER BALANCES - ACCOUNTS RECEIVABLE                                                  TIME: 23:40
    RUN DATE: 11/15/09                      FEDERAL/NON-FEDERAL REPORT AS OF 11/15/09

   STN: 306                        BFYS: 10        FUND: 0151A1            PAYOR TYPE CATEGORY: NON-FEDERAL
     NEW YORK NY                   VARO                  GOE - CAT A - LMT 01      A/O: 20
                                                                  VETERANS BENEFITS ADMIN

                                 REV                             LAST ACT
   DOCUMENT ID LINE FCP/PRJ BOC SRCE REF DOC ID LINE DATE DATE PAYOR CODE NAME                                                                     OUTSTANDING AMOUNT
   -------------- ---- --------- ---- ---- -------------- ---- -------- -------- ------------ ---------------------- ------------------
   BD 3069FSC6933 001 013                      1132                        10/06/09 10/23/09 FEHBLWOP FEHBLWOP                            228.89
   BD 3069FSC5494 001 013                      1132                        10/06/09 11/03/09 FEHBLWOP FEHBLWOP                            595.18


        NUMBER OF RECORDS:                  2                                  STN 306       SUBTOTAL AMOUNT:                         824.07

                                                OUTSTANDING AMOUNT
                                                -------------------
   ACCOUNTS RECEIVABLE TOTAL:                                                    824.07
   G/L ACCOUNT BALANCES:

           G/L G/L
           ACCT ACCT NAME BALANCE
           ---- ------------ -------------------
           1313 AR-REFD-OTH                      824.07
   G/L TOTAL:                                                   824.07

   DIFFERENCE:                                                      0.00




                                                                                     3-29
    F842 Aging Accounts Receivables

    RSD FORM: F842                                 AGING ACCOUNTS RECEIVABLE REPORT                                       TIME: 23:40
     RUN DATE: 11/15/09                                      AS OF 11/15/09

             STN: 306                      FUND: 0151A1              BFY: 10       PAYOR TYPE CATEGORY: NON-FEDERAL
                  NEW YORK NY              VARO GOE - CAT A - LMT 01
   AGING      DOCUMENT     ESTAB   LAST ACTV DAYS    ORIGINAL      COLLECTED       WRITE-OFF     BALANCE       PAYOR      VENDOR/
   CATEGORY    NUMBER      DATE      DATE    LATE     AMOUNT         AMOUNT         AMOUNT        DUE          CODE     EMPLOYEE NAME
   -------- ------------- -------- -------- ----- -------------- -------------- ------------ -------------- ----------- ---------------
   NOT DELQ BD3060FSCL6933 10/06/09 10/23/09      0        228.89                                      228.89 FEHBLWOP   FEHBLWOP
   NOT DELQ BD3060FSC5494 10/06/09 11/03/09       0        595.18                                      595.18 FEHBLWOP   FEHBLWOP
         NOT DELQ                       SUBTOTAL:         824.07                                      824.07

   STN: 306      FUND: 0151A1 BFY: 10     TOTAL:         824.07                                     824.07

   NUMBER OF RECORDS:      2 STN: 306     TOTAL:         824.07                                     824.07




                                                               3-30
Account Payables
What is a Receiver document?

         The Receiver document is an important facet of the FMS purchasing cycle. VA will use this document
          to record the receipt and acceptance of goods. In addition, the receiver updates the FMS system
         tables upon document acceptance, providing accurate, up-to-the-minute information on the status
         of funds.


There are 3 types of Receiver documents used for this purpose:

         1. RT document – records the receipt and acceptance of goods with a Document Locator Number
            (DLN), maintaining accrual information for goods, and posting the accrued expenditure and liquidating
            the referenced obligation.
            Scenario – The VA obligates funds for the purchase of supplies. The supplies are received, but the
            entire order is not filled. A receiver document is processed referencing the obligation and recording
            a DLN to show the partial receipt of supplies.
         2. RC document – records the receipt and acceptance of goods without a DLN, maintaining accrual
             information for goods, and posting the accrued expenditure and liquidating the referenced obligation.
             Scenario – The VA obligates funds for the purchase of supplies from another government agency.
             The supplies are received, but the entire order is not filled. A receiver document is processed
             referencing the obligation and not recording a DLN to show the partial receipt of supplies.
         3. AR document – used for posting the accrued expenditure and liquidating the referenced obligation.
             Generated by SO, CO, and AO documents, if entered with an auto accrue flag of “Y”. AR documents
             can also be entered manually when the auto accrue flag on the obligation document is “N”.
             Scenario – The VA obligates funds for an elevator maintenance contract. The contract spans twelve
             months. At the end of each month, the system will automatically generate an accrual for this
             obligation. The system will reverse the accrual at the beginning of the following month.



                                                       3a-1
                                                       RECEIVERS DATA ENTRY
Topic                                                  Page   Source Document                                                                 VA Action

0.      Overview




1.      Entering a Receiver (RT) Document with a DLN          Order for Supplies or Services, VA 2138 (with receipt data for supplies),       Record the receipt of goods with a
                                                              -or-                                                                                    DLN
                                                              Request, Turn-in, and Receipt for Property or Services, VA 2237 (with receipt
                                                                      data for supplies)
                                                              -or-
                                                              Estimated Miscellaneous Obligation or Change in Obligation, VA 1358 (with
                                                                      receipt data)

2.      Entering a Receiver (RC) Document without a           Order for Supplies or Services, VA 2138 (with receipt data for supplies),       Record the receipt of goods without a
        DLN                                                   -or-                                                                                    DLN
                                                              Request, Turn-in, and Receipt for Property or Services, VA 2237 (with receipt
                                                                      data for supplies)
                                                              -or-
                                                              Estimated Miscellaneous Obligation or Change in Obligation, VA 1358 (with
                                                                      receipt data)

3.      Modifying a Receiver (RT or RC) Document              Order for Supplies or Services, VA 2138 (with receipt data for supplies -       Modify the receipt of goods
                                                                      revised)
                                                              -or-
                                                              Request, Turn-in, and Receipt for Property or Services, VA 2237 (with receipt
                                                                      data for supplies - revised)
                                                              -or-
                                                              Adjustment Voucher, VA 90-140
                                                              -or-
                                                              Estimated Miscellaneous Obligation or Change in Obligation, VA 1358 (with
                                                                      receipt data)

4.      Canceling a Receiver (RT or RC) Document              Adjust Voucher for Cancellation, VA 90-140                                      Cancel the receipt of goods

5.      Entering, Modifying, or Canceling a Receiver          Notification of Manual Accrual                                                  Record the receipt of services
        Accrual (AR) Document                                 SF-1358 (marked for Accruals)




                                                                                3a-2
      COMMND:                      DOCID: RC 10   523A009_ _01                   STATUS: ACCPT
       001-001 OF 002               BATID:                    SUB STN:                 10/15/09
                                        RECEIVER INPUT SCREEN

         TRANS TYPE:    01 RECVD DATE: *            ACCT PRD:    *     ACTION: E SUB STN: 523
            REF DOC:    MO 523A009_ _            VENDOR CODE:    741022751      PPAY TYPE:
        RECEIVED BY:    LLA                             NAME:    WARREN ELEC CO
          CLEAR ALL:                                   ADDR1:    PO BOX 200022
          DOC TOTAL:    3090.00                        ADDR2:
                                                 CITY/ST/ZIP:    HOUSTON              TX 772160022
        01-
                      LINE:   001   REF LINE: 001   BFYS: 10                      FUND: 0160A1
               STATION/SAT:   523     /          FCP/PRJ: 010022300              JOB NO:
              COST CTR/SUB:   822300 /           BOC/SUB: 2632 /              REPT CATG:
               LINE AMOUNT:   3000.00         P/F:   I/D:                     CLSD BFYS:
                LIQ AMOUNT:                                                   CLSD FUND:
               OUTST OBLIG:            3000.00        DESCR:

       COMMND:                    DOCID: RC 10   523A009_ _01                  STATUS: ACCPT
       002-002 OF 002             BATID:                    SUB STN:                10/15/09
                                      RECEIVER INPUT SCREEN

        TRANS TYPE:   01 RECVD DATE:              ACCT PRD:         ACTION: E SUB STN: 523
           REF DOC:   MO 523A009_ _            VENDOR CODE:   741022751     PPAY TYPE:
       RECEIVED BY:   LLA                             NAME:   WARREN ELEC CO
         CLEAR ALL:                                  ADDR1:   PO BOX 200022
         DOC TOTAL:   3090.00                        ADDR2:
                                               CITY/ST/ZIP:   HOUSTON              TX 772160022
       01-
                     LINE:   991   REF LINE: 991   BFYS: 10                    FUND: 0160A1
              STATION/SAT:   523     /          FCP/PRJ: 010022300            JOB NO:
             COST CTR/SUB:   822300 /           BOC/SUB: 2632 /            REPT CATG:
              LINE AMOUNT:   90.00           P/F:   I/D:                   CLSD BFYS:
               LIQ AMOUNT:                                                 CLSD FUND:
              OUTST OBLIG:             90.00       DESCR:

*ITS VERY IMPORTANT TO ENTER THE DATE THAT THE GOODS WERE ACTUALLY RECEIVED. IF A RECEIVED DATE IS
FROM A PRIOR MONTH THAN CURRENTLY PROCESSING, YOU WILL NEED TO ENTER THE CURRENT ACCOUNTING
PERIOD (ACCT PRD:) FIELD.


                                                       3a-3
   Invoice is received
     Payment      person verifies goods were received
      by reviewing RC/RT or AR entry in FMS
     Once validated, a PV 01 transaction entry into
      FMS is accomplished
     If this is the final payment ensure an “F” is
      annotated in the field P/F
          This automatically zeros out any amount left on the
           obligation




                               3a-4
   Invoice is received
     Payment  person verifies goods were received
      by reviewing RC/RT or AR entry in FMS
     Payment person enters a PV 01 transaction
      into FMS
        A “F” was not annotated in the field P/F and it was
         the final payment
        To clear the obligation a zero PV 01 payment
         transaction into FMS is required




                              3a-5
      Example of the “F” not being entered




ACTION: R TABLEID: RCLA USERID: S104 RMJ
                *** RECEIVER ACCOUNTING LINE INQUIRY SCREEN ***
KEY IS TRANSACTION CODE, RECEIVER NUMBER, ACCOUNTING LINE NUMBER

TRANSACTION CODE:   RC                   523A0999901
                               RECEIVER NO:
01-      LINE NO:   001                  001
                               REF LINE NO:      TRANS TYPE: 01
            BFYS:   10                   0160A1 STATION/SAT: 523
                                      FUND:                          /
    COST CTR/SUB:   827200   /           010022300 BOC/SUB: 2580 /
                                   FCP/PRJ:
          JOB NO:                RPTG CATG:     ACCRUAL AMT:            500.00
       CLSD BFYS:                CLSD FUND:     VOUCHER AMT:            500.00
           DESCR:                                    LIQ AMT:           499.00
                                                  OUTST AMT:              1.00
                                                 CLOSED AMT:            499.00
02-      LINE NO:           REF LINE NO:         TRANS TYPE:
COMMND:                  DOCID: PV 10   523A0999902            STATUS: ACCPT
001-001 OF 001           BATID:                   SUB STN:          08/03/07




                                              3a-6
        Example of the Zero PV 01 Payment Screen


        COMMND:                  DOCID: PV 10   523A9999902             STATUS: ACCPT
        001-001 OF 001           BATID:                   SUB STN:           08/03/09
                                 PAYMENT VOUCHER INPUT SCREEN
          TRANS TYPE: 01 PV DATE:             ACCT PRD:        ACTION:   SUB STN: 104
         VENDOR CODE: 132646870                   NAME: HOWMEDICA INC
         BENEFICIARY:               PPAY TYPE:   ADDR1: P O BOX 100753
         SCHD PMT DATE:           FISCAL APRV:   ADDR2:
             DOC TOTAL: 0.00               CITY/ST/ZIP: ATLANTA              GA 30384
            CHECK TYPE:       COMMENT TO PRINT:
                DISC %:           DAYS:      P/E TERM:       AMT:
                DISC %:           DAYS:      P/E TERM:       AMT:
        01-
            LINE: 001 REF DOC: RC 523A9999901    REF LINE: 001    ACCP/DEL DATE:
               VENDOR INV: WR                    INV DATE: 08 09 09    LOG DATE: 08 09 09
            REF VEND CODE:               REF VEND NAME:
              LINE AMOUNT: 0.00             I/D:   P/F: F UNAPPL DEP NO:
               LIQ AMOUNT:                       DESCR:
              OUTST OBLIG:             0.00 LINE TYPE:      INT RSN:   DISC RSN:
                     BFYS: 09                     FUND: 0160A1
              STATION/SAT: 523                 FCP/PRJ: 010022300        JOB NO:
             COST CTR/SUB: 827200              BOC/SUB: 2580          REPT CATG:
             REV SRCE/SUB:                   CLSD BFYS:               CLSD FUND:




Make sure to fill out everything that is filled out in the example above


                                            3a-7
      Results of the Zero PV 01 Payment




ACTION: R TABLEID: RCLA USERID: S104 RMJ
                 *** RECEIVER ACCOUNTING LINE INQUIRY SCREEN ***
 KEY IS TRANSACTION CODE, RECEIVER NUMBER, ACCOUNTING LINE NUMBER

TRANSACTION CODE:   RC                    523A9999901
                               RECEIVER NO:
01-      LINE NO:   001                   001
                               REF LINE NO:       TRANS TYPE: 01
            BFYS:   09                    0160A1 STATION/SAT: 523
                                      FUND:                           /
    COST CTR/SUB:   827200   /            010022300 BOC/SUB: 2580 /
                                   FCP/PRJ:
          JOB NO:                RPTG CATG:      ACCRUAL AMT:             499.00
       CLSD BFYS:                CLSD FUND:      VOUCHER AMT:             499.00
           DESCR:                                     LIQ AMT:            500.00
                                                   OUTST AMT:               0.00
                                                  CLOSED AMT:             499.00
02-      LINE NO:            REF LINE NO:        TRANS TYPE:




                                         3a-8
                                                               F851 Report

   This is a good report to watch for outstanding amounts and how long it has been open




RPEVGLV    STA                      0160X4
 REPORT ID: RPEVGLV                                ***    DEPT OF VETERANS AFFAIRS (FMS)    ***                                   PAGE:       1
  RSD FORM: F851                             VERIFICATION OF GENERAL LEDGER BALANCES - PAYABLES                                    TIME: 23:03
  RUN DATE: 07/31/09                            FEDERAL/NON-FEDERAL REPORT AS OF 07/31/09


STN: STA                                     BFYS: 94      FUND: 0160X4                 PAYABLE TYPE:      ACCOUNTS PAYABLE
    Austin          VAMC        A/O: 10             MEDICAL SVCS - MCCF                    VEN TYPE CAT:   NON-FEDERAL
                                                  VETERANS HEALTH ADMIN.


DOCUMENT ID      FCP/PROJ   VENDOR CODE NAME                 DATE    DYS OPEN      ACCRUAL AMOUNT          VOUCHERED AMOUNT   OUTSTANDING AMOUNT
--------------     --------- ----------- --------------- -------- -------- ------------------- ------------------- -------------------
RT STAL9000102   01HC20600 592663954      OFFICE DEPOT IN 11/13/08        260                 198.99               179.10                 19.89
RT STAL9001101   01HC34300 541458884      CAPITOL BUILDIN 05/31/08        61                2,228.59             1,883.42             345.17
RT STAL9001301   01HC34300 541458884      CAPITOL BUILDIN 04/26/08        96                1,323.00             1,290.70                 32.30


  NUMBER OF RECORDS:        3                            STN 688     SUBTOTAL:              3,750.58             3,353.22             397.36


PAYABLES TOTALS:                                                                            3,750.58             3,353.22             397.36




                                                                                 3a-9
   Other uses for the zero PV 01
     Clear
          an MO or SO with an outstanding
      amount
        To clear the obligation a zero PV 01 payment
         transaction into FMS is required
        Reference the MO or SO document

        Enter “F” in the P/F field

        F850 report is a good resource to review




                             3a-10
Payroll
Transactions/Expenditures
                            PAYROLL BIWEEKLY TRANSACTIONS

These are a list of the TC TT which, are transmitted to FMS biweekly.


ACCOUNTING ENTRIES DEFINITION REFERENCE DATA SCREEN
 KEY IS FISCAL YEAR, TRANS CODE, TRANS TYPE, VENDOR TYPE, BUDGET BOC,
        PROJECT POST TYPE, FUND CATEGORY
                          VENDOR                                         PROMPT
          TRANS TRANS      CAT\    BUDGET     PROJECT  FUND ACCOUNTING    PAY
     FY   CODE    TYPE     TYPE     BOC     POST TYPE CAT    ENTRY ID     FLAG
     --   ----    ----    ------   ------   --------- ---- ----------    ------
 01- 10   PR      02                                          9615        N
                DESCRIPTION PAYROLL EXPENDITURE
 01- 10   PR      04                                   S      9617       N
                DESCRIPTION PAYROLL ALLOTMENT
 01- 10   UE      01                                          9604       N
                DESCRIPTION PAYROLL COST - RETIREMENT
 01- 10   UE      02                                          9605       N
                DESCRIPTION PAYROLL COST -HEALTH INSURANCE
 01- 10   UE      03                                          9606        N
               DESCRIPTION PAYROLL COST - LIFE INSURANCE
 01- 10   BD      20       E                                  0037       N
                DESCRIPTION RECEIVABLE - PAYROLL




                                             4-1
QUICK CONF 4.3.2 --         BULLETIN BOARD DISPLAY             -- PANEL: CBB5

*******************************************************************************
*                          PAGE 1 OF 2                         11/01/08       *
*                                                                             *
* SUBJECT: AVAILABILITY OF FMS FOR THE MONTH OF NOVEMBER 2007                 *
*                                                                             *
* FMS AVAILABILITY FOR THE ACCOUNTING MONTH OF NOVEMBER 2007 IS AS FOLLOWS:   *
*                                                                             *
* 11/01/08    FMS MAY BE LATE DUE TO EOM CYCLE PROCESSING                     *
* 11/02/08    PAYROLL INPUT TO FMS FOR PP 21                                  *
* 11/02-03/08 NORMAL ON-LINE AVAILABILITY - 6:00AM - 7:30PM                   *
* 11/04/08    NORMAL ON-LINE AVAILABILITY - 6:00AM - 11:45PM                  *
* 11/05-10/08 NORMAL ON-LINE AVAILABILITY - 6:00AM - 7:30PM                   *
* 11/11/08    NORMAL ON-LINE AVAILABILITY - 6:00AM - 11:45PM                  *
* 11/16/08    PAYROLL INPUT TO FMS FOR PP 22                                  *
* 11/12-17/08 NORMAL ON-LINE AVAILABILITY - 6:00AM - 7:30AM                   *
* 11/18/08    NORMAL ON-LINE AVAILABILITY - 6:00AM - 11:45PM                  *
*                                                                             *
*                           -CONTI-                                           *
*******************************************************************************
Dept BB# 0001 Updated on: 11/01/08 At: 12:42 By: S104FSC At terminal: 0384

Press ENTER to continue

QUICK CONF 4.3.2 --        BULLETIN BOARD DISPLAY             -- PANEL: CBB5

*******************************************************************************
*                           PAGE 2 OF 2                          11/03/08     *
*                                                                             *
* 11/19-24/08 NORMAL ON-LINE AVAILABILITY - 6:00AM - 7:30PM                   *
* 11/25/08    NORMAL ON-LINE AVAILABILITY - 6:00AM - 11:45PM                  *
* 11/27/08    NOVEMBER PAYROLL ACCRUAL (10 DAYS) TO FMS                       *
* 11/26-30/08 NORMAL ON-LINE AVAILABILITY - 6:00AM - 7:30PM                   *
* 11/30/08    BEGIN NOVEMBER *EOM CYCLE AT 7:30PM                             *
* 12/01/08    **FMS MAY BE UP LATE DUE TO EOM PROCESSING**                    *
*                                                                             *
*                                                                             *
*                                                                             *
* ALL TIMES LISTED ARE CENTRAL STANDARD TIME (CST). SHOULD THERE BE A         *
* CHANGE IN THIS SCHEDULE, YOU CAN VERIFY THE FMS SYSTEM AVAILABILITY STATUS *
* BY CONTACTING 1-800-883-4100 (REMOTE SITES) OR 1-512-326-6204 (LOCAL SITES) *
*                                                                             *
* VACO FMS SERVICE                                                            *
*                                                                             *
*******************************************************************************
Dept BB# 0002 Updated on: 11/01/08 At: 12:48 By: S104FSC At terminal: 0384

Press ENTER to continue




                                                                4-2
Website reference:

        http://www.va.gov/publ/direc/finance/M6P5S301.htm
        http://www.va.gov/publ/direc/finance/M6P5S1010htm



Discussion – Payment Run Processing Cycle




                               4-3
                       INTERPRETING FMS ERROR CODES


     Although there are hundreds of error messages that might be generated during FMS
document processing, this guide will help users decipher any FMS error message.

     All FMS error messages are preceded by a seven or eight character code.     Each code
identifies the area on the screen where the error may be found and what type of error was
found, e.g., a warning, overrideable, or fatal error.      Consult the Error Guide Inquiry
Table (ERRG) for a more detailed explanation of error messages.

LOCATION OF ERROR:

     First Character Location of Error       Example

     A     =         General Application/    A--CQ93
                     System Message

     H     =         Document Header Error   H    - CV9AE - INVALID DOCU

     B     =         Batch Header Error      B    - CD02E - INVALID CURR

     # =   Line Number Error                 01 - SC03W - INSUFFICIENT




                                                 4-4
                                TYPE OF ERROR


TYPE OF ERROR:

     Last Character             Error Type         FMS Reaction

      #    =     GENERAL             Reports the status of the document. No action
                                     required by the user. Example: (A--CQ93)

      W    =     WARNING           FMS will process the document.
                                   Example: (01-SC03W)

      O    =     OVERRIDEABLE        Authorized user must override in order for
                                     processing to succeed. Example: (01-SC03O)

      E    =      FATAL            Error must be corrected in order to   process.
                                   Example: (01-CE21E)




                                             4-5
FSC Accountants are responsible for PR/UE rejects.    Some Stations choose to work with
their FSC Accountant on rejects.



FMS TC TT for Payroll Expenditures: PR 02    Appropriated Funds

ACTION: R TABLEID: ACED USERID: S104 FSC
ACCOUNTING ENTRIES DEFINITION REFERENCE DATA SCREEN
KEY IS FISCAL YEAR, TRANS CODE, TRANS TYPE, VENDOR TYPE, BUDGET BOC,
      PROJECT POST TYPE, FUND CATEGORY
                       VENDOR                                          PROMPT
        TRANS TRANS     CAT\    BUDGET    PROJECT   FUND ACCOUNTING     PAY
   FY   CODE   TYPE     TYPE     BOC     POST TYPE CAT     ENTRY ID     FLAG
   --   ----   ----    ------   ------   --------- ---- ----------     ------
1- 10    PR     02                                           9615


DESCRIPTION PAYROLL EXPENDITURE
ACTION: R TABLEID: ACEN USERID: S104 FSC
 ACCOUNTING ENTRIES REFERENCE DATA SCREEN
 KEY IS FISCAL YEAR, ACCOUNTING ENTRY ID, SEQUENCE NUMBER
     FISCAL YEAR: 08   ACCOUNTING ENTRY ID: 9615   ACCOUNTING EVENT TYPE: SP03
     SEQUENCE JOURNAL INCREASE ----- DEBIT ------ ----- CREDIT ----- FLAGS
      NUMBER    CODE    LINE D/C ACCT TYPE OVERRIDE ACCT TYPE OVERRIDE REV FIP
     -------- ------- -------- ---- ---- -------- ---- ---- -------- --- ---
 01-   001      GENJ        D     6122 22       N    1025 01       N     N   N
 02-   002      GENJ        D     4610 44       N    490P 48       N     N   N
 03-   003      GENJ        D     3107 03       N    5700 31       N     N   N




                                                4-6
COMMND:                 DOCID: PR 04     540PP20A352            STATUS: REJCT
                        BATID:                     SUB STN:          10/06/09

                       STANDARD VOUCHER INPUT SCREEN

         SV DATE:                           ACCT PRD: 08 09 SUB STN: 104
          ACTION:          EXPENSE(E), REVENUE(R), GL(G), BUDGET(B): E
            BFYS:                               FUND: 0160A1
 REVERSAL PERIOD:
         COMMENT:                BUDGET OVERRIDE IND: N

          DOC TOTAL:     1,905.91

     DESCRIPTION:



A--*HS60-DOCUMENT MARKED FOR READ ONLY


COMMND:                 DOCID: PR 04   540PP20A352            STATUS: REJCT
 001-001 OF 005          BATID:                   SUB STN:           10/06/09
 01-
     LINE: 001 TRANS TYPE: 02    EXP/REV/GL/BG:                 A/O:
     BFYS: 10        FUND: 0160A1 STATION/SAT: 540         FCP/PRJ: 014
     JOB NO:           COST CTR/SUB: 822400     BOC/REV SOURCE/SUB: 1101 51
        REPT CATG:        CLSD BFYS:                     CLSD FUND:
           VENDOR:                          NAME:
          SCHD FY:         SCHD CAT:    SCHD TYP:      SCHD NO:
             D.O.:     GUEST SYMBOL:                       QTY:      40.00
      REF DOC ID:                        DOC TYP:       AGR NO:
           AMOUNT:       1,346.40 I/D: I OBL FY:     ACCP DATE:            ADV:
      INVOICE NO:                       INV LINE:     INV DATE:
     DESCRIPTION:                                     TREAS NO:
     UNAPPLIED DEP NO:



 01-SC08E-SUBALLOW SPEND CTL NOT FOUND     01-SC09W-INSUFFICIENT SUBALLOWANCE FUND




                                                          4-7
                       FMS ERROR TABLE ERRG



ACTION: R TABLEID: ERRG USERID: S104 RMJ
          *** ERROR GUIDE INQUIRY TABLE ***
KEY IS ERROR CODE

ERROR CODE: SC08E    ERROR MESSAGE: SUBALLOW SPEND CTL NOT FOUND

PROBLEM:
NO ENTRY IN THE SUBALLOWANCE SPENDING CONTROL TABLE (SASP)
WAS FOUND.



SOLUTION:
SPECIFY A DIFFERENT SUBALLOWANCE CODE OR HAVE THE GIVEN
SUBALLOWANCE ESTABLISHED.




                                 4-8
                                                Processing Rejects Instructions
                                                    FSC Accountants only
The Financial Accounting Services Division, Nationwide Accounting Section, Nationwide Accountants are responsible for
processing daily, bi-weekly, and monthly rejects. The rejects are payroll, accrual, fixed asset transfer and rejects from the Denver
Distribution Center.

Bi-Weekly Payroll Rejects: Every two weeks Nationwide payroll is run resulting in rejects that need to be processed. The
accountants in the Nationwide Accounting Section (NAS), Trial Balance process the payroll rejects. To process the payroll rejects to
the accept stage enter the default FCP:

Fund                  Default FCP
0160a1                012
0151a1                013
0152a1                003
0161a1                003
5014a1                807
0129a1                001 It may be necessary to change a medical center station
                           number to a cemetery station number.

New Funds FY 2004 forward
Fund               Default FCP
0160A1             9900999MD
0152A1             9900999AD
0162A1             9900999FC


PY 95 and earlier     990099999

There may be an occasion where it is necessary to process a payroll reject with one of these BOC’s. In this case, use the following
FCP’s.

BOC 2576              011
BOC 2561              917
BOC 2571              917
                                                                       4-9
COMMND:                 DOCID: PR 04     540PP20A352             STATUS: ACCPT
                        BATID:                     SUB STN:           10/06/09

                       STANDARD VOUCHER INPUT SCREEN

         SV DATE:                          ACCT PRD: 08 09 SUB STN: 104
          ACTION:         EXPENSE(E), REVENUE(R), GL(G), BUDGET(B): E
            BFYS:                              FUND: 0160A1
 REVERSAL PERIOD:
         COMMENT:               BUDGET OVERRIDE IND: N

          DOC TOTAL:     1,905.91

     DESCRIPTION:



A--*HS60-DOCUMENT MARKED FOR READ ONLY

COMMND:                 DOCID: PR 04   540PP20A352            STATUS: ACCPT
 001-001 OF 005          BATID:                   SUB STN:           10/06/09
 01-
     LINE: 001 TRANS TYPE: 02    EXP/REV/GL/BG:                 A/O:
     BFYS: 10        FUND: 0160A1 STATION/SAT: 540         FCP/PRJ: 012
     JOB NO:           COST CTR/SUB: 822400     BOC/REV SOURCE/SUB: 1101 51
        REPT CATG:        CLSD BFYS:                     CLSD FUND:
           VENDOR:                          NAME:
          SCHD FY:         SCHD CAT:    SCHD TYP:      SCHD NO:
             D.O.:     GUEST SYMBOL:                       QTY:      40.00
      REF DOC ID:                        DOC TYP:       AGR NO:
           AMOUNT:       1,346.40 I/D: I OBL FY:     ACCP DATE:            ADV:
      INVOICE NO:                       INV LINE:     INV DATE:
     DESCRIPTION:                                     TREAS NO:
     UNAPPLIED DEP NO:



 01-SC06W-INSUFFICIENT ALLOWANCE FUNDS     01-SC09W-INSUFFICIENT SUBALLOWANCE FUND




                                                          4-10
                        FMS TABLE ERRG


ACTION: R TABLEID: ERRG USERID: S104 FSC
          *** ERROR GUIDE INQUIRY TABLE ***
KEY IS ERROR CODE

ERROR CODE: SC06W     ERROR MESSAGE: INSUFFICIENT ALLOWANCE FUNDS

PROBLEM:
THIS IS A WARNING MESSAGE. THE TRANSACTION EXCEEDS THE
AVAILABLE ALLOWANCE FUNDS.




SOLUTION:
REVIEW THE ALLOWANCE AND CONTROL OPTIONS.




                                4-11
 Date: October 01, 2009


From: Chief Nationwide Accounting Section (0474B)

 Subj: Payroll Rejects

   To: Fiscal Officer     540

       1. The FSC Financial Reports Section (0474B) has processed the attached rejects from the PAID to FMS interface for Pay Period 20.
       The interface includes: payroll, Consulting and Attending, and Fee.

       2. The PR documents only provide the costing information which tried to process in FMS; therefore, the rejects have been defaulted so
       that they accept. The attached documents are printouts of the first line of the PR with the defaulted costing indicated on it. The
       document in its entirety can be located on the JVLT table.

       3. There are various reasons for rejects. Master records which have mismatched fund control points and cost centers result in the
       majority of rejects. If the master record is correct, further research needs to be done to determine: if the PGMT table has been updated
       for a new ACC, if the PGMT table has the FCP crosswalked to the proper ACC, and if budget levels have all been established for ACC.

       4. The attached documents need to be researched to resolve the situation which is causing the transactions to reject. Station action is
       required to correct the cause of the reject, as well as any costing adjustments due to defaulting of the record.

       5. If you need assistance, please contact your station accountant:

                  VISN/Organization                                           Nationwide Accountant

VISNs: 2, 4, 5, 7, 8, 10, 17, 20, 99                     Primary: Sandra Gibson (512) 460-5012
Other Stations: 101                                      Alternate: Veronica Carmicheal (512) 460-5411

VISNs: 9, 21, 23                                         Primary: Brenda Burton (512) 460-5308
Area Office: Southern, Western                           Alternate: Ray Medrano (512) 460-5171

VISNs: 1, 3, 12, 15, 19                                  Primary: Veronica Carmicheal (512) 460-5411
Area Office: Central, Eastern                            Alternate: Sandra Gibson (512) 460-5012
Other Stations: 102, 104, 105, 118, 200, 201, 203,
281, 282, 283, 284, 285, 389, 705, 774, 775, 785,
786, 787, 788, 789, 790, 791, 793, 794, 795, 796,
797, 799
VISN: 6, 11, 16, 18, 22                                  Primary: Ray Medrano (512) 460-5171
                                                         Alternate: Brenda Burton (512)460-5308

Supervisor                                               Crystal Russell (512) 460-5135

       /s/
       Crystal Russell                                                      4-12
     VA FORM 2105
     MAR 1989

COMMND:                  DOCID: PR 04    540PP20A352           STATUS: REJCT
                         BATID:                    SUB STN:         10/26/08

                       STANDARD VOUCHER INPUT SCREEN

         SV DATE:                           ACCT PRD: 07 08 SUB STN: 104
          ACTION:          EXPENSE(E), REVENUE(R), GL(G), BUDGET(B): E
            BFYS:                               FUND: 0160A1
 REVERSAL PERIOD:
         COMMENT:                BUDGET OVERRIDE IND: N

          DOC TOTAL:      1,905.91

     DESCRIPTION:


A--*HS60-DOCUMENT MARKED FOR READ ONLY

COMMND:                 DOCID: PR 04   540PP20A352            STATUS: REJCT
 001-001 OF 005          BATID:                   SUB STN:           10/26/08
 01-
     LINE: 001 TRANS TYPE: 02    EXP/REV/GL/BG:                 A/O:
     BFYS: 09        FUND: 0160A1 STATION/SAT: 540         FCP/PRJ: 014
     JOB NO:           COST CTR/SUB: 822400     BOC/REV SOURCE/SUB: 1101 51
        REPT CATG:        CLSD BFYS:                     CLSD FUND:
           VENDOR:                          NAME:
          SCHD FY:         SCHD CAT:    SCHD TYP:      SCHD NO:
             D.O.:     GUEST SYMBOL:                       QTY:      40.00
      REF DOC ID:                        DOC TYP:       AGR NO:
           AMOUNT:       1,346.40 I/D: I OBL FY:     ACCP DATE:            ADV:
      INVOICE NO:                       INV LINE:     INV DATE:
     DESCRIPTION:                                     TREAS NO:
     UNAPPLIED DEP NO:


 01-SC08E-SUBALLOW SPEND CTL NOT FOUND    01-SC09W-INSUFFICIENT SUBALLOWANCE FUND
                                        Note:
                              Changed to FCP 012



                                            4-13
                          Station Information
       VISTA IFCAP PAID FILE DOWNLOADING PROCEDURES
You can use the Vista IFCAP PAID file when having FMS payroll rejects
pretaining to invalid Control Point(s) and/or Cost Center(s).

Payroll can supply this to you if you do not have access to the PAID file.

Go into VISTA IFCAP.
Go into PAID menu
Select Employee Inquiry Menu

                PRIVACY ACT STATEMENT

In accordance with OPM and VA policies this information is to be furnished
for use only as authorized. It will not be reproduced or used for any other
purposes. Any output must be secured in a storage system adequate to insure
against disclosure to unauthorized parties. Disposal will be by burning,
shredding, or other treatment to destroy their legibility.


 1    Print Employee Entries
 2    Search Employee Entries
 3    Employee Inquiry
 4    Payrun Data Inquiry
 5    Update PAID Codes
 6    View Labor Distribution(s)

Select Employee Inquiry Menu Option: 1   Print Employee Entries

Select FILE: PAID EMPLOYEE//

Include separated employees? No//     [OPTIONAL]
                                    (No)

Separated employees will not be included.

SORT BY: EMPLOYEE NAME// 17 LABOR DIST CODE-1 COST CENTER
START WITH LABOR DIST CODE-1 COST CENTER: FIRST//
 WITHIN LABOR DIST CODE-1 COST CENTER, SORT BY:

FIRST PRINT FIELD: .01   EMPLOYEE NAME

THEN PRINT FIELD: 17     LABOR DIST CODE-1 COST CENTER

THEN PRINT FIELD: LABOR DIST CODE-1 FUND CTRL PT

THEN PRINT FIELD: Salary

THEN PRINT FIELD: BASE PAY CHANGE PPD

THEN PRINT FIELD: ??       [You can select as many fields as you want or line can hold. For
                           additional field names you want just put ?? in field]


                                             4-14
     TYPE '&' IN FRONT OF FIELD NAME TO GET TOTAL FOR THAT FIELD,
      '!' TO GET COUNT, '+' TO GET TOTAL & COUNT, '#' TO GET MAX & MIN,
      ']' TO FORCE SAVING PRINT TEMPLATE
     YOU CAN FOLLOW FIELD NAME WITH ';' AND FORMAT SPECIFICATION(S)

[Hit enter in the last blank field line]
THEN PRINT FIELD:

Heading (S/C): PAID EMPLOYEE SEARCH Replace[Hit enter; by pass]

STORE PRINT LOGIC IN TEMPLATE:                       [Hit enter; by pass]


DEVICE: 0;500;99999          [Device field will be blank; enter numbers in blue]
DO NOT HIT THE ENTER BUTTON YET!!

Do the following to download data into excel before hitting the enter button.
[The download procedures is for agencies using Wyse Term System with Vista)

 1     Go to the Wyse Term Settings on the top line and click on it.
 2     Drop down menus will appear
 3     Click on Terminal
 4     The Modify Terminal Setup box will appear
 5     Click on the Capture Tab
 6     The Capture box will appear, click on Destination
 7     Name your file and save it where you want store it.
 8     Once it is saved, click on the radio button Capture On
 9     Then click on the OK button

       THE SYSTEM IS OPEN, YOU ARE NOW READY TO DOWNLOAD
       JUST HIT THE ENTER BUTTON

       You will see your file start running.
       The downloaded file will stop when finished

       Go back and do 1 through 9 to close the system
       [SKIPPING 7 AND ON 8 CLICK CAPTURE OFF]

       YOU HAVE COMPLETED DOWNLOADING THE FILE

                                             4-15
Station Request for New FCP/ACC
1.      Send outlook message to: ACC\FCP REQUEST


     ACTION: R TABLEID: PGMT USERID: S104 FSC
      FUND CONTROL POINT/PROJECT TABLE SCREEN
      KEY IS BFY, STATION, FCP/PRJ

                                 ----------PROGRAM----------- ALLOWANCE C    DEACT
          BFY STATION FCP/PRJ CLASS       CATEGORY TYPE GROUP FCP/PRJ    P   DATE
          --- ------- --------- -------- -------- ---- ----- ---------- - --------
      01- 10   540     014       26SB      840901 SB    26    26SB40901 N
          FCP/PRJ NAME: COS PRIME CARE TRAINEE SAL         SHORT NAME: TRNE PRME PS




                                                    4-16
         MISCELLANEOUS TRANSACTIONS DATA ENTRY

Topic                                           Page   Source Document             VA Action



[1.     Entering/Modifying/Canceling An                SF-1017G, Journal Voucher   Record an expenditure transfer (Transferring
        Expenditure Transfer Between                                               Station)
        Stations -Balanced Document (EB)                                                      - or -
                                                                                   Record an expenditure refund out of suspense
                                                                                   or PFOP (Transferring Station)
                                                                                              - or -
                                                                                   Record transfer of cash receipts (Transferring
                                                                                   Station)]
[2.]    Entering/Modifying/Canceling An                SF-1017G, Journal Voucher   Record receipt of an expenditure transfer
        Expenditure Transfer (ET) - (to be                                         (Receiving Station)
        used sparingly)                                                                       - or -
                                                                                   Record an expenditure refund out of suspense
                                                                                   or PFOP
                                                                                              - or -
                                                                                   Record transfer of cash receipts (Transferring
                                                                                   Station)

[3.]    Entering/Modifying/Canceling An                SF-1017G, Journal Voucher   Record an expenditure transfer
        Expenditure Transfer Within a Station                                                 - or -
        - Balanced (EW)                                                            Record an expenditure refund out of suspense
                                                                                   or PFOP
                                                                                              - or -
                                                                                   Record transfer of cash receipts)]



[4.]    Entering/Modifying A Standard                  SF-1017G, Journal Voucher   Record transfer of equipment (Transferring
        Voucher (SV)                                   623 Report                  Station)
                                                                                              - or -
                                                                                   Record receipt of equipment (Receiving
                                                                                   Station)
                                                                                              - or -
                                                                                   Record a manual payroll accrual
                                                                                              - or -
                                                                                   Record depreciation and accumulated
                                                                                   depreciation
                                                                                              - or -
                                                                                   Record Write-offs




                                                            4-17
                                             EW Screenshot
COMMND:                   DOCID: EW 10   54070020               STATUS: ACCPT
                          BATID:                    SUB STN:           11/02/08

                         STANDARD VOUCHER INPUT SCREEN

         SV DATE:                            ACCT PRD:       SUB STN: 636
          ACTION:           EXPENSE(E), REVENUE(R), GL(G), BUDGET(B): E
            BFYS:                                FUND:
 REVERSAL PERIOD:
         COMMENT:                 BUDGET OVERRIDE IND:

       DOC TOTAL: 0.00

     DESCRIPTION: CORRECT SALARY TRANS

COMMND:                  DOCID: EW 10   54070020             STATUS: ACCPT
001-001 OF 002           BATID:                   SUB STN:            11/02/09
01-
    LINE: 001 TRANS TYPE: 56     EXP/REV/GL/BG:                  A/O: 10
    BFYS: 10        FUND: 0160A1 STATION/SAT: 540          FCP/PRJ: 010040101
    JOB NO:            COST CTR/SUB: 822400     BOC/REV SOURCE/SUB: 1101 51
      REPT CATG:          CLSD BFYS:                     CLSD FUND:
         VENDOR: MISCE                      NAME: MISC EMPLOYEE VENDOR
        SCHD FY:           SCHD CAT:    SCHD TYP:      SCHD NO: 54060020
           D.O.:       GUEST SYMBOL:                        QTY:
     REF DOC ID:                         DOC TYP:       AGR NO:
         AMOUNT: 1346.40        I/D: D OBL FY:     ACCP DATE: 11 02 07 ADV:
     INVOICE NO:                        INV LINE:     INV DATE:
    DESCRIPTION:                                      TREAS NO:
    UNAPPLIED DEP NO:

COMMND:                 DOCID: EW 10   54070020             STATUS: ACCPT
 002-002 OF 002          BATID:                   SUB STN:          11/02/09
 01-
     LINE: 002 TRANS TYPE: 56    EXP/REV/GL/BG:                A/O: 10
     BFYS: 10       FUND: 0152A1 STATION/SAT: 540       FCP/PRJ: 26SB22424
     JOB NO:           COST CTR/SUB: 840100     BOC/REV SOURCE/SUB: 1101 51
       REPT CATG:         CLSD BFYS:                     CLSD FUND:
          VENDOR: MISCE                     NAME: MISC EMPLOYEE VENDOR
         SCHD FY:          SCHD CAT:    SCHD TYP:      SCHD NO: 54060020
             D.O.:     GUEST SYMBOL:                       QTY:
      REF DOC ID:                        DOC TYP:       AGR NO:
          AMOUNT: 1346.40       I/D: I OBL FY:     ACCP DATE: 11 02 07 ADV:
      INVOICE NO:                       INV LINE:     INV DATE:
     DESCRIPTION:                                     TREAS NO:
     UNAPPLIED DEP NO:

                                                         4-18
PR 02
                                              EW Screenshot
ACTION: R TABLEID: ACED USERID: S104 FSC
 ACCOUNTING ENTRIES DEFINITION REFERENCE DATA SCREEN
 KEY IS FISCAL YEAR, TRANS CODE, TRANS TYPE, VENDOR TYPE, BUDGET BOC,
        PROJECT POST TYPE, FUND CATEGORY
                         VENDOR                                         PROMPT
          TRANS TRANS     CAT\    BUDGET    PROJECT   FUND ACCOUNTING    PAY
     FY   CODE   TYPE     TYPE     BOC     POST TYPE CAT     ENTRY ID    FLAG
     --   ----   ----    ------   ------   --------- ---- ----------    ------
 01- 09    PR     02                                           9615       N
               DESCRIPTION PAYROLL EXPENDITURE

ACTION: R TABLEID: ACEN USERID: S104 FSC
 ACCOUNTING ENTRIES REFERENCE DATA SCREEN
 KEY IS FISCAL YEAR, ACCOUNTING ENTRY ID, SEQUENCE NUMBER
     FISCAL YEAR: 08   ACCOUNTING ENTRY ID: 9615   ACCOUNTING EVENT TYPE: SP03
     SEQUENCE JOURNAL INCREASE ----- DEBIT ------ ----- CREDIT ----- FLAGS
      NUMBER    CODE    LINE D/C ACCT TYPE OVERRIDE ACCT TYPE OVERRIDE REV FIP
     -------- ------- -------- ---- ---- -------- ---- ---- -------- --- ---
 01-   001      GENJ        D     6122 22       N    1025 01       N     N   N
 02-   002      GENJ        D     4610 44       N    490P 48       N     N   N
 03-   003      GENJ        D     3107 03       N    5700 31       N     N   N




EW 56

ACTION: R TABLEID: ACED USERID: S104 FSC
ACCOUNTING ENTRIES DEFINITION REFERENCE DATA SCREEN
KEY IS FISCAL YEAR, TRANS CODE, TRANS TYPE, VENDOR TYPE, BUDGET BOC,
       PROJECT POST TYPE, FUND CATEGORY
                        VENDOR                                                   PROMPT
         TRANS TRANS     CAT\    BUDGET    PROJECT    FUND ACCOUNTING             PAY
    FY   CODE   TYPE     TYPE     BOC     POST TYPE CAT     ENTRY ID              FLAG
    --   ----   ----    ------   ------   --------- ---- ----------              ------
01- 09    EW     56       E                                   9611                 N
              DESCRIPTION PAYROLL EXP TNFR - SALARIES

ACTION: R TABLEID: ACEN USERID: S104 FSC
 ACCOUNTING ENTRIES REFERENCE DATA SCREEN
 KEY IS FISCAL YEAR, ACCOUNTING ENTRY ID, SEQUENCE NUMBER
     FISCAL YEAR: 08   ACCOUNTING ENTRY ID: 9611   ACCOUNTING EVENT TYPE: SP03
     SEQUENCE JOURNAL INCREASE ----- DEBIT ------ ----- CREDIT ----- FLAGS
      NUMBER    CODE    LINE D/C ACCT TYPE OVERRIDE ACCT TYPE OVERRIDE REV FIP
     -------- ------- -------- ---- ---- -------- ---- ---- -------- --- ---
 01-   001      GENJ        D     6122 22        N   1021 01       N     N   N
 02-   002      GENJ        D     4610 44       N    490P 48       N     N   N
 03-   003      GENJ        D     3107 03       N    5700 31       N     N   N


                                                           4-19
FMS Documents in this section are used to record miscellaneous accounting events not handled by another subsystem. Expenditure Transfers ([EB], ET and
[EW]) record refunds to and from appropriations and suspense and PFOP, [within and/or between stations]. The Standard Voucher (SV) document records
routine accounting events for which specific accounting entries are established through Accounting Entries Definition Table (ACED) and Accounting Entries
Table (ACEN).

        This chapter contains information on howto:

            [Process Expenditure Transfers Between Stations (EB) to record cash receipt transfers out of suspense or PFOP, expenditure transfers, and refunds
             to an appropriation from a suspense fund or PFOP. This transaction must be balanced.]


            Process Expenditure Transfers (ET) to record cash receipt transfers out of suspense or PFOP, expenditure transfers between VA stations, and
                                                                       T                                                                       e
             refunds to an appropriation from a suspense fund or PFOP. [ his transactions should be used only when an EB or EW in not appropriat .]


            [Process Expenditure Transfers Within a Station (EW) to record cash receipt transfers out of suspense or PFOP, expenditure transfers, and refunds
             to an appropriation from a suspense fund or PFOP. This transaction must be balanced.


                                                                                                                                             -offs.
             Process Standard Vouchers (SV) to record equipment transfers between VA stations, manual payroll accruals, depreciation, and write




                                                                        4-20
USES OF FMS EXPENDITURE TRANSFER DOCUMENTS
[The Expenditure Transfer Between Stations (EB) is used for:

        1)                                                               -payroll expenditures.
                 recording expenditure transfers, such as transferring non

        2)       refunding an appropriation out of a suspense fund and PFOP.

        Typical Scenario

        1)       A VA station transfers miscellaneous cash receipts from Station A to Station B. An Expenditure
                 Transfer (EB) is entered in FMS by Station A to record the amount transferred to Station B.

        2)       A VA station transfers expenditures from Station A to Station B. Station A establishes a receivable
                 from Station B, notifying Station B of the Billing Document (BD). Station B records the transfer
                 using an Expenditure Transfer (EB) referencing Station A Billing Document.]

The Expenditure Transfer (ET) is used for:

        1)                                                                         -payroll expenditures. [This
                 recording one-sided expenditure transfers, such as transferring non
                                                                                                              ]
                 transaction should be used sparingly. EB and EW transactions should be used whenever possible.

[ ][The Expenditure Transfer Within a Station (EW) is used for:

        1)                                                               -payroll expenditures.
                 recording expenditure transfers, such as transferring non

        2)       refunding an appropriation out of a suspense fund and PFOP.


        Typical Scenario

        1)       The VA deposits funds into suspense. When the appropriate appropriation or fund is determined, an
                 Expenditure Transfer Within a Station (EW) is entered in FMS.

        2)       The VA transfers expenditures from Station A to Station B. Station A establishes a receivable from
                 Station B using a Billing Document (BD). Station B records the transfer using an Expenditure
                 Transfer (EW).]



                                                         4-21
The Standard Voucher (SV) is used for:

        1)      accounting events that do not reference obligations, such as recording depreciation and transferring
                payroll expenditures.


        Typical Scenarios

        1)      A processes a manual payroll accrual to account for payroll transactions for FTEE hours.

        2)      VA depreciates office equipment and enters the depreciationamount in FMS.




                                                               4-22
                       APPLICATION TABLE DESCRIPTIONS

       TABLE NAME               TABLEID                        DESCRIPTION

Voucher Header Table           PVHT*      Displays summary information about outstanding, closed, and
                                          disbursed payables for a specific payment transaction,
                                          including the Expenditure Transfer (ET).
Voucher Line Table             PVLT*      Shows detail of outstanding and closed voucher lines,
                                          including the Expenditure Transfer (ET).
Journal Voucher and Standard   JVLT       [Shows detail of Expenditure Transfer Between Stations(EB),
Journal Table                             Expenditure Transfers Within a Station (EW), Expenditure
                                          Transfer-Cost Only (SE) and a Standard Voucher (SV).]




                                               4-23
                                             PAYROLL UE REJECTS
ACTION: R    SCREEN: SUSA USERID: S104 FSC     DOCUMENT SUSPENSE INDEX 1
COMMAND:                                          SUBMIT STATION:

          ---BATCH ID--- ----DOCUMENT ID-----             LAST    LAST   PROCESS
      SEL TC A/O NUMBER TC A/O      NUMBER    STAT APPRV DATE     USER    DATE
       - -- ---- ------ -- ---- ------------ ----- ----- ------ -------- -------
00-
01-      .   .   .      UE 04   436TP916148   ACCPT 00000 091027 S104AFA
02-      .   .   .      UE 04   573TP916143   ACCPT 00000 091027 S104SEG




                                                        4-24
                         UNFUNDED EXPENSE (UE)


     OFM BULLETIN 99GC2.1                                      NOVEMBER 3, 1998

ACCOUNTING FOR UNFUNDED PENSION AND OTHER RETIREMENT BENEFITS EXPENSE

1. PURPOSE. This bulletin provides information on calculating and reporting of VA’s Unfunded Pension and
   Other Retirement Benefits (ORB) Expense.
2. COMMENTS/MAJOR CHANGES

a. New requirements for pension and ORB expense reporting: Effective from the fiscal year beginning
   October 1, 1997, VA is required to recognize and include in its annual financial reports, the cost of pension
   and other retirement benefits, i.e. pension, health and life insurance benefits that its employees will receive
   after they retire. The recognition should be made at the time the employees’ services are rendered using cost
   factors determined and revised annually by the Office of Pers   onnel Management (OPM). Effective from the
   fiscal period beginning October 1, 1998, unfunded pension and other retirement benefits expense are to be
   included in the full costs of products and services provided by VA.



b. Pension and ORB cost components: Pension service cost components consist of employee deduction, VA
   contribution, and unfunded pension expense (imputed financing) paid by OPM. The amount of pension
   expense that must be included in VA annual reports equals the agency’s contribution and the imp uted
   financing from OPM. Since VA is currently reporting the agency’s contribution, this bulletin will address
   only the unfunded portion of the total expense. The agency’s contribution will be separated from the
   unfunded expense paid by OPM by BOC.




                                                          4-25
   Pension Expense: For VA employees that are enrolled in the Federal Employee
    Retirement System (FERS), the law requires that the amount of employees’ deductions
    and VA contribution be sufficient to cover the projected cost of providing the post
    retirement pension benefits to those employees. Therefore, the total pension expense for
    FERS employees equals the VA contribution amount only. For VA employees that are
    enrolled in the Civil Service Retirement System (CSRS), the total pension expense for
    CSRS employees equals the VA contribution amount plus imputed financing from OPM.
    The total pension expense for both programs will be reported on the Statement of Net
    Costs; however, the appropriated expense for the agency’s contribution and the unfunded
    expense paid by OPM will be recorded separately on the Statement of Changes in Net
    Position.



   Other Retirement Benefits (ORB) Expense: Other retirement benefits consist of
    Federal Employees Group Life Insurance (FEGLI) and Federal Employees Health
    Benefits (FEHB) that VA employees will receive after they retire. The cost factors for
    these expenses will be furnished annually by OPM. The total ORB expense for both
    programs will be reported on the Statement of Net Costs and the Statement of Changes in
    Net Position.




                                               4-26
A Estimated 2000 Bill of Collections are transmitted to FMS each pay period.                All BDs are transaction type
20. The Bills of collections are reflected on the biweekly report F853.


ACTION: R        SCREEN: SUSA USERID: S104 FSC             DOCUMENT SUSPENSE INDEX 1
 COMMAND:                                                   SUBMIT STATION:

          ---BATCH ID--- ----DOCUMENT ID-----             LAST    LAST   PROCESS
       SEL TC A/O NUMBER TC A/O      NUMBER   STAT APPRV DATE      USER    DATE
        - -- ---- ------ -- ---- ------------ ----- ----- ------ -------- -------
 00-
 01-        BD    04   FEH22E   .    .    .             ACCPT   00000   091118   OFF-LINE
 02-        BD    04   FEH20E   BD   04   1019BUC9491   ACCPT   00000   091020   FEHLWOP
 03-        BD    04   FEH20E   BD   04   1019FIN6585   ACCPT   00000   091020   FEHLWOP
 04-        BD    04   FEH20E   BD   04   1019JOH8803   ACCPT   00000   091020   FEHLWOP
 05-        BD    04   FEH20E   BD   04   1019KRE1606   ACCPT   00000   091020   FEHLWOP
 06-        BD    04   FEH20E   BD   04   1019LEC4940   ACCPT   00000   091030   S104RMJ
 08-        BD    04   FEH20E   BD   04   1019LOC3216   ACCPT   00000   091020   FEHLWOP
 08-        BD    04   FEH20E   BD   04   1019MAR0223   ACCPT   00000   091020   FEHLWOP
 09-        BD    04   FEH20E   BD   04   1019PEN8265   ACCPT   00000   091020   FEHLWOP    Federal Employee Health Leave Without
 10-        BD    04   FEH20E   BD   04   1019PET5815   ACCPT   00000   091020   FEHLWOP                    Pay
 11-        BD    04   FEH20E   BD   04   1019TRA1408   ACCPT   00000   091020   FEHLWOP
 12-        BD    04   FEH20E   BD   04   1040TAT5433   ACCPT   00000   091020   FEHLWOP
 13-        BD    04   FEH20E   BD   04   2849ALB3554   ACCPT   00000   091020   FEHLWOP
 14-        BD    04   FEH20E   BD   04   3139JOH4048   ACCPT   00000   091020   FEHLWOP
 02-        BD    04   FEH20E   BD   04   5019CHA9561   ACCPT   00000   091020   FEHLWOP
 03-        BD    04   FEH20E   BD   04   5019DIL8809   ACCPT   00000   091020   FEHLWOP
 04-        BD    04   FEH20E   BD   04   5019MAC9569   ACCPT   00000   091020   FEHLWOP
 05-        BD    04   FEH20E   BD   04   5019NEW6602   ACCPT   00000   091020   FEHLWOP
 06-        BD    04   FEH20E   BD   04   5029HAR8891   ACCPT   00000   091020   FEHLWOP
 08-        BD    04   FEH20E   BD   04   5029HAW6650   ACCPT   00000   091020   FEHLWOP
 08-        BD    04   FEH20E   BD   04   5029HAY5002   ACCPT   00000   091020   FEHLWOP
 09-        BD    04   FEH20E   BD   04   5029HIC8001   ACCPT   00000   091020   FEHLWOP
 10-        BD    04   FEH20E   BD   04   5029LAV2355   ACCPT   00000   091020   FEHLWOP
 11-        BD    04   FEH20E   BD   04   5029NEE2388   ACCPT   00000   091020   FEHLWOP
 12-        BD    04   FEH20E   BD   04   5029ROB0940   ACCPT   00000   091020   FEHLWOP
 13-        BD    04   FEH20E   BD   04   5029SCH8888   ACCPT   00000   091020   FEHLWOP
 14-        BD    04   FEH20E   BD   04   5069KAZ8356   ACCPT   00000   091020   FEHLWOP




                                                                        4-27
                           FMS BD FEH20E
COMMND:                  DOCID: BD 04    3010PRA5950            STATUS: ACCPT
001-001 OF 001           BATID: BD 04    FEH05E    SUB STN:          10/20/09
01-
           LINE: 001               BFYS: 10                  FUND: 0151A1
    TRANS TYPE:             STATION/SAT: 301              FCP/PRJ: 013
         JOB NO:           COST CTR/SUB: 304000           BOC/SUB: 1132 01
     REPT CATG:            REV SRCE/SUB:                CLSD BFYS:
     TEXT TYPE:                INT RATE:    0.000       CLSD FUND:
         AMOUNT: 135.59             I/D: I                GL ACCT:
          DESCR: FSC 999-99-9999
        REF DOC:                 REF LN:      ADVANCE NO:        TRAV TYPE:
         SOURCE:       TYPE OF OVERPYMT:      ACTION OUT:


ACTION: s TABLEID: BOCT USERID: S104 FSC
BUDGET OBJECT CODE REFERENCE DATA SCREEN
KEY IS BUDGET FISCAL YEAR, BUDGET OBJECT CODE
                  FED BOC SUB                         BOC OBL= REST
         BOC OBJ OBJ PS BOC 1099 TRAVEL BUDG          POST EXP LKUP    DEACT
     FY CODE CLS CLS IND IND IND FLAG     FLAG   LMT FLAG BOC FLAG     DATE
     -- ---- --- --- --- --- ---- ------ ----    ---- ---- ---- ---- --------
01- 10 1132 110 11     Y   Y   N     N     N     11    N    Y    N
         NAME: ADVANCED FED EMPL HEALTH FEHB     SHORT: ADVANC FEHB
ACTION: R TABLEID: SOBJ USERID: S104 FSC
SUB-OBJECT REFERENCE DATA SCREEN
KEY IS BUDGET FISCAL YEAR, BUDGET OBJECT CODE,   SUB-OBJECT
                                                                        DEACT
      BFY    BOC SUB-OBJ          SUB-OBJECT NAME         SHORT NAME    DATE
      ----   ---- ------- ------------------------------ ------------ --------
01-    10    1132   01    ADMIN PERSONNEL - NOT CLASSIFD ADMINI
02-    10    1132   02    CLERICAL PERSONNEL             CLERICAL
03-    10    1132   07 COMP SYS ANALY,PGM,KP&COMP OPR    COMPUTER
04-    10    1132   08    WAGE RATE EMPLOYEES            WAGE RATE
05-    10    1132   09    PURCHASE AND HIRE              PURCH&HIRE
06-    10    1132   14    RESPIRATORY THERAPIST          RESPRTRY THP
07-    10    1132   15    PHYSICAL THERAPIST             PHYSICAL THP




                                                         4-28
TDY Travel
                                        TRAVEL DATA ENTRY

Topic                                          Page   Source Document                         VA Action

0.      Overview

1.      Entering, Modifying, or Canceling a           Travel Authority for Temporary Duty,    Record an obligation and
        Travel Order (TO) (Advance Optional)          VA 3036; VA 3036 (revised)              advance (if applicable) for
                                                                        - or -                Temporary Duty (TDY)
                                                      Advance of Funds Application and                     -or-
                                                      Account, SF 1038 (if applicable -       Registration
                                                      revised)                                             -or-
                                                                                              Tuition fees

2.      Entering, Modifying, or Canceling a           Travel Authority for Permanent Duty,    Record an obligation and
        Relocation Order (RO) (Advance                VA 3036C; VA 3036C (revised)            advance (if applicable) for
        Optional)                                                      - or -                 Permanent Change of
                                                      Advance of Funds Application and        Station (PCS)
        FSC CENTRALIZED                               Account, SF 1038 (if applicable -
                                                      revised)                                FSC CENTRALIZED

3.      Entering, Modifying, or Canceling a           TDY Travel Voucher, SF 1012             Record an expenditure for
        Travel Voucher (TV)                                                                   Temporary Duty Travel
                                                                                              (TDY)
        FED TRAVELER

4.      Entering, Modifying, or Canceling a           Public Voucher for Purchases and        Record an expenditure for
        Travel Related Payment Voucher                Services Other than Personal, SF 1034   invoice from *GTR
        (TP/TM)                                       (GTS, GTR, GBL)                                     -or-
                                                                                              GBL
                                                                                                          -or-
                                                                                              GTS*

5.      Entering, Modifying, or Canceling a
        Baseline Travel Voucher (TY) -                TDY Travel Voucher, SF 1012             Record an expenditure for
        Station Input                                                                         Temporary Duty Travel
                                                                                              (TDY)




                                                          5-1
USES OF FMS TRAVEL DOCUMENTS


The Travel Order (TO) is used for:

       1)     obligating funds for travel expenses incurred through Temporary Duty (TDY) travel.

       2)     reducing the available budgetary amounts for TDY travel expenses.

       3)     issuing a travel advance for TDY travel expenses.

       4)     obligating funds and issuing advances for registration and tuition.


Typical Scenario

       1)     An employee from the VA Central Office is scheduled to attend a 5-day training
              class in Austin. A travel order document is entered to obligate the funds and to issue
              a travel advance for this trip.


       2)     An employee is registering for a class. The employee requests an advance for the
              registration fee. The station enters a travel order document to issue an advance and
              obligate the funds.




                                                   5-2
The Travel Related Payment Voucher (TP) is used for Individual Card:

       1)     payments to travel agencies and commercial vendors.

       2)    payments of Non-GTS (Government Travel Services), Non-GBL (Government Bill
             of Lading) and Non-GTR (Government Transportation Receipt) to commercial
             vendors (US Bank).
The Travel Related Payment Voucher (TM) is used for Centralized Card:

       1)     payments to travel agencies and commercial vendors.

       2)    payments of Non-GTS (Government Travel Services), Non-GBL (Government Bill
             of Lading) and Non-GTR (Government Transportation Receipt) to commercial
             vendors (US Bank).
Typical Scenario

     A Travel Related Payment Voucher (TP/TM) is processed to record and pay US Bank.
The Baseline Travel Voucher (TY) is used for:

       1)     liquidating advances and recording travel expenses, registration, and tuition
              expenses.

       2)     recording the reimbursement travelers receive for incurred expenses.

      3)     processing travel vouchers paid in conjunction with an Imprest Fund (IF) document.
Typical Scenario

       1)     An employee returns from a field examination and files an expense voucher.
              RAMC Bangkok issues a reimbursement check. A Baseline Travel Voucher is
              processed to record the reimbursement made to the traveler.




                                               5-3
Typical Scenario

      An employee from a VA Medical Center will be relocated to a new position at the Field
      Stations. A relocation order document is entered to obligate the funds and to issue a travel
      advance for his moving expenses.


The Travel Voucher (TV) is used for:

      1)     liquidating advances and recording travel expenses, registration, and tuition
             expenses.

      2)     reimbursing travelers for incurred expenses.

      3)     processing travel vouchers paid in conjunction with an Imprest Fund (IF) document.


Typical Scenario

      1)     An employee returns from a VA training seminar and files an expense voucher. A
             Travel Voucher (TV) is processed to reimburse the traveler.

      2)     An employee received an insufficient advance, and had to pay some expenses from
             her own pocket to complete a site visit. A Travel Voucher is processed to apply the
             outstanding advance(s), and reimburse the traveler for out-of-pocket expenses.

      3)     An employee received an advance for registration fees for a class. The travel
             voucher is processed to offset the advance and reimburse the employee for out-of-
             pocket expenses, if necessary.




                                               5-4
                     APPLICATION TABLE DESCRIPTIONS


TABLE NAME          TABLEID                          DESCRIPTION
Travel Order        TOHT      Provides information on travel obligation amounts, including
Header Table                  outstanding, advanceable, per diem, and expended amounts for
                              the entire travel order document.
Travel Order Line   TOLT      Provides information on travel obligation amounts, including
Table                         outstanding, recently closed, and expended amounts for each
                              line of the travel order document.
Travel Advance      TAHT      Provides information on travel advance amounts, including
Header Table                  previous and current balance amounts for an employee.
Travel Advance      TALT      Provides the detailed travel advance accounting distribution and
Line Table                    amounts for each advance line.
Travel Advance      TADV      Provides travel advance amounts such as previous and current
Table                         advance balances for an employee, along with the associated
                              document and line number.
Travel Voucher      TVHT      Provides general information on Travel Voucher (TV) and
Header Table                  Travel Related Payment Voucher (TP), including travel
                              advance application information.
Travel Voucher      TVAT      Provides detail information on Travel Vouchers (TV), and
Accounting Line               Travel Related Payment Vouchers (TP).
Table
Travel-Related      TPLT      Provides detailed information on Travel-Related Payment
Payment Voucher               Voucher (TP) lines including the accounting distribution of the
Line Table                    payment.




                                          5-5
TRANSACTION TYPES
Travel Order (TO)

      01 - for TDY travel obligations
      02 - for TDY travel advances

Relocation Order (RO)

      01 - for PCS travel obligations
      02 - for PCS travel advances

Travel Voucher (TV)

      01 - for travel expenditure

Travel Related Payment Voucher (TP/TM)

      01 - for travel expenditure


Baseline Travel Voucher (TY)

      05 - for no-check travel expenditure (US Bank)




                                             5-6
This is Travel employee advance given by Convenience check.    The CB 01 will be recorded
in FMS once the check is cashed.

   1. CB 01
This CB matches to the ACR (Agency Confirmation Report)schedule

  2. TR 15 (I)referencing the CB is done to clear the CB

  3. IF 04 (NO CHECK DISB: Y)

These match together the TR must list the IF document on the deposit number for auto
match. Remember SF224 SDD number. SDD means S = Schedule # on the FMS SV TC, D =
Deposit number on the FMS TR TC and DD = Direct Disbursement Number on FMS ET DD and DV
TC. There are a few FMS transactions such as the IF and TY that do not have a field
for a reference number. In cases of this nature the document number become the
reference number.

  4. TV/TY, which ever applies is done referencing the TO.    If the complete advance is
     not expensed, then the employee owes the balance.

  5. CR 02 is cash or check


  6. If funds are recorded in Suspense here are the steps to move the suspense to the
     travel order. Two line TR document is processed.   TR 24 line 001 to clears
     suspense (D) indicator and line 002 TR E2 (I) indicator referencing the TO. Make
     sure the BFYS is the same as the travel advance. Check FMS table TALT.

All CR 02 and TR E2 transactions must reference a travel order or it will cause an out
of balance on the F854 report.

THIS IS THE PERFECT WORLD.


                                           5-7
This is a perfect travel obligation and expenditure.



COMMND:                    DOCID: TO 10   635T00234              STATUS: ACCPT
                           BATID:                   SUB STN:          10/02/09
                             TRAVEL ORDER INPUT SCREEN
 TRANS TYPE:   01 TRAVEL ORDER DATE:             ACCT PRD: 08 02 ACTION: E
TRAVEL TYPE:   TDY BEG DATE: 11 06 09 END DATE: 11 15 09        SUB STN: 635
  EMPL CODE:   MISERFSC                   HM STN: 629
PER DIEM CD:   M                           NAME: FSC MISER
       RATE:   116.00           I/D:      ADDR1: P.O. BOX
TOTAL ORDER:   1699.00                    ADDR2:
       BFYS:   10     FUND: 0160A1 CITY/ST/ZIP: MIDWEST CITY         TX 999992628




                                                 5-8
COMMND:                DOCID: TV 10   635T0023401             STATUS: ACCPT
                        BATID:                   SUB STN:           10/14/09
                         TRAVEL VOUCHER INPUT SCREEN

TRANS TYPE: 01 TV DATE:              ACCT PRD: 10 02 ACTION:    SUB STN: 635
   REF DOC: TO 635T00234    P/F:          BFYS: 10      FUND: 0160A1
 EMPL CODE: MISERFSC                       NAME: FSC C MISER
  HOME STN: 629                          ADDR1: P.O. BOX 1234
  BEG DATE: 10 03 09                   ADDR2:
  END DATE: 10 09 09              CITY/ST/ZIP: MIDWEST CITY          TX 999992628
        EXCEPTION:            0.00 I/D:      EXC CODE:
   TOTAL VERIFIED: 813.32                         WTA:            0.00
      TAX WITHHLD:                  I/D:     UNAPPLIED DEPOSIT NO:
          TAXABLE:                  I/D:
    OWED EMPLOYEE: 813.32           I/D:
FICA (OASDI) WAGE:                  I/D:
TTYP REF TVL ORDER ADV NO    APPLIED AMT    I/D     ADVANCE BAL         DESCR
---- -------------- ------ --------------- --- ------------------- ------------

A--*HS60-DOCUMENT MARKED FOR READ ONLY




                                               5-9
COMMND:                    DOCID: TV 10    635T9023401              STATUS: ACCPT
 004-004 OF 001             BATID:                       SUB STN:         10/14/09
 01-
             LINE:   001             REF DOC:   TO 635T00234      REF LINE: 001
        LINE TYPE:   E              TAX TYPE:                  TRAVEL TYPE: TDY
        EXCEPTION:                       I/D:      EXC CODE:    DESCR CODE: E
      LINE AMOUNT:   813.32              I/D:           P/F: F    TAX CODE:
       LIQ AMOUNT:   1699.00           DESCR:   TVL 11/03/2009 TO 11/09/2009
             BFYS:   10                 FUND:   0160A1
      STATION/SAT:   635     /       FCP/PRJ:   010040316           JOB NO:
     COST CTR/SUB:   824100 /        BOC/SUB:   2104 /           REPT CATG:
                                   CLSD BFYS:                    CLSD FUND:

01-CVYTW-EXCEEDED LOWER LIMIT LIQ TOL

ACTION: R TABLEID: DXRF USERID: S104 RMJ
                *** DOCUMENT CROSS REFERENCE INQUIRY SCREEN ***
KEY IS TRANS ID, F/B POINTER, REF TRANS ID, ACCEPDATE, DOC ACTION

TRANS CODE: TO   TRANS NUMBER: 635T00234        DOC TOTAL:             813.32
                                                OUTST AMT:               0.00
            REF TRANS ID          ACCEP    DOC
    F/B/A    TC NUMBER             DATE    ACT      VENDOR           AMOUNT
    ----- -----------------      -------- --- ------------      -----------------
01- A                            10 02 09   E   MISERFSC                  1,699.00
    LAST BATCH NUMBER:             CLEARING ACTION:
02- A                            10 14 09 S    MISERFSC                  -885.68
    LAST BATCH NUMBER:             CLEARING ACTION:
03- F     TV 635T90234           10 14 09   E   MISERFSC                   813.32
    LAST BATCH NUMBER:             CLEARING ACTION:




                                                      5-10
This is an obligation WITH CITIBANK ADVANCE and expenditure.


COMMND:                  DOCID: TO 10      636T       03133                 STATUS: ACCPT
                             BATID:                       SUB STN:                 10/04/09
                                TRAV EL ORDER INPUT SCREEN
  TRANS TYPE: 01 TRAVEL ORDER DATE:                 ACCT PRD:        ACTION:
 TRAVEL TYPE: TDY BEG DATE:       10 25 09 END DATE: 10 29 09              SUB STN: 636
   EMPL CODE: EMPYTRVL                     HM STN       :
 PER DIEM CD: M                               NAME: EMPLOYEE TRAVEL TMC
         RATE: 194 .00               I/D:        ADDR1:
 TOTAL ORDER: 1429.80                              ADDR2:
         BFYS:       FUND:            CITY/ST/ZIP:
COMMND:                  DOCID: TO 10      63      6T03133                  STATUS: ACCPT
 001 -001 OF 001           BATID:                       SUB STN:                   10/24/09
 01-
               LINE: 001                BFYS:      10                FUND: 01 60A1
       STATION/SAT: 63 6        /     FCP/PRJ: 030042116          JOB NO:
      COST CTR/SUB: 824100      /     BO C/SUB: 210 3 /       REPT CATG:       DESCR CODE: E
       LINE AMOUNT: 958.00                I/D:             CLSD BFYS:
              DESCR: F VETERANS TO SAN FRANCISCO, CA            CLSD FUND:
 02-
               LINE: 002                   BFYS: 10                    FUND: 0160A1
       STATION/SAT: 636            /    FCP/PRJ: 030042116                    JOB NO:
      COST CTR/SUB: 824100       /      BOC/SUB: 2103          /    REPT CATG:     DESCR CODE:   C
       LINE AMOUNT:    471.80              I/D:             CLSD BFYS:
              DESCR: F VETERANS TO SAN FRANCISCO, CA           CLSD FUND:




                                                        5-11
ACTION: S TABLEID: DXRF USERID: S104 FSC
                 *** DOCUMENT CROSS REFERENCE INQUIRY SCREEN ***
 KEY IS TRANS ID, F/B POINTER, REF TRANS ID, ACCEPDATE, DOC ACTION

TRANS CODE: TO   TRANS NUMBER: 636T03133   DOC TOTAL:          1,429.80
                                           OUTST AMT:          1,429.80
            REF TRANS ID       ACCEP    DOC
    F/B/A    TC NUMBER          DATE    ACT      VENDOR        AMOUNT
    ----- -----------------   -------- --- ------------   -----------------
01- A                         10 04 09 E    EMPYTRVL              1,429.80
    LAST BATCH NUMBER:          CLEARING ACTION:




                                             5-12
A convenience check is given to the employee and cashed.

ACTION: R TABLEID: PVLT USERID: S104 FSC
                        *** VOUCHER LINE INQUIRY SCREEN ***
 KEY IS VENDOR CODE, TRANS CODE, VOUCHER NUMBER, TRAVEL ADV NUMBER, LINE NUMBER

 VENDOR CODE: 310841368    TRANS CODE: CB      VOUCHER NO: 6368305C004
 TRAVEL ADV NO:

      LINE NO: 001       VENDOR INV: 05725                  VI LINE NO:
     INV DATE: 10 01 09    LOG DATE: 10 01 09            ACCP/DEL DATE:
         BFYS: 10             FUND: 0160A1                 TRANS TYPE: 01
      ADM/OFF: 10       STATION/SAT: 636              LINE AMT:            288.00
      FCP/PRJ:               JOB NO:                CLOSED AMT:            288.00
 COST CTR/SUB:              BOC/SUB:                  DISB AMT:            288.00
 REV SRCE/SUB:             REPT CAT:            IN TRANSIT AMT:              0.00
 REF DOC NO:                   REF DOC LINE:       ADV LIQ AMT:            288.00
 REF ADV NO:                   REF ADV LINE:           LIQ AMT:              0.00
    PAY ADV: P ADV:       OVRD ACCT:         CLSD BFYS:         CLSD FUND:
 DESCRIPTION: 05725 FSC J VETERANS                     OVERRIDE OFFSET ACCT:
RELATED GBL:                  QTY:         0.00                PROMPT PAY: N
DISCOUNT %/DAYS: 0.000 / 00 DISC LOST RSN CODE:           INTEREST REASON:




                                                  5-13
ACTION: R TABLEID: ADVX USERID: S104 FSC
                 *** ADVANCE CROSS REFERENCE INQUIRY SCREEN **
 KEY IS TRANS ID, LINE NUMBER, VENDOR CODE, REF ADV/OBL ID, REF VENDOR CODE, REF
 TRANS ID, ACCEPT DATE, DOC ACTION

TRANS CODE: CB TRANS NUMBER: 6368305C004 ADV TOTAL:                288.00
                LINE NUMBER: 001           ADV USED:                 0.00
           VENDOR CODE: 310841368     OUTST ADV AMT:               288.00

      --REF ADV/OBL ID--   --REF TRANS ID--     ACCEPT DOC
      TC   NUMBER    LN    TC   NUMBER    LN     DATE   ACT    AMOUNT
      -- ----------- ---   -- ----------- ---  -------- --- ----------------
01-                                            10 02 09 E              288.00
      REF VENDOR CODE:               CLEAR ACT:


STATION OFFSET CB ADVANCE WITH TR 15.




                                                5-14
01-       .   .   .         TR 10    6368305C004     ACCPT 00000 081102 S636FSC

COMMND:                        DOCID: TR 10      6368305C004                 STATUS: ACCPT
                                BATID:                         SUB STN:            10/02/09

                               CASH RECEIPT INPUT SCREEN

   BATCH DATE:                   NUM DOCS:                     NET:

      CR DATE:                 ACCTG PRD:             ACTION:              SUB STN: 636
   TRANS TYPE: 15                   BFYS:               FUND:
    CASH ACCT:                        DEP NUMBER: 6368305C004             DOC TYPE:
    BILL FUND:                         DOC TOTAL: 288.00
  DISB OFFICE: 220             ACCOMPLISHED DATE: 11 02 09
      REF DOC:

    COMMND:                       DOCID: TR 10      6368305C004                 STATUS: ACCPT
001-001 OF 001                 BATID:                      SUB STN:               10/02/09
01-
             LINE:    001   REF TC: CB      REF DOC NO: 6368305C004 REF LINE: 001
       TRANS TYPE:                     BFYS:                FUND: 0160A1
      STATION/SAT:    636       A6 FCP/PRJ:               JOB NO:
     COST CTR/SUB:                  BOC/SUB:           REPT CATG:
     REV SRCE/SUB:                CLSD BFYS:           CLSD FUND:
         CHECK NO:                              ACTION OUT:       GL ACCT:
          ADV IND:    Y ADV:     ADV NO:         TRAV TYPE:       VND/PRV: 310841368
           AMOUNT:    288.00             I/D:   UNAPPLIED DEP NO:
           AGR NO:                               DESCR: CK 5725 636T03133




                                                          5-15
ACTION: R TABLEID: ADVX USERID: S104 FSC
                 *** ADVANCE CROSS REFERENCE INQUIRY SCREEN **
 KEY IS TRANS ID, LINE NUMBER, VENDOR CODE, REF ADV/OBL ID, REF VENDOR CODE, REF
 TRANS ID, ACCEPT DATE, DOC ACTION

TRANS CODE: CB TRANS NUMBER: 6368305C004 ADV TOTAL:               288.00
                LINE NUMBER: 001           ADV USED:              288.00
           VENDOR CODE: 310841368    OUTST ADV AMT:                0.00

      --REF ADV/OBL ID--   --REF TRANS ID--     ACCEPT DOC
      TC   NUMBER    LN    TC   NUMBER    LN     DATE   ACT    AMOUNT
      -- ----------- ---   -- ----------- ---  -------- --- ----------------
01-                                            10 02 09 E              288.00
      REF VENDOR CODE:               CLEAR ACT:
02-                        TR 6368305C004 001 10 02 09 E              -288.00




                                                 5-16
01-       .   .   .     IF 10   6368305C004     ACCPT 00000 071112 S636FSC

COMMND:                  DOCID: IF 10       6368305C004              STATUS: ACCPT
                          BATID:                          SUB STN:         10/12/09

                         IMPREST FUND INPUT SCREEN

          BATCH DATE:           NUM DOCS:            NET:


 TRANS TYPE: 04 IF DATE:             ACCT PRD:         ACTION:   SUB STN: 636
       BFYS:        FUND:                D.O.:        COMMENT:
    CASHIER: AC6360002            PRD COVERED:   FROM 10 15 09 TO 10 19 09
        AMT: 288.00              CASHIER NAME:   VAMC AGENT CASHIER
    SCHEDULE FISC YR:            SCHEDULE CAT:   A    AGENCY SCHEDULE NO:
  NO CHECK DISB FLAG: Y                 ADDR1:   P.O. BOX 1234
          CHECK TYPE:                   ADDR2:
         SEQUENCE NO:             CITY/ST/ZIP:   TEXAS CITY            TX 99999
   COMMENTS TO PRINT:




 A--*HS60-DOCUMENT MARKED FOR READ ONLY




                                                  5-17
COMMND:                    DOCID: IF 10   6368305C004              STATUS: ACCPT
 001-001 OF 001             BATID:                      SUB STN:         10/12/09
 01-
             LINE:   001       TRANS TYPE:              BFYS:          FUND: 0160A1
      STATION/SAT:   636     A6   FCP/PRJ:            JOB NO:
     COST CTR/SUB:                BOC/SUB:         REPT CATG:
       GL ACCOUNT:              CLSD BFYS:         CLSD FUND:
            PAYEE:   VETERANSFSCJ        NAME: FSC J VETERANS
            DESCR:   TRAVEL ADVANCE
        TRVL TYPE:   TDY ADV NO: 02      TRVL END DATE: 10 19 09    TRVL PURP: X
            MILES:            COST:           LINE AMT: 288.00            I/D:
       REF DOC ID:   TO 636T03133    LINE:     LIQ AMT:                   P/F:




                                                5-18
COMMND:                DOCID: TV 10   636T0313301             STATUS: ACCPT
                       BATID:                   SUB STN:           10/12/09
                        TRAVEL VOUCHER INPUT SCREEN

TRANS TYPE: 01 TV DATE:              ACCT PRD:          ACTION:   SUB STN: 636
   REF DOC: TO 636T03133    P/F:          BFYS: 10        FUND: 0160A1
 EMPL CODE: VETERANSFSCJ                      NAME: FSC J VETERANS
  HOME STN: 636                          ADDR1: P.O. BOX 1234
  BEG DATE: 10 25 09                    ADDR2:
  END DATE: 10 29 09              CITY/ST/ZIP: TEXAS CITY           TX 99999
        EXCEPTION:            0.00 I/D:      EXC CODE:
   TOTAL VERIFIED: 930.84                          WTA:              0.00
      TAX WITHHLD:                  I/D:     UNAPPLIED DEPOS  IT NO:
          TAXABLE:                  I/D:
    OWED EMPLOYEE: 642.84           I/D:
FICA (OASDI) WAGE:                  I/D:
TTYP REF TVL ORDER ADV NO    APPLIED AMT    I/D      ADVANCE BAL          DESCR
---- -------------- ------ --------------- --- ------------------- ------------
TDY TO 636T03133     02    288.00                              288.00


A--*HS60-DOCUMENT MARKED FOR READ ONLY




                                                5-19
COMMND:                    DOCID: TV 10   636T0313301              STATUS: ACCPT
 001-001 OF 001             BATID:                      SUB STN:         10/12/09
 01-
             LINE:   001            REF DOC:                   REF LINE: 001
        LINE TYPE:   E             TAX TYPE:                TRAVEL TYPE: TDY
        EXCEPTION:                      I/D:    EXC CODE:    DESCR CODE: E
      LINE AMOUNT:   930.84             I/D:         P/F: F    TAX CODE:
       LIQ AMOUNT:                    DESCR:
             BFYS:   10                FUND: 0160A1
      STATION/SAT:   636      /     FCP/PRJ: 030042116           JOB NO:
     COST CTR/SUB:   824100   /     BOC/SUB: 2103 /           REPT CATG:
                                  CLSD BFYS:                  CLSD FUND:




                                                5-20
TRANS CODE: TO   TRANS NUMBER: 636T03133     DOC TOTAL:           1,403.04
                                              OUTST AMT:               0.00
              REF TRANS ID       ACCEP    DOC
      F/B/A    TC NUMBER          DATE    ACT      VENDOR          AMOUNT
      ----- -----------------   -------- --- ------------     -----------------
01-    A                        10 06 09   E   EMPYTRVL                1,429.80
      LAST BATCH NUMBER:          CLEARING ACTION:
02-    A                        11 08 09   S   EMPYTRVL                       0.40
      LAST BATCH NUMBER:          CLEARING ACTION:
03-    A                        11 15 09   S   EMPYTRVL                 -27.16
      LAST BATCH NUMBER:          CLEARING ACTION:
04-    F    IF 6366305C004      11 12 09   E   VETERANSFSCJ             288.00
      LAST BATCH NUMBER:          CLEARING ACTION:
05-    F    TM 63663059025      11 08 09   E   310841368                443.20
      LAST BATCH NUMBER:          CLEARING ACTION:
06-    F    TM 63663059026      11 08 09   E   310841368                29.00

07-   F     TV 636T0313301      11 12 09   E   VETERANSFSCJ           1,218.84




                                                   5-21
                   COMMON TRAVEL PROBLEMS

  1.   CR 02 deposit are processed without a reference
       travel advance.
  All CR 02 transaction MUST reference a travel advance
  number.

  2.   IF advances are done referencing the wrong BFY or
       Fund.
  Make sure to reference the same BFYS and Fund as previous
  advance.

  3.   TR E2 transfer are processed without a reference
       travel advance.
  TR E2 transaction MUST reference a travel advance number.


Note: If correcting an erroneous CR 02 original processed
without referencing travel advance number then yes do a TR E2
without a reference same as the original CR 02.




                              5-22
 REPORT ID: RTAVGLV                              *** DEPT OF VETERANS AFFAIRS (FMS) ***          PAGE:     1
  RSD FORM: F854                            VERIFICATION OF GENERAL LEDGER BALANCES - EMPLOYEE   TIME: 23:40
  RUN DATE: 09/30/09                               TRAVEL ADVANCE REPORT AS OF 09/30/09

OUT-OF-BALANCE SUMMARY

STATION   FUND     BFYS     DIFFERENCE
-------   ------   -----   -------------------
103       0151A1   08                -4,143.84
321       0151A1   09                  -366.36
516       0160A1   09                      0.10
520       0160X4   94                  -241.51
520       0152A1   06                   -25.00
520       0160A1   08                   -25.00
521       4014C    09                   212.85
537       0160A1   08                 1,000.00
561       0152A1   08                  -900.00
573       0160A1   09                     96.38
573       0162A1   09                   -96.38
578       0160A1   08                -1,000.00
580       0152A1   09                   998.00
580       0160A1   09                 2,400.05
629       0152A1   07                 1,099.98
629       0152A1   08                -1,096.58
629       0160A1   08                   420.00
629       0160A1   09                 1,114.21
657       0160A1   09                   450.00
689       8180S    94                -1,283.96
785       4014C    07                 6,408.72
785       4014C    08                 2,446.05
785       4014C    09                 6,817.22
785C      4014C    04                   290.41
785C      4014C    05                   979.13
785C      4014C    06                 1,709.36
785C      4014C    07                -3,119.23
785C      4014C    08                -8,724.55
785C      4014C    09               -12,042.74
788       0129A1   09                    -850.00




                                                                         5-23
                                        TRAVEL DATA ENTRY PROBLEMS AND SOLUTIONS
Travel data entries problems are created when the Travel obligation for PCS or TDY are
transmitted to FMS as one BFYS: and Fund and the advance is established under a different BFYS:
and Fund. This causes Travel advance out of balance once the expenditure document of TV, TY,
RF, or RV are transmitted to FMS because the expenditure only reference the advance number.
Example:
RTAVGLV    564                   0160A1
 REPORT ID: RTAVGLV                             *** DEPT OF VETERANS AFFAIRS (FMS) ***                                PAGE:     1
  RSD FORM: F854                           VERIFICATION OF GENERAL LEDGER BALANCES - EMPLOYEE                         TIME: 00:48
  RUN DATE: 11/30/09                              TRAVEL ADVANCE REPORT AS OF 11/30/09
STN: 564                                BFYS: 08             FUND: 0160A1
     FAYETTEVILLE AR            VAMC                               MEDICAL SERVICES - LMT1
                                                TRAV
ADV #    TRAVEL ORDER     DOCUMENT ID     LINE TYPE DATE        EMPLOYEE CODE NAME                         AMOUNT
------   --------------   -------------- ---- ---- -------- ------------- ------------------------------   -------------------
TT9011   TO 564T90503     IF 564T90503    001   TDY   10/19/08 DOEJ            Jane Doe                               2,540.00
TT9011   TO 564T90503     TV 564T9050301 001    TDY   10/19/08 DOEJ            Jane Doe                              -1,745.03
TT9011   TO 564T90503     TV 564T9050302 001    TDY   11/21/08 DOEJ            Jane Doe                              -1,449.92
TT9011   TO 564T90503     TV 564T9050303 001    TDY   11/21/08 DOEJ            Jane Doe                              -1,345.05
TT9011   TO 564T90503     TV 564T9050304 001    TDY   12/08/08 DOEJ            Jane Doe                              -1,229.10
TT9011   TO 564T90503     TV 564T9050305 001    TDY   12/19/08 DOEJ            Jane Doe                                -770.90
TT9011   TO 564T90503     TV 564T9050307 001    TDY   01/18/09 DOEJ            Jane Doe                                -500.00
TT9011   TO 564T90503     TV 564T9050309 001    TDY   02/16/09 DOEJ            Jane Doe                                -500.00

NUMBER OF OUTSTANDING EMPLOYEE TRAVEL ADVANCES:              1

                                                                 AMOUNT
                                                                 -------------------
OUTSTANDING EMPLOYEE TRAVEL ADVANCE TOTAL:                                 -5,000.00

G/L ACCOUNT BALANCES:

                G/L     G/L
                ACCT    ACCT NAME      BALANCE
                ----    ------------   -------------------
                1410    ADVANCE EMPL             -5,000.00
G/L TOTAL:                                                                -5,000.00
DIFFERENCE:                                                                    0.00




                                                                            5-24
RTAVGLV    564                   0160A1
 REPORT ID: RTAVGLV                             *** DEPT OF VETERANS AFFAIRS (FMS) ***                                PAGE:     3
  RSD FORM: F854                           VERIFICATION OF GENERAL LEDGER BALANCES - EMPLOYEE                         TIME: 00:48
  RUN DATE: 11/30/09                              TRAVEL ADVANCE REPORT AS OF 11/30/09
STN: 564                                BFYS: 09             FUND: 0160A1
     FAYETTEVILLE AR            VAMC                               MEDICAL SERVICES - LMT1
                                                TRAV
ADV #    TRAVEL ORDER     DOCUMENT ID     LINE TYPE DATE        EMPLOYEE CODE NAME                         AMOUNT
------   --------------   -------------- ---- ---- -------- ------------- ------------------------------   -------------------
TT9011   TO 564T90503     TO 564T90503          TDY   03/01/09 DOEJ            Jane Doe                               5,675.00

NUMBER OF OUTSTANDING EMPLOYEE TRAVEL ADVANCES:               1

                                                                  AMOUNT
                                                                  -------------------
OUTSTANDING EMPLOYEE TRAVEL ADVANCE TOTAL:                                   5,675.00

G/L ACCOUNT BALANCES:

                G/L     G/L
                ACCT    ACCT NAME      BALANCE
                ----    ------------   -------------------
                1410    ADVANCE EMPL              5,675.00
G/L TOTAL:                                                                     5,675.00
DIFFERENCE:                                                                        0.00
                                                    ----     BOTTOM   OF   REPORT ----


SOLUTION: ONCE ALL THE TRAVEL ORDER IS EXPENSED A TWO LINE IF 04 WITH NO CHECK YES NEEDS TO BE
PROCESSED.

IF 04      564T90503 LINE 001 I indicator for BFYS: 08 Fund: 0160A1                            5,675.00
IF 04      564T90503 LINE 002 D indicator for BFYS: 09 Fund: 0160A1                            5,675.00

THIS HAPPENS BOTH FOR PCS AND TDY TRAVEL.




                                                                               5-25
This obligation WITH US Bank ADVANCE and expenditure that caused an out of balance on the
F854 report.

COMMND:                    DOCID: TO 10   636T00001              STATUS: ACCPT
                            BATID:                    SUB STN:         10/18/09
                              TRAVEL ORDER INPUT SCREEN
  TRANS TYPE:   01 TRAVEL ORDER DATE:              ACCT PRD:      ACTION:
 TRAVEL TYPE:   TDY BEG DATE: 10 21 09 END DATE: 10 25 09       SUB STN: 636
   EMPL CODE:   EMPYTRVL                  HM STN:
 PER DIEM CD:   M                           NAME: EMPLOYEE TRAVEL TMC
        RATE:   194.00             I/D:      ADDR1:
 TOTAL ORDER:   1429.80                     ADDR2:
        BFYS:          FUND:         CITY/ST/ZIP:


COMMND:                   DOCID: TO 10   636T00001                 STATUS: ACCPT
 001-001 OF 001            BATID:                       SUB STN:         10/18/09
 01-
             LINE:   001             BFYS: 10          FUND: 0160A1
      STATION/SAT:   636     /    FCP/PRJ: 030042116    JOB NO:
     COST CTR/SUB:   824100 /     BOC/SUB: 2103 /    REPT CATG:         DESCR CODE: E
      LINE AMOUNT:   958.00         I/D:           CLSD BFYS:
            DESCR:   FSC VETERANS TO SAN FRANCISCO, CA CLSD FUND:
 02-
             LINE:   002             BFYS: 10               FUND: 0160A1
      STATION/SAT:   636         / FCP/PRJ: 030042116             JOB NO:
     COST CTR/SUB:   824100    /   BOC/SUB: 2103     /    REPT CATG:      DESCR CODE: C
      LINE AMOUNT:   471.80         I/D:           CLSD BFYS:
            DESCR:   FSC VETERANS TO SAN FRANCISCO, CA CLSD FUND:




                                                 5-26
ACTION: S TABLEID: DXRF USERID: S104 FSC
                 *** DOCUMENT CROSS REFERENCE INQUIRY SCREEN ***
 KEY IS TRANS ID, F/B POINTER, REF TRANS ID, ACCEPDATE, DOC ACTION

TRANS CODE: TO   TRANS NUMBER: 636T00001   DOC TOTAL:          1,429.80
                                           OUTST AMT:          1,429.80
            REF TRANS ID       ACCEP    DOC
    F/B/A    TC NUMBER          DATE    ACT      VENDOR        AMOUNT
    ----- -----------------   -------- --- ------------   -----------------
01- A                         10 18 09   E   EMPYTRVL              1,429.80
    LAST BATCH NUMBER:          CLEARING ACTION:




                                               5-27
A convenience check is given to the employee and cashed.

ACTION: R TABLEID: PVLT USERID: S104 FSC
                        *** VOUCHER LINE INQUIRY SCREEN ***
 KEY IS VENDOR CODE, TRANS CODE, VOUCHER NUMBER, TRAVEL ADV NUMBER, LINE NUMBER

 VENDOR CODE: 310841368     TRANS CODE: CB      VOUCHER NO: 6368291C004
 TRAVEL ADV NO:

      LINE NO: 001      VENDOR INV: 05725                  VI LINE NO:
     INV DATE: 10 18 09 LOG DATE: 10 18 09           ACCP/DEL DATE:
         BFYS: 10            FUND: 0160A1                 TRANS TYPE: 01
      ADM/OFF: 10      STATION/SAT: 636              LINE AMT:            288.00
      FCP/PRJ:              JOB NO:                CLOSED AMT:            288.00
 COST CTR/SUB:             BOC/SUB:                  DISB AMT:            288.00
 REV SRCE/SUB:            REPT CAT:            IN TRANSIT AMT:              0.00
 REF DOC NO:                  REF DOC LINE:       ADV LIQ AMT:            288.00
 REF ADV NO:                  REF ADV LINE:           LIQ AMT:              0.00
    PAY ADV: P ADV:      OVRD ACCT:         CLSD BFYS:         CLSD FUND:
 DESCRIPTION: 05725 FSC J VETERANS                    OVERRIDE OFFSET ACCT:
RELATED GBL:                 QTY:         0.00                PROMPT PAY: N
DISCOUNT %/DAYS: 0.000 / 00 DISC LOST RSN CODE:          INTEREST REASON:




                                              5-28
ACTION: R TABLEID: ADVX USERID: S104 RMJ
                 *** ADVANCE CROSS REFERENCE INQUIRY SCREEN **
 KEY IS TRANS ID, LINE NUMBER, VENDOR CODE, REF ADV/OBL ID, REF VENDOR CODE, REF
 TRANS ID, ACCEPT DATE, DOC ACTION

TRANS CODE: CB TRANS NUMBER: 6368291C004 ADV TOTAL:                  288.00
                LINE NUMBER: 001           ADV USED:                   0.00
           VENDOR CODE: 310841368     OUTST ADV AMT:                 288.00

      --REF ADV/OBL ID--   --REF TRANS ID--     ACCEPT    DOC
      TC   NUMBER    LN    TC   NUMBER    LN     DATE     ACT    AMOUNT
      -- ----------- ---   -- ----------- ---  --------   --- ----------------
01-                                            10 19 09   E             288.00
      REF VENDOR CODE:               CLEAR ACT:


STATION OFFSET CB ADVANCE WITH TR 15 (I).




                                                5-29
01-       .   .   .         TR 10    6368291C004     ACCPT 00000 071103 S636FSC

COMMND:                        DOCID: TR 10      6368291C004                 STATUS: ACCPT
                                BATID:                         SUB STN:            10/03/09

                               CASH RECEIPT INPUT SCREEN

   BATCH DATE:                   NUM DOCS:                     NET:

      CR DATE:                 ACCTG PRD:             ACTION:              SUB STN: 636
   TRANS TYPE: 15                   BFYS:               FUND:
    CASH ACCT:                        DEP NUMBER: 6368291C004             DOC TYPE:
    BILL FUND:                         DOC TOTAL: 288.00
  DISB OFFICE: 220             ACCOMPLISHED DATE: 10 03 09
      REF DOC:

    COMMND:                       DOCID: TR 10      6368291C004                 STATUS: ACCPT
001-001 OF 001                 BATID:                      SUB STN:               10/03/09
01-
             LINE:    001   REF TC: CB      REF DOC NO: 6368291C004 REF LINE: 001
       TRANS TYPE:                     BFYS: 10              FUND: 0160A1
      STATION/SAT:    636       A6 FCP/PRJ:               JOB NO:
     COST CTR/SUB:                  BOC/SUB:           REPT CATG:
     REV SRCE/SUB:                CLSD BFYS:           CLSD FUND:
         CHECK NO:                              ACTION OUT:       GL ACCT:
          ADV IND:    Y ADV:     ADV NO:         TRAV TYPE:       VND/PRV: 310841368
           AMOUNT:    288.00             I/D:   UNAPPLIED DEP NO:
           AGR NO:                               DESCR: CK 5725 636T00001




                                                        5-30
ACTION: R TABLEID: ADVX USERID: S104 RMJ
                 *** ADVANCE CROSS REFERENCE INQUIRY SCREEN **
 KEY IS TRANS ID, LINE NUMBER, VENDOR CODE, REF ADV/OBL ID, REF VENDOR CODE, REF
 TRANS ID, ACCEPT DATE, DOC ACTION

TRANS CODE: CB TRANS NUMBER: 6368291C004 ADV TOTAL:               288.00
                LINE NUMBER: 001           ADV USED:              288.00
           VENDOR CODE: 310841368     OUTST ADV AMT:                0.00

      --REF ADV/OBL ID--   --REF TRANS ID--     ACCEPT DOC
      TC   NUMBER    LN    TC   NUMBER    LN     DATE   ACT    AMOUNT
      -- ----------- ---   -- ----------- ---  -------- --- ----------------
01-                                            10 19 09 E              288.00
      REF VENDOR CODE:               CLEAR ACT:
02-                        TR 6368291C004 001 11 03 09 E              -288.00




                                                5-31
01-       .   .   .         IF 10   6368291C004     ACCPT 00000 081103 S636FSC

COMMND:                      DOCID: IF 10       6368291C004              STATUS: ACCPT
                              BATID:                          SUB STN:         10/03/09

                             IMPREST FUND INPUT SCREEN

          BATCH DATE:               NUM DOCS:             NET:


TRANS TYPE: 04 IF DATE:                 ACCT PRD:          ACTION:   SUB STN: 636
      BFYS:        FUND:                     D.O.:         COMMENT:
   CASHIER: AC6360002                 PRD COVERED:                9
                                                      FROM 10 20 0 TO 10 20 09
       AMT: 288.00                   CASHIER NAME:    VAMC AGENT CASHIER
   SCHEDULE FISC YR:                 SCHEDULE CAT:    A    AGENCY SCHEDULE NO:
 NO CHECK DISB FLAG: Y                      ADDR1:    P.O. FSC
         CHECK TYPE:                        ADDR2:
        SEQUENCE NO:                  CITY/ST/ZIP:    TEXAS CITY            TX 99999
  COMMENTS TO PRINT:

COMMND:                       DOCID: IF 10      6368291C004               STATUS: ACCPT
001-001 OF 001                BATID:                      SUB STN:             10/03/09
01-
             LINE:    001       TRANS TYPE:              BFYS:               FUND: 0162A1
     STATION/SAT:     636     A6   FCP/PRJ:            JOB NO:
    COST CTR/SUB:                  BOC/SUB:         REPT CATG:
      GL ACCOUNT:                CLSD BFYS:         CLSD FUND:
            PAYEE:    VETERANSFSCJ        NAME: FSC J VETERANS
            DESCR:    TRAVEL ADVANCE
        TRVL TYPE:    TDY ADV NO: 02      TRVL END DATE: 10 21 09         TRVL PURP: X
            MILES:             COST:           LINE AMT: 288.00                 I/D:
      REF DOC ID:     TO 636T00001    LINE:     LIQ AMT:                        P/F:



                                                   5-32
COMMND:                 DOCID: TV 10   636T0000101              STATUS: ACCPT
                        BATID:                   SUB STN:            10/02/09
                         TRAVEL VOUCHER INPUT SCREEN

TRANS TYPE: 01 TV DATE:              ACCT PRD:          ACTION:   SUB STN: 636
   REF DOC: TO 636T00001    P/F:          BFYS: 10        FUND: 0160A1
 EMPL CODE: VETERANSFSCJ                  NAME: FSC J VETERANS
  HOME STN: 636                          ADDR1: P.O.BOX 1234
  BEG DATE: 10 03 09                    ADDR2:
  END DATE: 10 07 09                    CITY/ST/ZIP: TEXAS CITY           TX 99999
        EXCEPTION:            0.00 I/D:      EXC CODE:
   TOTAL VERIFIED: 930.84                          WTA:             0.00
      TAX WITHHLD:                  I/D:     UNAPPLIED DEPOSIT NO:
          TAXABLE:                  I/D:
    OWED EMPLOYEE: 642.84           I/D:
FICA (OASDI) WAGE:                  I/D:
TTYP REF TVL ORDER ADV NO    APPLIED AMT    I/D      ADVANCE BAL         DESCR
---- -------------- ------ --------------- --- ------------------- ------------
TDY TO 636T00001    02     288.00                              288.00


A--*HS60-DOCUMENT MARKED FOR READ ONLY




                                               5-33
COMMND:                    DOCID: TV 10   636T0000101              STATUS: ACCPT
 001-001 OF 001             BATID:                      SUB STN:         10/02/09
 01-
             LINE:   001            REF DOC:                   REF LINE: 001
        LINE TYPE:   E             TAX TYPE:                TRAVEL TYPE: TDY
        EXCEPTION:                      I/D:    EXC CODE:    DESCR CODE: E
      LINE AMOUNT:   930.84             I/D:         P/F: F    TAX CODE:
       LIQ AMOUNT:                    DESCR:
             BFYS:   10               FUND: 0160A1
      STATION/SAT:   636      /     FCP/PRJ: 030042116           JOB NO:
     COST CTR/SUB:   824100   /     BOC/SUB: 2103 /           REPT CATG:
                                  CLSD BFYS:                  CLSD FUND:




                                                 5-34
ACTION: S TABLEID: TALT USERID: S104 FSC
                   *** TRAVEL ADVANCE LINE INQUIRY SCREEN ***
 KEY IS EMPLOYEE, TRAVEL TYPE, TRAVEL ORDER, ADVANCE NUMBER, DOCUMENT ID

   EMPLOYEE CODE: VETERANSFSCJ      TRAVEL TYPE: TDY    TRAVEL ORDER: TO 636T80001
01-
      ADV NUM: 02     DOC ID: IF 6368291C004 LINE NUM: 001 CHECK ADDRESS CODE:
      TRNS DATE: 10 11 09   PRINT CK:   CHCK ADDR: P.O. BOX 1234
       LAST MOD: 10 11 09 PICK UP CK:   SCAT: A
      TRNS TYPE: 04    NO CHECK DISB: Y SFY:     TEXAS CITY        TX 99999
      DISB OFFC: 220 SCHEDULE NUMBER:             BUDGET FYS: 10     FUND: 0162A1
      STN/SAT: 636     A6 COST CTR/SB:            FCP/PRJ:           RCAT:
      JOB NUMBER:          DESCRIPTN: TRAVEL ADVAN TRANS AMT:             288.00
 02-
      ADV NUM: 02     DOC ID: TV 636T0000101 LINE NUM: 001 CHECK ADDRESS CODE:
      TRNS DATE: 10 11 09   PRINT CK:   CHCK ADDR: P.O. BOX 1234
       LAST MOD: 10 11 09 PICK UP CK:   SCAT:
      TRNS TYPE: 02    NO CHECK DISB:   SFY:     TEXAS CITY        TX 99999
      DISB OFFC:      SCHEDULE NUMBER:            BUDGET FYS: 10     FUND: 0160A1
      STN/SAT: 636     A6 COST CTR/SB:            FCP/PRJ:           RCAT:
      JOB NUMBER:          DESCRIPTN:              TRANS AMT:            -288.00




THE TV DOCUMENT HAS NOW CREATED AN OUT OF BALANCE ON THE F854 REPORT BETWEEN TWO FUNDS.
SOLUTION IS TO INPUT A TWO LINE IF 04 NO CHECK: Y
LINE 001       FUND 0160A1         288.00         I INDICATOR
LINE 002       FUND 0162A1         288.00         D INDICATOR




                                                 5-35
THIS IS A SCREEN SHOT OF THE TWO LINE IF 04 NO CHECK


COMMND:                 DOCID: IF 10     636T0000102              STATUS: ACCPT
                         BATID:                        SUB STN:         10/03/09

                        IMPREST FUND INPUT SCREEN

          BATCH DATE:        NUM DOCS:            NET:


TRANS TYPE: 04 IF DATE:           ACCT PRD:       ACTION:    SUB STN: 636
      BFYS:        FUND:              D.O.:      COMMENT:
   CASHIER: AC6360002          PRD COVERED: FROM 10 03 09 TO 10 03 09
       AMT: 0.00            CASHIER NAME: VAMC AGENT CASHIER
   SCHEDULE FISC YR:          SCHEDULE CAT: A    AGENCY SCHEDULE NO:
 NO CHECK DISB FLAG: Y               ADDR1: P.O. BOX 12344
         CHECK TYPE:                 ADDR2:
        SEQUENCE NO:           CITY/ST/ZIP: TEXAS CITY           TX 99999
  COMMENTS TO PRINT:




                                                   5-36
COMMND:                    DOCID: IF 10   636T0000102              STATUS: ACCPT
 001-001 OF 001             BATID:                      SUB STN:         10/03/09
 01-
             LINE:   001       TRANS TYPE:              BFYS:          FUND: 0160A1
      STATION/SAT:   636     A6   FCP/PRJ:            JOB NO:
     COST CTR/SUB:                BOC/SUB:         REPT CATG:
       GL ACCOUNT:              CLSD BFYS:         CLSD FUND:
            PAYEE:   VETERANSFSCJ        NAME: FSC J VETERANS
            DESCR:   TRAVEL ADVANCE
        TRVL TYPE:   TDY ADV NO: 02      TRVL END DATE: 10 03 09     TRVL PURP: X
            MILES:            COST:           LINE AMT: 288.00             I/D:
       REF DOC ID:   TO 636T00001    LINE:     LIQ AMT:                    P/F:


            LINE:    002       TRANS TYPE:              BFYS:          FUND: 0162A1
     STATION/SAT:    636     A6   FCP/PRJ:            JOB NO:
    COST CTR/SUB:                 BOC/SUB:         REPT CATG:
      GL ACCOUNT:               CLSD BFYS:         CLSD FUND:
           PAYEE:    VETERANSFSCJ        NAME: FSC J VETERANS
           DESCR:    TRAVEL ADVANCE
       TRVL TYPE:    TDY ADV NO: 02      TRVL END DATE: 10 03 09     TRVL PURP: X
           MILES:             COST:           LINE AMT: 288.00            I/D: D
      REF DOC ID:    TO 636T00001    LINE:     LIQ AMT:                   P/F:




                                                5-37
ACTION: S TABLEID: TALT USERID: S104 FSC
                   *** TRAVEL ADVANCE LINE INQUIRY SCREEN ***
 KEY IS EMPLOYEE, TRAVEL TYPE, TRAVEL ORDER, ADVANCE NUMBER, DOCUMENT ID

   EMPLOYEE CODE: VETERANSFSCJ    TRAVEL TYPE: TDY     TRAVEL ORDER: TO 636T00001
01-
      ADV NUM: 02     DOC ID: IF 6368291C004 LINE NUM: 001 CHECK ADDRESS CODE:
      TRNS DATE: 10 11 09   PRINT CK:   CHCK ADDR: P.O. BOX 1234
       LAST MOD: 10 11 09 PICK UP CK:   SCAT: A
      TRNS TYPE: 04    NO CHECK DISB: Y SFY:     TEXAS CITY        TX 9999
      DISB OFFC: 220 SCHEDULE NUMBER:             BUDGET FYS: 10     FUND: 0162A1
      STN/SAT: 636     A6 COST CTR/SB:            FCP/PRJ:           RCAT:
      JOB NUMBER:          DESCRIPTN: TRAVEL ADVAN TRANS AMT:              288.00
 02-
      ADV NUM: 02     DOC ID: TV 636T9000101 LINE NUM: 001 CHECK ADDRESS CODE:
      TRNS DATE: 10 11 09   PRINT CK:   CHCK ADDR: P.O. BOX 1234
       LAST MOD: 10 11 09 PICK UP CK:   SCAT:
      TRNS TYPE: 02    NO CHECK DISB:   SFY:     TEXAS CITY         TX 99999
      DISB OFFC:      SCHEDULE NUMBER:            BUDGET FYS: 10     FUND: 0160A1
      STN/SAT: 636     A6 COST CTR/SB:            FCP/PRJ:           RCAT:
      JOB NUMBER:          DESCRIPTN:              TRANS AMT:            -288.00




                                                5-38
02-
     ADV NUM: 02     DOC ID: IF 6368291C004 LINE NUM: 001 CHECK ADDRESS CODE:
     TRNS DATE: 10 11 09   PRINT CK:   CHCK ADDR: P.O. BOX 1234
      LAST MOD: 10 11 09 PICK UP CK:   SCAT: A
     TRNS TYPE: 04    NO CHECK DISB: Y SFY:     TEXAS CITY        TX 99999
     DISB OFFC: 220 SCHEDULE NUMBER:             BUDGET FYS: 10     FUND: 0160A1
     STN/SAT: 636     A6 COST CTR/SB:            FCP/PRJ:           RCAT:
     JOB NUMBER:          DESCRIPTN: TRAVEL ADVAN TRANS AMT:              288.00
  04-
     ADV NUM: 02     DOC ID: TV 636T9000101 LINE NUM: 001 CHECK ADDRESS CODE:
     TRNS DATE: 10 11 09   PRINT CK:   CHCK ADDR: P.O. BOX 1234
      LAST MOD: 10 11 09 PICK UP CK:   SCAT:
     TRNS TYPE: 02    NO CHECK DISB:   SFY:     TEXAS CITY        TX 99999
     DISB OFFC:      SCHEDULE NUMBER:            BUDGET FYS: 10     FUND: 0162A1
     STN/SAT: 636     A6 COST CTR/SB:            FCP/PRJ:           RCAT:
     JOB NUMBER:          DESCRIPTN:              TRANS AMT:            -288.00




                                             5-39
Financial Indicators
                                             Financial Indicator Report Web Address:
         http://reports.vssc.med.va.gov/Reports/Pages/Report.aspx?ItemPath=%2fFinancialScorecard%2fFinancialScorecard



                                                        OVERVIEW
   Summary: The Financial Indicators(F1s) were developed to provide a means of evaluating and promoting improvement in
    financial management. Each indicator has a target; with which compliance is evaluated based on its described criterion and
    rating scheme.

   This review period is an opportunity for facilities and VISNs to review their financial data and FI ranking (GREEN or RED)
    based on their financial data. Everyone is encouraged to take advantage of this time to ensure that accurate results are
    reflected in the monthly report even if the correction will not change your FI ranking. If a facility disagrees with the FI
    ranking, the facility may request a waiver, routing the request through the VISN CFO, using the Financial Indicator Waiver
    Request Form. (See Attachment A). The VISN CFO will be notified of the Financial Indicator Waiver Committee’s decision
    within ten (10) work days after the national publication of the monthly FI report. (The Financial Indicators Waiver
    Committee’s e-mail address is VHA Financial Indicators Waiver Committee.) The VISN CFO is responsible to notify the
    Facility if the request has been approved or disapproved. Waivers will not be granted for: rejects, lack of staff, input errors,
    and timing errors/late entry. Approved waivers will be updated in the monthly report and the corrected monthly report will be
    posted to the web page on or before the next monthly report is published. Approved waivers will be identified by PURPLE
    on the FI report, and will count as GREEN. This allows for tracking waivers by site over time.
   .


   Color Scheme:         Green: No apparent problem

                           Red:   Corrective action required – indicates a problem that management should review and
                       correct.

       Green =    If 0-60 days is greater than or equal to 85% x total dollar value
       Red =      If greater than 61 days is greater than 15% x total dollar




                                                                6-1
FY 2008 Changes:
Updates as of March 11, 2008

      Agent Cashier Advance Turnover Rate Criteria change (page 19):

      Criterion:       The Financial Indicator turnover percentage is based on the 6-month average of the last six monthly turnover
       percentages. The monthly turnover percentage is computed from the sum of all payments made for the agent cashier’s replenishment
       for the month divided by the agent cashier’s monthly advance..

      Aging of Payables (page 12):

       Criterion:     Aging analysis of the dollar value of open payables up to 90 days old, and open payables greater than 90 days old are
               compared to the total dollar value of all open payables. NOTE: The transaction input date is day one in the 90 days old
               count.

      Aging of Obligations (page 13):

       Criterion:     Aging analysis of the dollar value of open obligations up to 90 days old and open obligations greater than 90 days old
               compared to the total dollar value of all open obligations. NOTE: The transaction input date is day one in the 90 days old
               count.

      Aging of Suspense Account 36F3875 (page 15):

       Criterion:       Aging analysis of all suspense fund 36F3875 document entries less than or equal to 90 days old versus any entries
               greater than 90 days old. NOTE: The transaction input date is day one in the 90 days old count.

      Aging of Suspense Account 36F3885 (page 16):

       Criterion:       Aging analysis of all suspense fund 36F3885 document entries less than or equal to 90 days old versus any entries
               greater than 90 days old. NOTE: The transaction input date is day one in the 90 days old count.

      Aging of Non-PCS Travel Obligations (page 18):




                                                                      6-2
RGSAPTVB    FSC         16
 REPORT ID: RGSAPTVB                           *** DEPT OF VETERANS AFFAIRS (FMS) ***                                    PAGE:      1
  RSD FORM: 889B                          ANALYSIS OF FMS OPEN DOCUMENTS (AMOUNTS) - DETAIL                              TIME: 23:52
  RUN DATE: 10/15/09                                        AS OF 10/15/09
STN: FSC
     FSC CITY TX          VAMC
VISN: 16
FUND    BFYS    FCP/PROJ   DOCUMENT ID     000-030 DAYS   031-060 DAYS   061-090 DAYS   091-120 DAYS  121-180 DAYS   OVER 180 DAYS
------ ----- --------- -------------- -------------- -------------- -------------- -------------- -------------- --------------
RECEIVABLES
0152A1 05       010040101 BD FSCK5066JX                                                                                     $225.85
0152A1 06       010040101 BD FSCK605V7H                                                                                      $43.63
0152A1 07       512        BD FSC7HAR6494                      $1,762.67
                           BD FSC8HAR6494         $135.59
0152A1 08       512        BD FSC8HAR6494         $271.18
0160A1 05       010040101 BD FSCK5062YC                                                                                   $4,332.30
                           BD FSCK6003LZ                                                                                     $41.71
                010041088 BD FSCK5043D6                                                                      $994.60
0160A1 07       010024127 BD FSCK702HAK         $3,115.81
                           BD FSCK702HB3                                                                                    $939.50
                010040101 BD FSCK6025FY                                                                                   $2,326.60
-----------------------------------------------------------------------------------------------------------------------------------
UNAPPLIED DEPOSITS
3875                          FSC9JV027B/       $1,595.96
                              FSCE2819NOR       $1,128.96
                              FSCE2831CAR          $25.00
                              FSCE9280BRU          $58.07
                              FSCE9520SCR                                       $126.75
                              FSCE9620HOP           $3.05
                              FSCE9234DRA         $200.00
3885                          355766            $6,126.76
--------------------------------------------------------------------------------------------------------------------------------------
TRAVEL OBLIGATIONS
0152A1 08       0100401Z9 TO FSCT80046            $779.00
0152A1 07       010042107 RO FSCT70000          $5,132.00
                010042113 RO FSCT70000          $3,551.98
                           RO FSCT70000        $14,504.40
                           RO FSCT70000         $8,551.84
                           RO FSCT71001         $6,384.60
0160A1 07       010040115 RO FSCT71450            $228.00
                           RO FSCT71450         $5,198.00
                           RO FSCT71450           $500.00
                           RO FSCT71450         $7,500.00
                           RO FSCT71450         $5,748.00
                           RO FSCT71450         $8,209.00
                           RO FSCT71450         $5,012.00
                           RO FSCT71450            $78.00




                                                                      6-3
RGSAPTVB   FSC         16
 REPORT ID: RGSAPTVB                        *** DEPT OF VETERANS AFFAIRS (FMS) ***                                   PAGE:      1
  RSD FORM: 889B                       ANALYSIS OF FMS OPEN DOCUMENTS (AMOUNTS) - DETAIL                             TIME: 23:52
  RUN DATE: 11/15/09                                     AS OF 11/15/09
STN: FSC
     FSC CITY TX         VAMC
VISN: 16
FUND    BFYS   FCP/PROJ   DOCUMENT ID   000-030 DAYS   031-060 DAYS   061-090 DAYS   091-120 DAYS 121-180 DAYS   OVER 180 DAYS
------ ----- --------- -------------- -------------- -------------- -------------- -------------- -------------- --------------
RECEIVABLES
0152A1 08      010040101 BD FSCK8066JX                                                                                  $225.85
0152A1 09      010040101 BD FSCK905V7H                                                                                   $43.63


FMS TABLES FOR RESEARCH
DXRF
ARHT/ARLT

ACTION: R TABLEID: DXRF USERID: S104 FSC
                 *** DOCUMENT CROSS REFERENCE INQUIRY SCREEN ***
 KEY IS TRANS ID, F/B POINTER, REF TRANS ID, ACCEPDATE, DOC ACTION

 TRANS CODE: BD   TRANS NUMBER: FSCK8066JX      DOC TOTAL:              225.85
                                                OUTST AMT:              225.85
             REF TRANS ID        ACCEP    DOC
     F/B/A    TC NUMBER           DATE    ACT      VENDOR            AMOUNT
     ----- -----------------    -------- --- ------------       -----------------
 01- A                          10 08 08   E   XEMPL                        225.85
     LAST BATCH NUMBER:           CLEARING ACTION:


ACTION: R TABLEID: DXRF USERID: S104 FSC
                 *** DOCUMENT CROSS REFERENCE INQUIRY SCREEN ***
 KEY IS TRANS ID, F/B POINTER, REF TRANS ID, ACCEPDATE, DOC ACTION

 TRANS CODE: BD   TRANS NUMBER: FSCK905V7H      DOC TOTAL:               43.63
                                                OUTST AMT:               43.63
              REF TRANS ID     ACCEP    DOC
      F/B/A    TC NUMBER        DATE    ACT     VENDOR               AMOUNT
      ----- ----------------- -------- --- ------------         -----------------
01-   A                      08 05 09   E   XEMPL                           43.63
      LAST BATCH NUMBER:        CLEARING ACTION:




                                                                  6-4
FMS TABLES ARHT/ARLT

ACTION: R TABLEID: ARHT USERID: S104 FSC
                    *** RECEIVABLE HEADER INQUIRY SCREEN ***
 KEY IS TRANS CODE, DOC NO
TRANS CODE: BD DOC NUM: FSCK8066JX         DOC TYPE:              SUB STN: FSC
           DOCUMENT DATE: 10 06 08          COMMENTS:
        PAYER CODE/NAME: XEMPL          / EX EMPLOYEE-RECV ONLY
                    ADDR1: VHA/CFO OFFICE
                    ADDR2: 810 VERMONT AVE NW
             CITY/ST/ZIP: WASHINGTON           DC 20420 0001
 COLL DUE DATE:                 LAST BILL DATE/AMT:          /                0.00
 PRINT BILL: N        BILL PRINT DATE:             BILLED AMT:              225.85
 INT RATE:    0.000    INT APPLY DATE:           INTEREST AMT:                0.00
 TEXT TYPE:      ADM CHGS APPLY DATE:            ADM CHGS AMT:                0.00
 WAIVER FLAG: W        PEN APPLY DATE:            PENALTY AMT:                0.00
 DUNNING COUNT: 00      LAST DUN DATE:              TOTAL AMT:              225.85
 OVERDUE STATUS:         OVERDUE DATE:          COLLECTED AMT:                0.00
 WRITE-OFF FLAG:       WRITE-OFF DATE:          WRITE-OFF AMT:                0.00
 WRITE-OFF REASON:     DOC CLOSE DATE:             OFFSET AMT:                0.00
 OFFSET: N OFFSET APPLIED:                   0.00 CLOSED AMT:                 0.00
 OVRPYMT CAUSE:        CASE HISTORY FLAG: N REPRINT BILL AMT:                 0.00
 AGREEMENT NO:                           OUTSTANDING RECV AMT:              225.85

ACTION: R TABLEID: ARLT USERID: S104 FSC
                       *** RECEIVABLE LINE INQUIRY SCREEN ***
 KEY IS TRANS CODE, DOCUMENT NO, LINE
           TRANS CODE: BD                DOC NO: FSCK8066JX         LINE: 001
                 BFYS: 08                   FUND: 0152A1     TRANS TYPE: 20
          STATION/SAT: FSC     /        FCP/PRJ: 010040101        JOB NO:
         COST CTR/SUB: 843100 / 00      BOC/SUB: 1101 / 02    REPT CATG:
         REV SRCE/SUB:                TEXT TYPE:                 UPD BUD: N
            CLSD BFYS:                CLSD FUND:
          REF INVOICE:                   REF INV LINE:           GL ACCT:
               REF TC:       REF NO:                            REF LINE:
             LINE AMT:              225.85 DESCR: AR_INTERFACE
        COLLECTED AMT:                 0.00 INT RATE:     0.000
           CLOSED AMT:                 0.00     ADV NO:
        WRITE-OFF AMT:                 0.00 TRVL TYPE:
           OFFSET AMT:                 0.00     SOURCE:
       OFFSET APPLIED:                 0.00            TYPE OF OVERPYMT:
     OUTSTND RECV AMT:              225.85                  ACTION OUT:




                                                               6-5
FMS TABLES ARHT/ARLT

 ACTION: R TABLEID: ARHT USERID: S104 FSC
                   *** RECEIVABLE HEADER INQUIRY SCREEN ***
KEY IS TRANS CODE, DOC NO
TRANS CODE: BD DOC NUM: FSCK905V7H          DOC TYPE:              SUB STN: FSC
          DOCUMENT DATE: 08 05 09           COMMENTS:
       PAYER CODE/NAME: XEMPL          / EX EMPLOYEE-RECV ONLY
                   ADDR1: VHA/CFO OFFICE
                   ADDR2: 810 VERMONT AVE NW
            CITY/ST/ZIP: WASHINGTON            DC 20420 0001
COLL DUE DATE:                 LAST BILL DATE/AMT:           /                 0.00
PRINT BILL: N        BILL PRINT DATE:              BILLED AMT:                43.63
INT RATE:    0.000    INT APPLY DATE:            INTEREST AMT:                 0.00
TEXT TYPE:      ADM CHGS APPLY DATE:             ADM CHGS AMT:                 0.00
WAIVER FLAG: W        PEN APPLY DATE:             PENALTY AMT:                 0.00
DUNNING COUNT: 00      LAST DUN DATE:               TOTAL AMT:                43.63
OVERDUE STATUS:         OVERDUE DATE:           COLLECTED AMT:                 0.00
WRITE-OFF FLAG:       WRITE-OFF DATE:           WRITE-OFF AMT:                 0.00
WRITE-OFF REASON:     DOC CLOSE DATE:              OFFSET AMT:                 0.00
OFFSET: N OFFSET APPLIED:                    0.00 CLOSED AMT:                   0.00
OVRPYMT CAUSE:        CASE HISTORY FLAG: N REPRINT BILL AMT:                   0.00
AGREEMENT NO:                           OUTSTANDING RECV AMT:                 43.63
ACTION: R TABLEID: ARLT USERID: S104 RMJ
                        *** RECEIVABLE LINE INQUIRY SCREEN ***
KEY IS TRANS CODE, DOCUMENT NO, LINE
           TRANS CODE: BD                 DOC NO: FSCK905V7H        LINE: 001
                 BFYS: 09                   FUND: 0152A1     TRANS TYPE: 20
          STATION/SAT: FSC      /        FCP/PRJ: 010040101       JOB NO:
        COST CTR/SUB: 843100 / 00       BOC/SUB: 1101 / 02    REPT CATG:
        REV SRCE/SUB:                 TEXT TYPE:                 UPD BUD: N
            CLSD BFYS:                CLSD FUND:
          REF INVOICE:                    REF INV LINE:          GL ACCT:
               REF TC:        REF NO:                           REF LINE:
             LINE AMT:                43.63 DESCR: AR_INTERFACE
       COLLECTED AMT:                  0.00 INT RATE:     0.000
           CLOSED AMT:                 0.00     ADV NO:
       WRITE-OFF AMT:                  0.00 TRVL TYPE:
           OFFSET AMT:                 0.00     SOURCE:
      OFFSET APPLIED:                  0.00            TYPE OF OVERPYMT:
    OUTSTND RECV AMT:                 43.63                 ACTION OUT:




                                                                6-6
F911 Report vs Macro
                            G/L Account                  Ending Balance                     Trial Bal
 Fund     BFY    Number            Name              Debit            Credit         Normal Page No Comments
 0111      98     1730    BUILDINGS                                     21,784.00      D5      70
 0111      93     4560    SUBALLOT AVL                     15.36                       NB       9
0152A1     06     480F    UNPD U/O-FED                 22,535.00                        C      202
0152A1     07     490G    PD EXP-FED                  714,339.34                       C4      223
0160A1     07     490G    PD EXP-FED                  242,089.67                       C4      224
0160B2   06 07    3107    UNEX APP-USE                                  25,742.77      D4      220
0160B2   07 08    490G    PD EXP-FED                  946,711.40                       C4      233
0160B2   07 08    5700    APPR USE                     25,742.77                       C4      220
0160B2   06 07    6100    OPERATNG EXP                                 611,242.77      D4      220
0161A1   07 08    490G    PD EXP-FED                   68,153.93                       C4      234
0161A1   06 07    6100    OPERATNG EXP                                  28,552.25      D4      221
0162B2   06 07    3107    UNEX APP-USE                                   5,102.69      D4      222
0162B2   06 07    490G    PD EXP-FED                   11,937.85                       C4      222
0162B2   07 08    490G    PD EXP-FED                    2,590.00                       C4      235
0162B2   06 07    5700    APPR USE                      5,102.69                       C4      222
0162B2   06 07    6100    OPERATNG EXP                                   5,102.69      D4      222
0160A1     08     4610    ALLW AVAILABLE FOR OBLIG 29,753,045.40                        D      208
0162A1     08     4610    ALLW AVAILABLE FOR OBLIG 3,232,177.12               0.00      D      119
0152A1     08     4610    ALLW AVAILABLE FOR OBLIG 3,685,819.05               0.00      D      134
 1435      05     1369    ALW LOSS-PFA                                        0.00      C      147
 1435      06     1369    ALW LOSS-PFA                                        0.00      C      163
 1435      05     1369    ALW LOSS-PFA                                        0.00      C      185
 1435      06     1369    ALW LOSS-PFA                  1,096.24                        C      208
 1435      07     1369    ALW LOSS-PFA                  1,713.41                        C      227
 1435      06     5320    PEN/FIN-REV                  41,025.73                        C      208
 1807      05     1099    CAN CK-LIM L                     10.86                       NB      186
 1807      06     1099    CAN CK-LIM L                     56.00                       NB      209
 1807      05     5909    CONTR REVEN                                        10.86      D      186
 3220      05     1369    ALW LOSS-PFA                                        0.00      C      120
 3220      06     1369    ALW LOSS-PFA                                        0.00      C      135
 3220      07     1369    ALW LOSS-PFA                                        0.00      C      148
 3220      08     1369    ALW LOSS-PFA                                        0.00      C      164
 3220      09     1369    ALW LOSS-PFA                                        0.00      C      187
 3220      06     1369    ALW LOSS-PFA                  1,076.41                        C      210
 3220      07     1369    ALW LOSS-PFA                  1,438.66                        C      229
 3220      06     5320    PEN/FIN-REV                  83,641.93                        C      210
5287.1     08     5909    CONTR REVEN                                      359.00       D      192
5287.3     08     5909    CONTR REVEN                                      645.50       D      193
528707     06     5201    REIM-OTHER                   24,287.36                        C      216

                                                              7-1
LEGEND

 D    - Debit account balance.
 C    - Credit Account Balance
 E    - Either Debit or Credit balance
 A    - Austin Finance only (includes PAID transactions)
 CO   - Central Office proprietary accounts only.
 M    - Manila only.




EXPLANATIONS


 1    - Write-offs will cause a debit balance in these accounts.
 2    - Allowance for bad debt for Med Care receivables recorded in AMAF   (See #6 below).
 3    - Lost discounts and interest expense to be transferred to 0160.
 4    - Can be opposite balance in prior year (e.g. refund in current year of expense paid in a prior
 5    year)
      - Assets must be manually moved to AMAF.
 6    - Allowance for Contractual Adjustments in AMAF - Tricare & Medicare reimbursement bills only
 9    - Can be a credit balance if you write-off a credit to inventory due to reversing an RC/RT
 10   - Payroll transactions may process debit transactions




                                             7-2
COMMON F911 VS MACRO ISSUES

As noted in each station's worksheet, please be advised that if the normal entry is a C4 or D4 and the BFY is prior year, the actual account balance
can be opposite of the normal balance if it was caused by specific prior year transactions; however, each facility needs to review each account listed
in their worksheet and determine the cause of the abnormality and take necessary corrective actions, accordingly. A brief description of the
corrective action taken on each abnormal balance should be documented using the "insert", "comment" option in the excel worksheet. Kindly collect
the completed worksheets directly from your facilities and have the file sent back to "VHA CFO Financial Analyses Shared Mailbox" with your VISN
number on the subject line.

Abnormal balances in SGL accounts 1319, 1329, 1339, and 1369 Kindly be advised that the Central Office is currently responsible
for recording allowance for bad debt for non-healthcare receivable. CO will process a SV to correct the abnormality. Until this function returns to
facilities we are asking facilities not make any adjustments into the allowance accounts (SGL) 1319, 1329, 1339, and 1369 for Funds 1435, 3220,
3200, and AMAF except the normal write off transactions. Questions concerning this request should be forwarded to "VHA CFO Financial Analyses
Shared Mailbox" or you may call Sylvia Nieto at 202-461-6567.. Stations should not reverse the SVs processed by CO.


Debit balances in account 490F – These typically occur because of payments going in as Federal vendor ID number get changed to Non-Federal
and when the AD hits it causes the abnormal balances. A BL transaction can be done by FSC Accountants. Send a JV request to debit 490N and
credit 490F for the amount. The 490N balance is supposed to be in agreement with all of the non-federal payables (2000 series) accounts. Send JV
(1017 form) to FSC Accountant. Because these are budgetary accounts, reference the Cost Center/Accounting Classification Code/Fund Control
Point/Budget Object Code to use for the entry.

Debit balances in account 490G – These typically occur because of expenditure transfer transactions between funds that use the station’s vendor
ID instead of the non-federal vendor ID against which the initial expenditures were processed. Expenditure transfers with a federal vendor ID post
to 490G while transfers using a non-federal ID post to 490P. IFCAP uses the station vendor ID instead of the US Bank ID on credit card ET
transactions so stations can’t prevent debits in 490G resulting from credit card ETs. For other types of expenditure transfers, stations can eliminate
this problem by using the actual vendor ID or MISCN. To correct existing debits, stations can identify expenditure transfers that created the
problems, reverse them and repost them with the correct vendor ID or MISCN.

Balances in GL 1099 & 5239 in the invalid MCCF Funds – As canceled checks are processed related to refund payments made from the old
MCCF fund structure (5287, 5287.1, 5287.3, 5287.4), the GL transactions post against those invalid funds. These balances should be cleared by
moving them to the appropriate MCCF fund in the new base BFY 05 fund structure (e.g. 528701, 528703, 528704, etc). To accomplish this, create
a JV form (1017) with the entries needed to reverse the balances from the improper fund and move them into the correct fund. The JV should also
include revenue source code(s) as they are required for a JV in FMS. The JV form should be submitted to station’s FSC trial balance accountant for
approval and processing.




                                                                           7-3
COMMON F911 VS MACRO ISSUES

Subject: Procedure to change vendor for credit card reconciliation ET transactions

Sandra Cole sent me the instructions below on how to change the vendor for IFCAP generated ET transactions. The change has worked
successfully for her station and another station that we service. Please consider making this change as it will keep the 490G issue related
to credit card reconciliations from continuing to be a problem.
The credit card ET transaction vendor code (Sta. ID) can be changed to the US Bank vendor code (310841368) in the IFCAP Coordinator
Site Parameter.

MS SECURITY CODE: 10//
FISCAL REVIEW OF VRQ: NO//
CARRY FORWARD 4TH QTR REQUESTS: NO//
FMS-ET VENDOR CODE: 546VAH000// 460358360
FMS-ET ALTERNATE ADDRESS IND.:
RANGE OF % FOR RECONCILING AMT: 0//
STATION NUMBER:

Select IFCAP Application Coordinator Menu Option:

Subject: RE: Improper balances in 490G/490P from expenditure transfers
As noted in my original message, the ET transactions generated by credit card reconciliations in IFCAP improperly post against 490G in
FMS. The number of credit card ET transactions generated at stations will likely make it difficult to correct the debit balance related to
them. The question has come up from stations that have corrected their debit balances from other sources, but are concerned about the
time needed to research the credit card ET transactions. Although clearing these improper 490G balances should be accomplished if
possible, it is not expected to be completed for remaining balances determined to be related to credit card ET transactions.
Subject: Improper balances in 490G/490P from expenditure transfers
Improper balances in the 490G and 490P accounts have been more of an issue this year. Most of these balances are the result of
expenditure transfers between funds (EW) or stations (EB) that use the station’s vendor ID instead of the vendor ID recorded on the initial
expenditure transaction. In most cases the initial expenditure was to a non-federal source so the posting was a credit to 490P. When the
transfer is recorded with the station’s vendor ID, the posting debits 490G on the side transferring the cost and credits 490G on the side
receiving the cost. This results in an improper 490G balance.
Expenditure transfers should use the vendor ID from the initial expenditure transaction whenever possible. For lump sum expenditure
transactions of non-federal expenditures, using MISCN will also properly post against 490P.
The other known problem in this area is the ET transactions generated by purchase card reconciliations in IFCAP. They post against 490G
while the credit card transactions use the US Bank vendor ID and post to 490P. This is not an issue if the ET just moves the charge
between FCP/ACCs within a fund as the posting to 490G will net out on the trial balance. It is an issue when these ET transactions move
charges between BFYs or funds as it leaves the improper 490G balances.



                                                                      7-4
Other possibilities:
Kindly consider the following steps for correcting abnormal balances due to contract holdbacks:

1. Check FMS table GLTS if you find debt on 2122 and credit on 2121 or 2130 Station needs to research.
2. Research and identify the document that caused the problem.
3. Prepare 1017G journal voucher form and send to NAS Accountant for processing.

Balances in accrued salaries GL 2210 in expired years (both debits and credits) SV 51

Offsetting balances in GL 2121 and 2122

Debit balances in GL 2994

The normal nationwide balance for GL 422B is a debit, but the station balance is normally a credit. We haven’t received a
response on whether this needs to be corrected. Since the nationwide balance is a debit anyway, ignore this item until
Supply Fund requests the corrections.

Other items:
Footnotes to the chart for GL accounts that can have opposite balances in expired years. Some of the most frequent
examples of this are GL accts like 3107, 490G, 490P, 5200, 5201, 5700 and 6100.

.




                                                         7-5
The 5114 and 5115 (MCCF 5287**) improper balances are because the reversal of the 9/30/08 accrual entry for these in
October was probably greater than the accrual entry posted at the end of the current month. Financial Policy is requesting a
change in the accrual process at yearend to resolve this problem for FY09. Proposal is for the SV17 and SV 18 accrual
transaction to reverse for all months except for the end of September accrual. That accrual will not reverse in early October
eliminating the improper balance issue for this account.

Here are some synopsis of some of the changes to the normal balance spreadsheet and other related issues based on
review of the new F911 macro. Please see the list below:

   1013 and 1024 are now valid for MCCF (5287**). The 1013 entry is coming in on CR 05 transactions. 1024 is
    picked up in 528706 on the PAID to FMS interface for parking payroll allotments.
   1024 is valid in fund 3220. This is picked up on the PAID to FMS interface for payroll deductions for garage without
    quarters.
   1036 is valid in fund 3875. Valid for input to this fund related to Payroll IPAC activity.
   1720 is valid as a debit in AMAF. WIP for projects not capitalized at the time an appropriation is canceled is moved
    to AMAF. This balance would only continue to be valid until the project reaches capitalization status.
   3100 and 4540 are valid with either balance in funds 4138 and 4538.
   4350 is valid with either balance in funds 4537B2 and 4537B3. These funds are being run through the FMS
    annual close cancellation process in a similar manner to appropriations after 5 expired years. GL 4350 reflects the
    canceled resources.
   Most of the 9000 series accounts have been changed to valid as either balance. Many of these accounts can
    have opposite balances in prior years so the flag on the chart has been changed to "either". GL accounts 9052-9055
    and 9201-9206 are exceptions to this change. They will continue to maintain the normal balance indicators that they
    have in the past.




                                                              7-6
The FMS transaction group completed its 2006 review of the FMS Proforma Transactions. One item on the agenda was the mixture
of revenue accounts being used on the MCCF (5287**) transactions in fund category M. Some of the transactions in this
category date back to the time prior to the 5287 point accounts when VA was required to return most of these collections to
Treasury. The revenue transactions at that time used GL accounts 5902, 5903, and 5909 in the other revenue account series
similar to the transactions in the Treasury GFR funds like 1435 and 3220. With the implementation of the 5287** point account
structure and VA retaining these collections, many of the more recently added transactions in this fund category use GL 5200
and 5201. One problem arising from the use of these two sets of revenue accounts in improper balances remaining after posting
collection activity. Examples from stations of situations include where a receivable was established that posted
to GL 5201 in FY 05, but the collection transaction posted to GL 5902 in FY 06 resulting in an improper balance in GL 5201.

In an effort to resolve this problem for future years and make the MCCF revenue postings more consistent, all of the transactions
In fund category M that post to GL 5902, 5903, and 5909 were changed as listed below:

All transactions with GL 5902 now use GL 5201
All transactions with GL 5903 now use GL 5200
All transactions with GL 5909 now use GL 5239

GL 5239 is a new account in FMS which was established to replace GL 5909 for tracking refunds of collections.




                                                                 7-7
AR Issues
Here are examples of open AR issues that are creating abnormal balances. These currently would require manual input to correct existing
balances, but ultimately would need AR package changes to resolve the on-going problems:

   The AR Data Collector sends a SVP2 to record an accrual for the amount of interest/admin (fees) due on open bills which debits GL 1360. It
    also sends a WR P4 to record the amount of fees that were due on the bills that were actually written off which credits GL 1360. The accrual
    reverses first thing the next month. As long as the monthly accrual debit to GL 1360 is greater than the amount of actual write-offs, the 1360
    balance will be a normal debit balance. As soon as the amount of actual write-offs exceeds the amount due from open bills, 1360 will have
    an opposite balance. When the AR Data collector sends the WR P4 to record the amount of fees that were due on bills that were written off,
    GL 1369 is debited the same way that all receivable allowance accounts are debited for actual write-offs. GL 1369 is supposed to be an
    allowance account, but the Bad Debt report which computes all the allowances for doubtful accounts does not compute an allowance for the
    fees. Therefore, there is no offsetting credit amount recorded to GL 1369. The stations have no way of computing an estimated allowance
    for doubtful fees because the necessary data is recorded in the MCCF programming.

   The debit balance in 528701 GL 1319 is caused because the Bad Debt report which transmits the allowance accrual only credits 528703.
    Actual write-offs are recorded in the correct MCCF point account which debits 1319. All MCCF point account 1319 balances net to a credit
    balance and equal the current month's allowance estimate from the Bad Debt Report.

   See Alert: Volume 2008, Issue 10          February 5, 2005




                                                                    7-8
Annual Close Memo
Section 9




            ANNUAL CLOSE
            AND TRIAL
            BALANCE
CLOSING THE BOOKS
   5000, 6000, AND
    7000        3310
   ANNUAL APPROP.
    4610        4650
   ALL DISBURSING
    AUTHORITY
    ACCOUNTS CLOSE
    TO 1010


                       9-1
CLOSING THE BOOKS

The following Budgetary Accounts will
 NOT CLOSE at the end of the Year:
   425F Reimbursements - Fed Receivable
   490F - Unpaid Expended Authority -
            Federal
   490N - Unpaid Expended Authority -
            Public


                    9-2
    CLOSING THE BOOKS
   BFY and Ending BFY 05 Travel
    Obligations - Must be Reversed
     BFY  05 and Ending BFY 05 Advances -
      Collect, Write off or Reclassify
     BFY 05 and Ending BFY 05 Receivables
      - Moved to 3200 during annual close
     BFY 05 and Ending BFY 05 WIP -
      Review and move as necessary


                    9-3
CLOSING THE BOOKS
 Ensure  Manual accruals have a reversal
  period of 01/11
 FY10 TriCare bills are moved to FY11
 Ensure available unobligated balances
  have sufficient funds to cover G/L 1321




                  9-4
TRIAL BALANCE

    COMMON QUESTIONS/PROBLEMS
      Allowance   accounts must have a Credit
       Balance
      WIP must be a Debit Balance and should not
       be in AMAF
      Liability accounts (2XXX) must have a Credit
       Balance
      48XX - Should always “net” to a Credit balance
       in both CY and PY

                         9-5
TRIAL BALANCE
    COMMON QUESTIONS/PROBLEMS
      49XX   - Should always “net” to a Credit balance
       in CY
         PY may be Debit balance due to
          adjustments
      5XXX - Should always be a Credit balance in
       CY
         PY may be Debit balance due to
          adjustments
      6XXX - Should always be a Debit balance in CY
         PY may be a Credit balance due to
          adjustments
                             9-6
Journal Vouchers (JVs)
JOURNAL VOUCHER (OF 1017-G)
a. OF 1017-G will be used for the following purposes:
(1) To document expenditure transfers and adjustments between appropriation, fund and receipt accounts which affect a single VA
station.
(2) To document general ledger transactions when it is not feasible to make entries from journals or basic documents. Likewise,
adjustments of previous ledger entries will be made through the medium of OF 1017-G.
(3) To document accruals and in transit transactions at the close of the month. The transactions will be either listed and totaled on the
OF 1017-G or worksheet attached thereto. This same document can be used to record reversal of transactions at the beginning of the
subsequent month.
(4) To document Supply Fund cash sales to support the SF 224, Statement of Transactions. The form will be prepared monthly
marked "memo record for file". It will not be posted to the accounting records.
b. OF's 1017-G will be assigned by the same employees authorized to certify SF's 1081 (par. 2C.04h). A full and complete description
of the transaction will be made and the voucher will be conspicuously marked "EXPENDITURE TRANSFER" or "ADJUSTMENT,"
indicating the nature of the document. Each voucher will be adequately described and supported by working papers cross-referenced
to documents or accounts when necessary for full clarification.
c. OF's 1017-G will not be submitted to the Treasury, however, they will be reported in section I of the SF 224, and both the charge
and credit amounts must agree. All OF's 1017-G prepared between ALC 36001200 CALM and other VA agency location codes will
be processed and reported on the CALM SF 224 report. The original OF 1017-G must be forwarded to the Austin DPC (362B1) no
later than the 22d calendar day of the month.
d. OF 1017-G will be prepared in an original only.




                                                                  10-1
                          JOURNAL VOUCHER                                          J.V. No. ET JV1276
                                                                                        28-May-09
Appropriation        Explanation                     Debit                                Credit
   Section A Section A and B Doc ID # 104JV1276
Line 001
      "I"     3107 1021                                        2,735.38                                  2,735.38
      ET      480N 490P                                        2,735.38                                  2,735.38
              6100 5700                                        2,735.38                                  2,735.38

        RT
               Station Obligation NO: 612C91068
               BFY: 09 FUND: 0160A1
               COST CENTER: 822300 00
               ACCOUNT CLASS CODE: 010022300
               BUDGET OBJECT CODE: 2631

   Section B
Line 002
     "D"       1021 3107                                       2,735.38                                  2,735.38
      ET        490P 480N                                      2,735.38                                  2,735.38
                5700 6100                                      2,735.38                                  2,735.38
        RT
               Station Obligation NO: 607C90076
               BFY: 09 FUND: 0160A1
               COST CENTER: 822400 00
               ACCOUNT CLASS CODE: 0100224V1
               BUDGET OBJECT CODE: 2592
               Payment made on 3/31/09 (DATE)
               TO Siemens Med Solution (Vendor)
               From PAT C90076 STATION 607
               S/B FROM PAT C91068 STATION 612

               Total                                         $16,412.28                                 16,412.28
Prepared by:                                                                           28-May-09
                       (Signature)                                        (Date)
Title

Approved by:                                                                           28-May-09
                       (Signature)                                        (Date)
Title
        Austin (FOS) prepares a JV to move expense to correct obligations.
                                                  10-2
ACTION: R TABLEID: PVHT USERID: S104 FSC
           *** VOUCHER HEADER INQUIRY SCREEN ***

KEY IS VENDOR CODE, TRANS CODE, VOUCHER NO, TRAVEL ADV NO

VENDOR CODE: 952802182         TRANS CODE: ET        VOUCHER NO: 104JV1276

NAME: SIEMENS MED SOLUTIONS DIAGS IN TRAVEL ADV NO:
ADDR1: SIEMENS DIAGS PRODS              NO CHK DISB: N
ADDR2: 5210 PACIFIC CONCOURSE DR                D.O.: 220
ADDR3:                      FA IND:
CITY/ST/ZIP: LOS ANGELES      CA 900455544 OCR PRINT: N
DESCRIPTION:        PROMPT PAY TYPE:         CHECK TYPE: N
VOUCHER TYPE: 1 FEE CODE:           CORSPDNCE VENDOR CODE:
AGREEMENT NO:            FORCE CHECK: N DISB RUN NO: 00000
SCHD FISC YR: SCHD CATG:       SCHD TYPE:           SCHD NO:
VOUCHER DATE: 05 28 09 MANUAL ADDR CHANGE: N VOUCHER AMT:                    0.00
SCHD DATE:           FISCAL APRV:                       HOLDBACK AMT:        0.00
CLOSED DATE: 05 28 09 DISB INFO CHANGED: N                 CLOSED AMT:       0.00
BENEFICIARY:                                                 OUTST AMT:      0.00
ACCT STN: ******* SUBMIT STN: 104                        N TRANSIT AMT:      0.00
DIRECT DISB NO: JV1276                                      ADV LIQ AMT:     0.00
INTR AGCY SYMBOL:                                                LIQ AMT:    0.00
COMMENTS TO PRINT:
DISC %/DAYS/PE TERM: 0.000 / 00 / 00 ; 0.000 / 00 / 00 ; 0.000 / 00 / 00




                                              10-3
ACTION: R TABLEID: PVLT USERID: S104 AFA
            *** VOUCHER LINE INQUIRY SCREEN ***

KEY IS VENDOR CODE, TRANS CODE, VOUCHER NUMBER, TRAVEL ADV NUMBER, LINE NUMBER

VENDOR CODE: 952802182    TRANS CODE: ET    VOUCHER NO: 104JV1276
TRAVEL ADV NO:

LINE NO: 001   VENDOR INV:            VI LINE NO:
INV DATE:       LOG DATE:           ACCP/DEL DATE:
BFYS: 09       FUND: 0160A1         TRANS TYPE: 01
ADM/OFF: 10    STATION/SAT: 612              LINE AMT:    2,735.78
FCP/PRJ: 010022300 JOB NO:                CLOSED AMT:     2,735.78
COST CTR/SUB: 822300 00 BOC/SUB: 2631        DISB AMT:    2,735.78
REV SRCE/SUB:        REPT CAT:          IN TRANSIT AMT:       0.00
REF DOC NO: SO 612C91068 REF DOC LINE: 001 ADV LIQ AMT:       0.00
REF ADV NO:           REF ADV LINE:           LIQ AMT:    2,735.78
PAY ADV: ADV: OVRD ACCT:          CLSD BFYS:     CLSD FUND:
DESCRIPTION: PD607C90076                OVERRIDE OFFSET ACCT:
RELATED GBL:           QTY:    0.00        PROMPT PAY: N
DISCOUNT %/DAYS: 0.000 / 00 DISC LOST RSN CODE:     INTEREST REASON:
UNAPPLIED DEPOSIT NO:



CT 607C9007607 hit obligation SO 607C90076 (incorrect one). Line 001 is moving
expense to obligation SO 612C91068 (the correct one), which is being referenced in the
above document.




                                           10-4
ACTION: R TABLEID: PVLT USERID: S104 FSC
            *** VOUCHER LINE INQUIRY SCREEN ***
KEY IS VENDOR CODE, TRANS CODE, VOUCHER NUMBER, TRAVEL ADV NUMBER, LINE NUMBER

VENDOR CODE: 952802182     TRANS CODE: ET    VOUCHER NO: 104JV1276
TRAVEL ADV NO:

LINE NO: 002   VENDOR INV:             VI LINE NO:
INV DATE:       LOG DATE:           ACCP/DEL DATE:
BFYS: 09       FUND: 0160A1         TRANS TYPE: 01
ADM/OFF: 10    STATION/SAT: 607       LINE AMT:             -2,735.78
FCP/PRJ: 0100224V1 JOB NO:          CLOSED AMT:              -2,735.78
COST CTR/SUB: 822400 00 BOC/SUB: 2592         DISB AMT:       -2,735.78
REV SRCE/SUB:        REPT CAT:            IN TRANSIT AMT:          0.00
REF DOC NO: SO 607C90076 REF DOC LINE: 001 ADV LIQ AMT:            0.00
REF ADV NO:           REF ADV LINE:              LIQ AMT:     -2,735.78
PAY ADV: ADV: OVRD ACCT:          CLSD BFYS:      CLSD FUND:
DESCRIPTION: S/B612C91068                OVERRIDE OFFSET ACCT:
RELATED GBL:           QTY:    0.00         PROMPT PAY: N
DISCOUNT %/DAYS: 0.000 / 00 DISC LOST RSN CODE:       INTEREST REASON:
UNAPPLIED DEPOSIT NO:


Line 002 is returning funds back to SO 607C90076.




                                          10-5
THE END

				
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