ENDS AND OUTS OF RECONCILING - PowerPoint

Document Sample
ENDS AND OUTS OF RECONCILING - PowerPoint Powered By Docstoc
					FINANCIAL SERVICES
CENTER
TRAINING FACILITY
AUSTIN, TX
PRESENTS




           FSC Training Staff
           (512) 460-5059
                A/O Oct 08
WELCOME TO THE
FINANCIAL $ERVICE$ CENTER
AUSTIN, TEXAS
                              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
            Recurring Payments
Section 4                                         4-1 thru 4-28
      Payroll Transactions
Section 5                                         5-1 thru 5-46
      Travel Transactions
Section 6                                         6-1 thru 6-14
      Financial Indicator Report
Section 7                                         7-1 thru 7-11
      F911 vs Macro
Section 8                                         8-1 thru 8-10
      Annual close Memo Draft
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 Draft
                    •Annual Close and Trial Balance
                    •Journal Vouchers
                               Station‟s Journal voucher
                               FSC Journal voucher




                                                 1-2
                                         WEBSITES
http://www.va.gov/publ/direc/finance/finance.htm
              VA Directives, Handbooks, Bulletins

http://www.fsc.va.gov/fsc.index.htm
              FSC homepage

http://vaww1.va.gov/fmshome
              Under FMS User Guide, FMS guides can be accessed

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

http://vaww.fscdirect.fsc.va.gov/newsflash
              News Flash location

http://vaww.frs.aac.va.gov/logon.asp
               FRS

https://vaww.snapwebfms.aac.va.gov/
              FMS SnapShotWeb

http://austin.aac.va.gov
               EOS API for RSD reports




                                                    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- 09    MO     01       E                                   2000                        N
               DESCRIPTION MISCELLANEOUS ORDER
 02- 09    MO     01       E                           E       2099                        N
               DESCRIPTION MISCELLANEOUS ORDER
 03- 09    MO     01       E                           O       2000                        N
               DESCRIPTION MISCELLANEOUS ORDER
 04- 09    MO     01       G                                   2030                        N
               DESCRIPTION MISCELLANEOUS ORDER
 05- 09    MO     01       G                           C       2030                        N
               DESCRIPTION MISCELLANEOUS ORDER
 06- 09    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- 09 3124 310 31     N   N   N     N      N  31    Y    Y    N
          NAME: INTERNAL USE SOFTWARE-CAPITLZD SHORT: INTRNL SFTWR
 02- 09 3125 310 31     N   N   N     N      N  31    Y    Y    N
          NAME: TELECOMM EQ (DATA) PURCHASED    SHORT: TELECOMM-PUR
 03- 09 3126 310 31     N   N   N     N      N  31    N    Y    N
          NAME: FURNITURE & FIXTURES, NOT CAP   SHORT: FURN&FIX,NC
 04- 09 3127 310 31     N   N   N     N      N  31    N    Y    N
          NAME: OFFICE EQUIPMENT, NOT CAP       SHORT: OFF EQ, NC
 05- 09 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- 09 1150 110 11     Y   Y   N     N      N            11    N    Y    N
          NAME: PERFORMANCE AWARDS                        SHORT: PERFMNC AWDS
 02- 09 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:         03/23/08
    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
 -- ------ ----- -------          -----    --------     --------- ------------             ---------
 09 0151A1 08      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
 -- ------ ----- -------           -----    --------      ---------      ------------        ---------
 08 0151A1 07      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 acco unting 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
 -- ------ ----- -------        -----    --------      --------- ------------       ---------
 07 0151A1 06      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 f or 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
 -- ----- ------ -------          ---- -------       -------- --------- ------------               ----
 09 09    0160A1 480N             10   501           840100   0100401W3     2580                    47

   TRANS ID     DATE FM REF DOCUMENT     VENDOR        VENDOR INV #     AMT
 ------------- ------ -- ------------- ----------- -------------------- -----
 PV501C9131002 081006 01 SO501C91310   MISCN123456789       45549
                                                                        13.20
 PV501C9155501 081006 01 SO501C91555   MISCN123456789       45427
                                                                        10.20
 SO501C91310   081006 01               MISCN123456789
                                                                        86.90
 SO501C91310   081006 01               MISCN123456789
                                                                        -0.10
 SO501C91555   081006 01               MISCN123456789
                                                                      -100.00
 SO501C91555   081006 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
               09   501        0160A1     08                    = 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: 09      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: 3690151
     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: 09        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: 09 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: 09 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: 09 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
          DISTRI CT: 29                             COUNTY/CITY CODE: 001
  COUNTY/CITY NAME: DISTRICT OF COLUMBIA
    REST LKUP FLAG: N
                   REPORTING S TATIONS
                   ------------------
   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 = Transportati on 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- 09 2610 260 26     N   N   N     N     N              26    N    Y    N
          NAME: PROVISIONS                                 SHORT: PROVISISONS
 02- 09 2620 260 26     N   N   N     N     N              26    N    Y    N
          NAME: OFFICE SUPPLIES                            SHORT: OFF SUPPLIES
 03- 09 2621 260 26     N   N   N     N     N              26    N    Y    N   05 07 06
          NAME: TABULATING CARDS-NOT CUST PRTD             SHORT: TAB CARD-NCP
 04- 09 2622 260 26     N   N   N     N     N              26    N    Y    N
          NAME: TABULATING PAPER-NOT CUST PRTD             SHORT: TAB PAPR-NCP
 05- 09 2623 260 26     N   N   N     N     N              26    N    Y    N
          NAME: ADP RECORDING MEDIA                        SHORT: ADP RE MEDIA
 06- 09 2624 260 26     N   N   N     N     N              26    N    Y    N
          NAME: ADP SOFTWARE, PURCHASED                    SHORT: PURCH SFTWAR
 07- 09 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 Y EAR, BUDGET OBJECT CODE, SUB -OBJECT
                                                                          DEACT
       BFY    BOC SUB -OBJ           SUB -OBJECT NAME         SHORT NAME   DATE
       ----   ---- -------   ------------ ------------------ ------------ --------
 01-    09    1100   01      ADMIN PERSONNEL - NOT CLASSIFD ADMINI
 02-    09    1101   00      VCS ADMINISTRATION             VCS ADMINI
 03-    09    1101   01      ADMIN PERSONNEL - NOT CLA SSIFD ADMINI
 04-    09    1101   02      CLERICAL PERSONNEL             CLERICAL
 05-    09    1101   07      COMP SYS ANALY,PGM,KP&COMP OPR COMPUTER
 06-    09    1101   08      WAGE RATE EMPLOYEES            WAGE RA TE
 07-    09    1101   09      PURCHASE AND HIRE              PURCH&HIRE
 08-    09    1101   14      RESPIRATORY THERAPIST          RESPRTRY THP
 09-    09    1101   15      PHYSICAL THERAPIST             PHYSICAL THP
 10-    09    1101   16      OCCUPATIONAL THERAPIST         OCCUPTNL THP
 11-    09    1101   17      OTHER THERAPISTS               OTH THRPISTS
 12-    09    1101   18      DIETITIAN                      DIETETIAN
 13-    09    1101   19      DIETETIC TECHNICIAN            DIET TECH
 14-    09    1101   20      SOCIAL WORKER                  SOC WORKERS
 15-    09    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).            The Fu nd 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 *
in the Station field on the Fund Control Point/Projec t 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 dist inguish 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, cont act 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-   09   *       000012000 0020       020     00   00    000012000 N
       FCP/PRJ NAME: DISTRICT COUNSEL                    SHORT NAME: DIST COUNSL
 02-   09   *       000030000 0200       20      00   00    000030000 N
       FCP/PRJ NAME: SALARIES - VBA                      SHORT NAME: SALARY - VBA
 03-   09   *       01AA61017 01AA       861017 AA    01    01AA61017 N
       FCP/PRJ NAME: ISC-TRAVEL                          SHORT NAME: ISC-TRVL
 04-   09   *       01AB20401 01AB       820401 AB    01    01AB20401 N
       FCP/PRJ NAME: WOMEN VET COMP HLTH SALARIES        SHORT NAME: WMVET CH/SAL
 05-   09   *       010020100 0100       820100 00    01    010020100 N
       FCP/PRJ NAME: MEDICAL SUPPLIES & SERVICES         SHORT NAME: MEDICAL S&S
 06-   09   *       24GD24101 24GD       824101 GD    24    24GD24101 N
       FCP/PRJ NAME: SAL - CNHC NURSING                  SHORT NAME: SAL-CNHC NUR
 07-   09   *       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 Ce metery 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:      09 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,
        PROJEC T POST TYPE, FUND CATEGORY
                          VENDOR                                       PROMPT
          TRANS TRANS      CAT \   BUDGET    PROJECT   FUND ACCOUNTING   PAY
     FY   CODE    TYPE     T YPE    BOC     POST TYPE CAT     ENTRY ID   FLAG
     --   ----    ----    ------   ------   --------- ---- ---------- ------
 01- 09    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: 0 9  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,
        PROJEC T POST TYPE, FUND CATEGORY
                          VENDOR                                       PROMPT
          TRANS TRANS      CAT \    BUDGET   PROJECT   FUND ACCOUNTING   PAY
     FY   CODE    TYPE     T YPE     BOC    POST TYPE CAT     ENTRY ID   FLAG
     --   ----    ----    ------    ------  --------- ---- ---------- ------
 01- 09    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 NU MBER
     FISCAL YEAR: 0 9  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 P OST 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    CR      02                                          5421       N
              DESCRIPTION EMPLOYEE ADVANCE REPAY MENT

ACTION: R TABLEID: ACEN USERID: S104 FSC
ACCOUNTING ENTRIES REFERENCE DATA SCREEN
KEY IS FISCAL YEAR, ACCOUNTING ENTRY ID, SEQUENCE NUMBER
    FISCAL YEAR: 0 9  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,
        PROJEC T POST TYPE, FUND CATEGORY
                          VENDOR                                        PROMPT
          TRANS TRANS      CAT \    BUDGET    PROJECT   FUND ACCOUNTING   PAY
     FY   CODE    TYPE     T YPE     BOC     POST TYPE CAT    ENTRY ID    FLAG
     --   ----    ----    ------    ------   --------- ---- ---------- ------
 01- 09    TR      E2                                           5422       N
                DESCRIPTION EMPLOYEE ADVA NCE REPAYMENT


ACTION: R TABLEID: ACEN USERID: S104 FSC
 ACCOUNTING ENTRIES REFERENCE DATA SCREEN
 KEY IS FISCAL YEAR, ACCOUNTING ENTRY ID, SEQUENCE NUMBER
     FISCAL YEAR: 0 9  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: ....... 04/27/07
                       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: ....... 04/27/07
 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:       10/30/08
             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 FSC9K0267 REF LINE: 001 ACCP/DEL DATE:
    VENDOR INV: BOCFSC9K0267OCT1006 INV DATE: 10 14 08 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: 09          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
 -- ----- ------ -------    ---- -------    -------- --------- ------------   ----
 09 09    0160A1 1321       10   FSC        822200   0100222V1     2560        01

   TRANS ID     DATE FM REF DOCUMENT     VENDOR        VENDOR INV #      AMT
 ------------- ------ -- ------------- ----------- -------------------- -----
 PVFSC9K026701 081010 01 BDFSC90267   75257458102 BOCFSC9K0267OCT1007
                                                                      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: FSC9K0267          DOC TYPE:                  SUB STN: 104
          DOCUMENT DATE: 10 03 08          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 08     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


10/30/08 PV 03 FSC9K026701 001   09   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: 10/31/08                           FEDERAL/NON-FEDERAL REPORT AS OF 10/30/08

STN: FSC                                  BFYS: 09     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 FSC9K0267   001 0100222V1 2560                              12/14/07 10/30/08 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: 10/31/08                         FEDERAL/NON-FEDERAL REPORT AS OF 10/31/08

STN: FSC                                  BFYS: 09     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 08 220 752574581 02 PV FSC9K026701                     -1,294.89



STN: FSC                   BFYS: 09      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 08         thru MAR 08     thru MAR 08

   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 08,
    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
-- ----- ------ -------   ---- -------   -------- --------- ------------    ----
08 08    0160A1 1321      10   667       824100   010024143     2560         01

  TRANS ID     DATE FM REF DOCUMENT     VENDOR        VENDOR INV #     AMT
------------- ------ -- ------------- ----------- -------------------- -----
AD9082089     080317 06 PV689C8540201 521590951   473272S45BD6678K0419
                                                                   -1,726.56
PV689C8540201 080314 06 BD6688K0419   521590951   473272S45BD6678K0419
                                                                    1,726.56


COMMND:                   DOCID: PV 04    689C8540201              STATUS: ACCPT
 001-001 OF 002            BATID:                    SUB STN:            03/23/08
                           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 689C85402        REF LINE: 001    ACCP/DEL DATE: 03 02 08
        VENDOR INV: 473272S45BD6678K0419 INV DATE: 02 04 08        LOG DATE: 02 15 08
     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: 08                      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:            03/23/08
                           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 6688K0419        REF LINE: 001    ACCP/DEL DATE:
        VENDOR INV: 473272S45BD6678K0419 INV DATE: 01 18 08 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: 08                      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   04/27/0 8
                                 00 00 00

       INVOICE VARIA NCE 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                                             06/16/07

                     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: FSCA89002     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 06    E   840603850            2,198.12
                                           LAST BATCH NUMBER:           CLEARING ACTION:
                       02-    A                       01 04 07    S   840603850               -0.02
                                           LAST BATCH NUMBER: ER004     CLEARING ACTION:
                       03-    F    RT FSCA8900201     11 22 06    E   840603850            2,198.12
                                           LAST BATCH NUMBER:           CLEARING ACTION:
                       04-    F    RT FSCA8900201     01 04 07    M   840603850               -0.02
                                           LAST BATCH NUMBER: ER004     CLEARING ACTION:
                                                              05-



                                         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                          DOC TOTAL:
                                            TRANS NUMBER: FSC900201                  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 06   E   840603850             2,198.12
                                        LAST BATCH NUMBER:          CLEARING ACTION:
                       02- B    MO FSCA89002       01 04 07   M   840603850                -0.02
                                        LAST BATCH NUMBER: ER004    CLEARING ACTION:
                       03- F    CV FSCA8900201     12 04 06   E   840603850             2,198.10
                                        LAST BATCH NUMBER:          CLEARING ACTION:

   NOTE: MO was established for $2198.12 on 11/21/07. Receiver updated FMS on 11/22/06 for $2198.12, vendor invoiced for
$2198.10 (CV document) on 12/04/06. Station did modification of 0.02 on 01/04/07. 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 i n 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 no t 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 w ait 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 accoun t 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 ng
letters of their own prior to the actual offset. In other words, the debtor is
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 fo r 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
 that the offset did not take place, or was actually for a debt fro m 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 r apid refund. If the debtor answers no: they are charged a
fee for the rapid refund and the tax forms are sent to the banking institution that 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, no t 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
refund after the offset has been done they will receive the check and a n 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 generating the
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 p ortion, 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 "revers al" 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 T OP 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:           09/25/07

                               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 07
      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:               09/25/07

              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: 07            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:             09/25/07

                        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:          09/25/07
 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: 07           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   07
  AMENDMENT   AMT:           0.00        LAST ACTIVITY DATE:   09   24   07
    ORDERED   AMT:          17.00                BEGIN DATE:   09   24   07
     CLOSED   AMT:          17.00                  END DATE:   09   24   07
    ACCRUED   AMT:           0.00        NO CONTRACT MONTHS:
   EXPENDED   AMT:          17.00                       FOB:
OUTSTANDING   AMT:           0.00               CLOSED DATE:   09 24 07

  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)
Shortcut to: http://vaww.dmswebapps.fsc.va.gov/

Note: To protect against computer viruses, e-mail programs may prevent sending or receiving certain types of file
attachments. Check your e-mail security settings to determine how attachments are handled.


                                          DMS Application Suite
                                                             Authorized Use Only
                VA systems are intended to be used by authorized VA network users for viewing and retrieving information only; except as otherwise explicitly authorized
                   for official business and limited personal use under VA policy. Information from this system resides on and transmits through computer systems and
                 networks funded by the VA. All access or use constitutes understanding and acceptance that there is no reasonable expectation of privacy in the use of
                    Government networks or systems. All access or use of this system constitutes user understanding and acceptance of these terms and constitutes
                   unconditional consent to review and action including (but not limited to) monitoring; recording; copying; auditing; inspecting; investigating; restricting
                   access; blocking; tracking; disclosing to authorized personnel; or any other authorized actions by all authorized VA and law enforcement personnel.
                Unauthorized user attempts or acts to (1) access; upload; download; change; or delete information on this system; (2) modify this system; (3) deny access
                to this system; (4) accrue resources for unauthorized use; or (5) otherwise misuse this system are strictly prohibited. Such attempts or acts are subject to
                                                              action that may result in criminal; civil; or administrative penalties.


                                                                    Please Log In
                                                                  Username:
                                                                  Password:

                                                                                                      Login


                                                      Need Help? Try the Following Links:

                   Forgot your password?                       Forgot your userid?                   Browser Configuration Help


                                                Department of Veterans Affairs, Financial Services Center.




                                          Privacy and Security Statement      Disclaimer     Freedom of Information Act


                                         It's Important that we Incorporate Your Feedback into our Software.
                                      Please Send Any Comments or Suggestions to the ViewStar System Group

                                                                         Send Us Email!




                                                                             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: 11/15/08                     FEDERAL/NON-FEDERAL REPORT AS OF 11/15/08

   STN: 306                        BFYS: 09        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 3068FSC6933 001 013                      1132                         10/06/08 10/23/08 FEHBLWOP FEHBLWOP                           228.89
   BD 3068FSC5494 001 013                      1132                        10/06/08 11/03/08 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: 11/15/08                                      AS OF 11/15/08

             STN: 306                       FUND: 0151A1             BFY: 09       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 BD3068FSCL6933 10/06/08 10/23/08      0         228.89                                    228.89 FEHBLWOP    FEHBLWOP
   NOT DELQ BD3068FSC5494 10/06/07 11/03/08      0         595.18                                    595.18 FEHBLWOP    FEHBLWOP
         NOT DELQ                       SUBTOTAL:          824.07                                    824.07

   STN: 306       FUND: 0151A1 BFY: 09    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   523A909_ _01                  STATUS: ACCPT
     001-001 OF 002                BATID:                    SUB STN:                10/15/08
                                       RECEIVER INPUT SCREEN

      TRANS TYPE:    01 RECVD DATE: *             ACCT PRD:   *     ACTION: E SUB STN: 523
         REF DOC:    MO 523A909_ _             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: 09                     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   523A909_ _01                 STATUS: ACCPT
    002-002 OF 002              BATID:                    SUB STN:               10/15/08
                                    RECEIVER INPUT SCREEN

     TRANS TYPE:   01 RECVD DATE:              ACCT PRD:         ACTION: E SUB STN: 523
        REF DOC:   MO 523A909_ _            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: 09                    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                    523A7999901
                                RECEIVER NO:
01-      LINE NO:    001                   001
                                REF LINE NO:       TRANS TYPE: 01
            BFYS:    07                    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   523A7999902            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    523A7999902              STATUS: ACCPT
        001-001 OF 001           BATID:                     SUB STN:            08/03/07
                                 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 523A7999901     REF LINE: 001    ACCP/DEL DATE:
               VENDOR INV: WR                     INV DATE: 08 09 07     LOG DATE: 08 09 07
            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: 07                      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                    523A7999901
                               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: 07/31/08                             FEDERAL/NON-FEDERAL REPORT AS OF 07/31/08


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 STAL6000102   01HC20600 592663954        OFFICE DEPOT IN 11/13/07      260                 198.99                179.10                19.89
RT STAL7001101   01HC34300 541458884        CAPITOL BUILDIN 05/31/08      61                2,228.59             1,883.42              345.17
RT STAL7001301   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
          an MO or SO with an outstanding
     Clear
      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
                              FMS RECURRING PAYMENT (PV) INPUT TABLE (REPV):
PURPOSE: FMS developed this table to automatically create payment (PV) transactions for fixed amount
recurring payments. For example, users may enter payment data in this table such as rent payments, or
service agreements, etc., and the system will create PV transactions using that data4 this table is a feasible
alternative for making recurring monthly payments from a Service Order (SO) obligation. Authority for this
procedure is granted in GAO Title 7, section 22 which states; recurring payments for services under
agreements providing for payment of fixed amounts at regular intervals may be made without requiring the
submission of vouchers, invoices, or “bill”. If a contract is for a fixed amount plus a variable amount [such as
the rental of a copier plus a rate per copy], this table can also be used If the vendor agrees to convert the
variable portion into the fixed amount with the last payment of the contract period being an adjusted amount
to complete the purchase. A similar arrangement will also work for utilities. NOTE: Can not enter prompt pay
type for utility.
PROCEDURE: Users (Stations) can establish the obligation using IFCAP and, once established, go on-line
directly into FMS to establish the payment in the Recurring Payment Voucher Input Table (REPV). The first
payment transaction (PV) is created during the FMS nightly cycle on the calendar date entered in the “ENTRY
START DATE” field of the table. Future payments (PV‟s) are generated automatically on the lst of each month
thereafter. Stations should be aware of the payment time frame when establishing records on this table and
react accordingly. For example, if a prorated payment is due on the May 20, 2008 and a set amount due
thereafter, then the station has two choices. First, initiate a PV through IFCAP for the prorated amount and
establish a REPV record in the full amount with an “ENTRY START DATE” of 06/01/08 or establish two records
in the REPV. The first being a one time payment [frequency type of “F”] with an “ENTRY START DATE” of
„05/20/08‟and the second record established for the subsequent months [frequency type of “M”] with an
“ENTRY START DATE” of „05/01/08‟. The table records will be deleted by the system, after the final recurring
payment for the record that has been processed. The first being a one time payment [frequency type of “F”]
with an “ENTRY START DATE” of „05/20/08‟ and the second record established for the subsequent months
[frequency type of “M”] with an “ENTRY START DATE” of „06/01/08‟. The table record will be deleted by the
system after the final recurring payment for the records that has been processed.
NOTE: The Vendor Invoice Log Date [VI LOG DATE] will be the same on all PV‟s generated. To prevent interest
being paid on the second and future payments, stations MUST enter an “N” in the prompt pay type field
[meaning, subject to prompt pay with no interest]. The following format shows the appearance of this table in
FMS:

                                                     3a-PV1
                              REPV COMMANDS
                               ACTION CODES:
                            A- Adding a new record.
C- For mods and changes to the record; can only make changes in the line,
with a “C”. To make changes to the header, first do a “D” in action and enter
which should result in a message “all lines deleted”. Corrections can now be
made to the record. Once corrections are made do an “A” in action and enter,
should get a message “all lines added”.

D -To delete the record.

NOTE: When adding the original record use log date and delivery dates so
when prompt pay is calculated the pay date will not fall during a holiday period.
EXAMPLE: 11/01/08 ____ will fall due during Thanksgiving resulting in error
message “8+ days prior prompt pay”. To correct the dates, you will need to
change to a date that would fall outside of the holiday time frame like 11/10/08.




                                         3a-PV2
                                           C. Recurring Payment Vouchers

                                     Overview of Recurring Payment Vouchers

The recurring payment voucher allows you to schedule Payment Voucher documents to be automatically
generated on a regular, recurring basis, such as rent payments, utility payments, etc.

The Payment Voucher information is entered only once in the Recurring Payment Voucher Input Table (REPV),
along with starting and ending dates and an indicator controlling how often the documents should be generated.
An offline process generates the documents and adds them to the Document Suspense File (SUSF). You can then
access the documents in correction mode (C), change them if desired, and process them. Once documents were
generated to SUSF for a recurring payment, its related REPV entries cannot be modified. Necessary changes can
be applied to the generated documents in SUSF before they are processed. (Note: An override level may be applied
to the generated documents based on a user-defined parameter established in member PMAPREPV).

The Recurring Payment Voucher Input Table is keyed by Payment Voucher number and line number, and during
                                                               ,
reference table data entry, the data is validated to a limited extent. Codes are validated against the entry start date
and fiscal year; however, no checks are made against Budget Execution Tables. That type of validation occurs
when the documents are added to the Document Suspense File (SUSF) and are processed by the Payment Voucher
document processor.
• When coding the Recurring Payment Voucher Input Table, you may not know the exact line amount when the
recurring information is being entered. You can leave the Amount field blank. If you do, the system places the
words FILL-IN in this field to serve as a reminder that an amount is still required. You may enter the real amount in
this field later, or wait until the document has been added to the Document Suspense File (SUSF) and change it
there. This table also allows you to enter incomplete previous document references. For example, if you enter the
referenced Purchase Order document number without the line number, the reference can be completed either in
the Recurring Payment Voucher Input Table or in the Document Suspense File (SUSF). The Frequency Type field
indicates how often the document should be generated, as follows:

F - A one-time future document
M - Monthly document
B - Bi-monthly document (every other month)
Q - Quarterly document
A - Annual document                                         3a-PV3
2.        General Information About Recurring Payment Vouchers
     a.     Recurring Payment Voucher Selection

A recurring payment voucher will be selected from the Recurring Payment Voucher Input Table
(REPV), if the offline process date is between the table start and end dates, and the latest date
on the table is blank or great enough to meet the frequency type criteria. For example, assume
the table start date is January 1, 2008 and the table end date is December 31, 2008. Also,
                                                  ,
assume the frequency type is M for monthly. If the offline processes are first run on January 1,
2008, the recurring payment voucher will be selected for the first time and the latest date will be
set to FMS USERS GUIDE: Accounts Payable AP-76 CONTENT REVISION DRAFT May 1,
2008. That payment voucher will not be selected again until the offline process date is greater
than or equal to June 1, 2008 (the next accounting month). Recurring Payment Voucher Input
Table entries are deleted if the end date is less than or equal to the offline process date, or the
frequency type is F for one-time generation. In the example, the REPV entry would be deleted,
when the offline process date was greater than or equal to May 31, 2008.




                                               3a-PV3a
b. Document IDs

The recurring payment vouchers are not batched. The document ID generated by the
system is:

• Transaction Code. The transaction code that applies to the Recurring Payment Voucher.
  The Transaction Code must have a Transaction Category of PV in the Transaction
  Category Table (TCAT).

• Submitting Administration/Staff Office. The submitting administration/staff office from the
  Recurring Payment Voucher Input Table (REPV) entry.
                                               ,
• Document Number. The Payment Voucher number from the Recurring Payment Voucher
  Input Table (REPV) entry (9 digits) followed by the to-date month from the document’s
  Date table entry. Blanks are replaced by zeros.

When the documents are created, they are placed in the Document Suspense File (SUSF)
and are either scheduled for offline processing or entered as held depending on the
scheduling type, as described below.

FMS USERS GUIDE: Accounts Payable AP.77 CONTENT REVISION DRAFT



                                              3a-PV4
RECURRING PAYMENT VOUCHER INPUT TABLE
ACTION: . TABLEID: REPV USERID: .... ....
RECURRING PAYMENT VOUCHER DATA ENTRY SCREEN


TRANS CODE: .. PV NUM: .........         SUBM A/O: .... FREQ TYPE: . DO: ....
ENTRY START DATE: .. .. .. ENTRY END DATE: .. .. ..               LATEST DATE: .. .. ..
VENDOR CODE: ......... .. TR TYPE: .. VCHR TYPE: .                   FA IND: .
AGREEMENT NUMBER: ...............             PRINT FLAG: .       CHECK TYPE: .
SCHEDULING TYPE: .                  PROMPT PAY TYPE: .
      DISC %: ...... DAYS: .. P/E TERM: .. AMT: ........
      DISC %: ...... DAYS: .. P/E TERM: .. AMT: ........               ,
      DISC %: ...... DAYS: .. P/E TERM: .. AMT: ........


LINE NO: ... REF DOC NO: .. ...........               REF DOC LINE: ...
VENDOR INV #/LINE: .................... ...     VENDOR INVOICE DATE: .. .. ..
 TRANS TYPE: .. BFY: .. .. FUND: ......                 STATION/SAT: ....... ..
COST CTR/SUB: ....... .. FCP/PRJ: .........                BOC/SUB: .... ..
 JOB NUMBER: ........ REPT CATG: ....                      GL ACCOUNT: ....
REV SRCE/SUB: .... ..       LINE TYPE: . DESCR: ..............................
  QUANTITY: .........      AMOUNT: ...............   I/D: . P/F: .
ADVANCE FLAG: .            VI LOG DATE: .. .. ..          ACCP/DEL DATE: .. .. ..
                                                                      3a-PV5
RECURRING PAYMENT VOUCHER DOCUMENT CODING INSTRUCTIONS
1. TRANS CODE
 Required. Enter the transaction code that applies to the recurring payment voucher that is being created. The
transaction code entered must have a transaction category of PV in the Transaction Category Table (TCAT).
2. PV NUM
 Required. Enter an alphanumeric identifier for this Payment Voucher document. This is a key to the Recurring
Payment Voucher Input Table (REPV) and must therefore be unique. It becomes the first 9 digits of the document
number on the generated documents. The last 2 digits are added when the Payment Voucher is generated. They are
the month from the to- date parameter.
3. SUBMA/O
 Required. Enter the code that you want to have as the administration/staff office in the document ID of the generated
document. This administration/staff office must be valid for the entry start date’s year.
4. FREQ TYPE
                                                           ,
Required. This field describes how often the document should be generated and added to the Document Suspense
File (SUSF). Valid codes are:
F - One-time future document. The documents are generated once, on or after the entry start date.
M - Monthly. The document is generated once a month, starting on or after the entry start date, and ending on the
entry end date.
B - Bimonthly. The document is generated once every two months, between the starting and ending dates.
Q - Quarterly. The document is generated once a quarter, between the starting and ending dates.
A - Annually. The document is generated once a year, between the starting. and
ending dates.
5. DO
Required. Enter the code for the Treasury disbursing office responsible for generating payment for the voucher.
USERS GUIDE: Accounts Payable AP-79 CONTENT REVISION DRAFT




                                                        3a-PV6
6. ENTRY START DATE
Required. Enter in MMDDYY format the calendar date on which documents should start being generated.
7. ENTRY END DATE
 Required when frequency type is M, B, or Q. Must be blank when frequency type is F. Enter in MMDDYY format the
calendar date on which documents should cease being generated.
8. LATEST DATE
System-maintained. The system updates this field with the last date on which a document is generated. Once filled, the lines
for the recurring document cannot be changed in this table.
The generated documents have accounting periods as follows:
1. If the current accounting period and budget fiscal years parameters are provided in the Dates Table (DATE) entry for the
offline jobs, those values are used on the generated documents.
2. If the Dates Table (DATE) parameters are blank, those fields are blank on the generated documents, and are inferred
from the document date by the Payment Voucher document processor. The document date on the generated documents is
the date the job was run (run date).
PARAMETERS FOR RECURRING PAYMENT VOUCHERS
Program ID REPV                                                ,
To-Date Required. The date on which selection is
based. This is also known as the offline- process date.
Budget Fiscal Years Optional. The budget fiscal years that you
want on the generated documents.
Current Accounting Period Optional. The accounting period and fiscal
year that you want on the generated documents. If left blank, it is inferred from
the document date (which is the run date).
9. VENDOR CODE
 Required if the Vendor Control Option in the System Control Options Table (SOPT) is Y for the entry start year.
USERS GUIDE: Accounts Payable AP-81 CONTENT REVISION DRAFT




                                                            3a-PV7
10. TR TYPE
Required. Enter the transaction type code that corresponds to the payment voucher that is being created.
11. VCHR TYPE
 Required. Enter the voucher type code that corresponds to the payment voucher that is being created.
12. FA IND
Optional. If entered, it must be F
13. AGREEMENT NUMBER
Optional. Enter if this payment will be for a refund of a previous collection against a customer agreement. The agreement
number should match the agreement number of the over- collection. If the SOPT Job Cost option is Y, the agreement number
will be edited against the Customer Agreement Header Table (CAHT).
14. PRINT FLAG
Optional. Enter a Y if the voucher is to be paid manually.
15. CHECK TYPE
                                                                   ,
Optional. Enter a Y if the check will be picked up by the vendor. Enter an S if the check will be held for additional stuffing. Enter a
B if the check will be both picked up and stuffed. Leave blank if no special treatment is required before the check is mailed.
16. SCHEDULING TYPE
Required. This field describes how the document should be scheduled when added to the Document Suspense File (SUSF).
Valid types are:
0 - Document scheduled for offline processing H - Document scheduled for hold.
17. PROMPT PAY TYPE
Optional. Enter the prompt pay type that will be associated with the voucher if the voucher is subject to prompt pay. If not,
entered and a receiver is referenced, it will default to the prompt pay type on the referenced receiver. If not entered on a
referenced receiver, it will default to the prompt pay type on the Vendor Table (VEND). If no default is found on VEND, the
system default from the Disbursing Options Table (DOPT) will be used. This field must be blank if the voucher is not subject to
prompt pay. If entered, this field must be valid on the Prompt Pay Table (PPAY). This field may not be changed by a MODIFY
document.
FMS USERS GUIDE: Accounts Payable AP.82 CONTENT REVISION DRAFT



                                                                 3a-PV8
18. DISC%/DAYS/P/ETERM/AMT
Optional. Enter the discount terms associated with the voucher. Enter the discount percent (use whole percents with
three decimal places, e.g., 99.999) or discount amount (used to compute the discount percent) and the number of
discount days or the PROX/EOM discount term days for each set of discount terms. The discount terms will apply to
all document lines.
19. LINE NO
Required. Enter a unique number to identify each line in the document. Three digits must be entered, i.e., enter 001,
not 1.
20. REF DOC NO, REF DOC LINE
Optional. An incomplete reference may be entered, i.e., only the code, or only the code and number. The reference
will have to be completed later, either in this table or in the document database.
21. VENDOR INV #/LINE / VENDOR INVOICE DATE
Optional. May be entered, if known.
22. TRANS TYPE
Optional. Enter the transaction type for this PV.
23. BFY
                                                                ,
Optional. Enter the budget fiscal year(s) that applies to this PV.
24. FUND
Required. Enter the fund that is responsible for payment of the PV.
25. STATION/SAT
Optional. Enter the code for the station (and satellite station) responsible for this PV. If the FCP/Project is entered,
then the station code must also be entered.
26. COST CTR/SUB
Optional. Enter the code for the cost center (and sub cost center) responsible for paying this PV.
27. FCP/PRJ
Optional. Enter the code for the program under which this PV is generated. The FCP/Project, in conjunction with the
station code, must be valid in the FCP/Project Table (PGMT). If the
FMS USERS GUIOE: Accounts Payable AP-84 CONTENT REVISION DRAFT




                                                           3a-PV9
FCP/Project has a Construction Project indicator of Y on the Fund Control Point/Project Table
(PGMT), it must also have an open status on the Status of Project Table (STAP).
28. BOC/SUB
Either object, revenue source, or GL account must be entered. For sub object, the code must be valid
within object.
29. JOB NUMBER
Optional.
30. REPTCATG
Optional. Enter the code of the reporting category for this line.
31. GLACCOUNT
Either object, revenue source, or GL account must be entered.
32. REV SRCE/SUB
Either object, revenue source or GL account must be entered. If sub-source is entered, must be valid
within revenue source.
33. LINE TYPE                                         ,
Optional. Enter H if the line refers to a contract holdback amount, N, if the line refers to a normal
payment amount. Defaults to normal payment line.
34. DESCR
Optional. Enter a description for this PV line.
35. QUANTITY
Optional. Enter the number of units being purchased with this PV.
36. AMOUNT
Optional. If entered, must be numeric, with an optional decimal point. Two digits must be
entered for cents. For example, $25.00 may be coded as “25.00” or “2500”. If left blank, the system
will supply the words “FILL-IN”.
37. l/D
FMS USERS GUIDE: Accounts Payable AP-85 CONTENT REVISION DIWT

                                                3a-PV10
Optional. Valid values are I or D, for increase or decrease.
38. P/F
Must be blank if all three reference transaction fields are blank. Otherwise
optional. Enter P or F, for partial or final clearing against the referenced
transaction.
39. ADVANCE FLAG
Optional. If appropriate, code the following:
N - Non Advance
A - Advance
40. VI LOG DATE
                                              ,
Optional. Enter Vendor Invoice Date if voucher tracking is not used. This date is
used in scheduling vouchers for payment.
41. ACCP/DEL DATE
Optional. Enter the cceptance/De1ivey Date that applies to the recurring payment
voucher. The date must be valid on the Calendar Date Table (CLDT).
Note: When FMS processes the payment transaction, if the Trigger Date Flag for
the prompt pay type (inferred from either VENDo r DOPT) is L or D, this field will
be required for the transaction to process. If the Trigger Date Flag for the prompt
pay type is I, this field will not be required.
FMS USERS GUIDE: Accounts payable AP-86 CONTENT REVISION DRAFT

                                        3a-PV11
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- 09   PR      02                                          9615        N
                DESCRIPTION PAYROLL EXPENDITURE
 01- 09   PR      04                                   S      9617       N
                DESCRIPTION PAYROLL ALLOTMENT
 01- 09   UE      01                                          9604       N
                DESCRIPTION PAYROLL COST - RETIREMENT
 01- 09   UE      02                                          9605       N
                DESCRIPTION PAYROLL COST -HEALTH INSURANCE
 01- 09   UE      03                                          9606        N
               DESCRIPTION PAYROLL COST - LIFE INSURANCE
 01- 09   BD      20       E                                  0037       N
                DESCRIPTION RECEIVABLE - PAYROLL




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

*******************************************************************************
*                          PAGE 1 OF 2                         11/01/07       *
*                                                                             *
* SUBJECT: AVAILABILITY OF FMS FOR THE MONTH OF NOVEMBER 2007                 *
*                                                                             *
* FMS AVAILABILITY FOR THE ACCOUNTING MONTH OF NOVEMBER 2007 IS AS FOLLOWS:   *
*                                                                             *
* 11/01/07    FMS MAY BE LATE DUE TO EOM CYCLE PROCESSING                     *
* 11/02/07    PAYROLL INPUT TO FMS FOR PP 21                                  *
* 11/02-03/07 NORMAL ON-LINE AVAILABILITY - 6:00AM - 7:30PM                   *
* 11/04/07    NORMAL ON-LINE AVAILABILITY - 6:00AM - 11:45PM                  *
* 11/05-10/07 NORMAL ON-LINE AVAILABILITY - 6:00AM - 7:30PM                   *
* 11/11/07    NORMAL ON-LINE AVAILABILITY - 6:00AM - 11:45PM                  *
* 11/16/07    PAYROLL INPUT TO FMS FOR PP 22                                  *
* 11/12-17/07 NORMAL ON-LINE AVAILABILITY - 6:00AM - 7:30AM                   *
* 11/18/07    NORMAL ON-LINE AVAILABILITY - 6:00AM - 11:45PM                  *
*                                                                             *
*                           -CONTI-                                           *
*******************************************************************************
Dept BB# 0001 Updated on: 11/01/07 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                          11/03/06     *
*                                                                             *
* 11/19-24/07 NORMAL ON-LINE AVAILABILITY - 6:00AM - 7:30PM                   *
* 11/25/07    NORMAL ON-LINE AVAILABILITY - 6:00AM - 11:45PM                  *
* 11/27/07    NOVEMBER PAYROLL ACCRUAL (10 DAYS) TO FMS                       *
* 11/26-30/07 NORMAL ON-LINE AVAILABILITY - 6:00AM - 7:30PM                   *
* 11/30/07    BEGIN NOVEMBER *EOM CYCLE AT 7:30PM                             *
* 12/01/07    **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: 11/01/07 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- 09    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:          10/06/08

                       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:           10/06/08
 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




                                                         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:           10/06/08

                       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: ACCPT
 001-001 OF 005          BATID:                   SUB STN:           10/06/08
 01-
     LINE: 001 TRANS TYPE: 02    EXP/REV/GL/BG:                 A/O:
     BFYS: 09        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
THIS MEMORANDUM IS ROUTED TO STATION, ACCOUNTING 04
        Department of                                                                                                                  Memorandum
        Veterans Affairs

  Date: October 01, 2008



 From: Chief Nationwide Accounting Section (0474B)

  Subj: Payroll Rejects

   To: Fiscal Officer     540

       1. The FSC Financial Reports Sect ion (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 va rious 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 f    or 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. Stat       ion 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                                          Trial Balance Accountant
VISNs: 1, 7, 9, 16, 17, 19                                 Primary: Anita Aleman (512) 460 -5176
Area Office: Central, Eastern                              Alternate: Sue Simpson (512) 460 -5042
Other Stations: 101, 102,104, 785
VISNs: 2, 4, 5, 8, 10, 11, 12, 20, 99                      Primary: Sandra Gibson (512) 460 -5012
Other Stations: 705, 774, 775, 786, 787,                   Alternate: Freda Hill -Terry (512) 460 -5322
788, 789, 790, 79 1, 793, 794, 795, 796,
797, 799
VISNs: 3, 6, 15, 18, 21, 22, 23                            Primary: Brenda Burton (512) 460 -5308
Area Office: Southern, Western                             Alternate: Freda Hill -Terry (512) 460 -5322
Other Stations: 200, 201, 203, 282, 283,
284, 285, 389
Supervisor                                                 Crystal Russell (512) 460 -5135


       /s/                                                                           4-12
       Crystal Russell
     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- 09   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 sparin gly)                                                                      - or -
                                                                                   Record an expenditure refund out of suspense
                                                                                   or PFOP
                                                                                              - or -
                                                                                   Record transfer of cash receipts (Transferring
                                                                                   Station)

[3.]    Entering/Modifying/Canceling A n               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 Stan dard                 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:            11/02/08
01-
    LINE: 001 TRANS TYPE: 56     EXP/REV/GL/BG:                  A/O: 10
    BFYS: 09        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:          11/02/08
 01-
     LINE: 002 TRANS TYPE: 56    EXP/REV/GL/BG:                A/O: 10
     BFYS: 09       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 how to:

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


            [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.


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




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

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

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

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

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

        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 Documen t (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 obligat ions, 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 depreciation amount 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   436TP816148   ACCPT 00000 081027 S104AFA
02-      .   .   .      UE 04   573TP816143   ACCPT 00000 081027 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 benefi ts, 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 p ension 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 employe es 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) tha t 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   071118   OFF-LINE
 02-        BD   04   FEH20E   BD   04   1018BUC9491   ACCPT   00000   071020   FEHLWOP
 03-        BD   04   FEH20E   BD   04   1018FIN6585   ACCPT   00000   071020   FEHLWOP
 04-        BD   04   FEH20E   BD   04   1018JOH8803   ACCPT   00000   071020   FEHLWOP
 05-        BD   04   FEH20E   BD   04   1018KRE1606   ACCPT   00000   071020   FEHLWOP
 06-        BD   04   FEH20E   BD   04   1018LEC4940   ACCPT   00000   071030   S104RMJ
 08-        BD   04   FEH20E   BD   04   1018LOC3216   ACCPT   00000   071020   FEHLWOP
 08-        BD   04   FEH20E   BD   04   1018MAR0223   ACCPT   00000   071020   FEHLWOP
 09-        BD   04   FEH20E   BD   04   1018PEN8265   ACCPT   00000   071020   FEHLWOP    Federal Employee Health Leave Without
 10-        BD   04   FEH20E   BD   04   1018PET5815   ACCPT   00000   071020   FEHLWOP                    Pay
 11-        BD   04   FEH20E   BD   04   1018TRA1408   ACCPT   00000   071020   FEHLWOP
 12-        BD   04   FEH20E   BD   04   1040TAT5433   ACCPT   00000   071020   FEHLWOP
 13-        BD   04   FEH20E   BD   04   2848ALB3554   ACCPT   00000   071020   FEHLWOP
 14-        BD   04   FEH20E   BD   04   3138JOH4048   ACCPT   00000   071020   FEHLWOP
 02-        BD   04   FEH20E   BD   04   5018CHA9561   ACCPT   00000   071020   FEHLWOP
 03-        BD   04   FEH20E   BD   04   5018DIL8809   ACCPT   00000   071020   FEHLWOP
 04-        BD   04   FEH20E   BD   04   5018MAC9569   ACCPT   00000   071020   FEHLWOP
 05-        BD   04   FEH20E   BD   04   5018NEW6602   ACCPT   00000   071020   FEHLWOP
 06-        BD   04   FEH20E   BD   04   5028HAR8891   ACCPT   00000   071020   FEHLWOP
 08-        BD   04   FEH20E   BD   04   5028HAW6650   ACCPT   00000   071020   FEHLWOP
 08-        BD   04   FEH20E   BD   04   5028HAY5002   ACCPT   00000   071020   FEHLWOP
 09-        BD   04   FEH20E   BD   04   5028HIC8001   ACCPT   00000   071020   FEHLWOP
 10-        BD   04   FEH20E   BD   04   5028LAV2355   ACCPT   00000   071020   FEHLWOP
 11-        BD   04   FEH20E   BD   04   5028NEE2388   ACCPT   00000   071020   FEHLWOP
 12-        BD   04   FEH20E   BD   04   5028ROB0940   ACCPT   00000   071020   FEHLWOP
 13-        BD   04   FEH20E   BD   04   5028SCH8888   ACCPT   00000   071020   FEHLWOP
 14-        BD   04   FEH20E   BD   04   5068KAZ8356   ACCPT   00000   071020   FEHLWOP




                                                                       4-27
                           FMS BD FEH20E
COMMND:                  DOCID: BD 04    3018PRA5950            STATUS: ACCPT
001-001 OF 001           BATID: BD 04    FEH05E    SUB STN:          10/20/08
01-
           LINE: 001               BFYS: 09                  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- 09 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-    09    1132   01    ADMIN PERSONNEL - NOT CLASSIFD ADMINI
02-    09    1132   02    CLERICAL PERSONNEL             CLERICAL
03-    09    1132   07 COMP SYS ANALY,PGM,KP&COMP OPR    COMPUTER
04-    09    1132   08    WAGE RATE EMPLOYEES            WAGE RATE
05-    09    1132   09    PURCHASE AND HIRE              PURCH&HIRE
06-    09    1132   14    RESPIRATORY THERAPIST          RESPRTRY THP
07-    09    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
 REPORT ID: RTAVGLV                              *** DEPT OF VETERANS AFFAIRS (FMS) ***          PAGE:     1
  RSD FORM: F854                            VERIFICATION OF GENERAL LEDGER BALANCES - EMPLOYEE   TIME: 23:40
  RUN DATE: 09/30/08                               TRAVEL ADVANCE REPORT AS OF 09/30/08

OUT-OF-BALANCE SUMMARY

STATION   FUND     BFYS     DIFFERENCE
-------   ------   -----   -------------------
103       0151A1   07                -4,143.84
321       0151A1   08                  -366.36
516       0160A1   08                      0.10
520       0160X4   94                  -241.51
520       0152A1   05                   -25.00
520       0160A1   07                   -25.00
521       4014C    08                   212.85
537       0160A1   07                 1,000.00
561       0152A1   07                  -900.00
573       0160A1   08                    96.38
573       0162A1   08                   -96.38
578       0160A1   07                -1,000.00
580       0152A1   08                   998.00
580       0160A1   08                 2,400.05
629       0152A1   06                 1,099.98
629       0152A1   07                -1,096.58
629       0160A1   07                   420.00
629       0160A1   08                 1,114.21
657       0160A1   08                   450.00
689       8180S    94                -1,283.96
785       4014C    06                 6,408.72
785       4014C    07                 2,446.05
785       4014C    08                 6,817.22
785C      4014C    03                   290.41
785C      4014C    04                   979.13
785C      4014C    05                 1,709.36
785C      4014C    06                -3,119.23
785C      4014C    07                -8,724.55
785C      4014C    08               -12,042.74
788       0129A1   08                    -850.00




                                                                         5-7
                   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.




                              5-8
                                        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: 11/30/06                              TRAVEL ADVANCE REPORT AS OF 11/30/06
STN: 564                                BFYS: 05             FUND: 0160A1
     FAYETTEVILLE AR            VAMC                               MEDICAL SERVICES - LMT1
                                                TRAV
ADV #    TRAVEL ORDER     DOCUMENT ID     LINE TYPE DATE        EMPLOYEE CODE NAME                         AMOUNT
------   --------------   -------------- ---- ---- -------- ------------- ------------------------------   -------------------
TT6011   TO 564T60503     IF 564T60503    001   TDY   10/19/05 DOEJ            Jane Doe                               2,540.00
TT6011   TO 564T60503     TV 564T6050301 001    TDY   10/19/05 DOEJ            Jane Doe                              -1,745.03
TT6011   TO 564T60503     TV 564T6050302 001    TDY   11/21/05 DOEJ            Jane Doe                              -1,449.92
TT6011   TO 564T60503     TV 564T6050303 001    TDY   11/21/05 DOEJ            Jane Doe                              -1,345.05
TT6011   TO 564T60503     TV 564T6050304 001    TDY   12/08/05 DOEJ            Jane Doe                              -1,229.10
TT6011   TO 564T60503     TV 564T6050305 001    TDY   12/19/05 DOEJ            Jane Doe                                -770.90
TT6011   TO 564T60503     TV 564T6050307 001    TDY   01/18/06 DOEJ            Jane Doe                                -500.00
TT6011   TO 564T60503     TV 564T6050309 001    TDY   02/16/06 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




                                                                            5-9
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: 11/30/06                              TRAVEL ADVANCE REPORT AS OF 11/30/06
STN: 564                                BFYS: 06             FUND: 0160A1
     FAYETTEVILLE AR            VAMC                               MEDICAL SERVICES - LMT1
                                                TRAV
ADV #    TRAVEL ORDER     DOCUMENT ID     LINE TYPE DATE        EMPLOYEE CODE NAME                         AMOUNT
------   --------------   -------------- ---- ---- -------- ------------- ------------------------------   -------------------
TT6011   TO 564T60503     TO 564T60503          TDY   03/01/06 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      564T60503 LINE 001 I indicator for BFYS: 05 Fund: 0160A1                             5,675.00
IF 04      564T60503 LINE 002 D indicator for BFYS: 06 Fund: 0160A1                             5,675.00

THIS HAPPENS BOTH FOR PCS AND TDY TRAVEL.




                                                                               5-10
This obligation WITH      US B ank ADVANCE and expenditure that cause      d an out of balance on the
F854 report.

COMMND:                 DOCID: TO 10   636T      90001               STATUS: ACCPT
                         BATID:                    SUB STN:                   10/18/ 08
                           TRAVEL ORDER INPUT SCREEN
  TRANS TYPE: 01 TRAVEL ORDER DATE:            ACCT PRD:       ACTION:
 TRAVEL TYPE: TDY BEG DATE:     10 21 08 END DATE: 10 25 08         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      6T90001               STATUS: ACCPT
 001 -001 OF 001            BATID:                     SUB STN:                   10/18/08
 01 -
              LINE:   001            BFYS: 0      9          FUND: 01 60A1
       STATION/SAT:   63 6       /   FCP/PRJ:    030042116     JOB NO:
      COST CTR/SUB:      824100 /     BOC/SUB: 210 3 /     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: 09                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:




                                                         5-11
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: 636T 90001    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 08   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, VO UCHER NUMBER, TRAVEL ADV NUMBER, LINE NUMBER

  VENDOR CODE: 310841368     TRANS CODE: CB      VOUCHER NO: 636 8291C004
  TRAVEL ADV NO:

       LINE NO: 001      VENDOR INV: 05725                  VI LINE NO:
      INV DATE: 10 18 08 LOG DATE: 10 18 08           ACCP/DEL DATE:
          BFYS: 0 9           FUND: 0160A1                 TRANS TYPE: 01
       ADM/OFF: 10      STATION/SAT: 636             LINE AMT:             288.00
       FCP/PRJ:              JOB NO:               CLOSED AMT:             288.0 0
  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 RMJ
                  *** ADVANCE CROSS REFERENCE INQUIRY SCREEN **
 KEY IS TRANS ID, LINE NUMBER, VENDOR CODE, REF ADV/OBL ID, REF VENDOR CODE, REF
 TRANS ID, ACC EPT DATE, DOC ACTION

TRANS CODE: CB TRANS NUMBER: 636 8291C004 ADV TOTAL:               288.00
                LINE NUMBE R: 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 08 E             288.00
      REF VENDOR CODE:            CLEAR ACT:


STATION OFFSET CB ADVANCE WITH TR 15 (I).




                                                5-14
01-       .   .   .         TR 10     6368291C004   ACCPT 00000 071103 S636FSC

COMMND:                     DOCID: TR 10     636 8291C004             STATUS: ACCPT
                             BATID:                     SUB STN:            10/03/08

                               CASH RECEIPT INPUT SCREEN

   BATCH DATE:                  NUM DOC S:                   NET:

      CR DATE:                 ACCTG PRD:             ACTION:       SUB STN: 636
   TRANS TYPE: 15                   BFYS:                FUND:
    CASH ACCT:                        DEP NUMBER: 636 8291C004      DOC TYPE:
    BILL FUND:                         DOC TOTAL: 288.00
  DISB OFFICE: 220             ACCOMPLISHED DATE: 10 03 08
      REF DOC:

    COMMND:                       DOCID: TR 10   636 8291C004            STATUS: ACCPT
001-001 OF 001                 BATID:                    SUB STN:          1 0/03/08
01-
             LINE:    001   REF TC: CB     REF DOC NO: 636 8291C004 REF LINE: 001
       TRANS TYPE:                     BFYS: 09               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 636T 90001




                                                      5-15
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, ACC EPT DATE, DOC ACTION

TRANS CODE: CB TRANS NUMBER: 636 8291C004 ADV TOTAL:             288.00
                LINE NUMBE R: 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 08 E              288.00
      REF VENDOR CODE:             CLEAR ACT:
02-                      TR 636 8291C004 001 11 03 08   E            -288.00




                                              5-16
01-       .   .   .          IF 10    636 8291C004    ACCPT 00000 081103 S636FSC

COMMND:                      DOCID: IF 10     636 8291C004              STATUS: ACCPT
                              BATID:                     SUB STN:            1 0/03/08

                              IMPREST FUND INPUT SCREEN

          BATCH DATE:                NU M DOCS:             NET:


TRANS TYPE: 04 IF DATE:                  ACCT PRD:          ACTION:   SUB STN: 636
      BFYS:        FUND:                      D.O.:        COMMENT:
   CASHIER: AC6360002                  PRD COVERED:   FROM 10 20 0 8 TO 10 20 0 8
       AMT: 288.00                    CASHIER NAME:   VAMC AGENT CASHI ER
   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        636 8291C004           STATUS: ACCPT
001-001 OF 001                BATID:                        SUB STN:         1 0/03/08
01-
            LINE:     0 01       TRANS TYPE:               BFYS:           FUND: 0162A1
     STATION/SAT:     636       A6  FCP/PRJ:            JOB NO:
    COST CTR/SUB:                   BOC/SUB:         REPT CATG:
      GL ACCOUNT:                CLS D BFYS:          CLSD FUND:
           PAYEE:     VETERANSFSCJ         NAME: FSC J VETERANS
           DESCR:     TRAVEL ADVANCE
       TRVL TYPE:     TDY ADV NO: 02       TR VL END DATE: 10 21 0 8      TRVL PURP: X
           MILES:              COST:            LINE AMT: 288.00              I/D:
      REF DOC ID:     TO 636T 90001     LINE:     LIQ AMT:                     P/F:



                                                     5-17
COMMND:                 DOCID: TV 10   636T 9000101             STATUS: ACCPT
                        BATID:                   SUB STN:            10/02/08
                         TRAVEL VOUCHER INPUT SCREEN

TRANS TYPE: 01 TV DATE:              ACCT PRD:        ACTION:    SUB STN: 636
   REF DOC: TO 636T 90001   P/F:          BFYS: 0 9      FUND: 016 0A1
 EMPL CODE: VETERANSFSCJ                  NAME: FSC J VETERANS
  HOME STN: 636                         ADDR1: P.O.BOX 1234
  BEG DATE: 10 03 08                     ADDR2:
  END DATE: 10 07 08                     CITY/S T/ZIP: TEXAS CITY         TX 99999
        EXCEPTION:            0.00 I/D:      EXC CODE:
   TOTAL VERIFIED: 930.84                         WTA:             0.00
      TAX WITHHLD:                  I/D:     UNAPPLIED DEPO SIT 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 636T 90001    02    288.00                             288.00


A--*HS60-DOCUMENT MARKED FOR READ ONLY




                                               5-18
COMMND:                     DOCID: TV 10   636T 9000101          STATUS: ACCPT
 001-001 OF 001              BATID:                   SUB STN:         10/02/08
 01-
             LIN E:   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:    09               FUND: 0160A1
      STATION/SAT:    636      /     FCP/PRJ: 030042116           JOB NO:
     COST CTR/SUB:    824100   /     BOC/SUB: 2103 /          REPT CATG:
                                   CLSD BFYS:                 CLSD FUND:




                                                   5-19
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 636T 80001
01-
    ADV NUM: 02     DOC ID: IF 636 8291C004 LINE NUM: 001 CHECK ADDRESS CODE:
    TRNS DATE: 10 11 08   PRINT CK:    CHCK ADDR: P.O. BOX 1234
     LAST MOD: 10 11 08 PICK UP CK:    SCAT: A
    TRNS TYPE: 04    NO CHECK DISB : Y SFY:     TEXAS CITY         TX 99999
    DISB OFFC: 220 SCHEDULE NUMBER:              BUDGET FYS: 0 9     FUND: 016 2A1
    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 636T 9000101 LINE NUM: 001 CHECK ADDRESS CODE:
    TRNS DATE: 10 11 08   PRINT CK:    CHCK ADDR: P.O. BOX 123 4
     LAST MOD: 10 11 08 PICK UP CK:    SCAT:
    TRNS TYPE: 02    NO CHECK DISB:   SFY:      TEXAS CITY         TX 99999
    DISB OFFC:      SCHEDULE NUMBER:             BUDGET FYS: 0 9     FUND: 0 160A1
    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




                                                 5-20
THIS IS A SCREEN SHOT OF THE TWO LINE IF 04 NO CHECK


COMMND:                 DOCID: IF 10   636 T9000102           STATUS: ACCPT
                         BATID:                   SUB STN:          10/03/08

                        IMPREST FUND INPUT SCREEN

          BATCH DATE:        NUM DOCS:         NET:


TRANS TYPE: 04 IF DATE:            ACCT PRD:       ACTION:   SUB S TN: 636
      BFYS:        FUND:               D.O.:      COMMENT:
   CASHIER: AC6360002           PRD COVERED: FROM 10 03 08 TO 10 03 08
       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:




                                                    5-21
COMMND:                      DOCID: IF 10   636 T9000102          STATUS: ACCPT
 001-001 OF 001               BATID:                   SUB STN:         10/03/08
 01-
             L INE:   001        TRANS TYPE:               BFYS:       FUND: 016 0A1
      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 08   TRVL PURP: X
            MILES:             COST:            LINE AMT: 288.00           I/D:
       REF DOC ID:    TO 636T 90001     LINE:     LIQ AMT:                  P/F:


             LINE:    00 2       TRANS TYPE:               BFYS:       FUND: 016 2A1
      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 08     TRVL PURP: X
            MILES:             COST:            LINE AMT: 288.00           I/D: D
       REF DOC ID:    TO 636T 90001     LINE:     LIQ AMT:                  P/F:




                                                   5-22
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 636T 90001
01-
    ADV NUM: 02     DOC ID: IF 636 8291C004 LINE NUM: 001 CHECK ADDRESS CODE:
    TRNS DATE: 10 11 08   PRINT CK:    CHCK ADDR: P.O. BOX 1234
     LAST MOD: 10 11 08 PICK UP CK:    SCAT: A
    TRNS TYPE: 04    NO CHECK DISB : Y SFY:     TEXAS CITY         TX 9999
    DISB OFFC: 220 SCHEDULE NUMBER:              BUDGET FYS: 0 8     FUND: 016 2A1
    STN/SAT: 636     A6 COST CTR/SB:             FCP/PRJ:           RCAT:
    JOB NUMBER:          DESCRIPTN: TRAVEL ADVAN TR ANS AMT:               288.00
 02-
    ADV NUM: 02     DOC ID: TV 636T 9000101 LINE NUM: 001 CHECK ADDRESS CODE:
    TRNS DATE: 10 11 08   PRINT CK:    CHCK ADDR: P.O. BOX 1234
     LAST MOD: 10 11 08 PICK UP CK:    SCAT:
    TRNS TYPE: 02    NO CHECK DISB:   SFY:      TEXAS CITY          TX 99999
    DISB OFFC:      SCHEDULE NUMBER:             BUDGET FYS: 0 8     FUND: 01 60A1
    STN/SAT: 636     A6 COST CTR/SB:             FCP/PRJ:           RCAT:
    JOB NUMBER:          DESCRIPTN:               TRANS AMT:              -288.00




                                                5-23
02-
    ADV NUM: 02      DOC ID: IF 6368291C004 LINE NUM: 001 CHECK ADDRESS CODE:
    TRNS DATE: 10 11 08     PRINT CK:  CHCK ADDR: P.O. BOX 1234
     LAST M OD: 10 11 08 PICK UP CK:   SCAT: A
    TRNS TYPE: 04     NO CHECK DISB: Y SFY:      TEXAS CITY       TX 99999
    DISB OFFC: 220 SCHEDULE NUMBER:              BUDGET FYS: 0 9     FUND: 016 0A1
    STN/SAT: 636      A6 CO ST 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 08     PRINT CK:  CHCK ADDR: P.O. BOX 1234
     LAST MOD: 10 11 08 PICK UP CK:    SCAT:
    TRNS TYPE: 02     NO CHECK DISB:   SFY:      TEXAS CITY       TX 99999
    DISB OFFC:       SCHEDULE NUMBER:            BUDGET FYS: 0 8     FUND: 016 2A1
    STN/SAT: 636      A6 COST CTR/SB:            FCP/PRJ:          RCAT:
    JOB NUMBER:           DESCRIPTN:               TRANS AMT:            -288.00




                                              5-24
This is a perfect travel obligation and expenditure.



COMMND:                    DOCID: TO 10   635T 90234             STATUS: ACCPT
                           BATID:                    SUB STN:         10/02/08
                             TRAVEL ORDER I NPUT SCREEN
 TRANS TYPE:   01 TRAVEL ORDER DATE:             ACCT PRD: 08 02 ACTION: E
TRAVEL TYPE:   TDY BEG DATE: 11 06 08 END DATE: 11 15 08        SUB STN: 635
  EMPL CODE:   MISER FSC                  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:   08     FUND: 0160A1 CITY/ST/ZIP: MIDWEST CITY         TX 999992628




                                                 5-25
COMMND:                DOCID: TV 10   635T 9023401            STATUS: ACCPT
                        BATID:                   SUB STN:           10/14/08
                         TRAVEL VOUCHER INPUT SCREEN

TRANS TYPE: 01 TV DATE:              ACCT PRD: 09 02 ACTION:    SUB STN: 635
   REF DOC: TO 635T 90234   P/F:         BFYS: 0 9      FUND: 0160A1
 EMPL CODE: MISER FSC                      NAME: FSC C MISER
  HOME STN: 629                         ADDR1: P.O. BOX 1234
  BEG DATE: 10 03 08                   ADDR2:
  END DATE: 10 09 08              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 DEPOS IT 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




                                                5-26
COMMND:                     DOCID: TV 10   635T 9023401             STATUS: ACCPT
 004-004 OF 001              BATID:                   SUB STN:            10/14/08
 01-
             L INE:   001             REF DOC: TO 635T 90234      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 11/03/2008 TO 11/09/2008
             BFYS:    09                 FUND: 0160A1
      STATION/SAT:    635     /       FCP/PR J: 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: 635T 90234       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 08    E   MISER FSC                 1,699.00
   LAST BATCH NUMBER:              CLEARING ACTION:
02- A                             10 14 08 S     MISER FSC                 -885.68
   LAST BATCH NUMBER:              CLEARING ACTION:
03- F     TV 635T 90234           10 14 08    E   MISER FSC                  813.32
    LAST BATCH NUMBER:              CLEARING ACTION:




                                                      5-27
This is an obligation WITH CITIBANK ADVANCE and expenditure.


COMMND:                 DOCID: TO 10      636T 93133                STATUS: ACCPT
                         BATID:                       SUB STN:             10/04/08
                            TRAV EL ORDER INPUT SCREEN
  TRANS TYPE: 01 TRAVEL ORDER DATE:                ACCT PRD:        ACTION:
 TRAVEL TYPE: TDY BEG DATE: 10 25 08 END DATE: 10 29 08            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 6T93133                STATUS: ACCPT
 001-001 OF 001           BATID:                      SUB STN:             10/24/08
 01-
             LINE: 001               BFYS: 0 9               FUND: 01 60A1
      STATION/SAT: 63 6     /     FCP/PRJ: 030042116       JOB NO:
     COST CTR/SUB: 824100 /       BOC/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: 09                 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:




                                                 5-28
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: 636T 93133    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 08 E     EMPYTRVL               1,429.80
   LAST BATCH NUMBER:           CLEARING ACTION:




                                              5-29
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, VO UCHER NUMBER, TRAVEL ADV NUMBER, LINE NUMBER

  VENDOR CODE: 310841368    TRANS CODE: CB      VOUCHER NO: 636 8305C004
  TRAVEL ADV NO:

       LINE NO: 001      VENDOR INV: 05725                  VI LINE NO:
      INV DATE: 10 01 08   LOG DATE: 10 01 08            ACCP/D EL DATE:
          BFYS: 0 9           FUND: 0160A1                 TRANS TYPE: 01
       ADM/OFF: 10      STATION/SAT: 636             LINE AMT:             288.00
       FCP/PRJ:              JOB NO:               CLOSED AMT:             28 8.00
  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:




                                                   5-30
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, ACC EPT DATE, DOC ACTION

TRANS CODE: CB TRANS NUMBER: 636 8305C004 ADV TOTAL:              288.00
                LINE NUMBE R: 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 08 E              288.00
      REF VENDOR CODE:            CLEAR ACT:


STATION OFFSET CB ADVANCE WITH TR 15.




                                                 5-31
01-       .   .   .         TR 10     6368305C004   ACCPT 00000 081102 S636FSC

COMMND:                     DOCID: TR 10     636 8305C004            STATUS: ACCPT
                             BATID:                     SUB STN:           10/02/08

                               CASH RECEIPT INPUT SCREEN

   BATCH DATE:                  NUM DO CS:                 NET:

      CR DATE:                 ACCTG PRD:             ACTION:      SUB STN: 636
   TRANS TYPE: 15                   BFYS:                FUND:
    CASH ACCT:                        DEP NUMBER: 636 8305C004     DOC TYPE:
    BILL FUND:                         DOC TOTAL: 288.00
  DISB OFFICE: 220             ACCOMPLISHED DATE: 11 02 08
      REF DOC:

    COMMND:                       DOCID: TR 10   636 8305C004           STATUS: ACCPT
001-001 OF 001                 BATID:                   SUB STN:          10/02/08
01-
             LINE:    001   REF TC: CB     REF DOC NO: 636 8305C004 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 636T 93133




                                                        5-32
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, ACC EPT DATE, DOC ACTION

TRANS CODE: CB TRANS NUMBER: 636 8305C004 ADV TOTAL:             288.00
                LINE NUMBE R: 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 08 E              288.00
      REF VENDOR CODE:             CLEAR ACT:
02-                      TR 636 8305C004 001 10 02 08   E            -288.00




                                                5-33
01-       .   .   .     IF 10    6368305C004   ACCPT 00000 071112 S636FSC

COMMND:                 DOCID: IF 10     636 8305C004           STATUS: ACCPT
                         BATID:                     SUB STN:          10/12/08

                         IMPREST FUND INPUT SCREEN

          BATCH DATE:           N UM 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 08 TO 10    19 08
       AMT: 288.00               CASHIER NAME: VAMC AGENT CAS HIER
   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




                                                 5-34
COMMND:                    DOCID: IF 10   6368305C004           STATUS: ACCPT
 001-001 OF 001             BATID:                   SUB STN:         10/12/08
 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 08   TRVL PURP: X
            MILES:            COST:           LINE AMT: 288.00           I/D:
       REF DOC ID:   TO 636T93133    LINE:     LIQ AMT:                  P/F:




                                                5-35
COMMND:                DOCID: TV 10   636T 9313301           STATUS: ACCPT
                       BATID:                   SUB STN:          10/12/08
                        TRAVEL VOUCHER INPUT SCREEN

TRANS TYPE: 01 TV DATE:              ACCT PRD:        ACTION:    SUB STN: 636
   REF DOC: TO 636T 93133   P/F:          BFYS: 0 9      FUND: 0160A1
 EMPL CODE: VETERANSFSCJ                       NAME: FSC J VETERANS
  HOME STN: 636                         ADDR1: P.O. BOX 1234
  BEG DATE: 10 25 08                     ADDR2:
  END DATE: 10 29 08              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 636T 93133    02    288.00                             288.00


A--*HS60-DOCUMENT MARKED FOR READ ONLY




                                                5-36
COMMND:                     DOCID: TV 10   636T 9313301           STATUS: ACCPT
 001-001 OF 001              BATID:                   SUB STN:          10/12/08
 01-
             L INE:   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:    09                FUND: 0160A1
      STATION/SAT:    636      /     FCP/PR J: 030042116           JOB NO:
     COST CTR/SUB:    824100   /     BOC/SUB: 2103 /           REPT CATG:
                                   CLSD BFYS:                  CLSD FUND:




                                                  5-37
TRANS CODE: TO    TRANS NUMBER: 636T 93133       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 08   E   EMPYTRVL                   1,429.80
       LAST BATCH NUMBER:          CLEARING ACTION:
02-     A                        11 08 08   S   EMPYTRVL                        0.40
       LAST BATCH NUMBER:         CLEARING ACTION:
03-     A                        11 15 08    S  EMPYTRVL                     -27.16
       LAST BATCH NUMBER:         CLEARING ACTION:
04-     F    IF 6366 305C004     11 12 08   E   VETERANSFSCJ                288.00
       LAST BATCH NUMBER:         CLEARING ACTION:
05-     F    TM 6366 3059025     11 08 08   E   310841368                   443.20
       LAST BATCH NUMBER:         CLEARING ACTION:
06-     F    TM 6366 3059026     11 08 08   E   310841368                    29.00

 07-    F    TV 636T 9313301     11 12 08    E     VETERANSFSCJ           1,218.84




                                                       5-38
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 adva nce 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) ind icator 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.


                                           5-39
VENDOR CODE: 310841368       TRANS CODE: CB     VOUCHER NO: 1047279C001
 TRAVEL ADV NO:

      LINE NO: 001       VENDOR INV: 3126                  VI LINE NO:
     INV DATE: 10 03 08    LOG DATE: 10 03 08           ACCP/DEL DATE:
         BFYS: 09              FUND: 0160A1                TRANS TYPE: 01
      ADM/OFF: 10       STATION/SAT: 104            LINE AMT:              399.00
      FCP/PRJ:               JOB NO:              CLOSED AMT:              399.00
  COST CTR/SUB:              BOC/SUB:                DISB AMT:              399.00
  REV SRCE/SUB:             REPT CAT:          IN TRANSIT AMT:                0.00
  REF DOC NO:                   REF DOC LINE:     ADV LIQ AMT:              399.00
  REF ADV NO:                   REF ADV LINE:          LIQ AMT:               0.00
    PAY ADV: P ADV:       OVRD ACCT:        CLSD BFYS:          CLSD FUND:
DESCRIPTION: 3126 FSC EMPLOYEE                  OVERRIDE OFFSET ACCT:
RELATED GBL:                  QTY:        0.00                PROMPT PAY: N
DISCOUNT %/DAYS: 0.000 / 00 DISC LOST RSN CODE:          INTEREST REASON:

THIS CB MATCHES TO ACR (Agency Confirmation Report) SCHEDULE




                                                     5-40
THIS IS THE FMS ADVANCE

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: 1046279C001 ADV TOTAL:                 399.00
                 LINE NUMBER: 001           ADV USED:                 0.00
            VENDOR CODE: 310841368       OUTST ADV AMT:                399.00

       --REF ADV/OBL ID--   --REF TRANS ID--      ACCEPT DOC
       TC   NUMBER    LN    TC   NUMBER    LN      DATE   ACT    AMOUNT
       -- ----------- ---   -- ----------- ---   -------- --- ----------------
 01-                                             10 04 08 E               399.00




                                                          5-41
COMMND:                     DOCID: TR 10    1047279C001               STATUS: ACCPT
                              BATID:                      SUB STN:        10/10/08

                              CASH RECEIPT INPUT SCREEN

   BATCH DATE:                NUM DOCS:                    NET:

      CR DATE:              ACCTG PRD:              ACTION:    SUB STN: 516
   TRANS TYPE:                   BFYS:                FUND:
   CASH ACCT:                     DEP NUMBER: 1047279C001      DOC TYPE:
    BILL FUND:                      DOC TOTAL: 0.00
                  DISB OFFICE: 220       ACCOMPLISHED DATE: 10 10 08

 01-
              LINE: 001 REF TC: CB       REF DOC NO: 1047279C001 REF LINE: 001
       TRANS TYPE: 15               BFYS: 09               FUND: 0160A1
      STATION/SAT: 104           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: 813.00            I/D:   UNAPPLIED DEP NO:
AGR NO:                           DESCR:
               GENERAL LEDGER FOR TR 15 REFERENCING CB IS 1021/1412
  TRANS CODE: CB TRANS NUMBER: 1047279C001 ADV TOTAL:                 399.00
                    LINE NUMBER: 001             ADV USED:             399.00
              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 04 08 E              399.00
         REF VENDOR CODE:               CLEAR ACT:
   02-                         TR 1047279C001 001 10 10 08        E        -399.00




                                           5-42
COMMND:                  DOCID: IF 10      1047279C001                STATUS: ACCPT
                         BATID:                          SUB STN: STATUS: 10/12/08

                         IMPREST FUND INPUT SCREEN

          BATCH DATE:          NUM DOCS:          NET:


TRANS TYPE:       IF DATE:        ACCT PRD:          ACTION:    SUB STN: 517
       BFYS:         FUND:                D.O.:       COMMENT:
    CASHIER: AC1040005             PRD COVERED: FROM 10 05 08 TO 10 16 08
        AMT: 450.00               CASHIER NAME: AGENT CASHIER VA 1047
    SCHEDULE FISC YR:             SCHEDULE CAT:       AGENCY SCHEDULE NO:
 NO CHECK DISB FLAG: Y                   ADDR1: 1615 E. Woodward St
          CHECK TYPE:                    ADDR2:
         SEQUENCE NO:              CITY/ST/ZIP: Austin               TX 78772
  COMMENTS TO PRINT:
COMMND:                    DOCID: IF 10     1047279C001               STATUS: ACCPT
001-001 OF 001             BATID:                     SUB STN: STATUS: 10/12/08
01-
              LINE: 001        TRANS TYPE: 04             BFYS: 09    FUND: 0160A1
      STATION/SAT: 104             FCP/PRJ:             JOB NO:
     COST CTR/SUB:                 BOC/SUB:          REPT CATG:
       GL ACCOUNT:              CLSD BFYS:           CLSD FUND:
             PAYEE: FSC AUSTIN            NAME: FSC AUSTIN
             DESCR: ESTABLISH TVL ADVANCE
        TRVL TYPE: TDY ADV NO: T90596 TRVL END DATE: 10 16 08 TRVL PURP: X
             MILES:           COST:             LINE AMT: 399.00           I/D:
       REF DOC ID: TO 104T90596       LINE:      LIQ AMT:                  P/F:
GENERAL LEDGER 1410 / 1021

THIS TR 15 AND IF 04 WILL MATCH SF224.




                                                          5-43
COMMND:                   DOCID: CR 10   1049129373             STATUS: ACCPT
005-006 OF 007            BATID:                   SUB STN:          10/10/08
01-
            LINE:   001   REF TC: TO    REF DOC NO: 104T90596      REF LINE:
      TRANS TYPE:   02              BFYS: 09               FUND: 0160A1
     STATION/SAT:   104          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:     ADV:    ADV NO: T90596 TRAV TYPE: TDY VND/PRV: FSC AUSTIN
          AMOUNT:   57.00            I/D:   UNAPPLIED DEP NO:
          AGR NO:                            DESCR:

This is for Check or Cash ONLY.
THIS CR MATCHES TO THE DEPOSIT




                                                         5-44
This is a two line TR for transfer from suspense to travel order.

COMMND:                    DOCID: TR 10     1049284                     STATUS: ACCPT
                           BATID:                      SUB STN:              10/10/08

                           CASH RECEIPT INPUT SCREEN

  BATCH DATE:                 NUM DOCS:                 NET:

     CR DATE:              ACCTG PRD:              ACTION:         SUB STN: 516
  TRANS TYPE:                   BFYS:                FUND:
   CASH ACCT:                     DEP NUMBER: 104T90596               DOC TYPE:
   BILL FUND:                      DOC TOTAL: 0.00
 DISB OFFICE: 220          ACCOMPLISHED DATE: 10 10 08



COMMND:                    DOCID: TR 10     1049284                     STATUS: ACCPT
 001-002 OF 002             BATID:                      SUB STN:              10/10/08

             LINE:   001   REF TC:         REF DOC NO:                REF LINE:
       TRANS TYPE:   24                BFYS:                FUND: 3875
      STATION/SAT:   104            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:     ADV:      ADV NO:        TRAV TYPE:        VND/PRV: MISCE
           AMOUNT:   57.00             I/D: D UNAPPLIED DEP NO: 104T90596
           AGR NO:                              DESCR:




                                                               5-45
LINE: 002 REF TC: TO      REF DOC NO: 104T90596     REF LINE:
  TRANS TYPE: E2              BFYS: 09             FUND: 0160A1
 STATION/SAT: 104          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:    ADV:   ADV NO: T90596 TRAV TYPE: TDY VND/PRV: FSC AUSTIN
      AMOUNT: 57.00           I/D:   UNAPPLIED DEP NO:
      AGR NO:                          DESCR:

This two line TR matches together.




                                                        5-46
Financial Indicators
                                         Financial Indicator Report Web Address:
    http://reports.vssc.med.va.gov/Reports/Pages/Report.aspx?ItemPath=%2fFinance%2fFinancial+Indicators+Report

                                                        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: 10/15/07                                       AS OF 10/15/07
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 04      010040101 BD FSCK4066JX                                                                                      $225.85
0152A1 05      010040101 BD FSCK505V7H                                                                                       $43.63
0152A1 06      512        BD FSC6HAR6494                      $1,762.67
                          BD FSC7HAR6494         $135.59
0152A1 07      512        BD FSC7HAR6494         $271.18
0160A1 04      010040101 BD FSCK4062YC                                                                                    $4,332.30
                          BD FSCK5003LZ                                                                                      $41.71
               010041088 BD FSCK4043D6                                                                       $994.60
0160A1 05      010024127 BD FSCK602HAK         $3,115.81
                          BD FSCK602HB3                                                                                     $939.50
               010040101 BD FSCK5025FY                                                                                    $2,326.60
-----------------------------------------------------------------------------------------------------------------------------------
UNAPPLIED DEPOSITS
3875                         FSC7JV027B/       $1,595.96
                             FSCE2819NOR       $1,128.96
                             FSCE2831CAR          $25.00
                             FSCE5280BRU          $58.07
                             FSCE7520SCR                                       $126.75
                             FSCE8620HOP           $3.05
                             FSCE9234DRA         $200.00
3885                         355766            $6,126.76
--------------------------------------------------------------------------------------------------------------------------------------
TRAVEL OBLIGATIONS
0152A1 07      0100401Z9 TO FSCT70046            $779.00
0152A1 06      010042107 RO FSCT60000          $5,132.00
               010042113 RO FSCT60000          $3,551.98
                          RO FSCT60000        $14,504.40
                          RO FSCT60000         $8,551.84
                          RO FSCT61001         $6,384.60
0160A1 06      010040115 RO FSCT61450            $228.00
                          RO FSCT61450         $5,198.00
                          RO FSCT61450           $500.00
                          RO FSCT61450         $7,500.00
                          RO FSCT61450         $5,748.00
                          RO FSCT61450         $8,209.00
                          RO FSCT61450         $5,012.00
                          RO FSCT61450            $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: 11/15/07                                     AS OF 11/15/07
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 04      010040101 BD FSCK4066JX                                                                                  $225.85
0152A1 05      010040101 BD FSCK505V7H                                                                                   $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: FSCK4066JX      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 04   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: FSCK505V7H      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 05   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: FSCK4066JX         DOC TYPE:              SUB STN: FSC
           DOCUMENT DATE: 10 06 04          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: FSCK4066JX          LINE: 001
                 BFYS: 04                   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: FSCK505V7H          DOC TYPE:              SUB STN: FSC
          DOCUMENT DATE: 08 05 05           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: FSCK505V7H        LINE: 001
                 BFYS: 05                   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
                                        MONTH REPORTING: SEPTEMBER
                                           RSD RUN DATE: 01 OCT 08
VISN    STATION     FUND      TOTAL        00-90       91-180   181-270    271-360   OVER       TOTAL          COLOR
                                           DAYS        DAYS     DAYS       DAYS       360        OVER         RATING
                                                                                     DAYS       90 DAYS
    1         402      3875         8              7        0         0          0          1             1   RED
    1         405                  22          22           0         0          0          0             0   GREEN
    1         518                   2              2        0         0          0          0             0   GREEN
    1         523                  68          68           0         0          0          0             0   GREEN
    1         608                  10          10           0         0          0          0             0   GREEN
    1         631                   5              5        0         0          0          0             0   GREEN
    1         650                   1              1        0         0          0          0             0   GREEN
    1         689                  12          12           0         0          0          0             0   GREEN
    2         528                 159         159           0         0          0          0             0   GREEN
    3         526                  34          34           0         0          0          0             0   GREEN
    3         561                 373         373           0         0          0          0             0   GREEN
    3         620                  31          31           0         0          0          0             0   GREEN
    3         630                 188         188           0         0          0          0             0   GREEN
    3         632                   5              5        0         0          0          0             0   GREEN
    4         460                  54          53           1         0          0          0             1   RED




Aging-Suspense (3875) September 30, 2008




                                                                     6-7
F911 Report vs Macro
                            G/L Account                  Ending Balance                     Trial Bal
 Fund     BFY    Number            Name              Debit            Credit         Normal Page No Comments
 0111      97     1730    BUILDINGS                                     21,784.00      D5      70
 0111      92     4560    SUBALLOT AVL                     15.36                       NB       9
0152A1     05     480F    UNPD U/O-FED                 22,535.00                        C      202
0152A1     06     490G    PD EXP-FED                  714,339.34                       C4      223
0160A1     06     490G    PD EXP-FED                  242,089.67                       C4      224
0160B2   05 06    3107    UNEX APP-USE                                  25,742.77      D4      220
0160B2   06 07    490G    PD EXP-FED                  946,711.40                       C4      233
0160B2   05 06    5700    APPR USE                     25,742.77                       C4      220
0160B2   05 06    6100    OPERATNG EXP                                 611,242.77      D4      220
0161A1   06 07    490G    PD EXP-FED                   68,153.93                       C4      234
0161A1   05 06    6100    OPERATNG EXP                                  28,552.25      D4      221
0162B2   05 06    3107    UNEX APP-USE                                   5,102.69      D4      222
0162B2   05 06    490G    PD EXP-FED                   11,937.85                       C4      222
0162B2   06 07    490G    PD EXP-FED                    2,590.00                       C4      235
0162B2   05 06    5700    APPR USE                      5,102.69                       C4      222
0162B2   05 06    6100    OPERATNG EXP                                   5,102.69      D4      222
0160A1     07     4610    ALLW AVAILABLE FOR OBLIG 29,753,045.40                        D      208
0162A1     07     4610    ALLW AVAILABLE FOR OBLIG 3,232,177.12               0.00      D      119
0152A1     07     4610    ALLW AVAILABLE FOR OBLIG 3,685,819.05               0.00      D      134
 1435      02     1369    ALW LOSS-PFA                                        0.00      C      147
 1435      03     1369    ALW LOSS-PFA                                        0.00      C      163
 1435      04     1369    ALW LOSS-PFA                                        0.00      C      185
 1435      05     1369    ALW LOSS-PFA                  1,096.24                        C      208
 1435      06     1369    ALW LOSS-PFA                  1,713.41                        C      227
 1435      05     5320    PEN/FIN-REV                  41,025.73                        C      208
 1807      04     1099    CAN CK-LIM L                     10.86                       NB      186
 1807      05     1099    CAN CK-LIM L                     56.00                       NB      209
 1807      04     5909    CONTR REVEN                                        10.86      D      186
 3220      00     1369    ALW LOSS-PFA                                        0.00      C      120
 3220      01     1369    ALW LOSS-PFA                                        0.00      C      135
 3220      02     1369    ALW LOSS-PFA                                        0.00      C      148
 3220      03     1369    ALW LOSS-PFA                                        0.00      C      164
 3220      04     1369    ALW LOSS-PFA                                        0.00      C      187
 3220      05     1369    ALW LOSS-PFA                  1,076.41                        C      210
 3220      06     1369    ALW LOSS-PFA                  1,438.66                        C      229
 3220      05     5320    PEN/FIN-REV                  83,641.93                        C      210
5287.1     04     5909    CONTR REVEN                                      359.00       D      192
5287.3     04     5909    CONTR REVEN                                      645.50       D      193
528707     05     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


      GL Accounts by Funds Chart (FY 08 Version).




                                                    7-1A
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.




                                                                           7-2
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.



                                                                      7-2A
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.

.




                                                          7-3
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.




                                                              7-4
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.




                                                                  7-4a
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




                                                                    7-5
                 BD N2 and 02 Affecting GL 4650
I have reviewed GL acct 4650 several times and the documents in
question seems to be my sharing agreements (federal billing
documents - BD transactions). They are CR 05 and TR 26 transactions for this
GL account. They are debit only transactions. I also
reviewed our 0160A1 account and they seem to hit as a Debit there as
well. But we receive a TDA to cover these billing documents so I don't
understand why we would be out-of-balance. I did see where the
TDA's appeared to have been received by the station for the
documents. My next step is to see what happened between FY06
ending transaction to FY07 beginning year vs FY07 to FY08. Then
maybe something will shed some more light. I just do not see how we
could have been off $$592,562.90 in October 07, which would have
been right at the beginning of our fiscal year.



                               7-5a
REPORT ID: RGLMDAV                                        *** DEPT OF VETERANS AFFAIRS (FMS) ***                                           PAGE: 1823
  RSD FORM: F827                                 MONTHLY DETAILED ACCOUNTING TRANSACTIONS REPORT                                                    TIME: 09:05
  RUN DATE: 11/01/07                                   FOR ACCOUNTING PERIOD ENDING 10/31/07
STN: 603                               TREASURY SYMBOL: 3670152
    LOUISVILLE KY                     VAMC
G/L              PRG/          ------DOCUMENT------- BATCH TRANS ACCEPT -----REFERENCE----
ACCT G/L NAME LM ANAL A/O TC TT NUMBER                                     LN# NUMBER DATE DATE TC NUMBER                              LN# DEBIT AMOUNT     CREDIT AMOUNT
---- -------- -- ---- ---- -- -- ----------- --- ------ -------- -------- -- ----------- --- ------------------- -------------------
4650 EXP AUTH                   10 CC 01 60372749019 001                        10/04/07 10/04/07                                                 484.00
4650 EXP AUTH                   10 CC 01 60372749019 002                        10/04/07 10/04/07                                              24,800.00
4650 EXP AUTH                   10 CC 01 60372749019 003                        10/04/07 10/04/07                                                 227.70
4650 EXP AUTH                   10 CC 01 60372749026 001                        10/04/07 10/04/07                                                   4.75
4650 EXP AUTH                   10 CR 05 603K8A005E 001                          10/04/07 10/04/07 BD 603K708ETV 001                            1,304.32
4650 EXP AUTH                   10 CR 05 603K8A005Z 001                         10/04/07 10/04/07 BD 603K708GN9 001                            74,370.11
4650 EXP AUTH                   10 CR 05 603K8A0060 001                         10/04/07 10/04/07 BD 603K708GNC 001                            14,443.76
4650 EXP AUTH                   10 CR 05 603K8A0062 001                         10/04/07 10/10/07 BD 603K708GNF 001                           133,880.00
4650 EXP AUTH                   10 ET 01 603GBFH5584 001                         10/02/07 10/03/07                                                                    57.93
4650 EXP AUTH                   10 ET 01 603GBFH5584 501                         10/02/07 10/03/07                                                 57.93
4650 EXP AUTH                   10 ET 01 603GBFH5585 002                         10/02/07 10/03/07                                                                 1,363.01
4650 EXP AUTH                   10 ET 01 603GBFH5585 502                         10/02/07 10/03/07                                               1,363.01
4650 EXP AUTH                   10 ET 01 603GBFH5586 003                         10/02/07 10/03/07



REPORT ID: RGLMDAV                                        *** DEPT OF VETERANS AFFAIRS (FMS) ***                                           PAGE: 1850
  RSD FORM: F827                                 MONTHLY DETAILED ACCOUNTING TRANSACTIONS REPORT                                                    TIME: 09:05
  RUN DATE: 11/01/07                                   FOR ACCOUNTING PERIOD ENDING 10/31/07
STN: 603                               TREASURY SYMBOL: 3670152
    LOUISVILLE KY                     VAMC
G/L              PRG/          ------DOCUMENT------- BATCH TRANS ACCEPT -----REFERENCE----
ACCT G/L NAME LM ANAL A/O TC TT NUMBER                                     LN# NUMBER DATE DATE TC NUMBER                              LN# DEBIT AMOUNT     CREDIT AMOUNT
---- -------- -- ---- ---- -- -- ----------- --- ------ -------- -------- -- ----------- --- ------------------- -------------------
4650 EXP AUTH                   10 TR 26 104773G4757 001                        10/12/07 10/12/07 BD 603K706XI6 001                               100.00
4650 EXP AUTH                   10 TR 26 104773G7433 001                        10/18/07 10/18/07 BD 603K708EU2 001                           56,808.00
4650 EXP AUTH                   10 TR 26 104773G7434 001                        10/18/07 10/18/07 BD 603K708ET4 001                          126,330.00
4650 EXP AUTH                   10 TR 26 104773G7435 001                        10/18/07 10/18/07 BD 603K708EU0 001                           18,833.35
4650 EXP AUTH                   10 TR 26 104773G7437 001                        10/18/07 10/18/07 BD 603K708ETG 001                           16,880.00
4650 EXP AUTH                   10 TR 26 104773G7438 001                        10/18/07 10/18/07 BD 603K708ETP 001                           23,925.81
4650 EXP AUTH                   10 TR 26 104773G7439 001                        10/18/07 10/18/07 BD 603K708ETC 001                           61,847.23
4650 EXP AUTH                   10 TR 26 104773G7441 001                        10/18/07 10/18/07 BD 603K708ETY 001                             7,476.00
4650 EXP AUTH                   10 TR 26 104773G7446 001                        10/18/07 10/18/07 BD 603K708ETL 001                             8,870.00
4650 EXP AUTH                   10 TR 26 104773G7448 001                        10/18/07 10/18/07 BD 603K708EUD 001                            29,718.26
4650 EXP AUTH                   10 TR 26 104773G7450 001                        10/18/07 10/18/07 BD 603K708EU5 001                           12,826.34
4650 EXP AUTH                   10 TR 26 104773G7451001                         10/18/07 10/18/07BD 603K708EU7 001                                                19,293.89



These documents total: $606,907.07 which equals the amount on the MSGL.

                                                                                                         7-5b
November 2007:


 REPORT ID: RGLMDAV                                        *** DEPT OF VETERANS AFFAIRS (FMS) ***                                                PAGE: 1986
  RSD FORM: F827                                 MONTHLY DETAILED ACCOUNTING TRANSACTIONS REPORT                                                         TIME: 04:11
  RUN DATE: 12/01/07                                   FOR ACCOUNTING PERIOD ENDING 11/30/07
STN: 603                               TREASURY SYMBOL: 3670152
    LOUISVILLE KY                     VAMC
G/L              PRG/          ------DOCUMENT------- BATCH TRANS ACCEPT -----REFERENCE----
ACCT G/L NAME LM ANAL A/O TC TT NUMBER                                     LN# NUMBER DATE                           DATE            TC NUMBER             LN# DEBIT AMOUNT    CREDIT AMOUNT
---- -------- -- ---- ---- -- -- ----------- --- ------ -------- -------- -- ----------- --- ------------------- -------------------
4650 EXP AUTH                         10          TR 26 104136A79NG                     001         11/07/07          11/07/07        BD 603K707MFF 001             2,038.42
4650 EXP AUTH                         10          TR 26 104136A79NH                     001         11/07/07         11/07/07         BD 603K707MFI 001               501.29
4650 EXP AUTH                         10           TR 26 10499293143                    001          11/07/07        11/07/07         BD 603K707MFI 001               400.00
4650 EXP AUTH                         10           TR 26 10499293144                    001          11/07/07        11/07/07         BD 603K707MFI 001               501.29

These billing documents total $3,441.00 which equal the amount on the MSGL.

REPORT ID: RGLMDAV                                        *** DEPT OF VETERANS AFFAIRS (FMS) ***                                            PAGE: 4245
  RSD FORM: F827                                 MONTHLY DETAILED ACCOUNTING TRANSACTIONS REPORT                                                     TIME: 04:18
  RUN DATE: 04/01/08                                   FOR ACCOUNTING PERIOD ENDING 03/31/08
STN: 603                               TREASURY SYMBOL: 3670152
    LOUISVILLE KY                     VAMC
G/L              PRG/          ------DOCUMENT------- BATCH TRANS ACCEPT -----REFERENCE----
ACCT G/L NAME LM ANAL A/O TC TT NUMBER                                           LN# NUMBER                 DATE DATE                TC NUMBER LN# DEBIT AMOUNT          CREDIT AMOUNT
---- -------- -- ---- ---- -- -- ----------- --- ------ -------- -------- -- ----------- --- ------------------- -------------------
EXP AUTH                               10      BD 02 603K701MQ8                    001 RA8066             03/11/08          03/11/08                   142,861.44          FY07 DEC ADJ


This amount $142,861.44 equals the MSGL.


Total amount equals       $753,209.51




                                                                                          7-5c
7-5d
             To Correct the Abnormal Balance in 4650

Opening period for FY 08, the transaction codes BD N2 and BD 02 were
changed from hitting general ledger 4210 to hit general ledger 4650. The CR
and TR 75 were changed to hit general ledger 4651 which is fine.
When stations process a TR or CR transaction referencing a BD it causes SGL 4650 and
4651 balances to remain on the trial balance. The general ledger accounts when doing a
BD are as follows:

        BD N2 Fund Cat E     Vendor Cat G    1310/5200
                             425F/4650
        BD 02 Fund Cat E     Vendor Cat G     1310/5200
                              425F/4650

A solution to the problem would be to change 4650 to 4651.
A new BL N2 with accounting event SP05 to hit 4650/4651 will clear the 4650 balances (input done by
Austin only).
FMS Services need to identify the stations, BFYS, funds, RSRC and vendor code so the
general ledgers can be fixed.




                                             7-5e
ACTION: R TABLEID: GLTS USERID: S104 FSC
              *** GENERAL LEDGER TRIAL BALANCE BY STATION SCREEN ***
 KEY IS FISCAL YEAR, STATION, FUND, BFYS, GL ACCT

           FY   STATION   FUND     BFYS             DEBIT BALANCE:   1,311,124,959.78
           --   -------   ------   -----         - CREDIT BALANCE:   1,311,124,959.78
           09   FSC       0160A1   09                = DIFFERENCE:               0.00
       GL     D/
       ACCT   C     BEG BAL      +    DEBITS     -   CREDITS     =    END BAL
       ----   - --------------- --------------- --------------- ---------------
 01-   490F   C             0.00       61,006.52       71,598.54       -10,592.02
 02-   490G   C             0.00    2,718,338.24    2,275,203.02       443,135.22
 03-   490N   C             0.00   54,253,680.29   67,814,406.38   -13,560,726.09
 04-   490P   C             0.00      489,246.78   76,718,799.86   -76,229,553.08


Discuss the 490G abnormal balances.
Chart of Accounts by funds.




                                           7-6
ACTION: R TABLEID: GLTS USERID: S104 FSC
             *** GENERAL LEDGER TRIAL BALANCE BY STATION SCREEN ***
KEY IS FISCAL YEAR, STATION, FUND, BFYS, GL ACCT

        FY STATION FUND      BFYS             DEBIT BALANCE:     1,264,162.87
        -- ------- ------ -----            - CREDIT BALANCE:     1,264,162.87
        09 FSC     AMAF     95                = DIFFERENCE:             0.00
    GL    D/
    ACCT C      BEG BAL      +    DEBITS      -    CREDITS     =   END BAL
    ---- - --------------- --------------- --------------- ---------------
01- 1120 D        55,000.00              0.00             0.00       55,000.00
02- 1319 C         1,846.24              0.00             0.00        1,846.24
03- 1329 C       -63,102.75           198.72              0.00      -62,904.03



ACTION: R TABLEID: MSGL USERID: S104 FSC
          *** MONTHLY SUMMARY GENERAL LEDGER BALANCE INQUIRY SCREEN ***

 FY FUND    BFY GL ACCT     A/O      STN       FCP/PRJ    BOC/REV SRCE   REPT CATG
 -- ------ ----- -------   -----   --------   ---------   ------------   ---------
 09 AMAF   95      1319    10      FSC

                     FISC MONTH           NET AMOUNT
                     ----------       -------------------
 01-                     00                      1,846.24




                                              7-7
ACTION: R TABLEID: MSGL USERID: S104 FSC
         *** MONTHLY SUMMARY GENERAL LEDGER BALANCE INQUIRY SCREEN ***

FY FUND    BFY GL ACCT                 A/O            STN          FCP/PRJ         BOC/REV SRCE        REPT CATG
-- ------ ----- -------               -----         --------      ---------        ------------        ---------
08 AMAF   95      1319                10            FSC

                              FISC MONTH                    NET AMOUNT
                              ----------                -------------------
01-                               00                               1,703.31
02-                               06                                  92.93
03-                               09                                  50.00

RGLMDAV    FSC
 REPORT ID: RGLMDAV                           *** DEPT OF VETERANS AFFAIRS (FMS) ***                                    PAGE:     5
  RSD FORM: F827                         MONTHLY DETAILED ACCOUNTING TRANSACTIONS REPORT                                TIME: 08:55
  RUN DATE: 07/01/08                         FOR ACCOUNTING PERIOD ENDING 06/30/08

STN: FSC                             TREASURY SYMBOL:   36 AMAF


G/L              PRG/      ------DOCUMENT------- BATCH TRANS     ACCEPT   -----REFERENCE----
ACCT G/L NAME LM ANAL A/O TC TT NUMBER       LN# NUMBER DATE     DATE     TC NUMBER      LN# DEBIT AMOUNT         CREDIT AMOUNT
---- -------- -- ---- ---- -- -- ----------- --- ------ -------- -------- -- ----------- --- ------------------- -------------------

                                                           G/L ACCT 1319 OPENING BALANCE:               1,796.24
1319 ALLOW BD          10   SV T6 FSCT8530001 002        06/13/08 06/14/08                                50.00

                                                          G/L ACCT 1319 NET ACTIVITY:                     50.00

                                                                                                        ===================
                                                                  G/L ACCT 1319 CLOSING BALANCE:                   1,846.24




                                                                     7-8
GLMDAV    FSC
 REPORT ID: RGLMDAV                           *** DEPT OF VETERANS AFFAIRS (FMS) ***                                        PAGE:   426
  RSD FORM: F827                         MONTHLY DETAILED ACCOUNTING TRANSACTIONS REPORT                                    TIME: 08:55
  RUN DATE: 07/01/08                         FOR ACCOUNTING PERIOD ENDING 06/30/08

STN: FSC                             TREASURY SYMBOL:   361/20161


G/L              PRG/      ------DOCUMENT------- BATCH TRANS     ACCEPT   -----REFERENCE----
ACCT G/L NAME LM ANAL A/O TC TT NUMBER       LN# NUMBER DATE     DATE     TC NUMBER      LN# DEBIT AMOUNT         CREDIT AMOUNT
---- -------- -- ---- ---- -- -- ----------- --- ------ -------- -------- -- ----------- --- ------------------- -------------------

                               NO ACTIVITY THIS MONTH   -   G/L ACCT 1010 CLOSING BALANCE:                                  6,796,606.81

                                                           G/L ACCT 1311 OPENING BALANCE:                    50.00
1311 AR-REIM-          10   WR 02 FSCK8A028M   001       06/13/08 06/13/08 BD FSCK1R0004 001                                       50.00

                                                            G/L ACCT 1311 NET ACTIVITY:                                            50.00

                                                                                               ===================
                                                            G/L ACCT 1311 CLOSING BALANCE:                    0.00


                               NO ACTIVITY THIS MONTH   -   G/L ACCT 1313 CLOSING BALANCE:                4,211.84

                                                           G/L ACCT 1319 OPENING BALANCE:                    0.00
1319 ALLOW BD          10   SV T6 FSCT8530001 001        06/13/08 06/14/08                                                         50.00
1319 ALLOW BD          10   WR 02 FSCK8A028M 001         06/13/08 06/13/08 BD FSCK1R0004 001                 50.00

                                                            G/L ACCT 1319 NET ACTIVITY:                       0.00

                                                                                                                     ===================
                                                            G/L ACCT 1319 CLOSING BALANCE:                                          0.00




QUESTION: HOW IS THE ABNORMAL BALANCE FIXED?
NEED A TC WHICH CREDITS THE 1319 SGL.
Look at the PROFORMA for Fund Category Z for fund AMAF & general ledger 1319.
SV 23 I   6723 Debit 1319 Credit. The SV 23 will credit 1319 and clear the abnormal
balance.




                                                                     7-9
Annual Close Memo DRAFT
   Enclosed is the FY 08 annual close information. Please review and take note of important dates/action
    items that need to be completed.
   I. FY08 ANNUAL CLOSE ACTIVITY SCHEDULE
   9/04/08 – FMS Call
   9/11/08 – FMS Call
   9/18/08 – FMS Call
   9/19/08 – Payroll input to FMS for PP18 (Accounting Period 12/08)
   9/23/08 – September System Payroll Accruals input to FMS (view in FMS 24 Sept 08)
   9/24/08 – Last day for payments using canceling BFY 03 & 02/03 funds (see item II.B)
   9/25/08 – FMS Call
   9/25/08 – Credit Card System (CCS) transactions for invoice billings submitted as of 9/24/08 recorded in
    FMS (can be viewed in FMS on 9/26)
   9/26/08 – Last day for station input of EB transactions in FMS (see item II.C)
   9/26/08 – Last day for FSC staff other than annual close team to process any type of transactions into FMS
    (see item II.D1)
   9/27/08 – FSC interfaces to FMS are held (see item II.D2)
   9/27/08 – VBA CAATS interface to FMS are held (see item K)
   9/28/08 – FSC interfaces to FMS are held (see item II.D2)
   9/29/08 – FSC interfaces to FMS are held (see item II.D2)
   9/30/08 – Last day for stations to process payment transactions (see item II.E)
   9/30/08 – FSC interfaces to FMS are held (see item II.D2)
   FMS on-line processing will end at 8:00 PM ET
   The first DMI/IFCAP interface to FMS will process at 8:35 PM ET
   The final DMI/IFCAP interface to FMS will process at 10:00 PM ET
   AITC recommends a 9:00 PM ET deadline to process IFCAP transactions to ensure they are picked up on
    the final DMI interface to FMS.
   9/30/08 – Last day for all other station input into FMS (see II. F)
   9/30/08 – LGY interfaces LS&C, VALERI, CPTS and WINRS will continue throughout annual close (see item
    K)
   10/01/08 – FMS DOWN – no interfaces will process in FMS
   10/01/08 – FY 08 Period 13 Adjustments coordinated through VHA, VBA, NCA etc.
   10/02/08 – Period 13 Trial Balances distributed.

                                                        8-1
   FRS – The FY 09 tables in FRS will be unavailable for seven days after the official date of annual close. FRS will
    be available to review FY 08 and prior year data, but the new FY 09 data will not be available until approximately
    10/09/08.
   10/02/08 – FMS Call
   10/02/08 – FMS DOWN – no interfaces will process in FMS
   10/03/08 – FMS DOWN – no interfaces will process in FMS
   10/03/08 – Payroll input to FMS for PP19 (Accounting Period 01/09) – as currently scheduled – may be delayed
    based on status of annual close processing
   10/04/08 – FMS UP for FY 09 Activity Only (Accounting Period 01/09)
   10/04/08 – Credit Card System transactions for invoice billings submitted for
    9/25/08-10/3/08 recorded in FMS (Accounting Period 01/09)
   10/04/08 – Release Fee Basis to FMS (Accounting Period 01/09)
   10/04/08 – September Accruals Reversed (Accounting Period 01/09)
   10/04/08 – Annual Close process completed. Trial Balances for Accounting
    Periods 14 & 00 distributed
   10/09/08 – FMS Call
   10/16/08 – FMS Call
   10/17/08 – Payroll input to FMS for PP20 (Accounting Period 01/09)
   10/23/08 – FMS Call
   10/28/08 – October System Payroll Accruals input to FMS
   Accounting Period Definitions
   Period 12 – accounting period for the month of September. This period is closed during the nightly cycle on the
    night of September 30.
   Period 13 – accounting period for adjustments on October 1st. This period is open only to the annual close
    team members. Significant adjustments requested by field stations with approval from VACO program offices
    and selected annual close processing list adjustments are completed during this period. Trial balances from
    Period 13 are used for annual certification letters and for the audited financial reporting.
   Period 14 – accounting period for annual close. General ledger accounts like those used for revenue and
    expense are closed for the fiscal year based on the settings in the FMS YACT table.
   Period 00 – accounting period for beginning of the new fiscal year. Trial balances for this period show the
    opening balances in FMS for the new fiscal year.




                                                         8-2
. II. TO COMPLETE FMS PROCESSING FOR FY 08, THE FOLLOWING
     SCHEDULE IS PROVIDED AS A GUIDE FOR INPUT OF
     TRANSACTIONS:

A. Annual Close Review

    1. Review outstanding obligations to determine if they meet the
       requirements of an obligation as defined in MP-4, Part V, 1B.04J.
       Estimated obligations are to be adjusted (increased or decreased)
       accordingly.

    2. Review FMS suspense file (SUSF) for documents, which are in
       HELD or REJECTED status. Make corrections and re-submit, or
       delete the documents. Do not delete documents generated by
       interfaces to FMS (e.g. CC, CB, TM, etc).

    3. Ensure transactions affecting unobligated balances, such as
       payroll accruals, adjustments, obligation of purchase orders, PCS
       obligations, adjustments of 1358, etc., are processed.

    4. In reviewing available unobligated balances, ensure sufficient
       funds are available to cover the balances in general ledger 1321
       (Accounts Receivable Refunds - Non Federal).

    5. An automated process to move BFYs 04 - 08 Tricare and Shared
       Medical Resources bills to BFY 09 will take place as part of annual
       close processing. Only Revenue Source Codes 8002, 8006, 8035
       for Shared Medical Resources; 8028, 8029, 8030 and 8065 for
       Tricare are affected. These transactions should not be reversed
       because Public Law 104-262 allows funds to remain in the current
       budget fiscal year.

    6. Review and adjust the allowance for bad debts balance established
       in AMAF for public receivables in appropriated funds (0151, 0152,
       0160, 0161, 0162, etc). These SV accrual transactions should be
       set to not reverse.

B. September 24, 2008 is the last day payments can be made for
   appropriations expired as of the end of BFY 03 (i.e. 3630160,
   362/30160, 362/30161, 3630151, 3630152, 36X4537B2/B3 for BFY 03
   (1 VA+ Fund), etc.). Payments scheduled for payment after this date
   will be cancelled.




                                               8-3
D. 1. After September 26, 2008, FSC staff will be restricted from processing documents into FMS
    (other than the annual close team). The intention is to eliminate documents which would adversely
    affect FY 08 funds for the stations.

2. All interface transactions generated by the FSC will also be held after September 26, 2008.
    Examples of held FSC interfaces include: CAPPS Receivers and Payments; Prime Vendor
    Subsistence EDI; FEDCAP; CX files; and FedTraveler. Non-FSC interfaces (i.e. IFCAP) will
    continue to process.

E. 1. Stations can continue to process payment transactions via IFCAP or FMS directly through
    September 30, 2008. Only FSC generated payment transactions will be held.

    2. Scheduled payments during the FMS down period will be accelerated

F. September 30, 2008 is the last day to process transactions affecting accounting period 12 for
    September 2008 business.

G. Annual and Multi-year Appropriations expired as of the end of BFY 03 (includes 02/03) will
   close/cancel as part of the FY 08 Annual Close Process. Review ALL outstanding subsidiary
   records for validity.

    1. Travel Obligations MUST be reversed manually.

    2. Advances MUST be collected, written off, or reclassified as receivables if valid.

    3. Non-Travel Obligations/Payables will be automatically reversed as part of the annual close
       process. Payable balances will be recorded in the appropriate AMAF fund (i.e. 3630160-
       AMAFMC, 3630151-AMAFGE) to general ledger 2960.

    4. Receivables should be reviewed for validity. The annual close process will automatically close
       the open receivables in BFY 03 and create the receivable using the same document number in
       Fund 36 3200 with a BD 09 transaction.

    5. Work in Process (general ledger 1720) should be reviewed and closed or moved as
       appropriate.




                                                             8-4
  6. General ledger 2130, obligations must be cleared and holdbacks released prior to 9/25/08.

  7. BFY 03 Supply fund 4537B2 and 4537B3 will close during annual close.

H. Payroll Accruals

 1. MANUAL PAYROLL ACCRUALS MUST HAVE A REVERSAL PERIOD OF 01/09.

 2. Payroll accrual adjustments for the September accrual period require special effort. Request Fiscal
    Officers review payroll accruals in order to ensure accuracy. Refer to MP-4, Part V, Chapter 15
    (http://vaww.va.gov/publ/direc/finance/M4P5C15.htm) for payroll accrual adjustment instructions.

 3. The number of business days in the system for the September 2008 payroll accrual is TWELVE
    work days (September 15 - 30).


 I. On October 1, 2008, corrections to adjust the September 2008 Trial Balance
should be coordinated with the respective office (VHA, VBA, NCA etc.) for approval.
VHA, VBA, NCA etc. will contact the Annual Close staff to process the corrections.

J. Posting Fixed Asset depreciation is not part of the annual close process and
will post at the end of the calendar month for September 2008 as usual.

K. SO documents having the accrual flag set to N in FMS will not accrue at the end of the year. Review
 your SO documents to ensure the validity of the accrual flag. Note: SO documents with equipment
 BOCs should have the accrual flag set to N.

 Standardized SO documents should have the accrual flag set to Y unless the BOC is equipment.
 Ensure enough funds are obligated for all Standardized Obligations.

 1VA+ Fund, Government Printing Office, and Lease Obligations SO/MO should have the accrual flag
 set to N.




                                                    8-5
   For 1VA+ Fund, FY 08 Agreement Customers, station fiscal staff need to process their HT obligation document
    using a date prior to October 1, 2008 and to limit their use of the document to only line 001.
   Prime Vendor Pharmacy SO documents should have the accrual flag set to Y.
   Note: VA Directive 4668 – “VA activities will record an accrued liability for goods and services received and
    accepted but unpaid at the end of an accounting period. An accrued liability will also be recorded for salaries and
    wages earned but unpaid at the end of an accounting period.”
   For VBA:
   SOs in the FMS fund 0137 for State Approving Agencies (SAA) should have an N in the Auto Accrual indicator.
   If there are SOs in VBA GOE fund 0151A1 for Contract Counseling, they should have an N in the Auto Accrual
    indicator. The stations should do an SV-CC accrual transaction for the remainder of FY 08 Contract Counseling
    services rendered and unpaid.
   Stations should do an SV-CC accrual transaction (BOC 4192) for amounts of Non-Ch 31 Contract Counseling
    Services rendered and unpaid at the end of FY 08.
   LGY Interfaces LS&C, VALERI, CPTS and WINRS interfaces will continue throughout annual close
   VBA interface CAATS to FMS are held 09/27/08.
   ATTENTION IFCAP USERS:
   To ensure synchronization regarding prior year processing, IFCAP has an option called “Enter/Edit Date When
    SOs become ARs”. This option is found on the “FMS Documents Inquiry/Error Process” sub-menu of the “Funds
    Distribution Program Menu”. Field station personnel must manually input September 30, 2008 in this date field.
    This field must be populated earlier than September 30 as IFCAP prohibits the entry of a prior date in this field.




                                                                8-6
       ATTENTION IFCAP USERS              :

  To ensure synchronization regarding prior year processing, IFCAP has an option called “Enter/Edit Date When SOs become
  ARs”. This option is found on the “FMS Documents Inquiry/Error Process” sub           -menu of the “Funds Distribution     Program
  Menu”. Field station personnel must manually input September 30, 2008 in this date field. This field must be populated earlier
  than September 30 as IFCAP prohibits the entry of a prior date in this field.

L. Direct questions concerning annual c       lose to FAS staff as follows:


         VISN/Organization                                                   Trial Balance Accountant
VISNs: 1, 7, 9, 16, 17, 19                                         Primary: Anita Aleman (512) 460 -5176
Area Office: Central, Eastern                                      Alternate: Sue Simpson (512) 460 -5042
Other Stations: 101, 102,104, 785
VISNs: 2, 4, 5, 8, 10, 11, 12, 20, 99                              Primary: Sandra Gibson (512) 460 -5012
Other Stations: 705, 774, 775, 786,                                Alternate: Freda Hill -Terry (512) 460 -5322
787, 788, 789, 790, 791, 793, 794,
795, 796, 797, 799
VISNs: 3, 6, 15, 18, 21, 22, 23                                    Primary: Brenda Burton (512) 460 -5308
Area Office: Southern, Western                                     Alternate: Freda Hill -Terry (512) 460 -5322
Other Stations: 200, 201, 203, 282,
283, 284, 285, 389
Supervisor                                                         Crystal Russell (512) 460 -5135


         /s/
         Crystal Russell

M. Per Jim Bradley, Dire ctor, Management and Financial Reports Service,
   (047GB) in VACO, the annual station certification letter is based on
    Accounting Period 13 .

           1. Certification letters for VHA should be sent to:

                                  VHA Office of Financial Management (173A)
                                  Attn: Certification Office
                                  810 Vermont Ave NW
                                  Washington, DC 20420




                                                                              8-7
          2. Certification letters for VBA should be sent to the Administrative and Loan       Accounting Center (ALAC) per
              the Year-End VBA Letter 20-XX-36.


          3. Certification letters for NCA: The Fiscal Officer should submit the certification letter to the cemetery station
             Director for signature and subsequent submission to:

                          National Cemetery Administration
                          Finance Division (41B1A)
                          Attn: Barbara Naglic
                          5108 Russell Road
                          Quantico, VA 22134
Detailed instructions for these certifications will be sent separately from the responsible offices.

III. FINANCIAL ACCOUNTING SERVICE (FAS) YEAR-END PAYMENT PROCESSING PLANS FOR CREDIT CARD SYSTEM
(CCS), PRIME VENDOR PAYMENT SYSTEM, FEE BASIS PAYMENT SYSTEM, TRAVEL MANAGEMENT AND REJECTED
PAYMENTS ARE AS FOLLOWS:

A. CCS (PURCHASE) TRANSACTIONS
   1. FAS will follow these procedures in processing purchase card transactions for FY 08. On the night of Thursday,
      September 25, 2008, Credit Card System (CCS) will record the obligation/expenditure transactions for the billings in
      FMS. These transactions will include invoice billings submitted to Citibank as of close of business September 24. FMS
      reports reflecting those postings will be available on September 26. This report, along with input from cardholders should
      be used to determine the unbilled purchases for September 25-30 to record the accrual. Obligation/expenditure
      transactions for the daily billings received beginning with charges for activity on September 25 will not be recorded in
      FMS until the system opens for FY 09. When the recording of these transactions resumes, the CCS will determine the
      proper appropriation year to be charged based on the purchase date provided by the merchant.
   2. The purchase card is to be used through the end of FY 08 and on into FY 09 on a business as usual basis. There is no
      suspension on the use of the purchase card provided an appropriation or continuing resolution has been enacted for
      FY 09.




                                                                        8-8
   3. Stations should compute their unbilled purchase and fleet card transactions for FY 08 and, depending on the
    appropriation or fund, process a SV CC document with a transaction date of 9/30 and an accounting period of 12/08.
    The SV CC document must have a reversal period of 01/09. To minimize the effort required for this step, the accrual
    may be established at summary cost center and BOC levels.
   4. Use the IFCAP “Accrual (Monthly)” menu option to record the year-end accrual.
   5. Ensure there are funds obligated and accrued for outstanding convenience check amounts.
   6. Cost transfers made by VBA between fiscal year appropriations may be done
   through the CCS using the Batch Modification Screen or on-line in FMS. Stations with access to the Internet may also
    access the CCS through this media. The CCS Batch Modification Screen has a field for the beginning and ending fiscal
    year.
   Some VHA stations ask their IS/IRM to take action to keep Purchase Card ET transactions from hitting FMS at yearend
    to aid in their unobligated balance reconciliation. For example in VISN 2, after the last file of charges are received and
    reconciled, IS puts the VISTA options, Reconciliation and Edit/Remove Reconciliation, out of order so no ET can be
    generated.
   Cardholders are reminded they MUST determine if funds are available in the control point before using the
    purchase card. All purchase card payments with post date September 25, 2008, should be reconciled by
    September 30, 2008.
   B. PRIME VENDOR PROCESSING
   Prime Vendor Purchase Card (CD) transactions are held beginning with Citibank charges for September 25, 2008 like
    other purchase card transactions.
   Prime Vendor EDI transactions will be held in conjunction with other FSC interfaces beginning on September 27, 2008.
   C. FEE BASIS PAYMENT PROCESSING
   Fee Basis Purchase Card (CG) transactions are held beginning with Citibank charges for September 25, 2008 like other
    purchase card transactions. The AITC will hold the regular Fee Basis (FV) payment processing starting on September
    30, 2008. Payments will continue when FMS opens for FY 09.
   D. TRAVEL MANAGEMENT
   Travel Management Center (TM) Reject documents should be resolved prior to the end of the fiscal year in order for the
    field stations to maintain an accurate record of funds. TM Rejects cause differences between Treasury and VA
    accounting records and can adversely affect VA receiving an unqualified opinion on the financial statements.
   Field stations can research the SUSF table to determine if there are any TM transactions in held or reject status for their
    station. The instructions for scanning the SUSF table in FMS are located in the FMS Field Station User’s Guide, page
    B-65. Do not delete TM rejects from SUSF.
   E. REJECTED CAPP/CERTIFIED PAYMENTS
   1. During the period September 27 through September 30, 2008, FSC will contact Station Fiscal Offices concerning any
    critical FY 08 appropriation transactions increasing and decreasing Station’s unobligated balances by $100 or more.
   2. The last day for FSC to process rejects is September 26, 2008.


                                                                         8-9
   IV. FY08 Annual Close Checklist
   Annual Close         Item Accomplished
   Memo Ref #

   II. A. 1. Review outstanding obligations
   II. A. 2. Review FMS table (SUSF) for held or rejected documents
   II. A. 3. All documents affecting unobligated balances processed
   II. A. 4. Available unobligated balances have sufficient funds to cover general ledger 1321
   II. A. 5. BFYs 04 - 08 Tricare and Shared Medical Resources bills moved to BFY 09 are not reversed
   II. B.    September 24, 2008 – last day for payments from appropriations expired as of the end of BFY 03
             and BFY 02 03
   II. C.    September 26, 2008, last day for EB transactions
   II. D.    After September 26, 2008, FSC Staff restricted by system modifications from entering documents
   II. F.    September 30, 2008 – last day for station input, which affects September 2008 business
   II. G. 1. BFY 03 travel obligations are reversed
   II. G. 2. BFY 03 advances – collected, written off or reclassified
   II. G. 3. BFY 03 non-travel obligations and payables are reviewed

   II. G. 4. BFY 03 receivables are reviewed
   II. G. 5. BFY 03 work in process – review and take action
   II. G. 6. BFY 03 GL 2130 obligations cleared/holdbacks released prior to 9/25/08.
   II. G. 7. BFY 03 4537B2/B3 will close. Review obligations.
   II. H. 1. Manual payroll accruals have a reversal period of 01/09
   II. H. 2. Payroll accrual adjustments reviewed for accuracy
   II. H. 3. September 2008 payroll accrual is twelve days
   II. I.    October 1, 2008 – coordinate September 2008 Trial Balance corrections with respective office
             (VBA/VHA/NCA)
   II. J.    Fixed Asset depreciation will post at the end of calendar month
   II. K.    Review accuracy of accrual flags for SO documents.
   II. L.    Annual Close questions to FAS staff
   II. M.    Annual Station Certification letter is based on Accounting Period 13.
   III. A.3. Process SV-CC to accrue unbilled purchase and fleet card transactions.
   III. D.   Process TM rejects

                                                                8-10
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 04 Travel
    Obligations - Must be Reversed
     BFY  04 and Ending BFY 04 Advances -
      Collect, Write off or Reclassify
     BFY 04 and Ending BFY 04 Receivables
      - Moved to 3200 during annual close
     BFY 04 and Ending BFY 04 WIP -
      Review and move as necessary


                    9-3
CLOSING THE BOOKS
 Ensure  Manual accruals have a reversal
  period of 01/10
 FY09 TriCare bills are moved to FY10
 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-08
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: 612C81068
               BFY: 08 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: 607C80076
               BFY: 08 FUND: 0160A1
               COST CENTER: 822400 00
               ACCOUNT CLASS CODE: 0100224V1
               BUDGET OBJECT CODE: 2592
               Payment made on 3/31/08 (DATE)
               TO Siemens Med Solution (Vendor)
               From PAT C80076 STATION 607
               S/B FROM PAT C81068 STATION 612

               Total                                         $16,412.28                                 16,412.28
Prepared by:                                                                           28-May-08
                       (Signature)                                        (Date)
Title

Approved by:                                                                           28-May-08
                       (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 08 MANUAL ADDR CHANGE: N VOUCHER AMT:                    0.00
SCHD DATE:           FISCAL APRV:                       HOLDBACK AMT:        0.00
CLOSED DATE: 05 28 08 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: 08       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 612C81068    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: PD607C80076                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 607C8007607 hit obligation SO 607C80076 (incorrect one). Line 001 is moving
expense to obligation SO 612C81068 (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: 08       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 607C80076    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/B612C81068                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 607C80076.




                                         10-5
THE END

				
DOCUMENT INFO
Shared By:
Categories:
Tags:
Stats:
views:289
posted:5/6/2010
language:English
pages:220