Section 35 Transmittal Letters (TLs) - DOC

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					                     Section 35: Transmittal Letters (TLs)
        Transmittal Letters (TLs) will accompany ALL accounting documents sent to
DFAS-Rome using the standard, multi-purpose DFAS-Rome Accounting Form 001 (see
below). The TLs are uniquely numbered and are used for multiple types of accounting
documents. The submitting office will assign and control TL numbers. In an effort to
reduce the flow of paper, the fax header sheet or email subject line can include the
required data for the TL. The TL will be used by all budget personnel to submit
execution data to the servicing accounting branch for manual processing into
STANFINS. The type of document(s) attached to the TL will be identified by placing a
checkmark in the applicable box(es). The total number of pages submitted for each type
transaction will also be provided.

       A unique TL numbering system for transmittal letters will be used for Accounting
versus Vendor Pay. If email is used, a TL must be attached. When mailing, TLs should
be forwarded to the address below. Please enter the sender’s fiscal station number, e.g.,
(18043) after the ATTN: line info to facilitate the delivery of the TL to the appropriate
accounting technician at DFAS-Rome.

              DFAS-Rome
              ATTN: Field Level Operations Branch (specify FSN)
              325 Brooks Road
              Rome, NY 13441-4527

       When faxing or emailing TLs to DFAS-Rome, please use the following:

MAIL BOX                               NEW RIGHTFAX NUMBER
DRO-5G-GBS                             317-275-0187
DRO-5G-JUK                             317-275-0188
DRO-5G-LOD                             317-275-0189
DRO-5G-USM                             317-275-0190
DRO-ACCT-Bragg                         317-275-0191
DRO-ACCT-CARSON                        317-275-0192
DRO-ACCT-IRWIN                         317-275-0193
DRO-ACCT-LEWIS                         317-275-0194
DRO-ACCT-Riley                         317-275-0195
DRO-ACCT-Stewart                       317-275-0196
DRO-EUR-100th                          317-275-0199
DRO-EUR-104th                          317-275-0200
DRO-EUR-21TSC                          317-275-0201
DRO-EUR-22ndASG                        317-275-0202
DRO-EUR-26th                           317-275-0203
DRO-EUR-5THSIGNAL                      317-275-0204
DRO-EUR-6th                            317-275-0205
DRO-EUR-80th                           317-275-0206
DRO-EUR-98th                           317-275-0207
DRO-EUR-CMA                            317-275-0208
DRO-EUR-EUCOM                           317-275-0209
DRO-EUR-HQUSAREUR                       317-275-0210
DRO-EUR-PLUS                            317-275-0211
DRO-EUR-VTHCORPS                        317-275-0212
DRO-FORSCOM-41                          317-275-0213
DRO-FORSCOM-7F                          317-275-0214
DRO-NETCOM-E3                           317-275-0220
DRO-Europe                              317-275-0226
DRO-Global                              317-275-0215
DRO-INSCOM-46                           old # 315-330-6116

Note:
        DOMESTIC FAXING
        ALL domestic RightFax calls should now be dialed using the new RightFax
        domestic dialing format (1 + Area Code + Number). This includes all on-center,
        local, domestic long distance and toll free RightFax calls.

        INTERNATIONAL FAXING
        International RightFax calls should be dialed using the new International
        RightFax dialing format (011 + Country Code + Number).

        DSN FAXING
        We will NOT be able to use RightFax to send outbound faxes via DSN anymore.
        This is because our new RightFax lines will be commercial lines, not DoD lines.
        (Some limited DSN faxing may still work during the transition to the new ELAN
        Re-engineering Initiative (ERI) RightFax solution.)

        --------------------------------------
         New RightFax Dialing Format Summary
        --------------------------------------
        Domestic: 1 + Area Code + Number
        Internatl: 011 + Country Code + Number
        DSN:        N/A - no longer an option
        --------------------------------------



Transmittal Letter Number Format
        For all customers except MEDCOM, the transmittal letter number will contain a
minimum of nine positions used for tracking as discussed below. A tenth position is only
used to reference the final TL submitted for the month.

               Positions 1-2: Enter DPI code.

               Positions 3-4: Enter program director code (APC PD-MAJ and PD-MIN).
                              When the program director has only one PD code, the third
                              and fourth positions will be left blank.

               Positions 5-6: Enter the month of the calendar year as follows:October
                                      10    February       02      June
                                      06November 11        March           03     July
                                     07December 12           April        04    August
                                     08January        01     May          05
                                     September        09
              Positions 7-9: Enter the sequential number of the TLs submitted within
                             the month. Example: The TL number for DPI 46, PD K1
                             for the first transmittal of November would be 46-K1-11-
                             001.

               Position 10: Enter an “F” indicating the final TL submitted for the month
                             only when applicable.
                       For all MEDCOM customers, the transmittal letter number will
       contain a minimum of thirteen positions used for tracking. A fourteenth position
       is only used to reference the final TL submitted for the month.     Positions 1-2:
       Enter DPI code.

              Positions 3-6: Enter ASN.

              Positions 7-8: Enter program director code (PD-MAJ and PD-MIN).
                             When the program director has only one PD code, the
                             seventh and eighth positions will be left blank.

              Positions 9-10: Enter the month of the calendar year as follows: October
                                     10     February        02     June         06
                             November       11     March           03      July      07
                             December       12     April           04      August    08
                             January        01     May             05      September
                             09
              Positions 11-13: Enter the sequential number of the TLs submitted within
                                the month. Example: The TL number for DPI DC, ASN
                                7483, PD K1 for the first transmittal of November would
                                be DC-7483-K1-11-001.

              Position 14: Enter an “F” indicating the final TL submitted for the month
                           (when applicable). Otherwise, leave blank.
      All documents submitted will have a proper accounting classification to include
the SDN as prescribed in DFAS-IN Regulation 37-1 Chapter 5.

Transmittal Letter Processing
        DFAS Rome will acknowledge receipt of all TLs if requested by the customer by
returning a signed return receipt copy to the submitting activity. A copy of the signed
return receipt TL will be maintained by DFAS Rome for one year. A TL control log is
maintained for each program director submitting accounting documents. The final TL for
the accounting period should be marked “FINAL” at the top of the form in addition to
indicating “F” at the end of the transmittal number as discussed above. If any TL is
received out of sequence, the Resource Manager/Program Director will be notified to
preclude loss or duplication of data. TLs will be monitored for propriety and any
noncompliance of the TL procedures discussed above may result in the TL being returned
without action until corrections are made.
                  ACCOUNTING DOCUMENT TRANSMITTAL LETTER

TO: DFAS-Rome                                    FROM: __________________
ATTN: FSN ___________                                  __________________
325 Brooks Rd                                          __________________
Rome, NY 13441-4527                                    __________________


TRANSMITTAL #: __ __          __ __      __ __       __ __ __      __
                 DPI           PD        Month         SEQ #      Final

TRANSMITTAL # (MEDCOM Only):
     __ __   __ __ __ __   __ __                __ __      __ __ __      __
      DPI        ASN         PD                 Month       SEQ #       Final


Type of Documents:

( ) Cost Transfer         ( ) Joint Review              ( ) Current Year Obligations
      ________Pages             ________Pages                 ________Pages
      ________Blk               ________Blk                   ________Blk


( ) Orders Received       ( ) Fund Distribution         ( ) PY Obligation Adjustments
      ________Pages             ________Pages                 _______Pages
      ________Blk               ________Blk                   ________Blk


( ) SF 1080               ( ) Reimbursements Earned         ( )APC Add/Change/Delete
     ________#                  ________Pages                    ________Pages
                                ________Blk


( ) IPAC Bills Entered    ( ) Customer #                ( ) SF 1049 Refunds
      ________Pages             ________Pages                 ________ Pages


( ) Other __________________
      ______ Pages

NOTE: Accounting personnel will assign block # and indicate on return copy to budget.

Remarks: __________________________________________________________________

         __________________________________________________________________

         __________________________________________________________________


Budget: ______________________     _______      ____________________    _____________
              Signature             Date             POC (Print)            Phone

Accounting: ____________________      _______     ___________________    _____________
                  Signature             Date          POC (Print)            Phone


DFAS-Rome Acct. Form 001, June 1, 2006