SUMMARY OF MONTHLY FAIMS/FFS RECONCILIATION PROCESS
| Action | Responsible Person | Time
Frames * |
Comments | |
| 1. | Obtain FAIMS and FFS Reports for month being reviewed (Exhibit 3 lists reports and data elements to be reviewed) | FA Fiscal Staff; FC Systems Staff | Days 1 - 3 | FFS reports may not be available until Day 3 |
| 2. | Research discrepancies between FAIMS and FFS: | FA Fiscal Staff | Days 3 - 15 | FA fiscal staff should consult with NBC and FC staff as appropriate. |
| 2a. | For grant transactions that occurred after the FAIMS/FFS interface, follow established daily discrepancy resolution process (see Exhibit 1) | |||
| 2b. | For grant transactions prior to the FAIMS/FFS interface, perform the following resolution process: | |||
| If FAIMS correction required, make necessary changes in FAIMS | ||||
| If FFS
correction required:
- Prepare reconciliation report to forward to NBC (Use standard Microsoft Excel format provided in Exhibit 4.) - Provide supporting documentation (see Exhibit 5 for documentation requirements for common types of corrections) |
||||
| 3. | Submit Reconciliation Report to NBC using the excel file format agreed upon (hard copy via FedEx) | FA Fiscal Staff | No later than Day 15 | Copies to: FA/WO; FC; Finance/WO |
| 4. | Confirm receipt of Reconciliation Report to FA Fiscal Staff in each Region | NBC Finance Staff | Day 17 | |
| 5. | Perform
initial review
of Reconciliation Reports to determine:
- Adequacy of documentation - Completeness of explanations |
NBC Finance Staff | Days 17 - 20 | |
| 6. | Contact FA staff for additional information as necessary | NBC Finance Staff | Days 15 - 30 | |
| 7. | Determine corrections that can be made without additional research, and enter adjustments in FFS | NBC Finance Staff | Days 15 - 30 | |
| 8. | Perform additional research on remaining corrections, and work with FC to resolve, as appropriate | NBC Finance Staff; DFC Accounting Operations Staff | Variable | Corrections involving adjustments to cash balances need to be forwarded by NBC to FC for review |
| 9. | Notify NBC Finance Staff on status of corrections being researched by FC staff | FC Accounting Operations Staff | Day 29 | |
| 10. | Prepare report
to FA Fiscal
Staff in each Region on status of corrections, including:
- corrections completed - corrections still pending from current report (and reasons) - corrections still pending from prior reports |
NBC Finance Staff | Day 30 | Use reconciliation report format with additional column explaining status of corrections. |
| 11. | Provide report
(via e-mail)
to Chief, Division of Federal Aid Washington Office on status of
reconciliations,
including:
- completed corrections to FAIMS and FFS - pending corrections, and additional required actions |
FA Regional Division Chief (prepared by FA Fiscal Staff) | 7 days after receipt of status report from NBC | Forwarding a copy of the Excel file received from NBC (Step 10 above) with comments and/or clarification would suffice. |
| 12. | Follow up on issues remaining unresolved after 2 months with responsible officials in NBC, FC and FA Regions, as appropriate | Chief, FA Washington Office | 7 days after receipt of reports from FA division chiefs |
* Time frames based on 30-day month. If the scheduled date falls on a nonbusiness day, the next business day applies.