OFM Closeout Memo

Date: Tue, 28 Jul 1998 12:52:58 -0400
To: "AO - All Administrative Officers"<distribution
From: "Alice A. Sabatini" <aasabati
Subject: OFM Closeout Memo


The following will also be distributed hard copy.

In Reply Refer To:
Mail Stop 270


	MEMORANDUM
	

To:	Biological Resources Division Remote Date Entry Sites
	Water Resources Division Remote Data Entry Sites
	Geologic Division Remote Data Entry Sites

From:	John J. Blickley		
	Acting Chief, Office of Financial Management

Subject:  Fiscal Year 1998 Close-Out Procedures

This memorandum describes the closing procedures for fiscal year (FY) 1998
to be used by Biological Resources Division (BRD), Water Resources Division
(WRD) and Geologic Division (GD) offices using remote data entry.  These
instructions are also available electronically at
www.usgs.gov:8888/ops/finance/ yearend.html.  Please review these
instructions and deadlines carefully. All documents forwarded to the Office
of Financial Management (OFM) by established deadlines must be received by
5:00 pm EDT unless otherwise specified.  Documents received after the
established dates will not be processed as FY 1998 transactions.  Documents
are addressed under the following headings: 

A.	Cancellation of Budget Fiscal Year (BFY) 1993 Funds
B.	Obligation/Payment Documents
C.	Accounts Receivable
D.	Travel
E.	Standard Voucher
F.	Memorandum Inquiries
G.	Payroll
H.	Accrued Expenditures
I.	Reston Service Center Closing for Year-End Inventory
J.	Report Availability and On-Line FFS Access

The processing status of documents can be reviewed in various FFS tables.
The tables are listed under each topic as appropriate.  Attachment 1
provides a summary listing of these tables. 
 	
A.  CANCELLATION OF BUDGET FISCAL YEAR (BFY) 1993 FUNDS

As of September 30, 1998, BFY 1993/Fund 0804 will no longer be available as
a source of funding.  The following is required to ensure all BFY 1993
payments are processed by Treasury on or before September 30, 1998:

1.	Starting September 1, 1998, all payment documents for BFY 1993 should be
placed in an envelope and clearly annotated with the following when
submitted to OFM for payment:  "BFY 1993 PAYMENT".

All payment documents to be paid from BFY 1993 funds including those with
and without formal obligations must reach OFM by  September 18, 1998.
Payment documents received after this date must be charged against current
year funds.  

2.	OFM will deobligate all unliquidated obligations referencing BFY
1993/Fund 0804 which have outstanding balances as of 5:00 pm EDT on
September 25, 1998.

3.	Accruals will not be permitted for BFY 93/Fund 0804.

4.	OFM will liquidate all accounts receivable billings referencing BFY
1993/Fund 0804 which have outstanding balances as of 12:00 pm EDT on
September 30, 1998.  Funds collected for BFY 1993/Fund 0804 after noon on
September 30, 1998, will be transferred to the Department of Treasury.
 
	
B.  OBLIGATION/PAYMENT DOCUMENTS

1.	CANCELLATION OF COMMITMENTS/REQUISITIONS

All commitments/requisitions (3R for BRD, 4R for WRD,and 7R for GD) will be
canceled in FFS on September 18, 1998.  No BFY 98 commitments should be
entered after that date. 

2.	UNLIQUIDATED OBLIGATION BALANCES
    
Account managers are responsible for reviewing obligated balances,
including those of prior years, for validity.  The tools to do this
include:  285 Report, Detail Status of Prior Year Documents; Federal
Financial System (FFS) on-line tables OBLH (Orders Header Table) and OBLL
(Purchase Order Accounting Line Table); and the 268 Report, Monthly Status
of Project Funds and Transactions. 

 Adjustments to obligations for grants, cooperative agreements, purchase
orders, contracts and delivery orders must be coordinated with the
procurement office administering the award.  These obligating documents
must be deobligated by a formal modification or amendment issued by a
contracting officer.  Since they require a formal modification, a
requisition requesting the deobligation is typically required.  For
adjustments to current year purchase orders, contact the purchasing office
administering the award for a determination of whether the deobligation can
be requested by memorandum or by requisition.  For adjustments to prior
year purchase orders and GSA schedule orders, once it is ascertained that
no further charges will be billed against the obligation, the division
account manager can send a memorandum requesting deobligation directly to OFM.

Requests for deobligations, modifications, and purchase order amendments
must be received in your servicing procurement office by the due date
established by that office.  Please allow time for processing by
procurement and entry into FFS.  Deobligations involving contracts, grants,
cooperative agreements, purchase orders entered into FFS as MO documents,
and Government Bills of Lading (GBL) must be entered by OFM.  Any
adjustments to documents which were originally obligated in OFM (MO
transactions) must also be entered by OFM.  These documents must be
received in OFM by September 29, 1998.  

Deobligations, modifications, and purchase order adjustments entered at
remote sites must be entered and accepted in FFS by 3:00 pm EDT on October
2, 1998.

3.	OBLIGATING DOCUMENTS

Formal obligations such as purchase orders, amendments, training orders,
General Services Administration (GSA) work orders, Government Printing
Office printing and binding requisitions, interagency agreements and
letters of agreement must be entered into FFS by 3:00 pm EDT on October 2,
1998.  Contracts, grants, cooperative agreements, and GBLs must be entered
by OFM.  These documents must be received in OFM by Noon October 1, 1998.
Transactions covered by these documents must not be recorded as accruals.  

Your entry of requisition information into FFS does not obligate the funds;
you must enter in FFS a 3O (BRD) or a 4M or 4O (WRD) or a 7O (GD)
transaction in order to have a valid obligation on record.  Account
managers are responsible for carefully reviewing their September
Preliminary 268 Report and FFS on-line tables OBLH and OBLL to ensure that
all obligations have been entered in FFS.

4.	PAYMENT DOCUMENTS

Payment transactions (3V for BRD, 4P and 4V documents for WRD or 7V
documents for GD) entered into FFS by 3:00 pm EDT on October 2, 1998 will
appear on the Preliminary September reports.  Payments charged to BFY 1999
funds cannot be entered until October 5, 1998.

 5.	ON-LINE PAYMENT AND COLLECTION CHARGES

All FY 1998 OPAC charges for which no formal obligations are established
(such as the Office of the Secretary Bill, Office of Aircraft Services,
FEDSTRIP charges, Federal Telephone System (FTS) charges, Motor Pool
charges, and GSA Rent) which are received in OFM by October 1, 1998 will be
entered into FFS by close of business on October 2, 1998.  Offices using
the Division on-line input option of accrued expenditure reports can begin
accruing OPAC charges which do not appear in the Project Spending by Period
Reference Table (PSDP) on October 3, 1998 as soon as FFS is available, and
may continue entering accruals until 3:00 pm October 9, 1998.  Ensure that
all accrual documents entered into FFS after October 2, 1998 are posted in
accounting period "13 1998."
	
NOTE: GSA Rent Adjustments for the 5th quarter will not be received in OFM
by October 1, 1998.  Offices must accrue these charges. 

6.	BANKCARD CHARGES   

All bankcard purchases should be recorded as 3A (BRD), 4B (WRD) or 7B or 7C
(GD) transactions in order to accrue funds.  By COB October 2, 1998,
bankcard purchases that are not on the September 1998 statement and
purchases made after the statement date must be recorded as 4B or 7B or 7C
transactions.

On or about September 17, 1998, bankcard charges on the September 1998
statement will be automatically charged to the default cost structure
listed on the CCHR table.  A BV document automatically charges the default
cost structure with one line per cardholder.  By COB 
October 2, 1998, if needed, use the CDTT table to record adjustments to the
September monthly statement.  The nightly adjusting program posts NC
documents updating FFS with these adjustments.  Detailed instructions are
in Section 11, Bankcard Processing, of the FFS user Manual.

7. 	DIRECT ACCOUNTABILITY POSTAL CHARGES

The U.S. Postal Service (USPS) has billed for charges through February 28,
1998.  Charges for the USPS third billing period which ran from March 1,
1998, through May 23, 1998, will be reflected on the July 268 Report.
Postal purchases which occurred from October 1998 through May 1998 or in
prior years which are not reflected on Pre-Preliminary 268 Report must be
accrued. 

The USPS fourth billing period for FY 1998 runs from May 24, 1998 through
September 30, 1998, and will not be forwarded to Government agencies until
the latter part of the first quarter of FY 1999.  Therefore, all USPS
transactions occurring after May 24, 1998, must be accrued.  In addition to
reporting the purchase of meter postage, stamps, and envelopes, account
managers should project the use of special services such as express mail,
business reply, merchandise return, and permit imprint and include the
costs in the accrual.
 Accruals for USPS and special service transactions should be categorized
using the following object classes: 

·		23.3G	Postage
·		23.3H	Postage Box and Meter Rental
·		23.3J	Express Mail 

EXCEPTION:  Fourth quarter center mail transactions for Reston, Denver, and
Menlo Park will be finalized as of September 30, 1998.  These costs do not
require accrual.  The Branch of Materials Management will prepare the
appropriate standard vouchers for inclusion on the September Preliminary
Report.

8.	ACCRUAL OF FORM 9-114 SHIPPING CHARGES FOR RESTON FACILITIES   

Each account manager must accrue shipping charges for express overnight
service.  Federal Express charges incurred after September 23, 1998, must
be recorded in FFS as accrued expenditures by 3:00 pm EDT on October 2,
1998.  Any freight shipments originating on Form 9-114, which do not appear
on the September Preliminary 268 Report should be accrued.

9.	IMPREST FUND

Imprest funds will continue to be open during close-out.  The last day
travel advances will be paid from the Imprest Funds for FY 1998 will be
September 18, 1998. (Do not record accrued expenditures for travel advances.)

Imprest fund cashiers must enter their final FY 1998 Reimbursement Voucher,
SF-1129, in FFS by 3:00 pm EDT on October 2, 1998.  

10.	THIRD PARTY DRAFTS (Excluding Travel Voucher Payments)

No special year-end processing is necessary for third party drafts.  Remote
users should record an accrued expenditure using a 4D (WRD) or a 7D (GD)
document whenever a draft is issued for other than travel purposes.  


C.  ACCOUNTS RECEIVABLE 

1.	ACCOUNTS RECEIVABLE BILLINGS

 Copies of Accounts Receivable Billings (DI-1040's and SF-1080's) must be
received in OFM by September 30, 1998 in order to be recorded as FY 1998
billings on September reports. To avoid delays in processing billing
documents, account managers are reminded to include the FFS customer
number, FFS agreement number, and budget fiscal year on the document.  In
addition, account managers should verify that appropriate funding levels
are in the FFS Customer Agreement Line Table (CALT) to support the total
amounts being established as billings.

2.	DIRECT STATE SERVICE VOUCHERS (WRD Only)    

Direct State Service Vouchers must be mailed in time to reach OFM by
September 30, 1998.  To avoid delays in processing vouchers, please verify
that valid FFS customer numbers, agreement numbers, and account numbers are
used on the documents.  Vouchers not mailed in time to reach OFM by this
deadline should be accrued using transaction code "4C" transaction type
"02", and budget object class 255C. 

3.	OPAC BILLINGS

In order to meet Treasury's processing deadline, all OPAC Billing Requests
(Form 9-2048) must be received in OFM by September 23, 1998.  OPAC Billing
Requests for expenditure refunds (those crediting a 9-digit account
number), not mailed in time to be received in OFM by September 23, 1998,
must be accrued as a credit to the account and object class indicated on
the Form 9-2048.

4.	RECORDING COLLECTIONS OF ADVANCES RECEIVED FOR FY 1999 AGREEMENTS

Advance payments received for BFY 1999 agreements prior to the opening of
accounting period 01 1999 will be deposited by OFM as an advance to the
current BFY 1998 agreement.  If a BFY 1998 agreement is not recorded in
FFS, OFM will obtain from the appropriate division an agreement number/BFY
in order to post the collection.

OFM will provide a list to the appropriate division of the collections
received for BFY 1999 agreements and the agreement number/BFY where the
advance was deposited.  Divisions will be responsible for notifying OFM to
move the advances after the BFY 1998 agreement has been established in FFS.

5.	SF-215, DEPOSIT TICKETS

In order to meet Treasury deadlines, SF-215, Deposit Tickets, must be
received in OFM by  September 30, 1998.  The SF-215 Deposit Interface
prepared by Earth Science Information Center (ESIC) and Earth Resources
Observation System (EROS) Data Center offices, must be received in OFM by
September 29, 1998.  

D.  TRAVEL DOCUMENTS	

1.	TRAVEL VOUCHERS (Including Those Paid Through Third Party Draft)

Travel vouchers must be received in OFM by September 21, 1998.  Travel
vouchers received after that date will not be processed before October
1998.  The following instructions apply for any vouchers not mailed in time
to reach OFM by September 22, 1998:
Travel vouchers (TV, T8 and T9 documents) which have not been sent to OFM
in time to be processed before close-out must be accrued using the 3A
(BRD), 4U (WRD) or 7U (GD) document.  These accruals will be automatically
liquidated when the travel voucher is processed.  Note: For the accruals to
automatically liquidate the accrual document number and the travel voucher
number must be the same.   For detailed instructions on the 4U or 7U
document, see Section 15 of the Remote Data Entry manual.

If an employee has been approved to accept travel expenses from a
non-Federal source for travel during FY 1998, but the travel voucher has
not been received in OFM by September 21, 1998, the funds (credit) must be
recorded in FFS as an accrued expenditure (3A, 4A or 7A document) by 5:00
pm EDT on October 9, 1998.

A distinction must be made between transportation and per diem for
temporary duty travel that crosses fiscal years.  Transportation costs
should be charged to the fiscal year in which the travel originates.  Per
diem costs, on the other hand, must be charged to the fiscal year in which
the charges are incurred.

Travel Manager Interface vouchers must be received by September 30, 1998.
After September 30, 1998, these vouchers must be accrued using a 3U, 4U or
7U document.  These accruals will be automatically liquidated when the
vouchers are processed.

2.	TRAVEL ORDERS

Travel orders for PCS must be accepted in FFS by 3:00 pm EDT on October 2,
1998.  An estimate for Relocation Income Tax allowances to be paid in
subsequent fiscal years should be included in the amount obligated.  All
expenses in connection with change of headquarters are to be obligated in
the year in which the travel authorization is issued.  If an employee's
reporting date is FY 1998, the travel authorization should be issued in FY
1998.  

Remote users must review obligation (3T for BRD, 4T for WRD or 7T for GD)
balances to ensure estimates are accurate for travel commencing by
September 30, 1998.  If the balances are incorrect, remote users must enter
modifications to the 3T, 4T or 7T documents to adjust the balances.
Deobligations must be recorded in FFS by 3:00 pm EDT on October 2, 1998.
For detailed instructions on modifying 3T, 4T or 7T documents, see Section
13 of the Remote Data Entry users manual.

 3. 	TRAVEL ADVANCES

Travel Advance requests, excluding Imprest Fund, for travel which will
begin prior to the end of the fiscal year, must be received in OFM no later
than September 21, 1998.  American Express Cards must be used for FY 98
travel advances needed September 22, 1998 through 
September 30, 1998.  Travel advances do not require accrual.   


4.	AIRLINE TICKETS

Those offices (Reston, Denver, and Menlo Park) using the following travel
agencies must record accrued expenditures (3C for BRD, 4C for WRD or 7C for
GD documents) in FFS by 3:00 pm EDT on October 2, 1998, for all tickets
issued after the date indicated below.  Charges incurred prior to August
28, 1998, which do not appear on the Pre-Preliminary September 268 Report,
must be also recorded as accrued expenditures.

         Professional 	August 28, 1998
         Balboa		August 28, 1998
         Carlson T.L.	August 28, 1998

All other offices purchasing airline tickets on the American Express
Account (Government Transportation Accounts) may enter payments in FFS
until 3:00 pm EDT on October 2, 1998.  Ticket charges for which payments
are not entered in FFS should be recorded as accrued expenditures (3C, 4C
or 7C) by 3:00 pm EDT on October 2, 1998.

NOTE:	The procedure for processing unused airline tickets will be the same
as during the rest of the year.  Unused tickets purchased through travel
agents, with the exception of Carlson Travel, will be returned to the agent
for credit.  Unused tickets issued by Carlson are to be forwarded to OFM.

Unused tickets not issued by Carlson Travel are to be recorded as a 3A
(BRD), 4A (WRD) or a 7A (GD) accrual document.  Unused tickets issued by
Carlson Travel are to be forwarded to OFM and must be received by September
30, 1998 in order to be included on the Preliminary 268 Report.  OFM will
enter these tickets as accounts receivable refunds (BDs.) which will appear
as credit expenditures on the 268 Report.  Submit accrual adjustments to
your Division Fiscal Contact if credits do not appear on the preliminary
268 Report.  After OFM receives the credit from Carlson on the American
Express bill, the BD will be reversed by OFM, thereby offsetting the
original credit expenditure.
 
E.  STANDARD VOUCHERS

1.	ON-LINE STANDARD VOUCHERS

Two standard vouchers (3S for BRD, 4J and 4S for WRD and 7J and 7S for GD)
will be used by remote data entry sites.  Detailed instructions for remote
entry sites  are included in Section 8, FFS User Manual.

4J or 7J -- a standard voucher used to transfer expenditures between
account numbers within the same budget fiscal years, the same division, and
the same fund.

3S, 4S or 7S -- a standard voucher used to transfer expenditures between
account numbers within different budget fiscal years, different divisions,
or different funds.

Offices entering 4J or 7J transactions must ensure that documents pass all
edits and are processed to completion with an action of "W" (Wait/Update).
The process will be complete when "DOC ACCEPTED PASS2" is displayed at the
bottom of the Data Entry Startup Screen.  These documents will not be
reviewed or processed by OFM.  Offices must maintain documentation for a
period of 1 year.  4J or 7J transactions for FY 1998 must be ACCEPTED in
FFS by October 2, 1998.

3S, 4S or 7S transactions can be entered to adjust expenditures between
divisions, BFYs, and funds; however, a higher level of review is required.
Transactions should be entered on-line and processed with an action of "Q"
(Quick Edit) to ensure all on-line edits are passed.  Supporting
documentation must then be sent to your Division Fiscal Contact for
approval and signature.  The Division Fiscal Contact is responsible for
submitting documentation to OFM.  Once documentation is received, OFM will
review and complete processing of the document.  Documentation supporting
3S, 4S or 7S transactions for FY 1998 must be received in OFM by October 1,
1998.

Both 4J or 7J and 3S, 4S or 7S documents must balance to zero, i.e. total
increases must equal total decreases.

The office entering these transaction must ensure that all other cost
centers with account numbers on the transaction receive copies of the
document (screen prints).

Offices should use the Personnel Resource Utilization System (PRUS) for
payroll adjustments for FY 1998.  Use 3S, 4S or 7S documents to transfer
expenditures between fiscal years.

The Division Administrative Officer or designee along with OFM must approve
all 3S, 4S or 7S  documents.  Problems will be reported to the originating
office contact as shown on the document.  Remotely entered documents that
have not been received in OFM within 60 days of entry will be deleted.
 
2.	AUTOMATED SV

Automated SVs should be received by the Branch of Systems Support (BSS) by
5:00 pm EDT on  September 24, 1998.  These automated SVs include the
following:

Automated SV		Description

      $PRNT		NMD Headquarters
      $LAB		WRD NWQL
      $WHIF		Hydrologic Instrumentation Facility
      $VISU		Geology Headquarters Lab
      $PUB		Geology Scientific Publications

3.	EARTH SCIENCE INFORMATION CENTERS ORDERS AND WORK ORDERS FOR THE EROS
DATA CENTER

To enable the final Distributed Ordering, Reporting, Research, and
Accounting Network (DORRAN) bill to be submitted by the September 24
deadline for automated billings, the system will stop processing orders
September 17, 1998.  Earth Science Information Center (ESIC) orders are
billed when the product is shipped; therefore orders for all products
(except map separates) from the ESIC should be submitted by September 1,
1998.  Orders for map separates need a lead time of 2-3 weeks; therefore,
orders for map separates should be submitted by August 25, 1998.  Orders
shipped after September 17, 1998 will be charged to 
FY 1998.

All work orders for work to be done by the Earth Resources Observation
System Data Center in Sioux Falls, South Dakota, must reach the Data Center
no later than August 24, 1998, in order to be billed by standard voucher in
FY 1998.  Work orders received after August 24, 1998, will be charged to FY
1999 and should not be accrued.

4.  INTERNAL VOUCHERS    

Account managers entering internal voucher (IV) transactions have the
responsibility of ensuring that documents pass all edits and are processed
to completion with an action of "W" (Wait Update).  The process will be
complete when "DOC ACCEPTED PASS 2" is displayed at the bottom of the Data
Entry Startup Screen.  IV documents must be ACCEPTED in the system by
October 2, 1998.  Copies of IV documents that involve a transfer between
budget fiscal years or funds must be received in OFM by 9:00 am EDT on
October 2, 1998.

 F.  MEMORANDUM INQUIRIES    	

MEMORANDUM INQUIRIES

Memorandum inquiries concerning the correction or identification of
transactions appearing in 268 Reports prior to July 30, 1998 should be
received in OFM by August 30, 1998.  Inquiries pertaining to transactions
appearing after July 30, 1998 are due in OFM by September 25, 1998.

G.   PAYROLL    	

1.	PAY PERIOD (PP) 19 PRUS ADJUSTMENTS

PP 19 is the last pay period which will be made available for PRUS
adjustments.  It is tentatively 
scheduled for update in PRUS on September 21, 1998.  Adjustments for
supplemental distribution of undistributed payroll accounts must be
completed by 3:00 pm EDT on October 2, 1998.  After October 2, 1998, all
adjustments for payroll through PP21 must be processed using a 3A (BRD), 4A
(WRD) or a 7A (GD) document for the credit and debit side of the
transaction. The 3A/4A/7A is a reversing accrual and will be reversed out
after closeout.  Therefore, a standard voucher must be submitted in FY 1998
to make the final adjustment.

2.	PP 20 ACTUALS

The Preliminary Reports will reflect actual salary costs and related
benefits which transpired in PP 20.

3.	PAYROLL PROJECTIONS

Basic salary costs and related benefits for Monday through Wednesday
(September 28-30, 1998) (PP21) will automatically be posted in FFS based on
projections from Pay Period 20.  Do not accrue these  basic costs.
However, unusual salary costs and related benefits will not be included in
the automated projection for Sunday through Wednesday (September 27-30,
1998)  and must be accrued (3A for BRD, 4A for WRD or 7A for GD). These
exceptions are identified below:

OBJECT CLASS DESCRIPTION

111F	FULL-TIME PERMANENT, TERMINAL LEAVE-LUMP SUM PAYMENTS
113F	OTHER THAN FULL-TIME PERMANENT, TERMINAL LEAVE-LUMP SUM 	PAYMENT
115A	OVERTIME					
115B	AWARDS - MONETARY
115D	CREDIT HOURS - PAID
115E	AWARDS - NON MONETARY
115F	PAID HOLIDAYS WORKED
115H	ENVIRONMENTAL/HAZARDOUS DUTY PAY
115J	PREMIUM PAY-STANDBY
115K	PREMIUM PAY-IN LIEU OF OVERTIME
115M	COMPENSATORY TIME-PAID	
115N	EXTRA CIRCULAR ACTIVITIES STIPEND	
115P	POST DIFFERENTIALS-FOREIGN	
115Q	POST DIFFERENTIALS-NON FOREIGN
115T	SUNDAY PAY
115V	NIGHTWORK DIFFERENTIAL
115X	PENALTY PAY
118P	CSRS REIMBURSEMENT FOR REEMPLOYED ANNUITANT	
118R	FERS REIMBURSEMENT FOR REEMPLOYED ANNUITANT	
1212	RELOCATION-SUBSISTENCE IN TEMPORARY QUARTERS
1213	RELOCATION-REAL ESTATE TRANSACTIONS
1214	RELOCATION SERVICE CONTRACTOR
1215	RELOCATION-INCOME TAX ALLOWANCE & WITHHOLDING TAX 	ALLOWANCE
1216	RELOCATION-MISCELLANEOUS MOVING ALLOWANCE
130A	SEVERANCE PAY 

SALARY COSTS FOR EMPLOYEES ENTERING ON DUTY AND EMPLOYEES TERMINATED

Accrue salary costs on all personnel services and benefits classification
for employees who have an Enter-On-Duty date of Sunday through Wednesday
(September 27-30, 1998) and reduce costs for those employees who are
terminated during the same period.  Salary and benefit projections for
intermittent employees (object classes 113A, 113E, and related benefits)
should be reviewed, and if necessary, accrued for actual work performed.

3.  EMPLOYEE AWARDS

In order for an employee cash award to be processed in FY 1998, a properly
completed Federal Personnel Payroll System (FPPS) action authorizing
payment must be received by the personnel office in a timely matter for
processing in pay period 98/19, ending September 12,1998.  The pay date for
the award is September 24, 1998, (this is the last pay date for the fiscal
year).  Any requests for cash award payments after September 10, 1998, must
be accrued on the 9-803.  Please remember, when processing cash awards, a
cost structure should be entered as nine digits in the FPPS system. 

 H.  ACCRUED EXPENDITURES    
	
ACCRUED EXPENDITURE

Remote entry sites will use a combination of self-reversing and
manually-reversing accrued expenditure documents to record year-end accruals.

A.	Self-reversing accrued expenditure (3A for BRD, 4A for WRD or 7A for GD)
documents will be used to record accruals for credits such as payroll,
travel, or SLUC.

3A, 4A or 7A transactions must be accepted in FFS by 3:00 pm EDT on October
2, 1998 to be included in September's monthend closeout, accounting period
"12 1998."

Documents should be processed according to Section 7, FFS User Manual,
Year-end Accruals.	

Use Trans Type 01 for federal transactions and trans type 02 for
non-federal transactions.  3A, 4A or 7A transactions may be entered any
time during the period of September 1 through October 9, 1998.

Account managers are responsible for ensuring documents are processed to
completion with an action of "W" (Wait Processing).

Originating offices will retain supporting documentation for 3 years.  Do
not submit supporting documentation to OFM.

Enter "01 1999" in the REVERSAL PERIOD field for all 3A, 4A or 7A documents
processed from September 1, 1998 through October 9, 1998.

Enter "13 1998" in the ACCOUNTING PERIOD field for all 3A, 4A, or 7A
documents processed from October 3, 1998 through October 9, 1998.

Special object class instructions are included in Attachment 3.

B.	Manually-reversing accrued expenditure (3C for BRD, 4C for WRD or 7C for
GD) documents will be used to record accruals for items which will be
billed directly to the originating office.  3C, 4C or 7C documents must be
liquidated individually by subsequent payments documents.

3C, 4C or 7C transactions must be accepted in FFS by 3:00 pm EDT on October
2, 1998 to be included in September's monthend closeout, accounting period
"12 1998."

Documents should be processed according to Section 7, FFS User Manual,
Year-end Accruals.
 3C, 4C or 7C transactions may be entered any time during the period of
September 1 through October 9, 1998.

Account managers are responsible for ensuring documents are processed to
completion with an action of "W" (Wait Processing).

Originating offices will retain supporting documentation for 3 years.  Do
not submit supporting documentation to OFM.

C.	Automatically-reversing accrued expenditure (4U for WRD or 7U for GD)
documents will be used to record accruals for travel.  4U or 7U documents
will automatically be reversed when the travel voucher (TV, T8, or T9) is
processed.  The travel voucher must use the same document number as the 4U
or 7U document.  

4U or 7U transactions must be accepted in FFS by 3:00 pm EDT on October 2,
1998 to be included in September's monthend closeout, accounting period "12
1998."

Documents should be processed according to Section 15, FFS User Manual,
Year-end Accruals.

4U or 7U transactions may be entered any time during the period of
September 1 through October 9, 1998.

Account managers are responsible for ensuring documents are processed to
completion with an action of "W" (Wait Processing).

Originating offices will retain supporting documentation for 3 years.  Do
not submit supporting documentation to OFM.

I.  RESTON SUPPLY SERVICE CENTER CLOSING FOR YEAR-END INVENTORY    

The Reston Supply Service Center (RSSC) will be closed September 25 through 
September 29, 1998, for the annual fiscal year inventory.  The last day for
FY 1998 purchases through the RSSC is September 24, 1998.  Purchases
beginning September 30, 1998, will be processed as FY 1999 transactions and
should not be accrued. 

J.  REPORT AVAILABILITY AND ON-LINE FFS ACCESS    

The 1st Pre-Preliminary 268 Report (BRD only) is tentatively scheduled for
distribution on September 14, 1998.  The 2nd Pre-Preliminary 268 Report is
tentatively scheduled for distribution on September 21, 1998.  This report
will contain actual salary costs for Pay Period 19, and all other
transactions input into FFS through September 20, 1998. Distribution of all
other preliminary reports is tentatively scheduled for  October 4, 1998.  
 Offices are reminded that the on-line FFS table PSDP can be used to
monitor transactions posted to individual accounts.  This table is updated
each night and will reflect transactions accepted in FFS through the
previous day.  

Key close-out dates and the FFS operating schedule are shown in Attachments
4 and 5. FFS availability will be posted on the FFS start-up screen and on
the OFM web site (www.usgs.gov:8888/ops/finance/yearend.html).  An
explanation of security profiles for RDE users for FY 1998 and FY 1999
documents is in Attachment 6.  OFM's Hotline number, FAX number, Internet
Home Page Address and access to BSS's FFS Message Number are shown in
Attachment 2.  Division Fiscal Contacts will be notified if there are
system schedule changes, and they are responsible for further notification
to their division.

CONCLUSION    

The close-out process outlined above resulted from a joint meeting of the
Offices of Financial Management, Information Services, the Director's
Office, the Finance Officers Group and other fiscal representatives of the
divisions.  We welcome your suggestions, which can be addressed to any of
the Division Fiscal Contacts or OFM staff shown on Attachment 2.  Questions
about these instructions should be directed to the OFM staff.

Attachments:
(1) Summary List of Inquiry Tables
(2) Contact List
(3) Special Instructions for Object Classes
(4) Key Close-Out Dates (List Format)
(5) Key Close-Out Dates (Calendar Format)
(6) Remote Data Entry Security Profiles

Distribution: SM

 	ATTACHMENT 1
	SUMMARY OF FFS TABLES 
	TO REVIEW 
	PROCESSING STATUS

UNLIQUIDATED OBLIGATIONS

1. OBLH - Orders Header Table.
2. OBLL - Purchase Order Accounting  Line Table
3. DXRF - Document Cross Reference Table

PAYMENT/OPAC DOCUMENTS

1. PSDP - Project Spending by Period Reference Table

THIRD PARTY DRAFTS

1. PSDP - Project Spending by Period Reference Table
2. PVHT - Payment Voucher Header Table
3. PVLT - Payment Voucher Line Table

TRAVEL VOUCHERS

1. VCTE - Voucher Document Tracking Entry Table
2. PVHT - Payment Voucher Header Table
3. TVHT - Travel Voucher Header Table

TRAVEL ORDERS

1. TOHT - Travel Order Header
2. TOLT - Travel Order Line Table

TRAVEL ADVANCES

1. TADV - Travel Advance Table

AIRLINE TICKETS 

1. PVHT - Payment Voucher Header Table
2. PVLT - Payment Voucher Line Table



 ATTACHMENT 1


ACCRUALS - 3A, 4A OR 7A

1.  JVLT - Journal Voucher Line Table

STANDARD VOUCHERS - 3S, 4J, 7J, 4S, AND 7S

1.  JVLT - Journal Voucher Line Table

ACCRUALS - 3C, 4C, 7C, 4U, AND 7U

1.  RCHT - Receiver Header Inquiry Table
2.  RCLA - Receiver Accounting Line Inquiry Table

BANKCARD TABLES

1.  CDTT - Credit Card Detail Transaction Table

DOCUMENT STATUS

1.  SUSF - Document Suspense File
 
ATTACHMENT  2

	CONTACT LIST

	OFFICE OF FINANCIAL MANAGEMENT 


Topic								Contact			Phone Number	E-mail
Obligations/Payments				Brenda Fulk			(703) 648-7654	bfulk@usgs.gov
Payment Documents/SVs/Accruals/Payroll	Brenda Fulk			(703) 648-7654
bfulk@usgs.gov
Travel								Susan Sheely			(703) 648-7602	ssheely@usgs.gov 
Accounts Receivable				Bruce Wood			(703) 648-7665	bwood@usgs.gov
Reports/IVs					Deborah Sykes		(703) 648-7663	dasykes@usgs.gov
FFS Profile/Security Access			Pete Fox			(703) 648-7623	jcfox@usgs.gov
FFS HOTLINE								(703) 648-7600
FFS Vendor Maintenance							(703) 648-7612
OFM FAX Number								(703) 648-4112
OFM WEB Address				http://www.usgs.gov:8888/ops/finance


	BRANCH OF SYSTEMS SUPPORT

Topic								Contact			Phone Number		E-mail
Report Availability (Recorded Message)					(703) 648-7253
Report Distribution					Nancy Short		(703) 648-7232		nshort@usgs.gov  
Report Distribution					Ron O'Neill			(703) 648-7255		roneill@usgs.gov
Report Distribution					Ed Norris			(703) 648-7247		enorris@usgs.gov


	DIVISION FISCAL CONTACTS

Division							Contact			Phone Number		E-mail
Biological Resources				Annette Kennedy	(703) 648-4254		annette_k_kennedy
@usgs.gov
Water Resources					Kelly Bradley		(703) 648-5040		kbradley@usgs.gov
Geologic 							Marty Long			(703) 648-6109		mlong@usgs.gov
 	ATTACHMENT 3

	SPECIAL INSTRUCTIONS FOR OBJECT CLASSES USED ON
	ACCRUED EXPENDITURE DOCUMENTS

The following object classes can be used on accrued expenditure documents,
but not when certain transaction types are referenced. 

 Example: 

o  Object class 111A can be used with non-federal transaction type 02, but
not with federal transaction type 01 for account managers entering accrual
on- line.

o  Object class 111A can be used with non-federal transaction type 08, but
not with federal transaction type 09 for account managers preparing 9-803s
for input by OFM.

Most object classes are listed by series; e.g., 111x means that all object
classes beginning with 111 are excluded.  Those with a specified alpha
character at the end of the object class means that this particular object
class cannot be used under that one transaction type.

	Do not use with Federal Trans Type (01) or (08)

111x   
113x    
115x    
118x    
121G
 							13xx
323B
                  								    
	Do Not Use With Non-Federal Trans Type (02) or (09) 

111F
113F
115G
121x

	The following object classes cannot be used on accrued expenditure documents.

311x
32xx
8xxx
9xxx
 	ATTACHMENT 4   

Remote Data Entry
Fiscal Year 1998 Close-Out
Due Date Summary


Document Description									Important Dates

Airline Tickets (GTS)                                    
Professional						August 28        
Balboa							August 28
Carlson TVL						August 28
Other							September 21

Work Order done by EROS Data Center
Map Separates					August 24  
All Products except Map Separates			September 1

Memorandum Inquiries
July and prior 268 Reports				August 30   
August/September transactions				September 25

Cancellation of FY 1993 Funds      
Payments to OFM					September 18
Deobligation of Undelivered Orders		September 25

Travel Advances from Imprest Fund				September 18

Travel Advance Requests (Other than Imprest Fund)		September 21

Travel Vouchers (Including Those Paid through Third Party Draft)	September 21

PP 19 Available in PRUS					September 21

OPAC Billing Requests (Form 9-2048)				September 23

Automated Standard Vouchers					September 24

Processing collections related to FY 93 Accounts Receivable		September 25
(Noon)

 	ATTACHMENT 4

Account Receivable Billings (i.e., DI-1040 and SF-1080)		September 30

Direct State Vouchers						September 30

SF-215, Deposit Tickets						September 30

Formal Obligation/Deobligation Documents (Processed by OFM)	October 1 (Noon) 

3S, 4S or 7S transactions						October 1

4J or 7J transactions						October 2    

Internal Vouchers							October 2

Bankcard Charges (accepted in FFS)				October 2

Last day to enter PRUS Adjustments				October 2

Remotely Entered Obligation/Deobligation Documents		October 2

Payment Documents without Formal Obligations		October 2

Travel Orders for PCS (in FFS)					October 2

Imprest Fund Final Reimbursement Voucher			October 2
 
ATTACHMENT 5 (will be distributed only hard copy)

ATTACHMENT 6

	REMOTE DATA ENTRY (RDE) SECURITY PROFILES 

	FOR FISCAL YEAR 1999

On August 1, 1998, commitments can be entered and placed on hold.  The
automatic document numbering will generate an FY 1999 document number.
After the close of FY 1998, OFM will process documents on hold to
accounting period 01 1999.

From October 5 through October 13, 1998, documents for FY 1999 can be
entered and placed on hold.  All documents must have October dates and the
accounting period field must be blank.  After the close of FY 1998, OFM
will process documents on hold to accounting period 01 1999.

From October 14 through October 18, 1998, offices will not be able to
process documents.  The final close for FY 1998 will be processed during
this time.

Starting October 19, 1998, documents can be entered and will post to
accounting period 01 1999.


Note: Normally, travel accruals (4U, 7U) are automatically liquidated when
the travel voucher is processed.  For travel vouchers processed from
October 3 through October 18, the automatic liquidation will be processed
starting October 19.  Automatic liquidation of third party draft accruals
(4D, 7D)  will also be processed starting October 19.