OPAC Update: 1) Revised OPAC Information, 2) OPAC Billing Problems

Please read the following information and note that the U.S. Corps of 
Engineers is now saying that all of their  billings are NOT to be done via 
OPAC (following Section D below).   Bruce in OFM was just 
informed of that yesterday.   I will forward  any chargeback info on to 
you as I receive it from OFM. 

Sorry for the confusion.  I know these DOD  OPAC billings have been a 
challenge for everybody.


 
        To:     Deborah L Colley/OPS/USGS/DOI@USGS, Eleonora S 
                Alsop/DO/USGS/DOI@USGS, 
                Michele B Connolly/DO/USGS/DOI@USGS, 
                Kenneth Blegebron/BRD/USGS/DOI@USGS, 
                Lawrence F Ferris/BRD/USGS/DOI@USGS, 
                Tammy C D'Elia/WRD/USGS/DOI@USGS, 
                Terri Boyd/BRD/USGS/DOI@USGS, 
                Sharon K Baloch/NMD/USGS/DOI@USGS, Rita J 
                Raines/GD/USGS/DOI@USGS, 
                Teresa A Jewell/GD/USGS/DOI@USGS, 
                Annette K Kennedy/OPS/USGS/DOI@USGS, 
                Carole Carter-Pfisterer/OPS/USGS/DOI@USGS, 
                Dianne E Putnam/NMD/USGS/DOI@USGS, 
                Gayle A Sisler/DO/USGS/DOI@USGS, 
                Kelly L Bradley/WRD/USGS/DOI@USGS, 
                Martha M Long/GD/USGS/DOI@USGS
        cc:     Cathi L Carlson/OPS/USGS/DOI@USGS, 
                Karen A Beaton/OPS/USGS/DOI@USGS, 
                Pamela A Meara/OPS/USGS/DOI@USGS, 
                Susan R Smith/OPS/USGS/DOI@USGS, 
                Brenda L Fulk/OPS/USGS/DOI@USGS, 
                Sheila Q Sax/OPS/USGS/DOI@USGS, 
                Gerald A Tucker/OPS/USGS/DOI@USGS, 
               John J Blickley/OPS/USGS/DOI@USGS
  Subject: OPAC Update: 1) Revised OPAC Information, 2) OPAC Billing Problems

1.  Attached are copies of the latest revised ALC ALERT and OPAC ALC LIST, 
which includes DOD/DFAS ALC information, and information pertaining to new 
ALCs for other Federal (non-DOD) agencies.  Our OPAC website will be 
updated to include these new versions.

2.  We are receiving a large number of charge-backs (adjustments) of our 
OPAC collections.  These occur when our OPAC billings are not accepted for 
various reasons by our customers, and funds collected by the USGS through 
the OPAC system are 'returned' to the customer.  Processing adjustments is 
extremely time comsuming for both OFM and the divisions, and adjustments 
delay the crediting of funds to the divisions' agreements.

The reasons for adjustments include:

A.  Use of incorrect ALCs (especially OPAC billings to the Dept of 
Agriculture).
    - Billing offices must contact their customers to verify the ALC (see 
ALC ALERT for ALC changes). 
    - ALL new USGS agreements with other Federal agencies are to include 
the appropriate ALC before signing.

B.  Incomplete or incorrect forms 9-2048, OPAC Billing Request (see OFM IM 
2000-01). 
    - Forms do not include the required information as specified in the 
OPAC Instructions. 
    - All billings to DOD/DFAS must include the Accounting Classification 
data included on the MIPR or other 
DOD agreement.
    - OPAC billings require the customer's Agreement number when the USGS 
performs work under a signed Agreement, such as the MIPR number for 
DOD/DFAS.  If there is not an Agreement, but work was performed under a 
Contract or Purchase Order, those numbers are required. 
    - Work to be billed by the USGS should NOT be performed for another 
Federal agency based on a letter or memorandum request.  DOD/DFAS will not 
accept OPAC charges nor issue a check, unless a signed, numbered 
Agreement, purchase order or contract is referenced.

C.  Incorrect amounts and agreement numbers.
    - Amounts billed via OPAC have exceeded the amount of the agreement, 
or the wrong agreement is referenced.

D.  Duplicate payments are received via OPAC.
    - USGS offices have sent copies of completed form 9-2048 to the 
customer, which resulted in the customer issuing a check payment in 
addition to the funds collected via OPAC.
    - Offices are NOT to send copies of form 9-2048 to the customer.

We have received more than 50 OPAC adjustments from the US Army Corps of 
Engineers (USACE) during the past 2 months.  USACE has notified us that 
OPAC billings under agreements which contain a USACE funding code 
beginning 
with "96" (such as '96X4902", "96X3122") in the Accounting Classification 
data on their MIPRs or other agreements,  must be processed via OPAC.  All 
other billings to USACE must be made via form SF 1080.  When preparing 
billings to USACE, please review the agreement to determine the type of 
billing to be processed.

Please distribute this information to your division staff who are 
responsible for billings to DOD/DFAS and other Federal agencies.  If there 
are questions pertaining to this message or the OPAC system, please 
contact Susan Smith (703.648.7632 or Email:srsmith) or me.


 

Thanks,
Bruce Wood
Office of Financial Management
(O)  703.648.7665
(Fx) 703.648.7687
bwood@usgs.gov