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