336.3 - Billing Divisions within the USGS
3/19/93
OPR: Admin/Financial Management
1. Purpose. The purpose of this Survey Manual chapter is to describe each Standard Voucher (SV) number which results from electronically transmitted cost data and appears on the "Detailed Status of Current Year Transactions," Report 268. Division contacts and their respective phone numbers are provided. Each description includes the number which was previously used and the corresponding new number.
2. Policy. It is U.S. Geological Survey's (USGS) policy for divisions ordering goods and services from other divisions within the USGS to bill them through a SV which appears on Report 268.
3. Responsibilities. The Office of Financial Management (OFM) is responsible for developing policies and procedures for the SV interface through which these divisional charges are distributed and generating Report 268.
4. Standard Format.
The revised standard format for an SV is as follows:
$ AAAA F XX YYY
Sequential number
Month processed (Accounting month for PRUS)
Fiscal year code (2=1992, 3=1993)
Four character acronym
Constant for all SV interfaces
5. SV Descriptions.
SELF-SERVICE STORE BILLING--DENVER
Old Number 91XXJV10YYY
New Number $SSSD2XXYYY
The purpose of the interface is to transfer funds from division accounts to the Central Region warehouse reimbursable account. The charges are for office supplies, hardware, and other items issued from the Central Region warehouse. These transactions are assembled by the Self-Service Store in Denver and transmitted electronically to OFM monthly. The Office of Systems Management (OSM) updates this data into the Federal Financial System (FFS) monthly.
Submitting Office Contact/Phone:
Clifford Hooper (303) 236-5860
NATIONAL MAPPING DIVISION (NMD) INTERNAL EXTRAORDINARY EXPENDITURE REPORTS
Old Number JV1291XXYYY
New Number $EERS2XXYYY
This interface charges NMD expenses for photo lab contracts and direct mapping projects to the proper NMD account.
Each NMD region (Western Mapping Center (WMC); Mid-Continent Mapping Center; Rocky Mountain Mapping Center (RMMC); and Earth Resources Observation Systems Data Center (EDC)) sends transactions to NMD Head-quarters in Reston monthly. The OSM receives the electronically transmitted data from NMD in Reston and updates FFS.
Submitting Office Contact/Phone:
Neal Cunningham (703) 648-4601
(NMD data collection and transmission)
Additional Contacts/Phone:
Irene Girard (703) 648-4604 (Invalid
accounts and errors)
John Fenniman (303) 236-5835
(RMMC program management)
Jean Paulson (605) 594-7560 (EDC)
MISCELLANEOUS SV ADJUSTMENTS
Old Number JV1991XXYYY
New Number $RMVR2XXYYY
RMMC Administration Services uses this interface to make changes to charges on their Report 268. Extensive logs are maintained by originators for audit purposes. The log number is included as the first 5-digits in the description field. Data is transmitted from Denver to OSM monthly for FFS update.
Submitting Office Contact/Phone:
Cheryl Davis (303) 236-5827
NMD BILLING, MAPPING APPLICATIONS CENTER
Old Number JV1891XXYYY
New Number $PRNT2XXYYY
NMD Headquarters billing for printing services. Printing services include: actual time, labor, materials for printing, type preparation, photo lab, reproduction, and thematic charges. Charges are primarily to Geologic Division (GD); however, a portion may be to Water Resources Division (WRD). The NMD Headquarters electronically transmits the data to OSM monthly and the data is updated into FFS.
Submitting Office Contact/Phone:
Pat Stangler (703) 648-5159
Dick Haefs (703) 648-5156 (Alternate)
BILLING FOR THEMATIC WORK
Old Number JV2091XXYYY
New Number $THEM2XXYYY
Lump sum billing for non standard NMD services, such as a broad range of specially designed maps, publications and bulletins, and cartographic and printing services. These services are billed at an hourly rate to other divisions such as: Eastern Mapping Center in Reston; WMC in Menlo Park; and RMMC in Denver and Flagstaff. OSM receives the electronically transmitted data from NMD in Reston monthly and updates FFS.
Submitting Office Contact/Phone:
Doug Weaver (703) 648-4612
WRD, ARVADA LAB SERVICE BILLING, CENTRAL ANALYTICAL LAB, WRD
Old Number JV2291XXYYY
New Number $WLAB2XXYYY
Billing for analysis of water samples and supplies used for the collection of water samples processed for WRD District Offices. This data is gathered by WRD Arvada Lab in Denver, Colorado, and then electronically transmitted to OSM in Reston. The OSM updates FFS monthly.
Submitting Office Contact/Phone:
Wayne Nitta (303) 467-8030
Additional Contact/Phone:
Debi Treseder (303) 467-8017
WRD, HYDROLOGIC INSTRUMENTATION FACILITY, BAY ST. LOUIS, MISSISSIPPI, BILLING
Old Number HIFE91XXYYY
New Number $WHIF2XXYYY
WRD billing to all districts for warehouse equipment, purchases and rentals, water quality monitors, analog digital recorders, equipment repairs, etc.
Submitting Office Contact/Phone:
Donna Criswell (601) 688-1575
VISU BILLING GD LAB SERVICE, HEADQUARTERS
Old Number BOVS91XXYYY
New Number $VISU2XXYYY
Billing for photo lab charges, exhibits, and other visual services provided to all divisions by the GD, Office of Scientific Publications, Visual Services Branch. This data is collected and electronically transmitted by the GD Lab Service Headquarters to OSM monthly.
Submitting Office Contact/Phone:
Rea York (703) 648-4325
SELF-SERVICE STORE BILLING--RESTON
Old Number 91XXJV25YYY
New Number $SSSR2XXYYY
Transactions generated from Self-Service Store purchases. Funds are transferred from division accounts to the Reston warehouse reimbursable account. Charges are for office supplies, hardware, and other related items issued from the Reston warehouse. Transactions are gathered by the Self-Service Store in Reston and transmitted electronically to OSM for conversion into FFS.
Submitting Office Contact/Phone:
Frank Black (703) 648-7284, or
Jeff Fleming (703) 648-7282
Additional Contact/Phone:
Bruce Monroe (703) 648-7247
BILLING FOR PRINTING SERVICES
Old Number SPUB91XXYYY
New Number $SPUB2XXYYY
The GD, Office of Scientific Publications, billing for printing service of books and maps. Data is generated by the GD in Reston, and electronically transmitted to OSM monthly for FFS update.
Submitting Office Contact/Phone:
Rea York (703) 648-4325, or
Bill Elliott (703) 648-4324
NMD INTER-DIVISION MAP SALES
Old Number JV3091XXYYY
New Number $OUMS2XXYYY
The purpose of this interface is to reimburse the NMD for official use of maps and books received from an Earth Science Information Center (ESIC) during a calendar month. A report is generated listing all transactions by division and copies are distributed to each division. The date received, person receiving the items (first five letters of name), ESIC location, and total cost are identified for each transaction or visit. Each transaction is listed in a separate line on the voucher. The original request for maps and books is retained in the ESIC filling the request. Each ESIC location prepares a file containing information used for the voucher. The files are combined, formatted, and transferred by NMD to the AMDAHL for OSM to update FFS.
Submitting Office Contact/Phone:
Diane Putnam (703) 648-5788
NMD RMMC SALES
Old Number ROFB91XXYYY Books
ROUM91XXYYY Maps
New Number $ROFB2XXYYY Books
$ROUM2XXYYY Maps
NMD billing for map products such as topographic maps, geologic maps, aerial photos, published manuscripts, books, and open files. Data is transmitted from NMD in Denver to FFS monthly.
Submitting Office Contact/Phone:
Helen Ortega (303) 236-7475 ext. 242
Patricia Gonwa (303) 236-7481
Kim Tompkins (303) 236-7481
KOMAND--COMPUTER UTILIZATION BILLING
Old Number 10LKOMXXYYY
New Number $KOMD2XXYYY
The purpose of this interface is to reimburse ISD for computer services used during the month by USGS divisions. These services include: processing charges for the AMDAHL computer, disk storage, tape storage, contractor services, technical consultation, GEONET, and processing charges for the VAX computers. Each account number has one transaction for all the services used. Transactions are programmatically created from a file provided by ISD to update FFS.
Submitting Office Contact/Phone:
Hank Brown (703) 648-7105
Robin Norris (703) 648-7172
DORRAN--PURCHASE OF SPECIAL PRODUCTS
Old Number DORR92XXYYY
New Number $DORR2XXYYY
DORRAN allocates direct and indirect costs to the appropriate accounts when customers contact individual sites to purchase products such as aerial photographs, digital cartographic data, and maps from USGS. Data is transmitted from EDC to OSM, and OSM updates this data into FFS monthly.
Submitting Office Contact/Phone:
Dale Johnson (605) 594-7974
PAYROLL RESOURCE UTILIZATION SYSTEM (PRUS)
Old Number PRUS92XXYYY
New Number $PRUS2XXYYY
PRUS creates payroll SV transactions which update FFS by moving expenditures from one account number to another. It provides USGS management with daily staffing levels relative to the full-time-equivalent ceiling. It tracks and totals hour usage by pay period and reports the bureau's progress in attaining its assigned ceiling.
Submitting Office Contact/Phone: Phone numbers are listed in PRUS. Log into PRUS, select reports menu, and choose option 7 to obtain the JV audit report which lists the phone number of the person transferring the charges.
DIRECT ACCOUNTABILITY OF POSTAL CHARGES
New Number $POST2XXYYY
Actual postal costs are charged to division accounts each quarter. The Postal Service determines the actual amount of postage used by
USGS offices and submits quarterly statements detailing postage use by location. The OSM uses the Postal Service input to distribute charges to division offices.
Submitting Office Contact/Phone:
Bert Simon (703) 648-7283