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AF Services P-Card Accounting

AF Services P-Card Accounting. HQAFSVA/SVFAA DSN 487-3480. OVERVIEW. PCard Method of Payment Recording PCard Purchases PCard Reconciliation Process PCard Reconciliation Reports Common PCard Transaction Errors Accrual Process Rebates. PCard Program.

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AF Services P-Card Accounting

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  1. AF Services P-Card Accounting HQAFSVA/SVFAA DSN 487-3480

  2. OVERVIEW • PCard Method of Payment • Recording PCard Purchases • PCard Reconciliation Process • PCard Reconciliation Reports • Common PCard Transaction Errors • Accrual Process • Rebates

  3. PCard Program • Pay and Confirm Invoice • Billing occurs throughout month • Paid upon receipt • No accounts payable • Contract award payments using PCard • Contracting Officer Warrant limit or $100K, whichever is lower • IPC temporarily increases cardholder spending limit for amount of invoice • Generates bank transaction file • JPMC forwards to AFSVA 7 days after post date • Interfaces with CMIP and FMS • Interfaces with Accounts Payable • Automatically records GL entries • Accounts Payable processes PCard payments up to 7 business days after the last calendar day of each month (reduces accrual) • Awards selected for PCard payment do not flow to Accounts Payable

  4. Department Card Payments • Department Card (AFNAFPO) Payments • Cardholder will notify person initiating the Purchase Request & Funds Certifier at the base to verify acctg string prior to payment • Payments for department card transactions can be identified by last 4 of the cardholder account number Dept cardholders: Hospitality & Recreation Kimberly Coffee 5636 Lupe Godoy 5628 Business & Operations Lindsey Moore 7806 Maria Candelaria 9338 AFNAFPO DSN 487-6931

  5. Reconciliation • Ensure all transactions reported through PaymentNet have correctly interfaced in the general ledger • Match the daily CMIP PCard total to FMS detail listing/journal postings • Additional reconciling tools • CMIP PCard Detail Listing, • DV Journal postings • PaymentNet Transaction Detail by Hierarchy Report • Or Transaction Detail with Accounting Codes and Notes • GPC Error Charge(s) recorded in GLAC 2990014

  6. Cash Mgt Investment Program (CMIP) Message ZNY EEEEE P 121006Z AUG 09 FM AFSVA RANDOLPH AFB TX//SVFB// TO RUCLBMA/96SVS EGLIN AFB FL//SVF// INFO RUVAFMC/ HQ AFMC WRIGHT-PATTERSON AFB OH//SVF// BT UNCLAS E F T O FOUO SUBJECT- CMIP STATEMENT FOR 11 AUG BUSINESS NAFFMB 269 2. IF REMITTANCES WERE POSTED TO YOUR ACCOUNTS THIS DATE, THEY ARE LISTED BELOW. RECORD TO YOUR GLAC 101 IF NOT ALREADY POSTED. DO NOT REPORT THESE TRANSACTIONS TO SVFB IN ANY WAY. NAFI AMOUNT DESCRIPTION 26900000 26.88- ASSET-INS 3RD Q FY0 26900000 9 .27- LIAB-INS 3RD Q FY0 26900000 5540.01- P-CARD PAYMENT 26900000 51,024.31 AF CLUB CARD NAFI 00 LOC 00 TOTAL 26904004 5.27- ASSET-INS 3RD Q FY0 26904004 2.50- LIAB-INS 3RD Q FY0 26904004 278.78- EGLIN AFB LOD VENDOR PAYMEN CT #85490 26904004 134.64- P-CARD PAYMENT 26904004 38,513.94 AF CLUB CARD NAFI 04 LOC 00 TOTAL 26913006 2.50- ASSET-INS 3RD Q FY0 26913006 2.50- LIAB-INS 3RD Q FY0

  7. CMIP File Name • The name of the Detail CMIP Posting Report • XXXX.999.JPMCDTL.XX, where XX is the day of the month. • XXXX.999.JPMCDTL.01 • XXXX.999.JPMCDTL.02 • XXXX.999.JPMCDTL.03 • XXXX.999.JPMCDTL.04 • XXXX.999.JPMCDTL.05 • XXXX.999.JPMCDTL.06

  8. PCard Detail from CMIP • **************** [ PCARD DETAIL CMIP POSTING REPORT ] **************** • ______________________________________________________________________ • BASE AMOUNT OF LAST FOUR OF • CODE CMIPNUMBER POSTDATE CMIPDATE TRANSACTION BILLING ACCT# • ------------------------------------------------------------------------------------------------------------------------------- • FTFA 5726900000 08/04/09 8/11/09 1,244.12 5995 • FTFA 5726900000 08/04/09 8/11/09 47.38 4813 • FTFA 5726900000 08/04/09 8/11/09 7.90 7416 • FTFA 5726900000 08/04/09 8/11/09 186.75 4151 • FTFA 5726900000 08/04/09 8/11/09 2,515.08 6941 • FTFA 5726900000 08/04/09 8/11/09 43.40 6941 • FTFA 5726900000 08/04/09 8/11/09 577.60 6432 • FTFA 5726900000 08/04/09 8/11/09 79.41 6432 • FTFA 5726900000 08/04/09 8/11/09 83.54 4189 • FTFA 5726900000 08/04/09 8/11/09 263.63 2617 • FTFA 5726900000 08/04/09 8/11/09 491.20 2617 • FTFA 5726904004 08/04/09 8/11/09 99.00 1035 • FTFA 5726904004 08/04/09 8/11/09 24.38 8935 • FTFA 5726904004 08/04/09 8/11/09 11.26 8935 • ====================================================================== • 14 RECORDS PROCESSED WITH A TRANSACTION TOTAL FOR FTFA ==> $5674.65

  9. Transaction Detail by Hierarchy

  10. Transaction Detail w/AcctgCodes and Notes

  11. PaymentNet Error Transactions • Cardholders (CH) and Approving Officials (AO) • Responsible for validating line of accounting • Review and Approve prior to export • SSC notifies the base of transaction errors • Amounts in error are automatically recorded to GLAC 2990014, GPC Error Charge, in the admin cost center • SSC/Base researches and processes corrections • More than 3 Fund Code/CMIP mismatches • “Purch Agent CH” role removed for 90 days • CH and AO attend refresher training

  12. PaymentNetError Transactions • Fund Code and/or CMIP do not match • Cardholder (CH) changes Fund Code and not CMIP • Only CH or IPC can change fund codes in Payment Net • After approval – no changes can be made • IPC did not enter transaction default code • Incorrect Fund Code • MWR Accounting String/Lodging Fund Code • FMS debits Lodging GLAC 2990014, GPC Error Charge • FMS credits Lodging GLAC 1010000, Cash In Bank • No expense posted • MWR CMIP charged correctly • SSC processes GLAF to correct

  13. PaymentNetError Transactions • Incorrect CMIP Account • Lodging Accounting String/MWR CMIP • FMS credits Lodging GLAC 1010000 • MWR CMIP reflects charges • MWR and Lodging CMIP and GL for are out of balance • Base AO requests manual fund transfer to correct • Banking@randolph.af.mil • Transfer returns funds to MWR CMIP • Transfer charges to Lodging CMIP • Incorrect Fund Code and CMIP • Lodging Accounting String/MWR Fund Code & CMIP • Entries post to MWR CMIP and GL 2990014 • Base AO prepares CT GLAF to correct

  14. End of Month Actions • PCard Accrual, GLAC 2290000 • Accrue purchases made during the month that do not interface into the GL prior to close of period • Purchases continue to post 7 days after last day of month • Outstanding Items List • Cardholder provides to accounting office • Resale items effect COGS • Purchases picked up/delivered but vendor does not run actual transaction until a later date • Submit GLAF Accrual for period just ended to SSC • Post Reversal for next accounting period

  15. Cardholder Outstanding Items List

  16. PCard Rebates • Paid by JPMC to AFSVA quarterly • Bases receive rebate via CMIP • Base records rebate in admin cost center, • Debit GLAC 1010000, Cash in Bank • Credit GLAC 8100001, Air Force Purchase Card Rebate

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