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WELCOME TO THE FINANCIAL SERVICES CENTER AUSTIN, TEXAS

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WELCOME TO THE FINANCIAL SERVICES CENTER AUSTIN, TEXAS

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  1. WELCOME TO THE FINANCIAL SERVICES CENTERAUSTIN, TEXAS A/O FEB 2009

  2. TABLE OF CONTENTS CONSTRUCTION ACCOUNTING CLASSSection 1 -Course Outline 1.2 – 1.3 -Objective 1.4 -Course OverviewSection 2 -Budget Execution 2.1 – 2.7 -Initiating the TDA 2.8 – 2.18 -Funding and Budget Tables 2.19 -Program Class Listing 2.20 -Description of Inpatient & Outpatient Care 2.21 – 2.22 -Application Table Descriptions 2.23 -Accounting Element DefinitionsSection 3 -Obligations 3.1 – 3.10 -FMS Tables 3.11 – 3.13 -SO Obligation 3.14 – 3.16 -AO Obligation 3.17 – 3.18 -CO Obligation 3.19 -Construction Appropriations 3.20 -FMS Procedures Guide for ObligationsSection 4 -Payment Processing 4.1 -PV, MV, PG, CT Info 4.2 – 4.6 -PV Document 4.7 – 4.23 -MV Document 4.24 – 4.28 -PG Document 4.29 -CT Document 4.30 -Prompt Pay Determination 4.31 -FMS Procedures Guide for PaymentsSection 5 5.1-5.9 -Expenditure TransferSection 6 6.1-6.4 -Research for Check Number or Trace NumberSection 7 7.1 – 7.7 -Reconciliation (Balance/Audit Construction CPMSection 8 8 – 8.2 -RSD Overview 8.3 – 8.6 -WIP Report, SV70 8.7 -F744 Trial Construction BalanceSection 9 -Miscellaneous (FMS info, Prompt Pay Codes, Certified Payment info, Proforma, FMS tables)

  3. CONSTRUCTION ACCOUNTING COURSE OUTLINE 1

  4. Class Schedule: Class begins at 8:30 AM Class ends at 4:00 PM Instructors: Benita Temple Leticia Sierra 1.1

  5. OBJECTIVE • The objective of this course is to provide an overview of construction accounting including budget, “hands-on” obligation and payment processing in the Financial Management System (FMS). 1.2

  6. Upon completion of this course the student will be able to: • Identify budget sub-system tables relating to unobligated balances • Describe the allotment of funds and usage of various projects • Explain procedures for project requests and funds distribution • Use FMS to: • Process obligations and payments • Determine the status of construction projects • Reconcile projects through the use of FMS tables 1.3

  7. INTRODUCTION BUDGET PROCESS: Project requests Initiating station TDA’s Funding projects in FMS Verification of Funding OBLIGATIONS: Establish new obligations Modify existing obligations PAYMENTS: Vouchers Modifications MISC OTHER: Expenditure Transfers Reconciliations RSD Reports Prompt Pay Proforma FMS Tables Other Helpful Information COURSE OVERVIEW 1.4

  8. BUDGETEXECUTION 2

  9. INITIAL REQUEST TO ESTABLISH A PROJECT • Major (36X0110) • VISN submits a 5 year plan in the CAMS Building and Land Portfolio online application. • A concept paper (CP) is evaluated by the VA Capital Investment Panel (CIP). • If the CP is accepted, the next step is to prepare the business case application and submit online using CAMS. • Proposals of all asset types are presented to the SMC as a prioritized list of investments. The SMC members review the list and vote on which projects will be included in the annual budget request. • Minor (36X0111) • Facilities submits an electronic 1193 in the VSSC Capital Asset Database • VISNs submit their lists to VHA Capital Asset Management and Planning Service (CAMPS) (10NR). • The plan must be concurred and approved by the Office of Asset and Enterprise Management (OAEM) (004B). Note:36X4538 (Construction/Operation of Parking Garage) was deactivated for FY 05, however active projects prior to FY 05 will continue to be processed using 36X4538. 2.1

  10. POSTING THE NEW YEAR’S BUDGET Fund: 0111 Minor Construction Source: Final Appropriations Bill Steps: • Receive Final Appropriations Bill • Verify Minor Construction funding categories specified in the appropriations bill exists on the Program Class Table (PCLS). If fund categories do not exist on the PCLS, add them. • Calculate total budget for all Minor Construction funding categories specified in the Appropriations Bill. • Verify the availability of funds on the Allotment Table (ALOT). • Enter Allowance (AL) documents to post funds for each funding category. • Verify allowance entries on the Allowance table (ALLW). 2.2

  11. ENTERING ESTIMATED APPROVED COSTS FOR A DIRECTLY APPROPRIATED PROJECT Fund: 0110 Major Construction Source: Form 6227, Construction Cost Estimates Steps: • Receive Form 6227, Construction Cost Estimates • Verify the availability of funds on the Project Suballowance Spending Control Table (SAS2) • Enter an allocation on the Project Table (PROJ) for each project/control point. Verify allocation entry on the Project Table (PROJ). 2.3

  12. ISSUING CONTROL POINT ALLOTMENTS FOR A DIRECTLY APPROPRIATED PROJECT Fund: 0110 Major Construction Source: Major Construction Contract Steps: • Receive Major Construction Contract from Project Manager. • Locate the project/control point record on the Project Table (PROJ). Verify the availability of funds on the Project Table (PROJ). • Enter an allotment for the project/control point. Verify allotment entry on the Project Table (PROJ). • Repeat steps 2 and 3 for each project/control point on the contract. • Prepare Transfer of Disbursing Authority (TDA). Include Budget Fiscal Year on the TDA for referencing purposes. • Send TDA to facilities. 2.4

  13. ISSUING CONTROL POINT ALLOTMENTS FOR A NON-DIRECT PROJECT Fund: 0110 Major Construction and 0111 Minor Construction Source: Request Steps: • Receive request from Program Manager, Project Manager, Cemetery, or Regional Office to issue control point allotments for a non-direct project. • Verify project number exists on the Construction Project Table (PGM2). If the project number does not exist on PGM2, add it. • Verify the availability of funds on the Allowance Table (ALLW). • Enter a Suballowance (SA) document to post funds for the project. • Verify SA entry on the Suballowance Spending Control Table (SAS2). • Enter an allocation and allotment on the Project Table (PROJ) for each project/control point. Verify allocation and allotment entries on the PROJ. • Prepare the Transfer of Disbursing Authority (TDA). Include Budget Fiscal Year on the TDA for referencing purposes. • Send TDAs to the facilities. 2.5

  14. INITIATING THE STATION TDA • Central Office initially establishes the project record in FMS on the PGM2 table. This table is for construction projects only. After entering BFY and station number on the PGM2, a list of all the projects for this station will be displayed. 2.6

  15. MAJOR & MINOR CONSTRUCTION ACTION: S TABLEID: PGM2 USERID: S104 BMT CONSTRUCTION PROJECT DATA SCREEN KEY IS BFY, STATION, FCP/PROJ PROGRAM PROGRAM PROGRAM PROGRAM ALLOWANCE BFY STATION FCP/PROJ CLASS CATEGORY TYPE GROUP PROJECT STATUS --- ------- --------- -------- -------- ------- ------- ---------- ------ 01- 09 523 PROJECT NAME: SHORT NAME: 02- PROJECT NAME: SHORT NAME: 03- PROJECT NAME: SHORT NAME: 04- PROJECT NAME: SHORT NAME: 05- PROJECT NAME: SHORT NAME: 06- PROJECT NAME: SHORT NAME: 07- PROJECT NAME: SHORT NAME: 2.7

  16. PGM2 TABLE PGM2 Required Fields: • Budget Fiscal Year • Station Number • FCP/PRJ • Project Number has 7 characters • Example: OP3317 (OP 3 317) OP = Class (PCLS Table) 3 = Minor Construction Approp. 2 = Major Construction Approp 317 = Serial Number (PCAT Table) Position 7 = Phase Code (blank when there is no phase) 2.8

  17. PGM2 TABLE ACTION: R TABLEID: PGM2 USERID: S104 BMT CONSTRUCTION PROJECT DATA SCREEN KEY IS BFY, STATION, FCP/PROJ PROGRAM PROGRAM PROGRAM PROGRAM ALLOWANCE BFY STATION FCP/PROJ CLASS CATEGORY TYPE GROUP PROJECT STATUS --- ------- --------- -------- -------- ------- ------- ---------- ------ 01- 09 523 IP3345 IP 345 H NI IP3345 H PROJECT NAME: PSYCHIATRIC NURSING UNIT B1-4N SHORT NAME: PSYCH NH B1 02- 09 523 IP3347 IP 347 H NI IP3347 J PROJECT NAME: PRIMARY CARE & ER MOD SHORT NAME: PRIM CARE ER 03- 09 523 OP3310 OP 310 H NI OP3310 J PROJECT NAME: HUNTINGTON HOUSE 1 & 2 SHORT NAME: HUNT HSE 1&2 04- 09 523 OP3317 OP 317 H NI OP3317 J PROJECT NAME: RENOVATE B3 AMB CARE SHORT NAME: RENOV B3 AMB 05- 09 523 OP3317B OP 317 H NI OP3317B J PROJECT NAME: RENOVATE B3 FOR AMB CARE SHORT NAME: RENO B3 AMB 06- 09 523 OP3320 OP 320 H NI OP3320 PROJECT NAME: EYE CLINIC CONSOLIDATION B1-8B SHORT NAME: EYE CL 07- 09 523 OP3330 OP 330 H NI OP3330 N PROJECT NAME: EYE CLINIC CONSOLIDATION B1-8B SHORT NAME: EYE CL PGM2 TABLE IS FOR CONSTRUCTION PROJECTS ONLY 2.9

  18. REVIEW FUNDING ON SAS2 ACTION: R TABLEID: SAS2 USERID: S104 BMT *** PCAS SUBALLOWANCE SPENDING CONTROL INQUIRY SCREEN *** KEY IS BUDGET FISCAL YEARS, FUND, A/O, STN, FCP/PRJ, LMT BFYS: 09 FUND: 0111 ADM/OFF: 08 STN: 523 F/P: CA3338 LMT: STN NAME: BOSTON MA VAMC SPENDING CONTROL OVR: FCP/PRJ DESC: SPEC CARE CLINIC/OUP PAT PHARM FTES/QTY: 000000 STATUS IND: A APPROVED IND: Y POST QTR: 1 TRANS TYPES - PENDING: 01 APPROVED: 02 POSTED: 03 APRV SUBALLW AMT: 217,616.00 YTD UNLIQ OBLG AMT: 217,616.00 YTD SUBALLW AMT: 217,616.00 EXPENDED AMT: 0.00 PROJ ALLOC AMT: 217,616.00 PROJ UNALLOC AMT: 0.00 UNOBLIG SUBALLW AMT: 0.00 QTR ORIG SUBALLW AMT PEND SUBALLW AMT APRV SUBALLW AMT 1 217,616.00 0.00 217,616.00 2 0.00 0.00 0.00 3 0.00 0.00 0.00 4 0.00 0.00 0.00 QTR END QTR AVAILABLE UNLIQ OBLG AMT EXPENDED AMT 1 0.00 0.00 0.00 2 0.00 0.00 0.00 3 0.00 0.00 0.00 4 0.00 217,616.00 0.00 2.10

  19. JOBT TABLE ACTION: R TABLEID: JOBT USERID: S104 BMT JOB NUMBER REFERENCE DATA SCREEN KEY IS FISCAL YEAR, JOB NUMBER BUDGET FISCAL YEAR JOB NUMBER JOB DESCRIPTION ------ ---------- ------------------------------ 01- 09 11 CONSTRUCTION CONTRACT 02- 09 12 SITE ACQUISITION/LAND-CO 03- 09 13 CONTINGENCY 04- 09 14 MIS.CONST-CO,STAFF/VBA,OA-CO 05- 09 15 UTILITY AGREEMENTS-CO 06- 09 16 MISC. CONTRACT-STA LEVEL (P&H) 07- 09 17 COMPLETION ITEMS 08- 09 18 DEDICATION/GROUNDBREAKING 09- 09 19 IMPACT FUNDS 10- 09 20 CIH SERVICES 11- 09 21 REIMBURSABLE AUTHORITIES-CO 12- 09 22 TECHNICAL SERVICE DESIGN-STA. 13- 09 23 TECHNICAL SERVICE DESIGN-CO 14- 09 24 DCAA AUDITS-CO 01- 09 25 EQUIPMENT 02- 09 26 CONSTRUCTION MANAGERS-CO 03- 09 27 RESIDENT ENGINEER TRAILER 04- 09 28 VBA-R/O PROJECTS-CONSTRUCTION 05- 09 30 TESTING LABS 06- 09 41 WORKING RESERVE 07- 09 42 ADMINISTRATIVE RESERVE 08- 09 44 CONTINGENCY RESERVE Job numbers 12, 14, 15, 21, 23, 24, and 26 will not appear on the daily F718 (RBEUAOV) Report because the funds belong to CO. 2.11

  20. STATION VERIFIES FUNDING After the funds have been allotted, they will appear on the IWPX and the SPRJ tables. Although these tables are similar, they have unique differences. • IWPX scans by the installation wide project number (e.g. 523AA3023/11). This table displays one or multiple BFYs for each project. • SPRJ scans by BFY, fund, station number, project number, and job number. This table allows the user to view additional information regarding the project (e.g. unliquidated obligations and accrued expenditures). 2.12

  21. CHECK IWPX FOR AVAILABLE FUNDS ACTION: R TABLEID: IWPX USERID: S104 BMT H- INSTALLATION WIDE PROJECT/PROJECT CROSS REFERENCE KEY IS INSTALLATION-WIDE PROJ, PROJECT TABLE KEY INSTALLATION WIDE PROJECT: 523OP3338/13 ¦---------------- PROJECT TABLE KEY ---------------¦ BFYS FUND A/O STN FCP/PRJ RPTG JOB UNOBLIG ALLOTMENT ------ ------ ----- ------- --------- ---- -------- --------------------- 01- 06 0111 523 OP3338 13 2.40 02- 07 0111 523 OP3338 13 10.00 03- 09 0111 523 OP3338 13 134,441.39 04- 05- 06- 07- 08- 09- 10- 11- 12- NOTE: Multiple BFYs for this Project/Job This table indicates the BFY, FUND, Station, PRJ, JOB, and Unobligated Allotment. This table scans by the project number and control point. 2.13

  22. SPRJ TABLE ACTION: R TABLEID: SPRJ USERID: S104 BMT SUBPROJECT REFERENCE DATA SCREEN KEY IS BFYS, FUND, ADM/OFF, STN, FCP/PRJ, REPORTING CAT, JOB 01- *** SUB-PROJECT *** BFYS FUND A/O STN FCP/PRJ RPTG JOB 09 0111 523 OP3338 13 STN NAME: BOSTON MA VAMC FCP/PRJ DESC: AUDIOLOGY AND SP CONSOLIDATION ALLOTTED AMT: 48,348.70 FUNDS CONTROL IND: Y STATUS IND: J PROJECT LEVEL JOB CODE: 13 *** SUBPROJECT-TO-DATE *** COMMITMENTS: 0.00 BILLING ADJUST: 0.00 UNLIQ OBLIGS: 24,558.61 EXP ADJUST IN: 0.00 EXPENDITURES: 23,790.09 OBLIG ADJUST IN: 0.00 PROJ CHARGES: 0.00 UNOBLIG ALLOT: 0.00 SPRJ indicates the allotted, unliquidated, expensed, and unobligated amounts. This table scans by BFY and the project number. It also allows the user to view additional information pertaining to that particular project. 2.14

  23. SPRJ TABLE ACTION: R TABLEID: SPRJ USERID: S104 BMT SUBPROJECT REFERENCE DATA SCREEN KEY IS BFYS, FUND, ADM/OFF, STN, FCP/PRJ, REPORTING CAT, JOB 01- *** SUB-PROJECT *** BFYS FUND A/O STN FCP/PRJ RPTG JOB 09 0111 523 IP3347 13 STN NAME: BOSTON MA VAMC FCP/PRJ DESC: PRIMARY CARE & ER MOD ALLOTTED AMT: 154,000.00 FUNDS CONTROL IND: Y STATUS IND: J PROJECT LEVEL JOB CODE: 13 *** SUBPROJECT-TO-DATE *** COMMITMENTS: 0.00 BILLING ADJUST: 0.00 UNLIQ OBLIGS: 60,134.57 EXP ADJUST IN: 0.00 EXPENDITURES: 74,483.83 OBLIG ADJUST IN: 0.00 PROJ CHARGES: 0.00 UNOBLIG ALLOT: 19,381.60 How much has been obligated on this project and how much is available to obligate? 2.15

  24. PSDX TABLEDisplays obligations and payments ACTION: R TABLEID: PSDX USERID: S104 BMT *** PROJECT SPENDING CROSS REFERENCE SCREEN *** KEY IS BFYS, FUND, ADM/OFF, STN, FCP/PRJ, RPTG CAT, JOB, AMOUNT TYPE, TRANS ID/LINE, VENDOR BFYS FUND A/O STN FCP/PRJ RPTG JOB 09 0111 523 OP3314 11 AMT LINE TYPE TRANS ID NUM VENDOR FY FM BOC AMOUNT ---- -------------- ---- ------------ -- -- ---- ----------------- 01- E PV 523Z9000201 001 043466509 09 01 3220 50,000.00 02- E VS 523Z9000201 001 043466509 09 01 3220 35.42 03- O CO 523Z90002 001 MISCN 09 01 3220 2,949,992.00 04- 05- 06- 07- VS document indicates interest was paid on this construction project. Interest is withdrawn from CO funds and creates a negative balance on the IWPX table in JOB 11. Note: Although the VS transaction hits the 1720 account, VA recognizes purchase discounts lost and late payment penalties as an operating expense in the period incurred. Cost will be recorded net of purchase discounts. 2.16

  25. Construction Interest • Interest on construction contracts are identified as VS transactions. • Stations may identify interest by reviewing the Installation Wide Project/Project Cross Reference (IWPX) and Project Spending Cross Reference (PSDX) table in FMS referencing station specific projects. • VA Central Office (VACO) runs a SAS Job based off the PROJECT REFERENCE DATA SCREEN (PROJ)/IWPX table to create the report and determine the negative balances on projects in the accounting system. • VACO will withdraw funds from job 13 (contingency) or a job with a whole dollar amount to replenish the line of interest that was paid. • Job 11 is dollar specific. Interest payments less than $50.00 will be corrected by VACO without inquiries. • VACO 10NR will send inquires to stations when interest payments are greater than $50.00. • If a project is in a negative dollar status, stations will not be able to modify or make payments to a project. Stations should contact VACO to correct the negative. • Contact VACO Construction POC if you have any questions or concerns. • The following next two pages include an example of the FPC1 Weekly status of Funds Report displaying an interest payment from Job 11 and additional funds added to increase the project and an example of the VACO interest report based on data from FMS tables. 2.17

  26. Example of Interest Report 2.18

  27. SPDX TABLE ACTION: R TABLEID: SPDX USERID: S104 BMT *** SPENDING CONTROL DOCUMENT CROSS REFERENCE INQUIRY SCREEN *** KEY IS BUDGET FY, FUND, A/O, STN, FCP/PRJ, BOC, AMOUNT TYPE , SPEND DOC ID/LINE BFY: 09 FUND: 0111 A/O: 08 STN: 523 F/P: IP3347 BOC: 3220 AMT TYPE TRANS ID/LINE AMOUNT -------- ------------------- ---------------- 01- E PV 523Z8500416 002 26,738.83 02- E PV 523Z8500417 001 47,745.00 03- O CO 523Z85004 003 134,618.40 04- O PV 523Z8500416 002 -26,738.83 05- O PV 523Z8500417 001 -47,745.00 SPDX is BOC Driven The AMT TYPE “E” and “O” indicates whether the transaction affected Obligations or Expenditures. 2.19

  28. CHANGING THE STATUS OF AN OPEN PROJECT Fund: 0110 Major Construction and 0111 Minor Construction Source: Request Steps: • Determine and record the appropriate status for the Fund Control Point/Project on the Project Status Table (PSTA). • Locate the project number record on the Status of Project Table (STAP). • Change the status for the Fund Control Point/Project on the STAP. 2.20

  29. FUND OBLIGATION 3

  30. OBLIGATION PROCESSING CHAIN OBLIGATION RECEIVER PAYMENT MO RT,RC CT or PV DD SO SO,AR CT or PV DD CO MV CO PG AO CT or PV FSC uses “CT” instead of “PV” because of the DLN. 3.1

  31. CHECK IWPX FOR AVAILABLE FUNDS ACTION: R TABLEID: IWPX USERID: S104 BMT H- INSTALLATION WIDE PROJECT/PROJECT CROSS REFERENCE KEY IS INSTALLATION-WIDE PROJ, PROJECT TABLE KEY INSTALLATION WIDE PROJECT: 523OP2024/22 ¦---------------- PROJECT TABLE KEY ---------------¦ BFYS FUND A/O STN FCP/PRJ RPTG JOB UNOBLIG ALLOTMENT ------ ------ ----- ------- --------- ---- -------- --------------------- 01- 09 0110 523 OP2024 22 20,000,000.00 02- 03- 04- 05- 06- 07- 08- 09- 10- 11- 12- 3.2

  32. AO/CO/SO OBLIGATIONS SF 252 – Architect & Engineer Contract .22 Tech Svc Design – Station .23 Tech Svc Design – CO. Used by CO only The Architect-Engineer Order (AO) is used for: 1) obligating funds for architect-engineer contracts 2) reducing the available budgetary amounts for architect-engineer contracts SF 1442 Solicitation Offer & Award .11 Construction Contract .13 Contingency (for amendments to contracts) The Construction Contract Order (CO) is used for: 1) obligating funds for construction contracts 2) reducing the available budgetary amounts for contracts VA 2138 The Service Order (SO) is used for: 1) obligating funds for the purchase of various services 2) reducing the available budgetary amounts for the purchase of services 3) obligating funds for services that need to be accrued (automatic or manual) MODIFY THESE OBLIGATIONS BY INCREASING OR DECREASING OBLIGATION AMOUNTS 3.3

  33. FUND TABLEUSE THIS TABLE TO FIND THE FUND CATEGORY ACTION: R TABLEID: FUND USERID: S104 BMT FUND REFERENCE DATA SCREEN KEY IS BUDGET FISCAL YEARS, FUND 01- BFYS: 09 FUND: 0110 FUND TYPE: G BUD CAT: B DEACT DATE: NO YEAR: Y CARRYOVER: N REVOLVING: N CLOSE LVL: D TREASURY FUND TYPE: A FUND NAME: CONSTRUCTION-MAJOR TREASURY SYMBOL: 36X0110 SHORT NAME: CONSTR-MAJOR FUND CLASS: FUND CATEGORY: C FUND GROUP: MJ AGENCY: 36 AGENCY NAME: DEPT. OF VETERANS AFFAIRS AGY LOC CODE: 36 - 01 - 0000 OMB ID CODE: 1000 SUBCLASS: N BUREAU CODE: - - ALLOW UNOBLIG EXP AGST EXPRD: N CONTROL OPTIONS - APPROPRIATION: C APPORTIONMENT: C ALLOTMENT: C SUB-ALLOTMENT: I ALLOWANCE: C REVENUE BUD: N DIMENSIONS - ALLOTMENT SUB-ALLOTMENT ADM/OFF: Y Y ALLOWANCE STATION: N N PGM DEF PROGRAM/DEF: N / N / PCLS LIMITATION: N N UNAPPLIED DEPOSIT OPT: N MEMO DEPRECIATION TRANS TYPE: RPT224 COLUMN IND: D INTEREST BFYS: FUND: STATION: FCP/PRJ: JOB NO: COST CTR: BOC: RPT CAT: 3.4

  34. FCAT TABLEUSE THIS TABLE FOR DESCRIPTION OF FUND CATEGORY ACTION: R TABLEID: FCAT USERID: S104 BMT FUND CATEGORY REFERENCE DATA SCREEN KEY IS BUDGET FISCAL YEAR, FUND CATEGORY FUND CAT FY FUND CAT NAME SHORT NAME POSTING -- -------- ------------------------------ ------------ ------- 01- 09 A VETERANS CANTEEN SERVICES VCS Y 02- 09 B REIMBURSABLE APPROPRIATIONS REIMBURSABLE Y 03- 09 C CONSTRUCTION FUNDS CONSTRUCTION Y 04- 09 D PERSONAL FUNDS OF PATIENTS PFOP Y 05- 09 E EXPIRED AUTHORITY EXPIRED FUND Y 06- 09 F SUPPLY FUND SUPPLY FUND Y 07- 09 G GENERAL FUND RECEIPTS GENERAL FUND Y 08- 09 H GENERAL FUND RECEIPTS - AR GFR - AR Y 09- 09 J COMPENSATED WORK THERAPY (CWT) CWT Y 10- 09 K FRANCHISE FUND FRANCH FUND Y 11- 09 L LOAN GUARANTY - MLAC LGY - MLAC Y 12- 09 M MCCF COLLECTION FUND MCCF Y 13- 09 N NON-SPECIFIED (NON-APPROP) NONSPEC-NA Y 3.5

  35. Example of RejectTRANS CODE/TYPE NOT IN ACED COMMND: DOCID: CT 04 660Z8600201 STATUS: HELD 001-001 OF 001 BATID: SUB STN: 01- LINE: 001 REF DOC: MO 660Z86002 REF LINE: 001 ACCP/DEL DATE: 07 15 08 VENDOR INV: INV DATE: LOG DATE: 07 28 08 INV DLN: INT REASON: DISC RSN: LINE TYPE: REF VEND CODE: REF VEND NAME: LINE AMOUNT: 2957937 I/D: P/F: LIQ AMOUNT: DESCR: NURSE CALL 3 NORTH TOWER OUTST OBLIG: 65,731.94 BFYS: 06 FUND: 0111 STATION/SAT: 660 FCP/PRJ: CA3318 JOB NO: 16 COST CTR/SUB: 854200 BOC/SUB: 3240 REPT CATG: REV SRCE/SUB: CLSD BFYS: CLSD FUND: 01-CPM02-TRAN CODE/TYPE NOT IN ACED Check the ACED table for resolution. Enter BFY, TRANS CODE, TRANS TYPE, VENDOR CAT, AND BOC. Check the FUND table to determine the FUND CATegory. ACTION: R TABLEID: ACED USERID: S104 BMT ACCOUNTING ENTRIES DEFINITION REFERENCE DATA SCREEN KEY IS FISCAL YEAR, TRANS CODE, TRANS TYPE, VENDOR TYPE, BUDGET BOC, PROJECT POST TYPE, FUND CATEGORY VENDOR PROMPT TRANS TRANS CAT\ BUDGET PROJECT FUND ACCOUNTING PAY FY CODE TYPE TYPE BOC POST TYPE CAT ENTRY ID FLAG -- ---- ---- ------ ------ --------- ---- ---------- ------ 01- 09 CT 01 N 3240 2310 Y DESCRIPTION PAY VOUCHER - CERTIFIED 02- 09 CT 01 N 3240 E 2331 Y DESCRIPTION PAY VOUCHER - CERTIFIED 03- 09 CT 01 N 3240 N 0148 Y DESCRIPTION PAY VOUCHER - CERTIFIED 04- 09 CT 01 N 3240 NK 0148 Y DESCRIPTION PAY VOUCHER - CERTIFIED 05- 09 CT 01 N 3240 NP 0148 Y DESCRIPTION PAY VOUCHER - CERTIFIED 06- 09 CT 01 N 4107 NV 1208 Y On the ACED table there is no “C” fund category for the CT document. 3.6

  36. ACED TABLECheck Trans Code, Trans Type, Vendor Cat and Fund Category There is a “C” fund category on the MV docment. Therefore, user will process the payment with an MV document. ACTION: R TABLEID: ACED USERID: S104 BMT ACCOUNTING ENTRIES DEFINITION REFERENCE DATA SCREEN KEY IS FISCAL YEAR, TRANS CODE, TRANS TYPE, VENDOR TYPE, BUDGET BOC, PROJECT POST TYPE, FUND CATEGORY VENDOR PROMPT TRANS TRANS CAT\ BUDGET PROJECT FUND ACCOUNTING PAY FY CODE TYPE TYPE BOC POST TYPE CAT ENTRY ID FLAG -- ---- ---- ------ ------ --------- ---- ---------- ------ 01- 09 MV 01 N 3240 2310 Y DESCRIPTION PAY VOUCHER - STRUCTURES 02- 09 MV 01 N 3240 C 2310 Y DESCRIPTION PAY VOUCHER - WIP 03- 09 MV 01 N 3240 E 2331 Y DESCRIPTION PAY VOUCHER - STRUCTURES 04- 09 MV 01 N 3240 N 0148 Y DESCRIPTION PAY VOUCHER - STRUCTURES 05- 09 MV 02 N NF 5901 Y DESCRIPTION OFFSET SO AND ESTAB COGS 06- 09 MV 02 N 2220 NF 5901 Y DESCRIPTION OFFSET SO AND ESTAB COGS LEAF TO THE ACEN TABLE TO REVIEW GENERAL LEDGER ACCOUNTS 3.7

  37. ACEN/ACEV TABLEREVIEW GL ENTRIES ACTION: R TABLEID: ACEN USERID: S104 BMT ACCOUNTING ENTRIES REFERENCE DATA SCREEN KEY IS FISCAL YEAR, ACCOUNTING ENTRY ID, SEQUENCE NUMBER FISCAL YEAR: 09 ACCOUNTING ENTRY ID: 2310 ACCOUNTING EVENT TYPE: SP03 SEQUENCE JOURNAL INCREASE ----- DEBIT ------ ----- CREDIT ----- FLAGS NUMBER CODE LINE D/C ACCT TYPE OVERRIDE ACCT TYPE OVERRIDE REV FIP -------- ------- -------- ---- ---- -------- ---- ---- -------- --- --- 01- 001 GENJ D 1720 01 N 2122 02 N N N 02- 002 GENJ D 4610 44 N 490N 48 N N N 03- 003 GENJ D 3107 03 N 5700 31 N N N 04- LEAF TO ACEV TABLE ACTION: S TABLEID: ACEV USERID: S104 BMT ACCOUNTING EVENT TYPE REFERENCE DATA SCREEN KEY IS ACCOUNTING EVENT TYPE H- ACCOUNTING POST FLAGS REQD EVENT VEND BOC PROJECT FUND CAT FIELD DESCRIPTION ---------- ---- --- ------- -------- ----- ------------------------------ 01- SP03 Y Y N Y Y EXPENDITURE/EXPENSE 02- SP04 N Y N Y Y EXPENSE ONLY 03- SP05 Y N N Y N BALANCE SHEET TRANSFER 04- SP06 N N N Y Y REVENUE REFUND 05- SP07 N N N N N REFUND REIM BILLED EXPEND 06- SP08 N N N N N REFUND REIM BS TRANSFER BILL 07- SP09 N N N N N REFUND REIM REVENUE BILLING 08- SV99 N Y N Y N MISCELLANEOUS 09- TK01 N N N N N TICKETS - PAYABLE 10- TK02 N N N N N TICKETS - PREPAID 11- VS01 N N N N N VOUCHER SELECTION 12- VS02 N N N N N DISCOUNT TAKEN 13- VS03 N N N N N DISCOUNT LOST 14- THE BOC MUST BE POSTED ON THE ACED IF THERE IS A “Y” ON ACEV AND BOCT 3.8

  38. BOCT TABLE ACTION: R TABLEID: BOCT USERID: S104 BMT BUDGET OBJECT CODE REFERENCE DATA SCREEN KEY IS BUDGET FISCAL YEAR, BUDGET OBJECT CODE FED BOC SUB BOC OBL= REST BOC OBJ OBJ PS BOC 1099 TRAVEL BUDG POST EXP LKUP DEACT FY CODE CLS CLS IND IND IND FLAG FLAG LMT FLAG BOC FLAG DATE -- ---- --- --- --- --- ---- ------ ---- ---- ---- ---- ---- -------- 01- 09 3240 320 32 N N N N N 32 Y Y N NAME: OTHER STRUCTURES & FACILITIES SHORT: OTH STR & FA 02- 09 3241 320 32 N N C N N 32 N Y N NAME: OTH STRUCTURES & FAC, NOT CAP SHORT: OT ST/FAC,NC 03- 09 3252 320 32 N N C N N 32 N Y N NAME: DEC EMERY CLEANUP LAND NON-CAP SHORT: DEE C L NCAP 04- 09 3253 320 32 N N C N N 32 N Y N NAME: DEC EMERG CLEANUP LAND CAP SHORT: DEE C L CAP 05- 09 3255 320 32 N N C N N 32 N Y N NAME: HAZ WASTE CLNUP, BLDG&STRC N/C SHORT: HAZ WST CLNU 06- 09 3256 320 32 N N C N N 32 Y Y N NAME: FORCLSD ACQ PROP-LOAN GUAR-VBA SHORT: FORCLS PROP 07- 09 3257 320 32 N N C N N 32 Y Y N NAME: FORCLSD ACQ PROP IMPRVMNTS-VBA SHORT: PROP IMPRV 01- 09 2580 250 25 N N C N N 25 N Y N NAME: NON-MED CONTRACT & AGREEMENTS SHORT: NON-MED CNT If BOC post flag is set to “Y” on this table and on ACEV table, then the BOC must be posted on the ACED table. If either table has an “N,” then the BOC does not need to be posted on the ACED. 3.9

  39. PCLS ACTION: R TABLEID: PCLS USERID: S104 BMT PROGRAM CLASS REFERENCE DATA SCREEN KEY IS BFY, PROGRAM CLASS REST PROGRAM PROGRAM PROGRAM PROGRAM PROGRAM CLASS LKUP BFY CLASS CATEGORY TYPE GROUP SHORT NAME FLAG --- -------- -------- ------- ------- ------------- ---- 01- 09 OPO/P CARE/SUP N PROGRAM CLASS NAME: OUTPATIENT CARE & SUPPORT 02- 09 OT OTHER N P7OGRAM CLASS NAME: OTHER 03- 09 OU OUTPAT PROGRAM CLASS NAME: OUTPATIENT IMPROVEMENTS 04- 09 PA APF ASSET MT N PROGRAM CLASS NAME: APF ASSET MANAGEMENT 05- 09 PC APF-NCS PROGRAM CLASS NAME: ADV PLANNING FUND CEMETARIES 06- 09 PE PAT ENVIRO PROGRAM CLASS NAME: PATIENT ENVIRONMENTS 07- 09 PK PARK CONST N PROGRAM CLASS NAME: PARKING GARAGE CONSTRUCTION 08- 09 PL PARK LEASE N PROGRAM CLASS NAME: PARKING GARAGE LEASING NOTE: Program Class indicates the description of each project. 3.10

  40. EXAMPLESERVICE ORDER DOCUMENTEntering a Service Order Document (SO) for Major Construction Introduction: A service order contract has been negotiated for air monitoring services at a VAMC and is ready for input into FMS. A service order document is entered to obligate the funds for the service order. For this order, automatic accrual may or may not be used. Instructions: • The Transaction Code for Service Orders will be SO. Therefore, the document identification will be as follows: TRAN ADM/OFF ID NUMBER SO 10 523X910_ _ • The date of the contract will be used for the SO date field. The accounting period will default to current month. • The Budget Fiscal Year and Fund fields will be entered on the header portion of the Service Order screen so they will not have to be repeated for subsequent lines. • Auto Accrue field defaults to “Y” if left blank. • Use the Quick Reference Guide to enter the SO document. 3.11

  41. SO DOCUMENT COMMND: DOCID: SO 10 523X910XX_ _ STATUS: 001-001 OF 001 BATID: SUB STN: SERVICE ORDER INPUT SCREEN TRANS TYPE: 01 SO DATE: ACCT PRD: ACTION: E SUB STN: 104 VENDOR CODE: 391097549 NAME: D S ELECTRIC SUPPLY INC CONTRACT NO: ADDR1: P O BOX 2196 BEGIN DATE: 10 01 08 AUTO ACCRUE:N ADDR2: END DATE: XX XX XX FOB: CITY/ST/ZIP: LA CROSSE WI 546022196 DISC %: DAYS: P/E TERM: ASSOC ORDER: ALT PAYEE: / DOC TOTAL: 100,000.00 BFYS: FUND: 01- LINE: 001 BFYS: 09 FUND: 0110 STATION/SAT: 523 / FCP/PRJ: OP2024 JOB NO: 16 COST CTR/SUB: / BOC/SUB: 3220 / REPT CATG: LINE AMOUNT: 100,000.00 I/D: CLSD BFYS: DESCR: CLSD FUND: Note: Instructor to provide the END DATE. 3.12

  42. SO MODIFICATIONExample COMMND: DOCID: SO 10 523X910XX _ STATUS: 000-000 OF 000 BATID: SO 10 FSC001 SUB STN: SERVICE ORDER INPUT SCREEN TRANS TYPE: SO DATE: ACCT PRD: ACTION: M SUB STN: VENDOR CODE: NAME: CONTRACT NO: ADDR1: BEGIN DATE: AUTO ACCRUE: ADDR2: END DATE: FOB: CITY/ST/ZIP: DISC %: DAYS: P/E TERM: ASSOC ORDER: ALT PAYEE: / DOC TOTAL: 1000.00 BFYS: FUND: 01- LINE: 001 BFYS: FUND: STATION/SAT: / FCP/PRJ: JOB NO: COST CTR/SUB: / BOC/SUB: / REPT CATG: LINE AMOUNT: 1000.00 I/D: I CLSD BFYS: DESCR: CLSD FUND: Be sure to enter the increase (I) or decrease (D) on a modification. 3.13

  43. ARCHITECT-ENGINEER ORDER AO DOCUMENTEntering one Architect-Engineer Order Document (AO) for Major Construction • Introduction: • An Architect-Engineer contract has been negotiated to renovate a unit at a VAMC and is ready for input into FMS. An Architect-Engineer Order document is entered to obligate the funds for the architect-engineer contract. For this contract, automatic accrual will not be used. Instructions: • The transaction Code for Architect-Engineer Orders will be AO. Therefore, the document identification will be as follows: TRAN ADMIN/OFF ID NUMBER AO 10 523X900_ _ (last 2 digits will be your student ID number). • The date of the contract will be used for the AO date field. The accounting period will default to current month. • The Budget Fiscal Yr and Fund fields will be entered on the header portion of the Architect-Engineer Order screen so they will not have to be repeated for subsequent lines. • This AO is not to accrue automatically. Therefore, the auto accrue field should be left blank, as it will default to “N.” Enter obligation date in the Begin Date field. • Use the Quick Reference Guide to enter the document. Note that the Architect-Engineer Order (AO) Document is entered in the same manner as the Contract Order (CO) Document, with the exception of the Trans Code field. • Before processing the document, verify the available budget amount on the IWPX table. • Use the Quick Reference Guide to enter the AO document. 3.14

  44. AO DOCUMENT COMMND: DOCID: AO 10 523X900XX_ _ STATUS: 001-001 OF 001 BATID: SUB STN: CONTRACT ORDER INPUT SCREEN TRANS TYPE: 01 CO DATE: ACCT PRD: ACTION: E SUB STN: FSC VENDOR CODE: 391422655 NAME: P D C DESIGN GROUP CONTRACT NO: V523P4001 ADDR1: 700 WALNUT RIDGE DR BEGIN DATE: 10 01 08 AUTO ACCRUE: ADDR2: END DATE: CITY/ST/ZIP: HARTLAND WI 53029 DISC %: DAYS: P/E TERM: ASSOC ORDER: ALT PAYEE: / DOC TOTAL: 110000.00 BFYS: FUND: 01- LINE: 001 BFYS: 09 FUND:0110 STATION/SAT: 523 / FCP/PRJ: OP2024 JOB NO:22 COST CTR/SUB: / BOC/SUB: 3220 / REPT CATG: LINE AMOUNT: 110000.00 I/D: CLSD BFYS: DESCR: CLSD FUND: Note: Enter your student id in place of the XX in the doc id. 3.15

  45. CONSTRUCTION CONTRACT ORDER DOCUMENTEntering a Construction Contract Order Document (CO) for Major Construction Introduction: A Construction Contract has been negotiated to renovate the restrooms on the west wing of the Medical Center and is ready for input into FMS. The CO document is entered to obligate the funds for the construction contract. Automatic Accrual will not be used. Instructions: • The Transaction Code for Construction Orders will be CO. Therefore, the document identification will be as follows (The last 2 digits will be your student number): TRAN ADM/OFF ID NUMBER CO 10 523X920_ _ • The date of the contract will be used for the CO date field. The accounting period will default to current period. • The Budget Fiscal Year and Fund fields will be entered on the header portion of the Construction Order screen so they will not have to be repeated for subsequent lines. • This CO is not to be accrued automatically. Therefore, the auto accrue field should be left blank, as it will default to “N.” Enter obligation date in the Begin Date field. • Use the Quick Reference Guide to enter the document. Note that the Construction Order (CO) Document is entered in the same manner as the Architect-Engineer Order (AO) Document, with the exception of the Trans Code Field. • Verify the available budget amount on the IWPX before processing the document. • Use the Quick Reference Guide to enter the CO document. 3.16

  46. CO DOCUMENT COMMND: DOCID: CO 10 523X920XX__ STATUS: ACCPT 001-001 OF 001 BATID: SUB STN: CONTRACT ORDER INPUT SCREEN TRANS TYPE: 01 CO DATE: ACCT PRD: ACTION: E SUB STN: 104 VENDOR CODE: 941461459 NAME: S J AMOROSO CONSTRUCTION CO CONTRACT NO: V101C2000 ADDR1: INC BEGIN DATE: 10 01 08 AUTO ACCRUE: N ADDR2: 348 HATCH DR END DATE: XX XX XX CITY/ST/ZIP: FOSTER CITY CA 94404 DISC %: DAYS: P/E TERM: ASSOC ORDER: ALT PAYEE: / DOC TOTAL: 1000000.00 BFYS: FUND: 01- LINE: 001 BFYS: 09 FUND: 0110 STATION/SAT: 523 / FCP/PRJ: OP2024 JOB NO: 11 COST CTR/SUB: / BOC/SUB: 3220 / REPT CATG: LINE AMOUNT: 1000000.00 I/D: CLSD BFYS: DESCR: CLSD FUND: A--*HP20-DOCUMENT ACCEPTED Instructor will provide end date for CO document. 3.17

  47. CO MODIFICATION COMMND: DOCID: CO 10 523X920XX STATUS: BATID: CO 10 FSC004 SUB STN: CONTRACT ORDER INPUT SCREEN TRANS TYPE: CO DATE: ACCT PRD: ACTION: M SUB STN: VENDOR CODE: NAME: CONTRACT NO: ADDR1: BEGIN DATE: AUTO ACCRUE: ADDR2: END DATE: CITY/ST/ZIP: DISC %: DAYS: P/E TERM: ASSOC ORDER: ALT PAYEE: / DOC TOTAL: 112,000.00 BFYS: FUND: 01- LINE: 002 BFYS: 09 FUND: 0110 STATION/SAT: 523 / FCP/PRJ: OP2024 JOB NO: 13 COST CTR/SUB: / BOC/SUB: 3220 / REPT CATG: LINE AMOUNT: 112,000.00 I/D: I CLSD BFYS: DESCR: FC0-A CLSD FUND: When modifying a CO obligation for the first time, you will need to add a new line. All change orders are done out of contingency funds (JOB 13). Once the line has been established for JOB 13 funds, there is no need to enter all the accounting information for additional modifications to the same line. 3.18

  48. FMS Construction Appropriation (0110 & 0111) Customers Stations are reminded to record each contract change order as a separate line on the obligation document and not in total for multiple change orders submitted on the same day (this is optional but recommended). The change order number should be recorded in the description field on the FMS contract Order Document (oblligation document AO or CO). Note: For CO’s and AO’s, enter only one batch document per day per obligation. Each change order must be entered on a separate line using the same line number in order for the reports to reflect both the original line amounts and each modification. Line field: Description – For CO’s and AO’s enter the change order number. Please call the FSC Help Desk @1-877-353-9791 for additional assistance. 3.19

  49. FMS PROCEDURES GUIDES FOR OBLIGATIONS J-1 thru J-33 3.20

  50. PAYMENT PROCESSING 4