United States Department of Agriculture
Research, Education and Economics
ARS * CSREES * ERS * NASS
Bulletin
Title: | Procedures for Obtaining New Vendor Codes for Outgoing Reimbursable Agreements with USDA Agencies |
Number: | 02-316 |
Date: | December 18, 2002 |
Originating Office: | FFIS Operations Branch, Financial Management Division, ARS/AFM |
Distribution: | Area Administrative Officers Servicing Budget and Fiscal Officers ARS Vendor Coordinators |
Expires: | December 18, 2003 |
This bulletin provides supplemental procedures to the OCFO Bulletin #2002-006, Common Agreement Numbers, for obtaining new vendor codes for ARS Outgoing Reimbursable Agreements with other USDA Agencies. Some changes to this Bulletin is made on July 17, 2003 (see Enclosure 1). |
In accordance with the OCFO Bulletin #2002-006, Common Agreement Numbers, effective
10/01/02, ARS must obtain common agreement numbers (vendor codes) for all outgoing
reimbursable agreements with other USDA agencies. As the agency receiving services,
ARS is responsible for requesting these new vendor codes from the NFC Table
Maintenance Group and providing them to the USDA agency providing the services,
so that appropriate elimination entries can be accomplished for both agencies'
quarterly and annual financial reports. This bulletin provides supplemental
procedures to the OCFO bulletin to clarify the responsibilities. These procedures
are for outgoing reimbursable agreements with other USDA agencies only. For
incoming reimbursable agreements, the USDA agency receiving our services will
perform these tasks.
PROCEDURES FOR OUTGOING REIMBURSABLE AGREEMENTS
WITH OTHER USDA AGENCIES
a. Performing/Providing Services Agency reimbursable agreement number
b. Agency Location Code (ALC)
c. Tax Identification Number (TIN) (optional at this time)
d. Contact AddressEnclosure 1, Debtor/Paying Agency Accounting Requirements provides Agency Codes and ALC information for the USDA agencies, for your information.
If the performing/providing services USDA agency wants the agreement first, attach a transmittal that requests the above information.
As the receiving services agency, once the information is received from
the performing/providing services agency, provide your servicing Vendor
Coordinator the following information:
ARS' Information: (Receiving Services Agency)
ARS reimbursable agreement
number
ALC
TIN (optional at this
time)
Billing Address (Area
B&F Office)
Contact Name (ABFO)
Performing/Providing Services USDA agency's information:
Agency Name
Reimbursable Agreement Number
ALC
TIN (optional at this time)
Contact Address
Example: For an outgoing agreement with APHIS, two vendor codes will be established:
The vendor code assigned to ARS is &34033AA#O R, and
The vendor code assigned to APHIS is &34033AA#O P, where AA# is an
alpha-numeric number sequentially assigned by the NFC Table Maintenance Group.
If you have any questions regarding these procedures, please contact the FFIS
Helpdesk via email (ARS-FFIS-FA) or on 301-504-4429. Vendor Coordinators may
direct their questions to
Alice Roache, REE Vendor Coordinator, on 301-504-1734.
/s/
S. M. Helmrich
Director
Financial Management Division
4 Enclosures
Enclosure
1
Debtor/Paying
Agency Accounting Requirements
(as of July 16, 2003)
Paying Agency ALC |
Agency
|
|
|
|
12-06-0000 |
FA |
Farm Service Agency |
FFIS reference document transaction code MO (starting with fiscal year 2001) or M1 (prior fiscal years) and FFIS reference document number. |
|
12-25-0001 |
02 |
Agricultural Marketing Service |
FFIS reference document transaction code MO, FFIS reference document number, and line number. |
|
12-37-0001 |
37 |
Food Safety and Inspection Service |
FFIS reference document transaction code MO, FFIS reference document number, and line number. |
|
12-40-0002 |
01 |
Office of the Secretary |
FFIS reference document transaction code MO or RQ (green book charges) and FFIS reference document number. |
|
13 |
Office of Communication |
|||
14 |
Office of the General Counsel |
|||
38 |
Office of the Chief Economist |
|||
42 |
Office of Budget and Program Analysis |
|||
90 |
Office of the Chief Financial Officer |
|||
DA |
Departmental Administration |
|||
ES |
Office of the Executive Secretariat |
|||
IT |
Office of the Chief Information Officer |
|||
NA |
National Appeals Division |
|||
12-40-0300 |
03 |
Agricultural Research Service |
FFIS reference document transaction code M1, MO, or RQ, FFIS reference document number, and line number. |
|
12-40-0700 |
07 |
Rural Development |
FFIS reference document transaction code MO, MO reference document number, and MO line number. |
|
15 |
Rural Utilities |
|||
32 |
Rural Business Coop |
|||
SC |
National Sheep Industry Improvement Center |
|||
12-40-0800 |
08 |
Risk Management Agency |
FFIS reference document transaction code RQ, MO, or RO, and FFIS reference document number. |
|
12-40-1000 |
10 |
Foreign Agricultural Service |
FFIS reference document transaction code MO, six to ten position FFIS reference document number, and line number. |
|
12-40-1100 |
11 |
Forest Service |
FFIS reference document transaction code MO, MO reference document number, and MO line number. |
|
12-40-1600 |
16 |
Natural Resource Conservation Service (It is anticipated that during FY03, NRCS will only accept items listed under Section 1) |
1. FFIS reference document transaction code RQ or MO and FFIS reference document number, or 2. 7-position accounting classification, and 4-position budget object class, or 3. 2-position budget fiscal year, 3-position fund, 2 or 6-position budget organization code, and 4-position budget object class. |
|
12-40-1800 |
18 |
Economic Research Service |
FFIS reference document transaction code MO or RQ, FFIS reference document number, and line number. |
|
12-40-2000 |
20 |
National Agricultural Statistics Service |
FFIS reference document transaction code MO or RQ, FFIS reference document number, and line number. |
|
12-40-2200 |
22 |
Cooperative State Research, Education, and Extension Service |
FFIS reference document transaction code MO or RQ, FFIS reference document number, and line number. |
|
12-40-2300 |
23 |
Department of Agriculture, Office of the Inspector General |
FFIS reference document transaction code MO and FFIS reference document number. |
|
12-40-3000 |
30 |
Food and Nutrition Service |
FFIS reference document transaction code M1 or MO, FFIS reference document number, and line number. |
|
12-40-3400 |
34 |
Animal and Plant Health Inspection Service |
FFIS reference document transaction code MO (reimbursable work authorizations and inter-agency agreements) and FFIS reference document number. |
|
12-40-3600 |
36 |
Grain Inspection, Packers and Stockyards Administration |
FFIS reference document transaction code MO, six to ten position FFIS reference document number, and line number. |
Debtor/Paying Agency Accounting Requirements as of 10/01/02
Paying Agency ALC |
Ag. Code |
Agency | Requirements |
12-06-0000 Farm Service Agency |
FA | Farm Service Agency | FFIS reference document
transaction code MO (starting with fiscal year 2001) or M1 (prior fiscal years) and FFIS reference document number and line number, if applicable. |
12-25-0001 Agricultural Marketing Service |
02 | Agricultural Marketing Service |
FFIS reference document
transaction code MO, FFIS reference document number and line number, if applicable. |
12-37-0001 Food Safety Inspection Service |
37 | Food Safety Inspection Service |
FFIS reference document
transaction code MO, FFIS reference document number and line number, if applicable. |
12-40-0002 DASO |
01 13 14 38 42 90 DA ES IT NA |
Office of the Secretary Office of Communications Office of the General Counsel Office of the Economist Office of Budget and Program Analysis Office of the Chief Financial Officer Departmental Administration Office of the Executive Secretary Office of the Chief Information Officer National Appeals Division |
FFIS reference document
transaction code MO or RQ (Greenbook charges) and FFIS reference document number and line number, if applicable. |
12-40-0300 Agricultural Research Service |
03 | Agricultural Research Service | FFIS reference document
transaction code M1 or RQ, FFIS reference document number and line number, if applicable. |
12-40-0700 Rural Development |
07 15 32 SC |
Rural Development Rural Utilities Rural Business Coop National Sheep Industry Improvement Ctr |
FFIS reference document
transaction code MO, FFIS reference document number, and line number, if applicable. |
12-40-0800 Risk Management Agency |
08 | Risk Management Agency | FFIS reference document
transaction code RQ, MO, or RO, and FFIS reference document number and line number, if applicable. |
12-40-1000 Foreign Agricultural Service |
10 | Foreign Agricultural Service | FFIS reference document
transaction code MO, six to ten position FFIS reference document number, and line number, if applicable. |
Debtor/Paying Agency Accounting
Requirements as of 10/01/02
Paying Agency ALC |
Ag. Code |
Agency | Requirements |
12-40-1100 Forest Service |
11 | Forest Service | 1. FFIS reference
document transaction code RQ, MO, or RC and FFIS reference document number, and line number, if applicable or 2. 8-position job code (6-position management code |
12-40-1600 Natural Resource Conservation Service |
16 | Natural Resource Conservation Service |
1. FFIS reference
document transaction code RQ or MO and FFIS reference document number, or 2. 7-position accounting classification, and 4-position 3. 2-position budget fiscal year, 3-position fund, 2 or 6- |
12-40-1800 Economic Research Service |
18 | Economic Research Service |
FFIS reference document
transaction code MO or RQ, FFIS reference document number, and line number, if applicable. |
12-40-2200 Cooperative State Research, Education, and Extension Service |
22 | Cooperative State Research, Education, and Extension Service |
FFIS reference document
transaction code MO or RQ, FFIS reference document number, and line number, if applicable. |
12-40-2300 Department of Agriculture, Office of the Inspector General |
23 | Department of Agriculture, Office of the Inspector General |
FFIS reference document
transaction code MO and FFIS reference document number and line number, if applicable. |
12-40-3000 Food and Nutrition Service |
30 | Food Nutrition Service |
FFIS reference document
transaction code M1 or MO, FFIS reference document number and line number, if applicable. |
12-40-3400 Animal and Plant Health Inspection Service |
34 | Animal and Plant Health Inspection Service |
FFIS reference document
transaction code MO and FFIS reference document number and line number, if applicable. |
12-40-3600 Grain Inspection, Packers and Stockyards Administration |
36 | Grain Inspection, Packers and Stockyards Administration |
FFIS reference document
transaction code MO, six to ten position FFIS reference document number and line number, if applicable. |
Enclosure 2
SEE ATTACHED FILE ENTITLED, ENCLOSURE 2
Enclosure 3
SEE ATTACHED FILE ENTITLED, ENCLOSURE 3
Enclosure 4
SAMPLE VEND SCREEN PRINTS
Providing Agency:
Receiving Agency: