General Ledger Branch's - FAQs

1. Does the General Ledger Branch make timekeeper number changes?

Answer
No. Timekeeper number changes are processed by the Central Payroll Office, located in Building 31, Room B3C29. This office can be reached by calling 301-496-4556.

2.What form do I need to submit for a payroll Common Accounting Number (CAN) to be changed in the Accounting for Pay System (AFPS)?

Answer
Form HHS-478, Payroll Number Correction, is used. The form must include the employee's:

• Name
  
• Social Security Number
  
• Timekeeper number
  
• Incorrect payroll CAN
  
• Correct Payroll CAN
  

The Completed form must be signed by the appropriate timekeeper and certifying official, then hand-carried or mailed to the General Ledger Branch located at 2115 East Jefferson St, Bethesda, MD 20892-8500, Room 3B-338, or faxed to that office on 301-480-9965. However, the fax copy must be legible.

3.Once the CAN changes has been entered into the AFPS, how long does it take before the change is effective in the AFPS and the IMPAC system?

Answer
The change becomes effective in both systems within one to two pay periods.

4.How do I request a transfer of funds between payroll CANs?

Answer
A memorandum should be sent to the General Ledger Branch, 2115 East Jefferson St, Bethesda, MD 20892-8500, Room 3B-338. The memo must be signed and approved by the IC Budget Officer. If the transfer of funds request involves two ICs, the memo must be signed and approved by each Budget Officer. The memo must include:

• Employee(s) involved
  
• CAN that was charged
  
• New CAN to accept transfer of charges
  
• 11xx and 12xx Object class code (if available)
  

Attach one of the following items to the memo:

• Data flowback report
  
• Data Warehouse report
  
• VSOF
  
• Any other information that displays the employee's salary disbursed, and the total to be transferred to the new CAN.
  

NOTE: Requests for transferring charges for Fellows, and object class codes 21xx must be sent to the Government Accounting Branch, Building 31, Room B1B05.

5.Once the transfer of funds request has been processed, how long does it take before the transactions are reflected in the accounting system?

Answer
The transfer of funds will be reflected in the Central Accounting System the day after the request is processed.

6.Does changing a CAN in the AFPS transfer the prior salary charges to the new CAN?

Answer
No. A transfer of funds request must be submitted as described in Question 4, above.

7.What is the FAX number for the General Ledger Branch?

Answer
(301) 480-9965

8.What is the billing process for reimbursable agreements?

Answer
Reimbursable agreements are billed/collected based on the accruals reported on the Unbilled Accounts Receivable Report (1314). The billing for each agreement is processed, at a minimum, on a quarterly basis.

9.Why would a reimbursable agreement be in an unbilled status for and extended period of time?

Answer
Either there were no charges to the reimbursable CAN, or possibly the General Ledger Branch never received a copy of the agreement.

10.How do the ICs know if the General Ledger Branch has received all reimbursable agreements for a particular fiscal year?

Answer
Contact the accountant responsible for handling your IC.  Click here for Processing Assignments.