R 231947Z JUL 09 ALCGFINANCE 020/09 SUBJ: FY09 CLOSEOUT AND YEAR-END PROPERTY INVENTORY INSTRUCTIONS A. FINANCIAL RESOURCE MANAGEMENT MANUAL, COMDTINST M7100.3 (SERIES) B. COMDT COGARD WASHINGTON DC 062156Z JUN 08 - ALCGFINANCE 013/08 C. COMDT COGARD WASHINGTON DC 041405Z MAY 09 - ALCGFINANCE 012/09 D. PROPERTY MANAGEMENT MANUAL COMDTINST M4500 (SERIES) 1. THE FOLLOWING CLOSEOUT GUIDANCE IS ADDRESSED TO ADMINISTRATIVE TARGET UNITS (ATU) AND HQ PROGRAM ALLOWANCE MANAGERS AS DEFINED BY REF A AND ALL SUBORDINATE UNITS. ADDITIONAL GUIDANCE MAY BE PROVIDED TO FIELD UNITS BY RESPECTIVE, HQ, AFC, DISTRICT AND MLC COMPONENTS. IN THE ABSENCE OF MORE RESTRICTIVE FIELD GUIDANCE ALL UNITS AND FUND MANAGERS SHALL COMPLY WITH SPECIFIED DATES IN PARA 3. REFS B AND C ADDRESS UNDELIVERED ORDER VALIDATION AND REVIEW POLICY AND PROCEDURES. THIS MESSAGE CONSOLIDATES HQ AND FINCEN CLOSEOUT INSTRUCTIONS AND APPLIES TO ALL CG APPROPRIATED AND REIMBURSABLE FUNDS. 2. FPD-TO-GO USERS: FINCEN WILL WORK WITH BOTH MLCS FOR SMOOTH CLOSEOUT OF UNDERWAY AND FPD TO GO CUTTERS. ALL FPD TO GO CUTTERS SHOULD BE ABLE TO COMPLY WITH CLOSEOUT GUIDANCE. FPD TO GO CUTTERS SHOULD BE OUT IN FRONT OF ANY DEADLINE DATES BY 48 HOURS. THIS ENSURES THAT IF A DAILY SYNC FAILS THAT A SECOND SYNC CAN BE PERFORMED BEFORE THE ACTUAL DEADLINE. 3. KEY CLOSEOUT DATES: MORE INFORMATION ON THE DATES LISTED BELOW CAN BE FOUND IN THE BODY OF THIS MESSAGE. 24 AUG - ALL INVOICES FOR FY04 DUE AT FINCEN (PARA 17) 28 AUG - REPORT PES ERRORS OVER 1000 DOLLARS TO FINCEN (PARA 4) 01 SEP - DEADLINE TO RETURN EXCESS REIMBURSABLE FUNDS TO THE ORDERING AGENCY 01 SEP - DEADLINE FOR NON-REIMBURSABLE ACCOUNT FUNDS TRANSFERS (FTAS AND CIFPS) WITHOUT AFC MANAGER APPROVAL 10 SEP - DEADLINE FOR FUNDS TRANSFERS (FTAS AND CIFPS) 11 SEP - CAPITAL PHYSICAL INVENTORY PACKAGE DEADLINE (PARA 11) 18 SEP - LAST DAY TO MAKE AND RECORD NON-EMERGENCY OBLIGATIONS (PARA 10) 19 SEP - DEADLINE FOR REIMBURSABLE ACCOUNT FUNDS TRANSFERS 19 SEP - DEADLINE TO RETURN ANY EXCESS REIMBURSABLE BUDGET AUTHORITY TO THE REIMBURSABLE CENTRAL ACCOUNT 25 SEP - LAST DAY FOR THE INDUSTRIAL SERVICE ORDER (ISO) BILLING TO RUN (PARA 6) 25 SEP - CANCELLED APPROPRIATION DEOBLIGATION PROGRAM TO RUN 25 SEP - FPD REAL TIME INTEGRATION DISABLED (PARA 5) 30 SEP - LAST DAY TO INPUT EMERGENCY OBLIGATIONS (PARA 10) 01 OCT - FINCEN OPENS FY10 FOR FIELD INPUT 01 OCT - NEW FISCAL YEAR ACCOUNTING LINES WILL BE AVAILABLE IN THE CORE ACCOUNTING SYSTEM (CAS) 02 OCT - DEADLINE TO SUBMIT EOY PIPELINE REPORTS TO FINCEN (PARA 7) 10 OCT - SYSTEMATIC CANCELING OF COMMITMENTS BY THE FINCEN (PARA 9) 4. PES REPORTS: IT IS CRITICALLY IMPORTANT TO DETERMINE WHETHER EXECUTION OR CANCELLATION OF OPEN OBLIGATIONS AND COMMITMENTS IS APPROPRIATE. ADDITIONALLY, PES ERRORS OVER 1000 DOLLARS AS OF 23AUG2009 MUST BE RECONCILED AND FORWARDED TO FINCEN BY 28AUG2009. A. UNITS SHOULD EXPECT THREE PES REPORTS AT THE END OF SEP THAT WILL CONTAIN YEAR END FY09 TRANSACTIONS. THE FIRST REPORT WILL BE DATED 27SEP2009 AND WILL CONTAIN ALL TRANSACTIONS POSTED IN CAS THROUGH 26SEP2009. THE SECOND PES REPORT WILL BE DATED 30SEP2009 AND WILL CONTAIN PAYROLL TRANSACTIONS POSTED IN CAS FROM 27SEP2009 THROUGH 30SEP2009. THE THIRD PES REPORT WILL BE DATED 04OCT2009 AND WILL CONTAIN BOTH FY09 AND FY10 TRANSACTIONS RECORDED AND POSTED THROUGH 03OCT2009. THIS PES REPORT WILL ALSO CONTAIN FY09 EMERGENCY FPD OBLIGATIONS TRANSMITTED FROM 25SEP2009 TO 30SEP2009, AND ULTIMATELY REFLECTED ON THE FIRST PES REPORT OF FY10. B. UNITS WILL NOT BE ABLE TO RECONCILE ANY PES REPORTS WITH CANCELLED APPROPRIATIONS AFTER 30SEP2009 DUE TO THE ACCOUNTING STRINGS BEING DISABLED. C. ALL FUNDS MANAGERS ARE REQUIRED TO MONITOR FUNDS THAT HAVE EXPIRED FOR OBLIGATION PURPOSES. TO MEET THIS REQUIREMENT, PROGRAM ELEMENT MANAGERS SHALL CONTINUOUSLY RECONCILE FY09 PES REPORTS AFTER THE CLOSE OF THE FISCAL YEAR. PES REPORTS WILL BE AUTOMATICALLY SENT BY THE FINANCE CENTER FOR THE FIRST SIX MONTHS OF THE EXPIRED PHASE. HOWEVER, FUNDS MANAGERS SHOULD RECONCILE PRIOR YEAR PES REPORTS FOR AS LONG AS NECESSARY UNTIL ALL UDOS AND ACCRUED EXPENDITURES HAVE BEEN EXPENDED OR CANCELLED. PES REPORTS FOR FY2004 AND LATER ARE AVAILABLE VIA THE FINCEN INTRANET WEBSITE. 5. CAS OUTBOX: DURING THE CLOSEOUT PERIOD IN CAS, REAL TIME INTEGRATION IS TURNED OFF FROM 25SEP09 THRU 30SEP09. IF A DOCUMENT IS APPROVED IN FPD AFTER THE CLOSEOUT PERIOD BEGINS, THE DOCUMENT IS SENT TO THE CAS OUTBOX. ANY APPROVED DOCUMENT THAT IS PENDING IN THE OUTBOX WILL BE SENT TO CAS ONCE REAL-TIME INTEGRATION IS BROUGHT BACK ON-LINE. IF FOR ANY REASON THE DOCUMENT CONTAINS AN ERROR, IT WILL BE DISPLAYED IN THE CAS OUTBOX. IT IS VERY IMPORTANT THAT EACH ATU BUDGET OFFICER REVIEW THE CAS OUTBOX IN A TIMELY FASHION TO ENSURE THERE ARE NO DOCUMENTS WITH ERRORS ONCE CAS AND REAL-TIME INTEGRATION ARE TURNED BACK ON. 6. INVENTORY CYCLE COUNT REPORT: THIS REPORT SHOULD BE COMPLETED BY INDUSTRIAL UNITS AND SHOULD TAKE PLACE PRIOR TO THE END OF SEPTEMBER WITH LOSSES NOTED. ADDITIONALLY, THE ISO BILLING PROCESS WILL RUN FOR THE FINAL FY09 BILLING CYCLE ON 25SEP09. 7. END OF YEAR (EOY) PIPELINE REPORTS: APPLICABLE TO ALL ALLOWANCE, ATU, HQ DIRECTORATE FUNDS MANAGERS AND FIELD UNITS FOR THE 901 OPERATING EXPENSE (OE), 92 RESERVE TRAINING (RT) APPROPRIATIONS, AND ACQUISITIONS, CONSTRUCTION IMPROVEMENTS (ACI) 9D, 9M, 9N AND 9T. BY 02OCT2009, ATU BUDGET OFFICERS (DISTRICTS/MLCS/HQ UNITS) MUST SUBMIT EOY PIPELINE REPORTS USING THE WEB-BASED PIPELINE CERTIFICATION APPLICATION. FURTHER INFORMATION ON PIPELINE REPORTING AND CERTIFICATION WILL BE PROVIDED SEPCOR. 8. REIMBURSABLE ACCOUNTS: PROGRAM MANAGERS SHALL REVIEW CAS AND FPD FOR DATA COMPARISON AND TO DETERMINE DIRECT EXPENDITURES AND DISCREPANCIES BETWEEN THE TWO APPLICATIONS TO ENSURE ACCOUNTS ARE CLOSED WITH A ZERO BALANCE. A. ALL EXCESS FUNDS NOT AUTHORIZED FOR ROLLOVER INTO FY10 SHALL BE RETURNED TO THE ORDERING AGENCY IAW PARA 3. UNUSED BUDGET AUTHORITY MUST BE RETURNED TO THE HQ CENTRAL REIMBURSABLE ACCOUNT 2/H/901/899/80/0/WD IAW PARA 3. B. UNOBLIGATED OR UNUSED BUDGET AUTHORITY CANNOT BE LEFT IN REIMBURSABLE (AFC-77) ACCOUNTS FOR ANTECEDENT LIABILITIES. IN ADDITION, ANY REIMBURSEMENT ACCOUNT CREATED AS A CONTRA AFC-77 FROM A HEADQUARTERS MASTER REIMBURSABLE PROGRAM ACCOUNT SHALL RETURN UNUSED BUDGET AUTHORITY TO THE PRIMARY HQ REIMBURSABLE ACCOUNT THAT ORIGINALLY DISTRIBUTED BUDGET AUTHORITY. C. ATUS AND HQ PROGRAMS SHALL ENSURE THAT ALL DOCUMENTATION (E.G. DD-448-MILITARY INTER-DEPARTMENTAL PURCHASE REQUEST (MIPR), AND OR DD-448-2 MIPR ACCEPTANCE) FOR REIMBURSEMENT TRANSACTIONS ARE SENT TO THE PROPER OFFICE (E.G. CG-831, FINCEN), IF REQUIRED, TO ENSURE TIMELY PROCESSING. D. PROGRAMS REQUIRING ADDITIONAL DETAILS PERTAINING TO REIMBURSABLE YEAR-END CLOSEOUT SHOULD CONTACT CG-831 FOR FURTHER GUIDANCE. 9. COMMITMENTS: AS OF 10OCT2009, OPEN COMMITMENTS WILL BE SYSTEMATICALLY DE-COMMITTED OR REVERSED FOR ALL APPROPRIATIONS WITH THE EXCEPTION OF NO-YEAR AND ACTIVE MULTI-YEAR APPROPRIATIONS. ALL COMMITMENTS MUST BE CONVERTED TO OBLIGATIONS BY 24SEP2009 IN ORDER TO REMAIN VALID. IT IS THE UNIT RESPONSIBILITY TO CONTACT THE APPROPRIATE CONTRACTING OFFICER TO ENSURE A CONTRACT/ORDER/MIPR IS OBLIGATED PRIOR TO END OF THE FISCAL YEAR. 10. OBLIGATIONS: OBLIGATIONS SHALL BE POSTED BEFORE THE 18SEP2009 CUTOFF. IN AN EFFORT TO CLEAR ANY OUTSTANDING OBLIGATIONS AND FINALIZE ALL OPEN ITEMS, IT IS THE FIELD OFFICE RESPONSIBILITY TO MAKE CONTACT WITH VENDORS AND REQUEST SUBMISSION OF OUTSTANDING INVOICES. EMERGENCY OBLIGATIONS INCURRED DURING THE PERIOD 19SEP2009 TO 30SEP2009 SHALL BE RECORDED IN FPD NO LATER THAN 30SEP2009. EMERGENCY OBLIGATIONS ARE DEFINED AS PURCHASES THAT COULD NOT REASONABLY BE ANTICIPATED. EXAMPLES INCLUDE: UNAVOIDABLE FUEL PURCHASES AND CASREPS. 11. ANNUAL PHYSICAL INVENTORY OF CAPITALIZED PERSONAL PROPERTY AND YEAR-END CERTIFICATION: A. CAPITALIZED PERSONAL PROPERTY THRESHOLDS ARE VARIED. VESSELS, AIRCRAFT, MAJOR ELECTRONIC SYSTEMS (I.E. DGPS, LORAN, ETC.) ARE CAPITALIZED AT $200,000, AND INTERNAL-USE SOFTWARE IS CAPITALIZED AT $750,000 FOR ITEMS PURCHASED AFTER 01OCT07. INTERNAL-USE SOFTWARE ITEMS PURCHASED PRIOR TO 01OCT2007 REMAIN CAPITALIZED AT $200,000. GENERAL PURPOSE PROPERTY, VEHICLES, SMALL BOATS, STAND ALONE ELECTRONICS AND TEST EQUIPMENT PURCHASED SINCE 01OCT2003 IS CAPITALIZED AT $50,000. ITEMS PURCHASED PRIOR TO 01OCT2003 REMAIN CAPITALIZED AT $25,000. B. CAPITALIZED PERSONAL PROPERTY, INCLUDING CAPITALIZED GOVERNMENT FURNISHED PROPERTY MUST BE CERTIFIED EACH FISCAL YEAR BY ALL UNITS PER REF D. IN ORDER TO SUPPORT FUTURE CG ASSERTIONS TO THE COMPLETENESS AND EXISTENCE OF CAPITALIZED PERSONAL PROPERTY ANY CAPITALIZED PERSONAL PROPERTY THAT DOES NOT APPEAR IN THE FINANCIAL RECORDS MUST BE PROPERLY ADDED BASED ON APPROPRIATE DOCUMENTATION. THIS DOES NOT INCLUDE REPAIRABLE SPARE (PPE) OR CONSUMABLE PARTS (OMS). DETAILED INSTRUCTIONS ON HOW TO CONDUCT THE ANNUAL YEAR-END CAPITALIZED PROPERTY INVENTORY WILL BE AVAILABLE AT THE NEW 2009 CAPITALIZED PROPERTY PHYSICAL INVENTORY PORTAL OOA 30 JULY 2009. CG PORTAL COLLABORATION CAN BE ACCESSED FROM THE CG CENTRAL WEB SITE. ONCE AT THE WEB SITE, CLICK EITHER THE CG PORTAL TAB (LOCATED IN THE TOP NAVIGATION BAR) OR THE MY WORKSPACE TAB. FROM THE MY WORKSPACE TAB, CLICK THE CG PORTAL COLLABORATION LINK. ONCE YOU HAVE ENTERED CG PORTAL, CLICK ON SEARCH PLACES FROM THE LEFT MENU AND TYPE 2009 CAPITALIZED PROPERTY PHYSICAL INVENTORY INTO THE SEARCH FIELD AND HIT ENTER. C. THE CERTIFIED INVENTORY PACKAGE SHALL BE SUBMITTED IN ACCORDANCE WITH THE FY09 CAPITALIZED PERSONAL PROPERTY CFO ALCOAST (TO BE ISSUED BY THE CFO NLT 14 AUG). THE ALCOAST WILL OUTLINE THE REQUIRED CONTENTS OF THE INVENTORY PACKAGE AND COVER MEMO. ALL INVENTORY PACKAGES MUST BE FORWARDED TO THE FOLLOWING E-MAIL ADDRESS: CAP(UNDERSCORE)PHY(UNDERSCORE)INV(AT) USCG.MIL BY COB, 11SEP2009. D. ALL DISCREPANCIES RELATED TO CAPITALIZED ITEMS SHALL BE RESOLVED BEFORE YEAR-END. UNITS ARE REMINDED THAT THE LAST DAY ANY CHANGES WILL BE MADE TO ORACLE FAM IS 18SEP2009 FOR FY09. ALL NECESSARY DOCUMENTATION TO COMPLETE TRANSFERS, ADDITIONS, DELETIONS OR ADJUSTMENTS MUST BE INCLUDED IN THE CERTIFIED INVENTORY PACKAGE AND RECEIVED BY FINCEN BY COB 11SEP2009. ADDITIONALLY, THE CORRESPONDING RECORDS MUST REFLECT THE PHYSICAL INVENTORY DATE THE UNIT VERIFIED THE CAPITALIZED ASSETS IN ORACLE FAM. 12. DOC TYPE (11 OR 13) TRAVEL - DEFERRED TRAVEL OR TRAVEL THAT CROSSES FISCAL YEARS SHOULD BE RECORDED AS FOLLOWS: A. AIRFARE - POST TO FISCAL YEAR IN WHICH TRAVEL BEGAN B. PARKING - POST TO FISCAL YEAR CHARGES WERE INCURRED C. HOTEL - POST TO FISCAL YEAR CHARGES WERE INCURRED D. PER DIEM - POST TO FISCAL YEAR CHARGES WERE INCURRED E. RENTAL CAR - POST TO FISCAL YEAR CHARGES WERE INCURRED F. GAS - PAID WHEN RENTAL CAR IS TURNED IN G. THE FOLLOWING PROCEDURES ARE TO BE FOLLOWED FOR PROCESSING TRAVEL CLAIMS THAT CROSS FISCAL YEARS: IF TRAVEL STARTS IN FY09 AND CROSSES OVER TO FY10, SUBMIT TRAVEL CLAIM USING FY09 TONO/ACCOUNTING. ACTIONS ARE TAKEN DURING PROCESSING TO ACCOUNT FOR THE FISCAL YEAR CROSSOVER. THESE PROCEDURES APPLY TO ALL TDY CLAIMS SUBMITTED VIA TPAX FAX OR THE US POSTAL SERVICE. 13. DOC TYPE (30) TRAINING: IF A TRAINING COURSE DOES NOT BEGIN UNTIL EARLY IN THE NEXT FISCAL YEAR, AN AGENCY MAY CHARGE FUNDS CURRENT AT THE TIME IT ENTERS INTO THE TRAINING OBLIGATION SO LONG AS IT HAS A VALID NEED FOR THE TRAINING AT THE TIME, SCHEDULING FOR THE COURSE IS BEYOND THE AGENCY CONTROL, DELAY BETWEEN THE OBLIGATION AND THE START OF THE TRAINING IS NOT EXCESSIVE AND/OR PAYMENT IS REQUIRED IN ADVANCE AND OBLIGATION MUST BE PROCESSED PRIOR TO THE END OF THE PRECEDING FISCAL YEAR TO SECURE SPACE OR DISCOUNT. 14. DOC TYPE (32) PURCHASE CARD: A. PURCHASE CARD PURCHASES WILL BE CHARGED TO THE FY BASED ON THE PURCHASE/ORDER DATE OF THE TRANSACTION. BESIDES COST CENTER, OBJECT CLASS AND PROGRAM ELEMENT, PCA WILL ALLOW APPROPRIATION CODE CHANGES FROM 901 TO 001 AND 001 TO 901. THIS WILL ELIMINATE THE NEED TO SEND IN THOUSANDS OF PESTRACK ERRORS VIA FPD FOR FY09 OBLIGATIONS HITTING FY10 FUNDS. ADDITIONALLY, IN ORDER TO SUPPORT CG MODERNIZATION, THE LIM IN PCA WILL BE OPENED UP TO THE FIELD FOR THE LAST TWO DIGITS. THIS CHANGE IS CURRENTLY BEING CODED. B. FOR OTHER APPROPRIATIONS, THE FOLLOWING GUIDANCE IS PROVIDED. IN ORDER FOR FY09 FUNDS TO BE USED, IT IS NECESSARY TO ENSURE THAT THE PURCHASE/ORDER DATE FOR ITEMS OR SERVICES TAKES PLACE PRIOR TO 01OCT2009. PURCHASE CARD TRANSACTIONS APPEARING ON YOUR PES REPORT THAT REFLECT OTHER THAN THE FY OF THE PURCHASE/ORDER DATE WILL REQUIRE PES CORRECTION. FINCEN WILL ONLY CORRECT PURCHASE CARD EXPENDITURES FOR PURCHASES ORDERED PRIOR TO 01OCT2009 THAT ARE RECORDED TO FY10 FUNDS IN ERROR. WHEN A PES ERROR FOR A CREDIT CARD TRANSACTION FOR A FY CROSSOVER CORRECTION IS SUBMITTED, UNITS HAVE THE OPTION OF PROVIDING THEIR DOCUMENT NUMBER (32 DOC TYPE/PURCHASE REFERENCE NUMBER) IN THEIR PES ERROR DESCRIPTION IN LIEU OF FAXING/MAILING IN HARD COPY DOCUMENTATION TO THE PES ERROR SECTION. THIS DOCUMENT MUST EXIST IN FPD IN THE CREDIT CARD PURCHASE MODULE (NOT THE MISCELLANEOUS MODULE). IF THIS NUMBER IS INCLUDED IN THE UNITS PES ERROR DESCRIPTION WHEN THEY SUBMIT THEIR PES ERROR VIA FPD, THEN FINCEN (OGP) CAN OBTAIN THE NECESSARY DOCUMENTATION (PURCHASE DATE/ORDER DATE) TO SUPPORT ADJUSTMENTS FOR FY CROSSOVER CORRECTIONS. THE PURCHASE DATE/ORDER DATE MUST INDICATE THAT THE PURCHASE OCCURRED ON OR BEFORE 30SEP2009 FOR DOCUMENTS TO BE MOVED TO A PRIOR FISCAL YEAR. IF IT DOES NOT, YOU WILL NEED TO FAX THE SUPPORTING HARD COPY DOCUMENTATION TO THE FINCEN PES TEAM AT 757-366-6526 OR E-MAIL THE DOCUMENTATION TO THE FIN-SMB-PESERROR MAILBOX. THE UNIT PURCHASE CARD LOG, ALONG WITH SUPPORTING DOCUMENTATION (INVOICES, CHARGE SLIPS, SALES RECEIPTS, OR FPD PURCHASE SHEETS), WILL BE CONSIDERED APPROPRIATE DOCUMENTATION. C. REGARDING PURCHASE CARD POST PAYMENT AUDITS, UNITS ARE REQUESTED TO MONITOR AND SUBMIT REQUESTED SUPPORTING DOCUMENTATION (PER INSTRUCTIONS) FOR ALL PURCHASE CARD AUDIT TRANSACTIONS NO LATER THAN 10 DAYS AFTER NOTIFICATION. APPROVING OFFICIALS ARE ALSO REMINDED TO ENSURE THE TIMELY CERTIFICATION OF THEIR CARDHOLDER STATEMENTS. ALL UNAUDITED ITEMS THROUGH SEPTEMBER 2009 MUST BE CLEARED BY YEAR END. ITEMS NOT CLEARED AND STATEMENTS NOT CERTIFIED ARE MONITORED BY THE CG AND DHS OPCS AND CFO OFFICES. NON- COMPLIANCE MAY RESULT IN CARDHOLDER AND APPROVING OFFICIAL PRIVILEGES BEING SUSPENDED. 15. DOC TYPE (44, 45, 46, 49) UTILITIES: UTILITY COSTS ARE CHARGED TO THE FISCAL YEAR IN WHICH THE METER IS READ OR THE SERVICE PERIOD ENDS. IF THE METER IS READ ON 01OCT2009 OR LATER, THEN FY10 FUNDS WILL BE CHARGED. LIKEWISE, TELEPHONE SERVICE THAT ENDS ON OR AFTER 01OCT2009 WILL BE CHARGED TO FY10. IN ADDITION, THE RECURRING CHARGE MASTER (RCM) WILL AUTOMATICALLY ESTABLISH A NEW FY10 LINE OF ACCOUNTING BASED UPON THE FY09 LINE OF ACCOUNTING AS OF 24SEP2009. UNITS SHOULD REVIEW THEIR RCM REPORT FROM THE FINCEN WEB SITE AND REPORT ANY ACCOUNTING LINE CORRECTIONS BY 10SEP2009. CORRECTIONS CAN BE EMAILED VIA THE RCM REPORT WEBSITE. NOTE: CG MODERNIZATION WILL AFFECT MANY RECURRING CHARGE LINES OF ACCOUNTING. ALL RCM LINES CHANGED FOR THE MODERNIZATION HAVE BEEN CONFIRMED BY CG-831. PLEASE VERIFY YOUR RCM LINES VIA THE RCM REPORT WEBSITE PRIOR TO SUBMITTING ANY RCM PES ERRORS AFTER FISCAL YEAR ROLLOVER. 16. DOC TYPE (23) PURCHASE ORDERS: SERVICES OR SUPPLIES ORDERED OR RECEIVED IN FY09 OR PRIOR FY FOR WHICH A CONFIRMATION PURCHASE ORDER WAS NOT PREPARED UNTIL FY10 ARE CHARGEABLE TO THE FY IN WHICH THE SERVICES OR SUPPLIES WERE ORDERED. PURCHASE/DELIVERY ORDERS ISSUED FOR FIXED PRICE SERVICE AGREEMENTS, JANITORIAL SERVICE, CABLE TV AND DELIVERY ORDERS PLACED WITH OGA/GSA ARE DOCUMENT TYPE 23 EXCEPT WHEN THE CONTRACTING OFFICER REQUIRES APPROVAL OF THE INVOICE BEFORE PAYMENT. IF THE CONTRACTING OFFICER REQUIRES APPROVAL OF THE INVOICE BEFORE PAYMENT IS MADE, THEN USE DOCUMENT TYPE 24 WITH BLOCK 21 DIRECTING THE INVOICE TO THE CONTRACTING OFFICE. ANY NEW FY10 PURCHASE ORDERS ISSUED FOR CABLE TV MUST CITE A NON-STANDARD NUMBER IN BLOCK 4 COMPRISED OF 2310 PLUS THE LAST 9 DIGITS OF THE ACCOUNT NUMBER USED BY THE VENDOR ON THEIR INVOICE. THE STANDARD HSCG NUMBER WITH P IN THE NINTH POSITION WILL BE CITED IN BLOCK 3 OF THE CABLE PURCHASE ORDER. 17. INVOICE/VOUCHER PROCESSING: A. REVIEW VENDOR INVOICES AND ENCOURAGE VENDORS TO BILL SEPARATE ACCOUNTS ON SEPARATE INVOICES. B. ENSURE EACH INVOICE IS DATED FOR PROMPT PAYMENT ACT (PPA) CALCULATIONS. C. RETURN IMPROPER INVOICES TO VENDOR WITHIN 7 DAYS. D. ENSURE VENDOR INVOICES ARE FOR THE SAME GOODS OR SERVICES OUTLINED IN THE OBLIGATION DOCUMENT. CONTACT VENDOR AND/OR CONTRACTING OFFICER IF DISCREPANCIES OCCUR. E. CERTIFY DATE AND RECEIPT OF GOODS OR SERVICES PROMPTLY. ON RECEIVING REPORTS, UNITS ARE REMINDED TO ENTER RECEIVING REPORTS (USING DATE RECEIVED) IN THE FINANCE PROCUREMENT DESKTOP (FPD) IN A TIMELY MANNER, TO ENSURE ON-TIME PAYMENT OF INVOICES AS WELL AS COMPLIANCE WITH CG SMARTPAY (PAY BEFORE RECEIVING REPORT) PROGRAM. UNDER SMARTPAY, UNITS ARE REQUIRED TO ENTER THE RECEIVING REPORT NO LATER THAN 30 DAYS AFTER RECEIPT OF GOODS/SERVICES. IN ADDITION, UNITS ARE REMINDED TO ENSURE THE CORRECT UNIT OF ISSUE FOR SERVICE MONTHLY AGREEMENTS (SMA) IS ENTERED WITH THE CORRECT UNIT OF ISSUE APPLICABLE: MO - MONTHLY, WK - WEEKLY, QT - QUARTERLY, YR - YEARLY. THIS ENABLES THE PO TO BE RECORDED AS A SMA, AND PROPERLY EXCLUDES THE PO FROM THE RECEIVING REPORT REQUIREMENT. ALL DELINQUENT ITEMS THROUGH SEPTEMBER 2009 MUST BE CLEARED BY YEAR END TO ENSURE ACCURATE REPORTING OF LIABILITIES ON THE FINANCIAL STATEMENTS. FINCEN WILL CONTINUE TO SEND MONTHLY EMAIL REMINDERS TO UNIT POC REQUESTING THEIR IMMEDIATE RESPONSE AS TO THE DISPOSITION OF THE GOODS/SERVICES FOR THE OPEN FISCAL YEAR 2008 AND 2009 ITEMS. F. INDICATE PARTIAL OR FINAL RECEIPT. G. IMMEDIATELY SUBMIT PROPER INVOICE. H. CLEAR ANY CHARGE DISPUTES PROMPTLY. I. ENSURE FREIGHT CHARGES EXCEEDING 100 DOLLARS CONTAIN PROPER DOCUMENTATION. J. INVOICES CITING CANCELLED APPROPRIATIONS FOR FY04 (4A, 4B, 4G, 4K, 4U, 401, 42, 441, 445, 44Z) MUST BE RECEIVED AT FINCEN NLT 24AUG2009 TO ENSURE PAYMENTS CAN BE MADE BY 28AUG2009 TO AVOID LOSING THE FUNDING. CANCELLED APPROPRIATIONS FOR FY04 WILL BE PURGED FROM CAS DURING THE FY09 YEAR-END PROCESS AND FY09 FUNDS MUST BE USED TO PAY THE INVOICES IF NOT RECEIVED BY THE DEADLINE. RECEIPTS MUST BE TRANSMITTED TO THE FINCEN BY 28AUG2009 TO ENSURE THEY ARE RECORDED IN A TIMELY MANNER. K. ENSURE VENDOR CITES THE DUNS NUMBER ON THE INVOICE. 18. POINTS OF CONTACT BY TOPIC: A. FPD ISSUES - MICHAEL STOFOCIK - (757) 366-6524 B. TRAVEL PAYMENTS - GEORGENE JONES - (757) 523-6898 C. PURCHASE ORDER PAYMENTS - SANDRA BROWN - (757) 413-7387 D. CONTRACT PAYMENTS - GLORIA HARDY - (757) 523-6926 E. LEASE PAYMENTS - ROBERT TAYLOR - (757) 523-6744 F. CREDIT CARD PAYMENTS - VALARIE SURNCEY - (757) 523-6777 G. UTILITY PAYMENTS - ROBERT TAYLOR - (757) 523-6744 H. CLAIMS - VIRGINIA NOWAK - (757) 523-6895 I. CUSTOMER SERVICE - (757) 523-6940 J. FPD FIELD SUPPORT HOTLINE - (757) 523-6781 K. FTA AND CIFPS - LCDR BEN KEFFER - (202) 372-3549 L. YEAR-END PERSONAL PROPERTY CERTIFICATION - MS.KRISTIN DEVENDORF - (202) 372-3635 - DEBRA DOMOZICK (757) 523-6038 M. CAPITALIZED PERSONAL PROPERTY (ORACLE FIXED ASSETS) - DEBORAH WHITE - (757) 366-6596 N. ALTERATION OF BRIDGES AND BOATING SAFETY - ANDREW JEPSON - (202)372-1323 O. ECR - HOWARD GALLIFORD - (202) 475-5684 P. RDTE - DIANNE PEMBERTON - (202) 475-3486 Q. RESERVE TRAINING - LT CHERYL HONEYCUTT - (202) 475-5439 R. RETIRED PAY: PENSION - MONTY HOLCOMBE - (202) 372-3593; MEDICAL - DEBORAH LYDY - (202) 475-5083 S. PIPELINE CERTIFICATION - CHRISTINA STEBBINS - (757) 413-7262 19. REQUEST FURTHER DISTRIBUTION OF THIS MESSAGE, AS APPROPRIATE, TO SUBORDINATE UNITS. 20. INTERNET RELEASE AUTHORIZED. 21. CAPT FRANK KINGETT, OFFICE OF RESOURCE MANAGEMENT, CAPT JACK NIEMIEC, OFFICE OF FINANCIAL POLICY AND SYSTEMS AND CAPTAIN MARK ROSE, CO FINCEN, SEND.