OFM RDE Closeout Memorandum Date: Wed, 23 Jul 1997 14:34:34 -0400 To: "AO - All Administrative Officers", "AE - Administrative Employees" From: Kelly Bradley Subject: OFM RDE Closeout Memorandum Mime-Version: 1.0 Content-Type: text/enriched; charset="us-ascii" Below please find the OFM FY 1997 RDE Closeout Memorandum. This years memorandum is for all WRD offices and those offices in Geologic Divison which are piloting RDE. This memorandum is being sent to the printer and will be distributed hard copy in the next week using the same distribution that survey manual chapters are sent under. Attachments are not included in this email because they will not transmit well electronically. I have tried to clean up most of the wrapping problems but will apologize in advance if there is still some problems. This memorandum is also available on the web. They have given the address in the first page. This is the first of many closeout memos to come. Happy reading!! Thanks, Kelly In Reply Refer To: Mail Stop 270 MEMORANDUM To: Water Resources Division Remote Data Entry Sites Geologic Division Remote Data Entry Sites From: Timothy E. Calkins Acting Chief, Office of Financial Management Subject: Fiscal Year 1997 Close-Out Procedures This memorandum describes the closing procedures for fiscal year (FY) 1997 to be used byWater Resources Division (WRD) and Geologic Division (GD) offices using remote data entry. These instructions are also available electronically at www.usgs.gov:8888/ops/finance/yearend.html. Please review these instructions and deadlines carefully. All documents forwarded to the Office of Financial Management (OFM) by established deadlines must be received by 5:00 pm EDT unless otherwise specified. Documents received after the established dates will not be processed as FY 1997 transactions. Documents are addressedunder the following headings: A. Cancellation of Budget Fiscal Year (BFY) 1992 Funds B. Obligation/Payment Documents C. Accounts Receivable D. Travel E. Standard Voucher F. Memorandum Inquiries G. Payroll H. Accrued Expenditures I. Reston Service Center Closing for Year-End Inventory J. Report Availability and On-Line FFS Access The processing status of documents can be reviewed in various FFS tables. The tables are listed under each topic as appropriate. Attachment 1 provides a summary listing of these tables. A. CANCELLATION OF BUDGET FISCAL YEAR (BFY) 1992 FUNDS As of September 30, 1997, BFY 1992/Fund 0804 will no longer be available as a source of funding. The following is required to ensure all BFY 1992 payments are processed by Treasury on or before September 30, 1997: 1. Starting September 2, 1997, all payment documents for BFY 1992 should be placed in an envelope and clearly annotated with the following when submitted to OFM for payment: "BFY 1992 PAYMENT". All payment documents to be paid from BFY 1992 funds including those with and without formal obligations must reach OFM by September 19, 1997. Payment documents received after this date must be charged against current year funds. 2. OFM will deobligate all unliquidated obligations referencing BFY 1992/Fund 0804 which have outstanding balances as of 5:00 pm EDT on September 26, 1997. 3. Accruals will not be permitted for BFY 92/Fund 0804. 4. OFM will liquidate all accounts receivable billings referencing BFY 1992/Fund 0804 which have outstanding balances as of 12:00 pm EDT on September 30, 1997. Funds collected for BFY 1992/Fund 0804 after noon on September 30, 1997, will be transferred to the Department of Treasury. B. OBLIGATION/PAYMENT DOCUMENTS 1. CANCELLATION OF COMMITMENTS/REQUISITIONS All commitments/requisitions (4R for WRD and 7R for GD) will be canceled in FFS on September 12, 1997. No BFY 97 commitments should be entered after that date. 2. UNLIQUIDATED OBLIGATION BALANCES Account managers are responsible for reviewing obligated balances, including those of prior years, for validity. The tools to do this include: 285 Report, Detail Status of Prior Year Documents; Federal Financial System (FFS) on-line tables OBLH (Orders Header Table) and OBLL (Purchase Order Accounting Line Table); and the 268 Report, Monthly Status of Project Funds and Transactions. Adjustments to obligations for grants, cooperative agreements, purchase orders, contracts and delivery orders must be coordinated with the procurement office administering the award. These obligating documents must be deobligated by a formal modification or amendment issued by a contracting officer. Since they require a formal modification, a requisition requesting the deobligation is typically required. For adjustments to current year purchase orders, contact the purchasing office administering the award for a determination of whether the deobligation can be requested by memorandum or by requisition. For adjustments to prior year purchase orders and GSA schedule orders, once it is ascertained that no further charges will be billed against the obligation, the division account manager can send a memorandum requesting deobligation directly to OFM. Requests for deobligations, modifications, and purchase order amendments must be received in your servicing procurement office by the due date established by that office. Please allow time for processing by procurement and entry into FFS. Deobligations involving contracts, grants, cooperative agreements, purchase orders entered into FFS as MO documents, and Government Bills of Lading (GBL) must be entered by OFM. Any adjustments to documents which were originally obligated in OFM (MO transactions) must also be entered by OFM. These documents must be received in OFM by October 2, 1997. Deobligations, modifications, and purchase order adjustments entered at remote sites must be entered and accepted in FFS by 3:00 pm EDT on October 6, 1997. 3. OBLIGATING DOCUMENTS Formal obligations such as purchase orders, amendments, training orders, General Services Administration (GSA) work orders, Government Printing Office printing and binding requisitions, interagency agreements and letters of agreement must be entered into FFS by 3:00 pm EDT on October 6, 1997. Contracts, grants, cooperative agreements, and GBLs must be entered by OFM. These documents must be received in OFM by October 2, 1997. Transactions covered by these documents must not be recorded as accruals. Your entry of requisition information into FFS does not obligate the funds; you must enter in FFS a 4M or 4O (WRD) or a 7O (GD) transaction in order to have a valid obligation on record. Account managers are responsible for carefully reviewing their September Preliminary 268 Report and FFS on-line tables OBLH and OBLL to ensure that all obligations have been entered in FFS. 4. PAYMENT DOCUMENTS Payment transactions (4P and 4V documents for WRD or 7V documents for GD) entered into FFS by 3:00 pm EDT on October 6, 1997 will appear on the Preliminary September reports. Payments charged to BFY 1998 funds cannot be entered until October 7, 1997. 5. ON-LINE PAYMENT AND COLLECTION CHARGES All FY 1997 OPAC charges for which no formal obligations are established (such as the Office of the Secretary Bill, Office of Aircraft Services, FEDSTRIP charges, Federal Telephone System(FTS) charges, Motor Pool charges, and GSA Rent) which are received in OFM by October 1, 1997 will be entered into FFS by close of business on October 3, 1997. Offices using the Division on-line input option of accrued expenditure reports can begin accruing OPAC charges which do not appear in the Project Spending by Period Reference Table (PSDP) on October 3,1997 as soon as FFS is available, and may continue entering accruals until 3:00 pm October 6, 1997. NOTE: GSA Rent Adjustments for the 5th quarter will not be received in OFM by October 1, 1997. Offices must accrue these charges. 6. BANKCARD CHARGES All bankcard purchases should be recorded as 4B (WRD) or 7B or 7C (GD) transactions in order to accrue funds. By COB October 6, 1997, bankcard purchases that are not on the September 1997 statement and purchases made after the statement date must be recorded as 4B or 7B or 7C transactions. On or about September 18, 1997, bankcard charges on the September 1997 statement will be automatically charged to the default cost structure listed on the CCHR table. A BV document automatically charges the default cost structure with one line per cardholder. By COB October 6, 1997, if needed, use the CDTT table to record adjustments to the September monthly statement. The nightly adjusting program posts NC documents updating FFS with these adjustments. Detailed instructions are in Section 11, Bankcard Processing, of the FFS user Manual. 7. DIRECT ACCOUNTABILITY POSTAL CHARGES The U.S. Postal Service (USPS) has billed for charges through February 28, 1997. Charges for the USPS third billing period which ran from March 1, 1997, through May 23, 1997, will be reflected on the July 268 Report. Postal purchases which occurred from October 1996 through May 1997 or in prior years which are not reflected on Pre-Preliminary 268 Report must be accrued. The USPS fourth billing period for FY 1997 runs from May 24, 1997 through September 30, 1997, and will not be forwarded to Government agencies until the latter part of the first quarter of FY 1998. Therefore, all USPS transactions occurring after May 24, 1997, must be accrued. In addition to reporting the purchase of meter postage, stamps, and envelopes, account managers should project the use of special services such as express mail, business reply, merchandise return, and permit imprint and include the costs in the accrual. Accruals for USPS and special service transactions should be categorized using the following object classes: 23.5A Postage 23.5D Postage Box and Meter Rental 23.5J Express Mail EXCEPTION: Fourth quarter center mail transactions for Reston, Denver, and Menlo Park will be finalized as of September 30, 1997. These costs do not require accrual. The Branch of Materials Management will prepare the appropriate standard vouchers for inclusion on the September Preliminary Report. 8. ACCRUAL OF FORM 9-114 SHIPPING CHARGES FOR RESTON FACILITIES Each account manager must accrue shipping charges for express overnight service. Federal Express charges incurred after September 24, 1997, must be recorded in FFS as accrued expenditures by 3:00 pm EDT on October 6, 1997. Any freight shipments originating on Form 9-114, which do not appear on the September Preliminary 268 Report should be accrued. 9. IMPREST FUND Imprest funds will continue to be open during close-out. The last day travel advances will be paid from the Imprest Funds for FY 1997 will be September 19, 1997. (Do not record accrued expenditures for travel advances.) Imprest fund cashiers must enter their final FY 1997 Reimbursement Voucher, SF-1129, in FFS by 3:00 pm EDT on October 6, 1997. 10. THIRD PARTY DRAFTS (Excluding Travel Voucher Payments) No special year-end processing is necessary for third party drafts. Remote users should record an accrued expenditure using a 4D (WRD) or a 7D (GD) document whenever a draft is issued for other than travel purposes. C. ACCOUNTS RECEIVABLE 1. ACCOUNTS RECEIVABLE BILLINGS Copies of Accounts Receivable Billings (DI-1040's and SF-1080's) must be received in OFM by October 3, 1997 in order to be recorded as FY 1997 billings on September reports. To avoid delays in processing billing documents, account managers are reminded to include the FFS customer number, FFS agreement number, and budget fiscal year on the document. In addition, account managers should verify that appropriate funding levels are in the FFS Customer Agreement Line Table (CALT) to support the total amounts being established as billings. 2. DIRECT STATE SERVICE VOUCHERS (WRD Only) Direct State Service Vouchers must be mailed in time to reach OFM by October 3, 1997. To avoid delays in processing vouchers, please verify that valid FFS customer numbers, agreement numbers, and account numbers are used on the documents. Vouchers not mailed in time to reach OFM by this deadline should be accrued using transaction code "4C" transaction type "02", and budget object class 255G. 3. OPAC BILLINGS In order to meet Treasury's processing deadline, all OPAC Billing Requests (Form 9-2048) must be received in OFM by September 19, 1997. OPAC Billing Requests for expenditure refunds (those crediting a 9-digit account number), not mailed in time to be received in OFM by September 19, 1997, must be accrued as a credit to the account and object class indicated on the Form 9-2048. 4. RECORDING COLLECTIONS OF ADVANCES RECEIVED FOR FY 1998 AGREEMENTS Advance payments received for BFY 1998 agreements prior to the opening of accounting period 9801 will be deposited by OFM as an advance to the current BFY 1997 agreement. If a BFY 1997 agreement is not recorded in FFS, OFM will obtain from the appropriate division an agreement number/BFY in order to post the collection. OFM will provide a list to the appropriate division of the collections received for BFY 1998 agreements and the agreement number/BFY where the advance was deposited. Divisions will be responsible for notifying OFM to move the advances after the BFY 1998 agreement has been established in FFS. 5. SF-215, DEPOSIT TICKETS In order to meet Treasury deadlines, SF-215, Deposit Tickets, must be received in OFM by October 3, 1997. The SF-215 Deposit Interface prepared by Earth Science Information Center and Earth Resources Observation System (EROS) Data Center offices, must be received in OFM by October 2, 1997. D. TRAVEL DOCUMENTS 1. TRAVEL VOUCHERS (Including Those Paid Through Third Party Draft) Travel vouchers must be received in OFM by September 22, 1997. Travel vouchers received after that date will not be processed before October 1997. The following instructions apply for any vouchers not mailed in time to reach OFM by September 22, 1997: Travel vouchers (TV, T8 and T9 documents) which have not been sent to OFM in time to be processed before close-out must be accrued using the 4U (WRD) or 7U (GD) document. These accruals will be automatically liquidated when the travel voucher is processed. For detailed instructions on the 4U or 7U document, see Section 15 of the Remote Data Entry manual. If an employee has been approved to accept travel expenses from a non-Federal source for travel during FY 1997, but the travel voucher has not been received in OFM by September 22, 1997, the funds (credit) must be recorded in FFS as an accrued expenditure (4A or 7A document) by 3:00 pm EDT on October 8, 1997. A distinction must be made between transportation and per diem for temporary duty travel that crosses fiscal years. Transportation costs should be charged to the fiscal year in which the travel originates. Per diem costs, on the other hand, must be charged to the fiscal year in which the charges are incurred. Travel Manager Interface vouchers must be received by October 3, 1997. After October 3, 1997, these vouchers must be accrued using a 4U or 7U document. These accruals will be automatically liquidated when the vouchers are processed. 2. TRAVEL ORDERS Travel orders for PCS must be accepted in FFS by 3:00 pm EDT on October 6, 1997. An estimate for Relocation Income Tax allowances to be paid in subsequent fiscal years should be included in the amount obligated. All expenses in connection with change of headquarters are to be obligated in the year in which the travel authorization is issued. If an employee's reporting date is FY 1998, the travel authorization should be issued in FY 1998. Remote users must review obligation (4T for WRD or 7T for GD) balances to ensure estimates are accurate for travel commencing by September 30, 1997. If the balances are incorrect, remote users must enter modifications to the t or t documents to adjust the balances. Deobligations must be recorded in FFS by 3:00 pm EDT on October 6, 1997. For detailed instructions on modifying 4T or 7T documents, see Section 13 of the Remote Data Entry users manual. 3. TRAVEL ADVANCES Travel Advance requests, excluding Imprest Fund, for travel which will begin prior to the end of the fiscal year, must be received in OFM no later than September 22, 1997. American Express Cards must be used for FY 97 travel advances needed September 23, 1997 through September 30, 1997. Travel advances do not require accrual. 4. AIRLINE TICKETS Those offices (Reston, Denver, and Menlo Park) using the following travel agencies must record accrued expenditures (4C for WRD or 7C for GD documents) in FFS by 3:00 pm EDT on October 6, 1997, for all tickets issued after the date indicated below. Charges incurred prior to August 29, 1997, which do not appear on the Pre-Preliminary September 268 Report, must be also recorded as accrued expenditures. Professional August 29, 1997 Balboa August 29, 1997 Carlson T.L. August 29, 1997 All other offices purchasing airline tickets on the American Express Account (Government Transportation Accounts) may enter payments in FFS until 3:00 pm EDT on October 6, 1997. Ticket charges for which payments are not entered in FFS should be recorded as accrued expenditures (4C or 7C) by 3:00 pm EDT on October 6, 1997. NOTE: The procedure for processing unused airline tickets will be the same as during the rest of the year. Unused tickets purchased through travel agents, with the exception of Carlson Travel, will be returned to the agent for credit. Unused tickets issued by Carlson are to be forwarded to OFM. Unused tickets not issued by Carlson Travel are to be recorded as a 4A (WRD) or a 7A (GD) accrual document. Unused tickets issued by Carlson Travel are to be forwarded to OFM and must be received by October 2, 1997 in order to be included on the Preliminary 268 Report. OFM will enter these tickets as accounts receivable refunds (BDs.) which will appear as credit expenditures on the 268 Report. Submit accrual adjustments to your Division Fiscal Contact if credits do not appear on the preliminary 268 Report. After OFM receives the credit from Carlson on the American Express bill, the BD will be reversed by OFM, thereby offsetting the original credit expenditure. E. STANDARD VOUCHERS 1. ON-LINE STANDARD VOUCHERS Two standard vouchers (4J and 4S for WRD and 7J and 7S for GD) will be used by remote data entry sites. Detailed instructions for remote entry sites are included in Section 8, FFS User Manual. 4J or 7J -- a standard voucher used to transfer expenditures between account numbers within the same budget fiscal years, the same division, and the same fund. 4S or 7S -- a standard voucher used to transfer expenditures between account numbers within different budget fiscal years, different divisions, or different funds. Offices entering 4J or 7J transactions must ensure that documents pass all edits and are processed to completion with an action of "W" (Wait/Update). The process will be complete when "DOC ACCEPTED PASS2" is displayed at the bottom of the Data Entry Startup Screen. These documents will not be reviewed or processed by OFM. Offices must maintain documentation for a period of 1 year. 4J or 7J transactions for FY 1997 must be ACCEPTED in FFS by October 6, 1997. 4S or 7S transactions can be entered to adjust expenditures between divisions, BFYs, and funds; however, a higher level of review is required. Transactions should be entered on-line and processed with an action of "Q" (Quick Edit) to ensure all on-line edits are passed. Supporting documentation must then be sent to your Division Fiscal Contact for approval and signature. The Division Fiscal Contact is responsible for submitting documentation to OFM. Once documentation is received, OFM will review and complete processing of the document. Documentation supporting 4S or 7S transactions for FY 1997 must be received in OFM by October 3, 1997. Both 4J or 7J and 4S or 7S documents must balance to zero, i.e. total increases must equal total decreases. The office entering these transaction must ensure that all other cost centers with account numbers on the transaction receive copies of the document (screen prints). Offices should use the Personnel Resource Utilization System (PRUS) for payroll adjustments for FY 1997. Use 4S or 7S documents to transfer expenditures between fiscal years. The Division Administrative Officer or designee along with OFM must approve all 4S or 7S documents. Problems will be reported to the originating office contact as shown on the document. Remotely entered documents that have not been received in OFM within 60 days of entry will be deleted. 2. AUTOMATED SV Automated SVs should be received by the Branch of Systems Support (BSS) by 3:00 pm EDT on September 25, 1997. These automated SVs include the following: Automated SV Description $PRNT NMD Headquarters $LAB WRD NWQL $WHIF Hydrologic Instrumentation Facility $VISU Geology Headquarters Lab $PUB Geology Scientific Publications 3. EARTH SCIENCE INFORMATION CENTERS ORDERS AND WORK ORDERS FOR THE EROS DATA CENTER To enable the final Distributed Ordering, Reporting, Research, and Accounting Network (DORRAN) bill to be submitted by the September 25 deadline for automated billings, the system will stop processing orders September 18, 1997. Earth Science Information Center (ESIC)orders are billed when the product is shipped; therefore orders for all products (except map separates) from the ESIC should be submitted by September 15, 1997. Orders for map separates need a lead time of 2-3 weeks; therefore, orders for map separates should be submitted by August 25, 1997. Orders shipped after September 18, 1997 will be charged to FY 1998. All work orders for work to be done by the Earth Resources Observation System Data Center in Sioux Falls, South Dakota, must reach the Data Center no later than August 25, 1997, in order to be billed by standard voucher in FY 1997. Work orders received after August 25, 1997, will be charged to FY 1998 and should not be accrued. 4. INTERNAL VOUCHERS Account managers entering internal voucher (IV) transactions have the responsibility of ensuring that documents pass all edits and are processed to completion with an action of "W" (Wait Update). The process will be complete when "DOC ACCEPTED PASS 2" is displayed at the bottom of the Data Entry Startup Screen. IV documents must be ACCEPTED in the system by October 6, 1997. Copies of IV documents that involve a transfer between budget fiscal years or funds must be received in OFM by 9:00 am EDT on October 6, 1997. F. MEMORANDUM INQUIRIES MEMORANDUM INQUIRIES Memorandum inquiries concerning the correction or identification of transactions appearing in 268 Reports prior to July 30, 1997 should be received in OFM by August 30, 1997. Inquiries pertaining to transactions appearing after July 30, 1997 are due in OFM by September 26, 1997. G. PAYROLL 1. PAY PERIOD (PP) 20 PRUS ADJUSTMENTS PP 20 is the last pay period which will be made available for PRUS adjustments. It is tentatively scheduled for update in PRUS on September 22, 1997. Adjustments for supplementaldistribution of undistributed payroll accounts must be completed by 4:00 p.m. EDT on October 2, 1997. After October 2, 1997, all adjustments for payroll through PP21 must be processed using a 4A (WRD) or a 7A (GD) document for the credit and debit side of the transaction. The 4A/7A is a reversing accrual and will be reversed out after closeout. Therefore, a standard voucher must be submitted in FY 1998 to make the final adjustment. 2. PP 21 ACTUALS The Preliminary Reports will reflect actual salary costs and related benefits which transpired in PP 21. 3. PAYROLL PROJECTIONS Basic salary costs and related benefits for Sunday, Monday, and Tuesday (September 28 - 30, 1997) (PP22) will automatically be posted in FFS based on projections from Pay Period 21. Do not accrue these basic costs. However, unusual salary costs and related benefits will not be included in the automated projection for Sunday through Tuesday (September 28-30, 1997) and must be accrued (4C for WRD or 7C for GD). These exceptions are identified below: OBJECT CLASS DESCRIPTION 111F FULL-TIME PERMANENT, TERMINAL LEAVE-LUMP SUM PAYMENTS 113F OTHER THAN FULL-TIME PERMANENT, TERMINAL LEAVE-LUMP SUM PAYMENT 115A OVERTIME 115D CREDIT HOURS - PAID 115F PAID HOLIDAYS WORKED 115H ENVIRONMENTAL/HAZARDOUS DUTY PAY 115J PREMIUM PAY-STANDBY 115K PREMIUM PAY-IN LIEU OF OVERTIME 115M COMPENSATORY TIME-PAID 115N EXTRA CIRCULAR ACTIVITIES STIPEND 115P POST DIFFERENTIALS-FOREIGN 115Q POST DIFFERENTIALS-NON FOREIGN 115T SUNDAY PAY 115V NIGHTWORK DIFFERENTIAL 115X PENALTY PAY 1160 AWARDS-PAYROLL DISTRIBUTION 116A AWARDS-CASH INCENTIVE 116B AWARDS-SES PERFORMANCE 116C AWARDS-SES EXECUTIVE 116F BONUSES-SES 116G BONUSES-MERIT PAY 118P REIMBURSEMENT TO OPM FOR REEMPLOYED ANNUITANT 123A RELOCATION-SUBSISTENCE IN TEMPORARY QUARTERS 123B RELOCATION-REAL ESTATE TRANSACTIONS 123C RELOCATION-RELOCATION SERVICE CONTRACTOR 123E RELOCATION-INCOME TAX ALLOWANCE & WITHHOLDING TAX ALLOWANCE 123F RELOCATION-MISCELLANEOUS MOVING ALLOWANCE 1320 SEVERANCE PAY SALARY COSTS FOR EMPLOYEES ENTERING ON DUTY AND EMPLOYEES TERMINATED Accrue salary costs on all personnel services and benefits classification for employees who have an Enter-On-Duty date of Sunday through Tuesday (September 28-30, 1997) and reduce costs for those employees who are terminated during the same period. Salary and benefit projections for intermittent employees (object classes 113A, 113E, and related benefits) should be reviewed, and if necessary, accrued for actual work performed. 3. EMPLOYEE AWARDS In order for an employee cash award to be processed in FY 1997, a properly completed award document must be faxed to the payroll office in Denver by September 11, 1997. This will ensure the payment of the award amount in the employee's salary check that is received September 23 or 25, 1997 (this is the last pay date for the fiscal year). Any requests for cash award payments after September 19, 1997, must be accrued. This applies to On-the-Spot awards, STAR awards, and Continuous Improvement Incentives (formerly suggestion awards). H. ACCRUED EXPENDITURES ACCRUED EXPENDITURE Remote entry sites will use a combination of self-reversing and manually-reversing accrued expenditure documents to record year-end accruals. A. Self-reversing accrued expenditure (4A for WRD or 7A for GD) documents will be used to record accruals for credits such as payroll, travel, or SLUC. 4A or 7A transactions must be accepted in FFS by 3:00 pm EDT on October 6, 1997. Documents should be processed according to Section 7, FFS User Manual, Year-end Accruals. Use Trans Type 01 for federal transactions and trans type 02 for non-federal transactions. 4A or 7A transactions may be entered any time during the period of September 1 through October 6, 1997. Account managers are responsible for ensuring documents are processed to completion with an action of "W" (Wait Processing). Originating offices will retain supporting documentation for 3 years. Do not submit supporting documentation to OFM. Enter "01 98" in the REVERSAL PERIOD field for all 4A or 7A documents processed from September 1, 1997 through October 6, 1997. Special object class instructions are included in Attachment 3. B. Manually-reversing accrued expenditure (4C for WRD or 7C for GD) documents will be used to record accruals for items which will be billed directly to the originating office. 4C or 7C documents must be liquidated individually by subsequent payments documents. 4C or 7C transactions must be accepted in FFS by 3:00 pm EDT on October 6, 1997. Documents should be processed according to Section 7, FFS User Manual, Year-end Accruals. 4C or 7C transactions may be entered any time during the period of September 1 through October 6, 1997. Account managers are responsible for ensuring documents are processed to completion with an action of "W" (Wait Processing). Originating offices will retain supporting documentation for 3 years. Do not submit supporting documentation to OFM. C. Automatically-reversing accrued expenditure (4U for WRD or 7U for GD) documents will be used to record accruals for travel. 4U or 7U documents will automatically be reversed when the travel voucher (TV, T8, or T9) is processed. The travel voucher must use the same document number as the 4U or 7U document. 4U or 7U transactions must be accepted in FFS by 3:00 pm EDT on October 6, 1997. Documents should be processed according to Section 15, FFS User Manual, Year-end Accruals. 4U or 7U transactions may be entered any time during the period of September 1 through October 6, 1997. Account managers are responsible for ensuring documents are processed to completion with an action of "W" (Wait Processing). Originating offices will retain supporting documentation for 3 years. Do not submit supporting documentation to OFM. I. RESTON SUPPLY SERVICE CENTER CLOSING FOR YEAR-END INVENTORY The Reston Supply Service Center (RSSC) will be closed September 26 through September 29, 1997, for the annual fiscal year inventory. The last day for FY 1997 purchases through the RSSC is September 25, 1997. Purchases beginning September 30, 1997, will be processed as FY 1998 transactions and should not be accrued. J. REPORT AVAILABILITY AND ON-LINE FFS ACCESS The Pre-Preliminary 268 Report is tentatively scheduled for distribution on September 22, 1997. This report will contain actual salary costs for Pay Period 20, and all other transactions input into FFS through September 19, 1997. Distribution of all other preliminary reports is tentatively scheduled for October 8, 1997. Offices are reminded that the on-line FFS table PSDP can be used to monitor transactions posted to individual accounts. This table is updated each night and will reflect transactions accepted in FFS through the previous day. Key close-out dates and the FFS operating schedule are shown in Attachments 4 and 5. FFS availability will be posted on the FFS start-up screen and on the OFM web site (www.usgs.gov:8888/ops/finance/yearend.html). An explanation of security profiles for RDE users for FY 1997 and FY 1998 documents is in Attachment 6. OFM's Hotline number, FAX number, Internet Home Page Address and access to BSS's FFS Message Number are shown in Attachment 2. Division Fiscal Contacts will be notified if there are system schedule changes, and they are responsible for further notification to their division. CONCLUSION The close-out process outlined above resulted from a joint meeting of the Offices of Financial Management, Information Services, the Director's Office, the Budget Execution and Finance Committee and other fiscal representatives of the divisions. We welcome your suggestions, which can be addressed to any of the Division Fiscal Contacts or OFM staff shown on Attachment 2. Questions about these instructions should be directed to the OFM staff. Attachments: (1) Summary List of Inquiry Tables (2) Contact List (3) Special Instructions for Object Classes (4) Key Close-Out Dates (List Format) (5) Key Close-Out Dates (Calendar Format) (6) Remote Data Entry Security Profiles