Processing Schedule for Rocky Mountain Bank Card Interface From: "Tim Calkins" Message-Id: <970310154325.ZM21982@tcalkins> Date: Mon, 10 Mar 1997 15:43:21 -0400 X-Mailer: Z-Mail 4.0.2 (4.0.2 Dec 6 1996) To: "AO - All Administrative Officers", "Alice A Sabatini, Administrative Officer, Reston, VA" , "Carole Carter-Pfisterer, Reston, VA" , "Gayle A Sisler, Reston, VA" , "Joseph S Pillera, Reston, VA" , "MaryLou D Pectol, Reston, VA" , Thomas_M_Thompson@nbs.gov Cc: Lawrence_F_Ferris@nbs.gov, "Brenda L Fulk, Reston, VA" , "Deborah L Burton, Reston, VA" , "AE - Administrative Employees", "Dianne E Putnam, Reston, VA" , "Evelyn W Houser, Reston, VA" , "Jo Margaret Hale, Management Analyst, Reston, VA" , "John K Peterson, Reston, VA" , "Kelly L Bradley, Chief, FORS, Reston, VA" , "Mary C Pyos, Budget Analyst, Reston, VA" , "Martha M Long, Reston, VA" , "Eleonora S Alsop, Reston, VA" , "Susan E McCullough, Reston, VA" , "Karen D Baker, Reston, VA" Subject: Processing Schedule for Rocky Mountain Bank Card Interface Mime-Version: 1.0 Content-Type: text/plain; charset=us-ascii The following message outlines the planned schedule for implementation and subsequent monthly processing for the IMPAC VISA bank card interface. Please forward this information as appropriate to employees in your organization involved in bank card invoice processing. Most of you by now either have or will shortly receive an instructional handbook from the Office of Financial Management explaining how bank card processing will change when USGS implements the FFS interface for the IMPAC VISA bill from Rocky Mountain Bank. We expect the interface to significantly streamline the bank card bill-paying process, and to allow users greater flexibility in directly adjusting card charges in FFS. For offices making use of this feature, this means you would no longer be sending your annotated bank card statement to OFM for processing, you would make any necessary entries yourself in the FFS. The Office of Financial Management will work with each division to develop a schedule under which invoice adjustment data entry may be assumed by them. For WRD, the Western Region Geologic Division, and OPS this will begin in March. Other division personnel should refer questions on implementation to their Division Administrative Officer. BRD employees should note that interface processing will not affect them until after the May conversion to USGS FFS. OFM intends to begin processing under the interface with the February 1997 bill, which will be received within the next week. Shown below are both an initial schedule for the first month and the planned schedule thereafter. Please keep in mind these dates are subject to change, depending on what problems we may encounter. For the most current dates, once we have begun using the interface, you should check the OFM monthend closing schedule on the OPS Customer Service Intranet pages, at the following URL: http://www.usgs.gov:8888/ops/finance/mthlschd.html. Other OFM-related bank card information can be found at: http://www.usgs.gov:8888/ops/finance/payments.html Full details on the bank card program can be found on the Office of Acquisition & Federal Assistance website at: http://www.usgs.gov:8888/ops/acquisition/bcindx.html BANKCARD INTERFACE STARTUP SCHEDULE March 14, 1997 OFM receives Rocky Mountain Bankcard Invoice for February March 15th -17th OIS/OFM load invoice in FFS. OFM obtains new cardholder data from Office of Acquisition and Federal Assistance. March 18 through April 10 Adjustments can be entered by users and processed in FFS. Adjustments must be entered by the end of March in order to show up on March reports. 3rd working day of April OFM closes the month of March. Month-end reports run. Adjustments can be entered by users during this time, but they will not be processed until after month-end. April 11 CDTT table cleared in preparation for new invoice. ON-GOING SCHEDULE: A. 3rd or 4th working day of the month -- OFM will close the previous month, and month-end reports are run. Adjustments to previous month can continue to be entered through the 10th. B. 11th of the month -- CDTT table in FFS is cleared in preparation for new invoice. C. 14th of the month -- RMBC invoice received in OFM. D. 14th -17th -- OFM obtains updated cardholder data from OAFA, rejects are corrected E. 18th of the month -- Cardholder information for interface to FFS is updated and invoice available in FFS for user review and changes. F. 18th of the month through the 10th of the following month -- Users may make adjustments in FFS. Adjustments must be entered before the end of the month to show up in that month's reports. If you have any questions on this message, please contact Debbie Burton at 703-648-7671 (dburton@usgs.gov). For general Bank Card payment questions, contact Brenda Fulk at 703-648-7654 (bfulk@usgs.gov). -- Tim Calkins USGS Office of Financial Management tcalkins@usgs.gov (703) 648-7604