URGENT -- FY 1996 Over obligation problem Date: Tue, 12 Aug 1997 11:07:23 -0400 To: "AO - All Administrative Officers", "AE - Administrative Employees" From: Kelly Bradley Subject: URGENT -- FY 1996 Over obligation problem Mime-Version: 1.0 Content-Type: text/plain; charset="us-ascii" As you recall, we have continued to have a over obligated funding problem for FY 1996. It is common policy for the Budget Office to raise the funding authorities during closeout of each fiscal year because of the numerous debit/credit transactions occurring. However, they must reduce it down to the level of each division's authority after the closeout period. The Budget Office has not been able to do this for FY 1996. WRD is $600,000 over obligated. We have requested your assistance in liquidating invalid open obligations and modifying accruals for which the expenditure has occurred. We have made a little progress, but not much. This has become a very serious issue and we could be anti-deficient as a bureau due to WRD's inability to reduce the accruals and open obligations. The initial amount we need to reduce quickly in $80,000. This is the amount that is making the bureau over obligated. I have reviewed the outstanding accruals for 1995 and 1996. I see numerous documents for 4B (bank card accruals) and 4U's (travel accruals). There should be none at this time for either transaction type. Please go in immediately and modify these documents to 0. Please focus on the FY 1996 first. The 4C (accruals) also need to be reviewed at this time. Some of these documents could still be valid. The amount however, should be much smaller than the dollar amount shown on the reports. Most prior year bills except for SLUC and OPAC type charges should have come through and been paid. Listed below are cost centers which have large balances accrued as a 4C and need to take immediate action. The amounts indicated below are in total not by transaction. If you need assistance in how to do this, please contact Michele O'Meara on 703-648-5042 or the FFS hotline (703)-648-7600. Open obligations also need to be reviewed at this time for FY 1992. FY 1992 will be closed in September. Any open obligations will be canceled. If a legitimate bill comes in for FY 1992 your current year funding will be reduced to pay that prior year bill. It has happened in FY 1991. For this reason it is important that you review your cost center open obligations and contact vendors who have not billed. Your prompt assistance in this matter is appreciated. If you are unclear as to what needs to be done or confused by this message, please contact your respective Regional Administrative Officer or me on 703-648-5040. RESEARCH 4384, 4B, 95, $26K 4384, 4B, 96, $26K 4384, 4C, 96, $17K 4387, 4C, 95, $57K WESTERN REGION 4704, 4C, 95, $37K 4706, 4C, 95, $48K 4706, 4C, 96, $29K 4715, 4C, 95, $41K 4732, 4C, 95 $18K 4749, 4C, 96 $78K CENTRAL REGION 4622, 4C, 96, $24K EASTERN REGION 4417, 4C, 96, $90K ($57K DSS) 4424, 4C, 96, $15K 4433, 4C, 96, $72K 4451, 4C, 96, $15K SOUTHEAST REGION Pat on the back, none to report. GOOD JOB!!