Charges in FFS against Prior Years

To:        Dianne E Putnam/NMD/USGS/DOI@USGS, Deborah L Colley/OPS/USGS/DOI@USGS, 
           Eleonora S Alsop/DO/USGS/DOI@USGS, John J Blickley/OPS/USGS/DOI@USGS, 
           Kelly L Bradley/WRD/USGS/DOI@USGS, Lawrence F Ferris/BRD/USGS/DOI@USGS, 
           Michele B Connolly/DO/USGS/DOI@USGS, Michele L O'Meara/WRD/USGS/DOI@USGS, 
           Rita J Raines/GD/USGS/DOI@USGS, Teresa A Jewell/GD/USGS/DOI@USGS, 
           vonnie_lucas@brd.usgs.gov, Wanda Jo Vancampen/NMD/USGS/DOI@USGS
cc:  
(bcc:      Michele L O'Meara/WRD/USGS/DOI)
Subject:   Charges in FFS against Prior Years

To all FFS users:

For FY 2001, many new fund codes have been established in FFS.  For 
instance, 0804 has been replaced by SIRAD (for direct), SIRAR (for 
reimbursable), and *SIR (for an account split between direct and 
reimbursable funds).  Also, there have been some changes to the program 
codes for FY 2001.  For instance, 42000 (Water Data Collection & Mgmt) has 
been replaced with 42100 (Hydrologic Networks & Analysis) and 42110 (Water 
Information Delivery).  For most FFS documents, users should allow the 
fund code and program code to be defaulted based on the 9-digit account 
number.  This defaulting will work for the majority of FFS documents in FY 
2001.  However, if an account number has been assigned to a new fund code 
and/or program code in FY 2001, the defaulting will not work if:

The user is charging a prior year (e.g., 2000), and
The FFS document is not referencing a prior document (e.g., an obligation 
or accural).

When this situation exists, the following error messages may occur:

When the FY 2001 fund is now a fund split code, e.g. *SIR:

CE02E-INVALID DFLT HEADER FUND
CFS02-FUND SPLIT CODE DOES NOT EXIST

When the FY 2001 fund is a new fund such as SIRAD or SIRAR:

CFS02-FUND SPLIT CODE DOES NOT EXIST
SC02E-APPORTIONMENT NOT FOUND
SC14E-ALLOCATION NOT FOUND 
SC17E-SUB-ALLOCATION NOT FOUND
SC05E-ALLOTMENT NOT FOUND 

When the FY 2001 program code has changed:

CE17E-INVALID PROGRAM

If you encounter these error messages when charging costs against a prior 
year, you must correct the error by entering the valid prior year fund 
code or program code on the document.  Attached is a sample 8V 
non-referencing payment document for FY 2000 with the corrections 
highlighted in red font.


Pete Fox 
    (703) 648-7623 
fax (703) 648-4112
jcfox@usgs.gov
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