R 092139Z JUL 12

ALCGFINANCE 023/12
SUBJ: CLOSEOUT AND YEAR-END PROPERTY INVENTORY INSTRUCTIONS
A. FINANCIAL RESOURCE MANAGEMENT MANUAL, COMDTINST M7100.3 (SERIES)
B. COMDT COGARD WASHINGTON DC 071610Z FEB 12/ALCGFINANCE 004/12
C. COMDT COGARD WASHINGTON DC 051111Z JUN 12/ALCGFINANCE 018/12
D. COMDT COGARD WASHINGTON DC 221854Z APR 11/ALCGFINANCE 012/11
E. PERSONAL PROPERTY MANAGEMENT MANUAL, COMDTINST M4500.5 (SERIES)
F. COGARD FINCEN CHESAPEAKE VA 161211Z SEP 11/ALCGFINANCE037/11
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 SILC COMPONENTS.
IN THE ABSENCE OF MORE RESTRICTIVE FIELD GUIDANCE ALL UNITS AND FUND
MANAGERS SHALL COMPLY WITH SPECIFIED DATES IN PARA 2.  REFS B AND C
ADDRESS UNDELIVERED ORDER VALIDATION AND REVIEW POLICY AND PROCEDURES
AND REF D ADDRESSES THE INTERIM POLICY FOR THE COMMITMENT OF FUNDS.
THIS MESSAGE CONSOLIDATES HQ AND FINCEN CLOSEOUT INSTRUCTIONS AND
APPLIES TO ALL CG APPROPRIATED AND REIMBURSABLE FUNDS.
2. KEY CLOSEOUT DATES: MORE INFORMATION ON THE DATES LISTED BELOW CAN
BE FOUND IN THE BODY OF THIS MESSAGE.
     23 AUG - PHYSICAL INVENTORY OF PERSONAL PROPERTY ASSETS COUNT
              PHASE BEGINS
     23 AUG - ALL INVOICES FOR CANCELLING APPROPRIATIONS DUE AT
FINCEN
              (PARA 16)
     24 AUG - REPORT PES ERRORS OVER 1000 DOLLARS TO FINCEN (PARA 3)
     31 AUG - PHYSICAL INVENTORY PACKAGE DEADLINE (PARA 10)
     01 SEP - DEADLINE TO RETURN EXCESS REIMBURSABLE FUNDS TO
              THE ORDERING AGENCY (PARA 7)
     01 SEP - DEADLINE FOR NON-REIMBURSABLE ACCOUNT FUNDS TRANSFERS
              (FTAS AND CIFPS) WITHOUT AFC MANAGER APPROVAL
     07 SEP - DEADLINE FOR FUNDS TRANSFERS (FTAS AND CIFPS)
     07 SEP - DEADLINE FOR UNITS TO REVIEW THEIR RCM REPORT FROM THE
              FINCEN WEB SITE AND REPORT ANY ACCOUNTING LINE
              CORRECTIONS (PARA 14)
     14 SEP - LAST DAY TO MAKE AND RECORD NON-EMERGENCY OBLIGATIONS
              (PARA 9)
     14 SEP - DEADLINE FOR REIMBURSABLE ACCOUNT FUNDS TRANSFERS
     14 SEP - DEADLINE TO RETURN ANY EXCESS REIMBURSABLE BUDGET
              AUTHORITY TO THE REIMBURSABLE CENTRAL ACCOUNT,
INCLUDING
              MULTI-YEAR AND NO YEAR ACCOUNTS.
     24 SEP - LAST DAY FOR THE INDUSTRIAL SERVICE ORDER (ISO)
              BILLING TO RUN (PARA 5)
     26 SEP - CANCELLED APPROPRIATION DEOBLIGATION PROGRAM TO RUN
     26 SEP - FPD REAL TIME INTEGRATION DISABLED (PARA 4)
     30 SEP - ALL COMMITMENTS MUST BE CONVERTED TO OBLIGATIONS
              (PARA 8)
     30 SEP - LAST DAY TO INPUT EMERGENCY OBLIGATIONS (PARA 9)
     01 OCT - FINCEN OPENS FY13 FOR FIELD INPUT
     01 OCT - NEW FY ACCOUNTING LINES WILL BE
              AVAILABLE IN THE CORE ACCOUNTING SYSTEM (CAS)
     04 OCT - DEADLINE TO SUBMIT EOY PIPELINE REPORTS TO CG-831
              (PARA 6)
     06 OCT - SYSTEMATIC CANCELING OF COMMITMENTS BY THE FINCEN
              (PARA 8)
3. 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
20AUG2012 MUST BE RECONCILED AND FORWARDED TO FINCEN BY 24AUG2012.
    A. UNITS SHOULD EXPECT THREE PES REPORTS AT THE END OF SEP THAT
WILL CONTAIN FY12 TRANSACTIONS.  THE FIRST REPORT WILL BE DATED
23SEP2012 AND WILL CONTAIN ALL TRANSACTIONS POSTED IN CAS THROUGH
22SEP2012.  THE SECOND PES REPORT WILL BE DATED 27SEP2012 AND WILL
CONTAIN PAYROLL TRANSACTIONS POSTED IN CAS FROM 23SEP2012 THROUGH
26SEP2012.  THE THIRD PES REPORT WILL BE DATED 30SEP2012 AND WILL
CONTAIN BOTH FY12 AND FY13 TRANSACTIONS RECORDED AND POSTED THROUGH
29SEP2012.  THIS PES REPORT WILL ALSO CONTAIN FY12 EMERGENCY FPD
OBLIGATIONS TRANSMITTED FROM 27SEP2012 TO 29SEP2012, AND WILL BE
REFLECTED ON THE FIRST PES REPORT OF FY13.
    B. UNITS WILL NOT BE ABLE TO RECONCILE ANY PES REPORTS WITH
CANCELLED APPROPRIATIONS AFTER 30SEP2012 DUE TO THE ACCOUNTING
STRINGS BEING DISABLED.
    C. ALL FUNDS MANAGERS ARE REQUIRED TO MONITOR FUNDS THAT HAVE
EXPIRED FOR OBLIGATION PURPOSES.  PROGRAM ELEMENT MANAGERS SHALL
CONTINUOUSLY RECONCILE PRIOR YEAR PES REPORTS UNTIL ALL UDOS AND
ACCRUED EXPENDITURES HAVE BEEN EXPENDED OR CANCELLED.  PES REPORTS
WILL BE AUTOMATICALLY SENT BY THE FINANCE CENTER FOR THE FIRST SIX
MONTHS OF THE EXPIRED PHASE.  PES REPORTS FOR FY2008 AND LATER ARE
AVAILABLE VIA THE FINCEN INTRANET WEBSITE.
4. CAS OUTBOX: DURING THE CLOSEOUT PERIOD IN CAS, REAL TIME
INTEGRATION IS TURNED OFF FROM 26SEP2012 THRU 30SEP2012.  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 WITH FPD IS TURNED BACK ON.
5. 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 FY12 BILLING CYCLE ON 24SEP2012.
6. END OF YEAR (EOY) PIPELINE REPORTS: APPLICABLE TO ALL ALLOWANCE,
ATU, HQ DIRECTORATE FUNDS MANAGERS AND FIELD UNITS FOR 201, 2SA AND
CR11 OPERATING EXPENSE (OE), 22 RESERVE TRAINING (RT), EXPIRING
ACQUISITIONS, CONSTRUCTION AND IMPROVEMENTS (ACI) 2S, 2C, AND 2R.  BY
04OCT2012, ATU BUDGET OFFICERS (DISTRICTS/SILCS/HQ UNITS) MUST SUBMIT
EOY PIPELINE REPORTS USING THE WEB-BASED PIPELINE CERTIFICATION
APPLICATION.  FURTHER INFORMATION ON PIPELINE REPORTING AND
CERTIFICATION WILL BE PROVIDED VIA SEPCOR.
7. REIMBURSABLE ACCOUNTS: PROGRAM MANAGERS SHALL REVIEW CAS AND FPD
FOR DATA COMPARISON AND IDENTIFY DISCREPANCIES BETWEEN THE TWO
APPLICATIONS TO ENSURE ACCOUNTS ARE CLOSED WITH A ZERO BALANCE.
    A. ALL EXCESS FUNDS NOT AUTHORIZED FOR ROLLOVER INTO FY13 SHALL
BE
RETURNED TO THE ORDERING AGENCY IAW PARA 2. UNUSED BUDGET AUTHORITY
MUST BE RETURNED TO THE HQ CENTRAL REIMBURSABLE ACCOUNT
2/V/201/899/80/0/WD IAW PARA 2.
    B. UNOBLIGATED OR UNUSED BUDGET AUTHORITY CANNOT BE LEFT IN
REIMBURSABLE (AFC-80) ACCOUNTS FOR ANTECEDENT LIABILITIES.  IN
ADDITION, ANY REIMBURSEMENT ACCOUNT CREATED AS A CONTRA AFC-80 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 THE CG-831 REIMBURSABLE
PROGRAM MANAGER FOR FURTHER GUIDANCE.
8. COMMITMENTS: AS OF 06OCT2012, OPEN COMMITMENTS WILL BE
SYSTEMATICALLY DE-COMMITTED OR REVERSED FOR ALL EXPIRING
APPROPRIATIONS.  ALL COMMITMENTS MUST BE CONVERTED TO OBLIGATIONS BY
30SEP2012 IN ORDER TO REMAIN VALID.  IT IS THE UNITS RESPONSIBILITY
TO CONTACT THE APPROPRIATE CONTRACTING OFFICER TO ENSURE A
CONTRACT/ORDER/MIPR IS OBLIGATED PRIOR TO THE END OF THE FY.  EVERY
UNIT SHOULD BE REVIEWING EACH COMMITMENT THAT IS OVER THIRTY DAYS OLD
TO DETERMINE ITS VALIDITY.
9. OBLIGATIONS: NON EMERGENCY OBLIGATIONS SHALL BE POSTED BEFORE THE
14SEP2012 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 15SEP2012
TO 30SEP2012 SHALL BE RECORDED IN FPD NO LATER THAN 30SEP2012.
EMERGENCY OBLIGATIONS ARE DEFINED AS PURCHASES THAT COULD NOT
REASONABLY BE ANTICIPATED.  EXAMPLES INCLUDE: UNAVOIDABLE FUEL
PURCHASES AND CASREPS.  ADDITIONALLY, IAW REF B, FUNDS THAT ARE
DETERMINED TO BE NO LONGER NEEDED THAT MEET AT LEAST ONE OF THE
FOLLOWING CRITERIA SHALL BE DEOBLIGATED WITHIN 30 DAYS OR AT FY
CLOSEOUT, WHICHEVER COMES FIRST:
    A. RESIDUAL BALANCES AFTER THE VENDOR HAS COMPLETED DELIVERY AND
RECEIVED FULL PAYMENT.
    B. UNDELIVERED ITEMS ARE NO LONGER NEEDED AND/OR PROJECT
ORDER/CONTRACT HAS BEEN CANCELLED.
    C. ERRORS IN ACCOUNTING THAT REQUIRE CORRECTION PRIOR TO CLEARING
AN OUTSTANDING BALANCE.
    D. INITIAL OBLIGATION IS DETERMINED TO BE INVALID.
    E. REDUCTION OF PREVIOUSLY RECORDED OBLIGATION.
10. ANNUAL PHYSICAL INVENTORY OF PERSONAL PROPERTY ASSETS AND
YEAR-END CERTIFICATION:
    A. CAPITALIZED PERSONAL PROPERTY, INCLUDING CAPITALIZED
GOVERNMENT
FURNISHED PROPERTY, AND NON-CAPITALIZED BOATS, VEHICLES, AND INTERNAL
USE SOFTWARE MUST BE CERTIFIED EACH FY BY ALL UNITS PER REF E.  THE
PHYSICAL INVENTORY IS DESIGNED TO SUPPORT CG ASSERTIONS TO
COMPLETENESS AND EXISTENCE OF CAPITALIZED PERSONAL PROPERTY.
    B. CERTIFIED PHYSICAL INVENTORY PACKAGES AND YEAR END
CERTIFICATION FORMS SHALL BE SUBMITTED IN ACCORDANCE WITH THE FY12
PHYSICAL INVENTORY WARNING AND ACTION ORDER ALCOASTS TO BE ISSUED BY
THE CFO NLT 23JUL2012 AND 13AUG2012, RESPECTIVELY.  THE ALCOASTS WILL
HIGHLIGHT THE REQUIRED CONTENTS OF THE INVENTORY PACKAGE AND DETAIL
SUBMISSION REQUIREMENTS FOR THE 31AUG2012 DEADLINE.  THE LAST DAY FOR
CORRECTIONS TO BE MADE IN ORACLE FAM IS 21SEP2012.
11. DOC TYPE 11 OR 13 (TRAVEL) DEFERRED TRAVEL OR TRAVEL THAT STARTS
IN FY12 AND CROSSES OVER TO FY13, SUBMIT A TRAVEL CLAIM USING AN FY12
TONO AND CITE BOTH FY12 AND FY13 ACCOUNTING LINES TO BE PAID AGAINST.
TRAVELERS AND APPROVING OFFICIALS ARE RESPONSIBLE FOR VERIFYING THAT
CHARGES ARE POSTED TO THE PROPER FY ACCOUNTING LINE BASED ON THE
FOLLOWING:
    A. AIRFARE - POST TO FY IN WHICH TRAVEL BEGAN
    B. PARKING - POST TO FY CHARGES WERE INCURRED
    C. HOTEL - POST TO FY CHARGES WERE INCURRED
    D. PER DIEM - POST TO FY CHARGES WERE INCURRED
    E. RENTAL CAR - POST TO FY CHARGES WERE INCURRED
    F. GAS - PAID WHEN RENTAL CAR IS TURNED IN
    G. OTHER - POST TO FY CHARGES WERE INCURRED
    H. THESE PROCEDURES APPLY TO ALL TDY CLAIMS SUBMITTED VIA TPAX,
FAX OR THE US POSTAL SERVICE.
    I. PAYMENT TO THE GTCC VIA TPAX IS NOT IMPACTED BY FY CROSSOVER.
12. DOC TYPE (30) TRAINING: IF A TRAINING COURSE DOES NOT BEGIN UNTIL
EARLY IN THE NEXT FY, 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 FY TO
SECURE SPACE OR DISCOUNT.
13. 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 201 TO 301 AND 301 TO 201 AND ALLOW LIM CHANGES FOR THE LAST 2
DIGITS.  THIS WILL ELIMINATE THE NEED TO SEND IN THOUSANDS OF
PESTRACK ERRORS VIA FPD FOR FY12 OBLIGATIONS HITTING FY13 FUNDS.
    B. FOR OTHER APPROPRIATIONS, THE FOLLOWING GUIDANCE IS PROVIDED.
IN ORDER FOR FY12 FUNDS TO BE USED, IT IS NECESSARY TO ENSURE THAT
THE PURCHASE/ORDER DATE FOR ITEMS OR SERVICES TAKES PLACE PRIOR TO
01OCT2012.  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 01OCT2012 THAT ARE
RECORDED TO FY13 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
PRIOR TO 01OCT2012 FOR DOCUMENTS TO BE MOVED TO A PRIOR FY.  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 DHS PURCHASE CARD AUDIT TRANSACTIONS NO
LATER THAN 5 BUSINESS DAYS AFTER NOTIFICATION.  FOR FINCEN RANDOM
(A-TYPE) AND MCC AUDITS, PLEASE SUBMIT ALL DOCUMENTATION BETWEEN THE
27TH AND THE 10TH OF THE FOLLOWING MONTH.  IF DOCUMENTATION IS NOT
RECEIVED BY THE 10TH, THE AUDIT WILL BE MARKED AS NON-COMPLIANT AND
THE CARDS WILL SUBSEQUENTLY BE SUSPENDED.  APPROVING OFFICIALS ARE
ALSO REMINDED TO CERTIFY THEIR CARDHOLDER STATEMENTS BY THE 26TH OF
EACH MONTH (14 DAYS AFTER BILLING CYCLE DATE).  ON THE 20TH DAY AFTER
THE BILLING CYCLE DATE, ALL CARDS UNDER DELINQUENT APPROVING
OFFICIALS AREA OF RESPONSIBILITY (AOR) WILL BE SUSPENDED.  ALL
UNAUDITED ITEMS THROUGH SEPTEMBER 2012 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 WILL RESULT IN
CARDHOLDER AND APPROVING OFFICIAL PRIVILEGES BEING SUSPENDED.
CARDHOLDERS THAT VIOLATE PURCHASE CARD POLICY WILL BE HELD
ACCOUNTABLE IN ACCORDANCE WITH THE CARDHOLDER VIOLATIONS SECTION OF
THE DHS PURCHASE CARD MANUAL.
14. DOC TYPE (44, 45, 46, 49) UTILITIES: UTILITY COSTS ARE CHARGED TO
THE FY IN WHICH THE METER IS READ OR THE SERVICE PERIOD ENDS.  IF THE
METER IS READ ON 01OCT2012 OR LATER, THEN FY13 FUNDS WILL BE CHARGED.
LIKEWISE, TELEPHONE SERVICE THAT ENDS ON OR AFTER 01OCT2012 WILL BE
CHARGED TO FY13.  IN ADDITION, THE RECURRING CHARGE MASTER (RCM) WILL
AUTOMATICALLY ESTABLISH A NEW FY13 LINE OF ACCOUNTING BASED UPON THE
FY12 LINE OF ACCOUNTING AS OF 23SEP2012.
UNITS SHOULD REVIEW THEIR RCM REPORT FROM THE FINCEN WEB SITE AND
REPORT ANY ACCOUNTING LINE CORRECTIONS BY 07SEP2012.  CORRECTIONS CAN
BE EMAILED VIA THE RCM REPORT WEBSITE.  PLEASE VERIFY YOUR RCM LINES
VIA THE RCM REPORT WEBSITE PRIOR TO SUBMITTING ANY RCM PES ERRORS
AFTER FY ROLLOVER.
15. DOC TYPE (23) PURCHASE ORDERS: SERVICES OR SUPPLIES ORDERED OR
RECEIVED IN FY13 OR PRIOR FY FOR WHICH A CONFIRMATION PURCHASE ORDER
WAS NOT PREPARED UNTIL FY13 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
FY13 PURCHASE ORDERS ISSUED FOR CABLE TV MUST CITE A NON-STANDARD
NUMBER IN BLOCK 4 COMPRISED OF 2311 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.
16. 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 AND COMPLIANCE
WITH CG SMARTPAY (PAY BEFORE RECEIVING REPORT) PROGRAM.
IN FY10 FINCEN BEGAN TO REQUEST DOCUMENTATION TO SUPPORT THE VALIDITY
OF THE RECEIVING REPORT DATE IN FPD.  THIS WAS NECCESARY IN ORDER TO
MEET DHS REQUIREMENTS, AND INCLUDED THE PACKING SLIP, DELIVERY ORDER,
SIGNED DOCUMENTATION, ETC.  PLEASE ENSURE TO PROVIDE THIS INFORMATION
IN A TIMELY MANNER, WHEN REQUESTED.  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 AS APPLICABLE: WK - WEEKLY, MO - MONTHLY, 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 2012 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
ANY OPEN FY11 AND FY12 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 FY07 (72, 701,
741, 745, 74Z, 7A, 7AL, 7CL, 7G, 7M, 7MP, 7N, 7SA) MUST BE RECEIVED
AT FINCEN NLT 22AUG2012 TO ENSURE PAYMENTS CAN BE MADE BY 27AUG2012
TO AVOID LOSING THE FUNDING.  CANCELLED APPROPRIATIONS FOR FY07 WILL
BE PURGED FROM CAS DURING THE FY12 YEAR-END PROCESS AND CURRENT YEAR
FUNDS MUST BE USED TO PAY THE INVOICES IF NOT RECEIVED BY THE
DEADLINE.  RECEIPTS MUST BE TRANSMITTED TO THE FINCEN BY 27AUG2012 TO
ENSURE THEY ARE RECORDED IN A TIMELY MANNER.
    K. ENSURE VENDOR CITES THE DUNS NUMBER ON THE INVOICE.
17. CENTRALIZED VENDOR MANAGEMENT: IF A VENDOR NEEDS TO BE ADDED TO
THE CAS VENDOR TABLES, FIELD USERS MUST SUBMIT REQUESTS THROUGH THE
WEB FORM TO THE VENDOR MAINTENANCE TEAM AT FINCEN.  THE WEB FORM IS
LOCATED AT HTTPS://CGWEB.FINANCE.USCG.MIL/CVMS/.  THE FINCEN VENDOR
MAINTENANCE TEAM HAS SOLE RESPONSIBILITY FOR ADDING AND MAINTAINING
VENDORS WITHIN CAS.
18. THE FOLLOWING SCHEDULE REPRESENTS PLANNED SYSTEM DOWNTIME FOR
USCG USERS OF FINCEN SYSTEM APPLICATIONS FOR Q4 OF FY12.  SYSTEM
DOWNTIME IS REQUIRED FOR SYSTEM MAINTENANCE AND MONTHLY CLOSING FOR
ACCOUNTING PURPOSES.  TO VIEW THE ENTIRE FY12 SCHEDULE REFER REF F.
    A. MONTHLY MAINTENANCE: ENTERPRISE CAS SUITE WILL BE COMPLETELY
UNAVAILABLE.  THIS INCLUDES CAS, FPD, CIMS, SUNFLOWER, MARKVIEW, PPC
CHECKFREE, AS WELL AS WINS, WINS REMOTE, PCA, CBS, TLC, TAC, MPS AND
CTAPS.  FINCEN INTRANET WILL ALSO BE UNAVAILABLE:
      (1) 13AUG12 2100 EDT THROUGH 16AUG2012 0600 EDT.
    B. FY12 MONTHLY CLOSING SCHEDULE: IN ORDER TO MAINTAIN PROPER
ACCOUNTING AND FINANCIAL REPORTING, CERTAIN PROCEDURES MUST BE
ACCOMPLISHED AT MONTH END WITHIN THE CAS APPLICATION.  FPD AND CIMS
WILL STILL BE AVAILABLE FOR USERS, BUT THE REAL-TIME INTEGRATION
FUNCTIONALITY WILL BE DISABLED AND PROCUREMENT TRANSACTIONS WILL
RECORD TO THE CAS OUTBOX.  NON-ENTERPRISE SYSTEMS (WINS, WINS REMOTE,
PCA, CBS, TLC, TAC, MPS, CTAPS) WILL BE AVAILABLE TO USERS.  FINCEN
INTERNET AND INTRANET WILL NOT BE AFFECTED, AND WILL BE AVAILABLE FOR
USE.  THE MONTHLY CLOSING DATES ARE AS FOLLOWS:
      (1) JULY 2012: 0001 EDT 27JUL2012 THROUGH 0000 EDT 01AUG2012.
      (2) AUGUST 2012: 0001 EDT 29AUG2012 THROUGH 0000 EDT 01SEP2012.
      (3) SEPTEMBER 2012: 0001 EDT 26SEP2012 THROUGH 0000 EDT
01OCT2012.
19. USE THE CENTRAL DISCUSSION FORUMS AT
http://10.36.16.233:1010/cgi-bin/ultimatebb.cgi TO PROVIDE FINANCIAL
MANAGEMENT POLICY FEEDBACK OR TO ASK QUESTIONS ABOUT:
    A. WHAT APPROPRIATED FUNDS CAN AND CANNOT BE USED FOR.
    B. ALL PROPERTY MATTERS.
20. POINTS OF CONTACT:
      A. FPD ISSUES - MICHAEL STOFOCIK - (757) 366-6524
      B. TRAVEL PAYMENTS - GEORGENE JONES - (757) 523-6898
      C. PURCHASE ORDER PAYMENTS - VALARIE SURNCEY - (757) 579-6777
      D. CONTRACT PAYMENTS - SANDRA BROWN - (757) 413-7387
      E. LEASE PAYMENTS - ROBERT TAYLOR - (757) 523-6744
      F. CREDIT CARD PAYMENTS - VIRGINIA NOWAK - (757) 523-6895
      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 AUSTIN IVES (OE) - (202) 372-3556, LT
JOHNENE PROBST (GENERAL FUNDS) - (202) 372-3546, LORETTA MCRAE
(REIMBURSABLES) - (202) 372-3559
      L. YEAR-END PERSONAL PROPERTY CERTIFICATION -
CG-PHY-INV(AT)USCG.MIL, OR LT JOHN LEGATE - (757) 579-6217
      M. CAPITALIZED PERSONAL PROPERTY (ORACLE FIXED ASSETS) -
DEBORAH
WHITE, DEBORAH.J.WHITE(AT)USCG.MIL or (757)-366-6596
      N. ALTERATION OF BRIDGES AND BOATING SAFETY - ANDREW JEPSON -
(202) 372-1323
      O. ECR  RONALD JOHNSEN - (202) 475-5692
      P. RDTE - PAM LADD - (202) 475-3086
      Q. RESERVE TRAINING - MAPLE WARNEY - (202) 372-3553
      R. RETIRED PAY: PENSION - MONTY HOLCOMBE - (202) 372-3593,
MEDICAL - DEBORAH LYDY - (202) 475-5083
      S. PIPELINE CERTIFICATION - MICHELE DAVIS - (757) 413-7262 OR
IRIS ROBERTS - (757) 366-6537
      T. VENDOR MAINTENANCE TEAM - FIN-SMB-VDRMAINTTEAM(AT)USCG.MIL -
(757) 523-6940.
21. REQUEST FURTHER DISTRIBUTION OF THIS MESSAGE, AS APPROPRIATE, TO
SUBORDINATE UNITS.
22. CAPT PAT FLYNN, OFFICE OF FINANCIAL POLICY AND SYSTEMS, CAPT SEAN
MURTAGH, OFFICE OF RESOURCE MANAGEMENT, AND CAPTAIN WILLIAM LAWRENCE,
CO FINCEN, SEND.
23. INTERNET RELEASE AUTHORIZED.