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Idaho Bulletin 250-6-6

May 16, 2006

SUBJECT:  FNM - Fiscal Year Closing Procedures

TO:  All Employees, NRCS, Idaho

Purpose.  To advise employees of year-end closing procedures, actions and due dates for Fiscal Year 2006 Closing

Expiration Date.  September 30, 2006

Fiscal year 2006 is quickly coming to a close and in order to assist Financial Management (FNM) in closing out the financial books as accurately as possible we are requesting that every office adhere to the required actions and due dates listed below.  It is imperative that due dates be strictly adhered to in order that FNM has sufficient time to process financial documents in FFIS and analyze the status of funds prior to September 27, 2006.  This will allow sufficient time to take any necessary actions to ensure a clean fiscal yearend closeout.  Your cooperation will result in a smooth year-end closing and accurate accounting of our obligations.

  1. Mail all travel vouchers to Sara Wernicke, Jackie Cullen and Rhoda Suderman, prior to September 15, 2006 so that the vouchers can be input on-line before September 20.  PC-TRVL on line transmissions must be received at NFC by 12 noon CDT September 22 in order to interface with FFIS.  Copies of travel vouchers that are not processed by the September 20 cutoff must be faxed or delivered to Terry Sprague no later than September 26 in order to be included on the year end accruals.  Employees who are in travel status the last week of September must provide an email message to Terry Sprague or Mary Goode no later than September 26 with the estimated travel costs and the fund code.  NFC has a period that travel vouchers cannot be transmitted and paid.  Electronic transmissions of travel vouchers may resume October 1, 2006.

  2. All PCMS Cardholders:  The following cut-off dates must be adhered to.  For Field Office cardholders, all purchasing with the purchase card must be done by September 1, 2006.  Buy office supplies needed for this time period, but do not stockpile supplies.  For Area Office and State Office cardholders, all purchasing with the purchase card must be done by September 8, 2006.  If an emergency purchase is needed after the designated cutoff date, contact Janis Stanton.  PCMS cardholders must complete their reconciliation of outstanding purchases by September 20, 2006.  Purchases that have not appeared in PCMS for reconciliation by September 20 need to be reported to Financial Management in order to be reported as an accrual no later than close of business on September 21, 2006.  The attached Cardholder Accrual Summary form MUST be completed for all unreconciled purchases and submitted via fax or hand delivery to Mary Goode along with a copy of the supporting documentation (ie: invoice, packing slip, AD-700 etc.) for each entry.  FAX number is 208-378-5735. 

  3. Send all your invoices for payments, including SF -1164 (claim for reimbursement for expenditures on official business) to Mary Goode or Terry Sprague, State Office, by September 20, 2005.

  4. If an emergency purchase, including repairs to NRCS vehicles, must be made after September 8, contact Janis Stanton at 208-378-5710.

  5. In preparation for year end close, ProTracts Interface will suspend the interface for obligation transactions on or about September 15, 2006.  Field Offices must have signed contracts entered in ProTracts no later than September 11 to allow sufficient time for the interface into FFIS to process.  Use Fund Manager reports to identify any contracts signed by both the program participant and NRCS in ProTracts, but not yet interfaced to FFIS.  Field Offices must provide a copy of the signed contract (CCC-1200) that is not yet recorded in ProTracts to Chris Bergmann by close of business on September 22 in order for an accrual to be recorded.   Fax to 378-5735 and follow-up with an email to Chris.

  6. Currently it is our understanding that ProTracts will be unavailable from September 15 until approximately October 9.  Payment applications approved in ProTracts prior to the cutoff date of September 15 should interface to FFIS.  Barring any payment application errors that would require the deletion of the payment, FNM will make every effort to process the approved payment by no later than September 26.  FNM will resume payment processing on October 2.  It is imperative that field offices ensure that EQIP payment applications that include the 15% incentive payment contain no errors that would result in the payment having to be deleted from the system.  Please take time to thoroughly audit the application and verify all costs.  If deleted, the payment will not be able to be re-entered with the 15% incentive after September 15.   Contact Jan Mervin 378-5724 or Bob Bartholomew 378-5703 if you have questions.

  7. The new travel authorizations for FY 2007 will be mailed by October 2, 2006, to all employees.

 

Questions regarding yearend instructions should be directed to Mary Goode at 378-5713.


/s/                                           
RICHARD SIMS                                         
State Conservationist               

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