Idaho Bulletin 250-7-8

July 30, 2007

SUBJECT:  FNM - FY07 Fiscal Yearend Closing Instructions

TO:  All Employees, NRCS, Idaho

Purpose.  To advise employees of year-end closing procedures, actions and dute dates for Fiscal Year 2007 Closing

Expiration Date.  September 30, 2007

Fiscal year 2007 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 26, 2007.  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 Terry Sprague, prior to September 14, 2007 so that the vouchers can be input on-line by September 20.  PC-TRVL on-line transmissions must be received at the National Finance Center (NFC) by 12 noon CDT September 21 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 noon on September 21 in order to be included on the year end obligations.  Employees who will be in travel status between September 17 and September 30 and are unable to complete their travel voucher before the September 20th cutoff date must provide an email message to Mary Goode no later than September 20th with the estimated travel costs, dates of travel and the fund code that travel will be charged to.  Submission of travel vouchers via the on-line system will resume on October 1.
2. All PCMS Cardholders:  The following cut-off dates must be strictly followed.  For  Field Office cardholders, all purchasing with the purchase card must be done by August 31, 2007.  Buy office supplies needed for this time period, but do not stockpile supplies.  For Area Offices and the State Office cardholders, all purchasing with the purchase card must be done by September 7, 2007.  If an emergency purchase is needed after the designated cutoff date, contact Janis Stanton, Contracting Office at 208-378-5710.  PCMS cardholders must complete their reconciliation of outstanding purchases by September 19, 2007.  Purchases that have not appeared in PCMS for reconciliation by September 19 need to reported to FNM in order to be reported as an accrual no later than close of business on September 20, 2007.  The attached Cardholder Accrual Summary form MUST be completed for all un-reconciled 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.  The FAX number is 208-685-6918.
3. Send all your invoices for payments, including SF-1164 (claim for reimbursement for expenditures on official business) to Mary Goode or Terry Sprague, by September 19.
4. If an emergency purchase, including  repairs to NRCS vehicles, must be made after September 7, contact Janis Stanton 208-378-5710.
5. Employees will be notified of their new  (FY08) travel authorization  numbers by October 5, 2007.

Questions regarding information provided in this bulletin should be directed to Mary Goode, Budget Officer at 208-378-5713.

/s/                                           
RICHARD SIMS                                         
State Conservationist               

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