Columbus Functional Training DFAS-JBE/CO
MOCAS PGI II For Reconciliation For training information, contact the Functional Training Office at:
[email protected]
CO-M43A Published June 2013
MOCAS PGI II for Reconciliation-Table of Contents ______________________________________________________________________________________
MOCAS PGI II Reconciliation • • • • • •
Overview ...................................................................................................... Preparation for the 7 Adjustment ................................................................. Establishing the CLIN Level Detail for CMI .............................................. Processing 7 Adjustment Documents .......................................................... Keying the 7 Adjustment ............................................................................. Closing Process ............................................................................................
1 3 7 11 19 27
Appendix - PGI II Job Aid and Forms • Overview ...................................................................................................... Appx 1 • PGI Job Aid.................................................................................................. Appx 2 • Training Exercise Form ............................................................................... Appx 3 • CAR Multipurpose Form ............................................................................. Appx 4 • Journal Voucher Authorization Form .......................................................... Appx 5 ______________________________________________________________________________________
June 2013
i
MOCAS PGI II Reconciliation Overview Introduction
The deployment of the Procedures, Guidance, and Information (PGI) Phase II (2) into MOCAS requires certain data to be processed (built) behind the scenes to allow for the Automatic Payment of Invoices (API). Since February 2011, MOCAS Contract Input personnel were required to locate and input the PGI codes from the contracts and modifications into MOCAS. However, the functionality behind the input of these codes did not occur until now. To obtain a favorable API rating will require a team effort. All stakeholders have a part in making this happen. The following is a summary of what needs to take place: − Accounts Payable (AP) (Entitlement) - needs to identify if the data needs to be built into MOCAS − Contract/Modification Input (CMI) - needs to build the required data into the system − MOCAS Reconciliation (RECON) - needs to perform the necessary audits and prepare the adjustment packages, and − Contract Close-Out (CAR) - needs to input these adjustments directly into MOCAS.
Purpose
The purpose of this course is to provide MOCAS personnel in RECON, CAR, and BALANCING with some of the tools they can use to perform the following necessary functions of • identifying the PGI clause(s) in the contract and • making the necessary adjustments to MOCAS. Continued on next page
1
Overview, Continued Learning objectives
In this guide
Upon the completion of this course the user will be able to: • use the data in SCRT to establish the obligated amounts of the CLINs • use the data in SCRT to determine the amounts disbursed • provide backup documents for the “7” adjustments, and • key in the “7” adjustments.
This guide contains the following topics: Topic Preparation for the 7 Adjustment Establishing the CLIN Level Detail for CMI Processing 7 Adjustment Documents Keying the 7 Adjustment Closing Process
2
See Page 3 7 11 19 27
Preparation for the 7 Adjustment Introduction
In order to track the obligations, disbursements, and Unliquidated Obligation (ULO) amounts at the CLIN level, the CLIN Detail Accounting Data needs to be input into MOCAS. Contract/Modification Input (CMI) will remove all necessary data from the fields that will prevent a payment from going API, except the MAN-RVU: 9. The MAN-RVU: 9 field requires further research to be removed. The area that researches and provides the data to be input into MOCAS by CMI should also include the information as to whether this code should be removed or not. CMI will also establish the CLIN Detail Accounting Data for the required PGI clauses (up to 30 modifications [mods] and 20 CLINS). If the contract has more than 30 mods and 20 CLINS a request is sent to the Reconciliation area to determine the data required for input. The CLIN Detail Accounting Data must be input into MOCAS before RECON can process a 7 adjustment.
When to process a 7 adjustment
The 7 adjustment is used to adjust the CLIN/ACRN DETAIL LEDGER only. It allows for the maintenance of the CLIN ULO when any of the following occur: • a contract has disbursements prior to the PGI conversion date • a voided check where only the ACRNS are adjusted • a PGI clause of 002-006 where a progress payment is processed against CLIN/ACRNs prior to conversion • a check is received and the adjustment did not post the CLINS • a Transfer-In that did not post at the CLIN level, and • there are transaction codes at the CLIN and/or ACRN level (such as a WIP, a Withhold, Transportation, for example). Note: A 7 adjustment is not required if the CLIN is used when processing an internal adjustment (JV-9) or and external adjustment (1081). Continued on next page
3
Preparation for the 7 Adjustment, Continued Getting started procedure
Step 1 2 3 4 5
Prior to performing a 7 adjustment, the Accounting Technician in RECON must ensure that the CLIN Detail Accounting Data has been input into MOCAS. Depending on the PGI code request use the steps below to determine what actions need to be taken. Action
Log into MOCAS. Select YCU2 > 5 > 12. Tab to All Database Records; “X” this selection. Tab to the PIIN: and enter the contract number. Tab to the SPIIN: field if applicable and insert the order number, and then press Enter. Determine the next step. IF at the… Contract Level (PGI 007-011) CLIN Level (PGI 002-006)
6
THEN… go to Step 6. go to Step 7.
Check the following at the Contract Level: • if the “Y’s” have been removed from the Provision Data screen (for all PGI codes 007-011) • that the correct PGI code is listed on the Provision Data screen (if applicable) • that the percentage rates are listed, if applicable • if the “MAN-RVU: 9” is still required, and • if the old pay instructions have been removed. Return the request to CMI if any corrections are needed. If no corrections, continue to Step 8. Note: Do not process any adjustments until all corrections have been processed.
Continued on next page
4
Preparation for the 7 Adjustment, Continued Getting started procedure (continued)
Step 7
Action Verify the following at CLIN Level: • the “Y’s” have been removed from all of the Line Item screens • the ACRN field reflects a “9’ or the proper ACRN assigned to that CLIN • the Type of Line code is reflected properly • the Finance Indicator field is marked correctly • the PGI code has been entered (exception is if the PGI code is 001, this field can be left blank, but must have an ACRN assigned), and • the financing rates are entered, if applicable. Return the request to CMI if any corrections are needed. If no corrections, continue to Step 8. Note: Do not process any adjustments until all corrections have been processed.
8
Use the table below as a guide to provide CMI the required information to establish the proper PGI record into MOCAS. PGI Codes CLIN 001 002 003 004 005 006* 007 008 009 010 011*
Information required ACRN OBL ULO
ACRN SEQ
* Allows the system to identify the funding on the ACRNS associated with the CLIN and Contract levels and prorate as applicable. 9
Forward completed information to CMI. Continued on next page
5
Preparation for the 7 Adjustment, Continued After establishment of record
Step 1 2 3
After CMI sends confirmation of the record establishment, follow the steps below to continue the preparation for the 7 Adjustment.
Action Ensure that the ACRN-SEQ numbers are on PGI codes 003 and 008. Pull the CLIN/ACRN DETAIL LEDGER (UYFA680A). Verify that the obligation amounts and the ULO amounts are the same. IF the amounts... are the same are NOT the same and the contract has less than 30 mods and 20 CLINs are NOT the same and the contract has more than 30 mods and 20 CLINs
6
THEN... go to page 11, Processing 7 Adjustment Documents. return to CMI for correction. proceed to the next page, Establishing the CLIN Level Detail for CMI.
Establishing the CLIN Level Detail for CMI Introduction
CMI has been instructed to send any contract with more than 30 mods and 20 CLINs to RECON. RECON in turn must then tell CMI technicians how to establish the CLIN Level Detail (CLD) record into MOCAS.
Obligation audit
Depending on the size of the contract involved an obligation audit must be performed to determine the amounts to be entered into MOCAS by the CMI technician. It is also a good to perform this audit to verify that the established amounts already input into MOCAS are correct.
Obligation audit procedure
Follow the steps below to provide the CLIN Level Detail amounts to CMI.
Step 1
Action Decide if a limited or full audit is required. IF a... limited audit is required full audit is required
2
THEN... perform an Excel audit using SCRT data. Go to Step 2. perform a Full audit in SCRT. Continue to Step 10.
Download the Obligation Detail data from SCRT using the Research > Research Compare or Research > Research Reports options.
Continued on next page
7
Establishing the CLIN Level Detail for CMI, Continued Obligation audit procedure (continued)
Step 3 4
Action Select the preferred Save As… option and access the Save As screen, shown in the next step. Perform the action for each field as listed in the table below the Save As screen example.
Field Save in: File name: Save as type: Encoding:
Action From drop-down menu choose the location/folder name where the file is to be stored. Name the file (for example, use the contract number or company name). From the drop-down menu choose Excel 8 (97/2000/XP/2003) with headers This field is grayed out once Excel is selected.
Example:
5
Click Save. Continued on next page
8
Establishing the CLIN Level Detail for CMI, Continued Obligation audit procedure (continued)
Step 6 7 8 9 10 11 12 13 14
Action Open Excel and locate the file name (saved in previous step). Double-click to open or highlight the file name and click Open. Verify all data was downloaded. Click in the upper left-hand corner of spreadsheet (right above the 1) to highlight the entire spreadsheet; then click Format > Auto Fit Column Width > SAVE. Pull the contractual documents required for the audit. Sort the downloaded data and perform the obligation audit if using Excel or input the obligation documents into SCRT. Balance the audit. Correct all imbalances between the audit and MOCAS prior to the 7 adjustment. Prepare a CAR Multi-Purpose (DFAS-CO Form 1023 or 44) form with the following information to be returned to CMI for input: PGI Codes CLIN
001 002 003 004 005 006 007 008 009 010 011
Information required OBL ULO
ACRN
ACRN SEQ
Note: The ULO at this stage should be the same as the obligated amounts. Continued on next page
9
Establishing the CLIN Level Detail for CMI, Continued Obligation audit procedure (continued)
Step 15
16
Action Forward the CAR Multi-Purpose form (see example below) and supporting documentation to CMI.
Compare the balances listed on the CLIN/ACRN DETAIL LEDGER (UYFA680A) against the total amounts on the obligation audit after the records are established in MOCAS. IF the amounts… balance (agree)
do not balance (disagree)
THEN prepare for… input into MOCAS. Continue to the procedure prior to the ULO adjustment, described on the next page. corrections and then input into MOCAS. Continue to the procedure prior to the ULO adjustment, described on the next page.
10
Processing 7 Adjustment Documents Introduction
The establishment of the CLIN Level Detail records into MOCAS allows for processing of the 7 Adjustments only if disbursements have been made. Once CMI has completed inputting the data into MOCAS, they should return the request back to RECON to have the ULO aligned with MOCAS.
Procedure prior to ULO adjustment
Step 1 2
3
Prior to preparing the documentation to adjust the ULO, the Accounting Technician should follow the steps listed below. Action
Review the request for accuracy. Pull a CLIN/ACRN DETAIL LEDGER (UYFA680A).
Verify that the Obligation amounts and the Unliquidated amounts are the same. IF amounts are... the same (at Contract Level) the same (at CLIN Level) not the same
THEN ... go to Step 4. go to Step 5. return the request back to CMI for corrections.
Continued on next page
11
Processing 7 Adjustment Documents, Continued Procedure prior to ULO adjustment (continued)
Step 4
Action Check MOCAS for the following at the Contract Level: • if the “Y’s” have been removed from the Provision Data screen (for all PGI codes 007-011) • if the correct PGI code is listed on the Provision Data screen (if applicable) • if the percentage rates are correct, if applicable, for contract level • if the “MAN-RVU: 9” is still required, and • if old pay instructions have been removed. Continue to the Disbursement Audit process on the next page.
5
Verify in MOCAS for the following at the CLIN Level: • the “Y’s” have been removed from all of the Line Item screens • the ACRN field reflects a “9’ or the proper ACRN assigned to that CLIN • the Type of Line code is reflected properly • the Finance Indicator field is marked correctly • the PGI code has been entered (exception is if the PGI code is 001, this field can be left blank, but must have an ACRN assigned), and • the financing rates are entered, if applicable. Continue to the Disbursement Audit process on the next page. Continued on next page
12
Processing 7 Adjustment Documents, Continued Disbursement Audit process
Step 1
After verifying data is correct in MOCAS, the disbursement audit needs to be completed in order to perform the 7 adjustments. Follow the steps below to perform the disbursement audit process.
Action Determine the type of disbursement audit. IF using... SCRT data downloaded into Excel SCRT full audit module
2 3 4 5 6 7 8
Download the Expenditure Detail data from SCRT using the Research > Research Compare or Research > Reports options. Follow Steps 3 through 9 from the Obligation audit on pages 8-9. Transfer obligation totals over to the disbursement worksheet. Sort the downloaded data. Use the automatic disbursement download in the full audit module to retrieve the disbursement data. Process the disbursements in SCRT or on the Excel spreadsheet. Analyze the data using the information in the table below. IF... adjustments are required to correct payment issues CLIN level adjustments are required prior to the processing of the 7 adjustment no corrections or adjustments are needed
9
10
THEN... go to Step 2. go to Step 6.
THEN... process the adjustments before performing the 7 adjustment. verify that the Station and MOCAS records both require this adjustment and proceed accordingly. proceed to Step 9.
Balance the audit by transaction codes. Note: Remember SCRT is not compatible with PGI and any adjustments should follow the PGI clause dictates. Forward for Review, Approval, and Processing of the 7 Adjustment per guidelines established by management. Continued on next page
13
Processing 7 Adjustment Documents, Continued Preparing the 1017-G (JV)
At this time SCRT cannot process the 7 adjustment into MOCAS. Therefore, the adjustment must be input directly into MOCAS. The 1017-G (JV) is the preferred document to use for input per DFAS management. The completion of this form for the 7 adjustment is a little different than for the normal use.
Preparing the 1017-G (JV) procedure
Follow the step below to complete the 1017-G (JV).
Step 1
Action Use the data from the Excel Disbursement audit totals by CLIN/ACRN/TC or the Reconcile > CLIN ULO Summary Report to complete the JV. See examples below.
Continued on next page
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Processing 7 Adjustment Documents, Continued Preparing the 1017-G (JV) procedure (continued)
Step 2
Action Obtain the other transaction codes balances from the RECONCILED ACRN ULO SUMMARY report.
Continued on next page
15
Processing 7 Adjustment Documents, Continued Preparing the 1017-G (JV) procedure (continued)
Step 3
Action Complete the top half of the Journal Voucher Authorization Form (1017-G) or JV.
DSSN
Fields
Information required Disbursing Station Symbol Number, Service, and MOC
J.V. No. Date
Note: Each Service requires a JV. Direct Batch ID # (the number used for input into MOCAS) Date sent for input
Columns Reference
Information required ACRN(s), Transaction Code(s) (if different from material)
Explanation
Debit Credit Total
Note: Must be split per Service. CLIN(s), Explanation for the adjustment, and Contract Number • CLIN must match with the ACRN in the Reference column • CLIN is not required if adjusting at the contract level The amount to be removed. The amount to be added. Input the total value of each column. Note: They do not have to equal Zero (0).
Continued on next page
16
Processing 7 Adjustment Documents, Continued Preparing the 1017-G (JV) procedure (continued)
Step 4
Action Complete the bottom half Journal Voucher Authorization Form (1017-G) or JV.
Fields Prepared by Title and Office Symbol Reviewed by Title and Office Symbol Approved by Title and Office Symbol Recorded by Title and Office Symbol
5
Information required Requestor name and date Self-explanatory Lead/Supervisor name and date Self-explanatory Lead/Supervisor name and date Self-explanatory MOCAS Direct Input Technician’s name and date Self-explanatory
Review the completed JV before forwarding for review.
Continued on next page
17
Processing 7 Adjustment Documents, Continued Preparing the 1017-G (JV) procedure (continued)
Step 6
Action Attach backup documents to the JV (using docuPrinter). Include the following: • Obligation/Expenditure Detail Reports (SCRT) • Obligation/Disbursement audit (Excel) • CLIN/ACRN DETAIL LEDGER (UYFA680A) • Contingency Liability Record (UYFA04) • Reconcile CLIN/ACRN and ULO Summaries (SCRT)
7
Forward the JV and supporting documentation for review and approval. Note: Follow the instructions per your management.
Reviewer and Approver Process
Management at the time of this training is still working through the review and approval workflow process. Follow these generic rules for the review and approval process until management provides additional instructions.
Step 1
Action Review all documents for accuracy. IF... correct incorrect
2 3
THEN... sign and date and include title and office symbol in the appropriate fields on the JV. Go to Step 2. annotate what needs to be corrected and return for correction.
Approve adjustment by completing the Approver fields on the JV. Forward adjustment for input into MOCAS.
18
Keying the 7 Adjustment Introduction
The processing of a 7 adjustment allows for a CLIN Level Detail (CLD) record’s ULO to be brought into alignment with the ULO that is in MOCAS at the contract or CLIN level. At this time this type of adjustment must be keyed directly into MOCAS under the disbursement and adjustment input module.
WARNING!!
This type of adjustment Does not impact the CLR Has no visibility on the MOCAS history, and Corrects the CLIN Level Detail records ONLY.
Preparing for Input into MOCAS
Depending on management decision on how this process is going to be tracked, the following should be used to prepare for the input into MOCAS. According to management CAR is the lead area for input (they must obtain access to perform this function) and Balancing is to support. Normally, when keying directly into MOCAS, it is divided into MOCs first and then services. The technicians upon receiving the requests must follow this process before inputting: 1. Review the JV for accuracy and all pertinent data. Check the following: a. DSSN and Service b. ACRN and Transaction Codes c. Explanation and Contract Number d. Amounts and Totals e. Signatures 2. Sort by regions a. North b. South c. West 3. Sort by services NORTH SOUTH WEST
Army/DLA 6422 6356 6469
Air Force 8560 8559 8541
Navy 8565 8558 8538
4. Batch multiple contract numbers by the criteria above. Continued on next page
19
Keying the 7 Adjustment, Continued Processing the Adjustment procedure
After the adjustments are sorted per the instructions provided on the previous page, the technician is ready to input the adjustments into MOCAS. Follow the steps below to process the adjustments.
Step 1 2
Action Log into the applicable MOCAS region. Select YCPM > 7 FINANCIAL DATA ENTRY MENU > 3 DISBURSEMENT DATA ENTRY MENU. The DISBURSEMENT DATA ENTRY MENU (UNAA23) screen is displayed.
3
Enter the number associated with the service in the FUNCTION: field. IF the FUNCTION is: 1 or 5 2 or 6 3 or 7 4 or 8
THEN go to Step… 5 9 9 10
Notes: Each number has a disbursement screen associated with that service. Functions 5, 6, 7, and 8 apply to foreign currency. Screen examples of these functions are not provided in this guide. 4
Create a unique BATCH-ID: and enter it into this field; press Enter. The screen associated with the FUNCTION: number is displayed. Note: The BATCH-ID: must be at least 6 characters long and should be made up of alphas and number. Continued on next page
20
Keying the 7 Adjustment, Continued Processing the Adjustment procedure (continued)
Step 5
Action Enter the data from the JV for the service chosen (Army in the example here) into the appropriate fields.
Field BATCH ID: RECORD NO: CONTROL: PIIN: SPIIN: DEPT CD: ACRN: CLIN/ELIN: CUST: YR: PRON: BUYER: FORCE-THRU IND: SHPMT-NO: VOUCHER-NO: PAR PAY NO: IBOP: CLCTN-CD: TP: DISB-AMT:
SUBT: REJECTED VOUCHER NO: DELETED RECORD?
Description Generated from Disbursement Data Entry Menu screen. System generated with the input. Leave this field blank. Contract Number Order Number if applicable. Must be 1 or 5. The ACRN being adjusted. The CLIN/ELIN being adjusted, if applicable. Leave this field blank. Leave this field blank. Leave this field blank. Leave this field blank. Enter a Y or leave blank. If provided or space through this field. If provided or create a voucher number. If provided or leave blank. Leave this field blank. Enter is shown or skip. MUST BE A 7. Enter the amount as shown. Whole amounts must add the zeroes; credits amounts use a minus sign (-) after the amount input. DO NOT USE COMMAS or DECIMALS. If provided or leave blank. Leave this field blank. Enter a Y or leave blank. Continued on next page
21
Keying the 7 Adjustment, Continued Processing the Adjustment procedure (continued)
Step 6 7
8
Action Press Enter after all data for the record has been input. View the message at the bottom of the screen to ensure the data was accepted.
Repeat the input process for all lines on the JVs in the batch. Continued on next page
22
Keying the 7 Adjustment, Continued Processing the Adjustment procedure (continued)
Step 9
Action Select FUNCTION: 2 or 3 on the DISBURSEMENT DATA ENTRY MENU (UNAA23), to display the AF/DLA DISBURSEMENTS (UNAA25) screen.
Field BATCH ID: RECORD NO: CONTROL: PIIN: SPIIN: DEPT CD: ACRN: CLIN/ELIN: IBOP COUNTRY CD: FORCE-THRU IND: SHPMT-NO: VOUCHER-NO: PAR PAY NO: IBOP: CLCTN-CD: TP: DISB-AMT:
SUBT: REJECTED VOUCHER NO: DELETE RECORD?
Description Generated from Disbursement Data Entry Menu screen. System generated with the input. Leave this field blank. Contract Number Order Number if applicable. Must enter 2, 3, 6, or 7. The ACRN being adjusted. The CLIN/ELIN being adjusted if applicable. Enter a Y or leave blank. If provided or space through this field. If provided or create a voucher number. If provided or leave blank. Leave this field blank. Enter is shown or skip. MUST BE A 7. Enter the amount as shown. Whole amounts must add the zeroes; credits amounts use a minus sign (-) after the amount input. DO NOT USE COMMAS or DECIMALS. If provided or leave blank. Leave this field blank. Enter a Y or leave blank.
Note: The same fields are required for DLA input. Continued on next page
23
Keying the 7 Adjustment, Continued Processing the Adjustment procedure (continued)
Step 10
Action Select FUNCTION: 4 on the DISBURSEMENT DATA ENTRY MENU (UNAA23) to display the NAVY DISBURSEMENTS (UNAA26) screen.
Fields BATCH ID: RECORD NO: CONTROL: PIIN: SPIIN: DEPT CD: ACRN: CLIN/ELIN: PAA/ACC: CNTRY_CD: FORCE-THRU IND: SHPMT-NO: VOUCHER-NO: PAR PAY NO: IBOP: CLCTN-CD: TP: DISB-AMT:
SUBT: REJECTED VOUCHER NO: DELETE RECORD?
Description Generated from Disbursement Data Entry Menu screen. System generated with the input. Leave this field blank. Contract Number Order Number if applicable. Must enter 4 or 8. The ACRN being adjusted. The CLIN/ELIN being adjusted if applicable. Enter alphanumeric data or leave blank. Enter alphas or leave blank. Enter a Y or leave blank. If provided or space through this field. If provided or create a voucher number. If provided or leave blank. Leave this field blank. Enter is shown or skip. MUST BE A 7. Enter the amount as shown. Whole amounts must add the zeroes; credits amounts use a minus sign (-) after the amount input. DO NOT USE COMMAS or DECIMALS. If provided or leave blank. Leave this field blank. Enter a Y or leave blank. Continued on next page
24
Keying the 7 Adjustment, Continued Processing the Adjustment procedure (continued)
Step 11
12
Action Verify the amount in the TOTAL DISB AMOUNT: field and the number in the TOTAL DISB RECORDS: field on the DISBURSEMENT DATA ENTRY MENU screen against the total on the JV or the totaled amount computed for all JVs in the batch.
Determine the next step. IF the totals… do not match match
THEN… go to Step 13. go to Step 14. Continued on next page
25
Keying the 7 Adjustment, Continued Processing the Adjustment procedure (continued)
Step 13
Action Reopen a batch by • entering a number in the FUNCTION: field • entering the BATCH ID: • compare data input against the JVs • locate and input missing record(s), if applicable • remove/delete any duplicate entries, if applicable, and • press Enter.
14
Close the batch by entering X in the FUNCTION: field and entering the BATCH ID: on the DISBURSEMENT DATA ENTRY MENU screen. Press Enter.
15
Ensure the system has accepted the data by the message located at the bottom of the DISBURSEMENT DATA ENTRY MENU screen.
16
Repeat Steps 1 through 15 for additional batches.
26
Closing Process Closing process for input technician
Step 1
2 3 4
The input technician should follow the steps below to complete the 7 Adjustment closing process from a keying perspective.
Action Complete the information on the JV.
Notify the requestor of the action taken. OA Index the completed form and supporting documentation into EDM. Work any rejects (see DP 301). Continued on next page
27
Closing Process, Continued Closing process for RECON
Step 1 2 3
The requestor must check the next day after the MOCAS cycle that all the adjustments posted correctly. The following steps are recommended until further instructions are given.
Action Pull a new CLIN/ACRN DETAIL LEDGER (UYFA680A). Pull a new CLR. Verify that the ULO on the CLR did not change. IF the amounts are... different from original CLR the same
4
Compare the CLIN Level Detail ULO balances to the balances of the disbursement audit. IF... all amounts are correct some amounts are different
no changes have occurred
5 6
THEN... research what caused the change and take appropriate action if required. go to Step 4.
THEN... all action is complete. • review the report to locate the differences • research to determine what corrections are needed if any • repeat the process until all amounts are correct • check the UYFA01 and UYFA02 report to see if adjustments rejected • determine reason for reject • perform corrective action if required, and • notify CAR/Balance with the batch number to be deflagged.
Repeat both closing processes again after the next day’s cycle. Close whatever tracking procedure is being used.
28
Appendix PGI II Job Aid and Forms Overview Introduction
This Appendix contains a job aid and forms used by RECON, CAR, and BALANCING in the process of • identifying the PGI clause(s) in the contract and • making the necessary adjustments to MOCAS.
In this appendix
This appendix contains the following topics: Topic PGI Job Aid Training Exercise Form CAR Multipurpose Form Journal Voucher Authorization Form
Appx 1
See Page Appx 2 Appx 3 Appx 4 Appx 5
PGI Job Aid Clauses
CLAUSE 252.204-0001
The table below lists the various PGI clauses and related information. TITLE Single Funding
FUNCTION Line Item Specific
Sequential ACRN Order
Line Item Specific Line Item Specific
204.7108(d)(1) 252.204-0002 204.7108(d)(2) 252.204-0003 204.7108(d)(3) 252.204-0004 204.7108(d)(4) 252.204-0005 204.7108(d)(5) 252.204-0006 204.7108(d)(6) 252.204-0007 204.7108(d)(7) 252.204-0008 204.7108(d)(8) 252.204-0009 204.7108(d)(9) 252.204-0010 204.7108(d)(10) 252.204-0011 204.7108(d)(11) 252.204-0012
Contracting Officer Specified ACRN Order by Fiscal Year
MOCAS CODE 001 Not input into MOCAS 002 003
Line Item Specific Line Item Specific Line Item Specific Contract-wide
004
Contracting Officer Specified Order
Contract-wide
008
by Fiscal Year
Contract-wide
009
by Cancellation Date
Contract-wide
010
Proration
Contract-wide
011
OTHER
Contract-wide
012 See Note 2
by Cancellation Date Proration Sequential ACRN Order
204.7108(d)(12)
005 006 007
Note 1: The DFARS PGI clauses end in a 4-digit code defining the clause. When input into MOCAS only the last 3-digits are used. Note2: If none of the eleven clauses are appropriate, the Contracting Officer may insert OTHER payment instructions to provide a significantly better reflection of how funds are to be expended in support of the contract performance and are agreed to by the Payment Office and the Contract Administration Office.
Appx 2
Training Exercise Form Form for Training
Below is the form used for MOCAS correction for PGI Clauses.
Training Exercise Form (only) PART 1 Admin Data (Entitlement) Requestor PIIN SPIIN PGI Code
Date Type of Financing Financing Rates Level (ACRN or CLIN)
PART 2 MOCAS corrections needed (Contract Input)
PART 3 Build PGI data (Contract Input) Contract Level CLIN
ACRN
Line Item(CLIN) Level
ACRN SEQ
FI:
CLIN
ACRN
ACRN SEQ
FI
RATE
PART IV Request for Adjustment (RECON)
EXAMPLE
Appx 3
ONLY
PGI
Amount
CAR Multipurpose Form Copy of the CAR Form 44 is below.
Form 44
CAR MULTIPURPOSE FORM PART ONE From:
Date:
To:
Contract Number:
Contractor:
Org:
ACO:
Part:
EDC:
Section:
ULO:
Amount Due Government:
CLIN
ACRN
Is WIP Included?
ACRN-SEQ
X Yes
Overage Date:
Overpayment on Contract Number: FI
RATE
PGI
OBL AMT
No
COMMENTS: Please, build the CLIN Level Detail for the above contract. See obligation worksheet attached.
Please complete Part 2 of this form and return to DFAS-RECON above suspense date. If additional information is needed, contact the undersigned at AV. 791-XXX; 4A075. WEST RECON TECHNICIAN________________________________.
TO: DFAS-COResponse: Action Taken as Requested
Signature
PART TWO Date:
Other (please explain)
AV.:
DFAS-CO-FM 44 Nov 96 EWF Rev
Appx 4
Journal Voucher Authorization Form 1017-G or JV
A copy of the JV is shown below.
Optional Form 1017 G (9-79) Title 7, GAO Manual 501017-810
JOURNAL VOUCHER AUTHORIZATION FORM
REFERENCE
EXPLANATION
DSSN
___________________
J. V. No. Date
___________________ ___________________
DEBIT
CREDIT
Total
Prepared by:
Reviewed by: (Signature and Date)
(Signature and Date)
(Title and Office Symbol)
(Title and Office Symbol)
Approved by:
Recorded by (Signature and Date)
(Signature and Date)
(Title and Office Symbol)
(Title and Office Symbol)
Appx 5
DFAS Training Evaluation Form Please help us improve the training by responding to our brief survey below. Course Title Start Date Location Instructor 1 Instructor 2
LEARNING EFFECTIVENESS 1. 2.
Strongly Agree --------Strongly Disagree 5 4 3 2 1 I learned new knowledge and skills from this training. Rate your INCREASE in skill level or knowledge of this content before versus after the training. A 0% is no increase and a 100% is a very significant increase. 100% 90% 80% 70% 60% 50% 40% 30% 20% 10% 0%
JOB IMPACT 3. 4.
Strongly Agree --------Strongly Disagree 5 4 3 2 1 What percent of your total work time requires the knowledge and skills presented in this training? Check only one. 100% 90% 80% 70% 60% 50% 40% 30% 20% 10% 0% I will be able to apply the knowledge and skills learned to my job.
BUSINESS RESULTS 5. 6. 7.
8.
Strongly Agree --------Strongly Disagree 5 4 3 2 1 This training will improve my job performance. Given all factors, including this training, estimate how much your job performance related to the subject matter will improve. 100% 90% 80% 70% 60% 50% 40% 30% 20% 10% 0% Based on your response to the prior question, estimate how much of the improvement will be caused by this training. (For example if you feel that half of your improvement is caused by the training and half of your improvement is caused by non-training factors, enter 50% here.) 100% 90% 80% 70% 60% 50% 40% 30% 20% 10% 0% This training will have a significant impact on: (check any that apply) improving quality/accuracy increasing productivity increasing employee satisfaction decreasing costs increasing customer satisfaction improving timeliness improving business practices improving reliability
RETURN ON EXPECTATIONS 9.
This training was a worthwhile investment in my career development.
10. This training was a worthwhile investment for DFAS.
Strongly Agree --------Strongly Disagree 5 4 3 2 1 5 4 3 2 1
COURSEWARE 11. On-the-job application of each training objective was addressed. 12. If applicable, the prerequisite requirements and advance preparation materials were appropriate. 13. The scope of the material was appropriate to meet the training objectives. 14. The time allotted to the course was appropriate to meet the training objectives. 15. The material was organized logically. 16. The information in the materials was accurate and up-to-date. 17. The examples presented helped me understand the content. 18. If applicable, the audio and video materials helped me understand the content. 19. The participant materials (manual, presentation, handouts, etc.) will be useful on the job. 20. Overall, the courseware met my needs.
Strongly Agree --------Strongly Disagree 5 4 3 2 1 5 4 3 2 1 5 4 3 2 1 5 4 3 2 1 5 4 3 2 1 5 4 3 2 1 5 4 3 2 1 5 4 3 2 1 5 4 3 2 1 5 4 3 2 1
INSTRUCTOR (Complete questions 21-26 only if the course was instructor-led.) 21. The instructor(s) was/were knowledgeable about the subject. 22. The instructor(s) was/were prepared and organized for the class. 23. Participants were encouraged to take part in class discussions. 24. The instructor(s) was/were responsive to participants’ needs and questions. 25. The instructor’s energy kept the participants actively engaged. 26. Overall, the instructor(s) was/were very effective.
Strongly Agree --------Strongly Disagree 5 4 3 2 1 5 4 3 2 1 5 4 3 2 1 5 4 3 2 1 5 4 3 2 1 5 4 3 2 1
ENVIRONMENT 27. The physical environment was conducive to training.
Strongly Agree --------Strongly Disagree 5 4 3 2 1
What about this training was most useful to you?
What about this training was least useful to you?
How can we improve the training to make it more relevant to your job?
If you feel you will be successful in applying this training please provide a few examples of how you will apply it.
Additional Comments/Suggestions:
