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FMSD Disbursing Agent Training

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Presentation on theme: "FMSD Disbursing Agent Training"— Presentation transcript:

1 FMSD Disbursing Agent Training
United States Army Financial Management Command (USAFMCOM) Operational Support Team Updated 2 April 2014

2 agenda Action, Condition, Standard
Module 1 – Transfer of Accountability (TOA) Module 2 – DDS Transactions Advance A Cashier Update Warm/Hot List from ECC AKO page Add a Line of Accounting Upload an APC file Edit a Default Line of Accounting Voucher Series Setup Clear A Non-Sufficient Funds Check Cash Received from Bank

3 agenda Module 3 – Limited Depositary Account (LDA)
Add an LDA Add Funds to an LDA Cash Withdraw from an LDA Post a Payment to an LDA Post Interest/Service Charges to an LDA Reconcile an LDA Module 4 – Close Business Day Approve a Batch in OTCnet Acknowledge a Batch in OTCnet (Offline) Confirm Cashier’s 1081 Create Deposit Ticket for Sales Retrieve OTCnet Deposit Ticket for checks

4 agenda Download Voucher Report in CIR
Create Deposit Ticket in DDS for Checks Create Debit Voucher for Loads Print Voucher Control Log Create DA 1081/Finalize DA 2665 Create MILPAY Interface File Create/Retrieve RFT Create an Export Close of Day Sequence/Checklist

5 agenda Module 5 – Create an FMST Site Module 6 – System Access Request
Module 7 – OTCnet System Administration Module 8 – Physical Security/ECC Forms Module 9 – Contact Information

6 ACTION, CONDITIONS, STANDARD
ACTION: Perform Disbursing Agent operations utilizing the functional financial systems within disbursing. CONDITION: You have a requirement to perform disbursing operations with a computer loaded with the Deployable Disbursing System (DDS) software, EagleCash (EC) software, and Over The Counter Channel Application (OTCnet) software. The user will have access to the DoDFMR Volume 5, DDS Manual, EC Manual, OTCnet Manual, local standard operating procedures, standard office supplies, and equipment. STANDARD: The students will have successfully conducted Disbursing Agent functions within DDS, EC, and OTCnet, and receive a GO on the following actions: 1. Properly open daily business. 2. Set-up user IDs and Profiles in DDS, EC/SVC 3. Properly advance/clear agent funds. 4. Properly close daily business in DDS, EC/SVC, and OTCnet. 5. Properly complete end of day reports.

7 MODULE 1 – TRANSFER OF ACCOUNTABILITY

8 STEPS TO TAKE DURING A TOA
Verify funds with subagents Verify batch list for checks on hand that have not been deposited Verify loss of funds (DDS Balance vs. DD2667) and supporting documentation Verify Non Sufficient Funds (NSF) checks and supporting documentation Both DA’s verify funds Create new DA and vault code Conduct vault-to-vault transfer New DA confirms vault transfer DA closes DD Form 2665 DA does a “blank” RFT to the DDO 8

9 STEPS TO TAKE DURING A TOA
Ensure a good left seat/right seat ride is conducted. Vault combinations, access codes, keys and access rosters MUST be changed the same day the vault to vault is conducted. Inactivate all outgoing unit’s users in DDS Ensure all passwords/User IDs are granted prior to outgoing unit’s departure (OTCnet, DDS, Corps2 Server, ITS.gov, FRB ). Update and sign DA Form 3161 for FRB equipment and forward to USAFMCOM/ FRB. Obtain all current SOP’s, Policy Letters, and Internal Control Inspection Checklists. 9

10 CHANGING THE BUSINESS DAY
After a business day is closed, DDS will prompt the DA to set the current business day after logging in the next time. Ensure both the calendar date and current business date are the same. If a DA needs to open another day for the same business date, use the drop down to select the appropriate letter.

11 EXCHANGE RATE SETUP Enter the day’s FC exchange rates here and they will appear in the grid below Note: click print button to generate “exchange rate sheet” (see next slide) This is the 3 or 5 day rate obtained from ITS.gov (FTF operations) The downloaded rate file form ITS.gov can now be uploaded Accommodation rate is used to calculate FC amounts on accountability reports, vouchers or outgoing exchange transactions. Prevailing (a.k.a reconversion) rate is used to calculate FC purchases (e.g., when a cashier receives foreign currency in exchange for US currency). Official rate is used to calculate the U.S. dollar value of Limited Depositary Accounts (LDAs) and checks written from LDAs. Average rate is used when the disbursing office uses the same exchange rate for all foreign currency transactions. Rate utilized for foreign currency ITS.gov payments. Usually not the same rate as any of the previous rates. Daily rates must be input and saved for all Currency codes (if applicable) 11

12

13 VAULT INFO Vault Info or Vault Ledger – Allows users with “Maintains Vault” or “System Admin” privileges to view the denominational breakdown of U.S. and Foreign Currency (FC) in the vault. After selecting vault code, click print to print the complete vault ledger, US, FC, LD, etc.

14 AGENT INFO Agent Info – Lists all agents with funds
outstanding and their balances as of the last DD Form 1081.

15 ADD USERS TO DDS - ADMINISTRATOR
Admin User

16 ADD USERS TO DDS - DISBURSING AGENT
Disbursing Agent User 16

17 ADD USERS TO DDS - CERTIFIER
Certifier User

18 ADD USERS TO DDS - CASHIER
Cashier User Must pay special attention to the interface user IDs for OTCnet and EC. 18

19 VAULT-TO-VAULT (V2V) TRANSFER
(1 of 4) Once the DA user is created in DDS there are 3 additional steps to complete the V2V. 1. Establish a new vault (inactive). 2. Print vault ledger, then transfer (V2V) funds to new user. The new user will verify amount against the DD Form 1081. 3. The new user will accept funds via vault to vault in DDS. Select the User Id created for the new DA The “Vault Code” will be new DA initials (first/last name). Check the “Inactive Vault” box. Only one vault can be active at a time at a remote site. Enter a description of the new DAs vault. Select save.

20 VAULT-TO-VAULT (V2V) TRANSFER
(2 of 4) After vault setup, outgoing DA will transfer funds to new DA. Select receiving user ID, Issuer vault code, and “Full” for type of advance. All funds and documents outstanding under outgoing DA will transfer over to new DA. Select save. A window with the V2V 1081 will appear. DA will print form.

21 VAULT-TO-VAULT (V2V) TRANSFER
(3 of 4) The old and new DA will verify the funds in the vault against the ledger and the V2V 1081. Once vault has been verified, the new DA will log in and accept the funds. The vault will automatically switch from the out-going to the incoming DA (switch the activation between DAs) The new DA will select the correct vault code under the “Receiver Vlt Code” and then “confirm.”

22 VAULT-TO-VAULT (V2V) TRANSFER
(4 of 4) The new DA will denominate the funds received according to the bills on-hand (on ledger or V2V 1081).

23 FINALIZE THE DD 2665

24 OFFICE SETUP The DA must change the office name once their unit has taken over, or the location of the Finance Office changes.

25 CHANGE DISBURSING OFFICER
When the FMSU Disbursing Officer goes through a Transfer of Accountability the DA will have to update their database with the new information. DO NOT MAKE THIS CHANGE UNLESS INSTRUCTED TO DO SO BY THE DDO

26 REMOTE FILE TRANSFER (RFT) – “BLANK”
1 of 3 Once “New” is selected, a window will appear with two tabs. DDS defaults to the “Create Data Disk for Transfer.” Select the appropriate “Site Id” that DDS should be transferring to. Select “OK” to generate the RFT file.

27 REMOTE FILE TRANSFER (RFT) – “BLANK”
(2 of 3) Once generated, the remarks window will state that the file has been created, and the “Transfer to storage” button will become enabled. Select the “Transfer to storage” button, and place in the folder where the RFT files will be maintained.

28 REMOTE FILE TRANSFER (RFT) – “BLANK”
(3 of 3) Take note of the RFT number as this will be needed later

29 MODULE 2 – DDS TRANSACTIONS

30 ADVANCE A CASHIER (1 of 4) Ensure agent has been created in DDS.
Select the cashier to be advanced.

31 ADVANCE A CASHIER (2 of 4) Once the user ID has been selected, their name and advance will automatically populate. Select the currency to advance, (block 2 – US/ block 3 – FC). Once selected, another window will appear. Click the vault icon to denominate from the DA’s vault.

32 ADVANCE A CASHIER (3 of 4) The DA will denominate the
currency advanced. Once denomination is complete, select “ok.” Once selected, a window will appear stating the amount pulled from the DAs vault. Select “ok.”

33 ADVANCE A CASHIER (4 of 4) Advance amount will now populate the DD Form 1081. Click block 12 to update the total accountability for the cashier. Print 2 copies of the 1081, DA and Cashier sign both and each keep a copy.

34 ADD A LINE OF ACCOUNTING
**If the DA receives an LOA that is not in DDS the LOA must verified with the RM that issued the LOA that it is a valid LOA, if valid, the DA must add it. Select the “add” record button. Once selected, a blank line will appear. The DA will need to complete the LOA with a min. of “FY”, “APC”, and “FSN.” If the DA has more information, then it should be added at that time. Once all of the information has been entered, the DA will select the “save” key.

35 UPLOAD AN APC FILE (1 of 2) Once the APC file has been received from DFAS-Rome, the new APCs will have to be uploaded into DDS. The new APCs should be received at the beginning of the FY. Click upload Click cancel when the warning about the purge pops up. Select your DPI code for your site. 35

36 UPLOAD AN APC FILE (2 of 2) Select “begin upload.”
A window will appear stating to update the Stock Fund assignments, select “ok.” Once complete, the “done” key will become enabled. Select “done” and the APC window will refresh with the new list of APCs. Click “OK” to update stock funds Once the APC window appears, select the folder where the file is stored. Select the file, and open. Select “yes” to overwrite the old records.

37 EDIT A DEFAULT LOA Each Component of each branch, enlisted and officer have their own LOA for military payments. These need to be updated at the beginning of each FY DA will select the “edit” key and change the FY. Click “save” after each line is updated.

38 VOUCHER SERIES SETUP The DA will reset their voucher numbers at the beginning of each FY once confirmation has been received from the DDO. The “Reset Series” button will clear out the vouchers for a specific set. The “Reset All” button will clear all the vouchers in the system. (BE CAREFUL)

39 NON-SUFFICIENT FUNDS (NSF) CHECK
Clear NSF Check Advanced From The DDO To DA (1 of 3) STEP 3 STEP 1 STEP 2 STEP 2a

40 NON-SUFFICIENT FUNDS (NSF) CHECK
Clear NSF Check Advanced From The DDO To DA (2 of 3) Ensure the “receipt requested” box is checked. This receipt is important in case the NSF is later collected from their pay.

41 NON-SUFFICIENT FUNDS (NSF) CHECK
Clear NSF Check Advanced From The DDO To DA (3 of 3)

42 CASH RECEIVED FROM BANK
(1 of 2) Cash Received from Bank – Allows users to process cash received from bank into the accountability based on a previously prepared check, EFT or cash (exchange for a different currency) (AAFES/Postal Change). Amount/denominations you are giving out i.e. AAFES requests 100 $1 bills

43 CASH RECEIVED FROM BANK
(2 of 2) Amount/denominations you are receiving i.e. AAFES requests 100 $1 bills and gives you 1 $100 bill.

44 MODULE 3 - LIMITED DEPOSITARY ACCOUNT (LDA)

45 LIMITED DEPOSITARY ACCOUNT (LDA)
Add A Limited Depositary Checking Account (LDA) (1 of 4)

46 LIMITED DEPOSITARY ACCOUNT (LDA)
Add A Limited Depositary Checking Account (LDA) (2 of 4) Since the LDA is set-up based on an existing currency, all entries should match except for the currency code, transaction type (check, cash, EFT) and printed by (other).

47 LIMITED DEPOSITARY ACCOUNT (LDA)
Add A Limited Depositary Checking Account (LDA) (3 of 4) The exchange rate should be the same as the currency the LDA was built on. The denominations will be set-up the same as the currency the LDA was built on.

48 LIMITED DEPOSITARY ACCOUNT (LDA)
Add A Limited Depositary Checking Account (LDA) (4 of 4) The banking information should be exactly the same as listed on the bank statement. Ensure the FC gains/losses are set according to the correct DSSN. The last action will be to save the LDA information.

49 LIMITED DEPOSITARY ACCOUNT (LDA)
Add Funds To An LDA (1 of 2) DDO will contact local bank and have funds transferred from their LDA to the DA’s LDA. The DDO will then advance the DA the LDA withdrawal in the LDA currency on a DD 1081. The DA will accept the advance and then create a deposit ticket to the LD Account using the LDA currency. STEP 4 STEP 1 STEP 5 STEP 2 STEP 3 STEP 7 STEP 6 STEP 8

50 LIMITED DEPOSITARY ACCOUNT (LDA)
Add Funds To An LDA (2 of 2) The currency deposited will be pulled from the vault where the LDA currency was placed.

51 LIMITED DEPOSITARY ACCOUNT (LDA)
Cash Withdraw from An LDA (1 of 2) **Note - For local withdrawal’s only. ** When needing local currency from the bank, the DA will select LDA Cash Withdrawal from the LDA. The DA will select the LDA account where the money is being pulled from. The currency will be placed in the vault as the actual on hand.

52 LIMITED DEPOSITARY ACCOUNT (LDA)
Cash Withdrawal From An LDA (2 of 2)

53 LIMITED DEPOSITARY ACCOUNT (LDA)
Post A Payment To An LDA (1 of 3) STEP 10 STEP 1 STEP 2 STEP 3 STEP 12 STEP 6 STEP 4 STEP 6a STEP 7 STEP 7a STEP 5 STEP 8 STEP 11 STEP 9 STEP 13

54 LIMITED DEPOSITARY ACCOUNT (LDA)
Post A Payment To An LDA (2 of 3) STEP 1 STEP 2 STEP 3

55 LIMITED DEPOSITARY ACCOUNT (LDA)
Post A Payment To An LDA (3 of 3) STEP 4 STEP 4a Once the bank issues the check to the vendor, the DA will contact the bank to find out what check number was used and reconcile the payment. STEP 7 STEP 5 STEP 6

56 LIMITED DEPOSITARY ACCOUNT (LDA)
Post Interest/ Service Charges To An LDA (1 of 3) STEP 6 STEP 1 STEP 7 STEP 2 STEP 2a STEP 4 STEP 3 STEP 8 STEP 5

57 LIMITED DEPOSITARY ACCOUNT (LDA)
Post Interest/ Service Charges To An LDA (3 of 3) Service Charges will be processed on an SF 1034. Interest will be processed on a DD Form 1131.

58 LIMITED DEPOSITARY ACCOUNT (LDA)
Reconcile An LDA SF 1149 (1 of 3) STEP 1 STEP 2 STEP 3 STEP 4 STEP 5

59 LIMITED DEPOSITARY ACCOUNT (LDA)
Reconcile An LDA SF 1149 (2 of 3) STEP 6 Lines 12 and 18 must be in balance to finalize STEP 7 STEP 8 STEP 9

60 LIMITED DEPOSITARY ACCOUNT (LDA)
Reconcile An LDA SF 1149 (3 of 3) STEP 10

61 MODULE 4 – CLOSE BUSINESS DAY

62 STEPS TO TAKE WHEN CLEARING A CASHIER
Have the supervisor/certifier review all paperwork to ensure that it is filled out correctly Verify cashier’s OTCnet batch list against their DD 2664, CCV’s and trial DD 2665, once verified have the supervisor approve/upload the cashier’s batch Ensure cashier returns all checks to the DA on the DD 1081 Verify the load report and sales receipts match the DD 2664 and trial DD 2665 Verify the DD 117 and DD for all local pays to ensure amounts match the DD 1081 and DD 2665 Count the cashier’s money and verify that the amount on hand or turned in matches the DD 1081 and DD 2665 Ensure the cashier places their TR file for all ECC transactions in the shared folder IF ANY AMOUNT DIFFERS DO NOT ACCEPT THE CASHIER’S DD 1081 OR CLOSE THEIR DD 2665! 62

63 OTCnet APPROVE A BATCH CCS (Disbursing Agent or Certifier Use Only) (1 of 4) 63

64 OTCnet APPROVE A BATCH CCS (Disbursing Agent or Certifier Use Only) (2 of 4) From the View Checks page, click the Item ID of each scanned check to verify details 64

65 OTCnet APPROVE A BATCH CCS (Disbursing Agent or Certifier Use Only) (3 of 4) 65

66 OTCnet APPROVE A BATCH CCS (Disbursing Agent or Certifier Use Only) (4 of 4) Confirm that the batch list has been printed. The batch list will serve as negotiable instruments until cleared with a Deposit Ticket from OTCnet. 66

67 OTCnet UPLOAD A BATCH OFFLINE
CCS (Disbursing Agent or Certifier Use Only) (1 of 2) Uploading a batch can only occur when a batch is in “Approved” status.

68 OTCnet UPLOAD A BATCH OFFLINE
CCS (Disbursing Agent or Certifier Use Only) (2 of 2) As this process communicates with the OTCnet server, the Offline application will prompt the CCS to enter his/her Online password

69 OTCnet ACKNOWLEDGE A BATCH OFFLINE
CCS (Disbursing Agent or Certifier Use Only) (1 of 2)

70 OTCnet ACKNOWLEDGE A BATCH OFFLINE
CCS (Disbursing Agent or Certifier Use Only) (2 of 2) As this process communicates with the OTCnet server, the Offline application will prompt the CCS to enter his/her Online password The Acknowledge Batch Confirmation page appears with the batch details of which batches successfully / failed to upload. Click “Return Home”

71 CONFIRM CASHIER’S DD 1081 (1 of 3) STEP 2 STEP 1

72 CONFIRM CASHIER’S DD 1081 (2 of 3) STEP 3a STEP 3b STEP 3c STEP 3d
STEP 3e

73 CONFIRM CASHIER’S DD 1081 (3 of 3)
Verify that all negotiable instruments for the day are showing against the batch list. Click on “OK.” STEP 4

74 finalize CASHIER’S dd 2665 The cashier should NEVER finalize.
The DA should always finalize for the cashier (just before the DA finalizes their DD 2665). The DA will always choose “Ignore.” The DA will print and replace the cashier’s trial DD Form 2665.

75 CREATING THE SF 215 DEPOSIT TICKET FOR SALES
Deposit will be processed once all cashiers have closed for the day. Deposit ticket number comes from your excel spreadsheet Always print and then generate to XML in DDS** The .XML will be submitted to FRBB**

76 RETRIEVE THE OTCnet DEPOSIT TICKET
SF 215 (1 of 2) The CCS must have MVD Viewer or Reports Viewer in order to access the “Reports” tab in OTCnet. 76

77 RETRIEVE THE OTCnet DEPOSIT TICKET
SF 215 (2 of 2) Deposit Tickets in OTCnet are only accessible for 45 days. 77

78 COLLECTION INFORMATION REPOSITORY (CIR)
The Collection Information Repository (CIR) is an FMS-wide transaction broker, data warehouse, and reporting solution that provides Trading Partners and the Financial Management Service (FMS) with a single touch point to exchange all financial transaction information across all collection systems. Transactions reported by financial institutions and FRB’s are available in CIR within 1 or 2 days after reporting by the depositary Use of CIR as a tool for reconciliation is mandatory for all disbursing offices within the Department of Defense CIR will report all Debit Vouchers and Deposit Tickets for all OTCnet (NSF checks and transmitted batches) and ECC transactions (Loads and Sales)

79 LOGIN TO CIR https://www.trs.fms.treas.gov

80 DOWLOAD A VOUCHER REPORT IN CIR
(1 of 7) Select Reports

81 DOWLOAD A VOUCHER REPORT IN CIR
(2 of 7) Select Document List Click Public Folders

82 DOWLOAD A VOUCHER REPORT IN CIR
(3 of 7) Double-click Agency Reports Click the forward arrow to go to page 2

83 DOWLOAD A VOUCHER REPORT IN CIR
(4 of 7) Double-click Voucher Report Window will default to “Previous Business Day” Click Refresh Values to change, you can then select the timeframe to search. Use arrow buttons to add and remove

84 DOWLOAD A VOUCHER REPORT IN CIR
(5 of 7) Select “One or More ALC’s…” Only your ALC (DSSN preceded by 0000) should be available Highlight your ALC then click the arrow to move it to the next box. Follow the same steps as above for “Select an ALC Group…” and ensure “Individual ALCs shows” Click Run Query

85 DOWLOAD A VOUCHER REPORT IN CIR
(6 of 7) Click on the debit voucher or deposit ticket you want to review

86 DOWLOAD A VOUCHER REPORT IN CIR
(7 of 7) Debit Voucher or Deposit Ticket Number Date of Deposit Transaction type: Debit Voucher or Deposit Ticket FRB Reporting Transaction Transaction Amount “red” denotes a negative amount Agency Location Code (ALC)

87 CREATING THE DEPOSIT TICKET FOR CHECKS
A deposit ticket for checks will ONLY be done after a deposit ticket for that batch is posted in OTCnet and CIR. Use the deposit ticket number and date from the deposit ticket posted in OTCnet. Select “attach checks” and select the appropriate checks for that deposit ticket

88 CREATING THE SF 5515 DEBIT VOUCHER FOR LOADS
Debit voucher will be created once all cashiers have closed for the day. Debit voucher number comes from your excel spreadsheet **Always print and then generate to XML in DDS** The .XML will be submitted to FRBB**

89 VOUCHER CONTROL LOG (DD 2659)
The Voucher Control Log is used to list ALL vouchers in voucher number order for the entire site ID. FMST users must print their own DD Form 2659.

90 DA’S RETURN DD 1081 All agent’s outstanding 1081’s must be confirmed before the DA can create their 1081. The DA must count their vault and balance against the DDS vault ledger. The DA should NEVER return all of their US or FC unless the site is being closed down for good.

91 FINALIZE THE DD 2665 The DA must finalize all agent’s 2665’s prior to finalizing theirs. It should only be finalized after completing the DD Form 1081. If it is finalized prior to, the DA will not be able to forward the day’s business to the DDO without first opening a new business day.

92 CREATE THE MILPAY INTERFACE FILE
This process can only be performed by the DA after the business date is closed, but before opening the next business date, otherwise the “Milpay Interface” tab will be disabled. Input Source code and Cycle number come from Pay Support. For FMST missions, the cashier must create the file once the business day has been closed.

93 REMOTE FILE TRANSFER (RFT)
(1 of 2) DDS defaults to the “Create Data Disk for Transfer.” Select the appropriate “Site Id” that DDS should be transferring to. Select “OK” to generate the RFT file. Select “Yes” to transfer to another site.

94 REMOTE FILE TRANSFER (RFT)
(2 of 2) Message will appear if no 1081 was done Once generated, the remarks window will state that the file has been created, and the “Transfer to storage” button will become enabled. Select the “Transfer to storage” button, and place in the folder where the RFT files will be maintained.

95 RETRIEVE AN RFT (1 of 2) Click the “Retrieve Data From Disk” tab.
Click “Transfer in File” to bring the file in. Select the location of the RFT.

96 RETRIEVE AN RFT (2 of 2) Once the file has been brought in, select “Ok” to upload the file into DDS. Once uploaded, the DA will be able to accept the DD Form **The RFT may have only admin data, and no DD Form 1081.**

97 CREATE AN EXPORT (1 of 2) The password is “TEST01” and all other information should already be prefilled.

98 CREATE A EXPORT (2 of 2) Browse to the location you would like to save the export. An export should be done at least DAILY

99 CLOSE OF DAY SEQUENCE FROM DA TO DDO - EXAMPLE
DD Form 1081 (with RFT # in upper right hand corner) DD Form 2665 Deposit Ticket for OTCnet DDS Deposit Ticket DDS Check Listing OTCnet Deposit Ticket Batch-List Deposit Ticket for EagleCash DDS Sales Listing Sales Reports

100 CLOSE OF DAY SEQUENCE FROM DA TO DDO - EXAMPLE
Debit Voucher for EagleCash DDS Debit Voucher DDS Load Listing Load Reports DD Form 2659 (Collections) All DD Forms 1131’s in voucher number order DD Form 2659 (Disbursements) All Disbursements in voucher number order DD Form 117 with DD Forms DD Forms 1034 OF 1017-G (if any on hand)

101 END OF DAY CHECKLIST - EXAMPLE
Ensure Batch-Lists have been verified, uploaded and acknowledged for each cashier. Clear cashier’s daily business. Ensure all documents are signed, and all dollar amounts are accurate. Confirm DD Form 1081 and finalize DD Form 2665. Ensure all TR files have been created and posted to EC-AKO (cashier and kiosk). Ensure Deposit Ticket from OTCnet has been printed and processed within DDS. Ensure deposit ticket for ECC sales was created in DDS and the next available number from the FRBB deposit ticket log was utilized. Ensure debit voucher for ECC loads was created in DDS and the next available number from the FRBB debit voucher log was utilized. Process Military Payment Interface file and forward to Military Pay on a TL along with copies of the DD Forms 117 with supporting DD Form

102 END OF DAY CHECKLIST - EXAMPLE
Print DD Form 2659. Print vault ledger and verify funds currently on hand. Create, save and print DD Form 1081 to turn-in DA daily business to the DDO. Finalize and print DD Form 2665. Create a Remote File Transfer (RFT). Conduct a DDS back-up daily. Put daily business in order according to the DDO. Ensure all documents are complete and signed. Write RFT # in upper right corner on DD Form 1081. Scan daily business and forward to DDO clearing cell. Turn in original documents weekly or as directed by the DDO.

103 MODULE 5 – CREATE AN FMST SITE

104 CREATE AN FMST SITE – CREATE NEW SITE
(1 of 12) Ensure to uninstall and reinstall DDS on the FMST laptop

105 CREATE AN FMST SITE – ADD USERS TO NEW SITE
(2 of 12) Example of admin Example of a certifier Example of a cashier

106 CREATE AN FMST SITE – VOUCHER SERIES SETUP
(3 of 12) The DA must identify how many vouchers of each “Voucher Series” that will be given to the FMST site.

107 CREATE AN FMST SITE – CREATE EXPORT FILE
(4 of 12) The DA must be completely out of DDS in order to create an EXPDAT file.

108 CREATE AN FMST SITE – CREATE Export FILE
(5 of 12) The DA must select the main site. Do not select the site that has not been created yet. Use the DA’s user code and password

109 CREATE AN FMST SITE – CREATE EXPORT FILE
(6 of 12)

110 CREATE AN FMST SITE – CREATE EXPORT FILE
(7 of 12)

111 CREATE AN FMST SITE – LOAD EXPORT FILE ON FMST
(8 of 12) The DA will take the file created, “EXPDAT.DDZ” and place it on the desktop of the FMST computer.

112 CREATE AN FMST SITE – LOAD EXPORT FILE ON FMST
(9 of 12) User Code is “DDS” Password is “??????”

113 CREATE AN FMST SITE – LOAD EXPORT FILE ON FMST
(10 of 12) The DA must choose option 2, “office set-up,” then select edit, and save. This will open a business day.

114 CREATE AN FMST SITE – LOAD EXPORT FILE ON FMST
(11 of 12) If a window appears stating that the business day must be opened first, then the user did not select edit and save. A window will appear to open the business day. Once entered, the user will enter the current exchange rate.

115 CREATE AN FMST SITE – LOAD EXPORT FILE ON FMST
(12 of 12) Click the “data load” button Click “DD2665 Report.” button This will finalize the FMST site’s daily business and require the user to open a new business day.

116 MODULE 6 – SYSTEM ACCESS REQUEST

117 OTCnet DD Form 2875 Access Request Form
Form must be submitted through the deployed FMSU (DDO/DO) to the FMSC (LSA). The FMSC (LSA) will create the user in ITIM. The FMSC (LSA) will forward access to Soldier. Most common access requests: CCA – Check Capture Administrator (unit IMO/TASO). CCO – Check Capture Operator (Cashier). CCS – Check Capture Supervisor (DA/DM). Should have additional roles of MVD Viewer.

118 DDS HELPDESK CORP2 ACCESS REQUEST
DD Form 2875 Access Request Form Disbursing Office needs access in order to pull DDS updates, and post back-ups for audit.

119 EAGLECASH POC request form - ROLES
119

120 EAGLECASH POC REQUEST FORM
SVC-417 EagleCash AKO Access Request Form (1 of 2) Latest forms can be found on the Eaglecash AKO homepage 120

121 EAGLECASH POC REQUEST FORM
SVC-417 EagleCash AKO Access Request Form (2 of 2) 121

122 MODULE 7 – OTCnet SYSTEM ADMINISTRATION

123 SYSTEM ADMINISTRATION – OTCnet
Check Capture Administrator (CCA) User MUST be created prior to accessing OTCnet.

124 SYSTEM ADMINISTRATION – OTCnet
Initial Setup (1 of 8) 124

125 SYSTEM ADMINISTRATION – OTCnet
Initial Setup (2 of 8) 125

126 SYSTEM ADMINISTRATION – OTCnet
Initial Setup (3 of 8) 126

127 SYSTEM ADMINISTRATION – OTCnet
Initial Setup (4 of 8) 127

128 SYSTEM ADMINISTRATION – OTCnet
Initial Setup (5 of 8) 128

129 SYSTEM ADMINISTRATION – OTCnet
Initial Setup (6 of 8) Terminal IDs are pre-assigned by the OTCnet fiscal agent. Contact the OTC Support Center to obtain the terminal ID (DSN: (options 1, 2, 4)). Once the Terminal ID has been entered, it cannot be changed 129

130 SYSTEM ADMINISTRATION – OTCnet
Initial Setup (7 of 8) 130

131 SYSTEM ADMINISTRATION – OTCnet
Initial Setup (8 of 8) 131

132 MODULE 8 – PHYSICAL SECURITY/ECC FORMS

133 SECURITY FORMS – SF 700 SF 700 should be placed inside the security container. An additional copy of the form with either the combination or an extra key should be placed in an envelope and kept at the BN/BDE S-2 or Mayors cell for safekeeping. The envelope should be sealed, signed across the sealed opening, and clear tape placed over the signature to ensure that the envelope is not compromised. A memo should be generated to maintain on hand that identifies where the extra set of keys/combination is located. The memo will be located out of view of the public.

134 SECURITY FORMS – SF 701 SF 701 should be placed on the inside of the secured area’s door. The form should be initialed on the appropriate day’s block prior to leaving for the day.

135 SECURITY FORMS – SF 702 SF 702 should be placed on the outside side of the secured container’s door. The form should be initialed each time the container is opened or closed.

136 EAGLECASH INCIDENT REPORT FORM – SVC 414
(1 of 2) After completing section 1, the DA will submit the form to FRBB via EC-AKO. The form will be maintained at all times on the EC-AKO site. The DA will annotate the IR on their internal log. The DA will verify the next business day that the IR submitted has been posted to the FRBB IR log. 136 136

137 EAGLECASH INCIDENT REPORT FORM – SVC 414
(2 of 2) For cardholders without a US bank account, the FM unit will need to complete section III and resubmit the IR to FRB via EC-AKO. After 4 business days, FRBB will perform a credit to the customer’s bank account on record (DD Form 2887). The IR will be reflected on the tab “Resolved Incident Reports” which will indicate the balance credited to the customer’s account. 137 137

138 EAGLECASH INCIDENT REPORT LOG – AKO
The IR log is located on the EC-AKO site under “Incident Reports.”

139 EAGLECASH REQUEST FORMS - SVC FORM 411
(1 of 2) Process for Supplies and replacement hardware. 139

140 EAGLECASH REQUEST FORMS – SVC FORM 411
(2 of 2) 140

141 EAGLECASH REQUEST FORM – SVC FORM 412
Process for new hardware requests. 141

142 MODULE 9 – CONTACT INFORMATION

143 DDS HELP DESK INFORMATION
DDS helpdesk mission is to support the deployed environment by providing assistance for DDS related issues. If the DA encounters a problem the DDO should always be contacted first. If the DDO is unable to assist, they will direct the DA to call the DDS helpdesk. Phone Number: Commercial: (317) DSN: (318) Blackberry: (317) address: 143 143 143 143

144 OTCnet SUPPORT CENTER INFORMATION
OTCnet Treasury Support Center: Comm: Calling From DSN: (First Dial ) DSN: OTCnet Mailbox: OTCnet Website: Policy and Hardware Requests Mr. Russ Hacecky (317) (DSN: 699) 144

145 EAGLECASH HELP DESK INFORMATION
ECC Customer Service Center Hours of Operation 0100 – 1900 hours ET Monday – Friday (excluding Federal Holidays) DSN: (312) 955 – 3555 US Toll Free: – 973 – 8982 Fax: (617) 973 – 3898 (for the latest SOP, Quick Reference Guides, Bulletins, and Newsletters, etc.) https://www.us.army.mil/suite/page/387344 Point of Contact Mr. Charles (Tony) Taylor (317) (DSN: 699) 145

146 USAFMCOM OST WEBSITE INFORMATION

147 Questions?? 147 147


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