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FMSD DISBURSING AGENT TRAINING Updated 2 April 2014 United States Army Financial Management Command (USAFMCOM) Operational Support Team.

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Presentation on theme: "FMSD DISBURSING AGENT TRAINING Updated 2 April 2014 United States Army Financial Management Command (USAFMCOM) Operational Support Team."— Presentation transcript:

1 FMSD DISBURSING AGENT TRAINING Updated 2 April 2014 United States Army Financial Management Command (USAFMCOM) Operational Support Team

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 2

3 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 Cashiers 1081 Create Deposit Ticket for Sales Retrieve OTCnet Deposit Ticket for checks 3 AGENDA

4 4 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 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 5 AGENDA

6 6 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. ACTION, CONDITIONS, STANDARD

7 7 MODULE 1 – TRANSFER OF ACCOUNTABILITY

8 8 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 DAs 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 STEPS TO TAKE DURING A TOA

9 9 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 units users in DDS Ensure all passwords/User IDs are granted prior to outgoing units 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 SOPs, Policy Letters, and Internal Control Inspection Checklists. STEPS TO TAKE DURING A TOA

10 10 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. CHANGING THE BUSINESS DAY

11 11 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) Enter the days FC exchange rates here and they will appear in the grid below This is the 3 or 5 day rate obtained from ITS.gov (FTF operations) Note: click print button to generate exchange rate sheet (see next slide) EXCHANGE RATE SETUP The downloaded rate file form ITS.gov can now be uploaded

12 12

13 13 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. VAULT INFO

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

15 15 Admin User ADD USERS TO DDS - ADMINISTRATOR

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

17 17 Certifier User ADD USERS TO DDS - CERTIFIER

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

19 19 (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 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. VAULT-TO-VAULT (V2V) TRANSFER

20 After vault setup, outgoing DA will transfer funds to new DA. VAULT-TO-VAULT (V2V) TRANSFER 20 (2 of 4) 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 21 (3 of 4) The old and new DA will verify the funds in the vault against the ledger and the V2V 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 22 (4 of 4) The new DA will denominate the funds received according to the bills on-hand (on ledger or V2V 1081).

23 23 FINALIZE THE DD 2665

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

25 25 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 CHANGE DISBURSING OFFICER

26 26 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. REMOTE FILE TRANSFER (RFT) – BLANK

27 27 (2 of 3) REMOTE FILE TRANSFER (RFT) – BLANK 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 28 (3 of 3) REMOTE FILE TRANSFER (RFT) – BLANK Take note of the RFT number as this will be needed later

29 29 MODULE 2 – DDS TRANSACTIONS

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

31 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 DAs vault. 31 (2 of 4) ADVANCE A CASHIER

32 32 (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. ADVANCE A CASHIER

33 33 (4 of 4) Advance amount will now populate the DD Form 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. ADVANCE A CASHIER

34 34 **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. ADD A LINE OF ACCOUNTING

35 35 (1 of 2) 35 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. UPLOAD AN APC FILE

36 36 (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 UPLOAD AN APC FILE 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 37 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. EDIT A DEFAULT LOA

38 38 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) VOUCHER SERIES SETUP

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

40 40 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. NON-SUFFICIENT FUNDS (NSF) CHECK

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

42 42 (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 CASH RECEIVED FROM BANK

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

44 44 MODULE 3 - LIMITED DEPOSITARY ACCOUNT (LDA)

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

46 46 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). LIMITED DEPOSITARY ACCOUNT (LDA)

47 47 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 48 Add A Limited Depositary Checking Account (LDA) (4 of 4) The banking information should be exactly the same as listed on the bank statement. The last action will be to save the LDA information. Ensure the FC gains/losses are set according to the correct DSSN. LIMITED DEPOSITARY ACCOUNT (LDA)

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

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

51 51 Cash Withdraw from An LDA (1 of 2) **Note - For local withdrawals 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. LIMITED DEPOSITARY ACCOUNT (LDA)

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

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

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

55 55 Post A Payment To An LDA (3 of 3) STEP 4 STEP 4a STEP 5 STEP 6 STEP 7 LIMITED DEPOSITARY ACCOUNT (LDA) 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.

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

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

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

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

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

61 61 MODULE 4 – CLOSE BUSINESS DAY

62 62 Have the supervisor/certifier review all paperwork to ensure that it is filled out correctly Verify cashiers OTCnet batch list against their DD 2664, CCVs and trial DD 2665, once verified have the supervisor approve/upload the cashiers 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 cashiers 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 CASHIERS DD 1081 OR CLOSE THEIR DD 2665! STEPS TO TAKE WHEN CLEARING A CASHIER

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

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

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

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

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

68 68 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 69 CCS (Disbursing Agent or Certifier Use Only) (1 of 2)

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

71 71 (1 of 3) STEP 1 STEP 2 CONFIRM CASHIERS DD 1081

72 STEP 3bSTEP 3a 72 (2 of 3) STEP 3c STEP 3e STEP 3d CONFIRM CASHIERS DD 1081

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

74 74 The cashier should NEVER finalize. The DA should always finalize for the cashier (just before the DA finalizes their DD 2665). FINALIZE CASHIERS DD 2665 The DA will print and replace the cashiers trial DD Form The DA will always choose Ignore.

75 75 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** CREATING THE SF 215 DEPOSIT TICKET FOR SALES

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

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

78 78 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 FRBs 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) COLLECTION INFORMATION REPOSITORY (CIR)

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

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

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

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

83 83 (4 of 7) Double-click Voucher Report DOWLOAD A VOUCHER REPORT IN CIR 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 84 (5 of 7) Select One or More ALCs… 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 DOWLOAD A VOUCHER REPORT IN CIR

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

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

87 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 CREATING THE DEPOSIT TICKET FOR CHECKS 87

88 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 89 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 VOUCHER CONTROL LOG (DD 2659)

90 90 All agents outstanding 1081s must be confirmed before the DA can create their 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. DAS RETURN DD 1081

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

92 92 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. CREATE THE MILPAY INTERFACE FILE

93 93 (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. REMOTE FILE TRANSFER (RFT)

94 94 (2 of 2) 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. REMOTE FILE TRANSFER (RFT) Message will appear if no 1081 was done

95 95 (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. RETRIEVE AN RFT

96 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.** 96 (2 of 2) RETRIEVE AN RFT

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

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

99 CLOSE OF DAY SEQUENCE FROM DA TO DDO - EXAMPLE 99 (1 of 2) 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 Deposit Ticket DDS Sales Listing Sales Reports

100 100 (2 of 2) 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 1131s 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)

101 101 (1 of 2) END OF DAY CHECKLIST - EXAMPLE Ensure Batch-Lists have been verified, uploaded and acknowledged for each cashier. Clear cashiers daily business. Ensure all documents are signed, and all dollar amounts are accurate. Confirm DD Form 1081 and finalize DD Form 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

102 102 (2 of 2) END OF DAY CHECKLIST - EXAMPLE Print DD Form 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 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 Scan daily business and forward to DDO clearing cell. Turn in original documents weekly or as directed by the DDO.

103 103 MODULE 5 – CREATE AN FMST SITE

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

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

106 CREATE AN FMST SITE – VOUCHER SERIES SETUP 106 (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 107 (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 108 (5 of 12) Use the DAs user code and password The DA must select the main site. Do not select the site that has not been created yet.

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

110 110 (7 of 12)

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

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

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

114 114 (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. CREATE AN FMST SITE – LOAD EXPORT FILE ON FMST

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

116 116 MODULE 6 – SYSTEM ACCESS REQUEST

117 117 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. OTCNET DD Form 2875 Access Request Form

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

119 119 EAGLECASH POC REQUEST FORM - ROLES

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

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

122 122 MODULE 7 – OTCNET SYSTEM ADMINISTRATION

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

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

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

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

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

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

129 129 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 SYSTEM ADMINISTRATION – OTCNET Initial Setup (6 of 8)

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

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

132 132 MODULE 8 – PHYSICAL SECURITY/ECC FORMS

133 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. 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. 133 SECURITY FORMS – SF 700

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

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

136 136 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. (1 of 2) EAGLECASH INCIDENT REPORT FORM – SVC 414

137 After 4 business days, FRBB will perform a credit to the customers 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 customers account. 137 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. (2 of 2) EAGLECASH INCIDENT REPORT FORM – SVC 414

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

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

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

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

142 142 MODULE 9 – CONTACT INFORMATION

143 143 Phone Number: Commercial:(317) DSN:(318) Blackberry:(317) address: 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. DDS HELP DESK INFORMATION

144 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 OTCNET SUPPORT CENTER INFORMATION

145 145 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/ Point of Contact Mr. Charles (Tony) Taylor (317) (DSN: 699) EAGLECASH HELP DESK INFORMATION

146 146 USAFMCOM OST WEBSITE INFORMATION

147 147


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