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4/14/2017 Solving the SF-224 Puzzle.

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Presentation on theme: "4/14/2017 Solving the SF-224 Puzzle."— Presentation transcript:

1 4/14/2017 Solving the SF-224 Puzzle

2 What Will We Cover? What is the SF-224?
VA Cash General Ledger Accounts SF-224 Reconciliation FASMatch and Ca$hlink SF-224 Reconciliation Web Application Reconciliation Tips SF-224 Preparation and Submission Contacts and FSC Newsflashes IPAC/FASPAC/FASFED Miscellaneous

3 What is the SF-224?

4 What is the SF-224? Treasury uses the SF-224 Report to receive information about the financial conditions and operations of federal agencies Agency financial transactions are consolidated and classified by appropriation, fund, and/or receipt accounts and reported by Agency Location Code (ALC) Reports deposits (collections) and disbursements (payments) for the current accounting month Reports serve as the basis of Treasury publications to Congress and the public regarding federal revenues and expenditures

5 8- Digit Agency Location Code (ALC)
4/14/2017 8- Digit Agency Location Code (ALC) Identifies the particular agency accounting station within the bureau. Identifies the particular bureau within the department. Identifies the department or agency. FSC reports for ALC for Other Government Agencies (OGA’s), (PAID) and (Non-Payroll). There are 11 more VA ALC’s that are reported by other VA facilities (ie. DMC, Hines, Canteen, etc) DFAS ALC’s are always 4 digits preceded by 4 zeros.

6 SF-224 Report – Columns Column I Column II Column III
Appropriation, Fund, and Receipt Account Number Column II Receipts and Reimbursements Refunds for Prior Year Expenditures Cancelled Checks, Limited Payability Column III Disbursements Refunds for Current Year Expenditures Negative Disbursements

7 * See pages 10-4 through 10-8 for complete SF224
4/14/2017 This is just a small portion of the SF224 since it can be between 4 and 5 pages long. We have provided a complete copy under Tab 10. Note to instructor: show class the three sections and how you arrive at the totals. * See pages 10-4 through 10-8 for complete SF224

8 The Disbursement Process
4/14/2017 Disbursements SF1166 or SPS RFC GOALS II Treasury/FMS SF 224 Federal Agencies 1. Federal Agencies produce SF1166 daily schedule and SPS (Secure Payment System) same day payments. These include credit card payments and emergency payments directly to vendor bank accounts. 2. All SF1166’s payments are processed through the Treasury RFC (Regional Finance Center located next door to VA). Same day payments are processed through the RFC in San Francisco mainly because it gives us a couple of extra hours to make the payment. 3. The RFC’s in-turn, disburse the checks and perform EFT’s to the vendors. Federal agencies report these payments by appropriation via the SF224 Statement of Transactions. The RFC’s report disbursements made on behalf of individual federal agencies to the GOALS II system as well. The Treasury FMS (Financial Management Service) compiles the payment data from Federal Agencies and. Updates the payment data by appropriation to their STAR system…. “STAR is an accounting and reporting system that integrates data from financial institutions via CA$HLINK, the On-line Payment and Collection System (OPAC) and the Regional Finance Centers (RFCs). FMS uses the information consolidated into STAR to compare agencies reported receipts and disbursements to amounts reported by depositories using form FMS 6652.” 7. Treasury also uses this information in preparing their reports on receipts and outlays to the Public and to Congress. These reports are available on Treasury’s web site (http://fms.treas.gov) STAR Reports to the Public and Congress

9 The Deposit Process SF224 Federal Agencies Collected Cash & Checks
4/14/2017 Federal Agencies Collected Cash & Checks The Public Federal Reserve Bank & Other Depositaries SF224 The public makes payments to the VA and other government agencies in the form of Cash or Checks. Federal Agencies deposit these funds with the Federal Reserve Bank or other depositaries in-turn reporting the collection to the appropriate Treasury Account Symbol (Appropriation/Fund) on the SF224 Statement of Transactions. 3. The Depositaries report these collections by ALC thru the CA$hLink System to Treasury/FM 4. Treasury uses this information for preparing reports on receipts and outlays to the Public and Congress. Treasury/FMS Reports to the Public and Congress CA$HLINK System

10 SF-224 Submission Preparation and Submission Monthly
4/14/2017 Preparation and Submission Monthly Submission required by third workday Supplemental submission by third workday Supplemental submitted affects CFO Metrics FMS Disbursements: Over 720,000 transactions totaling over $2.3 billion monthly FMS Collections: Over 200,000 transactions totaling over $448 million monthly The 224 is a monthly report which must be submitted by the third workday of the month. Because of CFO Metrics though, we have made it our requirement to report the 224 on the 2nd work day. We’ve done this because if there is a need to do a supplemental due to an error on the original, we must be able to do the supplemental on the 3rd workday to maintain a green. If we report a supplemental past the 4th day we get a red on our CFO Metrics.

11 VA Cash General Ledger Accounts
4/14/2017 VA Cash General Ledger Accounts FMS uses SGL (Standard General Ledger) but we’ve added specific Cash accounts to help us with the 224 reconciliation. Each cash account is programmed to feed to one of the 7 sections of the FMS generated 224 report.

12 SF-224 Cash Accounts 1020 - TREASURY DISBURSEMENTS
4/14/2017 SF-224 Cash Accounts TREASURY DISBURSEMENTS Definition: Account which records Treasury disbursements made by VA. Normal Balance: Credit AD Documents CB, CC, CD, EC and TM Documents Section One and Section Three of SF224V AD documents = all check and electronic schedules CB documents = Convenience check schedules CC documents = Purchase Card schedules CD documents = Prime Vendor schedules EC documents = Same Day vendor schedules TM documents = Travel schedules

13 SF-224 Cash Accounts 1021, 1028, 1030, 1031, 1043 - TRANSFERS
4/14/2017 SF-224 Cash Accounts 1021, 1028, 1030, 1031, TRANSFERS Definition: Accounts which record transfers made by VA. These accounts are also used to record expenditure transfers between VA facilities. Normal Balance: Debit / Credit DD, EB, ET, EW, IF, SV, TR and TY Documents Section Five of SF224V DD = Direct Disbursement EB = Expenditure Between Stations ET = Expenditure Transaction EW = Expenditure Within Station IF = Imprest Fund SV = Standard Voucher TR = Transfer Receipt TY = Travel Voucher

14 SF-224 Cash Accounts 1013, 1022, 1029, 1032 - COLLECTIONS
4/14/2017 SF-224 Cash Accounts 1013, 1022, 1029, COLLECTIONS Definition: Accounts which record collections made by VA in the form of cash or a check. There must be an SF215 Deposit Ticket or SF5515 Debit Voucher associated with each collection. Normal Balance: Debit CR Documents Only Section Seven of SF224V CR = Cash Receipt. These accounts should only be used when initially recording your deposits and debit vouchers. If any adjustments are necessary in future accounting month’s you should hit one of the transfer accounts shown in the previous slide.

15 SF-224 Cash Accounts 1026 - IPAC DISBURSEMENTS
4/14/2017 SF-224 Cash Accounts IPAC DISBURSEMENTS Definition: Account maintained by Treasury appropriation symbol to show the amounts charged to VA that are reported through the Intra-Governmental Payment and Collection System (IPAC). Normal Balance: Credit DF, DV, and ET Documents Section Four of SF224V DF = Disbursement Federal DV = Disbursement Voucher ET = Expenditure Transfer 1026 is primarily used by the FSC. We had this account added to allow us to readily identify IPAC related transactions.

16 SF-224 Cash Accounts Normal Balance: Debit 1036 - IPAC COLLECTIONS
4/14/2017 SF-224 Cash Accounts IPAC COLLECTIONS Definition: Account maintained by Treasury appropriation symbol to show the amounts received by VA that are reported through the Intra-Governmental Payment and Collection System (IPAC). Normal Balance: Debit CF and TR Documents Section Four of SF224V CF = Credit Federal TR = Transfer Receipt 1036 is also used primarily by the FSC to record IPAC collections. Again, this allows us to readily identify IPAC transactions

17 SF-224 Cash Accounts 1099 - CANCELED CHECKS - LIMITED PAYABILITY
4/14/2017 SF-224 Cash Accounts CANCELED CHECKS - LIMITED PAYABILITY Definition: Account maintained by Treasury appropriation symbol to show the net amount of canceled checks or limited payability funds returned to VA. Normal Balance: Debit XR Documents Section Two of SF224V XR = Check Cancel Reconciliation

18 Non SF-224 Cash Accounts 1010 - FUND BALANCE W/ TREASURY
Definition: Source for paying liabilities. Records appropriated funds received Department-wide for the current fiscal year. This account will appear at the station level on the prior year trial balance. Non-224 Entry! Normal Balance: VACO Level - Debit Station Level – Credit Section Six of SF224V

19 4/14/2017 Non SF-224 Cash Accounts DISBURSING AUTHORITY TRANSFERRED TO OTHER STATIONS Definition: Account maintained in various VBA accounting systems by deposit fund symbol to show the amount of disbursing authority transferred to other stations. Non 224 entry! Normal Balance: Credit Section Six of SF224V Non SF-224 Cash Accounts are necessary to record General Ledger for those items that have already been reported on another SF-224 such as for , , and SF1221 which is a 224 that processes through the State Department.

20 Non SF-224 Cash Accounts DISBURSING AUTHORITY RECEIVED FROM OTHER STATIONS Definition: Account maintained in various VBA accounting systems by deposit fund symbol to show the amount of disbursing authority received from other stations. Non entry! Normal Balance: Debit Section Six of SF224V

21 4/14/2017 Non SF-224 Cash Accounts 1023, 1024, 1025 , NON 224 DISBURSEMENTS AND COLLECTIONS Definition: Accounts maintained by VA to record Foreign Payments, Misc. Payroll transactions and Payroll Expenditures from the payroll interface. Non-224 Entries! Normal Balance: Debit/Credit Should not be recorded by Field Stations Section Six of SF224V The most commonly used Non-224 transaction is the PR.

22 VA Cash Accounts http://vaww.fscdirect.fsc.va.gov/FMSAccountResource/
4/14/2017 Just a quick reference tool to show each cash account and it’s purpose. If in doubt about the transaction to use, you can find the Proforma at this web site. See Tab 10-2

23 4/14/2017 SF-224 Reconciliation Maybe we can clear up some of the confusion about 224 reconciliation.

24 SF-224 Reconciliation Reconciliation with Treasury required
4/14/2017 Reconciliation with Treasury required for unqualified opinion for VA’s Financial Statements. VA has received an unqualified opinion every year since FY 1998. VA has received an unqualified opinion for our Financial Statements for the last 8 years. Your participation in the reconciliation has been instrumental in helping us keep our clean opinion.

25 Station Level SF-224 Reconciliation
4/14/2017 Station Level SF-224 Reconciliation Station Level SF-224 Report (RER224VS) Seven Sections: Section I – FMS Generated Payments Section II – Canceled Checks Section III – No-Check Payments Section IV – IPAC Payments & Receipts Section V-a, b & c – Journal Vouchers Section VI – Non-224 Cash Transactions Section VII – Deposits The slides following show the Seven sections of the Station Level SF-224 Report, the nationwide 224 Report, and the Treasury documents to which the 224 accountants must reconcile specific sections.

26 Station Level SF-224 Reconciliation
4/14/2017 Section One -Treasury Scheduled Payments Over $1.1 billion monthly AD transactions

27 Agency Confirmation Report
4/14/2017 Agency Confirmation Report Schedule Types - FMS 101 Electronic Payment (AM) 102 Electronic ChampVA Payment (AM) 201 Electronic Transportation (AT) 301 Electronic EDI (CM) 302 Electronic EDI (CT) 401 Check Payment (TM) 402 Check ChampVA Payment (TM) 501 Check Payment Transportation (TT) 601 EDI Transportation (CT) The Agency Confirmation Report is the Treasury document to which we must reconcile all of our payment transactions. Each day a schedule is processed, Treasury confirms payment was issued and reports the confirmation back to federal agencies on the Agency Confirmation Report. Schedule types are indicated by the last three digits of the schedule number. This is a listing of the types you will see on the slides that follow.

28 Section One – Station Level
4/14/2017 Station Level “Section One” showing schedule total. Your total Schedule number is a part of the nationwide schedule shown on the next slide.

29 Agency Confirmation Report
4/14/2017 January 2006 Agency Confirmation Report showing Schedule totals for the nation.

30 Section One – Nationwide
4/14/2017 Nationwide “Section One” showing appropriations charged

31 Section One – Nationwide (Cont)
4/14/2017 Continuation of section one showing nationwide schedule total

32 Station Level SF-224 Reconciliation
4/14/2017 Station Level SF-224 Reconciliation Section Two - Cancelled Checks Over 6,000 monthly XR transactions Checks not negotiated for one reason or another are cancelled by Treasury and funds returned to the paying agency on cancelled check schedules.

33 Section Two – Station Level
4/14/2017 Here you see the Julian date as the schedule number.

34 Agency Confirmation Report
4/14/2017 This is the portion of the Agency Confirmation Report showing the cancelled check schedules. The yellow section at the bottom of the page gives you the legend for the Doc Type.

35 Section Two – Nationwide
4/14/2017 Section Two – Nationwide The nationwide total should equal to the total reported on the ACR but in this case we are showing an out of balance. On the previous slide you noticed the total was $384, for a difference of $ The 224 Accountants work with the Cancelled Check section to reconcile the difference.

36 Station Level SF-224 Reconciliation
4/14/2017 Section Three - Manual “Same Day” Treasury Payments Credit Card, Prime Vendor, Travel Management Center, & Convenience Checks Out of System Payments Over $700 million monthly CB, CC, CD, EC and TM transactions Same day payments are made using SPS (Secure Payment System), formerly done on EPS. This allows us to send the payments directly to the receivers bank account. Making same day payments to Citibank for credit cards allow us to reap the rewards of very large rebates.

37 Section Three – Station Level
4/14/2017 Section Three – Station Level This is the Section Three sample showing a line item for the yearly College of American Pathology payment.

38 Agency Confirmation Report
4/14/2017 Agency Confirmation Report The nationwide scheduled totaled over $3 million dollars.

39 Section Three – Nationwide
4/14/2017 Section Three – Nationwide This shows the nationwide Section Three with the total of all stations. Note that the schedule total in FMS agrees with Treasury’s Agency Confirmation Report.

40 Agency Confirmation Report
4/14/2017 Agency Confirmation Report Schedule Types – Credit Card System CTB Purchase Card CCC Convenience Checks CBP Prime Vendor CBT Centrally Billed Travel FEE FEE Basis MCF MasterCard Fleet A list of the different Credit Card System schedules as they appear in FMS and the ACR.

41 Agency Confirmation Report
4/14/2017 Agency Confirmation Report Schedule Types – Credit Card System (External Customers) IHS Immigrant Health CTI Immigrant Health – Dental IND Indian Health – Aberdeen/Bimidji INB Indian Health – Billings CNC VA Canteen Service – Purchase Card CNT VA Canteen Service – Travel CPP Capitol Police – Purchase Card CPC Capitol Police – Convenience Check CPT Capitol Police - Travel We also perform Franchise services for other government agencies (OGA’s) using our Credit Card System.

42 Agency Confirmation Report
4/14/2017 Agency Confirmation Report Schedule Types – SPS Same Day Payments BT Bankers Trust AP College of American Pathology DI Discount & Interest payments MD Microsoft ECS Miscellaneous Some of the Schedules processed using our SPS system. Because of the large dollar amounts and the savings in discounts and interest these payments are made directly to the vendor’s bank account as same day payments. They appear on the Agency Confirmation Report with these alpha characters followed by the date of the payment.

43 Station Level SF-224 Reconciliation
4/14/2017 Section Four – Intra-governmental Payment and Collection (IPAC) Transactions Over 22,000 IPAC line items per month totaling over $93.4 million in collections and 15.5 million in payments each month. CF, DF, DV, DD, ET and TR transactions Instructor: Side note to stations on the use of DF and DV transactions. FSC is moving away from setting up advances when obligations are indicated on the IPAC documents. Treasury will soon be requiring all IPAC transactions to provide correct obligation and receivable numbers (accounting information) for both receiver and paying agencies.

44 Section Four – Station Level
4/14/2017 This is a station level section 4 report showing a GSA Telephone billing and a GSA Motorpool billing.

45 4/14/2017 IPAC Support Listing Here you see the IPAC Support Listing maintained by Treasury on all Federal agencies showing all IPAC transfers for ALC

46 Section Four – Nationwide
4/14/2017 Section Four – Nationwide Nationwide portion of Section 4 showing the total of the Motorpool bill which is equal to the total on the IPAC support Listing is in balance.

47 Station Level SF-224 Reconciliation
4/14/2017 Section Five - Journal Vouchers Over 132,000 transactions totaling over $20 million monthly Transfers between stations Transfers within a station Convenience Check Offset/Recording Expense Offsetting IPAC Advances Most items appearing in Section Five should be net zero transactions either between stations or within stations.

48 Station Level SF-224 Reconciliation
4/14/2017 Section Five - Journal Vouchers -Continued DD, EB, ET, EW, IF, SV, TR and TY Documents Should always have offsetting entries. Exceptions would be if an FMS transaction is not available to report Treasury documents in the appropriate sections. Occasionally we must record Schedule transactions in appropriations for which there is no FMS transactions established to hit cash account These situations should be rare occurrences.

49 Section Five-A 4/14/2017 Section 5-A should always have net zero transactions. If not you will receive a call from one of us.

50 4/14/2017 Section Five-B Section 5-b is the section required by VHACO to be reconciled by stations. Only those items showing “Submitting station” as your station need to be addressed. All items showing “submitting station” as 104 are reconciled by the FSC.

51 Section Five-C 4/14/2017 Section 5-C is a Station only section of the 224 and does not appear on the nationwide report. All of these line items appear on Section 5-A of the Nationwide These transactions are those that match to other station input and are reconciled by 224 Accountants.

52 Station Level SF-224 Reconciliation
4/14/2017 Station Level SF-224 Reconciliation Section Six - Non-SF224 Transactions Foreign Payments Over $100 Million Annually Mainly NC and PR Transactions Transactions appearing on section six would match to other ALC reporting.

53 Section Six 4/14/2017 PR transactions record Payroll transactions which were reported on ALC

54 Station Level SF-224 Reconciliation
4/14/2017 Station Level SF-224 Reconciliation Section Seven - Deposits Over 97,000 transactions totaling over $400 million monthly Includes Credit Card and Lockbox Collections CR transactions All transactions appearing in this section should have a corresponding SF215 or SF5515.

55 Section Seven 4/14/2017 Can someone in the class tell us what these transactions are recording?

56 SF-224 Reconciliation THE “SDD” NUMBER
FASMatch matches SF-224 line items based on the “SDD” number when the dollar amount for cash nets to zero.

57 4/14/2017 SF-224 Reconciliation The “SDD” number on the SF-224 represents: Schedule Number, Direct Disbursement Number, and Deposit Number An enhancement to the SF224 added the Document ID Number in the “SDD” field for transactions not having the fields listed above. SDD is the acronym we use to represent…….

58 SF-224 Reconciliation The “SDD” number on the document represents:
The Direct Disb# on FMS “ET”, “DD” and “DV” transactions The Schedule# on the FMS “SV” transaction The Deposit# on the FMS “TR”, “CR”, transactions The Document ID# on “IF”, “TP”, and “TY” transactions

59 SF-224 Reconciliation 4/14/2017 The ET transaction showing the Direct Disbursement Number

60 SF-224 Reconciliation 4/14/2017 The matching TR transaction showing the deposit number field with the same number used in the ET transaction Direct Disbursement number field.

61 SF-224 Reconciliation 4/14/2017 This screen shows our FASMatch system and the matched transactions shown on the previous two slides. Note the net total of the transactions equals zero.

62 4/14/2017 SF-224 Reconciliation The SV transaction showing the Schedule Number field.

63 SF-224 Reconciliation 4/14/2017 The matching TR transaction showing the same number in the Deposit number field.

64 4/14/2017 SF-224 Reconciliation FASMatch system showing the matched transactions netting to zero.

65 SF-224 Reconciliation IF transaction with the Doc ID as the SDD number
4/14/2017 IF transaction with the Doc ID as the SDD number

66 SF-224 Reconciliation 4/14/2017 Matching TR transaction with the DOC ID of the IF transaction as the Deposit number.

67 SF-224 Reconciliation FASMatch screen showing the matched item
4/14/2017 SF-224 Reconciliation FASMatch screen showing the matched item

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69 4/14/2017 FASMatch AND CA$HLINK

70 FASMatch

71 Overview What is FASMatch?
4/14/2017 Overview What is FASMatch? FASMatch is Financial Accounting Service’s Data Matching and Account Reconciliation Solution Utilizes many commercial off-the-shelf (COTS) software packages Provides complete data reconciliation and resolution Instructor story to tell: Mary Heath attended a Treasury Financial Managers meeting several years ago and heard a Department of Education presentation on a new product they were using for their 224 reconciliation (CheckFree). After listening intently Mary announced to staff traveling with her that we needed to see more of this product. Department of Education graciously offered to demo the product for us and a group of 224 experts flew to DC, viewed the demo, and were immediately impressed. Soon after, we were the proud owners of this great reconciliation package. CheckFree is the same software used by banks in their day to day business.

72 Use of FASMatch within the FAS
Resolve Statement of Differences with Treasury Manage the SF224 Report-Statement of Transactions Obtain data for customer billings Reconcile Fund Balance with Treasury (FBWT)

73 Use of FASMatch within the FAS (cont.)
4/14/2017 Use of FASMatch within the FAS (cont.) Critical to VA receiving a clean audit opinion Greatly enhances audit of SF224 reconciliation with data integrity System maintains individual record audit trail With FASMatch we are able to track every single transaction with each action identified by user. This is a huge plus for audit purposes.

74 FASMatch IMPLEMENTATION
4/14/2017 FASMatch IMPLEMENTATION Deposit and Disbursement Reconciliation Implemented All Treasury and General Ledger data imported Automatic match pass criteria created and processed User Training Completed Overall Match Rates increased from 61% to 99.96% in one fiscal year Average records imported monthly 1.3 million To implement FASMatch we had to import all GL and Treasury data, create match pass criteria, and complete user training. Once we were in full swing our match rate for and average of more than 1.3 million transactions increased from 61% to 99.96% in the first year.

75 Benefits of FASMatch Reconciliation Software Application
4/14/2017 Benefits of FASMatch Reconciliation Software Application Eliminate Manual Matching Processes Multiple Matching Passes Maintain Unqualified Opinion First and foremost it’s a reconciliation software application. Some of the “older” employees remember reconciling by using highlighters and annotations. So happily most manual matching has been eliminated. This system is capable of using multiple match passes such as one to one, one to many, many to one, many to many, etc. etc., helping us to maintain our Unqualified Opinion.

76 Just a sample of some of the transactions we reconcile.
4/14/2017 Just a sample of some of the transactions we reconcile.

77 4/14/2017 Shows successful system matches versus those transactions that cannot be matched. Note to instructor: let the class tell you why some of these items are not matching.

78 4/14/2017

79 4/14/2017 We worked very hard this last year to clean up all of the unmatched items for FY02 – 05 and with your help we can now report that we accomplished our goal and have nothing prior to FY06 outstanding. Congratulations!

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81 CA$HLINK

82 4/14/2017 CA$HLINK Receives deposit information, initiates fund transfers, and concentrates daily deposits made through multiple collection mechanisms into the Treasury's account at the Federal Reserve Bank. Provides federal agencies with information, via the Internet, to verify deposits, ACH and Fedwire transfers, as well as adjustment information used to reconcile their accounts. Assists the Treasury in managing depositary services provided by financial institutions and monitoring the cash position of the U.S. government. These are the functions of Cashlink

83 Login screen to CA$HLINK II
4/14/2017 Login screen to CA$HLINK II

84 Windows style drop down menu’s. Click on Agency Voucher Query.
4/14/2017 Windows style drop down menu’s. Click on Agency Voucher Query.

85 4/14/2017 Query screen allows you to query on any of the criteria shown. You will always need to indicate the ALC as Any other information you might have to help speed the query can be added including amount and date ranges.

86 4/14/2017 It will show you the line item with all of the pertinent information in a summary report.

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89 SF-224 Reconciliation WEB APPLICATION vaww.sf224.fsc.va.gov

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103 Reconciliation Tips Just a few tips to keep you out of trouble.
4/14/2017 Reconciliation Tips Just a few tips to keep you out of trouble.

104 Disbursement Reconciliation Tips
4/14/2017 Disbursement Reconciliation Tips Use the EB and EW transaction whenever possible. “EB” transaction Allows funds to be transferred “between” stations. Must net to zero. Replaces ET. “EW” transaction Allows funds to be transferred “within” stations. EB & EW are what we like to call our 224 Friendly transactions. You cannot go wrong if you can use these whenever possible.

105 Disbursement Reconciliation Tips
Some examples of when to use “EB”: The EB transaction should be used whenever transferring funds to another station. The EB transaction should not be used in lieu of the SE transaction which transfers costs.

106 Disbursement Reconciliation Tips
4/14/2017 Disbursement Reconciliation Tips Some examples of when to use “EW”: ET-03 “I” Suspense/SV-56 “D” MedCare ET-01 “I” MedCare/TR-24 “I” Suspense ET-01 “I” Research/ET-01 “D” MedCare EW can also be used in lieu of ET to correct costing within a fund Instead of using these transaction, use an EW and avoid any possibility of a 224 unmatched item.

107 QUIZ – Credit Cards Schedule # CBT70102 is unreconciled as of February 1, What causes this Statement of Difference with Treasury?

108 Solution – Credit Cards
TM rejects appearing on SUSF cause statement of differences with Treasury if not corrected during the same accounting month.

109 Solution – Credit Cards
-1 indicators under MatchID indicates unmatched item

110 Solution – Credit Cards
A statement of difference can also be caused by stations deleting credit card transactions from the SUSF table without fixing the reject. Fix all SUSF transactions to process in same accounting month as the payment schedule. Never delete CB, CC, CD, or TM transactions from the SUSF table. All credit card rejects cause statement of differences with Treasury and must be corrected. Erroneous payments should be disputed with Citibank.

111 QUIZ – Convenience Checks
The IF 04 transactions is one frequently found on the unmatched report. How can you avoid and Unmatched IF 04?

112 Solution – Convenience Checks
IF 04 transactions should match amount on original CB 01 transaction. Do not reduce this amount. Use when clearing travel related CB advances. FASMatch Reconciliation matches IF04 transactions to TR15 transactions referencing CB advance. Be sure to include the “Y” advance indicator. Use travel vouchers to clear the IF04 advance

113 Deposit Reconciliation Tips Common Problems
Station enters TR document in FMS instead of CR. This creates a Statement of Difference in two sections (deposits & disbursements )of the 224. Wrong deposit number entered. Bank reports a deposit later than it actually happened. Station enters a CR document for something other than a deposit. (check cash accounts in Proforma) Station records debit voucher using the original deposit number.

114 Deposit Reconciliation Tips
4/14/2017 Deposit Reconciliation Tips Accomplish date is the date that is found in the SF-215 in block #2. It should always be put on the CR document in the field referred to as ACCOMPLISH DATE on the header screen. Do not put the accomplished date in the “CR Date” field on the CR document. The CR Date will automatically default to the FMS input date. Deposit number on the SF-215 and SF-5515 in block #1 should always be put in the CR document in the field known as DEP NUMBER. If the deposit is by credit card, the deposit number to use on the CR is 99X (X = FY) and the 3 digit Julian date.

115 Deposit Reconciliation Tips
4/14/2017 Deposit Reconciliation Tips Recommended reconciliation procedures Check Ca$hlink – find deposit ticket as reported to Treasury by the bank. Check FMS transactions – Review RSD report FAFD for total FMS transactions posted for deposit ticket. Review FAFM at end of month to ensure deposits will reconcile. FAFD & FAFM reports were designed to help you in your deposit reconciliation. The FAFD is generated daily and the FAFM, monthly. Following are some samples.

116 Deposit Reconciliation Tips
4/14/2017 Here you see a specific deposit # reported by the bank for $1,

117 Deposit Reconciliation Tips
4/14/2017 Here you see the FAFD – Daily report showing your FMS transactions for the exact total reported by the bank. Congratulations, you are in balance with Treasury.

118 Deposit Reconciliation Tips
4/14/2017 The monthly summarizes all of your transactions posted during the accounting month.

119 4/14/2017 Deposit Ticket (SF215) The deposit ticket number should be entered in the deposit ticket number field on the header of the CR transaction exactly as you see it in block number 1 of the SF215. Do not add any additional numbers or characters to this number. It should never ever exceed 6 digits. Block number 2 should be entered in the Accomplish Date field on the header of the CR transaction. The address block should have your station address, not the Finance Center’s address.

120 4/14/2017 Deposit Ticket (SF215) Note the address. The only stations that can use this address are those stations serviced by the Finance Center. This does not include medical centers.

121 Debit Voucher (SF5515) 4/14/2017 Debit voucher Ticket numbers are shown as 5 digit numbers. You must precede this number with a zero when recording your CR transaction in FMS.

122 Deposit Reconciliation Tips Lockbox-Common Problems
Computer Transmission problems. Stations call about computer or AR system problems, instead of calling helpdesk. Wrong Payee items deposited in Lockbox. Computer scanner at Bank of America misreads items, causing an exception item.

123 Deposit Reconciliation Tips Lockbox
Centralized Payment Processing Center for 1st party payments. Bank of America, Atlanta, Georgia makes one deposit everyday for all stations. CR transaction created in FMS for each station. FSC records debit vouchers and deposit corrections issued by Bank of America

124 Deposit Reconciliation Tips Lockbox
Exception items are manually turned around by Exceptions Processing Section in Austin, TX. No station number or wrong station number. No patient account number, wrong patient account number, or patient account number does not exist. Any combination of the above problems.

125 QUIZ – Deposits You posted Deposit Ticket # 350746 on 1/12/2007
How would you verify it will completely reconcile in the same accounting month?

126 Solution - Deposit CA$HLINK Shows bank reported $1, to Treasury on 01/23/2007

127 Solution - Deposit Check RSD report FAFD to confirm transactions input in FMS. Total $1,278.68

128 Solution - Deposit On 01/22/2007 two additional lines were processed for $175.68

129 Solution - Deposit FAFM Monthly report shows FMS total as $1, $ more than what the bank reported.

130 Solution - Deposit Check deposit ticket documentation for discrepancy.
Note: Reconciliation using CA$HLINK and FAFD prior to the end of the month would have identified the $ discrepancy allowing the station to avoid an unmatched deposit transaction.

131 Solution - Deposit After end of month processing, FASMatch matching system shows deposit unreconciled.

132 Solution - Deposit Web application shows no updates as of Feb 3, 2007.

133 Another QUIZ - Deposits
Deposit Ticket # was reported by the bank to Treasury for $19, on October 17, Accountant is unable to find matching FMS entry. How can the accountant find the missing FMS transactions?

134 Solution - Deposits Deposit Ticket reported by Bank appears in FASMatch

135 Solution - Deposits Accountant can query the daily or monthly 224 Reconciliation report in RSD for Deposit Ticket number

136 Solution - Deposits Result from query in RSD shows incorrect SDD number

137 Solution - Deposits 224 Accountant manually matched FMS transaction to CA$HLINK item.

138 QUIZ – Debit Vouchers September 25, The bank reported debit voucher # to Treasury in the amount of $ Item appears on the 224 Unmatched report. Why?

139 Solution – Debit Vouchers
Bank reported debit voucher through CA$HLINK on September 25, 2006

140 Solution – Debit Vouchers
FAFD report shows transaction recorded October 12, 2006 in FMS.

141 Solution – Debit Vouchers
FASMatch shows bank side as reported by Treasury.

142 Solution – Debit Vouchers
224 Accountant had to manually match as station entered the SDD (DV number) without the preceding zero.

143 Summary - Reconciliation Tips
4/14/2017 Summary - Reconciliation Tips What we need from stations: Use the “EB” and “EW” transactions whenever possible Review Section Five-B(Unmatched) Station Level SF224 report and take corrective action Use “Cashlink” to reconcile deposits Review deposit reports (DEPOSITS-FAFM) Review Monthly Unmatched Listings Update Web Application timely. Some of the things we need from you to help in the reconciliation…..

144

145 SF224 – REPORT OF TRANSACTIONS PREPARATION & SUBMISSION
4/14/2017 SF224 – REPORT OF TRANSACTIONS PREPARATION & SUBMISSION

146 MONTHLY SF-224 4/14/2017 Back in the late 80’s and early 90’s the 224 report was no more than 4 to 5 inches of paper and the reconciliation was done with colored markers and annotations. With the implementation of veteran co-payments the deposit report just about doubled from about 2 inches to 4 inches making the report grow to about 9 inches deep, but we were still using colored markers though it was taking much longer to finish the reconciliation each month. Well, as if that wasn’t enough the VA implemented the use of purchase cards and travel cards and the report grew to an overwhelming 4 Xerox boxes of paper. So much for colored markers.

147 SF 224 MATCHING STATISTICS
4/14/2017 SF 224 MATCHING STATISTICS MONTHLY LINE ITEM VOLUMES TREASURY ,543 GENERAL LEDGER ,101,921 TOTAL ,508,464

148 ELEMENTS OF SF 224 PREPARATION RECONCILIATION SUBMISSION
4/14/2017 ELEMENTS OF SF 224 PREPARATION RECONCILIATION SUBMISSION LINE ITEM MATCHING

149 GOALS IPAC RSD FMS ACCESS DATABASES RECONCILIATION
4/14/2017 GOALS IPAC RSD FMS ACCESS DATABASES RECONCILIATION SF 224 PREPARATION & SUBMISSION

150 TIMELINE 6:00AM – 6:00PM DOWNLOAD 224 REPORT AND TRIAL BALANCE
4/14/2017 TIMELINE 6:00AM – 6:00PM DOWNLOAD 224 REPORT AND TRIAL BALANCE 8:00AM DOWNLOAD IPAC 10:00AM – 6:00PM FMS POSSIBLY AVAILABLE FOR RESEARCH 3:00PM - 5:00PM DOWNLOAD GOALS REPORTS 5:00 PM DATA AVAILABLE FOR RECONCILIATION

151 DAY ONE Compile data Download and format RSD, IPAC and GOALS reports
4/14/2017 DAY ONE Compile data Download and format RSD, IPAC and GOALS reports Import data to access databases Develop reconciliation spreadsheets The FERV (SF224) report is downloaded to Hummingbird, reformatted via Monarch to an Access database enabling the 224 accountant to sort, sum, and match data for the preparation of the SF224 report. GOALS reports including IPAC, Agency Confirmation Report, and Deposits are imported and formatted through Monarch also to allow for sorting, summing and matching in preparation of the SF224 Report A workbook is created in Excel to house all working papers used in the preparation of the SF224 report

152 DAY ONE Perform reconciliation Perform cursory match process in Access
4/14/2017 DAY ONE Perform reconciliation Perform cursory match process in Access Seven sections Run Access queries Verify appropriations will be reported correctly Approximately 120 Determine necessary adjustments A cursory matching process is performed in access using the imported data to allow the 224 accountant to compile the data necessary to report the 224 on the 2nd work day. This reconciliation is necessary as it takes FASMATCH a full day to go through the more than 54 match passes to reconcile. Waiting for FASMATCH would not allow us to report the 224 on the 2nd day which is necessary to have the 3rd day for reporting possible supplemental. Several appropriations are represented incorrectly on the FMS generated 224 and must be adjusted to report the true Treasury Account Symbol as maintained by Treasury. The FMS generated 224 also occasionally includes closed appropriations.

153 DAY TWO Check for possible changes on ACR, CA$HLINK, and IPAC Treasury reports Update prepared SF224 Supervisory review of prepared SF224 Report Submit SF224 Report via GOALS

154 DAY THREE Review ACR, CA$HLINK, IPAC and Statement of Differences for changes or differences. Submit Supplemental if necessary

155

156 MONTHLY MATCH PASSES ACCOMPLISHED
FASMATCH MONTHLY MATCH PASSES ACCOMPLISHED LOCKBOX CREDIT CARDS 4 DEPOSITS DISBURSEMENTS TOTAL

157 UNMATCHED ITEMS 81,000+ UNMATCHED ITEMS PER MONTH MANUAL MATCH PROCESS
4/14/2017 UNMATCHED ITEMS 81,000+ UNMATCHED ITEMS PER MONTH MANUAL MATCH PROCESS 224 Accountants Station Accountants There are more than 81,000 unmatched items each month requiring manual matching accountants work with VA facilities to identify matching line items and assist stations with processing errors. Unmatched items can be caused by: 1) Station using different SDD numbers (these are the Schedule numbers, deposit numbers or direct disbursement numbers that identify the transactions on the generated 224 report) 2) Station processed incorrect transactions 3) Wrong amount recorded 4) Station processed a one sided entry

158 FINANCIAL INDICATORS TIMELINE FOR STATIONS TO AVOID RED INDICATOR
4/14/2017 FINANCIAL INDICATORS TIMELINE FOR STATIONS TO AVOID RED INDICATOR 1st – 31st – Update Web Application 15TH – Station Unmatched Reports sent Compare to Web Application and report any discrepancies. 30th or 31st – Correcting entries must be recorded in FMS Unmatched reports are sent to stations by the 15th of each month. Stations have until the 25th to return their reconciliations telling 224 accountants how to match the unmatched items. If correcting entries must be made – transactions should be recorded in FMS by the last day of the month. Any transactions going through AR Vista must be in AR Vista 3 days prior to the end of the month to be recorded in the correct accounting month.

159 8th Work Day Financial Indicators to Central Office

160 Unmatched Listings FSC provides stations the following unmatched listings each month Deposits Disbursements Credit Card Deposits Lockbox Purchase Cards Debit Vouchers Unidentified Debit Vouchers Unidentified Deposits Stations must input reconciliation information in the SF-224 Reconciliation Web application by specified deadline Manual matching will be accomplished before financial indicators are issued.

161 Contacts and FSC Newsflashes

162 Lockbox Contact Information Lockbox Home Page: Exception Processing Section FAX: CIO Help Desk—VISTA/AR

163 Lockbox Contact Tips Questions other than those related to UEOB’s (Unrouteable Explanation of Benefits) should be forwarded to Exception Processing mailbox. All other 3rd Party Lockbox inquiries should be addressed to VHA Outlook address: VHA ePayments RRT First Party Exception Processing inquiries should also be addressed to FSC mailbox address.

164 SF-224 Contact Information SF224 Unit address/routing symbol VA Financial Services Center/0474B Attn: Your SF224 Accountant 1615 Woodward Street Austin, TX 78772 Exchange Address VAFSC SF224 Reconciliation SF224 Unit Fax Number

165 FSC NEWSFLASHES

166

167 IPAC / FASPAC / FASFED

168 IPAC The Intra-Governmental Payment and Collection (IPAC) System is one of the major components of the Government On-Line Accounting Link System II (GOALS II). The IPAC application's primary purpose is to provide a standardized interagency fund transfer mechanism for Federal Program Agencies (FPAs). IPAC facilitates the intra-governmental transfer of funds, with descriptive data from one FPA to another.

169 4/14/2017 IPAC PROCESSING FAS Cash Management Division provides the following services: Assistance to customers on billing procedures Processing of IPAC requests Recording of transactions in accounting system for reporting purposes Reconciliation of SF224 -We assist in billing procedures and ensure you provide your billing partners with the necessary data to allow them to identify the charges or payments. -We process IPAC requests from those agencies not on the FASPAC system which we highly recommend as you will see in a minute. -We record the FMS transactions necessary to record the receipt or disbursement -and we reconcile the IPAC documents to the FMS transactions to ensure we are in balance with Treasury.

170 IPAC PROCESSING Assistance to VA facilities
Instructions on acquiring required information Assistance in determining proper reporting in accounting system Assistance in resolution of billing discrepancies

171 FASPAC FSC’s automated IPAC application FASPAC Web application
4/14/2017 FASPAC FSC’s automated IPAC application FASPAC Web application FSC Management Field Station Administrators Users Empowers field stations to track requests Uses Treasury's IPAC Bulk File Transmission Automates FMS transactions FASPAC is a web based application designed to give stations the power to manage their Intragovernmental transactions. FASPAC allows you to track your requests to completion and automates the FMS transactions providing a much faster processing time. Where it used to take at least a week or longer for the IPAC technician to complete all of the requests it now takes a mere 2 days to see your transaction processed.

172 These are sample screens of FASPAC to show you how easy it is to use.
4/14/2017 These are sample screens of FASPAC to show you how easy it is to use. Here you would click on the IPAC/FASPAC line

173 A username and password will be assigned to you.
4/14/2017 A username and password will be assigned to you.

174 4/14/2017 The home page will give you and overview of the system and introduce you to FASPAC.

175 4/14/2017 The system uses Window’s type drop down menu’s. Click on Document management and Add Document.

176 4/14/2017 The input screen will appear with all fields needed to process a transfer

177 4/14/2017 The bottom section is for your accounting transactions. Filled in correctly it will offset your receivable or obligation automatically.

178 FASPAC AAA / ADSN / FSN AAA (Navy): Authorized Accounting Activity
4/14/2017 FASPAC AAA / ADSN / FSN AAA (Navy): Authorized Accounting Activity ADSN (Air Force): Accounting & Disbursing Station FSN (Army): Fiscal Station Number In the IPAC system, this is a required field for all DFAS transactions. If this field is not populated, our transaction will most likely be reversed. DFAS has five primary centers: DFAS Cleveland DFAS Limestone DFAS Rome DFAS Columbus DFAS Indianapolis Many hospitals are partners with DFAS, processing payments and collections for service provided. DFAS requires a Field station number to appear in the AAA/ADSN/FSN field in order to identify how to account for the transfer. DFAS has 5 major ALC’s shown here.

179 4/14/2017 FASPAC COLLECTIONS There are numerous DFAS Field Sites that provide accounting support for DoD, Army, Air Force, Navy, Marine Corps and USPFO’s worldwide. As DFAS performs the Treasury download process, their system sorts by Station to identify the AAA/ADSN/FSN in determining which DFAS Field Site will process the transaction. The following DFAS Reference Tool Website is very helpful in determining the proper AAA/ADSN/FSN: Another great feature of this website is that it provides a comprehensive listing of various DoD appropriations. Select the “Definition of Terms” link for more information. This is a valuable web site for those who partner with DFAS. You can find the exact station number, ALC, and address of each partner billing office.

180 FASFED FAS developed application
4/14/2017 FASFED FAS developed application Automates download of IPAC initiated by other government agencies (OGA’s) Expedites IPAC processing Automates FMS processing Eliminates printing Station access to retrieve charges Reduces scanning to DMS FASFED is still in development and will soon be rolled out to stations. This system, much like FASPAC, allows us to automate the bills charged to our agency by other government agencies.

181 4/14/2017 Log In Screen

182 4/14/2017 Archive Record Review (All Users) – Click on this line to take you to the All Queue Query.

183 4/14/2017 Text Search will look for a certain word, name, etc. It is a good way to look for BD numbers, PO numbers, or DV numbers. If you know the BD number drop the station number and then input the remaining characters. For instance, if the BD number is 652K708JWT then drop the 652 and only input the K708JWT. The reason for this is sometimes they will input it with a dash, space, etc and if you don’t guess right you will not find it. This is also good for DV numbers. If your DV number is 6528A083Q then drop the 652 and only input the 8A083Q. Important – When using the Text Search you must click on Query Text. Inputting any information in the other fields will not work on this search. If you use return then you will get all the records you have access too, not the search criteria.

184 4/14/2017 This is a list of all the documents that fit your search criteria. Identify the correct line and click on Select. Important – click on Select not Return to get the desired results.

185 4/14/2017 This is the IPAC information. As you can see the “K” number appeared in both the Invoice # field and the Purchase Order # field. Since the View File Attachments has a (0) then no files are attached. When the are finished with the document make sure they click on the Close Document button.

186 4/14/2017 If they know the IPAC Document Reference # then they can input it in that field. Leave all the other fields blank. Make sure you click on Search and not Return. If they only know approximate dollar amount or who the IPAC is coming from or date range it was processed then they can fill out as many of these fields as they want. Stations do not want to put any information in the User ID field. This field identifies the Cash Management personnel who processed the IPAC in FASFED.

187 4/14/2017 This will bring up all documents that fit your search criteria. Identify the correct line and click on Select not Return.

188 4/14/2017 This is the IPAC document. You can see all the transactions processed and in the upper right corner is the View File Attachments (12). There is a number 12 so that designates that there are files attached. Click on the View File Attachments line. If nothing happens then make sure that you are set up to allow pop-ups.

189 Find your station and then click on View File.
4/14/2017 Find your station and then click on View File.

190 4/14/2017 You can now Open the document or Save to File. If you don’t want to view than you can cancel.

191 This is a sample of an attachment.
4/14/2017 This is a sample of an attachment. If your pdf files are displayed using Microsoft Windows and Fax Viewer use the arrows in the center to scroll through the pages, not the arrows on the left. Make sure you close all the windows and on the IPAC document Close the document.

192 INTRA-GOVERNMENTAL TRANSACTIONS
4/14/2017 INTRA-GOVERNMENTAL TRANSACTIONS

193 INTRA-GOVERNMENTAL TRANSACTIONS
4/14/2017 INTRA-GOVERNMENTAL TRANSACTIONS Enactment of the Government Management Reform Act of 1994 (GMRA) requires preparation and submission of audited Government-wide financial statements. Transactions between agencies must be reconciled and eliminated to avoid misstatement of Government assets, liabilities, revenues and expenses on these financial statements

194 INTRA-GOVERNMENTAL TRANSACTIONS
4/14/2017 INTRA-GOVERNMENTAL TRANSACTIONS Variances on Intra-governmental transactions identified as reportable conditions on VA’s FY2006 ‘Recommendations for Internal Control Improvements for Financial Reporting’ issued by Grant Thornton. We must implement processes to ensure trading partner variances are not attributable to VA.

195 INTRA-GOVERNMENTAL TRANSACTIONS
4/14/2017 INTRA-GOVERNMENTAL TRANSACTIONS Contributing Factors Differences related to Vendor ID’s Trading Partner Vendor ID set up erroneously as “C” for Commercial Default Vendor ID on transaction not requiring that information (ex: payroll accrual) Expenditure Transfers processed with different Vendor ID than one used on original expense transaction. Delay in clearing Advance Transactions

196 4/14/2017 Stations will be required to provide DUNS numbers for all of their Intragovernmental partners whenever they do business through IPAC. The following screens shows you how to find these numbers for each agency.

197 4/14/2017 Click on the Search button – you do not need a USER ID and password to do searches

198 4/14/2017 To find your DUNS number just type in the Company/Agency Name (Veterans Health Administration) and the state and hit search. If you need another agencies number click on the drop down for the Agency name and submit.

199 4/14/2017 Everything for that state will appear and you will be able to find your agency. To view the information click on detail.

200 4/14/2017

201 4/14/2017 THE END


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