2 What Will We Cover? What is the SF-224? VA Cash General Ledger AccountsSF-224 ReconciliationFASMatch and Ca$hlinkSF-224 Reconciliation Web ApplicationReconciliation TipsSF-224 Preparation and SubmissionContacts and FSC NewsflashesIPAC/FASPAC/FASFEDMiscellaneous
4 What is the SF-224?Treasury uses the SF-224 Report to receive information about the financial conditions and operations of federal agenciesAgency 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 monthReports serve as the basis of Treasury publications to Congress and the public regarding federal revenues and expenditures
5 8- Digit Agency Location Code (ALC) 4/14/20178- 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 NumberColumn IIReceipts and ReimbursementsRefunds for Prior Year ExpendituresCancelled Checks, Limited PayabilityColumn IIIDisbursementsRefunds for Current Year ExpendituresNegative Disbursements
7 * See pages 10-4 through 10-8 for complete SF224 4/14/2017This 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 4/14/2017DisbursementsSF1166or SPSRFCGOALS IITreasury/FMSSF 224Federal Agencies1. 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)STARReports to thePublic and Congress
9 The Deposit Process SF224 Federal Agencies Collected Cash & Checks 4/14/2017Federal AgenciesCollectedCash & ChecksThe PublicFederal Reserve Bank& Other DepositariesSF224The 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$hLink System to Treasury/FM4. Treasury uses this information for preparing reports on receipts and outlays to the Public and Congress.Treasury/FMSReports to thePublic and CongressCA$HLINK System
10 SF-224 Submission Preparation and Submission Monthly 4/14/2017Preparation and Submission MonthlySubmission required by third workdaySupplemental submission by third workdaySupplemental submitted affects CFO MetricsFMS Disbursements:Over 720,000 transactions totaling over $2.3 billion monthlyFMS Collections:Over 200,000 transactions totaling over $448 million monthlyThe 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 4/14/2017VA Cash General Ledger AccountsFMS 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 4/14/2017SF-224 Cash AccountsTREASURY DISBURSEMENTSDefinition: Account which records Treasury disbursements made by VA.Normal Balance: CreditAD DocumentsCB, CC, CD, EC and TM DocumentsSection One and Section Three of SF224VAD documents = all check and electronic schedulesCB documents = Convenience check schedulesCC documents = Purchase Card schedulesCD documents = Prime Vendor schedulesEC documents = Same Day vendor schedulesTM documents = Travel schedules
13 SF-224 Cash Accounts 1021, 1028, 1030, 1031, 1043 - TRANSFERS 4/14/2017SF-224 Cash Accounts1021, 1028, 1030, 1031, TRANSFERSDefinition: Accounts which record transfers made by VA. These accounts are also used to record expenditure transfers between VA facilities.Normal Balance: Debit / CreditDD, EB, ET, EW, IF, SV, TR and TY DocumentsSection Five of SF224VDD = Direct DisbursementEB = Expenditure Between StationsET = Expenditure TransactionEW = Expenditure Within StationIF = Imprest FundSV = Standard VoucherTR = Transfer ReceiptTY = Travel Voucher
14 SF-224 Cash Accounts 1013, 1022, 1029, 1032 - COLLECTIONS 4/14/2017SF-224 Cash Accounts1013, 1022, 1029, COLLECTIONSDefinition: 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: DebitCR Documents OnlySection Seven of SF224VCR = 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 4/14/2017SF-224 Cash AccountsIPAC DISBURSEMENTSDefinition: 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: CreditDF, DV, and ET DocumentsSection Four of SF224VDF = Disbursement FederalDV = Disbursement VoucherET = Expenditure Transfer1026 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 4/14/2017SF-224 Cash AccountsIPAC COLLECTIONSDefinition: 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: DebitCF and TR DocumentsSection Four of SF224VCF = Credit FederalTR = Transfer Receipt1036 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 4/14/2017SF-224 Cash AccountsCANCELED CHECKS - LIMITED PAYABILITYDefinition: Account maintained by Treasury appropriation symbol to show the net amount of canceled checks or limited payability funds returned to VA.Normal Balance: DebitXR DocumentsSection Two of SF224VXR = 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 - DebitStation Level – CreditSection Six of SF224V
19 4/14/2017Non SF-224 Cash AccountsDISBURSING AUTHORITY TRANSFERRED TO OTHER STATIONSDefinition: 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: CreditSection Six of SF224VNon 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 AccountsDISBURSING AUTHORITY RECEIVED FROM OTHER STATIONSDefinition: 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: DebitSection Six of SF224V
21 4/14/2017Non SF-224 Cash Accounts1023, 1024, 1025 , NON 224 DISBURSEMENTS AND COLLECTIONSDefinition: Accounts maintained by VA to record Foreign Payments, Misc. Payroll transactions and Payroll Expenditures from the payroll interface. Non-224 Entries!Normal Balance: Debit/CreditShould not be recorded by Field StationsSection Six of SF224VThe most commonly used Non-224 transaction is the PR.
22 VA Cash Accounts http://vaww.fscdirect.fsc.va.gov/FMSAccountResource/ 4/14/2017Just 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 4/14/2017SF-224 ReconciliationMaybe we can clear up some of the confusion about 224 reconciliation.
24 SF-224 Reconciliation Reconciliation with Treasury required 4/14/2017Reconciliation with Treasury requiredfor unqualified opinion for VA’sFinancial 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 4/14/2017Station Level SF-224 ReconciliationStation Level SF-224 Report (RER224VS)Seven Sections:Section I – FMS Generated PaymentsSection II – Canceled ChecksSection III – No-Check PaymentsSection IV – IPAC Payments & ReceiptsSection V-a, b & c – Journal VouchersSection VI – Non-224 Cash TransactionsSection VII – DepositsThe 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 4/14/2017Section One -Treasury Scheduled PaymentsOver $1.1 billion monthlyAD transactions
27 Agency Confirmation Report 4/14/2017Agency Confirmation ReportSchedule Types - FMS101 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 4/14/2017Station 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 4/14/2017January 2006 Agency Confirmation Report showing Schedule totals for the nation.
31 Section One – Nationwide (Cont) 4/14/2017Continuation of section one showing nationwide schedule total
32 Station Level SF-224 Reconciliation 4/14/2017Station Level SF-224 ReconciliationSection Two - Cancelled ChecksOver 6,000 monthlyXR transactionsChecks 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 4/14/2017Here you see the Julian date as the schedule number.
34 Agency Confirmation Report 4/14/2017This 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 4/14/2017Section Two – NationwideThe 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 4/14/2017Section Three - Manual “Same Day” Treasury PaymentsCredit Card, Prime Vendor, Travel Management Center, & Convenience ChecksOut of System PaymentsOver $700 million monthlyCB, CC, CD, EC and TM transactionsSame 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 4/14/2017Section Three – Station LevelThis is the Section Three sample showing a line item for the yearly College of American Pathology payment.
38 Agency Confirmation Report 4/14/2017Agency Confirmation ReportThe nationwide scheduled totaled over $3 million dollars.
39 Section Three – Nationwide 4/14/2017Section Three – NationwideThis 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 4/14/2017Agency Confirmation ReportSchedule Types – Credit Card SystemCTB Purchase CardCCC Convenience ChecksCBP Prime VendorCBT Centrally Billed TravelFEE FEE BasisMCF MasterCard FleetA list of the different Credit Card System schedules as they appear in FMS and the ACR.
41 Agency Confirmation Report 4/14/2017Agency Confirmation ReportSchedule Types – Credit Card System (External Customers)IHS Immigrant HealthCTI Immigrant Health – DentalIND Indian Health – Aberdeen/BimidjiINB Indian Health – BillingsCNC VA Canteen Service – Purchase CardCNT VA Canteen Service – TravelCPP Capitol Police – Purchase CardCPC Capitol Police – Convenience CheckCPT Capitol Police - TravelWe also perform Franchise services for other government agencies (OGA’s) using our Credit Card System.
42 Agency Confirmation Report 4/14/2017Agency Confirmation ReportSchedule Types – SPS Same Day PaymentsBT Bankers TrustAP College of American PathologyDI Discount & Interest paymentsMD MicrosoftECS MiscellaneousSome 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 4/14/2017Section Four – Intra-governmental Payment and Collection (IPAC) TransactionsOver 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 transactionsInstructor: 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 4/14/2017This is a station level section 4 report showing a GSA Telephone billing and a GSA Motorpool billing.
45 4/14/2017IPAC Support ListingHere you see the IPAC Support Listing maintained by Treasury on all Federal agencies showing all IPAC transfers for ALC
46 Section Four – Nationwide 4/14/2017Section Four – NationwideNationwide 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 4/14/2017Section Five - Journal VouchersOver 132,000 transactions totaling over $20 million monthlyTransfers between stationsTransfers within a stationConvenience Check Offset/Recording ExpenseOffsetting IPAC AdvancesMost items appearing in Section Five should be net zero transactions either between stations or within stations.
48 Station Level SF-224 Reconciliation 4/14/2017Section Five - Journal Vouchers -ContinuedDD, EB, ET, EW, IF, SV, TR and TY DocumentsShould 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-A4/14/2017Section 5-A should always have net zero transactions. If not you will receive a call from one of us.
50 4/14/2017Section Five-BSection 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-C4/14/2017Section 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 4/14/2017Station Level SF-224 ReconciliationSection Six - Non-SF224 TransactionsForeign PaymentsOver $100 Million AnnuallyMainly NC and PR TransactionsTransactions appearing on section six would match to other ALC reporting.
53 Section Six4/14/2017PR transactions record Payroll transactions which were reported on ALC
54 Station Level SF-224 Reconciliation 4/14/2017Station Level SF-224 ReconciliationSection Seven - DepositsOver 97,000 transactions totaling over $400 million monthlyIncludes Credit Card and Lockbox CollectionsCR transactionsAll transactions appearing in this section should have a corresponding SF215 or SF5515.
55 Section Seven4/14/2017Can 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 4/14/2017SF-224 ReconciliationThe “SDD” number on the SF-224 represents: Schedule Number, Direct Disbursement Number, and Deposit NumberAn 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” transactionsThe Schedule# on the FMS “SV” transactionThe Deposit# on the FMS “TR”, “CR”, transactionsThe Document ID# on “IF”, “TP”, and “TY” transactions
59 SF-224 Reconciliation4/14/2017The ET transaction showing the Direct Disbursement Number
60 SF-224 Reconciliation4/14/2017The matching TR transaction showing the deposit number field with the same number used in the ET transaction Direct Disbursement number field.
61 SF-224 Reconciliation4/14/2017This 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 4/14/2017SF-224 ReconciliationThe SV transaction showing the Schedule Number field.
63 SF-224 Reconciliation4/14/2017The matching TR transaction showing the same number in the Deposit number field.
64 4/14/2017SF-224 ReconciliationFASMatch system showing the matched transactions netting to zero.
65 SF-224 Reconciliation IF transaction with the Doc ID as the SDD number 4/14/2017IF transaction with the Doc ID as the SDD number
66 SF-224 Reconciliation4/14/2017Matching TR transaction with the DOC ID of the IF transaction as the Deposit number.
67 SF-224 Reconciliation FASMatch screen showing the matched item 4/14/2017SF-224 ReconciliationFASMatch screen showing the matched item
71 Overview What is FASMatch? 4/14/2017OverviewWhat is FASMatch?FASMatch is Financial Accounting Service’s Data Matching and Account Reconciliation SolutionUtilizes many commercial off-the-shelf (COTS) software packagesProvides complete data reconciliation and resolutionInstructor 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 TreasuryManage the SF224 Report-Statement of TransactionsObtain data for customer billingsReconcile Fund Balance with Treasury (FBWT)
73 Use of FASMatch within the FAS (cont.) 4/14/2017Use of FASMatch within the FAS (cont.)Critical to VA receiving a clean audit opinionGreatly enhances audit of SF224 reconciliation with data integritySystem maintains individual record audit trailWith 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 4/14/2017FASMatch IMPLEMENTATIONDeposit and Disbursement Reconciliation ImplementedAll Treasury and General Ledger data importedAutomatic match pass criteria created and processedUser Training CompletedOverall Match Rates increased from 61% to 99.96% in one fiscal yearAverage records imported monthly 1.3 millionTo 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 4/14/2017Benefits of FASMatchReconciliation Software ApplicationEliminate Manual MatchingProcesses Multiple Matching PassesMaintain Unqualified OpinionFirst 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. 4/14/2017Just a sample of some of the transactions we reconcile.
77 4/14/2017Shows 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.
79 4/14/2017We 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!
82 4/14/2017CA$HLINKReceives 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$HLINK II 4/14/2017Login screen to CA$HLINK II
84 Windows style drop down menu’s. Click on Agency Voucher Query. 4/14/2017Windows style drop down menu’s. Click on Agency Voucher Query.
85 4/14/2017Query 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 4/14/2017It will show you the line item with all of the pertinent information in a summary report.
103 Reconciliation Tips Just a few tips to keep you out of trouble. 4/14/2017Reconciliation TipsJust a few tips to keep you out of trouble.
104 Disbursement Reconciliation Tips 4/14/2017Disbursement Reconciliation TipsUse the EB and EW transaction whenever possible.“EB” transactionAllows funds to be transferred “between” stations.Must net to zero.Replaces ET.“EW” transactionAllows 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 4/14/2017Disbursement Reconciliation TipsSome examples of when to use “EW”:ET-03 “I” Suspense/SV-56 “D” MedCareET-01 “I” MedCare/TR-24 “I” SuspenseET-01 “I” Research/ET-01 “D” MedCareEW can also be used in lieu of ET to correct costing within a fundInstead of using these transaction, use an EW and avoid any possibility of a 224 unmatched item.
107 QUIZ – Credit CardsSchedule # 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.
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 4/14/2017Deposit Reconciliation TipsAccomplish 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 4/14/2017Deposit Reconciliation TipsRecommended reconciliation proceduresCheck 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 4/14/2017Here you see a specific deposit # reported by the bank for $1,
117 Deposit Reconciliation Tips 4/14/2017Here 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 4/14/2017The monthly summarizes all of your transactions posted during the accounting month.
119 4/14/2017Deposit 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 4/14/2017Deposit 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)4/14/2017Debit 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 - DepositCA$HLINK Shows bank reported $1, to Treasury on 01/23/2007
127 Solution - DepositCheck RSD report FAFD to confirm transactions input in FMS. Total $1,278.68
128 Solution - DepositOn 01/22/2007 two additional lines were processed for $175.68
129 Solution - DepositFAFM 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 - DepositAfter end of month processing, FASMatch matching system shows deposit unreconciled.
132 Solution - DepositWeb 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 - DepositsDeposit Ticket reported by Bank appears in FASMatch
135 Solution - DepositsAccountant can query the daily or monthly 224 Reconciliation report in RSD for Deposit Ticket number
136 Solution - DepositsResult from query in RSD shows incorrect SDD number
138 QUIZ – Debit VouchersSeptember 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 4/14/2017Summary - Reconciliation TipsWhat we need from stations:Use the “EB” and “EW” transactions whenever possibleReview Section Five-B(Unmatched) Station Level SF224 report and take corrective actionUse “Cashlink” to reconcile depositsReview deposit reports (DEPOSITS-FAFM)Review Monthly Unmatched ListingsUpdate Web Application timely.Some of the things we need from you to help in the reconciliation…..
145 SF224 – REPORT OF TRANSACTIONS PREPARATION & SUBMISSION 4/14/2017SF224 – REPORT OF TRANSACTIONS PREPARATION & SUBMISSION
146 MONTHLY SF-2244/14/2017Back 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 4/14/2017SF 224 MATCHING STATISTICSMONTHLY LINE ITEM VOLUMESTREASURY ,543GENERAL LEDGER ,101,921TOTAL ,508,464
148 ELEMENTS OF SF 224 PREPARATION RECONCILIATION SUBMISSION 4/14/2017ELEMENTS OF SF 224PREPARATIONRECONCILIATIONSUBMISSIONLINE ITEM MATCHING
150 TIMELINE 6:00AM – 6:00PM DOWNLOAD 224 REPORT AND TRIAL BALANCE 4/14/2017TIMELINE6:00AM – 6:00PM DOWNLOAD 224 REPORT AND TRIAL BALANCE8:00AM DOWNLOAD IPAC10:00AM – 6:00PM FMS POSSIBLY AVAILABLE FOR RESEARCH3:00PM - 5:00PM DOWNLOAD GOALS REPORTS5:00 PM DATA AVAILABLE FOR RECONCILIATION
151 DAY ONE Compile data Download and format RSD, IPAC and GOALS reports 4/14/2017DAY ONECompile dataDownload and format RSD, IPAC and GOALS reportsImport data to access databasesDevelop reconciliation spreadsheetsThe 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 ReportA 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 4/14/2017DAY ONEPerform reconciliationPerform cursory match process in AccessSeven sectionsRun Access queriesVerify appropriations will be reported correctlyApproximately 120Determine necessary adjustmentsA 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 TWOCheck for possible changes on ACR, CA$HLINK, and IPAC Treasury reportsUpdate prepared SF224Supervisory review of prepared SF224 ReportSubmit SF224 Report via GOALS
154 DAY THREEReview ACR, CA$HLINK, IPAC and Statement of Differences for changes or differences.Submit Supplemental if necessary
156 MONTHLY MATCH PASSES ACCOMPLISHED FASMATCHMONTHLY MATCH PASSES ACCOMPLISHEDLOCKBOXCREDIT CARDS 4DEPOSITSDISBURSEMENTSTOTAL
157 UNMATCHED ITEMS 81,000+ UNMATCHED ITEMS PER MONTH MANUAL MATCH PROCESS 4/14/2017UNMATCHED ITEMS81,000+ UNMATCHED ITEMS PER MONTHMANUAL MATCH PROCESS224 AccountantsStation AccountantsThere 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 transactions3) Wrong amount recorded4) Station processed a one sided entry
158 FINANCIAL INDICATORS TIMELINE FOR STATIONS TO AVOID RED INDICATOR 4/14/2017FINANCIAL INDICATORSTIMELINE FOR STATIONS TO AVOID RED INDICATOR1st – 31st – Update Web Application15TH – Station Unmatched Reports sentCompare to Web Application and report any discrepancies.30th or 31st – Correcting entries must be recorded in FMSUnmatched 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 ListingsFSC provides stations the following unmatched listings each monthDepositsDisbursementsCredit Card DepositsLockboxPurchase CardsDebit VouchersUnidentified Debit VouchersUnidentified DepositsStations must input reconciliation information in the SF-224 Reconciliation Web application by specified deadlineManual matching will be accomplished before financial indicators are issued.
162 Lockbox Contact InformationLockbox Home Page:Exception Processing SectionFAX:CIO Help Desk—VISTA/AR
163 Lockbox Contact TipsQuestions 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 RRTFirst Party Exception Processing inquiries should also be addressed to FSC mailbox address.
164 SF-224 Contact InformationSF224 Unit address/routing symbolVA Financial Services Center/0474BAttn: Your SF224 Accountant1615 Woodward StreetAustin, TX 78772Exchange AddressVAFSC SF224 ReconciliationSF224 Unit Fax Number
168 IPACThe 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 4/14/2017IPAC PROCESSINGFAS Cash Management Division provides the following services:Assistance to customers on billing proceduresProcessing of IPAC requestsRecording of transactions in accounting system for reporting purposesReconciliation 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 informationAssistance in determining proper reporting in accounting systemAssistance in resolution of billing discrepancies
171 FASPAC FSC’s automated IPAC application FASPAC Web application 4/14/2017FASPACFSC’s automated IPAC applicationFASPACWeb applicationFSC ManagementField Station AdministratorsUsersEmpowers field stations to track requestsUses Treasury's IPAC Bulk File TransmissionAutomates FMS transactionsFASPAC 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. 4/14/2017These 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. 4/14/2017A username and password will be assigned to you.
174 4/14/2017The home page will give you and overview of the system and introduce you to FASPAC.
175 4/14/2017The system uses Window’s type drop down menu’s. Click on Document management and Add Document.
176 4/14/2017The input screen will appear with all fields needed to process a transfer
177 4/14/2017The 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 4/14/2017FASPAC AAA / ADSN / FSNAAA (Navy): Authorized Accounting ActivityADSN (Air Force): Accounting & Disbursing StationFSN (Army): Fiscal Station NumberIn 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 ClevelandDFAS LimestoneDFAS RomeDFAS ColumbusDFAS IndianapolisMany 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 4/14/2017FASPAC COLLECTIONSThere 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 4/14/2017FASFEDFAS developed applicationAutomates download of IPAC initiated by other government agencies (OGA’s)Expedites IPAC processingAutomates FMS processingEliminates printingStation access to retrieve chargesReduces scanning to DMSFASFED 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.
182 4/14/2017Archive Record Review (All Users) – Click on this line to take you to the All Queue Query.
183 4/14/2017Text 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 4/14/2017This 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 4/14/2017This 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 4/14/2017If 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 4/14/2017This will bring up all documents that fit your search criteria. Identify the correct line and click on Select not Return.
188 4/14/2017This 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. 4/14/2017Find your station and then click on View File.
190 4/14/2017You 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. 4/14/2017This 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.
193 INTRA-GOVERNMENTAL TRANSACTIONS 4/14/2017INTRA-GOVERNMENTAL TRANSACTIONSEnactment 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 4/14/2017INTRA-GOVERNMENTAL TRANSACTIONSVariances 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 4/14/2017INTRA-GOVERNMENTAL TRANSACTIONSContributing FactorsDifferences related to Vendor ID’sTrading Partner Vendor ID set up erroneously as “C” for CommercialDefault 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 4/14/2017Stations 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 4/14/2017Click on the Search button – you do not need a USER ID and password to do searches
198 4/14/2017To 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 4/14/2017Everything for that state will appear and you will be able to find your agency. To view the information click on detail.
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