RECORD OUTFLOWS (EXPENSES) CH (MAJ) Ramon Santillano SFC Faustin Desir SSG Cedric Adams 805D-CRM-LS17 Attention, Motivation, Lead In, TLO, Administrative Data, and LSA – 5 mins LSA 1- 30 mins LSA 2- 30 mins Student Activity- 1 hr. 20 mins Break- 30 mins TLO, Questions, and Summary- 5 mins Resources: AR 165-1, Army Chaplain Corps Activities , June 2015 DA Pam 165-18, Chaplaincy Resources Management, January 2000 CTOF Baseline Operating Procedures, Vol. 1, Issue 1, Feb 2015 Instructor Note: Handout is required for the Student Activity at the end of the Lesson. This Handout utilizes earlier PRFs input by the student. It includes information on whether the purchase was made, the actual cost, and whether the goods/services have been received. ATTENTION Money is received through the CTOF as an act of worship from congregation members, by properly accounting for expenses.  

Note to Instructor: Show Slide #2 MOTIVATION ASK: What do you think about this bumper sticker? ASK: How many of you run your personal bank accounts? There is a process for closing out all purchases with the actual price so that they are correct in CHIPS and produce the correct balance in the Rolling Profit/Loss Tracker. LEAD IN In this class we will record outflows (purchases) in CHIPS. This will include closing out PRFs for GPCs, EFTs and Checks after the purchase is made.

Terminal Learning Objectives (TLO) ACTION: Record expenses in Chaplaincy corps Income and Procurement System (CHIPS). CONDITION: Given access to CHIPS, handouts, and scenarios. STANDARD: Complete a Practical Exercise using CHIPS in accordance with software guidelines and Baseline Operations. Note to Instructor: Show Slide #3 Read Slide.

Administrative Data Safety Requirements: NONE Risk Assessment: LOW Environmental Considerations: Environmental protection is a continual process. Always be alert to ways to protect our environment and reduce waste. Evaluation: N/A Note to Instructor: Show Slide #4 Read Slide.

Learning step Activities LSA 1. Record the expenses for GPC. LSA 2. Record the expenses for Check/EFT. Note to Instructor: Show Slide #5 Allow time for students to view slide.

Click on Purchase Request Form Note to Instructor: Show Slide #6, Slides 6-14 will be used as an instructional guide to recording expenses. LSA 1. Record the expenses for GPC. 30 mins. Have the students click on Purchase Request Form located on the left side of their screen.

Note to Instructor: Show Slide #7 Select the GPC purchase that was created in an earlier class.

Click on Purchase Request Form Note to Instructor: Show Slide #8 Have the students scroll to the bottom of the screen and stop at the “Purchase Status Information.” STATE: This is where the Cardholder will close out the PRF with the actual purchase price. Input the required information displayed on screen. The cardholder has the option of selecting purchase or not purchased. The drop down box will allow you to select “Purchased” or “Not Purchased.” “Not Purchased” means that the purchase was not used and the purchase will then be canceled with the automatic default amount of 0 entered as the actual amount. You will have to put the purchase was canceled in the “Remarks Section.” Have students input the amount that is shown on the screen. Once complete have students select “Submit.”

Receiving report Click on Submit Note to Instructor: Show Slide #9 Have students scroll to the bottom of the screen and stop at the “Receiving Report.” State: This section is the way the requestor or cardholder verifies that the goods/services were received. Have the students select the drop down. There you will see the option to select “Received Request in Full,” “Received Request in Partial,” or “Not Received.” The requestor will select whichever category applies to the items received. For instance, if the requestor ordered 24 books but did not receive all 24 books that was requested, then he or she would select “Received Request in Partial,” and annotate how ever many books was received in the “Remarks” section. Have the students select today’s date from the calendar. Have the students select “Submit.” Click on Submit

Funding information Note to Instructor: Show Slide #10 Notice that as you look at the PRF Workflow status, it will display that the purchase request for GPC is complete. The complete status shows up after you have selected “Purchased” and put in the actual amount. Check on Learning: QA: What must the cardholder select if he or she as not received all of their purchases? AN: Select “Partial Received” and annotate the quantity received in the “Remarks.” QA: What do you do if the purchase request has been canceled by the requestor? AN: Select “Not Purchased.” Review and Summary: We have discussed inputting expenses for GPC transactions. This must be done to close out EVERY PRF in CHIPS so that your rolling profit/loss balance is correct. Transition: We will now turn to inputting expenses for EFTs and Checks.

Click on EFT Purchase Order Funding information Click on EFT Purchase Order Note to Instructor: Show Slide #11 LSA 2. Record the expenses for Check/EFT. 30 mins. Select CHK purchase that was created earlier .

1,500 Note to Instructor: Show Slide #12 Select the EFT purchase that was created in an earlier class.

Click on EFT Purchase Order Funding information Click on EFT Purchase Order Note to Instructor: Show Slide #13 Have students open up the form that was just submitted.

Note to Instructor: Show Slide #14 Have students scroll to the bottom of the screen and stop at the purchase status information Have the students select the drop down. There they will see the option to select purchased or not purchased. Selecting not purchased will cancel the purchase request and enter the actual amount of the purchase to 0. Have students select “Purchased” and input $1,500 as the actual amount. Have the students select “Submit.” Check on Learning: QA: What must the cardholder select if he or she has not received all of their purchases? AN: Select “Partial Received” and annotate the quantity received in the “Remarks.” QA: What do you do if the purchase request has been canceled by the requestor? AN: Select “Not Purchased.” Review and Summary: We have discussed recording expenses for Check/EFT. This must be done to close out EVERY PRF in CHIPS so that your subaccount balance is correct. Transition: We will conduct a student activity on recording outflows.

Individual activity At this point, you will go back to all of the PRFs (GPC, Check and EFT) that you have inputted and close them out. The provided handout will include whether the purchase was made, the actual purchase price, and whether the goods have been received. Instructor Note: Show Slide #15 At this point, you will go back to all of the PRFs that you have input and close them out. The provided handout will include whether the purchase was made, the actual purchase price, and whether the goods have been received. [Instructor Note: There is a handout which lists the close out information for all PRFs.]

Developing a culture of performance and service. Questions? Developing a culture of performance and service. Note to Instructor: Show Slide #16 Ask for Questions

summary Recorded the expenses for GPC. Recorded the expenses for Check and/or EFT. Note to Instructor: Show Slide #17 Read Summary.