Financial Management School Deployable Disbursing System

Financial Management School Deployable Disbursing System
DDS Financial Management School Deployable Disbursing System Disbursing Officer Show Slide #1: Deployable Disbursing System Title: Employ the Deployable Disbursing System (DDS) References: DFAS-IN REG 37-1, FM 1-06, DODFMR R, DDS User Manual Section I. Administrative Data Academic Hours/Methods 11 hrs. / 20 min. DSL (large or small group discussion) 04 hrs. / 20 min. PE (practical exercise (Hands On) 00 hrs. / 00 min. Test 00 hrs. / 00 min. Test Review 00 hrs. / 00 min. Total Hours Section II. Introduction: Method of Instruction: DSL (large or small group discussion) Facilitator's to Learner Ratio: 1:30 Time of Instruction: 00 hrs. / 10 min. Media: PowerPoint Presentation Facilitator's Material: Each primary Facilitator should possess a lesson plan, slide deck, course handouts, practical exercise with answer key, and summary sheet containing DFAS-IN REG 37-1, FM 1-06, DODFMR R. and DDS User Manual. Learner’s Material: Learners should possess course handouts, practical exercises, summary sheet containing DFAS-IN REG 37-1, FM 1-06, DODFMR R, DDS User Manual with access to Bb and DDS, and standard classroom supplies. Facilitator's Note: "All required references and technical manuals will be provided by the School House“ Motivator (Concrete Experience): The DDS system is the operating system that deployed Army finance offices are using to perform their Disbursing duties. You may be called upon to perform duties as an agent or deputy disbursing officer (DDO). As a DDO or agent, it is important for you to know the processes of advancing, receiving or returning funds; making editing, certifying or deleting payments and collections; and making or supervising exchange transactions. Accurate transactions will ensure all balances are proper. By knowing how to perform these actions you will eliminate the chance of error and allow your reports to be accurate at all times.

Financial Management School
Terminal Learning Objective Action: Employ the Deployable Disbursing System (DDS) Conditions: FM Leaders in a classroom environment working individually and as a member of a small group, using doctrinal and administrative publications, self-study exercises, personal experiences, practical exercises, handouts, and discussion. Standard: With at least 80% accuracy (70% for International Learners): Identify the Deployable Disbursing System (DDS) users, user functions, office setup, and data flow Perform DDS system administration functions Prepare Statement of Agent Officer's Account (DD Form 1081) and create a Remote File Transfer Perform cash maintenance operations Perform interface and check / EFT processing Perform disbursement and collection certification Process deposit tickets and debit vouchers Prepare accountability reports and other DDS actions Show Slide #2: Terminal Learning Objective Read TLO Action: Employ the Deployable Disbursing System (DDS) Conditions: FM Leaders in a classroom environment working individually and as a member of a small group, using doctrinal and administrative publications, self-study exercises, personal experiences, practical exercises, handouts, and discussion. Standard: With at least 80% accuracy (70% for International Learners): Identify the Deployable Disbursing System (DDS) users, user functions, office set-up, and data flow Perform DDS system administration functions Prepare Statement of Agent Officer's Account (DD Form 1081) and create a Remote File Transfer Perform cash maintenance operations Perform interface and check / EFT processing Perform disbursement and collection certification Process deposit tickets and debit vouchers Prepare accountability reports and other DDS Actions Safety Requirements: In a training environment, leaders must perform a risk assessment in accordance with DA PAM , Risk Management. Leaders will complete a DD Form 2977 DELIBERATE RISK ASSESSMENT WORKSHEET during the planning and completion of each task and sub-task by assessing mission, enemy, terrain and weather, troops and support available-time available and civil considerations (METT-TC). Local policies and procedures must be followed during times of increased heat category in order to avoid heat related injury. Consider the work/rest cycles and water replacement guidelines IAW TRADOC Regulation Risk Assessment Level: Low. Environmental Considerations: Environmental protection is not just the law but the right thing to do. It is a continual process and starts with deliberate planning. Always be alert to ways to protect our environment during training and missions. In doing so, you will contribute to the sustainment of our training resources while protecting people and the environment from harmful effects. Refer to FM Environmental Considerations and GTA ENVIRONMENTAL-RELATED RISK ASSESSMENT. Evaluation: Learners will be assessed using “Go” or “No Go” on Professional Development and Leadership during the Capstone Exercise. Instructional Lead-In: The disbursing operation is an important part of an officer’s duties. Disbursing is a complex system of checks, balances, and reports. It is necessary for you to become very familiar with not only the DD Form 2665, Daily Agent Accountability Summary, but also The Deployable Disbursing System (DDS), and the effect different documents have on cash accountability. Having a conceptual understanding of documents and transactions and their effects on your accountability will help you throughout all the disbursing related tasks. We will augment the concepts discussed during this lesson in future disbursing lessons. Facilitator's Note: Discuss and help the learners understand the importance of inputting correct data information. Facilitator's Note: The critical portion of this part of the ALM process is to force the learners to reflect. As the facilitator you can achieve this by asking a series of thought influencing questions, for example: Your past experience, or theirs and how could it relate to this lesson. How did it make the learners feel about the personal experiences mentioned that must be taken to alleviate undue hardship. What did you see or hear that makes the learners relate to the discussions being held. Financial Management School FINANCIAL MANAGEMENT SCHOOL

Agenda Deployable Disbursing System DDS Overview
Logging In / Toolbar Functions System Administration Functions DD Form 1081 and Remote File Transfer Cash Maintenance Operations Disbursement and Collection Certification Deposit Tickets and Debit Vouchers Check/EFT Processing Accountability Reports/Balancing/Closing a Business Day Show Slide #3: Deployable Disbursing System Agenda 1. Learning Step / Activity 1. Identify the Deployable Disbursing System (DDS) Users, User Functions, Office Set-up, and Data Flow. Method of Instruction: DSL (large or small group discussion) Facilitator's to Learner Ratio: 1:30 Time of Instruction: 01 hrs. / 00 min. Media: PowerPoint Presentation, Printed Reference Material 21st Century Soldier Competencies: The 21st Century Soldier Competencies are essential to ensure Soldiers and leaders are fully prepared to prevail in complex, uncertain environments. Throughout the lesson discussions, seek opportunities to link the competencies with the lesson content through the Learner’s experiences. Facilitator's Note: There are many ways to describe and explain the high-low method and calculation for fixed and variable cost components. Before facilitating this lesson, ask the Learners which of the 21st Century Soldier Competency do they think pertain to this lesson? Facilitate a discussion on the answers given and at the end of the lesson revisit it and see if the Learners still believe their choice are the same. Note: For this lesson these competencies should be talked about. #1. Character and accountability #3. Adaptability and initiative #4. Lifelong learner (includes digital literacy) #5. Teamwork and collaboration #6. Communication and engagement (oral, written, and negotiation) #7. Critical thinking and problem solving #8. Cultural and joint, interagency, intergovernmental, and multinational competence #9. Tactical and technical competence (full spectrum capable) Facilitator's Note: Transition into lesson explaining the agenda and its process followed by discussion by the learners on their thoughts dealing with what was just informed to them. Agenda: DDS Overview Logging In / Toolbar Functions System Administration Functions DD Form 1081 and Remote File Transfer Cash Maintenance Operations Disbursement and Collection Certification Deposit Tickets and Debit Vouchers Check/EFT Processing Accountability Reports/Balancing/Closing a Business Day

References Deployable Disbursing System
DoDFMR R, Vol 5 – Disbursing Policy And Procedures DOD Forms DA Forms SF Forms DDS Users Manual Show Slide #4: References Facilitator's Note: Open each link and conduct a quick review of the key areas in each link with emphasis to the areas of importance pertaining to both the lesson and real world scenarios they all will encounter in their profession and jobs. DoDFMR R, Vol 5 – Disbursing Policy And Procedures: DOD Forms: DA Forms: SF Forms: DDS Users Manual: (Ver. 6.5) Purpose, Applicability, References, Overview

What is DDS? Overview Deployable Disbursing System
DDS is a Windows based, fully automated disbursing program that was developed for use in tactical and OCONUS operations. It is designed for single source input from the point of origin to the accounting system and to the accountability reports. The system can be operated on a stand alone computer, or over a networked system. Remote sites can be operated and integrated with the main site by the use of , or floppy disks. Show Slide #5: Overview Facilitator's Note: Animated slide, have learners make an attempt to give their answer(s) to; What is DDS? DDS is a Windows based, fully automated disbursing program that was developed for use in tactical and OCONUS operations. It is designed for single source input from the point of origin to the accounting system and to the accountability reports. The system can be operated on a standalone computer, or over a networked system. Remote sites can be operated and integrated with the main site by the use of , or floppy disks.

Deputy Disbursing Officer Disbursing Agents Cashier/Agents
Deployable Disbursing System DDS Users Deputy Disbursing Officer Disbursing Agents Cashier/Agents Check Writer Accounting Clerk Military Pay Supervisor Military Pay Clerk Show Slide #6: DDS Users Facilitator's Note: Go over with learners the different positions utilized in DDS and if any have possibly have had any experiences and done them all. Deputy Disbursing Officer Disbursing Agents Cashier/Agents Check Writer Accounting Clerk Military Pay Supervisor Military Pay Clerk

DDS Users Functions Deployable Disbursing System
Deputy Disbursing Officer (Main Site) System Administration Functions Certification of collections Consolidate Daily Business from Disbursing Agents, Cashiers and Paying Agents Maintain Vault Information Fund Paying Agents/FST Mission Create DJMS interface file Prepare DD Form 2657 Prepare Level 8 and SF 1179 Prepare SF 1219 Show Slide #7: DDS Users Functions Facilitator's Note: Explain and go over with learners the different DDS user functions starting with the DDO main site. Deputy Disbursing Officer (Main Site) System Administration Functions Certification of collections Consolidate Daily Business from Disbursing Agents, Cashiers and Paying Agents Maintain Vault Information Fund Paying Agents/FST Mission Create DJMS interface file Prepare DD Form 2657 Prepare Level 8 and SF 1179 Prepare SF 1219

DDS Users Functions (Cont..)
Deployable Disbursing System DDS Users Functions (Cont..) Disbursing Agent (Remote Site) System Administration Functions Certify collections Consolidate Daily Business from Cashiers/Paying Agents Maintain Vault Information Fund Paying Agents/FST Missions Create DJMS interface file Prepare DD Form 2665 Show Slide #8: DDS Users Functions (Cont.) Facilitator's Note: Transition now and go over with learners the different Disbursing Agents (DA) user functions in the DA remote site. Disbursing Agent (Remote Site) System Administration Functions Certify collections Consolidate Daily Business from Cashiers/Paying Agents Maintain Vault Information Fund Paying Agents/FST Missions Create DJMS interface file Prepare DD Form 2665

Deployable Disbursing System DDS Users Functions (Cont..) Cashier Perform Exchange Transactions Perform Collections Perform Disbursements Prepare DD Form 2665 Show Slide #9: DDS Users Functions (Cont.) Facilitator's Note: Continue with covering the different functions as a cashier. Cashier Perform Exchange Transactions Perform Collections Perform Disbursements Prepare DD Form 2665

Deployable Disbursing System DDS Users Functions (Cont..) Check Writer Process Interface Files (CAPS/IATS) Process Check Payments Maintain Check Register Process EFT Payments Maintain LDA Checkbook Prepare SF 1149 Show Slide #10: DDS Users Functions (Cont.) Facilitator's Note: Check writer functions. Check Writer Process Interface Files (CAPS/IATS) Process Check Payments Maintain Check Register Process EFT Payments Maintain LDA Checkbook Prepare SF 1149

Deployable Disbursing System DDS Users Functions (Cont..) Accounting Clerk Consolidate and verify daily business Prepare STANFINS file Prepare DELMARS input Show Slide #11: DDS Users Functions (Cont.) Facilitator's Note: Accounting clerk DDS functions. Accounting Clerk Consolidate and verify daily business Prepare STANFINS file Prepare DELMARS input

Deployable Disbursing System DDS Users Functions (Cont..) Military Pay Clerk Input Military Payments Input Cash Collection Vouchers Military Pay Supervisor Certify disbursement and collection vouchers Upload DJMS interface file Show Slide #12: DDS Users Functions (Cont.) Facilitator's Note: Conclude and cover both the Military Pay Clerk and Military Pay Supervisor functions in DDS. Military Pay Clerk Input Military Payments Input Cash Collection Vouchers Military Pay Supervisor Certify disbursement and collection vouchers Upload DJMS interface file

Disbursing Office Structure
Camp Doha, Kuwait (Main Site) CHECK WRITER ACCOUNTING FST AGENT CASHIER PAYING AGENT PAYING AGENT DEPUTY DISBURSING OFFICER (DDO) Show Slide #13: Disbursing Office Structure Facilitator's Note: Animate slide, use the diagram on the slide to illustrate the disbursing office structure utilizing the user functions previously mention to give learners a clearer picture of both the functions and structure for DDS. Camp Doha, Kuwait (Main Site) Accounting / Paying Agent / Deputy Disbursing Officer (DDO) / Cashier / Check Writer FST Agent / Paying Agent Camp Udari (Remote Site) Cashiers / Disbursing Agent (DA) Camp Virginia (Remote Site) Camp Virginia (Remote Site) Camp Udari (Remote Site) CASHIERS CASHIERS DISBURSING AGENT (DA) DISBURSING AGENT (DA)

Disbursing Office Data Flow
Camp Doha, Kuwait (Main Site) ACCOUNTING FST AGENT CASHIER PAYING AGENT FST AGENT DEPUTY DISBURSING OFFICER (DDO) Show Slide #14: Disbursing Office Data Flow Facilitator's Note: Animate slide, use this diagram as an example to illustrate the disbursing office structure and functions and its data flow to and from in DDS. FST Agent / Paying Agent back and forth flow to: Camp Udari (Remote Site) Camp Virginia (Remote Site) Camp Udari and Virginia Remote Site back and forth flow to: Camp Doha, Kuwait (Main Site) Camp Virginia (Remote Site) Camp Udari (Remote Site) CASHIERS CASHIERS DISBURSING AGENT (DA) DISBURSING AGENT (DA)

LSA #1 Check on Learning Deployable Disbursing System True or False:
Q1. Some of the functions for a cashier are exchange transactions, collections and disbursements. A1. True Q2. Some of the functions for a check writer are processing Interface Files, check payments, process EFT payments and preparing of the DD Form 2665. A2. False (DD Form 2665 is a function for the cashier) Show Slide #15: LSA #1 Check on learning Facilitator's Note: Ask the following check on learning questions, facilitate discussion on answers given and summarize the learning activity on next slide. True or False: Q1. Some of the functions for a cashier are exchange transactions, collections and disbursements. A1. True Q2. Some of the functions for a check writer are processing Interface Files, check payments, process EFT payments and preparing of the DD Form 2665 A2. False (DD Form 2665 is a function for the cashier)

LSA #1 Summary Deployable Disbursing System
Show Slide #16: LSA #1 Summary Facilitator's Note: In this part of the lesson, we discussed and went over the different identities for users and functions in DDS. Showed and discussed with the learners via two diagrams the structure and flow of data within DDS. “Or” Facilitator, have each group as a group write down one major main lesson learnt from this LSA, allow a few minutes for them to interact. Once all groups have their one major learnt lesson written, pass it to another group to compare their answer. Facilitate a discussion on each major learnt lesson mentioned by each group.

Logging In Deployable Disbursing System Show Slide #17: Logging In
2. Learning Step / Activity 2. Perform DDS System Administration Functions. Method of Instruction: DSL (large or small group discussion) Facilitator's to Learner Ratio: 1:30 Time of Instruction: 02 hrs. / 00 min. Media: PowerPoint Presentation, Printed Reference Material, Computer Assisted Instruction Generalize New Information: Inform the learners that we will transition now and focus on logging in and inputting data. Facilitator's Note: Facilitator will inform the learners that they will watch and follow along as the facilitator goes through the steps, afterwards they will do the training exercise on their own in DDS.

Logging in to DDS Deployable Disbursing System
Show Slide #18: Logging in to DDS Facilitator's Note: Walk and provide learners the information they’ll need to go through the login process. System Login Starting the DDS process Note: The "Official DOD Warning Emblem" screen displayed DDS Login Display for the CAC input CAC Reader Card PIN User User ID Site ID Password

Set Business Day Deployable Disbursing System
Show Slide #19: Set Business Day Prior Business Date Current Calendar Date Current Business Date

Deployable Disbursing System
Change Exchange Rate Show Slide #20: Change Exchange Rate Facilitator's Note: To open the business day and set the exchange rates in DDS, the person logging in must have “Change Business Day” privilege. In DDS the Prevailing rate is the same as the re-conversion rate. Currency Code Daily Exchange Rate Prior / Current

Show Slide #21: DDS (Main)
Main Screen: After logging into DDS, the first display is the Main Menu. The toolbar provides access to each of the DDS modules. Included throughout the program is a standard set of shortcut buttons (If the button is grayed out, the process is not available for the user).

File Menu Deployable Disbursing System Re-login tab
Show Slide #22: File Menu The File menu is used most often for accessing the “Re-login” function. Re-login is used to switch between user profiles on the same computer New Edit Query Save Delete Cancel Record Print Print Setup Re-Login tab Exit Re-login tab

Processing Menu Deployable Disbursing System
Show Slide #23: Processing Menu The Processing menu provides access to most of the modules necessary to complete the daily business. Exchange Transactions are transactions that involve an agent or cashier and customers exchanging different currencies, negotiable instruments (NIs) or sale of (NIs). The Exchange Transactions process calculates the applicable US equivalent dollar amount of the incoming and outgoing transaction. Disbursements are transactions that require the finance office to pay cash, check, EFT or SVC out to a customer. The Disbursements sub-menus are listed below. Manual Military Payments (Casual and Advance) SF 1034 SF 1049 Public Voucher For Refunds SF 44 (Vendor Pay) Interface Cash Disbursements RAPTRS ATM/Navy Marine Cash Payments Collections are transactions that involve a customer turning in funds to the finance office. The Collections sub-menus are listed below. DD Cash Collection Voucher SF Schedule of Canceled or Undelivered Checks Deposit Ticket (SF 215) - Process is used for proper crediting of deposits through the Federal Reserve, US Treasury and local banks. A separate SF 215 will be prepared for cash, negotiable instruments, and each type of foreign currency. Debit Voucher (SF 5515) - Process is used to charge the depositing DSSN whenever a check is returned unpaid. It is also used to report EFT payments and SVC Loads. Loss of Funds - Process allows authorized users to input loss of funds data to account for a physical loss of currency or negotiable instruments. Only one currency per loss transaction is permitted. Loss of Funds generates a Journal Voucher (OF 1017-G) to document the transaction. Defer Voucher - Process allows authorized users to defer vouchers that have been paid but not yet recorded in the accounting system. The voucher is usually deferred because it is awaiting correction from the originator. Transfer In/Out - Process allows the transfer of cash into or out of the Disbursing Office. The transfer occurs without the production and negotiation of an exchange-for-cash and is normally used upon the relief a DO Redeem Uncollectible Checks - Allows a user to redeem an uncollectible check. This process is used to accept currency or negotiable instrument toward full or partial redemption for the dishonored check and applicable service charge. A dishonored check is redeemed in the same currency as it was written. The Query function is used to look up any transactions entered into DDS. Backouts are records that are in Certified or Paid status that need to be corrected or voided. Check Cashing Privileges - Process is designed to maintain customer information for multiple uses within DDS. DDS provides the ability to indicate if a customer has outstanding bad checks, set a check cashing limit, and set warning message when the customer is approaching his/her DEROS date Journal Voucher Log - OF 1017-G is used to maintain a Memorandum Record of Events and\or processes that impact the Disbursing Officer’s (DO) accountability. The JV Numbers is assigned a number that is referenced in the collection or disbursement voucher that supports adjustment of the DO's accountability. The JV by itself has no effect on accountability reports.

Vault Menu Deployable Disbursing System
Show Slide #24: Vault Menu The Vault menu provides access to view or update vault information. Vault Info - Allows users with System Admin or Maintains Vault privilege to view the denominational breakdown of cash in the vault and to print vault ledgers Agent Info - Enables users with Maintains Vault or System Admin privileges to view or print a report of all active agents and their balances as of the last DD1081. DD1081 balances are the total of the agent's currency and negotiable instruments for both U.S. and foreign currencies. Cash Received from Bank - Process allows a user to process cash received from bank into the accountability based on a previously prepared check, EFT or cash (exchanged for a different currency). Overdraft/Underdraft - This option allows users with Maintain Vault or Print Checks privilege to document overdrafts/underdrafts for a U.S. Treasury or LDA. An underdraft occurs when the amount of the check is less than the amount of the actual voucher for which it was issued. An overdraft occurs when the amount of the check is more than the amount of the actual voucher for which it was issued. Vault to Vault Transfer - Process is a modified form of a DD Form It is a transfer of funds (cash) and/or negotiable instruments from one vault user to a different vault user within the same disbursing office (site). LDA Maintenance - The Limited Depositary Account sub-menus are listed below. Interest Earned / Service Charges SF 1149 – Statement of LDA Limited Depository Account (LDA) Maintenance LDA Option

Check / EFT Menu Deployable Disbursing System
Show Slide #25: Check / EFT Menu The Check/EFT menu is mainly used to print Treasury Checks for check payments or Check for Cash. Interface Processing - Defined as those operations that accepting data from and transferring data to other systems. Only one user at a time is allowed to access DDS Interfaces. The Interface Processing sub-menus are listed below. CAPS EUROSAVES IATS File Backout EDA/MYPAY SABRS Audit RAPTRS Upload MFTFS Download Check/EFT for Cash - Process is used for issuing U.S. Treasury Checks or creating EFT files for the purpose of obtaining funds. Check - Process is mainly used to print Treasury Checks for check payments or Check for Cash. The Check sub-menus are listed below. Print by Outside Bank Print Checks Check Register Level 8 Treasury File SF 1098 – Schedule of Canceled or Undeliverable Checks Manual Void Options EFT - Process used to create FEDLINE files for payment and transmission to the FRB, and process Rejects/NOC’s. The EFT sub-menus are listed below. Create FEDLINE File Process Reject/NOC’s SF Statement of LDA - Allows users to create a monthly report for each Local Depositary Account (LDA) maintained by the office. SF1149 is used to reconcile each LDA balance against their respective Bank Statement.

Reports Menu Deployable Disbursing System Show Slide #26: Reports Menu
The Reports Menu is used to create or accept/reject, view and finalize the reports, view or print vouchers and accountability reports. DD1081’s - Statement of Agent Officer's Account - Summary of cash transactions, receipt for cash, vouchers, and other negotiable instruments transferred between disbursing officers (DOs) and their agent officers (Deputies, Agents, Cashiers, Paying Agents, and Collection Agents). The use of DD1081 creates an audit trail and maintains accountability. When funds are advanced, the DO is transferring the accountability to the designated agent. To complete the transfer, the receiving agent must accept and sign for the transfer. Remote File Transfer - Process is used to copy an electronic DD Form 1081 to and from a disk. The data can then be transmitted ( ) to the receiving site. Remote File Transfer disks that are used to transmit business files from Remote Agents (FST, Paying Agents) to the DA/DDO. New Resend DD Daily Agent Accountability Summary - Document that is prepared and submitted by all deputies and agents at the end of the business day. It summarizes transactions and is a stand-alone document that provides a complete record of the deputy’s or agent’s accountability. DD Daily Statement of Accountability - Report that contains a list of daily transactions made by the DO, deputies, agents and cashier on a business day. It summarizes the amounts of all disbursements and collections made during the business day. It is initiated after all deputies, agents, and cashiers balance and close out their business day. DD Voucher Control Log – A log that can be produced at any time by a user. The log will segregate disbursements and collections into separate pages for review. The log is printed and maintained to aid in the control of documents. It contains pertinent data such as date paid, voucher number, payee or remitter, amount and form of payment or collection. DD Currency Exchange Record - A record of all exchange transactions to include conversion of U.S. cash and negotiable instruments to foreign currency and other forms of negotiable instruments (i.e. SVC, U.S. Treasury checks). SF Statement of Accountability - Summary totals of all receipts and expenditures of public funds occurring during the accounting period and the status of the DO’s account at the close of that period. The accounting period normally begins on the first processing day of the month and ends on the final processing day of the month. DD Foreign Currency Control Log – A log that shows the current balances of all foreign currency on hand including and in the LDA along with detailed transactions that increase or decrease the balances. A separate DD Form 2663 will be maintained for each foreign currency. Print Vouchers - Allows the user to print vouchers. Re-print vouchers - Allow any user to reprint vouchers that were previously printed. Re-print Accountability Reports - Allows any user to reprint accountability reports previously printed.

Systems Menu Deployable Disbursing System Show Slide #27: Systems Menu
The System Menu provides access to set up the various areas of the Disbursing Office. All aspects of the Disbursing functions can be entered or edited from this menu. Site - The Site sub-menus are listed below. User Setup Office Setup Voucher Series Currency Configuration Vault Setup DO Setup Replication Accounting - The Accounting sub-menus are listed below. Setup Default Tables Check/EFT - The Check/EFT sub-menus are listed below. Check Configuration EFT Setup Archive/Purge Archive - Process involves the movement of historical and/or obsolete data records from the DDS database to a designated drive & subfolder or other media. Only the Main site and user with System Admin privileges can perform the Archive or Purge process. Business day must be closed to enable Archive/Purge process. One Archive can be run per business day. Purge - Process will permanently remove unneeded or obsolete data records from the DDS database. Once data has been archived, there is no need to retain it in DDS and it can be purged. Purging will save file space and help to maintain optimum system performance. System Admin user should perform a system backup and export prior to running the Purge process. The only method to recover purged records will be to restore from a backup (Export). Both the Main and Remote sites can perform the Purge process. Remote Sites must wait for RFT confirmation from the Main site to run the Purge process.

Accounting Menu Deployable Disbursing System
Show Slide #28: Accounting Menu The Accounting Menu provides access to the module that will provide the interface with the appropriate Accounting system. STANFINS - Process is accessed by the accounting clerk daily to process all the accounting citation data and forward the integration file to DFAS. The process can only be performed at main sites, and the user must have the accounting privilege. Process can be ran on an open business day but DDS will only retrieve accounting data from closed business days DELMARS - Process is used to print the deposit and debit vouchers at the end of the accounting period. The process validates deposit and debit vouchers for a selected cutoff business month and year and allows the creation of the DELMAR Interface file. Only one user can perform it at a time. The DELMARS Interface file is sent to STANFINS to process the accountability effects of deposit tickets and debit vouchers to a particular DSSN for the selected cutoff month and year. Only those deposit tickets and debit vouchers that meet specific conditions will be reported to DELMARS. SABRS - Process displays accounting line records and summary totals of all collection and disbursement transactions residing in the DDS database not previously reported. The DDS main menu allows access to the SABRS Interface process for main and remote sites during an open or closed business day for a user with accounting privileges. When the Main site DD2657 is finalized, the user will be prompted to access the SABRS Interface process so that accounting lines data can be edited and the SABRS output file can be created. The user will have the option to continue (to access the Interface process) or cancel (and edit the SABRS data at another time). Only one user at a time can access this process. To gain access, the user's profile must have Accounting privileges. E&C Reg 02 – Marine Corps only; process allows users to display all VALID Treasury deposits and debits vouchers residing in the database. It allows users the ability to select the cutoff business month and year and generate the E&C Reg 02 output file. The created output file is sent to SABRS to process the accountability effects of these transactions by the Main site. The E&C Reg 02 and SABRS can only be processed at the Main Site. E & C Reg 02 will be disabled at the Remote Site. This interface is a single access process meaning only one user can perform it at a time. The only user who can perform this process are those with either Accounting or Maintains Vault privileges. The E & C Reg 02 process is inaccessible if any of the incompatible process are running.

Screen Menu Deployable Disbursing System Show Slide #29: Screen Menu
The Screen menu provides a utility that will allow navigation through the forms. Navigate Toolbar

Window Menu Deployable Disbursing System Show Slide #30: Window Menu
The Window menu allows the user to cascade or tile active windows and the user may also arrange icons to individual specifications. Cascade Tile Arrange Icons

Help Menu Deployable Disbursing System Show Slide #31: Help Menu
The Help menu allows the user to obtain rapid on-line assistance and information about any given process in the software. It is a time saver and efficiently assists the user in obtaining currently needed information without losing any previously entered data. Help Keys List Display Error Debug Trace Toggle About DDS Error Log

Button Functions Deployable Disbursing System Add Record
Access the Help screen Edit Record Red Door: Exits the current module Show Slide #32: Button Functions DDS Function Keys: Add Record (or new record) Edit Record (edit a record) Delete Record (close previewer or delete record) Cancel Function (cancel fields) Save Function (save button) Access the Print Pre-viewer (print) Red Door: Exits the current module (exit / red door out) Access the Help screen (help) Delete Record Access the Print Pre-viewer Cancel Function Save Function

Button Functions (Cont.)
Deployable Disbursing System Button Functions (Cont.) Adds a detail record Opens query function Records a list of values Executes the query Show Slide #33: Button Functions (Cont.) DDS Function Keys: (Continue) Open query function (data query) Executes the query (execute query) Cancels a query (exit or cancel query) First record (move to first page) Previous record (page back) Next record (page forward) Last record (move to last page) Records a list of values (search) Adds a detail record (create detail record) Deletes a detail record (delete detail record) Cancels a query Last record First record Next record Deletes a detail record Previous record

Office Setup Deployable Disbursing System
Show Slide #34: Office Setup Disbursing Officer Setup: The Disbursing Officer Setup screen will open. First enter the current Disbursing Officer’s information following the instructions in Step a below. If a previous DO left a loss of funds, an (Treasury Check) overdraft or a dishonored check for the current DO to resolve and those items are still unresolved, then you need to enter that DO’s information following the instructions in Step b. Enter Current Disbursing Officer Information DO Code: Enter the first and last initials of the DO. Current DO: This box should be checked. Stop Date: Leave it blank. Last, First, MI: Enter the current DO’s name. Signature Block: Enter the DO’s signature block as it should appear on accountability reports. Click the Save button (the blue disk icon on the toolbar). Red door out. Enter Predecessor Disbursing Officer Information Click the New button (the green plus on the toolbar). DO Code: Enter the predecessor DO’s initials. If these initials are already in use by the current DO then enter any 2 alphabetic characters. Current DO: The checkbox should be unchecked. Stop Date: Enter the predecessor DO’s last day as DO in MMDDYYYY format. Last, First, MI: Enter the predecessor DO’s name. Signature Block: Enter the predecessor DO’s signature block. Note: When all DO’s have been entered, click the Exit button (the red door icon on the toolbar). All sites created under the parent site are posted in this grid.

Disbursing Officer Setup
Deployable Disbursing System Disbursing Officer Setup Show Slide #35: Disbursing Officer Setup Disbursing Officer Setup: (Continue) ‘ OFFICE SETUP: The Installation Setup screen will appear again. Click the OK button again to move to the Office Setup screen. Click the Edit button (the pencil icon on the toolbar). Department of: Select the branch of service from the drop down list. Institution: Enter a name for the office. Address: Select US or Foreign then enter the office’s mailing address. Accounting: If STANFINS are input by the Main Site (which is not common) then select STANFINS-Integrated. If STANFINS is input by another office (which is common) select STANFINS Non-Integrated. If STANFINS is not processed at all then select None from the drop down list. GLAC: If STANFINS Non-Integrated was selected for the accounting type, enter the 2-digit GLAC Code. ODS: Check this box to interface with ODS. WCD: Enter the WCD code. WCD must be 1-5 characters in length and alphanumeric (A-Z, 0-9). DSSN: This field will be automatically populated with the Disbursing Office’s DSSN. Fax: Enter the office Fax number. EDA/MyPay: Check this box to create data files for Voucher Processing System (VPS). Advice of Payment: Check this box to give cashiers the ability to print receipts for Manual Disbursements. FSN: Enter the Fiscal Station Number. UIC: Enter the Unit Identification Code. Phone: Enter the office phone number. SSN on AOP: Check this box to print the social security number on advice of payment receipts. Click the Save button (the blue disk icon on the toolbar). PCC: Check this box to provide single transaction input for both applications and provide the ability to store information from both DDS and PCC so that both applications can share common data. Click DJMS The DDS Set Business Day window will appear. Set the Current Calendar Date and the Current Business Date to the current date and click the OK button twice. Red door out. The Office Setup screen will reappear. If there are any remote sites to setup then click the New button, enter a 5-digit Site ID (it can be any 5 digits) and repeat steps 3c-3p above. When all sites have been established, click SAVE and click the Exit button (red door on the toolbar).

User Set-up Deployable Disbursing System Show Slide #36: User Set-up
User Setup: The Installation Setup screen will appear again. Click the OK button again to open the User Setup screen. This screen creates the users and establishes the transactions they will be allowed to complete in DDS. If this is the first user being created skip to Step b. Otherwise click the New button. Site Id: Select the site that you will add users to. User Id: Enter any 3 alphanumeric characters. It’s easier to enter the user’s initials. DO NOT enter all numbers in the User Id (although combinations of numbers and letters are OK). Name: Enter the user’s Last Name, First Name, and Middle Initial, if any. SSN: Enter the user’s social security number (no dashes). Signature Block: Enter the signature block the way the user wants it to appear on printed reports. PCC Login ID- Must equal to User ID in PCC OTC system login. Enter the same userid that logged into PCC system. The PCC login ID must be 6-20 characters. The PCC User ID will only be allowed for the users with Agent, Input Voucher, Maintain Vault or Deputy Agent functions. User Can Perform the Following Functions: Functions determine which transactions users can complete in DDS. Place a check mark beside the function(s) that the user will need. As a minimum, main site vault users need Maintains Vault, System Admin and Change Business Day. Remote site vault users need at least Deputy Agent, System Admin and Change Business Day functions. Cashiers only need Agent Functions. If the site has a Paying Agent and the Paying Agent will have their own laptop operating DDS in standalone mode then check the Agent Functions, System Admin and Change Business Day check boxes. Below is a description of each function: Password: The password must meet the following requirements: 1. The password must be characters long. 2. Password must contain at least one uppercase character, at least one lower case character, at least one special character of and at least one number. 3. The password must not have any consecutively repeating characters. Agent Functions: Check this box for all cashiers and paying agents. Users with this function can input any collection or disbursement voucher, click the Pay button on any disbursement, click the Collect button on any collection and complete exchange transactions. Deputy Agent: Check this box for all Disbursing Agents (a.k.a. Cash Control Officers). This function is disabled when the Site ID displays the Main Site. When creating a DA\CCO, the Deputy Agent function must be selected. Maintains Vault: Check this box for any vault user at the Main Site. This function is disabled when the Site ID displays a remote site. There is no limit to the number of Maintains Vault users that can be created. Note Regarding Agent Functions, Deputy Agent and Maintains Vault: You have only one opportunity to give users Agent Functions, Deputy Agent or Maintains Vault functions. Once you have exited User Setup you cannot go back and give the user these functions nor take them away. If a user was not given one of these functions but needs them then your only option is to inactivate the incorrect user ID and create a new user ID with the correct functions. System Admin: This function allows the user to access any screen in the System menu. It also allows the user to back out transactions. This should be given to vault users (main and remote) and the local IMO\SIGO. Accounting: This function allows users to open the STANFINS and DELMARS screens. This function should be given to all in the Accounting section. Change Business Day: This function allows users to open the business day and set the exchange rates of foreign currency. At a minimum it should be given to all vault users. Certify Disbursement Voucher: This function allows users to system certify disbursement vouchers. If a user handles cash, do NOT give them this function. This function is given only to certifying officers. Certify Collection Voucher: This function allows users to system certify collection vouchers. Deputy Disbursing Officers and Disbursing Agents typically have this function. Print Checks: This function allows users to print checks, create Level 8 reports, generate EFT FedLine files, and to process CAPS and IATS files. Input Vouchers: This function allows users to enter and save disbursement and collection vouchers. It also allows users to process CAPS and IATS files. It does not allow the user to pay or collect vouchers. Cashiers do not need this function but it should be given to all users in the Mil Pay office. Rank: This field is required only if Agent Functions or Deputy Agent has been checked. If so, enter the rank or grade of the user. DEROS: This field is required only if Agent Functions or Deputy Agent has been checked. If so, enter the Date of Estimated Return from Overseas in MM/DD/YYYY format. Click the Save button on the toolbar. When all users have been entered, click the Exit button on the toolbar. Note: When a user first logs into DDS, enter their User ID and the default password, which is NEW$1USERnew$1user (all capital letters). They will be prompted to change their password. Their new password must be 8-10 characters in length, it must begin and end with an alpha character and it must contain at least one numeric character and one special character. No repeating characters are allowed, i.e., can’t use “LL” or “22” in the password.

Vault Set-up Deployable Disbursing System Show Slide #37: Vault Set-up
Vault Setup: The Installation Setup screen will appear again. Click the OK button to open the Vault Setup screen. This screen establishes the vault(s) for users with Maintains Vault functions. Site Id: The Site Id should display the site number and site name currently being installed. If not, select the correct site. User Id: Select the site’s vault user from the drop down list. The user’s name will appear in the User Name field below. If this is the first vault established, skip to Step d. Otherwise click the New button. Vault Code: Enter any 2 alphanumeric characters in this field. It’s easier to make this the first and last initials of the vault user. Vault Description: Enter a description of the vault. This is an optional field. Click the Save button. A confirmation message will appear. Click OK, the Vault Denomination Distribution window will open. Curr Cd: Select the currency code from the drop down list. Amount: Enter the amount of currency on hand. Click the Safe button on the right side of the screen. This will open the Vault Denomination Component. Count\Amount: Enter the number of each denomination in the Count column or enter the total amount of each denomination. Once all the denominations have been entered and the Remaining Currency Amt to Distribute is Zero, click the OK button. Click the OK button on the Vault Denomination Distribution window. Click the Exit button.

APC Set-up Deployable Disbursing System
Show Slide #38: APC Set-up Accounting Setup: The Installation Setup screen will appear again. Click the OK button again to open the Accounting Setup screen. There are two ways to enter accounting information: manually or upload by a disk from STANFINS. Upload APCs By Disk Click the APC tab. Insert the disk into the computer and click the Upload button. A dialog box will open stating “To maintain a clean table, a purge should be run prior to Upload. Perform purge now?” Click the OK button on the message. Navigate to where the APC file is stored, select the APC file to upload, and then click the Open button. The Upload box will appear. Click the Yes button Click OK Begin Upload button to start. When complete click the ‘Done’ button to close the Upload Box. Manually Add APCs Click the New button (green plus on the toolbar). Select the Fiscal Year from the drop down list. Complete all the applicable fields. Click the Save button (blue disk on the toolbar). Note: At the beginning of a new fiscal year, the Accounting data will be purged and new data will be uploaded.

TFO - APC Setup Deployable Disbursing System
Show Slide #39: TFO - APC Set-up Accounting Setup: (Continue) TFO-APC: There is no upload of TFO-APCs, they must be entered manually. The APC table must be entered before manually entering TFO-APCs. Click the TFO-APC tab. If the grid is blank skip to Step 3. Otherwise click the ‘New’ button. Enter the APC in the TFO-APC field. This must be an APC that was loaded in the APC tab. Enter the FY and FSN plus any other data for the TFO-APC. When complete click the Save button on the toolbar. Red door out. When all APCs, TFO-APCs and EORs have been added click the ‘Exit’ button on the toolbar.

EOR Set-up Deployable Disbursing System Show Slide #40: EOR Set-up
Accounting Setup: (Continue) Upload EORs By Disk Click the EOR Tab. Insert the disk into the computer and click the Upload button. A dialog box will open stating “To maintain a clean table, a purge should be run prior to Upload. Perform purge now?” Click the OK button on the message. Navigate to where the EOR file is stored, select the EOR file to upload, and then click the Open button. The Upload box will appear click the ‘Yes’ button. Click the Begin Upload button to start. When complete click the ‘Done’ button to close the Upload Box. Red door out Manually Add EORs Click the New button (the green plus on the toolbar) Select the Fiscal Year from the drop down list. Enter the EOR in the EOR field. Click the Save button (the blue disk on the toolbar).

Default Accounting -Military Payments
Deployable Disbursing System Default Accounting -Military Payments Show Slide #41: Default Accounting -Military Payments Set Default Accounting Lines: The Installation Setup screen will reappear. Click the OK button again to open the Set Default Accounting Lines screen. The Military Payments tab sets the accounting lines to be used for advance, casual and other pay types. The Suspense tab is used to set the accounting lines for overdrafts and underdrafts. Military Payments Tab Click the Military Payments tab. Branch of Service: Select the service branch that will receive military payments. Note: When “Branch of Service” is Marines, the only “Duty Status” available will be “Reserve” and the “Army” will be disabled. Duty Status: Select the component that will receive military payments. Enlistment Status: Select the applicable radio button for the Enlistment Status. Payment: Select the type of pay that needs a default accounting line. Sub-Component: If Branch of Service is “Army” and the Duty Status is “Reserve,” then select the Sub-Component from the drop down list. Pay Group Applicable only to Marines Only. Army leave it alone Click Account lines box FY: Select the fiscal year from the drop down list. APC: Select the APC from the drop down list. EOR: Select the EOR from the drop down list. Click Ok Box Click the Save button on the toolbar. Repeat steps 2-10 for each Branch of Service\Duty Status\Enlistment Status\Payment\Sub-Component combination.

Default Accounting -Suspense Account
Deployable Disbursing System Default Accounting -Suspense Account Show Slide #42: Default Accounting -Suspense Account Set Default Accounting Lines: (Continue) Suspense Tab (Overdrafts And Underdrafts) Click the Suspense Tab. Click the Accounting line box FY: Select the fiscal year for the suspense accounting line from the drop down list. APC: Select the APC for the suspense accounting line from the drop down list. EOR: Select the EOR for the suspense accounting line from the drop down list. Document Reference Number: Enter the DRN for the suspense accounting line??? Click Ok. Click the Save button on the toolbar. When all default accounting lines are complete, click the Exit button on the toolbar.

IBOP Deployable Disbursing System I B O P
Show Slide #43: IBOP Table Maintenance: The Installation Setup screen will reappear. Click the OK button again to open the Table Maintenance screen. All current IBOP, ISO and ODC codes are automatically loaded, but if there are codes that aren’t listed, then click the appropriate tab, click the New button (green plus on the toolbar), enter the information then click the Save button (blue disk on the toolbar). I B O P

ISO Deployable Disbursing System I S O Show Slide #44: ISO
Table Maintenance: (Continue) Click the Red door. Refer to your Accounting section about what information to enter for new IBOP, ISO and ODC codes. I S O

ODC Deployable Disbursing System O D C Show Slide #45: ODC
Table Maintenance: (Continue) Click the Red door. Refer to your Accounting section about what information to enter for new IBOP, ISO and ODC codes. O D C

Currency Set-up Deployable Disbursing System
Show Slide #46: Currency Set-up Currency Configuration: The Installation Setup screen will reappear. Click the OK button to open the Currency Configuration screen. Edit US Currency Select ‘US’ from the Currency Code drop down list. Click edit button Change ODC to 2 Click the Save button Click the Denomination Setup tab. Click the last blank line on the screen and enter the word “OTHER” in the Denomination column and enter “.01” in the Value column. Click the next blank line, enter the word “MUTILATED” in the Denomination column and enter “.01” in the Value column. Click the Save button (blue disk on the toolbar). Click the Last Tab button to display the Default Accounting Lines tab. Click the Accounting Lines box. Type: Get this from the Accounting section. FY: Get this from the Accounting section. APC: Get this from the Accounting section. EOR: Get this from the Accounting section. Document Reference Number: Get from the Accounting section. ”US Rounding” Click the Ok button. Tab to Currency Set-up, click the Edit button (don’t change anything) and click SAVE. Go to Denomination Set-up tab, click Edit and then click the SAVE. Red door out. Add Foreign Currency The Installation Setup screen will reappear. Click 5 Currency Configuration. Click the New button (green plus on the toolbar). Currency Code: Enter a 2-character code for the currency. If this is a foreign currency paid by CAPS-Clipper, enter the same currency code used by CAPS-Clipper. IBOP: Select the IBOP from drop down list for the currency. Check with the Accounting section if unsure which IBOP to use. ODC: Select the ODC from drop down list for the currency. For OCONUS locations this is usually ‘2’ but check with the Accounting section if unsure. ISO: Select the ISO from drop down list for the currency. Check with the Accounting section if unsure which ISO to use. Digits to the Right of the Decimal: Select the number of digits the currency has to the right of decimal point. DDS supports from 0 – 4 digits to the right. ATM ***Marine Only*** Navy Marine Cash ***Marine Only*** Check: If there is LDA accounts for the currency being added then check this box. If DDS will print the LDA checks then select “DDS” in the Printed By box. If some other means will be used to print the checks then select “Other.” Cash: This checkbox is checked automatically. If the office doesn’t maintain foreign cash then uncheck this box. EFT: DDS only supports EFT for US currency. For any other currency this box will be disabled.

Exchange Rate Deployable Disbursing System
Show Slide #47: Exchange Rate Currency Configuration: (Continue) Click the Exchange Rates Tab. Daily Exchange Rates? This is checked by default. If the foreign currency uses different exchange rates (example, one rate for incoming currency and another rate for outgoing currency), leave this box checked. If only one exchange rate is used for all transactions, then uncheck this box. Accommodation Rate: Also called the “conversion” or “sell” rate, enter the rate applied to foreign currency on hand and applied to foreign currency disbursed to a customer. Prevailing Rate: Also called the “reconversion” or “purchase” rate, enter the rate used when a customer turns in foreign currency for U.S. currency. Official Rate: Enter the rate used by the limited depositary account (LDA).

Denomination Setup Deployable Disbursing System
Show Slide #48: Denomination Setup Currency Configuration: (Continue) Click the Denomination Setup Tab. Denomination: Enter a name for each denomination accepted by the disbursing office in this column. What is entered here will appear in the DDS vault ledger. Value: Enter the value of each denomination in this column. Note: It is recommended that an “OTHER” and a “MUTILATED” denomination is added to each currency code. This gives the Vault User the flexibility to track operating funds versus non-operating funds.

Increment Setup Deployable Disbursing System 1
Show Slide #49: Increment Setup Currency Configuration: (Continue) Click the Increment Setup Tab if the currency is going to be incremented or if DDS will be used to print the exchange rate sheets. Otherwise skip to Step 26, Limited Depositary. Incremented Exchanges? Check this box if the Finance Office will not accept all denominations in exchange transactions but will instead require the customer to round their transactions to the nearest 5 or 10 or whatever increment value is established. Incrementing will prevent cashiers from accepting foreign currency that is not evenly divisible by the increment value. Incremented By: Select whether incrementing will be by US dollars or the foreign currency. Value: Select the amount exchange transactions will be incremented by. Starting Value: This refers to the starting value of the exchange rate sheets. Enter the amount that the exchange rate sheet should start with. Display Interval: This refers to the amounts that follow the Starting Value. If the Starting Value is 1 and the Display Interval is 5 then the exchange rate sheet will print the amounts 1, 6, 11, 16, 21, etc. Ending Value: Exiting the Display Interval field will automatically calculate the ending value if only 1 page of the exchange rate sheet will be printed. However, this field can be changed to print more pages. Click the Limited Depositary tab only if “Check” was selected under the Currency Setup tab. Otherwise skip to Step 33, the Default Accounting Lines tab. Institution: Enter the name of the bank that holds the LDA. Address: Enter the bank’s mailing address. Account Number: Enter the account number of the LDA. POC: Enter a point of contact for the bank. Phone Number: Enter the bank’s phone number. Current Balance: Enter the current balance of the LDA. Ensure that what is entered is the foreign currency amount, not the U.S. dollar value. Note: The accounting line data below can be obtained from the Accounting section.

Default Acctg Lines Deployable Disbursing System
Show Slide #50: Default Accounting Lines Currency Configuration: (Continue) Click the Default Acctng Lines tab. Click Accounting Lines Box Type: Select GAIN from the drop down list in the first row. FY: Select the Fiscal Year for the gain accounting line. APC: Select or enter the APC for the gain accounting line. EOR: Select or enter the EOR for the gain accounting line. Document Reference Number: Enter the DRN for the gain accounting line. Type: Select LOSS from the drop down list in the second row. FY: Select the Fiscal Year for the loss accounting line. APC: Select or enter the APC for the loss accounting line. EOR: Select or enter the EOR for the loss accounting line. Document Reference Number: Enter the DRN for the loss accounting line. Click Ok button Click the Save button on the toolbar. Click the Exit button on the toolbar.

Check Configuration Deployable Disbursing System
Show Slide #51: Check Configuration Note on Check Configuration: If the site cuts Treasury checks or writes checks from an LDA then double-click the words “U.S.\Foreign Currency Check Configuration” and follow the instructions in Step 21 below. If the site doesn’t cut Treasury checks or write LDA checks then double-click the words “Voucher Series Configuration” and skip to Step 22 on page 37. U.S.\Foreign Currency Check Configuration: This is used to setup the format of Treasury and LDA checks. Treasury Checks are covered in Step a, and LDA checks are covered in Step b. Configure U.S. Treasury Checks: If DDS will print the Treasury Checks then complete Steps If the Treasury Checks will be typed manually then complete Steps and 22 only. Template Tab: This tab establishes the appearance of the check. Click the Template Tab. The default template “US Treasury” is one version of a standard Treasury Check. If this version will not suit the needs of the site then follow the instructions below to make changes. Click the Edit button on the toolbar. Name: If the site only has one format for Treasury Checks then do not change this field. Otherwise enter a name for the template. Check Style: Select US Treasury from the drop down list. Unit: Select which unit of measurement the check uses, inches or metrics. Lines Per Inch: Select how many lines per inch the check is measured in. Optional Fields: If more information needs to be printed on the check than is listed in the Check Layout Box, right click the Optional Fields button. This will display a list of additional fields that can be printed on the check. Field Format: If the Date, Payee Address, or Inscription field formats are not correct, right click on the Field Format to change the layout of the field(s). Max Width: Enter the maximum width of the Treasury Check. Max Height: Enter the maximum height of the Treasury Check. Check Layout Box: In the Check Layout Box the fields can be relocated by dragging them with the mouse. Alternatively, you can click on a field with the mouse to highlight it and then click the Up, Down, Right, or Left arrows located at the right of the Check Layout Box to move the field. Test Checks: Once the template is complete, put some test Treasury Check stock in the printer and click the Test Checks button. This will print a dummy Treasury Check so you can see if the fields are in their proper positions. Once all changes have been made click the Save button.

Check Configuration (Cont..)
Deployable Disbursing System Check Configuration (Cont..) Show Slide #52: Check Configuration (Cont.) U.S.\Foreign Currency Check Configuration: Check Stock Tab: This tab sets the check numbers and identifies them with a template. Click the Check Stock Tab. Click the Edit button on the toolbar. Stock Name: If the site only has one format for Treasury Checks then do not change this field. Otherwise enter a name for the check stock. Template Name: Select the template to use for this check stock. Beginning Check Number: Enter the first check number for the check stock. Ending Check Number: Enter the last check number for the check stock. DISBURSING OFFICER by: If the words “Disbursing Officer By” is to be printed on the Treasury Checks then place a checkmark in this check box. Date: If the date is to be printed on the Treasury Checks then place a checkmark in this check box and select the applicable radio button for the date format. Click the Save button. Check Setup Tab: This tab ties together all of the information from the other tabs. Click the Check Setup tab. Currency Code: Select US from the drop down list. Click the Edit button. Stock name: Select US Treasury (or whatever stock name was established) from the drop down list. Filler Character: Enter the character to be used to fill in blank spaces on the Treasury Check. Currency Symbol: Enter the dollar sign ($) in this field. Print Symbol: Indicate whether the currency symbol will be printed before or after the amount. Numbers \ Words (Inscription): Select whether the inscription will be numeric or written out (Numbers or Words). Then from the drop down list select the inscription type. Constant Memo: This is an optional field. Enter any message in this field. It will print on every Treasury Check. If the office doesn’t have an LD account then skip to Step 22, Voucher Series Configuration on page 37. Otherwise continue on to Step 21b below.

Deployable Disbursing System Check Configuration (Cont..) Show Slide #53: Check Configuration (Cont.) U.S.\Foreign Currency Check Configuration: (Continue) Configure Foreign Currency (LDA) Checks: If the office doesn’t have a LD accounts then skip to Step 22, Voucher Series Configuration. If DDS will print the foreign checks then complete Steps If the checks will be typed manually then complete Steps and only. Inscription Tab: “Inscription” refers to how the foreign currency amounts appear on the check. They can be spelled out or appear as all numeric characters. Click the Inscription Tab. Click the New button (green plus on the toolbar). Name: Enter a name for the inscription. Fraction Name: Enter the currency fraction name. This refers to currency that is less than one foreign currency unit. Example: A U.S. dollar is one currency unit. The fraction of the dollar is the cent, so the fraction name for U.S. currency is “cents.” Conjunction: Enter the conjunction to be used on the foreign check. Example: The conjunction for U.S. currency is “and.” U.S. check conjunctions are written “Twenty dollars AND ninety-nine cents. 0 – 1,000,000: Enter the proper name or number of each value. DDS only requires 0-9 to be filled in but the foreign banking system determines how check amounts are filled out. Click the Save button (blue disk on the toolbar). Template Tab: This tab establishes the appearance of the check. Click the Template Tab. Name: Enter a unique name for the foreign currency template. Check Style: If a template already exists that is similar in appearance to the template being created, select that template name from the drop down list. Otherwise leave this field blank. Unit: Select the unit of measurement to be used by this template. Lines Per Inch: DDS only measures check lines in inches. Select how many lines must fit into each inch on the check. Optional Fields: If more information needs to be printed on the check than is listed in the Check Layout Box, click the Optional Fields button. This will display a list of additional fields that can be printed on the check. Select the item(s) to be added. The item will appear on the screen, which can then be mouse-clicked and dragged to its proper location. Field Format: If the Date, Payee Address, or Inscription field formats are not correct, click the Field Format button to display other formats for these fields. Max Width: Enter the maximum width of the check in the selected unit of measurement (Step 12 above). Max Height: Enter the maximum height of the check in the selected unit of measurement (Step 12 above). Pg Length: Enter the length of the page of foreign checks in the selected unit of measurement. Chks Per Page: Enter the number of checks that are on each page. Check Layout Box: The fields can be moved by dragging them with the mouse or by clicking the field to select it and then clicking the Up, Down, Right, or Left arrows located to the right of the Check Layout Box. The width of the fields can be altered by selecting the field and clicking the Width buttons. Click the Save button on the toolbar.

Deployable Disbursing System Check Configuration (Cont..) Show Slide #54: Check Configuration (Cont.) U.S.\Foreign Currency Check Configuration: (Continue) Check Stock Tab: This tab sets the check numbers and identifies them with a template. Click the Check Stock Tab. Click the New button (green plus on the toolbar). Stock Name: Enter the unique name for the check stock. Template Name: Select the template name from the drop down list. Beginning Check Number: Enter the next available check number for the check stock. Ending Check Number: Enter the last available check number for the check stock. Click the Save button on the toolbar. Check Setup Tab: This tab ties together all of the information from the other tabs. Click the Check Setup Tab. Currency Code: Select the foreign currency code from the drop down list. Stock Name: Select the stock name established in Steps above. LDA Checks Uncurrent after number of months allowed by local law: Place a check mark in this box and select the number of months it takes a check to expire. If this box is left unchecked or “FY” is selected then a full fiscal year must complete before the check expires. Filler Character: Enter the special character to be used to fill in unused spaces on the check. Currency Symbol: Enter the foreign currency symbol in this field. Print Symbol: Select whether the currency symbol should be printed before or after the amount. Inscription: If only numbers will be used in the inscription then select the “Number” radio button and select the range of numbers from the drop down list. If the inscription will be spelled out select the “Words” radio button and select the Inscription name from the drop down list. Constant Memo: Whatever is entered here will also be printed on each check. For this to work, the template must also have the “Memo Constant Message” checked from the Optional Fields button (refer to Step 14 above). Click the Exit button on the toolbar.

EFT Set-up Deployable Disbursing System Show Slide #55: EFT Set-up
EFT Set-up: The Installation Setup screen will appear again. Click the OK button to open the EFT Setup screen. This screen records the information necessary for EFT transactions. Click the Edit button on the toolbar. Routing Number (Office Information): Enter the disbursing office’s routing number. DISA Sequence Number: Enter the DISA sequence number, if applicable. Tracer Number: Enter the disbursing office’s next available tracer number. Branch Name: Enter the name of Federal Reserve Bank that services the site. Routing Number (Federal Reserve Bank Information): Enter the routing number of the FRB that services the site. Split Disbursement Information: Steps 20g – 20j only need to be completed if the Finance Office processes Travel Pay split disbursements. If the site never processes split disbursements then skip to Step 20k. Bank Card Name: Enter the name of the bank that issues the Government Travel Card (currently it’s Bank of America). Bank Card Routing Number: Enter the bank’s routing number. Account Type: Select the account type for the bank. Bank Card Account Number: Enter the bank’s credit card number. Military Pay Navy Marine Cash Click the Save button. Click the Exit button.

Assign Voucher Series Deployable Disbursing System
Show Slide #56: Assign Voucher Series Voucher Series Configuration: This screen sets the disbursement and collection voucher numbers used at the main and remote sites. Before entering this information the Main Site must identify which voucher series and voucher numbers will be assigned to each remote site. In the top grid select the voucher series to be assigned to a remote site. Click the Create Detail Record button on the toolbar (it has a red arrow pointing to the right) and the cursor will jump to the first empty row in the bottom grid. Site ID: Enter the 5-digit remote site number that will be assigned voucher numbers. Range Start: Enter the first voucher number of the voucher series. Range End: Enter the last voucher number of the voucher series. Click the Save button. Repeat steps a-e for each site for each voucher series. When all sites have been assigned voucher numbers click the Print button to print a report listing the voucher numbers assigned to each site. Click the Exit button when complete. Note on Correcting Voucher Numbers Assigned in Error: If the voucher numbers in a series were assigned incorrectly, then select that voucher series (in the top grid) and click the Reset Series button. This wipes out all voucher number assignments for that series only. Re-enter the voucher numbers following the steps above. If several voucher series were assigned incorrectly then select any voucher series (again, in the top grid) and click the Reset All button. This will erase all voucher numbers assigned to all sites.

Backout Function Deployable Disbursing System
Show Slide #57: Backout Function Backouts: Select “Processing”, and “Backout” from the DDS Main Menu. Select the process that needs the backout (exchange transaction, Milpay, etc.). Select the record that needs to be backed out. Follow prompts on screen to complete backout. Note: System Administrator must use their login when prompted for any backouts done throughout the day. Ensure that the whole process is completely backed out to the Inputter to be deleted and re-inputted. Backouts are records that are in Certified or Paid status that need to be corrected or voided. Disbursement: Manual Disbursements: Create a Manual Disbursement Edit an Unpaid Manual Disbursement Delete an Unpaid Manual Disbursement Make Payment of an Unpaid Manual Disbursement Backout a Manual Disbursement Query Disbursements Backout a Manual Disbursement: Note: A Manual Disbursement that has been established can be backed out under certain conditions listed below: The Cash, Zero dollar, and SVC type payment transactions must have been paid. Check transactions can be backed out only if the check has not been printed. EFT transactions can be backed out only if the EFT Fedline has not been created. The back out must take place on the same business day that payment was created. The transaction cannot have already been backed out. Only the user who made the cash payment can back it out. The transaction cannot have been attached to a DD 1081. The manual disbursement voucher cannot be in a deferred status. The manual disbursement cannot have been reported to STANFINS or equivalent accounting system. The manual disbursement cannot have been reported on the agent's final DD 2665. Access “Manual Disbursement” from the DDS Main Menu by clicking “Processing”, “Backout”, “Disbursements”, and “Manual” from the scroll-down menu. The system will populate with the information of DOV Number, Paid Day, Pmt Type, Curr Code, Amount, Exchange Rate, US Equiv. Click the row for the transaction to be backed out. Backout processing can only back out one row at a time. Click the “Backout” button and the “System Administrator login screen” will appear. Enter the System Administrator’s User ID. Enter the System Administrator’s password. Click “OK” to confirm the backout, or click “Cancel” to discontinue the backout. Interface Cash Disbursements Pay Interface Cash Disbursements: Delete Interface Cash Disbursements Backout Interface Cash Disbursements Query Interface Cash Disbursements Backout Interface Cash Disbursements - Process will allow users to backout paid CAPS and IATS cash payments but only under these conditions. Entire CAPS or IATS Interface upload files can be backed out via the Interface Backout process but only if no transactions were paid. Access “Backout Interface Cash Disbursements” by clicking on “Processing” from the DDS Main Menu, and selecting “Backout”, “Disbursements”, and “Manual” from the drop down menu. Click the row to highlight the transaction to be backed out. Backout processing can only back out one row at a time. Click the “Backout” button, the “System Administrator login screen” will appear. User ID - Enter the System Administrator’s User ID. Password - Enter the System Administrator’s password. Click the “OK” button to confirm the backout, or click the “Cancel” button to discontinue the backout. When a paid CAPS or IATS cash payment record has been successfully backed out, the payment status for this record will be changed from paid to pre-certified. The pre-certified cash payment record can be paid again or deleted. The CAPS or IATS cash payment displays on DD2659 (Voucher Control Log) as Voided if deleted. Note: The user can print and reprint the “Backed Out CAPS or IATS Interface Payments Report” through the Reprint Miscellaneous Reports. Backout an Exchange Transaction: An Exchange Transaction that has been established can be backed out under certain conditions: Created by the current user Created on current business day Not reported on a DD1081 Agent has enough funds available NI was not lost, deposited, or dishonored Has not already been backed out The DD2665 has not been finalized Access "Backout an Exchange Transactions" from the DDS Main Menu by clicking “Processing”, “Backout”, and “Exchange Transactions (U.S./Foreign Currency)” from the scroll-down menu. Using the Navigate buttons on the toolbar to search for the appropriate record. Select the row for the transaction to be backed out. Backout processing can only back out one row at a time. Click the “Backout” button, and the System Administrator login screen dialog box will appear. Click “OK” to confirm the backout. Click “Cancel” to discontinue the backout. VG 55

LSA #2 Practical Exercise #1
Deployable Disbursing System LSA #2 Practical Exercise #1 Employ the Deployable Disbursing System DDS PE 1 Systems Administration Functions Show Slide #58: LSA #2 Practical Exercise #1 Practical Exercise / Review: AD42C Employ the Deployable Disbursing System DDS PE 1 Method of Instruction: Practical Exercise Facilitator to Learner Ratio: 1:30 Time of Instruction: 01 hrs. / 30 min. Media: Practical Exercise, Computer Assisted Instruction General Information: (Introduction / Objective) this exercise will measure your ability to input data and demonstrate the ability to perform various system administration functions. After following along with the facilitator in the Training Environment Database, learners will conduct their individual exercise by following the instructions and scenario in the practical exercise. At the completion of this lesson, you (the learner) will have an understanding and know its importance and will be able to perform all administrative functions within DDS. Special Instructions: (Scenario) Your User ID is JAS. Password: te$ts1te 1st situation, a new Forward Support Team (FST) is being activated to support a unit that is being deployed to Camp Morgan. Make necessary input to setup the new site using the information is provided. 2nd situation, add the following user to Remote site 00004 3rd situation, you have been notified that you will start using a new currency (Kuwaiti Dinar) for exchange transactions. Set up the new currency using the information provided in the PE: 4th situation, add the following accounting fund cite in the Accounting Table: BD 26FB CA200 GRE PEAM S34030 Motivator: As a lieutenant in the Finance Corps, one of the many responsibilities that you may be assigned is that of a deputy disbursing officer. Even if you are working in an office that does not have a full disbursing operation, you may be called upon to perform these actions in a field environment. As a deputy disbursing officer you can be held both personally and peculiarly liable for funds entrusted to your care. Unless you understand disbursing operation concepts and are able to use the proper forms for accountability, you may find yourself personally in debt to the United States Government. One such form used to track accountability is the DD Form 2665, Daily Agent Accountability Summary. The DD Form 2665 is the prescribed daily accountability document given to the disbursing officer by all deputies, agents, and cashiers. This report summarizes all transactions conducted during the business day. Accuracy is essential in the preparation of this document for the finance officer to maintain accountability. All deputies, agents, and cashiers are charged with the two-fold responsibility of service to soldiers and protection of assets. Properly employing the Deployable Disbursing System (DDS) is just one of the tools used to protect those assets. Facilitator’s Material: Each primary facilitator should possess a lesson plan, course handouts, and practical exercises with answer keys, summary worksheet containing DFAS-IN REG 37-1, FM 1-06, DODFMR R, and lesson created notes. Learner’s Material: Learners should possess course handouts, practical exercises AD42C Employ the Deployable Disbursing System DDS PE 1, summary worksheet containing DFAS-IN REG 37-1, FM 1-06, DODFMR R, access to DDS and standard classroom supplies. Materials Needed: Computer loaded with TED Software. AD42C Employ the Deployable Disbursing System DDS PE 1 DDS User Manual (Veer 6.5) Calculator. Classroom notes. *Pen or Pencil. *Blank Paper. Note: (* Learner responsibility) Procedures/Instructions: This exercise will give you the purpose and scenario and steps for the exercise. Check your exercise document for missing any portion or if it is illegible, obtain a new document from your facilitator. You may take a break at any time, however, do not take the exercise materials out of the classroom. All exercise requirements have only one correct entry. Make sure your answer is correct before saving. If you make a mistake or wish to change your answer after saving, “blackout” the data entered and enter your new response. ALL WORK ON THIS EXERCISE MUST BE ON YOUR OWN. You may NOT communicate with other learners, have or receive assistance, or make a record of your answers anywhere but on your answer sheet if given. Failure to follow these instructions will result in the appropriate disciplinary action being taken. Your facilitator will advise you what to do when you complete of this practice exercise. If you experience difficulties, ask the Facilitator’s or assistant Facilitator’s for immediate assistance or help. Review will be conducted at the completion of the PE. Instructional Lead-in: The disbursing operation is an important part of an officer’s duties. Disbursing is a complex system of checks, balances, and reports. It is necessary for you to become very familiar with not only the DD Form 2665, Daily Agent Accountability Summary, but also The Deployable Disbursing System (DDS), and the effect different documents have on cash accountability. Having a conceptual understanding of documents and transactions and their effects on your accountability will help you throughout all the disbursing related tasks. We will augment the C-2 concepts discussed during this lesson in future disbursing lessons. Feedback: An AAR will be conducted after the PE, along with a Learner end of course critique will be conducted at the end of the course. Requirements: Prior to starting the exercise and for review Have the learners log into Blackboard, open and download Practical Exercise 1. The learners work in as individuals. PE 1 Systems Administration Functions and make inputs into the training environment. One hour and thirty minutes to complete the training. Review each transaction with the learners. Evaluation: This lesson will test your ability to properly log into DDS, research given references, and properly make inputs into the training environment. Learners must attain a “Go” on the practical exercise Learner Evaluation sheet. PE Systems Administration Functions Solution: ADC36114 PE 1 Solution: Situation 1: Office Setup Situation 2: User Setup Situation 3: Currency Configuration Currency Setup Tab Exchange Rates Tab Denomination Setup Tab Increment Setup Tab Default Accounting Lines Tab Situation 4: Accounting Setup APC Tab EOR Tab

Q1. To set a business day in DDS you’ll need both the current calendar and business dates. A1. True Q2. At the beginning of a new fiscal year, the Accounting data will be purged and new data will be uploaded. A2. True Show Slide #59: LSA #2 Check on learning Facilitator's Note: Ask the following check on learning questions, facilitate discussion on answers given and summarize on next slide the learning activity. True or False: Q1. To set a business day in DDS you’ll need both the current calendar and business dates. A1. True Q2. At the beginning of a new fiscal year, the Accounting data will be purged and new data will be uploaded. A2. True

Show Slide #60: LSA #2 Summary Facilitator's Note: In this part of the lesson, we learn to login and input data into DDS. We setup the business day, learned about the different menus and reports, setups and configurations. Conducted a practical exercise in performing various systems administration functions. “Or” Facilitator, have each group as a group write down one major main lesson learnt from this LSA, allow a few minutes for them to interact. Once all groups have their one major learnt lesson written, pass it to another group to compare their answer. Facilitate a discussion on each major learnt lesson mentioned by each group.

Prepare DD Form 1081 Deployable Disbursing System
Show Slide #61: Prepare DD Form 1081 3. Learning Step / Activity 3. Prepare Statement of Agent Officer's Account (DD Form 1081) and Create a Remote File Transfer. Method of Instruction: DSL (large or small group discussion) Facilitator's to Learner Ratio: 1:30 Time of Instruction: 01 hrs. / 00 min. Media: PowerPoint, Printed Reference Material, Computer Assisted Instruction Generalize New Information: Inform the learners that we will transition now and focus on preparing statement of agent officer’s account and creating a remote file transfer. Facilitator's Note: Facilitator will inform the learners that they will watch the facilitator go through the material, afterwards they will do the training exercise on their own in DDS. DD Statement of Agent Officer's Account A summary of cash transactions, receipt for cash, vouchers, and other negotiable instruments transferred between disbursing officers (DO’s) and their agent officers (Deputies, Agents, Cashiers, Paying Agents, and Collection Agents). The use of DD 1081 creates an audit trail and maintains accountability. When funds are advanced, the DO is transferring the accountability to the designated agent. To complete the transfer, the receiving agent must accept and sign for the transfer. Create Return DD Upon entering the DD 1081, if the Advanced DD 1081 is awaiting confirmation, the message "Information: Incoming DD 1081 must be processed. “OK" will be displayed. Return DD 1081 cannot be made to the user who created the Advanced DD 1081 until the user confirms the DD 1081 awaiting certification. Click the “New” button on the toolbar. Issuing User ID - System will default to logged in user Receiving User ID/Site - Select site from drop down list Issuing User Site Number - System will default to logged in user Name of Receiver - System will default to name corresponding to Receiving User ID Name of Issuer - System will default to logged in user Clicking the “Generate Vouchers” button will generate gains, losses, or rounding vouchers. If the user processes the Return DD 1081, the system will automatically check the gains, losses, or rounding vouchers and the message will be populated. The user must click the “Generate Vouchers” button if gains, losses, or rounding vouchers is awaiting printing. “Confirm” and “Reject” buttons are not applicable in Return. Select the “Return” radio button, and then select either “Partial” or “Full” radio button. A partial return will only be allowed when local cashier processes a return DD 1081. From the DD 1081 item list below, select the item(s) you want to return to the Vault User such as cash, checks, deposits, paid vouchers, dishonored checks, etc by clicking on the appropriate numbered button. Each selection will cause another window to display. Balance Forward - This field is system generated. U.S. Dollars - The US Dollars/FC Cash/MPC/Transfer screen pop-up. Foreign Curr (U.S. Equivalent) - The US Dollars/FC Cash/MPC/Transfer screen pop-up. Military Payment Certificates - The US Dollars/FC Cash/MPC/Transfer screen pop-up. Collections - The Collections screen pop-up when selection was made Return and Full. Deposits - The Deposits screen pop-up when selection was made Return and Full. NI: Treasury Checks - The Negotiable Items screen pop-up. It will display if items previously advanced by the DO, but not used. viii)NI: Military Payment Orders - This button is disabled for DD 1081 Return. NI: EFT For Cash - The Negotiable Items screen pop-up. It will display if payment sent to Fedline. NI: Dishonored Checks - The Negotiable Items screen pop-up. Other Negotiable Instruments: - Negotiable Items screen pop-up. Paid Vouchers - The Paid Vouchers screen pop-up when selection was made Return and Full. Incorrect Vouchers Ret - This button is disabled for DD 1081 Return. Overdrafts - The Check Issue Overdraft screen pop-up when selection was made return and Full. Loss of Funds - The Loss of Funds screen pop-up when selection was made return and full. Transfers In and Out - The Transfers In and Out screen pop-up when selection was made Return and Full. Store Value Card Load - Automatically totals all military payment or manual disbursements paid via stored value card that will be attached when selection is made return and full. Line 10.4 will increase accountability. The amount will display when the user clicks the line 12. Stored Value Card Sales - Automatically totals the amount of stored value cards in the inbound portion of exchange transactions that will be attached when selection is made return and full. Line 11 will decrease accountability. The amount will display when the user clicks the line 12. Total Funds - Clicking the Line 12: Total Funds, the total amount displays automatically. Business Day - Defaults to current business day Sequence Number - Defaults to next number Click the “Save” button on the toolbar. Note: To Create Returns from Remote Sites or Remote Agents to different site, continue to follow the process (m) and (n) below. Select “Reports” from the DDS Main Menu. Click “Remote File Transfer” (See remote file transfer section). VG 56

Prepare DD Form 1081-Advance
Deployable Disbursing System Prepare DD Form 1081-Advance Show Slide #62: Prepare DD Form 1081-Advance Create Advance DD 1081: Upon entering the DD 1081 screen, if a "DD 1081 Return" is awaiting confirmation, the message "Information: Incoming DD 1081 must be processed “OK" will be displayed. When this message displays, the Vault user must either “Confirm” or “Reject” the incoming DD 1081Return before they can create a new DD 1081 Advance to the same user. Main or Remote site Vault users can create a DD 1081 Advance to a Deputy, Agent, or Cashier. Click the “New” button on the toolbar. Select the “Receiving User ID/Site” from the drop down menu. The system will automatically default to Advance. From the DD1081 item list below, select the item(s) you want to advance to the Receiving User such as cash, checks, dishonored checks, EFT for cash, incorrect vouchers, etc by clicking on the appropriate numbered button. Each selection will cause another window to display for the user to enter/select the items to advance. Balance Forward - This field is system generated U.S. Dollars - The US Dollar/FC Cash/MPC/Transfer screen pop-up. Foreign Curr (U.S. Equivalent) - The US Dollar/FC Cash/MPC/ Transfer screen pop-up. Military Payment Certificates - The US Dollar/FC Cash/MPC/Transfer screen pop-up. Collections - This button disabled for DD 1081 Advance. Deposits - This button disabled for DD 1081 Advance. NI: Treasury Checks - The Negotiable Items screen pop-up. NI: Military Payment Orders - Button disabled for DD 1081 Advance. NI: EFT for Cash - The Negotiable Items screen pop-up. NI: Dishonored Checks - The Negotiable Items screen pop-up. Other Negotiable Instruments: - Negotiable Instruments screen pop-up. Paid Vouchers - This button is disabled for DD 1081 Advance. Incorrect Vouchers Ret - The Incorrect Vouchers for Return screen pop-up. Overdraft - This button is disabled for DD 1081 Advance. Loss of Funds - This button is disabled for DD 1081 Advance. Transfers In and Out - This button is disabled for DD 1081 Advance. Stored Value Card Load - This button is disabled for DD 1081 Advance. Stored Value Card Sales - This button is disabled for DD 1081 Advance. Total Funds - Clicking Line 12, the Total Funds, Business Day and Sequence Number will be displayed automatically. Click the “Save” button on the toolbar. Note: To Create Advances to Remote Sites or Remote Agents continue to follow the process select “Reports” from the DDS Main Menu. Click “Remote File Transfer” (See remote file transfer section).

Remote File Transfer Deployable Disbursing System
From the menu bar select REPORTS, Remote File Transfer then NEW. The Remote File Transfer screen will be displayed Show Slide #63: Remote File Transfer Remote File Transfer: Remote File Transfer (RFT) process allows users to transfer system messages, collections & disbursements, archive data, and other financial data between Parent and Child sites using a standard 3 1/2" diskette or USB device. While financial and transactional data are transferred via RFT by using an electronic DD 1081, system messages are transferred via RFT with or without an electronic DD Parent and Child sites must ensure DDS Version compatibility to prevent any attached DD 1081(s) from being automatically rejected by DDS. Users authorized to perform this process must have Maintains Vault, Deputy Agent, or Agent privileges. If the user receives a system message that a newer version of DDS is available and should be installed as soon as possible, it means the receiving site's version of RFT or DDS is out-dated. After the Information message displays, all RFT processing will be stopped. It will be the receiving site's responsibility to install a newer DDS version because the sending site cannot revert back to the lower DDS version when sending an electronic DD1081. If the user receives a system message that all DD1081(s) attached on an RFT have been rejected, it means the receiving site's RFT version is newer. The reject message will be sent to the originating (sending) site where the DD1081 must be deleted. After upgrading to the newer DDS version, the originating site can now re-create the DD1081 and re-send it to the receiving site. If the sending site does not upgrade to the correct DDS version and re-sends a new DD1081 via RFT, the rejection cycle will be repeated. If the user receives a system message that a newer version of DDS is available and should be installed as soon as possible, it means the receiving site's version of RFT or DDS is out-dated. After the Information message displays, all RFT processing will be stopped. It will be the receiving site's responsibility to install a newer DDS version because the sending site cannot revert back to the lower DDS version when sending an electronic DD1081. If the user receives a system message that all DD1081(s) attached on an RFT have been rejected, it means the receiving site's RFT version is newer. The reject message will be sent to the originating (sending) site where the DD1081 must be deleted. After upgrading to the newer DDS version, the originating site can now re-create the DD1081 and re-send it to the receiving site. If the sending site does not upgrade to the correct DDS version and re-sends a new DD1081 via RFT, the rejection cycle will be repeated.

Create a Remote File Transfer
Deployable Disbursing System Create a Remote File Transfer Show Slide #64: Create a Remote File Transfer Remote File Transfer: (Continue) Access “Remote File Transfer” from the DDS Main Menu by clicking “Reports” and selecting “Remote File Transfer” from the scroll down menu. Select “New” or Resend”. Selecting New will bring up two Tab sheets in a screen. Create Data Disk for Transfer Retrieve Data from Disk Create Data Disk for Transfer - Process performed by an authorized DDS user to transfer accountable items, system messages, and archive/purge records to a receiving Parent or Child site. An Alert message will be displayed at the end of an RFT generation process whenever the RFT does not contain a DD 1081. Note: An RFT file with no DD 1081 attached, MUST STILL BE SENT to the receiving Parent or Child site because it may contain critical system messages and archive/purge records required by the receiving site's database. Do not inadvertently overwrite this RFT file because all system messages and/or archive records on it will be lost. If this occurs, it may cause an out-of-balance condition at the receiving site; especially if the overwritten RFT contained any DD 1081 Advance 'confirmation messages' needed by the Parent site's database. Confirmation messages contain program code logic that deducts the DD 1081 Advance amount from the 'Funds with Agents' balances of the Parent Site's DD 2657 or DD 2665 Report. If this confirmation message is not received, the next DD1081 Return from the Child Site will cause the Parent Site's database to go out-of-balance on Line 6.5 (DD 2657) or Line 25 (DD 2665). Site Id - The field defaults to the Parent's Site-Id. To select another Site Id, click the drop-down arrow to find and select it. When selected, the Site Id's office name and address will display on the right side of the Remote File Transfer screen. Click the “OK” button to continue. Upon clicking “OK” an Information message displays “Create File for Transfer to another Site?” Click “Yes” to continue. Click “No” to abort the process and exit.

Create a Remote File Transfer (Cont.)
Deployable Disbursing System Create a Remote File Transfer (Cont.) Show Slide #65: Create a Remote File Transfer (Cont.) Remote File Transfer: (Continue) The red text message shown below will be displayed in the bottom half of the screen and the information pop up message will be displayed. If the user did not create a DD 1081 prior to this process, the below popup message appears. Click the “OK” button. Transfer to Storage - Click it to begin the transfer. DDS Span utility displays for a moment as shown below. Select Destination Folder dialog box is displayed as shown below. Click on appropriate destination drive/folder.

Deployable Disbursing System Create a Remote File Transfer (Cont.) Show Slide #66: Create a Remote File Transfer (Cont.) Remote File Transfer: (Continue) Click the “OK” button to begin transfer process. The system will validate whether sufficient space exists on the selected drive. If there is not enough space, an error message "Error: Location selected is write protected or out of space... Try another location." will display. DDS Span Utility pop-up displays with two progress bars indicating the created RFT file is being spanned (zipped) prior to being copied to the selected drive. Warning message displays to ensure a floppy disk has been inserted into the selected drive. When ready, click the “OK” button to continue. DDS Span Utility's progress bars will display again until 100% completion. When completed, a message is displayed indicating the RFT transfer to storage disk was successful. Click the “Finish” button to close message and return to RFT screen. The “Create Data Disk for Transfer” tab sheet is re-displayed.

Deployable Disbursing System Create a Remote File Transfer (Cont.) 8 Show Slide #67: Create a Remote File Transfer (Cont.) Remote File Transfer: (Continue) The red text portion of this tab sheet indicates that the Transfer to diskette is complete. Remove diskette (or USB) from drive and forward to receiving site per standard operating procedures. Click the “Red Door” to exit.

Create DD1081-Return Deployable Disbursing System
Show Slide #68: Create DD1081-Return Create Return DD Upon entering the DD 1081, if the Advanced DD 1081 is awaiting confirmation, the message "Information: Incoming DD 1081 must be processed. “OK" will be displayed. Return DD 1081 cannot be made to the user who created the Advanced DD 1081 until the user confirms the DD 1081 awaiting certification. Click the “New” button on the toolbar. Issuing User ID - System will default to logged in user Receiving User ID/Site - Select site from drop down list Issuing User Site Number - System will default to logged in user Name of Receiver - System will default to name corresponding to Receiving User ID Name of Issuer - System will default to logged in user

Create DD1081-Return (Cont.)
Deployable Disbursing System Create DD1081-Return (Cont.) Show Slide #69: Create DD1081-Return (Cont.) Create Return DD 1081 (Continue) Clicking the “Generate Vouchers” button will generate gains, losses, or rounding vouchers. If the user processes the Return DD 1081, the system will automatically check the gains, losses, or rounding vouchers and the message will be populated. The user must click the “Generate Vouchers” button if gains, losses, or rounding vouchers is awaiting printing. “Confirm” and “Reject” buttons are not applicable in Return. Select the “Return” radio button, and then select either “Partial” or “Full” radio button. A partial return will only be allowed when local cashier processes a return DD 1081. From the DD 1081 item list below, select the item(s) you want to return to the Vault User such as cash, checks, deposits, paid vouchers, dishonored checks, etc by clicking on the appropriate numbered button. Each selection will cause another window to display. Balance Forward - This field is system generated. U.S. Dollars - The US Dollars/FC Cash/MPC/Transfer screen pop-up. Foreign Curr (U.S. Equivalent) - The US Dollars/FC Cash/MPC/Transfer screen pop-up. Military Payment Certificates - The US Dollars/FC Cash/MPC/Transfer screen pop-up. Collections - The Collections screen pop-up when selection was made Return and Full. Deposits - The Deposits screen pop-up when selection was made Return and Full. NI: Treasury Checks - The Negotiable Items screen pop-up. It will display if items previously advanced by the DO, but not used. NI: Military Payment Orders - This button is disabled for DD 1081 Return. NI: EFT For Cash - The Negotiable Items screen pop-up. It will display if payment sent to Fedline. NI: Dishonored Checks - The Negotiable Items screen pop-up. Other Negotiable Instruments: - Negotiable Items screen pop-up. Paid Vouchers - The Paid Vouchers screen pop-up when selection was made Return and Full. Incorrect Vouchers Ret - This button is disabled for DD 1081 Return. Overdrafts - The Check Issue Overdraft screen pop-up when selection was made return and Full. Loss of Funds - The Loss of Funds screen pop-up when selection was made return and full. Transfers In and Out - The Transfers In and Out screen pop-up when selection was made Return and Full. Store Value Card Load - Automatically totals all military payment or manual disbursements paid via stored value card that will be attached when selection is made return and full. Line 10.4 will increase accountability. The amount will display when the user clicks the line 12. Stored Value Card Sales - Automatically totals the amount of stored value cards in the inbound portion of exchange transactions that will be attached when selection is made return and full. Line 11 will decrease accountability. The amount will display when the user clicks the line 12. Total Funds - Clicking the Line 12: Total Funds, the total amount displays automatically.

Deployable Disbursing System Create DD1081-Return (Cont.) Show Slide #70: Create DD1081-Return (Cont.) Create Return DD 1081 (Continue) Business Day - Defaults to current business day Sequence Number - Defaults to next number Click the “Save” button on the toolbar.

Deployable Disbursing System Create DD1081-Return (Cont.) Show Slide #71: Create DD1081-Return (Cont.) Create Return DD 1081 (Continue) Note: To Create Returns from Remote Sites or Remote Agents to different site, continue to follow the process (m) and (n) below. Select “Reports” from the DDS Main Menu. Click “Remote File Transfer” (See remote file transfer section). Page 2 itemizes the items returned.

Confirm DD Form 1081 Deployable Disbursing System
Show Slide #72: Confirm DD1081 Confirm Return DD 1081 Confirm/Reject DD Upon clicking DD 1081, the screen populates with message Information: Incoming DD 1081 must be processed, the oldest unconfirmed DD 1081 being first. Clicking OK allows the user to either Confirm or Reject the DD 1081. Clicking Navigate Buttons from the toolbar allows the user to browse through unconfirmed DD 1081s. Select DD 1081 for confirmation. Issuing User Id - Pre-filled Receiving User/Site - Pre-filled Issuing User Site Number - Pre-filled Name of Receiver - Pre-filled Name of Issuer - Pre-filled Generate Vouchers - Not applicable for Confirm/Reject.

Confirm DD Form 1081 (Cont.) Deployable Disbursing System
Show Slide #73: Confirm DD1081 (Cont.) Confirm Return DD 1081 (Continue) Note: The amounts Advanced or Returned, such as cash, checks, dishonored checks, EFT for cash, incorrect vouchers, etc, will be shown in Column b. Increase (Received by agent) or d. Decrease (Turned in by agent). The user can click the Confirm button or click the line number to view advanced or returned items. Click “Confirm” or “Reject” button. Confirm - Upon clicking “Confirm” button. It will update the cashier's accountability. If the Vault user clicks the Confirm button on a cash return DD 1081, the Vault Denomination Component screen will be opened for the first currency. The Vault user must distribute cash by denomination. If the Vault user confirms more than one currency, by clicking the “OK” button in the denomination screen, another currency Denomination screen will be displayed. Clicking the “Cancel” button in the Vault Denomination Component screen will cancel the entire currency denomination process and return to the DD 1081 screen. After all currencies have been confirmed, the Agent or Vault user would then systematically go down the DD 1081 clicking on buttons that have dollar amounts attached to them, verifying each for accuracy. Only then would the Confirm button actually be pressed. Reject - Upon clicking the “Reject” button, the accountability will not be updated and the "Rejected" label will display on rejected DD 1081 in upper right corner. Note: Items listed cannot be modified. Issuer of DD 1081 can only correct. If DD 1081 is issued incorrectly, the DD 1081 can be rejected by the receiving user. The originator of the DD 1081 will then have to delete it and create a new one. Click the “Save” button on the toolbar.

Display Vault Info Deployable Disbursing System
Show Slide #74: Display Vault Info Vault Drop Down: Vault Info - Vault Info process allows an authorized individual user (Vault user or Deputy Agent) the ability to view the denomination of available currencies and negotiable instruments within his/her vault. Access “Vault Info” by clicking on “Vault” from the DDS Main Menu, and selecting “Vault Info” from the scroll down menu. The Vault Info screen uses three fields to perform the query. All three must be filled to perform the query. User ID - Select the user who maintains the vault which will be viewed from the drop down menu. Vault Code - Select the vault code which will be viewed from the drop down menu. Currency Code - Select the currency which will be viewed from the drop down menu. When all fields have been selected the Vault Info screen will populate the information pertaining to the selected User ID, Vault Code, and Currency code. Denomination - Lists how the currency is denominated. Quantity - Lists how many of a specific denomination you have. Amount - Lists the value you have in the vault of a specific denomination. Amount (listed on bottom of page) - Calculates the total value of all the selected currency in the selected vault. Amount US EQ - Calculates the selected currency into the US equivalent. Negotiable Instrument Amount - Calculates the total value of the negotiable instruments in the selected vault pertaining to the selected Currency code. Negotiable Instrument Amount US EQ - Calculates the negotiable instruments into the US equivalent. Click the “Print” button to print the Vault Ledger. VG 69

Deployable Disbursing System LSA #3 Practical Exercise #2 Employ the Deployable Disbursing System DDS PE 2 DD Form 1081 and Remote File Transfer Show Slide #75: LSA #3 Practical Exercise #2 Practical Exercise / Review: LP12E Employ the Deployable Disbursing System DDS PE 2 Method of Instruction: Practical Exercise Facilitator to Learner Ratio: 1:30 Time of Instruction: 01 hrs. / 00 min. Media: Practical Exercise, Computer Assisted Instruction General Information: (Introduction / Objective) this exercise will measure your ability to input data and demonstrate the ability to process a DD Form and Remote File Transfer. After following along with the facilitator in the Training Environment Database, learners will conduct their individual exercise by following the instructions and scenario in the practical exercise. At the completion of this lesson, you (the learner) will have an understanding and know its importance and will be able to process a DD Form 1081 and Remote File Transfer within DDS. Special Instructions: (Scenario’s) Your User ID is JAS. Password: te$ts1te 1st situation, the Remote Site needs additional funds. Create a DD Form 1081 and Remote File Transfer. What is the Remote File Transfer file name? 2nd situation, you received a Remote File Transfer (RF RFT) from one of your remote sites. Retrieve the DD Form 1081 from the RTF file provided. The total amount of the DD Form 1131s (hard copy) received does not equal to the amount shown on line 3b of the DD Form What are the necessary steps (processes) steps to return the DD Form 1081 to the sender? Motivator: As a lieutenant in the Finance Corps, one of the many responsibilities that you may be assigned is that of a deputy disbursing officer. Even if you are working in an office that does not have a full disbursing operation, you may be called upon to perform these actions in a field environment. As a deputy disbursing officer you can be held both personally and peculiarly liable for funds entrusted to your care. Unless you understand disbursing operation concepts and are able to use the proper forms for accountability, you may find yourself personally in debt to the United States Government. One such form used to track accountability is the DD Form 2665, Daily Agent Accountability Summary. The DD Form 2665 is the prescribed daily accountability document given to the disbursing officer by all deputies, agents, and cashiers. This report summarizes all transactions conducted during the business day. Accuracy is essential in the preparation of this document for the finance officer to maintain accountability. All deputies, agents, and cashiers are charged with the two-fold responsibility of service to soldiers and protection of assets. Properly employing the Deployable Disbursing System (DDS) is just one of the tools used to protect those assets. Facilitator’s Material: Each primary facilitator should possess a lesson plan, course handouts, and practical exercises with answer keys, summary worksheet containing DFAS-IN REG 37-1, FM 1-06, DODFMR R, and lesson created notes. Learner’s Material: Learners should possess course handouts, practical exercises LP12E Employ the Deployable Disbursing System DDS PE 2, summary worksheet containing DFAS-IN REG 37-1, FM 1-06, DODFMR R, access to DDS and standard classroom supplies. Materials Needed: Computer loaded with TED Software. LP12E Employ the Deployable Disbursing System DDS PE 2 DDS User Manual (Ver. 6.5) Calculator. Classroom notes. *Pen or Pencil. *Blank Paper. Note: (* Learner responsibility) Procedures/Instructions: This exercise will give you the purpose and scenario and steps for the exercise. Check your exercise document for missing any portion or if it is illegible, obtain a new document from your facilitator. You may take a break at any time, however, do not take the exercise materials out of the classroom. All exercise requirements have only one correct entry. Make sure your answer is correct before saving. If you make a mistake or wish to change your answer after saving, “blackout” the data entered and enter your new response. ALL WORK ON THIS EXERCISE MUST BE ON YOUR OWN. You may NOT communicate with other learners, have or receive assistance, or make a record of your answers anywhere but on your answer sheet if given. Failure to follow these instructions will result in the appropriate disciplinary action being taken. Your facilitator will advise you what to do when you complete of this practice exercise. If you experience difficulties, ask the Facilitator’s or assistant Facilitator’s for immediate assistance or help. Review will be conducted at the completion of the PE. Instructional Lead-in: The disbursing operation is an important part of an officer’s duties. Disbursing is a complex system of checks, balances, and reports. It is necessary for you to become very familiar with not only the DD Form 2665, Daily Agent Accountability Summary, but also The Deployable Disbursing System (DDS), and the effect different documents have on cash accountability. Having a conceptual understanding of documents and transactions and their effects on your accountability will help you throughout all the disbursing related tasks. We will augment the C-2 concepts discussed during this lesson in future disbursing lessons. Feedback: An AAR will be conducted after the PE, along with a Learner end of course critique will be conducted at the end of the course. Requirements: Prior to starting the exercise and for review Have the learners log into Blackboard, open and download Practical Exercise 1. The learners work as individuals. PE 2 DD Form 1081 and Remote File Transfer and make inputs into the training environment. Fifty minutes to complete the training. Review each transaction with the learners. Evaluation: This lesson will test your ability to properly log into DDS, research given references, and properly make inputs into the training environment. Learners must attain a “Go” on the practical exercise Learner Evaluation sheet. PE DD Form 1081 and Remote File Transfer Solution: ADC36114 PE_2 Solution Situation 1: Create DD 1081 and Remote File Transfer Remote File Transfer: RF00000_.RFT Situation 2: Steps to return the DD Form 1081 to the sender Reject DD 1081 Create a RFT to the sender

Q1. DD Statement of Agent Officer's Account creates an audit trail and maintains accountability. A1. True Q2. Main or Remote site Vault users cannot create a DD 1081 Advance to a Deputy, Agent, or Cashier. A2. False Show Slide #76: LSA #3 Check on learning Facilitator's Note: Ask the following check on learning questions, facilitate discussion on answers given. True or False: Q1. DD Statement of Agent Officer's Account creates an audit trail and maintains accountability. A1. True Q2. Main or Remote site Vault users cannot create a DD 1081 Advance to a Deputy, Agent, or Cashier. A2. False

Show Slide #77: LSA #3 Summary Facilitator's Note: In this part of the lesson, we learn to prepare a statement of agent officer’s account and creating a remote file transfer. Learn to create, confirm DD 1081 and display vault information. Conducted a practical exercise in processing a DD 1081 and remote file transfer. “Or” Facilitator, have each group as a group write down one major main lesson learnt from this LSA, allow a few minutes for them to interact. Once all groups have their one major learnt lesson written, pass it to another group to compare their answer. Facilitate a discussion on each major learnt lesson mentioned by each group.

Create CFC Deployable Disbursing System Show Slide #78: Create CFC
4. Learning Step / Activity 4. Perform Cash Maintenance Operations. Method of Instruction: DSL (large or small group discussion) Facilitator's to Learner Ratio: 1:30 Time of Instruction: 00 hrs. / 45 min. Media: PowerPoint Presentation, Printed Reference Material, Computer Assisted Instruction Generalize New Information: Inform the learners that we will transition now and focus on performing cash maintenance operations in DDS. Facilitator's Note: Facilitator will inform the learners that the process is used for issuing U.S. Treasury Checks or creating EFT files for the purpose of obtaining funds. They will watch the facilitator go through the material, afterwards they will do the training exercise on their own in DDS. Check/EFT for Cash: Process allows an authorized individual user (Vault User, Deputy Agent, or Agent) the ability to select and distribute into his/her accountability, currency received from a bank based on a previously processed Check/EFT for Cash. Also this process allows U.S. Cash exchange to various foreign currency or U.S. Cash with different denomination from the bank. If the user maintains a vault, each currency must be distributed into the vault by denominations. This process calculates the U.S. equivalent of each foreign currency received based on exchange rate, and calculates gains and losses on all foreign currencies received. In addition, the user will also be able to perform a query on previous Cash Received From Bank transactions, and to back out under certain restrictions. Access “Cash Received from Bank” by clicking on “Vault” from the DDS Main Menu, and selecting “Cash Received from Bank” from the scroll down menu. VG 70

Cash Received from Bank
Deployable Disbursing System Cash Received from Bank Show Slide #79: Cash Received from Bank Cash Received from Bank: Create Cash Received from Bank - System defaults to Check and check data for Check for Cash processed will automatically be displayed. Click on either the Check, EFT, or Cash radio button. Select the transaction to highlight the data displayed in top grid if Check or EFT was chosen. If Cash was chosen, input the U.S. amount in Cash Amount: for the exchange with the Bank. If the user maintains a vault, click the “Vault icon” and enter the Vault denomination. Note: If the vault user did not click the (Vault icon) for distribution by denomination, the system will show an error message "ERROR: Cash amount does not equal cash from vault amount. Clicking the “New” button from the toolbar, the system will allow the user to select the Currency code that will be received from the bank in the bottom grid. Select the “Currency Code” for each currency received from the bank. When the user receives more than one Currency from the bank, click the “Create Detail Record” button from the toolbar to process multiple currency codes. Enter the amount received from the bank in the Amount column. If the user maintains a vault, click the “Vault icon” for each currency, and enter currency denominations received from the bank. Exchange Rates - If a Foreign Currency Code is selected, the system will automatically display the current business date Exchange rate. If Exchange Rate shown on the screen is different from bank, highlight the defaulted exchange rate and overwrite with the correct exchange rate. Click the “Save” button from the tool bar. Backout Cash Received from Bank - After the cash received from bank has been distributed; the user can back out the process under certain conditions. Access “Backout Cash Received from Bank” by clicking on “Processing” from the DDS Main Menu, and selecting “Backout” from the scroll down menu. Select the row to highlight the transaction to be backed out. Backout processing can only back out one row at a time. Clicking the backout button, the "System administrator login screen" will appear. Click the “Backout” button, the “System administrator login screen” will appear. User ID - Enter the System Administrator’s User ID Password – Enter the System Administrator’s password. Clicking the Cancel button, the Information message "Backout Approval cancelled. The “OK” button will be displayed. Clicking the “OK” button, the screen will return to Cash Received from Bank Backout screen. Clicking the “OK” button, the Information screen with message "Backout authorization granted. OK" will appear. Click the “OK” button. The backout processing will be completed and Data will disappear from Cash Received from Bank Backout screen and will no longer be available to backout. Query Cash Received from Bank: Access “Query Cash Received from Bank” by clicking on “Processing” from the DDS Main Menu, selecting “Query”, and “Cash Received from Bank” from the scroll down menu. Cash Received from Bank Query Filters screen will be displayed. The user can enter information on one or more of the filter fields shown below to retrieve the information on specific Cash received from Bank. Enter information in one or more "Filter By" fields located on top of the screen. Click the “Execute Query” button on the toolbar. System will search database, and display all transactions matching the information entered.

Transfer In and Out Deployable Disbursing System
EU Show Slide #80: Transfer In and Out Transfer In or Out: Process allows a user the ability to transfer cash in to or out of the office. Cash may be transferred either from or to another Disbursing Office DSSN. A Transfer may be used to obtain operating cash for the office when banking facilities are not currently available. Any Vault user or Agent can create a Transfer In or Transfer Out. For a Transfer In, the user is allowed to transfer in only those currencies that are active within DDS. A Transfer In will increase the user's accountability. For a Transfer Out, the user is allowed to transfer only those funds for which he/she is accountable. Only active currencies where the user has a balance greater than zero may be included on a Transfer Out transaction. The amount of a Transfers Out will not exceed the amount the user has on-hand for any given currency. A Transfer Out requires confirmation because the transferring user is not released of the accountability until the receiving DSSN confirms receipt of the transfer. A confirmed Transfer Out will decrease the user's accountability. Access “Transfer In or Out” by clicking on “Processing” from the DDS Main Menu, and selecting “Transfer In or Out” from the drop down menu. Create Transfer In or Out Type - Click either the “In” or “Out” radio button. If the user selected In, "From DSSN" field will be displayed. If the user selected Out, "To DSSN" field will be displayed. Enter the appropriate DSSN number. US Equivalent - Upon entering each currency amount, the system will display the total amount of the US Equivalent. Currency Code - Select the Currency Code from drop down menu. Amount - Enter the Amount for selected Currency Code. If the user logged on is a Vault User, click “Vault Icon” to open the Vault Denomination Component screen. Enter the proper denominations for Currency Code. If the vault user did not distribute the denomination, upon save, the message "Error: The amount entered has not been denominated in the vault." will be displayed. Exchange Rate - The system will populate the Exchange Rate based on the selected Currency Code US Equivalent - The system will populate the US Equivalent Amount based on selected Currency code and Amount input. On Hand - The system will populate the Amount on Hand. If the user need to process more than one currency code, click “Create Detail Record” button on the tool bar.

Confirm Transfer In and Out
Deployable Disbursing System Confirm Transfer In and Out Show Slide #81: Confirm Transfer In and Out Confirm Transfer Out - A "Transfer Out" requires confirmation because the transferring user is not released of the accountability until the receiving DSSN confirms receipt of the transfer. The transfer is carried as "Cash In Transit" until it is confirmed. A confirmed "Transfer Out" will decrease the user's accountability. Access “Confirm Transfer Out” by clicking on “Processing” from the DDS Main Menu, select “Transfer In or Out” from the drop down menu, and click on the “Confirm Transfer Out” tab sheet. Click check box to select the row. Clicking check box, the Transfer Details information will be displayed. If the user is an agent, the screen will contain a list all unconfirmed "Transfers Out" created by the agent. If the user maintains a vault, the screen will contain a list of all unconfirmed "Transfers Out" created by any Vault User. Click the “Save” button on the toolbar or click the “Cancel” button on the toolbar to cancel (Clicking the “Cancel” button, the check mark will be converted to uncheck and the confirmation process will be discontinued.

Defer a Voucher Deployable Disbursing System
Show Slide #82: Defer a Voucher Note: “Deferred Vouchers” by clicking on “Processing” from the DDS Main Menu, and selecting “Deferred Voucher” from the drop down menu. Deferred Voucher: When the Principal discovers an error on a specific paid voucher during the review, the voucher can be deferred and returned to the paying deputy, agent or cashier for correction. Entering the Deferred Voucher, all paid vouchers will be displayed with information of Voucher Number, Paid Date, Deferred Date (It will be blanked for the non-deferred voucher), Payee, Curr Code, Amount, and US Equivalent. Select the row to highlight the voucher to defer. If non-deferred voucher is highlighted, the “Defer” button will be enabled. If the deferred voucher is highlighted, the “Clear” button will be enabled. Click the “Defer” button. Click the “Save” button on the toolbar. Clear Defer Voucher - Once the correction to a deferred voucher is completed, the user can clear it from the deferred status. Entering the Deferred Voucher, all paid vouchers will be displayed with information of Voucher Number, Paid Date, Deferred Date, Payee, Curr Code, Amount, and US Equivalent. Select the row to highlight the deferred voucher to clear. If a non-deferred voucher is highlighted, the “Defer” button will be enabled. If a deferred voucher is highlighted, the ”Clear” button will be enabled. Click the “Clear” button.

Deployable Disbursing System LSA #4 Practical Exercise #3 Employ the Deployable Disbursing System DDS PE 3 Check for Cash and Cash Receive From Bank Show Slide #83: LSA #4 Practical Exercise #3 Practical Exercise / Review: LP12F Employ the Deployable Disbursing System DDS PE 3 Method of Instruction: Practical Exercise Facilitator to Learner Ratio: 1:30 Time of Instruction: 01 hrs. / 00 min. Media: Practical Exercise, Computer Assisted Instruction General Information: (Introduction / Objective) this exercise will measure your ability to input data and demonstrate the ability to replenish operating funds. After following along with the facilitator in the Training Environment Database, learners will conduct their individual exercise by following the instructions and scenario in the practical exercise. At the completion of this lesson, you (the learner) will have an understanding and have the knowledge on the steps needed to replenish operating funds within DDS. Special Instructions: (Scenario) Your User ID is JAS. Password: te$ts1te Situation, your operating funds are running low and one of your Deputy Agents needs additional cash to support a deployment. Create a Check for Cash and take it to the bank for the needed currencies. Currency Exchange rate: $1 = EU / KM 160 Motivator: As a lieutenant in the Finance Corps, one of the many responsibilities that you may be assigned is that of a deputy disbursing officer. Even if you are working in an office that does not have a full disbursing operation, you may be called upon to perform these actions in a field environment. As a deputy disbursing officer you can be held both personally and peculiarly liable for funds entrusted to your care. Unless you understand disbursing operation concepts and are able to use the proper forms for accountability, you may find yourself personally in debt to the United States Government. One such form used to track accountability is the DD Form 2665, Daily Agent Accountability Summary. The DD Form 2665 is the prescribed daily accountability document given to the disbursing officer by all deputies, agents, and cashiers. This report summarizes all transactions conducted during the business day. Accuracy is essential in the preparation of this document for the finance officer to maintain accountability. All deputies, agents, and cashiers are charged with the two-fold responsibility of service to soldiers and protection of assets. Properly employing the Deployable Disbursing System (DDS) is just one of the tools used to protect those assets. Facilitator’s Material: Each primary facilitator should possess a lesson plan, course handouts, and practical exercises with answer keys, summary worksheet containing DFAS-IN REG 37-1, FM 1-06, DODFMR R, and lesson created notes. Learner’s Material: Learners should possess course handouts, practical exercises LP12E Employ the Deployable Disbursing System DDS PE 3, summary worksheet containing DFAS-IN REG 37-1, FM 1-06, DODFMR R, access to DDS and standard classroom supplies. Materials Needed: Computer loaded with TED Software. LP12E Employ the Deployable Disbursing System DDS PE 3 DDS User Manual (Ver. 6.5) Calculator. Classroom notes. *Pen or Pencil. *Blank Paper. Note: (* Learner responsibility) Procedures/Instructions: This exercise will give you the purpose and scenario and steps for the exercise. Check your exercise document for missing any portion or if it is illegible, obtain a new document from your facilitator. You may take a break at any time, however, do not take the exercise materials out of the classroom. All exercise requirements have only one correct entry. Make sure your answer is correct before saving. If you make a mistake or wish to change your answer after saving, “blackout” the data entered and enter your new response. ALL WORK ON THIS EXERCISE MUST BE ON YOUR OWN. You may NOT communicate with other learners, have or receive assistance, or make a record of your answers anywhere but on your answer sheet if given. Failure to follow these instructions will result in the appropriate disciplinary action being taken. Your facilitator will advise you what to do when you complete of this practice exercise. If you experience difficulties, ask the Facilitator’s or assistant Facilitator’s for immediate assistance or help. Review will be conducted at the completion of the PE. Instructional Lead-in: The disbursing operation is an important part of an officer’s duties. Disbursing is a complex system of checks, balances, and reports. It is necessary for you to become very familiar with not only the DD Form 2665, Daily Agent Accountability Summary, but also The Deployable Disbursing System (DDS), and the effect different documents have on cash accountability. Having a conceptual understanding of documents and transactions and their effects on your accountability will help you throughout all the disbursing related tasks. We will augment the C-2 concepts discussed during this lesson in future disbursing lessons. Feedback: An AAR will be conducted after the PE, along with a Learner end of course critique will be conducted at the end of the course. Requirements: Prior to starting the exercise and for review Have the learners log into Blackboard, open and download Practical Exercise 1. The learners work as individuals. PE 3 Check for Cash and Cash Receive From Bank and make inputs into the training environment. Fifty minutes to complete the training. Review each transaction with the learners. Evaluation: This lesson will test your ability to properly log into DDS, research given references, and properly make inputs into the training environment. Learners must attain a “Go” on the practical exercise Learner Evaluation sheet. PE Check for Cash and Cash Receive From Bank Solution: ADC36114 PE 3 Solution Situation 1: Create a Check for Cash Situation 2: Print Check Situation 3: Process Cash Received From Bank

Q1. Check/EFT for Cash Process allows an authorized individual user (Vault User, Deputy Agent, or Agent) the ability to select and distribute into his/her accountability, currency received from a bank based on a previously processed Check/EFT for Cash. A1. True Q2. If the vault user did not click the (Vault icon) for distribution by denomination, the system will show an error message. A2. True Show Slide #84: LSA #4 Check on learning Facilitator's Note: Ask the following check on learning questions, facilitate discussion on answers given. True or False: Q1. Check/EFT for Cash Process allows an authorized individual user (Vault User, Deputy Agent, or Agent) the ability to select and distribute into his/her accountability, currency received from a bank based on a previously processed Check/EFT for Cash. A1. True Q2. If the vault user did not click the (Vault icon) for distribution by denomination, the system will show an error message. A2. True

Show Slide #85: LSA #4 Summary Facilitator's Note: In this part of the lesson, we learn to perform cash maintenance operations, transfer cash in to or out of the office, ability to select and distribute into his/her accountability, currency received from a bank based on a previously processed Check/EFT for Cash. Conducted a practical exercise in to test learners knowledge on the steps needed to replenish operating funds. “Or” Facilitator, have each group as a group write down one major main lesson learnt from this LSA, allow a few minutes for them to interact. Once all groups have their one major learnt lesson written, pass it to another group to compare their answer. Facilitate a discussion on each major learnt lesson mentioned by each group.

Input Check Issue Overdraft
Deployable Disbursing System Input Check Issue Overdraft Show Slide #86: Input Check Issue Overdraft 5. Learning Step / Activity 5. Perform Interface and Check / EFT Processing. Method of Instruction: DSL (large or small group discussion) Facilitator's to Learner Ratio: 1:30 Time of Instruction: 02 hrs. / 00 min. Media: PowerPoint Presentation, Printed Reference Material Generalize New Information: Inform the learners that we will transition now and focus on inputting check issues overdraft in DDS. Facilitator's Note: Facilitator will inform the learners that the process allows users to maintains vault or print checks privilege to account for check issue differences. Overdrafts And Underdrafts: Process allows users with Maintains Vault or Print Checks privilege to account for check issue differences. A check issue overdraft occurs when the amount printed on a check and paid by Treasury or Limited Depositary Bank is greater than the issue amount of that check as reported by the DO on the Checks Issue Report. A check issue overdraft also occurs when the amount printed on a check and paid by Treasury or Limited Depositary Bank is greater than the amount due as shown on the payment voucher. Underdrafts are the exact opposite. A check issue underdraft occurs when the amount printed on a check and paid by Treasury or Limited Depositary Bank is less that the issue amount of that check as reported by the DO on the Checks Issue Report. A check issue underdraft also occurs when the amount printed on a check and paid by Treasury or Limited Depositary Bank is less than the amount due as shown on the payment voucher. Note: If a site does not have a Default Accounting Live established for a Suspense Account, the option to process the Underdraft will not be able to be selected. Access “Overdraft/Underdraft” by clicking on “Vault” from the DDS Main Menu, and selecting “Overdraft/Underdraft” from the scroll down menu.

Check Issue Overdraft Deployable Disbursing System
Show Slide #87: Check Issue Overdraft Create a Journal Voucher - Any user may create a Journal Voucher. The input screen is triggered by specific transactions that require the recording of a memorandum that will subsequently support the accompanying Collection or Disbursement Vouchers. Curr Cd - Select the Currency Code from drop down menu. JV No. - Enter the Journal Voucher Number. The system will display the JV Number, but the user can overwrite the JV Number. Reference - Enter the reference used to support the input of the associated transaction. (i.e., FMS 5206 received from the Treasury for a Check Issue Overdraft or Underdraft.) Date - The system will automatically display the date. Explanation - Enter the explanation for a Debit on the first line. Debit - Input the Debit Amount. Amount should be a positive number. If the number is negative, the system will display the message "Error: The amount entered cannot be negative." Explanation - Enter the explanation for a Credit on the next line. If the Debit amount and the Credit amount are input on the same line, the error message "Must be Debit or Credit, not both" will be displayed. Credit - Input the Credit amounts. Input amount should be positive number. If the number is negative, the system will display the message "Error: The amount entered cannot be negative." Note: The Total Debit Amount and Total Credit Amount must equal. Total Journal Voucher - Entering the amount of Debit and Credit, the system will automatically display Total Amount of Debit and Total Amount of Credit. Optional Memo - The user may enter an optional memo which allows the user to supplement the voucher with customized comments. Click the “Save” button on the toolbar. Upon saving the Journal Voucher Print Preview will be displayed. Click the “Print” button on the toolbar, or print it at a later time through the Reprint Vouchers. Edit a Journal Voucher - A user can edit any information on a Journal Voucher that creates on the same calendar date only. Select the transaction by clicking “Navigation” buttons on the toolbar or click “Enter Query” button on the tool bar and enter information in one or more of the filter fields. Click “Execute Query” button on the tool bar after entering or selecting the query filters to display. Click the “Edit” button on the toolbar to make changes to the information. The changes can be made anytime during the same business day. Click on each field that needs to be edited, and make the necessary change or changes. Click the “Save” button on the toolbar. Delete a Journal Voucher - The deletion of a Journal Voucher can only be performed on the same date that it was created. Select the transaction by clicking the “Navigation” buttons on the toolbar or click the “Enter Query” button on the tool bar and enter information on one or more of the filter fields. Click the “Execute Query” button on the tool bar after entering or selecting the query filters to display. Click the “Delete” button on the toolbar. The following message "Delete This Record? “Ok” Cancel” will be displayed. Clicking the “Ok” button, the Delete process will be completed and the data will disappear from Journal Voucher screen. Clicking the “Cancel” button, the deleting will be cancelled and the screen will return to the Journal Voucher screen.

Clear Check Issue Overdraft
Deployable Disbursing System Clear Check Issue Overdraft Show Slide #88: Clear Check Issue Overdraft Clear Overdraft Click on the Clear Overdraft tab sheet. User must have Maintains Vault privileges to access this tab. All the overdrafts currently in the system, which have not been cleared or backed out, will be displayed.

Clear Check Issue Overdraft - Collection
Deployable Disbursing System Clear Check Issue Overdraft - Collection 4. If Collection is selected, choose Cash or Negotiable Instrument. When Cash is selected, enter the amount (vault ledger will be displayed if the user maintains a vault). OR 50 Show Slide #89: Clear Check Issue Overdraft-Collection Note: There are two options to clear an Overdraft. Collection / Appropriation Select the row to highlight the transaction, then click the “Edit” button from the toolbar. Select either “Collection” or “Appropriation”. Collection - If the clearing of an Overdraft is by collection, select either “Cash” (If the Cash is selected enter the amount: then click “Vault icon”. The Vault Denomination Component screen will be open for distribution of cash into the vault.), or “Negotiable Instrument” (If the Negotiable Instrument is selected, the Vault Code, Journal Voucher Number, and Collection grid become enabled. Select the Vault code. The system will display the Journal Voucher number, but the user can overwrite the Journal voucher Number. Enter the information (NI Number, NI Date, NI Type, Name, and Amount) in the Collection Grid.) Appropriation - If the clearing of an Overdraft is for an LDA, the system will calculate any gains or losses. Click the “Save” button on the tool bar. If Collection is selected for the US Currency code, regardless if collected by Cash or NI, the OF 1017G - Journal Voucher will be displayed. If Collection is selected for the LD Account, regardless if collected by Cash or NI, the OF 1017G - Journal Voucher will be displayed. Click on the toolbar. Clicking “Close Previewer” button from the toolbar, a print preview of the Deposit Listing will be displayed. Click on the toolbar. The Deposit Listing will not be available for printing through the Reprint Vouchers process When NI is selected, enter the check information.

Clear Check Issue Overdraft – Collection (Cont.)
Deployable Disbursing System Clear Check Issue Overdraft – Collection (Cont.) A DD Form 1131 will be created. Show Slide #90: Clear Check Issue Overdraft-Collection (Cont.) Collection / Appropriation (Continue) If appropriation is selected, regardless if US Currency code or Foreign Currency Code, the system will generate a one sided SF Voucher and Schedule of Withdrawals and Credits (Information is filled in the Right side for a Disbursement. The System will assign NCD (No Check Drawn) voucher series citing a supplemental charge against the original appropriation. Click the “Print” button on the toolbar to print any of the above vouchers. If the user chooses not to print the Voucher after saving the input, it can still be printed through the Reprint Voucher. Create DD If uncollected DD 1131 Cash Collection Vouchers are in the system, the oldest uncollected DD 1131 Cash Collection Voucher will be displayed. If no data is in the system, the system will be opened in the new mode. Click the “New” button on the toolbar. Collection Type - Select the collection type from the drop down menu. Disbursing Office Collection Voucher No - CV will be displayed and the field will be disabled. Receiving Office Collection Voucher No - This field is optional. Enter the Receiving Office Collection Voucher Number as applicable. Receiving Office Name - Select “Person” or “Institution” radio button. If Person is chosen, enter the Last name, First name, MI, and SSN. If Institution is chosen, enter the Institution name. Receiving Office Address - Select “US” or “Foreign” redial button. If U.S. is chosen, enter the street, city, and zip code. The State can be selected from the drop down menu. If Foreign is chosen, fill in the lines with the foreign address. Received and Forwarded By Name - Automatically filled from the Activity Name typed in. Title - Enter the title of the person who received and forwarded the funds to your office. This field is optional. Date – Select the date of funds from the calendar drop down menu. Disbursing Office Activity (Name and Location) - Disbursing Office name and location will be displayed automatically. Disbursing Officer (Name and Title) - This field will be displayed automatically. DSSN - This field will be displayed automatically. Date Received - Will be displayed same as the Business day. Period: From: To: - Select the dates from the calendar drop down menu. This field is optional. Curr Code – Select the currency code being collected from the drop down menu. Amount - Enter the amount allotted to the fund cite. All of the amounts must be equal to the total being collected. Exchange Rate - The exchange rate will be set for the current day’s business, but it can be edited. If the exchange rate is more than 5% of the current accommodation or average rate, the following message will “Warning: Exchange Rate deviates 5% or more from the current rate. OK or Cancel” will be displayed. US Equivalent - System will calculate by Amount/Exchange rate. US Equivalent amount will be displayed automatically. NI Type - If the collection is paid by a negotiable instrument, select the NI Type from the drop down menu. NI Number - Enter the check number. This field is required if NI Type is selected. NI Date - Enter the date on the check. This field is required if NI Type is selected. NI Last Name - Enter the last name of the payee. This field is required if NI Type is selected. NI First Name - Enter the first name of the payee. This field is required if NI Type is selected. NI Middle Initial - Enter the middle initial of the payee. This field will be optional. Click the “Remitters” tab sheet to continue. Remitter Total - System automatically accumulates total for all remitter attached to current DD 1131. Remitter  of  - System will calculate the number of remitters processed by each “Description of Remittance” text filled. Date received - Select the date received from the calendar drop down menu. Name of Remitter – Enter the name of the remitter in the text field. If user desires to enter multiple remitters with multiple appropriations, user should enter one or more remitter(s) per appropriation on one remitter tab screen and put the cursor in Description of Remittance field. Click the “Create Detail Record” button to refresh screen for the next remitter(s) and appropriation. If you have multiple remitters with a single appropriation, use one remitter tab screen with one appropriation. Detail Description - Enter the detail description of purpose for which description of remittance collections were received. Click the “Save” button on the toolbar. Edit a DD 1131 The system will display with the uncertified or rejected DD 1131 transactions. Select the transaction to edit through clicking the “Navigation” buttons on the toolbar. Click the “Edit” button on the toolbar. Click on each field that needs to be edited, and make the change or changes. Delete a DD 1131 The system will display with the uncertified or rejected DD 1131 transactions. Select the transaction to delete through clicking the “Navigation” buttons on the toolbar. Click the “Delete” button on the toolbar. Click the “OK” button when prompted by the question “Delete this Record?” Certify or Reject DD The system will display uncertified DD 1131(s) with “Certify” and “Reject” buttons enabled. Select the transaction to certify or reject through clicking the “Navigation” buttons on the toolbar. Click the “Certify” button. The following dialog box “Choose a Certification Method ‘System’, ‘External’, or ‘Cancel” will display. Clicking “System”, the message “Information: Record has been System Certified” will display. Click “OK”. Clicking “External”, the message “Information: Record has been Externally Certified.” will display. Clicking “OK” button, the Print preview of DD 1131 will be displayed. Clicking “Cancel”, the DD 1131 will be uncertified. Click the “Reject” button will reject a DD The Red label “REJECTED” will show on the rejected voucher. Collect DD 1131 – Only an agent who has Input voucher function can process Collect DD The oldest DD 1131 will be displayed. Select the transaction to pay through clicking the “Navigation” buttons on the toolbar. Click the “Collect” button. If the voucher has been system certified, the message “Is the current DD 1131 the one being collected? ‘OK’, ‘Cancel” will be displayed. Clicking “OK”, the print preview of the DD 1131 with collection voucher number assigned will be displayed. The user can print the DD 1131 by clicking the “Print” button on the toolbar. If the voucher has been externally certified, the message “Has the current DD 1131 voucher been signed? ‘Yes’, ‘No” will be displayed. Click “Yes”. Clicking “No”, the collection process will be canceled. Backout DD Will reverse a DD Form 1131 voucher that has been collected and can only be backed out on the same business day voucher has been collected. Access “Backout DD 1131” by clicking on “Processing” from the DDS Main Menu, and selecting “Backout”, “Collection”, and “Manual” from the scroll down menu. Click the row to highlight the transaction to be backed out. Backout processing can only back out one row at a time. Click the “Backout” button, the “System Administrator login screen” will appear. User ID - Enter the System Administrator’s User ID. Password - Enter the System Administrator’s password. Click the “OK” button to confirm the backout, or click the “Cancel” button to discontinue the backout.

Clear Check Issue Overdraft -Appropriation
Deployable Disbursing System Clear Check Issue Overdraft -Appropriation If Appropriation is selected, a SF 1081 will be generated. Show Slide #91: Clear Check Issue Overdraft-Appropriation Appropriation (Continue) If appropriation is selected, regardless if US Currency code or Foreign Currency Code, the system will generate a one sided SF Voucher and Schedule of Withdrawals and Credits (Information is filled in the Right side for a Disbursement. The System will assign NCD (No Check Drawn) voucher series citing a supplemental charge against the original appropriation. Click the “Print” button on the toolbar to print any of the above vouchers. If the user chooses not to print the Voucher after saving the input, it can still be printed through the Reprint Voucher. If appropriation is selected for the US Currency code, the system will generate a two-sided SF Voucher and Schedule of Withdrawals and Credits (for a Collection with CV Voucher series and Disbursement with MSC Voucher series citing a decrease to the default Suspense Account and an Increase to the original accounting classification) will be displayed. If appropriation is selected for the Foreign Currency Code, the system will generate a two-sided SF Voucher and Schedule of Withdrawals and Credits (for a Collection and a Disbursement with NCD Voucher series on both sides citing a decrease to the default Suspense Account and an increase to the original accounting classification) will be displayed.

Input Check Issue Underdraft
Deployable Disbursing System Input Check Issue Underdraft Show Slide #92: Input Check Issue Underdraft Clear Underdraft Click on the Clear Underdraft tab sheet. User must have Maintains Vault privileges to access this tab. All the Underdrafts currently in the system, that have not been cleared or backed out, will be displayed. There are two options to clear an Underdraft. Payment Appropriation Select the row to highlight the transaction, then click the “Edit” button from the toolbar. Select either “Payment” or “Appropriation”. Payment - Selecting Payment, the "Check Info" grid will become available and the system will allow the user to change the name and address if needed. Appropriation - Selecting Appropriation, the "Check Info" grid will become disabled. If the clearing of an Underdraft is for an LDA, the system will calculate any gains or losses. Defaulted Appropriation will be displayed. If Payment is selected, the previously processed suspense accounting line will be displayed and is read only. If Appropriation is selected, the previously processed accounting line will be displayed and the system will allow the user to change the accounting line. Note: If the check payment is not in the data base and is created Underdraft manually, upon clear underdraft, the suspense accounting line will be displayed. The user can either click (Delete record) on the toolbar to delete the suspense accounting line and enter the correct accounting line or overwrite the accounting classification with the correct accounting line. Click the “Save” button on the tool bar. Upon saving the data, If Payment is selected for the US Currency code, the SF Public Voucher For Purchases And Services Other Than Personal with a MSC Voucher series citing a decrease to the default Suspense Account) will be displayed. Once the SF 1034 is created, system will mark it as system-certified voucher and the check will be available for print. If Payment is selected for the Foreign Currency Code, the SF Public Voucher for Refund (citing a decrease to the default Suspense Account) will be displayed. Once the SF 1049 is created, system will mark it as system-certified voucher and the check will be available for print. If appropriation is selected for the US Currency code, the system will generate a two-sided SF Voucher and Schedule of Withdrawals and Credits (for a Collection with CV Voucher series and Disbursement with MSC Voucher series citing a decrease to the default Suspense Account and an Increase to the original accounting classification) will be displayed. If appropriation is selected for the Foreign Currency Code, the system will generate a two-sided SF Voucher and Schedule of Withdrawals and Credits (for a Collection and a Disbursement with NCD Voucher series on both sides citing a decrease to the default Suspense Account and an increase to the original accounting classification) will be displayed. Click on the toolbar to save the inputs.

Input Check Issue Underdraft (Cont.)
Deployable Disbursing System Input Check Issue Underdraft (Cont.) Show Slide #93: Input Check Issue Underdraft (Cont.) DD Cash Collection Voucher Provides a user the ability to input data that will result in a collection and voucher. Any user with Agent or Input Voucher access will be able to input, edit and delete the data before certification. Access “DD 1131” by clicking “Processing” from the DDS Main Menu, and selecting “Collections” and “DD Cash Collection Voucher” from the scroll down menu. There are two tab sheets in a screen. Both tab sheet (DD 1131 and Remitters) must be completed before you can save.

Clear Check Issue Underdraft
Deployable Disbursing System Clear Check Issue Underdraft Show Slide #94: Clear Check Issue Underdraft Clear Underdraft Click on the Clear Underdraft tab sheet. User must have Maintains Vault privileges to access this tab. All the Underdrafts currently in the system, that have not been cleared or backed out, will be displayed.

Clear Check Issue Underdraft (Cont..)
Deployable Disbursing System Clear Check Issue Underdraft (Cont..) A check will be issued for the amount of the underdraft. If Clear by Payment is selected, a SF 1034 will be created. Show Slide #95: Clear Check Issue Underdraft (Cont.) Clear Underdraft (Continue) There are two options to clear an Underdraft. Payment / Appropriation Select the row to highlight the transaction, then click the “Edit” button from the toolbar. Select either “Payment” or “Appropriation”. Payment - Selecting Payment, the "Check Info" grid will become available and the system will allow the user to change the name and address if needed. Appropriation - Selecting Appropriation, the "Check Info" grid will become disabled. If the clearing of an Underdraft is for an LDA, the system will calculate any gains or losses. Defaulted Appropriation will be displayed. If Payment is selected, the previously processed suspense accounting line will be displayed and is read only. If Appropriation is selected, the previously processed accounting line will be displayed and the system will allow the user to change the accounting line.

Clear Check Issue Underdraft (Cont..)
Deployable Disbursing System Clear Check Issue Underdraft (Cont..) If clear by Appropriation is selected, a SF 1081 will be generated. Show Slide #96: Clear Check Issue Underdraft (Cont.) Clear Underdraft (Continue) Note: If the check payment is not in the data base and is created Underdraft manually, upon clear underdraft, the suspense accounting line will be displayed. The user can either click (Delete record) on the toolbar to delete the suspense accounting line and enter the correct accounting line or overwrite the accounting classification with the correct accounting line. Click the “Save” button on the tool bar. Upon saving the data, If Payment is selected for the US Currency code, the SF Public Voucher For Purchases And Services Other Than Personal with a MSC Voucher series citing a decrease to the default Suspense Account) will be displayed. Once the SF 1034 is created, system will mark it as system-certified voucher and the check will be available for print. If Payment is selected for the Foreign Currency Code, the SF Public Voucher for Refund (citing a decrease to the default Suspense Account) will be displayed. Once the SF 1049 is created, system will mark it as system-certified voucher and the check will be available for print. If appropriation is selected for the US Currency code, the system will generate a two-sided SF Voucher and Schedule of Withdrawals and Credits (for a Collection with CV Voucher series and Disbursement with MSC Voucher series citing a decrease to the default Suspense Account and an Increase to the original accounting classification) will be displayed. If appropriation is selected for the Foreign Currency Code, the system will generate a two-sided SF Voucher and Schedule of Withdrawals and Credits (for a Collection and a Disbursement with NCD Voucher series on both sides citing a decrease to the default Suspense Account and an increase to the original accounting classification) will be displayed. Click on the toolbar to save the inputs.

Input Loss of Funds Deployable Disbursing System
Show Slide #97: Input Loss of Funds Loss of Funds: Process allows authorized users to input loss of funds data to account for a physical loss of currency or negotiable instruments. The system will allow only one currency per loss transaction. Upon saving, the system will generate a Journal Voucher (OF 1017-G). Input Loss of Funds - When a Loss of Funds occurs, the User who incurs the physical loss of either Cash or Negotiable Instrument will be responsible to input into the system. Access “Loss of Funds” by selecting “Processing” from the DDS Main Menu, and select “Loss of Funds” from the drop down menu. There are three Tab sheets on the screen: Input, Recoup, and Relief. Accountable DO Code - The system will automatically populate the Current DO code. Enter the Accountable DO Code. The accountable DO Code is mandatory and must be two alphabetic and numeric characters. If the user skips the Accountable DO Code, the message “Error: DO code is required” will be displayed. Loss Type – Select either the Cash or NI radio button for the Loss Type. If the user selects Cash, the Amount field will be enabled and Negotiable Instrument grid will be disabled. If the user selects NI, the Amount field will be disabled and Negotiable Instrument grid will be enabled. Currency Code - Enter the currency code from the drop down box. Exchange Rate - The system populates the current exchange rate based on currency code selected. Amount - If the type of loss is Cash, enter the Amount of Loss. If the User logged on is a Vault user, click “Vault Icon” to open the Vault Denomination Component Screen. Enter the proper denomination for each currency code to decrease the vault balance by the amount of the loss. If the User logged on is a Cashier, the “Vault Icon” will be disabled. US Equivalent - The system will populate the US Equivalent amount based on selected Currency Code and Amount entered. Negotiable Instruments - If the loss type is NI, the system will populate with all the accountable NI’s for the current user. NI information will show NI Number, NI Type, NI Date, SSN, Amount, Exchange Rate, and U.S. Equivalent. JV Number -The system will assign the JV Number, but the user can overwrite the number if necessary. System Message - The field will be blank, but the system generates the message in the Journal Voucher Explanation column. Memo - Enter the additional explanation of Loss of Funds. Click the “Save” button on the toolbar. A Print Preview of the JV will be displayed. Click the “Print” button on the tool bar. The JV can be reprinted through the Reprint Vouchers process.

Recoup Loss of Funds Deployable Disbursing System
Show Slide #98: Recoup Loss of Funds Recoup Loss of Funds: A User can process a Recoupment of Loss of Funds to recover a portion or the entire amount of a physical loss of currency or negotiable instruments. The process requires completion of the Recoupment input screen and a Journal Voucher. Click “Recoup” tab sheet. The unresolved losses data associated with the User logged on will populate. Loss of Funds (Select Record from Grid) – Each transaction of the loss processed with the information of JV Number, Input Data, Loss Type, Curr Code, Original Amount, Exchange Rate, Create User, and DO Code will be displayed. Click the row to highlight the Loss of Funds to recoup. The system will populate the Outstanding Amount, and Outstanding U.S. Equivalent. Details - Based on the Loss selected, the User has the option to click on the Details button, which will bring up a Detailed History of previous Recoup or Relief transactions against an individual loss. Recoup Amount - Enter the Amount of the Recoupment. Select either Cash or NI radio button. If the user selects Cash, "Enter Negotiable Instrument" grid will be disabled. If the amount is Recoup by Cash and the user logged on is a Vault User, click “Vault Icon” to enter the appropriate denomination in the Vault. If the Vault user did not distribute the denomination, upon clicking the “Save” button, the message "Error: The amount entered has not been denominated in the vault" will be displayed. Exchange Rate - System populates the Exchange Rate. US Equivalent - System populates the US Equivalent amount. Enter Negotiable Instrument - If the User selects NI radio button, “Enter Negotiable Instruments” grid will be enabled. NI Type - Select the NI Type from the drop down box. NI Date - Enter the NI Date MM/DD/YYYY. Vault Code - If the User logged on is a Vault user, and selects NI radio button, the Vault Code box will be enabled. Select the Vault code from the drop down box. Person or Institution - Select the appropriate radio button. If Person is selected, enter the Last Name, First Name, MI, and SSN. If Institution is selected, enter the Name of the Institution. Journal Voucher Information JV Number - The system will assign the JV Number, but the user can overwrite the JV Number if necessary. System Message - The field will be blank, but the system will automatically input information into the “Explanation” column on the Journal Voucher. Memo – Enter the Recoup Loss of Funds as description of the transaction. Click the “Save” button on the toolbar. The system generates and displays a Print Preview of the Journal Voucher. The User can choose to print the JV at this time by clicking the “Print” button on the toolbar, or print it through the Reprint Vouchers process.

Relief Loss of Funds Deployable Disbursing System
Show Slide #99: Relief Loss of Funds Relief of Loss of Funds: A User can process a Relief of Loss of Funds for a portion or the entire amount of a physical loss. Relief Amount should equal Outstanding Balance of Loss of Funds amount. The process requires completion of the Relief input screen, a SF 1034 (Public Voucher for Purchases and Services Other Than Personal), and a Journal Voucher. Click “Relief” tab sheet. The unresolved losses data associated with the User logged on will populate. Loss of Funds (Select Record from Grid) – Each transaction of the loss processed with the information of JV Number, Input Data, Loss Type, Curr Code, Original Amount, Exchange Rate, Create User, and DO Code will be displayed. Click the row to highlight the Loss of Funds for relief. The system will populate the Outstanding Amount, and Outstanding U.S. Equivalent. Relief Amount - Enter the same amount as the outstanding balance amount to be relieved. Relief amount should equal Outstanding Balance amount. If the Relief amount is different than Outstanding amount, the message “Error; Relief amount must equal outstanding balance. US Equivalent - System populates the US Equivalent amount. Accounting Line Component - Click the accounting lines button to open the components input screen. Enter the accounting classification. Journal Voucher Information JV Number - The system will assign the JV Number, but the user can overwrite the JV Number if necessary. System Message - The field will be blank, but the system will automatically input information into the “Explanation” column on the Journal Voucher. Memo – Enter the Recoup Loss of Funds as description of the transaction. Click the “Save” button on the toolbar. The system generates and displays a Print Preview of the Journal Voucher. The User can choose to print the JV at this time by clicking the “Print” button on the toolbar, or print it through the Reprint Vouchers process. After printing the JV, click the “Close Previewer” button to display a print preview of the SF Click the “Print” button on the tool bar to print the SF 1034 voucher. Clicking the “Close Previewer” button, SF 1034 voucher print preview screen will close and return to Relief screen.

Input Interest Earned Deployable Disbursing System
Show Slide #100: Input Interest Earned Input Interest Earned: Input Interest Earned/Service Charges: Currency Code - Select applicable Foreign Currency Code from the drop down menu. Account Number - The system will automatically fill the Account Number based on the Currency Code selected. Institution Name - The system will automatically fill the Institution Name based on the Currency Code selected. Outstanding Account Balance - The system will automatically fill the Outstanding Account Balance based on the Currency Code selected. US Equiv - The US Equivalent will be calculated automatically based on the Outstanding Account Balance. Interest Earned or Service Charges - System will automatically default to Interest Earned. Select either Interest Earned or Service Charge radio button. Applied Date - The Applied Date field is auto-filled by the system, but the user can overwrite the date (MM/DD/YYYY). The date entered cannot be greater than the current date. Amount - Enter the amount of the Interest Rate or Service Charge in the Amount field. Exchange Rate - The Exchange Rate field is auto-filled by the system. US Equiv - The U.S. Equivalent field is auto-filled based on the Amount input. Accounting Line Component - Click the button to open the Component's input screen. Enter the Accounting Classification that will be charged for the Interest Earned or Service Charge. Click “Save”. Upon save, if the user selected “Interest Earned”, the Cash Collection Number will be assigned. If the user selected “Service Charge”, the Disbursement Voucher number in the MSC series will be assigned with the message “Information: Voucher Number <######> assigned” Click “OK”. The print preview of voucher (DD 1131 or SF 1034) will be displayed. The DD 1131 or SF 1034 voucher can be reprinted through the Reprint Vouchers process.

Show Slide #101: Input Interest Earned Input Interest Earned: Continue Facilitator’s Note: Transition from “Input Interest “Earned” to Input “Service Charges” from the previous slide to the next slide.

Input Interest Charges
Deployable Disbursing System Input Interest Charges Show Slide #102: Input Interest Charges Input Interest Earned: Input Interest Earned/Service Charges: Currency Code - Select applicable Foreign Currency Code from the drop down menu. Account Number - The system will automatically fill the Account Number based on the Currency Code selected. Institution Name - The system will automatically fill the Institution Name based on the Currency Code selected. Outstanding Account Balance - The system will automatically fill the Outstanding Account Balance based on the Currency Code selected. US Equiv - The US Equivalent will be calculated automatically based on the Outstanding Account Balance. Interest Earned or Service Charges - System will automatically default to Interest Earned. Select either Interest Earned or Service Charge radio button. Applied Date - The Applied Date field is auto-filled by the system, but the user can overwrite the date (MM/DD/YYYY). The date entered cannot be greater than the current date. Amount - Enter the amount of the Interest Rate or Service Charge in the Amount field. Exchange Rate - The Exchange Rate field is auto-filled by the system. US Equiv - The U.S. Equivalent field is auto-filled based on the Amount input. Accounting Line Component - Click the button to open the Component's input screen. Enter the Accounting Classification that will be charged for the Interest Earned or Service Charge. Click “Save”. Upon save, if the user selected “Interest Earned”, the Cash Collection Number will be assigned. If the user selected “Service Charge”, the Disbursement Voucher number in the MSC series will be assigned with the message “Information: Voucher Number <######> assigned”

Show Slide #103: Input Interest Earned SF Public Voucher for Purchases and Services Other Than Personal: An authorized DDS user will have the ability to input data that will result in a payment of SF Payment on SF 1034 can only be made if the given currency is configured for the selected payment type. When the SF 1034 is created for EFT payment, the user will need to input additional data to transmit the payment through FedLine. Access “SF Public Voucher for Purchases and Services Other Than Personal” by selecting “Processing”, “Disbursements”, and clicking on “SF Pub Voucher for Purch Svcs Oth Pers” by selecting from the scroll down menu. Create SF If unpaid SF1034 disbursements are in the system, the oldest unpaid SF1034 disbursement will be displayed. If no data is in the system, the system will be opened in the new mode. Currency Code - Select the currency code from the drop down menu. Exchange Rate - The system populates the current exchange rate based on the currency code selected. Payment Type - Select the payment type from the drop down menu. 0$ - A disbursement that pays zero dollars, also called a "No Pay Due." Cash - U.S. or foreign currency in the form of notes or coins. Only an Agent can pay cash payments. Check - Check payments will be available in the appropriate Print Check process. EFT - Electronic Funds Transfer, a method of transferring funds electronically. EFT Prenote - A method of verifying whether EFT data is valid. The Financial Institution has a set number of days to respond or not to respond to the EFT Prenote. If no response is received, the EFT status of the payee is set to active. EFT 0$ - A method of verifying whether EFT data is valid. Unlike the EFT Prenote, the Financial Institution must respond to this transaction. Voucher Series - Select the voucher series from the drop down menu. Voucher Series Code / Description CA1 / Vendor Pay vouchers FMS / Foreign military sales MP1 / Reserve Component Payroll, less than 30 days MP2 / Reserve Component Payroll, more than 30 days MP3 / Active duty not on DJMS MP4 / Active duty on DJMS MSC / Miscellaneous vouchers NCD / No check drawn ST1 / Civilian pay TLA / Temporary Lodging Allowance TV1 / TDY travel settlements TV3 / PCS travel settlements U.S. Department, Bureau, or Establishment - The Department, Disbursing Office name, Address will be displayed. Date Voucher Prepared - The system will display the current business date. Schedule Number - This field is optional. Enter the Schedule number. Contract Number and Date - Enter the contract number and select or enter the date (MM/DD/YYYY). If a contract number is entered, the user must enter the contract date. Requisition Number and Date - Enter the requisition number and select the date (MM/DD/YYYY). If a requisition number is entered, the user must enter the requisition date. Paid By - The Address, DSSN, and the Date will be displayed. Payee's Name – Select “Person” or “Institution” radio button. If Person is chosen, enter the Last name, First name, MI, and SSN. If Institution is chosen, enter the Institution name. Payee’s Address - Select “US” or “Foreign” redial button. If US is chosen, enter the street, city, and zip code. The State can be selected from the drop down menu. If Foreign is chosen, fill in the lines with the foreign address. Date Invoice Received - The system will display the current business date, but the user can change the date. Enter the Date Invoice Received (MM/DD/YYYY). Discount Terms - Enter the Discount Terms if applicable. Payee's Account Number - Enter the payee's account number if applicable. Shipped From - This field is optional. Enter the place name of shipping point. To - This field is optional. Enter the place name of destination. Weight - This field is optional. Enter the Weight of shipment. GBL No - This field is optional. Enter the GBL number. Order Number - Enter the order Number. Date of Order - Enter the Date of Order (MM/DD/YYYY). Dt of Del or SVC - The system will display the current business date, but the user can change the date. Enter the Date of delivery or services (MM/DD/YYYY). Articles or Services - Enter the Articles or Services description. Qty - Enter the Quantity. Unit Cost - Enter the Unit Cost. Price Per - The system defaults to EA (Each), but the user can change. Amount - The system will automatically display the amount based on the Quantity and Unit Price. If Payment Type is 0$, EFT Prenote, or EFT 0$, the amount must be $0.00 in the amount field. Total - The system will automatically display the grand total amount for the selected Currency code. Payment - System defaults to Final. Click on the applicable radio button. Provisional Complete Partial Final Progress Advance Approved For - The system will automatically display Currency code and Total amount. Exchange Rate - The system will automatically display Currency code and Exchange rate. By - System displays the name of the disbursing officer, but the user can change the name. Title - System displays the title, but the user can change the title. Differences - Enter the Explanation, Amount, and US Equivalent. Amount verified correct for - The system will automatically display Currency code and Total amount. (If Different Amount is entered, the system will automatically adjust the total amount. U.S. Equiv - The system will populate the US Equivalent amount based on selected Currency Code and Amount entered. Pursuant to authority vested in me, I certify that this voucher is correct and proper for payment - These fields are disabled. The Certify Date, Certifying Officer Name, and "Certifying Officer Title" are system filled when the voucher is certified. Accounting Lines – Click accounting line Tab to enter the Accounting classification that will be charged the disbursement. If Payment Type is EFT Prenote or EFT 0$, the Accounting line will be disabled. Paid by - The fields of Check Number/Tracer number, On Account of U.S. Treasury, Cash, Date, Check Number, On (Name of the Bank), Payee, per, Title are disabled. Click the “Save” button on the toolbar. If the user selected EFT, EFT Prenote, or EFT Zero Dollar Payments, upon clicking the save button, the EFT Component New screen will populate. Edit SF An Uncertified or Rejected SF 1034 transaction can be edited. If the SF 1034 has been rejected, the Red label "REJECTED" will be displayed. The system will display with the uncertified or rejected SF 1034 transactions. Select the transaction to edit through clicking the “Navigation buttons” on the toolbar. Click the “Edit” button on the toolbar. Click on each field that needs to be edited, and make the change(s). Click the “Save” button on the toolbar. If the user changed the Payment Type to EFT, EFT Prenote, or EFT Zero Dollar Payments, upon clicking the save button, the EFT Data Component New screen will populate. Delete the SF An Uncertified or Rejected SF 1034 transaction can be deleted. If the SF 1034 has been rejected, the Red label "REJECTED" will be displayed. The system will display with the uncertified or rejected SF 1034 transactions. Select the transaction to delete through clicking the “Navigation” buttons on the toolbar. Click the “Delete” button on the toolbar. Click the “OK” button when prompted by question “Delete this voucher?” Certify or Reject SF 1034 Select the transaction to certify or reject by clicking the “Navigation buttons” on the toolbar. Click the “Certify” button. The following dialog box “Choose a Certification Method ‘System’, ‘External’, or ‘Cancel” will display. Clicking “System”, the message “Information: Record has been System Certified” will display. Click “OK”. Clicking “External”, the message “Information: Record has been Externally Certified.” will display. Clicking “OK” button, the Print preview of SF 1034 will be displayed. Clicking “Cancel”, the SF 1034 will be uncertified. Click the “Reject” button to reject a SF The Red label “REJECTED” will show on the rejected voucher. Pay Certified SF Certified Check and EFT payments will be transferred to the appropriate Check or EFT processing for payment and will not display in Pay processing. Select the transaction to Pay through clicking the “Navigation” buttons on the toolbar. The system will display uncertified and certified SF 1034 transactions. If an SF 1034 has been certified, the Pay button will be enabled. Click the “Pay” button. If the voucher has been system certified, the message “SF 1034 displayed is the one to be paid? ‘OK’, ‘Cancel” will be displayed. Clicking “OK”, the message “Voucher Number ###### assigned” will be displayed. Clicking “OK”, the print preview of the SF 1034 will be displayed. The user can print the SF 1034 by clicking the “Print” button on the toolbar. If the voucher has been externally certified, the message “SF 1034 signed? ‘OK’, ‘Cancel” will be displayed. Clicking “OK”, the message “Voucher Number ###### assigned. Backout SF A SF 1034 that has been certified can be backed out under certain conditions listed below. Payment involving Check or EFT must be in a certified status before it can be backed out. (Check or EFT payment is returned to uncertified status when backed out). If Check has been printed, the Check writer must void Check then system will allow the user to back out. EFT transactions can be backed out only if the EFT Fedline has not been created. If the SF 1034 has been paid, only the user who made the payment can back it out. If the SF 1034 is in certified status, only the user who certified it can back it out. Back out must take place on the same business date that the SF 1034 was certified or paid. The SF 1034 must not have already been backed out. The SF 1034 must not have been attached to a DD 1081. The SF 1034 must not be in a deferred status. The SF 1034 must not have been reported to STANFINS. The SF 1034 must not have been reported on the agent's final DD 2665. System generated SF 1034s and those created in conjunction with an overdraft cannot be backed out. Access “Backout SF 1034” by clicking “Processing” from the DDS Main Menu, and selecting “Backout”, “Disbursements”, and “SF 1034” from the scroll down menu. The system will populate with the information of Voucher Number, Paid Date, Payment Type, Curr Code, Amount, Exchange Rate, US Equivalent, Name, SSN, and Status. Click the row to highlight the transaction to be backed out. Backout processing can only back out one row at a time. Click the “Backout” button, the “System Administrator login screen” will appear. User ID - Enter the System Administrator’s User ID. Password - Enter the System Administrator’s password. Click the “OK” button to confirm the backout, or click the “Cancel” button to discontinue the backout.

Creating an SF 1149 Deployable Disbursing System
Show Slide #104: Creating an SF 1149 Creating an SF 1149: SF Statement of Designated Depositary Account process allows users to create a monthly report for each LDA maintained by the office. SF 1149 enables users with Maintains Vault or Prints Checks privileges to reconcile each LDA balance against their respective Bank Statement. It also allows users to save their work-in-process as a "trial" report. Users are able to modify, add, or delete selections as needed until the report is "finalized". The final SF 1149 will include a detail listing and will be available for reprint through the Reprint Voucher process. If the currency selected already has a finalized SF 1149 created for the current business day, a message will display "SF 1149 already created and finalized for <currency> on <business day with alpha>".

Creating an SF 1149 (Cont.) Deployable Disbursing System
Show Slide #105: Creating an SF 1149 (Cont.) Creating an SF 1149: (Continue) Create New SF 1149 Access the "Create New SF 1149” by clicking on “Vault” from the DDS Main Menu, and selecting “LDA Maintenance”, and “SF Statement of LDA” from the scroll down menu. The screen will display the first unfinalized SF 1149s. If there is no unfinalized SF 1149, a blank form will be displayed. When uncurrent checks are reported the total amount of the uncurrent checks will be added back into the balance of the LDA. When the Line 6 button is selected, the system will prompt the user to create the OF1017-G (Journal Voucher) with the uncurrent check list. A warning message "When processing uncurrent checks, the DD2657 will be out of balance until the US treasury check has been printed." will be displayed. A complete explanation of the transaction shall be written on the OF1017-G giving the check issue date, check serial number, and the DSSN of the activity issuing the treasury check in the body of the JV. The OF1017-G shall support the increase in LDA balance. Click the “New” button if blank form does not automatically appear. Currency Code - Select Currency Code from the drop down menu to create a new SF After clicking the “New” button and entering the currency code, if there is an unfinalized SF 1149, the message will display "An unfinished SF 1149 has already been started. Use the Edit button to change or Delete button to start over." Clicking “Finalize” button, the list below will be performed. It will be saved. If the report is not in balance, the error message will be displayed "Verify amounts on Lines 12 and 18. Amounts do not balance." If there are uncurrent checks, uncurrent checks screen will be displayed for entry of journal voucher information. JV voucher number will be displayed by the system, but the user can change the JV number. Reference number and text fields for comments will become editable. No further additions or deletion will be permitted. Print preview will be displayed. Name of Disbursing Officer or Cashier - Disbursing Officer at the main site or Deputy Officer's name at the other than main site will be displayed automatically. Name (funds advanced by) - This field will be blank if preparing user resides at a main site. The field will contain the name of the current Disbursing Officer as established under system administration. Station or Office - The name of the site of residence for the user that is currently logged on will be displayed automatically. Name of Depositary - The name of financial institution for the selected currency will be displayed automatically. Location of Depositary - The address of financial institution for the currency selected will be displayed automatically. Account Number - The account number of financial institution for the selected currency will be displayed. Accounting Period From - This field will be blank. Enter the "accounting period from" date. The date is cosmetic and is not used in any calculations but this field is required. Accounting Period To - This field will be blank. Enter the "accounting period to" date. The date is cosmetic and is not used in any calculations but this field is required. Business Date From - Enter the beginning business date of SF 1149 reporting period. Business Date To - Enter the end business date of SF 1149 reporting period. Monetary Unit of this Account - The country name of the selected currency code from ISO table will be displayed. The currency name of selected currency code from the ISO code will be displayed. Clicking the button for each of the line items (except line items 13 and 17), another window screen will be displayed. If there are no items to display in another window, the message will be indicated that No data was found. 1: Check-book balance at close of previous period - The most recent SF 1149 close balance (from Line 18) will be displayed. If there is not any previous SF 1149, the message will be displayed "No prior SF 1149 was found for currency code." Enter the beginning balance. 2: Deposits to Official credit: 2a: Transfers - The amount of direct EFT deposits (Check/EFT for Cash with a purpose of "EFT for LDA deposit only") will automatically display. 2b: Others - The amount of all the other deposits (other than direct EFT deposits defined for line 2.a) will automatically display. 3: Checks cancelled this period - System will automatically display the amount of all the cancelled or undeliverable checks for the currency selected that have not been reported on a prior SF1149. 4: Deposits to Official credit 5: Adjustments - Adjustments for Line 5 screen will display the amount of all the interest earned and underdraft items that have not been reported on a prior SF 1149 6: Uncurrent Checks: The amount of all the uncurrent /expired checks, based on the currency, that were not reported as cleared on a prior SF 1149 or the current SF 1149 will be displayed. 7: Total To Be Accounted For: 8: Total Checks drawn this period: 9: Uncollectible checks returned by depositary: The total of all dishonored checks returned by the LD will be displayed. 10: Adjustment: Sum of all the service charges (i.e. fees for returned checks) and overdraft items selected will be displayed automatically. 11: Total 12: Check-book balance at close of period: 13: Balance per bank statement: Clicking the “13” button or moving the mouse to the input window will allow the user to enter the balance from the LD bank statement. 14: Add: Deposits in transit: 15: Total 16: Deduct - Outstanding Checks 17: Deduct - Deposits not credited by: The entry on this line should only be used if an LD bank error credited the wrong account. Otherwise skip this line. This line really never should be used under normal circumstances. 18: Balance per check book 19: US dollar equivalent 20: Rate of exchange: ___ per ___. Checks used this period beginning serial number: Ending serial number: Date: Click the “Save” button to save the transaction.

Show Slide #106: Creating an SF 1149 (Cont.) Creating an SF 1149: (Continue) Edit SF 1149 The system will display with the unfinalized SF 1149 transactions. Select the transaction to edit through clicking the “Navigation” buttons on the toolbar. Click the “Edit” button on the toolbar. Click on each field that needs to be edited, and make the necessary change or changes. Click the “Save” button on the toolbar.

Show Slide #107: Creating an SF 1149 (Cont.) Creating an SF 1149: (Continue) Delete SF 1149 The system will display with the first unfinalized SF Select the transaction to delete through clicking the “Navigation” buttons on the toolbar. Select Currency Code from the scroll down menu. Click the “Delete” button on the toolbar. Click the “Yes” button when prompted by the question “Unfinished SF 1149 and all selections for ‘currency code’ will be cleared. Continue? Yes or No.” will be displayed. Yes: Selected currency code SF1149 will be deleted and user will be returned to another unfinished currency code SF1149 if there are unfinished SF1149. No: The delete will not be performed and user will be returned to same SF1149.

SF 1149 Deployable Disbursing System
To view the report, click on the PRINT icon. The SF 1149 will be displayed. Show Slide #108: SF 1149 Creating an SF 1149: (Continue) Print SF Clicking “SF Statement of LDA”, the screen will display the first unfinalized SF Clicking any of the arrow icons from the toolbar, allows user to navigate through unfinalized SF 1149s. Printed unfinalized SF 1149s will contain the word “TRIAL” overlaid on the report. Currency Code: select the currency code from scroll down menu. Click the “Print” button. VG 97

Q1. In Clear Check Issue Overdraft-Appropriation, if Appropriation is selected, a SF 1081 will be generated. A1. True Q2. In Clear Check Issue Under-draft, if Clear by Payment is selected, a SF 1034 will be created. A2. True Show Slide #109: LSA #5 Check on learning Facilitator's Note: Ask the following check on learning questions, facilitate discussion on answers given and summarize the learning activity. True or False: Q1. In Clear Check Issue Overdraft-Appropriation, if Appropriation is selected, a SF 1081 will be generated. A1. True Q2. In Clear Check Issue Under-draft, if Clear by Payment is selected, a SF 1034 will be created. A2. True

Show Slide #110: LSA #5 Summary Facilitator's Note: In this part of the lesson, we learn about inputting check issues overdraft into DDS. We covered and learned to clear and check issue overdraft and underdrafts, plus collections and appropriations. The inputting of loss and recoup of funds, interest charges and earned. Finalizing with inputting data for creating an SF 1149. “Or” Facilitator, have each group as a group write down one major main lesson learnt from this LSA, allow a few minutes for them to interact. Once all groups have their one major learnt lesson written, pass it to another group to compare their answer. Facilitate a discussion on each major learnt lesson mentioned by each group.

Certify SF 1034 Deployable Disbursing System
Show Slide #111: Certify SF 1034 6. Learning Step / Activity 6. Perform Disbursement and Collection Certification. Method of Instruction: DSL (large or small group discussion) Facilitator's to Learner Ratio: 1:30 Time of Instruction: 00 hrs. / 30 min. Media: PowerPoint Presentation, Printed Reference Material, Computer Assisted Instruction Generalize New Information: Inform the learners that we will transition now and focus on inputting data for a public voucher for purchases and services other than personal SF 1034. SF Public Voucher for Purchases and Services Other Than Personal is an authorized DDS user will have the ability to input data that will result in a payment of SF Payment on SF 1034 can only be made if the given currency is configured for the selected payment type. When the SF 1034 is created for EFT payment, the user will need to input additional data to transmit the payment through FedLine. The three main types of transactions a disbursing office deals with are: DISBURSEMENTS - Decrease accountability. COLLECTIONS - Increase accountability EXCHANGE TRANSACTIONS - Receipt of one negotiable instrument in exchange for another or cash (does not affect overall accountability). A disbursement is a transaction that decreases cash accountability. Since cash accountability decreases, the agent must always provide documentary evidence that the cash was properly and lawfully disbursed. Examples of disbursements: VG 98

Certify Military Payments
Deployable Disbursing System Certify Military Payments Show Slide #112: Certify Military Payments Process Military Payments Select “Processing”, “Disbursements”, and “Military Payments” from the DDS Main Menu. Use arrow button to look for the correct payment. Verify all information: Name, SSN against the soldier’s ID card, branch of service, etc. If not correct, see CCO or have MILPAY backout transaction to correct. Note: If cashier select group pay before discovering error, he/she must backout, then proceed to MILPAY to backout and re-input correct data. Write Name, SSN, and amount (legible) onto a manual DD Get information from identification card and not the screen. Have customer sign voucher. Make payment. Note: Get customer signature prior to payment. Count cash disbursed once to yourself and then to the customer. Click the “Group Pay” button. Certify or Reject Military Payment Select the transaction to certify through clicking the Navigation buttons on the toolbar. Click the “Certify” button. The following dialog box “Choose a Certification Method “System”, “External”, or “Cancel” will display. Clicking “System”, the message “Information: Record has been System Certified.” will display. Click “OK”. Note: Only system certified cash or SVC payments with FID type of PA, PC, PK, and PV can be processed as a Group Pay. Marine Corps does not allow “External Certify.” When the user logs into Marines Corps, clicking “Certify” button will automatically process “System Certify.” Clicking “External”, the message “Information: Record has been Externally Certified.” will display. Clicking “OK” button, the Print preview of Military Payment will be displayed. Clicking “Cancel”, the Military Payments will be uncertified. Click the “Reject” button to reject a Military Payment. The Red label “REJECTED” will show on the rejected voucher.

Q1. Payments on SF 1034’s can only be made if the given currency is configured for the selected payment type. A1. True Q2. If cashier select group pay before discovering error, he/she must backout, then proceed to MILPAY to backout and re-input correct data. A2. True Show Slide #113: LSA #6 Check on learning Facilitator's Note: Ask the following check on learning questions, facilitate discussion on answers given and summarize the learning activity. True or False: Q1. Payments on SF 1034’s can only be made if the given currency is configured for the selected payment type. A1. True Q2. If cashier select group pay before discovering error, he/she must backout, then proceed to MILPAY to backout and re-input correct data. A2. True

Show Slide #114: LSA #6 Summary Facilitator's Note: In this part of the lesson, we learn about inputting data for a public voucher for purchases and services other than personal SF The three main types of transactions a disbursing office deals with focuses on disbursements. “Or” Facilitator, have each group as a group write down one major main lesson learnt from this LSA, allow a few minutes for them to interact. Once all groups have their one major learnt lesson written, pass it to another group to compare their answer. Facilitate a discussion on each major learnt lesson mentioned by each group.

Input SF 215 Deployable Disbursing System
Show Slide #115: Input SF 215 7. Learning Step / Activity 7. Process Deposit Tickets and Debit Vouchers. Method of Instruction: DSL (large or small group discussion) Facilitator's to Learner Ratio: 1:30 Time of Instruction: 00 hrs. / 45 min. Media: PowerPoint Presentation, Printed Reference Material, Computer Assisted Instruction Generalize New Information: Inform the learners that we will transition now and focus on inputting data SF 215. Facilitator's Note: Facilitator will inform the learners that they will watch the facilitator go through the material, afterwards they will do the training exercise on their own in DDS. Disbursing Documents: Deposit Tickets (SF 215) Debit Voucher (SF 5515) Facilitator’s Note: Inform learners that Deposit Tickets are used by the DA to account for Negotiable Instruments and ECC Sales Transactions. A deposit ticket will be prepare for each, but will be reported as an aggregated amount of the DD 1081 and DD Debit vouchers are used to account for ECC Load transactions. Both of these documents will only be prepared by the DA, once the agent’s business day has been confirmed as correct and closed out. Deposit Tickets - SF 215 Allows authorized users such as Agents, Deputy Agents, and Vault Users to enter deposit information into the system. Deposit Tickets are pre-numbered and will always be readily available for use. The items that can be deposited are currencies and negotiable instruments. However, only like items can be included on one deposit ticket (cash and checks cannot be combined on one deposit ticket). There is no longer a requirement that all deposits must be confirmed. DDS will automatically confirm the deposits upon input, except Foreign Currency Checks being deposited to the US Treasury. Therefore, DDS only allows the backout of “Confirmed deposits, except for foreign currency checks deposited to the US Treasury. All deposits must be confirmed. Any an unconfirmed deposit of foreign currency check to the U.S. Treasury will reduce Negotiable Instruments on hand, and increase Funds In Transit. The User must have the funds available to make the deposit. DDS will validate the agent against Agent balances, and will also validate the Vault User balances against the Vault and Vault Denomination component. Note: The End of Month (EOM) Deposit Ticket (SF215) can only be created by a 'Vault user' at Marine Corps Main sites using SABRS accounting. The EOM SF215 shall be created prior to finalizing the last DD2657 for an accounting period. More than one EOM SF215 can be created for an accounting period. Access “Deposit Ticket” by selecting “Processing” from the DDS Main Menu, and select “Deposit Ticket” from the drop down menu. Process a Deposit Ticket Deposit To - Select US Treasury or LD Account radio button. If an Agent or Cashiers is logged on, only the option for U.S. Treasury will be available. If a Vault User or Deputy Agent is logged on, both US Treasury and LD Account will be available. Currency Code - Select the Currency code from the drop down menu. If “Deposit To” is U.S. Treasury, “US” will display and the Currency Code cannot be changed. If “Deposit To” is LD Account, the foreign currency codes which the LD Account maintains will be available in the drop down. Date of Deposit - System will display the date, but allows the user to change. Deposit Ticket Number - System will display the deposit ticket number, but allows the user to change. The deposit ticket number must be numeric. If the user enters in data other than numeric, the following error message will display “Error: Deposit Ticket Number must be numeric.” Deposit Amount - Deposit Amount must enter the numeric. If the user enters in data other than numeric, the following error message will be displayed “Error: Deposit Amount must be numeric.” The amount input should be the amount of the Deposit to the bank for LDA or US Treasury. Print List - System will automatically default with a check mark in Print List to print the deposit tickets. This is optional. Clicking the check box will uncheck Print List the system box. System - Exchange Rate - System will display the Official rate (LDA rate of the current business day in System - Exchange Rate, and the US Equivalent of the deposit amount will display in System - US Equivalent. Bank - Exchange rate - Will be enabled only when the US currency items are deposited in LD Account. If the rate is different from the system’s Exchange Rate, enter the Bank - Exchange Rate. The Bank - US Equivalent will be automatically calculated based on the Bank Exchange Rate. Calculated Differences - Exchange/Gain or Loss - If the bank’s exchange rate is different than the system’s exchange rate, difference will be automatically calculated and it will post in Calculated Differences Exchange/Gain or Loss. If a Gain occurs, it will show a positive number, if a Loss occurs, it will show as a negative number. Deposited Items Currency Code - Select the currency code from the drop down menu. Type - Select Cash, Check, SVC, or US TC for the type of item being deposited. Cash Amount If the Type of Deposit is cash, the “Cash Amount” will be available. Click the Vault icon and fill out the appropriate Vault Denomination information if the user is a Deputy Agent or the Vault User. SVC - A Deposit Ticket must be created for all Stored Value Card sales for the total amount of the SVC sales. The SVC is considered as one of the Negotiable Instruments types and the records will display in the Negotiable Instruments grid of the Deposit Ticket input screen. The SVC Sales will only be available if a Main site Vault User or Remote site Deputy agent (Vault user) is logged on. When the logged on user does not have a vault, the SVC radio button will be disabled. If the type of the Deposit ticket is Check, the Negotiable instrument grid with all the check data will be displayed. Click the check box for each row of the checks to be deposited. Users are limited to only one foreign currency check per Deposit Ticket when depositing to US Treasury. Click the “Save” button on the toolbar. The Print Preview of the Deposit Listing will be displayed if the Print Listing check box was checked. Click the “Save” button on the toolbar for the Deposit Listing. Confirm a Deposit – All types of deposits will be marked as “Confirmed” upon input and save, except foreign currency checks deposited to the US Treasury. The user can only “Confirmed” on foreign currency checks deposited to the US Treasury. Once a statement is received from the U.S. Treasury or the Limited Depository stating that a deposit has been confirmed, the confirmation must be in put into DDS. An Agent can confirm only the Deposit Tickets created by him or herself. A Vault User can confirm any deposits made by any other Vault Users. The deposits “Input” that are awaiting confirmation will be displayed. Select the row to highlight the deposit for which a confirmation was received from the U.S. Treasury or Limited Depository. Confirm Date - Must be a later date than the Date Deposited. Enter the Confirm Date (MM/DD/YYYY). If the user inputs an invalid Confirmation Date, the error message “Error: Confirm date must be on or between the dates deposited and the current Calendar date.” will be displayed. Confirm U.S. Equivalent - The field is only required for Foreign Currency Check deposited to the U.S. Treasury. The system will calculate the gain or loss between the “Confirmed U.S. Equivalent” and will automatically display in Exchange Gain or Loss field. Currency Code - The Currency code from the deposit, input during processing, will be system generated. Deposit Ticket Number - The Deposit Ticket number will be system generated. Date Deposited - The Date deposited will be system generated. Amount - The amount deposited will be system generated. U.S. Equivalent - The US Equivalent of the amount deposited will be system generated. Exchange Gain or Loss - This field applies when Foreign Currency Checks are deposited to the U.S. Treasury. The System will calculate the gain or loss between the “Confirmed U.S. Equivalent” and “U.S. Equivalent” and will automatically display the gain or loss amount in the Exchange Gain or Loss field. Click the “Save” button on the toolbar. Backout a Deposit Ticket - Agents, Deputy Agents, and Vault Users can backout Unconfirmed Deposit Tickets, or backout a Confirmed Deposit Ticket to Unconfirmed in preparation for backing out. A Deposit Ticket that has been established can be backed out under certain conditions listed below. The User accountable for the Deposit must be the same User signed on to back it out. The Deposit must not have been reported to DELMARS or in the Statement of Designated Depositary Account (SF 1149). The Deposit must not have already been backed out. The Deposit Ticket must not be one that is system-generated during Operation EFT, or canceling a check on a Schedule of Canceled or Undelivered Checks (SF 1098). The Deposit must not have been attached to a DD 1081. A Confirmed Deposit must be Unconfirmed before backing it out. Access “Backout Deposit Ticket” by selecting “Processing” from the DDS Main Menu, and select “Backout” and “Deposit” from the drop down menu. Note: Error message “DELMARS” or E&C Reg02 Interface is currently being run by #####,##### will be displayed when a user attempts to open the Deposit tickets backout process with DELMARS or E&C Reg02 already open. Select (Highlight) the row for the transaction to be backed out. Backout processing can only be back out one at a time. If the Deposit selected is one that is confirmed, click the “Unconfirm” button to remove the Confirm status. Upon clicking the Unconfirm button, a verification dialog screen with the message “Unconfirm this Deposit Ticket?” will be displayed. Clicking the “Cancel” button, the system will return to Deposit Ticket Backout screen. Clicking the “OK” button, the “System administrator login screen” will appear. User ID - Enter the System Administrator User ID. Password - Enter the System Administrator password. Clicking the “OK” button, the information screen with the message “Unconfirm authorization granted” will appear. The unconfirmed processing will be completed and the system will automatically change the confirmed status “Y” to “N”. After completing the Backout Unconfirm processing, the “Backout” button will be available. Clicking the “Cancel” button, the information message “Backout Approval cancelled” will be displayed. Clicking the “OK” button, the screen will return to Deposit Ticket Backout screen. If the Deposit selected is one that is Unconfirmed, the “Backout” button will be available. Clicking the “Backout” button, the “System Administrator login screen” will appear. User ID - Enter the System Administrator’s User ID. Password - Enter the System Administrator’s password. Clicking the “OK” button, the information screen with message “Backout authorization granted” will appear. Click the “OK” button. The backout processing will be completed and data will disappear from Deposit Ticket Backout screen, and will no longer be available to backout. After completing the Backout processing, the screen will return to the Deposit Ticket Backout screen. Click the “Cancel” button, the information message “Backout Approval cancelled” will be displayed. Clicking the “OK” button, the screen will return to Deposit Ticket Backout screen. Query Deposit Ticket - The query is not limited to those that are created by the User logged into the system. It can be performed by any User at any site. Access “Query Deposit Ticket” by selecting “Processing” from the DDS Main Menu, and select “Query” and “Deposit” from the drop down menu. The screen contains several fields where the user can enter one or more data items to filter the query. After selecting or entering the query field and clicking the “Execute query” button on the toolbar, the Deposit Ticket and the Deposit Ticket Details will be displayed. Clicking the “Exit query” button, the query fields will be clear. Site ID - The user can query by selecting the Site ID from the drop down menu. Deposit Tkt Nbr - The user can query by entering Deposit Ticket Number. Deposit Date - The user can query by selecting the Deposit Date from the drop down calendar. Currency Code - The user can query by selecting the currency code from the drop down menu. Create User ID - The user can query by selecting the Create User ID from the drop down menu. Confirmed - The user can query by selecting the status of the deposit from the drop down menu. Type - The user can query by selecting the Deposit type from the drop down menu. NI Number - The user can query by entering the NI Number. NI Type - The user can query by selecting the NI Type from the drop down menu.

Process SF 5515 Deployable Disbursing System
Show Slide #116: Process SF 5515 Debit Vouchers - SF 5515 Debit Vouchers are documents prepared by Financial Institutions and are accompanied by dishonored Negotiable Instruments or Debit Voucher for cash due to counterfeit currency or damaged bills. Debit Vouchers can be related to either the LDA, or the Treasury, and reflect only one type of currency. In this process, An Authorized User will be able to enter into the system the Debit Vouchers received from Financial Institutions. Debit Vouchers will also be produced within DDS when the User needs to document that SVC Loads were sent to Treasury. The User’s accountability regarding SVC Loads is balanced out when the SVC Debit Voucher is produced. The User will be able to create a Debit Voucher by selecting one or more (multiple) SVCs from the available list. A Debit Voucher type of SVC Loads will be assigned along with the currency code of U.S. Dollars. A Debit Voucher type of SVC Loads will be assigned along with the currency code of U.S. Dollars. Note: The End of Month (EOM) Debit Voucher(SF5515) can only be created by a 'Vault user' at Marine Corps Main sites using SABRS accounting. The EOM SF5515 shall be created prior to finalizing the last DD2657 for an accounting period. More than one EOM 5515 can be created for an accounting period. Process a Debit Voucher - When a U.S. Treasury or LD Account Debit Voucher is received, the User can enter it into the system by accessing the Debit Voucher screen (“Processing”, “Debit Voucher”). This screen allows the User to create, update, delete, and certify a Debit Voucher. The User will also be able to enter the information pertaining to the Cash or Negotiable Instrument that accompanies the Debit Voucher. If the Debit Type “NI” is selected, the user can Save, Edit and delete. If the Debit Type “Cash” is selected, the Save button will be disabled and the Certified button will be enabled. Debit Type - Select either “US Treasury”, “LDA”, or “SVC Load” radio button. Selecting “SVC Loads” – Selected Checks grid will be changed. Reference the following bullet information on SVC Loads: The SVC Load will only be available If a Main site Vault User or Remote site Deputy agent is logged on. The SVC debit vouchers cannot be created at paying agent sites. Any SVC debit vouchers created at a remote site will be transferred to the site's parent site via a DD1081. On a main site, all debit vouchers, including the transferred SVC debit vouchers, will be reported on DELMARS/EC REG02. When a DD1081 return to a main site contains a SVC debit voucher, the posting of the DD2657 accountability will increase line 4.2B (EFT Debit voucher) and increase line 6.5 (Funds with agents). When Deputy Agent processes the SVC debit vouchers, they post to line 7 replacing the previous posting of the individual transactions on line 7 with title of 'SVC Debit Voucher' and post to item list with debit voucher number, amount and SVC loads. When a main site processes the SVC debit vouchers, line 4.2 B (EFT Debit voucher) will increase on the DD2657 accountability. When a DD1081 return to a remote deputy site contains a SVC debit voucher, the sending site's DD2665 accountability will decrease line 7 (Other) and the receiving site's DD 2665 will increase line 7 (Other) and increase line 25 (Funds with subagents). The user can select individual SVC load records to match the debit voucher received from Treasury Department and it allows the user to create more than one debit voucher. Upon selecting SVC Load, all SVC load data (Create SVC transactions through the Military payment, Manual Disbursement, and Exchange transaction), sorted by check date with the oldest records first, will be populated in the "Selected Check" grid. Selecting "Debit From - SVC Loads", the "Selected Checks" NI grid will be changed. The check box will appear to allow the user to select individual NI and "Select All" button appears on the data grid to select all SVCs and the NI "Unselect All" button will appear when clicking the "Select All" button again after select all NIs. When the user places the mouse cursor over the data grid column labels for "NI Number" "NI Date" or "Amount" the label will turn blue. Clicking on a blue column label, the records will be sorted by that column alternating from ascending to descending order with a secondary sort by "NI Date". Click the check box for each row of the checks. Select All - Clicking the button, each row of check boxes will be marked and the button will change to. Clicking the button, each row of check boxes will be unmarked and the button will be enabled. Total Amount - Selecting the NIs from each row, the system will add the amount and display in the "Total Amount" field. Click “Save” on the toolbar. Currency Code - Select the Currency Code of the Debit Voucher being processed from the drop down menu. If the Debit Type is ”US Treasury” all currency code configured in DDS will be displayed. If the Debit Type is “LDA”, the foreign currency codes which the LD Account maintains will be available in the drop down. Debit Voucher - Enter the Debit Voucher Number. Date – Enter the date of the Debit Voucher (MM/DD/YYYY) Amount – Enter the Amount of the Debit Voucher Exchange Rate - If the Debit Voucher is related to a Foreign Currency, the system will automatically display current business date Accommodation or Average Exchange Rate. This exchange rate cannot be changed and will be disabled. Note: Under the Input Check section, the screen contains several fields where the user can enter one or more data items to filter the query. After selecting or entering the query field and clicking the Execute query button on the toolbar, the deposited item will be displayed. Clicking the Enter query button, the query fields will be cleared. If dishonored check information was not in the system, the user can input the dishonored check manually. NI Number - Enter the Number of the Negotiable Instrument accompanying the Debit Voucher. NI Date - Enter the Date of the Negotiable Instrument accompanying the Debit Voucher. Amount - Enter the Amount of the Negotiable Instrument accompanying the Debit Voucher. Exchange Rate - If the Debit Voucher is related to a Foreign Currency, the Exchange Rate field will be enabled. Enter the information in this field as applicable. U.S. Equivalent - This field is System generated, and no User’s input is required. DO Code - System will be defaulted to current DO. Select DO code from the drop down menu. Person or Institution - Select the appropriate radio button. If Person is selected, enter the Last Name, First Name, MI, and SSN. If Institution is selected, enter the Name of the Institution. Fees - Enter the amount of the fees charged by the Financial Institution (if any). If the Debit Type is US Treasury, Fees cannot be charged. Select - After inputting or querying the data in the “Input Check” grid, the “Select” button becomes available. Upon clicking button, the selected data will be displayed in the “Selected Checks” grid and “Unselect” button becomes available to unselect the items. Note: The Unselect button will be disabled when the User is processing SVC Debit Vouchers. Use this button as necessary. Click the “Certify” button. The User can click the “Save” button and certify later. The User’s with the Agent Functions, Maintains Vault, or Deputy Agent can certify Debit Vouchers. When the Debit Voucher is related to a Foreign Currency, the balance of the corresponding LD Account is decreased by the Amount of the Debit Voucher. The certify button will only be enabled if the Debit Voucher amount and selected NI amounts are equal. VG 101

Deployable Disbursing System LSA #7 Practical Exercise #4 Employ the Deployable Disbursing System DDS PE 4 Deposit Tickets and Debit Vouchers Show Slide #117: LSA #7 Practical Exercise #4 Practical Exercise / Review: LP12G Employ the Deployable Disbursing System DDS PE 4 Method of Instruction: Practical Exercise Facilitator to Learner Ratio: 1:30 Time of Instruction: 01 hrs. / 00 min. Media: Practical Exercise, Computer Assisted Instruction General Information: (Introduction / Objective) this exercise will measure your ability to input data and demonstrate the ability process SF 215 and SF After following along with the facilitator in the Training Environment Database, learners will conduct their individual exercise by following the instructions and scenario in the practical exercise. At the completion of this lesson, you (the learner) will have an understanding and have the knowledge on the steps needed to process both a SF 215 and SF 5515 within DDS. Special Instructions: (Scenario’s) Your User ID is JAS. Password: te$ts1te 1st situation, make the necessary input for the documents in the PE for the debit voucher. 2nd situation, received $25.00 cash SGT John Brown for a bad check – check # 3rd situation, deposit all checks on hand to the U.S. Treasury. Motivator: As a lieutenant in the Finance Corps, one of the many responsibilities that you may be assigned is that of a deputy disbursing officer. Even if you are working in an office that does not have a full disbursing operation, you may be called upon to perform these actions in a field environment. As a deputy disbursing officer you can be held both personally and peculiarly liable for funds entrusted to your care. Unless you understand disbursing operation concepts and are able to use the proper forms for accountability, you may find yourself personally in debt to the United States Government. One such form used to track accountability is the DD Form 2665, Daily Agent Accountability Summary. The DD Form 2665 is the prescribed daily accountability document given to the disbursing officer by all deputies, agents, and cashiers. This report summarizes all transactions conducted during the business day. Accuracy is essential in the preparation of this document for the finance officer to maintain accountability. All deputies, agents, and cashiers are charged with the two-fold responsibility of service to soldiers and protection of assets. Properly employing the Deployable Disbursing System (DDS) is just one of the tools used to protect those assets. Facilitator’s Material: Each primary facilitator should possess a lesson plan, course handouts, and practical exercises with answer keys, summary worksheet containing DFAS-IN REG 37-1, FM 1-06, DODFMR R, and lesson created notes. Learner’s Material: Learners should possess course handouts, practical exercises LP12G Employ the Deployable Disbursing System DDS PE 4, summary worksheet containing DFAS-IN REG 37-1, FM 1-06, DODFMR R, access to DDS and standard classroom supplies. Materials Needed: Computer loaded with TED Software. LP12G Employ the Deployable Disbursing System DDS PE 4 DDS User Manual (Ver. 6.5) Calculator. Classroom notes. *Pen or Pencil. *Blank Paper. Note: (* Learner responsibility) Procedures/Instructions: This exercise will give you the purpose and scenario and steps for the exercise. Check your exercise document for missing any portion or if it is illegible, obtain a new document from your facilitator. You may take a break at any time, however, do not take the exercise materials out of the classroom. All exercise requirements have only one correct entry. Make sure your answer is correct before saving. If you make a mistake or wish to change your answer after saving, “blackout” the data entered and enter your new response. ALL WORK ON THIS EXERCISE MUST BE ON YOUR OWN. You may NOT communicate with other learners, have or receive assistance, or make a record of your answers anywhere but on your answer sheet if given. Failure to follow these instructions will result in the appropriate disciplinary action being taken. Your facilitator will advise you what to do when you complete of this practice exercise. If you experience difficulties, ask the Facilitator’s or assistant Facilitator’s for immediate assistance or help. Review will be conducted at the completion of the PE. Instructional Lead-in: The disbursing operation is an important part of an officer’s duties. Disbursing is a complex system of checks, balances, and reports. It is necessary for you to become very familiar with not only the DD Form 2665, Daily Agent Accountability Summary, but also The Deployable Disbursing System (DDS), and the effect different documents have on cash accountability. Having a conceptual understanding of documents and transactions and their effects on your accountability will help you throughout all the disbursing related tasks. We will augment the C-2 concepts discussed during this lesson in future disbursing lessons. Feedback: An AAR will be conducted after the PE, along with a Learner end of course critique will be conducted at the end of the course. Requirements: Prior to starting the exercise and for review Have the learners log into Blackboard, open and download Practical Exercise 1. The learners work as individuals. PE 4 Deposit Tickets and Debit Vouchers and make inputs into the training environment. Fifty minutes to complete the training. Review each transaction with the learners. Evaluation: This lesson will test your ability to properly log into DDS, research given references, and properly make inputs into the training environment. Learners must attain a “Go” on the practical exercise Learner Evaluation sheet. PE Deposit Tickets and Debit Vouchers Solution: ADC36114 PE 4 Solution Situation 1: Process Debit Voucher screenshot w/answers Situation 2: Two Redeem Uncollectible Check screenshot w/answers Situation 3: Create a Deposit to U.S. Treasury screenshot w/answers

LSA #7 Check on Learning Deployable Disbursing System
True or False: Which statements is true, which are false? Q1. The End of Month (EOM) Deposit Ticket (SF215) can only be created by a 'Vault user' at Marine Corps Main sites using SABRS accounting. A1. True Q2. The EOM SF215 shall be created after finalizing the last DD2657 for an accounting period. A2. False (before) Q3. Only one EOM SF215 can be created for an accounting period. A3. False (more than one) Show Slide #118: LSA #7 Check on learning Facilitator's Note: Ask the following check on learning questions, facilitate discussion on answers given. True or False: Which statements is true, which are false? Q1. The End of Month (EOM) Deposit Ticket (SF215) can only be created by a 'Vault user' at Marine Corps Main sites using SABRS accounting. A1. True Q2. The EOM SF215 shall be created after finalizing the last DD2657 for an accounting period. A2. False (before) Q3. Only one EOM SF215 can be created for an accounting period. A3. False (more than one)

Show Slide #119: LSA #7 Summary Facilitator's Note: In this part of the lesson, we learn about inputting data for the Deposit Tickets SF 215. Debit vouchers SF 5515, used by DA to account for negotiable instruments and ECC sales transactions. Conducted a practical exercise in to test learners knowledge on their ability to process both the SF 215 and SF 5515. “Or” Facilitator, have each group as a group write down one major main lesson learnt from this LSA, allow a few minutes for them to interact. Once all groups have their one major learnt lesson written, pass it to another group to compare their answer. Facilitate a discussion on each major learnt lesson mentioned by each group.

Redeem Uncollectible Checks
Deployable Disbursing System Redeem Uncollectible Checks Show Slide #120: Redeem Uncollectible Checks 8. Learning Step / Activity 8. Prepare Accountability Reports and Other DDS Actions. Method of Instruction: DSL (large or small group discussion) Facilitator's to Learner Ratio: 1:30 Time of Instruction: 02 hrs. / 30 min. Media: PowerPoint Presentation, Printed Reference Material, Computer Assisted Instruction Generalize New Information: Inform the learners that we will transition now and focus on preparing Accountability Reports and other DDS actions such as redeem uncollectible checks. Facilitator's Note: Explain to learners that redeem uncollectible checks allows a user to redeem an uncollectible check. This process is used to accept currency or negotiable instrument toward full or partial redemption for the dishonored check and applicable service charge. A dishonored check is redeemed in the same currency as it was written. Redeem Uncollectible Checks: Process allows a user to redeem an uncollectible check when a debit voucher has been issued for a dishonored check. This process is used to accept currency or negotiable instrument toward full or partial redemption for the dishonored check and applicable service charge. User can select one or multiple checks for full redemption. A dishonored check is redeemed in the same currency as it was written. If multiple checks are selected, each check selected must be in the same currency. Access “Redeem Uncollectible Check” by clicking on “Processing” from the DDS Main Menu, and select “Redeem Uncollectible Checks” from the drop down menu. On entering the screen, the Dishonored Checks grid shows information for each dishonored check that the agent/vault is accountable for. Click the check box to select a dishonored Checks transaction to be collected. Clicking the check box, the “Details” button, Amount fields and NI Type fields in the Payment received grid, and Name fields become available. Dishonored Checks - Name, SSN, Curr Code, NI Number, Original Amount, Fees, and Balance Due will be displayed. Selected Balance - When dishonored checks are selected, the balance due and any service charge for each check will be added to the selected balance. Payment Received Amount - Enter the Amount of the collection. If the amount is paid by cash and the user logged on is a vault user, upon clicking the “Save” button, the Vault Denomination Component screen will be displayed. Enter the appropriate denomination and click the “Ok” button. If the amount is paid by negotiable instrument and the user logged on is a vault user, upon selecting the NI Type, the vault ID fields will be enabled. Select the NI Type from the drop down list. Enter the NI Number, NI Date, and select the Vault ID from the drop down list if the Vault user is logged on. Payment Total - This field will be automatically displayed upon entering the amount in payment received. Person or Institution - When the user clicks the appropriate check box to select a dishonored checks transaction, the selected Person’s Last Name, First Name, MI, and SSN will be displayed. Receipt Requested - If the customer requests a receipt, place a check mark in the Receipt Requested box to print a receipt. When the user clicks the “Save” button, it will generate receipts. Receipts (Uncollectible Checks Statement) will be sorted by Payment Transaction, Payments Received, and Remaining Balance for each Currency Code. Click the “Print” button) Click the “Save” button on the toolbar. Backout Redeem Uncollectible Checks - The Redeem Uncollectible Checks that has been established can be backed out under certain conditions listed below. The transaction was created by the current user The transaction was created on current business day. The transaction was not reported on DD 1081 The current user who is backing out has enough funds available by currency. When collected by a Negotiable Instrument, The NI has not been lost, deposited or dishonored. Not previously backed out. The DD 2665 or DD 2657 has not been finalized. Access “Backout Redeem Uncollectible Check” by clicking on “Processing” from the DDS Main Menu, select “Backout”, and “Redeem Uncollectible Checks” from the drop down menu. On entering the Redeem Uncollectible checks screen, the previously redeemed Uncollectible Checks will be displayed. Select the row to highlight the transaction to be backed out. Backout processing can only back out one row at a time. Click the “Backout” button, the “System administrator login screen” will appear. User ID - Enter the System Administrator’s User ID Password – Enter the System Administrator’s password. Click the “OK” button, the Information screen with message “Backout Authorization granted” will appear. The backout processing will be completed and Data will disappear from Redeem Uncollectible Checks Backout screen and will no longer be available to backout. After completing the Backout processing, the screen will return to Redeem Uncollectible Checks Backout screen. Query Redeem Uncollectible Checks - The user can query any Redeem Uncollectible Checks entered at any site on the database. Access “Query Redeem Uncollectible Checks” by clicking on “Processing” from the DDS Main Menu, select “Query”, and “Redeem Uncollectible Checks" from the drop down menu. The user can query by any filter criteria below. DO Code - The user can query by selecting the DO Code from the drop down list. Site Id - The user can query by selecting the Site Id where the Dishonored Checks transaction was processed from the drop down list. Currency Code - The user can query by selecting the Currency Code of dishonored check that processed from the drop down list. NI Number -The user can query by entering the Dishonored NI number. Name - The user can query by entering the Name of Dishonored checks. SSN - The user can query by entering the SSN of Dishonored checks. Amount - The user can query by entering the amount of Dishonored checks. Click the “Execute query” button on the toolbar after entering or selecting the query filters to display previously processed Dishonored checks. VG 102

Pre-validate an Interface File
Deployable Disbursing System Pre-validate an Interface File Show Slide #121: Pre-validate an Interface File The Check/EFT menu is mainly used to print Treasury Checks for check payments or Check for Cash. Interface Processing - Defined as those operations that accepting data from and transferring data to other systems. Only one user at a time is allowed to access DDS Interfaces. The Interface Processing sub-menus are listed below. CAPS EUROSAVES IATS File Backout EDA/MYPAY SABRS Audit RAPTRS Upload MFTFS Download Check/EFT for Cash - Process is used for issuing U.S. Treasury Checks or creating EFT files for the purpose of obtaining funds. Check - Process is mainly used to print Treasury Checks for check payments or Check for Cash. The Check sub-menus are listed below. Print by Outside Bank Print Checks Check Register Level 8 Treasury File SF 1098 – Schedule of Canceled or Undeliverable Checks Manual Void Options

Pre-validate an Interface File (Cont.)
Deployable Disbursing System Pre-validate an Interface File (Cont.) Show Slide #122: Pre-validate an Interface File (Cont.) Pre-validate (Continue) EFT - Process used to create FEDLINE files for payment and transmission to the FRB, and process Rejects/NOC’s. The EFT sub-menus are listed below. Create FEDLINE File Process Reject/NOC’s SF Statement of LDA - Allows users to create a monthly report for each Local Depositary Account (LDA) maintained by the office. SF1149 is used to reconcile each LDA balance against their respective Bank Statement.

Upload an Interface File
Deployable Disbursing System Upload an Interface File Show Slide #123: Upload an Interface File Facilitator’s Note: Choose and have one or several learners that may have had experience in the upload of an interface file and have them go through the procedures. Stop and assist and interject if and when necessary to put emphasis on key learning points. DDS Rel 1 – Main Check/EFT Interface Processing DDS Rel 1 (CAPS Interface) Filename DDS_RINTFCCAPSSTATUS: Previewer

Download an Interface File
Deployable Disbursing System Download an Interface File Show Slide #124: Download an Interface File Facilitator’s Note: Choose and have one or several learners that may have had experience in the download of an interface file and have them go through the procedures. Stop and assist and interject if and when necessary to put emphasis on key learning points. DDS Rel 1 (CAPS Interface) Filename Forms

Recreate a Download File
Deployable Disbursing System Recreate a Download File Show Slide #125: Recreate a Download File Facilitator’s Note: Choose and have one or several learners that may have had experience in recreating a download file and have them go through the procedures. Stop and assist and interject if and when necessary to put emphasis on key learning points. DDS Rel 1 (CAPS Interface) Download Date Batch Number Download Total, Check, EFT, Other

Check Printing Deployable Disbursing System
Show Slide #126: Check Printing Print Checks Process allows users to print U.S. and Foreign currency checks on-line and off-line. The requirements associated with this process follow: Users with Maintain Vault, Deputy Agents, or Print Checks privilege can print checks but only one user can perform this process at a time. Prints checks for disbursement vouchers that are properly certified, ready-to-pay, and have been received by the Check Branch. Print checks for RAPTRS payments during the same business day as the RAPTRS Interface file was uploaded. Check print process ensures the RAPTRS check payment is the last one to be paid from the payroll file, prior to printing the DD117 (MPV) voucher and DD (MPL). Allows for update of U.S. Treasury or Limited Depositary Account (LDA) checks issued or written manually. Assigns Voucher Numbers. Allows the printing of vouchers for specified transactions after the checks are printed both On and Off-Line. Allows the printing of U.S. Treasury checks for exchange with the bank to obtain operating cash. Automatically generates the next available check number based on the last number used within the Check Stock. Updates the LDA Balance on the selected currency code for check printing. Allows for Reprint of Checks. Establishes a link between Disbursements Vouchers that are ready to be paid, and the On or Off-Line check print process. Allows for optional printing of paid System-Certified Vouchers that have not been printed. Allows for print alignment as a quick check to adjust different check stocks on the printer, and also allows the user to perform a test alignment as many times as required. Print Checks by DDS – Army and Marine Corps Check Print processing is different. During the Print Check process by DDS, Marine Corps site can save the Check Run file and it can be printed later. Access “Print Checks” by clicking on “Check/EFT” from the DDS Main Menu, and select “Check” and “Print Checks” from the scroll down menu. The system will default to “Print By DDS”. Printing checks by DDS means that the system will be available for on-line printing of the checks. Currency Code - Select the Currency Code from the drop down list for which the checks will be printed. Upon selecting the Currency Code, the name of the Check Stock, the LDA balance, and the payments that are ready for check printing will be populated. The currency code must be configured for check printing and have check stock available before checks can be printed. See related topic on Currency Configuration and Check Configuration. Check Stock – Upon selecting the Currency Code, the Check Stock name associated with the Currency Code will be populated. LDA Balance – If a foreign currency code has been selected, the LDA Balance for the selected Foreign Currency Code will be displayed. If U.S. Currency Code has been selected, the LDA balance field will be blank. Print Vouchers – Clicking the “Print Vouchers” button will display the “Processed voucher screen. The system will display the system-certified check payments and payments paid by check that have not had vouchers printed. Print - Click in the “Print” column to indicate that a check will be printed for the corresponding transaction on the grid. The “Test Alignment” and “Print Checks” buttons will be enabled. The “Select All” button can be clicked if checks will be printed for all the Transactions or Disbursement Vouchers appearing on the screen. For the Marine Corps payroll payment, when the user selects the “Print By DDS” and clicks the check box “Print” for anyone in the payroll group, the system will automatically select everyone in that payroll group. Ext Cert – Click the drop down box and select “Yes” if the disbursement is externally certified. When Manual Disbursements or Automated Disbursements are certified by the system, the Ext Cert column will be blank. When the Automated Disbursement is Externally Certified, the Ext Cert drop down will be defaulted as “No”. In order to print the check for the Externally certified payment, user must change No to Yes in the drop down box and click the print box Selected Amount - This field will be system populated with a running total monetary amount of the transactions selected for check printing. Number of Payments - This field will also be system populated with a running total of the number of payments. Checks Available for Issue - This field will also be system populated with the number of checks available before the check printing. Next Available Check Number - This field will also be system populated with the next available check number before the check printing. Click the “Test Alignment” button to test the alignment before printing the checks. Two marks will be printed on the check to indicate the left and right margins. Click the “Print Checks” button to start printing the checks. When the user clicks the “Print Checks” button, the Army and Marine Corps Check Printing process is different. DDS will deny users access to the same site and currency code to prevent the updating of Check Configuration which will adversely impact the check printing. Access will re-open when the printing ends. Army – The progress bar will show the percentage of the printing complete. DDS will assign the Check Number, Voucher Number, and will perform all the required validations to ensure that the process runs accurately. After check run is complete, the Validate Checks screen will appear showing transactions that are available for reprint If check run is OK, click the red door to exit. If checks need to be reprinted, click the print box to select payment. Once the payment has been selected for reprint, the Next Available Check Number field will become enabled and can be changed to the next number that is unused and in the same check stock range. The user can test alignment for the check and can then print the check again by clicking the “Print Check” button. After check run is complete, click the red door to exit. Once the exit button is clicked, the Reprint check function is no longer available. Marine Corps – A forms message will display “Send check run to file?” with the options “Yes”, “No”, “Cancel”. Clicking “Yes” will display the Check Run File screen to store the check run file. Clicking “No” will allow the check to be printed on the connected printer. If the printer is not connected, an error message will pop up. Clicking “Cancel” will close the pop up screen and return the user to the Print Checks screen. At the “Check Run File” screen click the “Open File” button and select the drive, then click the “OK” button. The selected drive or file name will be displayed in the selected drive. Clicking the “Cancel” button will close the “Check Run File” screen and return the user to the “Print Checks” screen. Click “OK”. The progress bar will graze the screen and the pop up message will be displayed. Click the “OK” button. The “Validate Check” screen will display to allow the user to verify the printed check. The check can be reprinted if needed. When the Treasury Check is printed, the Form message with the voucher number assigned will appear. Click the “OK” button. The “DDS_Rdd117: Previewer” screen opens and displays the DD117 – Military Pay Voucher / DD Multiple Payments List. Click the “Print” icon to print the DD117 – Military Pay Voucher / DD Multiple Payments List. Click the “X” icon to close the “DDS_Rdd117: Previewer” screen. A Forms message will appear indicating the transaction is complete. Click the “OK” button. The pop up screen will close and return to the “Print Checks” screen.

Check Printing (Cont.) Deployable Disbursing System
Show Slide #127: Check Printing (Cont.) Print Checks (Continue) Print Checks Manually Select the radio button for "Manual". Currency Code - Select the Currency Code from the drop down list for which the checks will be printed. Check Stock - Enter the Stock Name associated with the Currency Code. Click the Check Box for Print Check to indicate that a check will be printed for the corresponding transaction on the grid. Click the “Test Alignment” button to test the alignment before printing the checks. Two marks will be printed on the check to indicate the left and right margins. Click the “Print Checks” button to start printing the check. DDS will assign the Check Number, Voucher Number, and will perform all the required validations to ensure that the process runs accurately. Note: When Print Checks button is pressed, DDS will deny other users access to the same site and currency code to prevent the updating of Check Configuration which will adversely impact the check printing. Access will re-open when the printing ends. The manual printing of checks is done Off-Line and the user can only select one check record printing at a time. The “Print Vouchers” button will be enabled when system-certified vouchers that were paid by check are available but have not been printed. Click this button to print the vouchers.

Void Printed Checks Deployable Disbursing System
Show Slide #128: Void Printed Checks Void Unreported Checks - This process will allow the user to void checks or void for re-issue for the printed checks, void unprinted check stock, and print voided check register for unreported checks. A user with maintains vault, Deputy Agent, or Print checks privilege will be able to access. Printed Access “Void Checks” by clicking on “Check/EFT” from the DDS Main Menu, and selecting “Check” and “Manual Void” from the scroll down menu. Currency Code - Select the currency code from the drop down list. It will display a list of active currencies available in the system that have the ability to print checks internally. Click on either “Void for Re-issue” or “Void” radio button to identify the type of Unreported Check to display a list of check data. Find by Check Number this is optional. Entering part of check number will display all checks that contain the entered character string. Click on the box Check Number to be voided or voided for re-issue. Click the “Save” button on the tool bar to save the transaction.

Void Printed Checks (Cont.)
Deployable Disbursing System Void Printed Checks (Cont.) Show Slide #129: Void Printed Checks (Cont.) Void Printed Checks (Continue) Void Printed Check The check number is set to a voided status. Dollar amount marked as zero. Status date is set to the current business date with alpha. Any assigned voucher number will be set to a voided status. Accounting lines will not be forwarded to STANFINS. If a foreign currency check is being voided, the LDA account associated with that currency code must be increased by the amount of the original check. A gain or loss may occur due to different exchange rate with checks printed on date of exchange rate and check voided date of exchange rate if the rate is different. If any interface payments were voided, the voided interface payments report will appear in print preview after all payment records have been updated. Each currency code report will be broken down by source of the check (1st : IATS, 2nd : CAPS, 3rd : EURO Saves)

Void Unprinted Check Stock
Deployable Disbursing System Void Unprinted Check Stock . Show Slide #130: Void Unprinted Check Stock Void Unreported Checks - This process will allow the user to void checks or void for re-issue for the printed checks, void unprinted check stock, and print voided check register for unreported checks. A user with maintains vault, Deputy Agent, or Print checks privilege will be able to access. Printed Access “Void Checks” by clicking on “Check/EFT” from the DDS Main Menu, and selecting “Check” and “Manual Void” from the scroll down menu. Currency Code - Select the currency code from the drop down list. It will display a list of active currencies available in the system that have the ability to print checks internally. Click on either “Void for Re-issue” or “Void” radio button to identify the type of Unreported Check to display a list of check data. Find by Check Number this is optional. Entering part of check number will display all checks that contain the entered character string. Click on the box Check Number to be voided or voided for re-issue. Click the “Save” button on the tool bar to save the transaction. Unprinted Stock Select the “Unprinted Stock” tab sheet. Currency Code - Select the currency code from the drop down list. Stock Name - The Stock Name will automatically display after selecting the currency code. Next Available Check Number - This field will automatically display after selecting the currency code. Ending Check Number - This field will automatically display after selecting the currency code. First Check Number - Enter the First Check Number of check stock to be voided. Last Check Number - Enter the Last Check Number of check stock to be voided. Click the “Save” button on the toolbar to save the transaction.

Check Register Deployable Disbursing System
Show Slide #131: Check Register Check Register Access “Check Register” by clicking on “Check/EFT” from the DDS Main Menu, and selecting “Check” and “Check Register” from the scroll down menu. Site ID - Select the Site ID from the drop down list of the user logged on will display but selection can be made from. Currency Code - Select the currency code from the drop down list. Select the Current Business Date from the drop down list. Click the “Print” button on the toolbar. Print preview will be displayed. Click the “Print” button again. Check register report will be printed.

Check Register (Cont.) Deployable Disbursing System
Show Slide #132: Check Register (Cont.) Check Register (Continue) Select the “Register” tab sheet. Currency Code - Select the currency code from the drop down list. Enter the Beginning and Ending Date Click the “Print” button on the toolbar to display the Print preview. Click the “Print” button again.

Create Level 8 Deployable Disbursing System
Show Slide #133: Create Level 8 Treasury Level 8 Reporting and SF1179 Process allows users to report weekly and monthly issues of U.S. Treasury Checks. Only the Main Site prepares the weekly Level 8 Report and monthly SF1179 Report. For Remote Sites, treasury check history comes back to the Main Site through DD1081return and Remote File Transfer. Remote Site's treasury check history will be transferred along with the DD1081 return to the main site. This process will create a Treasury Interface file of all treasury checks that have been printed or voided but have not been reported to the Treasury during a specified reporting period. A treasury check can be voided before it's attached to a DD1081 Return or until it is reported on a Level 8 Treasury file. This is a single threaded process which means that only one user can perform it during any given time. Users must have the Maintains Vault or Print Checks privilege to perform this process. Level 8 Reporting is a weekly report to the Treasury of treasury check numbers that were issued and/or voided. SF1179 Month End Check Issue Summary is a monthly report to Treasury that includes all the Level 8 Reports for the reporting period.

Level 8 Deployable Disbursing System Show Slide #134: Level 8
Level 8 Reporting Access “Level 8 Reporting” by clicking on “Check/EFT” from the DDS Main Menu, and selecting “Check” and “Level 8 Treasury File” from the scroll down menu. Level 8/SF1179 screen opens and defaults to the “Level 8 Reporting” tab sheet. Ending Date with MMDDYY format or select ending date from the calendar. Beginning Batch will display the Batch number but user can overwrite the Batch number. Click the “Create File” button. Note: If selected directory contains a previous saved file, Forms message displays. For instance: A:\6187DOIM.dat file already exists. Overwrite? Click “OK” or ”Cancel.” Click “OK” Previews screen opens and displays “Level 8 Report.”Cl Click the “printer” icon to print report. Click “red door” to exit.

Create SF 1179 Deployable Disbursing System
Show Slide #135: Create SF 1179 SF1179 Access “SF1179” by clicking on “Check/EFT” from the DDS Main Menu, and selecting “Check” and “Level 8 Treasury File” from the scroll down menu. Level 8/SF1179 screen opens and defaults to the “Level 8 Reporting” tab sheet. Click SF1179 tab sheet.

SF 1179 Deployable Disbursing System Show Slide #136: SF 1179
SF1179 (Continue) Note: SF1179 tab sheet displays all available batches of Level 8 Reports not yet reported via SF To finalize the SF1179, Month End Check Issue Summary, the user must have processed all Level 8 records and finalized the DD2657. Trial SF1179 can be printed anytime prior to this event. Process Month will automatically display the “Process Month.” Process Year will automatically display the “Process Year.” Finalize button will be enabled only when the user finalized the last DD2657 for the month and all Level 8 records for the reporting period have been processed. Click the “Final” button. Previewer screen opens and displays the SF Month End Check Issue Summary Report. Previews screen opens and displays “Level 8 Report.” Click the “printer” icon to print report. Click “red door” to exit.

Vault to Vault Transfer
Deployable Disbursing System Vault to Vault Transfer Show Slide #137: Vault to Vault Transfer Vault-to-Vault Transfer: Process allows two Deputies with Maintains Vault privileges to transfers funds (cash and negotiable instrument) between each other. This process will create an audit trail and maintain accountability. In normal daily disbursing operations, the Vault to Vault Transfer is used when a transfer (advance only) of funds occurs between two vault users. The process is limited to U.S. Dollars, Foreign Currencies, Military Payment Certificates, or any Negotiable Instruments. Access “Vault to Vault Transfer” by clicking on “Vault” from the DDS Main Menu, and selecting “Vault-to-Vault Transfer” from the scroll down menu. Create Vault-to-Vault Transfer - Is allowed only by a vault user or deputy vault user within the same site. Main site is allowed partial DD 1081 transfer, the remote site is only allowed full transfer. In order to process a Vault to Vault transfer at the Remote site, the user must process preparation. (a) Create a new user with Deputy Agent functions. See User Setup. (b) Create a Vault for the new Deputy agent. But, the user must click the check box to inactive Vault. See Vault Setup. (c) Now, the user can process the Vault to Vault transfer. Note: A Deputy Agent with an inactive vault must be established prior to creating a Vault to Vault Transfer. When the DD 1081 displays, the “Issuing User Id”, “Issuing User Site Number”, and “Name of Issuer” will automatically populate. Select “Receiving User Id/Site” and “Vault Code” by clicking on their respective drop down menus. If the issuing user is at a main site, select “Partial” or “Full”. “Partial” is not an option from a remote site. Selecting “Full” will automatically populate line items 1, 2, 3 and 12 from the issuing user’s balance. User has the option of transferring amounts in line items 4 and 7c. Selecting “Partial” allows the user to select partial or the full amount in line items 2, 3, 4 and 7c. US Dollars Selecting the “2” button (U.S. Dollars) will display a window allowing you to transfer US currency. Click the vault icon to access the “Vault Denomination Component” screen. Click the vault icon to access the “Vault Denomination Insert appropriate count or amount for each denomination. Click “OK” when complete. Foreign Currency Selecting the “3” button (Foreign Currency - U.S. Equivalent) will display a window allowing you to transfer foreign currency. MPC Selecting the “4” button (Military Payment Certificates) will display a window allowing you to transfer MPC. Click the vault icon to access the “Vault Denomination Component” screen. Negotiable Instruments Selecting the “7c.3” button (Other Negotiable Instruments) will display a window allowing you to transfer NI. Click the box to the left of each individual check or the “Select All” button to select all checks for transfer. Click “OK” when complete. Total Funds: Click the “12” button (Total Funds) to automatically calculate a total US equivalent of all items being transferred.

Confirm Vault to Vault Transfer
Deployable Disbursing System Confirm Vault to Vault Transfer Show Slide #138: Confirm Vault to Vault Transfer Confirm or Reject a Vault-to-Vault Transfer - Upon entering the “Vault to Vault Transfer”, the system will display the oldest unconfirmed DD1081 (transfer). If no unconfirmed Vault to Vault transfer exists the screen will be in the new mode. Use the toolbar to search for the appropriate transfer. In order to confirm or reject the DD1081 (transfer), login user site ID must match the receiving user site ID. Confirm: Click the “Confirm” button if the advance is correct or click the line number to view transferred items. Clicking “Confirm” will update the accountability. The message “Information: To continue confirmation, please select a vault code” will display. Click “OK”. Select the vault code from the scroll down menu. Click “Confirm” again. If the Vault user clicks the “Confirm” button on Cash returned DD1081, the “Vault Denomination Component” screen will be opened for the first currency. The Vault user must distribute cash by denomination. If the Vault user confirms more than one currency, by clicking the “OK” button in the denomination screen, another currency Denomination screen will be displayed. Clicking the “Cancel” button in the Vault Denomination Component” screen will cancel the entire currency denomination process and return the user to the DD1081 screen. After all currencies have been confirmed, if there are Negotiable Instruments attached, the “Negotiable Instruments screen” will be displayed. If all attached items have been processed, the message “Continue with confirmation?” will be displayed. Click “OK” to complete the confirmation. Clicking “Cancel” will cancel the confirmation and return the user to the DD1081. Reject: Upon clicking the “Reject” button, the accountability will not be updated. Items listed cannot be modified. If a DD1081 is issued incorrectly, the DD1081 can be rejected by the receiving user. If a DD1081 was rejected, the “Rejected” label will display on the rejected DD1081. If a DD1081 was rejected, the user who created the DD1081 must delete the rejected DD1081. If a DD1081 is rejected before the close of the business day, the user who issued the DD1081 will not be able to close the business day without deleting the rejected DD1081. The originator of a DD1081 will have to delete it and create a new one.

DD Form 2659 Deployable Disbursing System
Show Slide #139: DD Form 2659 DD Voucher Control Log: Can be produced at any time by a proper user. The report will segregate Disbursements and Collections into separate pages for preview. If no data is found, the report will reflect that no detailed information is available. Main site can print multiple site reports in voucher number sequence. The report segregates Disbursements and Collections into separate pages for preview and printing. Each site will generate a separate report.

DD Form 2659 (Cont.) Deployable Disbursing System
The Disbursement Voucher Control Log will be displayed. The Collection Voucher Control Log will be displayed. Click on the Exit Icon (red X). Show Slide #140: DD Form 2659 (Cont.) DD Voucher Control Log (Continue) Access “DD Voucher Control Log” by clicking on “Reports” from the DDS Main Menu, and selecting “DD Voucher Control Log” from the scroll down menu. Date - The current business day will be displayed but selection can be made from drop down menu. Alpha Business date will be listed in descending order. Site (Site ID) - The current site ID will be displayed but selection can be made from drop down menu. Selecting Site: from the drop down menu, first the print preview of Collection Voucher log will be displayed. If no collection vouchers were processed, the screen will then automatically go to the Disbursement Voucher Control Log and will display according to voucher series. Clicking the “Cancel” button will return user to DDS Main screen. Clicking the “OK” button, the print preview of the Collection Voucher Control Log report will be displayed. Click “Print” on the tool bar or “X” to exit screen. Clicking the “X” button, the Disbursement Voucher Control Log report will pop open. Disbursement vouchers will display in order of voucher series. Click “Print” on the toolbar. Clicking the “X” button, the screen will return to the DD 2659 screen. Click the “Red Door” to return to DDS main screen.

Show Slide #141: DD Form 2663 DD 2663 Foreign Currency Control Record Maintains a record of all DO’s, agents, and cashiers who engage in foreign currency transactions such as collections, disbursements and accommodation exchanges etc for specified user and specified currency code and within the specified beginning and ending date. The DD2663 will show current balances of foreign currency on hand (all foreign currency held by cashiers, in the vault, or by other agents of the DO) and in LDAs and detailed transactions that increase or decrease these balances.

Show Slide #142: DD Form 2663 (Cont.) DD 2663 Foreign Currency Control Record (Continue) The DD2663 report process will display only one currency in the report. Note: For the Marine Corps sites, at the close of business day, for the agent and the office, the DD2663 accountability report will be generated and displayed on the screen along with the DD2659 Voucher Control Log report. The reports, though created at all sites, will not be displayed on the screen for the Army sites. Access "DD Foreign Currency Control Record" by selecting “Reports” from the DDS Main Menu, and select “DD Foreign Currency Control Record” from the scroll down menu. User Code - The current user code will be displayed but selection can be made from the drop-down list. Select from the drop-down list. Currency Code - The currency codes displayed in alphabetical order. Select from the drop-down list. iBeginning Date - The current business day will be displayed but selection can be made from the drop-down list. Alpha Business date will be listed in descending order. This date must be equal to or less than the ending date and must not be greater than the current or most recent alpha business date. Ending Date - The current business day will be displayed but selection can be made from the drop-down list. Alpha Business date will be listed in descending order. This date must be equal to or greater than the beginning date and must not be greater than the current or most recent alpha business date. The DD2663 Foreign Currency Control Record will begin processing as shown below: The DD2663 is generated as follows:

Show Slide #143: DD Form 2664 DD Currency Exchange Record The report generated in this transaction lists all Exchange Transactions processed on a particular business day by a particular inputter’s user code.

Show Slide #144: DD Form 2664 (Cont.) DD Currency Exchange Record (Continue) Access “Currency Exchange Record” from the DDS Main Menu by clicking “Reports” and “DD 2664 – Currency Exchange Record” from the scroll-down menu. Enter the business date and user code if known. (Skip to the Query section if not known.) Click “OK”, and then the following Currency Exchange Record report listing is generated:

On the main menu, go to Reports, then select DD 2665. 1. Select the User Code if viewing DD 2665 for your agents. 2. A message will be displayed if there are items that is preventing the finalization of the report. 3. Click on the Print icon to have a full view of the report. 3 1 Show Slide #145: DD Form 2665 DD Daily Agent Accountability Summary Report that contains the combined daily balances of all the transactions that each Deputy Agent, Agent, and Cashier completes for a business day. It is a primary source document needed to complete the Disbursing Officer's (or other principal's) Daily Accountability Report. Access “DD Daily Agent Accountability Summary” by clicking on “Reports”, and selecting “DD Daily Agent Accountability Summary” from the scroll down menu. Create a Final DD The system will automatically check the gains, losses, or rounding vouchers before finalizing the Deputy Agent’s DD2665 and if there is a gain or loss, the message will be populated. Clicking “Generate Vouchers” will generate gains, losses, or rounding vouchers. If exchange gain or rounding gain occurs, the system will generate the DD1131. If exchange loss or rounding loss occurs, the system will generate the SF1034. If the user has 'Maintains Vault' privileges, DD2665 screen opens and displays “User Code:”. Select the User ID from the drop down menu. If the user has Agent privileges, DD2665 screen defaults to the logged user. For example: <User Code: AAA> displays the User Code of the Agent (Cashier or Paying Agent) that is currently logged into DDS. The User Code field is also grayed-out. The DD2665 can be 'Finalized' only under certain conditions. When the conditions are not met, the system will display an Information message and the Finalize button will be disabled. View the below conditions that must be met to finalize. The report must be in balance. If the report is not in balance, the info message <The DD 2665 is not in balance.> will be displayed. If any Group Military Pay Transaction has been processed, but the DD 117 did not process, the user who processed the Group Military Pay Transaction will not be able to finalize the DD The DD 2665 will be out of balance and the system will display information message <At least one Military Pay transaction has not been vouchered with a DD 117. The DD 2665 is not in balance.>. In order to finalize the DD 2665, the user must process the DD 117 before finalizing DD 2665. If the local Agent (Cashier) had any partial return DD 1081s during the business day, a full DD 1081return is required before the DD Form 2665 can be finalized. If the full DD 1081return has not been processed, the info message <A full DD 1081 return is required before the DD 2665 can be finalized.> will be displayed. When the local Agent (Cashier) has any unconfirmed DD 1081s to receive, the local Agent (Cashier) must Accept or Reject before finalizing DD Form If there are any unconfirmed DD 1081s outstanding, the information message <An unconfirmed DD 1081 was found. All outstanding DD 1081s must be processed before business day can be closed.> will be displayed. Deputy Agent or Remote site Agent must confirm or reject the outstanding DD 1081 before finalizing DD Form If there are any outstanding DD 1081s, the info message <An open DD 1081 was found. It must be accepted or rejected before finalize DD 2665.> will be displayed. Any certified / unpaid transactions (including EFT or Check payments) that are available to make, the payment must be backed out or paid before finalizing the DD Form If any certified / unpaid transactions are available to make the payment, the info message <There are certified/unpaid transactions that have not been backed out.> will be displayed. All cashiers must finalize their DD Form DD 2665 before the Deputy Agent finalizes DD Form If any local Agent (Cashier) has activity but did not finalize a DD Form 2665, the information message <An open DD 2665 was found. The DD 2665s for all cashiers' must be closed before the DD 2665 for the Deputy Agent can be closed.> will be displayed. If Rounding occurs, the information message <Rounding discrepancy found for <.01>. Click OK. Post now “Yes” or “No” will be displayed. The user will need to post the rounding discrepancy by clicking the “Yes” button. Click the “Generate System Vouchers” button to generate the Rounding gain (DD 1131) or loss (SF 1034) voucher in order to balance the DD 2665. User will select either “Print to Screen” or “Print to Printer” located at the bottom of the screen. If a Gain or Loss occurs, the information message <Gain and Loss vouchers must be generated before finalizing the DD 2665.> will be displayed. The user needs to click the “Generate System Vouchers” button to generate the Gain (DD 1131) or Loss (SF 1034) vouchers in order to balance the DD 2665. 2

Show Slide #146: DD Form 2665 (Cont.) User will select either “Print to Screen” or “Print to Printer” located at bottom of screen. The Print Checks process or Operation EFT must not be running during the same time that the finalization of the DD Form 2665 is taking place. If the conditions are met to finalize the DD2665, the Finalize button will be enabled. Clicking the Finalize button, the Cash Items on Hand screen will be displayed. If the user signed on has vault authority, the Denomination Value, Count, and Amount for the selected currency will display to allow verification of the amount. The vault user also has the opportunity to click Ignore when finalizing an agent, forgoing the denomination screen. If the user signed on is an agent, the user must input all of the following items: Cash Items - the Denomination of each currency on hand. User will highlight the currency code and click the Vault Icon button and denominate all currency. Propositioned Treasury Checks - this total would come from Line 19e of agent’s DD2665. Negotiable Instruments - this total would come from Line 20e of agents DD2665. After clicking the OK button, if the DD2665 is not in balance, the Items preventing finalization of DD2665 screen will be displayed with the information. The user will click the X button to clear this screen. The user can input the required data, or click Cancel, taking them back to the DD2665 print preview screen. The agent can print a trial DD2665 to be able to enter the required data accurately. The figures would be taken from the Accountability after Transfers column, which would be what the agent still had on hand after processing their DD1081 return. After all information has been entered correctly in the Cash Denomination screen and OK is clicked, the DD2665 print preview will pop open and print. Click the “X” button to close the Print Previewer, and DDS main screen will display. The agent/vault user now has a closed business day. All agents must be finalized before the Vault user is able to finalize. The Vault user must be completely finalized before a new business day, whether it is a “B” day under the same date, or a new business day altogether, can be opened. Note: A User may need to “re-open “a day, for example-because their agent wanted to process a 1081, (a 1081 is not required to close out a day) but neglected to. After finalizing their business day, the vault user can open up the same day, adding a suffix (A, B, C, etc) to the date in order to complete the missed transaction, in this case a 1081, without actually changing the business day altogether. The suffix will appear with the date on the DD2665 report. Print a Trial DD User may print a Trial DD2665 as many times as needed for the business day before the Final Report is generated. Access “Print Trial DD 2665” by clicking “Reports” from the DDS Main Menu, and selecting “DD Daily Agent Accountability Summary” from the scroll down menu. If the conditions are not met to finalize the DD2665, the information messages will be displayed and the Finalize button will be disabled. (See conditions in Create Final 2665) Click “Print” button on the toolbar. Print Pre-viewer of DD2665 is displayed. Click “Print” button again. Click the “X” button to close Print preview screen. Click the “Red Door” button to exit the print preview.

Show Slide #147: DD Form 2657 DD Daily Statement of Accountability Is a report that contains the combined daily balances of all the transactions made by the Disbursing Officer, Deputies, Agents, and Cashiers for a business day. It summarizes the amounts that the Treasury Department would look to recover from a Disbursing Officer who ceases operation on that day. Note: When finalizing the DD2657 for the last Business Day of the Accounting period, or Disbursing Officer (DO) change, the system will prompt the user to run DELMARS or E&C Reg02. It will not force the user to run the DELMARS or E&C Reg02. Access “DD Daily Statement of Accountability” by clicking on “Reports” from the DDS Main Menu, and selecting “DD Daily Statement of Accountability” from the scroll down menu. Create a Final DD DD 2657 is created by each transaction entered into the system. Each transaction relates to a specific line on this report. (See Line Detail at end of this chapter) The system will generate the daily values from the transactions entered on the current business day. DD 2657 can be 'Finalized' under certain conditions. When the conditions are not met, the Items preventing finalization of DD 2657 screen will be displayed with an Information message and the Finalize button will be disabled. Note: When finalizing the DD2657 for the last Business Day of the Accounting period, or Disbursing Officer (DO) change, the system will prompt the user to run DELMARS or E&C Reg02. It will not force the user to run the DELMARS or E&C Reg02 and the information pop up message “There are available records to be reported to DELMARS” will be displayed. Marine Corps sites have additional conditions that must be met. MCTFS output file must have been created Check for Cash must have been printed for applicable ATM payments. Debit Voucher must have been created for applicable Marine Cash payments. The report must be in balance. If the report is not in balance, the info message “The DD 2657 is not in balance.” will be displayed. Any certified/unpaid transactions (including EFT or Check payments) that are available to make the payment must be backed out or paid before finalizing the DD If any certified/unpaid transactions are available to make the payment, the info message “# Certified/Unpaid transactions are available.” will be displayed. When the Advanced DD 1081s have been processed, but the local Agent (Cashier) has not Accepted or Rejected the DD 1081s, the DD 2657 can not be finalized. If the local Agent has finalized DD 2665, the user who processed the Advanced DD 1081s must delete the DD 1081s. If there are any unconfirmed Advanced DD 1081s outstanding, the information message “DD 1081 for User ID (Ex: CEM) has not been processed.” will be displayed. When the Vault user has any Returned DD 1081s awaiting Confirm or Reject, the DD 2657 can not be finalized. If there are any unconfirmed Returned DD 1081s outstanding, the information message “DD 1081 for User ID has not been processed.” will display. All cashiers must finalize their DD Form DD 2665 before the Vault User finalizes DD If any local Agent (Cashier) has activity but did not finalize a DD 2665, the information message “Outstanding DD 2665 exists for User ID.” will display. If any SVC load transactions (through the Exchange Transaction or Disbursements) have been processed, but the Vault user has not processed the Debit voucher, the DD 2657 will be out of balance and the system will display the information message “All Debit Vouchers for stored value card (SVC) loads have not been processed.”. The Vault user must process the Debit Voucher (SVC loads) before finalizing the DD 2657. After all cashiers finalize their DD 2665, if rounding occurs, the information message “Rounding discrepancy found for .01. This amount has been added to line 2.3 (or 4.3 It depends on gain or loss) “OK “ will display. Clicking the “OK” button, Rounding gain or loss will be posted and DD 2657 will be balanced. (The rounding process may take several times to cycle through, user would just continue to click “OK” and additional gains and losses would post.) If a Gain or Loss occurs, the information message “Gain and Loss vouchers must be generated before finalizing the DD 2657” will be displayed. The user needs to click the Generate Vouchers button to generate the Gain (DD 1131) or Loss (SF 1034) vouchers in order to balance the DD User would go to SF 1034 tab to generate a loss. User would click DD 1131 tab to generate a gain. If the user has selected the last accounting period of the month, and system vouchers need to be generated, the Vault user must process the System generate vouchers. The Print Checks process or Operation EFT must not be running during the same time the finalization is taking place. . If the conditions are met to finalize the DD 2657, the Finalize button will be enabled. By clicking the Finalize button, information will be updated if transactions have been processed while in the DD 2657 process. Clicking the check mark in Last Business Day of Accounting Period, the user can process the SF 1219 report. In order to change the DO, the user must click the check mark in Last DD 2657 for Incumbent DO. When the user clicks the Last DD 2657 for Incumbent DO, the system will also automatically put a check mark in Last Business Day of Accounting Period. Clicking the Finalize button, the print preview of DD 2657 will be displayed. Click the “Print” button on the toolbar. Click the “X” button to exit the print preview.

Show Slide #148: DD Form 2657 (Cont.) DD Daily Statement of Accountability (Continue) Print a Trial DD2657 Access “Print Trial DD 2657” by clicking on “Reports”, and selecting “DD Daily Statement of Accountability” from the scroll down menu. When the DD2657 is not in balance the Items preventing finalization of DD2665 screen will be displayed with the information message. Click red door to exit screen. Click the “Print” button on the toolbar. The print preview of the DD2657 will be displayed. Click the Print button again. Click the “X” button to exit the print preview. DD2657 Detailed Line Section I - Transactions Affecting Accountability Line 1.0: Beginning of Day. Total of line 5.0 from previous day's business. Shows zero if there is no prior DD2657. Line 2.1A: Checks issued in Payment of Vouchers. Total of all US Treasury checks issued in payment of vouchers including special and regular payrolls. Include total of any check issue adjustments. Line 2.1B: Checks Issues - All others. Sum of Treasury checks issued for purpose other than voucher payments. Line 2.3: Other Transactions (Do not report on SF1219). Sum of gains due to rounding and/or exchange transactions. Line 2.34: Discrepancies in DO's account - Credit. For use by Treasury Department for suspense accounts. (Not used by DOs). Line 2.36: Payments by Other DOs. (Not used). Line 2.37: Transfer from Other DO. Sum of final accountability assumed from a deactivated DSSN. Includes cash and checks transferred in from another DO. Line 2.8: OPAC Payments and Collections.(Not used). Line 2.9: Total Accountability Increases. Add lines 2.1A through 2.8. Line 3.0: Gross Accountability. Sum of lines 1.0 and 2.9. Line 4.1A: Gross Disbursements. Sum of all disbursements regardless of payment type. Line 4.1B: Less - Refunds. Sum of all "Refund" type collections. (Recoupment or collection payments made in error). Line 4.1C: Net Disbursements. Line 4.1B minus 4.1A. Line 4.1D: Less- Receipts. Sum of all "Receipt" type collections. (Represent collections credited to miscellaneous receipt account of the US Treasury). Line 4.1E: Less- Reimbursements. Sum of "Reimbursement" type collections. (All collections made for properties sold and/or services provided by the government.) Line 4.1F: Net Expenditures. Line 4.1C minus lines 4.1D and 4.1E. Line 4.2A: Deposits Presented or Mailed to Bank. Total of all deposits mailed or presented to Federal Reserve Bank or general depositary (for credit to Treasury Department's general account), including deposited canceled checks, mutilated, or decomposed currencies. The total is reduced by the value of any Debit Vouchers representing dishonored checks, but not those Debit Vouchers for Electronic Fund Transfer payments to the bank. Deposit and Debit Vouchers involving the Limited Depositary are also not included in this line. Line 4.2B: EFT Debit Vouchers. Total of all EFT Debit Vouchers (SF5515s) (Amount shown in negative to denote reduction of total deposits). Line 4.3: Other Transactions. Total of losses due to rounding and/or exchange transactions. (Do not report on SF1219). Line 4.34: Discrepancies in DO's Account - Debits. Do not use this line. It represents a Treasury Suspense Account. Line 4.36: Payments for other DOs. Do not use this line. Line 4.37: Transfer to Other DOs. Used when a DSSN is deactivated, and accountability is transferred to another DO. The gaining DO records the increase in line Also used to record a confirmed transfer out of funds to another DO. Line 4.9: Total Accountability Decreases. Add lines 4.1F through 4.37. Line 5.0: Accountability - End of Day. Line 3.0 minus 4.9. Section II - Distribution of Accountability - Incumbent DO Line 6.1: Designated Depositary. Daily increase, decrease, and month-To-Date total in US dollar equivalent of funds held in Limited Depositary Accounts. These accounts are usually foreign currency checking accounts in the DO's name. Includes the US dollar equivalent of all deposits made to LDA. Interests earned are offset by an entry in line 4.1 and amounts gained from revaluation of currency are offset by an entry in line 4.1E. Line 6.2A: US Currency/Coinage on Hand. Total of US currency and coins in the DO's vault including those in custody of deputies, agents, and cashiers located in the main disbursing office. Amounts in this line are recorded as daily increase, daily decrease, and month-to-date totals. Do not include those amounts reported in lines 6.3 through 6.9. Line 6.2B: Total of Foreign currencies and coins in the DO's vault including those in custody of deputies, agents and cashiers located in the main disbursing office. Recorded as daily increase, daily decrease, and month-to-date totals. Do not include those amounts reported in lines 6.3 through 6.9. Line 6.3A: Undeposited Collections - General. Not used in DDS. Line 6.3B: Other Undeposited Instruments on Hand. Total amount of negotiable instruments being held in the disbursing office recorded as daily increase, decrease and month-to-date. (Normally, there would be no reason for undeposited negotiable instruments to be carried over beyond the current or next business day, unless there is an error on the negotiable instrument that may preclude the deposit). Line 6.4: Custody or Contingency Cash. Currently not used in DDS. Line 6.5. Funds with Agents. Total amount of funds in the hands of deputies, agents, and cashiers at locations other than the main disbursing office. Recorded as daily increase, decrease, and month-to-date totals. (Do not include amounts held by deputies, agents and cashiers in the main disbursing office). Line 6.6: Advances to Contractors. Not used in DDS. Line 6.7: Cash in Transit. Daily increase, decrease, and month-to-date totals of cash in transit between the disbursing office and designated depositary, or any other source for obtaining cash funds. It also includes unconfirmed transfers out of cash. Line 6.8: Payroll Cash. Not used in DDS. Line 6.9: Other. Daily increase, decrease, and month-to-date totals of any prepared exchange for cash Treasury checks and EFT for Cash. Also includes checks prepared in advance awaiting pick up by deputy, agent, or cashier. Line 7.1: Deferred Vouchers. Daily increase, decrease, and month-to-date totals of paid vouchers that have not been recorded in the accounting system. Usual cause of deferring a paid voucher is to return it to the paying deputy, agent, or cashier for correction. Line 7.2A: Accounts Receivable - Checks Overdrafts. Daily increase, decrease, and month-to-date totals of check issue overdraft supported by a report (FMS Form 5206) received from the Treasury. Line 7.2B: Accounts Receivable - Other. Not used in DDS. Line 7.3: Loss of Funds. Daily increase, decrease, and month-to-date totals of any physical losses of cash and other negotiable instruments. Includes losses for uncollected dishonored check amounts. Line 7.4: Dishonored Checks Receivable. Daily increase, decrease, and month-to-date totals of dishonored checks. Line 7.5: Not used in DDS. Line 7.6: Not used in DDS. Line 7.7: Not used in DDS. Line 8.0: Total Incumbent Accountability. Daily increase, decrease, and month-to-date totals of lines 6.1 through 7.4. Section III - Distribution of Accountability - Predecessor Dos Line 9.2A: Accounts Receivable - Check Overdrafts. Daily increase, decrease, and month-to-date totals of check issue overdrafts involving the prior DO's account. Line 9.2B: Accounts Receivable - Other. Not used in DDS. Line 9.3: Loss of Funds. Daily increase, decrease, and month-to-date totals of any physical losses of cash and other negotiable instruments involving the account of the prior DO. This also includes losses for uncollected dishonored check amounts. Line 9.4: Other. Daily increase, decrease, and month-to-date totals of dishonored checks involving the prior DO's account. Line 10.0: Total Predecessor DO's Accountability. Totals of the daily increase, decrease, and month-to-date amounts of lines 9.2A through 9.4. Section IV - Distribution of Accountability – Combined Line 11.0: Total DSSN Accountability. Total of lines 8.0 and 10.0 in each of the respective columns. The total of the month-to-date column must agree with the total of line 5.0. DD Voucher Control Log Can be produced at any time by a proper user. The report will segregate Disbursements and Collections into separate pages for preview. If no data is found, the report will reflect that no detailed information is available. Main site can print multiple site reports in voucher number sequence. The report segregates Disbursements and Collections into separate pages for preview and printing. Each site will generate a separate report. Access “DD Voucher Control Log” by clicking on “Reports” from the DDS Main Menu, and selecting “DD Voucher Control Log” from the scroll down menu. Date - The current business day will be displayed but selection can be made from drop down menu. Alpha Business date will be listed in descending order. Site (Site ID) - The current site ID will be displayed but selection can be made from drop down menu. Selecting Site: from the drop down menu, first the print preview of Collection Voucher log will be displayed. If no collection vouchers were processed, the screen will then automatically go to the Disbursement Voucher Control Log and will display according to voucher series. Clicking the “Cancel” button will return user to DDS Main screen. Clicking the “OK” button, the print preview of the Collection Voucher Control Log report will be displayed. Click “Print” on the tool bar or “X” to exit screen. Clicking the “X” button, the Disbursement Voucher Control Log report will pop open. Disbursement vouchers will display in order of voucher series. Click “Print” on the toolbar. Clicking the “X” button, the screen will return to the DD 2659 screen. Click the “Red Door” to return to DDS main screen.

SF 1219 Deployable Disbursing System Show Slide #149: SF 1219
SF Statement of Accountability The SF 1219 allows users to review summary totals of all receipts and expenditures of public funds occurring during the accounting period and the status of the DO's account at the close of that period. The accounting period normally begins on the first day of each calendar month and ends on the last day of each calendar month. It never extends beyond the last day of a calendar month. Exceptions depend on situations such as when a DO is relieved from disbursing duty prior to the last day of the month or a DO commences disbursing duty other than the first day of a month. Note: The DELMARS must be run prior to month end, otherwise, the system will be prevented from finalizing the SF1219 Month End Report. Create a Final SF Only one user at a time and only at the main site, may execute the SF 1219 process. The printed SF 1219 report can be either a trial or a final version. All trial reports will be identifiable by the word "Trial" printed as a watermark. A user may print trial reports as often as necessary, but only one final SF 1219 can be created for the accounting period. Trial reports are not restricted by the finalization criteria, and can be produced any time, as long as the screen can be accessed and a final has not already been produced.

SF 1219 (Cont.) Deployable Disbursing System
Show Slide #150: SF 1219 (Cont.) SF Statement of Accountability (Continue) Note: The DELMARS or E&C Reg02 must be run prior to month end, otherwise, the system will be prevented from finalizing the SF1219 Month End Report and an error message “All Debit & Deposit Ticket data must be reported for the accounting period” will be displayed. Create a Final SF 1219 by selecting Reports from the DDS Main Menu, and select SF Statement of Accountability from the scroll down menu. Enter the period of account dates. The SF 1219 can be finalized under certain conditions. When the conditions are not met, the Items preventing finalization of SF 1219 screen will be displayed with the information message and the Finalize button will be disabled. See the finalization conditions below, and an example of SF 1219 with finalization error messages: The last DD 2657 for the accounting period must be finalized. If the user has not finalized DD Form 2657, the information message “SF 1219 cannot be finalized for the following reason: DD 2657 has not closed the accounting period.” will be displayed. The SF Month End Check Issue Summary for the accounting period must be finalized. If the user has not finalized SF 1179, the information message “SF 1219 cannot be finalized for the following reason: SF 1179 has not been finalized for the accounting period.” will be displayed.

Show Slide #151: SF 1219 (Cont.) SF Statement of Accountability (Continue) Note: See section pertaining to DD 2657 for error resolution and finalization instructions. Finalize SF 1179: Create a final SF 1179 for the accounting period by selecting “Check/EFT” from the DDS Main Menu, “Check”, and then “Level 8 Treasury File” from the scroll down menu. Click on the SF 1179 tab, select an open check batch from the list shown by clicking on the Batch Number, and then click “Finalize”. After all open Treasury checks have been finalized; the SF 1179 error should no longer appear when running the SF 1219 report. Level 8 Treasury checks can be previewed and/or printed by Batch by clicking the “Print” button (see report below). Other SF 1219 finalization errors: The system-generated vouchers for the accounting period must be completed. The trial SF 1219 must be in balance with SF If the SF 1219 is out of balance, the information message “SF 1219 cannot be finalized for the following reason: SF 1219 is out-of-balance with SF1179.” will be displayed. If the total amount of the Treasury checks issued is not in balance with SF 1179, the information message “SF 1219 cannot be finalized for the following reason: Total Treasury checks issued disagrees with SF 1179.” will be displayed. If TFS Forms 5206 adjustments are not in balance with SF 1179, the information message “SF 1219 cannot be finalized for the following reason: TFS Form 5206 adjustments disagree with SF 1179.” will be displayed. If the other adjustments are not in balance with SF 1179, the information message “SF 1219 cannot be finalized for the following reason: Non-TFS Form 5206 adjustments disagree with SF 1179.” will be displayed. If the Treasury checks issued period is not same as SF 1219, the information message “SF 1219 cannot be finalized for the following reason: Treasury checks issued this period disagrees with SF 1179.” will be displayed. Once the remaining (if any) SF 1219 errors have been corrected, the SF 1219 report can be created. By clicking the Refresh button, information will be updated if transactions have been processed while in the SF 1219 process. If the conditions are met to finalize the SF 1219, the Finalize button will be enabled. By clicking the Finalize button, the print preview of SF 1219 will be displayed. Click the Print button on the toolbar. Click the “X” button to exit the print preview.

Show Slide #152: SF 1219 (Cont.) SF Statement of Accountability (Continue) Print a Trial SF 1219 The steps to create a Final SF 1219 are: Click “Reports”, “SF Statement of Accountability” from the DDS Main Menu. When the SF 1219 is not in balance the items preventing finalization of DD 2665 screen will be displayed with the information message. Click to exit the info screen on top right side corner. By clicking the Refresh button, information will be updated if transactions have been processed while in the SF 1219 process. Click the Print button on the toolbar. The print preview of the SF 1219 will be displayed. Click the Print button again. Click the “X” button to exit the print preview. .

Show Slide #153: SF 1219 (Cont.) SF Statement of Accountability (Continue) Reprint SF 1219 The user can query and/or reprint any SF 1219 processed by any user at any site that is in the database. The steps to perform reprints are: Click “Reports”, “Reprint Accountability Reports”, and then click on the “SF 1219” tab. The user can query by any filter criteria below. Create Date - Select the Create Date from the drop down menu. From Date - Select the From Date from the drop down menu. To Date - Select the To Date from the drop down menu. Click on the appropriate row to highlight the row for the SF 1219 Report needing to be printed. Click the “Print” button on the toolbar to display the original processed SF 1219 Report. Click the “Print” button again. Click the “X” button to exit the print preview. Click the ← button on top of the toolbar

Show Slide #154: SF 1219 (Cont.) SF Statement of Accountability (Continue) Facilitator’s Note: A lot of material covered dealing with a very important form in the finance world the SF Ask learners for any clarification needed before going on.

Create an Export File Deployable Disbursing System
Show Slide #155: Create an Export File Place Export File on the FTP Server Page 376 After creating an Export File, you no longer need to compress it into a zip file. The .ddz file is already in a zipped format. Type in the website address: ftp://corp2.dfas.mil/dds/ Note: Everyone who needs access to the server will need to submit a DD Request for access to the form, send an to the helpdesk. Be sure to annotate in block #13 (Justification for Access) the DSSN folder that you'll be needing access to and be sure there is a date for your awareness training completion. This process can take a few weeks so please do not wait until you have a problem to submit the DD Complete and return to and cc the DDS help desk. The AKO folder is only authorized per our supervisors approval from here on. Help Desk staff cannot authorize access. This form must be digital sign in the appropriate blocks. Leave blocks blank. Drag or Copy and paste the .ddz file/files into the appropriate DSSN folder. If the DDS problem involves a remote site laptop, you will be required to send an export from that laptop as well. Additionally, be sure that all RFTs involved are also placed onto the server. a message to: describe the problem in questioned to include the name of the export and its location on the server. They will review the database and guide you through appropriate corrective action.

Import a DDS File Deployable Disbursing System
Show Slide #156: Import a DDS File Import a DDS File (Continue) Facilitator’s Note: Continue and choose other learners that may have had experience in import of a DDS file and have them go through the procedures. Stop and assist and interject if and when necessary to put emphasis on key learning points. Import From User To User

Import a DDS File (Cont.)
Deployable Disbursing System Import a DDS File (Cont.) Show Slide #157: Import a DDS File (Cont.) Facilitator’s Note: Choose and have one or several learners that may have had experience in import of a DDS file and have them go through the procedures. Stop and assist and interject if and when necessary to put emphasis on key learning points. Windows Program DDS DDS_dbUtil

Create DDS Backup File Deployable Disbursing System
Show Slide #158: Create DDS Backup File DDS Tools Overview: Backup – storage of “hard” data for safe keeping. (weekly). Database Backup is used in the event a physical database disaster. (I.E. computer has crashed). Not only does this enable the user to put the database into another computer; during the backup process it shrinks the data by “defragging” and getting rid of unnecessary data that is not applicable to the users. Note: Database will be shut down and will not permit any access to DDS. Depending on the size of your database and the processing speed; this type action could take anywhere from a minutes to hours therefore it is strongly recommended that backup be run at the end of the week/weekend Manual intervention will result in an invalid backup!!!

Create DDS Backup File (Cont.)
Deployable Disbursing System Create DDS Backup File (Cont.) A message will be displayed. Ensure all users are logged off. Click Yes. Do not use DDS until Backup is complete. Watch the bottom of the screen. Status line will display done when complete. Show Slide #159: Create DDS Backup File (Cont.) Database Backup will need to know where the backup files are to be stored. Clicking the Browse button will open a window where the drive and directory for the backup may be set. The directory is not set in this dialogue unless the directory folder icon is selected and the Ok button is clicked on. The selected backup directory is listed in the right-most pane of the bar on the bottom of the Backup screen. Running the Backup process is accomplished by then clicking the Start New Backup button.

Restore DDS Backup Deployable Disbursing System
Show Slide #160: Restore DDS Backup Restore – substitution backup with another backup. Database Restore Screen will recover data from a user created the Database Backup. Rare occasions has the Helpdesk warranted the need to do Database restore other than computer crashing. All other methods will be exhausted before this need arrives. Example, in the event a physical database disaster (I.E. computer has crashed). Note: When Database Backup is created all data at that point is stored in a folder named “files…” Any transactions/data entered after afterwards is stored in different folders named “archives…” until another backup is created. Selecting “Restore Database to the state as when backup was performed option will recover data from the last time backup was created. An example could be a corrupted file or files that reside within the database directory. Warning: All transactions from the restored database forward must be re-entered Click Continue button. Verify the selected backup directory is listed in the right-most pane. Or simply select the export listed on the screen. A new dialog box will appear “DDS Helpdesk Recovery Code” You must contact the DDS Help to obtain the code. Be prepared to answer the following: Is your site a Main or Remote? Why do you feel the need to do database restore? What caused the error? When was your last time your site did a database backup? Has there been any DD1081/RFT sent/received prior to the last database backup? Once the code has been entered a valid or invalid message will appear the right of the box. Selecting “Point In Time Recovery, Restore Database as of:” option will recover transactions/data from the last time backup was created to include any new transaction/data up to a certain time frame. Example a cashier has entered a transaction five minutes ago by mistake; you have tried to backout the transaction but where unsuccessful. You can go back in time to six minutes from your current time line to a point just before the transaction was entered. Note: Not only will this affect your current casher but will also affect all other types of transaction. Those transactions regardless from the last six minutes will now be required to be re-enter. Select the drop down box, a calendar will appear. Select the date by clicking on the date. Enter a system (i.e., CPU) date. Time in the format of hh:mm:ss am/pm. There are several ways to input and manipulate the date/time in this box. Changing the hour is incremented or decremented by holding “shift” button the while pressing either the “down” or “up“. Minutes are done the same manner.

Restore DDS Backup (Cont.)
Deployable Disbursing System Restore DDS Backup (Cont.) Do not use DDS until backup restore is complete. Watch the bottom of the screen. Status line will display “DONE” when complete. Show Slide #161: Restore DDS Backup (Cont.) Note: A new dialog box will appear “DDS Helpdesk Recovery Code” You must contact the DDS Help to obtain the code. Be prepared to answer the following: Is your site a Main or Remote? Why do you feel the need to do database restore? What caused the error? How far back do you wish? What transaction needs to be re-inputted? Has there been any DD1081/RFT sent and received from the “point in time recovery”? Once the code has been entered a valid or invalid message will appear the right of the box. Selecting “Restore Current. Repair Database, fix corrupted files” option will recover transactions/data from the last time backup was created to include any new transaction/data up to a current time frame. A new dialog box will appear “DDS Helpdesk Recovery Code” You must contact the DDS Help to obtain the code. Be prepared to answer the following: When was your last time your site did a database backup? Database Import screen is used to specify Oracle connection information including the file name from which the export file was generated. Normally, the “From User” will be “DDS_OWN” and the “To User” will be “DDS_OWN”. Click to the Browse buttons will run the file open dialog form to facilitate the assignment of a correct drive and path. A click to the open folder icon will open the “File Name” is the full path and file name of the export file that is to be imported. Or simply select the export listed on the screen. A new dialog box will appear “DDS Helpdesk Recovery Code” You must contact the DDS Help to obtain the code. Why do you feel the need to do database import? When was your last time your site did an export? Has there been any DD1081/RFT sent/received prior to the last export?

Q1. A message on the DD 2665 will be displayed if there are items that is preventing the finalization of the report. A1. True Q2. In restoring a DDS Backup, do not use DDS until backup restore is complete. A2. True Show Slide #162: LSA #8 Check on learning Facilitator's Note: Ask the following check on learning questions, facilitate discussion on answers given and summarize the learning activity. True or False: Q1. A message on the DD 2665 will be displayed if there are items that is preventing the finalization of the report. A1. True Q2. In restoring a DDS Backup, do not use DDS until backup restore is complete A2. True

Show Slide #163: LSA #8 Summary Facilitator's Note: In this part of the lesson, we learn about preparing accountability report and other DDS actions such as redeem uncollectible checks, pre-validate an interface file, upload and download interface files, check printing, statement of accountability and numerous other transactions. “Or” Facilitator, have each group as a group write down one major main lesson learnt from this LSA, allow a few minutes for them to interact. Once all groups have their one major learnt lesson written, pass it to another group to compare their answer. Facilitate a discussion on each major learnt lesson mentioned by each group.

TLO Check on Learning Deployable Disbursing System
Q1. What is the Deployable Disbursing System (DDS)? A1. DDS is a windows based, fully automated disbursing program that was developed for use in tactical and OCONUS operations. Q2. Passwords are suspended after how many unsuccessful log-in attempts? A2. Three Q3. What is the purpose of a remote file transfer? A3. Remote file transfer is for copying an electronic DD 1081 to or from a disk, creating and copying a remote install to disk, and installing a remote load from disk. Q4. What are three major things you do when maintaining a Limited Depository Account? A4. Enter interest earned, Pay service charges, and Create SF 1149-Statement of Limited Depository Account Q5. When certifying a SF 1034, what are the two certification methods used? A5. SYSTEMS or EXTERNAL Q6.What is the first step in inputting a deposit ticket (SF 215) transaction in to DDS? A6. From the menu bar, select PROCESSING, then DEPOSITS. The deposit ticket input screen will be displayed. Q7. What is a Level 8 report? A7. Level 8 is a weekly report to the Treasury of check numbers that were issued or voided. Q8. When should the Daily Agent Accountability Summary (DD Form 2665) be submitted? A8. The DD Form 2665 at the end of the business day. Show Slide #164: TLO Check on Learning Facilitator's Note: Ask check on learning question, facilitate discussion on answers given. Q1. What is the Deployable Disbursing System (DDS)? A1. DDS is a windows based, fully automated disbursing program that was developed for use in tactical and OCONUS operations. Q2. Passwords are suspended after how many unsuccessful log-in attempts? A2. Three Q3. What is the purpose of a remote file transfer? A3. Remote file transfer is for copying an electronic DD 1081 to or from a disk, creating and copying a remote install to disk, and installing a remote load from disk. Q4. What are three major things you do when maintaining a Limited Depository Account? A4. Enter interest earned, Pay service charges, and Create SF 1149-Statement of Limited Depository Account Q5. When certifying a SF 1034, what are the two certification methods used? A5. SYSTEMS or EXTERNAL Q6.What is the first step in inputting a deposit ticket (SF 215) transaction in to DDS? A6. From the menu bar, select PROCESSING, then DEPOSITS. The deposit ticket input screen will be displayed. Q7. What is a Level 8 report? A7. Level 8 is a weekly report to the Treasury of check numbers that were issued or voided. Q8. When should the Daily Agent Accountability Summary (DD Form 2665) be submitted? A8. The DD Form 2665 at the end of the business day. “Or” Facilitator’s Note: Facilitator's, have each group as a group write down one question from this lesson, give about five minutes. Once all groups have their question written, pass it to another group to answer it. Facilitate a discussion on each question.

TLO Summary Deployable Disbursing System
Action: Employ the Deployable Disbursing System (DDS) Conditions: FM Leaders in a classroom environment working individually and as a member of a small group, using doctrinal and administrative publications, self-study exercises, personal experiences, practical exercises, handouts, and discussion. Standard: With at least 80% accuracy (70% for International Learners): Identify the Deployable Disbursing System (DDS) users, user functions, office setup, and data flow Perform DDS system administration functions Prepare Statement of Agent Officer's Account (DD Form 1081) and create a Remote File Transfer Perform cash maintenance operations Perform interface and check / EFT processing Perform disbursement and collection certification Process deposit tickets and debit vouchers Prepare accountability reports and other DDS actions Show Slide #165: TLO Summary Facilitator’s Note: Read TLO Action: Employ the Deployable Disbursing System (DDS) Conditions: FM Leaders in a classroom environment working individually and as a member of a small group, using doctrinal and administrative publications, self-study exercises, personal experiences, practical exercises, handouts, and discussion. Standard: With at least 80% accuracy (70% for International Learners): Identify the Deployable Disbursing System (DDS) users, user functions, office set-up, and data flow Perform DDS system administration functions Prepare Statement of Agent Officer's Account (DD Form 1081) and create a Remote File Transfer Perform cash maintenance operations Perform interface and check / EFT processing Perform disbursement and collection certification Process deposit tickets and debit vouchers Prepare accountability reports and other DDS Actions “Or” Facilitator’s Note: During the past blocks of instruction, you were shown how to use the Deployable Disbursing System (DDS) to perform DDS system administration functions, perform cash maintenance operations, perform disbursement and collection certification, Process deposit tickets and debit vouchers, perform Interface and check / EFT processing, and how to finalize end of day reports. Closing: With the instruction you have been given you should be able to arrive at your next duty station ready to assume the duties of a Disbursing Officer/Deputy Disbursing Officer. These duties are vital to the finance mission and provide a great service to our fellow military members and civilians deployed around the globe. Facilitator's at this time, have one learner from each group to explain the most important take away to them from this lesson. Facilitate a discussion on each answer.

Financial Management School Deployable Disbursing System

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