Dave laden and sam di croce, n8 presentations
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The document provides information about financial management processes for Military Sealift Fleet Support Command. It discusses commitments, obligations, and expenses in a financial management system. It also summarizes procedures for receipting, project status inquiries, tracking commitments and obligations, funding documents, the Wide Area Workflow system for electronic invoicing, and roles and responsibilities related to financial management and WAWF.
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Dave laden and sam di croce, n8 presentations
- 1. 1Military Sealift Fleet SupportMilitary Sealift Fleet Support CommandCommand Man, Train, Maintain, EquipMan, Train, Maintain, Equip PPE Conference 2-4 Nov 2010PPE Conference 2-4 Nov 2010 N8 Financial Management - Update
- 2. 2Military Sealift Fleet SupportMilitary Sealift Fleet Support CommandCommand Man, Train, Maintain, EquipMan, Train, Maintain, Equip N8-Financial ManagementN8-Financial Management COMMITMENTS/OBLIGATIONS/EXPENSESCOMMITMENTS/OBLIGATIONS/EXPENSES • Commitment: Occurs when a requisition is saved in FMS. A commitment reduces the availability of funds. (Note: All requisitions, even when they are in a rejected or incomplete status, reduce your available funding) • Obligation: Occurs when the requisition is auto-created to a purchase order (PO). Examples of obligations are shipyard contracts, service order contracts, funding documents, travel orders, and government purchase card PO’s. • Expense: Is recorded in FMS when the PO is receipted.
- 3. 3Military Sealift Fleet SupportMilitary Sealift Fleet Support CommandCommand Man, Train, Maintain, EquipMan, Train, Maintain, Equip N8-Financial ManagementN8-Financial Management RECEIPTING-ACCRUAL METHODRECEIPTING-ACCRUAL METHOD • Enter receipts when services are provided or goods/material are delivered to the warehouse or ship • Expenses are recorded when the receipt is entered • Do NOT wait for an invoice to receipt (you will be understating your expenses)
- 4. 4Military Sealift Fleet SupportMilitary Sealift Fleet Support CommandCommand Man, Train, Maintain, EquipMan, Train, Maintain, Equip N8 – Financial ManagementN8 – Financial Management PR HEADER & LINE ITEM DESCRIPTIONPR HEADER & LINE ITEM DESCRIPTION • The ship name, Period of Performance (POP) or Required Delivery Date (RDD), and if the requirement is going through the WAWF process, the acronym “WAWF” must be entered at the beginning of each description for services or goods being procured through our N10. • An example could be: USNS MATTHEW PERRY, RDD: 13DEC10, WAWF, CHROMOLAX HEATER
- 5. 5Military Sealift Fleet SupportMilitary Sealift Fleet Support CommandCommand Man, Train, Maintain, EquipMan, Train, Maintain, Equip N8 – Financial ManagementN8 – Financial Management Project Status Inquiry (PSI)Project Status Inquiry (PSI) • PSI is our “tool” for determining obligation authority: Cost Budget less expenses and commitments equals the balance, or “Estimate to Completion” column in PSI, which is funds available for obligation “Actuals” in PSI represent expenses “Commitments” in PSI include all requisitions and un-expensed obligations FMS training is provided quarterly. Look for e-mails from the training contractor and sign up.
- 6. 6Military Sealift Fleet SupportMilitary Sealift Fleet Support CommandCommand Man, Train, Maintain, EquipMan, Train, Maintain, Equip N8 – Financial ManagementN8 – Financial Management TRACKING “YOUR” COMMITTMENTS/OBLIGATIONS • The Port Engineer is responsible for monitoring requisitions and PO’s that he/she initiates in FMS. • Don’t wait until the Tri-Annual Commitment/Obligation Review to cancel requisitions in FMS. • The sooner you cancel a commitment/obligation that is no longer valid, the sooner you get the funding back into your M & R budgets • Eliminating invalid items in FMS as they occur/are identified, will reduce the number of items to review during the Tri-Annual Review •Discoverer Reports 12 and 12B are used to assist in this review
- 7. 7Military Sealift Fleet SupportMilitary Sealift Fleet Support CommandCommand Man, Train, Maintain, EquipMan, Train, Maintain, Equip N8 – Financial ManagementN8 – Financial Management FUNDING DOCUMENTS • N41 enters requisitions for funding documents into FMS • The requisitions are sent up for Reviewer’s approval • N812 fund certifies the funding document requisitions and then issues to the outside activity • N812 auto-creates the Requisitions to PO’s when the signed acceptance copies of the funding documents or contracts are returned to the MSFSC Budget Office • It is recommended that the Port Engineer inform the appropriate Financial Technician when the work is actually accomplished so that the receipts (expense) can be entered into FMS during the month in which the work actually occurred. You should not wait until the end of the fiscal year to have the funding document PO’s receipted.
- 8. 8Military Sealift Fleet SupportMilitary Sealift Fleet Support CommandCommand Man, Train, Maintain, EquipMan, Train, Maintain, Equip N8 – Financial ManagementN8 – Financial Management Wide Area Work Flow (WAWF) •Wide Area Workflow (WAWF) is a secure Web-based system for electronic invoicing, receipt and acceptance. http://www.acq.osd.mil/dpap/dars/dfars/html/current/232_70.htm https://wawf.eb.mil/ https://wawf.eb.mil/FuncInfo.html
- 9. 9Military Sealift Fleet SupportMilitary Sealift Fleet Support CommandCommand Man, Train, Maintain, EquipMan, Train, Maintain, Equip N8 – Financial ManagementN8 – Financial Management Wide Area Work Flow (WAWF)
- 10. 10Military Sealift Fleet SupportMilitary Sealift Fleet Support CommandCommand Man, Train, Maintain, EquipMan, Train, Maintain, Equip ROLE RESPONSIBILITIES Invoice Reviewer Verifies that items or services being invoiced have been received and accepted. Receipt Verifier Ensures that the FMS PO contains enough quantity receipts in order to match the invoice. Certifying Officer Certifies that the Invoice is valid and either approves the invoice for payment or rejects the invoice via the Invoice Approval Workflow. (This is the Payables Supervisor at MSFSC who is responsible for approving invoices for payment.) Global Service Desk (GSD) Logs and tracks WAWF related issues and forwards requests to the appropriate staff for resolution. Tier II Help Desk Completes the requested Purchase Order changes/updates to FMS and/or coordinates with appropriate staff for resolution. MSC WAWF Roles and ResponsibilitiesMSC WAWF Roles and Responsibilities 10 Nov 2010
- 11. 11Military Sealift Fleet SupportMilitary Sealift Fleet Support CommandCommand Man, Train, Maintain, EquipMan, Train, Maintain, Equip11 Submits WAWF- RR WAWF WAWF - RR FMS – WAWF Validation / Manual Queue FMS Shipment Verifier emails the Receipt Creator to enter the quantity received Purchasing (ASN Created) WAWF - RR EmailNotification EnterReceipt Response * Site Specific Receiving Report-High Level View Nov 2010 N41 N43/N41
- 12. 12Military Sealift Fleet SupportMilitary Sealift Fleet Support CommandCommand Man, Train, Maintain, EquipMan, Train, Maintain, Equip12 Submits Invoice WAWF Invoice FMS – WAWF Validation / Manual Queue FMS FMS Accounts Payable Module Invoice FM S Notification * Site Specific AP Workflow Approved Invoice Reviewer Approval Receiver Approval Invoicing-High Level View Nov 2010 N41 N43/N41 N8211
- 13. 13Military Sealift Fleet SupportMilitary Sealift Fleet Support CommandCommand Man, Train, Maintain, EquipMan, Train, Maintain, Equip N8 – Financial ManagementN8 – Financial Management Questions???
Editor's Notes
- Note that a requisition does not have to be approved by anyone (Reviewer or Certifier) to be still considered a commitment in FMS
- Accrual method of accounting means that expense are based on receipt of services/goods… some agencies record expenses based on actual payments. Expenses are recorded as a liability prior to the invoices being paid.
- FMS does not track expenses.
- 2275 – acceptance copy 2276 – copy of contract Receipt 1/12 of total cost each month
- 2275 – acceptance copy 2276 – copy of contract Receipt 1/12 of total cost each month
- 2275 – acceptance copy 2276 – copy of contract Receipt 1/12 of total cost each month
- 2275 – acceptance copy 2276 – copy of contract