**CBS**

**Prior Year Recoveries**

***FY 2005 LO Procedures -- Final***

[]{.mark}

Revised & distributed 2/22/05

**[Summary --PY Recovery Adjustments for GJs "Fix"
Entries]{.underline}**

+--------+------------+--------------+--------------------------------+
| **     | **DOLLAR   | **LO/FMC     | **CRITERIA**                   |
| TYPE** | T          | ACTION**     |                                |
|        | HRESHOLD** |              |                                |
+--------+------------+--------------+--------------------------------+
| **"Spe | Currently, | **Identify & | 1.  Source Reference field     |
| cific" | no         | submit       |     (Affected Reference Field) |
| PY     | threshold  | request by   |     **[must]{.underline}**     |
| Re     |            | the due      |     "match up" between the PY  |
| covery |            | dates to FRD |     upward & PY downward       |
| A      |            | through LO   |     accounts                   |
| djustm |            | HQ**         |                                |
| ents** |            |              | 2.  FCFYs                      |
|        |            |              |     **[must]{.underline}**     |
|        |            |              |     "match up" between the PY  |
|        |            |              |     upward & PY downward       |
|        |            |              |     accounts                   |
|        |            |              |                                |
|        |            |              | 3.  Requests must be received  |
|        |            |              |     in FRD by the distributed  |
|        |            |              |     due dates to the LOs       |
+--------+------------+--------------+--------------------------------+
| *      | \$2,500    | **Identify & | 1.  Transactions over \$2,500  |
| *"Auto | (dollar    | submit       |                                |
| -Deob" | threshold  | request by   | 2.  Item Type of "AUDEOB"      |
| A      | is subject | the due      |                                |
| djustm | to change  | dates to FRD | 3.  Requests must be received  |
| ents** | depending  | through LO   |     in FRD by the distributed  |
|        | on the     | HQ**         |     due dates to the LOs       |
|        | number of  |              |                                |
|        | a          |              | 4.  All requests must be       |
|        | djustments |              |     approved by the NOAA       |
|        | submitted  |              |     Budget Office to offset CY |
|        | to FRD)    |              |     PY recovery figures.       |
+--------+------------+--------------+--------------------------------+

**[PY Funding Requests for NOAA Finance Office -- FRD]{.underline}**

**WHAT REQUESTS SHOULD BE FORWARDED TO THE NOAA FO?**

-   "Specific" PY Recovery Adjustments (in CBS FCs other than FC 02 or
    FC 48)

    -   Accidental deobligations of PY documents (on documents w/ a
        closed status in CBS)

    -   ACCS data element changes (on documents w/ a closed status in
        CBS)

    -   Source Reference changes (on documents w/ a closed status in
        CBS)

    -   CBS Vendor Code changes (mistaken vendor coding correction or
        change in vendor code for a grant recipient changing
        universities)

    -   PY Cash Collections in the AR module (4972 and 4872) against PY
        Disbursements in AP module

-   "Auto-Deob" Adjustments (in CBS FCs other than FC 02 or FC 48)

    -   Document auto-deob'd in FIMA during FY 2002, with CBS Item Type
        of "AUDEOB" for amounts greater than \$2,500.00

**PROCESS FOR REQUESTING ADJUSTMENT FROM NOAA FO?**

-   LO/FMC should review the Checklist included in this procedures
    document for all information necessary for each request.

-   LO/FMC should fax a memo & required supporting documentation to FRD,
    Chuck Kilgore (Subject: "Auto-Deob" PY Recovery GJ "Fix" Request or
    "Specific" PY Recovery GJ "Fix" Request), *through the LO Budget
    Headquarters Office*, requesting the adjustment (please follow-up
    the fax request with an email notification of faxed request)

-   Requests should be received in FRD by the established due dates.

**[General Rules for PY Recovery GJ "Fix" Entries]{.underline}**

-   ALL requests must be submitted by or through the LO Budget
    Headquarters Office

    -   No requests will be accepted directly from any FMC

    -   No requests will be accepted from any payment offices

-   No requests for GJ "fix" entries will be accepted for Reimbursable
    funds because reimbursable funds do not post to Prior Year (PY)
    downward accounts.

-   No requests will be processed to post the GJ "fix" to a CBS FC other
    than the FC in which the PY downward account was originally posted
    (no crossing of CBS FCs)

-   All transactions must be entered into CBS correctly before FRD can
    make any GJ "fix" entries for the LO (see section on "Frequently
    Asked Questions")

-   All ***[cash]{.underline}*** PY recoveries in SGL Accounts 4972 and
    4872 and ***[non-cash]{.underline}*** PY recoveries in SGL Accounts
    4971 and 4871 will only be adjusted if it meets the criteria, and if
    the LO deems it necessary to make the request for an adjustment
    through the "Specific" PY recovery process.

-   "Specific" PY recovery adjustment requests must include transactions
    that include BOTH the PY downward (4x7x) and PY upward (4x8x)
    accounts, with the exception of 4902 replacing 4982 in some
    instances for transactions.

-   "Specific" PY recovery adjustment requests will only be considered
    by the FO for PY upward & downward transactions that have occurred
    in the current FY.

**[PY Funding Requests for NOAA Budget Office -- BEX]{.underline}**

**WHAT REQUESTS SHOULD BE FORWARDED TO THE NOAA BO?**

-   Requests for re-use of deobligated funds not listed above,
    including, but not limited to:

    -   Change in period of performance on a contract

    -   Change or modification of a contract or vendor

    -   Transactions properly entered into CBS between current & prior
        FCFYs

    -   PY recovery transactions from a prior FY

**PROCESS FOR REQUESTING ADJUSTMENT FROM NOAA BO?**

-   LO/FMC should submit a memo & required supporting documentation to
    NOAA Budget Execution Office, requesting the deobligated funds,
    *through the LO Budget Headquarters Office*.

-   Contact for the NOAA Budget Office is Daniel Bess.

**[LO/SO/FMC Questions?]{.underline}**

-   ALL FMC questions should be directed to the LO Budget Headquarters
    Staff

    -   All FMC questions should only come to FRD through the LO Budget
        Headquarters Office, not directly from any FMC

    -   ONLY LO Budget Headquarters Office staff should contact FRD with
        questions for their FMCs regarding specific PY recovery GJ
        requests.

-   ALL questions pertaining to correcting PY documents in the system,
    including error messages the ASC office may be receiving when trying
    to correct the system document, should be forwarded to Karen Green
    in AOD, who will work with the ASC to correct the PY document in the
    CBS system.

-   ALL questions pertaining to re-allowing of PY funds that do not
    specifically meet the criteria for a GJ "fix" entry should be
    forwarded to Daniel Bess in BEX.

-   ALL requests for GJ "fix" entries for transactions that specifically
    meet the criteria for a GJ "fix" entry should be faxed to Chuck
    Kilgore in FRD.

**[LO Checklist for GJ "Fix" Requests]{.underline}**

**A. "Specific" PY Recovery Adjustment Requests -- Information
Required:**

*(Must be submitted & approved by the LO Budget Headquarters Office
requesting the adjusting GJ "fix" from FRD)*

-   Cover Memo from the LO HQ FAXED to FRD, Chuck Kilgore\'s attention
    (Subject: "Specific" PY Recovery GJ "Fix" Request) at 301-427-2040,
    including:

    -   **Name** & **phone number** of person to contact if there are
        questions

    -   **CBS Original Document Numbers** for PY downward & upward
        account adjustments being requested

    -   Source Reference No field (DW Affected Reference No field) --
        must match up between the PY upward & PY downward account hits

    -   **Brief Explanation** of what happened

        -   For example: \"In Oct 04, we were billed again through IPAC.
            The charge & the reverse charge were processed in CBS with
            two different document numbers \####### and
            #######\...etc.," where applicable.

-   **CBS** Reports include **[Item/MDL report from the Budget &
    Execution Application]{.underline}** (B&E Application) in the CBS
    Data Warehouse under the Expense tab supporting [BOTH]{.underline}
    the **PY downward** **account** & the **PY upward account
    transactions**.

    -   The **Item/MDL report** for **[BOTH]{.underline}** the PY
        downward account & the PY upward account transactions
        **[must]{.underline}** be provided.

        -   All requests that do not provide the required Item/MDL
            report supporting documentation of both the PY deobligation
            transaction accounts & the PY re-obligation transaction
            accounts from the DW will not be accepted for GJ "fix"
            entries.

    -   Screen prints of CBS production screens from payment office are
        NOT necessary

-   Please only forward the requested information above to FRD for
    requests; excess information is not necessary or used.

**B. "Auto-Deob" Adjustment Requests -- Information Required:**

*(Must be submitted & approved by the LO Budget Headquarters Office
requesting the adjusting GJ "fix" from the FO)*

-   Cover Memo from the LO HQ FAXED to FRD, Chuck Kilgore\'s attention
    (Subject: "Auto-Deob" PY Recovery GJ "Fix" Request) at 301-427-2040,
    including:

    -   **Name** & **phone number** of person to contact if there are
        questions

    -   **CBS Original Document Numbers** (CBS Original Document Number
        for PY upward account adjustment)

        -   The CBS document number will be used in the GJ "fix" entry

    -   **Brief Explanation** of what happened -- marked as "AUTO-DEOB"

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-   **FIMA query from the F02TRN** proving the FIMA auto-deobligation in
    FY 2002 (no earlier FY auto-deob transactions will be accepted in FY
    2005)

    -   Must be within **3 years** of current fiscal year

-   **CBS** Reports include Item/MDL report from the Budget & Execution
    Application (B&E Application) under the Expense tab supporting the
    **upward account transaction**.

    -   The **Item/MDL report** for the PY upward account transactions
        **[must]{.underline}** be provided.

        -   All requests that do not provide the required Item/MDL
            report supporting documentation of the PY re-obligation
            transaction accounts from the DW will not be accepted for GJ
            "fix" entries.

    -   Screen prints of CBS production screens from payment office are
        NOT necessary

-   CBS Query/Report support showing the CBS document coded with Item
    Type = "AUDEOB"

-   Please only forward the requested information above to FRD for
    requests; excess information is not necessary or used