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**FY 2008**

**Year-End Closing**

***Information & Instructions***

![](media/image2.wmf)

**As of June 9 2008**

**[Table of Contents:]{.underline}**

**FY 2008 Important Year-End Closing Dates**

**Important FY 2008 CBS System Dates**

**FY 2008 2-month YE Calendar**

**FY 2008 Year-End Closing Instructions**

**FY 2008 Important Year-End Closing Dates**

**Friday, July 18 2008**

-   Last day for award submissions to WFM for FY 2008 processing

**Thursday, August 7 2008**

-   7/31/2008 CWIP Reconciliations due to FO

**Monday, August 11 2008**

-   PY Recovery Funding GJs -- Last day to submit for adjustments with
    transaction dates earlier than July 31 2008

-   CBS generates a listing of projected accruals through September 30
    and send to the FOs

**Tuesday, August 12 2008**

-   GSA Telecommunications accruals created using CBS

-   Telecommunications accrual file to LO/SO for review/update

-   Servicing FOs distribute listing of projected accruals for recurring
    payments to LO/SO

**Friday, August 15 2008**

-   List of documents with undelivered order balances greater than
    \$100,000 distributed to the line offices

**Friday, August 29 2008**

-   PY Recovery Funding GJs -- Last day to submit for adjustments with
    transaction dates between August 1 2008 and August 15 2008

-   LO/SO return updated Telecommunications accrual file

-   LO/SO return recurring payments accruals to servicing FO

**Wednesday, September 3 2008**

-   8/31/2008 CWIP NF 37-6s due to FO

-   Rent file (August actuals) recorded in CBS (2-sided)

**Thursday, September 4 2008**

-   CPCS Invoice Load and sweep -- (Will cover 8/4 -- 9/3 transactions;
    loaded & immediately swept to default accounting)

**Monday, September 8 2008**

-   8/31/2008 CWIP Reconciliations due to FO

-   PY Recovery Funding GJs -- Last day to submit for adjustments with
    transaction dates between August 16 2008 and August 31 2008

-   PP17 labor processing & surcharges (\*could be Sept 8 or Sept 9)

**Tuesday, September 9 2008**

-   PP17 labor processing & surcharges (\*could be Sept 8 or Sept 9)

-   PP18 preliminary estimate of labor processing & surcharges (100% of
    PP17)

-   PP19 \*final\* estimate of labor processing & surcharges (100% of
    PP17)

**Friday, September 12 2008**

-   PY Recovery Funding GJs -- Last day to submit for adjustments with
    transaction dates between September 1 2008 and September 10 2008

-   Miscellaneous employee reimbursements & imprest fund reimbursement
    vouchers received in the servicing FO to ensure payment in FY 2008

-   Local and TDY Travel Vouchers must be completed and approved in
    Travel Manager for reimbursements to be made in FY 2008

-   Last day to notify FO of reimbursable advances that must be billed

-   Last day for loan disbursement requests

**Tuesday, September 16 2008**

-   Recommended last day to use CPCS purchase card for FY 2008

-   LOs & select SOs submit information requested in the year-end
    financial statement information requirements schedule ("year-end
    data call") for items with a September 12, 2008 cut-off date.

**Wednesday, September 17 2008**

-   Last day for write-offs of uncollectible debt

**Thursday, September 18 2008**

-   Checks sent directly to the LO for reimbursable projects must be
    received

**Friday, September 19 2008**

-   PY Recovery Funding GJs -- Last day to submit for adjustments with
    transaction dates between September 11 2008 and September 17 2008

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-   CPCS Invoice Load & Sweep -- Partial 1 Invoice (Will cover 9/4 --
    9/18 transactions; loaded & immediately swept to default accounting)

-   Labor cost adjustments received in the Funds Management Branch

-   Cardholders & approving officials begin reconciling & approving
    purchase card transactions Information will be posted at the
    following CBS website:

> <http://www.corporateservices.noaa.gov/~cbs/cpcs.htm>

-   Requests for Receiving reports received in servicing FO

-   Requests for Accruals received in servicing FO (except those
    mentioned earlier).

-   PCS Travel Authorizations received in the servicing FO

-   Document level cost adjustments received in the servicing FO

-   Collections received to ensure recorded in CBS in FY 2008

-   Last day to submit documentation to bill for any overpayment or
    audit disallowance

-   Last day for FY08 CSTARS transactions to interface with CBS
    (midnight ET)

**Saturday, September 20 2008**

-   CPCS available for reconciling & approving purchase card
    transactions

-   Rent file (delta between August actuals & September actuals)
    recorded in CBS

-   Normal DW Refresh/Update (normal DW Refreshes/Updates schedule 9/20
    & prior)

**Sunday, September 21 2008**

-   CPCS available for reconciling & approving purchase card
    transactions

-   Reversal of PP18 preliminary estimate labor processing & surcharges
    (Note: PP19 estimate will not be reversed)

-   PP18 labor processing & surcharges

-   \*Special\* DW Refresh/ Update (Time refreshed/updated adjusted
    around YE activities)

**Monday, September 22 2008**

-   August CA Over/Under reversal posted in CBS

-   PY Recovery Funding GJs -- Last day to submit for adjustments with
    transaction dates between September 18 2008 and September 21 2008

-   CPCS Citibank purchase card statement period closes - COB

-   Summary level cost adjustments received in the Funds Management
    Branch (NOON ET)

-   CPCS available, [BY REGION]{.underline}, for reconciling & approving
    purchase card transactions until 11:00 PM ET. (If necessary,
    reconciliations & approvals may be restricted by geographical area)

    -   Eastern 9:00 am -- 11 am

    -   Central 10 am -- 12 pm

    -   Mountain 11am -- 1 pm

    -   Pacific 12 pm -- 2 pm

> *NOTE: All users may access CPCS before 9:00 am ET or anytime after 5
> pm ET*

-   Obligating documents received in the servicing FO

-   Last day to approve Travel Authorizations in TM 9.0 to be interfaced
    into CFS as an obligation

-   Last day to enter Inspection & Grading billing information

-   Normal DW Refresh/Update (normal DW Refreshes/Updates schedule 9/22
    & prior)

**Tuesday, September 23 2008**

-   **NOON ET** - PY Recovery Funding GJs -- Last day to submit for
    adjustments with transaction date of September 22 2008 (\*no
    guarantees -- adjustments will be based on materiality)

-   CPCS Invoice Load & Sweep -- Partial 2 Invoice (Will cover 9/19 --
    9/22 transactions; loaded & immediately swept to default accounting)

> *NOTE: Users will be able to reconcile their swept transactions once
> CPCS becomes available in October (Date TBD).*

-   **8:00 PM ET -- CBS Closed for FY 2008 Business**

-   CFS Access Restricted to limited FO staff to complete YE closing
    processes; DW available

-   PM -- Cost Accumulation Over/Under Process (Part A & B post)

-   \*Special\* DW Refresh/Update (Time refreshed/updated adjusted
    around YE activities)

**Wednesday, September 24 2008**

-   Cost Accumulation Over/Under Process data available in Data
    Warehouse

-   9/12/2008 CWIP Reconciliations due to FO

-   CFS Access Restricted to limited FO staff to complete YE closing
    processes; DW available

-   CPCS unavailable

-   AM -- Reimbursable WIP Process begins & ends

-   PM -- YE Stage 1 Process begins & ends

-   \*Special\* DW Refresh/Update (Time refreshed/updated adjusted
    around YE activities)

**Thursday, September 25 2008**

-   CFS Access Restricted; DW available

-   CPCS unavailable

-   **6:00 AM ET (or earlier) -- DW refreshed/updated with complete FY
    2008 YE data**

-   DW Refresh/Update CANCELLED

**Friday, September 26 2008**

-   CFS Access Restricted; DW available

-   CPCS unavailable

-   *\*11:00 AM ET\** -- Manual YE Obligation Adjustments for Category B
    Over-Obligations from LOs to Budget Execution Office & Finance
    Office-Financial Reporting Division (does not include PPA
    over-obligation adjustments, unless @ Category B level) -- see
    specific guidance provided

-   *\*12:00 NOON ET\** -- Support, including contracts, purchase
    orders, etc., for all Manual YE Obligation Adjustments for Category
    B Over-Obligations from LOs to Budget Execution Office; if Finance
    Office-Financial Reporting Division (N. Eadie) does not have
    supporting documentation, manual YE adjustments will not be accepted
    (do not submit supporting documentation for adjustments to correct
    PPA over-obligation adjustments) -- see specific guidance provided

-   DW Refresh/Update CANCELLED

**Saturday, September 27 2008**

-   CFS Access Restricted; DW available

-   CPCS unavailable

-   DW Refresh/Update CANCELLED

**Sunday, September 28 2008**

-   CFS Access Restricted; DW available

-   CPCS unavailable

**Monday, September 29 2008**

-   CFS Access Restricted; DW available

-   CPCS unavailable

-   DW Refresh/Update CANCELLED

**Tuesday, September 30 2008**

-   CFS Access Restricted; DW available

-   CPCS unavailable

-   DW Refresh/Update CANCELLED

**Wednesday, October 1 2008**

-   FY 2009 Reimbursable Carryover Process for Budget Carryover Amounts
    (by NOON ET)

-   CFS Restricted Access Lifted -- CFS & DW available to all CBS users

-   **12:00 NOON ET -- CBS Open for FY 2009 Business**

-   1^st^ FY 2009 Disbursement process completed

-   Normal DW Refresh/Update (normal DW Refreshes/Updates schedule 10/1
    & subsequent)

**Thursday, October 2 2008**

-   LOs & select SOs submit information requested in the year-end
    financial statement information requirements schedule ("year-end
    data call") for items with a September 30, 2008 cut-off date
    (Includes RSSI).

-   9/30/2008 CWIP Reconciliations due to FO

**Friday, October 3 2008**

-   All CD 210 packets (including SF326 and travel checklist) should be
    received in the servicing FO

**Saturday, October 4 2008**

-   CFS Access Restricted to process EDA & NOAA YE adjustments (8:30 AM
    ET -- 2:00 PM ET); DW available

**Monday, October 6 2008**

-   CPCS Invoice Load & Sweep -- (Will cover 9/23 -- 10/5 transactions;
    loaded & immediately swept to default accounting)

**Wednesday, October 8 2008**

-   Unasserted claims due to FO-FPCD

**Thursday, October 9 2008**

-   Trial balance data, financial statement & footnote data, RSI, RSSI,
    erroneous payments data & FACTS I closing package data due to DoC
    OFM

**Friday, October 10 2008**

-   Intra-governmental TDR & Intragovernmental Checklist Part I due to
    DoC OFM

**Tuesday, October 14 2008**

-   CFS Access Restricted to process approved Manual YE Obligation
    adjustments (6:00 AM ET -- 2:30 PM ET); DW available

**Thursday, October 16 2008**

-   DoC Review Checklist Part I signed by NOAA & BIS CFO due to DoC OFM

-   Manual YE PPA SLT Adjustments to Budget Execution Office -- see
    specific guidance provided

**October XX 2008** (Date TBD)

-   Treasury Report on Receivables (TROR) due to Treasury

**Wednesday, October 22 2008**

-   Accepted manual YE PPA SLT Adjustments submitted into SLT screen --
    see specific guidance provided

**Thursday, October 23 2008**

-   CFS Access Restricted to process approved PPA YE Obligation
    adjustments (6:00 AM ET -- 12:00 NOON ET); DW available (reserve the
    right to restrict future dates, if needed for YE adjustments)

[]{.mark}

**Monday, October 27 2008**

-   Audit adjusted intra-governmental TDR & Intragovernmental Checklist
    Part II due to DoC OFM

**Thursday, November 6 2008**

-   DoC Review Checklist Part II signed by NOAA & BIS CFO due to DoC OFM

**TBD**

-   Management representation letter through November 8, 2008 due to DoC
    DCFO

-   Fieldwork ends for audits of stand-alone and consolidated bureaus

-   Consolidated IPA provides OFM with draft summary of material
    weaknesses, reportable conditions, and compliance matters

-   Fieldwork ends for audits at the Department-level

-   Consolidated IPA issues draft audit report to OIG and OFM

**Saturday, November 15 2008**

-   Unasserted claims due to FO-FPCD (by NOON ET)

**Monday, November 17 2008**

-   Department's CFO submits to OMB & Congress Department\'s final
    Performance & Accountability Report

-   Final Close of CBS FY 2008 GL Period

**45 days after Issuance of Final Audit Report**

-   Draft corrective action plans due to DoC OFM

**60 days after Issuance of Final Audit Report**

-   DoC submits to OIG Department's final corrective action plans

**Important FY 2008 CBS System Dates**

-   **Tuesday, September 23 2008 @ 8:00 PM ET**

    -   **Access to CBS restricted (Group 1)**

    -   **CA O/U process (Part A & B) begins & ends**

    -   **Access to CBS restricted -- ALTERNATIVE ACCESS METHOD to CBS**

-   **Wednesday, September 24 2008 (All day)**

    -   **Access to CBS restricted (Group 1) -- ALTERNATIVE ACCESS
        METHOD to CBS**

        -   ***Note -- Group 1 access will be limited to those
            processing YE closing activities in CBS Production
            Environment***

    -   **Reimbursable WIP process begins @ 5:00 AM ET & ends (by 12:00
        NOON ET)**

    -   **Sept GL Preliminary Closing Activities (includes Stage 1)
        begin @ 12:00 NOON ET**

    -   **PM -- DW Refresh begins w/ complete YE data**

    -   **PM -- Access to CBS restricted (Group 2)**

-   **Thursday, September 25 2008 (All day)**

    -   **Access to CBS restricted (Group 2)**

    -   **AM -- DW available w/ complete YE data**

-   **Friday, September 26 2008 (All day)**

    -   **Access to CBS restricted (Group 2)**

-   **Saturday, September 27 2008 (All day)**

    -   **Access to CBS restricted (Group 2)**

-   **Sunday, September 28 2008 (All day)**

    -   **Access to CBS restricted (Group 2)**

-   **Monday, September 29 2008 (All day)**

    -   **Access to CBS restricted (Group 2)**

-   **Tuesday, September 30 2008 (All day)**

    -   **Access to CBS restricted (Group 2)**

-   **Wednesday, October 1 2008**

    -   **CBS available to all users**

    -   **1^st^ FY2009 Disbursement Run**

-   **Saturday, October 4 2008 (8:30 AM -- 2:00 PM ET)**

    -   **Access to CBS restricted (Group 3) -- Reopening September for
        EDA Stage 1 adjustments**

-   **Tuesday, October 14 2008 (6:00 AM -- 2:00 PM ET)**

    -   **AM -- Access to CBS restricted (Group 4) -- Reopening
        September for NOAA's Approved Manual On-Top Adjustments (Stage 1
        adjustments)**

-   **Thursday, October 23 2008 (6:00 AM -- 12:00 NOON ET)**

    -   **Access to CBS restricted (Group 5) -- Reopening September for
        NOAA's Approved PPA Adjustments (Stage 1 SLT adjustments)**

-   **Monday, November 17 2008**

    -   **FY2008 CBS Final Closing**

+------+--------+----------+---------+----------+----------+--------+
| **S  |        |          |         |          |          |        |
| epte |        |          |         |          |          |        |
| mber |        |          |         |          |          |        |
| 2008 |        |          |         |          |          |        |
| Ca   |        |          |         |          |          |        |
| lend |        |          |         |          |          |        |
| ar** |        |          |         |          |          |        |
|      |        |          |         |          |          |        |
| **Su |        |          |         |          |          |        |
| nday |        |          |         |          |          |        |
| Mo   |        |          |         |          |          |        |
| nday |        |          |         |          |          |        |
| Tue  |        |          |         |          |          |        |
| sday |        |          |         |          |          |        |
| W    |        |          |         |          |          |        |
| edne |        |          |         |          |          |        |
| sday |        |          |         |          |          |        |
| Thur |        |          |         |          |          |        |
| sday |        |          |         |          |          |        |
| Fr   |        |          |         |          |          |        |
| iday |        |          |         |          |          |        |
| Sa   |        |          |         |          |          |        |
| turd |        |          |         |          |          |        |
| ay** |        |          |         |          |          |        |
+------+--------+----------+---------+----------+----------+--------+
| Aug  | HDAY 1 | 2        | 3       | 4        | 5        | 6      |
| 31   |        |          |         |          |          |        |
|      |        |          |         |          | System   |        |
|      |        |          |         |          | Mai      |        |
|      |        |          |         |          | ntenance |        |
|      |        |          |         |          | una      |        |
|      |        |          |         |          | vailable |        |
|      |        |          |         |          | @ 8pm -- |        |
|      |        |          |         |          | 12am     |        |
+------+--------+----------+---------+----------+----------+--------+
| 7    | 8      | 9        | 10      | 11       | 12       | 13     |
|      |        |          |         |          |          |        |
|      |        |          |         |          | System   |        |
|      |        |          |         |          | Mai      |        |
|      |        |          |         |          | ntenance |        |
|      |        |          |         |          | una      |        |
|      |        |          |         |          | vailable |        |
|      |        |          |         |          | @ 8pm -- |        |
|      |        |          |         |          | 12am     |        |
|      |        |          |         |          | (RES     |        |
|      |        |          |         |          | CHEDULE) |        |
+------+--------+----------+---------+----------+----------+--------+
| 14   | 15     | 16       | 17      | 18       | 19       | 20     |
|      |        |          |         |          |          |        |
|      | CBS    | CBS HELP | CBS     | CBS HELP | CBS HELP | Normal |
|      | HELP   | DESK 6AM | HELP    | DESK 6AM | DESK 6AM | DW     |
|      | DESK   | -- 6PM   | DESK    | -- 6PM   | -- 6PM   | R      |
|      | 6AM -- |          | 6AM --  |          |          | efresh |
|      | 6PM    |          | 6PM     |          |          |        |
|      |        |          |         |          |          | CBS    |
|      |        |          |         |          |          | HELP   |
|      |        |          |         |          |          | DESK   |
|      |        |          |         |          |          | 7AM -- |
|      |        |          |         |          |          | 5PM    |
+------+--------+----------+---------+----------+----------+--------+
| 21   | 22     | 23       | 24      | 25       | 26       | 27     |
|      |        |          |         |          |          |        |
| Spe  | Normal | Special  | Special | Cancel   | Cancel   | Cancel |
| cial | DW     | DW       | DW      | DW       | DW       | DW     |
| DW   | R      | Refresh  | Refresh | Refresh  | Refresh  | R      |
| Ref  | efresh |          |         |          |          | efresh |
| resh |        | [8:00 PM | All Day | [6:00 AM | All Day  |        |
|      | CBS    | ET       | --      | ET --    | --       | All    |
| CBS  | HELP   | --FY08   | Access  | FY08 YE  | Access   | Day -- |
| HELP | DESK   | CFS      | to      | Data     | to       | Access |
| DESK | 6AM -- | Closed   | Pro     | A        | Pr       | to     |
| 7AM  | 6PM    | ]{.mark} | duction | vailable | oduction | Prod   |
| --   |        |          | CFS     | in       | CFS      | uction |
| 5PM  |        | 8:00 PM  | Res     | DW       | Re       | CFS    |
|      |        | ET --    | tricted | ]{.mark} | stricted | Rest   |
|      |        | Access   | (DW     |          | (DW      | ricted |
|      |        | to       | Ava     | All Day  | Av       | (DW    |
|      |        | Pr       | ilable) | --       | ailable) | Avai   |
|      |        | oduction |         | Access   |          | lable) |
|      |        | CFS      | CBS     | to       | CBS HELP |        |
|      |        | Re       | HELP    | Pr       | DESK 6AM | CBS    |
|      |        | stricted | DESK    | oduction | -- 6PM   | HELP   |
|      |        | (DW      | 6AM --  | CFS      |          | DESK   |
|      |        | Av       | 6PM     | Re       |          | 7AM -- |
|      |        | ailable) |         | stricted |          | 5PM    |
|      |        |          |         | (DW      |          |        |
|      |        | CBS HELP |         | Av       |          |        |
|      |        | DESK 6AM |         | ailable) |          |        |
|      |        | -- 8PM   |         |          |          |        |
|      |        |          |         | CBS HELP |          |        |
|      |        |          |         | DESK 6AM |          |        |
|      |        |          |         | -- 6PM   |          |        |
+------+--------+----------+---------+----------+----------+--------+
| 28   | 29     | 30       |         |          |          |        |
|      |        |          |         |          |          |        |
| All  | Cancel | Cancel   |         |          |          |        |
| Day  | DW     | DW       |         |          |          |        |
| --   | R      | Refresh  |         |          |          |        |
| Ac   | efresh |          |         |          |          |        |
| cess |        | All Day  |         |          |          |        |
| to   | All    | --       |         |          |          |        |
| Pr   | Day -- | Access   |         |          |          |        |
| oduc | Access | to       |         |          |          |        |
| tion | to     | Pr       |         |          |          |        |
| CFS  | Prod   | oduction |         |          |          |        |
| Re   | uction | CFS      |         |          |          |        |
| stri | CFS    | Re       |         |          |          |        |
| cted | Rest   | stricted |         |          |          |        |
| (DW  | ricted | (DW      |         |          |          |        |
| Av   | (DW    | Av       |         |          |          |        |
| aila | Avai   | ailable) |         |          |          |        |
| ble) | lable) |          |         |          |          |        |
|      |        | CBS HELP |         |          |          |        |
| CBS  | CBS    | DESK 6AM |         |          |          |        |
| HELP | HELP   | -- 6PM   |         |          |          |        |
| DESK | DESK   |          |         |          |          |        |
| 7AM  | 6AM -- |          |         |          |          |        |
| --   | 6PM    |          |         |          |          |        |
| 5PM  |        |          |         |          |          |        |
+------+--------+----------+---------+----------+----------+--------+

+------+--------+---------+---------+-----------+----------+--------+
| *    |        |         |         |           |          |        |
| *Oct |        |         |         |           |          |        |
| ober |        |         |         |           |          |        |
| 2008 |        |         |         |           |          |        |
| Ca   |        |         |         |           |          |        |
| lend |        |         |         |           |          |        |
| ar** |        |         |         |           |          |        |
|      |        |         |         |           |          |        |
| **Su |        |         |         |           |          |        |
| nday |        |         |         |           |          |        |
| Mo   |        |         |         |           |          |        |
| nday |        |         |         |           |          |        |
| Tue  |        |         |         |           |          |        |
| sday |        |         |         |           |          |        |
| W    |        |         |         |           |          |        |
| edne |        |         |         |           |          |        |
| sday |        |         |         |           |          |        |
| Thur |        |         |         |           |          |        |
| sday |        |         |         |           |          |        |
| Fr   |        |         |         |           |          |        |
| iday |        |         |         |           |          |        |
| Sa   |        |         |         |           |          |        |
| turd |        |         |         |           |          |        |
| ay** |        |         |         |           |          |        |
+------+--------+---------+---------+-----------+----------+--------+
|      |        |         | 1       | 2         | 3        | 4      |
|      |        |         |         |           |          |        |
|      |        |         | []      | CBS HELP  | System   | 8:30   |
|      |        |         | {.mark} | DESK 6AM  | Mai      | AM ET  |
|      |        |         |         | -- 6PM    | ntenance | --     |
|      |        |         | Normal  |           | una      | 2:00   |
|      |        |         | DW      |           | vailable | PM ET  |
|      |        |         | Refresh |           | @ 8pm -- | --     |
|      |        |         |         |           | 12am     | Access |
|      |        |         | [NOON   |           |          | to     |
|      |        |         | ET      |           | CBS HELP | Prod   |
|      |        |         | --CFS   |           | DESK 6AM | uction |
|      |        |         | Opened  |           | -- 6PM   | CFS    |
|      |        |         | for FY  |           |          | Rest   |
|      |        |         | 2009]   |           |          | ricted |
|      |        |         | {.mark} |           |          |        |
|      |        |         |         |           |          | (DW    |
|      |        |         | CBS     |           |          | Avai   |
|      |        |         | HELP    |           |          | lable) |
|      |        |         | DESK    |           |          |        |
|      |        |         | 6AM --  |           |          | CBS    |
|      |        |         | 6PM     |           |          | HELP   |
|      |        |         |         |           |          | DESK   |
|      |        |         |         |           |          | 8AM -- |
|      |        |         |         |           |          | 4PM    |
+------+--------+---------+---------+-----------+----------+--------+
| 5    | 6      | 7       | 8       | 9         | 10       | 11     |
|      |        |         |         |           |          |        |
| CBS  | CBS    | CBS     | CBS     | CBS HELP  | CBS HELP |        |
| HELP | HELP   | HELP    | HELP    | DESK 6AM  | DESK 7AM |        |
| DESK | DESK   | DESK    | DESK    | -- 6PM    | -- 5PM   |        |
| 8AM  | 8AM -- | 6AM --  | 6AM --  |           |          |        |
| --   | 4PM    | 6PM     | 6PM     |           |          |        |
| 4PM  |        |         |         |           |          |        |
+------+--------+---------+---------+-----------+----------+--------+
| 12   | HDAY   | 14      | 15      | 16        | 17       | 18     |
|      | 13     |         |         |           |          |        |
|      |        | 6:00 AM |         |           | System   |        |
|      |        | ET --   |         |           | Mai      |        |
|      |        | 2:30 PM |         |           | ntenance |        |
|      |        | ET --   |         |           | una      |        |
|      |        | Access  |         |           | vailable |        |
|      |        | to      |         |           | @ 8pm -- |        |
|      |        | Pro     |         |           | 12am     |        |
|      |        | duction |         |           |          |        |
|      |        | CFS     |         |           |          |        |
|      |        | Res     |         |           |          |        |
|      |        | tricted |         |           |          |        |
|      |        |         |         |           |          |        |
|      |        | (DW     |         |           |          |        |
|      |        | Ava     |         |           |          |        |
|      |        | ilable) |         |           |          |        |
+------+--------+---------+---------+-----------+----------+--------+
| 19   | 20     | 21      | 22      | 23        | 24       | 25     |
|      |        |         |         |           |          |        |
|      |        |         |         | \         |          |        |
|      |        |         |         | *\*\*6:00 |          |        |
|      |        |         |         | AM ET --  |          |        |
|      |        |         |         | 12:00 PM  |          |        |
|      |        |         |         | ET --     |          |        |
|      |        |         |         | Access to |          |        |
|      |        |         |         | P         |          |        |
|      |        |         |         | roduction |          |        |
|      |        |         |         | CFS       |          |        |
|      |        |         |         | R         |          |        |
|      |        |         |         | estricted |          |        |
|      |        |         |         |           |          |        |
|      |        |         |         | (DW       |          |        |
|      |        |         |         | A         |          |        |
|      |        |         |         | vailable) |          |        |
+------+--------+---------+---------+-----------+----------+--------+
| 26   | 27     | 28      | 29      | 30        | 31       |        |
|      |        |         |         |           |          |        |
|      |        |         |         |           | System   |        |
|      |        |         |         |           | Mai      |        |
|      |        |         |         |           | ntenance |        |
|      |        |         |         |           | una      |        |
|      |        |         |         |           | vailable |        |
|      |        |         |         |           | @ 8pm -- |        |
|      |        |         |         |           | 12am     |        |
+------+--------+---------+---------+-----------+----------+--------+
| **\* |        |         |         |           |          |        |
| \*\* |        |         |         |           |          |        |
| 1    |        |         |         |           |          |        |
| 0/23 |        |         |         |           |          |        |
| --   |        |         |         |           |          |        |
| Ad   |        |         |         |           |          |        |
| diti |        |         |         |           |          |        |
| onal |        |         |         |           |          |        |
| D    |        |         |         |           |          |        |
| ates |        |         |         |           |          |        |
| may  |        |         |         |           |          |        |
| be   |        |         |         |           |          |        |
| re   |        |         |         |           |          |        |
| quir |        |         |         |           |          |        |
| ed** |        |         |         |           |          |        |
+------+--------+---------+---------+-----------+----------+--------+

**FY 2008 Year-End Closing Instructions**

These instructions are for closing the accounting records for the Fiscal
Year (FY) ending September 30, 2008. The FY 2008 final reports will
reflect all accepted accounting entries made through **September 23**.

To ensure the FY 2008 final reports accurately reflect the status of
your organization, accounting documents and adjustment requests must
reach your servicing finance office by the dates indicated in these
instructions. All accounting documents and adjustment requests received
in your servicing finance office after the dates indicated in these
instructions must be sent through your respective Line/Staff CFO Office
for pre-approval.

It is the responsibility of the Line/Staff Offices to review reports
frequently to ensure all documents that you have sent to your servicing
finance office have been recorded accurately in the Commerce Business
System (CBS).

If you send a document to your servicing finance office and do not see
the transaction on your reports within a reasonable time frame, contact
the appropriate servicing finance office or employee who is responsible
for the document as indicated on the following websites:

**ACCOUNTING OPERATIONS DIVISION:
[www.corporateservices.noaa.gov/\~finance/contact%20for%20AOD.html]{.underline}**

**EASTERN FINANCE BRANCH:**

**[www.easc.noaa.gov/fin/finstaff_v2.htm]{.underline}**

**CENTRAL FINANCE BRANCH:**

**[www.corporateservices.noaa.gov/\~finance/staff%20directory%20lines%20Central.xls]{.underline}**

**MOUNTAIN FINANCE BRANCH:**

[**www.masc.noaa.gov/masc/fmd/staff.html**](http://www.masc.noaa.gov/masc/fmd/staff.html)

**WESTERN FINANCE BRANCH:**

**[www.rdc.noaa.gov/\~finance/FOWFB.html]{.underline}**

Most current documentation can be found on following website (Finance
Office Accounting Operation Division's website):

[http://www.corporateservices.noaa.gov/%7efinance/yearend.html](http://www.corporateservices.noaa.gov/~finance/yearend.html)

Please contact Lois Coleman on 301-444-2104 for questions or additional
information.

**IMPORTANT DATES**

***[Undelivered Orders]{.underline}***

Undelivered orders are obligations for goods/services that have been
ordered but have not been received. Obligating documents should be sent
to the servicing finance office as soon as they are completed.

Obligating documents for undelivered orders must be received by your
servicing finance office by **September 22.** Your servicing finance
office will not be able to enter **new** obligations or
**modifications** to obligations previously interfaced. Those will need
to be processed through C-Request, C-Buy, and the ORSI interface. Please
allow ample time to ensure funding availability.

***[Disbursements]{.underline}***

Disbursement documents (invoices, vouchers, etc) should be submitted as
soon as they are received.

To ensure that a disbursement occurs in FY 2008, disbursement documents
must be received in your servicing finance office by **September 12**.
If a disbursement document is received after **September 12**, it will
be accrued and processed for payment in FY 2009.

If an emergency payment is required after **September 12**, it must be
processed by the Accounting Operations Division. To qualify as an
emergency payment, it must require immediate action to avoid (1) a
shutdown of a NOAA mission; (2) an adverse political reaction; or (3)
discontinuance of a service (i.e., utilities, telephone, etc.). All
emergency payments must be certified by the Line/Staff Office Chief
Financial Officers.

For questions related to emergency payments and/or copies of the
Emergency Certification Form, please contact Karen Green at
301-444-2105.

***[Collections]{.underline}***

Collections must be received to ensure they are recorded in CBS in FY
2008 by **September 19**.

Collections received after September 19 will be deposited, but not
recorded in CBS until FY 2009. The Financial Reporting Division will
review deposits for material dollar amounts occurring September 20
through September 30 and determine if a manual on-top adjustment to the
FY 2008 accounting records is necessary.

***[Adjustments]{.underline}***

Document level adjustments for transactions must be submitted to your
servicing finance office by **September 19**.

Document level adjustments should be sent to the responsible employee
identified in your servicing finance office's website listed on page 14.
Line/Staff Offices should consider processing small dollar adjustments
as summary level adjustments whenever possible.

Adjustments below \$1,000 may not be processed due to tight time
constraints at year end.

***[Accruals]{.underline}***

Accruals are obligations for goods/services that will be received by
September 30, but have not been paid. For further information, please
view the accruals presentation at

**[http://www.corporateservices.noaa.gov/\~finance/accruals2003.ppt]{.underline}**

Accruals must be received by your servicing finance office to ensure
they are recorded in CBS in FY 2008 by **September 19.**

When submitting accruals, please use the proper form at pages 17 and 18.
If you desire to fax the accrual, a list of fax numbers is available on
page 19.

Auditors will be sampling the validity of year end accruals. It is the
responsibility of the Line/Staff Office submitting the accrual to
maintain proper documentation to support the accrual.

If you submit an invoice after year end closing for a document that you
accrued in FY 2008, please write **Accrued** on the invoice so that
finance staff will know to reduce the accrual when paying the invoice.

**[ACCRUAL FORM]{.underline}**

(Contracts, Purchase Orders and Interagency Agreements only)

ACCRUAL FOR
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

(Enter: Contract or Interagency Agreement)

TO:\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

(See page 19 for fax numbers)

FROM:
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
TELEPHONE: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

I request an accrual for:

<table>
<colgroup>
<col style="width: 12%" />
<col style="width: 14%" />
<col style="width: 4%" />
<col style="width: 6%" />
<col style="width: 9%" />
<col style="width: 5%" />
<col style="width: 21%" />
<col style="width: 6%" />
<col style="width: 12%" />
<col style="width: 7%" />
</colgroup>
<tbody>
<tr class="odd">
<td><p>CBS Oblig No</p>
<p>(if known)</p></td>
<td>Source Reference No</td>
<td>FY</td>
<td>Bureau</td>
<td>Project Code</td>
<td><p>Task</p>
<p>Code</p></td>
<td>Organization Code</td>
<td><p>Object</p>
<p>Class</p></td>
<td>Amount</td>
<td>Item No</td>
</tr>
<tr class="even">
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
</tr>
<tr class="odd">
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
</tr>
</tbody>
</table>

The total amount was based upon the following (check one):

\_\_ Invoice is attached.

\_\_ Performance Report is attached.

\_\_ Written cost estimate stating costs through September 30 is
attached.

\_\_ It is a recurring monthly or quarterly bill. My calculations for
the estimate for the accrual are based on previous activity. My
calculations are attached.

\_\_ **All** of the goods and services have been received, but I have
not received an invoice, performance report, or written estimate. The
entire Undelivered Order for this document should be accrued.

\_\_ **Some** of the goods and services have been received, but I have
not received an invoice, performance report, or written estimate. My
calculations for determining the accrual amount are attached.

**[ACCRUAL FORM]{.underline}**

(all except contracts, purchase orders and interagency agreements)

ACCRUAL FOR
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

(Enter document type; **only one document type per form)**

TO:
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

(See page 19 for fax numbers)

FROM:
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
TELEPHONE: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

I request an accrual for:

<table>
<colgroup>
<col style="width: 12%" />
<col style="width: 14%" />
<col style="width: 4%" />
<col style="width: 6%" />
<col style="width: 9%" />
<col style="width: 5%" />
<col style="width: 21%" />
<col style="width: 6%" />
<col style="width: 10%" />
<col style="width: 10%" />
</colgroup>
<tbody>
<tr class="odd">
<td><p>CBS Oblig No</p>
<p>(if known)</p></td>
<td>Source Reference No</td>
<td>FY</td>
<td>Bureau</td>
<td>Project Code</td>
<td><p>Task</p>
<p>Code</p></td>
<td>Organization Code</td>
<td><p>Object</p>
<p>Class</p></td>
<td>Amount</td>
<td>Remarks</td>
</tr>
<tr class="even">
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
</tr>
<tr class="odd">
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
</tr>
<tr class="even">
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
</tr>
<tr class="odd">
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
</tr>
<tr class="even">
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
</tr>
<tr class="odd">
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
</tr>
</tbody>
</table>

FAX NUMBERS

Use the following fax numbers to submit documentation and accrual forms
to your servicing finance office. Please use the fax number associated
with appropriate document type:

  --------------------------------- ------------------------ --------------------------------
  **[ORGANIZATION]{.underline}**:   **[FAX                   **[DOCUMENT TYPE]{.underline}**:
                                    NUMBER]{.underline}**:   

  **ACCOUNTING OPERATIONS           301-413-0022             Blanket Purchase Orders,
  DIVISION:**                                                Contract Observers, Purchase
                                                             Orders & Purchase Card

                                    301-427-2025             Contracts, GSA
                                                             Telecommunications, Recurring
                                                             Payments (Utilities, Commercial
                                                             Telephones), Training & Leases

                                    301-413-6998             Interagency Agreements,
                                                             Printing, Reimbursable Work
                                                             Authorizations & Unemployment
                                                             Compensation

                                    301-427-3242             Travel Vouchers, Transportation
                                                             for Travelers, NOAA Commissioned
                                                             Corps Storage & Government and
                                                             Commercial Bills of Lading

  **EASTERN FINANCE:**              757-441-3863             ALL Document Types

  **CENTRAL FINANCE:**              816-274-6992             ALL Document Types

  **MOUNTAIN FINANCE:**             303-497-7649             Transportation for Travelers

                                    303-497-3913             ALL OTHER document types

  **WESTERN FINANCE:**              206-527-7397             Transportation for Travelers

                                    206-526-6672             ALL OTHER document types
  --------------------------------- ------------------------ --------------------------------

**[GENERAL ACCRUAL INSTRUCTIONS]{.underline}**

The following document types do not have any special year end
instructions. Submit year end accruals for these document types using
the form at page 18 by **September 21**.

**Blanket Purchase Agreements**

**Contract Observers**

**FEDSTRIP (submit to MOUNTAIN FINANCE only)**

**Printing Orders**

**Reimbursable Work Authorizations**

**Unemployment Compensation**

**NOAA Commissioned Corps Storage**

**[SPECIAL YEAR END INSTRUCTIONS]{.underline}**

***[Contracts/Purchase Orders]{.underline}***

Submit year end accruals to your servicing finance office using the form
at by **September 19.** If you have not received any accrual
documentation from the contractor, you will need to estimate the amount
of the contract that should be accrued for services that will be
received through September 30.

If you have questions on how to estimate an accrual, please contact:

ACCOUNTING OPERATIONS DIVISION - Keith Schellhase (301)444-2780

EASTERN FINANCE -- Frank Hewitt (757)441-6456

CENTRAL FINANCE -- Janet Solomon (816)426-7830 or Debbie Ferrara
(816)426-7822

MOUNTAIN FINANCE -- Jo Shubert (303)497-6327

WESTERN FINANCE -- Krystal Nguyen (206) 526-4394

***[Federal Express]{.underline}***

Accruals will not be accepted for Federal Express charges. Invoices will
be downloaded and processed at least through **September 12.** Costs
incurred after September 12 may be charged to FY 2009.

***[Gifts & Bequests]{.underline}***

All CD 210 packets (including SF326 and travel checklist) should be
received by your servicing finance office so they can be included in the
report to DOC by **October 3**. Also, NOAA adjustments for travel costs
that should be moved over to 8LP1A01 (Gifts and Bequests Fund) will be
initiated by your servicing finance office prior to year end closing.

***[Government and Commercial Bills of Lading (GBLs &
CBLs)]{.underline}***

Submit year end accruals for GBLs and/or CBLs to your servicing finance
office using the form at page 17 by **September 19**. On the accrual
request, please include the name of the shipping company providing the
service in the Remarks column.

***[GSA Telecommunication Charges]{.underline}***

The Finance Office will create accruals using the May invoice for June,
July, August and September. The Telecommunications Division will
distribute for review a telecommunications accrual file for the same
months to the Line/Staff Offices. Questions concerning the file should
be directed to Cliff Schoenberger on (301)713-3333 x217 or
[Cliff.Schoenberger@noaa.gov.]{.underline}

Line/staff offices will return the file with corrections/adjustments to
the Telecommunications Division and to the Finance Office. The finance
office will make updates based on the corrections/adjustments submitted
by the line offices.

***[Interagency Agreements B (IAGPO)]{.underline}***

Submit year end accruals to your servicing finance office using the form
at page 17 by **September 19**. If you have not received any accrual
documentation from the other Government agency, you must estimate the
amount of the agreement that should be accrued for services that will be
received through September 30.

***[Leases]{.underline}***

Accruals for leases should be reviewed to ensure the accruals plus prior
disbursements reflect the expected [annual]{.underline} cost by
**September 19**.

For existing accounts, CBS will automatically project accruals through
September 30th**.** New leases are not included in this projection.
Submit accruals for new leases to your servicing finance office by using
the form at page 17.

***[Local Travel and Employee Reimbursements]{.underline}***

Accruals will not be accepted for local travel vouchers and
miscellaneous employee reimbursements. Local travel vouchers and
miscellaneous employee reimbursements must be received in the servicing
finance office by **September 12** to ensure payment in FY 2008**.** If
these are received after **September 12,** they will be paid in FY 2009.

***[Motor Pool]{.underline}***

It will not be necessary to send accruals to the Central Finance Branch.
The last billing that is received and paid by September 19 will be used
to establish accruals. There is a very short time to process the August
billing; therefore it is imperative that you forward any GSA
Miscellaneous Billing Form 2559 directly to Central Finance Branch as
soon as you receive it.

Because all accruals must have a vehicle tag number as a reference,
please notify Central Finance Branch of the tag number and the
accounting information if your office acquires a GSA vehicle that does
not appear on the July billing.

These accruals will be processed by Central Finance Branch by September
19. You may send any information to Janet Solomon via electronic-mail at
Janet.G.Solomon@noaa.gov. You may also reach

Ms. Solomon on (816)426-7830.

***[Payroll]{.underline}***

During the middle of September, payroll accruals based on pay period 17
will be established in CBS to reflect estimated payroll expenses through
September 30. These accruals will provide Line/Staff Offices with an
idea of remaining funds available for obligation or possible carryover.
Fifty percent of the accruals will be replaced with actual expenses when
pay period 18 is processed in CBS at the end of September.

***[Purchase Card and Convenience Checks]{.underline}***

CBS Bankcard team will notify Cardholders/Approving Officials by email
when they are able to reconcile these transactions. Notification will
also be posted on the CBS website:

http://www.corporateservices.noaa.gov/\~cbs/cpcs.htm

Manual accruals will not be accepted for purchases that are not on the
September 18 statement. These purchases will be charged to FY 2009.

***[Recurring Payments (Utilities, Commercial
Telephones)]{.underline}***

CBS will generate a listing of projected accruals through September 30
and send to the finance offices.

The servicing finance offices will distribute a listing of projected
accrual transactions to the Line/Staff Offices by **August 12**.
Line/Staff Offices will review the list to ensure the accruals plus
prior disbursements reflect the expected annual cost.

Line/Staff Offices will make appropriate adjustments and return the list
to their servicing finance office by **August 29**.

Manual year end accruals should only be submitted for new accounts where
no previous invoices have been paid.

Submit year end accruals for new accounts to your servicing finance
office using the form at page 17 by **September 19**.

***[Training]{.underline}***

Submit year end accruals to your servicing finance office using the form
at page 17 by **September 19**.

These accruals should only include training that cannot be purchased
with the Purchase Card and will take place by September 30.

**[TRAVEL]{.underline}**

**\*WITH THE PLANNED UPGRADE TO TRAVEL MANAGER 9.0 IN JULY 2008, TRAVEL
AUTHORIZATIONS WILL CREATE AN UNDELIVERED ORDER FOR COMMON CARRIER AND
TRAVELER REIMBURSEMENT EXPENSES. THIS SHOULD ELIMINATE OR SIGNIFICANTLY
REDUCE THE NEED FOR ESTIMATED ACCRUALS FOR EXPENSES BILLED THROUGH THE
CENTRALLY BILLED ACCOUNT.**

***[Transportation for Travelers]{.underline}***

Submit year end accruals to your servicing finance office as soon as the
Travel Authorization is signed by the authorizing official using the
form at page 17 but not later than **September 19.**

Transportation accruals should be based on the following criteria:

-   If a transportation ticket (air, train, etc.) for FY 2008 travel
    will be issued by ADTRAV for travel beginning after **August 31 (See
    note below),** send a copy of the travel authorization and the
    accrual form at page 17 to your servicing finance office.

    1.  Make separate entries on the accrual request for the ticket
        amount and transaction fee since these have to be accrued
        separately.

    2.  Indicate on the accrual form in the Remarks column the Travel
        Management Center (Birmingham, Silver Spring, HCHB, or Navigant)
        where the ticket was purchased.

-   If the traveler is charging his/her transportation tickets to
    his/her Government issued travel card for FY 2008 and the travel is
    completed after **September 5**, send a copy of the Travel
    Authorization to your servicing finance office to accrue the
    transportation cost using the form at Page 17.

***Note: Since August 31st is an estimated cutoff date, some
transportation charges for travel after this date may be included on
ADTRAV invoices which will be processed by the finance office. If you
have submitted an accrual request, but see a duplicate accrual in your
reports, please contact your servicing Finance Office to reverse the
manual accrual.  If you see an accrual in your reports for
transportation charges for travel after August 31, you should not send
an accrual request to your servicing Finance Office.\
***

***[Travel Vouchers - Permanent Change of Station (PCS)]{.underline}***

PCS orders issued in FY 2008 must be obligated using FY 2008 funds.

To obligate a PCS order, submit a CD-29, Travel Authorization and the
Estimated Relocation Expense Worksheet to your servicing finance office
by **September 19**. Indicate on the travel authorization "PCS
OBLIGATION".

***[Travel Vouchers - Temporary Duty (TDY)]{.underline}***

Year end manual accruals will not be recorded for TDY travel (except
airfare---see transportation for travel accrual instructions).

Local and TDY travel vouchers must be completed and approved in Travel
Manager by **September 12**, to ensure reimbursements are made in FY
2008.

A signed voucher is necessary for payment; therefore, immediately
forward the appropriate supporting documents to your servicing finance
office. If you cannot provide the original documents in time, a fax will
be acceptable; however, ensure you follow your servicing finance office
guidelines for submittal of vouchers.

Local and TDY travel vouchers received between September 13 and by close
of business September 19 will be processed as FY 2008 business and paid
after year-end closing. The vouchers must be completed and approved in
Travel Manager.

An approved paper voucher with supporting documentation must be received
by your servicing finance office by **September 19**, in order for the
system to record an accrual for the travel expenses.

If the recording of a FY 2008 accrual for travel which begins in FY 2008
and ends in FY 2009 is desired, a partial travel voucher can be
completed in Travel Manager for travel expenses incurred in FY 2008.

**Example: Dates of travel: September 1, 2008 through October 9, 2008**

1)  Partial Voucher 9/1/08 -- 9/12/08. If received by 9/12/08, payment
    will be in FY 2008.

2)  Partial Voucher 9/13/08 -- 9/19/08. If received by COB 9/19/08,
    voucher accrued in FY 2008, payment in FY 2009 as FY 2008 business

3)  Partial voucher 9/20/08 -- 10/9/08. If received after 9/19/08:

    a.  **9/20/08 -- 9/30/08** -- Payment will be made in FY 2009 but
        you must use FY 2008 Accounting Classification Code
        Structure(ACCS)

    b.  **10/1/08 -- 10/9/08** -- Payment will be made in FY 2009 and
        you must use FY 2009 ACCS.

**[Receivables:]{.underline} Receivables Branch Fax #: 301-413-6999**

***[Civil Monetary Penalties]{.underline}***

Submit a list of all cases that have legally enforceable debt but have
not been transferred to the Receivables Branch for collection by
**September 22.** This list should include the case number, dollar
amount, Project number, and reason why the case was not forwarded.

***[Fund Codes "05", "06" and "96" Reimbursable Projects]{.underline}***

Notify the Receivables Branch of any FY 2008 advances which must be
billed by **September 12**.

***[Fund Code "07" and "97" Reimbursable Projects]{.underline}***

Checks sent directly to the Line Offices for reimbursable projects must
be received by **September 18**.

***[Bills for Appropriation Refunds or Miscellaneous
Purposes]{.underline}***

Submit documentation to bill for any overpayment or audit disallowance
by **September 19**. This documentation should include the name,
address, taxpayer identification number, dollar amount owed, award
number (if applicable), CBS ACCS, and all background information to
justify sending the bill.

Depending on location, please fax documentation to:

ACCOUNTING OPERATIONS DIVISION - FAX number 301-413-6999

EASTERN FINANCE - FAX number 757-441-3863

CENTRAL FINANCE - FAX number 816-274-6992

MOUNTAIN FINANCE - FAX number 303-497-3913

WESTERN FINANCE - FAX number 206-526-6672

***[Bills for Inspection and Grading]{.underline}***

All billing information through September 30 must be entered by the
regions no later than **September 22**. On October 3, the bills will be
prepared and the data entered into CBS.

***[Bills for Premiums and Outstanding Loans]{.underline}***

Disbursement requests must be received by **NOON, September 12**.

Receipts, which should be included as part of FY 2008 business, must be
received in the Receivables Branch by **September 19**.

***[Write-offs of Uncollectible Debt]{.underline}***

Write-offs of uncollectible debt must be received by **September 17**.
We need to know if the debt is being written off because of bankruptcy
(if bankruptcy, submit a copy of the bankruptcy notice), and if the
forgiveness of debt should be reported to the Internal Revenue Service.