![](media/image1.wmf){width="3.5in" height="2.801388888888889in"}

OFFICE OF THE CHIEF FINANCIAL OFFICER

Office Work Instruction

**BUDGET EXECUTION**

Approved by:

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Stephen J. Varholy

Deputy Chief Financial Officer

### DOCUMENT HISTORY LOG {#document-history-log .unnumbered}

+----------+--------+--------+-----------------------------------------+
| Status   | Do     | Eff    | Description                             |
|          | cument | ective |                                         |
| (B       |        |        |                                         |
| aseline/ | Re     | Date   |                                         |
|          | vision |        |                                         |
| R        |        |        |                                         |
| evision/ |        |        |                                         |
|          |        |        |                                         |
| C        |        |        |                                         |
| anceled) |        |        |                                         |
+----------+--------+--------+-----------------------------------------+
| Baseline |        | Fe     |                                         |
|          |        | bruary |                                         |
|          |        | 4,     |                                         |
|          |        | 2000   |                                         |
+----------+--------+--------+-----------------------------------------+
| Admini   | Ba     | May 5, | Administrative corrections made to      |
| strative | seline | 2000   | procedure 6.3.3 to increase clarity to  |
| Change   |        |        | procedure 6.9 and 6.10 to correct       |
|          |        |        | numerical error.                        |
+----------+--------+--------+-----------------------------------------+
| Admini   | Ba     | May    | Administrative change made to Section   |
| strative | seline | 23,    | 7.0 to reflect NPG 1441.1C revision to  |
| Change   |        | 2000   | retention and disposition for Schedule  |
|          |        |        | 7, Item 24.A.1.                         |
+----------+--------+--------+-----------------------------------------+
| Revision | A      | J      | 3.0 - Added definitions for BRPA and    |
|          |        | anuary | OMB. Redesignated first Congressional   |
|          |        | 9,     | Operating Plan phase as the Initial     |
|          |        | 2001   | Internal Operating Plan.                |
|          |        |        |                                         |
|          |        |        | 5.0 & 6.0 - Modified Flowchart and      |
|          |        |        | Procedure sections to clarify sequence  |
|          |        |        | of events from development of Initial   |
|          |        |        | Internal Operating Plan to receipt of   |
|          |        |        | final appropriations and subsequent     |
|          |        |        | development of Congressional Operating  |
|          |        |        | Plans. Also, provided additional        |
|          |        |        | clarity for process to implement the    |
|          |        |        | Internal Operating Plan (Baseline       |
|          |        |        | Flow/Step 6.3, Revision 1 Flow/Step     |
|          |        |        | 6.6).                                   |
+----------+--------+--------+-----------------------------------------+
| Revision | B      | Fe     | Removes duplication of responsibility   |
|          |        | bruary | to conduct reviews of performance       |
|          |        | 8,     | status from HQOWI7410-B003 and          |
|          |        | 2002   | clarifies this responsibility at its    |
|          |        |        | current location in HQOWI7410-B002,     |
|          |        |        | Step 6.10, "Monitor and Review."        |
|          |        |        | Identifies electronic as input sources  |
|          |        |        | and storage for outputs. Clarifies the  |
|          |        |        | apportionment request includes amounts  |
|          |        |        | for reimbursements (Step 6.5.5).        |
|          |        |        | Updated Appendix A for clarification.   |
+----------+--------+--------+-----------------------------------------+
| Revision | C      | March  | Administrative changes made: (a)        |
|          |        | 27,    | Sections 5.0 and 6.0 to include all     |
|          |        | 2002   | Actionees supporting Step 6.6.3.3. for  |
|          |        |        | "Execute Internal Operating Plan        |
|          |        |        | (release funding)," (b) Section 5.0 and |
|          |        |        | 6.0 to include all Actionees supporting |
|          |        |        | Step 6.10.2. "Prepare Briefing          |
|          |        |        | Materials," and (c) for agreement of    |
|          |        |        | Actionees on Flowcharts and Procedures. |
+----------+--------+--------+-----------------------------------------+
|          |        |        |                                         |
+----------+--------+--------+-----------------------------------------+
|          |        |        |                                         |
+----------+--------+--------+-----------------------------------------+
|          |        |        |                                         |
+----------+--------+--------+-----------------------------------------+
|          |        |        |                                         |
+----------+--------+--------+-----------------------------------------+
|          |        |        |                                         |
+----------+--------+--------+-----------------------------------------+
|          |        |        |                                         |
+----------+--------+--------+-----------------------------------------+
|          |        |        |                                         |
+----------+--------+--------+-----------------------------------------+

# Purpose 

The purpose of this OWI is to document the process for implementing the
Agency's budget within the Office of the Chief Financial Officer.
Ensuring the proper and effective use of resources entrusted to the
Agency by the Administration, Congress, and other customers is critical
to the Agency achieving its mission. The OWI describes what is to be
accomplished by the process.

The Chief Financial Officer is responsible for the overview and
financial management of Agency resources relating to programs and
operations, including all resources aspect of the planning, programming,
and budgeting process. Budget execution is a resources aspect of the
budgeting process. He is also responsible for establishing funds control
for the Agency. The allocation of resources within appropriations
available to the Agency is a critical funds control element.

# Scope and Applicability

## 2.1 SCOPE {#scope .unnumbered}

This work instruction describes procedures for the budget execution
process at the Agency level. This process is continuous. Three fiscal
years appropriations are being executed during each fiscal year
(appropriation accounts are available for obligation for one, two, or
three years). In addition, parts of the appropriations received for
construction of facilities activities are available until expended. For
each account, there is also a five-year period after expiration for new
obligations that it is available for obligation adjustments. After this
five-year period, appropriation accounts are closed and any obligations
or adjustments to obligations that would have been properly chargeable
to that appropriation may be paid from an unexpired appropriation that
is available for obligation for the same purpose as the closed account.
Payments of obligations against canceled appropriations are made from
current year appropriations.

## 2.2 APPLICABILITY {#applicability .unnumbered}

This OWI is maintained by and applies to the Office of the Chief
Financial Officer. It covers the procedures performed within this office
to carry out the Chief Financial Officer's budget execution
responsibilities. The process involves establishing funds controls for
budget execution phases, issuing resources authority to Resources
Management Offices, allotting of funding to Centers by appropriation
within the controls to cover the resources issued, issuing reports of
activity to date, and monitoring the use of the funds.

# *Definitions*

+----+-----------------------------------------------------------------+
| \# | Item and Definition                                             |
+====+=================================================================+
| 3  | [Allotment Authorization (NF 504)]{.underline} -- Form used by  |
| .1 | the Chief Financial Officer's office to allocate appropriated   |
|    | and reimbursable funding to Centers by appropriation and fiscal |
|    | year.                                                           |
+----+-----------------------------------------------------------------+
| 3  | [BA]{.underline} -- Budget Analyst in Budget Control section of |
| .2 | Code BR                                                         |
+----+-----------------------------------------------------------------+
| 3  | [BP]{.underline} -- Program Analyst in Budget Control section   |
| .3 | of Code BR                                                      |
+----+-----------------------------------------------------------------+
| 3  | [BR]{.underline} -- Code Designation for Resources Analysis     |
| .4 | Division of Headquarters Code B                                 |
+----+-----------------------------------------------------------------+
| 3  | [BRPA]{.underline} -- Code BR Program Analyst                   |
| .5 |                                                                 |
+----+-----------------------------------------------------------------+
| 3  | [CARAB]{.underline} - Chief of the Accounting, Reporting and    |
| .6 | Analysis Branch, Code BFB                                       |
+----+-----------------------------------------------------------------+
| 3  | [Central Resources Control System (CRCS)]{.underline} -         |
| .7 | Database used by the Agency's Chief Financial Officer's Office  |
|    | for budget control by establishing resources plans for all      |
|    | levels; resources authority and allotment authorization cannot  |
|    | be released in excess of these levels. It provides for control  |
|    | of the Agency's appropriations as they are received, within the |
|    | Congressional Operating Plan, within the Internal Operating     |
|    | Plan and at the Resources Management Office level.              |
|    | Subauthorization of funding between NASA Centers is also        |
|    | controlled by ensuring that amounts planned for                 |
|    | subauthorization to other NASA Centers do not exceed the amount |
|    | the Center is expected to receive from Headquarters for each    |
|    | Unique Project Number/Facility Project Number (UPN/FPN).        |
|    |                                                                 |
|    | Resources Authority Warrants (NF 506 and 506R) for both the     |
|    | Appropriated and Reimbursable Program are created in this       |
|    | system and upon approval their values are added to the          |
|    | database. Allotment Authorizations (NF 504's) are also created  |
|    | in the system and added to the database upon certification.     |
+----+-----------------------------------------------------------------+
| 3  | [Conference Report]{.underline} - Annual report which the       |
| .8 | Appropriations Committees issue after reaching agreement on the |
|    | content and amount of funding to be included in the             |
|    | Appropriations Bill which will be submitted to the full House   |
|    | and the full Senate for approval. When both houses approve      |
|    | content and amounts, the bill is sent to the President for      |
|    | approval.                                                       |
+----+-----------------------------------------------------------------+
| 3  | [Congressional Operating Plan]{.underline} (COP) -- The         |
| .9 | Administrator approves the initial Congressional Operating Plan |
|    | after OMB concurrence is obtained and submits to the            |
|    | Congressional Appropriations Committees each fiscal year after  |
|    | the appropriations act has been approved. The Congressional     |
|    | Operating Plan specifies by program, project, or activity the   |
|    | resources approved for allocation for the current fiscal year.  |
|    | When programs and schedule changes require the reallocation of  |
|    | resources, a revised COP is developed and sent to the           |
|    | Appropriations Committee for agreement for transfers between    |
|    | programs and activities exceeding an identified amount.         |
+----+-----------------------------------------------------------------+
| 3. | [Congressional Operating Plan Phases]{.underline} - The phases  |
| 10 | of NASA budget execution are:                                   |
|    |                                                                 |
|    | \- Initial Internal Operating Plan - the submission to Congress |
|    | in the budget year (i.e. for FY 2001, FY 2001 Budget submission |
|    | in February 2000) provides for development of the initial       |
|    | Internal Operating Plan.                                        |
|    |                                                                 |
|    | \- Appropriations Received - the appropriations received from   |
|    | Congress in response to our budget submission                   |
|    |                                                                 |
|    | \- Initial Congressional Operating Plan - the first             |
|    | Congressional Operating Plan for a given fiscal year's funding  |
|    | that the NASA Administrator submits to Congress after enactment |
|    | of appropriations for the fiscal year                           |
|    |                                                                 |
|    | \- Second and subsequent Congressional Operating Plans - the    |
|    | second and subsequent operating plans the Administrator submits |
|    | to Congress for a specific fiscal year's funding.               |
+----+-----------------------------------------------------------------+
| 3. | [Dir BR]{.underline} - Director of Code B Resources Analysis    |
| 11 | Division (BR)                                                   |
+----+-----------------------------------------------------------------+
| 3. | [FACS Database]{.underline} -- Agency database that contains    |
| 12 | resources release data, commitments, obligations, costs and     |
|    | disbursements by UPN/FPN, program year, and fiscal              |
|    | year[.]{.underline}                                             |
+----+-----------------------------------------------------------------+
| 3. | [Institutional Program Offices (IPO)]{.underline} - Enterprise  |
| 13 | Offices within NASA Headquarters that, in addition to program   |
|    | responsibilities, are assigned oversight responsibilities for   |
|    | the institutional elements at specific Centers.                 |
+----+-----------------------------------------------------------------+
| 3. | [Internal Operating Plan (IOP)]{.underline} - Level at which    |
| 14 | the Agency Chief Financial Officer issues resources authority   |
|    | to Resources Management Offices for allocation to NASA Centers  |
|    | for the procurement of goods and services to implement NASA's   |
|    | aeronautics and space programs. The IOP is comprised of Unique  |
|    | Project or Unique Facility Project (UPN/FPN) numbers that are   |
|    | set up through the Agency-Wide Coding Structure (AWCS) to       |
|    | relate to specific budget and NASA Operating Plan lines.        |
+----+-----------------------------------------------------------------+
| 3. | [OMB]{.underline} - Office of Management and Budget             |
| 15 |                                                                 |
+----+-----------------------------------------------------------------+
| 3. | [Resources Authority Warrant (NF 506 for Appropriated Program   |
| 16 | and 506R for Reimbursable Program)]{.underline} - Forms used by |
|    | the Agency Chief Financial Officer's Office to release          |
|    | resources authority by UPN/FPN to Resources Management Offices. |
|    | They allocate to Centers on Resources Authority Warrant (NF     |
|    | 506A for Appropriated Program and NF 506A-R for Reimbursable    |
|    | Program). The forms approved by the CFO are also used to        |
|    | document the planned resources authority amounts included in    |
|    | each Congressional Operating Plan line and Internal Operating   |
|    | Plan line within the current budget execution phase. It also    |
|    | can provide specific budget execution guidance in the "Remarks" |
|    | section.                                                        |
+----+-----------------------------------------------------------------+
| 3. | [Resources Authority Warrant (NF 506A for Appropriated Program  |
| 17 | and 506A-R for Reimbursable Program)]{.underline} - Forms used  |
|    | by the Headquarters Resources Management Offices and the        |
|    | Resources Analysis Division to allocate resources authority by  |
|    | UPN/FPN to NASA Centers on Resources Authority Warrant \[NF     |
|    | 506A for the Appropriated (Direct) Program and NF 506A-R for    |
|    | the Reimbursable Program\]. The NF 506A is also used to         |
|    | subauthorize appropriated resources authority between NASA      |
|    | Centers.                                                        |
+----+-----------------------------------------------------------------+
| 3. | [Resources Management Offices (Program Offices)]{.underline} -- |
| 18 | Offices within Headquarters given responsibility for            |
|    | formulating and executing the Agency's budget. They are         |
|    | responsible for monitoring progress and identifying changes     |
|    | required for execution as a result of program and schedule      |
|    | changes. These offices are issued Resources Authority Warrants  |
|    | (NF 506) by the NASA Chief Financial Officer. They then         |
|    | allocate this funding to NASA Centers on Resources Authority    |
|    | Warrants (NF 506A). They are also responsible for providing     |
|    | planning data for resources authority distribution to centers   |
|    | (direct appropriations, anticipated reimbursements, and direct  |
|    | subauthorizations). This data is used by the Resources Analysis |
|    | Division to issue Allotment Authorizations, NF 504, to Centers. |
+----+-----------------------------------------------------------------+
| 3. | [Standard Form 132 (SF 132)]{.underline}, Apportionment and     |
| 19 | Reapportionment Schedule -- Office of Management and Budget     |
|    | (OMB) form used by federal agencies to request apportionment or |
|    | reapportionment of each appropriation or fund account. It is    |
|    | approved by OMB and limits the obligations that may be incurred |
|    | for each account.                                               |
+----+-----------------------------------------------------------------+
| 3. | [Standard Form 133]{.underline} (SF 133) Report on Budget       |
| 20 | Execution - OMB form used by federal agencies to provide        |
|    | current data quarterly on the status of each open Treasury      |
|    | account (except deposit fund accounts).                         |
+----+-----------------------------------------------------------------+
| 3. | [Status of Approved Programs Database (SAP                      |
| 21 | Database)]{.underline} -- Agency database that contains         |
|    | planning values for resources authority and resources authority |
|    | values issued for 506, 506R, 506A, and 506A-R issued to         |
|    | Resources Management Offices and to the Centers. This database  |
|    | is updated each month by the Resources Analysis Division; and   |
|    | then is used by the Financial Management Division as input for  |
|    | these values to the FACS database.                              |
+----+-----------------------------------------------------------------+
| 3. | [UPN/FPN]{.underline} -- Unique Project Number/Facility Project |
| 22 | Number                                                          |
+----+-----------------------------------------------------------------+

# *References*

  ------ ----------- ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
  4.1                Annual Departments of Veterans Affairs and Housing and Urban Development, and Independent Agencies Appropriations Act

  4.2                Annual National Aeronautics and Space Administration Authorization Act

  4.3    PL 101-576  Chief Financial Officers Act of 1990

  4.4    FMM 9000    NASA Financial Management Manual, <http://www.hq.nasa.gov/fmm/fmmintro.htm>
         Series      

  4.5                GAO Principles of Federal Appropriations Law Second Edition, three volumes

  4.6    NPG 1000.2  NASA Strategic Management Handbook <http://nodis.hq.nasa.gov/Library/Directives/NASA-WIDE/Procedures/Organization_and_Administration/N_PG_1000_2.html>

  4.7    NPD 7000.3  Allocation and Control of Agency Resources <http://nodis.hq.nasa.gov/Library/Directives/NASA-WIDE/Policies/Program_Formulation/N_PD_7000_3D.html>

  4.8    NPD 9050.3  Administrative Control of Appropriations and Funds <http://nodis.hq.nasa.gov/Library/Directives/NASA-WIDE/Policies/Financial_Management/N_PD_9050_3D.html>

  4.9    NPG 1000.3  The NASA Organization
                     [http://nodis.hq.nasa.gov/Library/Directives/NASA-WIDE/Procedures/Organization_and_Administration/N_HB_1101_3.htm](http://nodis.hq.nasa.gov/Library/Directives/NASA-WIDE/Procedures/Organization_and_Administration/N_HB_1101_3.html)l

  4.10   OMB         Instructions on Budget Execution <http://www.whitehouse.gov/omb/circulars/a034/a-34.pdf>
         Circular    
         A-34        
  ------ ----------- ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------

#  Flowchart

![](media/image2.wmf)

![](media/image4.wmf)

# Procedure

+------+---+--------+-----------------------------------------------------+
| Step | A |        | Action                                              |
|      | c |        |                                                     |
|      | t |        |                                                     |
|      | i |        |                                                     |
|      | o |        |                                                     |
|      | n |        |                                                     |
|      | e |        |                                                     |
|      | e |        |                                                     |
+======+===+========+=====================================================+
|      |   |        |                                                     |
+------+---+--------+-----------------------------------------------------+
| 6.0  |   |        | The budget execution process starts with the        |
|      |   |        | receipt of the Congressional Budget Estimates from  |
|      |   |        | the budget formulation process                      |
+------+---+--------+-----------------------------------------------------+
|      |   |        |                                                     |
+------+---+--------+-----------------------------------------------------+
| 6.1  | D |        | *Develop Initial Internal Operating Plan.* The      |
|      | i |        | Resources Analysis Division develops the Internal   |
|      | r |        | Operating Plan (IOP), which provides execution plan |
|      | B |        | funding detail for the budget just submitted to the |
|      | R |        | Congress. As the budget is submitted to the         |
|      |   |        | Congress at a higher level than the IOP for most    |
|      |   |        | line items, identification of funding contained in  |
|      |   |        | the Congressional Budget Estimates for each IOP     |
|      |   |        | level is required in order to begin the budget      |
|      |   |        | execution trace. The first phase of budget          |
|      |   |        | execution is the Congressional Budget Estimates     |
|      |   |        | submission that provides the initial baseline.      |
+------+---+--------+-----------------------------------------------------+
| 6    | D |        | *Issue call for IOP Detail.* Develop guidance and   |
| .1.1 | D |        | principles for the development of the IOP funding   |
|      | B |        | detail. As part of the annual Comptroller POP Call, |
|      | C |        | provide this guidance to the Resources Management   |
|      | , |        | Offices (RMOs) and Centers and request that they    |
|      | B |        | provide IOP funding detail. Also request an update  |
|      | A |        | of reimbursable estimates contained in the          |
|      | , |        | Congressional Budget Estimates submission as part   |
|      | B |        | of Comptroller's annual budget call. Better data    |
|      | P |        | for the upcoming execution year is now available    |
|      |   |        | for work planned to support other agencies, state   |
|      |   |        | and local governments, and non-federal entities     |
|      |   |        | programs.                                           |
+------+---+--------+-----------------------------------------------------+
| 6    |   |        | *Are funds Direct or Reimbursable*? If direct,      |
| .1.2 |   |        | proceed to Step 6.1.3. If reimbursable, proceed to  |
|      |   |        | Step 6.1.5.                                         |
+------+---+--------+-----------------------------------------------------+
| 6    | D |        | *Analyze Responses to Identify Differences with     |
| .1.3 | D |        | Budget Submission.* Receive/analyze responses and   |
|      | B |        | analyze appropriation inputs by IOP line item       |
|      | C |        | received from RMOs and identify differences between |
|      | , |        | inputs and the current baseline.                    |
|      | B |        |                                                     |
|      | A |        |                                                     |
|      | , |        |                                                     |
|      | B |        |                                                     |
|      | R |        |                                                     |
|      | P |        |                                                     |
|      | A |        |                                                     |
+------+---+--------+-----------------------------------------------------+
| 6    | D |        | *Develop Direct IOP.* Develop NASA Internal         |
| .1.4 | D |        | Operating Plan (IOP) for upcoming budget execution  |
|      | B |        | year. Ensure input to CRCS is consistent with the   |
|      | C |        | Congressional Budget submission. The Congressional  |
|      | , |        | Budget Estimates submission is the basis for        |
|      | B |        | funding actions taken until our appropriations bill |
|      | A |        | is enacted -- it is used as basis for operations    |
|      |   |        | under continuing resolutions. Enter the planning    |
|      |   |        | data into CRCS.                                     |
+------+---+--------+-----------------------------------------------------+
| 6    | D |        | *Analyze Reimbursable Estimates.* Simultaneous with |
| .1.5 | D |        | steps 6.1.3-6.1.4 analyze reimbursable estimates    |
|      | B |        | received from Resources Management Offices covering |
|      | C |        | all known requirements for upcoming year and        |
|      | , |        | consistency with current year and prior years'      |
|      | B |        | execution data.                                     |
|      | P |        |                                                     |
|      | , |        |                                                     |
|      | B |        |                                                     |
|      | R |        |                                                     |
|      | P |        |                                                     |
|      | A |        |                                                     |
+------+---+--------+-----------------------------------------------------+
| 6    | D |        | *Develop Reimbursable IOP.* Develop a reimbursable  |
| .1.6 | D |        | IOP to reflect the results of these inputs and      |
|      | B |        | analysis. Enter the planning data into CRCS.        |
|      | C |        |                                                     |
|      | , |        |                                                     |
|      | B |        |                                                     |
|      | P |        |                                                     |
+------+---+--------+-----------------------------------------------------+
| 6    | D |        | *Store Initial IOP.* Initial IOP includes both the  |
| .1.7 | D |        | Direct IOP and the Reimbursable IOP.                |
|      | B |        |                                                     |
|      | C |        |                                                     |
|      | , |        |                                                     |
|      | B |        |                                                     |
|      | P |        |                                                     |
|      | , |        |                                                     |
|      | B |        |                                                     |
|      | A |        |                                                     |
+------+---+--------+-----------------------------------------------------+
|      |   |        |                                                     |
+------+---+--------+-----------------------------------------------------+
| 6.2  | B |        | *Final Appropriations Passed?* If appropriations    |
|      | R |        | have not passed, proceed to Step 6.3. If            |
|      | P |        | appropriations have passed, process continues to    |
|      | A |        | Steps 6.4 and 6.5 in parallel.                      |
+------+---+--------+-----------------------------------------------------+
|      |   |        |                                                     |
+------+---+--------+-----------------------------------------------------+
| 6.3  | D |        | *Implement Continuing Resolution or Shutdown.* If   |
|      | i |        | there is no appropriations bill from Congress,      |
|      | r |        | agency operations may be sustained through          |
|      | B |        | Continuing Resolution legislation or curtailed      |
|      | R |        | through an OMB Government shutdown.                 |
+------+---+--------+-----------------------------------------------------+
| 6    | D |        | *Determine course of action based on temporary      |
| .3.1 | i |        | legislation and OMB Guidance.*                      |
|      | r |        |                                                     |
|      | . |        |                                                     |
|      | B |        |                                                     |
|      | R |        |                                                     |
+------+---+--------+-----------------------------------------------------+
| 6    |   |        | *Continuing Resolution passed?* If yes, proceed to  |
| .3.2 |   |        | Step 6.3.3. If not, procedure goes to Step 6.3.11   |
|      |   |        | to shut down agency.                                |
+------+---+--------+-----------------------------------------------------+
| 6    | D |        | *Prepare CR Guidance.* If temporary appropriations  |
| .3.3 | i |        | are received, prepare continuing resolution (CR)    |
|      | r |        | guidance to Headquarters Offices and NASA Centers   |
|      | B |        | and submit to the CFO for review.                   |
|      | R |        |                                                     |
|      | , |        |                                                     |
|      | D |        |                                                     |
|      | D |        |                                                     |
|      | B |        |                                                     |
|      | C |        |                                                     |
+------+---+--------+-----------------------------------------------------+
| 6    |   |        | *Approved by CFO?* If the CFO does not approve the  |
| .3.4 |   |        | guidance, continue with step 6.3.5. Otherwise       |
|      |   |        | proceed to step 6.3.6.                              |
+------+---+--------+-----------------------------------------------------+
| 6    | C |        | *Provide comments.* Provide comments that will      |
| .3.5 | F |        | allow guidance to be issued. Continue back to step  |
|      | O |        | 6.3.3 to incorporate comments into revised          |
|      |   |        | guidance.                                           |
+------+---+--------+-----------------------------------------------------+
| 6    | D |        | *Issue Guidance.* Distributes guidance to           |
| .3.6 | D |        | Headquarters Offices and Centers for action.        |
|      | B |        | Continuing resolutions provide for automatic        |
|      | C |        | apportionment of funding to Agencies for the period |
|      |   |        | that they continue operations.                      |
+------+---+--------+-----------------------------------------------------+
| 6    | D |        | *Develop and Establish Agency Funds Control.*       |
| .3.7 | D |        | Establish funding availability control amounts by   |
|      | B |        | appropriation based on automatic apportionment.     |
|      | C |        |                                                     |
|      | , |        |                                                     |
|      | B |        |                                                     |
|      | A |        |                                                     |
|      | , |        |                                                     |
|      | B |        |                                                     |
|      | P |        |                                                     |
+------+---+--------+-----------------------------------------------------+
| 6    | D |        | *Send Control Amounts to Offices, Execute IOP and   |
| .3.8 | D |        | Set up reserve for payment of closed account        |
|      | B |        | invoices.* Communicate funding availability to      |
|      | C |        | Headquarters Resources Offices to coincide with     |
|      | , |        | continuing resolution. Set up reserve for payment   |
|      | B |        | of closed account invoices by generating a NF 506   |
|      | A |        | or NF 506R to Code BR. Funding for these payments   |
|      | , |        | is included in the annual Congressional Budget      |
|      | B |        | Estimates*.*                                        |
|      | P |        |                                                     |
+------+---+--------+-----------------------------------------------------+
| 6    | D |        | *Issue NF 504 and 506's for interim funding and     |
| .3.9 | D |        | update CRCS.* Distribute NF504s to NASA Centers.    |
|      | B |        | Copies of all authorizations are provided by RMOs   |
|      | C |        | to the Resources Analysis Division. Also, copies of |
|      | , |        | all subauthorizations issued are provided by the    |
|      | B |        | Centers to the Resources Analysis Division and are  |
|      | A |        | input to the CRCS database. Provide approved NF506s |
|      | , |        | to RMOs for their allocation to NASA Centers on     |
|      | B |        | Resources Authority Warrant (NF 506A and A-R). The  |
|      | P |        | CRCS is updated. CRCS data is provided to Financial |
|      |   |        | Management Division for the Monthly Financial       |
|      |   |        | Highlight and FACS reports.                         |
+------+---+--------+-----------------------------------------------------+
| 6.   | D |        | *Update databases.* Upload updated HQs Resources    |
| 3.10 | D |        | data to SAP Database. Update FACS database.         |
|      | B |        | Subprocess ends. Main process proceeds at 6.4 and   |
|      | C |        | 6.5 when final appropriations have passed.          |
|      | . |        |                                                     |
|      | C |        |                                                     |
|      | A |        |                                                     |
|      | R |        |                                                     |
|      | A |        |                                                     |
|      | B |        |                                                     |
+------+---+--------+-----------------------------------------------------+
| 6.   | D |        | *Prepare Shutdown Guidance.* If appropriations have |
| 3.11 | i |        | not been enacted to continue NASA operations for    |
|      | r |        | upcoming fiscal year, using guidance contained in   |
|      | B |        | OMB Bulletin 80-14, previous Code B shutdown        |
|      | R |        | guidance, and current guidance for OMB, prepare     |
|      | , |        | updated guidance to Headquarters Offices and NASA   |
|      | D |        | Centers (for Agency shutdown).                      |
|      | D |        |                                                     |
|      | B |        |                                                     |
|      | C |        |                                                     |
+------+---+--------+-----------------------------------------------------+
| 6.   | D |        | *Provide to General Counsel.* Resources Analysis    |
| 3.12 | i |        | Division submits shutdown guidance to General       |
|      | r |        | Counsel for review and comment. General Counsel     |
|      | B |        | reviews and provides comments to revise the         |
|      | R |        | guidance or concurs with the guidance as prepared.  |
|      | , |        |                                                     |
|      | D |        |                                                     |
|      | D |        |                                                     |
|      | B |        |                                                     |
|      | C |        |                                                     |
+------+---+--------+-----------------------------------------------------+
| 6.   | D |        | *Incorporate comments.* Any comments received from  |
| 3.13 | i |        | General Counsel are incorporated into the Shutdown  |
|      | r |        | Guidance and submitted to the CFO.                  |
|      | B |        |                                                     |
|      | R |        |                                                     |
|      | , |        |                                                     |
|      | D |        |                                                     |
|      | D |        |                                                     |
|      | B |        |                                                     |
|      | C |        |                                                     |
+------+---+--------+-----------------------------------------------------+
| 6.   |   |        | *Approved by CFO?* Review the shutdown guidance. If |
| 3.14 |   |        | the CFO does not approve, continue to step 6.3.15.  |
|      |   |        | If the CFO signs the guidance, proceed to step      |
|      |   |        | 6.3.16.                                             |
+------+---+--------+-----------------------------------------------------+
| 6.   | C |        | *Resolve concerns.* If the CFO does not approve the |
| 3.15 | F |        | shutdown guidance, the CFO and the Resources        |
|      | O |        | Analysis Division work together to resolve any      |
|      | , |        | concerns. The Administrator is the final arbiter of |
|      | D |        | unresolved concerns.                                |
|      | i |        |                                                     |
|      | r |        |                                                     |
|      | B |        |                                                     |
|      | R |        |                                                     |
+------+---+--------+-----------------------------------------------------+
| 6.   | D |        | *Issue Guidance.* Guidance is distributed to        |
| 3.16 | D |        | Headquarters Offices and Centers for action.        |
|      | B |        |                                                     |
|      | C |        |                                                     |
+------+---+--------+-----------------------------------------------------+
| 6.   | C |        | *Issue Shutdown Orders and Emergency Function       |
| 3.17 | o |        | Actions.* In accordance with the guidance, the      |
|      | m |        | shutdown orders are issued. Comptroller issues NF   |
|      | p |        | 504's for emergency funding as required during      |
|      | t |        | shutdowns. Shutdown is in effect until final        |
|      | r |        | appropriations or a continuing resolution is        |
|      | o |        | received.                                           |
|      | l |        |                                                     |
|      | l |        |                                                     |
|      | e |        |                                                     |
|      | r |        |                                                     |
+------+---+--------+-----------------------------------------------------+
| 6.   | D |        | *Update CRCS Database.* CRCS database is updated to |
| 3.18 | D |        | reflect shutdown status and actions and subprocess  |
|      | B |        | ends. Main process proceeds at Step 6.3.3 for a     |
|      | C |        | continuing resolution or 6.4 and 6.5 for final      |
|      |   |        | appropriation when shutdown is concluded.           |
+------+---+--------+-----------------------------------------------------+
|      |   |        |                                                     |
+------+---+--------+-----------------------------------------------------+
| 6.4  | D |        | The Resources Analysis Division develops and        |
|      | i |        | revises the NASA Congressional Operating Plan. This |
|      | r |        | is an iterative process that responds to changes    |
|      | e |        | received both from Congress and from the Resources  |
|      | c |        | Management Offices.                                 |
|      | t |        |                                                     |
|      | o |        |                                                     |
|      | r |        |                                                     |
|      | B |        |                                                     |
|      | R |        |                                                     |
+------+---+--------+-----------------------------------------------------+
| 6    | B |        | *Track and evaluate appropriations actions.* BR     |
| .4.1 | R |        | Program Analyst monitors actions of Congressional   |
|      | P |        | Appropriations and Authorization Committees         |
|      | A |        | relevant to the Congressional Budget Submission.    |
|      |   |        | Actions of the Committees affecting the Budget      |
|      |   |        | Submission are documented in reports.               |
+------+---+--------+-----------------------------------------------------+
| 6    | B |        | *Capture and integrate all Congressional Changes    |
| .4.2 | R |        | for COP.* BR Program Analyst maintains electronic   |
|      | P |        | file report that compares the Budget Request to     |
|      | A |        | appropriations through the appropriations process.  |
|      |   |        | The report shows the latest Congressional           |
|      |   |        | adjustments (identifying specific reductions and/or |
|      |   |        | additions to the budget that was submitted the      |
|      |   |        | previous February) compared to the Budget Request.  |
|      |   |        | The following subprocess steps document the steps   |
|      |   |        | performed in Code BR to obtain OMB concurrence and  |
|      |   |        | Congressional agreement with the COP.               |
+------+---+--------+-----------------------------------------------------+
| 6    | B |        | *Develop and Issue Guidance for COP Changes.* At    |
| .4.3 | R |        | the beginning of each fiscal year, the Resources    |
|      | P |        | Analysis Division issues, in the form of a          |
|      | A |        | Congressional Operating Plan Call, Operating Plan   |
|      | , |        | Change instructions to the Resource Management      |
|      | D |        | Offices (RMOs). The call asks them to submit all    |
|      | i |        | changes to the budget since it was submitted to     |
|      | r |        | Congress the previous February. These changes       |
|      | B |        | include those proposed by the RMOs as well as those |
|      | R |        | that were made during the Appropriations process.   |
|      |   |        | The instructions to the RMOs include a cover letter |
|      |   |        | identifying the data request and the due dates      |
|      |   |        | along with instructions, supplemental information   |
|      |   |        | and electronic data collection templates. These     |
|      |   |        | documents are developed based on the format used in |
|      |   |        | the previous year, modified to reflect any          |
|      |   |        | additional appropriation and/or reporting           |
|      |   |        | requirements.                                       |
+------+---+--------+-----------------------------------------------------+
| 6    | B |        | *Develop draft cover letter and associated          |
| .4.4 | R |        | justification.* The RMOs submit their operating     |
|      | P |        | plan changes to their cognizant BR Program analyst  |
|      | A |        | \[BR(P)\]. BR(P) reviews/assesses the submittals.   |
|      |   |        | If there are any questions or disagreements, the BR |
|      |   |        | analyst meets with their RMO and modifies the       |
|      |   |        | submittal with mutually agreeable changes. When     |
|      |   |        | BR(P) receives operating plan submittals from the   |
|      |   |        | RMOs, they perform an initial review and make       |
|      |   |        | editorial changes to clarify justification that may |
|      |   |        | be confusing. Once BR(P) is satisfied with a draft, |
|      |   |        | BR(P) provides their program office input to the BR |
|      |   |        | Analyst that oversees Code L-related activities     |
|      |   |        | \[BR(L)\]. BR(L) integrates all program office      |
|      |   |        | input into consolidated detail and justification    |
|      |   |        | documents and develops a rough draft of the cover   |
|      |   |        | letter. BR(L) places the draft letter and           |
|      |   |        | justifications on the BR shared drive.              |
+------+---+--------+-----------------------------------------------------+
| 6    | D |        | *Provide cover letter to Legislative Affairs (Code  |
| .4.5 | i |        | L).* When Code L is ready to begin finalizing the   |
|      | r |        | letter, they verbally notify BR Analyst who sends   |
|      | , |        | the draft letter to Code L -- Code L then takes     |
|      | B |        | control over the letter. Detailed attachments are   |
|      | R |        | provided. Code L gets Program Codes\' approval.     |
+------+---+--------+-----------------------------------------------------+
| 6    | B |        | *Coordinate with OMB to expedite their review.*     |
| .4.6 | R |        | Once the operating plan attachments are sent to     |
|      | P |        | OMB, BR(L) calls OMB to see if meetings are desired |
|      | A |        | to explain what is in the detailed attachments. If  |
|      |   |        | OMB desires, BR Analysts set up meetings between    |
|      |   |        | the RMOs, BR(P) and OMB to discuss the operating    |
|      |   |        | plan changes. OMB asks questions and/or requests    |
|      |   |        | additional information during the meetings or as    |
|      |   |        | follow-up after the meetings. BR(P) is responsible  |
|      |   |        | for making sure the RMOs understand the data        |
|      |   |        | request, collecting the data, and providing the     |
|      |   |        | information to OMB.                                 |
+------+---+--------+-----------------------------------------------------+
| 6    | B |        | *Coordinate revisions with HQs offices,* BRPA       |
| .4.7 | R |        | coordinates revisions with HQs offices, based on    |
|      | P |        | OMB comments.                                       |
|      | A |        |                                                     |
+------+---+--------+-----------------------------------------------------+
| 6    | B |        | *Revise detail to reflect OMB changes and obtain    |
| .4.8 | R |        | OMB concurrence.* BR(P) then updates the operating  |
|      | P |        | plan changes that are in the shared drive, based on |
|      | A |        | OMB comments. BR(P) coordinate revisions with HQs   |
|      |   |        | Offices, based on OMB comments. When all comments   |
|      |   |        | are integrated into the attachments, the final      |
|      |   |        | draft is sent to OMB. OMB provides comments to Code |
|      |   |        | B and any changes to the documents are              |
|      |   |        | incorporated. Once all outstanding NASA action      |
|      |   |        | items have been answered and OMB is satisfied with  |
|      |   |        | the letter and attachments, OMB sends approval      |
|      |   |        | letter to Code B. Code B sends OMB approval letter  |
|      |   |        | to Code L.                                          |
+------+---+--------+-----------------------------------------------------+
| 6    |   |        | *OMB Concurrence?* If OMB concurrence has been      |
| .4.9 |   |        | obtained, procedure moves to out-of-scope step as   |
|      |   |        | Code L sends the letter and attachments to          |
|      |   |        | Congress. If OMB concurrence has not been obtained, |
|      |   |        | process returns to step 6.4.8.                      |
+------+---+--------+-----------------------------------------------------+
| 6.   | D |        | *Receive/Implement Congressional agreement and      |
| 4.10 | i |        | direction on submitted COP.* Receive, document, and |
|      | r |        | implement any Congressional direction on the        |
|      | B |        | approved COP. Mark up COP to reflect any changes.   |
|      | R |        |                                                     |
+------+---+--------+-----------------------------------------------------+
|      |   |        |                                                     |
+------+---+--------+-----------------------------------------------------+
| 6.5  | D |        | *Update Internal Operating Plan.* Upon passage of   |
|      | i |        | final appropriations, detail of the Congressional   |
|      | r |        | Budget Submission is developed in parallel with     |
|      | B |        | development of the Congressional Operating Plan.    |
|      | R |        |                                                     |
+------+---+--------+-----------------------------------------------------+
| 6    | D |        | *Issue call for Updated IOP Detail.* Updated        |
| .5.1 | D |        | UPN/FPN detail is requested from the RMOs and       |
|      | B |        | Centers throughout year to reflect changes needed   |
|      | C |        | to implement programs and activities.               |
|      | , |        |                                                     |
|      | B |        |                                                     |
|      | A |        |                                                     |
|      | , |        |                                                     |
|      | B |        |                                                     |
|      | P |        |                                                     |
+------+---+--------+-----------------------------------------------------+
| 6    |   |        | *Are funds Direct or Reimbursable*? If direct,      |
| .5.2 |   |        | proceed to Step 6.5.3. If reimbursable, proceed to  |
|      |   |        | Step 6.5.4.                                         |
+------+---+--------+-----------------------------------------------------+
| 6    | D |        | *Analyze Responses to Identify Differences with     |
| .5.3 | D |        | Current Congressional Operating Plan.*              |
|      | B |        | Receive/analyze responses received from Resources   |
|      | C |        | Management Offices (RMOs) and appropriations        |
|      | , |        | received inputs by IOP line item and identify       |
|      | B |        | differences between inputs and the current          |
|      | A |        | baseline.                                           |
|      | , |        |                                                     |
|      | B |        |                                                     |
|      | R |        |                                                     |
|      | P |        |                                                     |
|      | A |        |                                                     |
+------+---+--------+-----------------------------------------------------+
| 6    | D |        | *Analyze Updated Reimbursable Estimates.*           |
| .5.4 | D |        | Simultaneous with step 6.5.3. Receive/analyze       |
|      | B |        | updated reimbursable estimates received from        |
|      | C |        | Resources Management Offices and Centers covering   |
|      | , |        | current requirements for upcoming year. For         |
|      | B |        | reimbursable, in addition to changes from RMOs,     |
|      | P |        | centers submit changes via e-mail and by the        |
|      | , |        | Year-End Financial Status of Reimbursements Reports |
|      | B |        | from the Centers.                                   |
|      | R |        |                                                     |
|      | P |        |                                                     |
|      | A |        |                                                     |
+------+---+--------+-----------------------------------------------------+
| 6    | D |        | *Request Apportionment.* Using the estimates from   |
| .5.5 | D |        | the appropriated IOP which has been adjusted to     |
|      | B |        | reflect appropriations received, prepare an SF132   |
|      | C |        | to request OMB apportionment when appropriations    |
|      | , |        | are enacted for the upcoming execution year. *(See  |
|      | B |        | Subprocess 6.5.5).* Apportionments for              |
|      | P |        | reimbursements are submitted based upon estimates   |
|      | , |        | developed in Step 6.5.4.                            |
|      | B |        |                                                     |
|      | A |        |                                                     |
+------+---+--------+-----------------------------------------------------+
| 6    | D |        | *Receive Approved Apportionment.* Receive the       |
| .5.6 | D |        | approved SF132 from OMB.                            |
|      | B |        |                                                     |
|      | C |        |                                                     |
|      | , |        |                                                     |
|      | B |        |                                                     |
|      | P |        |                                                     |
|      | , |        |                                                     |
|      | B |        |                                                     |
|      | A |        |                                                     |
+------+---+--------+-----------------------------------------------------+
| 6    | D |        | *Update IOP.* Update the IOP to reflect the results |
| .5.7 | D |        | of these inputs and analysis. Enter the planning    |
|      | B |        | data into CRCS.                                     |
|      | C |        |                                                     |
|      | , |        |                                                     |
|      | B |        |                                                     |
|      | A |        |                                                     |
|      | , |        |                                                     |
|      | B |        |                                                     |
|      | P |        |                                                     |
+------+---+--------+-----------------------------------------------------+
| 6    | D |        | *Prepare to Implement IOP.*                         |
| .5.8 | D |        |                                                     |
|      | B |        |                                                     |
|      | C |        |                                                     |
|      | , |        |                                                     |
|      | B |        |                                                     |
|      | P |        |                                                     |
|      | , |        |                                                     |
|      | B |        |                                                     |
|      | A |        |                                                     |
+------+---+--------+-----------------------------------------------------+
|      |   |        |                                                     |
+------+---+--------+-----------------------------------------------------+
| 6.6  | C |        | *Implement Internal Operating Plan.* Initiate       |
|      | F |        | series of subprocesses beginning at Step 6.6.1.     |
|      | O |        |                                                     |
+------+---+--------+-----------------------------------------------------+
| 6    | D |        | *Develop and Establish Agency funds control.*       |
| .6.1 | D |        | Establish funding availability control amounts by   |
|      | B |        | appropriation based on approved apportionment as    |
|      | C |        | reflected in the updated IOP.                       |
|      | , |        |                                                     |
|      | B |        |                                                     |
|      | A |        |                                                     |
|      | , |        |                                                     |
|      | B |        |                                                     |
|      | P |        |                                                     |
+------+---+--------+-----------------------------------------------------+
| 6    | D |        | *Send Control Amounts to Offices, Set up reserve    |
| .6.2 | D |        | for payment of closed account invoices.*            |
|      | B |        | Communicate funding availability to Headquarters    |
|      | C |        | Resources Offices to coincide with anticipated      |
|      | , |        | apportionment approval. Set up reserve for payment  |
|      | B |        | of closed account invoices by generating a NF 506   |
|      | A |        | or NF 506R to Code BR. Funding for these payments   |
|      | , |        | is included in the annual Congressional Budget      |
|      | B |        | Estimates. Step 6.6.3.2 contains a subprocess for   |
|      | P |        | handling each of the three types of accounts -      |
|      |   |        | unexpired (current), expired, and closed. The       |
|      |   |        | subprocess narrative for Step 6.6.3.2 can be found  |
|      |   |        | at the end of this Section 6.0, following Step      |
|      |   |        | 6.12.                                               |
+------+---+--------+-----------------------------------------------------+
| 6    | D |        | *Execute IOP.* Offices' requests for Resources      |
| .6.3 | D |        | Release are processed and controlled following a    |
|      | B |        | subprocess for handling each of the three types of  |
|      | C |        | accounts --- unexpired (current), expired and       |
|      | , |        | closed. The subprocess narrative for Step 6.6.3 can |
|      | B |        | be found at the end of this Section 6.0, following  |
|      | A |        | Step 6.12                                           |
|      | , |        |                                                     |
|      | B |        |                                                     |
|      | P |        |                                                     |
+------+---+--------+-----------------------------------------------------+
| 6    | D |        | *Update databases.* Upload updated HQs Resources    |
| .6.4 | D |        | data to SAP Database. Update FACS database.         |
|      | B |        |                                                     |
|      | C |        |                                                     |
|      | , |        |                                                     |
|      | B |        |                                                     |
|      | A |        |                                                     |
|      | , |        |                                                     |
|      | B |        |                                                     |
|      | P |        |                                                     |
|      | , |        |                                                     |
|      | C |        |                                                     |
|      | A |        |                                                     |
|      | R |        |                                                     |
|      | A |        |                                                     |
|      | B |        |                                                     |
+------+---+--------+-----------------------------------------------------+
|      |   |        |                                                     |
+------+---+--------+-----------------------------------------------------+
| 6.7  | C |        | *Change to COP?* If identified changes affect the   |
|      | F |        | COP, proceed to step 6.4. This will result, upon    |
|      | O |        | notification of approval of the COP revision, in an |
|      |   |        | approved SF 132, a revised IOP (Step 6.5), and      |
|      |   |        | action taken to implement changes. If changes do    |
|      |   |        | not affect the COP, proceed to Step 6.8.            |
+------+---+--------+-----------------------------------------------------+
|      |   |        |                                                     |
+------+---+--------+-----------------------------------------------------+
| 6.8  | C |        | *Change to IOP Required?* When changes affecting    |
|      | F |        | the Internal Operating Plan are identified, the     |
|      | O |        | Chief Financial Officer authorizes revision of the  |
|      |   |        | IOP and process proceeds to step 6.5 to revise the  |
|      |   |        | IOP and take action to implement resources changes. |
+------+---+--------+-----------------------------------------------------+
|      |   |        |                                                     |
+------+---+--------+-----------------------------------------------------+
| 6.9  | C |        | *Prepare/Issue Financial Management Reports.* In    |
|      | A |        | addition to resources release data by IOP received  |
|      | R |        | from the Resources Analysis Division, Centers       |
|      | A |        | provide monthly financial data (commitments,        |
|      | B |        | obligations, costs, and disbursements by UPN/FPN,   |
|      |   |        | program year, and fiscal year from their accounting |
|      |   |        | systems. Inception to date obligation data is       |
|      |   |        | provided for the Highlight Report. Commitment,      |
|      |   |        | Obligation, cost, and disbursement data is then     |
|      |   |        | provided after final month-end closing on the 7^th^ |
|      |   |        | working day of the month for the Financial and      |
|      |   |        | Contractual Status (FACS) database. The Financial   |
|      |   |        | Management Division combines the resources and      |
|      |   |        | financial data elements in the FACS database.       |
+------+---+--------+-----------------------------------------------------+
| 6    | F |        | *Receive Summary Resources data from Resources      |
| .9.1 | A |        | Analysis Division.* Deputy Director for Budget      |
|      | C |        | Control verifies HQ and Center Resources data and   |
|      | S |        | provides notification on the third to last work day |
|      | S |        | of each month that data in CRCS is available for    |
|      | y |        | use in the Highlight Report. Resources data is      |
|      | s |        | extracted from CRCS.                                |
|      | t |        |                                                     |
|      | e |        |                                                     |
|      | m |        |                                                     |
|      | s |        |                                                     |
|      | A |        |                                                     |
|      | c |        |                                                     |
|      | c |        |                                                     |
|      | t |        |                                                     |
|      | . |        |                                                     |
+------+---+--------+-----------------------------------------------------+
| 6    | F |        | *Receive Monthly Summary Financial Data from        |
| .9.2 | A |        | Centers and prepare Highlight Report.* Centers      |
|      | C |        | provide preliminary summary data, which is          |
|      | S |        | integrated along with the Resources data received   |
|      | S |        | in the preceding step to generate the Highlight     |
|      | y |        | Report. The Highlight Report is issued via          |
|      | s |        | paper/electronic copy on the second workday of each |
|      | t |        | month to provide management quick insight into      |
|      | e |        | summary level inception to date data for unexpired  |
|      | m |        | appropriations.                                     |
|      | s |        |                                                     |
|      | A |        |                                                     |
|      | c |        |                                                     |
|      | c |        |                                                     |
|      | t |        |                                                     |
|      | . |        |                                                     |
+------+---+--------+-----------------------------------------------------+
| 6    | F |        | *Receive Month-End Closing Resources data from      |
| .9.3 | A |        | Resources Analysis Division.* Updated CRCS data is  |
|      | C |        | received on the 8^th^ workday of each month for     |
|      | S |        | inclusion in the FACS report.                       |
|      | S |        |                                                     |
|      | y |        |                                                     |
|      | s |        |                                                     |
|      | t |        |                                                     |
|      | e |        |                                                     |
|      | m |        |                                                     |
|      | s |        |                                                     |
|      | A |        |                                                     |
|      | c |        |                                                     |
|      | c |        |                                                     |
|      | t |        |                                                     |
|      | . |        |                                                     |
+------+---+--------+-----------------------------------------------------+
| 6    | F |        | *Receive Month-End Closing Financial Data from      |
| .9.4 | A |        | Centers and generate FACS report.* Commitment,      |
|      | C |        | obligation, cost and disbursement data is provided  |
|      | S |        | on the 7^th^ working day of the following month by  |
|      | S |        | the Centers. Data is combined with resources data   |
|      | y |        | received in Step 6.4.3 in the FACS database to      |
|      | s |        | generate the monthly FACS report. The FACS reports  |
|      | t |        | are distributed throughout the Agency. These        |
|      | e |        | reports provide financial data to be used in        |
|      | m |        | analyzing the status of the Agency's budget         |
|      | s |        | execution. The financial status of specific         |
|      | A |        | programs and activities are also provided to Agency |
|      | c |        | management and used for external reporting          |
|      | c |        | purposes. FACS reports are available throughout the |
|      | t |        | Agency via paper copies or electronically on        |
|      | . |        | Netscape using the ADOSS access system. Data is     |
|      |   |        | also available through an online query system.      |
+------+---+--------+-----------------------------------------------------+
|      |   |        |                                                     |
+------+---+--------+-----------------------------------------------------+
| 6.10 | D |        | Monitor Budget Execution, Prepare for and Conduct   |
|      | i |        | CFO Quarterly Budget Reviews -- The Resources       |
|      | r |        | Analysis Division monitors and assesses budget      |
|      | B |        | execution and performance status from an            |
|      | R |        | Agency-wide perspective while the Headquarters      |
|      |   |        | Enterprise, Institutional, and staff offices        |
|      |   |        | monitor and assess execution from a program or      |
|      |   |        | functional perspective.                             |
|      |   |        |                                                     |
|      |   |        | To fulfill the Chief Financial Officer's            |
|      |   |        | responsibility to monitor budget execution in the   |
|      |   |        | Agency and to provide for the efficient use of      |
|      |   |        | resources available to the Agency during the year,  |
|      |   |        | it is crucial that up-to-date information regarding |
|      |   |        | the status of Agency programs including funding     |
|      |   |        | status and usage to date against plan for year be   |
|      |   |        | available at a central Agency source. This          |
|      |   |        | information must be accurate, timely, and readily   |
|      |   |        | available to senior NASA management officials for   |
|      |   |        | use in making programmatic, institutional or other  |
|      |   |        | budget decisions.                                   |
+------+---+--------+-----------------------------------------------------+
| 6.   | D |        | *Schedule Review.* The Resources Analysis Division, |
| 10.1 | i |        | under the direction of its Director and the NASA    |
|      | r |        | Comptroller, conducts Quarterly Reviews of the      |
|      | B |        | financial performance of the programs, projects and |
|      | R |        | institutional support requirements against both its |
|      |   |        | budget plans and Performance Plans. Shortly after   |
|      |   |        | the beginning of each fiscal year, a schedule of    |
|      |   |        | reviews is prepared outlining the schedule and      |
|      |   |        | agenda of the reviews. The schedule is distributed  |
|      |   |        | to the Enterprises and Functional Offices.          |
+------+---+--------+-----------------------------------------------------+
| 6.   | B |        | *Prepare Briefing Materials.* The briefings are     |
| 10.2 | R |        | prepared and presented by the staff of the Code BR  |
|      | P |        | division. Representatives of the Enterprises and    |
|      | A |        | Functional Offices (FOs) are invited to attend,     |
|      | , |        | support, defend and participate in the              |
|      | D |        | financial/performance status briefings. Budget and  |
|      | D |        | performance data reviewed and collected will be     |
|      | B |        | used for, and made available to the PMC and the     |
|      | C |        | SMC, as needed.                                     |
|      | , |        |                                                     |
|      | B |        |                                                     |
|      | P |        |                                                     |
+------+---+--------+-----------------------------------------------------+
| 6.   | C |        | *Conduct Review.* The reviews are held as           |
| 10.3 | o |        | scheduled, normally encompassing a full day.        |
|      | m |        | Information and analysis are presented and          |
|      | p |        | interpreted for dissemination to agency management. |
|      | t |        | Direction may be given to Enterprises/FOs regarding |
|      | r |        | their performance for the next quarterly reporting  |
|      | o |        | period. Information will be gathered regarding      |
|      | l |        | budget actions that may be taken to ensure          |
|      | l |        | adherence to plans.                                 |
|      | e |        |                                                     |
|      | r |        |                                                     |
|      | / |        |                                                     |
|      |   |        |                                                     |
|      | D |        |                                                     |
|      | i |        |                                                     |
|      | r |        |                                                     |
|      | B |        |                                                     |
|      | R |        |                                                     |
+------+---+--------+-----------------------------------------------------+
|      |   |        |                                                     |
+------+---+--------+-----------------------------------------------------+
| 6.11 |   |        | Reached Account Close-out? If no, proceed to Step   |
|      |   |        | 6.7. If yes, proceed to Step 6.12                   |
+------+---+--------+-----------------------------------------------------+
|      |   |        |                                                     |
+------+---+--------+-----------------------------------------------------+
| 6.12 | D |        | Close out accounts that have reached their end of   |
|      | i |        | life.                                               |
|      | r |        |                                                     |
|      | B |        |                                                     |
|      | R |        |                                                     |
+------+---+--------+-----------------------------------------------------+
| **Su |   |        |                                                     |
| bpro |   |        |                                                     |
| cess |   |        |                                                     |
| 6.5  |   |        |                                                     |
| .5** |   |        |                                                     |
+------+---+--------+-----------------------------------------------------+
| 6.5  |   |        | *Reapportionment Required?* If yes, proceed to step |
| .5.1 |   |        | 6.5.5.2. If no, subprocess ends.                    |
+------+---+--------+-----------------------------------------------------+
| 6.5  | D |        | *Prepare Reapportionment Request and Routing Slip.* |
| .5.2 | D |        | If changes approved require reapportionment of      |
|      | B |        | funding between appropriation accounts, prepare     |
|      | C |        | reapportionment request for the Comptroller         |
|      | , |        | submittal signature                                 |
|      | B |        |                                                     |
|      | A |        |                                                     |
|      | , |        |                                                     |
|      | B |        |                                                     |
|      | P |        |                                                     |
+------+---+--------+-----------------------------------------------------+
| 6.5  | D |        | *Concurred by Director BR?* If not concurred,       |
| .5.3 | i |        | proceed to step 6.5.5.6. Otherwise proceed to step  |
|      | r |        | 6.5.5.4.                                            |
|      | B |        |                                                     |
|      | R |        |                                                     |
+------+---+--------+-----------------------------------------------------+
| 6.5  | D |        | *Initial routing slip* and forward to Comptroller   |
| .5.4 | i |        |                                                     |
|      | r |        |                                                     |
|      | B |        |                                                     |
|      | R |        |                                                     |
+------+---+--------+-----------------------------------------------------+
| 6.5  |   |        | *Approved for Submission to OMB by Comptroller?* If |
| .5.5 |   |        | no, proceed to step 6.5.5.6. Otherwise proceed to   |
|      |   |        | step 6.5.5.7. When approved, Comptroller signs      |
|      |   |        | Apportionment Request SF 132.                       |
+------+---+--------+-----------------------------------------------------+
| 6.5  | D |        | *Provide comments* that will result in concurrence. |
| .5.6 | i |        | Return to step 6.5.5.2.                             |
|      | r |        |                                                     |
|      | B |        |                                                     |
|      | R |        |                                                     |
|      | / |        |                                                     |
|      | C |        |                                                     |
|      | o |        |                                                     |
|      | m |        |                                                     |
|      | p |        |                                                     |
|      | t |        |                                                     |
|      | r |        |                                                     |
|      | o |        |                                                     |
|      | l |        |                                                     |
|      | l |        |                                                     |
|      | e |        |                                                     |
|      | r |        |                                                     |
+------+---+--------+-----------------------------------------------------+
| 6.5  | D |        | *Request Reapportionment.* Forward the signed       |
| .5.7 | D |        | reapportionment request to OMB for approval, as     |
|      | B |        | change/changes cannot be implemented until          |
|      | C |        | reapportionment is accomplished.                    |
|      | , |        |                                                     |
|      | B |        |                                                     |
|      | A |        |                                                     |
|      | , |        |                                                     |
|      | B |        |                                                     |
|      | P |        |                                                     |
+------+---+--------+-----------------------------------------------------+
| **Su |   |        |                                                     |
| bpro |   |        |                                                     |
| cess |   |        |                                                     |
| 6.6  |   |        |                                                     |
| .3** |   |        |                                                     |
+------+---+--------+-----------------------------------------------------+
| 6.6  |   | DDBC,  | *Check Type (Category) of Account.* Determine       |
| .3.1 |   | BA, BP | whether account is current, expired or closed.      |
|      |   |        | Verify the amounts and content requested for        |
|      |   |        | resources authorization and allotment               |
|      |   |        | authorization.                                      |
+------+---+--------+-----------------------------------------------------+
| 6.6  |   | DDBC,  | *What type of account is request for?* For a        |
| .3.2 |   | BA, BP | current, unexpired account, continue to step        |
|      |   |        | 6.6.3.3. For an expired account, proceed to step    |
|      |   |        | 6.6.3.10. For a closed account, proceed to step     |
|      |   |        | 6.6.3.19.                                           |
+------+---+--------+-----------------------------------------------------+
| 6.6  |   | DDBC,  | *Verify the amounts and content requested for       |
| .3.3 |   | BA,    | resources authorization and allotment               |
|      |   | BP,    | authorization.*                                     |
|      |   | BRPA   |                                                     |
+------+---+--------+-----------------------------------------------------+
| 6.6  |   | DDBC,  | *Meets requirements for issuing?* If the request    |
| .3.4 |   | BA, BP | does not meet the requirements for issuing,         |
|      |   |        | continue to step 6.6.3.5. Otherwise, proceed to     |
|      |   |        | step 6.6.3.6                                        |
+------+---+--------+-----------------------------------------------------+
| 6.6  |   | DDBC,  | *Return to Requestor for revision/resubmission.*    |
| .3.5 |   | BA, BP | Return the request to the Requestor with an         |
|      |   |        | explanation of why the issuing requirements were    |
|      |   |        | not met. Resubmission returns to step 6.6.3.3.      |
+------+---+--------+-----------------------------------------------------+
| 6.6  |   | DDBC,  | *Obtain CFO Approval/Allocate Funds.* Prepare NF    |
| .3.6 |   | BA, BP | 506 and/or NF 506R and send to CFO for approval to  |
|      |   |        | allocate funds. Concurrently, prepare and approve   |
|      |   |        | *Allotment Authorizations (NF 504.) to Centers for  |
|      |   |        | transmittal to CARAB for certification.*            |
+------+---+--------+-----------------------------------------------------+
| 6.6  |   | CFO    | *Approved?* If approved by CFO, continue to step    |
| .3.7 |   |        | 6.6.3.8. If not approved, proceed to step 6.6.3.5.  |
+------+---+--------+-----------------------------------------------------+
| 6.6  |   | DDBC,  | Issue NF 506 and/or NF 50R to RMOs who then issue   |
| .3.8 |   | BA,    | 506A and 506A-R to Centers. Copies of all resources |
|      |   | BP,    | authorizations (NF 506A and 506A-R) issued are      |
|      |   | CARAB  | provided by RMOs to the Resources Analysis          |
|      |   |        | Division. Also, copies of all resources             |
|      |   |        | authorization subauthorizations (NF 506A) issued    |
|      |   |        | are provided by the Centers to the Resources        |
|      |   |        | Analysis Division and are input to the CRCS         |
|      |   |        | database by the Resources Analysis Division. NF     |
|      |   |        | 504s are sent to CARAB for certification and        |
|      |   |        | transmittal to Centers.                             |
+------+---+--------+-----------------------------------------------------+
| 6.6  |   | DDBC   | *Update databases.* Upload updated HQs Resources    |
| .3.9 |   | ,BA,BP | data to SAP Database. Update FACS database.         |
|      |   | ,CARAB |                                                     |
+------+---+--------+-----------------------------------------------------+
| 6.6. |   | DDBC,  | *Determine policy guidance and funding mechanism to |
| 3.10 |   | BA     | satisfy request.* For expired funds, coordinate     |
|      |   |        | with the respective Program Office to determine     |
|      |   |        | most efficient means of satisfying request.         |
|      |   |        | Procedures to follow to provide resources for cost  |
|      |   |        | increases in expired appropriation accounts are     |
|      |   |        | provided in Chief Financial Officer's October 16,   |
|      |   |        | 1999, memorandum to Distribution (Appendix A).      |
|      |   |        |                                                     |
|      |   |        | If additional funding is required to satisfy the    |
|      |   |        | Center's request, a change within the IOP (funding  |
|      |   |        | transfer between Centers) is utilized if possible.  |
|      |   |        | If not possible, a Congressional Operating Plan     |
|      |   |        | change is required before the IOP can be revised.   |
+------+---+--------+-----------------------------------------------------+
| 6.6. |   |        | *Can requirement be met within current IOP detail?* |
| 3.11 |   |        | If requirement can be met within overall project    |
|      |   |        | (IOP) resources, continue to step 6.6.3.16.         |
|      |   |        | Otherwise proceed to step 6.6.3.12.                 |
+------+---+--------+-----------------------------------------------------+
| 6.6. |   |        | *Can requirement be met by Center resources within  |
| 3.12 |   |        | same COP line?* If Center resources within the same |
|      |   |        | COP line can meet requirement, continue to step     |
|      |   |        | 6.3.2.13. Otherwise proceed to step 6.3.2.14.       |
+------+---+--------+-----------------------------------------------------+
| 6.6. |   | DDBC,  | *Obtain CFO Approval.* Proceed to step 6.3.2.17.    |
| 3.13 |   | BA     |                                                     |
+------+---+--------+-----------------------------------------------------+
| 6.6. |   | DDBC,  | *Obtain CFO Approval to change COP.* Proceed to     |
| 3.14 |   | BA, BP | step 6.3.2.15                                       |
+------+---+--------+-----------------------------------------------------+
| 6.6. |   |        | *Change COP amounts within requesting Center?* If   |
| 3.15 |   |        | it is more efficient to change the COP within the   |
|      |   |        | requesting Center, continue to step 6.3.2.17.       |
|      |   |        | Otherwise proceed to step 6.3.2.16.                 |
+------+---+--------+-----------------------------------------------------+
| 6.6. |   | DDBC,  | *Transfer allotment between the centers*, preparing |
| 3.16 |   | BA,    | a NF 504 for the transfer. Proceed to step          |
|      |   | BP,    | 6.3.2.17.                                           |
|      |   | CARAB  |                                                     |
+------+---+--------+-----------------------------------------------------+
| 6.6. |   | DDBC.  | *Issue Resources Authority Warrant to Requesting    |
| 3.17 |   | BA,    | Office.* Issue the NF506 to the Program Office.     |
|      |   | BP,    | Most of the time, the NF 506A is issued by the      |
|      |   |        | RMOs. However, for accounts for which Code B is     |
|      |   |        | responsible, the Resources Analysis Division issues |
|      |   |        | the 506A. The Resources Analysis Division issues    |
|      |   |        | all NF 506A-Rs.                                     |
+------+---+--------+-----------------------------------------------------+
| 6.6. |   | DDBC,  | *Update databases.* Upload updated HQs Resources    |
| 3.18 |   | BA,    | data to SAP Database Update FACS database.          |
|      |   | BP,    |                                                     |
|      |   | CARAB  |                                                     |
+------+---+--------+-----------------------------------------------------+
| 6.6. |   | DDBC,  | *Match the resources request with a final invoice   |
| 3.19 |   | BA, BP | or official supporting documentation.*              |
+------+---+--------+-----------------------------------------------------+
| 6.6. |   | DDBC,  | *Identify the current account responsible for       |
| 3.20 |   | BA, BP | funding.* Using the monthly AWCS Report and         |
|      |   |        | knowledge of budget structure history, identify the |
|      |   |        | current account responsible for funding this        |
|      |   |        | request.                                            |
+------+---+--------+-----------------------------------------------------+
| 6.6. |   | DDBC,  | *Prepare allotment authorization (NF 504) and       |
| 3.21 |   | BA, BP | resources authority warrant* (NF 506A or NF506A-R)  |
|      |   |        | for the Center making the request.                  |
+------+---+--------+-----------------------------------------------------+
| 6.6. |   |        | *Are funds Direct and end of fiscal year reached?*  |
| 3.22 |   |        | If yes, continue to step 6.3.2.23. Otherwise        |
|      |   |        | proceed to step 6.3.2.24.                           |
+------+---+--------+-----------------------------------------------------+
| 6.6. |   | DDBC,  | *Transfer remaining account balances back to        |
| 3.23 |   | BA, BP | respective Program Offices/Change IOP.* At the end  |
|      |   |        | of the fiscal year, transfer remaining balances of  |
|      |   |        | closed accounts back to respective Program Offices  |
|      |   |        | and change the IOP to reflect the transfer. Prepare |
|      |   |        | NF506 for the Program Office and update the CRCS.   |
+------+---+--------+-----------------------------------------------------+
| 6.6. |   | DDBC.  | *Issue Allotment Authorization to Center/Resources  |
| 3.24 |   | BA,    | Authority Warrants to Program Office.* Issue the    |
|      |   | BP,    | NF506 to the Program office and the NF504 to the    |
|      |   | CARAB  | Center as appropriate. Update the CRCS database.    |
+------+---+--------+-----------------------------------------------------+
| 6.6. |   | DDBC,  | *Update databases.* Upload updated HQs Resources    |
| 3.25 |   | BA,    | data to SAP Database. Update FACS database.         |
|      |   | BP,    |                                                     |
|      |   | CARAB  |                                                     |
+------+---+--------+-----------------------------------------------------+

#  Quality Records

  ------------------------------------------------------------------------------------
  Record           Owner   Location   Media        Schedule   Retention and
  Identification                                   and Item   Disposition
                                                   Number     
  ---------------- ------- ---------- ------------ ---------- ------------------------
  Initial IOP      BR      BR         Hardcopy     Schedule   Permanent, retire to FRC
                           Division                7, Item    by fiscal year when no
                           Files                   21.G.1     longer needed for active
                                                              reference or when 10
                                                              years old. Transfer to
                                                              NARA when 20 years old.

  CRCS             BR      HQ Central Electronic   NA         Dynamic
                           Computer                           
                           System                             

  OMB Approval     BR      BR         Hardcopy     Schedule   Destroy 2 years after
  Letter for COP           Division                7, Item    the close of the fiscal
                           Files                   21.D.1     year.

  NASA             BR      BR         Hardcopy     Schedule   Permanent, retire to FRC
  Congressional            Division                7, Item    by fiscal year when no
  Operating Plan           Files                   21.G.1     longer needed for active
                                                              reference or when 10
                                                              years old. Transfer to
                                                              NARA when 20 years old.

  Congressional    BR      BR         Electronic   Schedule   Destroy 2 years after
  Operating Plan           Division                7, Item    the close of the fiscal
  Call                     Files                   21.D.1     year.

  Approved SF 132  BR      BR         Hardcopy     Schedule   Destroy 2 years after
                           Division                7, Item    the close of the fiscal
                           Files                   21.D.1     year.

  Updated IOP      BR      BR         Hardcopy     Schedule   Permanent, retire to FRC
                           Division                7, Item    by fiscal year when no
                           Files                   21.G.1     longer needed for active
                                                              reference or when 10
                                                              years old. Transfer to
                                                              NARA when 20 years old.

  Updated CRCS     BR      HQ Central Electronic   NA         Dynamic
                           Computer                           
                           System                             

  NF 504           BR      BR         Hardcopy     Schedule   Permanent, Retire to FRC
                           Division                7, Item    when 3 years old for
                           Files                   20.A       annual accounts and 5
                                                              years for no year
                                                              appropriations. Transfer
                                                              to NARA when 10 years
                                                              old.

  NF 506           BR      BR         Hardcopy     Schedule   Close the account at the
                           Division                7, Item    end of the fifth fiscal
                           Files                   24.A.1 and year after the period of
                                                   2          availability for
                                                              obligation ends for
                                                              fiscal year accounts.
                                                              For no year accounts,
                                                              close the account if (1)
                                                              the head of agency or
                                                              the President determines
                                                              that the purposes for
                                                              which the appropriation
                                                              was made have been
                                                              carried out; and (2) no
                                                              disbursement has been
                                                              made against the
                                                              appropriation for two
                                                              consecutive fiscal
                                                              years. Records may be
                                                              retired to an FRC or
                                                              approved storage
                                                              facility one-year after
                                                              fiscal year in which
                                                              account is closed.
                                                              Destroy records 5 years
                                                              after fiscal year in
                                                              which account(s) is
                                                              closed.

  NF 506R          BR      BR         Hardcopy     Schedule   Close the account at the
                           Division                7, Item    end of the fifth fiscal
                           Files                   24.A.1     year after the period of
                                                              availability for
                                                              obligation ends. Records
                                                              may be retired to an FRC
                                                              or approved storage
                                                              facility one-year after
                                                              account closes. Destroy
                                                              5 years after fiscal
                                                              year in which account(s)
                                                              is closed.

  NF 506A-R        BR      BR         Hardcopy     Schedule   Close the account at the
                           Division                7, Item    end of the fifth fiscal
                           Files                   24.A.1     year after the period of
                                                              availability for
                                                              obligation ends. Records
                                                              may be retired to an FRC
                                                              or approved storage
                                                              facility one-year after
                                                              account closes. Destroy
                                                              5 years after fiscal
                                                              year in which account(s)
                                                              is closed.

  SAP Database     BR      MSFC       Electronic   NA         Dynamic
  Update                   Agency                             
                           3270                               
                           Computer                           

  FACS Database    BF      MSFC       Electronic   NA         Dynamic
  Update                   Agency                             
                           3270                               
                           Computer                           

  Financial        BF      BF         Hardcopy/    Schedule   Destroy when 5 years old
  Highlight Report         Division   Electronic   7, Item    
                           Files                   21.E.1     

  FACS Report      BF      BF         Hardcopy     Schedule   Destroy when 5 years old
                           Division                7, Item    
                           Files                   21.E.1     

  Budget &         BR      BR         Hardcopy     Schedule   Destroy when 5 years old
  Performance              Division                7, Item    
  Status Review            Files                   21.E.1     
  Briefing                                                    
  Materials                                                   

  Call for         BR      BR         Hardcopy     Schedule   Destroy when 5 years old
  Upcoming                 Division                7, Item    
  Execution Year           Files                   21.E.1     
  Detail                                                      
  (Initial), Part                                             
  of Annual                                                   
  Comp-troller's                                              
  POP Call                                                    

  CR Guidance      BR      BR         Hardcopy     Schedule   Destroy when 5 years old
                           Division                7, Item    
                           Files                   21.E.1     

  Shutdown         BR      BR         Hardcopy     Schedule   Destroy when 5 years old
  Guidance                 Division                7, Item    
                           Files                   21.E.1     

  Shutdown Orders  BR      BR         Hardcopy     Schedule   Destroy when 5 years old
                           Division                7, Item    
                           Files                   21.E.1     

  Upcoming         BR      BR         Hardcopy     Schedule   Destroy when 5 years old
  Execution Year           Division                7, Item    
  General Guidance         Files                   21.E.1     
  and Principles                                              
  \[Update\]                                                  
  (Initial                                                    
  Guidance is Part                                            
  of Agency POP                                               
  Call and                                                    
  Timetable)                                                  

  NF 506A          BR      BR         Hardcopy     Schedule   Close the account at the
                           Division                7, Item    end of the fifth fiscal
                           Files                   24.A.1 and year after the period of
                                                   2          availability for
                                                              obligation ends for
                                                              fiscal year accounts.
                                                              For no year accounts,
                                                              close the account if (1)
                                                              the head of agency or
                                                              the President determines
                                                              that the purposes for
                                                              which the appropriation
                                                              was made have been
                                                              carried out; and (2) no
                                                              disbursement has been
                                                              made against the
                                                              appropriation for two
                                                              consecutive fiscal
                                                              years. Records may be
                                                              retired to an FRC or
                                                              approved storage
                                                              facility one-year after
                                                              fiscal year in which
                                                              account is closed.
                                                              Destroy records 5 years
                                                              after fiscal year in
                                                              which account(s) is
                                                              closed.
  ------------------------------------------------------------------------------------

##### APPENDIX A {#appendix-a .unnumbered}

BR June 11, 2001

TO: Distribution

FROM: B/Acting Chief Financial Officer

SUBJECT: Availability of Expired Years Unobligated Resources Authority
to

Cover Cost Increases

This supersedes Code B October 16, 1996, memorandum, same subject as
above. When an appropriation account's period of availability ends, it
expires and is no longer available for incurring new obligations. Upward
adjustments in expired accounts are allowed to cover valid obligations
that were incurred during the availability period. At the end of the
fifth year after an account expires, it is closed. Other procedures are
utilized to provide for payment of invoices received against obligations
incurred in accounts that are closed (see FMM 9231-12). This memorandum
restates procedures provided in 1996 to follow when valid upward
adjustments to contracts and other procurements funded from expired
accounts are identified. It also provides for center approval for
underestimates of personnel and related costs and travel.

The use of unobligated resources authority, resulting from downward
adjustments in previously recorded obligations, to cover increases for
cost adjustments in accordance with 31 U.S.C. 1552 and 1553 is subject
to the following:

> [Center Approval]{.underline}\--Adjustments may be made at the Center
> without NASA Headquarters approval provided that:

1\. The total amount of the increase does not exceed \$100,000.

2.  The increase is the result of an audited contract adjustment, court

> order requiring NASA to make payment, or Armed Services Board of
> Contract Appeals ruling (formerly NASA Board of Contract Appeals
> ruling).
>
> 3\. The increase is the result of an underestimate for Personnel and
>
> Related Cost (FS 41) and Travel (42). This also applies to the Office
> of the Inspector General for Personnel and Related Cost (FS 21) and
> Travel (FS 22).

4.  The amount is currently available within the same approved unique
    project (UPN) for the 2-year Science, Aeronautics and Technology
    (SAT); Human Space Flight (HSF); or Mission Support (MS) account
    that was originally used to fund that activity. The amount is
    currently available within the approved unique project (FPN) or
    funding category for the 3-year Construction of Facilities accounts.
    The amount is currently available within the approved fund source
    for the 1-year MS

and Inspector General accounts.

5\. Unobligated balance resides in the appropriate program year.

6\. The amount is available in the certified allotment.

[Note]{.underline}: Copies of the documentation supporting the upward
adjustment will be retained at the Center and made available upon
request.

[NASA Chief Financial Officer/Program Office
Approval]{.underline}\--Adjustments under the following conditions may
not be made without the prior approval of NASA Headquarters:

1\. The total amount of the increase exceeds \$100,000.

2\. The increase results from other than an audited contract

adjustment, court order requiring NASA to make payment, or

> Armed Services Board of Contract Appeals ruling.
>
> 3\. The increase results from other than an underestimate for
> Personnel and Related Cost (FS 41 or FS 21) and Travel (FS 42 or FS
> 22).

4\. The resources authority must be adjusted between approved UPN's,
FPN's, or Fund Sources to provide resources authority in the approved
UPN, FPN, or Fund Source.

5\. The increase requires an adjustment in the resources
authority/program plan amount.

6\. The resources authority is not available in the appropriate program
year account.

7\. The increase requires a change in the certified allotment.

[Note]{.underline}: Supporting documentation (DCAA audit report, court
order requiring NASA to make payment, Armed Services Board of Contract
Appeals ruling, or other pertinent documentation holding NASA legally
liable for making payment) must be submitted with the request.

Submit requests for NASA Chief Financial Officer/Program Office approval
to the Resources Analysis Division, Code BR, through the respective
Headquarters Program Office. The Resources Analysis Division will
coordinate necessary adjustments with your staffs. If you have any
questions, please contact Mary G. Gaskins at
[mgaskins@hq.nasa.gov](../mgaskins@hq.nasa.gov) or (202) 358-2478.

*Original signed by*

*Stephen J. Varholy*

Stephen J. Varholy

Distribution:

ARC/C-L. Braxton, /CR-P. Agnew, /CF-R. Rodrigues

DFRC/C-G. Young, /CR-M. Ashworth, /CF-J. Otero

GRC/0200-R. Fails, /0210-D. Walker, /0220-C. Root

GSFC/150.0-N. Abell, /150.2-R. Martin, /151-P. Gal-Edd

JSC/LA-J. Beall, /LB-J. Petersen, /LF-G. Hammond

KSC/GG-N. Carroll, /GG-C-M. McKinney, /GG-B/S. Lenck

LaRC/MS-109-K. Winter, /104-C. Prohaska, /MS-136-J. Ogiba

MSFC/RS01-D. Bates, /RS01-S. Coleman, /RS01-F. Mayhall

SSC/EA01-M. Benigno, /EA10-R. Perwien, /EA20-C. Epperson

HQ/CF-D. Bridge, /CFB-A. Udell

JPL-NMO/180-802-K. Wolf

HQ-RMOs/EU-R. Lawrence, /FM-T. Sullivan, /FE-S. McGee, /JE-O. Dominguez,

/JX-R. Jirousek, /MR-G. Gaukler, /Q-D. Moore, /RB-G. Fuller, /SP-R.
Maizel,

/YB-A. Hunter, /U-K. Havens, /W-A. Lamereau

cc:

BFB/D. Moede

BFZ/P. Smith

BR/R. Beck

BR Analysts