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#### [ITA Accounting Memorandum 2005-01]{.underline} September 1, 2005 

**MEMORANDUM FOR:** Program Managers and Resource Managers

**FROM:** Leslie Hyland, Director of Accounting and Financial Systems

**SUBJECT:** Fiscal Year 2005 Year-End Financial Closing Procedures

As we approach the close of the fiscal year, we would appreciate your
support in the implementation of the attached financial closing
procedures. Your cooperation will ensure that financial records
accurately reflect the accounting activity within our external fiduciary
reporting.

These procedures apply to domestic activities serviced by the National
Business Center. Procedures for overseas activities serviced by the
Department of State will be provided separately.

The financial closing is scheduled to run in mid-October 2005 as soon as
the final cash reports are received from the Department of the Treasury
and ITA cash has been reconciled. Therefore, it is critical to adhere
strictly to the dates contained in the closing procedures. This year we
are introducing new steps that are intended to assist us in achieving
completion.

It is important to note the introduction of recording of commitment
accounting. For closing purposes, NBC will record commitments in ITA's
accounting system, FFS, from August 1, 2005 through September 30, 2005.
However, beginning on October 1, 2005 and continuing in the future,
commitments will be recorded for all Work Requests (CD-410), Procurement
Requests (CD-435), Training Requests (SF-182), Memoranda of
Understanding (MOUs), and Printing and Binding Requisitions (SF-1). The
documents must be sent to the Office of Financial Management (OFM)
Accounting Office for creation of a commitment as soon as approval to
acquire goods or services is obtained, but before the actual order is
executed. It is also important to note that copies of approved Travel
Orders (CD-29) should be sent via interoffice mail to the OFM Accounting
Office for review and obligation prior to being sent to SATO.

If you have any questions, or require additional information, please
contact me on

202-482-5434 or at <Leslie.Hyland@mail.doc.gov>.

Cleared:\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Jim Donahue, Deputy Chief Financial Officer

##### 

##### 

##### International Trade Administration

##### Fiscal Year 2005 Year-End 

##### Financial Closing Procedures

####### 

####### TABLE OF CONTENTS

1.TERMINOLOGY....................................................................................Page
2

> ACRONYMS................................................................................
> Page 2
>
> RESOURCE
> MANAGERS......................................................... Page
> 2
>
> TRANSACTION
> CODES.................................................................
> Page 2

2\. FUNDS CONTROL
OVERVIEW............................................................\...
.Page 3

3\. COMMITMENTS
..................................................................................Page
3

4\. OBLIGATIONS- NON
TRAVEL............................................................\....
.Page 4

5\.
OBLIGATIONS-TRAVEL.........................................................................Page
4

6\. YEAR-END ACCRUALS --
PAYROLL....................................................... .Page 5

7\. YEAR-END ACCRUALS --
NON-PAYROLL.............................................\... .Page 6

> AMOUNT TO ACCRUE IS ALREADY OBLIGATED IN FFS.................... .Page
> 6
>
> AMOUNT TO ACCRUE IS NOT OBLIGATED IN FFS............................
> .Page 7
>
> PHONES......................................................................................Page
> 7
>
> CITIBANK - CREDIT CARD
> PURCHASES.......................................\... .Page 7
>
> PAYMENTS..............................................................................\...
> .Page 8

8\. ADVICE OF
CORRECTIONS..................................................................
.Page 8

9\. INTERAGENCY
AGREEMENTS...............................................................Page
8

10\. INTRAGOVERNMENTAL PAYMENT AND COLLECTION SYSTEM CHARGES Page 9

11\. BILLINGS/ACCOUNTS
RECEIVABLE\......................................................Page 9

12\.
COLLECTIONS.................................................................................Page
10

13\. CAPITALIZED
PROPERTY...............................................................
Page 10

14\. FY 2006
BUSINESS.....................\......................................................\...Page
10

15\. YEAR END ACCRUAL FORM
INSTRUCTIONS........................................Page 10

16\. DENVER-NBC
ADDRESS....................................................................
Page 13

17\. DENVER-NBC
CONTACTS...............................................................\...
Page 13

18\. SCHEDULE OF EVENTS BY DATE AND RESPONSIBLE
PARTY..................Page 14

**1. TERMINOLOGY**

**ACRONYMS**

**DOC** Department of Commerce

**FCS** Foreign Commercial Service

**FFS** Federal Financial System

> **IPAC** Intragovernmental Payment and Collection System

**ITA** International Trade Administration

**NBC** Department of Interior's National Business Center

**NOAA** National Oceanic and Atmospheric Administration

**OOMS** Office of Organization and Management Support

######## RESOURCE MANAGERS

> The current Resource Managers are:
>
> Administration Toni Persaud, Melanie Hazlett Hamilton Humes
>
> Office of the Chief Information Office Curtis Oja
>
> Foreign Commercial Services Deborah Anderson, David Tumblin
>
> Import Administration Robert Goodyear, Helena Malinowski
>
> Market Access and Compliance Tyler Shields, Logan Strohm
>
> Manufacturing Services Robert Pearson, Hugh Richardson
>
> Donna Jackson
>
> **TRANSACTION CODES**
>
> **PV** Payment Voucher
>
> **RC** Receiver Document
>
> **RQ** Requisition (Commitment)
>
> **TO** Travel Authorization
>
> **TV** Travel Voucher
>
> **YE** Year End Accrual

**[2. FUNDS CONTROL OVERVIEW]{.underline}**

> All open obligations[^1] (contracts, purchase orders, travel
> authorizations, etc.) should be reviewed and monitored by the Resource
> Managers to determine the validity of the obligated balances and
> unliquidated balances reported on the fund/management reports from the
> accounting system (FFS).

Supporting documentation (invoices, travel orders, etc.) must be
available for each entry in FFS as of September 30, 2005. This includes
any year-end accruals for those goods and services received during FY
2005. Specifically, for year-end, this includes any items for which
formal obligation documents are not normally issued, such as credit card
purchases, and items that have been received but not yet billed, such as
service contracts billed after the end of the month. Estimates based on
previous months' deliveries would constitute adequate supporting
documentation.

> Obligations that have been incurred but not recorded are a concern to
> the auditors. It is essential that each Resource Manager ensure that
> obligating documents are properly recorded in FY 2005. This will avoid
> upward adjustments in FY 2006.
>
> The ITA503, No Year Financial Summary Report, should be used to verify
> the status of obligations and available balances. The ITA143,
> Unliquidated Obligations By Organization Certification Report and the
> ITA673, Accruals by Organization Certification Report, should be used
> to review obligations and accruals for validity. These reports are
> generated weekly, and daily beginning September 26, until the closing.
>
> Year-end adjustments, including upward or downward adjustments to
> expenditures and revenues, must be identified and processed promptly.
> Technical assistance is available from Roxanna Allen, (202) 482-8364,
> email: <Roxanna.Allen@mail.doc.gov> or Vanessa Barksdale, (202)
> 482-8365, email:
> [Vanessa.Barksdale@mail.doc.gov](mailto:Vanessa Barksdale@ita.doc.gov).
>
> All changes to budget allotments, including use of recoveries, must be
> approved by Amy Duncan, ITA Budget Director, (202) 482-5739, email:
> <Amy.Duncan@mail.doc.gov>. Upon approval, all changes should be faxed
> on a daily basis to NBC. No changes will be approved after Wednesday,
> September 28, 2005.
>
> The NBC contact persons for **all** year-end closing matters are
> presented in Section 17, Denver-NBC Contacts.

**[3. COMMITMENTS]{.underline}**

Commitments reserve funding until the actual award document has occurred
through the procurement offices. For closing purposes, commitments will
be recorded in FFS by NBC beginning August 1, 2005. However, beginning
on October 1, 2005 and continuing in the future, commitments will be
recorded for all Work Requests (CD-410), Procurement Requests (CD-435),
Training Requests (SF 182), Memoranda of Understanding (MOUs), and
Printing and Binding Requests (SF-1). These documents must be sent
through Accounting in OFM for creation of a commitment as soon as
approval to acquire goods or services is obtained but before the actual
order (e.g., purchase order, contract, etc.) is executed. Commitments
are reflected in the ITA reports in the same manner as obligations. The
transaction code RQ identifies the commitment document in the FFS
reports.

> Regarding commitments, the contact persons are Vanessa Barksdale,
> (202) 482-5627, email:
> [Vanessa.Barksdale@mail.doc.gov](mailto:Vanessa Barksdale@ita.doc.gov),
> Crystal Bush, (202) 482-8365, email:
> [Crystal.Bush@mail.doc.gov](mailto:Crystal_Bush@ita.doc.gov) or
> Roxanna Allen, (202) 482-8364, email:
> [Roxanna.Allen@mail.doc.gov](mailto:Roxanna_Allen@ita.doc.gov)
>
> NOTE: Any commitments that do not have an award document dated
> September 30, 2005, or earlier,will be reversed, and funds
> availability will be returned to the program areas. It is essential
> that these commitments be monitored to ensure all available funds are
> used prior to the close of the fiscal year.

**[4. OBLIGATIONS - NON TRAVEL]{.underline}**

> All obligating documents or requests for de-obligations must be
> received at NBC from NOAA procurement offices by Monday, October 3,
> 2005. As is customary practice, NOAA procurement offices must
> overnight **[daily]{.underline}** to NBC any obligations starting
> Wednesday, September 21, 2005.
>
> Obligations will not be established for requisitions that the
> procurement offices did not issue a purchase order by September 30,
> 2005. **A requisition is NOT valid documentation to establish an
> accrual or obligation.** An accrual is for goods or services ordered
> and/or received but not yet paid.

**[5. OBLIGATIONS - TRAVEL]{.underline}**

> **A copy of all temporary duty travel orders involving travel in FY
> 2005 must be received at NBC by September 30, 2005. For closing
> purposes and beginning on October 1, 2005 and continuing in the
> future, ALL travel orders must be sent to** **Accounting in OFM, Attn:
> Vanessa Barksdale, for review and obligation prior to being sent to
> SATO. Faxed copies are acceptable.**
>
> Trip specific and blanket travel orders, which are still open, may
> remain obligated through September 30, 2005. The last voucher
> submitted by ***travelers*** under either of these orders should be
> clearly noted as **final**, so that the obligation can be properly
> liquidated. If the traveler will not be traveling again before
> September 30, 2005, and the obligation is still outstanding,
> de-obligations need to be forwarded by Resource Managers to NBC no
> later than Friday, September 30, 2005. A list of open travel orders
> can be found in the ITA143 Unliquidated Obligations By Organization
> Certification Report. Resource Managers should encourage program
> personnel to submit travel vouchers within 5 days after travel (the
> Department's standard) to avoid the delay in recording the expenditure
> in FFS. **[NO]{.underline}** 'Year End Accrual' forms should be
> completed for [TDY]{.underline} travel. The travel obligations will be
> automatically accrued in FFS. This procedure will apply to all travel
> orders where travel will begin prior to or on September 30, 2005. The
> automated accrual process will be based upon FY 2005 outstanding TDY
> travel orders and will accrue only the portion of the travel that will
> occur through September 30. For TDY Blanket Travel Orders, the
> obligation amount may need to be increased to cover travel costs that
> will not be vouchered until after the end of the fiscal year. Once
> processed in FFS, the accrual will be recorded as a "Year End (YE)"
> document type. The document number will be the ITA assigned travel
> order number. These transactions will reduce the obligation amount and
> establish an accrual or accounts payable amount.
>
> Resource Managers must establish accruals for [Permanent Change of
> Station]{.underline} (PCS) travel costs that are incurred prior to or
> on September 30, 2005, if the travel voucher will not be received by
> NBC by Friday, September 9. Using the ITA143 Unliquidated Obligations
> by Organization Certification Report, as of August 31, 2005, Managers
> should estimate the dollar amount of each PCS obligation that will be
> received by September 30, 2005, and record that amount on the
> Unliquidated Obligations by Organization Certification Report, ITA143.
> The certifications should be completed by Friday, September 23 and
> faxed to NBC, attention: Wendy Fark at (303) 969-7075 or 7195. This
> requirement will apply to all PCS travel orders where the travel will
> occur in FY 2005. The accrual, once processed in FFS, will be recorded
> as a "Year End (YE)" document type. The document number will be the
> ITA assigned travel order number. These transactions will reduce the
> obligation amount and establish an accrual or accounts payable amount.
>
> **NOTE:** Travel vouchers will not be processed from September 27
> through September 30, 2005, due to cash cut-off with Treasury.

**[6. YEAR-END ACCRUALS -- PAYROLL]{.underline}**

> On Monday, September 12, 2005, the NBC will record actual expenses for
> pay period 0517, dates August 21, 2005 to September 3, 2005. The
> payroll interface will also post a payroll accrual at 200% of pay
> period 0517 to reflect labor cost through the end of September. The
> 200% accrual represents the last 20 workdays of the fiscal year.
>
> On Monday, September 26, 2005, the NBC will reverse the payroll
> accrual of 200% for pay period 0517, and record actual expenses for
> pay period 0518, dates September 4, 2005 to September 17, 2005. The
> payroll interface will also post a payroll accrual at 100% of pay
> period 0518 to reflect labor cost through the end of September. The
> 100% accrual represents the last 10 workdays of the fiscal year.

Cash award accruals will be based on the remaining amount of each Deputy
Assistant Secretary's approved cash award pool after pay period 0517 is
processed. ITA Headquarters Office of Human Resources Management (OHRM)
will provide to ITA budget personnel by Friday, September 16, 2005, the
'Cash Award Report. ITA Accounting will work with the Resource Managers
to determine the accounting codes to assign each cash award accrual
listed on the 'Cash Award Report', and submit the data to NBC by Friday,
September 23 2005.

> After pay period 0518 has been recorded on September 26, 2004, ITA
> Accounting will need to determine if an adjustment to the 'Cash Award
> Report', which was based on pay period 0517, is required. If an
> adjustment is needed, it will need to be submitted to NBC by Friday,
> September 30, 2005.
>
> ITA Headquarters OHRM must report to the NBC the dollar amount of the
> Annual Leave Liability. This can be obtained after pay period 0517. To
> ensure the proper entries into FFS are made, the calculation must be
> forwarded to NBC by Friday, September 23, 2005.
>
> **[7. YEAR-END ACCRUALS -- NON-PAYROLL]{.underline}**
>
> **INSTANCES IN WHICH THE AMOUNT TO ACCRUE IS ALREADY OBLIGATED IN
> FFS**
>
> An accrual can be established in the following ways for non-payroll
> orders of goods or services when a formal obligating document is
> prepared. A formal obligating document would be a contract, purchase
> order, training order, or signed memorandum of understanding, and/or
> reimbursable agreement.

1)  Resource Managers should establish accruals for those goods and
    services ordered during FY 2005 that are recorded as an unliquidated
    obligation on the ITA143 Unliquidated Obligations by Organization
    Certification Report, as of July 31, 2005. This will be accomplished
    during the Annual Unliquidated Obligations Certification. Managers
    should estimate the dollar amount of each obligation that will be
    received by September 30, 2005 and record that amount on the
    Unliquidated Obligations by Organization Certification Report,
    ITA143. The completed certifications should be completed by
    September 6, 2005, and sent to the ITA Accounting, HCHB Room 4113.
    The contact person is Vanessa Barksdale, (202)482-5627, email:
    <Vanessa.Barksdale@mail.doc.gov>, Crystal Bush, (202) 482-8365,
    email: <Crystal.Bush@mail.doc.gov> or Roxanna Allen, (202) 482-8364,
    email: <Roxanna.Allen@mail.doc.gov> , who will maintain a controlled
    file for these accruals.

2)  Resource Managers should review the ITA673, Accruals By Organization
    Certification Report, as of July 31, 2005. Managers should validate
    the **existing** accruals and determine if they are valid. Any
    change, increase, decrease or cancellation should be noted on the
    ITA673. Certifications should be completed by Wednesday August 31,
    2005 and sent to ITA Accounting, HCHB Room 4113. The contact person
    is Vanessa Barksdale, (202)482-5627, email:
    [Vanessa.Barksdale@mail.doc.gov](mailto:Vanessa Barksdale@mail.doc.gov),
    Crystal Bush, (202) 482-8365, email:
    [Crystal.Bush@mail.doc.gov](mailto:Crystal_Bush@mail.doc.gov) or
    Roxanna Allen, (202) 482-8364, email:
    [Roxanna.Allen@mail.doc.gov](mailto:Roxanna_Allen@ita.doc.gov) , who
    will maintain a controlled file for these accruals.

3)  NBC will establish accruals for those good and services **ordered**
    from August 1, 2005 through September 30, 2005. This will be
    accomplished by reviewing the contract, purchase order, training
    order, memorandum of understanding, and/or reimbursable agreement
    for terms of delivery and estimating the amount of each obligation
    that will be received by September 30, 2005. Resource Managers will
    [not]{.underline} have to complete any accrual documentation for any
    obligation they certified on their ITA143 report.

> **INSTANCES IN WHICH THE AMOUNT TO ACCRUE IS NOT OBLIGATED IN FFS**
>
> Resource Managers and OOMS staff must establish accruals for those
> goods and services ordered and received by September 30, 2005, but not
> yet paid, for which formal obligation documents are **not** issued.
> Examples of these types of items are: SF 1164s for Headquarters,
> utilities, medical payments and storage. The 'Year End Accrual' form
> must be completed for these accruals and received at NBC by Friday,
> September 30, 2005. All accrual forms must be submitted through OFM
> Accounting. OFM Accounting will maintain a file of the original year
> end accrual forms and fax a copy to NBC. To ensure processing by
> October 1, fax **[daily]{.underline}** any 'Year End Accrual' forms
> starting Friday, September 23, 2005. The accrual, once processed in
> FFS, will be recorded as a "Receiver (RC)", or "Year End (YE)"
> document type. The Year End Accrual form is on page 11 of these
> procedures.
>
> **PHONES**
>
> Phone accruals charged to Centralized Services will be prepared by
> OOMS, for [all]{.underline} cost centers. NBC will establish accruals
> for phone accounts charged to ODO cost centers.
>
> **CITIBANK - CREDIT CARD PURCHASES**
>
> The signed and approved September 5, 2005, Citibank statement must be
> received at NBC by September 16, 2005. If cardholders have not
> received their mailed statements, they should download statements from
> CITIDIRECT at
> [www.cards.citidirect.com/welcome.asp](http://www.cards.citidirect.com/welcome.asp).
> If cardholders do not have a user name and password, they must contact
> the CITIDIRECT helpdesk at 1-800-790-7206.

Credit card purchases (both [domestic]{.underline} and
[overseas]{.underline}) made through September 30, 2005, will be
automatically recorded using the cardholders existing default cost
account, **if** the purchase was posted by Citibank to their account by
Friday September 30, 2005. Purchases not posted to the cardholders
account by September 30, must be accrued by Resource Managers since
these purchases **will not** be automatically accrued by NBC.
Cardholders should review their credit card statements on-line using
CITIDIRECT to ensure all purchases made prior to September 30, 2005,
were posted to their account. [The 'Year End Accrual' form must be
completed ONLY for purchases made prior to September 30, 2005 but
**not** posted to the cardholder's on-line statement by September 30,
2005.]{.underline} On the 'Year End Accrual' forms the 'Obligation/PCS
Trvl Order #/Purchase Card#:' field **[must]{.underline}** contain the
cardholders Citibank card number and the "Vendor/Traveler
Name/Cardholder Name:" field **[must]{.underline}** contain the
cardholder's name. The dollar amount of purchases should be aggregated
on the accrual form and **be greater than \$1,000**. All accrual forms
must be submitted through OFM Accounting by Friday, September 30th. The
contact person is Vanessa Barksdale, (202) 482-5627, email:
<Vanessa.Barksdale@mail.doc.gov>. OFM Accounting will forward the
accrual to NBC for processing. The accrual, once processed in FFS, will
be recorded as a "Year End (YE)" document type.

If a purchase made during September 2005, needs to be moved from the
default cost account to another cost account, then approving officials
will need to submit the printout of their CITIDIRECT account to NBC by
Friday, September 30, 2005, to ensure the adjustments are entered in the
financial system for FY 2005. On the CITIDIRECT printout, the approving
official should note the correct cost account next to the transaction,
sign it, and forward to OFM Accounting. OFM Accounting will forward to
NBC for processing.

> **PAYMENTS**
>
> Resource Managers and OOMS staff must ensure that vendor invoices
> (along with the appropriate receiving report) are received at NBC by
> Friday, September 16, 2005, in order to process the payment in FY
> 2005. If documents are transmitted via Federal Express, a 2-day
> lead-time should be sufficient to reach NBC by the cutoff. If
> documents are mailed in regular mail, more lead time will be required.

**[8. ADVICE OF CORRECTIONS]{.underline}**

> All Advice of Corrections (AOC) documents must be received at NBC by
> Friday, September 30. All AOCs must be submitted through OFM
> Accounting. The contact person is Vanessa Barksdale, (202) 482-5627.
> email: <Vanessa.Barksdale@mail.doc.gov>. OFM Accounting will maintain
> a file of the original AOC and fax a copy to NBC. To ensure processing
> by October 1, fax **[daily]{.underline}** any 'Year End Accrual' forms
> starting Friday, September 23, 2005.

**[9. INTERAGENCY AGREEMENTS]{.underline}**

> Resource Managers and OFM Accounting must ensure that all Interagency
> Agreements, where ITA is the receiving agency and that represent a use
> of funds, have been properly prepared, assigned an agreement number,
> are signed, and obligated in FFS. Annually-funded Interagency
> Agreements will be closed out by September 21^st^ and memoranda faxed
> to customers indicating the balances remaining. Additional guidance
> regarding Interagency Agreements is provided in "ITA Administrative
> Guidance, Chapter 3-1, "ITA Agreements".

Resource Managers and OFM Accounting must review all current Interagency
Reimbursable Agreements, where ITA is the servicing agency and
represents a source of funds, to ensure the appropriate reimbursable
authority. Agreements must be reviewed to ensure all charges are valid
and the agreement amounts have not been over expended. If agreements
have been over expended, either modifications to agreements to obtain
additional funding must be done, or the over expended charges will need
to be moved to another funding source. Those responsible must also
ensure that copies of the signed agreements have been forwarded no later
than Wednesday, September 21, 2005, to NBC. If additional funding will
not be received, adjustments to move to another funding source must be
received at NBC by Friday, September 30, 2005.

10. **[INTRAGOVERNMENTAL PAYMENTS AND COLLECTION SYSTEM]{.underline}**

> **[(IPAC CHARGES)]{.underline}**
>
> NBC will process all IPAC charges through September 30, 2005. IPAC
> refers to any type of cost or service that is provided to ITA by
> another Federal Agency. Examples are: Department of Commerce Working
> Capital Fund, Work Orders, ICASS, Government Printing Office, GSA
> telephones, GSA rent, OPM training. All charges for costs and services
> provided by others will liquidate the referenced obligation document
> number, if the order has been obligated. In those instances where a
> valid obligation reference has not been provided with the bill,
> charges will be posted to the designated default code suspense
> account. From September 1 through September 30, 2005, NBC will be in
> telephone contact **with Resource Managers, ITA OOMS staff and ITA
> Accounting staff** to identify and distribute current undistributed
> IPAC charges. All undistributed IPAC charges must be cleared by
> Monday, October 3, 2005. Detail data need to be provided in a timely
> manner to ensure proper posting.
>
> Resource Managers and OOMS staff must establish accruals for IPAC
> charges that were obligated as of June 30, 2005, but will not be
> billed by Federal Departments and Agencies (other than Commerce) by
> September 30, 2005. NBC will work with Commerce components to estimate
> their accruals for ITA. The Resource Managers will be responsible for
> looking at the obligations with other government agencies and see if
> goods or services are to be provided or have already been provided on
> or before September 30, 2005, that have not been IPAC yet. NBC will be
> estimating accruals for any Federal orders established July 1, 2005 -
> September 30, 2005. (This is the same procedure as for #7. YEAR-END
> ACCRUALS -- NON-PAYROLL: INSTANCES IN WHICH THE AMOUNT TO ACCRUE IS
> ALREADY OBLIGATED IN FFS)
>
> **[11. BILLINGS/ACCOUNTS RECEIVABLE]{.underline}**

Resource Managers must ensure all miscellaneous FY 2005 billing
documents, (i.e., Debit Vouchers, Gifts & Bequests), are received in the
NBC office by COB Wednesday, September 21, 2005.

**[12. COLLECTIONS]{.underline}**

> Resource Managers must ensure that the few collections not being made
> by credit card or lockbox are received at NBC by Thursday, September
> 22, 2005. The majority of the collections sent to the lockbox must
> arrive at the lockbox by Friday, September 30, 2005. These September
> dates will ensure a correct balance with Treasury at year-end.

**[13. CAPITALIZED PROPERTY]{.underline}**

> NBC will continue to review the property reports for any current year
> purchases of capitalized equipment, mostly vehicles, or capitalized
> software. NBC has been contacting property managers, ITA OOMS staff,
> ITA FCS Headquarters and Accounting staff requesting missing
> documentation to support current year capital purchases. Beginning in
> August NBC will begin requesting the documentation on a weekly basis.
> At the end of September, NBC will be in contact daily requesting
> missing documentation. Supporting documentation for purchases made
> prior to September needs to be received at NBC by Friday September 9,
> 2005. Supporting documentation for September purchases needs to be
> received at NBC no later than Friday, September 30, 2005.

**[14. FY 2006 BUSINESS]{.underline}**

> Beginning Monday, October 3, 2005, FFS will be available for data
> entry of FY 2006 obligations and payments.
>
> The year-end FFS closing process withdraws unobligated budget
> authority for no-year funds from FY 2005 and posts a carryover to FY
> 2006. It should be noted that this carryover process zeroes out any
> prior years funding, thus negating any availability for prior year
> spending. Carryover amounts can be found on the ITA521 Report.

**[15. YEAR END ACCRUAL FORM INSTRUCTIONS]{.underline}**

> The 'Year End Accrual' form must be used to record year-end accrual
> information for PCS travel and non-obligated payments. **[ACCRUAL
> FORMS SHOULD ONLY BE COMPLETED FOR AMOUNTS GREATER THAN
> \$1,000.]{.underline} ALL FIELDS MUST BE COMPLETED TO ENSURE THE
> ACCRUAL IS PROPERLY ENTERED INTO FFS.** Accrual form is attached.
>
> [OBLIGATION/PCS TRAVEL ORDER#/ PURCHASE CARD \#]{.underline}:
>
> For PCS travel, the transaction number of the obligation must be used.
> Enter that number in this field.
>
> If the accrual is for a purchase card, then enter the cardholder's
> purchase card number in this field.
>
> If an obligation has not been recorded previously, then write in the
> space "NOT OBLIGATED" or ITA Resource Managers might want to assign
> their own number for tracking in FFS. If no number is assigned,
> NBC-Denver will assign a sequential number. If each Resource Manager
> uses their cost center number in the beginning of the 'Obligation or
> Travel Order #:' field, duplicates can be avoided. FFS will not accept
> duplicated document numbers.
>
> [VENDOR/TRAVELER NAME/CARDHOLDER NAME:]{.underline}
>
> For PCS travel, record the name on the obligation in this field.
>
> If it is for a purchase card accrual, record the name of the
> cardholder in this field.
>
> If not obligated, then record the name of the vendor.
>
> [TOTAL \$ AMOUNT OF ACCRUAL:]{.underline} Record the total amount to
> be accrued.
>
> [MONTH INVOICE/CHARGES ARE EXPECTED TO BE RECEIVED:]{.underline} Enter
> the month that the invoice or charges received and submitted to the
> NBC-Denver.
>
> [COST STRUCTURE/ LINE NO:]{.underline} Enter the appropriate cost
> structure to be charged. The accruals can be aggregated at the major
> budget object class, i.e., 2500 versus 2501, 2502, 2503, etc\....
>
> [DESCRIPTION OF OBLIGATION/ACCRUAL:]{.underline} Enter a brief
> description of the goods or services being accrued. Example: SF1164,
> local expenses for John Doe
>
> [SIGNATURE/TITLE/PHONE NUMBER/DATE:]{.underline} Must be signed by the
> appropriate Resource Manager and Budget Analyst.
>
> [OUTPUT:]{.underline} Accruals are included in the following reports:

ITA 100 Itemized Transaction Report (monthly)

> ITA 102 Cumulative Transaction Report
>
> ITA 673 Accrual Report

These reports can be viewed to confirm that data from the accrual forms
has been posted.

SAMPLE

INTERNATIONAL TRADE ADMINISTRATION

YEAR-END ACCRUAL SHEET

FISCAL YEAR 2005

+-----------+--------+-------+------------+---------+----------------+
|           |        |       |            |         |                |
+-----------+--------+-------+------------+---------+----------------+
| **OB      |        |       |            |         |                |
| LIGATION/ |        |       |            |         |                |
| PCS TRVL  |        |       |            |         |                |
| ORDER #/  |        |       |            |         |                |
| PURCHASE  |        |       |            |         |                |
| CARD #:   |        |       |            |         |                |
| \_\_**    |        |       |            |         |                |
| [xxxx1234 |        |       |            |         |                |
| ]{.underl |        |       |            |         |                |
| ine}\_\_\ |        |       |            |         |                |
| _\_\_\_\_ |        |       |            |         |                |
| **VENDOR  |        |       |            |         |                |
| /TRAVELER |        |       |            |         |                |
| NAME/C    |        |       |            |         |                |
| ARDHOLDER |        |       |            |         |                |
| NAME**:   |        |       |            |         |                |
| \_\       |        |       |            |         |                |
| _\_\_\_\_ |        |       |            |         |                |
| \_\_[John |        |       |            |         |                |
| Doe]{.und |        |       |            |         |                |
| erline}\_ |        |       |            |         |                |
| \_\_\_\_\ |        |       |            |         |                |
| _\_\_\_\_ |        |       |            |         |                |
|           |        |       |            |         |                |
| **TOTAL   |        |       |            |         |                |
| \$ AMOUNT |        |       |            |         |                |
| OF        |        |       |            |         |                |
| A         |        |       |            |         |                |
| CCRUAL:** |        |       |            |         |                |
| \_\_\_[\  |        |       |            |         |                |
| $2000.00] |        |       |            |         |                |
| {.underli |        |       |            |         |                |
| ne}\_\_\_ |        |       |            |         |                |
|           |        |       |            |         |                |
| **MONTH   |        |       |            |         |                |
| INVOIC    |        |       |            |         |                |
| E/CHARGES |        |       |            |         |                |
| EXPECTED  |        |       |            |         |                |
| TO BE     |        |       |            |         |                |
| RECEIVED: |        |       |            |         |                |
| \_\       |        |       |            |         |                |
| _\_**[Nov |        |       |            |         |                |
| '05]      |        |       |            |         |                |
| {.underli |        |       |            |         |                |
| ne}\_\_\_ |        |       |            |         |                |
+-----------+--------+-------+------------+---------+----------------+
| **COST    |        |       |            |         |                |
| STRUCTURE |        |       |            |         |                |
| (S):**    |        |       |            |         |                |
+-----------+--------+-------+------------+---------+----------------+
| **LINE    | **     | **O   | *          | **BOC** | **\$ AMOUNT**  |
| NO**      | APPR** | RGN** | *PROJ/PERF |         |                |
|           |        |       | MEASURE**  |         |                |
|           | **     |       |            |         |                |
|           | CODE** |       |            |         |                |
+-----------+--------+-------+------------+---------+----------------+
| **001**   | 501    | 1130  | 340001     | 2532    | \$2000.00      |
+-----------+--------+-------+------------+---------+----------------+
| **002**   |        |       |            |         |                |
+-----------+--------+-------+------------+---------+----------------+
| **003**   |        |       |            |         |                |
+-----------+--------+-------+------------+---------+----------------+
| **004**   |        |       |            |         |                |
+-----------+--------+-------+------------+---------+----------------+
| **005**   |        |       |            |         |                |
+-----------+--------+-------+------------+---------+----------------+
| **006**   |        |       |            |         |                |
+-----------+--------+-------+------------+---------+----------------+
| **007**   |        |       |            |         |                |
+-----------+--------+-------+------------+---------+----------------+
| **008**   |        |       |            |         |                |
+-----------+--------+-------+------------+---------+----------------+
| **009**   |        |       |            |         |                |
+-----------+--------+-------+------------+---------+----------------+
| **010**   |        |       |            |         |                |
+-----------+--------+-------+------------+---------+----------------+

**DESCRIPTION OF OBLIGATION/ACCRUAL:**

[Training completed on 9/28. Charge not yet posted to purchase card
account, per Citidirect inquiry on 9/30.]{.underline}
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

SIGNATURE:
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
TITLE:\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

PHONE NUMBER: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
DATE: \_\_\_\_[9-30-05]{.underline} \_\_\_\_\_\_\_\_\_\_\_\_\_\_

ITA Budget Analyst:
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ DATE:
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Send completed form to your unit's Budget Analyst, for review and sign
off. The budget analyst will fax the completed form to NBC at
303-969-7075 (**DO NOT** send the original, maintain the original for
your records.)

**[16. DENVER-NBC ADDRESS]{.underline}**

The overnight mailing address for NBC-Denver is:

National Business Center

Products and Services

Mail Stop - D-2761 ITA

7301 W. Mansfield Avenue

Lakewood, CO 80235-2230

The FAX# for NBC-Denver is:

303-969-7075

**[17. DENVER-NBC CONTACTS]{.underline}**

  -------------------------- -------------------- -----------------------
  **Area**                   **Name**             **Phone Number**

  Budget                     Kathie Laws          303-969-7780 X2533

  Obligations                Sheila Dougherty     303-969-7780 X2419

  Travel                     Chris Barned         303-969-7780 X2407

  Payroll Accruals           Tammy Goracke        303-969-7780 X2514

  Non-Payroll Accruals       Wendy Fark           303-969-7780 X2468

  Advice of Corrections      Wendy Fark           303-969-7780 X2468

  Citibank Statements        Sandy Neff           303-969-7780 X2234

  Interagency Agreements     Billie Kramer        303-969-7780 X2528

  IPAC Charges               Kristine Claiborne   303-969-7780 X2637

  Miscellaneous Receivables  Billie Kramer        303-969-7780 X2528

  Collections                Karen Hall           303-969-7780 X2515

  Property                   Judi Lombardi        303-969-7780 X2535

  General                    Tammy Goracke        303-969-7780 X2514
  -------------------------- -------------------- -----------------------

**[18. SCHEDULE OF EVENTS BY DATE AND RESPONSIBLE PARTY]{.underline}**

+-----------+-----------------------+-----+-----------------+--------+
| ###       | **Procedure           | **  | **Responsible   | **     |
| #### Date | Description**         | #/P | Party**         | Done** |
|           |                       | g** |                 |        |
+===========+=======================+=====+=================+========+
| 8/31/2005 | Last day to complete  | #7  | Resource        |        |
| Wednesday | the Unliquidated      |     | Managers        |        |
|           | Obligations           | Pg  |                 |        |
|           | Certification, ITA143 | 6   |                 |        |
|           | and associated        |     |                 |        |
|           | accruals. Due to      |     |                 |        |
|           | Crystal Bush or       |     |                 |        |
|           | Roxanna Allen Room    |     |                 |        |
|           | 4113, HCHB.           |     |                 |        |
+-----------+-----------------------+-----+-----------------+--------+
| 9/1/2005  | NBC will be           | #10 | Resource        |        |
| Thursday  | contacting ITA        |     | Managers        |        |
|           | personnel on clearing | Pg  |                 |        |
|           | all undistributed     | 8   | OOMS            |        |
|           | IPAC Charges.         |     |                 |        |
|           |                       |     | OFM             |        |
+-----------+-----------------------+-----+-----------------+--------+
| 9/9/2005  | Last day for          | #13 | Property        |        |
| Friday    | supporting            |     | Managers        |        |
|           | documentation for FY  | Pg  |                 |        |
|           | 2005 capital          | 9   | OOMS            |        |
|           | purchases made prior  |     |                 |        |
|           | to September to be    |     | FCS             |        |
|           | received at NBC.      |     |                 |        |
|           |                       |     | OFM             |        |
+-----------+-----------------------+-----+-----------------+--------+
| 9/12/2005 | Pay period 2005 17    | #6  | NBC             |        |
| Monday    | will be posted and a  |     |                 |        |
|           | payroll accrual for   | Pg  |                 |        |
|           | September 18 through  | 5   |                 |        |
|           | September 30 will be  |     |                 |        |
|           | posted.               |     |                 |        |
+-----------+-----------------------+-----+-----------------+--------+
| 9/16/2005 | 'Cash Award Accrual'  | #6  | OHRM            |        |
| Friday    | report needs to be    |     |                 |        |
|           | completed.            | Pg  | Cardholder's    |        |
|           |                       | 5   |                 |        |
|           | Last day to submit    |     | Approving       |        |
|           |                       | #7  | Officials       |        |
|           | September 4, 2005     |     |                 |        |
|           | Citibank Statement    | Pg  | Resource        |        |
|           |                       | 7   | Managers        |        |
|           | Last day for vendor   |     |                 |        |
|           | payments to be        | #7  | OOMS            |        |
|           | received at NBC to be |     |                 |        |
|           | paid in FY 2005.      | Pg  |                 |        |
|           |                       | 7   |                 |        |
+-----------+-----------------------+-----+-----------------+--------+
| 9/21/2005 | NOAA overnight        | #4  | NOAA            |        |
|           | procurements to NBC   |     | Procurement     |        |
| Wednesday | daily.                | Pg  |                 |        |
|           |                       | 4   | Resource        |        |
|           | Last day to enter     |     | Managers        |        |
|           | changes to            | #9  |                 |        |
|           | Interagency           |     | Budget          |        |
|           | Reimbursable          | Pg  |                 |        |
|           | Agreements, where ITA | 8   | Resource        |        |
|           | is the servicing      |     | Managers        |        |
|           | Agency.               | #11 |                 |        |
|           |                       |     | OOMS            |        |
|           | All miscellaneous     | Pg  |                 |        |
|           | billing requests must | 9   |                 |        |
|           | be received at NBC.   |     |                 |        |
+-----------+-----------------------+-----+-----------------+--------+
| 9/22/2005 | Non credit card or    | #12 | Resource        |        |
| Thursday  | lockbox collections   |     | Managers        |        |
|           | sent to Denver, must  | Pg  |                 |        |
|           | be received by this   | 9   |                 |        |
|           | date.                 |     |                 |        |
+-----------+-----------------------+-----+-----------------+--------+
| 9/23/2005 | Last day to complete  | #5  | Resource        |        |
| Friday    | PCS accruals from ITA |     | Managers        |        |
|           | 143 as of August 31,  | Pg  |                 |        |
|           | 2005.                 | 4   | OHRM            |        |
|           |                       |     |                 |        |
|           | Annual Leave          | #6  | OFM - Budget,   |        |
|           | Liability calculation |     |                 |        |
|           | to NBC-Denver.        | Pg  | OFM -           |        |
|           |                       | 5   | Accounting      |        |
|           | 'Cash Award Accrual'  |     |                 |        |
|           | report to be          | #56 | Resource        |        |
|           | submitted to          |     | Managers        |        |
|           | NBC-Denver with       | Pg  |                 |        |
|           | accounting codes.     | 5   |                 |        |
+-----------+-----------------------+-----+-----------------+--------+
| 0         | Last day to process   | #5  | NBC             |        |
| 9/26/2005 | travel vouchers for   |     |                 |        |
|           | FY 2005.              | Pg  | NBC             |        |
| Monday    |                       | 5   |                 |        |
|           | Payroll accrual for   |     | NBC             |        |
|           | September 4 through   | #6  |                 |        |
|           | September 30 will be  |     |                 |        |
|           | reversed (200%).      | Pg  |                 |        |
|           |                       | 5   |                 |        |
|           | Pay period 2005 18    |     |                 |        |
|           | will be posted and a  | #6  |                 |        |
|           | payroll accrual for   |     |                 |        |
|           | September 19 through  | Pg  |                 |        |
|           | September 30 will be  | 5   |                 |        |
|           | posted (100%).        |     |                 |        |
+-----------+-----------------------+-----+-----------------+--------+
| 0         | Last day for budget   | #2  | OFM - Budget    |        |
| 9/28/2005 | changes to            |     |                 |        |
|           | apportionments,       | Pg  |                 |        |
| Wednesday | allotments or         | 3   |                 |        |
|           | allocations.          |     |                 |        |
+-----------+-----------------------+-----+-----------------+--------+
| 9/30/2005 | Adjustment to 'Cash   | #6  | OFM -- Budget   |        |
| Friday    | Award Report' if      |     |                 |        |
|           | necessary.            | Pg  | OFM -           |        |
|           |                       | 5   | Accounting      |        |
|           | Last day for          |     |                 |        |
|           | collections to be     | #12 | Resource        |        |
|           | received at the       |     | Managers        |        |
|           | Lockbox.              | Pg  |                 |        |
|           |                       | 9   | Resource        |        |
|           | Last day for domestic |     | Managers        |        |
|           | de-obligation         | #5  |                 |        |
|           | requests for travel   |     | Resource        |        |
|           | obligations to be     | Pg  | Managers        |        |
|           | received at NBC.      | 4   |                 |        |
|           |                       |     | Resource        |        |
|           | Last day for 'Year    | #7  | Managers        |        |
|           | End Accrual Form' to  |     |                 |        |
|           | be received at NBC    | Pg  | OOMS            |        |
|           | for goods and         | 6   |                 |        |
|           | services, **not       |     | OFM - Budget    |        |
|           | obligated**, but      | #7  |                 |        |
|           | received by 9/30/2005 |     | Cardholders     |        |
|           | and not paid.         | Pg  | Resource        |        |
|           |                       | 6   | Managers        |        |
|           | Last day for 'Year    |     |                 |        |
|           | End Accrual' forms    | #7  | OOMS            |        |
|           | for **Citibank Credit |     |                 |        |
|           | Card purchases** not  | Pg  | OFM - Budget    |        |
|           | posted to cardholders | 6   |                 |        |
|           | statements by         |     | Cardholders     |        |
|           | 09/30/05.             | #8  | Resource        |        |
|           |                       |     | Managers        |        |
|           | Last day for moving   | Pg  |                 |        |
|           | credit card charges   | 8   | Resource        |        |
|           | off cardholders       |     | Managers        |        |
|           | default account       | #13 |                 |        |
|           | codes.                |     | OOMS            |        |
|           |                       | Pg  |                 |        |
|           | Last day for Advice   | 9   | OFM - Budget    |        |
|           | of Corrections to be  |     |                 |        |
|           | received by           |     | Property        |        |
|           | NBC-Denver.           |     | Managers        |        |
|           |                       |     |                 |        |
|           | Last day to receive   |     | OOMS, FCS, OFM  |        |
|           | supporting            |     |                 |        |
|           | documentation for     |     |                 |        |
|           | September 2005        |     |                 |        |
|           | Capital purchases.    |     |                 |        |
+-----------+-----------------------+-----+-----------------+--------+
| 1         | Last day for FY 2005  | #4  | Resource        |        |
| 0/03/2005 | obligations to be     |     | Managers        |        |
|           | received at NBC.      | Pg  |                 |        |
| Monday    |                       | 4   | OOMS            |        |
|           | Last day for          |     |                 |        |
|           | undistributed IPAC to | #10 | OFM - Budget    |        |
|           | be cleared to proper  |     |                 |        |
|           | cost structure.       | Pg  | Resource        |        |
|           |                       | 8   | Managers        |        |
|           |                       |     |                 |        |
|           |                       |     | OOMS            |        |
|           |                       |     |                 |        |
|           |                       |     | OFM - Budget    |        |
+-----------+-----------------------+-----+-----------------+--------+

[^1]: Open Obligations are goods or services that have been ordered but
    the balance has not been fully liquidated (paid). Therefore the
    request has not been closed in the financial system.