**PROPOSED SFIS DATA ELEMENTS TO BE CARRIED IN DLMS**

**DEFINITIONS AND BUSINESS RULES**

**NOTE:**

**The  business rules outlined for the below SFIS data elements are primarily for database storage and usage, however, are included in this PDC to further define the database configuration  management and data element definitions in the Buyer/Seller’s AIS.**

**(1)****Department Regular Code** - Department Regular is the US Treasury designated code representing the government agency accountable for one or more fund accounts established and maintained by the Treasury.  The Department Regular element is an integral part of the Treasury Appropriation Fund Symbol (TAFS).  

Examples: 097    DoD, Office of the Secretary of Defense

021    Department of the Army

017    Department of the Navy

057    Department of the Air Force

096    Corps of Engineers

(Provide a description of the code change, segment, document module, block, data element, transaction, or process/procedure)For a complete set of values, please visit: Treasury Financial Manualhttp://fms.treas.gov/fastbook/fastbook_apr09.pdf

Legacy Equivalent Terminology - Treasury Index, Department Code

Syntax – three numeric

Business Rules –

· Department Regular Code must be 3 numeric characters.  ex. 097

· A Department Regular Code must be associated with a unique or discrete combination of the following elements, per DoD Guidance: Main Account Code, Period of Availability Fiscal Year Date, Budget Activity Identifier, Budget Sub Activity Identifier, and Budget Line Item Identifier for funds control.

· All DoD accounting systems must store and maintain Department Regular Code values.

· A Department Regular Code must be established in the accounting classification structure when the appropriation is signed by the President and must be maintained until available funding has been canceled.

**(2)  Department Transfer Code** - The Department Transfer Code identifies the federal agency of obligation authority to the DoD or one of its components.   For the transfer of obligation authority, the transfer agency retains responsibility for the fund account and the recipient agency charges against the fund account of the transfer agency.

Examples: 097   DoD, Office of the Secretary of Defense021   Department of the Army017   Department of the Navy057   Department of the Air Force096   Corps of Engineers

For a complete set of values, please visit: Treasury Financial Manualhttp://fms.treas.gov/fastbook/fastbook_apr09.pdf

Legacy Equivalent Terminology - Transfer Department, Transfer Agency/Transfer To Department

Syntax – three numeric

Business Rules-

·    A Department Transfer Code must be associated with only one unique or discrete combination of the following elements, per DoD Guidance: Department Regular Code, Main Account Code, Period of Availability Fiscal Year Date, Budget Activity Identifier, Budget Sub Activity Identifier, and Budget Line Item Identifier for funds control when transferring obligation authority.  

· Department Transfer Code must be 3 numeric characters.  ex. 089

· Department Transfer Code must be used for accounting classification, general ledger posting, financial reporting, budgetary control, and funds control.  

· All DoD accounting systems must store and maintain Department Transfer Code values.

**(3)  Main Account Code** - The main account is identified by a four digit numeric data element representing a specific appropriation or fund account established by the US Treasury for expenditure or receipt authority issued by the US Congress.

Examples: 0740  Family Housing Construction, Air Force

2020  Operation & Maintenance, Army

2040  Research, Development, Test & Eval, Army

2050  Military Construction, Army 

4557  Revolving Fund, National Defense Sealift

5095  Wildlife Conservation, Military Reservations

8097  Military Retirement Fund, Defense

For a complete set of values, please visit: Treasury Financial Manualhttp://fms.treas.gov/fastbook/fastbook_apr09.pdf

Legacy Equivalent Terminology - Basic Symbol, Appropriation Symbol

Syntax – four numeric

Business Rules – 

· A Main Account Code must be associated with one Fund Type Code.

· Each Main Account Code must be associated with only one Budget Function/Sub-Function Code.

· Each accounting system must store and maintain Department Main Account Code values.

· A Main Account Code must be associated with a unique or discrete combination of the following elements, per DoD Guidance: Department Regular Code, Period of Availability Fiscal Year Date, Budget Activity Identifier, Budget Sub Activity Identifier, and Budget Line Item Identifier for funds control.

· Main Account Code must be 4 numeric characters.  ex. 0740

· Main Account Code must be used for accounting classification, general ledger posting, financial reporting, budgetary control, and funds control.  

· Each accounting system must store and maintain Main Account Code values.

· A Main Account Code must be established in the accounting classification structure when the appropriation is signed by the President and will be maintained until available funding has been canceled.

**(4)  Sub-Account Code**- The Sub-Account symbol is used to specify subsidiary level accounts associated to the main account of the TAFS. The Sub-Account might indicate a series of subsidiary level receipt accounts or represent special subsidiary level accounts requested for use by an agency and approved by the US Treasury. Sub-account balances aggregate to the main account balance. The Sub-Account has the potential for several relationships to the Main Account.

Examples:000 – Default

001 – Defense Working Capital Fund, Army

002 - Defense Working Capital Fund, Navy

For a complete set of values, please visit: Treasury Financial Manual

http://fms.treas.gov/fastbook/fastbook_apr09.pdf 

Legacy Equivalent Terminology – Derived off of Limit, Subhead, Receipt Indicator

Syntax – three numeric

Business Rules –

· A Sub-Account Code may be associated with many Main Account Codes.

· Every financial transaction processed must have a valid Sub-Account Code. 

· Usage of the Sub-Account Code must be applicable to all DoD Departments.

· The Sub-Account Code must be defaulted to “000” when one of the Treasury Sub-Account Code conditions does not apply.

· "Sub-Account Code must be 3 numeric characters.  ex. 97X4930.001 (last 3 positions following period)

· Sub-Account Code must be used for accounting classification, general ledger posting, financial reporting, budgetary control, and funds control.  

· Each accounting system must store and maintain Sub-Account Code values.

**(5)  Period of Availability Fiscal Year Date** - Period of Availability identifies the period in which new obligations can be incurred for a main account within a TAFS.  The coding structure that depicts the “period of availability” is (BBBBEEEE), whereby BBBB is used to identify the beginning fiscal year period of availability and EEEE the ending fiscal year available to incur obligations. The Period of Availability indicates for the main fund account the period available for obligation of the fund balance.  For a TAFS main account with no obligation authority end-date indicated, the beginning period is expressed as (PPPP) designating a program fiscal period followed by the "XXXX", indicating "No Year" funding. 

The values change based on appropriation acts**.**

Legacy Equivalent Terminology - Fiscal Year, Program Year, Appropriation Year

Syntax – eight numeric

Business Rules – 

· If a Period of Availability Fiscal Year Date is associated with a no-year budget account, then the last four digits must be XXXX .

· Each Period of Availability Fiscal Year Date may be associated with one or more Main Account Code values.

· Period of Availability Fiscal Year Date must be 8 alpha-numeric characters.  ex. 20062008

· Period of Availability Fiscal Year Date must be used for accounting classification, financial reporting, budgetary control, and funds control.  

· Each accounting system must store and be able to report the Period of Availability Begin Fiscal Year Date of an appropriation and the Period of Availability End Fiscal Year Date of an appropriation.

· A Period of Availability Fiscal Year Date must be associated with a unique or discrete combination of the following elements, per DoD Guidance: Department Regular Code, Main Account Code, Budget Activity Identifier, Budget Sub Activity Identifier, and Budget Line Item Identifier for funds control.

· A Period of Availability Fiscal Year Date must be established in the accounting classification structure when the appropriation is signed by the President and will be maintained until available funding has been canceled.

**(6)  Treasury Sub-Class -**Sub-Class Codes are assigned in certain cases for grouping designated disbursement and/or receipt transactions below the level of appropriation or fund account represented by the main account, for an Appropriation, Fund, or Receipt Account. Separate sub-class identification codes are assigned to agencies by the Treasury to be used as parenthetical prefixes to the main account when preparing Disbursing Officer Reports.  This data element is included in the file layout to accommodate the transition period. In the end state, this element will be removed for the file layout.

Examples:38 Interest and Profits on Investments in Participation Certificates

41 Funds Held Outslide the Treasury – Imprest funds

95 Borrowing from U.S. Treasury

For a complete set of values, please visit: Chapter 3100 Instructions for Disbursing Officers' Reports (T/L 569) (http://fms.treas.gov/tfm/vol1/v1p2c310.pdf)

Money Orders (par)

Legacy Equivalent Terminology – Not Applicable

Syntax – up to 2 numeric characters

**(7) Agency Accounting Identifier** - The Agency Accounting Identifier identifies the organization, **or DoD organization’s AIS,** responsible for providing field level accounting support within DoD.  This code may be the identification of Field Sites or unique accounting installation, **or accounting system**, that support the budget execution of a specific base, post, camp or station.

Examples: FSN/AAA/ADSN         Installation                        000027                           DFAS Kansas City                        00024                             Naval Sea Systems Command                        000318                           DFAS PCA OM

For a complete set of values, please visit: http://referencetool.dfas.mil

Legacy Equivalent Terminology - Fiscal Station Number, Authorization Accounting Activity, Accounting and Disbursing Station Number

Syntax – six numeric

Business Rules – 

· When a DoD Organization is created, then at least one Agency Accounting Identifier Code must be associated with it.

· When an Agency Accounting Identifier Code is associated with any other element, the association must be available throughout accounting lifecycle.

· Agency Accounting Identifier Code must be 6 numeric characters.  ex. 000318

· Agency Accounting Identifier Code must be used for accounting classification and financial reporting.  

· Each accounting system must store and maintain Agency Accounting Identifier Code values.

**(8) Business Partner Number** - The Business Partner Network number is a unique, 9-character alpha-numeric identifier.  It is primarily used to identify buying or selling entities processing intragovernmental transactions.  The Federal Agency Registration (Fed Reg) site is the registration point and authoritative source for BPN numbers and associated registration data. Federal civilian agencies have obtained Data Universal Numbering System (DUNS) numbers from Dun and Bradstreet for use as BPN numbers.  DoD uses an equivalent Business Partner Number (BPN), which consists of the letters “DOD” and the 6-character Department of Defense Activity Address Code (DoDAAC).  Both the DUNS and TPN are considered BPN numbers as they meet Fed Reg requirements and are unique identifiers.

Examples:   DODF28500 - HQ AFCEE/ERBDODHC1016- Defense Information Systems AgencyDODN31698 - Office of the Secretary of the Navy797054660 - Federal Element Inc.

For a complete set of values, please visit: Business Partner Network (http://www.bpn.gov/)

Syntax - nine alpha-numeric characters

Business Rules – 

· BPN Number from the Business Partner Network must be used in conjunction with Department Regular Code, Main Account Code and Sub-Account Code for eliminations.

· The Business Partner Number (BPN) Number is the unique identifier for those engaged in buying and selling.

· The Business Partner Network (BPN) Number for each Federal civilian agency, or Non-government entity, must be the nine digit Data Universal Numbering System (DUNS).

· The Business Partner Network (BPN) Number for DoD must be DoD plus the six character DoD Activity Address Code (DoDAAC).

· All agencies which buy from or sell to a Federal activity must register with the Business partner Network (BPN) and obtain a BPN Number.

· "Business Partner Number must be 9 alpha-numeric characters.  ex. DoDN31698

· Business Partner Number must be used for general ledger posting and  financial reporting.  

· Each accounting system must store and maintain Business Partner Number values.

Enclosure (1)

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